word 2007 writing papers / formatting resumesassets.csom.umn.edu/assets/152277.pdfto undo or redo...

Copyright © 2009 Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. October 2009

Word 2007 – Writing Papers / Formatting Resumes

Table of Contents

Word 2007 New Features ....................................................................................................... 1

Using the New Interface .......................................................................................................... 1

The Office Button ................................................................................................................ 1

The Ribbon ............................................................................................................................. 2 Viewing Familiar Dialog Boxes ........................................................................................ 2

Minimizing the Ribbon ......................................................................................................... 2

New Zoom Feature ................................................................................................................. 2

Quick Access Toolbar ............................................................................................................. 3

Formatting Fonts ..................................................................................................................... 3

Using the Mini Toolbar ........................................................................................................ 3

Formatting from the Home Tab ........................................................................................... 3

Selecting Text with the Mouse ............................................................................................. 4

Selecting Text with the Keyboard ........................................................................................ 4

Selecting with the Mouse and Keyboard ............................................................................. 4

Keyboard Shortcuts ............................................................................................................. 5

Common Keyboard Shortcuts for Formatting ...................................................................... 5

Using Undo and Redo ......................................................................................................... 5

Using the Format Painter .................................................................................................... 6

Using Styles ............................................................................................................................ 6

Live Preview ........................................................................................................................ 6 Applying a Style .............................................................................................................. 6 Changing Style Sets ........................................................................................................ 7

Viewing Hidden Characters ..................................................................................................... 8

Changing to Word 2003 Settings for Styles and Paragraphs ............................................... 8

Changing the Default Font .................................................................................................. 9

Formatting Paragraphs ..........................................................................................................10

Headers and Footers .............................................................................................................11

Setting Tabs ...........................................................................................................................12

Setting Tabs with the Ruler ................................................................................................12 Moving Tabs with the Ruler ............................................................................................12 Removing Tabs with the Ruler........................................................................................12

Setting Tabs from the Dialog Box .......................................................................................13 Clearing Tabs .................................................................................................................14

Word 2007 - Writing Papers/Formatting Resumes

2 Copyright © 2009, Carlson School of Management, University of Minnesota

Tables ....................................................................................................................................14

Modifying a Table ...............................................................................................................15

Deleting a Table .................................................................................................................15

Adding and Aligning Graphics ................................................................................................15

Footnotes and Endnotes ........................................................................................................16

Deleting Individual Footnotes and Endnotes ......................................................................16

Adjusting Page Breaks When Using Footnotes and Endnotes ...........................................16

Inserting Page Breaks ............................................................................................................17

Cross-references ...................................................................................................................17

Updating Cross-references ................................................................................................18

Viewing Options .....................................................................................................................19

Watermarks ...........................................................................................................................20

Citations and Bibliographies ...................................................................................................22

Adding a Citation ................................................................................................................22

Creating a Bibliography ......................................................................................................23

Managing Sources .............................................................................................................24 Adding Sources to Your Bibliography .............................................................................24

U of M RefWorks ................................................................................................................24

Tables of Contents .................................................................................................................25

Updating Your Table of Contents .......................................................................................26

Tips on Formatting Resumes .................................................................................................27

Using the Business Career Center Resume Builder ...........................................................28 Sample Resumes ...........................................................................................................28

New File Format – Compatibility Issues with Earlier Office Versions ......................................29

Run Compatibility Checker .................................................................................................29

Converting a Word 2003 Document ...................................................................................30

New Feature – Saving as a PDF File .....................................................................................30

Customizing Word ..................................................................................................................31


Copyright © 2009 Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. October 2009

Word 2007 New Features

Microsoft has created some new features in Word 2007. Others function similar to the way they did in previous versions, but they are located in different places. This course is to help you become acquainted with some of the new features as well as learn how to make use of these features when writing papers and for formatting resumes. Additional useful tips are included.

Using the New Interface

One of the first things you will notice is that Word 2007 has undergone a major change in appearance and behavior. The familiar menu and toolbar buttons have been replaced with the Office button and a new “ribbon” interface.

