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In this class for those with a basic knowledge of Microsoft Word 2007, you'll discover how to use
document themes, find and replace text, use Format Painter, apply WordArt and create charts. You'll
also learn how to use organizational and structural features within Word, add custom headers and
footers and manipulate page setup and page layout functions to customize the look of your documents.
Lessons
1. Microsoft Word tutorial: beyond the basics: working with text, graphics, color
and objects
Once you know how to create a simple document, you can raise the appeal
factor with formatting techniques. In this lesson, you'll discover how to use
document themes, find and replace text, use Format Painter, apply WordArt and
create charts.
2. Microsoft Word tutorial: using page layout and page setup functions
In this lesson, you'll learn how to use Word 2007 page layout and page setup
functions in order to customize your document's margins and page orientation
as well as manipulate other features to change the look of your document.
3. Microsoft Word tutorial: working with headers and footers
Headers and footers are necessary to keep long documents orderly, especially
by the use of page numbers, section titles and dates. In this lesson, you'll learn
how to create custom headers and footers for your documents.
4. Microsoft Word tutorial: applying organizational and structural features to your
documents
In this lesson, you'll explore a variety of organizational and structural features
available in Word 2007, such as footnotes, bibliographies, digital signatures,
hyperlinks and more.
This free Microsoft Word 2007 training course is one in a series of free
Microsoft Word tutorials. The classes are designed to help you learn Word
2007 -- from the basics through advanced levels.
This course consists of four lessons, each one with an assignment and a
simple quiz. The lessons are:
Lesson 1, "Microsoft® Word Tutorial: Beyond the Basics: Working with Text,
Graphics, Color, and Objects," shows you how to raise a document's appeal
factor with formatting techniques. In this lesson, you'll also discover how to
use document themes, use Format Painter, apply WordArt, and create
charts.
Lesson 2, "Microsoft Word Tutorial: Using Page Layout and Page Setup
Functions," shows you how use the Page Layout and Page Setup functions
in Word 2007.
Lesson 3, "Microsoft Word Tutorial: Working with Headers and Footers,"
explores headers and footers and shows you how to create custom headers
and footers for your documents.
Lesson 4, "Microsoft Word Tutorial: Applying Organizational and Structural
Features to Your Documents," explains the use of organizational and
structural features, such as cover pages, footnotes, digital signatures, and
more.
Beyond the lessons, be sure to complete the assignments and quizzes. They're
designed to reinforce important concepts and techniques you learned in the
lessons. If you feel you need additional assistance or more detail on a certain
topic at any point in the course, you can use the Microsoft Word Help feature.
To get started, open Word 2007, create a new document, and then save it as » HP Black & white
WordInt-Practice1. multifunction and all-in-
one printers
Now, add a few elements to the document before you actually apply themes:
Every theme provides four text and background colors, six accent colors, and
two hyperlink colors.
Notice that the current document has a white background, black lettering in the
headline, and blue boxes and lines in the SmartArt. Now it's time to apply a
document theme. Follow these steps:
1. On the Page Layout tab, in the Themes group, select Themes >
Foundry from the Document Themes gallery, as shown in Figure 1-1.
As you search for the Foundry theme, notice how the colors and text
change in the other themes that your mouse pointer passes over -- that's
Live Preview in action.
Figure 1-1: You can pick from a variety of themes in the document themes
gallery.
1. Assume you want to change the font used in the Foundry theme, but
you want to keep the color scheme. Go back to the Themes group on
the Page Layout tab, and then select Fonts. Select a different font, such
as Equity.
Did you see how the headline instantly changed to reflect your choice? You
didn't have to highlight the text at all. Now this new font with the Foundry color
appears throughout the document.
You can do the same kind of thing with colors and effects, too. Just select what
you want from those galleries within the Themes group on the Page Layout tab.
To see the available effects, select Effects > Module. See how the SmartArt
changed? Dual lines are now shown instead of single lines.
When you're ready to save your document, you can do it as you normally
would using the Quick Access Toolbar or the Microsoft Office Button menu.
However, if you've created a new document theme by customizing font, color,
or effects options, you might want to keep that theme for future documents so
you don't have to reselect all those options again.
Quick Style galleries, such as the Document themes gallery, exist in several
areas of Word 2007. When you change a document's theme, any items you've
added using a Quick Style gallery also change to match the new theme.
