Document Tools in Microsoft Word 2007

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1 Document Tools in Microsoft Word 2007 Inserting Page Numbers...2 Modifying Page Numbers...3 Deleting Page Numbers...3 Headers and Footers...4 Inserting a Microsoft Predesigned Header or Footer...4 Inserting a Custom Header or Footer...5 Adding Different Headers and Footers to Different Pages...6 Footnotes and Endnotes...8 Inserting Footnotes...8 Inserting Endnotes...8 Editing Note Text...9 Converting Notes...9 Deleting Notes...9 Using the Replace Function...10 Inserting Columns...11 Inserting Tables...12 Reviewing Documents...13 Enabling the Track Changes Feature...13 Determining How Your Edits Appear...14 Accepting Edits...15 Rejecting Edits...15 Disabling the Track Changes Feature...15 Comparing Documents...16 Combining Documents...18 The Mail Merge Function...19 Letters...19 Editing Your Data Source...21 Labels...22 Dianne Harrison Ferro Mesarch

2 Inserting Page Numbers 1. Go to the Insert tab. 2. Click on the Page Number icon, located in the Header and Footer section. 3. A submenu will appear, listing formatting and placement options. 4. Hold your cursor over your preferred number placement. 5. A gallery of predesigned page number placements will be displayed. 6. Scroll through the gallery and click on the page number placement option that you want. 7. The Header or Footer area will display, the page number will be inserted, and the contextual Header & Footer Tools Design tab will open. 8. Click on the Close Header and Footer icon within the contextual Header & Footer Tools Design tab to return to your document. Page 2

3 Modifying Page Numbers To change your page numbers formatting, follow the instructions below. 1. Double-click on the page number to open the Header or Footer area. 2. Select the page number. 3. Click on the Page Number icon within the contextual Header & Footer Tools Design tab and choose the Format Page Numbers option. 4. The Page Numbers Format dialog will open. 5. Format your numbers and click on the OK button. 6. The formatting changes will go into effect immediately. 7. Click on the Close Header and Footer icon within the contextual Header & Footer Tools Design tab to return to your document. Deleting Page Numbers 1. Go to the Insert tab. 2. Click on the Page Number icon. 3. A submenu will appear, listing formatting and placement options. 4. Click on the Remove Page Numbers option. 5. The page numbers will be removed from your document. Page 3

4 Headers and Footers Inserting a Microsoft Predesigned Header or Footer 1. Go to the Insert tab. 2. Click on the Header or Footer icon, located in the Header and Footer section. 3. A gallery of predesigned headers and footers will be displayed. 4. Scroll through the gallery and click on the header or footer design that you want. 5. The header or footer area will be displayed. 6. Type your text where indicated to do so. 7. Click on the Close Header and Footer icon. 8. The header or footer will be inserted on every page of the document. Note: To remove a header or footer, click on the Header or Footer icon and choose the Remove Header or Remove Footer option. Page 4

5 Inserting a Custom Header or Footer 1. Go to the Insert tab. 2. Click on the Header or Footer icon. 3. Choose the Edit Header or Edit Footer option. 4. The header or footer area will be displayed, along with the contextual Header and Footer Tools Design tab. 5. Type your header and footer text - or - 6. Insert graphics and other content by using the options on the Header and Footer Tools Design tab. 7. Click on the Close Header and Footer icon. 8. The header or footer will be inserted on every page of the document. Note: To save your newly created header or footer in the gallery of available headers or footers, select everything in your header or footer, go to the Insert tab, click on the Header or Footer icon and choose the Save Selection as New Header or Save Selection as New Footer option. Your newly named header or footer will appear at the bottom of the gallery. Page 5

6 Adding Different Headers and Footers to Different Pages Inserting a Section Break Section breaks are used to divide a document so that you can create different layout or formatting changes in each section. For example, you can have different paper sizes and/or orientations, footnotes and endnotes, headers and footers, and page numbers in each section of the same document. This exercise will focus on the headers and footers option, in particular, page numbering. You must divide the document into separate sections before you can create different headers or footers on various pages. To insert a section break, follow the instructions below. 1. Go to the Home tab. 2. Click on the Show/Hide icon so that you can see the hidden formatting characters. 3. Within your document, click where you want to insert the section break. 4. Go to the Page Layout tab. 5. Click on the Breaks icon, located in the Page Setup section. 6. The Break menu will appear. 7. Click on the Next Page option in the Section Break section. 8. A section break will be inserted. 9. Everything above the inserted section break will be Section 1 of the document, everything below will be section 2 of the document. 10. You can format each of these sections separately. Note: You can always tell what section of your document you are in by looking at your Status bar, located at the bottom of your screen. If the Section option is not listed in your status bar, right-click on the bar and enable the Section option from the Customize Status Bar menu. Page 6

