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MICROSOFT OFFICE 2007

MICROSOFT OFFICE WORD 2007 LEVEL 2


Inserting Dates and Symbols
Using Quick Parts
Working with AutoFormat
Working with Tables
Editing a Table
Applying Borders and Shading
Working with Drawing Objects
Inserting Graphics
Using SmartArt
Using Chart Creation Features
Using AutoCorrect
Using Find and Replace
Exploring the Research Task Pane
Using Templates
Using Newsletter-style Columns
Using Outline View
Using Word HTML Features
Working with Comments and Revisions
Managing Files

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Page i

MICROSOFT OFFICE WORD 2007 - LEVEL 2


ABOUT ONDEMAND SOFTWARE ....................................................................... I
COPYRIGHT .............................................................................................................. I
DISCLAIMER ............................................................................................................ I
LESSON 1 - INSERTING DATES AND SYMBOLS.............................................1
Inserting the Date and Time .....................................................................................2
Inserting Symbols .....................................................................................................4
Inserting Special Characters .....................................................................................7
Exercise ..................................................................................................................10
Inserting Dates and Symbols ..............................................................................10
LESSON 2 - USING QUICK PARTS ....................................................................11
Creating a Quick Part .............................................................................................12
Adding Quick Parts to a Document ........................................................................14
Inserting Document Property Fields .......................................................................16
Using the Building Blocks Organizer .....................................................................18
Exercise ..................................................................................................................21
Using Quick Parts...............................................................................................21
LESSON 3 - WORKING WITH AUTOFORMAT ..............................................23
Using AutoFormat as You Type.............................................................................24
Changing AutoFormat Options ..............................................................................26
Exercise ..................................................................................................................30
Working with AutoFormat .................................................................................30
LESSON 4 - WORKING WITH TABLES ............................................................33
Creating a Table .....................................................................................................34
Navigating a Table .................................................................................................36
Entering Text into a Table ......................................................................................37
Inserting a Blank Line ............................................................................................38
Using Table Styles..................................................................................................39
Hiding and Showing Gridlines ...............................................................................42
Using the Draw Table Feature ................................................................................43

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Converting Existing Text into a Table ...................................................................47


Inserting Quick Tables ...........................................................................................49
Exercise ..................................................................................................................52
Working with Tables ..........................................................................................52
LESSON 5 - EDITING A TABLE ..........................................................................55
Selecting Table Components ..................................................................................56
Selecting the Entire Table ......................................................................................58
Inserting Rows and Columns into a Table..............................................................59
Merging Cells .........................................................................................................61
Rotating Text in a Table .........................................................................................63
Changing Column Width and Row Height.............................................................65
Aligning Table Text ...............................................................................................67
Distributing Rows and Columns Evenly ................................................................69
Splitting Cells .........................................................................................................70
Deleting Columns and Rows ..................................................................................72
Setting Table Properties .........................................................................................73
Converting a Table into Text ..................................................................................77
Creating a Table Heading .......................................................................................79
Exercise ..................................................................................................................82
Editing a Table ...................................................................................................82
LESSON 6 - APPLYING BORDERS AND SHADING .......................................83
Using Borders and Shading ....................................................................................84
Adding Borders and Shading to Text .....................................................................85
Adding a Border to a Page......................................................................................88
Adding a Border to a Table ....................................................................................90
Removing a Border from a Table ...........................................................................93
Adding and Removing Shading..............................................................................94
Exercise ..................................................................................................................97
Applying Borders and Shading ..........................................................................97
LESSON 7 - WORKING WITH DRAWING OBJECTS ....................................99
Creating a Drawing Object ...................................................................................100
Selecting Filled and Unfilled Objects ...................................................................103
Moving an Object .................................................................................................104
Using the Drawing Canvas ...................................................................................105
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Drawing without the Drawing Canvas .................................................................109


Drawing a Line .....................................................................................................110
Changing and Removing the Fill Color................................................................112
Formatting Lines ..................................................................................................114
Resizing an Object................................................................................................117
Adding a 3-D Effect .............................................................................................118
Layering Text and Objects ...................................................................................120
Deleting an Object ................................................................................................122
Exercise ................................................................................................................124
Working with Drawing Objects .......................................................................124
LESSON 8 - INSERTING GRAPHICS ...............................................................125
Inserting Clip Art..................................................................................................126
Inserting a Picture .................................................................................................130
Formatting Pictures ..............................................................................................132
Creating WordArt Objects ....................................................................................135
Formatting WordArt Objects ................................................................................137
Using Advanced Layout Options .........................................................................139
Creating Watermarks ............................................................................................143
Exercise ................................................................................................................147
Inserting Graphics ............................................................................................147
LESSON 9 - USING SMARTART .......................................................................149
Creating SmartArt Graphics .................................................................................150
Changing Colors of a SmartArt Graphic ..............................................................153
Applying a SmartArt Graphic Style .....................................................................155
Exercise ................................................................................................................158
Using SmartArt ................................................................................................158
LESSON 10 - USING CHART CREATION FEATURES .................................159
Creating a Chart....................................................................................................160
Editing the Datasheet ............................................................................................163
Adding a Chart Title .............................................................................................164
Changing the Chart Type......................................................................................166
Creating a Chart from Excel .................................................................................169
Exercise ................................................................................................................172
Using Chart Creation Features .........................................................................172
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LESSON 11 - USING AUTOCORRECT ............................................................175


Setting AutoCorrect Options ................................................................................176
Using the AutoCorrect Options Button ................................................................178
Creating AutoCorrect Exceptions .........................................................................180
Creating an AutoCorrect Entry .............................................................................184
Creating a Formatted AutoCorrect Entry .............................................................187
Deleting an AutoCorrect Entry .............................................................................190
Exercise ................................................................................................................192
Using AutoCorrect ...........................................................................................192
LESSON 12 - USING FIND AND REPLACE ....................................................193
Using Find ............................................................................................................194
Using Find Options...............................................................................................196
Finding Special Characters ...................................................................................199
Finding a Format ..................................................................................................202
Using Replace.......................................................................................................204
Exercise ................................................................................................................208
Using Find and Replace ...................................................................................208
LESSON 13 - EXPLORING THE RESEARCH TASK PANE .........................211
Opening the Research Task Pane .........................................................................212
Adding Research Services ....................................................................................213
Using the Thesaurus to Look up Synonyms .........................................................215
Using the Thesaurus to Look up Antonyms .........................................................218
Translating Text....................................................................................................221
Searching for Information ....................................................................................224
Exercise ................................................................................................................226
Exploring the Research Task Pane ...................................................................226
LESSON 14 - USING TEMPLATES ...................................................................227
Selecting an Existing Template ............................................................................228
Creating a Template .............................................................................................230
Modifying a Template ..........................................................................................233
Deleting a Template .............................................................................................235
Exercise ................................................................................................................238
Using Templates ...............................................................................................238

Page vi

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LESSON 15 - USING NEWSLETTER-STYLE COLUMNS ............................241


Creating Newsletter-style Columns ......................................................................242
Navigating Columns .............................................................................................244
Changing the Number of Columns .......................................................................245
Changing Column Width and Spacing .................................................................246
Adding a Vertical Line between Columns ...........................................................248
Balancing Column Length ....................................................................................250
Exercise ................................................................................................................252
Using Newsletter-style Columns ......................................................................252
LESSON 16 - USING OUTLINE VIEW .............................................................253
Creating an Outline...............................................................................................254
Working in Outline View .....................................................................................256
Collapsing/Expanding Outline Headings .............................................................259
Displaying Outline Heading Levels .....................................................................260
Moving an Outline Heading or Body Text ...........................................................262
Numbering the Outline Levels .............................................................................263
Displaying/Hiding Outline Text Formats .............................................................266
Exercise ................................................................................................................268
Using Outline View ..........................................................................................268
LESSON 17 - USING WORD HTML FEATURES ...........................................271
Saving Files in the HTML File Format ................................................................272
Using Hyperlink Automatic Formatting ...............................................................275
Linking to a Page ..................................................................................................277
Linking to a Location in a Page ............................................................................279
Pasting a Link .......................................................................................................282
Updating a Link ....................................................................................................285
Browsing Linked Pages and Locations ................................................................286
Editing a Hyperlink ..............................................................................................287
Modifying HTML Files ........................................................................................288
Exercise ................................................................................................................292
Using Word HTML Features ...........................................................................292
LESSON 18 - WORKING WITH COMMENTS AND REVISIONS ...............295
Enabling Change Tracking ...................................................................................296
Setting Change Tracking Options ........................................................................297
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Disabling Change Tracking ..................................................................................300


Inserting Comments..............................................................................................302
Managing Comments............................................................................................304
Viewing and Navigating Comments.....................................................................306
Enabling Balloon Options ....................................................................................309
Selecting Options for Show Markup ....................................................................312
Displaying the Reviewing Pane............................................................................314
Comparing Documents .........................................................................................316
Combining Multiple Revisions.............................................................................321
Reviewing Tracked Changes ................................................................................328
Accepting/Rejecting All Changes ........................................................................331
Printing Markup....................................................................................................336
Exercise ................................................................................................................339
Working with Revisions and Comments ..........................................................339
LESSON 19 - MANAGING FILES ......................................................................341
Selecting File Views .............................................................................................342
Sorting Word Files ...............................................................................................344
Using the My Places Bar ......................................................................................346
Assigning a Password ...........................................................................................348
Removing a Password ..........................................................................................350
Using Digital Signatures.......................................................................................353
Managing Document Recovery ............................................................................356
Exercise ................................................................................................................357
Managing Files .................................................................................................357
INDEX......................................................................................................................359

Page viii

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LESSON 1 INSERTING DATES AND SYMBOLS


In this lesson, you will learn how to:
Insert the date and time
Insert symbols
Insert special characters

Lesson 1 - Inserting Dates and Symbols

Word 2007 - Lvl 2

INSERTING THE DATE AND TIME

Discussion
Word can automatically insert the current date and/or time into a document. You
might want to use this feature, for example, if you are creating a legal document and
the creation date and time are crucial and need to be seen whenever the document is
opened or printed. The date and time can be entered from the Date and Time dialog
box.
The Date and Time dialog box provides several date and time formats in various
combinations. If you prefer to use one date and/or time format exclusively, you can
set that format as the default. Depending on what multilingual capabilities have been
installed with Microsoft Office, you can insert the date and time in another language
format by selecting the desired language from the Language list.
The Update automatically option in the Date and Time dialog box inserts the date as
a field that automatically displays the current date and/or time each time you open or
print the document. If the Update automatically option is not selected, the date
and/or time of insertion into the document appears.

The Date and Time dialog box

Page 2

You can toggle the view of any field between the field code
and the field result by selecting the field and pressing the
[Shift+F9] key combination.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 1 - Inserting Dates and Symbols

When a date is entered as a field, you can change the format of


the date by right-clicking the field in the document and
selecting the Edit Field option from the shortcut menu.

Procedures
1. Position the insertion point where you want the date and/or time to
appear.
2. Select the Insert tab.
3. Select the Date & Time button

in the Text group.

4. Under Available formats, select the desired date and/or time format.
5. Select the

Update automatically option, if desired.

6. Select OK.

Step-by-Step
From the Student Data directory, open DATE.DOCX.
Insert the current date and time into a document.

Steps

Practice Data

1. Position the insertion point where you


want the date and/or time to appear.
The insertion point moves to the new
location.

Click in the third blank


line below the Worldwide
Sporting Goods address

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the Date & Time button in the


Text group.
The Date and Time dialog box opens.

Click

4. Under Available formats, select the


desired date and/or time format.
The date and/or time format is
selected.

Click Month Day, Year


(third format from the top)

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Lesson 1 - Inserting Dates and Symbols

Word 2007 - Lvl 2

Steps

Practice Data

5. Select the Update automatically


option, if desired.
The Update automatically option is
selected.

Click Update
automatically

6. Select OK.
The Date and Time dialog box closes,
and the current date and/or time
appears at the insertion point.

Click OK

INSERTING SYMBOLS

Discussion
Word provides many symbols for use in documents. These symbols are associated
with individual character sets. The available character sets are listed in the Font list in
the Symbol dialog box.
The most commonly used character sets are (normal text), Symbol, and Wingdings.
The (normal text) character set includes characters such as a single quotation ( ' ) and
the paragraph symbol ( ), in addition to the numbers, symbols, and letters found on a
standard keyboard. This font set also includes a wide variety of special and foreign
language characters, such as umlauts () and tildes (), organized by language subsets.
The Symbol character set offers characters such as the copyright () and spade ( )
symbols. The Wingdings, Wingdings 2, Wingdings 3, and Webdings character sets
contain many decorative and fun characters, such as bullets, stars, and arrows. For
example, you can use a Wingdings bullet character to precede each item in a list.
The Symbol dialog box also displays the most common and recently used symbols, as
well as the name (if it has one) and character code of the selected symbol. You can
use the drop-down list to display the character code in either a decimal or hex format.
If a shortcut key has been assigned to the selected character, it appears to the right of
the Shortcut Key button.

Page 4

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 1 - Inserting Dates and Symbols

Inserting a symbol

If you use a symbol often, you can assign a shortcut key to it.
To assign a shortcut key, select the desired symbol in the
Symbol dialog box and then select the Shortcut Key button.
Press the desired key combination for the symbol, select
Assign, and then select Close.

Procedures
1. Position the insertion point where you want the symbol to appear.
2. Select the Insert tab.
3. Select the Symbol button

in the Symbols group.

4. Select the More Symbols option.


5. Select the Symbols tab.
6. Select the Font list

7. Select the desired character set.


8. Select the desired symbol.
9. Select Insert.
10. When you have finished inserting symbols, select Close.
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Lesson 1 - Inserting Dates and Symbols

Word 2007 - Lvl 2

Step-by-Step
Insert a symbol into a document.

Steps

Practice Data

1. Position the insertion point where you


want the symbol to appear.
The insertion point moves to the new
location.

Click at the end of the text


Worldwide Sporting
Goods at the top of the
page

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the Symbol button in the


Symbols group.
The Symbol gallery opens, showing
common and recently used symbols.

Click

4. Select the More Symbols option.


The Symbol dialog box opens.

Click More Symbols

5. Select the Symbols tab.


The Symbols page opens.

Click the Symbols tab, if


necessary

6. Select the Font list.


A list of available character sets is
displayed.

Click Font

7. Select the desired character set.


The character set is displayed in the
Font box.

Scroll as necessary and


click (normal text) at the
top of the list

8. Select the desired symbol.


The symbol is highlighted.

Click (seventh row,


third column from the
right)

9. Select Insert.
The symbol appears in the document
at the insertion point.

Click Insert

10. When you have finished inserting


symbols, select Close.
The Symbol dialog box closes.

Click Close

Practice the Concept: Scroll to the list beginning with the text Worldwides new
product catalog and insert the symbol of a hand pointing to the right before each item
in the list. The hand symbol is located in the Wingdings character set (third row,
seventh column from the left). Then, close the Symbol dialog box.
Page 6

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Word 2007 - Lvl 2

Lesson 1 - Inserting Dates and Symbols

INSERTING SPECIAL CHARACTERS

Discussion
There may be times when you want to use special characters in a document. For
example, you might want to insert a nonbreaking hyphen (which prevents a
hyphenated word such as open-ended from being separated by a line break), or you
might want to insert a nonbreaking space (which prevents two words from being
separated by a line break). Special characters are inserted using the Special
Characters page of the Symbol dialog box.
Word provides many special characters, including the Copyright (), Registered
(), and Trademark ( ) characters. For example, you may need to use the
copyright character when you asserting or acknowledging the copyright of a particular
document. A registered or trademark character would be appropriate if you mention a
product name in a document.
Many special characters have been assigned keyboard shortcuts that can be used to
insert the characters into the document. Using a keyboard shortcut allows you to insert
a character without opening the Symbol dialog box. For example, you can insert the
Trademark ( ) character from the Symbol dialog box or by pressing the
[Alt+Ctrl+T] key combination. You can also assign a shortcut key to or remove a
shortcut key from any special character, including shortcut keys that have been
assigned by default in Word.

Inserting a special character

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Lesson 1 - Inserting Dates and Symbols

Word 2007 - Lvl 2

To assign a shortcut key to a special character, select the


special character in the Symbol dialog box and then select the
Shortcut Key button. Press the desired shortcut key
combination, then select Assign, and select Close.

To remove a shortcut key from a special character, select the


special character in the Symbol dialog box and then select the
Shortcut Key button. Under Current keys, select the key
combination you want to remove, select Remove, and then
select Close.

Procedures
1. Position the insertion point where you want the special character to
appear.
2. Select the Insert tab.
3. Select the Symbol button

in the Symbols group.

4. Select the More Symbols option.


5. Select the Special Characters tab.
6. Under Character, select the desired special character.
7. Select Insert.
8. When you have finished inserting special characters, select Close.

Step-by-Step
Insert a special character in a document.

Page 8

Steps

Practice Data

1. Position the insertion point where you


want the special character to appear.
The insertion point moves to the new
location.

Scroll as necessary and


click between the period
and the letter C in the text
Mr.Campanellas (last
paragraph in the body of
the letter, fourth sentence)

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 1 - Inserting Dates and Symbols

Steps

Practice Data

3. Select the Symbol button in the


Symbols group.
The Symbol gallery opens.

Click

4. Select the More Symbols option.


The Symbol dialog box opens.

Click More Symbols

5. Select the Special Characters tab.


The Special Characters page opens.

Click the Special


Characters tab

6. Under Character, select the desired


special character.
The special character is selected.

Click Nonbreaking Space

7. Select Insert.
The selected character appears at the
insertion point.

Click Insert

8. When you have finished inserting


special characters, select Close.
The Symbol dialog box closes.

Click Close

Type the word credit and a space before the word limit in the third sentence of the
same paragraph. Notice that the text Mr. Campanellas stays together because the
space inserted between Mr. and Campanellas is a nonbreaking space. Display the
formatting marks. Notice the symbol that appears between Mr. and Campanellas to
indicate the presence of a nonbreaking space. Hide the formatting marks.
Close DATE.DOCX.

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Page 9

Lesson 1 - Inserting Dates and Symbols

Word 2007 - Lvl 2

EXERCISE
INSERTING DATES AND SYMBOLS

Task
Insert the current date and some symbols into a document.
1. Open SYMBOL.DOCX.
2. Insert the current date at the top of the document using the second
format (Day, Date, Year). Set the date to update automatically.
3. Scroll to the four-line list beginning with the text special offers.
Insert the checkmark symbol from the Wingdings character set (last
row, fourth column from the right) in front of each line in the list.
4. Scroll to the Build-a-Body Flex-All System text in the paragraph
beginning Evening. Insert the Trademark ( ) character after the
word System.
5. Close the document without saving it.

Page 10

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LESSON 2 USING QUICK PARTS


In this lesson, you will learn how to:
Create a Quick Part
Add Quick Parts to a document
Insert document property fields
Use the Building Blocks Organizer

Lesson 2 - Using Quick Parts

Word 2007 - Lvl 2

CREATING A QUICK PART

Discussion
To avoid having repeatedly to reenter the same content in different documents, Word
provides an environment for establishing and reusing building blocks. These
building blocks can consist of text without formatting, paragraphs and other content
such as lists, images or customized smart shapes.
Word stores these in a gallery managed by the Quick Parts tool. The building blocks
that Quick Parts manages include a wide range of gallery types, such as Headers and
Footers, Cover Pages and Watermarks. When you create a building block, you can
choose what gallery to keep it in and can assign a category and a description to it.

The Create New Building Block dialog box

Page 12

To capture the formatting of the content, you must include the


paragraph marks in your selection before saving it as a
building block.

When you save the building block, you have the option of
assigning it to a different gallery and category. The default
options are the Quick Parts gallery and the General category.
You can add a text description, although the gallery will also
provide a preview of the building block.

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Word 2007 - Lvl 2

Lesson 2 - Using Quick Parts

Procedures
1. You will find it particularly helpful to display the paragraph marks;
the toggle button for this option is available in the Paragraph group
on the Home tab.
2. Select the content that you want to define as a building block.
3. Select the Insert tab.
4. Select the Quick Parts button

in the Text group.

5. Select the Save Selection to Quick Part Gallery... option.


6. Give the building block a suitable name.
7. Save the building block by selecting the OK button.
8. When you close Word, a dialog box will appear asking you whether
you want to save changes to the Building Blocks template. Confirm
that you do by selecting the Yes button. This will save your Quick
Parts building block for use with other documents.

Step-by-Step
From the Student Data directory, open QUICKPT.DOCX.
Create a Quick Part.
You will find it particularly helpful to display the paragraph marks; the toggle button
for this option is available in the Paragraph group on the Home tab.

Steps

Practice Data

1. Select the content that you want to


define as a building block.
The content is selected.

Select the content


associated with the first
four paragraph marks,
from the globe graphic
through NH 03872,
including the paragraph
marks; do not include the
final two paragraph marks
that have no associated
text

2. Select the Insert tab.


The Insert tab is displayed.

Click the Insert tab

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Page 13

Lesson 2 - Using Quick Parts

Word 2007 - Lvl 2

Steps

Practice Data

3. Select the Quick Parts button in the


Text group.
The Quick Parts menu opens.

Click

4. Select the Save Selection to Quick


Part Gallery... option.
The Quick Parts menu closes and the
Create New Building Block dialog box
opens.

Click Save Selection to


Quick Part Gallery...

5. Give the building block a suitable


name.
The text appears in the Name text box.

Click in the Name text


box at the end of
Worldwide Sporting and
type [Space] with
graphics

6. Save the building block by selecting


the OK button.

Click

When you close Word, a dialog box will appear asking you whether you want to save
changes to the Building Blocks template. Confirm that you do by selecting the Yes
button. This will save your Quick Parts building block for use with other documents.
Close QUICKPT.DOCX.

ADDING QUICK PARTS TO A DOCUMENT

Discussion
You can quickly add predefined content to a document using Quick Parts. This tool
provides access to built-in and customized building blocks that may consist of text
without formatting, paragraphs and other content such as lists, images or customized
smart shapes.

The Quick Parts dialog box with one Quick Parts building block

Page 14

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Word 2007 - Lvl 2

Lesson 2 - Using Quick Parts

The Building Blocks Organizer dialog box, accessed from the


Quick Parts menu, provides access to many other forms of
building block, including equations, specially formatted text
boxes and watermarks.

Procedures
1. Position the insertion point at the place in the document at which you
want to add a Quick Parts building block.
2. Select the Insert tab.
3. Select the Quick Parts button

in the Text group.

4. Select the desired Quick Parts building block from the list.

Step-by-Step
Add a Quick Parts building block to a document
Create a new, blank document.

Steps

Practice Data

1. Position the insertion point at the place


in the document where you want to
add a Quick Parts building block.
The insertion point appears at the
desired location.

Press [Ctrl+Home], if
necessary

2. Select the Insert tab.


The Insert tab is displayed.

Click the Insert tab

3. Select the Quick Parts button in the


Text group.
The Quick Parts menu opens.

Click

4. Select the desired Quick Parts building


block from the menu or submenu
options.
The Quick Parts menu closes and the
selected building block is inserted in
the document at the insertion point.

Scroll as necessary and


click Worldwide
Sporting with graphics

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Page 15

Lesson 2 - Using Quick Parts

Word 2007 - Lvl 2

INSERTING DOCUMENT PROPERTY FIELDS

Discussion
There are a number of document property fields that can be defined and inserted
rapidly into the document. Some property fields are automatically defined by the
documents content or by data that Word collected at the time of installation but they
can also be edited, either via the Document Properties dialog box, or at the time the
property field is inserted into the document using Quick Parts. This latter method is
the most convenient.
The document property fields available for insertion using Quick Parts are: Abstract,
Author, Category, Comments, Company, Company Address, E-mail, Fax and Phone,
Keywords, Manager, Publish Date, Status, Subject and Title.

The Document Property list accessed from the Quick Parts dialog box

Page 16

Document properties can be accessed and edited via the


Properties option under Prepare on the Office menu. The
Document Information Panel is displayed between the Ribbon
and the document area and can be left open while editing the
document.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 2 - Using Quick Parts

Once a document property field has been inserted into a


document, moving the pointer over the field reveals a blue
highlight over the whole field text. Clicking on the field text
reveals the field label. The field text can be edited as with any
other text; any edit will revise the document property field
itself and the update will be reflected in any other instances of
the field inserted in the document.

The display of fields in the document depends on the field


code settings in the section Show document content under
Advanced in Word Options.

Procedures
1. Position the insertion point in the document where you want to add a
document property field.
2. Select the Insert tab.
3. Select the Quick Parts button

in the Text group.

4. Point to the Document Property option.


5. Select the desired document property.
6. If required, edit the field text as appropriate.
7. Move the insertion point out of the field text box.

Step-by-Step
Insert document property fields
Open a new, blank document.

Steps

Practice Data

1. Position the insertion point in the


document where you want to add a
document property field.
The insertion point appears at the
desired location.

Press [Ctrl+Home], if
necessary

2. Select the Insert tab.


The Insert tab is displayed.

Click the Insert tab

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Lesson 2 - Using Quick Parts

Word 2007 - Lvl 2

Steps

Practice Data

3. Select the Quick Parts button in the


Text group.
The Quick Parts menu opens.

Click

4. Point to the Document Property


option.
The Document Property submenu is
displayed.

Point at Document
Property

5. Select the desired document property.


The property field is inserted in the
document and the default text in the
field text box is selected.

Click Title

6. Edit the field text as appropriate.


The field text is displayed.

Type Interim Report

7. Move the insertion point out of the


field text box.
The field label disappears, leaving the
inserted field text.

Click anywhere outside


the field text box.

Practice the Concept: Position the insertion point at the end of the existing text and
press [Enter] at least five times to give yourself some working space. Insert some
additional document property fields to the document, such as Author, Subject,
Category, and Status and edit their content. Insert the same field in more than one
location, then edit the text in one of the fields.
Explore the Document Information Panel, accessing it by selecting the Office button,
the Prepare option, then the Properties option. Notice how the content of the
document properties reflects the content that you have edited in the fields in the
document.
Close the document without saving it.

USING THE BUILDING BLOCKS ORGANIZER

Discussion
All Words predefined content and your own customized building blocks are stored in
the Building Blocks Organizer. Using the Organizer, you can preview building blocks,
sort them by name, gallery, category or type, re-categorize them, edit their properties,
delete them or insert them in the currently active document.

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Word 2007 - Lvl 2

Lesson 2 - Using Quick Parts

The Building Blocks Organizer dialog box

Procedures
1. Select the Insert tab.
2. Select the Quick Parts button

in the Text group.

4. Select the Building Blocks Organizer... option.


5. Sort the Building blocks list by Name.
6. Select the desired building block.
7. Select the Edit Properties... button to review the building blocks
properties.
8. Edit the properties as desired and select OK to save them, or select
Cancel, as appropriate.
9. Select Insert to insert the building block, or select Close to close the
Building Blocks Organizer.

Step-by-Step
Use the Building Blocks Organizer
Open a new, blank document in Word.

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Lesson 2 - Using Quick Parts

Word 2007 - Lvl 2

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed

Click the Insert tab

2. Select the Quick Parts button in the


Text group.
The Quick Parts menu opens.

Click

4. Select the Building Blocks


Organizer... option.
The Building Blocks Organizer dialog
box opens.

Click Building Blocks


Organizer...

5. Sort the Building blocks list by


Name.
The Building blocks list is sorted by
name.

Click on the Building


blocks list heading Name

6. Select the desired building block.


The building block is selected, a
preview appears in the preview pane
and its description is displayed below
the preview pane.

Scroll as necessary and


click Alphabet (Cover
Pages gallery)

7. Select the Edit Properties... button to


review the building blocks properties.
The Modify Building Block dialog box
is displayed.

Click Edit Properties...

8. Edit the properties as desired and


select OK to save them, or select
Cancel, as appropriate.
The Modify Building Block dialog box
closes and the property edits are saved
or canceled accordingly.
9. Select Insert to insert the building
block, or select Close to close the
Building Blocks Organizer.
The building block is inserted, if
applicable, and the Building Blocks
Organizer dialog box closes.

Click

Click

Close the document without saving it.

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Word 2007 - Lvl 2

Lesson 2 - Using Quick Parts

EXERCISE
USING QUICK PARTS

Task
Using Quick Parts to create and edit Building Blocks.
1. Open the EXQUICK.DOCX document and show paragraph marks
and other hidden formatting symbols.
2. Select the all the content and add it to the Quick Parts gallery to
create a new Building Block named Worldwide Sporting
Brochure.
3. Close the document without saving.
4. Open a new, blank Word document.
5. Insert the Worldwide Sporting Brochure building block into the
document.
6. Add the Document Property titled Category and type Special
Offers.
7. Click in the document to the right of the Category field, then press
[Enter] to start a new paragraph.
8. Add the Document Property; Subject and type Massive Reductions
on all Fitness Equipment.
9. Click in the document to the right of the Subject field, then press
[Enter] to start a new paragraph.
10. Add the Document Property; Publish Date and select todays date
from the arrow on the right of the Document Property field.
11. Click in the document to the right of the Document Property;
Publish Date field, then press [Enter] to start a new paragraph.
12. Open the Building Blocks Organizer dialog box and sort the list by
name.
13. Select the Worldwide Sporting Brochure Building Block, then edit
its properties and change the name to Worldwide Sporting Flyer.
14. Delete the Worldwide Sporting Flyer Building Block.
15. Close the Building Blocks Organizer, then close Word 2007. Do
not save the document; do not save BUILDING BLOCKS.DOTX.

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Lesson 2 - Using Quick Parts

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Word 2007 - Lvl 2

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LESSON 3 WORKING WITH AUTOFORMAT


In this lesson, you will learn how to:
Use AutoFormat as you type
Change AutoFormat options

Lesson 3 - Working with AutoFormat

Word 2007 - Lvl 2

USING AUTOFORMAT AS YOU TYPE

Discussion
AutoFormat can format a document as you type. AutoFormat analyzes your text as
you type and then applies the appropriate formatting. For example, if AutoFormat
detects a heading, it can automatically apply a heading style; if AutoFormat detects a
table, it can apply a table format. If you have any Internet or e-mail addresses in a
document, AutoFormat automatically formats them as hyperlinks.
You can enable or disable automatic formatting options on the AutoFormat As You
Type page in the AutoCorrect dialog box, available in Proofing in Word Options.
The options on this page are grouped under Replace as you type, Apply as you type,
and Automatically as you type. You can enable or disable any or all of the
AutoFormat options as desired.

Selecting AutoFormat as you type options

Procedures
1. Select the Office button

2. Select the Word Options button

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Lesson 3 - Working with AutoFormat

3. Select Proofing.
4. Select the AutoCorrect Options button.
5. Select the AutoFormat As You Type tab.
6. Select or deselect the desired options.
7. Select OK.
8. Close the Word Options dialog box.

Step-by-Step
Use AutoFormat as you type.
If necessary, create a new, blank document.
Type Agenda and press [Enter] twice. Type 1, a period (.) and a space, and then type
Sales report. Press [Enter]. Notice that Word has identified the item as the beginning
of a list, formatted it accordingly, and automatically displayed the formatted
numbering 2. for the second item in the list. Type New products for item 2 and press
[Enter] twice to disable the numbered list.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select Proofing.
The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens.

Click AutoCorrect
Options...

5. Select the AutoFormat As You Type


tab.
The AutoFormat As You Type page is
displayed.

Click the AutoFormat As


You Type tab

6. Select or deselect the desired options.


The desired options are selected or
deselected.

Follow the instructions


shown below the table
before continuing on to
the next step

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Lesson 3 - Working with AutoFormat

Steps

Word 2007 - Lvl 2

Practice Data

7. Select OK.
Click OK
The AutoCorrect dialog box closes and
the AutoFormat as you type options
are saved.
8. Close the Word Options dialog box.
The Word Options dialog box closes,
and you are returned to the document.

Click OK

Click Automatic numbered lists to deselect it. Click Built-in Heading styles to
select it.
Return to the table and continue on to the next step (step 7).
Practice the Concept: Delete the existing text. Then type Agenda and press [Enter]
twice. Type the numbered list again: 1. Sales report, [Enter] and 2. New products,
[Enter].
Notice that Word identifies the title as a heading and formats it, but does not format
the numbered list.
Open the AutoFormat As You Type page in the AutoCorrect dialog box. Deselect
the Built-in Heading styles option and select the Automatic numbered lists option.
Select OK, then close the Word Options dialog box.
Close the document without saving it.

CHANGING AUTOFORMAT OPTIONS

Discussion
When you are not sure how you want a document to appear, AutoFormat can help you
select the appropriate look. AutoFormat analyzes each paragraph of a document and
then applies the appropriate formatting. For example, if AutoFormat detects a
heading, it automatically applies a heading style. You can specify the extent of the
formatting applied by enabling or disabling particular options on the AutoFormat
page in the AutoCorrect dialog box, available in Proofing in Word Options. All
options are enabled by default.
Options that can be enabled or disabled in the Apply section include applying
automatic formatting to headings, lists, automatic bulleted lists, and other paragraphs.
Replace options include replacing straight quotes (") with smart quotes (,), ordinals
(1st, 2nd, 3rd, etc.) with superscripts (1st, 2nd, 3rd, etc.), and typed fractions (1/4) with
fraction characters () for any fraction available in the current character set.

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Lesson 3 - Working with AutoFormat

Selecting the Styles option in the Preserve section retains styles already applied to
document text. This option prevents AutoFormat from replacing styles you may have
previously applied to text.
When enabled, the Plain text e-mail documents option in the Always AutoFormat
section AutoFormats plain-text mail messages when you open them in Word, as long
as you use Word as your e-mail editor.

Changing AutoFormat options

If you are using the Track Changes function, AutoFormat


changes appear with revision marks. You can hide these
revision marks by selecting the Show Markup button in the
Tracking group on the Review tab, and deselecting the
Formatting option.

The AutoFormat options you select become the default for


AutoFormatting all new documents. To return to the original
defaults, reselect any options you may have deselected on the
AutoFormat page in the AutoCorrect dialog box.

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Lesson 3 - Working with AutoFormat

Word 2007 - Lvl 2

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select Proofing.
4. Select the AutoCorrect Options button.
5. Select the AutoFormat tab.
6. Select or deselect options as desired.
7. Select OK.
8. Close the Word Options dialog box.

Step-by-Step
Change AutoFormat options.
If necessary, create a new, blank document.
Type 1/2 and a space. Notice how Word automatically turns these three characters
into a fraction character.

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Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select Proofing.
The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens.

Click AutoCorrect
Options...

5. Select the AutoFormat tab.


The AutoFormat page is displayed.

Click the AutoFormat tab

6. Select or deselect options as desired.


The options are selected or deselected
accordingly.

Click Fractions (1/2)


with fraction character
() to deselect it

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Word 2007 - Lvl 2

Lesson 3 - Working with AutoFormat

Steps

Practice Data

7. Select OK.
The AutoCorrect dialog box closes,
and the AutoFormat options are saved.

Click OK

8. Close the Word Options dialog box.


The Word Options dialog box closes,
and you are returned to the document.

Click OK

Practice the Concept: Type 1/2 and a space again. Notice that Word leaves the text
as you typed it, and does not reformat it.
Open the AutoFormat page in the AutoCorrect dialog box. Select the Fractions (1/2)
with fraction character () option. Select OK, then close the Word Options dialog
box.
Close the document without saving it.

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Lesson 3 - Working with AutoFormat

Word 2007 - Lvl 2

EXERCISE
WORKING WITH AUTOFORMAT

Task
Use AutoFormat to automatically format a document.
1. Open AUTOFORM.DOCX.
2. Enable all options on the AutoFormat As You Type page in the
AutoCorrect dialog box.
3. Go to the end of the document and type the following:
Anticipated Agenda
* November 13: Registration, dinner, introduction by guest
speaker
* November 14: Exposition setup
* November 15-16: Presentations 9 am - 5 pm. (Breaks should
be limited to 1/2 hour mid morning and 1/4 hour mid
afternoon).
* November 17: Breakdown; closing statements
4. On the AutoFormat As You Type page, disable the options:
Built-in Heading styles
Define styles based on your formatting
5. Close the document without saving it.

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Word 2007 - Lvl 2

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Lesson 3 - Working with AutoFormat

Page 31

LESSON 4 WORKING WITH TABLES


In this lesson, you will learn how to:
Create a table
Navigate a table
Enter text into a table
Insert a blank line
Use Table styles
Hide and show gridlines
Use the Draw Table feature
Convert existing text into a table
Insert Quick Tables

Lesson 4 - Working with Tables

Word 2007 - Lvl 2

CREATING A TABLE

Discussion
It is often useful to put information in your documents into table format. For example,
an employee phone list is usually easier to read in a table.
A table is composed of horizontal rows and vertical columns. The intersection of a
row and a column is referred to as a cell. Text is entered into a cell and a cell can
contain one or more lines of text. You can also vary the amount of text you enter into
table cells. For example, one cell can have multiple lines of text and another can be
empty or have only one line of text.
There are several ways to create a table in Word. You can use the Insert Table dialog
box to enter the desired rows and columns and other requirements, or you can drag to
select the required number of cells in the Insert Table grid. Alternatively, you can use
the Draw Table feature to draw your own table. Additional rows and columns can be
added to any table, and extra rows and columns can be deleted. You can also create
nested tables. A nested table is a table within a cell of a larger table.
Formatting can be applied to: an individual cell, row, or column; a selection of cells,
rows or columns; or the whole table.

Dragging to create a table

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Lesson 4 - Working with Tables

You can open the Insert Table dialog box by selecting the
Insert tab, then selecting the Table button in the Tables
group, and selecting the Insert Table option. When you create
a table in this manner, you must indicate the desired number
of rows and columns.

A new table created using the Insert Table or Draw Table


options will display borders around each cell by default.

If you need greater functionality, such as complex formulas,


then you can insert an Excel spreadsheet instead of a table.

Procedures
1. Select the Insert tab.

2. Select the Table button

in the Tables group.

3. Drag across the Insert Table grid to select the number of rows and
columns in the table.

Step-by-Step
Create a table.
If necessary, create a new, blank document.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Table button in the Tables


group.
The Insert Table menu opens,
including the Insert Table grid.

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Click

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

Steps

Practice Data

3. Drag across the Insert Table grid to


select the number of rows and columns
in the table.
A table with the specified number of
rows and columns appears in the
document when you release the mouse
button. The Table Tools tabs display.

Drag a 3x3 Table

Save the document in the student data folder as TABLE1.

NAVIGATING A TABLE

Discussion
You can navigate a table using the mouse or the keyboard. Using the mouse, you just
click in the desired cell. Using the keyboard, you can press the [Tab] or arrow keys. If
there is text in the next cell and you press the [Tab] key, the text will be selected. If
there is text in an adjacent cell and you use an arrow key to access it, the text will not
be selected.

If you press the [Tab] key when the insertion point is in the
last cell of the table, Word inserts a new row below the current
row.

Procedures
1. Click in the cell you want to select.
2. Press [Tab] to move to the next cell.
3. Press [Shift+Tab] to move to the previous cell.
4. Press [Down] to move down one cell.
5. Press [Right] to move right one cell.
6. Press [Left] to move left one cell.
7. Press [Up] to move up one cell.

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Word 2007 - Lvl 2

Lesson 4 - Working with Tables

Step-by-Step
Navigate a table with the mouse and keyboard.

Steps

Practice Data

1. Click in the cell you want to select.


The insertion point appears in the new
location.

Click in the center cell of


the first row

2. Press [Tab] to move to the next cell.


The insertion point moves to the next
cell.

Press [Tab]

3. Press [Shift+Tab] to move to the


previous cell.
The insertion point moves to the
previous cell.

Press [Shift+Tab]

4. Press [Down] to move down one cell.


The insertion point moves to the cell
below the current cell.

Press [ ]

5. Press [Right] to move right one cell.


The insertion point moves to the cell to
the right of the current cell.

Press [ ]

6. Press [Left] to move left one cell.


The insertion point moves to the cell to
the left of the current cell.

Press [ ]

7. Press [Up] to move up one cell.


The insertion point moves to the cell
above the current cell.

Press [ ]

ENTERING TEXT INTO A TABLE

Discussion
When you create a table, the insertion point appears in the first cell of the table by
default, so that you can immediately begin typing text into the table.
Text is entered into a cell at the insertion point and is typed into a cell just as it is
typed into other areas of the document. When the typed text exceeds the width of the
cell, Word automatically wraps the text to the next line. In addition, you can press the
[Enter] key to create a new paragraph within a cell.

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

Procedures
1. Position the insertion point in the cell in which you want to enter
text.
2. Type the desired text.

Step-by-Step
Enter text into a table.

Steps

Practice Data

1. Position the insertion point in the cell


in which you want to enter text.
The insertion point appears in the new
location.

Click in the top left cell, if


necessary

2. Type the desired text.


The text appears in the cell.

Type Regional Office

Practice the Concept: Type the following text into the table. To move from cell to
cell, press [Tab] or use the mouse.
Regional Office

Office Manager

Phone Number

Northeast

Stephanie J. Smith

610-555-1234

Southeast

Nathan T. Brown

404-321-8563

INSERTING A BLANK LINE

Discussion
You can insert a blank line above a table to place a title or other identifying text above
the table. Once the blank line has been inserted, you can enter, format, and align the
text as desired.

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Word 2007 - Lvl 2

Lesson 4 - Working with Tables

Procedures
1. Position the insertion point before the text in the first cell of the
table.
2. Press [Enter].

Step-by-Step
Insert a blank line above a table in a document.

Steps

Practice Data

1. Position the insertion point before the


text in the first cell of the table.
The insertion point moves to the top of
the table.

Press [Ctrl+Home]

2. Press [Enter].
A blank line is inserted above the
table.

Press [Enter]

Type the heading text Regional Office Phone List and press [Enter]. Then bold,
center, and italicize the heading text.

USING TABLE STYLES

Discussion
Words built-in table styles provide many combinations of shading and borders to
make the table easier to view and to add a more finished, professional look.
When you create a table from the Insert Table option, the Table Tools Design tab
opens with a selection of table styles that can be previewed and easily applied.
You can also use Table Styles to apply preset formatting to an existing table. As soon
as you select an existing table or position the insertion point within an existing table,
the Table Tools Design and Layout tabs are added to the Ribbon.
After a table style has been applied, you can modify or remove the formatting as
desired. You can also remove table formats by selecting the Plain Tables Table Grid
style from the Table Styles dialog box. When you apply the Table Grid style, all table
formatting is removed from the table; any character formatting you may have applied,
however, is not removed.

