Summary:
* This source for complete information on the updates and changes made in Word 2007 teaches readers to work with galleries and templates, simplify working with others using new collaboration tools, find out what the Command Tabs feature is all about, and how to prepare mass mailings with ease
* Reveals insider secrets for increasing productivity and maximizing efficiency using Word 2007
* Begins with the basics, such as using galleries and templates to create professional-looking documents in less time, then explores more advanced topics such as collaboration tools and adding graphics and tables to punch up documents

Annotation:
A comprehensive overview of the latest version of the powerful word processing application describes the new features and capabilities of Word 2007 and furnishes insider guidance and tips on how to work with data to set up complicated macros, integrating graphics and tables, and working with collaboration tools. Original. (All Users)

Author : David J. Clark
Binding : Paperback
BISAC Subject : COMPUTERS / Desktop Applications / Word Processing
Book Type : NON-FICTION
Dewey : 005.52
Language : ENGLISH
LCCN : 2006939460
Library Subject : Microsoft Word, Word processing
Pages : 573, xxiv, 573 p. :
Publication Date : 02/12/2007

Inside the Cover:
The inside scoop... for when you want more than the official line!

Microsoft Office Word 2007 may be the top word processor, but to use it with confidence, you'll need to know its quirks and shortcuts. Find out what the manual doesn't always tell you in this insider's guide to using Word in the real world. How do you use the new Ribbon? What's the best way to add pictures? From deciphering fonts to doing mass mailings, first get the official way, then the best way from an expert.

Unbiased coverage on how to get the most out of Word 2007, from applying templates and styles to using new collaboration tools

Savvy, real-world advice on creating document for the Web, saving time with macros, and punching up docs with SmartArt.

Time-saving techniques and practical guidance on working around Word quirks, avoiding pitfalls, and increasing your productivity.

Tips and hacks on how to customize keyboard shortcuts, how to embed fonts, and quick ways to get to Help.

Sidebars and tables on TrueType versus Printer fonts, World 2007 View modes, and tabs in Word 2007.

Watch for these graphic icons in every chapter to guide you to specific practical information. Bright Ideas are smart innovations that will save you time or hassle. Hacks are insider tips and shortcuts that increase productivity. When you see Watch Out! heed the cautions or warnings to help you avoid common pitfalls. And finally, check out the Inside Scoops for practical insights from the author. It's like having your own expert at your side!

About the Author(s):
David J. Clark has been working with Word since the days of DOS, and explaining it to users for almost as long. He has over 18 years of experience as an author, editor, translator, and technical editor of computer books, working at major computer book publishers from 1984 to 1994, and then at Microsoft from 1994 to 2002. He now runs DJC Productions, LLC and works as a freelance author and editor living in Portland, Oregon, with his wife and two daughters. His clients include John Wiley & Sons and Intel Corporation.

