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MS Word 2007 Tips

PLEASE NOTE: Previous tips concerning keyboard shortcuts may still work in 2007; Table of Contents
in addition, tips that involve using the lower Office version’s ‘menu’ options may have
an equivalent function in 2007 using the new Ribbon and OFFICE button (that Tip #1 - SHORTCUT TO QUICKLY
replaces the previous menu/toolbars). We will be revising our Software Tips pages as SHOW THE CONTEXTUAL TAB
part of our upcoming web redesign and we’ll make necessary additions at that time. RIBBONS.

Tip #2 - SHORTCUT TO QUICKLY GO

TIP #1: SHORTCUT TO QUICKLY SHOW THE CONTEXTUAL TAB RIBBONS
INTO HEADER/FOOTER AREA
If you want to quickly show the 'contextual tab' ribbons to select op ons a er inser ng WITHOUT USING THE CONTEXTUAL
clipart, tables, pictures, etc, simply doubleclick on the object or the border of the TAB
object. This saves you from clicking to select the object, then clicking the Contextual
Tip #3 - SHORTCUT TO BRING BACK
tab that appears above the ribbon.
THE MINI-TOOLBAR

Tip #4 - SHORTCUT TO
TIP #2: SHORTCUT TO QUICKLY GO INTO HEADER/FOOTER AREA WITHOUT HIDE/UNHIDE THE RIBBON
USING THE CONTEXTUAL TAB
Tip #5 - CREATE A SHORTCUT TO
If you want to quickly go into the header/footer area of your document without using
QUICKLY OPEN EQUATION EDITOR
the ribbon, simply doubleclick on any area of the header/footer on the screen. The
3.0 - ADD TO THE QUICK ACCESS
ribbon automa cally appears for you to set op ons.
TOOLBAR
When you want to exit the header/footer area, you simply doubleclick anywhere on Tip #6 TEXT FORMATTING
your document outside the header/footer area. SHORTCUTS

Tip #7 ELIMINATE A BLANK PAGE

TIP #3: SHORTCUT TO BRING BACK THE MINI-TOOLBAR WHEN USING TABLES

If you highlight the text in Word 2007, the mini-toolbar appears for you to quickly set Tip #8 USE THE HIGHLIGHT TOOL
text a ributes. Some mes the toolbar disappears too soon. If you want the ON HOME TAB TO HIGHLIGHT TEXT
mini-toolbar to reappear, simply right click on the highlighted text and the mini-toolbar
Tip #9 SET WORD OPTIONS TO
appears directly above the shortcut op ons that appears.
ENABLE MERGING WORD
DOCUMENTS WITH ACCESS QUERY
TIP #4: SHORTCUT TO HIDE/UNHIDE THE RIBBON DATA

In Word 2007 you can hide/unhide the ribbon simply by touching CTRL/F1 - this is a Tip #10 RECOVER TEXT FROM ANY
toggle on/o . FILE

TIP #5 Create a Shortcut to Quickly Open Equa on Editor 3.0 – Add to the
Quick Access Toolbar

In the previous version Word 2003, users of Equa on Editor 3.0 were able to add an
Insert Equa on bu on on the Word 2003 toolbar (or create one of their own toolbars
and add a bu on), and they also could create a macro to automate the process even
further.

You can do essen ally the same thing in Word 2007 to make crea ng equa ons using
Equa on 3.0 even quicker.

Manual (Slower) Method:

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In Word 2007, to insert an equa on the manual way, from the Insert tab, you would
select Object, then from the list of objects, doubleclick to select Microso Equa on
3.0. The Equa on 3.0 Editor would launch to create the equa on.

Quicker Automated Method:

To automate the Equa on Edi ng process, you can add a shortcut bu on on the Quick
Access Toolbar. Once the shortcut bu on is set up, by clicking it, your Equa on Editor
will open automa cally!!!

STEPS to Crea ng a Quick Way to Open Equa on Editor 3.0:

This will be a 2-step process:

1. Record a macro and record the steps of inser ng the object

Equa on Editor 3.0 manually (as above)

2. Add the macro you created to the Quick Access Toolbar

1. Record your Macro to Open Equa on Editor 3.0:

1. Launch Word 2007, and from the VIEW tab, select Macros, then select
Record Macro

2. Name your macro (no spaces) – Example: Equa onEditor and in the
Store Macro in: area, select All Documents (Normal.dotm)

1. This makes the macro available regardless of what document

you have opened.

