MICROSOFT OFFICE

  

MICROSOFT OFFICE

Microsoft office is a software or program which is used to create. Format as well as edit an electronic document. The document can be electronically saved and managed using this program as well as printing out the electronic document as a hard copy or information.

Programs Associated With Microsoft Office

1. Microsoft word
2. Microsoft power point
   
3. Microsoft power excel
   
4. Microsoft publisher
5. Microsoft Access
   
6. Microsoft front page
7. Word pad
8. Microsoft info path

9. Word star professional e.t.c note:  we are taking Microsoft word as a case of study.

Introduction to Microsoft word 2007

Microsoft  word is one of the programs among  Microsoft office application packages which is use to create, organize, format and also edit an electronic document. The electronic document created from the Microsoft word program can then be saved and subsequently printed out as hardcopy or information.                                                                                                                                                                                                                                In  other words Microsoft word can be define as a software which allow a computer user to create, format , organize or re-organize, edit or re-edit a document . the document can be saved and printed out as hardcopy or information.

 

Starting ms word2007

1. Click the start button the start menu
   
   
   
   appears
2. Point to the entry for All programs
3. Click on the entry for Microsoft office – word 2007 

The Microsoft word program will load, and a blank document will appear on your screen.

 

Features of Microsoft Word 2007

 

• Microsoft Office Button: A button that provides access to menu commands in word the Microsoft  office  button replaces the file button in previous versions. Here where you will find commonly known features such as New, Open, Save, Print and Recent Documents. This is also where you will the options commands that were previously located in the tools menu in previous versions.

• Ribbon:  Ribbon is an area across the top of the screen that makes almost all the capabilities of word available in single area. The Ribbon exposes replaces the menus and toolbars in previous versions. The Ribbon makes it easier to see and find commands to format your document. The Ribbon can reduced to a single line of tabs by pressing CTRL+F1

• Tab:  is an area on the Ribbon that contains buttons that are organized in groups. The Default tabs are Home, Insert, Page Layout, Reference, mailings, Review and View.

• Quick Access Toolbar: is a customizable toolbar at the top of an active Document. By default the Quick  Access Toolbar displays the Save, Undo, and  Repeat buttons and is used for easy to frequently use commands. To customize this toolbar click on the dropdown arrow and select the commands you  want to add.

• Title Bar: A horizontal bar at the top of an active document. This bar displays the name of the document and application. At the right end of the title bar is the minimize, Restore and buttons.

• Groups Categories: this is a group of buttons on a tab that are exposed and easily accessible, these buttons were formally embedded in menus on the menu Bar.

• Dialog Box Launcher: is a button that launches a dialog box containing options for Refining a command.

• Status Bar: A horizontal bar at the bottom of an active window that gives Details About the active document.

• View Toolbar: this a toolbar that enables, adjust, and displays different view of Document’s content.

• Zoom Button: A button that magnifies or reduces the contents in the document window.

 

The Ms Word 2007 Environment
The new ms word 2007 environment has been designed so that its powerful features are easier to find when you need them. This design reflects the way in which people generally work with the program. In previous versions, commands were primarily located in a menu list. In ms word 2007 the commands are displayed on the Ribbon for easy access.
Understanding the Ribbon

There are three basic components to the Ribbon:

• Tabs sit across the top of Ribbon. Each one contains buttons that are organized groups.
  
  
• Groups are sets of related commands, they pull together all the command you are likely to need for type of task, and they remain on display and readily available, giving you rich visual aids.

• Commands are represent as Buttons. The term buttons replaces the term icon in previous version.
  
  

Contextual Tabs are designed to appear on the Ribbon when certain objects or commands are selected. These tabs provide easy access to options specific to the selected object or command. For example, the commands for editing a picture will not be available until the picture is selected, at which time the Picture Tools tabs will appear.
Saving and closing a New Document                     

To save a new Document

1. On the quick Access Toolbar, click the save button. OR
2. Click on the Microsoft office Button
3. Click Save As, the save As dialog box will appear
   
   
   
4. In the File Name field, type the name of the document.
5. Click Save

To close a Document

1. Click the Microsoft office Button, and then click close
2. If a Microsoft office word dialogue box appears displaying a “Do you want to save…?” message:

Click yes to save, No to discard, or cancel to close the dialogue box.

 

Opening An  Existing Ms word Document Using Files And Folders Opening your documents
You’d like to work more on a document that you previously started? Just open the appropriate Folder and haul your work out again. There are two different approaches you can use for opening existing word documents.

