MS-Word / Getting Started

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Getting to Know the New User Interface

MS-Word 2007 offers a new user interface. This new user interface consists of three parts:

• Office Button
• Quick Access toolbar
• Ribbon

The File menu

The File menu contains commands for opening, saving, printing, and closing a file. In Word, a file is called a document.

In previous versions of Word, the File menu was clearly labeled File. In Word 2007, the File menu appears when you click the Office Button in the upper-left corner. You can display the File menu by clicking the Office Button or by pressing Alt+F.

Creating a new file

When you first load an Word 2007 program, it automatically creates an empty file for you to use right away. In case you need to create a new file after you have already loaded an word 2007 program, follow these steps:

1. Click the Office Button. A drop-down menu appears.
2. Choose New. A New dialog box appears.
3. Click Blank and then click the Create button. A blank file appears ready for you to start storing data in it.

Creating a new file from a template

Rather than create a blank file, you may find it easier to use a template instead. A template contains predefined formatting for creating different types of files easily, such as calendars, newsletters, sales reports. Word 2007 provides three types of templates:

1. Word 2007 templates installed on your computer.
2. Templates available over the Internet on the Microsoft Web site.
3. Existing files that you create and format yourself.

Using an Word 2007 template on your computer

Installing Office 2007 automatically installs dozens of templates for Word. To use one of these templates, follow these steps:

1. Click the Office Button and choose New. A New window appears.
2. Click Installed Templates. The New window displays all the installed templates on your computer.
3. Click the template you want to use and then click the Create button. Word 2007 creates a new file based on your chosen template.

Downloading and using a template off Microsoft's Web site

Microsoft provides a huge library of templates that you can download from its Web site. To retrieve these templates, you need to connect to the Internet and then follow these steps:

1. Click the Office Button and then choose New. A New window appears and then click a category underneath Microsoft Office Online, such as Agendas or Award Certificates. The New window displays all the templates available from the Microsoft Web site.
   
   
   
   
2. Click the template you want to use and then click the Download button. Word 2007 downloads and creates a new file based on your chosen template.

Opening an existing file

When you load an Word 2007 program, you will probably want to edit a file that you had created and modified before. To open an existing file, you need to tell Word 2007 the location and name of the file you want to open. Just follow these steps:

1. Click the Office Button and then choose Open. An Open dialog box appears.
2. Click the drive where you want to load the file, such as the C: drive. and then click a folder and then click Open to search for a file inside a folder. Repeat this step as many times as necessary.
3. Click the file you want to open and then click Open. Your chosen file appears ready for editing.

Saving files

Saving a file stores all your data on a hard disk or other storage device (such as a Compact Flash card). The first time you save a file, you need to specify three items:

• The drive and folder to store your file
• The name of your file
• The format to save your file

The drive and folder where you store your files is completely arbitrary. However, it is a good idea to store similar files in a folder with a descriptive name, such as Sales Detail 2008 or Application for Holiday. By default, Word 2007 stores all your files in the Documents folder.

The name of your file is also completely arbitrary, but it is also a good idea to give your file a descriptive name such as Latest Resume to Escape My Dead End Job for World Domination Meeting on September 9, 2008.

The format of your file defines how Word 2007 stores your data. The default file format is known as Word 2007 format, which simply means that only people with Word 2007 can reliably open and view the contents of that file. If you want to share your files with people who do not use Word 2007, you have to save your files in a different file format.

Saving a file for Word 2007

If you are the only person who needs to view and edit your files, you can save a file in Word 2007 format by following these steps:

1. Click the Office Button. A drop-down menu appears and then click Save. If this is the first time you are saving the file, a Save As dialog box appears.
   For a quick way to choose the Office Button> Save command, click the Save icon that appears to the right of the Office Button or press Ctrl+S.
2. Click in the File Name text box and type a descriptive name for your file and then click Save.

After you have saved a file, you will only have to go through Steps 1 and 2 because you do not have to specify a location and filename to save an existing file.

Saving a file for older versions of Microsoft Word

If you need to share files with people using older versions of Microsoft Word, you need to save your files in a different file format known as 97-2003, such as Word 97-2003 Document.

This special 97-2003 file format saves Word 2007 files so that previous versions of Microsoft Word 97/2000/XP/2003 can open and edit your files.

When you save files in the 97-2003 format, Microsoft Word 2007 saves your files with a three-letter file extension, like .doc. When you save files in the Word 2007 format, Microsoft Word 2007 saves your files with a four or five-letter file extension, such as .docx.

To save your Word 2007 files as a 97-2003 format, follow these steps:

1. Click the Office Button and then choose Save As. A Save As dialog box appears.
2. Click in the Save as Type list box. A list of different formats appears.
   When you choose the Save As command in Step 1, you are making a copy of your original file.
3. Choose Word 97-2003 Format.
   The Save as Type list box displays a huge list of file formats. Most programs can accept files stored in the 97-2003 format, but many older programs cannot, so you may have to resort to saving a file in one of these other formats instead.
4. Click in the File Name text box and type a descriptive name for your file and Click Save.

Closing a file

When you are done editing a file, you need to close it. Closing a file simply removes the file from your screen but keeps your Word 2007 program running so you can edit or open another file. If you have not saved your file, closing a file will prompt you to save your changes. To close a file, follow these steps:

1. Click the Office Button and then choose Close. If you have not saved your file, a dialog box appears asking whether you want to save your changes.
   For a faster way to choose the Close command, press Ctrl+F4.
2. Click Yes to save your changes, No to discard any changes, or Cancel to keep your file open. If you click either Yes or No, Word 2007 closes your file.