Managing documents using ms word

MS Word 2007 – Useful Key Features

By: Jaiveer Singh Chandwww.singhjaiveer.blogspot.com

Document Processing Process

Draft Review

ReviseVerify

Authenticate Publish

Drafting a Document

Drafting a document

To draft a letter, one would require following types of contents and placeholders

To set page size, format, numbering etc, following options are frequently used

Drafting a document – using Templates

Draft using pre defined templates

Drafting a document – using Themes

Themes allows to define overall style of entire document. A specific pattern will be applied for headers, font color, size change, bold, italic etc across the document

Drafting a document using Quick Parts

Use pre defined quick parts to build a document quickly

Insert Tab ->

Annual Building Block Sample shown below

Enabling Auto HyphenationPage Layout ->

Enabling Line Numbering

Provide line numbers for document. This can help us to compare and combine multiple write ups into one document.

Positioning Image in a text paragraph

Using a watermark in a document

Read/ Review the Document

How to quickly read through a documentUse Document Map feature to switch to various key sections of document

Referring cross related sections of a documentScroll different sections of same document in different reading Windows

Reviewing Documents

Review Tab – Use Reviewing Pane (Vertical/ Horizontal) to read documents

Reviewing Documents

Move across documents quickly by using anchors of various objects instances

Browse by FieldBrowse by CommentBrowse by HeadingsBrowse by FindBrowse by GraphicBrowse by Table

Click 0 sign shown on scroll bar shown on right side of Word document

Adding Review Comments

While reviewing, one can add comments for different sections/ paragraphs of document for necessary revisions.

Track Documents Revisions with User name

Review -> Track Changes

Act on Review Comments

Act on Review Comments

Review -> Accept Changes/ Reject Changes

Act on Review Comments

Mark document as Final

Saving Word Document to other Formats

File -> Save As

XPS – The XML Paper Specification (XPS) provides users and developers with a robust, open and trustworthy format for electronic paper. It describes electronic paper in a way that can be read by hardware, read by software, and read by people.

Compare/ Combine two documentsComparing two versions of same documents

Combine revisions from multiple authors into a single document

Authenticate Document

Secure Document by Signing

Adding digital signatures to manage authenticity of document

Document saved with Digital Signature

Limit/ protect changes to documentRestrict amount of changes while circulating documents to group for review/ comments

Review Tab - > Protect Document

File/ Prepare/ Encrypt document contents

Password protect the document

Securing the document using password

Publish/ Share Document

Mail Merge a letter for many receiptsMS office documents can be shared within organization via email, intranet or Sharepoint portals

Publish document to other systems for sharing

Mail Merge a letter for many receipts

Generate unique copies using dynamic fields data and some common letter content

Select receipts from from a given data source

Using MS Word as Blogging Tool1. Open MS Word and click on the office button found in the top left corner.

2. Select New-> Blank & Recent-> click on New blog post

3. When you are in the Blog Post page, click on ‘Manage Account‘, where you can configure and / or set up new accounts

4. Write your article and add images and click ‘Publish‘

www.singhjaiveer.blogspot.com