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

The Table Styles gallery, live previewing Table list

The Table Options dialog box (available from the Table


Properties dialog box) contains the option to Automatically
resize to fit contents. This automatically adjusts the width of
columns to the amount of text typed into the cells within it.
The Properties button is found in the Table group on the
Table Tools Layout tab.

Procedures
1. Position the insertion point anywhere in the table you want to format.
2. Select the Design tab.
3. Position the pointer over the Table Styles option buttons in the
Table Styles group to preview the formatting.
4. Scroll through or expand the list of table styles using the scroll
More

or

buttons.

5. Select the desired table style.

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Lesson 4 - Working with Tables

Step-by-Step
Use table styles.

Steps

Practice Data

1. Position the insertion point anywhere


in the table you want to format.
The insertion point appears in the new
location, and the Table Tools Design
and Layout tabs are made available
on the Ribbon.

Click anywhere in the


table

2. Select the Design tab.


The Design tab is displayed.

Click Design

3. Position the pointer over the Table


Styles option buttons in the Table
Styles group to preview the
formatting.
The table style is temporarily applied
in live preview to the table in the
document.

Hover the pointer over any


table style button in the
Table Styles group

4. Scroll through or expand the list of


table styles using the scroll or More
buttons.
The Table Styles gallery is scrolled or
opened, giving access to all available
styles.

Click

5. Select the desired table style.


The selected table style is applied to
the table in the document and the
Table Styles gallery closes.

Scroll as necessary and


click Built-In style

Table Columns 3
Practice the Concept: Notice that the table style selected and its neighbors in the list
now appear in the Table Styles group.
Click in the table again and open the Table Styles gallery. Apply the Plain Tables
Table Grid to the table. Then, click in any blank area to deselect the table. Notice that
all table formatting has been removed.

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

HIDING AND SHOWING GRIDLINES

Discussion
Word displays table gridlines by default. Gridlines are blue, dashed lines that border
each cell of the table. These are only visible on the screen, and will not be printed out.
You can only see the table gridlines where there are no borders. (The default border is
a black, solid, -point single line around each cell.)
The gridlines can be useful in viewing your table data, and in seeing how your table is
structured. However, you can hide the gridlines if you find them distracting.

The gridlines display as blue, dashed lines around each cell

The View Gridlines button affects the display of gridlines in


all tables in the document.

You can select a table by clicking the table move handle. The
table move handle, a square containing a four-headed arrow,
appears when you point to the upper, left corner of a table in
Print Layout view. You can also use the table move handle to
move the table within the document.

Procedures
1. Position the insertion point in any cell of the table.
2. Select the Layout tab under Table Tools.

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Word 2007 - Lvl 2

Lesson 4 - Working with Tables

3. Select the View Gridlines button


group to hide the gridlines.

in the Table

4. Select the View Gridlines button


group again to display the gridlines.

in the Table

Step-by-Step
Hide and show gridlines in a table.
If necessary, turn off the borders in the table. Select the whole table, then select the
Table Tools Design tab. Select the right-hand part of the Borders button in the Table
Styles group, then select the No Border option.

Steps

Practice Data

1. Position the insertion point in any cell


of the table.
The insertion point moves to the new
location.

Click anywhere in the


table, if necessary

2. Select the Layout tab under Table


Tools.
The Layout tab is displayed.

Click Layout

3. Select the View Gridlines button in


the Table group to hide the gridlines.
The gridlines are hidden.
4. Select the View Gridlines button in
the Table group again to display the
gridlines.
The gridlines are displayed.

Click

Click

Practice the Concept: Make sure the gridlines are showing. View the document in
Print Preview; notice that the gridlines do not appear, even though they are displayed
in the document. Then, close Print Preview.
Close TABLE1.DOCX.

USING THE DRAW TABLE FEATURE

Discussion
You can use the mouse as a pencil to draw a table. You can access the Draw Table
feature from the Table button on the Insert tab. This feature can also be used to add

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

cells, columns, and rows to a table, in any dimensions you choose. You can also draw
diagonal lines to define the outside boundaries of a table or to split the contents of a
cell.
In addition, you can use the Draw Table feature to create a nested table. A nested
table is a table that appears within a table cell. For instance, you might want to use a
nested table if a document uses a table for its page layout and you want to use
additional tables within the document. Tables are often used to organize side-by-side
paragraphs of text in documents or web pages. Smaller, nested tables are then used to
contain reference material or graphics pertaining to information contained in the larger
table.
If you make a mistake while drawing a table, you can use the Eraser feature to
remove any incorrect lines.

Drawing cells to create a table

Page 44

If you are in Draft view, selecting Draw Table will switch


the document to Print Layout view.

You can also create a nested table by clicking in a table cell,


selecting the Table button in the Tables group on the Insert
tab, and dragging across the grid to define the table
configuration.

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Word 2007 - Lvl 2

Lesson 4 - Working with Tables

Procedures
1. Select the Insert tab.

2. Select the Table button

in the Tables group.

3. Select the Draw Table option.


4. Drag the pencil diagonally to draw the first cell of the desired table.
5. Continue to drag the pencil in the document as desired to draw table
cells which build into rows and columns.

6. To erase a line, select the Eraser button


group on the Design tab.

in the Draw Borders

7. Click the line you want to erase.

8. To continue drawing, select the Draw Table button


Draw Borders group on the Design tab.

in the

Step-by-Step
Use the Draw Table feature to draw a table.
If necessary, create a new, blank document, display the rulers, and switch to Print
Layout view.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Table button in the Tables


group.
The Insert Table menu opens.
3. Select the Draw Table option.
The mouse pointer changes into a
pencil.

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Click
Click Draw Table

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

Steps

Practice Data

4. Drag the pencil diagonally to draw the


first cell of the desired table.
A broken line indicates the location as
you drag, and the cell appears in the
document when you release the mouse
button. The Table Tools tabs display.

Drag diagonally from the


1 inch mark (both rulers)
to the 5 inch mark
(horizontal ruler) and the 2
inch mark (vertical ruler)

5. Continue to drag the pencil in the


document as desired to draw table
cells which build into rows and
columns.
A broken line indicates the location as
you drag, and the cells appear in the
document when you release the mouse
button.

Drag at the 1/2 inch mark


(horizontal ruler) from the
top of the table to the
bottom

6. To erase a line, select the Eraser


button in the Draw Borders group on
the Design tab.
The mouse pointer changes into an
eraser.

Click

7. Click the line you want to erase.


The line is removed from the table.

Click the vertical line


within the table

8. To continue drawing, select the Draw


Table button in the Draw Borders
group on the Design tab.
The mouse pointer changes back into a
pencil.

Click

Practice the Concept: Draw a line from the top of the table to the bottom at the 1
inch mark on the horizontal ruler. At the 1/2 inch mark on the vertical ruler, draw a
line from the left edge of the table to the right. Notice that two rows appear.
In the lower, right table cell, create three columns by drawing two vertical lines from
the top edge of the cell to the bottom. Create the lines at 2" and 3" on the horizontal
ruler.
Drag a diagonal line from the upper-left corner of the upper, left cell to the lower-right
corner of the cell.
Close the document without saving it.

Page 46

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 4 - Working with Tables

CONVERTING EXISTING TEXT INTO A TABLE

Discussion
You can easily create a table from existing text in a document. The Convert Text to
Table dialog box allows you to select the number of columns you want in the table.
Word will suggest the number of columns and rows, based on the tabs and paragraph
marks contained in the selected text.
Alternately, you can indicate the character you want to use as a text separator; Word
will use the specified text separator as a column marker and determine the number of
columns based on where the text separator occurs in the text you want to convert. You
can separate text at paragraph marks, tabs, or commas, or you can specify a different
character, if desired.
In addition, the Convert Text to Table dialog box allows you to specify a fixed
column width, AutoFit columns to the text typed within them, or AutoFit the table to
the window.

The Convert Text to Table dialog box

Word always creates a new row at each paragraph mark.

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Page 47

Lesson 4 - Working with Tables

Word 2007 - Lvl 2

Procedures
1. Select the text you want to convert into a table.
2. Select the Insert tab.

3. Select the Table button

in the Tables group.

4. Select the Convert Text to Table option.


5. If necessary, specify the desired number of table columns in the
Number of columns spin box under Table size, or select the desired
Separate text at option.
6. Select the desired AutoFit behavior option.
7. Select OK.

Step-by-Step
From the Student Data directory, open TEXTTAB.DOCX.
Convert existing text into a table.

Steps

Practice Data

1. Select the text you want to convert into


a table.
The text is selected.

Press [Ctrl+A]

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the Table button in the Tables


group.
The Insert Table menu opens.
4. Select the Convert Text to Table
option.
The Convert Text to Table dialog box
opens.

Page 48

Click
Click Convert Text to
Table

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 4 - Working with Tables

Steps

Practice Data

5. If necessary, specify the desired


number of table columns in the
Number of columns spin box under
Table size, or select the desired
Separate text at option.
The number in the Number of
columns spin box changes accordingly
or the appropriate option is selected.

Click Tabs, if
necessary

6. Select the desired AutoFit behavior


option.
The desired AutoFit behavior option
is selected.

Click Fixed column


width
to Auto, if
necessary

7. Select OK.
The Convert Text to Table dialog box
closes, and the existing text is
converted into a table.

Click OK

Click anywhere in the document to deselect the table.


Close TEXTTAB.DOCX.

INSERTING QUICK TABLES

Discussion
In addition to Words built-in table styles, Word also provides a number of Quick
Tables. These are ready-formatted table types for particular styles of table, including
calendar month, matrix and tabular list.
After a Quick Table has been inserted, you can input your own data, and modify or
remove the formatting as desired, directly in the document.

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Lesson 4 - Working with Tables

Word 2007 - Lvl 2

The Quick Tables gallery

You can save your own table as a Quick Table, so that you can
in effect use it as a template. When you have developed the
table to your satisfaction, select the entire table or as much of
it as you wish, then select the Table button, the Quick Tables
option, then the Save Selection to Quick Tables Gallery
option.

Procedures
1. Position the insertion point where you want to insert a Quick Table.
2. Select the Insert tab.

3. Select the Table button

in the Tables group.

4. Select the Quick Tables option.


5. Select the Quick Table required.

Page 50

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 4 - Working with Tables

Step-by-Step
Insert a Quick Table.
If necessary, create a new, blank document.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Table button in the Tables


group.
The Insert Table gallery is displayed.

Click

3. Select the Quick Tables option.


The Quick Tables gallery opens,
giving access to all available Quick
Tables.

Point to Quick Tables

4. Select the Quick Table required.


The Insert Table and Quick Tables
galleries close and the selected Quick
Table is inserted in the document at
the insertion point. The Table Tools
Design tab is displayed.

Scroll as necessary and


click the Matrix Quick
Table

Close the document without saving it.

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Page 51

Lesson 4 - Working with Tables

Word 2007 - Lvl 2

EXERCISE
WORKING WITH TABLES

Task
Create and work with tables and table text.
1. If necessary, create a new, blank document. Display the paragraph
marks and the Insert tab.
2. Use the Table button in the Tables group to insert the Quick Table
Tabular List.
3. Overwrite the existing entries with the following text, using either
the mouse or the keyboard to move from cell to cell:
Representative

Clothing Line

Stephanie J. Smith

Gymnastics

Nathan T. Brown

Martial Arts

4. Select the six rows that are not needed.


5. Select the Layout tab under the title Table Tools. Use the Delete
button in the Rows & Columns group to delete the selected rows.
6. Insert two blank lines above the table and type the title Presentation
Assignments in the top line. Bold and center the title.
7. Using the mouse, go to the top, right cell of the table. Then, using the
keyboard, go to the lower, left cell.
8. Select the Design tab under the title Table Tools. Use the Table
Styles gallery to reformat the table.
9. Use the Table Styles gallery to remove all table formatting. (Hint:
Select Clear.)
10. Select the Layout tab. Use the View Gridlines button in the Table
group to show the table gridlines.
11. Use the Draw Table button in the Draw Borders group on the
Design tab to add two more rows to the table.
12. Open EQUIPTBL.DOCX.
13. Select the contents of the entire document.
14. Display the Insert tab.
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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 4 - Working with Tables

15. Use the Table button in the Tables group to convert the selected text
into a table. Use the tilde character (~) as the text separator (type it in
the Other text box). Word should suggest two columns. If necessary,
select a fixed column width of Auto. (Hint: The tilde character (~)
is usually located above the [Tab] key, in the upper, left corner of the
keyboard.)
16. Deselect the text to view the table.
17. Hide the formatting marks and close all documents without saving
them.

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Page 53

LESSON 5 EDITING A TABLE


In this lesson, you will learn how to:
Select table components
Select the entire table
Insert rows and columns into a table
Merge cells
Rotate text in a table
Change column width and row height
Align table text
Distribute rows and columns evenly
Split cells
Delete columns and rows
Set table properties
Convert a table into text
Create a table heading

Lesson 5 - Editing a Table

Word 2007 - Lvl 2

SELECTING TABLE COMPONENTS

Discussion
You can select a single table cell, row, or column using the mouse. You might want to
select a single cell, row, or column in order to format or edit its contents.
You can quickly select a cell by clicking to the left of the first character in the cell,
within the cell gridline. You can quickly select a row by clicking to the left of the row,
outside the gridline. Likewise, you can quickly select a column by clicking above the
column, outside the gridline. The area immediately to the left of the table is referred to
as the row selection bar, and the area immediately above the table is referred to as the
column selection bar.
Once a cell, row, or column has been selected, you can perform certain functions on
the selection, such as formatting it or deleting its contents. In addition, you can move
a selected cell, column, or row, either by cutting and pasting it or by dragging it as
desired.
You select table text in the same way you select text in other parts of a document. For
example, you can select a word by double-clicking it, or you can select a paragraph by
triple-clicking it. You can also select a block of text by dragging across the text you
want to select.
Once text has been selected, you can perform a number of functions on it, such as
formatting, deleting, or copying it.

Page 56

You can drag to select multiple cells, rows, or columns.

You can also select a cell, row, or column by positioning the


insertion point in the cell, row, or column you want to select
and then selecting the Table Tools Layout tab, clicking the
Select button in the Table group, and clicking the appropriate
option (e.g. Select Cell).

When positioned correctly, the mouse pointer will appear as a


smaller, solid black arrow in the cell and column selection
areas. However, in the row selection area, the default mouse
pointer appears.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Procedures
1. Click in the blank space between the first character and the left
gridline of the cell you want to select.
2. Click in the row selection bar to the left of the row you want to
select.
3. Click in the column selection bar above the column you want to
select.

Step-by-Step
From the Student Data directory, open TABLENN.DOCX.
Select a table cell, row, and column.
Display the table gridlines, if necessary.

Steps

Practice Data

1. Click in the blank space between the


first character and the left gridline of
the cell you want to select.
The entire cell is selected.

Click to the left of the text


125 lbs. (third row, second
column)

2. Click in the row selection bar to the


left of the row you want to select.
The entire row is selected.

Click to the left of the


Exer-Fit Stepper row

3. Click in the column selection bar


above the column you want to select.
The entire column is selected.

Click above the Product


column

Click anywhere in the document to deselect the cells.


Practice the Concept: Perform the following steps to select text in the table. Doubleclick to select the text Product in the first cell. Then, drag to select the text Life-Fit
805 in the first cell in the second row. Click anywhere in the document to deselect the
text.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

SELECTING THE ENTIRE TABLE

Discussion
You can select the entire table. You might want to select the entire table in order to
format it or edit its contents.
Once an entire table has been selected, you can perform a number of functions on it,
such as deleting information or formatting text, cells, rows, or columns.

You can also select a table by clicking the table move handle.
The table move handle, a square containing a four-headed
arrow, appears when you point to the upper, left corner of a
table in Print Layout view. You can also use the table move
handle to move the table within the document.

Procedures
1. Position the insertion point within the table.
2. Select the Table Tools Layout tab.
3. Select the Select button in the Table group.
4. Select the Select Table option.

Step-by-Step
Select an entire table.

Page 58

Steps

Practice Data

1. Position the insertion point within the


table.
The insertion point appears within the
table.

Click anywhere within the


table

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

3. Select the Select button in the Table


group.
The Select menu opens.

Click

4. Select the Select Table option.


The entire table is selected.

Click Select Table

Click anywhere in the document to deselect the table.


Practice the Concept: Make sure you are in Print Layout view. Point to the upper,
left corner of the table until the table move handle appears. Click the table move
handle to select the table. Click anywhere in the document to deselect the table.

INSERTING ROWS AND COLUMNS INTO A TABLE

Discussion
When you create a table, you can designate the desired number of rows and columns.
If you need to add additional information to an existing table, you do not need to
recreate the table. Instead, you can insert new rows or columns in the current table.
You can insert a row above or below the current row or a column to the left or right of
the current column. You can also add multiple rows or columns by first selecting the
same number of rows or columns you want to add and then inserting the rows or
columns.

A new row has been inserted above the first row


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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

To add a new column beyond the last column in the table,


click just outside the table, to the right of the last column.
Then select either the Insert Left or Insert Right buttons;
either will insert a new column to the right of the last column.

You can also insert rows and columns by right-clicking a row


or column selection bar, selecting the Insert option on the
shortcut menu, then selecting the appropriate option in the
submenu.

Procedures
1. Position the insertion point in a cell adjacent to where you want to
insert the row.
2. Select the Table Tools Layout tab.

3. To insert a row, select the Insert Above


or Insert Below
button in the Rows & Columns group.
4. Click anywhere in the document to deselect the inserted row.
5. Position the insertion point in a cell adjacent to where you want to
insert the column.
6. To insert a column, select the Insert Left
or Insert
Right
button in the Rows & Columns group.
7. Click anywhere in the document to deselect the inserted column.

Step-by-Step
Insert rows and columns into a table.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

1. Position the insertion point in a cell


adjacent to where you want to insert
the row.
The insertion point appears in the cell.

Click in the Product cell

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. To insert a row, select the Insert


Above or Insert Below button in the
Rows & Columns group.
The new row is inserted.

Click

4. Click anywhere in the document to


deselect the inserted row.

Click anywhere in the


document

5. Position the insertion point in a cell


adjacent to where you want to insert
the column.
The insertion point appears in the cell.

Click in the Product cell

6. To insert a column, select the Insert


Left or Insert Right button in the
Rows & Columns group.
The new column is inserted.

Click

7. Click anywhere in the document to


deselect the inserted column.

Click anywhere in the


document

Practice the Concept: Click in the Product cell and insert a row above the first row.
Click anywhere in the document to deselect the new row.

MERGING CELLS

Discussion
You can merge two or more adjacent cells into a single cell. You may want to merge
cells, for example, to create a table heading by spanning text in one cell across the
entire table.
When you are selecting cells to merge, you can select an entire row or column, or you
can select just the cells you want to merge.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

Two groups of cells have been merged

You can also merge cells by selecting the cells, then rightclicking and selecting the Merge Cells option from the
shortcut menu.

You can easily merge two cells within the table by using the
Eraser button in the Draw Borders group on the Design tab
to erase the gridline between them.

Procedures
1. Select the cells you want to merge.
2. Select the Table Tools Layout tab.
3. Select the Merge Cells button

in the Merge group.

Step-by-Step
Merge cells in a column or row.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

1. Select the cells you want to merge.


The cells are selected.

Select all the cells in the


first column

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Merge Cells button in the


Merge group.
The cells are merged into one cell.

Click

Type Equipment Catalog in the merged cell.


Practice the Concept: Type Worldwide Sporting Goods in the cell above the
Product cell. Then select the Worldwide Sporting Goods cell and the two blank
cells to the right and merge the cells.
Bold the text Equipment Catalog and Worldwide Sporting Goods.

ROTATING TEXT IN A TABLE

Discussion
You can rotate text in table cells. This option allows you to create special effects. For
example, you can change the orientation of long labels so that they fit within the table.
The Text Direction button in the Alignment group on the Table Tools Layout tab
cycles through three orientations: horizontal, vertical facing right, and vertical facing
left. As you cycle through the orientations, the Text Direction button changes to
display the current text orientation.
When the insertion point is in a cell with rotated text, the alignment, bullet, number,
and indent buttons on the Home tab rotate as well to reflect the orientation of the text.
In addition, the vertical alignment buttons in the Alignment group on the Layout tab
also match the text orientation.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

A table with rotated text

You must be in Print Layout view in order to view rotated


text. If you are using a different document view, the view
automatically switches to Print Layout as soon as you rotate
text.

You can also rotate text in a table by right-clicking the text,


and selecting the Text Direction option in the shortcut menu.
Select the required orientation from the Text Direction - Table
Cell dialog box.

Procedures
1. Select the cell(s) containing the text you want to rotate.
2. Select the Table Tools Layout tab.

3. Click the Text Direction button


the desired orientation.

Page 64

in the Alignment group to

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Step-by-Step
Rotate text in a table.

Steps

Practice Data

1. Select the cell(s) containing the text


you want to rotate.
The cells are selected.

Click in the Equipment


Catalog cell

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Click the Text Direction button in the


Alignment group to the desired
orientation.
The text orientation changes
accordingly.

Click

twice

CHANGING COLUMN WIDTH AND ROW HEIGHT

Discussion
When you first create a table, the columns are a fixed width by default. As you enter
data into a table, you may find that some columns need to be narrower than the default
width and others need to be wider.
You can quickly adjust the width of any table column by dragging its column border
to the desired width. You can adjust as many columns in a table as desired, although
adjusting the width of any one column (except the last) does not affect the overall
width of the table.
If all the cells in a column are the same width, the width of the entire column changes.
If the cells within the column are different widths, however, only the width of the
current cell changes.
The overall width of the table does not change when you change the width of one or
more cells within the table. As a result, if you widen one column, the width of the
column to its right is decreased accordingly, so that the overall width of the table stays
the same. You can, however, adjust the overall width of the table by dragging either
the left border of the first column or the right border of the last column as desired.
Row height automatically adjusts to fit the font size or the number of lines of wrapped
text within a row. If you want to add more spacing above or below the text in a row,

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

you can change row height by dragging the row border to the desired height. You can
only adjust the height of one row at a time by dragging.

If you hold the [Alt] key as you drag a column or row border,
the exact column or row measurement appears on the
corresponding ruler. (If you press [Alt] and click within the
document, this will open the Research task pane, so be careful
to hold [Alt] as you drag the pointer.)

You can also change column width by dragging the table


column markers on the horizontal ruler, or you can change
row height by dragging the table row markers on the vertical
ruler. If you need to specify precise measurements, you can
access the Row or Column page in the Table Properties
dialog box (available on the Table Tools Layout tab).

Procedures
1. Drag any column border to the left to decrease or to the right to
increase the width of that column.
2. Drag any row header border up to decrease or down to increase the
height of that row.

Step-by-Step
Change column width and row height.
If necessary, switch to Print Layout view, and display the horizontal and vertical
rulers.

Page 66

Steps

Practice Data

1. Drag any column border to the left to


decrease or to the right to increase the
width of that column.
An image of the border appears as you
drag, and the column width changes
when you release the mouse button.

Drag the column border to


the right of the text
Equipment Catalog to
the 1-1/2 inch mark on the
horizontal ruler

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

2. Drag any row header border up to


decrease or down to increase the
height of that row.
An image of the border appears as you
drag, and the row height changes
when you release the mouse button.

Drag the row border


below the text Worldwide
Sporting Goods down to
the 3/4 inch mark on the
vertical ruler

Practice the Concept: Hold [Alt] and click the column border to the right of the
Equipment Catalog column. Continue holding [Alt] and drag the column border
until a column measurement of 1 appears on the horizontal ruler. Hold [Alt] and
adjust the height of the Worldwide Sporting Goods row to 0.55.
If the Research task pane opens, close it by clicking the Close button on the task
pane.

ALIGNING TABLE TEXT

Discussion
You can align text in a table cell in much the same way as you align text elsewhere in
the document. In addition to the standard horizontal alignments, however, you can
also align table text to the top, center, or bottom of a cell. The alignment gallery
available on the Table Tools Layout tab provides every possible combination for
aligning table text both horizontally and vertically in one click.

Selecting a different alignment for the text

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

The Align button that applies to the current cell is always


highlighted.

Procedures
1. Select the cell containing the text you want to align.
2. Select the Table Tools Layout tab.
3. Select the desired Align button from the gallery in the Alignment
group.

Step-by-Step
Align table text.

Steps

Practice Data

1. Select the cell containing the text you


want to align.
The cell is selected.

Click in the Equipment


Catalog cell

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the desired Align button from


the gallery in the Alignment group.
The text in the cell is aligned
accordingly.

Click Align Center


(second row, second
column)

Click anywhere in the document to deselect the cell.


Practice the Concept: Center align the text in the Worldwide Sporting Goods cell.
Click anywhere in the document to deselect the text.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

DISTRIBUTING ROWS AND COLUMNS EVENLY

Discussion
Although you can individually size each cell, row, and column in a table, you may
decide that a table would look better if all the rows or columns were the same size.
The Distribute Columns button adjusts the width of selected columns to an equal
size, without changing the total width of the selected columns. For example, if the
total width of three unequally sized columns is six inches, distributing the columns
results in three columns, each two inches wide. In addition, you can distribute all the
columns in a table by first selecting the entire table.
Likewise, the Distribute Rows button distributes the height of selected rows evenly,
without changing the total height of the selected rows.
You can also select adjoining cells and distribute the widths of the cells evenly with
the Distribute Columns button. If you select only adjoining cells, and not entire
columns, the remaining cells in the columns do not change.

Procedures
1. Select the cells, rows, or columns you want to distribute evenly.
2. Select the Table Tools Layout tab.
3. Click the Distribute Rows
or Distribute Columns
the Cell Size group, as desired.

button in

Step-by-Step
Distribute rows and columns evenly.

Steps

Practice Data

1. Select the cells, rows, or columns you


want to distribute evenly.
The cells, rows, or columns are
selected.

Drag from the Product


cell to the TM55305 cell

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

Steps

Practice Data

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Click the Distribute Rows or


Click
Distribute Columns button in the Cell
Size group, as desired.
The cells, rows, or columns are
distributed evenly.
Click anywhere in the document to deselect the cells.

SPLITTING CELLS

Discussion
You can split cells to break a single cell or group of cells into a larger number of cells.
Splitting cells is the opposite of merging cells. Instead of creating a single cell from
multiple cells, you are creating multiple cells from a single cell.
In the Split Cells dialog box, you can specify the number of rows and/or columns into
which you want to split a cell. If you select multiple cells, the Merge cells before
split option is selected in the Split Cells dialog box. When the Merge cells before
split option is selected, the selected cells are merged as one and then split into the
selected number of columns or rows. For example, if you select two cells and then
choose to split those cells into six cells, the Merge cells before split option will
produce a total of six cells; three in each of the two selected cells. If you choose to
deselect the Merge cells before split option, however, those two cells are split into
six cells each, for a total of twelve cells.
When you are selecting cells to split, you can select an entire row or column, or you
can drag to select only the cells you want to split.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

The Split Cells dialog box

You can also split cells by right-clicking in the cells and then
selecting the Split Cells option from the shortcut menu.

You can use the Draw Table button in the Draw Borders
group on the Design tab to split cells by drawing one or more
lines within the cells as desired.

Procedures
1. Select the cells you want to split.
2. Select the Table Tools Layout tab.
3. Select the Split Cells button

in the Merge group.

4. Select the desired number of rows and/or columns.


5. Select OK.

Step-by-Step
Split cells in a table.

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Page 71

Lesson 5 - Editing a Table

Word 2007 - Lvl 2

Steps

Practice Data

1. Select the cells you want to split.


The cells are selected.

Drag to select the Life-Fit


1000 Stepper cell and the
blank cell to its right

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Split Cells button in the


Merge group.
The Split Cells dialog box opens.

Click

4. Select the desired number of rows


and/or columns.
The number of rows and/or columns
are entered accordingly.

Click Number of
columns
to 3

5. Select OK.
The Split Cells dialog box closes, and
the specified number of rows and/or
columns appears within the selection.

Click OK

Click anywhere in the document to deselect the split cells. Notice that the new cells
are sized consistently with the existing columns of cells.
Type 99 lbs. in the blank cell in the Weight column and TM55545 in the blank cell in
the Order Number column.

DELETING COLUMNS AND ROWS

Discussion
You can delete any rows and/or columns you no longer need in a table. Deleting a
column or row deletes not only the column or row, but also all the contents within it.

Page 72

You can also delete a column or row by selecting the column


or row you want to delete, right-clicking the selection, and
then selecting the Delete Columns or Delete Rows option
from the shortcut menu.

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Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Procedures
1. Click in the row or column you want to delete.
2. Select the Table Tools Layout tab.

3. Select the Delete button

in the Rows & Columns group.

4. Select the Delete Columns or Delete Rows option, as desired.

Step-by-Step
Delete columns and rows from a table.

Steps

Practice Data

1. Click in the row or column you want


to delete.
The insertion point appears in the new
location.

Click in the Equipment


Catalog cell

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Delete button in the Rows


& Columns group.
The Delete menu opens.
4. Select the Delete Columns or Delete
Rows option, as desired.
The row or column is deleted.

Click
Click Delete Columns

Practice the Concept: Select the blank row below the Product cell and use the
shortcut menu to delete it.

SETTING TABLE PROPERTIES

Discussion
When you create a table, Word sets certain defaults for the table and the table cells.
You can customize the table by changing table settings to override these defaults.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

The Table Properties dialog box provides one central site from which you can
customize a table. This dialog box has four pages: Table, Row, Column, and Cell.
The options available in the Table Properties dialog box are listed in the following
tables:

Page 74

Table Options

Description

Preferred width

Sets the width of the entire table to a specific


measurement in inches or to a percentage of the
page width

Alignment

Controls the alignment of the table on the page;


can be used to center, right, or left align a table

Indent from left

Controls the indent of the table from the left


margin; available only when the Left alignment
option is selected

Text wrapping

Controls the placement of text around a table;


when the Around option is selected, you can use
the Positioning button to specify the exact table
position, the distance between the text and the
table, and table movement options

Borders and
Shading

Opens the Borders and Shading dialog box, in


which you can change border options and apply or
modify shading

Options

Opens the Table Options dialog box, which allows


you to set the default margins between text and cell
borders for all cells in the table, set the default
spacing between cells, and set the table to resize
automatically to fit its contents

Row Options

Description

Specify height

Sets the height of the selected row to a specific or


minimum height in inches; use the Previous Row
and Next Row buttons to select adjacent rows

Allow row to break


across pages

Allows a row to be split across a page break; to


prevent rows from breaking, deselect this option

Repeat as header
row at the top of
each page

Sets the top row or rows in a table as a header that


repeats at the top of the table on each page; header
rows make long tables spanning multiple pages
easier to read

Column Options

Description

Preferred width

Sets the width of the selected column(s) to a


specific measurement in inches or to a percentage
of the table width; use the Previous Column and
Next Column buttons to select adjacent columns

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Cell Options

Description

Preferred width

Sets the width of the selected cell to a specific


measurement in inches or a percent of the table
width

Vertical alignment

Controls the alignment of text within a cell; use


this option to align text to the top, center, or
bottom of a cell

Options

Opens the Cell Options dialog box, which allows


you to set the margins within a cell, have text wrap
within a cell, or allows Word to size text to fit
within a cell

Setting properties for a table

You can also access the Table Properties dialog box by


clicking any link in the Table or Cell sections in the Reveal
Formatting task pane; the Table Properties dialog box opens
to the page corresponding to the link clicked. The insertion
point must be positioned in a table for these sections to be
available.

You can also open the Table Properties dialog box by rightclicking in a table and selecting the Table Properties option
from the shortcut menu.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

Procedures
1. Select the cell, row, or column you want to change.
2. Select the Table Tools Layout tab.
3. Select the Properties button

in the Table group.

4. Select the tab for the property you want to change.


5. Select the desired option.
6. Continue setting options as desired.
7. Select OK.

Step-by-Step
Set the properties of a table.
Use Print Preview to view the table size and placement on the page. Then, close Print
Preview.

Page 76

Steps

Practice Data

1. Select the cell, row, or column you


want to change.
The cell, row, or column is selected.

Click in the Worldwide


Sporting Goods cell

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Properties button in the


Table group.
The Table Properties dialog box
opens.

Click

4. Select the tab for the property you


want to change.
The corresponding page is displayed.

Click the Table tab, if


necessary

5. Select the desired option.


The option is selected.

Click Preferred width,


if necessary

6. Continue setting options as desired.


The options are selected.

Follow the instructions


shown below the table
before continuing on to
the next step

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Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

7. Select OK.
The Table Properties dialog box
closes, and the selection is modified
accordingly.

Click OK

Enter 6 in the Preferred width spin box and Inches in the Measure in box, if
necessary. Select the Center option under Alignment.
Return to the table and continue on to the next step (step 7).
Practice the Concept: Display the Reveal Formatting task pane. Click in the table
and expand the Table and Cell sections in the task pane, if necessary.
Select rows 2 to 7 (from the Product row to the end of the table) and click the
Preferred Width link under the Table section in the task pane. Display the Row page
in the Table Properties dialog box and set the row height to .5. Select the Exactly
option from the Row height is list.
Display the Column page and select Next Column to select the first column in the
table. Select the Preferred width option. Select Percent from the Measure in box
and set the column width to 45%. Select Next Column and set the width of the
second column to 25%. Finally, set the width of the third column to 30%. Confirm
these changes in the Table Properties dialog box and close the Reveal Formatting
task pane.
Switch to Print Preview and view the changes. Close Print Preview.

CONVERTING A TABLE INTO TEXT

Discussion
You can convert all or part of a table to text. When you convert a table to text, you
must specify the character you want Word to use to replace the column markers. You
can select paragraph marks, tabs, or commas; Word also allows you to specify a
character of your choice.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

Converting a table into text

Word always converts the end of row mark into a paragraph


mark.

Procedures
1. Select the table rows you want to convert.
2. Select the Table Tools Layout tab.
3. Select the Convert to Text button
group.

in the Data

4. Under Separate text with, select the desired option.


5. Select OK.

Step-by-Step
Convert a table into text.

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Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Steps

Practice Data

1. Select the table rows you want to


convert.
The table rows are selected.

Select the entire table

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Convert to Text button in


the Data group.
The Convert Table To Text dialog box
opens.

Select

4. Under Separate text with, select the


desired option.
The option is selected.

Click

5. Select OK.
The Convert Table To Text dialog box
closes, and the table is converted to
text.

Click OK

Tabs

Click anywhere to deselect the text.


Display the formatting marks. Notice that a tab now appears in place of each column
marker and a paragraph mark has replaced each end of row mark. Hide the formatting
marks.
Close TABLENN.DOCX.

CREATING A TABLE HEADING

Discussion
You can create a table heading that appears on multiple pages. For example, if your
table extends to two or more pages, you might want to have your column headings
repeat at the top of each page.
If you want to view the table heading on pages other than the first, you must switch to
Print Preview or the Print Layout view.

The table heading can be created only from the top row or
rows of the table.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

You can also create column headings by first selecting the


rows you want to repeat, and then opening the Table
Properties dialog box. On the Row page, select the Repeat as
header row at the top of each page option.

You can insert a page break anywhere in a table to control the


number of rows on a page. You can also split a table into two
tables by selecting the row above which you want to split the
table, then selecting the Split Table button in the Merge
group on the Layout tab. Repeated heading rows, however, do
not carry over from the first section of a split table.

Procedures
1. Select the row or rows you want to repeat as a table heading.
2. Select the Table Tools Layout tab.
3. Select the Repeat Header Rows button
Data group.

in the

Step-by-Step
From the Student Data directory, open HEADING.DOCX.
Create a table heading.
If necessary, switch to Print Layout view.

Steps

Practice Data

1. Select the row or rows you want to


repeat as a table heading.
The rows are selected.

Select the top two rows of


the table

2. Select the Table Tools Layout tab.


The Table Tools Layout tab is
displayed.

Click Layout

3. Select the Repeat Header Rows


button in the Data group.
The table heading is created.

Click

Switch to Print Preview and select the Two Pages view. Notice that the table heading
appears on each page. Then, close Print Preview.
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Word 2007 - Lvl 2

Lesson 5 - Editing a Table

Close HEADING.DOCX.

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Lesson 5 - Editing a Table

Word 2007 - Lvl 2

EXERCISE
EDITING A TABLE

Task
Select table components and edit a table.
1. Open PHONLST.DOCX.
2. If necessary, switch to Print Layout view. Then, zoom to 75%.
3. Rotate the Worldwide Sporting Goods text so that it is vertical and
oriented from bottom to top.
4. Select the Worldwide Sporting Goods column and split it into 1
column and 42 rows.
5. Delete the Worldwide Sporting Goods column.
6. Use the Table Properties dialog box to make the table 6 inches wide
and centered.
7. Change the width of the Name column to 4.7 inches and the Phone
Extensions column to 1 inch. (Hint: Try holding the [Alt] key and
dragging the border between the columns.)
8. Add a row above the Corporate Phone List row and type
Worldwide Sporting Goods into it.
9. Delete the Eastern Region row.
10. Merge the top two rows. Center the merged cell both horizontally
and vertically. Finally, drag to decrease the merged cells row height
to approximately 0.7 inch. (If necessary, close the Research task
pane.)
11. Distribute the columns evenly across the page.
12. Create a table heading from the top two rows of the table.
13. Display the document in Print Preview and view each page. Notice
that the heading repeats on all three pages. Then, close Print
Preview.
14. Convert the entire table to text, using tabs as separators.
15. Close the document without saving it.

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Villanova UNIT Training

LESSON 6 APPLYING BORDERS AND SHADING


In this lesson, you will learn how to:
Use borders and shading
Add borders and shading to text
Add a border to a page
Add a border to a table
Remove a border from a table
Add and remove shading

Lesson 6 - Applying Borders and Shading

Word 2007 - Lvl 2

USING BORDERS AND SHADING

Discussion
Borders and shading can enhance the appearance of a document. Borders are lines that
appear around an object. Borders can range from a single horizontal line under a
paragraph to fancy boxes with drop shadows or three-dimensional effects. Shading is
color and/or a pattern behind graphics or text. You can add borders and shading to
text, paragraphs, graphic images, or tables. You can also add a border around a page
to make the page more visually attractive.
Horizontal lines under paragraphs are often used to separate sections in a long
document. You can create a box around a report title to enhance a cover page. In a
table, borders and shading can be used to differentiate column and row headings from
the rest of the table data.
Borders can be customized by changing their style, color, and thickness. Available
line styles include single, double, triple, solid, dashed, dotted, and shaded, among
others. Each line in a box border can be independently customized.
Shading provides a background behind text or graphics. You can apply shading to
text, paragraphs, individual cells in a table, or to an entire table.
Lines, boxes, and shading can be added to text, tables, and graphics from the Borders
and Shading dialog box.
After a border or shading has been added to a document, you can review or make
changes to its settings by clicking the corresponding link in the Paragraph section of
the Reveal Formatting task pane.

Page 84

The length of a line under a paragraph or the width of a box


around it is determined by the paragraph margins. You can use
the left and right indent markers on the ruler to adjust the
margins.

You can open the Borders and Shading dialog box by


selecting the Home tab, the Styles dialog box launcher, the
Style Inspector button and Reveal Formatting button or by
clicking the corresponding link in the Reveal Formatting task
pane.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

ADDING BORDERS AND SHADING TO TEXT

Discussion
You can use the Borders and Shading dialog box to add borders or shading to text and
paragraphs. You can also remove borders and shading from text and paragraphs.
Before applying a border, you should select the line style, line width (thickness), and
line color. After selecting these line settings, you can apply a border style.
If you decide to change the line style, weight, or color of an existing border, you must
reapply the border for the changes to take affect.

You can make changes to existing borders and shading by


clicking the corresponding links in the Paragraph section of
the Reveal Formatting task pane.
You can remove borders from the current paragraph by
selecting the No Border option from the Borders menu.
Alternatively, you can select the None setting in the Borders
and Shading dialog box.

You can remove shading from the current paragraph by


selecting the No Color option from the Shading menu.
Alternatively, you can select the No Color option from the
Fill list in the Borders and Shading dialog box.

Both the Border Color and the Shading Color palettes


include a More Colors option that allows you to add colors to
the palette.

When you type three or more consecutive hyphens (-) and


then press the [Enter] key, a single line is inserted across the
page. Typing equal signs (=) inserts a double line across the
page.

Procedures
1. Select the text to which you want to apply a border.
2. Select the Home tab.

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Lesson 6 - Applying Borders and Shading

Word 2007 - Lvl 2

3. Select the right-hand part of the Borders button


group.

in the Paragraph

4. Select the Borders and Shading... option.


5. In the Style list box, select the desired line style.
6. Select the Color list

, if desired.

7. Select the desired border color.


8. Select the Width list

, if desired.

9. Select the desired line width.


10. Under Setting, deselect the default border setting of Box, if desired.
11. Select the desired border position(s), if necessary.
12. To apply shading, select the Shading tab.
13. Select the Fill list

14. Select the desired shading color.


15. Select the OK button

Step-by-Step
From the Student Data directory, open BDRLTR.DOCX.
Add borders and shading to text in a document.

Page 86

Steps

Practice Data

1. Select the text to which you want to


apply a border.
The text is selected.

Click in the text


Worldwide Sporting
Goods, if necessary

2. Select the Home tab.


The Home tab is displayed.

Click Home, if necessary

3. Select the right-hand part of the


Borders button in the Paragraph
group.
The Borders menu opens.

Click Borders

4. Select the Borders and Shading...


option.
The Borders and Shading dialog box
opens.

Click Borders and


Shading...

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Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

Steps

Practice Data

5. In the Style list box, select the desired


line style.
The line style is selected and appears
in the preview pane.

Scroll as necessary and


click the double line with
the thick top line and thin
bottom line (ninth style
from the top)

6. Select the Color list, if desired.


A palette of available border colors
opens.

Click Color

7. Select the desired border color.


The border color is selected and
appears in the preview pane.

Click Dark Blue


(Standard Colors, ninth
column)

8. Select the Width list, if desired.


A list of available line widths opens.

Click Width

9. Select the desired line width.


The line width is selected and appears
in the preview pane.

Click 2 pt

10. Under Setting, deselect the default


border setting of Box, if desired.
The border in the preview pane
changes accordingly.

