book

Word 2007: The Missing Manual

Name: Word 2007: The Missing Manual
Author: Chris Grover
ISBN: 9781449367732

by Chris Grover

December 2006

Beginner

524 pages

17h 10m

English

O'Reilly Media, Inc.

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Word 2007: The Missing Manual
A Note Regarding Supplemental Files
The Missing Credits
About the AuthorAbout the Creative TeamAcknowledgementsThe Missing Manual Series
Introduction
The New WordAbout This BookAbout the OutlineAbout These ArrowsThe Very BasicsAbout MissingManuals.comSafari® Enabled
I. Word Basics for Simple Documents
1. Creating, Opening, and Saving Documents
1.1. Launching Word1.2. Creating a New Document1.2.1. Creating a New Blank Document1.2.2. Creating a New Document from an Existing Document1.2.3. Creating a New Document from a Template1.3. Opening an Existing Document1.4. Your Different Document Views1.4.1. Document Views: Five Ways to Look at Your Manuscript1.4.2. Show and Hide Window Tools1.4.3. Zooming Your View In and Out1.4.3.1. Zooming by percentage1.4.3.2. Zooming relative to page or text1.4.3.3. Changing page view from the ribbon1.4.4. The Window Group: Doing the Splits1.4.4.1. Viewing multiple windows1.5. Saving and Closing Documents1.5.1. The Many Ways to Save Documents1.5.1.1. Saving by keyboard shortcut1.5.1.2. Saving by menu command1.5.1.3. Saving with a new name
2. Entering and Editing Text
2.1. Typing in Word2.1.1. Click and Type for Quick Formatting2.2. Selecting Text2.2.1. Selecting with the Mouse2.2.2. Selecting with the Keyboard2.2.3. Extending a Selection2.2.4. Selecting Multiple Chunks of Text in Different Places2.3. Moving Around Your Document2.3.1. Keyboarding Around Your Document2.3.2. Using the Scroll Bars2.3.3. Browsing by Headings and Other Objects2.3.4. Browsing by Bookmark2.3.4.1. Creating bookmarks2.3.4.2. Jumping to bookmarks2.3.4.3. Deleting bookmarks2.4. Cutting, Copying, and Pasting2.4.1. Editing with the Ribbon2.4.2. Editing with Keyboard Shortcuts2.4.3. Editing with the Mouse2.4.4. Moving Text Between Two Documents2.4.5. Viewing and Pasting Clippings2.5. Finding and Replacing Text2.6. Saving Keystrokes with Quick Parts
3. Setting Up the Document: Margins, Page Breaks, and More
3.1. Choosing Paper Size and Layout3.1.1. Changing Paper Size3.1.1.1. Customizing paper size and source3.1.2. Setting Paper Orientation3.2. Setting Document Margins3.2.1. Selecting Preset Margins3.2.2. Setting Custom Margins3.2.3. Setting Margins for Booklets3.3. Adding Page Background Features3.3.1. Adding Watermarks3.3.2. Choosing a Page Color3.3.3. Applying Page Borders3.4. Adding Headers and Footers3.4.1. Introducing the Header and Footer Tools3.4.2. Inserting and Modifying a Header Building Block3.4.3. Adding a Matching Footer Building Block3.4.4. Creating Custom Headers and Footers3.4.5. Removing Headers, Footers, and Page Numbers3.5. Working with Multiple Columns3.5.1. Customizing Columns3.6. Line Numbers3.7. Hyphenation3.7.1. Automatic Hyphenation3.7.2. Manual Hyphenation3.7.2.1. Optional hyphens3.7.2.2. Hyphenating selected text3.7.2.3. Nonbreaking hyphens3.7.3. Removing Hyphenation from Your Document
4. Formatting Text, Paragraphs, and Headings
4.1. Formatting Basics4.2. Formatting Characters4.2.1. Formatting with the Ribbon or the Font Dialog Box4.2.2. Formatting with the Mini Toolbar4.2.3. Formatting with Keyboard Shortcuts4.2.4. Changing Capitalization4.2.4.1. Small caps for headers4.3. Formatting Paragraphs4.3.1. Aligning Text4.3.2. Indenting Paragraphs4.3.3. Spacing Between Paragraphs4.3.4. Spacing Between Lines4.3.5. Inserting Page Breaks and Line Breaks4.4. Creating Bulleted and Numbered Lists4.4.1.4.4.1.1. Bulleted paragraphs4.4.1.2. Customizing bullets4.4.1.3. Numbered paragraphs4.4.1.4. Multilevel lists4.5. Setting Tabs4.5.1. How Tab Stops Work4.5.2. Viewing Tab Marks in Your Text4.5.3. Deleting and Editing Tabs4.5.4. Types of Tabs4.5.5. Tab Leaders4.6. Using Word’s Rulers4.6.1. Managing Tab Settings with the Ruler4.6.1.1. Setting tab stops4.6.1.2. Adjusting and removing tab stops with the ruler4.6.2. Setting Margins with the Ruler4.6.3. Adjusting Paragraph Indents with the Ruler4.7. Fast Formatting with Format Painter4.8. Formatting with Styles4.8.1. Applying Quick Styles4.9. Modifying Styles4.10. Managing Style Sets4.10.1. Creating Your Own Style Set
5. Themes and Templates
5.1. Choosing a Theme5.1.1. Finding More Themes5.1.1.1. Browsing for themes on your computer5.1.1.2. Searching for themes online5.2. Choosing a Template5.2.1. Starting a Document from a Template5.2.2. Using Installed Templates

