Word2007 Advanced

8/8/2019 Word2007 Advanced

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Desktop Mentor

Word 2007

Advanced


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Word 2007 Advanced

Hewlett-Packard 2007 Page 1 of 126

Table of Contents

Outlining................................................................................................................................................. 4Working with Sections .......................................................................................................................... 6Cross Referencing ................................................................................................................................ 8Creating a Table of Contents ............................................................................................................... 9

Quick TOCs ...................................................................................................................................... 9Adding a Custom TOC ................................................................................................................... 10Updating the Table of Contents ...................................................................................................... 11

Creating an Index ................................................................................................................................ 12Marking Index Entries Manually ..................................................................................................... 12Marking Index Entries Automatically .............................................................................................. 13Inserting the Index .......................................................................................................................... 14

Newspaper Columns ........................................................................................................................... 15Formatting into Columns ................................................................................................................ 15Distributing Column Text ................................................................................................................ 16

Inserting Cover Pages ........................................................................................................................ 18Using the Default Cover Pages ...................................................................................................... 18Creating a New Cover Page ........................................................................................................... 19

Inserting Watermarks ......................................................................................................................... 21Modifying Styles .................................................................................................................................. 23

Default Styles .................................................................................................................................. 23Modifying a Style ............................................................................................................................ 23Modifying a Style by Example ........................................................................................................ 24

Managing Styles .................................................................................................................................. 25Recommended Styles .................................................................................................................... 25Copying Styles ................................................................................................................................ 27

Adding Text to a Table of Contents .................................................................................................. 28Creating Bookmarks ........................................................................................................................... 29

Setting Bookmarks.......................................................................................................................... 29Locating Bookmark Text ................................................................................................................. 29

Adding Footnotes and Endnotes ...................................................................................................... 31Inserting a Footnote or Endnote ..................................................................................................... 31Footnote and Endnote Settings ...................................................................................................... 31Editing and Deleting Footnotes and Endnotes ............................................................................... 32

Adding Citations ................................................................................................................................. 33Citation Styles ................................................................................................................................. 33Adding Citations.............................................................................................................................. 33Managing Sources .......................................................................................................................... 34

Creating a Bibliography ...................................................................................................................... 36Adding Captions ................................................................................................................................. 37

Inserting Captions ........................................................................................................................... 37Adding AutoCaptions ...................................................................................................................... 38

Word Counts ........................................................................................................................................ 40


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Creating Envelopes and Labels ......................................................................................................... 41Printing Envelopes .......................................................................................................................... 41Printing Labels ................................................................................................................................ 42

Introduction to Mail Merge ................................................................................................................. 44Mail Merge Example ....................................................................................................................... 44

Starting Mail Merge ............................................................................................................................. 46Selecting Recipients ........................................................................................................................... 47

Using an Existing Data Source ....................................................................................................... 47Using Outlook Contacts .................................................................................................................. 47Creating a New Data Source .......................................................................................................... 49

Adding Address Blocks ...................................................................................................................... 51Adding Merge Fields ........................................................................................................................... 53

Matching Fields............................................................................................................................... 54Setting Rules ....................................................................................................................................... 55

Mail Merge Rules ............................................................................................................................ 55Adding Rules .................................................................................................................................. 56Adding a Fill-in Rule ....................................................................................................................... 56Adding an If... Then... Else Rule ..................................................................................................... 57

Previewing Results ............................................................................................................................. 58Checking for Errors ............................................................................................................................ 59Finishing the Merge ............................................................................................................................ 60Highlighting Merge Fields .................................................................................................................. 61Updating Labels .................................................................................................................................. 62Finding Recipients .............................................................................................................................. 63

Editing Source Data ............................................................................................................................ 64

Refining the Recipient List .............................................................................................................. 64Editing Data .................................................................................................................................... 65

Merging to Email ................................................................................................................................. 66Adding Comments .............................................................................................................................. 67

Setting your User Name ................................................................................................................. 67Adding Comments .......................................................................................................................... 67Viewing Comments ......................................................................................................................... 68Editing and Removing Comments .................................................................................................. 69Printing Comments ......................................................................................................................... 70

