MS - Word 2007

 WHAT IS MICROSOFT OFFICE 2007?

Microsoft Office 2007 is a popular office productivity software package developed by Microsoft Corporation. It was officially released in January 2007. This software is used to create documents, spreadsheets, presentations, databases, and emails easily.

Microsoft Office 2007 is widely used in schools, colleges, offices, businesses, and government departments.

Definition of Microsoft Office 2007

Microsoft Office 2007 is a collection of application software that helps users perform office-related tasks such as typing documents, calculating data, creating presentations, and managing information.

Why is Microsoft Office 2007 Important?

Microsoft Office 2007 is important because it:

Makes office work fast and easy

Improves productivity

Helps in professional document creation

Saves time and effort

Is easy to learn for beginners

Main Applications of Microsoft Office 2007

1. Microsoft Word 2007

Used for typing documents, letters, resumes, reports, and notes.

Features:

Text formatting

Spell check

Insert tables, images, and charts

2. Microsoft Excel 2007

Used for calculations, data analysis, and spreadsheets.

Features:

Formulas and functions

Charts and graphs

Data sorting and filtering

3. Microsoft PowerPoint 2007

Used to create presentations and slideshows.

Features:

Slide design

Animations and transitions

Used in meetings and classrooms

4. Microsoft Access 2007

Used for database management.

Features:

Store large data

Create tables, queries, forms, and reports

5. Microsoft Outlook 2007

Used for email communication and scheduling.

Features:

Send and receive emails

Manage contacts and calendar

New Feature of Microsoft Office 2007 – Ribbon Interface

Microsoft Office 2007 introduced a new Ribbon Interface, which replaced traditional menus and toolbars.

Benefits of Ribbon:

Commands are easy to find

Better user experience

Faster work performance

Advantages of Microsoft Office 2007

Easy to use interface

Professional document creation

Supports multiple file formats

Suitable for students and professionals

Widely accepted worldwide

Uses of Microsoft Office 2007

School and college assignments

Office documentation

Business reports

Data analysis

Presentations and meetings

System Requirements (Basic)

Processor: 500 MHz or higher

RAM: 256 MB (minimum)

Hard Disk: 2 GB free space

Operating System: Windows XP / Windows 7

 WHAT'S NEW IN WORD 2007

Word 2007 presents a new user-interface which is quite different than previous versions of Word. This section will provide you with some basic information about the new look and features available in Word 2007 in order to help you get started.

(a) The Ribbon

Upon launching Word 2007 for the first time the most noticeable change you will notice is Microsoft's replacement of the traditional toolbars and menus with the Ribbon. The Word 2007 Ribbon is a bar across the top of the window that contains tabbed pages of commands and icons/buttons. It replaces the previous versions menu bar and drop down menus. The ribbon is designed to help you quickly find the commands that you need to complete a task.

The ribbon is divided into seven tabs by default, and each tab is a selection of groups that show related items together. Command buttons in each group carry out a command or display a menu of commands.

(b) The Microsoft Office Button

The Microsoft Office Button has replaced the File menu in earlier versions of Word. By clicking on this button, you are presented with the commands previously found in the File menu of Word 2003, including New, Open, Save, Save As, Print and Close.

(c) Live Preview

Another new feature in Word 2007 is Live Preview, which temporarily applies formatting on the selected text or object when you mouseover any of the formatting buttons. This temporary formatting is removed once the mouse pointer is moved away from the button, allowing you to preview how the text would appear without having to apply it.

(d) Mini Toolbar

The Mini Toolbar pops up whenever text is selected. This new feature provides easy access to the most commonly used formatting commands in Word. The toolbar will also appear Word

when you right-click on a selection of text. Initially, the toolbar is semi-transparent to allow you a nearly unobstructed view of the text beneath, and becomes opaque when the mouse pointer moves over it. You do not have the option to customize the Mini toolbar.

(e) Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar which contains shortcuts for commonly used tools. You have the ability to add and remove the toolbar buttons based on your personal preferences.

(f) File Format (OpenXML)

The Microsoft Office suite applications now use a new file format as the default file format.

Documents created in Word 2007 will use a file extension of .docx (compared to .doc in previous versions). Based on XML, this format uses the ZIP file container, which is compressed and up to 75% smaller than previous Office file formats.

Starting Word 2007

If no other icons for or shortcuts to Word are available on your desktop, you can always start Word using the Start menu.

1. Start your computer if it is not already running, and log on to Windows if necessary.

2. Click Start All Programs Microsoft Office.

This opens the Microsoft Office group displaying all the programs included in it.

3. Now click on Microsoft Office Word 2007 to activate the application.

On selecting the appropriate directions, the Word window appears on your screen. The starting Word window is displayed as shown in the figure along with its various elements.

 CREATING A NEW DOCUMENT

Whenever you start Word 2007, a blank screen is displayed on your screen as shown in the figure above. Besides, there are several ways to create new documents from where you can choose any one.

Click the Microsoft Office Button() and Click New, or

Press CTRL+N on the keyboard

On pressing the Microsoft Office Button, following menu is displayed.

You will notice that when you click on the Microsoft Office Button → New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on centre screen, and preview the selection on the right screen. This window is displayed in the next screen.

