Word 2007 Shortcuts, Tips And Tricks

Microsoft Word 2007 Shortcuts, Tips And Tricks Wrapping Text Around A Graphic In Word 2007 When you first insert a picture into a document, Word 2007 places it in line with the text. Sometimes, you want the text to wrap around the picture. When you need to change the text wrapping style, select the picture, click the Text Wrapping button in the Arrange group on the Format tab, and choose an option from the menu. In Line with Text This is the default wrapping option, and it’s the one you’re least likely to use. It places the image in line with your text. The height of the line on which the picture appears is adjusted to match the height of the image. In most cases, this wrapping doesn’t look right.

Square The Square option wraps the text squarely around the picture.

Tight With the Tight Option, Word 2007 figures out where the actual edges of the image are and snuggles the text up as closely as possible. When you choose Tight wrapping (or any other type of wrapping besides In Line with Text), the image becomes a free-floating object and is no longer tied to a specific position within the text. You can drag the picture anywhere you want. You can even put it right in the middle of a paragraph, and Word wraps the text around both sides. Behind Text Behind Text enables the text to spill right over the top of the picture, as if the image weren’t even there. The picture appears behind the text.

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Word 2007 Shortcuts, Tips And Tricks In Front of Text The In Front of Text option places the image on top of the text. The picture might obscure some of the text.

Wrap Top and Bottom As its name suggests, the Wrap Top and Bottom option places text above and below the image, but doesn’t allow any text to appear beside the picture.

Through The Through option is kind of like the Tight option, but it results in an even tighter fit. If Word finds any blank spaces within the picture, it fills the space with text.

Edit Wrap Points This option lets you design your own wrapping shape around your picture by dragging little handles on a wrapping outline.

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Word 2007 Shortcuts, Tips And Tricks

Keyboard Shortcuts Keystroke

Function

Notes

Shift + F3

Toggles through capitalization options.

This one isn’t perfect — for instance, it insists on capitalizing articles and prepositions in Title Case mode — but it’s still a big timesaver.

Ctrl + Shift + N

Applies the Normal style.

If you work with documents that are contain obscure and specialized styles, it’s handy to turn them into Normal paragraphs on the fly.

Ctrl + Shift + C

Copies the formatting of selected text.

Once you’ve copied the format, you can press Ctrl + Shift + V to paste the formatting onto a new selection. This shortcut remembers what you copied until you close Word.

F4

Repeats your most recent action. This might be the all-time best shortcut (except for Undo). The F4 shortcut will repeat nearly all the actions you take on document text: typing: formatting, and deleting.

Ctrl + H

Opens the Find And Replace dialog box with the Replace tab selected.

Ctrl + drag text or an Creates a copy of the text or object object.

Replace functionality is my constant companion, so this one is essential for me. Ctrl + F opens to the Find tab if you just want to locate something in a document (or make sure something isn’t in there). This is handy when you need to copy an object and control where that copy ends up. For example, a picture or other object that has certain positioning attributes may land in some unpredictable location if you use the standard copy and paste functions. This shortcut lets you drag it exactly where you want it.Just make sure you drop the text or object before you release the Ctrl key or Word will move the original instead of copying it. BONUS: If you hold down Shift along with Ctrl as you drag, Word will keep the copy aligned with the original.

Alt + drag the mouse vertically

Make a vertical text selection.

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Another keyboard/mouse hybrid, this one is obscure but useful. Some users have trouble making it work, but the problem is usually sequence.

Word 2007 Shortcuts, Tips And Tricks

Use Word To Type On A Printed Form Without A Typewriter What do you do when someone hands you an application to fill out or when you need to fill out a printed tax form? If you don’t have a typewriter, you probably fill in the form manually, hoping that the recipient can read your handwriting. Fortunately, you can use Word to “type it in” instead. Follow these steps: 1. Scan the form and save it as a picture to your My Pictures folder, or any folder where your picture files are kept.

