Word 2007 – Tips and Techniques Patricia Egen – www.egenconsulting.com

General Navigation – Part 1 Microsoft Office Button Think of it as the FILE button Quick Access Toolbar Right of Office button Most common features and functions You can add/remove buttons on this toolbar Little tiny, almost invisible drop down arrow lets you add/remove things Scroll bar – works like it did before View toolbar – moved from lower left corner to the right side of Word Print, web, full screen, outline and draft views Status Bar – same place, same function Except now it shows word count automatically

General Navigation – Part 2 The ribbon Ok, here’s the deal – I’m Pat Egen and I hate the Ribbon bar - but it’s growing on me Replaced menus Meant to group common functions together graphically Normally divided into 7 tabs Like ACT, the names are “supposed” to clue you into what each division does i.e. Mailings = Mail merge, Insert = inserting things into Word Home is there to confuse you – home basically means common things like changing fonts, paragraph customization, styles and find and replace

Adding the Developer Tab to a Ribbon A cool Developer Menu is not turned on by default Click on Office button Then choose Word Options The Developer Menu is not for the weak at heart which is probably why it’s turned off by default

More on Ribbons Small arrows in lower right hand corners of tabs/groups shows more options These are called “dialog box launchers” No diagonal arrow, no more options for that tab

Ribbon Organization Tab Group

Quick Access Toolbar – It’s Cool Find the small down arrow Add and remove toolbar buttons for a standard set of commands Put the things you use the most here and you won’t really need the ribbons – well almost never Click on More Commands to add options The same thing happens if you click on Word Options and Customize under the Office Button

Right Mouse Button – try it Click the right Mouse button in Word You get all kinds of nifty things to help you with whatever process your are in

Keyboard shortcuts A lot of your familiar keyboard shortcuts are still there Alt F S = one of my favorites = File Save still works Press the ALT key and the Ribbons shows letters to help you use the keyboard shortcuts Keep hitting letters and it drills down into the commands ALT N opens the next menu

Useful Alt Key combinations Alt-F Office Button Alt-H Home tab Alt-N Insert tab Alt-P Page Layout tab Alt-S References tab Alt-M Mailings tab Alt-R Review tab Alt-V View tab Alt-L Developer tab

Ok, so how do you shrink the ribbons There are a couple of ways to turn them off – which may be helpful to get back valuable space on your document Double click on the currently open tab. This closes the ribbon. Double click to bring back Click the little down arrow on the Quick Access and choose Minimize the Ribbon Note – Ctrl F1 brings it back

Nifty Enhancements Insert Table Let’s you drag your mouse over the cells/rows you want Once Table is there, hovering your mouse over table styles actually shows the styles in the document – real Wysiwyg Oh, and there’s dozens of table styles

New Features

Office Button Office button Prepare, Publish Convert Make a document ready to send to someone else – make it read only, like a PDF Publish Publish documents as blogs, to a Sharepoint server Convert Changed older versions to newer versions like Open XML (.docx)

Mini toolbars Highlight text, point the cursor at it and an almost transparent small toolbar opens above the text Move the cursor to the toolbar and it becomes solid If it disappears before you are done, right click and it comes back

New File format Unless you specifically say save in another version, the Office XML format is the default for saved Word Files The extension is .docx If the file contains macros, the file extension is .docm Note that tables and charts are saved in documents are saved separately The good news is if a table is damaged the document can still be opened XML format means the documents can be shared with other enterprise applications that need file definitions

Themes This is a new feature and Steve Stroz will be covering this in his session They are a way to provide a common look and feel to your Word, Excel and Powerpoint documents

Quick Parts Designed to quickly add components to complex documents Headers, footers, date fields, bar codes, etc To use them, click on the Insert Menu and choose Quick Parts

Live Preview Remember the tables and how moving the cursor over the table styles showed up on the Word Document This is Live Preview It works throughout the Ribbons, including making font changes, color changes, etc. When you see the format you want, you click the mouse to accept the last viewed format

Blog Support Click the Office button Click Publish and Blog is one of the choices

A Tool that will help find stuff There is a tool provided by Microsoft that maps 2003 functions to their new or moved location You can download the tool at the following URL http://www.microsoft.com/downloads/details.aspx?FamilyID=90 44790b-4e24-4277-b714-66d7b18d0aa1&displaylang=en This Url is the reference of where things are http://office.microsoft.com/en-us/word/HA100625841033.aspx