1. The basics of Microsoft Word 2007
Microsoft Word is the most widely-used word processing application in the world. The program boasts numerous features and functionality, but it’s most often used to draft letters, documents, and reports.
Learning Word’s basic functions goes a long way in dressing up such files. You can quickly master these basics with a little schooling.
This presentation will familiarize you with Microsoft Word’s essential elements to ensure you can: create and print documents; format text, lists, and paragraphs; work with Word’s language tools; and more.
Let’s begin by reviewing how to create a document.

2. Creating documents
Creating a document is typically the first step in building a new letter or report.
To create a new document in Word:
Press the Office button in the top left corner of the application
Press New
Word 2007 will open a blank document when you start the application by default.
Creating a new document is typically the first step in building a new letter or report.
To create a new document in Microsoft Word 2007:
Open the word processing application. Or if the application is open already, press the Office button (highlighted on the slide) and choose New.

3. Editing documents Editing existing documents is equally simple:
Press the Office button on the Ribbon
Press Open
Of course, you can also edit existing documents; or, you may wish to create a slightly different version of a letter or report you’ve already created.
To open an existing document:
Press the Office button on the Word 2007 Ribbon.
Press Open.
Using the Open dialog box (shown on the bottom right of the slide), navigate to the location of the file you wish to open.
Highlight the file you wish to edit.
Press Open (or double-click the file you wish to edit).

4. Saving documents You should save documents frequently.
To save a document:
Press the Save icon on the ribbon or
Press the Office button
Select Save
Provide a file name
Press Save
Once you’ve created a document (and even before you’ve completed work on it), you should save it. Even if you’re printing a document you believe you’ll need to use only once, it’s a good idea to keep records of your correspondence.
To save a Microsoft Word document:
Press the Office button on Word’s ribbon.
Press Save.
The Save As dialog box (shown here) will appear, which is very similar to the Open dialog box; select the location where the file should be saved.
Provide a file name for the document you’ve created.
You can also save a document using the Save icon next to the Office button on the ribbon (shown on the slide at top right).

5. Save vs. Save As The Save command saves any changes you make.
The Save As command permits you to specify a new document name and location before saving changes to the open file.
The Save As command is found on the Office menu just beneath the Save button.
Whenever you’re making edits to one document that you wish to save as a separate, second document, it’s important that you do not use the Save icon or Save command from the Office menu (as any changes you make will be stored in the original file). When you wish to make changes to an existing document and save the changes in a new document (without overwriting the original file), use the Save As command.
To use Word’s Save As command:
Press the Office button from Word’s ribbon.
Select Save As (as shown here).
If you press the arrow on the button (as shown in the graphic) you can choose a type of save to perform.
If you press the Save As button, the Save As dialog box appears; navigate to the location where you wish to save the document.
Enter a name for the new document in the File Name box.
Press Save.

6. Formatting
Formatting options help improve a document’s appearance and readability.
You can access Word’s formatting options using objects on the Home tab of the Word 2007 ribbon.
When creating documents, leveraging Word’s formatting options can help improve not only the look and appearance of a document, but its readability as well.
Use the Office Ribbon’s Home tab to preview and apply formatting changes to a document.
Select the text in your document to be formatted and then make selections on the Home tab for fonts, colors, or highlighting.

7. Formatting Formatting options include:
Font
Text attributes (bold, italics, underline, etc.)
Text and image justification (left, center, right, or full justify)
Previewing format options is a simple as mousing over the format option you wish to try. Press the object to apply it.
Microsoft Word presents numerous formatting options, including:
Font type
Text attributes, such as bold, italics, and underline
Text size
Text color
Justification (left, center, right, or full justify)
Bullets
Numbered lists
Indentation
To preview what the changes will look like, select the content you wish to format and then mouse over the option(s) to apply; the formatting will be applied temporarily to the selected content. If you like the new formatting, select the option to apply it.

