Change the Default File Location for Saving Documents

By default, Word 2007 stores your documents in the My Documents folder. However, you may want to save your documents in a different folder.

You may want to save your documents on a server so that they are accessible by all members of your office easily. It make sense to choose a location where everybody will know where to look for the files. Continue reading

Automatically Update Fields on Opening a Document

To take advantage of some of the more advanced features of Word, you require the use of fields. Table of contents, cross references, captions, formulas etc. all use fields to provide automation to the document.

When a document changes these fields need to be updated. This can be done by pressing the F9 key, or by right clicking on the required field and choosing Update Field.

If the document changes regularly, or is large and time consuming to keep track of the many fields used, it could be a good idea to set Word to automatically update the fields on opening the document. Continue reading

Browse Objects in a Document with Ease

When working on a large document it can become difficult to quickly locate and select the objects that you wish to make changes to. Fortunately Word provides some useful tools to enable you to select the next object such as a section, comment or table.

By using some of Word’s funky tools for navigating large documents by object, you can say goodbye to old clunky ways of finding the next object in the document such as the Page Down key or the scroll bar. Continue reading

Working with Balloons in Track Changes

When using Track Changes in Word, balloons are used to mark formatting changes and comments. Balloons seem to have a mixed appeal and many people prefer the use of the inline mark up, or the Reviewing Pane.

Balloons appear on the right in what is known as the Markup Area by default.

Track Changes using Balloons

However, these settings can be changed so that the balloons can be switched off, or modified to appear elsewhere. Continue reading

Insert a Table of Figures to a Document

If you have used the Caption tool to label tables, figures or images in a document, you can insert a table of figures. A table of figures is commonly found in the appendix and lists the figures labelled in a document.

This can be used to list many items inserted into a Word document such as tables, SmartArt diagrams or even Excel spreadsheets. It can then be used to navigate straight to the page of that table, or Excel spreadsheet in the same way that people use a table of contents to jump to the correct chapter.

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Insert a Drop Cap in Word

I was reading the Metro newspaper home from work a couple of days ago and I noticed that they had used a drop cap letter in the first paragraph of a story. I had never noticed them use this before. This inspired me to create a tutorial on how to insert a drop cap in Word.

Inserting a drop cap makes the first letter of a sentence larger than the rest. The first letter typically spans 3 lines of a paragraph.

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Have your Margins Disappeared?

Have you ever been using Word and wondered where your top and bottoms margins have disappeared to. If so, this sounds like you are in Print Layout view and have the white space between the pages hidden.

I got a phone call from a lady the other day worried because she could not see the content of her header. She feared that it had mistakenly been deleted. Someone previous to her had hidden the white space and this was causing her no end of worry.

Fortunately, this is easily solved.

  1. Click the Office button and select Word Options
  2. Select the Display category from the left
  3. Check the box labelled Show white space between the pages in Print Layout view

Show white space  in Print Layout view

  1. Click Ok

There is a shortcut for this too. Double click on the top edge of the page to quickly hide or show the white space of a page.

Mail Merge Rule with Multiple Conditions

Mail Merge can handle conditional rules such as If… Then… Else… to display different text depending on the information in the data source record. Normally these rules are quite simple tasks such as; if the member joined within the last month, or if they have a family membership.

Sometimes though you may need to use multiple conditions. For example, you may want to check if a member of a club had a Gold, Silver or Bronze membership. The new price of their membership depends on what membership they have.

Begin by inserting a basic If… Then… Else… rule. This gives you a head start with typing the rules by inserting the structure of the condition. It’s easier to expand on this rule, than write one from nothing.

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