The Office Button

The Office button , found in the upper-left corner has many of the commands which were formerly available from the File menu. It also displays a list of your most recently used files. You can click the “pin” icon to pin an item you always want to keep handy.

Click the “pin” to keep a file on the Recent Document list.



The Ribbon

The Ribbon is organized in tabs which contain buttons and galleries. Many of the features you are accustomed to using are now located in different places, but Microsoft redesigned these features with the goal of making them easier to find.

To help you adjust to the new interface, use the Help button in the upper-right corner of the application. Microsoft has also created interactive guides to help you find the answers you need. Visit: http://office.microsoft.com/getstarted. In the Search field enter “Interactive” to display links to interactive guides for each application.

Viewing Familiar Dialog Boxes

Many of the galleries have a button that can take you to a more familiar dialog box.

For instance, on the Home tab shown above, there is a on the right side of the Font gallery that will take you to the familiar Font formatting dialog box.

Minimizing the Ribbon

The new ribbon takes up a lot of screen real estate. You can minimize the ribbon either from

the button on the Quick Access Toolbar, or by double-clicking any ribbon tab. Single-click a ribbon tab to display it temporarily. Double-click a ribbon tab to display the full ribbon in the default format.

New Zoom Feature

Office 2007 has a new zoom tool at the bottom-right side of the screen. Simply slide the Zoom button to the desired option, or click the + to zoom in or the – to zoom out. Zooming to a small view, e.g., 35%, displays much like print preview.

Font Gallery

Tabs

New “Ribbon” replaces menu and toolbars.

http://office.microsoft.com/getstarted


Copyright © 2009, Carlson School of Management, University of Minnesota 3

Quick Access Toolbar

The Quick Access toolbar is located in the upper-left corner of the screen. Click the

Customize Quick Access Toolbar button to easily add or remove buttons from this toolbar. Add tools that you use frequently to avoid having to return to a tab for such tools as Spell Check or Print Preview.

Tip: You can also right-click a tool that you want to add to the Quick Access toolbar.

Formatting Fonts

Most users of Microsoft Word are familiar with formatting fonts. The default font in Word 2007 is now Calibri – not Times New Roman, as it has been for many years. If desired, you can change the default font. See page 6.

Using the Mini Toolbar

To format fonts, you must select the text you want to modify. When you do so, a mini toolbar displays near the selected text. Initially, the mini toolbar displays faintly. Moving your mouse over it makes it display as shown below. This eliminates the need to move back to the Home tab for basic formatting.

Formatting from the Home Tab

The Home tab contains many of the most common font formatting tools. Keyboard shortcut tips are also displayed when you rest your mouse on a button. In the example below, the mouse pointer is rested on the B for bold, and a tip displays below indicating the keyboard shortcut is Ctrl + B.



Selecting Text with the Mouse

Before you can do any character formatting, you must first select the text you want to format. You can use your mouse or keyboard shortcuts to select text. Use any of the following options to select text using your mouse.

To Select: Do this:

Any text Click and drag over the text.

A single word Double click the word (or simply single-click anywhere in the word).

A line Point in the left margin next to the line to display an arrow. Single-click the mouse.

A paragraph Double-click in the left margin next to the paragraph.

The entire document

Triple-click in the left margin.

Selecting Text with the Keyboard

Use any of the following options to select text using the keyboard. Use your mouse or arrow keys to move to the text you want to select.

Use this keyboard shortcut

To select:

Ctrl + Shift + (arrow key) One word to the right or left of the insertion point. OR one line up or down.

Shift + Home Text from the insertion point to the beginning of the line.

Shift + End Text from the insertion point to the end of the line.

Ctrl + Shift + Home From the insertion point to the beginning of the document.

Ctrl + Shift + End From the insertion point to the end of the document.

Ctrl + A Entire document.

Selecting with the Mouse and Keyboard

Click at the beginning of the text you want to select. Press and hold Shift. Then click at the end of the text you want to select.



