Word 2011 for the Mac Training

Microsoft Word is a popular word processing program that is part of the Microsoft Office suite of products. This LIS training document deals with Word 2011, which is the latest version of Word for the Mac.

Goals

Upon completion of this 1-on-1 training, you will be able to:

Training

New Features

When you open Word 2011 for the Mac, the following screen will display:

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Explore the Word user interface

  1. Menu bar: The area at the top of the screen where all menus are displayed. The File, Edit, and View menus have the most commonly used menu commands.
  2. Standard toolbar: The toolbar that displays the name of the document (in this case, Document1) and buttons for some of the most common tasks, such as opening, saving, and printing a document.
  3. Ribbon: The tabbed command bar at the top of a window. The ribbon is a supplement to the traditional menu bar. It combines the Formatting Palette and Elements Gallery from previous versions of Office, and gives you quick and convenient access to the features and tools that you use the most. Commands are organized into the tabs (such as Home tab, Layout tab) and are included in the ribbon for formatting, inserting elements, and layouts.

Getting started with the ribbon and the element galleries.

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In Microsoft Word 2011 the ribbon is located directly below the standard toolbar and is organized into seven different tabs with scrolling galleries that consist of different commands.

The seven scrolling galleries each have their content divided into the sections. While using the tabs, only one tab can be active at a time.

Home Tab
The left most tab in all Word documents. It contains the features and commands that you will probably use the most. Each tab is arranged into logical and related groups. For example, Font, Paragraph, Styles, and Insert.

You can view several thumbnails of styles, themes, or other formats, or you can expand the list to see them all. Some expanded lists have additional menu items at the bottom. For example, on the Home tab, under Styles, click the right arrow Word 2011 1 to scroll through the styles. To expand the list to see all the styles point to a style and then click the down arrow. Word 2011 2.

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Layout Tab
Allows you to do page setup, set margins, text layout, page background and grid.

  1. By using the layouts you can change the page margins for the whole document, change the page margins for part of the document, indent a paragraph to change its margins and set default margins for all new documents. To know more about layouts see, Change Page Margin.
  2. Commands for page set up can be found under the layout tab. Here you can find the commands for orientation, page break and size. By default the page orientation is set to “Portrait”; you can change it to “Landscape” which allows you to work in a larger workspace. The size gallery displays several different paper size options which allows you to change the size of the pages into different ratios.

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Documents Elements Tab
Allows you to insert pages, table of contents, header, footer, citation, references, text elements and mathematical equations.

  1. Microsoft 2011 comes with several predefined document elements that allow you to add pieces to your document, like a cover page, a table of contents, a header, a footer, and a bibliography. These features can be found on the document elements tab. If quick style or theme were previously applied for writing the documents, these elements will coincide with style set, style colors, and the style font. For example, if you are not satisfied with the current title page of your document, you can add a predefined cover page. The command for the cover page is found under the Insert Pages group. Selecting Cover will display different options and you can click on the option that you like and the cover page will be added to your document. It allows you to add relevant information like title, subtitle, the author, date and abstract if needed.
  2. The next documents element section allows you to insert the table of contents. This element uses the heading styles that have been applied to the text in the document. You can view the different table of contents options by clicking on the right arrow or down arrow. Also in the header and footer commands view some options that we can choose for adding header and footer in the document. You can put the header or footer for odd pages, even pages and all pages through these options. You also can add page numbers to your document by using the Header and Footer section. Another document element allows you to add a bibliography or work cited in the References command.

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Tables Tab
Allows you to create tables with different options, styles and drawing borders, etc. Word provides many handy methods for inserting tables into your documents. For example, you can quickly insert a basic table, or draw a table cell-by-cell to form rows and columns.

To insert a table use one of the following options:

  1. On the Tables tab, under Table options, click New, and then click and drag across as many rows and columns as you want.
  2. You also can draw a table by using the Draw Borders command.

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Charts Tab
Allows you to plot the charts of different data and select a chart style.

  1. In Word 2011 you can create a chart in a Word document. However, the chart data is entered and saved in an Excel sheet. If you insert a chart in Word a new sheet is opened in Excel. When you save a Word document that contains a chart, the chart’s underlying Excel data is automatically saved within the Word document.
  2. To create a chart follow the steps below:
    • On the Charts tab, under Insert Chart, click on chart type, then click the one that you want to add.
    • When you insert a chart into Word, an Excel sheet opens that contains a table of sample data.
    • You can replace the sample data with the data that you want to plot in the chart and as you enter the data into the table you will get your chart on word document.

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SmartArt
Allows you to create graphics very easily, such as the life cycle of plant using the templates provided. This new feature allows you to make that average Word document into a flashy graphics and text loaded document.

You can create an organizational chart by using a SmartArt graphic to show the reporting relationships in your organization. On the SmartArt tab, under Insert SmartArt Graphic, click Hierarchy, and then click Organization Chart, which is the first SmartArt graphic. You can use different layouts to do your graphic models.
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Review
Allows you to track changes made, comments and share the documents. Using the Review tab you can turn the track changes feature on and off, identify the different types of tracked changes, accept or reject a reviewer’s changes and comments, insert your own tracked changes and comments, hide tracked changes in a printout and set a password to make sure that future changes are tracked.

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Contextual Tabs

In Word 2011, contextual tabs are visible on the ribbon when the insertion point or selection is in a certain context in the document. A contextual tab allows you to provide the user with a specific user interface while working on a specific element or text in the document. The contextual tabs are organized in groups. Therefore you can have more than one tab in a contextual group.

