microsoft word 2007 quick reference sheet Create, Save, and Print Documents Edit a Document

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1 microsoft word 2007 quick reference sheet Table of Contents... Create, Save, and Print Documents... Page 1 Edit a Document... Page 1 Format a Document... Page 2 Work with Lists and Tables... Page 3 Work with Graphic Elements... Page 3 Automate Common Tasks... Page 5 Work with Document Templates... Page 5 Create Personalized Mails... Page 5 Create, Save, and Print Documents Check for the Compatibility of a Document Click the Microsoft Office button and choose Prepare > Run Compatibility Checker. Review the results and then Click OK. Save a Document in an Earlier Version of Word Open a Word 2007 file with the.docx file extension. Click the Microsoft Office button and choose Save As. Select Word 97 > 2003 Document (*.doc) as the file type, and then click Save. Click Continue to modify the features that are not supported in the DOC file type as one un-editable object. Preview a Document by Adjusting Zoom Values Click the Microsoft Office button and choose Print > Print Preview. To modify the Zoom value, on the Microsoft Office Window Frame, click the Zoom In or Zoom Out button. Or, on the Print Preview tab, in the Zoom group, click the Zoom button. Click Close Print Preview to return to the original document view. Change the Page Setup of the Document in Print Preview Display the document in Print Preview. On the Print Preview tab, in the Page Set Up group, modify the page setup of the document. Print a Document Press Ctrl+P to display the Print dialog box. In the Print dialog box, in the Printer section, set the printer options. In the Page Range section, set the page range to be printed. In the Copies section, in the Number Of Copies text box, enter the number of copies that are desired. Check the Collate check box to arrange multiple copies of the printed document in sequential order. Set the other print options and click OK. In the Zoom section, select the desired number of pages from the Pages Per Sheet drop-down list to print multiple pages on one sheet of paper. Click Options to launch the Word Options dialog box to set page display options, formatting options, or advanced printing options. Edit a Document Find and Replace Text in a Document Press Ctrl+H to display the Replace tab in the Find And Replace dialog box. In the Find What text box, type the text you want to locate. Set the search options. In the Replace With text box, type the text that you want to substitute for found occurrences. Include any special characters, such as tabs and double spaces. Click Find Next to begin the search. Specify the instance of the text to be replaced. Use Replace, Find Next, and Replace All as needed. 1

2 Insert a Synonym Using the Thesaurus in the Shortcut Menu Right-click the word that you want to find a synonym for. Choose Synonyms and select the suitable word to replace the original word. Check a Sentence with a Misspelling or Grammar Error Display a list of the possible correct options. Right-click the misspelled word or sentence with improper grammar. To learn more about the grammar error, select the About This Sentence option from the shortcut menu. On the Microsoft Office Window Frame, click the Contextual Spell Checker button. From the shortcut menu, choose the correct option to replace the incorrect word or sentence. Check Spelling and Grammar in a Document Right-click a misspelled word and choose Spelling to display the Spelling And Grammar dialog box. You can also check spelling and grammar for a specific selection of text. Click a button to proceed with the first spelling or grammar error displayed. Edit the other errors in the document. When you are finished, click OK. Create a New Default Dictionary In the Word Options dialog box, choose the Proofing tab, and in the When Correcting Spelling In Office Programs section, click Custom Dictionaries. In the Custom Dictionaries dialog box, click New. In the File Name text box, type the name of the new custom dictionary and click Save. In the Custom Dictionaries dialog box, select the new dictionary in the Dictionary list box and click Change Default to make the new dictionary the default dictionary and click OK. Change Text Color Copy Text Formatting to Selected Text Select the text with the formatting you want to copy. On the Mini toolbar, double-click the Format Painter button to apply formatting to multiple selections of text. Click and drag to select the text to which you want to apply the formatting. Apply a Style Select the text you want to enhance. Change the color of the chosen text by selecting the desired color in the Font Color gallery. Check Word Count Select the text that is to be counted. Press Ctrl+Shift+G to display the Word Count dialog box. View the count of words, characters, paragraphs, and sentences in the document, and then click Close. Format a Document Change the Font Type, Style, and Size