Using Microsoft Word 2008 (Mac) for Large Documents
A University of Michigan Library Instructional Technology Workshop
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Table of Contents
Introduction ................................................................................................................... 2
Working with Styles ....................................................................................................... 2
Applying a Style ............................................................................................................................................. 2
Choosing Which Styles to Use .................................................................................................................... 2
Modifying Styles ............................................................................................................................................ 3
Setting Up Heading 1 Example ................................................................................................................... 3
Using the Outline View.................................................................................................. 4
Setting Margins .............................................................................................................. 4
Creating and Using Templates .................................................................................... 5
Working with Images .................................................................................................... 6
Resizing and Moving Images ....................................................................................................................... 6
Wrapping Text Around Your Picture ........................................................................................................ 6
Creating A Screen Shot ................................................................................................................................ 7
Inserting Captions ......................................................................................................... 7
Inserting Charts ............................................................................................................. 8
Inserting Footnotes and Endnotes ............................................................................... 9
Cross-references ........................................................................................................... 9
Working with Page Numbers ...................................................................................... 10
Using Sections to Control Page Number Format .................................................................................. 10
Breaking the Connection Between Sections............................................................................................ 10
Adding the Page Numbers ......................................................................................................................... 11
Working with Landscape Pages ................................................................................ 12
Creating a Landscape Section .................................................................................................................... 12
Adding the Page Number .......................................................................................................................... 12
Combining Multiple Documents into One Document ............................................. 13
Table of Contents and Tables of Figures ................................................................... 14
Commenting and Reviewing ..................................................................................... 15
Using Tracked Changes with Balloons .................................................................................................... 15
Using Tracked Changes without Balloons ............................................................................................... 15
Merging Comments and Changes into One Document ........................................................................ 16
Accepting and Rejecting Changes ............................................................................................................. 16
Format Painter ............................................................................................................. 17
AutoCorrect Tools ....................................................................................................... 17
Using Microsoft Word 2008 (Mac) for Large Documents
A University of Michigan Library Instructional Technology Workshop
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INTRODUCTION
According to the type of report you want to write or any guidelines set by your school or
department – you will need to modify the default, standard Word document. This handout is
intended to show you how to use the tools to make the necessary modifications. For individual
assistance, you can request an appointment at the Knowledge Navigation Center (email knc-
WORKING WITH STYLES
Your document is likely to have a few different categories of text that need to appear differently.
These categories may include body text (the words in each paragraph), headings and subheadings,
chapter titles, blocked-off quotes, and more. For example, you can specify that all of the quotes in
your document to be single-spaced and indented by .5‖ on either side. You can specify that you
want your primary headings to be centered and bold, and your subheadings should be left aligned
and italicized. Rather than formatting each heading or quote one by one throughout your entire
document, you can use styles to specify what each category of text should look like, and then label
your text as ―heading‖ or ―subheading‖ or ―quote‖ as needed.
These ―categories‖ are called Styles in Word. Styles define the appearance of text elements
throughout your document. In particular, applying the heading styles identifies text that can be
used to automatically generate a table of contents. Styles also allow for quick changes throughout
your document – if you change a heading style, for example, any text identified with that heading
will then be changed throughout the document.
APPLYING A STYLE
1. Select the text to which you want to apply a style.
2. In the Style pulldown in the Formatting Toolbar, choose the style
you want to apply. If you don’t see the style you want to use, go to
the Format menu, choose Style, and then change the List:
pulldown to All styles.
CHOOSING WHICH STYLES TO USE
We highly recommend using the built-in styles that come with Word. Even
if you don’t like the way they look, their appearance can be modified to fit your own needs.
For chapter titles, appendix titles, and headings like ―Dedication‖ and
―Acknowledgements,‖ use Heading 1.
For main headings in your chapters, use Heading 2. For subheadings, use Heading 3,
and so on. (Note: Headings 3 and above may not appear in your list of styles until you’ve used Heading
1 and Heading 2.)
For quotes, use Quote.
For body text, use Normal. This is the default for Word; if you start typing without
specifying a style, it will be in the Normal style.