8. Formatting Display paragraph end markers using Word’s Show/Hide icon.
Paragraph formatting options include:
Bullets and numbering
Indentation
Justification
Line spacing
To format entire paragraphs, use Word’s Paragraph formatting options. Whenever you apply paragraph formatting, the format settings you select will be applied to the body of the entire paragraph. If you’re not certain where a paragraph begins or ends, press on Word’s Show/Hide icon (shown on the slide, marked in red) to reveal the document’s paragraph end markers.
Available Paragraph formatting options are shown in two rows in the Paragraph group on the Home tab of the ribbon. From left to right, they are as follows:
Bullets
Numbering
Multilevel List
Decrease Indent
Sort
Show/Hide
Alignment
Line spacing
Shading
Borders

9. Formatting Word supports creating bulleted lists
Press the Bullets object from the Home tab’s paragraph group.
Press [Enter] after each bulleted entry; Word will automatically drop to the next bullet.
To format bulleted lists in Word:
Select the bullet format you wish to use by pressing the drop-down arrow on the bullets object and selecting the format you like. (Shown)
Press Define New Bullet if you wish to add any new bullet graphics.
Press OK.
Begin typing the bulleted list.
Press Enter after each entry; Word will automatically drop to the next bulleted entry.
After the last bulleted item, press Enter twice to exit Word’s bullet formatting.

10. Formatting To format a numbered list:
Follow the same steps as with a bulleted list using the numbering object
To format a numbered list in Word:
Select the numbering format you wish to use from the numbering object on the Home tab.
Begin typing the numbered list.
Press Enter after each entry; Word will automatically drop to the next numbered entry.
After the last numbered item, press Enter twice to exit Word’s numbering format.

11. Symbols Often, documents may require symbols. To insert symbols:
Position the cursor within the document where you need the symbol to appear.
Press the Insert tab on the ribbon.
Press Symbol.
Select a symbol from the choices on the fly-out, or press More Symbols to view all available symbols.
Double-click the symbol you wish to insert.
If you are using a symbol not shown on the fly-out, press OK to exit the symbols dialog.
Often, the documents and reports you create within Microsoft Word will require the use of symbols, such as monetary, mathematical, or other symbols.
To insert symbols:
Position the cursor within the document where you need the symbol to appear.
Click the Insert tab on the ribbon
Click Symbol
Select a symbol from the choices on the fly-out or click more symbols to view all available symbols
Double-click the symbol you wish to insert
If you are using a symbol not shown on the fly-out click close to exit the symbols dialog

12. Special characters Word provides support for special characters
To insert special characters:
Position the cursor within the document where you need the special character to appear.
Press the Insert tab.
Press the Symbol object and select more symbols.
Select the Special Characters tab.
Double-click the special character you wish to insert.
Press OK.
Sometimes you may require special characters, such as an em dash, ellipsis, or copyright symbol.
To insert special characters:
Position the cursor within the document where you need the special character to appear.
Press the Insert tab.
Press the Symbol object and select More Symbols.
Select the Special Characters tab.
Double-click the special character you wish to insert.
Press OK.

13. Views Word supports several views, including: To change views: Print
Full Screen Reading
Web
Outline
Draft
To change views:
Press the View tab
Select the view you wish to use from the document views group
When composing or reviewing messages in Microsoft Word, several viewing options exist:
Print
Full Screen Reading
Web
Outline
Draft
To change the view in Word:
Press the View tab.
Select the respective view you wish to use from the document views group (shown here).
When you select the Normal view, Microsoft Word displays the document’s formatted text; dotted lines appear to indicate page breaks.
Using Word’s Web Layout view, a document is displayed as a single continuous Web page; no page borders appear within the Web Layout view. Actual paragraph width is dictated by the size of the window in which the document is being viewed.

14. Views
Print Layout displays the document as it will appear when printed.
Full Screen Reading Layout optimizes document display for readability.
Outline emphasizes document structure as opposed to formatting.
Print Layout is, perhaps, the most useful of Word’s views, as it displays the document as it will print. Separate pages appear as separate pages, headers and footers appear in their respective places, and any page numbers appear where they will print. This view is also the default view in Word 2007.
Microsoft, meanwhile, claims that Full Screen Reading Layout optimizes a document for reading. Word documents received as attachments are automatically opened using the Full Screen Reading Layout. Full Screen Reading Layout hides all toolbars, with the exception of the Reading Layout and Reviewing toolbars. Text is automatically displayed using ClearType, and text size is easily adjusted larger or smaller without affecting the document’s actual font size.
Full Screen Reading Layout pages are designed to fit well on a screen; Reading Layout pages do not represent the pages that will result if the document is printed. To exit the Reading view, click the Close button that appears on the Reading Layout toolbar.
Outline emphasizes the document’s structure, as opposed to targeting the document’s formatting. Paragraph formatting doesn’t appear within Outline layout. Instead, Word indents each heading respective of its heading level. By default, Outline layout displays text formatting, which can be turned off by clicking the Show Formatting icon (marked in red here) from the Outlining toolbar, which appears when in Outline layout.

