Quick Reference


1. Exploring Word 2007

To start Word, page 6

At the left end of the Windows taskbar, click the Start button, point to All Programs, click Microsoft Office, and then click Microsoft Office Word 2007.

To open an existing file, page 13

1.

Click the Microsoft Office Button, and then click Open.

2.

In the Open dialog box, navigate to the folder that contains the file you want to open, and then double-click the file.

To move the insertion point to the beginning or end of the document, page 14

Press or .

To convert a document created in an earlier version of Word, page 15

Click the Microsoft Office Button, and then click Convert.

To view multiple pages, page 17

1.

On the View toolbar, click the Zoom button.

2.

In the Zoom dialog box, click the Many pages arrow, select the number of pages, and then click OK.

To adjust the magnification of a document, page 19

1.

On the View toolbar, click the Zoom button.

2.

In the Zoom dialog box, click a Zoom to percentage or type an amount in the Percent box, and then click OK.

To display the Document Map, page 19

On the View tab, in the Show/Hide group, select the Document Map check box.

To display thumbnails of pages, page 20

On the View tab, in the Show/Hide group, select the Thumbnails check box.

To display or hide non-printing characters, page 20

On the Home tab, in the Paragraph group, click the Show/Hide ¶ button.

To display a document in a different view, page 20

On the View tab, in the Document Views group, click the button for the desired view; or

Click a view button on the View toolbar at the right end of the status bar.

To switch among open documents, page 22

On the View tab, in the Window group, click the Switch Windows button, and then click the name of the document you want to switch to.

To view multiple open documents, page 22

On the View tab, in the Window group, click the Arrange All button.

To open a new document, page 24

Click the Microsoft Office Button, click New, and then in the New Document window, double-click Blank document.

To save a document for the first time, page 25

1.

On the Quick Access Toolbar, click the Save button; or click the Microsoft Office Button, and then click Save As.

2.

If Browse Folders is shown in the lower-left corner of the Save As dialog box, click it, and then navigate to the location where you want to save the file.

3.

In the File name box, type a name for the document, and then click Save.

To create a new folder while saving a document, page 26

1.

Click the Microsoft Office Button, and then click Save As.

2.

In the Save As dialog box, navigate to the folder where you want to create the new folder.

3.

On the dialog box's toolbar, click the New Folder button.

4.

Type the name of the new folder, press , and then click Open.

5.

In the File name box, type a name for the document, and then click Save.

To preview how a document will look when printed, page 28

Click the Microsoft Office Button, point to Print, and then click Print Preview.

To print a document with the default settings, page 31

Click the Microsoft Office Button, point to Print, and then click Quick Print.

To print a document with custom settings, page 30

1.

Click the Microsoft Office Button, and then click Print.

2.

In the Print dialog box, modify the settings as needed, and then click OK.

2. Editing and Proofreading Documents

To select text, page 35

Word: Double-click the word.

Sentence: Click in the sentence while holding down the key.

Paragraph: Triple-click in the paragraph, or double-click in the selection area to the left of the paragraph.

Block: Click to the left of the first word, hold down the key, and then click immediately to the right of the last word or punctuation mark.

Line: Click in the selection area to the left of the line.

Document: Triple-click in the selection area.

To delete text, page 38

Select the text, and then press or .

To copy or cut and paste text, page 38

1.

Select the text, and then on the Home tab, in the Clipboard group, click the Copy or Cut button.

2.

Click where you want to paste the text, and then in the Clipboard group, click the Paste button.

To undo an action, page 39

On the Quick Access Toolbar, click the Undo button.

To move text by dragging, page 39

1.

Select the text, and then point to the selection.

2.

Hold down the mouse button, drag the text to its new location, and then release the mouse button.

To save text as a building block, page 41

1.

Select the text. Then on the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.

2.

In the Create New Building Block dialog box, type a name for the building block, make any necessary changes to the settings, and then click OK.

To insert a building block in a document, page 42

Click where you want to insert the building block. Then either type the name of the building block, and press ; or on the Insert tab, in the Text group, click the Quick Parts button, and select the building block from the Quick Part gallery.

To insert the date and time, page 43

1.

Click where you want the date or time to appear, and then on the Insert tab, in the Text group, click the Date & Time button.

2.

In the Date and Time dialog box, under Available formats, click the format you want, and then click OK.

To use the Thesaurus, page 44

1.

Double-click the word you want to replace, and then on the Review tab, in the Proofing group, click the Thesaurus button.

2.

In the Research task pane, point to the word you want to insert in place of the selected word, click the arrow that appears, and then click Insert.

To research information, page 45

1.

On the Review tab, in the Proofing group, click Research.

2.

In the Research task pane, in the Search for box, type the research topic.

3.

Click the arrow of the box below the Search for box, click the resource you want to use, and then in the results list, click a source to view its information.

To translate a word or phrase into another language, page 46

1.

Select the word or phrase, and then on the Review tab, in the Proofing group, click the Translate button.

