Basic Word Manual:

Moving the Insertion point Quick Keys	11

Using the Tab Key The Show/Hide button	13

To Set the Margins	15

To Start a New Page To Start a New Document	17

Highlighting Text	18

Format Painter	19

Moving Highlighted Text	20

Copying Text	21

To Print a Document	22

To Save a document	23

To Save a document onto a Flash Drive	25

Text Alignment	27

Setting the Tabs	28

Paragraph Indent	29

This manual:

Inserting the Date	1

Page Numbers	2

AutoCorrect	3

Macros	4

Developer Tab on Excel 2007/2010	7

Mail Merge	8

Templates	18

Tables	22

Borders and Gridlines	24

Mail Merge Continued	26

Track Changes	30

Compare Documents	33

Hints and Tips:	34

Word Long Documents Manual

Styles	1

Footnotes	9

Cross References	10

Table Of Contents	12

Bookmarks	14

Index	16

Captions	19

Table of figures	20

Navigation pane	21

Organize Styles	22

Some of the most useful Word shortcuts	23

Inserting the Date

First place the cursor where you wish the date to appear.

Choose the Insert tab on the ribbon and then choose Date & Time in the Text tab.

The Date and Time dialogue box appears

On the Menu bar, click on Insert and then Date and Time.

Click on the date format that is to your liking. and click OK.

If you check Update Automatically the when you re-open a document it will have the current date rather than the date it had when you saved it.

The selected date format will now appear on your document.

Page Numbers

Choose the Insert tab on the ribbon and then Page Number.

If you wish to start the numbering from other than 1 for example, click Format….etc

Make the appropriate selections as to where you want your page numbers to appear etc.
AutoCorrect	(previously briefly mentioned)

Say you want to type Yours sincerely just by typing ys (followed by a space or Enter etc.)

Somewhere on you document, type Yours sincerely.

Highlight it by dragging with your mouse.

Click the Office button at the very top left or File as shown here.

Choose Options.

… AutoCorrect Options. then..

Choose Proofing and then..

The following dialogue box appears.

Click in here and type ys.

Now try it out

Type ys and then a space or press Enter (or a space!)

Yours sincerely should appear on your document.

What if you don't want the AutoCorrect replacement to appear when you type ys?

It’s probably easiest to type another letter in front eg xys and then go back and delete the first letter! or type ys and then click at the front ie before the y.

Macros

Macros are short cuts. A macro is like a computer program – they enable you do many things consecutively in one go.

We could for example, make a macro to make some highlighted text bold and underlined in one press of a button as we will do now.

To Produce a Macro: This is rather like making a tape recording of things that you do.

Choose the Developer tab (see after next few pages if you don’t have a Developer tab.) and then In the Code tab, choose Record Macro

Give our macro a name eg BoldUnd.

Since we are going to run our macro by pressing a key combination, click Keyboard.

Click Assign and Close.

Press the keyboard combination that we wish to use to run the macro – in this case Ctrl-Z.

Click the bold and underline buttons.

Take care – the macro recorder will recording your every move!

To stop recording: In the Code tab, choose Stop Recording

To Run Our Macro

You may wish to start a new page – or even a new document! to show that the macro is “global”.	Highlight some text and then press Ctrl-z

The text should be made bold and underlined in one go.

If you wish to view the Macro code Choose Macros from the Code tab on the Ribbon.

It is also possible to place a button on the Quick Access Toolbar which we can use to run our macro.

In 2007 Right click on the Quick Access Toolbar etc.

We could assign coloured buttons to our macros.	Or create a group in which to place our buttons.

Note that these macros will be available next time we open Word.

Developer Tab on Excel 2007/2010

We must first make sure that the Developer Toolbar is on the menu as follows.

In 2010 click File.
Click the Office button in 2007	or…

Options.	Choose Excel Options.

or..

For 2007:	For 2010

Choose Customize Ribbon.	Choose Popular.

Check Developer tab	Check Show Developer tab in Ribbon.

Mail Merge

We wish to produce 3 letters with the same substance but to different people.

Dear Jo Your balance is £20. Rob Dear Ed Your balance is £10. Rob Dear Al Your balance is £10. Rob

To produce these 3 letters we need 2 files (also consider a document as a file).

