office 2007 ppt module 1- word

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Module 1 MS Office

Word 2007

Microsoft Office 2007



Module no.: Module Name 2 Continued

Module 1 MS Office Word 2007 - Overview

New and Improved Word Features

Microsoft Word comes with rich set of options and tools

We can present information in various formats

♦ Tables, bullets, insert pictures in documents, list mathematical formulae etc

Microsoft Word integrates with Emails with the Mail Merge option



Module no.: Module Name

Lessons Covered in this Module

♦ Introduction Word 2007

♦ Word 2007 Basics

♦ Bullets and Numbering

♦ Presenting Information with Word Table

♦ Word Styles and Automate your Work

♦ Inserting Word Art, Clip Art and Fields

♦ Mail Merge

♦ Working With Equation Editor

3

Module 1 MS Office Word 2007 - Overview



Lesson 1 Introduction

Word 2007





Lesson 1 Introduction to MS Word 2007

Introduction

♦ Microsoft Office 2007 is completely redesigned

♦ Office provides an integrated set of tools

• Word processor, a spreadsheet, a presentation program and more

♦ Working in new environment of MS Office 2007

♦ New features introduced in Office 2007

5 Continued




Lesson 1 Introduction to MS Word 2007

Topics Covered in this Lesson♦ The MS Office 2007 Environments

♦ New and Enhanced Features in MS Office Word 2007

♦ Working With MS Office Word 2007

6 Continued


http://slidepdf.com/reader/full/office-2007-ppt-module-1-word 7/108Module no.: Module Name

Topic 1 The MS Office 2007 Environments

The following features are new environment for Office 2007 ♦ The Ribbon

• It is a more intuitive and visual tab – based interface

• The pull down menus and toolbars seen in previous version of Office is replaced in Office

2007 by Ribbon

• Tools related to each command tabs are divided into groups

• Page, Table, Illustration, Links, Header and Footer, Text and Symbols groups in theWord’s Insert tab

• Some command tabs are context-sensitive

• They will display only when a particular feature is being used

♦ The Office Button

It is located in the upper left of the program window

The office 2007 button is identified by office logo

The office button allows you to open/save//print documents and perform other document

functions like fax and email

you can change the Word's options and preferences

by clicking the new Options button e.g., Word Options, Excel Options, and Power Point Options

From the Options button you can customize the Office program's display and settings

7 Continued




♦ Accessing Dialog Boxes and Task Panes

Office provides dialog boxes and task panes for each group within a command tab

Dialog boxes and task panes are accessed by clicking the arrow button in the lower-right corner

of each group

The resulting dialog box provides advanced features and settings for a given group

8 Continued




♦ Command Tabs

• The command tabs are Insert/Page Layout and References are located on the top of the Ribbon

• The command tabs are customized for each program

• Allows you to find the functions and controls that you are going to use

• Few functions like editing a table, the relevant command tab does not appear unless you are working

with a table

• Formatting options appear in groups relevant to that command tab, When the appropriate command

tab at the top of the Ribbon is selected ♦ Smart Tag

• Smart Tag is an Icon that contains a menu

• This menu temporarily appears within the document after performing a certain action

• When Word Auto Corrects the text, a Smart Tag allows you to change or turn off the AutoCorrect

feature

9 Continued




♦ The Help Task Pane

• You can get Office 2007 Help option in the upper right corner of the Ribbon.

• The Office 2007 Help system provides Forward and Backward button

• Which helps you to navigate through help option and text base Office help dialog box

• The Help system provides a Table of Contents and various search options

♦ Screen Tips

• Screen Tips provides information about the buttons on the Ribbon

• It also helps you to know about the function of commands or Buttons

• You can configure Office 2007 to show you keyboard shortcut within Screen Tips

• Viewing ScreenTips

To view the Screen Tips, hold the mouse and move over any button

A Screen Tips will appear for the selected button

10 Continued



Topic 2New and Enhanced Features in MS office

Word 2007

Enhanced Features in Office Word 2007

♦ Word 2007 provides a multipane view

♦ You can compare different version of the same document easily

♦ You can simultaneously see the original version/the edited file and a version that combines both

and shows the revisions

♦ All the options are available at the top of each screen (Ribbon)

