Professional Documents
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Word 2007
Advanced
Word 2007 Advanced
Table of Contents
Outlining................................................................................................................................................. 4
Working with Sections .......................................................................................................................... 6
Cross Referencing ................................................................................................................................ 8
Creating a Table of Contents ............................................................................................................... 9
Quick TOCs ...................................................................................................................................... 9
Adding a Custom TOC ...................................................................................................................10
Updating the Table of Contents ......................................................................................................11
Creating an Index ................................................................................................................................12
Marking Index Entries Manually .....................................................................................................12
Marking Index Entries Automatically ..............................................................................................13
Inserting the Index ..........................................................................................................................14
Newspaper Columns ...........................................................................................................................15
Formatting into Columns ................................................................................................................15
Distributing Column Text ................................................................................................................16
Inserting Cover Pages ........................................................................................................................18
Using the Default Cover Pages ......................................................................................................18
Creating a New Cover Page ...........................................................................................................19
Inserting Watermarks .........................................................................................................................21
Modifying Styles ..................................................................................................................................23
Default Styles ..................................................................................................................................23
Modifying a Style ............................................................................................................................23
Modifying a Style by Example ........................................................................................................24
Managing Styles ..................................................................................................................................25
Recommended Styles ....................................................................................................................25
Copying Styles ................................................................................................................................27
Adding Text to a Table of Contents ..................................................................................................28
Creating Bookmarks ...........................................................................................................................29
Setting Bookmarks..........................................................................................................................29
Locating Bookmark Text .................................................................................................................29
Adding Footnotes and Endnotes ......................................................................................................31
Inserting a Footnote or Endnote .....................................................................................................31
Footnote and Endnote Settings ......................................................................................................31
Editing and Deleting Footnotes and Endnotes ...............................................................................32
Adding Citations .................................................................................................................................33
Citation Styles .................................................................................................................................33
Adding Citations..............................................................................................................................33
Managing Sources ..........................................................................................................................34
Creating a Bibliography......................................................................................................................36
Adding Captions .................................................................................................................................37
Inserting Captions ...........................................................................................................................37
Adding AutoCaptions ......................................................................................................................38
Word Counts ........................................................................................................................................40
Outlining
Outline view shows the structure of the document with the different levels of text clearly displayed. This
view is used to reorganise the text in the document by moving, copying and changing the levels. To use
Outline view successfully, all text in the document should be formatted using styles, with the default
Heading styles used for all headings and subheadings.
The plus symbol indicates that the heading has subheadings or body text under it
Body text is indented and preceded by a small box symbol
The minus symbol indicates that a heading has no subheadings or body text under it
Use keyboard shortcuts or the buttons on the Outlining ribbon to manipulate the outline text.
There are four types of section breaks that can be inserted into a document:
Break Description
Next Page This inserts a section break and page break so that the next section starts at the top of the
next page.
Continuous This inserts a section break at the cursor position so that the next section starts on the next
line.
Even Page This will start the next section on the next even numbered page.
Odd Page This will start the next section on the next odd numbered page.
Section breaks can be removed easily in draft view. To show draft view, click on the Draft view button in
the status bar, or click on the View ribbon and choose Draft in the Document Views group,
Formatting options such as margins and page orientation can be applied to the current section by choosing
the relevant command and choosing This Section in the Apply To box.
Cross Referencing
A cross reference is used to show where additional information is located within the document e.g. See
Table 1 on Page 13. You can cross reference bookmarked text or text formatted with one of the default
heading styles.
Type the introductory text e.g. "For more information see "
Click on the Insert ribbon
In the Links group, click on Cross-Reference
Under Reference Type choose the item you are referring to (e.g. Heading or Bookmark)
Under Insert Reference To choose the type of information you want to display (e.g. Page number)
If referring to a bookmark, choose the bookmark name in the For Which Bookmark list or if
referring to a heading, choose the paragraph text in For Which Heading
Ensure Insert as Hyperlink is ticked if you want to make the reference a link to the target. Holding
[Ctrl] and clicking on the link will select the target
Click on Insert
Click on Close
If any changes are made to the document and you want to update the cross-references, select the entire
document and press [F9].
Although it is possible to create a table of contents from any style in the document, it is easier if you use the
default Heading styles - Heading 1 for main headings, Heading 2 for sub headings.
All lines of the TOC are inserted as hyperlinks. Clicking on a TOC entry or its page number will
automatically move the cursor to that part of the document.
Quick TOCs
Ensure all headings that will make up the table of contents are formatted using the Heading styles
Position the cursor where the table of contents is to appear
Click on the References ribbon
Click on the Table of Contents button
Ensure all headings that will make up the table of contents are formatted using the Heading styles
Position the cursor where the table of contents is to appear
Click on the References ribbon, then on the Table of Contents button
Choose Insert Table of Contents from the bottom of the menu
Click on the drop-down arrow of the Formats box and choose a style for the table of contents
Click on the up or down arrow of the Show Levels box to choose the levels of headings to show in
the TOC
If you have not used the standard heading styles throughout the document then you will need to
click on the Modify button and assign your own headings to the table of contents levels. Click on
OK when complete
The text in the table of contents uses the TOC styles - TOC1 for the main headings, TOC2 for sub
headings. These styles can be changed as required.
The table of contents will update automatically each time the document is opened. To update the table of
contents without re-opening the document:
Click anywhere inside the table and press the right mouse button
Choose Update Field
Choose Update Entire Table and click on OK
A table of contents can also be updated by clicking inside the table and pressing [F9].
Creating an Index
An index can be created automatically from the text of a document. Before the index can be inserted, all
entries have to be marked in the document - this can be done manually or using a concordance file.
It is possible to mark the words you wish to appear in the index manually - although this can be a time-
consuming process.
Choose Mark to mark the selected word or Mark All to find all occurrences of the word and mark
them automatically
Click on Close to return to the document
The entries will be marked with hidden text, which will be displayed by default. To hide the index codes and
paragraph marks, click on the Show/Hide button on the Standard Toolbar.
