word 2007 interface

Sandra K. Nees, Creator and Presenter Booth Library, EIU September 30, 2010

Microsoft Word 2007: Interface

Microsoft Word 2007: The Interface Sandra K. Nees, Booth Library, EIU

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Part 1: User Interface ................................................................................................................................................................. 4

I. Word 2007 has a totally new look for its User Interface. .......................................................................................... 4

A. Title bar options have changed. ............................................................................................................................ 4

B. Scroll bars are still to the right and at the bottom of your screen. ....................................................................... 4

C. Status bar is still at the bottom but has lost some of its options. ......................................................................... 5

II. Microsoft Office Menu replaces the File pull-down menu. ..................................................................................... 5

A. Main commands on left side look similar to old File pull-down menu. ................................................................ 5

B. A Recent Document List is on the right half of the Office menu. .......................................................................... 6

C. Word Options have moved into the Office menu next to Exit Word. ................................................................... 6

III. The Ribbon tabs replace all other 2003 pull-down menus. ...................................................................................... 7

A. Standard Tabs 7 basic tabs, each representing an activity area. . ..................................................................... 7

B. Contextual Tabs appear on the ribbon with a colored highlight when needed for editing tasks. ....................... 8

C. Program Tabs (ribbons) appear when all other tabs are replaced. ...................................................................... 8

D. Groups Each ribbon includes several groups of related items as seen above. .................................................. 8

E. Command buttons hover over an item to see a pop-up information box. ........................................................ 8

IV. Quick Access Toolbar, at upper left, is the only customizable toolbar. .................................................................... 9

A. Default Options include save, undo and repeat. ................................................................................................. 9

B. Click the down arrow to add or remove options from the Quick Access Toolbar. ............................................... 9

C. Other customizing features will be discussed in later workshops. ....................................................................... 9

V. Mini Toolbar is a new feature. .................................................................................................................................. 9

A. Select text and hold the pointer over the text to see formatting options in a faded out floating toolbar........... 9

VI. Other Ribbon Features explained. ............................................................................................................................. 9

A. Minimize the Ribbon to give yourself more work space. ...................................................................................... 9

B. Live preview is a new feature in Word 2007. ...................................................................................................... 10

C. Key Tips are available for those of you who prefer the keyboard. ..................................................................... 10

D. Task Panes are still in the program and appear when the feature is accessed. ................................................. 10

E. Shortcut Menus, also called Contextual Menus, have been expanded. ............................................................. 10

VII. HELP! ....................................................................................................................................................................... 11

A. Click the help button or the F1 function key. ............................................................................................. 11

B. Use the toolbar on the help dialog box to get full use of this feature. ............................................................... 11

C. Type your topic into the text box and click search. ............................................................................................. 11

D. The pull-down help menu and the type-in help box from 2003 are gone. ......................................................... 11


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E. Get more training modules from online to learn Word 2007. ............................................................................ 11

VIII. Compatibility, Converting, and File Formats for 2007: ........................................................................................... 12

A. New File Formats: ................................................................................................................................................ 12

B. Compatibility Mode: ............................................................................................................................................ 12

C. Converting files: ................................................................................................................................................... 12

Part 2: Working with Documents ............................................................................................................................................. 13

I. Creating New Documents: ....................................................................................................................................... 13

A. A new blank document comes up when Word opens. ....................................................................................... 13

B. Click the Office menu\New to see the New Document dialog box and open a new document. ..................... 13

C. Modify the Quick Access Toolbar by adding the new icon to save going through the New dialog box. ..... 13

D. Ctrl N direct command still bypasses the New dialog box and opens a new document. ................................ 13

E. The Templates/New dialog box can only be opened from the Office menu. ..................................................... 13

II. Opening Existing Documents:.................................................................................................................................. 14

A. Click the Office Menu\Open to see the Open dialog box. . ................................................................................. 14

III. Save and Save As: .................................................................................................................................................... 15

A. Click the Office Menu\Save to save your file. ..................................................................................................... 15

B. Click the Office Menu\Save As to see the listed save as options. ....................................................................... 15

C. A double click on Save As immediately opens the dialog box and its options. ................................................... 15

IV. Print your files: ........................................................................................................................................................ 16

A. Click the Office Menu\Print to see the three printing options. .......................................................................... 16

V. When does Convert appear on the Office Menu? .................................................................................................. 16

A. The Office Menu list can change according to document properties. ................................................................ 16

VI. Close versus Exit. ..................................................................................................................................................... 16

A. Use Close for closing documents on screen. ....................................................................................................... 16

B. Exit Word is the same as the red X on the title bar and ends the program. ....................................................... 16


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Part 1: User Interface

I. Word 2007 has a totally new look for its User Interface. A. Title bar options have changed.

1. Left side has the Microsoft Office Button Menu and no control menu.

a) Right click the title bar to see a shortcut menu with control menu options.

