microsoft office 2007- illustrated introductory, windows vista edition creating documents with word...

Microsoft Office 2007- Illustrated Introductory, Microsoft Office 2007- Illustrated Introductory, Windows Vista EditionWindows Vista Edition

Creating Documents Creating Documents with Word 2007with Word 2007

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• Understand word processing Understand word processing softwaresoftware

• Explore the Word program windowExplore the Word program window

• Start a documentStart a document

• Save a documentSave a document

ObjectivesObjectives

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

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• Select textSelect text

• Format text using the Mini toolbarFormat text using the Mini toolbar

• Create a document using a templateCreate a document using a template

• View and navigate a documentView and navigate a document

ObjectivesObjectives


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• Microsoft Word is a word processing Microsoft Word is a word processing program used to create:program used to create:• LettersLetters• MemosMemos• NewslettersNewsletters• Research papersResearch papers• Web pagesWeb pages• Business cardsBusiness cards• ResumesResumes• Financial reportsFinancial reports• Other types of documentsOther types of documents

Unit IntroductionUnit Introduction


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Understanding Word Understanding Word Processing SoftwareProcessing Software• A A word processing programword processing program is software is software

that allows you to enter, edit, and format that allows you to enter, edit, and format text and graphicstext and graphics• Copy and move textCopy and move text• Format text with fonts and colorFormat text with fonts and color• Format and design page layoutFormat and design page layout• Insert tables, charts, diagrams, and graphicsInsert tables, charts, diagrams, and graphics• Use mail merge to create form lettersUse mail merge to create form letters

• The files you create using Word are called The files you create using Word are called documentsdocuments


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Understanding Word Understanding Word Processing SoftwareProcessing Software

Formatted text

Graphic

Table

Chart

Column

Header


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Understanding Word Understanding Word Processing SoftwareProcessing Software

• Plan a document before you create itPlan a document before you create it• Identify:Identify:

• MessageMessage• AudienceAudience• Needed elements (charts, tables, etc.)Needed elements (charts, tables, etc.)• Appropriate tone and look for the Appropriate tone and look for the

document (formal, playful, etc.)document (formal, playful, etc.)

• The purpose of and audience for a The purpose of and audience for a document determine its designdocument determine its design

Microsoft Office 2007-Illustrated Introductory,

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Exploring the Word Program Exploring the Word Program WindowWindow

• The The Word Word program windowprogram window opens and opens and displays a blank displays a blank documentdocument

• The The insertion insertion pointpoint indicates indicates where text where text appears when appears when you typeyou type

Blank document

I-beam pointer

Insertion point


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Exploring the Word Program Exploring the Word Program WindowWindow• The The mouse pointermouse pointer changes shape changes shape

depending on its location in the depending on its location in the Word program windowWord program window

• Each pointer is used for a different Each pointer is used for a different purposepurpose

• Click and type pointers position the Click and type pointers position the insertion point and apply paragraph insertion point and apply paragraph formattingformatting


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Document window

Ribbon

Title bar

Scroll bar

Ruler

Status bar

Quick Access toolbar

View buttons


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• The The Ribbon Ribbon contains tabscontains tabs• TabsTabs include buttons for commands include buttons for commands

organized in groupsorganized in groups• Quick Access toolbar Quick Access toolbar contains frequently contains frequently

used commands and is customizableused commands and is customizable


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Exploring the Word Program Exploring the Word Program WindowWindow• The Word program windowThe Word program window

• TitleTitle barbar displays the program and displays the program and document namesdocument names

• Office button Office button opens a menu of opens a menu of commands related to managing and commands related to managing and sharing documentssharing documents

• Microsoft Office Help button Microsoft Office Help button provides provides access to the Word Help systemaccess to the Word Help system


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• The Word program window (cont.)The Word program window (cont.)• DocumentDocument windowwindow displays the current displays the current

documentdocument• RulersRulers show margin, tab, and indent show margin, tab, and indent

settingssettings• ScrollScroll barsbars are used to display different are used to display different

parts of the document in the document parts of the document in the document windowwindow


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• The Word program window (cont.)The Word program window (cont.)• ViewView buttonsbuttons are used to switch are used to switch

between Word document viewsbetween Word document views• Zoom level button Zoom level button andand Zoom slider Zoom slider

provide quick ways to enlarge and provide quick ways to enlarge and decrease a document onscreen viewdecrease a document onscreen view

• StatusStatus barbar shows page information, the shows page information, the location of the insertion point, and the location of the insertion point, and the on/off status of several Word featureson/off status of several Word features


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Starting a DocumentStarting a Document• Begin a new document by typing in a blank Begin a new document by typing in a blank

document in the document windowdocument in the document window• Word includes a Word includes a word-wrapword-wrap feature feature