2.

In the Translation area of the Research task pane, select the desired languages in the From and To boxes to display the translation.

To display a document in Outline view, page 47

On the View toolbar, click the Outline button.

To display specific heading levels in Outline view, page 47

On the Outlining tab, in the Outline Tools group, click the Show Level arrow, and in the list, click a heading level.

To collapse or expand heading levels in Outline view, page 48

Click anywhere in the heading to be collapsed or expanded. Then on the Outlining tab, in the Outline Tools group, click the Collapse or Expand button.

To demote or promote headings in Outline view, page 48

Click the heading to be demoted or promoted. Then on the Outlining tab, in the Outline Tools group, click the Demote or Promote button.

To move content in Outline view, page 48

Collapse the heading whose text you want to move. Then on the Outlining tab, in the Outline Tools group, click the Move Up or Move Down button.

To find text, page 51

1.

On the Home tab, in the Editing group, click the Find button.

2.

On the Find tab of the Find and Replace dialog box, specify the text you want to find, and then click Find Next.

To replace text, page 52

1.

On the Home tab, in the Editing group, click the Replace button.

2.

On the Replace tab of the Find and Replace dialog box, specify the text you want to find and the text you want to replace it with, and then click Find Next.

3.

Click Replace to replace the first instance of the text, Replace All to replace all instances, or Find Next to leave that instance unchanged and move to the next one.

To check spelling and grammar, page 57

1.

On the Review tab, in the Proofing group, click the Spelling & Grammar button.

2.

In the Spelling and Grammar dialog box, click the appropriate buttons to correct the errors Word finds or to add words to the custom dictionary or AutoCorrect list.

3.

Click OK when Word reaches the end of the Spelling and Grammar check, and then click Close.

To remove personal information from a document, page 61

1.

Click the Microsoft Office Button, point to Prepare, and then click Inspect Document.

2.

In the Document Inspector dialog box, select the items you want checked, and then click Inspect.

3.

In the Document Inspector summary, click the Remove All button to the right of any items you want removed, and then close the Document Inspector dialog box.

To mark a document as final, page 62

1.

Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.

2.

Click OK in the message box, click Save, then click OK in the finalization message.

3. Changing the Look of Text

To preview and apply styles, page 66

Click the paragraph or select the text to which you want to apply a style. Then on the Home tab, in the Styles group, click the thumbnail of the style you want to apply in the Quick Styles gallery.

To change the style set, page 68

On the Home tab, in the Styles group, click the Change Styles button, click Style Set, and then click the set you want to use.

To apply character formatting, page 69

Select the text. Then on the Home tab, in the Font group (or on the Mini toolbar that appears), click the button of the formatting you want to apply.

To copy formatting, page 70

Select the text that has the formatting you want to copy. Then on the Home tab, in the Clipboard group (or on the Mini toolbar that appears), click the Format Painter button, and select the text to which you want to apply the copied formatting.

To change the font, page 70

Select the text. Then on the Home tab, in the Font group, click the Font arrow, and click the font you want.

To change the font size, page 70

Select the text. Then on the Home tab, in the Font group, click the Font Size arrow, and click the font size you want.

To apply text effects, page 70

1.

Select the text, and then on the Home tab, click the Font Dialog Box Launcher.

2.

In the Font dialog box, under Effects, select the check box for the effect you want, and then click OK.

To clear formatting from text, page 72

On the Home tab, in the Font group, click the Clear Formatting button.

To change the color of text, page 72

Select the text. Then on the Home tab, in the Font group, click the Font Color arrow, and in the color palette, click the color you want.

To highlight text with a color, page 73

Select the text. Then on the Home tab, in the Font group, click the Highlight arrow, and click the color you want.

To select all text with the same formatting, page 73

Click the formatted text. Then on the Home tab, in the Editing group, click the Select button, and click Select Text With Similar Formatting.

To insert a line break, page 78

Click at the right end of the text where you want the line break to appear. Then on the Page Layout tab, in the Page Setup group, click the Breaks button, and click Text Wrapping.

To align paragraphs, page 79

Click the paragraph, or select multiple paragraphs. Then on the Home tab, in the Paragraph group, click the Align Left, Center, Align Right, or Justify button.

To indent the first line of a paragraph, page 79

Click the paragraph. Then on the horizontal ruler, drag the First Line Indent marker to the location of the indent.

To indent an entire paragraph, page 80

Click the paragraph, or select multiple paragraphs. Then on the horizontal ruler, drag the Left Indent or Right Indent marker to the location of the indent.

To increase or decrease indenting, page 81

Click the paragraph, or select multiple paragraphs. Then in the Paragraph group, click the Increase Indent or Decrease Indent button.

To set a tab stop, page 81

Click the paragraph, or select multiple paragraphs. Then click the Tab button until it displays the type of tab you want, and click the horizontal ruler where you want to set the tab stop for the selected paragraph(s).