To open a document directly from word:

1. Click the office button. A list of your most recent documents is displayed on the right of the file menu, click any file name to open it.
2. If the file you want is not on the list, then select the open command. The button looks like a Folder that’s being opened.
3. The open dialog box will appear.
4. Click on the down arrow beside the look in field and select the file location on your computer and other drives
5. Then choose your file by clicking its entry on the list.
6. Click the open button in the lower right corner of the dialog box Alternatively, you can double-click on the file name to open it.
7. The contents of your file will be displayed on the screen. Note that several  documents can be open simultaneously – just repeat this process.

Creating a new folder in ms word 2007

You’d like to have a new folder in which you can save your work? You can create a new “data area” even from within word. You do this using the save as dialog box.

1. Click on the office button and select the Save As option
2. Click the create new folder button.
3. Now you’ll see a dialog box where you’ll name your new folder. Type the new name in, for example Training.
4. Click OK
5. Give your file a name (the previous name that you entered was the folder name) and click on the save button.

 
Typing or Entering Your text in word 2007

On the blank ms word 2007 page you have opened you can start entering or typing your text…
If you want to type in UPPER-CASE  letters? Just hold down the (SHIFT) key, and type the letters that you’d like in upper case, you’ll find the (shift) key in two places on your keyboard.
 
Are you typing only upper-case letters? Then you probably pressed the (CAPS LOCK) key by Mistake. It’s usually located just above the (SHIFT) key on your left-hand side. To deactivate this function, simply press (CAPS LOCK) again

To create a new word Document:

1. Click the Microsoft office button
2. Click New
3. Select Blank Document
4. Click on create

 

Navigating in a word 2007 Document

The following table list ways to navigate in a document  using your keyboard to move the insertion point in an active document:

 

 

To Display Different Views:

• Click the view tab, in the documents views group
• Click on the desired view

OR

•         Click a view button on the view Toolbar in the lower right corner of the status  Bar

Print Layout view:  shows a document  as it appears on a printed page.

Full Screen Reading View: Display as much of the content of the document as will fit in the screen.

Web Layout View: shows a document as it appears in a web browser.

Outline view: shows the structure of a document, which consist of heading and body text.

Draft view: Displays the content of a document with a basic layout.

Zoom: magnifies or reduces the contents in the document window.

Editing of Documents

Selecting Text

Select a word: click and drag or double-click on the word

Select a sentence: click and drag or click in the sentence while holding Down the CTRL key

Select a paragraph: click and drag or triple-click in the paragraph or double-click in the section area to the left of the paragraph.

Select a block of text: click and drag or click to the left of the first word, hold down the SHIFT key, and then immediately click to the right of the last word

Select a line: click and drag or click in the selection to the left of the line

Select a an entire document: Triple-click in the selection area or hit the CTRL+A keys

Selecting A Text with The Keyboard

By the way, you don’t have to use the mouse to select text, you can also use the cursor (Arrow ) keys on the keyboard.

Try holding down the (shift) key and using the arrow keys to expand your selection.

Selecting everything

You’d like to select the whole document at once? That’s not difficult easy! At the right end of the Home

Ribbon, click the down arrow next to the word select, and then click select All.

 

• Deleting text: select the text and hit the DELETE key
• Undo an action: on the quick Access Toolbar click the undo key

 

Deleting Text

When deleting text in your document you can either use the Delete key or the

Backspace key. The Delete key deletes text to the right of your cursor while the Backspace key deletes text to the left of your cursor.

Removing larger blocks of text

You may like to remove several sentence at once? And you’re going to do this by pressing  the

(BACKSPACE) key until you’ve erased everything? I would like to know where  you find so much

Time! Instead, I’d advise you to select the text that you want to remove, and then press the (DEL) key. It’s really that easy!

Adding text

One of the best things about word processing is that it’s so easy to add something to your text.

1. Click the point where you’d like to add to your text.
2. Type the new text.
3. The line breaks will automatically adjust themselves to accommodate the addition to your text.

If the line breaks don’t adjust themselves, then you may have pressed [ENTER] instead of using word’s automatic line breaks.

Overtype mode

While you’re working , you may notice that your previous text is being deleted character by character as you type. This happens if you’ve accidentally turned on overtype mode. Press the [INSERT] key to turn this mode off and return to insert mode. If insert/overtype mode isn’t visible on your status bar, then you can  do a right click the. Blank area of the status bar, and check the overtype option.

 

CUT, COPY and paste.

Often times you will need move text from one location in a document to another, or to a different application.  in this case you will perform a cut and paste. To reproduce a

Copy and paste.

