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Desktop Mentor

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

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Word 2007 Advanced

Creating Envelopes and Labels .........................................................................................................41


Printing Envelopes ..........................................................................................................................41
Printing Labels ................................................................................................................................42
Introduction to Mail Merge .................................................................................................................44
Mail Merge Example .......................................................................................................................44
Starting Mail Merge .............................................................................................................................46
Selecting Recipients ...........................................................................................................................47
Using an Existing Data Source .......................................................................................................47
Using Outlook Contacts ..................................................................................................................47
Creating a New Data Source ..........................................................................................................49
Adding Address Blocks......................................................................................................................51
Adding Merge Fields ...........................................................................................................................53
Matching Fields...............................................................................................................................54
Setting Rules .......................................................................................................................................55
Mail Merge Rules ............................................................................................................................55
Adding Rules ..................................................................................................................................56
Adding a Fill-in Rule .......................................................................................................................56
Adding an If... Then... Else Rule .....................................................................................................57
Previewing Results .............................................................................................................................58
Checking for Errors ............................................................................................................................59
Finishing the Merge ............................................................................................................................60
Highlighting Merge Fields ..................................................................................................................61
Updating Labels ..................................................................................................................................62
Finding Recipients ..............................................................................................................................63
Editing Source Data ............................................................................................................................64
Refining the Recipient List ..............................................................................................................64
Editing Data ....................................................................................................................................65
Merging to Email .................................................................................................................................66
Adding Comments ..............................................................................................................................67
Setting your User Name .................................................................................................................67
Adding Comments ..........................................................................................................................67
Viewing Comments .........................................................................................................................68
Editing and Removing Comments ..................................................................................................69
Printing Comments .........................................................................................................................70
Tracking Changes ...............................................................................................................................71
Showing Markup .................................................................................................................................73
Accepting and Rejecting Changes ....................................................................................................74
Comparing Documents.......................................................................................................................75
Inspecting Documents........................................................................................................................77
Restricting Permissions .....................................................................................................................80
Restricting Permission in a Document ...........................................................................................80
Opening a document with Restricted Permission ...........................................................................82

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Word 2007 Advanced

fProtecting Documents .......................................................................................................................83


Setting Protection ...........................................................................................................................83
Protecting Formatting .....................................................................................................................84
Editing Restrictions .........................................................................................................................85
Unprotecting a Document ...............................................................................................................86
Creating a Document Workspace ......................................................................................................87
Saving to a Document Workspace ....................................................................................................89
Creating Blogs .....................................................................................................................................91
Publishing Blogs .................................................................................................................................93
Saving in HTML Format ......................................................................................................................94
Quick Parts and Building Blocks ......................................................................................................96
Creating Quick Parts ......................................................................................................................96
Managing Building Blocks ..............................................................................................................97
Assigning Building Blocks to Keyboard Shortcuts ..........................................................................98
Inserting Fields ..................................................................................................................................100
What is a Field? ............................................................................................................................100
Inserting Fields .............................................................................................................................100
Useful Fields .................................................................................................................................101
Creating Themes ...............................................................................................................................105
Applying Saved Themes...................................................................................................................108
Setting Word Options .......................................................................................................................109
Recording Macros .............................................................................................................................111
Showing the Developer Ribbon ....................................................................................................111
Recording a Macro .......................................................................................................................111
Running Macros ................................................................................................................................113
Assigning Macros to the Quick Access Toolbar ...........................................................................114
Assigning Macros to the Keyboard .................................................................................................117
Creating Forms ..................................................................................................................................119
Adding Form Fields ......................................................................................................................119
Protecting a Form .........................................................................................................................120
Adding Form Sections ..................................................................................................................122
Saving Templates ..............................................................................................................................123
Macro Security ..................................................................................................................................125
Macrobutton Fields ...........................................................................................................................126

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Word 2007 Advanced

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.

In the following outline:

 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

To show Outline View, either:

 Click on the View ribbon, then on the Outline button or

 Click on the Outline button in the Views on the Status Bar

Use keyboard shortcuts or the buttons on the Outlining ribbon to manipulate the outline text.