Click None

11. Select the desired border position(s), if


necessary.
The selected border(s) appear in the
preview pane.

Click

12. To apply shading, select the Shading


tab.
The Shading page is displayed.

Click Shading

13. Select the Fill list.


A palette of available shading colors
opens.
14. Select the desired shading color.
The shading color is selected and
appears in the preview pane.
15. Select the OK button.
The selected borders and shading
effects are applied to the text.

Bottom Border

Click Fill

Click Tan, Background 2


(first row, third column)

Click

Practice the Concept: Using the same border settings, apply a top border to the
Worldwide Sporting Goods text.

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Lesson 6 - Applying Borders and Shading

Word 2007 - Lvl 2

Display the Reveal Formatting task pane. Click in the Worldwide Sporting Goods
text, if necessary, and scroll to view the Borders and Shading links in the Paragraph
section of the Reveal Formatting task pane. Click the Borders link to open the
Borders and Shading dialog box. Close the Borders and Shading dialog box and the
Reveal Formatting task pane.

ADDING A BORDER TO A PAGE

Discussion
Page borders can enhance the appearance of a document such as an invitation. Page
borders are created in the Page Border page of the Borders and Shading dialog box.
You can select the type of page border: box, shadow, or 3-D. Then, you can choose
the line style, line color, and line width (thickness) of the border. Although the style,
color, and width settings apply to all the lines in the page border by default, you can
use the Custom setting to apply different settings to each line in the page border.
If your document contains sections, you can apply a page border to the whole
document, the current section, the first page of the current section, or to every page in
the current section except the first page.
The Options button on the Page Border page provides selections for modifying the
border placement on the page. Borders can be placed at specific distances from the
edge of the page or from the text.

Adding a page border

Page 88

The Art list on the Page Border page in the Borders and
Shading dialog box allows you to create page borders from a
variety of graphical designs.
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Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

To change an individual page border line, click Custom under


Setting on the Page Border page. Select the desired
combination of Style, Color, Width, and Art settings and
click the border button in the preview pane corresponding to
the border line you want to change.

You can make changes to existing page borders by clicking


the corresponding link in the Section section of the Reveal
Formatting task pane.

Procedures
1. Select the Page Layout tab.
2. Select the Page Borders button
Background group.

in the Page

3. Under Setting, select the desired border type.


4. Select the desired options under Style, Color, Width, and Art.
5. Select the Apply to list

6. Select the desired option.


7. Select OK

Step-by-Step
Add a page border to a document.

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Page Borders button in the


Page Background group.
The Borders and Shading dialog box
opens, with the Page Border page
displayed.

Click

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Lesson 6 - Applying Borders and Shading

Word 2007 - Lvl 2

Steps

Practice Data

3. Under Setting, select the desired


border type.
The border type is selected and
appears in the preview pane.

Click Shadow

4. Select the desired options under Style,


Color, Width, and Art.
The selected options appear in the
preview pane.

Follow the instructions


shown below the table
before continuing on to
the next step

5. Select the Apply to list.


A list of options opens.

Click Apply to

6. Select the desired option.


The option appears in the Apply to
box.
7. Select OK.
The Borders and Shading dialog box
closes, and the selected page border is
applied to the document.

Click This section - First


page only

Click

Scroll to the bottom of the Style list and select the thick gray gradient line (third style
from the bottom). From the Color list, select Dark Blue (Standard Colors, ninth
column). From the Width list, select 3 pt, if necessary.
Return to the table and continue on to the next step (step 5).
Switch to Print Preview. View page 1 and then page 2. Notice that the page border
only appears on page 1. Close Print Preview.
Practice the Concept: Display the Reveal Formatting task pane, scroll down if
necessary and expand the Section heading. Click the Borders link, change the line
width to 4 1/2 pt and then close the Borders and Shading dialog box and the Reveal
Formatting task pane.

ADDING A BORDER TO A TABLE

Discussion
Even though you can use the Quick Table feature to apply a combination of formats,
shading, and borders to a table, you can add your own border style to a table as well.
Similar to adding borders to text, you can select a border style from the Line Style,
Line Weight and Pen Color buttons in the Draw Borders group on the Table Tools
Design tab. In addition, you can apply diagonal borders to tables in which the cells are
divided diagonally.

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Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

Adding a border to a table

You can also select a border style from the Borders page in
the Borders and Shading dialog box. To open this dialog box,
select the right-hand part of the Borders button in the Table
Styles group on the Design tab, then select the Borders and
Shading... option.

You can make changes to existing table borders and shadings


by clicking the corresponding links in the Cell section of the
Reveal Formatting task pane.

You can also select a table by clicking the table move handle.
The table move handle, a square containing a four-headed
arrow, appears when you point to the upper, left corner of a
table in Print Layout view. You can also use the table move
handle to move the table within the document.

Procedures
1. Select the table cells, rows, or columns to which you want to add a
border.
2. Select the Design tab under Table Tools.

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Lesson 6 - Applying Borders and Shading

3. Click the Line Style button


group.

Word 2007 - Lvl 2

in the Draw Borders

4. Select the desired line style.


5. Click the right-hand part of the Borders button
Styles group.

in the Table

6. Select the desired border position.

Step-by-Step
Add a border to a table.
Scroll as necessary to view the table at the bottom of the page.

Steps

Practice Data

1. Select the table cells, rows, or columns


to which you want to add a border.
The table cells, rows, or columns are
selected.

Drag to select the entire


table

2. Select the Design tab under Table


Tools.
The Design tab is displayed.

Click Design

3. Click the Line Style button in the


Draw Borders group.
A list of available line styles opens.

Click

4. Select the desired line style.


Scroll as necessary and
The line style appears in the Line Style click the thin top and thick
box.
bottom line style (eleventh
from the top)
5. Click the right-hand part of the
Borders button in the Table Styles
group.
A gallery of available border positions
opens.

Click Borders

6. Select the desired border position.


The gallery closes and the selected
border is applied to the table.

Click Outside Borders

Practice the Concept: Display the Reveal Formatting task pane and select the entire
table, if necessary. Click the Borders link under the Cell section. Select the All

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Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

setting on the Borders page and close the Borders and Shading dialog box. Click
anywhere in the document to deselect the table and view the changes.
Close the Reveal Formatting task pane.

REMOVING A BORDER FROM A TABLE

Discussion
You can remove a border from individual or multiple cells, columns, or rows in a
table, if desired. You can also remove borders from an entire table, as well as from
text in a table or document.

You can remove all borders from a table by selecting the


No Border option which can be found under the Borders
button in the Paragraph group on the Home tab.
Alternatively you can select the Borders button in the Table
Styles group on the Table Tools Design tab to access the
same option.

Procedures
1. Select the table object from which you want to remove a border.
2. Select the Design tab under Table Tools.
3. Click the Line Style button
group.

in the Draw Borders

4. Select the No Border option.


5. Click the right-hand part of the Borders button
Styles group.

in the Table

6. Select the option corresponding to the border you want to remove.

Step-by-Step
Remove a border from a table.
Scroll as necessary to view the table at the bottom of the page.

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Lesson 6 - Applying Borders and Shading

Word 2007 - Lvl 2

Steps

Practice Data

1. Select the table object from which you


want to remove a border.
The table object is selected.

Click in the selection bar


to select the last row of the
table

2. Select the Design tab under Table


Tools.
The Design tab is displayed.

Click Design, if necessary

3. Click the Line Style button in the


Draw Borders group.
A list of available line styles opens.

Click

4. Select the No Border option.


The No Border option appears in the
Line Style box.

Click No Border

5. Click the right-hand part of the


Borders button in the Table Styles
group.
A gallery of available border positions
opens.

Click Borders

6. Select the option corresponding to the


border you want to remove.
The border is removed from the table.

Click Bottom Border

Click anywhere in the document to deselect the table. Notice that a border no longer
appears along the bottom edge of the table.
Practice the Concept: Select the entire table and use the No Border option from
Borders in the Table Styles group to remove all the borders from the table.
Click anywhere in the document to deselect the table.

ADDING AND REMOVING SHADING

Discussion
You can apply shading to table cells and text. There are numerous fill colors from
which you can choose, as well as several shading intensities.

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Word 2007 - Lvl 2

Lesson 6 - Applying Borders and Shading

Adding shading to a table row

You can also apply shading using the Shading page in the
Borders and Shading dialog box. To open this dialog box,
select the right-hand part of the Borders button in the Table
Styles group on the Table Tools Design tab, then select the
Borders and Shading... option.

You can remove shading from the current text or cell by


selecting the No Color option from the Shading menu.
Alternatively, you can select the No Color option from the
Fill list in the Borders and Shading dialog box.

The Shading Color palette includes a More Colors option


that allows you to add colors to the palette.

You can make changes to existing shading by clicking the


Shading link in the applicable Paragraph or Cell section of
the Reveal Formatting task pane.

Procedures
1. Select the text or table object to which you want to add or from
which you want to remove shading.
2. Select the Design tab under Table Tools.

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Lesson 6 - Applying Borders and Shading

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3. Select the right-hand part of the Shading button


Table Styles group.

in the

4. Select the shading you want to add, or select the No Color option to
remove shading.

Step-by-Step
Add shading to and remove shading from text in a table.
Scroll to view the table at the bottom of page 1.

Steps

Practice Data

1. Select the text or table object to which


you want to add or from which you
want to remove shading.
The text or table object is selected.

Click in the selection bar


to select the first row of
the table

2. Select the Design tab under Table


Tools.
The Design tab is displayed.

Click Design, if necessary

3. Select the right-hand part of the


Shading button in the Table Styles
group.
A gallery of available shading colors
and intensities opens.

Click

4. Select the shading you want to add, or


select the No Color option to remove
shading.
The shading is applied to or removed
from the text or table object.

Click White,
Background 1, Darker
25% (first column, fourth
row)

Deselect the row to view the shading.


Practice the Concept: Select the first row of the table and use the No Color option to
remove the shading from the cells.
Close BDRLTR.DOCX.

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Lesson 6 - Applying Borders and Shading

EXERCISE
APPLYING BORDERS AND SHADING

Task
Apply borders and shading to text and table objects.
1. Open INVITBDR.DOCX.
2. Place a 1 point, red border under the title Equipment Showcase.
3. Place a 1 point, dark blue border around the table at the bottom of
the page.
4. Shade the first row of the table with White, Background 1, Darker
25% (first column, fourth row) and add a 1 point, dark blue border
to the bottom edge of the row.
5. Remove the shading from the Worldwide Sporting Goods and
Equipment Showcase titles. (Hint: Look for No Color on the
Shading Color palette.)
6. Remove the border under the title Equipment Showcase. (Hint:
Look for No Border on the Borders palette.)
7. Apply a 3-D page border. Select the triple-line style with the thick
line in the center (eleventh style from the top of the list).
8. Switch to Print Preview to view the borders in the document. Then,
close Print Preview.
9. Close the document without saving it.

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Villanova UNIT Training

LESSON 7 WORKING WITH DRAWING OBJECTS


In this lesson, you will learn how to:
Create a drawing object
Select filled and unfilled objects
Move an object
Use the drawing canvas
Draw without the drawing canvas
Draw a line
Change and remove the fill color
Format lines
Resize an object
Add a 3-D effect
Layer text and objects
Delete an object

Lesson 7 - Working with Drawing Objects

Word 2007 - Lvl 2

CREATING A DRAWING OBJECT

Discussion
You can enhance a document by drawing an object such as a rectangle, oval, line,
arrow, or polygon directly in it. For example, arrows can be used to point to important
items, rectangles or ovals can be used to draw attention to specific items, and lines can
be used to divide different items in a document. Drawing objects are created using the
Shapes button in the Illustrations group on the Insert tab.
Enclosed drawing objects (such as rectangles or ovals) are filled by default. Filled
objects are opaque and contain patterns and/or colors. If filled objects are drawn on
top of text in a document, the text is hidden. You can, however, remove an objects
fill. Unfilled objects allow the text behind them to be seen.
You can insert a drawing canvas. The drawing canvas makes it easier to create and
maintain complex drawings. All objects drawn within the confines of the drawing
canvas are kept together as one unit. Although drawing objects are stored permanently
on the drawing canvas, you can drag objects on or off the canvas as desired; Word
allows objects to be stored in the document text as well.
When you are drawing an object, the mouse pointer changes into a crosshair. The
center of the crosshair represents the outer border of the object. In addition, Word
switches to Print Layout view as soon as you click a drawing object button.
Drawing objects can be moved or copied to any location in a document, and any
objects stored on a drawing canvas are moved or copied as one unit. Once drawn,
objects can be modified to change their shape, size, color, fill, and pattern, as well as a
number of other attributes.

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Lesson 7 - Working with Drawing Objects

Creating a drawing object

To draw a square or a circle, click either the Rectangle button


or the Oval button respectively and hold the [Shift] key as you
drag. Clicking in the document after selecting a drawing
object button inserts the object in a predefined size.

Word provides a grid of horizontal and vertical lines to help


you create and align objects. On the View tab, in the
Show/Hide group, select the Gridlines check box.

You can drag an existing object off its drawing canvas and
move it to any desired position. You can then select the
drawing canvas and press the [Delete] key to delete it.

Procedures
1. Switch to Print Layout view.
2. Position the insertion point where you want the drawing object to
appear.
3. Display the Insert tab.

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4. Click the Shapes button

Word 2007 - Lvl 2

in the Illustrations group.

5. Select the New Drawing Canvas option.


6. Select the desired drawing object button in the Insert Shapes group
within the Drawing Tools Format tab.
7. Within the drawing canvas, drag to position and size the object as
desired.

Step-by-Step
From the Student Data directory, open DRAW.DOCX.
Create a drawing object in a document.
If necessary, switch to Print Layout view, display the ruler, and position the insertion
point at the top of the document.
Follow the steps to create a rectangle 2 high and 4 wide.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Shapes button in the


Illustrations group.
The Shapes gallery opens.
Click

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3. Select the New Drawing Canvas


option.
A drawing canvas is inserted into the
document and the Drawing Tools
Format tab is displayed.

Click New Drawing


Canvas

4. Select the desired drawing object


button in the Insert Shapes group
within the Drawing Tools Format
tab.
The mouse pointer changes into a
crosshair when positioned in the
document.

Click

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Lesson 7 - Working with Drawing Objects

Steps

Practice Data

5. Within the drawing canvas, drag to


position and size the object as desired.
The drawing object appears as you
drag and is selected when you release
the mouse button.

Drag from the 1" mark


(both rulers) down to the
3" mark (vertical ruler)
and the 5" mark
(horizontal ruler)

Practice the Concept: Click the Oval button, hold the [Shift] key and drag from the
top, left corner down to the bottom border of the rectangle to draw a circle over the
rectangle.

SELECTING FILLED AND UNFILLED OBJECTS

Discussion
Before you can modify a drawing object, you must select it. When an object is
selected, blue sizing handles and a green rotation handle appear around it. Any
formatting commands you perform affect only the selected object. An object remains
selected until you select another object or click elsewhere in the document.
Different methods are used to select filled and unfilled objects. Since an unfilled
object is empty, you must click its border in order to select it. You can, however, click
anywhere in a filled object to select it.

To select more than one drawing object, hold the [Shift] key
and click each object you want to select.

Procedures
1. Switch to Print Layout view.
2. Click in any filled object to select it.
3. Click the border of any unfilled object to select it.

Step-by-Step
Select filled and unfilled objects in a document.

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If necessary, switch to Print Layout view and scroll to view both the circle within the
rectangle and the line below the title.

Steps

Practice Data

1. Click in any filled object to select it.


Sizing handles appear around the
object.

Click in the rectangle

2. Click the border of any unfilled


drawing object to select it.
Sizing handles appear around the
object.

Click the line below the


New Products title

When you selected the rectangle, the drawing canvas appeared, since the rectangle is
stored within the drawing canvas. Notice that selecting the line deselected the
rectangle.
Click anywhere in the document to deselect the line.

MOVING AN OBJECT

Discussion
After you have created an object, you can move it to a different location in the
document by dragging it to the desired location. Moving objects is a good way to
reposition them so that they better enhance the text.
The mouse pointer must appear with a black, four-headed arrow in order to move an
object.

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If you cannot move an object, right-click it and select the


Format AutoShape or Format Picture option from the
shortcut menu. In the Format AutoShape dialog box, select the
Layout page and then select any wrapping style other than the
In line with text option.

To nudge an object, select the object and use the [Up],


[Down], [Right], and [Left] arrow keys. Holding the [Ctrl]
key while you use the arrow keys moves the object in smaller
increments.

To rotate an object, drag its green rotate handle.

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Word 2007 - Lvl 2

Lesson 7 - Working with Drawing Objects

Procedures
1. Switch to Print Layout view, and select the object you want to
move.
2. Drag the object to the desired location.

Step-by-Step
Move an object.
If necessary, switch to Print Layout view, and select the object you want to move.

Steps

Practice Data

1. Drag the object you want to move to


the desired location.
An outline of the object appears as you
drag, and the object moves to the new
location when you release the mouse
button.

Drag the circle to the


right, until it appears
between the 2" and 4"
marks (horizontal ruler)

Click anywhere in the document to deselect the object.


Practice the Concept: Click the line below New Products and press the [Down]
arrow to position it between the first and second paragraphs. Scroll, if necessary, to
view the lines new location. Click in any blank area to deselect the line.

USING THE DRAWING CANVAS

Discussion
When you insert a drawing object such as a rectangle, oval, line, or arrow, you can
place it in a drawing canvas. The drawing canvas makes it easier to create and
maintain complex drawings. All objects drawn within the confines of the drawing
canvas are kept together as one unit. Although drawing objects are stored permanently
on the drawing canvas, you can drag objects on or off the canvas as desired; Word
allows objects to be stored in the document text as well.
The drawing canvas acts as a frame in which you can create and arrange multiple
drawing objects.

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You can use the short-cut menu to change the size of the drawing canvas. The Fit
button re-sizes the canvas tightly around the objects within it. Conversely, the
Expand button enlarges the canvas, creating more space between the border of the
drawing canvas and the objects within it. Each time you click the Expand button, the
canvas gets larger. These options only change the size of the drawing canvas; the size
of the drawing objects within it are not affected.
The drawing canvas helps keep the objects in a complex drawing together and allows
you to move and resize all the objects as one. Using the Scale Drawing button, you
can resize all the objects within the drawing canvas at the same time. When you move
the drawing canvas, all the objects remain in their relative positions and move with the
canvas. However, you cannot move the drawing canvas if the In Line with Text
option is enabled. Selecting any other text wrapping option allows you to freely move
the drawing canvas.
Before you can modify a drawing object, you must select it. When an object is
selected, eight blue sizing handles and one green rotation handle appear around it.
Any commands you execute affect only the selected object. An object remains
selected until you select another object or click elsewhere in the document.

Positioning the drawing canvas behind text

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The options on the Text Wrapping menu are not available if


an object is selected in the drawing canvas. To deselect all
objects, click in any blank area of the drawing canvas.

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Word 2007 - Lvl 2

Lesson 7 - Working with Drawing Objects

You can move and resize multiple objects as one object


without using the drawing canvas by grouping them. Select all
the objects you want to group, and then select the Group
button in the Arrange group on the Drawing Tools Format
tab.

Procedures
1. Select the drawing canvas.
2. Right-click the drawing canvas to open the shortcut menu.
3. Select the
Fit option on the shortcut menu to fit the drawing
canvas to its contents.
4. Select the
desired.

Expand option to enlarge the drawing canvas as

5. Select the
Scale Drawing option to resize the contents in the
drawing canvas.
6. Drag a sizing handle as desired to resize the objects.
7. Select the

Scale Drawing option again to disable scaling.

8. Select the Text Wrapping button


group.

in the Arrange

9. Select the desired text wrapping option.


10. Drag the frame of the drawing canvas to move the objects to the
desired position.

Step-by-Step
Using the drawing canvas.
If necessary, scroll to the top of the document to view the rectangle and circle in the
drawing canvas.

Steps

Practice Data

1. Select the drawing canvas.


The drawing canvas is selected.

Click the drawing canvas

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Lesson 7 - Working with Drawing Objects

Steps

Word 2007 - Lvl 2

Practice Data

2. Right-click the drawing canvas to open Right-click the drawing


the shortcut menu.
canvas
The shortcut menu is displayed.
3. Select the Fit option on the shortcut
menu to fit the drawing canvas to its
contents.
The drawing canvas re-sizes to fit its
contents.

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Click

Fit

4. Select the Expand option to enlarge


the drawing canvas as desired.
The drawing canvas enlarges
accordingly.

Click

Expand twice

5. Select the Scale Drawing option to


resize the contents in the drawing
canvas.
Eight sizing handles appear along the
frame of the drawing canvas.

Click

Scale Drawing

6. Drag a sizing handle as desired to


resize the objects.
An outline of the objects appears as
you drag, and the objects are re-sized
when you release the mouse button.

Drag the sizing handle in


the lower, right corner to
the 3.5" mark (horizontal
ruler)

7. Select the Scale Drawing option again


to disable scaling.
The Scale Drawing feature is
deactivated.

Click

8. Select the Text Wrapping button in


the Arrange group.
The Text Wrapping menu opens.

Click

9. Select the desired text wrapping


option.
The Text Wrapping menu closes, and
the selected text wrapping option is
applied to the object.

Click Behind Text

10. Drag the frame of the drawing canvas


to move the objects to the desired
position.
The drawing canvas appears in the
new location.

Click on the drawing


canvas border and hold the
mouse button down to
drag the frame so that the
rectangle and circle are
centered behind the text
New Products

Scale Drawing

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Word 2007 - Lvl 2

Lesson 7 - Working with Drawing Objects

Click the frame of the drawing canvas, hold [Ctrl], and use the arrow keys on the
keyboard to nudge the frame in small increments.

DRAWING WITHOUT THE DRAWING CANVAS

Discussion
There are times when it may be more efficient to draw an object without using the
drawing canvas. The drawing canvas was designed to help control the layout of text
and diagrams in documents, as well as to manage multiple objects. If you are inserting
only one object, you can do this without the drawing canvas.
To draw a single object without the drawing canvas, simply draw the object without
first creating a new drawing canvas.
Pressing [Esc] hides the drawing canvas for an existing drawing, but does not remove
it. When you reselect the object, the drawing canvas reappears.
You can permanently disable the drawing canvas for all new drawings. If you do so,
the drawing canvas no longer appears when you click a drawing object button.
However, existing drawing canvases are not affected.

To disable the drawing canvas, select the Advanced page in


Word Options and deselect the Automatically create
drawing canvas when inserting AutoShapes option.

You can drag an existing object off its drawing canvas and
move it to any desired position. You can then select the
drawing canvas and press the [Delete] key to delete it.

If you delete a drawing canvas with objects still in it, the


objects are also deleted.

Procedures
1. Select the Insert tab.

2. Select the Shapes button


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in the Illustrations group.


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Lesson 7 - Working with Drawing Objects

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3. Select the desired drawing object.


4. Drag to position and size the object as desired.

Step-by-Step
Draw without the drawing canvas.
Scroll to the bottom of the document and click in the line above the Worldwide
Sporting Goods text.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Shapes button in the


Illustrations group.
The Shapes gallery opens.
Click
3. Select the desired drawing object.
The Shapes gallery closes and the
mouse pointer changes into a
crosshair when positioned in the
document.

Click
Shapes

4. Drag to position and size the object as


desired.
The drawing object appears as you
drag and is selected when you release
the mouse button.

Drag a rectangle around


the Worldwide Sporting
Goods text

under Basic

Notice that you can no longer read the text. Click in a blank area to deselect the
rectangle.

DRAWING A LINE

Discussion
Lines can be used to separate areas of a document. For example, you can add a line
between different items in a document. Lines can be drawn at various angles and
positions. Drawn lines, as opposed to borders, can be moved and sized as desired.

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Lesson 7 - Working with Drawing Objects

When you draw a line, the mouse pointer changes into a crosshair. The center of the
crosshair is the point at which the line is drawn.

Procedures
1. Switch to Print Layout view.
2. Select the Insert tab.

3. Select the Shapes button


4. Click the Line button

in the Illustrations group.


under Lines in the Shapes gallery.

5. Drag from the beginning to the endpoint of the line.

Step-by-Step
Draw a line in a document.
If necessary, switch to Print Layout view.
Scroll as necessary, and position the insertion point in the empty line below the
second paragraph.

Steps

Practice Data

1. Select the Insert tab.


The Insert tab is displayed.

Click Insert

2. Select the Shapes button in the


Illustrations group.
The Shapes gallery opens.
Click
3. Select the Line button under Lines.
The gallery closes and the mouse
pointer changes into a crosshair when
positioned in the document.

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Click

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Lesson 7 - Working with Drawing Objects

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Steps

Practice Data

4. Drag from the beginning to the


endpoint of the line.
The line appears as you drag and is
selected when you release the mouse
button.

Drag from the left margin


to the 3" mark (horizontal
ruler), just below the
second paragraph

Click anywhere in the document to deselect the object.

CHANGING AND REMOVING THE FILL COLOR

Discussion
You can change the fill color of an object at any time. Changing the fill color
enhances the appearance of objects. If the fill color of an object hides text in a
document, you can select the No Fill option for that object in order to view the text.
The Shape Fill button consists of two components. The left-hand part of the Shape
Fill button displays the currently selected color. To apply the currently selected color
to another object, you only have to select the object and click the left-hand part of the
Shape Fill button. You can use the right-hand part of the Shape Fill button to select
the desired color from the color palette.

Removing the fill color from an object

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Lesson 7 - Working with Drawing Objects

Procedures
1. Switch to Print Layout view.
2. Select the object containing the fill color you want to change.
3. Select the Drawing Tools Format tab.
4. Select the right-hand part of the Shape Fill button
Styles group.

in the Shape

5. Select the desired fill color, or select the No Fill option to remove
the fill color.

Step-by-Step
Change or remove the fill color of an object.
If necessary, switch to Print Layout view, and scroll to view the rectangle at the
bottom of the document.

Steps

Practice Data

1. Select the object containing the fill


color you want to change.
The object is selected.

Click the rectangle at the


bottom of the document

2. Select the Drawing Tools Format tab.


The Format tab is displayed.

Click Format

3. Select the right-hand part of the Shape


Fill button in the Shape Styles group.
The Shape Fill gallery opens.

Click Shape Fill

4. Select the desired fill color, or select


the No Fill option to remove the fill
color.
The fill color of the object changes
accordingly.

Click No Fill

Notice that you can now see the text that was hidden by the fill color.
Practice the Concept: Scroll to the top of the document, select the circle in the
drawing canvas, and apply any shade of yellow as the fill color. Then change the fill
color of the rectangle to any shade of blue. Click anywhere in the document to
deselect the object.

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FORMATTING LINES

Discussion
You can format lines by changing the line style, color, and dash style. In an enclosed
object, the line is the border around the object. In an open object, such as a line or an
arrow, the line is the object itself.
You can change the style of any existing line. Line styles can be used to change the
thickness of a line or to create double and triple lines. For example, to dramatically
separate items in a document, you can increase the width of the line that separates
them.
In addition, you can change an existing line to a dash style. Dash styles break the line
into dots or dashes. Dashed lines can help to enhance the appearance of a document or
to identify a means of separation.
You can also change the line color of a drawing object. Changing the line color can
enhance the appearance of the object. For example, if you are creating a logo,
changing the line color can help distinguish the border of the logo.
The Shape Outline button consists of two components. The left-hand part of the
Shape Outline button displays the currently selected color. To apply the currently
selected color to another object, you only have to select the object and click the lefthand part of the Shape Outline button. In addition, you can use the right-hand part of
the Shape Outline button to select a different color or style from the color palette.

Formatting a line

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Lesson 7 - Working with Drawing Objects

You can use the Arrows option in the Shape Outline gallery
to change a line to an arrow by selecting one of the available
arrow styles in the list. You can also use the Arrow button in
the Insert Shapes group to draw an arrow.

Procedures
1. Switch to Print Layout view.
2. Select the object containing the line you want to format.
3. Select the Drawing Tools Format tab.
4. To change the line width, select the right-hand part of the Shape
Outline button in the Shape Styles group.
5. Point at the Weight option.
6. Select the desired line weight.
7. To change the line color, select the right-hand part of the Shape
Outline button in the Shape Styles group.
8. Select the desired line color.
9. To change the line style, select the right-hand part of the Shape
Outline button in the Shape Styles group.
10. Point at the Dashes option.
11. Select the desired dash style.

Step-by-Step
Format lines.
If necessary, switch to Print Layout view. Scroll to view the line below the first
paragraph in the document.

Steps

Practice Data

1. Select the object containing the line


you want to format.
Sizing handles appear at each end of
the line.

Click the line below the


first paragraph

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Steps

Practice Data

2. Select the Drawing Tools Format tab.


The Format tab is displayed.

Click Format

3. To change the line width, select the


right-hand part of the Shape Outline
button in the Shape Styles group.
A gallery of available color, width and
line styles opens.

Click Shape Outline

4. Point at the Weight option


A list of available widths opens.

Point at Weight

5. Select the desired line style.


The selected line width is applied to
the line.

Click 3 pt

6. To change the line color, select the


right-hand part of the Shape Outline
button in the Shape Styles group.
A gallery of available color, width and
line styles opens.

Click Shape Outline

7. Select the desired line color.


The line color changes accordingly.

Click Orange, Accent 6


(first row, last color)

8. To change the line style, select the


right-hand part of the Shape Outline
button in the Shape Styles group.
A gallery of available color, width and
line styles opens.

Click Shape Outline

9. Point at the Dashes option.


A list of available dash styles opens.

Point at Dashes

10. Select the desired dash style.


The dash style is applied to the line.

Click Dash Dot (fifth


style from the top)

Click anywhere in the document to deselect the line.


Practice the Concept: Select the line below the second paragraph and select the fifth
arrow style from the top on the Arrows list using the Shape Outline button to create
a right pointing arrow. Then, select the unfilled rectangle at the bottom of the
document and change the line color to any shade of blue.
Click anywhere in the document to deselect the rectangle.

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Lesson 7 - Working with Drawing Objects

RESIZING AN OBJECT

Discussion
You may want to resize an object or graphic image so that it fits better in a document.
Drawing objects and graphic images can easily be resized using their sizing handles.
If you drag a middle sizing handle on any side of an object, you change the size in that
one direction only. If you drag any sizing handle at the corner of an object, however,
you change the size in two directions at once.

The mouse pointer must be a double-headed arrow to size a


graphic image or drawn object.

You must be in Print Preview, Print Layout, or Web


Layout view to see a drawing object.

Procedures
1. Switch to Print Layout view.
2. Select the object you want to resize.
3. Drag any sizing handle as desired to increase or decrease the size of
the object.

Step-by-Step
Resize an object.
If necessary, switch to Print Layout view and display the rectangle at the bottom of
the document.

Steps

Practice Data

1. Select the object you want to resize.


The object is selected.

Click the border of the


rectangle

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Steps

Practice Data

2. Drag any sizing handle as desired to


increase or decrease the size of the
object.
The size of the object changes
accordingly.

Drag the middle sizing


handle on the right edge of
the rectangle to the 5.5"
mark (horizontal ruler)

Practice the Concept: Drag the middle sizing handle on the left edge of the rectangle
to the .5" mark (horizontal ruler).
Click anywhere in the document to deselect the object.

ADDING A 3-D EFFECT

Discussion
If you want an object to appear three-dimensional, you can add a 3-D effect. For
example, if you are creating a logo, a 3-D effect makes the object stand out from the
page. You can select from a variety of 3-D effects.
Different effects can be added to a 3-D object using the various options in the 3-D
Effects gallery; these include various depth, direction, lighting, surface, and color
settings.
Depending on the object selected, certain options may not be available.

Adding a 3-D style

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Lesson 7 - Working with Drawing Objects

You can use the Shadow Effects button in the Shadow


Effects group to add a shadow effect to an object. An object
can have either a shadow or a 3-D effect, but not both.

You cannot assign a line color to a filled, 3-D object, but you
can change the fill color.

Procedures
1. Switch to Print Layout view.
2. Select the object to which you want to add a 3-D effect.
3. Select the Drawing Tools Format tab.

4. Click the 3-D Effects button

in the 3-D Effects group.

5. Select the desired 3-D style.

Step-by-Step
Add a 3-D effect to an object.
If necessary, switch to Print Layout view, and display the rectangle at the bottom of
the document.

Steps

Practice Data

1. Select the object to which you want to


add a 3-D effect.
The object is selected.

Click the border of the


rectangle

2. Select the Drawing Tools Format tab.


The Format tab is displayed.

Click Format

3. Select the 3-D Effects button in the 3D Effects group.


A gallery of available 3-D styles
opens.

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Click

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Lesson 7 - Working with Drawing Objects

Steps

Word 2007 - Lvl 2

Practice Data

4. Select the desired 3-D style.


The 3-D style is applied to the object.
Click
(second
row, second column)
If necessary, select the 3-D object, then click the 3-D Effects button. Point at the 3-D
Color option, then click on White, Background 1, Darker 25% (fourth row, first
column).
Click anywhere in the document to deselect the object.

LAYERING TEXT AND OBJECTS

Discussion
Word arranges objects in individual layers or stacks. You can use the Bring to Front
and Send to Back buttons available in the Arrange group of the Drawing Tools
Format tab to arrange the layers on which text and drawing objects (such as ovals,
rectangles, lines, and text boxes) appear. For example, if text is hidden behind one or
more drawing objects, you can display it by selecting the object(s) and using the Send
Behind Text option.
When you use the drawing canvas to insert objects, you can specify how you want
text to be wrapped around the drawing canvas with the Text Wrapping button in the
Arrange group. You cannot select text wrapping options for an individual object in
the drawing canvas. However, you can use the Bring to Front and Send to Back
buttons to layer individual objects within the drawing canvas.
By default, when you draw an object, it is placed in the top layer of the stack.

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Lesson 7 - Working with Drawing Objects

Changing the order of an object

You can also rearrange objects by right-clicking an object and


selecting the Order option from the shortcut menu.

The Bring Forward and Send Backward options move the


object forwards or backwards one layer at a time. The Bring
to Front and Send to Back options move the object directly
to the top or bottom layer of the stack.

Procedures
1. Select the drawing object you want to layer.
2. Select the Drawing Tools Format tab.
3. Select the right-hand part of the Bring to Front or Send to Back
buttons
in the Arrange group.
4. Select the desired option.

Step-by-Step
Layer text and objects.

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Lesson 7 - Working with Drawing Objects

Word 2007 - Lvl 2

Scroll to the top of the document.

Steps

Practice Data

1. Select the drawing object you want to


layer.
The object is selected.

Click the blue rectangle

2. Select the Drawing Tools Format tab.


The Format tab is displayed.

Click Format

3. Select the right-hand part of the Bring


to Front or Send to Back buttons in
the Arrange group.
The appropriate menu opens.

Click Bring to Front

4. Select the desired option.


The object moves accordingly in the
stack.

Click Bring Forward

Notice that the yellow circle is no longer visible. The blue rectangle has moved
forward and the circle is now behind the rectangle.
Practice the Concept: Use the Send to Back button to move the rectangle to the
back, so that the circle is visible. Then, click in any blank area of the document to
deselect the object.

DELETING AN OBJECT

Discussion
If you no longer need it, you can delete a graphic image, an object, or an entire
drawing canvas from a document. If you accidentally delete a graphic image, an
object, or a drawing canvas, you can use the Undo feature in the Quick Access
Toolbar to restore it to the document.
If you delete a drawing canvas, all of the objects within it are also deleted.

Procedures
1. Switch to Print Layout view.
2. Select the object you want to delete.
3. Press [Delete].

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 7 - Working with Drawing Objects

Step-by-Step
Delete an object.
If necessary, switch to Print Layout view.

Steps

Practice Data

1. Select the object you want to delete.


The object is selected.

Scroll as necessary and


click the line below the
first paragraph

2. Press [Delete].
The object is removed from the
document.

Press [Delete]

Practice the Concept: Delete the drawing canvas containing the rectangle and circle.
Notice that the New Products text was not deleted; only the drawing canvas behind
the text and its contents were deleted.
Close DRAW.DOCX.

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Lesson 7 - Working with Drawing Objects

Word 2007 - Lvl 2

EXERCISE
WORKING WITH DRAWING OBJECTS

Task
Create, insert, and modify drawing objects in a document.
1. Open DRAW2.DOCX.
2. Display the horizontal ruler and the Insert tab.
3. Draw a 3 inch wide, 1 inch high rectangle to cover the heading.
4. Move the rectangle behind the Worldwide Sporting Goods text.
5. Change the shape fill of the rectangle to Blue, Accent 1, Lighter
80% (second row, fifth color).
6. Change the rectangle line width to 4-1/2 points and the line color to
Red, Accent 2, Lighter 40% (fourth row, sixth column).
7. Apply 3-D Style 2 (second row, second column) to the rectangle.
8. Draw a line under the text Annual Awards Dinner, from 1" to 5"
(horizontal ruler).
9. Add arrowheads to both ends of the line.
10. Change the line weight to 3 pt and then apply a rounded dot dash
style to it (second style from the top).
11. Create a rectangle that encompasses the Annual Awards Dinner
text and the dotted line underneath it.
12. Move the rectangle behind all the objects. (Hint: Try the Order
submenu.)
13. Delete the 3-D rectangle at the top of the document.
14. Close the document without saving it.

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Villanova UNIT Training

LESSON 8 INSERTING GRAPHICS


In this lesson, you will learn how to:
Insert Clip Art
Insert a picture
Format pictures
Create WordArt objects
Format WordArt objects
Use advanced layout options
Create watermarks

Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

INSERTING CLIP ART

Discussion
You can include pictures in a Word document. A picture can enhance a document by
depicting an idea that may be difficult to describe or by making the document more
visually appealing. Word supplies a collection of images with a wide range of
subjects, known as clip art; more are available online if you have an Internet
connection. You can use the Clip Art task pane to insert clip images.
If you want to insert a clip, but you are not sure which one you want to add, you can
perform a keyword search for clips. Words used in a search are called keywords. To
find a clip, enter a word related to the type of clip you want to insert in the Search for
box. If your document deals with sporting goods, for example, you can use the
keyword sports to search the Clip Organizer; any clip pertaining to sports will be
found. You can limit searches to specific types of collections or media files by
selecting the corresponding options in the Search in and Results should be boxes.
After entering your search criteria and clicking the Go button, thumbnails of all clips
found based on the search criteria are displayed in the pane below the search boxes.
You can scroll through this pane to view all your options.
When you point to a clip, a ScreenTip displays the keywords related to that image, its
size in pixels, its file size, and its graphic format. Clicking directly on a clip inserts it
into your presentation at the insertion point. You can use the list of options that
displays when you right-click a clip or click its drop-down arrow to copy or delete the
clip, copy to a specific collection (for example, Favorites), edit the clip keywords,
find clips with a similar style, or view the clip properties.
If the list of found clips does not suit your needs, you can change your search criteria
and search again. The Clip art on Office Online link enables you to search the larger
collection available online.

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Inserting a clip art image

If you know the location of the clip you want to insert, you
can select that location from the Search in list on the Clip Art
task pane.

Keywords are editable; you can use the Keywords dialog box
to add keywords to a clip or to remove keywords from it, if
desired. You can also organize clips in the Clip Organizer, if
desired, and add those you most use to the Favorites folder.

Procedures
1. Position the insertion point where you want the clip to be inserted.
2. Select the Insert tab.

3. Select the Clip Art button

in the Illustrations group.

4. If necessary, select Now in the Add Clips to Organizer message box


to catalog the clips.
5. Place the insertion point in the Search for box in the Clip Art task
pane.

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6. Type the desired keyword.


7. To limit the search, select the Search in list

8. Select or deselect the collections as desired.


9. Click the plus sign

next to any collection to expand its contents.

10. Continue to select or deselect the collections as desired.


11. Press [Esc] to close the Search in list.
12. To further limit the search, select the Results should be list
13. Click the plus sign

next to any media type to expand its contents.

14. Select or deselect the media types as desired.


15. Press [Esc] to close the Results should be list.
16. Select the Go button

17. Scroll as necessary, and select the desired clip to insert it at the
insertion point.

Step-by-Step
From the Student Data directory, open LTRGRPH.DOCX.
Insert a clip art image.

Steps

Practice Data

1. Position the insertion point where you


want the clip to be inserted.
The insertion point moves to the new
location.

Press [Ctrl+Home], if
necessary

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the Clip Art button in the


Illustrations group.
The Clip Art task pane or the Add
Clips to Organizer message box opens.
4. If necessary, select Now in the Add
Clips to Organizer message box to
catalog the clips.
The clips are cataloged, and the Clip
Art task pane opens.
Page 128

Click
Click Now, if necessary

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Steps

Practice Data

5. Place the insertion point in the Search


for box in the Clip Art task pane.
The insertion point appears in the
Search for box.

Click in the Search for


box

6. Type the desired keyword.


The keyword appears in the Search
for box.

Type sports

7. To limit the search, select the Search


in list.
A list of available collections is
displayed.

Click Search in

8. Select or deselect the collections as


desired.
The check boxes are selected or
deselected accordingly.

Click
Everywhere, to
deselect it, if necessary

9. Click the plus sign next to any


collection to expand its contents.
The contents of the corresponding
collection are displayed.

Click
Office
Collections

10. Continue to select or deselect the


collections as desired.
The check boxes are selected or
deselected accordingly.

Click
Office
Collections twice, if
necessary, to select it and
all its subcollections

11. Press [Esc] to close the Search in list.


The list of collections closes, and
Selected collections appears in the
Search in box.

Press [Esc]

12. To further limit the search, select the


Results should be list.
A list of available media types is
displayed.

Click Results should be

13. Click the plus sign next to any media


type to expand its contents.
The media types display.

Click

14. Select or deselect the media types as


desired.
The check boxes are selected or
deselected accordingly.

Click
Movies to
deselect it, if necessary

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Movies

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Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Steps

Practice Data

15. Press [Esc] to close the Results


should be list.
The list of media types closes, and
Selected media file types appears in
the Results should be box.

Press [Esc]

16. Select the Go button.


Thumbnails of all clips meeting the
search criteria are displayed in the
Results box.

Click

17. Scroll as necessary, and select the


desired clip to insert it at the insertion
point.
The clip appears in the document, and
the Picture Tools Format tab is
displayed.

