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Enjoy…upgrading to Microsoft Word 2007 © Copyright Christine Kent, April 2008, revised December 08

Author: Christine Kent Web address www.christinekent.net

Blog address http://christinekent.blogspot.com/

Email address christine@christinekent.com.au

ISBN 978-0-9804893-1-6 Books in the Enjoy… series Enjoy… Microsoft Word 2007 (ISBN 978-0-9804893-0-9) Enjoy… Upgrading to Microsoft Word 2007 (ISBN 978-0-9804893-1-6) Enjoy… Microsoft Excel 2007 (ISBN 978-0-9804893-2-3) Enjoy… Internet Marketing (ISBN 978-0-9804893-3-0)

Books in the Discovery series (for the educational sector) Discover Simple Microsoft Word 2007 Documents – for BSBITU201A (ISBN 978-0-9804-8936-1) Discover Microsoft Excel 2007 for novice learners – for BSBITU202A (ISBN 978-0-9804-8937-8) Discover Intermediate Microsoft Word 2007 Documents – BSBITU303A (ISBN 978-0-9804-8938-5)

Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Christine Kent. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. The information contained herein was correct at the time of preparation.


Table of Contents

Table of Contents 1:

About this book ................................................................................................................................................1 Who is this book for?............................................................................................................................................... 1 Windows Vista or Windows XP, does it matter? ..................................................................................................... 1 Windows Vista annoyances ............................................................................................................................................... 1 Troubleshooting Windows Vista ........................................................................................................................................ 1 Is your system Windows Vista compatible? ............................................................................................................................. 2 Do you have too many programs in startup? ........................................................................................................................... 2

About Microsoft Word 2007 ................................................................................................................................... 2 How good is Microsoft Word 2007? .................................................................................................................................. 2 How different is Microsoft Word 2007 from previous versions. ....................................................................................... 2 Will it take me long to learn? ............................................................................................................................................. 2 Are Microsoft Word 2007 files compatible with earlier versions? .................................................................................... 3 Compatibility Pack ............................................................................................................................................................. 3 What are the new file extensions about? .......................................................................................................................... 3

2:

The new Word 2007 interface ...........................................................................................................................4 The Window ............................................................................................................................................................ 4 The Ribbon............................................................................................................................................................... 5 The Quick Access Toolbar ........................................................................................................................................ 5 The taskbar .............................................................................................................................................................. 6 The Windows XP taskbar ................................................................................................................................................... 6 The Windows Vista taskbar ............................................................................................................................................... 6

The down arrows ..................................................................................................................................................... 6 The “More” down arrows .................................................................................................................................................. 6 The Dialog Box Launcher down arrow ............................................................................................................................... 7

The Office button and the Office menu .................................................................................................................. 7 Office, New or Office, Open ............................................................................................................................................... 7 Office, Save or Office, Save As ........................................................................................................................................... 7 Office, Print ........................................................................................................................................................................ 8 Office, Prepare ................................................................................................................................................................... 8 Office, Recent Documents ................................................................................................................................................. 8 Office, Word Options ......................................................................................................................................................... 8

3:

Manage the way things look in Word ...............................................................................................................9 Pin a document to the Office Menu ........................................................................................................................ 9 Exercise 1: Pin a document to the Office Menu ........................................................................................................................ 9

Customise the Quick Access Toolbar ....................................................................................................................... 9 The default items on the Quick Access Toolbar ............................................................................................................... 10 Exercise 2: Customise the Quick Access Toolbar .................................................................................................................... 10 Exercise 3: Move the Quick Access Toolbar – the quick way ................................................................................................... 12 Exercise 4: Add and remove commands on the Quick Access Toolbar – the quick way............................................................ 12 Exercise 5: Add document specific commands to Quick Access Toolbar.................................................................................. 12

Minimise the Ribbon ............................................................................................................................................. 13 Exercise 5: Minimise the Ribbon............................................................................................................................................ 14

Download the Get Started tab .............................................................................................................................. 14 Exercise 6: Install Microsoft Get Started ................................................................................................................................ 14

Display the Developer tab ..................................................................................................................................... 15 Set some common options .................................................................................................................................... 15 Exercise 7: Set the most common options ............................................................................................................................. 15

Enjoy…upgrading to Microsoft Word 2007

© Christine Kent

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Table of Contents

The View tab (Alt W) ............................................................................................................................................. 17 Exercise 8: Explore Document Views ..................................................................................................................................... 17 Exercise 9: Explore Zoom group............................................................................................................................................. 18 Exercise 10: Explore Window group....................................................................................................................................... 18

4:

What are the main new features?................................................................................................................... 20 About Word Templates ......................................................................................................................................... 20 About Word Themes ............................................................................................................................................. 20 About styles ........................................................................................................................................................... 21 About fonts ............................................................................................................................................................ 21 About Galleries and other “Quick” bits ................................................................................................................. 21 Building Blocks ................................................................................................................................................................. 22 Galleries ........................................................................................................................................................................... 22 Quick Parts ....................................................................................................................................................................... 22 Live Preview ..................................................................................................................................................................... 22 Take a tour ....................................................................................................................................................................... 22

The Mini Toolbar ................................................................................................................................................... 23 5:

Get started on the Home tab .......................................................................................................................... 24 Manage styles using the Styles Task Pane ............................................................................................................. 24 Exercise 11: Explore the Styles Task Pane .............................................................................................................................. 24 Exercise 12: Create new style from formatting ...................................................................................................................... 25 Exercise 13: Manage styles .................................................................................................................................................... 26 Exercise 14: Turn “Keep track of formatting” on or off ........................................................................................................... 27 Exercise 15: Modify a style using the Styles Task Pane ........................................................................................................... 29

Apply and manage styles using the Quick Style Gallery ........................................................................................ 29 Exercise 16: Create new style and add to the Quick Style Gallery ........................................................................................... 29 Exercise 17: Add or remove a style in the Quick Style Gallery ................................................................................................ 30

6:

What’s new on the Insert tab? ........................................................................................................................ 31 Exercise 18: Insert a File ........................................................................................................................................................ 31 Exercise 19: Insert a Field ...................................................................................................................................................... 31 Exercise 20: Insert a Symbol .................................................................................................................................................. 31

Create Building Blocks and Quick Parts ................................................................................................................. 32 Exercise 21: Create a new Building Block (Cover Page) ........................................................................................................... 32 Exercise 22: Remove Building Block from Gallery................................................................................................................... 33 Exercise 23: Create a Quick Part ............................................................................................................................................ 34 Exercise 24: Insert Building Blocks and Quick Parts ................................................................................................................ 36 Exercise 25: Manage Quick Parts and Building Blocks using the Building Blocks Organiser ...................................................... 36 Exercise 26: Save the Building Block template (building blocks.dotx) ..................................................................................... 37 Microsoft On-line Training: Building Blocks ........................................................................................................................... 37

Work with document properties ........................................................................................................................... 37 Exercise 27: Complete document properties.......................................................................................................................... 37 Exercise 28: Insert document properties as fields .................................................................................................................. 38

Change date format in Word 2007 ........................................................................................................................ 38 Exercise 29: Change date format in Word 2007...................................................................................................................... 38

Explore maths equations ....................................................................................................................................... 39 Exercise 30: Explore equations .............................................................................................................................................. 39

7:

What’s new with templates and themes? ....................................................................................................... 42 What’s new in templates? ..................................................................................................................................... 42 Built-In templates ............................................................................................................................................................ 42 Template extensions ........................................................................................................................................................ 42

Will my old templates work in Microsoft Word 2007? ......................................................................................... 42

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Table of Contents

Evaluating your toolbars and the Add-Ins tab ................................................................................................................. 43 Will my old templates work with Themes? ..................................................................................................................... 43

How to select templates ........................................................................................................................................ 43 Exercise 31: Select a Microsoft template to create a new document ...................................................................................... 44 Exercise 32: Select a user defined template to create a new document .................................................................................. 44

How to manage templates .................................................................................................................................... 45 Where templates are located .......................................................................................................................................... 45 Create additional tabs for My templates location ........................................................................................................... 46 View or change default My templates location ............................................................................................................... 46 Exercise 33: View or change default My templates location ................................................................................................... 46

Create and modify a Template ........................................................................................................................................ 46 Exercise 34: Save a document as a template file .................................................................................................................... 47 Exercise 35: Modify a template ............................................................................................................................................. 47 Microsoft On-line Training: Templates .................................................................................................................................. 47

Create a new template that uses themes ............................................................................................................. 48 Explore themes ................................................................................................................................................................ 48 Exercise 36: Explore themes .................................................................................................................................................. 48

Theme colours ................................................................................................................................................................. 49 Exercise 37: Change theme colours........................................................................................................................................ 49 Exercise 38: Save a customised colour theme ........................................................................................................................ 49

Theme fonts ..................................................................................................................................................................... 50 Exercise 39: Change theme fonts ........................................................................................................................................... 50 Exercise 40: Save a customised font set ................................................................................................................................. 51

Theme effects .................................................................................................................................................................. 51 Create a new theme ........................................................................................................................................................ 51 Exercise 41: Save a new theme.............................................................................................................................................. 51 Microsoft On-line Resources: Additional themes ................................................................................................................... 52 Microsoft On-line Training: Apply your brand to Office documents with themes ................................................................... 53

Create form fields with Content Controls ............................................................................................................. 53 Exercise 42: Use Content Control fields ................................................................................................................................. 53 Exercise 43: Remove Content Control .................................................................................................................................... 54 Exercise 44: Create Content Control fields ............................................................................................................................. 54

Content Control Options .................................................................................................................................................. 55 Microsoft On-line Training: Building Word 2007 Document Templates Using Content Controls .............................................. 56

8:

What’s new with graphics ............................................................................................................................... 57 Floating or “In line with text” ................................................................................................................................ 57 Change insert image default ............................................................................................................................................ 57 Exercise 45: Set insert image default ..................................................................................................................................... 57

Insert and format illustrations ............................................................................................................................... 58 Insert images (Picture or Clip Art) .................................................................................................................................... 59 Exercise 46: Insert images (Picture or Clip Art) ....................................................................................................................... 59

Format images with the Picture Tools, Format tab ......................................................................................................... 59 Exercise 47: Change “In line with text” setting after insertion ................................................................................................ 60 Exercise 48: Resize Images .................................................................................................................................................... 60 Exercise 49: Format Image .................................................................................................................................................... 62 Exercise 50: Crop Images ....................................................................................................................................................... 63

Smart Art ............................................................................................................................................................... 63 Exercise 51: Insert Smart Art ................................................................................................................................................. 63 Exercise 52: Add text to Smart Art ......................................................................................................................................... 64 Exercise 53: Modify Smart Art ............................................................................................................................................... 65

9:

What’s new with tables .................................................................................................................................. 66 Work with tables ................................................................................................................................................... 66 Exercise 54: Create a table .................................................................................................................................................... 66

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Table of Contents

Exercise 55: Apply a table style from the Table Tools, Design tab ........................................................................................... 66 Exercise 56: Format table from the Table Tools, Layout tab ................................................................................................... 68 Exercise 57: Create a new table style ..................................................................................................................................... 68 Exercise 58: Convert text to table and table to text ............................................................................................................... 70

10:

What’s new with bullets and numbering ........................................................................................................ 71 Working with Word 2007 templates ..................................................................................................................... 71 Exercise 59: Download and print Microsoft PowerPoint presentation .................................................................................... 71

Use built in Multilevel List Styles ........................................................................................................................... 72 Exercise 60: View and use Multilevel List Styles ..................................................................................................................... 72

Updating Multilevel List Styles .............................................................................................................................. 72 Importing templates from prior versions .............................................................................................................. 73 Troubleshooting bullets and numbering ............................................................................................................... 73 Turn automatic bullets on or off ........................................................................................................................... 74 Exercise 61: Turn automatic bullets on or off ......................................................................................................................... 74

11:

The new keyboard shortcuts ........................................................................................................................... 75 Key Combination Shortcuts ................................................................................................................................... 75 Exercise 62: Set Word to display key combination shortcuts in screen tips ............................................................................. 75

Access Keys ............................................................................................................................................................ 76 Exercise 63: Explore Access Keys and the Ribbon ................................................................................................................... 76

12:

Set some options in Control Panel .................................................................................................................. 80 Open the Control Panel (Windows Vista) .............................................................................................................. 80 Exercise 64: Open the Control Panel in Windows Vista .......................................................................................................... 80

Set options in the Control Panel (Windows Vista) ................................................................................................ 80 Exercise 65: Set language options in the Control Panel (Vista) ............................................................................................... 80 Exercise 66: Set accessibility options (Vista) .......................................................................................................................... 82

13:

Where to find help .......................................................................................................................................... 83 Help from Microsoft with Microsoft Word 2007 ................................................................................................... 83 Help from on-line experts with Microsoft Word 2007 .......................................................................................... 83 Help from Microsoft with Microsoft Windows XP and Vista ................................................................................. 84 Help from Microsoft for bullets, numbers and lists .............................................................................................. 85

14:

Preview, adjust and finalise documents .......................................................................................................... 86 The Page Layout tab .............................................................................................................................................. 86 Exercise 67: Adjust page layout ............................................................................................................................................. 86

The Review tab ...................................................................................................................................................... 87 Set Spelling and Grammar checking options ................................................................................................................... 87 Exercise 68 – Set spelling and grammar options..................................................................................................................... 87

Add comments ................................................................................................................................................................. 88 Track changes .................................................................................................................................................................. 88 Exercise 69: Switch on Track Changes and set options ........................................................................................................... 88 Exercise 70: Track Changes as Balloons .................................................................................................................................. 89 Exercise 71: Choose which tracked changes to display ........................................................................................................... 89 Exercise 72: Accept or reject tracked changes ........................................................................................................................ 90 Exercise 73: Check that all tracked changes have gone........................................................................................................... 91

Compare and combine documents .................................................................................................................................. 91 Exercise 74: Compare and combine documents ..................................................................................................................... 92

Protect and unprotect a document ....................................................................................................................... 93 Encryption........................................................................................................................................................................ 93 Password to open and/or save a file ............................................................................................................................... 93 Password to disable editing within a particular file ......................................................................................................... 94

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Table of Contents

Exercise 75: Protect and unprotect a document..................................................................................................................... 94

The Print Preview tab ............................................................................................................................................ 95 Exercise 76: Print Preview document..................................................................................................................................... 95

Find and replace text or other attributes .............................................................................................................. 96 15:

Publish a document ........................................................................................................................................ 97 Save a document as a PDF file ............................................................................................................................... 97 Exercise 77: Install the PDF add-in ......................................................................................................................................... 97 Exercise 78: Save as PDF ........................................................................................................................................................ 97 Exercise 79: Create clickable Table of Contents...................................................................................................................... 99

Prepare a document for publication ..................................................................................................................... 99 Exercise 80: Prepare a document for publication ................................................................................................................... 99 Exercise 81: Inspect a document ......................................................................................................................................... 100 Exercise 82: Send a document ............................................................................................................................................. 101 Exercise 83: Distribute a document ..................................................................................................................................... 102

Print a document ................................................................................................................................................. 103 Quick Print ..................................................................................................................................................................... 103 Exercise 84: Print a document ............................................................................................................................................. 103

16:

Trouble shooting ........................................................................................................................................... 104 What to do when your Vista computer locks up ................................................................................................. 104 Exercise 85: Manage a locked computer .............................................................................................................................. 104 Exercise 86: Run Office Diagnostics ..................................................................................................................................... 105

17:

Other useful information .............................................................................................................................. 107 Accessibility for the sight impaired ..................................................................................................................... 107 Where-is? ............................................................................................................................................................ 107 Did you know? ..................................................................................................................................................... 109 Wrap up ............................................................................................................................................................... 109 Enjoy Upgrading to Word 2007 Index ................................................................................................................. 110

Enjoy‌upgrading to Microsoft Word 2007

Š Christine Kent

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About this book Who is this book for?

