MS Word, Part 4
Office 2007
Equation Editor
Sometimes, when typing a document, you need to display a math equation. Fractions
can be especially difficult unless you type them as such: 1/2. Word automatically
converts the above fraction to this: ½. But what if the fraction or equation is more
complex? The Equation Editor can help.
To insert a math equation:
Click on the Insert tab.
Click on the Equation button. If you click on the down arrow to
the right of the button you will get a list of ready-made equations
to choose from. If you would prefer to construct your own
equation, click on the button without the down arrow.
A box will appear where your blinking cursor was and the Equation Tools
Design tab will appear. Use the buttons to construct your equation.
The fraction button will insert a fraction into your
equation area. Click in the appropriate box
(numerator or denominator) to type your items. The
same goes for each button.
Construct this equation:
o Remember to click on the Insert tab and
then on the Equation button to insert an
equation field.
o Click on the Bracket button and
choose the first item.
o Click inside of the dotted box so
that it turns blue.
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o Then click on the Fraction button and choose the first item in the list.
o Click inside of the top box of the fraction (numerator) so that it
turns blue.
o Click on the Bracket button again and choose the same item
as before.
o Click inside of the top box again so that it turns blue.
o Now start typing your first set of information: 140+35
o Hit the right arrow key on the keyboard so that your blinking
cursor moves to the other side of the brackets.
o Type the rest of your numerator: *24*365
o Click in the lower box (denominator) and type: 1000
o Either hit the right arrow key one more time or click to the left of the large,
right bracket, making sure you are still inside of the brackets.
o Type the rest of your equation: * $0.14
o You are finished!
 For practice, construct this equation:
Working with Tables
For this section, open the Word 4 Practice Document.docx from the Word Class folder.
Sort
Word has a sort function which can be
used inside of tables.
Click anywhere within the table.
Click on the Layout Table Tools tab.
Click on the Sort button.
In the window that appears, make
sure it is sorting by column 1 in
ascending order.
Click on the OK button.
Notice how it sorted the row labeled
“Total” in with the other items. That
is not what we want. Click on the
Undo button.
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This time, click and drag to select just the people and
not the Total row.
Click on the Sort button again and click on OK. You
should have just the people sorted and not the Total
row.
Note the difference in sorts. The first time we sorted we did
not tell the computer to exclude the Total row. All we did
was click inside of the table and it sorted the whole thing.
The second time we told it to sort just the rows above the Total line. It then sorted
appropriately.
3-Way Sort
Also note that you can sort by up to three columns at once.
Click anywhere in the
table.
Click on the Layout
Table Tools tab.
Click on the Sort button.
Since there are column
headings, Word
identifies each column
by the text in the first
row. You have to tell
Word that you have
column headings by
clicking on the Header
row radio button.
Otherwise it will try to sort that row in with the rest of them (like the Totals row in
the previous example).
Tell Word to sort first by the Last Name column, then by First Name, then by
Middle Initial in the drop-down lists.
First Name
Andrew
Bill
Bill
Last Name
Smith
Smith
Smith
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Middle Initial
L
C
J
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Formulas
While Excel is considered the superior program for math functions, Word is also
capable of performing simple math calculations inside of tables.
Sum
Click in the cell next to “Total.”
Click on the Layout Table Tools tab.
Click on the Formula button.
The appropriate formula is already entered
into the Formula: box.
Click on the OK button.
To align the numbers so that the decimal
places are lined up, highlight column two and
click on the Right Align button from the Home tab.
Office Petty Cash Drawers:
Anita
$76.86
Bill
$2.95
John
$120.34
Sally
$23.87
Sue
$34.87
Vince
$9.20
Total
$268.09
If a number in your table changes, you will have to
tell the formula to update. Change Sally’s amount to
$2.04.
Right click on the Total amount.
Choose Update Field. The total will recalculate.
Parenthetical directions for functions include:
=SUM(ABOVE) which calculates the sum of the numbers in the column above.
=SUM(BELOW) which calculates the sum of the numbers in the column below.
=SUM(LEFT) which calculates the sum of the numbers in the row to the left.
