MICROSOFT OFFICE 2007 MICROSOFT OFFICE WORD 2007 LEVEL 1 Exploring Word Getting Help Using Basic Document Skills Using Basic Text Editing Checking Spelling and Grammar Printing Working with Document Views Using Character Formatting Using Paragraph Formatting Using Section Breaks Indenting Paragraphs Using Styles Formatting with Document Themes Using Document Formatting Setting Tabs Working with Headers and Footers Villanova UNIT Training© ABOUT ONDEMAND SOFTWARE The OnDemand Software Division of Global Knowledge is the worldwide leader of software solutions that enable rapid adoption, broad acceptance and increased accuracy in the use of enterprise applications related to enterprise resource planning, supply chain management, procurement, e-commerce and customer relationship management. The flagship product, OnDemand Personal Navigator™, provides one synchronized documentation, training and performance support platform. Founded in 1986, the OnDemand Software Division has over 850 Global 2000 customers in 12 countries. The OnDemand Software Division of Global Knowledge, a Welsh, Carson, Anderson and Stowe portfolio company, is headquartered in King of Prussia, Pennsylvania, with offices located worldwide. Additional information can be found at http://www.ondemandgk.com. COPYRIGHT Copyright Global Knowledge Software LLC. 2008. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of Global Knowledge. No part of this publication, including interior design, cover design, icons or content may be reproduced by any means, be it transmitted, transcribed, photocopied, stored in a retrieval system, or translated into any language in any form, without the prior written permission of Global Knowledge Network, Inc. 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OnDemand Software Division 475 Allendale Road King of Prussia, PA 19406 (610) 337-8878 www.ondemandgk.com Villanova UNIT Training© Page i MICROSOFT OFFICE WORD 2007 - LEVEL 1 ABOUT ONDEMAND SOFTWARE ....................................................................... I COPYRIGHT .............................................................................................................. I DISCLAIMER ............................................................................................................ I LESSON 1 - EXPLORING WORD .........................................................................1 Working with Word..................................................................................................2 Starting Word ...........................................................................................................3 Using the Interface ...................................................................................................5 Using the Office Button............................................................................................6 Using the Quick Access Toolbar ..............................................................................7 Customizing the Quick Access Toolbar ...................................................................7 Using the Mini Toolbar ............................................................................................9 Using Ribbons and Tabs.........................................................................................10 Using Dialog Box Launchers .................................................................................10 Using Program Tabs ...............................................................................................11 Using Contextual Tabs ...........................................................................................12 Using Live Preview ................................................................................................13 Exiting Word ..........................................................................................................14 LESSON 2 - GETTING HELP ...............................................................................17 Searching for Help..................................................................................................18 Getting Help in Dialog Boxes ................................................................................20 Exercise ..................................................................................................................23 Getting Help .......................................................................................................23 LESSON 3 - USING BASIC DOCUMENT SKILLS ...........................................25 Entering Text into a Document ..............................................................................26 Saving a New Document ........................................................................................28 Closing a Document ...............................................................................................30 Creating a New Document .....................................................................................31 Opening an Existing Document ..............................................................................33 Scrolling using the Mouse ......................................................................................35 Moving using the Keyboard ...................................................................................37 Villanova UNIT Training© Page iii Selecting Text .........................................................................................................40 Using Overtype Mode ............................................................................................43 Creating a New Folder............................................................................................45 Renaming an Existing Document ...........................................................................48 Saving a Document in PDF or XPS Format ...........................................................50 Exercise ..................................................................................................................54 Using Basic Document Skills .............................................................................54 LESSON 4 - USING BASIC TEXT EDITING .....................................................55 Removing Characters .............................................................................................56 Deleting Selected Text ...........................................................................................57 Replacing Selected Text .........................................................................................58 Cutting/Copying and Pasting Text .........................................................................59 Using the Paste Options Button ..............................................................................62 Using the Clipboard Pane .......................................................................................65 Changing Office Clipboard Options .......................................................................68 Sharing the Office Clipboard..................................................................................70 Using Drag-and-Drop Editing ................................................................................72 Using Undo and Redo ............................................................................................73 Exercise ..................................................................................................................76 Using Basic Text Editing ...................................................................................76 LESSON 5 - CHECKING SPELLING AND GRAMMAR .................................79 Checking Spelling/Grammar as You Type .............................................................80 Adding to the Custom Dictionary...........................................................................83 Setting Global Spelling Checker Settings ..............................................................83 Setting Exceptions for a Document ........................................................................86 Using the Exclusion Dictionary..............................................................................88 Running the Spelling Checker ................................................................................89 Running the Grammar Checker ..............................................................................93 Selecting Grammar and Style Options ...................................................................96 Using Contextual Spelling ....................................................................................100 Exercise ................................................................................................................102 Checking Spelling and Grammar .....................................................................102 LESSON 6 - PRINTING .......................................................................................105 Previewing a Document .......................................................................................106 Page iv Villanova UNIT Training© Quick Printing the Current Document ..................................................................109 Printing the Current Page .....................................................................................110 Printing Multiple Copies ......................................................................................112 Printing Envelopes and Labels .............................................................................114 Exercise ................................................................................................................118 Printing .............................................................................................................118 LESSON 7 - WORKING WITH DOCUMENT VIEWS....................................121 Switching Document Views .................................................................................122 Hiding White Space in Print Layout View ...........................................................124 Using Full Screen Reading View .........................................................................126 Changing Document Magnification .....................................................................129 Displaying/Hiding the Rulers ...............................................................................131 Viewing/Hiding the Formatting Marks ................................................................132 Opening Multiple Documents ..............................................................................134 Switching between Documents ............................................................................137 Comparing Side by Side Documents ....................................................................139 Using Synchronous Scrolling ...............................................................................141 Exercise ................................................................................................................144 Working with Document Views .......................................................................144 LESSON 8 - USING CHARACTER FORMATTING .......................................147 Formatting Characters ..........................................................................................148 Changing an Existing Font ...................................................................................149 Modifying the Font Size .......................................................................................151 Using Bold and Italics ..........................................................................................153 Underlining Text ..................................................................................................154 Highlighting Text .................................................................................................157 Copying Character Formatting .............................................................................159 Changing Character Case .....................................................................................160 Exercise ................................................................................................................162 Using Character Formatting .............................................................................162 LESSON 9 - USING PARAGRAPH FORMATTING .......................................165 Formatting Paragraphs..........................................................................................166 Aligning Paragraphs .............................................................................................166 Using Click and Type to Align Text ....................................................................169 Villanova UNIT Training© Page v Modifying Paragraph Spacing ..............................................................................170 Revealing Formatting ...........................................................................................173 Modifying Line Spacing .......................................................................................176 Copying Paragraph Formats .................................................................................178 Exercise ................................................................................................................181 Using Paragraph Formatting ............................................................................181 LESSON 10 - USING SECTION BREAKS ........................................................183 Working with Section Breaks ...............................................................................184 Inserting a Next Page Break .................................................................................185 Formatting a Section.............................................................................................186 Inserting a Continuous Break ...............................................................................188 Inserting an Odd/Even Page Break .......................................................................190 Removing a Section Break ...................................................................................192 Inserting Automatic Section Breaks .....................................................................193 Modifying a Section Break ...................................................................................195 Exercise ................................................................................................................197 Using Section Breaks .......................................................................................197 LESSON 11 - INDENTING PARAGRAPHS ......................................................199 Changing the Left Indent ......................................................................................200 Indenting the First Line ........................................................................................201 Creating a Hanging Indent ....................................................................................204 Creating a Right Indent ........................................................................................205 Exercise ................................................................................................................208 Indenting Paragraphs ........................................................................................208 LESSON 12 - USING STYLES.............................................................................211 Using the Quick Styles Gallery ............................................................................212 Using Style Inspector ...........................................................................................216 Managing Styles ...................................................................................................218 Applying Styles ....................................................................................................220 Creating a Style ....................................................................................................222 Adding a Style to the Quick Styles Gallery ..........................................................225 Editing an Existing Style ......................................................................................228 Clearing Formats and Styles .................................................................................230 Deleting a Style ....................................................................................................232 Page vi Villanova UNIT Training© Exercise ................................................................................................................235 Using Styles......................................................................................................235 LESSON 13 - FORMATTING WITH DOCUMENT THEMES ......................237 Selecting a Theme ................................................................................................238 Creating New Theme Colors ................................................................................240 Creating New Theme Fonts ..................................................................................243 Changing Theme Effects ......................................................................................246 Exercise ................................................................................................................249 Formatting with Document Themes .................................................................249 LESSON 14 - USING DOCUMENT FORMATTING .......................................251 Formatting Documents .........................................................................................252 Inserting a Manual Page Break.............................................................................252 Removing a Manual Page Break ..........................................................................254 Changing the Page Orientation .............................................................................255 Changing the Document Margins .........................................................................257 Changing the Paper Size .......................................................................................261 Changing the Vertical Alignment .........................................................................262 Exercise ................................................................................................................265 Using Document Formatting ............................................................................265 LESSON 15 - SETTING TABS ............................................................................267 Using Tab Stops ...................................................................................................268 Setting Tab Stops..................................................................................................269 Deleting and Moving Tab Stops ...........................................................................272 Clearing All Tabs .................................................................................................275 Creating a Leader Tab ..........................................................................................276 Creating a Bar Tab................................................................................................278 Exercise ................................................................................................................281 Setting Tabs ......................................................................................................281 LESSON 16 - USING NUMBERS AND BULLETS ...........................................283 Typing a Numbered or Bulleted List ....................................................................284 Adding Numbers or Bullets to Text .....................................................................287 Deleting a Numbered or Bulleted Item.................................................................289 Adding a Numbered or Bulleted Item ..................................................................290 Villanova UNIT Training© Page vii Removing Numbers or Bullets from Text ............................................................291 Changing a Bullet or Number Style .....................................................................292 Exercise ................................................................................................................295 Using Numbers and Bullets ..............................................................................295 LESSON 17 - WORKING WITH HEADERS AND FOOTERS.......................297 Creating Headers/Footers using the Galleries ......................................................298 Inserting Page Numbers using the Gallery ...........................................................300 Inserting the Current Date ....................................................................................303 Creating a First Page Header/Footer ....................................................................305 Alternating Odd and Even Headers/Footers .........................................................307 Setting the Starting Page Number ........................................................................310 Exercise ................................................................................................................314 Working with Headers and Footers ..................................................................314 INDEX......................................................................................................................317 Page viii Villanova UNIT Training© LESSON 1 EXPLORING WORD In this lesson, you will learn how to: Work with Word Start Word Use the Interface Use the Office button Use the Quick Access Toolbar Customize the Quick Access Toolbar Use the Mini Toolbar Use Ribbons and Tabs Use Dialog Box Launchers Use Program tabs Use Contextual tabs Use Live Preview Exit Word Lesson 1 - Exploring Word Word 2007 - Lvl 1 WORKING WITH WORD Discussion Microsoft Word 2007 is a full-featured word processor in which you can create and design documents such as letters and memos. When creating documents, you can choose from a variety of type sizes and fonts. You can edit documents, as well as enhance their appearance. Finished documents can be printed in a variety of formats, and address information can be printed on envelopes if your printer has envelopeprinting capability. You are not limited to creating just letters and memos, however; Word also allows you to create documents such as sales reports and price lists. In addition, you can enhance a document (such as a sales report) by creating and adding graphics and tables and even spreadsheets - all within Word. You can also use graphics and tables for newsletters and sales brochures. You can then use features that can improve a finished document, such as the Spelling and Grammar feature to ensure that your document is free of spelling and grammatical errors. Formatting and consistency are made easier through task panes. The Reveal Formatting task pane displays the formatting applied to selected text as well as providing links that open formatting dialog boxes with a single click. You can use the Styles task pane to create and apply formatting styles to document text. In addition, you can select multiple text blocks, which means that you can quickly apply the same format or style to multiple, non-contiguous blocks of text. While Styles are important in presenting your work in a consistent and attractive manner, Word 2007 has also developed the idea of document Themes. These will apply a set of formatting choices to your document relating to colors, fonts and other effects, helping you create a professional and modern look. While Word comes with many built-in themes, you can also customize them or create your own to suit the needs of you or your business. Features such as Thesaurus and Translation appear in the Research task pane. With an Internet connection, the Research task pane also functions as your personal research library, searching the Web for information as you work in your document. Word provides several onscreen reading features, such as the Full Screen Reading view, which makes it easier to read web documents or even long documents by breaking the document into readable screen pages rather than actual print pages and enlarging the screen font of the text. Furthermore, a side-by-side feature allows you to compare two documents in side-by-side windows and scroll them simultaneously. You can get help on a Word task or feature from Word Help, where you can search both online and offline sources to provide assistance and training, and answer your questions about Office products. Page 2 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word Document protection features allow you to protect a document for formatting and content changes, but grant permissions to specific users who are allowed to freely edit all or parts of the document. Word also supports team projects through a variety of collaboration and revision tracking features. Longer documents can be broken up into a number of subdocuments which are organized by a master document. To complete your work, Word makes it easy to create an updatable Table of Contents or an updatable Index, as well as tables of specific items such as images, tables or legal citations. STARTING WORD Discussion When Microsoft Office 2007 is installed, it creates a Microsoft Office submenu in your All Programs menu containing the shortcuts to all of your Office applications. You can open Microsoft Word 2007 by selecting it from this menu. You can use the Start menu to start Word. Once the program starts, a brief copyright screen appears, and then the application window opens with a new, blank document. Starting Word Villanova UNIT Training© Page 3 Lesson 1 - Exploring Word To display a shortcut to Word on your desktop, open the Microsoft Office menu from the All Programs menu, rightclick Microsoft Office Word 2007, point to Send To and select the Desktop (create shortcut) option. If you are using Windows XP or Windows Vista, you can pin a shortcut to your Start menu by opening the Microsoft Office menu from the All Programs menu, right-clicking Microsoft Office Word 2007, and selecting the Pin To Start Menu option. The first time you open Word after installation, the User Name dialog box may appear. You can enter your name and initials and then select OK. Procedures 1. Select the Start button 2. Point to Word 2007 - Lvl 1 on the taskbar. All Programs. 3. Select Microsoft Office. 4. Select Microsoft Office Word 2007. Step-by-Step Start Microsoft Word 2007. Page 4 Steps Practice Data 1. Select the Start button on the taskbar. The Start menu appears. Click 2. Point to All Programs. The All Programs submenu appears. Point to 3. Select Microsoft Office. The Microsoft Office submenu appears. Click All Programs Microsoft Office Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word Steps Practice Data 4. Select Microsoft Office Word 2007. Microsoft Word opens with a new, blank document. Click Microsoft Office Word 2007 USING THE INTERFACE Discussion The 2007 Microsoft Office system introduces the new Microsoft Office user interface (UI), designed to make it easier for you to get better results faster. The new Office Fluent UI replaces traditional layered menus, toolbars, and task panes found in previous releases of Microsoft Office with a results-oriented design that enables you to focus on what you want to do rather than how to do it. New features help organize and present application tools and capabilities more effectively. As a result, you should find it easier to discover and use more of the capabilities that Word offers. Some of the notable elements of the Office user interface are the Ribbon, Tabs, Contextual Tabs, the Quick Access Toolbar, the Mini Toolbar, Galleries, Live Preview and the Office button. The Word Interface The new Office Fluent UI is found in the 2007 versions of Word, Excel, PowerPoint, Access, and Outlook. Villanova UNIT Training© Page 5 Lesson 1 - Exploring Word Word 2007 - Lvl 1 USING THE OFFICE BUTTON Discussion The new look Microsoft Office 2007 brings with it many changes. Most of these changes refer to the navigational aspects of the individual applications and the new and improved user interface. Microsoft Office 2007 applications have moved away from the complex menu system and instead have arranged features and commands according to their use. Although the file menu does not exist in its familiar form, the commands that have been available in previous editions are still available in Microsoft Office 2007 albeit through the new Microsoft Office button. The Office button, a large round icon located in the top left hand corner of the screen, is the heart of all the new Microsoft Office applications and, among others, includes all the traditional features such as New, Open, Save, Print, and Close. New commands available in this menu are Prepare and Publish in Word, Excel, PowerPoint and Access, and Permissions in Outlook. The Office button offers consistency across the Microsoft Office 2007 suite. The Office button Page 6 You cannot customize what appears in the Office button menu. However, you can add regularly used commands to the Quick Access Toolbar for easy access. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word USING THE QUICK ACCESS TOOLBAR Discussion The Quick Access Toolbar is a feature that is present throughout the main Microsoft Office 2007 applications and appears by default at the top left of the screen, to the right of the Office button. It is a quick and easy way of accessing some of an application‟s regularly used features without using the Ribbon or Tabs. The Quick Access Toolbar has three default buttons: Save, Undo and Redo. You can also customize the Quick Access Toolbar to add your other regularly used commands to it for easy access. The Quick Access Toolbar You can choose to move the Quick Access Toolbar to a position below the Ribbon using the drop down menu at the right end of the toolbar. CUSTOMIZING THE QUICK ACCESS TOOLBAR Discussion The Quick Access Toolbar has three commands by default: Save, Undo and Redo. However, you may find that there are other commands that you use frequently and wish to add to the toolbar. Similarly, you may want to remove some commands that you find less useful. Villanova UNIT Training© Page 7 Lesson 1 - Exploring Word Word 2007 - Lvl 1 The Customize Quick Access Toolbar You can also customize the Quick Access Toolbar through the Office button, Word Options, with the Customize command. Alternatively, right-clicking on a button provides the option to add the button to the Quick Access Toolbar. Procedures 1. Select the More button to the right of the Quick Access Toolbar 2. Select the command you wish to appear on the Quick Access Toolbar menu. Step-by-Step Customize the Quick Access Toolbar. Page 8 Steps Practice Data 1. Select the More button to the right of the Quick Access Toolbar The Customize Quick Access Toolbar menu opens. Click on the Quick Access Toolbar More button Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word Steps Practice Data 2. Select the command you wish to Click on Print Preview appear on the Quick Access Toolbar menu. The Customize Quick Access Toolbar menu closes and the selected command is added to the toolbar. USING THE MINI TOOLBAR Discussion When you select text for formatting, the Mini toolbar automatically appears above the selected text. If you move the mouse pointer close to the Mini Toolbar, it fades in and can be used to format the selected text. The Mini Toolbar If you move your mouse pointer away from the Mini toolbar, it fades away. Select the text again to re-activate the Mini toolbar. You cannot customize the Mini toolbar. Villanova UNIT Training© Page 9 Lesson 1 - Exploring Word Word 2007 - Lvl 1 USING RIBBONS AND TABS Discussion The Ribbon is a band of functional tabs across the top of the screen, which replaces the menus and toolbars from earlier versions of Word. Each tab is task-oriented and displays logical groups of buttons, which offer visual representations of their function. In addition to the task-oriented tabs, the Home tab in each of the Office 2007 programs brings together the most frequently used commands in one easily accessible place. The Ribbon and Tabs You can choose to minimize the Ribbon to show just the tab titles by right clicking on the Ribbon and selecting Minimize the Ribbon. Alternatively, use [Ctrl+F1] to select or deselect the Ribbon. Once the Ribbon is minimized, clicking on a tab displays the tab, and clicking on the tab again closes it. Clicking on the ribbon away from any tabs or in the document area or within the document itself also closes the opened tab. To display the Developer tab in the Ribbon, select Show Developer tab in the Ribbon from the Popular section in Word Options. USING DIALOG BOX LAUNCHERS Discussion You may be able to display more options using the Dialog Box Launcher in the group you are using on the Ribbon. These are small buttons that appear in the lower-right corner of some groups, which open a related dialog box or task pane. For example, the Font Dialog Box provides further Font and Character Spacing options. Page 10 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word The Font dialog box launcher arrow and its ScreenTip When you point to a Dialog Box Launcher, a ScreenTip with a thumbnail of the dialog box appears to show you which dialog box you are selecting. USING PROGRAM TABS Discussion Program tabs replace the standard set of tabs when you switch to certain authoring modes or views. For example, when you want to use Print Preview the Print Preview tab appears in the Ribbon and displays associated groups and buttons. The Print Preview Program tab In the Print Preview tab, there is a Close Print Preview button that enables you to return to the standard Ribbon tabs. Villanova UNIT Training© Page 11 Lesson 1 - Exploring Word Word 2007 - Lvl 1 USING CONTEXTUAL TABS Discussion In addition to the default tabs in the Ribbon there are context sensitive or Contextual Tabs that appear when you select certain types of objects such as pictures, tables or charts. They provide you with controls when you are working with a selected item. These Contextual Tabs always display to the right of the standard tabs, have a different highlight color and contain commands related to the selected object. For example, if you select a SmartArt graphic the corresponding Contextual Tab will display in the Ribbon. Contextual tabs When you deselect the object the Contextual Tabs disappear automatically. If you want to return to an inserted object and continue using the Contextual Tabs, simply select the object and the Contextual Tabs will automatically appear on the Ribbon. Procedures 1. Select the Insert tab on the Ribbon. 2. Select the SmartArt button in the Illustrations group. 3. Select the desired option from the List. 4. Select the OK button . Step-by-Step Display the Contextual tab in SmartArt. Page 12 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word Steps Practice Data 1. Select the Insert tab on the Ribbon. The Illustrations group is displayed. Click the Insert tab 2. Select the SmartArt button in the Illustrations group. The Choose a SmartArt Graphic dialog box opens. 3. Select the desired option from the List. The desired option is displayed in the pane on the right of the dialog box. 4. Select the OK button. The SmartArt Tools Contextual tab is displayed on the Ribbon. Click Click Click USING LIVE PREVIEW Discussion Live Preview is a new feature in Office 2007. You can try out different styles, effects, and colors to visualize their effects before applying them. To see the change in your document, hover the mouse pointer over the thumbnail images or list items in the galleries. The Live Preview feature will temporarily display the changes to the selected object. When you finish previewing the styles, click to select your preferred option. Villanova UNIT Training© Page 13 Lesson 1 - Exploring Word Word 2007 - Lvl 1 Live Preview Some galleries and formatting options do not produce a Live Preview, for example paragraph settings. You can choose to disable Live Preview in the Popular section in Word Options. EXITING WORD Discussion When you have finished using Word, you should exit the application properly, since Word performs necessary housekeeping before it closes. If the current document has been modified but not saved, a Microsoft Office Word dialog box prompts you to save the changes before exiting. Page 14 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 1 - Exploring Word Exiting Word If only one document is open, you can click the Close button on the far right of the application window title bar to exit Word. Procedures 1. Select the Office button 2. Select the Exit Word button . . Step-by-Step Exit Word. Steps Practice Data 1. Select the Office button. The Office menu appears. Click Villanova UNIT Training© Page 15 Lesson 1 - Exploring Word Steps 2. Select the Exit Word button. Word closes, warning of any unsaved document. Word 2007 - Lvl 1 Practice Data Click Select No if you are prompted to save changes to Document1. Page 16 Villanova UNIT Training© LESSON 2 GETTING HELP In this lesson, you will learn how to: Search for Help Get Help in dialog boxes Lesson 2 - Getting Help Word 2007 - Lvl 1 SEARCHING FOR HELP Discussion If you need assistance on any Word topic or task, you can use Word‟s extensive Help facility. There are two ways in which you can get help: from the Help button on the Ribbon and by pressing F1 which provides help specific to the context when it is available. When you access help from the Help button on the Ribbon, Microsoft opens the Word Help window. Help searches both online and offline sources to provide assistance and training, and answer your questions. To get help, you can type your keywords into the Search box and select the Search button. After entering your help text, Microsoft searches for topics containing the keywords. The results of your search appear in the results pane. Selecting a topic opens the corresponding help in the same pane. Word Help defaults to searching locally held Help content, but you can select the sources that Help searches from the Search drop down list. These sources are divided into two sections: Content from Office Online and Content from this Computer. If you are connected to the Internet, Microsoft can search Office Online, which includes all Office sites at Microsoft.com, and your locally installed Microsoft content. If you are not connected to the Internet, only topics from your offline Microsoft content can be accessed. The options for both online and offline include Word Help and Developer Reference, but online alternatives are to direct the search to All Word, Word Templates and Word Training. If you have access to the online help, at the bottom of the results pane, links are provided to Tips for better search results and further suggestions for places to search for help, such as other Office users and the Support Knowledge Base. Page 18 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 2 - Getting Help The Word Help window with Search options You can close the Word Help window by clicking the Close button on the title bar. You can also use the browser buttons at the top of the window under the title bar to navigate to previously opened content (Back and Forward buttons), Stop or Refresh the search, return to the Home content, Print the content, Change Font Size, Show Table of Contents and keep the window on top of the main Word window (Keep On Top). The topics listed in the results pane have an icon to the left indicating the source of the content. Procedures 1. Select the Help icon . 2. Type your keyword(s) into the Search box. 4. Press [Enter]. 5. Select the desired topic. 6. Close Word Help Villanova UNIT Training© . Page 19 Lesson 2 - Getting Help Word 2007 - Lvl 1 Step-by-Step Search for Help. If necessary, open Word. Steps Practice Data 1. Select the Help icon. The Word Help window appears, with the insertion point in the Search box by default. Click 2. Type your keyword(s) into the Search box. The text appears in the Search box. Type online 4. Press [Enter]. The results appear in the results task pane as a list of topics. Press [Enter] 5. Select the desired topic. The topic content appears in the results pane. Scroll as necessary and click Keyboard shortcuts for Microsoft Office Word 6. Close Word Help. The Word Help window closes. Click in the Word Help window Practice the Concept: If you are connected to the Internet, highlight the word online in the Search box by double-clicking it. Type keyboard shortcuts so that it replaces the word online in the Search box. Select the Search list and click on Word Training, then click Search. The topics shown in the results pane are all training resources. GETTING HELP IN DIALOG BOXES Discussion Help can be invoked from dialog boxes just as it can from the main Word window. The Help icon may look slightly different in some cases but it is always similarly located - towards the top right corner of the dialog box or window. Depending on the context, the Help window that is opened may contain specific contextually related help in a window called Windows Help and Support, or specific Page 20 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 2 - Getting Help help in the standard Word Help window, or a selection of contextually related help topics listed in the standard Word Help window. Although the Windows Help and Support window and the Word Help window appear rather different, the same sort of functionality is available in both, including navigation, print, and browse options. Procedures 1. Select the Help icon , or . 2. When you have finished locating the desired information, select the Help window Close button . Step-by-Step Get help in dialog boxes. If necessary, open Word. Steps Practice Data 1. Select the Office button. The Office menu opens. Click 2. Select Save As. The Save As dialog box opens Click Save As 3. Select the Help icon in the Save As dialog box. The Windows Help and Support window opens Click in the Save As dialog box 4. When you have finished locating the desired information, select the Windows Help and Support window Close button. The Windows Help and Support window closes. Click in the Windows Help and Support window 5. Select the Save As dialog box Close button. The Save As dialog box closes. Click in the Save As dialog box 6. Select the Office button. The Office menu opens Click Villanova UNIT Training© Page 21 Lesson 2 - Getting Help Page 22 Word 2007 - Lvl 1 Steps Practice Data 7. Select Word Options at the bottom right of the Office menu. The Word Options dialog box opens. Click 8. Select the Help icon in the Word Options dialog box. The Word Help window opens. Click 9. When you have finished locating the desired information, select the Word Help window Close button. The Word Help window closes. Click in the Word Help window Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 2 - Getting Help EXERCISE GETTING HELP Task Getting help. 1. If necessary, open Word. 2. Access the Help feature. 3. If you are connected to the Internet, search for help on “zooming in”. If you are not connected to the Internet, move on to the next step. 4. Search for help on “zooming in”, but search only for Help content on your computer. 5. Close the Word Help window. 6. Open the Print dialog box (select Print from the Office menu). 7. Access Help from the Print dialog box and explore the Help content that relates to Word. 8. Close the Word Help window. 9. On the Home tab, point to the Format Painter button in the Clipboard group, wait for the ScreenTip to display and open the Help as indicated in the ScreenTip. 10. Close the Word Help window. Villanova UNIT Training© Page 23 LESSON 3 USING BASIC DOCUMENT SKILLS In this lesson, you will learn how to: Enter text into a document Save a new document Close a document Create a new document Open an exist document Scroll using the mouse Move using the keyboard Select text Use Overtype mode Create a new folder Rename an existing document Save a document in PDF or XPS format Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 ENTERING TEXT INTO A DOCUMENT Discussion When you open Word, a blank document appears in the application window. You can start typing in the blank document window or select an option in the Office button to open an existing document or create a new document. In the document area, you will notice a blinking vertical line in the upper, left corner of the document. This blinking line indicates the position of the next typed character and is known as the insertion point. You press the [Enter] key to move the insertion point so that you can begin typing a new paragraph, create a blank line between paragraphs, or end a line of text (such as the individual lines of an address). When typed text fills a line, Word automatically moves to the beginning of the next line. This feature is called word wrap. You press the [Enter] key only when you want to begin a new paragraph or insert a blank line. Entering text into a document Page 26 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills A red, wavy underline appears under a word if it is misspelled or not in the dictionary. A green, wavy underline appears if a grammar rule is violated. A purple, dotted underline, called a smart tag indicator, appears under certain types of data, such as a person‟s name. Pointing to the smart tag indicator displays the Smart Tag Actions button, which provides a list of actions you can take regarding the data. Procedures 1. Position the insertion point where you want to begin typing text. 2. Type the desired text. 3. Press [Enter] as necessary. 