Action Button Shortcut


Promote text to Heading 1 [Ctrl Alt 1]

Promote text by changing it to the previous [Shift Tab] or [Alt Shift


outline level e.g. from Heading 2 to Heading 1 ]
Demote text by changing it to the next outline [Tab] or [Alt Shift ]
level e.g. from Heading 1 to Heading 2
Return the paragraph to body text using the [Ctrl Shift N]
Normal style
Move the paragraph up [Alt Shift ]

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Word 2007 Advanced

Action Button Shortcut


Move the paragraph down [Alt Shift ]

Expand selection [Alt Shift +]

Collapse all subheadings and text under the [Alt Shift -]


selected heading
Show level 1 text only [Alt Shift 1]
Show level 1 and 2 text [Alt Shift 2]
Show level 1, 2 and 3 text [Alt Shift 3]

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Word 2007 Advanced

Working with Sections


Until a document is split into sections, all formatting changes such as margins or headers and footers will
affect the entire document. Section breaks are used to split the document into sections that can hold
different formats without affecting the entire document.

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.

To insert a section break:

 Position the cursor where the break should appear


 Click on the Page Layout ribbon
 Click on the drop-down arrow of the Breaks button and choose the type of break to insert

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Word 2007 Advanced

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,

 Position the cursor on the break


 Press [Delete]

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.

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Word 2007 Advanced

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.

To insert a cross reference:

 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].

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Word 2007 Advanced

Creating a Table of Contents


If you have used styles to format all headings in a document, it is possible to insert a table of contents
automatically from these headings. The number of the page that the heading is on will be shown and can
be updated quickly if text is moved, added or deleted.

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

To insert a quick table of contents:

 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

 Choose a default table of contents style from the drop-down list

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Word 2007 Advanced

Adding a Custom TOC

To choose exactly what your table of contents consist of:

 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

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Word 2007 Advanced

 Click on OK to insert the table at the cursor position

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.

Updating the Table of Contents

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].

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Word 2007 Advanced

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.

Marking Index Entries Manually

It is possible to mark the words you wish to appear in the index manually - although this can be a time-
consuming process.

 Select the word to be marked


 Click on the References ribbon
 Click on the Mark Entry button in the Index group

 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

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Word 2007 Advanced

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.

Press ALT + SHIFT + X to mark the selected word as an index entry.

Marking Index Entries Automatically

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.

 Activate the document in which you wish to create the index


 Click on the References ribbon
 Click on the Insert Index button in the Index group
 Click on the AutoMark button
 Click on the drop-down arrow in the Look In box and select the drive and folder in which the
concordance document is stored. Select the name of the document from the list displayed and
click on Open

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Word 2007 Advanced

Inserting the Index

Once all entries have been marked, the index can be generated:

 Position the cursor where the index is to appear


 Click on the References ribbon
 Click on the Insert Index button in the Index group
 Choose a format for the index, as well as the number of Columns to format the index to
 Click on OK to insert the index

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.

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Word 2007 Advanced

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.

Formatting into Columns

To create newspaper columns:

 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

Click on the More Columns command for further options if required:

 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

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Word 2007 Advanced

Distributing Column Text

It is possible to distribute text equally across newspaper columns.

Example Before Distribution Example After Distribution

To distribute columns:

 Position the cursor at the end of the column text


 Click on the Page Layout ribbon
 Click on the drop-down arrow of the Breaks button and choose Continuous

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Word 2007 Advanced

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.

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Word 2007 Advanced

Inserting Cover Pages


If your document will have a different first page, you can insert a cover page that does not pick up all
formatting from the rest of the document. The cover page will not show the header and footer from the rest
of the document, and can be formatted as required by setting margins, alignment, etc.

Using the Default Cover Pages

To add one of the default cover pages to the document:

 Click on the Insert ribbon


 Click on the drop-down arrow of the Cover Page button in the Pages group
 Choose the cover page that most closely matches the format you wish to use

Make any changes to the text and format on the cover page, then continue to create the document as normal.

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Word 2007 Advanced

Creating a New Cover Page

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.