6. Spelling, Grammar, and Reference Tools
6.1. Turning on Spelling and Grammar Checking6.2. Checking Spelling6.2.1. Checking Spelling As You Type6.2.2. Checking Spelling Manually6.2.3. Managing Custom Dictionaries6.2.3.1. Removing a word from your custom dictionary6.2.3.2. Adding professional dictionaries to Word6.3. Checking Grammar and Style6.4. Controlling AutoCorrect6.4.1. How AutoCorrect Works6.4.2. Fine-tuning AutoCorrect Options6.4.3. Autocorrecting Math, Formatting, and Smart Tags6.5. Exploring Word’s Research Tools6.5.1. Finding Information with the Research Task Pane6.6. Accessing Word’s Thesaurus6.7. Translating Text6.7.1. Translation ScreenTips6.8. Checking Your Word Count
7. Printing Word Documents
7.1. Quick and Easy Printing7.2. Print Preview7.3. Choosing a Printer7.3.1. Setting Your Default Printer7.3.2. Exploring Printer-Specific Properties7.4. Printing to an Adobe PDF File7.5. Faxing with Word7.6. Changing Print Settings7.6.1. Printing Part of Your Document7.6.2. Printing and Collating Multiple Copies7.6.3. Printing on Both Sides of the Page7.7. Printing Envelopes7.8. Printing Labels7.9. Setting Print Options
II. Creating Longer and More Complex Documents
8. Planning with Outlines
8.1. Switching to Outline View8.2. Promoting and Demoting Headings8.2.1. Controlling Subheads During Promotion or Demotion8.3. Moving Outline Items8.4. Showing Parts of Your Outline8.4.1. Expanding and Collapsing Levels8.4.2. Showing and Hiding Text8.4.3. Showing Only the First Line8.4.4. Showing Text Formatting
9. Working with Long Documents
9.1. Navigating a Large Document9.2. Understanding Sections9.2.1. Inserting Section Breaks9.3. Creating a Table of Contents9.3.1. Updating Your Table of Contents9.3.2. Manually Adding a Table of Contents Entry9.3.2.1. Using the Mark Table of Contents Entry box9.3.3. Formatting Your Table of Contents9.3.3.1. Quick formatting for tables of contents9.3.3.2. Detailed formatting for tables of contents9.3.4. Deleting a Table of Contents9.4. Creating an Index9.4.1. Marking an Index Entry9.4.2. Building an Index9.4.3. Using AutoMark with a Concordance File9.4.4. Updating an Index9.4.5. Deleting an Index9.4.6. Deleting an Index Entry9.5. Navigating with Hyperlinks9.5.1. Inserting Bookmarks9.6. Cross-Referencing Your Document9.6.1.9.6.1.1. Deleting cross-references9.7. Cross-Referencing Figures9.7.1. Making a Table of Figures9.8. Creating Footnotes and Endnotes9.8.1. Inserting Footnotes and Endnotes9.8.2. Formatting Footnotes and Endnotes9.8.2.1. Deleting footnote and endnotes9.9. Inserting Citations and Creating a Bibliography9.9.1. Adding a Citation9.9.2. Adding a Bibliography9.10. Working with a Master Document9.10.1. Creating a Master Document9.10.2. Working with Subdocuments9.10.2.1. Locking subdocuments9.10.2.2. Unlinking subdocuments9.10.2.3. Deleting subdocuments9.10.3. Formatting Your Master Document9.10.4. Printing Your Master Document
10. Organizing Your Information with Tables
10.1. Creating Tables10.1.1. Creating a Table from the Ribbon10.1.2. Using the Insert Table Box10.1.3. Drawing a Table10.1.4. Choosing Quick Tables10.2. Moving Around a Table10.3. Selecting Parts of a Table10.4. Merging and Splitting Cells10.5. Adjusting Column Width and Row Height10.5.1. Inserting Columns and Rows10.5.2. Deleting Cells, Columns, Rows, and Tables10.5.2.1. Deleting cells10.6. Formatting Tables10.6.1. Using Table Styles10.6.2. Aligning Text, Numbers, and Data10.6.3. Applying Shading and Borders10.7. Doing Math in Tables
11. Adding Graphics, Video, and Sound to Your Documents
11.1. Drop Caps, Text Boxes, and WordArt11.1.1. Adding a Drop Cap to a Paragraph11.1.1.1. Modifying a drop cap11.1.1.2. Removing a drop cap11.1.2. Inserting a Text Box11.1.2.1. Customizing your text box11.1.3. Bending Words with WordArt11.1.3.1. Modifying WordArt11.2. Working with Pictures and Clip Art11.2.1. Inserting Pictures into Your Document11.2.2. Finding and Using Clip Art11.3. Working with SmartArt11.3.1. Choosing a SmartArt Graphic11.3.2. Inserting SmartArt into Your Document11.3.3. Modifying SmartArt11.4. Working with Shapes11.5. Inserting Charts and Graphs11.6. Inserting Sound, Video, and Other Objects11.7. Adding Captions and Figure Numbers to Graphics
12. Mass Mailing with Mail Merge
12.1. Understanding Mail Merge Basics12.1.1. Common Types of Merge Documents12.1.2. Mail Merge Recipient Lists12.1.3. The Six Phases of a Mail Merge12.2. Running the Mail Merge Wizard12.2.1. Select Document Type12.2.2. Select Your Recipients12.2.3. Write Your Letter12.2.4. Preview Your Letter12.2.5. Complete the Merge12.3. Merging to E-Mail12.4. Editing Your Recipient List12.4.1. Editing Your Recipient Lists12.5. Sorting Your Recipient List12.5.1. Filtering Your Recipient List12.5.1.1. Choosing a Comparison option12.5.2. Find Duplicates12.5.3. Find Recipient12.6. Applying Merge Rules
III. Sharing Documents and Collaborating with Other People