Tracking Changes ............................................................................................................................... 71Showing Markup ................................................................................................................................. 73Accepting and Rejecting Changes .................................................................................................... 74Comparing Documents ....................................................................................................................... 75Inspecting Documents ........................................................................................................................ 77Restricting Permissions ..................................................................................................................... 80

Restricting Permission in a Document ........................................................................................... 80Opening a document with Restricted Permission ........................................................................... 82


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fProtecting Documents ....................................................................................................................... 83Setting Protection ........................................................................................................................... 83Protecting Formatting ..................................................................................................................... 84Editing Restrictions ......................................................................................................................... 85Unprotecting a Document ............................................................................................................... 86Creating a Document Workspace ...................................................................................................... 87

Saving to a Document Workspace .................................................................................................... 89Creating Blogs ..................................................................................................................................... 91Publishing Blogs ................................................................................................................................. 93Saving in HTML Format ...................................................................................................................... 94Quick Parts and Building Blocks ...................................................................................................... 96

Creating Quick Parts ...................................................................................................................... 96Managing Building Blocks .............................................................................................................. 97Assigning Building Blocks to Keyboard Shortcuts .......................................................................... 98

Inserting Fields .................................................................................................................................. 100What is a Field? ............................................................................................................................ 100Inserting Fields ............................................................................................................................. 100Useful Fields ................................................................................................................................. 101

Creating Themes ............................................................................................................................... 105Applying Saved Themes................................................................................................................... 108Setting Word Options ....................................................................................................................... 109Recording Macros ............................................................................................................................. 111

Showing the Developer Ribbon .................................................................................................... 111Recording a Macro ....................................................................................................................... 111

Running Macros ................................................................................................................................ 113Assigning Macros to the Quick Access Toolbar ........................................................................... 114Assigning Macros to the Keyboard ................................................................................................. 117Creating Forms .................................................................................................................................. 119

Adding Form Fields ...................................................................................................................... 119Protecting a Form ......................................................................................................................... 120Adding Form Sections .................................................................................................................. 122

Saving Templates .............................................................................................................................. 123Macro Security .................................................................................................................................. 125Macrobutton Fields ........................................................................................................................... 126


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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 defaultHeading styles used for all headings and subheadings.

In the following outline:

The plus symbol indicates that the heading has subheadings or body text under it

Body text is indented and preceded by a small box symbol

The minus symbol indicates that a heading has no subheadings or body text under it

To show Outline View, either:

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

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

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

Action Button Shortcut

Promote text to Heading 1 [Ctrl Alt 1]

Promote text by changing it to the previousoutline level e.g. from Heading 2 to Heading 1

[Shift Tab] or [Alt Shift]

Demote text by changing it to the next outlinelevel e.g. from Heading 1 to Heading 2

[Tab] or [Alt Shift ]

Return the paragraph to body text using the

Normal style

[Ctrl Shift N]

Move the paragraph up [Alt Shift ]


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Action Button Shortcut

Move the paragraph down [Alt Shift ]

Expand selection [Alt Shift +]

Collapse all subheadings and text under theselected heading

[Alt Shift -]

Show level 1 text only [Alt Shift 1]

Show level 1 and 2 text [Alt Shift 2]

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


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Working with Sections

Until a document is split into sections, all formatting changes such as margins or headers and footers will

affect the entire document. Section breaks are used to split the document into sections that can hold

different formats without affecting the entire document.

There are four types of section breaks that can be inserted into a document:

Break Description

Next Page This inserts a section break and page break so that the next section starts at the top of thenext page.

Continuous This inserts a section break at the cursor position so that the next section starts on the nextline.

Even Page This will start the next section on the next even numbered page.

Odd Page This will start the next section on the next odd numbered page.

To insert a section break:

Position the cursor where the break should appear

Click on the Page Layout ribbon

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


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Section breaks can be removed easily in draft view. To show draft view, click on the Draft view button in

the status bar, or click on the View ribbon and choose Draft in the Document Views group,

Position the cursor on the break

Press [Delete]

Formatting options such as margins and page orientation can be applied to the current section by choosing

the relevant command and choosing This Section in the Apply To box.