♦The new spelling checker is another good improvement

♦ Squiggly blue lines show that the correct word is not entered

New Features in Office Word 2007

♦ Rich review/commenting, and comparison capabilities help you quickly gather and manage

feedback

♦ These are the new features in Word 2007

• Creating Professional Documents A new result oriented interface, in a clear and organized manner

Office Word 2007 introduces building blocks for adding preformatted content to the documents

• Document Sharing

Office 2007 helps you to collect and manage revisions and comments of the drafts

Office 2007 provides facilities to make out what kind of changes Deleted/Inserted and moved text

were made in your document

11 Continued



Topic 2New and Enhanced Features in MS office

Word 2007

You can publish your document electronically and exactly as it appears after printing

Office 2007 helps you to save your document in PDF format/XML paper Specification (XPS)

format without help of other party tools

In Office Word 2007 the macro – enabled document is found in separate file format (.docm)

12



Topic 3 Working with MS Office Word 2007

Working with MS Office Word 2007

♦ Screen Layout of MS Word 2007

• Menus

with Word 2007 you will find a new appearance of menu bar

Word 2007 there are three features MS Office Button, The Quick Access Toolbar and the Ribbon

These three features include many other features that were in the menu of previous version of

Word

• MS Office Button

With the help of this button you can create a new document/open an existing document/save/save

As/publish/Print/Send (Email, Fax) and Close

• Quick Access Toolbar

It contains command

You can also change the position of Quick Access Toolbar

You can add more command on it by customizing Quick Access Toolbar

13 Continued



Topic 3 Working with MS Office Word 2007

• The Ribbon

Seven tabs - Home/Insert/Page Layout/References/Mailing/Review and View

Tabs contain many new and existing features of Word

Each tab is divided into group

Tabs contains the following tools

» Home: Clipboard, Fonts, Paragraph, Styles, and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols

Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and

Table of Authorities

Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish

Review: Proofing, Comments, Tracking, Changes, Compare, Protect

View: Document Views, Show/Hide, Zoom, Window, Macros

14



Lesson 2 Word Basic




Lesson 2 Word Basic

Introduction

♦ It is a latest and sophisticated word processing program

♦ More efficient and easier than older version of word

♦ You can create a wide range of personal and business documents

♦ To create a document/save it/edit a document/Print a Document/inserting symbols and

characters/using the options/setting tabs and Border and Shading options

16Continued



Lesson 2 Word Basic

Topics covered in this lesson

♦ Working with a Word Document

♦ Editing Document

♦ Customize the Word Environment

♦ Proofreading a Document

♦ Formatting Option

♦ Saving Documents in different Format

♦ Printing Option for Particular Page

♦ Hyphenation Option

♦ Inserting Symbols and Special Characters

♦ Setting Tabs

17



Topic 1 Editing a Document

Typing and inserting Text

♦ just start typing, text will appear where the cursor is located

♦ Keyboard shortcut to move around the text of Document

Selecting Text

♦ Following tables are shortcuts for selecting a portion of the text

18

Shortcut keys Functions

HOME Beginning of the line

END End of the line

CTRL + HOME Top of the Document

CTRL + END End of the Document

Selection Shortcut Technique

Whole Word Double-click within the word

Whole Paragraph Triple-click within the paragraph

Several words or lines Drag the mouse over the words, or hold down SHIFT while

using the arrow keys

Entire Document Choose Editing | Select | Select All from the Ribbon, or press

CTRL+A



Topic 2 Customize the Word Environment

Word 2007 offers a wide range of customizable options

♦ Popular

• Personalize your work environment with language/color schemes/user name

• You can also to access the Live Preview feature

• Live Preview feature allows to preview the results of applying design and formatting

changes without actually applying it

19 Continued



Topic 2 Customize the Word Environment

♦ Display

• Modify the look of document content which is displayed on the screen and when printed

♦ Proofing

• Personalize how word corrects and formats your text

♦ Save

• personalize how your document is saved • You can specify how often you want auto save to run/where you want the documents saved

