Word2007SetupTutorial

Introduction: Using Microsoft Word more EffectivelyMicrosoft Word has many functions and features that can help in creating better documents faster and easier. Some useful and powerful features include:∙Automatic spelling, grammar and style checks that are specific for the primary editing language ∙Automatic page numbering∙Consistent page headers and page footers∙Styles, allowing faster formatting and a single point to make global changes to the format∙Displaying formatting marks so you can seeThis document shows how to use many of these features more effectively, saving you time and effort.To use these features properly, you need to change some settings in Word. Some things need to be set before creating a new document. Those settings and options may not affect existing documents. Other settings and features can easily help with both new and existing documents. But some of those features usually require some rework of existing documents to gain full advantage.Writing Documents in Different LanguagesMicrosoft Office includes a language settings tool. This tool is very important if you create documents in languages other than Chinese. By using this tool to set your Primary Editing Language to another language – BEFORE creating a new document – many Microsoft Office default options are features are changed to better support the language standards, formatting standards, spell checking and grammar checking of the Primary Editing Language. For example, setting the Primary Editing Language to American English changes the default font to a western font, the default paragraph style to left aligned, the default paragraph indent to ½ inch, etc. In addition, the spelling checker will check for American English spelling (showing British English spelled words as misspelled), and American English grammar.Microsoft Word StylesDocuments built using Word Styles are more stable and more easily edited than documents formatted without them. Styles provide a faster means to format documents with a consistent look and feel, and make it easier to change the format and look of standard items in a document such as titles or headings by changing one style. Some advantages of using styles in your Word documents include: ∙Faster Formatting. All the bold, underlines, font sizes, paragraph indents, etc, can be contained in just one style.∙Consistent look and feel to documents. When the same styles are used across the board in a firm, the documents have a consistent look and everyone knows how to work with them.∙Global Formatting. Without styles, if you have a 60-page document and you need to change the font size or style on fifty headings in the document, you need to go to each heading and change itmanually, or you need to know how to use very advanced find and replace. With Microsoft WordStyles you change the style once and the change is automatically changed throughout the document.∙Automatically Build Tables of Content. Using Heading styles, Word can automatically create a TOC.∙Documents are smaller. The amount of space a style definition takes up in a document is significantly less than all the direct formatting applied to fonts and paragraphs.Creating and using styles is explained later in this document.Table of ContentsIntroduction: Using Microsoft Word more Effectively (i)Writing Documents in Different Languages (i)Microsoft Word Styles (i)Table of Contents ............................................................................................................................................... i i Checklist: Configuring Word for Creating Documents in English .................................................................... i i Changing Office to Write and Edit in English (1)Document Standards: Modified APA/MLA Formats (2)Recommended: Show Formatting Marks (3)Set Spelling, Grammar and Style Checking Options (3)Set Page Margins: 1 inch (2.54 cm) top, bottom, left and right (4)Verify and Set Page Size (5)Change Page Size Default (5)Set Standard Font (modifying the ‘Normal’ <正文> style) (6)Modify the ‘Normal’ <正文> style to be Single spaced with no extra spacing (7)Create Page