Peace Support Operations Training Centre

Bosnia and Herzegovina

Peace Support Operations NCO Staff Course

Microsoft
Word 2007

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 Contents
Introduction to Word .............................................................................................................................. 3
1: Setting Up Your Word Environment ............................................................................................ 3
2: Text Basics ........................................................................................................................................ 3
3: Saving Documents ........................................................................................................................... 4
4: Proofing Features ............................................................................................................................ 7
5: Working with Hyperlinks ............................................................................................................... 9
6: Printing ........................................................................................................................................... 11
Word Basics ............................................................................................................................................ 13
7: Creating a New Document ............................................................................................................ 13
8: Formatting Text ............................................................................................................................. 14
9: Working with Text boxes .............................................................................................................. 17
10: Inserting Clip Art ........................................................................................................................ 21
11: Working with Shapes .................................................................................................................. 22
12: Using a Template ......................................................................................................................... 26
13: Working with Lists ...................................................................................................................... 30
14: Line and Paragraph Spacing ...................................................................................................... 32
Doing More with Word ......................................................................................................................... 36
15: Modifying Page Layout ............................................................................................................... 36
16: Working with Pictures ................................................................................................................ 38
17: Columns and Ordering ............................................................................................................... 44
18: Working with Headers and Footers ........................................................................................... 45
19: Working with Tables ................................................................................................................... 48
20: Using SmartArt Graphics ........................................................................................................... 53
21: Using Indents and Tabs............................................................................................................... 56
22: Applying Styles and Themes ....................................................................................................... 60
Advanced Word ..................................................................................................................................... 60
23: Using Mail Merge ........................................................................................................................ 68

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Introduction to Word

1: Setting Up Your Word Environment

Before you begin creating documents in Word, you may want to set up your Word
environment and become familiar with a few key tasks such as how to minimize and
maximize the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word
Count and Zoom tools.

2: Text Basics

To Minimize and Maximize the Ribbon:

Right-click anywhere in the main menu.
Select Minimize the Ribbon in the menu that appears. This will toggle the
Ribbon on and off.

The check mark beside Minimize the Ribbon indicates the feature is active.

The new, tabbed Ribbon system replaces traditional menus in Word 2007. It is designed to
be responsive to your current task and easy to use; however, you can choose to minimize
the Ribbon if you would prefer to use different menus or keyboard shortcuts.

To Add Commands to the Quick Access Toolbar:

Click the arrow to the right of the Quick Access toolbar.
Select the command you wish to add from the drop-down list. It will appear in
the Quick Access toolbar.

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The Save, Undo, and Redo commands appear by default in the Quick Access toolbar. You
may wish to add other commands to make using specific Word features more convenient for
you.

To Display or Hide the Ruler:

Click the View Ruler icon over the scrollbar.

The View Ruler icon works as a toggle button to turn the ruler on and off.

Challenge!
Open Word 2007 on your computer. A new blank document will appear on the
screen.
Make sure your Ribbon is maximized.
Display the Ruler.
Add any commands you wish to the Quick Access toolbar.
Close Word without saving the document.

3: Saving Documents

It is important to know how to save the documents you are working with. There are many
ways you share and receive documents, which will affect how you need to save the file.

Are you downloading the document? Saving it for the first time? Saving it as another name?
Sharing it with someone that does not have Word 2007? All of these things will affect how you
save your Word documents. In this lesson you will learn how to use the save and save as
commands, how to save as a Word 97-2003 compatible document, and how to save as a
PDF.

How to Save Documents

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To Use the Save As Command:
Click the Microsoft Office Button.
Select Save As Word Document. The Save As dialog box appears.

Select the location you wish to save the document using the drop-down menu.
Enter a name for the document.

Click the Save button.

To Use the Save Command:
Click the Microsoft Office Button.
Select Save from the menu.

Using the Save command saves the document in its current location using the same file
name. If you are saving for the first time and select Save, the Save As dialog box will appear.

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To Use the Save As Word 97 - 2003 Document:
Click the Microsoft Office Button.
Select Save As Word 97-2003 Document.

Select the location you wish to save the document using the drop-down menu.
Enter a name for the document.
Click the Save button.
To Download the PDF Extension:
Click the Microsoft Office Button.
Select Save As Find add-ins for other file formats. This will open your web browser
to the Microsoft site.
Follow the instructions on the Microsoft site for downloading the extension.
To Save As a PDF:
Click the Microsoft Office Button.
Select Save As PDF. The Save As dialog box will appear.

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 Select the location you wish to save the document using the drop-down menu.
Enter a name for the document.
Click the Publish button.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this
challenge.

Open an existing Word document.

Save the document with the file name trial.
Save the same document as a PDF file.
Close the document.
Open another existing Word document.
Save the document so that it is compatible with Word 2003.
Close the document

4: Proofing Features

Worried about making mistakes when you type? Don't be. Word provides you with several
proofing features that will help you produce professional, error-free documents. In this
lesson you will learn about the various proofing features, including the Spelling and Grammar
tool.
Various Line Colors:

By default, Word automatically checks your document for spelling and grammar errors.
These errors are indicated by colored wavy lines.

The blue line indicates a contextual spelling error.

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 A contextual spelling error is when an incorrect spelling of a word is chosen.
o
For example, if I write, "Deer Mr. Theodore," at the beginning of a letter, deer is
a contextual spelling error because I should have used dear. Deer is spelled
correctly, but it is used incorrectly in this letter.
The red line indicates a misspelled word.
The green line indicates a grammar error.