1: About this book

Who is this book for? This book is not for the total novice. If you are new to Word altogether, you need a course book rather than an upgrade book. This book assumes you know how to use Microsoft Word 2003 or earlier and are upgrading to 2007. Features that are identical to Microsoft Word 2003 are not covered unless they are critical to using a Microsoft Word 2007 feature effectively.

Windows Vista or Windows XP, does it matter? Many people falsely assume that Microsoft Office 2007 and Windows Vista go together. Well they do, but so do Microsoft Office 2007 and Windows XP. If you are delaying the move to Windows Vista, you can still upgrade to Microsoft Word 2007. In my experience Microsoft Word 2007 is totally stable in the Windows XP environment. However, if you are running it on Windows Vista, it is easy to confuse Office 2007 issues with Windows Vista issues.

Windows Vista annoyances If you do not have enough RAM, Windows Vista can be slow. More importantly, it does not always tell you what it is doing, or that it is doing anything behind the scenes. 

It can give you the message “Program not responding” when the program is temporarily stopped to do some background processing. Unlike Windows XP, this does not mean it has stopped responding for good. It is important to wait.

It gives you a busy icon for a short while, and then stops telling you anything. This does not mean it is not doing anything. Again, if you have clicked on a program to open it, wait.

Of course, in both cases, it could be locked up, but you will not know if you do not wait. Neither of these problems has anything to do with Office 2007. Make sure that you stay up to date with Windows Vista updates and service packs.

Troubleshooting Windows Vista If you are experiencing difficulties with your Windows Vista/Microsoft Office 2007 setup, check your system as follows.

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About this book About Microsoft Word 2007

Is your system Windows Vista compatible? You can download and run the Windows Vista Upgrade Advisor. It will tell you if your system is compatible with Windows Vista. http://www.microsoft.com/Downloads/details.aspx?familyid=42B5AC83-C24F-4863-A3893FFC194924F8&displaylang=en Don’t assume that because you have a totally new system, the supplied components are compatible. If you start to experience problems after you have installed new software, run the Advisor again.

Do you have too many programs in startup? You can also have a look at the programs that launch when you start up your system. Go to Control Panel, Programs, Change startup programs, Startup Programs, and look at the list of programs that launch when you launch Windows Vista. Take out any that you do not need and take out any that might be causing problems. Gadgets, for example, is very memory hungry. You can always launch programs manually when you need them.

About Microsoft Word 2007

How good is Microsoft Word 2007? It is very good. You can expect both real productivity improvements and document quality and integrity improvements, if you take the time to learn the new features.

How different is Microsoft Word 2007 from previous versions. It is very different. Essentially, Microsoft has added a new layer – a user friendly interface and some new user-friendly functions that are designed to make life easier for novice users. However, these functions make life easier for everyone once the initial learning time is over. Long-time users will find almost all the old functions one level below the new interface – it’s still there, but new users are protected from it for a while until they are ready to delve deeper.

Will it take me long to learn? It will not take you long to learn Word 2007. The differences are all about making things easier. Once you have become familiar with the new layout you will find Microsoft Word 2007 easier and faster to use than previous versions.

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About this book About Microsoft Word 2007

Are Microsoft Word 2007 files compatible with earlier versions? Microsoft Word 2007 saves in the new .docx or .docm formats. These create significantly smaller files than earlier versions. You can safely save your documents routinely in Microsoft Word 2007, then, when you want to send a document to a client or friend who has not upgraded, you can save back to Word 97 to 2003.

Compatibility Pack Users of previous versions can download a Compatibility Pack from: 

http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee8f43-c6bb74cd1466&displaylang=en

What are the new file extensions about? The new file extensions are based on the new Office Open XML format that operates behind the scenes and supports some of the more interesting new features such as Smart Art, Maths Equations, Themes and Content Controls that we will cover later.

.docx

Microsoft Word 2007 with macros disabled

.docm

Microsoft Word 2007 with macros enabled

.doc

Microsoft Word 2003 or earlier

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© Christine Kent

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The new Word 2007 interface The Window

2: The new Word 2007 interface First and foremost, when you first open Word 2007, the Word 2007 screen looks different. So let’s take a quick look at just what has opened on your screen.

The Window Office Menu Button

Quick Access Toolbar

Tabs

Ribbon

Work Area

Taskbar

Status Bar

Taskbar buttons

The notification area

Most of this actually looks pretty similar, and the real differences are the Ribbon and the Quick Access Toolbar.

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Enjoy…upgrading to Microsoft Word 2007


The new Word 2007 interface The Ribbon

The Ribbon Across the top of your screen is the Ribbon. The Ribbon is designed to help you quickly find the commands that you need to complete a task. It has three components: 

Tabs that relate to a type of activity such as writing or laying out a page. There are:  

seven basic tabs that display all the time some additional tabs that you can elect to display

some additional tabs called contextual tabs or on-demand tabs, that display only when you select certain functions.

Each tab is broken into a number of groups. 

Groups are related commands displayed together.

Commands are the functions you will actually perform on your document. They are either a button, a box or a menu.

When you first open Word, the ribbon displays the Home tab, which contains commands related to formatting paragraphs and text in your document.

Navigation Tabs

Groups

Navigation Tabs

Commands

The Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar onto which you can place the commands that you want to see all the time, no matter what tab is currently displayed. When you first start up Word 2007, the Quick Access Toolbar is located in the upper-left corner next to the Microsoft Office Button, but you can move this below the ribbon if you prefer.

If you are working with old templates that had customised toolbars, you can no longer display these in the same way. You will find them one step deeper, on the Add-Ins tab – more on this in Evaluating your toolbars and the Add-Ins tab, page 43.

Enjoy…upgrading to Microsoft Word 2007

© Christine Kent

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The new Word 2007 interface The taskbar

The taskbar This is a Windows XP or Windows Vista feature. It will look slightly different depending on whether you are using XP or Vista, but it works the same in both operating systems. These captures were taken from two different computers so they have different programs, but essentially they work the same way. It is the long horizontal bar at the bottom of your screen. Unlike the desktop, which can get obscured by the windows on top of it, the taskbar is visible most of the time.

The Windows XP taskbar

The Windows Vista taskbar

The down arrows Very often, when you are looking at a command on the Ribbon, you will see down arrows. These indicate that there are more options.

The “More” down arrows A single down arrow to the right of or below a command opens a menu containing more options and sometimes more commands. In this book, we will call this the More down arrow. A double down arrow to the right of a gallery opens a menu containing more gallery options and sometimes more commands. In this book, we will also call this the More down arrow.

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Enjoy…upgrading to Microsoft Word 2007


The new Word 2007 interface The Office button and the Office menu

The Dialog Box Launcher down arrow The angled down arrow on a group is called the Dialogue Box Launcher. If you don’t see the command you want displayed in the Ribbon, click the Dialogue Box Launcher to display the familiar dialog box. The Dialogue Box Launcher and opens either: 

a panel to the right or left of your work area

a dialog box that contains all the relevant formatting options

The Office button and the Office menu The Office button replaces the old File menu.

Office, New or Office, Open This is where you start a new document or open an existing one.

Office, Save or Office, Save As You save your file using Save or Save As, as: 

a Word 2007 document which means it is in the new XML format, or

a Word 97–2003 document which means you are saving to a file format that can operate in older versions.

(Note that your menu will not have the Office Live options unless you have Office Live installed.)

If you save a document in both formats you will see that a file saved to the old .doc format is much larger than when saved to the .docx or .docm formats.

Enjoy…upgrading to Microsoft Word 2007

© Christine Kent

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The new Word 2007 interface The Office button and the Office menu

Office, Print If you say in your head, “File, Print”, it is now “Office, Print”.

Office, Prepare This is where you will set up your Document Properties.

Office, Recent Documents Note also the Recent Documents list shown here. All recently opened documents will display here automatically.

Office, Word Options It is also important to remember that Word Options is now available on this menu – the button down the bottom. This is the command that used to be found under “Tools, Options”.

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Manage the way things look in Word Pin a document to the Office Menu

3: Manage the way things look in Word Word has a great many settings. It is always a good idea to get your settings right before you proceed with document creation and management.

Pin a document to the Office Menu It is now very easy to pin a document to the office menu so that it is available every time you start up Word 2007.

Exercise 1: Pin a document to the Office Menu 1 

Click the Office button in the top left hand corner.

The Office menu displays. Word displays the documents you have been editing in the Recent Documents list.

You can click the name of the document to open it, which can save you time looking for your document. 2

You can also “pin” a document so that it stays in the list. 

Find the document you want to keep on the list and click the faded image of a pin.

It becomes green like the circled pin in the previous image. That document will stay on the list until you un-tick it. This is a toggle. Click again to unpin a pinned document.

Customise the Quick Access Toolbar You can move and customise the Quick Access Toolbar.

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Manage the way things look in Word Customise the Quick Access Toolbar

The default items on the Quick Access Toolbar The Quick Access Toolbar has four common commands on it by default. File Save

Undo the last action

Print

Redo the last action

Exercise 2: Customise the Quick Access Toolbar You can move the Quick Access Toolbar to a position below the Ribbon. You can also collect the commands you commonly use and place them on this toolbar. That way you can reduce the number of keystrokes it takes to perform the command. For the most part, this toolbar will replace any other toolbars you used in previous versions, except for styles, which you cannot place on this toolbar. You will find that styles are now so accessible from the Styles Task Pane that a toolbar for style buttons is no longer necessary. But for those with sophisticated templates, you can place your old toolbars on the Add-Ins tab – go to Evaluating your toolbars and the Add-Ins tab, page 43, for more details. 1

With a document open:

Click the Office button

, Word Options

Word Options dialog box. Click

, to display the .

OR 

Click the More down arrow to the right of the Quick Access Toolbar and click . OR

 2

Right click in any blank area of the Ribbon. Click Customize Quick Access Toolbar.

You are taken to the Word Options menu where you can add, remove and re-organise your Quick Access Toolbar icons. The Customize

3

button is highlighted.

Add commands to Quick Access Toolbar The total list of commands is very long so you have been given the option, in the Choose commands from: drop down list, to select from various subsets of the total list. 

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Check through these options and click one of them.

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Manage the way things look in Word Customise the Quick Access Toolbar

4

Scroll down the list that displays below and highlight a command you are likely to use often.

5

Click the Add button.

A button is added to the right hand side column. 

6

7

Do this a few times to add some useful commands to the Quick Access Toolbar.

Organise commands on the Quick Access Toolbar 

In the Customize Quick Access Toolbar column, highlight an item and move it with the up and down arrows. You can organise all the items in the list into the order in which you think you will want to see them on the toolbar.

Once you have organised them into groups, you can separate the groups with a Separator – which you will find at the top of each of the lists.

Move the Quick Access Toolbar 

Tick the Show Quick Access Toolbar below the ribbon check box.

This will move the toolbar to the location below the ribbon. 8

9

You are returned to your document, but now you will see a new bar underneath your ribbon that looks something like this.

Click

.

TIP Add Word Options to your Quick Access Toolbar. You will use it often.

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Manage the way things look in Word Customise the Quick Access Toolbar

Exercise 3: Move the Quick Access Toolbar – the quick way There is another way of moving the Quick Access Toolbar. 1

With Word open, right click in any blank area of the Ribbon, and click or .

Exercise 4: Add and remove commands on the Quick Access Toolbar – the quick way There is another way of adding and removing commands. 1

With Word open, cruise around the commands on the Home tab and identify another one you think you might like to add to your Quick Access Toolbar.

2

Right click on that command.

This menu displays. 

Click Add to Quick Access Toolbar.

Your command will have appeared as an icon at the right hand end of your Quick Access Toolbar. 3

You can remove a command in the same way. 

Right click on that command you want to remove.

This menu displays. 

Click Remove from Quick Access Toolbar.

Exercise 5: Add document specific commands to Quick Access Toolbar The standard Quick Access Toolbar displays across all documents, but is it possible to define buttons that display for a nominated document, template or add-in. 1

With a document open:

Click the Office button

, Word Options

Word Options dialog box. Click

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, to display the .

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Manage the way things look in Word Minimise the Ribbon

2

Below the Customise Quick Access Toolbar heading on the right is a field. 

Click the down arrow to view the options. This list will vary according to other documents you have associated with the current document. You will see:  For all documents (default) which adds buttons to the QAT visible in every document you work on  The name of the current document  The name of the template to which it is attached IF that template has template specific QAT buttons defined  The name of an add-in if you have one that has a button defined for it as a current document.

3

Click the name of the current document. There will be no buttons on that list.

Add a command that you think might be useful for this document alone.

That command will display at the right hand end of your Quick Access Toolbar, for only this document. It will not display for any other document. You can open a template document and define buttons that are specific to that template. Whether the template is attached to a document or nominated as an Add-in for a document, the button will display in the QAT for that document.

