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Microsoft office  word 2007 bible
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Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
Microsoft office  word 2007 bible
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  • 1. Microsoft Word 2007 ® Bible Herb Tyson
  • 2. Microsoft Word 2007 ® Bible
  • 3. Microsoft Word 2007 ® Bible Herb Tyson
  • 4. Microsoft® Word 2007 BiblePublished byWiley Publishing, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256www.wiley.comCopyright © 2007 by Wiley Publishing, Inc., Indianapolis, IndianaPublished simultaneously in CanadaISBN: 978-0-470-04689-0Manufactured in the United States of America10 9 8 7 6 5 4 3 2 1No 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 DataTyson, 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 2006037358Trademarks: 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.
  • 5. 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 and mine came together on this planet for the time that we havetogether. Life is a journey, and they are the perfect traveling companions. Thank you both for being wonderful, and for putting up with my incessant puns.
  • 6. 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.
  • 7. CreditsSenior Acquisitions Editor Vice President and Executive PublisherJim Minatel Joseph B. WikertDevelopment Editor Project CoordinatorRosanne Koneval Jennifer TheriotTechnical Editors Graphics and Production SpecialistsDian Chapman Stacie Brooks Denny HagerProduction Editor Joyce HaugheyWilliam A. Barton Jennifer MayberryCopy Editor Quality Control TechniciansLuann Rouff John Greenough Brian H. WallsEditorial ManagerMary Beth Wakefield Media Project Supervisor Laura AtkinsonProduction ManagerTim Tate Media Quality Assurance Kate JenkinsVice President and Executive GroupPublisher Media Development SpecialistRichard Swadley Steve Kudirka Proofreading and Indexing Techbooks
  • 8. Acknowledgments ......................................................................................................................xxxiIntroduction ............................................................................................................................xxxiiiPart 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 ................................95Part 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 ........................................................................................177Part 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?) ............................................................265Part 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 ......................................................................................409Part V: Document Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421Chapter 25: Page Setup and Sections ..........................................................................................423Chapter 26: Text Boxes and Other Shapes ..................................................................................437Chapter 27: Columns..................................................................................................................449 viii
  • 9. Chapter 28: On Background ......................................................................................................459Chapter 29: Publishing as PDF and XPS......................................................................................471Chapter 30: Publishing as HTML, XML, and Blogging ................................................................481Chapter 31: Templates and Themes ............................................................................................499Part 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 ............................................................................609Part VII: Getting Out the Word . . . . . . . . . . . . . . . . . . . . . . . . . 623Chapter 41: Data Sources............................................................................................................625Chapter 42: Envelopes and Labels ..............................................................................................635Chapter 43: Data Documents and Mail Merge ............................................................................647Chapter 44: Forms ......................................................................................................................673Part 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 ....................................................................759Part 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 ..............................................................841Appendix A: Guide to Word 2003 Menu Commands in Word 2007 ..........................................855Appendix B: Word 2007 Default Key Assignments......................................................................863Index ..........................................................................................................................................873 ix
  • 10. Acknowledgements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiiiPart I: My Word, and Welcome to It 1Chapter 1: Brave New Word . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Discoverability ......................................................................................................................4 The “Results-Oriented” User Interface ..................................................................................6 Ribbons and Things ..............................................................................................................8 Title Bar ......................................................................................................................9 The Home Row ..........................................................................................................9 KeyTips ....................................................................................................................10 Ribbon ......................................................................................................................10 Quick Access Toolbar ................................................................................................12 Live Preview ..............................................................................................................13 Galleries ....................................................................................................................14 The MiniBar or Mini Toolbar ....................................................................................15 Context Menus ..........................................................................................................16 Super Tooltips ..........................................................................................................17 Dialog Boxes and Launchers ......................................................................................17 Task Panes ................................................................................................................18 Status Bar ..................................................................................................................19 The Office Button (File) ......................................................................................................21 Options ..............................................................................................................................22 Truth in Advertising, or What’s in a Name?................................................................23 Advanced . . . versus Not Advanced? ........................................................................24 Summary ............................................................................................................................26Chapter 2: Quick Start. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Starting Word ......................................................................................................................27 Start Menu ................................................................................................................28 Desktop ....................................................................................................................28 Shortcut Key..............................................................................................................30 Quick Launch............................................................................................................30 Windows Explorer ....................................................................................................31 Browser ....................................................................................................................31 xi
  • 11. Contents Start ➪ Run................................................................................................................31 Safe Mode..................................................................................................................32 Command-Line Switches ..........................................................................................33 Office Button Menu ..................................................................................................35 Navigation Tips and Tricks ..................................................................................................37 Tricks with Clicks ......................................................................................................37 Seldom Screen ..........................................................................................................39 Keyboard ..................................................................................................................41 Views ..................................................................................................................................43 Draft View Is the New Normal View ..........................................................................44 Print Layout ..............................................................................................................46 Full Screen Reading ..................................................................................................46 Web Layout ..............................................................................................................47 Outline (Master Document Tools)..............................................................................47 Saving ................................................................................................................................49 Convert ....................................................................................................................51 Word 2007’s Confusing Save As ................................................................................51 Publish ......................................................................................................................52 Just Dive In ........................................................................................................................53 Start Word ................................................................................................................53 Creating a New Letter................................................................................................53 Initial Setup ..............................................................................................................54 Write It and Format It ..............................................................................................55 Save It and Print It ....................................................................................................55 Print an Envelope ......................................................................................................55 Summary ............................................................................................................................57 Chapter 3: Where in the Word Is . . .? . . . . . . . . . . . . . . . . . . . . . 59 Using Help to Find Out Where It Went ..............................................................................60 Menu Commands ......................................................................................................60 Toolbar Commands ..................................................................................................61 RIP: Features Removed from Word ....................................................................................61 Routing Recipient ......................................................................................................62 Versions Missing in Action ........................................................................................62 File Search ................................................................................................................63 Normal View ............................................................................................................63 Word 2003 Templates................................................................................................63 Toolbars ....................................................................................................................65 Menu Customization ................................................................................................65 Charting Options/Features ........................................................................................65 Office Assistant..........................................................................................................65 Send for Review ........................................................................................................65 Eastern European Font Add-in ..................................................................................66 Font Text Effects ........................................................................................................66 Mail Barcodes ............................................................................................................67xii
  • 12. Contents WordPerfect-Related Options ....................................................................................68 Web Components......................................................................................................69 Summary ............................................................................................................................69Chapter 4: Making Word Work for You . . . . . . . . . . . . . . . . . . . . . 71 The Style Advantage ............................................................................................................71 Styles versus Direct Formatting ................................................................................72 Types of Styles ..........................................................................................................73 Outlining ............................................................................................................................73 Using Outlining to Organize......................................................................................74 Outlining versus Document Map ..............................................................................76 Thumbnails, too! ......................................................................................................77 AutoCorrect ........................................................................................................................77 AutoCorrect Options ................................................................................................77 Removing Built-In AutoCorrect Entries ....................................................................79 Rolling Your Own......................................................................................................79 Top 10 Power User Tips ......................................................................................................81 RedefineStyle ............................................................................................................81 GoBack......................................................................................................................82 Paste Unformatted Keystroke ....................................................................................82 Wrap to Fit ................................................................................................................83 Apply Styles (Ctrl+Shift+S) ........................................................................................83 Default File Location(s) ............................................................................................83 Places Bar (Windows XP Only)..................................................................................84 AutoRecover and Backup Copies ..............................................................................85 Don’t Edit on Removable Media ................................................................................85 Open and Repair ......................................................................................................86 Summary ............................................................................................................................86Chapter 5: The X Files — Understanding and Using Word’sNew File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Compatibility with Previous Versions of Word ....................................................................88 To .doc or Not to .doc ..............................................................................................89 Persistent Save As ......................................................................................................90 Microsoft Office Compatibility Pack ..........................................................................91 .docx versus .docm..............................................................................................................91 Converting a .docx file into a .docm ..........................................................................92 Understanding .docx ..........................................................................................................92 Summary ............................................................................................................................94Chapter 6: Make It Stop! Cures and Treatments forWord’s Top Annoyances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Drawing Canvas ..................................................................................................................96 Editing Annoyances ............................................................................................................97 Insert/Overtype ........................................................................................................97 Typing Replaces Selected Text....................................................................................98 xiii