Follow these steps to save the theme you just created as a new document
theme you can access in other documents:
1. On the Page Layout tab, in the Themes group, select Themes > Save
Current Theme.
2. Type a name for the theme in the File Name text box.
3. Click Save.
Now that you have an idea of how to use document themes in Word 2007, let's
move on to using the Format Painter. Save your Word 2007 document using
the Quick Access Toolbar, and then keep it open so you can continue to use it.
The entire text in the sentence should now be in your selected font. To stop the
formatting action and continue typing in the original font, press the Esc key on
your keyboard.
You can't use Format Painter to copy a font or font size in WordArt text.
The Format Painter is not available for use when it's grayed out in the
Clipboard group. It works best with simple text and graphics, such as shapes.
For example, let's try it using some simple shapes:
Now that you know how to use Format Painter to your advantage, let's create
some WordArt in your document.
Creating WordArt
When you're ready to create some fun, hip text for your document, you'll want Using dropped caps
to use WordArt. In Word 2007, WordArt is a gallery of decorative text styles
that's easy to use and apply. These styles are terrific for creating flyers or other
documents in which you need to catch a reader's eye from a distance. You've probably noticed
dropped caps -- large,
dropped, initial capital letters
To add WordArt to your document, follow these steps: --in various books. They're
generally used at the
beginning of a chapter to add
1. Click the location in the document where you want the WordArt to interest and set apart new
appear. text from previous text.
2. On the Insert tab, in the Text group, click WordArt. Dropped caps can also be
3. Pick a style from the WordArt gallery, as shown in Figure 1-2. used quite easily in Word
2007 documents. They can
help you establish new
sections in a lengthy
document, for instance, or be
used in special areas of a
document.
For example, if your text is too tight, you can select Spacing in the Text group.
Pick from one of the options (Very Tight to Very Loose) to space the text
differently. Or, if you want to change the shadowing of the text, pick a » HP LaserJet multifunction
command from the Shadow Effects group. You can even modify 3-D effects to printers
suit your needs. Select the 3-D Effects command in the 3-D Effects group, and
then hover your mouse pointer over different options to see how each impacts
your WordArt.
Want to quickly enlarge or reduce your WordArt? Click to select the WordArt
object, and then click a text box handle and drag the WordArt to the size you
prefer. » HP Color multifunction
and all-in-one printers
To edit the text, select the WordArt object, and then click Edit Text in the Text
group of the WordArt Tools Format tab. The Edit WordArt Text dialog box
opens, giving you some basic options for editing your text. Make any changes
you'd like, and then click OK to close the dialog box.
Feel free to play around with WordArt and express your creativity! If you decide
you don't like the original style you chose, just make a different selection using
the WordArt Styles gallery.
Now that you've become familiar with WordArt, let's take a look at how you can
use charts in your Word 2007 documents.
1. On the Insert tab, in the Illustrations group, click Chart. The Insert Chart
dialog box opens.
2. Select the first pie chart from the Chart gallery in the dialog box, as
shown in Figure 1-3.
Enlarge image
1. Click OK.
The chart you've selected is placed into your document, and Excel 2007 opens
a corresponding worksheet. You can enter data for the chart by entering it into
the spreadsheet, or by right-clicking an element in the chart itself and selecting
Edit Data from the shortcut menu.
It's a fairly simple process to format individual chart elements, too. You'll
occasionally want to give the chart a little flair. To format chart elements
individually, just select the element, and then make changes as desired in the
dialog box that corresponds to it. For example, follow these steps to change the
Legend section for the pie chart you just inserted in the previous steps:
Enlarge image
The legend section of the pie chart should now be the color you picked.
Save the WordInt-Practice1 file you've been working on during this lesson, if
you like. You won't need it again for the remainder of the course.
Moving on
In this lesson, you discovered how to use document themes and Format
Painter, apply WordArt, and create charts. In Lesson 2, you'll learn how to
modify Word 2007's Page Setup and Page Layout settings in your documents.
Before moving on, complete the assignment and take the quiz for this lesson.
Assignment #1
WordArt is not only fun to work with, with the right selections and modifications, it can make your
document look near-expertly created. In this assignment, you get to focus on fun rather than
sophistication to discover what WordArt can do for you.