2. Open a blank document in Word. 3. Go to View | Header and Footer. (In Word 2007, double-click in the Header pane of your document.) 4. Go to Insert | Picture and then click From File. (In Word 2007, position the insertion point in the Header pane, click the Insert tab, and then click Picture in the Illustrations group.) 5. Navigate to the file containing your form and click the Insert button. 6. Crop, resize, and reposition the picture as necessary to fit the page. 7. Right-click the picture, go to Format Picture, and click the Behind Text option. (In Word 2007, make sure the form is still selected. Then, under Picture Tools in the Format tab, click Text Wrapping in the Arrange group and choose Behind Text.) 8. Double-click anywhere in the document outside of the Header pane. You can then enter the desired text.

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Word 2007 Shortcuts, Tips And Tricks

Easy Tricks For Formatting List Numbers And Bullets In Word A quick click is all it takes to create a numbered or bulleted list in a Word document. Select the text and click a button — it couldn’t be simpler. What isn’t so simple is applying a format to just the numbers or bullets in the resulting list, unless you know how to select the numbers or bullets. Selecting just the numbers of bullets isn’t difficult, it just isn’t intuitive. Normally, you drag to highlight text. You can’t drag across the numbers of bullets in a list. Instead, simply click any number or bullet in the list to highlight all of the numbers or bullets in the list.

Once you do, you can apply a font format as you normally would. (Word will extend the format to new items.) As you can see in the following figure, the color and font for just the numbers has been changed.

The previous technique formats all of the numbers or bullets in a list. However, you might want to format one or even several, but not all of them. The trick to this formatting task is to format each item’s end-of-paragraph marker. Word will apply any formatting that you apply to the end-of-paragraph marker to that item’s number or bullet, but not to the text. First, you should display the markers by clicking the Show/Hide button on the Standard toolbar. Once you can see the markers, they’re easy to select. Just select the marker at the end of the item you want to format. Or select multiple markers by holding down the [Ctrl] key as you select each marker. After selecting the marker(s), apply font formats as you normally would.

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Word 2007 Shortcuts, Tips And Tricks

It’s worth nothing that formats applied to the entire list take precedence over formats applied via the end-of-paragraph marker.

Print a booklet from a Word document One of the eternal requests for Microsoft Office is the ability to make a booklet. That is a set of two pages on one side of paper but double-sided and ordered so you can fold the lot up to make a booklet. Adobe Acrobat’s free viewer has a Booklet printing mode in versions 8 and the current v 9. So all you have to do is make a regular PDF file then use the PDF viewer to shrink, twist and re-order the pages into booklet form.

Make a PDF Office 2007 users can create a PDF file with the free Save As PDF add-in. There’s no need to change your original document – at least not at first. After you’ve seen the booklet output you might decide to tinker with the source file just to clear up any anomalies.

Print the PDF as a booklet Open the PDF file with Acrobat viewer v8 or v9, the program that made the PDF might do that automatically. Choose File | Print then from Page Scaling select Booklet Printing. Booklet Subset lets you print all sheets at once; however you need a printer with automatic duplex/double-sided to make that work. More likely you’ll choose ‘Front side only’ and print them out then turn the sheets over and put them back in the paper tray. Choose ‘Back side only’ to print the reverse side of the sheets. You’ll probably want to test the paper turning carefully to see which way works correctly. A useful option is ‘Sheets from’. Note this talks about Sheets not pages (the pages to print is at the top of the dialog). ‘Sheets from’ lets you print specific sheets from a booklet set. A common use is ‘from 1 to 1’ for printing the first sheet only, this lets you print a cover page on different paper than the inside booklet pages. ‘Sheets from’ also lets you re-print a particular sheet in case of spoilage.

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Word 2007 Shortcuts, Tips And Tricks Auto-rotate allows the software to choose the best orientation for each page. This is handy if you have a mix of portrait and landscape pages (eg a wide table in the middle of a document). Binding Left binding is the usual choice for left-to-right languages. Right binding for right-to-lefties and vertical reading languages like Japanese. The ‘tall’ options print on portrait oriented pages with white space above and below. The preview pane is very good and changes according to your choices – use the slider to preview the pages and see roughly how the booklet will look. Use the preview to see Auto-rotate and Binding in action.

