128 Word 2007 The Missing Manual
Word 2007: The Missing Manual
By Guy Hart-Davis, Chris Grover
...............................................
Publisher : O' Re illy
Pub Dat e: D e ce m be r 0 1 , 2 0 0 6
I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X
I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6
Pages: 5 0 4
Table of Cont ent s | I ndex
Microsoft Word has grown considerably in power, sophist icat ion and capabilit y over t he past decade,
but one t hing t hat hasn't changed since t he early '90s is it s user int erface. The sim ple t oolbar in
version 2.0 has been packed wit h so m any feat ures since t hen t hat few users know where t o find
t hem all. Consequent ly, m ore and m ore people are looking for " insider" t ips t hat will allow t hem t o
use t hese advanced and oft en hidden feat ures. Microsoft has addressed t his problem in Word 2007
by radically redesigning t he user int erface wit h a t abbed t oolbar t hat m akes every feat ure easy t o
locat e and use. Unfort unat ely, Microsoft 's docum ent at ion is as scant as ever, so even t hough you
will be able t o find advanced feat ures, you m ight not know what t o do wit h t hem .
Word 2007: The Missing Manual, writ t en specifically for t his version of t he soft ware, explains basics
like how t o creat e docum ent s, ent er and edit t ext , form at , print , and fax. You will will also learn how
t o creat e sophist icat ed page layout s, insert form s and t ables, use graphics, and creat e book- lengt h
docum ent s wit h out lines and Mast er Docum ent s. Coverage also includes how t o share docum ent s
wit h ot her people and program s, creat e web pages, aut om at e docum ent s wit h fields, and aut om at e
t asks wit h m acros and t he Visual Basic script ing language. This book shows you how t o do it all.
Word 2007: The Missing Manual
By Guy Hart-Davis, Chris Grover
...............................................
Publisher : O' Re illy
Pub Dat e: D e ce m be r 0 1 , 2 0 0 6
I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X
I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6
Pages: 5 0 4
Table of Cont ent s | I ndex
Copyright
The Missing Credits
Introduction
Part I: Word Basics for Simple Documents
Chapter 1. Creating, Opening, and Saving Documents
Section 1.1. Launching Word
Section 1.2. Creating a New Document
Section 1.3. Opening an Existing Document
Section 1.4. Your Different Document Views
Section 1.5. Saving and Closing Documents
Chapter 2. Entering and Editing Text
Section 2.1. Typing in Word
Section 2.2. Selecting Text
Section 2.3. Moving Around Your Document
Section 2.4. Cutting, Copying, and Pasting
Section 2.5. Finding and Replacing Text
Section 2.6. Saving Keystrokes with Quick Parts
Chapter 3. Setting Up the Document: Margins, Page Breaks, and More
Section 3.1. Choosing Paper Size and Layout
Section 3.2. Setting Document Margins
Section 3.3. Adding Page Background Features
Section 3.4. Adding Headers and Footers
Section 3.5. Working with Multiple Columns
Section 3.6. Line Numbers
Section 3.7. Hyphenation
Chapter 4. Formatting Text, Paragraphs, and Headings
Section 4.1. Formatting Basics
Section 4.2. Formatting Characters
Section 4.3. Formatting Paragraphs
Section 4.4. Creating Bulleted and Numbered Lists
Section 4.5. Setting Tabs
Section 4.6. Using Word's Rulers
Section 4.7. Fast Formatting with Format Painter
Section 4.8. Formatting with Styles
Section 4.9. Modifying Styles
Section 4.10. Managing Style Sets
Chapter 5. Themes and Templates
Section 5.1. Choosing a Theme
Section 5.2. Choosing a Template
Chapter 6. Spelling, Grammar, and Reference Tools
Section 6.1. Turning on Spelling and Grammar Checking
Section 6.2. Checking Spelling
Section 6.3. Checking Grammar and Style
Section 6.4. Controlling AutoCorrect
Section 6.5. Exploring Word's Research Tools
Section 6.6. Accessing Word's Thesaurus
Section 6.7. Translating Text
Section 6.8. Checking Your Word Count
Chapter 7. Printing Word Documents
Section 7.1. Quick and Easy Printing
Section 7.2. Print Preview
Section 7.3. Choosing a Printer
Section 7.4. Printing to an Adobe PDF File
Section 7.5. Faxing with Word
Section 7.6. Changing Print Settings
Section 7.7. Printing Envelopes
Section 7.8. Printing Labels
Section 7.9. Setting Print Options
Part II: Creating Longer and More Complex Documents
Chapter 8. Planning with Outlines
Section 8.1. Switching to Outline View
Section 8.2. Promoting and Demoting Headings
Section 8.3. Moving Outline Items
Section 8.4. Showing Parts of Your Outline
Chapter 9. Working with Long Documents
Section 9.1. Navigating a Large Document
Section 9.2. Understanding Sections
Section 9.3. Creating a Table of Contents
Section 9.4. Creating an Index
Section 9.5. Navigating with Hyperlinks
Section 9.6. Cross-Referencing Your Document
Section 9.7. Cross-Referencing Figures
Section 9.8. Creating Footnotes and Endnotes
Section 9.9. Inserting Citations and Creating a Bibliography
Section 9.10. Working with a Master Document
Chapter 10. Organizing Your Information with Tables
Section 10.1. Creating Tables
Section 10.2. Moving Around a Table
Section 10.3. Selecting Parts of a Table
Section 10.4. Merging and Splitting Cells
Section 10.5. Adjusting Column Width and Row Height
Section 10.6. Formatting Tables
Section 10.7. Doing Math in Tables
Chapter 11. Adding Graphics, Video, and Sound to Your Documents
Section 11.1. Drop Caps, Text Boxes, and WordArt
Section 11.2. Working with Pictures and Clip Art
Section 11.3. Working with SmartArt
Section 11.4. Working with Shapes
Section 11.5. Inserting Charts and Graphs
Section 11.6. Inserting Sound, Video, and Other Objects
Section 11.7. Adding Captions and Figure Numbers to Graphics
Chapter 12. Mass Mailing with Mail Merge
Section 12.1. Understanding Mail Merge Basics
Section 12.2. Running the Mail Merge Wizard
Section 12.3. Merging to E-Mail
Section 12.4. Editing Your Recipient List
Section 12.5. Sorting Your Recipient List
Section 12.6. Applying Merge Rules
Part III: Sharing Documents and Collaborating with Other People
Chapter 13. Creating Web Pages and Blogs
Section 13.1. Saving Word Documents As Web Pages
Section 13.2. Creating a Web Page from Scratch
Section 13.3. Web Page Design Tips
Section 13.4. Blogging from Word
Section 13.5. Setting Web Options
Chapter 14. Creating Forms with Word
Section 14.1. Creating a Paper Form
Section 14.2. Creating a Computer Form
Section 14.3. Setting Properties for Content Controls
Section 14.4. Testing Your Form
Chapter 15. Word's XML Connection
Section 15.1. What's XML and Why Should I Care?
Section 15.2. XML and Word's New File Format
Section 15.3. Tagging Information with Content Controls
Section 15.4. Attaching an XML Schema to Your Document
Chapter 16. Collaborating with Other People
Section 16.1. Adding Comments
Section 16.2. Tracking Changes While Editing
Section 16.3. Accepting and Rejecting Changes
Section 16.4. Removing All Comments and Tracked Changes
Section 16.5. Combining and Comparing Documents
Section 16.6. Protecting Your Document from Changes
Part IV: Customizing Word with Macros and Other Tools
Chapter 17. Customizing Your Workspace
Section 17.1. Customizing the Quick Access Toolbar
Section 17.2. Creating Keyboard Shortcuts
Section 17.3. Personalizing Word Options
Section 17.4. Changing Word's Display
Section 17.5. Customizing the Save Documents Settings
Section 17.6. Changing Editing Options
Chapter 18. Changing Your Security Settings
Section 18.1. Using Digital Signatures
Section 18.2. Customizing Trust Center Settings
Section 18.3. Showing Warnings
Section 18.4. Removing Personal Information
Chapter 19. Introducing Macros and Visual Basic
Section 19.1. Showing the Developer Tab
Section 19.2. Recording Macros
Section 19.3. Running Macros
Section 19.4. Reading Visual Basic Code
Section 19.5. Using Digital Signatures
Chapter 20. Creating Your Own Themes and Templates
Section 20.1. Designing Your Own Themes
Section 20.2. Designing Document Templates
Section 20.3. Using Global Templates
Part V: Appendix
Appendix A. Word Help and Beyond
Section A.1. Using Word's Built-in Help
Section A.2. Using Microsoft's Office Web Site
Section A.3. Third-Party Web Sites
Colophon
Index
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[ C]
The Missing Credits
About the Author
Ch r is Gr ove r got his first com put er in 1982 when he realized it was easier t o writ e on
a com put er t han an I BM Select ric. He never looked back. Chris has worked as a t echnical writ er,
advert ising copywrit er, and product publicist for m ore t han 25 years. He is t he coaut hor of Digit al
Phot ography: The Missing Manual. I n addit ion t o com put er t opics, he's writ t en book reviews,
soft ware reviews, and art icles on subj ect s ranging from hom e rem odeling t o video recorder repairs.
His lat est proj ect is t he launching of Bolinas Road Creat ive ( www.bolinasroad.com ) , an agency t hat
helps sm all businesses prom ot e t heir product s and services. Chris lives in Fairfax, California wit h his
wife and t wo daught ers, who have learned t o t olerat e his com put er and gadget obsessions.
About the Creative Team
N a n Ba r be r ( edit or) has worked wit h t he Missing Manual series since it s incept ionlong enough t o
rem em ber inst alling Word from floppy disks. Em ail: nanbarber@oreilly.com .
Pe t e r M e ye r s ( edit or) works as an edit or at O'Reilly Media on t he Missing Manual series. He lives
wit h his wife and cat s in New York Cit y. Em ail: pet er.m eyers@gm ail.com .
M ich e le Filsh ie ( edit or) is O'Reilly's assist ant edit or for Missing Manuals and edit or of Dont Get
Burned on eBay. Before t urning t o t he world of com put er- relat ed books, Michele spent m any happy
years at Black Sparrow Press. She lives in Sebast opol. Em ail: m filshie@oreilly.com .
D a w n M a n n ( t echnical reviewer) has been wit h O'Reilly for over t hree years and is current ly an
edit orial assist ant . When not working, she likes rock clim bing, playing soccer, and generally get t ing
int o t rouble. Em ail: dawn@oreilly.com .
Gr e g Gu n t le ( t echnical reviewer) is a Windows vet eran covering Office, Program m ing, Net works and
Operat ing Syst em s. He's been providing t echnical edit ing services for t he past 20 years.
Rick Je w e ll ( t echnical reviewer) has been in t he t echnical indust ry since 1995. He's now a Bet a
Support Engineer for Microsoft . Since Microsoft acquired Groove in April of 2005, he's been a
t echnical support engineer support ing t he Groove product suit e, which will be incorporat ed int o t he
Prem ium edit ion of Microsoft Office 2007 when it 's released.