• As you type, the insertion point moves automatically to As you type, the insertion point moves automatically to the next line when you reach the right marginthe next line when you reach the right margin

• Press [Enter] only when you want to start a new Press [Enter] only when you want to start a new paragraph paragraph

Wrapped text


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Starting a DocumentStarting a Document

• InsertInsert text in a document by clicking text in a document by clicking to move the insertion point and then to move the insertion point and then typingtyping

• DeleteDelete text text• PressPress [Backspace] [Backspace] to delete the text to delete the text

before the insertion pointbefore the insertion point• PressPress [Delete] [Delete] to delete the text after to delete the text after

the insertion pointthe insertion point


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Starting a DocumentStarting a Document

• Automatic features that might appear as Automatic features that might appear as you typeyou type• AutoCompleteAutoComplete• AutoCorrectAutoCorrect• Spelling and GrammarSpelling and Grammar


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Saving a DocumentSaving a Document

• To store a document permanently, you To store a document permanently, you must save it as a must save it as a filefile

• When you When you savesave a file you give it a name, a file you give it a name, called a called a filenamefilename, and indicate the location , and indicate the location to store the fileto store the file• A filename identifies the file A filename identifies the file • Files can be stored on an internal hard disk, Files can be stored on an internal hard disk,

on a CD or USB drive, or in another locationon a CD or USB drive, or in another location

• Saving a file allows you to close the file Saving a file allows you to close the file and open it later for editing or printingand open it later for editing or printing


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Saving a DocumentSaving a Document• Save a file for the first time using the Save a file for the first time using the Save buttonSave button

on the Quick Access toolbar or the on the Quick Access toolbar or the Save Save commandcommand on the Office menu on the Office menu

• Assign a filename and a file location to a Assign a filename and a file location to a document using the document using the Save AsSave As dialog boxdialog box


Location of the file

Filenames should be brief and descriptive

.docx file extension indicates the file is a

Word document

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Saving a DocumentSaving a Document

• After you save a file for the first time, After you save a file for the first time, save frequently as you work save frequently as you work • Saving updates the stored copy of the Saving updates the stored copy of the

file with your changesfile with your changes• Save changes using the Save changes using the Save buttonSave button,,

the the Save commandSave command, or [Ctrl][S], or [Ctrl][S]


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Selecting TextSelecting Text

• You must You must selectselect text before deleting, text before deleting, editing, or formatting itediting, or formatting it• Click and drag the I-beam pointer Click and drag the I-beam pointer

across text to select itacross text to select it• Selected text is highlightedSelected text is highlighted


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Selected text


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• Formatting marksFormatting marks are special characters are special characters that appear on screen to help you edit and that appear on screen to help you edit and format textformat text

This formatting mark indicates a blank line or the

end of a paragraph

• Formatting marks do Formatting marks do not printnot print

• Use the Show/Hide ¶ Use the Show/Hide ¶ button turn the display button turn the display of formatting marks off of formatting marks off and onand on


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Methods for selecting text

• To select text quickly, learn to use the To select text quickly, learn to use the mouse to select words, lines, paragraphs, mouse to select words, lines, paragraphs, and other large blocks of textand other large blocks of text

to select use the pointer toAny amount of text Drag over the text

A word Double-click the wordA line of text Click with the selection pointer to the left of the line

A sentence Press and hold [Ctrl], then click the sentence

A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the paragraph

A large block of text Click at the beginning of the selection, press and hold [Shift], then click at the end of the selection

Multiple nonconsecutive selections

Select the first selection, then press and hold [Ctrl] as you select each additional selection

An entire document Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click the Select button in the Editing group on the Home tab, and then click Select All


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Formatting Text Using the Mini Formatting Text Using the Mini Toolbar Toolbar • Includes the most commonly used text and Includes the most commonly used text and

paragraph formatting commandsparagraph formatting commands• Appears faintly above selected textAppears faintly above selected text• Becomes solid when your point to itBecomes solid when your point to it• Right-click selected text if the Mini toolbar Right-click selected text if the Mini toolbar

disappearsdisappears


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Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar• Printing a document - Before printing a Printing a document - Before printing a

document, examine it for errors in document, examine it for errors in Print Print PreviewPreview

Print Preview tab


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Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar• Print PreviewPrint Preview shows a document as it will shows a document as it will

look when printedlook when printed• Enlarge the view of the document to see Enlarge the view of the document to see

detailsdetails• Reduce the view to see the overall layout Reduce the view to see the overall layout • Edit the document text in Print PreviewEdit the document text in Print Preview• Print the document from Print Preview Print the document from Print Preview

• Click the Office button, point to Print, then Click the Office button, point to Print, then click click Print Preview Print Preview to open Print Preview to open Print Preview


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Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar

• Print a document after proofing a Print a document after proofing a document and correcting errorsdocument and correcting errors• Use the Use the PrintPrint commandcommand on the Office menu to on the Office menu to

change the print settings before printingchange the print settings before printing• Number of copiesNumber of copies• Page rangePage range• Default printerDefault printer


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Formatting Text Using the Mini Formatting Text Using the Mini ToolbarToolbar

• Print a document (con’t)Print a document (con’t)• Click the Click the QuickQuick PrintPrint command command on the Office on the Office

menu or the menu or the PrintPrint buttonbutton on the Print Preview on the Print Preview toolbar to print using the default print settingstoolbar to print using the default print settings

• Prints a single copy of the entire documentPrints a single copy of the entire document• The Quick Access toolbar can be customized to The Quick Access toolbar can be customized to

include the Quick Print buttoninclude the Quick Print button


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Creating a Document Using a Creating a Document Using a TemplateTemplate• A template helps you create a A template helps you create a

formatted a document quicklyformatted a document quickly• A A templatetemplate is a formatted document that is a formatted document that

contains placeholder textcontains placeholder text• You replace the placeholder text with You replace the placeholder text with

your own text and save the file with a your own text and save the file with a new filenamenew filename

• Word includes templates for faxes, Word includes templates for faxes, letters, reports, brochures, memos, and letters, reports, brochures, memos, and other types of documentsother types of documents


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Creating a Document Using a Creating a Document Using a TemplateTemplate• New Document dialog boxNew Document dialog box


Installed Template

Preview

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Creating a Document Using a Creating a Document Using a TemplateTemplate

• Replace placeholder text with your Replace placeholder text with your informationinformation

Inserted text Placeholder

text


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• Using the Undo, Redo, and Repeat Using the Undo, Redo, and Repeat commandscommands• Reverse the last action with the Reverse the last action with the Undo Undo

buttonbutton• Restore a change that you reversed Restore a change that you reversed

with the with the Redo buttonRedo button• Repeat a change with the Repeat a change with the Repeat Repeat

commandcommand on the Edit menu on the Edit menu

Creating a Document Using a Creating a Document Using a TemplateTemplate


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• Zoom featureZoom feature• Enlarge document for a close-up viewEnlarge document for a close-up view• Reduce document for an overview of Reduce document for an overview of

the layoutthe layout

• Use tools in the Zoom group on the Use tools in the Zoom group on the View tabView tab

Viewing and Navigating a Viewing and Navigating a Document Document


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• Use the Zoom level button on the Use the Zoom level button on the status barstatus bar

• Use the Zoom slider on the status Use the Zoom slider on the status barbar

Viewing and Navigating a Viewing and Navigating a DocumentDocument

Zoom level button

Zoom slider

Zoom InZoom Out


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• Scroll to display different parts of a Scroll to display different parts of a documentdocument

• Drag the scroll box up or down in the Drag the scroll box up or down in the Vertical scroll barVertical scroll bar

• Drag the scroll box right or left in the Drag the scroll box right or left in the Horizontal scroll barHorizontal scroll bar

• Click the Previous Page buttonClick the Previous Page button• Click the Next Page buttonClick the Next Page button



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Viewing and Navigating a Viewing and Navigating a DocumentDocument• Word includes different Word includes different viewsviews, or , or

ways of displaying a documentways of displaying a document• PrintPrint LayoutLayout view view displays a document displays a document

as it will look on a printed pageas it will look on a printed page• Full Screen Reading view Full Screen Reading view displays displays

document so it is easy to read onscreendocument so it is easy to read onscreen


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• Word document views (cont.)Word document views (cont.)• WebWeb LayoutLayout view view displays a document displays a document

as it will look when viewed on a as it will look when viewed on a computer screen using a Web browsercomputer screen using a Web browser

• OutlineOutline viewview displays the headings in a displays the headings in a document in outline formdocument in outline form

• Draft view Draft view shows a simplified layout of a shows a simplified layout of a document, without margins, headers document, without margins, headers and footers, or graphicsand footers, or graphics


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• When you start Word, a blank When you start Word, a blank document opens in the document document opens in the document windowwindow

• To create a new document, begin To create a new document, begin typing in the blank documenttyping in the blank document

• Save the new document with a Save the new document with a descriptive filenamedescriptive filename

• As you edit the document, save your As you edit the document, save your changes to it oftenchanges to it often

SummarySummary


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SummarySummary

• Select text as you workSelect text as you work

• Format text using the Mini toolbarFormat text using the Mini toolbar

• Use Print Preview before printingUse Print Preview before printing

• Save, print, and then close the Save, print, and then close the documentdocument

• When you are finished editing and When you are finished editing and creating documents, close all open creating documents, close all open files, and then close Wordfiles, and then close Word


microsoft office 2007- illustrated introductory, windows vista edition creating documents with word...

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