♦ Advanced

• Specify options for editing/copying/pasting/displaying/printing and saving

♦ Customize

• allows you to add features to the Quick Access Toolbar

20



Topic 3 Proofreading a Document

♦ Customize AutoCorrect

• You can set up the AutoCorrect tool in Word to retain certain text the way it is

♦ To Create a New Default Dictionary

21




Topic 4Formatting Option

Helps you to format your document’s text/paragraph/pages

You can changing font size/font type face/effects bold/italic/underline your text

Change color of the text and paragraph

Use styles to make your document more impressive

♦ Formatting Text

• Styles Format enhancing tool includes font type faces/font size/effects bold/italics/underline font colors

• Indent Paragraphs

Allows you set text within a paragraph at different margins

• Apply Styles

Present collection of formatting that you can apply to text

• To Create Links Allows you to put in a URL that readers can click on to visit a web page

22 Continued




Topic 4Formatting Option

♦ Page Formatting

• Modify Page Margins and Orientations

• Insert Common Header and Footer Information

23




Topic 5 Saving Documents in Different Format

Allows to save a document in alternate format

Saving in RTF Format

♦ RTF format prevent the spread of viruses

♦ Does not allow appendages such as macros

♦ Saving in RTF format allows easy transfer between different applications

Saving in Word 97-2003 Format

♦ Word 97-2003 format it enables the inclusion of more users

♦ Not possible to open a .docx file on an older version of word

24




Topic 6 Printing for Specific Page

Page range section of the Print dialog box allows you to specify the pages to be

printed

Terms used to print document

♦ Contiguous

• Pages that are next to one another in sequence

• Page 5 is contiguous to pages 4 and 6

♦ Non-contiguous

• Pages that are not next to one another in sequence

• Page 5 and page 9 are non-contiguous pages

♦ Section

• Section is referred to by numbers

• Documents that are the result of a mail merge are individual sections

25 Continued




Topic 6 Printing for Specific Page

♦ Selecting the Pages to Print

• Page range section of the Print dialog box to get the desired results

26




Topic 7 Hyphenation Option

Hyphenate your document after finishing writing/editing document

Hyphenating Automatically

Inserting a Non-Breaking Hyphen

27




Topic 8 Inserting Symbols and Special Characters

Access symbols/special characters through the Symbol dialog box

♦ You can format Symbols inserted into documents as regular text

28

T i 9 S i T b




Topic 9 Setting Tabs

Allow you to position text exactly where you would like it

To avoid problems with text alignment, use tabs rather than spaces

♦ Tab Types

• Does not automatically align your text

29 Continued

Tab Type Windows Icon Purpose

Left

(Normal)

With the Left tab, text will begin at the tab position

and continue to the right of the tab

Right With the Right tab, text will end at the tab and flow

to the left. Center The Center tab works similar to centering a line of

text but instead of centering between margins, text

is centered at the tab location Decimal The Decimal tab is used to align numbers and text

with a period. This is useful for a group of numbersor a list of instructions.

Bar The Bar tab is used to add a vertical line at that

position. This could be used when you want to set

off some text.

T i 9 S i T b




Topic 9 Setting Tabs

♦ Working with Tabs from the Tabs Dialog Box

• Allows you to adjust the placement and type of tab

• Allows you to use leaders and enter specific tab locations

• You can set leaders for the tabs

30



Lesson 3 Bullets and

Numbering


L 3 B ll t d N b i




Lesson 3 Bullets and Numbering

Introduction

♦ Automatically create bulleted and numbered lists

♦ You can quickly add bullets or numbers to existing lines of text

♦ Make the documents more readable and remarkable

32 Continued




Lesson 3 Bullets and Numbering


♦ Bulleted List and Numbering List

♦ Customizing Bulleted and Numbering List

♦ Using Outline Number

♦ Using Outline Number

33

T i 1 B ll t d Li t d N b i Li t




Topic 1 Bulleted List and Numbering List

Bullets

♦ A bulleted list

♦ Text wrap only till the starting point of first line of text and not all the way to the

bullets

♦ In the Paragraph group acts like a snap switch

♦ Clicking once turns it on

♦ Clicking a second time turns it off

Numbers

♦ Example of a numbered list

♦ Text wrap only till the starting point of first line of text and not all the way to the

