Sunday, February 8, 2009

Lesson 24: Text Box

Text Box – This is a text editor box that allows placing of a box at any section of the document without interfering with your document. Text boxes can be used in tables, circle etc. Unlike previous versions of Microsoft Office, MS Word 2007 has got more text boxes to choose from depending on how you want your text box to appear in your document..

In other previous Words 97-2003, the type of text box was very limited to design as compared to Word 2007, which comes with this preformatted boxes, these includes Simple Text Box, Alphabet Quote, Alphabet Sidebar, Annual Quote, Austere Quote, Braces Quote, Conservative Quote, Contrast Quote, Cubles Quote, Decorative Quote, Exposure Quote, Mod Quote, Motion Quote, Pinstripes Quote, Puzzle Quote, Sideline Quote, Stack, Stars, Sticky, Tiles, Transcend

Click on the Insert , on the Menu Bar, Click on the Text Box on the Insert Tool Bar, Select on the Text Box and on the Built-In select any of the above Text boxes styles. Click on your preference and on the text box diagram that appears edit and format your text box. Remember you can drag your text box to any location you want, it is not necessarily means that it has to appear at the exact location where your cursor is

The Figure above shows examples of text boxes to choose from
Lesson 23 Working with header footer and Page Numbering
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Lesson 23: Header, Footer, Page Number

1.Header – With this all your printed hard copies will have a text, number, date or any other text inserted in the header box. Use this if you want all your printed copies to have one particular text at the top. Headers are only typed once, and this allows the subsequent pages to pick the header entered. To type a page header click on the insert menu, header tab and MS Word 2007 will open for a predefined header which you can edit to suit your document.

2.Footer – This unlike header appears at the bottom of your page, to insert footer click on the footer button in the insert menu, MS word 2007 opens for you predefined footers which you edit according to your document. Both footer and header can be used to display Page numbers, Time and any other text.

3.Page Number – MS Word enables users to insert page numbers by using the page number button on the menu bar. To insert page number click on the page number button, choose where you want your page number to appear and where exactly is your page number going to be in the document section either bottom left, right, center or top right, center left, format your page numbering method by using what style you want it to be either the page to start in what page e.g. 1, 2, 3 etc or Choose to use Romans numbers.. As explained in the above figure

Previous lesson was on Bookmark and Cross-Referrence
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1. Lesson 22: Insert Bookmark, Cross-Reference

1. Insert Bookmark, Cross-ReferenceWith bookmarks in Microsoft Office Word 2007, enables you to assign particular section, headline or sentence a specified name as a bookmark. You click on the Bookmark Name and will take you to the section that you had highlighted to be bookmarked. Assuming that you want to bookmark “Insert Menu: Bookmark” title above with the name “my title”.

Step to followStep 1: Open Microsoft Word 2007, from start, programs menu

Step 2: Open your document with the Insert Menu: Bookmark title
Step 3: Point your cursor where the Insert Menu: Bookmark title is
Step4: Click on the Insert on the Menu bar
Step 5: Click on the Bookmark Tab which comes between Hyperlink and Cross-reference tab

Step 6: On the Bookmark dialog box, write the word “my title” on the Bookmark name
Step 7: Click on add, to add my title as your bookmark
Step 8: Click on go to tab, on the dialog box to take you to your Insert menu: Bookmark title.
Step 9: To remove your bookmark, click on the delete button

To cancel the process or dialog box click or cancel button and this will take you to the main word window.

2. Cross-reference – User has got the ability to reference to tables, figures, and page numbers. Users assign specific cross-reference such as go to page 6, go up, go down, see figure above etc.
Hyperlink Lesson How to use Hyperlink
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Lesson 21 : Insert Hyperlink

With hyperlink are able to create a link to a picture, web page, a word document save in another folder, Excel document linked in your current word page, linking other office application programs including MS PowerPoint, MS Access.

The importance of hyperlink gives the ability to link a document to your frequently used document which gives you the apple time to reach that particular document through your link, this in turn save time searching all folders and other subfolders looking for that particular document, picture and any other object that can be linked.