Header with Page Numbers (8)Create the Main Body paragraph style: double spaced, first line indented ½ inch (1.27 cm) (10)Create the Reference paragraph style: double spaced, first line hanging ½ inch (1.27 cm) (12)Checklist: Configuring Word for Creating Documents in English1.Configure Office and Word Language Settings to American English as the primary editing language.2.Verify page size is A4 – if not configure page size to A43.Set page margins to 1 inch (2.54 cm) top, bottom, left and right4.Modify ‘Normal’ paragraph style to be Times New Roman, 12 point5.Modify ‘Normal’ paragraph style t o be Single Spaced with No extra spacing Before or After6.Create Page Header with page numbers, course name, student name and ID, and assignment due date7.Create Body paragraph style: double spaced, first line indented ½ inch (1.27 cm)8.Create Reference paragraph style: double spaced, first line hanging ½ inched (1.27 cm)Changing Office to Write and Edit in EnglishTo most effectively use Microsoft Word to write and edit in English, itis best to set the primary editing language to English. This changes many of thedefaults in the Office applications including grammar and spelling checking,default fonts, paragraph styles, header styles, etc. English language choicesinclude American (US) English, British English (UK) and others. BecauseAmerican English and British English have some differences in spelling, it isimportant to select the appropriate language based on your intended readers. Forassignments in this class, American English should be used.The Primary Editing Language for Microsoft Office is set using theOffice Language Settings Tool, an application found in the Office Tools folder.9.Make sure no Microsoft Office Applications are running.10.From the Windows ‘Start Button’, browse to the ‘Microsoft Office’folder,then the ‘Microsoft Office Tools’ <Microsoft Office 工具> folder.11.From the ‘Microsoft Office Tools’ folder, select ‘Microsoft Office 2007Language Settings’ <Microsoft Office 语言设置2007> tool.12.On the ‘Editing Languages’ tab <编辑语言(E)>, change the Primary Editing Language to ‘English(United States)’ <英语(美国)>.13.Click on ‘Ok’ <确定> then restart Microsoft Word.Document Standards: Modified APA/MLA FormatsAll documents produced for class should follow a modified APA/MLA format. APA and MLA standards were created by international groups to standardize the way documents are formatted and submitted for publication. These standards have been adopted internationally, and are used in universities, research facilities and professional publications around the world.APA stands for American Psychological Association, and the APA standard is used in most social and psychological areas of study including business, intercultural communication, linguistics, sociology, etc.MLA stands for Modern Language Association and the MLA standards are used in most areas of language research that are not sociological or psychological in nature. For example, research on literature is usually presented in MLA format.These standards define many aspects of the final document look including:1.page layouts including margins, page headers and footers2.font styles and sizes3.paragraph layouts including indentation and spacing4.title page content and format (or a specification for no title page)5.reference or citation contents and formatsMany of these aspects are the same in both APA and MLA, but some are very different.The standards for documents produced in this class follow a modified APA/MLA format. This format includes the following standard formats:1.One inch (2.54 cm) margins all around (top, bottom, left, and right)2.Almost all written text in Times New Roman, 12 point font3.Main body paragraphs double spaced, with the first line indented ½ inch (1.27 cm); that is, the first lineof the paragraph is indented to the right of the left margin by 1.27 cm, but all following lines are at the left margin.4.Main body paragraphs are also left aligned (), not justified; meaning the right side of the paragraphsshould not have a straight vertical line.5.Page numbers at the top right of the page (in the page header)6.The first