Scroll if necessary, and


click the female golfer clip

Reset the Clip Art task pane to find all media by deleting the text sports in the
Search for box, selecting Everywhere in the Search in list and All media types in
the Results should be list, and clicking the Go button. Then, close the Clip Art task
pane.
Click anywhere in the document to deselect the inserted image. Notice that the
Picture Tools Format tab is no longer displayed.

INSERTING A PICTURE

Discussion
In addition to clip art, you can insert a picture from an existing graphic file into a
Word document. Pictures can include scanned images, photographs, and drawn
objects saved as files. Before inserting a picture, you can preview it to verify that it is
the one you want.
A picture can float over the text, or it can be inline (that is, positioned at the insertion
point). If a picture floats over the text, it appears on the line above the insertion point
when inserted. You can, however, move the picture as desired; the surrounding text
will wrap around it as needed. If you insert a picture inline, you can drag and drop the
graphic at the desired document location.
The Picture Tools Format tab becomes available as soon as you select a picture in
the document, and closes when you deselect the picture.

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Procedures
1. Position the insertion point in the document where you want the
picture to appear.
2. Select the Insert tab.

3. Click the Picture button

in the Illustrations group.

4. Select the drive containing the picture file you want to insert.
5. Select the folder containing the picture file you want to insert.
6. Select the picture file you want to insert.
7. Select the left-hand part of the Insert button

Step-by-Step
Insert a picture from a graphic file.
Go to the second page of the document.

Steps

Practice Data

1. Position the insertion point in the


document where you want the picture
to appear.
The insertion point appears in the new
location.

Click at the beginning of


the Body Lean Exercise
Bike paragraph on page 2

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Click the Picture button in the


Illustrations group.
The Insert Picture dialog box opens.

Click

4. Select the drive containing the picture


file you want to insert.
A list of available folders and files is
displayed.

Click the student data


drive

5. Select the folder containing the picture


file you want to insert.
A list of available files is displayed.

Click the student data


folder

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Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Steps

Practice Data

6. Select the picture file you want to


insert.
The file is selected.

Click BIKE

7. Select the left-hand part of the Insert


button.
The Insert Picture dialog box closes,
the picture appears in the document,
and the Picture Tools Format tab is
displayed.

Click

FORMATTING PICTURES

Discussion
Although pictures are inserted with default settings, you can use the Picture Tools
Format tab to change these settings at any time. You can change the size, alignment,
and text wrapping style for inserted graphics. You can also apply frames or shapes to
the picture, add a shadow or a reflection, or change the pictures brightness, contrast
or color.
The text wrapping style of a graphic determines whether or not you can drag the
object independently of the text in which it is positioned. The In Line with Text
option keeps the graphic image within the document text. To be able to freely move
an object on the page, you may have to select another text wrapping style.

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Formatting a picture

You can open the Format Picture dialog box by right-clicking


an image, and selecting the Format Picture option from the
shortcut menu. You can also open it by selecting the Picture
Styles launcher arrow on the Picture Tools Format tab.

Procedures
1. Click to select the picture with the formatting you want to change.
2. Select the Text Wrapping button
group.

in the Arrange

3. Select the desired option to arrange the text in relation to the image.
4. Continue selecting formatting options as desired.

Step-by-Step
Format a picture.
Make sure you are in Print Layout view.

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Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Scroll down to view the picture of the exercise bike at the top of page 2.

Steps

Practice Data

1. Click to select the picture with the


formatting you want to change.
The picture is selected and the Picture
Tools Format tab is displayed.

Click the exercise bike


picture

2. Select the Text Wrapping button in


the Arrange group.
The Text Wrapping menu opens.

Click

3. Select the desired option to arrange the


text in relation to the image.
The text is wrapped accordingly.

Click

4. Continue selecting formatting options


as desired.
The options are selected.

Follow the instructions


shown below the table

Make the following formatting changes:


1. Select the Text Wrapping button in the Arrange group. Select More
Layout Options; the Advanced Layout dialog box is displayed. Select the
Picture Position tab. Under Horizontal, select the Alignment option. Then,
from the Alignment list, select Right. Click OK.
2. Use the Shape Height spinbox in the Size group to change the height of the
image to 2 inches. Notice that the width of the image reduces accordingly so
that the original aspect is preserved.
Practice the Concept: Move to the top of the document, select the female golfer clip,
and make the following changes:
1. Use the Text Wrapping button and the Advanced Layout dialog box to
change the wrapping style to Square and the horizontal alignment to Left.
2. Change the Shape Width to 1.4 inches.
3. Use the Picture Border button in the Picture Styles group to give the image
a blue outline.
Deselect the image by clicking anywhere in the document.
Close LTRGRPH.DOCX.

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Lesson 8 - Inserting Graphics

CREATING WORDART OBJECTS

Discussion
You can use WordArt to create a graphic text object. Graphic text objects can be used
to add emphasis to company logos, text advertisements, and newsletters.
WordArt is an application that can run only within a companion program (such as
Word); it cannot run independently. As a result, WordArt cannot create its own files.
Each object created in WordArt becomes a part of the Word document in which it is
embedded.
To create a WordArt text object, you start WordArt, select a WordArt style, and then
type and format the WordArt text.
Once a WordArt object has been embedded in a document, you must open WordArt to
make changes to the text or formatting. You can use the WordArt Tools Format tab
to format the WordArt object.

A WordArt object

You can create multiple lines in a WordArt object by pressing


the [Enter] key as needed.

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Lesson 8 - Inserting Graphics

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Since WordArt creates a graphic object, any formatting you


apply affects the entire WordArt object. Consequently, you do
not need to select the WordArt text in the Edit WordArt Text
dialog box before applying formatting.

Procedures
1. Position the insertion point where you want to insert the WordArt
text.
2. Select the Insert tab.
3. Select the WordArt button

in the Text group.

4. Select the desired WordArt style.


5. Type the desired WordArt text.
6. Format the WordArt text as desired.
7. Select OK.

Step-by-Step
From the Student Data directory, open EQUIPMT.DOCX.
Create a WordArt object.

Steps

Practice Data

1. Position the insertion point where you


want to insert the WordArt text.
The insertion point appears in the new
location.

Click at the beginning of


the paragraph You are
invited...

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the WordArt button in the Text


group.
The WordArt gallery opens.

Click

4. Select the desired WordArt style.


The WordArt style is selected, and the
Edit WordArt Text dialog box opens.

Page 136

Click
(third
row, second column)

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Steps

Practice Data

5. Type the desired WordArt text.


The text appears in the Text box in the
Edit WordArt Text dialog box.

Type Winter Preview

6. Format the WordArt text as desired.


The WordArt text is formatted.

Follow the instructions


shown below the table
before continuing on to
the next step

7. Select OK.
The Edit WordArt Text dialog box
closes, and the WordArt object
appears in the document. The
WordArt Tools Format tab is
displayed.

Click OK

Apply the following formats to the WordArt text:


1. Select Arial (or a similar font) from the Font list.
2. Select 24 from the Size list.
3. Bold the text.
Return to the table and continue on to the next step (step 7).

FORMATTING WORDART OBJECTS

Discussion
The WordArt Tools Format tab provides tools used to format WordArt objects. You
can format a WordArt object by changing its font, font size, and attributes; modifying
its style; altering its color, size, or position; changing its shape; adjusting its text
height and alignment; modifying its character spacing; and so on. Many of the
changes can be seen in live preview as you point to the various options.
You can edit WordArt objects using the following tools found on the Format tab:

Button Name

Button

Function

Edit Text

Opens the Edit WordArt Text


dialog box so you can change the
text itself, select a new font or font
size, bold or italicize the text

Spacing

Select a character spacing (e.g.


tight or loose) or kerning option

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Lesson 8 - Inserting Graphics

Button Name

Button

Function

Even Height

Changes all the letters in the


WordArt text to the same height

WordArt Vertical
Text

Changes the letters to a vertical


orientation

WordArt Styles
gallery

View the gallery and select a


different WordArt style

Shape Fill

Fill the letters with a different


solid color, gradient, texture or
pattern, or with an image

Shape Outline

Outline the letters in various styles


and colors

Change WordArt
Shape

Select a different WordArt shape

Shadow Effects
group

Change the shadow style,


placement or color

3-D Effects

Change the 3-D effects, including


color, depth, direction, lighting and
surface

Arrange group

Position the object on the page,


and in relation to the text or other
objects

Size group

Change the height or width of the


object, or open the Format
WordArt dialog box for more
options

Word 2007 - Lvl 2

You can rotate WordArt by selecting the WordArt object,


opening the Format WordArt dialog box by selecting the Size
launcher arrow, then specifying the desired degrees in the
Rotation box.

Procedures
1. Select the WordArt object you want to modify.
2. Select the WordArt Tools Format tab.

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

3. Select the options and any associated settings as desired.

Step-by-Step
Format a WordArt object.

Steps

Practice Data

1. Select the WordArt object you want to


modify.
The WordArt object is selected.

Click the Winter Preview


WordArt object

2. Select the WordArt Tools Format


tab.
The WordArt Tools Format tab
displays.

Click Format

3. Select the options and any associated


settings as desired.
The WordArt object is modified
accordingly.

Follow the instructions


shown below the table

Select the Change WordArt Shape button in the WordArt Styles group. Under
Warp, select the Chevron Down option (fifth row, sixth column).
Select the Spacing button in the Text group, and select the Loose option.
Click in a blank area of the document to deselect the object.

USING ADVANCED LAYOUT OPTIONS

Discussion
The Advanced Layout dialog box provides options for precisely positioning an object
in a document, as well as for wrapping text around an object.
The Picture Position page allows you to specify a horizontal and vertical position for
a graphic object. Objects are positioned in relation to an anchor. The anchor options
vary, but may include page, margin, paragraph, column, character, or line. You can
specify an exact measurement in relation to the anchor or a relative position, such as
the top or center. For example, you can specify that the object aligns to the right,
relative to the margin.
If you select a graphic and display the formatting marks, an anchor icon appears to the
left of the line to which the graphic is anchored. If you want a graphic to move with its

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Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

associated text, you can select the Move object with text option. The Lock anchor
option guarantees that the object remains on the same page as the paragraph to which
it is anchored, even if the object or the paragraph is moved.
Wrapping text around an object gives a document a professional appearance.
Although there are several ways to apply text-wrapping options, the Text Wrapping
page in the Advanced Layout dialog box provides all possible text-wrapping styles. In
addition to selecting a text-wrapping style, you can control to which side of an object
the text wraps, as well as specify the distance between the object and the text.

Setting advanced layout options

Page 140

You can also use the Text Wrapping button on the Picture
Tools or WordArt Tools Format tabs to select a textwrapping style.

Only a picture with an In line with text text-wrapping style


can be viewed in Draft view. To view pictures with other textwrapping styles, you must be in Print Layout or Web Layout
view, or in Print Preview.

The In line with text text-wrapping style positions a graphic


object at the insertion point; consequently, no Picture
Position options are available for this text-wrapping style.

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Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Procedures
1. Select the graphic object you want to position.
2. Select the WordArt Tools Format tab.

3. Select the Position button

in the Arrange group.

4. Select the More Layout Options option.


5. Select the Text Wrapping tab.
6. Under Wrapping style, select the desired wrapping style.
7. Under Wrap text, select the side to which you want the text to wrap.
8. Under Distance from text, enter the desired measurement.
9. Select the Picture Position tab.
10. Under Horizontal or Vertical, select the desired layout option.
11. To define the selected layout option, select the first list to the right of
it, if applicable.
12. Select the desired position option.
13. Select the second list to the right of the selected layout option, if
applicable.
14. Select the desired page option.
15. Select and define additional options as desired.
16. Under Options, select or deselect the desired settings.
17. Select OK.

Step-by-Step
Use advanced layout options to position a graphic object on the page.

Steps

Practice Data

1. Select the graphic object you want to


position.
The object is selected.

Click the Winter Preview


object

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Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Steps

Practice Data

2. Select the WordArt Tools Format


tab.
The WordArt Tools Format tab is
displayed.

Click Format

3. Select the Position button in the


Arrange group.
The Position gallery opens.

Click

4. Select the More Layout Options


option.
The Advanced Layout dialog box
opens.

Click More Layout


Options

5. Select the Text Wrapping tab.


The Text Wrapping page opens.

Click the Text Wrapping


tab, if necessary

6. Under Wrapping style, select the


desired wrapping style.
The wrapping style is selected.

Click Through

7. Under Wrap text, select the side to


which you want the text to wrap.
The option is selected.

Click

8. Under Distance from text, enter the


desired measurement.
The measurement appears in the spin
box.

Click Right

9. Select the Picture Position tab.


The Picture Position page opens.

Click the Picture Position


tab

10. Under Horizontal or Vertical, select


the desired layout option.
The layout option is selected.

Click Alignment under


Horizontal

11. To define the selected layout option,


select the first list to the right of it, if
applicable.
A list of available position options is
displayed.

Right only

to 0.1"

Click
in the box to the
right of Alignment

12. Select the desired position option.


Click Left
The position option appears in the box.
13. Select the second list to the right of the
selected layout option, if applicable.
A list of available page options is
displayed.

Page 142

Click
in the box to the
right of relative to

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

Steps

Practice Data

14. Select the desired page option.


The page option appears in the box.

Click Margin

15. Select and define additional options as


desired.
The options are selected and defined.

Follow the instructions


shown below the table
before continuing on to
the next step

16. Under Options, select or deselect the


desired settings.
The settings are selected or deselected
accordingly.

Click Move object


with text to deselect it, if
necessary

17. Select OK.


The Advanced Layout dialog box
closes, and the graphic object is
positioned accordingly.

Click OK

Under Vertical, select Alignment, and then select the Top position relative to the
Margin.
Return to the table and continue on to the next step (step 16).
Click anywhere to deselect the object.

CREATING WATERMARKS

Discussion
A watermark is a graphic or text that appears behind the text and objects on a page.
Watermarks are commonly used to identify the status of a document (DRAFT or
CONFIDENTIAL, for example). When you add a watermark to a page, you can
apply it to all pages of the document or just to the current section.
You can scale a picture watermark to increase or decrease its size. If you create a text
watermark, you can select a text option from the Text list or type the text you want to
use into the Text box. You can also select the font, font size, and font color of the
text, as well as position it as desired on the page.
To be effective, the contrast and brightness of the watermark should be adjusted using
either the Washout or Semitransparent options (selected by default), so that the
document text remains legible.
You can access the watermark image after it has been inserted by opening the Header
area.

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Page 143

Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Viewing a watermark in print preview

Colors and fill effects available in the Backgrounds submenu


are usually used to add interest to a document and are for
viewing only, not printing.

Selecting the Apply button in the Printed Watermark dialog


box allows you to preview the watermark in your document.

Procedures
1. Select the Page Layout tab.
2. Select the Watermark button
Background group.

in the Page

3. Select the Custom Watermark option.


4. To use a picture as a watermark, select the
option.
5. Select the Select Picture button

Picture watermark

6. Select the drive containing the picture file you want to insert.
7. Select the folder containing the picture file you want to insert.
8. Select the picture file you want to insert.
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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

9. Select the left-hand part of the Insert button

10. Select OK.

Step-by-Step
Create a watermark.
If necessary, switch to Print Layout view.

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Watermark button in the


Page Background group.
The Watermark gallery opens.

Click

3. Select the Custom Watermark


option.
The Printed Watermark dialog box
opens.

Click Custom
Watermark

4. To use a picture as a watermark, select


the Picture watermark option.
The Picture watermark option is
selected.

Click Picture
watermark

5. Select the Select Picture button.


The Insert Picture dialog box opens.

Click

6. Select the drive containing the picture


file you want to insert.
A list of available folders and files is
displayed.

Click the student data


drive

7. Select the folder containing the picture


file you want to insert.
A list of available files is displayed.

Click the student data


folder

8. Select the picture file you want to


insert.
The file is selected.

Click SKIJUMP

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Page 145

Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

Steps

Practice Data

9. Select the left-hand part of the Insert


button.
The Insert Picture dialog box closes,
and the name and path of the selected
picture file appear in the Printed
Watermark dialog box.

Click

10. Select OK.


The Printed Watermark dialog box
closes, and the watermark appears in
the document behind the existing text.

Click OK

Switch to Print Preview and use the Two Pages option to view the document. Notice
that the watermark appears on each page. The default formatting is Washout, so that
the background image does not obscure the text. Close Print Preview.
Practice the Concept: Open the Printed Watermark dialog box and select the Text
watermark option. Enter the text Worldwide Sporting Goods, change the text color
to any dark green option, and position the text diagonally. Select the
Semitransparent option, if necessary. Select OK. View the document in Print
Preview. Note that the Text watermark has replaced the Picture watermark; Word will
only allow one watermark in a document or section. Then, close Print Preview.
Close EQUIPMT.DOCX.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 8 - Inserting Graphics

EXERCISE
INSERTING GRAPHICS

Task
Create, insert, and modify graphics and WordArt in a document.
1. Open GRAPHEX.DOCX.
2. Make sure you are in Print Layout view, and display the horizontal
ruler, if necessary.
3. Go to the top of the document, if necessary, and insert the
WSGWORLD graphic file from the student data folder.
4. Format the picture with a tight text-wrapping style and horizontally
align it to the right, relative to the margin. Then, change the height to
3 inches.
5. Scroll down to view the paragraph beginning with the text Thanks
to you, on page 1.
6. At the beginning of the paragraph, insert a clip art image. Search for
and insert an image about a celebration. (Hint: Type celebration in
the Search for box in the Clip Art task pane.) Insert an image with a
balloon or any other image of your choice.
7. Change the text-wrapping style to square and the horizontal
alignment to left, relative to the margin. Then, change the height to
1.2 inches.
8. Close the Clip Art task pane and scroll as necessary to view the
formatted clip.
9. Change the distance between the right side of the clip and the text to
0.3". (Hint: Use the Text Wrapping page in the Advanced Layout
dialog box.)
10. Create a text watermark. Type Thank You as the text, set the color to
red. Make the watermark semi-transparent and have it appear
diagonally on the page.
11. Click in the blank line at the top of page 2. Create a WordArt object,
selecting the style in the third row and fourth column.
12. Type three separate lines as follows: type Seminars, press [Enter],
type and, press [Enter], and type Demonstrations.
13. Change the font size to 20 and bold the text. Then, select OK to
insert the WordArt object.

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Page 147

Lesson 8 - Inserting Graphics

Word 2007 - Lvl 2

14. Change the WordArt shape to Button (Pour), the thick circle with
the line bisecting it.
15. Format the WordArt object. Change the width to 4". Select the
Square text-wrapping option. Then, align the WordArt object:
horizontally centered to the margin; and vertically with the top
relative to the margin. (Hint: Use the Advanced Layout dialog box
available via the Position button.)
16. Make all the letters in the WordArt object the same height.
17. View both pages of the document in Print Preview and then close
Print Preview.
18. Close the document without saving it.

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LESSON 9 USING SMARTART


In this lesson, you will learn how to:
Create SmartArt graphics
Change colors of a SmartArt graphic
Apply a SmartArt graphic style

Lesson 9 - Using SmartArt

Word 2007 - Lvl 2

CREATING SMARTART GRAPHICS

Discussion
Word provides a number of predefined graphics called SmartArt. These range from
graphical lists and process diagrams to more complex graphics, such as Venn
diagrams and organization charts. Using SmartArt enables you to include complex
graphical elements into your document with ease.
SmartArt graphics are categorized into seven categories: List, Process, Cycle,
Hierarchy, Relationship, Matrix and Pyramid.
According to your particular requirements, you can add and remove the shapes in a
SmartArt graphic as well as edit the text the arrangement of the shapes and the
amount of text in them is updated automatically, maintaining the original design and
borders of the SmartArt graphic.
When you insert a SmartArt graphic in your document, placeholder text may appear.
You can of course replace this text with your own, but if you choose not to, the
placeholder text is not printed, although the shapes are always displayed and printed.

The Choose a SmartArt Graphic dialog box

Page 150

Word Help provides a considerable amount of advice on


SmartArt graphics, including an overview and what you
should consider when you create a SmartArt graphic.

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Word 2007 - Lvl 2

Lesson 9 - Using SmartArt

The same SmartArt graphics can be accessed in Excel,


PowerPoint and Outlook, and you can cut and paste them into
other Microsoft Office 2007 programs.

You can access the text pane for a SmartArt graphic in two
ways: by using the Text Pane button in the Create Graphic
group on the SmartArt Tools Design tab, or by clicking on
the Open/Close Pane tab on the left side of the SmartArt pane.

Procedures
1. Position the insertion point where you want the SmartArt graphic to
be inserted.
2. Select the Insert tab on the Ribbon.

3. Select the SmartArt button

in the Illustrations group.

4. Browse the available SmartArt graphics using the scroll bar and the
category options.
5. Select a SmartArt graphic to see more information.
6. If necessary, use the right-hand pane scroll bar to view all the
information.
7. When you have chosen the graphic you wish to use, select the OK
button.
8. Edit the text within the placeholders, if required.
9. Click anywhere else in the document to deselect the SmartArt
graphic.

Step-by-Step
From the Student Data directory, open SMARTA.DOCX.
Create a SmartArt graphic.

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Lesson 9 - Using SmartArt

Word 2007 - Lvl 2

Steps

Practice Data

1. Position the insertion point where you


want the SmartArt graphic to be
inserted.
The insertion point is positioned
accordingly.

Click in the document


below THE SALES
FUNNEL

2. Select the Insert tab on the Ribbon.


The Insert tab is displayed.

Click the Insert tab

3. Select the SmartArt button in the


Illustrations group.
The Choose a SmartArt Graphic
dialog box opens.

Click

4. Browse the available SmartArt


graphics using the scroll bar and the
category options.
The available SmartArt graphics are
displayed in the middle pane.

Click the Process


category

5. Select a SmartArt graphic to see more


information.
The selected graphic appears in the
right-hand pane with a description.

Scroll down as necessary

6. If necessary, use the right-hand pane


scroll bar to view all the information.
The text information in the right-hand
pane scrolls accordingly.

Drag the right-hand pane


scroll bar down to read all
the text information.

7. When you have chosen the graphic


you wish to use, select the OK button.
The selected graphic is inserted in the
document with the first shape selected.
The SmartArt Tools Design and
Format tabs are added to the Ribbon
and the Design tab is displayed.
8. Edit the text within the placeholders, if
required.
Placeholder text is revised
accordingly.

and click

Funnel

Click

Follow the instructions


shown below the table to
complete this step.

You may find that a text pane opens automatically on insertion of the SmartArt. In
this case, you can type the text directly into the text pane items. However, you can
also edit the text directly in the shapes:
Click on [Text] in the first (topmost) shape, and type Suspects.
Click on [Text] in the second shape, and type Suspects.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 9 - Using SmartArt

You cannot click in the placeholder text in the third shape as it is behind the funnel
shape. Instead, select Text Pane in the Create Graphic group on the SmartArt
Tools Design tab. This opens the text pane. Click on [Text] in the third bullet and
type Prospects.
Click on [Text] in the fourth bullet and type Customers.
Click anywhere else in the document to deselect the SmartArt graphic.

CHANGING COLORS OF A SMARTART GRAPHIC

Discussion
In addition to adding and removing the shapes in a SmartArt graphic and editing the
text, you can very easily change the color scheme applied to the SmartArt. There are
38 predefined color schemes available from the Change Colors button, grouped into
eight themes.

The SmartArt Change Colors gallery

You can also edit each component of the SmartArt graphic


individually, using the normal formatting options such as Fill
color.

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Page 153

Lesson 9 - Using SmartArt

Word 2007 - Lvl 2

Procedures
1. Select the SmartArt graphic that you want to edit.
2. Select the Design tab on the Ribbon.

3. Select the Change Colors button


group.

in the SmartArt Styles

4. Browse the available color schemes, using the vertical scroll bar as
required, and hover the pointer over a scheme for a live preview.
5. Select the desired color scheme.
6. Position the insertion point anywhere in the document away from the
SmartArt graphic to deselect the graphic.

Step-by-Step
Change the colors of a SmartArt graphic.

Steps

Practice Data

1. Select the SmartArt graphic that you


want to edit.
The SmartArt graphic pane is
displayed and the SmartArt Tools
Design and Format tabs are added to
the Ribbon.

Click anywhere on the


SmartArt graphic

2. Select the Design tab on the Ribbon.


The Design tab is displayed.

Click the Design tab

3. Select the Change Colors button in


the SmartArt Styles group.
The Change Colors gallery opens.
4. Browse the available color schemes,
using the vertical scroll bar as
required, and hover the pointer over a
scheme for a live preview.
The chosen color scheme is
temporarily applied in live preview to
the SmartArt graphic.

Page 154

Click
Point at the individual
thumbnails to view the
color schemes

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Word 2007 - Lvl 2

Lesson 9 - Using SmartArt

Steps

Practice Data

5. Select the desired color scheme.


The selected color scheme is applied
to the SmartArt graphic and the
Change Colors gallery closes.

Scroll as necessary and

6. Position the insertion point anywhere


in the document away from the
SmartArt graphic to deselect the
graphic.
The SmartArt graphic is deselected.

Click anywhere in the


document away from the
SmartArt graphic

click
Gradient
Loop - Accent 6

APPLYING A SMARTART GRAPHIC STYLE

Discussion
In addition to adding and removing the shapes in a SmartArt graphic, editing the text
and changing the colors, you can very easily change the style of the SmartArt. There
are 14 styles available from the SmartArt Styles gallery.

The SmartArt Styles gallery

When you edit a SmartArt graphic, the arrangement of the


shapes and text layout is updated automatically, maintaining
the fundamental content of the SmartArt graphic.

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Page 155

Lesson 9 - Using SmartArt

Word 2007 - Lvl 2

Procedures
1. Select the SmartArt graphic that you want to edit.
2. If it is not already displayed, select the Design tab on the Ribbon.
3. Select the More button

in the SmartArt Styles group.

4. Browse the available styles and hover the pointer over a style for a
live preview.
5. Select the desired style.
6. Position the insertion point anywhere in the document away from the
SmartArt graphic to deselect the graphic.

Step-by-Step
Apply a SmartArt graphic style.

Page 156

Steps

Practice Data

1. Select the SmartArt graphic that you


want to edit.
The SmartArt graphic pane is
displayed and the SmartArt Tools
Design and Format tabs are added to
the Ribbon.

Click anywhere on the


SmartArt graphic

2. If it is not already displayed, select the


Design tab on the Ribbon.
The Design tab is displayed.

Click the Design tab

3. Select the More button in the


SmartArt Styles group.
The SmartArt Styles gallery opens.

Click
in the SmartArt
Styles group

4. Browse the available styles and hover


the pointer over a style for a live
preview.
The styles are temporarily applied in
live preview to the SmartArt graphic.

Point at the individual


thumbnails to view the
styles

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Word 2007 - Lvl 2

Lesson 9 - Using SmartArt

Steps

Practice Data

5. Select the desired style.


The selected style is applied to the
SmartArt graphic and the SmartArt
Styles gallery closes.

Click

6. Position the insertion point anywhere


in the document away from the
SmartArt graphic to deselect the
graphic.
The SmartArt graphic is deselected.

Polished

Click anywhere in the


document away from the
SmartArt graphic

Close SMARTA.DOCX.

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Page 157

Lesson 9 - Using SmartArt

Word 2007 - Lvl 2

EXERCISE
USING SMARTART

Task
Using SmartArt.
1. If necessary, create a new, blank document.
2. Select the SmartArt button from the Insert tab on the Ribbon.
3. Select the Segmented Cycle option from the Cycle category.
4. Type Products, Services and Support in the text fields.
5. Change the colors to Gradient Loop - Accent 4.
6. Apply the Flat Scene style to the SmartArt graphic.
7. Close the document without saving it.

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Villanova UNIT Training

LESSON 10 USING CHART CREATION FEATURES


In this lesson, you will learn how to:
Create a chart
Edit the datasheet
Add a chart title
Change the chart type
Create a chart from Excel

Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

CREATING A CHART

Discussion
If Excel 2007 is installed on your computer, you can create charts in Word using the
advanced charting capabilities of Office 2007. When you insert a chart in Word, you
enter the data in an Excel worksheet that opens in a separate window alongside your
Word document. When you save the Word document, the Excel worksheet is
automatically embedded in the document. Only the chart is displayed in the document.
If you choose to edit the chart data, the embedded Excel worksheet redisplays while
you edit the data. Changes to the data display instantly in the chart and are saved when
you save the Word document.

Creating a chart

Page 160

If Excel 2007 is not installed, you can still create charts just as
you did in previous versions of Word. Microsoft Graph opens
instead of Excel and displays a datasheet for you to enter the
data.

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Word 2007 - Lvl 2

Lesson 10 - Using Chart Creation Features

You can also add a chart to a Word document by copying a


chart you have already created in Excel and then pasting it into
your Word document. The data in the chart is linked to the
separate Excel worksheet and is not saved as part of the Word
document. You update the chart data by opening the separate
Excel worksheet. Any changes in the Excel worksheet display
in the chart the next time you open the Word document.

Procedures
1. Position the insertion point where you want to insert a chart.
2. Select the Insert tab from the Ribbon.

3. Select the Chart button

in the Illustrations group.

4. Select the desired chart type from the Insert Chart dialog box.
5. Select the OK button

6. Enter the desired data in the Excel worksheet.


7. Drag the bottom right-hand corner of the blue outline that surrounds
the sample data so that it surrounds the actual data you wish to chart.
8. Release the mouse button.
9. Select the Close button

on the Excel window.

Step-by-Step
Create a chart.
If necessary, open a new, blank document.

Steps

Practice Data

1. Position the insertion point where you


want to insert a chart.
The insertion point appears in the new
location.

Press [Ctrl+Home], if
necessary

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Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

Steps

Practice Data

2. Select the Insert tab from the Ribbon.


The Insert tab is displayed.

Click on the Insert tab

3. Select the Chart button in the


Illustrations group.
The Insert Chart dialog box opens.

Click

4. Select the desired chart type from the


Insert Chart dialog box.
The selected chart type is highlighted.

Click 3-D Clustered

Column
5. Select the OK button.
Click
The Insert Chart dialog box closes, the
selected chart type is inserted and the
document window is re-sized to occupy
half the screen. Sample data is
displayed in the Excel worksheet that
opens to the right of the re-sized Word
window.
6. Enter the desired data in the Excel
worksheet.
The data appears in the worksheet and
the chart updates accordingly.

Follow the instructions


shown below the table
before continuing on to
the next step

7. Drag the bottom right-hand corner of


the blue outline that surrounds the
sample data so that it surrounds the
actual data you wish to chart.

Drag the Chart Data


Range outline so that it
does not include any
remaining sample data

8. Release the mouse button.


The chart updates accordingly.

Release the mouse button

9. Select the Close button on the Excel


Click
on the Excel
window.
worksheet window
The Excel window closes, the Word
window expands and the updated chart
appears in the document.
Enter the chart data in the Excel worksheet as shown in the table below.
A
1

Page 162

1st Qtr

2nd Qtr

3rd Qtr

4th Qtr

East

25

30

80

22

West

35

42

25

50

North

40

55

70

28

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Word 2007 - Lvl 2

Lesson 10 - Using Chart Creation Features

Return to the table and continue on to the next step (step 7).
Save the document to the student data folder as CHART1.

EDITING THE DATASHEET

Discussion
You can update the data in an inserted chart at any time. You correct errors in the data
and delete or add data to the chart using the embedded Excel worksheet.

You can also open the embedded worksheet to edit chart data
by right-clicking on the chart and choosing Edit Data from
the shortcut menu.

To delete data from a chart, select the cell in the worksheet


and press the [Delete] key. To quickly select an entire row or
column, click the row number or column letter.

You can also vary the data that appears in the chart without
deleting data from the worksheet. Drag the blue Chart Data
Range outline to include or exclude data from the chart.

Procedures
1. Select the chart you want to edit.
2. Select the Design tab on the Ribbon.

3. Select the Edit Data button

in the Data group.

4. Select the data you wish to change.


5. Enter the desired data.
6. Press [Enter].
7. Select the Close button

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on the Excel window.

Page 163

Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

Step-by-Step
Edit chart data.

Steps

Practice Data

1. Select the chart you want to edit.


The blue Chart Area outline appears
and the Chart Tools contextual tabs
are displayed on the Ribbon.

Click anywhere on the


chart

2. Select the Design tab on the Ribbon.


The Design tab is displayed.

Click the Design tab

3. Select the Edit Data button in the


Data group.
The Word window re-sizes and the
embedded Excel worksheet opens.

Click

4. Select the data you wish to change.


The data is selected.

Click cell D2

5. Enter the desired data.


The data appears in the cell.

Type 90

6. Press [Enter].
The data is entered into the cell and
the chart changes accordingly.

Press [Enter]

7. Select the Close button on the Excel


Click
on the Excel
window.
worksheet window
The Excel window closes, the Word
window expands and the updated chart
appears in the document.

ADDING A CHART TITLE

Discussion
By default, Word 2007 does not add a title to a chart. You can, however, add one at
any time. When you add a chart title, Word 2007 offers a choice of two positions on
the chart. After you type the title you can move it anywhere on the chart, as desired.

Page 164

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 10 - Using Chart Creation Features

Adding a chart title

Procedures
1. Click the chart to which you want to add a title.
2. Select the Layout tab from the Ribbon.

3. Select the Chart Title button

in the Labels group.

4. Select the desired title position option.


5. Select the Chart Title text box.
6. Edit the text to produce the desired chart title.
7. Select a blank area on the chart to deselect the text box.

Step-by-Step
Add a chart title.

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Page 165

Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

Steps

Practice Data

1. Click the chart to which you want to


add a title.
The Chart Tools contextual tabs
appear on the Ribbon.

Click the chart

2. Select the Layout tab from the


Ribbon.
The Layout tab is displayed.

Click the Layout tab

3. Select the Chart Title button in the


Labels group.
A list of title options is displayed.

Click

4. Select the desired title position option.


The Chart Title text box appears on
the chart in the desired position.

Click Centered Overlay


Title

5. Select the default text in the Chart


Title text box.
The text is selected.

Drag to select the text in


the Chart Title text box

6. Edit the text to produce the desired


chart title.
The desired title appears in the Chart
Title text box.

Edit the text so that it


reads Annual Sales

7. Select a blank area on the chart to


deselect the text box.
The Chart Title text box is deselected.

Click on a blank area of


the chart

CHANGING THE CHART TYPE

Discussion
You can change the chart type at any time to present your data in a variety of dynamic
ways. Different types of charts emphasize different aspects of the data. Clustered
Column and Clustered Bar charts allow easy comparison of the values in each data
series. Stacked Column and Stacked Bar charts instantly display the total of each
data series and show the relative proportions of each item in the series; however, it is
not as easy to read individual values. Line charts reveal the flow of data (for example,
sales are rising or falling), while Pie charts are useful for displaying the relative
proportions of items in a single data series and so on.

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Word 2007 - Lvl 2

Lesson 10 - Using Chart Creation Features

Changing the chart type

You can also change the chart type by right-clicking on a


blank area in the chart and choosing Change Chart Type
from the shortcut menu.

If you use one chart type more than any other, you may want
to set it as the default. Select the type you want to use and
click the Set as Default Chart button. The next time you
insert a chart, the new default type will be pre-selected in the
Insert Chart dialog box. This time-saving option does not
prevent you from choosing other chart types.

Not all chart types are suitable for all types of data. For
example, a Pie chart only displays a single series of data; if
you change a Column chart containing more than one series
into a Pie chart, only the first series is displayed. Some charts,
such as Stock charts, require a specific layout for the data.

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Page 167

Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

Procedures
1. Click the chart you want to change.

2. Select the Change Chart Type button


on the Design tab.

in the Type group

3. Select the desired category of chart from the list on the left of the
Change Chart Type dialog box.
4. Select the desired chart type from the gallery.
5. Select the OK button

Step-by-Step
Change the chart type.

Steps

Practice Data

1. Click the chart you want to change.


The Chart Tools contextual tabs
appear in the Ribbon and the Design
tab is displayed.

Click the chart

2. Select the Change Chart Type button


in the Type group on the Design tab.
The Change Chart Type dialog box
opens.

Page 168

Click

3. Select the desired category of chart


from the list on the left of the Change
Chart Type dialog box.
The gallery of chart types on the right
of the dialog box scrolls to the
beginning of the selected category and
the most commonly used type in the
category is highlighted.

Click Area

4. Select the desired chart type from the


gallery.
The selected chart type is highlighted.

Click Stacked Area

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Word 2007 - Lvl 2

Lesson 10 - Using Chart Creation Features

Steps

Practice Data

5. Select the OK button.


The chart changes to the selected type
and the Change Chart Type dialog box
closes.

Click

Practice the Concept: Change the chart type to any Bar chart.
Close CHART1.DOCX.

CREATING A CHART FROM EXCEL

Discussion
If Excel is installed on your computer you can use advanced charting capabilities.
When you create a chart in Word, Excel is used to capture your data. However, you
can also copy an existing chart from Excel.
A chart copied from Excel can be embedded either linked to the Excel workbook or as
static data. If you choose static data, no link will be established between the Excel
workbook and your Word document; subsequent changes to the Excel workbook data
will not be reflected in the Word document.
If the chart is embedded and linked to an Excel workbook to which you have ongoing
access, you can specify that the chart in Word automatically checks for changes in the
linked workbook whenever the chart is opened.

The Paste Special and Paste Options dialog boxes compared

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Page 169

Lesson 10 - Using Chart Creation Features

Word 2007 - Lvl 2

If Excel is not installed on your computer, when you create a


new chart in Word, Microsoft Graph opens. A chart then
appears with its associated data in a table called a datasheet.
You can enter your own data in the datasheet, import data
from a text file or paste data from another program into the
datasheet.

Additional paste options are available if, instead of using the


Paste Options icon attached to the chart, the Paste Special...
command in the Clipboard group on the Home tab is used.
These options include various picture formats and link
options.

Procedures
1. In the Excel file, select the chart you want to copy into your Word
document.
2. Copy the chart to the clipboard.
3. Select the Word document to change the window focus to your Word
document.
4. Position the insertion point at the location in the document where
you want to insert the chart.
5. Paste the chart into the document.
6. Select the Paste Options icon

at the bottom right of the chart.

7. Select the desired options, or accept the default options Chart


(linked to Excel data) and Use Destination Theme. This step can
be repeated if more than one option change is required.
8. Deselect the chart.

Step-by-Step
From the Student Data directory, open CHART2.DOCX and CHART27a.XLSX.
Copy a chart from Excel

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Lesson 10 - Using Chart Creation Features

Steps

Practice Data

1. In the Excel file, select the chart you


want to copy into your Word
document.
The chart is selected.

Click on the chart in


CHART27A.XLSX

2. Copy the chart to the clipboard.


The chart is copied to the clipboard.

Press [Ctrl+C]

3. Select the Word document to change


the window focus to your Word
document.
The Word document is displayed.

Click the Word document


CHART2.DOCX on the
Windows taskbar

4. Position the insertion point at the


location in the document where you
want to insert the chart.
The insertion point is positioned
accordingly.

Click in the document


below the text heading

5. Paste the chart into the document.


The chart appears in the document.

Press [Ctrl+V]

6. Select the Paste Options icon at the


bottom right of the chart.
The Paste Options menu opens.

Click

7. Select the desired options, or accept


the default options Chart (linked to
Excel data) and Use Destination
Theme. This step can be repeated if
more than one option change is
required.
The Paste Options menu closes and
the option is applied accordingly.

Click

8. Deselect the chart.


The chart is deselected.

Press [Esc]

Paste as Picture

Close CHART2.DOCX and CHART27a.XLSX.

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Lesson 10 - Using Chart Creation Features

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EXERCISE
USING CHART CREATION FEATURES

Task
Create and edit a chart.
1. If necessary, create a new blank document.
2. Insert a Clustered Cylinder chart using the following data.
Jan

Feb

Mar

Apr

Bob Marsh

5300

5100

5600

5000

Mary Wells

6100

6200

6300

6200

Peter Gibbs

4900

5200

5600

5900

Tess Palmer

5200

5400

5500

5600

3. Close the Excel worksheet.


4. Change the chart type to Stacked bar in 3-D.
5. Edit the chart data and add the following data to the chart.
Tom Parry

4800

5000

4900

5100

6. Close the Excel worksheet.


7. Add Team Sales as a Chart Title above the chart.
8. Click on the right-hand side of the document outside the chart area,
then press [Enter] to start a new paragraph below the chart.
9. Save the Word document as CHART3.DOCX.
10. From the student data folder, open CHART27A.XLSX in Excel.
11. Copy the chart from the worksheet and paste it into the
CHART3.DOCX document below the existing chart.
12. Select Keep Source Formatting from Paste Options to apply it to
the copied chart.
13. Close CHART3.DOCX and CHART27A.XLSX without saving
them.
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Lesson 10 - Using Chart Creation Features

Page 173

LESSON 11 USING AUTOCORRECT


In this lesson, you will learn how to:
Set AutoCorrect options
Use the AutoCorrect Options button
Create AutoCorrect exceptions
Create an AutoCorrect entry
Create a formatted AutoCorrect entry
Delete an AutoCorrect entry

Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

SETTING AUTOCORRECT OPTIONS

Discussion
AutoCorrect automatically corrects misspelled or mistyped words as you type. For
example, if you inadvertently type teh instead of the, Word will automatically make
the correction. Word comes with a predefined list of commonly misspelled or
mistyped words.
Word provides several AutoCorrect options that can be enabled or disabled as desired.
For instance, you can enable or disable the automatic correction of two consecutive
capital letters (such as GReat to Great) or the accidental use of the [Caps Lock] key,
as well as the automatic capitalization of the first letter in a sentence and the days of
the week.
AutoCorrect cannot make the corrections immediately, because it needs to sense what
you are typing before it can make a change. As soon as you press the [Spacebar] key
or type punctuation, AutoCorrect attempts to make the correction.
You may have situations in which you do not want AutoCorrect to correct text. In
these cases, you can disable the applicable option, or you can use the AutoCorrect
Options list to reverse the AutoCorrect correction or to automatically stop correcting
the entry.

The AutoCorrect dialog box


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Lesson 11 - Using AutoCorrect

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select the Proofing option.


4. Select the AutoCorrect Options... button

5. Select or deselect AutoCorrect options as desired.

6. Select the OK button

7. Select the OK button

Step-by-Step
From the Student Data directory, open AUTOCOR.DOCX.
Setting AutoCorrect options.
Type EXercise at the beginning of the title Equipment Descriptions at the top of the
page and press [Spacebar]. Make sure that you type the text with both an uppercase E
and an uppercase X. Notice that the word EXercise changes to Exercise as soon as
you press [Spacebar].