To Use the Spelling Check Feature:

Right-click the underlined word. A menu will appear.
Select the correct spelling of the word from the listed suggestions.
Left-click your mouse on the word. It will appear in the document.

You can choose to Ignore an underlined word, add it to the dictionary, or go to to Spelling
dialog box.

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To Use the Grammar Check Feature:
Right-click the underlined word. A menu will appear.
Select the correct word from the listed suggestions.
Left-click your mouse on the word. It will appear in the document.

You can also choose to Ignore an underlined word, go to to Grammar dialog box, or find out
more information about the word and its usage.

You can also wait and run the spelling and grammar check after completing the document.
Click the Spelling & Grammar command on the Review tab.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this
challenge.

Open an existing Word document.

Type the following sentences at the beginning of the document:
o I really enjoy learning an computers and about new skillz.
o I like to take tutorials were I can learn independently.
Correct the spelling errors in the sentences.
Correct the grammar mistake that appears in one of the sentences.
Use the Spelling and Grammar command to check the remainder of th e document.

5: Working with Hyperlinks

A hyperlink is a piece of text or an image in an electronic document that can connect

readers to another portion of the document or a different web page. In addition, a hyperlink
can be used to connect to and open an email client window.

Ever noticed the active links on web pages that allow you to jump from one page to
another? You just used one to open this lesson. These are hyperlinks. You can use these in
electronic versions of your Word documents just like you do in web pages. In this lesson you

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will learn the basics of working with hyperlinks, including how to insert and remove them in
your Word document

To Insert a Hyperlink:
Select the text or image you would like to make a hyperlink.
Select the Insert tab.
Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. If you
selected text, the words will appear in the Text to display: field at the top.
Type the address you would like to link to in the Address: field.

Click OK. The text or image you selected will now be a hyperlink.

You can also insert a hyperlink that links to another portion of the same document.

Word recognizes many email and web addresses as you type and will format them as
hyperlinks automatically after you press the Enter key or spacebar.

To Remove a Hyperlink:
Select the hyperlink you would like to deactivate.

Select the Insert tab.

Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears.

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 Click Remove Link.

Challenge!

Use the Cover Letter or any other Word document you choose to complete this challenge.

6: Printing

Once you complete your document, you may want to print it for various reasons. This lesson
covers the three basic features of printing in Word including Print Preview, Quick Print, and
traditional Print.

To Preview the Document Before Printing:

Click the Microsoft Office Button.
Select Print Print Preview. The document opens in Print Preview format.

Click Print to print the document or Close Print Preview to exit the preview format and
make changes to the document.

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In Print Preview format, you can do many tasks including:

Modify the margins

Change page orientation
Change the page size
Zoom in and out to view various parts of the document
View multiple pages
Access Word Options to change many Word settings
And more
To Print:
Click the Microsoft Office Button.
Select Print Print. The Print dialog box appears.
Select the pages you would like to print -- either all pages or a range of pages.
Select the number of copies.
Check the Collate box if you are printing multiple copies of a multi-page document.
Select a printer from the drop-down list.

Click OK.
To Print via Quick Print:
Click the Microsoft Office Button.
Select Print Quick Print.
The document automatically prints to the default printer.

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 Word Basics

7: Creating a New Document

In addition to working with existing documents, you will want to be able to create
new documents. Each time you open Word, a new, blank document appears;
however, you will also need to know how to create new documents while an
existing document is open.

In this lesson you will learn how to create new documents including templates and
blank documents via the Microsoft Office Button.
To Create a New, Blank Document:
Click the Microsoft Office Button.
Select New.The New Document dialog box appears.
Select Blank document under the Blank and recent section. It will be highlighted by
default.

Click Create. A new, blank document appears in the Word window.

You can access templates that are installed on your computer or on Office Online. Click the
Microsoft Office Button and select New. You can create blank documents and access templates
from the dialog box that appears.

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8: Formatting Text

To create and design effective documents, you need to know how to format text. In addition
to making your document more appealing, formatted text can draw the reader's attention to
specific parts of the document and help communicate your message.

In this lesson you will learn to format the font size, style, and color; and use the Bold, Italic,
Underline, and Change Case commands.
To Format Font Size:
Select the text you wish to modify.
Left-click the drop-down arrow next to the font size box on the Home tab. The font
size drop-down menu appears.
Move your cursor over the various font sizes. A live preview of the font size will
appear in the document.

Left-click the font size you wish to use. The font size will change in the document.
To Format Font Style:
Select the text you wish to modify.
Left-click the drop-down arrow next to the font style box on the Home tab. The font
style drop-down menu appears.
Move your cursor over the various font styles. A live preview of the font will appear in
the document.

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 Left-click the font style you wish to use. The font style will change in the document.
To Format Font Color:
Select the text you wish to modify.
Left-click the drop-down arrow next to the font color box on the Home tab. The font
color menu appears.
Move your cursor over the various font colors. A live preview of the color will appear in
the document.

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 Left-click the font color you wish to use. The font color will change in the document.

Your color choices aren't limited to the drop-down menu that appears. Select More Colors at
the bottom of the list to access the Colors dialog box. Choose the color that you want and
click OK.

To Use the Bold, Italic, and Underline Commands:

Select the text you wish to modify.
Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To Change the Text Case:

Select the text you wish to modify.
Click the Change Case command in the Font group on the Home tab.
Select one of the case options from the list.

To Change Text Alignment:

Select the text you wish to modify.
Select one of the four alignment options from the Paragraph group on the Home tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.

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 o Justify: Justified text is equal on both sides and lines up equally to the right and
left margins. Traditionally many books, newsletters, and newspapers use full-
justification.

