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Word 2007: Frequently Asked Questions

  1. Where are the menu items and tool bars?
  2. What would happen when I use Word 2007 to open documents created in previous versions of Word?
  3. How do I change the default font for Word 2007?
  4. How do I change the default line spacing for Word 2007?
  5. How do I do a word count??
  6. How do I change to a different printer while in Word 2007?
  7. How do I create tables in Word 2007?
  8. What keystroke can be used to switch between two open Word documents?
  9. How do I redo or undo my changes in Word 2007?
  10. How do I add page numbers in Word 2007?
  11. How do I turn on Track Changes in Word 2007?
  12. How do I add a Comment in Word 2007?
  13. How do I save my word document as a PDF file?
  14. How do I minimize the ribbon?
  15. How do I get ruler for viewing the margins?
  16. Is there a way for me to open Word 2007 in an obsolete version of Office?
  17. How can I customize the ribbon?
  18. Is there a setting to prevent accidental modifications of my file?

 

Answers

  1. Where are the menu items and tool bars?
    The menu items and toolbars have given way to the Ribbon. The Ribbon is a thick bar at the top of the application window that contains icons which are grouped together by usage.  The Ribbon organizes commands with others that are similar. 
    • Home has the common formatting commands, styles, bullets, and copy/paste.
    • Insert contains all items that can be inserted into the file, such as pictures, clip art, pages, and text boxes.
    • Page Layout contains margin , orientation, and spacing properties.
    • References contains the most common items needed when generating a professional paper, including footnotes, citations, table of contents, and index.
    • Mailings contains the items needed for a mail merge.
    • Review contains spell check, thesaurus, and track changes. \
    • View contains the view options for the document and is the location of the Switch Windows command to move between files open in that application.

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  2. What would happen when I use Word 2007 to open documents created in previous versions of Word?

    When you open a document in Microsoft Office Word 2007 that was created in Microsoft Office Word 2003, Word 2002, or Word 2000, Compatibility Mode is turned on, and you see Compatibility Mode in the title bar of the document window. Compatibility Mode ensures that no new or enhanced features in Office Word 2007 are available while you are working with a document, so that people who are using previous versions of Word will have full editing capabilities.

    You can work in Compatibility Mode or you can convert your document to the Office Word 2007 file format. Converting your document allows you to access the new and enhanced features in Office Word 2007. However, people who are using previous versions of Word may be prevented from or have difficulty editing certain portions of the document that were created by using new or enhanced features in Office Word 2007.
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  3. How do I change the default font for Word 2007?
    When Word is installed on the computer, a default font is specified. If this is not the font that you want to use for all your documents, then you can change it. Once this change is made, all documents based on the Normal template will use the specified font.  To change the default font, view the instruction.
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  4. How do I change the default line spacing for Word 2007?
    The default settings in Word 2007 for line spacing cause the document to be double spaced rather than single spaced.  To change these settings, view the instruction.
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  5. How do I do a word count?
    On the ribbon, click the Review tab > the Proofing group > Word Count.
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  6. How do I change to a different printer while in Word 2007?
    While in any of the Microsoft Office programs, click the Office Button open.  Click the Print option in the list.  The Print dialog box will appear.  In this dialog box, click the list arrow for the Name box.  A list of printers that are installed on your machine will display.  Click the printer that you want to use.
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  7. How do I create tables in Word 2007?
    View the instruction.
    [Back to Questions]
  8. What keystroke can be used to switch between two open Word documents?

    CTRL+F6 will switch between two open documents in Word.
    [Back to Questions]

  9. How do I redo or undo my changes in Word 2007?
    undo
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  10. How do I add page numbers in Word 2007?
    View the instruction.
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  11. How do I turn on Track Changes in Word 2007?

    1. Click the “Review” Tab in the Word 2007 Ribbon
    2. Click the “Track Changes” button
    3. If you want to incorporate all the changes one of your colleagues made, or reject some whilst approving others, you can do that with the buttons in the Review tab > the Changes.
    4. To accept the change, simply click Accept.  To reject, click Reject.
    5. To move between changes, you can use the Previous and Next buttons.
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  12. How do I add a Comment in Word 2007?
    To add a comment, again on the Review tab of the Ribbon > the Comments group > New Comment.  You will then be able to type your comment into the balloon on the side of the document. 

    initialNote that when you add a comment, it will begin with your initials.  To change your initials, click on the Office Orb, in the top right hand corner of the screen, and then select “Word Options”.  In the “Popular” section (should be the default when you open the options dialog box) there is a text field where you can change the initials.

    The most important thing to remember when using Track Changes and Comments in Word 2007 is to run is to run the document inspector (Office Orb -> Prepare -> Inspect Document) before publishing the document.  Using the document inspector you can be assured that any of your comments or tracking balloons will not be visible to readers of the document.  Especially important if the comments give away some of your trade secrets, or disrespect one of your team mates in some way till next time.

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  13. How do I save my word document as a PDF file?
    Click the Office Button open > Print. Click the scroll-down menu of Print Name and select PDF Writer. If your local computer do not have this choice, you need to install the PDF/XPS plugin for Office 2007. This plugin will enable you to save your Word 2007 documents into Adobe’s Portable Document Framework (PDF), as well as other documents you create in seven other different Office 2007 programs. To download the free plugin from Microsoft, go to http://www.microsoft.com/downloads/details.aspx?FamilyId=4D951911-3E7E-4AE6-B059-A2E79ED87041&displaylang=en. Then in your word document, click Save As PDF or XPS when you want to save it as a PDF!
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  14. How do I minimize the ribbon?
    Double click on the tabs above the ribbon.  This will minimize the ribbon to just the tabs.  Instead of double clicking, you can use the keyboard shortcut CTRL+F1. To restore the Ribbon to its glory, simply double click on the tabs again, or use CTRL+F1.
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  15. How do I get ruler for viewing the margins?
    On the View tap > Show/Hide > Ruler.
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  16. Is there a way for me to open Word 2007 in an obsolete version of Office?

    To use an Office 2007 file in an obsolete version of Office, your com pouter need to have the compatibility pack installed. Clicking here to install the compatibility pack.

    Microsoft released this compatibility pack for users of older versions of Office in October of 2007. Computers that received automatic updates should already have this update installed. If they do not, it is likely that their computer is also missing other important updates.

    We STRONGLY recommend that all users upgrade to 2007, as 2003 is discontinued and no longer fully supported.
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  17. How can I customize the ribbon?
    You can not customize the Ribbon, but you can minimize the Ribbon to make more space available on your screen. To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon. Keyboard shortcut: CTRL+F1.
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  18. Is there a setting to prevent accidental modifications of my file?

    No, but there is a Recommended read-only option at the file level.  This will permit you to modify the file when needed without having to change file attributes, but it will remind the others that it should be opened as read-only.  If this option is selected, the user will be prompted with the following when another person tries to open the file:

    • filename should be opened as read-only unless changes to it need to be saved. Open as read-only?
    The response choices are Yes, No, and Cancel, and they will function as follows:
    • Yes - will open the file as read-only. Changes cannot be saved.No - will open the file so that it can be modified and saved.
    • Cancel - will cancel opening the file. 

    To set this option on a file:

      1. Click the Microsoft Office Button, and then click Save As.
      2. Click Tools, and then click General Options.
      3. Select the Read-only recommended check box.
      4. Click OK.
      5. Click Save.
      6. If prompted, click Yes to update the existing file with the new read-only setting.