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Word 2013/2007 Quick Start

Contents

Microsoft Word 2013/2010/2007

Session Details



Coming Soon
Courses coming


Requirements for Completion

  • Attendance for the morning and afternoon sessions
Chainsaw

Course Outline

If you are an experienced user of earlier versions of Microsoft Word, then making the initial transition to Word 2101/2007 is easy, until you try to do familiar things like formatting and extensive editing. In this course we uncover the mysteries of the new fluent user interface (the Ribbon) to help you to do what you have always done like create and edit text, format with styles and outlines, check grammar and spelling. We also explore new ways to be productive with shapes, smart art, quick parts, references and more.


Prerequisites: Prior experience with Word 2003 or earlier would be an asset. Access to the Internet to review post-course resources is highly recommended.

Duration: 6 hours (one day / morning and afternoon).


Theoretical Objectives

  • Discuss (explain in your own words) how at least three of these benefits can change your approach to using Word 2010/2007.
  • Understand key benefits of using features that transcend simple creation and editing of text content. Examples:
    • Building Blocks
    • Styles
    • Themes
  • Discuss (explain in your own words) how at least three of these benefits can improve the quality of your results (or speed time to outcome).

Practical Objectives

  • Word 2010/2007
    • Use the Ribbon (new fluent user interface):
    • Building Blocks
    • Styles
    • Outlines
    • Table of Contents
    • Tracking Changes
    • Key Tips (old name - keyboard shortcuts)
  • Optional Topics (time permitting)
  1. Blacklining and Document Comparison - see: Tracking Changes
  2. Page Numbering - see: Lists
  3. Creating Templates
  4. Version Control
  5. Page/Section breaks
  6. Cross References
  7. Headers and Footers


Note: Videos are in Silverlight and these are supported by Internet Explorer

Word Quick Start mind map

Word Make Documents mind map

Overview

Link=Media:Word Quick Start 2013.mmap

Live Mind Map

Image:Word 2007 Make Documents.png

Media:Word 2007 Make Documents.mmap

The Ribbon

  • Quick Access Toolbar
  • Tabs
  • Groups
  • Dialog Box Launcher

Word 2010

Ribbon Overview

Image:Word2010Ribbon.png

Home Tab

Image:Word2010HomeTab.png

Insert Tab

Image:Word2010InsertTab.png


Page Layout

Image:Word2010PageLayoutTab.png

References

Image:Word2010ReferencesTab.png

Mailings

Image:Word2010MailingsTab.png

Review

Image:Word2010ReviewTab.png

View Tab

Image:Word2010ViewTab.png



Word 2007

Word 2007 Ribbon and Toolbars

Office MiniToolbar

Select text and hover over the selection, you will see a faint picture of the mini toolbar. This lets you know that it is available. Point to it and you can see it properly.

Image:OfficeMiniToolbar.png

If you right click on your selection you will see the mini toolbar and the context menu.

Image:OfficeMiniToolbarAndContextMenu.png


Contextual Tabs

Contextual Tabs display commands only when they are relevant to the task at hand. Certain sets of commands are only relevant when objects of a particular type are being edited. For example, the commands for editing a Table object are not relevant until you have inserted one in your document. Clicking on a Table object causes a contextual tab to appear with commands used for editing.

Image:Word2010 ContextualTabs 01.png

Another example: The commands for editing a SmartArt object are not relevant until you have inserted one in your document. Clicking on a SmartArt object causes a contextual tab to appear with commands used for editing.


Image:Word2010 ContextualTabs 02.png



Quick Access Toolbar

Customize it

You can add commands to the Quick Access toolbar.

The easiest way is to locate a command that you use frequently, right-click it and click Add to Quick Access Toolbar.

If the command you want is not on the Ribbon somewhere then you can add the command this way.

Image:Word2007QuickAccessToolbarCloseAll.png

Shortcut keys

Image:Word2007ShortcutKeys.png

Word Options

Image:Word2007OptionsPopular.png

Image:Word2007OptionsCopyPaste.png

Control how text is selected. Applies to PowerPoint too.

Image:WordOptionsAdvanced.png

Galleries

Styles

Image:Office 2007 Galleries Styles.png

Tables

Image:Office 2007 Galleries Tables.png


Cover Pages

Image:Office 2007 Galleries Cover Pages.png


Headers and Footers

Image:Office 2007 Galleries Headers.png



Word 2007 Options

Image:Word2007OptionsCopyPaste.png

New Document

  1. Click the Office Button
  2. New
  3. Featured - this will give you access to new featured items online at Microsoft.

Sample Text

  • three paragraphs
=rand()
  • 50 paragraphs, 6 sentence in each
=rand(50,6)

reference

Building Blocks

Insert Tab

Using Building Blocks

Building Blocks are on the Insert Tab.

