USING MICROSOFT WORD
USING MICROSOFT WORD Installing Office 2003 ................................................................................................................................... 5 Starting Up Word ........................................................................................................................................ 11 Starting Word.......................................................................................................................................... 11 Creating a Shortcut ................................................................................................................................. 11 An Overview of Word................................................................................................................................. 12 The Cunning Office Assistant..................................................................................................................... 13 Tips and Tricks from the „Assistant“...................................................................................................... 13 Asking a Question................................................................................................................................... 13 Choosing Other Assistants...................................................................................................................... 13 Making Word Comfortable: Sensible Basic Settings ................................................................................. 13 Turning off Automated Menus ............................................................................................................... 14 The Four Faces of Word ......................................................................................................................... 14 Useful: Nonprinting Characters .............................................................................................................. 14 The Text Boundaries............................................................................................................................... 15 Using the Rulers...................................................................................................................................... 15 The View on the Screen: Changing the Zoom Factor................................................................................. 15 Setting the Zoom Factor.......................................................................................................................... 15 More Flexible: Your Own Zoom Factor ................................................................................................. 16 Options ........................................................................................................................................................ 16 Options, View ......................................................................................................................................... 17 Style Area Width..................................................................................................................................... 17 Storing your documents .......................................................................................................................... 17 Options, Edit ........................................................................................................................................... 17 Typing replaces Selection. .................................................................................................................. 17 Drag and Drop text editing ................................................................................................................. 18 Automatic word selection ................................................................................................................... 18 Use the INS key for paste. .................................................................................................................. 18 Use Smart Cut and Paste..................................................................................................................... 18 TAB or BACKSPACE sets indentation.............................................................................................. 18 Overtype Mode ................................................................................................................................... 18 It changes what I write!........................................................................................................................... 18 AutoCorrect......................................................................................................................................... 18 Options, Save .......................................................................................................................................... 19 Options, General ..................................................................................................................................... 19 Background repagination .................................................................................................................... 20 Mouse or keyboard?............................................................................................................................ 20 Keyboard techniques........................................................................................................................... 20 Options, Compatibility............................................................................................................................ 20 Print Colors as black on noncolor printers.......................................................................................... 21 Don’t balance columns for Continious section starts ......................................................................... 21 Font Substitution................................................................................................................................. 21 Safety First: Saving Documents.................................................................................................................. 22 Saving Data for the First Time................................................................................................................ 22 Saving Regularly..................................................................................................................................... 23 Saving to Another Folder........................................................................................................................ 23 Creating a New Folder ............................................................................................................................ 23 Save or Save As? .................................................................................................................................... 24 Saving a File onto a Diskette .................................................................................................................. 24 Closing a File and Quitting Word............................................................................................................... 25 A New, Empty Document ....................................................................................................................... 25 Closing a Document................................................................................................................................ 25 1 Closing with a Button ............................................................................................................................. 25 Closing Word .......................................................................................................................................... 26 Opening Your Documents .......................................................................................................................... 26 The Conventional Method ...................................................................................................................... 26 Opening Directly From a Folder............................................................................................................. 26 Word: Quick Methods............................................................................................................................. 27 Windows: Document Menu .................................................................................................................... 27 Editing - Writing Right Away: Important Buttons Explained in Brief....................................................... 28 Typing Upper-Case Letters..................................................................................................................... 28 Rules for Entering Text........................................................................................................................... 28 Correcting Mistakes ................................................................................................................................ 28 Moving cursor around document ................................................................................................................ 29 Keyboard movements ............................................................................................................................. 29 Go to ....................................................................................................................................................... 29 View, Outline ...................................................................................................................................... 30 Your previous three edits .................................................................................................................... 30 Find and replace ...................................................................................................................................... 30 Selecting text............................................................................................................................................... 31 Selecting by clicking............................................................................................................................... 31 Selecting by dragging ............................................................................................................................. 31 Selecting with Shift+mouse .................................................................................................................... 31 Extended selection with F8..................................................................................................................... 31 Cut, paste, move and copy .......................................................................................................................... 32 Cut........................................................................................................................................................... 32 Paste ........................................................................................................................................................ 32 Copy ........................................................................................................................................................ 32 Delete words ........................................................................................................................................... 32 Undoing changes......................................................................................................................................... 33 Formatting................................................................................................................................................... 33 Characters ............................................................................................................................................... 33 Underline............................................................................................................................................. 34 Spacing................................................................................................................................................ 34 Position ............................................................................................................................................... 34 Kerning ............................................................................................................................................... 34 Paragraph ................................................................................................................................................ 34 First line indented ............................................................................................................................... 34 Hanging indent.................................................................................................................................... 35 Ruler.................................................................................................................................................... 35 What is a paragraph?........................................................................................................................... 35 Format paragraph .................................................................................................................................... 35 Tabulator stops........................................................................................................................................ 36 Right aligned tab ................................................................................................................................. 36 Decimal tabs........................................................................................................................................ 36 Borders .................................................................................................................................................... 37 Formatting shortcuts ............................................................................................................................... 38 UPPER/lower case letters ................................................................................................................... 38 SMALL CAPS .................................................................................................................................... 38 Original format.................................................................................................................................... 38 Hyphen and space ............................................................................................................................... 38 Copying formats...................................................................................................................................... 39 Bulleting, Numbering, and Line Spacing ................................................................................................... 39 Using Bullets........................................................................................................................................... 39 Creating a Numbered List ....................................................................................................................... 39 Automatic Numbering! ........................................................................................................................... 40 2 Individual Configurations ....................................................................................................................... 40 Styles........................................................................................................................................................... 41 Creating styles......................................................................................................................................... 41 Help..................................................................................................................................................... 42 Creating a style: Trial and error method. ............................................................................................ 44 Deleting styles..................................................................................................................................... 44 Creating a Style using a dialog box ........................................................................................................ 45 Styles and shortcut keys.......................................................................................................................... 46 Creating the style ................................................................................................................................ 47 Using a style........................................................................................................................................ 47 Editing a Style......................................................................................................................................... 47 Trial and error method ........................................................................................................................ 47 Dialog box method.............................................................................................................................. 48 Why Styles? ............................................................................................................................................ 48 Mixing formatting ............................................................................................................................... 49 Summing up: Styles and direct formatting ......................................................................................... 49 Page Layout ................................................................................................................................................ 49 Section..................................................................................................................................................... 50 Margins ................................................................................................................................................... 51 Text columns........................................................................................................................................... 51 Inserting a section break ..................................................................................................................... 52 Editing a section break........................................................................................................................ 53 Copying a section format .................................................................................................................... 53 Tables .......................................................................................................................................................... 53 Insert Table Button ................................................................................................................................. 54 Table Button Changes:........................................................................................................................ 54 Parts of a Table ....................................................................................................................................... 54 Table Menu ............................................................................................................................................. 54 Cascading commands:......................................................................................................................... 55 Context commands:............................................................................................................................. 55 Table Tasks ............................................................................................................................................. 55 Tables & Borders Bar ............................................................................................................................. 58 Toolbar Buttons .................................................................................................................................. 59 Working with Table Properties ............................................................................................................... 61 Creating Styles for Tables....................................................................................................................... 61 Sort information .......................................................................................................................................... 61 Formulas...................................................................................................................................................... 62 Display Formula...................................................................................................................................... 62 Embedding a Excel Worksheet ............................................................................................................... 62 Deciding How to Insert an Excel Worksheet...................................................................................... 62 Embedding a New Object ....................................................................................................................... 63 Creating a Diagram ..................................................................................................................................... 63 Inserting and Modifying a Picture .............................................................................................................. 64 Aligning a Picture with the Surrounding Text........................................................................................ 66 Creating WordArt ....................................................................................................................................... 67 Drawing and Modifying a Shape ................................................................................................................ 68 Inserting a Chart.......................................................................................................................................... 70 Modifying the Appearance of a Chart .................................................................................................... 73 Importing Data into a Chart .................................................................................................................... 75 Equation Editor ........................................................................................................................................... 75 Inserting the Equation Icon into the Toolbar .......................................................................................... 75 Writing Equations ................................................................................................................................... 76 Making Information in Longer Documents Accessible in MS Word......................................................... 77 Managing Master Documents and Subdocuments.................................................................................. 77 3 Practical exercise ................................................................................................................................ 77 Adding Bookmarks and Cross-References ............................................................................................. 78 Using bookmarks ................................................................................................................................ 79 Using cross-references ........................................................................................................................ 80 Creating and Modifying a Table of Contents ......................................................................................... 80 Practical exercise ................................................................................................................................ 81 Creating and Modifying an Index ........................................................................................................... 82 Using Templates in MS Word. ................................................................................................................... 84 Templates basics ..................................................................................................................................... 84 Creating a new template.......................................................................................................................... 86 Save NORMAL.DOT?........................................................................................................................ 86 Changing a template ............................................................................................................................... 87 Template elements .................................................................................................................................. 88 Templates – more.................................................................................................................................... 88 Copying to templates/documents ............................................................................................................ 89 Organizer................................................................................................................................................. 89 Styles are special................................................................................................................................. 90 The three others................................................................................................................................... 90 New basic template ............................................................................................................................. 90 Macros......................................................................................................................................................... 91 Recording a macro .................................................................................................................................. 91 Macros linked to toolbar buttons ........................................................................................................ 92 Macros linked to shortcut keys ........................................................................................................... 92 Recording ................................................................................................................................................ 93 Describing a macro ............................................................................................................................. 93 Deleting a macro ................................................................................................................................. 93 Repeating a macro............................................................................................................................... 93 Toolbar ........................................................................................................................................................ 93 Show/hide a toolbar ............................................................................................................................ 94 Moving a toolbar................................................................................................................................. 94 Taking buttons off a toolbar................................................................................................................ 94 Moving toolbar buttons....................................................................................................................... 94 Extra toolbars ...................................................................................................................................... 94 Customize................................................................................................................................................ 95 Adding toolbar buttons ........................................................................................................................... 96 Find a good command............................................................................................................................. 96 What’s the command?............................................................................................................................. 97 Changing a button icon ........................................................................................................................... 97 Creating Forms in the MS Word................................................................................................................. 98 Setting Up a Form ................................................................................................................................... 98 Modifying and Protecting a Form......................................................................................................... 102 Using a Form......................................................................................................................................... 104 4 Installing Office 2003 Office 2003 is undoubtedly the world's best known and most widely used productivity suite. The suite comes in several editions, from an academic version for noncommercial student and teacher use to the fully loaded Professional edition. All editions include the core programs: 1. Excel – spreadsheets 2. Outlook – email client and contact management 3. PowerPoint – presentations 4. Word – word processing Depending on the edition you have, you may also have some or all of these programs: 1. Business Contact Manager – An add-on module for Outlook 2. Publisher – Desktop publishing 3. Access – A robust database creation and management program Here's a look at what comes with each of the Office 2003 Editions: Academic Edition: Excel, Outlook, PowerPoint, Word Standard Edition: Excel, Outlook, PowerPoint, Word Small Business: Excel, Outlook (with Business Contact Manager), PowerPoint, Word, Publisher Professional: Excel, Outlook (with Business Contact Manager), PowerPoint, Word, Publisher, Access No matter the edition, installation is straightforward and uniform. Follow these steps and you'll be up and running in no time. 1. Shut down all other programs before beginning the Office 2003 installation. 