Add Line Numbers

Summary: Add line numbers to your Word 2007 document to make sections easy to reference.
Especially in document editing and peer-review stages, line numbers may be a useful feature to add to your Microsoft Word 2007 documents. Line numbers are easier to reference than "the third full paragraph on page 20 above the horizontal line", and even may be useful in final copies of certain legal and professional documents.


Example of a Word 2007 document with line numbers

Word 2007 can add line numbers to the left of your document without requiring you to create numbered lists:

1. Select the "Page Layout" tab in the ribbon.

2. In the "Page Setup" section, click the "Line Numbers" button.

3. In the pull-down that appears, select "Continuous" line numbers to keep the line numbers increasing throughout your document. "Restart every page" restarts the line numbers from 1 on each page, and "Restart each Section" restarts the line numbers from 1 on each document section.


Adding continuous line numbers to a Word 2007 document

To turn off line numbering, repeat the above steps but select "None" from the pull-down. Read more...

Toggle Capitalizing the First Letters of Sentences

Summary: Configure whether you want Word 2007 to capitalize the first letter of every sentence.
Depending on your configuration, Microsoft Word 2007 may automatically capitalize the first letter of each sentence. This may prove helpful when typing large paragraphs of information as sometimes a finger may slip when pressing the Shift key and leave the first letter of a sentence uncapitalized.

This feature, however, does not work 100% of the time, and enabling it has some downsides. In some technical and other documents you may start a paragraph with information or a proper name that needs to be in lowercase. Word will think the first letter should be uppercased, cheerfully changing it for you.

To toggle this behavior:

1. Access the Microsoft Word 2007 Options menu.

2. When the "Word Options" dialog box appears, click "Display" in the left pane.

3. Click the "AutoCorrect Options" button in the right pane.

4. The "AutoCorrect" dialog box appears. Select the "AutoCorrect" tab.

5. Check or uncheck "Capitalize first letter of sentences" as desired.

6. Click "OK" on the dialog boxes to close them. Read more...

Update Document Fields Before Printing

Summary: Update the table of contents, date, and other fields before printing your Word 2007 documents.
If you have added fields to your Microsoft Word 2007 documents such as a table of contents, indices, or references, these may become out-of-date while editing your document.

When you are ready to distribute a hard copy, in order to keep the field values up-to-date you would normally have to go back through your document and update all of the fields. Or, perform this quick configuration tweak and have Word automate this task for you:

1. Access the Microsoft Word 2007 Options menu.

2. When the "Word Options" dialog box appears, click "Display" in the left pane.

3. In the right pane, underneath "Printing Options", check "Update fields before printing".

4. Click "OK" to close the dialog box. Read more...

Switch Between Portrait and Landscape Modes

Summary: View and print your document in portrait or landscape mode.
Many printed documents are designed in portrait mode, allowing more lines of text to appear on the printed page. However, some documents, such as computer code printouts and screen printings, are best done in landscape mode, supporting wider lines.

It's easy to switch between the two page orientations in Microsoft Word 2007.

1. Click the "View" tab in the ribbon at the top of Word 2007.

2. In the "Page Setup" group, click the "Orientation" command.

3. Choose your desired page orientation from the pop-up that appears.

Read more...

Add Vertical Page Position to Status Bar

Summary: When editing documents requiring pinpoint positioning of text or graphics elements, add the current vertical page position to the Word 2007 status bar.
When editing complicated Microsoft Word 2007 documents involving graphics, tables, and text boxes, pinpoint accuracy when aligning elements may be required.

While you can look at the vertical ruler to ascertain the current position on a page, Word 2007 can assist you in vertical positioning by placing such information directly on the status bar.

1. Right-click the status bar.

2. Check "Vertical Page Position".


Adding the vertical page position to the Word 2007 status bar

Note that depending on your computer's speed, when scrolling through your documents it may take Word a half second or so to update the position.

Read more...

Paste Text Without Changing Formatting

Summary: Use Word 2007's Paste Special command to paste text into documents without changing the current formatting.
If you are a frequent user of Microsoft Word and other Windows programs, you have probably copied/cut and pasted text between documents.