Image:Word2007BuildingBlocksOrganizer00.gif

Opening the Building Blocks Organizer

Image:Word2007BuildingBlocksOrganizer01.gif


Creating Building Blocks

Create some text and put it on the clipboard. Then

Image:Word2007BuildingBlocksOrganizer02.gif

Provide some information about the building block in this form.

Image:Word2007BuildingBlocksOrganizer03.gif

Using your Building Block

Image:Word2007BuildingBlocksOrganizer04.gif

OR

Type the name of your Building Block and then hit F3. This will insert it into your document at the insertion point.

Styles

Home Tab

Applying Styles

Styles are on the Home tab.

Select text or multiple selections with ctrl+mouse

Or click the gallery button to see more styles.

Image:Word 2010 Styles 02.png

Creating Styles

Image:Word 2010 Styles 03.png



Templates

Existing Templates

Word includes over 30 pre-installed templates for document types such as letters, faxes, reports, resumés, and blog posts. Here's how you find them:

  1. Click the Microsoft Office Button, and click New.
  2. In the New Document window, click Installed Templates.
  3. Click one of the thumbnails, and see its preview on the right.
  4. When you've found the template you want, click Create.

A new document opens that's based on the template, and you make the changes to it that you want.

The steps for opening templates from the Office Online Web site are very similar. Open the New Document window, but in this case you look in the area under Microsoft Office Online.

Template File Types

Different file types. Templates open a copy of themselves leaving the original unchanged.

Image:Templates01.gif

Create Templates

If you frequently open an existing document, edit it and save it under a new name, you are basically using the original document like a template. You might just as well create a template and streamline the process.


Image:Templates02.gif


Image:Templates03.gif


Learn about templates in Office 2010

Adding Rich Text and Calendar Picker

Add Developer Tab to the Ribbon

Image:Templates05.gif

Insert Rich Controls and toggle Designer View to see what things will look like.

Image:Templates04.gif

Lists

Image:Lists01.gif

  • Sort Lists
  • Format Numbering (click one bullet or number)
  • Tab and Shift-Tab shortcuts
    Image:List02.gif

Version Control

The Versioning feature isn't available in Microsoft Office Word 2007. If you save a document that contains versioning in the Microsoft Office Word 97-2003 file format and then open it in Office Word 2007, you will lose access to the versions.

Important If you open the document in Office Word 2007 and you save the document in either Word 97-2003 or Office Word 2007 file formats, you will permanently lose all versions.

Use the Version Extraction Tool - see Office Migration Planning Manager

You can save versions of a document as multiple files by using the Version Extraction Tool (VET), which is included in the Office Migration Planning Manager (OMPM). The OMPM and the VET are available on the Microsoft TechNet Web site.

Changes to Word 2007

Office Migration Planning Manager

Document life cycle

Description: The document life cycle has the following changes:

The Document Inspector replaces the Remove Hidden Data add-in tool for Office 2003. The entry point and user interface are different. The new user interface enables multiple inspectors to run, which gives the user more granular control of the document-cleaning process. For more information about the Document Inspector feature, see Remove hidden data and personal information from Office documents (http://go.microsoft.com/fwlink/?linkId=110482).

The stand-alone versioning feature in Office Word 2007 has been removed. A more robust versioning feature that stores the information for each version separately is provided with document libraries on Windows SharePoint Services 3.0 sites and Microsoft Office SharePoint Server 2007 sites.

Reason for change:

The Document Inspector provides Remove Hidden Data add-in functionality in the 2007 Office system and is more discoverable. Users do not have to download the Remove Hidden Data add-in tool separately.

The versioning feature in Windows SharePoint Services 3.0 document libraries provides a more robust workflow than what is available with Word 2003.

Migration path: Install the 2007 Office system. For versioning, migrate to a Windows SharePoint Services 3.0 environment. Organizations that used the versioning feature can use the Version Extraction Tool (VET) in the Office Migration Planning Manager (OMPM) to extract versions of a document into multiple files. For more information, see Migrate Word, Excel, and PowerPoint files to the 2007 Office system.

Breaks

Page Breaks

  1. Click where you want to start a new page.
  2. On the Insert tab, in the Pages group, click Page Break

Image:InsertPageBreak.png

Prevent page breaks in the middle of a paragraph

  1. Select the paragraph that you want to prevent from breaking onto two pages.
  2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab.
  3. Select the Keep lines together check box.

Prevent page breaks between paragraphs

  1. Select the paragraphs that you want to keep together on a single page.
  2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab.
  3. Select the Keep with next check box.

Specify a page break before a paragraph

  1. Click the paragraph that you want to follow the page break.
  2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab.
  3. Select the Page break before check box.

Widow/Orphan Control

  1. Select the paragraphs in which you want to prevent widows and orphans.
  2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab.
  3. Select the Widow/Orphan control check box.