To create a new cover page:

 Create a new blank document


 Build the cover page by adding text, images and other elements as required
 When complete, press [Ctrl A] to select the entire cover page
 Click on the Insert ribbon
 Click on the drop-down arrow of the Cover Page button and choose Save Selection to Cover
Page Gallery
 Enter a Name for the cover page, as well as an optional Description
 Click on OK

Custom cover pages will be displayed at the bottom of the Cover Page list and can be applied to any
document as described above:

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Word 2007 Advanced

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.

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Word 2007 Advanced

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:

 Click on the Page Layout ribbon


 Click on the Watermark button of the Page Background
group

 Choose the watermark you wish to insert:

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Word 2007 Advanced

To create a custom watermark:

 Click on the Page Layout ribbon


 Click on the Watermark button of the Page Background group
 Choose Custom Watermark
 Choose Picture Watermark or Text Watermark as required
 If you choose to insert a picture watermark, you will be prompted to select an image. Choose the
Size of the image and tick Washout you would like to make the picture less visible behind the text:

 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

 Click on OK to insert the watermark

To remove a watermark, click on the drop-down arrow of the Watermark button on the Page Layout ribbon
and choose Remove Watermark.

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Word 2007 Advanced

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.

Style Used For


Normal All body text in the document. This style includes spacing between
lines and paragraphs
No Spacing Body text that you do not want to contain line or paragraph spacing
Heading 1 1st level (main) headings in the document
Heading 2 2nd level (sub) headings in the document
Heading 3 3rd level headings in the document
Title The main document title
Subtitle The document subtitle
List Paragraph A list that does not have bullets
List Bullet A bulleted list
Quote, Emphasis, Strong, etc. Text that is emphasised e.g. in bold, italics, etc.

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

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Word 2007 Advanced

 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

 Choose OK when all formats have been added to the style

Modifying a Style by Example

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

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Word 2007 Advanced

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.

To manage your styles:

 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 Edit tab to modify or remove styles

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.

To set your recommended styles:

 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

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Word 2007 Advanced

 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.

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Word 2007 Advanced

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

If the document you wish to copy from is not displayed:

 Choose Close File then Open File


 Click on the drop-down arrow in the Files of Type box and choose All Word Documents
 Click on the drop-down arrow in the Look In box and select the drive and folder in which the
document is stored
 Select the name of the file from the list displayed and choose Open

To copy the styles:

 Choose the styles to be copied by holding [Ctrl] and clicking on each style
 Click on Copy
 Choose Close when complete

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Word 2007 Advanced

Adding Text to a Table of Contents


You can add text to an existing table of contents, either if the text isn't picked up automatically when the
table of contents is created, or if the text is added afterwards.

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.

To add text to a table of contents:

 Select the text you wish to add


 Click in the References ribbon
 Click on the Add Text button
 Choose the level you wish to add 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:

 Click anywhere inside the table of contents


 Click on the References ribbon
 Click on Update Table

 Choose Update Entire Table and click on OK

A table of contents can also be updated by clicking inside the table and pressing [F9].

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Word 2007 Advanced

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

 Type the bookmark name to assign to the selected text


 Click on the Add button

You can also insert a bookmark by pressing [Ctrl+Shift+F5]. Type the bookmark name and click on Add.

Locating Bookmark Text

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.

 Click on the Insert ribbon


 Click on the Bookmark button in the Links group

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Word 2007 Advanced

 Select the bookmark name from the list displayed


 Click on the Go To button

Alternatively, use the Go To command to locate a bookmark in the document:

 On the Home ribbon, click on the drop-down arrow of the Find button of the Editing group
 Choose the Go To command

 Choose Bookmark from the Go To What list


 Click on the drop-down arrow of the Enter Bookmark Name list and choose the bookmark you
wish to go to
 Click on Go To or press [Enter]
 When the correct location is displayed, click on Close or press [Escape]

Press [Ctrl G] to quickly show the Go To dialog box at any time.

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Word 2007 Advanced

Adding Footnotes and Endnotes


Footnotes and endnotes are used to add references to text in a document. As they appear at the bottom of
the page or section, they can be used to add comments and explanations without interrupting the flow of
text.

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.

Inserting a Footnote or Endnote

To insert a footnote or endnote:

 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

 Type the text to appear in the footnote or endnote


 Click back in the main body of the document when complete

Footnote and Endnote Settings

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

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Word 2007 Advanced

 Type the text to appear in the footnote or endnote


 Click back in the main body of the document when complete

Editing and Deleting Footnotes and Endnotes

When you position the mouse over a footnote or endnote number, the note text will display on screen:

To edit a footnote or endnote:

 Double-click on the footnote or endnote number


 Edit the text as required
 Click back in the main body of the document when complete

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.

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Word 2007 Advanced

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.

The following styles are available:

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

To add a new citation source to the document:

 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

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Word 2007 Advanced

 Choose Add New Source


 Choose the Type of Source you are citing e.g. book, journal article, interview or film
 Enter all information for the source
 Click on OK when complete

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

All sources will be listed.

 Click on a source to preview it in the lower part of the screen

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Word 2007 Advanced

 Click on a source then click on Edit to change the source information


 Click on a source then click on Delete to remove the source
 Click on Close to return to the document

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Word 2007 Advanced

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.

To add a bibliography to the document:

 Position the cursor where the bibliography should appear


 Click on the References ribbon
 Click on the Bibliography button and choose the option you wish to insert.

Choose Insert Bibliography to insert an unformatted bibliography.

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Word 2007 Advanced

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:

 Select the picture you wish to insert a caption for


 Click on the References ribbon
 Click on the Insert Caption button in the Captions group

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Word 2007 Advanced

 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.

 Click on the References ribbon


 Click on the Insert Caption button in the Captions group

 Click on the AutoCaption button


 Check each type of image you wish to add a caption to e.g. all Bitmap images
 Choose the required Label to use for the caption
 Click on OK when complete

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Word 2007 Advanced

Every time a new image is added, a caption will be created automatically.

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Word 2007 Advanced

Word Counts
You can count the number of pages, words, characters, lines and paragraphs in the document.

 Click on the Review ribbon


 Click on the Word Count button in the Proofing group

The Word Count dialog box will display the statistics of your document. Click on Close to return to the
document.

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Word 2007 Advanced

Creating Envelopes and Labels


You can print a single envelope or label in Word 2007, using a number of pre-set formats. If you have typed
a letter containing the address for the envelope or label, it will not be necessary to retype this address.

Printing Envelopes

To print a single envelope:

 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

 To choose the correct envelope size, click on Options


 Choose the correct size from the Envelope Size drop-down list

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Word 2007 Advanced

 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

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Word 2007 Advanced

 To choose the correct label size, click on Options


 Choose the correct label manufacturer from the Label Products list, then the product number from
the list displayed under this

 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.

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Word 2007 Advanced

Introduction to Mail Merge


Word 2007's mail merge tool is used to create personalised letters, faxes or emails using a data source
such as an Excel database of addresses, or an Outlook contacts list.

Mail Merge Example

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 following table of customer details:

Could be merged with this letter:

To produce personalised letters for all customers:

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Word 2007 Advanced

The mailings ribbon is used to create, format and finalise your mail merge:

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Word 2007 Advanced

Starting Mail Merge


In the first step of the mail merge, create or open the document you wish to use as the basis of your mail
merge. This could be a letter, fax, or other type of document you wish to personalise.

To start the mail merge:

 Click on the Mailings ribbon


 Click on the Start Mail Merge button
 Choose the type of document you wish to use in the 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

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Word 2007 Advanced

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.

Using an Existing Data Source

To use an existing list as your data source:

 Click on the Select Recipient button on the Mailings ribbon


 Choose Use Existing 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

Using Outlook Contacts

To use Outlook Contacts as your data source:

 Click on the Select Recipient button on the Mailings ribbon

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Word 2007 Advanced

 Choose Select from Outlook Contacts

 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

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Word 2007 Advanced

Creating a New Data Source

To create a new data source:

 Click on the Select Recipient button on the Mailings ribbon


 Choose Type New List

 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.

 Type a name for the new data source file


 Click on Save

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Word 2007 Advanced

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Word 2007 Advanced

Adding Address Blocks


Once the data source has been attached, you can complete the mail merge process by entering any
standard text to appear on each letter or other document you create.