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Cross Referencing

A cross reference is used to show where additional information is located within the document e.g. See

Table 1 on Page 13. You can cross reference bookmarked text or text formatted with one of the default

heading styles.

To insert a cross reference:

Type the introductory text e.g. "For more information see "

Click on the Insert ribbon

In the Links group, click on Cross-Reference

Under Reference Type choose the item you are referring to (e.g. Heading or Bookmark)

Under Insert Reference To choose the type of information you want to display (e.g. Page number)

If referring to a bookmark, choose the bookmark name in the For Which Bookmark list or ifreferring 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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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 willautomatically move the cursor to that part of the document.

Quick TOCs

To insert a quick table of contents:

Ensure all headings that will make up the table of contents are formatted using the Heading styles

Position the cursor where the table of contents is to appear

Click on the References ribbon

Click on the Table of Contents button

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


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Adding a Custom TOC

To choose exactly what your table of contents consist of:

Ensure all headings that will make up the table of contents are formatted using the Heading styles Position the cursor where the table of contents is to appear

Click on the References ribbon, then on the Table of Contents button

Choose Insert Table of Contents from the bottom of the menu

Click on the drop-down arrow of the Formats box and choose a style for the table of contents

Click on the up or down arrow of the Show Levels box to choose the levels of headings to show inthe TOC

If you have not used the standard heading styles throughout the document then you will need toclick on the Modify button and assign your own headings to the table of contents levels. Click onOK when complete


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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 subheadings. These styles can be changed as required.

Updating the Table of Contents

The table of contents will update automatically each time the document is opened. To update the table of

contents without re-opening the document:

Click anywhere inside the table and press the right mouse button

Choose Update Field

Choose Update Entire Table and click on OK

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


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Creating an Index

An index can be created automatically from the text of a document. Before the index can be inserted, all

entries have to be marked in the document - this can be done manually or using a concordance file.

Marking Index Entries Manually

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

consuming process.

Select the word to be marked


Click on the Mark Entry button in the Index group

Choose Mark to mark the selected word or Mark All to find all occurrences of the word and markthem automatically

Click on Close to return to the document


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The entries will be marked with hidden text, which will be displayed by default. To hide the index codes and

paragraph marks, click on the Show/Hide button on the Standard Toolbar.

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

Marking Index Entries Automatically

It is also possible to mark all index entries automatically, using what is known as a concordance file. The

concordance file contains a list of all words to be included in the index, and is created in Word:

First, create a new document containing a list of all words to appear in the index, with each word on a new

line. Note that the index entries that you type in the concordance file are case sensitive. Save and close

this file when complete.

Activate the document in which you wish to create the index


Click on the 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 theconcordance document is stored. Select the name of the document from the list displayed andclick on Open


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Inserting the Index

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

Position the cursor where the index is to appear Click on the References ribbon

Click on the Insert Index button in the Index group

Choose a format for the index, as well as the number of Columns to format the index to

Click on OK to insert the index

To add any new words to the index, ensure the words are marked before clicking in the index and pressing [F9].

If the document changes, select the entire document and press [F9] to update the index.


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Newspaper Columns

Newspaper columns are also known as "snaking" columns and are

read from top to bottom. Text is typed in the first column until the

bottom of the page is reached. The cursor will then move to the top

of the second column where text will be typed in the same way.

Formatting into Columns

To create newspaper columns:

If the text has already been entered, select the text you wishto format into columns. Otherwise, position the cursor wherethe columns are to begin


Click on the drop-down arrow of the Columns button Choose the number of columns you wish to format the text

into

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

Choose a preset number of columns from the top pane of the dialog box, or enter the Number ofColumns manually

If you wish to set the width of each column independently, uncheck the Equal Width box andenter 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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Distributing Column Text

It is possible to distribute text equally across newspaper columns.

Example Before Distribution Example After Distribution

To distribute columns:

Position the cursor at the end of the column text


Click on the drop-down arrow of the Breaks button and choose Continuous


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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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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 restof the document, and can be formatted as required by setting margins, alignment, etc.

Using the Default Cover Pages

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


Click on the 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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Creating a New Cover Page

You can create your own custom cover pages that are saved in Word's Quick Parts gallery. Once created,

you can insert the cover page into any document you create or open.

To create a new cover page:

Create a new blank document

Build the cover page by adding text, images and other elements as required

When complete, press [Ctrl A] to select the entire cover page


Click on the drop-down arrow of the Cover Page button and choose Save Selection to CoverPage 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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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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Inserting Watermarks

A watermark can be created to show text or an image across the

background of the document. The text of the document will print over

the watermark, for example:

To insert a watermark:


Click on the Watermark button of the Page Backgroundgroup

Choose the watermark you wish to insert:


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To create a custom watermark:


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 theSize 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 andcolour 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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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 allheadings in a document, the formatting of these headings will always be identical.

Default Styles

Each document in Word has a set of styles attached to it that can be used to format the different elements

of your document.

Style Used For

Normal All body text in the document. This style includes spacing betweenlines and paragraphs

No Spacing Body text that you do not want to contain line or paragraph spacingHeading 1 1st level (main) headings in the document

Heading 2 2nd level (sub) headings in the document

Heading 3 3rd level headings in the document

Title The main document title

Subtitle The document subtitle

List Paragraph A list that does not have bullets

List Bullet A bulleted list

Quote, Emphasis, Strong, etc. Text that is emphasised e.g. in bold, italics, etc.

Modifying a Style

The default styles of Word can be modified to match the exact format you want for your text. When a style

is edited, all text using the style will be updated in the document.

To modify a style:

Show the Styles and Formatting pane by clicking on the More Options button in the Style group ofthe Home ribbon

Position the mouse over the style you wish to change - a drop-down arrow will appear

Choose Modify


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Use the buttons in the centre of the Modify Style dialog box to add all formatting options for thenew style - you can change the font, size and colour of the text, as well as alignment spacing andindenting

To add more advanced formatting, click on the Format button and select the format you wish tochange. Select the relevant option in the dialog box and choose OK. Repeat this step until allformatting has been added

Choose OK when all formats have been added to the style

Modifying a Style by Example

A style can also be modified by changing the format of any text in the document that has the style applied

to it.

Select a piece of text that has the style applied that you wish to modify

Change the format of the text as normal

Click on the original style name in the Styles and Formatting Task pane.

Position the mouse over the style you wish to change - a drop-down arrow will appear

Choose the Update to Match Selection option


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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:


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:


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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Click on the Move Up button to reposition the style in the list, or click on the Assign Value buttonand 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 chooseAdd to Quick Style Gallery.


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Adding Text to a Table of Contents

You can add text to an existing table of contents, either if the text isn't picked up automatically when the

table of contents is created, or if the text is added afterwards.

When you add text to the table of contents, it is automatically formatted to the Heading 1, Heading 2 or

Heading 3 style, depending on the level of the table of contents you are adding the text to.

To add text to a table of contents:

Select the text you wish to add

Click in the References ribbon

Click on the Add Text button

Choose the level you wish to add the text to

The table of contents will update automatically each time the document is opened. To update the table of

contents without re-opening the document:

Click anywhere inside the table of contents Click on the References ribbon

Click on Update Table

Choose Update Entire Table and click on OK

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


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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 Bookmark button in the Links group

Type the bookmark name to assign to the selected text

Click on the Add button

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

Locating Bookmark Text

Once a bookmark has been assigned to text in the document, the bookmark name can be used to locate

and select the text at any time.


Click on the Bookmark button in the Links group


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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:

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

Choose the Go To command

Choose Bookmark from the Go To What list

Click on the drop-down arrow of the Enter Bookmark Name list and choose the bookmark youwish 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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Adding Footnotes and Endnotes

Footnotes and endnotes are used to add references to text in a document. As they appear at the bottom of

the page or section, they can be used to add comments and explanations without interrupting the flow of

text.

For example:

Footnotes appear at the bottom of the page, just above the bottom margin, while endnotes appear at the end of

the section or document, directly after the document text.

Inserting a Footnote or Endnote

To insert a footnote or endnote:

Position the cursor where the reference number of the note is to appear

Click on the References ribbon Click on the Insert Footnote or Insert Endnote button in the Footnotes group

Type the text to appear in the footnote or endnote

Click back in the main body of the document when complete

Footnote and Endnote Settings

You can also insert footnotes and endnotes with specific settings e.g. specific numbering or symbols.