4. Type additional text as necessary. Step-by-Step Enter text into a document. If necessary, open Word to view a new, blank document. Steps Practice Data 1. Type the desired text. The text appears in the document area as you type. Type To: All Sales Reps 2. Press [Enter] as necessary. The insertion point moves to the new location. Press [Enter] twice 3. Type additional text as necessary. The text appears in the document area as you type and, as the text fills a line, Word automatically moves to the beginning of the next line. Type The Worldwide Sporting Goods Sporting Exposition is scheduled for March 13-17 in Los Angeles. Please make your reservations with the travel agent listed below. Villanova UNIT Training© Page 27 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 Practice the Concept: Press [Enter] twice and type the following text, pressing [Enter] after each line: Karl Ritter 34 Elm Street Media, PA 19107 SAVING A NEW DOCUMENT Discussion After creating a new document, you can save it to disk so that you can retrieve it at another time. When you save a document for the first time, Word opens the Save As dialog box, in which you enter the desired file name and location. A file name can consist of multiple words and should be descriptive enough for you to recognize the contents. When you are naming a document, the following characters cannot be used in file names: forward slash (/), backslash (\), greater than symbol (>), less than symbol (<), asterisk (*), quotation marks (“, ”), question marks (?), pipe symbol ( | ), colon (:), or semicolon (;). Word automatically assigns the .docx extension when you save a file for the first time. The default folder for saving documents is the User Documents folder. If you want to save the document in a different drive or folder, you can use the Favorite Links list to select the desired location. The folders and files residing in the selected location appear in the list box. The Save As dialog box can be resized like any other window to fit your needs. Once a document has been saved, its file name appears in the application title bar. Subsequent saves do not display the Save As dialog box; instead, Word updates the changes to the existing file each time you save the document. Page 28 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills The Save As dialog box Depending upon your Windows settings, file extensions may or may not show in the Save As or Open dialog boxes. This setting is controlled by opening the Folder Options dialog box, selecting the View tab, and selecting or deselecting the Hide extensions for known file types option. You can use Computer to organize the Folder and Search Options dialog box. If you save a document with a file name that already exists in the same location, you will be prompted to choose one of the following options: Replace existing file, Save changes with a different name, or Merge changes into existing file. You can also save a new document by selecting the Office button and then the Save command. Procedures 1. Click the Save button on the Quick Access Toolbar. 2. Type the desired file name. 3. Select the location to save the file. Villanova UNIT Training© Page 29 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 4. Open the folder where you want to save the document, if appropriate. 5. Select Save. Step-by-Step Save a new document. Steps 1. Click the Save button on the Quick Access toolbar. The Save As dialog box opens, with the text in the File name box selected. Practice Data Click 2. Type the desired file name. The text appears in the File name box. Type memo 3. Select the location to save the file. The contents of the location are displayed. Click Documents 4. Select Save. The Save As dialog box closes, the document is saved to the selected drive and folder, and the file name appears in the application title bar. Click Save Practice the Concept: Press [Enter] twice and type For more information, please feel free to call me at extension 1128.. Use the Save button to save the file again. Notice that the Save As dialog box does not open; the changes are saved to the existing memo document in the student data folder. CLOSING A DOCUMENT Discussion When you have finished working on a document, you can close it. If you close a document without saving the most recent changes, Word prompts you to save it. You can choose to save the changes made to the document, or you can close the document without saving the changes. Page 30 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills You can also close an open document by clicking the Close Window button on the right side of the menu bar. The Word AutoRecover feature, available on the Save page in the Options dialog box, saves a temporary file at timed intervals. In this way, you can retrieve changes made to a document if Word exits without saving them (e.g., due to a power failure or similar problem). When you have multiple documents open, each document appears in its own application window and as a button on the taskbar. Procedures 1. Select the Office button. 2. Select the Close command. Step-by-Step Close a document. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select the Close command. The document closes. Click Close If a message box opens, asking if you want to save the changes to the current document, select No. CREATING A NEW DOCUMENT Discussion When you start Word, you begin with a new document. Word labels this document as Document1 in the Word title bar. Additional new documents can be created at any time, which are successively named Document2, Document3, etc. Villanova UNIT Training© Page 31 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 When you create a new, blank document, it opens with pre-existing settings and formatting known as default settings. These default settings are saved in a template. All documents are based on templates. Template defaults include margin settings, font type and size, and text alignment. A new Word document is based on the Blank Document template (also referred to as the Normal template). This template is an all-purpose template used to create new documents, as well as other templates. Procedures 1. Click the Office button 2. Click the New button . on the Office menu. 3. Click the Create button . Step-by-Step Create a new, blank document. Steps Practice Data 1. Click the Office button. The Office menu opens. Click 2. Click the New button The New Document dialog box opens with Blank Document selected. 3. Click the Create button. The New Document dialog box closes and a new blank document is created. Click Click Close the New, blank document. Practice the Concept: Use the Office button and the New command to display the task pane. Then, create a new blank document. Type your name and then close the document. Notice that a message box opens, asking if you want to save the changes to the current document. Select No to close the message box and the document. Page 32 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills OPENING AN EXISTING DOCUMENT Discussion You can view or edit an existing document by opening it from disk. You do not need to remember the file name, because the Open dialog box displays a list of folders and files in the current drive and folder. You can select the desired document from the list, or you can type the name of the document you want to open. If the document resides in a different drive or folder, you can use the Address bar to select the correct location. The folders and files residing in the selected location appear in the list box below the Address bar. If necessary, you can resize the Open dialog box by dragging a border or corner to view more of its contents. In addition to using the Address bar to open documents, the Open dialog box contains a Favorite Links list on the left side of the dialog box, that contains shortcuts to various folders or to the desktop. While the Open button opens the selected document, the Open list provides additional options. For instance, if you want to protect the original version of a document from modifications, you can open a copy of a document or open the document as read-only. You can also use this list to open and repair a damaged file. The Files of type list in the Open dialog box enables you to open files created in other programs. For instance, you can open a file created in WordPerfect in Word. The Views button at the top of the Open dialog box allows you to change views. Available views include Small Icons and Tiles You can also have more than one document open at a time. Villanova UNIT Training© Page 33 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 The Open dialog box Word displays the names of the 17 most recently opened documents in the Recent Document list. This value can be customized in the Advanced section in Word Options. You can add a folder in the Open dialog box to the current location by selecting New Folder. Procedures 1. Select the Office button 2. Select . . 3. Select the double arrow at the left of the Address Bar. 4. Select the drive where the document you want to open is located. 5. Open the folder in which the document you want to open is located. 6. Select the file name of the document you want to open. 7. Select the left-hand part of the Page 34 button. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Step-by-Step Open an existing document from a specific drive and folder location. Steps Practice Data 1. Click the Office button. The Office menu opens. Click 2. Select the Open option. The Open dialog box opens. Click 3. Select the double arrow at the left of the Address bar. A list of available drives and common folders appears. Click 4. Select the drive where the document you want to open is located. A list of available folders appears. Click the student data drive 5. Open the folder in which the document you want to open is located. The contents of the folder appear. Double-click to open the student data folder 6. Select the file name of the document you want to open. The file name is selected. Scroll as necessary and click BasDoc.docx 7. Click the left part of the Open button. The Open dialog box closes, and the document opens. Click SCROLLING USING THE MOUSE Discussion To view areas of the document that are not visible on the screen, you can scroll the document using the mouse and scroll bars. The vertical scroll bar is located on the right side of the document window and is used to scroll the document up or down. You can click the up or down arrow in the vertical scroll bar once to move the document up or down one line. If you click and hold the mouse button on an arrow, the screen continues to scroll up or down until you release the mouse button. When you drag the vertical scroll box, a ScreenTip indicates the relative page location of the window display. Villanova UNIT Training© Page 35 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 The horizontal scroll bar is located along the bottom of the document window and scrolls the document to the left or right. Scrolling does not change the location of the insertion point. Although you may be viewing page 3 of your document, the insertion point can actually be located on page 1. Any text you type is entered at the insertion point, regardless of the window display. To reposition the insertion point, you can click in the desired location. You can use the Go To page in the Find and Replace dialog box to move to a specific page in a multiple page document. The Go To page provides options that allow you to move to specific pages, sections, lines, bookmarks, comments, footnotes, endnotes, fields, tables, graphics, equations, objects, or headings. You can open the Find and Replace dialog box by selecting the Home tab and then the Editing group or by double-clicking in the Page section of the status bar. You can browse a document using one of several options provided by Word. To select a browsing option, click the Select Browse Object button on the vertical scroll bar and select the desired option. Procedures 1. Click the down scroll arrow to scroll down one line in the document text. 2. Click the up scroll arrow to scroll up one line in the document text. 3. Click below the vertical scroll box to scroll the document down one screen. 4. Click above the vertical scroll box to scroll the document up one screen. 5. Drag the vertical scroll box to the desired location in the document. Step-by-Step Scroll through a document using the mouse. Page 36 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Steps Practice Data 1. Click the down scroll arrow to scroll Click down one line in the document text. The window display moves up one line. 2. Click the up scroll arrow to scroll up one line in the document text. The window display moves down one line. Click 3. Click below the vertical scroll box to scroll the document down one screen. The document scrolls down one screen. Click below the vertical scroll box 4. Click above the vertical scroll box to scroll the document up one screen. The document scrolls up one screen. Click above the vertical scroll box 5. Drag the vertical scroll box to the desired location in the document. A ScreenTip indicates the relative page location of the scroll box as you drag, and the area of the document corresponding to the ScreenTip appears in the window. Drag the vertical scroll box to the center of the scroll bar Practice the Concept: Point to the left section on the status bar until you see the Go To ScreenTip. Click in the left section to open the Find and Replace dialog box. Type 3 in the Enter page number box and press [Enter]. Close the Find and Replace dialog box. MOVING USING THE KEYBOARD Discussion The easiest way to move the insertion point (the blinking vertical bar) short distances is to use the arrow keys. You can also use additional keys to move the insertion point longer distances. When entering text, you must first position the insertion point where you want to insert the text. You must position the insertion point either to the left or right of an existing character. You cannot place the insertion point directly on a character, past the end of the document, or in an area that does not contain text or codes. Villanova UNIT Training© Page 37 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 You can use the Go To page in the Find and Replace dialog box to move to a specific page in a multiple page document. Procedures 1. Press [Ctrl+Home] to move the insertion point to the beginning of the document. 2. Press [ ] to move the insertion point down one line. 3. Press [ ] to move the insertion point up one line. 4. Press [ ] to move the insertion point one character to the right. 5. Press [ ] to move the insertion point one character to the left. 6. Press [End] to move the insertion point to the end of the current line. 7. Press [Home] to move the insertion point to the beginning of the current line. 8. Press [Ctrl+ ] to move the insertion point to the next word. 9. Press [Ctrl+ ] to move the insertion point to the previous word. 10. Press [Page Down] to move the insertion point down one screen. 11. Press [Page Up] to move the insertion point up one screen. 12. Press [Ctrl+Page Down] to move the insertion point to the top of the next page. 13. Press [Ctrl+Page Up] to move the insertion point to the top of the previous page. 14. Press [Ctrl+End] to move the insertion point to the end of the document. Step-by-Step Move the insertion point using the keyboard. Page 38 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Steps Practice Data 1. Press [Ctrl+Home] to move the insertion point to the beginning of the document. The insertion point moves to the beginning of the document. Press [Ctrl+Home] 2. Press the [Down] arrow to move the insertion point down one line. The insertion point moves down one line. Press [ ] 3. Press the [Up] arrow to move the insertion point up one line. The insertion point moves up one line. Press [ ] 4. Press the [Right] arrow to move the insertion point one character to the right. The insertion point moves one character to the right. Press [ ] 5. Press the [Left] arrow to move the insertion point one character to the left. The insertion point moves one character to the left. Press [ ] 6. Press [End] to move the insertion point to the end of the current line. The insertion point moves to the end of the current line. Press [End] 7. Press [Home] to move the insertion point to the beginning of the current line. The insertion point moves to the beginning of the current line. Press [Home] 8. Press [Ctrl+Right] to move the insertion point to the next word. The insertion point moves to the beginning of the next word. Press [Ctrl+ ] 9. Press [Ctrl+Left] to move the insertion point to the previous word. The insertion point moves to the beginning of the previous word. Press [Ctrl+ ] Villanova UNIT Training© Page 39 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 Steps Practice Data 10. Press [Page Down] to move the insertion point down one screen. The insertion point moves down one screen. Press [Page Down] 11. Press [Page Up] to move the insertion point up one screen. The insertion point moves up one screen. Press [Page Up] 12. Press [Ctrl+Page Down] to move the insertion point to the top of the next page. The insertion point moves to the top of the next page. Press [Ctrl+Page Down] 13. Press [Ctrl+Page Up] to move the insertion point to the top of the previous page. The insertion point moves to the top of the previous page. Press [Ctrl+Page Up] 14. Press [Ctrl+End] to move the insertion point to the end of the document. The insertion point moves to the end of the document. Press [Ctrl+End] Practice the Concept: Move the insertion point to the top of the document. SELECTING TEXT Discussion There may be times when you want to perform a function (such as deleting or spell checking) on a word, sentence, paragraph, or particular area of text. In order to perform this function, you must first select the text. Selecting text expands the insertion point to highlight a block of text. You can use the mouse or key combinations to select text. Another method of selecting text is to use the white area in the left margin called the selection bar. The number of times you click in this area determines the amount of text that is selected. Selecting a new text block or repositioning the insertion point deselects the original selection unless you use the [Shift] or [Ctrl] keys. The [Shift] key extends a selection Page 40 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills in a continuous block, whereas the [Ctrl] key allows you to select multiple, noncontiguous text selections. While selecting text with the mouse, Word may start selecting entire words automatically. To disable this feature, deselect the When selecting, automatically select entire word option in the Advanced section in Word Options dialog box. You can also select all the text in a document by selecting the Home tab and then the Select All command in the Editing group. Procedures 1. To select a word, double-click it. 2. Click anywhere in the document to deselect selected text. 3. To select a sentence, hold [Ctrl] and click anywhere in the sentence you want to select. 4. To select a paragraph, triple-click anywhere in the paragraph you want to select. 5. To select a text block using the mouse, drag across the text from the first character you want to select to the right of the last character you want to select. 6. To select an area of text using the mouse and the [Shift] key, position the insertion point to the left of the first character you want to select. 7. Press [Shift] and position the insertion point to the right of the last character you want to select. 8. To select multiple text blocks, hold [Ctrl] and select additional text as desired. 9. To select the entire document, press [Ctrl+A]. 10. To select text using the selection bar, point to the blank area to the left of the text. Single-click to select a line, double-click to select a paragraph, and triple-click to select the whole document. Villanova UNIT Training© Page 41 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 Step-by-Step Select text using multiple methods. Page 42 Steps Practice Data 1. To select a word, double-click it. The word is selected. Scroll as necessary and double-click the word primary in the first sentence of the body of the letter 2. Click anywhere in the document to deselect selected text. The text is deselected. Click anywhere in the document 3. To select a sentence, hold [Ctrl] and click anywhere in the sentence you want to select. The sentence is selected. Hold [Ctrl] and click in the sentence beginning Worldwide is proud... 4. To select a paragraph, triple-click anywhere in the paragraph you want to select. The paragraph is selected. Triple-click in the paragraph beginning Thank you... 5. To select a text block using the mouse, drag across the text from the first character you want to select to the right of the last character you want to select. The text is selected. Drag from the left of the letter T in the text The enclosed at the beginning of the second paragraph to the right of the letter g in the word catalog 6. To select an area of text using the mouse and the [Shift] key, position the insertion point to the left of the first character you want to select. The insertion point appears in the new location. Click before the letter T in the text Thank you in the first sentence of the first paragraph 7. Press [Shift] and position the insertion point to the right of the last character you want to select. The text is selected. Hold [Shift] and click after the second letter e in the word service at the end of the second sentence of the first paragraph 8. To select multiple text blocks, hold [Ctrl] and select additional text as desired. Multiple, non-continuous text blocks are selected. Hold [Ctrl] and drag to select United States and Canada at the end of the first paragraph Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Steps Practice Data 9. To select the entire document, press [Ctrl+A]. The entire document is selected. Press [Ctrl+A] 10. Click anywhere in the document to deselect selected text. The text is deselected. Click anywhere in the document 11. To select a line of text using the selection bar, point to the blank area to the left of the desired text and singleclick. The line of text is selected. Point in the selection bar (blank area in the left margin) to the left of the text Thank you... and click once 12. To select a paragraph using the selection bar, point to the blank area to the left of any line in the paragraph and double-click. The paragraph is selected. Point in the selection bar to the left of any line in the second paragraph beginning The enclosed... and double-click 13. To select the entire document using the selection bar, point to the blank area to the left of any line in the document and triple-click. The entire document is selected. Point in the selection bar to the left of any line and triple-click Click anywhere in the document to deselect the text. Close BASDOC.DOCX. USING OVERTYPE MODE Discussion Most editing is performed in insert mode. When typing in insert mode, existing text is pushed to the right of the insertion point as you type. This mode is the default typing mode. When typing in overtype mode, each character typed replaces the character to the right of the insertion point. Since the advent of Windows the ability to select unwanted text and replace the selection with the desired text has made overtype mode redundant. Perhaps in recognition of this, Word 2007, by default, disables the [Insert] key, so Overtype mode is less accessible unless you make the effort to change the default settings. Villanova UNIT Training© Page 43 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 If you want the [Insert] key to control Overtype / Insert modes, as in previous versions of Word, select the Use the Insert key to control overtype mode in Word Options. If you customize the Status bar to display the current editing mode, as described below, you can toggle between Insert and Overtype modes by clicking on the status display. The settings you select are maintained between sessions of using Word and regardless of which document you open. The Status bar does not display the currently selected mode by default. Unless you turn this status display on, there is no indication as to which mode is current. Procedures 1. Select the Office button 2. Select . . 3. Select Advanced. 4. Under Editing options, select the Use overtype mode check box. 5. Select . 6. Right-click anywhere on the Status bar at the bottom of the Word window. 7. Select Overtype. Step-by-Step Use Overtype mode. If necessary, create a new document. Page 44 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Steps Practice Data 1. Select the Office button. The Office menu opens. Click 2. Select Word Options. The Word Options dialog box opens. Click 3. Select Advanced. The Advanced dialog box opens. Click Advanced 4. Under Editing options, select the Use overtype mode check box. The Use overtype mode check box is indicated as selected or deselected accordingly. Click Use overtype mode . 5. Select the OK button. The Word Options dialog box closes and Overtype mode is activated or deactivated accordingly. Click 6. Right-click anywhere on the Status bar at the bottom of the Word window. The Customize Status Bar menu opens. Right-click anywhere on the Status bar at the bottom of the Word window 7. Select Overtype. The Overtype / Insert mode status is displayed on the Status bar. Click on Overtype Practice the concept: Enter some text and then edit it. Change the mode back from Overtype mode to Insert mode by deselecting the Use overtype mode check box in Word Options and try editing the text again. When you have finished, ensure Overtype mode is deactivated and turn off the mode status display on the Status bar. Do not save the document. CREATING A NEW FOLDER Discussion As you create and save different types of documents, you may want to organize them. Folders provide a method of organizing your documents, similar to using folders in a file cabinet. You can create folders that group together documents based upon different criteria, such as memos, clients, or products. You can create your folders within the Documents folder or select another location to store your folders and documents. Villanova UNIT Training© Page 45 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 The first time you open the Save As dialog box after starting Word, the Documents folder appears as the default folder. You can save documents to other folders or create new folders with the Create New Folder button. New folders are created in the current (parent) folder. However, if you want to create a new folder in another location, you can use the Save As dialog box to navigate to that drive and folder before creating the new folder. For example, if you want to create a folder named Contracts under the Smith Company folder, you must first open the Smith Company folder in the Save As dialog box. You can create new folders using either the Save As or Open dialog box, all without leaving Word. Creating a new folder Page 46 You can change the default location for saving and opening documents by selecting the Office button, the Word Options button, the Save option and the Browse button to navigate to the desired drive and folder. The following reserved characters cannot be used for naming folders: forward slash (/), backslash (\), greater than (>), less than (<), asterisk (*), quotation mark (“), question mark (?), pipe symbol (|), and colon (:). Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Procedures 1. Select the Office button. 2. Select the Save As command. 3. Select the Address bar. 4. Select the drive in which you want to create the new folder. 5. Open the folder in which you want to create the new folder. 6. Click the Create New Folder button . 7. Type the desired folder name. 8. To return to the previous folder, select the folder in the previous folder in the Address bar. Step-by-Step Create a new folder. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select the Save As command. The Save As dialog box opens, with the text in the File name box selected. Click Save As 3. Select the Address bar. A list of available drives appears. Click 4. Select the drive in which you want to create the new folder. A list of available folders appears. Click the student data drive 5. Open the folder in which you want to create the new folder. The contents of the folder appear. Double-click to open the student data folder 6. Click the New Folder button. The New Folder dialog box opens, with the insertion point in the Name box. Villanova UNIT Training© Click Page 47 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 Steps Practice Data 7. Type the desired folder name. The text appears in the Name box. Type New Clients 8. Press the Return key. The new folder is created, and the folder name appears as the current folder in the Address bar. Click OK 9. To return to the previous folder, select the previous folder in the Address bar. The contents of the parent folder appear. Click student data Notice the name of the new folder at the top of the list of files. Select Cancel to close the Save As dialog box. RENAMING AN EXISTING DOCUMENT Discussion Once a file has been saved, Word updates the existing saved file with any changes each time you subsequently save the document. There may be times, however, when you want to save the current document with a different document name and/or to a different location. This option allows you to modify a document and save the changes, but still keep the original document intact. You can use the Save As dialog box to save an existing document with a different file name or to a different location. You can use the Save as type list to save the document in a format that can be read by other applications, such as Rich Text Format (.rtf) or an earlier version of Word. When you save an existing file with a new name, the original file automatically closes, and the file appears in the document area with its new name in the title bar. Procedures 1. Select the Office button. 2. Select the Save As command. 3. Type the desired file name. 4. To change the file type, select the Save as type list. Page 48 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills 5. Select the desired file type. 6. Select the Favorite Links list. 7. Open the folder in which you want to save the new document. 8. Select Save. Step-by-Step Rename an existing document. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select the Save As command. The Save As dialog box opens, with the text in the File name box selected. Click Save As 3. Type the desired file name. The text appears in the File name box. Type Show 4. To change the file type, select the Save as type list. A list of available file types appears. Click Save as type 5. Select the desired file type. The selected file type appears in the Save as type box. Scroll as necessary and click Word 97-2003 & 6.0/95 - RTF 6. Open the folder in which you want to save the new document. The contents of the folder appear. Double-click the New Clients folder 7. Select Save. The Save As dialog box closes, and the document is saved with the new name and type to the selected folder. Click Save Close the document. Then, open the Show document from the New Clients folder. Close the Show document. Open the Open dialog box and move to the parent folder (the student data folder). Right-click the New Clients folder and select the Delete command. Select Yes to confirm the deletion. Cancel the dialog box. Villanova UNIT Training© Page 49 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 SAVING A DOCUMENT IN PDF OR XPS FORMAT Discussion In addition to the normal Word document formats, you can save a new or existing document to formats that are particularly useful for supplying to other people or publishing to a web site. One of these options is the Portable Document Format (PDF). This widely used format has several advantages. It can be opened without Word (but it requires the Adobe PDF Reader instead), the file size is usually smaller, which may make distribution of the file more convenient, and it is more difficult for the recipient to alter the content of the file, providing a degree of protection. The PDF option enables similar control over what to save or publish as when you print a document. Another choice is the XML Paper Specification format (XPS). This format is a fixedlayout electronic file format that preserves document formatting and enables file sharing. When a file in this format is viewed online or is printed, like the PDF format, it retains exactly the format that you intended and cannot easily be changed. To view an XPS file, a viewer may be required. A free viewer can be downloaded from the Microsoft Office Online website. It may be necessary to install the Publish as PDF or XPS add-in before you can save to PDF or XPS. Before saving to either of these formats you should save the document to a standard format (the default file type is .docx) so that later you can edit it easily if necessary. Creating a new folder Page 50 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills Instead of clicking on Save As in the Office menu, you can hover the pointer over the option. This reveals a number of Save As options. If you then click on the PDF or XPS option the Publish As PDF or XPS dialog box opens with the PDF file type preselected. The default folder for saving documents is the user‟s Documents folder. If you want to save the document in a different drive or folder, you can use the Folders pane to browse to the desired location. Depending upon your Windows settings, file extensions may or may not show in the Save As or Open dialog boxes. This setting is controlled by opening the Folder Options dialog box, selecting the View tab, and selecting or deselecting the Hide extensions for known file types option. In Vista, the Folder Options dialog box is accessed from any open folder window, via the Organize button and the Folder and Search Options option. If you save a document with a file name that already exists in the same location, you will be prompted to choose how you want to deal with this. The options offered will depend on the exact circumstances. Procedures 1. Select the Office button 2. Select . . 3. Type the desired file name. 4. Select the Save as type list. 5. Select the desired file type. 6. Under Optimize for: select the desired option. 7. Select the Options button . 8. Select from the options in the dialog box, such as page range, as appropriate. 9. Select Villanova UNIT Training© . Page 51 Lesson 3 - Using Basic Document Skills 10. Select Word 2007 - Lvl 1 . Step-by-Step From the Student Data directory, open PRINTPDF.DOCX. Save a document in PDF or XPS format. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select Save As. The Save As dialog box opens, with the text in the File name box selected. Click 3. Type the desired file name. The text appears in the File name box. In the File name: box type info 4. Select the Save as type list. A list of available file types appears. Click Save as type: 5. Select the desired file type. The selected file type appears in the Save as type: box and the file type in the file name changes accordingly. Click PDF (*.pdf) 6. Under Optimize for: select the desired option. The options are selected or deselected accordingly. Click Minimum size (publishing online) 7. Select the Options button. The Options dialog box opens. Click 8. Select from the options in the dialog box, such as page range, as appropriate. The options are selected or deselected accordingly. Click on 9. Select OK. The Options dialog box closes. 10. Select Save. The Save As dialog box closes and the document is saved to the selected drive and folder. Page 52 Current page Click Click Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 3 - Using Basic Document Skills After clicking Save, if Adobe Acrobat Reader is not installed, a dialog box will be displayed inviting you to install it. If you do not install the program, the file will still be saved as a PDF, but it will not be possible to view it. If Adobe Acrobat Reader is installed, and the option Open file after publishing was selected in the Save As dialog box (selected by default), the file will be opened in Adobe Acrobat Reader. Close the Acrobat Reader window. Note that the Word document remains open after saving in PDF format. Close PRINTPDF.DOCX. Villanova UNIT Training© Page 53 Lesson 3 - Using Basic Document Skills Word 2007 - Lvl 1 EXERCISE USING BASIC DOCUMENT SKILLS Task Use basic document skills. 1. Create a new document. 2. Type the following information in the document: Breakfast 9:30 - 10:30 Keynote Speaker 10:30 - 11:00 Exhibitions 11:00 - 1:30 Lunch 1:30 - 2:30 Workshops 2:30 - 4:30 3. Save the document to the student data folder with the name Agenda. 4. Close the document. 5. Open Agenda. 6. Add the following title to the top of the document: Tomorrow’s Agenda. Enter a blank line below the title. (Hint: Press [Enter] at the top of the document to push the text down.) 7. The exhibitions are available throughout the day. Use overtype mode to change the exhibition times to: 11:30 - 4:30. 8. Disable overtype mode. 9. Add the following text two lines below the Workshops line: Event will take place at the Michaels Pavilion at 237 Cherry St., Philadelphia, PA 10. Create a new folder with the name Agendas under the student data folder and save the document to the Agendas folder with the new name New Agenda. 11. Save the New Agenda document in Rich Text Format to the student data folder. 12. Close the document. Page 54 Villanova UNIT Training© LESSON 4 USING BASIC TEXT EDITING In this lesson, you will learn how to: Remove characters Delete selected text Replace selected text Cut/copy and paste text Use the Paste Options button Use the Clipboard pane Change Office Clipboard options Share the Office Clipboard Use drag-and-drop editing Use Undo and Redo Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 REMOVING CHARACTERS Discussion You can use the [Backspace] key or the [Delete] key to remove one character at a time. The [Backspace] key removes the character to the left of the insertion point, and the [Delete] key removes the character to the right of the insertion point. Procedures 1. Position the insertion point to the right of the character you want to remove. 2. Press [Backspace]. 3. Position the insertion point to the left of the character you want to remove. 4. Press [Delete]. Step-by-Step From the Student Data directory, open EDIT.DOCX. Remove characters using the [Backspace] and [Delete] keys. Change the magnification to Text Width. Select the View tab. Select the Zoom button in the Zoom group. Chose the Text Width option, and select OK. Page 56 Steps Practice Data 1. Position the insertion point to the right of the character you want to remove. The insertion point appears to the right of the specified character. In the first sentence, click to the right of the letter w in the word below 2. Press [Backspace]. The character to the left of the insertion point is removed. Press [Backspace] Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Steps Practice Data 3. Position the insertion point to the left of the character you want to remove. The insertion point appears to the left of the specified character. In the first sentence, click to the left of the letter l in the word listed 4. Press [Delete]. The character to the right of the insertion point is removed. Press [Delete] Practice the Concept: Press [Delete] until you have completely removed the text listed below and the extra space (11 times). DELETING SELECTED TEXT Discussion There may be times when you need to delete a word, sentence, paragraph, or block of text. To accomplish this task, you must first select the text you want to delete. Once the text has been selected, it can be deleted with a single keystroke. Procedures 1. Select the text you want to delete. 2. Press [Delete]. Step-by-Step Delete selected text. If necessary, zoom in to Text Width, and scroll to display the Delivery paragraph. Steps Practice Data 1. Select the text you want to delete. The text is selected. Double-click the second occurrence of the word Worldwide in the first sentence under the Delivery heading Villanova UNIT Training© Page 57 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 Steps Practice Data 2. Press [Delete]. The selected text is deleted. Press [Delete] REPLACING SELECTED TEXT Discussion You can replace selected text simply by typing new text. This option eliminates the need to first delete text. The Typing replaces selected text option is set as the default. To change this, select the Office button, then Word Options. Select Advanced. The Typing replaces selected text option is the first of the Editing options; it can be deselected if desired. You should be careful not to accidentally press a key while text is selected, especially when you have scrolled and the selection does not appear in the document area. Procedures 1. Select the text you want to replace. 2. Type the replacement text. Step-by-Step Replace selected text. If necessary, zoom in to Text Width, and scroll to display the Terms and Conditions of Sale paragraph. Page 58 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Steps Practice Data 1. Select the text you want to replace. The text is selected. Double-click the word govern in the first paragraph 2. Type the replacement text. The replacement text appears in the document. Type cover Use the 100% button in the Zoom group of the View tab to return the view to normal. CUTTING/COPYING AND PASTING TEXT Discussion When editing a document, you may want to move or copy text, either within the same document or between documents. When you move text, the text is deleted from its original location and placed into the new location. The Cut and Paste features make it easy to move text. If you want to duplicate text in another location, you can copy the text rather than retype it. To duplicate text, you can use the Copy and Paste features. The Copy feature is similar to the Cut feature, except that the Copy feature does not remove the text from the original location. When moving or copying text using the Cut, Copy, and Paste features, Word automatically adds or removes spaces as needed, provided that the Use smart cut and paste option is enabled. (This can be found by selecting the Office button, then Word Options. Select Advanced. It is the last option listed under Cut, copy, and paste, and is selected by default.) It is a good idea to display all the formatting marks when moving and copying text. Cut or copied text is placed on both the Windows Clipboard and the Office Clipboard, where it is saved until you paste it to a new location. While the Windows Clipboard can only hold a single item, the Office Clipboard can hold multiple items for pasting. If you need to cut, copy, and paste multiple items, you can use the Office Clipboard. After an item has been pasted, the Paste Options button appears in the document just below the pasted text. You can use Paste Options to choose whether the source or destination formatting should be applied, or you can press the [Esc] key to hide the button. You can also move and copy text using the keyboard. Press [Ctrl+X] to cut, [Ctrl+C] to copy, and [Ctrl+V] to paste text. Villanova UNIT Training© Page 59 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 The Office Clipboard (i.e. the Clipboard task pane) can be set to appear automatically, or after an item is copied twice. The default setting is that it will only display when you select it. You cannot use the [Backspace] key or the [Delete] key to move text, because these keys do not place text on the Clipboard. Procedures 1. If necessary, select the Home tab, and display the formatting marks. 2. Select the text you want to move. 3. Select the Cut button on the Clipboard group. 4. Position the insertion point in the location where you want to paste the text. 5. Select the top part of the Paste button on the Clipboard group. 6. Select the text you want to copy. 7. Select the Copy button on the Clipboard group. 