Table of Contents

Introduction xix How this book is structured xxii A note on the examples xxii Typographical and command conventions xxiii Special features xxiii I The Basics 1 1 Get In and Out 3 Starting Word 4 Launching Word from the Start menu 4 Pinning Word to your Start menu 4 Launching Word by selecting a Word document 5 Opening a document created with a different word processor or text editor 6 Adding Word to your Windows XP Quick Launch toolbar 6 The Word environment 7 Getting help 8 The Ribbon 10 Where's the File menu? 12 Quick Access Toolbar 12 Customizing the Quick Access Toolbar 13 Status bar 14 Opening documents 16 Open an existing document 16 Open a new document 17 Opening a recovered document 18 Searching for a document 19 Searching for a document with Windows 19 Quitting Word 20 Just the facts 21 2 Work with Documents 23 Document types 24 Working with non-Word file formats 25 If you don't even know what program created the file 26 When a template file should have been a document file 27 Working with documents from previous versions of Word 28 Opening an older Word document in Compatibility Mode 29 Converting older Word documents to Word 2007 format 29 The Word 2007 compatibility packs for earlier versions of Word 30 Saving and dosing your new document 31 Naming your document 31 Taking advantage of your document's properties data 32 The Save command 34 The Save As command 34 Customizing your document Save settings 35 Closing your document 38 AutoRecover 38 Just the facts 39 3 Write and Revise 41 Using basic editing took 42 Typing with the keyboard 42 Typing new text 42 Inserting text into a sentence 44 Selecting text 44 Copying, moving, and deleting text 46 Copying text 46 Understanding the Clipboard 46 Pasting text 47 Deleting text 51 Moving text (cutting and pasting text) 52 Finding and replacing text 53 Finding text 54 Replacing text 60 Refining your text search 59 Finding formatting 64 Finding and replacing formatting 65 Finding special characters 66 Replacing with special characters 67 Checking spelling and grammar 67 Checking your spelling 68 Checking your grammar and writing style 73 Tweaking AutoCorrect so it doesn't annoy you 76 Adding terms to AutoCorrect list 76 Making use of exceptions 77 Just the facts 78 4 View and Navigate 79 Selecting your document view 80 Using Outline view to plan what you want to say 80 Using Draft view to focus on writing 88 Using Print Layout view to see how things will look when printed 89 Using Web Layout view to see your document as a Web page 89 Using Full Screen Reading view to read a document 90 Using Zoom to size your document view 91 Scrolling through your document 92 Browsing by objects 93 Using the mouse wheel 94 Using the cursor keys 94 Using Go To 95 Working with windows 97 New Window 97 Switch Windows 97 Split 98 Arrange All 99 Viewing two documents side by side 100 Just the facts 101 II Get the Look Just Right 103 5 Get the Look Faster with Templates and Styles 105 Creating your document using a template 106 What you need to know about Normal.dotm 106 Choosing a template 107 Creating your own custom template 115 Using Quick Styles 124 Choosing a Quick Style 124 Creating your own Quick Styles 125 Clearing formatting 126 Applying styles 127 Choosing a style set 128 Working with styles 128 Using the Style Inspector 129 Managing styles 131 Just the facts 132 6 Format Your Characters 133 Selecting fonts 134 Choosing the right font for the job 135 Fonts, font families, font styles, and effects 136 How to change a font style or special effect 137 How to italicize text 137 There's bold and then there's bold 138 How to select special effects 138 Selecting font sizes 140 How to quickly increase or decrease font size 140 How to select a specific font size 140 A point size primer 140 Applying color to text 141 How to use colors 141 Changing font colors 142 Character spacing 143 Changing character scale in percentage 144 Condensing and expanding character spacing 144 Raising and lowering characters on the line 145 Taking advantage of font kerning 146 Working with character styles 146 Creating a new character style 146 Applying a character style 148 Just the facts 149 7 Format Your Paragraphs 151 Selecting paragraph format settings 152 Aligning paragraphs 154 Indenting paragraphs 155 Line and paragraph spacing 160 Adding shading and borders to paragraphs 164 Sorting text 167 Working with paragraph styles 169 Some tips on storing your styles 170 Creating a new paragraph style 170 Modifying an existing paragraph style 174 Updating a style to match a selected block of text 175 Removing a paragraph style 175 Working with lists 176 Creating a buffeted list 177 Creating numbered lists 179 Creating a multilevel fist 182 Just the facts 185 8 Format Your Pages 187 Working with Document Themes 187 Changing Document Themes 188 Fonts 188 Colors 192 Effects 194 Saving a custom theme 194 