Chapter Four: Word Processing (MS Word 2007) Author(s): Ahmed Dalalah, Ahmed Abusalameh, Mohammad AlZoubi & Khaled Dajani (Prepared By: Ahmed Abusalama)

Chapter Four: Chapter Four: Word Processing Word Processing (MS Word 2007)(MS Word 2007)

Author(s): Ahmed Dalalah, Ahmed Abusalameh, Mohammad AlZoubi & Khaled Dajani

(Prepared By: Ahmed Abusalama)

The Microsoft Word 2007 screenThe Microsoft Word 2007 screen


Saving Microsoft Word documents Saving Microsoft Word documents To save the file for the first time; from the office button click Save, click the Save Button from the quick access toolbar or press Ctrl +S from the keyboard. The Save As Window will appear, now you have to follow these steps:◦ Select the file location; where to save your file, for example the file can be

saved in the Document folder, C hard drive or a folder inside any hard drive.◦ Choose a name for the file.◦ Select the file type. The default file type is Word Document but the file can

be saved in different types such as web page, plain text and rich text format.◦ Now you can press the save button to complete your task.

• To save the changes made to an existing file, simply from the office button click Save, click the Save Button form the quick access toolbar or press Ctrl + S from the keyboard. The changes will be saved automatically with no need to the Save Window.


Creating a new blank document Creating a new blank document

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.◦Now click the Create button. A new blank

document appears in the Word window.Also you can use the New button form the

quick access toolbar or press Ctrl + N from the keyboard to create a new document.


MANIPULATING TEXT


Selecting text Selecting text To select a specific text:

◦Place the insertion point next to the text you want to select.

◦Left-click your mouse and while holding it down, drag your mouse over the text to select it.

◦Release the mouse button. You have selected the text. A highlighted box will appear over the selected text.

You can use double click to select a single word or triple click to select a paragraph. To select a line, point with the mouse pointer to the left of the line then click the left mouse button.


Undo and redoUndo and redoYou can undo and redo up to 100 actions in the 2007

Microsoft Office programs. To undo an action, do one or more of the following:◦ Click Undo Button from the quick access toolbar.◦ Press Ctrl + Z or F2 from the keyboard. For the F2 function

key to undo your last action, you might need to press the F-Lock key.

◦ To undo several actions at the same time, click the arrow next to Undo Button, select the actions in the list that you want to undo, and then click the list. All of the actions that you selected are undone or reversed.

To redo an action that you undid:◦ Click Redo Button from the quick access toolbar.◦ Press Ctrl + Y or F3. For the F3 function key to redo your last

action, you might need to press the F-Lock key.


Finding textFinding textLooking for a word or sentence is difficult task

especially in the large document. MS Word offers you the find tool to make this task so easy. To find a text inside your document do the following:◦ On the Home tab of the Ribbon, go to the Editing group

and click Find or use the keyboard shortcut key CTRL+ F.◦ In the Find what textbox type the text you want to find,

and then click find next.


Replacing textReplacing text Sometimes you need to replace a word or sentence with

another one. To replace a text inside your document do the following:◦ On the Home tab of the Ribbon, go to the Editing group and click

Replace or use the keyboard shortcut key CTRL+ H.◦ In the Find what textbox type the text you want to replace and in

the Replace with textbox type the new text. ◦ To replace all of the text occurrences on your document click the

Replace All button.◦ To replace the text occurrences one by one click Replace button.


Copying and moving text within a Copying and moving text within a documentdocument If you want to copy text or other objects in Microsoft Word, select

the text or object and use the copy button existed in the clipboard group from the home tab clipboard. You can then paste the subject into a different location or document. To copy text or object you may do the following:◦ Select the text or the object you want to copy.◦ Click the copy button.◦ Place the cursor where you want to put the copy.◦ Click the paste button.◦ You can paste the copied text or object many times in different places.