2. Insert the installation CD into your optical drive. If AutoRun is enabled, the Office 2003 installation routine will launch automatically. If AutoRun is not enabled, right-click the Start button and click Explore. If need be, click the plus sign (+) to expand My Computer in the left pane and locate the Office 2003 installation CD underneath My Computer on your optical drive. It will likely be titled OFFICE11, although some other variation of "OFFICE" could be used. After locating it, click to highlight the CD, then find the Setup.exe file in the right pane and double-click it to launch the installation routine. The installation routine automatically copies a number of files to your hard drive and prepares your system for the upcoming installation. You'll likely see several dialog and progress boxes on-screen as these processes take place. Depending on the speed of your computer, these processes can take anywhere from a couple of seconds to a minute or more. When they finish, you'll be presented with the first user-input screen of the installation, a prompt for your product key. Microsoft products require entry of a 25-character product key during installation, as well as product activation within a limited number of days. 5 3. The 25-character product key is usually found on an orange sticker, either on the CD case itself or on the product's Certificate Of Authenticity. Type the characters carefully; they're random, and typographical errors are common. If you enter the key incorrectly, a dialog box will appear that says You Have Not Entered A Valid Product Key. Click OK to clear the box, re-enter the product key, and click Next. 4. On the next screen, you can enter up to three fields of user information: Username, initials, and organization. The information collected in these fields is used behind the scenes in Office documents to build detailed sets of data called metadata. Metadata records a variety of information about files created in Office, such as author, times and dates of creation and modification, and more. This information is then incorporated into the internal structure of the files and can be viewed in those files' properties. Depending on your personal privacy preferences, you may or may not wish to have this kind of information included in your Office files. Once you've entered (or not entered) the information, click Next to proceed. Information entered in these fields is embedded within the files you create in Office 2003. 5. Next up is the EULA (End User License Agreement). This long-winded document is a contract between you, the user, and Microsoft, which spells out in great detail how you may and may not use the Office 2003 software. It's not negotiable. If you want to continue the installation, you must check the box to agree to the terms of the License Agreement and click Next. Make the check if you want to click Next. 6. The next screen contains important choices about the way in which your Office 2003 installation will proceed and the way in which you'll be able to use Office 2003 after the installation has finished. The choices are: Typical Install – As the name implies, this option installs the programs and options most commonly used by the masses. Complete Install – Installs every program and every option that your edition has to offer onto the hard drive. Minimal Install – This is a bare-bones installation that is a viable choice if you're low on hard drive space. Custom Install – Here's where you'll find maximum configurability. If you have a good idea of how you'll be using Office and its individual applications, this selection will let you tailor the installation more tightly to your specific needs. 6 Make your selection carefully on this screen In today's era of spacious hard drives, if you have the storage real estate to spare, we recommend the Complete Install option, particularly if you will use the software to produce work under time constraints. Limited or partial installations of Office can yield speed bumps to your productivity at the most inopportune moments. You may call up what you would expect to be a routine feature in Word, for example, and discover that the feature was never installed in the first place. When that happens, the program will run an installation routine that calls for the original installation CD to be placed in the original CD drive that was used during installation. If you don't have the CD handy, it's theoretically easy enough to cancel the routine and continue work without that feature, but as we all know, theory doesn't always yield the expected fruit. We've seen Word crash—more than once—when the program tried to install a requested feature and the original installation CD wasn't available. Though not as common, we've also seen BSOD (Blue Screen of Death) crashes in these situations. We've even encountered such crashes when we had the original installation disc, but the computer had been reconfigured so that the optical drive was assigned a different drive letter than was in use during the original installation. Reality is that these midstream feature installation routines can be time consuming and bothersome to the nth degree. If you can spare the 650MB, go with a Complete Install. This option will install every program, every feature, and every bit of included content, such as clip art and photos, onto the hard drive where it's ready for use at any time. If you don't have the space for a Complete Install, but you still want to avoid the above scenario, the Custom Install may be the choice for you. When you select Custom Install and click Next, the resulting screen will let you tailor the installation of programs, options, and content exactly to your expected needs. As an example, if you'll be using primarily Word and Excel for straight text documents and spreadsheets, installing hundreds of media files such as clip art and photos will consume a lot of hard drive space with data that may never be touched. If you know for a fact that you'll never use Access, the Microsoft database application that's included in the higher-priced Office editions, you can choose not to install it, saving not only hard drive space. And although installation is usually a one-time process, also remember that the more options and extras you install, the longer the installation will take. Select each application you want to install, check the Choose Advanced Customization Of Applications checkbox, and click Next. 7 Now you have complete control over the installation of each program, each option, media collections, and more. Simply click the arrow beside the element you wish to configure and make the choice that best suits your needs: Run From My Computer – Installs that particular feature onto the hard drive for instant access. Run All From My Computer – Installs that particular feature and all associated features listed within that branch of the option tree onto the hard drive for instant access. Installed On First Use – This program or option will not be installed onto the hard drive during this installation. Instead, the first time you try to access something in Office 2003 that needs this feature or option, the program will initiate an automatic routine to install that feature. Remember the notes of caution issued above concerning this issue. Not Available – This choice instructs the installation routine not to install this element now and not to make any preparation whatsoever for future installation. The feature, option, or content simply will not be available to you as you use your Office 2003 software. 7. Once you've made all your installation choices, click Next to go to the Summary screen, where you'll be shown the list of programs you've chosen, along with the installation option chosen for each of those programs. The Summary screen will also show you how much space will be needed to install your chosen package, as well as the amount of space available on the target hard drive. If you see something in the Summary that you want to change, simply click the Back button until you get to the screen that will allow you to make the change. With the changes in place, work your way back through the screens until you reach the Summary screen again. When the screen accurately reflects your desired installation package, click Install and sit back and wait. Depending on the installation choices you made and the speed of your computer, the installation can take anywhere from a few minutes to an hour or more. 8 The entries within this window can be navigated in Explorer-esque fashion. Once you click Install, the process is off to the races and out of your control. 8. Once the routine finishes, you'll be presented with one final screen. This screen contains two options: You can choose Check The Web For Updates And Additional Downloads or Delete Installation Files. We recommend checking the first option and not the second. Should you need to make changes to 9 or repair your Office 2003 installation in the future, having the installation files in storage on your hard drive will make the task far easier. Click Finish, and a Web browser will automatically launch and load the Microsoft Office Update site, where you can check for, download, and install any available updates for your Office 2003 software. After installation is complete, the first time you run an Office 2003 program, you will be prompted to activate the software. It's important to understand that registration and activation are two different things. Registration is optional. Activation is a mandatory antipiracy element, and you can use Office 2003 programs without activation only for a limited number of days, after which the applications will run, but with very limited capability. (For example, you could only view documents in Word, not type or change anything.) If you're connected to the Internet, simply follow the instructions for online activation. It's quick and easy. If you're not connected, a number is provided for telephone activation. 10 Starting Up Word Starting Word To start Microsoft Word: 1. Click the START button. The Start menu appears. 2. Point to the entry for PROGRAMS. 3. Click on the entry for MICROSOFT WORD. Creating a Shortcut If you call Word up often, then the method I’ve just described is tedious. Instead, you should simply create a shortcut on the Desktop. 1. Click the START button. The Start menu appears. 2. Click the right mouse button on the entry for MICROSOFT WORD. 3. While pressing the right mouse button, pull this entry onto the Desktop. Release the mouse button. 11 4. You’ll see a context-sensitive menu! Here you should use the left mouse button to choose the command CREATE A SHORTCUT. 5. Now you’ve got a practical shortcut to your favorite word-processing program. Whenever you want to start the program up, just doubleclick on MICROSOFT WORD. You’re already feeling more confident about your mouse technique? Then you can use the same method to create a shortcut in the QuickStart list to the right of the Start button. Now you can start Word with a simple single-click. An Overview of Word It’s time for an overview of Word 2000: Window controls: use these to change the size of windows. Title bar: here you’ll find the name of the program and the name of the current document. If you haven’t named the document yet, you’ll see something like Document1. Menu bar: contains the menus with the commands that control Word. Click on a menu to pull it down. Select a command by clicking on it. Toolbars: as a rule, you’ll see the Formatting and Standard toolbars. Horizontal ruler: the horizontal ruler, which you can turn on and off with VIEW/RULER. 12 Add More Buttons: if you click here, you can add buttons to your toolbars. Vertical Scrollbar: use this to scroll up and down the page. Click, for example, on the little down arrow to move down the page. Horizontal Scrollbar: use this to scroll left and right across the page. Status and Information bar: here you’ll find useful information about your document, for example the actual page count or the cursor position. The Cunning Office Assistant Now greet the Office Assistant Charlie Paperclip, your personal adviser. Charlie Paperclip and his friends are always ready to lend a hand. Tips and Tricks from the „Assistant“ The Assistant is always watching while you’re typing so that he can provide you with tips and tricks. 1. Every now and then, the Office Assistant will inform you about interesting functions and ways to make your work easier. 2. Sometimes, a tip will contain step-by-step instructions. Follow the steps or click CANCEL. 3. If a tip is less important, the Office Assistant will bring it to your attention with a light bulb. 4. If you want to read the tip, just click the light bulb. If you don’t, you can ignore this notice. 5. Is the Office Assistant getting on your nerves? Then simply click the CLOSE button in the upper right corner. 6. This jolly fellow can be recalled at any time using the [F1] function key! Asking a Question Naturally you can also ask Charlie Paperclip a question. Here’s how: 1. Click directly on Charlie Paperclip. You’ll see a word balloon with an entry field, which is labeled with the following message: TYPE YOUR QUESTION HERE, AND THEN CLICK SEARCH. 2. Type your question (or a relevant group of words) into the entry field. The placeholder text will be overwritten. For example, you can type in How can I save? 3. Click the [SEARCH] button. 4. The Office Assistant will list as many references as it finds. For example, click on the entry for SAVING A DOCUMENT. 5. Now you’ll find yourself in the extended Help window, where you can inform yourself in detail about this topic. When you’re done, you should „fold up“ all Help windows by clicking their CLOSE buttons. Choosing Other Assistants You don’t like Charlie Paperclip? Then find yourself another assistant, one better-suited to your taste! Just right-click on Charlie Paperclip. Select the command CHOOSE ASSISTANT, then use the NEXT and BACK buttons to scroll through the windows describing your choices, and find an assistant you can live with. Put the Word CD in the drive and click [OK]. Making Word Comfortable: Sensible Basic 13 Settings Word really begins to be fun when you’ve got everything arranged the way you like it. Turning off Automated Menus First, I’d recommend turning off the „automatic menu hiding.“ In order to do this, you’ll need to understand Word 2000‘s „fresh-baked“ toolbars. As a rule, frequently-used commands automatically move to the very top of a menu. In addition, rather than having the whole menu open, only a portion of it comes down. Two toolbars have been combined into one. Because of this, some important buttons are hidden. My suggestion: arrange Word as you would arrange any other sensible program. Here’s how to turn off the nonsense. 1. From the TOOLS menu, select the CUSTOMIZE command. 2. Click the OPTIONS tab. 3. Remove the checkmarks next to STANDARD AND FORMATTING TOOLBARS SHARE ONE ROW and MENUS SHOW RECENTLY USED COMMANDS FIRST. 4. Confirm your settings by clicking [CLOSE]. Now you’ll see the familiar face of older Word versions and other Windows programs. The Four Faces of Word Word offers the future „digital writer“ four views of the „virtual piece of paper.“ They are: • Normal view, • Online Layout view, • Page Layout view, and • Outline view. For our purposes, the Normal view and the Page Layout view are the most interesting! In the Page Layout view, you’ll see the piece of paper on your screen almost exactly as it will appear when printed. You’ll be able to see precisely where the page breaks and edges of the paper fall. It’s easy to switch between Normal and Page Layout views: 1. Look at the lower left corner of your screen. Here you’ll find four miniature buttons. 2. Here, for example, you could click on the Page Layout button. It’s the third button from the left. 3. If you want to change back to Normal view, click on the leftmost button. The Normal view shows only the approximate location of page breaks, but it works very quickly. Useful: Nonprinting Characters And here‘s a most important tip! Turn on the nonprinting characters! Here’s how to do it: 1. Click the SHOW/HIDE button. 2. Now the nonprinting characters will show up in your document. Each time you press [ENTER], you’ll see a paragraph symbol like this: ¶. Spaces are indicated by dots. And a small arrow shows you that you pressed the [TAB] KEY. 14 For the purpose of finding errors, these symbols are extremely important. You should deactivate them only when proofreading. If you want to see your document as it will look when printed, I recommend the Page Layout view. The following graphic shows you the use of the nonprinting characters. The Text Boundaries And I have another recommendation for you at this point! Turn on the so-called text boundaries. Now you’ll be able to see the portion of the page where you can’t write, namely the margins, demarcated by a dotted line. Here’s what to do: 1. On the TOOLS menu, select the OPTIONS command. It’s the very last one. 2. Click the View tab. 3. Now look at the area called PAGE AND WEB LAYOUT OPTIONS. Place a checkmark next to TEXT BOUNDARIES. 4. Confirm your settings by clicking [OK]. Never fear, the text boundaries won’t be printed. Using the Rulers You’d like to use the rulers? Just choose the RULER command on the VIEW menu. The vertical ruler only appears in the Page Layout view. If the vertical ruler is missing, select TOOLS/OPTIONS. Click the View tab again and place a checkmark by VERTICAL RULER. The View on the Screen: Changing the Zoom Factor Did you know that you can adjust the size of the text onscreen to suit your taste? Just use the zoom function! Setting the Zoom Factor Here’s how you find out what the zoom factor is and set it as you like it: 1. You’d like to find out what the zoom factor is? Just look in the Zoom field, which is located on the right side of the uppermost toolbar. 2. The picture is too big or too small? Then click the arrow next to the Zoom field. 15 3. A list appears. 4. Choose the zoom factor that suits you. You’d like the optimal width? Then click on the PAGE WIDTH entry. The screen will immediately appear as you want it. The zoom factor only changes the size of the letters displayed on the screen, not the actual size of the font. More Flexible: Your Own Zoom Factor You’re not satisfied with the options in the list box? And the PAGE WIDTH entry doesn’t suit you either? Then go ahead and choose your own individual zoom factor. You can choose a zoom factor between 10% and 500%. Here’s what you need to do if you’d like to set an individual zoom factor: 1. Click directly in the Zoom Factor field. The value that’s there will be grayed out. 2. Don’t click anywhere. Just type in your own value, for example 121! 3. Press the [ENTER] key. That’s how easy it is to set your very own zoom factor. Options Word can behave in different ways, or, to put it another way: another way: you do something, but the result can be dependant on any one of Word’s, about one hundred, different options. You’ve probably found the automatic spelling check. If it is active, then every word which is not recognised by the dictionary is given a wavy underline. Most available options are found under Tools, Options. As many of these options affect the rest of the contents of this booklet, I have chosen to begin with them, even though they do not make for the most exciting reading. The dialog box shows three rows of four cards. Looking like filing cards, each has an identifying tab. When you select one card in a row which is not ‘at the front’, all four cards in the row come forward. The cards move in sets of four, which can be a little confusing at first. 16 Options, View The View tab controls aspects of what should be shown on the screen and how it should be shown. Depending on whether you were in View Normal or View Page Layout when you selected Options, you will be offered different choices. My screen was set at View Page Layout, which gave me the dialog box above. When you check Picture Placeholders, a blank square is displayed instead of the actual picture or illustration. This lets the screen scroll much uicker. Text Boundaries, which are only visible when you select View Page Layout, displays the area at your disposal when you write; this is useful if you experience problems squeezing text into a space, particularly as it shows top and bottom margins. I will not discuss every option because it would bog us down. Clicking by a field and pressing F1 will give you a help window containing a short description. Style Area Width Inserting a value here displays the style to the left of every paragraph in Normal View. Storing your documents File Locations allows you to choose which directories should be opened when you use File, Open or File, Save for the first time after opening a Word session. If you select or double click the Modify button, you can change the default directory for the various types of files. When I open Word for the first time to save a new document, I am automatically brought into C:\KW, and the same happens when I open a document. If I open a document from a different directory, the latter is chosen the next time I select File, Open. Options, Edit (The picture illustrates which options I use) Typing replaces Selection. If one or more words are selected and you press any key, all selected characters are deleted and replaced by whatever character you have typed. I do not generally recommend using this, but could imagine some situations where it may be useful. If some numbers in a table have to be changed every month, then tab can be used to move from cell to cell, and the ‘old’ numbers are deleted immediately the first new figure is typed. The advantage is that the whole selection is immediately removed as you begin typing. 17 Drag and Drop text editing Allows you to move or copy selected text using the mouse. Automatic word selection If you begin to select using the mouse, then continue selecting, whole words are selected automatically. Recommended. Use the INS key for paste. Uncheck it. Use the Windows standard shortcut keys: Ctrl+X for Cut, Ctrl+C for Copy and Ctrl+V for Paste. Use Smart Cut and Paste If this is active, it deletes or adds spaces when you delete or paste whole words. Try selecting a whole word, without the preceding or trailing space, and then delete the word. Voila, the unnecessary spaces are removed along with it. Recommended. TAB or BACKSPACE sets indentation If you have selected an entire paragraph or the cursor is at the beginning of any line except the first line, Tab or Backspace will indent the entire paragraph. Recommended (but do not use F8 to select the paragraph). Overtype Mode Uncheck it. It changes what I write! If you have just started using this program and discover that text automatically changes when you write, you have not done something wrong. Ver. 7 has a range of automatic functions which you can activate if you wish. Let’s take a look at them. Microsoft made a big thing of these ‘intelligent’ functions, and one of them is a kind of automatic proofreader, AutoCorrect, which corrects things for you as you type. It does not spellcheck as you type but it does perform a sort of automatic – but very limited – find and replace. AutoCorrect and other functions are grouped on the Tools menu. AutoCorrect 18 Replace Text as You Type may or may not be active. If you want to delete one of the replacement words/phrases already shown, click on it and select Delete. You add your own favourite typos by writing the wrong and right text in the two fields Replace and With, and choosing Add. If you have selected text or graphics before choosing Auto-Correct, the selected text has already been inserted. When you close the dialog with OK and type the 'replace' text, followed by a space or a new line, the 'with' text is inserted automatically (provided the function is active). You can use the function to expand abbreviations for things you type often. If you frequently write several long words or difficult words, you can give these a short form. Example: if you often have to type phrases like Encyclopedia Britannica, you can abbreviate it, for example, to eb. Use your imagination! This function is a more sophisticated variation of the abbreviation function in version 2.0. You may remember it used the F3 key to expand the short form. It is actually still in the program but has been enlarged and is called AutoText. 1 Change 'Straight Quotes' to ‘Smart Quotes’ 2 Correct TWo INitial Capitals 3 Capitalize First Letter of Sentences 4 Capitalize Names of Days The first requires no explanation (‘proper’ quotes give your work a typeset look). I recommend the second; it only works if the third letter is small. IBM would not be changed. I don’t recommend the third option because the program can’t always know where a sentence starts. If an abbreviated word such as lieut. Appears in the middle of a sentence, the system gets confused. The fourth option is handy for English-language text (but not for many other languages) What you put into AutoCorrect is available in all documents. Options, Save Prompt to Save Normal.dot is the only option I’ve checked. NORMAL.DOT is the name of a template file discussed on page 38. I recommend you check this. Although at the moment you may not know what this is all about, at some stage you will be faced with the cryptic and seemingly inscrutable question shown in the box below. When you see it be assured that you have decided on a specific option which Microsoft considers so important that you might want it to apply to all future documents. It is for this reason that the program asks whether you want certain fundamental changes stored in the template, NORMAL.DOT, on which all documents are based. If you reply Yes, the changes you have made in the template (you may or may not know what they are!) will be effective in all future documents. If your response is No, changes will not be transferred to future documents. Choosing the Allow Fast Saves option can be hazardous because only the changes you have made are appended to the document and saved. If Word or Windows crashes at a critical stage, you risk losing parts of your work. Microsoft itself advises caution with Fast Save. Although you may not yet understand the concept of a template, I recommend that you make a backup copy of NORMAL.DOT (on a diskette would be fine!). Options, General General contains various diverse functions. I have chosen Background repagination and Beep on Error actions switched on, and have 9 in the 19 Recently used file list entries. This last option means that at the bottom of the File menu you get a list of the files you have saved recently, making them easily accessible simply by typing a number. Background repagination Is only possible when in Normal View and is reccomended. In contrast, in Page Layout View Word will always repaginate when alterations are made which may affect pagination. This very irritating habit (especially with long documents) cannot be switched off in Page Layout View. The further you are from the beginning of a document, the more patience it takes to work in Page Layout View. Mouse or keyboard? In some situations using the mouse is the better choice, but for the most part the keyboard is faster. Throughout my Word ‘career’ I have tried to keep my fingers on the keyboard, using the mouse only when it seemed the best policy. The choice, however, is not either/or but rather a matter of avoiding continuous switching between mouse and keyboard. During the actual typing phase the emphasis is naturally on the keyboard. This is the first phase in most word processing work, and the aim is to get as much written as possible without having to think about formatting, italics, layout, etc. The second phase is proofreading, spellchecking and some formatting, while the last phase is the final layout. Keyboard techniques Some people are inclined to waste time by doing layout during the two early phases. It can be a throwback from typewriter days, when it was necessary to think carefully before you began writing. Word processing is quite the opposite; you don’t have to think about formatting and layout as you write. If you are typing something that has already been chewed over and formulated, you can just bash on without thinking too much! If you are creating text from scratch, your aim is to write clearly and comprehensibly, that is you must think, but not get bogged down – you can always pretty up your prose afterwards. In Get the most out of your PC I stressed the importance of being able to touchtype (typing without looking at the keyboard). I strongly recommend it. I want to spend a few lines in this book addressing the way you and your fingers get along with each other. I mean, when you press Shift, Alt or Ctrl plus another key, how do you do it? Specifically? Which fingers do you use for Ctrl+U? I put my left little finger on the left Ctrl and my right index finger on the U. I reach Ctrl+F with my left hand: little finger and index finger. What about Alt+P? I use my left thumb for Alt and my right little finger on the P. I don’t want to dictate which fingers to use for what but I do want you to be aware as you write. It’s not easy breaking habits but you can save a lot of time. I’ll mention now and again which keys I use – you can experiment, see if they are any use to you. An example: I think it’s a good idea to save your document regularly, manually not automatically. I’m against saving at fixed intervals because it breaks your train of thought. Better in my view to develop the good habit of saving regularly. In version 2 I used to save with Alt+F, S, which is easy with your left hand. In version 6/7 Microsoft has introduced Ctrl+S to standardize with the many other programs. Options, Compatibility This contains some rather advanced options, many of which I don’t understand or know anything about. I would recommend that you turn these points on: • Suppress extra line spacing at top of page • Suppress Space Before after a hard page break or column break If you have formatted a heading style with Space before 12 points and it is at the top of a page (perhaps because of a hard page or column break), there will be unnecessary spaces above it, which does not look particularly good. 20 Print Colors as black on noncolor printers. If you see greytones from a non color printer, it probably means that this text is colored in the document with this option switched off. Don’t balance columns for Continious section starts Beside the strange capitalization and tortuous grammar (forcing the user to think in a double negative, switching an option on so that something will NOT be carried out), the best way to explain the difference is with these two pictures, which illustrate two following sections, where the second is set as continuous. The whole of the first section is marked in both illustrations. The picture on the right shows the option switched off. So if you have experienced situations where a continuos section in columns just will not work properly, maybe the reason is buried down in this option! Unfortunately this option is for the whole document, not for the section. Font Substitution Notice this button, which can show whether the document contains fonts which are not installed on your computer, either because they have been deactivated or because it was set up for another printer or on another computer. This picture shows that the printer font Courier (W1) is not available on the printer being used, but that Word will show and print using the font New Courier TrueType. Garamond will be replaced by Default, that is Palatino (see the text below). If I do not want this change (actually no real problem in this case), I can use the Convert Permanently button to force Word to carry out a global replacement of this font - very clever! 