Microsoft Word 2007, Part 3
These features will be covered in this workshop
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Arrange pages in book form
Inserting graphics
The Views in Word 2007
Using drop caps
Creating and Editing Hyperlinks
Using Word’s hotspots
Setting Tab Stops
Create a Folded booklet
A book fold is a convenient format to use to present a moderate amount of printed information. You can
create a book fold for yourself, and then save the format as a template.
1. Click the Office button.
2. On the New Document dialog, click Blank document, then click the Create button.
3. On the Page Layout tab, click Orientation, then Landscape.
4. On the Page Layout tab, on the Page Setup group, click the Page Setup Dialog Box Launcher.
5. In the Page Setup dialog, on the Margins tab, choose Book Fold.
6. On Sheets per booklet box, select 8. The number must be a multiple of 4.
7. In the Gutter box, click the up arrow so the setting is between 0.1 and 0.2. (Use less for a four-sheet
fold and more for a fold of more sheets.)
8. On the Layout tab, under Headers and Footers, click Different first page, then click OK.
Set up Footers for the Booklet
1. Click the Insert tab on the Ribbon.
2. In the Header & Footer group, click Page Number. Choose bottom of page, and plain number 2. This
setting will place a plain page number at the center of the bottom of each page. On a four-page
booklet, you may not want any page numbers, but you probably will on one with 8 pages.
3. You will see on your screen, an outline of the first page, which will be the cover page of your 8-page
booklet.
Remove the Footer on the First Page
1. Double-click in the footer area of the first page.
2. Under Header & Footer Tools, on the Design tab, in the Options
group, select the Different First Page check box. If the Different
First Page check box is already checked, do not clear it.
3. Remove any page number from the cover page.
Insert a Picture from a File
You will insert a picture at the top of the cover page of the booklet. 1. With your cursor positioned where you want to insert the picture, on the Insert tab, in the Illustrations group, click Picture.
2. The Insert Picture dialog appears.
3. Locate the picture that you want to insert.
4. Double-click the picture you want to insert.
5. The picture appears at the cursor location.
6. When your cursor is in a picture, you see another tab
appear. It is the Picture Tools tab.
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In the Arrange group. Select Text Wrapping command.
Select the appropriate text wrapping for the image. If your image is
square or rectangular, choose Square.
Look at the Picture Styles group. If you want a frame for your picture,
choose the picture style you prefer from this group.
Finish and print the booklet
When you have filled the eight pages of your booklet with informational
material, save it and follow these steps to print it:
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Click on the Office button.
Select Print, then on the window that opens, click Print.
In the Print dialog box, click on
Manual duplex.
Click on OK.
After the printer has printed one side
of the pages, you will see a notice that
tells you to remove the printout of the
pages that have been printed, and then
place them back in the printing tray.
Remember that the side that is down
is the side of a page that is printed. So,
since the pages that have just come out
of the printer have the printed side
up, you simply place the pages in the
printing tray with the printed sides up.
You then click the OK on the notice on
your computer screen that is
illustrated here.
If your printed booklet has
not been printed correctly
(Microsoft has a notice on its web site that in certain instances, the booklet pages will not print in the
correct order), then there is a solution for you to use. Save your booklet file you have created in Word
2007 to a Word 2003 format.
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Click the Office button.
Click on the Save As command.
Look at the choices you have when you have selected the Save As command.
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Click Word 97-2003 Document. See the menu with
this choice highlighted in the illustration at the
right.
Open your saved booklet file in Word 2003.
Choose File and then Print.
In the Print Dialog, select the manual duplex print
control.
Proceed with the steps previously outlined.