Jill St e in be r g ( copy edit or) is a freelance writ er and edit or based in Seat t le and has produced
cont ent for O'Reilly, I nt el, Microsoft , and t he Universit y of Washingt on. Jill was educat ed at Brandeis
Universit y, William s College, and St anford Universit y. Em ail: saysj ill@m ac.com
Acknowledgements
Many t hanks t o t he whole Missing Manuals creat ive t eam , especially t o Nan Barber, who had her
work cut out for her m aking m y prose readable. Pet er Meyers helped shape t he book and gent ly kept
us all on t rack. Dawn Mann, Greg Gunt le, and Rick Jewell checked and double- checked t he t echnical
det ails. Thanks t o Michele Filshie for edit ing, indexing, and working weekends.
As always, t hanks t o m y beaut iful wife Joyce, m y collaborat or in t hat ot her proj ect life. And hugs for
Mary and Am y who help m e approach everyt hing I do wit h fresh ent husiasm and a bundle of
quest ions.
Chris Grover
The Missing Manual Series
Missing Manuals are wit t y, superbly writ t en guides t o com put er product s t hat don't com e wit h print ed
m anuals ( which is j ust about all of t hem ) . Each book feat ures a handcraft ed index and RepKover, a
det ached- spine binding t hat let s t he book lie perfect ly flat wit hout t he assist ance of weight s or cinder
blocks.
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Introduction
Word. Microsoft Word has been t he world's m ost popular word processor for so long, it needs only
one nam elike Oprah or Madonna. Unlike cert ain celebrit ies, t hough, Word has undergone a m akeover
t hat goes well beyond cosm et ic. Microsoft has redesigned t he way you int eract wit h t he program and
has redefined t he underlying docum ent form at ( don't worry; your old Word docum ent s will st ill work) .
Som e t hings haven't changed: Word 2007 st ill m akes it easy t o creat e professional- looking let t ers,
business report s, and novels. But Microsoft has loaded t he program wit h new feat ures t o m ake
designing and form at t ing at t ract ive docum ent s easier t han ever. So even if you're well acquaint ed
wit h it s predecessors, Word 2007 needs an int roduct ion and a new book t oo. Som e of t he com m ands
t hat are old favorit eslike Cut and Past eare in new places. And som e high t ech feat ures t hat you m ay
have found count erint uit ive or inaccessiblelike m ail m erge and indexingare now out in t he open and
easier t o use.
The New Word
I n t he past , when Microsoft int roduced new versions of Word, it seem ed as if t he developers sim ply
t acked new feat ures on t op of t he old program wherever t hey'd fit . Som et im es t he result was sort of
like put t ing fins on a Volkswagen Beet le. Wit h Word 2007, however, Microsoft list ened t o t he crit ics
who com plained about Word's m aze of m enus and dialog boxes. There were also legit im at e
com plaint s about illogically placed com m ands and im port ant t ools t hat were buried. Wit h Word 2007,
all com m ands have been reorganized according t o t ask and funct ion. I s t he new syst em going t o put
a sm ile on everyone's face? No, probably not . I s it an im provem ent t hat m akes Word easier t o use
for m ost people? Yes.
Anot her concern was securit y. Microsoft has m ade m aj or changes in Word's file form at s t o m inim ize
t he chance t hat you'll open a docum ent cont aining a virus. I t would be naive t o t hink t hese st eps will
elim inat e virus t hreat s, but t hey'll cert ainly help.
So c'm on, pop t he hood, kick t he t ires, and t ake a look at Word's new chassis.
M e e t t h e r ibbon . The first t hing you not ice when you fire up Word 2007 is t hat it looks different
from ot her Windows program s you've used. The old m enus are gone and so are t he t oolbars. I n
t heir place you have t he ribbon, which is sort of a hybrid of t he t wo, as shown in Figure I - 1 . Where
you used t o see m enu nam es, you see t he nam es on t abs. Click a t ab, and you see a ribbon full of
but t ons, t ools, and com m ands. Unlike Word's previous t oolbars, t hese but t ons and t ools are big,
visual, and oft en include labels. But t ons clearly st at e what t hey do wit h bot h words and pict ures,
and if you see a down arrow, you can be assured it opens a m enu of closely relat ed com m ands.
Figu r e I - 1 .
That big round button in the upper-left corner is the Office button, where you find the commands that used to live
in the File menu. When you click one of the tabs along the top of the ribbon, you see buttons and drop-down menus arranged by task.
You can customize the Quick Access toolbar by adding the commands you use most frequently. The Help buttona circle with a
question markis always available in the upper-right corner of the main window and the dialog boxes.
Tip: Word's new ribbon is one of those features that's easier to understand when you see it in action. You can see a screencast
(onscreen demonstration) of the ribbon over on the Missing Manuals Web site. Head over to the "Missing CD" page at
www.missingmanuals.com . Look for other screencasts throughout this book.
Bu ildin g Block s for be t t e r docs . Word 2007's Building Blocks save t im e and st ress if you
consider yourself a writ er ( or a doct or, or a m anager) , not a designer. Building Blocks are
predesigned, preform at t ed elem ent s t hat you can easily drop int o your docum ent . Microsoft has
t hrown in dozens of headers, foot ers, t ables of cont ent s, fax cover pages, and m ore. Choose a
Building Block wit h t he look you want , and t hen pop it int o your docum ent , knowing it will look good
and include any pert inent det ails, like page num ber, docum ent t it le, even your nam e.
I n st a n t gr a t ifica t ion w it h Live Pr e vie w . Have you ever paused wit h your m ouse over a
com m and or a form at t ing opt ion and wondered what it would do t o your docum ent ? Those days are
over. Live Preview is a new feat ure in Word 2007. Now when you hold your m ouse over a
form at t ing st yle, Building Block, or color, you see a preview right wit hin your docum ent . I f you like
t he look, click your m ouse but t on. I f you don't , m ove your m ouse away from t he but t on or m enu
opt ion, and your docum ent snaps back t o it s previous appearance. And, of course, you can preview
som e m ore opt ions.
M or e a r t for t h e m a sse s . Each version of Word includes m ore of everyt hing, and Word 2007 is
no different in t hat respect : m ore clip art ; m ore chart s and graphs; and m ore lines, shapes, and
arrows. There's even a new t ype of art work called Sm art Art . Developed for business present at ions,
Sm art Art m akes it a breeze t o creat e flow chart s, organizat ional chart s, and ot her graphics t hat
com bine words and pict ures. You provide t he words, and Sm art Art t akes care of all t he sizing and
form at t ing.
H e lp! Ge t m e se cu r it y . That was t he cry of m any Word users when t hey opened a docum ent only
t o let loose a virus on t heir poor, unsuspect ing com put er. Microsoft has t ackled securit y problem s
from several different direct ions. For exam ple, Word 2007 has a new file form at t hat m akes it easier
t o ferret out docum ent s t hat m ay cont ain virus- infect ed program s. ( When it com es t o Word viruses,
t he m ain culprit s are Visual Basic for Applicat ions and t he t ools it creat es, called Act iveX cont rols.)
I n Word 2007, it 's also easier t han ever t o add digit al signat ures t o docum ent s t o m ake sure files
com e from a t rust ed source and haven't been t am pered wit h.
File t h is w a y, ple a se . The groans are audible any t im e an indust ry st andard like Microsoft Word
m akes m aj or changes t o it s file form at . The file form at is t he way a program writ es inform at ion t o a
com put er disc. As m ent ioned earlier, Microsoft is swit ching t o a new file form at for t he best of
reasonst o m ake all our com put ers safer from viruses. The downside of a new file form at is t hat you
can't open t he new docum ent s wit h older versions of Word unless you inst all a com pat ibilit y pack
for t he older program s. ( You can read all t he gory det ails in Sect ion 15.2 .)
About This Book
Microsoft expect s you t o get all t he inform at ion you need about Word from t he Help but t on in t he
upper- left corner of t he window. Word's help syst em cont ains a wealt h of inform at ion, and it 's great
in a pinch. But t he helps screens are a lit t le long on com put er geek- speak and short on useful t ips
and explanat ions t hat m ake sense t o t he rest of us. I n fact , som e of t he help screens are on
Microsoft 's Web sit e, so you can't even read t hem wit hout an I nt ernet connect ion. I f you're on t he
road and can't afford a hot el wit h a wireless connect ion, you're out of luck.
This book is t he m anual you need but Microsoft didn't give you. You'll even find som e t hings in here
t hat Microsoft would never say. I f a feat ure isn't up t o snuff, you'll read about it in t hese pages.
What 's m ore, Word 2007: The Missing Manual is designed t o accom m odat e readers at every t echnical
level. You won't be lost even if you've never used any version of Microsoft Word. Look for t he
sidebars called Up To Speed if you feel like you need t o cat ch up on a t opic. For t he advanced
beginner and int erm ediat e readers, t here are plent y of det ails. Word's a hum ongous program , and
t his book pokes int o all t he nooks and crannies. You'll find exam ples and st ep- by- st ep inst ruct ions for
m any of Word's m ore com plicat ed feat ures and funct ions. For even m ore det ail on t he advanced
t opics, look for t he Power Users' Clinic sidebars.
About the Outline
Word 2007: The Missing Manual is divided int o four part s, each cont aining several chapt ers:
Part 1, Word Basics for Sim ple Docum ent s
st art s at t he very beginning and get s you up and running fast , whet her you're a Word vet eran
or a newcom er. This part covers creat ing, opening, and saving docum ent scom plet e wit h a
descript ion of Word's new file form at s. You'll learn how t o view your Word docum ent s as
out lines, Web pages, and in special print preview and reading m odes.
You'll find chapt ers devot ed t o edit ing t ext and set t ing up new docum ent s wit h cust om
m argins, headers, and foot ers. You'll learn how t o use Word's t em plat es and t hem esspecial
t ools t hat m ake it easy for you t o creat e professional- looking docum ent s. You probably know
t hat Word includes reference t ools t hat check your spelling and help you find t he right word,
but have you ever used Word's language t ranslat ion t ools or creat ed a cust om dict ionary of
your own t echnical t erm s? Now's your chance t o learn how it 's done. Part 1 wraps up wit h a
com plet e discussion about print ing Word docum ent s.
Part 2, Creat ing Longer and More Com plex Docum ent s
helps yougraduat e t o t he next level of Word creat ions. When you work wit h long docum ent s,
it 's m ore im port ant t han ever t o plan ahead, so out lines are covered first . Word can
aut om at ically creat e a t able of cont ent s, an index, and a bibliography for your long docum ent ,
but you'll want t o learn som e of t he t ips and t ricks for using t hese t ools. This sect ion also
explains t he pros and cons of using a m ast er docum ent t o m anage t he part s of a very long
docum ent . These chapt ers cover all t he elem ent s you're likely t o add t o longer and m ore
com plex docum ent s, like t ables, pict ures, and even video and sound clips. Last but not least ,
t his part includes a chapt er t hat reveals t he m yst eries of m ail m erge and t akes you t hrough
st ep- by- st ep exam ples.
Part 3, Sharing Docum ent s and Collaborat ing wit h Ot her People
covers ways you can share your Word docum ent s and collaborat e wit h colleagues on proj ect s.
Whet her you're creat ing a Web page or creat ing a form , you'll find t he det ails here. I f you're
ready for a lit t le t ech t alk and a glim pse of t he fut ure, read t he chapt er on t he way Word
m akes use of XML ( Ext ensible Markup Language) . These days, docum ent s oft en pass t hrough
m any hands before t hey're ready for publicat ion, so you'll learn about Word's t ools t o m ake
t hat process go sm oot hly.
Part 4, Cust om izing Word wit h Macros and Ot her Tools
m oves int o int erm ediat e and advanced t errit ory, but you'll be ready for it when you get t here.
