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Word 2007: Modifying Word Options

Word 2007: Modifying Word Options


In earlier versions of Microsoft Word and other Microsoft programs, you could set your program preferences such as the default file save location or view options in the Options dialog box found under the Tools menu.

But, remember, with Word 2007, there are no more menus and toolbars. The new Options dialog box can be found on the Office Menu (near the bottom).



Modifying Popular Options

The Popular Options tab contains the most often modified settings for Word 2007.

WordOptionsDialogBox-Popular.JPG

Figure 86. Word Options Dialog Box - Popular

Top Options for Working with Word

By checking Show Mini Toolbar on selection is what enables the QuickFormat mini toolbar to pop up when you are editing text. The default state is checked.

When the Enable Live Preview is checked, your document will change “on the fly” as you hover over gallery options. The default state is checked.

By checking Show Developer tab in the Ribbon, you’re enabling an advanced tab on your Ribbon giving you access to commands that will help you with XML and macros. The default state is unchecked.

Always use ClearType enables ClearType which simply makes text easier to read. The default state is checked.

The Color scheme color defines the color scheme of the open program. The default state is Blue.

The ScreenTip style option allows you to choose what type of screen tip you see when you point to a command in the Ribbon. The default state is Show feature descriptions in ScreenTips.

Personalize your copy of Microsoft Office

In the User name box you should type the name you want to be attached to the XML or any editing you do using the Track Changes features. The default state of this box varies based upon your installation settings and, often your network login information.

Click Language Settings… to set your editing language preferences.



Modifying Display Options

The Display Options tab contains settings you can modify for how Word handles your document display.

WordOptionsDialogBox-Display.JPG

Figure 87. Word Options Dialog Box - Display



 

Page Display Options

The settings under Page Display Options determine the default Word 2007 view.

Leaving Show white space between pages in Print Layout view checked is what allows you to see the edge of your pages in Print Layout view, which includes the page headers and footers. The default state is checked.

With Show highlighter marks checked, text that has been marked with the highlighter tool will display and print as highlighted text. The default state is checked.

Tooltips is the one feature that eliminates the need to have to memorize all that Word can do. Selecting the Show document tooltips on hover option displays information such as URLs and reviewers’ comments in yellow pop-up boxes. The default state is checked.

Always Show These Formatting Marks on the Screen

The Tab characters option displays tab characters as arrows. The default state is unchecked.

The Spaces option displays spaces between words as dots. The default state is unchecked.

The Paragraph marks option displays ends of paragraphs with the paragraph symbol. The default state is unchecked.

The Hidden text option displays a dotted line under text that is formatted as hidden. The default state is unchecked.

The Optional hyphens option displays hyphens that indicate where to divide a word at the end of a line. The default state is unchecked.

The Object anchors option displays objects anchors, which indicate that an object is attached to a specific paragraph. The default state is unchecked.

The Show all formatting marks option displays all the formatting characters that are listed in the Always show these formatting marks on the screen section, whether or not the check box associated with each one is selected. The default state is unchecked.



 

Printing Options

When the Print drawings created in Word option is checked, all drawing objects, such as shapes and text boxes will print. The default state is checked.

Selecting the Print background colors and images option will print all background colors and images. The default state is unchecked.

When the Print document properties option is checked, the document’s summary information stored in the Document Information Panel will be printed on a separate page after the document is printed. The default state is unchecked.

Selecting the Print hidden text option will print all text that has been formatted as hidden when the document is printed. The default state is unchecked.

When working with forms and references, checking Update fields before printing is probably a good idea to ensure the most up-to-date information is included when a document is printed. The default state is unchecked.

As with updating fields, when working with linked data, it’s probably a good idea to check the Update linked data before printing option to update all linked information in a document before the document prints. The default state is unchecked.

 

 

 

 



Modifying Advanced Options

The Advanced Options tab contains a lot of settings options for editing and the Word display.

WordOptionsDialogBox-Advanced.JPG

Figure 88. Word Options Dialog Box - Advanced



 

Editing options

Selecting Typing replaces selected text allows selected text to delete when you begin to type. The default state is checked.

The When selecting, automatically select entire word option help you to select entire words when you select part of one word and then part of the next word. The default state is checked.

Allow text to be dragged and dropped is the option that allows you to use the drag and drop method to move text. The default state is checked.

The Use CTRL + Click to follow hyperlink option is why you can’t just click a hyperlink in a Word document. In order to follow a hyperlink, you need to hold your [Ctrl] key. This makes editing a link easier. The default state is checked.

