This document provides an overview of the common interface components and universal tasks in Microsoft Office 2007 applications like Word, Excel, PowerPoint and Access. It discusses elements like the Office button, Quick Access toolbar, Ribbon, tabs, groups, commands and status bar. It also describes how to perform common functions such as creating and opening files, selecting and editing text, formatting, printing and more. The document is intended to help users explore and gain proficiency with Microsoft Office 2007.

1. 1
Office Fundamentals
Exploring Microsoft
Office 2007

2. 2
Objectives
 Identify common interface components
 Use Office 2007 help
 Open a file
 Save a file
 Print a document
 Select text to edit
 Edit text in the insert and overtype modes

3. 3
Objectives (continued)
 Move and copy text
 Find, replace, and go to text
 Undo and Redo
 Use language tools
 Apply font attributes
 Copy formats with Format Painter

4. 4
Office 2007 Applications
Word Document processing
Excel Spreadsheet
PowerPoint Presentation
Access Database

5. 5
Common Interface Components
 Office Button
 Office Menu
 Quick Access Toolbar
 Title Bar
 Ribbon
 Tabs
 Groups
 Commands
 Status Bar

6. 6
Common Interface Components
Office Button Quick Access toolbar Title bar
Office menu

7. 7
The Ribbon
Ribbon
Tabs
Active tab
Groups
Commands

8. 8
The Ribbon (continued)

9. 9
The Ribbon (continued) Dialog box
launcherGallery
Live preview
Contextual tab

10. 10
Keyboard Shortcuts
Key tip

11. 11
The Status Bar
Status bar View commands Zoom slider

12. 12
Office 2007 Help
Help button
Dialog box
Search box
Help topics
Print topic
Table of contents

13. 13
Super ToolTip Help
Command name Command description
Additional help

14. 14
Dialog Box Help
Open
dialog
box

15. 15
Universal Tasks
 Manipulating files
 Creating new files
 Opening files
 Saving files
 Printing files
 Manipulating documents
 Editing documents
 Formatting documents

16. 16
Creating New Files
Software Default Filename
Word Document1
PowerPoint Presentation1
Excel Book1
Access Database1

17. 17
Saving a File
1.
My Places bar
Files in the
My Documents
folder
Folder selected Create a new folderUp one level
2.
Views
3.
4.

18. 18
My Places Bar
Folder to add
Point here
and
right-click
Shortcut menu

19. 19
Opening a File
Storage
location
Down arrow
View of folders
and files in
My Documents
My Places bar
Look in
toolbar
buttons

20. 20
Open Dialog Box
Open
arrow
Open
options

21. 21
Recent Documents List
Recently used
documents
Push pin

22. 22
Previewing a Document
Document
Close print preview

23. 23
Print Dialog Box
Printer
Pages to print
Number of
copies
What to print
Manual
duplex

24. 24
Quick Printing
Dialog box launcher
Move up
on list

25. 25
Basic Tasks
Editing Documents
 Selecting
 Inserting
 Overtype
 Moving
 Copying
 Clipboard
 Finding
 Replacing
Formatting Documents
 Font
 Format Painter
 Go to
 Undo
 Repeat
 Spelling
 Grammar
 Thesaurus
 Research

26. 26
Selecting Text
Mini toolbar
Selected text

27. 27
Selecting Text (continued)
Single word
Whole line
Whole sentence
Whole paragraph

28. Selecting Text (in Word)
 Place insertion point in front of a word.
 Ctrl + Shift + 
 Ctrl + Shift +  (select previous word)
 Ctrl + Shift + down arrow
 Ctrl + Shift + up arrow
 Ctrl + Shift + End
 Ctrl + Shift + Home
 Moving the insertion point without using mouse
 Ctrl +  Ctrl + 
 Ctrl + down arrow Ctrl + up arrow
 Ctrl + End Ctrl + Home
28

29. 29
Insert or Overtype
Use overtype mode
Set the insert key

30. 30
Moving and Copying
Clipboard
commands
Formatting options
Cut
Copy

31. 31
The Clipboard
Dialog box
launcher
Clipboard
pane
Text
clips
Text to
paste
Paste option
Option
button

