word 2007/2010 – level iword 2007/2010 – level i . word 2007 and 2010 have been redesigned to...

Word 2007/2010 – Level I Word 2007 and 2010 have been redesigned to use a “Ribbon” for tool access. The redesign makes Word more intuitive and easier to navigate than the older, menu-driven applications. Tools are now grouped together in Tabs within the different Office applications. New in Office 2010: the Office button (a.k.a. the “Jewel”) is replaced with the File tab.

Microsoft Office button in 2007 Word icon in 2010 File Tab in 2010

Clicking on the Office button (2007) or the File Tab (2010), opens a menu with options to create new files, open recent files, save, print, and (in 2010) to set Options. Selecting commands from the Office menu (on the left side) will display related options for that command on the right side of the Office menu.

Quick Access Toolbar Office 2007 Office 2010 The Quick Access Toolbar is located to the right of the Office button (2007) or Word icon (2010). The Quick Access Toolbar provides quick and easy access to commands, such as Open, Save, Print, Undo, Redo, etc.

Add Icons to the Quick Access Toolbar Add more buttons to the Quick Access toolbar by clicking on the drop-down arrow on the far right side of the toolbar and then select the commands to add to the Quick Access Toolbar. Anything that is already enabled and displayed on the Toolbar will be checked. Tip: Add any Ribbon tool to your Quick Access Toolbar by right-clicking your mouse on the icon and choosing Add to Quick Access Toolbar.

Word 2007/2010 – Part 1 © Technology Training Center Colorado State University 2

The Ribbon Office 2007

Office 2010

Short Cuts for the Ribbon To collapse the Ribbon (but display Tab names), press Ctrl + F1. Note: this is a toggle feature to expand/collapse the Ribbon. Tip: Clicking on a Tab will temporarily restore the Ribbon. Another way to collapse the Ribbon is through the Quick Access Toolbar options. Select the arrow to the right of the Quick Access toolbar and select Minimize the Ribbon from the menu.

Command Tabs and Command Sets Command tabs appear below the title bar of the application. Instead of looking through menus to find tools such as Page Layout, you will click on a tab for Page Layouts (and find all layout options arranged in sets, or groups).

Note: Microsoft’s goal was to organize tabs in the order used when creating a new document or project.

http://ttc.colostate.edu/


Customize the Ribbon Office 2010 allows the user to add/delete new tabs, groups and change the order of tabs and groups. Select the File tab, Options, Customize Ribbon From the Customize the Ribbon dialog box, select the New Tab button, located at the bottom right section of the screen. Highlight the New Tab (Custom) entry and click on the Rename button to give your new Tab a meaningful name. Add tools to the New Tab by selecting various commands from the left side of the dialog box and clicking on the Add button. . Groups can be added to a custom tab (New Group button) and favorite tools added to each Group. Change the “stacking” order (location) of the tabs in your ribbon by selecting the tab to be moved and clicking the Up or Down arrow buttons to the right of the Customize the Ribbon dialog box. Remember to click the OK button when done.

Word Options Options and settings for Word are now located in the Options menu located in the Office menu. In Word 2007, access this by clicking on the Office button, upper-left corner. In Word 2010, click the File tab. Located in the left navigation pane of the File menu for 2010 or at the bottom of the Office menu, click on the Options button. Select an item from the menu on the left side of the window and its properties will display on the right side of the window. Note: Many settings are now tied across the Office Suite and not specifically to one application.



Dialog Box Launchers Any tool in the ribbon that displays an arrow in the bottom right corner of the group will launch a dialog box when clicked. Tip: The dialog launchers are also available at the bottom of certain tools to show more advanced options.

Font Defaults The font defaults in Word 2007/2010 are set to Calibri, Font Size 11. This can be changed in the defaults. From the Home tab, select the Font group dialog box launcher. From the Font dialog box, select the font style and font size to be used as the default. In the lower left corner of the dialog box, select the Default button. Press the OK button when finished.

The normal template (normal.dotm) has been updated and the new font information will be used for all new documents created using that template.



