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Microsoft Word

Reference Guide
Copyright Notice

No part of this book may be reproduced in any form or by any electronic or mechanical means
including information storage and retrieval systems, without permission in writing from Technokraft.
Table of Contents
Chapter 1: Getting Started ........................................................................................................................... 7
Introduction .............................................................................................................................................. 7
Starting Word ............................................................................................................................................ 7
Screen layout ............................................................................................................................................ 8
Menus ....................................................................................................................................................... 9
Microsoft office Button............................................................................................................................. 9
The Ribbon .............................................................................................................................................. 10
Quick Access Toolbar .............................................................................................................................. 11
Chapter 2: Working with Documents ........................................................................................................ 13
Create a New Document ......................................................................................................................... 13
Opening an Existing Document ............................................................................................................... 13
Saving a Document ................................................................................................................................. 14
Renaming Documents ............................................................................................................................. 14
Working on Multiple Documents............................................................................................................ 15
Document Views ..................................................................................................................................... 15
Close a Document ................................................................................................................................... 16
Chapter 3: Customize the Word Environment .......................................................................................... 17
Popular .................................................................................................................................................... 17
Display ..................................................................................................................................................... 18
Proofing ................................................................................................................................................... 18
Save ......................................................................................................................................................... 19
Advanced ................................................................................................................................................ 19
Customize................................................................................................................................................ 20
Chapter 4: Formatting Text ........................................................................................................................ 21
Styles ....................................................................................................................................................... 21
Change Font face and Size ...................................................................................................................... 21
Font Styles and Effects ............................................................................................................................ 22
Change Text Color ................................................................................................................................... 22
Highlight Text .......................................................................................................................................... 22
Copy Formatting ..................................................................................................................................... 23
Clear Formatting ..................................................................................................................................... 23
Undo Changes ......................................................................................................................................... 24
Redo Changes.......................................................................................................................................... 24
Chapter 5: Formatting Paragraphs ............................................................................................................ 25
Change Paragraph Alignment ................................................................................................................. 25
Indent Paragraphs ................................................................................................................................... 25
Add Borders and Shading ........................................................................................................................ 27
Create Links ............................................................................................................................................. 27
Bookmark ................................................................................................................................................ 27
Hyperlinks ............................................................................................................................................... 28
Cross reference ....................................................................................................................................... 31
Change Spacing Between Paragraphs and Lines..................................................................................... 31
Chapter 6: Styles and Themes.................................................................................................................... 32
Apply Styles ............................................................................................................................................. 32
Creating New Styles ................................................................................................................................ 32
Style Inspector ........................................................................................................................................ 34
Themes .................................................................................................................................................... 35
Apply a Document Theme ...................................................................................................................... 35
Create your own Theme Colors and Fonts ............................................................................................. 36
Save a new document theme ................................................................................................................. 37
Delete a Document Theme ..................................................................................................................... 38
Chapter 7: Adding Tables ........................................................................................................................... 39
Create a Table ......................................................................................................................................... 39
Enter Data in a Table ............................................................................................................................... 39
Modify the Table Structure and Format a Table..................................................................................... 39
Chapter 8: Graphics .................................................................................................................................... 41
Symbols and Special Characters ............................................................................................................. 41
Equations ................................................................................................................................................ 41
Illustrations, Pictures, and SmartArt ....................................................................................................... 42
Resize Graphics ....................................................................................................................................... 44
Watermarks ............................................................................................................................................ 44
Quick Parts .............................................................................................................................................. 45
Signature line .......................................................................................................................................... 45
Chapter 9: Proof reading a Document. ...................................................................................................... 47
Spelling and Grammar ............................................................................................................................ 47
Thesaurus ................................................................................................................................................ 48
Customize AutoCorrect ........................................................................................................................... 49
Create a New Default Dictionary ............................................................................................................ 50
Check Word Count .................................................................................................................................. 51
Chapter 10: Page Formatting ..................................................................................................................... 52
Modify Page Margins and Orientations .................................................................................................. 52
Apply a Page Border and Color ............................................................................................................... 53
Insert Common Header and Footer Information .................................................................................... 53
Breaks.......................................................................................................................................................... 54
Using Section Breaks with Footers.......................................................................................................... 56
Insert a Cover Page ................................................................................................................................. 57
Insert a Blank Page .................................................................................................................................. 57
Chapter 11: Macro and Mail Merge........................................................................................................... 58
Macro ...................................................................................................................................................... 58
Create a Macro........................................................................................................................................ 58
Run and Edit a Macro .............................................................................................................................. 59
Add a Macro to the Quick Access Toolbar .............................................................................................. 60
Mail Merge .................................................................................................................................................. 62
Chapter 12: Creating Tables ....................................................................................................................... 68
Table of Contents .................................................................................................................................... 68
List of Figures .......................................................................................................................................... 71
Table of authorities ................................................................................................................................. 74
Indexing ....................................................................................................................................................... 76
Chapter 13: Creating Web Pages ............................................................................................................... 78
Hyperlinks ............................................................................................................................................... 78
Saving Web Pages ................................................................................................................................... 79
Chapter 14: Lists ......................................................................................................................................... 80
Bulleted and Numbered Lists .................................................................................................................. 80
Nested Lists ............................................................................................................................................. 80
Formatting Lists....................................................................................................................................... 81
Chapter 15: References and Citations ....................................................................................................... 82
Style......................................................................................................................................................... 82
Citations .................................................................................................................................................. 82
Placeholders ............................................................................................................................................ 83
Manage Sources ...................................................................................................................................... 84
Bibliography ............................................................................................................................................ 85
Footnotes and endnotes ......................................................................................................................... 85
Create a Footnote or Endnote ................................................................................................................ 85
Deleting a Footnote or Endnote ............................................................................................................. 86
Chapter 16: Track Changes......................................................................................................................... 87
Turn On Track Changes ........................................................................................................................... 87
Change How the Tracked Changes are Displayed................................................................................... 87
Display or Hide the Markup .................................................................................................................... 88
Display or Hide Specific Markup Items ................................................................................................... 88
Accept or Reject Changes ....................................................................................................................... 88
Use the Reviewing Pane.......................................................................................................................... 89
Working with comments......................................................................................................................... 90
Compare and Combine documents ........................................................................................................ 91
Password Protect a document. ............................................................................................................... 93
Chapter 17: Working with Templates........................................................................................................ 96
Create a new template. .......................................................................................................................... 96
Use a template ........................................................................................................................................ 97
Attach a Different Template to a Document .......................................................................................... 98
Copy Styles from a Template ................................................................................................................ 100
Chapter 1: Getting Started

Introduction

Microsoft Word is word processing software which was first released in 1983 under the name
Multi-Tool Word for XENIX Systems. It is a program offered in the Microsoft Office software
package; however, it is also sold as a standalone product and included in Microsoft Works Suite.
Beginning with the 2003 version, the branding was revised to emphasize Word's identity as a
component within the Office suite. Microsoft began calling it Microsoft Office Word instead of
merely Microsoft Word.