Challenge!
Create a new, blank Word document.
Insert text into the document.
Change the font size of some text.
Change the font style of some text.
Change the font color of some text.
Try various cases using the Change Case command.
Try the 4 alignment commands.
Save the document if you wish.

9: Working with Text boxes

You may want to insert a text box into your document to draw attention to specific text or so
that you have the ability to easily move text around within a document.

In this lesson you will learn how to insert a text box and how to format it in various ways
including resizing and moving it, and changing the text box shape, colour, and outline.
To Insert a Text box:
Select the Insert tab on the Ribbon.
Click the Text Box command in the Text group.
Select a Built-in text box or Draw Text Box from the menu.
If you select Built-in text box, left-click the text box you wish to use and it will appear
in the document.

OR

If you select Draw Text Box, a crosshair cursor will appear. Left-click your mouse and
while holding it down, drag your mouse until the text box is the desired size.

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 Release the mouse button.
To Change Text Box Style:
Select the text box. A new Format tab appears with Text Box Tools.

Select the Format tab.

Click the More drop-down arrow in the Text Box Style group to display more style
options.

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 Move your cursor over the styles and Live Preview will preview the style in your
document.
Left-click a style to select it.
To Change Shape Fill:
Select the text box. A new Format tab appears with Text Box Tools.

Click the Shape Fill command to display a drop-down list.

Select a color from the list, choose No Fill, or choose one of the other options.
To Change the Shape Outline:
Select the text box. A new Format tab appears with Text Box Tools.
Click the Shape Outline command to display a drop-down list.

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 Select a color from the list, choose No Outline, or choose one of the other options.
To Change the Text Box Shape:
Select the text box. A new Format tab appears with Text Box Tools.
Click the Change Shape command to display a drop-down list.

Select a shape from the list.

To Move a Text Box:
Left-click the text box. Your cursor becomes a cross with arrows on each end.
While holding the mouse button, drag the text box to the desired location on the page.
Release the mouse button.
To Resize a Text Box:
Select the text box.

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 Left-click one of the blue sizing handles.
While holding down the mouse button, drag the sizing handle until the text box is the
desired size.

If you drag the blue sizing handles on any of the 4 corners, the text box will resize in the
same proportions. The sizing handles on the top or bottom of the text box will allow you to
resize vertically, while the handles on the left and right sides will resize the text box
horizontally.

Challenge!

Use the Flyer or any other Word document you choose to complete this challenge.

Open an existing document.

Insert a text box.
Change the outline of the text box to a different color.
Change the fill color of the text box.
Move the text box to the desired location.
Enter any text you wish into the text box.

10: Inserting Clip Art

You may want to insert various types of illustrations into your documents to make them more
visually appealing. Illustrations include ClipArt, Pictures, SmartArt, Charts, and more.

In this lesson you will learn how to search for and locate clip art, and insert it into your
documents.
To Locate Clip Art:
Select the Insert tab.
Click the Clip Art command in the Illustrations group.

The Clip Art options appear in the task pane on the right.
Enter keywords in the Search for: field that are related to the image you wish to insert.
Click the drop-down arrow next to the Search in: field.
Select Everywhere to ensure that Word searches your computer and it's online
resources for an image that meets your criteria.
Click the drop-down arrow in the Results should be: field.
Deselect any types of images you do not wish to see.

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 Click Go.
To Insert Clip Art:
Review the results from a clip art search.
Place your insertion point in the document where you wish to insert the clip art.
Left-click an image in the task pane. It will appear in the document.

OR

Left-click the arrow next to an image in the task pane.

Select Insert, Copy, or any of the other options on the list.

Challenge!

Use the Flyer or any other Word document you choose to complete this challenge.

Open an existing Word document.

Insert a clip art image from Office Online.

11: Working with Shapes

You can add a variety of shapes to your document including arrows, callouts, squares, stars,
flowchart symbols and more. Want to off-set your name and address from the rest of your
resume? Use a line. Need to show the progress of a document through your office? Use a
flow chart. While you may not need shapes in every document you create, they can add
visual appeal and clarity to many documents.

In this lesson you will learn how to insert a shape and format it by changing it's fill color,
outline color, shape style, and shadow effects. Additionally, you will learn to apply 3-D effects
to shapes that have this option.

To Insert a Shape:
Select the Insert tab.
Click the Shape command.

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 Left-click a shape from the menu. Your cursor is now a cross shape.
Left-click your mouse and while holding it down, drag your mouse until the shape is the
desired size.
Release the mouse button.
To Change Shape Style:
Select the shape. A new Format tab appears with Drawing Tools.

Click the More drop-down arrow in the Shapes Style group to display more style
options.

Move your cursor over the styles and Live Preview will preview the style in your
document.
Left-click a style to select it.
To Change the Shape Fill Color:
Select the shape A new Format tab appears with Drawing Tools.
Click the Shape Fill command to display a drop-down list.

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 Select a color from the list, choose No Fill, or choose one of the other options.
To Change the Shape Outline:
Select the shape. A new Format tab appears with Drawing Tools.
Click the Shape Outline command to display a drop-down list.
Select a color from the list, choose No Outline, or choose one of the other options.

To Change to a Different Shape:

Select the shape. A new Format tab appears with Drawing Tools.
Click the Change Shape command to display a drop-down list.

Select a shape from the list.

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To Change Shadow Effects:
Select the Format tab.
Left-click the Shadow Effects command.
Move your mouse over the menu options. Live Preview displays how it will appear in
your document.

Click an option to select the shadow effect.

