Smith College Technology And Resource Adviser

SAVING AND RESTORING WORD 2003 SETTINGS FOR USE WITH OFFICE 2007

If you have ever added new words to your Word dictionary, created macros, or changed your auto-correct settings, auto-text settings, default page margins, or default font, you should make a copy of your Templates folder (which contains the Normal.dot file) and store it on your H: drive.

Part 1. Save your Word 2003 settings and templates before you get your new computer.

After printing these instructions, complete Part 1, then return to Step 7 on the main instructions page.

Part 2. Restore your settings and templates in Office 2007 after you get your new computer.

After you receive your new computer, return to this page and follow the instructions in Part 2 to use your saved files to restore your settings.

If you have any questions about the information on this page, please call the User Support Center at x4487.

Part 1. Save your Word 2003 settings and templates while you still have your old computer.

If you have created macros, AutoText entries, or other templates, and/or added words to your custom dictionary, you should make a copy of these items and store them on your H: drive. We also recommend that you record your default margins and font settings.

Default Margins and Font: Open a blank Word document and write down the default font and your margin settings. You will need to reset this manually in Office 2007. (Directions for later use are provided below.)

Template Folder: If you have created macros, AutoText or created other templates you will need to copy the Template folder to your H: drive.

With a blank Word document open, click on Tools, then Options.
In the Options window, click on the File Locations tab.
In the File Types list, select User Templates, then click the Modify button.
Click on the down-arrow to the right of the Look in: field, and write down the entire folder sequences from C: to templates folder.

Example: C:\Documents and Settings\(username)\Application Data\Microsoft\Templates (username could be smith or your name)

Custom Dictionary: If you have added to the dictionary then these settings will have to be copied as well.

Copying Template files and Custom Dictionary

Close Word, now open either Windows Explorer or My Computer.
Locate the Templates folder by following the folder path you wrote down. No need to open the folder.

Note: If you do not see the Templates folder in the expected location, go to Tools, Folder Options, View and click on Show hidden folders and files.
Click once on the Templates folder to select it. Now look about 5 folders above to locate the Proof folder. Holding the CTRL down click once on the Proof folder. Both folders should be selected, from the Edit menu select Copy.
Change the drive location to H: and paste the folders there.

After completing Part 1 and printing these instructions, return to Step 7 on the main instructions page.

Part 2. Restore your Word settings and templates in Office 2007 after you get your new computer.

Office 2007 does not automatically copy over the customized settings and features you used in Word 2003. If you prefer your Word 2003 settings to the defaults built into Office 2007, the following sections explain how to re-set the defaults:

The Normal template and additional templates
Default font, margins, and line spacing
AutoText entries
Custom dictionary

Copying the Normal template and additional templates

Close any Office application windows that might be open.
Open either Windows Explorer or My Computer and navigate to the Templates folder you copied to your H: drive. Open the folder, select all the templates in it, and choose Copy from the Edit menu.
Navigate to: C:\Documents and Settings\Smith\ApplicationData\Microsoft\Templates
In the Templates folder, right-click on Normal.dotm. Select Rename from the drop-down menu, and enter the new name as: Normal.old.
When you see the message, “If you change a file name extension, the file may become unusable. Are you sure you want to change it,” click Yes.
Right-click in any blank area of the window and select Paste from the drop-down menu. The copied templates will now appear in the Office 2007 Template folder.
The next time you start Word 2007, your old Normal.dot file will be converted to Normal.dotm. Some of your customizations will now be available to you.

Default Font, Margins, and Line Spacing

Office 2007 sets the Word 2007 defaults as follows:

Font - Calibri 11
Margins - 1” on all sides
Line spacing - 1.15 lines, with an extra 10 pts after each paragraph

If you prefer different defaults, follow the steps below to change your settings to match your preferences. (Note that if you copied your Normal template to the new location, your default font and line spacing should be restored, but your margins may still be off.)

Default font:

Open Word 2007 and click on the Home tab.
In the Font grouping, click on the dialog launcher button in the lower right corner, as shown below.
In the Font dialog box, change the font name and size to your preferred settings.
click on the Default button to save these settings as your defaults.

Default margins and/or line spacing:

Click on the Page Layout tab.
In the Page Setup grouping, click on the dialog launcher button in the lower right corner.
In the Page Setup dialog box, change the margins to your preferred settings.
If you wish your default spacing to be plain single spacing, in the Paragraph grouping, click on the dialog launcher button in the lower right corner:
1. Change the Line Spacing from Multiple to Single.
2. Change the Spacing After from 10pt to 0pt.
Click the Default button to save these settings as your defaults.

AutoText Entries

In previous versions of Word, AutoText entries were stored in the Normal template. In Word 2007, AutoText entries are stored as a separate template in the Document Building Blocks directory. To restore your entries:

Close all Office applications you have open.
Open either Windows Explorer or My Computer. Open the Templates folder you copied to your H: drive.
Right-click on Normal.dot and choose Copy from the dropdown menu.
Change the directory location to: C:\document and Settings\smith\Application Data\
Microsoft\Document Building Blocks
Right-click in an open area of the directory window and choose Paste from the pop-up menu. Your old Normal.dot file will appear in the Document Building Blocks folder.
Double-click on the Normal.dot file you just copied. The file will open in Word 2007.
Click on the Office button in the upper left corner of the Word window (shown below), and choose Save as / Word template.
In the Save As Word template dialog box, make sure the file type is set to Word document *.dotx. This will save your AutoText.dotx document in the new Word 2007 format.
With your AutoText.dotx document still open, click on the Insert tab.
In the Text grouping, click on Quick Parts / Building Blocks Organizer to see a list of your AutoText entries.
When you want to use an AutoText entry, locate the entry, then click the Insert button. (AutoText is not quite as automatic as it used to be.)

Custom Dictionary

In Office 2007, the custom dictionary is stored in a new location. You copied the dictionary from the Proof folder, but you will be pasting into the UProof folder. Here's how:

Open either Windows Explorer or My Computer.
Open the Proof folder you copied to your H: drive.
Right-click on the custom.dic file and choose Copy from the pop-up menu.
Change the directory location to:
C:\Documents and Settings\Smith\Application Data\Microsoft\UProof
Right-click in the background of the directory window and choose Paste from the menu. Your custom.dic file will be copied to the new location.