Microsoft Word
2007
A Quick Reference Guide
Author(s): Linda Powles
Owner: NWIS
Document Ref:
Document Review Date:
Training Document History
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P:\Health Informatics Development\Systems Training\WCCG
Revision History
Version
Revision Date
Version 0.1
7th January 2013
Summary of
Changes
Author
Linda Powles
Useful Contacts
Contact Name
Contact Details
Primary Care Service Desk
08450 267 297
Learning & Professional Development
Department
Email:
Learning&Professional.Development@wales.nhs.uk
Microsoft Word 2007 – A Quick Reference Guide
1
Contents
Introduction – Word 2007 ........................................................................................... 3
The Office Button ................................................................................................ 4
Customising the Toolbar ..................................................................................... 5
Navigating Word using the Keyboard .................................................................. 6
Microsoft Help Tool ............................................................................................ 7
Creating a New File .................................................................................................... 8
Open an Existing File ................................................................................................. 9
Marking Text ..................................................................................................... 11
Modifying Style of Text ...................................................................................... 11
Inserting Images................................................................................................ 12
Creating Charts ................................................................................................. 13
Mail Merge ........................................................................................................ 14
Printing in Word 2007........................................................................................ 14
Tabs - HOME ........................................................................................................... 16
Tabs - INSERT ......................................................................................................... 17
Tabs – PAGE LAYOUT ............................................................................................ 18
Tabs - REFERENCES.............................................................................................. 19
Tabs - MAILINGS ..................................................................................................... 20
Tabs - REVIEW ........................................................................................................ 21
Tabs - VIEW ............................................................................................................. 22
Using the CTRL key ................................................................................................. 23
Microsoft Word 2007 – A Quick Reference Guide
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INTRODUCTION – WORD 2007
Microsoft Word uses an assortment of windows, ribbon tabs, toolbars, menus and
other features that enable you to make use of all the functions available. The main
difference in Word 2007 is the use of the ribbon which replaces the old familiar
toolbars and menus. The ribbon is the container at the top of the window and holds
all the tools and features that you may wish to use. Tools for given tasks are grouped
together and these groups are then organised into Tabs. When a tab cannot hold all
the choices available there is a link to a list of commands, a dialog box, task pane or
galleries of options. Additional contextual tabs appear as the context of your work
changes, so if you have a picture selected a relevant tab option will appear.
Ribbon
100
80
60
40
20
0
1st Qtr 2nd Qtr 3rd
Tab(s)
Tool Groups (Font, Paragraph & Styles)
Microsoft Word 2007 – A Quick Reference Guide
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THE OFFICE BUTTON
Situated in the top left hand corner of the screen in Word 2007, the Office Button is
used where the ‘File Menu’ was used in Word 2003, but there are additional
functions that can now be carried out within this section.
2003 ‘File’ menu
2007 Office Button
The above 2 images show the differences between Microsoft Word’s 2003 File menu
and the Microsoft Word’s 2007’s Office button. Both provide the user with a number
of similar actions or tasks, but the 2007 version displays a greater list of ‘Recent
Documents’ and additional or new functionality added.
Where a task has a rightpointing arrow displayed, a
sub-menu in 2007 provides
a greater description of the
options available.
Microsoft Word 2007 – A Quick Reference Guide
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CUSTOMISING THE TOOLBAR
Additional functionality in the Office button allows the user to customise Microsoft
Word in many ways. Tasks and functions may be added or removed from the
window; using either the Office button and navigating to the ‘Word Options’ button
or the drop-down button as indicated next to the Quick Access Toolbar, the user may
customise the Quick Access Toolbar to suit their needs.
Customise menu
Quick Access Toolbar
By right-clicking on any
icon on the toolbar, the
user will be able to add
the icon to the Quick
Access Toolbar.
At any time, the user may switch the ribbon view off; this will allow for the user to
have a greater view of the document. By right-clicking on the ‘Tab’ toolbar, the user
may click on ‘Minimize the Ribbon’. This may be returned to the original view by
removing the tick from the check box.
Microsoft Word 2007 – A Quick Reference Guide
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NAVIGATING WORD USING THE KEYBOARD
If users wish to navigate their way around Word using the keyboard, then the
following steps may be taken.
On using the ALT key, the tools and tasks will have numbers/letters overlaid that will
act as shortcuts to that task. For example, if the user selected ALT + N, then the
ribbon will change to the INSERT tasks.