Select the text you want to change. Change the font using the Font drop-down list in the Font group on the Home tab. Change the font size using the Font Size drop-down list in the Font group on the Home tab. Apply font styles. Select the text you want to alter. In the Font group, select an option to apply the desired font styles. Select the text to which you want to apply a style. On the Home tab, in the Styles group, click the More button and select the desired style from the Styles gallery. Format Paragraphs Change paragraph alignment. Select the paragraph or paragraphs you want to format. On the Home tab, in the Paragraph group, select the desired alignment. On the Home tab, in the Paragraph group, click the Increase Indent/Decrease Indent button to indent the paragraph by 0.5 inches to the right/left. On the Home tab, in the Paragraph group, from the Line Spacing drop-down list, select the desired amount of line spacing. 2

3 Prepare a Document for Printing On the Page Layout tab, in the Page Setup group: From the Orientation drop-down list, select a page orientation option. From the Margins drop-down list, select an option to change page margins. Select the needed size from the Size drop-down list to set paper size using the size gallery. Add Headers and Footers with Date and Time Display the header and footer section. On the Insert tab, in the Header & Footer group, from the Header drop-down list, select Edit Header. Insert the header text. Select the header or footer in which the date and time needs to be included. On the Header & Footer Design contextual tab, in the Insert group, click Date & Time. In the Date And Time dialog box, in the Available Formats list box, select the desired date and time format. 7. Check the Update Automatically check box to update the date and time automatically. 8. Click OK to insert the date and time. Insert a Manual Page Break Place the insertion point where you want to insert a manual page break. Press Ctrl+Enter to insert a manual page break at the insertion point. Insert a Column or Row Position the insertion point in the column/row before or after where you need to insert a new column/row. Using the Table Tools Layout Contextual tab, insert a column/row. Delete a Column or a Row Position the insertion point in the column/row to be deleted. On the Table Tools Layout Contextual tab, in the Rows & Columns group, from the Delete drop-down list, choose Delete Column/ Delete Row. Format Using Quick Tables On the Insert tab, from the Tables group, from the Table dropdown list, select Quick Tables. In the Quick Tables gallery, select a pre-defined table style. Format Using Contextual Tabs On the Table Tools Design contextual tab, set the format of the desired row or column using the Table Style Options group. In the Table Styles group, from the Table Styles gallery, select a style to apply a pre-defined style to the table. Click Shading to apply the desired shade to the table using the Shading gallery. Click the Borders drop-down arrow to select the desired table border. Work with Graphic Elements Create a Chart Work with Lists and Tables Create a List from Existing Text Select the paragraph(s) that will be transformed to a list. Right-click the selected paragraph and select the list style to create the list. Create a New List Place the insertion point where you want to start the list. On the Home tab, in the Paragraph group, select the desired list style. Type the first list item and press Enter to add more list items. Press Enter twice to end the list. Sort a List Select the list to be sorted. On the Home tab, in the Paragraph group, click the Sort button to display the Sort Text dialog box. Click Options to display the Sort Options dialog box. Specify the sort field separator character, case sensitivity, or sorting language, and then click OK. In the Sort By section, define the sort action to be performed. In the Then By section, from the Sort By drop-down list, select the additional fields you want to sort by. In the My List Has section, exclude the list title from the sort. Click OK to perform the sort. Create a Table Create a table. Place the insertion point where you want to insert the table. On the Insert tab, click the Table drop-down arrow. Move the mouse pointer over the grids to select the desired number of rows and columns and click to insert a table. Enter data in the table. On the Insert tab, in the Illustrations group, click the Chart button and select a chart type. In the left pane, select a chart subtype and click OK. In the Excel worksheet that is displayed, delete the generic data and enter the data or paste the table for which you want the chart to be created. Close the Excel worksheet. Customize your chart. On the Chart Tools Design Contextual tab, in the Chart Layout group, click the More button to select a layout or style from the gallery. On the Chart Tools Layout Contextual tab, customize the labels, axes, and background of the chart. On the Chart Tools Format Contextual tab, in the Shape Styles group and the WordArt Styles group, change the fill style, outline style, or visual effects of the shapes or text in the chart. Add Titles to a Chart Click the chart to display the Chart Tools Layout Contextual tab on 3

