MS Word 2007

Introduction to New Features

 Start with the Microsoft Office Button

What happened to the

File menu?

Press the Microsoft

Office Button to find
out.

The Microsoft Office Button is now the place to start in Word.

When you press it, a menu appears that you use to create, open, or
save a document.
 Get To Know the Ribbon
When you first open
Word 2007, you may
be surprised by its
new look.

Most of the changes

are in the Ribbon, the
area that spans the
top of Word.

The Ribbon brings the most popular commands to the forefront, so you
don’t have to hunt in various parts of the program for things you do all
the time.

Why the change? To make your work easier and faster.

 What’s on the Ribbon?
Getting familiar with
the three parts of the
Ribbon will help you
understand how to
use it.

They are tabs, groups,

and commands.

1 Tabs: The Ribbon has seven basic ones across the top. Each represents
an activity area.
2 Groups: Each tab has several groups that show related items together.

3 Commands: A command is a button, a menu, or a box where you can

enter information.
 Dialog Box Launchers In Groups

At first glance, you

may not see a certain
command from a
previous version.

Some groups have a small diagonal arrow in the lower-right corner called the
Dialog Box Launcher .

Click it to see more options related to that group. They’ll appear in a familiar-
looking dialog box or task pane that you recognize from a previous version
of Word.
 Additional Tabs Appear

In the new version of

Word, certain tabs
appear only when you
need them.

You don’t need to hunt for them. Instead:

1
Select the picture.
2 The Picture Tools appear. Click the Format tab.

3 Additional groups and commands appear for working with pictures, like the
Picture Styles group.
 The Mini Toolbar

Some formatting
commands are so
useful that you
want them available
no matter what
you’re doing.

1 Select your text by dragging with your mouse, and then point at the selection.

2 The Mini toolbar will appear in a faded fashion. If you point to the Mini toolbar,
it will become solid, and you can click a formatting option on it.
 The Quick Access Toolbar

The Quick Access

Toolbar is the small
area to the upper left
of the Ribbon.

It contains the things

that you use over and
over every day: Save,
Undo, and Repeat.

The picture show how you can add your favorite other commands to the Quick
Access Toolbar so that they’re available no matter which tab you’re on.

You can also remove buttons from the Quick Access Toolbar.
 Temporarily Hide the Ribbon

The Ribbon
makes everything
nicely centralized
and easy to find.

Here’s how:

1. Double-click the active tab. The groups disappear so that you have more
room.
2. To see all the commands again, double-click the active tab again to bring back
the groups.
 Bullets, numbers, and more

Once you have a

document open
and have typed
your text, you’ll no
doubt want to
format that text.

Many familiar formatting commands are in view on the Home tab, in the Font
group: Bold, Italic, Font Size, and so on.

And there are several more you’ll find useful here.

 Bullets, Numbers, and More

Once you have a

document open
and have typed
your text, you’ll no
doubt want to
format that text.

For example, don’t overlook the Paragraph group, shown here. It has the ever-
popular bulleted lists, numbered lists, and multilevel lists.

Indentation and alignment commands appear here as well.

 What About Styles?
You work with
styles on the Home
tab, in the Styles
group.

The picture shows

how to get the
styles you want.

1 Quick styles are ready-made, professional-looking styles that are quick and
easy to apply. And they have a new look with this version of Word.
2 Click this button to see several more ready-to-use Quick Styles.

3 Click the Dialog Box Launcher to open the Styles pane.

 The Format Painter
Another high-speed
formatting
command is
Format Painter.

It’s on the very left

of the Home tab, in
the Clipboard
group.

In case you’re not familiar with the Format Painter, it’s a quick way of duplicating
formatting from one section of text to another.

To use the Format Painter, place the cursor in the text whose format you want to
copy and then click the Format Painter button.
 Insert Pictures, Hyperlinks, Headers, and Footers

To give your text

power and punch,
you may want
pictures, clip art,
charts, or shapes.

The Insert tab

offers this wealth of
added information.

And those aren’t the only commands on this tab. You’ve got Tables, Hyperlink,
Header, and Footer here too.

That’s not all. Not pictured but ready to serve you are page numbers, text boxes,
and WordArt.
 Zoom

After you insert

something, you may
need a closer look
at the details.

So you’ll definitely
want to know where
to find the zoom
control.

Look in the lower-right corner. Drag the slider to the right to zoom in, and drag it
to the left to zoom out.
 Check Your Spelling and Grammar

Make no mistake!

When you’ve done

most of the work in
your document, you’ll
want to check spelling
and grammar before
printing it or sending it
in e-mail.

The Spelling & Grammar command is on the Review tab, because this is
part of reviewing your work.

Look toward the far left, in the Proofing group.

Using the References Feature

Makes citations and

references so much
easier!

Use this feature to insert citations

Change the style of citations

Insert previously used citations

Create Bibliography
 Ready To Print?

You’re ready to
print—but are you?