15. Views Other View options include: Header and Footer Zoom Markup
Other options available from Word’s View menu include:
Header and Footer
Zoom
Markup
The Header And Footer option enables adding or editing headers or footers included with the document.
Zoom opens the Zoom dialog box (shown here). Using the Zoom screen, you can select the display size by percentage, page width, text width, or entire page. You can also choose to display multiple pages onscreen.
The Markup option reveals edits and changes that have been made as part of the reviewing process, if indeed any edits, changes, or collaboration occurred in creating the document. This option is found on the Review tab on the ribbon (to the left of the View tab) and is listed as Show Markup.

16. Language tools
Word’s Spelling And Grammar and Thesaurus engines can prove indispensable.
To use Word’s Spelling And Grammar tool:
Press the Review tab.
Select the option you need from the Proofing group.
Instruct the Spelling And Grammar engine whether to ignore, add, or change items it discovers.
Microsoft Word also includes powerful language tools. Accessed from the Tools menu, Word’s Spelling And Grammar and Thesaurus engines can prove indispensable in preparing professional documents.
To use Word’s Spelling And Grammar tool:
Press the Review tab.
Select the option you need from the Proofing group.
Instruct the Spelling And Grammar engine whether to ignore, add, or change items it discovers.
In this example, Spelling And Grammar is questioning a proper noun. To ignore the word not found in the Dictionary and proceed to the next item, select Ignore Once, Ignore All, or Add To Dictionary.

17. Language tools To use Word’s Thesaurus:
Select the word you wish to review using Word’s Thesaurus.
Choose Thesaurus from the Proofing Options group.
The thesaurus will appear in the Research pane on the right.
Select a Thesaurus word to search for similar words.
Once you’ve found the word you need, right-click it in the Thesaurus pane and choose Insert.
Close the Research pane.
To use Word’s Thesaurus:
Select the word you wish to review using Word’s Thesaurus.
Choose Thesaurus from the Proofing Options group.
The thesaurus will appear in the Research pane on the right.
Click a Thesaurus word to search for similar words.
Once you’ve found the word you need, right-click it in the Thesaurus pane and choose Insert.
Close the Research pane.

18. Printing
To preview a document before printing, select the Print Preview option listed under the print fly-out of the Office menu.
To print a document within Microsoft Word, press [Ctrl]P simultaneously or select Print from the Office menu.
Press Properties to set specific printer settings.
Specify print settings.
Press OK to print the document.
Alternatively, you can right-click a document within Windows Explorer or My Computer and select Print from the pop-up menu.
Several printing options are available from within Microsoft Word.
To preview a document before printing, press the Print Preview icon (marked here in red) or select File and press Print Preview. Press Close to return to the regular document view.
To print a document within Microsoft Word, press [Ctrl]P or select File | Print from Word’s menu bar. The Print screen will appear.
Select the printer you wish to use from the Name drop-down box.
Press Properties to set specific printer settings, including quality, colors, and paper type. Note that available printer settings will depend upon the make and model of printers installed within Windows.
Specify which pages should print using the Page Range settings. Specify the number of copies that should print within the Copies section and set other settings as required. Press OK to print the document.
Alternatively, you can right-click a document within Windows Explorer or My Computer and select Print from the pop-up menu. When using this method, the Word document will open, the Print command will be given, the document will print using default printer settings, and the Word document will be closed automatically.

19. Final thoughts Are there any questions? Don’t forget your handout.
Thanks for attending.
That covers the basics. Do you have any questions?
Please make sure you’ve received your Word basics quick reference sheet. Don’t forget to take it with you, as it serves as a handy reference to the material we’ve reviewed.
Thanks for taking time to attend today.