Office 2008 for Macintosh: The Missing Manual [4th ed.] 059651431X, 9780596514310

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Office 2 0 0 8 for M a cin t osh : Th e M issin g M a n u a l by Jim Elferdink Publisher : O' Re illy Pub Dat e: M a r ch 2 0 , 2 0 0 8 Print I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 1 4 3 1 - 0 Pages: 9 1 1 Table of Cont ent s | I ndex

Overview St ill t he t op- selling soft ware suit e for Mac users, Microsoft Office has been im proved and enhanced t o t ake advant age of t he lat est Mac OS X feat ures. You'll find lot s of new feat ures in Office 2008 for Word, Excel, PowerPoint and Ent ourage, but not a page of print ed inst ruct ions t o guide you t hrough t he changes. Office 2008 for Macint osh: The Missing Manual gives you t he friendly, t horough int roduct ion you need, whet her you're a beginner who can't do m ore t han point and click, or a power user who's ready t o t ackle a few advanced t echniques. To cover Word, Excel, PowerPoint and Ent ourage, t his guide gives you four superb books in one - - a separat e sect ion each for program ! You can m anage your day and creat e professional- looking docum ent s, spreadsheet s, and present at ions in no t im e. Office 2008 has been redesigned so t hat t he windows, t oolbars, and icons blend in bet t er wit h your ot her Mac applicat ions. But t here are st ill plent y of oddit ies. That 's why t his Missing Manual isn't shy about point ing out which feat ures are gem s in t he rough - - and which are duds. Wit h it , you'll learn how t o:

Navigat e t he new user int erface wit h it s bigger and m ore graphic t oolbars

Use Word, Excel, PowerPoint , and Ent ourage separat ely or t oget her

Keep t rack of appoint m ent s and m anage daily priorit ies wit h t he My Day feat ure

Creat e newslet t ers, flyers, brochures, and m ore wit h Word's Publishing Layout View

Build financial docum ent s like budget s and invoices wit h Excel's Ledger Sheet s

Get quick access t o all docum ent t em plat es and graphics wit h t he Elem ent s Gallery

Organize all of your Office proj ect s using Ent ourage's Proj ect Cent er

Scan or im port digit al cam era im ages direct ly int o any of t he program s

Cust om ize each program wit h power- user t echniques

Wit h Office 2008 for Macint osh: The Missing Manual, you get obj ect ive and ent ert aining inst ruct ion t o help you t ap int o all of t he feat ures of t his powerful suit e, so you can get m ore done in less t im e.

Office 2 0 0 8 for M a cin t osh : Th e M issin g M a n u a l by Jim Elferdink Publisher : O' Re illy Pub Dat e: M a r ch 2 0 , 2 0 0 8 Print I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 1 4 3 1 - 0 Pages: 9 1 1 Table of Cont ent s | I ndex

Office 2008 for Macint osh: The Missing Manual The Missing Credit s I nt roduct ion Part I : Word Chapt er 1. Basic Word Processing Sect ion 1.1. Creat ing and Opening Docum ent s Sect ion 1.2. Word Processing Basics Sect ion 1.3. A Window int o Word Sect ion 1.4. The Views Sect ion 1.5. Every Conceivable Variat ion on Saving Sect ion 1.6. Print ing Chapt er 2. Edit ing in Word Sect ion 2.1. The Many Ways t o Select Text Sect ion 2.2. Moving Text Around Sect ion 2.3. Navigat ing Your Docum ent s Sect ion 2.4. Finding and Replacing Sect ion 2.5. Spelling and Gram m ar Sect ion 2.6. Five Ways t o Type Less Chapt er 3. Form at t ing in Word Sect ion 3.1. The Form at t ing Palet t e Sect ion 3.2. Charact er Form at t ing Sect ion 3.3. Form at t ing Sect ion 3.4. Paragraph Form at t ing Sect ion 3.5. Docum ent Form at t ing Sect ion 3.6. Sect ion Form at t ing Chapt er 4. St yles, Page Layout , and Tables Sect ion 4.1. St yles Sect ion 4.2. Print Layout Sect ion 4.3. Aut om at ic Hyphenat ion Sect ion 4.4. Text Boxes Sect ion 4.5. Pict ures and Drawings Sect ion 4.6. Chart s and Spreadsheet s Sect ion 4.7. Tables Chapt er 5. Working Collaborat ively Sect ion 5.1. Com m ent s Sect ion 5.2. Change Tracking Sect ion 5.3. Com paring Docum ent s Chapt er 6. Working wit h Not ebooks, Out lining, and Mast er Docum ent s Sect ion 6.1. Not ebook Layout View Sect ion 6.2. Out line View Sect ion 6.3. The Docum ent Map Sect ion 6.4. Mast er Docum ent s Chapt er 7. Edit ing Long Docum ent s Sect ion 7.1. Headers and Foot ers Sect ion 7.2. Cit at ions Sect ion 7.3. Bibliographies Sect ion 7.4. Foot not es and Endnot es Sect ion 7.5. Line Num bers Sect ion 7.6. Tem plat es Sect ion 7.7. Aut oSum m arize Sect ion 7.8. Fields

Sect ion 7.9. Bookm arks Sect ion 7.10. Capt ions Sect ion 7.11. Cross- References Sect ion 7.12. Creat ing a Table of Cont ent s Sect ion 7.13. I ndexing Sect ion 7.14. Mail Merges Sect ion 7.15. Macros Chapt er 8. Moving Beyond Text : Publishing Layout View Sect ion 8.1. Tem plat es: Ready- t o- Use Page Designs Sect ion 8.2. Building Pages wit h Obj ect s Sect ion 8.3. Creat ing Tem plat es Chapt er 9. Word Meet s Web Sect ion 9.1. Word as HTML Reader Sect ion 9.2. Creat ing a Web Page in Word Sect ion 9.3. Graphics, Sounds, and Movies Sect ion 9.4. Hyperlinks Sect ion 9.5. Web Form s Sect ion 9.6. Saving Web Pages Part I I : Ent ourage Chapt er 10. Em ail, Address Book, and Newsgroups Sect ion 10.1. The Big Pict ure Sect ion 10.2. Set t ing Up Ent ourage Sect ion 10.3. Sending and Receiving Mail Sect ion 10.4. Address Book Sect ion 10.5. Newsgroups Chapt er 11. Calendar, Tasks, and t he Proj ect Cent er Sect ion 11.1. The Calendar Sect ion 11.2. Recording Event s Sect ion 11.3. What t o Do wit h an Appoint m ent Sect ion 11.4. Saving Calendars as Web Pages Sect ion 11.5. Tasks and t he To Do List Sect ion 11.6. My Day Sect ion 11.7. Office Rem inders Sect ion 11.8. Cat egories Sect ion 11.9. Proj ect Cent er Sect ion 11.10. Accessing Proj ect s from Ot her Office Program s Sect ion 11.11. Not es Sect ion 11.12. Synchronizat ion Sect ion 11.13. Mult iple I dent it ies Sect ion 11.14. Finding Messages Sect ion 11.15. Links Sect ion 11.16. Checking Your Spelling Sect ion 11.17. The Script Menu Part I I I : Excel Chapt er 12. Basic Excel Sect ion 12.1. Spreadsheet Basics Sect ion 12.2. Form ula Fundam ent als Sect ion 12.3. Excel, t he List Maker Chapt er 13. Form at t ing and Chart s Sect ion 13.1. Form at t ing Worksheet s Sect ion 13.2. Chart s Sect ion 13.3. Print ing Worksheet s Chapt er 14. Form ula and Dat abase Magic Sect ion 14.1. Workbooks and Worksheet s Sect ion 14.2. Advanced Form ula Magic Sect ion 14.3. Working wit h Dat abases Sect ion 14.4. Analyzing and Viewing Your Dat a Part I V: PowerPoint Chapt er 15. Planning and Creat ing Great Present at ions Sect ion 15.1. Planning t he Present at ion Sect ion 15.2. Delivering t he Present at ion Sect ion 15.3. Present at ion Hardware Chapt er 16. Building a PowerPoint Present at ion Sect ion 16.1. Finding Your Way Around PowerPoint