First it’s smart to

check how your
pages are laid out
for the printer.

Everything you need is on the Page Layout tab.

The Page Setup group contains Size (8.5 x 11, A4, and so on), Orientation
(landscape and portrait), and Margins.
 Yes, Ready To Print

When you’re truly

ready to print, go
back to the
Microsoft Office
Button.

Keep in mind that now you’ve got options:

1 If you click the Print command, you’ll get the Print dialog box. But point at
the arrow on the right of the Print command instead, and you’ll see three
additional commands.
Yes, Ready To Print

When you’re truly

ready to print, go
back to the
Microsoft Office
Button.

Keep in mind that now you’ve got options:

2 Print
3 Quick Print
4 Print Preview
 Behind the Scenes

All the features

you are
accustomed to
using every day
in Word are on
the Ribbon and
much easier to
find than ever
before.

So where are the behind-the-scenes settings that aren’t about producing

documents, but that control how Word works?
 Behind the Scenes

In previous versions
of Word, you clicked
Options on the
Tools menu.

Now, all these settings are part of Word Options, which you see when you
click the Word Options button.

It’s on the menu that opens when you click the Microsoft Office Button.
 A New File Format

One more big

change in the new
version of Word: an
improved file
format.

What does that

mean to you?

The new file format helps keep your file sizes smaller, and it helps keep
them safer. There are other advantages, too.
 Why the Change? XML

The new Word

document file
format is based on
the new Office
Open XML
Formats.

The format brings lots of benefits:

• Helps make your documents safer.

• Helps make your document file sizes smaller.

• Helps make your documents less susceptible to damage.

 Why the Change? New Features

The new file

format also gives
you the ability to
use features that
are only available
in Word 2007.

One example is the new SmartArt™ graphics feature.

The illustration shows you how to start such a graphic in Word. Notice
how many SmartArt graphic designs are available to choose from.
How Do I Know I’m Using the New Format?

When you create a

new document in
Word 2007, and
then save the
document, the new
file format will
automatically be
chosen for you.

You can make sure of this by looking closely at the Save As dialog
box. Notice that the Save as type box says Word Document. This
means the new file format is being used.
 There’s More Than One File Format?
File What it’s used for
extension Previously, there
.docx Standard Word document with no
were just two
macros or code Word file types:
.dotx Word template with no macros or documents and
code templates (.doc
.docm Word document that could contain and .dot).
macros or code
.dotm Word template that could contain
macros or code

With Word 2007 there are four file types: .docx, .dotx, .docm, and .dotm (the “x”
stands for XML and the “m” for macro). Take a look at the table for details.

The only outward difference you are likely to see with new Word file formats is if
you use macros or code.
 What About the Documents I Already Have?

You’re probably
wondering, “What
happens when I
open my older
documents in the
new version of
Word?”

Word 2007 can open files created in all previous versions of Word, 1.0 through
2003.

Word opens older documents in compatibility mode. You know this because at
the top of the document “(Compatibility Mode)” appears next to the file name.
 Compatibility Mode

What’s compatibility
mode all about?

In short, Word is
telling you that the
document uses an
older file format.

Because that file format doesn’t understand some of the new features in the new
version of Word, those features are either turned off or modified so that they
approximate an older version of Word.
 Converting Your Old Files

Can you convert

an older document
to the new file
format?

Naturally.

With the document open in Word 2007, you just click the Microsoft Office
Button, and then click the Convert command on the menu.
This conversion offers the benefits of the new format (helps create smaller, more
secure files, and so on) and also the new features with their full, undiminished
capabilities.
 Share Documents Using a Converter
If you’ll be sharing
documents, there are
conversion methods
you’ll want to know
about.

Here’s a common
scenario that involves
a converter.

Your friend John has an older version of Word that came with Office 2000. You
want to use e-mail to send him your latest document. Will he be able to open it?

Yes. When John clicks the document, the message shown here will ask if he
wants to download a converter that will let him open your document.
 Share Documents Using a Converter
If you’ll be sharing
documents, there are
conversion methods
you’ll want to know
about.

Here’s a common
scenario that involves
a converter.

The document John opens won’t look exactly the same as the one you made,
because there are many features in your new version of Word that don’t exist
in his version.
Still, he can open it, and will be able to work with it and send it back to you.
 Share Documents By Saving With an Older Format

Concerned that John

doesn’t have his
installation of Office
2000 fully updated?

Save your document

with an older file
format before
sending it to him.
Here’s how:

1 Click the Microsoft Office Button, and on the menu, point to the arrow
at the end of the Save As command.

2 Click Word 97-2003 format in the list of options.

 Share Documents By Saving With an Older Format

You may get a

warning that saving in
the older file format
will cause certain
features to be lost or
modified.

For example, if your document contains a new diagram, Word will notify you that
the diagram will be combined into a single, uneditable object. That way John can
at least see the diagram. But John won’t be able to edit it, because his version of
Word doesn’t understand how to work with this new feature.