Minimise the Ribbon Sometimes the Ribbon takes up too much of the screen, particularly when you are working with illustrations, so it can be useful to be able to minimise it.

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Manage the way things look in Word Download the Get Started tab

Exercise 6: Minimise the Ribbon 1

With a document open, right click in the area of the ribbon that shows the tabs.

2

Click on Minimize the Ribbon from the drop-down menu.

The Ribbon has disappeared, leaving just the Menu bar visible. This is a toggle. 

Right click on the Menu bar again.

You will see a tick next to Minimize the Ribbon. 

3

Left click on it again. The Ribbon redisplays.

Alternatively, you can double click on the active tab to toggle between minimise and maximise.

Download the Get Started tab If you look along your Ribbon you will not see a Get Started tab. This is because you need to download it. Whatever you have thought about the on-line Microsoft help in the past, it is now worth having, and this tab will give you direct access from within Word 2007 to both installed and on-line help resources – providing you have a legal copy of Microsoft Word 2007 on your computer.

Exercise 7: Install Microsoft Get Started 1

Go to http://office.microsoft.com/en-us/training/HA102146851033.aspx.

2

Under Get it Now, click Word 2007.

3

Press Continue in the Validation Required section. Microsoft will validate that you are running a legal copy of the software.

4

Follow the instructions to complete validation and install the connection.

A new tab will appear in Word that links you directly to the on-line training. This is only possible with legal copies of the software.

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Manage the way things look in Word Display the Developer tab

Display the Developer tab Another tab you won’t see is the Developer tab. If you intend to work with Macros, Content Controls, or XML, you will need this tab. You will see how to get this to display in the next exercise, along with a few other common options.

Set some common options Exercise 8: Set the most common options 1 

Click the Office button, Word Options Word Options dialog box.

Popular

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to display the

will be highlighted by default.

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3


Manage the way things look in Word Set some common options

2

Show Developer tab 

In the Top options for working with Word area, tick.  Show Mini Toolbar on selection. For more information, go to The Mini Toolbar, page 23.  Enable Live Preview. For more information go to Live Preview, page 22.  Show Developer tab in the Ribbon.

You can un-tick these later, but you will need these settings for later exercises. 3

Show screen tips 

Click the More down arrow for the ScreenTip style field.

Select Show feature description in ScreenTips.

After you close and re-open Word, you will have detailed screen tips when you run your cursor over a command. 4

Set language While you are here, you may as well also select the language you want Word 2007 to use. 

Highlight your language from the Available editing languages box.

Click

If there are any languages in that box that you want to disable, highlight that

to place it in the Enabled editing languages box.

language and click

.

Note that any attempt you may make to remove English (United States) will not be permanent. If you import text from another document, you will find that your entire document defaults back to English (US).

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Manage the way things look in Word The View tab (Alt W)

5

Click

to save changes.

The View tab (Alt W) Below is the View tab. Most of the features on the View tab are much the same as previous versions – just much more accessible. However, the Window group is worth looking at.

Exercise 9: Explore Document Views Document views are much the same as previous versions but note that the commands are available in two locations. 1

Document Views Commands 1 With a document open: 

Click the View tab, and find the Document Views group.

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Manage the way things look in Word The View tab (Alt W)

2

Also, check out the five buttons to the left of the Zoom commands in the bottom right of your screen.

This keeps them visible at all times so that you do not need to have the View tab selected to apply them.

Exercise 10: Explore Zoom group Zoom lets you choose between a close-up of your document and a distance view. This is much the same as previous versions, but note that the zoom commands are available in multiple locations. 1

Zoom Commands 1 With a document open: 

2

Click the View tab, and find the Zoom group to view all of the zoom options.

Zoom Commands 2 Document View and Zoom tools are also available in the lower-right corner of your screen.

3

Check out the them. OR

Drag the slider to the left to zoom in and to the right to zoom out. OR

Click the percentage number to open the Zoom dialog box and change the zoom there.

(Zoom In) and

(Zoom Out) buttons and the slider in between

Zoom Commands 3 You may also be able to use the scroll wheel on your mouse if your mouse is set to standard defaults. 

Hold down the Ctrl key and scroll forwards to zoom in, backwards to zoom out.

Exercise 11: Explore Window group The View tab, Window group lets you arrange your document into multiple views, or to arrange multiple documents. This is now very neat.

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Manage the way things look in Word The View tab (Alt W)

1

With a document open: 

On the View tab, Window group click on New Window.

You can run your two windows of the same document side by side, either in a single monitor or across two monitors. 

Click

.

When you run them side by side you have the option to scroll them together or separately. 

Click

.

TIP. If you don’t like using the automated Compare Documents feature, you can use the Track Changes feature so that all changes are highlighted and then manually compare your two documents using the Side by Side feature.

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What are the main new features? About Word Templates

4: What are the main new features?

About Word Templates Word 2007 has templates, just the same as Word 2003, just many more of them. As well as the standard Normal template, Word 2007 provides you with three different types of templates: 

Simple templates that define document elements like title pages, headers and footers, margin settings and many other types of formatting applied to an entire document.

Boilerplate templates that provide some starting material for you to adapt to your needs.

Boilerplate templates with “Content Controls” that you simply click on and fill in.

It has always made life easier to use templates, but if you have resisted them up until now, now is the time to change your ways. There is so much additional capability around templates and styles, that you really will find life so much easier if you learn to understand them properly. If you do not currently use templates, you will find it worth your while to do the on-line training, Save time with templates at: 

http://office.microsoft.com/training/training.aspx?AssetID=RC102231981033

OR go to 

http://stores.lulu.com/christinekent and find How to use Normal template.

About Word Themes One of the reasons you need to master templates is the fabulous new world of Themes. Before Word 2007, most manuals and training materials started with instructions on how to type and format your text and how to create headings, lists, and other page elements to produce a good-looking document. This takes time and an eye for graphical layout, both of which you may not have. It also takes fairly high-level skills in using the software. It all used to be a bit overwhelming for anyone who was not an aspiring graphic designer. Now Word 2007 has made it easy with Themes. Themes let you apply a complete, coordinated package of fonts, colours, heading styles, and more with a single click. In addition, for those of you who are going to be using a range of Microsoft 2007 products, the same Themes are used across all of them – Word, Excel, Publisher and PowerPoint – so you can produce lots of different documents and lots of different types of documents, all with the same look and feel – if you want.

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What are the main new features? About styles

About styles Templates contain many commands that define how your document will look. One of the components of this is “styles”. A style is a set of formatting instructions that can be applied to a piece of text with a single action. The set is given a meaningful name so you can remember what it is. When you select some text and apply a style, that text is automatically formatted with ALL the attributes carried by the style. There are a number of advantages with using styles: 

They speed up the formatting process.

They help you achieve consistency throughout your document.

They are used by advanced features in Word such as creating tables of content, and creating cross references.

In Microsoft Word 2007, styles have become more accessible through a Gallery on the Home tab, and a more sophisticated Styles Task Pane. Again, if you do not currently use styles go to http://stores.lulu.com/christinekent and find How to use Normal template.

About fonts A font is a type face. You may be familiar with the standard fonts Times New Roman and Arial. These looked good in printed documents but not so good on-line. If you were creating a document that had to be both printed and online it was hard to find good fonts to do it with. Cambria and Calibri are two new fonts released with Office 2007 that look equally good printed and on-line.

Cambria is a Serif Font which has decorations on some of the letters. Calibri is a Sans Serif Font which is much plainer. This book uses Calibri throughout. Users of older versions of Word, who have not received these fonts automatically with Windows XP updates, can download a compatibility pack that provides these fonts from: 

http://www.microsoft.com/downloads/details.aspx?FamilyId=941b3470-3ae9-4aee8f43-c6bb74cd1466&displaylang=en

About Galleries and other “Quick” bits Newcomers to Word 2007 will quickly take the new “Quick” options for granted, but existing users may find they have to change their way of thinking to use them.

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What are the main new features? About Galleries and other “Quick” bits

Building Blocks Building blocks are pre-designed and pre-formatted text, images or other document parts. They are organised according to their function into Galleries of thumbnail images that allow you to preview the content graphically then insert it with one or two keystrokes. They largely replace Auto-text.

Galleries When you see collections of thumbnail pictures, these are Galleries. They give you a quick way of previewing and selecting your most commonly used options. Galleries display both pre-defined Building Blocks, and Building Blocks you define for yourself and add to the Gallery. These are stored in a separate template - Building Blocks.dotx - that is made available to all your documents, irrespective of the template your document is based on. However, if you want the building blocks to be available for only a specific template, this is also possible.

Quick Parts Quick Parts are Building Blocks that you define yourself, and that don’t belong in any other pre-defined Gallery. These are all stored together in their own Quick Parts Gallery. You can store any combination of text and images that you have created in a document as a Quick Part. It then only takes one or two keystrokes to get the entire contents of that Quick Part into your document.

Live Preview When you run your cursor over a Building Block or a Quick Part in a gallery, and pause there a moment, in many cases it is applied to your document below, so you can see what it will actually look like. This is Live Preview. If it is not working for you, return to Exercise 8: Set the most common options, page 15, to turn it on.

Take a tour Click on the Insert tab and click the down arrows for each of the following to see the Galleries you are offered. Pay special attention to the building Blocks Galleries and the Live Preview. 

Insert, Pages, Cover Page

Insert, Table, Quick Tables

Insert Header

Insert Footer

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What are the main new features? The Mini Toolbar

Insert Text box

Insert Equation

There is no need to learn how to manage them all, as they all work in much the same way. We will look at how to work with them in Exercise 22: Create a new Building Block (Cover Page) page 32.

The Mini Toolbar You will see the Mini toolbar display when you are working with text. This toolbar has the most commonly used commands from the Home tab, Font group with some additional commands from the Clipboard and Paragraph groups.

1

Format text using Mini toolbar 

With any document open, highlight some text.

Point at the highlighted text.

A faded toolbar displays. 2

Run your cursor to the toolbar to make it clear.

Click on any command to select.

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Get started on the Home tab Manage styles using the Styles Task Pane

5: Get started on the Home tab We can look at a lot of the new features on the Home tab. The Clipboard, Font, Paragraph and Editing groups on this tab all do much the same as previous versions, only with the commands more accessible. The big differences come with the Styles group. There are two ways of applying styles: 

from the Home tab, Styles group on the ribbon

from the Styles Task Pane

Manage styles using the Styles Task Pane First, for those who are concerned at losing the ability to put styles on toolbars, the Styles Task Pane will largely replace them, providing you take the time to set your Task Pane up.

Exercise 12: Explore the Styles Task Pane 1

On your Home tab, Styles group, click the Dialog Box Launcher in the bottom right corner.

The Styles Task Pane displays on the right of your screen. 2

Show Preview (styles) You can display your styles in two ways: 

3

Tick and un-tick the Show Preview checkbox to view the name of your style, or the name as it appears formatted.

Disable Linked Styles 

Tick Disable Linked Styles and leave it ticked.

When you manually format some text, Word 2007 creates a new style, and links it to the original style. This can lead to all sorts of dramas, so leave it turned off.

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Get started on the Home tab Manage styles using the Styles Task Pane

4 Across the bottom of the Styles Task Pane are three buttons 

New Style

Style Inspector

Manage Styles

:

We will look at these next.

Exercise 13: Create new style from formatting 1

To create a new style: 

Manually format some text.

Click New Style

Complete as required and press

. The Create New Style from Formatting dialog box displays. to save.

However, this is not the easiest way to create a new style as we will see in a moment.

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Get started on the Home tab Manage styles using the Styles Task Pane

Exercise 14: Manage styles 1

This is a very powerful function that is new to 2007 and allows a lot of control over which styles display in the Styles Task Pane and in what sequence. 

Click Manage Styles

. You can use the:

 Edit tab to edit your style  Recommend tab to change the sequence of styles and whether or not they display on the Styles Task Pane  Restrict tab to restrict access to certain styles  Set Defaults to set your base defaults (these are effectively “no style”) 2

The Recommend tab 

Click the Recommend tab.

You can use Move Up, Move Down, Make Last and Assign Value to organise how your styles display. Those with a value of 1 will display at the top of the list.

You can use the Show and Hide commands to control whether styles display at all, either in the current document or in all documents based on the template.

Tip Assign all the styles you use most often with a value of 1 so they appear at the top of your Styles Task Pane. Assign lower values to other styles. You can replace your Styles Toolbar this way.

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Get started on the Home tab Manage styles using the Styles Task Pane

3

The Set Defaults tab 

These are your defaults that form the basis on which Normal style is created.

If you have a style that is based on “no style”, this is what “no style” really is.

(This does not seem important at the moment, but it becomes critical when you are working with bulleted and numbered lists. If your bulleted styles adopt incorrect margins, check the defaults on this tab, and change them back if they have altered. Do the same with Normal style.)

Exercise 15: Turn “Keep track of formatting” on or off Another critical setting is the almost hidden Options setting in the bottom right corner of the Styles Task Pane.

1

Select formatting to show as styles 

Click Options.

The critical function on this page is the Select formatting to show as styles: setting. This works together with Keep track of formatting in Office, Options, which we will look at before we work with these settings.

2 

Click the Office

button, Word Options

, Advanced

.

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Get started on the Home tab Manage styles using the Styles Task Pane

3

Tick Keep track of formatting if you want Word 2007 to remember your manual formatting changes and store them as styles.

The safest option is to un-tick this, but if you leave it ticked, you can manage what shows in your style list in the Style Pane Options box. 

Tick Mark formatting inconsistencies if you are disciplined with using styles and want Word 2007 to underline any manually formatted text.

Leave them both ticked for now and click

4

.

Back in your Styles Task Pane, click Options again.

With the Mark formatting inconsistencies checkbox ticked, the Select formatting to show as styles: options are enabled and control what you see in your Styles Task Pane. These options are disabled if the Mark formatting inconsistencies checkbox is unticked. 

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Select which manual formatting you want Word 2007 to track (if any).

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Get started on the Home tab Apply and manage styles using the Quick Style Gallery

Exercise 16: Modify a style using the Styles Task Pane You can modify a style from the Styles Task Pane. 1

In an open document, highlight a piece of text with a style applied.

Modify the text.

Right click on the style name in the Styles Task Pane.

This menu displays. 

Click . (This will display the name of your applied style.)

Your style is now modified.