Quickly zoom in and out using the mouse wheel Today’s mice come with a center wheel between the two buttons. If you haven’t explored it yet, you’re in for a treat. Rolling the wheel up and down will usually move the current content up and down, respectively. So it’s an easy way to scroll up and down through Word text or Excel data. The wheel also provides a quick alternative to the Zoom control. (Interesting, there’s no keyboard shortcut for accessing the Zoom control.) To zoom in and out using the mouse, hold down the [Ctrl] key while you turn the mouse wheel. Each click, up or down, increases or decreases the zoom factor by 10%

The Most Recently Used (MRU) File List The Most Recently Used File List used to live at the bottom of the File menu and the default number shown is 4. In Word 2007 the MRU has moved to the Office menu (the icon on top left) and can show many more recently open documents. The number shown is controlled at Word Options | Advanced | Display. The really cool thing is the little 'pins' on the right side of each file name. Click on one to make that file 'sticky' - it will stay on the MRU list until you click the pin again. Really handy for documents you work on regularly and a welcome replacement for the rarely used Work menu in previous versions of Word.

The Status Bar The status bar is at the bottom of the window. It displays the page number, page views, and zoom level. Click on the Page number on the left to get to the Go To, Find and Replace dialog boxes. Click on the spelling / grammar icon (if it has a red X) to jump to the next error. The real fun comes when you right-click on the status bar and see what's available - there's a list of items you can add to the status bar like column, section, line number, Track Changes and others.

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Word 2007 Shortcuts, Tips And Tricks

Live Preview A nice idea, as you hover over formatting options the actual document changes to show how it'll look. The problem is that the pull-down list itself often covers the preview and defeats the purpose. You can turn it off from the main menu (the big Office icon on top left), Word options, Popular, Enable Live Preview.

Add Command Icons To The Quick Access Toolbar Below are the steps that will add the Close icon to your Quick Access Toolbar in the upper-left corner of your Word window: 1. Click on the upside-down triangle beside the Quick Launch Toolbar in the upper-left corner of your window (the toolbar will already have the Save, Undo and Redo icons in it). 2. Click on More Commands 3. You can click and Add any of these popular commands you would like to have at the top of your Word Window. I have the following icons added to mine: a. New b. Open c. Print Preview d. Quick Print e. Spelling & Grammar 4. You can then move them so they are in the order you would like them on the toolbar. I set them up as follows: New, Save, Open, Close, Spelling & Grammar, Undo, Redo, Print Preview, Print 5. Click on the upside-down triangle to the right of the box that says Popular Commands 6. Click on All Commands 7. Scroll down the list until you see Close 8. Double-click on the Close icon to add it 9. Move it to the location you want it sitting on the toolbar 10. Click OK.

Remove a Word 2007 Document Header or Footer Go to the page where the header exists.

Use Print Layout view (found on the View tab) for this step so that you can see the ghostly image of the header (or footer).

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Word 2007 Shortcuts, Tips And Tricks Click the Insert tab.

From the Header & Footer group choose Header→Remove Header (or Footer→Remove Footer).

The header (or footer) is gone. This trick removes only the header (or footer) for the current section. To remove headers (or footers) in other sections, repeat these steps.

Make a checklist that you can check off in Word To use check boxes that you can check off in Word, insert the check box form field into your document. This looks best if you use a table to align the check boxes with the text, so your first step is to create a table. After you create the table, you can insert the check boxes in one column and the text in the other column, and then you can refine the layout. To check off the items, you lock the form. The result looks like the following illustration.

Create a table 1. On the Insert tab, in the Tables group, click Table.

2. In the Number of columns box, enter 2. Page 9

Word 2007 Shortcuts, Tips And Tricks 3. In the Number of rows box, enter the number of rows that you want. You need one row for each item in your list. Don't worry about the size of the columns or the border lines in the table. You will fix those later.

Insert the check boxes and text To add the boxes that you will be able to check, you need to use the Developer tab.

Show the Developer tab 1. Click the Microsoft Office Button , and then click Word Options. 2. Click Popular. 3. Select the Show Developer tab in the Ribbon check box.

Add the check boxes 1. Click the top left cell in the table that you inserted. 2. On the Developer tab, in the Controls group, click Legacy Tools. 3. Under Legacy Forms, click Check Box Form Field

.

NOTE If the check box has a gray background, click Legacy Tools in the Controls group, and then click Form Field Shading

to remove the gray shading.