Quiz #1
Question 1:
What's the complete set of colors, fonts, and effects called in Word 2007?
A) Document effects
B) Word themes
C) Document themes
D) Document thematics
Question 2:
True or False: When you change a document's theme, any items you've added using a Quick Style gallery also
change to match the new theme.
A) True
B) False
Question 3:
True or False: WordArt is a gallery of clip art and picture files.
A) True
B) False
Question 4:
Which tool lets you copy and instantly apply formatting to text in Word 2007?
A) Design Artist
B) Paint Preview
C) Format Painter
D) Live Preview
Question 5:
True or False: Eleven different types of charts are available in Word 2007.
A) True
B) False
When you look at your document, it's likely in a vertical format -- that's called
the portrait orientation, because it's more vertical than horizontal. This
orientation is the default format in Word 2007. You can change this orientation
to a horizontal format -- called landscape orientation -- in a few simple steps. » HP Print servers
Although most people create and view documents in portrait orientation,
horizontal orientation is frequently used to present charts or other items that fit
better in a wider page format.
In Word, you can have portrait and landscape pages in a single document.
To change the orientation of all the pages in a document, follow these steps:
1. On the Page Layout tab, in the Page Setup group, select Orientation.
2. Select Portrait or Landscape, depending on your needs.
To change the orientation of some pages in your document but not all of them,
follow these steps:
1. Highlight the text on the pages for which you want to change the
orientation.
2. On the Page Layout tab, in the Page Setup group, select Margins >
Custom Margins. The Page Setup dialog box opens.
3. Select Portrait or Landscape on the Margins tab.
4. In the Apply to list, select Selected text, and then click OK to close the
dialog box.
Word inserts page breaks before and after the text you selected so that pages
in portrait format and pages in landscape format have the correct text on each
page, as shown in Figure 2-1.
Enlarge image
Change page size
Some people produce documents in letter (8.5 x 11 inches) and legal (8.5 x 14
inches) size, or even create a poster (generally 11 x 17 inches, called Tabloid)
for a special event. If the types of documents you create vary in size, you'll be
pleased to hear that changing the page size for your document is a quick
process.
Just follow these steps to make a fast change to the paper size of your
document, and don't forget to stock the appropriate paper in the printer before
you print:
1. On the Page Layout tab, in the Page Setup group, select Size.
2. Pick a new paper size from the Paper Size gallery, as shown in Figure
2-2.
If the sizes shown in the gallery don't meet your needs, you can set up a
custom paper size following these steps:
1. On the Page Layout tab, in the Page Setup group, select Size > More
Paper Sizes. The Page Setup dialog box opens.
2. Click the Paper tab, if it's not already selected.
3. Open the Paper size drop-down list, and then scroll to find and select
Custom size.
4. Change the Width and Height settings to meet your needs.
5. Click OK.
Change margins
Every document has margins -- the blank space surrounding the text on each
page. Margins are typically used to help with printing issues, because most
printers can't print to the actual edge of a piece of paper. In Word 2007, the
default margins are 1 inch on the top, bottom, and sides of a page.
Sometimes, however, you may want to adjust the margins on a page. Before
you do, carefully consider how the document will be used. Will it be placed in a
binder with pages facing one another? Or will the pages be stapled at the
upper-left corner with each page following the other but not facing any other
page? Your needs will drive the margin space required for each document.
Word 2007 displays the message "One or more margins are set outside the
printable area of the page. Choose the Fix button to increase the appropriate
margins." if your margins are likely to produce printing problems.
Although you might have rulers showing at the top and sides of your pages,
you should view your page margins by enabling the text boundaries option in
Word. To do that, open Word Options (click the Microsoft Office Button, click
Word Options). Select Advanced. In the Show document content section, check
the Show text boundaries check box, and then click OK. Your document now
shows a dotted box surrounding the text on each page -- this box shows you
the page margins quite clearly. When you want to stop the boundaries from
showing, just uncheck Show text boundaries.
1. On the Page Layout tab, in the Page Setup group, select Margins.
2. Select the preset margins you prefer. Your entire document changes to
the new margin settings.
Want to specify your own margin settings? Select Custom Margins when using
the Margins command, and then enter the values you want.