32. 32
Find Command ( Ctrl + F)
Find Next
button

33. 33
Find and Replace Command
Replace
Replace All

34. 34
Go To Command (Ctrl + G)
Page number

35. 35
Undo (Ctrl + Z) and Repeat (Ctrl +Y)
Action
list
Undo Repeat

36. Undo (Ctrl + Z) and Repeat (Ctrl +Y)
 You can undo
 Typo: tihs  this
 Numbering : Type 1. followed by a space.
 Capitalize first character of a sentence.
 You cannot undo
 Commands on the Office menu.
Such as saving a file.
36

37. 37
Language Tools
Spelling error
Grammar error
Shortcut menu
with possible
spellings
Options
Proofing
group

38. 38
Research
Go button
Keyword or search term
Results

39. 39
Font Attributes
Font dialog box launcher
Selected attribute
Preview in
dialog box
Live preview

40. 40
The Format Painter
Format
Painter
Font loaded in
Format Painter
Attributes of font in Format Painter

41. 41
End of Introduction

42. Exploring Microsoft Office
Word 2007
Chapter 1:
What Will Word
Processing Do For Me?

43. 43
Objectives
 Word basics
 AutoText
 Choosing views
 Mini toolbar
 Setting margins and word wrap
 Inserting page breaks

44. 44
Objectives continued
 Header and footers
 Creating sections including cover pages
 Find and replace
 Spelling and grammar
 Saving
 Printing
 Customizing Word

45. 45
Parts of the Word Window
Home tab
Horizontal
ruler
Vertical
ruler
Office button
Quick access
toolbar
Title bar
Vertical Scroll bar
Status bar
Zoom slider
View buttons
Ribbon
Group

46. 46
Word Wrap
 Hard return – user presses enter key
 Soft return – program wraps text from line to
line
Soft returns: Notice
the position of the
soft returns change
at the point of the
margin change
Hard returns:
Margin changes do
not affect the hard
returns

47. 47
AutoText
 AutoText entries that display as ScreenTips,
such as the date shown above
 To insert the ScreenTip, press Enter
ScreenTip Requires user action to insert

48. 48
Building Blocks
 Create predefined terms and save them in
the Building Blocks library
 To use, type the first part of the text and
press F3
Use Quick Parts
to create a
Building Block

49. 49
Date and Time
 Insert date and time and choose the format
Click Date & Time
to insert the date
and/or time
Choose Update automatically
to have the date and time
update every time the file
opens
Choose a
format for the
date and/or
time

50. 50
Views
 Print Layout View
 Full Screen Reading View
 Web Layout View
 Master Documents Tools View
 Draft View
Views

51. 51
Zoom Slider
 The Zoom slider quickly makes the document
larger or smaller
Zoom slider

52. 52
Zoom Tool
 Use the Zoom tool on the
View ribbon to change
the document’s size
on screen
 Choose the number of pages to view and
Word will choose the optimal zoom
percentage
Open Zoom dialog
box

53. 53
Mini Toolbar
 Displays when text is selected or right-clicked
 Contains frequently used formatting
commands

54. 54
Save As
 Save – replaces the existing (original) file
 Save As – creates a new file, leaving the
existing (original) file intact
Choose where
to save
Name the file
Choose the file
type if necessary
Click Save

55. 55
Page Orientation
 Layout your page to be either Portrait or
Landscape
 Portrait is taller than wider
 Landscape is wider than tall

56. 56
Margins
 Margins are the white space around the top,
bottom, left and right hand sides of the
document
Create Custom
Margins…
Click the Margins button and
display the margins gallery

57. 57
Page Breaks
 Word inserts a soft page break when text reaches the
bottom of the page, continuing text onto the next page
 Insert a page break to start a new page where a new
one should begin
Ctrl+Enter
This only shows up
when
show/hide is on

58. 58
Page Numbers
 Use the page number button to add a page
number field to the header or footer
Choose placement
in the header
or the footer
Format page numbers to
adjust numbering or make
other formatting changes