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MODIFYING STYLES
You can change the appearance of a style, including its line spacing,
font, color, alignment… just about anything! If you change a style, that
change will affect all text in your document in that style.
1. Go to the Format menu, and select Style…
2. If you don’t see the style you are looking for in the Style dialog
box, change the selection under List: to All Styles. Note that the
information about the style such as font, size, spacing, etc. is in
the Description area.
3. To change the way a style looks, choose it from the list on the
left, and then click the Modify… button.
4. Many attributes can be modified in this first window.
5. For more options, click on the Format button and choose the correct category such as
Font…, Paragraph…, etc.
6. When you are done modifying a style, click OK to close the Modify Style dialog box. While
in the Style dialog box, you can choose a different style to modify.
SETTING UP HEADING 1 EXAMPLE
Below is an example of how modifying the Heading 1
style.
1. Go to the Format menu and choose Style. In
the Style dialog box, select Heading 1 and then
click the Modify… button.
2. In the Modify Style dialog box (see picture
above), in the Formatting: section,
a. Set the font to Arial, Courier, or Times
New Roman.
b. Set the font size to 12 pt or 10 pt.
c. Set the text color to black (note, the new
default it blue!).
d. Center the text.
e. Select single-spaced lines.
3. Click on the Format pulldown list in the bottom-
left corner of the dialog box and choose
Paragraph (see right).
4. To start each chapter on a new page, you can
build a page break into the style by going to the
Line and Page Breaks tab and checking the box
for Page Break Before.
5. Click OK until you are back to your document.
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USING THE OUTLINE VIEW
Once you’ve formatted your document with the styles you want, go to the View menu, and
choose Outline. The Outlining Toolbar shows at the top of your document window. Using the
Outlining Toolbar, you can choose to view the whole document, or collapse it by heading, so all
that you see are Heading 1, or Heading 2, etc.
To view by heading level, choose the level you would like to view by clicking the
appropriate number (2, in the example above).
To expand the text under a certain heading, click once in the heading you wish to look
at and click on the + (plus sign) in the toolbar.
To collapse the text under a certain heading, click on the - (minus sign) in the toolbar.
To view the whole document again, choose All in the toolbar.
Move sections either by clicking and dragging the section to the desired location, or use
the up and down arrows in the Outlining Toolbar.
Promote or demote text using the right and left arrows in the Outlining Toolbar.
To return to the normal view, go to the View menu and choose the desired view.
SETTING MARGINS
Many document guidelines require a 1‖ margin on the top,
bottom, and right side of each page, and a 1.5‖ margin on the
left side of each page.
1. Go to the Format menu, choose Document and then
make sure you are in the Margins tab.
2. Set your left margin to 1.5 inches and the rest of your
margins to 1 inch.
3. Before closing the dialog box, make sure the Apply to:
is set to Whole document.
If for whatever reason you need to change the margin for only
one section, be sure the Apply to: is set to This section only.
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CREATING AND USING TEMPLATES
Now that you have all of these styles the way you want them, you can create a template to use for
each chapter of your document. The templates stores the information about your margins, styles,
etc. so provides consistency across documents.
To create a template,
1. Open a blank Word document and adjust your styles, margins, captions, and any
automatic numbering features you want in your document.
2. Go to the File menu and select Save As….
3. In the resulting dialog box, give the file a name, make sure the Format: is set to
Word 97 –
2004 Template.dot
for compatibility with older versions of Word, or
Word
Template.dotx
to be a Word2008 Mac file. When you change the file type, Word will
automatically shift you to the correct folder for templates. (The exact location of this
folder will depend on your Mac, but it should be in the Microsoft Word or Office folder.)
If this is not your personal computer, save it to the Desktop, a jump drive, etc. where you
can easily move it to your own space.
4. Close the file so you don’t accidentally continue to modify the template.
To create a document from your template,
Now that you have created your template, you can either create new documents based on it or
―apply‖ it to existing documents. If you are on your own computer, and you saved it to the default
location,
1. Go to the File menu and select Project Gallery. (Note that you must go to the File
menu, not use the New icon on the toolbar.)
