word 2007 the missing manual

Word 2007: The Missing Manual By Guy Hart-Davis, Chris Grover Publisher: O'Reilly Pub Date: Decem ber 01 , 2 00 6 ISBN-10: 0 -5 9 6- 527 39 -X ISBN-13: 9 78- 0- 596 -5 273 9-6 Pages: 50 4 Table of Contents | Index Microsoft Word has grown considerably in power, sophistication and capability over the past decade, but one thing that hasn't changed since the early '90s is its user interface. The simple toolbar in version 2.0 has been packed with so many features since then that few users know where to find them all. Consequently, more and more people are looking for "insider" tips that will allow them to use these advanced and often hidden features. Microsoft has addressed this problem in Word 2007 by radically redesigning the user interface with a tabbed toolbar that makes every feature easy to locate and use. Unfortunately, Microsoft's documentation is as scant as ever, so even though you will be able to find advanced features, you might not know what to do with them. Word 2007: The Missing Manual, written specifically for this version of the software, explains basics like how to create documents, enter and edit text, format, print, and fax. You will will also learn how to create sophisticated page layouts, insert forms and tables, use graphics, and create book-length documents with outlines and Master Documents. Coverage also includes how to share documents with other people and programs, create web pages, automate documents with fields, and automate tasks with macros and the Visual Basic scripting language. This book shows you how to do it all. Word 2007: The Missing Manual By Guy Hart-Davis, Chris Grover Publisher: O'Reilly Pub Date: Decem ber 01 , 2 00 6 ISBN-10: 0 -5 9 6- 527 39 -X ISBN-13: 9 78- 0- 596 -5 273 9-6 Pages: 50 4 Table of Contents | Index Microsoft Word has grown considerably in power, sophistication and capability over the past decade, but one thing that hasn't changed since the early '90s is its user interface. The simple toolbar in version 2.0 has been packed with so many features since then that few users know where to find them all. Consequently, more and more people are looking for "insider" tips that will allow them to use these advanced and often hidden features. Microsoft has addressed this problem in Word 2007 by radically redesigning the user interface with a tabbed toolbar that makes every feature easy to locate and use. Unfortunately, Microsoft's documentation is as scant as ever, so even though you will be able to find advanced features, you might not know what to do with them. Word 2007: The Missing Manual, written specifically for this version of the software, explains basics like how to create documents, enter and edit text, format, print, and fax. You will will also learn how to create sophisticated page layouts, insert forms and tables, use graphics, and create book-length documents with outlines and Master Documents. Coverage also includes how to share documents with other people and programs, create web pages, automate documents with fields, and automate tasks with macros and the Visual Basic scripting language. This book shows you how to do it all. Word 2007: The Missing Manual By Guy Hart-Davis, Chris Grover Publisher: O'Reilly Pub Date: Decem ber 01 , 2 00 6 ISBN-10: 0 -5 9 6- 527 39 -X ISBN-13: 9 78- 0- 596 -5 273 9-6 Pages: 50 4 Table of Contents | Index Copyright The Missing Credits Introduction Part I: Word Basics for Simple Documents Chapter 1. Creating, Opening, and Saving Documents Section 1.1. Launching Word Section 1.2. Creating a New Document Section 1.3. Opening an Existing Document Section 1.4. Your Different Document Views Section 1.5. Saving and Closing Documents Chapter 2. Entering and Editing Text Section 2.1. Typing in Word Section 2.2. Selecting Text Section 2.3. Moving Around Your Document Section 2.4. Cutting, Copying, and Pasting Section 2.5. Finding and Replacing Text Section 2.6. Saving Keystrokes with Quick Parts Chapter 3. Setting Up the Document: Margins, Page Breaks, and More Section 3.1. Choosing Paper Size and Layout Section 3.2. Setting Document Margins Section 3.3. Adding Page Background Features Section 3.4. Adding Headers and Footers Section 3.5. Working with Multiple Columns Section 3.6. Line