Line and Paragraph Spacing The Line and Paragraph spacing defaults in Word 2007/2010 are set to 1.5 for line spacing and 6pts spacing after each paragraph. This can be changed in the defaults. From the Home tab or the Page Layout tab, select the Paragraph dialog box launcher. From the Paragraph dialog box, set the line spacing to single and the Before/After paragraph spacing to 0 pt. Select the Default button and press the OK button to close the dialog box.

Margin Settings The default Margin settings for Left and Right are set to 1.25” for every new document. This can be changed in your defaults. From the Page Layout tab, select the Page Setup dialog box launcher. From the Page Setup dialog box, Margin tab, change the Margins settings to 1”. Select the Default button and press the OK button to close the dialog box and hold the settings.



Control the View There are many ways to change your view while working in a Word document. Word 2007/2010 now has a View tab to easily switch between the different views.

Word 2007

Word 2010

Viewing controls are also located in the bottom right corner of the windows along with a Zoom tool that enables you to enlarge or reduce the display of your document.

Status Bar Some of the common document Status Bar defaults in Word are turned off in Word 2007/2010. To display Section and other useful information in the Status Bar, rest the mouse on the Status Bar, right-click the mouse and select Section on the menu listing. All checked items will appear.



Display the Ruler The Ruler in the Print Layout view is turned off by default in Word 2007/2010. Display the ruler by selecting the View Ruler icon located above the scroll bar on the right side of the document. Another way to display the ruler is to switch to the View tab and navigate to the Show/Hide group (Word 2007) or Show group (Word 2010). Select the check box next to the Ruler.

Open and Import Documents Opening and Importing documents are really the same. For example, one might call opening a WordPerfect document in Word “importing” that document. Just open the WordPerfect document in Word to display it. Open the Word Perfect document by selecting the File tab, Open (Word 2010) or by selecting the Office button, Open (Word 2007). Browse and select the document. From the Office button, notice the default is to display All Word Documents

Word 2007

Change to “All Files” to see more.

Word 2010

Note: the formatting will not come across 100%, but the data will be there and new formatting can be applied. Tip: File types

• Word 97 up to Word 2003 file extensions end in .doc • Word 2007/2010 file extensions end in .docx



Edit and Format Text Select Text to Format To change the format of any text, you must first select or highlight it. To select

• A single word - Click anywhere in the word. • Sentence - Press and hold the Ctrl key and then click anywhere in the sentence. • Line of text - Place the cursor in the left margin next to the line and click once. • Paragraph - Place the cursor in the left margin beside the paragraph and double click. • Document - Place the cursot in the left margin and triple click or

o Tip: The shortcut is Ctrl-A • Custom Selection - Hold the left mouse button down and drag across the text or click once at

the beginning of the text to position the I-beam, then click at the end of the text while holding down the Shift key.

Move the Cursor These are the shortcuts to move the cursor throughout a document by using keystrokes.

• One word to the left – Ctrl-Left Arrow key • One word to the right – Ctrl—Right Arrow key • Beginning of current paragraph – Ctrl-Up Arrow key • Beginning of next paragraph – Ctrl-Down Arrow key • Up one screen - Page Up • Down one screen - Page Down • Up one page – Ctrl-Page Up • Down one page - Ctrl-Page Down • To the beginning of the document – Ctrl-Home • To the end of the document – Ctrl-End

Format Text Word 2007/2010 makes it easier to format text in the document using the Ribbon, Mini Toolbar, and Live Preview.

Use the Ribbon Position the cursor in a word to be formatted or select (highlight) a range of text to be formatted. From the Ribbon, Home tab, Font group, select the formatting attribute to be applied to the text.

• Font Style • Font Size • Font Color • Bold, Italics, Underline, Sub/super script



Live Preview As you mouse over a formatting tool in the Font group of the Ribbon, a Live Preview will display for the selected text. The Live Preview will give you the opportunity to “preview” formatting attributes prior to applying them. Tip: When working with titles and headings, use Styles to format your text.