To change the position of a tab stop, page 83

Click the paragraph, or select multiple paragraphs. Then on the horizontal ruler, drag the tab stop to the new mark.

To add a border or shading to a paragraph, page 84

1.

Click the paragraph. Then on the Home tab, in the Paragraph group, click the Borders arrow, and click Borders and Shading.

2.

In the Borders and Shading dialog box, on the Borders tab, click the icon of the border style you want to apply, and then click OK.

3.

In the Borders and Shading dialog box, on the Shading tab, click the Fill arrow, click the shading color you want, and then click OK.

To format paragraphs as a list, page 88

Select the paragraphs. Then on the Home tab, in the Paragraph group, click the Bullets or Numbering button.

To change the style of a list, page 88

1.

Select the list paragraphs. Then on the Home tab, in the Paragraph group, click the Bullets or Numbering arrow.

2.

In the Bullets Library or Numbering Library, click the bullet or number style you want to use.

To change the indent level of a list, page 90

Select the list paragraphs. Then on the Home tab, in the Paragraph group, click the Decrease Indent or Increase Indent button.

To sort items in a list, page 90

1.

Select the list paragraphs. Then on the Home tab, in the Paragraph group, click the Sort button.

2.

In the Sort Text dialog box, click the Type arrow, and then in the list, click the type of text by which to sort.

3.

Select Ascending or Descending, and then click OK.

To create a multilevel list, page 91

1.

Click where you want to create the list. Then on the Home tab, in the Paragraph group, click the Multilevel List button.

2.

In the Multilevel List gallery, click the thumbnail of the multilevel list style you want to use.

3.

Type the text of the list, pressing to create another item at the same level, pressing and then to create a subordinate item, or pressing and then to create a higher-level item.

4. Changing the Look of a Document

To add a background color to a document, page 97

On the Page Layout tab, in the Page Background group, click the Page Color button, and then in the palette, click the background color you want.

To change a document's background fill effects, page 97

1.

On the Page Layout tab, in the Page Background group, click the Page Color button, and then click Fill Effects.

2.

In the Fill Effects dialog box, click the tab for the type of fill effect you want.

3.

Click the options or thumbnails you want, and then click OK.

To add a text watermark, page 97

On the Page Layout tab, in the Page Background group, click the Watermark button, and then click the thumbnail for one of the predefined text watermarks.

or

1.

On the Page Layout tab, in the Page Background group, click the Watermark button, and then click Custom Watermark.

2.

In the Printed Watermark dialog box, select the Text watermark option, and then either click the Text arrow and click the text you want, or type the text in the Text box.

3.

Format the text by changing the settings in the Font, Size, and Color boxes.

4.

Select a layout option, select or clear the Semitransparent check box, and then click OK.

To use a picture as a watermark, page 100

1.

On the Page Layout tab, in the Page Background group, click the Watermark button, and then click Custom Watermark.

2.

In the Printed Watermark dialog box, select the Picture watermark option, and then click Select Picture.

3.

In the Insert Picture dialog box, navigate to the folder where the picture is stored, double-click the name of the picture, and then click OK.

To apply a theme, page 101

On the Page Layout tab, in the Themes group, click the Themes button, and then in the Themes gallery, click the theme you want.

To save a custom theme, page 103

1.

On the Page Layout tab, in the Themes group, click the Themes button, and then click Save Current Theme.

2.

In the Save Current Theme dialog box, in the File name box, type a name for the theme, and then click Save.

To create a document based on a template, page 106

1.

Click the Microsoft Office Button, click New, and then in the left pane of the New Document window, click Installed Templates.

2.

In the center pane, double-click the thumbnail for the template you want.

3.

Replace the placeholder text with your own text, and then save the document.

To save a document as a template, page 108

1.

Click the Microsoft Office Button, and then click Save As.

2.

In the Save As dialog box, in the File name box, type a name for the template.

3.

Click the Save as type arrow, and then click Word Template.

4.

Under Favorite Links, click Templates, and then click Save.

To create a new style, page 110

1.

Click the text that you want to save as a new style.

2.

In the Styles group, click the More button, and then click Save Selection as a New Quick Style.

3.

In the Create New Style from Formatting dialog box, in the Name box, type the new style's name.

4.

To make the style available in the template, rather than in only the current document, click Modify.

5.

At the bottom of the dialog box, select the New documents based on this template option, and then click OK.

To apply a different template to a document, page 112

1.

Click the Microsoft Office Button, and then click Word Options.

2.

In the Word Options window, click Add-Ins.

3.

Click the Manage arrow, click Templates, and then click Go.

4.

In the Templates and Add-ins dialog box, under Document template, click Attach.

5.

In the Attach Template dialog box, locate and double-click the template you want to attach.

6.

In the Templates and Add-ins dialog box, select the Automatically update document styles check box, and then click OK.

To insert a header or footer in a document, page 113

1.

On the Insert tab, in the Header & Footer group, click the Header or Footer button.

2.

In the Header or Footer gallery, click the style you want to use.

3.