Apply and manage styles using the Quick Style Gallery You can also apply and manage styles using your Quick Style Gallery. You use the Gallery to display your most frequently used styles in Preview mode. You can add or remove styles from the Gallery. You can also create your own styles using the Gallery and add them automatically to the Gallery.

Exercise 17: Create new style and add to the Quick Style Gallery

1

2

Where there is a preview in a Gallery, Live Preview is usually available. 

With a document open and some text in your document highlighted, run your cursor over the styles in the Home tab, Styles group, Quick Style Gallery. You will see the Live Preview – the text beneath will change to show you how it will look if you apply the style.

The style with the orange surround is the currently applied style.

Apply a style from the Quick Style Gallery 

With some text highlighted, click one of the styles to apply it.

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Get started on the Home tab Apply and manage styles using the Quick Style Gallery

3

4

Create a new style from the Quick Style Gallery 

Manually format some text so that it is different to any style in your template.

Highlight that text.

Click on Home tab, Styles group, More down arrow.

Click

.

The Create New Style from Formatting dialog box displays. 

Type a sensible name in the Name field.

Click

.

You have created a new style and placed it into the Quick Style Gallery.

Exercise 18: Add or remove a style in the Quick Style Gallery 1

Right click on any style in the Styles Task Pane.  If it is not in the Quick Style Gallery you will see  If it is already in the gallery, you will see

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Click to make your choice.

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What’s new on the Insert tab? Apply and manage styles using the Quick Style Gallery

6: What’s new on the Insert tab? Apart from all the functions on the Insert tab that you are used to in earlier versions, this is where you manage your Building Blocks. This is also where you will find “Insert, File”, “Insert, Field” and “Insert, Symbol”, all a little hidden.

Exercise 19: Insert a File 1

Click the Insert tab, Text group, the Object, More down arrow.

2

Click Text from File.

Select the file from the Insert File dialog box.

Exercise 20: Insert a Field 1

Click the Insert tab, Text group, Quick Parts.

2

Click

Complete the Field dialog box as required.

.

Exercise 21: Insert a Symbol 1

2

A menu displays your most recently used symbols. 

Click the Insert tab, Symbols group, Symbol.

Click on one of the displayed symbols.

OR 

Select More Symbols to go to the symbol dialog box and select as required.

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What’s new on the Insert tab? Create Building Blocks and Quick Parts

Create Building Blocks and Quick Parts You can create and insert Building Blocks in many different menus in Microsoft Word 2007. The following has been chosen to show how this works as it is also a new feature.

Exercise 22: Create a new Building Block (Cover Page) 1

Insert a cover page in your document and modify 

Create a new document using Normal Template.

2

Click down arrow on Insert tab, Pages group, Cover Page.

3

Run your cursor up and down the options to see what they are. In this case, there is no Live Preview on the page below as they are too complex.

Select one you want.

The full cover page is drawn on the first page of your document. 4

Save a new cover page Building Block to the Gallery Change the cover page to something a little different, and when you have finished modifying it:

5

On the Home tab, Editing group, click Select, Select All to be sure you select all of the elements on your page.

On the Insert tab, Pages group, click Cover Page.

Click

The Create New Building Block dialog box displays. Most of the fields in the box have been completed automatically based on the gallery you entered from.

Name: 

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Type a short but memorable name for your Building Block – something easy to type.

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What’s new on the Insert tab? Create Building Blocks and Quick Parts

6

Gallery: In the Gallery field you will see that your new Building Block is going into a Gallery called Cover Pages. 

7

Click on Gallery to see a list of all the other Galleries available.

Save in: 

Click one of the options from the drop down list. You can choose to save your building block in:  Building Blocks.dotx  Normal.dotm  Your current template. (If your template is not visible, the link between your document and its template has been broken.)

More about Building Blocks.dotx in Exercise 27: Save the Building Block template, page 37. 8

Options: 

Click on the Options box to see that, when you insert this block, it will go into its own page. Options include:

9

Click

10

On the Insert tab, Pages group, click Cover Page.

Scroll down the Gallery again, and you should see your new cover page at the end.

to save your new Building Block.

TIP To place a new building block at the top of the list, use a symbol or a blank space at the beginning. This will send it to the top of the list. .

Exercise 23: Remove Building Block from Gallery 1

Remove Building Block from gallery 

On the Insert tab, Pages group, click Cover Page.

Scroll down the Gallery to your cover page.

Right click on your gallery item.

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What’s new on the Insert tab? Create Building Blocks and Quick Parts

2

Click on Organise and Delete.

The Building Blocks Organiser dialog shown below displays, with your entry highlighted. 

Make sure the correct Building Block is highlighted and click Delete.

Working with the Building Blocks Organiser is covered in Exercise 26: Manage Quick Parts and Building Blocks, page 36.

Exercise 24: Create a Quick Part There is no need for you to go through a Gallery to create a Building Block. For example, if you want to create a Building Block for some text that you use repeatedly, you simply highlight that text and create a Building Block with it. When you do this it is called a Quick Part and belongs in the Quick Parts Gallery. 1

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In an open document, type something that you are likely to want to re-use – perhaps an address, or the disclaimer information from a copyright page.

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What’s new on the Insert tab? Create Building Blocks and Quick Parts

2

Define a Quick Part 

Highlight the text for which you want o create a Quick Part.

Press Alt F3, or select Insert tab, Text group, Quick Parts, Save Selection to Quick Part Gallery.

The Create New Building Block dialog box displays with some fields completed. 

3

Check these fields to see if they are what you want, and change if necessary. Click

.

Tip Use the Quick Parts Gallery for Building Blocks that do not belong in any other Gallery.

View a new Quick Part 

Click Insert tab, Text group, Quick Parts, and you will see that your entry has been placed in the General area of the drop down gallery, displayed graphically so it is easy to identify and insert from this position.

Tip User defined Building Blocks normally appear at the bottom of a gallery. Quick Parts appear at the top of the gallery. So you may choose to use the Quick Parts Gallery for those Building Blocks that you use regularly, for which you want quick access without scrolling.

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What’s new on the Insert tab? Create Building Blocks and Quick Parts

Exercise 25: Insert Building Blocks and Quick Parts There are two ways you can insert Building Blocks and Quick Parts into a document. 1

Insert a Quick Part 

Place your insertion point in the position you want your Quick Part entered in your document.

Click Insert tab, Text group, Quick Parts, and click on your new Quick Part.

Your Quick Part is placed in your document. 2

Insert a Quick Part using F3 

Place your insertion point in the position you want your Quick Part entered in your document.

Type the name you gave your Quick Part – this is why it needs to be short and memorable.

Press F3.

Your Quick Part is placed in your document. You can insert any Building Block in the same way.

Exercise 26: Manage Quick Parts and Building Blocks using the Building Blocks Organiser You can manage Quick Parts and other Building Blocks as a whole from the Building Blocks Organiser. 1

Click Insert tab, Text group, Quick Parts, Building Blocks Organiser.

The Building Blocks Organiser dialog displays.

2

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Click on any Building Block to see a preview in the right hand column.

Review which Gallery it is in, and which Category within the Gallery.

You can edit, delete or insert a Building Block into a document from here.

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What’s new on the Insert tab? Work with document properties

Exercise 27: Save the Building Block template (building blocks.dotx) When you created your Building Blocks, you told Word to save them in a template, either building blocks.dotx, Normal.dotm or your current template. If you want to keep them, you have to save that template file. 1

Close Word.

A dialog box below displays, naming the template to which you elected to save your Building Block/s. 2

Click

to save your changes.

Your Building Blocks will now be available to any document you open that is attached to the selected template. Note that all documents have access to building blocks.dotx.

Microsoft On-line Training: Building Blocks This is all explained in the Microsoft on-line training.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102414221033 …or if you prefer a PowerPoint presentation Go to http://office.microsoft.com/enus/templates/TC102536871033.aspx?CategoryID=CT102036981033

Work with document properties You will now find document properties in the Office menu. Once you have filled your properties out here, you can insert them as fields in your document from the Insert menu.

Exercise 28: Complete document properties 1

Click Office, Prepare, Properties. A wide bar will open beneath your Quick Access Toolbar with a few basic options available.

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What’s new on the Insert tab? Change date format in Word 2007

2

To find more options: 

3

Click the down arrow next to Document Properties in the top left of the frame.

Click Advanced Properties. 

Complete the dialog box as with previous version of Word.

Exercise 29: Insert document properties as fields You can insert your document properties as fields in your document, as with previous versions, but you will find them in two different places. 1

2

Insert document properties from Insert, Quick Parts 

Click Insert tab, Text group, Quick Parts,

Select one of the properties from the list. Not all properties display here.

.

Insert document properties from Insert, Quick Parts, Field If the property you want is not on the drop down list: 

Click Insert tab, Text group, Quick Parts, Field, and select as in previous versions.

Change date format in Word 2007 Exercise 30: Change date format in Word 2007 1

Click on the Insert tab.

2

Find the Text group. Click on

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What’s new on the Insert tab? Explore maths equations

3

The Date and Time dialog box displays. 

Find the Language field. In this example it is displaying .

4

Click the More down arrow.

Select the correct English for your country if it is displaying on the drop down list.

Depending on your country, your date will either display as: 

day/month/year or

month/day/year.

If the correct English for your country is not available on the drop down list, you will need to change the settings in Control Panel. Go to Exercise 66: Set language options in the Control Panel (Vista), page 80 for instructions.

Explore maths equations For documents dealing with maths, Word keeps track of all the equations created with the built-in equation editor.

Exercise 31: Explore equations 1

Insert equation 

Click Insert tab, Symbols group, Equation.

A menu of Built-In equations displays. You can select a Built-In equation, or create your own.

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What’s new on the Insert tab? Explore maths equations

2

3

Insert Built-In equation 

Click in a document at the point you want to insert an equation.

Click on the required equation to insert and go to Step 4 to format.

Build and insert new equation 

Click in a document at the point you want to insert a new equation.

Click

The Equation Tools, Design tab displays and the Type equation here Content Control is inserted in your document. (For more information on Content Controls, go to Create form fields with Content Controls, page 53. You can also use Alt + to display this Content Control.

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In the Content Control field, use the Equation Tools, Design tab, Symbols and Structures groups to build your equation as required.

In Equation Tools, Design tab, Tools group, click the Dialogue Box launcher to access advanced functions.

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What’s new on the Insert tab? Explore maths equations

4

5

Format equation 

Click the down arrow to display a range of formatting options.

Click your required formatting option. OR

Click Equation Tools, Design tab, Tools group, and select formatting option.

Save equation as a Building Block 

Click Save as New Equation to display the Create New Building Block dialog box (see Exercise 22: Create a new Building Block (Cover Page), page 32 for instructions).

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What’s new with templates and themes? What’s new in templates?

7: What’s new with templates and themes?

What’s new in templates?

Built-In templates Microsoft Word 2007 comes with a wider range of templates than previous versions, and with some different types of templates. 

There is Normal template which comes preformatted with default Office Theme. The Theme defines the default fonts and colours for the template. If you create a document in Word without selecting a template, Word will select Normal template and the Office theme on your behalf.

There is a range of boilerplate templates that come with a certain amount of content already in them to serve specific purposes, like letter or fax templates, with a Theme applied.

There are boilerplate templates that contain Content Control fields. These are designed for novice users to simply fill out the boxes. For more information on Content Controls go to Create form fields with Content Controls, page 53.

Template extensions Microsoft Word 2007 saves template files as .dotx or .dotm formats. .dotx

Microsoft Word 2007 macro free template will result in .docx files

.dotm

Microsoft Word 2007 document with macros will result in .docm files

.dot

Microsoft Word 97 to 2003 or earlier template

Will my old templates work in Microsoft Word 2007? Yes, your old templates will work with Microsoft Word 2007. You can use them as they are – as .dot files, or you can save them as .dotx or .dotm files. However, you will no longer see your user defined toolbars if you have any.

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What’s new with templates and themes? How to select templates

Evaluating your toolbars and the Add-Ins tab When you create a document in 2007 using an earlier template, its toolbar/s will display automatically in the Add-Ins tab, along with other Add-Ins. This tab only displays if you have Add-ins.

You will need to re-evaluate any toolbars you have. 

Do you need them? If the answer is yes, leave them to display in the Add-Ins tab. They are one click away but still usable.

Can the commands go onto the Quick Access toolbar? If you do not have too many, this is a viable option. All commands including macros, can be placed on the Quick Access toolbar. However, styles cannot.

Can the styles buttons be replaced by clever management of the styles available on the Styles Task Pane? For example, those styles that are considered important enough to warrant a place on a toolbar could be given a ranking of 1 on the Styles Task Pane, with all other used styles ranked 2 or lower. That way, the most commonly used 20-30 styles are always displayed when the Styles Task Pane is open. See Exercise 14: Manage styles, page 26, steps 2-3 for instructions on how to do this.

Will my old templates work with Themes? You will probably not be able to use Themes effectively as an overlay to your old templates. There is a complex set of rules that dictates which formatting over-rules which formatting. You would be best to reserve the use of Themes for new templates.

How to select templates This is much the same as previous versions. The big difference is that you get to see thumbnail previews and a much larger preview of the template you have selected. Templates are organised into groups: 

Blank and Recent – Blank is Normal template

Installed – templates that come with Microsoft Word 2007

My templates – templates you create yourself

New from existing – option to create a new template from the current document

Microsoft Office online – a long list of templates available online and growing all the time.

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What’s new with templates and themes? How to select templates

Exercise 32: Select a Microsoft template to create a new document 1  2

Click Office

,

.

You are offered a range of options. If you select Blank or Installed, you will be presented with templates as thumbnails in the right hand column. 

Click one of the options:  Blank and Recent – Blank is Normal template  Installed – templates that come with Microsoft Word 2007  Microsoft Office online – templates available online.

3

Click on the template you want in the centre panel.

Click

.

A new document displays on your screen.

Exercise 33: Select a user defined template to create a new document 1 

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Click Office

,

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What’s new with templates and themes? How to manage templates

2

Click My templates.

The New dialog box displays with a single tab, My templates.

3

Click on the tempate you want in the display.

Click

.

A new document displays on your screen. If there are no templates to select from, you will find out why in the next exercise.