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

To add an address block:

 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

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Word 2007 Advanced

 Choose the greeting you wish to use e.g. Dear or To


 Choose the format for the name to appear in the greeting line i.e. first name, last name or any
combination
 Choose whether to follow the greeting with a comma
 Choose a generic greeting to appear when there is no name in your list
 Click on OK to add the greeting line to the document

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.

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Word 2007 Advanced

Adding Merge Fields


To add any other field from the data source into the merge document:

 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

Alternatively, if your data source only has a small number of fields:

 Click on the drop-down arrow of the Insert Merge Field button


 Choose the field you wish to insert

Each field will show in angle brackets in the document, with grey shading showing when the field is selected.

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Word 2007 Advanced

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.

To match your data source fields to Word's default field names:

 Click on Match Fields button on the Mailings ribbon

 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

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Word 2007 Advanced

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.

Mail Merge Rules

The following rules are available:

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

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Word 2007 Advanced

Adding Rules

To add a rule to the mail merge:

 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

 Choose the rule you wish to use


 Enter any further information required for the rule, then click on OK

Adding a Fill-in Rule

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

The following field:

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Word 2007 Advanced

Will show the following prompt during the mail merge:

Adding an If... Then... Else Rule

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:

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Word 2007 Advanced

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

To search for a specific recipient and show their document:

 Click on the Find Recipient button on the Mailings ribbon


 Enter the text you wish to find
 Click on Find Next until the correct record is shown

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Word 2007 Advanced

Checking for Errors


You can use the Auto Check feature to check your mail merge for errors before you print all documents or
complete the merge.

 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:

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Word 2007 Advanced

Finishing the Merge


Once you have previewed and checked your mail merge, it can be completed.

 Click on the Finish & Merge button on the Mailings ribbon


 Choose the way in which you want to merge the records

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.

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Word 2007 Advanced

Highlighting Merge Fields


You can highlight the merge fields in your mail merge document so that you can easily see where the
different information will show in your document.

To highlight merge fields:

 Click on the Mailings ribbon


 Click on the Highlight Merge Fields button

Repeat the above steps to remove the highlighting from merge fields.

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Word 2007 Advanced

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.

To create a mail merge with labels:

 Create a new document


 Click on the Mailings ribbon, then click on Start Mail Merge and choose Labels

 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.

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Word 2007 Advanced

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 Preview Results button on the Mailings ribbon:

 Click on the Find Recipient button on the Mailings ribbon


 Enter the text you wish to find
 To search in a particular field only, choose This Field then click on the drop-down arrow next to
this. Choose the field you wish to search - only the fields used in the document will be displayed
 Click on Find Next until the correct record is shown
 Click on Cancel to clear the Find dialog box from screen

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Word 2007 Advanced

Editing Source Data


The data source can be changed at any time if fields or records need to be added or removed.

Click on the Edit Recipient List button on the Mailings ribbon to view the data source.

Refining the Recipient List

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

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Word 2007 Advanced

Editing Data

To edit the actual data e.g. to change a name or address:

 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

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Word 2007 Advanced

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:

To send the messages, once the message has been compiled:

 Click on the Finish & Merge button on the Mailings ribbon


 Choose Send E-mail Messages

 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

The following email formats can be used:

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

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Word 2007 Advanced

Adding Comments
Comments can be attached to any text in the document, to add explanations about content, layout, etc.

Setting your User Name

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.

 Click on the Office button


 Click on the Word Options button
 With the Popular menu selected on the left-hand side of the window, click in the User Name box
 Enter your user name, then click on OK

Adding Comments

To insert a comment:

 Select the text you want to add a comment to


 Click on the Review ribbon
 Click on the New Comment button in the Comments group

 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

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Word 2007 Advanced

Viewing Comments

The way in which comments display depends on the view you are using in Word.

 Comments will display at all times in Print Layout view


 In Draft view, commented text will show with shading. Position the mouse over the shaded text to
view the comment

Alternatively you can show all comments in the Reviewing Pane, where they can be edited or removed as
required.