In the placeholders, type the text you want.

4.

On the Design contextual tab, in the Close group, click the Close Header and Footer button.

To insert only a page number, page 117

1.

On the Insert tab, in the Header & Footer group, click the Page Number button.

2.

Point to a position option in the list, and in the gallery, select a page number style.

To change the format of page numbers, page 117

1.

On the Insert tab, in the Header & Footer group, click the Page Number button, and then click Format Page Numbers.

2.

In the Page Number Format dialog box, click the Number format arrow, and then in the list, click the number format you want.

3.

Select any other options you want, and then click OK.

To prevent widows and orphans, page 119

1.

Select the paragraphs you want to format. Then on the Home tab, click the Paragraph Dialog Box Launcher.

2.

In the Paragraph dialog box, click the Line and Page Breaks tab.

3.

Select the Widow/Orphan control and Keep lines together check boxes. Then clear all the other check boxes by clicking them twice, and click OK.

To insert a page break, page 119

Click to the left of where you want to insert the page break. Then on the Insert tab, in the Pages group, click Page Break.

To insert a section break, page 120

Click to the left of where you want to insert the section break. Then on the Page Layout tab, in the Page Setup group, click the Breaks button, and under Section Breaks, click the type of section break you want.

To adjust page margins, page 120

On the Page Layout tab, in the Page Setup group, click the Margins button, and then click the margin style you want.

5. Presenting Information in Columns and Tables

To format text in multiple columns, page 125

Select the text. Then on the Page Layout tab, in the Page Setup group, click the Columns button, and click the number of columns you want.

To change the width of columns, page 126

1.

Click anywhere in the first column. Then on the Page Layout tab, in the Page Setup group, click the Columns button, and then click More Columns.

2.

Under Width and spacing, change the setting in the Width column or the Spacing column, and then click OK.

To hyphenate text automatically, page 127

On the Page Layout tab, in the Page Setup group, click the Hyphenation button, and then click Automatic.

To insert a column break, page 127

Click where you want the column break to appear. Then on the Page Layout tab, in the Page Setup group, click the Breaks button, and then click Column.

To create a tabular list, page 129

1.

Type the text of the list, pressing between each item on a line and pressing at the end of each line.

2.

Select the lines of the list, change the Tab button to the type of tab stop you want, and then click the horizontal ruler where you want to set tab stops that will line up the items in columns.

To insert a table, page 133

1.

Click where you want to insert the table. Then on the Insert tab, in the Tables group, click the Table button.

2.

In the grid, point to the upper-left cell, move the pointer across and down to select the number of columns and rows you want, and click the lower-right cell in the selection.

To merge table cells, page 134

Select the cells you want to merge. Then on the Layout contextual tab, in the Merge group, click the Merge Cells button.

To add rows to a table, page 135

Click in the row above or below which you want to add a single row, and then on the Layout tab, in the Rows & Columns group, click the Insert Above or Insert Below button; or select the number of rows you want to insert, and then in the Rows & Columns group, click the Insert Above or Insert Below button.

To convert text to a table, page 136

1.

Select the text you want to convert. Then on the Insert tab, in the Tables group, click the Table button, and click Convert Text to Table.

2.

In the Convert Text to Table dialog box, enter the dimensions of the table in the Number of columns and Number of Rows boxes, select the type of text separator, and then click OK.

To insert a Quick Table, page 139

1.

Click where you want to insert the table. Then on the Insert tab, in the Tables group, click the Table button, and then point to Quick Tables.

2.

In the Quick Tables gallery, click the table style you want.

To apply a table style, pages 140 and 143

Click the table whose style you want to change. Then on the Design contextual tab, in the Table Styles group, click the style you want in the Table Styles gallery.

To total a column of values in a table, page 144

1.

Click the cell in the table where you want the total to appear.

2.

On the Layout contextual tab, in the Data group, click the Formula button.

3.

With the SUM formula in the Formula box, click OK to total the values.

To insert an Excel worksheet, page 146

Copy the worksheet data in Excel, and then in Word, click where you want to insert the copied data, and on the Home tab, in the Clipboard group, click the Paste button.

or

1.

In Excel, copy the worksheet data. Then in Word, click where you want to insert the copied data, and on the Home tab, in the Clipboard group, click the Paste arrow, and click Paste Special.

2.

In the Paste Special dialog box, in the As list, click Microsoft Office Excel Worksheet Object, select the Paste link option, and then click OK.

or

Click where you want to insert the worksheet, and then on the Insert tab, in the Tables group, click the Table button, and click Excel Spreadsheet.

To draw a table, page 152

1.

Click where you want to draw the table. Then on the Insert tab, in the Tables group, click the Table button, and then click Draw Table.

2.

Drag the pointer (which has become a pencil) across and down to create a cell.

3.

Point to the upper-right corner of the cell, and drag to create another cell, or draw column and row boundaries inside the first cell.

6. Working with Graphics, Symbols, and Equations

To insert a picture, page 159

1.