To create a link, click on you’re the hyperlink icon on the Insert Menu bar, this will opens the Insert Hyperlink dialogue box, on the Text display type how you want the link to appear in your current document, look in: enable you to locate the document you want to link, Existing WebPages or Files gives you the available of file that are currently ready for linking, create in this document gives you the exact place to create your link as you can see in the figure or click on hyperlink from your Insert Hyperlink to see more details and once you are done with giving detailed information on how you want it , click OK or Cancel to stop creating a link
In figure above describe the procedure to follow while linking your document

Learn more on how to use Picture, ClipArt and Smart from our previous lesson
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Lesson 20 : Insert Picture, Clip Art, Shapes, SmartArt, Chart

With Picture you have the ability to insert pictures from folders into your document. Other than from your folder there are already installed pictures that Microsoft Word 2007 comes with. Click on the Picture Icon on the Insert Menu, from the Insert Picture Dialogue Box that appears select the folder where your picture is located and click insert tab or cancel to stop the function. Remember your picture will be inserted at the cursor present location

ClipArt: ClipArts are creative activities including movies, drawing, sounds or stock of photographs illustrating a concept or an idea. Click on the Clop Art Menu from the Insert Menu, this will open Clip Art dialogue box, on the dialogue box on the Search For space, specify or type what you want to search, on the Search in; select from the drop down list where you want to search your item, on the Result s Should be you can select Clip Art which will limit your search to Clip

Art alone. Once the Clip Art are shown on the Result page, click on it to insert it at the present cursor location in your document
Shapes: enables you draw all kind of shape you want to among these shape are Line, Arrow, Rectangle, Basic Shape – Trapezoid, Octagon, Heart etc. Block Arrows – Up Arrow, Left Arrow e t c., flowcharts, Stars and Banners

Smart Art: These are graphics for visual communications that you can insert in your document. On the Insert Menu, Click on the SmarkArt, from the gallery dialogue box that appears click on the diagram and type the components as best suit your purpose

Chart: As you can manipulate your data using charts in Excel, MS Word 2007 also give you the capability to do the same, click on the Chart from the Insert Menu, select what kind of chart you want to be presented in your data including Bar Charts, Line Charts, Area and Surface Area

The figure above shown above shows SmartArt Graphic
Learn more on how to work with tables in our previous lesson Insert Table
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Lesson 19: Insert Tables

With Table menu you have the option to draw a table or insert a table. Convert your data into table

Drawing a table: Click on the table menu, from the Insert Menu bar, on the drop down menu select on the Draw Table, your cursor will immediately turn into a pen, take the cursor to the location you want to draw your table. Click and hold the mouse as you drag the mouse and release the mouse after dragging, as you drag your mouse you will be able to see the area being covered by your table. With the most still having a pen like cursor, divide the object into both rows and columns and you are now ready to start typing

Insert Table: With Insert Table option, the computer will do the work for you, your main task is to click on the Insert Table, and on the dialogue Box that appears specify the number of rows and columns you want your table to have and then click OK. Your table will be inserted at the location where your cursor is

Excel Spreadsheet: This allows you to insert excel spreadsheet into your word document and work on Microsoft Word as if you are in Microsoft Excel. Click on Insert Table, then on Excel Spreadsheet

Quick Tables: Word 2007 gives the ability to insert quick tables which are already predefined, with most are to do with the Year calendar. The figure above shows the Table menu with Quick table option opened

Our previous lesson on Cover page helps you to get the right outer page for your document
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Lesson 18 Insert: Cover Page, Blank Page, Page Break

In earlier Microsoft Office word Versions you never had this option, where you were able to design a desire cover page of your document. With Microsoft Office 2007 you have this feature to make your document look more presentable and neat

Features of Cover Page are
Title: Give your document good title orientation; put your title as you wish

Dates: allows you to put the date you would like your document to have, with this if it is a project you are working on your due date can be placed on the cover page

if you are the author write your name, or give the name of the author if it does not belong to you. The following are some types of Cover pages that Office 2007 comes with: Alphabet, Annual, Austere, Conservative, Contrast, Cubicles, Exposure, Mod, Motion, Pinstripe, Puzzle, Sideline, Stack, Tiles, Transcend.