Because creating a drawing canvas isn’t a necessary function when working with shapes, it isn’t necessary for the Automatically create drawing canvas when inserting AutoShapes option to be selected. The default state is unchecked.

The Use smart paragraph selection option selects the whole paragraph when you just select the paragraph mark allowing for smart cut and paste. The default state is checked.

With Use smart cursoring checked, the cursor will move when you press the LEFT ARROW, RIGHT ARROW, UP ARROW, or DOWN ARROW based on your document view, not the actual cursor position. The default state is checked.

Use the Insert key to control overtype mode, when checked, allows the user to switch between Insert and Overtype mode by pressing [Insert]. The default state is unchecked.

The Prompt to update style is helpful when you’re modifying styles because it reminds you if you’ve changed a style and prompts you to update all text assigned that style. The default state is unchecked.

When the Use Normal style for bulleted or numbered lists option is checked, Word will base list styles on the Normal paragraph style instead of the Paragraph List style. The default state is unchecked.

To make Word really work for you, check the Keep track of formatting option to have Word keep track of your formatting as you type which enables you to easily apply the same formatting elsewhere. The default state is checked.

 The Enable click and type option allows you to double-click any area in a document to insert text, graphics, tables, or other items. The default state is checked.

Set the Default paragraph style to the style you want paragraphs to have by default. The default state is Normal.

Cut, copy, and paste

Pasting within the same document determines the default paste behavior when using the paste feature within the same document. The default state is Keep Source Formatting.

Just like the previous option, the Pasting between documents option determines the default behavior when you paste content that was copied from another document in Word. The default state is Keep Source Formatting.

Pasting between documents when style definitions conflict determines the default behavior when you paste content that was copied from one document in Word to another and the styles in the two documents conflict. The default state is Use Destination Styles.

The Pasting from other programs option determines the default behavior when you paste content that was copied from another program. The default state is Keep Source Formatting.

The Insert/paste pictures as option determines how Word inserts pictures relative to the text in your document. The default state is In line with text.

Select Keep bullets and numbers when pasting text with Keep Text Only to convert numbering and bullets into text symbols. The default state is checked.

Instead of using [Ctrl}+V, you can opt to select the Use the Insert key for paste option to insert the contents of the Office Clipboard into a document. The default state is unchecked.

Select the Show Paste Options buttons option to display the Paste Options button when you paste content. The default state is checked.

By checking Use smart cut and paste, Word will automatically adjust formatting as you paste text. The default state is checked.

Show document content

The Show background colors and images in Print Layout view option displays background colors and images in Print Layout view. The default state is unchecked.

If you work in a higher zoom level, you may want to check Show text wrapped within the document window.  The default state is unchecked.

Instead of showing the actual image, the Show picture placeholders option will display an empty box in place of each picture in your documents. The default state is unchecked.

When Show drawings and text boxes on screen is checked, Word will display objects that are created with the Word drawing tools in Print Layout view or Web Layout view. The default state is checked.

The Show text animation option displays text animations on your screen. The default state is checked.

The Show bookmarks option displays bookmarks on the screen. The default state is unchecked.

When Show Smart Tags is checked, a purple dotted underline will appear beneath Smart Tag text. The default state is checked.

The Show text boundaries will display dotted lines around text margins, columns, and paragraphs when checked. The default state is unchecked.

Crop marks are typically needed for sending documents to a professional printer. The Show crop marks option displays crop marks at the corners of the margins. The default state is unchecked.

To show field codes instead of values, check the Show field codes instead of their values option. The default state is unchecked.

The Field shading option displays whether and when fields are shaded. The default state is When selected.

The Use draft font in Draft and Outline views option helps to speed the screen display of documents. The default state is unchecked.

Display

The number displayed in the Show this number of Recent Documents is the number of recently used documents you’ll see when you display the Office Menu. The default state is 17.

The Show measurements in units of option sets the unit you want to display on the ruler. The default state is Inches.

The Style area pane is typically displayed in the left margin, when activated. To display the Style Area pane, set the width in the Style area pane width in Draft and Outline views box. The default state is 0”.

The Show pixels for HTML features option uses pixels as the default unit of measurement in dialog boxes that are related to HTML features. The default state is unchecked.

When checked, Show all windows in the Taskbar will give each workbook its own button on the taskbar to make navigating between multiple open workbooks easier. The default state is checked.

The Show shortcut keys in ScreenTips option displays shortcut keys in ScreenTips. The default state is checked.

The Show horizontal scroll bar option displays the horizontal scrollbar at the bottom of the document window. The default state is checked.

The Show vertical scroll bar option displays the vertical scroll bar at the side of the document window. The default state is checked.

The Show vertical ruler in Print Layout view option displays the vertical ruler at the side of the document window when the ruler is displayed. The default state is checked.

The Optimize character positioning for layout rather than readability option displays character positioning accurately as it will appear in the printed document with respect to blocks of text. For best readability on the screen, this option should be unchecked. The default state is unchecked.

Print

By checking the Use draft quality option, you are enabling Word to print the document with minimal formatting. The default state is unchecked.

The Print in background option allows you to print documents in the background while you continue to work. The default state is checked.

The Print pages in reverse order option prints pages in reverse order. The default state is checked.

The Print XML tags option prints the XML tags for the XML elements that are applied to an XML document. The default state is unchecked.

When Print field codes instead of their values is checked, field codes will print instead of the field results. The default state is unchecked.

The Print on front of the sheet for duplex printing option is helpful when printing a double-sided document to a printer that doesn’t have duplex capabilities. The default state is unchecked.

Select the Print on back of the sheet for duplex printing option to print on the reverse (back) side of each sheet to run a duplex print job when working with a printer without duplex capability. The default state is unchecked.

In some countries or regions, Scale content for A4 or 8.5 x 11” paper sizes is necessary because the standard paper size may not be Letter. This box should be checked IF you want Excel to automatically adjust documents formatted for the standard paper size of another country or region so that they print correctly on the standard paper size for your country or region. This option affects the printout only. The default state is checked.

The Default tray option determines the printer tray that is used by default. The default state is Use printer settings.

In the When printing this document drop-down, you’ll want to make sure the name of the document for which you are intending to change options for is selected. The default state is the name of the active document.

The Print PostScript over text option to print PostScript code when a document contains PRINT fields. The default state is unchecked.

When working with forms, the Print only the data from a form option will print only the data that is entered into a form without printing the form. The default state is unchecked.

Save

The Prompt before saving Normal template option will display a message when you close Word asking if you want to save any changes that were made to the default template. The default state is unchecked.

The Always create backup copy option creates a backup copy of a document each time you save the document. The default state is unchecked.

The Copy remotely stored files onto your computer, and update the remote file when saving option temporarily stores a local copy of a file that you store on a network or removable drive. The default state is unchecked.

This checkbox is a must! The Allow background saves option saves your document while you work. This is what allows Word to display a recovered document should the program unexpectedly close. The default state is checked.

In the Preserve fidelity when sharing this document drop-down, you’ll want to make sure the name of the document for which you are intending to change options for is selected. The default state is the name of the active document.

The Save smart tags as XML properties in Web pages option saves all of the smart tags in a document as XML within an HTML file. The default state is unchecked.

The Save form data as delimited text file option saves online form data as a single, tab-delimited text file in plain text format. The default state is unchecked.

The Embed linguistic data option saves speech and handwritten text data. The default state is checked.

The Embed smart tags option saves smart tags as part of your document. The default state is checked.

General

Provide feedback with sound, when checked will play available sounds associated with Microsoft Office program events, such as opening, saving, and printing files, and displaying error messages. The default state is unchecked.

When checked, Provide feedback with animation will display worksheet movement and changes when you insert or delete cells, rows, or columns. However, the animation, fun as it may be, may slow video performance on some computer systems. The default state is checked.

The Confirm file format conversion on open option allows you to choose the file converter that Word uses to open files that were created in another program. The default state is unchecked.

The Update automatic links at open option automatically updates any content that is linked to other files each time you open a document. The default state is checked.

By checking Allow opening a document in Draft view, you will be able to open a document in Draft view. The default state is unchecked.

By checking Allow background open of web pages, you will be able to open Web page documents in the background while you work. The default state is unchecked.

The Show add-in user interface errors option displays error messages from programs that customize the user interface. The default state is unchecked.

The address you enter in the Mailing address box is the address Word will use at the default return address for envelopes and letters. The default state is [Blank].

Click File Locations… to modify the default storage location for documents, templates, and other items that you create and use in Word.

Compatibility options for

In the Compatibility options for drop-down, you’ll want to make sure the name of the document for which you are intending to change options for is selected. The default state is the name of the active document.

The Lay out this document as if created in allows you to choose the word-processing program that you expect to be used for opening the document. The default state is Microsoft Office Word 2007.