59. 59
Header and Footers
 On the Insert tab, in the Header & Footer group,
choose either Header or Footer
 Headers and footers always exist whether content is in
them or not
 Make different headers and footers throughout the
document using section breaks
Preset tabsLink to Previous
toggle button links
or unlinks Section
header and footers

60. 60
Section Breaks
 Similar to page breaks, but sections are
separate parts of a document and can make
specific changes such as:
 Headers and footers
 Margins
 Page orientation (portrait and landscape)
 Page size
 Columns

61. 61
Adding a Cover Page
 Adding a cover page adds a special section
to the document
 Choose the design
 Modify as needed

62. 62
Find and Replace
 Find a part of a
document
 Replace unwanted
text with something new in
a document
 Replace All globally replaces
unwanted text throughout the document
Use Special to
find or replace
unusual
characters or use
wildcard options
Select Options

63. 63
Spelling and Grammar
 Questionable Spelling is underlined in red
 Contextual spelling questions underlined in blue
 Questionable grammar is underlined in green

64. 64
Document Inspector
 Checks for and removes different hidden and
personal information
 Use Save As to keep a separate document
containing the removed information
Office Button

65. 65
Saving for Different Versions
 To save in an earlier version of Word use
Save As and choose the version
 2007 saves as .docx, whereas previous
versions save as .doc
Choose the
version

66. 66
Printing
 Use Print Preview before printing to be sure
the document is ready to be printed
 Select the Office Button, Mouse over the
arrow next to Print and choose Print Preview
from the list
Choose the printer
Print only what
is needed

67. 67
Customizing Word
 Click office button and then choose options to
get the dialog box

68. 68
End of Chapter 1

69. Exploring Microsoft Office
Word 2007
Chapter 2:
Gaining Proficiency

70. 70
Objectives
 Typography basics
 The difference between paragraph and
character formatting
 Character editing options
 Paragraph editing options
 Using styles
 Modifying styles and making new styles
 Producing a table of contents and an index

71. 71
Typography: Fontface Types
 Serif fontfaces have small features at the end
of strokes within letters
 San-serif fontfaces (without serifs) are
simpler and have no extra strokes on the
ends of letters
R RTimes New Roman
is a serif font
Arial
is a san-serif font
A serif

72. 72
Typography: Fontface Types
(continued)
 A monospaced typeface uses the same
amount of space for each letter
 A proportional typeface uses varied space
depending on the letter’s need
read
read
Courier
is a monospaced typeface
Arial
is a proportional typeface

73. 73
Typography: Type Styles
 Use bold (Ctrl+B) for emphasis, to highlight
important points and create contrast for headlines
and subheadings
 Use italics (Ctrl+I) to create subtle emphasis and to
set apart certain names and titles
 What does Ctrl+U do? 
RR RR Bold ItalicItalicsRegular Bold

74. 74
Two Types of Formatting
Paragraph
paragraph window
Character
font window
Formatting applies to the
entire paragraph
Formatting applies only to
the selected characters
Examples: alignment,
margins, indents, line
spacing, and tab stop
positions
Examples: Fontface, color,
size and effects; and
character spacing
Borders and shading can
apply to entire paragraph
Borders and shading can
apply only to character

75. 75
Character: Font Window
 Highlight text to be changed
 Click the square on the Font group of the Home
ribbon to get the Font dialog box
Font face
Type style
Type size
Font color
Font effects
Use when
underlining
characters
Preview box
Click to open the
font window

76. 76
Character: Font Effects
Ctrl+Shift+=
Ctrl+=

77. 77
Character: Hidden Effect
 Hidden effect hides data that is inappropriate
for printing
 Perfect for confidential information
Hidden

78. 78
Character: Hidden Effect
 Hidden effect makes text act like paragraph
marks(¶) and formatting symbols.
 The Show/Hide button toggles the visibility
of hidden text
Hidden

79. 79
Character: Spacing
 Scale – increases/decreases character width
 Spacing – increases/decreases space
between characters
 Position – raises/lowers text from baseline

80. 80
Character: Highlighting Text
 Highlighting in Word, as in real life, helps
ideas get noticed
 The highlight button toggles on/off
Highlight button
Cursor changes
to highlight tool
when on