Other document themes commands 195 Setting up your page 195 Setting page margins 196 Working with tabs 199 Selecting paper size and page orientation 201 Working with multiple columns of text 202 Page and section breaks 204 Line Numbers 205 Hyphenation 207 Laying out the page 210 Adding headers, footers, and page numbers 210 Adding page backgrounds 218 Vertical alignment 220 Inserting pages 221 Cover pages 221 Blank pages and page breaks 221 Just the facts 222 III Go Public with Your Documents 223 9 Print Your Document 225 Printing with Quick Print 226 Setting printing options 226 Printer preferences in Windows 227 Printer properties in Windows 229 The Print dialog box in Word 231 Word's print options 234 Working with Print Preview 235 Printing your documents 235 Printing the current document 236 Printing from Windows 236 Selecting a printer 237 Printing to fax 238 Printing to Microsoft Office Document Image Writer 239 Just the facts 240 10 Create Documents for the Web 241 Working in Web Layout view 241 Working with hyperlinks 242 Creating Web pages 247 Creating a single file Web page (MHTML) 248 Creating a Web page or filtered Web page 248 Setting Web Options 250 Just the facts 252 11 Send Your Documents to Others 253 Creating a blog entry 254 Sending your document as e-mail 257 Sending your document as an attachment 257 Sending your document via fax 260 Embedding fonts to preserve your document's look 260 Working with Compatibility Mode 261 Preserving complex formatting and using all of Word 2007's features 261 What happens to macros? 262 Adding content controls 263 Allowing maximum back and forth collaboration 263 Sending your document in other file formats 263 Just the facts 264 12 Collaborate with Others 265 Reviewing your document 265 Tracking changes 266 Working with comments 269 Reviewing changes 272 Protecting the document from changes 276 Marking the document as final 280 Comparing and combining document versions 280 Comparing two versions of a document 280 Combining revisions from multiple authors into one document 282 Sharing a document workspace 284 Online collaboration on the Web 285 Document collaboration with Microsoft Office Live Collaboration 285 Document collaboration with MSN Groups 286 Just the facts 287 13 Create Forms 289 Creating an electronic form 290 Designing an electronic form 291 Using table features in a form 292 Adding Controls to a form 294 Modifying Control properties 296 Locking the form for data entry only 297 Using the electronic form 298 Adding a digital signature and/or signature line 298 Creating a printed form 300 Adding blank lines with instructions within a paragraph 300 Adding boxes to be filled in 301 Adding check boxes 301 Creating a printed checklist 302 Adding signature lines 302 Using footers to add version details 303 Just the facts 304 14 Create E-Mail Blasts, Mass Mailings, and Directories 305 How a mail merge works 306 Using the Mail Merge Wizard 307 Creating a form Letter 308 Starting a mail merge 308 Adding a recipient list 309 Managing the recipient list 315 Adding merge fields and rules 319 Previewing the merge operation 324 Completing the merge operation 325 Creating an e-mail blast 326 Creating envelopes and Labels 328 Printing single labels and envelopes 328 Merge printing envelopes 334 Merge printing labels 335 Working with rules 337 Creating a directory 338 Just the facts 340 IV Add Tables to the Mix 341 15 Create and Manage Tables 343 Creating a table 343 Creating a table from scratch 344 Creating a table using Quick Tables 348 Moving and deleting tables 349 Resizing a table 349 Cutting and pasting a table 349 Deleting a table entirely 349 Formatting tables 350 Working with table styles 350 Table style options 351 Shading and borders 352 Working with cells, rows, and columns 352 Showing gridlines 353 Typing data and moving around in a table 353 Selecting tables, columns, rows, and cells 354 Moving the contents of one cell to another 355 Moving several selected cells 355 Moving or copying a column 355 Moving or copying a row 356 Inserting cells, columns, and rows 357 Deleting cells, columns, and rows 358 Merging and splitting cells 359 Adjusting cell size 361 Changing table alignment settings 365 Just the facts 367 16 Advanced Table Features 369 Converting between tables and text 369 Converting text into a table 369 Converting a table into text 370 Advanced table data manipulation 371 Sorting items in a table 371 Adding formulas to tables 372 Advanced table formatting 374 Automating data entry tasks in tables 374 Fitting everything on one page 376 Splitting tables across pages 378 Table width, alignment, and text wrapping 379 Nesting tables 381 Just the facts 382 V Punch It Up with Graphics and Page Design 383 17 Illustrate Your Point with Shapes and SmartArt 385 Create illustrations using shapes 385 Inserting a new drawing into your document 386 Inserting shapes and lines 