8. Position the insertion point in the location where you want to paste the text. 9. Select the top part of the Paste button on the Clipboard group. Step-by-Step Cut, copy, and paste selected text. If necessary, display the Home tab. Use the Show/Hide button on the Paragraph group to display all the formatting marks. Then, scroll as necessary to view both paragraphs under the Returns heading. Page 60 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Steps Practice Data 1. Select the text you want to move. The text is selected. Hold [Ctrl] and click the last sentence Worldwide Sporting Goods has... in the first paragraph under the Returns heading (make sure the paragraph mark is not included) 2. Select the Cut button on the Clipboard group. The selected text is removed from the document and placed on the Clipboard. Click 3. Position the insertion point in the location where you want to paste the text. The insertion point appears in the new location. Click to the right of the period (.) after the word defective at the end of the second paragraph under the heading Returns 4. Select the top part of the Paste button on the Clipboard group. The text from the Clipboard is pasted into the document at the insertion point and the Paste Options button appears below the pasted text. Click 5. Select the text you want to copy. The text is selected. Hold [Ctrl] and click the second sentence No exceptions... in the first paragraph under the heading Returns 6. Select the Copy button on the Clipboard group. The selected text remains in the document and a copy is placed on the Clipboard. Click 7. Position the insertion point in the location where you want to paste the text. The insertion point appears in the new location. Click to the left of the text Specialty in the first sentence of the second paragraph under the Returns heading Villanova UNIT Training© Page 61 Lesson 4 - Using Basic Text Editing Steps 8. Select the top part of the Paste button on the Clipboard group. The text from the Clipboard is pasted into the document at the insertion point and the Paste Options button appears below the pasted text. Word 2007 - Lvl 1 Practice Data Click Press [Esc] to hide the Paste Options button. USING THE PASTE OPTIONS BUTTON Discussion The Paste Options button, which appears after you have pasted a cut or copied item, allows you to apply the desired formatting to the pasted item. For example, if you are copying bolded text, you may want to paste the text without the bolding. If you select the Keep Source Formatting option, the text is pasted with its original formatting. When the Match Destination Formatting option is selected, the formatting in the paste location is applied to the pasted text. The Keep Text Only option pastes the text without its original formatting. The Set Default Paste option opens Word Options, where you can select which of the above three options you want to apply by default in various circumstances. For example, you may want to keep the source formatting when pasting copied text within the same document, but match the destination formatting when pasting it into a different document. Paste Options may differ depending upon the format of the cut or copied text. For example, different options will appear when you paste a list that uses automatic numbering. You can hide the Paste Options button by pressing the [Esc] key. Page 62 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing The Paste Options list The Paste Options button can be turned off so that it does not appear. Select the Office button, then Word Options. Select Advanced. The Show Paste Options buttons option is listed under Cut, copy, and paste, and is selected by default. Procedures 1. If necessary, select the Home tab, and display the formatting marks. 2. Select the text you want to move or copy. 3. Cut or copy the text as desired. 4. Position the insertion point in the location where you want to paste the text. 5. Select the top part of the Paste button 6. Select the Paste Options button on the Clipboard group. . 7. Select the desired option. 8. To hide the Paste Options button, press [Esc]. Villanova UNIT Training© Page 63 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 Step-by-Step Use the Paste Options button. If necessary, display the Home tab. Use the Show/Hide button on the Paragraph group to display all the formatting marks. Then, scroll as necessary to view the Delivery and Payment paragraphs. Steps Practice Data 1. Select the text you want to move or copy. The text is selected. Drag to select the text Worldwide Sporting Goods under the Delivery heading 2. Cut or copy the text as desired. The cut or copied text is placed on the Clipboard. Click 3. Position the insertion point in the location where you want to paste the text. The insertion point appears in the new location. Scroll as necessary and click at the beginning of the word orders under the Payment heading 4. Select the top part of the Paste button on the Clipboard group. The text is pasted into the document at the insertion point and the Paste Options button appears below the pasted text. Page 64 Click 5. Select the Paste Options button. A list of available paste options appears. Click 6. Select the desired option. The pasted text is formatted accordingly. Click Match Destination Formatting 7. To hide the Paste Options button, press [Esc]. The Paste Options button is hidden. Press [Esc] Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing USING THE CLIPBOARD PANE Discussion The Office Clipboard can store multiple items (including graphics) cut or copied from other documents or Windows programs. The cut or copied items are then available to be pasted into any open Office file. The Office Clipboard is accessed by opening the Clipboard task pane. When you first open the Clipboard task pane, it displays the last item(s) cut or copied to the Windows Clipboard. As you continue to cut or copy items, they are collected on the Clipboard task pane and remain available to all Office 2007 products. For each of the cut or copied items, the Clipboard task pane displays an icon, and a description of the item or a portion of the text, as applicable. You can click any item to paste it at the insertion point, or you can use the Paste All button to paste all the items at one time. Pointing to an item and clicking the drop-down arrow displays a shortcut menu containing options to paste or delete the item. After pasting text, the Paste Options button appears in the document, allowing you to control the formatting of the pasted item. Once you have finished a particular copying sequence, you can clear the Office Clipboard of all items by clicking the Clear All button in the Clipboard task pane. In addition, the Office Clipboard clears automatically when you close all Office 2007 programs. Using the Clipboard task pane Villanova UNIT Training© Page 65 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 You can display the Clipboard task pane by selecting the launcher arrow button of the Clipboard group on the Home tab. The Clipboard task pane can be set to appear automatically when you are copying, or after an item is copied twice. The default setting is that it will only display when you select it. Select the Options button at the bottom of the task pane to choose when it will display. The Clipboard task pane stores up to 24 items. If you cut or copy a 25th item, the oldest item on the Clipboard is removed, and so on. The Undo function cannot restore items removed from the Clipboard. Procedures 1. Select the Home tab, if necessary. 2. Select the launcher arrow button of the Clipboard group. 3. To clear all the items on the Office Clipboard, click the Clear All button in the Clipboard task pane. 4. Cut or copy the items you want to paste. 5. Position the insertion point where you want to insert an item. 6. Click the desired item in the Clipboard task pane to paste it into the document at the insertion point. 7. To remove an item from the Office Clipboard, right-click it in the Clipboard task pane. 8. Select Delete. Step-by-Step Paste items from the Clipboard task pane. Page 66 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Steps Practice Data 1. Select the Home tab, if necessary. The Home tab displays. Click Home 2. Select the launcher arrow button of the Clipboard group. The Clipboard task pane opens, and a Clipboard icon appears in the notification area of the Windows taskbar. Click 3. To clear all the items on the Office Clipboard, click the Clear All button in the Clipboard task pane. All items are cleared from the Clipboard task pane. Click 4. Cut or copy the items you want to paste. The Clipboard task pane displays an icon and a brief description of each item that is cut or copied. Follow the instructions shown below the table before continuing on to the next step 5. Position the insertion point where you want to insert an item. The insertion point appears in the new location. Scroll to the bottom of the document and click between the word to and the period at the end of the first sentence under the heading Cancellation 6. Click the desired item in the Clipboard task pane to paste it into the document at the insertion point. The item is pasted at the insertion point. Click the Specialty Sports item 7. To remove an item from the Office Clipboard, right-click it in the Clipboard task pane. A shortcut menu appears. Right-click the Specialty Sports item 8. Select Delete. The item is removed from the Clipboard task pane. Click Delete Move to the top of the document. In the first sentence of the first paragraph, copy the text Worldwide Sporting Goods and then copy the text Specialty Sports. Select both the Terms and Conditions of Sale heading and the following paragraph, and copy them to the task pane. Return to the table and continue on to the next step (step 5). Villanova UNIT Training© Page 67 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 Practice the Concept: Click before the word prior in the first sentence under Cancellation. Click the Worldwide Sporting Goods item in the Clipboard task pane. CHANGING OFFICE CLIPBOARD OPTIONS Discussion The Options button in the Clipboard task pane allows you to control the functioning of the Office Clipboard. By default, the Clipboard task pane only opens when you select it. However, you can choose to have the task pane automatically display when you are copying items, or when you copy an item twice in succession. If you want to collect items without displaying the task pane, you can select the Collect Without Showing Office Clipboard option. When the Clipboard task pane is open in any Office 2007 product, a Clipboard icon appears in the notification area of the Windows taskbar. To hide the Clipboard icon in the taskbar, you can deselect the Show Office Clipboard Icon on Taskbar option. If you cut or copy an item when the Office Clipboard is open in any Office application, a screen prompt briefly appears above the notification area of your Windows taskbar, announcing the current status of the Office Clipboard. The status prompt appears even if the Clipboard icon is hidden. You can deselect the Show Status Near Taskbar When Copying option to hide the appearance of this screen prompt. The Clipboard status prompt Page 68 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Procedures 1. Open the Clipboard task pane. 2. Click the Options button in the Clipboard task pane. 3. Select or deselect the desired option. 4. Click in any blank area to close the list of options. Step-by-Step Change Office Clipboard options. If necessary, open the Clipboard task pane. Steps Practice Data 1. Click the Options button in the Clipboard task pane. A list of Clipboard options appears. Click Options 2. Select or deselect the desired option. The option is selected or deselected accordingly. Click Show Office Clipboard When Ctrl+C Pressed Twice 3. Click in any blank area to close the list of options. The list closes. Click in any blank area Click the Close button on the Clipboard task pane to close it. Practice the Concept: Copy the Delivery heading and body text. Then, copy the Minimum Order heading and body text. Notice that the Office Clipboard does not automatically open. Copy the Payment heading and body text twice in succession. Notice that the Clipboard task pane displays. Select the Show Office Clipboard Automatically option and close the Clipboard task pane. Copy the Payment heading and body text again. Then, copy the Returns heading and body text. Notice that the Office Clipboard automatically opens after the second copy. Notice the Clipboard icon in the notification area of the Windows taskbar. Select the Prices heading and body text. Click the Copy button and notice that a prompt Villanova UNIT Training© Page 69 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 automatically appears above the taskbar in the right, bottom corner of your screen, announcing the number of items collected. Deselect the Show Office Clipboard Automatically option, and the Show Office Clipboard When Ctrl+C Pressed Twice option. Clear all items from the Clipboard. SHARING THE OFFICE CLIPBOARD Discussion When the Clipboard task pane is open in any Office 2007 product, a Clipboard icon appears in the notification area of the Windows taskbar (unless the Show Office Clipboard Icon on Taskbar option has been deselected). The Clipboard icon makes it easy to cut, copy, and paste information between different Office applications. For example, you may want to copy a list of products, product codes, and retail prices from an Excel worksheet and paste it into a Word document. If you have the Clipboard task pane open in another Office 2007 window, doubleclicking the Clipboard icon in the taskbar opens the Clipboard task pane in the current Word document. Right-clicking the Clipboard icon displays options you can use to display the Clipboard, clear all items, stop collecting items, or access the Office Clipboard options. The Stop Collecting command closes the Clipboard task pane in all Office 2007 applications, but does not remove items from the Clipboard; they remain stored until you clear them or close all Office 2007 applications. Page 70 You can point to the Clipboard icon in the Windows taskbar to find out how many items are currently collected in the Office Clipboard. Even when you close all Office 2007 applications, the last item you cut or copied remains on the Office Clipboard until you shut down your system. This is because the Windows Clipboard retains the last item cut or copied until you shut down Windows. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Procedures 1. To view the Office Clipboard status, point to the Clipboard icon in the notification area of the Windows taskbar. 2. Double-click the Clipboard icon pane. to open the Clipboard task 3. Click an item in the Clipboard task pane to paste it into the document. 4. Right-click the Clipboard icon in the Windows taskbar. 5. Select the desired option. Step-by-Step Share the Office Clipboard. The Office Clipboard must contain at least one item. Once you have ensured that it does, close the Clipboard task pane, if necessary. Then create a new, blank document. Steps Practice Data 1. To view the Office Clipboard status, point to the Clipboard icon in the notification area of the Windows taskbar. A ScreenTip displays the number of items collected. Point to 2. Double-click the Clipboard icon to open the Clipboard task pane. The Clipboard task pane opens. Double-click 3. Click an item in the Clipboard task pane to paste it into the document. The selected item appears in the document. Click any item that is available 4. Right-click the Clipboard icon in the Windows taskbar. A list of available options appears. Right-click 5. Select the desired option. The option is selected and the list closes. Click Stop Collecting Villanova UNIT Training© Page 71 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 Notice that, because you selected Stop Collecting, the Clipboard task pane is no longer displayed. Close the new document without saving the changes. Display the Clipboard task pane. Notice that, even though you closed the Clipboard task pane, the item(s) still remain in it. Clear all items on the Office Clipboard, and then close the Clipboard task pane. USING DRAG-AND-DROP EDITING Discussion Drag-and-drop editing allows you to move and copy text by using the mouse to drag the text to the desired location. The results are the same as cutting or copying and pasting, except that the cut or copied items are not saved to the Clipboard. This feature is most useful when the text you want to cut or copy and the destination location are both visible in the document area. By default, drag-and-drop editing is enabled. You can disable this option, if desired, by opening Advanced in Word Options, and deselecting the Allow text to be dragged and dropped option under Editing options. Procedures 1. Select the text you want to move. 2. Point to the selected text and drag it to the desired location. 3. Select the text you want to copy. 4. Hold [Ctrl], point to the selected text, and drag it to the desired location. Step-by-Step Use drag-and-drop editing to move and copy text. Scroll as necessary to view both the Prices and the Breakage and Loss headings and body text. Page 72 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing Steps Practice Data 1. Select the text you want to move. The text is selected. Drag to select the Breakage and Loss heading and body text 2. Point to the selected text and drag it to the desired location. A vertical bar indicates the position of the text as you drag, and the text appears in the new location when you release the mouse button. Point to the selected text and drag it to the left of the Prices heading 3. Select the text you want to copy. The text is selected. Drag to select the Subject to change, without notice. sentence under Prices 4. Hold [Ctrl], point to the selected text, and drag it to the desired location. A copy of the selected text appears in the new location. Hold [Ctrl], point to the selected text, and drag it to the end of the Breakage and Loss paragraph, after the word shipment. Click anywhere in the document to deselect the text. Press [Esc] if necessary, to hide the Paste Options button. USING UNDO AND REDO Discussion The Undo feature allows you to reverse the results of the previous command or action. Once you have used the Undo feature, the Redo feature becomes available. The Redo feature allows you to restore the results of the command or action you reversed with the Undo feature. Both features can be accessed on the Quick Access Toolbar. The task to be undone or redone appears as part of the ScreenTip for the Undo and Redo buttons. For example, if you have just deleted text, the ScreenTip for the Undo button reads Undo Clear. You can also use the list arrow on the Undo button to undo multiple actions. This feature is useful if you want to reverse a previous action, but have performed a number of actions subsequent to it. When you select an action to undo, however, all the items performed after the selected action in the list are also reversed. Villanova UNIT Training© Page 73 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 The Repeat feature is related to the Redo feature, but is only available when the Redo feature isn‟t available (i.e. when there is nothing that has been undone). You can use the Repeat feature to duplicate the previous action. Using the Undo list You can undo and redo actions by using keyboard shortcuts. Press [CTRL+Z] to undo or [CTRL+Y] to redo or repeat an action. Also, pressing [Esc] will cancel a current action, without you needing to complete and then undo it. The results of some actions or commands are permanent and cannot be undone. Procedures 1. To undo the previous command or action, click the Undo button on the Quick Access Toolbar. 2. To redo the undone command or action, click the Redo button the Quick Access Toolbar. on 3. To undo multiple consecutive actions, click the arrow on the right part of the Undo button . Page 74 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing 4. Select the action(s) you want to undo. 5. To redo multiple consecutive actions, click the Redo button often as necessary. as Step-by-Step Use the Undo and Redo features. Select the Terms and Conditions of Sale heading at the top of the document and delete it. Then, select the Delivery heading and delete it as well. Steps Practice Data 1. To undo the previous command or action, click the Undo button on the Quick Access Toolbar. The previous command or action is reversed. Click to undo the last deletion 2. To redo the undone command or action, click the Redo button on the Quick Access Toolbar. The command or action is redone. Click to redo the last deletion 3. To undo multiple consecutive actions, click the arrow on the right part of the Undo button. A list of previous actions appears, with the most recent action at the top of the list. Click 4. Select the action(s) you want to undo. The action(s) are undone accordingly. Click the second Clear option to undo both deletions 5. To redo multiple consecutive actions, click the Redo button as often as necessary. The results of the undone action(s) are restored accordingly. Click twice to redo both deletions Close EDIT.DOCX. Villanova UNIT Training© Page 75 Lesson 4 - Using Basic Text Editing Word 2007 - Lvl 1 EXERCISE USING BASIC TEXT EDITING Task Practice using basic text editing skills. 1. Open Employ.docx. 2. Change the interview date in the second paragraph to December 8. 3. Undo the change. 4. The last paragraph uses the word Worldwide instead of the entire company name, Worldwide Sporting Goods. Add the text Sporting Goods by copying the phrase from the first paragraph and pasting it after the word Worldwide in the last paragraph. 5. Use the paste options list to paste the text only, not the source formatting. Then hide the Paste Options button. 6. Change 7 AM to 8 AM in the third paragraph. 7. Use cut and paste to move the fourth paragraph, As you know..., before the third paragraph, If you have.... 8. Place a blank line between the paragraphs, if necessary. 9. Use drag-and-drop editing to move the Three Weeks Paid Vacation paragraph to the beginning of the Paid Holidays line in the benefits list. 10. Use paste options to match the formatting of the pasted text to that of the destination text. Then hide the Paste Options button. 11. Open the Clipboard task pane. 12. Copy both Worldwide Sporting Goods and Southern Division, from the first paragraph. 13. Use the Clipboard task pane to paste the Worldwide Sporting Goods text below the text Personnel Director at the bottom of the document. Use paste options to paste only the text. 14. Press [Enter] and paste the text Southern Division below Worldwide Sporting Goods. Then hide the Paste Options button. 15. Create a new document. 16. Paste the text Worldwide Sporting Goods into the new document. Page 76 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 4 - Using Basic Text Editing 17. Close both open documents without saving the changes. 18. Clear the Clipboard task pane, and then close it. Villanova UNIT Training© Page 77 LESSON 5 CHECKING SPELLING AND GRAMMAR In this lesson, you will learn how to: Check spelling/grammar as You Type Add to the custom dictionary Set global Spelling Checker settings Set exceptions for a document Use the Exclusion Dictionary Run the spelling checker Run the grammar checker Select grammar and style options Use Contextual Spelling Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 CHECKING SPELLING/GRAMMAR AS YOU TYPE Discussion In order to help you check your Word documents for errors in spelling and grammar, Word includes a Spelling and Grammar feature. This feature works in two ways. One way is to automatically check spelling and grammar as you enter text. This method is enabled by default. Another way to check spelling and grammar in a document is to invoke the spelling and grammar checker after the document has been created. Both methods find the same errors. The Check spelling as you type feature examines the words in a document and compares them to the words found in the main dictionary. When a word is found that is not in the main dictionary, a single red, wavy line appears beneath the word. As you type, the Mark grammar errors as you type feature examines your document and compares it to a specified grammatical style. When the grammar checker finds a word or phrase that appears grammatically incorrect, a green, wavy line appears beneath the text. The green, wavy lines only appear after you end a sentence with punctuation and begin typing another sentence or after you press the [Enter] key to end a paragraph. You have two choices when Word identifies text as incorrect. You can ignore the wavy line and continue typing, or you can right-click the identified text and select one of the suggestions or commands on the shortcut menu. The shortcut menu for correcting errors may include suggestions for replacement. You can select replacement text, ignore the word or phrase if it is correct, or add the word to your custom dictionary. Ignored words are ignored for all documents, but only in the current Word session; words added to the custom dictionary are permanent. You can quickly move to the next spelling or grammatical error by clicking the Proofing Status icon on the status bar. This icon, which resembles an open book, displays a red cross when additional errors are present in a document, or a blue tick when there are no errors. The Proofing Status icon, however, is only visible if the spelling and grammar options have been enabled. Page 80 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar Correcting a spelling error You can hide the red and green wavy lines so that they do not distract you. Select the Office button, then Word Options. Select Proofing. Then select the Hide spelling errors in this document only and Hide grammar errors in this document only options. The red and green wavy lines generated by the spelling and grammar checkers only appear on the screen; they are not printed with the document. The Check spelling as you type and Mark grammar errors as you type options must be enabled via Proofing in Word Options for the red and green wavy lines to appear. Both options are enabled by default. Procedures 1. Right-click text that appears with a single, red or green wavy line beneath it. 2. Select either a suggested replacement or a spelling or grammar command. Villanova UNIT Training© Page 81 Lesson 5 - Checking Spelling and Grammar 3. Select the Proofing Status icon next identified error. Word 2007 - Lvl 1 on the status bar to move to the Step-by-Step Check spelling and grammar as you type. Create a new document. On the first line of the document, type the following sentence, including the misspelling in the word cordially: You are cordally invited to view our new Exerfit products which appears in our fall Exerfit catalog.. Press [Enter] after typing the text. Steps Practice Data 1. Right-click text that appears with a single, red or green wavy line beneath it. A shortcut menu containing suggested replacements and spelling or grammar options appears. Right-click cordally 2. Select either a suggested replacement or a spelling or grammar command. The word is replaced or the command is performed accordingly. Click cordially 3. Select the Proofing Status icon on the status bar to move to the next identified error. Word moves to the next text identified as containing an error and displays the shortcut menu. Click on the status bar Select Ignore All to accept the spelling of Exerfit. Notice that the second occurrence of the word no longer contains a red, wavy line. Use the Proofing Status button to find the next error and select the appropriate replacement suggestion. Notice that the grammatical error will only be found once the focus reaches the end of the sentence. Close the document without saving it. Page 82 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar ADDING TO THE CUSTOM DICTIONARY Discussion If you spell check documents that correctly contain words which do not appear in the main dictionary, you can add frequently used words to a custom dictionary. A custom dictionary is a dictionary to which you can add words, and which is kept separate from Word‟s main dictionary. Word supplies a default custom dictionary named CUSTOM.DIC, but you can create as many custom dictionaries as you want. A custom dictionary can contain any word that is not in the main dictionary. For example, you might want to create a scientific dictionary containing scientific terms you use regularly or a products dictionary containing proper spellings for the products your company manufactures. You can choose which custom dictionaries you want to use in a spell check. Up to ten custom dictionaries can be selected at a time. Word checks custom dictionaries after it checks the main dictionary. When you add a word to your custom dictionary, all subsequent occurrences of the word in the remainder of the document and in any other document are considered correct, provided that the custom dictionary has been activated. Proofing in Word Options (available by selecting the Office button) allows you to edit custom dictionaries. Click the Custom Dictionaries button, select the dictionary you want to edit, and then click the Edit Word List button. You can add or remove words from the dictionary and then save the changes. You can also create new dictionaries and delete existing ones. SETTING GLOBAL SPELLING CHECKER SETTINGS Discussion Word shares some of its spell checking options with the other applications in the Office suite. Regardless of which program you use to change these „global‟ options, the setting you select will then apply to all the Office programs. You can set the spell checker to ignore words in uppercase or that contain numbers; you can set it to ignore Internet and file addresses and not to flag repeated words. You can enable checking for accented uppercase in French, and to make spelling suggestions based only on its main dictionary. Villanova UNIT Training© Page 83 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 There are also options to manage custom dictionaries and French spelling modes. Proofing options in the Word Options dialog box Procedures 1. Select the Office button . 2. Select Word Options Office menu. at the bottom right of the 3. Select Proofing in the left column. 4. Within the When correcting spelling in Microsoft Office programs section, select or deselect the global options as required. 5. To review the Custom Dictionaries, select Custom Dictionaries... . 6. When you have completed reviewing the Custom Dictionaries, to save any changes you have made, select OK at the bottom right of the Custom Dictionaries dialog box. Click Cancel if you do not want to save changes. 7. To adjust the French spelling mode, select the French modes list. Page 84 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar 8. Select the desired mode. 9. When you have completed making your global spelling option selections, select OK. Step-by-Step From the Student Data directory, open SPELL.DOCX. Set global Office Spelling Checker settings. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select Word Options at the bottom right of the Office menu. The Word Options dialog box opens. Click 3. Select Proofing in the left column. The Proofing options are displayed. Click Proofing 4. Within the When correcting spelling in Microsoft Office programs section, select or deselect the global options as required. The options are selected or deselected accordingly. Click Ignore words in UPPERCASE to deselect it 5. To review the Custom Dictionaries, select Custom Dictionaries. The Custom Dictionaries dialog box opens. Click 6. When you have completed reviewing the Custom Dictionaries, to save any changes you have made, select OK at the bottom right of the Custom Dictionaries dialog box. Click Cancel if you do not want to save changes. The Custom Dictionaries dialog box closes. 7. To adjust the French spelling mode, select the French modes list. A list of modes appears. Villanova UNIT Training© Click Click French modes Page 85 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 Steps Practice Data 8. Select the desired mode. The selected mode appears in the French modes box. Click New spelling 9. When you have completed making your global spelling option selections, select OK. The Word Options dialog box closes and the options are enabled or disabled accordingly. Click SETTING EXCEPTIONS FOR A DOCUMENT Discussion Unless you have disabled Check spelling as you type, while you are working on a document the spelling and grammar checker operates in the background searching for mistakes. However, it is useful sometimes to hide the wavy underlining that marks spelling or grammar errors. You can choose to hide spelling errors and to hide grammar errors in specific documents that are open, or in all new documents you create. Procedures 1. Click the Office button . 2. Select Word Options Office menu. at the bottom right of the 3. Select Proofing in the left column. 4. In the last section of the Proofing options, under the heading Exceptions for:, the current document is selected by default. To apply exceptions to an alternative document, select the Exceptions for: list. 5. Select the document for which you want to hide spelling or grammar errors. 6. Select or deselect options as desired. Page 86 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar 7. Select OK. Step-by-Step From the Student Data directory, open SPELL07.DOCX. Set exceptions for a document. You should now have two documents open. Make sure you are in the document SPELL.DOCX. If necessary, press [Enter] at the top of the document to display the red and green wavy underlines. Steps Practice Data 1. Click the Office button. The Office menu appears. Click 2. Select Word Options at the bottom right of the Office menu. The Word Options dialog box opens. Click 3. Select Proofing in the left column. The Proofing options are displayed. 4. In the last section of the Proofing options, under the heading Exceptions for:, the current document is selected by default. To apply exceptions to an alternative document, select the Exceptions for: list. A list of documents appears. Click Proofing Click Exceptions for: 5. Select the document for which you want to hide spelling or grammar errors. The selected document appears in the Exceptions for: box. Click SPELL07.DOCX 6. Select or deselect options as desired. The options are selected or deselected accordingly. Click Hide grammar errors in this document only to select it 7. Select OK. The Word Options dialog box closes, and the options are enabled or disabled accordingly. Click OK View the effect of these changes in spell07.docx. Close SPELL.DOCX and SPELL07.DOCX. Villanova UNIT Training© Page 87 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 USING THE EXCLUSION DICTIONARY Discussion It is sometimes useful to be able to force the spelling checker to flag a word as misspelled even though it is listed in the main directory as a correctly spelled word. For example, your company may have style guidelines that require the word theater to be spelled theatre. In this case, you would add the word theater to the exclusion dictionary. After you have added a word to the exclusion dictionary, whenever you check the spelling on a document, the spelling checker flags the word, and the word is not suggested as a correction for a flagged word. Check the spelling on a document that contains text in the language for which you want to modify the exclusion dictionary. For example, if you want to modify the exclusion dictionary in English, make sure that the file contains some text tagged in English. The location of the exclusion dictionary can then be obtained from the Custom Dictionaries dialog box (accessed from the Office menu - Word Options button - Proofing option - Custom Dictionaries ... button). In Vista, this location is likely to be C:\Users\user name\AppData\Microsoft\UProof. On a Microsoft Windows Server 2003 or Microsoft Windows XP computer, it is likely to be C:\Documents and Settings\user name\Application Data\Microsoft\UProof. In Microsoft Windows Explorer, go to the location where the custom dictionaries are stored. If you cannot see the folder, you may need to make it visible using the Show hidden files and folders option. This is accessed (in Vista) via Control Panel Appearance and Personalization - Folder Options. Locate the exclusion dictionary for the language whose settings you want to change. The name of the file you need to open is ExcludeDictionaryLanguageCodeLanguageLCID.lex. For example, the name of the English exclusion dictionary is ExcludeDictionaryEN0409.lex. Edit the file using the text editor of your choice (such as Notepad or WordPad). Add each word that you want the spelling checker to flag as misspelled to the file. Ensure that the words are all in lowercase, and press [Enter] after each word. Then save and close the file. Page 88 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar The Custom Dictionaries dialog box RUNNING THE SPELLING CHECKER Discussion You can invoke the spelling checker to spell-check a document. The spelling check proceeds from the insertion point downward. You do not need to spell-check the entire document; you can check a word, sentence, paragraph, or any selected text within a document. A word identified as misspelled appears in the Spelling and Grammar dialog box, highlighted in red, with possible correct spellings listed in the Suggestions list box. There are several alternatives available when a word is identified as incorrect. You can select the correct spelling of the word in the Suggestions list box and use the Change or Change All buttons to change just the current occurrence or all occurrences of the misspelled word. However, if the list of possible alternative spellings in the Suggestions list box does not contain the correct spelling, you can type the correct spelling directly into the Spelling and Grammar dialog box. If the word is correct, you can use the Ignore Once or Ignore All buttons to disregard just the current occurrence or all occurrences of the word. Another alternative for a correctly spelled word (such as a company name or technical term) is to use the Add to Dictionary button to add the word to the custom dictionary. In addition to searching for misspelled words, the spelling checker also identifies repeated words (such as the the). If you make a mistake during a spell-check, you can Villanova UNIT Training© Page 89 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 use the Undo button in the Spelling and Grammar dialog box to reverse the previous change. Running the spelling checker You can also activate the spelling checker by right-clicking any word with a red, wavy underline and selecting the Spelling command. The Change and Change All buttons insert the correct spellings only in the current document. You can also reverse any changes you make during a spellcheck by clicking in the document and using the Undo feature from the Quick Access Toolbar. Procedures 1. Select the Review tab. 2. Select the Spelling & Grammar button group. Page 90 in the Proofing Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar 3. To change the spelling of an identified error, select the desired spelling from the Suggestions list box. 4. Select Change or Change All. 5. To ignore an identified error, select Ignore Once or Ignore All, as desired. 6. To edit an identified error, select the highlighted error in the Not in Dictionary box. 7. Type the correct spelling of the identified error. 8. Select Change or Change All as desired. 9. To delete a repeated word, select Delete. 10. To add an identified word to the custom dictionary, select Add to Dictionary. 11. When prompted, select OK to end the completed spell-check. Step-by-Step From the Student Data directory, open SPELL.DOCX. Run the spelling checker to check a document for errors. If necessary, disable the grammar checker. Select the Office button, and Word Options, then Proofing. Deselect the Check grammar with spelling option, then select OK. (This is the default setting.) Steps Practice Data 1. Select the Review tab. The Review tab displays. Click Review 2. Select the Spelling & Grammar button in the Proofing group. The Spelling and Grammar dialog box opens and the first identified error is highlighted. 3. To change the spelling of an identified error, select the desired spelling from the Suggestions list box. The suggested spelling is selected. Villanova UNIT Training© Click Click govern Page 91 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 Steps Practice Data 4. Select Change or Change All. The identified error in the document is replaced with the selection from the Suggestions list box, and the next identified error is highlighted. Click Change 5. To ignore an identified error, select Ignore Once or Ignore All, as desired. The current occurrence or all occurrences of the identified error are ignored, and the next identified error is highlighted. Click Ignore All to ignore all occurrences of SportsWorld 6. To edit an identified error, select the highlighted error in the Not in Dictionary box. The error is selected. Double-click wrtn 7. Type the correct spelling of the identified error. The text appears in the Not in Dictionary box. Type written 8. Select Change or Change All as desired. The identified error in the document is changed, and the next identified error is highlighted. Click Change 9. To delete a repeated word, select Delete. The repeated word is deleted, and the next identified error is highlighted. Click Delete to delete the second instance of by 10. To add an identified word to the custom dictionary, select Add to Dictionary. The identified word is added to the custom dictionary. Click Add to Dictionary to add Decaton to the custom dictionary 11. When prompted, select OK to end the completed spell-check. The Microsoft Office Word message box closes. Click OK Close SPELL.DOCX. Page 92 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar RUNNING THE GRAMMAR CHECKER Discussion You can invoke the grammar checker to check a document for grammatical errors. If the grammar checker finds improper grammar usage or a sentence that does not meet the selected style options, the Spelling and Grammar dialog box opens. You do not need to grammar check an entire document; you can check a sentence, paragraph, or any selected text within a document. By default, Word checks the spelling at the same time. When text is identified with a grammatical error, the phrase or sentence containing the identified text appears in the Spelling and Grammar dialog box, with the identified text in green. Possible corrections appear in the Suggestions list box. After selecting a correction, you can use the Change button to correct the error. If you are unsure why the grammar checker has identified the text, you can select the Explain button, which opens Word Help with an explanation of the grammatical rule that was violated. After viewing the rule, you can correct the identified text by selecting a suggestion or by typing a correction either in the Spelling and Grammar dialog box or directly in the document itself. If you want to keep the identified text as it is written, you can select the Ignore Once button to ignore just this one occurrence of the rule, the Ignore Rule button to ignore all occurrences of the rule in the document, or the Next Sentence button to skip over the error. You can use the Undo button to reverse any changes you have made. Checking grammar Villanova UNIT Training© Page 93 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 The Change button changes only the current occurrence of the identified text. Procedures 1. Select the Review tab. 2. Select the Spelling & Grammar button group. in the Proofing 3. Select the desired correction from the Suggestions list box. 4. Select Change to replace the highlighted text with the text in the Suggestions list box. 5. To view an explanation of the grammatical rule that was violated, click Explain. 6. Close the Word Help window. 7. Select Ignore Once to ignore this one occurrence of the rule violation or Ignore Rule to ignore all occurrences of the rule violation. 8. To reverse an action, select Undo. 9. Continue checking the grammar in the document. 10. Select OK. Step-by-Step From the Student Data directory, open GRAMMAR.DOCX. Run the grammar checker. Enable the grammar checking. Select the Office button, and Word Options, then Proofing. Select the Check grammar with spelling option. Make sure the Check spelling as you type and Mark grammar errors as you type options are also selected. Then select OK. Page 94 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar Steps Practice Data 1. Select the Review tab. The Review tab displays. Click Review 2. Select the Spelling & Grammar button in the Proofing group. The Spelling and Grammar dialog box opens, and the first identified error is highlighted. Click 3. Select the desired correction from the Suggestions list box. The suggestion is selected. Click This guarantee includes 4. Select Change to replace the highlighted text with the text in the Suggestions list box. The correction is made in the document, and the next identified error is highlighted. Click Change 5. To view an explanation of the grammatical rule that was violated, click Explain. Word Help opens, explaining the grammatical rule. Click Explain... 