Microsoft® Word 2007Bible

Herb Tyson

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Microsoft® Word 2007 Bible

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Microsoft® Word 2007Bible

Herb Tyson

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Microsoft® Word 2007 Bible

Published byWiley Publishing, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256www.wiley.com

Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

ISBN: 978-0-470-04689-0

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means,electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 ofthe 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorizationthrough payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the LegalDepartment, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317)572-4355, or online at http://www.wiley.com/go/permissions.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NOREPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THECONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUTLIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATEDOR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINEDHEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDINGTHAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHERPROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENTPROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BELIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE ISREFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATIONDOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THEORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERSSHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED ORDISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

For general information on our other products and services or to obtain technical support, please contact our CustomerCare Department within the U.S. at (800) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002.

Library of Congress Cataloging-in-Publication Data

Tyson, Herbert L.Microsoft Word 2007 bible / Herb Tyson.

p. cm.Includes index.ISBN-13: 978-0-470-04689-0 (pbk./cd-rom)ISBN-10: 0-470-04689-9 (pbk./cd-rom)1. Microsoft Word. 2. Word processing I. Title.Z52.5.M52T97 2007005.52—dc22

2006037358

Trademarks: Wiley, the Wiley logo, and related trade dress are trademarks or registered trademarks of John Wiley & Sons,Inc., and/or its affiliates, in the United States and other countries, and may not be used without written permission.Microsoft is a registered trademark of Microsoft Corporation in the United States and/or other countries. All othertrademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product orvendor mentioned in this book.

Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available inelectronic books.

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This book is dedicated to my wife and daughter—Karen andKatie—who supply me with love, friendship, respect, and bal-

ance. They are the most perfect people that Mother Natureever created, and I’m eternally grateful that their atoms andmine came together on this planet for the time that we havetogether. Life is a journey, and they are the perfect travelingcompanions. Thank you both for being wonderful, and for

putting up with my incessant puns.

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About the AuthorHerb Tyson is an economist and computer consultant and trainer in the Washington, D.C., area.He earned an interdisciplinary doctorate from Michigan State University in 1977, and an under-graduate degree in Economics and Sociology from Georgetown University in 1973.

He is the author of many computer magazine and ezine articles, as well as over a dozen computingbooks, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Book, TeachYourself Web Publishing with Microsoft Word, XyWrite Revealed, Word for Windows Revealed, Your OS/2Consultant, and Navigating the Internet with OS/2 Warp. Herb is also joint author and technical edi-tor for many other books.

He has received the Microsoft MVP (Most Valuable Professional) award each year for more than tenyears, in recognition for helping thousands of Microsoft Word users. Widely recognized for hisexpertise, Herb’s clients have included IBM, Wang, the federal government, the World Bank, aswell as numerous law firms and publishers.

Herb is also a singer and songwriter, currently working on his second CD. He and his guitar are nostrangers to musical venues in the Washington, D.C., area. He has performed at the Birchmere, theKennedy Center, Jammin’ Java, and coffeehouses, and is a frequent performer at the Mount VernonUnitarian Church (where he serves as webmaster).

You can visit Herb’s website at www.herbtyson.com. Questions about this book and MicrosoftOffice can be pursued at Herb’s Word 2007 blog, at word2007bible.blogspot.com. You canalso e-mail Herb Tyson at herbsbooks@herbtyson.com.

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CreditsSenior Acquisitions EditorJim Minatel

Development EditorRosanne Koneval

Technical EditorsDian Chapman

Production EditorWilliam A. Barton

Copy EditorLuann Rouff

Editorial ManagerMary Beth Wakefield

Production ManagerTim Tate

Vice President and Executive GroupPublisherRichard Swadley

Vice President and Executive PublisherJoseph B. Wikert

Project CoordinatorJennifer Theriot

Graphics and Production SpecialistsStacie BrooksDenny HagerJoyce HaugheyJennifer Mayberry

Quality Control TechniciansJohn GreenoughBrian H. Walls

Media Project Supervisor Laura Atkinson

Media Quality Assurance Kate Jenkins

Media Development SpecialistSteve Kudirka

Proofreading and IndexingTechbooks

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Acknowledgments ......................................................................................................................xxxiIntroduction ............................................................................................................................xxxiii

Part I: My Word, and Welcome to It . . . . . . . . . . . . . . . . . . . . . . . 1Chapter 1: Brave New Word............................................................................................................3Chapter 2: Quick Start ..................................................................................................................27Chapter 3: Where in the Word Is . . .? ..........................................................................................59Chapter 4: Making Word Work for You ........................................................................................71Chapter 5: The X Files — Understanding and Using Word’s New File Format ..............................87Chapter 6: Make It Stop! Cures and Treatments for Word’s Top Annoyances ................................95

Part II: Word on the Street . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Chapter 7: Formatting 101: Font/Character Formatting ..............................................................111Chapter 8: Paragraph Formatting ................................................................................................129Chapter 9: In Style! ....................................................................................................................149Chapter 10: The Clipboard ........................................................................................................165Chapter 11: Find, Replace, and Go To ........................................................................................177

Part III: Writing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205Chapter 12: Language Tools ........................................................................................................207Chapter 13: Building Blocks and Quick Parts..............................................................................227Chapter 14: AutoCorrect ............................................................................................................241Chapter 15: AutoFormat ............................................................................................................251Chapter 16: Smart Tags (What Are Those Purple Dots?) ............................................................265