It is also possible to mark all index entries automatically, using what is known as a concordance file. The
concordance file contains a list of all words to be included in the index, and is created in Word:
First, create a new document containing a list of all words to appear in the index, with each word on a new
line. Note that the index entries that you type in the concordance file are case sensitive. Save and close
this file when complete.
Once all entries have been marked, the index can be generated:
To add any new words to the index, ensure the words are marked before clicking in the index and pressing [F9].
If the document changes, select the entire document and press [F9] to update the index.
Newspaper Columns
Newspaper columns are also known as "snaking" columns and are
read from top to bottom. Text is typed in the first column until the
bottom of the page is reached. The cursor will then move to the top
of the second column where text will be typed in the same way.
If the text has already been entered, select the text you wish
to format into columns. Otherwise, position the cursor where
the columns are to begin
Click on the Page Layout ribbon
Click on the drop-down arrow of the Columns button
Choose the number of columns you wish to format the text
into
Choose a preset number of columns from the top pane of the dialog box, or enter the Number of
Columns manually
If you wish to set the width of each column independently, uncheck the Equal Width box and
enter the width of each column and the spacing after that column
Choose to apply the change to the whole document, selected text, or this point forward
Click on OK
To distribute columns:
Press [Ctrl Shift Return] to quickly insert a column break at the cursor position. All text after the cursor will move
into the next column.
Make any changes to the text and format on the cover page, then continue to create the document as normal.
You can create your own custom cover pages that are saved in Word's Quick Parts gallery. Once created,
you can insert the cover page into any document you create or open.
Custom cover pages will be displayed at the bottom of the Cover Page list and can be applied to any
document as described above:
When you exit Word after adding a new cover page, you will be asked if you wish to save the change to the
Building Blocks template. Click on Yes if you want to be able to use the cover page next time you access
Word.
Inserting Watermarks
A watermark can be created to show text or an image across the
background of the document. The text of the document will print over
the watermark, for example:
To insert a watermark:
If you choose to insert a text watermark, enter the Text to display, and choose the font, size and
colour for the text. Choose to show the text diagonally or horizontally
To remove a watermark, click on the drop-down arrow of the Watermark button on the Page Layout ribbon
and choose Remove Watermark.
Modifying Styles
A style is a combination of formatting options that can easily be applied to the text in a document. Styles
speed up the formatting of a document and promote consistency - if the same style is applied to all
headings in a document, the formatting of these headings will always be identical.
Default Styles
Each document in Word has a set of styles attached to it that can be used to format the different elements
of your document.
Modifying a Style
The default styles of Word can be modified to match the exact format you want for your text. When a style
is edited, all text using the style will be updated in the document.
To modify a style:
Show the Styles and Formatting pane by clicking on the More Options button in the Style group of
the Home ribbon
Position the mouse over the style you wish to change - a drop-down arrow will appear
Choose Modify
Use the buttons in the centre of the Modify Style dialog box to add all formatting options for the
new style - you can change the font, size and colour of the text, as well as alignment spacing and
indenting
To add more advanced formatting, click on the Format button and select the format you wish to
change. Select the relevant option in the dialog box and choose OK. Repeat this step until all
formatting has been added
A style can also be modified by changing the format of any text in the document that has the style applied
to it.
Select a piece of text that has the style applied that you wish to modify
Change the format of the text as normal
Click on the original style name in the Styles and Formatting Task pane.
Position the mouse over the style you wish to change - a drop-down arrow will appear
Choose the Update to Match Selection option
Managing Styles
The Managing Styles dialog box can be used to change and delete styles, and to set your "favourite" styles
to appear in the Quick Style Gallery. You can also use this dialog box to copy styles from other documents
or templates into the current document.
Show the Styles and Formatting pane by clicking on the More Options button in the Style group of
the Home ribbon
Click on the Manage Styles button at the bottom of the task pane
Recommended Styles
The Quick Style gallery on the Home ribbon provides shortcuts for applying styles to your documents. You
can apply a style with a single mouse click, or modify a style by right-clicking over the style in the gallery.
By choosing your recommended styles, you can control which styles appear at the top of the Quick Style
gallery, so that they are always available.
Show the Styles and Formatting pane by clicking on the More Options button in the Style group of
the Home ribbon
Click on the Manage Styles button at the bottom of the task pane
Click on the Recommend tab
Locate the style you wish to move to the top of the gallery
Click on the Move Up button to reposition the style in the list, or click on the Assign Value button
and enter a number from 1-6 to show the style in the top row of the Quick Style gallery
The style will appear at the top of the list and will show in the first position of the Quick Style gallery.
If the style does not show in the Quick Style gallery, right-click over the style in the task pane and choose
Add to Quick Style Gallery.
Copying Styles
Styles are stored in the document in which they were created, and initially are only available in this
document. They can be copied between documents to eliminate the need to re-create styles over and over
again.
Show the Styles and Formatting pane by clicking on the More Options button in the Style group of
the Home ribbon
Click on the Manage Styles button at the bottom of the task pane
Click on the Import/Export button
Ensure that the documents that you want to copy from and to are displayed
Choose the styles to be copied by holding [Ctrl] and clicking on each style
Click on Copy
Choose Close when complete
When you add text to the table of contents, it is automatically formatted to the Heading 1, Heading 2 or
Heading 3 style, depending on the level of the table of contents you are adding the text to.
The table of contents will update automatically each time the document is opened. To update the table of
contents without re-opening the document:
A table of contents can also be updated by clicking inside the table and pressing [F9].
Creating Bookmarks
Bookmarks are used to mark text in documents and are used with fields and cross-references. Bookmark
names must begin with a letter, can be no longer than 40 characters in length and cannot contain spaces.
Setting Bookmarks
To set a bookmark:
Select the text you wish to mark
Click on the Insert ribbon
Click on the Bookmark button in the Links group
You can also insert a bookmark by pressing [Ctrl+Shift+F5]. Type the bookmark name and click on Add.
Once a bookmark has been assigned to text in the document, the bookmark name can be used to locate
and select the text at any time.