  • 13. Contents Formatting Control Covers Up Live Preview Area......................................................99 Prompt to Update Style ..........................................................................................100 Mouse Selection ......................................................................................................102 Cut and Paste Sentence and Word Behavior ............................................................102 View Annoyances ..............................................................................................................103 Nonprinting Indicators/Formatting Marks ..............................................................103 Missing Ribbon Tabs? ..............................................................................................104 Windows in Taskbar................................................................................................104 Online versus Local Help Content ....................................................................................105 Activation Blues ................................................................................................................106 Automatic Annoyances......................................................................................................106 Bullets, Numbers, Boxes, and Borders ....................................................................106 Capitalization ..........................................................................................................107 Summary ..........................................................................................................................108 Part II: Word on the Street 109 Chapter 7: Formatting 101: Font/Character Formatting . . . . . . . . . . . 111 The Big Picture..................................................................................................................111 Styles and Character/Font Formatting ..............................................................................112 Style versus Direct ..................................................................................................113 Character Formatting ........................................................................................................114 Formatting Techniques ............................................................................................115 The Ribbon Font Group ..........................................................................................118 The Font Dialog Box................................................................................................124 The Mini Toolbar ....................................................................................................126 Character Formatting Shortcut Keys ........................................................................126 Summary ..........................................................................................................................128 Chapter 8: Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . 129 Styles and Paragraph Formatting ......................................................................................129 When to Use Styles..................................................................................................130 What Exactly Is a Paragraph, Anyway? ..............................................................................130 Paragraph Formatting Attributes..............................................................................132 Paragraph Formatting Techniques ..........................................................................134 Structural Formatting ........................................................................................................135 Indentation..............................................................................................................135 Alignment................................................................................................................137 Tabs ........................................................................................................................138 Paragraph Decoration........................................................................................................141 Numbering/Bullets ..................................................................................................141 Shading ..................................................................................................................144 Borders and Boxes ..................................................................................................145 Random Bonus Tip #1 — Sort Paragraphs That Aren’t in a Table ......................................146xiv
  • 14. Contents Random Bonus Tip #2 — Move Paragraphs Easily ............................................................146 Summary ..........................................................................................................................147Chapter 9: In Style!. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Styles Group......................................................................................................................149 Using Styles ............................................................................................................151 Creating and Modifying Styles ................................................................................153 Quick Style Sets ......................................................................................................155 Styles Task Pane ................................................................................................................158 Manage Styles ..........................................................................................................160 Style Inspector ........................................................................................................163 Summary ..........................................................................................................................164Chapter 10: The Clipboard. . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Using the Clipboard ..........................................................................................................166 Paste Special ............................................................................................................168 The Clipboard Task Pane ..................................................................................................169 Pasting from the Clipboard Task Pane......................................................................170 Removing Items from the Clipboard ........................................................................170 System Tray Icon and Notification ..........................................................................170 Pasting from Word into Internet Explorer................................................................171 Tricks and Tips..................................................................................................................172 Paste Unformatted ..................................................................................................172 Picture This ............................................................................................................172 Copying and Moving Text without Using the Clipboard ..........................................172 Word Options and the Clipboard ......................................................................................175 Summary ..........................................................................................................................176Chapter 11: Find, Replace, and Go To. . . . . . . . . . . . . . . . . . . . . 177 Basic Find (Ctrl+F)............................................................................................................177 Find Again ..............................................................................................................177 Search for Selected Text ..........................................................................................179 Basic Replace (Ctrl+H) ......................................................................................................179 Search Codes ....................................................................................................................180 Find What and Replace With Codes (With Wildcards On or Off)............................180 Find What and Replace With (Use Wildcards Off) ..................................................182 Find What: Field Only (Use Wildcards On or Off) ..................................................182 Find What Field Only (Use Wildcards Off)..............................................................183 Codes That Work Only in the Replace With Box (Use Wildcards On or Off) ..........185 Options ............................................................................................................................186 Selected Text............................................................................................................186 More or Less............................................................................................................186 Reading Highlight....................................................................................................186 Find All ..................................................................................................................187 Search Direction ......................................................................................................188 xv
  • 15. Contents Match Case..............................................................................................................188 Find Whole Words Only ........................................................................................188 Use Wildcards ........................................................................................................188 Sounds Like (English)..............................................................................................195 Find All Word Forms (English)................................................................................196 Match Prefix and Match Suffix ................................................................................196 Ignore Punctuation Characters ................................................................................196 Ignore White-space Characters ................................................................................196 Finding and Replacing Formatting ....................................................................................197 Go To (Ctrl+G) ..................................................................................................................199 Page ........................................................................................................................200 Section ....................................................................................................................200 Line ........................................................................................................................201 Bookmark................................................................................................................201 Comment ................................................................................................................202 Footnotes and Endnote............................................................................................202 Field ........................................................................................................................202 Table, Graphic, and Equation ..................................................................................203 Object ....................................................................................................................203 Heading ..................................................................................................................203 Summary ..........................................................................................................................203 Part III: Writing Tools 205 Chapter 12: Language Tools . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Spelling ............................................................................................................................207 Checking Spelling....................................................................................................208 Options ..................................................................................................................210 Recheck Document..................................................................................................213 Exceptions for Current Document ..........................................................................214 Exception Lists (Exclude Dictionaries) ....................................................................215 Grammar ..........................................................................................................................215 Checking Grammar in Word....................................................................................216 Options ..................................................................................................................217 Thesaurus..........................................................................................................................219 Research ............................................................................................................................220 Using the Research Task Pane ..................................................................................220 Research Options ....................................................................................................220 Translation ........................................................................................................................222 Translating ..............................................................................................................224 Translation Tool Tips ..............................................................................................224 Translation Options ................................................................................................225 Summary ..........................................................................................................................226xvi
