Using Headers and Footers in Word 2007

Many people have finally made the switch to the Vista or Windows 7 operating system, and the accompanying Office 2007 suite of popular programs like Word, Excel, and PowerPoint. For those who have upgraded, one of the most frustrating things about going to Office 2007 is figuring out where all those tools that used to live under menus now live on the new toolbar named the “Office Ribbon.”

Take, for example, the insertion of headers and footers. You used to be able to simply go to the View menu, select Header and Footer, and instantly start working with the header and footer text.

With Word 2007, header and footer editing now falls under the Insert tab, under the Header and Footer group (see image below).

You can either select from a series of pre-designed headers and footers, or you can custom design your own. To use the pre-designed ones, just click the header or footer design you want and it will be inserted on every page of your document.

To customize a header or footer, click Edit Header or Edit Footer. Go to the Insert group on the Design tab, under the Header & Footer Tools tab, in order to insert text or graphics.

To make a unique header or footer for your first page, go to the first page of your document and double click the header or footer. Then, under Header & Footer Tools on the Design tab, in the Options group, select the Different First Page check box.

If you don’t want any header or footer on your first page, go to the first page of your document and double click the header or footer. Then, under Header & Footer Tools on the Design tab, in the Options group, select the Different First Page check box. Delete the contents of the header or footer from the First Page Header or First Page Footer area.


Using Tabs to Properly Align Text and Numbers in Microsoft Word

If you are working in Microsoft Word, chances are you will need to format your document.  Anytime that you are not simply using the left margin to align paragraphs, you should use tabs to properly align your text and numbers.
The default tab stops are every 0.5 inches from the left margin. You can easily customize this by simply clicking on the ruler at the top of your page in Microsoft Word. Wherever you click, you will see a tab symbol as show in the image below. If you’d like the tab to right align text, double-click your new tab symbol. In the menu under Alignment, select Right.

Every now and then you might get a Word document from someone who uses multiple spaces instead of tabs to space out items or begin paragraphs. It’s also pretty common with information downloaded from the Web — when it’s converted from HTML to text format, a whole bunch of spaces appear. Suddenly your lovely Web chart looks like a mess in Word.
First, how can you tell if the document uses spaces instead of tabs?

1.    Click on the paragraph symbol in the Paragraph tools.

2.    You will see dots for spaces and right arrows for tabs.

Next, how do you clean it up?

Easy! Just perform the following steps:

1. Press Ctrl+H to pull up the Find and Replace box.

2. Click on the More button and check the Use Wildcards box.

3. In the Find field, enter a single space followed by a left brace, the number 2, a comma, and the right brace.

4. In the Replace field, type ^t. The Find and Replace box should now look like this:

5. Click on Replace All.

You’re done! Now all your multiple spaces will be replaced with tabs, and you can adjust the tabs as needed.

Do you have any other tips or topics you’d like us to cover?  Post a comment below and we’ll add a blog post about that topic!

Give Your Documents a Uniform Look with Themes

A nice feature of Office 2007 is that you can make documents from several different programs – Word, PowerPoint, Excel, and Outlook – all have the same look and feel. Whereas in the past you’d have to alter the color and style of every table, chart, and shape in every document separately, you can now just select a theme that takes care of all those details automatically.

For example, here’s a simple chart using the theme called Office:

Windows 7 tips, themes

Here’s that same chart using the theme called Perspective:

Windows 7 tips, themes

As you can see, the theme affects the font, color, shading, and shadow effects. And because it’s available in Word, PowerPoint, and Excel, your chart will look the same no matter what program it appears in – and all the other charts you use will have a similar look.

The Themes gallery is accessible from the Formatting Palette. To create your own custom theme, you can open up a given theme and then alter the font, colors, and effects, and then save as a new theme. Just use the customization settings to the right of the thumbnailed themes, visible in the screen shot below.

Windows 7 tips, themes