In Microsoft Word 2007 you can create and design different documents. While creating documents,
you can edit the documents, as well as enhance their appearance. Finished documents can be printed
in a variety of formats.

Starting Word

Click the Start Button -> All Programs -> Microsoft Office -> Microsoft Office Word 2007.
Screen layout
Menus

When you explore Word 2007 you will notice a new look to menu bar. There are three new features
in Word 2007: the Office Button, the Quick Access Toolbar, and the Ribbon. These three features
contain many functions that were in the menu of previous versions of Word. The functions of these
three features are:

Microsoft office Button

The Office button performs many of the functions that were located in the File menu of older
versions of Word. This button allows you to create a new document, open an existing document, save
or save as, print, send (through email or fax), publish or close.
The Ribbon

The Ribbon is the panel at the top of the document. It has seven tabs: Home, Insert, Page Layout,
References, Mailings, Review, and View that contain many new and existing features of Word. Each
tab is divided into groups. The groups are logical collections of features designed to perform task that
you will use in developing or editing your Word document. Commonly used features are displayed
on the Ribbon, to view additional features within each group, click on the dialog box launcher at the
bottom right of each group.

Each of the group contains the following tools:

Home: Clipboard, Fonts, Paragraph, Styles and Editing.

Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text and Symbols.
Page Layout: Themes, Page Setup, Page Background, Paragraph and Arrange.

References: Table of Contents, Footnotes, Citation & Bibliography, Captions, Index and Table of
Authorities.

Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish.

Review: Proofing, Comments, Tracking, Changes, Compare and Protect.

View: Document Views, Show/Hide, Zoom, Window and Macros.

Quick Access Toolbar

The quick access toolbar is a customizable toolbar that contains commands that you can use
frequently. You can place the quick access toolbar above or below the ribbon. To change the location
of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the
Ribbon.
To add items to the quick access toolbar

Right click on any item in the Office Button or the Ribbon.

Click on Add to Quick Access Toolbar and a shortcut will be added to the Quick Access Toolbar.

To reset the quick access toolbar

Click on the arrow at the end of the Quick access toolbar -> More Commands -> Reset -> OK.
Chapter 2: Working with Documents

Create a New Document

Click the Office Button and click New (CTRL+N).

You will notice that when you click on New button, you have many choices to select from the type of
documents you can create. If you wish to start from a blank document, click Blank document.

OR

If you wish to start from anything apart from a blank document, you can browse through your
choices on the left, choose the selection from the center screen, and preview the selection on the
right.

Opening an Existing Document

Click the Office Button and click Open (CTRL+O).

OR

If you have recently used the document you can click the Office Button and click the name of the
document from the Recent Documents section of the window.
Saving a Document

Click the Office Button and Click Save (CTRL+S). It will ask you to assign a name
to file for the first time you save. From there choosing Save will update the file to include the
new information.

Click the Office Button and Click Save AS (CTRL+S). Save As saves an existing file
under a new name or as a different format.
Click the Save icon on the Quick Access Toolbar.

Renaming Documents

To rename a Word document while using the program:

Click the Office Button and browse the file you want to rename.

Right-click the document name with the mouse and select Rename from the shortcut menu.

Type the new name for the file and press the ENTER key.
Working on Multiple Documents
Several documents can be opened simultaneously if you are editing multiple documents at once. All
open documents will be listed in the View tab, when you click on Switch Windows. The current
document has a checkmark beside the file name. Select another open document to view it.

Document Views
There are many ways to view a document in Word.

Print Layout: This shows how your document will look once it is printed. It includes all
tables, text, graphics and images.
Full Screen Reading: This view displays two pages at a time in a clearly visible screen font
similar to an actual book.
Web Layout: This is a view of the document as it would appear in a web browser or a web
page.
Outline: This is an outline form of the document in the form of bullets. Outline view can
help you create a simple list of items or it can create a hierarchical list.
Draft: This view does not display pictures or layouts, just text.

To view a document in different forms, click the document views shortcuts at the bottom of the
screen or:

Click the View tab on the Ribbon.


Click on the appropriate document view.
Close a Document
To close a document:

Click the Office Button and click Close.

OR

Click on the Close button on the top right corner of your document.
Chapter 3: Customize the Word Environment

Word 2007 offers a wide range of customizable options that allow you to make Word work the best
for you. To access these customizable options:

Click the Office Button and click Word Options.

Popular
This features allows you to personalize your work environment with language, color schemes, user
name and allow you to access the Live Preview feature. The Live Preview feature allows you to
preview the results of applying design and formatting changes without actually applying it.
Display
This feature allows you to modify how the document content is displayed on the screen and when
printed. You can show or hide certain page elements.

Proofing
This feature allows you personalize how to corrects and formats your text. You can customize auto
correction settings and have certain words or errors ignored in the document.
Save
This feature allows you personalize how your document is saved. You can specify how often you
want auto save to run and where you want to save the documents.

Advanced
This feature allows you to specify options for editing, copying, pasting, displaying, printing and
saving.
Customize
Customize allows you to add features to the Quick Access Toolbar. If there are tools that you are
using frequently, you can add these to the Quick Access Toolbar.
Chapter 4: Formatting Text

Styles

A style is a formatting tool that includes font faces, font size, effects (bold, italics, underline), colors
and more. You will notice that on the Home Tab you have several options that will control the style
of your document: Font, Paragraph, and Styles.

Change Font face and Size

To change the font face:

Click the font face drop down menu and choose a font.

Remember that you can preview how the new font will look by selecting the text, and
hovering over the new font face.
To change the font size:

Click the font size drop down menu and choose the appropriate size

OR

Click the Grow or Shrink font buttons to change the font size.

Font Styles and Effects

Font styles are predefined formatting options that are used to emphasize text. They include: Bold,
Italic, and Underline. To add these to text:

Select the text and click the Font Styles on the Font Group, or
Select the text and right click to display the font tools.

Change Text Color

To change the text color:

Select the text and click the Colors button on the Font Group, or
Highlight the text and right click and choose the colors tool.
Select the color by clicking on the font color drop down.

Highlight Text

Highlighting text allows you to use emphasize text as if you had a marker. To highlight text:

Select the text and click the Highlight Button on the Font Group, or
Select the text and right click and select the highlight tool.
To change the color of the highlighter, click on Highlight Button drop down.