numbers

♦ In the Paragraph group acts like a toggle switch

♦ Clicking has same effects as bullets

34 Continued

T i 1 B ll t d Li t d N b i Li t





35 Continued

♦ To create a new list

• Two step process

Place the curser at desired point

Click the Bulleted/Numbered list button

♦ You can Applying Bullets/Numbers as You Type

♦ You can Applying Bullets/Numbers to Existing Text

♦ You can find different bullet styles and numbering formats






♦ You can do followings with Bullet and Numbering libraries

• Default bullet and numbering formats for lists

• You can select other formats from the Bullet and Numbering libraries

• Format bullets or numbers differently from the text in a list

• Use pictures/symbols

♦ Add picture bullets or symbols to a list

• Bullet Library includes symbol and picture bullet styles• . You can define a new bullet style in your bullet library

36






♦ Alphabetize a list

• Quickly and easily alphabetize the text of a one-level bulleted/numbered list

• Very simple steps

Select the text in a bulleted/numbered list

Home tab> Paragraph group, click Sort

37




Topic 2 Customizing Bulleted & Numbered Lists

Change the way the information appears

Instead of a plain bullet, you can use a symbol/a picture

♦ Modifying Bulleted/Numbered Lists

• Adding Text to the List

To add information to a list item without creating a separate list item

Simple keystroke will place insertion point on the next line without a bullet/Number appearing

Very simple to do» Place the insertion point after the last character in the list item

» Press Shift + Enter

» Type the additional text

38 Continued





♦ Creating a Multilevel List (Outline)

• Help to organize your document for clearer presentation

• Allows up to nine different levels for outline lists

• Easy to demote/promote a list item from one level to another using the Indent buttons

♦ Customizing Bulleted Lists

39 Continued





♦ Customizing Numbered Lists

• Wider variety of styles for numbers

• Changing the Starting Number

40

Topic 3 Using Outline Numbering





Use different levels and sublevels of bullets/number

♦ Creating the Outline

• Default outlines through the Multilevel List button

• Home Command tab

41 Continued






• Restarting Numbering with the Number One

• Very simple steps

Right click the numbered line to be restarted

Select Restart at 1

42

Topic 4 Outlining: Using Outline Bullet &





Numbering Options

Separated by levels

Bullets/numbers help to locate headings and levels very easily

♦ Customizing the Settings and Levels

• Customizing Outline Numbered Lists

43 Continued






Numbering Options

♦ Applying Outline Numbering to Existing Text

• You can apply Bulleted or numbered lists to selected text at any time

♦ Applying Outline Numbering as You Type

44 Continued






Numbering Options

• Adding a Level

Place the insertion point above the location where you want to insert a new level

Press Enter

• Deleting a Level

Select the level you want to delete

Press Delete

45



Lesson 4 Presenting Information with Word

Table


Lesson 4 Presenting Information with Word Table





Introduction

♦ Organize certain information into column or tables

♦ better to present a complex data in a Word table

♦ Includes a structure of row and columns

♦ Perform calculation within a table

♦ Word table basics

♦ Format a table

♦ Merging/splitting a cell

♦ Work with a table

47 Continued







♦ Working with Table

♦ Merging and Splitting table Cells

♦ Resizing Table Elements

♦ Formatting Tables

♦ Calculation within Table

♦ Adding Border and Shading in Table

♦ Using the Sort Feature

48

Topic 1 Working with Table





Table Basic

♦ A table is a grid of cells with individual cells

♦ Occurring at the intersection of corresponding rows and columns

♦ Presenting numerical data to creating unique text layouts

♦ Create a table with just one cell, with two cells, even with 100 cells or more

♦ Table cells/rows/columns can be added/deleted/split/merged at any time

♦ Insert anything into a cell text/images/another table/bullets/numbers

49 Continued






♦ To create a table in word

• Use Word's Quick Table option/drag option Insert table feature/draw table option

♦ Adding Information to the Table

• You can add any text or objects to table cells to table cells

• To place information in separate cells, move insertion point from cell to cell in the table