The first chapt er in t his part covers how you can set up Word t o work t he way you like t o work.
I f securit y is an im port ant issue for you, be sure t o read t he chapt er t hat covers Word's Trust
Cent er and ot her feat ures for safe com put ing. You'll learn how t o aut om at e t asks in Word using
m acros, and you'll find an int roduct ion t o Visual Basic. I f you're planning on creat ing
docum ent s for ot her people t o use, you'll be int erest ed in t he final chapt er on creat ing t hem es
and t em plat es.
About These Arrows
Throughout t his book, and t hroughout t he Missing Manual series, you'll find sent ences like t his one:
" Click St art
All Program s
Microsoft Office
Microsoft Office Word 2007." That 's short hand
for a m uch longer inst ruct ion t hat direct s you t o click t he St art but t on t o open t he St art m enu, and
t hen choose All Program s. From t here, click t he Microsoft Office folder, and t hen click Word's icon t o
launch it .
Sim ilarly, t his kind of arrow short hand helps t o sim ply t he business of choosing com m ands and
m enus, as shown in Figure I - 2 .
Figu r e I - 2 .
In this book, arrow notations help to simplify Word's ribbonstructure and commands. For example, "Choose View
Zoom
Page Width" is a more compact way of saying: "Click the View tab, and then go to the Zoom group and click Page
Width," as shownhere.
The Very Basics
I f your fingers have ever graced a com put er keyboard, you're probably fam iliar wit h t he following:
Press t he keys on your keyboard, and t ext appears in your docum ent . Hold t he Shift key down t o
t ype capit als or t o ent er t he various punct uat ion m arks you see above t he num bers keys
( ! @# $* &^ ) . Press Caps Lock, and your keyboard t ypes only capit al let t ers, but t he num bers and
ot her sym bols cont inue t o work as usual. To correct an error you've j ust m ade, you can use t he
Backspace key. Press it down once, and t he cursor m oves backward one space, erasing t he last
charact er you t yped. I f you cont inue t o hold it down, it will keep on going, eat ing up your work like a
st arving m an at a sm orgasbord. The Delet e ( or Del) key, usually on or near t he num erical keypad,
does t he sam e t hing but for t he charact er in front of t he insert ion point .
I f you've got t hat under your belt , t hen you're ready for t he rest of Word 2007: The Missing Manual .
This book assum es you're fam iliar wit h j ust a few ot her t erm s and concept s:
Click in g . This book gives you t hree kinds of inst ruct ions t hat require you t o use your
com put er's m ouse or t rackpad. To click m eans t o point t he arrow cursor at som et hing on t he
screen, and t henwit hout m oving t he cursor at allt o press and release t he clicker but t on on t he
m ouse ( or lapt op t rackpad) . To right - click m eans t o do t he sam e t hing, but wit h t he right
m ouse but t on. To double- click , of course, m eans t o click t wice in rapid succession, again
wit hout m oving t he cursor at all. And t o drag m eans t o m ove t he cursor while pressing t he
but t on.
Sh ift - click in g . Here's anot her bit of short hand. Shift - click m eans t o hold down t he Shift key,
and t hen t o click before releasing t he key. I f you underst and t hat m uch, t hen inst ruct ions like
Ct rl- click and Alt - click should be clear.
Th e r ibbon . Like t he older m enu syst em , Word's ribbon shows nam es across t he t op of t he
windowHom e, I nsert , Page Layout , and so on. I n t his book, t hese nam es are referred t o as t abs
. The but t ons and com m ands on t he ribbon change when you click each t ab, as shown in Figure
I - 3 . The ribbon organizes but t ons and com m ands in groups ; t he nam e of each group appears
along t he bot t om of t he ribbon. For exam ple, t he I nsert t ab has groups called Pages, Tables,
I llust rat ions, Links, and so on.
Ke yboa r d sh or t cu t s . I f you're t yping along in a burst of creat ive energy, it 's som et im es
disrupt ive t o t ake your hand off t he keyboard, grab t he m ouse, and t hen t ravel all t he way up
t o t he t op of t he screen t o, say, save your docum ent . That 's why m any com put er m avens
prefer t o t rigger com m ands by pressing cert ain com binat ions on t he keyboard. For exam ple, in
m ost program s you can press Ct rl+ S t o save t he file you're current ly working on. When you
read an inst ruct ion like " press Ct rl+ S," st art by pressing t he Ct rl key; while it 's down, t ype t he
let t er S, and t hen release bot h keys.
Figu r e I - 3 .
The tools on the ribbon change when you click different tabs. From top to bottom, these examples show the Home
tab, the Insert tab, and the Page Layout tab.
About MissingManuals.com
At t he www.m issingm auals.com . Web sit e, click t he " Missing CD" link t o reveal a neat , organized,
chapt er- by- chapt er list of t he downloadable pract ice files m ent ioned in t his book. The Web sit e also
offers correct ions and updat es t o t he book ( t o see t hem , click t he book's t it le, and t hen click Errat a) .
I n fact , you're invit ed and encouraged t o subm it such correct ions and updat es yourself. I n an effort
t o keep t he book as up t o dat e and accurat e as possible, each t im e we print m ore copies of t his book,
we incorporat e any confirm ed correct ions you've suggest ed. We also not e such changes on t he Web
sit e, so you can m ark correct ions in your own copy of t he book, if you like.
Safari® Enabled
When you see a Safari® Enabled icon on t he cover of your favorit e t echnology book,
t hat m eans t he book is available online t hrough t he O'Reilly Net work Safari Bookshelf.
Safari offers a solut ion t hat 's bet t er t han e- books. I t 's a virt ual library t hat let s you easily search
t housands of t op t ech books, cut and past e code sam ples, download chapt ers, and find quick answers
when you need t he m ost accurat e, current inform at ion. Try it for free at ht t p: / / safari.oreilly.com .
Part I: Word Basics for Simple Documents
Ch a pt e r 1 : Cr e a t in g, Ope n in g, a n d Sa vin g D ocu m e n t s
Ch a pt e r 2 : En t e r in g a n d Edit in g Te x t
Ch a pt e r 3 : Se t t in g Up t h e D ocu m e n t : M a r gin s, Pa ge Br e a k s, a n d M or e
Ch a pt e r 4 : For m a t t in g Te x t , Pa r a gr a ph s, a n d H e a din gs
Ch a pt e r 5 : Th e m e s a n d Te m pla t e s
Ch a pt e r 6 : Spe llin g, Gr a m m a r , a n d Re fe r e n ce Tools
Ch a pt e r 7 : Pr in t in g W or d D ocu m e n t s
1. Creating, Opening, and Saving
Documents
Every Word proj ect you creat ewhet her it 's a personal let t er, a TV sit com script , or a t hesis in
m icrobiologybegins and ends t he sam e way. You st art by creat ing a docum ent , and you end by
saving your work. Sounds sim ple, but t o m anage your Word docum ent s effect ively, you need t o know
t hese basics and beyond. This chapt er shows you all t he different ways t o creat e a new Word
docum ent like st art ing from an exist ing docum ent or adding t ext t o a predesigned t em plat eand how t o
choose t he best one for your part icular proj ect .
You'll also learn how t o work fast er and sm art er by changing your view of your docum ent . I f you
want , you can use Word's Out line view when you're brainst orm ing, and t hen swit ch t o Print view
when you're ready for hard copy. This chapt er get s you up and running wit h t hese fundam ent al t ools
so you can focus on t he im port ant st uffyour words.
Tip: If you've used Word before, then you're probably familiar with opening and saving documents. Still, you may want to skim this
chapter to catch up on the differences between this version of Word and the ghosts of Word past. You'll grasp some of the big changes
just by examining the figures. For more detail, check out the gray boxes and the notes and tipslike this one!
1.1. Launching Word
The first t im e you launch Word aft er inst allat ion, t he program asks you t o confirm your nam e and
init ials. This isn't Microsoft 's nefarious plan t o pin you down: Word uses t his inform at ion t o ident ify
docum ent s t hat you creat e and m odify. Word uses your init ials t o m ark your edit s when you review
and add com m ent s t o Word docum ent s t hat ot her people send t o you ( Sect ion 16.3) .
You have t hree prim ary ways t o fire up Word, so use whichever m et hod you find quickest :
St a r t m e n u . The St art but t on in t he lower- left corner of your screen gives you access t o all
program s on your PCWord included. To st art Word, choose St art
All Program s
Microsoft
Office
Microsoft Office Word.
Qu ick La u n ch t oolba r . The Quick Launch t oolbar at t he bot t om of your screen ( j ust t o t he
right of t he St art m enu) is a great place t o st art program s you use frequent ly. Microsoft
m odest ly assum es t hat you'll be using Word a lot , so it usually inst alls t he Word icon in t he
Quick Launch t oolbar. To st art using Word, j ust click t he W icon, and voilá!
Tip: When you don't see the Quick Launch toolbar, here's how to display it: On the bar at the bottom of your screen, right-click an
empty spot. From the menu that pops up, choose Toolbars
Quick Launch. When you're done, icons for some of your
programs appear in the bottom bar. A single click fires up the program.
Ope n in g a W or d docu m e n t. Once you've creat ed som e Word docum ent s, t his m et hod is
fast est of all, since you don't have t o st art Word as a separat e st ep. Just open an exist ing Word
docum ent , and Word st art s it self. Try going t o St art
My Recent Docum ent s, and t hen, from
t he list of files, choose a Word docum ent . You can also double- click t he docum ent 's icon on t he
deskt op or wherever it lives on your PC.
Tip: If you need to get familiar with the Start menu, Quick Launch toolbar, and other Windows features, then pick up a copy of Windows
XP: The Missing Manual, Second Edition or Windows Vista: The Missing Manual.
So, what happens once you've got Word's m ot or running? I f you're a newcom er, you're probably j ust
st aring wit h curiosit y. I f you're fam iliar wit h previous versions of Word, t hough, you m ay be doing a
double t ake ( Figure 1- 1 ) . I n Word 2007, Microsoft com bined all t he old m enus and t oolbars int o a
new feat ure called t he ribbon. Click one of t he t abs above t he ribbon, and you see t he com m and
but t ons change below. The ribbon com m ands are organized int o groups, wit h t he nam e of each group
list ed at t he bot t om . ( See Figure 1- 1 for m ore det ail on t he ribbon.)
1.2. Creating a New Document
When you st art Word wit hout opening an exist ing docum ent , t he program gives you an em pt y one t o
work in. I f you're eager t o put words t o page, t hen t ype away. Sooner or lat er, t hough, you'll want t o
st art anot her new docum ent . Word gives you t hree ways t o do so:
Figu r e 1 - 1 .
When you start Word 2007 for the first time, it may look a little top-heavy. The ribbon takes up more real estate
than the old menus and toolbars. This change may not matter if you have a nice big monitor. But if you want to reclaim some of that
space, you can hide the ribbon by double-clicking the active tab. Later, when you need to see the ribbon commands, just click a tab.
Cr e a t in g a n e w bla n k docu m e n t . When you're preparing a sim ple docum ent like a t wo- page
essay, a not e for t he babysit t er, or a press releasea plain, unadorned page is fine. Or, when
you're j ust brainst orm ing and you're not sure what you want t he final docum ent t o look like,
you probably want t o st art wit h a blank slat e or use one of Word's t em plat es ( m ore on t hat in a
m om ent ) t o provide st ruct ure for your t ext .