  • 16. ContentsChapter 13: Building Blocks and Quick Parts. . . . . . . . . . . . . . . . . 227 Using Quick Parts and Building Blocks ............................................................................227 Building Blocks versus Quick Parts..........................................................................229 Building Blocks Organizer ......................................................................................229 Adding a New Building Block or Quick Part............................................................230 Whither AutoComplete?....................................................................................................232 Formatting ..............................................................................................................234 Building Blocks: Need to Know ........................................................................................235 Backing Up..............................................................................................................235 Sharing ....................................................................................................................236 Using Building Blocks with the AutoText Field..................................................................239 Summary ..........................................................................................................................240Chapter 14: AutoCorrect. . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Built-in Corrections ..........................................................................................................241 Replace Text as You Type ........................................................................................243 AutoCorrect Limits ..................................................................................................245 Backing Up AutoCorrect Entries ..............................................................................245 Sharing AutoCorrect Entries ....................................................................................246 AutoCorrect versus Building Blocks ..................................................................................246 Math AutoCorrect ............................................................................................................246 Recognized Functions..............................................................................................248 Backing Up the Math AutoCorrect List ....................................................................248 Summary ..........................................................................................................................249Chapter 15: AutoFormat . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251 AutoFormat versus AutoFormat As You Type ....................................................................251 The AutoFormat Command ..............................................................................................252 Using AutoFormat ..................................................................................................252 Running AutoFormat ..............................................................................................254 A Practical Use for the AutoFormat Command ........................................................257 AutoFormat As You Type ..................................................................................................258 Tips and Techniques..........................................................................................................261 Tricks with Quotes ..................................................................................................261 What About the Other Fractions? ............................................................................261 Summary ..........................................................................................................................264Chapter 16: Smart Tags (What Are Those Purple Dots?) . . . . . . . . . . . 265 Understanding Smart Tags ................................................................................................266 Smart Tags Settings............................................................................................................267 Remove Smart Tags..................................................................................................268 Recheck Document..................................................................................................269 Additional Options ..................................................................................................270 Common Smart Tag Options ..................................................................................270 SmartTag Add-Ons ............................................................................................................271 Summary ..........................................................................................................................272 xvii
  • 17. Contents Part IV: More than Mere Words 273 Chapter 17: Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Quick Start........................................................................................................................275 Table Basics ......................................................................................................................276 Inserting Tables from Scratch ..................................................................................276 Inserting Tables Based on Existing Data ..................................................................279 Handling Tables ......................................................................................................282 Table Properties ......................................................................................................285 Table Layout and Design ..................................................................................................287 Modifying Table Layout ..........................................................................................288 Table Math ..............................................................................................................295 Modifying Table Design ..........................................................................................295 Summary ..........................................................................................................................302 Chapter 18: Pictures and SmartArt . . . . . . . . . . . . . . . . . . . . . . 303 Inserting Pictures from Files ..............................................................................................303 If Your Picture Format Isn’t Supported ....................................................................305 Pictures from the Clipboard and Internet ..........................................................................308 Manipulation 101..............................................................................................................308 Wrapping ................................................................................................................308 Dragging and Nudging ............................................................................................311 Resizing and Cropping ............................................................................................312 Format Picture/Shape ..............................................................................................316 Adjust......................................................................................................................317 Arranging Pictures on the Page ................................................................................317 Inserting Clip Art ..............................................................................................................319 Microsoft Clip Organizer ........................................................................................320 SmartArt............................................................................................................................321 Inserting SmartArt ..................................................................................................321 Summary ..........................................................................................................................326 Chapter 19: Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . 327 The Header and Footer Layer ............................................................................................328 Document Sections..................................................................................................328 Header and Footer Navigation and Design ........................................................................329 Editing the Header/Footer Areas ..............................................................................329 Header and Footer Styles ........................................................................................329 Section Surfing ........................................................................................................330 Link to Previous ......................................................................................................331 Different First Page ..................................................................................................331 Different Odd & Even Pages....................................................................................332 Show Document Text ..............................................................................................332 Distance from Edge of Paper....................................................................................332xviii
  • 18. Contents Adding Header and Footer Material ..................................................................................333 Page Numbers ........................................................................................................333 Summary ..........................................................................................................................336Chapter 20: Symbols and Equations . . . . . . . . . . . . . . . . . . . . . . 337 Symbols ............................................................................................................................338 Symbols Dialog Box ..........................................................................................................338 Symbols Tab ............................................................................................................338 Special Characters Tab ............................................................................................340 Equations ..........................................................................................................................341 Inserting Equations from the Gallery ......................................................................341 Creating an Equation from Scratch ..........................................................................343 Saving Equations to the Gallery ..............................................................................343 Working with Equations..........................................................................................344 Equation Options ....................................................................................................348 Numbering Equations ............................................................................................348 Legacy Equations ..............................................................................................................351 Summary ..........................................................................................................................352Chapter 21: Field Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353 And Field Codes Are . . .?..................................................................................................354 Basic Field Study ..............................................................................................................354 Updating Fields ......................................................................................................355 Field Display Shading..............................................................................................356 Show Field Codes Instead of Their Values ..............................................................358 Field Keyboard Shortcuts ........................................................................................358 Contextual Field Tools ............................................................................................360 The Field Dialog Box ........................................................................................................360 Caveat MERGEFORMAT ........................................................................................361 Field Codes and Hide Codes ..................................................................................362 Field Syntax ......................................................................................................................363 Text Format Switches ..............................................................................................364 Numeric Format Switches ......................................................................................366 Date Format (Date-Time Picture Switches) ..............................................................368 Switch Combinations ..............................................................................................370 Categories ........................................................................................................................370 Date and time ..........................................................................................................370 Document Automation ............................................................................................371 Document Information ............................................................................................371 Equations and Formulas..........................................................................................373 Index and Tables ....................................................................................................374 Links and References ..............................................................................................374 Mail Merge ..............................................................................................................375 Numbering ..............................................................................................................377 User Information ....................................................................................................378 Summary ..........................................................................................................................379 xix
  • 19. Contents Chapter 22: WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381 Creating WordArt ..............................................................................................................382 Creating WordArt from Selected Text ......................................................................382 Creating WordArt from Scratch ..............................................................................382 The Edit WordArt Text Tool ....................................................................................383 Editing and Shaping WordArt..................................................................................384 Coloring, Shadows, and 3-D Effects ........................................................................389 Arrange and Size Controls ......................................................................................393 Additional Tricks ..............................................................................................................393 Summary ..........................................................................................................................394 Chapter 23: Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395 Excel or Microsoft Graph ..................................................................................................395 What If I Prefer Microsoft Graph’s Simplicity?..........................................................397 Can I Convert from Microsoft Graph to Office 2007 Charts? ..................................398 Chart Basics ......................................................................................................................398 Design Ribbon ........................................................................................................398 Layout Ribbon ........................................................................................................403 Format Ribbon ........................................................................................................407 Summary ..........................................................................................................................408 Chapter 24: Inserting Objects and Files. . . . . . . . . . . . . . . . . . . . 409 Object Basics ....................................................................................................................409 Linking versus Embedding Objects in Word............................................................410 New Versus from Existing File ................................................................................413 Inserting Text from Files....................................................................................................414 Formatting Issues ....................................................................................................416 Pasting, Dragging, and Dropping ......................................................................................416 Dragging from the File System ................................................................................417 Dragging from Another Open Program ....................................................................417 The Paste Alternative ..............................................................................................419 Summary ..........................................................................................................................420 Part V: Document Design 421 Chapter 25: Page Setup and Sections . . . . . . . . . . . . . . . . . . . . . 423 Page Setup Basics ..............................................................................................................424 Section Formatting ..................................................................................................424 Styles, Section Formatting, and Paragraph Formatting ............................................426 Page Setup Dialog....................................................................................................428 Page Layout Settings ................................................................................................432 Page Borders......................................................................................................................435 Summary ..........................................................................................................................436xx