Select Shadow Color from the menu and choose a color from the palette to change the color
of the shadow on your shape.

To Change 3D Effects:
Select the Format tab.
Left-click the 3-D Effects command.
Move your mouse over the menu options. Live Preview displays how it will appear in
your document.

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 Click an option to select the 3-D effect.

You can not add a 3D effect to all shapes.

After you have chosen a 3D effect, you can also change some other elements of your shape
including the color, depth, direction, lighting, and surface of the 3D effect on your shape.
This can change the way the shape looks dramatically. You can access these options by
clicking the 3D Effects command.

Challenge!

Use the Flyer or any other Word document you choose to complete this challenge.

Open an existing Word document.

Insert a shape.
Change the shape to a different shape.
Change the fill color.
Change the line color.
Try various shadow effects.
Try various 3D effects.

12: Using a Template

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A template is a pre-designed document that you can use to create new documents with the
same formatting. With a template, many of the big document design decisions such as
margin size, font style and size, and spacing are predetermined.

In this lesson, you will learn how to create a new document with a template and insert text, as
well as basic information about how templates work in Word 2007.
To Insert a Template:
Click the Microsoft Office Button.
Select New. The New Document dialog box appears.
Select Installed Templates to choose a template on your computer.

Review the available templates.

Left-click a template to select it.
Click Create and the template opens in a new window.

You can select any of the categories in the Microsoft Office Online section of the New
Document Dialog box. This will display templates that are available online free of charge.
Your computer must have Internet access to download these templates.

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Information about Using Templates

Templates include placeholder text that is surrounded by brackets. Often, this placeholder
text includes information regarding the content for a specific area.

Additionally, some information is prefilled in the template. You can modify your Word Options
and change the prefilled information that appears.

Word templates may include separate Quick Parts sections that give you various options for
the template.

To Insert Text into a Template:

Click near the text you want to replace. The text will appear highlighted and a
template tag will appear.

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 Enter text. The placeholder text will disappear.
To Change Prefilled Information:
Select the Microsoft Office Button.
Click the Word Options button at the bottom of the menu. The Word Options dialog
box appears.
Enter the user name and/or initials in the Popular section.

Click OK.

Challenge!
Create a new document using a template.
Note: Choose the Origins Resume template to follow along with the video.
Enter text into the template.
Modify the user name and initials for your version of Word if you are using a home
computer.
Note: If you are using a public computer such as one at a library, you do not need to
change these settings.
Save the document.

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13: Working with Lists

Bulleted and numbered lists can be used in your documents to arrange and format text to
draw emphasis. In this lesson, you will learn how to modify existing bullets, insert new
bulleted and numbered lists, and select symbols as bullets.

Bulleted and Numbered Lists

To Insert a New List:
Select the text that you want to format as a list.
Click the Bullets or Numbering commands on the Home tab.

Left-click the bullet or numbering style you would like to use. It will appear in the
document.
Position your cursor at the end of a list item and press the Enter key to add an item to
the list.

To remove numbers or bullets from a list, select the list and click the Bullets or Numbering
commands.

To Select an Alternate Bullet or Numbering Style:

Select all of the text in an existing list.
Click the Bullets or Numbering commands on the Home tab.
Left-click to select an alternate bullet or numbering style.

Bulleted Lists

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To Use a Symbol as a Bullet:
Select an existing list.
Click the Bullets command.
Select Define New Bullet from the list. The Define New Bullet dialog box appears.
Click the Symbol button. The Symbol dialog box appears.

Click the Font: drop-down box and select a font category.

Left-click a symbol to select it.

Click OK. The symbol will now appear in the Preview section of the Define New Bullet
dialog box.
Click OK to apply the symbol to the list in the document.

You can use a picture as a bullet. Click the Picture button in the Define New Bullet dialog
box, and then locate the image file on your computer.

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To Change the Bullet Color:
Select an existing list.
Click the Bullets command.
Select Define New Bullet from the list. The Define New Bullet dialog box appears.
Click the Font button. The Font dialog box appears.

Click the Font color: drop-down box.

Left-click a color to select it.
Click OK. The bullet color will now appear in the Preview section of the Define New
Bullet dialog box.
Click OK to apply the bullet color to the list in the document.

You can also change the bullet font and formatting in the Font dialog box.

Challenge!

Use the Resume or any Word template you choose to complete this challenge.

Change the bullet of an existing list to a different bullet.

Insert a new numbered list into the document.
Modify the color of a bullet.

14: Line and Paragraph Spacing

An important part of creating effective documents lies in the document design. As part of
designing the document and making formatting decisions, you will need to know how to

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modify the spacing. In this lesson, you will learn how to modify the line and paragraph
spacing in various ways.

Modifying Spacing
To Format Line Spacing:
Select the text you want to format.
Click the Line spacing command in the Paragraph group on the Home tab.
Select a spacing option.

OR

Select Line Spacing Options. The Paragraph dialog box appears.

Use the Line spacing drop-down menu to select a spacing option.

Modify the before and after points to adjust line spacing, as needed.
Click OK.

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Just as you can format spacing between lines in your document, you can also choose spacing
options between each paragraph. Typically, extra spaces are added between paragraphs,
headings, or subheadings. Extra spacing between paragraphs adds emphasis and makes a
document easier to read.

To Format Paragraph Spacing

Click the Line spacing command on the Home tab.
Select Add Space Before Paragraph or Remove Space After Paragraph from the
menu.

OR

Select Line Spacing Options. The Paragraph dialog box appears.

Change the Before and After points in the Paragraph section.

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 Click OK.

