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Feb 2, 2010

What is Microsoft word 2007 and how can we work on it?

Microsoft word is a big major family member of microsoft office group. it was developed by Microsoft corporation USA. Microsoft word is very important member of Microsoft group. In past Microsoft word was created in dos version.
Microsoft word is a computerized way to perform a task that has existed for centuries text creation and management. Microsoft word is a kind of text. like Articles, reports, Memos, Letters, Books, Newspaper etc. Microsoft word also saves the documents for future use with retrieving and revsion facility. In this program if you type any text, they are displayed on screen at first and it stores temporarily and when we save it than it stores for permanently. You can also save your document in other externtal device like pendrive, cd, dvd , jagdisk etc. Now a days microsoft word is used by many people and organization all over the world to save money and time. Microsoft word gives each and every facilities what the user wants. if you imagine that oh it will be good if this document looks like this or if i can make this or that change" than just simpli imagine and go and if you calculalte about it's feature and advantages than , it's features are
  1. Preparation, Publishing, editing, printing of articles, letters, reports, memos, books etc.
  2. Storage, retrieval and creation of document
  3. Automatic word wrap, centering, underlining, change case, first letter capitalization, over typing, page numbering, justification, page counting, proportional space and many more.
  4. Efficient search facility.
  5. Find any word and replace.
  6. Automatic correspondence.
  7. Grammer and spelling check.
  8. Fille extract and file merge.
  9. Graphics facility.
  10. Help and service.
  11. Short facility.
  12. Ability to work with other program.
  13. Heavy password security.
  14. Calculation with tables, and many more.
and it's advantages are
  • Higher quality output resulting form advance equipment.
  • Increased office efficiecy resulting in improved secretarial support for all word originators.
  • Automatic checks grammer and errosrs and replace it.
  • Faster output speed.
  • Reduction in amount of proof reading required.
  • Reduce ret-typing time for errors free hard copy.
  • Facilitation of print preview document revison and change before committing to print.
  • Elimination of stationery wastage.
  • Improved human resource utilization with better control and supervision of secreatarial personnel through a word processing center.

Short cut keys
  • CTRL+A=Select the whole page
  • CTRL+B= Making bold to selected document
  • CTRL+C= For copying the document
  • CTRL+E= For aligning in center
  • CTRL+F= For finding
  • CTRL+G= For goto options
  • CTRL+H= For Replace
  • CTRL+I= Changing the selected document in italic mode
  • CTRL+J= For Justyfying
  • CTRL+O= For opening our previous document
  • CTRL+P= For Printing
  • CTRL+R= for Aligning Right side
  • CTRL+S= For Saving our document
  • CTRL+U= For Underline in your selected text
  • CTRL+V= For Pasting
  • CTRL+W= For closing the current work
  • CTRL+X= For cutting the selected Text or document
  • CTRL+Y = For Redo option
  • CTRL+Z= For Undo option

How to open Microsoft word?
• Click on Start menu.
• Choose Program
• Choose the Ms- Office (or)
• Select Microsoft Word 2007
OR
• Click on Start Bottom
• Choose Run
• Then a dialogue box will display.

• Type the text "WinWord" into Run box.
• Click on OK
• Then your required program (Word) will open

Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Ms word. This button allows you to create a new workbook, Open an existing workbook, save and save as, print, send, or close.

The Ribbon
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page Layout, References, Mailings, Review, and View that contain many new and existing features of Word. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. Commonly used features are displayed on the Ribbon, to view additional features within each group, click on the arrow at the bottom right of each group.
Each of the 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

Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.


Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.


Working With Ms –word
Document Views
There are many ways to view a document in Word.
Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time.
Web Layout: This is a view of the document as it would appear in a web browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the bottom of the screen or:
  • Click the View Tab on the Ribbon
  • Click on the appropriate document view.


Create a New Page
  • Click the Microsoft Office Button and Click New or
  • Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard
  • Click on Blank document.

Opening anPrevious document
  • Click the Microsoft Office Button and Click Open, or
  • Press CTRL+O on the keyboard, or
  • If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document
  • Click the Microsoft Office Button and Click Save button
(Note:- if you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 97-2003 Document), or
  • Press CTRL+S on the keyboard, or
  • Click the File icon on the Quick Access Toolbar.

Renaming Documents
  • To rename a Word document while using the program:
  • Click the Office Button and find the file you want to rename.
  • Right-click the document name with the mouse and select Rename from the shortcut menu.
  • Type the new name for the file and press the ENTER key.

Working on Multiple Documents
Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it.

Close a Document
  • To close a document:
  • Click the Office Button
  • Click Close

Word Options
Word 2007 offers a wide range of customizable options that allow you to make Word work the best for you. To access these customizable options:
Click the Office Button
Click Word Options

Popular
These features allow you to personalize your work environment with language, color schemes, user name and allow you to access the Live Preview feature. The Live Preview feature allows you to preview the results of applying design and formatting changes without actually applying it.

