Track Changes - XVII

Track Changes is a great feature of Word that allows you to see what changes have been made to a document.  The tools for track changes are found on the Reviewing tab of the Ribbon.

Begin Track ChangesTo keep track of the changes you’ll be making to a document, you must click on Track Changes icon. 
To start Tracking Changes:

• Click Review Tab on the Ribbon
• Click Track Changes
• Make the changes to your document and you will see any changes you have made.

Document Views
There are four ways to view a document after you have tracked changes:

• Final Showing Markup:  This shows the document with the changes displayed
• Final:  This shows the changed document, without the changes displayed
• Original Showing Markup:  The original document with the changes displayed
• Original:  The original document without any changes.

To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.

The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors’ comments. 

Accept or Reject Changes
When you view the changes in a document you can either choose to accept or reject the changes.  This allows you to review the document by each change to accept or reject each change.

Comments
The New Comments icon also lets you add comments to the document.  To add a new comment, put your cursor where you would like to add the comment and click on New Comment.

References and Citations - XVI

Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources.  The first step to creating a reference list and citations in a document is to choose the appropriate style that you will be using for formatting the citations and references.

Style
To choose a publishing style:

• Click the References Tab on the Ribbon
• Click the drop down box next to Style in the Citations & Bibliography Group
• Choose the appropriate style.

Citations
To insert a citation in the text portion of your document:

• Click the References Tab on the Ribbon
• Click the Insert Citation Button on the Citations & Bibliography Group
• If this is a new source, click New Source
• If you have already created this source, it will in the drop down list and you can click on it

• If you are creating a New Source, choose the type of source (book, article, etc.)
• Complete the Create Source Form
• If you need additional fields, be sure to click the Show All Bibliography Fields check box
• Click OK

Placeholders
Placeholders can be utilized when there is a reference to be cited, but you do not have all of the information on the source.  To insert a Placeholder:

• Click Insert Citation
• Click Add New Placeholder

Manage Sources
Once you have completed a document you may need to add or delete sources, modify existing sources, or complete the information for the placeholders. To Manage Sources:

• Click the References Tab on the Ribbon
• Click the Manage Sources Button on the Citations & Bibliography Group
• From this menu you can Add, Delete, and Edit Sources (note, you can preview the source in the bottom pane of the window

Bibliography
To add a Bibliography to the document:

• Place the cursor in the document where you want the bibliography
• Click the References Tab on the Ribbon
• Click the Bibliography Button on the Citations & Bibliography Group
• Choose Insert Built-in Bibliography/Works Cited or Insert Bibliography

Insert Footnote
Some types of academic writing utilize footnotes.  To insert a footnote:

• Click the References Tab on the Ribbon
• Click Insert Footnote (or Insert Endnote depending on your needs)
• Begin typing the footnote

Lists - XV

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

Creating Web Pages - XIV

Simple web pages can be created in Word using the Save as Feature.  In a web document, you can insert pictures and hyperlinks.  To view the document as you would a web page:

• Click the View Tab on the Ribbon
• Click the Web Layout Button in the Document Views Group

Table of Contents - XIII

The easiest way to create a Table of Contents is to utilize the Heading Styles that you want to include in the Table of Contents.  For example:  Heading 1, Heading 2, etc. based on the content of your document.   When you add or delete headings from your document, Word updates your Table of Contents.  Word also updates the page number in the table of contents when information in the document is added or deleted. When you create a Table of Contents, the first thing you want to do is mark the entries in your document.  The Table of Contents is formatted based on levels of headings.  Level 1 will include any text identified with the style Heading 1. 

Mark Table of Contents Entries
You can mark the Table of Contents entries in one of two ways:  by using built-in heading styles or by marking individual text entries. 

To Use Built-In Heading Styles

Macros - XII

« Page Formatting Macros Table of Contents » Macros are advanced features that can speed up editing or formatting you may perform often in a Word document. They record sequences of menu selections that you choose so that a series of actions can be completed in one step. Recording a Macro To record a Macro: Click the View Tab on the Ribbon Click Macros Click Record Macro

Page Formatting - XI

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.

Proofreading a Document - X

There are many features to help you proofread your document.  These include:  Spelling and Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

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. 

Graphics - IX

Word 2007 allows you to insert 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:

Adding Tables - VIII

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

Styles - VII

The use of Styles in Word will allow you to quickly format a document with a consistent and professional look.  Styles can be saved for use in many documents.

Apply Styles
There are many styles that are already in Word ready for you to use.  To view the available styles click theStyles dialog box on the Styles Group in the Home Tab.  To apply a style:

• Select the text
• Click the Styles Dialog Box
• Click the Style you choose

Formatting Paragraphs - VI

Formatting paragraphs allows you to change the look of the overall document.  You can access many of the tools of paragraph formatting by clicking the Page Layout Tab of the Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

Change Paragraph Alignment

Formatting Text - V

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:

Editing a Document - IV

Typing and inserting Text
To enter text, just start typing! The text will appear where the blinking cursor is located. Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. The keyboard shortcuts listed below are also helpful when moving through the text of a document:

Move Action	Keystroke
Beginning of the line	HOME
End of the line	END
Top of the document	CTRL+HOME
End of the document	CTRL+END

Selecting Text
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 on the Quick Access Toolbar

Customize the Word Environment - III

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.

Working With Documents - II

Create a New Document
There are several ways to create new documents, open existing documents, and save documents in Word:

• Click the Microsoft Office Button  and Click New  or
• Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank.  If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document

• Click the Microsoft Office Button  and Click Open, or
• Press CTRL+O (Depress the CTRL key while pressing the “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 or Save As (remember, 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 ClickWord 97-2003 Document), or
• Press CTRL+S (Depress the CTRL key while pressing the “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. 

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.

Close a Document
To close a document:

• Click the Office Button
• Click Close

Getting Started - I

Screen Layout

Menus

When you begin to explore Word 2007 you will notice a new look to the menu bar. There are three features that you should remember as you work within Word 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. These three features contain many of the functions that were in the menu of previous versions of Word. The functions of these three features will be more fully explored below.

The Microsoft Office Button

The Microsoft Office button performs many of the functions that were located in the File menu of older versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send (through email or fax), publish 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.