PC Solutions

Tips and Tricks

Microsoft Word 2007

Quick Access Toolbar
There are certain commands you might want to add to the Quick Access Toolbar for easy access. For example, to add the Date & Time command:
1. Click the Customize Quick Access Toolbar button to the right of the Office button and choose More Commands.
2. In the Choose Commands From drop down, select All Commands.
3. Choose Date & Time and click Add. Click OK to add a Date & Time button to the Quick Access toolbar; you can add other commands in a similar fashion as well.

Compare Documents
You can use Word’s synchronous scroll to compare two documents:
1. Open both the documents
2. In the View Tab, choose View Side By Side under Window; both documents will be displayed side by side. If you want to view the documents horizontally instead, choose Arrange All.
3. To scroll the two documents together, choose Synchonous Scroll under Window in any of the windows.

Automatically Select Words
When selecting text from middle of a word (usually to delete), Word 2007 automatically selects the whole word and this extra-helpful feature tends to be an annoyance. Here’s how you put an end to it.
1. Click on the Office button and choose Word Options.
2. In the list of options, choose Advanced in the left hand column
3. Deselect the Automatically select entire word check box

Turn Off Paste Options
If you Copy-Paste information in Word a small dynamic Paste Option menu appears next to the just pasted information, it distracts many but thankfully can be turned off.
1. Click on the Office button and choose Word Options.
2. In the list of options choose Advanced in the left hand column
3. Scroll through the various options until you get to the Cut, Copy, Paste, section.
4. Deselect Show past Options Button

Controlling The Smart Cut And Paste Feature
When copy-pasting any information into a document, we unknowingly add or remove spaces. For such situations the smart Cut and Paste feature comes handy. It needs to be turned on.
1. Click on the Office button and choose Word Options.
2. In the list of options choose Advanced in the left hand column
3. Scroll through the various options until you get to the Cut, Copy, Paste, section.
4. Select the Use Smart Cut and Paste check box to turn it on.
5. You can tweak it further to your liking by clicking on the Settings button

Creating A Proper Registered Trademark Symbol
The registered trademark symbol can be generated in Word by typing in (r)—however, the resultant mark isn’t superscripted. To do so, follow these steps:
1. Highlight the registered trademark symbol that results after (r).
2. Press [Ctrl] + [Shift] + [+]. This will superscript the mark
3. Now click the Office button and then choose Word Options.
4. In the left hand column select Proofing and select the AutoCorrect Options button. Word will display the AutoCorrect tab of AutoCorrect dialog box.
5. In the Replace box, type (r) and the with box should already be filled with the registered trade mark symbol in the first if you had selected it in step 1
6. Make sure the Formatted Text option is selected
7. Click Replace. Word will ask if you want to replace existing AutoCorrect definitions. Click Yes; the old definition will be replaced.

Using A Non-breaking Hyphen
When Word 2007 calculates line length it tries to break the line and wrap it to next line on a space or hyphen. However, sometimes you might not want it to wrap at a hyphen—for example, with telephone numbers. Using a non-breaking hyphen is the key—here’s how:
To create a non-breaking hyphen, press [Ctrl] + [Shift] + [-] instead of just the hyphen.

Limiting Edits To Comments
Any document can be protected by making it read-only and adding a password. However, when you have group of people reviewing the document, they should be able to add comments, at least. Here’s how to do it:
1. Under the Review Tab, choose the Protect Document tool. Word displays the protect document pane at the right side of your document
2. In the Editing restrictions section of the pane, choose Allow Only This Type of Editing in the Document. Once done, Word will enable a drop-down list
3. Using the drop down list, choose Comments. Select Yes, start using Enforcing Protection. This will prompt the Enforcing Protection dialog box.
4. Enter a password in the box, Click OK and save the file as Normal.

Inserting Files
There may be a need when you have to add a file to the current document or append a document in the middle of your document. This can be achieved in the following manner:
1. Position the cursor where you want the other file to be inserted.
2. Select the Insert tab on the Ribbon and in the Text group, click the down-arrow to the right of the Object tool.
3. Choose the Text from File option, which will open the Insert File dialog box.
4. Select the file you want to insert and click on OK.

Formatting Inconsistencies (Blue Underline)
Word has its ways of error notifications by way of marking errors with underlines—Red for spelling mistakes, Green for grammatical mistakes and Blue for formatting inconsistencies. While the first you are important the third might not be for most of us. There is a way to stop them, here’s how.
1. Click the Office button and then choose Word Options.
2. Click Advanced in the left hand column and scroll to the Editing Options section. Deselect Mark Formatting Inconsistencies and click Ok.

Putting Borders
You can add borders to your paragraph or if need be to one entire page. Follow these steps to do it.
1. If you are not planning to add borders to all pages in your document then position the cursor on the part which will use borders
2. Go to the Page Layout tab of the Ribbon and choose Page Borders under the Page Background group. It will open the border and shading dialog box
3. Use the controls in the dialog box to specify the border appearance. You can also apply artistic borders using the Art drop down list.
4. Use the Apply To drop down list to select what parts of the document should use borders and click OK.

Adding Sound To A Document
At times you may feel the need to add multimedia to you document and it is possible to add sound files to the document; here’s how.
1. Position your cursor at the point where you want to insert a sound file.
2. Go to the Insert Tab of the Ribbon and click Object in the Text group. This will open the Object dialog box.
3. Browse and select the sound file to be inserted and click OK. A Speaker icon will appear at the insertion point.
4. To listen to the sound, double-click the speaker icon.