4 the Ribbon. On the Layout Contextual tab, in the Labels group, click Chart Title and choose a position for the chart title. Click More Title Options to display additional formatting options. In the chart, in the Chart Title text box, type the desired title. Click anywhere on the chart to deselect the title. with each other. b. Uncheck the Relative To Original Picture Size check box if you want to scale the picture relative to its current size and not relative to its original size. c. Enter the scaling values for height, or width, or both. Click OK to apply the changes. Add Titles to an Axis On the Layout Contextual tab, in the Labels group, click Axis Titles. Add the desired axis title. From the Primary Horizontal Axis Title submenu, choose Title Below Axis to display the title below the horizontal axis. From the Primary Vertical Axis Title submenu, choose the desired option to add a title for the Y-axis. Choose Rotated Title to display the title in a rotated form. Choose Vertical Title to display the title with vertical text. Choose Horizontal Title to display the axis title horizontally. From the Depth Axis Title submenu, choose the desired option to add a title for the Z-axis. Choose Show Default Axis to display the axis in the default order and with labels. Choose Show Axis Without Labeling to display the axis without labels. Choose Show Reverse Axis to display the axis values in the reverse order. In the Axis Title text box, type the desired title. Click anywhere on the chart to deselect the title. Crop a Picture with the Crop button Select the picture. On the Picture Tools Format Contextual tab, in the Size group, click the Crop button. Drag the cropping handles in the desired direction to crop the picture as desired. Insert a Picture From a File Position the insertion point where you want to insert the picture. On the Insert tab, in the Illustrations group, click Picture. In the Insert Picture dialog box, navigate to the folder where the picture is saved. Select the picture and click Insert to insert the picture in the document. Insert a Clip Art Image Position the insertion point where you want to insert the clip art image. On the Insert tab, in the Illustrations group, click Clip Art. In the Clip Art task pane, in the Search For text box, type a word or phrase that describes the clip art image you want to locate. If necessary, narrow down the search using the Search In dropdown list and Results Should Be drop-down list and click Go. In the section where clip art is displayed, click an image to insert it in the document. Resize a Picture In the Size group, click the Dialog Box Launcher button. Set values to modify the size of the picture. In the Size and Rotate section, specify the sizing options to set exact size values. In the Scale section, specify the scaling options to adjust the size of the picture: a. Uncheck the Lock Aspect Ratio check box if you want the height and width to scale separately and not proportionately Insert Symbols and Special Characters Place the insertion point where you want to insert the symbol/ special character. On the Insert tab, in the Symbols group, click Symbol. In the Symbol gallery, double-click a symbol to insert it. Insert a special character. a. In the Symbols gallery, click More Symbols to display the Symbol dialog box. b. On the Special Characters tab, from the Character list box, double-click a character. Click Close to close the Symbol dialog box. Insert WordArt On the Insert tab, in the Text group, click WordArt to display the WordArt gallery. Select a WordArt style from the WordArt gallery. In the Edit WordArt Text dialog box, in the Text area, enter the WordArt text. Modify the WordArt font and click OK to insert the WordArt object. Note: You can convert existing text to WordArt. To do so, select the text before you display the WordArt gallery and proceed with the steps required to create the WordArt Create Shapes To draw shapes in a document: a. On the Insert tab, in the Illustrations group, click the Shapes button and select the shape you want. b. Drag to draw the shape. Note: Hold down Shift as you drag to create proportionate shapes. To modify shapes: Resize the shape manually. Drag the sizing handles on the shape to change the size and shape of the object as needed. Drag the rotate point to turn the object to the desired angle. In the Size group, set the height and width of the shape. To format shapes: a. Select the shape to be formatted. b. On the Drawing Tools Format Contextual tab, set the formatting options for the shape. 4