=SUM(RIGHT) which calculates the sum of the numbers in the row to the right.
=SUM(B1:B6) which calculates the sum of the numbers in column B, rows 1
through 6.
Note that you can use different formulas with the parenthetical directions.
(Like: =AVERAGE(ABOVE), =COUNT(LEFT), etc.)
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Average
The formula =AVERAGE() works the same way as the SUM function, but it finds
the average of a range of numbers.
In the example, the formula
=AVERAGE(ABOVE) would not work
because there is a total row above the
Average cell that would cause our average to
be off. To reference a range of cells that are
not adjacent to the answer cell we have to
use cell references. The columns are labeled
with letters, and the rows are labeled with
numbers, just like in Excel. You won’t be able
to see them, so you will have to count.
We need to find the average of the range of
cells between B1 and B6. Here’s how:
Click in the cell you want the answer to appear (the one next to Average.)
Click on the Layout Tools Tab.
Click on the Formula button.
Delete the formula in the box so all that is left is the equal sign.
In the Paste Function
drop-down list,
choose Average.
Your cursor will
automatically move to
be between the
parentheses.
Type B1:B6.
Click on the OK
button.
Note that if you insert a new line and add information you will have to modify the
formula to include the new range (B1:B7 instead of B1:B6).
If an amount changes in the table remember to right click on the calculated
number and choose Update Field.
 For practice, find the Minimum Number, Maximum Number, and the Count of your
petty cash information. Follow the directions for Average but replace the formula
used with a different one from the Paste Function drop-down list.
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Merge Cells
Instead of having a table title outside of the table, it can appear inside of a merged cell
at the top of the table. Here’s how:
Click somewhere in the top row of your table.
On the Layout Table Tools tab, click on the Insert
Above button to insert a new top row.
Select the top row. (Either click to the left of the row outside of
the table, or click and drag to highlight the first row.)
Click on the Merge Cells button.
Type your title into the newly merged cell.
Split Cells
If you realize that you need to split a column up into multiple columns, you can also split
cells. Here’s how:
Click and drag to highlight the cell area you would like to split up. Keep in mind
that if you select multiple rows and they have different colors on each row, the
newly split cells will take on the color of the top row. Here, only the Qtr row is
highlighted. Make sure you do not select the row label.
On the Layout Table Tools tab, select Split Cells.
In the window that appears, specify how many cells
you would like your selected area to be split into. (In
this case, four existing columns being split into four
columns each is equal to 16 new columns.)
Click on the OK button.
Add the information you would like to display in each
cell and format it to fit your theme.
 For practice, repeat this process for each row to keep the given colors in each row.
Or highlight the entire section and do it all at once, fixing the colors after the columns
are split.
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Text to Table
If you have already typed your information and later realized you wanted it in a table,
you can easily convert it to a table. Here’s how:
Highlight the information you would like to place in a
table.
Click on the Insert tab.
Click on the Table button.
Select Convert Text to Table.
In the dialog box, specify how
many columns you want, how
wide you want the columns,
and what the text is separated
by. (The reason this example
has three columns instead of
two is because the tab key
was struck twice between
every menu item and dollar
amount to separate them. The
computer is using the tab key
as a common divider on each
row.)
Once the table is created, you can select the unneeded
column between items and delete it. Or, you can highlight
the table and hide the borders. No one would know there
was an extra column in there.
 For practice, try converting the Soup menu items into a table. Notice that the price
for Chicken Noodle Soup appears in the middle column instead of the right column.
That’s because that menu item was a longer phrase. Only one tab was needed to
move it over to be in line with the rest of the prices. You will have to manually move
the price over one column and delete it from the middle one.
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Table to Text
Information can also be converted back into text form after it is a table. Here’s how:
Click anywhere within the table.
Click on the Layout Table Tools tab.
Click on the Convert to Text button.
Specify which character you would like the items in
each row separated by (space, tab, comma, etc.)
Click on the OK button.
 For practice, do the same thing to the Soup items.
Charts
Excel is considered the superior program to use when creating charts. To create one in
Word from a Word table it must be copy and pasted into an Excel document, anyway.