  • 20. ContentsChapter 26: Text Boxes and Other Shapes . . . . . . . . . . . . . . . . . . 437 Why Use Text Boxes? ........................................................................................................438 Inserting Text Boxes ..........................................................................................................438 Prefab Text Boxes ....................................................................................................440 Drawing Your Own..................................................................................................440 Formatting ..............................................................................................................441 Change Shape..........................................................................................................447 The Format Text Box Dialog ..............................................................................................447 Summary ..........................................................................................................................448Chapter 27: Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449 Do I Really Want Columns? ..............................................................................................450 Column Formatting ..........................................................................................................451 Changing the Number of Columns..........................................................................452 Formatting Columns Using the Horizontal Ruler ....................................................453 Special Formats ................................................................................................................453 Changing Columns Using Section Breaks ................................................................453 Changing Columns without Using Section Breaks ..................................................454 Balancing Columns on the Last Page........................................................................455 Summary ..........................................................................................................................457Chapter 28: On Background . . . . . . . . . . . . . . . . . . . . . . . . . . 459 Page Background ..............................................................................................................459 Printed versus Onscreen Background Colors and Images ........................................460 Background Versus Watermark ................................................................................461 Background Colors, Patterns, and Textures ......................................................................462 Colors......................................................................................................................462 Colors and Themes..................................................................................................463 Gradient ..................................................................................................................464 Texture ....................................................................................................................465 Pattern ....................................................................................................................466 Picture ....................................................................................................................466 Watermarks ......................................................................................................................467 Preset Watermarks ..................................................................................................467 Other Text Watermarks ..........................................................................................468 Picture Watermarks ................................................................................................468 Removing Watermarks and Page Backgrounds ..................................................................469 Summary ..........................................................................................................................469Chapter 29: Publishing as PDF and XPS. . . . . . . . . . . . . . . . . . . . 471 What Is PDF? ..........................................................................................................471 What Is XPS? ..........................................................................................................473 Enabling Office 2007 Support for PDF and XPS ......................................................474 Deciding Which Format to Use ..............................................................................475 xxi
  • 21. Contents How Good Is Word 2007’s Built-In PDF Capability?..........................................................475 Creating PDF Output ........................................................................................................476 Creating XPS Output ........................................................................................................479 Summary ..........................................................................................................................480 Chapter 30: Publishing as HTML, XML, and Blogging . . . . . . . . . . . . 481 HTML ..............................................................................................................................481 What’s So Bad about Word’s HTML? ........................................................................482 What Is MHTML?....................................................................................................484 XML ..................................................................................................................................485 XML Systems ..........................................................................................................486 Finding the XML Tools ............................................................................................487 Creating an XML File in Word ................................................................................490 Blogging ............................................................................................................................492 Registration ............................................................................................................493 Composing and Publishing Your Blog Entry ............................................................495 Summary ..........................................................................................................................497 Chapter 31: Templates and Themes . . . . . . . . . . . . . . . . . . . . . . 499 What Are Templates? ........................................................................................................499 Using Templates to Create New Documents ............................................................500 Creating Templates............................................................................................................506 The Organizer ..................................................................................................................507 Using the Organizer ................................................................................................508 Modifying Templates ........................................................................................................509 Themes ............................................................................................................................509 What Are Themes? ..................................................................................................510 Theme Elements or Components ............................................................................513 Saving Custom Themes ..........................................................................................518 Setting the Default Theme ......................................................................................518 Summary ..........................................................................................................................520 Part VI: With All Due Reference 521 Chapter 32: Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 523 Working with Bookmarks..................................................................................................523 Displaying Bookmarks ............................................................................................524 User-Created Bookmarks ........................................................................................525 Word-Created Bookmarks ......................................................................................529 Broken Bookmarks ............................................................................................................530 Error! Bookmark Not Defined. ................................................................................531 Unwanted or Unexpected Results ............................................................................531 Summary ..........................................................................................................................532xxii
  • 22. ContentsChapter 33: Tables of Contents . . . . . . . . . . . . . . . . . . . . . . . . 533 Automatic Tables of Contents............................................................................................533 Heading Styles ........................................................................................................533 Caveat Add Text Tool ..............................................................................................537 Using Outline Levels for the Table of Contents ........................................................538 TOC Formats ..........................................................................................................538 TOC Styles ........................................................................................................................539 Manually Creating a Table of Contents ..............................................................................541 Manually Adding Selected Text................................................................................541 Inserting a Table of Contents Using Marked Entries ................................................542 Maintaining and Updating ................................................................................................543 Converting a Table of Contents into Text ..........................................................................544 Recycle, Recycle, Recycle ..................................................................................................544 The TOC Field Code ........................................................................................................545 Summary ..........................................................................................................................546Chapter 34: Master Documents . . . . . . . . . . . . . . . . . . . . . . . . 547 Master Documents: The Sad History ................................................................................547 Will the “X” Files Be Master Documents’ Salvation? ................................................548 Worth the risk?........................................................................................................549 Creating Master Documents ..............................................................................................550 The Master Document Ribbon ................................................................................550 Creating a Master Document from Scratch ..............................................................551 Creating a Master Document from Existing Documents ....................................................554 Converting an Existing File into a Master Document ..............................................556 Working with Master Documents ......................................................................................556 Converting Subdocuments into Master Document Text ..........................................556 Merging Subdocuments ..........................................................................................557 Locking Subdocuments ..........................................................................................557 Expand/Collapse Subdocuments..............................................................................558 Handle with Care — Moving Subdocuments ..........................................................559 Summary ..........................................................................................................................559Chapter 35: Footnotes and Endnotes . . . . . . . . . . . . . . . . . . . . . 561 Footnotes and Endnotes Basics..........................................................................................562 Footnote and Endnote Options ..............................................................................563 Inserting a Footnote ................................................................................................564 Inserting an Endnote ..............................................................................................564 Displaying and Editing Footnotes and Endnotes......................................................565 Deleting Footnotes and Endnotes ............................................................................566 Converting Footnotes and Endnotes........................................................................566 A Matter of Style................................................................................................................567 Footnote Text and Endnote Text styles ....................................................................567 Reference Mark Styles..............................................................................................567 Separators and Continuation ............................................................................................568 Summary ..........................................................................................................................568 xxiii