Part IV: More than Mere Words . . . . . . . . . . . . . . . . . . . . . . . . 273Chapter 17: Tables ......................................................................................................................275Chapter 18: Pictures and SmartArt..............................................................................................303Chapter 19: Headers and Footers ................................................................................................327Chapter 20: Symbols and Equations ..........................................................................................337Chapter 21: Field Guide..............................................................................................................353Chapter 22: WordArt ..................................................................................................................381Chapter 23: Charts......................................................................................................................395Chapter 24: Inserting Objects and Files ......................................................................................409

Part V: Document Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421Chapter 25: Page Setup and Sections ..........................................................................................423Chapter 26: Text Boxes and Other Shapes ..................................................................................437Chapter 27: Columns..................................................................................................................449

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Chapter 28: On Background ......................................................................................................459Chapter 29: Publishing as PDF and XPS......................................................................................471Chapter 30: Publishing as HTML, XML, and Blogging ................................................................481Chapter 31: Templates and Themes ............................................................................................499

Part VI: With All Due Reference . . . . . . . . . . . . . . . . . . . . . . . . 521Chapter 32: Bookmarks ..............................................................................................................523Chapter 33: Tables of Contents ..................................................................................................533Chapter 34: Master Documents ..................................................................................................547Chapter 35: Footnotes and Endnotes ..........................................................................................561Chapter 36: Citations and Bibliography ......................................................................................569Chapter 37: Captions and Tables of Captioned Items ..................................................................583Chapter 38: Indexing ..................................................................................................................591Chapter 39: Tables of Authorities ................................................................................................601Chapter 40: Hyperlinks and Cross-References ............................................................................609

Part VII: Getting Out the Word . . . . . . . . . . . . . . . . . . . . . . . . . 623Chapter 41: Data Sources............................................................................................................625Chapter 42: Envelopes and Labels ..............................................................................................635Chapter 43: Data Documents and Mail Merge ............................................................................647Chapter 44: Forms......................................................................................................................673

Part VIII: Power and Customization . . . . . . . . . . . . . . . . . . . . . 699Chapter 45: Keyboard Customization ........................................................................................701Chapter 46: The Quick Access Toolbar ......................................................................................713Chapter 47: Options and Settings ..............................................................................................721Chapter 48: Macros: Recording, Editing, and Using ....................................................................759

Part IX: Collaboration—Getting Along with Others . . . . . . . . . 779Chapter 49: Security, Tracking, and Comments ..........................................................................781Chapter 50: Comparing and Combining Collaborative Documents ............................................807Chapter 51: SharePoint ..............................................................................................................815Chapter 52: Groove ....................................................................................................................831Chapter 53: Integration with Other Office Applications ..............................................................841

Appendix A: Guide to Word 2003 Menu Commands in Word 2007 ..........................................855Appendix B: Word 2007 Default Key Assignments......................................................................863

Index ..........................................................................................................................................873

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Acknowledgements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxi

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii

Part I: My Word, and Welcome to It 1

Chapter 1: Brave New Word . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Discoverability ......................................................................................................................4The “Results-Oriented” User Interface ..................................................................................6Ribbons and Things ..............................................................................................................8

Title Bar ......................................................................................................................9The Home Row ..........................................................................................................9KeyTips ....................................................................................................................10Ribbon ......................................................................................................................10Quick Access Toolbar ................................................................................................12Live Preview ..............................................................................................................13Galleries ....................................................................................................................14The MiniBar or Mini Toolbar ....................................................................................15Context Menus ..........................................................................................................16Super Tooltips ..........................................................................................................17Dialog Boxes and Launchers ......................................................................................17Task Panes ................................................................................................................18Status Bar ..................................................................................................................19

The Office Button (File) ......................................................................................................21Options ..............................................................................................................................22

Truth in Advertising, or What’s in a Name?................................................................23Advanced . . . versus Not Advanced? ........................................................................24

Summary ............................................................................................................................26

Chapter 2: Quick Start. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Starting Word......................................................................................................................27

Start Menu ................................................................................................................28Desktop ....................................................................................................................28Shortcut Key..............................................................................................................30Quick Launch............................................................................................................30Windows Explorer ....................................................................................................31Browser ....................................................................................................................31

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Start ➪ Run................................................................................................................31Safe Mode..................................................................................................................32Command-Line Switches ..........................................................................................33Office Button Menu ..................................................................................................35

Navigation Tips and Tricks ..................................................................................................37Tricks with Clicks ......................................................................................................37Seldom Screen ..........................................................................................................39Keyboard ..................................................................................................................41

Views ..................................................................................................................................43Draft View Is the New Normal View ..........................................................................44Print Layout ..............................................................................................................46Full Screen Reading ..................................................................................................46Web Layout ..............................................................................................................47Outline (Master Document Tools)..............................................................................47

Saving ................................................................................................................................49Convert ....................................................................................................................51Word 2007’s Confusing Save As ................................................................................51Publish ......................................................................................................................52

Just Dive In ........................................................................................................................53Start Word ................................................................................................................53Creating a New Letter................................................................................................53Initial Setup ..............................................................................................................54Write It and Format It ..............................................................................................55Save It and Print It ....................................................................................................55Print an Envelope ......................................................................................................55