Copy Formatting

If you have formatted text the way you want and would like another portion of the document to have
the same formatting, you can copy the formatting. To copy the formatting, do the following:

Select the text with the formatting you want to copy.


Click the Format Painter button on the Clipboard Group of the Home Tab
Apply the copied format by selecting the text and clicking on it.

Clear Formatting

To clear text formatting:

Select the text you wish to clear the formatting.


Click the Styles dialogue box on the Styles Group on the Home Tab.
Click Clear All.
OR
Select the text you wish to clear the formatting and click on the Clear Formatting button on
the Font Group.

Undo Changes

To undo changes:

Click the Undo Button on the Quick Access Toolbar.

Redo Changes

To redo changes:

Click the Redo Button on the Quick Access Toolbar.


Chapter 5: Formatting Paragraphs

Formatting paragraphs allows you to change the look of the overall document. You can access tools
of paragraph formatting by clicking the Page Layout Tab or the Paragraph Group on the Home
Tab.

Change Paragraph Alignment

The paragraph alignment allows you to set how you want text to appear. To change the alignment:

Click the Home Tab.


Choose the appropriate button for alignment on the Paragraph Group.
o Align Left: the text is aligned with your left margin
o Center: The text is centered within your margins
o Align Right: Aligns text with the right margin
o Justify: Aligns text to both the left and right margins.

Indent Paragraphs

Indent paragraphs allow you set text within a paragraph at different margins. There are several
options for indenting:

First Line: Controls the left boundary for the first line of a paragraph.
Hanging: Controls the left boundary of every line in a paragraph except the first one.
Left: Controls the left boundary for every line in a paragraph.
Right: Controls the right boundary for every line in a paragraph
Center: Controls the text to center in a line without having to center the entire line.
Bar: Used to add a thin vertical line at the tab stop position in each line.

To indent paragraphs, you can do the following:

Click the Indent buttons to control the indent.


Click the Indent button repeated times to increase the size of the indent.

Click the dialog box of the Paragraph Group.


Click the Indents and Spacing Tab.
Select your indents.
Add Borders and Shading

You can add borders and shading to paragraphs and entire pages. To create a border around a
paragraph or paragraphs:

Select the text where you want the border or shading.


Click the Borders Button on the Paragraph Group on the Home Tab.
Choose the Border and Shading.
Choose the appropriate options.

Create Links

To create link or mark locations within the document that you can be reference from another part of
the document first create a bookmark. Bookmarks are commonly used as a destination cross
references and hyperlinks.

Bookmark

Select the text at the point you want to bookmark.


Click the Insert tab and click the Bookmark button in the Links group.
Type a name for the bookmark.
Click the Add button.

The bookmark is inserted. You can use it as a point of reference for links and for navigating a large
document.

Hyperlinks

Use hyperlinks to point to web pages, other files, email addresses and other parts of the same
document. Hyperlinks make it easy for the reader to access related content. To follow a hyperlink in
Word you need to hold down the Ctrl key and click with the mouse.

Insert a Hyperlink

Select the text you want to use for the hyperlink.


Click the Insert tab on the Ribbon.
Click the Hyperlink button in the Links group.

To a Part of the Same Document

To link within the document you first need to create bookmarks.


Click the Bookmark button and select the bookmark you want to use.
Click OK.

To a Web Page

Click the Existing File or Web Page option in the Link to: panel.

Type the URL of the web page into the Address: box.
Or
Click the Browse the Web button, find the web page you want to use and close the browser.
Click OK.

To a File

Click the Existing File or Web Page option in the Link to: panel.
Locate and select the file you want to link to.
Click OK.

To an Email Address

Click the E-mail Address option in the Link to: panel.

Type the address you want to use.


Enter a subject for the email in the Subject: field
Click OK.

Remove a Hyperlink

Hyperlinks can be removed from text if they are no longer required.

Right click on the hyperlinked text.


Select Remove Hyperlink from the menu.
Cross reference

Insert a cross reference to point the reader to another part of the document for more information on
what they are reading. Cross references can point to headings, numbered items, captions and
bookmarks and more.

Insert a Cross Reference

Click on the document where you want to insert the cross reference.
Click the Insert tab on the Ribbon and click the Cross Reference button in the Links group.

Click the Reference type list arrow and select the type of reference you want to use.
Select the item you want to reference in the list that appears below and click Insert.

To update a cross reference, right click on the reference and select Update Field or press F9.

Change Spacing Between Paragraphs and Lines

You can change the space between lines and paragraphs by doing the following:

Select the paragraph or paragraphs you wish to change.


On the Home Tab, Click the Paragraph Dialog Box Launcher.
Click the Indents and Spacing Tab and in the Spacing section, adjust your spacing
accordingly.
Chapter 6: Styles and Themes

The Styles will allow you to quickly format a document with a consistent and professional look.
Styles can be saved for use in many documents.

Apply Styles

There are many quick styles already for you to use. To view the available styles click the
Styles dialog box on the Styles Group in the Home Tab. To apply a style:

Select the text.


Click the Styles Dialog Box.
Click the Style you choose.

Creating New Styles

You can create styles for formatting that you use regularly. There are two ways to do this: New
Styles or New Quick Styles.

New Styles

To create a new style:

Click the Styles Dialog Box and click the New Style Button.
Complete the New Style dialog box.
At the bottom of that dialog box, you can choose to add this to the Quick Style List or to
make it available only in this document.

New Quick Style

To create a style easily:

Place cursor anywhere in the chosen style.


Click the Styles dialog box.

Click Save Selection as New Quick Style.


Style Inspector

To determine the style of a particular section of a document:

Place the cursor anywhere on the text that you want to find the style.
Click the Styles Drop Down Menu and click the Style Inspector Button.
Themes

Use document themes to provide a consistent and professional look to your documents. Document
themes are a combination of three design elements:

Theme Colors: A set of eight colors that can be used to quickly format text and objects in a
document
Theme Fonts: A set of co-ordinate heading and body text fonts
Theme Effects: A set of formatting properties for shapes and objects

Apply a Document Theme

Applying a theme will change the colors, fonts and effects within that document.

Click the Page Layout tab on the Ribbon.


Click the Themes button in the Themes group.

A list of document themes appears. The default theme is Office. Select the theme you want to apply.

Click More Themes on Microsoft Office Online to search for more themes or click Browse for
Themes to look for a theme which may have been saved locally, such as one created by yourself.
Create your own Theme Colors and Fonts

Creating a new set of theme colors is especially popular in businesses to establish the brand set of
colors. This new color scheme can be used across documentation to keep them consistent.

Click the Page Layout tab on the Ribbon.


Click the Theme Colors or Theme Fonts button.