Click on the More Options button in the Footnotes group of the References ribbon

Choose whether to insert the note as a Footnote or Endnote

Choose the Number format you wish to use e.g. 1,2,3 or a,b,c

To start numbering at a number other than 1, choose the number from the Start At box

If you wish to add a symbol rather than a number, click on the Symbol button and choose thecharacter. 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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Type the text to appear in the footnote or endnote


Editing and Deleting Footnotes and Endnotes

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

To edit a footnote or endnote:

Double-click on the footnote or endnote number

Edit the text as required


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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Adding Citations

If you create formal documents that contain quotes e.g. to books, journal articles, interviews or films, you

can cite these in your text. You can then add a bibliography of all sources used in the document, which

Word 2007 will compile automatically from your citations.

Citation Styles

Bibliography styles add the sources to your documents in a consistent way, making sure that all required

information can be added.

To set the style, click on the drop-down arrow of the Style box in the Citations and Bibliography group on

the References ribbon.

The following styles are available:

Style Description

APA American Psychological Association

Chicago The Chicago Manual of Style

GB7714 Standardisation Administration of China

GOST The Federal Agency of the Russian Federation on Technical Regulating and Metrology

ISO 690 International Organisation for Standardisation

MLA Modern Language AssociationSIST02 Standards for Information of Science and Technology by Japan Science and Technology

Agency

Turabian Turabian Style

If you are unsure of the style of citation to use, contact the publisher of the source material you are citing.

Adding Citations

To add a new citation source to the document:

Position the cursor after the paragraph that you wish to add source information to


Click on the Insert Citation button in the Citations & Bibliography group


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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.

Position the cursor after the paragraph that you wish to add source information to


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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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 theCitationfeature, 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 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, thecaption 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 thedocument, under the image.

If the image is set to have text wrapping around it, the caption will be placed in a text box that canbe repositioned as required.

Inserting Captions

To insert a caption:

Select the picture you wish to insert a caption for


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 onOK

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 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



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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 ifnecessary

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


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 ifnecessary

Choose whether you wish to print a Full page of the same label or a Single label. If printing asingle 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 fromthe 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 allsize 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 andaddresses 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 inthe 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 mergefields 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 foreach person we want to send it to. Each letter has the same standard text, but the name andaddress 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 Start Mail Merge button

Choose the type of document you wish to use in the mail merge

DocumentType

Description

Letters Word 2007 documents that will be personalised and printed. A new letter will start foreach recipient, and a page break will be added after each record. Each letter can consistof multiple pages

E-MailMessages

Merge to Outlook 2007 to create individually addressed and personalised emailmessages

Envelopes Produce an envelope for each of your recipients

Labels Produce a label for each of your recipients

Directory A single document containing a catalogue or printed list of addresses. Each recordprints underneath the last one, on the same page


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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 f ile, select recipients from yourOutlook 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 spreadsheetor 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 recipients 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, LastName, 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 recipients name or address, you can add this

in by inserting an individual field, or a block of fields:

Item Description

Address Block This will add name and address details and you will have the option of choosingadditional information to include e.g. company name

Greeting Line This adds a greeting line e.g. Dear Mr Smith. You can choose exactly how thisgreeting 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 anycombination

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 theMailings 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 toeach, 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:

Rule ResultFurther informationrequired

Ask Shows a dialog box at the point that the rule isinserted in the document. The user will be able totype their own data, which will be stored in abookmark until needed.

The prompt to appear for theuser, default text to appear inthe prompt box, plus thebookmark that the data will bestored in

Fill-in Shows a dialog box at the point that the rule isinserted in the document. The user will be able totype their own data, which will appear at that point inthe document.

The prompt to appear for theuser, plus default text toappear in the prompt box

If... Then... Else Allows you to set a condition which will determinewhich text to enter at that point in the document. If afield compares to a value, one block of text will be

entered. If not, another block will be entered.

The condition (i.e. the field,comparison and value) plusthe text to insert if the

condition is true or false

Merge Record # Inserts the number of the merge record,corresponding to the number of the recipient in thedata source If your data source contains 50 records,the merge record field would show values from 1 to50 on each letter where inserted.