As with other software, to paste documents into Microsoft Word you can either select "Paste" from the "Edit" menu or press CTRL + V.

In Microsoft Word 2007, the keyboard shortcut still works. Or, access the Ribbon's "Home" tab and click on the "Paste" command in the "Clipboard" group.

However, sometimes the formatting of pasted text overwrites the formatting in the current document. For example, if you are writing a paragraph in 12 pt Times New Roman, and pasting text, such as that from an e-mail message, that is marked as 16 pt Impact, the below movie shows what normally happens:




Pasting text with different formatting in Word 2007

To avoid this problem you can use the "Paste Special" command", pasting the text as "Unformatted". This way, the current formatting of the destination document will be used for the pasted text. The only downside is that if your pasted text includes additional formatting such as bold and underline, such formatting will have to be redone.

Using the Ribbon

1. Select the "Home" tab in the Ribbon.

2. Click the down-arrow underneath the "Paste" button in the Clipboard group, selecting "Paste Special" from the pop-up menu that appears.

3. The "Paste Special" dialog box appears. Select "Unformatted Text" or "Unformatted Unicode Text" as needed.

4. Click "OK" to close the dialog box.

Using the keyboard

1. Press Alt + Ctrl + V.

2. Move the selection cursor with the Up or Down arrow keys, selecting "Unformatted Text" or "Unformatted Unicode Text" as needed. Or, usually you can just press U to jump to this option.

3. Press the Enter key. Read more...

Add a Stylish Cover Page

Summary: Add an attractive cover page to your Word 2007 documents.
Sometimes your Microsoft Word 2007 documents would benefit from a fancy cover page. Instead of boring black centered text on a white background with the document name and title, why not add color, modern graphics, or a photograph?


Adding a cover page to a Microsoft Word 2007 document

To add a cover page to your document:

1. Select the "Insert" tab in the Ribbon.

2. In the "Pages" group, click the "Cover Page" command.

3. Click on your desired cover page template to add the cover page.

4. In the cover page, double-click on the fields such as Title and Year to edit the appropriate text. Read more...

Inspect Documents for Hidden Text

Summary: Before distributing Word 2007 documents, inspect them for hidden text.
As mentioned on other sites such as News.Com and the BBC, Microsoft Word documents can contain many kinds of hidden text, such as:

* Document author and company information

* Revision information, including comments meant only for the document authors

* Watermarks

Distributing documents with such information could have embarrassing, if not legal, repercussions. Yours or your company's privacy may be violated, and in some cases, document revisions have shown contracts destined for one company that were originally written for another organization, possibly a competitor.

Thus, it is highly recommended to always remove hidden text before sending document files to anyone.

Because of this growing concern, Microsoft Word 2007 contains a wizard that can remove most, if not all, hidden text from documents.

1. Save your document first. Otherwise, Word will prompt you to do so.

As noted in this tool, some changes made cannot be undone! You may wish to save a copy of the current document first, meant only for internal use. Just make sure you distribute the copy with the hidden text removed!

2. Click the "Office" button.

3. Choose "Prepare" in the left pane of the menu.

4. In the right pane, select "Inspect Document".


Activating Word 2007's document inspector

5. The "Document Inspector" dialog box will appear. Choose what types of items you want inspected (the default is to check for all items):

* Comments, Revisions, Versions, and Annotations
* Document Properties and Personal Information
* Custom XML Data
* Headers, Footers, and Watermarks
* Hidden Text

6. Click the "Inspect" document to begin the inspection process.


The Document Inspector finding items that may require removal

7. You will be shown whether or not items were found. To remove a particular group of items, click the "Remove All" button next to the group.