6. Close the Word Help window. The Word Help window closes, and you are returned to the Spelling and Grammar dialog box. Click 7. Select Ignore Once to ignore this one occurrence of the rule violation or Ignore Rule to ignore all occurrences of the rule violation. This occurrence or all occurrences of the rule violation are ignored accordingly, and the next identified error is highlighted. Click Ignore Once 8. To reverse an action, select Undo. Word undoes the last action and redisplays the previous error. Click Undo 9. Continue checking the grammar in the document. A Microsoft Office Word message box opens when the spelling and grammar check is complete. Follow the instructions shown below the table before continuing on to the next step Villanova UNIT Training© Page 95 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 Steps Practice Data 10. Select OK. The Microsoft Office Word message box closes and you are returned to the document. Click OK Select Ignore Rule to ignore all passive voice violations. Continue to grammar-check the document by changing or ignoring text as necessary. Return to the table and continue on to the next step (step 10). Close GRAMMAR.DOCX. SELECTING GRAMMAR AND STYLE OPTIONS Discussion The grammar checker examines the text in your document and compares it to the grammatical rules and style settings specified in Proofing in Word Options. You can choose a combination of different grammar and style rules that you want the grammar checker to enforce. For example, you can specify the number of spaces between sentences, exclude checking for capitalization rules in the grammar check, and allow the use of passive voice. By default, Word checks for grammar only, but you can choose to check for grammar and style at the same time. You can also choose to display readability statistics for the document. The readability statistics consist of: the number of words, sentences, and paragraphs in the document; the average number of sentences per paragraph, words per sentence, and characters per word; and three types of readability scores. These statistics are helpful in critiquing your documents. The readability statistics do not appear by default; they must be enabled. Page 96 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar Selecting grammar and style options You can reset the grammar and style settings to the default settings by selecting the Reset All button in the Grammar Settings dialog box. Once you have customized the grammar and style settings, they become the new default for all documents. However, you can reset the settings to the Word defaults, if you do not want to apply them to all of your documents. Procedures 1. Select the Office button . 2. Select the Word Options button. 3. Select Proofing from the list on the left. 4. Select the Check grammar with spelling option, if necessary. 5. Select the Settings button Style list. Villanova UNIT Training© to the right of the Writing Page 97 Lesson 5 - Checking Spelling and Grammar 6. Select the arrow Word 2007 - Lvl 1 to display the Writing style list. 7. Select the desired style. 8. Select or deselect the settings under the headings Require, Grammar, and Style, as desired. 9. Select OK. 10. Select the Show readability statistics option, if desired. 11. Select Check Document (or Recheck Document) to apply the settings to the current document. 12. Select Yes to continue. 13. Select OK. Step-by-Step From the Student Data directory, open GRAMMAR2.DOCX. Select grammar and style options. Page 98 Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Select the Word Options button. The Word Options dialog box opens. Click Word Options 3. Select Proofing from the list on the left. The Proofing options display. Click Proofing 4. Select the Check grammar with spelling option, if necessary. The Check grammar with spelling option is selected. Click Check grammar with spelling, if necessary 5. Select the Settings button to the right of the Writing Style list. The Grammar Settings dialog box opens. Click 6. Select the arrow to display the Writing style list. The Writing style list displays. Click the Writing style Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar Steps Practice Data 7. Select the desired style. The desired style is selected, and the list closes. Click Grammar & Style 8. Select or deselect the settings under the headings Require, Grammar, and Style, as desired. The desired settings are selected. Follow the instructions shown below the table before continuing on to the next step 9. Select OK. The Grammar Settings dialog box closes. Click OK 10. Select the Show readability statistics option, if desired. The desired options are selected. Click Show readability statistics 11. Select Check Document (or Recheck Document) to apply the settings to the current document. The settings are applied to the current document, and a Microsoft Office Word message box opens. Click Check Document 12. Select Yes to continue. The Microsoft Office Word message box closes. Click Yes 13. Select OK. The Options dialog box closes, and the settings are saved. Click OK Under Require, select the Spaces required between sentences list and select 1. Scroll down to view Style, and deselect Passive sentences. Return to the table and continue on to the next step (step 9). Practice the Concept: If necessary, select the Review tab. Then select the Spelling & Grammar button on the Proofing group. Use Explain to view the first error, then close Word Help. Select Change to change the spacing. Notice that the grammar checker did not stop at the passive voice sentences. View the readability statistics and then select OK to close the Readability Statistics dialog box. Select the Office button, then open Proofing in Word Options. Reset the grammar checker by selecting Settings, then Grammar only in the Writing style list. Select the Reset All button, then OK. Deselect the Show readability statistics option. If necessary, enable the Check spelling as you type and Mark grammar errors as you type options, and then select OK to save the settings and close the Word Options dialog box. Close GRAMMAR2.DOCX. Villanova UNIT Training© Page 99 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 USING CONTEXTUAL SPELLING Discussion Contextual spelling enables Word to suggest alternatives to words that may be inappropriately spelled for their context. For example, if you type Meet me their at noon, Word will apply a wavy blue underline to their. This indicates that Word has an alternative that may be contextually more appropriate, in this case, there. For this feature to be active, both the Use contextual spelling and Check spelling as you type options must be enabled, and the Hide spelling errors option must be disabled. These options are in the Proofing section of the Word Options dialog box, which is accessed via the Office menu. The Spelling Correction shortcut menu Page 100 If your system has less than 1 gigabyte (GB) of RAM when Word is installed, the Use contextual spelling option is disabled by default. Enabling contextual spelling on a system with low memory can cause slow performance. If you notice this sort of problem while you are using this feature, you may want to clear the Use contextual spelling check box which is in the Proofing section of the Word Options dialog box, accessed via the Office button. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar Procedures 1. Right-click the text with a single, blue wavy line beneath it. 2. Select either a suggested replacement or a spelling or language command. Step-by-Step Use Contextual Spelling. Create a new document. On the first line of the document, type the following sentence, including the apostrophe in the word it’s: The product is shipped in it’s own container.. Press [Enter] after typing the text. Steps Practice Data 1. Right-click the text with a single blue wavy line beneath it. A shortcut menu containing suggested replacements and options for spelling and language appears. Right-click it’s 2. Select either a suggested replacement or a spelling or language command. The word is replaced or the command is performed accordingly. Click its Close the document without saving it. Villanova UNIT Training© Page 101 Lesson 5 - Checking Spelling and Grammar Word 2007 - Lvl 1 EXERCISE CHECKING SPELLING AND GRAMMAR Task Check the spelling and grammar in a document. 1. Open Partyex.docx. 2. Open the Proofing options in the Word Options dialog box (available in the Office menu). 3. Change the writing style to Grammar Only. 4. In the Grammar Settings dialog box, change the following grammar settings: under Require, always check for commas before the last list item, and check for required punctuation inside quotes; under Grammar, do not check for fragments and run-ons. 5. Click the Recheck Document button in Proofing to reset previously checked words in the current document. 6. Close the Word Options dialog box. 7. Start the spelling and grammar checker. 8. Replace the incorrect spelling of Employeees with Employees. 9. Ignore the spelling of Jaglom. 10. Capitalize Wednesday. 11. Pattison is spelled correctly. Ignore all occurrences of this word. 12. Delete the second occurrence of the word at. 13. Replace the grammatically incorrect an with a. 14. Correct the typographical error ofsteak with of steak. 15. Replace the incorrect spelling of salmonn with salmon. 16. Use Explain for information about the suggestion. Change the text by adding the comma. 17. Change the text by placing the punctuation inside the quotation marks. 18. Close the spelling and grammar checker. Page 102 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 5 - Checking Spelling and Grammar 19. Open the Options dialog box, reset all the grammar settings and change the writing style to Grammar & Style. Reset the spelling and grammar checker with the Reset All button. 20. Close the document without saving it. Villanova UNIT Training© Page 103 LESSON 6 PRINTING In this lesson, you will learn how to: Preview a document Quick Print the current document Print the current page Print multiple copies Print envelopes and labels Lesson 6 - Printing Word 2007 - Lvl 1 PREVIEWING A DOCUMENT Discussion Before printing, you can preview a document to see how the content appears on each page. The Print Preview feature displays the pages as they will appear when printed. If you use the Print Preview feature, you can avoid wasting time and paper by printing unfinished versions of a document. The default view in print preview displays the full page, making the content difficult to read; however, you can increase the magnification of the document by zooming print preview. This option makes the text easier to read. When the mouse pointer is positioned over the page, it changes into a magnifying glass. When you click the document with the magnifying glass, the magnification increases so that you can read the area of the document you clicked. When you click the document again, the magnification returns to full page view. If your document contains multiple pages, you can view several pages at one time. The page images are reduced as necessary to fit in the document window. The pages displayed initially depend upon the location of the insertion point when you access the Print Preview feature. Viewing a document in print preview Page 106 In print preview, you can switch to edit mode by deselecting the Magnifier option in the Preview group, and then clicking in the document. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing If the last page of the document contains only a little content, you can use the Shrink One Page button in the Preview group to attempt to shrink the document by one page. This actually changes the size and the spacing of the printed characters (font). Once printed, you can use the Undo feature to return the text to its original size, if desired. Procedures 1. Position the insertion point anywhere in the page you want to preview. 2. Select the Office button 3. Point to Print . in the Office menu. 4. Select Print Preview in the Office menu pane. 5. Click the area of the document you want to magnify. 6. Click anywhere in the document to return to full page view. 7. Press [Page Down] or [Page Up] to move through the document. 8. To view two pages at a time, select the Two Pages button in the Zoom group. 9. To return to viewing a single page, select the One Page button in the Zoom group. 10. Select Close Print Preview to return to the document. Step-by-Step From the Student Data directory, open PRINT.DOCX. Preview a document before printing. Villanova UNIT Training© Page 107 Lesson 6 - Printing Steps Practice Data 1. Position the insertion point anywhere in the page you want to preview. The insertion point appears in the new location. Press [Ctrl+Home] 2. Select the Office button. The Office menu appears. 3. Point to Print in the Office menu. The Print option is highlighted and the Preview and print the document menu appears. Click Point to 4. Select Print Preview in the Office menu pane. The Office menu closes, and the Print Preview tab displays, showing the selected page of the document in full page view. Click Print Preview 5. Click the area of the document you want to magnify. The document area is magnified. Click the text at the top of the page 6. Click anywhere in the document to return to full page view. The entire page appears in print preview. Click anywhere in the document 7. Press [Page Down] or [Page Up] to move through the document. The next or previous page appears accordingly. Press [Page Down] 8. To view two pages at a time, select the Two Pages button in the Zoom group. The pages appear in print preview. Click 9. To return to viewing a single page, select the One Page button in the Zoom group. Only the current page appears in print preview. Click 10. Select Close Print Preview to return to the document. The Print Preview tab closes and you are returned to the selected page of the document. Page 108 Word 2007 - Lvl 1 Click Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing QUICK PRINTING THE CURRENT DOCUMENT Discussion You can use the Quick Print option to quickly print a document. When you use the Quick Print option, the current document is sent directly to your default printer, utilizing the current print settings. This feature is useful when you need to print one copy of a document quickly. Quick printing the current document If you want to change print settings, you must use the Print option instead. Print settings include specifying which pages to print, which document properties to print, how many copies, and how many pages you want to fit on one printed page. You can also scale a document to print on a specific paper size. You can open the Print dialog box by selecting the Office menu and the Print command. In addition to printing a document, you can e-mail a copy of a document to another person by selecting the Send command on the Office menu. Depending on your mail application, you can send the entire document as an attachment to a message, or you can send a document as the message itself. Villanova UNIT Training© Page 109 Lesson 6 - Printing Word 2007 - Lvl 1 Procedures 1. Select the Office button . 2. Point to the Print option. 3. Select the Quick Print option . Step-by-Step Quick Print a document. Steps Practice Data 1. Select the Office button. The Office menu appears. Click 2. Point to the Print option. The Print option is highlighted and the Preview and print the document menu appears. Point to 3. Select the Quick Print option. Click The document is printed on the default printer, using the default print settings. Notice that, if you hover the mouse pointer over the Quick Print option, the default printer name is revealed. PRINTING THE CURRENT PAGE Discussion When printing a document, you can print just the current page. This option is useful if you have made changes to only one page after you have already printed the entire document. In addition to printing only the current page, you can also specify a page number or a page range to print. Individual pages are separated by a comma (,) and page ranges by a dash (-). The page range 4,6,8-10 prints page 4, page 6, and pages 8, 9, and 10. Page 110 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing You can print selected text in a document (such as a single paragraph) if you select the text before opening the Print dialog box. The Selection option under Page range then becomes available. Printing the current page Procedures 1. Position the insertion point in the page you want to print. 2. Select the Office button 3. Point to Print . in the Office menu. 4. Select Print in the Office menu pane. 5. Under Page range, select the Current page option. 6. Select OK. Step-by-Step Print the current page of a multiple page document. Villanova UNIT Training© Page 111 Lesson 6 - Printing Word 2007 - Lvl 1 Steps Practice Data 1. Position the insertion point in the page you want to print. The insertion point appears in the new location. Press [Ctrl+End] 2. Select the Office button. The Office menu appears. 3. Point to Print in the Office menu. The Print option is highlighted and the Preview and print the document menu appears. Click Point to 4. Select Print in the Office menu pane. The Office menu closes, and the Print dialog box opens. Click Print 5. Under Page range, select the Current page option. The Current page option is selected. Click 6. Select OK. The Print dialog box closes, and Word prints the current page. Click OK Current page PRINTING MULTIPLE COPIES Discussion You may want to print multiple copies of a document at one time. In the Print dialog box, you can select the number of copies you want to print. Although this option is useful for shorter documents, multiple copies of a long document can delay the availability of your printer. Page 112 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing Printing multiple copies of a document Procedures 1. Select the Office button 2. Point to Print . in the Office menu. 3. Select Print in the Office menu pane. 4. Enter the number of copies you want to print in the Number of copies spin box . 5. Select OK. Step-by-Step Print multiple copies of a document at one time. Steps Practice Data 1. Select the Office button. The Office menu appears. Click Villanova UNIT Training© Page 113 Lesson 6 - Printing Word 2007 - Lvl 1 Steps Practice Data 2. Point to Print in the Office menu. The Print option is highlighted and the Preview and print the document menu appears. Point to 3. Select Print in the Office menu pane. The Office menu closes, and the Print dialog box opens. Click Print 4. Enter the number of copies you want to print in the Number of copies spin box. The desired number appears in the Number of copies spin box. Click Number of copies to 2 5. Select OK. The Print dialog box closes, and Word prints the specified number of copies of the document. Click OK Close PRINT.DOCX. PRINTING ENVELOPES AND LABELS Discussion Word makes it simple to address and print envelopes and labels. The procedures for creating envelopes and labels are similar, and both are completed in the Envelopes and Labels dialog box. The primary difference is that you have fewer options when creating labels. With envelopes, you have separate delivery and return address boxes; with labels, you have a single address entry box. Envelopes can also be added to the current document; labels can only be created in a new document. Envelopes and labels are available in a multitude of sizes. Envelope and label sizes supported by Word are listed first by printer type, then by label product, and then by product number. These options are listed in the Envelope Options and Label Options dialog boxes. If the available sizes do not meet your particular needs, you can create an envelope or label in a custom size, for which you define the width and height. How you feed an envelope into the printer is specific to the printer. Word selects a feed method based upon the selected envelope size and printer. If necessary, however, you can select a different method in order to print the envelope properly. If a document is open, Word tries to find the delivery address. If it does not find a delivery address, you must enter it yourself. Page 114 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing Selecting envelope options In order to enable the Envelopes and Labels buttons, a document must be open. Procedures 1. Select the Mailings tab. 2. Select the Envelopes button in the Create group. 3. Select the Envelopes tab, if necessary. 4. Select the Delivery address box or the Return address box, as needed. 5. Type the address, pressing [Enter] after each line. 6. Select Options. 7. Select the Envelope Options tab, if necessary. 8. Select the Envelope size list . 9. Select the desired envelope size. 10. Select OK. Villanova UNIT Training© Page 115 Lesson 6 - Printing Word 2007 - Lvl 1 11. To include the envelope with the document, select the Add to Document button. 12. Select Yes or No as desired. Step-by-Step From the Student Data directory, open ENV.DOCX. Print an envelope. Steps Practice Data 1. Select the Mailings tab. The Mailings tab displays. Click Mailings 2. Select the Envelopes button in the Create group. The Envelopes and Labels dialog box opens. 3. Select the Envelopes tab, if necessary. The Envelopes tab displays. If Word has identified a delivery address in the current document, this will display in the Delivery address box. Click the Envelopes tab, if necessary 4. Select the Delivery address box or the Return address box, as needed. The insertion point appears in the selected box. Click in the Return address box 5. Type the address, pressing [Enter] after each line. The address appears in the box. Follow the instructions shown below the table before continuing on to the next step 6. Select Options. The Envelope Options dialog box opens. Click Options... 7. Select the Envelope Options tab, if necessary. The Envelope Options tab displays. Click the Envelope Options tab, if necessary 8. Select the Envelope size list. A list of envelope sizes appears. 9. Select the desired envelope size. The desired envelope size appears in the Envelope size box. Page 116 Click Click Envelope size Click Size 10 (4 1/8 x 9 1/2 in) Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 6 - Printing Steps Practice Data 10. Select OK. The Envelope Options dialog box closes. Click OK 11. To include the envelope with the document, select the Add to Document button. A Microsoft Office Word message box asks if you want to save the new return address as the default return address. Click Add to Document 12. Select Yes or No as desired. The Microsoft Office Word message box and the Envelopes and Labels dialog box close, and the envelope appears with the document. Click No Type the return address as follows: Worldwide Sporting Goods 1234 Leisure Drive Media, PA 19107 Return to the table and continue on to the next step (step 6). Close ENV.DOCX. Villanova UNIT Training© Page 117 Lesson 6 - Printing Word 2007 - Lvl 1 EXERCISE PRINTING Task Work with printing. 1. Open Preview.docx. 2. Preview the document, changing to the Two Pages layout. 3. Magnify the top of page 2. 4. Close Print Preview. 5. Print two copies of the second page of the document. 6. Address a standard size 10 envelope to the following address: Ms. Stephanie Smith Northeast Region P.O. Box 5567 Hartford, CT 09554 7. Enter your name and home address as the return address. 8. Add the envelope to the document. Do not save the return address as the default. 9. Close the document without saving it. Page 118 Villanova UNIT Training© Word 2007 - Lvl 1 Villanova UNIT Training© Lesson 6 - Printing Page 119 LESSON 7 WORKING WITH DOCUMENT VIEWS In this lesson, you will learn how to: Switch document views Hide white space in Print Layout view Use Full Screen Reading view Change document magnification Display/Hide the rulers View/Hide the formatting marks Open multiple documents Switch between documents Compare side by side documents Use Synchronous Scrolling Lesson 7 - Working with Document Views Word 2007 - Lvl 1 SWITCHING DOCUMENT VIEWS Discussion Word provides several different ways in which you can view your document. These views can be changed using the Document Views group in the View tab on the Ribbon. You should select the view that allows you to work best with your document. Print Layout view provides a WYSIWYG (What You See Is What You Get) view of a document. Some commands, such as inserting text or working with headers and footers, require you to work in this view. This view is the default view for a new installation of Word. Draft view is the best view for typing, editing, and formatting. This view is the one that many Word users prefer. Web Layout view is used for creating and editing web pages. Documents in Web Layout view behave like browsers in that the text wraps to fit the window. Outline view is useful in long documents that use a heading style. Outline view allows you to expand and collapse outline levels so that only certain heading levels appear. This view is helpful in a document containing many heading levels. The Outlining tab automatically appears on the Ribbon in this view. The functions available on this tab allow you to easily reorganize a document by moving information and adjusting indent levels. The Full Screen Reading view is designed to make the task of reading documents onscreen much easier using ClearType technology. When a document appears in Full Screen Reading view, the layout of the document text does not appear as printed; rather it is adjusted to fit the screen. Instead of displaying pages, the document is divided into screens. If the document text is too difficult to read, you can enlarge or decrease the size of the screen text. Resizing the screen text does not change the size of the document text. Some editing options are available in Full Screen Reading view, though not all. The Full Screen Reading view provides a convenient view for tracking revisions. In addition to these standard views, you can also use the Document Map to view a document. This view displays your headings in a resizable navigation pane to the left of the open document and allows you to quickly navigate to any heading in your document. The Document Map is best used for long documents with multiple headings or when you want to quickly view the structure of a document. When you save a document, the selected view is also saved. The next time you open the document, it will open in the same view. Page 122 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Draft view with the Document Map displayed The five Document View buttons are also available in the Word status bar. The current view is highlighted. In Print Layout view, you can hide the white space of the top and bottom margins. To hide the space, point to the top or bottom edge of the page. When the mouse pointer changes to two inward-pointing vertical arrows, and the Double-click to hide white space ScreenTip appears, double-click the page edge. To show the margins again, repeat the process. The ScreenTip will now read Double-click to show white space. Procedures 1. Select the View tab on the Ribbon. 2. Select the appropriate button in the Document Views group to switch to the desired document view. 3. Select the Document Map option in the Show/Hide group to display the Document Map navigation pane. Villanova UNIT Training© Page 123 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Step-by-Step From the Student Data directory, open VIEWS.DOCX. Switch document views. Steps Practice Data 1. Select the View tab on the Ribbon. The View tab displays. Click View 2. Select the appropriate button in the Document Views group to switch to the desired document view. The document view changes accordingly. 3. Select the Document Map option in the Show/Hide group to display the Document Map navigation pane. The Document Map pane appears at the left of the document. Click Click Document Map Scroll down the page. Notice that the text is presented with full formatting, but without any white space, and the page break is marked. Also, notice that the highlighted headings in the Document Map change based on the current position of the insertion point. Practice the Concept: Close the Document Map. Use the Document View buttons in the status bar to display the Outline view. Close the Outline view, then select the Print Layout view, if necessary. HIDING WHITE SPACE IN PRINT LAYOUT VIEW Discussion While in Print Layout view, you have the ability to hide the white space (margins) at the top and bottom of the page and the blue background between pages. You can save screen space in Print Layout view using this feature. Page 124 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views The document with White Space hidden Procedures 1. To hide the white space, point to the top or bottom edge of a page. 2. Double-click while pointing to the page edge. 3. To show the white space again, point to the gray line indicating the page break. 4. Double-click while pointing to the gray line. Step-by-Step Hide or show white space in Print Layout view. Make sure you are in Print Layout view. Scroll down so that the bottom of the first page and the top of the second page are both shown in the document window. Villanova UNIT Training© Page 125 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Steps Practice Data 1. To hide the white space, point to the top or bottom edge of a page. The mouse pointer changes into two inward-pointing vertical arrows and the ScreenTip Double-click to hide white space appears. Point to the bottom edge of the first page so that the mouse pointer changes 2. Double-click while pointing to the page edge. The margins collapse, and a heavy gray line indicates the page break. Double-click while pointing to the bottom edge 3. To show the white space again, point to the gray line indicating the page break. The mouse pointer changes into two outward-pointing vertical arrows and the ScreenTip Double-click to show white space appears. Point to the gray line where the pages meet so that the mouse pointer changes 4. Double-click while pointing to the gray line. The margins display. Double-click while pointing to the gray line USING FULL SCREEN READING VIEW Discussion You can read or edit a long document in Full Screen Reading view. This feature removes the Ribbon so that you can see more of the document. Full Screen Reading view in Word 2007 is similar to Reading Layout view in Word 2003 but with a number of new features. For example, although most of the editing options are inactive in reading mode, some relevant editing options are available in Full Screen Reading view should you need to make changes to your document. You can also choose how you want to display your document and whether you want to be able to type or edit text while reading. Page 126 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Options available in Full Screen Reading view Full Screen Reading view provides a convenient view for tracking revisions. The buttons displayed in this view contain the options necessary for marking and reviewing revisions, highlighting text and inserting text. Selecting the Close button will take you back to the document‟s default view with the Ribbon displayed. You can save any changes in the Full Screen Reading view or return to the default view before saving. Procedures 1. Select the View tab on the Ribbon. 2. Select the Full Screen Reading button Views group. in the Document 3. Select the View Options button the screen. in the top right of Villanova UNIT Training© Page 127 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 4. Select the desired option from the list. 5. Select the Close button in the top right corner of the screen to close the Full Screen Reading view and return to the document‟s default view. Step-by-Step Using the Full Screen Reading view. Steps Practice Data 1. Select the View tab on the Ribbon. The View tab is displayed. Click View 2. Select the Full Screen Reading button in the Document Views group. The Ribbon is hidden and buttons appear at the top of the screen. 3. Select the View Options button in the top right of the screen. A list of options for reading or editing the document opens. 4. Select the desired option from the list. The chosen document view displays, or chosen the editing options become available. 5. Select the Close button in the top right corner of the screen to close the Full Screen Reading view and return to the document‟s default view. The Full Screen Reading view closes and the document is displayed in its default view. The Ribbon is displayed. Click Click Click Show One Page Click Practice the Concept: Select the Full Screen Reading view again. Select the Tools button and then select a color from the Text Highlight Color gallery. Highlight the heading; the background of that area will fill with the chosen color. Select the Close button. The document will return to Print Layout view and display the changes you have made in Full Screen Reading view. Use Undo to remove the highlighting. Page 128 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views CHANGING DOCUMENT MAGNIFICATION Discussion You can magnify a document to make the text easier to read, or you can reduce the magnification in order to see more of the document. The magnification level can be set to a percentage of the actual size, or you can choose to view the entire width of the page. Changing the magnification does not change the document; it only changes how the document appears on the screen. The Zoom dialog box You can also use the Zoom controls on the status bar to change the magnification of a document. The default zoom level is 100%. Villanova UNIT Training© Page 129 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Procedures 1. Select the View tab. 2. Select the Zoom button in the Zoom group. 3. Under Zoom to, select the desired magnification level. 4. Select OK. Step-by-Step Change the magnification of a document. Steps Practice Data 1. Select the View tab. The View tab displays. Click View 2. Select the Zoom button in the Zoom group. The Zoom dialog box opens. Click 3. Under Zoom to, select the desired magnification level. The desired magnification level is selected, and a preview appears in the Preview box. Click 4. Select OK. The Zoom dialog box closes, and the document appears in the specified magnification. Click OK Text width Practice the Concept: Notice that the status bar displays the current zoom level (probably about 140%). Click the Zoom out button (the minus sign in the Zoom controls on the status bar) to decrease the magnification by 10%. Select the 100% button in the Zoom group on the View tab to return to the default magnification. Page 130 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views DISPLAYING/HIDING THE RULERS Discussion When you first create a new document in Word 2007, you will find that the document area is relatively uncluttered. The default settings show the whole page in Print Layout view with a vertical scroll bar down the right side. The horizontal and vertical rulers are not displayed. However, you can choose to display the rulers and then hide them again when they are no longer needed. The horizontal ruler appears along the top of the document area and the vertical ruler appears down the left side. You can use the vertical ruler to set top and bottom margins and to place items at specific locations in the document. You can use the horizontal ruler to set left and right margins and indents, as well as add and remove tab stops. Display options in the Word Options dialog box The horizontal ruler is also available in Draft view. If the vertical ruler does not appear after following the procedure below it may have been turned off. Click the Office Button. Click Word Options. Click Advanced. Scroll down to Display. Select Show vertical ruler in Print Layout view. Villanova UNIT Training© Page 131 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Display in Word Options also enables you to choose whether the rulers are presented in inches or centimeters. Procedures 1. Select the View Ruler button to display the rulers. at the top of the vertical scroll bar 2. Select the View Ruler button again to hide the rulers. Step-by-Step Display or hide the rulers. Make sure you are in Print Layout view. Steps Practice Data 1. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. The rulers are displayed. Click 2. Select the View Ruler button again to hide the rulers. The rulers are hidden. Click VIEWING/HIDING THE FORMATTING MARKS Discussion Each time you press the [Enter], [Spacebar], or [Tab] keys on the keyboard, or perform other actions such as inserting a line break, a formatting mark is inserted into the document. You do not usually see these formatting marks; you only see the results of the keystroke. When editing a document, it is sometimes useful to display the formatting marks. The keystrokes [Enter], [Spacebar], and [Tab] are represented by the paragraph character, a dot, and a right arrow respectively. Any paragraph formatting such as Page 132 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Keep with next (often used in headings) is indicated by a small square box in the left margin. You can view all of the formatting marks or display selected marks only. Viewing the formatting marks You can select which formatting marks appear in your document from the Always show these formatting marks on the screen options in the Display section in Word Options. The Show/Hide button will not hide all formatting marks if you have selected certain marks, such as paragraph marks or spaces, to be displayed at all times. Procedures 1. To show the formatting marks, select the Show/Hide button the Paragraph group on the Home tab. 2. To hide the formatting marks, select the Show/Hide button the Paragraph group on the Home tab. Villanova UNIT Training© in in Page 133 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Step-by-Step Show or hide the formatting marks. Steps 1. To show the formatting marks, select the Show/Hide button in the Paragraph group on the Home tab. The formatting marks appear in the document. 2. To hide the formatting marks, select the Show/Hide button in the Paragraph group on the Home tab. The formatting marks in the document are hidden. Practice Data Click Click OPENING MULTIPLE DOCUMENTS Discussion You can open multiple documents in Word. You may want to open several documents at one time to copy and paste text between them or to compare their contents. When you open more than one document in Word, each document appears in its own window. This is a Single Document Interface (SDI), meaning that each open document has its own Ribbon and application window. In addition, each document has a button on the taskbar. If a large number of documents are open, they may display as a single button on the taskbar; as you move your mouse pointer over this button a list of open document names will display for you to choose from. You can use the [Shift] or [Ctrl] keys in the Open dialog box to select and open multiple documents. When you use the [Shift] key, all files between the first and last selected files are selected. When you use the [Ctrl] key, you can select non-adjacent files. Page 134 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Opening multiple documents You can move the mouse pointer over the buttons in the taskbar to see a thumbnail view and the filename of each document. If multiple documents are open, you can easily close the current document by selecting Close from the Office menu or by selecting the window‟s Close button above the Ribbon. These buttons close only that document, and the other documents remain open. Using the Exit Word button in the Office menu will close all your open documents at the same time. Procedures 1. Select the Office button . 2. Select Open from the menu. 3. Select the drive in which the folder you want to open is located, if necessary. 4. Select the folder in which the documents you want to open are located, if necessary. Villanova UNIT Training© Page 135 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 5. Select the name of the first document you want to open. 6. Select any other files you want to open while holding down the [Ctrl] key. 7. Select the left-hand part of the Open button . 8. Select the button on the taskbar for the document you want to display. Step-by-Step Open multiple documents at one time. Page 136 Steps Practice Data 1. Select the Office button. The Office menu displays. Click 2. Select Open from the menu. The Open dialog box displays. Click Open 3. Select the drive in which the folder you want to open is located, if necessary. A list of available folders appears. Click the student data drive 4. Select the folder in which the documents you want to open are located, if necessary. A list of available files and folders appears. Double-click to open the student data folder 5. Select the name of the first document you want to open. The file is selected. Scroll as necessary and click HDRFTR1.docx 6. Select any other files you want to open while holding down the [Ctrl] key. The selected files are highlighted. Press [Ctrl] and click SMARTA2.docx and WORLD.docx 7. Select the left-hand part of the Open button. Each of the selected documents opens. One of the documents fills the window and each open document has a named button on the taskbar. Click Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Steps Practice Data 8. Select the button on the taskbar for the document you want to display. The selected document becomes the active document in the window. Click the button for any document that is not already displayed Close HDRFTR1.DOCX and SMARTA2.DOCX. SWITCHING BETWEEN DOCUMENTS Discussion If you have more than one open document, you can use the Switch Windows button on the Ribbon, or alternatively you can use the document buttons on the taskbar, to switch between them. The names of all open documents appear as buttons on the taskbar at the bottom of the screen. Switching between documents Depending on your screen resolution, open documents may not appear as separate taskbar buttons. Instead, one button may appear with a number attached to it to indicate how many documents are currently open. When you click the taskbar button, a list opens, from which you can select the desired document. Villanova UNIT Training© Page 137 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 You can use the Switch Windows button in the Window group on the View tab to switch between documents. However, using the taskbar is the quickest method for switching between documents because it involves only one click of the mouse button. Procedures 1. Select the taskbar button of the document you want to display. 2. Select the View tab on the Ribbon. 3. Select the Switch Windows button group. in the Window 4. Select the required document from the list. Step-by-Step Switch between open documents. Steps Practice Data 1. Select the taskbar button of the document you want to display. The document replaces the current document in the document window. Click the taskbar button for any document that is not already displayed 2. Select the View tab on the Ribbon. The View tab is displayed. Click View 3. Select the Switch Windows button in the Window group. A list of open documents appears. Click 4. Select the document that you want to display. The document replaces the current document in the document window. Page 138 Click the filename of any document that is not already displayed Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views COMPARING SIDE BY SIDE DOCUMENTS Discussion It is often helpful to compare two documents visually side by side. You may want to compare the text and formatting between two versions of the same document or that of different documents. The View Side by Side command tiles two open documents vertically in a side by side arrangement and displays both Ribbons. The View Side by Side feature can only compare two documents, both of which must be open. If you have more than two documents open, Word assumes you want to use the current document and prompts you to select a second document from the Compare Side by Side dialog box. You can return to a single window view by re-selecting the View Side by Side button on either of the two Ribbons displayed. Comparing two documents side by side Both documents display the Ribbon but you will find some of the groups have condensed into buttons. If you select any of these group buttons, the options normally available within that group are displayed. Each Ribbon functionality works independently with the exception of certain features. For example, changing the view or zoom level of one pane automatically changes the other. Villanova UNIT Training© Page 139 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 By default, scrolling is synchronized; horizontally or vertically scrolling one window automatically scrolls the other. However, you can use the Synchronous Scrolling button to disable or enable this feature as needed. For example, you may want to compare page 1 of one document to page 2 of the other. If you select the Arrange All button in the Window group, on either of the two Ribbons, the two documents will display one above the other. You may find this mode useful if you want to see the Ribbons in normal view. Use the Reset Window Position button to return the two documents to the side by side view. Procedures 1. Select the View tab on the Ribbon for the document displayed in the window. 2. Select the View Side by Side button Window group. 3. Select the Window group button displays the View tab. 4. Select the View Side by Side button a single document view. in the on the Ribbon that to return to Step-by-Step Compare two documents side by side. Page 140 Steps Practice Data 1. Select the View tab on the Ribbon for the document displayed in the window. The View tab is displayed. Click the View tab Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views Steps Practice Data 2. Select the View Side by Side button in the Window group. The two open documents are displayed side by side. Click 3. Select the Window group button on the Ribbon that displays the View tab. The Window buttons are displayed. Click 4. Select the View Side by Side button to return to a single document view. The side by side view closes. Click USING SYNCHRONOUS SCROLLING Discussion When you view documents side by side, there are two modes of scrolling available. With the Synchronous Scrolling option enabled, when you scroll one document, the other scrolls with it. With Synchronous Scrolling disabled, when you scroll one document, the other remains static. Synchronous Scrolling is enabled by default when you enable View Side by Side. Villanova UNIT Training© Page 141 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 Synchronous scrolling is enabled If one document is significantly longer than the other, the documents may not appear to scroll synchronously. In fact they are synchronized proportionately to each other‟s length, so if viewing a document of two pages side-by-side with one of six pages, the first page of the shorter document is displayed until you scroll the longer document past page four, at which point the shorter document scrolls as well. Procedures 1. Select the View tab on the Ribbon. 