On the Home ribbon, click on the drop-down arrow of the Find button of the Editing group
Choose the Go To command
For example:
Footnotes appear at the bottom of the page, just above the bottom margin, while endnotes appear at the end of
the section or document, directly after the document text.
Position the cursor where the reference number of the note is to appear
Click on the References ribbon
Click on the Insert Footnote or Insert Endnote button in the Footnotes group
You can also insert footnotes and endnotes with specific settings e.g. specific numbering or symbols.
Click on the More Options button in the Footnotes group of the References ribbon
Choose whether to insert the note as a Footnote or Endnote
Choose the Number format you wish to use e.g. 1,2,3 or a,b,c
To start numbering at a number other than 1, choose the number from the Start At box
If you wish to add a symbol rather than a number, click on the Symbol button and choose the
character. Click on OK
From the Numbering drop-down list, choose how to number notes in a long document e.g.
continuously, restarting at each new page, or restarting at each new section
Click on Insert
When you position the mouse over a footnote or endnote number, the note text will display on screen:
To delete a footnote, select the reference number in the document and press [Delete]. The footnote or endnote
text will be deleted at the same time.
Adding Citations
If you create formal documents that contain quotes e.g. to books, journal articles, interviews or films, you
can cite these in your text. You can then add a bibliography of all sources used in the document, which
Word 2007 will compile automatically from your citations.
Citation Styles
Bibliography styles add the sources to your documents in a consistent way, making sure that all required
information can be added.
To set the style, click on the drop-down arrow of the Style box in the Citations and Bibliography group on
the References ribbon.
Style Description
APA American Psychological Association
Chicago The Chicago Manual of Style
GB7714 Standardisation Administration of China
GOST The Federal Agency of the Russian Federation on Technical Regulating and Metrology
ISO 690 International Organisation for Standardisation
MLA Modern Language Association
SIST02 Standards for Information of Science and Technology by Japan Science and Technology
Agency
Turabian Turabian Style
If you are unsure of the style of citation to use, contact the publisher of the source material you are citing.
Adding Citations
Position the cursor after the paragraph that you wish to add source information to
Click on the References ribbon
Click on the Insert Citation button in the Citations & Bibliography group
If you need to enter the same source later in the document, click on the Insert Citation button on the
References ribbon and choose the source from the drop-down list.
Managing Sources
You can view all sources in the document, and edit or remove them as required.
Position the cursor after the paragraph that you wish to add source information to
Click on the References ribbon
Click on the Manage Sources button in the Citations & Bibliography group
Creating a Bibliography
Once you have cited all sources in your document using the Citation feature, you can add a bibliography to
show where each source is used in the document.
Adding Captions
Captions can be added to each image in a document and numbered sequentially. When an image is added
or removed, all numbers will be updated. Depending on whether the image is floating over text or not, the
caption will appear in different positions:
If the image is set in-line with the document text, the caption will be placed on the next line of the
document, under the image.
If the image is set to have text wrapping around it, the caption will be placed in a text box that can
be repositioned as required.
Inserting Captions
To insert a caption:
Choose the required Label from the drop down list - the label will appear in front of each caption,
followed by the sequential number
To create a custom label, click on the New Label button and type the new label text, then click on
OK
Click in the Caption box and type any additional text required
Click on OK to insert the caption
Adding AutoCaptions
The AutoCaption button is used to add captions to images automatically as they are inserted.
Word Counts
You can count the number of pages, words, characters, lines and paragraphs in the document.
The Word Count dialog box will display the statistics of your document. Click on Close to return to the
document.
Printing Envelopes
If the address text has been typed in the document, select this text
Click on the Mailings ribbon
In the Create group, click on the Envelopes button
Ensure the text is displayed correctly in the Delivery Address box- you can change this now if
necessary
If you wish to add a return address, type this in the Return Address box, otherwise click on Omit
Click on OK
Click on Print to print the envelope
The envelope will be printed to your default printer with no further options displayed.
Printing Labels
You can print a single label in Word 2007, or an entire sheet containing the same address for future use.
If the address text has been typed in the document, select this text
Click on the Mailings ribbon
In the Create group, click on the Labels button
Ensure the text is displayed correctly in the Delivery Address box- you can change this now if
necessary
Choose whether you wish to print a Full page of the same label or a Single label. If printing a
single label, choose the position of the label on the page
Click on OK
Click on Print to print the label(s)
After clicking on Options, it is also possible to define your own label size if you are using labels from a different
manufacturer to those listed. Click on New Label and type a Label Name to identify this type of label. Enter all
size details before clicking on OK.
Let's imagine we'll use mail merge to produce a number of letters, each containing standard text but
addressed to different people.
The first part of the mail merge is the data source. In this example this will be a list of names and
addresses that will be different in each letter we print
The second part is the standard letter, containing the standard text that will be sent to all people in
the data source
The standard letter will also include merge fields to show where each letter will contain different
information. These fields link the letter to the data source. In our example, we would use merge
fields to show where the different name and address should appear in each letter
The data source and standard letter are then merged together to produce a different letter for
each person we want to send it to. Each letter has the same standard text, but the name and
address are different on each
The mailings ribbon is used to create, format and finalise your mail merge:
Document Description
Type
Letters Word 2007 documents that will be personalised and printed. A new letter will start for
each recipient, and a page break will be added after each record. Each letter can consist
of multiple pages
E-Mail Merge to Outlook 2007 to create individually addressed and personalised email
Messages messages
Envelopes Produce an envelope for each of your recipients
Labels Produce a label for each of your recipients
Directory A single document containing a catalogue or printed list of addresses. Each record
prints underneath the last one, on the same page
Selecting Recipients
Once you have chosen the type of document you wish to create in the mail merge, the next step requires
you to select the recipients. You can use an existing mail list, an Excel file, select recipients from your
Outlook contacts or create a new recipient list.