2. In the Project Gallery, click on My Templates, choose your template, and then click the
Open button.
3. If this is a new document, just start
typing. If you already have a document
to which you want to apply the template,
a. Go to Insert menu and select File.
b. Navigate to the existing file, then
click on the Insert button. This
should apply all your new template
styles to the existing document.
4. In either case, be sure to save this new
document.
If you did not save it to the default location, just double-click on the template; this will create a
new document based on your template. To edit the template itself, open Word, then go to the
File menu and choose Open. Select the template and make your edits.
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WORKING WITH IMAGES
Images, pictures, graphics – whatever you call them, they can enhance your Word document by
providing visual information to the reader. These can include scanned pictures or photographs,
and ClipArt. Word can handle a variety of image file types, but the types might differ in file size. If
the image you have isn’t in one of these formats, you can convert to an acceptable format using a
software program like Photoshop. We recommend .jpg or .tiff files of 200-600 dpi for image files.
To insert an image, go to the Insert menu and choose Picture, then choose From File. Navigate
to the file, highlight the file name and click on Insert.
While it is possible to copy and paste images into Word, we recommend against this method since
you may not get the highest-quality image when you copy and paste. In addition, depending on
the size of your documents, some images may not display later, and you’ll have to reinsert them.
RESIZING AND MOVING IMAGES
After you have inserted your image, you can resize it and move it anywhere in your document.
Make sure it is selected (click on it once) to do the following:
To move your image, click and drag it to the desired location.
To resize the image, click and drag one of the little circles that appear in the corners –dragging
from the corner keeps the image proportionate. Note that depending on
the file type, your image may become distorted if you make it bigger.
To rotate the image, click on the Rotate icon in the Formatting Palette
(View menu, then Formatting Palette), and choose how you want to
rotate. If you choose Free Rotate, the corners of the image will become
green and if you click and drag on the corners, the image will rotate.
To crop the image, open the Formatting Palette (View menu, then
Formatting Palette) and click the Crop icon. Cropping handles will
appear—move these by clicking and dragging, and the image will
automatically be cropped. Note that unlike a program like Photoshop, the
cropped image is still in the document. You can get the cropped area back
by clicking the Reset icon in the Formatting Palette.
You can also format the brightness, contrast, and color as well as lots of
other aspects in the Formatting Palette.
WRAPPING TEXT AROUND YOUR PICTURE
By default, pictures are inserted as ―in line with text,‖ meaning Word
interprets them as one large character. To change the text wrapping,
1. Select your picture; open the Formatting Palette and click the arrow
next to Wrapping so it is pointing down.
2. In the Style pulldown of the Wrapping area, choose how you would like
the text to wrap around the picture.
You may notice when you return to your document that the picture has ―bounced‖ to somewhere
else in the page. Click and drag it to where you’d like it to be; if it’s at the top of a page and keeps
bouncing to the margin, sometimes you have to put in a page break.
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CREATING A SCREEN SHOT
Also known as a ―screen capture‖ this technique allows you to capture a picture of what shows on
your screen (for example, you may want to insert a screen shot of a web page into your
document). Once the picture is in your document, it’s just like any other picture that can be
resized, have text wrapped around it, and so forth.
To take a picture of the whole screen, press these keys all at the same time: Shift, Apple (also
called Command), and 3 (the number at the top, not the numeric pad at the right of your
keyboard). You should here a camera snap sound, and a new file is created on your hard drive
called ―Picture 1, 2, etc.‖.
To take a picture of a specific selection, press these keys all at the same time: Shift, Apple (also
called Command), and 4 (the number at the top, not the numeric pad at the right of your
keyboard), and you will get a crosshair. Drag a box around what you’d like to take a picture of,
then let go of the mouse button. You should here a camera snap sound, and a new file is created
on your hard drive called ―Picture 1, 2, etc‖.
These are now just regular images that you can insert and manipulate as described above.
INSERTING CAPTIONS
Word can automatically number your captions of tables, figures and equations. Word will
renumber your captions appropriately if you insert a new figure before other figures in your
document. Be sure that the text wrapping of the image is set to In Line with Text (if not, you will
get a text box with the caption in it).
1. Right-click (or Control click) on the object you wish to
caption and select Insert Caption… from the shortcut
menu. For tables, right-click the crosshair icon
that appears at the top-left corner of the table
when your cursor is anywhere on top of it.
2. In the Caption dialog box, select the label that
applies to the object you have selected (e.g.
―Figure‖ or ―Table‖) and select the
positioning of the caption (e.g. above or below
the object).
3. Type your text in the Caption: box.
4. Click OK to exit the dialog box.
If you do not like the appearance of your caption text, do not edit them one-by-one, but modify the
style instead (see page 3 for more details).
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INSERTING CHARTS
There are a few different ways to insert a chart into your Word document, and it will depend on if
you are working in Compatibility Mode or not.
If your Word document is in Compatibility Mode, when you copy the chart from Excel, and go
back to Word and paste, the chart will be a picture in the Word document. You can only edit
characteristics such as size and layout, like any picture
we’ve already discussed above. If you want to be able to
edit the data, you have to go to the Edit menu (in Word)
and choose Paste Special… instead. If you change the
As: selection to Microsoft Excel Chart Object, then you can
edit the data as well as the formatting. This only changes
the data on the chart in your Word document, not on the
original Excel sheet.
If you want it to be linked to the Excel sheet (so if you
make changes in the Excel sheet, you will be prompted to
update links in the Word document), then you must
choose the Paste link: radio button in the Paste Special
dialog box.
If you are not in Compatibility Mode, when you copy from Excel and paste into Word, the
chart is seen as a SmartArt-type object. By double-clicking on the chart, you can change colors of
the data series, reorder the series, etc., but you cannot edit the data. To edit the data, right-click (or
Control-click) and choose Edit data… from the shortcut menu. This launches the original Excel
document. Any changes you make affect both the chart in your document and the original Excel
sheet. Similarly, if you make changes in your Excel sheet and save it, when you double-click on the
chart in the Word document it will update to reflect the changes in your Excel sheet.
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INSERTING FOOTNOTES AND ENDNOTES
You can insert footnotes or endnotes as needed into your document. You can use the method
below, or you may want to explore the use of EndNote or RefWorks. Use these programs to
store your citations and insert them into Word. They will automatically
format both in-text citations and works-cited lists. However, you’ll
want to pick one method: EndNote, RefWorks or manual citation for
the entire document, or you may end up with more than one
bibliography.
1. Place your cursor where the footnote/endnote should be.
2. Go to the Insert menu, and then choose Footnote…. The
Footnote and Endnote dialog box will appear.
3. Select your numbering preference as well as the location of the
footnote/endnote.
You can have your footnotes and endnotes restart their numbering in
each chapter. To do this, each chapter will need to be its own section.
For more information about sections, see page 10. Remember, too, that you can format the style
of your endnote/footnote as discussed in the Modifying and Creating Styles section.
CROSS-REFERENCES
Word will renumber your captions appropriately if you insert a new figure before other figures in
your document. Word can also renumber the references in your text as well! When you refer to a
particular figure in your document, rather than typing in ―Figure 2.1,‖ let Word do it for you.
1. Put your cursor where you want to put in a reference to a figure in your text (or any other
type of cross-reference).
2. Go to the Insert menu and choose Cross-reference….
3. Select the type of item you are referencing from
the Reference type pulldown.
4. Select whatever is appropriate from the Insert
reference to: pulldown menu.
5. Select the item you want to reference from the
For which caption: section.
6. Click Insert and close the Cross-reference dialog
box.
When your caption number changes, you can change
the in-text references by right-clicking (or Control-
clicking) the in-text reference and selecting Update field.
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WORKING WITH PAGE NUMBERS
You can choose different numbering styles for your page number (e.g. ―Roman numeral‖,
―Arabic‖) and select a different ―starting at‖ number (if you don’t want to start with 1). Page
numbers can be set for your entire document, or if you need more control, you can do it section-
by-section as well. If you need a page number on a landscape page, see page 12.
USING SECTIONS TO CONTROL PAGE NUMBER FORMAT
Sometimes part of your document needs to have Roman numeral page numbering (i.e., ―i, ii,
iii…‖), and the rest Arabic (―1, 2, 3…‖). In order to do this, each set of pages that needs different
page numbering should be separated into sections. You can use sections to change the formatting
of the page number, or create a landscape page (see page 12 for more information).
1. Click on the last line of the last page of your first section (wherever you need the section
break).
2. Go to the Insert menu, Break, and then choose Section Break (Next Page).
3. This will create a new page and a section break. If you need to, use the Delete key, not the
Backspace key (sometimes called the backwards delete key), on the keyboard to bring the next
page’s content back up to the page you are currently on.
4. Scroll down to the last line of the page before your third section and repeat steps 2 and 3.
BREAKING THE CONNECTION BETWEEN SECTIONS
By default, the headers and footers of each section are connected to those of the sections before
and after it. Therefore, if you want different page number styles to vary from one section to the
next (such as Roman or Arabic), you’ll need to break the connection between the sections. If you
have headers as well, be sure to click in the header area and follow the
same steps as below, choosing header instead of footer where
appropriate.
1. Put your cursor on the first page that needs the Roman numeral.
2. Go to the View menu and select Header and Footer.
3. Make sure the Formatting Palette is displayed (View menu, then
Formatting Palette).
4. In the Header and Footer section of the Formatting Palette, uncheck
the box next to Link to Previous.
5. Scroll down to the first page of the body of your dissertation (the
chapters), make sure your cursor is in the footer, and uncheck the
box next to Link to Previous.
You have now successfully unlinked footers of these sections. Any page
numbers you put in the body of your document will not affect the page
numbering of your front matter, and vice versa.
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ADDING THE PAGE NUMBERS
1. Scroll up to the section that needs roman numerals (or a different style of numbering) and
click in the footer of any page.
2. Go to the Insert menu and select Page Numbers. (Note, while you could use the Insert
Page Number icon in the Formatting Palette, by going to the Insert menu instead you can
format it at the same time, and not have to go back).
3. The Page Number dialog box will appear. Choose
your alignment from the pulldown.
4. Click on Format… button.
a. In the Number Format: pulldown menu, select
the desired style (small Roman for the front
matter).
b. In the Page Numbering: section, change the Start
at: to the appropriate number.
c. Click OK.
5. Click OK again to insert the page number in the
footer.
6. Scroll down to the first page of the next section
(where your chapters start) and click in the footer.
7. Repeat steps 2 and 3 to set the page numbers for this
section.
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WORKING WITH LANDSCAPE PAGES
When you change the orientation of a section of page to landscape, the Header and Footer of that
section do not change orientation. Instead, the Header and Footer are at the top and bottom of
the page on your screen, but when you print, they are in the left and right margins of the page, not
the top and bottom. We’ll need to section off the landscape page(s), and then add the page
number.
CREATING A LANDSCAPE SECTION
1. Click on the last line of the page before the page you want to have landscape orientation.
2. Go to the Insert menu, Break, and then choose Section Break (Next Page).
3. This will create a new page and a section break. If you need to, use the Delete key, not the
Backspace key (sometimes called the backwards delete key), on the keyboard to bring the next
page’s content back up to the page you are currently on.
4. Click on the last line of the last page that you want to have landscape orientation (or if you
don’t have content yet press Return on the keyboard a
few times), and repeat steps 2 and 3.
5. Click anywhere in section you want to have the
landscape orientation.
6. Go to the Format menu, then Document. Click on the
Page Setup… button, then click the Landscape icon in
the Orientation: section, and click OK.
7. Back in the Document dialog box, make sure that your
1.5 margin is in the Top: box not the Bottom:.
8. Make sure that the Apply to: pulldown says This section.
9. Click OK to exit the dialog box.
ADDING THE PAGE NUMBER
1. Once you have isolated the landscape page(s) with section breaks, return to the first
landscaped page.
2. Double-click in the footer to activate it or go to the View menu and select Header and
Footer.
3. Go to the Insert menu and select Page Numbers. The Page Number dialog box will
appear.
4. Choose your alignment from the pulldown and click OK. Note that if you used the
Formatting Palette to insert your page number, you won’t get a text box around your page
number, and you won’t be able to do the next step.
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5. Click on the page number; a text box should appear around
the number, which you can then drag to the correct position
on your page (even outside of the header/footer area), using
the rulers to position the box in the center of the page.
6. To align the page number vertically on the page, double-click
on the page number text box.
In the Frame dialog box, in the Vertical section, choose Center under
Position: and Page under Relative to:. Notice you can also set the
horizontal alignment if needed.
7. Click OK.
8. Click on the text box, go to the Format menu and choose
Text Direction. Choose the appropriate orientation and
then click OK. Note, you could also use the Formatting
Palette to change the text orientation. In the Alignment and
Spacing section, there is an Orientation: section.
COMBINING MULTIPLE DOCUMENTS INTO ONE DOCUMENT
Though it is sometimes more convenient to keep documents separate as you work on them, at
some point you may want to combine them into one long document. You can combine all of the
files into one large document (see steps below), and then use information in the following sections
to generate your table of contents, lists of figures, tables and equations, and take control your page
numbers.
1. Open the file that will begin your long document (e.g. ―Chapter 1‖ or your front matter).
2. Scroll down to the very bottom of that document.
3. If you want a section break, go to the Insert menu, Break, and then choose Section
Break (Next Page).
4. Go to Insert menu and select File.
5. Navigate to the file you want to insert and click on the Insert button.
6. Repeat as necessary for each document you want to add.
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TABLE OF CONTENTS AND TABLES OF FIGURES
You cannot generate any automatic tables without first using styles effectively throughout your
document. Microsoft Word can scan your document and find everything in the Heading 1 style
and put that on the first level of your table of contents, put any Heading 2’s on the second level of
your table of contents, and so on.
If you want an automatic table of contents you need to label all of your main sections and front
matter headings (e.g. ―Dedication‖ and ―Acknowledgements‖) in the style Heading 1. All major
headings within your chapters should be labeled Heading 2. All subheadings should be labeled
Heading 3, and so on.
If you have used Heading styles in your document, creating an automatic table of contents by:
1. Position your cursor where you want the table of contents to be inserted (you will have to
add the text ―Table of Contents‖ if you want it to appear).
2. Go to the Insert menu and choose
Index and Tables.
3. Click on the Table of Contents tab.
4. Select the format you want for the
table of contents. Use the Options…
button to customize the table of
contents, such as how many heading
levels you would like to appear or if
you want to include additional styles.
5. Click OK when you’ve finished.
As things change in your document, you can update the table of contents by right-clicking (or
hold down the Control key and click if you have a single button mouse) and choosing Update Field.
You can also reinsert it as in the steps above, and you will be prompted to replace the existing
table of contents.
To create a Table of Figures or Tables, use the Insert menu again, but this time select the Table
of Figures tab and repeat the process. A table of figures will be generated from the captions you
inserted. You can generate a table for each label (Tables, Figures, etc.) you have.
Using Microsoft Word 2008 (Mac) for Large Documents
A University of Michigan Library Instructional Technology Workshop
Need help? Visit the Faculty Exploratory or Knowledge Navigation Center on the 2nd floor of the Graduate Library.
exploratory@umich.edu
| http://www.guides.lib.umich.edu |
rev: 6/2/09
15 of 17
COMMENTING AND REVIEWING
If you share your document with other for them to edit or comment on, enable the Track Changes
feature before you send it. Any changes your advisors make to your document will be recorded,
so you can approve or reject that change later.
To turn on Tracked Changes,
1. Go to the Tools menu, Tracked Changes,
then Highlight Changes….
2. Check the box next to Track changes while editing.
3. Click OK to close the dialog box.
Now just type in your document as normal, and any change you make will be tracked. Different
colors will represent different people commenting on the same document. The colors will change
automatically with the different users. To disable track changes, repeat this step.
Use Comments if you have a general comment rather than a specific suggestion.
To turn off the balloons, go to the Word menu, Preferences…, Tracked Changes icon,
and then uncheck Use balloons to display changes. Click OK to exit the dialog box.
USING TRACKED CHANGES WITH BALLOONS
With balloons on, all changes (except added text) display in the right margin, including comments.
This includes formatting changes
such as bold, italic, etc. Notice
comments and changes from
different people display in
different colors.
USING TRACKED CHANGES
WITHOUT BALLOONS
Without balloons on, all changes are
right in the text. Move your cursor
over a comment to see a popup box
of the comment. Notice comments
and changes from different people
display in different colors.
Using Microsoft Word 2008 (Mac) for Large Documents
A University of Michigan Library Instructional Technology Workshop
Need help? Visit the Faculty Exploratory or Knowledge Navigation Center on the 2nd floor of the Graduate Library.
exploratory@umich.edu
| http://www.guides.lib.umich.edu |
rev: 6/2/09
16 of 17
MERGING COMMENTS AND CHANGES INTO ONE DOCUMENT
Once everyone has made their changes and comments, you need to combine everyone’s
documents into one final document for review.
1. Go to the Tools menu, and then Merge Documents….
2. Choose the revised file and click Open.
3. The revised file will open, displaying the changes. Repeat steps 1 and 2 for each of the
revised documents. Counter-intuitively, the changes are merged into the chosen document
rather than the open document.
Each person’s changes will appear in a different color, so you can easily see who said what. To
look at the changes by a single individual, click on the arrow to the right of the Show icon (in the
Reviewing Toolbar), go down to Reviewers, and choose the single person you want to look at.
ACCEPTING AND REJECTING CHANGES
Once you have all of the documents combined into one, you need to accept or reject all of the
changes and comments. Normally, you will reject all comments – after you address the issue!
Make sure the Reviewing Toolbar is displayed (View menu, Toolbars, then Reviewing).
Use the Next and Previous icons in the Reviewing Toolbar to move back and forth to the various
changes.
To accept a change, click on the changed text (or use the arrow to get to the change), and
then click the Accept icon ( ) in the Reviewing Toolbar. You can accept all changes at
once by clicking on the pulldown next to the Accept icon and selecting Accept All Changes
in Document.
To reject a change, click on the changed text, and then click the Reject icon ( ) in the
Reviewing Toolbar. You can reject all changes at once by clicking on the pulldown next to
the Reject icon and selecting Reject All Changes in Document.
To view what your document would look like with all changes
accepted, click on the right-most pulldown menu of the
Reviewing Toolbar and select Final. Note that you will still need
to accept or reject all the changes; this is just for viewing, you still
need to accept or reject all of the changes before your document
is complete.
Using Microsoft Word 2008 (Mac) for Large Documents
A University of Michigan Library Instructional Technology Workshop
Need help? Visit the Faculty Exploratory or Knowledge Navigation Center on the 2nd floor of the Graduate Library.
exploratory@umich.edu
| http://www.guides.lib.umich.edu |
rev: 6/2/09
17 of 17
FORMAT PAINTER
The Format Painter is a quick and easy way to copy the look (indentation, formatting, etc.) from
one piece of text to another without using a style. Select the text with the formats you want to
copy. Click on the Format Painter icon ( ), and then click on the text you want to change.
AUTOCORRECT TOOLS
The AutoCorrect feature automatically corrects many common typing, spelling, and grammatical
errors, and it can automatically insert text for you. For example, if you misspell with as ―wiht,‖ it
will be automatically corrected. You can also use this feature to put in commonly used phrases.
To specify AutoCorrect options, go to the Tools menu, and
click AutoCorrect… (you can also go to the Word menu,
choose Preferences, and then AutoCorrect). Choose
whichever tab is appropriate for the type of change you want
to make.
Use the AutoCorrect tab to automatically correct typos as you
type. You can add your own text to the Replace text as you type
list by typing in the text you want replaced in the Replace: field
and putting the new text in the Width: field.
The AutoFormat as You Type tab allows you to quickly apply
headings, bulleted and numbered lists, borders, numbers, and
symbols to your text. For example, you might want to always
replace straight quotation marks with smart (curly) ones, or
you might prefer not to automatically format Internet paths as
hyperlinks.
