Word 2007: Tips, Trick, and New Features

©2007 Olin Library Arc Page 1 of 13 Revised 9.10.2007

Microsoft Word 2007: Tips, Tricks, and New Features

As of June 2007 the Olin Library Arc has transferred over to Microsoft Office 2007. This newest version of Office has undergone some significant interface changes that may be confusing to those who are more familiar with the 2003 version of Office. Hopefully this class guide will help you to smoothly transition over to the new 2007 format and allow you to continue to get your work done without too much added stress. In this class we will cover the new changes to the interface and how to perform important functions that have change or moved as well as many new functions that have been added.

What’s New in 2007 (Interface Changes)

The Ribbon The most startling change to the user interface (UI) in the new Office 2007 System is the removal of the standard file bar used in almost every standard Windows programs. The tools that used to be found in this part of the application have all been moved to tabs along the “ribbon” that spans the top of the application above the document. By clicking through these tabs (Home, Insert, Page Layout, etc.) you gain quick access to all the tools that used to be hidden away in menus and dialog boxes.

Live Preview Live Preview temporarily applies formatting on selected text or objects when you mouse over certain formatting buttons. This temporary formatting is removed once the mouse pointer is moved away from the button, allowing you to quickly preview how the text would appear without having to actually change it.

Mini Toolbar The Mini Toolbar appears whenever text is selected or whenever you right click on the document. The Mini Toolbar initially pops up nearly transparent but becomes opaque when the mouse cursor moves over it, allowing you quick access to the most common text editing tools.

Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains icons for some of the most commonly used functions such as saving, print preview, and undo.


New Documents, Opening, Saving, Printing, Exiting

The Office Logo Button All the most important basic functions that used to be under the File menu in Office 2003 have been moved to the Office Logo Button in Office 2007. To gain access to New Document, Open, Save, Print, and Exit Word simply click on the Office Logo and a drop down menu will appear. PLEASE NOTE: Double clicking the Office logo will close the program and if you accidentally hit “No” when the prompt asks you if you want to save your work you will lose all unsaved changes to the document.

Converting Documents to Word 2007 Format When you open a document created in a previous version of Word “Compatibility Mode” is turned on. Although you will be able to Open, Edit, and Save this file in Word 2007, you will not be able to use any of the new features of Word 2007 until you convert the .doc file to a .docx file. To Convert the .doc to .docx 1. Click on the Office Logo Button 2. Click on Convert 3. Click the “OK” button when the Dialog Box appears

Saving for Compatibility with Word 97‐2003 IMPORTANT NOTE: The new Office 2007 programs all have new file formats that are not backwards compatible with the Office 2003 programs. You will be able to open Office 2003 files in the 2007 programs and you can save files in a “97‐2003” format that is compatible, but files saved in the 2007 file format will not open in Office 2003 without first being converted. Please be mindful of this when saving.

To Save for Compatibility First Run the Compatibility Checker 1. Click on the Office Logo Button 2. Select: “Prepare > Run Compatibility Checker” 3. A dialog box will appear displaying any

compatibility issues. 4. Click “OK” in the dialog box, and then address

any compatibility issues.

Then Save the File 1. Click on the Office Logo Button 2. Select: “Save As > Word 97‐2003 Document” 3. Type in the File Name 4. Click “Save”


Home: Fonts, Alignment, Spacing, Styles, Editing The Home tab contains all the controls for Fonts, Alignment, Spacing, Styles and Editing. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by clicking on the small arrow in the bottom left corner of each box.