Cr e a t in g a docu m e n t fr om a n e x ist in g docu m e n t . For let t ers, resum es, and ot her
docum ent s t hat require m ore form at t ing, why reinvent t he wheel? You can save t im e by using
an exist ing docum ent as a st art ing point ( Sect ion 1.2.2 ) . When you have a let t er form at t hat
you like, you can use it over and over by edit ing t he cont ent s.
Cr e a t in g a docu m e n t fr om a t e m pla t e ( Se ct ion 1 .2 .3 ) . Use a t em plat e when you need a
professional design for a com plex docum ent , like a newslet t er, a cont ract , or m eet ing m inut es.
Tem plat es are a lot like form st he m argins, form at t ing, and graphics are already in place. All you
do is fill in your t ext .
Tip: Microsoft provides a mind-boggling number of templates with Word, but they're not the only source. You can find loads more on the
Internet, as described in Section 5.2.1 . Your employer may even provide official templates for company documents.
To st art your docum ent in any of t he above ways, click t he Windows logo in t he upper- left corner of
t he screen. That 's Office 2007's new Office but t on . Click it , and a drop- down m enu opens, revealing
com m ands for creat ing, opening, and saving docum ent s. Next t o t hese com m ands, you see a list of
your Word docum ent s. This list includes docum ent s t hat are open, as well as t hose t hat you've
recent ly opened.
The Office but t on is also where you go t o print and em ail your docum ent s ( Figure 1- 2 ) .
Figu r e 1 - 2 .
The phrase most frequently uttered by experienced Word fans the first time they start Word 2007 is, "Okay,
where's my File menu?" Never fear, the equivalent of the File menu is still thereit's just camouflaged a bit. Clicking the Office button (the
one that looks like a Windows logo) reveals the commands you use to create, open, and save Word documents.
1.2.1. Creating a New Blank Document
Say you want a new blank docum ent , j ust like t he one Word shows you when you st art t he program .
No problem here are t he st eps:
1 . Ch oose Office bu t t on
New .
The New Docum ent dialog box appears.
2 . I n t h e u ppe r - le ft cor n e r of t h e la r ge " Cr e a t e a n e w W or d docu m e n t " pa n e l, click
" Bla n k docu m e n t " ( Figu r e 1 - 3 ) .
The New Docum ent box present s a seem ingly endless num ber of opt ions, but don't panic. The
" Blank docum ent " opt ion you want is on t he left side of t he first line.
3 . At t h e bot t om of t h e N e w D ocu m e n t dia log box , click Cr e a t e .
The dialog box disappears, and you're gazing at t he blank page of a new Word docum ent .
Bet t er get t o work.
Figu r e 1 - 3 .
Open the New Document box (Office button
New, or Alt+F, N), and Word gives you several ways to create a
new document. Click "Blank document" to open an empty document, similar to the one Word shows when you first start the program. Or
you can click "New from existing" to open a document that you previously created under a new name.
1.2.2. Creating a New Document from an Existing Document
A blank Word docum ent is sort of like a shapeless lum p of clay. Wit h som e work, you can m old it t o
becom e j ust about anyt hing. Oft en, however, you can save t im e by opening an exist ing docum ent
t hat 's sim ilar t o t he one you want t o creat e. I m agine t hat you writ e t he m inut es for t he m ont hly
m eet ings of t he Chief Execut ive Officer's Surfing Associat ion ( CEOSA) . When it 's t im e t o writ e up t he
June m inut es, it 's a lot fast er t o open t he m inut es from May. You keep t he boilerplat e t ext and all t he
form at t ing, but you delet e t he t ext t hat 's specific t o t he previous m ont h. Now all you have t o do is
ent er t he t ext for June and save t he docum ent wit h a new nam e: JuneMinut es.docx .
Note: The .docx extension on the end of the filename is Word 2007's new version of .doc. The switch from three-letter to four-letter
filename extensions indicates a change in the way Word stores documents. (If you need to share documents with folks using earlier
versions of Word, choose Office button
1.2.3 for details.)
Save As
Word 97-2003 document when you save the file. See the box in Section
Word gives you a " New from exist ing" docum ent - creat ion opt ion t o sat isfy your desire t o spend m ore
t im e surfing and less t im e writ ing m eet ing m inut es. Here's how t o creat e a new docum ent from an
exist ing docum ent :
1 . Ch oose Office bu t t on
N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow . Th e n
click " N e w fr om e x ist in g…" ( it sit s dir e ct ly be low t h e " Bla n k docu m e n t " bu t t on ) .
The t hree dot s at t he end of t he but t on's t it le t ell you t hat t here's anot her dialog box t o com e.
And sure enough, when you click " New from exist ing…" , it opens anot her box, appropriat ely
t it led New from Exist ing Docum ent ( Figure 1- 4 ) . This box looksand workslike a st andard
Windows Open File box. I t let s you navigat e t o a specific folder and open a file.
2 . On you r com pu t e r , fin d t h e e x ist in g docu m e n t you 'r e u sin g for a m ode l .
You can use t he bar on t he left t o change t he folder view. Word st art s you in your My
Docum ent s folder, but you can swit ch t o your deskt op or your My Com put er icon by clicking t he
icons on t he left . Double- click folder icons in t he large window t o open t hem and see t heir
cont ent s.
3 . Click t o se le ct t h e file , a n d t h e n click Cr e a t e N e w ( in t h e low e r - r igh t cor n e r ) .
( Alt e r n a t ive ly, j u st dou ble - click t h e file 's icon t o ope n it . Th is t r ick w or k s in a ll Ope n
File box e s.)
I nst ead of t he usual Open but t on at t he bot t om of t he box, t he but t on in t he New from Exist ing
Docum ent box reads Creat e Newyour clue t hat t his box behaves different ly in one im port ant
respect : I nst ead of opening an exist ing file, you're m aking a copy of an exist ing file. Once open,
t he file's nam e is som et hing like Docum ent 2.docx inst ead of t he original nam e. This way, when
you save t he file, you don't overwrit e t he original docum ent . ( St ill, it 's best t o save it wit h a new
descript ive nam e right away.)
Figu r e 1 - 4 .
Use the New from Existing Document box to find an existing Word document that you'd like to open as a model for
your new document. When you click Create New at bottom-right, Word opens a new copy of the document, leaving the original
untouched. You can modify the copy to your heart's content and save it under a different file name.
Tip: Windows' Open File boxes, like New from Existing Document, let you do a lot more than just find files. In fact, they let you do just
about anything you can do in Windows Explorer. Using keyboard shortcuts, you can cut (Ctrl+X), copy (Ctrl+C), and paste (Ctrl+V) files.
A right-click displays a shortcut menu with even more commands, letting you rename files, view Properties dialog boxes, and much
more. You can even drag and drop to move files and folders.
POWER USERS' CLINIC
Word's New File Formats: .docx and .docm
Wit h Office 2007, Microsoft t ook t he drast ic st ep of changing it s file form at s in hopes of im proving
your com put er's securit y. Malicious program m ers were using Office's m acros t o do nast y t hings t o
unsuspect ing com put ers. The .docx form at , t he new st andard for Word files, doesn't perm it m acros,
m aking it safe from t hose t hreat s. The .docm form at indicat es t hat a docum ent cont ains m acros or
ot her bit s of program m ing code. When opening one of t hese files, play it safe: I f you don't know who
creat ed t he .docm file, t hen don't open it .
The downside of t he new file form at s is t hat older versions of Word don't know how t o open t hese
.docx and .docm docum ent s. To open Word 2007 files wit h an older version ( even Word 2003) , you
need t o inst all t he Microsoft Office Com pat ibilit y Pack.
This soft ware fix gives pre- 2007 versions of Word t he power t o open docum ent s in t he new form at s.
Even t hen, you m ay not be able t o use or edit part s of t he file t hat use new Word feat ures ( like
t hem es, equat ions, and cont ent cont rols) . To download t he free com pat ibilit y pack, go t o
www.office.m icrosoft .com and t ype office 2007 com pat ibilit y int o t he search box at t he t op of t he
page.
Also, if you're preparing a Word docum ent for som eone who's using an older Word version, t hen you
have t o save it in a com pat ible form at , as described in t he t ip in Sect ion 1.2.2 . ( Fort unat ely, t he
com pat ibilit y issue doesn't go bot h ways: Word 2007 can open old .doc docs j ust fine.)
1.2.3. Creating a New Document from a Template
Say you're creat ing m eet ing m inut es for t he first t im e. You don't have an exist ing docum ent t o give
you a leg up, but you do want t o end up wit h handsom e, properly form at t ed m inut es. Word is at your
servicewit h t em plat es . Microsoft provides dozens upon dozens of prebuilt t em plat es for everyt hing
from newslet t ers t o post cards. Rem em ber all t he busy st uff in t he New Docum ent box in Figure 1- 3 ?
About 90 percent of t he it em s in t here are t em plat es.
I n t he previous exam ple, where you use an exist ing docum ent t o creat e t he m eet ing m inut es for t he
Chief Execut ive Officer's Surfing Associat ion ( CEOSA) , each m ont h you open t he m inut es from t he
previous m ont h. You delet e t he inform at ion t hat pert ains t o t he previous m ont h and ent er t he
current m ont h's m inut es. A t em plat e works pret t y m uch t he sam e way, except it 's a generic
docum ent , designed t o be adapt able t o lot s of different sit uat ions. You j ust open it and add your t ext .
The st ruct ure, form at t ing, graphics, colors, and ot her doodads are already in place.
Note: The subject of Word templates is a lengthy one, especially when it comes to creating your own, so there's a whole chapter
devoted to that topicChapter 20 .
Here's how t o get som e help from one of Microsoft 's t em plat es for m eet ing m inut es:
1 . Ch oose Office bu t t on
N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow .
On t he left of t he New Docum ent box is a Tem plat e Cat egories list . The t op ent ry on t his list is
I nst alled Tem plat est he ones Word has inst alled on your com put er.
You could use any of t hese, but you also have a world of choice wait ing for you online. On it s Web
sit e, Microsoft offers hundreds of t em plat es for all sort s of docum ent s, and you can access t hem
right from t he New Docum ent box. I f you have a fast I nt ernet connect ion, t hen it 's j ust as quick
and easy t o use an online t em plat e as it is using t he ones st ored on your com put er. I n fact , you'll
use an online t em plat e for t his exam ple.
Note: If you can't connect to the Internet right now, then simply choose one of the installed templates in
By Guy Hart-Davis, Chris Grover
...............................................
Publisher : O' Re illy
Pub Dat e: D e ce m be r 0 1 , 2 0 0 6
I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X
I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6
Pages: 5 0 4
Table of Cont ent s | I ndex
Microsoft Word has grown considerably in power, sophist icat ion and capabilit y over t he past decade,
but one t hing t hat hasn't changed since t he early '90s is it s user int erface. The sim ple t oolbar in
version 2.0 has been packed wit h so m any feat ures since t hen t hat few users know where t o find
t hem all. Consequent ly, m ore and m ore people are looking for " insider" t ips t hat will allow t hem t o
use t hese advanced and oft en hidden feat ures. Microsoft has addressed t his problem in Word 2007
by radically redesigning t he user int erface wit h a t abbed t oolbar t hat m akes every feat ure easy t o
locat e and use. Unfort unat ely, Microsoft 's docum ent at ion is as scant as ever, so even t hough you
will be able t o find advanced feat ures, you m ight not know what t o do wit h t hem .