Using ALT + N again will display the keyboard shortcuts to the different options
available within this ribbon.
To use a specific task, use the ALT key and the respective key/keys to use the
function, for example ALT + S + H together will open the Shapes dialogue box to
insert a shape.
As with Office 2003, the CTRL key may still be used to carry out specific functions
such as saving documents (CTRL + S) etc. A list of these functions may be found at
the end of this guide.
As with all Microsoft applications, HELP
may also be used for guidance and
support. In Microsoft 2007, this can be
found at the top right hand corner of the
screen, below the Close ‘X’.
Microsoft Word 2007 – A Quick Reference Guide
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MICROSOFT HELP TOOL
When a user clicks on the Help tool, Windows will automatically start searching the
Microsoft Office Online help tool.
To use the offline support, the user may click on the link below the loading bar
displayed in the Word Help window.
The offline support
allows the user to
search the database
installed with Word
2007.
Type the query in the
Search text box at the
top of the page and
click on the magnifying
glass to begin the
search for that topic.
The example here shows
30 results returned with
the first 25 displayed on
the first page.
Microsoft Word 2007 – A Quick Reference Guide
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CREATING A NEW FILE
On opening the Word 2007 application, a new blank document will be displayed. To
create a new document while in the application, the user may either:
1. Click on the Office Button
and select
or
2. Use the CTRL key and N or
3. Use ALT then F then N then click on the Create button.
In addition to creating new files from blank documents, a number of templates are
also provided, both built in to the word application as well as being available online to
download.
Microsoft Word 2007 – A Quick Reference Guide
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OPEN AN EXISTING FILE
As with creating a new document, there are a number of ways to open an existing
document. If the document has recently been accessed, it will be displayed in the
‘Recent Documents’ list that may be found in the START menu or in the Office
Button menu in Word 2007.
To locate a document that has not recently been accessed, the user will need to
navigate to the location where the document has been stored.
On selecting ‘Open’
from the Office
Button menu, the
user will be provided
with a dialogue box in
which to search the
computer for the
required file.
Microsoft Word 2007 – A Quick Reference Guide
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Using the ‘Look in’
drop down list or the
locations identified in
the left hand panel of
the dialogue box,
navigate to the drive or
folder where the
document has been
stored.
To assist with file identification, the view of
how the files are displayed may be changed.
When using ‘Details’, the file list may be
sorted by
Name (Alphabetically: A-Z or Z-A)
File size (E.g. 602kb, 710kb)
Date Modified (E.g. earliest to latest)
By clicking on the description headers, the
list order is reversed.
On locating the
file, the user
may either
double-click
the mouse to
open the file or
using a single
click, highlight
the file and click
on ‘Open’.
Microsoft Word 2007 – A Quick Reference Guide
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MARKING TEXT
The ability to mark up text is still possible with Word 2007.
Using the F8 function key:
Press twice to highlight a single word
Press three times to highlight a line of text
Press four times to highlight a paragraph
Press five times to highlight the entire document.
When the text is highlighted, the
user may then use a right-click
on the mouse to display the text
formatting tools.
The text may then be formatted
as required.
MODIFYING STYLE OF TEXT
On the Home tab, the Styles section allows the user to select a style for a given
word or piece of text.
By right-clicking on a style, the user will be able to modify or create a variety of styles
of text to enhance their presentation.
Microsoft Word 2007 – A Quick Reference Guide
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INSERTING IMAGES
Images may be added to documents in the same way that they could with Word
2003.
By selecting the Insert tab,
then the Illustrations
section, the user may opt
to import an image from
another folder or use those
stored in the Windows
Picture library.
Images may also be downloaded from the Internet, but they may be subject to
copyright laws.
Clip Art uses images stored within the Word library and may be used freely.
When a user inserts an image, the Picture Tools ribbon is displayed allowing the
manipulation and editing of the image.
When inserting a Shape or a Text Box, the Drawing Tools ribbon is displayed that
allows users to edit and manipulate the drawn image.
Microsoft Word 2007 – A Quick Reference Guide
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CREATING CHARTS
Charts may be created directly from
within Word 2007.
On selecting the Chart icon, an Excel
spreadsheet application will also open
and this then allows the user to create a
chart within the Word document.