Mini Toolbar The Mini Toolbar appears after you have selected text. The original display of the toolbar will be semi-transparent. As you mouse over the Mini Toolbar, it will become less opaque and you can then select tools. Tip: the Mini Toolbar is an efficient way to format documents while working in Word. Rather than navigating back to the Home tab to find formatting attributes, select the options from the Mini Toolbar.

Format Painter Once you’ve formatted text to look the way you want, use the Format Painter button to copy the formatting to other text. Click anywhere in the text that is formatted, then choose the Format Painter from the formatting toolbar. This turns the mouse icon into a "paint brush" which can be applied to any text that needs formatting. Click once on the button to paint one time; click twice to turn the painter on for extended use. Click on the button again to turn it off.

Character Formatting Shortcuts Bold – Ctrl-B Italic – Crtl-I Underline – Ctrl-U Underline and entire word – Ctrl-Shift-W Double Underline – Ctrl-Shift-D Subscript - Ctrl-= (equal sign) Superscript – Ctrl-Shift-= (equal sign) Increase Font size up one point – Ctrl-] (right bracket) Decrease font size down one point - Ctrl-[ (left bracket)

Undo/Redo/Repeat Located in the Quick Access Toolbar, you will see the Undo/Redo buttons. You can undo many commands using the History. To undo the last command, click the Undo button (Ctrl + Z). To see a list of the commands ( a history) that you can undo, click the drop-down arrow next to the Undo button. You can also use the Redo button in the same way.



Copy/Paste/Move Text The Cut, Copy, Paste tools are located on the Home tab, Clipboard group.

Copy - Ctrl-C

Cut - Ctrl-X

Paste - Ctrl-V

Move & Copy Text and Graphics There are different methods for moving/copying text:

1. Use the Clipboard group to cut, copy, paste a. To move or copy a selection a longer distance, use the Cut/Copy and Paste commands

on the Clipboard group. i. You can move or copy within a document, between different documents or

between most applications. Use menus, toolbar buttons or keyboard shortcuts 2. Drag-and-drop

a. Drag and Drop is the easiest way to move or copy a selection a short distance. Dragging a selection moves it to a new location. To copy, hold down the CTRL key while dragging.

Paste Options A Paste Options icon will appear when text is copied from one location to another. Click on the Paste Options drop-down arrow to reveal the available paste options.

Show Formatting Marks Formatting Marks can be displayed by selecting the Show/Hide icon in the Paragraph group on the Home tab. Formatting Marks will show spaces, tabs, returns, anchors, bookmarks, and so forth. If your document has some strange spacing or wrapping of text, enable the Formatting Marks to find and correct those unwanted spaces and/or tabs. Tip: From the Office button, Word Options button, Display option (in 2007) or File tab, Options, Display (in 2010), enable the preferences for which formatting marks display by default.



Reveal Formatting Reveal Formatting, when turned on, provides easy access to formatting attributes to the given text. Display the Reveal Formatting tools by using the shortcut: <Shift> + <F1>. Each formatting attribute is setup as a hyperlink so when you click on it, the formatting dialog box will open where formatting options can be changed. Tip: For any selected text, look in the ribbon to see the applied formatting attributes (highlighted).

Format Paragraphs Formatting Paragraphs can be done from the Home tab, Paragraph group or from the Page Layout tab, Paragraph group. Tip: Do not use the Tab key to set indents.

Indents Word has a default Indent that can be applied to a paragraph or selected paragraphs. The default setting for the Indent is 5 spaces.

Customize Indents There are four types of indents that can be applied to a paragraph.

1. First Line Indent (this will indent only the first line of the paragraph) 2. Hanging Indent (this will indent all lines of the paragraph except first line) 3. Left Paragraph Indent (this will indent all lines of the paragraph - left) 4. Right Paragraph Indent (this will indent all lines of the paragraph - right)

When applying an indent to a paragraph, the entire paragraph does NOT need to be selected. Indent tools are considered paragraph tools and will be applied to the paragraph your cursor is sitting in. Note, if you have several paragraphs in which the indent should apply, then select the paragraphs and then set the indent. Display the Indent settings by clicking on the Paragraph group dialog box launcher.