Word 2007: The Missing Manual, writ t en specifically for t his version of t he soft ware, explains basics
like how t o creat e docum ent s, ent er and edit t ext , form at , print , and fax. You will will also learn how
t o creat e sophist icat ed page layout s, insert form s and t ables, use graphics, and creat e book- lengt h
docum ent s wit h out lines and Mast er Docum ent s. Coverage also includes how t o share docum ent s
wit h ot her people and program s, creat e web pages, aut om at e docum ent s wit h fields, and aut om at e
t asks wit h m acros and t he Visual Basic script ing language. This book shows you how t o do it all.
Word 2007: The Missing Manual
By Guy Hart-Davis, Chris Grover
...............................................
Publisher : O' Re illy
Pub Dat e: D e ce m be r 0 1 , 2 0 0 6
I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X
I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6
Pages: 5 0 4
Table of Cont ent s | I ndex
Copyright
The Missing Credits
Introduction
Part I: Word Basics for Simple Documents
Chapter 1. Creating, Opening, and Saving Documents
Section 1.1. Launching Word
Section 1.2. Creating a New Document
Section 1.3. Opening an Existing Document
Section 1.4. Your Different Document Views
Section 1.5. Saving and Closing Documents
Chapter 2. Entering and Editing Text
Section 2.1. Typing in Word
Section 2.2. Selecting Text
Section 2.3. Moving Around Your Document
Section 2.4. Cutting, Copying, and Pasting
Section 2.5. Finding and Replacing Text
Section 2.6. Saving Keystrokes with Quick Parts
Chapter 3. Setting Up the Document: Margins, Page Breaks, and More
Section 3.1. Choosing Paper Size and Layout
Section 3.2. Setting Document Margins
Section 3.3. Adding Page Background Features
Section 3.4. Adding Headers and Footers
Section 3.5. Working with Multiple Columns
Section 3.6. Line Numbers
Section 3.7. Hyphenation
Chapter 4. Formatting Text, Paragraphs, and Headings
Section 4.1. Formatting Basics
Section 4.2. Formatting Characters
Section 4.3. Formatting Paragraphs
Section 4.4. Creating Bulleted and Numbered Lists
Section 4.5. Setting Tabs
Section 4.6. Using Word's Rulers
Section 4.7. Fast Formatting with Format Painter
Section 4.8. Formatting with Styles
Section 4.9. Modifying Styles
Section 4.10. Managing Style Sets
Chapter 5. Themes and Templates
Section 5.1. Choosing a Theme
Section 5.2. Choosing a Template
Chapter 6. Spelling, Grammar, and Reference Tools
Section 6.1. Turning on Spelling and Grammar Checking
Section 6.2. Checking Spelling
Section 6.3. Checking Grammar and Style
Section 6.4. Controlling AutoCorrect
Section 6.5. Exploring Word's Research Tools
Section 6.6. Accessing Word's Thesaurus
Section 6.7. Translating Text
Section 6.8. Checking Your Word Count
Chapter 7. Printing Word Documents
Section 7.1. Quick and Easy Printing
Section 7.2. Print Preview
Section 7.3. Choosing a Printer
Section 7.4. Printing to an Adobe PDF File
Section 7.5. Faxing with Word
Section 7.6. Changing Print Settings
Section 7.7. Printing Envelopes
Section 7.8. Printing Labels
Section 7.9. Setting Print Options
Part II: Creating Longer and More Complex Documents
Chapter 8. Planning with Outlines
Section 8.1. Switching to Outline View
Section 8.2. Promoting and Demoting Headings
Section 8.3. Moving Outline Items
Section 8.4. Showing Parts of Your Outline
Chapter 9. Working with Long Documents
Section 9.1. Navigating a Large Document
Section 9.2. Understanding Sections
Section 9.3. Creating a Table of Contents
Section 9.4. Creating an Index
Section 9.5. Navigating with Hyperlinks
Section 9.6. Cross-Referencing Your Document
Section 9.7. Cross-Referencing Figures
Section 9.8. Creating Footnotes and Endnotes
Section 9.9. Inserting Citations and Creating a Bibliography
Section 9.10. Working with a Master Document
Chapter 10. Organizing Your Information with Tables
Section 10.1. Creating Tables
Section 10.2. Moving Around a Table
Section 10.3. Selecting Parts of a Table
Section 10.4. Merging and Splitting Cells
Section 10.5. Adjusting Column Width and Row Height
Section 10.6. Formatting Tables
Section 10.7. Doing Math in Tables
Chapter 11. Adding Graphics, Video, and Sound to Your Documents
Section 11.1. Drop Caps, Text Boxes, and WordArt
Section 11.2. Working with Pictures and Clip Art
Section 11.3. Working with SmartArt
Section 11.4. Working with Shapes
Section 11.5. Inserting Charts and Graphs
Section 11.6. Inserting Sound, Video, and Other Objects
Section 11.7. Adding Captions and Figure Numbers to Graphics
Chapter 12. Mass Mailing with Mail Merge
Section 12.1. Understanding Mail Merge Basics
Section 12.2. Running the Mail Merge Wizard
Section 12.3. Merging to E-Mail
Section 12.4. Editing Your Recipient List
Section 12.5. Sorting Your Recipient List
Section 12.6. Applying Merge Rules
Part III: Sharing Documents and Collaborating with Other People
Chapter 13. Creating Web Pages and Blogs
Section 13.1. Saving Word Documents As Web Pages
Section 13.2. Creating a Web Page from Scratch
Section 13.3. Web Page Design Tips
Section 13.4. Blogging from Word
Section 13.5. Setting Web Options
Chapter 14. Creating Forms with Word
Section 14.1. Creating a Paper Form
Section 14.2. Creating a Computer Form
Section 14.3. Setting Properties for Content Controls
Section 14.4. Testing Your Form
Chapter 15. Word's XML Connection
Section 15.1. What's XML and Why Should I Care?
Section 15.2. XML and Word's New File Format
Section 15.3. Tagging Information with Content Controls
Section 15.4. Attaching an XML Schema to Your Document
Chapter 16. Collaborating with Other People
Section 16.1. Adding Comments
Section 16.2. Tracking Changes While Editing
Section 16.3. Accepting and Rejecting Changes
Section 16.4. Removing All Comments and Tracked Changes
Section 16.5. Combining and Comparing Documents
Section 16.6. Protecting Your Document from Changes
Part IV: Customizing Word with Macros and Other Tools
Chapter 17. Customizing Your Workspace
Section 17.1. Customizing the Quick Access Toolbar
Section 17.2. Creating Keyboard Shortcuts
Section 17.3. Personalizing Word Options
Section 17.4. Changing Word's Display
Section 17.5. Customizing the Save Documents Settings
Section 17.6. Changing Editing Options
Chapter 18. Changing Your Security Settings
Section 18.1. Using Digital Signatures
Section 18.2. Customizing Trust Center Settings
Section 18.3. Showing Warnings
Section 18.4. Removing Personal Information
Chapter 19. Introducing Macros and Visual Basic
Section 19.1. Showing the Developer Tab
Section 19.2. Recording Macros
Section 19.3. Running Macros
Section 19.4. Reading Visual Basic Code
Section 19.5. Using Digital Signatures
Chapter 20. Creating Your Own Themes and Templates
Section 20.1. Designing Your Own Themes
Section 20.2. Designing Document Templates
Section 20.3. Using Global Templates
Part V: Appendix
Appendix A. Word Help and Beyond
Section A.1. Using Word's Built-in Help
Section A.2. Using Microsoft's Office Web Site
Section A.3. Third-Party Web Sites
Colophon
Index
Copyright © 2007 O'Reilly Media, I nc. All right s reserved.
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This book uses RepKover™, a durable and flexible lay- flat binding.
I SBN- 10: 0- 596- 52739- X
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[ C]
The Missing Credits
About the Author
Ch r is Gr ove r got his first com put er in 1982 when he realized it was easier t o writ e on
a com put er t han an I BM Select ric. He never looked back. Chris has worked as a t echnical writ er,
advert ising copywrit er, and product publicist for m ore t han 25 years. He is t he coaut hor of Digit al
Phot ography: The Missing Manual. I n addit ion t o com put er t opics, he's writ t en book reviews,
soft ware reviews, and art icles on subj ect s ranging from hom e rem odeling t o video recorder repairs.
His lat est proj ect is t he launching of Bolinas Road Creat ive ( www.bolinasroad.com ) , an agency t hat
helps sm all businesses prom ot e t heir product s and services. Chris lives in Fairfax, California wit h his
wife and t wo daught ers, who have learned t o t olerat e his com put er and gadget obsessions.
About the Creative Team
N a n Ba r be r ( edit or) has worked wit h t he Missing Manual series since it s incept ionlong enough t o
rem em ber inst alling Word from floppy disks. Em ail: nanbarber@oreilly.com .
Pe t e r M e ye r s ( edit or) works as an edit or at O'Reilly Media on t he Missing Manual series. He lives
wit h his wife and cat s in New York Cit y. Em ail: pet er.m eyers@gm ail.com .
M ich e le Filsh ie ( edit or) is O'Reilly's assist ant edit or for Missing Manuals and edit or of Dont Get
Burned on eBay. Before t urning t o t he world of com put er- relat ed books, Michele spent m any happy
years at Black Sparrow Press. She lives in Sebast opol. Em ail: m filshie@oreilly.com .
D a w n M a n n ( t echnical reviewer) has been wit h O'Reilly for over t hree years and is current ly an
edit orial assist ant . When not working, she likes rock clim bing, playing soccer, and generally get t ing
int o t rouble. Em ail: dawn@oreilly.com .
Gr e g Gu n t le ( t echnical reviewer) is a Windows vet eran covering Office, Program m ing, Net works and
Operat ing Syst em s. He's been providing t echnical edit ing services for t he past 20 years.
Rick Je w e ll ( t echnical reviewer) has been in t he t echnical indust ry since 1995. He's now a Bet a
Support Engineer for Microsoft . Since Microsoft acquired Groove in April of 2005, he's been a
t echnical support engineer support ing t he Groove product suit e, which will be incorporat ed int o t he
Prem ium edit ion of Microsoft Office 2007 when it 's released.
Jill St e in be r g ( copy edit or) is a freelance writ er and edit or based in Seat t le and has produced
cont ent for O'Reilly, I nt el, Microsoft , and t he Universit y of Washingt on. Jill was educat ed at Brandeis
Universit y, William s College, and St anford Universit y. Em ail: saysj ill@m ac.com
Acknowledgements
Many t hanks t o t he whole Missing Manuals creat ive t eam , especially t o Nan Barber, who had her
work cut out for her m aking m y prose readable. Pet er Meyers helped shape t he book and gent ly kept
us all on t rack. Dawn Mann, Greg Gunt le, and Rick Jewell checked and double- checked t he t echnical
det ails. Thanks t o Michele Filshie for edit ing, indexing, and working weekends.
As always, t hanks t o m y beaut iful wife Joyce, m y collaborat or in t hat ot her proj ect life. And hugs for
Mary and Am y who help m e approach everyt hing I do wit h fresh ent husiasm and a bundle of
quest ions.
Chris Grover
The Missing Manual Series
Missing Manuals are wit t y, superbly writ t en guides t o com put er product s t hat don't com e wit h print ed
m anuals ( which is j ust about all of t hem ) . Each book feat ures a handcraft ed index and RepKover, a
det ached- spine binding t hat let s t he book lie perfect ly flat wit hout t he assist ance of weight s or cinder
blocks.
