Category: Microsoft Word 2007

Toggle Capitalizing the First Letters of Sentences

Summary: Configure whether you want Word 2007 to capitalize the first letter of every sentence.

Depending on your configuration, Microsoft Word 2007 may automatically capitalize the first letter of each sentence. This may prove helpful when typing large paragraphs of information as sometimes a finger may slip when pressing the Shift key and leave the first letter of a sentence uncapitalized.

This feature, however, does not work 100% of the time, and enabling it has some downsides. In some technical and other documents you may start a paragraph with information or a proper name that needs to be in lowercase. Word will think the first letter should be uppercased, cheerfully changing it for you.

To toggle this behavior:

1. Access the Microsoft Word 2007 Options menu.

2. When the “Word Options” dialog box appears, click “Display” in the left pane.

3. Click the “AutoCorrect Options” button in the right pane.

4. The “AutoCorrect” dialog box appears. Select the “AutoCorrect” tab.

5. Check or uncheck “Capitalize first letter of sentences” as desired.

6. Click “OK” on the dialog boxes to close them.

Add Vertical Page Position to Status Bar

Summary: When editing documents requiring pinpoint positioning of text or graphics elements, add the current vertical page position to the Word 2007 status bar.

When editing complicated Microsoft Word 2007 documents involving graphics, tables, and text boxes, pinpoint accuracy when aligning elements may be required.

While you can look at the vertical ruler to ascertain the current position on a page, Word 2007 can assist you in vertical positioning by placing such information directly on the status bar.

1. Right-click the status bar.

2. Check “Vertical Page Position”.

Adding the vertical page position to the Word 2007 status bar

Note that depending on your computer’s speed, when scrolling through your documents it may take Word a half second or so to update the position.

The vertical page position in the Word 2007 status bar

Navigate Ribbon and Menus with the Keyboard

Summary: Explains how to navigate the Word 2007 Ribbon and menus with the keyboard.

As the interface of Microsoft Word 2007 is quite different from previous versions of Microsoft Word, you may be confused how to navigate the Ribbon and menus with the keyboard.

With previous versions, pressing the Alt key on the keyboard allowed you to navigate the various menus. Then, it was as simple as pressing the correct shortcut key to activate a given function.

With Word 2007:

Press the Alt key to activate Ribbon and Quick Access Toolbar shortcuts. Your Word 2007 ribbon bar should appear similar to below:

Activating the Word 2007 Ribbon with the keyboard

From here, press one of the shortcut keys next to the Quick Access Toolbar or Ribbon to select an option or sub-menu. For example, pressing the letter P opens the “Page Layout” group of the Ribbon as shown below:

Activating the Page Layout group of the Word 2007 Ribbon via the keyboard

From here, enter the shortcut key or keys to activate a desired command. For example, note that the commands for “Watermark”, “Page Color”, “Page Border”, and the “Paragraph” dialog box all start with the letter “P”. To activate the desired command you should key in the two-character keyboard shortcut.

As a full example, to activate Word 2007’s page background watermark feature, press the following keys in succession:

Alt (to access the keyboard shortcuts)
P (to access the Page Layout group)
PW (to access the Watermark feature)

Microsoft Word 2007 – Add a Drop Cap

For artistic reasons or to separate groups of text, you may choose to add a drop cap to one or more of your paragraphs. A drop cap is simply the first letter of a line or paragraph of text written in a larger font.

Example of a Drop Cap in a Word 2007 document

To insert a drop cap in a Microsoft Word 2007 document:

1. Move your cursor to the line or paragraph where a drop cap should appear.

2. Click the “Insert” tab in the ribbon at the top of Word 2007.

3. In the “Text” group, select the “Drop Cap” command.

4. Select whether you want a “Dropped” or “In Margin” drop cap, and you can also select whether to remove a previously-placed drop cap. Or, click “Drop Cap Options” for more advanced options including:

* Drop Cap Font
* Lines to Drop
* Distance from the Drop Cap to the rest of the text

Add Line Number Indicator to the Status Bar

word_2007_line_number_status_bar

Summary: Determine which line you are reading / editing in a Word 2007 document.
When multiple people are reading and proofing a Microsoft Word 2007 document, it may prove beneficial to mention that an edit is requested at a particular line number on a given page.

To make finding these line numbers easier, you can add an indicator to the status bar:

1. Right-click the Word 2007 status bar.
2. Check “Line Number” in the menu that appears.

Adding a line number indicator to the Word 2007 status bar

word_2007_configure_line_number_status_bar

Update Document Fields Before Printing

Summary: Update the table of contents, date, and other fields before printing your Word 2007 documents.

