PRODUCTIVITY TOOLS

Word Document Processing – MS Word 2007

Free Wi-Fi Internet Access in Public Places Project
Capacity Building Component
OBJECTIVES
At the end of this course, the participants would be able to:
 Work with documents and save them in different file formats.
 Choose built-in options, such as the Help function, to enhance
productivity.
 Recognize good practice in choosing the appropriate formatting
options.
 Insert tables, images, and drawn objects into documents.

 Adjust document page settings.

 Check and correct spelling before finally printing documents.
MICROSOFT WORD

 Microsoft Word is a word processing software

package. You can use it to type letters, reports, and
other documents.
STARTING UP MS WORD 2007

 Click on the Start Menu on the bottom left

corner of your desktop
 Select Start → All Programs → Microsoft Office
→Microsoft Office Word 2007
MS WORD INTERFACE
MICROSOFT OFFICE BUTTON

 In the upper-left corner of the Word

2007 window is the Microsoft Office
button.
 When you click the button, a menu
appears. You can use the menu to
create a new file, open an existing file,
save a file, and perform many other
tasks.
QUICK ACCESS TOOLBAR

 The Quick Access toolbar provides you with access

to commands you frequently use. By default Save,
Undo, and Redo appear on the Quick Access toolbar.
You can use Save to save your file, Undo to rollback
an action you have taken, and Redo to reapply an
action you have rolled back.
RIBBON

 InMicrosoft Word 2007, you use the Ribbon to issue

commands. The Ribbon is located near the top of
the screen, below the Quick Access toolbar. At the
top of the Ribbon are several tabs; clicking a tab
displays several related command groups.
TABS
Each 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
RULER

 Theruler is found below the Ribbon. You can use

the ruler to change the format of your document
quickly.
RULER
If your ruler is not visible, follow the steps listed here:

1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide
group. The ruler appears below the Ribbon.
STATUS BAR
 The Status bar appears at the
very bottom of your window
and provides such information
as the current page and the
number of words in your
document.
 You can change what displays on the Status
bar by right-clicking on the Status bar and
selecting the options you want from the
Customize Status Bar menu. You click a
menu item to select it. You click it again to
deselect it. A check mark next to an item
means it is selected.
DOCUMENT VIEWS
Under View tab:

Draft View most frequently used view; used quickly edit your document.
Web Layout enables you to see your document as it would appear in a browser such
View as Internet Explorer.
Print Layout
View shows the document as it will look when it is printed.
Reading
Layout View formats your screen to make reading your document more comfortable.

Outline View
displays the document in outline form; can display headings without the
text. If you move a heading, the accompanying text moves with it.
SHORTCUT KEYS
Working with Documents
KEYBOARD ACTION
SHORTCUT
Ctrl + N Start a new document
Ctrl + O Open an existing document
Ctrl + W Close a document
Ctrl + S Save a document
F12 Save a document in a different version or format
Ctrl + P Print a document
SHORTCUT KEYS
Formatting Text
KEYBOARD ACTION
SHORTCUT
Ctrl + B Bold
Ctrl + I Italics
Ctrl + U Underline
Ctrl + D Open the Font dialog box
Ctrl + [ Increase the font size by 1 point
Ctrl + ] Decrease the font size by 1 point
SHORTCUT KEYS
Alignment
KEYBOARD ACTION
SHORTCUT
Ctrl + E Center align
Ctrl + J Justify align
Ctrl + R Right align
Ctrl + L Left align
Ctrl + M Indent paragraph from left
Ctrl + T Create hanging indent
SHORTCUT KEYS
Using the Function Keys

KEY ACTION KEY ACTION

F1 Help F8 Extend a selection
F2 Move text or graphics F9 Update a selected field
F4 Repeat last action F10 Show Key Tips
F5 Go to command F11 Go to next field
F6 Go to the next pane or frame F12 Save as command
F7 Check Spelling and Grammar
SHORTCUT KEYS
Using Shift + Function Keys Using Ctrl + Function Keys

KEY ACTION KEY ACTION

Shift + F2 Copy text Ctrl+ F2 Print Preview
Shift + F3 Change the case of letters Ctrl + F4 Close the Window
Shift + F7 Thesaurus Ctrl + F10 Maximize the Window
Shift + F8 Shrink a selection Ctrl + F12 Open a document
Shift + F12 Save as command
Shift + F2 Copy text
CREATING A NEW DOCUMENT

