Microsoft Office 2007
Word Chapter 3
Creating a Cover Letter
and a Resume
Objectives
•
•
•
•
•
•
•
Format characters and paragraphs
Insert and format clip art
Set and use tab stops
Identify the components of a business letter
Insert the current date
Create and insert a building block
Insert a Word table, enter data in the table, and
format the table
• Use a template to create a document
Microsoft Office 2007: Introductory Concepts and Techniques
2
Objectives
•
•
•
•
•
•
•
Fill in a document template
Copy and paste using the Office Clipboard
Indent paragraphs
Insert a Quick Part
Sort a List
Use print preview to view and print a document
Address and print an envelope
Microsoft Office 2007: Introductory Concepts and Techniques
3
Plan Ahead to Get a Job!
• Design a creative letterhead
• Compose an effective cover letter
• Craft a successful resume
Microsoft Office 2007: Introductory Concepts and Techniques
4
Creating the Cover Letter
• Enables you to elaborate on the positive points in
your resume
• Shows the potential employer your writing skills
(Change the style to No Spacing so there is no
extra line spacing between lines)
Microsoft Office 2007: Introductory Concepts and Techniques
5
Creating the Cover Letter
• Determine which letter style to use:
– Block = all components begin flush with the left
margin
– Modified Block = the date, complimentary close, and
signature block begin at the center of the page (or at
the right margin)
– Modified Semi-Block = Modified Block style +
paragraphs have a first-line indent style
Letter style used inside Chapter 3 is Modified Block
Creating the Cover Letter
Letterhead
Date Line
Inside
Address
Salutation
Body
Complimentary
Close
Enclosure
Signature
Block
Include All Essential Letter Elements
• Letterhead
• Date line = Month, day, and year; positioned 2-6
lines below the letterhead
• Inside address = placed 3-8 lines below the date
line; usually contains the addressee’s title and
full name, job title, company, and address
• Salutation = begins 2 lines below the inside
address; use the recipient’s title and last name or
job title (Avoid “To whom it may concern”)
Include All Essential Letter Elements
• Body (or message) = 2 lines below the salutation;
paragraphs are single-spaced with one blank line
between
• Complimentary close = 2 lines below the body;
capitalize only the first word (ex., Sincerely yours)
• Signature block = at least 4 lines below the close;
allows room for author to sign
Creating the Letterhead Portion
• Change the style to NO SPACING so there is no
extra space when pressing ENTER
• Enlarge the author’s name (use the Grow Font
button on the Mini toolbar (or the Home tab)
Microsoft Office 2007: Introductory Concepts and Techniques
10
Enlarging the Author’s Name
Grow Font
button
Name should be
larger size than rest
of letterhead text
and possibly bold
Coloring Text
• Change the theme color first (in this case,
Urban is used)
• Select text to be colored
• Click the Font Color button arrow in the Mini
toolbar (or Home tab)
• Theme colors are at the top; Standard colors
are at the bottom
• Choose a color that reflects your career goals
Microsoft Office 2007: Introductory Concepts and Techniques
12
Coloring Text
Microsoft Office 2007: Introductory Concepts and Techniques
13
Inserting Clip Art
• Clip art = a predefined graphic
• Clip Organizer = Microsoft Office’s collection of clip
art, photographs, sounds, and videos
• For letterhead, insert a clip art image that reflects
the type of job you are applying for
• To insert clip art, click the Clip Art button on the
Insert tab, which will open the Clip Art task pane,
then search for your image
• If asked to add more from online gallery, click Yes
Microsoft Office 2007: Introductory Concepts and Techniques
14
Inserting Clip Art
Clip Art
task pane
Microsoft Office 2007: Introductory Concepts and Techniques
15
Resizing a Graphic
• Instead of dragging the sizing handle(s), in this
chapter you will use the Size dialog box:
– Format tab | Size Dialog Box Launcher
– In the Scale area, key a percentage for the
height/width
Microsoft Office 2007: Introductory Concepts and Techniques
16
Resizing a Graphic Using the Size Dialog Box
Size
Dialog Box
Launcher
Scale
area
Microsoft Office 2007: Introductory Concepts and Techniques
17
Recoloring a Graphic
• If the graphic’s color does not match your theme,
click the Recolor button on the Format tab
• This will change the entire graphic to variations
of the chosen color
Microsoft Office 2007: Introductory Concepts and Techniques
18
Re-coloring a Graphic
Microsoft Office 2007: Introductory Concepts and Techniques
19
Setting a Transparent Color in a Graphic
• Since recoloring a graphic makes the entire
graphic the same color, sometimes it is necessary
to change some parts of the graphic to
transparent
• Click the Recolor button on the Format tab and
choose Set Transparent Color
• Mouse pointer will change to a pen which is used
to click the portion of the graphic you wish to
become transparent
Microsoft Office 2007: Introductory Concepts and Techniques
20
Setting a Transparent Color in a Graphic
Microsoft Office 2007: Introductory Concepts and Techniques
21
Understanding Tab Stops
• Tab stop = a location on the horizontal ruler that
tells Word where to position the insertion point
when you press the TAB key
• By default, Word places tab stops at every ½ inch
mark, indicated by small vertical tick marks on
the ruler
• To set tab stops, you can click the position in the
ruler or use the Paragraph dialog box
Microsoft Office 2007: Introductory Concepts and Techniques
22
Setting Tab Stops
Paragraph
Dialog Box
Launcher
Then click TABS
button
Setting Tab Stops
Right-aligned
Tab Stop
Microsoft Office 2007: Introductory Concepts and Techniques
24
Understanding Tab Stops
• See Table 3-1 on Page 160 for a list of all tab
markers
Bordering a Paragraph
• Border = a solid line on any edge of a paragraph
• To set a border on a paragraph:
– Click the Border button arrow on the Home tab to
display the Border gallery
– Click the border’s position (bottom, top, left, right,
etc.)
– To remove a border: Click No Border from the Border
gallery
Microsoft Office 2007: Introductory Concepts and Techniques
26
The Completed Letterhead
Microsoft Office 2007: Introductory Concepts and Techniques
27
Clearing All Formats
• Clearing all formats actually sets the style to
Normal
• To clear all formats, click the Clear Formatting
button on the Home tab
Microsoft Office 2007: Introductory Concepts and Techniques
28
Clear Formatting
Microsoft Office 2007: Introductory Concepts and Techniques
29
Using AutoFormat As You Type
• Examples:
– Text, two hyphens, text, space = em dash
text—text
– Fraction then space = condenses fraction to one
space
1/2= ½
– E-mail or Web Address = creates a hyperlink
www.yahoo.com
Converting a Hyperlink to Regular Text
• Right-click the hyperlink
• Click Remove Hyperlink
• Or Undo when AutoFormat is applied
Microsoft Office 2007: Introductory Concepts and Techniques
31
Adding the Date Line and the Closing
• In this chapter, you will use the Modified Block
style, which places the date line and the closing
at the center of the page (not centered)
– Set a left tab at 3.5” on the ruler
– Press TAB before keying the date line, the
complimentary close, and the signature block
Microsoft Office 2007: Introductory Concepts and Techniques
32
Setting Tab Stops Using the Ruler
Microsoft Office 2007: Introductory Concepts and Techniques
33
Inserting the Current Date
• Instead of keying the current date, you can have
Word insert it for you:
– Click the Insert tab on the Ribbon
– Click the Date and Time button
– The Update Automatically check box will keep the
date always current
Microsoft Office 2007: Introductory Concepts and Techniques
34
Inserting the Current Date in a Document
Microsoft Office 2007: Introductory Concepts and Techniques
35
Creating a Building Block
• Building Block = stored text/graphic
• To create a building block:
– Key the text to be stored
– Click the Quick Parts button on the Insert tab
– Click Save Selection to Quick Part Gallery
– Give it a name
• To use a building block:
– Key the name you gave the building block and press
F3
Microsoft Office 2007: Introductory Concepts and Techniques
36
Creating a Building Block
Microsoft Office 2007: Introductory Concepts and Techniques
37
Inserting a Nonbreaking Space or Hyphen
• Nonbreaking space = a special spacebar
character that prevents two words from splitting
at the end of a line
• Nonbreaking hyphen = a special type of hyphen
that prevents two words separated by the
hyphen from splitting at the end of a line
• To create these:
– CTRL+SHIFT+SPACEBAR
– CTRL+SHIFT+HYPHEN
Microsoft Office 2007: Introductory Concepts and Techniques
38
Inserting a Nonbreaking Space
Microsoft Office 2007: Introductory Concepts and Techniques
39
Using Word Tables
• Tables help the reader interpret information
• Table terminology:
– Table = a collection of rows and columns
– Cell = the intersection of a row and a column
– Dimension = the total number of rows/columns
Inserting a Table
• Click the Table button on the Insert tab to display
the Table gallery
• Choose the table’s dimension from the grid
• Tables are inserted at the insertion point and
aligned at the left margin of the page, by default
Microsoft Office 2007: Introductory Concepts and Techniques
41
Inserting a Table
Entering Data in a Table
• Use the TAB key to advance to the next cell on the right
• Use the SHIFT+TAB key to go back to the cell on the left
• Use the TAB key in the last cell of the table to add a new
row
• ENTER lengthens the space in the cell; it does not
advance to the next cell
• Use CTRL+TAB to insert a tab character inside a cell
Microsoft Office 2007: Introductory Concepts and Techniques
43
Entering Data in a Table
Microsoft Office 2007: Introductory Concepts and Techniques
44
Adding/Deleting Table Rows/Columns
• Use the Insert/Delete buttons on the Layout tab
(or right-click)
Applying a Table Style
• Table Tools tab contains a Design tab and a
Layout tab
• Click the Design tab to set a table style
Microsoft Office 2007: Introductory Concepts and Techniques
46
Applying a Table Style
Microsoft Office 2007: Introductory Concepts and Techniques
47
Resizing Table Columns to Fit Table Contents
• Layout tab | AutoFit button | AutoFit Contents
Microsoft Office 2007: Introductory Concepts and Techniques
48
Resizing Table Columns to Fit Table Contents
Microsoft Office 2007: Introductory Concepts and Techniques
49
Selecting a Table
• Position the mouse pointer in the table so that
the table move handle appears
• Click the table move handle to select the entire
table
Microsoft Office 2007: Introductory Concepts and Techniques
50
Selecting a Table
Table Move
Handle
Microsoft Office 2007: Introductory Concepts and Techniques
51
Centering a Selected Table
• Tables, by default, are left-aligned
• To center a table, select the entire table then
click the Center button on the Home tab or on
the Mini Toolbar
• To center text inside a cell(s), select just the text
to be centered and click the Center button
Microsoft Office 2007: Introductory Concepts and Techniques
52
Centering a Selected Table
Microsoft Office 2007: Introductory Concepts and Techniques
53
Using AutoFormat to Bullet a List
• Press the ASTERISK key (*) as the first character
on the line
• Press the SPACEBAR to convert the asterisk to a
bullet character
• Type the first item in the list
• Press the ENTER key to place another bullet
character at the beginning of the next line
Microsoft Office 2007: Introductory Concepts and Techniques
54
Creating the Resume
• Resume = a document that shows a potential
employer the positive points about you
• To create the resume, use Word’s Resume
Template
– Template = a document which is similar to a form
with prewritten text; includes content controls which
contain instructions for filling areas of the template.