• To move from one cell to another

Press Tab /Press an arrow key/Use the mouse

50 Continued

k h bl





♦ Converting Text into a Table

• Insert separator characters commas/tabs to divide the text into columns

• Use paragraph marks to begin a new row

51 Continued

T i 1 W ki i h T bl





♦ Convert a table

• Select the rows/table to text

• Table Tools > Layout tab > Data group

• Click Convert to Text option

52

T i 2 M i d S li i T bl C ll




Topic 2 Merging and Splitting Table Cells

You can merge two/more cells

Split one cell into multiple cells

Cells can be merged/Split from the Quick Menu/the Ribbon

♦ You can only split one cell at a time using the Quick Menu Option

♦ By using the Ribbon option you can split multiple cells at once

♦ For splitting multiple cells, to keep cell information consecutive cells on the first selected row

of new cells

♦ select Merge cells before split.

53

T i 3 R i i T bl El




Topic 3 Resizing Table Elements

Adding Rows and Columns

♦ Various ways to add /delete Row/Column

♦ You can also add Row/Column within table

Adjusting Column/Row Sizes

♦ Adjusting Column Sizes by using Ruler Option

♦ Adjusting Row Sizes by using Ruler Option

♦ Adjusting Column and Row Sizes by using Ribbon Option

54

T i 4 F tti T bl




Topic 4 Formatting Tables

Predefined styles for formatting table quickly

Easy to format any table by using table styles

Table style is greatly enhanced

Easily accessible and readable

Add styles in your table by using these two methods

♦ Built in table style♦ Custom Table Style

55

T i 5 C l l ti ithi T bl




Topic 5 Calculations within Tables

Perform basic calculations within a table

Can create more efficient spreadsheet program like excel

Create a formula that uses a built in mathematical function

Construct a formula by using the tools in the formula dialog box

Access this formula from Formula > Data group > Layout tab

A formula consists of an equal (=) sign♦ Followed by the functions name such as Sum

♦ Followed by parentheses containing the location of the cell

Same principles are used for calculations in Word are used in Excel worksheets

The cell reference is in the form of Column ID/Row ID

Columns are referred to by letters starting at A

Rows are referred to by numbers starting at 1

56 Continued






First cell of the table i.e. first column/first row is referred to as A1

57 Continued






Formula

♦ Basic formula operators

• Addition +, Multiplication *

• Subtraction - , Division /

♦ Inserting Formulas

• Determine the values/cell references required for the formula

♦ Recalculating Formulas

• Update values in a table

58

T i 6 U i th S t F t




Topic 6 Using the Sort Feature

Organizing lists within a table, Name/number/grade/bibliography etc

Sort a table by up to three columns, ascending/descending order

Used for paragraph text outside of tables

Useful in creating bibliographies/glossaries/Index and other types of lists

♦ Sorting a Table

•

Execute consequent sorts on the data• Initially sorting by one criterion and then sorting by a second criterion within sort

♦ Sorting a List

• Can also be used non-tabled text

• Particularly helpful for sorting bibliographies/glossary entries/indexing/lists of names

59



Lesson 5 Word Style and Automate your work







Introduction

♦ Variety of advanced editing options and tools

♦ Standardization in document creation and make the process faster

♦ Generating cross references/table of contents/creating and working with macros

♦ Microsoft Word’s find and replace tool

61 Continued







♦ Style basics and Advance Option

♦ Working with Templates

♦ Automatic Page Cross – references

♦ Generating a Table of Content

♦ Using find and Replace

♦ Creating Macro

62

Topic 1 Style basics and Advance Option




p y p

Allows to quickly format a document with a consistent and professional look

Styles can be saved for use across word documents

♦ Styles Task Pane

♦ Apply Styles

♦ Creating New Styles

• New Quick Style

• Style Inspector

• Modifying Styles

• Clearing All Formatting

• Renaming Styles

63 Continued






♦ Assigning Keyboard Shortcuts

• Using a Shortcut

• Removing a Shortcut

64

Topic 2 Working with Templates





A document with preset layout formatting/settings

Acts as a basic structure for a document

Offered a guide for creating readable, uniform documents

Eliminates the need to recreate the same format each time

Built in preset templates

♦ Provide a preset structure for several common types of documents• Faxes/Letters/Memos/Reports/Resumes/Web pages/Documents without custom formatting