Keyboard Shortcuts

You can still use keyboard shortcuts in Word 2007 if desired. Pressing the Alt key displays a letter next to each tab. Press the desired letter key to enter the options from the tab as indicated. For instance, in the example below, first press the Alt key to display the keyboard shortcuts. Note that keyboard shortcuts also display for buttons on the Quick Access toolbar.

Then press “H” to get to the Home tab. Additional options display.

To view the Font dialog box, press FN. Press Esc to remove the shortcut options.

Common Keyboard Shortcuts for Formatting

You can use the following keyboard shortcuts to format selected text. For a complete list of key shortcuts, use Word Help.

Ctrl + b = bold

Ctrl + i = italic

Ctrl + u = underline

Using Undo and Redo

You can easily undo and/or redo up to 100 changes if you have not yet saved the changes. Use one of the following procedures to undo a command.

Press Ctrl + Z

Click the Undo button on the Quick Access toolbar.

Use one of the following procedures to redo a command.

Press Ctrl + Y

Click the Redo button on the Quick Access toolbar.

To undo or redo multiple commands, click the next to the Undo or Redo button, and select the appropriate command. All changes up to the selected item in the list are made.



Using the Format Painter

You can copy formatting from one location to another is by using the Format Painter button on the from the Home tab.

1. Select the text that has the format you want to copy.

2. Click the Format Painter button on the Standard toolbar.

3. Click and drag over the text to which you want to copy the formatting.

Note: To use the Format Painter for multiple locations in the document, double-click the Format

Painter button on the Standard toolbar. Click and drag over the text you want to format. To deactivate the Format Painter, click the button again.

Using Styles

Applying styles is a quick way to format your document and is essential if you want to create a Table of Contents. Word has several preformatted styles available for your use. You can also create your own styles, if desired. Styles are valuable if you use the same formatting multiple times in the same document. There are paragraph styles, which format all text as well as paragraph options in a selected paragraph, and character styles, which format words or selected words. Paragraph styles are the most common. In this class we will focus on paragraph styles.

Important: It is important to use styles in a document if you want to create a Table of Contents. Word can use the styles to indicate what headings of your document should be included in the Table of Contents. Tables of Contents are discussed beginning on page 25.

The preformatted styles are part of the Normal template and are available from the Styles gallery of the Home tab.

Live Preview

Word 2007 has “live preview” allowing you to see style formatting options before applying them. These are available when working with styles and themes or when formatting tables.

Applying a Style

If you are unfamiliar with styles, now is a great time to familiarize yourself with this useful feature. Many people only use the “heading” options for styles.

To apply a style to one paragraph, simply click in the paragraph. To apply a style to multiple paragraphs, select (highlight) the paragraphs.

To view style samples, click in a paragraph or heading and then rest your mouse over any of the style buttons displaying in the Styles gallery of the Home tab. Word will display how the selected paragraph will look if you apply that style.

To apply the style, click the “style” button you prefer and the selected paragraph will format accordingly.



To remove a style, click “Normal” from the Styles gallery or click the button to display a list of styles and click “Normal.”

Changing Style Sets

Once you have styles applied to a document, it is easy to change to a different style “set.” Many options are available. Note: Applying a style set will format not only the Headings, but all paragraphs of your document, including both fonts and paragraph spacing.

1. Apply styles to the headings of your document.

2. Click the Change Styles button from the Styles gallery of the Home tab.

A preview of the new style set displays changing each style that has been applied to the document. This will also change paragraph formatting of all paragraphs in your document.

3. To apply the new style, click the desired style set.

Selected Paragraph

Selected Style



Note: If working in compatibility (Word 97 – 2003) mode, some of the color options are not available.

To change fonts: Once you have a style applied, you can also change fonts and/or colors by clicking the Change Styles button and selecting the feature you want to change.

Viewing Hidden Characters

Because style sets will change paragraph spacing, it may be useful for you to view hidden characters. You can choose to hide or show non-printing characters on the screen. These do not display on the printed page. However, they are useful as a reference for spacing in the

document. To turn on the hidden characters, click from the Paragraphs gallery of the Home tab. To turn off viewing hidden characters, simply click the button again.