5 In the Shapes Styles group, click the Dialog Box Launcher button and select the options in the Format AutoShape dialog box. In the Shapes Styles group, select a style, fill color, and outline color for the shape. In the Shadow Effects group, select an option to set the shadow effect for the shape. Click Shadow Effects and choose a shadow style. Click the necessary Nudge button to nudge the shadow towards a particular side. Click 3-D Effects to select an option to set the 3-D effects for the shape. In the Arrange group, set the position, text wrapping, and alignment for the shape. Insert a SmartArt graphic On the Insert tab, in the Illustrations group, click SmartArt. In the left pane, select a SmartArt graphic type. In the center pane, select the desired layout. After previewing the selected layout in the right pane, click OK. Double-click in the desired shape in the SmartArt graphic and enter text. Automate Common Tasks Store a Macro in the Default Global Template On the Developer tab, in the Templates group, click Document Template. In the Global Templates And Add-Ins section, click Add to display the Add Template dialog box. Add a macro-enabled file to the Normal template and click OK. Set the Security Level of a Macro Click the Microsoft Office button. From the Microsoft Office menu, select Word Options. Select the Trust Center tab to display security and privacy options. Click Trust Center Settings to display the Trust Center dialog box. Select the Macro Settings tab. Select a macro setting to set the desired level of security. Record a Macro Plan the sequence of steps and commands you want the macro to perform. Determine any keyboard shortcuts you will need to substitute for specific mouse movements, such as clicking and dragging for selecting text. Open a document. On the View tab, in the Macros group, click the Macros dropdown button and choose Record Macro to open the Record Macro dialog box Enter a name for the macro in the Macro Name text box. Assign a keyboard shortcut or a Quick Access toolbar button to the macro. Select a location for the macro from the Store Macro In drop-down list. Enter an optional description for the macro in the Description text box. Click OK. The Stop Recording button appears on the status bar. The mouse pointer will appear with a small tape icon attached. Perform the steps in the macro. As you record, you can click the Pause Recording/Resume Recording button in the Code group or in the status bar to pause and resume recording. Click Stop Recording. Run the macro to test it. If the macro is stored in the Normal template, test it in a new document. Work with Document Templates Create a Document by Using a Wizard Click the Microsoft Office button and choose New. In the New Document dialog box, in the left pane, in the Microsoft Office Online section, click a template category and select and open the desired template wizard. In the wizard, fill in the necessary information on each page and click Next. Click Finish to complete the document. Create a Document Based on a Template Click the Microsoft Office button and choose New. In the New Document dialog box, select the template you want to use. In the left pane, in the Microsoft Office Online section, select a template category, then select a template from the Microsoft Office Online website. In the left pane, in the Template Categories section, select Installed Templates to select a template from those available on your computer. At the top left corner of the dialog box, in the Search text box, enter a search term to search for templates on the Microsoft Office Online website. Edit the default text in the template as needed. Save the file with the.docx extension. Create a Template Based on a Document Open the Word file on which you want to base the template. Make changes to the document. Click the Microsoft Office button and choose Save As. In the Save As dialog box, from the Save As Type drop-down list, select Word Template (*.dotx). Select a location for the template. In the File Name text box, specify the file name and click save. Create Personalized Mails Start a Merge Using the Mail Merge Wizard Open the document you wish to use as the main merge document. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge and choose Step By Step Mail Merge Wizard. Select the Main Merge Document Type In Step 1 Of 6 of the Mail Merge wizard pane, in the Select Document Type section, select the type of document you are working on. At the bottom of the Mail Merge wizard pane, click the Next: 5