Steps

Practice Data

1. Select the Office button.


The Office menu is displayed.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select the Proofing option.


The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens to
the AutoCorrect page.

Click

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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

Steps

Practice Data

5. Select or deselect AutoCorrect options


as desired.
The AutoCorrect options are selected
or deselected accordingly.

Click Correct TWo


INitial CApitals to
deselect it

6. Select OK.
Click
The AutoCorrect dialog box closes and
the AutoCorrect settings are saved.
7. Select OK.
The Word Options dialog box closes.

Click

Type BEfit before the text Exercise Bike in the third paragraph and press
[Spacebar]. Notice that the letter E remains capitalized.
Open the AutoCorrect dialog box again and select the Correct TWo INitial CApitals
option. Then, close both dialog boxes.

USING THE AUTOCORRECT OPTIONS BUTTON

Discussion
The AutoCorrect Options button appears as a hollow, blue bar when you point to or
position the insertion point near text that was automatically corrected. When you point
to the blue bar, the AutoCorrect Options button appears. You can use available
AutoCorrect options to change the text back to what was originally typed, have
AutoCorrect stop automatically correcting the text, or access the AutoCorrect Options
dialog box.
For example, after you type the first line of text in a numbered or bulleted list and
press [Enter], the AutoCorrect Options button appears. At this point, you can accept
the AutoFormatting and continue typing your list, or you can use the AutoCorrect
Options list to undo the previous automatic list formatting or to end the list on the
current line.

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Lesson 11 - Using AutoCorrect

Using AutoCorrect options

AutoCorrect can capitalize the first word in a sentence, the


days of the week, and the first letter in a table cell. You can
turn these options on or off by selecting the Proofing option in
Word Options, the AutoCorrect Options... button, and the
applicable option on the AutoCorrect page.

You can permanently disable the AutoFormatting of numbered


and bulleted lists by deselecting List Styles or Automatic
Bulleted Lists from the AutoCorrect list.

If the document contains a numbered list above the current


list, the AutoCorrect Options button appears, allowing you to
continue the numbering sequence from the previous list or
restart the numbering.

Procedures
1. Point to text that has been AutoCorrected.
2. Point to the blue bar under the AutoCorrected word.
3. Click the AutoCorrect Options button

4. Select the desired option.


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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

Step-by-Step
Use the AutoCorrect Options button.
If necessary, enable the Correct TWo INitial CApitals option in the AutoCorrect
dialog box.
Click at the beginning of the text Treadmaster Rower in the fifth paragraph, type
BEfit and press the [Spacebar]. Make sure that you type the text with an uppercase B
and E. Notice that Word corrects the text to Befit.

Steps

Practice Data

1. Point to text that has been


AutoCorrected.
A blue bar appears below the text.

Point to Befit

2. Point to the blue bar under the


AutoCorrected text.
The AutoCorrect Options button
appears.

Point to the blue bar under


the word Befit

3. Click the AutoCorrect Options


button.
A list of available options appears.
4. Select the desired option.
The option is selected.

Click

Click Change back to


BEfit

CREATING AUTOCORRECT EXCEPTIONS

Discussion
You may have situations in which you do not want AutoCorrect to correct specific
text, although you do want the AutoCorrect option enabled. In these instances, you
can create an exception.
There are two common types of exceptions. By default, Word capitalizes the first
letter of the first word after a period. This means that the first word after any
abbreviation is potentially capitalized. Word maintains a list of exceptions, and you
can add to this list if you have abbreviations you use regularly.
The other common type of exception involves initial capitals. Normally, Word
corrects a word such as BEfit to read Befit. You may, however, have a product line

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Lesson 11 - Using AutoCorrect

called BEfit that you do not want Word to correct. Although you can disable the
Correct TWo INitial CApitals option, you do not want to disable it just for one
word. On the INitial CAps page of the AutoCorrect Exceptions dialog box, you can
list words you want Word to ignore.
You can use the Other Corrections page to list exceptions that do not fall into either
of the above categories.

Creating an AutoCorrect exception

When the Automatically add words to list option is selected


and you use the [Backspace] key to erase and type over an
AutoCorrect correction, Word automatically adds the
correction to the appropriate exceptions list.

You can easily create an AutoCorrect exception with the


AutoCorrect Options button. Type the text in the document
as you wish it to appear and let Word correct it. Then, click
the AutoCorrect Options button and select the Stop
command; Word will add the word to the appropriate
exceptions list.

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select the Proofing option.

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4. Select the AutoCorrect Options... button


5. Select the Exceptions button

.
.

6. Select the First Letter tab.


7. Type the text you want to add to the exception list in the Dont
capitalize after box.
8. Select the Add button
9. Select the INitial CAps tab.
10. Type the text you want to add to the exception list in the Dont
correct box.
11. Select the Add button

12. Select the OK button

13. Select the OK button

14. Select the OK button

Step-by-Step
Create AutoCorrect exceptions.
Click at the end of the BEfit Treadmaster Rower paragraph, after the order number
TM55301; press [Spacebar]; and type the text Sugg. retail price $169.95.. Notice
that AutoCorrect capitalizes the word Retail.

Page 182

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select the Proofing option.


The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens to
the AutoCorrect page.

Click

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Word 2007 - Lvl 2

Steps
5. Select Exceptions.
The AutoCorrect Exceptions dialog
box opens.

Lesson 11 - Using AutoCorrect

Practice Data
Click

6. Select the First Letter tab.


The First Letter page is displayed,
with the insertion point in the Dont
capitalize after box.

Click the First Letter tab,


if necessary

7. Type the text you want to add to the


exception list in the Dont capitalize
after box.
The text appears in the Dont
capitalize after box.

Type sugg.

8. Select Add.
The exception appears in the Dont
capitalize after list box.

Click

9. Select the INitial CAps tab.


The INitial CAps page is displayed,
with the insertion point in the Dont
correct box.

Click the INitial CAps tab

10. Type the text you want to add to the


exception list in the Dont correct
box.
The exception appears in the Dont
correct box.

Type BEfit

11. Select Add.


The exception appears in the Dont
correct list box.
12. Select OK.
The AutoCorrect Exceptions dialog
box closes and the exceptions are
saved.

Click

Click

13. Select OK.


The AutoCorrect dialog box closes.

Click

14. Select OK.


The Word Options dialog box closes.

Click

Click before the Body Lean Folding Stepper text at the bottom of the first page, type
BEfit and press [Spacebar]. Notice that AutoCorrect does not correct BEfit.
Scroll as necessary and click at the end of the same paragraph, after the order number
TM55302; press [Spacebar]; and type Sugg. retail price $99.95.. Notice that
AutoCorrect does not capitalize the word retail.
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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

CREATING AN AUTOCORRECT ENTRY

Discussion
If you commonly misspell or mistype a word, you can create an AutoCorrect entry for
it. Once you have created an AutoCorrect entry, that word is automatically replaced
by the correct text whenever you mistype it in a document.
You can also create an AutoCorrect entry for any frequently used word or phrase.
Thereafter, whenever you type the defined AutoCorrect entry, Word automatically
expands it into the complete word or phrase. In addition, if you create the AutoCorrect
entry in all lowercase letters, it will be easier to type. For example, if your company
name is Worldwide Sporting Goods, you can create an AutoCorrect entry for it as
wsg. Then, whenever you type wsg, the full company name appears, correctly spelled
and with the correct capitalization.
You can add AutoCorrect entries as plain or formatted text. AutoCorrect formats plain
text to match the text it is replacing. Formatted AutoCorrect entries, however, always
retain their defined formatting. For example, if you create an AutoCorrect entry for
wsg as shown above and type it in bold, 14-point text, the expanded text will always
be bold and 14 points as well.
The name for the AutoCorrect entry appears in the Replace box in the AutoCorrect
dialog box and can be up to 31 characters long. The replacement text appears in the
With box and can contain paragraph marks and graphics as well as text.

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Lesson 11 - Using AutoCorrect

Creating an AutoCorrect entry

Before you create an AutoCorrect entry, you should scan the


list of default AutoCorrect entries to see if the word is already
there.

You can also add words to the AutoCorrect list from the
Spelling and Grammar dialog box while you are spell
checking a document.

In order to use the Replace text as you type feature, that


option must be enabled on the AutoCorrect page in the
AutoCorrect dialog box.

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select the Proofing option.


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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

4. Select the AutoCorrect Options... button

5. Type the desired AutoCorrect entry name in the Replace box.


6. Select the With box.
7. Type the expanded word or phrase in the With box.
8. Select then Add button

9. Select the OK button

10. Select the OK button

Step-by-Step
Create an AutoCorrect entry.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select the Proofing option.


The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens to
the AutoCorrect page.

Click

5. Type the desired AutoCorrect entry


name in the Replace box.
The text appears in the Replace box.

Type wsg

6. Select the With box.


The insertion point appears in the
With box.

Press [Tab]

7. Type the expanded word or phrase in


the With box.
The text appears in the With box.

Type Worldwide Sporting


Goods

8. Select Add.
The entry appears in the list of existing
AutoCorrect entries.

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Click

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Word 2007 - Lvl 2

Steps

Lesson 11 - Using AutoCorrect

Practice Data

9. Select OK.
Click
The AutoCorrect dialog box closes and
the AutoCorrect entry is saved.
10. Select OK.
The Word Options dialog box closes.

Click

Go to the top of the document and click before the text is a division of International
Product in the first line below the Exercise Equipment Descriptions heading. Type
wsg and press [Spacebar]. Notice that the inserted text adopts the formatting of the
adjacent text.
Go to the top of the document and press [Enter] to create a blank line. Click in the
blank line, type wsg, and press [Spacebar]. Notice again that the inserted text adopts
the formatting of the text below it.

CREATING A FORMATTED AUTOCORRECT ENTRY

Discussion
When formatted text is selected for an AutoCorrect entry, it can be stored as plain or
formatted text.
The Plain text option stores an AutoCorrect entry without any formatting. When
inserted, the AutoCorrect entry will always adopt the formatting of the adjacent text.
For example, if you create an AutoCorrect entry for the heading Worldwide Sporting
Goods (formatted as Arial, 14 points, and bold) and select the Plain text option, the
AutoText entry will adopt the formatting of adjacent text when inserted, even though
the original heading text had been formatted. The Plain text option is the default
option.
The Formatted text option stores the formatting of the AutoCorrect entry as well. If
the formatted Worldwide Sporting Goods text is stored as formatted text,
AutoCorrect will always insert the text with its original formatting.

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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

Creating a formatted AutoCorrect entry

In order to use the Replace text as you type feature, that


option must be enabled on the AutoCorrect page in the
AutoCorrect dialog box.

Procedures
1. Select the text you want to use for the AutoCorrect entry.
2. Select the Office button

3. Select the Word Options button

4. Select the Proofing option.


5. Select the AutoCorrect Options... button

6. Type the desired AutoCorrect entry name in the Replace box.


7. Select the Formatted text option.

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Lesson 11 - Using AutoCorrect

8. Select the Add button


9. Select the OK button

.
.

Step-by-Step
Create a formatted AutoCorrect entry.

Steps

Practice Data

1. Select the text you want to use for the


AutoCorrect entry.
The text is selected.

Click in the selection bar


(the blank area) to the left
of the Worldwide
Sporting Goods heading

2. Select the Office button.


The Office menu opens.

Click

3. Select the Word Options button.


The Word Options dialog box opens.

Click

4. Select the Proofing option.


The Proofing page is displayed.

Click Proofing

5. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens to
the AutoCorrect page.

Click

6. Type the desired AutoCorrect entry


name in the Replace box.
The text appears in the Replace box.

Type wsgf

7. Select the Formatted text option.


The Formatted text option is selected.

Click Formatted text,


if necessary

8. Select Add.
The entry appears in the list of existing
AutoCorrect entries.

Click

9. Select OK.
Click
The AutoCorrect dialog box closes and
the formatted AutoCorrect entry is
saved.
10. Select OK.
The Word Options dialog box closes.

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Click

Page 189

Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

Go to the end of the document (below the page break), type wsgf, and press
[Spacebar]. Notice that the inserted text is formatted.

DELETING AN AUTOCORRECT ENTRY

Discussion
When you no longer need an AutoCorrect entry, you can delete it. Deleting
unnecessary AutoCorrect entries reduces the size of the AutoCorrect list and can save
you time if you frequently scroll the list to locate an AutoCorrect entry.
When you delete an AutoCorrect entry, it appears in the Replace and With boxes
until you select another AutoCorrect entry or close the AutoCorrect dialog box.

You should also delete entries in the AutoCorrect Exceptions


dialog box when you no longer need them.

You can quickly locate an AutoCorrect entry in a long list of


entries by typing the entry name in the Replace box.

Procedures
1. Select the Office button

2. Select the Word Options button

3. Select the Proofing option.


4. Select the AutoCorrect Options... button

5. Select the AutoCorrect entry you want to delete.


6. Select the Delete button
7. Select the OK button

.
.

Step-by-Step
Delete an AutoCorrect entry.

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Word 2007 - Lvl 2

Lesson 11 - Using AutoCorrect

If necessary, create a wsg AutoCorrect entry with the full entry as Worldwide
Sporting Goods.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Word Options button.


The Word Options dialog box opens.

Click

3. Select the Proofing option.


The Proofing page is displayed.

Click Proofing

4. Select the AutoCorrect Options


button.
The AutoCorrect dialog box opens to
the AutoCorrect page.

Click

5. Select the AutoCorrect entry you want


to delete.
The AutoCorrect entry is selected.

Scroll as necessary and


click wsg

6. Select Delete.
The AutoCorrect entry is removed
from the list of existing AutoCorrect
entries.
7. Select OK.
The AutoCorrect dialog box closes,
and the AutoCorrect entry is deleted.

Click

Click

Practice the Concept: Open the AutoCorrect dialog box and delete the wsgf entry.
Then, open the AutoCorrect Exceptions dialog box and delete the sugg. entry on the
First Letter page and the BEfit entry on the INitial CAps page. Close the
AutoCorrect Exceptions and the AutoCorrect dialog boxes.
Close AUTOCOR.DOCX.

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Lesson 11 - Using AutoCorrect

Word 2007 - Lvl 2

EXERCISE
USING AUTOCORRECT

Task
Use AutoCorrect to correct text and to create, insert, and delete AutoCorrect entries.
1. Open AUTOCORX.DOCX.
2. At the end of the Minimum Order paragraph, add the text All BEfit
product line orders are exempt.. Use the AutoCorrect Options
button to change Befit back to BEfit.
3. Add BEfit to the INitial CAps exceptions list.
4. Select the text Terms and Conditions of Sale at the top of the
document. Do not include the paragraph marker.
5. Create a formatted AutoCorrect entry for the text named tac.
6. Create a plain text AutoCorrect entry for the text Specialty Sports
named sps.
7. At the top of page 2, insert the tac AutoCorrect entry. Notice that the
inserted text retains its original formatting.
8. Insert the sps AutoCorrect entry on the second line of page 2. Notice
that the inserted text adopts the current paragraph formatting.
9. Delete the tac and sps AutoCorrect entries, and remove BEfit from
the INitial CAps exceptions list.
10. Close the document without saving it.

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LESSON 12 USING FIND AND REPLACE


In this lesson, you will learn how to:
Use Find
Use Find options
Find special characters
Find a format
Use Replace

Lesson 12 - Using Find and Replace

Word 2007 - Lvl 2

USING FIND

Discussion
You can use Words Find feature to quickly find text in an open document. When
Word finds the text, it selects it. You can then choose to search the remainder of the
document or to close the Find and Replace dialog box. Using Find to move to specific
text in a document saves you time, as well as the effort of having to manually scroll
through the document.
Find begins searching at the insertion point; however, you can choose the direction in
which you want to search and whether or not you want to search the entire document.
After you have performed a find and closed the Find and Replace dialog box, the
arrows on the Next Page and Previous Page buttons on the vertical scroll bar become
blue and display the ScreenTips Previous Find/Go To and Next Find/Go To. Instead
of scrolling to the next or previous page when clicked, they now move to the next or
previous occurrence of the text in the Find and Replace dialog box, even if it is closed.
You can use the Browse by Page button on the Select Browse Option gallery to reset
the browse option.

Finding text in a document

Page 194

You can also open the Find and Replace dialog box via the
Find and Replace buttons in the Editing group on the Home
tab.

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Word 2007 - Lvl 2

Lesson 12 - Using Find and Replace

You can move the Find and Replace dialog box as needed to
view the found text.

The Select Browse Option gallery provides buttons you can


use to navigate to various items in a document (such as
graphics and tables). These buttons can be useful when
navigating long documents.

Procedures
1. Select the Select Browse Object button
2. Select the Find button

on the vertical scroll bar.

3. Type the text you want to find in the Find what box.
4. Select the Find Next button

5. Select Find Next again to search for additional occurrences of the


text.
6. Select the OK button
when Word notifies you that it
has reached the end of the document.
7. Select the Cancel button
search.

when you have finished the

Step-by-Step
From the Student Data directory, open FIND.DOCX.
Use the Find feature to find text in a document.
If necessary, go to the top of the document.

Steps

Practice Data

1. Select the Select Browse Object


button on the vertical scroll bar.
The Select Browse Object gallery
opens.

Click
on the vertical
scroll bar

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Lesson 12 - Using Find and Replace

Steps
2. Select the Find button.
The Find and Replace dialog box
opens, with the Find page displayed
and the insertion point in the Find
what box.
3. Type the text you want to find in the
Find what box.
The text appears in the Find what box.
4. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
5. Select Find Next again to search for
additional occurrences of the text.
The next occurrence of the search text
is highlighted, or a Microsoft Office
Word message box notifies you that it
has finished searching the document.
6. Select OK when Word notifies you
that it has reached the end of the
document.
The Microsoft Office Word message
box closes.
7. Select Cancel when you have finished
the search.
The Find and Replace dialog box
closes.

Word 2007 - Lvl 2

Practice Data
Click

Type returning

Click

Click

Click

Click

Notice that the arrows on the Next Page and Previous Page buttons on the vertical
scroll bar are now blue. Select the Browse by Page button (bottom row, first button
on the right) from the Select Browse Object gallery to reset the Previous Page and
Next Page buttons.

USING FIND OPTIONS

Discussion
You can select options on the Find page in the Find and Replace dialog box to narrow
a search. The Find and Replace dialog box must be fully expanded to access these
options.
When the Match case option is enabled, Word only finds text that exactly matches the
characters in the Find what box, including uppercase and lowercase characters.

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Lesson 12 - Using Find and Replace

The Find whole words only option ignores text that is part of another word. For
example, if the search text is inform and the Find whole words only option is
selected, Word identifies only the word inform and not words containing inform,
such as information.
The Use wildcards option allows you to use the asterisk ( * ) and question mark ( ? )
wildcards to search for words that fit a pattern. For example, s?t finds the words sit,
sat, or set, and s*t finds those words, as well as the words shirt, shot, and sport.
If words have multiple correct spellings, such as theater or theatre, you can use the
Sounds like option to find the desired text.
With the Find all word forms option enabled, Word finds both singular and plural
forms of the search text (if it is a noun) and all possible tenses of the root form of a
verb (if the search text is a verb). This option is unavailable if either the Use
wildcards or Sounds like option is selected.

Using Find options

You can move the Find and Replace dialog box to view the
found text. You can also condense the Search Options section
to view more of the document by selecting the Less button.

Procedures
1. Select the Select Browse Object button
2. Select the Find button

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on the vertical scroll bar.

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Lesson 12 - Using Find and Replace

Word 2007 - Lvl 2

3. Type the text you want to find in the Find what box.
4. Select the More button

5. Select the Search list.


6. Select the direction in which you want to search.
7. Select search options as desired.
8. Select the Less button
section, if desired.

to collapse the Search Options

9. Select the Find Next button


10. Select the Cancel button
search.

.
when you have finished the

Step-by-Step
Use Find options to search for text in a document.
If necessary, go to the top of the document.

Steps

Practice Data

1. Select the Select Browse Object


button on the vertical scroll bar.
The Select Browse Object gallery
opens.

Click
on the vertical
scroll bar

2. Select the Find button.


The Find and Replace dialog box
opens, with the text in the Find what
box selected.
3. Type the text you want to find in the
Find what box.
The text appears in the Find what box.

Type Returns

4. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.

Click

5. Select the Search list.


A list of available search directions
appears.

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Click

Click Search

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Lesson 12 - Using Find and Replace

Steps

Practice Data

6. Select the direction in which you want


to search.
The direction appears in the Search
box.

Click Down

7. Select search options as desired.


The options are selected or deselected
accordingly.

Click

8. Select Less to collapse the Search


Options section, if desired.
The Search Options section collapses.
9. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
10. Select Cancel when you have finished
the search.
The Find and Replace dialog box
closes.

Match case

Click

Click

Click

Practice the Concept: Open the Find and Replace dialog box and deselect the Match
case option. Select Find Next once to activate the change, and then close the Find and
Replace dialog box.

FINDING SPECIAL CHARACTERS

Discussion
You can use the Find feature to search for special characters (such as an optional
hyphen) or formatting marks (such as a paragraph mark or a tab character). You can
use Find to locate extraneous characters or to check existing ones.
When you are searching for special characters, you can select the desired character
from the Find and Replace dialog box.

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Finding special characters

Procedures
1. Select the Select Browse Object button
2. Select the Find button

on the vertical scroll bar.

3. Select the More button

4. Select the Search list.


5. Select the direction in which you want to search.
6. Select the Special button

7. Select the desired special character.


8. Select the Less button
section, if desired.
9. Select the Find Next button
10. Select the Cancel button
search.

Page 200

to collapse the Search Options

.
when you have finished the

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Lesson 12 - Using Find and Replace

Step-by-Step
Find a special character in a document.
If necessary, go to the top of the document.

Steps

Practice Data

1. Select the Select Browse Object


button on the vertical scroll bar.
The Select Browse Object gallery
opens.

Click

2. Select the Find button.


The Find and Replace dialog box
opens.
3. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.
4. Select the Search list.
A list of available search directions
appears.

Click

Click
necessary

, if

Click Search

5. Select the direction in which you want


to search.
The direction appears in the Search
box.

Click All

6. Select Special.
The Special list appears.

Click

7. Select the desired special character.


The special character code appears in
the Find what box.

Click Manual Page


Break

8. Select Less to collapse the Search


Options section, if desired.
The Search Options section collapses.
9. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
10. Select Cancel when you have finished
the search.
The Find and Replace dialog box
closes.

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Click

Click

Click

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FINDING A FORMAT

Discussion
At times, you may want to locate text containing a specific format. You can search for
font, paragraph, tab, language, frame, or style formats, as well as for highlighting.
This feature enables you to easily locate formats in order to edit or delete them.
You can search for formats without identifying specific text.

Finding a format

Procedures
1. Select the Select Browse Object button
2. Select the Find button

on the vertical scroll bar.

3. Type the text you want to find in the Find what box.
4. Select the More button

5. Select the Search list.


6. Select the direction in which you want to search.

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Lesson 12 - Using Find and Replace

7. Select the Format button

8. Select the desired format type.


9. Select the option you want to find, if necessary.
10. Select the OK button

, if necessary.

11. Select the Less button


section, if desired.

to collapse the Search Options

12. Select the Find Next button


13. Select the Cancel button
search.

.
when you have finished the

Step-by-Step
Use the Find feature to locate a text format.
If necessary, go to the top of the document.

Steps

Practice Data

1. Select the Select Browse Object


button on the vertical scroll bar.
The Select Browse Object gallery
opens.

Click
on the vertical
scroll bar

2. Select the Find button.


The Find and Replace dialog box
opens, with the text in the Find what
box selected.

Click

3. Type the text you want to find in the


Find what box.
The text appears in the Find what box.

Type agreement

4. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.

Click
necessary

5. Select the Search list.


A list of available search directions
appears.

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, if

Click Search

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Steps

Practice Data

6. Select the direction in which you want


to search.
The direction appears in the Search
box.

Click All

7. Select Format.
The Format list appears.

Click

8. Select the desired format type.


The option is selected or the
corresponding dialog box opens.

Click Font...

9. Select the option you want to find, if


necessary.
The option is selected.

Scroll as necessary, and


click Arial in the Font list
box

10. Select OK, if necessary.


The dialog box closes, and the search
format appears below the Find what
box.
11. Select Less to collapse the Search
Options section, if desired.
The Search Options section collapses.
12. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
13. Select Cancel when you have finished
the search.
The Find and Replace dialog box
closes.

Click

Click

Click

Click

Click anywhere in the document to deselect the text.


Practice the Concept: Go to the top of the document. Open the Find and Replace
dialog box, expand it to display the Search Options section, and select No
Formatting. Select Find Next to activate the change, and then close the Find and
Replace dialog box.

USING REPLACE

Discussion
With the Replace feature, you can replace found text with alternate text, formatting,
or special characters. You can control what is replaced by confirming each
replacement.

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Lesson 12 - Using Find and Replace

Word can also replace all occurrences of the specified text at one time if you do not
want to review each replacement. It is a good idea, however, to use caution when you
use the Replace All command. You must be precise when specifying the search text,
so that you do not unintentionally replace the wrong text.

Replacing text

To completely remove the search text from the document, you


can leave the Replace with box empty.

Procedures
1. Select the Replace button
Home tab.

in the Editing group on the

2. Type the text you want to find in the Find what box.
3. Select the Replace with box.
4. Type the desired replacement text.
5. Select the More button

6. Select the Search list.


7. Select the direction in which you want to search.

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8. Select the Less button


section, if desired.

to collapse the Search Options

9. Select the Find Next button

10. Select the Replace button

to replace the current

occurrence with the replacement text, Replace All


to
replace all occurrences with the replacement text, or Find Next
to skip the current occurrence.
11. Select the OK button
search.
12. Select the Close
replacing text.

when Word has completed the

button when you have finished

Step-by-Step
Use the Replace feature to replace text in a document.
If necessary, go to the top of the document.

Page 206

Steps

Practice Data

1. Select the Replace button in the


Editing group on the Home tab.
The Find and Replace dialog box
opens, with the text in the Find what
box selected

Click

2. Type the text you want to find in the


Find what box.
The text appears in the Find what box.

Type oral

3. Select the Replace with box.


The insertion point appears in the
Replace with box.

Press [Tab]

4. Type the desired replacement text.


The text appears in the Replace with
box.

Type verbal

5. Select More.
The Find and Replace dialog box
expands to display the Search Options
section.

Click
necessary

if

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Word 2007 - Lvl 2

Steps
6. Select the Search list.
A list of available search directions
appears.
7. Select the direction in which you want
to search.
The direction appears in the Search
box.
8. Select Less to collapse the Search
Options section, if desired.
The Search Options section collapses.
9. Select Find Next.
The first occurrence of the search text
in the document is highlighted.
10. Select Replace to replace the current
occurrence with the replacement text,
Replace All to replace all occurrences
with the replacement text, or Find
Next to skip the current occurrence.
The text is either replaced or skipped
and the next occurrence of the search
text is highlighted, or a Microsoft
Office Word message box notifies you
that it has finished searching the
document.
11. Select OK when Word has completed
the search.
The Microsoft Office Word message
box closes.
12. Select Close when you have finished
replacing text.
The Find and Replace dialog box
closes.

Lesson 12 - Using Find and Replace

Practice Data
Click Search

Click All

Click

Click

Click

twice

Click

Click

Click anywhere in the document to deselect the text.


Select the Browse by Page button (bottom row, first button on the right) from the
Select Browse Object gallery to reset the Previous Page and Next Page buttons.
Close FIND.DOCX.

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EXERCISE
USING FIND AND REPLACE

Task
Use the Find and Replace features to find and replace text in a document.
1. Open FINDEX.DOCX.
2. Replace all occurrences of the word preview with the word
showcase.
3. Replace all occurrences of the word free with the word
complimentary. Be careful to replace whole words only.
4. Find all occurrences of the Italic font format and replace it with the
Bold Italic font format. (Hint: To find all occurrences of a format
regardless of text, delete all text in the Find what and Replace with
boxes and deselect any selected options.)
5. Find a section break. (Hint: A section break is a special character.
Remember to first remove all formatting.) Then, close the Find and
Replace dialog box.
6. Switch to Draft view to see the section break.
7. Reset the Previous Page and Next Page buttons.
8. Close the document without saving it.

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Page 209

LESSON 13 EXPLORING THE RESEARCH TASK PANE


In this lesson, you will learn how to:
Open the Research task pane
Add research services
Use the Thesaurus to look up synonyms
Use the Thesaurus to look up antonyms
Translate text
Search for information

Lesson 13 - Exploring the Research Task Pane

Word 2007 - Lvl 2

OPENING THE RESEARCH TASK PANE

Discussion
The Research task pane uses offline and online services to find information. This
information may include looking for information about a company in the news,
finding information about a person, finding the definition or synonym for a word,
finding the meaning of a foreign-language word, or translating a word into another
language.
You can open the Research task pane by selecting the Research button in the
Proofing group on the Review tab. If the task pane is already open, you can switch
panes by using the Forward and Back buttons. The Research task pane also opens
when you select the commands to use the Thesaurus or Translation features.
You search for information by entering your search text or keywords into the Search
for box in the Research task pane and then selecting the service you want to search. If
your insertion point is in a word when you open the Research task pane, that word
automatically appears in the Search for box. You can choose to search a specific site
or search all the sites in a service group, such as all research sites.

The Research task pane

Page 212

You can have a Research task pane open in several Microsoft


Office applications, each performing a separate research task.

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Lesson 13 - Exploring the Research Task Pane

You can also use the Translate option on the shortcut menu to
open the Research task pane.

Procedures
1. Select the Research button
the Review tab.

in the Proofing group on

Step-by-Step
Open the Research task pane.
If necessary, open a new blank document.

Steps

Practice Data

1. Select the Research button in the


Proofing group on the Review tab.
The Research task pane opens.

Click

ADDING RESEARCH SERVICES

Discussion
The reference service list in the Research task pane displays the services that are
currently available for the task pane to search. The Thesaurus and Translation services
are reference books that are locally installed. You can use them even if you are not
connected to the Internet. You can also install a thesaurus for other languages.
If you have an Internet connection, you can add online news and research services that
the Research task pane can search. Some of these services provide free subscriptions,
while others are paid services, either by subscription or per article. These sites include
eLibrary, Factiva News Search, and Gale Company Profiles. If the Microsoft Office
Online Services is installed, you have access to free sites such as Encarta Dictionary
and Encyclopedia, bilingual dictionaries, MSN Search, and the MSN Money Stock
Quotes.
The Research options link opens the Research Options dialog box. You can use this
dialog box to select the research services to be searched. If a service you want to use

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is not listed, you can use the Add Services button to select a listed service or enter the
URL of a service you are registered to use. The Update/Remove button allows you to
update or remove the currently installed services. The services selected in the
Research Options dialog box appear in the research list under the Search for box in
the Research task pane.

If you are an administrator of your computer, you can use the


Parental Control button in the Research Options dialog box
to use a services content filtering to block offensive content.
You can also limit a users searches to those services that
block offensive content.

Before you can add a service, you must be connected to the


Internet.

Procedures
1. Open the Research task pane.
2. Select the Research options link at the bottom of the Research task
pane.
3. Select the Update/Remove button
installed services.

to manage the

4. Select the service you want to update or remove.


5. Select Update or Remove.
6. Follow the prompts to add or remove the service accordingly.
7. Select the Close button
8. Select the OK button

.
.

Step-by-Step
Add research services.
If necessary, open the Research task pane.

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Lesson 13 - Exploring the Research Task Pane

Steps

Practice Data

1. Select the Research options link at


the bottom of the Research task pane.
The Research Options dialog box
opens with the available services
displayed.

Click Research options...

2. Select the Update/Remove button to


manage the installed services.
The Update or Remove Services dialog
box opens.

Click

3. Select the service you want to update


or remove.
The service is selected.

Scroll as necessary and


click Microsoft Office
Online Services, or the
service indicated by your
instructor

4. Select Update or Remove.


The corresponding action takes place
or a message box opens, asking you to
confirm the action.

Click Remove

5. Follow the prompts to add or remove


the service accordingly.
The service is added or removed.

Click

6. Select Close.
The Update or Remove Services dialog
box closes.
7. Select OK.
The Research Options dialog box
closes.

Click

Click

USING THE THESAURUS TO LOOK UP SYNONYMS

Discussion
As you create the text in a document, message, spreadsheet, or slide show, you can
use the Thesaurus to find a synonym for a word. Synonyms are words that have
similar meanings. For example, you may want to find an appropriate word to express
an idea or concept, such as when you are creating brochures and sales literature. You
can also use synonyms to avoid repeating the same word numerous times in a
document. The Thesaurus is a service of the Research task pane.

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If the Research task pane is already open, you can find the synonym for a word by
selecting the Thesaurus from the services list and entering the word you want to look
up in the Search for box. The easiest way to look up a word that appears in your text
is to hold down the [Alt] key and click the word. This inserts the word in the Search
for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and
clicking a word or phrase opens the task pane with the search text inserted.
Synonyms are displayed in the Thesaurus box in the Research task pane. Selecting a
synonym in the task pane displays additional synonyms. You can use the Back or
Forward buttons in the task pane to return to previous search results. When you find
the right synonym, you can use the drop-down menu for the word to insert the word
into your application or copy the word to the Clipboard.

Using the Thesaurus

Page 216

You can also right-click a word in the Thesaurus list box to


display the drop-down menu for the word.

You can look up a synonym for a word in another language by


adding the thesaurus for that language.

Selecting Thesaurus from the Proofing group on the Review


tab or right-clicking in the document, pointing to the
Synonyms option, and then selecting Thesaurus opens the
Research task pane with the Thesaurus service selected.

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Lesson 13 - Exploring the Research Task Pane

Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the word you want to look up in the
application window or type the word in the Search for box.
3. Select the services list

under the Search for box.

4. Select the desired Thesaurus under All Reference Books.


5. If necessary, click the Start searching button next to the Search for
box.
6. Select a word to see additional related words.
7. Use the Back or Forward buttons in the Research task pane to view
previous search results.
8. Point to the synonym you want to use.
9. Select the drop-down arrow

for the word.

10. Select Insert.

Step-by-Step
From the Student Data directory, open THESAUR.DOCX.
Use the Thesaurus to look up synonyms.
If necessary, open the Research task pane.

Steps

Practice Data

1. Hold the [Alt] key and click the word


you want to look up in the application
window or type the word in the
Search for box.
The text appears in the Search for
box.

Hold [Alt] and click


produce in the first line
below the Equipment
heading

2. Select the services list under the


Click
under
Search for box.
Search for
A list of reference sources is displayed.

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Steps

Practice Data

3. Select the desired Thesaurus under


All Reference Books.
The Thesaurus service is selected and
the results appear in the Thesaurus
list box.

Click Thesaurus: English


(U.S.) or the service
indicated by your
instructor

4. Expand a synonym category to see


related words.
The synonym category expands to
show related words.

Click create (v.), if


necessary to expand it

5. Select a word to see additional related


words.
The related words are displayed.

Click manufacture

6. Use the Back or Forward buttons in


the Research task pane to view
previous search results.
The previous results are displayed.

Click

7. Point to the synonym you want to use.


A list arrow appears next to the word.

Point to manufacture

8. Select the drop-down arrow for the


synonym.
A list of options is displayed.
9. Select Insert.
The synonym is inserted in the
application window, replacing any
selected words.

Click manufacture

Click Insert

Practice the Concept: You can also type a word into the Search for box. Select the
text in the Search for box and enter manufacture. Click the Start searching button
next to the Search for box to search for synonyms.
Close the Research task pane. Hold down the [Alt] key and click the word Sporting
in the first line of the first paragraph. The Research task pane opens with Sporting in
the Search for box and the previous service selected.

USING THE THESAURUS TO LOOK UP ANTONYMS

Discussion
You can use the thesaurus to find the opposite meaning, or antonym, of a word.

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If the Research task pane is already open, you can find the antonym for a word by
selecting the Thesaurus from the services list and entering the word you want to look
up in the Search for box. The easiest way to look up a word that appears in your text
is to hold down the [Alt] key and click the word. This inserts the word in the Search
for box. Furthermore, if the Research task pane is not open, holding the [Alt] key and
clicking a word or phrase opens the task pane with the search text inserted.
Antonyms, if they are available for a word, appear at the bottom of a synonym
category in the Thesaurus list box in the Research task pane. Selecting an antonym
in the task pane displays other synonyms for the antonym. You can use the Back or
Forward buttons in the task pane to return to previous search results. When you find
the right antonym, you can use the drop-down menu for the word to insert the word
into your application or copy the word to the Clipboard.
Not all words in the Thesaurus have antonyms.

Looking up antonyms

You can also right-click a word in the Thesaurus list box to


display the drop-down menu for a word.

You can look up an antonym for a word in another language


by adding the thesaurus for that language.

Selecting Thesaurus from the Proofing group on the Review


tab or right-clicking in the document, pointing to the
Synonyms option, and then selecting Thesaurus opens the
Research task pane with the Thesaurus service selected.

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Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the word you want to look up in the
application window or type the word in the Search for box.
3. Select the services list

under the Search for box.

4. Select the desired Thesaurus under All Reference Books.


5. If necessary, click the Start searching button next to the Search for
box.
6. Select a word to see additional related words.
7. Use the Back or Forward buttons in the Research task pane to view
previous search results.
8. Point to the antonym you want to use.
9. Select the drop-down arrow

for the antonym.

10. Select Insert.

Step-by-Step
Use the Thesaurus to look up antonyms.
If necessary, open the Research task pane.

Steps

Practice Data

1. Hold the [Alt] key and click the word


you want to look up in the application
window or type the word in the
Search for box.
The text appears in the Search for
box.

Hold [Alt] and click


unlimited in the second
line below the Equipment
heading

2. Select the services list under the


Click
under
Search for box.
Search for
A list of reference sources is displayed.
3. Select the desired Thesaurus under
All Reference Books.
The Thesaurus service is selected and
the results appear in the Thesaurus
list box.
Page 220

Click Thesaurus: English


(U.S.) or the service
indicated by your
instructor

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Lesson 13 - Exploring the Research Task Pane

Steps

Practice Data

4. Select a word to see additional related


words.
The related words are displayed.

Scroll as necessary and


click limited (Antonym)

5. Use the Back or Forward buttons in


the Research task pane to view
previous search results.
The previous results are displayed.

Click

6. Point to the antonym you want to use.


A list arrow appears next to the
antonym.

Scroll as necessary and


point to limited
(Antonym)

7. Select the drop-down arrow for the


antonym.
A list of options is displayed.

Click limited

8. Select Insert.
The antonym is inserted in the
application window, replacing any
selected words.

Click Insert

(Antonym)

TRANSLATING TEXT

Discussion
The Translation service allows you to translate single words and phrases from other
languages using bilingual dictionaries. The Research task pane uses the dictionaries
installed locally on your computer to translate words, and if you have an Internet
connection, includes online bilingual dictionaries in the search.
The Translation service is available from Office 2007 applications such as Word,
Excel, Outlook, and PowerPoint, as well as other less commonly used applications.
You enter the word or phrase you want to translate in the Search for box by typing
the text or by holding down the [Alt] key and clicking the text if it appears onscreen.
If you are translating multiple words, you should select all the text before [Alt]
clicking it. While you can use the bilingual dictionaries to translate words and phrases,
you can also use online services for a machine translation of larger amounts of text,
including an entire document. However, you should check a machine translation with
a human translator before using it.
You can select the resources you want to use for translations using the Translation
options link in the Translation list box in the task pane.

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Translating text

The Translation service is also available in Publisher 2007,


Visio 2007, OneNote 2007, and Internet Explorer.
If you have not installed the translation dictionaries, you will
be prompted to do so when you first use the Translation
service.
Selecting Translate from the shortcut menu for the text or
from the Proofing group on the Review tab opens the
Research task pane with the Translation service selected.

Procedures
1. Open the Research task pane.
2. If translating multiple words, select all the text you want to translate.
3. Hold the [Alt] key and click the text you want to look up in the
application window or type the text in the Search for box.
4. Select the services list

under the Search for box.

5. Select Translation under All Reference Books.

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6. Select the From list

Lesson 13 - Exploring the Research Task Pane

in the Translation list box.

7. Select the language of the word in the Search for box.


8. Select the To list

in the Translation list box.

9. Select the language you want to translate the text to.


10. Scroll the Translation list box to view the translations.

Step-by-Step
Translate text.
If necessary, open the Research task pane.

Steps

Practice Data

1. Hold the [Alt] key and click the text


you want to translate in the application
window or type the text in the Search
for box.
The text appears in the Search for
box.

Hold [Alt] and click the


Equipment heading

2. Select the services list under the


Click
under
Search for box.
Search for
A list of reference sources is displayed.
3. Select Translation under All
Reference Books.
The Translation service is selected
and the Translation list box appears.
4. Select the From list in the
Translation list box.
A list of languages is displayed.
5. Select the language of the word in the
Search for box.
The language appears in the From
box.
6. Select the To list in the Translation
list box.
A list of languages is displayed.

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Click Translation

Click From

Click English (U.S.) or


the language indicated by
your instructor

Click To

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Steps

Practice Data

7. Select the language you want to


translate the text to.
The language appears in the To box.

Click French (France) or


the language indicated by
your instructor

8. Scroll the Translation list box to view


the translations.
The translations are displayed in the
list box.

Scroll the list box and


view the translations
under equipment

Close the Research task pane.

SEARCHING FOR INFORMATION

Discussion
You can also use the Research task pane to search for information, the latest news, or
articles about a subject from online sources. For example, while composing a report or
e-mail message, you may want to make reference to the latest stock price for a
company or find a list of hotels in a city where you are having a convention. You can
choose to search a specific site for information or search all the sites in a service
group, such as All Reference Books or All Research Sites.
With all the services available, the Research task pane provides a research library at
your fingertips.

If you change the search text, you can use the Start searching
button next to the Search for box to search again.

Procedures
1. Open the Research task pane.
2. Hold the [Alt] key and click the text you want to look up in the
application window or type the text in the Search for box.
3. Select the services list

under the Search for box.

4. Select the desired service or service group.


5. Select a link in the list box to view the information.

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Lesson 13 - Exploring the Research Task Pane

Step-by-Step
Search for information.
If necessary, open the Research task pane.

Steps

Practice Data

1. Hold the [Alt] key and click the text


you want to look up in the application
window or type the text in the Search
for box.
The text appears in the Search for
box.

