1

Microsoft Word 2008

Prepared by Computing Services at the Eastman School of Music – May 2008

2

Table of Contents New Look in Microsoft Office 2008 ................................................................................................................................... 4

Standard Toolbar ........................................................................................................................................................... 4

Palette ............................................................................................................................................................................ 4

Appearance of Microsoft Word ......................................................................................................................................... 5

Creating a New Document ................................................................................................................................................. 6

Opening a Document ......................................................................................................................................................... 6

Saving a Document ............................................................................................................................................................ 7

Formatting Palette ............................................................................................................................................................. 8

Font Formatting ............................................................................................................................................................. 8

Copy/Paste Text ............................................................................................................................................................. 8

Cut/Paste Text ............................................................................................................................................................... 8

Styles .............................................................................................................................................................................. 8

Bullets and Numbering .................................................................................................................................................. 9

Borders and Shading ...................................................................................................................................................... 9

Object Palette .................................................................................................................................................................. 10

Citations ........................................................................................................................................................................... 10

Scrapbook ........................................................................................................................................................................ 10

References ....................................................................................................................................................................... 11

Compatibility Report ........................................................................................................................................................ 11

Project Palette ................................................................................................................................................................. 11

Inserting Format Objects ................................................................................................................................................. 12

Headers and Footers .................................................................................................................................................... 12

Page Numbers .............................................................................................................................................................. 12

Symbols & Equations ................................................................................................................................................... 12

Tables ........................................................................................................................................................................... 13

Pictures & Formatting .................................................................................................................................................. 14

Links ............................................................................................................................................................................. 14

Reviewing & Proofing ...................................................................................................................................................... 15

Comments .................................................................................................................................................................... 15

Tracking Changes ......................................................................................................................................................... 15

Compare ...................................................................................................................................................................... 15

3

Find & Replace ............................................................................................................................................................. 16

Mail Merging .................................................................................................................................................................... 17

Envelopes ..................................................................................................................................................................... 17

Labels ........................................................................................................................................................................... 17

Mail Merge ................................................................................................................................................................... 18

4

New Look in Microsoft Office 2008 Microsoft Office 2008 introduces a similar look and feel to Office 2004, with the exception of some changes and new

features, including the Standard Toolbar, Insert Ribbon, and a new Palette.

Standard Toolbar The Standard Toolbar is now a part of the document when opening Word. It may be turned on or off, but cannot be

detached from the document. You can click View → Toolbars and check or uncheck Standard.

Palette The Palette can be found to the right of your document. It is comprised of seven tabs:

Formatting, Object, Citations, Scrapbook, Reference Tools, Compatibility Report, and Project Palette.

Clicking on a tab will change the available commands on the Palette. It is meant to provide easy access to tools

without having to search for them in the Menu bar. The palette will be expressed in further detail on Page 8.

5

Appearance of Microsoft Word

After opening Microsoft Word, you will be taken to a blank document and see the following screen.

The default view in Microsoft Word 2008 is Print Layout, displaying the document as it would be printed. The

Document View can be changed by clicking the icons along the bottom of Microsoft Word.

6

Creating a New Document To begin a new document, click on File → New Blank Document. If you would like to select different templates, click

on File and then Project Gallery.

Opening a Document To open an existing document, click on File →

Open. The Open window will appear. Select

the location where you have saved the file,

then click on the file name from the list and

click the Open button. You can also click the

Open button on the Word toolbar to display

the Open window (shown at right).

7

Saving a Document To save a document, click on File → Save. If this is a new document that you are saving for the first time, the Save As

dialog box will open. Select the location

where you would like the file to be saved,

enter a file name and click the Save button.

We have set Microsoft Office Word 2008 to

save in the new Word file format (.docx);

however, users outside of Eastman may have

difficulty opening the document if they are

on a previous version of Microsoft Word. In

this case, you can change a document to be

saved in the Word 2003/older file format

(.doc).

If you have previously saved the document,

clicking Save will save changes to the existing

file.

If you prefer to have your changes saved to a different file, click on File, then Save As.

In addition to saving as .doc and .docx, Word 2008 has the ability to save directly to a PDF file. To save a Word

document as a PDF, click on File, then Save As, and change Format to PDF. Select the location where you would like

the file to be saved, enter a file name and click Save. Note: Make sure you also save your document as a Word file as

you won’t be able to edit the PDF document that you created from within Microsoft Word.

8

Formatting Palette This can be used to style your document, including formatting fonts.