2. Select Window. 3. Enable or disable Synchronous Scrolling by selecting the Synchronous Scrolling button. Step-by-Step Use Synchronous Scrolling. Page 142 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views If necessary, open the Views.docx and World.docx documents and view them side by side. Steps Practice Data 1. Select the View tab on the Ribbon. The View tab displays. Click View 2. Select the Window button. The Window group expands. Click Window 3. Enable or disable Synchronous Scrolling by selecting the Synchronous Scrolling button. Synchronous Scrolling is enabled or disabled accordingly. Click Synchronous Scrolling to disable the function Scroll down one of the documents. Notice that the other document remains static. Close VIEWS.DOCX and WORLD.DOCX. Villanova UNIT Training© Page 143 Lesson 7 - Working with Document Views Word 2007 - Lvl 1 EXERCISE WORKING WITH DOCUMENT VIEWS Task Practice working with views. 1. Open Showcase.docx. 2. View the formatting marks. 3. Hide the rulers. 4. Switch to Draft view. 5. Display the horizontal ruler. 6. Change the magnification to 75%. 7. Switch to Outline view. 8. Return to Draft view. 9. Return the magnification to 100%. 10. Switch to Print Layout view. 11. Hide the white space. 12. Switch to Full Screen Reading view. 13. View the Document Map (select the Screen 1 of 4 button), increase the text size (select the View Options button), and close the Document Map. 14. Switch between viewing one and two pages at a time, then close Full Screen Reading view. 15. Open both the Terms and Event documents at the same time. 16. Switch to the Showcase document using the View tab. 17. Switch to the Event document using the taskbar. 18. Compare the Event document with the Terms document (select the Terms document in the Compare Side by Side dialog box). 19. Scroll the documents simultaneously, and then scroll the Terms document independently. 20. Return to the full-screen view. Page 144 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 7 - Working with Document Views 21. Hide the formatting marks. 22. Close all open documents. Villanova UNIT Training© Page 145 LESSON 8 USING CHARACTER FORMATTING In this lesson, you will learn how to: Format characters Change an existing font Modify the font size Use Bold and Italics Underline text Highlight text Copy character formatting Change character case Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 FORMATTING CHARACTERS Discussion Character formatting enhances the appearance of text. Examples of character formatting include font typeface, size, and style. A font typeface is defined as a group of characters sharing similar type attributes. Font size refers to the height of a printed character on a page; the higher the number, the larger the character. Font style refers to type enhancements, such as bold and italic. Underlining can also be used to format characters. FONT TYPEFACE Times New Roman Arial Courier FONT SIZE Times New Roman 8 Times New Roman 12 Times New Roman 18 FONT STYLE Bold type style Italic type style UNDERLINE Single underline Word only underline Word character formats The Font group in the Home tab contains buttons to apply the most common character attributes. Using these buttons is the easiest method to apply those formats. You can also apply character formatting using the Font dialog box. The Font dialog box contains all the character attributes in one place. The Font dialog box provides the best method of applying several character attributes at the same time or applying formatting that is not available on the Font group, such as double strikethrough. Page 148 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting To make formatting changes to multiple words, you must select the text you want to format. To format a single word, you do not have to first select the word. If the insertion point is placed within the word, any character formatting applied affects the whole word. You can use the selection bar (the blank area in the left margin) to select a line or paragraph. Click once to select a single line and twice to select a multiline paragraph. You can apply formatting to multiple, non-consecutive selections at the same time. Hold the [Ctrl] key while you select all the desired text and then apply the formatting. You can also use the Repeat button on the Quick Access Toolbar to apply the last formatting action to a selection. You cannot apply text animation in Microsoft Word 2007. However, a text animation effect in a document that was created in an earlier version of Word will behave in Office Word 2007 the same way that the effect behaved in earlier versions. In addition, you can copy text with a text animation style from an earlier version of Word, paste, and start typing to produce the same text animation effect in Office Word 2007. CHANGING AN EXISTING FONT Discussion Word includes many font typefaces from which you can choose. They range from heavy bold typefaces to thin light ones. You can view a list of available font typefaces and appearances from the Font group on the Home tab. You can mix fonts within a document. If you have a document with headings and text in paragraphs beneath each heading, you can select one font for the headings and another for the paragraphs. Varying the font within a document improves the readability of the text and emphasizes key points. Fonts can be applied to existing text, or you can select a font prior to typing text. Thereafter, any text you type appears in the selected font until you select a new font. Villanova UNIT Training© Page 149 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 Changing the font of existing text You can quickly apply a font by typing the font name into the Font box on the Font group and pressing the [Enter] key. The most recently used fonts appear at the top of the Font list, as well as in their proper alphabetical sequence. Procedures 1. Select the text for which you want to change the font. 2. Click the arrow on the Font box on the Font group on the Home tab. 3. Select the desired font name. Step-by-Step From the Student Data directory, open CHRFORM.DOCX. Change the font of existing text. If necessary, display the Home tab. Page 150 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting Steps Practice Data 1. Select the text for which you want to change the font. The text is selected. Click in the selection bar to the left of Terms and Conditions of Sale 2. Click the arrow on the Font box on the Font group. A list of available fonts appears. Click Font 3. Select the desired font name. The font is applied to the selected text. Scroll as necessary and click Tahoma Click anywhere in the document to deselect the text. Practice the Concept: Click one line above the paragraph beginning All shipments are FOB.... Select Arial from the Font list. Type the word Delivery. MODIFYING THE FONT SIZE Discussion Font size is measured in points. One point is approximately 1/72 of an inch. The larger the font size, the larger the text. Therefore, a word with a 36-point font size is approximately one-half inch in height. Generally speaking, larger font sizes are used for headlines and headings and smaller font sizes are used for body text. A font size can be applied to existing text, or you can select a font size prior to typing text. As you type, you can mix font sizes. For example, if you are creating a newsletter, you can use a 22-point font for the headings and a 12-point font for the text. Varying the font size within a document improves the readability of the text and emphasizes key points. Villanova UNIT Training© Page 151 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 Changing the font size of existing text Procedures 1. Select the text for which you want to modify the font size. 2. Click the arrow on the Font Size box in the Font group on the Home tab. 3. Select the desired font size. Step-by-Step Modify the font size of existing text. If necessary, display the entire Home tab. Page 152 Steps Practice Data 1. Select the text for which you want to modify the font size. The text is selected. Click in the selection bar to the left of Terms and Conditions of Sale 2. Click the arrow on the Font Size box in the Font group. A list of available font sizes appears. Click Font Size Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting Steps Practice Data 3. Select the desired font size. The font size is applied to the selected text. Click 14 Practice the Concept: Click in the line above the paragraph Net payment is due in 45 days. Select 14 from the Font Size list on the Font group. Type the word Payment. Change the font for the word Payment to Arial and then deselect the text. USING BOLD AND ITALICS Discussion You can change the character formats of existing text, either to add emphasis or to enhance the appearance of the text. The most commonly used character formats are bold and italic. Bold formatting is used to call attention to text within a document, especially in headings. You might use this format, for example, in a newsletter title. Italic formatting also calls attention to text, but not as much as bold formatting. Italicized text slants to the right and is often used to emphasize a word within normal text. You can tell which character formats have been applied to specific text by positioning the insertion point in the text. For example, if bold formatting has been applied to the current text, the Bold button is activated when you position the insertion point in the text. You can apply character formats to existing text or change character formats as you type text. If you no longer want a character format applied to text, you can remove the formatting. The Bold and Italic buttons are toggles. If you select text that is bolded or italicized and click the corresponding button, the format is removed. To bold or italicize a single word, you do not have to select the whole word, just position the insertion point within the word and click the desired button. Villanova UNIT Training© Page 153 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 Procedures 1. Select the text for which you want to change the font format. 2. Click the Bold button in the Format group on the Home tab. 3. Click the Italic button in the Format group on the Home tab. Step-by-Step Bold and italicize existing text. If necessary, display the entire Home tab. Steps Practice Data 1. Select the text for which you want to change the format. The text is selected. Click in the selection bar to the left of the Minimum Order heading 2. Click the Bold button in the Font group. The selected text is bolded. Click 3. Click the Italic button in the Font group. The selected text is italicized. Click Deselect the text. Practice the Concept: Scroll as necessary and click above the paragraph Prior to returning. Click the Bold and Italic buttons. Type the word Returns. Click in the word Returns and click the Italic button to remove the italic formatting. UNDERLINING TEXT Discussion There are several underline types from which you can choose. If you just want to place a single line under text, you can use the Underline button on the Formatting toolbar. Page 154 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting If you want to apply a different type of underline, you can choose from several listed on the Font page in the Font dialog box. Underline styles include double, thick, thin, dotted, dashed, and wavy lines. All underline styles place the underlines under all text and spaces except the Words only style, which places a single underline under words, but not under spaces in a document. The Font dialog box contains a Preview box in which you can view how each of the underline styles will affect your text before actually applying them. Adding an underline The Underline button is a toggle. If you select underlined text and click the Underline button, the underline is removed from the text. To underline a single word, you do not have to select the entire word; just position the insertion point within the word. You can also open the Font dialog box by right-clicking a selection and selecting the Font command from the shortcut menu. Villanova UNIT Training© Page 155 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 Procedures 1. Select the text you want to underline. 2. Select the Home tab. 3. Select the Font dialog box launcher. 4. Select the Underline style list. 5. Select the underline style you want to apply. 6. Select OK. Step-by-Step Underline text in a document. Scroll to the top of the document. If necessary, display the Home tab. Steps Practice Data 1. Select the text you want to underline. The text is selected. Drag to select the text whether oral or written in the first paragraph 2. Select the Font dialog box launcher. The Font dialog box opens. Click 3. Select the Underline style list. A list of available underline styles appears. Click Underline style 4. Select the underline style you want to apply. The underline style is selected and appears in the Preview box. Click Words only 5. Select OK. The Font dialog box closes and the underline is applied to the selected text. Click Deselect the text to view the underline style. Page 156 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting HIGHLIGHTING TEXT Discussion In Word, you can highlight important text, just as you might use a highlighting marker to highlight text on paper. Highlighting is more effective on the computer screen than on the printed page. Although you can highlight text in a variety of colors, you should use a light highlight color if you plan on printing the document. If you have only one text selection to highlight, you should select the text before clicking the Highlight button. This method applies the highlighting to the selected text only and the Highlight button is not activated for subsequent highlighting. If you want to highlight multiple selections, you can first activate the Highlight button. With this method, the Highlight button remains activated; all text you select will be highlighted until you click the Highlight button again to disable it. You can also remove highlighting from document text. When you remove highlighting, the document text returns to normal. Highlighted text To change the highlight color, you can click the arrow on the right part of the Highlight button and select the desired color from the color palette. Villanova UNIT Training© Page 157 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 To remove highlighting from text, select None from the Highlight color palette and drag across all text from which you want to remove the highlighting. You can also press the [Esc] key to disable the Highlight button. Procedures 1. Click the Highlight button in the Font group on the Home tab. 2. Select the text you want to highlight. 3. Select additional text you want to highlight. 4. To remove highlighting from text, select the highlighted text. 5. To disable highlighting, click the Highlight button . Step-by-Step Highlight text. If necessary, display the Home tab. Scroll as necessary to display the Payment and Minimum Order paragraphs at the top of the document. Steps 1. Click the Highlight button in the Font group. The Highlight button is activated and the mouse pointer changes into a highlighter. 2. Select the text you want to highlight. The text is highlighted with the current highlight color. Page 158 Practice Data Click Drag to select the text Net payment is due in 45 days under the Payment heading Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting Steps Practice Data 3. Select additional text you want to highlight. The text is highlighted with the current highlight color. Drag to select the text Minimum order is $250.00 in the Minimum Order paragraph 4. To remove highlighting from text, select the highlighted text. The highlighting is removed from the selected text. Drag to select the text Net payment is due in 45 days under the Payment heading 5. To disable highlighting, click the Highlight button. The Highlight button is deactivated. Click COPYING CHARACTER FORMATTING Discussion You can use the Format Painter button in the Clipboard group on the Home tab to copy the character format of specific text and apply it to other text. This feature saves time when multiple formats have been applied to text and you want to format additional text with all the same formats. When the Format Painter is active, the mouse pointer changes into an I-beam with a paintbrush to its left. To copy selected formatting to multiple locations, doubleclick the Format Painter button to activate it. Then, click it again when you have finished formatting text to deactivate it. Procedures 1. Select the text containing the formats you want to copy. 2. Click the Format Painter button Home tab. in the Clipboard group on the 3. Position the insertion point in the text you want to format. Villanova UNIT Training© Page 159 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 Step-by-Step Copy character formatting to existing text using the Format Painter feature. If necessary, display the Home tab. Steps Practice Data 1. Position the insertion point in the text containing the formats you want to copy. The insertion point moves to the new location. Scroll as necessary and click in the word Breakage in the Breakage and Loss heading 2. Click the Format Painter button in Click the Clipboard group on the Home tab. The mouse pointer changes into an Ibeam with a paintbrush to its left. 3. Select the text you want to format. The copied formats are applied to the selected text. Click Prices Practice the Concept: Click in the Prices heading, if necessary, and double-click the Format Painter button. Scroll up and click the Returns heading, the Delivery heading and drag to select the Minimum Order heading. Click the Format Painter button again to disable the feature. CHANGING CHARACTER CASE Discussion You can use the Change Case menu to quickly change text case in a document. For example, you can change a lowercase sentence to uppercase. You can also toggle from uppercase to lowercase in selected text. Toggling the case of selected text can save time if you have inadvertently typed text with the Caps Lock feature enabled. In addition to the lowercase and UPPERCASE options, the Change Case menu includes a number of other change case options. The Sentence case option capitalizes the first letter in each selected sentence. The Capitalize Each Word option capitalizes the first letter in each word. The tOGGLE cASE option reverses the case for each letter. Page 160 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 8 - Using Character Formatting Selecting the Small caps or All caps effect in the Font dialog box makes the character case a text attribute, which can be incorporated into a style. If you accidentally press the Caps Lock key and start to type a new sentence, Word automatically disables the Caps Lock feature and changes the text to sentence case. Word senses that you accidentally pressed the Caps Lock key when the first letter of the sentence is lowercase and the rest of the text is uppercase. Procedures 1. Select the text for which you want to change the case. 2. Select the Change Case button in the Font group on the Home tab. 3. Select the desired option. Step-by-Step Change the character case of selected text. Display the paragraph under the Cancellation heading at the bottom of the document. Steps Practice Data 1. Select the text for which you want to change the case. The text is selected. Press [Ctrl] and click in the first sentence of the last paragraph 2. Select the Change Case button. The Change Case menu opens. Click 3. Select the desired option. The text format is updated. Click Sentence case. Deselect the text and review the document. Close CHRFORM.DOCX. Villanova UNIT Training© Page 161 Lesson 8 - Using Character Formatting Word 2007 - Lvl 1 EXERCISE USING CHARACTER FORMATTING Task Change the character formatting in a document. 1. Open Charex.docx. 2. Change the font size of the title, Worldwide Sporting Goods, to 20 points. 3. Change the font type of the title, Worldwide Sporting Goods, to Arial. 4. Create a double-underline under the title Worldwide Sporting Goods. 5. Bold the Corporate History heading and change the font size to 14 points. 6. Italicize the names of both founders in the first paragraph. 7. Use the Font dialog box to change the case of the Corporate History heading to small caps. 8. Use the Format Painter to copy the formatting from the Corporate History heading to both the Our Public Years and Future Growth headings. 9. Correct the capitalization in the last sentence of the second paragraph. 10. Position the insertion point at the end of the second paragraph, after the word exciting. Change the font to Arial and bold. Add a space and type the following sentence: Worldwide Sporting Goods is the Number One Sporting Goods Company on the Globe!. 11. Highlight the text six new international distributors in the paragraph under Future Growth. 12. Remove the highlighting from the text. 13. Close the document without saving it. Page 162 Villanova UNIT Training© Word 2007 - Lvl 1 Villanova UNIT Training© Lesson 8 - Using Character Formatting Page 163 LESSON 9 USING PARAGRAPH FORMATTING In this lesson, you will learn how to: Format paragraphs Align paragraphs Use Click and Type to align text Modify paragraph spacing Reveal formatting Modify line spacing Copy paragraph formats Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 FORMATTING PARAGRAPHS Discussion Paragraph formatting refers to the layout of the paragraph on the page and involves alignment, spacing, and indentation options. Alignment refers to the relative location of text to the margins. Spacing refers to the distance between lines above, below, or within a paragraph. PARAGRAPH ALIGNMENT This paragraph is aligned to the left margin. This paragraph is aligned to the right margin. This paragraph is centered between the margins. Every line of a justified paragraph (except the last line) is aligned to both the left and right margins. You will often find justified paragraphs used in books. PARAGRAPH and LINE SPACING Paragraph spacing refers to space above or below the paragraph. Line spacing refers to the spacing between each line of the paragraph. Word paragraph formats ALIGNING PARAGRAPHS Discussion Paragraph alignment refers to the position of each line of text in a paragraph between the left and right margins. The Paragraph group on the Home tab contains four alignment buttons, Align Text Left, Center, Align Text Right, and Justify. Left alignment aligns text to the left margin and produces a ragged right margin. Right alignment aligns text to the right Page 166 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting margin and produces a ragged left margin. Center alignment centers text between the left and the right margins and produces a ragged left and right margin. Justified alignment aligns text to both the left and right margins so that neither margin is ragged. When a paragraph is justified, Word adds extra space between words to justify the text. Aligning paragraphs You can also align text using the Alignment list in the Paragraph dialog box. The Alignment list is accessed by selecting the Paragraph dialog box launcher, and the Indents and Spacing tab. Procedures 1. Position the insertion point in the paragraph you want to align, or select multiple paragraphs. 2. Click the Align Text Left button , the Center button Align text Right button , or the Justify button Paragraph group on the Home tab. Villanova UNIT Training© , the in the Page 167 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 Step-by-Step From the Student Data directory, open PARFORM.DOCX. Align paragraphs using the alignment buttons. If necessary, display the entire Home tab and switch to Print Layout view. Steps Practice Data 1. Position the insertion point in the paragraph you want to align, or select multiple paragraphs. The insertion point moves to the new location, or the paragraphs are selected. Click in the text Worldwide Sporting Goods at the top of the page 2. Click the Align Right button to right align the paragraph. The paragraph is right-aligned. 3. Click the Align Left button to left align the paragraph. The paragraph is left-aligned. 4. Click the Center button to center the paragraph. The paragraph is centered. 5. Position the insertion point in the paragraph you want to justify. The insertion point moves to the new location. 6. Click the Justify button to justify the paragraph. The paragraph is justified. Click Click Click Click in the first paragraph, Thank you for choosing... Click Practice the Concept: Left align the Dear Rob paragraph. Right align the telephone and fax numbers located under the title. Select the last two paragraphs in the body of the letter and justify them. Click anywhere to deselect the paragraphs. Page 168 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting USING CLICK AND TYPE TO ALIGN TEXT Discussion The Click and Type feature allows you to insert new text or graphics exactly where you point in a blank area of a document. If you are creating a special page such as a title page, the Click and Type feature allows you to create a title in the middle of the page without having to press the [Enter] key. You can simply double-click where you want the title to appear. When the Click and Type feature is active, the mouse pointer appears as an I-beam with an alignment symbol attached. As you move the I-beam slowly across a blank line in a document from the left to the right margin, the alignment symbol changes. This change occurs because Word separates the blank areas of a line into alignment zones. To enter text, you point to the position on the page where you want to enter text, double-click the mouse button, and type the text. The Click and Type feature is only available in the Print Layout or Web Layout views. Depending upon the location of the blank area in which you want to use the Click and Type feature, you may have to first click in a blank area of the line to activate it. In order to use the Click and Type feature, the Enable click and type option on the Advanced page in the Word Options dialog box must be selected. If you double-click in a blank document area, but do not insert text, Word removes the alignment or tab. Procedures 1. Display the document in Print Layout or Web Layout view. 2. Point to a blank area of the line where you want to insert text and click once. 3. Point to a blank area of the line until the desired alignment symbol appears with the mouse pointer. 4. Double-click the mouse button. 5. Type the desired text. Villanova UNIT Training© Page 169 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 Step-by-Step Use the Click and Type feature to insert aligned text in a document. If necessary, display the document in Print Layout view and scroll to view the company name at the top of the letter. Steps Practice Data 1. Point to a blank area of the line where you want to insert text and click once. The mouse pointer appears with an alignment symbol attached to it. Point to the blank line under the word Worldwide at the top of the page and click once 2. Point to a blank area of the line until the desired alignment symbol appears with the mouse pointer. The mouse pointer appears with the desired alignment symbol. Move the mouse pointer to the center of the line until a center alignment character appears with it 3. Double-click the mouse button. The insertion point appears in the desired position. Double-click the mouse button 4. Type the desired text. The text appears at the insertion point. Type 1234 Leisure Drive, Media, PA 19107, all on one line Italicize the text 1234 Leisure Drive, Media, PA 19107. MODIFYING PARAGRAPH SPACING Discussion Paragraph spacing refers to the space above and below a paragraph. You can vary paragraph spacing based upon your individual needs. You can adjust paragraph spacing on the Indents and Spacing page in the Paragraph dialog box. Any changes you make are previewed in the Paragraph dialog box. Page 170 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting The Indents and Spacing page You can start a new line within a paragraph by inserting a manual line break. Manual line breaks are inserted by pressing the [Shift+Enter] key combination. A manual line break is considered part of the original paragraph and is useful when you want to break a paragraph without including the extra paragraph spacing. You can click the spin boxes in the Paragraph dialog box as needed to set paragraph spacing or you can type a number into the box. Procedures 1. Position the insertion point in the paragraph for which you want to change the spacing. 2. Select the Home tab. 3. Select the Paragraph dialog box launcher. 4. Click the Indents and Spacing tab. Villanova UNIT Training© Page 171 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 5. Under Spacing, enter the desired spacing above the paragraph in the Before spin box. 6. Under Spacing, enter the desired spacing below the paragraph in the After spin box. 7. Select OK. Step-by-Step Modify paragraph spacing by increasing the space above and below a selected paragraph. If necessary, scroll to view the first paragraph in the body of the letter. Page 172 Steps Practice Data 1. Position the insertion point in the paragraph for which you want to change the spacing. The insertion point moves to the new location. Click in the Thank you for choosing... paragraph 2. Select the Home tab. The Home tab contents appear. Click Home 3. Select the Paragraph dialog box launcher. The Paragraph dialog box opens. Click 4. Click the Indents and Spacing tab. The Indents and Spacing page appears. Click the Indents and Spacing tab, if necessary 5. Under Spacing, enter the desired spacing above the paragraph in the Before spin box. The number appears in the Before spin box. Click Before 6. Under Spacing, enter the desired spacing below the paragraph in the After spin box. The number appears in the After spin box. Click After to 6 pt to 6 pt Villanova UNIT Training© Word 2007 - Lvl 1 Steps 7. Select OK. The Paragraph dialog box closes and the spacing above and below the paragraph changes accordingly. Lesson 9 - Using Paragraph Formatting Practice Data Click Practice the Concept: Click in the Worldwide Sporting Goods company name at the top of the letter and use the Paragraph dialog box to change the After spacing to 12 points. REVEALING FORMATTING Discussion The Reveal Formatting task pane displays the attributes for the selected document text. Attributes are grouped under headings, the most common being Font, Paragraph, and Section. The Font heading shows the name and point size of the font, as well as the language of the text. If other font attributes have been applied (for example, highlighting), they will also be listed here. The Paragraph heading displays the alignment and indentation of the current paragraph. In addition, if other paragraph attributes have been added (such as spacing or tabs), they will also be displayed. The Section heading displays attributes for margins, layout, and paper size. You can expand and collapse the Font, Paragraph, or Section headings to view or hide the attributes. The underlined attributes under each heading are links to the corresponding dialog boxes; when you click a link, the corresponding dialog box opens and you can make changes as desired. You can also use the task pane to compare the differences in formatting between two text selections. Villanova UNIT Training© Page 173 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 The Reveal Formatting task pane If the task pane is already open, you can use the Other Task Panes list arrow to change task panes. Other attribute headings such as Table, Cell, and Bullets and Numbering will appear if the document contains a table or a numbered or bulleted list. Use the keyboard shortcut [Shift + F1] to open the Reveal Formatting task pane. Procedures 1. Select the Home tab. 2. Select the Styles dialog box launcher. 3. Select the Style Inspector button. 4. Select the Reveal Formatting button. 5. Click a heading to expand or collapse its attributes. 6. Select the text for which you want to reveal the formatting. 7. Expand the desired format heading, if necessary, and click the desired formatting link. Page 174 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting 8. Make the desired formatting changes. 9. To compare text, select the first text to be compared. 10. Select the Compare to another selection option. 11. Select the text to which you want to compare the formatting. Step-by-Step Use the Reveal Formatting task pane. Position the insertion point in the text Tel. 610.555-8878. Steps Practice Data 1. Select the Home tab. The Home tab appears. Click Home 2. Select the Styles dialog box launcher. The Styles task pane appears. Click 3. Select the Style Inspector button. The Style Inspector dialog box opens. Click 4. Select the Reveal Formatting button. The Reveal Formatting task pane opens. Click 5. Click a heading to expand or collapse its attributes. The heading expands to display its attributes or collapses to hide them. Click Paragraph to collapse it 6. Continue expanding or collapsing headings as desired. The heading expands to display its attributes or collapses to hide them. Click Paragraph to expand it 7. Select the text for which you want to reveal the formatting. The attributes in the Reveal Formatting task pane change according to the selected text. Click in the Worldwide Sporting Goods title 8. Click the desired formatting link. The corresponding dialog box opens. Click Spacing Villanova UNIT Training© Page 175 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 Steps Practice Data 9. Make the desired formatting changes. The formatting changes appear under the corresponding headings in the Reveal Formatting task pane. Follow the instructions shown below the table before continuing on to the next step 10. To compare text, select the first text to be compared. The attributes in the Reveal Formatting task pane change according to the selected text. Click in the text 1234 Leisure Drive... 11. Select the Compare to another selection option. The Compare to another selection option is selected and the Formatting of selected text box changes to the Formatting differences box. Click Compare to another selection 12. Select the text to which you want to compare the formatting. Samples of each selection appear in the boxes under Selected text and a comparison of attributes appears in the Formatting differences box. Click in the text Worldwide Sporting Goods at the top of the page Change the After spacing to 6 points and close the Paragraph dialog box. Return to the table and continue on to the next step (step 10). Practice the Concept: Deselect the Compare to another selection option. Select all the text in the title Worldwide Sporting Goods and click the Font link under the Font heading in the Reveal Formatting task pane. Apply the Small caps effect and close the Font dialog box. Notice the new Effects link under the Font heading. Leave the task pane open. MODIFYING LINE SPACING Discussion Line spacing refers to the distance between each line in a paragraph. You can use the Line Spacing list in the Paragraph group on the Home tab to adjust paragraph line spacing. The options on the Line Spacing list start with 1.0 (single spacing) and increment by .5, up to 3.0. The Line Spacing list also includes the Line Spacing Options... option, which opens the Paragraph dialog box. The Line spacing option in the Paragraph dialog box Page 176 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting includes the additional options: At least, Exactly, and Multiple. After selecting one of these options, you can change the specific point size in the At box. Modifying line spacing You can also press the [Ctrl+1] key combination to singlespace the current paragraph, the [Ctrl+2] key combination to double-space it, and the [Ctrl+5] key combination to apply 1.5 line spacing. You must, however, use the number keys along the upper edge of the keyboard to change line spacing; those on the numeric keypad have different functions. You can also select the Paragraph dialog box launcher to open the Paragraph dialog box. You can then use the Line spacing list on the Indents and Spacing tab to adjust line spacing. Procedures 1. Position the insertion point in the paragraph for which you want to change the line spacing. 2. Click the arrow on the Line Spacing button group on the Home tab. in the Paragraph 3. Select the desired line spacing option. Villanova UNIT Training© Page 177 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 Step-by-Step Modify line spacing in a paragraph. If necessary, display the Home tab and the Reveal Formatting task pane. Scroll to view the first paragraph in the body of the letter. Steps Practice Data 1. Position the insertion point in the paragraph for which you want to change the line spacing. The insertion point moves to the new location. Click in the paragraph Thank you for choosing... 2. Click the arrow on the Line Spacing button in the Paragraph group. A list of available line spacing options appears, with a checkmark next to the current line spacing. 3. Select the desired line spacing option. The line spacing is applied to the selected paragraph. Click the arrow Click 1.5 Practice the Concept: Select the three lines in the inside address, from Mr. Robert Campanellas to 44183. Display the Line Spacing list and select the Line Spacing Options... option. Select the Exactly option from the Line spacing list and change the At box to 14 pt. Close the Paragraph dialog box. Notice the Spacing attribute in the Reveal Formatting task pane. COPYING PARAGRAPH FORMATS Discussion The Format Painter allows you to copy the paragraph formatting of specific text and apply it to one or more other paragraphs. This feature saves time when the formatted paragraph you copy contains multiple formatting attributes. Page 178 To copy the selected formatting to multiple locations, doubleclick the Format Painter button to activate it. Then, click it again when you have finished formatting paragraphs to deactivate it. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting You can also use the Styles and Formatting task pane to apply all the attributes from one paragraph to another. Procedures 1. Position the insertion point in the paragraph containing the formatting you want to copy. 2. Click the Format Painter button Home tab. in the Clipboard group on the 3. Click in the paragraph you want to format. Step-by-Step Copy the format of one paragraph and paste it to another using the Format Painter feature. If necessary, display the Home tab. Scroll to view all three paragraphs in the body of the letter. Steps Practice Data 1. Position the insertion point in the paragraph containing the formatting you want to copy. The insertion point moves to the new location. Click in the paragraph Thank you for choosing... 2. Click the Format Painter button in the Clipboard group. The mouse pointer changes into an Ibeam with a paintbrush to the left. 3. Click in the paragraph you want to format. The paragraph format is applied to the new paragraph. Click Scroll as necessary and click in the second paragraph in the body of the letter Practice the Concept: Copy the paragraph formatting to the third paragraph in the body of the letter. Then, click the Show/Hide button in the Paragraph group to display all the formatting marks, if necessary. Delete the paragraph marks directly Villanova UNIT Training© Page 179 Lesson 9 - Using Paragraph Formatting Word 2007 - Lvl 1 above and below the second paragraph, The enclosed packet includes.... Finally, hide the formatting marks and close the task pane. Close PARFORM.DOCX. Page 180 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 9 - Using Paragraph Formatting EXERCISE USING PARAGRAPH FORMATTING Task Change the paragraph formatting in a document. 1. Open Formatex.docx. 2. Left align the paragraph To our valued customers:. 3. Change the line spacing for the list from Special offers to Promotional items to 1.5 lines. 4. Change the paragraph spacing in the paragraph beginning Morning to 12 points before and 12 points after. 5. Display the Reveal Formatting task pane. Using the Spacing link to change the Before spacing of the Morning paragraph to 6 points. 6. Use the Format Painter to copy the Morning paragraph format to the Midday and Evening paragraphs. 7. Compare the formatting in the second paragraph Join over 50 experts... with the Morning paragraph. Then, disable the comparison. 8. Center the first paragraph on the second page, Directions to.... 9. Display the rulers, if necessary, and then scroll to the end of the document. Use the Click and Type feature to place the insertion point at a position measuring 3 inches on both the horizontal and vertical rulers. 10. Change the format to bold, 18 points, and then type the following text: Don’t miss this event!. 11. Close the Reveal Formatting task pane. 12. Close the document without saving it. Villanova UNIT Training© Page 181 Lesson 9 - Using Paragraph Formatting Page 182 Word 2007 - Lvl 1 Villanova UNIT Training© LESSON 10 USING SECTION BREAKS In this lesson, you will learn how to: Work with section breaks Insert a Next Page break Format a section Insert a Continuous break Insert an Odd/Even Page break Remove a section break Insert automatic section breaks Modify a section break Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 WORKING WITH SECTION BREAKS Discussion A section is a portion of a document and can include as little as one paragraph or the entire document. Usually, you create a section in order to format it differently from the rest of the document. If you want to change the margins, page layout, page orientation, column formats, page numbering, or headers and footers within part of a document, you can do that within a new section. In Print Layout view, a section break is only visible when you show the formatting marks. In Draft view, a section break is always visible. It appears as a double dotted line in the document and is identified by the words Section Break, followed by the type of break in parentheses. A Next Page section break in Print Layout view Page 184 You can review section formatting by opening the Reveal Formatting task pane (available via the Style Inspector task pane) and expanding the Section heading. In addition, you can click the Margins, Layout, Paper, or Header and Footer heading in the Reveal Formatting task pane to open the Page Setup dialog box. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks INSERTING A NEXT PAGE BREAK Discussion You can create a section that starts from a new page by inserting a Next Page section break. For instance, you may need to print one page of a document in landscape orientation and the rest of the document in portrait orientation. To perform this task, you can create one or more Next Page sections and adjust the page layouts for each section as desired. The Section Breaks menu Procedures 1. Position the insertion point where you want to create a new section. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Next Page option. Villanova UNIT Training© Page 185 Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 Step-by-Step From the Student Data directory, open AWARD1.DOCX. Insert a Next Page section break. If necessary, show the formatting markings. Steps Practice Data 1. Position the insertion point where you want to create a new section. The insertion point appears in the new location. Scroll as necessary and click to the left of the text Directions and Information 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears. Click 4. Select the Next Page option. The Section Breaks menu closes, a Next Page section break appears at the insertion point, and the automatic pagination is adjusted accordingly. Click Next Page FORMATTING A SECTION Discussion After you have created a new section, you can set different margins, page layouts, page orientations, column formats, page numbering, headers, and footers for each section in the document. Section formatting is stored in the Section Break mark found at the end of each section. Page 186 Many of the dialog boxes used to create page formats contain an Apply to list from which you can choose how you want the page format to be applied. The choices can include Whole Document, Selected text, This section, or This point forward. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks You can copy and paste section breaks to reproduce the section formatting in another area of the document. Before you apply any page formatting, the insertion point must be positioned in the section you want to format. Procedures 1. Position the insertion point in the section you want to format. 2. Select the Page Layout tab. 3. Select the launcher arrow button in the Page Setup group. 4. Select the desired tab. 5. Select the desired options. 6. Select the Apply to list . 7. Select the desired option. 