How to manage templates

Where templates are located Templates are stored in two different locations. . The default paths for templates are as follows, but you can change the My templates path, which is where your own user templates are stored. Windows XP

Windows Vista

Normal and other Installed templates

Drive:\Program Files\Microsoft Office\Templates \1033

My templates

Drive:\Documents and Settings\Username\Application Data\Microsoft\Templates

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Drive:\Users\User\AppData\Roamin g\Microsoft\Templates

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What’s new with templates and themes? How to manage templates

Create additional tabs for My templates location If you are creating many user defined templates, you may want additional tabs on your New dialog box. Simply go to the My templates folder location given above and create new folders there. Give them short and descriptive names as these will display on the tabs.

View or change default My templates location You are able to change the default location for My Templates.

Exercise 34: View or change default My templates location 1

Click the Office button, Word Options.

2

On the Word Options dialog box, click

3

Scroll right down to the bottom and click

4

In the File Locations dialog box, select User templates, and then click

.

.

. 5

Select a location in the Modify Locations dialog box. This new location will display when you click on My templates to select one of your own templates.

Tip The File Locations dialog box can be hard to find so is worth placing on your Quick Access Toolbar if you use it much.

Create and modify a Template You can create templates the same way as in previous versions. Perhaps the easiest way to create a template is to build a document the way you want it then save it as a template. You can: 

Build it from scratch based on Normal template

Create a document with another built-in template and modify to suit your own needs

Take an existing document and save it as a template.

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What’s new with templates and themes? How to manage templates

Exercise 35: Save a document as a template file 1

Open any document that you want to turn into a template and make the modifications you require.

Click Office, Save As,

2 .

The Save As dialog box opens with the option to save as a Word Template (.dotx) file.

3

Select .dotx for a template without macros or .dotm for a template with macros.

To identify the correct location for a user template:  On a computer that is running Windows Vista, under Favorite Links, click Templates.  On a computer that is running Windows XP, under Save in, click Trusted Templates.

4

Complete the save operation as per previous versions. Make sure you save to your own template location or the templates locations given in Where templates are located, page 45, or your template will not display when you select Office, New.

Exercise 36: Modify a template 1

To open the template in order to modify it, click Office, Open.

2

In Windows Vista:  Click Templates, and then double-click the template file to open it.

In Microsoft Windows XP or Microsoft Windows Server 2003:  Click Templates next to File name. If no templates are listed in the Open dialog box, click the arrow next to the Files of type box, and then click All Word Templates.

Microsoft On-line Training: Templates Here is some online training to reinforce the concepts of templates if you are a bit shaky on them.

Go to http://office.microsoft.com/training/training.aspx?AssetID=RC102231981033 , or, if you prefer, this PowerPoint presentation… Go to http://office.microsoft.com/enus/templates/TC102326581033.aspx?CategoryID=CT102036981033

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What’s new with templates and themes? Create a new template that uses themes

Create a new template that uses themes The best way to look at what themes do and how they do it is to work with them in a document based on Normal template. Once you have defined you new theme, you may want to create a template that uses that theme by default. We will work with theme colours and theme fonts in this section. Theme effects relate to how effects are applied to your various graphical elements such as charts, SmartArt graphics, shapes, and pictures. Go to Theme effects page 51, to find out more about these.

Explore themes Exercise 37: Explore themes 1

Click Office, Open, Blank, to open new document based on Normal template.

2

Click the Page Layout tab.

3

Click on the More down arrow below Themes in the Themes group.

4

The Built-In gallery displays. You will see that the Office is highlighted yellow to indicate that this is the theme you are currently working with. 

Type some content into your document, using the styles:  Heading 1  Heading 2  Heading 3  Normal

Now run your cursor over each Built-In theme in turn and see what happens to your text.

You will see that colours, fonts and font sizes change as a package.

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What’s new with templates and themes? Create a new template that uses themes

Theme colours Exercise 38: Change theme colours You can modify Built-In Themes or create your own. 1

To change the colour scheme of a built-in theme, and retain the fonts: 

2

click Page Layout tab, Themes group, Theme Colors.

.

A different Built-In gallery displays with sets of colours. 

Run your cursor over each row of colours in turn and see what happens to your document.

When you find the one you want, click it to apply to your document.

Your document now has different colours but keeps the same fonts.

Exercise 39: Save a customised colour theme You may want to create your own set of colours, particularly if you have corporate colours with which you must comply. 1

Click Page Layout tab, Themes group, click Theme Colors.

Click

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What’s new with templates and themes? Create a new template that uses themes

2

In the Theme colors frame, click each button in turn to select the colour you want for your theme.

Watch the outcomes of your choices in the Sample. 

Give your theme an appropriate name and click Save.

Your new set of colours will be displayed in the drop down list under the heading Custom.

Theme fonts Exercise 40: Change theme fonts 1

Maybe you have a set of colours you like and now want to change fonts. 

On the Page Layout tab, Themes group, click the little A. .

2

A different Built-In gallery displays with sets of fonts. 

Run your cursor over each row of fonts in turn and see what happens to your document.

Each theme uses two fonts. 

Click one to select.

The new fonts are applied to your text.

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What’s new with templates and themes? Create a new template that uses themes

Exercise 41: Save a customised font set You may have a combination of fonts you particularly want to use. 1

2

Click Page Layout tab, Themes group, click Theme Fonts.

Click

Select your Heading font: from the drop down list.

Select your Body font: from the drop down list.

.

Watch the outcomes of your choices in the Sample. 

Give your theme an appropriate name and click Save.

Your new theme fonts will be displayed in the drop down list under the heading Custom.

Theme effects Every theme has Theme Effects that relate to applying "stroke," "tone," and "depth" to create a different look, for example a metallic look, or a frosted glass look. Effects change the line styles, shadow, and fill for tables, charts, and lines, and apply to charts, SmartArt Graphics, shapes, and pictures. However, they do not have a huge impact on appearance in Word 2007 documents. Unlike theme colours and theme fonts, you cannot create your own theme effects.

Create a new theme Exercise 42: Save a new theme Once you have defined your new theme colours and fonts, you can save them as a new theme.

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What’s new with templates and themes? Create a new template that uses themes

1

2

With a document open and the new theme colours and fonts applied, click Page Layout tab, Themes group.

Click

The Save Current Theme dialog box displays. 

Type an appropriate theme name in the File name field – it should be short and relate to the theme.

Click Save.

TIP Themes are saved with the extension .thmx. You will find them in C:\Program Files\Microsoft Office\Document Themes 12

Your new theme will be displayed in the Themes drop down list under the heading Custom.

Microsoft On-line Resources: Additional themes You can find new themes on-line.

Go to http://office.microsoft.com/en-us/templates/CT101043291033.aspx and cruise around the additional themes.

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What’s new with templates and themes? Create form fields with Content Controls

Microsoft On-line Training: Apply your brand to Office documents with themes Try this demonstration to help you create your own Themes.

Go to http://office.microsoft.com/en-us/word/HA101644061033.aspx

Create form fields with Content Controls Content Controls are another new feature of Microsoft Word 2007. They partially replace form fields. You may want to create customised templates, such as corporate forms, or letter or fax templates, that use your own theme and that use Content Control fields.

Exercise 43: Use Content Control fields The best way to see what these are is to open one of the new boilerplate templates. 1  2

3

In Microsoft Word, click Office

, New

.

The New Document dialog box displays. 

From the Templates frame click Installed Templates. These are the templates supplied by default with Microsoft Word 2007.

Scroll up and down the installed templates panel to find and click on Median Letter.

Click

.

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What’s new with templates and themes? Create form fields with Content Controls

4

Look at the instructions surrounded by square brackets – these are called Place Holders. When you click on one of these, a box displays around it. When you type your own text in the brackets, the placeholder disappears and just your own text remains.

Exercise 44: Remove Content Control You can remove the content control quite simply. 1

2

This menu displays. 

Right click on any of the Place Holders.

Click Remove Content Control.

You are returned to the document and there is no longer a place holder. (Note that this option is only available if the template designer made it available.)

Exercise 45: Create Content Control fields If you are creating templates for others to use, you may want to create content control fields like these. For this you will need the Developer tab you made visible in Show Developer tab, page 16. 1

2

Click on the Developer tab, and identify the Controls group.

Click

Click to insert a Rich Text content control. In Design Mode it will display as shown.

Type any changes you want to make to the placeholder text.

. This is a toggle.

You can type very detailed instructions here, formatted in any way you like. You can set an option that automatically removes all your content when the user starts typing in the control.

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What’s new with templates and themes? Create form fields with Content Controls

3

With your cursor in the field you have just created, click

.

The Content Control Properties dialog box displays. 

Complete the dialog box as required. You can define:  Title  Tag  The style used to format content  Whether the content control frame can be deleted  Whether contents can be edited  Whether multiple paragraphs are allowed  Whether the content control can be removed. Select this if you want placeholder text to disappear when someone types in their own text

 4

5

Click

Click here to enter text.

to save properties.

If you have two or more Content Controls, you can group them to keep them together. 

Highlight two Content Controls.

Click Developer tab, Controls Group, Group

Click to toggle Design Mode off and see how the Content Control will display in a document.

.

Content Control Options For full instructions on working with each of the following Content Controls, use the on-line help system, run a search on “Content Controls” and select the help option: 

Word > Creating specific documents > Forms

You can build forms using Content Controls. This is a significant new area that is well documented in the on-line help system. For full instructions on developing forms using Content Controls, run a search on “Create forms that users complete in Word 2007” and select the help option: 

Word > Creating specific documents > Forms

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What’s new with templates and themes? Create form fields with Content Controls

Insert a Rich Text Content Control

Insert a Plain Text Content Control

Picture Content Control

Combo Box

Drop Down List Content Control

Date Picker Content Control

Building Blocks Gallery

Legacy Tools

Microsoft On-line Training: Building Word 2007 Document Templates Using Content Controls For the developer perspective on Content Controls, you may want to check out this overview.

Go to http://msdn2.microsoft.com/en-us/library/bb264571.aspx

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What’s new with graphics Floating or “In line with text”

8: What’s new with graphics

Floating or “In line with text” Microsoft Word can insert images in two different ways: 

floating where you can drag and drop them where you want and get text to wrap around them, and

In line with text, where the image will go where it is placed in a line of text.

This has always been a critical setting for anyone who works with Word, and Word 2007 is no different. However, it is now much more visible and much easier to work with.

Change insert image default Exercise 46: Set insert image default 1

2

3

Click

Click

Scroll down to Cut, copy and paste.

Find Insert/paste pictures as:.

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to display the Word Options dialog box.

.

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What’s new with graphics Insert and format illustrations

4

Click the More down arrow to display the menu.

Select one of the available options as your default. This will normally be either :

or

 

Click

.

If you have chosen In line with text, all images you insert will be displayed exactly where your cursor is located in your text. If you have chosen Square, all images you insert are likely to insert somewhere near the top left of your page and you can drag and drop them into your required location.

Insert and format illustrations You will find all the pre-2007 image options on the Insert tab, Illustrations group, but they are more graphically presented. In addition are the Smart Art options which are new to Word 2007.

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What’s new with graphics Insert and format illustrations

Insert images (Picture or Clip Art) Exercise 47: Insert images (Picture or Clip Art) 1

Click the Insert tab and find the Illustrations group.

Click Picture, which allows you to select your own image from your drive and go to Step 2. OR

2

Click Clip Art which offers you offline and online clip art and go to Step 3.

Insert Picture 

Click the Insert tab, Illustrations group, Insert Picture.

The Insert Picture dialog box displays on the right of your screen. This works exactly the same way as opening a file. 

Find the location of your image in the Look in field.

Find and highlight the image you want to insert.

Click

.

Your own image will display as defined by your setting in Exercise 46: Set insert image default, page 57.

3

Insert Clip Art If there are no images on your computer insert some clip art (Insert, Illustrations, Clip Art) so that you have an image to format in the next exercise.

Format images with the Picture Tools, Format tab Once you have any image in your document, you can use the Picture Tools, Format tab to format it. This tab replaces previous formatting toolbars. It is a contextual tab that only displays when you have an image selected. It offers a much greater level of control than previous versions, and many more formatting options.

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What’s new with graphics Insert and format illustrations

Exercise 48: Change “In line with text” setting after insertion 1

With a document open, select the image so the resize handles display – the:  Corner circles  Side squares

The Picture tools, Format tab becomes available.

2

Click Format tab, Arrange group, .

3

A range of options displays. These are the same as previous versions of Word. 

Click your choice to change the way your selected image is inserted.

The default setting is still set to the option you chose in Exercise 46: Set insert image default, page 57, but you can change the options for individual images here.

Exercise 49: Resize Images 1

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With a document open, select the image so the resize handles display.

Click on a resize handle until you get a double ended arrow.

Drag it in an out to resize your image to the size you want.

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What’s new with graphics Insert and format illustrations

2

Resize image more accurately You may want to specify the exact size of your image – for example, when you have several images and you want them to be identical in size.

3

Click on your image.

Click Picture Tools, Format tab.

Identify the Size group.

Click the height up or down arrow or the width up or down arrows to change your image dimensions.

Lock aspect ratio If you want to keep the ratio of width to height the same:

4

Click on your image.

Click Picture Tools, Format tab.

Identify the Size group.

Click the Dialog Box launcher.

The Size dialog box displays. 

Make sure Lock aspect ratio is ticked.

You can also use this dialog box to change: 

Size

Scale, and

Cropping, and

define Alternative Text for web page display.

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What’s new with graphics Insert and format illustrations

Exercise 50: Format Image 1

With a document open, click an image so that the resize handles display.

The Picture tools, Format tab displays.

2

3

Click the More down arrow to the right of the Picture Styles gallery to display the full gallery of possibilities.

Run your cursor over each of the thumbnails to see what happens to your image. Some of the effects can be quite dramatic.

Click your choice.

That Picture Style will be applied to your image.

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What’s new with graphics Smart Art

Exercise 51: Crop Images You can now crop an image from within Word. 1

Click your image so that the frame with the resize handles displays around it:

The Picture tools, Format tab, becomes available. 

Click on the Picture tools, Format tab to display the ribbon for that tab..

2

With your image selected, click on the crop button in the Size group.

3

Broken black lines – Crop Marks - will appear around your image and your cursor looks like the cursor displayed to the right of this image. 

Move your cursor to the top left corner until the image of the cursor changes to a single arrow and nests inside the corner crop mark.

Hold down the left mouse button and drag your cursor to where you want it to be. Thin black lines will show you what borders your picture will have when you complete the process.

Do the same with each other corner or side mark, until you have cropped your image back to just the part you want.

Remember, if you mess your picture up, Ctrl Z to undo your last action.

Smart Art Exercise 52: Insert Smart Art The new Smart Art offers a very nice range of pre-formatted diagrams for displaying relationships.

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What’s new with graphics Smart Art

1

2

With a document open, click the Insert tab and find the Illustrations group.

Click SmartArt.

Click any SmartArt Graphic to select.

Click

[Text]

.

The graphic will be displayed in your document. It will be displayed either In line with text or Floating, depending upon which of these you have set as your default.

Exercise 53: Add text to Smart Art You can add text to your diagram in two ways. 1

Click on an element in your graphic.

Type the text you require.

Item 1

The size of the text will adjust automatically to fit within the element. OR

2

Click the arrows to the left of the graphic.

OR 

Click SmartArt Tools, Design tab, Create Graphic group, Text Pane command.

A list displays.

3

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Type your text in the list. Add more lines or delete lines.

When you have finished click the X in the top right.

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What’s new with graphics Smart Art

A new diagram displays with the required number of elements and their labels.

Item 1 Item 6

Item 2

Item 5

Item 3 Item 4

Exercise 54: Modify Smart Art With the graphic selected, you will see two Smart Art Tools tabs, Design and Format. You can modify your graphic using the options on these tabs. 1

2

The Design tab 

Click on your graphic.

Click on the SmartArt Tools, Design tab.

Check out the Layouts options to change your SmartArt elements.

3

4

Check out the SmartArt Styles for different ways of formatting those elements.

The Format tab 

Click on your graphic.

Click on the SmartArt Tools, Format tab.

You can change your shapes and apply a range of other formatting options similar to those on the Picture Tools, Format tab. See Format images with the Picture Tools, Format tab, page 59, for instructions.

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What’s new with tables Work with tables

9: What’s new with tables Table styles have been around for a few releases, but if you have avoided them, now is the time to start working with them. They have a few limitations, and can still be fiddly, but are mostly reliable and easy to use once you know how.

Work with tables Exercise 55: Create a table The best way to look at the new features is to create a table and work with it. 1

Open Microsoft Word 2007.

Create a new document with Normal template.

Click on the Insert tab, Table group, Table.

The Insert table menu displays.

2

Drag your cursor across and down a few squares so you have several columns and rows.

Left click.

A basic table displays in your document.

Exercise 56: Apply a table style from the Table Tools, Design tab 1

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With your cursor somewhere in your table, find the Table Tools, Design tab, then the Table Styles group.

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What’s new with tables Work with tables

2

Click on the More down arrow

to display a full gallery of Table Styles.

You will see a Plain table at the top. This is the table you already have. Below is a great array of other options in the Built-in gallery. 

Scroll down this menu to see what is available. As you rest your cursor on each, you can check out how they will look with Live Preview.

Also a screen tip will display the style name.

Select a style and left click to select.

TIP If you apply a style over a table that already has formatting, there is a complex set of rules that determines what formatting is or is not over-ruled by the style. For this reason it is a good idea to select your Table Style before you do any formatting.

You can also format table borders and create a header row and various forms of banding from the Table Tools, Design tab.

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What’s new with tables Work with tables

Exercise 57: Format table from the Table Tools, Layout tab This tab contains most of the commands that you are familiar with from various formatting dialog boxes in earlier versions. There is little here that is new, but these commands have been made much more accessible and easier to use. 1

2

The Insert and delete row and column commands are visible to be selected.

With your cursor somewhere in your table, click the Table Tools, Layout tab.

You can add these to your Quick Access toolbar if you use them a lot. 

3

The split and merge cells and tables commands are also immediately available and make it much easier to control cell layout. 

4

5

Highlight a row or a column and click the appropriate command.

Highlight a row or a column and click the appropriate command.

It is now very easy to adjust row height or column width. 

Click on a row and click the Height up and down arrows to achieve the desired height.

Click on a column and click the Width up and down arrows to achieve the desired width.

Highlight two columns and select Distribute Columns to get two columns of equal width.

You also perform operations on your table from here such as: 

Sort

Repeat header rows

Convert to text

Insert formula

Exercise 58: Create a new table style You can create a new table style and place it in the gallery for selection. Unfortunately you CANNOT base this on a table you have already formatted. You have to design each element from within the Create New Style from Formatting dialog box.

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What’s new with tables Work with tables

1

With your cursor anywhere in a table, click Table Tools, Design tab.

2

Click on the Table Styles, More down arrow

Click New Table Style.

3

4

The Create New Style from Formatting dialog box displays. 

Give your style a name.

Select your formatting options as required.

Click

.

To view your new style: 

With your cursor anywhere in a table, click Table Tools, Design tab.

Click on the Table Styles, More down arrow

You will see your style listed at the top of the gallery under Custom.

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What’s new with tables Work with tables

Exercise 59: Convert text to table and table to text 1

Convert Text to Table 

Highlight the text you want to convert to a table.

Click on the Insert tab, Table group, Table.

The Insert Table menu displays. 2

Click Convert Text to Table.

3

Choose your options and click

.

These are the same as preview versions.

4

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Convert Table to Text 

Highlight the table you want to convert to text.

Click on Table Tools, Layout tab, Data group, Convert to Text.

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What’s new with bullets and numbering Working with Word 2007 templates

10: What’s new with bullets and numbering Bullets and numbering pose a problem in Word. They are complicated. Word tries to be very helpful and predict what you want, with sometimes very peculiar consequences. It is easy enough to insert bulleted lists or numbered lists, but it is not so easy to control exactly how they look and behave once you are working with larger or more complex documents. This has not become any easier in Word 2007.

Working with Word 2007 templates If you are working with new Word 2007 templates, you should not have any difficulty if you use the bullets and numbering feature exactly as you are told to use it in the Microsoft training listed below. Work through all the online training you can find, in which Microsoft tells you how they think you should use bullets and numbering. Follow their suggestions to the letter of the law. Even for long-time Word users it is instructive to work through this information.

Exercise 60: Download and print Microsoft PowerPoint presentation Before you start this exercise, download the PowerPoint presentation below and print. You will page your way through the presentation. 1

You must be using Internet Explorer Browser for this download to work. 

Go to http://office.microsoft.com/enus/templates/TC102209631033.aspx?CategoryID=CT102036981033

You are taken to Training presentation: Word 2007—Bullets, numbers, and lists. 2

3

Click the

If you are offered the choice, of Open or Save, choose Open.

button.

You can save or print this file just as you would a Word file. To print: 

Click the Office button, Print.

In the Print dialog box, go down to Print what and select Handouts from the drop down list.

In the Slides per page field, select between 2 and 6 depending upon how good your eyesight is.

Click

and follow the instructions.

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10 9


What’s new with bullets and numbering Use built in Multilevel List Styles

Use built in Multilevel List Styles One of the most reliable ways of working with bullets and numbering is to work with the built-in Multilevel List styles. These are pre-defined sets of multilevel lists. If you are working in a document that has lots of complex lists, try to use these, and if they do not suit you, try modifying them rather than creating new lists. They have been designed by people who understand all the rules behind bulleted and numbered lists and so are less likely to do strange things than the lists you create yourself.

Exercise 61: View and use Multilevel List Styles 1

Create a new document based on Normal template.

Open the Styles Task Pane so that you can see all the styles displayed, and click Manage Styles

2

.

Click the Recommend tab.

Scroll down the list to near the bottom where you will find styles starting with the word List.

You will see that they are all greyed out and have the words (Hide Until Used) next to them. 

Highlight all these items and click .

Click

.

Scroll down your Styles Task Pane to the end and you will see four sets of multi-level lists.

Updating Multilevel List Styles Whenever you make a change to a list style, you effectively create a new list. If you have already applied that list style throughout a document, and now change it, the new style is applied to all subsequent applications. It looks the same as the previous list, and the style looks the same as the previous style, but they will be numbered differently. For example, you may have a list as follows: 1 Original Numbered List 2 Original Numbered List 3 Original Numbered List 4 Original Numbered List

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What’s new with bullets and numbering Importing templates from prior versions

You decide to change the style while you are working on the third instance of the list. The new list is applied to that instance and any other new instances of that style, and the old list is applied to all the original items. So now you have: 1 Original Numbered List 2 Original Numbered List 1 New Numbered List 3 Original Numbered List Then you add some more instances and you end up with 1 Original Numbered List 2 Original Numbered List 1 New Numbered List 3 Original Numbered List 2 New Numbered List 3 New Numbered List If you want to make a change to a list style, you must go to the first instance of that style in your document to make the change, then reapply that style throughout the document.

Importing templates from prior versions If you are importing templates from prior versions, particularly templates that have lots of bulleted and numbered styles, you might experience problems. You should take the time to re-define all your numbered lists onto new clean Multi-Level lists, and then always apply bullets and numbers using these styles. Any changes you make to any bulleted or numbered style manually after a style has been applied can do very nasty things to your margins and your numbering.

Troubleshooting bullets and numbering As there is a chance that patches may change the way these work in the future, I will not include instructions in this book. You will also find excellent information here: http://word.mvps.org/FAQs/Numbering.htm

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Š Christine Kent

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What’s new with bullets and numbering Turn automatic bullets on or off

Turn automatic bullets on or off Exercise 62: Turn automatic bullets on or off Once you learn to use styles to apply bullets and numbering – which you should do – then it is wise to turn the automatic bullets off. They can cause a lot of trouble. 1

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Click

2

Click

3

Click the AutoFormat As You Type tab.

Under Apply as you type, select or clear the Automatic bulleted lists check box and/or the Automatic numbered lists check box.

Look through the other options on this tab to see what is here.

Click through the other tabs to see what you can do.

Click Cancel to exit.

.

to accept changes or

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The new keyboard shortcuts Key Combination Shortcuts

11: The new keyboard shortcuts There are now two types of shortcuts in Word 2007: 

Key Combination shortcuts

Access Keys

Key Combination Shortcuts Key Combination Shortcuts are the same as those in Word 2003. They are a fast easy way to apply commands. If you have trouble remembering them you can set screen tips to display them when you run your cursor over a command. Most of these shortcuts use the

key.

These perform specific commands, like

to bold text.

You will find a full list of key combination shortcuts at http://office.microsoft.com/enus/word/HP101476261033.aspx.

Exercise 63: Set Word to display key combination shortcuts in screen tips Key combination shortcuts can be displayed in screen tips. The easiest way to keep combination shortcut information handy is to make sure that you have screen tips turned on. Go to Show screen tips, page 16, for instructions on turning screen tips on, and complete the exercise below to get key combination shortcuts to display in screen tips. 1 

Click the Office button, Word Options.

The Word Options dialog box displays. 2

On the Word Options dialog box, click

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.

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The new keyboard shortcuts Access Keys

3

Scroll down to Display.

Make sure Show shortcut keys in ScreenTips is ticked.

Click to save changes.

After you close and re-open Word, you will see both Screen Tips and Shortcut Keys when you run your cursor over a command.

Access Keys You can also use the new range of Access Key keyboard shortcuts. These take you through menus and the Ribbon to find a command. They use the Alt key. They can be tricky to use but you will find them very useful if you have an issue with using a mouse, and with remembering the vast number of Key Combination Shortcuts. They give you access to every single command on: 

the Ribbon

the Microsoft Office Button menu, and

the Quick Access Toolbar

The

key gets you out of text entry mode and into command mode.

Exercise 64: Explore Access Keys and the Ribbon 1

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With your cursor anywhere in your document, press the and numbers called Key Tip Badges.

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key to display letters

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The new keyboard shortcuts Access Keys

2

For example there is an over the Home tab. 

3

over the Office Button and an

With the letters still visible, press the keyboard and see what happens.

key on your

You are taken to the Office menu where there are more Key Tip Badges available.

Press the

key. The New Document dialog box opens. To do this quickly you

would press 

Press

. to close this dialog box.

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11


The new keyboard shortcuts Access Keys

4 

To move to the Home tab press

.

Once you are there you will have a new selection of Badges giving you options for that tab. This second layer of Badges is only visible once you have selected the tab. 

Press

To move to the Page Layout tab press

to remove these.

5 .

Once you are there you will have a new selection of Badges giving you options for that tab. 

Press

To move to the Review tab press

to remove these.

6 .

Once you are there you will have a new selection of Badges giving you options for that tab.  7

to remove these.

The Print Preview tab is normally only visible once you have selected Print Preview from the Office menu. However, you can find it this way. 

8

Press

To find Print Preview press

.

You will notice that the same letter appears on several tabs, for example: 

takes you to the Home tab, Fonts group, Bold command.

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takes you to the View tab, Zoom group, One Page command.

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The new keyboard shortcuts Access Keys

9 You can also use arrow keys to move around once you have selected

10

.

Press

Press

. You have moved from the Home tab to the Insert tab.

Press

. You have now moved to the groups available on the Insert tab.

Press

. You have moved along each item in a group in the Insert tab.

Press . You have moved to the next group in the Insert tab, and when you reach the end, you move on to the Quick Access Toolbar.

.

Note that once you start moving around the Ribbon using the arrow keys, the Badges disappear. 

You can get them back by pressing

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twice.

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Set some options in Control Panel Open the Control Panel (Windows Vista)

12: Set some options in Control Panel Although you can control a lot of what goes on in Word from within Word, there are some other options you need to set through Windows XP or Vista, using the Control Panel. Instructions are given here for setting these options in Windows Vista, in case you are confronting both upgrades simultaneously. (The process is the same in Windows XP.)

Open the Control Panel (Windows Vista) Exercise 65: Open the Control Panel in Windows Vista 1 

In Windows Vista, click the Start Button

2

Search the various panels in your Start Menu to find and click on Control Panel.

3

By default the Control Panel displays the Category View.

.

Click Classic View to see the list of all Control Panel items not clustered into categories.

Click Control Panel Home to return to Category View.

Set options in the Control Panel (Windows Vista) Exercise 66: Set language options in the Control Panel (Vista) As with previous versions, if you are unable to select the correct language in Word, you can set it here so that the information defaults through to Word.

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Set some options in Control Panel Set options in the Control Panel (Windows Vista)

1

Open Control Panel, Classic View.

Scroll down the page until you find

Click the More down arrow on the Current format: field.

2

3

and double click to select.

A full list of languages displays. There are many differences in how the English language is used in different countries, so you will see lots of different “English” options. 

Select the correct English for your country which wil also define how numbers, time and dates are displayed.

If you want to change any of the displays shown for your language option, click .

4

You are offered a full range of Numbers, Currency, Time and Date options to select from. 

Click

to save any changes you have made or

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to exit.

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Set some options in Control Panel Set options in the Control Panel (Windows Vista)

Exercise 67: Set accessibility options (Vista) Microsoft has endeavoured to help users with limited eyesight in a number of ways, and you can set some of these options in the Control Panel. 1

Open Control Panel, Category View.

2

Click Ease of Access.

3

Click Ease of Access Center.

4

Review the options in the section so that you know what is possible.

5

If you need more information go to: 

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http://www.microsoft.com/enable/

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Where to find help Help from Microsoft with Microsoft Word 2007

13: Where to find help Microsoft Word 2007 comes with lots of on-line help. You should be able to find just about everything you need either on your computer or on the Microsoft website.

Help from Microsoft with Microsoft Word 2007 Microsoft Help

Microsoft On-line Training

If you need help while you are working on a document, you can use the built-in Help system. This comes as standard with Microsoft Word 2007. 

Press the key or the question mark right corner to display the Help.

To pin the help dialog box on top, click the faded image of a Pin.

in the upper-

Microsoft has provided some great on-line training for Word 2007. Go to http://office.microsoft.com/enus/training/CR100654561033.aspx

Microsoft Knowledge Base

Go to this site if you have something odd happen to your document or want to do something you can’t find in the help or training. Go to http://support.microsoft.com/

The Word MVP Site (Microsoft Most Valuable Professional)

The Microsoft Most Valuable Professional site is more advanced than the knowledge base. Go to http://word.mvps.org/index.html

Help from on-line experts with Microsoft Word 2007 There are also Microsoft experts who offer free assistance online. Some send out newsletters. There are also mailing groups covering Microsoft issues. You can check out each of the following. This sort of information goes out of date quickly, so please let the publisher know if these are no longer available. If you are keen to explore all you can do with Microsoft Word, then getting tips sent to your inbox can be a good way of exploring new features.

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13


Where to find help Help from Microsoft with Microsoft Windows XP and Vista

Allen Wyatt’s Word Tips

http://wordtips.vitalnews.com/ You can get a daily or weekly tips newsletter.

TechRepublic Word Tips

http://techrepublic.com.com/1200-10877-5734115.html You can get a daily or weekly tips newsletter.

Stephanie Krieger

http://www.arouet.net/ Stephanie is an MVP. She has lots of free information and also runs tutorials for a fee.

O’Reilly

http://www.oreilly.com/store/series/mm.csp O’Reilly publishers has a full range of Microsoft Office manuals, downloadable as PDF files, including Word 2007 for Starters: The Missing Manual by Chris Grover.

Shauna Kelly

http://shaunakelly.com/word/index.html Lots of free information, mostly fairly basic.

Help from Microsoft with Microsoft Windows XP and Vista If you are struggling with any aspect of your operating system while you are working with Microsoft Word 2007, there is very comprehensive help on-line – probably as good as anything you will find in a book. Microsoft Windows XP Professional Product Documentation

Go to http://www.microsoft.com/resources/documentation/windows /xp/all/proddocs/en-us/files_folders_o.mspx?mfr=true Check out the menu on the left for the information you can find on this site. You can go back any time you have something you need to do in Windows XP and are not sure how to do it.

Windows Help and How-to, Windows Basics (for Vista)

For basic information, go to http://windowshelp.microsoft.com/windows/enus/winbasics.mspx For more advanced information go to http://windowshelp.microsoft.com/Windows/enUS/default.mspx

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Where to find help Help from Microsoft for bullets, numbers and lists

Help from Microsoft for bullets, numbers and lists If you find that you want to get very good at working with bulleted or numbered lists, there are other online resources you can use to help you.

Training 

Go to http://office.microsoft.com/training/Training.aspx?AssetID=RC102161651033&CTT=6

Help You will find a menu of help files here. 

Go to http://office.microsoft.com/en-us/word/CH100626241033.aspx

Microsoft Help and Support Knowledge Base You will see lots of information on working with lists here. 

Go to the http://support.microsoft.com/search/default.aspx?mode=a&query=numbered+lists&catalo g=LCID%3D1033&1033comm=1&spid=11377

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Preview, adjust and finalise documents The Page Layout tab

14: Preview, adjust and finalise documents

The Page Layout tab The Page Layout tab has become a true layout tab, with many commands here that are also found on other tabs. This is where you adjust and tweak your final layout so that your page is balanced and text and graphics are displayed to best advantage. Live Preview is also available on some commands so that you can see the results before you actually apply formatting.

Exercise 68: Adjust page layout 1

Click the Page Layout tab.

Margins, orientation, size, breaks etc can be set directly from the Page Setup group. TIP Double click to the right of the ruler to open the Page Setup dialog box.

Watermarks, page background and page borders can be applied directly from the Page Background group.

Paragraph line spacing and indents can be controlled from the Paragraph group. These can be set on the Home tab, Paragraph group, and then adjusted prior to publication on the Page Layout tab. Graphical elements can be rearranged, prior to publication, on the Arrange tab. You will find many of the same commands here that you find on the Picture Tools, and SmartArt Tools tabs.

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Preview, adjust and finalise documents The Review tab

The Review tab This is another useful cluster of commands that are much more accessible in Word 2007.

Set Spelling and Grammar checking options The Review tab, Proofing group contains all the commands related to spelling and language use.

Exercise 69 – Set spelling and grammar options You can access your spelling and grammar options in two ways. 1

Open Proofing Options, method 1 

2

With a document open, click

,

,

. OR

Open Proofing Options, method 2 

Click the Review tab, Proofing group, Spelling & Grammar.

(This is another good button to put on your Quick Access Toolbar. 

From the Spelling and Grammar dialog box click

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) .

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Preview, adjust and finalise documents The Review tab

3

The Word 2007 Options dialog box displays. 

Select the required options under When correcting spelling and grammar in Word.

Click

.

Depending on the options selected, you may see: 

green underlines on your document indicating some kind of grammar or style issue with that text or

red underlines indicating spelling mistakes.

Add comments The Review tab, Comments group makes it very easy to insert, find and delete comments. These display as balloons in the side margin.

Track changes The Track Changes commands are found across two groups: 

The Tracking group

The Changes group

These are greatly expanded from previous versions.

Exercise 70: Switch on Track Changes and set options 1

On the Review tab, Tracking group, click Track Changes.

From now until you click again to switch off, all changes you make on a document will be tracked using various forms of Markup.

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Preview, adjust and finalise documents The Review tab

Set Options 

Click the Track Changes down arrow.  Click to change the way the Markup displays.  Click to change the default user name for this computer.  Click to toggle Track Changes on and off.

Exercise 71: Track Changes as Balloons 1

2

You can display your Markup as balloons. 

On the Review tab, Tracking group, click Balloons.

Click

To revert to showing Inline Markup: 

On the Review tab, Tracking group, click Balloons.

Click

Exercise 72: Choose which tracked changes to display In the Tracking group, you can choose to hide or display different aspects of your Markup. 1

Hide or display different aspects of Markup 

On the Review tab, Tracking group, click

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.

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Preview, adjust and finalise documents The Review tab

2

Select from one of the options:  Comments – will show or display comments added from the Comments group.  Ink Annotations – the writing or drawing strokes made with a tablet pen or mouse.  Insertions and Deletions – will highlight inserted and deleted text.  Formatting – will show changes to formatting in a balloon.  Markup Area Highlight – this highlights the margin area where balloon Markup is displayed.  Reviewers – view Markup by specific reviewers.

3

Hide all tracked changes You can hide all Markup by switching the display to final. This hides Markup but does not remove it, so when the document is re-opened the Markup redisplays. 

On the Review tab, Tracking group, click

Click

.

Note that when you change the display in Show Markup selecting Final can be seen, but you will not remove it.

or by

, you will change how much of your Markup

To remove tracked changes altogether you must accept or reject them.

Exercise 73: Accept or reject tracked changes Note that this is the only way of removing tracked changes permanently. 1

Accept or reject tracked changes on by one On the Review tab, Changes group:

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Click changes.

Click Accept to make the highlighted change permanent.

Click Reject to reverse the highlighted change.

or

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to find your tracked

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Preview, adjust and finalise documents The Review tab

2

Accept or reject all tracked changes On the Review tab, Changes group: 

Click the Accept down arrow and select .

OR 

Click the Reject down arrow and select .

Exercise 74: Check that all tracked changes have gone 1  Click display the Document Inspector dialog box.

to

2

 Ensure you tick the Comments option. You can clear the other boxes if you do not want to inspect them at this time.

3

 Click

4

 If the Inspector finds any stray annotations, click

. The Document Inspector dialog box displays.

. Note that this will accept all changes. You can repeat this step if you want to be sure. 

Click repeat.

..

and

Compare and combine documents In the Compare group, you can: 

compare two versions of a document according to a wide range of criteria

combine revisions from multiple authors.

display the source documents alongside the compared or combined document.

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Preview, adjust and finalise documents The Review tab

Exercise 75: Compare and combine documents 1

To compare documents

Click

Select Compare.

.

The Compare Documents dialog displays. 2

3

4

Complete the Original document and Revised document fields.

Click to show a wide range of comparison options.

Click OK, and follow the instructions.

To combine documents

Click

Select Combine.

.

The Combine Documents dialog displays.

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Preview, adjust and finalise documents Protect and unprotect a document

5

6

Complete the Original document and Revised document fields.

Click OK, and follow the instructions.

Click to show a wide range of comparison options.

Click OK, and follow the instructions.

Protect and unprotect a document You have already seen a couple of ways of locking down aspects of a document. You can: 

Restrict access to certain styles from Manage Styles, Restrict tab (see page 26)

Display or hide styles using the Show and Hide commands in Manage Styles, Recommend tab (see page 26).

Encryption You can encrypt a document and set a password in: 

Office, Prepare, Encrypt (see Exercise 81: Prepare a document for publication, page 99)

Password to open and/or save a file You can also set a password to open a file or a password to save modifications to an entire file in: 

Office, Save As, Tools, General Options

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Preview, adjust and finalise documents Protect and unprotect a document

Password to disable editing within a particular file Below you will see how you can set password to allow specified users to format using particular styles and edit specified areas or the document in: 

Review tab, Protect Document

Developer tab, Protect Document

Exercise 76: Protect and unprotect a document 1

Click the Review tab.

Click

. The Restrict Formatting and Editing task pane displays.

Formatting restrictions 1, Formatting restrictions allows you to limit which styles can be used in a document.

Editing restrictions 2, Editing restrictions allows you to: 

Make a document read only

Control track changes

Allow only Comments

Allow only completion of form fields.

Exceptions If you have defined restrictions, you are able to define exceptions to those restrictions, including selecting nominated individuals or groups.

Start enforcement 3, Start enforcement allows you to switch your settings on and off.

Once you click , you are presented with a dialog box for entry of a password. This is optional.

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Preview, adjust and finalise documents The Print Preview tab

The user of the restricted document is presented with the Restrict Formatting and Editing task pane detailing the permissions they have.

2

To un-protect a document: 

Click the Review tab.

Click

Click

Type your password in the Unprotect Document dialog box if one is required.

Click

. The Restrict Formatting and Editing task pane displays. .

.

The Print Preview tab The Print Preview command is a must to place on your Quick Access Toolbar as it is buried a few keystrokes down under Office.

Exercise 77: Print Preview document 1

Click the Office button.

Run your cursor over Print to display the Print menu.

Click Print Preview.

Your document redisplays on your screen so you can see how it will look when printed. The Print Preview tab displays. This is a Contextual tab that only displays when you have selected Print Preview.

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Preview, adjust and finalise documents Find and replace text or other attributes

Find and replace text or other attributes When you are doing a final review you may find yourself needing to make some fixes throughout the document, or finding pages fast. The find and replace function is the same as in previous versions. You can search for a particular word or kind of formatting, or special character. Once you have found it you can replace it with another specified item if you wish. You will find these commands on the Home tab, Editing group.

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Publish a document Save a document as a PDF file

15: Publish a document

Save a document as a PDF file You can now save your file as a PDF document directly from within Word 2007.

Exercise 78: Install the PDF add-in The PDF add-in does not come as standard. You have to download and install it from the Microsoft web site. 1

Click http://www.microsoft.com/downloads/details.aspx?FamilyId=F1FC413C-6D894F15-991B-63B07BA5F2E5&displaylang=en

Note that Microsoft has a variety of ways of finding and downloading this add-in so a navigation path and instructions cannot be shown.

Exercise 79: Save as PDF Once you have installed the add-in, you can save any document as a PDF document. 1

2

You are offered the option to Save as PDF or XPS. 

Click the Office button, then run your cursor over Save As.

Click PDF or XPS.

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Publish a document Save a document as a PDF file

3

Follow all the normal processes to select a save location, file name and file type.

4

Select whether you are publishing to print or web. The resolution for web can be lower resulting in smaller files.

5

If you need to refine the save further, click Options.

From here you can select page range, document content, non-printing information and PDF options. 

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Click

to accept changes.

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Publish a document Prepare a document for publication

6

Click

.

Be patient, this may take a while.

Exercise 80: Create clickable Table of Contents When you save a Word 2007 file to PDF, Adobe creates its own Table of Contents automatically. Any auto-generated Table of Contents you already have in Word 2007 is still there but it is not clickable. To create a Table of Contents that is clickable once you convert it to PDF, you change your settings in the Table of Contents itself. 1

Click References tab, Table of Contents group, Table of Contents, Insert Table of Contents.

Tick Use hyperlinks instead of page numbers.

This looks identical to your previous TOC but the hyperlinks are retained once you have saved the PDF.

Prepare a document for publication This is where you check your final document, clean it up, encrypt it and sign it, if required.

Exercise 81: Prepare a document for publication 1

Click the Office button, then run your cursor over Prepare.

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Publish a document Prepare a document for publication

2

You are offered a range of options for functions you can apply to your entire document prior to publication.

Exercise 82: Inspect a document 1  Click display the Document Inspector dialog box. 2

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to

Tick each of boxes for the options you want to inspect.

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Publish a document Prepare a document for publication

3

 Click

4

 Review each category carefully. You do not necessarily want to remove document properties, headers and footer, watermarks etc.

. The Document Inspector dialog box displays.

 If you find items you want to remove, click

next to that specific item.

You can repeat this step if you want to be sure. 

Click

and repeat.