Changing to Word 2003 Settings for Styles and Paragraphs

The default paragraph spacing is different in Word 2007. You can change the style, font, and paragraph settings to the ones you are familiar with in Word 2003, if desired. You can do this for an individual document for change your default settings.

From the Home tab, click Change Styles, Style Set, then select Word 2003.

Set as Default

To set Word 2003 styles as the default for all new documents, perform the above process first, then select Change Styles, Set as Default. All new documents will have the Word 2003 paragraph spacing.



Changing the Default Font

The default font in Word 2007 is Calibri. If you wish to change it to another font for all new documents, follow these steps.

1. From the Home tab, click the button on the Font Gallery. (Or use the keyboard shortcuts as described on page 4. The Font dialog box displays.

2. Select the desired font options and click the Default button. A dialog box similar to the following example displays.

3. Confirm that the format displayed is your desired default font, and click Yes to make the change for all new documents. This will not change any existing documents.



Formatting Paragraphs

As mentioned earlier, paragraph spacing is associated with the style applied to your document. If you want to modify paragraph spacing, you can perform most paragraph formatting using the familiar buttons on the Home tab. If you need to set additional paragraph formatting options, you can open the Paragraph dialog box. Note: To format one paragraph, simply click anywhere in the paragraph. To format multiple paragraphs, select the paragraphs.

1. From the Home tab, click the button from the Paragraph gallery. (Note: You can also access this dialog box from the Page Layout tab, in the Paragraph gallery.)

The Paragraph dialog box displays.

From the Indents and Spacing tab, you can adjust any of the following:

Alignment

Left and right indents

Hanging indents (as used in bullets, bibliographies, etc.) In the indentation area, select the drop-down under Special, and select the desired option.

Spacing before and/or after the paragraph

Line spacing (single, double, 1.5, etc.)

From the Line and Page Breaks tab, you can select options for how Word handles paragraphs that extend beyond the current page.

2. Select the appropriate options; then click OK.

If you would like to change the default paragraph spacing for all new documents, click the Default button and approve the change.



Headers and Footers

Headers and footers are often used in printed documents. They can include text, graphics, file names, title names, copyright information, page numbers, etc. You can have the same header and footer on all pages, or make them different for different sections or for odd and even pages, etc. Follow these steps to add headers and footers.

1. From the Insert Tab, select Header or Footer.

2. Several default settings display.

3. Select the desired style option. The Header & Footers Tools tab displays at the top of your screen. Note the available tools to customize your header or footer, such as Page Number, Date and Time, etc.

4. Click in the “Type text” fields to enter the desired header text.

5. If you want a footer, click the Go to Footer button and enter the desire information.

6. When finished entering Header and Footer information, click the Close Header and Footer button.



Setting Tabs

By default, Word has left tabs set for every one-half inch. You can set new tabs using the dialog box or the ruler. There are several kinds of tabs you can set.

Note: Any tabs you set will affect selected paragraphs, and any paragraphs following the selected paragraphs.

Setting Tabs with the Ruler

Follow this procedure to set tabs with the ruler.

1. From the View tab, select Ruler. The default tabs display with “tick” marks on the ruler on each half-inch.

2. To insert a tab, click on the tab marker options to select the desired tab style; then click on the ruler at the position where you want the new tab to display.

3. All tabs to the left of the new tab are removed.

Moving Tabs with the Ruler

To move a new tab to a different location, simply click and drag the tab marker to the desired location. Changes for “selected” text will display.

Removing Tabs with the Ruler

To remove a new tab, simply click on the tab marker and drag it down beneath the ruler. The tab marker is removed.



Setting Tabs from the Dialog Box

1. From the Home tab, click the button to open the Paragraph Dialog Box.

The Paragraph dialog box displays.

2. Click the Tabs button. The Tabs dialog box displays.

3. To add a new tab, type the desired placement in the Tab stop position: field.

4. Select the appropriate Alignment.



5. To set tab leaders, in the Leader area, select the appropriate option.

6. Click the Set button.

7. Click OK.

Clearing Tabs

Use the following procedure to clear tabs and return to the default tabs.

