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Easy Document Formatting
with Microsoft Word

artist creating an oil paintingWith the newest version of Microsoft Word, document formatting is easier than ever.

With just a few clicks, you can create professional looking business documents such as letters, reports, custom forms, and more.

Check out these document formatting options that are available to help you create your own masterpiece with Word 2007:

I receive more questions about formatting documents with Word 2007 than any other subject! I hope you enjoy these formatting tips and tricks. As usual, I include shortcuts and troubleshooting tips whenever possible to help you work faster and smarter with Microsoft Word 2007 and 2010.

Layout Formatting

Document formatting works the same in Microsoft Word 2007 as in previous versions. But because the menus are gone, many new users have difficulty finding the tools.

In these tips and tutorials, I'll tell you where to find your old favorites. You will find it is easy to copy, change, or remove formatting with Word 2007 or 2010.

It is a good idea to pre-plan your document layout. For instance, think about these different formatting levels when planning your document:

  • Document: type of document (is it a brochure, letter, report...?)
  • Page: page size, margins, orientation, theme, headers, footers...
  • Paragraph: paragraph and line spacing, formatting lists, indentation, tabs, page breaks, hyphenation, widow and orphan control...
  • Font: size, font-face, color, styling (bold, italic, underline, shadows)...

As you can see, there are many layout design decisions to make before you even type the first word! Start with general document properties, then work toward more specific properties such as paragraph formatting and fonts.

You can save yourself a lot of headaches by planning ahead instead of typing first, then trying to make document formatting changes later on.

Office Themes

colorwheelThe Office theme is a new feature in Microsoft Word 2007.

A theme is a set of fonts, colors, and effects which can be changed on-the-fly.

Themes are great time savers that help you quickly change the look, feel, and color scheme of your documents.

Word Styles

If you don't know what Microsoft Word styles are or how to use them, you are missing out on one of the most powerful features of this software.

The main purpose of styles is to create consistent character and paragraph formatting throughout your document. Not only that, using styles allows you to make global document formatting changes with just a few clicks. Formatting options are endless when you create your own custom Word styles.

If you want to work faster and smarter, learning how to use styles will help you achieve your goal. Then once you discover how to use styles in Microsoft Word, you can transfer that knowledge to other Microsoft Office programs. Soon you will be creating documents just like a professional desktop publisher!

Formatting Document Questions

The following are formatting questions I received from visitors. New questions are no longer accepted...there are still over a hundred in my inbox that I answer when I have time. So be sure to bookmark (Ctrl+D) this page for future reference. Or if you need immediate help, ask a third-party Microsoft Office technician now for a small fee.

What Other Visitors Have Asked

Click below to see questions from other visitors to this page...

Setting Default Font Formatting  I have a problem with trying to set a default font. I change the font style, check yes for making it the default font, but it won't keep it. I had the ...

Modify Styles to Start on a New Page  How do you modify a style so it always starts on a new page? ANSWER: This is a very common formatting technique especially for chapter titles in ...

Removing Word Form Field Shading  In my forms I created, the user (person filling it out) doesn't want to see the grey shaded areas to fill in. Can that be removed? ANSWER: Yes, those ...

Word Captions Formatting Goes Crazy!  I am having problems with a document that uses Word captions and heading styles. I can make the file look perfect on screen. However, when I go to print ...

Page Margin Measurement Settings  My page margin settings are now showing in 'points' instead of 'inches'. For example, I used to be able to set 1.0" or 1.5" margins. Now ...

Insert Object into Protected Word Document  I have a document that was created using tables and inserting legacy forms, specifically text form fields for the end user to fill out. I set specific ...

Delete All Comments in Word 2007 Document  I have a 300+ page document and occasionally "Comment A1"(or other number) pops up and I cannot get rid of it. What is it and how do I delete ...

Setting Default Paragraph Formatting  The default in Word 2007 adds space between paragraphs of the same style. You have to check a little box in the paragraph box if you do not want this....

Page numbering - repeating page numbers  I am writing a book in Word 2007. The page numbering goes well for long runs then suddenly "goes whack" and will start getting errors with either repeating ...

Creating Different Footers for Each Page  How do you get a different footer on every page or a series of pages? For example pages 4-9 Alaska pages 11-14 Arizona. ANSWER: In Microsoft Word ...

Insert Page Breaks and Remove White Space  I have to start each new section of my document on the top of the page. Then I have to remove any section breaks that create large gaps of white space....

Word 2007 Font View on Page  I have my font set to the Arial 12 default, but my page is showing it much larger.

How do I set my page view to the true Arial 12 view? Not the large ...

Formatting Page Numbers using Different Styles  I am attempting to format page numbers in a graduate level thesis. I have the number 'i' for my table of contents page, however when I switch to the ...

Editing Microsoft Word 2000 Forms in Word 2007  How do I edit a Microsoft Word 2000 document that was created as a form and then converted to a 2007 document? When I open the document in Word 2007 I ...

Mixed Page Sizes in a Word 2007 Document  I need some assistance in Word 2007. Some of the pages in the document have to be letter size and some have to be legal size. Could you please assist,...

Problems When Opening 2003 doc in 2007  All of our company's project reports are in Word 2003 and are heavily formatted. We are migrating to Word 2007 and we are running into formatting difficulties ...

Automatically Indent New Paragraphs  In Word 2007, what key do I use to indent with sentence wrap-around when using the hard return key? ANSWER: You can use the tab key to indent the ...

Styles Created When Formatting Text  I use styles almost exclusively. However, how can I prevent Word 2007 from creating a new style when I select and modify several words within a styled ...

Formatting Numbering Like in Legal Textbooks  Some legal textbooks have a numbering format that looks something like this:

1 Heading-1
1-001 Body Text bla,bla,bla...
1-002 Body Text
Heading-2
...



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