Section Breaks

Image:PageLayoutSectionBreak.png

Section breaks are used to create layout or formatting changes in a portion of a document. You can change the following formats for individual sections:

  • Margins
  • Paper size or orientation
  • Paper source for a printer
  • Page borders
  • Vertical alignment of text on a page
  • Headers and footers
  • Columns
  • Page numbering
  • Line numbering
  • Footnotes and endnotes

A section break controls the section formatting of the text that precedes it. When you delete a section break, you also delete the section formatting for the text before the break. That text becomes part of the following section, and it assumes the formatting of that section. For example, if you separate the chapters of a document by using section breaks and then you delete the section break at the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the same section and assume the formatting that previously was used only by Chapter 2.


The section break that controls the formatting of the last part of your document is not shown as part of the document. To change the document formatting, click in the last paragraph of the document.


Spelling & Grammar

Warning

Think of of the Proofing Tools in Word as tools (not tests or proof).
They will help you to catch some errors, but not all. Here are some ideas

.

Raw Text to Consider

Try spell checking this in Word. (Open the sample document or copy/paste the text below into a new Word document.

I will see you their.
Eye will see you their.
 
To be or not to be: That is the question.
To bee or not to be: That is the question.
To be or knot to be: That is the question.
To be or naught to be: That is the question.
To be or not too be: That is the question.
Two be or not too be; That is the question.
May you never have too find an error like this.
My you never have two find an error like this.
My you never have two find an air roar like this.
Apples, peaches, pears, and plums.
"I plum the depths of my imagination." said the plumber.

Spelling & Grammar

Proofing set at the default settings doesn't catch errors with homonyms.

Image:Spelling and Grammar - Spelling Only.png

Spelling & Grammar : Contextual

Turn on Contextual checking for better results.

Image:Spelling and Grammar - All Options.png

Proofing Options

Image:Word 2010 Options Proofing.png

AutoCorrect: Replace/Insert Text Automatically

Word can automatically replace text for you. Up until Office 2007, this was the common approach to generating text automatically.

This is where you set that up


In Office 2010 you can use AutoText instead of AutoCorrect. See the next section for more details.

AutoText

In Office 2010 you can use AutoText instead of AutoCorrect, and this is especially appropriate for longer blocks of text with formatting.

To create AutoText

  • Select something that you have typed
  • Choose Insert |
    • Quick Parts
    • AutoText
  • Click Save Selection
  • Give the AutoText a name

For example, if you frequently need to type:

Chapman Learning Commons

Image:Office 2010 AutoText 01.png

From this point on you can recall the AutoText entry from the Insert | Quick Parts list.

Image:Office 2010 AutoText 02.png

Hint: Add AutoText to the Quick Access Toolbar

Image:Office 2010 AutoText 03.png

And then you can access your AutoText any time you need it with a single click.

Image:Office 2010 AutoText 04.png





Page Numbering / Section Breaks

When you are finished this exercise you will have a new document with 6 or 7 pages. The first three will have page numbers like i ii iii. The following pages will have page numbering like this 1 2 3 .


Create a new document.

Right click the status bar (bottom of the screen) and turn on

  • Formatted Page Number
  • Section
  • Page Number (on by default)

Image:Page Numbering 01.png

On the Home Tab, Paragraph Group, click Show/Hide so you can see all the hidden characters and particularly the page and section breaks.

Image:Page Numbering 02.png

Insert 3 page breaks (press ctrl-Enter) 3 times You will see this page break indicator on each new page.


Image:Page Numbering 03.png

Insert Page Numbers

Image:Page Numbering 04.png

This will give you 3 pages with Arabic numbers (1, 2, 3) at the bottom right.

Go to the end of the document (ctrl-End). On the Page Layout Tab Insert a Section Break

Image:Page Numbering 05.png


You will see the Section Break

Image:Page Numbering 06.png

After the Section Break add several more new pages (Ctrl-Enter).

Notice the Status bar (lower left corner of the screen).

Scroll to Section 2.

Double click in the footer and turn off Link to Previous.

Image:Page Numbering 07.png

Right click and click Format Page Numbers. Set it to Number format 1, 2, 3. Set the Page Numbering to start at 1.

Image:Page Numbering 08.png


Navigate to section 1. Right click the page number and click Format Page Numbers. Set the Number format to i, ii, iii. Set the Page Numbering to start at i

Image:Page Numbering 09.png




References

Image:InsertBookMark.gif

Image:InsertCrossReference.gif


Image:InsertCrossReference02.gif

Outlines

Start with View | Outline

View Tab

Outline Tool

Image:Word 2010 Outlines 00.png

This takes you to the Outline View where you can start building your Outline

Image:Word 2010 Outlines 01.png

Outline Numbering

If you already have an Outline it is easy to apply numbering to your headings.