Display
This feature allows you to modify how the document content is displayed on the screen and when printed. You can opt to show or hide certain page elements.

Proofing
This feature allows you personalize how word corrects and formats your text. You can customize auto correction settings and have word ignore certain words or errors in a document.

Save
This feature allows you personalize how your document is saved. You can specify how often you want auto save to run and where you want the documents saved.

Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and saving.

Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.

Page Setup
Modify Page Margins and Orientations
The page margins can be modified through the following steps:
  • Click the Page Layout Tab on the Ribbon
  • On the Page Setup Group, Click Margins
  • Click a Default Margin, or
  • Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:
  • Click the Page Layout Tab on the Ribbon
  • On the Page Setup Group, Click the Orientation, Size, or Columns drop down menus
  • Click the appropriate choice

Apply a Page Border and Color
  • To apply a page border or color:
  • Click the Page Layout Tab on the Ribbon
  • On the Page Background Group, click the Page Colors or Page Borders drop down menus

Insert Common Header and Footer Information
To insert Header and Footer information such as page numbers, date, or title, first, decide if you want the information in the header or in the Footer, then:
  • Click the Insert Tab on the Ribbon
  • Click Header or Footer
  • Choose a style

The Header/Footer Design Tab will display on the Ribbon
Choose the information that you would like to have in the header or footer (date, time, page numbers, etc.) or type in the information you would like to have in the header or footer

Create a Page Break
  • To insert a page break:
  • Click the Page Layout Tab on the Ribbon
  • On the Page Setup Group, click the Breaks Drop Down Menu
  • Click Page Break

Insert a Cover Page
  • To insert a cover page:
  • Click the Insert Tab on the Ribbon
  • Click the Cover Page Button on the Pages Group
  • Choose a style for the cover page

Insert a Blank Page
  • To insert a blank page:
  • Click the Insert Tab on the Ribbon
  • Click the Blank Page Button on the Page Group



To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The following table contains shortcuts for selecting a portion of the text:
Selection 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
Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.
Inserting Additional Text
Text can be inserted in a document at any point using any of the following methods:
Type Text: Put your cursor where you want to add the text and begin typing
Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste.
Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste.
Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.
You will notice that you can also use the Clipboard group on the Ribbon.

Rearranging Blocks of Text
To rearrange text within a document, you can utilize the Clipboard Group on the Home Tab of the Ribbon.
Insert picture of clipboard group labeled
Move text: Cut and Paste or Drag as shown above
Copy Text: Copy and Paste as above or use the Clipboard group on the Ribbon
Paste Text: Ctrl + V (hold down the CTRL and the “V” key at the same time) or use the Clipboard group to Paste, Paste Special, or Paste as Hyperlink

Deleting Blocks of Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete text to the left of the cursor and Delete will erase text to the right. To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key.
Search and Replace Text

To find a particular word or phrase in a document:
Click Find on the Editing Group on the Ribbon
To find and replace a word or phrase in the document, click Replace on the Editing Group of the Ribbon.

Undo Changes
To undo changes:
Click the Undo Button or press Ms Word


Mail Merge -
To merge (combine) two files having one data records and another main document.
a. Insert table for data file.
b. At the first row, type field name (header name) in each cell.
c. From second row, type data records.
d. After typing al data records, save the file as new file name and close it.
e. Create main document, under main document type the text which will be constant for all merge record.
f. Save the main document as new file name.
g. Go to Mailings Ribbon
h. Under Mailings Ribbon, click on Start Mail Merge.
i. Click on Select Recipients and click on use existing list.
j. Select the data source file.
k. Click on open.
l. Then click on Insert Merge Fields.
m. Select and click on insert button and at last click on close.
n. For finishing the merging process, from finish group
o. Click on Edit Individual documents.
p. Select your required document or check on all
q. Click on OK

Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document: Font, Paragraph, and Styles.


Change Font Typeface and Size
  • To change the font typeface:
  • Click the arrow next to the font name and choose a font.

To change the font size:

  • Click the arrow next to the font size and choose the appropriate size, or
  • Click the increase or decrease font size buttons.


Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text. They include: Bold, Italic, and Underline. To add these to text:
  • Select the text and click the Font Styles included on the Font Group of the Ribbon, or
  • Select the text and right click to display the font tools


Change Text Color
  • To change the text color:
  • Select the text and click the Colors button included on the Font Group of the Ribbon, or
  • Highlight the text and right click and choose the colors tool.
  • Select the color by clicking the down arrow next to the font color button.