The Font Group In Word 2007 the default font settings have changed from Times New Roman 12pt font to Calibri (Body) 11pt font. However, all the standard tools for modifying text have remained much the same and can be found in the “Font” group on the Home tab of the ribbon

Adding Emphasis To Text There are a number of simple ways to add emphasis to your text in Word 2007, beyond the basic Bold, Italic, and Underline tools. Enclose Characters Tool: Encloses Character in a Shape 1. Click the Enclose Character Button (Button 1.) 2. Select whether you want it to Shrink the text or Enlarge the

Symbol 3. Select the shape you want to enclose the character in 4. Click “OK” to exit the dialogue box Character Border Tool Encloses Text in a Box 1. Highlight text you want to surround with a border 2. Click on the Character Border Button (Button 2.) Other Effects Superscript, Subscript, Strikethrough, Shadow, etc. 1. Click on the pop‐out button (Button 3.) in the Font group of the home Tab 2. Check the boxes of any effects you wish to add in the Effects group in the Font dialogue box 3. Click “OK” to exit the dialogue box


The Paragraph Group In Word 2007 the default spacing settings have changed from the standard single spacing between lines to a spacing of 1.15, which looks much closer to double spacing. However, many of the buttons in the paragraph group remain similar and the spacing can be easily adjusted back to the 97‐2003 default by clicking on the Style labeled “No Spacing” in the Style group of the Home Tab.

Further Control Many of the buttons that used to be on the Toolbar have remained the same and are in the Paragraph group of the ribbon. However if you are looking for more controls clicking on the pop‐out button in the bottom right corner of the Paragraph groups to access further controls for indentation, alignment, spacing, etc. PLEASE NOTE: If it seems like Word thinks you want to do something other than what you are intending to do sometimes it is helpful to use the “Show/Hide ¶” button shown to the right while trying to troubleshoot. The Styles Group New to Word 2007 are the ready‐made quick styles. These styles can be used to quickly jump between different text formats within a document. Within each style set there are a number of distinct styles that can be applied. By clicking on the “Change Styles” button you can toggle between different Style Sets, Colors, and Fonts; adjusting all of the Styles you have used within the document. Creating a New Style 1. Format a selection of text to match the style you wish to create 2. Highlight the text that has been formatted 3. Right click and roll over the Styles section of the menu 4. Click on “Save Selection as a New Quick Style…” 5. Type in a name for your style and make any further changes to

the style by clicking on the “Modify” button 6. Click “OK” to save the style


Insert: Pictures, Tables, Page Numbers, Headers/Footers, etc. The Insert tab contains all the controls for inserting Pictures, Clip Art, Tables, Equations, Cover Pages, and Links, as well as Headers/Footers and Page Numbers. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by clicking on the small arrow in the bottom left corner of each box.

Inserting and Modifying Tables In Word 2007 the basic controls for working with and modifying tables have remained much the same despite having been moved a bit. However, there are a number of more advanced tools for modifying tables and table styles that we will not cover here. Inserting a Table 1. Click on the “Table” button on the ribbon. 2. Option A: Select the number of rows and columns using the

grid provided in the dropdown menu Option B: Click on “Insert Table” and enter them into the resulting dialog box Option C: Click on “Draw Table” and use the drawing tool to manually draw the table Option D: Scroll over “Quick Tables” and select one of the preformatted table styles supplied by Word

Modifying the Design and Layout of a Table Word 2007 offers a number of ways to modify the look and layout of your table. These controls can be found in the “Design” and “Layout” tabs on the ribbon under the “Table Tools” Label. If you do not see these tools on the ribbon then make sure the table you wish to edit is not selected. Changing the Design of a Table 1. Click on the “Design” tab on the ribbon 2. Check the “Table Style Options” that you wish to apply to the table 3. Select a style from the “Table Styles” group 4. Make any further adjustments to the table using the other tools

provided Changing the Layout of a Table 1. Click on the “Layout” tab on the ribbon 2. Use the wide array of buttons provided on the ribbon to edit the cells and text alignment and

orientation. 3. Click on the pop‐out button on any of the groups to access a dialogue box with further controls.


Inserting Illustrations In Word 2007 controls for inserting and manipulating image files and other kinds of illustrations have been greatly improved. After inserting either a Table or a Picture into your word document extra tabs on the end of the ribbon will appear to give you access to tools specific to those items. Pictures & Clip Art Both pictures and clip art can be manipulated using the “Picture Tools>Format” Tab and thus will be discussed together in this section as if they were one, with the exception of inserting them into the document.