Click where you want to insert the picture. Then on the Insert tab, in the Illustrations group, click the Picture button.

2.

Navigate to the folder where the picture is stored, and then double-click the picture to insert it.

To adjust the size of an object, page 159

Click the object. Then point to one of the handles surrounding the object, and when the pointer becomes a two-headed arrow, drag until the picture is the size you want.

To insert clip art, page 161

1.

Click where you want to insert the clip art. Then on the Insert tab, in the Illustrations group, click the Clip Art button.

2.

In the Clip Art task pane, in the Search for box, type a word describing what you are looking for, and then click Go.

3.

In the task pane, click a clip art image to insert it in the document, and then close the task pane.

To move an object, page 163

Click the object to select it. Then point to the object, and when the pointer changes to a four-headed arrow, drag the object to the new position.

To quickly copy an object, page 163

Click the object, hold down the key, and then drag a copy of the object to its new location, releasing first the mouse button and then the key.

To insert a WordArt object, page 165

1.

Click where you want to insert the WordArt. Then on the Insert tab, in the Text group, click the WordArt button.

2.

In the WordArt gallery, click the style you want.

3.

In the Edit WordArt Text dialog box, type your text.

4.

Set the size and other attributes of the text, and then click OK.

To apply a drop cap, page 170

Click in the paragraph. Then on the Insert tab, in the Text group, click the Drop Cap button, and click the style you want.

To draw a shape, page 172

1.

On the Insert tab, in the Illustrations group, click the Shapes button, and then click the shape you want.

2.

Point where you want the shape to appear, and then drag to draw the shape.

To group drawing objects, page 174

1.

Hold down the key, and click each object you want to group.

2.

On the Format contextual tab, in the Arrange group, click the Group button, and then click Group.

To change the text wrapping of a picture, page 177

Select the picture. Then on the Format contextual tab, in the Arrange group, click the Text Wrapping button, and click the wrapping style and attributes you want.

To change the position of a picture, page 177

Select the picture. Then point to the picture, and when the pointer changes to a four-headed arrow, drag the picture to its new location.

or

1.

Select the picture. Then on the Format contextual tab, in the Arrange group, click the Picture button, and click More Layout Options.

2.

In the Advanced Layout dialog box, on the Picture Position tab, set the position options you want, and then click OK.

To insert a symbol, page 180

1.

Click where you want to insert the symbol. Then on the Insert tab, in the Symbols group, click the Symbol button, and click More Symbols.

2.

In the Symbols dialog box, on the Symbols tab, select the font you want.

3.

Scroll through the list of symbols until you find the symbol you want, double-click it, and then click Close.

To insert an equation, page 182

1.

Click where you want to insert the equation. Then on the Insert tab, in the Symbols group, click the Equation button.

2.

Type your equation in the equation box that appears in the document.

7. Working with Diagrams and Charts

To insert a diagram, page 189

1.

Click where you want to insert the diagram. Then on the Insert tab, in the Illustrations group, click the SmartArt button.

2.

In the Choose a SmartArt Graphic dialog box, click the diagram layout you want, and then click OK.

To add text to a diagram, page 190

Click the placeholder text in the Type your text here pane or in the diagram shape, and then type your text.

To resize a diagram, page 192

Drag a sizing handle around the diagram frame, and then drag the handle to increase or decrease the size of the diagram.

To add a shape to a diagram, page 194

Click the diagram shape above or below which you want the new shape to appear. Then on the Design contextual tab, in the Create Graphic group, click the Add Shape arrow, and in the list, click Add Shape After, Add Shape Before, Add Shape Above, or Add Shape Below.

To change the diagram layout, page 194

Click a blank area in the diagram's frame. Then on the Design contextual tab, in the Layouts group, click the More button, and in the gallery, click the layout you want.

To move a diagram, page 196

Point to the diagram's frame (not one of the handles), and when the pointer changes to a four-headed arrow, drag the diagram to its new location.

To change the style of a diagram, page 196

Click a blank area inside the diagram's frame. Then on the Design tab, in the SmartArt Styles group, click the More button, and in the gallery, click the style you want.

To insert a chart, page 200

1.

Click where you want the chart to appear. Then on the Insert tab, in the Illustrations group, click Chart.

2.

In the Insert Chart dialog box, click the category of chart you want, click the style you want, and then click OK.

To enter data in a new chart, page 201

In the Excel worksheet, replace the sample data by clicking a cell, and then typing your own data.

To automatically fit a column to its longest entry, page 201

Point to the border between two column headings, and when the pointer changes to a double-headed arrow, double-click.

To edit the data in a chart, page 204

1.

Click anywhere in the chart to activate it. Then on the Design tab, in the Data group, click the Edit Data button.

2.

In the Excel worksheet, click the cell you want to edit, type the new data, and then press .

To change the chart type, page 207

1.

Click the chart. Then on the Design tab, in the Type group, click the Change Chart Type button.

2.