None

Merge Sequence#

Inserts the number of the merge record within the set

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.

None

Next Record This field is used to insert the value from the nextrecord, rather than the current record

None

Next Record If This field is used to insert the value from the nextrecord, but only if a certain condition is met

The field and comparison thatmust be matched for the nextrecord's value to be used

Set Bookmark Sets a specific value to a bookmark, which can thenbe used later in the document

The value, and the bookmarkthat the value will be stored in

Skip Record If Excludes the current record from the mail merge if acertain condition is met

The field and comparison thatmust be matched for thecurrent record to be excludedfrom the mail merge


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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 cursorwhere 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


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


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 themerge 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 Description

Edit individual letters This will create a new document containing a copy of the letter for each

recipient in the data source, each letter starting on a new page. You can edit

and print the document as required.

Print Documents This will print a copy of the letter for each recipient in the data source

Send E-mail Messages This will send an email message to each recipient using the email address in

the data source. You'll be able to enter a subject for the email and specify the

mail format e.g. HTML for a document that contains graphics, or Plain Text for

a text-only message.

If you choose the PrintDocuments 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 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 mailmerge

Add all merge fields to the first label using the Address Block or Insert Merge Field buttons on theMailings 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 printedusing 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 tothis. 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 tosort 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 thevalues you want to show. To show only the contacts in London, for example, click on the Towndrop-down list and choose London

To remove a filter and show all records, click on the drop-down arrow of the filtered field andchoose (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



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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 ifnecessary

Enter a Subject for the email Choose the format for the email (see table below)

Click on OK

The following email formats can be used:

Format Description

HTML The document will be sent in the message body, in HTML format

Plain Text The document will be sent in the message body, with no formatting

As Attachment The document will be sent as an email attachment


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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 New Comment button in the Comments group

A new comment will be created containing your User Name which can be selected and deleted oredited 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 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 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 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



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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 Description

Original This shows the original unchanged document

This is how the document would look if you rejected all changes

Final This shows document with all changes in place

This is how the document would look if you accepted all changes

Original showing

markup

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

Final showing markup This shows inserted text in place in the document, but in a different colour and underlined

Deleted text shows in balloons on the right-hand side of the page

By default, the changes made by everyone that has worked on the document will show. You can view a list

of reviewers, and choose to show or hide each as required:

Click on the Show Markup button on the Review ribbon

Choose Reviewers

To hide all changes by a specific reviewer, click in the box in front of that reviewer's name

Repeat the above step to show the reviewer's changes again


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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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Inspecting Documents

Before sharing a document with colleagues or customers, you may want to remove any personal or hidden

information, to ensure the person you pass the document onto will not be able to view this.

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

Item Description

Comments, revisions,versions and annotations

Comments you have inserted via the Review ribbon, or ink annotationsyou have created via your tablet PC

Properties Document properties such as status, keywords, etc.

Custom XML Data Any XML data stored in the document

Headers, footers andwatermarks

Headers and footers you have set via Page Setup or the Insert ribbon,or Watermarks you have applied via the Page Layout ribbon

Hidden text Text formatted as invisible

To check for the above content:

Save the document you wish to check

Click on the Office button

Choose Prepare, then Inspect Document

By default, Word will search for all hidden and personal content - uncheck any items you do notwish 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 arights management server in place.

Restricting Permission in a Document

To restrict permission to a document:

Click on the Office button, then on Prepare

Choose RestrictPermission

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 printor 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 documentexpires on check box, then on the drop-down arrow under this. Choose the date on which the filewill 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 Description

Tracked changes All changes to the document will be marked, allowing you to accept or reject each change asrequired

Comments No changes will be allowed to the text of your document, but colleagues may add comments to

the documentFilling In Forms If your document contains form fields, only these will be allowed to be accessed. No changes

will be allowed to the text of your document

No Changes No changes will be allowed

To set document protection:


Click on the 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 apassword 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 toallow 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 setthe editing restrictions on specific sections only by clicking on the Select Sections link. Uncheckeach section you wish to allow full editing in, then click on OK


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