13. Creating Web Pages and Blogs
13.1. Saving Word Documents As Web Pages13.2. Creating a Web Page from Scratch13.2.1. Creating the Web Page Document13.2.2. Create a Table for Your Page’s Layout13.2.3. Add a Navigation Bar13.2.4. Create a Copyright Line13.2.5. Save Your Page as a Template13.2.6. Add Text and Images to Your Web Page13.3. Web Page Design Tips13.4. Blogging from Word13.4.1. Managing Blog Accounts13.4.2. Posting to Your Blog13.5. Setting Web Options
14. Creating Forms with Word
14.1. Creating a Paper Form14.1.1. Using a Table to Design Your Form14.2. Creating a Computer Form14.2.1. Understanding Content Controls14.2.2. Displaying the Developer Tab14.2.3. Adding Content Controls to Your Form14.2.3.1. Adding text boxes to your form14.2.3.2. Adding drop-down lists to your form14.2.4. Protecting Your Computer-Based Form14.3. Setting Properties for Content Controls14.4. Testing Your Form14.4.1. Testing Your Printed Form14.4.2. Testing Your Computer-Based Form
15. Word’s XML Connection
15.1. What’s XML and Why Should I Care?15.1.1. How XML Works15.1.2. The Advantages of XML15.2. XML and Word’s New File Format15.2.1. Reading XML Tags15.2.2. The Files That Make XML Work15.3. Tagging Information with Content Controls15.4. Attaching an XML Schema to Your Document
16. Collaborating with Other People
16.1. Adding Comments16.1.1. Adding Voice Comments16.1.2. Deleting Comments16.1.3. Highlighting Text16.2. Tracking Changes While Editing16.2.1. Tracking and Viewing Changes16.2.2. Modifying Your Markup View16.2.2.1. Choosing your markup view16.2.2.2. Showing and hiding types of changes16.2.2.3. Showing and hiding reviewers’ markup16.2.2.4. Customizing your markup view16.2.3. Printing Edits and Markup16.3. Accepting and Rejecting Changes16.4. Removing All Comments and Tracked Changes16.5. Combining and Comparing Documents16.5.1. Comparing Two Documents16.6. Protecting Your Document from Changes16.6.1. Applying Formatting Restrictions16.6.2. Allowing Changes in Parts of a Document
IV. Customizing Word with Macros and Other Tools
17. Customizing Your Workspace
17.1. Customizing the Quick Access Toolbar17.1.1. Adding Commands to the Quick Access Toolbar17.2. Creating Keyboard Shortcuts17.3. Personalizing Word Options17.4. Changing Word’s Display17.4.1. The Popular Display Settings17.4.2. Changing Display Settings17.4.2.1. Page display options17.4.2.2. Always show these formatting marks on the screen17.4.3. Advanced Display Options17.4.3.1. Show document content17.4.3.2. Display options17.5. Customizing the Save Documents Settings17.5.1. Save Document Options17.5.1.1. AutoRecover options17.5.1.2. Default file location17.5.2. Offline Editing Options17.5.3. Embedded Font Options17.6. Changing Editing Options17.6.1. Editing Options17.6.2. Cut, Copy, and Paste Options17.6.2.1. Pasting within the same document17.6.2.2. Pasting between documents17.6.2.3. Pasting between documents with style definition conflicts17.6.2.4. Pasting from other programs
18. Changing Your Security Settings
18.1. Using Digital Signatures18.1.1. Creating Your Own Digital Signature18.1.2. Signing a Document with Your Digital Signature18.1.3. Adding a Microsoft Office Signature Line18.1.4. Removing a Digital Signature18.1.5. Getting a Third-Party Digital Signature18.1.6. Checking a Digital Signature18.2. Customizing Trust Center Settings18.2.1. Protecting Yourself from Malicious Macros18.2.2. Choosing Trusted Publishers18.2.3. Creating a Trusted Location18.2.4. Setting Add-in Behaviors18.2.5. Setting ActiveX Control Behaviors18.2.6. Setting Macro Behaviors18.3. Showing Warnings18.4. Removing Personal Information
19. Introducing Macros and Visual Basic
19.1. Showing the Developer Tab19.2. Recording Macros19.2.1. Testing Your Macro19.3. Running Macros19.3.1. Adding a Macro to the Quick Access Toolbar19.3.2. Running a Macro from the Macros Box19.4. Reading Visual Basic Code19.4.1. Getting Help for Visual Basic19.4.2. Making Simple Changes to Visual Basic Code19.5. Using Digital Signatures19.5.1. Applying Your Digital Certificate to a Macro
20. Creating Your Own Themes and Templates
20.1. Designing Your Own Themes20.1.1. Defining Theme Colors20.1.2. Defining Theme Fonts20.1.2.1. New Office 2007 fonts20.1.3. Defining Theme Effects20.1.4. Modifying and Saving Themes20.2. Designing Document Templates20.2.1. Saving a Word Document As a Template20.2.2. Setting Up the Template Document20.2.3. Adding Boilerplate Text20.2.4. Adding Content Controls20.2.5. Adding a Header20.2.6. Adding an AutoText Entry20.2.7. Finishing and Saving Your Template20.2.8. Test Driving the Memo Template20.3. Using Global Templates20.3.1. Creating a Global Template20.3.2. Loading a Global Template
V. Appendix
A. Word Help and Beyond
A.1. Using Word’s Built-in HelpA.1.1. Using Help ArticlesA.2. Using Microsoft’s Office Web SiteA.2.1. Discussion GroupsA.3. Third-Party Web Sites
Index
About the Author
Colophon
Copyright