line of header includes (from left to right) course title, student name, student id in parentheses,and page number7.Second line of header at the left margin is the assignment DUE date.8.References or citations are also double spaced, but have a hanging indent; that is, the first line of thereference is at the left margin, and all following lines are indented to the right by 1.27 cm.Microsoft Word has many features to allow for easily setting and maintaining these standards throughout your document. Some of these features include paragraph styles, font styles, page headers, page footers and page settings.Recommended: Show Formatting MarksMicrosoft Word can show many differentformatting marks on the screen while you are editing adocument. These include a special mark for the end of aparagraph, and a mark showing where there is a blankspace. These will not appear in the printed document.Showing these while editing a document helps to identifyformatting problems.1.To show Tabs, Spaces, Paragraph and/or other formattingmarks, start Microsoft Word, click on the Office button, then click on the ‘Word Options’ <Word选项(I)>button (see right), and the ‘Word Options’ <Word 显示>dialog appears (see below).2.On the ‘Word Options’ <Word选项> dialog, select thesecondoption,‘Display’ <显示> (see below).3.In the ‘Always show these formatting marks on the screen’<始终在屏幕上显示这些格式标记> section of the dialog,check ‘Tab characters’ <制表符(T)>, ‘Spaces’ <空格(S)>,‘Paragraph marks’ <段落标记(M)> and any other optionsyou think are useful (see left).Set Spelling, Grammar and Style Checking OptionsMicrosoft Word has powerful spelling and grammarchecking features which can help identify spelling andgrammar errors in the document. With the primary editinglanguage set to American English (see earlier section), Wordcan automatically check for proper American English spellingof words. (Note: if the primary editing language is set to‘English (United Kingdom)’ <英语(英国)> , the document will be checked for properBritish Englishspelling).1.On the ‘WordOptions’ <Word选项> dialog, select the third option,‘Proofing’ <校对> (see below)2.In the ‘When correcting spelling and grammar inWord’ <在 Word中更正拼写和语法的> section ofthe dialog, check the first four items (see right)3. In the same section, set the ‘Writing Style’<写作风格(W)> to ‘Grammar & Style’4.In the same section, c lick the ‘Settings’ <设置>button, and the ‘Grammar Settings’ <语法设置>dialog appears (see below).5.On the ‘Grammar Settings’ <语法设置> dialog,set ‘Punctuation required with quotes’ to ‘inside’(American English style; For British English setto ‘outside’), and set ‘Spaces required betweensentences’ to ‘1’6.All other options should be checked.7.Click ‘Ok’ <确定> on the ‘Grammar Settings’<语法设置> dialog to save.8.Click ‘Ok’ <确定> on the ‘Word Options’<Word选项> dialog to save.Set Page Margins: 1 inch (2.54 cm) top,bottom, left and rightMargins are the white space between thetext and the edge of the paper. The standard is 1inch or 2.54 cm around all text: top, bottom, leftand right. The margin width is set from the ‘PageLayout’ <页面布局> tab.1.From the ‘Page Layout’ <页面布局> tab ribbon, clickon the small arrow icon in the lower right corner ofthe ‘Page Setup’ <页面设置> tab section (see right).T he ‘Page Setup’ <页面设置> tab dialog appears.2.On the ‘Page Setup’ <页面设置> dialog, in the‘Page Margins’ <页边距> section of the dialog, the‘Top’ <上> and ‘Bottom’ <下> margins shouldalready be ‘2.54 cm’ <2.54 厘米> (see right).Change the ‘Left’ <左> and ‘Right’ <右> margins toalso be ‘2.54 cm’ <2.54 厘米>, then cli ck ‘OK’ tosave the settings.Verify and Set Page SizeWhen creating a new document, Word will use the default page size setting for the new document. When Word is initially installed, the default page size is usually NOT A4. The document page size can be checked and set from the ‘Page Layout’ <页面布局> tab. To quickly check the current page size of your document, select the ‘Size’ <纸张大小> drop down list. If the current page size i s not set to ‘A4’, change it by clicking on the ‘A4’ option in the list (see right: changing ‘Letter’ to ‘A4’).Change Page Size DefaultYou can also change your personal copy of Word so that all