4. Click the next cell where you want to insert a check box, and then press CTRL+Y to insert another check box. 5. After you insert a check box for each item that you want, click the top right cell and type the text for the first item. Repeat this step for each item in the list.

Refine the layout Although you are using the table to lay out the list, you probably want to adjust the spacing so that the column that contains the check boxes isn't too wide, and the text is lined up close to the check boxes. You probably don't want the border lines that Word usually includes with the table. To make these adjustments, do the following: 1. Right-click the table, point to AutoFit, and then click AutoFit to Contents. 2. Right-click the table, click Table Properties, and then click the Table tab. 3. Click Options, and in the Left and Right boxes, enter a number that will provide a little bit of space between the check box and the text, such as .02 inches, and then click OK. 4. On the Table tab, click Borders and Shading, and then click the Borders tab. 5. Under Setting, click None, and then click OK. NOTE After you remove the border lines, you may still see gray lines. These are the table gridlines, and they do not show when the document is printed. To hide the table gridlines on the screen, click the Layout tab under Table Tools, and in the Table group, click View Gridlines.

Lock the form To check off the items by clicking in the check boxes, you need to lock the form. However, when the form is locked, you will not be able to make changes to the text or layout, so be sure to do this step last. Page 10

1. 2. 3. 4. 5. 6.

Word 2007 Shortcuts, Tips And Tricks Make sure that you are not in design mode by clicking Design Mode in the Controls group on the Developer tab. On the Developer tab, in the Protect group, click Protect Document, and then click Restrict Formatting and Editing. In the Protect Document task pane, under Editing restrictions, select the Allow only this type of editing in the document check box. In the list of editing restrictions, select Filling in forms. Under Start enforcement, click Yes, Start Enforcing Protection. To assign a password to the document so that only reviewers who know the password can remove the protection, type a password in the Enter new password (optional) box, and then confirm the password.

Unlock the form 1. On the Developer tab, in the Protect group, click Protect Document, and then click Restrict Formatting and Editing. 2. In the Protect Document task pane, click Stop Protection. NOTE If you used a password to add protection to the document, you need to type the password before you can stop the protection.

Keyboarding Your Accents Word offers a couple of ways to create accented characters. First, you can always go to Insert | Symbol and select an accented letter from the various character sets. Second, you can use keyboard shortcuts to add accents to the appropriate letters. Here's how. 

To create a character with an acute accent, press [Ctrl] + ['] (that's [Ctrl] and the apostrophe), followed by the character. For example, to type a lowercase or uppercase E with an acute accent, press [Ctrl] + ['] and then type e or E.



To enter a character with a grave accent, press [Ctrl] + ['] (which is the apostrophe under the tilde), followed by the letter.



To add a tilde to a character, press [Ctrl] + [Shift] + [~], followed by the letter.



To add a circumflex, press [Ctrl] + [Shift] + [^], followed by the letter.



To add a dieresis, press [Ctrl] + [Shift] + [:] (the colon), followed by the letter.

Word won't automatically add the accent to just any letter. For example, if you press [Ctrl] + ['] and type z or Z, Word will ignore the first keystroke because Z isn't a letter that ordinarily gets accented. Below is a list of additional accents you can create: Grave – à – Press Ctrl - ` release and press A, E, I, O, or U Acute – á – Press Ctrl - ' release and press A, E, I, O, or U Umlaut – ä – Press Ctrl-Shift- : release and press A, E, I, O, U, or Y Page 11

Word 2007 Shortcuts, Tips And Tricks

Tilde – ñ – Press Ctrl-Shift- ~ release and press A, N, O Cedilla– ç – Press Ctrl-comma release and press C Inverted question mark – ¿ – Press Ctrl-Shift-Alt-? Inverted exclamation mark – ¡ – Press /Ctrl-Shift-Alt-! Cent – ¢ – Press Ctrl - / and press c

Wink Wink, Nudge Nudge Can't seem to get an object--a picture, a bit of WordArt, or a text frame--into precisely the right position with your mouse? Try nudging it, pixel by pixel, using the keyboard. First, make sure Word's snap-to-grid feature is turned OFF: 1. On the Drawing toolbar, click Draw and choose Grid. 2. Deselect Snap to Grid and click OK. Next, nudge away: 1. Select the object you want to nudge. 2. Press the appropriate arrow key (up, down, left, or right) to move the object, one pixel per key press.