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When you create a chart and click to edit it, you will find two extra tabs; chart layout and format appearing in the purple color shown in picture. These two tabs direct you to specific tools for use of the specific element that you are working on.

Customize the Ribbon

In customizing the ribbon you can rearrange the tabs, hide/show tabs, show or hide groups on a tab, reset ribbon tab order to default settings and hide/show group titles in the ribbon.

  • To rearrange the tabs click on the right side of the ribbon, then Word 2011 3 and click Customize Ribbon Tab Order. Drag the tab to where you want it and click Done.
  • To hide tabs you can click on the right side of the ribbon, clickWord 2011 3, and then click Customize Ribbon Tab Order. Click Hide tabs in ribbon and click Done.
  • Using the Action Pop Menu (Word 2011 3) you can customize your ribbon in many ways.
  • You also can click on Word 2011 6 to minimize the ribbon while you are working on the documents and to expand the ribbon while you are working click on Word 2011 7

Toolbox

The Toolbox contains Reference Tools, Scrapbook, and the Compatibility Report in a Word document. Toolbox has some specific tools. For example, the Word Toolbox contains Styles, reference tools which provide access to thesaurus, dictionary and translation information.

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To change the display settings of the tool bar you can click on Toolbox Settings Toolbox and make the changes you want.

Themes and Templates

Templates and Themes are files that help you design interesting, compelling and professional-looking documents. They contain content and design elements that you can use as a starting point when creating a document. All the formatting is complete; you add what you want to them. Examples are resumes, invitations and newsletters.

To create a template:

  1. On the Standard toolbar, click the New From Template button.Word 2011 8
  2. In the left navigation pane, under TEMPLATES, click All. *Note If you can’t find a template, you can search for a theme and template based on keywords in the Search box.
  3. Click a template that is similar to the one that you want to create, and then click Choose.
  4. Add, delete, or change any text, graphics, or formatting, and make any other changes that you want to appear in all new documents that you base on the template.
  5. On the File menu, click Save As.
  6. On the Format pop-up menu, click Word Template (.dotx).

Notebook Layout View

This new layout view allows students to take notes easily and put tabs on the document to find a certain subject, or simply organize your notes. The new view also allows you to freehand draw your notes on the document. Notebook layout view is the equivalent of an electronic notebook. In this view, you can create and organize structured notes and outlines as you might with a conventional paper notebook or ring binder, but with greater flexibility and capabilities. For example, you can use notebook layout view to take notes in a meeting or lecture, create an outline for a project, write thoughts quickly, record, and play back audio notes.

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You can select the notebook style by clicking on the View menu and then clicking Notebook Layout. On the Appearance tab, under Appearance, click Type, and then click the notebook style that you want.

Create a Document

1. First, open Microsoft Word by clicking Macintosh HD > Applications > Microsoft Office 2011 > Microsoft > Word.

2. You will see many templates in the Word Document Gallery. You can pick “Word Document” and a blank document will appear. You can quickly insert text or other items anywhere on the document. Word automatically displays the formatting tools that are necessary in creating a document.

3. As you type, Word will automatically check the spelling, and if a word is misspelled it will become underlined with a red squiggly. Word will also underline suspected grammar errors with a green squiggly, but computerized grammar checking is subject to ambiguity in the English language and should be taken with a grain of salt. Word’s grammar checking can find a lot of common errors and can also find contextual spelling errors in which you spell a word correctly but are using the wrong spelling (i.e. “roll” vs. “role”). You’ll also find that Word may automatically correct some errors for you. This feature is known as “AutoCorrect”.

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4. If Word AutoCorrects something that you did not want to change, there are two ways you can undo the correction: you can simply erase the corrected text using the delete key and type it again, or you can move your mouse over the part of the word that was changed and a lightning bolt menu will pop up. Click this menu, and click Undo. If you prefer to not have AutoCorrect, it can be disabled by going to Word > Preferences and selecting AutoCorrect.

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Open a file

Word provides file format converters to open some files that were created in other applications, such as Open Office. These converters are installed with Word. On the Standard toolbar, click Open a documentWord 2011 10 or you can click File > Open to open new document.

Save a Document

  1. To save, click File > Save As . In the Save As box, type a name for the file. You can also use the CMD+shift+S keyboard shortcut. You will see a format pop-up menu, make sure Word Document (.docx) is selected. You can select a location to save your document and Click Save.
  2. While saving a document, Word automatically saves the document in the Word Document (.docx) format. However, you can save the document in another file format or change the default file format.

Print a Document

On the File menu, click Print. On the Printer pop-up menu, select the printer that you want. Select the options that you want, such as the number of pages or which pages you want to print, and then click Print

Save a Document for Use With Previous Versions of Word

Opening the word 2011 file format in earlier versions of Microsoft Word requires a file formatting converter. When you initially try to open Word 2011 file in earlier versions of Microsoft Office, the convert file dialogue box appears on the screen. The XML file format is introduced in Word 2008. Word 2011 needs to go through a conversion process in order for the XML file to be opened, edited or saved to the new version. In order to open your document you need to install the XML converter on your computer. To download the converter visit Microsoft Office download page and in “additional tool” click on Open XML, File Format Converter for Mac 1.1.7 this way you are able to convert the old formated files of Word into Word 2011.

To save as a Word 97-2004 document, click the File > Save As, under Format select “Word 97-2004 Document (.doc)”

Additional Resources

Review the Help within Word 2011

Word 2011 has a built-in help system. Click Help > Word Help

  • You can select a topic by clicking on the text, such as What’s new in Office.
  • You can also type a word or phrase into the box at the top of the window, press the enter button, and then select the topic of interest.

Review Online Microsoft Resources

Consult Lynda.com

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