Click on any of the above on the insert menu, Cover Page and select one that would best suit your document. After the Cover page of your choice appears click on the type text area to input relevant texts i.e. Date, Time, Title
Check on the above figure above on how Contrast Cover Page appears

Blank Page: This will help you insert a new blank page(s) where your cursor is, your cursor can either in the middle of a paragraph, and if you click on blank page it will be inserted there, it helps you add a new page.

Page Break: With Page break give you the ability to start the next page where you cursor is, the difference with page break is that it does not insert a new page but break the current page section into the next page, so all the text after your cursor will be taken to the next page

Lesson 17 explained overview of the Insert Menu
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Lesson 17 Insert Menu

After looking atOffice button and Home menu, the next lessons will be how to use in insert menu if your missed the previous lesson on Office button you can go back to it and learn more here (will insert code to direct user to the Office button page)

With the Insert Menu you will be able to perform so many activity, including picture editing, Working with Clip Arts, Cover Pages, Tables, Shape, Smart Art, Chart, Hyperlink, Bookmark, Cross-Reference, Header and Footer, Page numbering, TextBox, Quickparts, WordArd, Drop Cap, Signature, Date and Time, Object Equation and Symbols

In the figure above show you how Insert Menu look like, which is of quite contrast from other previous Microsoft Office Word application. All the components of the Insert Menu Will be explained separately in the chapters that follows.

Remember that what you gained from the other two previous chapters will help you to work with the Insert Menu, so keep on refreshing your memory with previous lessons you learned about Microsoft Office word 2007
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Lesson 16: Office Button, Home Short Keys

Our last lesson on Home Menu end with some Short Cuts that you can use and are discuss below
To Use the short cut keys, press Ctrl button while holding the button press on the letter
Ctrl +N – opens a new word document page
Ctrl + O – Opens a folder Dialogue Box
Ctrl + V – Performs a Paste function
Ctrl+ S – Open Save As dialogue box, or Save your document if you had saved it earlier
Ctrl+ A – Select all text in the document, if you want to copy paste
Ctrl + P – Open the Print Dialogue Box
Ctrl + E – Align your text to the Center or from Center to left Align
Ctrl + L – Left Alignment
Ctrl + R – Right Alignment
Ctrl + J – Justify your paragraph
Ctrl + D – Opens the Font dialogue box
Ctrl + U – Underline and un underlined a selected text
Ctrl + I – Makes your text letter italic
Ctrl + B – Bolds your texts
Ctrl + Z – Undo function
Ctrl + Y – Can’t Repeat typing
Ctrl + > - Grow the select font
Ctrl + < - Shrink the selected font
Ctrl += - Makes highlighted Text a subscript
Ctrl ++ - Makes a highlighted text s superscript
Ctrl +Shift + F – Opens a font face dialogue Box
Ctrl + Shift + P – Opens a font face dialogue Box
Ctrl + F – Opens Find and Replace Dialogue Box
Ctrl + H – Opens Find and Replace Dialogue Box


Lesson 15 will help youFont Style, Find, Replace
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Lesson 15: Working With Font Style, Find, Replace, Select

There is various font styles you can use, use special characters, heading 1, heading 2, heading 3, heading 4. To change the font style select the text who font you want to increase, then choose the font style from the tool bar icon as shown on figure 15 above.
Changing styles also allows you to change font style set into the following -Default Black and White, Distinct, Elegant, Fancy, Normal, Manuscript, Modern, Simple, Traditional and many more, you can also change the color, font style

Find – Allows you to locate a word within a paragraph or within the whole document, click on find menu, either select find drop down menu and input the text you want to find then click OK, or Click on Go To and on the Go To dialogue box type the page number you want to go to and then click Ok

Replace – Helps you replace the word or a sentence, click on the replace menu, on the Find and Replace Dialogue that appears, on the Find What – input the text you want to find and on the replace with type the new text you are replacing with the old text