futuredocuments will be created as ‘A4’. This default page size is set on the ‘PageSetup’ <页面设置> dialog.3.From the ‘Page Layout’ <页面布局> tab ribbon, click on the small arrowicon in the lower right corner of the ‘Page Setup’ <页面设置> tab section(see left).4.The ‘Page Setup’ <页面设置> dialog appears(see right).5.On the ‘Page Setup’ <页面设置> dialog (right),select the second tab: ‘Paper’ <纸张>.6.On this tab page, verify that ‘Paper size’<纸张大小 (R):> is set to ‘A4’.7.At the bottom of the dialog, press the ‘Default…’<默认(D) …> button, then click the ‘Yes’ <是(Y)> button on the confirmation dialog.With this change saved, all new documentsshould be created as A4 size.Set Standard Font (modifying the ‘Normal’ <正文> style)The best way to manage the format of all of the text in your document (e.g. headings, paragraphs, etc.) is by using paragraph styles. This feature simplifies maintaining a consistent look for your entire document. It also allows for generating Styles are managed in the ‘Styles’ <样式> dialog accessed from the ‘Home’ <开始> tab.1.On the ‘Home’ <开始> tab ribbon, click on the small arr ow icon in the ‘Styles’ <样式> tab section.2.The ‘Styles’ <样式> dialog appears (shown at right).3.First, modify the font of the ‘Normal’ <正文> paragraph style, click on the rightside of the ‘Normal’ <正文> style, and a dropdown appears (see below).4.From the dropdown, select ‘Modify’<修改> (see right), and the‘Modify Style’ <修改样式> dialog appears(see below).5.On the ‘Modify Style’ <修改样式> dialog forthe ‘Normal’ <正文> paragraph style, in the‘Formatting’ <格式> section, change the‘Font’ <字体> to ‘Times New Roman’ andthe size to ‘12’ point (see below).6.DO NOT click ‘Ok’ <确定> yet. The next section discusses further modifications to the ‘Normal’ <正文>paragraph style.Modify the ‘Normal’ <正文> style to be Single spaced with no extra spacingIn a standard installation of Word, the Normal paragraph style includes extra line spacing and extra space after each paragraph. To conform to the modified MLA/APA standard, there should be no extra spacing. To remove this spacing, modify the paragraphoptions of the Normal paragraph style.1.At the bottom of the ‘Modify Style’ <修改样式>dialog, click on the ‘Format’ <格式(O)> button, thenchoose ‘Paragraph’ <段落(P)> (see right).2.The ‘Paragraph’ <段落> dialog appears (see below).3.On the ‘Paragraph’ <段落> dialog, in the‘Spacing’ <间距> section, set ‘Line Spacing’<行距(N):> to ‘Single’ <单倍行距>.4.Also in the ‘Spacing’ <间距> section, set both‘Before:’ <段前(B):> and ‘After:’ <段后(F):> to‘0’.5.Click ‘Ok’ <确定> on the ‘Paragraph’ <段落>dialog to save the changes.6.Click ‘Ok’ <确定> on the ‘Modify Style’<修改样式> dialog to save the changes.Create Page Header with Page NumbersA page header is text that appears at the top of each page, and a page footer is text that appears at the bottom of each page. Microsoft Word includes features to specify the contents for a page header and a page footer once, and then have the page header and page footer automatically appear on each page of the document. In addition, Word supports automatic page numbering in the page header or page footer. This section explains how to set these features in Microsoft Word.APA and MLA have different standards for the content of page headers. If your document must conform to a specific standard such as APA or MLA, consult the specific standard documentation for the content and format of page headers for that standard. This section explains content and format that should be used for page headers in all class homework. The class homework page header includes: course name, student name, student id, assignment due date and page number. For class homework, there is no page footer.The easiest way to start the page header in Word 2007 is to add a page number, then edit the header to include the other contents.1.On the ‘Insert’ <插入> tab ribbon, in the ‘Header & Footer’ <页眉和页脚> tab section, click on the‘Page Number’ <页码> drop down menu, and t hen select ‘Top of Page’ <页面> (see below).2.At this point, choices will appear showing thepage number in different positions (see left). Forthis class, the page number should be in theupper right, so select ‘Plain Number 3’<普通数字 3>. At this