65 Continued






New templates can be created with a custom design

♦ Customizing an Existing Template

♦ Creating a Template

♦ Sharing a Template

• Share one of templates with others by

• Copy the file to a CD /flash drive/email the file/save the file to an accessible work area

• Should be stored in the Workgroup Templates file location

• Generally, templates are located in C:\\Program Files\Microsoft Office\Templates\1033

• Location will vary depending on your computer setup

66

Topic 3 Automatic Page Cross References




Topic 3 Automatic Page Cross-References

Direct the readers to related sections of the document

Improve the document's usability and minimize the work

Updates the document’s page numbers

The reference is inserted as a field

Refer to existing document divisions e.g., headings/to bookmarks created

Page cross-reference field can be updated each time you edit your document ♦ Adding Page Cross-References-Existing Document Divisions

♦ Adding Page Cross-References-Bookmarks

67

Topic 4 Generating a Table of Contents





Helps readers to navigate through the basic hierarchy of a document

Allows to easily/efficiently generate and update a table of contents

You can also format Table of Content

Two step Process

♦ Preparing for a Table of Contents

• Designate each element using the heading/the paragraph settings option

• Specify the way they are arranged

Preparing for a Table of Contents by Using Heading Styles

Preparing for a Table of Contents by Using Paragraph Settings

68 Continued






♦ Inserting a Table of Contents

• Inserted after the document is ready

69 Continued






♦ It can be Updated

♦ References tab>Table of Contents group > UPDATE TABLE

♦ For updating only page numbers in the document

• Select Update page numbers only

♦ For updating headings

• Select Update entire table

♦ Delete table of content

70

Topic 5 Using Find and Replace




Topic 5 Using Find and Replace

Search documents for specific text, gets highlighted/replaced with different text/

or formatting/left as-is

Make search specific

Allows you to find specific text in a variety of ways

♦ To find /Replace text, you must first access the Find and Replace dialog box

♦ Finding/Replacing Individual Occurrences

♦ Finding/Replacing All Occurrences

Provides additional options to further refine your search

71

Topic 6 Creating Macros





Shortcut for performing a series of actions

Useful for automating complex/repetitive tasks

Helpful if work is being shared with someone else

When the macro is saved

♦ The information is stored as a part of the current template

♦

Available for all documents based on that template You can also copy macros to documents based on other templates

While creating a macro, requested to assign a name to indicate where it will be

stored

Macro names must

♦ Begin with a letter

♦ Contain no spaces

♦ Contain no unusual characters (e.g., @, %, &, ^)

♦ Have the appropriate name from the following list to run automatically

72 Continued






• AutoExec -The macro runs when Word is opened

• AutoExit -The macro runs when you exit Word • AutoOpen-The macro runs when you open a document

• AutoNew-The macro runs when you create a new document

• AutoClose-The macro runs when you close the current document

Saving a Macro

♦ Saved as part of a template♦ If you want the macro to be available whenever you use Word, the macro should

besaved as part of the normal.dotx template

Assigning Macros

♦ Assign the macro to a keystroke combination/the Quick Access toolbar

Recording Notes♦ Created by recording keystrokes/by writing the macro using the Visual Basic

73 Continued






To access Record New Macro command

♦ Developer command tab > Code

♦ You can Create/Record a New Macro

74



Lesson 6 Inserting Word Art, Clip Art and Field







Introduction

♦ Helps user to produce document with special text effect/ more creative

♦ Using Word Art/Clip Art/to edit it

♦ You can import clip art from web

♦ Inserting Fields

76 Continued







♦ Working with Word Art

♦ Editing Word Art

♦ Using Clip Art

♦ Importing Clip Art from Web

♦ Inserting Fields

77

Topic 1 Working with Word Art




Produce special text effects in a Microsoft Word document

Create curved/slanted/three-dimensional text

It can be resized/moved/edited

You can also use Word Art in Excel/Power Point

78

Topic 2 Editing WordArt




Topic 2 Editing WordArt

You can change its color and style

Select WordArt text box, the Format command tab should be active

Editing option helps you to edit the word art

♦ Edit Text - Change the character formatting (font/size/bold/italics)

♦ Spacing - Change the spacing between characters (tracking or kerning) of WordArt