  • 23. Contents Chapter 36: Citations and Bibliography . . . . . . . . . . . . . . . . . . . . 569 Sources..............................................................................................................................570 Style First ................................................................................................................570 Inserting Sources from Scratch ................................................................................571 Using Existing Citations ..........................................................................................573 Placeholders ............................................................................................................574 Edit Source (and Convert Placeholder to Source) ....................................................575 Editing Citations ..............................................................................................................576 Deleting Sources ......................................................................................................577 Acquiring External Sources......................................................................................577 Bibliography......................................................................................................................578 Inserting a Bibliography ..........................................................................................578 Managing Bibliographies..........................................................................................579 Deleting ..................................................................................................................579 Converting a Bibliography into Static Text ..............................................................580 Save Selection to Bibliography Gallery ....................................................................581 Summary ..........................................................................................................................581 Chapter 37: Captions and Tables of Captioned Items . . . . . . . . . . . . 583 Caption Basics ..................................................................................................................583 Insert Caption ........................................................................................................584 The Caption Style ....................................................................................................587 AutoCaptioning ................................................................................................................587 Turning on AutoCaptioning ....................................................................................587 Tables of Captioned Items ................................................................................................588 Options ..................................................................................................................589 Copying and Deleting Captions ..............................................................................590 Summary ..........................................................................................................................590 Chapter 38: Indexing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591 Marking Index Entries ......................................................................................................592 Creating Index Entries Using Mark Entry ................................................................592 Automatically Marking Index Entries Using AutoMark ............................................595 Compiling or Inserting an Index ......................................................................................596 Index Field Code ....................................................................................................597 Subentries and Styles ..............................................................................................598 Creating Multiple Indexes ................................................................................................599 Summary ..........................................................................................................................600 Chapter 39: Tables of Authorities . . . . . . . . . . . . . . . . . . . . . . . 601 Citations............................................................................................................................602 Formatting Long Citation Entries ............................................................................602 Adding Categories ..................................................................................................603 Marking the Citations ..............................................................................................604 Citation Fields ........................................................................................................604 Removing Citations ................................................................................................604xxiv
  • 24. Contents Inserting the Table of Authorities ......................................................................................605 Category..................................................................................................................605 Use Passim ..............................................................................................................606 Formatting ..............................................................................................................606 Modifying Table of Authorities Styles ......................................................................607 Updating a Table of Authorities ..............................................................................608 Converting Table of Authorities to Static Text ..........................................................608 Summary ..........................................................................................................................608Chapter 40: Hyperlinks and Cross-References . . . . . . . . . . . . . . . . 609 Hyperlinks ........................................................................................................................609 Automatic Hyperlinks..............................................................................................610 Using and Displaying Hyperlinks ............................................................................610 Inserting Hyperlinks..........................................................................................................612 The Links Group ....................................................................................................612 Inserting a Hyperlink ..............................................................................................612 Link to Existing File or Web Page ............................................................................613 Link to Place in This Document ..............................................................................615 Link to Create New Document ................................................................................616 Link to E-mail Address ............................................................................................617 Inserting Cross-References ................................................................................................618 Summary ..........................................................................................................................622Part VII: Getting Out the Word 623Chapter 41: Data Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . 625 Data Considerations ..........................................................................................................625 Access and Portability..............................................................................................626 Data Formats ....................................................................................................................626 Type New List..........................................................................................................628 Word ......................................................................................................................630 Outlook ..................................................................................................................632 Excel ......................................................................................................................632 Access......................................................................................................................633 HTML Files ............................................................................................................633 Summary ..........................................................................................................................634Chapter 42: Envelopes and Labels . . . . . . . . . . . . . . . . . . . . . . . 635 Envelopes..........................................................................................................................635 Delivery Address ....................................................................................................636 Return Address........................................................................................................638 Options Button........................................................................................................638 Add Electronic Postage and E-Postage Properties ....................................................641 Add to Document ....................................................................................................641 xxv
  • 25. Contents Labels................................................................................................................................642 Print Options ..........................................................................................................642 Options (Label Type) ..............................................................................................642 New Document ......................................................................................................644 Summary ..........................................................................................................................645 Chapter 43: Data Documents and Mail Merge . . . . . . . . . . . . . . . . 647 Choosing the Type of Data Document ..............................................................................647 Restoring a Word Document to Normal ..................................................................649 Attaching a Data Source ....................................................................................................649 Selecting Recipients ................................................................................................650 Assembling a Data Document............................................................................................655 Merge Fields ............................................................................................................656 Rules ......................................................................................................................660 Match Fields............................................................................................................662 Preview Results........................................................................................................662 Find Recipient ........................................................................................................663 Update Labels..........................................................................................................663 Highlight Merge Fields ............................................................................................664 Auto Check for Errors ............................................................................................664 Finishing the Merge ................................................................................................665 Mail Merge Task Pane/Wizard............................................................................................667 Step 1: Document Type............................................................................................668 Step 2: Starting Document ......................................................................................668 Step 3: Select Recipients ..........................................................................................669 Step 4: Write Your Letter ........................................................................................669 Step 5: Preview Your Letter......................................................................................670 Step 6: Complete the Merge ....................................................................................671 Summary ..........................................................................................................................671 Chapter 44: Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 673 Out with the Old, In with the New? ..................................................................................673 Forms Basics ....................................................................................................................674 Creating and Using Forms: General Steps................................................................674 Form, Tools, and Controls ......................................................................................675 Forms Protection ....................................................................................................677 Creating a Fill-in Form Using Legacy Tools ......................................................................680 Create Form Document ..........................................................................................680 Using Content Controls ....................................................................................................687 Design Mode ..........................................................................................................687 Content Control Tools ............................................................................................688 Building Block Gallery Control ................................................................................694 Word and InfoPath ............................................................................................................695 Importing a Word Form into InfoPath ....................................................................695 Publishing to Forms or SharePoint Server................................................................697 Summary ..........................................................................................................................697xxvi
  • 26. ContentsPart VIII: Power and Customization 699Chapter 45: Keyboard Customization . . . . . . . . . . . . . . . . . . . . . 701 Getting Started ........................................................................................................701 The Fast Way (The Cloverleaf Method) ............................................................................702 What Does This Have to Do with Templates? ....................................................................703 Multi-Stroke Key Assignment ............................................................................................703 Word Options Method ......................................................................................................704 Categories................................................................................................................706 Commands ..............................................................................................................706 Other Methods ..................................................................................................................708 Styles ......................................................................................................................708 Symbols ..................................................................................................................709 Record Macro ..........................................................................................................709 Summary ..........................................................................................................................711Chapter 46: The Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . 713 The What? ........................................................................................................................713 You Call This a Toolbar? ..........................................................................................714 Customizing the Quick Access Toolbar ............................................................................715 The QAT Top 10......................................................................................................715 Adding Commands to the QAT ..............................................................................715 Adding Groups/Chunks ..........................................................................................716 Removing Commands ............................................................................................716 Rearranging ............................................................................................................716 The Customize Quick Access Toolbar Dialog ....................................................................717 Displaying the Main QAT Customization Dialog......................................................717 Setting the Storage Location for the QAT ................................................................718 Finding Commands ................................................................................................718 Adding Commands to the QAT ..............................................................................719 Separator ................................................................................................................719 Removing Tools from the QAT ................................................................................719 Resetting the QAT to the Default ............................................................................719 Summary ..........................................................................................................................720Chapter 47: Options and Settings . . . . . . . . . . . . . . . . . . . . . . . 721 Accessing Options ............................................................................................................721 Other Routes to Options..........................................................................................722 Information Tips......................................................................................................723 The Rest of the Chapter . . . ....................................................................................723 Popular ............................................................................................................................724 Display (and Printing) ......................................................................................................725 Page Display Options ..............................................................................................725 Nonprinting Formatting Marks................................................................................727 Printing Options......................................................................................................728 xxvii