2. Upper right corner of the title bar still has Minimize, Restore/Maximize, & Exit.

3. The document title and program name are centered on the title bar.

a) The location of the file does not show.

4. If the window is not maximized, the word window can be moved..

a) Hold down the left mouse button on the title bar and drag to a new location.

5. Resize the window by dragging the edge of the window from any side or corner when

the window is not maximized.

B. Scroll bars are still to the right and at the bottom of your screen. 1. Right click a scroll bar for the shortcut menu and other options.

2. As you drag the scroll bar down a pop-up tells what page you are on.

3. At the top of the scroll bar is a split window bar. The option is also

accessible from the View Ribbon.

a) Put your mouse on this minus bar ", and pull down to split

the screen and the document into two parts that scroll separately.

4. View/Hide the ruler from the ruler button or from the View Ribbon.

a) Click the icon to view or hide both rulers.

5. Page up/down to click through a document.

6. Browse Object button gives access to browse the document from

object to object, including tables, graphics, fields, pages, and others.


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C. Status bar is still at the bottom but has lost some of its options.

1. Default Options include the following:

a) Zoom embedded on far right end of the status bar.

(1) Drag the slider or use the + or -.

(2) Double click the XX% number to get the zoom dialog box.

(3) Hold down the control key and use the mouse wheel to zoom the page in

and out.

b) View toolbar has moved and is embedded next to zoom.

(1) Click on your preferred layout: print, screen

reading, web, outline and draft.

(2) The View ribbon has the same options.

c) Page number and total pages is still on the status bar.

d) Word count is new in 2007.

e) Proof checker includes grammar and spelling.

(1) Click to move to an error and get possible options.

2. Add optional items to the status bar.

a) Right click on the status bar to see other features.

b) Click one to have it added to the status bar.

II. Microsoft Office Menu replaces the File pull-down menu. A. Main commands on left side look similar to old File pull-down menu.

1. New documents:

a) Open your templates, the program templates, or

templates online.

b) No fast open of a blank new document from

here. Add it to the Quick Access Toolbar.

2. Open documents:

a) Default File Location appears.

b) Use Word Options\Save to change your default

location.

3. Save your document:

a) Do an instant save unless the document is untitled.

4. Save As gives you other document formats and

versions. A double-click opens the Save As dialog box

with the default file type showing.

a) 2007

b) Templates

c) 97-2003

d) Pdf or Xps (If add-in is available.)

e) Other formats


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5. Print your document also has the double-click option or open the dialog box.

a) Print with full options.

b) Quick Print sends one copy to the default printer.

c) Print Preview your document.

6. Prepare the document for distribution:

a) See document properties.

b) Inspect the document.

c) Encrypt the document.

d) Restrict permissions.

e) Add a Digital Signature.

f) Mark as final.

g) Run a compatibility checker.

7. Send to email formats or to a fax uses Outlook mail or a

printer with fax options.

8. Publish:

a) A web blog

b) A document server

c) A document workspace

9. Close the document on-screen only.

10. Exit Word.

B. A Recent Document List is on the right half of the

Office menu. 1. Any document may be pinned to this list as you

work.

a) Click the grayed out pin on the right edge and

it turns green, pinning the item to the list.

b) Click the green pin to unpin the item and the

color goes back to grey.

2. The number of documents on this list is controlled in

Word Options.

C. Word Options have moved into the Office menu next to Exit Word.


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III. The Ribbon tabs replace all other 2003 pull-down menus.

A. Standard Tabs 7 basic tabs, each representing an activity area. Ribbon items

vary if the screen is not maximized. 1. Home - covers many items from the old Formatting Toolbar.

a) Clipboard

b) Fonts

c) Paragraph

d) Styles

e) Editing

2. Insert - just about anything you can think of.

a) Pages

b) Tables

c) Illustrations

d) Links

e) Header & footer

f) Text

g) Symbols

3. Page Layout - covers a mixture of topics.

a) Themes

b) Page setup

c) Page background

d) Paragraph items (more)

e) Arranging items on the page

4. References use for complex professional documents.

a) Table of Contents

b) Footnotes

c) Citations & Bibliography

d) Captions

e) Index

f) Table of Authorities

5. Mailings lead to mail merge features.

a) Create

b) Start Mail Merge

c) Write & insert fields

d) Preview results

e) Finish


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6. Review checking up on your document.

a) Proofing

b) Comments

c) Tracking

d) Changes

e) Compare

f) Protect

7. View options with macros thrown in.

a) Document Views

b) Show/Hide

c) Zoom

d) Window

e) Macros

B. Contextual Tabs appear on the ribbon with a colored highlight when needed

for editing tasks.