 Click on the Review ribbon


 Click on the drop-down arrow of the Reviewing Pane button
 Choose whether to show the pane horizontally or vertically

The pane will show on screen, with all comments displayed:

To hide comments in the document:

 Click on the Review ribbon


 Click on the Show Markup button and choose Comments

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Word 2007 Advanced

Editing and Removing Comments

Use the Next and Previous buttons on the Review ribbon to move between the comments in a document:

To remove a comment:

 Click in the text containing the comment


 Click on the Delete button in the Comments group of the Review ribbon

To edit a comment:

 Right-click in the text containing the comment


 Choose Edit Comment from the shortcut menu displayed
 Edit the text as required
 Click back in the main body of the document after editing the comment text

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Word 2007 Advanced

Printing Comments

Comments will print with the document by default.

To hide comments from print:

 Click on the Office button and choose the Print command


 Click on the drop-down arrow of the Print What box
 Choose Document instead of the default Document showing Markup
 Click on OK

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Word 2007 Advanced

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.

To begin tracking all changes made to the document:

 Click on the Review ribbon


 Click on the top part of the Track Changes button in the Tracking group

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

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Word 2007 Advanced

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Word 2007 Advanced

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.

The following views are available:

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:

 Click on the Show Markup button on the Review ribbon


 Choose Reviewers
 To hide all changes by a specific reviewer, click in the box in front of that reviewer's name
 Repeat the above step to show the reviewer's changes again

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Word 2007 Advanced

Accepting and Rejecting Changes


Once all changes have been made to the document, you can review the changes and choose which to
keep (accept) or lose (reject).

To accept and reject changes:

 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.

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Word 2007 Advanced

Comparing Documents
If you have two versions of the same document, you can compare these to highlight all differences.

 With no documents open, click on the Review ribbon


 Click on the Compare button
 Choose Compare

 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

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Word 2007 Advanced

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.

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Word 2007 Advanced

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.

By inspecting a document, you can remove the following information:

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

To check for the above content:

 Save the document you wish to check


 Click on the Office button
 Choose Prepare, then Inspect Document

 By default, Word will search for all hidden and personal content - uncheck any items you do not
wish to locate
 Click on Inspect

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Word 2007 Advanced

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.

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Word 2007 Advanced

 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.

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Word 2007 Advanced

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.

Restricting Permission in a Document

To restrict permission to a document:

 Click on the Office button, then on Prepare


 Choose Restrict Permission
 Choose Restricted Access

 Check the box to Restrict Permission to this document

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Word 2007 Advanced

 Click in the Read box


 Enter the email addresses of each person you wish to be able to read the document, but not print
or make any changes to the file
 Click on the Check Name button to ensure the email addresses have been entered correctly

 Click in the Change box


 Enter the email address of each person you wish to be able to make changes to the document.
Anyone not listed in this or the Read box will not be able to open the file
 Click on the Check Name button to ensure the email addresses have been entered correctly
 Click on More Options
 To set an expiry date for the file, on which all permissions will end, click on the This document
expires on check box, then on the drop-down arrow under this. Choose the date on which the file
will expire
 Click on OK

A banner will display under the ribbon, showing that the document has restricted permission.

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Word 2007 Advanced

Opening a document with 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.

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Word 2007 Advanced

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

To set document protection:

 Click on the Review ribbon


 Click on the Protect Document button
 Choose Restrict Formatting and Editing

The Protection pane will display:

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Word 2007 Advanced

 Choose the type of protection you wish to apply


 Click on Yes, start enforcing protection
 To assign a password that will need to be typed before the document is unprotected, type a
password in the first box. Retype the password in the second box for confirmation
 Click on OK

Protecting Formatting

To restrict the formatting changes that can be made to the document:

 Check the Limit Formatting box on the Protection pane


 Click on the Settings link
 Check each style you wish users to be able to apply to text in the document. Click on None to
allow no formatting changes, or All to allow all styles to be used.
 Click on OK
 Click on Yes, start enforcing protection

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:

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Word 2007 Advanced

Editing Restrictions

To enforce editing restrictions, e.g. to form fields only:

 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

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Word 2007 Advanced

 Click on Yes, start enforcing protection

Unprotecting a Document

To stop document protection and allow full editing:

 If the Protection pane is not displayed, click on the Review ribbon, then on the Protect Document
button. Choose Restrict Formatting and Editing

 Click on the Stop Protection button at the bottom of the pane


 If you assigned a password during protection, enter this now and click on OK

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Word 2007 Advanced

Creating a Document Workspace


If you use Sharepoint, you can create a new Document Workspace from within Word, and save your
document into the space automatically. From within Word you can add members to the workspace, add
tasks and related documents, and add links to other related information.