Select the file to be used - this can be a Word document containing a table, an Excel spreadsheet
or a database file
Click on Open
If you have multiple contact lists set up in Outlook e.g. in your Mailbox and in personal folders,
choose the contact list you wish to use
Click on OK
Your contacts will display - click on OK to add all contacts to the data source
Type the details of the first recipient, pressing [Tab] to move to the next field
Click on New Entry to create the next recipient’s record
Click on Delete Entry to remove the selected record
Click on Find to search for previously entered data
Click on Customize to add or delete fields - the standard fields given are Title, First Name, Last
Name, Company Name, etc.
Whenever different text will appear in the document e.g. the recipient’s name or address, you can add this
in by inserting an individual field, or a block of fields:
Item Description
Address Block This will add name and address details and you will have the option of choosing
additional information to include e.g. company name
Greeting Line This adds a greeting line e.g. Dear Mr Smith. You can choose exactly how this
greeting will appear
Position the cursor where the address should appear in the document
Click on the Address Block button in the Write & Insert Fields group on the Mailings ribbon
To add the recipient name above the address, check the Insert recipient's name in this format
box, then choose the format for the name to show in
To add the company name, check the Insert Company Name box
Click on OK to insert the address block
The Greeting Line button is used to add the salutation to your document:
Position the cursor where the greeting line should appear in the document
Click on the Greeting Line button in the Write & Insert Fields group on the Mailings ribbon
The address block and greeting line will appear as merge fields in the document. These appear shaded in
grey when selected, and can be formatted as required.
Position the cursor where the field should appear in the document
Click on the top part of the Insert Merge Field button in the Write & Insert Fields group on the
Mailings ribbon
All fields from your data source will be displayed - click on the field you wish to insert
Click on Insert
Each field will show in angle brackets in the document, with grey shading showing when the field is selected.
Matching Fields
If you have used a data source other than one created in Word or using Outlook contacts, your data source
field names may not match Word's defaults. If your data source contains a column named Surname for
example, this will not be recognized by Word as the column here is called Last Name.
The Word default name for each field will be listed on the left-hand side of the dialog box. Next to
each, select the matching field from your own data source
Click on OK
Setting Rules
Rules can be added to your mail merge to add conditions to the merge, or to ask for information that you
don't yet have but wish to enter when the merge takes place.
For example, you may wish a box to pop-up during the mail merge, prompting for a discount rate for each
customer. Alternatively, you may wish to set a condition that skips the mail merge for all customers based in a
specific location.
Further information
Rule Result
required
Ask Shows a dialog box at the point that the rule is The prompt to appear for the
inserted in the document. The user will be able to user, default text to appear in
type their own data, which will be stored in a the prompt box, plus the
bookmark until needed. bookmark that the data will be
stored in
Fill-in Shows a dialog box at the point that the rule is The prompt to appear for the
inserted in the document. The user will be able to user, plus default text to
type their own data, which will appear at that point in appear in the prompt box
the document.
If... Then... Else Allows you to set a condition which will determine The condition (i.e. the field,
which text to enter at that point in the document. If a comparison and value) plus
field compares to a value, one block of text will be the text to insert if the
entered. If not, another block will be entered. condition is true or false
Merge Record # Inserts the number of the merge record, None
corresponding to the number of the recipient in the
data source If your data source contains 50 records,
the merge record field would show values from 1 to
50 on each letter where inserted.
Merge Sequence Inserts the number of the merge record within the set None
# of records merged. If your data source contains 50
records, for example, but you are only creating mail
merge letters to 20 of them, the merge sequence
field would show values from 1 to 20 on each letter
where inserted.
Next Record This field is used to insert the value from the next None
record, rather than the current record
Next Record If This field is used to insert the value from the next The field and comparison that
record, but only if a certain condition is met must be matched for the next
record's value to be used
Set Bookmark Sets a specific value to a bookmark, which can then The value, and the bookmark
be used later in the document that the value will be stored in
Skip Record If Excludes the current record from the mail merge if a The field and comparison that
certain condition is met must be matched for the
current record to be excluded
from the mail merge
Adding Rules
If the rule will produce a result e.g. a value filled in at the time of the merge, position the cursor
where the result should appear in the document
Click on the Rules button in the Write & Insert Fields group on the Mailings ribbon
To add a fill-in field that will prompt for specific information for each document merged:
Position the cursor where the result of the prompt should appear in the merged document
Click on the Rules button in the Write & Insert Fields group on the Mailings ribbon
Choose Fill-in
Enter the prompt to appear when the information is requested during the mail merge
Enter any default text you wish to appear in the request
Click on OK
To set a condition that will add different text depending on the result for that record:
Position the cursor where the result of the prompt should appear in the merged document
Click on the Rules button in the Write & Insert Fields group on the Mailings ribbon
Choose If... Then... Else...
Choose the field you wish to set the condition on
Choose the comparison operator for the condition
Choose the value you wish to compare this to
Add the text to show if the condition is met, then the text to show if the condition is not met
Click on OK
The following example would insert a different website address into the letter depending on the location of
the customer:
Previewing Results
Once you have created your mail merge document and added all fields and rules, you can preview it on
screen before you commit to completing the merge.
Use the following buttons on the Mailings ribbon to navigate through all records in the data source:
Button Action
Show the first recipient in the data source
Show the previous recipient
Show the next recipient
Show the last recipient in the data source
Click on the Auto Check for Errors button on the Mailings ribbon
Choose the way in which you wish to report the errors. Choose the first option to simulate the
merge without actually completing it, allowing you to find errors before you start to print
Click on OK
Word will report on your errors once the mail merge has been simulated or completed:
Option Description
Edit individual letters This will create a new document containing a copy of the letter for each
recipient in the data source, each letter starting on a new page. You can edit
and print the document as required.
Print Documents This will print a copy of the letter for each recipient in the data source
Send E-mail Messages This will send an email message to each recipient using the email address in
the data source. You'll be able to enter a subject for the email and specify the
mail format e.g. HTML for a document that contains graphics, or Plain Text for
a text-only message.
If you choose the Print Documents option, you can choose the records you wish to merge:
It is not necessary to save the result of the mail merge. As long as the data source and main documents are
saved, it will be possible to perform the merge again if required.
