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Reference Guide
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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:
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.
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.
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
Click on Add to Quick Access Toolbar and a shortcut will be added to 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
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.
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
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:
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:
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.
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 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.
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:
Clear Formatting
Undo Changes
To undo changes:
Redo Changes
To redo changes:
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.
The paragraph alignment allows you to set how you want text to appear. To change the alignment:
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.
You can add borders and shading to paragraphs and entire pages. To create a border around a
paragraph or paragraphs:
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
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
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
Remove a Hyperlink
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.
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.
You can change the space between lines and paragraphs by doing the following:
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:
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
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.
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
Applying a theme will change the colors, fonts and effects within that document.
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.
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.
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.
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.
Click the table and notice that you have two new tabs on the Ribbon: Design and Layout.
On the Design Tab, you can choose:
To format a table, click the table and then click the Layout Tab on the Ribbon. This Layout tab
allows you to:
Word 2007 allows you to insert special characters, symbols, pictures, illustrations, and watermarks.
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.
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.
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.
There are many features to help you proofread your document. These include: Spelling and
Grammar, Thesaurus, AutoCorrect, Default Dictionary, and Word Count.
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.
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
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
Click the Page Layout Tab and click the Page Color or Page Borders drop down menu.
Select the appropriate choice.
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:
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
Text Wrapping
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.
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
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 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.
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.
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.
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.
Click the Mailings tab > Start Mail Merge> Step by Step Mail Merge Wizard.
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.
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:
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.
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
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.
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.
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
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:
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 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.
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.
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.
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.
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.
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
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:
Lists allow you to format and organize text with numbers, bullets, or in an outline.
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.
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
Click the References Tab and click the Style drop down menu in the Citations &
Bibliography Group.
Choose the appropriate style.
Citations
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
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 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.
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.
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.
The document can now be sent to the reviewer to review the document.
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.
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.
You can also display or hide specific markup items such as insertions, deletions and formatting.
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.
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.
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.
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.
Review Comments
Comments can be hidden to prevent them from becoming a distraction while working on other
aspects of a document.
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.
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
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.
You can password protect a document to allow anyone to open it, but them from making
modifications.
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 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.
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 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 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.
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 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.