Select the Create New Theme Colors or Create New Theme Fonts option at the bottom of
the list.
Select the colors or fonts that you would like to use and enter a name for the new set in the
Name: box.
Click Save.

The new set of theme colors of fonts is now ready and can be applied to a document by clicking
the Theme Colors or Theme Fonts button and selecting the required set.

Save a new document theme

You can save new theme colors and fonts that you have created as a document theme. For
example, you could save a new document theme that uses specific colors and fonts for certain
types of documents.

Apply the theme colors, fonts and effects you want to use in your document theme to the
document.
Click the Page Layout tab on the Ribbon.
Click the Themes button from the Themes group.
Select Save Current Theme from the menu.
The Save Current Theme dialogue box appears. Enter a name for the theme and click Save.
The new document theme can now be found and applied to a document from the Themes button.

Delete a Document Theme

When a document theme is no longer required it can be removed.

Click the Page Layout button on the Ribbon.


Click the Themes button.
Right click on the theme you want to remove and select Delete.

Click Yes to confirm the deletion.


Chapter 7: Adding Tables

Tables are used to display data in a table format.

Create a Table

Place the cursor where you want the new table and click Insert tab.
Click the Table Button on the Tables Group. You can create a table in one of four ways:
o Highlight the number of row and columns.
o Click Insert Table and enter the number of rows and columns.
o Click the Draw Table, create your table by clicking and entering the rows and
columns.
o Click Quick Tables and choose a table.

Enter Data in a Table


Place the cursor in the cell where you wish to enter the information. Start typing.

Modify the Table Structure and Format a Table


To modify the structure of a table:

Click the table and notice that you have two new tabs on the Ribbon: Design and Layout.
On the Design Tab, you can choose:

Table Style Options


Table Styles
Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab
allows you to:

View Gridlines and Properties (from the Table Group)


Insert Rows and Columns (from the Rows & Columns Group)
Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
Merge or Split Cells (from the Merge Group)
Increase and Decrease cell size (Cell Size Group)
Align text within the cells and change text directions (Alignment Group)
Chapter 8: Graphics

Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.

Symbols and Special Characters

Special characters are punctuation, spacing or typographical characters that are not generally
available on the standard keyboard. To insert symbols and special characters:

Place your cursor where you want the symbol and click the Insert Tab.
Click the Symbol button on the Symbols Group.
Choose the appropriate symbol.

Equations
Word 2007 also allows you to insert mathematical equations. To access the mathematical equations
tool:

Place your cursor where you want the symbol and click the Insert Tab.
Click the Equation Button on the Symbols Group.
Choose the appropriate equation and structure or click Insert New Equation.
To edit the equation click on the equation and the Design Tab will be available in the Ribbon.

Illustrations, Pictures, and SmartArt


Word 2007 allows you to insert illustrations and pictures into your document. To insert illustrations:

Place your cursor where you want the illustration/picture.


Click the Insert Tab and click the Clip Art Button.
The dialog box will open on the right side of your screen and you can search for clip art.
Choose the illustration you wish to include.
To insert a picture:

Place your cursor where you want the/picture and click the Insert Tab.
Click the Picture Button and browse for the picture you wish to include.
Click Insert

Smart Art is a collection of graphics used to visually communicate information. You can use it to
organize information within your document. It includes timelines, processes, or workflow. To insert
SmartArt:

Place your cursor where you want the SmartArt and click the Insert Tab.
Click the SmartArt button and choose the SmartArt you wish to include in your document.
Click the arrow on the left side of the graphic to insert text or type the text in the graphic.
Resize Graphics
All graphics can be resized by clicking the image and clicking one corner of the image and dragging
the cursor to the size you want the picture.

Watermarks
A watermark is a transparent image that appears behind the primary text in a document. To insert a
watermark:

Click the Page Layout Tab and click the Watermark button in the Page Background
Group.
Select the default watermark available or click Custom Watermark and create your own
watermark.

To remove a watermark, follow the first step above and click Remove Watermark.
Quick Parts
Quick parts are used to insert reusable piece of content to the document, including fields and document
properties.

Click the Insert tab on the Ribbon.


Click Quick Parts in the Text group.

To insert a document property, hold your mouse over Document Property and select the
one you'd like to insert.
For more options, click Building Blocks Organizer and you can browse the list of
building blocks.
To preview an item, click it: it appears in the pane to the right.
When you find an item you'd like to insert, select it and click Insert.
Or, you can close the dialog box without inserting anything by clicking Close.

Signature line
To add a signature line to a document

Place the cursor in the document where you want to add a signature line.
On the Insert tab in the Text group, select Signature Line and click OK.
In the Signature Setup dialog box,
o Type the name in the Suggested signer box.
o Type the organizational title (if any) in the Suggested signer's title box.
o Type the e-mail address (if any) in the Suggested signer's e-mail address box.

If you want to provide any instructions, type these instructions in the Instructions to the
signer box. These instructions are displayed in the Signature box that the signer uses to sign
the document.
If you want the signer to be able to add comments along with the signature, select the Allow
the signer to add comments in the Sign dialog check box.
If you want to show the date when the signature is added in the signature line, select the
Show sign date in signature line check box.
Click OK.

Sign the signature line in a document


When you sign the signature line in a document, you add both a visible representation of your
signature and a digital signature.
1. In the document, double-click the signature line where your signature is requested.

2. In the Sign dialog box, do one of the following:


To add a printed version of your signature, type your name in the box next to the X.
To select an image of your written signature, click Select Image. In the Select Signature
Image dialog box, find the location of your signature image file, select the file that
you want, and then click Select.
Click Sign.

Remove a digital signature from a document


You can remove a digital signature from a Microsoft Office document that has been digitally signed.
1. Open the document that contains the signature you want to remove.
2. Click the Microsoft Office Button, point to Prepare and then click View Signatures.
3. In the Signatures task pane, point to the signature that you want to remove, click the arrow
that appears on the right, and then click Remove Signature.
4. When you are asked if you want to permanently remove the signature, click Yes.
Chapter 9: Proof reading a Document.

There are many features to help you proofread your document. These include: Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.

Spelling and Grammar


To check the spelling and grammar of a document:

Place the cursor at the beginning of the document or the beginning of the section that you
want to check
Click the Review Tab and click Spelling & Grammar on the Proofing Group.

If found any errors, displays a dialog box that allows you to choose a more appropriate spelling or
phrasing.

If you wish to check the spelling of an individual word, you can right click any word that has been
underlined by red color and choose a substitution.
Thesaurus
The Thesaurus allows you to view synonyms. To use the thesaurus:

Click the Review Tab and click the Thesaurus button on the Proofing Group.
The thesaurus tool will appear on the right side of the screen and you can view word options.