Repeat the above steps to remove the highlighting from merge fields.
Updating Labels
When performing a mail merge and creating labels, you can set up the format of the first label, then
automatically update all other labels to print in the same way.
Use the Select Recipients button on the Mailings ribbon to choose the data source for the mail
merge
Add all merge fields to the first label using the Address Block or Insert Merge Field buttons on the
Mailings ribbon
When the first label has been set up, click on the Update Labels button on the mailings ribbon
The «Next Record» field will be added to all remaining labels on the sheet, ensuring that they will be printed
using the same fields and layout.
Finding Recipients
When you preview the results of your mail merge, you can search for a specific recipient. Their copy of the
label or document will show on screen, allowing you to preview the item for a particular recipient.
Click on the Edit Recipient List button on the Mailings ribbon to view the data source.
You can sort and filter the list of recipients to show them exactly as required.
To sort the list into ascending order of a field, click once on the heading of the field you wish to
sort by e.g. Surname
To sort into descending order, click on the heading again
To filter the list, click on the drop-down arrow of the field you wish to filter on, then choose the
values you want to show. To show only the contacts in London, for example, click on the Town
drop-down list and choose London
To remove a filter and show all records, click on the drop-down arrow of the filtered field and
choose (All)
Click on OK to return to the mail merge document
Editing Data
Click on the name of the data source in the Data Source list
Click on the Edit button
The data will open in a new window - click on the item you wish to change and edit as required
To add a new record, click on the New Entry button and enter all new details for the record
Click on OK when complete
Merging to Email
As well as printing letters, envelopes and labels with mail merge, you can also send email messages to
different recipient email addresses.
When starting the mail merge, choose E-mail Message as the mail merge document:
The email will be sent to the email address recorded for each contact - change this field if
necessary
Enter a Subject for the email
Choose the format for the email (see table below)
Click on OK
Format Description
HTML The document will be sent in the message body, in HTML format
Plain Text The document will be sent in the message body, with no formatting
As Attachment The document will be sent as an email attachment
Adding Comments
Comments can be attached to any text in the document, to add explanations about content, layout, etc.
By default, comments will display the name of the user that inserted the comment. Ensure the correct user
name is set before inserting a comment.
Adding Comments
To insert a comment:
A new comment will be created containing your User Name which can be selected and deleted or
edited as required
Type the comment text
Click back in the main body of the document after entering comment text
Viewing Comments
The way in which comments display depends on the view you are using in Word.
Alternatively you can show all comments in the Reviewing Pane, where they can be edited or removed as
required.
Use the Next and Previous buttons on the Review ribbon to move between the comments in a document:
To remove a comment:
To edit a comment:
Printing Comments
Tracking Changes
If you need to work on a Word document with a number of colleagues, you can track the changes that each
person makes to the document so that all changes are recorded.
Changes will now show as you make changes to the document. Inserted text will show as underlined, while
deleted text will show in strikethrough. Formatting changes will show in a balloon on the right-hand side of
the screen.
You can change tracking options such as colours and formatting applied to your changes as follows:
Click on the lower part of the Track Changes button and choose Change Tracking Options
Choose how Insertions, Deletions and Changed Lines will display
Choose whether to track moves and text formatting
Choose whether to show balloons for comment/formatting changes, or for all or no changes
Click on OK when complete
Showing Markup
When tracking changes, you can view your document in a number of different ways, using the Display for
Review list in the Review ribbon.
Option Description
Original This shows the original unchanged document
This is how the document would look if you rejected all changes
Final This shows document with all changes in place
This is how the document would look if you accepted all changes
Original showing This shows inserted text and formatting changes in balloons on the right-hand side of the page
markup Deleted text appears crossed out, in its original place in the document
Final showing markup This shows inserted text in place in the document, but in a different colour and underlined
Deleted text shows in balloons on the right-hand side of the page
By default, the changes made by everyone that has worked on the document will show. You can view a list
of reviewers, and choose to show or hide each as required:
Press [Ctrl Home] to move the cursor to the top of the document
Click on the Next button in the Changes group of the Review ribbon to select the first change
Click on the Accept button to keep the change and make it permanent in the document
Click on the Reject button to discard the change and keep the original document text
Continue to review the document in this way
You can accept or reject all changes in the document by clicking on the drop-down arrow of the Accept or
Reject button. Choose Accept All or Reject All as required.
Comparing Documents
If you have two versions of the same document, you can compare these to highlight all differences.
Click on the drop-down arrow of the Original Document list and choose the original document.
Click on the Open icon to locate the document if it is not listed
Click on the drop-down arrow of the Revised Document list and choose the updated document.
Again, click on the Open icon to locate the document if it is not listed
Click in the Label Changes With box and choose how to identify the changes in the document
Choose the changes you wish to mark e.g. formatting, tables, etc.
Choose where to show the changes - this can be in the original document, the updated document
or a new document
Click on OK
The screen will split into 4 panes, showing the Reviewing Pane, the new comparison document, plus the
original and updated documents in the right-hand column.
Any text in the updated document that was not in the original will show as inserted text
Any text in the original that does not show in the updated document will show as deleted text
You can now accept or reject each marked change in the document using the button on the Review ribbon
as required.
You can accept or reject all changes in the document by clicking on the drop-down arrow of the Accept or
Reject button. Choose Accept All or Reject All as required.
When complete, you can save the new compared document as normal.
Inspecting Documents
Before sharing a document with colleagues or customers, you may want to remove any personal or hidden
information, to ensure the person you pass the document onto will not be able to view this.
Item Description
Comments, revisions, Comments you have inserted via the Review ribbon, or ink annotations
versions and annotations you have created via your tablet PC
Properties Document properties such as status, keywords, etc.
Custom XML Data Any XML data stored in the document
Headers, footers and Headers and footers you have set via Page Setup or the Insert ribbon,
watermarks or Watermarks you have applied via the Page Layout ribbon
Hidden text Text formatted as invisible
By default, Word will search for all hidden and personal content - uncheck any items you do not
wish to locate
Click on Inspect
Word will alert you of any content that has been found. You can remove any items by clicking on the
Remove All button next to the item that has been found.