3. Click OK – this will begin the recording – Word will remember your
keystrokes from this point on un l you stop recording.

4. You’ll simply step through the manual process of inser ng the Equa on
3.0 object.

1. Click the Insert Tab on the Ribbon

2. Click Object (under the Text Group to open the Insert Object
Window)

1. Click on Microso Equa on 3.0 then click OK.

1. This opens the Equa on Editor.

2. To stop the recording, click anywhere on the Word document to

return to the regular Ribbon and from the View tab, click Macros,
and select Stop Recording.

1. Your macro is now recorded!

2. ADD your recorded macro to Word 2007’s Quick Access Toolbar (located above
the Ribbon tabs) The Quick Access Toolbar area is where you can add a shortcut
to any command located on the various Ribbons or commands under the
Microso O ce bu on that you use on a regular basis.

1. To ADD a shortcut to your recorded macro to the Quick Access Toolbar,

right click on the Quick Access Toolbar (above the Ribbon tabs) and
select Customize Quick Access Toolbar – this will take you to the Word
Op ons dialog box where you can add shortcuts for any commands.

2. Under the ‘Choose commands from:’ area, select Macros from the
dropdown list.

3. Click to select your recorded Macro name (Example:

Normal.NewMacros.Equa onEditor), then click the [ADD] bu on.

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§ Note: An op onal feature is you can click the Modify

bu on to select a speci c icon that will represent the
shortcut bu on you’re crea ng.

4. Click [OK] when nished

5. You should see the Macro Shortcut Bu on appear on your Quick Access
Toolbar above the Ribbon tabs.

USING YOUR EQUATION SHORTCUT BUTTON ON THE QUICK ACCESS TOOLBAR!!

You can use the shortcut bu on to open Equa on Editor any me you wish by
simply clicking the bu on on the Quick Access Toolbar, and then crea ng your
equa on!!

Quick and EASY!!!!!

TIP #6 TEXT FORMATTING SHORTCUTS

Below are some me-saving text forma ng shortcutsthat you can use in Word by
holding the CTRL, SHIFT, ALT keys down in combina on with various keyboard keys:

Highlight your text to format, then:

CTRL/SHIFT/d Doubleunderlines highlighted text

CTRL/ALT/1 Applies Heading 1 style

CTRL/ALT/2 Applies Heading 2 style

CTRL/ALT/3 Applies Heading 3 style

CTRL/SHIFT/l Applies a bulleted list

CTRL/SHIFT/a Uppercases highlighted text

CTRL ] (right bracket)Increases the font size

CTRL [ (le bracket) Decreases the font size

CTRL = Subscripts

CTRL + Superscripts

CTRL/SHIFT/n Normal

MAC users can also used these shortcuts – just subs tute the CTRL key and use the
Mac COMMAND (Apple) key if using Word on the MAC.

TIP #7 ELIMINATE A PESKY UNWANTED BLANK PAGE WHEN USING TABLES IN WORD (all
versions)

In Word, you may nd that a blank page appears at the end of your table and it can't be
deleted simply by backspacing or dele ng the space. Word automa cally inserts a new
blank page when you create a table that ends at the bo om margin.

You can view your paragraph marks by turning on the Show/Hide bu on on the Home
tab (use shortcut CTRL/SHIFT/*).

If you turn on the Show/Hide bu on, you can see the paragraph mark is displayed a er
the table.

If you don’t need the extra page at the end of the table, you may think that you can
delete the paragraph mark, but Word will not allow you to delete it because it's part of
the table format.

The easiest solu on to removing the addi onal unwanted page is to do the following:

A er turning on the paragraph mark (Show/Hide), select (highlight) the unwanted

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paragraph mark.

