Microsoft office word 2007 bible

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Microsoft office word 2007 bible

  1. 1. Microsoft Word 2007 ® Bible Herb Tyson
  2. 2. Microsoft Word 2007 ® Bible
  3. 3. Microsoft Word 2007 ® Bible Herb Tyson
  4. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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.........................