21 Safety First: Saving Documents You’re writing and writing, but you’ve forgotten to save the document? Currently the document exists only in your computer’s memory, which means that it could get lost at any second. Your computer’s memory is a fleeting, electronic storehouse. If there’s a power failure or your computer crashes (the system hangs), all data in the memory will be lost! The solution to this problem? Save your file on the hard disk as soon as you possibly can! Data on the hard disk are stored permanently. Save your data as soon as you've written the first word. Saving Data for the First Time Here’s what to do if you’re saving a file for the first time: 1. Click the SAVE button. You’ll recognize because it has a diskette on it. 2. The SAVE AS window will appear. Normally, the MY DOCUMENTS folder is already selected. Check the field next to SAVE IN. The MY DOCUMENTS folder isn’t already selected? Then click the MY DOCUMENTS button on the left side of the screen! 3. Look at the FILENAME field. Word has already entered a placeholder name for you. But you don’t want this name! Just type your filename over the placeholder name! 4. Don’t click anywhere yet! You can overwrite this placeholder name. Type your own filename, for example, Letter to Erica. 5. Click the SAVE button. Your document will be saved with the name you gave it in the MY DOCUMENTS folder. Note that the current filename is now displayed on Word's title bar. 22 Saving Regularly Now you’ve saved your file for the first time, but that’s not enough! Keep saving the text at regular intervals! 1. To save, click the SAVE button from time to time. 2. Your file will be saved without a lot of fanfare. Why doesn’t the first dialog box appear any more? The answer to this question is simple! You gave the file a name and specified its location the first time you saved it. Now Word just saves the file under the same name in the same place! Saving to Another Folder The preexisting folder MY DOCUMENTS is all well and fine. But what if you’d like to choose another folder? Here’s what to do: 1. Follow the „recipe“ for saving your file for the first time on the previous page. Go as far as step 2. 2. Click the arrow next to the SAVE IN field. A list will drop down. 3. Click the highest-order folder; as a rule, this is the HARD DISK (C:). 4. Double-click the folder in which you’d like to save your file. 5. This folder will now appear in the field next to SAVE AS. 6. If you haven’t yet arrived at the folder you’re looking for, just double-click on succeeding lower-order folders until you reach the folder in which you’d like to save your file. Creating a New Folder You’d like to have a new folder in which you can save your data? You can create a new „data collector“ even from within Word. Do this on the SAVE AS dialog box. 1. Click the CREATE NEW FOLDER button. 2. Now you’ll see a dialog box where you’ll name your new folder. Type the new name in, for example, Office 2000. 3. Click OK. 23 4. Great service: Word 2000 will automatically switch over to your new folder. 5. Give your file its name again and click on the SAVE button. Are you already a little familiar with Windows? Then you could also create a new folder directly on the Desktop or by using the Windows Explorer. Save or Save As? Surely by now you’ve discovered the SAVE AS command on the FILE menu. So you’re probably asking yourself: what’s the difference? In the long run, you’ll see the SAVE AS dialog box in either case! Can you stand the truth? When you save a file for the first time, it makes no difference whatsoever! Really – it doesn’t matter whether you click on the SAVE button, select FILE/SAVE, or FILE/SAVE AS. Only if you save the file again will you notice a difference. Normally, you would use the SAVE button (or the command FILE/SAVE). The file will be saved without comment. To save normally you do not need the File/Save command at all! You’d like to save an existing document under a new name? Or save it in another folder? Or both? Then you won’t be able to avoid the FILE/SAVE AS command! For only if you’re „resaving“ will you see the SAVE AS dialog box again. Here’s where you can specify another file name and/or a new folder. Saving a File onto a Diskette Would you like to save your file to a diskette? For example as a safety (backup) copy? You should never save your documents only to diskettes. Diskettes often contain errors and they can easily be destroyed. It’s safer to save your data on the hard disk. I’m assuming that you’re going to be saving a document that’s already been saved to the hard disk. The document, therefore, already has a filename. Floppy disk drive are typically drive A: Here’s what to do: 1. From the FILE menu, select the SAVE AS command. 2. The familiar SAVE AS window appears. 3. Click the arrow next to the SAVE AS field. 4. From the list, choose the entry for 3.5“ Diskette (A:). 24 5. Click SAVE again. Closing a File and Quitting Word Who’d have thought it! You can use your Word-typewriter to roll in not just one document, but as many „sheets of paper“ as you want! Open new documents – and close them again! A New, Empty Document You need a new, empty document? Nothing could be easier! 1. Click the NEW button. It’s the leftmost button on the uppermost toolbar. You’ll recognize it by the dog-eared white page. 2. A new „sheet“ has just appeared in your Word-typewriter. Look at the title bar. You’ll know the new document by its placeholder filename, for example DOCUMENT2. 3. In addition, if you look at the Windows taskbar, you’ll see a new button for your new document. Don’t forget to save your new document. You’d like to move comfortably from one document to another? Then just click on the corresponding button on the Windows taskbar! Closing a Document You’d like to close a document without closing Word? Just follow these steps: 1. Click the FILE menu. 2. Here, select the CLOSE command. You only had one document open? Then you’ll see Word without any document. Closing with a Button There’s also an alternative for the CLOSE command! Just click on the CLOSE button, the cross. By the way, if you’re working with just one document, you’ll see two CLOSE buttons. In this case, the one underneath is the one that applies to the document; the upper one closes Word completely. 25 Closing Word There are several methods you can use to end Word. You could just pull the plug out of the wall. But I don’t recommend this method under any circumstances! 1. Click the FILE menu. 2. Choose the EXIT command. As a rule, it’s the last command on this menu! Opening Your Documents You’d like to work more on a document you‘ve already started? Just open the appropriate drawer and haul your data out again. I’ve assembled the best tips and tricks for opening files right here! The Conventional Method If you’re using the „classic method,“ you’ll open the document directly from Word. Here’s how: 1. Click the OPEN button. It’s the second button from the left on the uppermost toolbar. The button looks like a folder that’s being opened. 2. Now the OPEN dialog box appears; it looks much like the SAVE dialog box. Choose your file by clicking its entry on the list. 3. Click the OPEN button; you’ll find it on the upper right side of the dialog box. Do you have a steady hand? Then you can also double-click on a file to open it! 4. Now you’ll see your file on the screen. If you’d like to open more documents, go ahead and do it. Opening Directly From a Folder Are you already a little familiar with the Desktop? Then you can also open your document from here. In the example above, you’re opening a file in the MY DOCUMENTS folder. This folder is located directly on the Windows Desktop. 1. Are you looking at the Desktop? Then doubleclick on the MY DOCUMENTS folder. 2. Now you’ll see a window that displays the contents of the MY DOCUMENTS folder. 3. Find the file you’re looking for here. Start it up with a double-click! The file will be opened right up in Word. You’re already a little more experienced with Windows? Then surely you like opening documents with the Windows Explorer. You can call up the Windows Explorer with the commands START/PROGRAMS/WINDOWS EXPLORER. 26 Word: Quick Methods Do you find the methods described above too cumbersome? There are also two more refined, quicker methods to open documents! The first method originates in Word. 1. You’ve just started Word up? You’d like, for example, to call up the file you were working on yesterday? Click the FILE menu. 2. Now look at the bottom of this menu. Here you’ll find a list of the last four files you worked on. 3. Click the entry for the file you’d like to open. As if by magic, the file will now appear on your screen. Windows: Document Menu Just in case you don’t find the file you’re looking for in Word’s list of the last four files you’ve worked on, you can bring out the big guns. Windows also keeps a refined little list of such files. Just look at the socalled Documents menu. 1. Click the Start button. The Start menu appears. 27 2. Point to the entry for DOCUMENTS. Another menu with quite a few entries will open up. Here you’ll find many files that you’ve used recently. 3. Look for your file and click its entry. Your document will be opened in Word. If you file didn’t open, it’s possible that you erased it or moved it! Please note: in this list, you’ll only find references to the corresponding documents. Editing - Writing Right Away: Important Buttons Explained in Brief When you start Word, you effectively roll a new, empty page into your Word-typewriter. In addition, the cursor (the writing-mark) blinks contentedly and waits for your text. So what are you waiting for then? Start typing! Write down whatever comes into your head! Typing Upper-Case Letters You want to type upper-case letters? Just hold down the [SHIFT] key. Now type the letters that you’d like in upper case. You’ll find the [SHIFT] key in two places on your keyboard. Are you typing only upper-case letters? Then you probably pressed the [CAPS LOCK] key by mistake. It’s usually located below the [SHIFT] key. To deactivate this function, simply press [CAPS LOCK] again. On most keyboards, you’ll recognize such „toggle keys“ immediately since they control a series of little lights (which are most often green) on the upper right side of your keyboard. Rules for Entering Text Please go ahead and write on, even if the end of the line seems to be near. In Word, line breaks occur automatically. Only if you really want to start a new paragraph should you press [ENTER]. You’ll also press this key if you want to write a few words and then continue on a new line. For example, you might want to do this if you’re making a list or typing in a short passage of text. Whatever you do, don’t press [ENTER] after each line of continuous text. But do leave a space after every punctuation mark, that is, after periods and commas! Don’t use spaces to arrange text. If you want to make a table, use the table function. For more information on how to do this. Correcting Mistakes You made a mistake? That‘s not so bad! After all, there is a wonderful key that helps you correct your mistakes! I’m talking about the so-called [BACKSPACE] key. You’ll find it directly above the [ENTER] key. Each press of the [BACKSPACE] key deletes one character to the left of the cursor. 28 Moving cursor around document Keyboard movements A lot of your time is spent moving the cursor around in your text, and if you’re a beginner, all the many possibilities listed below may seem a bit overwhelming. But take a look at them, try them, and come back to this page later when you feel it’s time to introduce a few new tips and improvements. I mainly use these keys for moving the cursor around in a document: Home.......................beginning of line local, short movements End ..........................end of line Ctrl + right arrow......1 word forward Ctrl + left arrow ........1 word back Ctrl + up arrow.........1 paragraph up Ctrl + down arrow ....1 paragraph down Ctrl + Home .............top of document Ctrl + End ................bottom of document long-distance movements In Page Layout Word may begin to repaginate, which can take ages. PgUp .......................previous screen PgDn .......................next screen Leafing through the document, getting a general impression. Alt + Ctrl + PgUp .....previous page Alt + Ctrl + PgDn .....next page The cursor lands on the first line of the page. I use this most for Page Layout. Go to ... F5 activates this dialog box. If you type +4, the cursor moves forward 4 pages. If you want to move to a particular section, type S in front of the Section number: S4 to jump to Section 4. S+3 moves forward three sections. It is quicker than first selecting Section, then writing a number. One useful aspect of this and certain other dialog boxes (for example Find) is that you can leave the box temporarily without it disappearing from the screen, which can be an advantage when you’re searching out different parts of your document and making changes before moving on to the next point. When the box is active you can drag it out over the edge of the screen so that only a strip of it is left in view. This doesn’t obscure your view of the text. Maybe you just need to press Enter and the OK or Next button doesn’t have to be visible on screen in order for Enter to work. Now you can click in the text or press Alt+F6; the box stays in place but is not active. This lets you work normally in the text, and when you need to Go to a specific page/section, you press F5 or click in the box, which activates it but does not bring it back to center screen. You don’t have to see the whole box in order, for example, to press F5, +1 and Enter or make another selection and move through the text. Click once again in the text, and you are back editing; flexibility with an auxiliary function hanging in ‘mid air’. Advantage: you don’t have to repeat something you have already typed in the dialog box. You can press the two buttons Next and Previous (or Alt+T and Alt+P) if you are working with Page or Section. 29 Next page corresponds to Ctrl+Alt+PgDn. You can deactivate the function by pressing Esc, while the box is active. View, Outline If you have used many headings, you can use View, Outline as a method of moving around quickly in a large document. Outline view is usually used for planning a document, but it can also be used in this manner. Change to View, Outline, move the cursor to the heading nearest the place you want to move to, then choose (again) View, Normal (Ctrl+Alt+N), or View, Page Layout (Ctrl+Alt +P). If you are fast on the keyboard this makes it very easy to move around in large documents. Your previous three edits Shift+F5 is an interesting feature: it alternates between the three most recent places where you have made changes in your text – even though you may have closed the document or even the whole program. It’s a handy tool in this situation: you work at a place in your document until you’re finished, and move to a completely different point – but suddently remember an additional change at the old editing point. If you haven’t made too many changes in the new position in the meantime, pressing Shift+F5 will take you back. Try it! Find and replace To avoid using unnecessary space on extra screen illustrations, the figure shows the Replace function, and I have clicked on the Search direction to show the choices available. If you start with the Find function, you can expand into the Replace function at any time by choosing Replace. Even though you may have chosen the Replace function, you may still use the search function alone. I use the search funtion a lot, so I have allocated F2 for this. When the function is activated, you can press the down-arrow or click on the small arrow next to the Find What and Replace With fields. The function remembers the last four searches (or replace) text, so they are easy to choose. 30 You can find or replace particular formatting codes (fonts, paragraph types, language or styles) or special characters/codes. You simply click on the button and choose. You can combine search criterias and the box shows your choices. This is a very advanced search/replace function. In this example I am searching for the entire word ‘health’ which should be in 10 point Times New Roman. It should not be italics, and it should be replaced by the phrase ‘lacking illness’, in 11 point Palmsprings, bold and underlined (this is only an example!). While the insertion point is in either the Search for or the Replace with field, try pressing Ctrl+B, Ctrl+U or Ctrl+I. Try several times with each shortcut in turn!! This box has the same properties as the Go to… box, that is it can be left on screen whether it is active or inactive and you can keep using Alt+F6. If you want to know how many times a certain text appears in a document, then search and replace the same text. Word will tell you the number of replacements. To ensure that you are using exactly the same text in both fields you can use Ctrl+C to copy it from the Search for field and Ctrl+V to paste it into the Replace with field. The Tab key moves between the fields. Selecting text Another thing you spend time on is editing text once it has been keyed in. If you find the following paragraphs a bit awesome, try a few of the suggestions and come back to the subject when you feel you’ve advanced enough to try a bit more. If you want to do something (copy, move or delete) with a piece of text, first you must select it, that is select it in a special way. There are a number of ways of doing this. If you hold Shift down while you perform most of the cursor movements listed under Editing, you will select text. For example, if you hold Shift+Ctrl down and press the ← or →, you select a word at a time. When I intend moving a few words, I use this method to do the actual selection. These are some of the ways of selecting text with the keyboard. But the mouse can do some things the keyboard can’t. Selecting by clicking When you move the mouse into the text area it changes appearance and then: When you move the mouse into the left margin it changes appearance and then: click .......................line double click ...........paragraph triple click ..............whole document Ctrl + click .............whole document (Ctrl+5 on the number pad also selects the whole document) double click ...........word Ctrl + click .............sentence triple click ..............paragraph Selecting by dragging When you drag the mouse across text/graphics, everything is selected, until you release the mouse button. Note: you can drag the mouse up or down towards the edge of what you can see on the screen and continue to drag past the edge – but be careful! Suddenly things flash past your eyes at breakneck speed! Selecting with Shift+mouse If you hold Shift down and click somewhere with the mouse, the area is selected between the text cursor (the insertion point) and the mouse cursor. I use this method when I intend selecting a large area and I can see the whole area on the screen. It’s a good method if you want to select a large text area accurately in one movement: the simplest way is usually to click at the start of the selection, hold down Shift and then click the end of the selection. Extended selection with F8 It took me quite a while to work out not only what was so good about F8, but also to get used to using it. It has advantages over the other forms of selecting text. Place the cursor somewhere in a paragraph. Press F8, which turns on the select function - shown by EXT on the status line. Pressing F8 31 extends the selection by steps: word, sentence, paragraph, section (described later), and finally, the entire document. These steps are very important and interesting. If you can remember these, you can easily select a section - maybe you want to move it (see p. 29). Press Esc, followed by Shift+F5 to get back to where you started. Another possibility: Press F8 again. Now you can extend the selection just by pressing a key. Imagine you are in the middle of a really long sentence, which is in the middle of a paragraph containing several sentences, and you want to delete the rest of the sentence. Press F8 and then press the full stop key. The selection is immediately extended to the next full stop. Delete deletes the selection, and switches off the selection function. Note that F8 locks the selection process until you press Esc or do something with the selection. If you then want to get back to the start of the selection area, press . There are several advantages in this rather special form of selection: (1) it’s fast, (2) you can do it with the keyboard and (3) you can use other functions such as Find in order to reach the end of the selected text (no other selection function in Word permits this). You may want to lock the selection function in position at the start of the selected text because it takes time to find the end of the text (maybe it is on the next page or several pages away). This would be a typical example where F8 comes in handy; you’re sure of starting at the right place and don’t have to hold Shift down. You want to select a very large piece of text, stretching over several pages. Start the selection at the appropiate point with F8. You can use the search function to jump all the way to the end of the area. The great thing is that the selection block remains active while you adjust the end of the block with arrows or mouse. I don’t like deleting or moving a huge chunk of text I can’t see on the screen. It’s at times like these I use F8 to be sure the selection process is locked on. If you want to use the mouse to move the selected text, you must first press Esc when you have selected your text. This switches off the function, but keeps the selection. Now you can drag your text with the mouse. Cut, paste, move and copy Once you have selected something you can do various things with it. Cut The simplest use of the selection is to remove it with the Del key but it can also be cut, that is deleted to a ‘buffer’ called the Clipboard. When text is cut, it is removed and placed in safekeeping until you need it. Use Ctrl+X, which you can easily reach with your left hand. Your right hand mouse button, then Cut, is another possibility. The letter X (and the expression cut) was no doubt chosen because it looks like an open scissor. Paste You’ll often find yourself cutting text and pasting it in another place. Place the insertion point where you want the text and press Ctrl+V. The contents of the Clipboard is inserted. Copy Using Ctrl+C, you make a copy of the selected text into the Clipboard. The selection remains in the text (which it doesn’t, if you cut) and can now be inserted elsewhere because the copy is in the clipboard. Delete words Ctrl + backspace............. deletes word to left Ctrl + delete .................... deletes word to right If the insertion point is in the middle of a word, these functions remove the remainder of the word, backwards or forwards. If I am deleting several consecutive words, I use these two functions a lot – dab, dab, dab. It’s fast. 32 Undoing changes As you work, you will make mistakes or change your mind – and it is nice to be able to cancel the change. The program can unravel several layers of mistakes. You can even undo the undone (cancel what you have already cancelled). You can cancel backwards and forwards. It sounds complicated, and indeed it can be. In the standard toolbar there are two buttons, the left of which undoes your most recent change (Ctrl+Z is the shortcut key). A second click undoes the secondlast change, etc. By clicking several times on this button (or pressing Ctrl+Z several times) you can undo your changes one by one. Click on the arrow to the right of the button and you can see a list of the changes – up to a maximum of 100! Unfortunately you cannot undo, for example, the thirdlast change. If you click on the thirdlast, you undo this one plus the secondlast and the last. The right button remembers the things you have undone and can recreate them. You can see a list of them by pressing the appropriate arrow. It is quite a jigsaw finding your way around the two lists if you are looking for an old change. I have removed these two buttons from my toolbar because I only use Ctrl+Z. Formatting To understand the principles behind styles and templates we’ll start with the formatting of text (individual words) and paragraphs. Place the insertion point anywhere inside a word and choose bold, italic, underline or a corresponding function. Flash! the whole word is processed. No need to select the whole word. Characters Formatting is done at various levels. The lowest level is character: the appearance of individual letters, that is which fonts or typefaces should you use? Some fonts can be shown as regular, bold or italic or even both at the same time. You choose your fonts from the drop-down list shown here. The most recently used are shown above the line. What size should letters or characters be? The size of letters is measured in points. The previous sentence starts with one word in 8pt, the next in 9pt etc., until we reach be in 14 pt. There are lots of other choices, as you can see if you choose Format, Font or rightclick and then choose Font. 33 Underline There are various underlining effects to choose from in this dialog box. You can have the simple single underline. This is also available by clicking on the U button on the toolbar (I use Ctrl+U). Another choice is double underline but for special effects you might want to try dotted underline. If you do want to use underline, you might consider using the option Words only. In this book no underline has been used at all – except for these examples. There are more options for changing the appearance, spacing and position of the text. Spacing If you click on one of the small arrows next to Spacing By, the program begins counting by 0.1pt at a time. On the left, by Spacing, it will say either Expanded or Condensed, depending on your choice. This function controls t h e s p a c i n g b e t w e e n l e t t e r s , which in this example I set at 2pt. Position This relates to subscript or superscript text as in the example H2O or m2. In both cases I chose a movement of 3pt but, as you can see, it increases the distance between the lines. Typographers call this distance leading (pronounced ledding). The solution to the problem is discussed under Format paragraph p. 17, but you can also find a solution via Tools, Options, Compatibility. Activate Don’t add extra space for raised/lower characters. Kerning Is what you should be using if you think that two letters are too far apart within a word, an effect which is most noticable at large point sizes. Let us use the word DAVID using captital letters at 24 points. Even in 11 point, as here, the distance between the letters AV is visably larger than that between VI and ID. DAVID at 24 point. Now I select AV and kern by 8 points: DAVID Paragraph The second level of formatting is paragraph. Should text be fully justified or ragged? Most books are written with a justified, that is straight, right margin, which many people like. This booklet has a ragged right margin. Professionals believe that a ragged right margin makes the text easier to read. With a ragged right margin the distance between the words is the same in all lines. This paragraph is formatted with an equally aligned right margin just to demonstrate how it looks, in contrast to the rest of the booklet, and funnyly enough: it is nearly impossible to see any difference in the spaces between the words, and there was no need for any hyphenation. The following paragraphs are formatted to reflect what they are about. First line indented Most books are set according to this principle: the first paragraph following a headline is fully leftjustified (starts against the left margin), as this one is. The second and subsequent paragraphs are indented slightly, which helps the eye to move from paragraph to paragraph. The text doesn’t take on a hard, mechanical look. 34 Hanging indent 1 When all lines except the first are indented slightly, the paragraph format is known as hanging indent. This paragraph is an example. Hanging indent is useful if the first line starts with a kind of heading, which the eye can find easily. A bibliography, for example, is often laid out in this manner. As is bulleted text. For effect, the number ‘1’ is followed by a tab. Ruler The easiest (!) way to manipulate all of the above is via the Ruler, which is activated under the View command. The upper triangle on the left controls the indent in the first line. The lower triangle controls the indent of all other lines in the paragraph. The little square underneath is equivalent to catching hold of both triangles at the same time. The difficult bit is to get hold of the bottom triangle or the square. Microsoft has tried to ease the task a little: if you hold down the Shift key, you can be sure of not catching the square. What is a paragraph? It is important that you understand the following: a paragraph is defined as the first character following a carriage return up to an including the next carriage return. A carriage return is inserted when you press Enter. In Word this is known as a paragraph mark. It is not normally shown on screen. But if you click on the ( ¶ ) button (Show/Hide), you will see all the paragraph marks – and spaces, which are shown as dots. Most·documents·are·formatted·on·the·following·principle,·after·a·heading·the·first·paragraph·starts right·out·in·the·left·margin,·as·here ¶ Notice that even a new, completely empty, document contains one character: a paragraph. A paragraph’s format is stored in the carriage return at the end of the paragraph. Because of this, you should be careful if you delete a paragraph symbol between two different styles. In version 6 it is the style of the next paragraph which takes over, in version 7 it is the opposite, which is more practical. You can try it for yourself. For the same reason it is important where the cursor is positioned when you press Enter. Is it at the end of a paragraph (that is, just before the paragraph symbol) or at the beginning of a paragraph? Format paragraph This dialog box is displayed by using Format, Paragraph or by right clicking and selecting Paragraph. This is where you select things like line spacing, for example Exactly 13pt to solve the problem of the changed spacing we saw with H2O, which no longer causes a problem. 35 The Spacing option lets you adjust space before and after the paragraph. When you click on the Text Flow tab you see four options for avoiding undesirable page breaks in the middle of text. The Help function here is quite explanatory (but remember when the cursor is on a blank line, it isn’t in fact a blank line – it holds a carriage return, which contains the formatting of the ‘paragraph’!). Tabulator stops Tab stops (on the ruler) are used to start, end or center the text around a fixed horizontal point. If you click the small left symbol several times, you will see it adopt four different forms, representing the four types of tabulator stops available when you click on the ruler: aligned left, center, right and decimal. Right aligned tab In the following example I have set a right aligned tab in order to align the figures correctly. 1. A stitch in time saves nine 9 2. In for a penny, in for a pound 100 When you press Enter after the first line the tab stop is preserved in the next line (= paragraph). You remove a tab stop by pulling it with the mouse into the typing area. It is possible to have a better looking table with a dot leader but only by selecting Format, Tabs ... I have selected (part of) both lines and have clicked on Leader no. 2, which inserts a row of dots from the text to the numbers. The effect is a little more ‘printed’. 1. A stitch in time save nine.............................9 2. In for a penny, in for a pound..................100 My default tab stops are set at intervals of 1 cm. The original default was 1.27 cm (half an inch), which I thought was a bit too much. I made the change in my NORMAL.DOT template. Decimal tabs In the next example I have replaced the right aligned tab with a decimal tab and typed some numbers containing commas and full stops. Note that the figures (and full stops) are correctly aligned. 