Hold [Alt] and click


lacrosse in the first line of
the Equipment paragraph

2. Select the services list under the


Click
under
Search for box.
Search for
A list of reference sources is displayed.
3. Select the desired service or service
group.
The service is selected and the results
of the search appear in the Research
task pane.

Click Encarta
Encyclopedia under All
Research Sites

4. Select a link in the list box to view the


information.
The information opens in your
browser.

Click I. Introduction

Notice that the Research task pane opens in your browser on the left. The Research
task pane is an Explorer Bar in Internet Explorer. Close the browser window and any
other pop-up windows.
Practice the Concept: Change the search service to MSN Search. Change the search
text to chicago hotels and click the Start searching button to start the search.
Close the Research task pane.
Close THESAUR.DOCX.

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Lesson 13 - Exploring the Research Task Pane

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EXERCISE
EXPLORING THE RESEARCH TASK PANE

Task
Explore the Research task pane.
1. Open THESAURX.DOCX.
2. Open the Research task pane.
3. View the Research Options dialog box and make sure that the
Thesaurus for your language and Translation services are
activated.
4. Select the word experts in the second paragraph and use the
Thesaurus to find a synonym for the word expert. Display additional
synonyms for the word specialist. Replace the word experts in the
document with the synonym professional. Change professional to
professionals.
5. Select the word less in the second paragraph and use the Thesaurus
to find an antonym for the word less. Display additional synonyms
for the word more and then replace the word less in the document
with the word more.
6. Select the word demonstrations in the second paragraph. Use the
Translation service to translate the word into any language you have
installed. (Hint: Select a language from the To list.)
7. If you are connected to the Internet, select an Internet research site
such as MSN Search to find information about the 1984 Olympics.
8. Select one of the links to view the information. Close your browser
window.
9. Close the Research task pane.
10. Close the document without saving it.

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LESSON 14 USING TEMPLATES


In this lesson, you will learn how to:
Select an existing template
Create a template
Modify a template
Delete a template

Lesson 14 - Using Templates

Word 2007 - Lvl 2

SELECTING AN EXISTING TEMPLATE

Discussion
There are certain types of documents that you create and use again and again. For
example, your company may often use standardized memos or legal documents in the
daily course of business.
Rather than format a standardized document each time you need it, you can use a
template. Word provides several categories of templates, including Letters & Faxes,
Resumes, Reports, and Blog Posts.
Templates provide a framework for creating documents with a certain look. For
example, the Equity Letter template provides a standard letter heading and margin
settings, along with borders that create a polished look.
When you use a template to create a new document, the template itself is not opened;
rather, it is attached to the document. When you create a new document from the
Equity Letter template, for example, changes made to the document do not affect the
underlying template.
The New Document dialog box allows you to access any of Words preformatted
templates (including templates for memos, reports, letters, and brochures) or any
template you may have created. The New Document dialog box includes links to
templates available in the Templates dialog box, previously used templates, and
templates stored on a web site, such as those available on the Microsoft Office Online
web site.

Selecting an existing template

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Lesson 14 - Using Templates

If Word was installed on your computer using the typical


installation procedures, you may have to install the templates.

Links to recently used templates appear in the New Document


dialog box under the Recently Used Templates section.

To delete a template, click the My Templates... link under


Templates in the New Document dialog box. Then right-click
the template you want to delete and select the Delete option.

Procedures
1. Select the Office button

2. Select the New option.


3. Select the desired template link in the Templates section of the New
Document dialog box.
4. Select the desired template.
5. Select the Create button

Step-by-Step
Use a template to create a document.
If necessary, open Word.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the New option.


The New Document dialog box opens.

Click New

3. Select the desired template link in the


Templates list.
The corresponding gallery opens.

Click Installed
Templates under
Templates

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Lesson 14 - Using Templates

Word 2007 - Lvl 2

Steps

Practice Data

4. Select the desired template.


A preview of the template appears in
the preview pane.

Click Equity Fax

5. Select the Create button.


The Templates dialog box closes, and
a new document based on the selected
template opens.

Click

Type the following information into the indicated document fields:

Field

Text

To
CC

John Murray
Barbara Smith

From

your name

Re

Staff Meeting

Comments

A staff meeting has been scheduled for 8:00 AM


on Tuesday to discuss our fall sports line.
Breakfast will be served.

Close the document without saving it.

CREATING A TEMPLATE

Discussion
Although Word provides a variety of templates, you can create your own template for
a form or document layout you use often. For example, if you create standardized
tables for tracking data, you can create a template to make this task easier.
You can create a template from an existing document or template. Templates saved to
the Templates folder will appear in the list of My Templates.

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Lesson 14 - Using Templates

Saving a document as a template

To create a template based on another template, open the


desired template, make changes as needed, and then save the
template with a new name.

You can preview your template in the New Document dialog


box if the Save Thumbnail option is enabled when you save
the template.

Procedures
1. Open the document you want to save as a template.
2. Select the Office button

3. Select the Save As option.


4. Select the Word Template option.
5. Select the Templates option under Favorite Links.
6. Type the desired template name in the File name box.

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Lesson 14 - Using Templates

7. Select the Save as type list

Word 2007 - Lvl 2

8. Select Word Template.


9. Select the Save button

Step-by-Step
From the Student Data directory, open TEMPFORM.DOCX.
Create a template.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Point to the Save As option.


The Save As options are displayed.

Point to Save As

3. Select the Word Template option.


The Save As dialog box opens, with the
text in the File name box selected.

Click Word Template

4. Select the Templates option under


Favorite Links.
The Templates folder is selected.

Click Templates

5. Type the desired template name in the


File name box.
The text appears in the File name box.

Type WEEKRPT

6. Select the Save as type list.


A list of file types is displayed.

Click Save as type

7. Select Word Template.


Word Template appears in the Save as
type box.

Click Word Template

8. Select Save.
The Save As dialog box closes, and the
template is saved to the default
template folder.

Click

Close the WEEKRPT.DOTX template.


Create a new document using the WEEKRPT.DOTX template. Then, close the new
document.

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Lesson 14 - Using Templates

MODIFYING A TEMPLATE

Discussion
You can modify a document template to suit your needs. You can change a templates
text and graphics, macros, AutoText entries, menu settings, formatting, styles, and
shortcut keys.
Modifying a template is a good way to create a template containing the desired
attributes without having to start from scratch.

Opening a template for modification

Modifying a template does not affect existing documents


based on it. You can update the modified styles to existing
documents by selecting the Automatically update document
styles option in the Templates and Add-ins dialog box before
you open an existing document. To open this dialog box,
select the Office button, the Word Options button, and the
Add-Ins option. Then select the Templates option from the
Manage list and select the Go button.

When you have modified a template, you can save it as a new


template. This is as simple as using Save As. By default,
Word saves new templates in your User folder structure in a
Templates folder. This keeps them separate from the Wordsupplied templates. They are then listed under My Templates
when you next create a new document.

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Lesson 14 - Using Templates

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Procedures
1. Click the Office button

2. Select the Open option.


3. Select the Templates folder under Favorite Links.
4. Select the File type button

beside the File name box.

5. Select Word Templates.


6. Select the template you want to modify.
7. Click the left-hand part of the Open button

8. Modify the template as desired.


9. Click the Save button

in the Quick Access Toolbar.

Step-by-Step
Modify a template.

Steps

Practice Data

1. Click the Office button.


The Office menu opens.

Click

2. Select the Open option.


The Open dialog box opens.

Click Open

3. Select the Templates folder under


Favorite Links.
The available templates are displayed.

Click Templates

4. Select the File type button beside the


File name box.
The File type list opens.
5. Select Word Templates.
The selected contents of the folder are
displayed.

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Click

Click Word Templates

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Lesson 14 - Using Templates

Steps

Practice Data

6. Select the template you want to


modify.
The template is selected.

Click WEEKRPT

7. Click the left-hand part of the Open


button.
The Open dialog box closes, and the
template opens.

Click

8. Modify the template as desired.


The changes are made to the template.

Follow the instructions


shown below the table
before continuing on to
the next step

9. Click the Save button in the Quick


Access Toolbar.
The modified template is saved

Click

Insert a row above the Total row in the first table and type the name J. Martin in the
first column of the inserted row.
Return to the table and continue on to the next step (step 9).
Close the WEEKRPT.DOTX template. Create a new document based on the
WEEKRPT.DOTX template. Notice the change in the template. Then, close the new
document without saving it.

DELETING A TEMPLATE

Discussion
You can delete a template when you no longer need it. It is a good idea to delete
excess templates so that the My Templates folder does not become too cluttered.

Be careful not to delete a default Word template, since you


will have to reinstall it in order to retrieve it.

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Lesson 14 - Using Templates

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Procedures
1. Select the Office button

2. Select the New option.


3. Select the My Templates... option under Templates.
4. Right-click the template you want to delete.
5. Select the Delete option.
6. Select the Yes button

7. Select the Cancel button

8. Select the Cancel button

Step-by-Step
Delete a template.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the New option.


The New Document dialog box opens.

Click New

3. Select the My Templates... option


under Templates.
The New dialog box opens.

Click My Templates...

4. Right-click the template you want to


delete.
A shortcut menu opens.

Right-click WEEKRPT

5. Select the Delete option.


The Delete File message box asks you
to confirm the deletion.

Click Delete

6. Select Yes.
The Confirm File Delete message box
closes, and the template is deleted.

Click

7. Select Cancel.
The New dialog box closes.
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Click

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Lesson 14 - Using Templates

Steps

Practice Data

8. Select Cancel.
The New Document dialog box closes.

Click

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Lesson 14 - Using Templates

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EXERCISE
USING TEMPLATES

Task
Work with templates.
1. Create a new document based on the Equity Fax template.
2. Complete the document with the following information:

Field

Text

To

John Abrams

From

your name

Fax

555-6321

Pages

Phone

555-6400

Date

Pick the current date from the calendar

Re

Information you requested

CC

Delete this field. (Hint: Click in the field and


press [Delete].)

3. Type X in the For Review check box. Then, type Here is the
information you requested in the Comments area.
4. Close the document without saving it.
5. Open TEMPEX.DOCX.
6. Save the document as a template named Shipping. Leave the
template open.
7. Add a row at the bottom of the table with the following information:
Exer-Fit Rower 2000

110 lbs.

TM55600

8. Save the template again and then close it.


9. Create a new document based on the Shipping template. Close the
document without saving it.
10. Delete the Shipping template.

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Page 239

LESSON 15 USING NEWSLETTER-STYLE COLUMNS


In this lesson, you will learn how to:
Create newsletter-style columns
Navigate columns
Change the number of columns
Change column width and spacing
Add a vertical line between columns
Balance column length

Lesson 15 - Using Newsletter-style Columns

Word 2007 - Lvl 2

CREATING NEWSLETTER-STYLE COLUMNS

Discussion
Some documents, such as brochures and newsletters, look better in newsletter-style
columns. In this format, text flows down one column to the bottom of the page and
then wraps to the top of the next column to the right.
You can apply this format to existing text or before you begin typing new text. The
Columns button in the Page Setup group on the Page Layout tab allows you to
create columns of equal width and spacing. You can use the Columns dialog box to
select additional options, including a preset format, a specific width for each column,
and specific spacing between columns, as well as insert a vertical line between
columns.
If you want to apply columns to only part of the text in a document, you must first
select the text. Word will create the necessary section breaks and apply the column
formatting. If you do not select any text, Word applies the column format to the
current section, or to the entire document if it does not contain any section breaks.
When you apply columns to text, Word switches to Print Layout view; you can only
view newsletter-style columns in Print Layout view or in Print Preview. In Draft
view, text formatted as columns appears as one single, narrow column.
When you are working with columns, it is a good idea to display the ruler.

Creating three equal-sized columns

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Lesson 15 - Using Newsletter-style Columns

To open the Columns dialog box, select the Columns button


in the Page Setup group on the Page Layout tab, then select
the More Columns option.

You cannot create newsletter-style columns in headers or


footers.

You must use Continuous section breaks to mix column and


non-column text on the same page.

Procedures
1. Select the Page Layout tab.
2. Select the Columns button

in the Page Setup group.

3. Select the desired number of columns.

Step-by-Step
From the Student Data directory, open COLUMNS.DOCX.
Create newsletter-style columns in a document.
If necessary, display the rulers, and switch to Print Layout view.

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Columns button in the Page


Setup group.
The Columns menu opens.

Click

3. Select the desired number of columns.


The document text appears in the
selected number of columns.

Click Three

Scroll to view page 2. Then, return to the top of the document. Notice that the header
is not affected by the column format.

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Lesson 15 - Using Newsletter-style Columns

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NAVIGATING COLUMNS

Discussion
The quickest way to navigate newsletter-style columns is to use the mouse; you
simply click at the desired location to move the insertion point.
In addition, you can use the standard Windows key combinations to navigate columns.
Be aware, however, that the arrow keys may behave differently than you expect at the
bottom of a column. For example, you must use the right arrow key at the bottom of a
column to move to the next column.

You can edit text in a column just as you would edit any other
text. If you add or delete text, the text flow is automatically
adjusted.

Procedures
1. Scroll as necessary to view the columns.
2. Click the mouse in the desired column location.

Step-by-Step
Navigate columns using the mouse.
If necessary, display the rulers, and switch to Print Layout view.

Page 244

Steps

Practice Data

1. Scroll as necessary to view the


columns.
The corresponding section of the
document appears.

Scroll as necessary to
view the bottom of the
middle column on page 1

2. Click the mouse in the desired column


location.
The insertion point appears in the new
location.

Click at the end of the last


line in the middle column

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Word 2007 - Lvl 2

Lesson 15 - Using Newsletter-style Columns

Press [Right]. Notice that the insertion point moves to the top of the next column.
Press [Left] until the insertion point moves back to the last line in the middle column.
Press [Ctrl+Home] to go to the top of the document.

CHANGING THE NUMBER OF COLUMNS

Discussion
Once a document has been formatted for columns, you may decide that its appearance
would be improved if you used more or fewer columns. You can increase or decrease
the number of columns as desired. When you perform this task, the text automatically
reformats to accommodate the new number of columns.
The number of columns is limited by the size of the work area. This limitation means
that a document with landscape orientation can fit more columns on the page than one
with portrait orientation.
You can change the number of columns in a document using the Columns button in
the Page Setup group on the Page Layout tab, or the Columns dialog box.

You can return a column format to a single column by clicking


the Columns button and then selecting the One option.

Procedures
1. Select the Page Layout tab.
2. Select the Columns button

in the Page Setup group.

3. Select the desired number of columns.

Step-by-Step
Change the number of columns.
If necessary, display the rulers, and switch to Print Layout view.

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Lesson 15 - Using Newsletter-style Columns

Word 2007 - Lvl 2

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Columns button in the Page


Setup group.
The Columns menu opens.

Click

3. Select the desired number of columns.


The document text appears in the
selected number of columns.

Click Two

CHANGING COLUMN WIDTH AND SPACING

Discussion
When columns are created using the Columns button, Word creates columns of equal
width. The column width and the space between columns are automatically calculated
based on the width of the page and the margin size. When you create columns from
the Columns dialog box, however, you can select from several column width and
spacing options.
In addition, you can change the width and spacing of existing columns. You can drag
in the ruler to change column width and spacing, but if you want to set the width
and/or spacing to an exact measurement, you should use the Columns dialog box.
Whenever changes are made, the width and spacing of the other columns are adjusted
as necessary to accommodate the page margins.
You can resize columns equally by selecting the Equal column width option in the
Columns dialog box. To change the width of individual columns, however, you must
deselect the Equal column width option.

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Lesson 15 - Using Newsletter-style Columns

Formatting columns

You can use the mouse to resize a column width by dragging


the Move Column indicator on the horizontal ruler.

Procedures
1. Select the Page Layout tab.
2. Select the Columns button

in the Page Setup group.

3. Select the More Columns option.


4. Select or deselect the Equal column width option, as desired.
5. Enter the desired column width in the Width box.
6. Enter the desired column spacing in the Spacing box.
7. Select OK.

Step-by-Step
Change column width and spacing.
If necessary, display the rulers, and switch to Print Layout view.

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Lesson 15 - Using Newsletter-style Columns

Word 2007 - Lvl 2

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Columns button in the Page


Setup group.
The Columns menu opens.

Click

3. Select the More Columns option.


The Columns dialog box opens.

Click More Columns...

4. Select or deselect the Equal column


width option, as desired.
The Equal column width option is
selected or deselected accordingly.

Click Equal column


width to deselect it, if
necessary

5. Enter the desired column width in the


Width box.
The numbers in all Width boxes adjust
accordingly.

Click column 1 Width


to 2.5

6. Enter the desired column spacing in


the Spacing box.
The numbers in the Spacing and
Width boxes adjust accordingly.

Click column 1 Spacing


to 0.9

7. Select OK.
The Columns dialog box closes, and
the column widths and spacing adjust
accordingly.

Click

ADDING A VERTICAL LINE BETWEEN COLUMNS

Discussion
You can add a vertical line between columns. Vertical lines can make the text easier
to read and enhance the appearance of the document. Adding a vertical line between
columns is most often used when columns are of uneven width or if the spacing
between columns is small.
Vertical lines only appear in Print Preview or Print Layout view on the screen. They
also appear in the printed document.

Page 248

If text spills over, creating a single column of text on a new


page, the vertical line does not appear on that page.
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Word 2007 - Lvl 2

Lesson 15 - Using Newsletter-style Columns

Procedures
1. Select the Page Layout tab.
2. Select the Columns button

in the Page Setup group.

3. Select the More Columns option.


4. Select the

Line between option.

5. Select the Apply to list

6. Select the desired option.


7. Select OK.

Step-by-Step
Add a vertical line between columns.
If necessary, display the rulers, and switch to Print Layout view.

Steps

Practice Data

1. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

2. Select the Columns button in the Page


Setup group.
The Columns menu opens.

Click

3. Select the More Columns option.


The Columns dialog box opens.

Click More Columns...

4. Select the Line between option.


The Line between option is selected
and a line appears between each
column in the Preview box.

Click

Line between

5. Select the Apply to list.


A list of available options appears.

Click Apply to

6. Select the desired option.


The option is selected.

Click Whole document, if


necessary

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Lesson 15 - Using Newsletter-style Columns

Steps

Word 2007 - Lvl 2

Practice Data

7. Select OK.
The Columns dialog box closes, and
the vertical line appears between each
column in the document.

Click

Switch to Print Preview. Zoom in to see the vertical line, if necessary. Notice that the
vertical line does not appear on the second page, because that page contains only a
single column of text. Close Print Preview.

BALANCING COLUMN LENGTH

Discussion
When using newsletter-style columns, the text in the last column on the last page may
not fill the page, resulting in an uneven or unbalanced appearance. You can correct
this effect by balancing the columns so they are an even length. Columns are balanced
by inserting a continuous break at the end of the last column.

Balanced columns

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Lesson 15 - Using Newsletter-style Columns

Procedures
1. Position the insertion point at the end of the column you want to
balance.
2. Select the Page Layout tab.
3. Select the Breaks button

in the Page Setup group.

4. Select the Continuous option under Section Breaks.

Step-by-Step
Balance column length.
If necessary, display the rulers, and switch to Print Layout view.

Steps

Practice Data

1. Position the insertion point at the end


of the column you want to balance.
The insertion point appears at the new
location.

Press [Ctrl+End]

2. Select the Page Layout tab.


The Page Layout tab is displayed.

Click Page Layout

3. Select the Breaks button in the Page


Setup group.
The Breaks menu opens.

Click

4. Select the Continuous option under


Section Breaks.
The Breaks menu closes, and the
column is balanced.

Click Continuous

Switch to Print Preview. Notice that the columns on the second page are now balanced
and that a vertical line appears between them. Close Print Preview.
Close COLUMNS.DOCX.

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EXERCISE
USING NEWSLETTER-STYLE COLUMNS

Task
Using newsletter-style columns.
1. Open NEWSUPD.DOCX
2. If necessary, display the rulers, and switch to Print Layout view.
3. Select all document text, except the title Worldwide Sporting
Goods News Update.
4. Format the selection as three columns.
5. Make the columns equal width, and change the spacing between
columns to 0.7. Then, add a vertical line between the columns.
6. Change the number of columns to two. If the spacing changes, do not
change the new figures.
7. Use a Continuous section break to balance the columns.
8. Switch to Print Preview to view the columns. Then, close Print
Preview.
9. Close the document without saving it.

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LESSON 16 USING OUTLINE VIEW


In this lesson, you will learn how to:
Create an outline
Work in Outline view
Collapse/Expand outline headings
Display outline heading levels
Move an outline heading or body text
Number the outline levels
Display/Hide outline text formats

Lesson 16 - Using Outline View

Word 2007 - Lvl 2

CREATING AN OUTLINE

Discussion
You can create outlines in Word. Outlines are useful for listing items and including
information about each item. For example, you could list the points you want to cover
in a presentation, topics to cover in a meeting, or items to include in a report, along
with the supporting points for each item.
An outline is composed of headings and body text. The headings are structured
hierarchically. Word provides nine styles for headings, Heading 1 through
Heading 9. For example, each point in a presentation might have a Heading 1 style.
The supporting information for each topic is listed in subordinate headings. Body text
is the detailed information under each heading. When an item contains body text, it is
said to have subtext. Body text uses the Normal style.
Outline view can also be useful in gaining an overview of large documents.
You should switch to Outline view when you are creating outlines, since this view
automatically displays the Outlining tab. This tab contains all the functions necessary
to create an outline.
When you begin a new document in Outline view, the first paragraph uses the
Heading 1 style. When you press the [Enter] key at the end of a paragraph, the next
paragraph uses the same heading style as the previous one.

Creating a document in Outline view

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Lesson 16 - Using Outline View

You can display the formatting of outline text while working


in Outline view by selecting the Show Text Formatting
button in the Outline Tools group on the Outlining tab, or
hide the formatting by deselecting the button. This feature is
selected by default.

Procedures
1. Select the Outline view button
view buttons).

in the status bar (the fourth of five

2. Type the desired heading or body text.


3. To create the next paragraph in the outline, press [Enter].

Step-by-Step
Create an outline.
If necessary, create a new, blank document.

Steps

Practice Data

1. Select the Outline view button in the


status bar (the fourth of five view
buttons).
The document switches to Outline
view, and the Outlining tab is
displayed.

Click

2. Type the desired heading or body text.


The text appears in the document as
you type.

Type Worldwide Sporting


Goods New Sportswear

3. To create the next paragraph in the


outline, press [Enter].
The insertion point moves to the next
paragraph.

Press [Enter]

Notice that the Heading 1 style has been applied to both paragraphs. Type the
following text, pressing [Enter] after each line, except the last:

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Presented by the Clothing Division


New Clothing for the Spring Season
Gymnastics
Designed by Margo Lane
Save the file to the student data folder as OUTLINE.DOCX.

WORKING IN OUTLINE VIEW

Discussion
An outline consists of levels and sublevels. As you create an outline in Outline view,
you can demote and promote text to create levels, as well as change existing text to a
different level.
When you demote text, it becomes a subheading (or sublevel) of the level above it.
The text of the demoted heading is indented and its style changes to that of the next
lower heading level. When you promote text, it is indented to the left and its heading
style changes accordingly. You can promote or demote text at any time as your outline
changes.
In order to change the level of any text, the insertion point must be positioned in the
text. You can change the level of existing text, or you can change the level before
typing new text.
The Outline Tools group provides buttons to help you promote and demote headings
one level at a time, or you can use the Outline Level box to select a specific outline
level, from Level 1 to Level 9, as well as Body text.

Promoting and demoting the levels of outline text


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Lesson 16 - Using Outline View

You can also demote text by pressing the [Tab] key or


promote text by pressing the [Shift+Tab] key combination.

When you print a document in Outline view, Word prints the


document exactly as it appears on the screen. Therefore, you
can expand or collapse the outline as desired to print only
specific levels. Word does not print the symbols preceding
each level, and the outline level indents do not print or appear
in Print Layout view.

You delete text in an outline just as you would delete any


other text. Be careful, however: if you delete a collapsed
heading, all the sublevels under it are deleted as well.

Procedures
1. Position the insertion point in the text you want to demote.
2. Select the Demote button

in the Outline Tools group as desired.

3. Position the insertion point in the text you want to format as body
text.
4. Select the Demote to Body Text button
group.

in the Outline Tools

5. Position the insertion point in the text you want to promote.


6. Select the Promote button

in the Outline Tools group.

7. To promote text to the Heading 1 level, select the Promote to


Heading 1 button

in the Outline Tools group.

8. To apply a specific outline level to selected text, select the Outline


Level list

in the Outline Tools group.

9. Select the desired outline level.

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Step-by-Step
Work in Outline view.
If necessary, switch to Outline view.

Steps

Practice Data

1. Position the insertion point in the text


you want to demote.
The insertion point appears in the text.

Click in the line beginning


with the text Presented...

2. Select the Demote button in the


Click
twice, so it
Outline Tools group as desired.
becomes Level 3
The text indents to the right and adopts
the formatting of the corresponding
heading level.
3. Position the insertion point in the text
you want to format as body text.
The insertion point appears in the text.

Click in the line beginning


with the text Designed...

4. Select the Demote to Body Text


Click
button in the Outline Tools group.
The text indents to the right and adopts
the body text formatting.
5. Position the insertion point in the text
you want to promote.
The insertion point appears in the text.
6. Select the Promote button in the
Outline Tools group.
The text indent moves to the left and
the formatting changes accordingly.
7. To promote text to the Heading 1
level, select the Promote to Heading
1 button in the Outline Tools group.
The text moves to the left margin and
adopts the Heading 1 formatting.
8. To apply a specific outline level to
selected text, select the Outline Level
list in the Outline Tools group.
A list of available outline levels is
displayed.
9. Select the desired outline level.
The text adopts the formatting of the
selected level and indents accordingly.

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Click in the line beginning


with the text Presented...

Click
, so that it
becomes Level 2

Click

Click Outline Level

Click Level 2

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Word 2007 - Lvl 2

Lesson 16 - Using Outline View

Practice the Concept: Demote the Gymnastics paragraph one level.

COLLAPSING/EXPANDING OUTLINE HEADINGS

Discussion
With outlines, you can easily control which text appears by collapsing and expanding
levels. When you collapse a level, only its heading appears, with a gray line
underneath it.
If there are sublevels or body text under a heading, a plus symbol (+) in a gray circle
appears next to the heading in the document. If a heading has no sublevels or subtext,
a minus sign (-) in a gray circle appears next to the heading. A smaller gray circle,
with no symbol, appears next to body text. Clicking these gray circles selects the
headings or text, as appropriate. It is important to remember that the symbols (+ or -)
do not change to indicate whether the text is collapsed or expanded; they simply
indicate the presence or absence of sublevels.
When a collapsed heading is promoted, demoted, or moved, its subtext is also
promoted, demoted, or moved. If an expanded heading is promoted, demoted, or
moved, its subtext is promoted, demoted, or moved only if it has been selected as
well.

You can expand or collapse all sublevels under a heading by


double-clicking the plus symbol (+) to the left of the heading.

Procedures
1. Position the insertion point in the heading you want to collapse.
2. Select the Collapse button
in the Outline Tools group once for
each sublevel you want to hide.
3. Position the insertion point in the heading you want to expand.
4. Select the Expand button
in the Outline Tools group once for
each sublevel you want to display.

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Step-by-Step
Collapse and expand headings in an outline.
If necessary, switch to Outline view.

Steps

Practice Data

1. Position the insertion point in the


heading you want to collapse.
The insertion point appears in the
heading.

Click in the New Clothing


for the Spring Season
heading

2. Select the Collapse button in the


Outline Tools group once for each
sublevel you want to hide.
The heading collapses one sublevel
each time you select it.
3. Position the insertion point in the
heading you want to expand.
The insertion point appears in the
heading.
4. Select the Expand button in the
Outline Tools group once for each
sublevel you want to display.
The heading expands one sublevel
each time you select it.

Click

twice

Click in the New Clothing


for the Spring Season
heading, if necessary

Click

twice

Practice the Concept: Double-click the plus symbol (+) to the left of the New
Clothing for the Spring Season heading to collapse all its sublevels. Then, expand
all its sublevels by double-clicking the plus symbol (+) again.
Click anywhere in the document window to deselect the text.

DISPLAYING OUTLINE HEADING LEVELS

Discussion
In order to organize and view the main points of an outline, you can choose to view
only a specific number of outline levels. When you choose this option, the entire
outline is expanded or collapsed to the designated number of levels. Levels from
which you can choose range from 1 through 9, or you can show all outline levels.
A gray line appears under any item with hidden subtext.

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Lesson 16 - Using Outline View

Selecting an outline heading level

Procedures
1. To display a specific number of heading levels, select the Show
Level list

in the Outline Tools tab.

2. Select the desired Level # option, or select All Levels.

Step-by-Step
Display a specific number of outline heading levels.
If necessary, switch to Outline view.

Steps
1. To display a specific number of
heading levels, select the Show Level
list in the Outline Tools tab.
A list of available levels is displayed.

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Practice Data
Click Show Level

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Steps

Practice Data

2. Select the desired Level # option, or


select All Levels.
The specified number of levels appear
in the document.

Click Level 1

Practice the Concept: Show all levels and body text by selecting the Show Level list
and selecting All Levels.

MOVING AN OUTLINE HEADING OR BODY TEXT

Discussion
You can change the position of a heading or body text in an outline. When a collapsed
heading is moved, its subtext is moved with it. If an expanded heading is moved, its
subtext is moved only if the subtext has been selected as well.

You can also move a heading or body text by cutting and


pasting or dragging it as needed.

Procedures
1. Select the heading or body text you want to move.
2. Select the Move Up
or Move Down
Tools group as desired.

buttons in the Outline

Step-by-Step
Move an outline heading or body text.
If necessary, switch to Outline view.

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Lesson 16 - Using Outline View

Steps

Practice Data

1. Select the heading or body text you


want to move.
The insertion point appears in the
heading or body text.

Click in the Designed by


Margo Lane body text

2. Select the Move Up or Move Down


buttons in the Outline Tools group as
desired.
The heading or body text moves up or
down in the outline.

Click

twice

Click anywhere in the document window to deselect the text.

NUMBERING THE OUTLINE LEVELS

Discussion
You can define a new Multilevel list so that Word numbers the headings in an outline.
Then, as headings are inserted, moved, or deleted, Word automatically updates the
numbers. Numbering can be applied to text as well, if desired.

Defining a new multilevel list

To remove numbers from an outline, you must first select the


headings containing the numbers you want to remove.

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Procedures
1. Select the Home tab.
2. Select all the text in the outline.
3. Select the Multilevel List button

in the Paragraph group.

4. Select the Define New Multilevel List option.


5. Select the desired formatting options for Level 1.
6. Select the More button

7. Select the Link level to style list

8. Select the appropriate style to link to this level.


9. Continue to modify the formatting of the different levels, and link
each level to the appropriate style.
10. Select OK.

Step-by-Step
Number the outline levels.
If necessary, switch to Outline view and expand the entire outline.

Steps

Practice Data

1. Select the Home tab.


The Home tab is displayed.

Click Home

2. Select all the text in the outline.


The text is selected.

Press [Ctrl+A]

3. Select the Multilevel List button in


the Paragraph group.
The Multilevel List gallery opens.

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Click

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Lesson 16 - Using Outline View

Steps

Practice Data

4. Select the Define New Multilevel List


option.
The Define New Multilevel List dialog
box opens, showing the formatting for
Level 1.

Click Define New


Multilevel List

5. Select the desired formatting options


for Level 1.
The numbering style is changed
accordingly, as shown in the preview
pane.

Follow the instructions


shown below the table
before continuing on to
the next step

6. Select the More button.


The Define New Multilevel List dialog
box expands, showing more options.

Click

7. Select the Link level to style list.


A list of options is displayed.

Click Link level to style

8. Select the appropriate style to link to


this level.
The style is selected, as shown in the
preview pane.

Click Heading 1

9. Continue to modify the formatting of


the different levels, and link each level
to the appropriate style.
The multilevel list is defined as
desired.

Follow the instructions


shown below the table
before continuing on to
the next step

10. Select OK.


The Define New Multilevel List dialog
box closes, and the numbering is
applied to the outline.

Click

In the Number style for this level list, select 1, 2, 3, ..., if necessary. In the Enter
formatting for number box, enter a period (.) after the number, so that the
numbering style is 1. for Level 1 headings.
Return to the table and continue on to the next step (step 6.)
In the Click level to modify box Select 2.
In the Number style for this level list, select a, b, c, ..., if necessary. In the Include
level number from list, select Level 1. In the Enter formatting for number box,
enter a period (.) after the number and after the letter, so that the numbering style is
1.a. for Level 2 headings.
In the Link level to style list, select Heading 2.
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Return to the table and continue on to the next step (step 10.)
Practice the Concept: Select all the text in the outline. Open the Multilevel List
gallery, and in the Number style for this level list select None to remove the
numbering.
Click anywhere in the document window to deselect the text.

DISPLAYING/HIDING OUTLINE TEXT FORMATS

Discussion
You can either display or hide the text formatting in Outline view. If you hide the
formatting, you can view more text on the screen and it may also be less distracting,
especially where large or particularly colorful headings are used. The formatting is
displayed by default.

If you want to have less text showing on the screen in Outline


view, you can choose to show only the first line of any
paragraph. Select the Show First Line Only button in the
Outline Tools group, or deselect it to view the whole
paragraph.

You can modify character formatting in Outline view. To


modify paragraph formatting, however, the document must be
in Draft or Print Layout view. The character and paragraph
formatting can be modified by selecting the appropriate link in
the Reveal Formatting task pane.

Procedures
1. To hide the text formatting, deselect the
button in the Outline Tools group.

Show Text Formatting

2. To display the text formatting, select the


button in the Outline Tools group.

Show Text Formatting

Step-by-Step
Display or hide text formatting in Outline view.

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Lesson 16 - Using Outline View

If necessary, switch to Outline view and ensure the Outlining tab is displayed.

Steps

Practice Data

1. To hide the text formatting, deselect


the Show Text Formatting button in
the Outline Tools group.
The text formatting is hidden; all text
is presented in Normal style.

Click Show Text


Formatting

2. To display the text formatting, select


the Show Text Formatting button in
the Outline Tools group.
The text formatting is displayed; all
text is presented in the applied style.

Click Show Text


Formatting

Close OUTLINE.DOCX.

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EXERCISE
USING OUTLINE VIEW

Task
Create and edit documents in Outline view.
1. If necessary, create a new, blank document.
2. Switch to Outline view.
3. Create the following outline:
Southeast Region (Level 1)
Sales in Thousands (Level 2)
Gymnastics (Level 3)
Southeastern Regional Sales Representatives (Level 1)
4. Close the document without saving it.
5. Open OUTLINEX.DOCX
6. Demote the Second Quarter and 95,000 in sales headings.
7. Collapse all levels under the Nathan Brown (Manager) heading.
8. Expand all levels under the Nathan Brown (Manager) heading.
9. Show only two heading levels of the outline.
10. Redisplay all heading levels.
11. Move just the Nathan Brown (Manager) heading above the
Quarterly Sales Highlights heading. (The sublevels under the
Nathan Brown (Manager) heading should remain under the
Quarterly Sales Highlights heading.)
12. Promote the First Quarter and Second Quarter headings and their
subheadings.
13. Apply a numbering style of your choice to the three levels of
headings.
14. Close the document without saving it.

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Lesson 16 - Using Outline View

Page 269

LESSON 17 USING WORD HTML FEATURES


In this lesson, you will learn how to:
Save files in the HTML file format
Use hyperlink automatic formatting
Link to a page
Link to a location in a page
Paste a link
Update a link
Browse linked pages and locations
Edit a hyperlink
Modify HTML files

Lesson 17 - Using Word HTML Features

Word 2007 - Lvl 2

SAVING FILES IN THE HTML FILE FORMAT

Discussion
Word allows you to save documents in the HTML (Hypertext Markup Language) file
format. This file format allows you to create links to documents on the World Wide
Web and on intranet webs. In addition, this file format also allows you to use Word as
an HTML editor to create and edit web pages and web sites.
When you save a Word document in HTML format, Word closes the document and
opens the HTML file, so that it can be viewed as it would appear in a web browser. In
the HTML file, Word automatically creates a title for the page based on the first
heading; this title replaces the file name in the title bar of the browser window. You
can change the title of the web page before you save it.
Certain Word formatting features are not supported by the HTML format and
therefore, do not appear in the converted HTML file. Word formats not supported by
HTML include font sizes. (Fonts are automatically mapped to the closest HTML size
available.) Special text formatting (e.g. outline text effects and shadows) is lost, but
the original text is retained. Graphics (i.e. inserted pictures and clip art) are converted
to the .gif file format, unless they are already saved in the compatible .jpg format.
Although tables are supported, special formatting (such as vertical text) is lost. Page
numbering is not supported, since HTML documents are all considered to be single
pages. Headers, footers, footnotes, and endnotes are also not supported. In addition,
other items such as margins, page borders, and newsletter-style columns are not
supported.
You can preview your document as a web page before saving it as an HTML file to
see which features are supported. Select the View tab, then the Web Layout button in
the Document Views group.

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Lesson 17 - Using Word HTML Features

Changing the default page title

The Hypertext Markup Language file format is recognized by


both the .html and the .htm file extensions. Although .html is
the default extension for web page files, not all operating
systems support a four letter file extension. In such instances,
the .htm file extension should be used.

Procedures
1. Select the Office button

2. Point to the Save As option.


3. Select the Other Formats option.
4. Type the desired file name for the HTML file.
5. Select the drive where you want to save the HTML file.
6. Select the folder where you want to save the HTML file.
7. Select the Save as type list

8. Select the Web Page option.


9. Select the Change Title button
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10. Type the desired title.


11. Select OK.
12. Select Save.

Step-by-Step
From the Student Data directory, open WSGINFO.DOCX.
Save a Word document in the HTML file format.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Point to the Save As option.


The Save As options display.

Point to Save As

3. Select the Other Formats option.


The Save As dialog box opens, with the
text in the File name box selected.

Click Other Formats

4. Type the desired file name for the


HTML file.
The text appears in the File name box.

Type WSGHOME2

5. Select the drive where you want to


save the HTML file.
A list of available folders is displayed.

Click the student data


drive

6. Select the folder where you want to


save the HTML file.
The selected folder opens.

Click the student data


folder

7. Select the Save as type list.


The list of available formats opens.

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Click Save as type

8. Select the Web Page option.


The Web Page option appears in the
Save as type box.

Click Web Page

9. Select the Change Title button.


The Set Page Title dialog box opens,
with the text in the Page title box
selected.

Click

10. Type the desired title.


The text appears in the Page title box.

Type WSG Home Page

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

Steps
11. Select OK.
The Set Page Title dialog box closes,
and the title appears in the Save As
dialog box.
12. Select Save.
The Save As dialog box closes, and the
file is saved in the HTML file format.

Practice Data
Click

Click

Practice the Concept: If possible, open the web page in your systems browser
window (e.g. Internet Explorer). Notice the name of the web page in the title bar.
Then, close the browser window.
Close WSGHOME2.HTM.

USING HYPERLINK AUTOMATIC FORMATTING

Discussion
Word automatically recognizes URLs (web page addresses) and e-mail addresses as
soon as they are entered into a document and automatically formats them as
hyperlinks. Readers of the web page can then click the hyperlink to open the related
web page or document, or to open the mail client installed on their system in order to
deliver a message via e-mail.
Word recognizes the standard format of web page addresses and e-mail addresses and,
therefore, is able to automatically create the hyperlink format. A typical URL is
www.globalknowledge.com and a typical e-mail address is
johnsmith@globalknowledge.com.

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The hyperlink text is automatically colored blue and underlined

Procedures
1. Place the insertion point where you want to insert a web page or email address hyperlink.
2. Press [Spacebar] to separate the hyperlink from existing text, if
necessary.
3. Type the desired web page or e-mail address.
4. Press [Spacebar].

Step-by-Step
From the Student Data directory, open WSGHOME.HTM.
Use hyperlink automatic formatting.

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Steps

Practice Data

1. Place the insertion point where you


want to insert a web page or e-mail
address hyperlink.
The insertion point appears in the new
location.

Click after the ...Athletic


Association at text
(second line, at the top of
the document)

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

Steps

Practice Data

2. Press [Spacebar] to separate the


hyperlink from existing text, if
necessary.
A space appears in the document.

Press [Spacebar]

3. Type the desired web page or e-mail


address.
The text appears in the document.

Type www.iaa.com

4. Press [Spacebar].
Word formats the text as a hyperlink.

Press [Spacebar]

Practice the Concept: Scroll down to the Contact Us heading at the bottom of the
page, if necessary. At the end of the Send us feedback... line, enter the e-mail address
webmaster@wwsgoods.com. Let Word format the hyperlink.

LINKING TO A PAGE

Discussion
You can create a hyperlink from existing text. This feature is useful if you want to link
existing text to another document or to specific text in another document.
The Insert Hyperlink dialog box allows you to specify the file or the URL to which
you want to link the text, as well as indicate a named location in the target file. By
specifying a location within the target file, that particular section of the document
appears when you click the link. Locations in the target file are named using the
Bookmark feature.

You can use the Insert Hyperlink dialog box to link to a file on
a local storage device or to a page on the World Wide Web.
You can type the file name or the URL, or you can use the
appropriate Browse button. You can also use the Link to
panel at the left of the Insert Hyperlink dialog box to select
files and web sites you have previously accessed.
If you want to disable the features that automatically select
whole words and paragraphs as you drag, select the Office
button, the Word Options button, and the Advanced option.
Then, deselect the When selecting, automatically select
entire word and Use smart paragraph selection options.

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Procedures
1. Select the text you want to link.
2. Select the Insert tab.
3. Select the Hyperlink button

in the Links group.

4. Under Link to, select Existing File or Web Page.


5. Select the Look in list

6. Select the drive containing the file to which you want to link.
7. Select the folder containing the file to which you want to link.
8. Select the file to which you want to link.
9. Select OK.

Step-by-Step
Link to a page.
If necessary, scroll to view the Products & Services paragraph.

Steps

Practice Data

1. Select the text you want to link.


The text is selected.

Drag to select the OnLine WSG Catalog text


at the end of the first
paragraph under Products
& Services

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert

3. Select the Hyperlink button in the


Links group.
The Insert Hyperlink dialog box opens.