Summary ............................................................................................................................57

Chapter 3: Where in the Word Is . . .? . . . . . . . . . . . . . . . . . . . . . 59Using Help to Find Out Where It Went ..............................................................................60

Menu Commands ......................................................................................................60Toolbar Commands ..................................................................................................61

RIP: Features Removed from Word ....................................................................................61Routing Recipient ......................................................................................................62Versions Missing in Action ........................................................................................62File Search ................................................................................................................63Normal View ............................................................................................................63Word 2003 Templates................................................................................................63Toolbars ....................................................................................................................65Menu Customization ................................................................................................65Charting Options/Features ........................................................................................65Office Assistant..........................................................................................................65Send for Review ........................................................................................................65Eastern European Font Add-in ..................................................................................66Font Text Effects ........................................................................................................66Mail Barcodes ............................................................................................................67

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WordPerfect-Related Options ....................................................................................68Web Components......................................................................................................69

Summary ............................................................................................................................69

Chapter 4: Making Word Work for You . . . . . . . . . . . . . . . . . . . . . 71The Style Advantage ............................................................................................................71

Styles versus Direct Formatting ................................................................................72Types of Styles ..........................................................................................................73

Outlining ............................................................................................................................73Using Outlining to Organize......................................................................................74Outlining versus Document Map ..............................................................................76Thumbnails, too! ......................................................................................................77

AutoCorrect ........................................................................................................................77AutoCorrect Options ................................................................................................77Removing Built-In AutoCorrect Entries ....................................................................79Rolling Your Own......................................................................................................79

Top 10 Power User Tips ......................................................................................................81RedefineStyle ............................................................................................................81GoBack......................................................................................................................82Paste Unformatted Keystroke ....................................................................................82Wrap to Fit ................................................................................................................83Apply Styles (Ctrl+Shift+S) ........................................................................................83Default File Location(s) ............................................................................................83Places Bar (Windows XP Only)..................................................................................84AutoRecover and Backup Copies ..............................................................................85Don’t Edit on Removable Media ................................................................................85Open and Repair ......................................................................................................86

Summary ............................................................................................................................86

Chapter 5: The X Files — Understanding and Using Word’s New File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Compatibility with Previous Versions of Word ....................................................................88To .doc or Not to .doc ..............................................................................................89Persistent Save As ......................................................................................................90Microsoft Office Compatibility Pack ..........................................................................91

.docx versus .docm..............................................................................................................91Converting a .docx file into a .docm ..........................................................................92

Understanding .docx ..........................................................................................................92Summary ............................................................................................................................94

Chapter 6: Make It Stop! Cures and Treatments for Word’s Top Annoyances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Drawing Canvas ..................................................................................................................96Editing Annoyances ............................................................................................................97

Insert/Overtype ........................................................................................................97Typing Replaces Selected Text ....................................................................................98

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Formatting Control Covers Up Live Preview Area......................................................99Prompt to Update Style ..........................................................................................100Mouse Selection ......................................................................................................102Cut and Paste Sentence and Word Behavior ............................................................102

View Annoyances ..............................................................................................................103Nonprinting Indicators/Formatting Marks ..............................................................103Missing Ribbon Tabs? ..............................................................................................104Windows in Taskbar................................................................................................104

Online versus Local Help Content ....................................................................................105Activation Blues ................................................................................................................106Automatic Annoyances......................................................................................................106

Bullets, Numbers, Boxes, and Borders ....................................................................106Capitalization ..........................................................................................................107

Summary ..........................................................................................................................108

Part II: Word on the Street 109

Chapter 7: Formatting 101: Font/Character Formatting . . . . . . . . . . . 111The Big Picture..................................................................................................................111Styles and Character/Font Formatting ..............................................................................112

Style versus Direct ..................................................................................................113Character Formatting ........................................................................................................114

Formatting Techniques ............................................................................................115The Ribbon Font Group ..........................................................................................118The Font Dialog Box................................................................................................124The Mini Toolbar ....................................................................................................126Character Formatting Shortcut Keys ........................................................................126

Summary ..........................................................................................................................128

Chapter 8: Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . 129Styles and Paragraph Formatting ......................................................................................129

When to Use Styles..................................................................................................130What Exactly Is a Paragraph, Anyway? ..............................................................................130

Paragraph Formatting Attributes..............................................................................132Paragraph Formatting Techniques ..........................................................................134

Structural Formatting ........................................................................................................135Indentation..............................................................................................................135Alignment................................................................................................................137Tabs ........................................................................................................................138

Paragraph Decoration........................................................................................................141Numbering/Bullets ..................................................................................................141Shading ..................................................................................................................144Borders and Boxes ..................................................................................................145

Random Bonus Tip #1 — Sort Paragraphs That Aren’t in a Table ......................................146

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Random Bonus Tip #2 — Move Paragraphs Easily ............................................................146Summary ..........................................................................................................................147

Chapter 9: In Style!. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149Styles Group......................................................................................................................149

Using Styles ............................................................................................................151Creating and Modifying Styles ................................................................................153Quick Style Sets ......................................................................................................155

Styles Task Pane ................................................................................................................158Manage Styles ..........................................................................................................160Style Inspector ........................................................................................................163