1. Bank....................................... 1,000,000 2. Cash....................................... 2,556.23456 3. Know-how............................. 4,522,322.33 36 The full-stop separator is not governed by Word but by Windows. In Control Panel, International (Regional Settings) under Number Format (bottom right) the 1000 separator should be a comma and the decimal separator a full stop – for Englishlanguage text. Borders You cannot place a border around one or more words, only around one or more paragraphs. If you want the border to go around more than one paragraph, these (or parts of them) must be selected. The Format menu contains the point Borders and Shading, which determines the appearance of the border. A Box is a single border, while a Shadow simulates a real shadow, with the same thickness as the border. The other tab, Shading, relates to the percentage of fill and color inside the border, also known as the shading pattern. The distance from the border to the text is important and can be selected only in the dialog box and not via the toolbar we shall discuss in a moment. The border around this paragraph is 3pt from the text and extends slightly beyond each margin, which is not always desirable. The vertical sides of the border, left and right borders, have been made deliberately thicker than the horizontal lines. The distance is calculated in points but it is also permitted to write, for example, 0.5 cm. The text ‘stands still’ while the border moves outward. I don’t see why we haven’t been able to choose whether it is the border or the text that moves. In Word, a border is always wider than the column, meaning it sticks out at both sides, which apparently can’t be changed unless you indent both sides of the paragraph (Format, Paragraph, Indent left and right). Most of these points can be adjusted quickly by activating the border toolbar (click on the button resembling a window). I have discussed the four most common formatting methods used in paragraphs: character, paragraph, tabulator and border. If you leaf through this book, you’ll see I’ve used different kinds of headlines. In the table of contents you’ll see headlines divided into different levels. I used four. Fortunately, it is not necessary to sit and meticulously format each individual paragraph. Word offers a faster option. Each style of format is stored under its own name. And when you want a particular style, you activate it under that name. That will be our next subject: Styles. But first a quick look at formatting shortcuts. You can also activate the toolbar by pointing your mouse at any toolbar, right clicking and selecting Borders. These buttons make it easier to control the lines in the border. When you sweep the 37 mouse across the buttons, they are named (left to right) Top Border, Bottom Border, Left Border, Right Border, Inside Border, Outside Border and No Border. Inside borders are relevant in tables.You can remove/insert one or more of the borders simply by clicking on the appropriate button, for example Left Border. You can determine individually how thick each border line should be by first selecting the thickness on the dropdown list on the left. A border consisting only of top and bottom borders is a common way to emphasize a piece of text. Formatting shortcuts UPPER/lower case letters After selecting a piece of text you can use Shift+F3 to alternate between (1) lower case, that is small letters (2) Capitals On Each Word, or (3) UPPER CASE, that is capital letters. I use it so much, that I allocated the function ChangeCase to F3. SMALL CAPS When you write text in small caps EVERY SINGLE LETTER IS CAPITALISED BUT IN A SMALLER POINT SIZE. Ctrl+Shift+K switches between normal and SMALL CAPS. In this guide small caps are used for filenames, for example NORMAL.DOT. Original format Ctrl+space resets the format of characters to that which applies in the paragraph style. You will get a better understanding of this once we have looked at the section on styles but if, for example, you have changed a word to italics in a larger size and all capital letters, Ctrl+space resets it to its original. Try an example: if before you type your next word, which you want in italics, you activate italics, and type your text, you can press Ctrl+space to return to normal. I use it a lot as I write but also to change a format I’ve decided against. Ctrl+Q does the same, returns to the default format, though only at paragraph level. If you have problems getting out of a border, use Ctrl+Q. Hyphen and space Word distinguishes between a hard and a soft hyphen and hard and soft spaces. Coca-Cola is the oft-quoted example of a word containing a hard hyphen, that is a hyphen to glue the two parts of the word together to prevent them splitting at the end of a line. You put in a hard hyphen by pressing Ctrl+Shift+hyphen (which is actually Ctrl+_). A soft hyphen is one that permits the word – say, networking – to hyphenate at that point if it lands at the end of the line. You insert a soft hyphen by pressing Ctrl+hyphen. 38 A longer line, actually called an En dash (as it is the same width as the letter ‘n’) and only used between words or sentences) is inserted by pressing Ctrl+Num -(the – on the numeric keyboard). An even longer line, called the Em dash (as wide as the letter ‘m’) is inserted using Ctrl +Alt+Num — It doesn’t look too good in print when you type 2 cm or 5 minutes – and the digit is left standing at the end of the line, lonely and forlorn. You can keep them together by means of a hard space: press Ctrl+Shift+space. Have a look at Insert, Symbol, Special Characters, or press F1 search for Shortcut keys or Function keys. Copying formats If you want to copy a format - of either a character, paragraph or style, then this button or Ctrl+Shift+C can be used. Let us say that you have formatted a word in a certain font, at a different size and in italic, in other words, a lot of different formatting choices at one time. Place the cursor in the word which format you want to copy. Click on the Format Painter button, which shows it is activated by appearing to be pressed while at the same time the cursor changes to a paintbrush. You can either click on a single word or select a larger text area, but when you release the mouse the formatting is copied and the function is switched off. If you want to copy the formatting to several places, start by double clicking the button, which then stays switched on until you click it again or press Esc. Copying a paragraph format follows the same principle, except that you start by selecting the entire paragraph which formatting you want to copy. Bulleting, Numbering, and Line Spacing Word allows you to arrange your text in sophisticated yet easy ways. Let’s begin with bullets. Using Bullets Here’s how to create a nifty bulleted list: 1. First, type the points that you want to bullet one under another. To create individual paragraphs, press [ENTER] after typing each point. 2. Select the paragraphs that you’d like to bullet. 3. Click the BULLETS button. You’ll find it quite far to the right on the lowermost toolbar. 4. Look! Your paragraphs are already properly composed. Creating a Numbered List In much the same way, you can create a neat little numbered list. Instead of clicking BULLETS, just click the NUMBERING button. 39 You can even transform an existing list into a numbered list. Select the relevant parts of the text and click NUMBERING. Automatic Numbering! The best thing about numbering in Word: the numbers adapt themselves automatically. Try it out: click once next to sleeping bag, then bravely press [Enter]. Then type a new entry in between, for example flashlight. Fact – the whole numbering scheme is reorganized. In order to end a list or numbered list, just press [Enter] twice. Individual Configurations You’re very hard to please! Okay, I’ll show you how you can build your very own bulleted or numbered list: 1. Select the relevant portion of the text. 2. Select the BULLETS AND NUMBERING option on the FORMAT menu. 3. Click the appropriate tab. For our purposes, the interesting ones are BULLETED and NUMBERED. We’ll confine ourselves to the BULLETED tab for now. 4. Find a bullet symbol that suits you. Click on it. 5. Still not satisfied? Then click PICTURE. 6. Patience! Now you’ll find yourself looking at a special view of the socalled Clip Gallery. 7. Look around and find a bullet that you like. Click on it. 8. Done? Then click [OK]. 40 Styles When you create a Word document, you have not had to format every single paragraph. There is a quick method for doing this. Each formatting is stored under its own name, and when you need a certain previously defined format, called a style, then it is easy to activate it. As far as I know Microsoft was the first to combine several different formatting options (font, tab stops, paragraph formats etc.) into one function. Word calls this collection of individual item formats a style. On the left of the formatting toolbar there is a field called the style box which shows all the styles available in the document you have open - see the illustration on this page. At the moment it probably says Normal - a style which is also often called body text. If this is the first time you have come across these terms and find it difficult to grasp what I am talking about, do not despair - I felt the same when I first tried to understand what it was all about. I would strongly advise you to learn to use styles. If you cannot be bothered, or have not got time, to read much in this book, then just concentrate on styles. If you have not used styles, the easiest way is to try this: write a few paragraphs. Drop down the formatting toolbar as shown in the picture. This shows you the names of the different styles which come supplied with Word. Choose one, Heading 1, for instance. The paragraph including the cursor will be formatted as specified in Heading 1. If you want to go back, press Ctrl-Z Try some of the other styles in the list, like the other heading numbers. Creating styles I suggest that you type in the following three paragraphs using your usual font, which is probably Times New Roman. Before we do anything with these paragraphs we will just take a look at a very useful help function. 41 Help Click on this help button, or press Shift+F1. The mouse cursor changes to the symbol on the button, and clicking on a button, a menu option or somewhere in the text will give you an information box. This is a smart way to find out about the formatting being used in a paragraph, a table etc. Esc switches off the function. Here I have clicked on the first line I asked you to write. If you find it difficult to understand the terms (paragraph style, direct etc) shown in the picture at the moment, then don’t study the illustrations in the following descriptions. When you have understood the concepts, then come back here and you will be able to grasp this process better step by step. As you can see in the illustration (which I call an info-box) there are two levels of formatting: paragraph and character (font). Within each of these levels there are both styles and direct formatting. In the illustration both levels describe the standard style called Normal, which is built into Word. Word comes with several styles, and in each of these Microsoft created styles both paragraphs and fonts are formatted in a particular way. The Normal style is a kind of ‘zero option’ style, but despite this you should note that both paragraphs and characters do have a format in it. • • • Select the entire first line, including the paragraph mark. Choose Format, Character and format it as bold, 10 point Arial and finish by choosing OK. Choose Format, Paragraph and choose a Spacing After of 6pt, which gives bit of space between this and the next paragraph. Unfortunately Word is limited to jumping 6 points at a time in these fields, so if you want 2 points spacing you will have to write it in manually. You have now formatted one paragraph, which in this case is only one line, and the paragraph now looks like this: An info-click in the first line, which in this case happens to be a paragraph, will show you this result (above). 42 What you have just done is called a direct format (an indirect format is done using a style). After you have written something completely normal the info box will show details of the paragraph style, because there is only one existing paragraph style. But you must get used to the idea that a paragraph style also includes a font format. You just cannot write without using a font, and that font has to have a style! And in the same way, you cannot write a paragraph without some form of paragraph formatting, even if it only consists of No Indent and Left justification. A paragraph style is a kind of ‘default’ or ‘underlying’ formatting applied to both the paragraph and the font. If you add formatting over this style format, this is called direct formatting. The difference between the two is shown in the info-box: at the beginning we could see from the font formatting that the paragraph format font was Times New Roman, 11 point and the language was defined as English (UK). Now the top section of the info-box has had a direct paragraph format added: Space After 6 pt. The default or underlying paragraph formatting has not changed, but an addition has been made: Space After. After a direct font format has been made, the Font formatting has been changed and only shows that the language is English (UK) because all the rest has been changed directly to Arial, 10 point, Bold. Select the entire second paragraph and format to be another font. I have used Palantino. If you don’t have that, then choose a font which looks different, so you can see your changes easily. Now it looks like this: An info click in this paragraph shows that the font has been directly set to be Palatino. Place the cursor anywhere in the third paragraph and format it with a first line indent set to 0.5 cm. As you can see, the entire paragraph containing the cursor uses the format. A randomly placed cursor in a paragraph is enough to tell Word which paragraph it should do something to. You have now formatted some paragraphs in a rather slow way, and your entire text looks like this: 43 An info-click in the third paragraph shows a direct paragraph format: First line indented by 0.5cm. Let us imagine that you write a manuscript similar to this book, where there are a number of these types of formats. Word, as I have pointed out, comes with a number of built-in styles. If these styles fulfil all your needs, then there is no need for you to read more about styles! But it is useful to be able to change the built in styles, or make your own. There are two different methods both for changing an existing style and for creating a new one. Creating a style: Trial and error method. 1. Place the cursor in the first paragraph First line indented and select the entire line. 2. Click on the name (Normal in this case) in the style field (or Ctrl+Shift+S), this selects the name. 3. Overtype the existing style name with a new name "Head" and press Enter. Don’t be nervous, the Normal style will not be deleted. As if by magic you have created a new style (though at the moment only in this document) called Head. Unfortunately, Word gives you no message to this effect. This style can now be used for anything you want to format in the same way. Check to see if the new style is there with all the others - click in the style field, or press Ctrl+Shift+S, followed by . Press Esc. 4. Place the cursor in the second paragraph and repeat the operation (points 2 and 3), this time calling the style Para1. 5. Finally do the same in the third paragraph and use the style name Para2. 6. Check that your new styles are listed -Ctrl+Shift+S then and to move up and down, or use the mouse. Press Esc to close the style field. Type three new paragraphs, and just to experiment a little, place the cursor in any of them, click in the style field (or use the keys noted above) and choose the three styles Head, Para1 and Para2 in turn. The paragraph should be formatted instantly to each of the three styles. First time I tried this I was completely amazed. You have just used a style. The advantage of this method is obvious: You can see, step by step what the formatting looks like, and when you are satisfied you can create the style. It is good to use until you are familiar with styles. In a moment we will create the same styles using a method which I call the direct method, but first we should just delete the styles we have just created. Deleting styles 1. Choose Format, Styles (Ctrl+Shift+S+S) and the shown dialog box appears. This dialog box is mainly used for • Creating a new style • Editing an existing style • Deleting a style Styles are listed on the left, those displayed are dependent on the choice you have made under List, where three options are given: 44 • The styles used, or edited, in the document, • All the styles included in the template the document is based upon, • User defined styles, that is one you have created yourself 2. Choose User-Defined styles, and your three styles Head, Para1 and Para2 should be displayed. 3. Select them one by one, choose Delete and confirm with a Yes. 4. In the field at the bottom left, choose List, All styles Word does not warn you that you have used any particular style in the document when you delete it. The style is simply deleted and any paragraphs which are formatted with it revert to the Normal paragraph format, which in the case of the font will be the Standard font, usually Times New Roman. There is one other method to delete a style. Creating a Style using a dialog box As described, you can create a style using Format, Style (Ctrl+Shift+S+S). If you know precisely what the style should consist of, this is the better method because it is usually quicker, easier to manage, and can implement the style, which the trial and error method cannot do. To use this method successfully means practising with the dialog box and all the options for a while. You do not need to be in any particular paragraph, your document can be empty. 45 You are now going to create the styles you just deleted again. This is not to make you feel stupid. Choose New and you will get the dialog box shown above, which can do something which the trial and error method cannot do. The program has already given a temporary name of Style1 for your new style. You can create two kinds of style under Style Type: you can choose between Paragraph and Character. The styles you created earlier were Paragraph styles. A character style is smart if you want to format some text, but not the entire paragraph. It will pay you to use a character style if you want to highlight text using a certain font, maybe in italics and maybe with another point size to the rest of the paragraph. I have created a character style and allocated it to a shortcut key Alt+A, which formats the character to Arial, in blue (on my screen, anyway) and in 10 point - and I just used it to format the Alt+A above, which is blue on my screen. You are going to create a Paragraph style. Type HEAD. Now you have told the program the name of the new style. Under the name it says Based on. This is where you choose your starting point, which is always an existing style you will modify. Before choosing Format, Style.... the cursor was in a paragraph with a certain style, and by default this is the style which is chosen as your ‘based on’ style, but you can choose another if you wish. In fact, it is not quite correct to say that you are creating a new style, what you are actually doing is altering a copy of an existing one. To avoid having to specify too much, what you should do is base your style on one which is similar to the one you want. The next option is called Style for Following Paragraph, which is the style which should be used when you press Enter. It is very useful to be able to define this. In this booklet I have used four different heading styles. The clever thing with all this is that I have been able to specify all of this without formatting any paragraphs manually. It happens automatically while I write, except for the headings which I have given shortcut keys to (Heading1=Alt+1 etc). I have given the different styles different colors to be able to distinguish them easily. I would strongly recommend using colors with styles, it really makes everything easier. Using the Format button you can choose which font, paragraph layout, tab stops and so on to be included in your new style. You can also choose a shortcut key - recommended for styles you use a lot. Styles and shortcut keys In the dialog box described above you will notice a button marked Shortcut key. By using this, you can allocate a shortcut key to your style, something I always do as it is by far the quickest way to use styles. Using the Shortcut key button will take you to the Customize dialog box. 46 Press the keys you want to use with the cursor in the Press New Shortcut key field, and you will be shown whether these keys are already in use by another command. I pressed Ctrl+O to show what happens if this is the case. The box shows the present allocation, which is File Open. This is one of the classic shortcuts, used by nearly all Windows programs. If the key combination is in use by another command, but you want to replace it anyway, then use the Assign button, and you have allocated this shortcut key to your style, but lost the shortcut to the ‘old’ command. If I had chosen Assign in the example above I would no longer be able to use Ctrl+O to activate the File Open command. You can also try other shortcut combinations (delete the first, using Backspace) and choose Assign when you have found the one you want to use. The best thing is that you can always remove shortcut keys, or specify new ones, which is easiest using Customize. Creating the style After choosing Close you can start defining the different options. Exactly as in the previous trial-and-error example you choose each of the formatting options shown, which are (nearly) all precise copies of the format dialog boxes you have met when you used the Format… menu. Every time you finish with one (for example Font) then return to this dialog box and choose the next (for example Paragraph) until you have defined exactly how you want your style to appear. If you look in the info box we saw earlier you can set up the styles we defined there. Remember to choose a Style for Following Paragraph! Using a style You have created three new styles. Make some copies of the three paragraphs to play with. Format the paragraphs back and forth with your new styles. You can choose your styles from the styles field using the mouse, or using shortcut keys if you have defined any. Editing a Style This can be done in two ways. The principle is the same as the methods used for creating a new style, described earlier. Trial and error method You can use the same principle as before: place the cursor in a paragraph which uses the style you want to change. If you want to change the style’s font, the entire paragraph must be selected, choose a new font, but keep the paragraph selected! Make your other changes - paragraph, tabulator and so on, place the cursor in the style field, which marks the name of the style, and press Enter. You will be asked if you wish to redefine (change) the style using the selection as an example, or if you will Return the formatting of the selection to the style. You want the first. If you only wished to change the paragraph formatting, you did not need to select the entire paragraph. Just placing the cursor in a paragraph is enough for Word to consider it selected, even though nothing is actually selected, but as we are considering a style which affects the whole paragraph, the fact that the cursor is in the paragraph is enough. The advantage of this method is that you can try your changes out on an experimental basis before deciding that you will change the style itself. 47 You might already have seen this dialog box accidentally. This would have occurred if you had changed the paragraph formatting in a paragraph using direct formatting, and later chosen the underlying style name from the style field in the formatting toolbar. Word wants to know what you want to do. Dialog box method The second method is using the Style option on the Format menu (or Ctrl+Shift+S+S, which means hold Ctrl and Shift down and press S twice) Before you chose this menu option, the cursor was in a paragraph and the style used in this paragraph will be selected. In the middle you see a picture (which is not always so easy to see) together with written information on the chosen style. If you want to edit another style, all you have to do is simply select it. Choose Edit, and you will see the same dialog box you saw when you created a new style. Change where you want to, and choose Close. The changes will be made in the paragraphs which are formatted with the style you have edited. Why Styles? Let us assume that you have used Word, but have never heard of Styles. You have written hundreds of pages of a long report for a client, and have formatted every single paragraph ‘by hand’, in other words, by direct formatting. You actually only use three types of paragraph, so now you hear about styles, learn how to use them, create the three most used styles, give them three shortcut keys, and set off to format all your paragraphs with styles, which does not change their format or layout at all, BUT… one day the client contacts you and asks you to write the report using the Bookman font, and also add a bit of space in front of every paragraph, if that is possible. He realises that it might take a long time. You know how to edit a Style, so you open a couple of dialog boxes, edit a little, and there you are: the report is just how the client would like it. If you want to know if this can also be done with documents which have been saved, the answer will come in a while. As you know: If you have other paragraphs in a document which also use a style you have edited, those paragraphs will also be changed, which is exactly what is supposed to happen. This is what is so brilliant with styles. If you have formatted 1017 paragraphs with a certain style, and later on you want to format every single one in a different way, then all you have to do is change the style, which actually formats all the paragraphs based on that style (except those which have been directly formatted). So, it is the Style which makes characters and paragraphs look the way they do. A paragraph, even if all it consists of is the paragraph mark, is always formatted ‘with’ or ‘by’ a style. As you also know, there are two forms of Styles. Paragraph style: Consists of both paragraph and character formatting. Character style: Consists of only character formatting. 48 It is a little confusing that Word calls the basic style ‘paragraph style’, when as well as the paragraph formatting information, it also includes character formatting. The correct name would have been ‘paragraph and character style’, but Microsoft obviously thinks that this would have been too much for us poor users, so they shortened it to paragraph style. As well as these two methods of formatting, there is also a third: direct formatting. Mixing formatting Those of you who are keeping up will maybe come with a question now: What if I format a word with a font style, and then by direct formatting? Which is the strongest of the two: a font style or a direct formatting?, which has the highest priority? Let us take it right from the beginning: Word contains a paragraph style called Normal, which contains the font formatting Times New Roman, 12 point, which looks like this: Let us say that you have a character style formatted as Courier, 12 point. You select the words ‘This is an example of the Normal style’, so the example looks like this: Now format the word ‘of’ directly as Palatino, 15 point: Format the word ‘of’ with another character style, which formats it as Arial 10 point. What will happen? Can a character style replace a direct format? The answer is yes. Direct character formatting and character styles are equal. The last one to be used is the winner, and the previous character style is dumped, which we can prove by placing the cursor in the word and pressing Ctrl+space, which resets the character style to that specified in the paragraph style. The word ‘of’ is again formatted in the Normal paragraph style. Summing up: Styles and direct formatting The order of precedence is as follows: Paragraph styles are the ‘weakest’, but character styles and direct character formatting are just as ‘strong’ as each other. Paragraphs and characters are always first and foremost formatted with a paragraph style, which also contains a character (font) formatting, which is perhaps a little confusing, but characters have to be formatted in some way or another, so character formatting has to be included in the paragraph formatting. A character or direct formatting can be placed ‘on top’ of the paragraph style, almost as though it has ‘replaced’ the character formatting which is included in the paragraph style. Now you know a little about creating, editing, using and deleting a style. You may have noticed a check box labelled Add to template. When you have understood what a template is, you will understand what this is about and we will return to it later. Page Layout The next formatting level controls the appearance of the whole page: the size of the paper, margins, headers with page numbers (as I’ve used in this guide), text columns, etc. Unfortunately, Word has a number of different menu options (dialog boxes) dealing with the appearance of the printed page. 49 Moreover, the program operates with a concept unfamiliar to most people – even though they may have worked with other word processors before. If you have worked with Word for a while, you have probably noticed an option that turns up in a few places: Apply To, the possibilities being This Section, This Point Forward and Whole Document. One example of this option is to be found under File, Page Setup, where most of the points require little or no explanation. Tip: If you have the horizontal Ruler on the screen (the one showing measurements and tab stops), you can double click outside the margin area to activate the Page Setup dialog (if you do it inside the margin area, the first click inserts a tab stop). If you have the vertical Ruler active, you can double click on it with the same result. Unless you know what a section is, you don’t know what this is all about. So let us begin our discussion with section. Section In its simplest form, a section is simply part of the document. Having said that, we shall see in a moment that it is also much more. Not all word processors employ the concept. Microsoft does. It is necessary to make a new section when you want to have: • pages with margins which differ from the rest of the document • a change in the number of text columns • different headers for different parts of the document (as is the case in this book). When you make a change in any option relating to page layout, the dialog box assumes by default that the change should apply only to This Section. Typically, you are given this choice when you work with page layout, that is margins, columns or page numbering. You cannot work in one column then switch to two columns without creating a new section. In other word processors you can simply tell the program you want to work in two columns and later, when that part of the document is finished, that you want to switch to one column. The program inserts a code, changing the number of columns. But with Word it’s different. Working with sections may appear troublesome in the beginning but as your documents grow in length or you introduce special formatting on different pages, you begin to see the advantages of the section. For example, you may have a 10-page document and want to write the first five pages in two columns, the next two pages in three columns, and the remainder in two columns again. At the same time you want to change the margins. You have to divide the job into three sections. Another way to put it: if you change the layout of your page, you must decide how much of the document should be affected by the change. Let’s look at some of the elements that make up the layout or appearance of the page. 50 Margins You can adjust your margins in the Page Setup menu. If you are viewing the document in Page Layout View, a quick but less accurate method is to drag the horizontal or vertical rulers. When you move the mouse across a margin, the mouse pointer changes to a double-headed arrow. You can pull the margins with the mouse. If you use this method, it applies only to the section in which your cursor is placed. Text columns Version 6 introduced the option to have several columns with different widths. Now press Ctrl Shift enter to change column. To illustrate this, I am giving these three columns different widths. The middle column is the narrowest, the two others being of different widths (which I hope is obvious to the eye!). I’ve used 9pt typeface because the columns are so narrow. First I wrote the headline ‘Text columns’. Then I chose Insert, Break... (if you do it in the reverse order, the top line of each column won’t align). Then I chose Continuous, which prevents the text from jumping to a new page. If you work in Normal View a column, page or section break is shown on screen as a dotted line. Then I chose Format, Columns, Three and unchecked Equal Column Width. If I had wanted a specific width for each column in centimetres, I could have selected this in the dialog box. Instead I switched to Page Layout View and activated the Ruler. Using the mouse I could have pulled the column margins to an approximate dimension – in exactly the same way as normal page margins. The above described this second-best method to illustrate what happens but in fact it is even better to select Normal View, create two section breaks immediately after each other, and work in between them (in Normal View column, page and section breaks are shown on screen as dotted lines). This ensures that changes are confined to the one specific section. Another procedure is to: type your text first, select it, and choose Format, Columns. 