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Microsoft Office
Word 2007 Training

Get up to speed
•Get to know the Ribbon
When you first open
Word 2007, you may
be surprised by its
new look.

Most of the changes

are in the Ribbon, the
area that spans the
top of Word.

The Ribbon brings the most popular commands to the

forefront, so you don’t have to hunt in various parts of
the program for things you do all the time.

Why the change? To make your work easier and

faster.

Get up to speed
•The Ribbon in action
The Ribbon’s ease of
use and convenience
are best understood
when seen in action.

Animation: Right-click, and click Play.

Play the animation to see how to cut and paste text,

change text formatting, and alter the page background
color, all using the Ribbon.

Get up to speed
•Use the Ribbon for common actions
The Ribbon offers
ease of use and
convenience, with all
common actions
shown in one place.

For example, you can cut and paste text by using

commands on the Home tab; change text formatting by
using a Style; and alter the page background color on
the Page Layout tab.

Get up to speed
•What’s on the Ribbon?
Getting familiar with
the three parts of the
Ribbon will help you
understand how to
use it.

They are tabs, groups,

and commands.

1 Tabs: The Ribbon has seven basic ones across the top.
Each represents an activity area.
2 Groups: Each tab has several groups that show related
items together.
3 Commands: A command is a button, a menu, or a box
where you can enter information.
Get up to speed
•Dialog Box Launchers in groups
At first glance, you
may not see a certain
command from a
previous version.

Fret not.

Some groups have a small diagonal arrow in the lower-

right corner called the Dialog Box Launcher .

Click it to see more options related to that group. They’ll

appear in a familiar-looking dialog box or task pane that
you recognize from a previous version of Word.

Get up to speed
•Additional tabs appear
In the new version of
Word, certain tabs
appear only when you
need them.

Say you insert a picture and want to do more with it, like
crop it or change how text wraps around it.

Where are those commands found?

Get up to speed
•Additional tabs appear
In the new version of
Word, certain tabs
appear only when you
need them.

You don’t need to hunt for them. Instead:

1 Select the picture.
2 The Picture Tools appear. Click the Format tab.
3 Additional groups and commands appear for working
with pictures, like the Picture Styles group.
Get up to speed
•The Mini toolbar
Some formatting
commands are so
useful that you want
them available no
matter what you’re
doing.

Let’s say you want to quickly format some text, but

you’re working on the Page Layout tab.

You could click the Home tab to see the formatting

options, but there’s a faster way.

Get up to speed
•The Mini toolbar
Some formatting
commands are so
useful that you want
them available no
matter what you’re
doing.

1 Select your text by dragging with your mouse, and then

point at the selection.
2 The Mini toolbar will appear in a faded fashion. If you
point to the Mini toolbar, it will become solid, and you
can click a formatting option on it.

Get up to speed
•The Quick Access Toolbar
The Quick Access
Toolbar is the small
area to the upper left
of the Ribbon.

It contains the things

that you use over and
over every day: Save,
Undo, and Repeat.

Animation: Right-click, and click Play.

You can also add your favorite commands to the Quick

Access Toolbar so that they’re available no matter
which tab you’re on.

Get up to speed
•Temporarily hide the Ribbon
The Ribbon makes
everything nicely
centralized and easy
to find.

But sometimes you don’t need to find things. You just

want to work on your document, and you’d like more
room to do that.

In that case, it’s just as easy to hide the Ribbon

temporarily as it is to use it.

Get up to speed
•Temporarily hide the Ribbon
The Ribbon makes
everything nicely
centralized and easy
to find.

Here’s how:

1. Double-click the active tab. The groups disappear so

that you have more room.
2. To see all the commands again, double-click the
active tab again to bring back the groups.

Get up to speed
•Use the keyboard
Okay, keyboard
people, these slides
are for you.

The Ribbon design

comes with new
shortcuts.

This change brings two big advantages over previous

versions of Office programs:

• There are shortcuts for every single button on the

Ribbon.
• Shortcuts often require fewer keys.

Get up to speed
•Use the keyboard
The new shortcuts
also have a new
name: Key Tips.

To use Key Tips, start

by pressing ALT.

Next:

1. Press the Key Tip for the tab you want to display. For
example, press H for the Home tab. This makes all
the Key Tips for that tab’s commands appear.