81. 81
Show/Hide Button
 The show/hide button reveals formatting
 Toggles on and off
 Off—how the document looks when printing
Show/Hide on
Tabs
The end of a
paragraph
These dots are
spaces
This dot identifies a
heading style
Regular hyphen
Non breaking
hyphen
Line break
White dot is a non
breaking space

82. 82
Character: Non Breaking Space
 Use a non breaking space when it isn’t
appropriate for the space to break across lines
 Ctrl+Shift+spacebar produces the non breaking
space or select it from insert >symbols
Breaking space
Becomes a
non breaking space with
Ctrl+Shift+spacebar

83. 83
Character: Non Breaking Hyphen
Breaking hyphen
Becomes a
non breaking hyphen
with Ctrl+Shift+hyphen
 Use a non breaking hyphen when it isn’t
appropriate for a hyphen to break across lines
 Ctrl+Shift+hyphen produces the non breaking
hyphen or select it from insert>symbols

84. 84
Format Painter
 Single click to apply the format once
 Double click to apply format multiple places
 Select text to apply only character formatting
 Select entire paragraphs to apply paragraph
formatting
Format Painter Choose text or paragraph
that displays the
formatting to be copied
Select text or paragraphs
to be formatted
Painter tool

85. 85
Formatting a Paragraph
 Paragraph level formatting applies to the
entire paragraph
 Even when an entire paragraph is not
selected, the format paragraph commands
affect the entire paragraph

86. 86
Paragraph: Alignment
Left aligned
Centered Right aligned
Justified

87. 87
Paragraph: Indentation
 Indent entire paragraphs
 First line indents – the first
line indents to the right of the
rest of the paragraph
 Hanging indents – the first
line hangs out to the left of
the rest of the paragraph
Open paragraph
window
Mirror indents will
indent on the left
and the right

88. 88
Paragraph: Indentation
 What happen if you move the left indent?
 Left and Right Indents are not document
margins.
Hanging
Indent
Left Indent
First Line
Indent
Right
Indent

89. 89
Paragraph: Line Spacing
 Use line spacing to set spacing between
the lines themselves
 Examples include single spaced and
double spaced
Open paragraph
window
Line spacing areaa very efficient tool to turn your 4 pages report to a 8 pages one.

90. 90
Paragraph: Paragraph Spacing
 Use the Before and After area to add space
between paragraphs
 Can eliminate double returns between
paragraphs
Open paragraph
window
Paragraph spacing area

91. 91
Paragraph: Paragraph Spacing
 Before and After Spacing of the 2nd
paragraph. (the Before and After spacing for 1st and 3rd
paragraph are 0)

92. 92
Paragraph: Setting Tabs
 Default tabs are the space between tabs when no
tab has been set
 A set tab replaces default tabs with a single tab
 Default tabs continue after a set tab
Default tab stopsSet tab stop positions
List of set tab stops
Alignment of set tabs
Leaders for set tabs
Tab stop on ruler

93. 93
Paragraph: Tab Types
 Alignment options: left, center, right, decimal,
and bar

94. 94
Paragraph: Tabs with Leaders
 Leader options: replace empty space leading
up to the tab with either dots, dashes, or a
line
Dot leader

95. 95
Paragraph: Tabs on the Ruler
 Click through ruler items in the square
 Click on the ruler to place the tab
 Remove the tab by dragging it off the ruler
 Grayed out tabs mean different tabs have
been set on the selected paragraphs
Click here to cycle through tab
and alignment options
click on ruler to place the
default tab style
(displayed in the square at
the beginning of the ruler)
in that position

96. Paragraph: Tab stops
 Make your document more readable.

97. Paragraph: Tab stops
 Use tab stops to create a table effect (not
recommended).
97

98. 98
Paragraph: Preventing Awkward
Breaks  Widow/Orphan control prevents
single words and partial words
at the end of paragraph from
continuing on their own line
 Keep with next will keep the
paragraph with the next one.
Use this to keep headings with
the first paragraph below
 Keep lines together keeps lines
in a paragraph together
 Page break before will start a
paragraph on its own page