1. Select Format, Tabs. The Tabs dialog box displays.

2. Click the Clear button (to clear the selected tab) or Clear All button.

3. Click OK.

Tables

Creating and formatting tables has been made very easy. You can select from many designs and formats to make your document more attractive and your table easy to read.

1. From the Insert tab, select Table.

2. Select the desired number of rows and columns.

Your new table displays and a Table Tools context-sensitive tab displays at the top of the screen above the ribbon with table formatting tools. Click the tab to activate the table tools.

A wide variety of automatic formatting options are available.

3. Click the arrows to scroll through the options. When you find a format you like, simply click the button to apply that format.



Note: If you apply styles (see page 6 for more information) to your document, some of the formatting for the table will change to coordinate with the selected style or theme.

Note: Tables are useful when creating a resume. However, the resume format will usually necessitate a plain format with no lines or shading. See page 27 for more information.

Modifying a Table

Many of the options to modify your table, such as merging or splitting cells, repeating header rows on multiple pages, etc. are available from the Layout tab. First click the table, then click the Table Tools context sensitive tab, and then click the Layout tab to select the desired options.

Deleting a Table

Click the “Select Table” button and press the Backspace key. or

From the Table Tools tab, click Layout, then click Delete, Delete table.

Adding and Aligning Graphics

You can copy and paste graphic elements into your document or you can use some of the new graphic options available from the Insert tab. When you have added graphics, click on the image to display the Picture Tools tab at the top of your screen.

Click the Position button to select the desired position for your graphic to display within the text.



Footnotes and Endnotes

You can include footnotes or endnotes to further explain text in a document. Each note has a superscript reference mark in the text (for example, 1 ) and the note text to explain the reference. Footnotes display on each page; endnotes display at the end of the document. Follow these steps to insert footnotes or endnotes.

1. Position the insertion point where you want to place the note reference mark.

2. From the Reference Tab, click Insert Footnote.

The reference indicator displays in the document. A footnote displays at the bottom of your document.

3. Type the note text.

4. To enter other footnotes, repeat the process. Footnotes will automatically number in the order they display in the document.

Deleting Individual Footnotes and Endnotes

To delete a footnote or endnote, select the note reference mark in the document and press Delete. The note reference mark and the corresponding text are removed.

Tip: To locate a reference mark, from the Print Layout View, double-click the footnote number at the bottom of your page. Your cursor automatically moves to the reference mark.

Adjusting Page Breaks When Using Footnotes and Endnotes

Inserting footnotes and/or endnotes can affect page breaks. Be sure to check print preview before printing and make any necessary adjustments.



Inserting Page Breaks

If you want to begin a new page when formatting your document, you should insert a page break instead of pressing Enter multiple times to move to a new page.

Press Ctrl + Enter OR

From the Page Layout tab, select Breaks, Page Break.

Tip: To view page breaks easily, click the Show/Hide button from the Home tab. See the example below.

If you no longer want a page break, simply click to the left of the Page Break Indicator and press the Delete key.

Cross-references

You can create a cross-reference in a document to refer to another location in the document. This is useful for inserting page numbers to get more information on a particular topic. Apply heading styles before attempting to create cross- references.

1. From the References tab, select Cross-reference.

The Cross-reference dialog box displays.



2. In the Reference type: field, click the and select the appropriate reference (e.g., a heading style).

3. In the Insert reference to: field, click the and select the information you want to insert into the document (e.g., page number).

Note: Select Insert as hyperlink to allow readers to move to the referenced item when viewing the document on-line.

4. In the For which (reference type): field, select the specific item to which you want to refer (e.g., a specific subject heading).

5. Click the Insert button.

6. Click the Close button to close the dialog box.

Updating Cross-references

If you move the text referred to in the cross reference, the cross reference (e.g., page number) should also change. To ensure that this happens, select the cross-reference and press the F9 key.