7 Adding Different Page Numbers to Different Sections Once we have added the section break, we can now add differently formatted page numbers in each section. 1. Go to the first page of the document. 2. Go to the Insert tab. 3. Click on the Page Number icon and choose your preferred number placement. 4. The page numbers will be inserted. 5. If desired, select the page number(s) and make any formatting changes. 6. Scroll to the footer area of Section 2 (below the section break). 7. Click on the Link to Previous icon in the Header and Footer Tools Design tab to break the connection between the footer in the current section and the footer in previous section. (Once the section connection has been broken, the Same as Previous tab will no longer appear in the upper-right corner of the header or footer area.) 8. Delete any page numbers that appear in the footer in Section Click on the Page Number icon in the Header and Footer Tools Design tab. 10. Choose the desired page number placement option. 11. If desired, select the page number(s) and make any formatting changes. 12. Your new page numbering will begin on the first page of Section Click on the Close Header and Footer icon. Note 1: The Different First Page option is located in the Options section of the Header and Footer Tools Design tab. Note 2: The Link to Previous icon is a toggle. Click on it once to disable the feature, click on it again to enable it. Page 7

8 Footnotes and Endnotes Inserting Footnotes 1. Open your document. 2. Place your cursor where you want to insert your first footnote. 3. Go to the References tab. 4. Click on the Insert Footnote icon. 5. Your cursor will be placed at the bottom of the page, under the footnote line and to the right of the appropriate footnote number. 6. Type your footnote. 7. When you are done typing your footnote, click anywhere in the document. 8. When you are ready to add another footnote or an endnote, place your cursor accordingly and click on the Insert Footnote icon again. 9. Easy! Inserting Endnotes 1. Open your document. 2. Place your cursor where you want to insert your first endnote. 3. Go to the References tab. 4. Click on the Insert Endnote icon. 5. Your cursor will be placed at the end of the document, under the endnote line and to the right of the appropriate endnote number. 6. Type your endnote. 7. When you are done typing your endnote, click anywhere in the document. 8. When you are ready to add another endnote or an endnote, place your cursor accordingly and click on the Insert Endnote icon again. 9. Easy! Page 8

9 Editing Note Text To edit a note, place your cursor in the note text and edit away. Note: Never try to change the note number formatting this way or you run the risk of corrupting all of your notes. To change note-number formatting, you must use styles. Converting Notes 1. Open your document. 2. Go to the References tab 3. Click on the dialog launcher of the Footnotes section. 4. The Footnote and Endnote dialog will appear. 5. Click on the Convert button. 6. You will be asked if you want to convert all notes. 7. Click on the OK button. 8. All of your footnotes will be converted to endnotes or vice versa. 9. Close out of the Footnote and Endnote dialog. Deleting Notes THIS IS VERY IMPORTANT: You must delete any and all footnotes and/or endnotes from within the body of your text or you run the risk of corrupting all of your notes! To delete a note, select its reference number from within the body of the text. Press the Delete key on your keyboard. If you delete an automatically numbered note, Word will renumber the remaining notes. Page 9

10 Using the Replace Function You can replace text, formatting and non-printing characters with the Replace function. It s a very powerful tool. 1. Go to the top of your document. 2. Go to the Home tab. 3. Click on the Replace icon, located on the far right-hand side of the tab. 4. The Find and Replace dialog will appear, with the Replace tab active. 5. Type the text you are looking to replace in the Find What field. 6. Type the text you are replacing with in the Replace With field. 7. Click on the Replace button to replace the first instance of the desired text within the document. 8. Click on the Replace All button to replace all incidents of the desired text within the document. 9. Click on the Find Next button to find the text before you decide to replace it. 10. When there are no more instances of the text, the following dialog will appear. 11. Click on the OK button to return to your document. Note: Click on the More button of the Find and Replace dialog to view more options. Formatting options are found under the Format button and non-printing characters are found under the Special button. Note 2: Remember to clear your previous replace criteria before proceeding with your next replacement. Page 10