Highlight Text (text back color)
Highlighting text allows you to use emphasize text as you would if you had a marker. To highlight text:
  • Select the text
  • Click the Highlight Button on the Font Group of the Ribbon, or
  • Select the text and right click and select the highlight tool
  • To change the color of the highlighter click on down arrow next to the highlight button.


Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting. To copy the formatting, do the following:
  • Select the text with the formatting you want to copy.
  • Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab
  • Apply the copied format by selecting the text and clicking on it.

Clear Formatting
  • To clear text formatting:
  • Select the text you wish to clear the formatting
  • Click the Styles dialogue box on the Styles Group on the Home Tab
  • Click Clear All
Change Paragraph Alignment
The paragraph alignment allows you to set how you want text to appear. To change the alignment:
  • Click the Home Tab
  • Choose the appropriate button for alignment on the Paragraph Group.
Align Left: the text is aligned with your left margin
Center: The text is centered within your margins
Align Right: Aligns text with the right margin
Justify: Aligns text to both the left and right margins.


Indent Paragraphs
Indenting paragraphs allows you set text within a paragraph at different margins. There are several options for indenting:
First Line: Controls the left boundary for the first line of a paragraph
Hanging: Controls the left boundary of every line in a paragraph except the first one
Left: Controls the left boundary for every line in a paragraph
Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:
  • Click the Indent buttons to control the indent.
  • Click the Indent button repeated times to increase the size of the indent.
  • Click the dialog box of the Paragraph Group
  • Click the Indents and Spacing Tab
  • Select your indents


Add Borders and Shading
You can add borders and shading to paragraphs and entire pages. To create a border around a paragraph or paragraphs:
  • Select the area of text where you want the border or shading.
  • Click the Borders Button on the Paragraph Group on the Home Tab
  • Choose the Border and Shading
  • Choose the appropriate options
Apply Styles
Styles are a present collection of formatting that you can apply to text. To utilize Quick Styles:
Select the text you wish to format.
  • Click the dialog box next to the Styles Group on the Home Tab.
  • Click the style you wish to apply.


Create link
Creating links in a word document allows you to put in a URL that readers can click on to visit a web page. To insert a link:
  • Click the Hyperlink Button on the Links Group of the Insert Tab.
  • Type in the text in the “Text to Display” box and the web address in the “Address” box.

Change Spacing between Paragraphs and Lines
You can change the space between lines and paragraphs by doing the following:
Select the paragraph or paragraphs you wish to change.
  • On the Home Tab, Click the Paragraph Dialog Box
  • Click the Indents and Spacing Tab
  • In the Spacing section, adjust your spacing accordingly
  • Creating table
  • Tables are used to display data in a table format.
  • Create a Table
  • To create a table:
  • Place the cursor on the page where you want the new table
  • Click the Insert Tab of the Ribbon
  • Click the Tables Button on the Tables Group. You can create a table one of four ways:
  • Highlight the number of row and columns
  • Click Insert Table and enter the number of rows and columns
  • Click the Draw Table, create your table by clicking and entering the rows and columns
  • Click Quick Tables and choose a table

Enter Data in a Table
  • Place the cursor in the cell where you wish to enter the information. Begin typing.
  • Modify the Table Structure and Format a Table
  • To modify the structure of a table:
  • Click the table and notice that you have two new tabs on the Ribbon: Design and Layout. These pertain to the table design and layout.

On the Design Tab, you can choose:
Table Style Options
Table Styles
Draw Borders
To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab allows you to:
View Gridlines and Properties (from the Table Group)
Insert Rows and Columns (from the Rows & Columns Group)
Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
Merge or Split Cells (from the Merge Group)
Increase and Decrease cell size (Cell Size Group)
Align text within the cells and change text directions (Alignment Group)


Inserting special characters, symbols, pictures, illustrations, and watermarks.
  • Symbols and Special Characters
  • Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard. To insert symbols and special characters:
  • Place your cursor in the document where you want the symbol
  • Click the Insert Tab on the Ribbon
  • Click the Symbol button on the Symbols Group
  • Choose the appropriate symbol.

Change Case: -
To change selected text in sentence case or upper case or lower case or title case or toggle case.
a. Selected the text.
b. Choose format> change case.
c. Choose sentences case or upper case or lower case or title case or toggle case.
d. Click on ok button.
Drop Cap:-
To change selected paragraph first letter as drop cap
e. Place the cursor with in paragraph.
f. Choose format > drop cap.
g. Choose position of drop cap (dropped or in margin)
h. Choose number of line to drop, distance from text, choose fonts from respective box then click on ok button.
Column:-
  • To make the text in column method we use column.
  • To insert the column
  • Select the text
  • Go to Page layout ribbon
  • Click on columns from page setup group
  • select the required option or click on more columns
  • choose required option
  • click on OK.
Equations
Word 2007 also allows you to insert mathematical equations. To access the mathematical equations tool:
  • Place your cursor in the document where you want the symbol
  • Click the Insert Tab on the Ribbon
  • Click the Equation Button on the Symbols Group
  • Choose the appropriate equation and structure or click Insert New Equation