2. Press the Key Tip for the command you want.

Get up to speed
•Use the keyboard
What about the old keyboard shortcuts?
• Shortcuts that start with the CTRL key remain the same as
in previous versions of Word.
– Examples include CTRL+C for copy and CTRL+ALT+1 for
Heading 1.
• You can still use the old ALT+ shortcuts that accessed
menus and commands in previous versions of Word.
– However, because the old menus are not available, you’ll have
no screen reminders of what letters to press. So you’ll need to
know the key sequence by heart in order to use a shortcut.

Get up to speed
•Find everyday commands
Word 2007 is new,
and that’s exciting. But
you have things to do.

So now it’s time to find

out the exact locations
of the most commonly
used commands.

For example, where do you create a document?

Where are the bullets, the styles, and the spelling
checker? What about printing?

This lesson will show that the new program design

puts those commands right where you need them.

Get up to speed
•Start with the Microsoft Office Button
What happened to the
File menu?

Press the Microsoft

Office Button to find
out.

The Microsoft Office Button is now the place to

start in Word.

When you press it, a menu appears that you use to

create, open, or save a document.

Get up to speed
•Bullets, numbers, and more
Once you have a
document open and
have typed your text,
you’ll no doubt want to
format that text.

Many familiar formatting commands are in view on the

Home tab, in the Font group: Bold, Italic, Font Size,
and so on.

And there are several more you’ll find useful here.

Get up to speed
•Bullets, numbers, and more
Once you have a
document open and
have typed your text,
you’ll no doubt want to
format that text.

For example, don’t overlook the Paragraph group,

shown here. It has the ever-popular bulleted lists,
numbered lists, and multilevel lists.

Indentation and alignment commands appear here as

well.

Get up to speed
•What about styles?
Interested in a more
powerful and efficient
approach to formatting
than just the bold and
italic commands?

You’ll want to know

about styles in the
new Word.

You can either choose a ready-made Quick Style or

apply a style you’ve made before.

Get up to speed
•What about styles?
You work with styles
on the Home tab, in
the Styles group.

The picture shows

how to get the styles
you want.

1 Quick styles are ready-made, professional-looking

styles that are quick and easy to apply. And they have a
new look with this version of Word.
2 Click this button to see several more ready-to-use Quick
Styles.
3 Click the Dialog Box Launcher to open the Styles pane.
Get up to speed
•The Format Painter
Another high-speed
formatting command
is Format Painter.

It’s on the very left of

the Home tab, in the
Clipboard group.

In case you’re not familiar with the Format Painter, it’s a

quick way of duplicating formatting from one section of
text to another.

To use the Format Painter, place the cursor in the text

whose format you want to copy and then click the
Format Painter button.
Get up to speed
•Insert pictures, hyperlinks, headers, and footers
To give your text
power and punch, you
may want pictures,
clip art, charts, or
shapes.

The Insert tab offers

this wealth of added
information.

And those aren’t the only commands on this tab. You’ve

got Tables, Hyperlink, Header, and Footer here too.

That’s not all. Not pictured but ready to serve you are
page numbers, text boxes, and WordArt.

Get up to speed
•Zoom
After you insert
something, you may
need a closer look at
the details.

So you’ll definitely
want to know where to
find the zoom control.

Look in the lower-right corner. Drag the slider to the right

to zoom in, and drag it to the left to zoom out.

Get up to speed
•Check your spelling and grammar
Make no mistake!

When you’ve done

most of the work in
your document, you’ll
want to check spelling
and grammar before
printing it or sending it
in e-mail.

The Spelling & Grammar command is on the Review

tab, because this is part of reviewing your work.

Look toward the far left, in the Proofing group.

Get up to speed
•Ready to print?
You’re ready to print—
but are you?

First it’s smart to

check how your pages
are laid out for the
printer.

Everything you need is on the Page Layout tab.

The Page Setup group contains Size (8.5 x 11, A4, and
so on), Orientation (landscape and portrait), and
Margins.

Get up to speed
•Yes, ready to print
When you’re truly
ready to print, go back
to the Microsoft
Office Button.

Keep in mind that now you’ve got options:

1 If you click the Print command, you’ll get the Print

dialog box. But point at the arrow on the right of the
Print command instead, and you’ll see three additional
commands.

Get up to speed
•Yes, ready to print
When you’re truly
ready to print, go back
to the Microsoft
Office Button.

Keep in mind that now you’ve got options:

2 Print
3 Quick Print
4 Print Preview

Get up to speed
•Behind the scenes
All the features you
are accustomed to
using every day in
Word are on the
Ribbon and much
easier to find than
ever before.

So where are the behind-the-scenes settings that aren’t

about producing documents, but that control how Word
works?