1. Click the   button and

2. Click New  
or
1. Press CTRL + N (Press the
CTRL key while pressing the
“N”) on the keyboard.
OPENING AN EXISTING DOCUMENT
1. Click the   button and
2. Click Open  
or
1. Press CTRL + O (Press the CTRL key
while pressing the “O”) on the keyboard.
or
If you have recently used the document:
1. Click the Microsoft Office Button.
2. Click the name of the document in
the Recent Documents section of the
window.
SAVING A DOCUMENT USING SAVE/ SAVE AS

1. Click the   button.

2. Click Save or Save As. 
or
1. Press CTRL + S (Press the CTRL key
while pressing the “S”) on the keyboard.
or
1. Click the File icon on the Quick
Access Toolbar.
RENAMING A DOCUMENT

1. Click the   button and find the file

you want to rename.

2. Right-click the document name using the

mouse and select Rename from the shortcut
menu.

3. Type the new name for the

file and press the ENTER key.
CLOSING A DOCUMENT

1. Click the   button and

2. Click Close  
or
1. Press CTRL + W (Press the
CTRL key while pressing the “W”)
on the keyboard.
CHANGING/ SETTING PAGE MARGINS
 On the Page Layout tab, in the Page
Setup group, click Margins.
 Click the margin type that you want.
For the most common margin width,
click Normal.
 You can also specify your own margin
settings. Click Margins, click Custom
Margins, and then in the Top, Bottom,
Left, and Right boxes, enter new values
for the margins.
SHORTCUT KEYS
Typing and Inserting Text
KEYBOARD
SHORTCUT MOVE ACTION
HOME Beginning of the line
END End of the line
Ctrl + HOME Top of the document
Ctrl + END End of the document
SHORTCUT KEYS
Selecting Text
MOVE ACTION KEYBOARD SHORTCUT
Whole word Double – click within the word
Whole paragraph Triple – click within the paragraph
Drag the mouse over the words
Several words or lines OR
Hold down SHIFT while using the arrow keys
Choose Editing  Select  Select All
Entire document from the Ribbon
OR
Press CTRL + A
CUT, COPY, PASTE – CLIPBOARD
To rearrange text within a document, you
can utilize the Clipboard Group on
the Home Tab of the Ribbon.
 Move text:  Cut and Paste OR Drag
 Copy Text:  Copy and Paste 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.
 DELETE will erase text to the right.
 To delete a large selection of text, highlight the text and press
the DELETE key.
SEARCHING AND REPLACING TEXT
To find a particular word or phrase in a document:
 Click Find on the Editing Group on the Ribbon [Ctrl + F]
 To find and replace a word or phrase in the document,
click Replace on the Editing Group of the Ribbon. [Ctrl +
H]
CHANGING FONT TYPEFACE AND SIZE
To change the font typeface: [Ctrl + D]
 Click the arrow next to the font name and choose a font. 
 Remember that you can preview how the new font will
look by highlighting the text, and hovering over the new
font typeface.
CHANGING FONT TYPEFACE AND SIZE
To change the font size: [Ctrl + D]
 Click the arrow next to the font size and choose the
appropriate size, or
 Click the increase or decrease font size buttons.
CHANGING FONT TYPEFACE AND SIZE
Using the Format Painter [Alt, H, FP]
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:
1. Select the text with the formatting you want to
copy.
2. Copy the format of the text selected by clicking
the Format Painter button on the Clipboard
Group of the Home Tab
3. Apply the copied format by selecting the text
and clicking on it.
CHANGING FONT TYPEFACE AND SIZE
Clear Formatting [Alt, H, FY]
To clear text formatting:
1. Select the text you wish to clear the formatting
2. Click the Styles dialogue box on the Styles
Group on the Home Tab
3. Click Clear All.
INDENTING 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.
INDENTING PARAGRAPHS

To indent paragraphs, you can do the following:

1. Click the Indent buttons to control the indent. 
2. Click the Indent button repeated times to increase the size of
the indent.
3. Click the dialog box of the Paragraph Group.
4. Click the Indents and Spacing Tab.
5. Select  your indents.
CHANGING SPACING
You can change the space between lines and
paragraphs by doing the following:

1. Select the paragraph or paragraphs

you wish to change.
2. On the Home Tab, Click the
Paragraph Dialog Box
3. Click the Indents and Spacing Tab.
4. In the Spacing section, adjust your
spacing accordingly.
TABS
 Bydefault, left-aligned tab stops are set at 0.5-inch increments
between the margins.
 Thesedefault tab stops are visible on the ruler only when a tab
character is inserted in the text.
 When you set custom tab stops, all default tab stops to the left of
the custom tab stops are automatically cleared.
 One tab stop should be set for each tab character that appears in
selected paragraphs.
TABS
Types of Tabs Stop
TABS STOP DESCRIPTION
Left Tab: text flows to the right of the tab stop.
Center Tab: text is centered on the tab stop.
Right Tab: text flows to the left of the tab stop.
Decimal Tab: used for numbers; text aligns on the
decimal point.
CREATING TABLE
To create table:
1. Place the cursor on the page where you want the
new table
2. Click the Insert Tab of the Ribbon
3. 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
 FORMATTING 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)
SPELLING AND GRAMMAR
To check the spelling and grammar of a document:
1. Place the cursor at the beginning of the document or the
beginning of the section that you want to check.
2. Click the Review Tab on the Ribbon.
3. Click Spelling & Grammar on the Proofing Group. 
4. Any errors will display a dialog box that allows you to choose a
more appropriate spelling or phrasing.
SPELLING AND GRAMMAR
• Any errors will display a dialog box that allows you to
choose a more appropriate spelling or phrasing.
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.
CUSTOMIZING AUTOCORRECT
You can set up the AutoCorrect tool in Word
to retain certain text the way it is.  To
customize AutoCorrect:

1. Click the Microsoft Office button.

2. Click the Word Options Button.
3. Click the Proofing tab.
4. Click AutoCorrect Options button.
CUSTOMIZING AUTOCORRECT

5. Select the AutoCorrect tab.

6. In the box labeled Replace type the
abbreviation.
7. In the box labeled With enter the
full text.
8. Click Add.
9. Click OK.
ADDING BORDERS AND SHADING
You can add borders and shading to
paragraphs and entire pages.  To create
a border around a paragraph or
paragraphs:
1. Select the area of text where you
want the border or shading.
2. Click the Borders Button on the
Paragraph Group on the Home Tab.
3. Choose the Border and Shading.
4. Choose the appropriate options.
INSERTING HEADER AND FOOTER
To insert Header and Footer information such as page numbers,
date, or title, first, decide if you want the information in the header
(at the top of the page) or in the Footer (at the bottom of the page),
then:
1. Click the Insert Tab on the Ribbon.
2. Click Header or Footer.
INSERTING HEADER AND FOOTER
3. Choose a style.
4. The Header/Footer Design Tab will display on the Ribbon.
5. 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.
INSERTING PAGE BREAK
1. Click the Page Layout Tab on the
Ribbon.
2. On the Page Setup Group, click the
Breaks Drop Down Menu.
3. Click Page Break.
INSERTING BULLETS AND NUMBERING
Bullet points and numbering are now all grouped together. You can insert the default
option by clicking the bullet or number picture shown in the image below.
1. To use the default bullets or numbering, simply click the bullet button or
numbering button
2. This will then be added to your document and will continue with each press of
the enter key.
3. Click the button again to turn this off.
4. You can also apply bullet points or numbering at a later stage by highlighting
the required text and click the button.
PRINTING IN WORD 2007

1. Click the
2. Click Print.
PRINTING IN WORD 2007
There are 3 printing options available to you in Word 2007:
1. Print is just like the print of good old Word 2003 days. Clicking on Print will
display the print dialog box, where you can select things like the printer,
the number of copies, and what pages you want to print. Once you have
selected your options click OK, and Word will send the document to the
printer.
2. Quick Print will print one copy of the document with the default printing
settings - so if you have more than one printer set up on your computer, it
will print to the one you have marked as default.
3. Print Preview will display how the document would look if you were to
print it on paper, allowing you to check its presentation and layout. To do
this, Word zooms out just enough to get the whole page in its workspace.
 Thank you!

REFERENCE: https://support.office.com/