Line spacing is measured in lines or points, which is referred to as leading. When you
reduce the leading, you automatically bring the lines of text closer together. Increasing the
leading will space the lines out, allowing for improved readability.

Challenge!

Use the Resume or any Word template you choose to complete this challenge.

Change the line spacing of a list.

Change the line spacing of a paragraph of text.
Change the paragraph spacing between body text and a heading.

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 Doing More with Word

15: Modifying Page Layout

You may find that the default page layout settings in Word are not sufficient for the
document you wish to create, in which case you will want to modify those settings. In addition,
you may want to change the page formatting depending on the document you are creating.

In this lesson, you will learn how to change the page orientation, paper size, and page
margins, and insert a break.
To Change Page Orientation:
Select the Page Layout tab.
Click the Orientation command in the Page Setup group.

Left-click either Portrait or Landscape to change the page orientation.

Landscape format means that everything on the page is oriented horizontally and portrait
format is oriented vertically.

To Change the Paper Size:

Select the Page Layout tab.
Left-click the Size command and a drop-down menu will appear. The current paper
size is highlighted.

Left-click a size option to select it. The page size of the document changes.

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To Format Page Margins:
Select the Page Layout tab.
Click the Margins command. A menu of options appears. Normal is selected by
default.
Left-click the predefined margin size you want.

OR
Select Custom Margins from the menu. The Page Setup dialog box appears.

Enter the desired margin size in the appropriate fields.

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You can always access the Page Setup dialog box by clicking the small arrow in the bottom-
right corner of the Page Setup group. The dialog box should look familiar to people who have
used previous versions of Word.

To Insert a Break:
Place your insertion point where you want the break to appear.
Select the Page Layout tab.
Click the Breaks command. A menu appears.

Left-click a break option to select it. The break will appear in the document.

Why would you need to use a break? Each type of break serves a different purpose and will
affect the document in different ways. Page breaks move text to a new page before reaching
the end of a page, while section breaks create a barrier between parts of the document for
formatting purposes. Column breaks split text in columns at a specific point. Practice using
the various break styles to see how they affect the document

Challenge!

Use the Newsletter or any Word document you choose to complete this challenge.

Change the page orientation.

Change the paper size.
Modify at least one margin.
Insert a section break.

16: Working with Pictures

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Pictures can be added to Word documents and then formatted in various ways. The picture
tools in Word 2007 make it easy to incorporate images into your documents and modify
those images in innovative ways.

In this lesson, you will learn how to insert a picture from your computer, change the picture
style and shape, add a border, crop and compress pictures, and more.
To Insert a Picture:
Place your insertion point where you want the image to appear.
Select the Insert tab.
Click the Picture command in the Illustrations group. The Insert Picture dialog box
appears.

Select the image file on your computer.

Click Insert and it will appear in your document.

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Left-click a corner sizing handle, and while holding down the mouse button, resize the
image. The image retains its proportions.

To Wrap Text Around an Image:

Select the image.
Select the Picture Tools Format tab.
Click the Text Wrapping command in the Arrange group.

Left-click a menu option to select it. In this example, we selected Tight.

Move the image around to see how the text wraps for each setting.

If you can’t get your text to wrap the way you wish, click the Text Wrapping command and
select More Layout Options from the menu. You can make more precise changes in the
Advanced Layout dialog box that appears.

To Crop an Image:
Select the image.
Select the Format tab.
Click the Crop command. The black cropping handles appear.

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 Left-click and move a handle to crop an image.
Click the Crop command to deselect the crop tool.

Corner handles will crop the image proportionally.

To Compress a Picture:
Select the picture.
Select the Format tab.
Click the Compress Pictures command in the Adjust group. A dialog box appears.
Click the Options button to access the Compression Setting dialog box.

Choose the target output.

Change any of the default picture settings you wish.
Click OK in the Compression Settings dialog box.
Click OK in the Compress Pictures dialog box.

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You need to monitor the file size of your images and documents that include images,
especially if you send them via email. Cropping and resizing an image doesn’t decrease the
image file size, but compression does.

Other Picture Tools

There are many other things you can do to modify a picture. From the Format tab, some of
the other useful commands include:

Change Picture command: Select a new picture from your computer.

Reset Picture command: Revert to original image.
Brightness command: Adjust the brightness of the image.
Color command: Adjust the contrast of the image from light to dark.
Recolor command: Modify the color in a variety of ways including Black and white,
sepia, pink, purple, and more.

To Change the Shape of a Picture:

Select the picture.
Select the Format tab.
Click the Picture Shape icon. A menu appears.

Left-click a shape to select it.

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To Apply a Picture Style:
Select the picture.
Select the Format tab.
Click the More drop-down arrow to display all the picture styles.
Hover over a picture style to display a Live Preview of the style in the document.

Left-click a style to select it.

To Add a Border to a Picture Manually:
Select the picture.
Select the Format tab.
Left-click the Picture Border command and select a color.

OR
Select Weight from the menu and choose a line weight.

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Challenge!

Use the Newsletter or any Word document you choose to complete this challenge.

Insert a picture into a document.

Crop the image proportionally.
Apply a picture style to the image.
Compress the picture.

17: Columns and Ordering

Two useful formatting features in Word are the columns and ordering commands. Columns
are used in many types of documents, but are most commonly used in newspapers,
magazines, academic journals, and newsletters. Ordering is the process of layering two or
more shapes so that they appear in a certain way. For example, if you have two shapes that
overlap and want one shape to appear on top, you will have to order the shapes.