1. Picture Tools|Format

2. Table Tools|Design & Layout

3. Drawing Tools|Format

4. SmartArt Tools|Design & Format

5. Chart Tools|Design, Layout & Format

6. WordArt Tools|Format

7. Header and Footer Tools|Design and more

C. Program Tabs (ribbons) appear when all other tabs are replaced.

1. Print Preview turns on a program tab to replace all other tabs.

2. Outlining Tab and Blog Post Tab are also program tabs.

D. Groups Each ribbon includes several groups of related items as seen above. 1. Check each group name to see how it relates to the ribbon and how the items within

the groups are related.

2. Check the group name line to see if there is a Dialog Box Launcher leading to a dialog

box and more options.

E. Command buttons hover over an item to see a pop-up information box. 1. Buttons:

a) Click the icon to execute a command.

b) Some buttons still lead to a dialog box of options.

2. Boxes:


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a) Click to select an interactive box and fill in data.

b) Click a down arrow or scroll through options.

3. Menus and drop down galleries:

a) Down arrows can lead to a menu of commands.

b) Some commands give a drop-down visual gallery of

choices.

4. Dialog Box Launcher:

a) Look for the small arrow in a box in the lower-right corner of a group.

b) Click to see the full dialog box of options on the chosen group topic.

c) Not all groups have dialog box launchers available.

IV. Quick Access Toolbar, at upper left, is the only customizable

toolbar. A. Default Options include save, undo and repeat.

B. Click the down arrow to add or remove options from the

Quick Access Toolbar. 1. Check the features on the drop down list and click to add it to the

toolbar.

2. Unclick an item to remove it from the toolbar.

C. Other customizing features will be discussed in later

workshops.

V. Mini Toolbar is a new feature. A. Select text and hold the pointer over the text to see

formatting options in a faded out floating toolbar. 1. Move your pointer onto the toolbar to give it full color and see it properly.

a) Click any of the icons to change any of these formatting options on the text

youve previously highlighted.

2. These are most of the same option you see under the Home font group plus format

painter and some paragraph group options.

3. This floating toolbar may be turned off in Word Options.

VI. Other Ribbon Features explained. A. Minimize the Ribbon to give yourself more work space.

1. Double click the ribbon to hide or minimize it.

2. Click a tab once to show that ribbon, but it is as a temporary display and the Ribbon is

still minimized. Note that the ribbon rolls down over your document.

3. Double click to show the full Ribbon again.


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4. Access to minimize or show Ribbon is also available from the Customize Quick Access

Toolbar menu.

B. Live preview is a new feature in Word 2007. 1. See the formats, fonts, and styles on blocked text actively change when you mouse-

over the choices from the ribbon, drop-down menus, and galleries.

a) Block a line of text and click the down arrow on Home\Font. As you scroll down

the list and point to different fonts your text reflects the new choice.

b) Block a line of text and click the down arrow on Home\Style Gallery. As you

point to different styles the text reflects your choice.

2. Live preview is available for multiple features throughout the program.

C. Key Tips are available for those of you who prefer the keyboard.

1. Press ALT to see all key tip badges for the ribbon tabs and toolbar.

a) Press the number you want for one of the quick access toolbar commands.

b) Press the letter you want to display the desired ribbon or the Office menu key

tips.

c) Press the letter, number or combination for the command you want to access.

2. Key strokes from previous Word versions still work if you remember them. The

program does not help you with the commands. (Example: Ctrl P for print.)

D. Task Panes are still in the program and appear when the feature is accessed. 1. Task panes may be moved around the document or float free.

2. Clipboard, ClipArt, Research, Styles, Help, and Mail Merge are among the features that

still create task panes.

E. Shortcut Menus, also called Contextual Menus, have been

expanded. 1. Right click to check for the shortcut menu.

a) Menus are available when you right click on pictures,

tables, grammar and spelling errors, and many other areas

of your text and Word interface.

b) Press Shift + F10 if menu fails to appear with a right click.