Inserting a Picture 1. Click on the “Picture” button in the

“Illustrations” group 2. A dialog box will open, locate your image

file and select it 3. Click the “Insert” button

Inserting Clip Art 1. Click on the “Clip Art” button in the

“Illustrations group 2. The Clip Art bar will open on the right side

of the page 3. Enter a search keyword into the “Search

for:” section and then define your search parameters with the drop down menus

4. Click the “Go” button 5. Scroll through the results and double click

on any images you wish to insert into the document

Manipulating Pictures and Clip Art The “Picture Tools>Format” tab contains all the controls for manipulating pictures and clip art within Word 2007. There are too many possible tools and combinations to explain them all here, but we will try and cover a few of the most important tools briefly. Feel free to explore the rest of them on your own and remember: everything can be undone.

Adjusting Image Attributes Within the “Adjust” group of the “Format” tab are a number of tools for directly manipulating basic aspects of the image such as brightness, contrast, color, etc. All of these are fairly straight forward, but it is important to note that you can often refine the control of them by selecting “Picture Corrections Options…” from the drop down menu of the “Brightness” and “Contrast.”

Styles, Effects, Image Shapes Within the “Picture Styles” group of the “Format” tab are a number of tools for adding extra panache to your images both styles and effects primarily effect the borders of the images, however image shapes mask of portions of the image leaving only the portion within the shape visible.


Positioning & Text Wrapping The “Position” and “Text Wrapping” tools effect how the image interacts with text in the document. These tools make it much easier for one to place the image anywhere in the page and still have text border all sides of the image. When trying to place an image always use the Positioning tool first before manually moving the image and applying text wrapping.

Size & Cropping Unfortunately both the Rotating and Cropping tools in Word 2007 are a little awkward and require some extra explanation. Although the scaling aspect of the size tool is fairly straight forward there is no quick rotation tool. If you wish to rotate an image you must click on the pop‐out button on the “Size” group and enter in the angle you wish to rotate the image. The manually cropping tool unfortunately is not as direct as the sizing tool. When you click on the “Crop” button an implied box is drawn around the image marked at the corners and on each side.

Shapes & Text Boxes Similar to pictures and clip art, both shapes and text boxes are manipulated with almost identical “Format” tabs and thus will be discussed together in this section as if they were one, with some obvious exceptions. Inserting a Shape 1. Click on the “Shapes” button in the

“Illustrations” group 2. Select the shape you want from the drop

down menu 3. Use the cursor to draw out the image on

in the document file

Inserting a Text Box 1. Click on the “Text Box” button

in the “Text” group 2. Select the style you want from

the drop down menu 3. Scale the text box using the

blue key points at the corners and edges

Manipulating Shapes and Text Boxes Although the “Format” tabs for both Shapes and Text Boxes are not exactly the same, they are primarily made up of the same tools, which we will briefly go over.

Shape/Text Box Styles and 3‐D/Shadow Effects Although they are labeled differently, the styles for shapes and the styles for text boxes are actually the same. Shape/Text Box Styles simply change cosmetic features of the selected shape or text box. Simply scroll through the different styles and select whichever one you want to use. Likewise Shadow and 3‐D Effects are the same whether you are using a text box or a shape and only alter the selected object cosmetically.


Position and Text Wrapping The “Position” and “Text Wrapping” tools effect how the shape/text box interacts with text in the document. These tools make it much easier for one to place the shape/text box anywhere in the page and still have text border all sides of the object. When trying to place an object always use the Positioning tool first before manually trying to move it and applying text wrapping.

Size The size tools for shapes/text boxes work exactly the same as they do for images but for the most part are not as usefully as manually adjusting the size of the object in the document itself.

If any tool does not seem to be where you think it should be, try clicking on one of the pop‐out boxes to access the formatting dialog box for further control.

Smart Art & Charts In Word 2007 you can insert information laden graphics in the form of either Smart Art or Charts. Smart Art uses predetermined templates that you can alter and apply text to whereas Charts take data from an Excel file and plot them on a graph for you. Because neither this class nor this tutorial cover Excel the section regarding Charts will be rather brief but should give you some sense of Word 2007’s capabilities.