Now that you know how easy it is to make adjustments to your page margins in
Word 2007, let's move on to adding columns and inserting manual page
breaks.
1. Click the location on the page where you want to insert columns.
2. On the Page Layout tab, in the Page Setup group, select Columns.
3. Select the column type you want from the menu that appears.
In lengthy documents, you might have a need to specify where a page breaks
(stops) and where the next one begins. You can insert manual page breaks into
your documents, or you can let Word do the work for you.
There are many different ways to apply page breaks. Let's explore manual
page breaks and learn how you can prevent page breaks from occurring in the
middle of a paragraph.
1. Click the location in the document where you want a new page to start.
2. On the Insert tab, in the Pages group, click Page Break.
Word 2007 inserts the page break where you clicked on the page.
Now, let's assume that you want to make sure a certain paragraph doesn't get
broken up by Word's default page break process. To prevent page breaks in
the middle of a paragraph, follow these steps:
Now that you know how to add columns and manual page breaks to your
document, let's move on to grouping and arranging objects.
You might also want to arrange the items on your page so that one object is in
front of or behind another. In this section, you'll learn how to handle both
processes. First, let's create two shapes in your document:
Now it's time to group the two objects together so that they act as a single
object.
Grouping objects
There are multiple ways to group objects. The following steps show you one
method:
1. On the Home tab, in the Editing group, select Select > Select Objects.
2. Using your mouse pointer, draw a box over both shapes. You must be
sure to fully enclose both objects in the box. Both objects should have
blue squares and circles on the edges, indicating they're selected, as
shown in Figure 2-5.
Notice that all the blue squares and circles now encompass both objects, with
no blue squares or circles between the objects. This indicates the objects are in
a single group.
You should ungroup the objects before moving to the Arranging Objects
section. To ungroup the two objects you just grouped, go back to the Arrange
group, and then select Group > Ungroup.
Arranging objects
Let's assume you want to place one shape you've drawn over another. Click to
select the triangle, and then drag it over the oval so that it resembles Figure 2-
6.
Figure 2-6: One shape overlaps the other.
In Figure 2-6, the triangle is arranged on top of the oval. To place the triangle
behind the oval, use Arrange group commands on the Drawing Tools Format
tab, like this:
Now the triangle is behind the oval. If you can't see the triangle, just click the
oval to select it, and then perform Step 2. Now the triangle is in its original
position, on top of the oval. Close the Word document without saving when
you're ready to move on.
Now that you know how to group and arrange objects in Word 2007, let's take a
look at some special features you might want to use in your documents.
1. Open a new, blank document, and type at least three lines of text.
2. On the View tab, in the Document Views group, click Print Layout.
3. On the Page Layout tab, in the Page Setup group, select Line Numbers
> Continuous to number consecutively in the document. » HP Color multifunction
and all-in-one printers
To restart numbering on each page (from the number 1), select Restart
Each Page instead.
When you use justification in a document, you'll probably want to also have
Word automatically hyphenate words throughout your document. To do that,
select Hyphenation > Automatic on the Page Layout tab, Page Setup group.
Don't select any text prior to setting up automatic hyphenation -- if you do, the
hyphenation will only apply to that text.
Adding watermarks
If you create drafts of documents for others to review, or documents that need
to be specially marked with copyright or other information, you might want to
use watermarks on your document. Watermarks are translucent text that
appear behind regular text in your documents and can be easily seen in Print
Layout and Full Screen Reading views. They're also easily identifiable in
printed documents but not so much that the primary text is difficult to read.
To edit the watermark, select Watermark > Custom Watermark, and then make
any changes you like in the Printed Watermark dialog box.
Positioning pictures
Sometimes it's easier to position a picture into your text rather than use text
wrapping to make the text fit the picture. You'll try this with a Word Clip Art
picture:
That wraps up this lesson. You should be well on your way to creating much
more useful and aesthetically pleasing documents in Word 2007.
Moving on
In his lesson, you learned how to use Word 2007 Page Layout and Page Setup
features as well as learned tips on a variety of other functions to help customize
documents. In Lesson 3, you'll learn how to work with headers and footers in
Word 2007. Before moving on, complete the assignment and take the quiz for
this lesson.
Assignment #2
Using margins and columns can help you organize a document so that it's easy to read and
edit. In this assignment, you'll work with both.
