6 timesaving tips for Word 2007

Unleash the power of Word 2007 with these quick tips

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You can even use this trick to find and replace one term with another -- "run" with "walk," "ran" with "walked," "running" with "walking" and so on. (Rather than choosing Replace All, it's better to review Word's suggestions individually to be sure the correct form is used each time.)

Combined with the new Reading Highlight feature in Word 2007, this makes for a powerful editing tool. For instance, most writers try to avoid using the verb "to be" too often in their work, preferring more active and descriptive verbs (e.g., "runs" rather than "is moving quickly").

Enter "be" as the search term, select "Find all word forms" and click Reading Highlight --> Highlight All. Every use of "is," "was," "has been," "are" and so on will be highlighted, making it easy to pay special attention to them while editing.

highlighted forms of search term 'to be'
The various forms of "to be" are highlighted.

3. Work in two parts of a document at the same time.

Word's Split View allows you to view and work in two parts of the same document in one screen. This makes cutting and pasting chunks of text from the start to the end of a long document a breeze; adding references or endnotes is also a piece of cake.

You can even keep your outline or table of contents visible in one pane while you work away in the other. Each pane in the Split View can be scrolled independently, so you can move around as much as you need to.

To activate it in Word 2007, simply go up to the View tab, and in the Window area select Split. (In earlier versions of Word, select Window --> Split.) Your cursor will jump to the middle of the page on top of a horizontal "split line," and moving your mouse will move the split line up and down. Find a place where you want to split the page and click your mouse to place the line.

Your document will now be viewed through two independent panes, and you can work in either one. If you don't like where you put the split line, just grab it with your mouse and you can move it around as much as you want.

Word's Split View
Look at two separate parts of your document in the same screen with Word's Split View.

Once you've entered Split View, changing back to the default is as simple as repeating the process. Just go up to the View tab and instead of Split, this time you'll see Remove Split. (In earlier versions of Word, select Window --> Remove Split.) Click that and presto -- your screen is back to normal.

4. Make changes in the Print Preview screen.

You're all ready to print, but first you decide to have a look at the Print Preview screen (select Office button --> Print --> Print Preview or hit Ctrl-Alt-I) to see how the document will appear on paper. That's when you spot the glaring error you missed. Normally, you'd have to exit out of the Print Preview screen and return to the document, then find the error all over again.

But with Word 2007, you can easily change the behavior of the Print Preview screen so you can edit your document without exiting Print Preview. In the Preview area in the Print Preview ribbon, uncheck the box next to Magnifier. As soon as that's done, clicking on the document will place your cursor just as it would in the normal editing screen. You can fix a typo, add a word or even rewrite whole paragraphs if you choose.

Unchecking the Magnifier option
Uncheck the Magnifier option to edit your document in the Print Preview screen.

Then click Print and send it directly to the printer. You can save your changes here in Print Preview or back in normal view.

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