Recent and upcom ing t it les include:
Access 2003 for St art ers: The Missing Manual by Kat e Chase and Scot t Palm er
Access 2007 for St art ers: The Missing Manual by Mat t hew MacDonald
Access 2007: The Missing Manual by Mat t hew MacDonald
AppleScript : The Missing Manual by Adam Goldst ein
AppleWorks 6: The Missing Manual by Jim Elferdink and David Reynolds
CSS: The Missing Manual by David Sawyer McFarland
Creat ing Web Sit es: The Missing Manual by Mat t hew MacDonald
Digit al Phot ography: The Missing Manual by Chris Grover and Barbara Brundage
Dream weaver 8: The Missing Manual by David Sawyer McFarland
eBay: The Missing Manual by Nancy Conner
Excel 2003 for St art ers: The Missing Manual by Mat t hew MacDonald
Excel 2003: The Missing Manual by Mat t hew MacDonald
Excel 2007 for St art ers: The Missing Manual by Mat t hew MacDonald
Excel 2007: The Missing Manual by Mat t hew MacDonald
FileMaker Pro 8: The Missing Manual by Geoff Coffey and Susan Prosser
Flash 8: The Missing Manual by E.A. Vander Veer
Front Page 3: The Missing Manual by Jessica Mant aro
GarageBand 2: The Missing Manual by David Pogue
Google: The Missing Manual, Second Edit ion by Sarah Milst ein, J.D. Biersdorfer, and Mat t hew
MacDonald
Hom e Net working: The Missing Manual by Scot t Lowe
iMovie HD 6: The Missing Manual by David Pogue
iPhot o 6: The Missing Manual by David Pogue
iPod: The Missing Manual, Fift h Edit ion by J.D. Biersdorfer
Mac OS X: The Missing Manual, Tiger Edit ion by David Pogue
Office 2004 for Macint osh: The Missing Manual by Mark H. Walker and Franklin Tessler
PCs: The Missing Manual by Andy Rat hbone
Phot oshop Elem ent s 5: The Missing Manual by Barbara Brundage
PowerPoint 2007 for St art ers: The Missing Manual by E.A. Vander Veer
PowerPoint 2007: The Missing Manual by E.A. Vander Veer
QuickBooks 2006: The Missing Manual by Bonnie Biafore
Quicken for St art ers: The Missing Manual by Bonnie Biafore
Swit ching t o t he Mac: The Missing Manual, Tiger Edit ion by David Pogue and Adam Goldst ein
The I nt ernet : The Missing Manual by David Pogue and J.D. Biersdorfer
Windows 2000 Pro: The Missing Manual by Sharon Crawford
Windows XP for St art ers: The Missing Manual by David Pogue
Windows XP Hom e Edit ion: The Missing Manual, Second Edit ion by David Pogue
Windows XP Pro: The Missing Manual, Second Edit ion by David Pogue, Craig Zacker, and Linda
Zacker
Windows Vist a: The Missing Manual by David Pogue
Windows Vist a for St art ers: The Missing Manual by David Pogue
Word 2007 for St art ers: The Missing Manual by Chris Grover
Introduction
Word. Microsoft Word has been t he world's m ost popular word processor for so long, it needs only
one nam elike Oprah or Madonna. Unlike cert ain celebrit ies, t hough, Word has undergone a m akeover
t hat goes well beyond cosm et ic. Microsoft has redesigned t he way you int eract wit h t he program and
has redefined t he underlying docum ent form at ( don't worry; your old Word docum ent s will st ill work) .
Som e t hings haven't changed: Word 2007 st ill m akes it easy t o creat e professional- looking let t ers,
business report s, and novels. But Microsoft has loaded t he program wit h new feat ures t o m ake
designing and form at t ing at t ract ive docum ent s easier t han ever. So even if you're well acquaint ed
wit h it s predecessors, Word 2007 needs an int roduct ion and a new book t oo. Som e of t he com m ands
t hat are old favorit eslike Cut and Past eare in new places. And som e high t ech feat ures t hat you m ay
have found count erint uit ive or inaccessiblelike m ail m erge and indexingare now out in t he open and
easier t o use.
The New Word
I n t he past , when Microsoft int roduced new versions of Word, it seem ed as if t he developers sim ply
t acked new feat ures on t op of t he old program wherever t hey'd fit . Som et im es t he result was sort of
like put t ing fins on a Volkswagen Beet le. Wit h Word 2007, however, Microsoft list ened t o t he crit ics
who com plained about Word's m aze of m enus and dialog boxes. There were also legit im at e
com plaint s about illogically placed com m ands and im port ant t ools t hat were buried. Wit h Word 2007,
all com m ands have been reorganized according t o t ask and funct ion. I s t he new syst em going t o put
a sm ile on everyone's face? No, probably not . I s it an im provem ent t hat m akes Word easier t o use
for m ost people? Yes.
Anot her concern was securit y. Microsoft has m ade m aj or changes in Word's file form at s t o m inim ize
t he chance t hat you'll open a docum ent cont aining a virus. I t would be naive t o t hink t hese st eps will
elim inat e virus t hreat s, but t hey'll cert ainly help.
So c'm on, pop t he hood, kick t he t ires, and t ake a look at Word's new chassis.
M e e t t h e r ibbon . The first t hing you not ice when you fire up Word 2007 is t hat it looks different
from ot her Windows program s you've used. The old m enus are gone and so are t he t oolbars. I n
t heir place you have t he ribbon, which is sort of a hybrid of t he t wo, as shown in Figure I - 1 . Where
you used t o see m enu nam es, you see t he nam es on t abs. Click a t ab, and you see a ribbon full of
but t ons, t ools, and com m ands. Unlike Word's previous t oolbars, t hese but t ons and t ools are big,
visual, and oft en include labels. But t ons clearly st at e what t hey do wit h bot h words and pict ures,
and if you see a down arrow, you can be assured it opens a m enu of closely relat ed com m ands.
Figu r e I - 1 .
That big round button in the upper-left corner is the Office button, where you find the commands that used to live
in the File menu. When you click one of the tabs along the top of the ribbon, you see buttons and drop-down menus arranged by task.
You can customize the Quick Access toolbar by adding the commands you use most frequently. The Help buttona circle with a
question markis always available in the upper-right corner of the main window and the dialog boxes.
Tip: Word's new ribbon is one of those features that's easier to understand when you see it in action. You can see a screencast
(onscreen demonstration) of the ribbon over on the Missing Manuals Web site. Head over to the "Missing CD" page at
www.missingmanuals.com . Look for other screencasts throughout this book.
Bu ildin g Block s for be t t e r docs . Word 2007's Building Blocks save t im e and st ress if you
consider yourself a writ er ( or a doct or, or a m anager) , not a designer. Building Blocks are
predesigned, preform at t ed elem ent s t hat you can easily drop int o your docum ent . Microsoft has
t hrown in dozens of headers, foot ers, t ables of cont ent s, fax cover pages, and m ore. Choose a
Building Block wit h t he look you want , and t hen pop it int o your docum ent , knowing it will look good
and include any pert inent det ails, like page num ber, docum ent t it le, even your nam e.
I n st a n t gr a t ifica t ion w it h Live Pr e vie w . Have you ever paused wit h your m ouse over a
com m and or a form at t ing opt ion and wondered what it would do t o your docum ent ? Those days are
over. Live Preview is a new feat ure in Word 2007. Now when you hold your m ouse over a
form at t ing st yle, Building Block, or color, you see a preview right wit hin your docum ent . I f you like
t he look, click your m ouse but t on. I f you don't , m ove your m ouse away from t he but t on or m enu
opt ion, and your docum ent snaps back t o it s previous appearance. And, of course, you can preview
som e m ore opt ions.
M or e a r t for t h e m a sse s . Each version of Word includes m ore of everyt hing, and Word 2007 is
no different in t hat respect : m ore clip art ; m ore chart s and graphs; and m ore lines, shapes, and
arrows. There's even a new t ype of art work called Sm art Art . Developed for business present at ions,
Sm art Art m akes it a breeze t o creat e flow chart s, organizat ional chart s, and ot her graphics t hat
com bine words and pict ures. You provide t he words, and Sm art Art t akes care of all t he sizing and
form at t ing.
H e lp! Ge t m e se cu r it y . That was t he cry of m any Word users when t hey opened a docum ent only
t o let loose a virus on t heir poor, unsuspect ing com put er. Microsoft has t ackled securit y problem s
from several different direct ions. For exam ple, Word 2007 has a new file form at t hat m akes it easier
t o ferret out docum ent s t hat m ay cont ain virus- infect ed program s. ( When it com es t o Word viruses,
t he m ain culprit s are Visual Basic for Applicat ions and t he t ools it creat es, called Act iveX cont rols.)
I n Word 2007, it 's also easier t han ever t o add digit al signat ures t o docum ent s t o m ake sure files
com e from a t rust ed source and haven't been t am pered wit h.
File t h is w a y, ple a se . The groans are audible any t im e an indust ry st andard like Microsoft Word
m akes m aj or changes t o it s file form at . The file form at is t he way a program writ es inform at ion t o a
com put er disc. As m ent ioned earlier, Microsoft is swit ching t o a new file form at for t he best of
reasonst o m ake all our com put ers safer from viruses. The downside of a new file form at is t hat you
can't open t he new docum ent s wit h older versions of Word unless you inst all a com pat ibilit y pack
for t he older program s. ( You can read all t he gory det ails in Sect ion 15.2 .)
About This Book
Microsoft expect s you t o get all t he inform at ion you need about Word from t he Help but t on in t he
upper- left corner of t he window. Word's help syst em cont ains a wealt h of inform at ion, and it 's great
in a pinch. But t he helps screens are a lit t le long on com put er geek- speak and short on useful t ips
and explanat ions t hat m ake sense t o t he rest of us. I n fact , som e of t he help screens are on
Microsoft 's Web sit e, so you can't even read t hem wit hout an I nt ernet connect ion. I f you're on t he
road and can't afford a hot el wit h a wireless connect ion, you're out of luck.
This book is t he m anual you need but Microsoft didn't give you. You'll even find som e t hings in here
t hat Microsoft would never say. I f a feat ure isn't up t o snuff, you'll read about it in t hese pages.
What 's m ore, Word 2007: The Missing Manual is designed t o accom m odat e readers at every t echnical
level. You won't be lost even if you've never used any version of Microsoft Word. Look for t he
sidebars called Up To Speed if you feel like you need t o cat ch up on a t opic. For t he advanced
beginner and int erm ediat e readers, t here are plent y of det ails. Word's a hum ongous program , and
t his book pokes int o all t he nooks and crannies. You'll find exam ples and st ep- by- st ep inst ruct ions for
m any of Word's m ore com plicat ed feat ures and funct ions. For even m ore det ail on t he advanced
t opics, look for t he Power Users' Clinic sidebars.
About the Outline
Word 2007: The Missing Manual is divided int o four part s, each cont aining several chapt ers:
Part 1, Word Basics for Sim ple Docum ent s
st art s at t he very beginning and get s you up and running fast , whet her you're a Word vet eran
or a newcom er. This part covers creat ing, opening, and saving docum ent scom plet e wit h a
descript ion of Word's new file form at s. You'll learn how t o view your Word docum ent s as
out lines, Web pages, and in special print preview and reading m odes.