You can also access the thesaurus by right-clicking any word and choosing Synonyms on the menu.
Customize AutoCorrect
You can set up the AutoCorrect tool in Word to retain certain text the way it is. To customize
AutoCorrect:

Click the Office button and click the Word Options button.
Click the Proofing tab and click on AutoCorrect Options button.

On the AutoCorrect Tab, you can specify words you want to replace as you type
Create a New Default Dictionary
Often you will have business or educational jargon that may not be recognized by the spelling and/or
grammar check in Word. You can customize the dictionary to recognize these words.

Click the Office button and click the Word Options button.
Click the Proofing tab and click on Custom Dictionaries of When Correcting Spelling in
Microsoft Office programs.

Click Edit Word List

Type any words that you may use and are not recognized by the current dictionary.
Click Edit Word List.
Check Word Count
To count the number of words in MS Word 2007 look at the bottom left corner of the screen. It will
give you a total word count or if you have highlighted text it will tell you how many words are
highlighted out of the total.
Chapter 10: Page Formatting

Modify Page Margins and Orientations

The page margins can be modified through the following steps:

Click the Page Layout Tab and click Margins.


Select a Default Margin, or
Click Custom Margins and complete the dialog box.

To change the Orientation, Size of the Page, or Columns:

Click the Page Layout Tab and click the Orientation, Size or Columns drop down menus.
Select the appropriate choice.
Apply a Page Border and Color

To apply a page border or color:

Click the Page Layout Tab and click the Page Color or Page Borders drop down menu.
Select the appropriate choice.

Insert Common Header and Footer Information

To insert Header and Footer such as page numbers, date or title double click on the top or bottom
section of the page to enable your master page:

Click the Insert Tab and click Header or Footer.


Select the appropriate style.

The Header/Footer Design Tab will display on the Ribbon.

Choose the information that you would like to have in the header or footer (date, time, page numbers,
etc.) or type in the information you would like to have in the header or footer
Breaks

The Breaks tool in Word is used to get your documents formatted better. Most of us have used Page
Breaks in Word, but Word also includes several other breaks to he
help your format your documents.

You can insert a Page Break from the Insert tab. All the other breaks are listed in the Page Layout
tab. Click the Breaks button and you will see all 7 page and section breaks.

Page Break

You can add Page Break from the Insert tab or the Page Layout
tab. Page
age breaks only start you on the next page; all formatting
will be kept the same from your original page to your new one.
Use this when you want to just start typing on a new page but
want the formatting to all stay the same.
Column Break

Column Break is used to move you to the next column,


leaving your previous text in the first column. If you go
back and add more text to the first column, itll just go on
down in the same column unless you add enough to
overflow it.

Text Wrapping

Want to have caption text around a picture? Select the text


beside the picture, and select Text Wrapping.
Wrapping This will let
you keep this text together with consistent formatting, and
will flow the rest of the document around this section.

Next Page, Section Break, and Even/Odd Page Breaks

The
he Next Page break moves you to the next page and gives
you entirely separate formatting in the new section. The
Even and Odd Page breaks let you insert a section break and
go to the next even or odd page,
age, respectively, so you can
easily format your documents for left and right pages in a
book. Alternately, the Continuous break does the same
thing without putting you on a new page.

Want to switch from 2 column texts to single column, or


want to apply a new font scheme to only the cover page?
This is the break youll want. Now you can format a full
document with cover, contents, and references, all with their
own unique formatting but saved in the same document.
Using Section Breaks with Footers

Formatting
atting footers correctly takes a bit more work. By default, your document footers will have the
same content even on pages with section breaks. To change this, double-click
click a header or footer in
the new section of your document, and click the Link to Previous button to turn linking off. Now
your footers and headers will be fully unique between your document sections.

You can also choose to just keep your first page or your odd and even pages with different footers
and headers. To do this, check the appropriate box on Options in the Footer and Header Design tab.
Insert a Cover Page
To insert a cover page:

Click the Insert Tab and click the Cover Page drop down menu.
Select a Default cover page style.

OR

Create your own cover page and select it (Ctrl+A).


Click the Insert Tab then click the Cover Page drop down menu and click on Save
Selection to Cover Page Gallery.
Give a name to cover page and click OK.

Insert a Blank Page

To insert a blank page:

Click the Insert Tab and click Blank Page Button on the Page Group.
Chapter 11: Macro and Mail Merge

Macro

A macro is a series of actions that are recorded and can then be executed in a single click of a button.
Create a macro to perform time consuming, repetitive tasks so that you don't have to complete them
yourself.

Create a Macro

When you record a macro, Word records every step you take. A macro can only be edited by
changing the VBA code. So if a mistake is made, it can be easier to delete the macro and then record
it again.

Click the View tab on the Ribbon.


Click the list arrow on the Macros button and select Record Macro.

Type a name for the macro in the Macro name: box.


When entering the name of a macro, dont use spaces or start with a number.

Click the Store macro in: list box and choose to save the macro in one of the templates or in
the current document.
Enter a description for the macro in the Description: field.
Click OK.
Word starts recording your actions. A cassette icon is visible on the mouse arrow and the Stop
Recording button appears on the Status Bar at the bottom of the window.

Perform the actions that you want the macro to record and click the Stop Recording button when
you have finished. The macro has been created. It is not accessible by any toolbar button at the
moment. The macro should be tested, and edited if required, before it is assigned a toolbar button.

Run and Edit a Macro

After creating a macro it should be tested to check that it functions as required. Sometimes a macro
may not work as desired and the VBA code will require some tweaking.

Run a Macro

Click the Macros button on the View tab or press Alt + F8 to open the Macros dialogue
box.

Select the macro you want to run from the list.


Click Run,
The macro runs performing the recorded steps.

Edit a Macro

Editing a macro requires the use of VBA code. With just a little knowledge of VBA you can make
minor adjustments to macros to correct them, or make them run more efficiently.
Click the Macros button on the View tab or press Alt + F8.
Select the macro that you want to edit.
Click Edit.
The Visual Basic Editor displays the code written for your macro. Delete or enter the
necessary code.

Click the Save button and close the VBE window.

Add a Macro to the Quick Access Toolbar

To make a macro more accessible it can be added as a button to the Quick Access Toolbar. The
macro can then be run from the click of a button saving time.

Click the Customize Quick Access Toolbar button and select More Commands.
Click the Choose commands from: list arrow and select Macros.

Select the macro you want to add from the list and click the Add button.
Click Modify to change the Display name: and image for the button.

Click OK.
The macro button is added to the Quick Access Toolbar.
Mail Merge

Mail merge is used to create a set of documents that are same but each document contains unique
elements such as a persons name, address, greeting line, etc. Creating each document with different
elements individually would take hours. When you use the mail merge feature, some of the content
in the document remains the same while the selected element will be different in each document.