1. Open the WordInt-Assign1 file you created in Lesson 1's assignment, and then save it
as WordInt-Assign2.
2. Open Word Options.
3. Click Advanced.
4. In the Show document content, check the Show text boundaries check box, and then
click OK.
5. On the Page Layout tab, in the Page Setup group, select Margins.
6. Select Narrow, and then click anywhere on the page.
7. On the Page Layout tab, in the Page Setup group, select Columns, and then select
Three from the menu.
8. Using the ruler at the top of the page, narrow each column width to 1inch each. If there
is no ruler, click the View tab, then the Ruler checkbox in the Show/Hide group.
To change the column width, hover your mouse pointer over the ruler where the white and
blue backgrounds meet until the pointer changes to double arrows in boxes. Do not use the
sliders.
1. Select Columns in the Page Setup group, and then select Left.
2. Using the ruler at the side of the page, narrow each column height to 4 inches each.
3. On the Page Layout tab, in the Page Setup group, select Margins > Wide.
4. Using the ruler at the top of the page, narrow the right column width to 2 inches.
5. On the Page Layout tab, select Orientation > Landscape.
6. On the Quick Access Toolbar, click the Save button.
7. Save your file as WordInt-Assign2, close the file, and then exit Word.
Quiz #2
Question 1:
Which of the following are page orientation formats in Word 2007? (Check all that apply.)
A) Landscape
B) Countryside
C) Portrait
D) Picture
Question 2:
True or False: Grouping is the term that describes two objects connected together to form a single object.
A) True
B) False
Question 3:
True or False: Word 2007 can automatically hyphenate words throughout your document.
A) True
B) False
Question 4:
Which term describes placing one object over another? (Check all that apply.)
A) Displaying objects
B) Arranging objects
C) Organizing objects
D) Coloring objects
Question 5:
True or False: To change page margins, you use the Paragraph group on the Page Layout tab
A) True
B) False
Generally, headers and footers are areas of a document that exist in the top
and bottom margins, respectively. You can insert text, graphics, or field codes » HP Original ink & toner
into headers and footers, such as your company's logo or document titles.
Word 2007 makes it a smooth process to insert headers and footers into a
document because it uses a gallery with pre-built designs that you can just
drop right in. With these galleries, you can create custom headers and footers
to meet your exact needs and save them for reuse in other documents.
Creating a header
Word inserts the header into the document, as shown in Figure 3-1. Notice that
the text in the main portion of the document is grayed out -- the text in the
header itself is dark and a dotted blue line flows at its lower edge. Also notice
that a new tab has appeared in the Ribbon: the Header & Footer Tools Design
tab.
Figure 3-1: When a header is inserted, it becomes the active section of the
document.
Enlarge image
Because the header is active, you can insert the text you need by clicking
[Type text], and then typing the text. To see this in action, let's enter some
information in the header:
Enlarge image
Creating a footer
1. On the Insert tab, in the Header & Footer group, select Footer.
2. Locate and select a footer from the gallery, such as Tiles.
Enlarge image
In this example, you can see that the footer is very different from the header
you created. Although you can use matching headers and footers in your
documents, sometimes that's too much of a good thing. In this case, we left the
top of the document simple and inserted the pizzazz into the bottom of the
document where it's noticeable but not overpowering.
The left (main) footer area indicates that a company address can be entered;
you can enter a company name or any text of your choice. Sections like these
in headers and footers are designed as guidelines, so don't feel you have to
type exactly what they indicate.
There are two other items to notice in this particular footer: The page number is
already inserted, and when you double-click the main section of the page (or
click the Close Header and Footer button), the footer becomes inactive.
Just because the header and footer are inactive doesn't mean they'll print with
a light gray or faded appearance. This is just Word's way of indicating which
area of the document is currently active and can be typed in. When you want to
type in a header or footer, just double-click it.
Now that you know how easy it is to add headers and footers in Word 2007,
let's explore how to edit them. Before you move on, double-click in the main
section of the document so that the header and footer become inactive.
One way to set up headers and footers is to make them appear on different
pages in the document. If you have pages that will face one another when
printed, for example, you don't necessarily need the same header and footer
on the odd and even pages. Instead, you might want one header or footer on
even pages, and a different header or footer on odd pages. And, occasionally,
you might want a unique header or footer on the document's first page but
prefer different ones on the remaining pages of the document.