If you have added fields to your Microsoft Word 2007 documents such as a table of contents, indices, or references, these may become out-of-date while editing your document.

When you are ready to distribute a hard copy, in order to keep the field values up-to-date you would normally have to go back through your document and update all of the fields. Or, perform this quick configuration tweak and have Word automate this task for you:

1. Access the Microsoft Word 2007 Options menu.

2. When the “Word Options” dialog box appears, click “Display” in the left pane.

3. In the right pane, underneath “Printing Options”, check “Update fields before printing”.

4. Click “OK” to close the dialog box.

Add a Drop Cap

Summary: Add a Drop Cap for added flair in your Word 2007 documents.

For artistic reasons or to separate groups of text, you may choose to add a drop cap to one or more of your paragraphs. A drop cap is simply the first letter of a line or paragraph of text written in a larger font.

Example of a Drop Cap in a Word 2007 document

To insert a drop cap in a Microsoft Word 2007 document:

1. Move your cursor to the line or paragraph where a drop cap should appear.

2. Click the “Insert” tab in the ribbon at the top of Word 2007.

3. In the “Text” group, select the “Drop Cap” command.

4. Select whether you want a “Dropped” or “In Margin” drop cap, and you can also select whether to remove a previously-placed drop cap. Or, click “Drop Cap Options” for more advanced options including:

* Drop Cap Font
* Lines to Drop
* Distance from the Drop Cap to the rest of the text

Add a Stylish Cover Page

Summary: Add an attractive cover page to your Word 2007 documents.

Sometimes your Microsoft Word 2007 documents would benefit from a fancy cover page. Instead of boring black centered text on a white background with the document name and title, why not add color, modern graphics, or a photograph?

Adding a cover page to a Microsoft Word 2007 document

To add a cover page to your document:

1. Select the “Insert” tab in the Ribbon.

2. In the “Pages” group, click the “Cover Page” command.

3. Click on your desired cover page template to add the cover page.

4. In the cover page, double-click on the fields such as Title and Year to edit the appropriate text.

Add Line Numbers

Summary: Add line numbers to your Word 2007 document to make sections easy to reference.

Especially in document editing and peer-review stages, line numbers may be a useful feature to add to your Microsoft Word 2007 documents. Line numbers are easier to reference than “the third full paragraph on page 20 above the horizontal line”, and even may be useful in final copies of certain legal and professional documents.

Example of a Word 2007 document with line numbers

Word 2007 can add line numbers to the left of your document without requiring you to create numbered lists:

1. Select the “Page Layout” tab in the ribbon.

2. In the “Page Setup” section, click the “Line Numbers” button.

3. In the pull-down that appears, select “Continuous” line numbers to keep the line numbers increasing throughout your document. “Restart every page” restarts the line numbers from 1 on each page, and “Restart each Section” restarts the line numbers from 1 on each document section.

Adding continuous line numbers to a Word 2007 document

To turn off line numbering, repeat the above steps but select “None” from the pull-down.

Inspect Documents for Hidden Text

Summary: Before distributing Word 2007 documents, inspect them for hidden text.

As mentioned on other sites such as News.Com and the BBC, Microsoft Word documents can contain many kinds of hidden text, such as:

* Document author and company information

* Revision information, including comments meant only for the document authors

* Watermarks

Distributing documents with such information could have embarrassing, if not legal, repercussions. Yours or your company’s privacy may be violated, and in some cases, document revisions have shown contracts destined for one company that were originally written for another organization, possibly a competitor.

Thus, it is highly recommended to always remove hidden text before sending document files to anyone.

Because of this growing concern, Microsoft Word 2007 contains a wizard that can remove most, if not all, hidden text from documents.

1. Save your document first. Otherwise, Word will prompt you to do so.

As noted in this tool, some changes made cannot be undone! You may wish to save a copy of the current document first, meant only for internal use. Just make sure you distribute the copy with the hidden text removed!

2. Click the “Office” button.

3. Choose “Prepare” in the left pane of the menu.

4. In the right pane, select “Inspect Document”.

Activating Word 2007’s document inspector

5. The “Document Inspector” dialog box will appear. Choose what types of items you want inspected (the default is to check for all items):

* Comments, Revisions, Versions, and Annotations
* Document Properties and Personal Information
* Custom XML Data
* Headers, Footers, and Watermarks
* Hidden Text

6. Click the “Inspect” document to begin the inspection process.

The Document Inspector finding items that may require removal

7. You will be shown whether or not items were found. To remove a particular group of items, click the “Remove All” button next to the group.

8. When done, click “Close” to close the Document Inspector.