In this lesson you will learn how to insert columns into a document and order an image and a
shape.
To Add Columns to a Document:
Select the text you want to format.
Select the Page Layout tab.
Left-click the Columns command.

Select the number of columns you would like to insert.

Click the Show/Hide command on the Home tab to display the paragraph marks and
breaks.

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The Format Painter command allows you to easily format text to appear like other text in
your document. Select the text that is formatted the way you want, click the Format Painter
command on the Home tab, and then select the text you want to change. The new text now
appears modified.

To Change the Order of Objects:

Right-click the object you wish to move. In this example, click the shape.
In the menu that appears, select Order.

Select a menu option that will arrange the item in the desired way. In this example,
select Send Behind Text.
The text and image are now displayed layered on top of the shape.

Challenge!

Use the Newsletter or any Word document you choose to complete this challenge.
Select text you want to format into columns.
Format the selected text into two columns.
Insert a picture and a shape.
Practice ordering using the picture and shape.
18: Working with Headers and Footers

You can make your document look professional and polished by utilizing the header and
footer sections. The header is a section of the document that appears in the top margin,

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while the footer is a section of the document that appears in the bottom margin. Headers
and footers generally contain information such as page number, date, document name, etc.

In this lesson, you will learn how to insert built-in and blank headers and footers.
To Insert a Header or Footer:
Select the Insert tab.
Click either the Header or Footer command. A menu appears with a list of built-in
options you can use.
Left-click one of the built-in options and it will appear in the document.
OR
Left-click Blank to select it.

The Design tab with Header and Footer tools is active.

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 Type information into the header or footer.

To Insert the Date or Time into a Header or Footer:

With the header or footer section active, click the Date & Time command.

Select a date format in the dialog box that appears.

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 Click OK. The date/time now appears in the document.
Other Header and Footer Options

There are many other header and footer options that you can use to design these sections
of your document. From the Header and Footer Tools Design tab, you can see all your design
options.

Challenge!

Use the Newsletter or any Word document you choose to complete this challenge.

Add your name in the header of a document.

Right-align the text in the header.
Select a built-in footer with page number.

19: Working with Tables

A table is a grid of cells arranged in rows and columns. Tables can be customized and are
useful for various tasks such as presenting text information and numerical data.

In this lesson, you will learn how to convert text to a table, apply table styles, format tables,
and create blank tables
To Convert Existing Text to a Table:
Select the text you wish to convert.
Select the Insert tab.
Click the Table command.
Select Convert Text to Table from the menu.A dialog box appears.

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 Choose one of the options in the Separate text at: section. This is how Word knows
what text to put in each column.

Click OK. The text appears in a table.

To Add a Row Above an Existing Row:
Place the insertion point in a row below the location you wish to add a row.

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 Right-click the mouse. A menu appears.
Select Insert Insert Rows Above.

A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select Insert
Rows Below from the menu.

To Add a Column:
Place the insertion point in a column adjacent to the location you wish the new
column to appear.
Right-click the mouse. A menu appears.
Select Insert Insert Columns to the Left or Insert Columns to the Right. A new
column appears.
To Delete a Row or Column:
Select the row or column.
Right-click your mouse and a menu appears.

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 Select Delete Columns or Delete Rows.
To Apply a Table Style:
Select the table. A Table Tools Design tab now appears on the Ribbon.
Select the Design tab to access all the Table Styles and Options.

Click through the various styles in the Table Styles section.

Left-click a style to select it. The table style will appear in the document.

You can modify which table styles are displayed. In the Table Styles Options you can select
and deselect various table options. For example, you can select Banded Rows and only
tables with banded rows will appear in the Tables Styles section.

Want to have a little more creative freedom when it comes to formatting your tables? You can
manually change the table border or shading, change line weight, or erase part of the table.

To Insert a Blank Table:

Place your insertion point in the document where you want the table to appear.
Select the Insert tab.
Click the Table command.
Drag your mouse over the diagram squares to select the number of columns and rows
in the table.

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 Left-click your mouse and the table appears in the document.
Enter text into the table.
Modify a Table Using the Layout Tab

When you select a table in Word 2007, Design and Layout tabs appear under Table Tools
on the Ribbon. Using commands on the Layout tab you can make a variety of modifications to
the table such as:

Adding and deleting columns,

Adding and deleting rows,
Changing the cell size,
Aligning cell text,
Changing text direction,
Merging and splitting cells,
And More.

Challenge!

Use the Report or any Word document you choose to complete this challenge.

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 Convert text into a table.
Apply a table style.
Delete a row from the table.
Insert a blank table with five rows and four columns.

20: Using SmartArt Graphics

SmartArt allows you to visually communicate information rather simply using text.
Illustrations can really make an impact in your document and SmartArt makes using graphics
especially easy.

In this lesson, you will learn how to insert a SmartArt graphic, change the color and effects of
the illustration, and modify it in numerous ways
To Insert a SmartArt Illustration:
Place the insertion point in the document where you want the graphic to appear.
Select the Insert tab.
Select the SmartArt command in the Illustrations group. A dialog box appears.

Select a category on the left of the dialog box and review the SmartArt graphics that
appear in the center.
Left-click a graphic to select it.

Click OK.

To see more details about a graphic, left-click any image, and a larger version of the graphic
and additional text details will appear on the right side of the dialog box.

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To Add Text to a SmartArt Graphic:
Select the graphic. The first text box is selected. If the task pane on the left of the
graphic is visible, the insertion point appears in it. If the task pane is not visible, click
the arrow to open the task pane.
Enter text into the task pane fields. The information will appear in the graphic.