Sect ion 16.2. St ep 1: Specify a Them e Sect ion 16.3. St ep 2: Writ ing t he Out line Sect ion 16.4. St ep 3: Building t he Show Sect ion 16.5. How t o Build a Slide Chapt er 17. Polishing and Present ing in PowerPoint Sect ion 17.1. Adding Movem ent Sect ion 17.2. Put t ing On t he Show Sect ion 17.3. Recycling Your Present at ions Sect ion 17.4. Print ing Your Present at ion Part V: Office As a Whole Chapt er 18. Saving Tim e wit h t he Proj ect Gallery and Toolbox Sect ion 18.1. The Proj ect Gallery Sect ion 18.2. Toolbox Sect ion 18.3. Reference Tools Sect ion 18.4. Proj ect s Palet t e Sect ion 18.5. Com pat ibilit y Report Chapt er 19. Making t he Most of Graphics Sect ion 19.1. I nsert ing a Graphic Sect ion 19.2. The Clip Gallery Sect ion 19.3. Aut oShapes and WordArt Sect ion 19.4. Obj ect Linking and Em bedding ( OLE) Chapt er 20. Cust om izing Office Sect ion 20.1. Cust om izing Your Toolbars Sect ion 20.2. Redesigning Your Menus Sect ion 20.3. Reassigning Key Com binat ions Sect ion 20.4. AppleScript ing Office Sect ion 20.5. What is AppleScript ? Sect ion 20.6. I nst alling and Running Office Script s Part VI : Appendixes Appendix A. I nst allat ion and Troubleshoot ing Sect ion A.1. I nst alling Office Sect ion A.2. Troubleshoot ing Appendix B. The Office Help Syst em Sect ion B.1. Office Help Sect ion B.2. Leopard Menu Help Sect ion B.3. Web- Based Help Appendix C. Office 2008, Menu by Menu Sect ion C.1. Applicat ion Menu Sect ion C.2. Ent ourage Menus Sect ion C.3. File Menu Sect ion C.4. Edit Menu Sect ion C.5. View Menu Sect ion C.6. Message Menu Sect ion C.7. Form at Menu Sect ion C.8. Tools Menu Sect ion C.9. Window Menu Sect ion C.10. Help Menu Sect ion C.11. Script s Menu Sect ion C.12. Excel Menus Sect ion C.13. File Menu Sect ion C.14. Edit Menu Sect ion C.15. View Menu Sect ion C.16. I nsert Menu Sect ion C.17. Form at Menu Sect ion C.18. Tools Menu Sect ion C.19. Dat a Menu Sect ion C.20. Chart Menu Sect ion C.21. Window Menu Sect ion C.22. Help Menu Sect ion C.23. PowerPoint Menus Sect ion C.24. File Menu Sect ion C.25. Edit Menu Sect ion C.26. View Menu Sect ion C.27. I nsert Menu

Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Sect ion Colophon I ndex

C.28. C.29. C.30. C.31. C.32. C.33. C.34. C.35. C.36. C.37. C.38. C.39. C.40. C.41. C.42. C.43. C.44.

Form at Menu Tools Menu Slide Show Menu Window Menu Help Menu Word Menus File Menu Edit Menu View Menu I nsert Menu Form at Menu Font Menu Tools Menu Table Menu Window Menu Work Menu Help Menu

Office 2 0 0 8 for M a cin t osh : Th e M issin g M a n u a l by Jim Elferdink Copyright © 2008 Jim Elferdink. All right s reserved. Print ed in t he Unit ed St at es of Am erica. Published by O'Reilly Media, I nc., 1005 Gravenst ein Highway Nort h, Sebast opol, CA 95472. O'Reilly books m ay be purchased for educat ional, business, or sales prom ot ional use. Online edit ions are also available for m ost t it les ( safari.oreilly.com ) . For m ore inform at ion, cont act our corporat e/ inst it ut ional sales depart m ent : ( 800) 998- 9938 or corporat [email protected] .

Pr in t in g H ist or y : March 2008:

Fourt h Edit ion.

Nut shell Handbook, t he Nut shell Handbook logo, t he O'Reilly logo, and " The book t hat should have been in t he box" are regist ered t radem arks of O'Reilly Media, I nc. Office 2008 for Macint osh: The Missing Manual, The Missing Manual logo, Pogue Press, and t he Pogue Press logo are t radem arks of O'Reilly Media, I nc. Many of t he designat ions used by m anufact urers and sellers t o dist inguish t heir product s are claim ed as t radem arks. Where t hose designat ions appear in t his book, and O'Reilly Media, I nc. was aware of a t radem ark claim , t he designat ions have been print ed in caps or init ial caps. While every precaut ion has been t aken in t he preparat ion of t his book, t he publisher and aut hor assum e no responsibilit y for errors or om issions, or for dam ages result ing from t he use of t he inform at ion cont ained herein. I SBN: 978- 0- 596- 51431- 0 [ M]

Th e M issin g Cr e dit s P2 .1 . Abou t t h e Au t h or

Jim Elfe r din k 's first book, AppleWorks 6: The Missing Manual, was one of t he original t hree Missing Manuals. He went on t o writ e iWork '05: The Missing Manual and wit h t his volum e com plet es a hat t rick of books about product ivit y suit es for t he Macint osh. I n form er lifet im es a com m ercial phot ographer, carpent er, and cabinet m aker; current ly, he runs Macs for t he Masses, a Macint osh consult ing com pany in t he redwoods of far Nort hern California. He balances writ ing, Mac consult ing, and t raining wit h gourm et cooking, digit al phot ography, and racing sport s cars. Hum boldt St at e Universit y int roduced him t o t he original Macint osh and t o com ely professor Joy Hardin. He bought one and m arried t he ot her. They share a hom e in coast al Hum boldt Count y wit h a st aff of im aginary servant s and a backlog of very real chores.

Jim welcom es court eous com m ent ary on t his book by em ail: elferdinkoffice@gm ail.com .

P2 .2 . Abou t t h e Cr e a t ive Te a m N a n Ba r be r ( edit or) has worked wit h t he Missing Manual series since it s incept ion. She lives in Massachuset t s wit h her husband and G4 Macint osh. Em ail: [email protected] . D a w n Fr a u st o ( edit or) is assist ant edit or for t he Missing Manual series. When not working, she rock clim bs, plays soccer, and causes t rouble. Em ail: [email protected] . N e llie M cKe sson ( product ion edit or) is a graduat e of St . John's College in Sant a Fe, New Mexico. She current ly lives in Cam bridge, Mass., where her favorit e places t o eat are Tacos Lupit a and Punj abi Dhaba. Em ail: [email protected] . Alison O'Byr n e ( copy edit or) is a freelance edit or from Dublin, I reland. Alison has provided edit orial services for corporat e and governm ent client s at hom e and int ernat ionally for over six years. Em ail: [email protected] . Web: www.alhaus.com . Joh n M cGim pse y ( t echnical reviewer) is a Microsoft MVP ( Most Valuable Professional) specializing in Office for t he Macint osh. Web: www.m cgim psey.com . M a t t Silve r ( t echnical reviewer) is t he Apple Syst em Adm inist rat or for O'Reilly Media in Sebast opol, California. I n his spare t im e, he plays t he drum s in a hard rock band and m aint ains a " m ild" obsession wit h World of Warcraft . W illia m Sm it h ( t echnical reviewer) works as a t echnical analyst in St . Paul, Minn., where he support s int egrat ing Macs int o a Windows world for online and print publishing. William has been a Microsoft Most Valued Professional ( MVP) for five years and is also an avid t echnology ent husiast . He is a regular cont ribut or t o t he Ent ourage Help Blog ht t p: / / blog.ent ourage.m vps.org. Em ail: [email protected] ourage.m vps.org. Tin a Spa r go ( t echnical reviewer) , her husband ( and professional m usician) Ed, t heir t oddler Max, t heir t wo silly Spaniels, Parker ( Clum ber) , and Piper ( Sussex) , all share t im e and space in t heir suburban Bost on hom e. Tina is

current ly an at - hom e m om busy prom ot ing and m arket ing her husband's m usical proj ect s as well as freelancing as a Virt ual Assist ant . Tina has over 15 years' experience support ing m any t op level Execut ives from a variet y of indust ries. Web: www.t inaspargo.com .

P2 .3 . Ack n ow le dgm e n t s I 'd like t o t hank m y edit or, Nan Barber; and Dawn Fraust o, Nellie McKesson, Pet er Meyers, and t he rest of t he fabulous O'Reilly crew for doing such a first - rat e j ob on t his and t he rest of t he Missing Manuals. Thanks also t o t he crack t ech- edit ing t eam of John McGim psey, Tina Spargo, William Sm it h, and Mat t Silver; copy edit or Alison O'Byrne; indexer Ron St rauss—and David Pogue for get t ing m e int o t his racket in t he first place. I 'm full of grat it ude for Karin Lubin's insight ful guidance and love always; Kat e McClain's garden veggies and help picking up t he slack in m y life over t he last few m ont hs; and Edda But ler's t ireless reading, eagle eye, and percept ive com m ent s. Most ly I 'd like t o t hank m y wife, Joy, who has been a relent less edit or and t hought ful crit ic t hroughout t his endeavor—and t he m ost underst anding, support ive, loving, and am using part ner, always. —Jim Elferdink

P2 .4 . Th e M issin g M a n u a l Se r ie s Missing Manuals are wit t y, superbly writ t en guides t o com put er product s t hat don't com e wit h print ed m anuals ( which is j ust about all of t hem ) . Each book feat ures a handcraft ed index and cross- references t o specific pages ( not j ust chapt ers) . Recent and upcom ing t it les include: Access 2007: The Missing Manual by Mat t hew MacDonald AppleScript : The Missing Manual by Adam Goldst ein AppleWorks 6: The Missing Manual by Jim Elferdink and David Reynolds CSS: The Missing Manual by David Sawyer McFarland Creat ing Web Sit es: The Missing Manual by Mat t hew MacDonald Digit al Phot ography: The Missing Manual by Chris Grover and Barbara Brundage Dream weaver 8: The Missing Manual by David Sawyer McFarland Dream weaver CS3: The Missing Manual by David Sawyer McFarland eBay: The Missing Manual by Nancy Conner Excel 2003: The Missing Manual by Mat t hew MacDonald Excel 2007: The Missing Manual by Mat t hew MacDonald Facebook: The Missing Manual by E.A. Vander Veer FileMaker Pro 8: The Missing Manual by Geoff Coffey and Susan Prosser FileMaker Pro 9: The Missing Manual by Geoff Coffey and Susan Prosser

Flash 8: The Missing Manual by E.A. Vander Veer Flash CS3: The Missing Manual by E.A. Vander Veer and Chris Grover Front Page 2003: The Missing Manual by Jessica Mant aro GarageBand 2: The Missing Manual by David Pogue Google: The Missing Manual, Second Edit ion by Sarah Milst ein, J.D. Biersdorfer, and Mat t hew MacDonald The I nt ernet : The Missing Manual by David Pogue and J.D. Biersdorfer iMovie 6 & iDVD: The Missing Manual by David Pogue iMovie '08 & iDVD: The Missing Manual by David Pogue iPhone: The Missing Manual by David Pogue iPhot o 6: The Missing Manual by David Pogue iPhot o '08: The Missing Manual by David Pogue iPod: The Missing Manual, Sixt h Edit ion by J.D. Biersdorfer JavaScript : The Missing Manual by David Sawyer McFarland Mac OS X: The Missing Manual, Tiger Edit ion by David Pogue Mac OS X: The Missing Manual, Leopard Edit ion by David Pogue Microsoft Proj ect 2007: The Missing Manual by Bonnie Biafore Office 2004 for Macint osh: The Missing Manual by Mark H. Walker and Franklin Tessler Office 2007: The Missing Manual by Chris Grover, Mat t hew MacDonald, and E.A. Vander Veer PCs: The Missing Manual by Andy Rat hbone Phot oshop Elem ent s 6: The Missing Manual by Barbara Brundage Phot oshop Elem ent s 6 for Mac: The Missing Manual by Barbara Brundage PowerPoint 2007: The Missing Manual by E.A. Vander Veer QuickBase: The Missing Manual by Nancy Conner QuickBooks 2008: The Missing Manual by Bonnie Biafore Quicken 2008: The Missing Manual by Bonnie Biafore Swit ching t o t he Mac: The Missing Manual, Tiger Edit ion by David Pogue and Adam Goldst ein Swit ching t o t he Mac: The Missing Manual, Leopard Edit ion by David Pogue Wikipedia: The Missing Manual by John Brought on Windows 2000 Pro: The Missing Manual by Sharon Crawford

Windows XP Hom e Edit ion: The Missing Manual, Second Edit ion by David Pogue Windows XP Pro: The Missing Manual, Second Edit ion by David Pogue, Craig Zacker, and Linda Zacker Windows Vist a: The Missing Manual by David Pogue Word 2007: The Missing Manual by Chris Grover The " For St art ers" books cont ain only t he m ost essent ial inform at ion from t heir larger count erpart s—in larger t ype, wit h a m ore spacious layout , and none of t he m ore advanced sidebars. Recent t it les include: Access 2003 for St art ers: The Missing Manual by Kat e Chase and Scot t Palm er Access 2007 for St art ers: The Missing Manual by Mat t hew MacDonald Excel 2003 for St art ers: The Missing Manual by Mat t hew MacDonald Excel 2007 for St art ers: The Missing Manual by Mat t hew MacDonald PowerPoint 2007 for St art ers: The Missing Manual by E.A. Vander Veer Quicken 2006 for St art ers: The Missing Manual by Bonnie Biafore Windows Vist a for St art ers: The Missing Manual by David Pogue Windows XP for St art ers: The Missing Manual by David Pogue Word 2007 for St art ers: The Missing Manual by Chris Grover

I n t r odu ct ion Wherever you go, t here you are—and wherever you are you're probably not far from a com put er running Microsoft Office. I nst alled on Macs and Windows PCs, no ot her program is so enm eshed in t he world of business and academ ia. I n m ost corporat ions, anyone not using Word, Excel, and PowerPoint is considered an oddball. But Office isn't j ust for t he office—m any hom e com put ers are also running Microsoft 's ubiquit ous product ivit y soft ware. Office has been on t he Mac in one form or anot her since 1985, but it gained great er accept ance wit h t he release of Office 2001, when Ent ourage debut ed—t he all- in- one em ail- cum - personal- inform at ion- m anager program . Then before t he year 2001 was even t orn off t he calendar, Office X exploded ont o t he scene wit h som e of t he first —and best —product ivit y program s available for t he Mac's new operat ing syst em , Mac OS X. Wit h each new version, Microsoft has not only given Office great er speed and m ore new feat ures, but has designed t he program s t o work bet t er t oget her. This cont inued evolut ion led t o t he subj ect of t his book: Office 2008.

P3 .1 . Ke e pin g Up w it h t h e M a cs The first t im e you launch Office 2008 you'll t hink t hat it 's experienced an Ext rem e Mac- over. The windows, t oolbars, and icons have been m odernized and de- clut t ered, helping Office blend in bet t er wit h your ot her Mac program s—inst ead of st icking out like t he " I 'm a PC" guy at a Mac user group m eet ing. To go along wit h it s updat ed look, Office 2008 feat ures a host of brand new feat ures, including t he Elem ent s Gallery ( Figure P3- 1 ) , offering quick access t o docum ent t em plat es and graphics; Word's Publishing Layout View, a com plet e page layout program replet e wit h t em plat es for newslet t ers, flyers, brochures, and so on; a gallery of Excel spreadsheet t em plat es called Ledger Sheet s; com plet ely revam ped Excel chart ing capabilit ies; and My Day, a deskt op port al t o Ent ourage showing your current appoint m ent s and t o dos. Ot her im provem ent s are less obvious, but no less im port ant : t he new XML file form at , Aut om at or support , font ligat ures, and t he abilit y t o put your PowerPoint present at ion on an iPod.

Figu r e P3 - 1 . Top: Th e n e w Ele m e n t s Ga lle r y a ppe a r s in W or d, Pow e r Poin t , a n d Ex ce l, a n d give s you a qu ick w a y t o in se r t pr e - de sign e d docu m e n t e le m e n t s lik e cove r pa ge s, t a ble s, ch a r t s, a n d Sm a r t Ar t gr a ph ics. Bot t om : M yD a y fu n ct ion s a s a por t a l in t o you r En t ou r a ge ca le n da r a n d t o- do list . Th is w a y you ca n k e e p a n e ye on you r da y's e sse n t ia ls—w it h ou t fa llin g in t o t h e bla ck h ole of you r e m a il.

P3 .2 . M or e I n t e gr a t e d Th a n Eve r Alt hough Microsoft originally designed Word, Excel, and PowerPoint as individual, disparat e program s, over t he years it 's designed t he program s t o look and work m ore alike—sharing elem ent s and working m uch m ore like a cohesive whole. This t rend cont inues wit h Office 2008, let t ing you work m ore effect ively wit hin Office and wit h ot her program s. For exam ple:

The Office Toolbox has absorbed t he Form at t ing Palet t e t o becom e headquart ers for all t hings adj ust able or insert able, giving you access t o t he new Obj ect Palet t e, Clip Art , and your iPhot o library.