To move a text or object you may do the following:◦Select the text or the object you want to move.◦Click the cut button.◦Place the cursor where you want to put the text

or object.◦Click the paste button.

The keyboard shortcuts for the copy, cut and paste are Ctrl + C, Ctrl + X and Ctrl + V respectively.


Inserting special characters and Inserting special characters and symbolssymbolsTo insert symbol in your document, do the

following:◦Place the cursor where you want to insert the

symbol.◦From the insert tab click the symbol button from the

symbol group.◦Choose a symbol from the list or click “More

Symbols” to open the symbols dialog box.


TEXT FORMATTING


Change font typeChange font typeMS office provides you with a large number of font

types that you can use in your document. To change the text font type you may do the following:◦ Select the text.◦ Choose the font type from font list existed in the font group.


Change font size Change font size You can increase or decrease the size of

the text font, to do so follow these steps:◦Select the text.◦Choose the font size from font size list existed

in the font group.


Bold, italic and underline Bold, italic and underline To apply these basic formatting to your

text follow these steps:◦Select the text.◦Click the B button for bold, I button for italic

and U button for underline.


Subscript and superscript Subscript and superscript To apply the subscript or the

superscript text effects to your text follow these steps:◦Select the required text.◦Open the font dialog box.◦Under the Effects group check the

Subscript or the Superscript checkbox.


Case changingCase changingYou can choose between five cases to your

text; sentence case, lower case, upper case, capitalize each word and toggle case. To change the case of the text do the following:◦Select the required text.◦Click the change case button from the font group.◦Choose the case from the text case list.


Font color Font color To change the font color of your text, do

the following:◦Select the required text.◦Click the font color button from the font group.◦Choose the required color.


Copying text formattingCopying text formattingTo copy formatting from text to another text, do

the following:◦ Select the formatted text.◦ Click the format painter button from the clipboard group.◦ Select the target text. Once you select the target text the

formats will be applied to it.To apply the format to multiple pieces of text,

double click the format painter button instead of single click.


Removing formattingRemoving formattingSometimes you have a text with many

formats applied to it and you want to remove these formats leaving only plain text. To do so, do the following:◦Select the formatted text.◦Click the clear format button from the font group.


PARAGRAPH FORMATTING


Aligning text and paragraphsAligning text and paragraphs Text can be aligned to the left or to the right. It can also be

centered or justified. If you justify text, Microsoft Word inserts extra spaces into the lines of text so that the left and right edges of the text line up vertically, you do not see a ragged edge down the right side of the text.

When aligning text use the tools that are built into Microsoft Word. For instance if you wish to centre a paragraph, as we shall see you could click within the paragraph and then click on the Center icon. You should not insert spaces or tab stops to align paragraphs visually. To align a text or paragraph, do the following:◦ Select the text or paragraph.◦ From the paragraph group click the icon of the required alignment.


Indenting paragraphs Indenting paragraphs Indentation determines the distance of

the paragraph from either the left or the right margin. Within the margins, you can increase or decrease the indentation of a paragraph or group of paragraphs. You can also create a hanging indent, in which the first line of the paragraph is not indented, but subsequent lines are.

To change the indents of a paragraph:◦ Select the required paragraph.◦ Open the paragraph dialog box.◦ Under the Indentation group you will find

two values, the “Before text” value is the left indent and the “After text” value is the right indent.


First line indentFirst line indent

To change the first line indent of the paragraphs:◦Select the required paragraphs.◦Open the paragraph dialog box.◦Under the indentation group open the “Special”

combo box and choose between the “First line” and “Hanging” indents.

◦Set the indent value.


Line spacing within paragraphsLine spacing within paragraphsTo adjust the line spacing for a paragraph:

◦Click within a paragraph. ◦From the Home tab click the Line Spacing icon

existed in the Paragraph group.◦This will display a drop down list, from which

you can select line spacing value.