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VII. HELP! A. Click the help button or the F1 function key.

1. The blue help question mark is on the right

edge of the ribbon tab line.

2. A help dialog box will open and float above

your document.

3. Choose from one of the Help & How-to

topics listed in the help box.

a) The list starts with Whats New,

includes many relevant topics, and

goes on to Word Demos and Training

modules.

b) The table of contents is in the middle

of this topic list and on the toolbar at

the top. Click the book icon.

4. Help may be left open while you are typing

in the document.

5. Some help features are on your hard drive,

but much more information comes directly

from Microsoft Online.

B. Use the toolbar on the help dialog box to get full use of this feature.

1. Choose to go backwards, forward, or exit.

2. Reload or go the help home page.

3. Print or change font size first and then print.

4. Show a table of contents or stay on topic.

5. Feed back is requested after most topics. Answer or ignore as you wish.

C. Type your topic into the text box and click search.

1. Get help with selecting text using the mouse.

a) Type in select text with the mouse.

b) Click on select text.

c) Scroll down to see tips about this topic.

d) Print the topic for future reference.

2. Try using help for other topics including features you cant locate.

D. The pull-down help menu and the type-in help box from 2003 are gone.

E. Get more training modules from online to learn Word 2007. 1. Microsoft Office training links from the help screen or direct from

www.microsoft.com. Choose Training & Events from All Microsoft Sites and then Office

Online Training & Demos.


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VIII. Compatibility, Converting, and File Formats for 2007: A. New File Formats:

1. File extensions and file formats have changed and are based on the new Office Open

XML formats. (XML means Extensible Markup language.)

a) The new format should help make your documents safer by separating files

containing scripts or macros. It makes file sizes smaller and makes documents

less susceptible to damage.

b) Look at the File type in the SAVE AS: dialog

box. You should now be using Word

Document with the extension showing as

*.docx.

c) Templates save will have the extension as

*.dotx.

d) Older Word Documents will still be saved as

*.doc.

e) Note the other new document file types available for you to save as.

(1) You may now save as PDF or XPS files. If these add-ins are not loaded and

active, go to Microsoft.com to download.

f) Word documents containing macros or code have the extension *.docm, and

templates as *.dotm.

B. Compatibility Mode:

1. Word 2007 will still open files created in previous Word versions, but the file opens in

Compatibility Mode.

a) Compatibility Mode appears next to the name of the file on the title bar.

b) All 2007 features not available to this older document format are missing from

the ribbons, altered to simulate older versions, or grayed out.

c) If you are sharing this document with others, you may wish to keep the file in a

previous version so that you all see the same options.

C. Converting files: 1. On the Office Menu the feature Convert will appear only when you are working in

compatibility mode. If you wish to make this file a 2007 document, click to convert

the file.

a) If you need to convert any 2007 document back to the 97-2003 version that may

still be done at any time. Note that any new 2007 features you have added into

the document will be lost.

2. Computers with older versions of Microsoft Office should download the Microsoft

Office Compatibility Pack for Word, Excel and PowerPoint.

a) This converter works only with Office 2000 SP3, Office XP SP3, and Office 2003

SP1. See Microsoft.com for other exceptions.

b) It allows the person to not only see a 2007 file, but to resave it as the 2007 file.


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Part 2: Working with Documents

I. Creating New Documents:

A. A new blank document comes up when Word opens.

B. Click the Office menu\New to

see the New Document dialog

box and open a new document.

1. The default is the blank

document template so click

Create to get this document.

2. Choose to create a new

document based on an existing

document by choosing New

from existing on the list.

a) You are sent to a dialog

box to choose the original you need a copy of.

b) Browse to find your document and choose from other options on the open

down arrow menu.

C. Modify the Quick Access Toolbar by adding the new icon to save going

through the New dialog box. 1. Click the down arrow on the Quick Access Toolbar and checkmark

New.

D. Ctrl N direct command still bypasses the New dialog box and

opens a new document.

E. The Templates/New dialog box can only be opened from the

Office menu. 1. Choose a template source from the left menu.

a) Click Installed Templates to see the templates already

installed in your hard drive.

(1) Choose a template style and type.

(2) Click to change from a new document to a new

template.

(3) Documents save to your My Documents folder.

(4) Templates save to the Template folder inside your

profile.

b) Click My Templates to choose from templates you have

created and saved.

c) Click one of the categories listed to get to Microsoft Office Online and all the

latest templates available.