On the Home tab | Paragraph group | Click Multilevel list


Image:Word 2010 Outline Numbering.png



Table of Contents

Table of Contents

This is really easy to do if you have used the Outline View (above) or used Styles

  • Heading 1
  • Heading 2
  • Heading 3

Place your cursor at the point in your document where you want the Table of Contents to appear.

  1. Reference Tab
  2. Table of Contents
  3. Pick a Style for your Table of Contents

Image:Word 2010 Table of Contents.png


Themes

Page Layout Tab

Start with a nicely formatted document with Heading 1, Heading 2, Heading 3, type styles.

Image:Word2007Themes00.gif

Use the Page Layout Tab and click Themes and pick a Theme.

Image:Word2007Themes01.gif

See the new theme applied.

Image:Word2007Themes02.gif

Tracking Changes

You can track all your changes in your document.

  1. Review Tab
  2. Track Changes Tool
  3. (Optional) Turn on Review Pane
  4. Edit your document
  5. See Changes in the Reviewing Pane

Review Tab

Image:Word2007TrackChanges00.gif

Smart Art

  1. Insert Tab
  2. Choose a SmartArt Graphic
  3. Edit Text

Insert Tab

SmartArt Tool

Image:SmartArt00.gif

Choose a SmartArt Graphic

Image:SmartArt01.gif

Edit Text

Image:SmartArt02.gif


  • SmartArt Graphics - generic tutorial that applies to all of Office 2007 and SmartArt.

Pictures

Cropping

Select a picture. Then go to the Picture Tools contextual tab and select Crop to go into cropping mode.

Image:Word2010 Picture Cropping.png

Reference: Improvements for Cropping Pictures

Sections

Page Layout Tab

Breaks Tool

Section Breaks

Image:Word2007BreaksSection00.gif

Headers & Footers

Add a Header

Image:Word2007Header00.gif

Go to the next section and turn off the Link to Previous so you can have a separate header for different sections.

Image:Word2007Header01.gif

Try different Odd and Even pages, and then put a different field into the header.

Image:Word2007Header02.gif


Image:Word2007Header04.gif


Tabs and the Ruler

First you turn on the Ruler so that you can see the tabs. View Tab | Ruler (check box)

Image:Word 2010 Tabs01.png

It’s easier to see what you are doing if you zoom in (try 200%)

Now you can click the button at the far left of the Ruler to change the default tab type (left, right, decimal …)

Image:Word 2010 Tabs02.png

Then click the Ribbon where you need a tab. You can double click any existing tab and see the Tabs dialog box.

Image:Word 2010 Tabs03.png

For more help - while you have the Tab dialog box open, press F1 (help).

Image:Word 2010 Tabs04.png

Reference: Word 2010 Set tabs or clear them

Hint: If you are formatting columns of information using custom tabs, consider using a table instead. You can convert tabbed data into a table by selecting the data, then on the Insert Tab click Table | Convert Text to Table.

Image:TabsToTable01.png


Quick Hits

  • Save as PDF
    This download allows you to export and save to the PDF and XPS formats in eight 2007 Microsoft Office programs. It also allows you to send as e-mail attachment in the PDF and XPS formats in a subset of these programs.

Resources


Quick Reference Guides

Avery Label Templates

Word Tips

Word 2010

Welcome to Office 2010 Introducing Microsoft Office 2010

Excerpt from Office 2010 Hands on with the Technical Preview

Office 2007 introduced the pearl-like Office Button menu that worked like an enhanced version of the traditional File menu. Office 2010 replaces that button with a small, rectangular icon that opens a spacious "Backstage" page of fully explained options for saving, printing, and managing files, making it easier to plumb the depths of Office's enormous feature set. The Backstage view is essentially a single menu for accessing features that apply to the whole of a document, such as printing, saving, and sharing; the main editing screen is used for accessing all the actual data that's visible in the document. On the ribbon, a tiny up-arrow icon reminds you that you can temporarily turn off the ribbon by clicking that button—and you can, of course, still toggle the ribbon on and off with the little-known Ctrl-F1 keystroke introduced in Office 2007.

Sneak Peek 01 Sneak Peek 02

• Word 2010 looks and acts almost exactly like the 2007 version, but there's a major advance hidden deep under the surface. For the first time, a Microsoft application supports the advanced typographic features of OpenType fonts. These include options to toggle between standard "upper-case" numerals that line up correctly in vertical columns in spreadsheets and "lower-case" numerals that have different widths (the "1" is narrower than the "8") and are subtly more readable. Other typographic features like fancy "swash" variants at the ends of words and characters like "Qu" that can automatically join into an elegant single character are also supported through the font dialog. Until Office 2010, the only Windows applications that supported these features were Adobe's Photoshop, Illustrator, InDesign, and QuarkXPress 8.






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