11 Inserting Columns 1. Open a new document. 2. Go to the Page Layout tab. 3. Click on the Columns icon. 4. Click on the More Columns option. 5. The Columns dialog will appear. 6. You can choose the number of columns, whether you want a line between your columns, specify the column width, and determine the spacing between the columns. 7. Once you have determined your columns properties, click on the OK button. 8. Your document will be divided into columns, as displayed on the ruler. Note 1: To quickly enter sample text, type the formula =rand(3,4), in which the number three (3) refers to the number of paragraphs and the number four (4) refers to the number of sentences within each paragraph. Note 2: to insert a column break, click where you want the break, go to the Page Layout tab, click on the Breaks icon, and choose the Column option. Page 11

12 Inserting Tables 1. Open a new document. 2. Go to the Insert tab. 3. Click on the Table icon. 4. A grid will appear. 5. Highlight the number of columns and rows you want. 6. The table will be inserted at the cursor position in your document. 7. The contextual Table Tools tab will also appear. 8. You can switch between the Table Tools Design tab and the Table Tools Layout tab to format your table. Page 12

13 Reviewing Documents Enabling the Track Changes Feature 1. Open the document to be edited. 2. Go to the Review tab. 3. Click on the top part of the Track Changes icon. 4. The icon will change to a golden color, indicating that the Track Changes feature is enabled. 5. Start editing. 6. All edits that you make will appear in a different color from the text. Deletions will be struck through and additions will be underlined. 7. When you have completed the editing, save your document. 8. The tracked changes will save with it. Note: The Balloons icon on the Review tab determines whether your changes will be viewed inline or in balloons. Page 13

14 Determining How Your Edits Appear 1. Go to the Review tab. 2. Click on the bottom part of the Track Changes icon. 3. A submenu will appear. 4. Click on the Change Tracking Options option to display the Track Changes Options dialog. 5. Make your changes accordingly and click on the OK button. Note: You can also click on the Change User Name option to quickly change your user name and initials so that they will be reflected correctly within your documents. Page 14

15 Accepting Edits 1. Open the document that contains the edits. 2. Place your cursor in front of the first edit. 3. Go to the Review tab. 4. Click on the downward pointing arrow located at the bottom of the Accept icon. 5. Click on the Accept and Move to Next option to accept one edit at a time. 6. Click on the Accept All Changes in Document button to accept all of the edits. 7. You will have a clean document, in which all of your accepted edits have been incorporated. Note: Different people s edits will appear in different colors. Rejecting Edits 1. Open the document that contains the edits. 2. Go to the Review tab. 3. Click on the downward pointing arrow located at the bottom of the Reject icon. 4. Click on the Reject and Move to Next option to reject one edit at a time. 5. Click on the Reject All Changes in Document button to reject all of the edits. 6. You will have a clean document, in which all of your accepted edits have been incorporated. Note: You can also right-click on each edit to accept or reject it. Disabling the Track Changes Feature Once you have completed accepting or rejecting edits, remember to disable the Track Changes feature. Otherwise, every time you make a change to the document, it will appear as an unaccepted edit. To disable the Track Changes feature, click on the top part of the Track Changes icon. The icon will change back to its original gray color, indicating that the Track Changes feature is disabled. Page 15

16 Comparing Documents The Compare feature compares two documents and displays only what changed between them. The documents that are being compared are not changed. If you want to compare changes from a number of reviewers, use the Combine option. 1. Go to the Review tab and click on the Compare icon. 2. A submenu will appear. 3. Choose the Compare option. 4. The Compare Documents dialog will appear. 5. Browse to the original and revised documents by clicking on the small folder icon located to the right or each field. 6. Click on the OK button. 7. Your screen will list all of the changes and who made them on the left, the compared documents will be merged in the middle, and the two documents you chose to compare will be on the right. 8. Use the icons on the Review tab to accept or reject the changes. Note 1: The Reviewing Pane icon is a toggle that determines whether the list all of the changes and who made them will appear on the left. Note 2: The Show Source Documents icon provides a submenu that lets you decide whether to show the two documents that you are comparing on the right-hand side of the screen. Page 16

17 The More Button 1. Go to the Review tab, 2. Click on the Compare icon. 3. A submenu will appear. 4. Choose the Compare option. 5. The Compare Documents dialog will appear. 6. Click on the More button. 7. The Compare Documents dialog will expand, displaying the Comparison Settings and Show Changes sections. 8. Determine what you want to see when you compare documents. 9. You can also determine where you want the changes to be displayed. 10. Click on the OK button. 11. Your screen will list all of the changes as you determined. Page 17

18 Combining Documents If you send a document for review to several reviewers, and each reviewer returns the document, you can combine the documents two at a time until all the reviewer changes have been incorporated into a single document. 1. Go to the Review tab and click on the Compare icon. 2. Choose the Combine option. 3. The Combine Documents dialog will appear. 4. In the Original Document section, browse to the document into which you want to combine the changes from multiple sources and complete the Label Unmarked Changes With field, if desired. 5. In the Revised Document section, browse for the document that contains the changes by one of the reviewers and complete the Label Unmarked Changes With field, if desired. 6. Click on the OK button. 7. Your screen will list all of the changes and who made them on the left, the compared documents will be merged in the middle, and the two documents you chose to compare will be on the right. 8. Save this merge as a new document. 9. Repeat steps 1-8 to combine more documents. Note: Word can store only one set of formatting changes at a time. Therefore, when you merge multiple documents, you may be prompted to decide whether you want to keep the formatting from the original document or use the formatting from the edited document. Page 18

19 The Mail Merge Function The important thing to remember about merges is that you are dealing with three documents: the data source (where you enter and store the data information), the main document (the letter or form into which you will place your data), and the final merged document. For this example, a letter and some labels will serve as main documents, and the list of addresses will be the data source. Letters 1. Open a letter that you want to send to many people. 2. Go to the Mailings tab. 3. Click on the Start Mail Merge icon and choose the Letters option that appears in the submenu. 4. Then, click on the Select Recipients icon and choose the Type New List option that appears in the submenu. 5. The New Address List dialog will appear. 6. Click on the Customize Columns button. 7. The Customize Address List dialog will appear. 8. In the Field Names section, select a field you wish to remove. 9. Click on the Delete button. Page 19

20 10. Remove all useless field names. 11. Click on the Add button if you want to add a new field. 12. When you have the desired fields, click on the OK button. 13. You will return to the New Address List dialog, where the field changes you made will be visible. 14. Complete all of the data fields for the first person. 15. Press the Tab key on your keyboard or click on the New Entry button to add another person. 16. When you are done entering your data, click on the OK button. 17. The Save Address List dialog will appear. Page 20

21 18. Navigate to the desired folder, type a name for your address list in the File Name field, and click on the Save button. 19. You will return to your letter. 20. Click on the Select Recipients icon again, but this time choose the Use Existing List option that appears in the submenu. 21. Browse to your newly created list. 22. Click on the downward pointing arrow located at the bottom of the Insert Merge Field icon. 23. Click on each field name to insert it into the letter. 24. Click on the Finish and Merge icon and choose the Edit Individual Documents option that appears in the submenu. 25. The Merge To New Document dialog will appear. 26. Choose the records you want to merge and click on the OK button. 27. The merged letters will appear on the screen. Editing Your Data Source 1. Open your main document. 2. Go to the Mailings tab and click on the Edit Recipients List icon. 3. The Mail Merge Recipients dialog will appear. 4. To change your data, select the name of your address list in the Data Source section and click on the Edit button. 5. When you have finished your edits, click on the OK button to return to your document. 6. Remember to save your changes! Page 21

22 Labels 1. Open a blank document. 2. Go to the Mailings tab. 3. Click on the Start Mail Merge icon and choose the Labels option that appears in the submenu. 4. The Label Options dialog will appear. 5. Select your label vendor and number and click on the OK button. 6. You will return to your blank document, which will be formatted for the labels you chose. 7. Click on the Select Recipients icon and choose the Use Existing List option that appears in the submenu. 8. Browse to your address list. 9. The Next Record field will appear in all of your labels. 10. Click in the first label in the upper, left-hand corner. 11. Click on the downward pointing arrow located at the bottom of the Insert Merge Field icon. 12. Click on each field name to insert it into the top label. 13. Click on the Update Labels icon, which is located in the Write & Insert Fields section. 14. The rest of the labels will be populated with the fields that you inserted into the first label. 15. Click on the Finish and Merge icon and choose the Edit Individual Documents option that appears in the submenu. 16. The Merge To New Document dialog will appear. 17. Choose the records you want to merge and click on the OK button. 18. The merged labels will appear on the screen. Note: If you do not see the label gridlines, go to the Table Tools Layout tab and click on the View Gridlines icon, which is located on the far left-hand side of the tab. Page 22

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