99. 99
Borders and Shading
 Borders and Shading can be applied to separate
characters or paragraphs
 When applied to characters, it will surround only the
selected text
 When applied to paragraphs, it will go from left
indent to right indent for the entire paragraph
Choose to apply to
paragraph or text

100. 100
Paragraph: Bulleted Lists
 Bullets apply to each paragraph
 Use increase and decrease indent buttons to
change the outline level

101. Paragraph: Bulleted Lists
 An example of Bulleted Lists
 Increase Indent (tab key)
 Decrease Indent (Shift + tab)
101

102. Multi-level List
 HomeParagrapnMultilevel List
102

103. Numbered Heading.
 Create a document with
Heading style defined.
103
Heading 1
Heading 2

104. Numbered Heading.
 Place insertion point at a
Heading 1 style text.
Ex: Introduction in prev. page.
 Select a multilevel
listing associated with
heading style.
 Do the same for other headings.
 It’s easier to do it outline view.
104

105. Numbered Heading.
105
Heading 1
Heading 2

106. Numbered Heading.
 You can even define your own
list style.
106

107. Numbered Heading.
 You can even define your own
list style.
107

108. Numbered Heading.
 You can even define your own
list style.
 First select level to modify.
 In the Enter formatting for number
box, type Chapter in front of the
shaded number.
 Apply similar change to level 2
(heading 2).
108

109. Numbered Heading.
109

110. 110
Paragraph: Columns
 Columns can be applied to the entire
document, sections or highlighted paragraphs
 Use column breaks to force content into a new
column
Column button
Preset options
Make your own
Each can be
different widths
Gutter between
columns
Add a line between
columns
Apply to choices

111. 111
Show/Hide Button
 The Show/Hide button will easily reveal all
breaks
Section break
starts the
columns area
Column break is set
where a column
should end in
the text Page break

112. 112
Using the Ruler
 The ruler will give information on the selected
paragraphs
 Use the ruler to place tabs and change
indents and column gutter widths
Left indent Right indent
Center tab
Hanging indent with tab system
Column gutters
Tab square

113. 113
Styles: Paragraph vs. Character
 Paragraph styles apply to entire paragraphs
 Character styles apply to only the characters
selected
 Character and Paragraph styles apply to
entire paragraphs just as the paragraph style
Click to get
the styles
window
Paragraph style
Character style
Both character and paragraph style

114. 114
Styles: Applying a Style
 Highlight text for the new style
 Open the style window
 Choose a style
Click to get
the styles
window

115. 115
Styles: Modifying a Style
 When modifying a style, the changes update
every place the style is applied
Style name
Style type based on
format choices
If the underlining
style changes this
style will change as
well
The following
paragraph will be
this
Use Format button
to make the style
changes
Example of the
style when its
applied

116. 116
Styles: Reveal Formatting Task Pane
 Identify all styles applied to a selection
through the Reveal Formatting task pane
 Use to troubleshoot styles
Click the +/- next to
each item to see
the formatting for
font, paragraph
and section
The selected text
Style Inspector
button
Reveal
Formatting
button

117. 117
Styles: Outline View
 Displays structural view of the document
based on the headings applied
 Move sections by simply dragging and
dropping on the outline view

118. 118
Table of Contents
 Table of Contents (TOC) automatically
generates based on the heading styles
applied in the document
Click for the built in
TOC tool. Use the
“insert table of
contents field” to
open the Table of
Contents window Use the options
button to change the
styles used to
generate the TOC
Choose the leader

119. 119
Creating an Index
 Word adds an index to the document and
alphabetizes it
 To add content, use “Mark Index Entry”
window
Insert the
index first
Then mark
entries
Use Mark All to find all
entries for the term

120. Useful shortcuts
 Shift + Right
 Shift + Left
 CTRL + Right
 CTRL + Left
 CTRL + Shift + Right
 CTRL + Shift + Left
 CTRL + Shift + Space
 CTRL + Shift + Minus
120
 Ctrl + ]
 Ctrl + [
 Shift + Enter
 CTRL + Enter
 CTRL + Home
 CTRL + End
 CTRL + Equals
 CTRL + Shift + Equals

121. 121
End of Chapter 2