To Cut Text:

1. Select the text you want to move 
2. Click on the Cut icon located on the Home tab in the Clipboard group

To copy Text:

1. Select the text you want to copy
2. Click on the copy located on the Home tab in the Clipboard group

To paste Text:

1. Click in the area of the document where you want to paste your text
2. Click on the paste icon paste located on the home tab in the clipboard group

Formatting a Document

To make font changes:

1. Select the desired text that you want to format
2. Make your font changes using one of the methods listed below commands for font formatting can be found on the Home tab in the Font group. For more font formatting options click on the Dialog Box Launcher in the lower right corner of the group. This will launch the font dialog box.

You can also use the Mini Toolbar. The Mini Toolbar is activated when you select text to be formatted. This toolbar is miniature and semi-transparent to help you work with fonts, font styles, font sizing, alignment, text color, indent levels, and bullet features.

Live preview

Using Live preview temporarily applies formatting on the selected text or objects whenever a formatting command is hovered. This allows you to quickly see how the how the formatting options will look before they are made.

1. Select the desired text that you want to format
2. On the Home tab, in the font group, do any of the following:

• Click the arrow next to the Font box and move the pointer over the font sizes that you want to preview.
• Click the arrow next to the Text Highlight Color button and move the pointer over the highlight or fill colors that you want to preview.
• Click the arrow next to the font color button and move the pointer over the font colors that you want to preview.

When you finish previewing the formatting choices, do one of the following:

• To apply the previewed formatting, click the selected font name, size, or color in the list.
• To cancel live previewing without applying any changes, press ESC

Formatting a paragraph 

A paragraph is a section or selected group of text that can have its own formatting characteristics, such as alignment , spacing and styles.

1. Select the desired paragraph that you want to format
2. Make your paragraph formatting selection using one of the methods, listed below command for paragraph formatting can be found on the home tab in the paragraph group.

For more paragraph formatting options click on the dialog box launcher in the lower right corner of the group. This will launch the paragraph dialog box. You can also use the mini toolbar for paragraph alignment, indent levels, and bullet features.

Previewing and printing a document

Click the Microsoft office button, point to print and select one of the following options:

• Print allows you to select a printer, number of copies, and other printing options before printing.
• Quick print allows you to send the document directly to the default printer without making changes.
• Preview allows you to send preview and make changes to pages before printing

Working with and text and tables

If you need to include structured text in your document, then using a table is the easiest way

To make sure that it will remain neatly formatted, even when you edit it.

Creating a table

Its really easy to create a table. Here’s what you need to do:

1. Click at the pont in your document where you’d like to add the table.
2. Click on the insert ribbon tab.
3. Click on the table button just below the insert tab
4. A blank table grid will appear.
5. Position the mouse pointer in the top left square of the table grid. Click left button, and hold it down while dragging the mouse down and to the right. this is you specify the number of columns and rows you would like in your table.
6. Release the left mouse button, and the framework of your table is included in the document. After you create a table, the design ribbon will be displayed giving you a choice of standard table styles. Or use the borders and shading button to design your own

After you create a table, the design ribbon will be displayed giving you a choice of standard table styles. Or use the borders and shading buttons to design your own!

Adding text to your table

1. After you have create the table, the cursor will be blinking in the first cell. You can start typing here.
2. To move on to the next cell, just press the (tab) key.
3. When you want to move to the next line, just press (tab) again, don’t press (enter) That will create a new line inside the current cell.

What if you’ve reached the end of the table and you need another row? Pressing the (tab) key will automatically add it.

Deleting Rows And Columns

You would like to delete a row or a column here are the steps:

1. Position the cursor in the row or column that you want to delete
2. Click on the layout ribbon tab.
3. Click on the delete button and a drop-down menu will appear.
4. Select an option to delete cells, columns, rows, or even the entire table.

Adding rows and columns

You need to have the layout ribbon visible for this too.

1. Position the cursor in the row (column) next to which you want to add another row (column)
2. Click on one of the Rows & Columns options (located on the right of the Delete button). the new row or column will be included in your table.

Adding clipart to documents

You can add a clipart on your document which are ready-made pictures that come with word.

Adding clipart graphics

Here’s what you need to do add clipart graphics to your document:

1. Click at the point in your document where you’d like to add a clipart graphic.
2. Click on the insert ribbon tab.
3. Click on the clipart button.
4. A clipart pane will open on the right of your document.
5. Type a descriptive term in the search for field, for example sport. Then click go or press (ENTER).
6. The clipart gallery will show you all the available graphics related to this theme.
7. Clicking on a picture will insert it in your document. To remove a graphic from your document, click on it and then press (DEL) key

Moving graphics

It’s easy to move a graphic wherever you want it:

1. As you move the mouse pointer over the graphic, it will change into a four-headed arrow.
2. Hold down the left mouse button, and drag the graphic to wherever you’d like it.