Select – Use this function if you want to highlight your text in the document for copy pasting or deleting purposes, see figure 15 for more details on where to find these functions in Microsoft Office Word 2007

Lesson 14 shows how Indent, line spacing
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Lesson 14 :Indent, Line Spacing, Shading, Border, Sort

Indent: Gives you the ability to start a paragraph at any given level from the page margin, if you choose to start your paragraph in the middle of the page you can indent so that the cursor can move to the spot where you want to start your paragraph. To indent click on the indent icon on the tool bar, this will move your paragraph to either left or right depending which indent icon you chose
Line spacing: allows to determine the kind of spacing you want in between your paragraph, you can either choose on single, 1.5, 2.0, 2.5. to line space click select the sentence, by either double clicking or click, hold and drag the mouse on the sentence, on the tool bar select line spacing icon which has two like arrows with one facing up and the other facing down

Shading – Allows you to apply a background color on your text, take note that shading does not change the font color but only the background color. To shade your text select the text, click on the shade icon on the tool bar, select the color of your choice as shown on figure 14 above

Border: This a allows you to create a border for your text, as shown on the diagram above

Sort: Will help you arrange your work in an orderly manner, you decide to arrange you data in ascending order, or descending which makes it easy to sort out any data you are dealing with. Figure 14 explain how these functions can be applied.
Our Previous lesson 13 Using Bullets, Alignment
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Lesson 13: Bullets, Numbering, Alignments

When working with your documents which has points like sentences, it is always good to use bullets or numbering of the sentences. This makes your entire document flow as you read through it. It is also essential for those that are writing questions to use them, this helps separate one questions from another.

To apply bulletins, click on the Home Menu of the Microsoft Office Word 2007, click on the bullets icon on the tool bar that appears, on the drop down menu select a bullet of your choice or create a customize bulletins.
To apply numbering to your document, use the same procedure as above on bulletins and select what type of numbering you wish to use, either numeric or alphabetical numbers including capital or small letters.

Alignment: to align means to place your text within the desire section of the page , you can choose to align left
This is Microsoft Word 2007 left alignment
This is Microsoft Word 2007 Left alignment

, by this all text will be equal arrange starting from the left side of your page,
To align right means all text will have an a uniformity ending at the right side of your page,
This is Microsoft Right alignment
This is Microsoft Right alignment
Centre alignment - all text will be place on the middle of your page and will look like this
This is Microsoft center alignment
This is Microsoft Centre alignment

Justify – This will make you document have uniformity both at the left and right margin of the page

Figure 13 above show you how you sue both Bullets, Numbering and alignment

Check on lesson 12 on how to grow font text, highlightin Text Highlight, Grow fontAdd to Mixx!

Lesson 12 Home Menu: Text Highlight, Grow Font, Shrink Font, Clear Formatting

You are editing your document and you realize that you would like to highlight your text, Select on the text you want highlighted, by either double clicking or click and hold your mouse as you drag over the text.

Click on ab with a small pen shape, i.e. to highlight the word “Microsoft Office Word”, choose the color that you want from the given colors,

Grow Font: Click on the grow font button with letter A with a small triangular shape facing up, as you can see Microsoft Office Word 2007 has been Grow and highlighted at the same. After Grow the Text button will notice Shrink Font button with letter small A not in capital but in size, select Microsoft Office Word 2007 and click on it to Shrink it, basically it will reduce it size

Clear Formatting – it helps you to undo whatever action you did before, like you want not to Grow the font, click on the clear format icon which has both letter Aa. Check on figure 12 above to see all these buttons

Font Color – this enables you to change the font color of your text to your own choice, either black, blue or red, this according to what you are writing

Our previous lesson was the overiew of the Menu Bar which can be follow through this link which will help get started with word editing
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Lesson 11: Microsoft Office Word 2007 Home Menu - Paste, Cut, Copy, Format Painter