Inserting Smart Art 1. Click the “Smart Art” button in the “Illustrations” group 2. From the resulting dialog box select the appropriate graphic format 3. Click “OK”

Editing Content 1. Click the button on the left side of the Smart Art graphic with

two arrows on it 2. Use the resulting menu to the left of the Smart Art graphic to

modify the text content 3. If there are places in the Smart Art graphic to insert images, click on that

section of thegraphic to prompt the dialog box for inserting images

Editing Design & Format 1. Select the Smart Art graphic 2. Click the “Design” tab under “SmartArt Tools” 3. Make any changes to the layout and color styles of the Smart Art graphic 4. Click the “Format” tab under “SmartArt Tools” 5. Make any changes to the shapes styles, words styles, and arrangement of the Smart Art graphic


Inserting Headers, Footers, and Page Numbers The controls for inserting headers, footers, and page numbers are all located together in the Header & Footer group on the ribbon and all function in exactly the same way. To Insert Any of the Three 1. Click on the appropriate button in the “Header & &Footer” group 2. Scroll down the menu and select the style you would like to add 3. After making your selection, enter any extra text into the template 4. Make adjustments using the tools in the “Design” tab on the ribbon

Inserting Symbols and Equations To Insert an Equation 1. Click on the arrow to the left of the “Equation” button in the “Symbols” group 2. Scroll through the equations in the drop down menu for the one you are looking for 3. If you find the equation you are looking for click on it and it will be placed in the document. If you

do not see the one you are looking for click on “Insert New Equation…” and enter it manually using the “Equation Tools>Design” tab.

To Insert a Symbol 1. Click the “Symbol” button in the “Symbols”

group 2. From the drop down menu select the symbol

you are looking for and click on it. 3. If you do not see the symbol you are looking for

click on “More Symbols” 4. In the “Symbol” dialog box scroll through the

options and select the symbol you wish to add 5. Click the “Insert” button


Page Layout: Themes, Page Margins, Orientaion, Columns, Spacing, etc. The Page Layout tab contains all the controls for setting Themes, Page Margins, Page Orientation, Columns, and Indentation and Spacing Settings. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by clicking on the small arrow in the bottom left corner of each box.

Page Setup The Page Setup group on the Page Layout tab of the ribbon contains all the important controls for the universal attributes of the document such as orientation, margins, etc. It is important to note that the default margins have changed from the 2003 standard but can be quickly set back. To Set the Margins Back to the 2003 Default 1. Click the “Margins” button in the “Page Setup” group 2. Select “Office 2003 Default” From the drop down menu

Reference: Citations, Footnotes, Endnotes, Table of Contents, etc. The Reference tab on the ribbon contains most of the functions specific to academic papers such as Citations, Footnotes, Endnotes, Table of Contents, and Captions. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by clicking on the small arrow in the bottom left corner of each box.

Table of Contents The tools for creating Tables of Content in Word 2007 can seem rather tricky if you don’t know what you’re doing. This is because Word 2007 does not just offer preformatted tables that you manually enter content into, but rather tries to auto create a table for you based on the different styles of headings you have used throughout the document.


To Create a Table of Contents Because Word 2007 wants to auto create a Table of Contents for you, you must first go through a number of steps to identify what sections within the document you want to appear in the Table of Contents. Personally I still find it easier to just make a Table of Contents by doing all the formatting manually, but here is a quick rundown of how the tool works. Marking Entries Using Heading Styles 1. Select the heading you wish to apply the style to 2. Click on the “Home” tab and select a style from the “Styles” group Marking Entries Manually 1. Select the text you want to appear in the Table of Contents 2. Click the “Add Text” button in the “Table of Contents” group 3. Select the level you want that selection of text to be in the