When the chart has been created, it may be moved to the required area of the
document by right-clicking the mouse on the chart, and from the menu that
appears, select Format and from the format menu, select the Layout tab and then
select the In front of text option; this will allow the user to drag the image to the
correct area of the document.
Microsoft Word 2007 – A Quick Reference Guide
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MAIL MERGE
In Word 2003, the stages of Mail Merge appeared as a split window to the right of
the main screen; in Word 2007, the stages now appears in a ribbon at the top of the
screen. To view as the Word 2003 style, select the Mail Merge Wizard from the
‘Start Mail Merge’ drop down menu, as indicated by the small downward arrow.
PRINTING IN WORD 2007
Users of Word 2003 will be familiar with a Print icon being displayed in the toolbar at
the top of the screen.
In Word 2007, the Print icon may not be immediately visible, but by adding the
function to the Quick Access Toolbar, the default printer may be displayed.
To add the printer – from the
drop down menu, highlight the
‘Quick Print’ function; this will
place a tick alongside the
description. The Quick
Access Toolbar will then
display the default printer
icon.
Microsoft Word 2007 – A Quick Reference Guide
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To remove a function from the Quick Access Toolbar, remove the tick displayed
against the task.
To print from the Office Button menu:
Selecting ‘Print’ will
open the standard
dialogue box that
enables the user to make
adjustments (number of
copies etc);
Quick Print sends the
document straight to the
default printer without
further prompting.
Print Preview allows the
user to make changes
prior to printing (margins,
orientation, size etc).
Microsoft Word 2007 – A Quick Reference Guide
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TABS - HOME
Font size
Subscript
Highlight Text
Sort (Alpha/Numeric)
Strikethrough
Font Colour
Font Style
Show/Hide Formatting
Bullets
Text Editing Tools
Text styles
Justified Text Alignment
Underline
Right-aligned Text
Italics
Centred Text
Bold
Left-aligned Text
TABS - INSERT
Insert a Text Box
Insert Hyperlink
Insert Clip Art
Insert reusable text
Create Bookmark
Insert Picture
Create WordArt
Insert Shape
Draw a Table
Point to Reference
Insert a symbol
Insert Page Number
Embed an Object
Draw a Chart
Create Footer
Insert a Page Break
Insert Date/Time
Smart Art Graphics
Insert a Blank Page
Create Header
Insert Signature Line
Create Cover
Microsoft Word 2007 – A Quick Reference Guide
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TABS – PAGE LAYOUT
Indent Text
Landscape/Portrait
Insert Pages/Breaks
Line Spacing
Set/Change margins
Add line numbers
Allow hyphenation
Add Border/Shading
Change colour scheme
Background colour
Align Text/Images
Choose paper size
Insert a watermark
Split Text
Microsoft Word 2007 – A Quick Reference Guide
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TABS - REFERENCES
Insert a Footnote
Insert an Endnote
Insert a Caption to an image
Additional Footnote
Update Table of Contents
Insert a Citation
Cross reference documents
Insert a Table of Contents
Microsoft Word 2007 – A Quick Reference Guide
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TABS - MAILINGS
Print
Amend or edit mail and insert fields
Preview before finalising
Start the merge process
Select required output
Microsoft Word 2007 – A Quick Reference Guide
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TABS - REVIEW
Dictionaries, encyclopaedias etc
Translate Text
Track changes made
Accept/reject Changes to text
Add comments when reviewing
Display text prior to/after mark up
Count Text
Protect the document
Thesaurus
Check Spelling/Grammar
Microsoft Word 2007 – A Quick Reference Guide
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TABS - VIEW
Hide/Display Tools
Create/Edit Macros
Screen layout of document
Change Window display
Change Display of page/s
Microsoft Word 2007 – A Quick Reference Guide
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USING THE CTRL KEY
CTRL + A
CTRL + B
Selects all
Makes text bold
CTRL + C
Copies to Clipboard
CTRL + F
Find
CTRL + G
Go To (page etc.)
CTRL + H
Find & Replace
CTRL + I
Italicises text
CTRL + K
Insert Hyperlink
CTRL + N
Opens a new document
CTRL + O
Open an existing file
CTRL + P
Print the current document
CTRL + S
Saves a document/file
CTRL + U
Underlines text
CTRL + W
Closes Microsoft Word
CTRL + V
Pastes
CTRL + Y
Redo
CTRL + Z
Undo
Microsoft Word 2007 – A Quick Reference Guide
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