Scaling graphics

You would like to change the size of the image here is how:

1. Click on the graphic to select it. You’ll know it’s selected when you see eight small selection marks around it.
2. Move the mouse to one of the corners. The mouse pointer changes to a double arrow.
3. Hold down the left mouse button, and drag the orner of the graphic until it’s the size you’d like it to be.

Flow of text around graphics

When you add a graphic, it will probably obstruct some of your text. That is not good! So let’s

Make the text flow around the graphic instead:

1. As soon as you click on a graphic, a format ribbon tab appears at the screen.
2. Click the format ribbon tab.
3. Click on the text wrapping button.
4. Select a position for the graphic relative to the text around it. For example, if you would like the text to flow around the contours of the graphic, select through.
5. Select a position for the graphic relative to the text around it. For example, if you would like the text to flow around the contours of the graphic, select through.

Controlling of page layout
You would like to add page numbers, or perhaps a header or footer, to your document?
That’s not hard! (headers and footers are elements of a document that are repeated on every page)
Adding page Numbers

Let’s start by adding page numbers to your document:

1. Select the insert ribbon tab, and click on the page number button.
2. From the drop-down menu, select the position you’d like for your page numbers, and one of the built-in formats. It’s as simple as that!
3. Page numbers will be inserted into your document, and the design ribbon will replace the insert above the document window.
4. If you want to adjust the page numbering style or sequence then click the page number button again, and select format page numbers.
5. Finally, click close header & footer to return to your document text.

Adding A Header

Headers and footers are not automatically included in a new document. But that’s easily add them. Let’s start with adding a header:

1. on the insert ribbon, click the header button.
2. The header menu will drop down, offering you a choice of built-in header layouts. Select a layout by clicking on it.
3. The header area will appear above your document text. The design ribbon will replace the insert ribbon above the document window.
4. You’ll see a text placeholder in the header area. Click on it and then type the text that you want to appear in the header.
5. When you’ve finished creating your header, you can either

•  click the close header and footer button, or 
• if you would like to add a footer as well , then click the footer button. To edit an existing header, just double – anywhere in the header area. To remove a header , click the header button and then select Remove Header from the bottom of the drop-down menu.

Adding A Footer
Adding, editing or removing a footer follows the same steps as described above foe a header. Just click the footer button instead of the header button!
Setting Page Orientation
You can decide on the orientation of your page eg portrait or landscape by selecting page layout, then orientation.
Setting page margins
To change the margins of your document, select page layout, then margins. The most common margin width to use is the normal option. You’re also welcome to select your own
Margin settings by selecting margins, custom margins.
Spelling And Grammar Checking
Have you sometimes noticed a wavy red line appearing beneath your typing? This indicates a typing error or a word that doesn’t recognize. Note that word also regards a missing space after a comma or a period, or the doubling of a word (the the), as a mistake
Proofing while you type

Now I will show you how to use the effective spell checker!

1. Mistype a word so that the wavy red line appears.
2. Click the right mouse button on the underlined word. A context-sensitive menu will open up.
3. Click with the left mouse button on the correct suggestion, and mistyped word will automatically be replaced.

Searching For Text

You are working on a long document, and looking for a particular item of text?

1. Click the Find button at the left end of the home ribbon.
2. The find and replace dialog box will appear. Click the find tab.
3. Type in the word or phrase you’re searching for and click Find Next.
4. Word will display and highlight the next occurrence of the specified word or phrase 
5. You can continue pressing Find Next to locate all occurrences of the specified word or phrase, or click cancel to close the window.
6. Word will tell you when all occurrences of the word or phrase have been displayed.

Insertion Of Word art

How would you like to create cool text effects with shadows and 3D? check out the WordArt function!

1. Select the text to which you want to add WordArt effects.
2. Click the WordArt button on the insert ribbon.
3. A selection of WordArt design options will appear.
4. Click on the design option to select it.
5. The Edit WordArt Text box will allow you to change the font style and size. Click OK to accept the settings.
6. Your selected text will be transformed by the WordArt you have chosen.

Protecting your document

To protect documents:

1. In the main menu select Review.
2. In the Review menu, select protect Document.
3. in the drop down menu,  select  Restrict Formatting Editing.
4. A new side menu will appear.
5. In Editing restrictions, select “Allow only this type of editing in the document”
6. In the drop down menu select No change ­(Read only)
7. Click on “yes” start Enforcing protection.
8. A new window will open
9. Type the new password.
10. Click OK