8. Select OK. Step-by-Step Format a section of a document. Steps Practice Data 1. Position the insertion point in the section you want to format. The insertion point appears in the new location. Press [Ctrl+Home] 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the launcher arrow button in the Page Setup group. The Page Setup dialog box opens. Click Page Setup 4. Select the desired tab. The corresponding page appears. Click the Layout tab, if necessary Villanova UNIT Training© Page 187 Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 Steps Practice Data 5. Select the desired options. The desired options are selected. Follow the instructions shown below the table before continuing on to the next step 6. Select the Apply to list. A list of available options appears. Click Apply to 7. Select the desired option. The option is selected. Click This section, if necessary 8. Select OK. The Page Setup dialog box closes, and the section is formatted accordingly. Click OK Click the Vertical alignment list and select Center. Return to the table and continue on to the next step (step 6). Select the View tab, and select the Two Pages button in the Zoom group so that you can view both pages of the document. Notice the different page formatting in each section. Then, select the 100% button in the Zoom group to return to the regular view. Close AWARD1.DOCX. INSERTING A CONTINUOUS BREAK Discussion To create a new section on the same page as the previous section, you must insert a Continuous section break. You would use this type of break to create multiple layouts on the same page. For instance, you might insert a Continuous section break to add newspaper style columns to one part of a page. Page 188 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks Continuous sections with different margins Procedures 1. Position the insertion point where you want to begin the new section. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Continuous option. and Step-by-Step From the Student Data directory, open EQUIP1.DOCX. Insert a Continuous section break. Display the formatting marks and make sure you are in Print Layout view. Notice that the table is truncated at the right margin. Villanova UNIT Training© Page 189 Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 Steps Practice Data 1. Position the insertion point where you want to begin the new section. The insertion point appears in the new location. Click in the blank line above the table 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears. Click 4. Select the Continuous option. The Section Breaks menu closes and a Continuous section break appears at the insertion point. Click Continuous Position the insertion point in the section containing the table (but not in the table itself) and use the Page Setup dialog box to change the left margin of the section to 0.5 inch (or 1.25cm). Notice that the left margin of the section containing the table is different than the rest of the document. The paragraphs of text below the table are also included in the section formatting. Practice the Concept: Click in the blank line below the table and add another Continuous section break between the table and the following paragraph of text. Change the left margin of the section below the table to 1.25 inch (or 3.17cm). Select the View tab, and select the One Page button in the Zoom group so that you can view the whole page. Notice the different margins in each section of the document. Then, select the 100% button in the Zoom group to return to the regular view. INSERTING AN ODD/EVEN PAGE BREAK Discussion You can create an Even Page section break to begin a new section on the next evennumbered page or an Odd Page section break to begin a new section on the next oddnumbered page. For instance, you might want to begin the first page of each chapter on an odd-numbered page. If necessary, Word prints a blank page to force the section to the next even-numbered or odd-numbered page. Page 190 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks Procedures 1. Position the insertion point where you want to begin the new section. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Select the Odd Page or Even Page option. Step-by-Step Insert an Odd Page or Even Page section break. Move to the top of the document. Notice that the status bar displays the page number as Page: 1 of 1. Steps Practice Data 1. Position the insertion point where you want to begin the new section. The insertion point appears in the new location. Click in the blank line below the Equipment Showcase title 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the Breaks button in the Page Setup group. The Section Breaks menu appears. Click 4. Select the Odd Page or Even Page option. The Section Breaks menu closes, an Odd Page or Even Page section break appears at the insertion point, and the automatic pagination is adjusted accordingly. Click Odd Page Notice that the status bar now displays the page number as Page: 3 of 3. Word has inserted a blank page (page 2) in order to force the new section to start on an oddnumbered page. View the three pages using Print Preview. Select the Office button, point to Print, and select Print Preview. Press [Page Up] twice to view pages 1 and 2. Close Print Preview. Villanova UNIT Training© Page 191 Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 REMOVING A SECTION BREAK Discussion When you remove a section break, you also remove the formatting associated with that section. The Section Break mark stores the formatting for the section above it, just as the paragraph mark stores the formatting of the paragraph preceding it. When you remove a section break, the text above the deleted section break assumes the section formatting of the text below the deleted section break. Procedures 1. Select the Section Break mark for the section break you want to remove. 2. Press [Delete]. Step-by-Step Remove a section break. Display the formatting marks and make sure you are in Print Layout view. Move to the top of the document. Steps Practice Data 1. Select the Section Break mark for the section break you want to remove. The Section Break mark is selected. Click the Section Break (Odd Page) mark below the Equipment Showcase title 2. Press [Delete]. The section break is removed. Press [Delete] Close EQUIP1.DOCX. Page 192 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks INSERTING AUTOMATIC SECTION BREAKS Discussion Word can automatically insert section breaks when you format only a portion of existing document text. If you select text and then perform a command that can only be applied to a section, Word inserts the necessary section breaks and applies the command to the selected text, unless you specify otherwise. Also, there are other times when Word will automatically insert a section break into a document. For example, Word inserts a section break each time you create a table of contents. Inserting automatic section breaks Procedures 1. Select the text you want to format. 2. Select the Page Layout tab. 3. Select the launcher arrow button in the Page Setup group. 4. Select the desired tab. 5. Select the desired options. Villanova UNIT Training© Page 193 Lesson 10 - Using Section Breaks 6. Select the Apply to list Word 2007 - Lvl 1 . 7. Select Selected text. 8. Select OK. Step-by-Step From the Student Data directory, open EQUIP2.DOCX. Insert automatic section breaks. Display the formatting marks, and make sure you are in Print Layout view. Select the View tab and select the Two Pages button in the Zoom group to view the document. Then select the 100% button in the Zoom group to return to the normal view. Steps Practice Data 1. Select the text you want to format. The text is selected. Scroll as necessary, and drag to select the paragraph beginning Product specialists will..., the table, and the paragraph mark below the table 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the launcher arrow button in the Page Setup group. The Page Setup dialog box opens. Click Page Setup 4. Select the desired tab. The corresponding page appears. Click the Margins tab, if necessary 5. Select the desired options. The options are selected. Click Left 1.3 cm) 6. Select the Apply to list. A list of available options appears. Click Apply to 7. Select Selected text. The desired option appears in the Apply to box. Page 194 to 0.5 in (or Click Selected text Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks Steps Practice Data 8. Select OK. The Page Setup dialog box closes and Word automatically inserts section breaks above and below the selected text. Click OK Select the View tab, and use the Two Pages button to view the results of inserting the section breaks. Then, select the 100% button to return to the normal view. MODIFYING A SECTION BREAK Discussion You can use the Page Setup dialog box to change the type of section break used in a document. Additionally, you can change the format of a section by modifying its margins, orientation, or layout. You must position the insertion point within the section you want to modify in order to change the section type or formatting. You can also open the Page Setup dialog box for a section by double-clicking the section break below the section you want to modify or by selecting a Section attribute heading in the Reveal Formatting task pane. Procedures 1. Position the insertion point in the section you want to format. 2. Select the Page Layout tab. 3. Select the launcher arrow button in the Page Setup group. 4. Select the Layout tab. 5. Select the Section start list . 6. Select the desired option. 7. Select OK. Villanova UNIT Training© Page 195 Lesson 10 - Using Section Breaks Word 2007 - Lvl 1 Step-by-Step Modify a section break. Display the formatting marks, and make sure you are in Print Layout view. Scroll to view the last page in the document. Steps Practice Data 1. Position the insertion point in the section you want to format. The insertion point appears in the new location. Click in any paragraph on the last page 2. Select the Page Layout tab. The Page Layout tab appears. Click Page Layout 3. Select the launcher arrow button in the Page Setup group. The Page Setup dialog box opens. Click Page Setup 4. Select the Layout tab. The Layout page appears. Click the Layout tab, if necessary 5. Select the Section start list. A list of available options appears. Click Section start 6. Select the desired option. The option is selected. Click Continuous 7. Select OK. The Page Setup dialog box closes and the section break is modified accordingly. Click OK Notice that the paragraphs of text now appear on the same page as the table. Select the View tab and use the One Page button to view the results of changing the section break. Then, select the 100% button to return to the normal view. Close EQUIP2.DOCX. Page 196 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 10 - Using Section Breaks EXERCISE USING SECTION BREAKS Task Use a section break to modify the page format of a document. 1. Open Serstbl.docx. 2. Create a section break to place the table title, the table, and the graph on a separate, odd-numbered page of the document. 3. Change the orientation of the page containing the table to landscape. (Hint: Select the Page Layout tab.) 4. Select the View tab and use the Two Pages button to view the whole document. Then, select the 100% button, and return to the Page Layout tab. 5. Select the TO, FROM, and SUBJECT paragraphs at the top of the document and change the vertical alignment to center. Apply the layout to the selected text only. 6. Switch to the View tab and view the whole document to see the sections. 7. Return to the normal sized view, and then close the document without saving it. Villanova UNIT Training© Page 197 LESSON 11 INDENTING PARAGRAPHS In this lesson, you will learn how to: Change the left indent Indent the first line Create a hanging indent Create a right indent Lesson 11 - Indenting Paragraphs Word 2007 - Lvl 1 CHANGING THE LEFT INDENT Discussion Indenting a paragraph refers to moving it away from the left, the right, or both margins. This feature has many uses, including calling attention to sections in a document or indicating subordinate text. Additionally, the first line of each paragraph in many letters and documents is often indented from the left to improve readability. The Indent buttons in the Paragraph group on the Home tab move the paragraph to the next tab stop. By default, tab stops are set every half-inch (0.5 in or 1.27 cm). Therefore, you can use the Increase Indent button to indent a paragraph to the right in half-inch increments and the Decrease Indent button to decrease a paragraph indent in half-inch increments. Creating a left indent Page 200 If you want to indent a different amount (such as 0.7 in), you can use the Indentation options (Left or Right) in the Paragraph dialog box. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 11 - Indenting Paragraphs Procedures 1. Position the insertion point in the paragraph you want to indent. 2. Click the Increase Indent Paragraph group. or Decrease Indent button in the Step-by-Step From the Student Data directory, open INDPAR.DOCX. Change the left indent of a paragraph. If necessary, display the Home tab. Steps Practice Data 1. Position the insertion point in the paragraph you want to indent. The insertion point appears in the new location. Click in the special offers line 2. Click the Increase Indent or Decrease Indent button in the Paragraph group. The paragraph indent changes accordingly. Click three times Practice the Concept: Select the three other paragraphs that make up the list (discounts, free samples, and promotional items) and the blank lines between them, and indent them one and a half inches, to line up under special offers. Select the entire list and use the Decrease Indent button to decrease the indent by one tab stop, to one inch. Click in the special offers paragraph and open the Paragraph dialog box. Notice the Left indentation setting of 1 in or 2.54 cm. INDENTING THE FIRST LINE Discussion There are several ways in which you can indent a paragraph from the left margin. For example, you can indent only the first line of a paragraph. The first line indent is often Villanova UNIT Training© Page 201 Lesson 11 - Indenting Paragraphs Word 2007 - Lvl 1 used to begin a paragraph of text. It is easy to create this type of indent using the horizontal ruler. The indent marker on the left side of the horizontal ruler is actually composed of two indent markers and a box. The top triangle is the First Line Indent marker and the bottom triangle is the Hanging Indent marker. The First Line Indent marker and the Hanging Indent marker move independently of each other; however, you can drag the Left Indent marker (the box) to move the First Line Indent and Hanging Indent markers simultaneously. Indent Marker Use First Line Indent Indents only the first line of the selected paragraph from the left margin. Hanging Indent Indents all lines of a paragraph other than the first line from the left margin. Left Indent Moves both the First Line Indent marker and the Hanging Indent marker simultaneously. Indenting the first line Page 202 You can also use the Paragraph dialog box to set a first line indent. Select First line from the Special list and enter the amount of the indent in the By spin box. After indenting text, you can easily apply the same indent settings to other paragraphs by using the Format Painter in the Clipboard group. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 11 - Indenting Paragraphs Procedures 1. Select the View Ruler button to display the rulers. at the top of the vertical scroll bar 2. Select the paragraphs you want to indent. 3. Drag the First Line Indent marker desired position. on the horizontal ruler to the Step-by-Step Indent the first line of a paragraph using the horizontal ruler. Steps Practice Data 1. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. The rulers are displayed. Click 2. Select the paragraphs you want to indent. The paragraphs are selected. Scroll as necessary and drag to select the two paragraphs beginning Morning and Midday 3. Drag the First Line Indent marker on the horizontal ruler to the desired position. A dotted line appears as you drag and the indent is applied to the first line of each selected paragraph when you release the mouse button. Drag mark to the first tab Practice the Concept: Place the insertion point anywhere in the Morning or Midday paragraphs. Select Format Painter in the Clipboard group on the Home tab. Click in the Evening paragraph to apply the same indented formatting. Select the View Ruler button again to hide the rulers. Villanova UNIT Training© Page 203 Lesson 11 - Indenting Paragraphs Word 2007 - Lvl 1 CREATING A HANGING INDENT Discussion You can indent all the lines of a paragraph except the first line. This type of indent is known as a hanging indent. A hanging indent is often used for lists or bibliographic references. Creating a hanging indent Page 204 You can also use the Paragraph dialog box to create a hanging indent. Select Hanging from the Special list and enter the amount of the indent in the By spin box. Be careful to drag only the triangular Hanging Indent marker. If you drag the Left Indent marker (bottom square), the First Line Indent marker will move as well. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 11 - Indenting Paragraphs Procedures 1. Select the View Ruler button to display the rulers. at the top of the vertical scroll bar 2. Select the paragraphs you want to indent. 3. Drag the Hanging Indent marker desired position. on the horizontal ruler to the Step-by-Step Create a hanging indent using the horizontal ruler. Steps Practice Data 1. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. The rulers are displayed. Click 2. Select the paragraphs you want to indent. The paragraphs are selected. Drag to select the three paragraphs beginning Morning, Midday, and Evening 3. Drag the Hanging Indent marker on the horizontal ruler to the desired position. The second and subsequent lines of each selected paragraph are indented accordingly. Drag mark to the second tab Open the Paragraph dialog box and notice the Left and Hanging indentation settings. CREATING A RIGHT INDENT Discussion You can indent a paragraph from the right margin. You may want to do this, for example, to make a paragraph stand out on a page or to indicate a subordinate paragraph. Villanova UNIT Training© Page 205 Lesson 11 - Indenting Paragraphs Word 2007 - Lvl 1 You can indent selected text from the right margin by dragging the Right Margin marker on the horizontal ruler. The Right Margin marker is identical to the Hanging Indent marker, except that it appears alone near the right end of the horizontal ruler. Creating a right indent You can also use the Paragraph dialog box to create a right indent. Set the desired indentation using the Right spin box under Indentation. Procedures 1. Select the View Ruler button to display the rulers. at the top of the vertical scroll bar 2. Select the paragraphs you want to indent. 3. Drag the Right Indent marker desired position. on the horizontal ruler to the Step-by-Step Indent the right margin of a paragraph using the horizontal ruler. Page 206 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 11 - Indenting Paragraphs If necessary, scroll the document to display the right indent marker. Steps Practice Data 1. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. The rulers are displayed. Click 2. Select the paragraphs you want to indent. The paragraphs are selected. Drag to select the three paragraphs beginning Morning, Midday, and Evening 3. Drag the Right Indent marker on the horizontal ruler to the desired position. The paragraph indent changes accordingly. Drag to the second last tab mark Open the Paragraph dialog box and notice the Right indentation setting. Close INDPAR.DOCX. Villanova UNIT Training© Page 207 Lesson 11 - Indenting Paragraphs Word 2007 - Lvl 1 EXERCISE INDENTING PARAGRAPHS Task Work with paragraph indents. 1. Open Indentex.docx. 2. Create a first line indent of 0.5 inch (one tab stop) in the paragraph beginning Worldwide Sporting Goods manufactures.... 3. Increase the indent of the list starting with the word Equipment and ending with the word Memorabilia three tab stops to the right. 4. Create a hanging indent of 1.5 inches (three tab stops) for the Equipment paragraph below the list. 5. Indent the second paragraph under Equipment three tab stops to the right. 6. Create a hanging indent of 1.5 inches (three tabs) for the Clothing, Supplies, and Memorabilia paragraphs. 7. On page 2, indent the paragraph under Terms and Conditions of Sale one tab stop to the right. Then, create a right indent at one tab stop to the left for the same paragraph. 8. Close the document without saving it. Page 208 Villanova UNIT Training© Word 2007 - Lvl 1 Villanova UNIT Training© Lesson 11 - Indenting Paragraphs Page 209 LESSON 12 USING STYLES In this lesson, you will learn how to: Use the Quick Styles Gallery Use Style Inspector Manage styles Apply styles Create a style Add a style to the Quick Styles Gallery Edit an existing style Clear formats and styles Delete a style Lesson 12 - Using Styles Word 2007 - Lvl 1 USING THE QUICK STYLES GALLERY Discussion A style is a group of formatting attributes that are saved with a style name. Styles make it simple to format text and paragraphs consistently. For example, if you format the subtitles in your document with a Tahoma 28-point font, small caps, and 16 points of space above and below the subtitle, you can create a style containing these attributes. Thereafter, you can easily format a new subtitle in one step, simply by applying the style to selected text. There are three types of style: character, paragraph and linked paragraph, and character. You can apply styles as you type, or you can apply styles to existing text. Applying a style adds all the formatting attributes contained in that style to the selection. The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid method of previewing and applying styles to selected text. Furthermore, Word provides predetermined sets of styles that work together well. These are called Style Sets and are applied to an entire document. You can choose an appropriate style set for your document and the styles that make up the style set are then made available in the Quick Styles gallery. You can also open a Styles window by selecting the Styles dialog box launcher on the Home tab menu. Unlike the Font and Paragraph dialog boxes, the Styles window can be left open while you access other options. It can also be docked on either side of the document area by dragging it off to one side or the other. The symbol next to a style name indicates which type of style it is: Style Type Symbol Character Paragraph Linked paragraph and character Page 212 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles The Quick Styles gallery The Quick Styles gallery is laid out in a number of rows. You can see the entire gallery by using the scroll buttons on the right of the gallery or by clicking on the Quick Styles Gallery list button. The style of the currently selected text is highlighted in the Quick Styles gallery on the Home tab and in the Styles window if it is open. Procedures 1. Select the Home tab. 2. Select the Styles dialog box launcher . 3. Pick up the Styles window so that it can be repositioned in a convenient location. 4. Drop the Styles window in a convenient location. 5. To view the style applied to specific text, position the insertion point in the desired text. 6. To find all text formatted with a specific style, right-click the style you want to find in the Quick Styles gallery. Villanova UNIT Training© Page 213 Lesson 12 - Using Styles Word 2007 - Lvl 1 7. Select the Select All # Instance(s) option. 8. Position the insertion point elsewhere in the document to deselect the text. 9. Close the Styles window. 10. Select the Change Styles button Home tab. in the Styles group on the 11. Select the Style Set option. 12. Hover the pointer over any style set to preview the formatting. 13. Select a style set to apply to the document. Step-by-Step From the Student Data directory, open STYLE1.DOCX. Use the Quick Styles gallery and style sets. Page 214 Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Select the Styles dialog box launcher. The Styles window opens in the same location as it was when last closed. Click Styles 3. Pick up the Styles window so that it can be repositioned in a convenient location. The Styles window floats. Drag the Styles window to the far left of the document area 4. Drop the Styles window in a convenient location. The Styles window remains in the new location. Release the Styles window so that it docks on the left of the document area 5. To view the style applied to specific text, position the insertion point in the desired text. The style applied to the text is highlighted in the Styles window and in the Quick Styles gallery in the Styles group on the Home tab. In the document, click inside the heading Terms and Conditions of Sale Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Steps Practice Data 6. To find all text formatted with a specific style, right-click the style you want to find in the Quick Styles gallery. A list of available options appears. Right-click Heading 2 7. Select the Select All # Instance(s) option. All the text formatted with the designated style is selected. Click Select All 3 Instance(s) 8. Position the insertion point elsewhere the document to deselect the text. The text is deselected. Click anywhere in the document area 9. Close the Styles window. The Style window closes. Click on the Styles window 10. Select the Change Styles button in the Styles group on the Home tab. The Change Styles menu appears. Click Change Styles 11. Select the Style Set option. The Style Set list is displayed. Point to Style Set 12. Hover the pointer over any style set to preview the formatting. The document formatting temporarily displays the formatting of the highlighted style set. Point to the Elegant style set 13. Select a style set to apply to the document. The style set is applied to the document and the Style Set list is closed. A tick is added to the Style Set list against the style set applied to the document. The Quick Styles gallery is populated with the styles associated with the selected style set. Click Modern Villanova UNIT Training© Page 215 Lesson 12 - Using Styles Word 2007 - Lvl 1 USING STYLE INSPECTOR Discussion It is sometimes useful to know whether text has been manually formatted instead of formatted using styles. Style Inspector is a convenient way to do this and enables you to clear manually applied formatting easily. For example, if you apply a Style Set to a document and the styles are not updated in the way that you expect, you can use Style Inspector to check and if necessary reset the text to the default style formatting, which then allows the Style Set to take full effect. The Style Inspector Page 216 Like the Styles window, the Style Inspector window can be relocated or docked at either side of the document area and left open while opening dialog boxes such as Font or Paragraph and while working on the document. The Reset and Clear buttons in the Style Inspector window all look the same, but their location and their ScreenTips indicate their individual functions. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Procedures 1. Select the Home tab. 2. Open the Styles window by selecting the Styles dialog box launcher . 3. Open Style Inspector from the Styles window. 4. Select the text that you want to inspect. 5. Clear manually applied formatting by selecting the desired Reset, Clear or Clear All buttons . 6. Close the Style Inspector window. 7. Close the Styles window. Step-by-Step Use Style Inspector. Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Open the Styles window by selecting the Styles dialog box launcher. The Styles window is displayed. Click Styles 3. Open Style Inspector from the Styles window. The Style Inspector window is displayed. Click 4. Select the text that you want to inspect. Style Inspector indicates the paragraph and character styles and any additional manual formatting applied to the selected text. Click WORLDWIDE in the sixth line of text 5. Clear manually applied formatting by selecting the desired Reset, Clear or Clear All buttons. The formatting is reset or cleared accordingly. Click Clear Character Villanova UNIT Training© Formatting Page 217 Lesson 12 - Using Styles Word 2007 - Lvl 1 Steps Practice Data 6. Close the Style Inspector window. The Style Inspector window is closed. Click on the Style Inspector window 7. Close the Styles window. The Styles window is closed. Click on the Styles window MANAGING STYLES Discussion There are over 200 styles built into Word 2007 and of course you can create your own styles too. Most of the time you will want to use very few of these, but you may also want to apply more rigorous control of their use, or have different styles available for different types of documents. The Manage Styles dialog box is where you can organize the styles. The Manage Styles dialog box provides options for editing, recommending, and restricting the use of specific styles and for setting defaults, each option having its own tab. You can apply these options to the styles used in the current document or to new documents based on the template that is used for the current document. You can also import or export styles between documents and templates. On the Edit tab, you can specify the sort order as well as edit a specific style or create new styles. Under the Recommend tab, you can determine which styles are listed by default in the recommended style list, the order in which they appear, and the circumstances under which they are listed or hidden. You can specify, on the Restrict tab, if certain styles are to be made available or restricted in some way when a document is protected from formatting changes. Finally, on the Set Defaults tab, you can redefine the paragraph and character formatting to which all styles refer for their default settings. Page 218 A style can also be edited, for the current document only or for all documents based on the current template, by right-clicking on the style in the Quick Styles gallery and selecting the Modify... option. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Procedures 1. Select the Home tab. 2. Open the Styles window by selecting the Styles dialog box launcher . 3. Select Manage Styles from the Styles window. 4. Select the Set Defaults tab. 5. In the Font list, select the font that you want to apply as the default font. 6. Select OK. Step-by-Step Manage styles Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Open the Styles window by selecting the Styles dialog box launcher. The Styles dialog box is displayed. Click Styles 3. Select Manage Styles from the Styles window. The Manage Styles dialog box opens. Click 4. Select the Set Defaults tab. The Set Defaults tab is displayed. Click Set Defaults 5. In the Font list, select the font that you want to apply as the default font. The selected font is highlighted and inserted in the Font box. Scroll as necessary and click Arial 6. Select OK. The Manage Styles dialog box closes and the default font is applied to the document. Villanova UNIT Training© Click Page 219 Lesson 12 - Using Styles Word 2007 - Lvl 1 APPLYING STYLES Discussion The Quick Styles gallery enables you to quickly apply an existing style to selected text. This helps to ensure that all the headings, subheadings or paragraphs of text in a document are consistent in appearance and will remain consistent if a style is updated later. You can apply any of the many styles already set up in Word 2007, or you can apply any styles that you have created or modified. The expanded Quick Styles dialog box Page 220 Another good reason to apply styles to your document is that it allows you to benefit from other features in Word 2007. For example, applied styles allow you to quickly create a Table of Contents that can then be easily updated, or to use Outline View to get an overall view of the structure of your document. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles When exploring the list of styles available, you can hover the pointer over any style to see it previewed in your document. The style is only applied when you click to select it. If you accidentally click the style, you may not always notice that a change has been made. Although this action can be undone, be careful to only click when you mean to apply a style. Procedures 1. Select the Home tab. 2. Click in the paragraph that you want to apply a style to. 3. Click the required style in the Quick Styles gallery. 4. Drag to select the text that you want to apply a style to. 5. Release the mouse button. 6. Click the More button to view the styles available. 7. Click the required style. 8. Click in the document to deselect the text. Step-by-Step Apply styles. Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Click in the paragraph that you want to apply a style to. The insertion point appears in the selected paragraph. Click anywhere in Delivery in the second paragraph 3. Click the required style in the Quick Styles gallery. The paragraph is formatted in the new style. Click Heading 2 Villanova UNIT Training© Page 221 Lesson 12 - Using Styles Word 2007 - Lvl 1 Steps Practice Data 4. Drag to select the text that you want to apply a style to. The text is highlighted as you drag. Drag to select the text 45 days under the heading Payment 5. Release the mouse button. The text is selected. Release the mouse button 6. Click the More button to view the styles available. The Quick Styles gallery expands. Click in the Styles group on the Home tab 7. Click the required style. The text is formatted in the new style. Click Intense E... (Intense Emphasis) 8. Click in the document to deselect the text. The text is deselected. Click anywhere in the document area CREATING A STYLE Discussion The Quick Styles gallery provides a number of styles, organized into style sets, for you to use. These have been designed to offer a wide range of attractive and functional options for you to use in various circumstances. However, you may wish to create a new style in order to present some text in a particular way. Page 222 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles The Create New Style from Formatting dialog box The new style will be available only within the document in which you create it. To make the new style available to other documents as well, select the Manage Styles button in the Styles task pane, then select Import/Export to access the Organizer. Procedures 1. Select the Home tab. 2. Drag to select the text that you want to apply a new style to. 3. Release the mouse button. 4. Format the text as desired. 5. Point to the selected text. 6. Click the right mouse button. 7. Point to the Styles option. 8. Select the Save Selection as a New Quick Style... option. 9. Type a name for the new style in the Name text box. 10. Select OK. Villanova UNIT Training© Page 223 Lesson 12 - Using Styles Word 2007 - Lvl 1 Step-by-Step Create a style. You want to create a new style. You can do this by formatting the relevant text and then creating the style based on that formatting. Page 224 Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Drag to select the text that you want to apply a new style to. The text is highlighted as you drag. Drag to select the text Net payment is due in 45 days under the heading Payment 3. Release the mouse button. The text is selected. Release the mouse button 4. Format the text as desired. The text is formatted as intended for the new style. Follow the instructions shown below the table before continuing on to the next step 5. Point to the selected text. The mouse pointer changes into an arrow. Point to Net payment is due in 45 days 6. Click the right mouse button. The shortcut menu appears. Click the right mouse button 7. Point to the Styles option. The Styles submenu appears. Point to Styles 8. Select the Save Selection as a New Quick Style... option. The Create New Style from Formatting dialog box appears. The insertion point is in the Name text box, with the default text already selected so that it can be overtyped. Click Save Selection as a New Quick Style... 9. Type a name for the new style in the Name text box. The new name appears. Type Payment Terms 10. Select OK. The new style is created. Click OK Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Click the Border dropdown list button tab Click the Outside Borders option Click the Increase Indent button Click the Italic button in the Paragraph group on the Home in the Paragraph group in the Font group Return to the table and continue on to the next step (step 5). The new style has been created, and now appears as an option in the Quick Styles gallery. Practice the Concept: Select the word Sporting under the heading Delivery. Click the right mouse button, and point to Styles. Click Save Selection as a New Quick Style... and type Worldwide Emphasis. Click OK. Select Worldwide Sporting Goods in the first sentence and apply the new style. ADDING A STYLE TO THE QUICK STYLES GALLERY Discussion The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid method of previewing and applying styles to selected text. Word populates this gallery from its extensive library of styles, of which there are over 200 to choose from. When you select a different Style Set to use with your document, the Quick Styles gallery is repopulated with the styles associated with the selected Style Set. You can also add a style to the Quick Styles gallery, perhaps one that you use regularly but does not appear in the gallery or one that you have created yourself, or one that has been removed and you want to replace. Villanova UNIT Training© Page 225 Lesson 12 - Using Styles Word 2007 - Lvl 1 The options pop-up for styles In the Styles task pane, the styles are listed with an icon to the right of each. These signify the style type, character styles being marked with paragraph styles with and linked paragraph and character styles with . When exploring the list of styles in the Styles task pane, you can examine the style specification by pointing to a style name. When doing this you can also access the options menu by clicking the list arrow that appears on the right of the highlighted style. When exploring the list of styles in the Styles task pane, if you click on a style, the style is immediately applied to the text that is selected or to the paragraph in which the insertion point is located. Be sure to right-click instead, unless you want the style to be applied to the document immediately. Procedures 1. Select the Home tab. 2. Select the Styles dialog box launcher Page 226 . Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles 3. Select Options.... 4. Select the Select styles to show: list. 5. Select the All styles option. 6. Select OK. 7. Activate the shortcut menu for the desired style in the Styles window by right clicking on the desired style. 8. Select Add to Quick Style Gallery. Step-by-Step Add a style to the Quick Styles Gallery. Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Select the Styles dialog box launcher. The Styles dialog box opens in the same location as it was when last closed. Click Styles 3. Select Options.... The Style Pane Options dialog box opens. Click Options... 4. Select the Select styles to show: list. A list of options appears. Click Select styles to 5. Select the desired option. The selected option appears in the Select styles to show: box. Click All styles 6. Select OK. The Style Pane Options dialog box closes and the Styles dialog box list changes accordingly. show: Click 7. Activate the shortcut menu for the desired style in the Styles window. An options pop-up appears. Scroll as necessary and right-click Block Text 8. Select Add to Quick Style Gallery. The style is added to the Quick Styles Gallery. Click Add to Quick Style Gallery Villanova UNIT Training© Page 227 Lesson 12 - Using Styles Word 2007 - Lvl 1 EDITING AN EXISTING STYLE Discussion The Quick Styles gallery provides many styles for your use, organized into style sets designed to suit different purposes. You can also create entirely new styles. However, there may be times when you wish to adjust or edit an existing style within a document in order to meet a particular formatting need. Edit an existing style Page 228 To check the existing formatting attributes of a particular style, open the Styles dialog box. Hover the pointer over any style and a popup window appears listing all the relevant attributes. When you edit a style, all text formatted with that particular style will be updated automatically. Before proceeding, think about whether you want the change to apply throughout the document, or just in one instance. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Procedures 1. Select the Home tab. 2. Drag to select any text with the style that you want to edit. 3. Release the mouse button. 4. Format the text as desired. 5. Point to the style in the Styles group on the Home tab. 6. Click the right mouse button. 7. Select the Update [Style] to Match Selection option. Step-by-Step Edit an existing style. Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Drag to select any text with the style that you want to edit. The text is highlighted as you drag. Drag to select the text Payment in the fifth paragraph, which has the style Heading 2 3. Release the mouse button. The text is selected. Release the mouse button 4. Format the text as desired. The text is formatted as intended for the edited style. Follow the instructions shown below the table before continuing on to the next step 5. Point to the style in the Styles group on the Home tab. The mouse pointer changes into an arrow. Point to the Heading 2 style 6. Click the right mouse button. The shortcut menu appears. Click the right mouse button 7. Select the Update [Style] to Match Selection option. The style is updated. Click Update Heading 2 to Match Selection Villanova UNIT Training© Page 229 Lesson 12 - Using Styles Word 2007 - Lvl 1 Click the Font Color dropdown list button Click any dark green color option in the Font group on the Home tab Return to the table and continue on to the next step (step 5). The existing style has been updated. Note that all instances of text with this style in the document have been updated. CLEARING FORMATS AND STYLES Discussion You can use the Clear Formatting command to remove formatting and styles from text. When you remove all formatting and styles from text, it adopts the attributes of the Normal style. You can remove formatting and style from a single instance or from all instances of that formatting or style. Since the Normal style is a paragraph style, all attributes such as font, paragraph, tab, border, language, and numbering are returned to the attributes defined by the Normal style. If you clear formatting from text formatted with a character style, the text adopts the formatting of the paragraph around it, rather than that of the Normal style. Clearing the Quick Styles gallery Page 230 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles When text is selected, if it has paragraph style formatting, the style is highlighted in the Quick Styles gallery. However, depending on what section of the gallery is being displayed at the time, the style may not be visible. Scrolling through the gallery will reveal the highlighted style. If you have the Styles dialog box open, the Clear All command, which appears at the top of the Styles list in the Styles task pane, has the same effect as the Clear Formatting command. The Clear All command remains at the top of the Styles list regardless of which option is set for Select styles to show in the Style Pane Options dialog box. When you clear a format, make sure that the format is not being used as a field. For example, Heading styles are used in creating a table of contents. If you clear a Heading style, that text is not included in the table of contents. Procedures 1. Select the text containing the formatting or style you want to clear. 2. Select the More button in the Styles group. 3. Select Clear Formatting. Step-by-Step Clear formats and styles. Steps Practice Data 1. Select the text containing the formatting or style you want to clear. The paragraph style is highlighted in the Quick Styles gallery. The formatting attributes applied to the text are highlighted in the Font group. Click in the Delivery heading 2. Select the More button in the Styles group. The Quick Styles gallery is opened. Click group Villanova UNIT Training© in the Styles Page 231 Lesson 12 - Using Styles Word 2007 - Lvl 1 Steps Practice Data 3. Select Clear Formatting. The Normal style formatting is applied to the selected text. Click Clear Formatting Practice the Concept: Select the text 45 DAYS at the end of the paragraph under the Payment heading and clear the formatting by opening the Styles dialog box (click the launcher on the Styles group) and selecting Clear All. Notice that the text adopts the formatting of the surrounding paragraph, not the Normal style. Deselect the text. Use the Undo button on the Quick Access Toolbar to reverse the last two Clear Formatting actions. DELETING A STYLE Discussion You may have created a style within a document which you now wish to delete because it has become unnecessary. You will not be able to delete the standard styles, such as Normal and Heading 1, but you can delete any new styles that you have created. Deleting a style Page 232 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles Procedures 1. Select the Home tab. 2. Click in an instance of the style that you want to delete. 