To create a Word chart from a Word table, do this:
Click on the line in your document where you would like the chart to appear.
Click on the Insert tab and on the Chart button.
Select the style of chart you
would like to use and click on
OK.
Highlight the area of your table
that you would like to create a
chart from. (Selecting nonadjacent cells with the Ctrl key
does NOT work when doing a
copy/paste from a Word table
to an Excel document. Your
data will not transfer properly.)
Do not highlight the first line (Widget 1) or the Total
row.
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Click on the Home tab and on the Copy
button.
Go to the Excel document.
Click in cell A1.
Click on the Paste button.
Go back to your Word document. The chart will have updated instantly.
An alternative to the above steps is to merely create your table of data and chart in
Excel to begin with. Then copy/paste the Excel chart into your Word document.
 For practice, create a table for the Widget 2 information. Remember:
o DO NOT select the totals row. (Unless the Totals row is the only thing you are
creating a chart from.)
o Include the row and column headings when you copy/paste into Excel.
o Copy/paste the row headings into Excel, first. Then go back and copy/paste the
Widget 2 information.
o DO NOT select the first row that says “Widget 2.”
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There are a lot of things you can do to customize your chart by using the Chart Tools
tabs (Design, Layout, and Format).
You can:
o Change the Chart Type
o Switch the Columns and Rows
o Select different data
o Edit the current data
o Change the colors of the design
o Edit the chart and axis titles
o See Legend options
o Edit Data Labels
o Edit axis labels
o Add or remove Gridlines
o Add a Trendline
o Edit the shapes and colors of each bar or line. (Remember to click on the
bar or line you want to change before clicking on the option from the
ribbon.)
For more details about the Chart Tools tabs, see the Excel 4 class handout.
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Book Format
Open the Book Format.docx document for this part.
A project formatted to be a book will print out with pages in the appropriate order once
you fold them in half. To format your document:
Click on the Page Layout tab.
Click on the button in the bottom
right corner of the Page Setup
grouping to open the Page
Setup dialog box.
From the Multiple Pages dropdown list, select Book Fold.
Click on the OK button. Your
document will change to show
you one half of each page at a
time.
If you wish to adjust the
margins of each page, click on
the button from the second
step again. Adjust the margins
appropriately from the boxes
at the top.
Usually, books have page numbers
on the outside edges. To modify your
document to do the same:
Click on the Insert tab.
Click on Page Number.
Point to Bottom of
Page.
Since you are on page
5, and the odd pages
are on the right side of
the book, choose the
option to have the page
number on the right
side of the pages.
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On the Header & Footer Tools Design tab,
check the boxes to specify that your document
has a Different First Page and Different Odd
& Even Pages.
Scroll up to the footer of page 4 and click in
the footer section. It should be empty.
Click on the Page Number button.
Point to Bottom of Page.
Click on the option to place the page number on the left side of the page.
Click on the Close Header and Footer button to leave the footer.
The cover page is considered to be page 1 even though the number is not displayed.
(We told it to have a different first page footer.) You may want to have the second page
labeled as page 1. To do so, follow the directions laid out in the Word part 2 class
handout for creating section breaks.
When printing your document, you can print it on a printer that does double-sided prints
without having to worry that everything is in the correct order. When using a printer that
does not do double-sided prints you will have to run the paper through one time to print
on one side and then run it through again to print on the other. To tell your printer to
only print on one side:
Click on the Office button and click on Print.
Click on the Properties button in the upper right
corner of your Print window.
You will have to look for the option to Print on
Both Sides. In this case it was on the Finishing
tab, but every printer is different.
Click on the OK button and then on the OK
button on the Print window.
Once one side of the papers have been printed
on, you will have to place them back into the
printer tray and press the button on your printer to have it continue.
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Forms
For this section, use the Forms.docx document.
Forms are useful when you would like someone to fill in empty spaces on a document
(like name, address, and phone number) but type nowhere else.
In order to create a form, you need to be able to see the Developer tab. If you cannot
see it, do this:
Click on the Office button.
Click on the Word Options
button.
Make sure the Popular item is
selected on the left.
Check the box next to Show
Developer tab in the Ribbon.