OR
Click X to close the task pane.
Enter text into the first text box in the graphic.
Continue to enter text in the text box graphics.

Notice the text you enter automatically resizes to fit inside the box.

To Add a Shape to a Graphic:

Select the graphic. The SmartArt Tools Design and Format tabs appear on the
Ribbon.
Select the Design tab.
Click the Add Shape command in the Graphics group.
Decide where you want the new shape to appear and select one of the shapes nearby
the desired location.
Select Add Shape Before or Add Shape After. If we wanted to add a superior or a
subordinate, we could select the Above or Below options.

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To Move Shapes Using the Promote or Demote Commands:
Select the graphic. The SmartArt Tools Design and Format tabs appear on the Ribbon.
Select the Design tab.
Select the shape you would like to move.
Click the Promote or Demote commands in the Create Graphic group.

The Promote and Demote commands allow you to move shapes and really customize the
graphic, rather than having to use the predefined default illustration.

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To Change the Graphic Style:
Select the graphic. The SmartArt Tools Design and Format tabs appear on the Ribbon.
Select the Design tab.
Left-click a style to select it.

Click the More arrow to see all the style options. Hover over each to display a Live Preview of
the style in your document.

To Change the Color Scheme:

Select the graphic. The SmartArt Tools Design and Format tabs appear on the Ribbon.
Select the Design tab.
Click the Change Color command. A menu of color schemes appear.
Left-click an option to select it.

Explore the options in the Layout group if you would like to switch to another graphic, but
keep the existing text. Also, you can select the Format tab to access additional formatting
options including fill, text, and line color.

Some of the options will differ from graphic to graphic. Look carefully at the SmartArt Tools
tabs and explore the active commands.

Challenge!

Use the Report or any Word document you choose to complete this challenge.

Insert a SmartArt illustration into a document.

Enter text into the graphic.
Modify the style.
Modify the graphic, as needed

21: Using Indents and Tabs

A great way to draw attention to specific text is to indent it. There are several ways in Word
that you can indent text; however, it’s important to use these tools appropriately and indent
correctly each time. This can save time and make the editing process go smoothly.

In this lesson, you will learn how to use the tab selector and the horizontal ruler to set tabs
and indents, and how to use the Increase and Decrease Indent commands

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Click the Show/Hide command on the Home tab. This will allow you to see the nonprinting
characters such as the spacebar, paragraph, and Tab key markings.

To Indent Using the Tab Key:

The most common way to indent is to use the Tab key. This method is best for indenting one
line of text, rather than multiple lines.

Place the insertion point to the left of text you wish to indent.
Press the Tab key. This indents the line 1/2 inch by default.
To Use the Indent Commands:

Using the Tab key to indent multiple lines can make formatting difficult if you add or remove
text later. Indenting multiple lines is best done using the Indent commands.

Select the text you wish to indent.

Click the Increase Indent command to increase the indent. The default is 1/2 an inch.
You can press the command multiple times.

Click the Decrease Indent command to decrease the indent.

To Modify the Default Indent Settings:
Select the Page Layout tab.
Select the text you would like to modify.
Use the arrows or enter text in the fields to modify the Left and Right Indents.

The Tab Selector

The tab selector is above the vertical ruler on the left. Hover over the tab selector to see the
name of the type of tab that is active.

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The tab options are:
First Line Indent : Inserts the indent marker on the ruler and indents the first line of
text in a paragraph.
Hanging Indent : Inserts the hanging indent marker and indents all lines other than
the first line.
Left Tab : Moves text to the right as you type.
Center Tab : Centers text according to the tab.
Right Tab : Moves text to the left as you type.
Decimal Tab : Aligns decimal numbers using the decimal point.
Bar Tab : Draws a vertical line on the document.
To Set a Tab Stop to Indent the First Line of Text:
Click the tab selector until the First Line Indent icon is visible.
Left-click at any point on the horizontal ruler. The First Line Indent icon will appear.

Press the Enter key to start a new paragraph and your insertion point will automatically
indent to that point. I

To move a tab stop once you have inserted it, left-click and drag the tab stop back and forth
on the ruler.

You can set the Hanging Indent the the same way; however this tab stop changes all the
other lines in a paragraph.

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To Set the Left, Center, Right, and Decimal Tab Stops:
Click the tab selector until the tab stop you wish to use appears.
Left-click the location on the horizontal ruler where you want your text to appear.

Press the Tab key to reach the tab stop.

To Use Find and Replace to Replace Existing Text:
Click the Replace command on the Home tab. The Find and Replace dialog box
appears.

Enter text in the Find field that you wish to locate in your document.
Enter text in the Replace field that will replace the text in the Find box.

Click OK. The change is made in the document.

You can also use the Find command to locate specific information in a document. For
example, if you are working with a twenty page report, it would be time consuming to search

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the document for a specific topic. You can use the Find command to locate all instances of
the word or phrase in the document. This is a great way to save time when working with long
documents.

Challenge!

Use the Report or any Word document you choose to complete this challenge.

Practice using the Tab key to indent the first line of a paragraph.
Select some text and use the Increase and Decrease Indent commands to see how
they change the text.
Explore the tab selector and all the tab stops. Practice using each one

22: Applying Styles and Themes

Styles and themes are powerful tools in Word that can help you create professional looking
documents easily. A style is a predefined combination of font style, color, and size of text that
can be applied to selected text. A theme is a set of formatting choices that can be applied
to an entire document and includes theme colors, fonts, and effects.