8. When done, click "Close" to close the Document Inspector. Read more...

Go Metric - Or Other Units of Measurement

Summary: Word 2007 can use the metric system or other units of measurement.
By default, Microsoft Word 2007 uses your operating system's locale default units of measurement for objects such as the ruler. However, if you would like to switch to a different measurement unit, such as centimeters or inches, perform this tweak:


Changing Word 2007's measurement units

1. Access the Microsoft Word 2007 Options menu.

2. Select "Advanced" in the left pane.

3. Scroll down to the "Display" section.

4. Next to "Show measurements in units of", click the pull-down and choose one of the following:

* Inches
* Centimeters
* Millimeters
* Points (a typography unit of measurement, 1/72 inch)
* Picas (a typography unit of measurement, 12 points or 1/6 inch)

5. Click "OK" to save your settings. Read more...

Add a Drop Cap

Summary: Add a Drop Cap for added flair in your Word 2007 documents.
For artistic reasons or to separate groups of text, you may choose to add a drop cap to one or more of your paragraphs. A drop cap is simply the first letter of a line or paragraph of text written in a larger font.


Example of a Drop Cap in a Word 2007 document

To insert a drop cap in a Microsoft Word 2007 document:

1. Move your cursor to the line or paragraph where a drop cap should appear.

2. Click the "Insert" tab in the ribbon at the top of Word 2007.

3. In the "Text" group, select the "Drop Cap" command.

4. Select whether you want a "Dropped" or "In Margin" drop cap, and you can also select whether to remove a previously-placed drop cap. Or, click "Drop Cap Options" for more advanced options including:

* Drop Cap Font
* Lines to Drop
* Distance from the Drop Cap to the rest of the text Read more...

Prevent Automatic Bulleted and Numbered Lists

Summary: Prevent Word 2007 from creating automatic bulleted and numbered lists as you type.
Microsoft Word 2007 automatically creates bulleted and numbered lists as you type. While many people appreciate this feature, others would rather take more control over their document editing. Perhaps you do not want the automatic formatting that comes with list creation, or you may prefer creating a list with actual asterisks.

To disable this automatic feature:

1. Access the Microsoft Word 2007 Options menu.

2. Select "Proofing" in the left pane.

3. Underneath the "AutoCorrect options" section, click the "AutoCorrect Options" button.

4. When the "AutoCorrect" multi-tabbed dialog box appears, click the "AutoFormat As You Type" tab.

5. Underneath "Apply as you type", uncheck "Automatic bulleted lists" and "Automatic numbered lists".

6. Click "OK" on the dialog boxes to save your settings. Read more...

Add Line Number Indicator to the Status Bar

Summary: Determine which line you are reading / editing in a Word 2007 document.
When multiple people are reading and proofing a Microsoft Word 2007 document, it may prove beneficial to mention that an edit is requested at a particular line number on a given page.

To make finding these line numbers easier, you can add an indicator to the status bar:

1. Right-click the Word 2007 status bar.
2. Check "Line Number" in the menu that appears.

Read more...

Automatic Bulleted and Numbered Lists

Summary: Word 2007 can create bulleted and numbered lists automatically as you type.
Microsoft Word 2007, similar to previous versions, is configured to automatically create bulleted and numbered lists as you type. This way you can create lists without having to navigate the Ribbon.

Watch the movie then follow the quick instructions below.



Word 2007 converting an asterisk to a bulleted list.

To create a bulleted list, simply prefix a line of text with an asterisk *and a space, and Word 2007 will convert your text to bullets. For example:

* This will get converted to a bullet

To create a numbered list, simply prefix a line of text with "1) " or "1. " and Word 2007 will convert your text to a list. For example:

1. This will get converted to a numbered list

To create an outlined list, simply prefix a line of text with "A) ", "A. ", "i) ", "i. ", "I) ", or "I. " (for example) and Word 2007 will convert your text to a list. For example:

A. This will get converted to an outlined list.

Following lines of text will continue to get converted to list form until you press the Enter key twice. And if you want to add a blank line between list items, press Shift + Enter. Read more...

Navigate Ribbon and Menus with the Keyboard

Summary: Explains how to navigate the Word 2007 Ribbon and menus with the keyboard.
As the interface of Microsoft Word 2007 is quite different from previous versions of Microsoft Word, you may be confused how to navigate the Ribbon and menus with the keyboard.

With previous versions, pressing the Alt key on the keyboard allowed you to navigate the various menus. Then, it was as simple as pressing the correct shortcut key to activate a given function.