389 Drawing freeform shapes and lines 390 Changing shapes and lines 391 Changing an existing shape 391 Replacing a shape with another shape 391 Resizing shapes 392 Arranging shapes 393 Working with shape styles 398 Formatting shapes 399 Changing the shape's color or fill pattern 399 Changing the shape's lines 401 Adding special effects to shapes 401 Taking advantage of SmartArt graphics 404 Adding a SmartArt graphic to your document 404 Working with SmartArt Styles 406 Just the facts 407 18 Add Charts to Present Your Data 409 Creating charts 409 Selecting a chart type 410 Using a chart template 412 Adding a chart using Microsoft Graph 413 Working with chart data 414 Selecting a data range 414 Switching row/column that forms chart axis 416 Editing chart data 416 Determining how to handle hidden and empty cells 416 Pasting a chart from an Excel spreadsheet 416 Formatting your charts 418 Selecting a chart layout 418 Selecting a chart style 421 Just the facts 424 19 Adding Pictures to Your Document 425 A word about photographs, clip art, and copyright 425 Adding pictures to your document 426 Working with pictures in Word 427 Working with picture styles 431 Adding clip art to your document 437 Finding the right clip art 437 Editing and formatting clip art 441 Just the facts 441 20 Advanced Text Formatting 443 Making an impact with text boxes 444 Selecting a text box from the text box gallery 444 Drawing a new text box 446 Linking text boxes 446 Resizing text boxes 447 Arranging text boxes 448 Formatting text boxes 453 Saving a text box to the text box gallery 459 Using building blocks 459 Working with the Building Blocks Organizer 459 Adding custom building blocks to your building blocks list 461 Bringing the AutoText feature back from the dead 462 Inserting symbols and special characters 462 Things you should know about special characters, symbols, and fonts 463 Adding symbols 463 Adding special characters 465 Adding equations to your document 466 Inserting an equation 466 Changing equation display options 467 Writing an equation from scratch 470 Using WordArt for visual impact 470 Adding a drop cap to add sophistication 472 Just the facts 472 VI Special Features 473 21 Control Issues 475 Restrict access to your documents with RMS 476 Inspect your document for hidden information 479 Adding a digital signature to a document 481 Encrypt your document 482 Protecting or encrypting your document when you save it 483 Just the facts 484 22 Create Reference Aids 485 Creating a table of contents 485 Inserting an automated table of contents 486 Inserting a manual table of contents 491 Removing a table of contents 491 Adding footnotes and endnotes 491 Inserting a footnote 492 Inserting an endnote 493 Navigating between notes 493 Footnote and endnote options 493 Removing footnotes and endnotes 494 Adding citations and a bibliography 495 Inserting a citation 495 Managing sources 497 Selecting a bibliography and citation style 498 Inserting a bibliography 498 Updating a bibliography 499 Converting a bibliography to static text 499 Adding captions 499 Inserting a caption 500 Setting caption options 500 Using the AutoCaption feature 501 Adding a table of figures 502 Using cross-references 503 Creating an index 505 Marking an index entry 505 Using an AutoMark file to mark up a document for an index 507 Adding the index 508 Updating the index 509 Creating a table of authorities 509 Marking a citation 509 Inserting a table of authorities 509 Updating a table of authorities 510 Just the facts 511 23 Save Time with Macros 513 Macros and security 513 Working with macros disabled 514 Working with trusted publishers and trusted locations 515 Recording a macro 516 A sample macro assigned to a key combination 517 A sample macro assigned to a button 520 Working with macros in Visual Basic 522 Smart tags 523 Just the facts 525 VII Appendixes 527 A Glossary 529 B Resource Guide 535 Resources from Microsoft 535 Microsoft Office Online 535 Microsoft TechNet 536 Microsoft Office Developer Center 536 Other Web sources 536 Recommended Reading List 537 Writing style 537 Usage guides 537 Preparing for publication 538 C Word 2003 to Word 2007 Roadmap 539 Help from Microsoft on making the jump from Word 2003 to Word 2007 539 Help: What's new 540 If you are a developer... 541 New features in Word 2007 541 User interface changes 541 Themes and Quick Styles 543 New ready-made document parts 544 Convey a concept with a drawing you select with SmartArt 544 Document preparation features to improve collaboration and security 545 New XML-based file format 545 New bibliography feature 546 Features removed, replaced, or hidden in Word 2007 546 Where are the toolbars and File menu? 546 Changes in Help 546 Text to speech and speech recognition 547 Smart tags and AutoText are just hiding 547 Equations and Diagrams 547 Word 2003/2007 command conversion quick reference 547 Index 555