You are now ready with your new Word document and wants to start Microsoft Office Word 2007 data entry, editing and formatting. With MS Word 2007 you will realize that it is not like the previous Office Word where everything were direct from the Menu Bar, Office 2007 is a challenges to those that are starting to use word for the first time or those who are used to other older versions
On the Menu bar below the Title Bar, click on the Home Tab menu and this will open for you the Home Menu tabs and icons. Let’s begin with the functions of various sub menu found on Home menu

a) Paste – Allows you to duplicate a content from another file to a different section of the Word Document, you can either paste text or graphics by cutting and pasting

b) Cut- Is presented by an icon of a scissor, which remove a text permanently from one location to another through pasting

c) Copy – carry text or graphic to another location through paste. To copy the document select the text you want to copy, on the home menu select Copy icon, then point to where you want to take your text or graphic then click on paste. NB: The different of cut and copy is that cut as a command removes the text or graphic permanently from its original location to a new location while copy leave the original text without deleting it

d) Format painter – enables you format your pictures and text

e) Font drop down menu – enables you choose from the very many types of fonts available for your documents

f) B – Bold, makes the text to become much thick in size and visible

g) I – makes your text italics
h) U - Click on it to underline your text
i) abc – strikethrough your text
j) X2 - Makes the highlighted text becomes the subscript of the text before it
k) X2 - Makes the highlighted text becomes the superscript of the text before it

l) Aa – Changes your sentences case either lower case, Upper Case select the text you want to change it case then click on the Icon shown Aa and select what case do you want for your text. Check on the previous Chapter
Lesson 10: Working with Send, Publish and Close in the Office MenuAdd to Mixx!

Lesson 10: Send, Publish and Close

Click on the Microsoft Office Word Button, on the drop down menu click on the send or Publish or Close to perform the following as indicated below

a) Send – With this feature you can send your document to somebody through their mail by just click on the send an email menu, it also give you more feature to send your document to the internet fax, this allows you to send faxes over the internet through fax machines

b) Publish – Once you have done with your Document you can decide to make it a blog, Document Messenger Server, creating a totally new working space with the current document active and one copy is saved

c) Close – When quitting your Microsoft Office Document click on close to close the document, this will close the entire Microsoft Office Word Window and either leave you with the desktop wallpaper or any other running programs
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Our Previous lesson will help you prepare and creating your digital signature in your word document creating digital signature

Lesson 9: Prepare

To open Prepare menu, click on the office button and on the drop down menu click on the prepare just as shown above

Microsoft Office Word 2007 Prepare command - allows you to edit the document properties including Title, Author and Keywords, Inspect the document - for Comments, Revision, Versions and Annotations, document properties and personal information , inspect xml data, headers, footers and watermarks of the documents, and hidden text

Enables your document to have enhanced security setting not to allow unauthorized people to view it by enabling encryption of the document

It also allow you to add a digital signature in your document this can be your name or any text you wish to be used as your authorized signature, You can make your document read only by using the mark as final features, this will not allow enable body to edit your Microsoft Office Word 2007 document, format or alter with your

Microsoft Word Document. With this feature your can check the compatibility of your document with the other earlier versions by running compatibility checker, this will help you avoid the situation whereby after saving your MS Word document you cannot retreat it from other computers with different word versions.
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Lesson 8: Print Menu

The print command is used to send the document for printing. When you have created, edited and format your Microsoft Word Document, it is now time to put it in a hard copy, this can only be done by initiating the print command from file print menu. Under Micro Soft Word Print Menu, you will get the following Sub Menus

1. Print Command – When you clicked on print command, the print dialogue box with the following features
Print Dialogue Box features

a) Name – It show the default printer installed and to which your word will be printed from

b) Status – Show the current printer status either, printing, or idle depending on what your printer is doing.