♦ Vertical Height - Shift a horizontal word to a vertical orientation and back again

♦ Even Height - Make lowercase and uppercase letters the same height

♦ Alignment - Left Align/Center/Right Align/Word Justify/Letter Justify/Stretch Justify

♦ Shape Outline - Change the color or pattern of the outline of your WordArt text

♦ Change Shape - Mold your WordArt text into a shape

You can slant/rotate your WordArt image

You can use the dialog box to specify an exact rotation value

Wrapping text around the WordArt image will improve its uniformity and will

not interrupt the text

79

Topic 3 Using Clip Art




p U g C p

A picture/graphic that can be inserted into a word processed document

Comes in a various variety of styles and format

Can be a simple cartoon to a photographic image

You can obtain clip art from the Microsoft Clip Organizer/ importing from web

Two ways to find clip art

♦search by keyboard

♦ Browse through the clip art collection available in office 2007

80 Continued

Topic 4 Importing Clip Art from the Web




p p g p f

Once imported web images are saved

Clip art can be accessed/used at any time from the Microsoft Clip Organizer

You can access it from Insert tab > Illustrations group >Clip Art

81

Topic 5 Inserting Fields




p g

Helps to maintain updated information

Information such as the date/writer/reviewer/page number is called field

Word provides the option of creating fields

Insert fields into a header/footer/anywhere else in document

♦ Date and Time field

82 Continued

Field Name Insert

CreateDate The date the document was created

Date Today's date

EditTime The total document editing time

Time, The current time

SaveDate The date the document was last saved





p g

Document Information

♦ You can View/edit summery information

83 Continued

Field Name Insert

Author The name of the document's author from Summary information

FileName The document's filename

FileSize The size on disk of the active document

Keywords The keywords from Summary information

NumChars The number of characters in the document

NumWords The number of words in the document

NumPages The number of pages in the document

Title The document's title from Summary information





p g

User Information

♦ You can view/edit User Information

84 Continued

Field Name Insert

UserAddress The address from Advanced Word Options

UserInitials The initials from Personalize your copy of

Office

UserName The name from Personalize your copy of

Office





p g

You can create a field that will insert the document's name and location

You can create a field that will insert your user initials

85



Lesson 7 Mail Merge


Lesson 7 Mail Merge




g

Introduction

♦ Send the same letter to a number of persons without typing the content of the letter again and again

♦ Used for many types of documents

• Letters/envelopes/Email massages/labels and directory

87 Continued

Lesson 7 Mail Merge





♦ Mail Merge

♦ Working with Recipient List

♦ Filter and Sort Option

♦ Using Outlook Contacts for Mail Merge

88

Topic 1 Mail Merge




Facility which requires the following information

♦ General body of the letter called main document

♦ Header Row/the record structure/ the name of the fields which will identify the data

♦ Data for all the individuals called data source

• For whom the letters are to be generated – data source

♦ Reads this data and physically merges it with Main document

♦ Generate letters for all the persons/for all records in the data file

Allows to specify which individual entries to include/add/delete data source

entries and fields

There are three components for Mail Merge

♦ Document Type

♦ Recipients

♦ Fields Type

89 Continued

Topic 1 Mail Merge




Easily accessible

♦ Mailing Tab > Start Mail Merge

Four step process

♦ Step 1- Select the document type

♦ Step 2 - Select the recipients

♦ Step 3 - Write and Insert the field

♦ Step 4 - Previewing the document

♦ Step 5 - Finish and Merge

90

Topic 2 Working with the Recipient List




For a Mail Merge, you will need to establish a recipient list/data source

Contains the information that vary with each record

♦ Such as names/identification num

If you are creating a mailing list

♦ Names/addresses will be included in data source

You can create a new data source/use a pre existing source like Outlook

Contacts

Creating a New Data Source

♦ Before creating the data source document, collect the information

♦ Always add/remove fields after creating data document

91 Continued





Accessing the Data Document

♦ Once data source has been created, you can continue to make changes to it

92 Continued





Adding and Deleting Data Source Fields/Entries

♦ You can add/delete field names after merging the data and main documents

♦ If you delete a field, the data in the field is also deleted

♦ After you have merged the data and main documents you can add/edit/delete records