3. Select the Styles dialog box launcher 4. Select the Manage Styles button . . 5. Select Delete. 6. Select Yes. 7. Select OK. Step-by-Step Delete a style. Steps Practice Data 1. Select the Home tab. The Home tab is displayed. Click Home 2. Click in an instance of the style that you want to delete. The insertion point appears in the selected text. Click anywhere in Worldwide Sporting Goods in the first sentence 3. Select the Styles dialog box launcher. The Styles dialog box opens. The selected style is highlighted with a blue box. Click Styles 4. Select the Manage Styles button. The Manage Styles dialog box opens. The selected style is highlighted in blue within the Edit tab. Click the 5. Select Delete. A confirmation message appears. Click 6. Select Yes. The style is deleted. Click 7. Select OK. The Manage Styles dialog box closes. Click Villanova UNIT Training© button Page 233 Lesson 12 - Using Styles Word 2007 - Lvl 1 The style has been deleted, and the selected text has reverted to the Normal style. Close STYLE1.DOCX. Page 234 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 12 - Using Styles EXERCISE USING STYLES Task Create and work with styles. 1. Open Exstyle.docx. 2. Display the Styles group on the Home tab. 3. Apply the Heading 1 style to the first paragraph of the document, Worldwide Sporting Goods and then center the paragraph. 4. Use the Worldwide Sporting Goods title to create a new style named WSG Heading. 5. Modify the WSG Heading style to include double line spacing. 6. Apply the WSG Heading style to the Summer Equipment Showcase heading on page 1 and to the Directions to the Central Valley Convention Center heading on page 2. 7. Create a new paragraph style named My List, based on the Heading 3 style. Add the following formats: Arial, 14 points; left indent of 1.5 inches; and space before and after of 6 points. 8. Apply the My List style to the list beginning with Special offers and ending with Promotional items. 9. Create a character style named Emphasis 2, based on the text Morning on page 1. Then, apply the style to the text Midday and Evening. 10. Clear the formatting from the text Summer Equipment Showcase. 11. Delete the WSG Heading style. 12. Close the Styles dialog box, if you have it open, and then close the document without saving it. Villanova UNIT Training© Page 235 Lesson 12 - Using Styles Page 236 Word 2007 - Lvl 1 Villanova UNIT Training© LESSON 13 FORMATTING WITH DOCUMENT THEMES In this lesson, you will learn how to: Select a theme Create new theme colors Create new theme fonts Change theme effects Lesson 13 - Formatting with Document Themes Word 2007 - Lvl 1 SELECTING A THEME Discussion An entire document can be formatted by applying a document theme. This is a set of formatting choices that include theme colors, fonts, and effects such as lines and fill effects. Word provides several predefined themes but these can easily be customized, or you can create your own themes. As themes are shared across all the Office applications, you can ensure that all your Office documents have a consistent „branding‟. When you open a new document, Word applies a default theme called Office, but there are 19 other built-in themes to choose from and even more can be downloaded from Microsoft Office Online. The Themes dialog box with Verve theme applied Page 238 If a theme that you want to use does not appear in the Built-In list but you know it exists elsewhere, you can browse for it on your computer or on your network. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes If you have already started to write your document and you change the theme, the existing content retains its original format. To apply the formats of the new theme to existing content, you will need to apply the formats from the Quick Styles gallery, which will have been updated when you applied the new theme. Procedures 1. Select the Page Layout tab. 2. Select Themes in the Themes group. 3. Select the desired theme from the listed themes, or Browse for Themes, or, if connected to the Internet, browse for More Themes on Microsoft Office Online... . Step-by-Step Select a theme. If necessary, open a new Word document. Steps Practice Data 1. Select the Page Layout tab. The Page Layout tab is displayed. Click Page Layout 2. Select Themes in the Themes group. The Themes dialog box opens. Click 3. Select the desired theme from the listed themes, or Browse for Themes, or, if connected to the Internet, browse for More Themes on Microsoft Office Online... The theme selected is applied to the document and the Quick Styles gallery is updated accordingly. The Themes dialog box closes. Villanova UNIT Training© In the Built-In list, click Median Page 239 Lesson 13 - Formatting with Document Themes Word 2007 - Lvl 1 CREATING NEW THEME COLORS Discussion Document themes consist of three components: colors, fonts, and line and fill effects. You can create new combinations of colors or fonts for use in the current document or in themes. The color component consists of text and background, accent and hyperlink colors. If you want to be able to apply the changes to new documents, you can save them as a custom document theme. The Create New Theme Colors dialog box Page 240 Theme colors are composed of four text and background colors, six accent colors, and two hyperlink colors. The colors in the Theme Colors button represent the current text and background colors. After you click the Theme Colors button, the set of colors displayed next to the Theme Colors name represent the accent and hyperlink colors for that theme. The ScreenTips on the Themes group buttons are enhanced ScreenTips. They include information about the current theme and, while open, you can press [F1] to call up contextually relevant Help. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes Procedures 1. Select the Page Layout tab. 2. Hover the pointer over the Theme Colors button group to see the current theme color. 3. Select the Theme Colors button in the Themes . 4. Select Create New Theme Colors... . 5. For each element of the Theme colors, open the color list. 6. Select the desired color for each element from their respective color lists. 7. Enter a suitable name for the new theme colors. 8. Select the Save button. 9. To save the document theme now that it has been customized, select the Themes button . 10. Select Save Current Theme... . 11. In the File name box, enter a suitable file name. 12. Select the Save button. Step-by-Step Create a new theme color. If necessary, open a new Word document. Steps Practice Data 1. Select the Page Layout tab. The Page Layout tab is displayed. Click Page Layout 2. Hover the pointer over the Theme Colors button in the Themes group. An Enhanced ScreenTip is displayed indicating the current theme name. Hover the pointer over Villanova UNIT Training© Page 241 Lesson 13 - Formatting with Document Themes Steps Practice Data 3. Select the Theme Colors button. The Theme Colors gallery opens. Click 4. Select Create New Theme Colors... . The Theme Colors gallery closes and the Create New Theme Colors dialog box opens. Click Create New Theme Colors... 5. For each element of the Theme colors, open the color list. The selected color list is displayed. Click Text/Background - 6. Select the desired color for each element from their respective color lists. The selected color is applied to the color box. In Standard Colors, click Dark Red 7. Enter a suitable name for the new theme colors. The name appears in the Name: box Type My new theme in the Name: box 8. Select the Save button. The new theme colors are saved and will be used in the active document. The Create New Theme Colors dialog box closes. Click 9. To save the document theme now that it has been customized, select the Themes button. The Themes gallery opens. Page 242 Word 2007 - Lvl 1 Dark 1 Click 10. Select Save Current Theme... . The Themes gallery closes and the Save Current Theme dialog box opens. Click Save Current Theme... 11. In the File name box, enter a suitable file name. The text appears in the File name box. In the File name: box: type MyTheme1.thmx 12. Select the Save button. The Save Current Theme dialog box closes and the customized document theme is saved. The custom theme will now appear in the Themes gallery when it is opened. Click Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes CREATING NEW THEME FONTS Discussion Document themes consist of three components: colors, fonts, and line and fill effects. You can create new combinations of colors or fonts for use in the current document or in themes. The font component contains a heading font and a body text font. Both of these can be changed to create your own set of theme fonts. If you want to be able to apply the changes to new documents, you can save them as a custom document theme. The Theme Font dialog box The ScreenTips on the Themes group buttons are enhanced ScreenTips. They include information about the current theme and, while open, you can press [F1] to call up contextually relevant Help. Procedures 1. Select the Page Layout tab. 2. Position the cursor over the Theme Fonts button group to see the current theme name and fonts. 3. Select the Theme Fonts button in the Themes . 4. Select Create New Theme Fonts... . Villanova UNIT Training© Page 243 Lesson 13 - Formatting with Document Themes Word 2007 - Lvl 1 5. Select the Heading font list 6. Select the desired font for headings. 7. Select the Body font: list 8. Select the desired font for body text. 9. Enter a suitable name for the new theme fonts. 10. Select the Save button. 11. To save the document theme, select the Themes button . 12. Select Save Current Theme... . 13. In the File name box, enter a suitable file name. 14. Select the Save button. 15. If a theme already exists with the same name as that chosen, a Confirm Save As dialog box is displayed. You then have the option of replacing the previous version of the theme or choosing an alternative file name. Step-by-Step Create new theme fonts. If necessary, open a new Word document. Page 244 Steps Practice Data 1. Select the Page Layout tab. The Page Layout tab is displayed. Click Page Layout 2. Position the cursor over the Theme Fonts button in the Themes group. An Enhanced ScreenTip is displayed indicating the current theme name and fonts. Point to 3. Click the Theme Fonts button. The Theme Fonts gallery opens. Click 4. Select Create New Theme Fonts... . The Theme Fonts gallery closes and the Create New Theme Fonts dialog box opens. Click Create New Theme Fonts... Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes Steps Practice Data 5. Select the Heading font list The Heading font list is displayed. Click Heading font 6. Select the desired font for headings. The selected font appears in the Heading font box. 7. Select the Body font: list The Body font list is displayed. Scroll as necessary and click Tahoma Click Body font 8. Select the desired font for body text. The selected font appears in the Body font box. Scroll as necessary and click Trebuchet MS 9. Enter a suitable name for the new theme fonts. The text appears in the Name box. Type My new theme in the Name: box 10. Select the Save button. The new theme fonts are saved and will be used in the active document. Click 11. To save the document theme, select the Themes button. The Themes gallery opens. Click 12. Select Save Current Theme. The Themes gallery closes and the Save Current Theme dialog box is displayed. Click Save Current Theme... 13. In the File name box, enter a suitable file name. The text appears in the File name box. In the File name box: type MyTheme1.thmx 14. Select the Save button. The Save Current Theme dialog box closes and the customized document theme is saved. The custom theme will now appear in the Themes gallery when it is opened. Click If a theme already exists with the same name as that chosen, a Confirm Save As dialog box is displayed. You then have the option of replacing the previous version of the theme or choosing an alternative file name. In this particular case, you should replace the previous version of the theme. Villanova UNIT Training© Page 245 Lesson 13 - Formatting with Document Themes Word 2007 - Lvl 1 CHANGING THEME EFFECTS Discussion Document themes consist of three components: colors, fonts, and line and fill effects. You can change the line and fill effects that are used in the current document and you can save the change as a customized theme. If you want to be able to apply the changes to new documents, you must save them as a custom document theme. Unlike the color and font components of themes, you cannot create new theme line and fill effects. The Theme Effects dialog box Page 246 The ScreenTips on the Themes group buttons are Enhanced ScreenTips. They include information about the current theme and, while open, you can press [F1] to call up contextually relevant Help. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes Procedures 1. Select the Page Layout tab. 2. Hover the pointer over the Theme Effects button Themes group to see the current theme effects. 3. Select the Theme Effects button in the . 4. Select the desired effect for line and fill. 5. To save the document theme now that it has been customized, select the Themes button . 6. Select Save Current Theme... . 7. In the File name box, enter a suitable file name. 8. Select the Save button. 9. If a theme already exists with the same name as that chosen, a Confirm Save As dialog box is displayed. You then have the option of replacing the previous version of the theme or choosing an alternative file name. Step-by-Step Change theme effects. If necessary, open a new Word document. Steps Practice Data 1. Select the Page Layout tab. The Page Layout tab is displayed. Click Page Layout 2. Hover the pointer over the Theme Effects button in the Themes group. An Enhanced ScreenTip is displayed indicating the current theme effects name. Hover the pointer over 3. Select the Theme Effects button. The Theme Effects gallery opens. Click Villanova UNIT Training© Page 247 Lesson 13 - Formatting with Document Themes Word 2007 - Lvl 1 Steps Practice Data 4. Select the desired effect for line and fill. The selected effect is applied and the Theme Effects gallery closes. Scroll if necessary and click Module 5. To save the document theme now that it has been customized, select the Themes button. The Themes gallery opens. Click 6. Select Save Current Theme... . The Themes gallery closes and the Save Current Theme dialog box opens. Click Save Current Theme... 7. In the File name box, enter a suitable file name. The file name is shown in the File name box. In the File name box: type MyTheme1.thmx 8. Select the Save button. The Save Current Theme dialog box closes and the customized document theme is saved. The custom theme will now appear in the Themes gallery when it is opened. Click If a theme already exists with the same name as that chosen, a Confirm Save As dialog box is displayed. You then have the option of replacing the previous version of the theme or choosing an alternative file name. In this particular case, you should replace the previous version of the theme. Page 248 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 13 - Formatting with Document Themes EXERCISE FORMATTING WITH DOCUMENT THEMES Task Create a theme. 1. Open THEMEX.docx 2. Apply a new theme to your document from the Themes menu in the Page Layout tab. 3. Create customized Theme colors in the Create New Theme Colors dialog box. 4. Apply a suitable name to the customized Theme Colors. 5. Save to the Theme template using a suitable name. 6. Change the fonts for the theme in the Create New Theme Fonts dialog box. 7. Use Times New Roman for the Heading font. 8. Use Constantia for the Body font. 9. Save the Theme Fonts using a suitable name. 10. Save to the Theme template using a suitable name. 11. Choose an Urban Theme Effect for line and fill. 12. Save the Urban Theme Effect to the Theme template using a suitable name. 13. Close the document without saving it. Villanova UNIT Training© Page 249 Lesson 13 - Formatting with Document Themes Page 250 Word 2007 - Lvl 1 Villanova UNIT Training© LESSON 14 USING DOCUMENT FORMATTING In this lesson, you will learn how to: Format documents Insert a manual page break Remove a manual page break Change the page orientation Change the document margins Change the paper size Change the vertical alignment Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 FORMATTING DOCUMENTS Discussion Document formatting refers to the layout of text on a page and involves margin, paper size, and page orientation options. Margin refers to the distance between the edge of the paper and the text. Paper size refers to the physical size of the paper (for example, 8 ½ in. x 11 in.). Orientation refers to how the text will be printed on the page, either vertically or horizontally. You can apply different page formats to different sections of a document. You can format a document in print preview. This option is convenient if you want to view how document formatting changes affect a document. You can edit and modify text in print preview by deselecting the Zoom button in the Zoom group on the View tab. INSERTING A MANUAL PAGE BREAK Discussion When typed text exceeds the number of lines that will fit on a page, Word inserts an automatic page break. There may be times, however, when you want to insert a page break manually. For example, you may want to keep a heading with the text below it. Word provides this capability. You can distinguish an automatic page break from a manual page break by its appearance in the document. In Draft view, an automatic page break appears as a dotted line. A manual page break, on the other hand, displays the words Page Break in the middle of a dotted line. If you add or remove text or alter the page layout in any way, automatic page breaks adjust accordingly; manual page breaks do not. Page 252 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting Inserting a manual page break To insert a manual page break, position the insertion point where you want to begin a new page and press the [Ctrl+Enter] key combination. Procedures 1. Position the insertion point to the left of the first character you want to appear on the new page. 2. Select the Page Layout tab. 3. Select the Breaks button in the Page Setup group. 4. Under Page Breaks, select the Page option. Step-by-Step From the Student Data directory, open DOCFRM1.DOCX. Insert a manual page break into a document. If necessary, display the document in Draft view. Villanova UNIT Training© Page 253 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 Steps Practice Data 1. Position the insertion point to the left of the first character you want to appear on the new page. The insertion point appears in the new location. Scroll as necessary and click to the left of the text Terms and Conditions of Sale at the bottom of page 1 2. Select the Page Layout tab. The contents of the Page Layout tab are displayed. Click Page Layout 3. Select the Breaks button. The Breaks gallery opens. Click 4. Under Page Break, select the Page option. The Page Breaks gallery closes, the manual page break appears above the current line, and any automatic page breaks are adjusted accordingly. Click Practice the Concept: Move the insertion point to the end of the document. Use the shortcut key combination [Ctrl+Enter] to insert a page break at the end of the document. Switch to print layout and scroll through the document to view the page breaks. Close print layout. REMOVING A MANUAL PAGE BREAK Discussion Automatic page breaks inserted by Word cannot be deleted. However, manual page breaks are inserted by the user and can be removed. A manual page break is similar to any other typed character and can be removed by selecting the page break and pressing the [Delete] key. Page 254 You can also use the [Backspace] key to delete a manual page break. When you delete a manual page break, automatic page breaks are automatically adjusted as needed. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting Procedures 1. Display the document in Draft view. 2. Select the manual page break you want to delete. 3. Press [Delete]. Step-by-Step Remove a manual page break. If necessary, display the document in Draft view. Scroll to page 3. Notice that a manual page break appears above the Advertising Agreement title. Steps Practice Data 1. Select the manual page break you want to delete. The page break is selected. Click the manual page break above the Advertising Agreement title 2. Press [Delete]. Press [Delete] The manual page break is removed from the document and automatic page breaks are adjusted accordingly. Notice that an automatic page break now appears above the Advertising Agreement title. Practice the Concept: Delete the page break at the end of the document. CHANGING THE PAGE ORIENTATION Discussion Page orientation refers to how the text will appear on the printed page. Word includes two possible page orientations: portrait and landscape. Which orientation you use depends on the desired look of the document. Villanova UNIT Training© Page 255 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 In portrait orientation, the shorter edges of the paper are at the top and bottom and the longer edges are on the left and right. Letters and memos are ideally suited for portrait orientation. In landscape orientation, the longer edges of the paper are at the top and bottom and the shorter edges are on the left and right. Landscape orientation is most often used for graphics, charts, spreadsheets, and drawings. However, any text document (such as announcements or brochures) can be printed in either orientation. You can also mix page orientations within a document. For example, you can print a cover sheet for a graphic in portrait orientation and then print the graphic itself in landscape orientation. When you change the page orientation, automatic page breaks are readjusted. You may then have to create manual page breaks to group related information. Changing the page orientation Page 256 There are several ways to open the Page Setup dialog box. You can click Margins, Layout, or Paper under the Section heading in the Reveal Formatting task pane to open the corresponding page of the Page Setup dialog box. Alternatively, you can double-click any blue area of either ruler. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting Procedures 1. Select the Page Layout tab. 2. Select the Orientation button in the Page Setup group. 3. Select the Portrait or Landscape option. Step-by-Step Change the page orientation of a document. Switch to Print Layout view. Steps Practice Data 1. Select the Page Layout tab. The contents of the Page Layout tab appear. Click Page Layout 2. Select the Orientation button. The Orientation menu opens. 3. Select the Portrait or Landscape option. The desired orientation is selected and a preview appears in the Page Setup dialog box. Click Click Move to the top of the document. Switch to print layout to view the new page orientation. Practice the Concept: Open the Page Setup dialog box and return the document to portrait orientation.. CHANGING THE DOCUMENT MARGINS Discussion Margins define the typing area on a page. They control the amount of blank space between the text and the top, bottom, left, and right edges of the paper. By default, margins are measured in inches. The larger the margin measurement, the smaller the typing area. For example, if all the margins are set to .5 inch, there is a half-inch of Villanova UNIT Training© Page 257 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 blank space on all edges of the page. You can select different dimensions for the top, bottom, left, and right margins, if desired. You can modify margins on the Margins tab in the Page Setup dialog box. You can use the margin spin boxes to select the margin width or you can type the desired width directly into the box. The Margins tab offers several other options. The two Gutter options provide additional space at the top or side margin to prevent text from being hidden when a document is bound. The Multiple pages list provides several options for managing large documents, including Mirror margins, which sets opposite margins for facing pages in two-sided documents. The 2 pages per sheet option splits a single document page into two horizontal or vertical pages, each containing the same margin settings. This option can be used to create a folded page handout, such as a flyer. If you wish to print a booklet with multiple pages, you can use the Book fold option. Changing the document margins Page 258 You can also use the horizontal and vertical rulers in Print Layout view to change margins. Point to the border between the blue and white areas of the ruler until the ScreenTip indicates Left Margin, Right Margin, Top Margin, or Bottom Margin and then drag the border. Holding the [Alt] key as you drag displays the measurements on the ruler. You can change the default measurement unit by selecting the Advanced Word Options using the Office button. You can select inches, centimeters, millimeters, points, or picas. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting In the 2 pages per sheet option, the pages are split horizontally for a portrait orientation and vertically for a landscape orientation. When you select the Book fold option, Word automatically landscapes the document. In addition, the Sheets per booklet option appears, so that you can select the number of sheets a booklet will contain. Procedures 1. Select the Page Layout tab. 2. Select the Margins button in the Page Setup group.. 3. Select the Custom Margins... option. 4. In the Top spin box, enter the desired top margin. 5. In the Bottom spin box, enter the desired bottom margin. 6. In the Left spin box, enter the desired left margin. 7. In the Right spin box, enter the desired right margin. 8. Select OK. Step-by-Step Change the document margins. If necessary, switch to Print Layout view. Go to the top of the document. Open the Reveal Formatting task pane from the Style Inspector in the Styles dialog box and expand the Section heading. Steps Practice Data 1. Select the Page Layout tab. The contents of the Page Layout tab appear. Click Page Layout 2. Select the Margins button in the Page Setup group. The Margins menu appears. Click Villanova UNIT Training© Page 259 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 Steps Practice Data 3. Select the Custom Margins... option.. The Page Setup dialog box opens. Click the Margins tab, if necessary 4. In the Top spin box, enter the desired top margin. The number appears in the Top spin box. Click Top 5. In the Bottom spin box, enter the desired bottom margin. The number appears in the Bottom spin box. Click Bottom 6. In the Left spin box, enter the desired left margin. The number appears in the Left spin box. Click Left 7. In the Right spin box, enter the desired right margin. The number appears in the Right spin box. Click Right 8. Select OK. The Page Setup dialog box closes, and the document margins change accordingly. to 1.3" to 1.9" to 2" to .8" Click Switch to print preview to view the changes in the document. View the pages in a 1 x 2 Pages arrangement. Practice the Concept: Open the Page Setup dialog box from print preview and select the Mirror margins option from the Multiple pages list. Close the Page Setup dialog box to view the changes in print preview. Notice how the margins of facing pages mirror each other. Open the Page Setup dialog box again and select the 2 pages per sheet option from the Multiple pages list. Close the Page Setup dialog box to view the changes and then close print preview. Use the Margins link under the Section heading in the Reveal Formatting task pane to open the Page Setup dialog box. Return the Multiple pages option to Normal and close the Page Setup dialog box. Page 260 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting CHANGING THE PAPER SIZE Discussion The default paper size in Word is 8 1/2 x 11 inches. Although you will use this paper size for most memos and letters, it is not the only available paper size. Another popular paper size is legal (8 1/2 by 14 inches), which can be used under special circumstances, such as for legal documents. You can also create a custom paper size. When you change the paper size, the text and automatic page breaks readjust accordingly. Depending on how the document appears, you may have to revise your manual page breaks. Changing the paper size Procedures 1. Select the Page Layout tab. 2. Select the Size button in the Page Setup group.. 3. Select the desired paper size. Villanova UNIT Training© Page 261 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 Step-by-Step Change the paper size of a document. Steps Practice Data 1. Select the Page Layout tab. The contents of the Page Layout tab appear. Click Page Layout 2. Select the Size button. The Page Setup dialog box opens. 3. Select the desired paper size. The selected paper size appears in the Paper size box and the Width and Height spin boxes adjust accordingly. Click Click Legal Move to the top of the document, if necessary. Switch to print preview to view the changes. Then, close print preview. CHANGING THE VERTICAL ALIGNMENT Discussion Just as paragraphs are aligned between the left and right margins, you can vertically align the text on a page between the top and bottom margins. The possible vertical alignments are: Top, Center, Justified, and Bottom. Most documents are top-aligned, meaning that the first line begins at the top of the page and all subsequent lines are based on the defined line and paragraph spacing. A center vertical alignment positions the text on the page with equal top and bottom margins, regardless of the actual margin settings. If you want to center your text on a page, you do not have to calculate the number of typed lines on the page and then set the margins accordingly; the center vertical alignment does this automatically. Brochures and cover sheets are often vertically center-aligned. In justified vertical alignment, the spacing between the lines on the page is adjusted so that the first line prints at the top of the page and the last line prints at the bottom of the page within the defined margins. You should justify the vertical alignment when you want the text to fill the entire page between the specified top and bottom margins. Contracts and similar legal documents look very professional when they are justified vertically. A bottom vertical alignment places the last line of the page at the bottom of the page and all lines above are positioned according to their defined line and paragraph Page 262 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting spacing. If there are only three lines of text on a page, all three lines will appear at the bottom of the page. Changing the vertical alignment Unless you have created section breaks, the vertical alignment setting affects all pages in the document. Procedures 1. Select the Page Layout tab. 2. Select the Page Setup dialog box launcher. 3. Select the Layout tab. 4. Select the Vertical alignment list. 5. Select the desired vertical alignment. 6. Select OK. Step-by-Step Vertically align the text on a page. Villanova UNIT Training© Page 263 Lesson 14 - Using Document Formatting Word 2007 - Lvl 1 Position the insertion point at the top of page 1. Steps Practice Data 1. Select the Page Layout tab. The contents of the Page Layout tab appear. Click Page Layout 2. Select the Page Setup dialog box launcher. The Page Setup dialog box opens. Click 3. Select the Layout tab. The Layout page appears. Click the Layout tab 4. Select the Vertical alignment list. A list of available vertical alignments appears. Click Vertical alignment 5. Select the desired vertical alignment. The desired vertical alignment is selected. Click Center 6. Select OK. The Page Setup dialog box closes and the text is vertically aligned accordingly. Click Switch to print preview to view the vertical alignment. Close print preview and then close the task pane. Close DOCFRM1.DOCX. Page 264 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 14 - Using Document Formatting EXERCISE USING DOCUMENT FORMATTING Task Change the document formatting. 1. Open Frmdocex.docx. 2. Switch to print preview and scroll through the document. Then close print preview. 3. Change the top and bottom margins to 1.5" each. 4. Change the left and right margins to 1" each. 5. Change the paper orientation to landscape. 6. Switch to print preview to view the document. Uncheck the Magnifier button to enable editing in print preview. 7. Insert a page break before the text Directions to the Central Valley Convention Center. 8. Close print preview. 9. Delete the page break. (Hint: Switch to Draft view.) 10. Change the paper size to Legal and the paper orientation to Portrait. 11. Change the vertical alignment to Center. 12. Switch to print preview to view the document. Then, close print preview. 13. Close the document without saving it. Villanova UNIT Training© Page 265 Lesson 14 - Using Document Formatting Page 266 Word 2007 - Lvl 1 Villanova UNIT Training© LESSON 15 SETTING TABS In this lesson, you will learn how to: Use tab stops Set tab stops Delete and move tab stops Clear all tabs Create a leader tab Create a bar tab Lesson 15 - Setting Tabs Word 2007 - Lvl 1 USING TAB STOPS Discussion When you need to create a document in which the text appears at fixed locations across the page, you can use tabs to space the text. Tabs can serve many functions in a document. For example, you can use a combination of tabs to create a table for an office telephone list. Tab stops appear on the horizontal ruler. Word allows you to set left, center, right, and decimal tab stops in any combination. Tab stops are a component of paragraph formatting and, therefore, apply to every line in a paragraph. Each paragraph, however, can have a different combination of tab stops. Each type of tab stop positions text differently. Text and numbers are aligned flushleft to a left-aligned tab stop, centered under a center tab stop, and aligned flush-right to a right-aligned tab stop. Finally, the first decimal point or period occurring in the text or number is aligned to a decimal tab stop. (If there is no period or decimal in the text or number, it is aligned flush-right to the decimal tab.) Decimal tabs are most useful when you need to enter a list of numbers and you want the decimal points of the numbers to be aligned. The following illustration represents how text appears with the various tab settings: LEFT Joanne Morgan Francis Orr Robert Maxwell Betty Fields CENTER RIGHT DECIMAL Active Wear 170.90 Diving 250.30 Shoes Racquet Sports Setting tabs 79.00 98.70 Vice President Manager Associate Supervisor You can also set a bar tab. A bar tab creates a vertical line at the tab stop each time you create a new line. A bar tab can be useful for separating columns of numbers or for creating a sidebar for a paragraph. You can use the Tab Selector button on the horizontal ruler to set a tab stop. In addition, you can use the Tabs dialog box to define more precise tab stops. By default, left-aligned tabs are set at half-inch intervals across the page. Page 268 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs The horizontal ruler does not display by default in Word 2007. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. Select the View Ruler button again to hide the rulers. If the vertical ruler does not appear after selecting the View Ruler button, it may have been turned off. Select the Office button, then Word Options. Select Advanced, then scroll down to Display. Select Show vertical ruler in Print Layout view. Display in Word Options also enables you to choose whether the rulers are presented in inches or centimeters. SETTING TAB STOPS Discussion Tab stops can be positioned anywhere on a line, and you can set a combination of leftaligned, center, right-aligned, decimal, and bar tabs for each paragraph. You can create tab stops by clicking the Tab Selector button on the left side of the horizontal ruler until the desired tab character appears and then clicking the desired location on the horizontal ruler. You can also use the Tabs dialog box to enter a specific tab type and location. You can have as many tab stops as desired in a document. The following five types of tabs are available: Tab Character Tab Type Left Center Right Decimal Bar Tab stops only apply to the current paragraph or selected text. After creating tab stops, you should make sure that you start typing the tabbed text on a line formatted with the desired tabs. In addition, each time you press the [Enter] key, you create another paragraph formatted with the same tab stops. Villanova UNIT Training© Page 269 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 Setting tab stops You can click the left mouse button on the Tab Selector button to cycle forward through the tab characters or the right mouse button to cycle backwards. You can also set tab stops using the Click and Type feature in the Print Layout or Web Layout view. The horizontal ruler does not display by default in Word 2007. Select the View Ruler button at the top of the vertical scroll bar to display the rulers. Select the View Ruler button again to hide the rulers. Procedures 1. Position the insertion point in the line to which you want to add a tab stop. 2. To set a left-aligned tab, click the Tab Selector button until the Left Tab character appears. 3. Click the horizontal ruler at the desired location for the tab stop. Page 270 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs 4. To set a center tab, click the Tab Selector button until the Center Tab character appears. 5. Click the horizontal ruler at the desired location for the tab stop. 6. To set a right-aligned tab, click the Tab Selector button until the Right Tab character appears. 7. Click the horizontal ruler at the desired location for the tab stop. 8. To set a decimal tab, click the Tab Selector button until the Decimal Tab character appears. 9. Click the horizontal ruler at the desired location for the tab stop. Step-by-Step From the Student Data directory, open TABRPT.DOCX. Set tab stops. If necessary, display the horizontal ruler. Use the Show/Hide button in the Paragraph group on the Home tab to display the formatting marks. Steps Practice Data 1. Position the insertion point in the line to which you want to add a tab stop. The insertion point appears in the new position. Press [Ctrl+End] 2. To set a left-aligned tab, click the Tab Selector button until the Left Tab character appears. The left-aligned tab character appears. Click to 3. Click the horizontal ruler at the desired location for the tab stop. The left-aligned tab stop appears on the ruler at the selected location. Click at 0.5 inch on the horizontal ruler 4. To set a center tab, click the Tab Selector button until the Center Tab character appears. The center tab character appears. Click to Villanova UNIT Training© , if necessary Page 271 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 Steps Practice Data 5. Click the horizontal ruler at the desired location for the tab stop. The center tab stop appears on the ruler at the selected location. Click at 2 inches on the horizontal ruler 6. To set a right-aligned tab, click the Tab Selector button until the Right Tab character appears. The right-aligned tab character appears. Click to 7. Click the horizontal ruler at the desired location for the tab stop. The right-aligned tab stop appears on the ruler at the selected location. Click at 4 inches on the horizontal ruler 8. To set a decimal tab, click the Tab Selector button until the Decimal Tab character appears. The decimal tab character appears. Click to 9. Click the horizontal ruler at the desired location for the tab stop. The decimal tab stop appears on the ruler at the selected location. Click at 5 inches on the horizontal ruler Press [Tab] to move to the first tab stop and type the word Northeast. Press [Tab] to move to the next tab stop and continue entering text as shown in the chart below. At the end of the line, press [Enter] to start a new paragraph and then type the second line. Northeast Stephanie J. Smith 610-555-1234 $56.45 Southeast Nathan T. Brown 404-321-8563 $100.25 Open the Reveal Formatting task pane. Notice the tab settings under the Paragraph section. Then, close the Reveal Formatting task pane. Close TABRPT.DOCX. DELETING AND MOVING TAB STOPS Discussion You can delete tab stops. For example, you may want to delete tab stops if you are removing data from a telephone list. Although you can use the Tabs dialog box to delete tab stops, it is much easier to just drag them off the horizontal ruler. Page 272 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs After you have removed a tab stop, any text positioned at that tab stop moves to the next defined tab stop or to the first default tab stop after the last defined tab stop. Tab stops can also be moved to other positions on the ruler to accommodate the text in your columns or to align a column under a column heading. Moving a tab stop moves the text aligned to that tab stop to the new position. If you wish to move a whole column of tabbed text, select all the tabbed text before moving any tabs. If tab stops are set differently for certain paragraphs in your tabbed text (such as the title), some tabs may appear dimmed on the ruler when you select all the tabbed text. You can drag a dimmed tab stop to delete or move it. Moving a tab stop After setting a tab on the ruler, you can view the distance from the tab to each margin by holding the [Alt] key and clicking and holding the mouse button on the tab. You can continue to press the [Alt] key and drag the tab to the desired position relative to either margin. Procedures 1. To delete a tab stop, select the text from which you want to remove the tab stop. 2. Drag the desired tab character off the ruler. Villanova UNIT Training© Page 273 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 3. To move a tab stop, select all text aligned to the tab stop you want to move. 4. Drag the tab stop to the desired position on the horizontal ruler. Step-by-Step From the Student Data directory, open TABS.DOCX. Delete and move tab stops using the ruler. If necessary, display the horizontal ruler in Print Layout view and display the formatting marks. Also, it may be easier to work with the tab stops if you zoom to Text width. Steps Practice Data 1. To delete a tab stop, select the text from which you want to remove the tab stop. The text is selected. Triple-click Region 2. Drag the desired tab character off the ruler. The tab stop is removed from the ruler and any text aligned to the tab stop moves to the next tab stop to the right. Drag the left tab at 5 inches off the ruler 3. Select all text aligned to the tab stop you want to move. The text is selected. Drag to select all the text below the heading row from Northeast to Can. & Mex. 4. Drag the tab stop to the desired position on the horizontal ruler. The selected text aligns to the new tab stop position. Drag the decimal-aligned tab at 5 inches to 5.5 inches Practice the Concept: With the tabbed text still selected, move the right-aligned tab from 4 inches to 4.5 inches and then move the centered tab from 2 inches to 2.5. Hold [Alt] and click and hold the right tab at 4.5 inches and drag it to 4.41", relative to the left margin. Page 274 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs CLEARING ALL TABS Discussion After typing all of your tabbed text, you may want to be able to return to the default tabs in order to enter more tabbed or paragraph text. You can return to the default tab set by placing the insertion point below the tabbed text and then clearing the existing tabs. Clearing tabs removes them from the current or selected paragraph(s). You can choose to clear a specific tab, or you can clear all tabs simultaneously. A quick way of clearing tabs is to use the Tabs dialog box. Procedures 1. Select the paragraph from which you want to clear the tabs. 2. Select the Paragraph launcher arrow . 3. Select the Tabs button. 4. Select Clear All. 5. Select OK. Step-by-Step Clear all tabs. If necessary, display the horizontal ruler in Print Layout view and display the formatting marks. Also, it may be easier to work with the tab stops if you zoom to Text width. Press [Ctrl+End] to move to the end of the document. Steps Practice Data 1. Select the paragraph from which you want to clear the tabs. The paragraph is selected. Press [Enter] 2. Select the Paragraph launcher arrow. The Paragraph dialog box opens. Click in the Paragraph group Villanova UNIT Training© Page 275 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 Steps Practice Data 3. Select the Tabs button. The Tabs dialog box opens. Click 4. Select Clear All. All tab stops are cleared. Click Clear All 5. Select OK. The Tabs dialog box closes, and no tabs appear on the horizontal ruler. Click OK CREATING A LEADER TAB Discussion You can use the Tabs dialog box to apply a leader to a tab. A leader is a dotted, dashed, or solid line that appears in the space between the last character to the left and the first character of the text aligned to the tab stop to which the leader has been applied. Leader characters can have many uses. For instance, they can visually connect text on a line, such as a chapter heading aligned to the left margin and its page number aligned to the right in a table of contents. If you add or remove text to the left or right of a leader tab, the length of the leader changes accordingly to accommodate the text. Creating a leader tab Page 276 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs Procedures 1. Select the Paragraph launcher arrow 2. Select the Tabs button . . 