Font Formatting Select the text you want to format/change and then select the font, size, style and

color under “Font.” For additional font options, click on Format → Font.

If you want to select all the text on a page, click on Edit → Select All. Word 2008

also allows you to select multiple sections of text simultaneously. To select multiple

sections, hold the key on the keyboard and then highlight multiple sections of

text.

Copy/Paste Text

Highlight the text you wish to copy, click on Edit → Copy in the Menu bar, move your cursor to the desired location,

and click Edit → Paste.

Cut/Paste Text

Highlight the text you wish to move, click on Edit → Cut in the Menu bar, move your cursor to the desired location,

and click Edit → Paste.

Styles Word 2008 comes with a set of pre-defined styles. Highlight the text you wish to apply a

style to and then click on the preferred style from the Styles group.

You can customize the pre-defined style by clicking on the Style and clicking on this part.

Then click on Modify Style.

9

Alignment and Spacing Paragraph formatting options are available under the “Alignment and Spacing” group.

By clicking on this group, you get access to these options:

Horizontal

Line Spacing

Orientation

Paragraph Spacing

Indentation

For additional paragraph options, click on Format → Paragraph in the Menu bar.

Bullets and Numbering These options are available below the “Alignment and Spacing” group in the

Formatting Palette. By clicking on either the bullets or numbering, the Styles

option below will light up and you can change the appearance of your bullets or

numbers.

For additional bullets and numbering options, click on Format → Bullets and Numbering.

Borders and Shading

These options are available below the “Bullets and Numbering” group in the

Formatting Palette. This gives you various options to customize how you want your

borders to appear.

For additional borders and shading options, click on Format → Borders and Shading.

10

Object Palette This palette can be used to insert various types of objects into your Word

document. These include:

Shapes

Clipart

Symbols

Pictures (from iPhoto)

If you want to insert an object into your document, you need to click and drag it

into your document. To change the size of how objects appear, click on the Slider

Bar on the bottom. You can also search for a specific shape by using the Search

Bar just below the slider bar.

For additional object options, click on Insert in the Menu bar.

Citations This palette allows you to store your credited sources (i.e. books, magazines, etc.) so

that they can be easily placed into a Works Cited page.

The following Citation Styles are available in Word 2008:

MLA

APA

Chicago

Turabian

To also access the Citations section, click on View → Citations. This will

automatically change the Palette to Citations.

Scrapbook The scrapbook allows you to add any photos you would like to insert into your Word document. By clicking on the

Add button, then Add File, you can insert any photo.

11

References This palette can be used to find a different synonym, definition, and

translation for words. To use this, type a Word or Phrase into the

Search Box, then select from/click on any of these options:

Thesaurus

Encarta Encyclopedia

Dictionary

Bilingual Dictionary

Translation

Web Search

From there, it will give you the results of the word you typed.

For additional options, click on Tools in the Menu bar.

Compatibility Report The compatibility report allows you to check your Word document for

compatibility issues with other versions of Word. It will provide you with the

results and explanation for each result.

Project Palette The project palette allows you to choose between different templates from other Office programs (i.e. Excel, Word,

and Powerpoint).

12

Inserting Format Objects There are commonly used tools to set up a document the way you would like to. These range from headers &

footers, page numbers, links, footnotes & endnotes, and tables.

Headers and Footers To have a consistent header or footer on each page of a document, click on

View →Header and Footer. After clicking on this, a new set of options

will be displayed to customize your header and footer.

The Insert section provides the capability to insert page numbers, date &

time, and page number formatting.

The Go To allows you to go to the next header, previous header, or

switch between the header and footer.

In Word 2008, you can insert pre-made Headers & footers. To get access to these, click on Document Elements →

Header (or Footer), then select the Header or Footer of your choosing.

Page Numbers

These can be accessed thru the “Header and Footer” group when you click on Insert → Page Numbers. The first

task is to position where the page numbers should be located. If you would like to change the number format or tell

Word where to start numbering, click on Format in the bottom-left of that window.

Symbols & Equations Symbols that aren’t found on a normal keyboard can be added to Microsoft Word documents by clicking on

Insert → Symbols. A list of commonly used symbols will display. Click on one of the symbols in the list and click on

Insert.

Equations can be added to a Microsoft Word document from the Menu bar by clicking on Insert → Object. In the

Object type box, click on Microsoft Equation, and then click OK. This will allow you to build an equation to meet your

needs. When done, close it out by clicking on the Red button in the top-left.