In this lesson you will learn how to apply, modify and create a style, use style sets, apply a
document theme, and create a custom theme.
To Select a Style:
Select the text to format. In this example, the title is selected.
In the Style group on the Home tab, hover over each style to see a live preview in the
document. Click the More drop-down arrow to see additional styles.

Left-click a style to select it. Now the selected text appears formatted in the style.

To Modify a Style:
Select the text in the style you want to change. In this example, we are changing
AdWorks Agency, which has the Title style applied.

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 Locate the style in the Styles group.
Right-click the style and a menu appears.
Left-click Modify and the Modify Style dialog box appears.

Change any of the formatting.

Click OK to apply the modifications to the style.

To Create a New Style:
Click the arrow in the bottom right corner of the Styles group. This opens the Styles
task pane.

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 Click the New Style button at the bottom and a dialog box appears.

Enter a name for the style and make all the formatting decisions.

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 Select the button beside New Document based on this template, so the style will be
available to use in all your documents.
Click OK. The new style will appear in the list.
To Apply a Style Set:
Click the Change Styles command on the Ribbon.
Select Style Set from the menu that appears.

Left-click a style set to select it. The change is reflected in the entire document.

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Style sets include a combination of title, heading, and paragraph styles. Style sets allow you
to format all the elements of your document at once, rather than formatting your title and
headings separately.

For quick changes, you can modify the colors and fonts of a style set from the Change Styles
command; however, the themes feature is more comprehensive and easy-to-use.

To Apply a Theme:
Select the Page Layout tab.
Click the Themes command.

Move your pointer over a theme to see it displayed in the document.

Left-click a theme to select it.

A document theme is a set of formatting choices that include font styles, sizes, and colors for
different parts of the document and a set of theme effects such as lines and fill effects.

To Create a Custom Theme:

Open the document you'd like to format.
Select the Page Layout tab.
Click the Colours command.
Select Create New Theme Colours. A dialog box appears.

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 Use the drop-down menus to change the colours for each part of the document.

Enter a name for the theme color.

Click Save.
Click the Fonts command.

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 Select Create New Theme Fonts. A dialog box appears.

Use the drop-down menus to change the fonts in the dialog box.
Enter a name for theme font.

Click Save.
Click the Effects command and select an option from the drop-down menu.
Click the Themes command.
Select Save Current Theme. A dialog box appears.

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 Enter a theme name and click Save. Now the theme is available to use with other
documents.

You can not apply a Theme to a document without applying styles first. Themes look for
and replace the formats of each of the styles.

Challenge!

Use the Report or any Word document you choose to complete this challenge.

Apply a style to one section of your document.

Apply a style set to your entire document.
Modify an existing style.
Apply a theme.

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 Advanced Word
23: Using Mail Merge

Mail merge is a useful tool that will allow you to easily produce multiple letters, labels,
envelopes and more using information stored in a list, database, or spreadsheet. In this
lesson, you will learn how to use the mail merge wizard to create a data source and a form
letter, and explore other wizard features. Additionally, you will learn how to use the Ribbon
commands to access the mail merge tools outside of the wizard

To Use Mail Merge:

Select the Mailings on the Ribbon.
Select the Start Mail Merge command.

Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to
complete a mail merge. You will have many decisions to make during the process. The
following is an example of how to create a form letter and merge the letter with a data list.

Steps 1-3
Choose the type of document you wish to create. In this example, select Letters.
Click Next:Starting document to move to Step 2.
Select Use the current document.
Click Next:Select recipients to move to Step 3.
Select the Type a new list button.
Click Create to create a data source. The New Address List dialog box appears.

To Customize the New Address List:

o Click Customize in the dialog box. The Customize Address List dialog box
appears.

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 o Select any field you do not need and click Delete.
o Click Yes to confirm that you wish to delete the field.
o Continue to delete any unnecessary fields.
o Click Add. The Add Field dialog box appears.
o Enter the new field name.
o Click OK.
o Continue to add any fields necessary.
o Click OK to close the Customize Address List dialog box.

Enter the necessary data in the New Address List dialog box.
Click New Entry to enter another record.
Click Close when you have entered all your data records.
Enter the file name you wish to save the data list as.
Choose the location you wish to save the file.
Click Save. The Mail Merge Recipients dialog box appears and displays all the data
records in the list.
Confirm the data list is correct and click OK.
Click Next:Write your letter to move to Step 4.
Steps 4-6
Write a letter in the current Word document, or use an open, existing document.
To Insert Recipient Data from the List:
o Place the insertion point in the document where you wish the information to
appear.
o Select Address block, Greeting line, or Electronic postage from the task pane. A
dialog box with options will appear based on your selection.

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 OR

o Select More Items. The Insert Merge Field dialog box will appear.
o Select the field you would like to insert in the document.
o Click Insert. Notice that a placeholder appears where information from the data
record will eventually appear.
o Repeat these steps each time you need to enter information from your data
record.
Click Next: Preview your letters in the task pane once you have completed your
letter.
Preview the letters to make sure the information from the data record appears correctly
in the letter.
Click Next: Complete the merge.
Click Print to print the letters.
Click All.
Click OK in the Merge to Printer dialog box.
Click OK to send the letters to the printer.
The Mail Merge wizard allows you to complete the mail merge process in a variety of ways.
The best way to learn how to use the different functions in Mail Merge is to try to develop
several of the different documents -- letters, labels, envelopes -- using the different types of
data sources.

Challenge!
Use the Report or any Word document you choose to complete this challenge.
Open a new, blank Word document.
Open the Mail Merge task pane.
Create a data list and practice adding and removing fields.
Explore the different Mail Merge features until you are familiar with them.

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