Click

4. Under Link to, select Existing File or


Web Page.
The Existing File or Web Page page
opens.

Click Existing File or


Web Page, if necessary

5. Select the Look in list.


A list of available drives opens.

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Click Look in

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

Steps

Practice Data

6. Select the drive containing the file to


which you want to link.
A list of available folders and files
opens.

Click the student data


drive

7. Select the folder containing the file to


which you want to link.
A list of available files opens.

Click the student data


folder

8. Select the file to which you want to


link.
The file is selected, and the file name
appears in the Address box.

Scroll as necessary and


click CATALOG

9. Select OK.
The Insert Hyperlink dialog box
closes, and the selected text is
formatted as a hyperlink.

Click

Point to the Catalog link. Notice that a ScreenTip displays the path and file name of
the link, as well as instructions on how to access it. Hold [Ctrl] and notice that the
pointer changes into a pointing hand when you point to the link.

LINKING TO A LOCATION IN A PAGE

Discussion
You can create hyperlinks to specific locations within a document. This option allows
the reader to click a link to display a different area of the same document or web page
without scrolling, which is particularly useful in longer documents. You can use this
option to display a specific location on the same or on a different page.

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Creating a link to a heading in a page

In a normal Word document, you can also create hyperlinks to


bookmarks or text formatted with Heading styles for easy
navigation.

Procedures
1. Select the text you want to serve as the hyperlink.
2. Select the Insert tab.
3. Select the Hyperlink button

in the Links group.

4. Under Link to, select Place in This Document.


5. Expand Headings or Bookmarks to display the heading or
bookmark you want to link to.
6. Expand to display subheadings, if necessary.
7. Select the document place, heading, or bookmark you want to appear
when the link is clicked.
8. Select OK.

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Lesson 17 - Using Word HTML Features

Step-by-Step
Link to a location in a page.

Steps

Practice Data

1. Select the text you want to serve as the


hyperlink.
The text is selected.

Drag to select the


Company Information
text under the Welcome!
heading

2. Select the Insert tab.


The Insert tab is displayed.

Click Insert, if necessary

3. Select the Hyperlink button in the


Links group.
The Insert Hyperlink dialog box opens.

Click

4. Under Link to, select Place in This


Document.
The Place in This Document page
opens.

Click Place in This


Document

5. Expand Headings or Bookmarks to


display the heading or bookmark to
which you want to link.
The document headings or bookmarks
appear.

Click Headings, if
necessary

6. Expand to display subheadings, if


necessary.
The subheadings appear.

Click Worldwide
Sporting Goods, if
necessary

7. Select the document place, heading, or


bookmark you want to appear when
the link is clicked.
The place, heading, or bookmark is
selected.

Click About Us

8. Select OK.
The Insert Hyperlink dialog box
closes, and the selected text is
formatted as a hyperlink.

Click

Hold [Ctrl] and click the Company Information hyperlink. Notice that the linked
location appears and that the hyperlink changes color to indicate that the link has been
visited.
Practice the Concept: Select the [Return to Top] text at the bottom of the page.
Open the Insert Hyperlink dialog box, and link the text to Top of the Document.

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Word 2007 - Lvl 2

PASTING A LINK

Discussion
You can paste information from another document or web page as a link. When you
paste information as a link, Word stores a path to the original (source) information. As
long as the link is maintained, the pasted information will be updated whenever the
source information changes.
This feature is useful when you want to maintain one document as a source and use it
as a reference in various other documents.
An OLE (object linking and embedding) linked bookmark is automatically created to
store information pasted as a link. Any text within the bookmark brackets will be
updated whenever the source information changes.

Pasting text as a link

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You can view bookmark brackets by selecting the Office


button, and the Advanced option, then scrolling to the Show
document content area. Select the Show bookmarks option.

When you open a document that contains pasted links, a


Microsoft Office Word message box opens, asking if you want
to update the links.

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

If you move a document to which another document is linked,


Word will no longer be able to find it and, as a result, will no
longer be able to update the linked information.

Procedures
1. Select the text you want to paste.
2. Select the Copy button
to copy the text.

in the Clipboard group on the Home tab

3. Switch to the document you want to view.


4. Position the insertion point where you want to paste the text.
5. Select the Home tab, if necessary.
6. Select the lower part of the Paste button
group.

in the Clipboard

7. Select the Paste Special option.


8. Select the

Paste link option.

9. Select the desired format from the As list.


10. Select OK.
11. Click the Paste Options button

12. Select the desired paste option.

Step-by-Step
From the Student Data directory, open FITEQUIP.DOCX.
Paste a link.
If necessary, switch to the FITEQUIP.DOCX document, and make sure the Home
tab is displayed.

Steps

Practice Data

1. Select the text you want to paste.


The text is selected.

Drag to select all the text


of the Life-Fit 805
Treadmill paragraph (but
not the paragraph mark)

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Lesson 17 - Using Word HTML Features

Steps

Practice Data

2. Select the Copy button in the


Clipboard group to copy the text.
The text is copied to the Office
Clipboard.

Click

3. Switch to the document you want to


view.
The document is activated.

Click the WSGHOME...


button in the taskbar

4. Position the insertion point where you


want to paste the text.
The insertion point moves to the new
location.

Click below the We


specialize... paragraph
under Products &
Services

5. Select the Home tab, if necessary.


The Home tab is displayed.

Click Home, if necessary

6. Select the lower part of the Paste


button in the Clipboard group.
The Paste menu opens.

Click

7. Select the Paste Special option.


The Paste Special dialog box opens.

Click Paste Special...

8. Select the Paste link option.


The Paste link option is selected.

Click

9. Select the desired format from the As


list.
The format is selected.

Click HTML Format, if


necessary

10. Select OK.


The Paste Special dialog box closes,
and the copied text is inserted into the
document.

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Word 2007 - Lvl 2

Paste link

Click

11. Click the Paste Options button.


A list of available paste options is
displayed.

Click

12. Select the desired paste option.


The pasted text is formatted
accordingly.

Click
Match
Destination Formatting

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

UPDATING A LINK

Discussion
Once you have pasted information from another document or web page as a link, you
may want to manually update your links to make sure the most recent edits are visible.
The links in the document will automatically update every time the document is
opened, however, unless the default settings have been changed. To view or change
the settings, select the Office button, the Word Options button, and the Advanced
option, then scroll down to the General area. Make sure the Update automatic links
at open option is selected (this is the default setting).
You will also want to make sure that links are updated before printing, so that you
know you are printing the most recent information. While you are in Word Options,
select the Display option. In the Printing options area, select the Update linked data
before printing option. This is a system option that applies to all documents that are
printed, not just the current document.

You can use the Links dialog box to update, open, change, or
break the source of a link. The Links dialog box also allows
you to control the automatic updating of each link. You can
open the Links dialog box by right-clicking on the link, then
selecting the Linked Document Object option on the shortcut
menu, and the Links option on the submenu.

If you move a document to which another document is linked,


Word will no longer be able to find it and, as a result, will no
longer be able to update the linked information.

Procedures
1. Right-click the link you want to update.
2. Select the Update Link option from the shortcut menu.

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Lesson 17 - Using Word HTML Features

Word 2007 - Lvl 2

Step-by-Step
Update a link.
Switch to the FITEQUIP.DOCX document. Change the suggested retail price in the
Life-Fit 805 Treadmill paragraph from $149.95 to $169.95, then save and close the
document.

Steps

Practice Data

1. Right-click the link you want to


update.
The link is selected and a shortcut
menu opens.

Right-click the Life-Fit


805 Treadmill paragraph
(but not where there are
green underlines
indicating grammar errors)

2. Select the Update Link option from


the shortcut menu.
The link is updated with the new
information.

Click Update Link

BROWSING LINKED PAGES AND LOCATIONS

Discussion
Word can be used as a basic web browser. You can load and view web pages, as well
as use hyperlinks to browse to web sites and other pages.
You can use the Location box in the Document Information Panel to enter URLs,
so you can jump to specific web pages. You can also customize the Quick Access
Toolbar to include browser-style Back and Forward navigational buttons.
The browsing functionality within Word is, however, limited. It can be very useful to
view and edit your local documents and web pages in Word, but it is probably wiser to
use Microsoft Internet Explorer for any prolonged web browsing.

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To open the Document Information Panel, select the Office


button, then point to the Prepare option. Select the Properties
option.

You can also use Word to open any web page in a browser.
Once you have selected the web page in the Open dialog box,
select the right-hand part of the Open button, then select the
Open in Browser option.
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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

Procedures
1. To display a linked page or location, hold [Ctrl] and click the link.
2. Continue browsing, using the browser toolbars.

Step-by-Step
Browse linked pages and locations.

Steps

Practice Data

1. To display a linked page or location,


hold [Ctrl] and click the link.
The linked page or location opens in
your default browser.

Scroll as necessary, hold


[Ctrl], and click the OnLine WSG Catalog link

2. Continue browsing, using the browser


toolbars.
The selected web pages display.

Click the Back button


on the browser
toolbar

Notice that, when you clicked the Back button, the browser window closed, and you
returned to the original document in Word.

EDITING A HYPERLINK

Discussion
You can use Word to edit a hyperlink to an HTML document. You should edit a link
if the address of a linked web page changes or if the file name or location of a linked
document changes.
The Edit Hyperlink dialog box provides the same options as the Insert Hyperlink
dialog box.

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Lesson 17 - Using Word HTML Features

Word 2007 - Lvl 2

Procedures
1. Right-click the hyperlink you want to edit.
2. Select the Edit Hyperlink option.
3. Make changes as desired, and select the OK button, if necessary.

Step-by-Step
Edit a hyperlink.
If necessary, scroll to the top of the document.

Steps

Practice Data

1. Right-click the hyperlink you want to


edit.
The shortcut menu opens.

Right-click Company
Information

2. Select the Edit Hyperlink option.


The Edit Hyperlink dialog box opens.

Click Edit Hyperlink...

3. Make changes as desired, and select


the OK button, if necessary.
The changes are made. The Edit
Hyperlink dialog box closes either
automatically or after OK is selected.

Click Remove Link

Notice that the text no longer displays a hyperlink format.


Save the HTML file as WSGHOME1.
Close WSGHOME.HTM.

MODIFYING HTML FILES

Discussion
After a document has been posted to the Web, it is still possible to modify it and make
revisions. Document changes can be made in the original application without losing
any formatting. After changes have been saved, you can re-open the HTML document
in the browser to view the changes.

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

If you are making multiple changes, it may be helpful to open the HTML document
simultaneously in your browser and in Word. When you refresh the browser window,
you can view the changes saved in the Word window.

If you are using Internet Explorer as your browser, you can


select the Page button, then the Edit with Microsoft Office
Word option, to open and edit the source file (or a copy of the
source file) in Word. If the Edit with... option is not
associated with Word, you can use the Edit with... list to
select the application you want to use.

When locating a HTML document through the Open dialog


box, you can search using the following file types: All Files,
All Word Documents, or Web Pages and Web Archives.

You may need to upload your revised HTML document to


your web server to repost it.

Procedures
1. Select the Office button

2. Select the Open option.


3. Select the File type list

4. Select All Word Documents as the file type, if necessary.


5. Select the drive containing the file you want to open.
6. Select the folder containing the file you want to open.
7. Select the file you want to open.
8. Select the right-hand part of the Open button

9. Select the Open in Browser option.


10. If a Microsoft Office Word warning box opens, select Yes.
11. If another warning message appears, close the message, and view the
document in the browser.
12. Switch back to the Word window.
13. Make the desired changes to the HTML document in Word.

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Lesson 17 - Using Word HTML Features

Word 2007 - Lvl 2

14. Save the changes to the HTML document.


15. Switch back to the browser window.
16. Click the browser Refresh button
document.

to reload the HTML

Step-by-Step
Modify and review an HTML document.
Make sure you still have WSGHOME1 open in Word. We are going to open it in a
browser window as well, then edit it in Word, and view the results in the browser. It is
perfectly acceptable to have the same document open in both Word and Internet
Explorer. The browser will display the latest saved version of the file.

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Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Open option.


The Open dialog box opens.

Click Open

3. Select the File type list.


A list of file type options opens.

Click the File type list

4. Select All Word Documents as the


file type, if necessary.
All available Word documents are
displayed.

Click All Word


Documents, if necessary

5. Select the drive containing the file you


want to open.
A list of available folders and files
opens.

Click the student data


drive

6. Select the folder containing the file


you want to open.
A list of available files opens.

Click the student data


folder

7. Select the file you want to open.


The file is selected, and the file name
appears in the File name box.

Scroll as necessary and


click WSGHOME1

8. Select the right-hand part of the Open


button.
The Open menu opens.

Click Open

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Word 2007 - Lvl 2

Lesson 17 - Using Word HTML Features

Steps

Practice Data

9. Select the Open in Browser option.


A Microsoft Office Word warning box
opens, telling you to only use
hyperlinks from trusted sources.

Click Open in Browser

10. Select Yes.


The Microsoft Office Word warning
box and the Open dialog box close,
and the HTML document opens in
your default browser.

Click Yes

11. If another warning message appears,


close the message.
The HTML document can now be
viewed.

Click Close, if necessary

12. Switch back to the Word window.


The HTML document is displayed in
Word.

Click the WSGHOME1


button in the taskbar

13. Make the desired changes to the


HTML document in Word.
The changes are made.

Follow the instructions


shown below the table
before continuing on to
the next step

14. Save the changes to the HTML


document.
The changes are saved.

Click
in the Quick
Access Toolbar

15. Switch back to the browser window.


The HTML document is displayed in
the browser window.

Click the WSG Home


Page button in the taskbar

16. Click the browser Refresh button to


reload the HTML document.
The HTML document reloads, and the
changes to the web page appear.

Click the browser Refresh


button

Click in the blank line above the Welcome! heading, and use the Borders button in
the Paragraph group on the Home tab to insert a Bottom Border.
Return to the table and continue on to the next step (step 14).
Practice the Concept: Click the On-Line WSG Catalog hyperlink in your browser
window. Scroll through the catalog. Use the Back button to return to the WSG Home
Page. Close the browser.
Close WSGHOME1.HTM.

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Lesson 17 - Using Word HTML Features

Word 2007 - Lvl 2

EXERCISE
USING WORD HTML FEATURES

Task
Use Word HTML features.
1. Open NEWSLETT.DOCX
2. Save NEWSLETT.DOCX as an HTML file named UPDATE to the
student data folder.
3. At the end of the first bulleted item, type the following URL:
www.wwsgoods.com.
4. Link the text WSG On-Line Catalog in the second bulleted item to
the CATALGEX.HTML file in the student data folder.
5. Link the customer reactions text in the third bulleted item to the
Customer Reaction heading in the current document.
6. At the end of the fourth bulleted item, enter the following e-mail
address: marketing@wwsgoods.com.
7. Remove the hyperlink from the WSG Web Site text in the first
heading.
8. Press [Ctrl] and click the WSG On-Line Catalog link to open the
catalog. Review the web page and then close the browser.
9. Press [Ctrl] and click the customer reactions link to view the linked
text.
10. Open CATALGEX.HTML in Word.
11. At the bottom of the page, make the text [Return to Newsletter] a
link that displays the UPDATE.HTML document.
12. Copy the * Member - IAA * text and paste it as a link below the
Dealer Update Newsletter text at the top of the UPDATE.HTML
document.
13. Switch to the CATALGEX.HTML document. Expand the *
Member - IAA * text to * Member - International Athletic
Association *.
14. Switch back to the UPDATE.HTML document and update the link.
Notice that the linked text changes to reflect the change in the
CATALGEX.HTML document.

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Lesson 17 - Using Word HTML Features

15. Save and close both UPDATE.HTML and CATALGEX.HTML.


16. Open UPDATE.HTML in your browser. Click the WSG On-Line
Catalog link. Then use the [Return to Newsletter] link to return to
the UPDATE.HTML page.
17. Close your browser window.

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LESSON 18 WORKING WITH COMMENTS AND REVISIONS


In this lesson, you will learn how to:
Enable Change Tracking
Set Change Tracking options
Disable Change Tracking
Insert comments
Manage comments
View and navigate comments
Enable Balloon options
Select options for Show Markup
Display the Reviewing Pane
Compare documents
Combine multiple revisions
Review tracked changes
Accept/Reject all changes
Print markup

Lesson 18 - Working with Comments and Revisions

Word 2007 - Lvl 2

ENABLING CHANGE TRACKING

Discussion
If a document is reviewed, revised, or edited by you or others, you can use revision
marks to track changes made by the various reviewers. The Track Changes feature
uses various formats to display the changes made to a document, and each reviewers
changes appear in a different color.
You can hide the revision marks in a document so that you do not see them on the
screen or in the printed document. Although the marks are hidden, they are still stored
in the document and you can view or print them at any time.

Enabling Change Tracking

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In previous versions of Word you could also double-click


TRK on the status bar to enable or disable change tracking. In
Word 2007 the TRK indicator has been removed. However,
you can choose to display an indicator, if desired. Right-click
the status bar and select Track Changes from the Customize
Status Bar menu; the Track Changes indicator is displayed
on the status bar. Click the indicator to turn Track Changes
on or off.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Procedures
1. Select the Review tab on the Ribbon.
2. Select the top part of the Track Changes button
Tracking group.

in the

Step-by-Step
From the Student Data directory, open TRACK1.DOCX.
Enabling change tracking.

Steps

Practice Data

1. Select the Review tab on the Ribbon.


The Review tab is displayed.

Click Review

2. Select the top part of the Track


Changes button in the Tracking
group.
The button changes color and change
tracking is enabled.

Click

SETTING CHANGE TRACKING OPTIONS

Discussion
By default, Word 2007 underlines inserted text, strikes through deleted text and
automatically assigns a different color to the revisions made by each author. Text that
has been moved is shown in two ways. At the location it was moved from, the text is
shown in green and struck through with a double line. At the location it was moved to,
it is again shown in green but with a double underline. Changes to cells in tables are
highlighted with different background colors for the cells.
Vertical lines appear along the outside border (i.e. left margin for left-hand pages and
right margin for right-hand pages) to indicate where changes have been made.
For comments added by reviewers and for formatting changes, Word 2007 also
displays balloons in the right margin with lines connecting to the document text in
Print Layout, Web Layout and Full Screen Reading views.

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Lesson 18 - Working with Comments and Revisions

Word 2007 - Lvl 2

The Track Changes Options let you change the way that Word 2007 marks revisions
by selecting different options to indicate text and formatting changes. You can also
choose whether balloons should be displayed for all revisions or not at all.

Track Changes options

Page 298

Although you can manually select from 16 different colors to


indicate changes, if the By author option is selected, Word
2007 only uses eight different colors to identify the authors. If
there are more than eight authors, it cycles through the same
colors again to identify the additional authors.

Some changes to tables are too complex to be tracked. In these


situations, Word 2007 displays a message warning that the
change will not be tracked. You are given the option of
continuing or canceling the action.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Procedures
1. Select the Review tab on the Ribbon.
2. Select the bottom part of the Track Changes button
Tracking group.

in the

3. Select Change Tracking Options from the menu.


4. Select the desired options.
5. Select OK.

Step-by-Step
Set change tracking options.
If necessary, switch to Print Layout view and activate change tracking.

Steps

Practice Data

1. Select the Review tab on the Ribbon.


The Review tab is displayed.

Click Review

2. Select the bottom part of the Track


Changes button in the Tracking
group.
The Track Changes menu opens.

Click

3. Select Change Tracking Options


from the menu.
The Track Changes Options dialog
box opens.

Click Change Tracking


Options

4. Select the desired options.


The options are selected.

Follow the instructions


shown below the table
before continuing on to
the next step

5. Select OK.
The Track Changes Options dialog
box closes.

Click

Select Double underline from the Insertions list in the Markup section.
Select the Color list to the right of the Changed lines option and click Blue.
Return to the table and continue on to the next step (step 5).
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Lesson 18 - Working with Comments and Revisions

Word 2007 - Lvl 2

Practice the Concept: In the first paragraph on page 1, type the word fitness between
the words finest and equipment.
Select the heading Sporting Equipment and turn off the underline.
At the end of the first paragraph under the Sporting Equipment heading, select the
sentence All equipment comes with a one year limited warranty. and drag it to the
end of the third paragraph.
At the end of the second paragraph under the Sporting Equipment heading, delete
the text our customer and the preceding comma and space.
In the third paragraph under the Sporting Equipment heading, add the text and
exercise between the words fitness and equipment.
Notice the formatting of the revisions and the change lines in the left margin.
Notice also that the formatting change appears in a balloon in the Markup Area to
the right of the document.
Hover the mouse pointer over each of the revisions in turn until a bubble appears and
notice the additional information about the change that is displayed.
Select the bottom part of the Track Changes button in the Tracking group and
choose Change Tracking Options from the menu that appears. Select Always from
the Use Balloons (Print and Web Layout) list in the Balloons section, then click
OK.
Notice that the deletion now appears in a balloon in the Markup Area instead of
being struck through in the text.
Notice also that the text that was moved no longer appears as green text with a double
underline in its original location but is displayed in a balloon headed Moved down [1]
in the Markup Area.
Click the Go button in the right-hand corner of the Moved down [1] balloon (you
may need to scroll the document to see this button). Notice that the new location of
the text is highlighted.

DISABLING CHANGE TRACKING

Discussion
You can disable change tracking so that you can work in a document without inserting
revision marks. When change tracking is disabled, the Track Changes button on the
Review tab is not highlighted and if you have customized the status bar to show the
Track Changes option, the status bar displays Track Changes: Off.

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Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Disabling Change tracking

If you have customized the status bar to show the Track


Changes indicator, you can also disable change tracking by
clicking the Track Changes: On indicator in the status bar.

Procedures
1. Select the Review tab on the Ribbon.

2. Select the top part of the Track Changes button


Tracking group.

in the

Step-by-Step
Disable change tracking.

Steps

Practice Data

1. Select the Review tab on the Ribbon.


The Review tab is displayed.

Click Review

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Lesson 18 - Working with Comments and Revisions

Steps
2. Select the top part of the Track
Changes button in the Tracking
group.
The button changes color and change
tracking is disabled. If you have
customized the status bar to show the
Track Changes indicator, the
indicator changes to Track Changes:
Off.

Word 2007 - Lvl 2

Practice Data
Click

Close TRACK1.DOCX.

INSERTING COMMENTS

Discussion
When developing a document, you may want others to review it without making
changes to the text. Reviewers can add comments to a document, instead of making
changes in it.
Before you insert a comment into a document, you can select text to which you want
to attach it, or you can simply position the insertion point in the text. After you have
inserted a comment, red brackets (called comment marks) appear around the selected
text, indicating that a comment has been inserted. If you did not select any text, the
word nearest to the insertion point is automatically selected and the comment marks
appear around the selected word.
In Print Layout, Web Layout and Full Screen Reading view, comments appear in
colored balloons in the Markup Area at the right side of the page. Each reviewer is
assigned a different color and the initials of the reviewer are displayed in each
balloon.

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Inserting a comment

In Outline and Draft view, comment balloons do not appear


but the comment marks and colors are displayed in the text
together with the reviewers initials. To read the comment,
point to text within comment marks; a ScreenTip displays the
reviewers name and the comment, together with the date and
time the comment was created.

You can hide or display markup balloons using the Show


Markup button in the Tracking group on the Review tab.

Procedures
1. Select the text to which you want to attach a comment.
2. Select the Review tab.

3. Select the New Comment button

in the Comments group.

4. Enter the desired comment.


5. Click anywhere outside the markup balloon.

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Lesson 18 - Working with Comments and Revisions

Word 2007 - Lvl 2

Step-by-Step
From the Student Data directory, open COMMENT.DOCX.
Insert a comment.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Select the text to which you want to


attach a comment.
The text is selected.

Drag to select the third


paragraph under the
Sporting Equipment
heading

2. Select the Review tab.


The Review tab is displayed.

Click Review

3. Select the New Comment button in


the Comments group.
A new balloon appears in the Markup
Area and comment marks surround the Click
selected text.
4. Enter the desired comment.
The comment text appears in the
markup balloon.

Type Include more about


our exercise equipment
offerings

5. Click anywhere outside the markup


balloon.
The insertion point appears in the
document text.

Click anywhere outside


the markup balloon

Practice the Concept: Select the View menu and click the Draft button in the
Document Views group. Notice the reviewers initials that are displayed beside each
comment mark. Hover the mouse pointer between any of the comment marks and
observe the ScreenTip that displays the comment. Click the Print Layout button in
the Document Views group to return to Print Layout view.

MANAGING COMMENTS

Discussion
If a document contains comments made by several different reviewers, you can view
all the markup balloons, or only the balloons of selected reviewers, identified by their
user names. Word 2007 derives the users name from the User Name field in the
Popular section of the Word Options dialog box.

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Managing comments

By default, Word 2007 displays the comments of all


reviewers. If All Reviewers is selected in the Reviewers list,
deselecting it hides all comments.

You can also hide all comments by clicking the Show


Markup button and deselecting Comments.

Procedures
1. Select the Review tab.
2. Select the Show Markup button
group.

in the Tracking

3. Point to Reviewers.
4. Select or deselect the reviewer whose comments you want to view or
hide, respectively, or select All Reviewers.

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Lesson 18 - Working with Comments and Revisions

Word 2007 - Lvl 2

Step-by-Step
View comments in a document.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab) and go to the top of the document.

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the Show Markup button in the


Tracking group.
A list of available options is displayed.

Click

3. Point to Reviewers.
A list of all document reviewers is
displayed.

Point to Reviewers

4. Select or deselect the reviewer whose


comments you want to view or hide,
respectively, or select All Reviewers.
The comments of the selected
reviewers or those of all reviewers
appear or are hidden accordingly.

Click Linda Mullen to


deselect it

Practice the Concept: Select Kirk Johnson from the Reviewers list to deselect it.
Select All Reviewers from the Reviewers list.

VIEWING AND NAVIGATING COMMENTS

Discussion
You can use the Review tab to navigate and delete comments. This is particularly
useful in large documents to which several reviewers have added comments. You can
quickly step from one comment to the next and delete comments you no longer need.
You can also choose to display and navigate only the comments from selected
reviewers, which makes it easy to review the comments from one reviewer at a time,
if required.
Word 2007 steps through comments beginning from the position of the insertion
point, so it is generally best to move to the top of the document before beginning your
review. However, if you have already reviewed part of the document, this means it is
also easy to continue from where you left off previously.

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Lesson 18 - Working with Comments and Revisions

Viewing and navigating comments

You can cut or copy text from a comment balloon and paste it
directly into the document.

You can also delete a comment by right-clicking the comment


balloon and selecting Delete Comment.

If comments from only some reviewers are displayed, you can


delete all their comments by clicking the arrow on the righthand part of the Delete button in the Comments group and
choosing Delete All Comments Shown. (This option is not
available if the All Reviewers option on the Show Markup
button is selected.)

You can delete all comments (whether displayed or not) by


clicking the arrow on the right-hand part of the Delete button
in the Comments group and choosing Delete All Comments
in Document.

Balloons can be enabled or disabled using the Balloons button


in the Tracking group on the Review tab.

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Procedures
1. Position the insertion point where you want to begin reviewing
comments.
2. Select the Review tab.
3. Select the Show Markup button
group.

in the Tracking

4. Point to Reviewers.
5. Select or deselect reviewers, as necessary, until only the reviewers
whose comments you want to review are selected (you may have to
repeat steps 3-5 several times).
6. Select the Next button

in the Comments group.

7. To delete the currently selected comment, if desired, select the lefthand part of the Delete button
in the Comments group.
8. Repeat steps 6 and (optionally) 7 to review further comments.
9. To return to a previous comment, select the Previous button
in the Comments group.

Step-by-Step
Manage comments in a document.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

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Steps

Practice Data

1. Position the insertion point where you


want to begin reviewing comments.
The insertion point moves to the
selected position.

Press [Ctrl+Home]

2. Select the Review tab.


The Review tab is displayed.

Click Review

3. Select the Show Markup button in the


Tracking group.
A list of available options opens.

Click

4. Point to Reviewers.
A list of all document reviewers opens.

Point to Reviewers

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Steps

Practice Data

5. Select or deselect reviewers, as


necessary, until only the reviewers
whose comments you want to review
are selected (you may have to repeat
steps 3-5 several times).
The comments of the selected or
deselected reviewers appear or are
hidden accordingly.

Click Kirk Johnson to


deselect it

6. Select the Next button in the


Comments group.
The insertion point moves to the next
visible comment.

Click

7. To delete the currently selected


comment, if desired, select the lefthand part of the Delete button in the
Comments group.
The comment is deleted.

Click

8. Repeat steps 6 and (optionally) 7 to


review further comments.
The insertion point moves to the next
visible comment.

Click

9. To return to a previous comment,


select the Previous button in the
Comments group.
The insertion point moves to the
previous comment.

Click

twice

Practice the Concept: Use the zoom slider to change the zoom to 150%. In the first
balloon, delete the words photos or. Then, return the zoom to 100%.
Close COMMENT.DOCX.

ENABLING BALLOON OPTIONS

Discussion
By default, Word 2007 shows only comments and formatting changes in balloons.
You can change this setting to also include revisions in balloons or not to use balloons
and show all revisions directly in the text.

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Enabling Balloon options

You can also change Balloon options by clicking the lower


part of the Track Changes button and selecting Change
Tracking Options from the menu that appears.

Procedures
1. Select the Review tab.

2. Select the Balloons button

in the Tracking group.

3. Select the required option.


4. Select the bottom part of the Track Changes button
Tracking group.

in the

5. Select Change Tracking Options.


6. Select the desired options in the Balloons section of the dialog box.
7. Select the OK button

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Step-by-Step
From the Student Data directory, open TRACK2.DOCX.
Enable Balloon options.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the Balloons button in the


Tracking group.
The Balloons menu opens.
3. Select the required option.
The selected option is applied.
4. Select the bottom part of the Track
Changes button in the Tracking
group.
The Track Changes menu opens.

Click
Click Show Revisions in
Balloons
Click

5. Select Change Tracking Options.


The Track Changes Options dialog
box opens.

Click Change Tracking


Options

6. Select the desired options in the


Balloons section of the dialog box.
The desired options are selected.

Click the Preferred width


spin box to change the
value to I inch

7. Select the OK button.


The Track Changes Options dialog
box closes.

Click

Practice the Concept: Click the Balloons button and select Show All Revisions
Inline. Hover the mouse pointer over each revision in turn and notice the ScreenTip
that appears. Notice the vertical line to the left of the Sporting Equipment heading;
this indicates that, as well as the comment, there is a revision for this line. Hover the
mouse pointer over the word Sporting to see the ScreenTip for the formatting
revision.
Click the Balloons button and select Show Revisions in Balloons. If necessary, scroll
the document to the right to see the complete balloons. Notice the Go buttons in the
balloons for the Moved text. Click the Go button in the Moved down [1] balloon.
Notice that Word 2007 highlights the location to which the text was moved.

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SELECTING OPTIONS FOR SHOW MARKUP

Discussion
You can choose what kind of markup to display in the document. You can hide or
show insertions and deletions, comments, formatting changes and other kinds of
markup such as handwritten and voice comments when using a Tablet PC.

Selecting options for Show Markup

Page 312

You can also use the Show Markup button to display or hide
all markup for a reviewer. Click the Show Markup button and
point to Reviewers in the menu that appears; a submenu
listing the names of reviewers is displayed. Select or deselect a
reviewers name to show or hide all markup for that reviewer.

Word 2007 automatically redisplays all markup when


reopening a document that was saved and closed with hidden
markup.

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

When you hide markup entries they are not removed from the
document. If you send a document containing hidden markup
to someone else, the hidden entries will redisplay
automatically when the document is opened. Always use the
Document Inspector to check your documents for hidden
data before sending.

Procedures
1. Select the Review tab.
2. Select the Show Markup button
group.

in the Tracking

3. Select or deselect the desired option.

Step-by-Step
Select options for Show Markup.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

3. Select or deselect the desired option.


The chosen markup entries are
displayed or hidden accordingly.

Click Comments

Practice the Concept: Click the Show Markup button in the Tracking group and
select Comments to redisplay the hidden comments.
Click the Show Markup button and point to Reviewers in the menu to display a list
of reviewers. Deselect Wendy James. Notice that all types of markup created by
Wendy James are hidden (comments, insertions and deletions and formatting
changes).

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Redisplay the markup for Wendy James.

DISPLAYING THE REVIEWING PANE

Discussion
The Reviewing Pane provides another way to view the markup in a document. The
currently visible revisions (tracked changes and comments) appear as a list in a
separate window which you can display below or to the left of the document.
The title bar of the Reviewing Pane displays a Summary showing the total number
of visible revisions. If you have used the Show Markup button to hide some types of
revision, the summary indicates that you are viewing a filtered list. A detailed
summary of the visible revisions displays below the title bar and shows how many
Insertions, Deletions, Moves, Formatting changes and Comments are visible. You
can hide the detailed summary, if desired.
The list of revisions is divided into sections. The first section shows Main document
changes and comments and the following sections show Header and footer
changes, Text box changes, Header and footer text box changes, Footnote
changes and Endnote changes, respectively.
You can edit Comments in the Reviewing Pane and you can continue working in the
document with the Reviewing Pane open.

Displaying the Reviewing Pane

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Lesson 18 - Working with Comments and Revisions

If there is a lot of markup on a page, comments from a


reviewer may be too long to fit into a comment balloon. In this
situation, the Reviewing Pane automatically appears to
display the excess text.

The Reviewing Pane is also used to display inserted or


deleted graphics.

You can cut or copy text from the Reviewing Pane and paste
it directly into the document.

Procedures
1. Select the Review tab.
2. Select the left-hand part of the Reviewing Pane button
in the Tracking group.

3. Select the Hide Detailed Summary button


of the Reviewing Pane title bar.

on the right-hand side

4. Select the Show Detailed Summary button


side of the Reviewing Pane title bar.

on the right-hand

Step-by-Step
Display the Reviewing Pane.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the left-hand part of the


Reviewing Pane button in the
Tracking group.
The Reviewing Pane opens.

Click

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Steps

Practice Data

3. Select the Hide Detailed Summary


button on the right-hand side of the
Reviewing Pane title bar.
The detailed summary is hidden from
view.

Click

4. Select the Show Detailed Summary


button on the right-hand side of the
Reviewing Pane title bar.
The detailed summary is redisplayed.

Click

Practice the Concept: Scroll the list of revisions. Double-click the first colored bar
with Linda Mullens name. Notice that Word selects the corresponding markup entry
in the document.
Click the arrow on the right-hand part of the Reviewing Pane button in the Tracking
group and select Reviewing Pane Horizontal. Click the arrow on the right-hand part
of the Reviewing Pane button in the Tracking group and select Reviewing Pane
Vertical.
Click the left-hand part of the Reviewing Pane button in the Tracking group to hide
the Reviewing Pane.
Close TRACK2.DOCX.

COMPARING DOCUMENTS

Discussion
You can easily compare two versions of a document (the Original Document and a
Revised Document). Word 2007 compares the two documents and displays the result
in a Compared Document pane. The Compared Document shows the text of the
Original Document with the differences found in the Revised Document marked as
tracked changes. You can then review the changes and decide what to keep and what
to reject. This is known as the Legal Blackline method of comparing.
You can choose which types of changes you want to compare and you can select
whether to display the changes in the original, the revised or a new document.

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Lesson 18 - Working with Comments and Revisions

Comparing documents

If you want to compare changes from a number of reviewers,


do not use the Legal Blackline method. Use Combine
revisions from multiple authors instead.

By default, the tracked changes are labeled with the name of


the last person to save changes in the Revised Document.
You can change the label assigned to the tracked changes by
editing the automatic entry in the Label changes with text
box in the Compare Documents dialog box.

By default, the vertical Reviewing Pane opens to the left of


the Compared Document pane. You can use the left-hand
part of the Reviewing Pane button to hide or display the
Reviewing Pane. You can use the arrow on the right-hand
part of the Reviewing Pane button to switch between the
horizontal and vertical Reviewing Pane.

By default, both the Original Document and the Revised


Document (the Source Documents) display in separate panes
to the right of the Compared Document pane. You can use
the Show Source Documents button to hide or display either
document.

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If either of the documents you are comparing already contain


tracked changes, Word 2007 displays a message box warning
that, if you proceed, the existing tracked changes will be
marked as accepted and asking whether you wish to continue.

The options available in the extended dialog box that is


displayed when you click the More button in the Compare
Documents dialog box are shared with the Combine
Documents feature. Changes to the options in either the
Compare Documents or Combine Documents dialog box will
become the new default settings for both Compare Documents
and Combine Documents. Always check the options when
comparing or combining documents.

Procedures
1. Select the Review tab.

2. Select the Compare button

in the Compare group.

3. Select Compare from the menu.


4. Select the Browse for Original button
Original document box.

to the right of the

5. Open the folder where the file you want to merge is stored.
6. Select the original document.
7. Select the Browse for Revised button
document box.

to the right of the Revised

8. Select the revised version of the document.


9. Select the More button
dialog box.

in the Compare Documents

10. Select the desired settings in the expanded dialog box.


11. Select the OK button

12. Select the Office button

13. Select the Save As option.

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Lesson 18 - Working with Comments and Revisions

14. Enter the desired filename for the new Compared Document.
15. Select the Save button

Step-by-Step
Compare two documents.
If necessary, close any open documents (including blank documents, but keep Word
open).

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the Compare button in the


Compare group.
The Compare menu opens.
Click
3. Select Compare from the menu.
The Compare Documents dialog box
opens.

Click the Compare option


in the menu

4. Select the Browse for Original button


to the right of the Original document
box.
The Open dialog box opens.

Click
beside the
Original document box

5. Open the folder where the file you


want to merge is stored.
A list of available folders and files
opens.

Double-click to open the


student data folder

6. Select the original document.


The filename is displayed in the
Original document box.

Double-click
REV_1.DOCX

7. Select the Browse for Revised button


to the right of the Revised document
box.
The Open dialog box opens.

Click
beside the
Revised document box

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Steps

Practice Data

8. Select the revised version of the


document.
The filename is displayed in the
Revised document box and the name
of the last person who saved changes
in the Revised document is displayed
in the Label changes with box.

Double-click
REV_EK.DOCX

9. Select the More button in the


Compare Documents dialog box.
The dialog box expands to display
more options.
10. Select the desired settings in the
expanded dialog box.
The desired settings are selected and
become the new default settings for
comparing documents.
11. Select the OK button.
The documents are compared and a
new version of the document with the
differences marked as tracked changes
is displayed in the Compared
Document pane. The Vertical
Reviewing Pane is displayed to the left
of the Compared Document pane. The
Original Document and Revised
Document are displayed in two more
panes to the right of the Compared
Document pane.

Click

Follow the instructions


shown below the table
before continuing on to
the next step

Click

12. Select the Office button.


The Office menu opens.

Click

13. Select the Save As option.


The Save As dialog box opens.

Click

14. Enter the desired filename for the new


Compared Document.
The filename is displayed in the File
name box.

Type COMPARE1

15. Select the Save button.


The file is saved.

Click

In the Comparison settings section of the dialog box, ensure that all the options are
selected. In the Show changes section, select Word level and New document.
Return to the table and continue on to the next step (step 11).
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Lesson 18 - Working with Comments and Revisions

Practice the Concept: Double-click the first Inserted heading in the Reviewing
Pane. Notice that the Compared Document pane scrolls to the appropriate line and
the insertion point appears at the beginning of the marked text. Notice also that the
Original Document and Revised Document panes similarly scroll to the appropriate
line.
Notice that additional text from the Revised Document is marked as an insertion in
the Compared Document pane and text that was deleted or overtyped in the Revised
Document is marked as a deletion in the Compared Document pane.
Close COMPARE1.DOCX.

COMBINING MULTIPLE REVISIONS

Discussion
You can compare multiple versions of a document and decide which changes you
want to keep. If you create several drafts of the same document or ask several people
to review a document you can compare the differences by combining the documents.
Combining documents is similar to comparing documents using the Legal Blackline
method but with one major difference.
You begin by combining the Original Document and the first Revised Document.
Word 2007 displays the result in a Combined Document pane. The Combined
Document shows the text of the Original Document with the differences found in the
Revised Document marked as tracked changes.
The difference between this and the Legal Blackline method is that, if either the
Original Document or the Revised Document already contained tracked changes,
they are carried through into the Combined Document so you can see who is
responsible for each change. Any untracked changes are attributed to the last person to
save the document.
You then combine the next Revised Document into the Combined Document. Again
the existing tracked changes are retained and any untracked changes are attributed to
the last person to save the document.
The process is repeated for each Revised Document until all versions have been
incorporated into the Combined Document. You can then review all the changes and
decide what to keep and what to reject.
You can choose which types of changes you want to incorporate into the Combined
Document and at each stage you can select whether the changes should be combined
into the Original Document, the Revised Document or a new document.

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The Combine Documents dialog box

Page 322

Tracked changes are incorporated into the Combined


Document together with the name of the person who made the
changes. Untracked changes are marked by default with the
name of the person who last saved the document. When
combining multiple documents, at each stage you can change
the label assigned to untracked changes by editing the default
entry in the Label unmarked changes with text boxes in the
Combine Documents dialog box.

By default, the vertical Reviewing Pane opens to the left of


the Combined Document pane. You can use the left-hand
part of the Reviewing Pane button to hide or display the
Reviewing Pane. You can use the arrow on the right-hand
part of the Reviewing Pane button to switch between the
horizontal and vertical Reviewing Pane.

By default, both the Original Document and the Revised


Document (the Source Documents) display in separate panes
to the right of the Combined Document pane. You can use
the Show Source Documents button to hide or display either
document.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Because of the way formatting changes are displayed, Word


2007 can only store one set of formatting changes at a time.
Therefore, when you combine multiple documents, at each
stage you may be prompted to decide whether you want to
keep the tracked formatting changes already shown in the
Original Document or use the formatting from the Revised
Document. If you do not need to track formatting changes you
can clear the Formatting check box in the Combine
Documents dialog box before combining. If you do need to
track formatting changes, you should review the tracked
formatting changes after combining each Revised Document
and accept or reject each formatting change as desired.

The options available in the extended dialog box that is


displayed when you click the More button in the Combine
Documents dialog box are shared with the Compare
Documents feature. Changes to the options in either the
Combine Documents or Compare Documents dialog box will
become the new default settings for both Combine Documents
and Compare Documents. Always check the options when
combining or comparing documents.