51 As you have selected a piece of text, you will not be asked: Apply to (1) this section etc., but apply to (1) Selected Text (2) Selected Sections and (3) Whole Document. When you use the SelectedText method, section breaks are inserted before and after the selection. If later you want to change the distance between each column, then change to Page Layout View, and activate the ruler. The arrow in the illustration points to the cursor, whose position decides how the measurements are shown on the ruler. Click in different columns and different measurements will be displayed. When the mouse is over the ruler and moves between two columns, on the rectangular, probably grey area, it changes to a double arrow. Before doing anything you can place the mouse in three different spots: on the left middle on the right Don’t move the mouse! Hold Alt down and click the mouse without moving it. You will be given the relevant information! Now you can drag with the mouse and the space between columns, together with the column width, is changed depending on where you started. To be able to do this, you must not have checked the Equal Column Width box (see the dialog box shown earlier, which can be activated by double clicking on one of the grey rectangles). PS Try double clicking in a single column of text in the following places: 1. In the upper or 2. the lower half of the horizontal ruler. 3. Outside the white area of the ruler or 4. over the small dividing rectangles (alternatively, hold down Alt and click and hold the mouse steady over one of the small dividing rectangles). If you are curious, like me, then I suggest that you try clicking different objects on the screen with and without the Alt key held down. Inserting a section break If you only want to insert a section break, that is create a new section, as far as I can see there is only one way to do it: Insert, Break ... The dialog box should have been labelled Section Break and should not have contained the first two options: simple Page Break and simple Column Break. I think Microsoft should have made one dialog box for simple page and column break, which does not involve a section break, and another dialog box for section break, meaning a box containing the four options at the bottom. These four options stipulate where the new section should start: at the top of a new page, on a new odd page, on a new even page or on the same page. The latter is known as continuous. 52 Editing a section break When you want to edit a section break, place the cursor inside the section and select: File, Page Setup, Layout, which gives you this dialog box: I have clicked Section Start, showing the five options; four are the same as before, the fifth (New Column) is new. It, too, should have been available in the previous dialog box, where you choose where to start a section.Try using two columns, inserting a section break, and editing the switch between continuous and new column to see the difference. Warning: If you activate this dialog box by double clicking on the section break (in Normal View), that is a double dotted line, please be aware of the following: the format of a section is stored in the section break at the end of the section. I mentioned earlier that the style which controls the appearance of a paragraph is stored in the carriage return at the end of the paragraph. The same applies to a section. You can see section breaks while in Normal View but unfortunately you can’t in Page Layout View, and the program gives you no warning if you are about to delete an all-important section break. Be very careful if in Page Layout View you press Delete or Backspace close to a section break – which you can’t see on screen! Copying a section format If you have made many format changes in a particular section (page layout, margin, columns, etc.) and want to use the same format in another section, the easiest way is as follows: First, switch to Normal View in order to show your section breaks (double dotted lines). The format for the section you want to copy is in the section break at the end of the section. Select the section break and Copy. Place the cursor at the end of the section you want to format, that is just in front of the existing break separating it from the next section. Select Paste. Now you have two section breaks after each other. Delete the second one. I have tried copying a section break from one document to another, with terrible consequences. It messed up everything. Tables A table is a set of rows and columns. The intersection of a row and a column is a cell . By default in Word, a table has a 5-pt black, single, solid-line border that prints. 53 Insert Table Button You can create a simple table most easily in Word by clicking the Insert Table button and then dragging to select the number of rows and columns. The illustration shows what the palette looks like for a table with 2 rows and 2 columns. If you create a table with the toolbar button, it will stretch across the width of the page with columns of equal size. You can adjust the width and height of the whole table and of each column and row. Table Button Changes: In Word 97, while your cursor is in a table, the Insert Table button changes to Insert Row. If you have a column selected, the button is Insert Column instead. It's a bit odd to have the buttons changing while you work. In Word 2000/2002/2003 the Table button changes when you select a row or column, but not otherwise. Parts of a Table Columns: named with letters Rows: named with numbers. Cells: named in the form ColumnRow. Thus, cell B2 is in column B and row 2. Grid lines: the lines that divide the space into cells. Even lines that don't print will show in Word as light gray. But, of course, you might choose to have gray lines in print, too. Look at the Print Preview to be sure if the lines will print the way you want. End-of-cell and End-of-row marks: Word uses a special symbol to show where the contents of a cell stops and also where a table row stops. This symbol is one of the characters in a normal font, but it is not on the keyboard. The symbol uses the same font and font size as the cell text. Some fonts and font sizes give the symbol quite a different look ! Sometimes you will want to select the symbol along with the text, just like you sometimes want to include the paragraph symbol in a selection. And sometimes not! Handles: Starting with Word 2000, there are two handles for a table - moves the whole table around on the page and resizes the whole table. Table Menu 54 The Table menu has commands for formatting and managing your table. From the menu you make changes in your table, adding and removing parts, merging cells, formatting, and sorting. Cascading commands: Word 2000/2002/2003 has revised the Table menu so that Select, Insert, and Delete and other commands cascade (note the arrows) to offer all the choices you need. Context commands: The Word 97 Table menu is not quite as easy to use as Word 2000's. There are no cascading menus. The commands are context-sensitive, so they change depending on what you have selected in the table. In Word 97, to see commands for columns you must first select a column. To insert a cell, you must select two cells. Table Tasks Working with a table and its contents can be a bit frustrating if you don't quite understand how things work. You may have trouble selecting the parts you want. You may have trouble inserting columns and rows in the right places. Resizing may stretch or shrink the wrong part of the table. Below is a chart of table tasks. There are several ways to do most tasks: • dragging or clicking with the mouse • key combo • menu command • right click menu command. As you work, you will probably find that you prefer one type of action, but please try out others. The more experienced you become, the more likely you are to use key combos. If there are several ways to accomplish a task, you will see a bulleted list at the right. Actions that are specific to Word 97, Word 2000/2002/2003 are marked with an icon. To Select Do one of these Click on left edge of cell cell Drag through the cell past the end-of-cell mark • text in a cell Use TAB to move into the cell from another cell • Table | Select | Cell The whole cell is selected if the end-of-cell mark is included in the highlight. Position cursor at one end of text to select and ... Hold SHIFT down and click at other end of text to select Use arrow keys to move cursor to other end of text to select. Drag across cells Click in first cell, hold SHIFT down, and click in last cell. All cells between will be selected. • multiple cells • Move cursor to first cell, hold SHIFT down, and use arrow keys to move to last cell. All cells between will be selected. 55 Click at left edge of row when pointer has the selection arrow shape. • Table | Select Row • able | Select | Row The whole row is selected when the endof-row mark is included in the highlight. Click at top of column when pointer has the down arrow shape • Table | Select Column • Table | Select | Column row column multiple rows Adjacent rows or columns: Select a row or column, hold down SHIFT and... or columns Click on another. All between are selected. You can't skip over one. Use arrow keys to move to last to select. Drag to select all rows in the table, including all end-of-row marks • whole table • • • Click in table and press ALT + 5 on the numeric keypad with NumLock off . Table | Select Table Table | Select | Table To Navigate to location with keysTAB to next cell SHIFT + TAB to preceding cell CTRL + TAB text to tab stop inside cell to another row to first cell in row to last cell in row to first cell in column to last cell in column To Add new row row(s) Up or Down arrow key ALT + HOME ALT + END ALT + PAGE UP ALT + PAGE DOWN New row will be above the selected Click the Insert Row button. Right click Insert Rows o Table | Insert Rows • Table | Insert | Rows... | either Rows Above or Rows Below If multiple rows are selected, that's how many will be created. new below last row row new column With cursor in last cell of last row, press TAB. A new row appears below the previous last row in the table, with the same formatting. Select a column- New column will be on left of the selected column(s). • Click Insert Column button. Right click. Insert Columns o Table | Insert Columns Table | Insert | Columns... | Columns to the Left or Columns to the 56 text before table at beginning of • document a new paragraph inside an cell To Move or Copy cell Right If multiple columns are selected, that's how many will be created. Press ENTER while cursor is at the very beginning of the first cell. Move the table down the page by dragging the Move handle. ENTER Select cell... Cut or copy; move cursor to new cell; paste. Replaces contents of cell at new location. Drag and drop (to move) Right drag and drop; select Copy Here or Move Here. Select cell contents... contents of Cut or copy; move cursor to new cell; paste. Added to contents of cell cell(s) at new location unless you selected the whole new cell. Drag and drop Right drag and drop; select Copy Here or Move Here. If you want to copy or move more than one paragraph from a cell as regular text instead of as a table cell, do not include the end-of-cell mark in your selection. Select row(s)... row (s) Cut or copy; move cursor to new location; paste. Drag and drop to new location Right drag and drop; select Copy Here or Move Here. Select column(s)... columns(s) Cut or copy; move cursor to new location; paste. Drag and drop to new location Right drag and drop; select Copy Here or Move Here. Select the whole table, cut or copy and paste to new location. whole table Select the whole table; right drag and drop; select Copy Here or Move Here. • Select the whole table and drag to new location, but there must be paragraphs there already. • Drag the table by the Move Table handle to any area of the page, even if no paragraphs are there yet. To Delete Select the cell; press DELETE. contents of a cell With cursor in the cell, a cell • Right click Delete Cells… • Table | Delete Cells… • Table | Delete | Cells In the Delete Cells dialog, choose whether to move other cells left or right, or delete whole row or whole column. Select the row or column (including the end of row mark for rows); a row or from right click menu or from the Table menu, select Delete row(s) or Delete column column(s). (Pressing the DELETE key just deletes the cell contents.) Select all cells. Press DELETE. contents only of table Select the table, including the end-of-row marks. the whole table and its contents • Cut the table. (The DELETE key won't do it! That just deletes the 57 • • contents.) Table | Delete Rows... Table | Delete | Table To Size cell width & • Move pointer over grid line until it changes to or and then drag to change the cell size. height • Use dialog Table | Cell Height and Width... • Table | Table Properties... Select tab Cell or Column and set the width. Select tab Row and set height. Changing the dimensions of a cell changes the row and column that the cell is in. • Move pointer over grid line until it changes to and then drag to change row height the height of the row. • Use dialog Table | Cell Height and Width... Setting the height will change height for the whole row. • Table | Table Properties... Select tab Row and set the height. and then drag to change column width • Move pointer over grid line until it changes to the size of the column. • Use dialog Table | Cell Height and Width... Setting the width will change width for the whole column. • Table | Table Properties... Select tab Column and set the width. Resize columns or rows to change size of table. table width & height • Table | Table Properties... Select tab Table and set the dimensions. • Drag the Resize Table handle at the bottom right of the table. All rows and columns are adjusted proportionately. Use the Distribute Evenly buttons to make make rows and columns the same size. Tables & Borders Bar The Tables and Borders bar makes creating and formatting complex tables a breeze. You can also format the table’s structure by adding borders and shading. Clicking the Borders and Shading command on the Format menu opens the Borders and Shading dialog box, where you can specify options to best delineate the relationships within your table. To quickly apply predefined sets of formatting to a table, you can choose a table autoformat. Clicking the Table AutoFormat command on the Table menu displays the Table AutoFormat dialog box, which offers formats that include a variety of borders, colors, and attributes to give your tables a professional look. You can draw a table of the size you want, even with an uneven number of rows or columns. This method is much easier for complicated tables than using the Table button and then merging and resizing. The toolbar contains buttons for most formatting choices for tables. 58 Toolbar Buttons The Tables and Borders toolbar contains buttons for commands to help you create and format a table. The toolbar can be docked at any edge of the window, but the default is free-floating. The Tables and Borders button toggles this toolbar open and hides it. Below you will find explanations of all the features of the Tables and Borders toolbar. Choose all the formatting for your lines before you draw them. You cannot select a line to change its formatting. You must draw over it. Draw T Turns your pointer to a pencil shape with which you can able draw the outside of a table by dragging from top left corner to bottom right corner. You drag across the table to add lines that create rows and columns or to split a cell into several rows or columns. This allows you to create very complex tables easily. You must click the button again to toggle it off, returning your pointer to it's previous shape. When drawing lines, be sure you see your line appear before you release the mouse or you might wind up with a line that is too short. Your lines will be straight and either vertical or horizontal. No angles are allowed with this tool! Eraser Changes the pointer to an eraser shape with which you can Line Style Line Width Line Color erase a line in a table by clicking it or by dragging down the line to erase across several cells. This button also is a toggle button. Click it to return the pointer to the normal shape. Style of line drawn with the pencil. The arrow displays a list of line styles, like double or dashed or solid. Choose style before drawing. Width of line drawn with the pencil. The arrow opens a list of widths for your border lines. Choose width before drawing Color of line drawn with the pencil. Choose the line color first and then draw. Borders Shading Applies the border type shown. The arrow opens a palette of borders. The diagonals are only available for a table cell. You can also use the Borders button on the Formatting bar. Colors the background with the solid color shown under the bucket. The arrow opens a palette of other colors. To use a pattern or color percentage you must use the Borders and Shading… dialog from the Format menu. For a table, you cannot use the button on the Drawing toolbar that looks just like this. That button applies only to drawing objects. Confusing! 59 Merge Cells Split Cells Combines the selected cells in a table into one cell. The contents of each former cell is placed in a separate paragraph within the new cell. Divides a cell into several new cells. Clicking this button opens the Split Cells dialog where you must set the number of rows and columns. The paragraphs in the cell being split are split between the new cells if you are creating columns. Align a cell's contents at the top, middle, or bottom of the Alignme cell. You can combine a vertical alignment with a horizontal nt (Vertical) alignment- Left, Center, Right, or Justify using the Formatting bar buttons. Aligns a cell's contents horizontally and vertically inside the cell. Make the selected rows or columns of equal size within the Distribu current space. te Evenly Changes the direction of text in a cell. Change Image on the button changes to show the direction that will Text Direction be applied if you click it. Sort alphabetically based on any column. Ascending means Sort Ascending and normal alphabetic order- a, b, c…. Descending is reverse alphabetic order- z, y, x…. Descending Totals the values in a column or row. To do other AutoSu calculations, you must use the Formula command on the Table m menu. Opens a dialog with pre-designed table formats for you to Table choose. AutoFormat You can pick what parts of the formatting you want by using the checkboxes. There does not seem to be a way to save your own formatting combinations to use here. 60 Working with Table Properties You can control many aspects of a table by clicking Table Properties on the Table menu and setting options on the tabs of the Table Properties dialog box. On the Table tab, you can specify the preferred width of the entire table, as well as the way it interacts with the surrounding text. On the Row tab, you can specify the height of each row, whether a row is allowed to break across pages, and whether a row of column headings should be repeated at the top of each page. On the Column tab, you can set the width of each column, and on the Cell tab, you can set the preferred width of cells and the vertical alignment of text within them. To adjust table properties: 1. On the Table menu, click Table Properties. 2. The Table Properties dialog box appears. 3. Click the tab of the table element whose properties you want to adjust. 4. Make adjustments to the properties as necessary. 5. Click OK to close the Table Properties dialog box. Creating Styles for Tables If none of the table autoformats meets your needs, you can create formatting styles for table text in much the same way you create styles for regular paragraph text. To create a style for text in a table: 1. On the Format menu, click Styles and Formatting. 2. The Styles and Formatting task pane appears. 3. In the Styles and Formatting task pane, click New Style. 4. The New Style dialog box appears. 5. Type a name for the new style, click the down arrow to the right of the Style type box, and click Table. 6. Click the down arrow to the right of the Apply formatting to box, and select which text the new style should be applied to. 7. Select the formatting options you want, and click OK. 8. Select the text you want to format with the new style, and in the Pick formatting to apply list, click the style. Sort information Use the Sort command on the Table menu to sort the rows in ascending or descending order by the data in any column. For example, you can sort a table that has the column headings Name, Address, ZIP Code, and Phone Number on any 61 one of those columns to arrange the information in alphabetical or numerical order. Formulas Many tables include numbers that are calculated based on the values in other cells in the table. The simplest case is where one cell contains the total of the numbers in the column above it. You can make your table do these calculations for you. Spreadsheets can handle calculations better than Word tables. The Formula command on the Table menu opens a dialog where you can enter some basic math formulas to use values in other cells for a calculation, like the sum of the numbers in a column. In the Number format box of the Formula dialog, you can choose how you want your numbers to look: as a percentage, as currency, how many digits to the right of the decimal... Display Formula Normally what you see in a cell that has a formula in it is the calculated value. A gray background shows that the value is a field, which can change. The background can be turned off in the dialog Tools | Options... | View. You can display the formula that is used for the calculation. Right click on the calculated value and from the popup menu choose Toggle field codes . The formula is shown. If the cell is not large enough to show the whole formula, Word will make it taller. Never fear! Repeat to go back to seeing just the value and Word puts the cell size back. But, if you changed the cell size yourself so you could read the formula better, Word does not automatically go back to the original size. <sigh> Embedding a Excel Worksheet When Word’s functions don’t meet your needs, you can insert a Microsoft Office Excel worksheet in a Word document. Part of The Microsoft Office System, Excel is an electronic spreadsheet program that provides extensive mathematical and accounting capabilities. For example, you can use an Excel worksheet to determine a payment schedule for a loan. There are three ways to insert Excel worksheet data into a Word document: • By copying and pasting. You can open the Excel worksheet, copy the data you want to use, and paste it as a table in a Word document. • By linking. You can use the Object command on the Insert menu to create a link between the source worksheet and the Word document. • By embedding. You can also use the Object command on the Insert menu to embed a worksheet in a Word document. The worksheet then exists as an Excel object in the document rather than as a separate file, and you can continue to manipulate it using Excel. Deciding How to Insert an Excel Worksheet To decide how to insert an Excel worksheet in a Word document, you need to understand how Microsoft Office System programs integrate data from outside sources. This understanding will enable you to decide how to use information created in any other program, not just Excel. 62 If you need to maintain a connection with the source Excel worksheet or you need to be able to manipulate the data in Excel after it is included in the Word document, you can use Microsoft’s OLE Linking and Embedding technology. This technology enables you to insert an object (a file or part of a file) created in one program into a file created in another program. The object is sometimes called the source file, and the file into which you are inserting the information is called the destination file. The difference between linking and embedding is the type of connection that is maintained between the source and destination files. A linked object maintains a direct connection (or link) to the source file, and its data is stored there, not in the destination file. The destination file displays only a representation of the linked data. If you want to update the data, you do it in the source file. Then when you open the destination file, the linked object is updated. An embedded object becomes part of the destination file. Its data is stored as well as displayed there and is no longer connected to the source file. If you want to update the data, you do it in the destination file using the source program, but the source file does not change. Whether an object should be linked or embedded depends on whether the information in the destination file must be synchronized with the information in the source file. If you do not need to maintain a connection between the source file and the destination file, you can copy and paste information between programs using the Copy and Paste buttons on the Standard toolbar. If you use this method, the source files and the destination files are not connected. The pasted information becomes part of the destination file, and you use the tools in the destination program to edit the pasted information. Embedding a New Object You can embed a variety of objects into a Word document including worksheets, charts, graphics, and sound or video clips. You can use existing files, or you can create new ones on the fly while you are working on a Word document. To embed a new object in a Word document: 1. Click the document where you want to place the object. 2. On the Insert menu, click Object. 3. The Object dialog box appears. 4. If necessary, click the Create New tab, and in the Object type list, click the type of object you want to embed. 5. Select the Display as icon check box if you want the embedded object to appear in the document as an icon. 6. Click OK. 7. Word opens the windows and tools you need to create the object. These vary greatly, depending on which object you chose to insert. 8. Create the new object, and then click a blank area of the document to deselect your object. After you have copied the worksheet data in Excel, you can use the Paste Special command on Word’s Edit menu to link or embed the worksheet data. Paste Special enables you to copy information from one location and paste it in another location using a different format, such as Microsoft Excel Object, Picture, or HTML Format. To update a linked or embedded worksheet, you double-click it in the Word document. If the worksheet is linked, the source worksheet opens in Excel. When you change the source worksheet, the linked worksheet in the Word document is also updated. If the worksheet is embedded, the Excel row and column headers appear and Excel’s menus and toolbars replace Word’s so that you can make changes to the worksheet object. The source worksheet remains unchanged. If you change a value in a Word table, you must recalculate formulas manually. If you change a value in an Excel worksheet, the formulas are automatically recalculated. Creating a Diagram To present hierarchical data or other types of information, you can create and insert diagrams in a document. A diagram is a relational representation of information. One common type of diagram is an 63 organization chart. For example, The Garden Company might create an organization chart if it wanted to show the company’s personnel structure. In addition to organization charts, you can create cycle diagrams, radial diagrams, pyramid diagrams, Venn diagrams, and target diagrams. When you insert an organization chart into a document, the chart has placeholder text that you replace with your own. The boxes and the lines of the organization chart are objects that you can move and change. 1. On the View menu, point to Toolbars, and then click Drawing. 2. On the Drawing toolbar, click the Insert Diagram or Organization Chart button . The Diagram Gallery dialog box appears, with the Organization Chart option selected by default. 3. Click OK. An organization chart is inserted into the document at the insertion point, and the Organization Chart toolbar appears. 4. In the organization chart, click the top box, and type Karen Berg. 5. Click the first box in the second row, type Kim Akers, click the second box, type David Ortiz, click the third box, and then type Gordon Hee. All the boxes now contain names, and the last box is still selected. Inserting and Modifying a Picture You can insert scanned photographs or pictures created in almost any program into a Word document. Pointing to Picture on the Insert menu displays a submenu that you can use to specify the source of the picture, as follows: • To insert a picture from the clip art collection that comes with Word, you click the Clip Art command on the Picture submenu or click the Insert Clip Art button on the Drawing toolbar, which opens the Clip Art task pane. The Microsoft Office System includes hundreds of professionally designed pieces of clip art that you can use in your documents. For example, you can insert clip art pictures of scenic backgrounds, maps, buildings, or people. 64 • To insert a picture from a file on your hard disk, removable disk, or network, you use the From File command on the Picture submenu. • If you have a scanner connected to the computer that you are using, you can scan and insert a picture using the From Scanner command. You can also use this command to insert a picture from a digital camera that’s connected to the computer. Different versions of Word use somewhat different clip art programs. Categories are listed on the left and Word 97: thumbnails of the images on the right. The Microsoft Clip illustration shows the Travel category. The Gallery 3.0 Find... button opens a search dialog. Word 2000: Microsoft Clip Gallery 5.0 Clip Gallery 5.0 displays the categories as large tiles instead of a list. The Search box is now at the top of the dialog instead of in a separate dialog. Double clicking a category will open a display of its images. Word 2002/2003: Microsoft Clip Organizer Clip Organizer calls the categories Collections. The Collections are shown in a hierarchy tree on the left. You can add your own collections but you cannot add to the collections that come with Office programs. After you insert any picture into a document, you can click it to open the Picture toolbar, and then modify the image by using the Picture toolbar buttons. Button name Button Description Color Changes the picture to grayscale, black and white, or washed out. More Contrast Increases contrast. Less Contrast Reduces contrast. More Brightness Increases brightness. Less Brightness Reduces brightness. Crop Crops the picture. Rotate Left 90° Rotates the picture to the left. Line Style Changes a line’s weight and style. Compress Pictures Reduces the file size of pictures. Text Wrapping Controls the wrapping of text around a picture. 65 Format Picture Opens the Format Picture dialog box, where you can change features such as colors and lines, image size, text wrapping, cropping, color, brightness, and contrast. (This button renames itself depending on what’s selected.) Set Transparent Color Makes selected colors in the picture see-through. This feature works on bitmap images that don’t already have transparent areas. It also works on some clip art. Reset Picture Returns the picture to its original state. The picture toolbar also includes an Insert Picture button that you can use to insert additional images. Aligning a Picture with the Surrounding Text When you insert a picture into a document, it appears as a separate object and pushes any text it’s associated with out of the way. You can use the Layout tab of the Format Picture dialog box to help align pictures and wrap text around them. You can choose from seven different text-wrapping styles, and you can wrap text on both sides of a picture, on one side of a picture, or on the largest side of a picture. In addition, you can set the distance between the edge of a picture and the text itself. You can specify that a picture be positioned as follows: • Absolutely. This type of positioning is determined by measurements that you set. • Relatively. This type of positioning is determined by the relationship of the picture to another element of the document, such as the margin, the page, a column, or a particular character. After you have inserted and aligned a picture, you might need to add additional text that could upset the alignment. You can specify whether a picture should remain anchored in its position on the page or should move with its related text. You can also specify whether the picture should be allowed to overlap text. To modify the placement and text-wrapping attributes of a picture, follow next steep: 1. Click the any picture in your document to select it. . If the Picture toolbar is not 2. On the Picture toolbar, click the Format Picture button displayed, right-click the logo, and click Show Picture Toolbar on the shortcut menu. 3. The Format Picture dialog box appears. 4. Click the Layout tab, and then click Advanced. The Advanced Layout dialog box appears. 5. Click the Tight wrapping style, and in the Wrap text area, select the Both sides option. Then click the Picture Position tab. 66 6. In the Horizontal area, select the Alignment option, click the down arrow to its right, and then click Right. Then click the down arrow to the right of the relative to text box, and click Margin. 7. Click OK to close the Advanced Layout dialog box, and then click OK again to close the Format Picture dialog box. The picture is repositioned so that it is aligned with the right margin, with the paragraph text wrapped to its left. Creating WordArt When you want a fancy text banner that you can’t seem to create with font attributes, you can use WordArt to create special effects for your text. You can make WordArt text appear curved, outlined, multicolored, shadowed, or three-dimensional. To create a WordArt object using existing text in your document, you select the text, click the Insert WordArt button on the Drawing toolbar, click a style in the WordArt Gallery dialog box, and then click OK. The Edit WordArt Text dialog box appears with your text selection highlighted so that you can add further formatting to the text. Clicking OK inserts the WordArt object in the document at the insertion point. Selecting a WordArt object displays the WordArt toolbar, which you can use to edit and format a WordArt object to meet your needs. Button name Button Description Insert WordArt Inserts WordArt. Edit Text Edits the text of existing WordArt. WordArt Gallery Opens the WordArt Gallery dialog box, where you can change the style of the WordArt. Format WordArt Changes the color, size, and layout options of the WordArt. WordArt Shape Changes the shape of the WordArt. Text Wrapping Changes the text wrapping around your WordArt. WordArt Same Letter Heights Makes the letters in the WordArt the same height. WordArt Vertical Text Changes the text from horizontal to vertical. WordArt Alignment Changes the alignment of the WordArt. WordArt Character Spacing Changes the spacing between characters in the WordArt. 67 Next, you will insert a new WordArt object. Then you’ll turn existing text into a WordArt object and modify the object to look the way you want it. 1. On the Drawing toolbar, click the Insert WordArt button . If the Drawing toolbar is not . The WordArt Gallery dialog open on your screen, click the Drawing button on the Standard toolbar box appears. 2. Click the style in the fourth column of the third row, and click OK. The Edit WordArt Text dialog box appears, displaying the words Your Text Here as a placeholder. 3. Type You’re Invited to a Surprise Birthday Party for Karen. Click the down arrow to the right , and then click OK. The text is inserted as an object at of the Size box, click 44, click the Bold button the insertion point. Drawing and Modifying a Shape You can use Word’s drawing tools to add shapes (drawing objects) to your documents. Drawing objects can add interest and impact to your message. Popular drawing objects include ovals, rectangles, lines, curves, and AutoShapes—more complex shapes such as stars and banners. To draw a shape, you click a tool on the Drawing toolbar. Word then displays a drawing canvas. You drag the pointer across the drawing canvas to create a drawing object the size and shape you want. If 68 you add multiple objects to the same drawing canvas, you can size and move the drawing canvas and the objects it contains as one unit. You don’t have to use Word’s drawing canvas when creating drawing objects. If you prefer to create them directly in your documents, click Options on the Tools menu, click the General tab, clear the “Automatically create drawing canvas when inserting AutoShapes” check box, and then click OK. By default, a drawing canvas has no visible attributes of its own, but because it is itself a drawing object, you can apply borders and shading to it just as you can to any other object in Word. You can also manipulate it by using the tools on the Drawing Canvas toolbar. These tools let you fit the drawing canvas to its contents, expand it, scale it, and specify how text should wrap around it. Often you will draw a shape that isn’t quite right. You can select the shape and change it to get the look you want. (When you finish drawing a shape, it is automatically selected. Later you can select the shape by clicking it.) The attributes you can change include the following: • The fill color inside the object • The color, thickness, and style of the border around the object • The shadow effect behind the object • The three-dimensional aspect, or perspective, from which you are observing the object • The angle of rotation, or orientation, of the object • The alignment of the object in relation to the page • The way text wraps around the object • The order of the object in a stack of objects You can also change the size and shape of an object by dragging its handles. You can reposition it by dragging it, or by clicking the Draw button on the Drawing toolbar and pointing to Nudge and then a direction to move the object in small increments. If you change the attributes of an object—for example, its fill color and border weight—and you want that object to have those attributes from now on in this document, you can click the object, click the Draw button on the Drawing toolbar and then click Set AutoShape Defaults. Next, you will insert a few drawing objects into a document. 1. Press [CONTROL]+[END] to position the insertion point at the end of the document. 2. On the Drawing toolbar, click the Oval button . If the Drawing toolbar is not turned on, on the View menu, point to Toolbars, and then click Drawing. 3. Word adds a page to the document, inserts a drawing canvas, and displays the Drawing Canvas toolbar. 4. Hold down the [SHIFT] key, and draw a circle about 1Ѕ inches in diameter in the upper-left corner of the drawing canvas. To draw objects with equal heights and widths, such as a square or circle, hold down the [SHIFT] key while you draw. 5. When you finish drawing, the circle is selected, as indicated by the handles around it. 69 Inserting a Chart To create a chart in a Word document, you start by using Microsoft Graph to insert a sample chart and a datasheet into the document. A datasheet looks similar to a table and displays data in rows and columns. The chart is linked to the datasheet and plots its data. 70 After inserting the sample chart and datasheet, you replace the sample data with your own in much the same way you would enter information in a table. Because the datasheet is linked to the chart, when you change the values in the datasheet, the chart changes as well. To make changes to your data, always alter the data in the datasheet, not in the chart. You can change the appearance of the chart, but not the values it plots. To enter data in an individual cell—the intersection of a row and column—you click the cell to select it, and start typing. You can select an entire column by clicking the column heading—the gray box at the top of each column, and an entire row by clicking the row heading—the gray box to the left of each row. To select the entire datasheet, you can click the Select All button, the gray box in the upper-left corner of the datasheet. While you are working with a chart in a Word document, the Microsoft Graph commands and buttons replace Word’s on the menu bar and toolbars so that you can work with the chart directly in the document. In this example you will add a chart to a document and then customize the datasheet’s sample data. 1. Start Microsoft Word and create new document. 2. On the Insert menu, point to Picture, and then click Chart. A sample chart and datasheet appear. If you can see the chart but not the accompanying data- sheet, click the View Datasheet button on Microsoft Graph’s Standard toolbar. 3. Drag the title bar of the datasheet window so that the window is positioned below the sample chart. 4. Click the Select All button in the upper-left corner of the datasheet, and then press the [DEL] key. The sample data and sample chart are deleted, leaving a blank datasheet and chart area. 5. Click the first cell in row 1 to the left of column A, type Week 1, and press the [ENTER] key. Graph enters the heading and moves the insertion point to the next cell in the same column. 6. Pressing [ENTER] to move from cell to cell, type headings for Week 2 through Week 8. You can use the keyboard to move around the datasheet, as follows: Press [ENTER] to move down in the same column or [SHIFT]+[ENTER] to move up, and press [TAB] to move to the right in the same row or [SHIFT]+[TAB] to move to the left. Or you can press the arrow keys to move up, down, left, or right a cell at a time. 7. Click in the first cell in column A above row 1, type Morning, and press the [TAB] key. Graph enters the heading and moves the insertion point to the next cell in the same row. 8. Type Early Afternoon, and press [TAB]. 9. Type Evening, and press [TAB]. 10. Point to the border between the column B and column C headings, and when the pointer changes to a double-headed arrow, drag to the right until column B is wide enough to fit its entry. You can also double-click a border between column headings to size the column to the left to fit its longest entry. Because Graph’s toolbars might not be familiar to you, we show them on separate rows. If you want your toolbars to look like ours, click the Toolbar Options button toolbars, and then click Show Buttons on Two Rows. 11. Type the following data into the chart’s datasheet: 71 at the right end of one of the A 1 2 3 4 5 6 7 8 Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 B Morning 24 29 17 32 35 57 84 123 C Early Afternoon 45 69 74 78 89 102 145 167 Evening 58 81 101 167 178 212 254 281 12. As you enter data, the chart changes to reflect what you type. 13. Click the cell in column C of row 2 (which contains 81), type 99 to change the data, and then press [ENTER]. The column in the chart that represents this value is now slightly taller. 14. Click a blank area of the document to deselect the chart, and scroll up to see the relationship of the chart to the text of the document. Notice also that Word’s own toolbars and menus are once again active. 72 Modifying the Appearance of a Chart If the way a chart plots its underlying data doesn’t fit your needs, you can change the chart type. Graph provides 18 different types for presenting your data. Common chart types include the following: • Column charts, which are good for showing how values change over time. • Bar charts, which are good for showing the values of several items at a single point in time. • Line graphs, which are good for showing erratic changes in values change over time. • Pie charts, which are good for showing how parts relate to the whole. Each type has both two-dimensional and three-dimensional variations. To change the chart type, you can use the Chart Type button’s drop-down list on Graph’s Standard toolbar, or the Chart Type dialog box that appears when you click Chart Type on Graph’s Chart menu. (You can also create a custom chart type on the Custom Types tab of this dialog box.) In addition to changing the chart type, you can change the formatting of the chart and its component objects. You start by selecting the chart and then the object you want to modify, either by clicking the object itself or by clicking its name in the Chart Objects box on Graph’s Standard toolbar. Common chart objects include the following: • The chart area, which is the entire area within the frame displayed when you click a chart. 73 • Axes, which consist of the x-axis (usually horizontal), which plots the categories, and the yaxis (usually vertical), which plots the values. (Three-dimensional charts also have a z-axis.) • The plot area, which is the rectangular area bordered by the axes. • Data markers, which are the bars or areas that represent values in the datasheet. • The data series, which is a group of related data markers. Other chart objects, such as the following, help you identify and interpret the chart data: • Gridlines, which are lines across the plot area that make it easier to view and evaluate the data. • A legend, which is a key that identifies the patterns or colors assignedto the data. • Labels, which are text that identifies what each data series represents. • A data table, which is a grid attached to a chart that shows the data usedto create the chart. You can turn these optional objects on or off in the Chart Options dialog box. Having selected an object, you can move, size, or format it. To move a chart or chart object, you drag it to its new location. To size it, you drag a handle. To format it, you use the buttons on Graph’s Standard and Formatting toolbars or the dialog box displayed when you click the Selected command on Graph’s Format menu. Next, you will modify the appearance of a chart by changing its chart type, and then you’ll size it. 1. Scroll document until you can see any chart, and double-click the chart to activate Microsoft Graph. Simply clicking the chart selects it for manipulation— such as sizing or moving it—in the Word document. To activate Microsoft Graph, you have to double-click the chart. The chart and datasheet appear along with Graph’s toolbars and menus. 2. On Graph’s Standard toolbar, click the View Datasheet button . The datasheet is now hidden. 3. On the Standard toolbar, click the down arrow to the right of the Chart Type button . The list of chart types appears. 4. Click the Line Chart button (the fourth button in the first column). The chart type changes to a line chart, which compares data using colored lines instead of columns. The image on the Chart Type button changes to reflect the type of the chart you last selected. 5. Drag the outer right-middle handle to the right until the frame of the chart roughly aligns with the 6-inch mark on the horizontal ruler. Then drag the outer lower-middle handle down to roughly the 7Ѕinch mark on the vertical ruler. You might have to drag the handle part way, stop to scroll further down, and then drag the handle the rest of the way. Now the labels for all the categories are visible, and the chart is easier to read. 74 Importing Data into a Chart Instead of typing data in a datasheet to create a chart, you can enter data by importing it from another source, such as a Word table, a Microsoft Excel workbook, or a Microsoft Access database. For example, if the owner of The Garden Company tracks quarterly sales by department in an Excel worksheet, she can import that information into a chart in a report created in Word. To import data, you select the cells in the datasheet where you want the data to be placed, click the Import File button on Graph’s Standard toolbar, and then select a data file. The Import Data Options dialog box appears and asks you to select the data you want to import. If you do not want incoming data to overwrite existing data, clear the “Overwrite existing cells” check box before clicking OK. Instead of importing data for a chart from a Word table, you might find that copying and pasting the information into the chart’s datasheet is easier. To do so, select the data in the table, right-click the selection, and then click Copy on the shortcut menu. In your chart’s datasheet, you then click the cell in which you want the copied data to begin and click the Paste button on the Standard toolbar. Copying and pasting to a chart’s datasheet from an Excel worksheet or an Access database is equally easy. Equation Editor Inserting the Equation Icon into the Toolbar Open Microsoft Word. Right click on the tool bar at the top of the WORD screen. In the window that comes down, select, Customize In the Customize window, shown below, select Insert and then drag the Equation Editor Icon onto the tool bar. This works if Equation Editor has been installed with word. To install the Editor, you will need to use the original Word or Office CD. As a result the tool bar at the top of the WORD will be look like as shown below: 75 Writing Equations Now that you have inserted the Equation Editor Icon on the tool bar you can easily write equations. Click on the Equation Editor Icon in the tool bar. A working area for equations and the Equation tool bar shown below comes up. This Equation tool bar makes it easy to write fractions, mathematical symbols, Greek letters, and other elements of equations. The up, down, left, and right arrows are handy for navigating around. Equations appear like images in WORD. They can be selected and enlarged by dragging a corner of the selected box. We wish to write the equation, 1. Click on the equation editor icon in the tool bar. The Equation tool bar comes up as show above. Click on the greek letters and select β as shown. Next, type in an equal sign. 2. To write the fraction, click on the fraction and radical templates as shown. In the pull down menu that appears select the fraction template. The empty fraction appearsin the document 3. Next select the numerator and type in I, then select the subscript and super script template. In the pull down menu that appears select subscript. Then type c. 4. Select the denominator and repeat to get Ib. This produces the desired equation. 76 5. Select the corner of the equation box and drag to enlarge. Making Information in Longer Documents Accessible in MS Word. Managing Master Documents and Subdocuments When you must create and manage a long document that involves multiple sections, you can turn the document into a master document and subdocuments so that you can work on different parts independently. For example, if a team is collaborating on the development of The Garden Company’s annual catalog, it might be more efficient to split the catalog document into a master document and subdocuments so that different people can work on different parts simultaneously. The master document is structured like an outline, with links to all the subdocuments. Clicking a link opens the corresponding subdocument. You can also open each subdocument in the usual way, without going through the master document. After you update and save a subdocument, clicking its link in the master document opens the new version of the subdocument. If you want to create a table of contents, an index, cross-references, and headers and footers for the entire document, you can do so in the master document after working on the subdocuments. For example, you can add index entries to each subdocument, number their pages consecutively, and then create an index from the master document for the entire larger document. Before you can create a master document and subdocuments, you must switch to Outline view. If your document does not already have heading levels assigned, you can use the buttons on the Outlining toolbar to assign them. Then you select a heading and use the Create Subdocument button on the Outlining toolbar to turn that section of the document into a subdocument. You can also click an insertion point and then click the Insert Subdocument button on the Outlining toolbar to add an existing document to a master document as a subdocument. After you have assembled the master document and its subdocuments, you can use the buttons on the Outlining toolbar to change your view of the documents. For example, you can click the Collapse Subdocuments button on the Outlining toolbar to hide the contents of subdocuments and display them only as hyperlinks. When the subdocuments are collapsed, the master document is easier to view and organize. You can see all the subdocument titles and simply drag them to reorder them, and if you want to edit a subdocument, you can get to it easily by clicking its hyperlink. If you want to work with the master document as a whole—for example, to check its spelling—you can click the Expand Subdocuments button to show the contents of all subdocuments. Practical exercise 1. Open any document, which contain text with applied predefined styles (such as Headline1 and other). In the lower-left corner of the document window, click the Outline View button . Word switches to Outline view, displays the Outlining toolbar, and changes the zoom percentage to 75%. The insertion point appears to the left of the first heading. 2. On the Outlining toolbar, click the Show First Line Only button . The first line of each paragraph appears in the outline. 3. Click the plus sign to the left of the any top-level heading (style Headline1). Word selects the heading and its subordinate text. 4. On the Outlining toolbar, click the Create Subdocument button . The Subdocument icon appears in the left margin of the document, a light border surrounds the selected text, and the heading and its text become a subdocument of the master document. 77 5. On the Outlining toolbar, click the Collapse Subdocuments button . Word asks whether you want to save changes to the master document before collapsing the subdocuments. 6. Click OK. Word moves the heading and text of each subdocument to a separate file, saves the file with the heading as its name in the same folder as the master document, and then closes the subdocument. In the subdocument’s place in the master document, Word inserts a hyperlink to the subdocument, showing its path. You can point to a hyperlink to see a ScreenTip with the complete path of the subdocument, including the file name. 7. Hold down the [CONTROL] key, and click the first hyperlink. If you want to simply click hyperlinks in Word documents without having to hold down the Ctrl key, click Options on the Tools menu, and on the Edit tab, clear the “Use CTRL + Click to follow hyperlink” check box. 8. The subdocument opens in its own document window. You can edit and format the subdocument just as you would any other document. 9. On the Outlining toolbar, click the Expand Subdocuments button . The headings and text of all the subdocuments are displayed in the master document. Adding Bookmarks and Cross-References Word provides several tools for navigating long documents, two of which—bookmarks and crossreferences—enable you to jump easily to designated places. Both tools require you to mark locations in a document and name them. You can also create hyperlinks to enable people to quickly jump to other locations in the same document or to other documents. 78 Whether the document you are reading was created by you or by someone else, you can insert bookmarks to flag information to which you might want to return later. Like a physical bookmark, a Word bookmark marks a specific place in a document. To insert a bookmark, you select the text or object you want to mark and assign it a bookmark name by clicking Bookmark on the Insert menu. Then instead of having to scroll through the document to look for the text or object later, you can quickly jump to the bookmark by using the Go To tab of the Find and Replace dialog box. If you are developing a long document, you can create cross-references to quickly move readers to associated information elsewhere in the document. For example, The Garden Company catalog team might insert the text For more information about pest control, see “All About Bugs,” with a link to that section in the catalog. You can create cross-references to headings, figure captions, numbered paragraphs, endnotes, or any other text. If you later delete an item you have designated as the target of a crossreference, you will need to update the cross-reference. You can create bookmarks and cross-references only to items within the same document, or within a master document and its subdocuments. Using bookmarks To create bookmark, scroll your document and place cursor before text, which will have bookmark. On the Insert menu, click Bookmark to open the Bookmark dialog box and in the Bookmark name box, type it, for example "Dos". Then click Add. The Bookmark dialog box closes, and although you can’t see it, a bookmark named DOs is inserted into the document. Note. Bookmark names cannot contain spaces. If you enter a space, the Add button will become inactive. To name bookmarks with multiple words, you’ll need to run the words together, as in CompostAndSoil. To use bookmark on the Edit menu, click Go To. The Find and Replace dialog box appears, with the Go To tab active. In the Go to what list, click Bookmark. The document’s only bookmark, DOs, appears in the “Enter bookmark name” box. When there are several bookmark names from which to select, you can click the down arrow to the right of this box and make your selection in the dropdown list. Click the Go To button. The insertion point moves to the location of the bookmark. The dialog box remains open in case you want to move somewhere else. You can close its window. You can also jump to a bookmark by clicking the Find or Replace commands on the Edit menu and then clicking the Go To tab. Alternatively, you can click Bookmark on the Insert menu, click the bookmark’s name in the Bookmark dialog box, and then click Go To. If you prefer to use keyboard shortcuts, press [CONTROL]+[G] to access the Go To tab. Note. To delete a bookmark, click Bookmark on the Insert menu, click the bookmark’s name, and then click Delete 79 Using cross-references 1. Create new Word document. Type text "Hot or Cold" and apply style named "Headline1" to this text. Create some new paragraph of text. Scroll down in the document, and click at the end of the last paragraph. Press [SPACE], type For more information, see and then press [SPACE]. 2. On the Insert menu, point to Reference, and click Cross-reference. The Cross-reference dialog box appears. Click the down arrow to the right of the Reference type box, and click Heading. If necessary, click the down arrow to the right of the Insert reference to box, and click Heading text. In the For which heading list, click Hot or Cold?. Click Insert, and then click Close. A cross-reference to the Hot or Cold? heading appears in the text. To use this cross-reference, hold down the [CONTROL] key, and click the Hot or Cold? crossreference. The insertion point moves to the location of the referenced heading. Creating and Modifying a Table of Contents A table of contents generally appears at the beginning of a document, and lists the main headings and subheadings along with corresponding page numbers. A table of contents provides an overview of the topics covered in a document and lets readers navigate quickly to a topic. For example, The Garden Company might add a table of contents to a garden tools catalog that has several sections. To create and format a table of contents, you designate headings and subheadings and then click Index and Tables on the Reference submenu of the Insert menu. Word then uses the heading styles to identify table of contents entries, and inserts the table at the insertion point. When the table is selected, shading indicates that Word treats it as a single field. Each entry is hyperlinked to the heading it references, and you can hold down the [CONTROL] key and click the entry to go to the corresponding section. 