c) Type – Show printer type

d) Where – show which port your printer is connected i.e. USB port, or any serial port, network port

e) Page Range – i) All – Allows you to print all pages, ii) Current page – prints only the page in which you Mouser Cursor is, ii) Pages – Allows you to select the page ranges you want to print. NB: When typing page numbers separate them with a comma, if printing page ranges that are not in sequence i.e. use the following format 1,3,9,10, this will print page 1, 3, 9,and 10 but printing pages that are in sequence use the - i.e. 1-10, this will print from page number 1 to page number 10

f) Print what – select the default setting, stating that you are printing a document

g) Print – This allows you to choose what kind of page type you want to print. All pages – This allows you to print both even and odd pages, Even pages – This allows you to print only pages starting with even numbers i.e. 2,4,6,8,10,12,14,16,18,20 etc, while Odd pages – allows you to print pages starting with odd numbers i.e. 1,3,5,7,9,11,13,15,17,19 …

h) Properties – Click on properties button for more printing features depending on your printing, with common features including Paper size, Paper type, Print quality, Paper source. It varies with the type of printer you have.

i) Zoom – Pages per sheet – this allow you to select how many pages you want to print per paper sheet, if you want two pages to be in one paper sheet then choose 2, this means that in one paper sheet you will have page 1 and 2 printed. Scale to Paper Size – Allow your printing to conform with the kind of paper or type of paper you are using

NB: After adjusting the print features click OK to print your Document. Click Cancel to stop printing.

2. Quick Print – This option has got limited features and sends your Microsoft Word Document direct to the printer and print with the default settings.

3. Print Preview – Allows you to make final changes before printing
Lesson 7: Learn the different between Save and Save As Save and Save As
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Saturday, February 7, 2009

Lesson 7: Save and Save As

I have decided to put together Save and Save As in one section. To begin with when you have worked on your document and it is ready for permanent storage we normally use the above two commands

a) Save – Using this button normally presume that you had already saved your button and it does not change your file folder or name. It just Save the current changes done to your word document.

b) Save As – unlike the save button which do not allow someone to change his already saved document in another file folder, the Save As command will enable you to save your document in a new location, and also to rename the word document. Initial saving of a document normally brings up the Save As dialogue box. When you click your Save As command it gives you the following choices:

i) Save As word document – when you select Save as word document, your file will have the .doc extension file. This is a normal Microsoft Word document.

ii) Save as Word template – which allows you to create a word template that you can use at any time to format and edit your future word documents.

iii) Save As word 97 – 2003 – This allows you to Save a Word 2007 compatible with the earlier versions, if you do not select this option you will not be able to open your Microsoft Word 2007 document in an earlier version of Microsoft 97 – 2003, It is advisable if you will use your word file in computers which has got earlier version software to use this command.

iv) Find ads-in for other file format – this enables the support for other file formats, such as PDF and XPS, for you to use this feature you have to be connected online.

v) Save As other formats – This allows you to selected the above Saving types and other more Microsoft Word document including,

Word Document, Word Macro –enabled Document, Word 97 – 2003 Document, Word 97 – 2003 Template, Word Template, Word Macro – Enabled Template, Word 97 – 2003 Template, Single File Web page, Web page, Web page, Filtered , Rich Text Format, Plain Text, Word Xml Document, Word 2003 xml Document, Works 6.0 – 9.0

Lesson 6: Working with convert to the newest word version learn more by clicking on this link Convert

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Lesson 6: Office Convert Button

Our lesson today is on how to use the convert feature but you can take alook on other previous lessons Running Microsoft 2007, Getting to know Office button, and other previous lessons that would help you undersatnd Office Word 2007

You have created your document and realize d that it cannot be opened on other Microsoft Office Word version, either 97 - 3003.

Convert – This will revert the document to earlier unsaved version i.e. if you saved your documents to be convertible with 97-2003, then clicking on this dialogue box will change it to Microsoft 2007 version

NB: You should note that Convert menu only appears in the already saved documents, if you working on unsaved document and wondering where you can locate Convert, save your document to see it in the Office Button Menu.

When you click on the Convert menu take note that your document will become new and unsaved so you have to save your document once more. Once you have clicked on the Convert menu you click on Ok to convert the document or Cancel to stop conversion of Microsoft Office Word 2007 document

Other Microsoft word previous versions has limited feature and with the enhanced word 2007, some of it features cannot be support by the older version, one of these feature includes insert excel spreadsheet, if you use this feature in word 2007, beware that it will not be supported in word 97-2003, and what happens is that the document opens minus this spreadsheet

google for more info