Procedures
1. Select the Review tab.

2. Select the Compare button

in the Compare group.

3. Select Combine from the menu.


4. Select the Browse for Original button
Original document box.

to the right of the

5. Open the folder where the file you want to merge is stored.
6. Select the original document.
7. Select the Browse for Revised button
document box.

to the right of the Revised

8. Select the first revised version of the document.

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9. Select the More button


dialog box, if necessary.

Word 2007 - Lvl 2

in the Combine Documents

10. Select the desired settings in the expanded dialog box.


11. Select the OK button

12. Select the Compare button

in the Compare group.

13. Select Combine from the menu.


14. Select the Browse for Original button
Original document box.

to the right of the

15. Select the original document.


16. Select the Browse for Revised button
document box.

to the right of the Revised

17. Select the next revised version of the document.


18. Select the OK button

19. Repeat steps 12-18 as many times as required to combine further


revised versions of the original document.

20. Select the Office button

21. Select the Save As option.


22. Enter the desired filename for the combined version of the document.
23. Select the Save button

Step-by-Step
Combine multiple documents.
If necessary, close any open documents (including blank documents, but keep Word
open).

Page 324

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Steps

Practice Data

2. Select the Compare button in the


Compare group.
The Compare menu opens.
Click
3. Select Combine from the menu.
The Combine Documents dialog box
opens.

Click the Combine option


in the menu

4. Select the Browse for Original button


to the right of the Original document
box.
The Open dialog box opens.

Click
beside the
Original document box

5. Open the folder where the file you


want to merge is stored.
A list of available folders and files
opens.

Double-click to open the


student data folder

6. Select the original document.


The filename is displayed in the
Original document box.

Double-click
REV_1.DOCX

7. Select the Browse for Revised button


to the right of the Revised document
box.
The Open dialog box opens.

Click
beside the
Revised document box

8. Select the first revised version of the


document.
The filename is displayed in the
Revised document box.

Double-click
REV_EK.DOCX

9. Select the More button in the


Combine Documents dialog box, if
necessary.
The dialog box expands to display
more options.
10. Select the desired settings in the
expanded dialog box.
The desired settings are selected and
become the new default settings for
combining documents.

Villanova UNIT Training

Click

Follow the instructions


shown below the table
before continuing on to
the next step

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Lesson 18 - Working with Comments and Revisions

Steps
11. Select the OK button.
The documents are combined and a
new version of the document with the
differences marked as tracked changes
is displayed in the Combined
Document pane. The Vertical
Reviewing Pane is displayed to the left
of the Combined Document pane and
the Original Document and Revised
Document are displayed in two more
panes to the right of the Combined
Document pane.

Word 2007 - Lvl 2

Practice Data
Click

12. Select the Compare button in the


Compare group.
The Compare menu opens.
Click

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13. Select Combine from the menu.


The Combine Documents dialog box
opens.

Click the Combine option


in the menu

14. Select the Browse for Original button


to the right of the Original document
box.
The Open dialog box opens.

Click
beside the
Original document box

15. Select the original document.


The filename is displayed in the
Original document box.

Double-click
REV_1.DOCX

16. Select the Browse for Revised button


to the right of the Revised document
box.
The Open dialog box opens.

Click
beside the
Revised document box

17. Select the next revised version of the


document.
The filename is displayed in the
Revised document box.

Double-click
REV_TJ.DOCX

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Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Steps
18. Select the OK button.
The documents are combined and the
differences found in the Revised
Document are added to the tracked
changes already displayed in the
Combined Document pane. The
Vertical Reviewing Pane remains
displayed on the left. The Original
Document pane now displays the
previous combined version of the
document and the Revised Document
pane displays the Revised Document
you have just combined.
19. Repeat steps 12-18 as many times as
required to combine further revised
versions of the original document.
The revisions from the additional
documents are incorporated into the
Combined Document.
20. Select the Office button.
The Office menu opens.

Practice Data
Click

Follow the instructions


shown below the table
before continuing on to
the next step

Click

21. Select the Save As option.


The Save As dialog box opens.

Click Save As

22. Enter the desired filename for the


combined version of the document.
The filename is displayed in the File
name box.

Type REVISED

23. Select the Save button.


The file is saved.

Click

In the Comparison settings section of the dialog box, ensure that all the options are
selected. In the Show changes section, select Word level and Original document.
Return to the table and continue on to the next step (step 11).
Repeat steps 12 to 18 but use the filename REV_WJ.DOCX at step 17.
Return to the table and continue on to the next step (step 20).
Practice the Concept: Open the Combine Documents dialog box and combine again
using REVISED.DOCX as the Original Document and REV_YL.DOCX as the
Revised Document.

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Notice the message box that is displayed. (The REVISED.DOCX document already
contains tracked formatting changes and the REV_YL.DOCX document also
contains formatting changes. Word can only store one set of formatting changes).
Select the option to keep formatting changes from REV_YL.DOCX then click
Continue with Merge.
Notice that all the formatting changes previously tracked in the REVISED.DOCX
document are rejected and only the formatting changes suggested in the
REV_YL.DOCX document are incorporated in the Combined Document.
Select the Show Source Documents button in the Compare group on the Review tab
and select Hide Source Documents. Notice that the Original Document and Revised
Document panes are no longer displayed.
Select the left-hand part of the Reviewing Pane button in the Tracking group on the
Review tab. Notice that the Reviewing Pane is hidden from view.
Select the Save button on the Quick Access Toolbar to save the document.

REVIEWING TRACKED CHANGES

Discussion
You can use the Review tab to navigate and accept or reject tracked changes. This is
particularly useful when revisions have been made by several reviewers or when you
have combined several versions of a document. You can quickly step from one
tracked change to the next and accept or reject each change. When you accept or
reject a tracked change, Word 2007 removes the markup balloon and revision marks
from the item.
Word 2007 steps through tracked changes beginning from the position of the insertion
point, so it is generally best to move to the top of the document before starting your
review. However, if you have already reviewed part of the document, this means it is
also easy to continue from where you left off previously.

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You can use the Reviewing Pane button on the Reviewing tab
to display the revisions in the Reviewing Pane, if you prefer.

You can also use the Next and Previous buttons in the
Comments group on the Review tab to review just the
comments, if you wish.

You can delete a Comment using either the Delete button in


the Comments group or the Reject button in the Changes
group on the Review tab.

Villanova UNIT Training

Word 2007 - Lvl 2

Lesson 18 - Working with Comments and Revisions

Procedures
1. Position the insertion point where you want to begin reviewing
comments.
2. Select the Review tab.
3. Select the Next button

in the Changes group.

4. To skip a tracked change or comment without accepting or rejecting


it, select the Next button
in the Changes group.
5. To accept a tracked change, select the top part of the Accept and
Move to Next button

in the Changes group.

6. To reject a tracked change or delete a comment, select the left-hand


part of the Reject and Move to Next button
in the
Changes group.
7. Continue accepting or rejecting changes as desired.

Step-by-Step
Review tracked changes.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Position the insertion point where you


want to begin reviewing changes.
The insertion point moves to the
selected position.

Press [Ctrl+Home]

2. Select the Review tab.


The Review tab is displayed.

Click Review

3. Select the Next button in the Changes


group.
The first tracked change or comment
after the position of the insertion point
is selected.

Click

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Steps

Practice Data

4. To skip a tracked change or comment


without accepting or rejecting it, select
the Next button in the Changes group.
The revision marks and markup
balloon remain in the document and
the next tracked change or comment is
selected.

Click

5. To accept a tracked change, select the


top part of the Accept and Move to
Next button in the Changes group.
The tracked change is accepted, the
revision marks and markup balloon
are removed from the document and
the next tracked change or comment is
selected.

Click
twice to
accept the next two
changes

6. To reject a tracked change or delete a


comment, select the left-hand part of
the Reject and Move to Next button
in the Changes group.
The tracked change is rejected or the
comment is deleted, the revision marks
and markup balloon are removed from
the document and the next tracked
change or comment is selected

Click

7. Continue accepting or rejecting


changes as desired.
The changes are accepted or rejected
accordingly.

Follow the instructions


shown below the table to
complete this step

Reject the next two changes (In addition) and (Deleted: For items not produced by
Worldwide Sporting Goods).
Click the Balloons button and select Show All Revisions Inline. Notice that the
markup balloons are hidden from view.
Click the left-hand part of the Reviewing Pane button to display the Reviewing Pane.
Accept the next four changes (Inserted: top), (Deleted: first-), (Inserted:
manufacturers of sporting goods.) and (Deleted: Sporting Goods
Manufacturers.). Notice that as changes are accepted they are also removed from the
Reviewing Pane.
Click the left-hand part of the Reviewing Pane button to hide the Reviewing Pane.
Click the Balloons button and select Show Revisions in Balloons.

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Save the document.

ACCEPTING/REJECTING ALL CHANGES

Discussion
Word 2007 provides several features to simplify the task of reviewing changes. By
default, tracked changes display in Final Showing Markup view. This shows the
document with suggested insertions and formatting changes displayed in the text;
proposed deletions and descriptions of formatting changes display in markup balloons.
You can easily change the display to Final view, which shows the document as it
would appear if you accepted all tracked changes, or Original view, which shows
how the document would look if you rejected all tracked changes.
Word 2007 provides options for you to quickly accept or reject all changes.
You can also change the display to Original Showing Markup view. This shows the
original text and formatting with proposed deletions displayed in the text; suggested
insertions and formatting changes display in markup balloons.
It is also possible to accept or reject only changes made by one or more authors rather
than all changes. If you display only changes made by selected authors, Word lets
you accept or reject just the changes shown.
Similarly, you can quickly accept or reject all changes of a particular type, such as
Formatting changes or Insertions and Deletions, by displaying only that type of
change and accepting or rejecting just the changes shown.

You can choose to display only certain types of changes by


clicking the Show Markup button in the Tracking group on
the Review tab and deselecting the types you do not wish to
display.

You can choose to display only changes from selected


reviewers by clicking the Show Markup button in the
Tracking group on the Review tab, pointing to Reviewers in
the menu that opens, and selecting or deselecting reviewers.

If you choose to hide at least one type of tracked change (Ink,


Insertions and Deletions or Formatting), or the revisions of
at least one reviewer, the following options are available:
If you click the bottom part of the Accept button in the
Changes group, you can Accept All Changes Shown.
If you click the right-hand part of the Reject button in the
Changes group, you can Reject All Changes Shown.

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If you choose to hide the revisions of at least one reviewer, the


following additional option is available:
If you click the right-hand part of the Delete button in the
Comments group, you can Delete All Comments Shown.

If you hide one or more types of markup, such as Formatting


or Insertions and Deletions, then select Accept All Changes
in Document or Reject All Changes in Document, the
hidden markup types are also accepted or rejected.

If you hide the revisions of one or more reviewers, then select


Delete All Comments in Document, any hidden comments
are also deleted.

Procedures
1. Select the Review tab.
2. To choose how proposed changes are displayed in the document,
select the Display for Review list
right of the Display for Review icon

to the
in the Tracking group.

3. Select the desired option.


4. To choose what kind of markup to show in the document, select the
Show Markup button
in the Tracking group.
5. Select or deselect the desired option, as appropriate.
6. To display only revisions from one reviewer, select the Show
Markup button
in the Tracking group.
7. Point to Reviewers.
8. Deselect All Reviewers.
9. Select the Show Markup button
group.

in the Tracking

10. Point to Reviewers.


11. Select the desired reviewer.
12. To accept only the changes currently displayed, select the bottom
part of the Accept button

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in the Changes group.

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Lesson 18 - Working with Comments and Revisions

13. Select Accept All Changes Shown.


14. To reject only the changes currently displayed, select the right-hand
part of the Reject button in the Changes group.
15. Select Reject All Changes Shown.
16. To delete only the comments currently displayed, select the righthand part of the Delete button in the Comments group.
17. Select Delete All Comments Shown.
18. To redisplay revisions from all reviewers, select the Show Markup
button
in the Tracking group.
19. Point to Reviewers.
20. Select All Reviewers.
21. To accept all revisions in the document, select the bottom part of the
Accept button

in the Changes group.

22. Select Accept All Changes in Document.


23. To reject all revisions in the document, select the right-hand part of
the Reject button in the Changes group.
24. Select Reject All Changes in Document.
25. To delete all comments in the document, select the right-hand part of
the Delete button in the Comments group.
26. Select Delete All Comments in Document.

Step-by-Step
Accept or reject all tracked changes.
If necessary, switch to Print Layout view (select this from the Document Views
group on the View tab).

Steps

Practice Data

1. Select the Review tab.


The Review tab is displayed.

Click Review

2. Select the Display for Review list to


the right of the Display for Review
icon in the Tracking group.
A menu of options opens.

Click

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Steps

Practice Data

3. Select Final.
Word hides the revision marks and
markup balloons and the document
displays as it would if you accepted all
changes in the document.

Click Final

4. Select the Display for Review list to


the right of the Display for Review
icon in the Tracking group.
A menu of options opens.

Click

5. Select Original.
The document displays as it would if
you rejected all changes in the
document. Revision marks and markup
balloons remain hidden.

Click Original

6. Select the Display for Review list to


the right of the Display for Review
icon in the Tracking group.
A menu of options opens.

Click

7. Select Original Showing Markup.


Word redisplays revision marks and
markup balloons. The original text and
formatting display with proposed
deletions displayed in the text and
suggested insertions and formatting
changes displayed in markup balloons.

Click Original Showing


Markup

8. Select the Display for Review list to


the right of the Display for Review
icon in the Tracking group.
A menu of options opens.

Click

9. Select Final Showing Markup.


The document displays suggested
insertions and formatting changes in
the text. Proposed deletions and
descriptions of formatting changes
display in markup balloons.

Click Final Showing


Markup

10. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

11. Deselect the desired option.


All markup of the desired type is
hidden from view.

Click Insertions and


Deletions

to the right of

to the right of

to the right of

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Lesson 18 - Working with Comments and Revisions

Steps
12. Select the bottom part of the Accept
button in the Changes group.
A menu of options opens.

Practice Data
Click

13. Select Accept All Changes Shown.


All changes currently displayed are
accepted and the appropriate revision
marks and markup balloons are
removed from the document.
Comments are not classed as a change
and remain in the document.

Click Accept All


Changes Shown

14. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

15. Select the desired option.


All markup of the desired type is
redisplayed.

Click Insertions and


Deletions

16. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

17. Point to Reviewers.


A list of document reviewers opens.

Point to Reviewers

18. Deselect All Reviewers.


Word hides all revision marks and
markup balloons.

Click All Reviewers

19. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

20. Point to Reviewers.


A list of document reviewers opens.

Point to Reviewers

21. Select the desired reviewer.


Word displays only the revisions of the
selected reviewer.

Click Chris Saunders

22. Select the right-hand part of the Reject


button in the Changes group.

Click on the right-hand


part of the Reject button
in the Changes group

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Steps

Practice Data

23. Select Reject All Changes Shown.


All changes currently displayed are
rejected and the appropriate revision
marks and markup balloons are
removed from the document.
Comments are not classed as a change
and remain in the document.

Click Reject All Changes


Shown

24. Select the Show Markup button in the


Tracking group.
A menu of options opens.

Click

25. Point to Reviewers.


A list of document reviewers opens.

Point to Reviewers

26. Select All Reviewers.


Word redisplays all remaining
revision marks and markup balloons.

Click All Reviewers

27. Select the bottom part of the Accept


button in the Changes group.
A menu of options opens.

Click

28. Select Accept All Changes in


Document.
Word accepts all remaining changes
and removes the revision marks and
markup balloons. Comments are not
classed as a change and remain in the
document.

Click Accept All


Changes in Document

29. Select the right-hand part of the Delete


button in the Comments group.
A menu of options opens.

Click on the right-hand


part of the Delete button
in the Comments group

30. Select Delete All Comments in


Document.
Word deletes all remaining comments
in the document.

Click Delete All


Comments in Document

Close REVISED.DOCX.

PRINTING MARKUP

Discussion
By default, when you print a document containing markup, Word 2007 prints the
markup exactly as it appears in the document in Print Layout view. You can also

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Lesson 18 - Working with Comments and Revisions

choose to print the document without the markup or to print just a list of the markup
which prints the contents of the Reviewing Pane.
When you print a list of markup, the heading for each revision or comment includes
the page number on which the item appears as well as the name of the reviewer and
the date and time the revision was made.

Before printing markup you should display the document in


Print Layout view and use the options available on the
Display for Review, Show Markup and Balloons buttons in
the Tracking group on the Review tab to control the way that
markup is displayed.

To print the document without markup, select Document from


the Print what list in the Print dialog box.

To print the contents of the Reviewing Pane, select List of


markup from the Print what list in the Print dialog box.

If you print a document using the Document showing


markup option and one or more of the markup balloons in the
document cannot display all the text of the revision or
comment, Word also prints a list of markup containing the
entire text of each revision or comment that could not be
completely displayed in the document.

To print the complete text of large revisions or comments in


markup balloons in the document rather than as an additional
list of markup, click the bottom part of the Track Changes
button in the Tracking group on the Review tab and select
Change Tracking Options, increase the Preferred width
option in the Balloons section of the dialog box and set the
Paper orientation in printing option to Force Landscape.

Procedures
1. Select the Office button

2. Select the left-hand part of the Print button


3. Select the Print what list

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4. Select Document showing markup, List of markup or Document,


as appropriate.
5. Select OK.

Step-by-Step
From the Student Data directory, open REVISED2.DOCX.
Print markup.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the left-hand part of the Print


button.
The Print dialog box opens.

Click

3. Select the Print what list.


A list of options opens.

Click Print what

4. Select Document showing markup,


List of markup or Document, as
appropriate.
The selected option appears in the
Print what box.
5. Select OK.
The Print dialog box closes and the
document prints.

Click List of markup

Click

Practice the Concept: Print the document again selecting Document showing
markup from the Print what list in the Print dialog box.
Close REVISED2.DOCX.

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EXERCISE
WORKING WITH REVISIONS AND COMMENTS

Task
Enter a comment and view existing comments in balloons and the Reviewing Pane.
Enable and use change tracking, then disable it. Combine multiple documents and
review the changes.
1. Open INVITEX.DOCX from the student data folder.
2. If necessary, switch to the Print Layout view.
3. Select the Directions to the Showcase: text on page 2.
4. Insert the following comment: Include a detailed map.
5. View only the comments from Jill Smith.
6. Open the Reviewing Pane. Notice that only the comments of Jill
Smith appear in the Reviewing Pane.
7. Close the Reviewing Pane.
8. Delete the first comment from Jill Smith.
9. Display the comments of all reviewers.
10. Print the comments with the document.
11. Close INVITEX.DOCX without saving it.
12. Open INVITE1U.DOCX from the student data folder.
13. Enable change tracking.
14. Set the following change tracking options:

Markup options

Selection

Insertions

Italic

Changed lines

Outside Border

Changed lines color

Auto

Comments (color)

By author

Formatting

Double underline

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15. Change the first line of the document from You are invited to You
are cordially invited.
16. Disable change tracking.
17. Combine INVITE2U.DOCX into the current document.
18. Display both Source Documents.
19. Combine INVITE3U.DOCX into the current document.
20. Hide the Source Documents.
21. Hide the Reviewing Pane.
22. Accept the first two changes in the document.
23. Select Final from the Display for Review list on the Reviewing
toolbar. Notice that all markup is hidden.
24. Select Original Showing Markup from the Display for Review list
on the Reviewing toolbar. Notice that original text is now shown as
deletions in the text and insertions are displayed in balloons.
25. Accept all changes in the document.
26. Choose Save As and save the document as INVITEFINAL.DOCX.

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LESSON 19 MANAGING FILES


In this lesson, you will learn how to:
Select file views
Sort Word files
Use the My Places bar
Assign a password
Remove a password
Use digital signatures
Manage Document Recovery

Lesson 19 - Managing Files

Word 2007 - Lvl 2

SELECTING FILE VIEWS

Discussion
By default, the Open dialog box displays all files saved in Word format. The Views
button towards the top of the Open dialog box allows you to select one of seven
views: Extra Large Icons, Large Icons, Medium Icons, Small Icons, List, Details,
or Tiles.
The four Icons views display the files alphabetically in horizontal rows, with each file
represented by an icon respectively. The icons in Extra Large Icons view, however,
are so large that only one fits in the pane at a time. The icon represents the application
in which the file was created, and the name of the file appears below each icon. The
Small Icons view is the default setting.
The List view is similar to the Small Icons view, in that it displays only a small icon
and the file name; however, the files are displayed in wrapped column format, so that
more can be seen within the pane.
The Details view is a tabular view, with columns displaying the icon and file name,
the date and time the file was last modified, along with the type and size of the file.
The Tiles view displays a medium-sized icon, along with the file name, and the type
and size of the file.
You can change views using the Views list or by repeatedly clicking the Views button
to cycle through the available views.

The Open dialog box with the Tiles view selected


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Procedures
1. Select the Office button

2. Select the Open option.


3. Select the desired drive.
4. Select the desired folder.
5. Select the Views list

6. Select the desired view.

Step-by-Step
Select file views.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Open option.


The Open dialog box opens.

Click Open

3. Select the desired drive.


A list of available folders and files
opens.

Click the student data


drive, if necessary

4. Select the desired folder.


A list of available folders and files
opens.

Click the student data


folder, if necessary

5. Select the Views list.


The Views menu opens.
6. Select the desired view.
The files are presented accordingly.

Click
Click Tiles

Practice the Concept: Click the Views button repeatedly to cycle through the
available views. In particular, notice the information available via the Details view.

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SORTING WORD FILES

Discussion
Sorting files controls the order in which they appear in the Open dialog box. You can
sort by file name, date modified, type, or size, in ascending or descending order. For
example, if you want to display the files on which you most recently worked at the top
of the list, you can sort by the date modified.
Word 2007 also allows you to filter the files by a specific date, or display only the
files you worked on during a specific period; for example, this week. Similarly, you
can filter the files by file types, and so on. You can also group the files based on many
of the same criteria.

The files are sorted by date modified and filtered by type

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Clicking a column heading a second time switches the sort


order from ascending to descending. Clicking it a third time
switches it back again.

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Lesson 19 - Managing Files

Procedures
1. To sort the files, click the heading of the column by which you want
to sort.
2. Click the column heading a second time to change the sort order
from ascending to descending.
3. To filter or group the files, point to the desired column heading.
4. Select the column heading list

5. Select the desired option.


6. Click anywhere outside the menu to close it.

Step-by-Step
Sort Word files.
If necessary, open the Open dialog box and display the files in the student data folder
in the Details view.

Steps

Practice Data

1. To sort the files, click the heading of


the column by which you want to sort.
The files are sorted accordingly, and a
small arrow indicates by which
column the files are sorted.

Click the Date modified


heading

2. Click the column heading a second


time to change the sort order from
ascending to descending.
The files are sorted in the reverse
order, and the arrow points in the
opposite direction.

Click the Date modified


heading again

3. To filter or group the files, point to the


desired column heading.
The column heading list button
appears.

Point to the Type heading

4. Select the column heading list.


A menu of sorting, grouping and
filtering options opens, as appropriate
for the column.

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Click Type

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Lesson 19 - Managing Files

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Steps

Practice Data

5. Select the desired option.


The files shown in the pane are sorted,
grouped or filtered accordingly.

Select HTML
Document

6. Click anywhere outside the menu to


close it.
The menu closes.

Click anywhere in the


document

Practice the Concept: Turn off the Type filtering, so that all files are shown. Then,
click the Name column heading to sort the files by name in ascending order.

USING THE MY PLACES BAR

Discussion
You can access commonly-used files more quickly using the My Places bar in the
Open dialog box. In addition to providing easy access to recently changed documents
and other primary folders such as the My Documents folder, you can also add folders
you frequently use to the My Places bar.
The My Places bar also appears in the Save As and Insert Picture dialog boxes.

The My Places bar

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You can only add shortcuts to folders to the My Places bar;


you cannot add shortcuts to individual files.
You can only delete shortcuts that you have added to the My
Places bar. You cannot delete default places such as My
Documents.
You can delete a shortcut that you have added to the My
Places bar by right-clicking the shortcut you want to delete
and selecting the Remove Link option from the shortcut
menu.

Procedures
1. Select the drive where the folder for which you want to create a
shortcut is located.
2. Select the folder to which you want to create a shortcut.
3. Drag the folder to the desired location in the My Places bar.

Step-by-Step
Add a folder to the My Places bar.
If necessary, open the Open dialog box.

Steps

Practice Data

1. Select the drive where the folder for


which you want to create a shortcut is
located.
A list of available folders opens.

Click the student data


drive

2. Select the folder to which you want to


create a shortcut.
The folder is selected.

Click the student data


folder

3. Drag the folder to the desired location


in the My Places bar.
The folder appears in the My Places
bar.

Drag the folder to any


location in the My Places
bar

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Practice the concept: Click Recent Places on the My Places bar to see the files
contained in it. Then, scroll as necessary and click the Student Data folder on the My
Places bar. Notice that the files contained in the student data folder appear in the pane.
Right-click the Student Data folder in the My Places bar and select Remove Link to
delete it from the My Places bar. Confirm that you want to remove the link by
clicking Yes. Close the Open dialog box.

ASSIGNING A PASSWORD

Discussion
You can assign a password to a file so that only those users who know the password
can open the file. Passwords are often assigned to files that contain sensitive
information. They can also be used to secure files that are stored on a network.
Passwords can contain any combination of letters, numbers, and symbols. Passwords
must be at least 8 characters long and are case-sensitive.
After a password has been assigned, you will be prompted for the password each time
you open the document.
Different passwords can be assigned for opening a file and for making modifications
to it. If only a modification password is assigned, users can open and view the
document as read-only without knowing the password; they cannot, however, make
changes to it.

Assigning a password to a document

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You can use the Advanced button in the Security dialog box
to select an encryption type that allows longer passwords.

You can also assign a password to a file by selecting the


Protect Document button in the Protect group on the Review
tab. Select the Restrict Formatting and Editing option, and
then use the task pane to set the desired restrictions.

If you forget an assigned password, you will not be able to


open the file, and no one (not even Microsoft) will be able to
retrieve the password for you.

Procedures
1. Select the Office button

2. Select the Save As option.


3. Select the Tools button

4. Select the General Options option.


5. Type the desired password.
6. Select OK.
7. Type the password again.
8. Select OK.
9. Select Save.

Step-by-Step
From the Student Data directory, open MEMO41.DOCX.
Assign a password to a file.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

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Steps

Practice Data

2. Select the Save As option.


The Save As dialog box opens.

Click

3. Select the Tools button.


The Tools menu opens.

Click

4. Select the General Options option.


The General Options dialog box
opens, with the insertion point in the
Password to open box.

Click General Options...

5. Type the desired password.


Small solid circles () appear in the
Password to open box, one for each
character you type.

Type class

6. Select OK.
The Confirm Password dialog box
opens, with the insertion point in the
Reenter password to open box.
7. Type the password again.
Circles () appear in the Reenter
password to open box, one for each
character you type.
8. Select OK.
The Confirm Password and General
Options dialog boxes close.
9. Select Save.
The Save As dialog box closes, and the
password is saved with the file.

Click

Type class

Click

Click

Close MEMO41.DOCX.

REMOVING A PASSWORD

Discussion
If a password is no longer necessary, you can remove it from the file. You can then
open the file at any time without typing the password.
Before you can remove a password from a file, however, you must first use the
password to open it. The Password dialog box opens whenever you try to open a file
that has been password-protected.

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After you have removed a password, you must re-save the file to replace the
password-protected version.

If you forget an assigned password, you will not be able to


open the file, and no one (not even Microsoft) will be able to
retrieve the password for you.

Procedures
1. Select the Office button

2. Select the Open option.


3. Select the drive where the password-protected file is stored.
4. Select the folder where the password-protected file is stored.
5. Select the password-protected file.
6. Select the left-hand part of the Open button

7. Type the assigned password.


8. Select OK.

9. To remove the password, select the Office button

10. Select the Save As option.


11. Select the Tools button

12. Select the General Options option.


13. Press [Delete].
14. Select OK.
15. Select Save.

Step-by-Step
Remove a password from a password-protected file.

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Lesson 19 - Managing Files

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Select the Open option.


The Open dialog box opens.

Click Open

3. Select the drive where the passwordprotected file is stored.


A list of available folders and files
opens.

Click the student data


drive

4. Select the folder where the passwordprotected file is stored.


A list of available files opens.

Click the student data


folder

5. Select the password-protected file.


The file name is selected.

Scroll as necessary, and


click MEMO42

6. Select the left-hand part of the Open


button.
The Open dialog box closes, and the
Password dialog box opens, with the
insertion point in the Enter password
to open file box.

Click

7. Type the assigned password.


Small solid circles () appear in the
Enter password to open file box, one
for each character you type.

Type class

8. Select OK.
The Password dialog box closes, and
the document opens.
9. To remove the password, select the
Office button.
The Office menu opens.
10. Select the Save As option.
The Save As dialog box opens.

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Click

Click

Click

11. Select the Tools button.


The Tools menu opens.

Click

12. Select the General Options option.


The General Options dialog box
opens, with the circles representing
the password selected.

Click General Options...

13. Press [Delete].


The password is deleted.

Press [Delete]

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Word 2007 - Lvl 2

Steps
14. Select OK.
The General Options dialog box
closes.
15. Select Save.
The Save As dialog box closes, and the
file is saved without password
protection.

Lesson 19 - Managing Files

Practice Data
Click

Click

Close MEMO42 and then reopen it. Notice that you are no longer prompted for a
password. Then, close MEMO42.

USING DIGITAL SIGNATURES

Discussion
A digital signature is an electronic encryption-based stamp of authentication. It
confirms that the document sent by the signer has not been altered. It is easy to think
of a digital signature as a wax seal on a document. If you receive a document with the
wax seal intact, then you know that no one has tampered with the document. If you
receive a document and the seal has been broken, the document may have been
altered.
In order for a digital signature to be authentic, it must be acquired from a third party
vendor. Digital signatures you create yourself are called self-signed. Word does
provide a self-signed digital signature; however, since this signature is not issued by
another vendor, it is not considered authentic. In some organizations, self-signed
digital signature macros are not allowed to run. If you open a document with a digital
signature and make changes to it, the digital signature will be removed.

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Lesson 19 - Managing Files

Word 2007 - Lvl 2

Adding a digital signature to a document

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You will need to save your document before a digital


signature can be added. You will be prompted to save your
document when you try to create a new digital ID, if you have
not already done so.

If you do not want to purchase a digital signature from a thirdparty certificate authority, or if you want to digitally sign your
document immediately, you can create your own digital
certificate. Go to Add a Digital Signature from Prepare in
the Office menu, and select OK. You may be prompted to add
a Digital ID, including your name, e-mail address, and so on.
Once the Sign dialog box opens, complete the Purpose for
signing this document box. Select the Sign button, and a
Signature Confirmation warning message appears. Select OK.

Once you have digitally signed your document, it is locked


against further changes until the signature is removed.

If you want to remove a digital signature, open the Office


menu and select View Signatures from Prepare. The
Signatures pane will appear on the right of the document.
Right-click on the signature and select the Remove Signature
option. Click Yes on the Remove Signature warning window.

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Word 2007 - Lvl 2

Lesson 19 - Managing Files

Your digital signature can be authenticated only on the


computer on which you created the digital signature.

A digital signature can be removed and the document edited


by anyone with the same version of Word. However the
document can only be re-signed by the owner of the signing
certificate.

Procedures
1. Select the Office button

2. Point to the Prepare option.


3. Select the Add a Digital Signature option.
4. Select the desired option, and continue the process.

Step-by-Step
From the Student Data directory, open MEMO43.DOCX.
Digitally sign a document.

Steps

Practice Data

1. Select the Office button.


The Office menu opens.

Click

2. Point to the Prepare option.


The Prepare the document for
distribution list is displayed in the
right hand pane.

Point to Prepare

3. Select the Add a Digital Signature


option.
The Microsoft Office Word dialog box
opens.

Click Add a Digital


Signature

4. Select the desired option, and continue


the process.
The digital signature is created.

For the purposes of this


exercise, click

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Lesson 19 - Managing Files

Word 2007 - Lvl 2

At the point of opening the Microsoft Office Word dialog box you would normally
select the Signature Services from the Office Marketplace... button. This takes you
to the Digital Signing site on the Microsoft Office Online website. Here you select
the link on the service you want to use to obtain your digital certificate.
Close MEMO43.DOCX.

MANAGING DOCUMENT RECOVERY

Discussion
There may be times when Word closes unexpectedly before you can save changes to a
document you are working on, such as when your computer suddenly crashes or loses
power. The Document Recovery feature recovers as much of your work as possible
since you last saved your document.
When you re-start Word, one of two things happen. Either your document opens with
the latest changes so you can continue your work, or the Document Recovery task
pane displays automatically, and you will need to identify which version of the
document you want to keep. You can double-click the chosen document file name in
the Document Recovery task pane, select the Office button and then use the Save As
option to save the document.

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If you need to search for the original document, you can use
the Search feature in the Start menu. Enter the name of the
file in the top right-hand field and the results will
automatically be displayed. Double-click the file you want to
use.

You may decide to create backup copies of your work by


using the AutoRecover feature. Select Save in Word Options
and make sure the Save AutoRecover information every ...
minutes option is selected. Choose the interval that best suits
your requirements.

You might not be sure which version is the right version, so


you can save each version with a different name and then go
back later to review the different versions. Right-click each
version in the Document Recovery task pane, and then click
Save As to rename each document.

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Word 2007 - Lvl 2

Lesson 19 - Managing Files

EXERCISE
MANAGING FILES

Task
Managing Files.
1. What is a digital signature?

2. There are two types of digital signatures. What are they?

3. Can a digital signature be authenticated on any computer?


4. Can another person remove a digital signature?
5. Give an example of how you may lose information in the document
you are working on.
6. If your computer is turned off before you are able to save your
document, can you explain both of the things that may happen when
you restart the computer?

7. What can you do to make sure copies of your work are automatically
saved while you are working on your document?
8. As a practical exercise in Word, open the Open dialog box and the
student data folder.
9. Switch to the List view.
10. Switch to the Extra Large Icons view.
11. Return to the Details view.
12. Sort the files by size. Then, sort them again by name.
13. Add the student data folder to the My Places bar.
14. Use the My Places bar to view the Desktop.

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Lesson 19 - Managing Files

Word 2007 - Lvl 2

15. Remove the student data folder from the My Places bar.
16. Open PROTECT.DOCX.
17. Assign the password training to the file. Then, save and close it.
18. Open PROTECT.DOCX using the assigned password. Then,
remove the password from the file. Save the file and close it.

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INDEX
3-D effects
applying, 118, 119
Antonyms
finding, 219, 220
AutoCorrect
creating entries, 184, 185, 186
creating exceptions, 180, 181, 182
creating formatted entries, 187, 188, 189
creating plain text entries, 187
deleting entries, 190
selecting options, 176, 177, 178, 179, 180
AutoFormat, 24, 25
changing options, 26, 28
Balloons
setting options, 309, 310, 311
Borders
adding, 84
adding to a page, 88, 89
adding to a table, 90, 91, 92
adding to text, 85, 86
removing from a table, 93
Building Blocks Organizer, 18, 19
Cells
merging, 61, 62
rotating text, 63, 64, 65
selecting, 56
splitting, 70, 71
Change tracking
disabling, 300, 301
enabling, 296, 297
setting options, 297, 299
Charts
adding a chart title, 164, 165
changing the chart type, 166, 168
copying from Excel, 169, 170
creating, 160, 161
editing data, 163, 164
inserting, 160, 161
Clip art
finding, 126, 127, 128
inserting, 126, 127, 128
Column selection bar, 56
Columns
adding a vertical line, 248, 249
adjusting column width, 246, 247
adjusting spacing, 246, 247
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balancing, 250, 251


changing column layout, 245
changing width, 65, 66
creating text columns, 242, 243
deleting, 72, 73
distributing evenly, 69
inserting into a table, 59, 60
navigating, 244
selecting, 56
Combining multiple revisions, 321, 323, 324
Comments
deleting, 306, 308
inserting, 302, 303, 304
navigating, 306, 308
printing, 336, 337, 338
setting balloon options, 309, 310, 311
viewing, 304, 305, 306
Comparing documents
legal blackline method, 316, 318, 319
Comparing two documents, 316, 318, 319
Copyright character
inserting, 7
Date
inserting, 2, 3
updating to current, 2
Date field
inserting, 2
Digital signatures
adding to a document, 353
Documents
combining, 321, 323, 324
comparing, 316, 318, 319
creating, 228, 229
reviewing tracked changes, 328, 329, 331, 332, 333
Drawing
without the drawing canvas, 109, 110
Drawing canvas, 100, 105
deleting, 122, 123
disabling, 109
formatting drawing objects, 107
hiding, 109
removing, 109
Drawing objects
adding 3-D effects, 118, 119
applying the fill color, 112, 113
arranging layers, 120, 121
creating, 100, 101, 102
deleting, 122, 123
formatting lines, 114, 115
formatting within the drawing canvas, 105, 107
layering with text, 120, 121
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lines, 110, 111


moving, 104, 105
removing the fill color, 112, 113
resizing, 117
selecting filled, 103, 106
selecting unfilled, 103, 106
Editing chart data, 163, 164
Files
assigning a password, 348, 349
removing a password, 351
selecting views, 342, 343
sorting, 344, 345
Find
finding all word forms, 197
finding formats, 202, 203
finding special characters, 199, 200, 201
locating document text, 194, 195
replacing text, 204, 205, 206
using match case, 196
using options, 196, 197, 198
using sounds like, 197
using whole words only, 197
using wildcards, 197
Foreign language characters
inserting, 4
Formatting
applying as you type, 24, 25
graphics, 132, 133
lines, 114, 115
Graphics
advanced layout options, 139
formatting, 132, 133
inserting, 130, 131
picture position, 139, 141
text wrapping, 140, 141
Gridlines
showing and hiding, 42, 43
HTML documents
browsing links, 286, 287
editing, 288, 289, 290
linking to a page, 277, 278
linking to a page location, 279, 280, 281
saving files as, 272, 273, 274
Hyperlinks
automatic formatting, 275, 276
automatic formatting, 276
editing, 287, 288
Internet
using machine translations, 221
Keywords
finding clip art, 126
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Lines
drawing, 110, 111
formatting, 114, 115
Links
pasting, 282, 283
updating, 285, 286
Managing files
digital signatures, 353, 355
document recovery, 356
My Places bar, 346, 347
Nonbreaking hyphen
inserting, 7
Nonbreaking space
inserting, 7
Open dialog box
selecting views, 342, 343
Outlines
collapsing levels, 259, 260
creating a document in Outline view, 254, 255
displaying heading levels, 260, 261
displaying text formats, 266
expanding levels, 259, 260
hiding text formats, 266
moving outline text, 262
numbering outline levels, 263, 264
using Outline view, 256, 257, 258
Page borders
adding, 88, 89
Paragraph symbol character
inserting, 4
Passwords
assigning, 348, 349
opening a protected file, 350, 351
removing, 350, 351
Pictures
formatting, 132, 133
inserting, 130, 131
Quick Parts
adding to document, 14, 15
Building Blocks Organizer, 18, 19
creating, 12, 13
document property fields, 16, 17
Quick Tables
inserting, 49, 50, 51
Registered character
inserting, 7
Replace
replacing text, 204, 205, 206
Research task pane
adding research services, 213, 214
Internet services, 213
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opening, 212, 213


searching for information, 224, 225
using the Thesaurus, 216, 219
using the Translation service, 221, 222, 223
Reviewing Pane
displaying, 314, 315
Row selection bar, 56
Rows
changing height, 65, 66
deleting, 72, 73
distributing evenly, 69
inserting into a table, 59, 60
selecting, 56
Search
clip art, 126
using the Research task pane, 224, 225
Security
assigning a password, 348
Shading
adding to text, 85, 86
applying, 84
applying in a table, 94, 95, 96
removing from a table, 94, 95, 96
Shortcut keys
assigning to special characters, 7
Show markup
selecting options, 312, 313
Single quotation character
inserting, 4
SmartArt
changing color scheme, 153, 154
changing style, 155, 156
creating, 150, 151
Special characters
inserting, 7, 8
Symbols
inserting, 4, 5, 6
Synonyms
finding, 215, 217
Table Styles, 39, 40, 41
Tables
adding a header row, 79, 80
adding borders, 90, 91, 92
adjusting cells, 65
aligning text, 67, 68
built-in styles, 39, 40, 41
changing column width, 65, 66
changing row height, 65, 66
converting into text, 77, 78
converting text into, 47, 48
creating, 34, 35, 43, 45
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deleting columns, 72, 73


deleting rows, 72, 73
distributing columns evenly, 69
distributing rows evenly, 69
drawing, 43, 45
entering text into, 37, 38
gridlines, 42, 43
inserting, 34, 35
inserting a Quick Table, 49, 50, 51
inserting columns, 59, 60
inserting lines above, 38, 39
inserting rows, 59, 60
merging cells, 61, 62
navigating, 36, 37
nested, 34
removing borders, 93
repeating column headings, 79, 80
rotating text, 63, 64, 65
selecting, 58
selecting cells, 56
selecting columns, 56
selecting components, 56, 57
selecting rows, 56
selecting text, 56
setting properties, 73, 76
splitting cells, 70, 71
Task panes
Clip Art, 126
Research, 212
Templates
creating, 230, 231, 232
deleting, 235, 236
modifying, 233, 234
saving customized, 233, 234
using to create a document, 228, 229
Text
adding borders, 85, 86
adding shading, 85, 86
aligning within a table, 67, 68
converting into a table, 47, 48
creating WordArt, 135, 136
formatting as you type, 24, 25
layering, 120
selecting, 56
translating, 221
Thesaurus
finding antonyms, 218, 220
finding synonyms, 215, 217
Time
inserting, 2, 3
Tracked changes
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accepting, 328, 329


accepting all changes in document, 331, 332, 333
accepting all changes shown, 331, 332, 333
navigating, 328, 329
printing, 336, 337, 338
rejecting, 328, 329
rejecting all changes in document, 331, 332, 333
rejecting all changes shown, 331, 332, 333
Trademark character
inserting, 7
Translation service, 221, 222, 223
Watermarks
creating, 143, 144, 145
Web pages
editing, 288, 289, 290
saving files as, 272, 273, 274
WordArt
creating, 135, 136
formatting, 137, 138, 139

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