1. The “template” for the mail merge

– better known as a form.	2. A file containing the data

(The Name and Balance are fields. Ed and 10 constitute one record, Jo and 20 another etc.) Name	Balance Ed	10 Jo	20 Al	10 Dear Your balance is £. Rob

We then merge these two files to produce a new single document which consists of many pages – each page being a separate letter (great for printing!).

Dear Ed Your balance is £10. Rob

After the merge we will have three files, the form, the data file and the result of the merge. The form and the data file (the ones above) are the ones which are usually saved – not the merged document shown on the left – it could be 100’s of pages long! - it can always be re-created and besides the data may change.

Dear Jo Your balance is £20. Rob

Dear Al Your balance is £10. Rob

In general: Difficulties arise in mail merge if you are not careful about which document you are working with - the Form or the merged document. Its therefore a good idea to name at least the Form.

To Perform a Mail Merge

Choose the Mailings tab on the Ribbon then Start Mail-Merge , choose Letters and then Step by Step Mail-merge Wizard.

2007	2010: much the same

Choose Letters.

Choose Next: Starting Document.

Choose Use the current document. Go to the next step to Select recipients. (“Select” is a bit misleading since we don’t have any yet! “Create” would be better!)

Creating the Data File

Select Type a new list. Create…

Since we wish to create our own field (Balance) and remove most of the suggested fields click Customize Columns

Delete the fields which we will not be needing and leave First Name only. Tip:To delete them start at the bottom and use the 'y' key. (It actually won’t make any difference if you have more fields names than you need.)	Click Add….

Click Add on the above dialog box and …

…Type the new field name and click OK.

Click Ok.

Click OK.

After clicking OK the New Address List dialog box should look like this in 2007 & 2010.

Type in the first record ed and 10. Each record in our case consists of two items of data.

Click New Entry (not the OK button!) or press Tab. Enter the other 2 records. (Jo 20, Al 10.)

Click OK to Close.

Even though 2010 and 2010 Access use the .accdb extension when referring to the Access databases in general it appears that Word 2007 & 2010 still use the 2003 Access database (with extension of .mdb)! Give it a name – data in this case. (Note that it is given the extension .mdb – an Access database!) Note the folder to which it is being saved.

Click Save.

Click OK. (Note that at this stage we can uncheck (and filter out using the drop-downs) any records that we don’t want included in our merge.)

Click Write your letter.

Write the “template” form letter as shown below.

In the next step, we will place a field placeholder after the space after Dear, so place the cursor there now.

We wish to insert our fields into the “form” (which serve as “placeholders” for our data). Click More Items…

Choose First Name and then click Insert.

The field name is inserted.

(It is rather a nuisance that we can’t do more than one at a time!) Click Close.(This button was previously labelled Cancel.)

Place the cursor after the space after the £ sign.

Chose More Items… again and repeat the process.

Your “form” should now look like this:

If it looks more like this press Alt-F9 to toggle. Dear «First_Name» Your Balance is «Balance»

Click Preview your letters.

Tip: Save this form as Form1 so that it is easier to identify. Complete the merge. “Scroll through to check the 3 letters.

Choose All and then click OK.

Note that the top of the document it has a different name from Form1 ie it is a new document! To view the 3 letters, choose Edit individual letters... To manually view the fields in the form press Alt-F9.

Use the scroll bar to go from letter to letter. Note that each letter is a separate page of one document.

Note that you now have 2 documents open – the form and the merged document. Don’t save the merged document. You may wish to keep the form.

(To check how many documents that you have open, click Window on the menu bar.)

It is of course now a simple matter to print the merged document if so desired by using File, Print etc.(making sure that you are printing the merged document and not the form.

Save the Form.

Templates

A template doesn’t get changed. For example we could make a template containing the date and our address.

41 Kensington High Street	London W8 Friday, 10 April 2015 Dear

Then when we “fill in” the letter and save it, the template – as you see it here on the left - is not altered and it can be used again.

To Make a Template

Start a new document and type something similar to the above.

Choose the Office button at the top left (File for Word 2010) and then Save as a Word Template(*.dotx) type.

Note carefully where it is getting saved to.