Content preview from Word 2007: The Missing Manual

Chapter 16. Collaborating with Other People

Whether you’re collaborating with a coauthor or reviewing someone else’s manuscript, Word makes it easy to communicate as you edit. In precomputing days, editing a paper document resulted in a jumble of red pen marks, crossed out text, and notes scrawled in the margins. If several people reviewed a document, figuring out who said what was a nightmare. Word resolves those issues by keeping track of all changes and all reviewers. Word stores everything in the document file and, with a click of your mouse, you can show or hide the comments and edits.

This chapter looks at the reviewing process from all angles. You learn how to insert comments into a document and how to manage comments made by reviewers. The chapter covers the entire process of tracking changes and accepting or rejecting changes made by others. You even learn how to record voice comments with your document. Finally, you’ll learn how to combine and compare two documents so only the right parts make it to the final draft.

Adding Comments

Collaborating is all about clear communication, so Word lets you attach easy-to-read comments directly to the text you’re referring to. What could be clearer? Even better, for documents with several reviewers, Word keeps track of who said what, when (Figure 16-1). That makes it a breeze for authors to follow up on a comment and get more details.

When you select text and add a comment, Word marks it with the date, time, and your name or initials, ...

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Word 2007: The Missing Manual

by Chris Grover

Chapter 16. Collaborating with Other People

Adding Comments

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