(1) Download and save your choice on your local computer.


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II. Opening Existing Documents:

A. Click the Office Menu\Open to see the Open dialog box. This box varies with

Windows XP and Windows Vista. 1. Using Windows XP, check out the Open Dialog Box options.

a) Choose the location of

your file by choosing a

Favorite Place to Look in

first.

b) Find a drive or place by

clicking on the down

arrow button by the

Look in box or click the

back icon or up one level

icon.

c) Double click a single file or use the Ctrl or Shift key to open multiple files.

d) Check out all the options available from the toolbar in the Open dialog box.

e) The default file type or Files of Type: will be Word Documents meaning Word

2007 only.

(1) Change to All Word Documents to see all versions of Word docs.

(2) Click Files of Type\ All Files to be sure you see all available documents.

(3) Once you change the Files of all types, it should remain the new default.

f) After choosing a file, click the Open down arrow to see options about how you

are opening your file.

g) Tools has moved to below the column of places on the left.

2. Using Windows Vista, check out the Open Dialog Box options.

a) Choose the location of your file from the My Documents default location.

b) Choose another location from the left pane of favorite links or click to see the

folder list.

c) Default file type is Word Documents (*.docx).

(1) Click the down arrow next to this info to change.

(2) Change it to All Files to

always see existing files,

not just word files.

(3) It will now remain the

default.

(4) Check out the file types

available by clicking the

down arrow again.

d) Tools options are below the file

name box.

e) Click the Open down arrow to

see more options in opening your file.


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3. Microsoft Word translates automatically from other document formats.

a) Be sure you open non-word files from inside Word for correct conversion.

b) If a conversion file is missing, check with Microsoft Online for an update or

conversion file.

4. If you modify the Quick Access Toolbar and add the open icon, it

will be a faster way to get to the open dialog box.

a) Click the down arrow on the Quick Access Toolbar and

checkmark Open.

5. Ctrl O still opens the open dialog box.

III. Save and Save As:

A. Click the Office Menu\Save to save your file. 1. Pre-existing named documents save automatically.

2. New un-named documents will open the Save As dialog box.

B. Click the Office Menu\Save As to see the listed save as

options. 1. Choose the desired option from the list to go to the Save

As box with your file type already chosen.

C. A double click on Save As immediately opens the

dialog box and its options. 1. Save your file with a different name.

2. Save a backup.

3. Change the file's format under

Save as type in XP or Files of

Type in Vista.

a) Word Document *.docx is the

2007 version.

b) Save as Word 97-2003.

c) Save as a pdf or xps file

directly from Word when

you have the Add-In loaded

for Acrobat.

d) Turn your document into a web page with three web page options.

e) Choose from other formats by clicking

the down arrow to see the full list.

4. Change the location you are saving to.

a) Choose from a location on the down

arrow next to the Look In box or the

Save in box.

b) Click a location from the list that

appears.


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IV. Print your files:

A. Click the Office Menu\Print to see the three printing options. 1. A double-click gives fast access to the dialog box.

2. Print gives full print dialog box options. The dialog box

has not changed.

a) Change printers.

b) Change what prints.

c) Collate your document.

d) Change number of copies.

e) See Zoom and other options.

3. Use Quick print for one copy to the default printer.

a) Modify the Quick Access Toolbar and add the print icon for faster access.

b) Ctrl P still takes you to the Print dialog box.

4. Use Print preview to verify the layout and overall look.

a) Print Preview opens a program tab and takes over the ribbon.

(1) Send to the printer and get the dialog box.

(2) Get Office print options.

(3) Reset margins, orientation and size.

(4) Use the zoom features.

(5) Preview pages, shrink, and turn off the ruler or magnifier.

(6) Close Print Preview.

b) You may also add print preview to the Quick Access Toolbar.

V. When does Convert appear on the Office Menu?

A. The Office Menu list can change according to document properties. 1. Convert will appear only if the open document is not a Word 2007 file.

2. Check the title bar to see if your

document is in Compatibility Mode.

3. Do not convert the document if you are

sharing the file and worried about

backward compatibility issues.

VI. Close versus Exit.

A. Use Close for closing individual

documents open in the program. 1. Then Word 2007 is still running and other files may be opened.

B. Exit Word is the same as the red X on the title bar and ends the program.

word 2007 interface

Documents

word options

ribbon tabs

interface microsoft

microsoft office menu

formatting options

basic tabs

standard tabs

contextual tabs