You'll find chapt ers devot ed t o edit ing t ext and set t ing up new docum ent s wit h cust om
m argins, headers, and foot ers. You'll learn how t o use Word's t em plat es and t hem esspecial
t ools t hat m ake it easy for you t o creat e professional- looking docum ent s. You probably know
t hat Word includes reference t ools t hat check your spelling and help you find t he right word,
but have you ever used Word's language t ranslat ion t ools or creat ed a cust om dict ionary of
your own t echnical t erm s? Now's your chance t o learn how it 's done. Part 1 wraps up wit h a
com plet e discussion about print ing Word docum ent s.
Part 2, Creat ing Longer and More Com plex Docum ent s
helps yougraduat e t o t he next level of Word creat ions. When you work wit h long docum ent s,
it 's m ore im port ant t han ever t o plan ahead, so out lines are covered first . Word can
aut om at ically creat e a t able of cont ent s, an index, and a bibliography for your long docum ent ,
but you'll want t o learn som e of t he t ips and t ricks for using t hese t ools. This sect ion also
explains t he pros and cons of using a m ast er docum ent t o m anage t he part s of a very long
docum ent . These chapt ers cover all t he elem ent s you're likely t o add t o longer and m ore
com plex docum ent s, like t ables, pict ures, and even video and sound clips. Last but not least ,
t his part includes a chapt er t hat reveals t he m yst eries of m ail m erge and t akes you t hrough
st ep- by- st ep exam ples.
Part 3, Sharing Docum ent s and Collaborat ing wit h Ot her People
covers ways you can share your Word docum ent s and collaborat e wit h colleagues on proj ect s.
Whet her you're creat ing a Web page or creat ing a form , you'll find t he det ails here. I f you're
ready for a lit t le t ech t alk and a glim pse of t he fut ure, read t he chapt er on t he way Word
m akes use of XML ( Ext ensible Markup Language) . These days, docum ent s oft en pass t hrough
m any hands before t hey're ready for publicat ion, so you'll learn about Word's t ools t o m ake
t hat process go sm oot hly.
Part 4, Cust om izing Word wit h Macros and Ot her Tools
m oves int o int erm ediat e and advanced t errit ory, but you'll be ready for it when you get t here.
The first chapt er in t his part covers how you can set up Word t o work t he way you like t o work.
I f securit y is an im port ant issue for you, be sure t o read t he chapt er t hat covers Word's Trust
Cent er and ot her feat ures for safe com put ing. You'll learn how t o aut om at e t asks in Word using
m acros, and you'll find an int roduct ion t o Visual Basic. I f you're planning on creat ing
docum ent s for ot her people t o use, you'll be int erest ed in t he final chapt er on creat ing t hem es
and t em plat es.
About These Arrows
Throughout t his book, and t hroughout t he Missing Manual series, you'll find sent ences like t his one:
" Click St art
All Program s
Microsoft Office
Microsoft Office Word 2007." That 's short hand
for a m uch longer inst ruct ion t hat direct s you t o click t he St art but t on t o open t he St art m enu, and
t hen choose All Program s. From t here, click t he Microsoft Office folder, and t hen click Word's icon t o
launch it .
Sim ilarly, t his kind of arrow short hand helps t o sim ply t he business of choosing com m ands and
m enus, as shown in Figure I - 2 .
Figu r e I - 2 .
In this book, arrow notations help to simplify Word's ribbonstructure and commands. For example, "Choose View
Zoom
Page Width" is a more compact way of saying: "Click the View tab, and then go to the Zoom group and click Page
Width," as shownhere.
The Very Basics
I f your fingers have ever graced a com put er keyboard, you're probably fam iliar wit h t he following:
Press t he keys on your keyboard, and t ext appears in your docum ent . Hold t he Shift key down t o
t ype capit als or t o ent er t he various punct uat ion m arks you see above t he num bers keys
( ! @# $* &^ ) . Press Caps Lock, and your keyboard t ypes only capit al let t ers, but t he num bers and
ot her sym bols cont inue t o work as usual. To correct an error you've j ust m ade, you can use t he
Backspace key. Press it down once, and t he cursor m oves backward one space, erasing t he last
charact er you t yped. I f you cont inue t o hold it down, it will keep on going, eat ing up your work like a
st arving m an at a sm orgasbord. The Delet e ( or Del) key, usually on or near t he num erical keypad,
does t he sam e t hing but for t he charact er in front of t he insert ion point .
I f you've got t hat under your belt , t hen you're ready for t he rest of Word 2007: The Missing Manual .
This book assum es you're fam iliar wit h j ust a few ot her t erm s and concept s:
Click in g . This book gives you t hree kinds of inst ruct ions t hat require you t o use your
com put er's m ouse or t rackpad. To click m eans t o point t he arrow cursor at som et hing on t he
screen, and t henwit hout m oving t he cursor at allt o press and release t he clicker but t on on t he
m ouse ( or lapt op t rackpad) . To right - click m eans t o do t he sam e t hing, but wit h t he right
m ouse but t on. To double- click , of course, m eans t o click t wice in rapid succession, again
wit hout m oving t he cursor at all. And t o drag m eans t o m ove t he cursor while pressing t he
but t on.
Sh ift - click in g . Here's anot her bit of short hand. Shift - click m eans t o hold down t he Shift key,
and t hen t o click before releasing t he key. I f you underst and t hat m uch, t hen inst ruct ions like
Ct rl- click and Alt - click should be clear.
Th e r ibbon . Like t he older m enu syst em , Word's ribbon shows nam es across t he t op of t he
windowHom e, I nsert , Page Layout , and so on. I n t his book, t hese nam es are referred t o as t abs
. The but t ons and com m ands on t he ribbon change when you click each t ab, as shown in Figure
I - 3 . The ribbon organizes but t ons and com m ands in groups ; t he nam e of each group appears
along t he bot t om of t he ribbon. For exam ple, t he I nsert t ab has groups called Pages, Tables,
I llust rat ions, Links, and so on.
Ke yboa r d sh or t cu t s . I f you're t yping along in a burst of creat ive energy, it 's som et im es
disrupt ive t o t ake your hand off t he keyboard, grab t he m ouse, and t hen t ravel all t he way up
t o t he t op of t he screen t o, say, save your docum ent . That 's why m any com put er m avens
prefer t o t rigger com m ands by pressing cert ain com binat ions on t he keyboard. For exam ple, in
m ost program s you can press Ct rl+ S t o save t he file you're current ly working on. When you
read an inst ruct ion like " press Ct rl+ S," st art by pressing t he Ct rl key; while it 's down, t ype t he
let t er S, and t hen release bot h keys.
Figu r e I - 3 .
The tools on the ribbon change when you click different tabs. From top to bottom, these examples show the Home
tab, the Insert tab, and the Page Layout tab.
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Part I: Word Basics for Simple Documents
Ch a pt e r 1 : Cr e a t in g, Ope n in g, a n d Sa vin g D ocu m e n t s
Ch a pt e r 2 : En t e r in g a n d Edit in g Te x t
Ch a pt e r 3 : Se t t in g Up t h e D ocu m e n t : M a r gin s, Pa ge Br e a k s, a n d M or e
Ch a pt e r 4 : For m a t t in g Te x t , Pa r a gr a ph s, a n d H e a din gs
Ch a pt e r 5 : Th e m e s a n d Te m pla t e s
Ch a pt e r 6 : Spe llin g, Gr a m m a r , a n d Re fe r e n ce Tools
Ch a pt e r 7 : Pr in t in g W or d D ocu m e n t s
1. Creating, Opening, and Saving
Documents
Every Word proj ect you creat ewhet her it 's a personal let t er, a TV sit com script , or a t hesis in
m icrobiologybegins and ends t he sam e way. You st art by creat ing a docum ent , and you end by
saving your work. Sounds sim ple, but t o m anage your Word docum ent s effect ively, you need t o know
t hese basics and beyond. This chapt er shows you all t he different ways t o creat e a new Word
docum ent like st art ing from an exist ing docum ent or adding t ext t o a predesigned t em plat eand how t o
choose t he best one for your part icular proj ect .
You'll also learn how t o work fast er and sm art er by changing your view of your docum ent . I f you
want , you can use Word's Out line view when you're brainst orm ing, and t hen swit ch t o Print view
when you're ready for hard copy. This chapt er get s you up and running wit h t hese fundam ent al t ools
so you can focus on t he im port ant st uffyour words.
Tip: If you've used Word before, then you're probably familiar with opening and saving documents. Still, you may want to skim this
chapter to catch up on the differences between this version of Word and the ghosts of Word past. You'll grasp some of the big changes
just by examining the figures. For more detail, check out the gray boxes and the notes and tipslike this one!
1.1. Launching Word
The first t im e you launch Word aft er inst allat ion, t he program asks you t o confirm your nam e and
init ials. This isn't Microsoft 's nefarious plan t o pin you down: Word uses t his inform at ion t o ident ify
docum ent s t hat you creat e and m odify. Word uses your init ials t o m ark your edit s when you review
and add com m ent s t o Word docum ent s t hat ot her people send t o you ( Sect ion 16.3) .
You have t hree prim ary ways t o fire up Word, so use whichever m et hod you find quickest :
St a r t m e n u . The St art but t on in t he lower- left corner of your screen gives you access t o all
program s on your PCWord included. To st art Word, choose St art
All Program s
Microsoft
Office
Microsoft Office Word.
Qu ick La u n ch t oolba r . The Quick Launch t oolbar at t he bot t om of your screen ( j ust t o t he
right of t he St art m enu) is a great place t o st art program s you use frequent ly. Microsoft
m odest ly assum es t hat you'll be using Word a lot , so it usually inst alls t he Word icon in t he
Quick Launch t oolbar. To st art using Word, j ust click t he W icon, and voilá!
Tip: When you don't see the Quick Launch toolbar, here's how to display it: On the bar at the bottom of your screen, right-click an
empty spot. From the menu that pops up, choose Toolbars
Quick Launch. When you're done, icons for some of your
programs appear in the bottom bar. A single click fires up the program.
Ope n in g a W or d docu m e n t. Once you've creat ed som e Word docum ent s, t his m et hod is
fast est of all, since you don't have t o st art Word as a separat e st ep. Just open an exist ing Word
docum ent , and Word st art s it self. Try going t o St art
My Recent Docum ent s, and t hen, from
t he list of files, choose a Word docum ent . You can also double- click t he docum ent 's icon on t he
deskt op or wherever it lives on your PC.
Tip: If you need to get familiar with the Start menu, Quick Launch toolbar, and other Windows features, then pick up a copy of Windows
XP: The Missing Manual, Second Edition or Windows Vista: The Missing Manual.
So, what happens once you've got Word's m ot or running? I f you're a newcom er, you're probably j ust
st aring wit h curiosit y. I f you're fam iliar wit h previous versions of Word, t hough, you m ay be doing a
double t ake ( Figure 1- 1 ) . I n Word 2007, Microsoft com bined all t he old m enus and t oolbars int o a
new feat ure called t he ribbon. Click one of t he t abs above t he ribbon, and you see t he com m and
but t ons change below. The ribbon com m ands are organized int o groups, wit h t he nam e of each group
list ed at t he bot t om . ( See Figure 1- 1 for m ore det ail on t he ribbon.)