Excerpt

The Unofficial Guide to Microsoft Office Word 2007 By David J. Clark John Wiley & Sons Copyright © 2007 John Wiley & Sons, Ltd All right reserved. ISBN: 978-0-470-04592-3 Chapter One GET THE SCOOP ON ... How to start Word * Finding your way around Word 2007 * Opening a document * Searching for a document * Quitting Word Get In and Out At a certain point, Microsoft Word became a famous example of a product suffering from something referred to in the software industry as "feature creep." By responding to customer feedback and matching any competitor feature-for-feature, Microsoft had continued to add more and more bells and whistles to Word over the years. The initial user interface of drop-down menus and toolbars with buttons could not begin to show all the possible commands and settings that now exist without hopelessly cluttering your writing area. With Word 2007, the designers have made a concerted effort to simplify and streamline the user interface so that the user can focus on the task - writing - and not on mastering the commercial airplane cockpit that the user interface had become in previous versions. If, like me, you spend hours of your day working with Word, the good news is that Microsoft has actually done a great job of streamlining the interface. Word 2007 is no minor incremental upgrade but a fundamental redesign that makes word processing a different experience. The bad news is that a truly significant upgrade to Word requires every user already familiar with Word to relearn many tasks. While many of them are easier than before and easy to discover without additional help, others require some orientation. If you are familiar with the previous version of Word, be sure to check out Appendix C, which gives a summary of changes as they relate to Word 2003 users. Starting Word Sometimes books about Word leave out this obvious step, but you can launch Word in several different ways, and it is useful to know about them, so that you choose the one that works best for you in a given situation. This can save you time and frustration so that you can focus on writing your document. Depending on whether you are starting a new document or revising an existing one, you have several choices about how to start Word. Launching Word from the Start menu If you are starting a new document, you need to launch Word first. If you are familiar with Windows (any version from Windows 95 onward), then you know that by pressing the Start button (usually located at the bottom of your desktop in the leftmost corner of your taskbar), you bring up a menu of programs. To start Word, follow these steps: 1. Click Start. 2. Click All Programs. 3. Click Microsoft Office. 4. Click Microsoft Office Word 2007. Once you have performed Step 4, Word opens a blank document and you are ready to begin writing. Pinning Word to your Start menu You may work with Word daily so that Windows always presents Word in the short list of programs recently used when you click the Start button. To guarantee that Word shows up as an option when you click Start, you can "pin" it to the Start menu. To do so, follow these steps: 1. From the Windows desktop, click Start. 2. Click All Programs. 3. Select and click Microsoft Office from the list of programs displayed. You may have to move to the second column of the list to do so, depending on what's installed on your computer. 4. Right-click Microsoft Office Word 2007. A popup menu appears, as shown in Figure 1.1. 5. Click Pin to Start menu. Word now appears above the line in the list of programs when you click Start, indicating that it is "pinned" to the list and will always appear. If you ever want to remove Word from the part of the list that appears every time you click Start, just click Start, right-click Microsoft Office Word 2007, and click Unpin from Start menu to remove Word (it will still appear in the list of recently used programs whenever you launch it). Bright Idea If you've used Word recently, you can get started in two clicks of the mouse: click Start in Windows and then click Microsoft Office Word 2007 from the left pane of the Start menu. Launching Word by selecting a Word document Because Word 2007 uses a file format different from previous versions of Word, you may have noticed after you installed Word 2007 that the icon has changed for Word documents created with older versions of Word, as shown in Figure 1.2, displaying the year as part of the icon. Any documents created from Word 97 through Word 2003 (whether on Windows or Macintosh versions) show an icon with the year 2003 displayed. If you have your current file folder set to the Details option, then you will see the file type listed as "Microsoft Office Word 1997 - 2003 Document." Documents you create or save in Word 2007 have no year displayed in the icon; they are listed simply as "Microsoft Office Word Document." Word 2007 documents are stored in XML (eXtensible Markup Language) format and have different file extensions from previous versions of Word. See Chapter 2 for more information. If the document you want to open has been created in Word 2007 or any version of Microsoft Word, just double-click the document's icon in Windows. This launches Word and opens your document. Opening a document created with a different word processor or text editor If the document