80 Word provides several predefined table-of-contents formats, including Classic, Formal, and Simple. The default format is “From template,” which takes the table of contents styles from whatever template is attached to the document. If this is the Normal template (the default), the “From template” styles create a table of contents in which the headings are title case (important words have initial capital letters). You can format a table of contents manually as you would any other text in Word—by selecting text and then applying character or paragraph formatting or styles. You can customize a table of contents format by changing the format’s styles. On the Insert menu, point to Reference, click Index and Tables, and click the Table of Contents tab. Click the Modify button. The Style dialog box opens, displaying the nine table of contents styles. You can then change these styles the same way you change any other style. If you create a table of contents but later make changes to the document that affect its headings or pagination, you can update the table of contents by clicking the Update TOC button on the Outlining toolbar and selecting an update option. Although you can edit the text in a table of contents directly, updating it instead ensures that the entries and headings match exactly. You can also update the table of contents by clicking anywhere in the table, opening the Index and Tables dialog box from the Insert menu, and clicking OK. Practical exercise 1. Open Word documents, which contain text, formated by styles "Headline1", "Headline2" and etc. With the insertion point at the beginning of the document, press [CONTROL]+[ENTER] to insert a new page. Press [CONTROL]+[HOME] to move to the beginning of the document. Type Table of Contents, and press [ENTER]. 2. On the Insert menu, point to Reference, and then click Index and Tables. The Index and Tables dialog box appears. Click the Table of Contents tab to display table of contents settings. Click the down arrow to the right of the Formats box, and click Distinctive. The Distinctive table of contents format appears in the preview boxes. Click the down arrow to the right of the Tab leader box, and click the dotted line (the second option) in the drop-down list. The preview box changes to display dotted tab leaders. Click Show Outlining Toolbar, and click OK. Word inserts a table of contents with the Distinctive format modified to include dotted leaders. It also displays the Outlining toolbar. 81 Creating and Modifying an Index An index typically appears at the end of a document and alphabetically lists the main topics, names, and terms used in a document, along with the page numbers where they’re found. The items in the list are called index entries. You can create an index entry for a word, phrase, or topic that appears on a single page or is discussed for several pages. An index entry can have related subentries. For example, the main index entry lawn might have below it the subentries installing, maintaining, and mowing. An index might also include cross-reference entries that direct readers to related entries. For example, the main index entry lawn might have below it a cross-reference to grasses. Before you can create an index, you must mark each entry and subentry in the document. You select the text you want to mark, and press [ALT]+[SHIFT]+x to open the Mark Index Entry dialog box. The selected text appears in the "Main entry" box. You can use this text as is for the entry, or you can change it. You can also format the entry directly in the "Main entry" box—for example, to make it appear bold or italic in the index— by right-clicking it and choosing Font from the shortcut menu. When you are satisfied with the entry, you can choose to mark just the selected text or every occurrence of the selected text in the document. After you mark an entry, the Mark Index Entry dialog box stays open so that you can select and mark more index entries. You can also mark cross-reference entries in the Mark Index 82 Entry dialog box. By default, the cross-reference text is See, but you can type any text, such as See also. After the cross- reference text, you type the index entry to which you want to refer readers. When building an index, you should choose the text you mark carefully, bearing in mind what terms readers are likely to look up. One reader might expect to find information about fertilizing houseplants by looking under fertilizing, whereas another might look under houseplants. A good index will provide entries for both, and might also include a cross-reference telling readers to also look under the names of individual houseplants. When you mark an index entry, Word inserts an index entry field adjacent to the text you selected in the document. To be able to hide the field using the Show/Hide ¶ button on the Standard toolbar, click Options on the Tools menu, click the View tab, and clear the “Hidden text” check box. When the field is visible, it appears in the document with a dotted underline, indicating that the field is formatted as hidden and will not print with the document unless you tell Word to print hidden text. You can hide any text in a document by selecting it, clicking Font on the Format menu, selecting the Hidden check box, and clicking OK. When you print the document, Word will not include the hidden text unless you click Options in the Print dialog boxand select the “Hidden text” check box. To change an index entry after you have marked it, you click anywhere between the quotation marks surrounding the actual text of the field and then edit the text as you would any other. To delete an index entry, you select the entire hidden field (you can drag through just part of it and Word will select the entire field) and press the [DEL] key. You can also move and copy index entries using the techniques you would use for regular text. After you finish marking entries, subentries, and cross-references, you click the document where you want the index to appear, and then click Index and Tables on the Reference submenu of the Insert menu. To determine the look of the index, you can specify the following: • You can choose from a number of preset formatting options, including Classic, Fancy, Modern, Bulleted, Formal, or Simple, each of which is displayed in the preview box when you select the format. • If you’re using right-aligned page numbers, you can specify whether the tab leader, which separates the entry from the page number associated with it, should be a dotted, dashed, or solid line. • You can use an indented index, which starts each subentry on a separate line below the main entries, or a run-in index, which starts subentries on the same line as the main entries. 83 When you click OK in the Index and Tables dialog box, Word calculates the page numbers of all the entries and subentries, consolidates them, and inserts the index as a single field, shaded when selected, in the specified format at the specified location in the document. To format the text of an index after you have created it, you can select it and then format text as you would any other text. You can also use the Index and Tables dialog box to change the index format. If you make changes to the document that affect its index entries or page numbering, you can update the index by clicking it, opening the Index and Tables dialog box, and then clicking OK. Using Templates in MS Word. Templates basics If you were entirely ignorant of the term template and were a little creative, you could save your current document under a new name (that is make a copy), delete all text in the copy and use the remainder as the basis for a new document. This is a perfectly legitmate option but it can be done in a slicker fashion. The answer: templates. There is a similarity between the relationship of the style to the paragraph and of the template to the document. A style can be used over and over again on several paragraphs; a template can be used for several documents. A template is not a new concept. Word processors have been using them even before the idea was given a name. Example: you write many letters with a similar content. They may be reminders to your customers to pay their bills; the wording is similar in each, only the dates and amounts differ. Instead of writing the whole letter every time, you quickly find a way to save time: you produce a standard letter with a few XXX’s placed at strategic points in the text, marking the places where variable text is inserted in each letter. You save it under the name REMINDER and bring it onto your screen every time you need to send a reminder. You search for xxx, make the necessary adjustments and print the result, saving it under a new name if necessary. The document you have called REMINDER acts as a template (basis) for the reminders you send out. Earlier word processors had in fact a template of sorts: it was the blank screen you started typing on. But there was only this one ‘document’ so there seemed little point referring to it as a template. Every time you started a new document you were given this one standard as your basis. You could change it (default settings) but it was still just one document. But as often as not, at some time you accidentaly saved an actual reminder, complete with information, dates, etc., as the reminder you were supposed to have as a template. Probably in response to users’ appeals, Microsoft and others produced a system to avoid this. Software houses invented the term template as a kind of protected document. You must follow a special procedure in order to change a template. You cannot make changes in a template easily or by accident. It certainly carries more protection than a normal document. When Word starts, the program already has a document open on the screen, which is based on a template called Normal (unfortunately the waters are clouded a little because Word also uses the word normal for other parts of the program: template, style, etc.). 84 Most modern word processors have several standard templates. Every time you want to start a new document you must choose which of the templates you want to base it on. That’s why you see this dialog box when you choose File, New, which looks different in version 6. A template is a particular type of file. A document is always based on a template. A template is a basis from which to work, a foundation. It has a number of extremely interesting features. You can store astonishing things in a template. The normal font, styles and page setup can differ from template to template. The buttons on your toolbar are stored in a template – otherwise you couldn’t use them. You can change the content of your toolbars so that a particular kind of job can be given a particular array of buttons. Your menus can be changed, depending on the job at hand. The remainder of the book is devoted to this subject, which in my view is the most interesting aspect of the program. Once you have learned about and practised adjusting the various built-in options, you can get lots more productivity – and fun – out of your word processor. And that’s what we’re all aiming for. I’m the first to admit that it isn’t easy learning about templates. But once you’ve grasped some of the basic principles you can save time. A template’s full name is a DOcument Template, which is why the extension is .DOT. Word has a separate directory specially for templates. In Word 6 it is \WINWORD\TEMPLATE, while for Word 7 it is called ..\TEMPLATES. Templates are kept here in order to be available when you want to choose a new one (File, New). Word comes with a variety of different templates. If you want to reduce the number of templates on view each time you choose this function, you can do as follows: Some of the templates have an associated wizard and are recognisable from their .WIZ extension. When you open one of these, you are asked one or two questions and your answers are fitted into the final document. It saves you a bit of work. Try these, too. If you don’t feel they’re useful, rename them with a .ZIW extension. If later you want to use any of these ‘useless’ templates, simply give them their original .DOT and .WIZ names back. 85 Creating a new template Although I have not described the process of creating templates, I think nevertheless it would be a good idea at this stage to set one up so that you can see where and how they are used. You will no doubt then be able to create one or two new templates for yourself if you need them for special purposes. The following is quite safe. I recommend that you carry out the instructions even though you do not yet fully understand what a template is. Choose File, New and in the bottom right-hand corner of the dialog (where it says New) choose Template, OK. The title bar (above your editing screen) now shows Template1. You have opened a copy of the NORMAL.DOT template and the program has given it a temporary name: Template1. Just for the sake of experiment, make a template for your normal letters, that is showing your name, address, etc. Insert a letterhead and format your margins, etc., to suit your letters. When you’re finished, choose Save and type a completely new name. The program has automatically chosen the directory in which templates are stored. I suggest you name your new template NONSENSE because that will place it alphabetically close to NORMAL. The program automatically adds the extension .DOT. Choose OK or press Enter. Close the file via File, Close (or Ctrl+F4). Now open a new document via File, New. Your new template is listed as one of the options. When you choose it, you start a document in which your letterhead is already in place. You can create a new template in two other ways: • Open an existing template file (for example \WINWORD\TEMPLATE\NORMAL.DOT), make a few changes, and save it under a new template name. • Save a document as a template. If you have written a major document containing many new styles, macros, etc., saving its structure as a template can be an excellent thing to do. Before saving it, of course, you should delete the actual text content of the document – but remember to save it under a new name; don’t save the empty document in place of the real document! Switch to \WINWORD\TEMPLATE, choose File type: Document Template, write a new name, and click OK. Very important: In the Save As dialog box you must choose File Type: Document Template, otherwise the program won’t register the fact that you are saving the file as a template. I shall now describe something that may not be too easy to understand at this point but I shall provide an example in the hope that it will help explain what you can save in a template - when this happens, and when it doesn’t! Save NORMAL.DOT? Sooner or later, you will see the following screen message, usually while closing a document or just before closing the program. If you never see this particular dialog box but instead notice on the status line the words Saving NORMAL.DOT, it is almost certainly because the option Prompt to Save Normal.dot is unchecked as described under Options, Save, page 8. I recommend that you re-read that section and check Prompt to Save Normal.dot. If Word throws this cryptic question at you, at least you’ll know you have changed something in the template and have the opportunity to decide whether the change should also apply to future documents (although you are given no inkling of what the change consists of). I recall the first time I came across this question; I was totally dumfounded. It was in version 2, and the message was even more cryptic than it is now. I had changed something – and had no idea what would happen whether I answered yes or no. That’s when I became interested in templates, especially the NORMAL.DOT template. You base your documents on the NORMAL template. Merely typing your very first document is making a document based on the NORMAL template. The question pops up typically if you have amended a style, created a macro or set up or changed one of the many things a template can contain. The ‘normal.dot’ question baffles the beginner and is probably one of the worst aspects of the program. Microsoft has made a big thing in its advertising of what it calls the ‘intelligence’ of this and 86 other programmes. If the program really was intelligent, it would know what user changes had caused it to ask this question and would describe the change(s) in understandable language. Changing a template I would like you to do something (quite safe!) to see ‘the question’. But first check that you have checked Tools, Options, Save, Prompt to Save Normal.dot. After entering the program do nothing. In other words, you have an empty screen, the program has opened an empty document based on NORMAL.DOT. Hold the Alt key down and drag a toolbar button slightly. For example, the Centering button. Pull it just enough to one side that you move it away from its neighbor. Release the mouse, leaving the button in its new position (you may move it back if you wish). You changed your toolbar – but the important thing is: toolbar changes are stored in the template. Press Alt+F4 to close Word. As you have not written anything in the document, you aren’t asked whether you want to save. Then comes the question: Changes have been made that affect the global template, NORMAL.DOT. Do you want to save those changes? I suggest you press Esc. The strange thing about this question is: • why was it asked simply because you moved a button in one of your documents? The answer is that the toolbar is one of the elements saved in a template. • you didn’t open the NORMAL.DOT file. How can changes occur in this file? This brings us to one of the crucial points about the program. If you grasped the point about having a template as a basis for individual documents, obviously it makes sense to have different templates for different kinds of documents. The question is: how do we make changes in our templates? In this case, we’re talking about the NORMAL template, that is the file ..\TEMPLATE\NORMAL.DOT. There are two fundamentally different methods. Direct You can open the NORMAL.DOT file (or any other template), make your changes and save the file. This is the best method because you can change everything and control all your changes. Indirect You saw a few moments ago how to make indirect changes in NORMAL.DOT. You had opened a document based on the NORMAL template and made a slight change that can differ from template to template. The program ‘guessed’ that you might want the change available in future documents based on the NORMAL template. The change we made was minor. It could well have been a change in the Normal style or in a macro. The strange thing in my view is that the template or file is in fact open to change but this is presumably because templates are always open in the background. I have a mental picture of templates as containers with a semipermeable membrane that allows certain elements to pass through for storage in the template. That’s why, in several places in the program, you’ll see buttons or boxes enabling you to store your choice either in the template your current document is based on (Add to template, Save in template, Standard, etc.) or in the NORMAL template. The NORMAL template is always open in the background, even though you may just have one document open and it is based on another template. When you open a document based on a template other than NORMAL, this template and NORMAL are always open, ready to receive changes. The template contains page layout, styles, toolbars, menus, macros, etc. It is the ‘face’ that the program presents to the user. You communicate with the program via the various elements of the template. The first problem is to find out which elements can be stored and which can’t. Unfortunately, the program doesn’t help us here (for example by indicating it in its various dialog boxes). The second problem is to find out the conditions that must apply before elements are saved. I’ll be looking at this after the description of the template elements. A little later I will also examine some of the more complicated options for changing templates. I will start by describing the contents of a template. If you are a beginner, it may be a little while before you feel you have a firm grip of the different aspects of the template. You will probably in the beginning work on documents, making your changes here rather than directly in the underlying template. Imagine this situation: you are working on a biggish document or a special document, changing styles, page setup, maybe making a few macros, etc. At some stage it occurs to you that it might be useful if many of your changes could be used in other contexts, in other documents. It would be nice if you 87 could copy the new styles, macros, etc., either to another template or to other specific documents. It is possible. I will show you how. Template elements In addition to the necessary formatting for Page Layout a template can contain Styles – Autotext – Macros – Toolbars – Menus Let’s look at these, without storing them in a template. It’s best to experiment a bit first, then you can store things in a template later. If while working in a document based on the NORMAL template you change something that turns out to be a template element, Word asks when you leave the program whether you want the changes saved in NORMAL.DOT. If you answer Yes, all such changes are saved, and all new, future documents opened on the basis of NORMAL will contain these changes. If you are unsure about the consequence of these changes, I suggest you make your experiments in a document based on your new NONSENSE template. In other words, select File, New, Nonsense and OK. You are now in a document based on your new template, and you can experiment to your heart’s content without causing any ‘disasters’! Isn’t that comforting? If you do this, your variation of ‘the question’ will refer to NONSENSE.DOT instead of NORMAL.DOT – provided you remember to stipulate that the change should apply to this template. Who said life was easy?! I wrote earlier that I would explain why the section on styles was not placed here. Styles are the only one of the five elements which can be stored both in a document and in a template. The other four elements can only be stored in a template! Templates – more Ever since we began the subject Templates, we have been working with templates and the structure of the program. I took you through the creation of a template, editing an existing template (particularly the NORMAL template), and discussed the important components normally contained in a template: toolbar, macros, etc. We also looked at how these could be manipulated. I hope you’ve stuck with me this far – although I am aware it has been tough going! The nature of this subject is probably why many authors omit it – or push styles and templates into appendices at the end. This gives the reader the impression the subject is of minor importance. On the contrary! For safety’s sake, let me just repeat a few words of caution. If you intend making changes in the various elements of your template, it is most important that: • you have checked Prompt to Save Normal.dot • you are aware of which template your active document is based on.. Check this by choosing File, Templates. • you remember, if you are working with a document not based on NORMAL.DOT, to choose whether you want changes saved in the document template or in NORMAL.DOT (the choice occurs in a number of dialog boxes). If you have in fact checked Prompt to Save ..., you will always be asked whether changes should be saved. If you have opened a document based on a template called LETTER, then amended relevant components, you will be asked before you leave the program whether you wish to save the changes in template LETTER – if you have indicated this template in the dropdown box I mentioned on several occasions. This storage procedure can be forced without closing Word by selecting File, Save All (Save All means saving all documents, templates, etc., in which changes have been made). It corresponds to closing the program – except that you don’t close the program. Early in the chapter on templates I wrote ‘Imagine this situation: you are working on a biggish document or a special document, changing styles, page setup, maybe making a few macros, etc. At some stage it occurs to you that it might be useful if many of your changes could be used in other contexts, in other documents. It would be nice if you could copy the new styles, macros, etc., either to another template or to other specific documents.’ 88 Copying to templates/documents Perhaps the most practical and sophisticated function in this version of the program is the one enabling us to take components which we have created in one document or template and transfer them to other documents/templates. Example: you have created a style which is saved in a particular document. It’s a beauty! And you would like to use it in all other documents based on NORMAL.DOT. You have no doubt – like me, until I discovered a solution – saved various things in NORMAL.DOT but would actually have wished to save the change in a different template. Help is at hand! The porous membrane idea goes a step further to encompass all templates and all documents: You can copy any element in a template to another template. Styles can be copied without restriction between templates and documents. We’d better look at a dialog box that does this. Stick with it! We’ve come through most of the sophisticated stuff together! Organizer Once again, I am dissapointed that this function is hidden away as a sub-section of some of the normal dialog boxes. I suspect that Microsoft considers it so advanced for most users that it has been pushed quietly into the background. Personally, I think it is easily digested if you have gained an understanding of the template and template elements, which are listed on the tab cards of the dialog box. But in the beginning it can be as difficult for users to understand as files and directories used to be. From this point of view I understand Microsoft. It can be dangerous. You don’t find this function as a menu entry. Nor as a button on the toolbars the program provides as standard. I have found it as an option under File, Templates and Format, Style and Tools, Macro but I have also set up a button on my own toolbar. The function is Organizer. When you activate it, the lefthand window contains elements from the active document, the righthand window contains the basic template. In the illustration you can see I am working with the file WORD7A2.DOC based on NORMAL.DOT. The Styles tab card has been selected. In this document I have created the character style menu-key formatted with 10 pt Arial, which you have seen throughout this book. I stipulate 10 pt to be sure of the size (otherwise I could simply have formatted with the Arial font alone). If I want to copy this style to NORMAL.DOT, I simply click Copy. Warning: Check before you copy that the name does not already exist in the other template. If it does, it will be replaced (overwritten) by the incoming style. But the program does give you a warning before completing the copy. 89 I can also delete and rename a style here. The big news is that on the left and right of this dialog box you can open either a template or a document. If you have created a style in one document, you can copy it to another. Click on the other tab cards: AutoText, Toolbars and Macros. Note that the lefthand side switches each time to the document template. This gives us the answer to the intriguing question: What can be saved in a document without the necessity of saving in a template, and what must be saved in a template in order to be accessible to all documents? Styles are special Styles are the only element that can be saved in a document without having to be saved in a template. You can, if you wish, create a string of styles in a particular document – and they will exist only in that document. The name of a style in one document can also appear in other templates and documents with an entirely different content. You can change the content of standard styles (Normal, Heading 1, Heading 2 and Heading 3) in a document without saving them in the document template. The program will not ask (as it did in version 2) whether changes should be saved in the template. You can also use the Organizer to save the style. If you use Organizer to copy a style to a template or document in which the style name is already in use, you should be careful. This corresponds to overwriting one file with another. You can use the Organizer box to ‘inquire’ before you copy. Particular care must be displayed with styles and macros. When you click on a style or macro, you can read a description at the bottom of the box. The three others AutoText, Toolbars and Macros can be saved only in a template. In the case of toolbars you can only edit those you yourself have created. You can’t change the ones supplied as standard with the program. The warning about being careful when you transfer an element from one template to another also applies here. If you copy something from one template to another and the name already exists, you overwrite the element to which you copy. I wouldn’t advise doing this without carefully checking the consequences, especially when you are copying styles. The fifth element in a template, menus, is not included in the Organizer. I don’t know why. New basic template Let’s say that when you started using Word, you made a few documents based on the NORMAL template. At the time, the Normal style was Times New Roman 10 pt. Since then you have changed the content of that style; it is now Palatino 11 pt. You retrieve the old documents and want the Normal style to contain Palatino 11 pt. You must retrieve each of the old documents in turn, open the dialog box File, Template and check Automatically Update Document Styles. But beware that you know which styles are in the documents, and how the new styles will affect the old document. If you regret your decision, you can avoid damage to the old document by closing it without saving! This dialog box, too, can be used for something else. You can change the template on which the document is based. The button to look for here is Attach. You are attaching a new template to an existing document. As already mentioned, a document simply cannot exist without the foundation of a basic, associated template. In the illustrated dialog box you can see I have added a further template, KWFAX.DOT. This can be useful in the situation where you have written a certain macro which is only saved in a certain template: in this case KWFAX.DOT. In this way you can access elements like toolbars, macros and so on in other templates. 