Applying spacing above or below Applying spacing above or below paragraphs paragraphs

You can adjust the spacing between your paragraphs. This makes long documents clearer, or can be used to bring attention to certain paragraphs within a document. To adjust the spacing above and below a paragraph:◦Select the required paragraph.◦Open the paragraph dialog box.◦Under the “Spacing” group, set the before space

value (above apace) and the after space value (below space).


Applying bullets to a list Applying bullets to a list

When you have a list of items you can change its format to be bulleted list or numbered list. To apply the bullets format to your list, do the following:◦ Select your list items.◦ Click the bullets icon from the paragraph group.◦ Choose the bullet from the list. You can also define a new bullet

by choosing the “Define New Bullet” option.


Applying numbering to a list Applying numbering to a list To apply the numbering format to your

list, do the following:◦ Select your list items.◦ Click the numbering icon from the

paragraph group.◦ Choose the numbering format from the

list. You can also define a new numbering format by choosing the “Define New Numbering Format” option.


Adding a border to textAdding a border to text

To add border to a text, do the following:◦ Select the required text.◦ From the paragraph group

click the borders icon◦ To add a full borders select

“Outside Border” option.


Adding shading to textAdding shading to text

To add shading to a text, do the following:◦Select the required text.◦From the paragraph group click the shading

icon.◦Select the shading color.


TABLES


Inserting a table Inserting a table To insert a table to your document, do the following:

◦ Click the Table icon from the Tables group in the Insert tab. This will display the following.

◦ Move the mouse pointer over the cells displayed in the drop down, you will see that a preview version of the table is displayed within your document.

◦ Click when you see the required table displayed. The table will be inserted into the document, as illustrated.


Selecting cells, rows, columns or Selecting cells, rows, columns or the entire tablethe entire table

You need to know how to select table cells to apply formats to these cells. To select a cell:

Move the mouse pointer to the left side of the cell. The mouse pointer will change to a small solid black arrow, click when you see this arrow and the cell will be selected. You can drag over multiple cells to select them.

To select a row: Move the mouse pointer to the left of the row you want to select. When the mouse

pointer changes to the shape of an arrow, click once and the row will be selected. To select a multiple connected rows, select the first row and drag over the rest of the required rows. To select a multiple disconnected rows press and hold down the Ctrl key then start selecting the required rows by clicking on the left of each row.

To select a column: Move the mouse pointer to the area just above the column you want to select. When

the mouse pointer changes a black down-pointing arrow, click once and the column will be selected. To select a multiple connected columns, select the first column and drag over the rest of the required columns. To select a multiple disconnected columns press and hold down the Ctrl key then start selecting the required columns by clicking above each column.

To select the entire table: While you are within the table, a table control button appears on the top left corner of

the table, clicking that button will select the entire table.


Inserting and deleting rows and Inserting and deleting rows and columns columns To insert a row or column into your table:

◦ Place the mouse cursor in a cell near where you want to insert.

◦ Right click the mouse inside the selected cell. A pop-up menu will appear, from the menu click Insert.

◦ From the insert sub menu you may choose: Insert column to the left to insert a column to the left of

the cursor. Insert column to the right to insert a column to the

right of the cursor. Insert rows above to insert a row above the cursor. Insert rows below to insert a row below the cursor.



To delete a row or column from a table:◦Select the required row or column.◦Right click the selected row or column.◦Form the pop-up menu click Delete.


Modifying column width or row Modifying column width or row heightheight

The row height and column width are not fixed, they can be changed. To change the row height, do the following:◦ Select the required row.◦ Right click the selected row, and then

click Table Properties from the pop-up menu.

◦ Click the Row tab from the table properties dialog box.

◦ Check the Specify height option and set the height value.

◦ Set the “Row height is” option to Exactly.


Modifying cell borders Modifying cell borders To change the table borders:

◦ Select the cell, row or column that you want to adjust their border style.