Get up to speed
•Behind the scenes
In previous versions of
Word, you clicked
Options on the Tools
menu.

Now, all these settings are part of Word Options, which

you see when you click the Word Options button.

It’s on the menu that opens when you click the

Microsoft Office Button.

Get up to speed
•A new file format
One more big change
in the new version of
Word: an improved
file format.

What does that mean

to you?

The new file format helps keep your file sizes smaller,
and it helps keep them safer. There are other
advantages, too.

Get up to speed
•Why the change? XML
The new Word
document file format is
based on the new
Office Open XML
Formats.

The format brings lots of benefits:

• Helps make your documents safer.

• Helps make your document file sizes smaller.

• Helps make your documents less susceptible to

damage.
Get up to speed
•Why the change? New features
The new file format
also gives you the
ability to use features
that are only available
in Word 2007.

One example is the new SmartArt™ graphics feature.

The illustration shows you how to start such a graphic in

Word. Notice how many SmartArt graphic designs are
available to choose from.

Get up to speed
•How do I know I’m using the new format?
When you create a
new document in
Word 2007, and then
save the document,
the new file format will
automatically be
chosen for you.

You can make sure of this by looking closely at the Save

As dialog box. Notice that the Save as type box says
Word Document. This means the new file format is
being used.

Get up to speed
•There’s more than one file format?
File extension What it’s used for Previously, there were
just two Word file
.docx Standard Word document with no
macros or code types: documents and
templates (.doc and
.dotx Word template with no macros or
.dot).
code
.docm Word document that could contain
macros or code
.dotm Word template that could contain
macros or code

With Word 2007 there are four file types: .docx, .dotx,
.docm, and .dotm (the “x” stands for XML and the “m” for
macro). Take a look at the table for details.

The only outward difference you are likely to see with

new Word file formats is if you use macros or code.

Get up to speed
•What about the documents I already have?
You’re probably
wondering, “What
happens when I open
my older documents in
the new version of
Word?”

Word 2007 can open files created in all previous

versions of Word, 1.0 through 2003.

Word opens older documents in compatibility mode.

You know this because at the top of the document
“(Compatibility Mode)” appears next to the file name.

Get up to speed
•Compatibility mode
What’s compatibility
mode all about?

In short, Word is
telling you that the
document uses an
older file format.

Because that file format doesn’t understand some of the

new features in the new version of Word, those features
are either turned off or modified so that they
approximate an older version of Word.

Get up to speed
•Converting your old files
Can you convert an
older document to the
new file format?

Naturally.

With the document open in Word 2007, you just click the
Microsoft Office Button, and then click the Convert
command on the menu.
This conversion offers the benefits of the new format
(helps create smaller, more secure files, and so on) and
also the new features with their full, undiminished
capabilities.
Get up to speed
•Share documents using a converter
If you’ll be sharing
documents, there are
conversion methods
you’ll want to know
about.

Here’s a common
scenario that involves
a converter.

Start by supposing that you’re using the new file format,

either by creating and saving new documents or by
upgrading older documents by using the Convert
command on the menu that opens from the Microsoft
Office Button.

Get up to speed
•Share documents using a converter
If you’ll be sharing
documents, there are
conversion methods
you’ll want to know
about.

Here’s a common
scenario that involves
a converter.

Your friend John has an older version of Word that came

with Office 2000. You want to use e-mail to send him
your latest document. Will he be able to open it?

Yes. When John clicks the document, the message

shown here will ask if he wants to download a converter
that will let him open your document.
Get up to speed
•Share documents using a converter
If you’ll be sharing
documents, there are
conversion methods
you’ll want to know
about.

Here’s a common
scenario that involves
a converter.

The document John opens won’t look exactly the same

as the one you made, because there are many features
in your new version of Word that don’t exist in his
version.

Still, he can open it, and will be able to work with it and
send it back to you.
Get up to speed
•Share documents by saving with an older format
Concerned that John
doesn’t have his
installation of Office
2000 fully updated?

Save your document

with an older file
format before
sending it to him.

Here’s how:

1 Click the Microsoft Office Button, and on the menu,

point to the arrow at the end of the Save As command.
2 Click Word 97-2003 format in the list of options.

Get up to speed
•Share documents by saving with an older format
You may get a
warning that saving in
the older file format
will cause certain
features to be lost or
modified.

For example, if your document contains a new diagram,

Word will notify you that the diagram will be combined
into a single, uneditable object. That way John can at
least see the diagram. But John won’t be able to edit it,
because his version of Word doesn’t understand how to
work with this new feature.

Get up to speed