Numbers Section 3.7. Hyphenation Chapter 4. Formatting Text, Paragraphs, and Headings Section 4.1. Formatting Basics Section 4.2. Formatting Characters Section 4.3. Formatting Paragraphs Section 4.4. Creating Bulleted and Numbered Lists Section 4.5. Setting Tabs Section 4.6. Using Word's Rulers Section 4.7. Fast Formatting with Format Painter Section 4.8. Formatting with Styles Section 4.9. Modifying Styles Section 4.10. Managing Style Sets Chapter 5. Themes and Templates Section 5.1. Choosing a Theme Section 5.2. Choosing a Template Chapter 6. Spelling, Grammar, and Reference Tools Section 6.1. Turning on Spelling and Grammar Checking Section 6.2. Checking Spelling Section 6.3. Checking Grammar and Style Section 6.4. Controlling AutoCorrect Section 6.5. Exploring Word's Research Tools Section 6.6. Accessing Word's Thesaurus Section 6.7. Translating Text Section 6.8. Checking Your Word Count Chapter 7. Printing Word Documents Section 7.1. Quick and Easy Printing Section 7.2. Print Preview Section 7.3. Choosing a Printer Section 7.4. Printing to an Adobe PDF File Section 7.5. Faxing with Word Section 7.6. Changing Print Settings Section 7.7. Printing Envelopes Section 7.8. Printing Labels Section 7.9. Setting Print Options Part II: Creating Longer and More Complex Documents Chapter 8. Planning with Outlines Section 8.1. Switching to Outline View Section 8.2. Promoting and Demoting Headings Section 8.3. Moving Outline Items Section 8.4. Showing Parts of Your Outline Chapter 9. Working with Long Documents Section 9.1. Navigating a Large Document Section 9.2. Understanding Sections Section 9.3. Creating a Table of Contents Section 9.4. Creating an Index Section 9.5. Navigating with Hyperlinks Section 9.6. Cross-Referencing Your Document Section 9.7. Cross-Referencing Figures Section 9.8. Creating Footnotes and Endnotes Section 9.9. Inserting Citations and Creating a Bibliography Section 9.10. Working with a Master Document Chapter 10. Organizing Your Information with Tables Section 10.1. Creating Tables Section 10.2. Moving Around a Table Section 10.3. Selecting Parts of a Table Section 10.4. Merging and Splitting Cells Section 10.5. Adjusting Column Width and Row Height Section 10.6. Formatting Tables Section 10.7. Doing Math in Tables Chapter 11. Adding Graphics, Video, and Sound to Your Documents Section 11.1. Drop Caps, Text Boxes, and WordArt Section 11.2. Working with Pictures and Clip Art Section 11.3. Working with SmartArt Section 11.4. Working with Shapes Section 11.5. Inserting Charts and Graphs Section 11.6. Inserting Sound, Video, and Other Objects Section 11.7. Adding Captions and Figure Numbers to Graphics Chapter 12. Mass Mailing with Mail Merge Section 12.1. Understanding Mail Merge Basics Section 12.2. Running the Mail Merge Wizard Section 12.3. Merging to E-Mail Section 12.4. Editing Your Recipient List Section 12.5. Sorting Your Recipient List Section 12.6. Applying Merge Rules Part III: Sharing Documents and Collaborating with Other People Chapter 13. Creating Web Pages and Blogs Section 13.1. Saving Word Documents As Web Pages Section 13.2. Creating a Web Page from Scratch Section 13.3. Web Page Design Tips Section 13.4. Blogging from Word Section 13.5. Setting Web Options Chapter 14. Creating Forms with Word Section 14.1. Creating a Paper Form Section 14.2. Creating a Computer Form Section 14.3. Setting Properties for Content Controls Section 14.4. Testing Your Form Chapter 15. Word's XML Connection Section 15.1. What's XML and Why Should I Care? Section 15.2. XML and Word's New File Format Section 15.3. Tagging Information with Content Controls Section 15.4. Attaching an XML Schema to Your Document Chapter 16. Collaborating with Other People Section 16.1. Adding Comments Section 16.2. Tracking Changes While Editing Section 16.3. Accepting and Rejecting Changes Section 16.4. Removing All Comments and Tracked Changes Section 16.5. Combining and Comparing Documents Section 16.6. Protecting Your Document from Changes Part IV: Customizing Word with Macros and Other Tools Chapter 17. Customizing Your Workspace Section 17.1. Customizing the Quick Access Toolbar Section 17.2. Creating Keyboard Shortcuts Section 17.3. Personalizing Word Options Section 17.4. Changing Word's Display Section 17.5. Customizing the Save Documents Settings Section 17.6. Changing Editing Options Chapter 18. Changing Your Security Settings Section 18.1. Using Digital Signatures Section 18.2. Customizing Trust Center Settings Section 18.3. Showing Warnings Section 18.4. Removing Personal Information Chapter 19. Introducing Macros and Visual Basic Section 19.1. Showing the Developer Tab Section 19.2. Recording Macros Section 19.3. Running Macros Section 19.4. Reading Visual Basic Code Section 19.5. Using Digital Signatures Chapter 20. Creating Your Own Themes and Templates Section 20.1. Designing Your Own Themes Section 20.2. Designing Document Templates Section 20.3. Using Global Templates Part V: Appendix Appendix A. Word Help and Beyond Section A.1. Using Word's Built-in Help Section A.2. Using Microsoft's Office Web Site Section A.3. Third-Party Web Sites Colophon Index Copyright © 2007 O'Reilly Media, Inc. All rights reserved. Printed in the United States of America. Published by O'Reilly Media, Inc., 1005 Gravenstein Highway North, Sebastopol, CA 95472. O'Reilly books may be purchased for educational, business, or sales promotional use. Online editions are also available for most titles (safari.oreilly.com). For more information, contact our corporate/institutional sales department: (800) 998-9938 or corporate@oreilly.com. Table Printing History: December 2006: First Edition. Nutshell Handbook, the Nutshell Handbook logo, the O'Reilly logo, and "The book that should have been in the box" are registered trademarks of O'Reilly Media, Inc. Word 2007: The Missing Manual, The Missing Manual logo, Pogue Press, and the Pogue Press logo are trademarks of O'Reilly Media, Inc. Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Where those designations appear in this book, and O'Reilly Media, Inc. was aware of a trademark claim, the designations have been printed in caps or initial caps. While every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions, or for damages resulting from the use of the information contained herein. This book uses RepKover™, a durable and flexible lay-flat binding. ISBN-10: 0-596-52739-X ISBN-13: 978-0-596-52739-6 [C] The Missing Credits About the Author Chris Grover got his first computer in 1982 when he realized it was easier to write on a computer than an IBM Selectric. He never looked back. Chris has worked as a technical writer, advertising copywriter, and product publicist for more than 25 years. He is the coauthor of Digital Photography: The Missing Manual. In addition to computer topics, he's written book reviews, software reviews, and articles on subjects ranging from home remodeling to video recorder repairs. His latest project is the launching of Bolinas Road Creative (www.bolinasroad.com), an agency that helps small businesses promote their products and services. Chris lives in Fairfax, California with his wife and two daughters, who have learned to tolerate his computer and gadget obsessions. About the Creative Team Nan Barber (editor) has worked with the Missing Manual series since its inceptionlong enough to remember installing Word from floppy disks. Email: nanbarber@oreilly.com. Peter Meyers (editor) works as an editor at O'Reilly Media on the Missing Manual series. He lives with his wife and cats in New York City. Email: peter.meyers@gmail.com. Michele Filshie (editor) is O'Reilly's assistant editor for Missing Manuals and editor of Dont Get Burned on eBay. Before turning to the world of computer-related books, Michele spent many happy years at Black Sparrow Press. She lives in Sebastopol. Email: mfilshie@oreilly.com. Daw n Mann (technical reviewer) has been with O'Reilly for over three years and is currently an editorial assistant. When not working, she likes rock climbing, playing soccer, and generally getting into trouble. Email: dawn@oreilly.com. Greg Guntle (technical reviewer) is a Windows veteran covering Office, Programming, Networks and Operating Systems. He's been providing technical editing services for the past 20 years. Rick Jew ell (technical reviewer) has been in the technical industry since 1995. He's now a Beta Support Engineer for Microsoft. Since Microsoft acquired Groove in April of 2005, he's been a technical support engineer supporting the Groove product suite, which will be incorporated into the Premium edition of Microsoft Office 2007 when it's released. Jill Steinberg (copy editor) is a freelance writer and editor based in Seattle and has produced content for O'Reilly, Intel, Microsoft, and the University of Washington. Jill was educated at Brandeis University, Williams College, and Stanford University. Email: saysjill@mac.com Acknowledgements Many thanks to the whole Missing Manuals creative team, especially to Nan Barber, who had her work cut out for her making my prose readable. Peter Meyers helped shape the book and gently kept us all on track. Dawn Mann, Greg Guntle, and Rick Jewell checked and double-checked the technical details. Thanks to Michele Filshie for editing, indexing, and working weekends. As always, thanks to my beautiful wife Joyce, my collaborator in that other projectlife. And hugs for Mary and Amy who help me approach everything I do with fresh enthusiasm and a bundle of questions. Chris Grover The Missing Manual Series Missing Manuals are witty, superbly written guides to computer products that don't come with printed manuals (which is just about all of them). Each book features a handcrafted index and RepKover, a detached-spine binding that lets the book lie perfectly flat without the assistance of weights or cinder blocks. Recent and upcoming titles include: Access 2003 for Starters: The Missing Manual by Kate Chase and Scott Palmer Access 2007 for Starters: The Missing Manual by Matthew MacDonald Access 2007: The Missing Manual by Matthew MacDonald AppleScript: The Missing Manual by Adam Goldstein AppleWorks 6: The Missing Manual by Jim Elferdink and David Reynolds CSS: The Missing Manual by David Sawyer McFarland Creating Web Sites: The Missing Manual by Matthew MacDonald Digital Photography: The Missing Manual by Chris Grover and Barbara Brundage Dreamweaver 8: The Missing Manual by David Sawyer McFarland eBay: The Missing Manual by Nancy Conner Excel 2003 for Starters: The Missing Manual by Matthew MacDonald Excel 2003: The Missing Manual by Matthew MacDonald Excel 2007 for Starters: The Missing Manual by Matthew MacDonald Excel 2007: The Missing Manual by Matthew MacDonald FileMaker Pro 8: The Missing Manual by Geoff Coffey and Susan Prosser Flash 8: The Missing Manual by E.A. Vander Veer FrontPage 3: The Missing Manual by Jessica Mantaro GarageBand 2: The Missing Manual by David Pogue Google: The Missing Manual, Second Edition by Sarah Milstein, J.D. Biersdorfer, and Matthew MacDonald Hom e Networking: The Missing Manual by Scott Lowe iMovie HD 6: The Missing Manual by David Pogue iPhoto 6: The Missing Manual by David Pogue iPod: The Missing Manual, Fifth Edition by J.D. Biersdorfer Mac OS X: The Missing Manual, Tiger Edition by David Pogue Office 2004 for Macintosh: The Missing Manual by Mark H. Walker and Franklin Tessler PCs: The Missing Manual by Andy Rathbone Photoshop Elem ents 5: The Missing Manual by Barbara Brundage PowerPoint 2007 for Starters: The Missing Manual by E.A. Vander Veer PowerPoint 2007: The Missing Manual by E.A. Vander Veer QuickBooks 2006: The Missing Manual by Bonnie Biafore Quicken for Starters: The Missing Manual by Bonnie Biafore Switching to the Mac: The Missing Manual, Tiger Edition by David Pogue and Adam Goldstein The I nternet: The Missing Manual by David Pogue and J.D. Biersdorfer Windows 2000 Pro: The Missing Manual by Sharon Crawford Windows XP for Starters: The Missing Manual by David Pogue Windows XP Home Edition: The Missing Manual, Second Edition by David Pogue Windows XP Pro: The Missing Manual, Second Edition by David Pogue, Craig Zacker, and Linda Zacker Windows Vista: The Missing Manual by David Pogue Windows Vista for Starters: The Missing Manual by David Pogue Word 2007 for Starters: The Missing Manual by Chris Grover [...]... while it's down, type the letter S, and then release both keys Figu r e I - 3 The tools on the ribbon change when you click different tabs From top to bottom, these examples show the Home tab, the Insert tab, and the Page Layout tab About MissingManuals.com At the www.missingmauals.com Web site, click the "Missing CD" link to reveal a neat, organized, chapter-by-chapter list of the downloadable practice... paste text from one to the other The key to working with Word' s different view options is to match the view to the job at hand Once you get used to switching views, you'll find lots of reasons to change your point of view Find the tools you need on the View tab (Figure 1-7 ) To get there, click the View tab (Alt+W) on the ribbon (near the top of Word' s window) The tab divides the view commands into... in the open and easier to use The New Word In the past, when Microsoft introduced new versions of Word, it seemed as if the developers simply tacked new features on top of the old program wherever they'd fit Sometimes the result was sort of like putting fins on a Volkswagen Beetle With Word 2007, however, Microsoft listened to the critics who complained about Word' s maze of menus and dialog boxes There... one of these files, play it safe: If you don't know who created the docm file, then don't open it The downside of the new file formats is that older versions of Word don't know how to open these docx and docm documents To open Word 2007 files with an older version (even Word 2003), you need to install the Microsoft Office Compatibility Pack This software fix gives pre -2007 versions of Word the power... of the main window and the dialog boxes Tip: Word' s new ribbon is one of those features that's easier to understand when you see it in action You can see a screencast (onscreen demonstration) of the ribbon over on the Missing Manuals Web site Head over to the "Missing CD" page at www.missingmanuals.com Look for other screencasts throughout this book Bu ildin g Block s for be t t e r docs Word 2007' s... For the advanced beginner and intermediate readers, there are plenty of details Word' s a humongous program, and this book pokes into all the nooks and crannies You'll find examples and step-by-step instructions for many of Word' s more complicated features and functions For even more detail on the advanced topics, look for the Power Users' Clinic sidebars About the Outline Word 2007: The Missing Manual. .. in the new formats Even then, you may not be able to use or edit parts of the file that use new Word features (like themes, equations, and content controls) To download the free compatibility pack, go to www.office.microsoft.com and type office 2007 com pat ibilit y into the search box at the top of the page Also, if you're preparing a Word document for someone who's using an older Word version, then... would be naive to think these steps will eliminate virus threats, but they'll certainly help So c'mon, pop the hood, kick the tires, and take a look at Word' s new chassis M e e t t h e r ibbon The first thing you notice when you fire up Word 2007 is that it looks different from other Windows programs you've used The old menus are gone and so are the toolbars In their place you have the ribbon, which is... keypad, does the same thing but for the character in front of the insertion point If you've got that under your belt, then you're ready for the rest of Word 2007: The Missing Manual This book assumes you're familiar with just a few other terms and concepts: Click in g This book gives you three kinds of instructions that require you to use your computer's mouse or trackpad To click means to point the arrow... before, then you're probably familiar with opening and saving documents Still, you may want to skim this chapter to catch up on the differences between this version of Word and the ghosts of Word past You'll grasp some of the big changes just by examining the figures For more detail, check out the gray boxes and the notes and tipslike this one! 1.1 Launching Word The first time you launch Word after . Missing Manual by Matthew MacDonald Excel 2003: The Missing Manual by Matthew MacDonald Excel 2007 for Starters: The Missing Manual by Matthew MacDonald Excel 2007: The Missing Manual by Matthew. Starters: The Missing Manual by Kate Chase and Scott Palmer Access 2007 for Starters: The Missing Manual by Matthew MacDonald Access 2007: The Missing Manual by Matthew MacDonald AppleScript: The Missing. Vista: The Missing Manual by David Pogue Windows Vista for Starters: The Missing Manual by David Pogue Word 2007 for Starters: The Missing Manual by Chris Grover Introduction Word. Microsoft Word