93

Topic 3 Filter and Sort Options




Sorting the Records

♦ Sort order, determine the order in which records are merged and subsequently/printed

♦ Sorting the Record can be done by two ways

• Quick Sort

• Advanced Sort

94 Continued

Topic 3 Filter and Sort Options




Establishing a Filter

♦ Determine specific records to be merged/printed according to the selected criteria

♦ Establishing a Filter can be done by two ways

• AutoFilter

• Advanced

95

Topic 4 Using Outlook Contacts for Mail Merge




Easily prepare documents for large mailings

Use the Contacts in your Outlook account

To create a mail merge using Outlook Contacts

96



Lesson 8 Working with Equation Editor






Introduction

♦ Equation editor is a feature in word 2007

♦ Easily perform mathematical task in word

♦ Create fraction and equation editor option

♦ Create custom Mathematical expressions

♦ Insert Built Equations and Structures

98 Continued






♦ Equation Editor Environment

♦ How to Creating Fraction

♦ Creating Custom Mathematical Expression

♦ Insert Built – in Equations and Structures

♦ Equation Editor Option

99

Topic 1 Equation Editor Environment




Create mathematical expressions /formulas/summations/complex fractions/

nonstandard symbols

Equation editor - Insert tab >Symbols group > Equation

Equation Editor has three main parts

100 Continued

Topic 1 Equation Editor Environment




♦ Move tab – can be moved between the characters of a document.

♦ Equation text box - insert Word's built-in equations/structures/custom equation♦ Formatting pull-down list – format mathematical expression

Design Command Tab

♦ While accessing the Equation Editor, the Design command tab automatically

appears

♦ Source of additional options for the Equation Editor

♦ Editor has three groups

• Tools

Format the Equation Editor and access built-in equations and saved equations

• Symbols

Has many symbols to choose while creating mathematical expressions

• Structures

Offers many types of nonstandard mathematical designs

101

Topic 2 Creating Fractions




The standard fractions ½, ¼, and ¾ can be created automatically

♦ Setting up AutoFormat for Fractions

♦ Word automatically format a three-character fraction to a one-character fraction by

using the Word Options dialog box

102 Continued

Topic 3 Custom Mathematical Expressions




Create any type of mathematical notation

Saving Custom Expressions

♦ Save custom mathematical expressions with Word's other built-in equations

103

Topic 4 Inserting Built-in Equations & Structures




Provides various commonly used equations the binomial theorem/the area of a

circle A built-in equation, once inserted into the Equation Editor, can edit it

Built in structures create a mathematical framework

Allow to insert variables and placeholders

104

Topic 5 Equation Editor Options




Formatting Mathematical Expressions

Advanced Editing Options

♦ Equation Options dialog box provides more formatting options

♦ Change math fonts and justification within the Equation text box

105 Continued

Topic 5 Equation Editor Options




The following table explains each option's function

106

Image Option FunctionSave as New Equation... Saves the equation into Word's list of built-in

equations

Professional Displays the equation in two or more lines

EXAMPLE:

Linear Displays the equation in a single line

EXAMPLE:

Change to Display/Change to

Inline

Toggles the equation between Displays i.e.,

centered and Inline i.e., flush left.

Note: Depending on the functions and operators

in the equation, the equation may shrink when

switching from Display to Inline.

Justification Aligns the equation Left, Right, Centered, or

Centered as a Group

Conclusion




Ribbon is the panel at the top portion of the document

The office 2007 button is identified by office logo

You can find all available word or phase and replace it with other

Quickly and easily alphabetize the text of a one-level bulleted/numbered list

Perform simple calculation easily build in word/ create an excel worksheet

Quick Styles are great way to apply combination of formatting

A macro is saved as part of a template

Pictures and clip art can be inserted/copied

Downloaded from a clip art Web site provider/copied from a Web page/inserted

from a file

Fields helps you to maintain updated information

107 Continued

Conclusion



Three components for Mail Merge:

♦ Document Type♦ Recipients

♦ Fields Type

The Design command tab is a source of additional options for the Equation

Editor

You can use mathematical expressions equations/formulas/summations/complex

fractions/nonstandard symbols