13

Tables To create a table, click on the Table icon from the Tables groups and then

select the number of cells you want. The example on the right has a table that

is 6 cells high by 7 cells wide.

If you need a table that is larger than 6 cells high by 7 cells wide, drag your

mouse to the right and/or down until you reach the desired table size.

If a table size larger than 27 cells high by 43

cells wide is desired, click on Table → Insert

→ Table.

In addition, the autofit behavior can be set to

indicate the width of columns.

If you would like to place a quick, pre-made table with different colored shadings, you may do so from the ribbon by

clicking on Quick Tables → Basic (or Complex), and select the desired table style.

14

Pictures & Formatting Place your cursor where the picture is to be inserted and then select

Insert → Picture → From File. Navigate to the directory where the picture is

located, click the file name and then click on the Insert button. After inserting the

picture into the document, you will now get a Picture Format box in the formatting

palette. This gives you the following options:

Formatting Picture

Quick Styles & Effects

Size, Rotation, and Ordering

Wrapping

Colors, Weights, and Fills

Shadow

Reflection

Links To create a link to a website or other locations within a Word document, you need to use the Hyperlinks menu.

To do this, click on Insert → Hyperlink. From here, enter the address of the URL for the link. This should be done in

the Link to: box. In the Display: box, type how the text should be displayed.

15

Reviewing & Proofing

Office 2008 does not have a separate tab for “Reviewing” as various reviewing and proofing options can be found

under Tools.

Comments To insert a comment (or track changes) in a document, you first need to turn on the Reviewing toolbar. This can be

done by clicking on View → Toolbars → Reviewing. You will see a new toolbar appear.

Next, highlight the text you want commented and then click New Comment. A comment box will appear to the right

of your document where you can insert your comment.

To remove the comment, click on the comment box and then click the Delete icon in the toolbar.

Tracking Changes This can be a helpful tool if you are sharing a Word document with someone else. If you turn track changes on and

have someone edit the document, when they send it back, Word will display the changes they made and allow you to

accept or reject them.

To turn tracking changes on, click the Track Changes icon under the Tracking group and then click Track Changes.

Any changes made to the document will show up as red, underlined text.

To accept the changes, click the Accept icon.

To remove the changes from the document, click the Reject icon.

You can also go to Tools → Track Changes → Accept or Reject Changes.

Compare To compare changes between two documents, you first need to open the original document. Next, click on

Tools→ Track Changes → Compare Documents. Locate where the changed document is, highlight it, and then

click on Open.

16

Find & Replace A word or phrase can be found within your document by using the Find command. Select Find under Edit, enter the

word or phrase in the “Find what” box and click the Find Next button.

A word or phrase can be replaced with another using the Replace command. Select Replace under Edit, enter the

word or phrase that you want replaced in the “Find what” box and enter the word or phrase that should replace the

existing word or phrase in the “Replace with” box. You can replace all occurrences of the word or phrase by clicking

the Replace All button or replace the word or phrase one at a time by clicking the Replace button.

17

Mail Merging Mail merging is used for tasks related to mailings, including creating envelopes, labels, and mail merges.

Envelopes

To create an envelope, click on Tools → Envelopes. The

Envelopes window will appear. Type in the delivery and return

addresses and click the Custom button to change the envelope

size and feed method. Click the Print button to print your

envelope. Insert your envelope into the printer, according to

the feed method you selected.

Labels

To create a label, click on Tools → Labels. The Labels window

will now appear. Type in the address, select the type of labels

you are going to use, then select whether it will be a full page

of the same label or a single label. When finished, click on the

Print button to print your label. Insert the label into the printer

according to the feed method you selected under Custom.

18

Mail Merge Mail Merge can be used to create a letter or envelope template for

mass mailings using Entourage contacts or data sources, such as

Microsoft Excel.

First, select the type of Mail Merge you would like to perform by

clicking on Tools → Mail Merge Manager. Click on Create New and

select the type of merge (letter, label, envelope, or catalog).

Next, select the data source by clicking Get List and then select the data

source you want to use (add a new list, use Entourage contacts, or use

an existing list from Excel).

After selecting the recipient source file, additional icons on the Mail

Merge Manager Palette will become active.

Select the fields you would like by clicking and dragging the fields over

into the Word document at your desired location from Insert

Placeholders.

Use Filter Recipients to limit the recipients included in the merged data

by clicking on Options. To view the letter with data, click on the View

Merged Data button.

To complete the merge, click either on Merge to Printer, Merge to New

Document, or Generate E-mails.