The Office Art graphics engine m akes t he m ost of t he Mac's Quart z graphics, providing effect s like 3- D, reflect ions, and shadows t o enhance obj ect s and chart s.

Excel's new chart ing t em plat es—t hanks t o Office Art graphics—let you easily creat e m odern looking chart s t hat can include 3- D, t ransparency, and shadows. You can insert chart s direct ly in Word and PowerPoint using t he Elem ent s Gallery.

Sm art Art graphics offers a collect ion of dozens of carefully designed graphic elem ent s t hat can help you visually represent list s, hierarchies, and processes in Word, PowerPoint , and Excel.

My Day gives you a sim plified view of your appoint m ent s and t o- do it em s wit hout even opening Ent ourage—and wit hout t he danger of get t ing sucked int o your em ail.

Word's new Publishing Layout View is a t rue page- layout program , com plet e wit h dozens of professionally designed t em plat es t hat m ake it incredibly easy t o produce com plex docum ent like newslet t ers, brochures, or post ers.

Excel's new Form ula Builder helps even non- m at hem at icians creat e form ulas quickly and accurat ely, search for funct ions, and easily learn m ore about any funct ion.

Ledger sheet s bring preform at t ed layout s t o Excel t o perform com m on t asks such as checkbook regist ers, invoices, budget s, expense report s, and so on. These t em plat es open wit h all t he appropriat e colum ns and form ulas built in.

PowerPoint get s t he t em plat e t reat m ent also wit h an array of slide t hem es t hat help you get a visually at t ract ive present at ion underway in no t im e.

Rat her t han m arket ing t he program s individually, Microsoft pushes t he Office suit e for t he sam e reason t hat t here's one Missing Manual covering all four program s: I f you use only one of t he Office program s wit hout t he ot hers, you m iss out on a lot of t im esaving short cut s.

P3 .3 . W h a t 's N e w in Office 2 0 0 8 Microsoft gave Office 2008 significant im provem ent s over it s predecessor, Office 2004. You can't m iss t he new Toolbox, Elem ent s Gallery, Sm art Art graphics, or My Day—but t here's also an array of less obvious enhancem ent s. Here's a list of t he m ost int erest ing new feat ures.

H AVE I T YOUR W AY Office 's Th r e e D e liciou s Fla vor s Office 2008 com es in different versions for different needs—t hree t o be exact . This book is based on t he st andard edit ion, which is now j ust called Office 2008 for Mac. I t cont ains t he four Office program s—Word, Excel, Ent ourage, and PowerPoint —as well as support for Microsoft Exchange Server for big corporat ions, and Aut om at or Act ions t o help speed up repet it ive t asks. This version ret ails for $400. ( I f you decide your office needs j ust one of t he program s inst ead of all t hree, you can buy any one for $230.) The Special Media Edit ion includes all of t he above plus Microsoft Expression Media, a professional digit al asset m anagem ent program t o cat alog and organize digit al phot o and video files. This version goes for $500—a bargain considering Expression Media alone sells for $300. What used t o be known as t he St udent and Teacher Edit ion is now called t he Mac Hom e

and St udent Edit ion. Now you don't have t o feel guilt y about buying t his low- priced edit ion even t hough you're not a st udent or t eacher. This version cont ains Word, Excel, PowerPoint , and Ent ourage but lacks Microsoft Exchange Server support and t he Aut om at or Act ions. This edit ion cont ains t hree licenses so you can inst all it on t hree Macs—and ret ails at $150. I f you own Office 98 or lat er, you can upgrade t o Office 2008 and save yourself $160 for Office 2008 ( $200 for t he Special Media Edit ion) . Consult www.m icrosoft .com / m ac for addit ional inform at ion.

P3 .3 .1 . W or d Pu blish in g La you t vie w . This new view, or working environm ent , is really m ore like a com plet e pagelayout program wit hin Word. By st art ing wit h one of dozens of professionally designed t em plat es for brochures, newslet t ers, and so on, you can quickly creat e a com plex docum ent , replacing placeholder t ext and phot os wit h your own.

D ocu m e n t Ele m e n t s. A variet y of Word t em plat es t hat help aut om at e som e com m on docum ent - creat ion t asks. You can add Docum ent Elem ent s t o any Word docum ent t o provide cover pages, t ables of cont ent s, headers, foot ers, and bibliographies.

Liga t u r e s. Ligat ures are groupings of usually t wo let t ers t hat share com m on com ponent s when print ed next t o each ot her in order t o im prove t he appearance and readabilit y of t he t ext . For exam ple, t here's a com m on t hree- charact er ligat ure ( ffi) in t he word Office.

P3 .3 .2 . Ex ce l Le dge r sh e e t s. No longer does every Excel spreadsheet have t o begin wit h t he daunt ing em pt y worksheet . Preform at t ed ledger sheet s, available from t he Elem ent s Gallery, are ready t o handle a variet y of com m on Excel t asks—from sim ple shopping, address, or invent ory list s, t o checkbook regist ers, budget s, and st ock t racking report s.

For m u la Bu ilde r . Finding your way t hrough Excel's forest of funct ions has never been an exercise for t he faint of heart . The new Form ula Builder helps you creat e form ulas wit hout having t o m em orize funct ions or synt ax. You can also use it t o search for funct ions and get det ailed help on each funct ion's use.

For m u la Au t oCom ple t e . Now, when you t ype a form ula in a cell, Excel let s you choose from a pop- up list of valid funct ions, see t he proper synt ax, and link t o a help window t o see det ailed inform at ion on t he chosen funct ion.

I m pr ove d ch a r t in g. Excel's all- new chart ing syst em has been updat ed wit h new t em plat es and t ools including special effect s like t ransparency, shadows, reflect ions, and 3- D. Best of all, once you creat e a chart in Excel you can use it in t he ot her Office program s, and you can always edit it s dat a lat er.

P3 .3 .3 . Pow e r Poin t

Slide t h e m e s. PowerPoint com es packed wit h dozens of professionally designed slide t hem es—present at ion t em plat es wit h coordinat ed font s, backgrounds, and effect s—t hat you can use t o assem ble your present at ion quickly, yet wit h elegant result s. Slide t hem es are at your fingert ips in t he new Elem ent s Gallery.

Cu st om la you t s. Cust om ize slide layout s t o precisely fit your own needs, and t hen save t hem in t he Elem ent s Gallery where t hey'll be available along wit h t he st ock PowerPoint layout s. Cust om layout s can cont ain t ext and im age placeholders, st at ic t ext and im ages, and background designs.

Ex por t t o iPh ot o—a n d iPod. Keep your present at ions always available on your iPod—no lapt op required! Now you can give present at ions direct ly from a video iPod t hanks t o PowerPoint 's abilit y t o export present at ions t o iPhot o. Then t ransfer t he result ing phot o album t o your iPod, which you can t hen connect t o a video proj ect or, for exam ple.

Apple r e m ot e con t r ol e n a ble d . I f you're giving your present at ion on a MacBook, iMac, or ot her Mac t hat cam e wit h a rem ot e cont rol, put it t o use cont rolling your present at ion wit hout being anywhere near your com put er.

P3 .3 .4 . En t ou r a ge M y D a y. This st andalone program let s you keep t abs on your appoint m ent s and t o- do list it em s—even when Ent ourage isn't open. And by rem oving t he t em pt at ion t o check your em ail, you m ay even get som e of t hose 22 it em s done.

Spot ligh t se a r ch . Find what you're looking for quickly wit h Spot light —which now can search even in m essage at t achm ent s.

En h a n ce d j u n k filt e r. Ent ourage now does an even bet t er j ob filt ering out j unk e- m ail—and can even warn you when it det ect s phishing m essages.

P3 .3 .5 . Office a s a W h ole Ele m e n t s Ga lle r y . Quickly find t em plat es, chart s, t ables, Sm art Art graphics, and so on in t he Elem ent s Gallery—locat ed below t he t oolbar in Word, Excel, and PowerPoint .

Sm a r t Ar t gr a ph ics. Quickly creat e designer- qualit y diagram s and chart s using Sm art Art graphics. Use t hese highly cust om izable graphic elem ent s t o illust rat e processes, hierarchies, and so on.

Th e Toolbox. No m ore t ool palet t e confusion! The Form at t ing Palet t e, Obj ect Palet t e, Com pat ibilit y Report , Scrapbook, Reference Tools, and Proj ect Palet t e now all appear under t he um brella of t he redesigned Toolbox, giving you one- st op access t o t ools, clip art , phot os, and so on.

I m pr ove d H e lp . Alas, Max—t he hyperact ive Mac Plus help icon—is no m ore. I n his place is a revam ped

Help syst em t hat can connect t o t he online version of Help, delivering t o your deskt op up- t o- dat e new t opics, t roubleshoot ing inform at ion, links t o Office discussion forum s, and so on.

XM L file for m a t . Office 2007 for Windows int roduced t he new XML file form at s—which creat e sm aller files and can m ake it easier t o recover dam aged file inform at ion. Office 2008 for Mac uses t his new st andard form at for Word, PowerPoint , and Excel docum ent s—t hough you can st ill open and save docum ent s in t he Office 97- 2004 form at .

Un ive r sa l bin a r y. Microsoft com plet ely rewrot e Office 2008 as a universal binary program so it can t ake full advant age of bot h I nt el- and PowerPC- based Macs.

P3 .4 . Th e Ve r y Ba sics You'll find very lit t le j argon or nerd t erm inology in t his book. You will, however, encount er a few t erm s and concept s t hat you'll see frequent ly in your Macint osh life. They include:

Click in g. This book gives you t hree kinds of inst ruct ions t hat require you t o use t he m ouse or t rackpad at t ached t o your Mac. To click m eans t o point t he arrow cursor at som et hing onscreen and t hen—wit hout m oving t he cursor at all—t o press and release t he clicker but t on on t he m ouse ( or lapt op t rackpad) . To double- click, of course, m eans t o click t wice in rapid succession, again wit hout m oving t he cursor at all. And t o drag m eans t o m ove t he cursor while keeping t he but t on cont inuously pressed. - click som et hing, you click while pressing t he key ( next t o t he Space bar) . Such When you're t old t o relat ed procedures as Shift - clicking, Opt ion- clicking, and Cont rol- clicking work t he sam e way—j ust click while pressing t he corresponding key in t he lower corner of your keyboard.

Menus. The m enus are t he words in t he light ly shaded bar at t he t op of your screen. The m enu t it les are slight ly different in each of t he Office program s. You can eit her click one of t hese words t o open a pulldown m enu of com m ands ( and t hen click again on a com m and) , or click and hold t he but t on as you drag down t he m enu t o t he desired com m and ( and release t he but t on t o act ivat e t he com m and) . Eit her m et hod works fine.

Ke yboa r d sh or t cu t s.Every t im e you t ake your hand off t he keyboard t o m ove t he m ouse, you lose t im e and pot ent ially disrupt your creat ive flow. That 's why m any experienced Mac fans use keyst roke com binat ions inst ead of m enu com m ands wherever possible. - B, for exam ple, is a universal keyboard short cut for boldface t ype t hroughout Office 2008 ( as well as in m ost ot her Mac program s) . - P opens - S saves what ever docum ent you're current ly working in, and - M m inim izes t he t he Print dialog box, current window t o t he Dock. When you see a short cut like - W ( which closes t he current window) , it 's t elling you t o hold down t he key, and, while it 's down, t ype t he let t er W, and t hen release bot h keys.

Pop- u p bu t t on s. The t iny arrows beside m any of Office 2008's but t ons are easy t o overlook—but don't . Each one reveals a pop- up m enu of useful com m ands. For inst ance, t he arrow but t on next t o t he Undo but t on on t he St andard t oolbar let s you choose any num ber of act ions t o undo. Meanwhile, t he arrow next t o t he New but t on in Ent ourage let s you specify what kind of it em you want t o creat e—an appoint m ent for t he calendar, an address book ent ry, and so on.

Ch oice is good. Microsoft wouldn't be Microsoft if it didn't give you several ways t o t rigger a part icular

com m and. Sure enough, nearly everyt hing you could ever wish t o do in Office 2008 is accessible by a m enu com m and or by clicking a t oolbar but t on or by pressing a key com binat ion. Som e people prefer t he speed of keyboard short cut s; ot hers like t he sat isfact ion of a visual com m and array available in m enus or t oolbars.

One t hing's for sure, however: You're not expect ed t o m em orize all of t hese feat ures. I n fact , Microsoft 's own st udies indicat e t hat m ost people don't even know about 80 percent of it s program s' feat ures, let alone use t hem all. And t hat 's OK. Great novels, Pulit zer Prize–winning art icles, and successful business vent ures have all been launched by people who never got past Open and Save. On t he ot her hand, as you skim t his book, be aware t hat t he way you've been doing t hings in Word or Excel since 1998 m ay no longer be t he fast est or easiest . Every new keyst roke or t oolbar you add t o your repert oire m ay afford you m ore free t im e t o t each ancient Greek t o t hree- year- olds or st art your own hang- gliding club. As for t he program m ers in Redm ond, let t hem obsess about how m any different ways t hey can t hink of t o do t he sam e t hing. You're under no obligat ion t o t ry t hem all.

P3 .5 . Abou t Th is Book Office 2008 com es in a shiny, at t ract ive package adorned wit h a dist inct ive st ylized " O" logo. What you won't find inside, however, is a print ed m anual. To learn t his vast set of soft ware program s, you're expect ed t o rely on sam ple docum ent s in t he Proj ect Gallery, a PDF guide, and built - in help screens. Alt hough Office Help is det ailed and concise, you need t o know what you're looking for before you can find it . You can't m ark your place ( you lose your t rail in t he Help program every t im e you close an Office program ) , you can't underline or m ake m arginal not es, and, even wit h a lapt op, reading in bed or by firelight j ust isn't t he sam e. The purpose of t his book, t hen, is t o serve as t he m anual t hat should have accom panied Office 2008. Alt hough you m ay st ill t urn t o online help for t he answer t o a quick quest ion, t his book provides st ep- by- st ep inst ruct ions for all m aj or ( and m ost m inor) Office feat ures, including t hose t hat have always lurked in Office but you've never quit e underst ood. This print ed guide provides an overview of t he ways t his com prehensive soft ware package can m ake you act like a one- person, all- purpose office.

P3 .5 .1 . Abou t t h e Ou t lin e This book is divided int o five part s, each cont aining several chapt ers.

Part s 1 t hrough 4, W or d, En t ou r a ge , Ex ce l, and Pow e r Poin t , cover in det ail each of t he prim ary Office program s. Each part begins wit h an int roduct ory chapt er t hat covers t he basics. Addit ional chapt ers delve int o t he m ore advanced and less- frequent ly used feat ures.

Part 5, Office a s a W h ole, shows how t he program s work t oget her for even m ore product ivit y and creat ivit y. For exam ple, it covers t he Proj ect Gallery and Toolbox, t he graphics feat ures t hat work in all Office program s, how t o cust om ize Office's m enus and keyst rokes, and m ore.

Three appendixes await you at t he end of t he book: Appendix A offers guidance on inst alling, updat ing, and t roubleshoot ing t he soft ware; Appendix B explains t he Office online help syst em ; and Appendix C, " Office 2008: Menu by Menu" describes t he funct ion of each m enu com m and in each of t he four m aj or program s, wit h cross- references t o t he pages where t hese feat ures are discussed m ore com plet ely.

P3 .5 .2 . Abou t

Th e se

Ar r ow s

Throughout t his book, and t hroughout t he Missing Manual series, you'll find sent ences like t his one: " Open t he Syst em Libraries Font s folder." That 's short hand for a m uch longer inst ruct ion t hat direct s you t o open t hree nest ed folders in sequence. That inst ruct ion m ight read: " On your hard drive, you'll find a folder called Syst em . Open t hat . I nside t he Syst em folder window is a folder called Libraries. Open t hat . I nside t hat folder is yet anot her one called Font s. Double- click t o open it ." Sim ilarly, t his kind of arrow short hand helps t o sim plify t he business of choosing com m ands in m enus, as shown in Figure P3- 2 .

UP TO SPEED Office Up t o D a t e Writ ing com plex soft ware is never easy—and few com panies writ e m ore com plex soft ware t han Microsoft . I t 's also no wonder t hat few com panies issue m ore " Service Packs" and updat es t han Microsoft —wit h t he possible except ion of Apple. You'll do yourself a big favor by m aking sure t hat you have t he m ost updat ed versions of bot h Office 2008 and Mac OS X. To get t he lat est Office updat e, go t o www.m icrosoft .com / m ac and look under " Downloads" at t he t op of t he page. When you reach t he download page, follow t he onscreen inst ruct ions. Of course, you can avoid all t hat hassle if you wish. When you inst all Office 2008, it aut om at ically inst alls Microsoft 's Aut oUpdat e for Mac. Aft er t hat , your Mac will periodically check Microsoft 's Web sit e and prom pt you t o download t he lat est updat es t o your Office suit e. You can det erm ine how oft en you want t o " Check for Updat es" —daily, weekly, or " Check for Updat es" from any of t he Office program s. Or m ont hly—by choosing Help t urn on t he " Manually" radio but t on in t he Aut oUpdat e window. That way, Aut oUpdat e will run only when you choose Help " Check for Updat es" . Wit h t he help of Aut oUpdat e, you'll always have every updat e and fix t hat Microsoft m akes t o Office 2008.

Figu r e P3 - 2 . W h e n you r e a d " Ch oose Vie w Toolba r s D r a w in g" in a M issin g M a n u a l, t h a t m e a n s: " Click t h e Vie w m e n u t o ope n it ; click Toolba r s in t h a t m e n u ; ch oose D r a w in g in t h e r e su lt in g su bm e n u ." ( I f you r e a d " Ch oose Edit Pr e fe r e n ce s M a il t a b," t h a t m e a n s you sh ou ld click t h e t a b ca lle d M a il in t h e dia log box t h a t a ppe a r s.)

P3 .5 .3 . Abou t M issin gM a n u a ls.com At t he m issingm anuals.com Web sit e, you'll find news, art icles, and updat es t o t he books in t his series. But if you click t he nam e of t his book and t hen t he Errat a link, you'll find a unique resource: a list of correct ions and updat es t hat have been m ade in successive print ings of t his book. You can m ark im port ant correct ions right int o your own copy of t he book, if you like. I n fact , t he sam e Errat a page offers an invit at ion for you t o subm it such correct ions and updat es yourself. I n an effort t o keep t he book as up t o dat e and accurat e as possible, each t im e we print m ore copies of t his book, we'll m ake any confirm ed correct ions you've suggest ed. Thanks in advance for report ing any glit ches you find!

I n t he m eant im e, we'd love t o hear your own suggest ions for new books in t he Missing Manual line. There's a place for t hat on t he Web sit e, t oo, as well as a place t o sign up for free em ail not ificat ion of new t it les in t he series.

P3 .5 .4 . Sa fa r i® Book s On lin e When you see a Safari® Books Online icon on t he cover of your favorit e t echnology book, t hat m eans t he book is available online t hrough t he O'Reilly Net work Safari Bookshelf. Safari offers a solut ion t hat 's bet t er t han e- Books. I t 's a virt ual library t hat let s you easily search t housands of t op t ech books, cut and past e code sam ples, download chapt ers, and find quick answers when you need t he m ost accurat e, current inform at ion. Try it free at ht t p: / / safari.oreilly.com .

Pa r t I : W or d Chapt er 1 Chapt er 2 Chapt er 3 Chapt er 4 Chapt er 5 Chapt er 6 Chapt er 7 Chapt er 8 Chapt er 9

Ch a pt e r 1 . Ba sic W or d Pr oce ssin g Go ahead and skip t hese next few chapt ers. You don't need t hem . Aft er all, everyone knows how t o use Word t o t ype a let t er t o Mom , t ap out a report on t he Kom odo dragon, or clack out a recipe. But you can also use it t o chart t he Sweet Sixt een as t hey st ruggle t hrough March Madness, snap off a To Do list t hat 's as at t ract ive as it is helpful, or put t oget her a com pany newslet t er t hat get s you not iced. Word offers t he basic feat ures of a deskt op publisher, graphics ut ilit y, Dict aphone, and about a hundred ot her program s rolled int o one convenient —if som ewhat large—package. The next few chapt ers t each you how t o unwrap t hat package and put it t o good use. From t yping your first word t o form at t ing com plex layout s and creat ing t em plat es for m ass- producing your own favorit e docum ent s, t hese chapt ers will t each you everyt hing t hat you've ever want ed t o know about Word…and perhaps m ore. So, on second t hought , you bet t er not skip t hese chapt ers aft er all.

1 .1 . Cr e a t in g a n d Ope n in g D ocu m e n t s There are at least four ways t o creat e a new docum ent from scrat ch. They are as follows:

Choose File

Proj ect Gallery and click t he Word Docum ent icon, as described on t he next page.

Choose File

New Blank Docum ent .

Press

- N.

Click t he New Blank Docum ent but t on ( t he very first icon) on t he St andard t oolbar t hat appears j ust beneat h your m enu bar.

However you do it , t he result is a prist ine, em pt y docum ent , willing and able t o becom e your next not e t o self, pit hy serm on, or environm ent al im pact report .

T ip : I n fact , t his new docum ent isn't really em pt y at all. Behind t he scenes, it 's already loaded up wit h such set t ings as an aut om at ic font , m argin set t ings, st yle sheet s, and so on. I t inherit s t hese st art er set t ings from a special docum ent called t he Norm al t em plat e.You can read m uch m ore about Tem plat es on Sect ion 7.6.6 . For now, t hough, it 's enough t o know t hat you can m odify t he Norm al t em plat e so t hat each new docum ent you open aut om at ically has your own favorit e set t ings.

1 .1 .1 . Th e Pr oj e ct Ga lle r y The first t hing you see when you launch Word is t he Proj ect Gallery ( see Figure 1- 1) , where you choose t he kind of docum ent you'd like t o creat e.

Figu r e 1 - 1 . Th e Pr oj e ct Ga lle r y ope n s a u t om a t ica lly w h e n you fir st la u n ch W or d. W h e n you w ish t o ope n a n ot h e r n e w docu m e n t , j u st ope n t h e Pr oj e ct Ga lle r y a ga in by ch oosin g File Pr oj e ct Ga lle r y or pr e ssin g Sh ift - - P. Use t h e t h r e e bu t t on s in t h e u ppe r - le ft cor n e r t o sw it ch be t w e e n icon vie w , list vie w , a n d list vie w w it h pr e vie w .

The Proj ect Gallery is your ent ry point t o t he m any t ypes of docum ent s Office 2008 ( not j ust Word) is equipped t o handle. Your choices include brochures, spreadsheet s, and even em ail m essages. ( For m ore det ail, see Chapt er 18.)

When t he Proj ect Gallery opens, t he Word Docum ent icon is highlight ed, as shown in Figure 1- 1. I f you click New Open ( or press Ret urn or Ent er) now, a new blank Word docum ent opens, j ust as if you'd chosen File Blank Docum ent ( or pressed - N) . Opening any kind of docum ent in t he Proj ect Gallery works t he sam e way: Click t he list it em s in t he Cat egory list on t he left unt il you see t he desired t em plat e or docum ent t ype on t he right . Then double- click t he docum ent icon t o open it .

1 .1 .2 . Ope n in g D ocu m e n t s w it h t h e Ope n Com m a n d I f you're ent ering t he world of Word for t he purposes of edit ing an exist ing docum ent , j ust double- click t he docum ent in t he Finder ( or click it in t he Dock, if t hat 's where you st ashed it ) . I f you're already in Word, t hough, sim ply choose t he fast est of t he following opt ions:

Choose File

Open Recent and select a recent ly used file from t he list .

Click t he Recent t ab in t he Proj ect Gallery and double- click a recent ly used file in t he list .

Choose File

Press

Open.

- O.

Click t he second ( arrow- from - folder) icon on t he St andard t oolbar.

No m at t er which m et hod you use, Mac OS X's st andard Open box appears (Figure 1- 2) . I t has a colum n view, j ust like t he Mac OS X Finder, and a pop- up m enu t o m ake it easier t o access t he docum ent you seek. ( See Mac OS X: The Missing Manual for a com plet e list of Save and Open dialog box feat ures.) Once you've locat ed t he docum ent you want in t his dialog box, double- click t o open it .

Figu r e 1 - 2 . Th e fa st e st w a y t o u se M a c OS X's Ope n dia log box is t o t a k e a dva n t a ge of t h e folde r se le ct ion m e n u . I t list s t h e folde r s you 've be e n u sin g r e ce n t ly a s w e ll a s a qu ick w a y t o h op t o t h e de sk t op or you r H om e folde r . Be ca u se W or d 2 0 0 8 ca n ope n so m a n y diffe r e n t docu m e n t for m a t s, le a ve t h e En a ble pop- u p m e n u se t t o All D ocu m e n t s so you ca n t a k e , sa y, a pla in t e x t docu m e n t a n d ope n it in W or d—a n d t a k e a dva n t a ge of a ll W or d's pow e r fu l fe a t u r e s.

T ip : When you choose File Open, Word shows you t he cont ent s of t he folder you last opened. But if you keep all your Word files in one folder, you m ight rat her see t hat list of files when you use t he Open com m and.To m ake it so, Preferences. Click t he File Locat ions but t on ( in t he bot t om row) , t hen Docum ent s, and t hen Modify. choose Word Open Navigat e t o and highlight t he folder you use m ost oft en, and t hen click Choose. From now on, choosing File aut om at ically uses your favorit e st art ing folder.

I n addit ion, Microsoft has added t he following special feat ures of it s own t o t he Open dialog box:

En a ble. Use t his pop- up m enu ( at t he t op of t he Open dialog box) t o choose which kinds of docum ent s you want t o see. The set t ing " All Readable Docum ent s" let s t he Open dialog box display any possible docum ent on your Mac t hat you can open in Word—not j ust Microsoft Office docum ent s, but t ext files, JPEG graphics, HTML Web page docum ent s, and so on. I f you know t hat t he docum ent you're seeking is of a cert ain t ype, you m ight save t im e by t elling Word t o show only t hose choices ( ot her kinds of docum ent s are " grayed out ." ) No need t o wast e t im e browsing t hrough, say, HTML files when you're looking for an RTF docum ent .

T ip : Don't m iss t he " Recover t ext from any file" opt ion list ed in t his pop- up m enu; it 's a spect acular t ool. I t let s you ext ract recognizable t ext from any file and place it int o a new window. I t was int ended t o rescue usable prose from a corrupt ed Word docum ent , of course, but it m eans what it says: any file.

Folde r Se le ct ion M e n u. The pop- up m enu underneat h t he Enable pop- up m enu let s you quickly select a folder. You m ay t hen browse it s cont ent s in t he cent er panel. This list includes t he folders t hat you've recent ly visit ed—handy st uff for accessing com m only used folders.

Ope n. This pop- up m enu let s you choose one of t he t hree different ways Word can open t he sam e docum ent . Or igin a l opens t he docum ent it self; Copy opens a copy, leaving t he original unt ouched; and Re a d- On ly opens t he docum ent but doesn't let you m ake changes t o it . Most of t he t im e, you'll open t he original and get t o work. But opening a copy is a convenient way of leaving an elect ronic paper t rail of your work. No m at t er how m any changes you m ake or how badly you m ess up a docum ent , you st ill have an unsullied copy saved on your Mac. To save changes you've m ade t o a Read- Only docum ent , you have t o save it under a different t it le by choosing File Save As ( or j ust at t em pt t o save your changes and Word will guide you t o t he Save As dialog box) .

Vie w Bu t t on s. The t wo List View and Colum n View but t ons at t he t op left of t he Open dialogue box swit ch t he view from t he list t o t he vert ical dividers, as shown in Figure 1- 3. Clicking t he list icon displays t he folders and docum ent s in t he select ed locat ion. Click t he flippy t riangle t o view a folder's cont ent s, which will be displayed below and indent ed from t he folder ( j ust like t he list view in Finder windows) . Clicking on t he t hree- pane colum n icon displays t he files in m ult iple panels. I n t his view ( j ust like t he Colum n view in Finder windows) , clicking on a folder in t he one panel displays it s cont ent s in a panel t o t he right . Colum n view is bet t er for diving t hrough swarm s of nest ed folders, while list view let s you see m ore inform at ion about each file.

GEM I N TH E ROUGH I n Se a r ch of File s The Open dialog box offers a st ream lined m eans of t raveling direct ly t o t he docum ent you want t o open—assum ing you rem em ber where you st ored it . Unt il Word 2004, t he Open dialog box offered a powerful but som ewhat clunky Find File feat ure t hat searched your Mac for Word files cont aining cert ain propert ies or even keywords. Microsoft has consigned Find File t o t he feat ure graveyard, probably because t here's a m uch m ore elegant search syst em built right int o Mac OS X—Spot light . Click t he lit t le m agnifying- glass icon at t he right end of your m enu bar ( or press Space bar) t o open t he Spot light search box. Type a port ion of t he file nam e you're searching for. As you do, t he m enu expands below, showing all t he result s Spot light can find t hat m at ch what you've t yped so far. The m ore you t ype, t he m ore refined your search becom es. Spot light act ually searches not only file nam es, but t he file cont ent s—t he words wit hin t hose files. The Spot light result s m enu list s it em s by cat egory—docum ent s, folders, im ages, and so on—and highlight s one Top Hit at t he t op of t he list t hat is it s best guess at what you're looking for. I f you see t he obj ect of your search, click it t o open it . I f Spot light 's Top Hit is indeed what you're searching for, inst ead of reaching for t he m ouse, press - Ret urn t o open t hat file. I f you don't see your longed- for file, click Show All t o open Spot light 's det ailed result s window. Here you can group and sort t hose result s by various crit eria, choose which t im efram e t o look at , and det erm ine which drive t o

search t hrough if you have m ult iple hard drives. The Spot light m enu isn't t he only way t o find files on your Mac. Click t he Finder icon Find or press - F. Doing so opens t he Search on t he Dock and t hen choose File dialog box, prepared t o search anywhere on your com put er for any kind of file creat ed at any dat e. To find a file, t ype t he port ion of t he file nam e you rem em ber int o t he t ext ent ry box at t he t op. As you t ype, t he Mac searches ( it 's act ually Spot light at work behind t he scenes) and displays a list of all files t hat m at ch your search t erm , in a neat ly cat egorized list . I f, inst ead of searching your whole com put er, you want t o t arget your search, you can use t he but t ons at t he t op of t he Search window—Servers, Com put er, Hom e, Ot hers—t o rest rict Spot light 's sleut hing t o cert ain areas. Likewise, you can use t he next rows of crit eria but t ons t o inst ruct Spot light what t o search for. The but t ons for Kind and Last Opened which appear t he first t im e you use t he Search window, are j ust t he t ip of a very large iceberg of m ore t han 125 diverse search crit eria—everyt hing from em ail recipient s t o file ext ensions t o t he exposure set t ing of t he cam era used t o t ake a phot ograph. Add or rem ove crit eria by using t he + or - but t ons in each row. The foregoing serves as a very brief int roduct ion t o t he wonders of Spot light . For t he full st ory, check out an ent ire chapt er about Spot light in Mac OS X: The Missing Manual by David Pogue.

N e w Folde r. You guessed it —creat es a new folder in t he select ed locat ion. For exam ple, you know you want t o save your docum ent int o a folder called Resum es08 in your Job Search folder…but you don't have a folder called Resum es08. No problem . Navigat e t o t he Job Search folder and click t he New Folder but t on. Type t he new folder's nam e in t he lit t le dialog box t hat appears, and click Creat e t o forge t he folder.

Figu r e 1 - 3 . You ca n ch a n ge t h e w a y you n a viga t e t h e Ope n dia log box by click in g t h e List Vie w a n d Colu m n Vie w bu t t on s. Th e list vie w displa ys t h e con t e n t s of folde r s be low t h e se le ct e d folde r s, w h ile colu m n vie w h a s t w o or m or e pa n e ls. W h e n you click a folde r in on e colu m n , it s con t e n t s a r e displa ye d in t h e colu m n t o t h e r igh t .

1 .1 .3 . Re t u r n in g t o Fa vor it e D ocu m e n t s Like m ost people, you probably work wit h t he sam e docum ent s and t em plat es over and over again. Word knows t hat and offers t hree short cut s t o ret rieving files you've used recent ly or you int end t o use frequent ly.

1 .1 .3 .1 . Th e Re ce n t file s list You'll find a list of recent ly opened Word docum ent s when you choose File Open Recent . Just choose a file nam e t o open t he corresponding docum ent , wherever it m ay be on your m achine. ( That is, unless it 's no longer on your m achine, or you've m oved it from t he locat ion where you last saved it , in which case you get only a cheerful error m essage.)

T ip : You cont rol how m any docum ent s are list ed here by choosing Word Preferences General. Set t he " Recent ly used file list " num ber t o 0 if you don't want Word t o t rack your files at all, or 99 for m axim um t racking.