Select the type of indent Select indent spacing from left and/or right Click on the OK button when finished. Note: the Paragraph dialog box can be displayed from the Paragraph group on the Home tab or the Page Layout tab.

Set Indents on the Ruler Another way to set the Indentation for a paragraph is to use the Ruler. By default, the ruler does not display in Word 2007. Display the ruler by navigating to the View tab, Show/Hide group, and selecting the checkbox for Ruler.

Located on the far left side of the ruler, scroll through the different ruler options and find the indent to place in the document. Once the desired indent has been selected, click on the ruler as to where the indent should be applied.

Tip: Indents can also be set by selecting the indent icon on the ruler and dragging it to the correct location on the ruler for the selected paragraph(s).

Line Spacing The line spacing can be easily adjusted by using the Line Spacing icon in the Paragraph group.



The selected line spacing will apply to the paragraph or selected paragraphs. Note: if you want to customize the line spacing, then select Line Spacing Options. Line Spacing Options will display the Paragraph dialog box. Set the line spacing and click on the OK button when finished. Note: Line spacing will be applied to paragraph or selected paragraphs.

Tabs Tabs can be set using the Ruler (if the horizontal ruler is not turned on, go to the View tab and select Ruler) or by using the dialog box launcher located in the Paragraph group.

Use the Ruler to Set and Edit Tabs The tab icon is located in the far left corner of the ruler. Click on the icon to scroll through the available tabs.

• Left tab

• Center Tab

• Right tab

• Decimal tab

• Bar tab

Add a tab to the ruler by first selecting the tab style and then left clicking on the ruler to place it.

• Move the tab by dragging it to a different location on the ruler. • Remove the tab by left-clicking on the tab and dragging is down and off the ruler. • Edit the tab settings by double-clicking on the tab in the ruler. The Tab dialog box will display

for more formatting options. Tip: when setting a decimal tab, the default leader is set to None. Remember to navigate to the Tab dialog box to set the leader when using a decimal tab.



Alternative Way to Set Tabs Select the dialog launcher from the Paragraph group on the Home tab or the Page Layout tab to display the Tabs dialog box. Type the Tab stop position, select the Alignment for the tab, and depending on the tab, a Leader. Select the Set button after creating or editing a tab stop to hold its settings.

Format Pages Margins Margins in Word are set to the default of 1” for Top, Bottom, Left, and Right. Margins can be adjusted several different ways when working in Word. Margins can be changed for an entire document or for a specific Section. To modify the margin for the entire document, select the drop-down arrow for the Margins icon in the Page Setup group.

From the Margins drop-down menu, select a pre-built Margin scheme or select Custom Margins and build your own. Tip: The Margins icon doesn’t display a Live Preview. However, you can easily swap between the different options and see how it applies to your document. Revert back to Normal to get to the default 1” margins.

Use the Rulers An easy way to adjust margins for a document is to use the ruler. Position the cursor so that it rests on the ruler, left side, where the Blue and White colors meet. The cursor should change to a double arrow and display a tooltip, Left Margin. Left click the mouse and hold when the Left Margin tooltip displays and drag to the right or left on the ruler for a new left margin. Tip: If you hold down your Alt key while doing this, Word will display the margin settings in the ruler and you drag your mouse to a new setting. Change the vertical margins, top and bottom, the same way but using the Vertical Ruler.



Page Orientation The Page Orientation can be changed using the Page Layout tab, Page Setup group. Page Orientation applies to an entire document or to a section. Portrait Landscape Tip: By default, sections are no longer identified in the Status Bar of the Print Layout View. See page 7 of this handout to enable display of Section information in the Status Bar. Change the document Orientation by selecting the drop-down arrow next to the Orientation icon and choosing Portrait or Landscape. Be sure the option in the Apply to area indicates the Whole document or a particular Section, if you are using Sections. For more options, display the Page Setup dialog box by clicking on the dialog box launcher for the Page Setup group.