To create the document workspace:

 Click on the Office button


 Click on the Publish command
 Choose to Create Document Workspace

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

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Word 2007 Advanced

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.

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Word 2007 Advanced

Saving to a Document Workspace


Once you have created a document workspace, you will need to ensure this is kept up-to-date and always
contains the most recent version of the document.

To save a document to the workspace:

 To save the local copy of the document, click on the Save button on the Quick Access Toolbar

 Click on the Office button and choose the Server command

 Choose the Document Management Information option to show the Document Management task
pane
 On the task pane, click on the Update Workspace Copy link

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Word 2007 Advanced

The file will be uploaded to the server and the task pane will show that the document is up-to-date.

To view different versions of the document:

 Click on the Office button and choose the Server command


 Choose View Version History

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Word 2007 Advanced

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.

To create a new blog post:

 Click on the Office button and choose New


 Choose New Blog Post
 Click on Create

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.

 Click on Register Now


 Choose your blog provider from the drop-down list and click on Next
 Enter the name of your blog space, and the Secret Word you set when you enabled email
publishing within your space
 Click on OK

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Word 2007 Advanced

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.

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Word 2007 Advanced

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.

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Word 2007 Advanced

Saving in HTML Format


To save a Word 2007 file in HTML format:

 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 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

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Word 2007 Advanced

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.

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Word 2007 Advanced

Quick Parts and Building Blocks


Building blocks are used to store frequently used items in Word 2007 - from company logos to disclaimers
using a variety of objects e.g. cover pages, tables, images, headers and footers, etc.

Building blocks are created using the Quick Parts option in Word 2007.

Creating Quick Parts

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

 Enter a Name for the quick part, as well as an optional Description


 Choose how the quick part should be inserted - this can be content only, as a new paragraph or
as an entire page
 Click on OK

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.

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Word 2007 Advanced

Managing Building Blocks

You can view the entire collection of building blocks, including any custom building blocks you have created
yourself.

 Click on the Insert ribbon


 Click on the drop-down arrow of the Quick Parts button and choose Building Blocks Organiser

 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

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Word 2007 Advanced

 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

Assigning Building Blocks to Keyboard Shortcuts

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.

 Click on the Office button


 Click on the Word Options button

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Word 2007 Advanced

 Click on the Customise option in the left-hand menu


 Click on the Customise button next to Keyboard Shortcuts
 Scroll down the Categories list and select AutoText
 Scroll down the AutoText list to find the name of your building block
 Click in the Press New Shortcut Key box and press the combination of keys to be assigned to the
quick part. If the combination is already assigned to another quick part or Word command, this will
appear under Currently Assigned To
 Click on Assign
 Click on Close

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.

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Word 2007 Advanced

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

To insert a field via the menu:

 Position the cursor where the field result should appear


 Click on the Insert ribbon
 Click on the drop-down arrow of the Quick Parts button and choose Field

 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

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Word 2007 Advanced

 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

The following fields insert date information:

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

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Word 2007 Advanced

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

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Word 2007 Advanced

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

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Word 2007 Advanced

 Click on OK

Repeat the above steps in each position where you want the name to appear in the document.

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Word 2007 Advanced

Creating Themes
You can customise Word's default themes to hold your own choice of colours, fonts and effects.

To apply a theme to the document:

 Click on the Page Layout ribbon


 Click on the drop-down arrow of the Themes button and choose the required theme

Themes can be customised if they don't follow the exact format that you require.

To change the colours of the theme:

 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

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Word 2007 Advanced

 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

To change the fonts of the theme:

 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

To change the shape effects of the theme:

 Click on the drop-down arrow of the Effects box


 Choose the effects to be applied to inserted objects

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Word 2007 Advanced

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

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Word 2007 Advanced

Applying Saved Themes


Themes allow you to format a file in a number of ways.