Other Formats
In the menu, illustrated above at right, notice the choice,
Other Formats. When you select this, you will see a Save
As dialog box, which will give you the ability to locate different folders or locations in which to save your files. You
can also choose a different name for your document. In
the Save as Type box (illustrated below) you can click the
arrow at the right to display a menu that offers you the
following file types to which you can save your document:
Word document
Word Macro-enabled document
Word 97-2003 document
Word Macro-Enabled Template
Word 97-2003 Template
Single File Web Page Web Page, Filtered Rich Text Format
Plain Text
Word XML document
Word 97-2003 & 6.0/95 RTF Works 6.0 - 9.0
This saves the document in the Word 2007 format
This choice saves the document as Word 2007 macro enabled file
This choice saves the document in a Word 97-2003 file
This saves the document in a Word 2007 macro-enabled template
This saves the document in a Word 97 to 2003 template
This saves the document in a single file web page
This saves the document in a filtered web page
This saves the document in Rich Text Format This saves the document in plain text
This saves the document as a Word XML file
This saves the document as an earlier version Rich Text Format file
This saves the document to a file compatible with Works 6.0 to 9.0
The Views of Word 2007
On the View tab, locate the Document Views group, as illustrated at the
right. All the Word 2007 views have icons within this group on the Ribbon. When you hover your cursor over each icon, you will see a small
window open with an explanation of the view.
Print Layout View
View the document as it will appear on the printed page. This means that you can see where one page
ends and another begins and any headers and/or footers as they will print.
Full Screen Reading View
View the document in this view in order to maximize the space available for reading or commenting.
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Web Layout
View the document as it would look as a web page.
Outline
View the document as an outline and show the outlining tools
Draft View
View the document as a draft so as to quickly edit the text. Certain elements of the document, such as
headers and footers, will not be visible in this view.
Work in Outline View
This view is a great help in creating an
outline, especially if you are planning to
bring an outline into Power Point.
When you work in Outline View, you
have available the tools shown in the illustration at the right in the Outline Tools
group.
Below the Ribbon (in the picture), you see
some text that was typed using the outline tools. This screen picture shows how
an outline looks when using the Outline
view. When you prepare an outline in Word, you can save the outline and open it in Power Point. All the
level one lines become slide titles, and the level two lines become the bulleted lines on a Power Point slide.
A level three line is a smaller bullet on a slide; although they are not used much.
Create a Drop Cap
Creating a drop cap is very easy. Just place your
cursor anywhere in the paragraph in which you
want the first character to be capitalized and
dropped.
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On the Insert tab, in the Text group,
click the Drop Cap command.
The menu at the immediate right,
shown here, appears.
Select the Dropped icon, if you want
the Drop Cap to appear within the
paragraph, as illustrated at right.
Then click the Drop Cap Options to
show the Drop Cap Dialog, illustrated
at the far right. You can use this dialog
to specify the settings you want.
As you make the settings, you will see the Drop Cap in the text
change as you change the settings.
When you are satisfied with the appearance of the Drop Cap,
click the OK button.
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Create a Hyperlink
You can use text or objects to create hyperlinks that link to other Office documents, web pages, or e-mail
addresses:
1. Select the text or object you want to represent the hyperlink.
2. On the Insert tab, in the Links group, click Hyperlink. See the picture here.
3. In the Insert Hyperlink dialog box, type the internet address of the Web page.
See the screen picture of the Hyperlink dialog box.
4. Click OK button.
5. To test the link,
hold down the
Ctrl key and click
the cursor on the
link, which is the
text (or object)
you selected. That
text is now underlined and is a
different color.
6. You will go to the
hyperlink at the
address you have
placed in the address box. See here a picture of the text on a
Word page that contains the hyperlink text.
Insert a Bookmark
Suppose you are creating a document that lists the various text styles offered by Word 2007. You may
have some introductory text at the top of the document, and you list the various text styles you will discuss later on in the document. In the area in which you have your explanations, you have placed a heading for each paragraph that explains a certain text style. Make each heading a bookmark, so users can go
to the one they want via a link.
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A bookmark name must begin with a letter and can contain numbers. You can’t include spaces in
a bookmark name, but you can use the underscore character to separate words. Apply one of the
heading styles in Word to the bookmark text. Do this with all of the headings you want to be bookmarks. 2. On the Insert tab, in the Links group, click Bookmark.