Click on Reinspect to ensure all hidden and personal information has been removed
Click on Inspect
When all items are ticked, click on Close
Note: Take care when using the Inspect command as you may end up losing data. If you remove hidden text,
for example, this text will be deleted and you will not be able to undo the command.
Restricting Permissions
You can restrict permission on a document that you store on a shared drive to specify exactly which users
can view or edit the document. In order to be able to set restrictions, your organisation will need to have a
rights management server in place.
A banner will display under the ribbon, showing that the document has restricted permission.
When you open a file that has permissions set, you will be prompted that your credentials will be checked.
Click on OK to see if you have permission to view the file.
If you have permission to view or open the file, the document will be displayed with a banner showing it has
restricted access:
To see your permissions for the file, click on the View Permission button:
Click on the Request Additional Permissions link to send an email message to the owner of the file. In the
email message, specify why you need full permission, then send the message as normal.
Protecting Documents
You can protect your Word documents to restrict the type of changes that colleagues can make to these
documents.
Setting Protection
You can limit the formatting changes that can be made to the document, or can only allow certain editing to
take place:
Editing Description
Tracked changes All changes to the document will be marked, allowing you to accept or reject each change as
required
Comments No changes will be allowed to the text of your document, but colleagues may add comments to
the document
Filling In Forms If your document contains form fields, only these will be allowed to be accessed. No changes
will be allowed to the text of your document
No Changes No changes will be allowed
Protecting Formatting
Once protection has been enforced, anyone that opens the document will only be able to change the
format of document text to one of the checked styles:
Editing Restrictions
Check the Allow only this type of editing box on the Protection pane
Choose the type of editing from the drop-down arrow
If you are allowing filling in of forms and your document contains multiple sections, you can set
the editing restrictions on specific sections only by clicking on the Select Sections link. Uncheck
each section you wish to allow full editing in, then click on OK
Unprotecting a Document
If the Protection pane is not displayed, click on the Review ribbon, then on the Protect Document
button. Choose Restrict Formatting and Editing
The document workspace task pane will display, with the name of the document set as the Document
Workspace name by default.
Click in the Document Workspace Name box and edit the name of the workspace if required
Click in the Location for new workspace and type the URL of the Sharepoint site you wish to
create the workspace in
Click on Create
Word will create the new document workspace, showing progress of the operation:
When the workspace is created, the Document Management task pane will show the number of users,
tasks, related documents and links in the document workspace.
Click on the Open Site in Browser link in the Document Management task pane to open the document
workspace in Sharepoint in your browser.
To save the local copy of the document, click on the Save button on the Quick Access Toolbar
Choose the Document Management Information option to show the Document Management task
pane
On the task pane, click on the Update Workspace Copy link
The file will be uploaded to the server and the task pane will show that the document is up-to-date.
Creating Blogs
A blog (from the words web log) is an online journal, written in chronological order, and updated on a
regular, usually daily, basis.
The first time you create a new blog, you will be asked to register the blog site you are publishing to. This
blog site must be set up before you can use it in Word, and must be set to enable email publishing.
You will be asked if you wish to set up a picture provider - a server that can store any images you want to load
into your blog. Choose the required options, then click on OK.
You can now create the blog entry by entering a post title and body text as required. Use the Blog Post
ribbon to format your text using character formatting options and styles.
Publishing Blogs
Once you have registered your blog account and created your blog entry, you can publish it using the Blog
Post ribbon.
Click on the Publish button on the Blog Post ribbon to publish the blog entry
Click on the drop-down arrow of the Publish button and choose Publish as Draft. The blog entry
will be sent to your blog site, but not made visible until you decide to do so.
Click on the Home Page button on the Blog Post ribbon to view your blog website and show any draft entries.
Choose the drive and folder you wish to save the file into
Click on the Save as Type list and choose Web Page (*.htm, *.html)
Click in the File Name box and enter a new name for the file
To change the page title, which will appear in the web browser's title bar when the page is
opened, click on Change Title and amend as required. Click on OK to return to the Save As dialog
box
Click on Save
The page will be displayed in Web Layout view and can be edited and formatted as required.
Office 2007 uses a feature called "round tripping". Files saved in HTML format can be re-opened in Word
without losing any of the original formatting of the document.
To allow for this feature, each file saved in HTML format will have an accompanying folder of the same name,
containing related HTML pages. It is important to remember that moving the HTML file without the related folder
could result in errors in the web pages - always keep the file and folder together in the same location.
Building blocks are created using the Quick Parts option in Word 2007.
Any existing text can be saved as a quick part, as can an image, table or other Word object.
Create and select the text, table or graphic you wish to store as a quick part
Click on the Insert ribbon
Click on the drop-down arrow of the Quick Parts button and choose Save Selection to Quick Part
Gallery
When you exit Word after adding a new quick part, you will be asked if you wish to save the change to the
Building Blocks template. Click on Yes if you want to be able to use the quick part when you access Word
in the future.
You can view the entire collection of building blocks, including any custom building blocks you have created
yourself.
Scroll down the list of building blocks to find the item you wish to work with. Items you have added
yourself will be shown in the Quick Parts gallery, under the category you assigned when the quick
part was created
Click on Edit Properties to change settings such as the name, category or description
Click on OK to return to the Building Blocks Organiser
Click on Delete to remove an item from the organiser, or Insert to insert the item at the cursor
position of the document
Click on Close to return to the document when complete
You can assign a building block a keyboard shortcut - when you press the keyboard shortcut, the building
block will be inserted at the cursor position.
As many of the [Ctrl] key combinations already have Word commands assigned to them, use a combination of
[Ctrl] and [Alt] for your shortcuts. You can also assign shortcuts to the function keys F1 to F12.
Inserting Fields
What is a Field?
A field is a set of codes that instructs Word to automatically insert information into the document - this
information can be anything from the date on which a document was last printed to the a list of differences
between two paragraphs of text.