90 Probably few people will need to use this facility but it doesn’t take many documents based on the NORMAL template before it gets critical if you use many different styles and macros. Let’s say you’ve created five documents. Three of them become more and more alike as regards content, the two others also resemble each other but in a different way. It might be a good idea at this stage to create two new templates, attaching the three documents to the first and the two documents to the second. I hope this book contains enough information to do the job but my solution would be as follows: Open one of the three files, delete its contents and save it in \TEMPLATE as a template (file type: Document Template) with a new template name, for example INVOICE. Via File, Templates base the three documents (using Attach) on the new template INVOICE. And click on Automatically Update Document Styles, thus ensuring uniformity in all three documents. Follow a corresponding procedure with the two other documents that are alike. Macros Macros are a science in themselves – but very practical at the same time. If you frequently repeat a combination of keystrokes, functions or mouse clicks, you can have a macro record them, remember them and play them back for you. An example, you may want to switch two words, with your cursor placed on the first of these. I have already described a macro, although few people call it a macro. In my opinion, a style is a macro. It executes several functions at the same time. But Word calls it a style. When you write computer programs, you divide complex functions into smaller parts in order to combine them in different ways. One of the advantages of this shows itself to be of benefit to us users. In earlier days, software producers decided how the various functions of a program would work and gave the user no means of changing the function or creating new ones. In the past few years there has been a tendency for users to want to adapt programs to their own style or to conform with special wishes. This means bigger programs – but giving us more opportunity to adjust functions to our personal taste. Obviously it takes a lot of time to learn but it does give us greater flexibility. In Word these small component parts are called commands. When you select a menu option or click on a button, you activate a command or perhaps a combination of several commands. Stop for a moment and choose Tools, Macro, Macros Available In and Word Commands. You’ll see scores of commands. Some of these commands are to be found in menus, others on buttons, others are in the deeper layers of dialog boxes, while some are not available unless you choose to make them available. Maybe you can’t find a particular function (though it exists), but Microsoft has given preference to some commands over others. That was perhaps a bit of a general ramble but the intention is to help you with some background knowledge to help understand the program’s ‘logic’. Recording a macro Let’s make a macro! We’ll do the one that switches two words. Place your cursor inside the first word or between the two words. Double click REC on the status line (stands for Record Macro) and write the name of your new macro: switch. It’s a good idea to type a few words under Description at the bottom of the dialog box to help you to remember what the macro does. There’s another advantage, which will become apparent in a moment. When you have finished recording the macro, you’ll naturally want to use it. It would be convenient if you could activate it via a toolbar button, a menu or a shortcut key. This option is available in this dialog box, but you don’t need to use it. Simply choose OK and continue. Important: Again, note the heading Make Macro Available To. Choose your template (it’ll 91 be the one in which the macro is saved if you reply Yes to ‘the question’). Macros linked to toolbar buttons If you choose this option, you are presented with part of the Customize menu, and if you look carefully above the word Description you’ll see you’re asked to drag the selected macro up to one of your toolbars. As soon as you start to drag, an extra square appears at the mouse pointer. You place the square in one of your toolbars – and release the mouse. The button is now in place but it does not yet show which function it activates. Now you see the following dialog box. This gives you a variety of things to choose from. In the top left-hand corner you see the current choice, Text Button, while at the bottom you see the macro’s name, Switch. You can do various things: • If you choose Assign, ‘switch’ is inserted as the Text Button Name, and you are ready to record your macro. • If you click one of the small icons and choose Assign, the icon is placed on the button, and you are ready to record your macro as soon as you have clicked on Close. The final option for editing is one of the few places in the program (besides actually writing something) where you can have a bit of fun and exercise your creativity. If you choose Edit before selecting an icon, a icon editor is activated and here you can draw your own icon. If you select an icon first and then choose Edit, the icon editor opens to reveal the one you have chosen, which can be edited as you wish. It’s quite easy. Macros linked to shortcut keys If you choose to assign the macro to a shortcut key, you are given another version of the Customize dialog box. The cursor rests in the field Press New Shortcut Key. The principle is exactly the same as already described under Styles and shortcut keys. 92 You select whatever shortcut key you think appropriate. Obviously, it should be easy to remember. I might choose Alt+Y because the letter Y resembles a fork which I can stick into the two words – and flip them over! If the key combination is already in use, you will be told. The program comes complete with many shortcut keys. The Ctrl key often features in these, whereas Alt is seldom used. Choose, for example, Alt+Y. If you press a key you regret, remove it with Backspace and try again. Recording The dialog box closes, and this mini toolbar appears on the screen. The left-hand button (Stop) is the one you click when you have finished recording your macro. The right-hand button (Pause) is for temporarily halting your macro session, without stopping the macro You still have your cursor in the first of the two words? Ctrl+ to position the cursor at the beginning of the word. Hold Shift as you press Ctrl+ . The word is selected. Ctrl+X to cut the word. Ctrl+ and Ctrl+V to paste the word in place. Click the left-hand button (Stop) on the macro box. Your macro has been recorded. If you chose to place the macro on a button and have the status line showing at the bottom of the screen, when you pass the mouse pointer across the button you see – in addition to the macro name in the little box – the description in the status line – why I suggested a description. Describing a macro If you want to change or insert a macro description, choose Tools, Macro, select the macro, and insert the description. But as – oddly – there is no OK or Close button you must click on Cancel, which acts in this case as the acceptance button! Deleting a macro In the Tools menu choose Macro, select your macro, choose Delete, and close by pressing Enter or clicking Close. Repeating a macro I am not too familiar with editing a macro but I have often created a macro which I wanted to run many consecutive times. Instead of pressing a shortcut key or clicking a button 300 times, it is relatively easy to amend the macro to run a specific number of times. Choose Tools, Macro, select the macro, and choose Edit. This brings you into the macro editor. You now see the individual commands that make up the macro. The programming language is WordBasic (which I have not studied in any detail), a variation of the old BASIC programming language. Drawing upon old BASIC experience, I discovered how to get a macro to repeat a number of times. In the second line under Sub Main type FOR N=1 TO 300 and in the secondlast line before End Sub type NEXT which causes the macro to run the number of times you state in the first line. The letter N can be any letter. Close the editor with Ctrl+F4 and reply Yes. I have frequently worked on large text files, typically printouts from a database, and often this required the same conversion change in every line. So it made sense getting the macro to repeat itself the same number of times there were lines. Toolbar A toolbar contains buttons which perform certain functions. A function can be a simple command, a complex function or a macro. When you install the program, Word has a Standard toolbar and a Formatting 93 toolbar, which you have no doubt already studied and discovered that the name of each individual function is shown in a small square as you run the mouse slowly across the button. At the same time a longer explanation is shown in the status line at the bottom of the screen. Show/hide a toolbar You have probably also tried pointing the mouse at a toolbar, pressing the right mouse button, and showing or hiding a toolbar. If not, give it a try. You can also use the right button for your second click. Note: with all object menus (also called shortcut menus) in Windows programs you can also use the right mouse button for the second (selection) click, which is easier to use. Moving a toolbar Point anywhere within the toolbar but not at a button (easiest between two buttons or at the end of the bar). Drag the toolbar anywhere on the screen and release the mouse button. The Toolbar changes to a window with a title bar, and probably has a different layout. If you don’t like the result and want the toolbar back in place, double click on the title bar or in one of the ‘vacant’ areas. With the toolbar floating on the screen you can also shape the window in the normal Windows manner. It’s a matter of habit. If you have been using the program for a length of time in its standard form, that is toolbars horizontally at the top, it would seem impossible to adjust to the buttons being elsewhere. I suggest you try a few different layouts. Personally, I prefer my lines to be rather more than half a screen wide. That way I get a better feel of the text at a convenient size. While I key in the text I have the righthand margin drawn in towards the middle but in the final layout phase or before printing, of course, I move it back to its proper place. Try experimenting with different screen arrangements to find the one you like best. There are plenty of options. Taking buttons off a toolbar Hold Alt down, drag the button away with the mouse and release the mouse. In the Customize mode you don’t need to hold down Alt. Moving toolbar buttons Hold down Alt, drag the button with the mouse to its new position. If there is a gap between the button and its neighbour, it allows the toolbar to take different shapes (length and breadth) when it is floating on the screen. In the Customize mode you don’t need to hold down Alt. If you change your mind you can close Word and answer No to ‘Save changes in Normal.dot’ Extra toolbars Rightclick anywhere on an existing toolbar. Choose Toolbars. 94 The option for showing the shortcut keys (new in version 7) requires that Show Tooltips is checked. Choose New and write a suitable name. You are given a blank toolbar line, and you enter the Customize mode automatically. This is the only place you can create a new, or delete an existing, toolbar. In the same way as menus contain points that are related, it is a good idea to make new toolbars containing related buttons. Another good feature, described on p. 50, is that your personal toolbars can be copied between templates. Customize The Customize function (right click a toolbar) enables you to make some pretty fundamental changes in the way you operate Word. Bear in mind that the program is ‘simply’ a bunch of commands which you can activate in various ways. Specifically, you can enter the same dialog box via a button, a menu or a shortcut key. I have already mentioned some of these commands. The purpose of Customize is to let you, the user, assign a function to one of the three methods of activation: • a menu • a button • a shortcut key Customize can also be used to modify these three tools. People are different and take a different approach to things. Some prefer working via menus and menu entries, others like buttons, and still others make use of shortcut keys; it depends on our personal strengths and weaknesses: habits, keyboard versus mouse, good or bad memory, etc. I have devoted a large part of this book to these options because in my opinion they are what make this program as good as it is. If you can see how to exploit their potential, you will save yourself a lot of time in your future work. I hope I manage to help you learn to use these possibilities at your fingertips. When you enter Customize, you see on the left a range of Categories (see following picture); the ones above the horizontal line are groups of commands. Microsoft has chosen to assemble certain commands under, for example, File, Edit, View, etc. Click on the View category, and you’ll see in the middle of your screen the buttons associated with the various commands. The horizontal line you see further down the Categories list divides these groups of commands from Macros, Fonts, AutoText and Styles. If you click on one of these, you will be given a list of the active or installed functions which can be associated with one of the three tools. Irrespective which function you choose – whether macro, font, an already defined button, a command that has not (yet) been given a button, a style, etc. – you can link it to a menu, a toolbar or a shortcut key. Important: again you should be aware of the Save Changes In option. Which template should changes be saved in if you answer Yes to ‘the question’? If you are working in a document based on a template other than NORMAL.DOT, which has different buttons in its toolbars, the toolbars change immediately the moment you select Customize because the standard ‘reaction’ of the program (default) is to store things in 95 the NORMAL.DOT template unless otherwise instructed. Adding toolbar buttons I have clicked on the button showing a magnifying glass. A description is given at the bottom of the dialog box. You can click on the different buttons for an explanation. If you don’t understand the text, drag the button onto a toolbar and test it. I strongly recommend that you drag the magnifying glass up alongside the button showing the zoom percentage. It beats me why Microsoft hasn’t included this button in its standard setup by building it into NORMAL.DOT from the outset. When you click on it and drag downward, an arrow appears along with the zoom percentage. When you release the mouse, you fix the percentage. It’s an excellent solution. It’s a useful tool for changing the zoom percentage. Find a good command If you are feeling adventurous, you can leaf through the different categories, clicking on buttons to see if there’s anything interesting. It’s probably easiest to choose the Category All Commands and browse until you spot something unusual. Click on one of the commands and type a letter. The cursor jumps to that letter. Unfortunately you can’t spell your way to a command but keep pressing the same letter (for example ‘f’) and the cursor jumps to all commands starting with that letter. If you take a moment to see what Microsoft has chosen to call its various commands, you’ll notice they are arranged in groups (categories) corresponding to the menus. As I commented earlier, it isn’t always easy to understand why a command has been placed in a particular category (menu). 96 If Toolbars is the active tab, commands can be dragged directly to any toolbar. When you release the mouse, you’ll see whether Microsoft has already earmarked an icon for that particular command. If so, choose Close, and you have a new command on your toolbar. If Microsoft hasn’t decided on an icon, you have the chance to be creative and produce a userdefined button. I chose the command MarkIndexEntry, a function that marks words to be included in an index. If I click on an icon and select Assign, the button on the toolbar will adopt that appearance. If I click directly on Assign (without selecting a button), the text will be placed in the toolbar button. In this case, it’s a bit lengthy. But you can edit it into a shorter version. Finally, the option that is probably the most enjoyable of all is that of first selecting an icon, then clicking Edit. You enter the icon editor – a simple tool to use. What’s the command? Having decided which command or dialog box you would like as a button, menu option or shortcut key, you then have a problem: what’s the name of the command? Let’s say you often produce broken lines round a frame. Ctrl+Alt+plus (the large grey key on the extreme right) changes the mouse pointer to the symbol =. Click a menu entry or a button, and Customize appears automatically, showing the name of the command. I chose Format, Borders and Shading and was given the name of the command. I don’t always understand programmers’ logic; this screen only allows us to assign a shortcut key. You can’t use it to assign to a menu or a toolbar – but at least it is an easy way to discover the name of a command. Then, of course, you can open Customize and put the command on a menu or toolbar. Strange. Changing a button icon With Customize active you can rightclick on a toolbar button. 97 I had to experiment a bit to discover how this option worked. I recommend that you do your testing on some buttons set up specially for the purpose (and remember you can always leave the program without doing permanent ‘damage’ by saying No to ‘the question’). Start by dragging a few buttons to a toolbar to have something for experimenting. If you choose Copy Button Image, you will copy the image on the button to the clipboard. When you then rightclick on a second button and select Paste Button Image, you give this second button the stored image instead of its original. Rightclick it again and choose Reset Button Image, if it is available. You can reset a button if it originally had an icon. You can’t reset a button with text on it. Choose Button Image means that you can choose from among the few images that Microsoft has provided. Edit Button Image opens the icon editor. The best is that you can copy from the clipboard, which means that you can design a picture in another program, copy it to the clipboard, and then add it to your Word buttons using Paste Button Image. Creating Forms in the MS Word. Setting Up a Form To create a form, you type all the information that does not change from one form to the next, and you insert form fields for all the information supplied by users. In Word, you can insert several types of form fields, as follows: • Text form fields include six types: o Regular text fields can accept any combination of keyboard characters, including letters, numbers, or symbols. This text field is useful for comments and short text answers. o Number fields accept only numeric values, making them appropriate for a quantity or price field on an order form. o Date fields enable users to type a date in a specified format, such as 12/21/2004. o Current date fields instruct Word to enter the current date maintained by your computer. o Current time fields instruct Word to enter the current system time. o Calculation fields perform a calculation based on the formula and values you supply, such as totaling the values in specified number fields. • Check-box form fields enable you to provide options that users can select. Users can select all, some, or none of the options. Check boxes are also good for true/false and yes/no responses. • Drop-down form fields enable you to limit users’ responses to one of several predefined options. You specify all the possible options, and users choose one, ensuring that they enter consistent and accurate information. For example, suppose the marketing manager of The Garden Company wants to conduct a survey to find out how people discovered the store and to measure their level of satisfaction. The survey will be e-mailed to all customers on the customer list, with a discount offer for those who fill in and return the survey. When users enter responses in text form fields, responses must be interpreted and tallied by hand. To make tallying easier, the survey can instead include a drop-down form field with a list of all the possible information avenues—advertisement, mailing, word of mouth, and so on—and it can include check-box form fields to gather excellent, very good, good, fair, and poor responses to questions such as “How would you rate our service?” After you insert a form field into a document, you can click the Form Field Options button on the Forms toolbar to set form field properties, such as the type of a text field, the maximum length of entries, and the options in a drop-down form field. The properties you can set vary depending on the form field type. 98 Exercise 1. In this exercise, you will insert text form fields, check-box form fields, and dropdown form fields to create a form. 1. Start Word and create new document. On the View menu, point to Toolbars, and then click Forms. The Forms toolbar appears. 2. Enter text Please enter the date of your visit. Scroll down the document, and click the blank line below typed text. 3. On the Forms toolbar, click the Text Form Field button . Word inserts a text form field with the default text format. 4. On the Forms toolbar, click the Form Field Options button . The Text Form Field Options dialog box appears. 5. In the Text Form Field Options dialog box, click the down arrow to the right of the Type box, and then click Date (Figure 1). 6. Click the down arrow to the right of the Date format box, click MMMM d, yyyy, and then click OK. The Text Form Field Options dialog box closes. No matter how users fill in this date field, the date will be displayed as specified, such as July 22, 2004. New fields are shaded by default to make it obvious where users should enter information. To remove the shading, click the Form Field Shading button on the Forms toolbar. 7. Press [CONTROL]+[END] to position the insertion point at the end of the document. Create the new paragraph by pressing the [ENTER] key. Type word Comments. 8. On the Forms toolbar, click the Text Form Field button. A text form field is inserted. 9. Type some new paragraphs of the text between present text, as show on the figure bellow. 10. Scroll up in the document, click to the right of the phrase Trees, shrubs, vines, potted plants, starter plants, or seeds, and then press [TAB]. 11. On the Forms toolbar, click the Check Box Form Field button . A check box is added to the right of the word seeds. 12. On the Forms toolbar, click the Form Fields Options button. The Check Box Form Field Options dialog box appears. You can provide instructions for filling out a field by adding help text to form fields. In any Form Field Options dialog box, click Add Help Text, select the “Type your own” option, type the instructions in the box, and then click OK (Figure 2). 99 Figure 1 Figure 2 13. In the Check box size area, select the Exactly option, click the up arrow until 12 pt appears, and then click OK. The check box is now the size of 12-point text and is by default cleared (empty) and highlighted. 14. On the Standard toolbar, click the Copy button . The check box is copied to the Office Clipboard. 15. Click to the right of Garden tools and accessories, press [TAB], and on the Standard toolbar, click the Paste button . The check box is pasted to the right of the word Accessories, directly below the other check box. To save time, you can copy and paste any type of form field and then change its properties as necessary, instead of having to set up every form field from scratch. A quick way to copy and paste is to use the keyboard combinations [CONTROL]+c (copy) and [CONTROL]+v (paste). 16. Click to the right of Instructional books, tapes, or videos, press [TAB], and click the Paste button on the Standard toolbar. The check box is pasted to the right of the word videos, directly below the other check boxes. 17. Select the check box, hold down the [CONTROL] key, and drag a copy of the selected check box one tab to the right of the word Yes. 18. Hold down [CONTROL], and drag another copy of the selected check box one tab to the right of the word No. 100 19. Click to the right of Store cleanliness, and press the [TAB] key. . Word inserts a drop-down 20. On the Forms toolbar, click the Drop-Down Form Field button form field to the right of the words Store cleanliness. (When users fill out the form, they will see a box with a down arrow.) 21. On the Forms toolbar, click the Form Field Options button to open the Drop-Down Form Field Options dialog box. 22. In the Drop-down item box, type Very Satisfied, and click Add. This option is added to the “Items in drop-down list” box. 23. In the Drop-down item box, add Somewhat Satisfied, Satisfied, Very Dissatisfied, and Mildly Dissatisfied, clicking Add after each entry. The entries are added to the “Items in drop-down list” box. 24. Click the Move Up arrow button once to move the Mildly Dissatisfied entry up in the list, and then click OK. The Drop-Down Form Field Options dialog box closes, and the first entry in the drop-down list—Very Satisfied—appears in the box. 101 25. If the drop-down box is not active, drag across it to select it. Then on the Standard toolbar, click the Copy button. The drop-down box is copied to the Office Clipboard. 26. Click to the right of Employee helpfulness in the next paragraph, press [TAB], and then press [CONTROL]+v. A copy of the drop-down box is pasted to the right of the text. 27. Click to the right of Price/value of your purchase in the next paragraph, press [TAB], and then press [CONTROL]+v. Another copy is pasted to the right of the text. 28. On the Standard toolbar, click the Save button to save the document. Close document. Modifying and Protecting a Form You can enhance the look of a form by changing formatting and adding graphics just as you would in any other type of Word document. You can also modify form field properties to change the way the fields look and work. After you finish a form but before you distribute it to users, you will want to protect it so that users can fill in the fields but not change the form itself. In fact, you cannot use a form to gather responses until you protect it. If you need to change the layout or content later, you will need to unprotect the form. You use the Protect Form button on the Forms toolbar to turn protection on and off. You can add further protection to a form by assigning it a password so that only people who know the password can unprotect and edit the form. To assign a password, click Protect Document on the Tools menu to open the Protect Document task pane. In the “Editing restrictions” area, select “Allow only this type of editing in the document,” click the down arrow to the right of the text box, and then click “Filling in forms.” In the “Start enforcement” area, click “Yes, Start Enforcing Protection” to open the Start Enforcing Protection dialog box, where you can set the password. Exercise2. In this exercise, you’ll format a text field, change the default value of a check box, change an item in a drop-down form field, insert a frame, remove the shading from all the form fields, and then protect the form. 1. Start Word and open the document, created in exercise 1. If the Forms toolbar is not visible, point to Toolbars on the View menu, and click Forms. 2. Scroll down the document, and click the text form field below Please enter the date of your visit to select the field. 3. Toolbars On the Formatting toolbar, click the down arrow to the right of the Border button , click Outside Border on the button palette, and then click a blank area of the document to deselect the text form field. The field now has a border. 4. If necessary, scroll down the document, and then double-click the check box to the right of Yes. The Check Box Form Field Options dialog box opens. 102 5. In the Default value area, select the Checked option, and click OK. An X is placed in the check box as the default value. 6. If necessary, scroll down until you can see Store cleanliness, and then double- click the first drop-down form field. The Drop-Down Form Field Options dialog box opens. 7. In the Items in drop-down list box, click Mildly Dissatisfied, and then click Remove. The Mildly Dissatisfied option is removed from the “Items in drop-down list” box. 8. In the Drop-down item box, type Somewhat Dissatisfied, click Add, and then click the Move Up arrow button. The text Somewhat Dissatisfied takes the place of Mildly Dissatisfied in the list. 9. Click OK to close the Drop-Down Form Field Options dialog box. 10. Repeat steps 6 through 9 for the next two drop-down form fields. 11. Click the text form field below the Comments heading, and on the Forms toolbar, click the . Handles around the frame indicate that this object can be moved or Insert Frame button sized. 12. Drag the text form field down a bit to add space between Comments and the text form field. 13. Drag the frame’s lower-right handle down and to the right until the right edge of the frame is aligned with the three check boxes and the frame is about an inch high. 103 14. On the Forms toolbar, click the Form Field Shading button . The shading is removed from all the form fields. 15. On the Forms toolbar, click the Protect Form button . Word locks all the non-field text and formatting of the form, protecting the form from changes other than to the form fields. The form is now ready for distribution so that it can be filled out. 16. On the Standard toolbar, click the Save button to save changes in the your document. Using a Form After you have created a form, you can test it by filling it out the same way that the recipients of the form will. Because the form is protected, the responses you enter into the form will not change the form itself. When you are satisfied that the form is working correctly, you can print it so that users can fill it out manually, or you can distribute it electronically so that users can fill it out in Word. If you distribute the form electronically, you need to save the form as a template so that each user can create a separate document with his or her responses. You can send the form in an e-mail message, or if you work on a network, you can store the form in a central location from which people can access the file. If you have a Web site, you can save the form as a Web page so that people can fill it out online. Exercise 3. Next, you will view and test a form. 1. Open document, created and modifed in the previous exercises. Scroll down the document to the first field, type 6/25/04, and press [TAB]. The date June 25, 2004 appears in the date form field, and the first check box on the form is now selected. 2. Click each of the three check boxes below the Types of items purchased heading. The X in each box indicates that it is selected. When filling out a form, you can also press [SPACE] to insert or remove an X in an active check box. 3. Under the Did we have what you were looking for? question, clear the Yes check box, and select the No check box. The X is removed from the Yes box, and is added to the No box. In a Word form, check boxes are independent of each other. You need to select or clear each check box. Word does not automatically clear one check box when another check box in the same set is selected. 4. Click the field to the right of Store cleanliness to reveal its drop-down box, and then click Somewhat Satisfied in the list. The box now contains the Somewhat Satisfied option. 5. Click the field to the right of Employee helpfulness to reveal its drop-down box, and click Satisfied. This drop-down box now contains the Satisfied option. 104 6. Click the field to the right of Price/value of your purchase to reveal its drop-down box, and click Somewhat Dissatisfied. The Somewhat Dissatisfied option appears in this drop-down box. 7. Click the upper-left corner of the text form field below the Comments heading to select the field, and then type I really wanted the new Buzzcut weed whacker for my garden, but you didn’t have it. Can I order one through you? The form is working as expected, so you can now distribute it. 8. On the Forms toolbar, click Protect Form to turn off protection, and click the Reset Form Fields button to erase the responses you entered and return all the fields to their original state. Then click Protect Form to turn protection back on. 9. On the File menu, click Save As. The Save As dialog box appears. 10. In the File name box, type SendForm. 11. Click the down arrow to the right of the Save as type box, and then click Document Template and then click Save. Word saves the form as a template in the specified folder. You can now send it via e-mail or otherwise distribute it. To fill out the form, double-click the template file to open a Word document based on it, and then save the document with its own file name. 105
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