3. Under Bookmark name, type a bookmark name.
4. Click Add.
When you have finished defining all of your bookmarks in the document, then go ahead and create the hyperlinks that will link to each
individual bookmark.
1. At the top of your document, highlight the text you want to be
the hyperlink to link to a certain bookmark.
2. Insert a hyperlink.
3. In the Hyperlink dialog box, under Link to, click Place in this
document.
4. A dialog opens with a list of the bookmarks in the document
from which to choose.
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Edit a Hyperlink
Select a hyperlink text for editing
You can change the display text of a hyperlink as you would change any text in your document or Web
page. To avoid activating the hyperlink, it’s usually best to use the keyboard to select the text you want to
change.
1. Click outside the text.
2. Press an arrow key until your insertion point is located just to the left or the right of the hyperlink
text you want to change.
3. Hold down Shift and press an arrow key until the text is selected.
4. You can now apply any formatting changes needed.
Open the Edit Hyperlink dialog box
1. Select the hyperlink text.
2. Right-click and select Edit Hyperlink from the context menu.
3. The Edit Hyperlink dialog box displays, and you can edit the hyperlink or remove it.
Word’s hotspots
To access the Page Setup dialog, Margins tab, double-click in the empty spaces to the left or right of the
ruler indent markers. In the screen picture below, see the empty spaces on the ruler at the left and right.
To access the Paragraph dialog box, Indents and Spacing tab, double-click on any indent marker located
on Word’s ruler. See in the picture below, the left indent marker, as well as the right indent marker.
To access the Tabs dialog, double-click on any tab marker
on the ruler. In the picture below, the one-inch tab
marker is circled. When a tab marker is double-clicked,
then the Tab dialog displays. In this case, because it was
the one-inch tab marker that was double-clicked, the Tab
dialog shows the settings for the one-inch tab on the ruler.
Setting Tab Stops
If you don’t see the horizontal ruler that runs
across the top of the document, click the View
Ruler button at the top of the vertical scroll bar.
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Types of Tabs
A Left Tab
A Left Tab stop sets the start position of text that will then run to the right as you type. See
here a picture of a left tab on the Tab Selector at the left end of the ruler. You click, and continue to click on the Tab Selector, until it displays the type of tab that you want.
A Center Tab
A Center Tab stop sets the position of the middle of the text. The text centers on this position as you type. It is often used at the top of a document to center a text heading.
A Right Tab
A right Tab sets the right end of the text. As you type, the text moves to the left.
A Decimal Tab
A Decimal Tab stop aligns numbers around a decimal point. Independent of the number
of digits, the decimal point will be in the same position. You can align numbers around a
decimal character only; you cannot use the decimal tab to align numbers around a different
character.
A Bar Tab
A Bar Tab stop doesn’t position text. It inserts a vertical bar at the tab position. When you set a
bar tab stop, a vertical bar line appears where you set the tab stop. A bar tab is similar to strikethrough formatting, but it runs vertically through your paragraph at the location of the bar tab
stop. You can set a bar tab stop before or after you type the text of the paragraph.
Use the Horizontal Ruler to set Tab Stops
You can quickly set tabs by using the Tab Selector until it displays the type of tab you want to set, and
then click the ruler at the location you want. You can quickly remove a tab stop by dragging it up or
down off the ruler. When you release the mouse button, the tab stop disappears. You can also drag existing tab stops left or right along the ruler to a different position. The tab stops will affect the selected text
or the paragraph in which your cursor resides. When multiple paragraphs are selected, only the tabs from
the first paragraph show on the ruler.
Tab Leaders
Look at the Tab Stop Dialog. If you have double-clicked
a tab stop on the ruler to open the dialog, you would see
the tab stop position noted. If you opened the dialog with
no tab stops already set, you can type in the tab stops you
want to set, and then click the Set button.
In the Alignment section, you have the choice of the type
of tab stop you want to set.
In the Leader section, the default is None. You also have
the choice of 3 dot leaders, which are illustrated below:
Dot leaders are preferable to
use (especially No. 4) rather
than the underline key.
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