Create A SmartArt Graphic A SmartArt graphic is a visual representation of your information that you can quickly and easily create, choosing from among many different layouts, to effectively communicate your message or ideas.

Overview Of Creating A SmartArt Graphic If you use earlier versions of Microsoft Office, you can spend a lot of time getting shapes to be the same size and aligned properly, getting your text to look right, and manually formatting the shapes to match the document's overall style, instead of focusing on your content. With SmartArt graphics, and other new features such as themes, you can create designer-quality illustrations with only a few clicks of your mouse. You can create a SmartArt graphic in Microsoft Office Excel 2007, PowerPoint 2007, Microsoft Office Word 2007, or in an e-mail message in Outlook 2007. Although you cannot create a SmartArt graphic in other 2007 Office release programs, you can copy and paste SmartArt graphics as images into those programs. Page 12

Word 2007 Shortcuts, Tips And Tricks Because PowerPoint 2007 presentations often contain slides with bulleted lists, you can quickly convert slide text to a SmartArt graphic. In addition, you can add animation to your SmartArt graphic in PowerPoint 2007 presentations. When you create a SmartArt graphic, you are prompted to choose a type, such as Process, Hierarchy, Cycle, or Relationship. Each type contains several different layouts. After you choose a layout, it is easy to change the layout for your SmartArt graphic. Most of your text and other content, colors, styles, effects, and text formatting are automatically carried over to the new layout. When you select a layout, placeholder text (such as [Text]) is displayed, so that you can see how your SmartArt graphic looks. Placeholder text is not printed. However, the shapes are always displayed and printed, unless you delete them. You can replace the placeholder text with your own content. As you add and edit your content in the Text pane, your SmartArt graphic is automatically updated — shapes are added or removed as needed. You can also add and remove shapes in your SmartArt graphic to adjust the structure of the layout. For example, even though the Basic Process layout appears with three shapes, your process may need only two shapes, or it may need five shapes. As you add or remove shapes and edit your text, the arrangement of the shapes and the amount of text within those shapes is updated automatically — maintaining the original design and border of the layout for your SmartArt graphic.

What To Consider When You Create A SmartArt Graphic Before you create your SmartArt graphic, visualize what type and layout are best for displaying your data. What do you want to convey with your SmartArt graphic? Do you want a certain look? Since you can quickly and easily switch layouts, try different layouts (across types) until you find the one that best illustrates your message. Your graphic should be clear and easy to follow. Experiment with different types by using the table below as a starting point. The table is intended to help you get started and is not an exhaustive list.

Purpose of graphic

Graphic type

Show non-sequential information

List

Show steps in a process or timeline

Process

Show a continual process

Cycle

Show a decision tree

Hierarchy

Create an organization chart

Hierarchy

Illustrate connections

Relationship

Show how parts relate to a whole

Matrix

Show proportional relationships with the largest component on the top or bottom

Pyramid

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Word 2007 Shortcuts, Tips And Tricks Also, consider the amount of text that you have, because the amount of text often determines the layout that you use and how many shapes you need in the layout. In general, SmartArt graphics are most effective when the number of shapes and the amount of text are limited to key points. Larger amounts of text can distract from the visual appeal of your SmartArt graphic and make it harder to convey your message visually. However, some layouts, such as Trapezoid List in the List type, work well with larger amounts of text.

Create A SmartArt Graphic And Add Text To It 1. On the Insert tab, in the Illustrations group, click SmartArt.

2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want. 3. Enter your text by doing one of the following:  Click [Text] in the Text pane, and then type your text.  Copy text from another location or program, click [Text] in the Text pane, and then paste your

text.  If the Text pane is not visible, click the control.

To add text in an arbitrary position close to or on top of your SmartArt graphic, on the Insert tab, in the Text group, click Text Box to insert a text box. If you want only the text in your text box to appear, right-click your text box, click Format Shape or Format Text Box, and then set the text box to have no background color and no border.  Click in a box in the SmartArt graphic, and then type your text. For best results, use this option after you add all of the boxes that you want. 

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