was created using a different (but common) word processing application or text editor that is not installed on your computer, chances are you can open the file by just double-clicking the file's icon. You may see a dialog box first with a list of programs from which you must select Microsoft Office Word. Word 2007 then opens the file and converts it to Word 2007's file format. If the document was created using another word processing application or text editor that is currently installed on your computer, Windows assumes you want to open it with the application with which you created the file in the first place. You have two ways to get around this. You can either open the file after you have launched Word or, from Windows, follow these steps: 1. Right-click the file's icon. 2. Click Open With. 3. Click Microsoft Office Word from the list of programs, as shown in Figure 1.3. Adding Word to your Windows XP Quick Launch toolbar If you are like me, you like to have the top two or three programs you use the most available at a single click from the Windows XP Quick Launch toolbar (just to the right of the Start button on the taskbar). To add Word to the Quick Launch toolbar, first make sure that the Quick Launch toolbar is enabled. If it is not, right-click the Windows XP taskbar, click Toolbars, and click Quick Launch. To add Word to Quick Launch, follow these steps: 1. Click Start on the Windows XP desktop. 2. Click All Programs. 3. Click Microsoft Office. 4. Right-click Microsoft Office Word 2007. 5. Click Send To. 6. Click Desktop (create shortcut). 7. Click the Windows Desktop. A shortcut for Microsoft Office Word 2007 appears on your desktop. 8. Drag the shortcut to the Windows XP taskbar into the region of the Quick Launch toolbar until an I-beam cursor appears, indicating where Word's button will be inserted (to the left or right) along the Quick Launch toolbar, as shown in Figure 1.4. 9. Figure 1.5 shows the Word button, now present and available with a single click from the Quick Launch toolbar. (If you want to avoid a cluttered desktop, you may now drag Word's shortcut from the desktop to the recycle bin because Word is now permanently on your taskbar.) The Word environment As I mentioned earlier, Microsoft has redesigned the interface of Word to make it easier and more intuitive to use. But what if you have been using it for many years? Don't worry! I give you a quick orientation that works whether you are new to Word or just new to Word 2007. If you have used an earlier version of Word, some of the commands have changed or are in different places. See Appendix C for a ready reference of differences between Word 2003 and Word 2007. After launching Word as described earlier, Word opens a window. If you launch Word by selecting a word-processing file, the document contained in the selected file appears in this window. If you launch Word without selecting a file, a blank page appears. Surrounding the selected document or blank page is the Word interface. Figure 1.6 shows some of the various elements of the Word 2007 interface. If you are familiar with previous versions of Word, you will see that the vertical ruler, the horizontal ruler (where you can adjust margins and tabs), and the scroll bars look familiar. These features are covered in detail in Chapter 4. Everything else is rearranged. Take a moment to use your mouse to move your cursor over any unknown or less than obvious elements on the screen. A pop-up description of the element appears when you hover over it with the cursor. Bright Idea If you have more than three or four shortcuts in the Quick Launch toolbar and want them all to be visible, right-click the Windows taskbar, deselect Lock the taskbar, and drag the "grip" to the right of the Quick Launch area until all your buttons display. Getting help The Word Help screen To access help from Microsoft on using Word, click the Help button in the upper right corner of the Word screen. The Word Help screen appears, showing a toolbar with browser-style buttons for navigating the help system, as shown in Figure 1.7. Move your mouse cursor over the buttons on the toolbar to discover their functions. Below the toolbar is a window with two panes. The left pane shows a table of contents and the right pane shows the current help entry or a list of common help topics. Searching Help to get an answer Although Microsoft is constantly updating its search engine based on how users ask questions, there really is an art to asking in such a way that you get a useful response from a computer. After all, it might take several tries to get a clear answer from a human, so what can you expect? Here are some tips to make your search for help online more efficient and less frustrating: * Check your spelling. * Use Microsoft's terminology if you know it. * Don't bother with capitalization or complete sentences. * Microsoft says two to seven words yield the best results. To search for a topic, type your text string in the box to the left of Search at the top left portion of the Word Help window just below the toolbar shown in Figure 1.8. Choose from the list of search results the topic that sounds most like an answer to your question. If you don't find what you need on the first attempt, refine your search words and try again. The Ribbon Microsoft Office 2007 