The code that makes up the field is usually hidden so that only the field result is displayed. If the code is
shown, it is made up of the following:
The field characters { } show the start and end of the field code
The field name identifies the action the field will perform
Switches are additional options listed after the field name. These are usually preceded by a
backslash \ and control exactly how the field result will be displayed
For example, the following field will insert the name of the author of the document, with the caps switch
ensuring it will appear in title case:
{ author \* caps }
To show the code behind a field, click on the field and press [Shift F9].
A field is updated automatically each time a document is opened. To update a field at any other time:
Select the field you wish to update, or select the entire document to update all fields
Press [F9]
Inserting Fields
Choose a Category from the drop-down list at the top of the dialog box
Click on the field you wish to insert - a description will show at the bottom-left of the dialog box
Choose a format for the field if options are listed
Click on OK
To insert a field without using the menu, press [Ctrl F9] to insert a blank field. Type the name of the field, a
space, then any options you wish to use, preceded by \. Press [F9] to show the field result.
Useful Fields
Field Returns
Date The current date
CreateDate The document's creation date
PrintDate The date the document was last printed
SaveDate The date the document was last saved
All of the date fields can be followed by \@ and the format to be used e.g. {date \@ "dd MMMM yyyy"} would
format the date as in 31 December 2007.
The following fields insert information from the properties of the document, or user information:
Field Returns
Author The name of the Author, as saved in the document properties
Title The title of the document, as saved in the document properties
Subject The subject of the document, as saved in the document properties
Field Returns
Keywords Keywords of the document, as saved in the document properties
Comments Comments saved in the document properties
UserName The current user name, as set in Word Options
UserInitials The current user initials, as set in Word Options
UserAddress The current user address, as set in Word Options
LastSavedBy The name of the user that last saved the document
FileName The name of the document - add the \p switch to give the full path
FileSize The size of the document in bytes
NumChars The total number of characters in the document
NumWords The total number of words in the document
NumPages The total number of pages in the document
RevNum The number of times the file has been saved
Template The template currently attached to the document
All of the information fields can be formatted using the \* switch. Follow this with caps to show the text in initial
caps (title case), lower to show the text in lower case, or upper to show the text in capital letters.
Use the Fill-in field to show a dialog box at that point in the document. The user will be able to type their
own data in to the dialog box, and their own data will appear in the document once OK has been clicked.
Choose the Fill-in field from the Insert Field dialog box
Click in the Prompt box and enter the text to show when the input box appears to the user e.g.
Please enter your name
Click on OK
Enter some example text into the dialog box shown, then click on OK again
If you want the same user-entered data to appear in a number of positions in the document, the Ask field
should be used to store this text in a bookmark. The bookmark can then be called whenever the text is
needed.
Choose the Ask field from the Insert Field dialog box
Click in the Prompt box and enter the text to show when the input box appears to the user e.g.
Please enter your name
Click in the Bookmark Name box and type a name to store the text under e.g. MyName
Click on OK
An example of the dialog box will show. Type some example text and click on OK.
The text will not be inserted in the document at the cursor position - it will only be stored in the bookmark
specified. To insert the text at any point in the document:
The =(Formula) field is selected in the Insert Field dialog box by default - click on the Formula
button in the middle of the screen
In the Formula box, remove the = and type the bookmark name e.g. MyName
Click on OK
Repeat the above steps in each position where you want the name to appear in the document.
Creating Themes
You can customise Word's default themes to hold your own choice of colours, fonts and effects.
Themes can be customised if they don't follow the exact format that you require.
Click on the drop-down arrow of the Colors box and choose a colour scheme for the theme
To create a new colour scheme, click on the Create New Theme Colours option
Type a name for the new colour scheme in the Name box
Click on the drop-down arrow next to each theme colour and choose a new colour for that
element. To enter a custom colour using RGB values, choose More Colours then the Custom tab.
Enter the RGB values in the Red, Green and Blue boxes, then click on OK
Click on Save when all colours have been entered
Click on the drop-down arrow of the Fonts box and choose a font set to use
To choose non-standard fonts, choose the Create New Theme Fonts option
Type a name for the font set in the Name box
Click on the Heading Font drop-down arrow and choose the font to use for headings in the
document
Click on the Body Font drop-down arrow and choose the font to use for standard text in the
document
Click on Save
When all theme elements have been changed, save the theme as follows:
Click on the drop-down arrow of the Themes button and choose Save Current Theme
Enter a name for the theme in the File Name box
Themes are stored in the Document Themes subfolder of your AppData folder by default -
click on Save to save the theme
When you apply a theme, it will be applied to all pages in the current document.
If your saved theme is listed at the top of the themes list, click on this now to apply the theme to
the document
If your saved theme is not listed, click on the Browse for Themes option
Locate the saved theme, then select it in the directory listing
Click on Open
The theme will be applied automatically and will now be listed in the Custom section of the theme list for further
use.
Use the following menu items on the left-hand side of the screen to change options:
Menu Options
Popular The most commonly changed options such as your user name and whether the
Developer ribbon should display.
Display Settings for how your document will display on screen and in print. For on-screen
viewing, you can choose the non-printing characters that will display such as tab
characters and paragraph marks. Print settings such as whether hidden text and
background colours will print are also changed here.
Proofing Spelling and AutoCorrect options
Save The default file format to be used, and whether AutoRecover is enabled
Advanced More advanced options such as whether the entire word is selected when you
drag over text and whether you can click on any unused part of the document to
begin typing (click and type).
Menu Options
Feedback and error options
Customise Customise the Quick Access toolbar by adding and removing buttons
Add-Ins Enable add-ins to provide additional functionality to Word
Trust Centre Security and privacy settings
Resources Contact Microsoft for updates, diagnostics and activation
Recording Macros
A macro is a collection of Word commands that can be run automatically by clicking on a button or pressing
a keystroke. Macros are used to automate tasks and create templates - they should be used whenever a
series of commands will be executed repeatedly over a period of time.
Macros are stored in macro-enabled templates and can only be run if the template is active. If you wish to
run a macro from any document, it should be stored in the NORMAL.DOTM template.
In order to record and work with macros in Word, you need to enable the advanced settings by showing the
Developer ribbon. To do this:
Recording a Macro
The easiest way to create a macro is by recording it. Macros can be recorded by manually carrying out the
steps you wish the macro to hold.
Type a name for the macro - this should contain no spaces but can be up to 255 characters in
length
Click on the drop-down arrow of the Store Macro In box and choose the location for the macro
Type a Description of the macro and its purpose
Click on Keyboard to enter a shortcut key that can be used to run the macro - this is useful even if just
for testing purposes. Press the combination of keys to be assigned to the macro, then click on Assign.
Click on Close to start recording the macro
The status bar will indicate that Word is now recording all of your actions:
Running Macros
Before a macro is assigned to a button or keystroke, it can be run in the following way:
Click on the Macros In drop-down list and choose the location where your macro is stored
Choose the required macro name from the list displayed
Click on Run
Press [Alt F8] at any time to display the list of macros available to be executed.
Click on the drop-down arrow at the end of the Quick Access toolbar
Choose More Commands
Click on the drop-down arrow of the Choose commands from list and choose Macros
Choose the macro you wish to add to the toolbar
Click on the Add button
To move the command up - towards the left of the Quick Access toolbar - click on the Up arrow
To move the command down - towards the right of the Quick Access toolbar - click on the Down
arrow
To choose a new image for the button on the toolbar, click on macro in the list of commands
added to the toolbar, then click on Modify
You can now click once on the button on the Quick Access toolbar each time you wish to run the macro.
As many of the [Ctrl] key combinations already have Word commands assigned to them, use a combination of
[Ctrl] and [Alt] for your shortcuts. You can also assign shortcuts to the function keys F1 to F12.
Creating Forms
A form is created by adding fields to the document. Once your form is created, you can protect the form so
that only the form fields can be typed into, while the rest of the text on the document is locked.
Picture A picture placeholder that can be filled with any single image
Combo Box The user can select an option from the drop-down list, or enter their
own text
Drop-down List The user can only select an option from the drop-down list
Building Block The user can choose a quick part e.g. a cover page option, or custom
Gallery text saved as a quick part
The Developer ribbon must be displayed in order to create forms. If this is not showing, click on the Office
button and choose Word Options. Check the Show Developer tab in Ribbon box, then click on OK.
To edit the text showing in the prompt, click on the Design Mode button, then replace the existing
prompt with the new text. Click on Design Mode again to be able to use the control in the
document
If entering a drop-down list or combo box, you can specify the values to show in the list as follows:
Type the value - it will appear in both the Display Name and Value boxes, then click on OK
Repeat the above two steps until all entries have been added, then click on OK
If entering an image placeholder, this can be resized after it has been entered by positioning the mouse over a
corner handle and dragging to the required shape and size.
Protecting a Form
To protect the document so that only form fields can be typed into:
Check the box to Allow only this type of editing in the document
Choose Filling in Forms from the drop-down list beneath this
To unprotect the form so that edits can be made to layout or standard text, click on the Stop Protection button
on the Restrict Formatting and Editing task pane.
If you are protecting the document for filling in of forms and your document contains multiple sections, you
can set the editing restrictions on specific sections only:
In the Editing and Formatting Restrictions pane, click on the Select Sections link
Uncheck each section you wish to allow full editing in
Click on OK
Click on Yes, start enforcing protection
Saving Templates
Every Word document is based on a template - the default template for blank documents is normal.dotx.
Templates can contain standard text and formatting that is entered automatically each time a new
document is created from the template.
A new template can be created by adding all of the required elements to a new document e.g. standard
text, page setup, headers and footers and other formatting.
Ensure all standard text has been typed and any formatting options to be saved in the template
have been applied.
Click on the Office button and choose Save As
Choose the drive and folder you wish to save the file into
Click on the Save as Type list and choose Word Template (*.dotx) or Word Macro-Enabled
Template (*.dotm) if your template contains macros
Click in the File Name box and enter a new name for the template
Click on Save
To create a document based on a template, click on the Office button and choose New, then click on My
Templates.
It is possible to store the template in a subfolder of the default template folder, so the template will appear
under a different tab in the New Document dialog box.
Create the document, then click on the Office button and choose Save As
Choose the \AppData\Roaming\Microsoft\Templates folder under your user folder on the C: drive
Click on the New Folder button along the top of the Save As dialog box
Enter a name for the new folder and click on OK
Ensure the File Name is correct, then click on Save
When you create a new document based on My Templates, choose the new tab and select the template
you wish to use:
Macro Security
A macro virus is a virus stored within a macro in a document or template. When you open the document
and execute the macro, either knowingly or by accident, the virus will be activated and stored in your main
Word template. After this has occurred, each document you open is in danger of being infected by the virus
- and it is possible for you to transfer the virus to other user's computers by emailing documents or saving
files on shared network drives.
For this reason, Word offers a number of security levels for the treatment of files containing macros.
Level Description
Very High Unsigned macros are disabled, and signed macros are only enabled if installed in a
trusted location
High Unsigned macros are disabled while signed macros are enabled
Medium If the macro is unsigned, the user will be prompted as to whether they wish to enable or
disable the macro. Signed macros are automatically enabled
Low All macros, signed or unsigned, are enabled
If you have virus scanning software installed on your computer that is compatible with Office 2007, all macros
will be scanned for viruses before they are enabled. For this reason, it is always recommended to work only on
a computer that has an active up-to-date virus scanning application.
Macrobutton Fields
The MacroButton field is used to display text that can be clicked to run a macro.
Choose the Document Automation option from the Category drop-down list
Click on the MacroButton field
In the Display Text box, type the text to show on the field button
Choose the macro to assign from the Macro Name list
Click on OK
To insert a field without using the menu, press [Ctrl F9] to insert a blank field. Type macrobutton followed by a
space, then the name of the macro. After another space, type the text to appear on the button, then press [F9]
to show the field result.