Headers and Footers The Header and Footer tools are located on the Insert tab, Header & Footer group. Select the drop-down arrow for Footer and choose a style. The footer will apply at the bottom of every page in the document by default. Tip: The Header/Footer can be set up so the First Page can be different. Once a footer/header has been inserted into a document and it is in edit mode, a new tab will appear in the Ribbon for additional Header/Footer tools. Select Different First Page from the Options group. Note, this option is also located in the Page Layout dialog box in the Page Setup group of the Page Layout tab.

Headers and Footers can contain text and/or images. Type your own text and insert your own images or you can insert Quick Parts, pre-built text and design, from the Header & Footer group, Design tab. Note: you must be in edit mode for the Header/Footer in order to see this tool. When finished, remember to Close Header and Footer by clicking on the Red X in the Close group. Tip: Adding the file path to footer. Word 2007/2010 no longer has default file path information that can be inserted in a footer. Custom build a footer and save it to the Footer Style Gallery by following the steps below: From the Insert tab, select the Footer Icon, Edit Footer. Next, select the Quick Parts icon from the Insert tab and select Field from the menu. From the Categories, select Document Information. Field Name should be, FileName, and Field Options should be, Add path to file name, select the check box. Press the OK button. Save the footer to the gallery by selecting Footer from the Insert tab, Save Selection to Footer Gallery, and provide a unique name for the footer.



Page Numbering Add Page Numbering to a document by using the Insert tab, Header & Footer group, Page Number icon.

Select the drop-down arrow for Page Number and notice the different options. Select the page numbering option and Word will insert it in a Header/Footer. Tip: If you have a Title page, the default is set to NOT display the page number on it. To modify this setting, click on the Page Layout tab, Page Setup group, and select the dialog launcher. Check the box labeled different first page.



Change the Start Number for your pages using the Insert tab, Header & Footer group, Page Number drop-down menu, and select Format Page Numbers.

Change the Start At number from 1 to Zero.

Click on OK when finished.

Insert a Picture Word 2007/2010 offers some new and improved tools for inserting pictures. Select the Insert tab, and select Picture from the Illustrations group. Select the picture to insert. Display picture formatting options by clicking or selecting the image. A new Contextual tab appears in the Ribbon called Picture Tools.



Click on the Picture Tools Contextual tab to display the tools in the Ribbon or double-click on the image to navigate to the Picture Tools Contextual tab.

Tip: When you click off the image or some other place in the document, the Picture Tools Contextual tab will disappear.

Contextual Tabs To open the Pictures tools contextual tab on the Ribbon, double-clicking the item to be modified.

Send a Document There are several options for sharing documents with others, but Sending the document to someone will be easiest. Open a document in Word, select the File tab, Save & Send in Word 2010 or in Word 2007, the Office button, Send.



Select the E-mail an option in the right-reading pane of the Office window.

The default E-mail application window will open with the file as an attachment. Type in the address of the recipient in the To field and click on Send.

Paper Size Select the Page Layout tab, Page Setup group, Size icon drop-down menu from the Ribbon.

Set custom paper size or look at more options from the Page Setup dialog box. Access the Page Setup dialog box from the Paper Size drop-down arrow. Select a new paper size and it will apply to the entire document.



Printing Information The Quick Access Toolbar can be configured to display Quick Print & Print Preview and Print options. (See page 2 of this document for instructions). Quick Print enables printing to your default printer without the opportunity to choose options or preview. Print Preview and Print from the Quick Access Toolbar will allow more options.

Print Preview Open a document in Word. From the File tab in 2010 or the Office button in 2007, select Print. Print Preview:

• Change the zoom level • Next Page • Previous Page • Print or Close Print Preview

Quick Print:

• Add the Quick Print to Quick Access toolbar

• The Printer in the Quick Access toolbar will print to your default print. Printer Options:

• Select the drop-down arrow and choose a printer • Select Properties to see printer options and quality settings • Properties will apply to selected printer.

Word Help Need access to Help within an application? Press the shortcut key F1 to display the Help dialog box or select the Question icon in the upper right corner.