Tip: If you have several cross-references in the same document, press Ctrl + a to select the entire document, then press F9.

on page 1



Viewing Options

There are many options available from the View tab. Two that are particularly useful when working with a large document are the Document Map and Thumbnails.

Document Map

You can use the document map to easily navigate to another part of the document by simply clicking the heading displayed on the left.



Thumbnails

The Thumbnails view displays small page views on the left. Simply click the page to which you want to navigate from the display on the left.

Watermarks

Word 2007 makes it easy to add a watermark such as “Draft” or “Confidential” to your documents.

1. Click the Page Layout tab; then select Watermark.



The following options display.

2. Select the desired watermark from the options available. OR Click Custom Watermark to create a watermark with customized text or a graphic.

3. Select the desired option and click OK.



Citations and Bibliographies

In addition to Tables of Contents, Indexes, Cross-references, and Footnotes, which were available in previous versions, you can now use options to insert citations, manage sources, and insert a bibliography. These are great features for students or faculty writing research papers.

Adding a Citation

1. Click the References tab, and select Insert Citation, Add New Source.

2. In the form that displays, select the type of source and complete the fields as required.

Each field displays tips in the “Example” area of the form.

3. When finished, click OK. The citation will display in your document in the proper format for your paper. For the example above, the citation would appear as below: “According to Bott regarding Office 2007 (Bott & Leonhard, 2007)”



Creating a Bibliography

When your document is complete, you can create a bibliography in a variety of styles, including APA, MLA, and Chicago.

Click the References tab; then select Bibliography, Insert Bibliography.

The sources cited in your document are inserted in alphabetical order, according to the Style selected. Note: It may be necessary to modify the paragraph formatting as described on page 10.

To modify the style, click the drop-down button in the Style area.



Managing Sources

To manage the cited sources, select the References tab; then select Manage Sources. You can add, delete, and copy sources you have used in the past to the current list for your document.

Adding Sources to Your Bibliography

If you have already created your bibliography and add a new source, you need to refresh your bibliography to display the added source. Select the bibliography and press F9 on your keyboard. The additional source is added in the appropriate alphabetical location.

Note: You can only refresh a bibliography in the Word 2007 (.docx) file format. If saving your file to an earlier version, delete the bibliography and insert a new one to include added sources.

U of M RefWorks

The University Library system has RefWorks, which is a web-based citations manager available to faculty, students, and staff.

For more information, including a tutorial, please visit: http://www.lib.umn.edu/indexes/refworks

http://www.lib.umn.edu/indexes/refworks



Tables of Contents

Word has provided the ability to create a table of contents for several versions. There are a few changes to the procedure for Word 2007. Note: You must have applied heading styles to your document as mentioned earlier in this document, beginning on page 6.

1. Navigate to the position where you want to insert the table of contents (usually the beginning of the document).

2. From the References tab, select Table of Contents,

3. Select either Automatic Table 1 or Automatic Table 2 to automatically insert a table of contents in your document. (The only difference is the title – either Contents, or Table of Contents.) OR For additional formatting options, select Insert Table of Contents from the bottom of the above screen to open an additional dialog box. From this area you can select more or fewer heading styles to be included in the Table of Contents, or select from some alternate formatting options.

For additional options



Updating Your Table of Contents

If you add content to your document, you should refresh the table of contents to include all new topics and update all page references.

1. Select the table of contents.

2. Click Update Table from the References tab or press F9 on your keyboard.

The following dialog box displays,

3. Select Update entire table to include all new topics. (If you select Update page numbers only, the page numbers of the existing table of contents are updated, but no new topics are included. Also, moved topics will not appear in the proper order.)



Tips on Formatting Resumes

Questions often come up when students are creating resumes. The best way to get text and bullets to align properly is to use a table. You can also use tabs to create the desired alignment.

Insert and format the heading information (your name, address, phone, etc.) you want to use at the top of your document. Then to list your qualifications and experience, insert a table.

From the Insert tab, select Table. Usually 2 columns are sufficient. Do not be concerned about the number of rows. Initially, select 3 or 4.