To add different headers and footers to odd and even pages, check the
Different Odd & Even Pages checkbox in the Options group, as shown in
Figure 3-4.
Double-click in the main part of the document, or click the Close Header and
Footer button. Press the Enter twice to add a few blank lines to your document,
and then insert a page break to create a second page. As a reminder, to create
a page break:
1. Click the location in the document where you want a new page to start.
2. On the Insert tab, in the Pages group, click Page Break.
On page 2, notice that the header and footer sections are blank. You could add
completely different text here so that your odd and even pages show different
header and footer information. However, for now, just make the header and
footer the same on every page. To do this, double-click the footer on the first
page, and clear the Different Odd & Even Pages checkbox. Now if you look at
your document, the header and footer on the second page should be the same
as on the first page.
But what if you want the header and footer of your first page to be different
from the headers and footers in the rest of your document? For example,
maybe you need a cover sheet for a research report. Check the Different First
Page checkbox. As you compare pages in your document, you'll see that the
first page header and footer sections are now blank and can be filled in with
new information. Page 2's header and footer, however, remain the same as
originally set up.
Editing text
If you need to change the text in a header or footer, you can just double-click
the area needing the edit and type in the new information. Try this by double-
clicking the word "Sample" in your header and changing that text to "Edited
Sample."
When you work with design elements (explained in the next section), it's an
equally simple process to edit pictures or other objects. Just click the object
and remove it or change it as needed.
1. In the Options group of the Header & Footer Tools Design tab, clear the
Different First Page and Different Odd & Even Pages checkbox.
1. In the header, highlight the time field and delete it. Still in the Header &
Footer Tools Design tab, click Clip Art in the Insert group. Search for the
word "Building," and when the results appear, click an image of your
choice.
2. The image should now be inserted into your header. However, it's very
large. Click the image and, using a corner handle, reduce it to a size
appropriate for the original size of the header. When the graphic itself
continues to reduce in size but the header does not, you've reduced it
enough.
You can use any of the tools in the Picture Tools Format tab to modify your
graphic.
1. With the graphic still selected, click the Picture Tools Format tab. Then,
click the fifth picture to the right in the Picture Styles group.
2. Select Reflected Rounded Rectangle and watch your graphical image
change. An example is shown in Figure 3-5. You probably noticed that
the header increased in size again due to the change -- just reduce the
size of the graphical image to reduce the header.
Figure 3-5: An image added to a header.
Enlarge image
Now that you know how to add design objects to headers and footers in Word
2007, let's take a look at how you can add page numbers. Save your document
but leave it open for work in the next section.
Right-click the footer in your document. On the shortcut menu that appears, » HP Officejet Pro all-in-
select Cut. On the Insert tab, in the Header & Footer group, select Footer > ones
Blank.
1. On the Header & Footer Tools Design tab, in the Header & Footer
group, select Page Number.
2. Select Bottom of Page > Plain Number 1. » HP Color LaserJet printers
That's it -- you've inserted page numbers into your document that quickly.
However, let's assume you want to place the page number on the right side of
the footer instead of the left where Word automatically placed it. There are
three ways to do this:
To add a different footer, just follow the usual steps to add a footer, but this
time select Plain Number 3 instead of Plain Number 1 in the gallery. The page
number is now automatically placed on the right side. If you prefer to have
more sophisticated-looking page numbers in your document, just scroll through
the gallery to find the style you want.
You can change the font size or other characteristics of a page number -- just
click it and use the Mini toolbar to select the new feature you want to apply.
You've done great! Have some fun playing around with headers and footers --
they can add an entirely new look and feel to your documents. When you're
ready, save the document you've been working in as WordInt-Practice3. You'll
use it in Lesson 4.
Moving on
This lesson showed you how to create and customize Word 2007 headers and
footers. In Lesson 4, you'll learn how to apply organizational and structural
features in Word 2007. Before moving on, complete the assignment and take
the quiz for this lesson.
Assignment #3
A footer is a great place to drop in personal or corporate information that's always available to
readers. This assignment will show you how to create a custom footer and then save it to the
Footer Gallery for future use.