Summary ..........................................................................................................................164

Chapter 10: The Clipboard. . . . . . . . . . . . . . . . . . . . . . . . . . . 165Using the Clipboard ..........................................................................................................166

Paste Special ............................................................................................................168The Clipboard Task Pane ..................................................................................................169

Pasting from the Clipboard Task Pane......................................................................170Removing Items from the Clipboard ........................................................................170System Tray Icon and Notification ..........................................................................170Pasting from Word into Internet Explorer................................................................171

Tricks and Tips..................................................................................................................172Paste Unformatted ..................................................................................................172Picture This ............................................................................................................172Copying and Moving Text without Using the Clipboard ..........................................172

Word Options and the Clipboard ......................................................................................175Summary ..........................................................................................................................176

Chapter 11: Find, Replace, and Go To. . . . . . . . . . . . . . . . . . . . . 177Basic Find (Ctrl+F)............................................................................................................177

Find Again ..............................................................................................................177Search for Selected Text ..........................................................................................179

Basic Replace (Ctrl+H) ......................................................................................................179Search Codes ....................................................................................................................180

Find What and Replace With Codes (With Wildcards On or Off)............................180Find What and Replace With (Use Wildcards Off) ..................................................182Find What: Field Only (Use Wildcards On or Off) ..................................................182Find What Field Only (Use Wildcards Off)..............................................................183Codes That Work Only in the Replace With Box (Use Wildcards On or Off) ..........185

Options ............................................................................................................................186Selected Text............................................................................................................186More or Less............................................................................................................186Reading Highlight....................................................................................................186Find All ..................................................................................................................187Search Direction ......................................................................................................188

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Match Case..............................................................................................................188Find Whole Words Only ........................................................................................188Use Wildcards ........................................................................................................188Sounds Like (English)..............................................................................................195Find All Word Forms (English)................................................................................196Match Prefix and Match Suffix ................................................................................196Ignore Punctuation Characters ................................................................................196Ignore White-space Characters ................................................................................196

Finding and Replacing Formatting ....................................................................................197Go To (Ctrl+G)..................................................................................................................199

Page ........................................................................................................................200Section ....................................................................................................................200Line ........................................................................................................................201Bookmark................................................................................................................201Comment ................................................................................................................202Footnotes and Endnote............................................................................................202Field ........................................................................................................................202Table, Graphic, and Equation ..................................................................................203Object ....................................................................................................................203Heading ..................................................................................................................203

Summary ..........................................................................................................................203

Part III: Writing Tools 205

Chapter 12: Language Tools . . . . . . . . . . . . . . . . . . . . . . . . . . 207Spelling ............................................................................................................................207

Checking Spelling....................................................................................................208Options ..................................................................................................................210Recheck Document..................................................................................................213Exceptions for Current Document ..........................................................................214Exception Lists (Exclude Dictionaries) ....................................................................215

Grammar ..........................................................................................................................215Checking Grammar in Word....................................................................................216Options ..................................................................................................................217

Thesaurus..........................................................................................................................219Research............................................................................................................................220

Using the Research Task Pane ..................................................................................220Research Options ....................................................................................................220

Translation ........................................................................................................................222Translating ..............................................................................................................224Translation Tool Tips ..............................................................................................224Translation Options ................................................................................................225

Summary ..........................................................................................................................226

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Chapter 13: Building Blocks and Quick Parts. . . . . . . . . . . . . . . . . 227Using Quick Parts and Building Blocks ............................................................................227

Building Blocks versus Quick Parts..........................................................................229Building Blocks Organizer ......................................................................................229Adding a New Building Block or Quick Part............................................................230

Whither AutoComplete?....................................................................................................232Formatting ..............................................................................................................234

Building Blocks: Need to Know ........................................................................................235Backing Up..............................................................................................................235Sharing ....................................................................................................................236

Using Building Blocks with the AutoText Field..................................................................239Summary ..........................................................................................................................240

Chapter 14: AutoCorrect. . . . . . . . . . . . . . . . . . . . . . . . . . . . 241Built-in Corrections ..........................................................................................................241

Replace Text as You Type ........................................................................................243AutoCorrect Limits ..................................................................................................245Backing Up AutoCorrect Entries ..............................................................................245Sharing AutoCorrect Entries ....................................................................................246

AutoCorrect versus Building Blocks ..................................................................................246Math AutoCorrect ............................................................................................................246

Recognized Functions..............................................................................................248Backing Up the Math AutoCorrect List ....................................................................248

Summary ..........................................................................................................................249

Chapter 15: AutoFormat . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251AutoFormat versus AutoFormat As You Type ....................................................................251The AutoFormat Command ..............................................................................................252

Using AutoFormat ..................................................................................................252Running AutoFormat ..............................................................................................254A Practical Use for the AutoFormat Command ........................................................257

AutoFormat As You Type ..................................................................................................258Tips and Techniques..........................................................................................................261

Tricks with Quotes ..................................................................................................261What About the Other Fractions? ............................................................................261

Summary ..........................................................................................................................264

Chapter 16: Smart Tags (What Are Those Purple Dots?) . . . . . . . . . . . 265Understanding Smart Tags ................................................................................................266Smart Tags Settings............................................................................................................267