Change the font size of the paragraph mark

In Word 2007/2010, click in the Font size box in the Font group in the Home
tab

Click in the Font size box in the Forma ng toolbar

Change the font size to 1, then touch ENTER when nished

If that doesn't work, you can change the Spacing before/a er se ng as follows:

Highlight the paragraph mark

In Word 2007/2010, from Home tab, click the dialog box launcher in the
Paragraph group (lower versions, from the menu, select Format/Paragraph)

Click the Indents And Spacing tab

Within the Spacing area, set the spacing Before or A er the paragraph to
0.

Set the Line Spacing to Single then click OK.

This posi ons the paragraph mark on the same page as the table with the paragraph
mark nearly visible.

Tip #8 USE THE HIGHLIGHT TOOL ON HOME TAB TO HIGHLIGHT TEXT

If you want to highlight text within your document, you can use the Highlight tool in
Word 2007 or 2010.
• From the Home tab of the ribbon, under the Font group, click to select the
Highlight tool.
• Select (drag across) the text that you want to have highlighted.
The text appears as if it’s highlighted with a marker
• When you are nished marking text with the highlighter,
you turn it o by again clicking your mouse on the Highlight tool or by
pressing the ESC key.

NOTE: You can also apply highlighter marks to your text by rst selec ng the text
and from the Home tab clicking the Highlight tool. The highligh ng that
you’ve marked in the document also appears when you print your document.

Prin ng from a non-color printer causes the highligh ng to appear as shades of gray
instead.

You can also remove highligh ng:

• Select the text you previously highlighted and from the Home tab click the Highlight
tool.
The highligh ng disappears.

NOTE: You can select the highlighter color by clicking the drop-down arrow at the right
side of the Highlight tool. You can choose from 15 highligh ng colors.

Tip #9 SET WORD OPTIONS TO ENABLE MERGING WORD DOCUMENTS WITH ACCESS
QUERY DATA

If you want to use a Microso Access 'Query' instead of a table as your source le to
merge data into a Word document, you need to select a checkbox in the Word Op ons
Advanced Window in order to get the op on to choose a either a query or a table
during the merging process.

From the Microso OFFICE Bu on , click the Word Op ons bu on.

Choose the Advanced op on from the le menu that appears.

Scroll down to the General sec on of the Advanced Op ons Window..

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Check the box ‘Con rm le format conversion on open’ – this enables you to merge
with Access ‘queries’ - when you select an Access le to merge a list, you will select the
DDE op on when the window appears. It will then give you the tables and queries to
choose from.

If this op on is not checked , you will see only table lis ngs when merging with Access
les (Note: this is the same op on that needs to be set in Word 2003 to merge with
Access queries)

Tip #10 RECOVER TEXT FROM ANY FILE (2003, 2007, and 2010 versions as well)

If your document is damaged and you want to recover the text in the document the
"Recover Text from Any File" converter in Microso Word allows you to extract the text
from any le. The le does not have to be a Microso Word document. The "Recover
Text from Any File" converter does have limita ons. You’ll nd that Document
forma ng is lost, along with anything that is not forma ed as text. Graphics, elds,
drawing objects, and so on are not converted. However, headers, footers, footnotes,
endnotes, and eld text are retained as simple text.

• In Microso O ce Word 2007, click the Microso OFFICE Bu on, and click Open.
In Microso O ce Word 2002, Word 2003, or Word 2010, from the FILE menu, click
Open.

• In the Files of type area, select Recover Text from Any File(*,*).

• Select the Word le that you want to recover the text from.

• Click the Open bu on.

How to use the "Recover Text from Any File" converter with a non-Word le:

• In Word 2007, click the Microso ce Bu on, and then click Word Op ons.
In Word 2010, from the File tab, click Op ons. Click the Advanced tab, under the General
sec on, click to select the checkbox Con rm le format conversion on Open, and click
OK.

• In the Files of type area, select Recover Text from Any File(*,*).

• Select the le that you want to recover the text from, and click Open.

Note: If using Word 2002 or 2003, do the following:

• In Word 2002/2003, from the TOOLS menu, select Op ons.

• Click the General tab.

• Click to select the checkbox, Con rm conversion at Open, then click OK.

• From the File menu, click Open.

• In the Files of type area, select Recover Text from Any File.

• Select the le that you want to recover the text from.

• Click Open.

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