Quiz #3
Question 1:
True or False: Unless you designate otherwise, changes made to a header will always be reflected in all other
headers.
A) True
B) False
Question 2:
True or False: You can edit text in a header or footer by double-clicking the text area, and then making your
changes.
A) True
B) False
Question 3:
True or False: You can insert pictures but not clip art in a footer.
A) True
B) False
Question 4:
Which tab do you use to format different headers or footers on odd and even pages?
A) Arrange
B) References
C) Header & Footer Tools Design
D) Page Setup
Question 5:
Which of the following may you use to represent page numbers in a document? (Check all that apply.)
A) Letters
B) Roman numerals
C) Numbers
D) Symbols
Inserting references
When you create documents using other sources, it's a good idea (and often
required) to add references to your document so that readers know where your
information came from. References lend credibility to you and your
information.
» HP Color multifunction
and all-in-one printers
As you move through this lesson, remember that the point is to add references
to your documents so that they're easy to understand and follow. Consider the
types of documents you normally create to determine which references noted
in this lesson will work best for you.
Adding citations
Citations are used to tell readers where you obtained information, and Word
2007 uses them as sources for bibliographies, which you'll learn about later in
this lesson. Citations are typically used to note books, technical or medical
journal articles, or other periodicals used as sources for the information in your
document.
1. On the References tab, in the Citations & Bibliography group, open the
Style list.
2. Select a citation style from the menu. For this example, select APA.
3. Click the end of the sentence or item that you want to cite.
4. On the References tab, in the Citations & Bibliography group, select
Insert Citation > Add New Source.
5. In the Create Source dialog box, enter the information for the source.
For this example, just fill in the Author field with "Doe, John" and the
Year field with "2008."
6. To add additional information for bibliographical needs, check the Show
All Bibliography Fields checkbox.
7. Click OK.
Your text now shows a citation at the location you clicked, as shown in Figure
4-1.
Enlarge image
What's great about Word 2007 is that it automatically numbers both of these
items for you. If you add, delete, or move a footnote or an endnote, Word
renumbers the items accordingly.
The footnote number appears where you clicked the page; the bottom of the
same page shows a corresponding number. Fill in the information for the
footnote by clicking next to the number at the bottom of the page and typing the
content required.
Enlarge image
1. Click the end of the word, phrase, or sentence that you want to note.
2. On the References tab, in the Footnotes group, click Insert Endnote.
Now that you understand how to add references to Word 2007 documents, let's
explore how to insert a bibliography and index.
You can create a bibliography after inserting a source into your document.
Because you've already inserted a citation in the previous section, you're ready
to create a bibliography. Just follow these steps:
1. Click the location in the document where you want to place the
bibliography.
2. On the References tab, in the Citations & Bibliography group, select » HP Color inkjet printers
Bibliography. In the gallery that appears, as shown in Figure 4-3, select
a format.
Figure 4-3: Bibliography formats.
Creating an index
Indexes list the terms and topics discussed in a document, along with the
pages that they appear on. They're usually placed at the end of a book in a
large section so that readers can easily flip through the index to locate page
information about the item they want to read. Indexes are created by marking
index entries with the name of the main entry and the cross-reference.
When you select text and mark it as an index entry, Microsoft Office Word 2007
adds a special field that includes the marked main entry and any cross-
reference information that you decide to include. After you mark all the index
entries, you select an index design and build the finished index. Word then
collects the index entries, sorts them alphabetically, references relevant page
numbers, finds and removes duplicate entries from the same page, and
displays the index in the document.
Because this is a very detailed process, there isn't time in this course to outline
the steps here. However, you can find the specific steps in Help and Support
for Word 2007 if you need to develop an index for your document.
ScreenTips are text that displays when a reader hovers the cursor over a » HP Paper
hyperlink. To add one to your hyperlink, click ScreenTip in the Insert Hyperlink
dialog box when you're setting up the hyperlink. Type the text you want readers
to see, and then click OK.
However, you can also add hyperlinks that let readers jump from one place to
another within the same document, and you can also send them to existing
files on a network. Adding hyperlinks to a document is quick and easy to do;
just follow these steps:
1. Highlight the text you want readers to click to access the hyperlink.
2. On the Insert tab, in the Links group, click Hyperlink.
3. In the Link to section, select the location where you want readers to link
to. For this lesson, let's assume you're linking readers to a Web site, so
select Existing File or Web Page.