In the Change Chart Type dialog box, click the chart type you want, and then click OK.

To change the style of a chart, page 208

Click the chart. Then on the Design tab, in the Chart Styles group, click the More button, and in the Chart Styles gallery, click the style you want.

To turn a chart's gridlines on and off, page 209

Click the chart. Then on the Layout contextual tab, in the Axes group, click the Gridlines button, point to Primary Horizontal Gridlines or Primary Vertical Gridlines, and click the option you want.

8. Working with Longer Documents

To delete a building block, page 225

1.

In the Text group, click Quick Parts, and then click Building Blocks Organizer.

2.

In the Building blocks list, select the building block you want to delete, and then click Delete.

To create a table of contents, page 227

1.

Assuming that the document has paragraphs styled as headings, click where you want to insert the table of contents. Then on the References tab, in the Table of Contents group, click the Table of Contents button.

2.

In the Table of Contents gallery, click the table of contents style you want.

To update a table of contents, page 229

1.

Click in the table of contents. Then on the References tab, in the Table of Contents group, click the Update Table button.

2.

In the Update Table Of Contents dialog box, click Update page numbers only or Update entire table, and then click OK.

To mark an index entry, page 235

1.

Select the word you want to mark. Then on the References tab, in the Index group, click the Mark Entry button.

2.

In the Mark Index Entry dialog box, click Mark.

To create an index, page 236

1.

Click where you want to insert the index. Then on the Home tab, in the Paragraph group, click the Show/Hide button to turn off the display of non-printing characters.

2.

On the References tab, in the Index group, click Insert Index.

3.

In the Index dialog box, click the Formats arrow, click an index format, select any other options you want, and then click OK.

To insert a bookmark, page 239

1.

Select the text or item that you want to bookmark. Then on the Insert tab, in the Links group, click Bookmark.

2.

In the Bookmark dialog box, in the Bookmark name box, type the bookmark name (with no spaces) or select one from the list of bookmarks, and then click Add.

To insert a cross-reference, page 241

1.

Click where you want to insert the cross-reference. Then type the introductory text for the cross reference; for example, For more information, see.

2.

On the Insert tab, in the Links group, click the Cross-reference button.

3.

In the Cross-reference dialog box, click the Reference type arrow, and then click the type of reference you want.

4.

Click the Insert reference to arrow, and then click the type of item you are referencing, if necessary.

5.

In the For which list, click the item you are referencing to, click Insert, and then click Close.

To insert a hyperlink to another location, page 243

1.

Select the text or item you want to convert to a hyperlink. Then on the Insert tab, in the Links group, click Hyperlink.

2.

In the Insert Hyperlink dialog box, select the type of link on the Link to bar, and then designate the hyperlink target.

3.

Click Target Frame, and then in the Set Target Frame dialog box, specify where the hyperlink target will be displayed.

4.

Click OK twice.

To jump to a hyperlink target from a Word document, page 244

Hold down the key, and then click the link.

To edit a hyperlink, page 245

1.

Right-click the hyperlink, and then click Edit Hyperlink.

2.

In the Edit Hyperlink dialog box, make the necessary changes, and then click OK.

To create a footnote or endnote, page 247

1.

Click where you want to insert the reference mark. Then on the References tab, in the Footnotes group, click Insert Footnote or Insert Endnote.

2.

In the linked area at the bottom of the page or end of the document or section, type the note text.

To add a new bibliography source to the Source Manager, page 249

1.

On the References tab, in the Citations & Bibliography group, click the Manage Sources button.

2.

In the Source Manager dialog box, click New.

3.

In the Create Source dialog box, click the Type of Source arrow, and in the list, click the source type. Then enter the bibliography information for the source, and click OK.

To insert a bibliography citation in a document, page 251

Click where you want to insert the citation. Then on the References tab, in the Citations and Bibliography group, click Insert Citation, and in the Insert Citation gallery, click the citation you want to insert.

To create a bibliography, page 252

Click where you want to insert the bibliography. Then on the References tab, in the Citations & Bibliography group, click the Bibliography button, and in the gallery, click the type of bibliography you want.

9. Creating Form Letters, E-Mail Messages, and Labels

To use an existing data source, page 258

1.

Open the main document. Then on the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and click Step by Step Mail Merge wizard.

2.

In the Mail Merge task pane, select an option in the Select document type area, and then click Next: Starting document.

3.

Select the Use the current document option, and then click Next: Select recipients.

4.

Select the Use an existing list option, and then click Browse.

5.

In the Select Data Source dialog box, navigate to the location of the data source, and then double-click the file.

To add a record to a data source, page 259

1.

On the Mailings tab, in the Start Mail Merge group, click the Edit Recipient List button.

2.

In the Mail Merge Recipients dialog box, in the Data Source box, click the data source, and then click Edit.

3.

In the Edit Data Source dialog box, click New Entry, enter the new record information into the fields, click OK, and then click Yes to update the list.

To sort data in a data source, page 260

1.