Word includes a word wrap feature so that as you type, Word automatically moves the insertion point to the next line of the document when you reach the right margin. You only press ENTER when you want to start a new paragraph or insert a blank line.

 SAVING A NEW DOCUMENT

Saving a new document is the process of storing a document for the first time on the computer with a specific file name and location. When a document is created in any application such as Microsoft Word, it must be saved to prevent loss of data.

A new document does not have a file name until it is saved for the first time.

Need for Saving a New Document

Saving a new document is necessary because:

It protects the document from accidental loss

It allows the user to access the document later

It helps in organizing files properly

It enables sharing of the document with others

Steps to Save a New Document

Click on the File menu

Select the Save or Save As option

Choose the desired location (Folder, Drive)

Type the file name

Select the file type

Click on the Save button

Save vs Save As (for New Document)

Save: Used to save the document for the first time

Save As: Used to save the document with a different name or location

For a new document, both commands open the same Save dialog box.

File Format of a New Document

By default, a Microsoft Word document is saved with the extension .docx.

Other formats include:

.doc

.pdf

.txt

Keyboard Shortcut

The shortcut key to save a new document is:

Ctrl + S

This opens the Save dialog box for the first time.

CLOSING A DOCUMENT

Closing a document means ending the current document session in an application such as Microsoft Word, without necessarily closing the program itself. When a document is closed, it is removed from the screen, but the application may remain open.

If the document contains unsaved changes, the computer prompts the user to save the document before closing it.

Need for Closing a Document

Closing a document is necessary for the following reasons:

To finish working on the current document

To open another document

To free system memory

To protect the document from accidental changes

Methods of Closing a Document

1. Closing a Document Using the File Menu

Steps:

Click on the File menu

Select the Close option

The current document will be closed.

2. Closing a Document Using the Close Button

Click on the Close (X) button of the document window

This closes the active document.

3. Closing a Document Using Keyboard Shortcut

The keyboard shortcut to close a document is:

Ctrl + W or Ctrl + F4

Saving Prompt While Closing

If the document has unsaved changes, a dialog box appears asking:

Save – saves the changes and closes the document

Don’t Save – closes the document without saving

Cancel – returns to the document

Difference Between Closing a Document and Exiting a Program

Closing a Document: Closes only the current document

Exiting a Program: Closes the entire application

 EXITING WORD 2007

If you have finished with your work in Word 2007, you would wish to close this application.

To do this, you can choose any of the following options:

Click Exit Ward from the Microsoft Office Button (3), or

Press ALT + F4 as shortcut key, or

Click on the Close button (E) on the top-right comer of the Title Bar.

                                      (PRACTICE EXECRISE)

1. Click Start All Programs Microsoft Office Microsoft Office Word 2007 to activate Microsoft Word.

2. In the blank Word window, type the following text from the current insertion point position (Don't press ENTER key anywhere):

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Press CTRL + S to open the Save As dialog box to save the document.

The first sentence of your document appears in the File name: text box.

4. Specify the filename as Introduction to internet as shown in the following dialog box:

5. After saving the file with the specified name, press CTRL + W to close this document.

6. Close Microsoft Word application window.

 OPENING AN EXISTING DOCUMENT

Opening an Existing Document ka matlab hota hai pehle se saved file ya document ko dobara open karna, taaki hum usse padh saken, edit kar saken ya print kar saken. Ye feature Microsoft Word, Excel, PowerPoint aur anya applications me use hota hai.

Computer par kaam karte waqt existing document ko open karna ek basic aur important skill hai.

What is an Existing Document?

An existing document is a file that has already been created and saved on the computer, pen drive, hard disk, or cloud storage.

Examples:

MS Word file (.doc / .docx)

Excel file (.xls / .xlsx)

PowerPoint file (.ppt / .pptx)

Why Do We Need to Open an Existing Document?

Existing document open karne ki zarurat isliye hoti hai kyunki:

Purane kaam ko continue karna hota hai

Document me correction ya editing karni hoti hai

Data ko review karna hota hai

File ko print ya share karna hota hai

Time aur effort bachta hai

Methods of Opening an Existing Document

Method 1: Using File Menu (MS Word 2007)

Steps:

Open Microsoft Word 2007

Click on Office Button (top-left corner)

Click on Open

Select the location (Computer / Folder)

Choose the file name

Click Open

Document screen par open ho jayega.

Method 2: Using Shortcut Key

Shortcut Key:

👉 Ctrl + O

Steps:

Press Ctrl + O

Open dialog box appear hoga

File select karein

Click Open

Method 3: From Recent Documents List

Steps:

Open MS Word

Office Button par click karein

Recent documents list me se file select karein

Click karte hi document open ho jayega

Method 4: Double Click Method

Steps:

File location (Desktop / Folder) open karein

Document file par double click karein

File automatically open ho jayegi

Things to Remember While Opening a Document

File ka correct location yaad hona chahiye

File name sahi select karein

File compatible format me ho

Agar file corrupt ho, to open nahi hogi

Advantages of Opening Existing Documents

Time saving

Data reuse possible

Easy editing

Better work management

Productivity increase

Common Problems While Opening Documents

File not found

Wrong file format

File damaged or corrupted

Software not installed

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