  • 27. Contents Proofing ............................................................................................................................728 Save ..................................................................................................................................729 Backup Options ......................................................................................................730 Offline Editing Options for Document Management Server Files ............................730 Document-Specific Save Settings ............................................................................731 Advanced ..........................................................................................................................732 Editing Options ......................................................................................................732 Cut, Copy, and Paste................................................................................................734 Show Document Content ........................................................................................735 Display ....................................................................................................................738 Print ........................................................................................................................739 Save ........................................................................................................................740 Preserve Fidelity When Sharing This Document ......................................................742 General....................................................................................................................743 Compatibility/Layout Options ................................................................................745 Customize ........................................................................................................................746 Add-ins ............................................................................................................................746 Trust Center ......................................................................................................................747 Trusted Publishers ..................................................................................................748 Trusted Locations ....................................................................................................749 Add-ins ..................................................................................................................751 ActiveX Settings ......................................................................................................752 Macro Settings ........................................................................................................753 Message Bar ............................................................................................................754 Privacy Options ......................................................................................................755 Resources ..........................................................................................................................756 Summary ..........................................................................................................................757 Chapter 48: Macros: Recording, Editing, and Using . . . . . . . . . . . . . 759 Macro Tools ......................................................................................................................760 Recording a Macro ..................................................................................................761 Editing a Macro ......................................................................................................763 Testing Your Macro ..................................................................................................765 Managing Macros ..............................................................................................................766 Copying Macros to a New Module ..........................................................................766 Digitally Signing Your Macros..................................................................................767 Macro Security ..................................................................................................................768 Confirming Office Is Really Closed with Windows Task Manager ............................769 Macros and Security ................................................................................................770 Macro Storage ..................................................................................................................771 Global Add-ins ........................................................................................................771 Automatic Macros ............................................................................................................773 Microsoft Visual Basic Q&D ..............................................................................................774 All You Really Need to Know ..................................................................................774xxviii
  • 28. Contents For More Information . . ...................................................................................................777 Books ......................................................................................................................778 Free Online Resources ............................................................................................778 Summary ..........................................................................................................................778Part IX: Collaboration—Getting Along with Others 779Chapter 49: Security, Tracking, and Comments. . . . . . . . . . . . . . . . 781 Protection Types ......................................................................................................781 Restricting Permission (Information Rights Management)........................................783 Digital Signatures ....................................................................................................786 Document Inspector (Removing Private/Personal Information)................................789 Formatting and Editing Restrictions ........................................................................790 Password to Open/Modify ......................................................................................795 Comments and Tracked Changes ......................................................................................796 Comments ..............................................................................................................797 Tracked Changes ....................................................................................................799 Show Markup..........................................................................................................800 Display for Review ..................................................................................................802 Reviewing Pane ......................................................................................................803 Reviewing Comments and Changes ..................................................................................803 Accepting and Rejecting Comments ........................................................................804 Accepting and Rejecting Changes ............................................................................804 Protecting Documents for Review......................................................................................804 Summary ..........................................................................................................................805Chapter 50: Comparing and Combining Collaborative Documents . . . . . 807 Comparing Using Legal Blackline ......................................................................................807 Protection ................................................................................................................810 Gaining More Screen Real Estate..............................................................................811 Combining Documents That Contain Tracked Changes ....................................................811 Combining Multiple Documents Containing Changes ............................................812 Running the Combine Documents Command ........................................................813 Summary ..........................................................................................................................814Chapter 51: SharePoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 815 Accessing Your SharePoint Server ......................................................................................816 Using Publish from the Office Menu........................................................................817 Opening and Saving Files on the Server ..................................................................819 Workspace Management and Options ..............................................................................820 Status ......................................................................................................................821 Members ................................................................................................................821 Tasks ......................................................................................................................822 Documents ..............................................................................................................823 xxix
  • 29. Contents Links ......................................................................................................................825 Document Information ............................................................................................825 Server Tasks ......................................................................................................................826 Check In..................................................................................................................827 Check Out ..............................................................................................................828 Discard Check Out ..................................................................................................828 View Version History ..............................................................................................828 Document Management Information ......................................................................828 View Workflow Tasks ..............................................................................................829 Summary ..........................................................................................................................829 Chapter 52: Groove . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 831 Groove versus SharePoint..................................................................................................832 Using the Groove 2007 Client ..........................................................................................832 Groove Basics ..........................................................................................................833 Account ..................................................................................................................834 Workspaces ............................................................................................................834 Sending Workspace Invitations................................................................................837 Canceling Pending Invitations ................................................................................838 Accepting Workspace Invitations ............................................................................838 Working with Groovy Documents ..........................................................................839 Summary ..........................................................................................................................840 Chapter 53: Integration with Other Office Applications. . . . . . . . . . . 841 Excel ................................................................................................................................841 Using Excel Content in Word ..................................................................................842 Using Word Content in Excel ..................................................................................847 PowerPoint........................................................................................................................849 Converting Word to PowerPoint Presentations ........................................................850 Converting PowerPoint Presentation to Word Documents ......................................851 Outlook ............................................................................................................................851 Using the Outlook Address Book in Word ..............................................................851 Smart Tags, Outlook, and Word ..............................................................................853 Summary ..........................................................................................................................854 Appendix A: Guide to Word 2003 Menu Commands in Word 2007. . . . . 855 Appendix B: Word 2007 Default Key Assignments . . . . . . . . . . . . . . 863 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 873xxx
  • 30. I would like to thank Jim Minatel, Wiley’s acquisition editor, who e-mailed me asking if I’d be interested in writing this book, and for letting me write the whole thing from scratch. Many thanks to Rosanne Koneval and others at Wiley who patiently repaired my dropped word end-ings and other grammatical lapses without scolding me, and who endured through hundreds andhundreds of pages. Thanks also to Mike Maxey and others at Microsoft who were quick to answer myquestions about whether things I observed in the Beta version of Word 2007 were features or bugs.Special thanks go to my technical editor, Dian Chapman (www.mousetrax.com), a fellowMicrosoft MVP whose careful technical and nontechnical editing of the Word 2007 Bible has keptme honest and on track. Having been a technical editor for a number of books, I know from per-sonal experience how hard it can be, especially when the underlying software is not yet in finishedform. Dian is a talented and special friend who eagerly agreed to help with this book withoutknowing how many pages it would end up being. Thanks also to Greg Chapman, anotherMicrosoft MVP and Dian’s husband, whom Dian drafted into service on more than one occasion.Finally, Dian, please thank your dogs, cats, and other assorted animal friends for allowing you tospend so much time on this book. xxxi