Remove Smart Tags..................................................................................................268Recheck Document..................................................................................................269Additional Options..................................................................................................270Common Smart Tag Options ..................................................................................270

SmartTag Add-Ons............................................................................................................271Summary ..........................................................................................................................272

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Part IV: More than Mere Words 273

Chapter 17: Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Quick Start........................................................................................................................275Table Basics ......................................................................................................................276

Inserting Tables from Scratch ..................................................................................276Inserting Tables Based on Existing Data ..................................................................279Handling Tables ......................................................................................................282Table Properties ......................................................................................................285

Table Layout and Design ..................................................................................................287Modifying Table Layout ..........................................................................................288Table Math ..............................................................................................................295Modifying Table Design ..........................................................................................295

Summary ..........................................................................................................................302

Chapter 18: Pictures and SmartArt . . . . . . . . . . . . . . . . . . . . . . 303Inserting Pictures from Files ..............................................................................................303

If Your Picture Format Isn’t Supported ....................................................................305Pictures from the Clipboard and Internet ..........................................................................308Manipulation 101..............................................................................................................308

Wrapping ................................................................................................................308Dragging and Nudging ............................................................................................311Resizing and Cropping ............................................................................................312Format Picture/Shape ..............................................................................................316Adjust......................................................................................................................317Arranging Pictures on the Page ................................................................................317

Inserting Clip Art ..............................................................................................................319Microsoft Clip Organizer ........................................................................................320

SmartArt............................................................................................................................321Inserting SmartArt ..................................................................................................321

Summary ..........................................................................................................................326

Chapter 19: Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . 327The Header and Footer Layer ............................................................................................328

Document Sections..................................................................................................328Header and Footer Navigation and Design ........................................................................329

Editing the Header/Footer Areas ..............................................................................329Header and Footer Styles ........................................................................................329Section Surfing ........................................................................................................330Link to Previous ......................................................................................................331Different First Page ..................................................................................................331Different Odd & Even Pages....................................................................................332Show Document Text ..............................................................................................332Distance from Edge of Paper....................................................................................332

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Adding Header and Footer Material ..................................................................................333Page Numbers ........................................................................................................333

Summary ..........................................................................................................................336

Chapter 20: Symbols and Equations . . . . . . . . . . . . . . . . . . . . . . 337Symbols ............................................................................................................................338Symbols Dialog Box ..........................................................................................................338

Symbols Tab ............................................................................................................338Special Characters Tab ............................................................................................340

Equations ..........................................................................................................................341Inserting Equations from the Gallery ......................................................................341Creating an Equation from Scratch ..........................................................................343Saving Equations to the Gallery ..............................................................................343Working with Equations..........................................................................................344Equation Options ....................................................................................................348Numbering Equations ............................................................................................348

Legacy Equations ..............................................................................................................351Summary ..........................................................................................................................352

Chapter 21: Field Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353And Field Codes Are . . .?..................................................................................................354Basic Field Study ..............................................................................................................354

Updating Fields ......................................................................................................355Field Display Shading..............................................................................................356Show Field Codes Instead of Their Values ..............................................................358Field Keyboard Shortcuts ........................................................................................358Contextual Field Tools ............................................................................................360

The Field Dialog Box ........................................................................................................360Caveat MERGEFORMAT ........................................................................................361Field Codes and Hide Codes ..................................................................................362

Field Syntax ......................................................................................................................363Text Format Switches ..............................................................................................364Numeric Format Switches ......................................................................................366Date Format (Date-Time Picture Switches) ..............................................................368Switch Combinations ..............................................................................................370

Categories ........................................................................................................................370Date and time ..........................................................................................................370Document Automation ............................................................................................371Document Information ............................................................................................371Equations and Formulas..........................................................................................373Index and Tables ....................................................................................................374Links and References ..............................................................................................374Mail Merge ..............................................................................................................375Numbering..............................................................................................................377User Information ....................................................................................................378

Summary ..........................................................................................................................379

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Chapter 22: WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381Creating WordArt ..............................................................................................................382

Creating WordArt from Selected Text ......................................................................382Creating WordArt from Scratch ..............................................................................382The Edit WordArt Text Tool ....................................................................................383Editing and Shaping WordArt..................................................................................384Coloring, Shadows, and 3-D Effects ........................................................................389Arrange and Size Controls ......................................................................................393

Additional Tricks ..............................................................................................................393Summary ..........................................................................................................................394

Chapter 23: Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395Excel or Microsoft Graph ..................................................................................................395

What If I Prefer Microsoft Graph’s Simplicity?..........................................................397Can I Convert from Microsoft Graph to Office 2007 Charts? ..................................398

Chart Basics ......................................................................................................................398Design Ribbon ........................................................................................................398Layout Ribbon ........................................................................................................403Format Ribbon ........................................................................................................407

Summary ..........................................................................................................................408

Chapter 24: Inserting Objects and Files. . . . . . . . . . . . . . . . . . . . 409Object Basics ....................................................................................................................409

Linking versus Embedding Objects in Word............................................................410New Versus from Existing File ................................................................................413

Inserting Text from Files....................................................................................................414Formatting Issues ....................................................................................................416

Pasting, Dragging, and Dropping ......................................................................................416Dragging from the File System ................................................................................417Dragging from Another Open Program....................................................................417The Paste Alternative ..............................................................................................419