4. In the Address box, type the URL (uniform resource locator) of the Web
site, and then click OK.
Inserting a bookmark
If you like to type fast and add references later, you're a great candidate for
bookmarks. These let you identify text so you can come back and reference it
or revise it later. As you reference an item or revise it, you just delete it from the
bookmark list.
Bookmarks must begin with a letter; however, they can contain numbers.
Spaces won't work -- use an underscore instead.
Later, when you want to find the text you bookmarked, just go back to the
Bookmark dialog box. Click the bookmark you want to find, and then click Go
To.
Adding cross-references
1. Click the location in the document where you want the page cross-
reference to appear.
2. On the Insert tab, in the Links group, click Cross-reference.
3. In the Cross-reference dialog box, as shown in Figure 4-4, open the
Reference type drop-down list and select Bookmark.
Figure 4-4: Cross-reference dialog box.
1. Open the Insert reference to drop-down list, and then select Page
number.
2. Click Insert.
3. Click Close.
The page number appears at the location you clicked in the document.
Next, examine how to add digital signatures and cover pages to your
documents.
In Word 2007, you can add visible signature lines to documents so they can be » HP Black & white
digitally signed, and you can add invisible digital signature lines. As signature multifunction and all-in-
lines are inserted into documents, you can specify information about the person one printers
who'll sign the document, and you can even provide instructions to the signer.
The signer can either type in a signature, use a digital image of his signature,
or even write the signature if he's using a Tablet PC.
1. Click the location in the document where you want a signature line
added.
2. On the Insert tab, in the Text group, select Signature Line, and then
select Microsoft Office Signature Line.
3. If a warning message about the enforceability of digital signatures
appears, click OK.
4. Enter the information requested for the suggested signer, and then
verify that the Show sign date in signature line checkbox is checked.
When the person who needs to sign the document receives it, she can
double-click the signature line, type her name into the box next to the X,
and then click Sign.
If you plan to print out and then place your document into a binder or another
printed format, why not add a cover page to it? Word 2007 has a full gallery of
predesigned pages that you can smoothly drop into place.
1. Replace any pre-built text with your own text by clicking the text boxes
provided.
Simple, isn't it? Next, take a look at inserting symbols and equations into your
document. Continue to keep your Word 2007 document open.
Can't find the symbol you want? Select More Symbols to see a larger gallery of
options.
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1. Click the location in the document where you want the symbol.
2. On the Insert tab, in the Symbols group, select Equation.
3. In the gallery, locate and click the equation you want to use. For this
example, select Pythagorean Theorem.
What began years ago as a pretty simple word processor has evolved into a
virtual suite of tools and features that makes Word 2007 one of the most
powerful productivity software programs available. There's much more to learn
about Word. If you're eager to further your education, consider taking an
advanced Word 2007 course.
Moving on
This lesson showed you how to work to use to apply organizational and
structural features in Word 2007. You've come a long way since Lesson 1 --
congratulations on completing the course. Before moving on, complete the
assignment and take the quiz for this lesson.
Assignment #4
Because digital signatures are becoming popular, it's a good idea to get some experience
creating them for your documents. In this assignment, you'll add visible and invisible
signatures to a document.
1. If a warning message about the enforceability of digital signatures appears, click OK.
You might be prompted to get a digital ID. Get one from a Microsoft partner (a list is
provided) or create your own.
1. Enter Testing invisible signatures in the Purpose for signing the document text box.
2. Click Sign, and then click OK in the confirmation window.
3. Review the Signatures task pane to verify that the correct person is designated under
Requested signatures.
4. Save your file and exit Word.
Quiz #4
Question 1:
True or False: Citations are used as sources for bibliographies.
A) True
B) False
Question 2:
True or False: Footnotes are located at the end of a document.
A) True
B) False
Question 3:
True or False: Bookmarks must begin with a letter and can't contain spaces.
A) True
B) False
Question 4:
Where can hyperlinks send readers? (Check all that apply.)
A) To Web sites
B) To the office
C) To other places within the same document
D) To existing files on a network
Question 5:
True or False: You can't add digital signatures to Word 2007 documents.
A) True
B) False