  • 31. W elcome to the Microsoft Word 2007 Bible. Like all books in the Bible series, you can expect to find both hands-on tutorials and real-world practical application information, as well as reference and background information that provides a context for what youare learning. This book is a comprehensive resource on Word 2007 (also known as Word 12). Bythe time you have completed the Microsoft Word 2007 Bible, you will be well prepared to take fulladvantage of the numerous ways that Word has been enhanced and strengthened.Word 12 has been almost completely overhauled. In addition to the interface, even the basic fileformat is new. As a result, a lot of tried and tested knowledge about Word goes out the window.Books about Word 2000 and 2002 were still somewhat useful for users of Word 2002 and 2003.Books about Word 2003 and earlier, however, will have little utility for users of Word 2007. Word2007 users need a new book. They need the Word 2007 Bible.If the Word 2007 Bible were to have a subtitle, it would almost certainly have to be The NewTestament. Much of the Old Testament no longer applies to Word 2007. The new interface meansthere are new ways to access old features, completely new features for accomplishing old tasks, aswell as new native capabilities that no previous version of Word has ever had. There also are anumber of old Word features that are gone from Word 2007. Old “thou shalts” and “thou shaltnots” will be fully reexamined in light of the vastly changed Word 2007.Who Should Read This BookThe Word 2007 Bible is a reference and tutorial for Word users of all levels. For the user who iscompletely new to Word, this book will tell you everything you need both to quickly start usingWord 2007 and to get the most out of the features it offers. Word 2007 is a full-service word pro-cessing program that can do just about anything you need for it to do. Often, there are multipleways to accomplish a given task. This book will show you the quickest and easiest ways to accom-plish your mission, while at the same time pointing out the longer term advantages of using meth-ods better suited to extensibility and repurposing your work.For veteran users of Word, the Word 2007 Bible contrasts the new with the old, helping you quicklysee how to accomplish familiar tasks using unfamiliar tools. Where new and old ways co-exist, thisbook will help you decide which method to use. Where the old ways have completely disappeared,this book will help you deal with the initial shock and grief, and then help you move on and growfrom the experience. That’s what a bible does. xxxiii
  • 32. Introduction For new and veteran Word users alike, this book assumes that you have a basic level of computer literacy. It assumes that you’re familiar with Windows, that you know what click, drag, and double- click means. It also assumes that you’re familiar with basic Windows-wide techniques for selecting, copying, and deleting text. Furthermore, this book assumes that you know the difference between Internet Explorer and Windows Explorer, and that you know where and what the Quick Launch and Windows taskbar are. How This Book Is Organized The Word 2007 Bible is organized in a way that reflects both the way users tend to learn Word as well as the relative timing when particular kinds of information and techniques are needed. At the same time, recognizing the many dramatic changes in the Word interface, the book hits the ground running with an explanation about why Word 2007 is the way it is, and isn’t the way it was. Understanding the philosophy behind Word 2007’s new interface will help users — new and old — quickly clear the initial hurdles and quickly start using Word 2007. This book is organized into nine parts. The first four parts are designed to get you up and running as quickly as possible, covering things you need to know to start using Word immediately. However, the early parts of the book not only show you the basics, but also offer tips and strategies that will enable you to become an effective Word user. Topics and techniques covered in the early chapters are revisited throughout the Word 2007 Bible. You’ll quickly gain an understanding of how some concepts — such as Heading styles — give you incredible leverage and easy access to sophis- ticated word processing techniques and features. Part I: My Word and Welcome to It Part 1 begins with things you need to know in order to become comfortable and fully proficient with Word 2007. The mission of this collection of chapters is to get you over any initial stumbling blocks so you can begin to take advantage of Word 2007’s power and enhancements. Part I offers a quick-start chapter especially useful for newbies. For Word veterans, there’s a chapter explaining how to find features that otherwise appear to be missing in action. To prepare you to be the kind of power user the Word 2007 Bible knows you can be, Part I offers chapters on making Word work for you, understanding Word’s new file format, and how to tame and control Word’s automatic features. Part II: Word on the Street Part II focuses on the baseline skills that every Word user uses and needs — regardless of why you use Word. The basics are covered thoroughly, but the Bible avoids spending too much time on things that are already obvious. However, beyond that and more importantly, this section contains a heavy dose of tips, pitfalls, and shortcuts. You’ll learn about the different kinds of formatting, the importance of styles, as well as tricks and the how-to’s of the Office 2007 Clipboard and Word 2007’s industrial-strength find and replace tools.xxxiv
  • 33. IntroductionPart III: Writing ToolsPart III focuses on aspects of Word that can make your word processing life heaven or hell. If Wordsuddenly starts doing the unexpected, or automatically corrects things that aren’t mistakes, youmight want to pull your hair out (it’s too late for the author’s much diminished scalp). In Part III,you’ll learn how to use Word’s cadre of writing tools to their best advantage, how to tame auto-matic annoyances, and how to recover from well-intentioned accidents caused by Word trying tooutsmart you. Part III covers language tools, Quick Parts (the heir to AutoText), AutoCorrect,AutoFormat, and Smart tags.Part IV: More Than Mere WordsIt takes more than words to make a document. Part IV details the many kinds of elements you caninclude in documents, and shows you how to decide what to use and when to use it. This isimportant because there often are several different ways to solve any given problem, and you needto know how to decide which approach to use. The Word 2007 Bible covers the basics first, andthen provides extra emphasis on features that may be tricky or potentially confusing. In Part IV,you’ll learn how to insert all kinds of things, from tables and pictures to charts and objects.Part V: Document DesignPart V focuses on how documents are put together, as well as special considerations that dependon the ultimate destination of the document. You’ll learn what you need in order to turn outprofessional reports, newsletters and brochures — and other specialized document formats. Part Vcovers page setup, text boxes, column formatting, and page background formatting. You’ll be cau-tioned about using Word to create HTML. You also discover new capabilities, such as Word’s abilityto create PDF and XPS files. If you don’t know what those are you’ll learn that, too.Part VI: With All Due ReferencePart VI covers those elements typically used in what people call long documents. We’ll visit MasterDocuments — long the target of derision and the source of document corruption. Part VI also ven-tures into the wonderful worlds of bookmarks, indexing, hyperlinks, tables of contents (and othertables), footnotes, endnotes, citations, and Word’s new bibliography features. If you’ve used infor-mation in one place, this chapter will show you how to reuse that information elsewhere in a vari-ety of purposeful and powerful ways.Part VII: Getting Out the WordPart VII deals with specialized output formats, such as envelopes, labels, form letters, catalogs, anddirectories. It starts with identifying and creating data sources. Once you’ve identified and correctlydealt with your data source, the rest of what you do is made much easier. There are a lot of vesti-gial features in Word, some of which nostalgic Word users might find easier, faster, and more directthan Word’s new cadre of tools. Where the Old Ways still exist, you’ll learn how to find them anduse them, as well as how to make them more accessible. xxxv
  • 34. Introduction Part VIII: Power and Customization Part VIII looks at the kinds of customizations users can make using Word’s interface — the key- board and the QAT (Quick Access Toolbar). Gone from Word 2007 is the native capability to cus- tomize and create menus and toolbars (except for the QAT). Part VIII shows you the many ways in which you can hone Word’s options and settings to match your own style of working. You’ll also learn how to create basic macros. The focus here is to show you how to automate repetitive chores, not how to write full-blown VBA programs. By the end of chapter, you will be able to use the macro recorder to create power-user editing aids. Part IX: Collaboration In Part IX, you’ll learn about old and new collaboration tools, including comments, tracking (also called redlining), and how to deal with the feistier questions of document changes from a variety of different sources. One of the most confusing areas of Word historically has been its security settings — confusing because the settings aren’t all in one place. In Part IX, you’ll learn where the different haystacks are and where the various needles are hidden. One of Microsoft’s more recent offerings, SharePoint, turned out not to be very useful to most non-corporate Office 2003 users because it requires access to a SharePoint server, which requires access to money. Many home and small business users can’t justify the expenditure. Enter Groove. Groove provides sharing tools that enable anyone with access to the Internet to collaborate — no server required. Part IX will help you discover whether Groove has something to offer you. Also covered in this part is integration with other Office applications, such as Outlook, Excel, and PowerPoint. Appendixes Appendix A is a Word 2003 user’s guide to Word 2007. For each command in the Word 2003 menu, Appendix A shows you where to find that command in Word 2007. If a command no longer exists in Word 2007, then Appendix A will tell you that as well. Appendix B provides a complete keyboard reference for all of the built-in keyboard shortcuts in Word. If you want to know what to press to summon forth a Word command, Appendix B will tell you. Conventions and Features There are many different organizational and typographical features throughout this book designed to help you get the most of the information. Tips, Notes, and Cautions Whenever I want to bring something important to your attention the information will appear in a Tip, Note, or Caution. This information is important and is set off in a separate paragraph with a special icon. CAUTION Cautions provide information about things to watch out for, whether simply inconve- nient or potentially hazardous to your data or systems.xxxvi
  • 35. Introduction Tips generally are used to provide information that can make your work easier — spe-TIP cial shortcuts or methods for accomplishing something easier than the norm. Notes provide additional, ancillary information that is helpful, but somewhat outside ofNOTE the current presentation of information. What’s on the CD-ROM The CD-ROM in the back of this book contains a series of video tutorials to help you quickly mas- ter Word 2007’s new interface. These videos are in AVI format and will play in Windows Media Player in Windows XP or Windows Vista. There is nothing to install; all of the videos will play directly from the CD. You can watch the videos in any order you want or watch them individually: n The Office 2007 Places Bar in Windows XP n Working with the ribbon n Quick keyboard customization techniques n Working with the Quick Access Toolbar n Setting Word Options n Outlining n Working with styles n The Style classic tool n Using thumbnails and document maps for navigation n Using the Macro recorder n Selecting elusive objects Using the CD To view the interface on the CD, follow these steps: 1. Insert the CD into your computer’s CD drive. The license agreement appears. Note: The interface won’t launch if you have autorun disabled. In that case, click Start ➪ Run. In the dialog box that appears, type D:start.exe. (Replace D with the proper letter if your CD drive uses a different letter. If you don’t know the letter, see how your CD drive is listed under My Computer.) 2. Click OK. 3. Read through the license agreement, and then click the Accept button if you want to use the CD. After you click Accept, the License Agreement window won’t appear again. The CD interface appears. The interface allows you to view the CD content with just a click of a button (or two). xxxvii
  • 36. Introduction Technical Support If you have trouble with the CD-ROM, please call the Wiley Product Technical Support phone number at (800) 762-2974. Outside the United States, call 1 (317) 572-3994. You can also contact Wiley Product Technical Support at http://support.wiley.com. John Wiley & Sons will provide technical support only for installation and other general quality control items. For techni- cal support on the applications themselves, consult the program’s vendor or author. To place additional orders or to request information about other Wiley products, please call (877) 762-2974. Minimum Requirements The absolute minimum system requirement for Microsoft Office are as follows: Computer and processor 500 megahertz (MHz) processor or higher Memory 256 megabyte (MB) RAM or higher Hard disk 1.5 gigabyte (GB); a portion of this disk space will be freed after installation if the original download package is removed from the hard drive. Drive CD-ROM, DVD drive, or network installation location Display 1024x768 or higher resolution monitor Operating system Microsoft Windows® XP with Service Pack (SP) 2, Windows Server® 2003 with SP1, Vista, or later operating system Note that these are the absolute minimum requirements. If you just meet these, you can expect min- imal performance. Realistically, your computer should have 1GB of RAM at the very least, and 2GB is preferred. If your processor speed isn’t at least 1Ghz, Office 2007 won’t run on your system; it will crawl. Where to Go from Here Will the Word 2007 Bible get you into heaven? Well, perhaps not that heaven, but if having a solid working knowledge of Word 2007 and a bag filled to the brim with tips, tricks, and techniques to make your Word life easier is your idea of heaven, then this book will get you through the front gate. If being an accomplished Word user or a Word expert is something that your job requires or something that will make you better able to do your job, then reading the Word 2007 Bible and tak- ing its various commandments to heart will take you where you want to go.xxxviii
  • 37. IntroductionOf course, no book can possibly tell you everything you’re ever likely to need to know about anyone computer program. With millions and millions of users around the world using Word 2007,there are going to be things that even the Word 2007 Bible can’t anticipate. When you come upagainst a problem that boggles your mind, there are places you can go and resources you can tap.Some of the most useful resources are Microsoft public communities or newsgroups. These commu-nities are visited by millions of users, and are frequented by thousands of experts with many com-bined years of experience in using Microsoft Office and solving problems in ways that are efficient,effective, creative, and often novel. To tap this vast free resource, begin here: www.microsoft.com/communitiesOther tremendous free online resources are the many FAQs and articles created by Microsoft’s hugecorps of volunteer technical experts known as Most Valuable Professionals. To learn more aboutMicrosoft’s MVP program, visit http:/mvp.support.microsoft.comA wealth of helpful content has been assembled by these volunteers in a website that is indepen-dent of Microsoft and maintained by MVPs. To begin utilizing the Word-specific offerings, visit http://word.mvps.org/If you have comments or suggestions for improving the Word 2007 Bible, please don’t hesitate tocontact Wiley at www.wiley.com.Finally, if you have specific questions about Word 2007, please feel free to post them on my Word2007 Bible blog: http://word2007bible.blogspot.com/ xxxix
  • 38. My Word, and Welcome to ItW ord 2007 is different. Part I’s mission is to get you past the differences and up and running with IN THIS PART Word 2007. This section offers answers to questions Chapter 1such as “Why did they change it?” and “How do I do what I Brave New Wordused to do?” Chapter 2 Quick StartPart I begins with things you need to know and want to knowabout the new Word 2007. Chapter 1 explains the new interface Chapter 3and why Microsoft chose to radically overhaul Word’s look and Where in the Word Is . . .?feel. Chapter 2 offers a quick start, showing both beginning andseasoned Word users how to start Word and use its many facets. Chapter 4 Making Word Work for YouChapter 3 is targeted at veteran Word users who might feel alittle lost in the maze of new methods and features. Chapter 4 Chapter 5offers the best advice the author can give you about how to get The X Files — Understanding andthe most out of Word by using styles and taking advantage of Using Word’s New File Formatpower user techniques. Chapter 5 demystifies Word 2007’s new Chapter 6.docx file format, explaining why and how it’s different from Make It Stop! Cures and TreatmentsWord’s legacy .doc format. Finally, Chapter 6 tries to anticipate for Word’s Top Annoyancesyour reaction to certain “helpful” features by showing you howto tame or take advantage of Word behaviors that you mightconsider annoying.