1. Start a Mail Merge

Click the Mailings tab > Start Mail Merge> Step by Step Mail Merge Wizard.

2. Select Document Type

From the Mail Merge task pane, select Letters.


Click Next: Starting document.

3. Select the Starting Document.

You have three options to start your mail merge document.

a) You can use the currently opened document as your mail merge document.
b) You can select one of the ready-to-use mail merge templates.
c) You can open an existing document and use it as your mail merge main document.

We will use the currently opened document.

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

4. Select Recipients
In the third step, you need to choose a method to attach the data source that contains the
element that you need changed on each individual document (e.g. first name, last name,
address, etc.) for your recipients. There are three methods:

a) Use an existing data source that youve created/saved earlier.


b) Use names from a Microsoft Outlook Contacts list.
c) Create a new database of names and addresses.

We will use Create a new database of names and addresses.

To create a new database, select the Type a new list option button, and click Create.
In the New Address Lis List dialog box, enter the information (title, first name, last
name, address, etc.) for each recipient. Click the New Entry to move to the next
record. If there is no information for a particular field, dont worry, leave the box
blank. When you are done, click on the OK.

To save the database, give the file a name, and click the Save.
If you want to sort, filter, find duplicate entries, etc., use the options under Refine
recipients list section then click OK.

Click the Next: Write your letter link to proceed to the next step.
5. Write Your Letter.

Type the content that you want to include in your letter.

To add recipient information to your letter, click a location in the document and click
the Insert Address Block (You can also use the greeting line and other options in theth
list to add more information), Click OK to continue.
When you finish editing the main document, click Save or Save As from the File
menu. To proceed to the next step, click Next: Preview your letters.
letters

6. Preview Your Letters and Complete the Merged


Merged.
Here you can review your merged data, one letter at a time. You can also make
changes to your recipient list or personalize individual letters. Click the Next:
Complete the merge link to merge the variable information with the form letter, and
output the merge
erge result.

Now you can print the letters and send them!


Chapter 12: Creating Tables
Table of Contents

The easiest way to create a Table of Contents is to use the Heading Styles to include in the Table of
Contents. For example: Heading 1, Heading 2 etc. based on the content of your document. When you
add or delete headings from your document, Word updates your Table of Contents and also the page
number. The Table of Contents is formatted based on levels of headings. Level 1 will include any
text identified with the style Heading 1.

Mark Table of Contents Entries

You can mark the Table of Contents entries in one of the two ways: by using built-in heading styles
or by marking individual text entries.

To Use Built-In Heading Styles

Select the text that you wish to be the heading.


Click the Home Tab and click Heading 1 (or the appropriate heading) in the Styles Group.

If you dont see the style you want, click the arrow to expand the Quick Styles Gallery.
Create your inline style click Save Selection as New Quick Style and click OK.
To Mark Individual Entries

Select the text you wish to make a heading.


Click the References Tab and click Add Text in the Table of Contents Group.
Click the Level that you want to label your selection.

Create a Table of Contents


To create the table of contents:

Place the cursor in the document where you want the Table of Contents.
Click the References Tab and click the Table of Contents button.
Select from the default styles to create your Table of Contents or click Insert Table of
Contents to create your own table of content style.
Update Table of Contents
If you add or remove headings or other table of contents entries you can update by:

Apply headings or mark individual entries as directed above.


Click the References Tab and click Update Table.
Select the Update entire table radio button and click OK.

Delete Table of Contents


To delete a table of contents:

Click the References Tab and click on Table of Contents drop down menu.
Click Remove Table of Contents.
List of Figures

Captions are used to label objects such as pictures in a document which is used to create list of
figures. Captions use fields for the numbering on the labels. This means that if more pictures are
inserted the label is automatically updated and any references to the label are also updated.

Insert a Caption

Select the picture that you want to add a caption too.


Click the References tab on the Ribbon
Click the Insert Caption button in the Captions group.

Select a Label: to use for the caption. Word provides three labels by default: Equation,
Figure and Table.
Click the New Label button to create a new label to select from this list and enter the name
for new label.

Select a position: for the caption relative to the item selected.


Click OK.

Use the AutoCaption feature

The AutoCaption feature can be used to automatically caption pictures as they are inserted into the
document. This makes captioning very easy and more efficient.
Be careful when using this feature as you may not wish to add a caption to every picture you insert.
The Captions can be deleted if not required.

Click the References tab on the Ribbon.


Click the Insert Caption button in the Captions group.

Click the AutoCaption button.

Check the box of the item you want to AutoCaption.


Set the options such as the label and position of the label.
Click OK.

Every time you insert that item, Word will now insert a caption as per the options that you set.
AutoCaption are set so the feature will be turned on still when working in other documents. Repeat
the steps above to turn off the AutoCaption when necessary.
Insert a Table of Figures

If captions are created then you may insert a table of figures. A table of figures is similar to a table of
contents but lists the captions used in the document and the page numbers they appear on.

Click in the document where you want the table of figures to appear.
Click the References tab on the Ribbon.
Click the Insert Table of Figures button in the Captions group.

Select a format for the table from the Formats: list.


Select the label you want to include from the Caption label: list.
Click OK.
Table of authorities

When creating a legal document in Word 2007 you need to add a table of authorities for certain
citations. Table of authorities is used for references related to things as cases and statutes.

Marking Citations

Before you can create the table of authorities, each of the citations in the document must be
marked and categorized.
Select the text used to refer to the citation in the Word document then on the References tab,
click Mark Citation.

In the Mark Citation window, complete all necessary information. When doing so, be sure
to use the drop down box to select the Category for the citation.

If the category you want to use is not listed in the drop down box, you can create a new one
by clicking on the Category button.
After entering all of the information, click Mark. Alternatively, if you have many references
to this same text in your document, you can click Mark All to apply the information to every
citation in the document at once.
Repeat these steps for every citation in your document.
Creating the Table of Authorities

Once the citations have been marked, you can create the table of authorities with just a couple of
clicks.

Place the cursor in the document where you want to insert the table of authorities.
Click References tab and click the Insert Table of Authorities in the Table of Authorities
group. Note that this button may not be clearly labeled if you have certain features turned off
in Word. However, the screenshot below shows its location and appearance.

The Table of Authorities options window will appear on your screen. Here, you can select
which category to include in the table (All is an option or you may wish to create multiple
tables one for each category) in addition to making some basic formatting choices.

When finished, click the OK button and you will be returned to your document with the list
in place.
Indexing

Insert an index to words and phrases used in a document and the page numbers that they
appear on. Inserting an index is done in two stages. First you need to mark the words and
phrases you want to use, and then you insert the index.