6 Starting Document link to move to Step 2 Of In the Select Starting Document section, select the way in which you want to set up your chosen document type. If your chosen document type is a letter, , or directory: Select the Use The Current Document option to add the placeholders for the variable data in the main merge document using the wizard. Select the Start From A Template option to use a built-in mail merge template. Select the Start From Existing Document option to use an existing main merge document and make necessary changes. If your chosen document type is an envelope or a label: Select the Use The Current Document option to add the placeholders for the variable data using the wizard. Select the Change Document Layout option to use a built-in mail merge template and to format the size of the envelope or label. Select the Start From Existing Document option to use an existing main merge document and make the necessary changes. At the bottom of the wizard pane, click the Next: Select Recipients link to move to Step 3 Of Select the Recipients for the Mail Merge In Step 3 Of 6 of the Mail Merge wizard pane, in the Select Recipients section, select the desired option. Select the Use An Existing List option to use a Word, Excel, or Access data file as the data source. Select the Select From Outlook Contacts option to use an Outlook contacts list as a data source. Select the Type A New List option only if you do not have an existing data source. Click the Edit Recipient List link to open the Mail Merge Recipients dialog box. Sort the data source. To perform a one-level sort, click the desired column heading. To perform a multiple-level sort: a. Click the drop-down arrow next to any field name. b. Click Advanced to open the Filter And Sort dialog box. c. Select the Sort Records tab. d. Specify the sort fields and sort order, and then click OK. Filter the data source. To perform a simple filter, click the drop-down arrow next to any field name and select a desired option. To perform an advanced filter: a. Click the drop-down arrow next to any field name. b. Click Advanced to open the Filter And Sort dialog box. c. On the Filter Records tab, select the field you want to filter by. d. Select the comparison operator. e. Enter the value you want to filter by, and then click OK. Uncheck the check boxes for any individual recipients you want to exclude. Click OK to close the Mail Merge Recipients dialog box. At the bottom of the wizard pane, click the Next link to move to Step 4 Of Insert Merge Fields into the Document In the document, position your insertion point where you want the field to appear. In Step 4 Of 6 of the Mail Merge Wizard pane, click the link to the field you wish to insert. In the Write Your Letter section, click a standard merge field, such as AddressBlock or GreetingLine. Click More Items to insert fields directly from your data source. Select the field name, click Insert, and then click Close. Note: If the Match Fields dialog box appears, Word might not be able to map the standard merge field to the fields in your data source. Use the dialog box to select the correct fields. For standard merge fields, use the dialog box for the field to make any changes to the default settings for that field. Click OK in the dialog box for the field to insert the field. Repeat as necessary for other merge fields. At the bottom of the wizard pane, click the Next link to move to Step 5 Of The data is merged together. Complete the Merge In Step 5 of the Mail Merge Wizard, in the Preview section, click the Next and Previous buttons to preview the output for each recipient. In the Make Changes section, click the Exclude This Recipient button to exclude a selected recipient. In the Make Changes section, click the Edit Recipient List link to modify the recipient list. At the bottom of the wizard pane, click the Next: Complete The Merge link to move to Step 6 Of Print the completed document. a. In the Merge section, click the Print link. b. In the Merge To Printer dialog box, select the records to print and click OK. c. In your printer s Print dialog box, click OK. Save the completed document. a. Click Edit Individual Letters to make changes to a specific record. b. Select the records to save and click OK to create a new document containing the selected records. c. Save the new document. Note: You might save the merge output if you want to print it at a later time, or if you want to make customized edits to the output for specific recipients. Create a Data Source Using Word Open a new blank document. In the document, insert a table with the number of columns that equals the number of fields you need for your data source. Enter column headings in each column of the table to create field names. Enter the data in separate rows in the table and save the document Test the data source by performing a merge. Copyright 2007 Element K Corporation. All rights reserved. Reproduction in whole or in part in any form or medium without the express written permission of Element K is prohibited. Element K is an independent provider of integrated training solutions for individuals, businesses, educational institutions and government agencies. No use of another parties name, product name or screen shots should be construed to imply sponsorship or endorsement of our products or services by, nor any affiliation of such entity with, Element K. Element K and the Element K logo are trademarks of Element K Corporation. All other product and service names used may be common law or registered trademarks of their respective proprietors KC rev