Unit 2 Extra Lessons

INTRODUCTION

Users who are working with multiple versions of Word may wish to change several default features in Word 2007 for consistency with previous versions of the software.

In addition, Word 2007 has added two handy new features that many users are finding quite helpful in using the newer version of the program; that is, the Quick Access Toolbar and the Zoom Control Slider.



OBJECTIVES

At the completion of this unit, participants will be able to:

  • choose between new and prior default settings for font, line spacing, saving, and margins
  • distinguish between prior and new methods of viewing the screen, including using the Zoom Control slider
  • customize the new Quick Access Toolbar to include shortcuts for frequently-used commands



EXTRA LESSON ONE: Default to Prior Settings

As you go through the lessons below, you will be asked to perform a few activities. You may wish to open a copy of Word 2007 and minimize it to the Taskbar. Simply click the icons on the Taskbar to switch back and forth between Word 2007 and this tutorial as you carry out the activities.


Check.gifSaving as Word 97-2003 Files

Many users of Word 2007 still have prior versions of the program on their other computers, and/or they are exchanging files with others who do. Since, as indicated previously, prior versions of the software cannot open 2007 files, users may wish to set the default for saving back to that used in earlier versions. To do so:

  1. Click the Office Button.
  2. Click on Word Options
  3. Click on Save in the left pane.
  4. Under Save Documents in the right pane, change the drop-down menu for Save files in this format to Word 97-2003 Document (.doc). All new documents will default to the prior format, as requested.
  5. Click OK.


Check.gifChanging the Default Font

Users also have inquired about setting the default font back to Times New Roman in the newer version. To do this:

  1. Open a new document in Word 2007.
  2. Right-click inside the new document.
  3. On the drop-down menu that appears, select Font.
  4. When the familiar Font dialog box appears, make your selections; here, select Times New Roman, 12 point.
  5. Click the Default icon in the lower-left corner of the dialog box.
  6. A message will appear confirming the changes you requested.
  7. Click the Yes button. All new documents will default to the font and size you requested.


Check.gifChanging the Default Line Spacing

Word 2007 does not use single spacing as the default. To change the default:

  1. Right-click inside a Word 2007 document.
  2. On the drop-down menu that appears, select Paragraph.
  3. When the Paragraph dialog box appears, make your selections; here, under Line-Spacing, select Single from the drop-down list.
  4. Make any additional changes you desire within the dialog box.
  5. Click the Default icon at the bottom of the dialog box.
  6. A message will appear confirming the changes you requested.
  7. Click the Yes button. All new documents will default to single spacing, as you requested.


Check.gifChanging the Default Margins

Previous versions of Word used 1.25" right and left margins, while 2007 uses 1" margins around the whole document. To change the default:

  1. Inside a Word 2007 document, click on the Page Layout tab in the Ribbon.
  2. Click the Margins icon button and, then, on Custom Margins at the bottom of the drop-down menu.
  3. Type 1" in the Left and Right margin boxes.
  4. Click the Default icon at the bottom of the dialog box.
  5. A message will appear confirming the changes you requested.
  6. Click the Yes button. All new documents will default to 1" margins all around the document, as you requested.


It is recommended you download a copy of this lesson for future reference. To save the file on your computer, right-click on the following link and select Save Target As. Indicate your desired location for saving to your computer.


DOWNLOAD: Media: Unit_2_Extra_Lesson_One_-_Defaulting_to_Prior_Settings.pdf‎



EXTRA LESSON TWO: Zooming Text

You can use the Zoom feature to enlarge or reduce the size of on-screen text in Word 2007. Zooming in enlarges the text, and zooming out reduces text. To change the Zoom settings:

  1. Click the View tab in the Ribbon.
  2. Click Zoom.
  3. When the dialog box opens, click a zoom setting, as desired.
  4. Click OK.


NOTE: Within the Zoom dialog box, you may select Many pages as an option in order to view multiple pages. The number of pages you are able to view is determined by the resolution setting for your monitor.


REMEMBER: Zoom settings do not affect the size of your text when you print a document.



The Zoom Control Slider on the Status Bar

Another handy feature many users have found quite helpful in zooming text on the screen is the addition of the Zoom Control Slider on the right-hand side of the Status Bar.

Drag to the right on the slider with your mouse to enlarge text, and to the left, to reduce the size of the text.

Alternatively, you can click the plus or minus signs at either end of the Zoom slider. Each click of the plus sign zooms in 10%, and each click of the minus sign zooms out 10%.



EXTRA LESSON THREE: Quick Access Toolbar

The following link will take you to a video that provides an excellent tutorial demonstrating how to customize the Quick Access Toolbar. Click on the left arrow on the navigation bar to return to his lesson.

WATCH: Customizing the Quick Access Toolbar


Hands-on Exercises:

CustomizeQuickAccessToolbar 2.5.jpg

A new feature, the Quick Access Toolbar, allows you to add shortcut icons for features you use most frequently, including for items on the Office Button.

There are three icons on the toolbar by default. However, you may add and delete additional feature shortcuts, as well as relocate the entire toolbar below the Ribbon.


Check.gifTo change the placement of the toolbar:

  1. Click the Customize Quick Access Toolbar icon (the up-down arrows at the end of the bar).
  2. Click Show Below the Ribbon.

The Quick Access Toolbar now appears below the Ribbon. You can repeat these steps and select Show Above the Ribbon to place the toolbar back above the Ribbon.


Check.gifTo add commands to the Quick Access Toolbar:

  1. Click the Customize Quick Access Toolbar icon.
  2. From the menu that appears, click on the name of the command you want to add to the toolbar.
  3. Repeat this process until you have added all the commands you would like to include.


Check.gifTo remove commands from the Quick Access Toolbar:

  1. Click the Customize Quick Access Toolbar icon.
  2. From the menu that appears, click on any command that is named on the drop-down list you want to remove.
  3. Repeat this process until you have removed all the commands you would like to delete.


Check.gifTo add commands not named on the drop-down menu:

  1. Click the Customize Quick Access Toolbar icon.
  2. Select More Commands from the list of choices.
  3. When the Word Options dialog box opens, select from the additional options.
  4. Click the Add button after selecting an option.
  5. Repeat until you have selected the options you desire.
  6. Click OK.


Check.gifTo remove commands not named on the drop-down list:

  1. Right-click on the icon on the toolbar.
  2. When a drop-down menu appears, select Remove from Quick Access Toolbar.


Check.gifTo reset the Quick Access Toolbar:

  1. Click the Customize Quick Access Toolbar icon.
  2. Select More Commands from the list of choices.
  3. When the Word Options dialog box opens, select from the additional options.
  4. Click the Reset button beneath the right pane.
  5. When the Message window appears, click Yes.


It is recommended you download a copy of this lesson for future reference. To save the file on your computer, right-click on the following link and select Save Target As. Indicate your desired location for saving to your computer.


DOWNLOAD: Media: Unit_2_Extra_Lesson_Three_-_The_Quick_Access_Toolbar.pdf‎



Next: UNIT 3: Can I still add and format graphics?


Return to: Moving to Word 2007

Return to: ETAP 623 Spring 2010