– To create the resume, Click the New button on the
Office Button menu; then click Installed Templates
Microsoft Office 2007: Introductory Concepts and Techniques
55
Creating the Resume
Creating the Resume
• Set the color scheme to Urban to match the
cover letter (directions in text do not indicate this
step)
• Use the Content Controls to enter text into the
resume template
– Content Control = areas of the template file that
contain instructions for completing it
Using the Office Clipboard
• Office Clipboard = a temporary storage area that
holds up to 24 items (text or graphics) that have
been copied from any Office program
• Button on the Home tab to view the Clipboard
task pane
• Source document = document where items are
copied from
• Destination document = document where items
are pasted into
• Items remain on the Clipboard even after pasting
Microsoft Office 2007: Introductory Concepts and Techniques
58
Copying Items to the Office Clipboard
Microsoft Office 2007: Introductory Concepts and Techniques
59
Zooming
• Use the Zoom slider on the Status bar
Microsoft Office 2007: Introductory Concepts and Techniques
60
Zooming
Microsoft Office 2007: Introductory Concepts and Techniques
61
Entering a Line Break
• Line Break = SHIFT+ENTER = to advance the
insertion point to the beginning of the next line,
ignoring paragraph formatting
Microsoft Office 2007: Introductory Concepts and Techniques
62
Entering a Line Break
Microsoft Office 2007: Introductory Concepts and Techniques
63
Indenting a Paragraph
• Click the Increase Indent button on the Home tab
to indent paragraphs one-half inch
Microsoft Office 2007: Introductory Concepts and Techniques
64
Indenting a Paragraph
Microsoft Office 2007: Introductory Concepts and Techniques
65
Entering Additional Sections in the Resume
• Insert tab | Quick Parts button | choose the
sections/subsections to add to the resume
Microsoft Office 2007: Introductory Concepts and Techniques
66
Entering Additional Sections in the Resume
Microsoft Office 2007: Introductory Concepts and Techniques
67
Sorting Paragraphs
• Sorting = putting paragraphs in order
(alphabetically in this exercise)
• To sort, click the Sort button on the Home tab
Microsoft Office 2007: Introductory Concepts and Techniques
68
Sorting Paragraphs
Microsoft Office 2007: Introductory Concepts and Techniques
69
Changing Theme Colors
• Text directions indicate to set the theme color to
Urban AFTER you have finished the Resume but
you will need to do this before setting text colors
Microsoft Office 2007: Introductory Concepts and Techniques
70
Using Print Preview
• Print Preview = displaying the entire document in
a reduced size so that a full page shows at one
time
• This can be used to change margins, view
multiple pages, print, etc.
• To Print Preview, point to Print on the Office
Button menu and choose Print Preview
Microsoft Office 2007: Introductory Concepts and Techniques
71
Using Print Preview
Microsoft Office 2007: Introductory Concepts and Techniques
72
Creating and Printing an Envelope
•
•
•
•
Select the address in the document
Click Mailings on the Ribbon
Click Envelopes
Check all of the settings and add the return
address if applicable
• Click Print
You will use plain paper for these steps in the textbook
Microsoft Office 2007: Introductory Concepts and Techniques
73
Address and Printing an Envelope
Microsoft Office 2007: Introductory Concepts and Techniques
74
Creating and Printing a Label
• Select the address in the document (if you want
the address to print on a label)
• Click Mailings on the Ribbon
• Click Labels
• Check all of the settings
• Click Print
You will use plain paper for these steps in the textbook
Summary
•
•
•
•
•
•
Format characters and paragraphs
Insert and format clip art
Set and use tab stops
Identify the components of a business letter
Insert the current date
Create and insert a building block
Microsoft Office 2007: Introductory Concepts and Techniques
76
Summary
• Insert a Word table, enter data in the table, and
format the table
• Use a template to create a document
• Fill in a document template
• Copy and paste using the Office Clipboard
• Indent paragraphs
Microsoft Office 2007: Introductory Concepts and Techniques
77
Summary
•
•
•
•
Insert a Quick Part
Sort a List
Use print preview to view and print a document
Address and print an envelope
Microsoft Office 2007: Introductory Concepts and Techniques
78