Table of Contents Generating a Table of Contents from the Heading Styles 1. Select where you want to insert the Table of Contents 2. Click the “Table of Contents” button in the “Table of Contents” group 3. Select the Style you want to use from the drop down menu Generating a Table of Contents from Custom Styles 1. Select where you want to insert the Table of Contents 2. Click the “Table of Contents” button in the “Table of

Contents” group 3. Select “Insert Table of Contents” from the drop down menu 4. Click the “Options” button in the resulting dialog box 5. Under “Available styles”, find the styles that you applied to

the headings in your document. 6. Under “TOC level”, type a number from 1 to 9 to indicate the

level that you want the heading styles to represent 7. Click “OK” 8. To use one of the available designs, click a design in the

“Formats” box. 9. Click “OK” Updating the Table of Contents 1. Make any changes to the document 2. Click the “Update Table” button in the “Table of Contents” Group 3. Click Update page numbers only or Update entire table. Deleting the Table of Contents 1. Click the “Table of Contents” button in the “Table of Contents”

group 2. Select “Remove Table of Contents” from the drop down menu


Footnotes & Endnotes With the exception of being moved onto the ribbon, the tools for footnotes and endnotes have changed little in Word 2007. But here are some quick directions for inserting and editing notations. Insert Footnote 1. Click where you want to insert the note reference mark 2. Click the “Insert Footnote” button in the “Footnotes” group 3. Type in the citation

Insert Endnote 1. Click where you want to insert the note reference mark 2. Click the “Insert Endnote” button in the “Footnotes” group 3. Type in the citation

Modfying Footnote & Endnotes 1. Click the pop out button in the “Footnotes” group 2. Select either “Footnotes” or “Endnotes” in the “Location”

section of the dialog box for the one you wish to edit 3. Make any changes to the settings 4. Click the “Apply” button

Citations & Bibiliography In Word 2007 Bibliographies and Work Cited pages can be quickly generated in a number of standard academic formats. Sources and citations can now be entered into the document and managed much more efficiently using the Citations & Bibliography tools. Create a Bibliography or Works Cited Page Please note that this does not cover all the options and tools for working with citations in Word 2007, but covers making a basic Bibliography or Works Cited page. Much more information about citations and Word 2007’s tools for citations can be found online. Add a New Citation and Source to the Document 1. Click the arrow next to “Style” in the “Citations & Bibliography” group and select a style 2. Click at the end of the sentence or phrase that you want to cite 3. Click the “Insert Citation” button in the “Citations & Bibliography” group 4. Click “Add New Source” from the drop down menu 5. Begin to fill in the source information by clicking the arrow next to Type of source 6. Fill in the bibliography information for the source Create a Bibliography 1. Click where you want to insert a bibliography, usually at the end of the document 2. Click the “Bibliography” button in the “Citations & Bibliography” group 3. Click a predesigned bibliography format to insert the bibliography into the document


Other Noteworthy Things and Conclusion Although this Class Guide has covered most of the important tools in Word 2007 it comes far from covering everything within the program. As you may have already noticed, this class has only addressed the first four tabs on the ribbon: Home, Insert, Page Layout, and References. This is not because there is nothing worth knowing on the other three tabs, but rather that they either seemed less crucial to average student use or are so straight forward they require no explanation. However, there are a couple of things worth pointing out… Spelling & Grammar Check The Spelling & Grammar Check tool, like all of the other review tools, has been moved onto the Review tab of the ribbon and functions much in the same way as it always has. Document Views & Print Preview All the tools for altering the way you view your document have been moved onto the View tab of the ribbon, however this is not how you access Print Preview. Print Preview can be found in the Office Logo Button menu, under the Print option or can be added to the Quick Access Toolbar. Undo & Redo Undo & Redo can both be found on the Quick Access Toolbar, however knowing the hotkeys for them will make working in any application much more efficient so it is worth putting in the effort. Undo Ctrl+Z Redo Ctrl+Y

Word 2007: Tips, Trick, and New Features

Technology

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footnotes

styles

pagelayout

pagemargins

insert

clickwhereyouwanttoinsertthenotereferencemark

tables