Mark the Index Entries

To use a word or phrase in the index, you first need to mark it for entry.
Select the text you want to include in the index.
Click the References tab on the Ribbon.
Click the Mark Entry button in the Index group.

Select the type of index entry you want to insert:

Cross-reference: Adds a cross reference as an index entry instead of a page number.


Current page: Lists the current page number. This is the default option.
Page range: Lists the range of pages specified by a bookmark. You need to mark the page
range with a bookmark first.
Click Mark to mark this single occurrence of the word or phrase, or Mark All to mark all
occurrences.
Repeat these steps for all words and phrases that you want to include. You can still select text
on the document with the Mark Index Entry dialogue box open.
Click in the Main Entry box after each selection to refresh the window and click Close.

When marking entries to an index, Word inserts index entry codes next to the words and phrases
used. These codes are invisible and not printed. They can be shown or hidden using the Show/Hide
button on the Home tab.
Insert the Index

Once the entries are marked, the index can be inserted.

Click in the document where you want the index to appear.


Click the References tab on the Ribbon.
Click the Insert Index button in the Index group.

Select a format for the index from the Formats list.


Click OK. The index will be inserted.

Update the Index

The index needs to be updated to pick up the changes made.


Click on the index in the document.
Click the Update Index button in the Index group of the References tab on the Ribbon or
Press F9.
Chapter 13: Creating Web Pages

Simple web pages can be created in Word using the Save as Feature. In a web document, you can
insert pictures and hyperlinks. To view the document as you would a web page:

Click the View Tab and click the Web Layout button in the Document Views Group.

Hyperlinks
Hyperlinks or links, allow the reader to click on text and go to another page or web site. To create a
hyperlink:

Select the text that will be the link.


Click the Insert Tab and click the Hyperlink button on the Links Group.
Type in the web address or URL of the link in the Text to display text bar.
Click OK.
Saving Web Pages
To save a web page:

Click the Office Button and click Save As.


Click Other Formats from Save a copy of the document.

Under Save as Type, click Web Page.


Type in the name of the document (without spaces) and click OK.
Chapter 14: Lists

Lists allow you to format and organize text with numbers, bullets, or in an outline.

Bulleted and Numbered Lists


Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers
and letters depending on the organization of the list.

To add a list to existing text:

Select the text you wish to make a list


From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered
Lists button.

To create a new list:

Place your cursor where you want the list in the document.
Click the Bulleted or Numbered Lists button and start typing the list item.

Nested Lists
A nested list is list with several levels of indented text. To create a nested list:

Place your cursor where you want the list in the document.
Click the Multilevel List button and start typing the list item.
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog
box.

Select the entire list to change all the bullets or numbers, or


Place the cursor on one line within the list to change a single bullet and right click.
Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.
Chapter 15: References and Citations

Word 2007 offers great tools for citing sources, creating a bibliography, and managing the sources.
The first step to creating a reference list and citations in a document is to choose the appropriate style
that you will be using for formatting the citations and references.

Style

To choose a publishing style:

Click the References Tab and click the Style drop down menu in the Citations &
Bibliography Group.
Choose the appropriate style.

Citations

To insert a citation in the text portion of your document:

Click the References Tab and click the Insert Citation drop down menu on the Citations &
Bibliography Group.
If you have already created the source, it will in the drop down list and you can click on it.
If this is a new source, click New Source.
Choose the type of source (book, article, etc.)
Complete the Create Source dialog box.
If you need additional fields, click the Show All Bibliography Fields check box.
Click OK.

Placeholders

Placeholders can be used when there is a reference to be cited, but you do not have all of the
information on the source. To insert a Placeholder:

Click Insert Citation drop down menu and click Add New Placeholder.
Enter a name and click OK.
Manage Sources

Once you have completed a document you may need to add or delete sources, modify existing
sources, or complete the information for the placeholders. To Manage Sources:

Click the References Tab and click the Manage Sources Button on the Citations &
Bibliography Group.
In the Source Manager you can Add, Delete, and Edit Sources (note, you can preview the
source in the bottom pane of the window).
Bibliography

To add a Bibliography to the document:

Place the cursor in the document where you want the bibliography
Click the References Tab and click on Bibliography drop down menu.
Choose from the default built-in Bibliography/Works Cited style or Insert Bibliography.

Footnotes and endnotes

Footnotes and endnotes are used to explain, comment out or to give reference to the text selected.
Footnotes appear at the bottom of the page and endnotes appear at the end of the document.

Footnotes and endnotes are made up of a reference number and the note text. The reference number
is the number that appears next to the text selected. The note text appears at the bottom of the page
for footnotes, and end of the document for endnotes.

Create a Footnote or Endnote

Select the text and click the References tab on the Ribbon.
Click the Insert Footnote or Insert Endnote button.
Type the note text you want to use.

Note: - You can view the footnote or endnote text in the screen tip preventing from scrolling to the
end of the page or document to view the text.
Hover the mouse pointer over the note reference mark you want to view and the screen tip will be
displayed.

Deleting a Footnote or Endnote

To delete a footnote or endnote:

Select the reference number by dragging over it.


Press the Delete or Backspace key.

This will delete both the reference number and the text of the footnote/endnote. The following notes
are automatically renumbered.
Chapter 16: Track Changes

Track changes enable a document to be reviewed by others easily. All changes made such as
additions, deletions and formatting are tracked. These changes are highlighted for the author to see
what changes were made.

The author maintains control over what changes are kept in the final version by accepting or rejecting
the changes. The changes are known as markup, must be accepted or rejected to be removed from the
document.

Turn On Track Changes

Click the Review tab on the Ribbon.


Click the Track Changes button in the Tracking group, the button is highlighted to indicate
that track changes is turned on.
Any changes now made to the document will be highlighted. The markup will be shown
inline or as balloons.

The document can now be sent to the reviewer to review the document.

Change How the Tracked Changes are Displayed

By default, all inserted text and deleted text is displayed inline and formatting changes are shown
using balloons. You can change the way the markup in a document is displayed, change the color of
the revisions and even hide the markup in a document.

Show Changes in Balloons

Click the Balloons button in the Tracking group.

Choose to show all the revisions inline, all the revisions in balloons or only comments and
formatting using balloons.
Display or Hide the Markup

Hiding the markup in a document does not remove it. The markup can still be seen when viewed on
other peoples machines or when printed. To remove the revisions they need to be accepted or
rejected.

Click the Display for Review list arrow in the Tracking group.

Select the view option you want to use.

Display or Hide Specific Markup Items

You can also display or hide specific markup items such as insertions, deletions and formatting.

Click the Show Markup button in the Tracking group.

Select the required markup items to display or hide them.