introduces a new user interface element called the Ribbon. The Ribbon serves as a more friendly and flexible alternative to drop-down menus and dialog boxes. On the Ribbon are several tabs. They adapt and size themselves according to the context of your work. However, the buttons that represent various Word commands have remained essentially the same as previous versions and are also for the most part understandable to those new to Word; some additional buttons and sliders have been added that are intended to be self-explanatory or close to it. When in doubt about a button, just move your mouse cursor over it to reveal its function. Inside Scoop Once you find the help entry you need, click the Table of Contents button (it looks like an open notebook) to hide the Table of Contents and free up space to view help and your document at the same time. Inside Scoop You can free up more document working space on your screen by double-clicking a Ribbon tab. This hides the groups of commands and displays only the tabs. Double-click a tab again to redisplay the groups of commands. Ribbon tabs Depending on what task you are performing in Word at a given time, these tabs will vary. When you open a document, the Home tab is on top, with the Insert, Page Layout, References, Mailings, Review, and View tabs to the right of it. You can move between Ribbon tabs by clicking the tab name. The Home tab gives you access to the basic writing tools you will use most often in Word. The Home and other tabs are described in greater detail in subsequent chapters. For now, Table 1.1 summarizes the functions of tabs you encounter on the default Word screen. Groups Under each Ribbon tab are collections of related tasks referred to as groups. For instance, on the Home tab you see the Clipboard, Font, Paragraph, Styles, and Editing groups. Each of the groups corresponds to a specific activity area. The most common tasks to perform within that category are listed for easy access as buttons, drop-down lists, and so on. Dialog Box Launcher At the lower right corner of many groups you will see the Dialog Box Launcher button (it looks like a small box with an arrow pointing down and to the right). Click this button to expand the group into a more traditional dialog box that lists all the commands in this category. Where's the File menu? If you are familiar with older versions of Word, the first thing you might notice is that the File, Edit, Format, Tools, Table, Windows, and Help drop-down menus are gone, or at least appear to be. Of course, these drop-down menus all represent important functions for Word. The Ribbon and tab system replaces the drop-down menu system. In the following sections and throughout the book I go into greater detail about the new interface. The File menu is actually still there - the Microsoft Office button in the upper left corner (the Microsoft Office logo) replaces the File menu. However, besides containing the commands you are used to seeing, some new commands appear on this menu: Prepare leads you to features that help you prepare your document for distribution, and Publish leads you to features that allow you to distribute your document electronically. In addition, the Microsoft Office menu has a Word Options button at the bottom that allows you to set options and customize Word (formerly located on the Tools menu). Quick Access Toolbar The Quick Access Toolbar, which looks like the top tab of an old-fashioned manila folder, appears at the top of your screen on the left. By default, it contains the Save command, the Undo command, the Repeat command, and the Customize Quick Access Toolbar command. If you prefer to have these Quick Access commands below the Ribbon, click the Customize Quick Access Toolbar button (it looks like a downward pointing triangular arrow with a line over it) and click Show Below the Ribbon. This puts the Quick Access Toolbar below the Ribbon and above the document you're working on. Customizing the Quick Access Toolbar As a user, you can't modify the Ribbon tabs or choose which buttons they display. However, you can add buttons and commands to the Quick Access Toolbar (much like adding and removing buttons to the toolbar in previous versions of Word). To do so, follow these steps: 1. Click the Customize Quick Access Toolbar button. 2. To add a command from the drop-down menu, click on it. To add another command not on the short list, click More Commands. 3. Click the drop-down list of the Choose commands from: option. 4. Select the group containing the command you want to add to the toolbar, as shown in Figure 1.9. 5. Click the command you want to add to the toolbar. 6. Click Add. The command appears at the bottom of the Quick Access Toolbar list, as shown in Figure 1.10. 7. Click the up and down arrows to position the command on the toolbar list where you want it. 8. Click OK to save your changes. The new command now appears on the Quick Access Toolbar. (Continues...) Excerpted from The Unofficial Guide to Microsoft Office Word 2007 by David J. Clark Copyright © 2007 by John Wiley & Sons, Ltd. Excerpted by permission. All rights reserved. No part of this excerpt may be reproduced or reprinted without permission in writing from the publisher. Excerpts are provided by Dial-A-Book Inc. solely for the personal use of visitors to this web site.