Exercise 83: Send a document 1

Click the Office button, then run your cursor over Send.

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Publish a document Prepare a document for publication

2

You are offered a range of options for sending document to other people. You will need to download the PDF add-in to see the PDF and XPS Attachment options. See Exercise 78: Install the PDF add-in, page 97, for more details. For Internet Fax you must be signed up with a fax service provider.

Exercise 84: Distribute a document 1

2

You are offered a range of publishing options.

Click the Office button, then run your cursor over Publish.

These may or may not be applicable depending on your work environment.

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Publish a document Print a document

Print a document

Quick Print Not much has changed with printing to a printer except that the Quick Print function is now more obvious. Quick Print is fast but is limited to the following: 

It prints one copy of the entire document, single sided, every time. If you want to print just a few pages, print multiple or collated copies, or print on both sides of the paper, you must take a couple of extra steps.

Your printer must be set up properly, turned on, with enough paper, connected to your computer and set to run. Otherwise, the Quick Print button does nothing except give you an error message once it has given up.

If you experience any problems, your printer may not be set up properly.

Exercise 85: Print a document 1

2

The Print menu displays.

3

Click the Office button, then run your cursor over Print.

Select the option you require:  Print if you want to be able to set your options, or  Quick Print if you know they are set correctly.

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Trouble shooting What to do when your Vista computer locks up

16: Trouble shooting

What to do when your Vista computer locks up From time to time your computer will lock up while you are using Word.

Exercise 86: Manage a locked computer 1

If your computer locks, your document will fade and you will be presented with a dialog box offering you three options. 

If you need to take a break, you may choose to wait to see if it does manage to sort itself out. This is more likely than it was with Windows XP.

Otherwise you will probably want to click Restart the program.

When you do this Word tries to recover your document as it was when the system locked, so that you do not lose too much work.

2

Sometimes you will get this message, but look at it carefully, as it often does not relate to the document that apparently locked. 

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Click

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Trouble shooting What to do when your Vista computer locks up

3

When the process is completed, your system will re-boot. You will be presented with an open session of Word with a list of recovered files displayed in the left hand pane. The first file on the list is usually the one that was on your screen when your system locked. You will also normally see the one you last saved on the list. 

Review the list.

Click on the file you want to work on to get it onto your screen.

Run through it to ensure it is OK.

Click to close the Document Recovery pane.

You will be offered some choices as to what you want to do with the remaining files. 

It is always wise to save them in case you find something terribly wrong with the file you have selected. You can always delete them later.

Exercise 87: Run Office Diagnostics If Word crashes too often, you will be offered Office Diagnostics. In this case go to step 4. You can also choose to run this yourself if you are concerned. In this case start at step 1. 1

2

3

Click

Click

Click

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to display the Word Options dialog box.

.

, click Continue, and then click Start Diagnostics.

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Trouble shooting What to do when your Vista computer locks up

4

If you were taken to diagnostics, a message like this…

5

If you choose diagnostics, a message like this…

Click .

Click .

Diagnostics will run a battery of tests to see if it can find the reason for the frequent crashes. This will take some time. 6

Results will be displayed. 

When you have reviewed the results, click .

You might be taken you to a website where you can explore further if you feel inclined.

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Other useful information Accessibility for the sight impaired Accessibility for the sight impaired

17: Other useful information

Accessibility for the sight impaired There is a range of techniques you can employ if you have sight difficulties. 

You can use the accessibility options provided with Windows Vista or Windows XP where you can:  

set contrast options enable the narrator

display a magnifier

fine tune display effects including the focus rectangle, and the cursor

Go to Exercise 67: Set accessibility options (Vista), page 82. 

If you have an Intellipoint Mouse, you can change your pointer visibility options in your mouse software. Click Start, and type mouse in the search field. Select one of the options.

You can use the Zoom feature. Go to Exercise 10: Explore Zoom group, page 18.

You can use search and replace with the Highlight feature selected. Select Home, Find, Reading Highlight. This will highlight all instances of a particular word or feature.

Where-is? Looking for something you can’t find? Function

Instruction

Tools, Options

Office, Word Options

Insert a File

Insert tab, Text group, Object More down arrow, Text from File, Insert file

Insert a Field

Insert tab, Text group, Quick Parts, Field

Insert a Symbol

Insert tab, Symbols group, Symbol

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Other useful information Where-is?

Record a Macro

To Show developer tab go to Office, Word Options, Popular (the default page), Show Developer tab in Ribbon, OK. Click Developer tab, Code group, Record Macro

The Get started tab

http://office.microsoft.com/en-us/training/HA102146851033.aspx.

The Interactive Guide

http://office.microsoft.com/en-au/word/HA100744321033.aspx

Document Properties

Office, Prepare, Properties

Building Blocks Template

C:\Users\User\AppData\Roaming\Microsoft\Document Building Blocks\1033\ Building Blocks.dotx

Themes Template

C:\Users\User\AppData\Roaming\Microsoft\Templates\Document Themes\[name].thmx

Office, Prepare, Properties, Advanced Properties

Default “In line Office, Word 2007 Options, Advanced, Cut, copy and paste, Insert/paste with text” setting pictures as: Convert Text to Table

Insert tab, Table group, Table, Convert Text to Table

Convert Table to Text

Table Tools, Layout tab, Data group, Convert to Text

Change default My templates location

Office, Word Options, Advanced, File Locations, User templates, Modify Locations

Remove all Track Review tab, Changes group, Accept, Accept all Changes OR Changes Markup Review tab, Changes group, Reject, Reject all Changes OR Office, Prepare, Inspect Document, tick Comments, Inspect (accepts all changes). Modify or Office, Word Options, Proofing, AutoCorrect Options, AutoCorrect Options. remove AutoText Modify as for previous versions item Edit Links

Office, Prepare, Edit Links to Files. Note that links can no longer be displayed and edited in the text. If you want to edit multiple links in a document, put Edit, Links on the Quick Access Toolbar, or save back to 2003.

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Other useful information Did you know? Did you know?

Did you know? Did you know…

Instruction

…you can browse 1 Click the grey ball towards the bottom of the scroll bar. by object such as graphics, tables etc?

2 Select one of the options. 3 Press Ctrl Page Down to find the next instance. …you can suppress page number in TOC

Type \n 1-1 outside the inverted commas in your TOC code to suppress the page number for TOC 1 style. \n 1-2 would suppress line numbers for the first two TOC levels.

…you can bold your Index page numbers without bolding the Index entry

Add \b to your index entry, for example, {XE"business overview" \b}. You can tick the checkbox for each index entry you add through References, Mark Entry, Page number format, or you can edit all your field codes. If your Index style is bold, /b will un-bold the page number.

Wrap up We do not claim to have covered all the new functions in Word 2007. There are too many for one book, but if you follow these instructions, you will find that Word 2007 can be fun, efficient, and easy to learn.

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Enjoy Upgrading to Word 2007 Index

Enjoy Upgrading to Word 2007 Index .dot, 42 .dotm, 42 .dotx, 42 .thmx, 52 Access Keys, 75, 76 accessibility, 107 add commands to Quick Access Toolbar, 10 Add-Ins tab, 43 assign value to style, 26 automatic bullets turn off, 74 Auto-text, 22 backwards compatibility, 3 badges, 77 key tip, 77 Building Blocks, 22 create, 32 delete, 34 insert, 36 organise, 34 remove from gallery, 33 save template, 37 save to gallery, 32 template, 37 Building Blocks Organiser, 34, 36 building blocks.dotx, 22 Built-In gallery, 48, 49, 50 bulleted lists, 71 combine documents, 92 commands, 5 comments add, 88 compare documents, 92 Compatibility Pack, 3 Content Controls, 53 design, 54 Design Mode, 54 group, 55 insert Combo Box, 56 Insert Date Picker, 56 Insert Drop Down List, 56 Insert Picture, 56 Insert Plain Text, 56 Insert Rich Text, 56 Properties, 55 remove, 54 Contextual tab, see tabs, 62 Control Panel Accessibility, 82 Appearance and Themes, 82 category view, 80 classic view, 80 set language options, 80 Convert Table to Text, 70 Convert Text to Table, 70 create a new style, 25

Index

Š Christine Kent

create a table, 66 crop images, 63 crop marks, 63 currency options, 81 cut and paste options, 57 Developer tab, 15 Dialog Box launcher, 24 Dialog Box Launcher, 7 dialog boxes Date and Time, 39 Insert Picture, 59 New Document, 53 Spelling and Grammar, 87 Word Options, 46, 75 Disable Linked Styles, 24 display Track Changes Markup as balloons, 89 document E-mail, 101 inspect, 100 properties, 8, 37 send, 101 type, 20 views, 17 Document Inspector, 100 document properties advanced properties, 38 insert, 38 Document Recovery, 105 documents combine, 92 compare, 92 down arrows, 6 E-mail a document, 101 encrypt a document, 93 equation, 39 format, 41 insert Built-In, 40 insert New, 40 save as Building Block, 41 field insert, 31 file insert, 31 file extensions, 3 floating graphics, 57 font Arial, 21 Calibri, 21 Cambria, 21 change fonts, 50 Times New Roman, 21 Gadgets, 2 Galleries, 22 Picture Styles Gallery, 62 Get Started tab, 14 groups, 5

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Enjoy Upgrading to Word 2007 Index

Arrange group, 60 Styles group, 24 Table group, 66, 69, 70, 108 Text group, 38 Themes group, 48, 50 Window group, 18 Zoom group, 17, 18 Help, 83 hide style from styles task pane, 26 images crop, 63 format, 59 lock aspect ratio, 61 resize, 60 In Line with Text, 57, 58 insert Building Blocks, 36 Built-In equation, 40 clip art, 59 Combo Box Content Control, 56 Date Picker Content Control, 56 document properties, 38 Drop Down List Content Control, 56 field, 31 file, 31 new equation, 40 picture, 59 Picture Content Control, 56 Plain Text Content Control, 56 Quick Parts, 36 Rich Text Content Control, 56 Smart Art, 63 symbol, 31 table, 66 Insert a table, 70 inspect a document, 100 Installed Templates, 53 Keep track of formatting, 27 Key Combinations, 75 language options, 81 Legacy Tools, 56 lists bulleted, 71 multilevel, 72 numbered, 71 troubleshooting, 73 update multilevel list style, 73 Live Preview, 22 lock aspect ratio on image, 61 Manage Styles, 26 Manage Styles button, 25 mark formatting inconsistencies, 28 maximize the Ribbon, 14 Microsoft Help, 83 Microsoft Knowledge Base, 83 Microsoft Most Valuable Professional, 83 Microsoft On-line Training, 83 Microsoft Windows XP Professional Product Documentation, 84 Mini toolbar, 23 minimize the Ribbon, 14 move the Quick Access Toolbar, 11

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multilevel Lists, 72 My templates change path, 46 New Style button, 25 no style, 27 notification area, 4 number display options, 81 numbered lists, 71 Office button, 7 Office Diagnostics, 105 Office Open XML, 3 Page Layout adjust, 86 page number suppress in TOC, 109 paste options, 57 PDF add-in, 97 clickable table of contents, 99 save as, 97, 99 pin a document, 9 Place Holder, 54 Print, 103 Print Preview, 95 printer set-up, 96 protect a document, 94 protection start enforcement, 95 publish a document, 99 Quick Access Toolbar, 4, 5, 10 add commands, 10, 13 add icons, 12 move, 11, 12 Quick Parts, 22 create, 35 define, 35 Gallery, 22, 34 insert, 36 view, 35 Quick Print, 103 Quick Style Gallery, 29 add style, 30 remove style, 30 Recent Documents, 8 Recommend tab, 26 redo the last action, 10 restrict editing, 94 restrict formatting, 94 Review tab, 87 Ribbon, 5 maximise, 14 minimise, 14 save as PDF, 97 send a document, 101 Separator, 11 Set Defaults tab, 27 set language, 16 set language options, 39, 80 set password, 94 shortcuts, 75 show Developer tab, 16 show ScreenTips, 16

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Index


Enjoy Upgrading to Word 2007 Index

show style in styles task pane, 26 Smart Art format, 65 insert, 63 label, 64 modify, 65 spelling and grammar options, 87 Start button, 80 status bar, 4 style add to Quick Style Gallery, 30 apply, 29 assign value, 26 create new from formatting, 30 create new from the Quick Style Gallery, 30 hide style from styles task pane, 26 remove from Quick Style Gallery, 30 show style in styles task pane, 26 Style Inspector button, 25 styles, 21 Styles Task Pane, 24, 29 Show Preview, 24 suppress page number in TOC, 109 symbol insert, 31 table adjust column width, 68 adjust row height, 68 apply table style, 66 convert to text, 68 create, 66 create new table style, 69 delete column, 68 delete row, 68 distribute columns evenly, 68 format, 68 insert column, 68 insert formula, 68 insert row, 68 insert table, 66 merge cells, 68 repeat header row, 68 sort, 68 split cells, 68 tabs, 5 Add-Ins, 43 Contextual, 62, 95 Page Layout, 48, 86 Print Preview, 95 Review, 87 Set Defaults, 27 View, 17, 18 task bar, 4, 6 template extensions, 42

Index

© Christine Kent

select, 44 select user defined, 44 templates Blank and Recent, 44 Built-In, 42 create, 47 Installed, 44 installed templates, 53 Microsoft Office online, 44 modify, 47 My templates path, 46 Normal template, 29 path, 45 theme colours, 49 effects, 51 fonts, 50 save colours, 50 save fonts, 51 save new theme, 51 time and date options, 81 Track Changes, 88 accept, 90 accept all, 91 change user name, 89 Changes group, 88 display Markup as balloons, 89 hide all, 90 inspect document, 91 Markup, 88 reject, 90 reject all, 91 remove all, 91 set options, 89 show comments, 90 show Formatting, 90 show Ink Annotations, 90 show Inline Markup, 89 show Insertions and Deletions, 90 show Markup Area Highlight, 90 show Reviewers, 90 Tracking group, 88 turn off, 89 Troubleshooting Windows Vista, 1 type face, 21 undo the last action, 10 un-protect a document, 95 View Side by Side, 19 Where-is, 107, 109 Windows Basics (for Vista), 84 Windows Help and How-to, 84 Windows Vista, 1 Word 97–2003 document, 7 Word Options, 8 zoom in, 18 zoom out, 18

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Enjoy... Upgrading to Microsoft Word 2007