Type dates, and places of employment, etc. in the left column. Type the explanation and details in the right column.

Removing Lines – Click the Button to select the entire table. From the Design tab, click the Borders button and select No Border.

Viewing Gridlines to help you with formatting – Click the Layout tab and select View Gridlines. These lines display in Word but to not print. When you are finished formatting, you may wish to turn off this option.

Moving Gridlines – You can move the gridlines to adjust column width.

Aligning Text in a Table – You can use the paragraph formatting buttons from the Home tab to align your text within a table.

Use Tabs – As an alternative to using a table, you can set tabs appropriate for your resume as described on page 12. Usually a right tab will create the desired alignment as shown on the example on the next page.



Using the Business Career Center Resume Builder

The Business Career Center has a Resume Builder available from: https://www.carlsonschool.umn.edu/Page8851.aspx The career center recommends NOT using Microsoft resume templates.

You should first SAVE the file; then close and open it. You must enable Macros to use the Resume Builder. This creates a resume in the format recommended by the Business Career Center.

Sample Resumes

The Business Career Center has sample resumes and tips available from: https://www.carlsonschool.umn.edu/Page8823.aspx

https://www.carlsonschool.umn.edu/Page8851.aspx

https://www.carlsonschool.umn.edu/Page8823.aspx



New File Format – Compatibility Issues with Earlier Office Versions

The default file format in Office 2007 is XML (Extensible Markup Language). The new format is indicated with an “x” in the file extension. For instance, Word documents are .docx. While older documents can be opened successfully in Office 2007, users who have previous versions of Office may not to be able to open files in the new formats. The two resolutions below should resolve this potential problem.

Resolution 1– Users who do not yet have Office 2007 should download the Compatibility Pack from Microsoft. Installation of this Compatibility Pack will allow you to open, edit, and save files using these new file formats. For more information, please visit www.carlsonschool.umn.edu/office2007 where we have provided links to the Microsoft site. There is no compatibility pack available for Mac users at this time.

Resolution 2 – Those using Office 2007 can use the “Save As” option to save files down to the Office 97 – 2003 version. To do so, click the Microsoft Icon (Office Button) in the upper-left corner of the application screen; select Save As. In the Save as type: field, select Word 97 – 2003. This saves the file in compatibility mode so that others using older versions of Office can open and use the files. You can also make this a default setting, if desired. Please see the information under Customizing Applications beginning on page 31.

Note: When you save in compatibility mode (Word 97 – 2003), a screen displays indicating that some features may not work in the compatibility mode. This could waste time for some users and/or require additional testing to make sure it works properly in the compatibility mode on a computer with Office 2003. To preserve formats you may wish to use the Save as PDF option described on page 30.

Run Compatibility Checker

You can have Word check for features that will be lost when saving to Word 97 – 2003 using the Compatibility checker.

Click the Office button in the upper-left corner; then click Prepare, Run Compatibility Checker.

http://www.carlsonschool.umn.edu/office2007



A dialog box displays describing what features will be lost in compatibility mode.

Converting a Word 2003 Document

If you open a Word 2003 file in Word 2007, it will remain in the older format unless you convert it. You can convert it if you wish or if you need to apply some of the newer features, PLEASE BE AWARE that some older features or formatting may be lost.

Option 1 – Select File, Save As, and save to the newest version. This option will give you a new (additional) file.

Option 2 – from the Office button, select Convert. (Note: You will not see the Convert option if the file you are using is already in the XML format.) This option will replace the old file with the converted file.

New Feature – Saving as a PDF File

You can download an add-in to allow you to save Microsoft Office Files as a PDF. Visit: http://www.microsoft.com/downloads. Enter “pdf” in the Search field and download the “2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS.” This is a great option if you have applied new formatting options that don’t transfer properly to the “saved down” version. You can save as a PDF with the formatting intact.

http://www.microsoft.com/downloads



Customizing Word

Features that were formerly customized from Tools, Options, can now be accessed from the

Word Options button available from the Office button .

For more information about available options, click the to launch Help and view an explanation of each option.

Click here for Help on the available options.

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