1.2. Creating a New Document
When you st art Word wit hout opening an exist ing docum ent , t he program gives you an em pt y one t o
work in. I f you're eager t o put words t o page, t hen t ype away. Sooner or lat er, t hough, you'll want t o
st art anot her new docum ent . Word gives you t hree ways t o do so:
Figu r e 1 - 1 .
When you start Word 2007 for the first time, it may look a little top-heavy. The ribbon takes up more real estate
than the old menus and toolbars. This change may not matter if you have a nice big monitor. But if you want to reclaim some of that
space, you can hide the ribbon by double-clicking the active tab. Later, when you need to see the ribbon commands, just click a tab.
Cr e a t in g a n e w bla n k docu m e n t . When you're preparing a sim ple docum ent like a t wo- page
essay, a not e for t he babysit t er, or a press releasea plain, unadorned page is fine. Or, when
you're j ust brainst orm ing and you're not sure what you want t he final docum ent t o look like,
you probably want t o st art wit h a blank slat e or use one of Word's t em plat es ( m ore on t hat in a
m om ent ) t o provide st ruct ure for your t ext .
Cr e a t in g a docu m e n t fr om a n e x ist in g docu m e n t . For let t ers, resum es, and ot her
docum ent s t hat require m ore form at t ing, why reinvent t he wheel? You can save t im e by using
an exist ing docum ent as a st art ing point ( Sect ion 1.2.2 ) . When you have a let t er form at t hat
you like, you can use it over and over by edit ing t he cont ent s.
Cr e a t in g a docu m e n t fr om a t e m pla t e ( Se ct ion 1 .2 .3 ) . Use a t em plat e when you need a
professional design for a com plex docum ent , like a newslet t er, a cont ract , or m eet ing m inut es.
Tem plat es are a lot like form st he m argins, form at t ing, and graphics are already in place. All you
do is fill in your t ext .
Tip: Microsoft provides a mind-boggling number of templates with Word, but they're not the only source. You can find loads more on the
Internet, as described in Section 5.2.1 . Your employer may even provide official templates for company documents.
To st art your docum ent in any of t he above ways, click t he Windows logo in t he upper- left corner of
t he screen. That 's Office 2007's new Office but t on . Click it , and a drop- down m enu opens, revealing
com m ands for creat ing, opening, and saving docum ent s. Next t o t hese com m ands, you see a list of
your Word docum ent s. This list includes docum ent s t hat are open, as well as t hose t hat you've
recent ly opened.
The Office but t on is also where you go t o print and em ail your docum ent s ( Figure 1- 2 ) .
Figu r e 1 - 2 .
The phrase most frequently uttered by experienced Word fans the first time they start Word 2007 is, "Okay,
where's my File menu?" Never fear, the equivalent of the File menu is still thereit's just camouflaged a bit. Clicking the Office button (the
one that looks like a Windows logo) reveals the commands you use to create, open, and save Word documents.
1.2.1. Creating a New Blank Document
Say you want a new blank docum ent , j ust like t he one Word shows you when you st art t he program .
No problem here are t he st eps:
1 . Ch oose Office bu t t on
New .
The New Docum ent dialog box appears.
2 . I n t h e u ppe r - le ft cor n e r of t h e la r ge " Cr e a t e a n e w W or d docu m e n t " pa n e l, click
" Bla n k docu m e n t " ( Figu r e 1 - 3 ) .
The New Docum ent box present s a seem ingly endless num ber of opt ions, but don't panic. The
" Blank docum ent " opt ion you want is on t he left side of t he first line.
3 . At t h e bot t om of t h e N e w D ocu m e n t dia log box , click Cr e a t e .
The dialog box disappears, and you're gazing at t he blank page of a new Word docum ent .
Bet t er get t o work.
Figu r e 1 - 3 .
Open the New Document box (Office button
New, or Alt+F, N), and Word gives you several ways to create a
new document. Click "Blank document" to open an empty document, similar to the one Word shows when you first start the program. Or
you can click "New from existing" to open a document that you previously created under a new name.
1.2.2. Creating a New Document from an Existing Document
A blank Word docum ent is sort of like a shapeless lum p of clay. Wit h som e work, you can m old it t o
becom e j ust about anyt hing. Oft en, however, you can save t im e by opening an exist ing docum ent
t hat 's sim ilar t o t he one you want t o creat e. I m agine t hat you writ e t he m inut es for t he m ont hly
m eet ings of t he Chief Execut ive Officer's Surfing Associat ion ( CEOSA) . When it 's t im e t o writ e up t he
June m inut es, it 's a lot fast er t o open t he m inut es from May. You keep t he boilerplat e t ext and all t he
form at t ing, but you delet e t he t ext t hat 's specific t o t he previous m ont h. Now all you have t o do is
ent er t he t ext for June and save t he docum ent wit h a new nam e: JuneMinut es.docx .
Note: The .docx extension on the end of the filename is Word 2007's new version of .doc. The switch from three-letter to four-letter
filename extensions indicates a change in the way Word stores documents. (If you need to share documents with folks using earlier
versions of Word, choose Office button
1.2.3 for details.)
Save As
Word 97-2003 document when you save the file. See the box in Section
Word gives you a " New from exist ing" docum ent - creat ion opt ion t o sat isfy your desire t o spend m ore
t im e surfing and less t im e writ ing m eet ing m inut es. Here's how t o creat e a new docum ent from an
exist ing docum ent :
1 . Ch oose Office bu t t on
N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow . Th e n
click " N e w fr om e x ist in g…" ( it sit s dir e ct ly be low t h e " Bla n k docu m e n t " bu t t on ) .
The t hree dot s at t he end of t he but t on's t it le t ell you t hat t here's anot her dialog box t o com e.
And sure enough, when you click " New from exist ing…" , it opens anot her box, appropriat ely
t it led New from Exist ing Docum ent ( Figure 1- 4 ) . This box looksand workslike a st andard
Windows Open File box. I t let s you navigat e t o a specific folder and open a file.
2 . On you r com pu t e r , fin d t h e e x ist in g docu m e n t you 'r e u sin g for a m ode l .
You can use t he bar on t he left t o change t he folder view. Word st art s you in your My
Docum ent s folder, but you can swit ch t o your deskt op or your My Com put er icon by clicking t he
icons on t he left . Double- click folder icons in t he large window t o open t hem and see t heir
cont ent s.
3 . Click t o se le ct t h e file , a n d t h e n click Cr e a t e N e w ( in t h e low e r - r igh t cor n e r ) .
( Alt e r n a t ive ly, j u st dou ble - click t h e file 's icon t o ope n it . Th is t r ick w or k s in a ll Ope n
File box e s.)
I nst ead of t he usual Open but t on at t he bot t om of t he box, t he but t on in t he New from Exist ing
Docum ent box reads Creat e Newyour clue t hat t his box behaves different ly in one im port ant
respect : I nst ead of opening an exist ing file, you're m aking a copy of an exist ing file. Once open,
t he file's nam e is som et hing like Docum ent 2.docx inst ead of t he original nam e. This way, when
you save t he file, you don't overwrit e t he original docum ent . ( St ill, it 's best t o save it wit h a new
descript ive nam e right away.)
Figu r e 1 - 4 .
Use the New from Existing Document box to find an existing Word document that you'd like to open as a model for
your new document. When you click Create New at bottom-right, Word opens a new copy of the document, leaving the original
untouched. You can modify the copy to your heart's content and save it under a different file name.
Tip: Windows' Open File boxes, like New from Existing Document, let you do a lot more than just find files. In fact, they let you do just
about anything you can do in Windows Explorer. Using keyboard shortcuts, you can cut (Ctrl+X), copy (Ctrl+C), and paste (Ctrl+V) files.
A right-click displays a shortcut menu with even more commands, letting you rename files, view Properties dialog boxes, and much
more. You can even drag and drop to move files and folders.
POWER USERS' CLINIC
Word's New File Formats: .docx and .docm
Wit h Office 2007, Microsoft t ook t he drast ic st ep of changing it s file form at s in hopes of im proving
your com put er's securit y. Malicious program m ers were using Office's m acros t o do nast y t hings t o
unsuspect ing com put ers. The .docx form at , t he new st andard for Word files, doesn't perm it m acros,
m aking it safe from t hose t hreat s. The .docm form at indicat es t hat a docum ent cont ains m acros or
ot her bit s of program m ing code. When opening one of t hese files, play it safe: I f you don't know who
creat ed t he .docm file, t hen don't open it .
The downside of t he new file form at s is t hat older versions of Word don't know how t o open t hese
.docx and .docm docum ent s. To open Word 2007 files wit h an older version ( even Word 2003) , you
need t o inst all t he Microsoft Office Com pat ibilit y Pack.
This soft ware fix gives pre- 2007 versions of Word t he power t o open docum ent s in t he new form at s.
Even t hen, you m ay not be able t o use or edit part s of t he file t hat use new Word feat ures ( like
t hem es, equat ions, and cont ent cont rols) . To download t he free com pat ibilit y pack, go t o
www.office.m icrosoft .com and t ype office 2007 com pat ibilit y int o t he search box at t he t op of t he
page.
Also, if you're preparing a Word docum ent for som eone who's using an older Word version, t hen you
have t o save it in a com pat ible form at , as described in t he t ip in Sect ion 1.2.2 . ( Fort unat ely, t he
com pat ibilit y issue doesn't go bot h ways: Word 2007 can open old .doc docs j ust fine.)
1.2.3. Creating a New Document from a Template
Say you're creat ing m eet ing m inut es for t he first t im e. You don't have an exist ing docum ent t o give
you a leg up, but you do want t o end up wit h handsom e, properly form at t ed m inut es. Word is at your
servicewit h t em plat es . Microsoft provides dozens upon dozens of prebuilt t em plat es for everyt hing
from newslet t ers t o post cards. Rem em ber all t he busy st uff in t he New Docum ent box in Figure 1- 3 ?
About 90 percent of t he it em s in t here are t em plat es.
I n t he previous exam ple, where you use an exist ing docum ent t o creat e t he m eet ing m inut es for t he
Chief Execut ive Officer's Surfing Associat ion ( CEOSA) , each m ont h you open t he m inut es from t he
previous m ont h. You delet e t he inform at ion t hat pert ains t o t he previous m ont h and ent er t he
current m ont h's m inut es. A t em plat e works pret t y m uch t he sam e way, except it 's a generic
docum ent , designed t o be adapt able t o lot s of different sit uat ions. You j ust open it and add your t ext .
The st ruct ure, form at t ing, graphics, colors, and ot her doodads are already in place.
Note: The subject of Word templates is a lengthy one, especially when it comes to creating your own, so there's a whole chapter
devoted to that topicChapter 20 .
Here's how t o get som e help from one of Microsoft 's t em plat es for m eet ing m inut es:
1 . Ch oose Office bu t t on
N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow .
On t he left of t he New Docum ent box is a Tem plat e Cat egories list . The t op ent ry on t his list is
I nst alled Tem plat est he ones Word has inst alled on your com put er.
You could use any of t hese, but you also have a world of choice wait ing for you online. On it s Web
sit e, Microsoft offers hundreds of t em plat es for all sort s of docum ent s, and you can access t hem
right from t he New Docum ent box. I f you have a fast I nt ernet connect ion, t hen it 's j ust as quick
and easy t o use an online t em plat e as it is using t he ones st ored on your com put er. I n fact , you'll
use an online t em plat e for t his exam ple.
Note: If you can't connect to the Internet right now, then simply choose one of the installed templates in