Click on the OK button.
To create form fields:
Text Field
Click on the Developer tab.
Click on the Design Mode button.
Click where you would like a new field to appear.
(In this case, the cell under First Name.)
Click on the Text button in the Controls group.
Notice that the field forced our row to be twice as
tall because the field did not have enough room in
the cell. You can shorten the text inside of the field
to say something else if you do not want it to be
that long. Click inside the field and delete or add
text until you are satisfied.
Word 2003’s form fields looked different. They were gray
rectangles that people knew they needed to click on to type
in. If you would prefer that type of field instead, it is still
available under the Legacy Tools button.
o Click where you would like the new field to go.
o Then click on the Legacy Tools button.
o Click on the Text Form Field button.
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Drop-Down List
Make sure the Design Mode button is highlighted in orange on the Developer
tab. (It must be active in order to create any of the
fields.)
Click where you would like the list to appear. (The box
below Favorite Color will be used for this example.)
Click on the Drop-Down List button.
To choose what the list entries are, you will have to edit the field’s properties.
Make sure you have clicked on the list field and click on the Properties button.
In the window that appears, click on the Add…
button. Add an entry and click on the OK button to
add it to the list. Continue this process until you are
finished.
Make sure you delete the Choose an item. option if
you do not wish for it to be included as an item in the
drop-down list. Click on it one time and then click on
the Remove button.
When finished, click on the OK button. You won’t be
able to see the list working yet, but it will once the
document is saved and reopened.
Check Boxes
Make sure the Design Mode button is highlighted in orange on the Developer
tab. (It must be active in order to create any of the fields.)
Click where you would like the check box to appear. (The Gender box is used for
this example.)
Click on the Legacy Tools button.
Choose the Check Box Form Field button.
Click where you would like the second box to
appear and click on the Check Box Form Field
button again.
Note that the Properties button will allow you to
change the size of the box and determine
whether the box comes checked or starts off
empty. (The person filling the form out always
has the option to uncheck it if it starts off
checked.)
To remove the gray shading from the boxes, click on the Legacy
Tools button and on the Form Fields Shading button.
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Date Picker
Make sure the Design Mode button is highlighted in orange on the Developer
tab. (It must be active in order to create any of the
fields.)
Click where you would like the Date Picker field to
appear.
Click on the Date Picker button.
Note that you can edit the displayed text in the field just like in
the Text and Drop-Down List fields so that it fits in the space
that it needs to.
To determine how the chosen date will be
displayed, click on the field and then on the
Properties button. Choose a date style from
the list at the bottom and click OK.
 For practice, add the appropriate fields for the
remaining cells.
Once your form has been saved, closed, and
reopened, you will be able to begin filling in fields.
The only fields that will not work will be the check
boxes. You have to protect the document in order
for check boxes to work.
Protection
In order to use check boxes in forms, your document must be protected.
Click on the Protect Document button on the Developer tab.
Click on Restrict Formatting and
Editing.
In the task pane that appears on the
right, check the box that says Allow
only this type of editing in the
document:.
Choose Filling in forms from the dropdown list.
Click on the Yes, Start Enforcing
Protection button.
A window will open asking if you would
like to password protect it.
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Notice the other options in the protection drop-down list. You can
lock your document from overall changes and only allow
1) Tracked changes, 2) Comments, or 3) No changes (Read
only). You cannot choose more than one option at a time.
If you would like to stop protecting your document, you will need
to have the Restrict Formatting and Editing task pane appear
again. (Follow the first two steps on the previous page.) Click on
the Stop Protecting button at the bottom of the
task pane. If you have password protected it, you
will need to type in the password.
There are two other types of protection that you can apply to your document. These are
found only as you are doing a Save As to the document.
Click on the Office button.
Click on Save As.
In the window that appears, click on the Tools
button that will be in the lower left corner.
Click on General Options.
In the window that appears type in a password
for either option or both.
o Password to open means that the person
opening the document has to have the password to open it. If they do not
know the password, the document stays closed.
o Password to modify means that the person opening the document has to
know the password in order to make any changes. If they do not know the
password, they will be able to view it in read-only mode.
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