To insert a picture:
  • Place your cursor in the document where you want the illustration/picture
  • Click the Insert Tab on the Ribbon
  • Click the Picture Button
  • Browse to the picture you wish to include
  • Click the Picture
  • Click Insert
Smart Art
Smart Art is a collection of graphics you can utilize to organize information within your document. It includes timelines, processes, or workflow. To insert SmartArt
Place your cursor in the document where you want the illustration/picture
  • Click the Insert Tab on the Ribbon
  • Click the SmartArt button
  • Click the SmartArt you wish to include in your document
  • Click the arrow on the left side of the graphic to insert text or type the text in the graphic.

Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging the cursor to the size you want the picture.

Watermarks
A watermark is a translucent image that appears behind the primary text in a document. To insert a watermark:
  • Click the Page Layout Tab in the Ribbon
  • Click the Watermark Button in the Page Background Group
  • Click the Watermark you want for the document or click Custom Watermark and create your own watermark
  • To remove a watermark, follow the steps above, but click Remove Watermark

Spelling and Grammar
  • To check the spelling and grammar of a document
  • Place the cursor at the beginning of the document or the beginning of the section that you want to check
  • Click the Review Tab on the Ribbon
  • Click Spelling & Grammar on the Proofing Group.

Any errors will display a dialog box that allows you to choose a more appropriate spelling or phrasing.


If you wish to check the spelling of an individual word, you can right click any word that has been underlined by Word and choose a substitution.

Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:
  • Click the Review Tab of the Ribbon
  • Click the Thesaurus Button on the Proofing Group.
  • The thesaurus tool will appear on the right side of the screen and you can view word options.


You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.

Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize AutoCorrect:
  • Click the Microsoft Office button
  • Click the Word Options Button
  • Click the Proofing tab
  • Click AutoCorrect Options button
  • On the AutoCorrect Tab, you can specify words you want to replace as you type

Listing Data
Lists allow you to format and organize text with numbers, bullets, or in an outline.
Bulleted and Numbered Lists
Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.
To add a list to existing text:
  • Select the text you wish to make a list
  • From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

To create a new list:
Place your cursor where you want the list in the document
Click the Bulleted or Numbered Lists button
Begin typing
Nested Lists
A nested list is list with several levels of indented text. To create a nested list:
Create your list following the directions above
Click the Increase or Decrease Indent button

Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.
  • Select the entire list to change all the bullets or numbers, or
  • Place the cursor on one line within the list to change a single bullet
  • Right click
  • Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.
  • Table of contents (TOC): -
  • To create the TOC topics must be formatted with h1, h2, h3……
  • To create a table of contents to locate information easily.

a. Place the insert point, where you want to create.
b. Choose references ribbon
c. Select the required style.
To update the TOC
Click on update table from references ribbon.
Or
a) Click anywhere in table of contents
b) Pres F9 key.


Mail Merging
  • Prepare a letter or a mail document
  • Place a cursor in required position
  • Click on mailing tab form the ribbon
  • From the ‘start mail merge’ group click on start mail merge
  • Click on letter
  • Form the same group click on ‘select recipients’ and select “type a new list”
  • a new address list dialog box will appear
  • Click on customize columns to edit the column
  • Then use add or delete button to add and deleting the columns
  • Click on ok
  • prepare address list for your mailing
  • click on ok
  • Save the address list in any location
  • Click on save
  • Then from the ‘write & insert fields’ click on insert merge fields
  • A “insert merge field” dialog box will appear
  • Select the fields and click in insert button
  • After inserting field click on cancel
  • At last go to finish group and click on “finish & merge”
  • Select “edit individual documents”
  • Then “merge to new document” dialog box will appear
  • Select your requirement and click on ok
Mail Merge (form existing data): -
To merge (combine) two files having one data records and another main document.
a. Insert table for data file.
b. At the first row, type field name (header name) in each cell.
c. From second row, type data records.
d. After typing al data records, save the file as new file name and close it.
e. Create main document, under main document type the text which will be constant for all merge record.
f. Save the main document as new file name.
g. Go to Mailings Ribbon
h. Under Mailings Ribbon, click on Start Mail Merge.
i. Click on Select Recipients and click on use existing list.
j. Select the data source file.
k. Click on open.
l. Then click on Insert Merge Fields.
m. Select and click on insert button and at last click on close.
n. For finishing the merging process, from finish group
o. Click on Edit Individual documents.
p. Select your required document or check on all
q. Click on OK
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