Name it as say address.	Finally, click Save.	Choose Document Template.

(Note that it will be given a .dotx extension ie it will be saved as address.dotx.)

Close your Template.

To Use your Template

Choose the Office button (File) at the top left and then New. Then New from Existing.

Locate your template.

(This may not be as easy as it sounds it does not get saved to the Templates folder! and won't therefore appear yet in MyTemplates but hopefully you previously noted where it was saved.

It may even be easier to click File, New, New from Existing.

2010: Create New from existing, Your template will only appear in Recent Templates if it was specifically saved to the Templates folder!. The New Document Task Pane appears. Choose
On my Computer…

Click OK. (Notice that we are about to open it as a document!) Select your template.

Note that it has been opened as a document!

Fill it in as you wish eg type Joe after the Dear so that we have Dear Joe etc.

Click File, Save As…, give it a name say letter1 and click OK. Note that it has been saved as a document (with a .doc extension).

Close it.

“Open” our template again ie

Click File, New….

You should find that your template is unaltered and can be used again!

Tables

To work with tables, it is probably best to display the Tables toolbar as follows.

Tip: It is probably easier if we created some document first ie press Enter a few times) before we insert our table.

Say we wished to produce the following table.

In 2007/2010: Note the appearance of the Design tab on the ribbon.

From the Ribbon choose Insert, Table, Insert Table…

Choose 3 columns and 2 rows and click OK.

The table should appear.

(If nothing appears to happen, it is because the gridlines are not visible.

Easier Method to Create a Table

From the Ribbon choose Insert, Table, Draw Table…

A pencil (crayon?) appears on your document. Click and drag to draw a table freehand.

Place some data in some cells of the table.

Borders and Gridlines

If borders are completely removed (both inside and around the table), they do not appear in the print-out (or Print Preview).

On the other hand Gridlines (see later) are just guides. They have no effect at all on the final print out.

To Turn Borders On and Off

Borders are turned on and off by using the toolbar as follows (or from the Format menu).

The Table Tools tab now appears on the Ribbon when the cursor is in the table. In the Design Tab select the Borders drop-down.	The table can be selected by clicking on this little box – or by highlighting the table by dragging over it.

For the exercise choose No Border.

No borders appear. This is how that actual printed document will appear – no borders.

To see the document as it will print, choose File and then Print or choose View, Print Layout or otherwise.

Turn the borders back on by going to the Design tab again. Don’t forget that the cursor must be IN the table for the Table Tools tab to appear.

Adjusting the Widths of the Columns

The paragraph indents markers (the little triangles and rectangle) will appear individually for each respective column that the cursor is placed in

Adjust the other column widths in the same way.

Tables have many other features eg sorting and summing columns etc.

The best way to proceed from here is to

Click on Help and then Microsoft Word Help Topics , choose Index and then type in Tables.

Mail Merge Continued

To Insert Fields in the Data Source. We will have to do this from Access!

We need to locate data.mdb and open it in Access

We can now insert fields etc. and update the query as well. Open the query in Design view.

And then we can Insert the fields in Word:

If the fields are not visible in this form press Alt-F9.

Finish and Merge and then choose Edit Individual Documents.

Choose All, Ok.

Note that the second record (for Jo) has no Address2 (See the database table above.) and his blank line is "bunched up".

Conditional Insertion

From the Mailings Tab choose Rules, If…Then…Else.

Finish and Merge etc

Result:

addA1 addA2 addA3 Dear ed Your balance is £ 10 Rob please review your account

addB1 addB3 Dear jo Your balance is £ 20 Rob your account is looking good

addC1 addC2 addC3 Dear al Your balance is £ 10 Rob please review your account

Track Changes

Type this in Word.

Choose the Review tab, Track Changes, Track Changes. .

Change black to brown.	Make dog bold.	Insert big.

Balloons appear in the margin. (If they don’t appear try Review tab, Show Markup, Balloons.)	The revision marks appear.

The above assumes that we are in Print Layout view.

Change to Draft by choosing the View tab and then Draft.

Your screen will now appear as below:

The alterations are now visible in the document.

Switch back to Print Layout view.

Choose the Review tab and choose the Final Show Markup drop-down.

Choose each one separately to see the effect. To accept all of the alterations carte blanche, select one of these or….