With Word 2007:

Press the Alt key to activate Ribbon and Quick Access Toolbar shortcuts. Your Word 2007 ribbon bar should appear similar to below:


Activating the Word 2007 Ribbon with the keyboard

From here, press one of the shortcut keys next to the Quick Access Toolbar or Ribbon to select an option or sub-menu. For example, pressing the letter P opens the "Page Layout" group of the Ribbon as shown below:


Activating the Page Layout group of the Word 2007 Ribbon via the keyboard

From here, enter the shortcut key or keys to activate a desired command. For example, note that the commands for "Watermark", "Page Color", "Page Border", and the "Paragraph" dialog box all start with the letter "P". To activate the desired command you should key in the two-character keyboard shortcut.

As a full example, to activate Word 2007's page background watermark feature, press the following keys in succession:

Alt (to access the keyboard shortcuts)
P (to access the Page Layout group)
PW (to access the Watermark feature) Read more...

Toggle Printing Background Colors and Images

Summary: Configure whether or not Word 2007 should print background colors and images.
Depending on your Microsoft Word 2007 configuration, document background colors or images may not appear when printed. If disabled, this may have been done so to increase the speed of printouts and save printer toner / ribbon.

Depending on your needs, however, you may want this background information printed, even if it slows down the printing process or costs more per page to print certain documents.

To toggle this option:

1. Access the Microsoft Word 2007 Options menu.

2. Click "Display" in the left pane.

3. In the "Printing Options" section, check or uncheck "Print background colors and images" as desired.

4. Click "OK" to close the "Word Options" dialog box. Read more...

Configure Word's Options

Summary: Where is the configuration menu in Microsoft Word 2007?
In previous versions of Microsoft Word, configuring the options meant visiting the "Tools" menu and selecting "Options".

However, the interface for Microsoft Word 2007 is quite different. To configure options, watch the movie below and/or follow the instructions that follow:



Configuring Microsoft Word 2007's options

1. Click the "Office" button at the top-left of Microsoft Word.
2. Click "Word Options" at the bottom-right of the menu.

The "Word Options" dialog appears, allowing you to configure the following groups of options by clicking on categories in the left pane:

* Popular
* Display
* Proofing
* Save
* Advanced
* Customize
* Add-Ins
* Trust Center
* Resources Read more...

Toggle Word Count in Status Bar

Summary: Toggle displaying the document word count in the status bar.
Depending on your Microsoft Word 2007 configuration, the status bar may contain the word count of the current document.


Clicking this part of the status bar brings up the "Word Count" dialog box, providing even more detailed word count information. Also, from this dialog box you can configure whether or not the content of textboxes, footnotes, and endnotes are included.

Some people would rather not have this information displayed on the status bar.

* Removing this option helps de-clutter the status bar.

* The auto-word calculation requires extra CPU time. Those with laptop computers needing to conserve every ounce of battery power, or those with slower computers, may wish to disable this feature.

To toggle the word count display in the status bar:

1. Right-click the Word 2007 status bar.
2. Check or uncheck "Word Count" as desired in the menu that appears.

Read more...

Toggle Scroll Bar Display

Summary: Toggle displaying scroll bars to zoom through larger Word 2007 documents.
Depending on your Microsoft Word 2007 configuration and the size of your current document, vertical and/or horizontal scroll bars may appear. This lets you easily navigate through documents too big to be displayed onscreen at once.

Some people may wish to disable these scroll bars to increase the amount of room available to view or edit the current document. Removing scroll bars does not limit the ability to navigate through larger documents. Scrolling can still be done using the keyboard with the cursor keys, Page Up / Page Down keys, etc.

To toggle scroll bars on or off:

1. Access the Microsoft Word 2007 Options menu.

2. Click "Advanced" in the left pane.

3. Scroll down to the "Display" section.

4. Check or uncheck "Show horizontal scroll bar" and/or "Show vertical scroll bar" as desired.

5. Click "OK" to close the "Word Options" dialog box. Read more...

Add the Caps Lock Indicator

Summary: Display whether or not the CAPS LOCK key is held down when editing documents in Word 2007.
On most machines running previous versions of Microsoft Word, the status bar indicates whether or not the Caps Lock key is held down.

Depending on your Microsoft Word 2007 configuration, however, this indicator may be missing.

Adding the Caps Lock indicator to the status bar is easy:

1. Right-click the Word 2007 status bar.

2. Check "Caps Lock" in the menu that appears.

Read more...

Display the Ruler

Summary: Display a horizontal and vertical ruler when editing Word 2007 documents.
Users of previous versions of Microsoft Word are used to seeing horizontal and vertical rulers when editing documents. These are useful for document layout purposes as well as setting indents and tab stops.

Depending on your Microsoft Word 2007 configuration, however, these rulers may not be displayed. To turn these on:

1. Click the "View" tab in the ribbon at the top of Word 2007.

2. In the "Show/Hide" group, check "Ruler" to enable the horizontal and vertical rulers. Read more...

Hide Recent Documents

Summary: Hide the list of recent documents when opening files from within Word 2007.
When clicking the Office button at the top-left of Microsoft Word 2007, the right-pane of the popup menu displays the recently-modified documents. This way you can quickly access files you previously edited without having to browse the hard drive or network folders.


Displaying documents recently edited in Word 2007

For privacy reasons, especially if you share your machine with others or might have "peeping toms" looking at your computer inside your office / cubicle, you may wish to disable this option.

1. Access the Microsoft Word 2007 Options menu.

2. Select "Advanced" in the left pane.

3. Scroll down to the "Display" section.

4. Next to "Show this number of Recent Documents", enter "0".

5. Click "OK" to save your settings.

Read more...

Insert a Page Break

Summary: Force text and images to appear on the next page of a Word 2007 document.
Page breaks force the following text or image to appear on the next page. Page breaks help ensure that the table of contents does not start at the middle of the page, nor should indexes, copyright pages, or in many cases, the starts of chapters.

There are a couple of ways of inserting page breaks into your Microsoft Word 2007 documents:

Keyboard

Just press Ctrl + Enter to insert a page break.

Ribbon

1. Click the "Insert" tab in the ribbon at the top of Word 2007.

2. In the "Pages" group click the "Page Break" command. Read more...

Add a Document Watermark

Summary: Mark your Word 2007 document as "Secret" or "Confidential" with a watermark.
A background watermark can help signify that your Microsoft Word 2007 document should be treated as "Secret", "Confidential", or is a rough draft.

Word 2007 has many options for creating watermarks. Although default watermark types are provided, you can create watermarks with your own custom text or image. You can also tweak the watermark size, font, color, and how much the watermark will stand out from the document.


Sample Word 2007 document with watermark text.

1. Click the "Page Layout" tab in the ribbon at the top of Word 2007.

2. In the "Page Background" group, click the "Watermark" command.


Adding a background watermark to a Word 2007 document

You can select one of the default watermarks such as "CONFIDENTIAL 1", "DO NOT COPY", or "URGENT 1". Or, click on the "Custom Watermark" button to open the "Printed Watermark" dialog box.


Adding / Modifying a custom document watermark

From here you have many options:

* Click the "No watermark" button to remove the current watermark. This can also be done directly from the ribbon - just select the "Remove Watermark" option.

* Click the "Picture watermark" to use a picture as the watermark.

- Click the "Select Picture" button to choose your desired image.

- Click "Scale" to adjust the scale of the image as needed so it appears as desired without being too large or too small.

- Check or uncheck the "Washout" button as desired so the watermark does / does not interfere with the rest of the document.

* Click the "Text watermark" to create a text watermark of your choosing.

- Click the "Language" pull-down to modify the watermark's language. This may or may not be useful for you.

- Next to "Text" enter your desired watermark text.

- Change the watermark font with the "Font" pull-down.

- The watermark size defaults to "Auto" to ensure it appears correctly on paper. If you want to tweak this, click the "Size" pull-down.

- Click the "Color" pull-down to give the watermark a colored tint.

- Check or uncheck "Semitransparent" to wash out or prevent washing out the watermark text.

