Useful tips to use MS word 2007 more effectively

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MS word 2007 is a great tool for editing text documents. Besides this major feature, MS word 2007 has a lot more to offer. This post is about tips and tutorials for using  MS word 2007 more effectively and uncovering those features that some users might be unaware of.

Inserting voice commands into your MS Word 2007 documents:

You can use sound in Microsoft Office Word:

1. In the Word document, place your cursor where you want your voice message to go.
2. Click Insert, and then in the Text section, click the Insert Object button.
3. In the Object dialog box, on the Create New tab, in the list of object types, select Wave Sound.
4. Click OK, and then record your own voice note.

Templates are a convenient way to store the starting point for a document:

Most of us have documents that contain boilerplate text that we frequently need to reuse. And most of us who have a standard document that we use as a starting point have made the mistake of saving over the original of that document. If you have a document that you frequently use as a starting point for other documents, save a copy of it as a Template (DOTX) on your desktop. Then, when you double-click on that template, a copy of the document will be opened—no risk of ever saving over the original.

Move between objects by clicking:

At the lower right side of the window (just below the scroll bar) is the “Object Browser,” which consists of three buttons–a selection menu and a pair of Previous and Next arrows. One use of the Previous/Next arrows is after you’ve search for something using Find. When you close the Find dialog, the arrows are blue, indicating that you have a stored search. You can just click on the arrows to repeat the Find in the indicated direction. You can also use the “middle” button to select the type of object to browse. You can select to move among pictures, pages, headings, or any of a dozen object types.

Split the Screen

In Microsoft Office Word, on the View tab, in the Window section, click Split. This splits the screen and displays a dividing line in the current window. To switch between the screens, use the F6 key. This feature is helpful for typing two documents at the same time.

Formatting Related:

1. Change the formatting of the standard paragraph

When you start a new document, Word makes some assumptions about the spacing of the typical paragraph (in Word 2007, it puts a bit of space between lines and almost a 1/6th of an inch of space between paragraphs). If you don’t like that spacing, you can make changes to any sample paragraph and then right-click on the “Normal” Quick Style and select “Update Normal to Match Selection.” Any existing paragraphs in your document and any new ones you create will use this formatting.

2. Save a set of formatting as a style

Format Painter provides a convenient way of copy formatting from one spot to another but you can also store formatting for later use. Simply select the text that has the formatting that you want, right-click, and select Save Selection as New Quick Style. Once you give your new Quick Style a name, it will appear in the Style gallery on the Home tab.

3. Copy just the formatting

Almost everyone knows how to copy and paste text to re-use the same boilerplate in more than one document. But did you know you can do the same thing with formatting? The Format Painter is located on the Home tab, it’s that little paintbrush icon. When you click the Format Painter, Word copies the formatting of from the start of your selection and the cursor changes to a paintbrush. Now, wherever you click in your document, that same formatting will be applied. Whether your selection will just be text formatting or both text and paragraph formatting depends on what is included in the selection. And if you want to keep pasting the same formatting, you can double-click the Format Painter button to make it “sticky.” When you’re finished “painting” just press Escape to release the painter.

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