◦ From the Table Tool tab open the Design tab then click on the down arrow to the right of the Borders icon.

◦ You can select the required border type from the drop down list or open the border and shading dialog box for more border options.


Adding shading to cells Adding shading to cells You can add shading to the table cells by doing

the following:◦ Select the cell, row or column that you want to add

shading to.◦ From the Table Tool tab open the Design tab then click on

Shading icon. ◦ You can select the required shading from the drop down

list.


Merge cellsMerge cellsTo merge a group of connected cells into

one cell, do the following:◦Select the required cells.◦Right click the selected cells.◦From the pop-up menu click Merge Cells.


Split cellsSplit cells

To split a cell into many cells, do the following:◦Right click inside the required cell.◦From the pop-up menu click Split Cells.◦Set the number of rows and columns you want

to be in the cell.


Graphics


Inserting Pictures Inserting Pictures

To insert a picture –from a file saved on your HD, flash, CD…- to your document:◦ Place the cursor where you want to insert the picture.◦ From the Insert tab click the Picture icon existed in the

Illustrations group.◦ Select the required picture file.


Inserting Clip Art Inserting Clip Art MS clip art is a collection of premade images, arts, videos

and sounds used for illustrations in your document. To insert clip art to your document:◦ Place the cursor where you want to insert the clip art.◦ From the Insert tab click the Clip Art icon existed in the Illustrations

group. This will display the Clip Art pane down the right hand side of the screen.

◦ Within the 'Search for' section type in a keyword that describes the type of clip art you are looking for i.e. the word computer, and then click on the Go button. You may be asked to include the MS online clip art in your search, if you are connected to the internet you can insert from the online clip art.

◦ After a short delay the clip art images will be displayed down in the clip art task pane. Click any image thumbnail and it will be inserted to your document.



Selecting, resizing and deleting Selecting, resizing and deleting graphicsgraphics Selecting a graphic:

◦ Simply click a graphic and it will be selected.

Resizing a graphic:

◦ Click on a graphic to select it. To resize the graphic and keep the height and width ratios the same, move the mouse pointer to any corner, and while keeping the mouse button pressed drag diagonally across the screen. When you release the mouse button the graphic will resize.

If you wish you can stretch the graphic either vertically or horizontally by dragging from the centre of any edge.

Deleting a graphic: ◦ Click on a graphic to select it. Press the Del key.


PAGE FORMATTING


Page orientationPage orientation Normally the MS Word document will be displayed in

Portrait page orientation, which is like looking at a photograph, where the long edge is the vertical line. You may change to Landscape orientation for certain types of documents such as notices. To change the page orientation to Landscape:◦ Click the Page Layout tab.◦ From the Page Setup group, click the orientation icon and select

landscape.


Page margins Page margins

You can also customize the margins by selecting the last choice “Custom Margins”. This will display the Page Setup dialog box from which you can set the margins values as you need.


Headers and footers Headers and footers

Headers and footers are areas in the top and bottom margins (margin: The blank space outside the printing area on a page.) of each page in a document. You can insert text or graphics in headers and footers.


To insert a header to your:◦ Click the insert tab.◦ From the Header & Footer group click the Header icon.◦ Now you may choose between built in headers –premade

header- and edit header to customize the header.◦ When you choose to edit the header a special header

and footer ribbon is displayed. This ribbon displays related commands to enhance your header or footer. For example, clicking date & time icon will insert a date to your header.



Page numbering Page numbering You can insert automatic page

numbering into a document header or footer. As this is inserted as a field when you modify the number of pages within the document the page numbering is also updated on each page. To insert a page numbering to the document:◦ From the insert tab click the Page

number icon.◦ From the drop down list choose the

position of the page number.


Chapter Four: Word Processing (MS Word 2007) Author(s): Ahmed Dalalah, Ahmed Abusalameh, Mohammad AlZoubi & Khaled Dajani (Prepared By: Ahmed Abusalama)

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