- The pull-downs next to "Layout" determine whether the watermark should appear diagonally or horizontally.

When done, click the "OK" dialog box. Read more...

Show Page Thumbnails

Summary: Display thumbnails while editing a Microsoft Word 2007 document.
While editing a document in Microsoft Word 2007 you can add a left pane in the Word window displaying thumbnails of your document. This may prove useful when navigating through longer documents, plus it provides a preview of how documents will look if printed.

1. Click the "View" tab in the ribbon at the top of Word 2007.

2. In the "Show/Hide" group, check "Thumbnails" to enable the thumbnail previews.

Now, to navigate through your document, you can click on a thumbnail image to jump to the desired page.

You can increase or decrease the size of the pane in which Word displays the thumbnail previews. Increasing the size allows Word 2007 to display more pages onscreen simultaneously.


Resizing the Word 2007 thumbnails preview pane

1. Move your mouse directly to the right of the thumbnail preview pane. The mouse pointer should turn into a double-sided arrow.

2. Click and drag the mouse pointer to the right to increase the size of the thumbnail preview pane. Clicking and dragging to the left will decrease its size. Be sure to provide enough room onscreen so you can still edit your document without horizontal scrolling. Read more...

Insert Copyright, Trademark, Other Symbols

Summary: Add symbols for copyright, trademark, and registered trademark to your Word 2007 document.
If you need to add symbols such as a copyright symbol, trademark symbol, or registered trademark symbol to your Microsoft Word 2007 document, there are a few ways to do so, including the following:

Keyboard shortcuts

The following keyboard shortcuts will insert special characters:

Copyright Symbol: Alt + Ctrl + C
Trademark Symbol: Alt + Ctrl + T
Registered Trademark Symbol: Alt + Ctrl + R

Keyboard text

If Autocorrect is turned on (which it is by default), you can enter the following text and Word will automatically convert it to the desired symbol:

Copyright Symbol: (c)
Trademark Symbol: (tm)
Registered Trademark Symbol: (r)

Ribbon

If you prefer to use the Ribbon or need to access other symbols, do the following:

1. Click the "Insert" tab in the ribbon at the top of Word 2007.

2. In the "Symbols" group click the "Symbol" command.

3. A pop-up will appear, allowing you to select from several frequently-used symbols.

4. If necessary, click the "More Symbols" button on the pop-up to open the "Symbol" dialog box.




From the "Symbol" dialog box you can:

* Double-click a variety of symbols to add them to the current Word 2007 document

* Click the "Font" and "Subset" pull-downs to look for symbols in other fonts

5. Close the "Symbol" dialog box when done. Read more...

How to Join Files Using HJSplit

HJSplit is used for joining or dissecting files into small chunks so that they could be easily transmitted or emailed to your counterparts. These files will have strange extensions, ranging from 001 onwards. Here's what you do to stitch these files up.

Download HJSplit from the following site: 

http://www.freebyte.com/hjsplit/

• www.freebytesoftware.com/download/hjsplit.zip 

• www.freebyte.net/download/hjsplit.zip 
• www.treepad.net/download/hjsplit.zip

1 . Launch HJSplit and click on the "Join" button.

2. In the "File Join" window, click on the "Input file" button.

3. Click "Input File" choose the files starting with 001 as an extension. All other files with that continue the extension will be added to the resulting file.

4. Click on "Start" to initiate the process.

5. Completed

Read more...

Double Underline Text to Make it Stand Out

SUMMARY: Focus on important text in a Visio 2007 document by underlining it twice.

 

One way to focus a reader's attention onto certain text in a Microsoft Visio 2007 document is to underline the text, something easy to do by pressing the underline button in the toolbar or pressing Ctrl + U. But what if you want to really draw focus to an important word or phrase? Underline it twice - here's how.

1. Select the text you wish to double underline.


Either:

A. Select "Format" - "Text" in the main menu, or right-click the selected text and choose "Format" - "Text" from the popup menu.


The "Text" dialog box appears. Click the "Underline" pull-down and select "Double".

Click "OK" to close the dialog box.

B. Press Ctrl + Shift + D

Read more...