point, the page headerappears with a page number field at the rightcorner of the page header (see below).Intercultural Communication Intercultural Communication3. At this point the text cursor is in the header, highlighting the page number. In the keyboard, press the left arrow key to move the cursor to the left of the page number.4. Be sure the page number is no longer highlighted, then type your English Name, one space, and then your Student ID number in parentheses, then two spaces before the page number (see below).5. Next, using the left arrow key or the mouse, move the cursor to the left of your name, and press the ‘Tab’ key twice. This places tab spaces to the left of your name in the page header.7. Now move the cursor to the beginning of the second line of the header. In this location, type the due date of the assignment (see below).8. To leave the page header and have the cursor return to the main document, click on the ‘Close Header and Footer ’ <关闭页眉和页脚> tab section , in the ‘Header and Footer Tools Design ’ tab (see below).Create the Main Body paragraph style: double spaced, first line indented ½ inch (1.27 cm) Next, create a new style that will be used for the main body paragraphs. The main body paragraphs should be double spaced, and the first line of each paragraph should be indented by ½ inch (1.27 cm).9.While the ‘Normal’ <正文> style is selected, click on the ‘New Style’ <新建样式>button (see right).10.The ‘New Style’ <根据格式设置创建新样式> dialog opens (see right).11.In the ‘Name:’ <名称(N):>field, specify a name suchas “Body”12.Change the line spacing todouble space by clickingthe ‘Double Space’<2倍行距> button (seeright).13.To indent the first line, firstclick on the ‘Format’<格式(O)> button (see right)and a menu of choicesappears (see below).14.From the menu, select‘Paragraph…’ <段落(P)…>(below) and the ‘Paragraph’<段落> dialog appears (seenext page).Step 4:‘Double space’<2倍行距>button Step 3:‘Name:’<名称(N):>buttonStep 6:‘Paragraph…’<段落> menu itemStep 5:‘Format’<格式(O)>buttonStep 1:‘New Style’<新建样式>button‘Indentation’ <缩进> section, click on theSpecial <特殊格式(S)> drop down and select‘First Line’ <首行缩进>.16.The ‘By’ <磅值(Y)> field should beautomatically set to “1.27 cm” <1.27 厘米>; ifnot, Word has not been configured for Englishas the primary editing language (see first pageof this document).17.If the ‘By’ <磅值(Y)> field is not “1.27 cm”<1.27 厘米>, then change the value to“1.27 cm” <1.27 厘米>.18.Click the ‘Ok’ <确定> button on the‘Paragraph’ <段落> dialog to save theparagraph settings19.Click ‘Ok’ <确定> on the ‘New Style’<根据格式设置创建新样式> dialog to save thenew “Body” style.This new “Body” style should be used forALL main text in ALL written assignments for theclass.To set any paragraph to this new “Body”style, highlight the paragraph(s), then select the“Body” style from the ‘Styles’ <样式> tab section of the ‘Home’ <开始> tab ribbon, or select the “Body”style in the ‘Styles’ <样式> dialog (see below).Create the Reference paragraph style: double spaced, first line hanging ½ inch (1.27 cm) Next, create a new style that will be used for references or bibliography. The references should be double spaced, and the first line of each paragraph should be hanging by ½ inch (1.27 cm), that is, the first line is at the left margin, while subsequent lines are indented ½ inch (1.27 cm) to the right of the left margin.1.While the ‘Body’ style is selected in the ‘Styles’ <样式> dialog, click on the ‘NewStyle’ <新建样式> button (see right).2.The ‘New Style’ <根据格式设置创建新样式> dialog opens.3.In the ‘Name:’ <名称(N):> field, specify a name such as “Reference”4.To chang e the indent of first line, first click on the ‘Format’ <格式(O)> button anda menu of choices appears.5.From the menu, select ‘Paragraph…’ <段落(P)…> (below) and the ‘Paragraph’<段落> dialog appears (see next page).6.On the ‘Paragraph’ <段落> dialog, in the ‘Indentation’ <缩进> section, click onthe Special <特殊格式(S)> drop down and change ‘First Line’ <首行缩进> to‘Hanging’ <悬挂缩进>.7.Click the ‘Ok’ <确定> button on the ‘Paragraph’ <段落> dialog to save theparagraph settings8.Click ‘Ok’ <确定> on the ‘New Style’<根据格式设置创建新样式> dialog to save the new “Reference” style.Step 1:‘New Style’<新建样式>button。