Summary ..........................................................................................................................420

Part V: Document Design 421

Chapter 25: Page Setup and Sections . . . . . . . . . . . . . . . . . . . . . 423Page Setup Basics ..............................................................................................................424

Section Formatting ..................................................................................................424Styles, Section Formatting, and Paragraph Formatting ............................................426Page Setup Dialog....................................................................................................428Page Layout Settings ................................................................................................432

Page Borders......................................................................................................................435Summary ..........................................................................................................................436

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Chapter 26: Text Boxes and Other Shapes . . . . . . . . . . . . . . . . . . 437Why Use Text Boxes? ........................................................................................................438Inserting Text Boxes ..........................................................................................................438

Prefab Text Boxes ....................................................................................................440Drawing Your Own..................................................................................................440Formatting ..............................................................................................................441Change Shape..........................................................................................................447

The Format Text Box Dialog ..............................................................................................447Summary ..........................................................................................................................448

Chapter 27: Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449Do I Really Want Columns? ..............................................................................................450Column Formatting ..........................................................................................................451

Changing the Number of Columns..........................................................................452Formatting Columns Using the Horizontal Ruler ....................................................453

Special Formats ................................................................................................................453Changing Columns Using Section Breaks ................................................................453Changing Columns without Using Section Breaks ..................................................454Balancing Columns on the Last Page........................................................................455

Summary ..........................................................................................................................457

Chapter 28: On Background . . . . . . . . . . . . . . . . . . . . . . . . . . 459Page Background ..............................................................................................................459

Printed versus Onscreen Background Colors and Images ........................................460Background Versus Watermark................................................................................461

Background Colors, Patterns, and Textures ......................................................................462Colors......................................................................................................................462Colors and Themes..................................................................................................463Gradient ..................................................................................................................464Texture ....................................................................................................................465Pattern ....................................................................................................................466Picture ....................................................................................................................466

Watermarks ......................................................................................................................467Preset Watermarks ..................................................................................................467Other Text Watermarks ..........................................................................................468Picture Watermarks ................................................................................................468

Removing Watermarks and Page Backgrounds ..................................................................469Summary ..........................................................................................................................469

Chapter 29: Publishing as PDF and XPS. . . . . . . . . . . . . . . . . . . . 471What Is PDF? ..........................................................................................................471What Is XPS? ..........................................................................................................473Enabling Office 2007 Support for PDF and XPS ......................................................474Deciding Which Format to Use ..............................................................................475

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How Good Is Word 2007’s Built-In PDF Capability?..........................................................475Creating PDF Output ........................................................................................................476Creating XPS Output ........................................................................................................479Summary ..........................................................................................................................480

Chapter 30: Publishing as HTML, XML, and Blogging . . . . . . . . . . . . 481HTML ..............................................................................................................................481

What’s So Bad about Word’s HTML? ........................................................................482What Is MHTML?....................................................................................................484

XML..................................................................................................................................485XML Systems ..........................................................................................................486Finding the XML Tools ............................................................................................487Creating an XML File in Word ................................................................................490

Blogging ............................................................................................................................492Registration ............................................................................................................493Composing and Publishing Your Blog Entry ............................................................495

Summary ..........................................................................................................................497

Chapter 31: Templates and Themes . . . . . . . . . . . . . . . . . . . . . . 499What Are Templates? ........................................................................................................499

Using Templates to Create New Documents ............................................................500Creating Templates............................................................................................................506The Organizer ..................................................................................................................507

Using the Organizer ................................................................................................508Modifying Templates ........................................................................................................509Themes ............................................................................................................................509

What Are Themes? ..................................................................................................510Theme Elements or Components ............................................................................513Saving Custom Themes ..........................................................................................518Setting the Default Theme ......................................................................................518

Summary ..........................................................................................................................520

Part VI: With All Due Reference 521

Chapter 32: Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523Working with Bookmarks..................................................................................................523

Displaying Bookmarks ............................................................................................524User-Created Bookmarks ........................................................................................525Word-Created Bookmarks ......................................................................................529

Broken Bookmarks ............................................................................................................530Error! Bookmark Not Defined. ................................................................................531Unwanted or Unexpected Results ............................................................................531

Summary ..........................................................................................................................532

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Chapter 33: Tables of Contents . . . . . . . . . . . . . . . . . . . . . . . . 533Automatic Tables of Contents ............................................................................................533

Heading Styles ........................................................................................................533Caveat Add Text Tool ..............................................................................................537Using Outline Levels for the Table of Contents ........................................................538TOC Formats ..........................................................................................................538

TOC Styles ........................................................................................................................539Manually Creating a Table of Contents ..............................................................................541

Manually Adding Selected Text................................................................................541Inserting a Table of Contents Using Marked Entries ................................................542

Maintaining and Updating ................................................................................................543Converting a Table of Contents into Text ..........................................................................544Recycle, Recycle, Recycle ..................................................................................................544The TOC Field Code ........................................................................................................545Summary ..........................................................................................................................546

Chapter 34: Master Documents . . . . . . . . . . . . . . . . . . . . . . . . 547Master Documents: The Sad History ................................................................................547

Will the “X” Files Be Master Documents’ Salvation? ................................................548Worth the risk?........................................................................................................549