On the Mailings tab, in the Start Mail Merge group, click the Edit Recipient List button.

2.

In the Mail Merge Recipients dialog box, under Refine Recipient List, click Sort.

3.

In the Filter and Sort dialog box, click the Sort by arrow, and select the field you want to sort by. Then click Ascending or Descending, and click OK.

To filter records in a data source, page 261

1.

On the Mailings tab, in the Start Mail Merge group, click the Edit Recipient List button.

2.

In the Mail Merge Recipients dialog box, under Refine Recipient List, click Filter.

3.

In the Filter and Sort dialog box, click the Field arrow, and select the criteria you want to use for the filter. Then click OK.

To insert a merge field into a form letter, page 263

1.

Click where you want to insert the merge field. Then on the Mailings tab, in the Write and Insert Fields group, click the button for the field you want to insert.

2.

In the dialog box that opens, click OK to accept the default settings, or make any changes you want and then click OK.

To print an envelope based on an address in a document, page 270

1.

Select the lines of the address in the document. Then on the Mailings tab, in the Create group, click the Envelopes button.

2.

In the Envelopes and Labels dialog box, type a return address, if necessary, and make any other necessary selections.

3.

Insert an envelope in the printer according to your printer manufacturer's directions, and then click Print.

To send personalized e-mail messages, page 271

1.

Open a new blank document. Then on the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and click E-mail Messages.

2.

Type the text of the message in the Word document.

3.

In the Start Mail Merge group, click the Select Recipients button, and then designate the data source you want to use.

4.

Add any necessary merge fields to the message by using the buttons in the Write & Insert Fields group.

5.

In the Finish group, click the Finish & Merge button, and then click Send E-mail Messages.

6.

In the Merge to E-mail dialog box, select Email_Address in the To box, type a subject in the Subject line box, select the mail format, select which records to use, and then click OK.

To create mailing labels, page 275

1.

Open a new blank document. Then on the Mailings tab, in the Start Mail Merge group, click Labels.

2.

In the Label Options dialog box, select the label vendor and product number you want, and then click OK.

3.

In the Start Mail Merge group, click the Select Recipients button, and then designate the data source you want to use.

4.

With the insertion point in the first cell on the left, in the Write & Insert Fields group, click the Address block button.

5.

In the Insert Address Block dialog box, click OK to accept the default settings.

6.

In the Write & Insert Fields group, click the Update Labels button.

7.

In the Preview Results group, click the Preview Results button.

8.

In the Finish & Merge group, click the Finish & Merge button, and select whether you want to merge to a document or the printer.

10. Collaborating with Others

To send a copy of a document as an e-mail attachment, page 281

1.

On the Microsoft Office Button menu, point to Send, and then click E-mail.

2.

In the To box, type the e-mail address of the recipient(s), and then click the Send button.

To turn change tracking on or off, page 285

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

To display revisions in balloons, page 286

In the Tracking group, click the Balloons button, and then in the list, click Show Revisions in Balloons.

To show or hide revisions marks, page 286

In the Tracking group, click the Display for Review arrow, and then in the list, click Final Showing Markup or Final.

To accept or reject a change in a document, page 287

Select the changed text. Then in the Changes group, click the Accept or Reject button.

To move among comments in a document, page 287

On the Review tab, in the Comments group, click the Next or Previous button.

To insert a comment, page 289

Select the word(s) you want to comment on. Then on the Review tab, in the Comments group, click the New Comment button, and type the comment in the comment balloon.

To delete a comment, page 289

Click the comment balloon. Then on the Review tab, in the Comments group, click the Delete button.

To open and close the reviewing pane, page 289

On the Review tab, in the Tracking group, click the Reviewing Pane button.

To edit a comment, page 290

Click the comment you want to edit, and then type your changes.

To respond to a comment, page 290

Click the comment balloon. Then on the Review tab, in the Comments group, click the New Comment button, and type your response.

To hide comments, page 290

On the Review tab, in the Tracking group, click the Show Markup arrow, and then click Comments.

To combine versions of a document, page 292

1.

On the Review tab, in the Compare group, click the Compare button, and then click Combine.

2.

In the Combine Documents dialog box, click the Original document arrow, and then in the list, click the name of the original document.

3.

Click the Revised document arrow, and then in the list, click the name of a different version of the document.

4.

In the lower-left corner of the dialog box, click More, and then under Comparison settings, select the check boxes for the items you want Word to check.

5.

Under Show changes in, select the option you want, and then click OK.

To hide a reviewer's changes, page 293

On the Review tab, in the Tracking group, click the Show Markup button, point to Reviewers, and then click the name of a reviewer whose changes you want to hide.

To display hidden changes, in the Tracking group, click the Show Markup button, point to Reviewers, and then click All Reviewers.

To accept all changes in a document, page 293

On the Review tab, in the Changes group, click the Accept arrow, and then click Accept All Changes in Document.

To protect a document with a password, page 294

1.

Click the Microsoft Office Button, and then click Save As.

2.

In the Save As dialog box, navigate to the folder where you want to save the file, and then in the File name box, type a name for the document.

3.

At the bottom of the dialog box, click Tools, and then click General Options.

4.

In the General Options dialog box, in the Password to open or Password to modify box, type a password.

5.

Click OK to close the General Options dialog box.

6.

In the Confirm Password dialog box, in the Reenter password to modify box, type the password again, and then click OK.

7.

Back in the Save As dialog box, click Save.

To remove a password, page 296

1.

Click the Microsoft Office Button, click Save As, click Tools, and then click General Options.

2.

In the General Options dialog box, select the contents of the Password to open or Password to modify box, press , click OK, and then click Save.

To restrict formatting and editing, page 297

1.

On the Review tab, in the Protect group, click the Protect Document button, and then click Restrict Formatting and Editing.

2.

In the Restrict Formatting and Editing task pane, under Formatting restrictions, select the Limit formatting to a selection of styles check box, and then click Settings.

3.

Click the Recommended Minimum button. Then under Checked styles are currently allowed, select the check boxes for other styles you want to include.

4.

Under Formatting, select the check boxes for any other restrictions you want to set on the document, and then click OK.

5.

If a message box asks if you want to remove any styles in the document that aren't allowed, click Yes.

6.

Under Editing restrictions in the task pane, select the Allow only this type of editing in the document check box.

7.

Click the arrow to the right of the box below the check box, and then in the list, click the type of changes you want to allow.

8.

Under Start enforcement in the task pane, click Yes, Start Enforcing Protection.

9.

Enter a password if you want, and then click OK.

To create a document workspace, page 300

1.

Open the document for which you want to create a document workspace. Then click the Microsoft Office Button, point to Publish, and click Create Document Workspace.

2.

In the Document Management task pane, in the Location for new workspace box, type the URL of the SharePoint site where you want to create the document workspace, and then click Create.

3.

If you are asked to supply your user name and password to connect to the site, fill in the User name and Password boxes, and then click OK.

11. Creating Documents for Use Outside of Word

To save a document as a Web page, page 313

1.

Open the document you want to save as a Web page. Then click the Microsoft Office Button, and click Save As.

2.

In the Save As dialog box, navigate to the folder where you want to save the Web page, and then in the File name box, type a name.

3.

Click the Save as type arrow, and then in the list, click Web Page.

4.

If you want the Web page title to be something other than what is shown in the dialog box, click Change Title, and then in the Page title box in the Set Page Title dialog box, type a new title, and click OK.

5.

In the Save As dialog box, click Save.

To register a blog space, page 316

1.

Click the Microsoft Office Button, and then click New.

2.

In the New Document dialog box, double-click New blog post.

3.

In the Register a Blog Account dialog box, click Register Now.

4.

In the New Blog Account dialog box, click the Blog arrow, select the name of your blog service provider, and then click Next.

5.

In the New Account dialog box, type in the requested information, and click OK.

To publish a blog post, page 318

1.

Open the blog post that you want to publish. Then on the Blog Post tab, in the Blog group, click the Publish Entry button.

2.

In the Connect to Your Space dialog box, enter your user information, and then click OK.

To save a document in XML format, page 320

1.

Open the document you want to save as XML. Then click the Microsoft Office Button, and click Save As.

2.

In the Save As dialog box, navigate to the folder where you want to save the XML file, and then in the File name box, type a name.

3.

Click the Save as type arrow, and then in the list, click Word XML Document.

4.

In the Save As dialog box, click Save.

To show the Developer tab on the Ribbon, page 321

1.

Click the Microsoft Office Button, and then click Word Options.

2.

On the Popular page of the Word Options window, under Top options for working with Word, select the Show Developer tab in the Ribbon check box, and then click OK.

12. Customizing Word

To change default program options, page 330

Click the Microsoft Office Button, and then click Word Options.

To add a button for a command to the Quick Access Toolbar, page 337

1.

At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button.

2.

If the command you want to add appears in the list, click it; otherwise, click More Commands.

3.

Set Choose command from to the tab or menu containing the command you want to add. Then click the command in the list below, and click Add to move it to the box on the right.

4.

Click OK to add a button for the selected command to the Quick Access Toolbar for all documents.

To create a keyboard shortcut, page 345

1.

At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then click More Commands.

2.

In the Word Options window, to the right of Keyboard shortcuts, click Customize.

3.

In the Customize Keyboard dialog box, in the Categories list, click the name of the tab or menu that contains the command you want, and then in the Commands list, click the command.

4.

If there is not already a shortcut for the command, click the Press new shortcut key box, and then press the keys you want to use for the shortcut.

5.

If the shortcut is not already assigned to another command, click Assign.



MicrosoftR Office Word 2007 Step by Step
MicrosoftВ® Office Word 2007 Step by Step (Step By Step (Microsoft))
ISBN: 0735623023
EAN: 2147483647
Year: 2004
Pages: 129

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