3. Type the desired tab position in the Tab stop position box. 4. Under Alignment, select the desired tab type. 5. Under Leader, select the desired leader type. 6. Select the Set button . 7. Select OK. Step-by-Step Create a leader tab. If necessary, display the horizontal ruler in Print Layout view and display the formatting marks. Also, it may be easier to work with the tab stops if you zoom to Text width. Position the insertion point at the end of the document and press [Enter] to add a blank line below the existing text. Steps Practice Data 1. Select the Paragraph launcher arrow. The Paragraph dialog box opens. Click in the Paragraph group 2. Select the Tabs button. The Tabs dialog box opens, with the insertion point in the Tab stop position box. Click 3. Type the desired tab position in the Tab stop position box. The number appears in the Tab stop position box. Type 6 4. Under Alignment, select the desired tab type. The tab type option is selected. Click Villanova UNIT Training© Page 277 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 Steps Practice Data 5. Under Leader, select the desired leader type. The leader type option is selected. Click 6. Select the Set button. The new tab stop appears in the Tab stop position list box. 7. Select OK. The Tab dialog box closes and the leader tab is set. Click Click OK Type For further information, call Dee and then press [Tab]. Notice the leader that appears after the text. Type 555-5645. Notice that the leader adjusts to accommodate the new text. Close TABS.DOCX. CREATING A BAR TAB Discussion A bar tab creates a vertical line at the tab stop each time you create a new line. A bar tab can be useful for separating columns or numbers or for creating a sidebar for a paragraph. You do not need to use the [Tab] key to create the bar. Like other tabs, you can create a bar tab stop before or after you type the text of your paragraph. A bar tab stop applied to text Page 278 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs To remove any tab from a selected paragraph simply drag the tab stop off the horizontal ruler. Any tab can be dragged along the ruler to reposition it. Procedures 1. Click the Tab selector at the left-hand end of the horizontal ruler repeatedly until the Bar Tab icon appears on the selector. 2. Click on the horizontal ruler at the desired position for the bar tab stop. Step-by-Step From the Student Data directory, open TABS2.DOCX. Create a bar tab. If necessary, display the horizontal ruler in Print Layout view. You may also find it helpful to display paragraph marks; the toggle button for this option is available in the Paragraph group on the Home tab. Select the seven paragraphs of text that contain the headings and area information (paragraphs starting Region ... through Can. & Mex.). Steps Practice Data 1. Click the Tab selector at the left-hand end of the horizontal ruler repeatedly until the Bar Tab icon appears on the selector. The Tab selector displays the Bar Tab icon. Click repeatedly until it becomes 2. Click on the horizontal ruler at the desired position for the bar tab stop. A bar tab stop is set at the selected position on the ruler and a vertical bar runs through the paragraphs at the selected position. Click the 1.5 inch marker on the horizontal ruler. Villanova UNIT Training© Page 279 Lesson 15 - Setting Tabs Word 2007 - Lvl 1 Notice that a vertical bar appears through all seven paragraphs. Close TABS2.DOCX. Page 280 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 15 - Setting Tabs EXERCISE SETTING TABS Task Set tabs in a document. 1. Create a new document. 2. Set left-aligned tabs at 0.75 and 2.5 inches on the horizontal ruler. 3. Set a right-aligned tab at 4.25 inches. 4. Set a decimal tab at 5.25 inches. 5. Start the Code column at the left margin. Enter the text as shown in the following graphic: Code First Name Last Name Region SS NB TS HN Stephanie Nathan Thomas Henry Smith Brown Stevenson Norris Northeast Southeast Central Canada & Mexico Bonus % 9.5 7.35 8 8.8 6. Select the column headings only. Delete the decimal tab at 5.25 inches and then create a centered tab at 5.25 inches. 7. Select all the tabbed text, including the column headings and move the dimmed tab stop at 2.5 inches to 2 inches. 8. Position the insertion point at the end of the document and press [Enter] three times. 9. Clear all tabs. 10. Set a left-aligned tab with a dash leader (---) at 2.4 inches and a right-aligned tab with a dashed leader (---) at 5.6 inches. 11. Type Top bonus at the left margin, tab to the 2.4 inch tab stop and type Northeast, then tab to the 5.6 inch tab stop and type 9.5%. 12. Close the document without saving it. Villanova UNIT Training© Page 281 LESSON 16 USING NUMBERS AND BULLETS In this lesson, you will learn how to: Type a numbered or bulleted list Add numbers or bullets to text Delete a numbered or bulleted item Add a numbered or bulleted item Remove numbers or bullets from text Change a bullet or number style Lesson 16 - Using Numbers and Bullets Word 2007 - Lvl 1 TYPING A NUMBERED OR BULLETED LIST Discussion There may be times when you need to include a numbered or bulleted list in a document. Numbered lists are often sequential items or items listed by order of importance. For example, you may want to number specific steps on a list or add letters to an outline detailing the hierarchy of a corporation. When you want to emphasize items in a list in no particular order, you can use a bulleted list. One way to create a numbered list is to use the AutoFormat feature, which applies numbers or bullets as you type. Whenever you type a 1 (Arabic or Roman) or an A (uppercase or lowercase) and a period ( . ), dash ( - ), or parenthesis ( ) ) followed by a space or tab indent and then text, Word assumes you want to sequentially list the items. Whenever you type an asterisk (*) followed by a space or a tab indent and then type text, Word assumes you want to create a bulleted list. Thereafter, each time you press the [Enter] key, the next applicable number or letter in the sequence appears in a numbered list or another bullet appears in a bulleted list. After typing the first line of numbered or bulleted text and pressing the [Enter] key, the AutoCorrect Options button displays. At this point, you can accept the AutoFormat and continue typing your list, or you can use the AutoCorrect Options list to undo the previous automatic list formatting or to end the list on the current line. Typing a numbered list Page 284 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets You can also disable numbering and bulleting after the last list item by pressing the [Enter] key and then pressing the [Backspace] key, or by pressing [Enter] twice. Once you have created a numbered or bulleted list, you can view the format in the Styles task pane. You can then apply the list format to other text in the document. You can disable the AutoFormat feature by deselecting Automatic numbered lists or Automatic bulleted lists from the AutoFormat As You Type page. This is available in Proofing in Word Options. Procedures 1. Position the insertion point where you want to begin the numbered list. 2. To create a numbered list, type the desired number or letter with which you want to begin the list and the desired punctuation. 3. Add the desired spacing. 4. Type the desired text for the first item on the list. 5. Press [Enter]. 6. Continue entering list items as desired. 7. To turn off numbering after the last list item, press [Enter] twice. Step-by-Step From the Student Data directory, open NUMBULL.DOCX. Create a numbered or bulleted list. Display the formatting marks, if necessary. Steps Practice Data 1. Position the insertion point where you want to begin the numbered list. The insertion point appears in the new location. Click in the second line below the text Our priorities: Villanova UNIT Training© Page 285 Lesson 16 - Using Numbers and Bullets Word 2007 - Lvl 1 Steps Practice Data 2. To create a numbered list, type the desired number or letter with which you want to begin the list and the desired punctuation. The number or letter and punctuation appears. Type 1. (including the period) 3. Add the desired spacing. The desired spacing is added (a space is turned into a tab), the paragraph is indented, and the AutoCorrect Options button appears. Press [Spacebar] 4. Type the desired text for the first item on the list. The text appears in the document. Type Best Products 5. Press [Enter]. The new paragraph is formatted and numbered in sequence. Press [Enter] 6. Continue entering list items as desired. The paragraphs are formatted and numbered in sequence. Follow the instructions shown below the table before continuing on to the next step 7. To turn off numbering after the last list item, press [Enter] twice. The numbering is turned off. Press [Enter] two times Type Best Prices and press [Enter] and then type Best Service. Return to the table and continue on to the next step (step 7). Delete the extra blank paragraph(s) below the numbered list, so that there is only one blank line. Practice the Concept: Go to the end of the document, type an asterisk (*), press [Spacebar], type special orders and press [Enter]. Enter the text personalized uniforms and autographed memorabilia as the next two items in the bulleted list. Press [Enter] twice to disable the bullets. Page 286 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets ADDING NUMBERS OR BULLETS TO TEXT Discussion Word can generate a numbered or bulleted list from existing text. When you use the Numbering button in the Paragraph group, Word numbers each paragraph of the selected text sequentially, beginning with the number 1. When you use the Bullets button, Word adds a bullet to each paragraph of the selected text. These buttons are a great time-saver. For example, you may decide that a previously created, unnumbered or unbulleted list would appear better with numbers or bullets. Adding numbers to existing text If the document contains a numbered list above the current list, Word will continue the numbering sequence from the previous list if the two lists are near each other. If the lists are separated by a lot of other content, Word will restart the numbering sequence for the new list. In either case, if you want to change the automatic sequence, select the arrow on the right-hand part of the Numbering button, and select the Set Numbering Value option. Villanova UNIT Training© Page 287 Lesson 16 - Using Numbers and Bullets Word 2007 - Lvl 1 Procedures 1. Select the text to which you want to add numbers or bullets. 2. Select the left-hand part of the Numbering button in the Paragraph group to add numbers, or the left-hand part of the Bullets button to add bullets to the selected text. Step-by-Step Add numbers or bullets to existing text. If necessary, display the Home tab and display the formatting marks. Steps Practice Data 1. Select the text to which you want to add numbers or bullets. The text is selected. Scroll as necessary to page 2 and drag to select the text from highest quality products to well-trained, knowledgeable sales staff 2. Select the left-hand part of the Numbering button in the Paragraph group to add numbers, or the left-hand part of the Bullets button to add bullets to the selected text. The list is either numbered sequentially, beginning with the number 1, or bulleted. Click Practice the Concept: Scroll to page 1 and select the four items under the Our primary product lines are: heading and use the left-hand part of the Bullets button in the Paragraph group to create a bulleted list. Deselect the bulleted list. Open the Styles task pane and show the Formatting In use. Scroll to page 1 and select the four items under the Our primary product lines are: heading and apply the Numbered, Arial, Left format to the list. Undo the number format and close the task pane. Page 288 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets DELETING A NUMBERED OR BULLETED ITEM Discussion Items can be deleted from a numbered or bulleted list. If an item in a numbered list is deleted, Word automatically renumbers the remaining items as needed. It is often helpful to display the formatting marks to assist you in this task. The selection bar (the blank area to the left of a paragraph) provides a quick method of selecting a list item. In addition, Word automatically renumbers a list when numbered items are moved or added. Procedures 1. Click in the selection bar to the left of the numbered or bulleted item you want to delete. 2. Press [Delete]. Step-by-Step Delete an item in a numbered or bulleted list. Go to the numbered list on page 2. Steps Practice Data 1. Click in the selection bar to the left of the numbered or bulleted item you want to delete. The numbered or bulleted item is selected. Click to the left of 4. outstanding service 2. Press [Delete]. The numbered or bulleted item is deleted and, if this is a numbered list, the remaining items in the list are renumbered. Press [Delete] Villanova UNIT Training© Page 289 Lesson 16 - Using Numbers and Bullets Word 2007 - Lvl 1 Practice the Concept: Delete the Supplies bulleted item on page 1. ADDING A NUMBERED OR BULLETED ITEM Discussion You can add an item to a numbered or bulleted list. If you add an item to a numbered list, Word automatically renumbers the existing items as needed. Word also automatically renumbers a list when numbered items are deleted or moved. Procedures 1. Position the insertion point at the end of the numbered or bulleted item after which you want to add a new item. 2. Press [Enter]. Step-by-Step Add an item to a numbered or bulleted list. Go to the numbered list on page 2. Steps Practice Data 1. Position the insertion point at the end of the numbered or bulleted item after which you want to add a new item. The insertion point appears in the new location. Click to the right of 2. superior selection 2. Press [Enter]. A new numbered or bulleted item appears and, if this is a numbered list, all subsequent items are renumbered. Press [Enter] Type the text extended product warranties after the new number. Page 290 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets Practice the Concept: Scroll to page 1 and add a new bulleted item, Team Supplies, after the Equipment bullet. REMOVING NUMBERS OR BULLETS FROM TEXT Discussion If you decide that numbers or bullets are no longer appropriate, you can remove them from the text. You can use the Numbering or Bullets buttons in the Paragraph group to remove numbers or bullets from a list. The left-hand part of the Numbering and Bullets buttons are toggles. When a numbered or bulleted style is applied to a list and the list is selected, the Numbering and Bullets buttons are selected. Clicking them removes the numbered or bulleted style. Procedures 1. Select the list from which you want to remove numbers or bullets. 2. Click the left-hand part of the Numbering button in the Paragraph group to remove numbers, or the left-hand part of the Bullets button to remove bullets from the selected text. Step-by-Step Remove numbers or bullets from text. Go to the top of page 1. Steps Practice Data 1. Select the list from which you want to remove numbers or bullets. The list is selected. Drag to select the numbered list beginning with 1. Best Products Villanova UNIT Training© Page 291 Lesson 16 - Using Numbers and Bullets Steps 2. Click the left-hand part of the Numbering button in the Paragraph group to remove numbers, or the lefthand part of the Bullets button to remove bullets from the selected text. The numbers or bullets are removed from the list. Word 2007 - Lvl 1 Practice Data Click The paragraphs remain indented, so you may wish to reformat them to match the surrounding text. Practice the Concept: Move to the end of the document and select the bulleted list that begins with the text special orders. Click the Bullets button to remove the bullets from the list. Then, click the Decrease Indent button to move the list to the left margin. CHANGING A BULLET OR NUMBER STYLE Discussion You can use options available in the Bullets and Numbering galleries to change bullet and number styles. You can also mix different bullet and number styles within the same document. The Bullets gallery provides a variety of bullet styles. You can use the Define New Bullet option to control indents and text position or to choose different bullet characters. The styles available in the Numbering gallery include numbers, letters, and roman numerals. You can use the Define New Number Format option to control indents and text position or to choose different number formats, including words such as First, Second, and so on. The most recently used style becomes the default list style that is applied when you use the left-hand parts of the Bullets or Numbering buttons in the Paragraph group. Page 292 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets Changing a bullet style When you right-click on any text, the shortcut menu displays. Point to the Bullets or Numbering options to display the Bullets or Numbering galleries. It is important to remember that the change will only affect the current paragraph or selected text, with the exception of flow-on effects from changing a numbering sequence. For example, changing a bullet from a circle to a square will only affect the current or selected item(s); however, changing a numbering style from numerals to letters will affect the whole list. You can insert picture bullets by selecting Define New Bullet on the Bullets gallery and selecting the Picture button in the Define New Bullet dialog box. Different pictures can be used for each level in a list. You can use the Multilevel List button in the Paragraph group to create a multi-level list and the Define New List Style dialog box to create, apply, or modify a template list style. Villanova UNIT Training© Page 293 Lesson 16 - Using Numbers and Bullets Word 2007 - Lvl 1 Procedures 1. Select the bulleted or numbered list for which you want to change the bullet or number style. 2. Select the right-hand part of the Bullets or Numbering button the Paragraph group. in 3. Select the desired style. Step-by-Step Change a bullet or number style. Go to page 1. Steps Practice Data 1. Select the bulleted or numbered list for which you want to change the bullet or number style. The bulleted or numbered list is selected. Drag to select the bulleted list that begins with the text Equipment 2. Select the right-hand part of the Bullets or Numbering button in the Paragraph group. The Bullets or Numbering gallery opens. 3. Select the desired style. The Bullets or Numbering gallery closes and the number or bullet style is applied to the selected text. Click Bullets Click the check style (second row, third option) Practice the Concept: Use the left-hand part of the Bullets button to apply bulleting to the Best Products list. Notice that the check style is now the default bullet style. With the list selected, open the Bullets gallery and select the square bullets (first row, fifth option). Select the numbered list on page 2. Open the Numbering gallery and apply the a), b), c) style. Use the Undo feature to return to a numbered list. Close NUMBULL.DOCX. Page 294 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 16 - Using Numbers and Bullets EXERCISE USING NUMBERS AND BULLETS Task Work with bulleted and numbered lists. 1. Open Numbullx.docx. 2. Insert bullets before the four items, beginning with the text Special offers. 3. In the same bulleted list, insert a new bulleted item, Meet field experts, after the Discounts item. 4. Format the bullets as small, open circles. 5. Delete the Discounts item. 6. Position the insertion point two lines below the text Also available will be:. 7. Click the Bullets button and type the following two lines of bulleted text: Prizes awarded every hour and Seminars. 8. End the bulleted list. 9. Format the bullets of this second list as round filled circles. 10. Go to page 2 and number the directions. 11. Add the following new item after item 2: Take I40 West to Exit 20 for Rte 327 West. 12. Remove the numbers from the directions. 13. Close the document without saving it. Villanova UNIT Training© Page 295 Lesson 16 - Using Numbers and Bullets Page 296 Word 2007 - Lvl 1 Villanova UNIT Training© LESSON 17 WORKING WITH HEADERS AND FOOTERS In this lesson, you will learn how to: Create headers/footers using the galleries Insert page numbers using the gallery Insert the current date Create a first page header/footer Alternate odd and even headers/footers Set the starting page number Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 CREATING HEADERS/FOOTERS USING THE GALLERIES Discussion You can create your own headers and footers for a document, but Word also provides predesigned headers and footers which can be applied easily to your document. These are listed and displayed under the Built-In sections of the Header and Footer dialog boxes. If you create your own header or footer, you can save it for future use in the Header and Footer galleries. Creating a footer Page 298 If you cannot find any built-in header and footer designs in the galleries, the Building Blocks add-in may be unavailable. To make sure that built-in designs appear in all of the Word Building Block galleries, enable Building Blocks.dotx. You will find this under Word Options in the Office menu; select Add-Ins then select Disabled Items in the Manage list and click Go. Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers Procedures 1. Select the Insert tab. 2. Select the Header button . 3. From the gallery of headers, select the desired header. 4. Edit the header as desired. 5. Select the Footer button Design tab. on the Header & Footer Tools 6. From the gallery of footers, select the desired footer. 7. Edit the footer as desired. Step-by-Step From the Student Data directory, open HDRFTR2.DOCX. Create headers/footers using the galleries. Steps Practice Data 1. Select the Insert tab. The Insert tab is displayed. Click the Insert tab 2. Select the Header button. The Header gallery is displayed. Click 3. From the gallery of headers, select the desired header. The selected header is applied to the document and the insertion point is positioned in the header. The Header & Footer Tools Design contextual tab is displayed. Scroll as necessary and click Pinstripes 4. Edit the header as desired. Leave the header text as it is; it is using the Title field specified in document properties Villanova UNIT Training© Page 299 Lesson 17 - Working with Headers and Footers Steps 5. Select the Footer button on the Header & Footer Tools Design tab. The Footer gallery is displayed. Word 2007 - Lvl 1 Practice Data Click 6. From the gallery of footers, select the desired footer. The selected footer is applied to the document and the insertion point is positioned in the footer. Scroll as necessary and click Pinstripes 7. Edit the footer as desired. The footer is edited. Press [Delete] twice to remove [Type text] Close HDRFTR2.DOCX. INSERTING PAGE NUMBERS USING THE GALLERY Discussion If you want a document to contain page numbers, Word can automatically number each page and will then keep the numbering updated as you edit the document. You can insert a page number into the header or the footer, or into the left or right margins of the document. Word provides a variety of styles and formats from which you can choose, but once you have selected one then you can edit the results to suit your needs. You can also add extra text; for example, if you have inserted a plain number you can then type in the word Page. You can see the headers and footers in your document when working in Print Layout view. They will appear to be grayed-out, as you cannot edit them from the body of the document. You can edit the page numbers through the headers and footers. Page 300 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers Inserting the page number Word will only allow you to insert one page number in each location; i.e. if you already have a page number in the header and attempt to add a second one, it will replace the first). However, it will allow you to insert a page number in each of the three locations available (header, footer and side margins), so be careful that you do not end up unintentionally duplicating the page numbers. Procedures 1. Select the Insert tab. 2. Select Page Number in the Header & Footer group. 3. Point to the relevant option depending on the required location of the page numbers. 4. Select an option, based on the desired location and style. Villanova UNIT Training© Page 301 Lesson 17 - Working with Headers and Footers 5. Click Close Header and Footer Word 2007 - Lvl 1 . Step-by-Step Insert page numbers using the gallery. Open a new, blank document, if necessary. Make sure you are in Print Layout view. Steps Practice Data 1. Select the Insert tab. The Insert tab appears. Click Insert 2. Select Page Number in the Header & Footer group. The Page Number menu opens. Click 3. Point to the relevant option depending on the required location of the page numbers. The Page Number submenu opens. Point to Page Margins 4. Select an option, based on the desired location and style. The page number is inserted. The Header opens, with the Header & Footer Tools tab showing. Click Accent Bar, Left 5. Click Close Header and Footer. The Header closes and, the Home tab is displayed. Click Page 302 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers INSERTING THE CURRENT DATE Discussion Word can automatically add the current date in the header or footer of a document. This task is accomplished using the Date & Time button available in the Header & Footer Tools tab. Word inserts the date as a field, which then updates automatically to show the current date. You can choose from a variety of formats. Selecting the desired date format You can also use the Date and Time dialog box to enter the current time, or a combination of the current date and time. Procedures 1. Select the Insert tab. 2. Select the Header button Header & Footer group. Villanova UNIT Training© or Footer button in the Page 303 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 3. Select the Edit Header or Edit Footer option. 4. Position the insertion point where you want to insert the current date. 5. Select the Date & Time button in the Insert group. 6. Select the desired date format. 7. Select OK. Step-by-Step Insert the current date into the header or footer of a document. Open a new, blank document. Steps Practice Data 1. Select the Insert tab. The Insert tab displays. Click Insert 2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery displays. Click 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab displays. Click Edit Header 4. Position the insertion point where you want to insert the current date. The insertion point appears in the new location. Press [Tab] twice 5. Select the Date & Time button in the Insert group. The Date and Time dialog box opens. Click 6. Select the desired date format. The desired format is selected. Page 304 Click the third option in the list Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers Steps Practice Data 7. Select OK. The Date and Time dialog box closes and the date is inserted in the header or footer. Click OK Practice the Concept: Select the Go to Footer button in the Navigation group. Press [Tab] twice. Select the Date & Time button in the Insert group. Select the last time format option in the list. Click OK. Close the Header & Footer Tools tab. Close the document without saving it. CREATING A FIRST PAGE HEADER/FOOTER Discussion In many documents, the first page has a different header and footer than the rest of the document. If you have a title page on which you do not want to display the header or footer, you can choose to have a different first page header or footer. You can use the Previous Section and Next Section buttons on the Header & Footer toolbar to navigate between the different headers and footers. Creating a first page header Villanova UNIT Training© Page 305 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 Procedures 1. Select the Insert tab. 2. Select the Header button Header & Footer group. or Footer button in the 3. Select the Edit Header or Edit Footer option. 4. Select the Different First Page option in the Options group. 5. Enter the First Page Header or First Page Footer content as desired. 6. Select the Next Section button group to display the next Header area. in the Navigation 7. Enter the Header or Footer content as desired. Step-by-Step From the Student Data directory, open DIFHEAD.DOCX. Create a first page header or footer. Steps Practice Data 1. Select the Insert tab. The Insert tab displays. Click Insert 2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery displays. Page 306 Click 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab displays. Click Edit Header 4. Select the Different First Page option in the Options group. The Different First Page option is selected and the First Page Header and First Page Footer are created. Click Page Different First Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers Steps Practice Data 5. Enter the First Page Header or First Page Footer content as desired. The content appears in the Header or Footer areas. Follow the instructions shown below the table before continuing on to the next step 6. Select the Next Section button in the Navigation group to display the next Header area. The next Header area displays. Click 7. Enter the Header or Footer content as desired. The content appears in the Header or Footer areas. Follow the instructions shown below the table Select the Date & Time button in the Insert group. Select your preferred date format, and select OK. Return to the table and continue on to the next step (step 6). Select the Page Number button in the Header & Footer group. Point to the Top of Page option and select Accent Bar 1 from the gallery. Close the Header & Footer Tools tab. Select the Office button, point to Print, and select Print Preview. Select the Two Pages button in the Zoom group to view the first two pages. Notice that the headers are different on the first and the subsequent pages. Return to a one page view and close Print Preview. ALTERNATING ODD AND EVEN HEADERS/FOOTERS Discussion Documents that are printed on both sides and bound in book form contain facing pages. You can create different header and footer content for odd- and even-numbered pages. For example, you can alternate your page numbers by left-aligning the page number for even page footers and right-aligning the page number for odd page footers. You can also create odd and even headers and footers that contain different text. You can use the Previous Section and Next Section buttons on the Header & Footer toolbar to navigate between the different headers and footers. Villanova UNIT Training© Page 307 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 Creating an even page footer Procedures 1. Select the Insert tab. 2. Select the Header button Header & Footer group. or Footer button in the 3. Select the Edit Header or Edit Footer option. 4. Select the group. Different Odd & Even Pages option in the Options 5. Select the Next Section button or Previous Section button in the Navigation group to display the Even Page Header area, if necessary. 6. Enter the Even Page Header or Even Page Footer content as desired. 7. Select the Next Section or Previous Section button in the Navigation group to display the Odd Page Header area. 8. Enter the Odd Page Header or Odd Page Footer content as desired. Page 308 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers Step-by-Step Alternate odd and even headers or footers. Steps Practice Data 1. Select the Insert tab. The Insert tab displays. Click Insert 2. Select the Header or Footer button in the Header & Footer group. The Header or Footer gallery displays. Click 3. Select the Edit Header or Edit Footer option. The Header or Footer area opens for editing and the Header & Footer Tools tab displays. Click Edit Header 4. Select the Different Odd & Even Pages option in the Options group. The Different Odd & Even Pages option is selected and the Odd Page and Even Page headers and footers are created. Click Different Odd & Even Pages 5. Select the Next Section or Previous Section button in the Navigation group to display the Even Page Header area, if necessary. The Even Page Header area displays. Click 6. Enter the Even Page Header or Even Page Footer content as desired. The content appears in the Header or Footer areas. Follow the instructions shown below the table before continuing on to the next step 7. Select the Next Section or Previous Section button in the Navigation group to display the Odd Page Header area. The Odd Page Header area displays. Click 8. Enter the Odd Page Header or Odd Page Footer content as desired. The content appears in the Header or Footer areas. Follow the instructions shown below the table before continuing on to the next step Select the Page Number button in the Header & Footer group. Point to the Top of Page option and select Accent Bar 1 from the gallery. Villanova UNIT Training© Page 309 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 Return to the table and continue on to the next step (step 7). Now that we have different odd and even headers this choice of page number style is no longer appropriate. Select the Page Number button in the Header & Footer group. Point to the Top of Page option, and select Accent Bar 2 from the gallery. Select the Previous Section button in the Navigation group to return to the Even Page Header area. Select the Go to Footer button in the Navigation group to display the Even Page Footer area. Press [Tab] and type Worldwide Sporting Goods. Select the Next Section button in the Navigation group to display the Odd Page Footer area. Press [Tab] and type Fitness Equipment Show. Close the Header & Footer Tools tab. Select the Office button, point to Print, and select Print Preview. Select the Two Pages button in the Zoom group. Notice that the headers and footers are different on the first, the even and the odd pages. Return to a one page view and close Print Preview. SETTING THE STARTING PAGE NUMBER Discussion The Page Number Format dialog box allows you to select a number format other than the default option of 1, 2, 3. Options include letters and Roman numerals. It also enables you to add chapter numbers to the page numbers, based on the heading styles. You can also control the page numbering by specifying at what number you wish the page count to begin. Although Word automatically starts numbering pages at page 1, you can start the page numbering for your document at a different page number. If your document is to be inserted at page 5 in a larger document, you can start your first page number at 5 so that the page numbers in the header or footer agree with the final printed document. You may also want to reset your page numbers if your document contains a cover page. Page numbers are usually not printed on the cover page of a document, and the cover page is not usually considered part of the page count. Therefore, you may want the second page of the document to be page 1 rather than page 2. You can do this by designating the starting page number of your document (the cover page) as 0; then, the next page will be considered page 1. Page 310 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers The Page Number Format dialog box If your document contains several front pages that you do not want included in the page count, you should use section breaks to control the page numbering and the numbering styles. The Format Page Number dialog box is also available from the Header & Footer Tools tab. Procedures 1. Select the Insert tab. 2. Select the Page Number button group. in the Header & Footer 3. Select the Format Page Numbers option. 4. Select the Number format list . 5. Select the desired format. 6. Select the Villanova UNIT Training© Start at option under Page numbering. Page 311 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 7. Enter the desired starting page number in the Start at spin box . 8. Select OK. Step-by-Step Set the starting page number. If necessary, switch to Print Layout view. Steps Practice Data 1. Select the Insert tab. The Insert tab displays. Click Insert 2. Select the Page Number button in the Header & Footer group. The Page Number menu displays. 3. Select the Format Page Numbers option. The Page Number Format dialog box opens. 4. Select the Number format list. A list of available number formats appears. Click Select Format Page Numbers Click Number format 5. Select the desired format. The selected format appears in the Number format box. Click 1, 2, 3, ... if necessary 6. Select the Start at option under Page numbering. The Start at option is selected. Click Start at 7. Enter the desired starting page number in the Start at spin box. The number appears in the Start at spin box. Click to 0 8. Select OK. The Page Number Format dialog box closes and the page numbering is formatted. Click OK Notice that the page number does not appear at the top of the first page. Scroll to the top of the second page, which is the first of the content pages of the document. Notice Page 312 Villanova UNIT Training© Word 2007 - Lvl 1 Lesson 17 - Working with Headers and Footers that the page numbering in the header of the second page now starts as appropriate at page 1. Notice that despite this change to the page numbering format, the Status Bar shows the second page as Page: 2 of 4. Word still numbers the pages consecutively from the first page of the document, no matter what page numbering format you use. The document pagination will not show in the document unless you insert it; however, you will need to remember that when printing, for example, page 2, Word will print the second page of the document, not the page numbered or formatted as 2 in the content. Close DIFHEAD.DOCX. Villanova UNIT Training© Page 313 Lesson 17 - Working with Headers and Footers Word 2007 - Lvl 1 EXERCISE WORKING WITH HEADERS AND FOOTERS Task Create headers and footers for a document. 1. Open Headerex.docx. 2. Open the Header area for editing. 3. Change the header so that the first page is different. 4. Leave the first page header blank and switch to the first page footer. 5. Select the Quick Parts button in the Insert group, then select Field. Scroll down to find the Filename field and select OK. Add the current date at the right tab position, using the format that includes the day of the week. 6. Display the horizontal ruler. Adjust the tab stops by dragging the centered tab stop to 3.25 and the right tab stop to 6.5. 7. Display the next footer. In the center of the footer, type the word Page, add a space, and insert the page number (select Current Position, then Plain Number). Then, adjust the tab stops by dragging the centered tab stop to 3.25 and the right tab stop to 6.5. 8. Switch to the header. Type All Products at the right margin. 9. Adjust the right tab stop by dragging it to 6.5 so that the header text is aligned to the right margin of the document. 10. Use the Page Number Format dialog box to reset the starting page number to 0. 11. Close the Header & Footer Tools tab. 12. Look at the document in Print Preview. Notice that the cover page does not contain a header and that the first page of the document containing body text is numbered Page 1. 13. Close the document without saving it. Page 314 Villanova UNIT Training© Word 2007 - Lvl 1 Villanova UNIT Training© Lesson 17 - Working with Headers and Footers Page 315 INDEX Alignment paragraph, 166, 167, 168 vertical, 262, 263 Bar tabs creating, 278, 279 Bold, 153 Bulleted lists adding an item, 290 creating, 284, 285 deleting an item, 289 Bullets adding, 287, 288 changing, 292, 294 removing, 291 Characters font size, 152 Click and Type, 169, 170 Clipboard icon, 68, 70, 71 options, 68, 69 pasting, 65, 66 sharing, 70 task pane, 65, 68, 70, 71 Custom dictionary adding words, 83 Dates inserting, 303, 304 Document Map, 122 Document navigation using the keyboard, 37, 38 using the mouse, 35, 36 Document themes new theme colors, 240, 241 new theme fonts, 243, 244 selecting, 238, 239 theme effects, 246, 247 Document views compare side by side, 139, 140, 141, 142 formatting marks, 132, 133, 134 full screen reading view, 126, 127, 128 multiple documents, 134, 135, 136 switching between documents, 137, 138 Documents closing, 30, 31 comparing side by side, 139, 140 creating, 31, 32 Villanova UNIT Training© Page 317 entering text, 26, 27 formatting, 252 grammar check, 93, 94 inserting page breaks, 252, 253 opening, 33, 34, 35 opening multiple, 134, 135, 136 page orientation, 255, 257 paper size, 261, 262 previewing, 106, 107 printing multiple copies, 112, 113 printing the current page, 110, 111 Quick Print, 109, 110 removing page breaks, 255 renaming, 48, 49 saving, 28, 29, 30 setting margins, 257, 259 spell check, 89, 90, 91 vertical alignment, 262, 263 Drag-and-drop editing, 72 Envelopes printing, 114, 115, 116 Folders creating, 45, 47 Font size, 148 modifying, 151, 152 Font style, 148 Font typeface, 148 Fonts changing, 149, 150 Footers adding first page, 305, 306 alternating odd and even, 307, 308, 309 inserting, 298, 299 inserting page numbers, 300, 301, 302 inserting the current date, 303, 304 setting page numbers, 310, 311, 312 Format Painter, 159, 160, 178, 179 Formatting viewing, 173, 174, 175 Formatting marks showing/hiding, 132, 133, 134 Grammar checking, 93, 94 checking as you type, 96, 97 Grammar checker, 80, 81, 82, 93, 94 selecting options, 96, 97, 98 Grammar checking as you type, 98 Headers adding first page, 305, 306 alternating odd and even, 307, 308, 309 inserting, 298, 299 Page 318 Villanova UNIT Training© inserting page numbers, 300, 301, 302 inserting the current date, 303, 304 setting page numbers, 310, 311 Help getting, 18, 19, 20, 21 using Word help, 18, 19, 20 Highlighting applying, 157, 158 removing, 157, 158 Indents first line, 201, 203 hanging, 204, 205 left, 200, 201 right, 205, 206 Interface Microsoft Office user interface, 5 Italic, 153 Labels printing, 114, 115, 116 Leader tabs creating, 276, 277 Line spacing, 166 modifying, 176, 177, 178 Live Preview, 13 Margins setting, 257, 259 Mini Toolbar, 9 Numbered lists adding an item, 290 creating, 284, 285 deleting an item, 289 Numbers adding, 287, 288 changing, 292, 294 removing, 291 Office button, 6 Opening a document, 34 Page breaks automatic, 254 inserting, 252, 253 removing, 254, 255 Page numbers inserting, 300, 301, 302 setting the starting number, 310, 311, 312 Page orientation, 255, 257 Paper size documents, 261, 262 Paragraphs aligning, 166, 167, 168 copying formats, 178, 179 first line indents, 201, 203 Villanova UNIT Training© Page 319 hanging indents, 204, 205 indentation, 166 left indents, 200, 201 line spacing, 176, 177, 178 right indents, 206 spacing, 166, 170, 171, 172 typing aligned text, 169, 170 Paste options, 62, 63, 64 Print Layout view hiding white space, 124, 125 Print Preview, 106, 107 Printing current page, 110, 111 multiple copies, 112, 113 Quick Print, 109, 110 Quick Access Toolbar, 7 customizing, 7, 8 Quick Print, 109, 110 Quick Styles adding a style, 225, 226, 227 clearing formats and styles, 230, 231 Style Inspector, 216, 217 using the gallery, 212, 213, 214 Redo, 73, 74, 75 Repeat, 74 Reveal Formatting task pane, 174, 175 Ribbon, 10, 12 Contextual Tabs, 12 dialog box launcher, 10 Rulers display or hide, 131, 132 Save As Portable Document Format (PDF), 50, 51, 52 XML Paper Specification format (XPS), 50, 51, 52 Section breaks, 184 automatic, 193, 194 Continuous, 188, 189 modifying, 195, 196 Next page, 185, 186 Odd/Even Page, 190, 191 removing, 192 Sections formatting, 186, 187 Side by Side feature Word, 139, 140 Spell checking contextual spelling, 100, 101 exclusion dictionary, 88 French mode, 83, 84, 85 global Office settings, 83, 84, 85 setting exceptions, 86, 87 Page 320 Villanova UNIT Training© Spelling checking as you type, 80, 81, 82 Spelling checker, 80, 81, 82, 89, 90, 91 adding words, 83 correcting words, 89, 90, 91 Styles applying, 220, 221 creating, 222, 223, 224 deleting, 232, 233 editing, 228, 229 managing, 218, 219 Synchronous Scrolling, 141, 142 Tab stops, 268, 269, 270, 271 Tabs bar, 278, 279 clearing all, 275 contextual, 12 deleting, 272, 273, 274 leader, 276, 277 moving, 272, 273, 274 program, 11 setting, 268, 269, 270, 271 Task pane Clipboard, 71 Task panes Clipboard, 65, 68, 70 Reveal Formatting, 173, 174, 175 Text alignment, 166, 168 changing case, 160, 161 character formats, 153, 154 copying, 59, 60 copying formats, 159, 160 copying with the mouse, 72 cutting, 59, 60 deleting, 56, 57 font size, 151 fonts, 149, 150 formatting, 148 highlighting, 157, 158 moving with the mouse, 72 pasting, 59, 60, 62, 63, 64, 65, 66 replacing, 58 selecting, 40, 41, 42 spacing, 170, 171, 172 underlining, 154, 156 using Overtype mode, 43, 44 Toolbar customizing the Quick Access Toolbar, 7, 8 Mini, 9 Quick Access Toolbar, 7 Villanova UNIT Training© Page 321 Underline, 154, 156 Undo, 73, 74, 75 Views changing document magnification, 129, 130 Document Map, 122 Draft, 122 Full Screen Reading, 122 Outline, 122 Print Layout, 122 switching, 122, 123, 124 Web Layout, 122 White space hiding, 124, 125 Word exiting, 14, 15 formatting documents, 2 getting help with, 2 protecting documents, 3 Reading Layout view, 2 starting, 3, 4 using task panes, 2 working with, 2 working with documents, 2 Page 322 Villanova UNIT Training©