Creating Master Documents ..............................................................................................550The Master Document Ribbon ................................................................................550Creating a Master Document from Scratch ..............................................................551

Creating a Master Document from Existing Documents ....................................................554Converting an Existing File into a Master Document ..............................................556

Working with Master Documents ......................................................................................556Converting Subdocuments into Master Document Text ..........................................556Merging Subdocuments ..........................................................................................557Locking Subdocuments ..........................................................................................557Expand/Collapse Subdocuments..............................................................................558Handle with Care — Moving Subdocuments ..........................................................559

Summary ..........................................................................................................................559

Chapter 35: Footnotes and Endnotes . . . . . . . . . . . . . . . . . . . . . 561Footnotes and Endnotes Basics..........................................................................................562

Footnote and Endnote Options ..............................................................................563Inserting a Footnote ................................................................................................564Inserting an Endnote ..............................................................................................564Displaying and Editing Footnotes and Endnotes......................................................565Deleting Footnotes and Endnotes ............................................................................566Converting Footnotes and Endnotes........................................................................566

A Matter of Style................................................................................................................567Footnote Text and Endnote Text styles ....................................................................567Reference Mark Styles..............................................................................................567

Separators and Continuation ............................................................................................568Summary ..........................................................................................................................568

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Chapter 36: Citations and Bibliography . . . . . . . . . . . . . . . . . . . . 569Sources..............................................................................................................................570

Style First ................................................................................................................570Inserting Sources from Scratch ................................................................................571Using Existing Citations ..........................................................................................573Placeholders ............................................................................................................574Edit Source (and Convert Placeholder to Source) ....................................................575

Editing Citations ..............................................................................................................576Deleting Sources ......................................................................................................577Acquiring External Sources......................................................................................577

Bibliography......................................................................................................................578Inserting a Bibliography ..........................................................................................578Managing Bibliographies..........................................................................................579Deleting ..................................................................................................................579Converting a Bibliography into Static Text ..............................................................580Save Selection to Bibliography Gallery ....................................................................581

Summary ..........................................................................................................................581

Chapter 37: Captions and Tables of Captioned Items . . . . . . . . . . . . 583Caption Basics ..................................................................................................................583

Insert Caption ........................................................................................................584The Caption Style ....................................................................................................587

AutoCaptioning ................................................................................................................587Turning on AutoCaptioning ....................................................................................587

Tables of Captioned Items ................................................................................................588Options ..................................................................................................................589Copying and Deleting Captions ..............................................................................590

Summary ..........................................................................................................................590

Chapter 38: Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591Marking Index Entries ......................................................................................................592

Creating Index Entries Using Mark Entry ................................................................592Automatically Marking Index Entries Using AutoMark ............................................595

Compiling or Inserting an Index ......................................................................................596Index Field Code ....................................................................................................597Subentries and Styles ..............................................................................................598

Creating Multiple Indexes ................................................................................................599Summary ..........................................................................................................................600

Chapter 39: Tables of Authorities . . . . . . . . . . . . . . . . . . . . . . . 601Citations............................................................................................................................602

Formatting Long Citation Entries ............................................................................602Adding Categories ..................................................................................................603Marking the Citations ..............................................................................................604Citation Fields ........................................................................................................604Removing Citations ................................................................................................604

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Inserting the Table of Authorities ......................................................................................605Category..................................................................................................................605Use Passim ..............................................................................................................606Formatting ..............................................................................................................606Modifying Table of Authorities Styles ......................................................................607Updating a Table of Authorities ..............................................................................608Converting Table of Authorities to Static Text ..........................................................608

Summary ..........................................................................................................................608

Chapter 40: Hyperlinks and Cross-References . . . . . . . . . . . . . . . . 609Hyperlinks ........................................................................................................................609

Automatic Hyperlinks..............................................................................................610Using and Displaying Hyperlinks ............................................................................610

Inserting Hyperlinks..........................................................................................................612The Links Group ....................................................................................................612Inserting a Hyperlink ..............................................................................................612Link to Existing File or Web Page ............................................................................613Link to Place in This Document ..............................................................................615Link to Create New Document ................................................................................616Link to E-mail Address ............................................................................................617

Inserting Cross-References ................................................................................................618Summary ..........................................................................................................................622

Part VII: Getting Out the Word 623

Chapter 41: Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . 625Data Considerations ..........................................................................................................625

Access and Portability..............................................................................................626Data Formats ....................................................................................................................626

Type New List..........................................................................................................628Word ......................................................................................................................630Outlook ..................................................................................................................632Excel ......................................................................................................................632Access......................................................................................................................633HTML Files ............................................................................................................633

Summary ..........................................................................................................................634

Chapter 42: Envelopes and Labels . . . . . . . . . . . . . . . . . . . . . . . 635Envelopes..........................................................................................................................635

Delivery Address ....................................................................................................636Return Address........................................................................................................638Options Button........................................................................................................638Add Electronic Postage and E-Postage Properties ....................................................641Add to Document ....................................................................................................641

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Labels................................................................................................................................642Print Options ..........................................................................................................642Options (Label Type) ..............................................................................................642New Document ......................................................................................................644

Summary ..........................................................................................................................645

Chapter 43: Data Documents and Mail Merge . . . . . . . . . . . . . . . . 647Choosing the Type of Data Document ..............................................................................647