 By applying a set colour scheme to the document


 By applying a font combination
 By applying formatting options to any drawn lines and shapes

When you apply a theme, it will be applied to all pages in the current document.

To apply a saved theme to the document:

 Click on the Page Layout ribbon


 Click on the drop-down arrow of the Themes button

 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.

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Word 2007 Advanced

Setting Word Options


All Word options are set in a central place that is accessed as follows:

 Click on the Office button


 Click on the Word Options button

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).

This section also contains options for:

 Cut, copy and paste settings


 Document content and display settings
 Printer settings such as reverse order, scaling and duplex printing
 Settings for background saving

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Word 2007 Advanced

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

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Word 2007 Advanced

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.

Showing the Developer Ribbon

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:

 Create a new document


 Click on the Office button, then on the Word Options button
 Ensure the Popular option is selected on the left-hand side of the window
 Check the box to Show the Developer Tab in the Ribbon
 Click on OK

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.

To record a new macro:

 Click on the Developer ribbon


 Click on the Record Macro button in the Code group

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Word 2007 Advanced

 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:

 Carry out the steps to be recorded


 When complete, click on the Stop Recording button of the Developer ribbon, or on the Stop
button on the status bar

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Word 2007 Advanced

Running Macros
Before a macro is assigned to a button or keystroke, it can be run in the following way:

 Click on the Developer ribbon


 Click on the Macros button in the Code group

 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.

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Word 2007 Advanced

Assigning Macros to the Quick Access Toolbar


Once a macro has been recorded, it can be assigned to a button on the Quick Access Toolbar. To run the
macro once this has been done, simply click on the toolbar button.

To assign a macro to a button on the Quick Access Toolbar:

 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

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Word 2007 Advanced

 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

 Choose a new symbol for the button


 Click on OK

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Word 2007 Advanced

 Click on OK to return to the document when complete

You can now click once on the button on the Quick Access toolbar each time you wish to run the macro.

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Word 2007 Advanced

Assigning Macros to the Keyboard


You can assign a macro a keyboard shortcut - when you press the keyboard shortcut, the macro will run.

 Click on the Office button


 Click on the Word Options button

 Click on the Customise option in the left-hand menu


 Click on the Customise button next to Keyboard Shortcuts
 Scroll down the Categories list and select Macros
 Scroll down the Macros list to find the name of your macro
 Click in the Press New Shortcut Key box and press the combination of keys to be assigned to the
macro. If the combination is already assigned to another macro or Word command, this will
appear under Currently Assigned To
 Click on Assign
 Click on Close

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Word 2007 Advanced

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.

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Word 2007 Advanced

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.

Adding Form Fields

You can add the following controls to your form:

Control Icon Description


Rich Text Text that can be formatted

Plain Text Text with limited formatting

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

Date Picker Any date can be selected

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 add a form field:

 Position the cursor where the form control should appear


 Click on the Developer ribbon
 From the Controls group, select the form control you wish to insert e.g. Rich Text or Date Picker

 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:

 Click on the Properties button immediately after adding the control


 Click on the Add button to add a value to the list

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Word 2007 Advanced

 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:

 Click on the Review ribbon


 Click on the Protect Document button
 Choose Restrict Formatting and Editing

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Word 2007 Advanced

The Protection pane will display:

 Check the box to Allow only this type of editing in the document
 Choose Filling in Forms from the drop-down list beneath this

 Click on Yes, Start Enforcing Protection Now


 To assign a password that will need to be typed before the document is unprotected, type a
password in the first box. Retype the password in the second box for confirmation
 Click on OK

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.

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Word 2007 Advanced

Adding Form Sections

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

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Word 2007 Advanced

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

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Word 2007 Advanced

 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:

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Word 2007 Advanced

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

To set the level of security you wish to use:

 Click on the Developer ribbon


 Click on the Macro Security button in the Code group

 Choose the macro security setting from the list displayed


 Click on OK

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.

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Word 2007 Advanced

Macrobutton Fields
The MacroButton field is used to display text that can be clicked to run a macro.

 Position the cursor where the macrobutton field should appear


 Click on the Insert ribbon
 Click on the drop-down arrow of the Quick Parts button and choose Field

 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.

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