Accept or Reject Changes

When a document has been reviewed using track changes, the changes need to be accepted or
rejected to permanently remove the markup from the document. Word 2007 makes the task of
reviewing a document's revisions easy.

Click the Review tab on the Ribbon.


Click the Next Change button in the Changes group.

Word highlights the first revision in the document. Click the Accept and Move to Next button to
accept the change and keep it in the document, or click Reject and Move to Next to remove the
change from the document.
Keep doing until all the revisions has been accepted or rejected.

You can also accept or reject all the changes in a document with the click of a button. Click list arrow
of the Accept or Reject button and select either Accept All Changes in Document or Reject All
Changes in Document.

Use the Reviewing Pane

The Reviewing Pane can be used to help work with track changes in a document. The Reviewing
Pane displays all the changes made in the document.

Click the Reviewing Pane button in the Tracking group of the Review tab.
The Reviewing Pane appears displaying a summary of the revisions made at the top, and
then the list of revisions.
The Reviewing Pane can be viewed horizontally or vertically depending on your preference.
Accept or reject the changes by clicking on the required revision and then click the Accept or
Reject button.
Click the Close button.

Working with comments

Comments are used to add suggestions and reminders to a document. They are displayed in a
document within balloons.

Add a Comment

Click in the document or select the text where you want the comment to be inserted.
Click the Review tab on the Ribbon.
Click the New Comment button in the Comments group.
Enter the text in the comment

Delete a Comment

To remove a comment you should delete it not accept or reject the change like when using Track
Changes.

Select the comment you want to remove.


Click the Delete Comment button on the Review tab.

Review Comments

It is easy to jump to each comment within a document to review them.

Click the Review tab on the Ribbon.


Click the Next Comment or Previous Comment buttons.
Display or Hide Comments

Comments can be hidden to prevent them from becoming a distraction while working on other
aspects of a document.

Click the Show Markup button in the Tracking group.


Select Comments from the list to hide or display them.

Compare and Combine documents

If changes have been made to the same document in separate files, you can compare or combine the
two documents to see the differences between them.

Click the Review tab on the Ribbon.


Click the Compare button.

Select either Compare or Combine from the list.

Compare: Use this to see the differences between the two documents without changing the
documents being compared.
Combine: Use this to combine two documents into one document. This is useful if multiple
revisions of a document have been made and all the changes need to be incorporated.
Click the Original document list arrow and select the document you want to use as the
original.
Click the Browse for Original button to locate the file if it does not appear in the list.
Click the Revised document list arrow and select the file with the changes you want to
compare or combine.
Click the More > > button to view more options

Select the settings you want to use.


Comparison settings: Choose which changes should appear when the documents are
reviewed.
Show changes: Choose how you want the changes to be shown.
Click OK.
The results of the compare or combine are displayed
Password Protect a document.

You can password protect a document to prevent unauthorized access to a document stored on the
network. The password protection can restrict access to the document, or only allow the user to open
it as read only, preventing the user from making modifications.

Encrypt a Document

If you encrypt a document, the user is required to know a password to open the document.
Click the Office button > Prepare > Encrypt Document.
Type a password in the Encrypt Document dialogue box.
Remember this password as Microsoft cannot retrieve it. If you forget the password, you lose
access to the document.

Click OK.

Make a Document Read Only

You can password protect a document to allow anyone to open it, but them from making
modifications.

Click the Office button and click Save As.


In the Save As dialogue box, click the Tools button and select General Options.
The General Options dialogue box appears with two password text boxes. One to protect the
document from opening and another to preventing modification.
Click the Password to modify text box and enter a password.

Click OK.
Reenter the password in the Confirm Password dialogue box.
Click Save.
The next time the document is opened you will be prompted to enter a password to have permission
to modify the document. The Read Only button can be used to open the document without modify
privileges.

To remove a password from a document, repeat the steps above and delete the characters from the
Password to open or Password to modify boxes.
Chapter 17: Working with Templates
Create a new template.

Creating a new template in Word makes it easier when creating certain types of regular documents.
Templates contain the page settings and any content that is the same each time the document is
created. Templates can also contain styles, building blocks and macros.

Create a new document and change the page settings and add the content you want to appear on the
template.

Click the Office button and select Save As.


The Save As dialogue box appears. Click Trusted Templates at the top of the list of
shortcuts on the left of the window.

Click the Save as type: list arrow and select Word Template from the list.
Select Macro-Enabled Template if you are saving macros to the template.
Enter a File name: for the template and click Save.
Use a template

When you use a template while creating a document, the styles, macros and building blocks that you
saved in the template will be available in the document. The template saves time when creating
documents and also maintains consistency.

Click the Office button and click New.


The New Document dialogue box appears. Select My Templates from the categories in the
upper left corner to see the templates you saved in the Templates folder.

Select the template you want to use from the New dialogue box.
Select Document from the Create New panel.
Click OK.

A new document is created based on the template you selected. You can also create documents from
templates provided with Microsoft Word. These can be found in the Installed Templates category in
the New Document dialogue box.

Attach a Different Template to a Document

Attach a different template to a document to use that templates styles, building blocks and macros.
Templates can be used to distribute customizations such as styles to different types of documents that
require them.

Click the Office button and select Word Options.


Select the Add-Ins category on the left.
The Word Options dialogue box displays the list of add-ins for you to view and manage.

Click the Manage list arrow, select Templates and click Go.
The Templates tab of the Templates and Add-Ins dialogue box is displayed.
Click the Attach button.
The Attach Template dialogue box lists the saved templates. Select the template you want to
attach and click Open.

If you did not save the template to the Templates folder you will need to navigate to where
you template was saved.
Check the Automatically update document styles box if you want the styles of the attached
template to replace the styles currently used.
Only the styles using the same name in both the current template and the one being attached
will be replaced
Click OK.
The template is attached and all styles, building blocks and macros used in that template will
now be available for use.

Copy Styles from a Template

Attaching a different template to a document makes all the styles and macros available to the
document. However, you may only want to use certain styles from a template.

The Organizer in Microsoft Word enables you to copy certain styles from a template to another
template or document.

Click the Office button and select Word Options.


Select the Add-Ins category on the left.

Click the Manage list arrow, select Templates and click Go.
The Templates tab of the Templates and Add-Ins dialogue box is displayed.
Click the Organizer button, the Styles tab of the Organizer dialogue box appears.

The image below shows the styles from the training manual template on the left side, and the styles
from the Normal template on the right. We may want to copy the Testimonials style to the training
manual template

If the template you want to use is not open, click the Close File button to close it down. Then
use the Open File button that appears to select the template you want to copy styles from.
Select the style you want and click the Copy button.
Once all the styles you want have been copied, click the Close.