Restoring a Word Document to Normal ..................................................................649Attaching a Data Source ....................................................................................................649

Selecting Recipients ................................................................................................650Assembling a Data Document............................................................................................655

Merge Fields ............................................................................................................656Rules ......................................................................................................................660Match Fields............................................................................................................662Preview Results........................................................................................................662Find Recipient ........................................................................................................663Update Labels..........................................................................................................663Highlight Merge Fields ............................................................................................664Auto Check for Errors ............................................................................................664Finishing the Merge ................................................................................................665

Mail Merge Task Pane/Wizard............................................................................................667Step 1: Document Type............................................................................................668Step 2: Starting Document ......................................................................................668Step 3: Select Recipients ..........................................................................................669Step 4: Write Your Letter ........................................................................................669Step 5: Preview Your Letter......................................................................................670Step 6: Complete the Merge ....................................................................................671

Summary ..........................................................................................................................671

Chapter 44: Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673Out with the Old, In with the New? ..................................................................................673Forms Basics ....................................................................................................................674

Creating and Using Forms: General Steps................................................................674Form, Tools, and Controls ......................................................................................675Forms Protection ....................................................................................................677

Creating a Fill-in Form Using Legacy Tools ......................................................................680Create Form Document ..........................................................................................680

Using Content Controls ....................................................................................................687Design Mode ..........................................................................................................687Content Control Tools ............................................................................................688Building Block Gallery Control ................................................................................694

Word and InfoPath ............................................................................................................695Importing a Word Form into InfoPath ....................................................................695Publishing to Forms or SharePoint Server................................................................697

Summary ..........................................................................................................................697

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Part VIII: Power and Customization 699

Chapter 45: Keyboard Customization . . . . . . . . . . . . . . . . . . . . . 701Getting Started ........................................................................................................701

The Fast Way (The Cloverleaf Method) ............................................................................702What Does This Have to Do with Templates? ....................................................................703Multi-Stroke Key Assignment ............................................................................................703Word Options Method ......................................................................................................704

Categories................................................................................................................706Commands..............................................................................................................706

Other Methods ..................................................................................................................708Styles ......................................................................................................................708Symbols ..................................................................................................................709Record Macro ..........................................................................................................709

Summary ..........................................................................................................................711

Chapter 46: The Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . 713The What? ........................................................................................................................713

You Call This a Toolbar? ..........................................................................................714Customizing the Quick Access Toolbar ............................................................................715

The QAT Top 10......................................................................................................715Adding Commands to the QAT ..............................................................................715Adding Groups/Chunks ..........................................................................................716Removing Commands ............................................................................................716Rearranging ............................................................................................................716

The Customize Quick Access Toolbar Dialog ....................................................................717Displaying the Main QAT Customization Dialog......................................................717Setting the Storage Location for the QAT ................................................................718Finding Commands ................................................................................................718Adding Commands to the QAT ..............................................................................719Separator ................................................................................................................719Removing Tools from the QAT ................................................................................719Resetting the QAT to the Default ............................................................................719

Summary ..........................................................................................................................720

Chapter 47: Options and Settings . . . . . . . . . . . . . . . . . . . . . . . 721Accessing Options ............................................................................................................721

Other Routes to Options..........................................................................................722Information Tips......................................................................................................723The Rest of the Chapter . . . ....................................................................................723

Popular ............................................................................................................................724Display (and Printing) ......................................................................................................725

Page Display Options ..............................................................................................725Nonprinting Formatting Marks................................................................................727Printing Options......................................................................................................728

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Proofing ............................................................................................................................728Save ..................................................................................................................................729

Backup Options ......................................................................................................730Offline Editing Options for Document Management Server Files ............................730Document-Specific Save Settings ............................................................................731

Advanced ..........................................................................................................................732Editing Options ......................................................................................................732Cut, Copy, and Paste................................................................................................734Show Document Content ........................................................................................735Display ....................................................................................................................738Print ........................................................................................................................739Save ........................................................................................................................740Preserve Fidelity When Sharing This Document ......................................................742General....................................................................................................................743Compatibility/Layout Options ................................................................................745

Customize ........................................................................................................................746Add-ins ............................................................................................................................746Trust Center ......................................................................................................................747

Trusted Publishers ..................................................................................................748Trusted Locations ....................................................................................................749Add-ins ..................................................................................................................751ActiveX Settings ......................................................................................................752Macro Settings ........................................................................................................753Message Bar ............................................................................................................754Privacy Options ......................................................................................................755

Resources ..........................................................................................................................756Summary ..........................................................................................................................757

Chapter 48: Macros: Recording, Editing, and Using . . . . . . . . . . . . . 759Macro Tools ......................................................................................................................760

Recording a Macro ..................................................................................................761Editing a Macro ......................................................................................................763Testing Your Macro ..................................................................................................765

Managing Macros ..............................................................................................................766Copying Macros to a New Module ..........................................................................766Digitally Signing Your Macros..................................................................................767

Macro Security ..................................................................................................................768Confirming Office Is Really Closed with Windows Task Manager ............................769Macros and Security ................................................................................................770

Macro Storage ..................................................................................................................771Global Add-ins ........................................................................................................771

Automatic Macros ............................................................................................................773Microsoft Visual Basic Q&D ..............................................................................................774

All You Really Need to Know ..................................................................................774

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