  • 39. Brave New WordW elcome to Oz. Whether you’re a brand-new user to Word or a veteran Word user, this chapter bids you welcome to Word IN THIS CHAPTER 2007. If you’re new to Office 2007, this chapter provides an Discoverabilityoverview of what very likely is a user interface unlike any you’ve encoun-tered previously. The “results-oriented” interfaceIf you’re completely new to Word and have been using another Windows Ribbons and other new thingsword processor such as WordPerfect or OpenOffice, you’re likely more The Office buttonaccustomed to toolbars and menus than you are to Word 2007’s ribbons, sowhen I contrast Word 2007’s ribbons with Word’s previous interface, you’ll Reviewing your optionslikely immediately grasp just how different Word 2007 is, even if you nevertouched Word 2003.The ribbon is a completely new way of presenting tools and features to theWord user. Briefly, the ribbon is a set of contextual tools designed to put whatyou need where you need it when you need it. When you click one of themajor tabs on the ribbon, the tools you need for specific tasks should mostlybe right where you need them. The ideal result is that you don’t need to golooking for what you want.In fact, the ribbon might actually be considered a new kind of toolbar. Insteadof a list of different toolbars accessed from the View menu, however, the dif-ferent parts of the ribbon are organized into tabs and groups. The result isthat more of the tools are exposed to you, making it more likely that you’lldiscover what you need.If you’ve used other versions of Word in the past, Word 2007 will seemstrange and different. Imagine that you left earth in the year 1994 — the lasttime that Word’s interface was overhauled — and returned in the year 2007. 3
  • 40. Part I My Word and Welcome to It Over the ensuing thirteen years, Word for Windows 6 had gradually evolved into Word 12 (Word 2007), slowly morphing from menus and toolbars into the ribbon. When considered from an evolutionary perspective, perhaps Word 2007 doesn’t look so different. What you, the space traveler, do not realize, however, is that the radical changes occurred not slowly and gradually over more than a decade, but in one giant leap from Word 11 to Word 12, only fifteen minutes before you landed. Everybody who stayed right here on Earth is just as stunned as you are. Discoverability If past versions of Word were driven mostly by functionality and usability, Word 2007’s catchwords are discoverability and results. Studies show that typical Word users use only a fraction of the myriad features contained in Word. Yet, the same studies show that users often employ the wrong feature. For example, rather than use an indent setting, a user might press the spacebar five times (gasp!) or press the Tab key once (again gasp, but not quite as loud). Microsoft’s challenge, therefore, was to design an interface that made discovering the right features easier, more direct, and more deliberate. Have they succeeded? Well, you’ll have to be the judge. To some, the new interface succeeds only in being different and in making Word novices out of those who previously were Word experts. Whether it makes things easier for beginners, ultimately easier for casual users, or simply more dif- ficult for veteran users, remains to be seen. Let’s suppose you want to create a table. Assuming for the moment that you even know that a table is what you want, in Word 2003 and earlier you might choose Table ➪ Draw Table or Table ➪ Insert ➪ Table from the menu. Or, perhaps you would click the Table tool on the Standard toolbar, assuming you recognize the icon as possessing that functionality. The point is that you had to navigate sometimes dense menus or toolbars in order to find the needed functionality — perhaps not even knowing what that functionality was called. It’s akin to wander- ing through a hardware store looking for something that will twist a spiraling piece of metal into a piece of wood, without knowing whether such a tool actually exists. You don’t even know what the piece of metal is called, so you wander about, and finally discover, to your utter delight, the perfect tool . . . a hammer. Oops! There’s an old saying: When the only tool you have is a hammer, every- thing looks like a nail. Like a hammer, the time-proven spacebar has been used countless times to perform chores for which it was never intended. Yes, a hammer can compel a screw to join two pieces of wood together; and a spacebar can be used to move text around so it looks like a table. However, just as a hammered screw makes for a shaky wooden table, a word processing table fashioned together using spaces is equally fragile. Add something to the table and it doesn’t hold together. Which table? Take your pick. 4
  • 41. Brave New Word 1 In Word 2007, there are no dense menus and toolbars. To insert a table — again assuming you even know a table is what you’re looking for — you stare at the Home ribbon and see nothing that looks remotely like a table. Thinking “insert” may be what you need, you click on Insert, and there you see a grid with the word Table under it. You click Table, move the mouse, and perhaps you see what’s shown in Figure 1.1, as an actual table is previewed inside your document, changing as the mouse moves. Epiphany! FIGURE 1.1Word 2007’s “live preview” shows the results of the currently selected ribbon action. Epiphany? Perhaps, or maybe just a new wrinkle. Be that as it may, the new Word brings with it a number of improvements in performance, stability, design elements, interoperability, and docu- ment integrity that ultimately can improve the quality of your documents and make them faster and easier to create. Whether the new interface excites you or annoys you, the fact that the new format makes it harder to corrupt documents should make you smile. If you’ve ever spent endless hours wrestling with a document because its numbering is haunted by ghosts that won’t let you do what you need to do, you will find relief in Word 2007. More on this in Chapter 5, but for now, you might be happy to know that Word’s proprietary .doc document format has been replaced by .docx, which uses XML (eXtensible Markup Language). XML is an open format in the public domain. At its heart are plain text commands that can be resolved by Word and a variety of other programs. The bottom line for the user is that the mysterious so-called binary format is gone, meaning that Word documents are now harder to corrupt. If they do get cor- rupted, your work is easier to salvage. If you’re a glutton for punishment or you like taking risks, Word 2007 still supports its NOTE legacy formats. You can even tell Word to always save documents in earlier formats. This is a good option when you share your work with users of Word 2003 and earlier. For those same Word 2003 users (as well as Word 2000 and 2002 users), however, Microsoft provides a free compatibility pack that enables them to read and write Word 2007 documents (although Word 2007–specific enhancements will be lost in the translation). To find the compatibility pack, visit http://office.microsoft.com. 5
  • 42. Part I My Word and Welcome to It The “Results-Oriented” User Interface If you’re like most users, when you begin a letter or a report, the first thing you do is check whether you’ve ever written a letter or report like the one you are about to write. If you have written some- thing similar, then you very likely will open it and use it as a starting point. When my daughter needs a written excuse for school, rather than write a brand-new letter each time, I search my stock of documents for whatever I have that is closest to the current need. If you don’t have a document to use as a starting point, then you check whether there’s an existing template in Microsoft Word’s repertoire. Failing there, you might search online. Indeed, it’s not uncommon to come across questions in online communities or newsgroups asking if anyone has a particular type of template, e.g., “Does anyone have a template for a resignation letter?” I just love replying to that kind of request: Dear Meat for Brains Boss . . . but, I digress. Knowing that most people don’t prefer to begin documents with a clean slate, so to speak, Microsoft has redesigned Office to give users what they want. The goal is to offer users a collection of results they are probably seeking, to save time and guesswork. They have done this in a variety of ways. One of the most prominent ways is the expanded use of galleries of already formatted options. Coupled with this is something called live preview, which instantly shows the user the effect of a given option in the current document — not in a preview window! Rather than focus on a confusing array of tools, Word 2007 instead shows a variety of finished document parts or building blocks. It then goes on to provide context-sensitive sets of effects — also tied to live preview. These are designed to help you sculpt those into, if not exactly what you want, then something close. The objective at each step is to help you achieve results quickly, rather than combing through myriad menus and toolbars to discover possibilities. If nothing else, the new interface eliminates several steps in what necessarily has been a process of trial and error. In addition, with each result, Word 2007’s new context-sensitive ribbon changes to show you addi- tional tools that seem most likely appropriate for or relevant to the current document part that is selected. For example, if a picture is selected, then the Picture Tools ➪ Fo