…to consider the changes one at a time, place your cursor at the start of the document and try these one at a time:

Click Show Markup… for the appearance of various mark-ups (ie insertions, deletions and formatting changes). ..

..They can be turned on and off. (For DISPLAY only – they don’t permanently change the document.)	for example, uncheck Insertions and Deletions to make these disappear.
Track Changes Cont’d	Comments:

Click to insert a new comment.

Type the comment.

Warning: Even though we may choose Final:

The Revision marks will still be visible to a 3rd party!!

http://office.microsoft.com/en-gb/word-help/remove-tracked-changes-and-comments-from-a-document-HA001219021.aspx

Choose Final as above and close and save the document.

Open it. You’re in for a bit of a surprise!

To Remove all Markup

From the Review tab Accept or Reject All Changes (or do them individually) to remove most of the markup:

Delete the comments separately. (Select it first.).

Compare Documents

The dog is black. Make this document containing this text and save it as dog1.docx.

The big dog is brown.

Make another document containing this text and save it as dog2.docx.

Close both documents.

Choose the Review tab and then Compare, Compare.

Choose both documents.

Legal blackline was introduced to meet the requirements of law firms to track all versions. With this option, the originals remain untouched, and the changes are displayed in a new document.

We would usually want to see the changes in the Revised document - Try this first.

(If we want Legal Blackline document choose New Document.)

(Make sure that we can see both documents.)

Generaly to view two documents side by side, open both of them and ..	To see both documents – and be able to scroll them synchronously! Choose the View tab etc.

Hints and Tips:

Ctrl-F: Find

Ctrl-H : Find and Replace.

Ctrl-G : Go to a page

Shift-F3 : Toggle Case.

Ctrl-Shift-N: Return to Normal Style.

Click. Mouse scroll. Shift-click to highlight.

Font superscript 2003 Format, Font, Choose Subscript etc. 2010 : Home tab, Font and click the little arrow at the bottom right of the tab etc

Alt key : Note they give us access to the menu items in 2003. In 2010 the Alt key on its own gives the Alt shortcuts

Grammar. Review tab.

Spelling : Option, Proofing, As You Type from the Word

Office/File button in 2007/2010 and then Word Options.

Bullets. Note press Enter twice to remove bullets.

Ctrl-space. Removes all formatting!

In their wisdom Microsoft introduced 1.5 line spacing by default. To return it to single:
How to set default to Single Line Spacing" in Word 2007/ 2010

On the home tab of the ribbon, find the Styles section (on the right). You’ll see a drop-down called Change Styles. Click it, then....

…choose Style Set.

then click on Word 2003!

This will change the default styles for that document to the ones where Normal paragraphs have single spacing with no extra space after paragraphs.

UCL notes to manage large documents:

http://www.ucl.ac.uk/isd/common/resources/word_processing/word_2010/word_long

Labels

We must first identify the labels that we are using.

eg visit the Avery website: http://www.avery.co.uk/

We will use 21 labels per A4 page. Word will recognize this as C2160 - amongst others.

Template:

Address Labels 21 per page - PORTRAIT

Address Labels 21v - PORTRAIT

Compatible Products:

C2160, J8160, J8160-10, J8160-12, J8160-15, J8160-25, J8160-30, J8160-40, J8160-100, J8160-250, J8160-500, J8360, J8360-5, J8360-10, J8560, J8560-5,

Note the following notes are for a label mail-merge where the names and addresses are different. If we want Labels which are all the Same simply choose:

Mailings, Labels.

New Document will produce as shown below:

To Perform a Mail Merge

Choose the Mailings tab on the Ribbon then Start Mail-Merge , choose Letters and then Step by Step Mail-merge Wizard.

2007	2010: much the same

Choose Step by Step Mail Merge Wizard

Labels.

Starting documents.

Select Recipients.	Choose our label type and click OK	Label Options to select the label type.

(Follow the notes as per mail-merge for letters with changes as below:)

Use existing list (Browse) or Type a New List (Note where it is saved!

Arrange Your Labels:

More Items !!

Tip : Turn on the “Show/Hides” so that you can see the boundaries of your labels.

Update all Labels!

Preview Results etc: