Advanced Features in MS Word Part II

This document contains instructions for converting a Word document to Portable Document Format, using passwords to protect your PDFs, highlighting text, using the find and replace feature, inserting page numbers, and creating headers and footers.

PDFing Word Documents

Converting your Word documents to Portable Document Format will enable anyone with Acrobat Reader to open your document, and it will look exactly as you intended (layout, fonts, links, and images intact). You can convert a MS Word document into Portable Document Format at any ITaP computer.

Save your Word document after you are through working on it.
File → Print. The “Print” box will appear.
Select Acrobat Distiller using the “Name” drop down menu.
Click OK. The “Save PDF File As” box will appear.
Enter a name for your PDF file. We suggest you use the same name you used when you saved your document as a Word file.
Click Save. After a few seconds, Acrobat Reader will launch itself, and your new pdf will appear.

Protecting your PDFs with Passwords

Adobe Acrobat also lets you protect your documents from unauthorized access or alterations. These instructions are for password protecting private PDFs; only readers with the password you choose will be able to access your document.

Open your PDF.
File → Document Security. The “Document Security” box will appear.
Select Acrobat Standard Security from the “Security Options” drop down menu.
Click Change Settings.
Click the “Password Required to Open Document” box. You will now be able to type in the “User Password” box.
Type a password in the “User Password” box.
Click OK. The “Password” box will appear.
Confirm your chosen password by typing it in the “Password” box.
Click OK. The “Document Security” box will reappear.
Click Close. Now when users (including you) access this document, they will have to enter the password before the document will open.

Note: You can download Acrobat Reader (for viewing PDFs) for free to your home computer from http://www.adobe.com/products/acrobat/main.html. You can buy Acrobat, the software used to make PDFs, from the University Bookstore for around $60.

Highlight Text

1. Select the text you wish to highlight.

2. Select the Highlighter icon from the toolbar.

The text you have selected will now be highlighted.

Finding and Replacing Text

You can use the Find and Replace feature to replace all instances of a word or phrase with another word or phrase.

1. Edit → Replace. The “Find and Replace” box will appear.

2. Choose the Replace tab.

3. Type the text you want to find in the “Find What” box.

4. Type the text you want to replace it with in the “Replace With” box.

5. Click Replace All. A box will appear, reporting how many instances of the word or phrase have been replaced.

Inserting Page Numbers

1. Insert → Page Numbers. The “Page Numbers” box will appear.

2. Specify whether to print page numbers in the header at the top of the page or in the footer at the bottom of the page in the “Position” box using the drop down menu.

3. Click OK.

Creating Headers and Footers
A header is printed in the top margin; a footer is printed in the bottom margin. You can create headers and footers that include text or graphics ( page numbers, the date, a company logo, the document's title or file name, or the author's name).

View → Header and Footer. The Header and Footer toolbar will appear. You will now be able to create the header.

2. Type your name in the header area.

3. Align your name right using the align right icon on the main toolbar.

Click the Switch Between the Header and Footer icon on the Header and Footer toolbar. You will now be able to create the footer.

5. Type the date in the footer area.

6. Click Close on the Header and Footer toolbar.

Note: Headers and footers appear only in print layout view and in printed documents. Headers and footers do not appear or print in Web layout view or in browsers.

How to Use the Commenting Feature in MS Word XP