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:

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

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Action Move the paragraph down Expand selection Collapse all subheadings and text under the selected heading Show level 1 text only Show level 1 and 2 text Show level 1, 2 and 3 text

Button

Shortcut [Alt Shift ] [Alt Shift +] [Alt Shift -] [Alt Shift 1] [Alt Shift 2] [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 Next Page Description 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:

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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,

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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:

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Type the introductory text e.g. "For more information see " Click on the Insert ribbon In the Links group, click on Cross-Reference

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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:

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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:

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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:

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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 timeconsuming process.

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Select the word to be marked Click on the References ribbon Click on the Mark Entry button in the Index group

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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.

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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:

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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:

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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:

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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:

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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:

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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:

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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:

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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:

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

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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.

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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:

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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:

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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.

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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:

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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:

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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:

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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:

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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

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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.

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Click on the Insert ribbon Click on the Bookmark button in the Links group

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Word 2007 Advanced

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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:

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

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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:

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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

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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.

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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

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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:

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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 APA Description American Psychological Association

Chicago The Chicago Manual of Style GB7714 Standardisation Administration of China GOST MLA SIST02 The Federal Agency of the Russian Federation on Technical Regulating and Metrology Modern Language Association Standards for Information of Science and Technology by Japan Science and Technology Agency ISO 690 International Organisation for Standardisation

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:

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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

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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.

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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

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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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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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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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   

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

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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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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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 

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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 

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

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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 Type Letters

Description 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 Merge to Outlook 2007 to create individually addressed and personalised email messages Produce an envelope for each of your recipients Produce a label for each of your recipients A single document containing a catalogue or printed list of addresses. Each record prints underneath the last one, on the same page

E-Mail Messages Envelopes Labels Directory

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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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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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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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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 Address Block Greeting Line Description This will add name and address details and you will have the option of choosing additional information to include e.g. company name 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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    

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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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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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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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 required The prompt to appear for the user, default text to appear in the prompt box, plus the bookmark that the data will be stored in The prompt to appear for the user, plus default text to appear in the prompt box The condition (i.e. the field, comparison and value) plus the text to insert if the condition is true or false None

Rule Ask

Result Shows a dialog box at the point that the rule is inserted in the document. The user will be able to type their own data, which will be stored in a bookmark until needed. Shows a dialog box at the point that the rule is inserted in the document. The user will be able to type their own data, which will appear at that point in the document. Allows you to set a condition which will determine which text to enter at that point in the document. If a field compares to a value, one block of text will be entered. If not, another block will be entered. Inserts the number of the merge record, 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.

Fill-in

If... Then... Else

Merge Record #

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 Next Record If This field is used to insert the value from the next record, rather than the current record This field is used to insert the value from the next record, but only if a certain condition is met Sets a specific value to a bookmark, which can then be used later in the document Excludes the current record from the mail merge if a certain condition is met None The field and comparison that must be matched for the next record's value to be used The value, and the bookmark that the value will be stored in The field and comparison that must be matched for the current record to be excluded from the mail merge

Set Bookmark Skip Record If

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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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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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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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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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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 Edit individual letters

Description 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. This will print a copy of the letter for each recipient in the data source

Print Documents

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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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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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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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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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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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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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 HTML Plain Text As Attachment Description The document will be sent in the message body, in HTML format The document will be sent in the message body, with no formatting The document will be sent as an email attachment

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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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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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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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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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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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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 Original Final Original showing markup Final showing markup Description This shows the original unchanged document This is how the document would look if you rejected all changes This shows document with all changes in place This is how the document would look if you accepted all changes This shows inserted text and formatting changes in balloons on the right-hand side of the page Deleted text appears crossed out, in its original place in the document 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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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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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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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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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 Comments, revisions, versions and annotations Properties Custom XML Data Headers, footers and watermarks Hidden text Description Comments you have inserted via the Review ribbon, or ink annotations you have created via your tablet PC Document properties such as status, keywords, etc. Any XML data stored in the document Headers and footers you have set via Page Setup or the Insert ribbon, or Watermarks you have applied via the Page Layout ribbon 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 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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  

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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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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  

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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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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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 Tracked changes Comments Filling In Forms No Changes Description All changes to the document will be marked, allowing you to accept or reject each change as required No changes will be allowed to the text of your document, but colleagues may add comments to the document 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 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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   

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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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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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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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 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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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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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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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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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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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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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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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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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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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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 

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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    

 

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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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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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 Date CreateDate PrintDate SaveDate Returns The current date The document's creation date The date the document was last printed 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 Author Title Subject Returns The name of the Author, as saved in the document properties The title of the document, as saved in the document properties The subject of the document, as saved in the document properties

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Field Keywords Comments UserName UserInitials UserAddress LastSavedBy FileName FileSize NumChars NumWords NumPages RevNum Template

Returns Keywords of the document, as saved in the document properties Comments saved in the document properties The current user name, as set in Word Options The current user initials, as set in Word Options The current user address, as set in Word Options The name of the user that last saved the document The name of the document - add the \p switch to give the full path The size of the document in bytes The total number of characters in the document The total number of words in the document The total number of pages in the document The number of times the file has been saved 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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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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Click on OK

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

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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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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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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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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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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 Popular Display Options The most commonly changed options such as your user name and whether the Developer ribbon should 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. Spelling and AutoCorrect options The default file format to be used, and whether AutoRecover is enabled 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:

Proofing Save Advanced

   

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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Menu

Options


Customise Add-Ins Trust Centre Resources

Feedback and error options

Customise the Quick Access toolbar by adding and removing buttons Enable add-ins to provide additional functionality to Word Security and privacy settings Contact Microsoft for updates, diagnostics and activation

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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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    

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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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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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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  

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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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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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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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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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 Rich Text Plain Text Picture Combo Box Drop-down List Date Picker Building Block Gallery Icon Description Text that can be formatted Text with limited formatting A picture placeholder that can be filled with any single image The user can select an option from the drop-down list, or enter their own text The user can only select an option from the drop-down list Any date can be selected The user can choose a quick part e.g. a cover page option, or custom 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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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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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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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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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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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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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 Very High High Medium Low Description Unsigned macros are disabled, and signed macros are only enabled if installed in a trusted location Unsigned macros are disabled while signed macros are enabled 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 All macros, signed or unsigned, are enabled

To set the level of security you wish to use:

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Click on the Developer ribbon Click on the Macro Security button in the Code group

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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.

© Hewlett-Packard 2007

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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.

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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

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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.

© Hewlett-Packard 2007

Page 126 of 126

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