1 .1 .3 .2 . Th e Pr oj e ct Ga lle r y Choose File Proj ect Gallery and click t he Recent t ab t o see a long list of recent ly used Office files. You can narrow your choices t o only Word docum ent s by using t he Show pop- up m enu near t he bot t om . The Proj ect Gallery's m em ory for recent ly used files can be long indeed; it can recall t he last 999 Office files you've worked on. Click t he Set t ings t ab and adj ust t he num ber in t he box m arked " Show t his num ber of recent ly opened files."

FREQUEN TLY ASKED QUESTI ON Pu r gin g t h e Re ce n t List I 'm not so sure I want m y boss ( boyfriend, children) seeing which files I 've been working on recent ly. I s t here any way t o delet e t he docum ent nam es list ed in t he File m enu? You should have t hought of t hat before you creat ed t hose docum ent s! However, Word is cert ainly willing t o help you wit h your covert ops. Open any Word docum ent . Choose Word Preferences General. Turn off t he checkbox for " Track recent ly opened docum ent s" and press Ret urn. The list of nam es in t he File Open Recent m enu disappears, and Word st ops rem em bering t hem . Rem oving j ust t he current collect ion of recent files is m uch easier: choose File Open Recent Clear Recent . Word expunges all references t o your recent ly used files. I t st art s rem em bering again from t his point on—but t hat last em barrassing bat ch rem ains oblit erat ed. Of course, you can avoid t he whole m essy issue by living your com put er life as if you have not hing t o hide.

1 .1 .3 .3 . Th e W or k m e n u Word's Work m enu is a vest igial appendage left over from when it was difficult t o file frequent ly used docum ent s for easy ret rieval—before t he Mac OS X Dock, Sidebar, and Deskt op icons m ade it sim ple. You can use t his m enu t o st ore your current proj ect files, book out lines, invoice t em plat es, and so on for easy access, but t he Work m enu isn't even in t he sam e organizat ional ballpark as Office 2008's Proj ect Cent er, which aut om at ically com piles a folder of all Office files relat ed t o a specific proj ect —not j ust Word docum ent s. ( For m ore inform at ion on t he Proj ect Cent er, see Chapt er 11.) The Work m enu st ill works and it 's easy t o add it em s t o it . The problem is, it 's difficult and confusing t o rem ove Add t o it em s from t he m enu. To add a Word docum ent t o t he Work m enu, save it , and t hen choose Work Work Menu. Now click t he Work m enu; t he nam e of your docum ent appears, ready for opening j ust by choosing it s nam e. You can only rem ove a docum ent from t he Work m enu t he way you'd rem ove any Word m enu com m and— see Sect ion 20.4 for inst ruct ions.

Pa r t I : W or d Chapt er 1 Chapt er 2 Chapt er 3 Chapt er 4 Chapt er 5 Chapt er 6 Chapt er 7 Chapt er 8 Chapt er 9

Ch a pt e r 1 . Ba sic W or d Pr oce ssin g Go ahead and skip t hese next few chapt ers. You don't need t hem . Aft er all, everyone knows how t o use Word t o t ype a let t er t o Mom , t ap out a report on t he Kom odo dragon, or clack out a recipe. But you can also use it t o chart t he Sweet Sixt een as t hey st ruggle t hrough March Madness, snap off a To Do list t hat 's as at t ract ive as it is helpful, or put t oget her a com pany newslet t er t hat get s you not iced. Word offers t he basic feat ures of a deskt op publisher, graphics ut ilit y, Dict aphone, and about a hundred ot her program s rolled int o one convenient —if som ewhat large—package. The next few chapt ers t each you how t o unwrap t hat package and put it t o good use. From t yping your first word t o form at t ing com plex layout s and creat ing t em plat es for m ass- producing your own favorit e docum ent s, t hese chapt ers will t each you everyt hing t hat you've ever want ed t o know about Word…and perhaps m ore. So, on second t hought , you bet t er not skip t hese chapt ers aft er all.

1 .1 . Cr e a t in g a n d Ope n in g D ocu m e n t s There are at least four ways t o creat e a new docum ent from scrat ch. They are as follows:

Choose File

Proj ect Gallery and click t he Word Docum ent icon, as described on t he next page.

Choose File

New Blank Docum ent .

Press

- N.

Click t he New Blank Docum ent but t on ( t he very first icon) on t he St andard t oolbar t hat appears j ust beneat h your m enu bar.

However you do it , t he result is a prist ine, em pt y docum ent , willing and able t o becom e your next not e t o self, pit hy serm on, or environm ent al im pact report .

T ip : I n fact , t his new docum ent isn't really em pt y at all. Behind t he scenes, it 's already loaded up wit h such set t ings as an aut om at ic font , m argin set t ings, st yle sheet s, and so on. I t inherit s t hese st art er set t ings from a special docum ent called t he Norm al t em plat e.You can read m uch m ore about Tem plat es on Sect ion 7.6.6 . For now, t hough, it 's enough t o know t hat you can m odify t he Norm al t em plat e so t hat each new docum ent you open aut om at ically has your own favorit e set t ings.

1 .1 .1 . Th e Pr oj e ct Ga lle r y The first t hing you see when you launch Word is t he Proj ect Gallery ( see Figure 1- 1) , where you choose t he kind of docum ent you'd like t o creat e.

Figu r e 1 - 1 . Th e Pr oj e ct Ga lle r y ope n s a u t om a t ica lly w h e n you fir st la u n ch W or d. W h e n you w ish t o ope n a n ot h e r n e w docu m e n t , j u st ope n t h e Pr oj e ct Ga lle r y a ga in by ch oosin g File Pr oj e ct Ga lle r y or pr e ssin g Sh ift - - P. Use t h e t h r e e bu t t on s in t h e u ppe r - le ft cor n e r t o sw it ch be t w e e n icon vie w , list vie w , a n d list vie w w it h pr e vie w .

The Proj ect Gallery is your ent ry point t o t he m any t ypes of docum ent s Office 2008 ( not j ust Word) is equipped t o handle. Your choices include brochures, spreadsheet s, and even em ail m essages. ( For m ore det ail, see Chapt er 18.)

When t he Proj ect Gallery opens, t he Word Docum ent icon is highlight ed, as shown in Figure 1- 1. I f you click New Open ( or press Ret urn or Ent er) now, a new blank Word docum ent opens, j ust as if you'd chosen File Blank Docum ent ( or pressed - N) . Opening any kind of docum ent in t he Proj ect Gallery works t he sam e way: Click t he list it em s in t he Cat egory list on t he left unt il you see t he desired t em plat e or docum ent t ype on t he right . Then double- click t he docum ent icon t o open it .

1 .1 .2 . Ope n in g D ocu m e n t s w it h t h e Ope n Com m a n d I f you're ent ering t he world of Word for t he purposes of edit ing an exist ing docum ent , j ust double- click t he docum ent in t he Finder ( or click it in t he Dock, if t hat 's where you st ashed it ) . I f you're already in Word, t hough, sim ply choose t he fast est of t he following opt ions:

Choose File

Open Recent and select a recent ly used file from t he list .

Click t he Recent t ab in t he Proj ect Gallery and double- click a recent ly used file in t he list .

Choose File

Press

Open.

- O.

Click t he second ( arrow- from - folder) icon on t he St andard t oolbar.

No m at t er which m et hod you use, Mac OS X's st andard Open box appears (Figure 1- 2) . I t has a colum n view, j ust like t he Mac OS X Finder, and a pop- up m enu t o m ake it easier t o access t he docum ent you seek. ( See Mac OS X: The Missing Manual for a com plet e list of Save and Open dialog box feat ures.) Once you've locat ed t he docum ent you want in t his dialog box, double- click t o open it .

Figu r e 1 - 2 . Th e fa st e st w a y t o u se M a c OS X's Ope n dia log box is t o t a k e a dva n t a ge of t h e folde r se le ct ion m e n u . I t list s t h e folde r s you 've be e n u sin g r e ce n t ly a s w e ll a s a qu ick w a y t o h op t o t h e de sk t op or you r H om e folde r . Be ca u se W or d 2 0 0 8 ca n ope n so m a n y diffe r e n t docu m e n t for m a t s, le a ve t h e En a ble pop- u p m e n u se t t o All D ocu m e n t s so you ca n t a k e , sa y, a pla in t e x t docu m e n t a n d ope n it in W or d—a n d t a k e a dva n t a ge of a ll W or d's pow e r fu l fe a t u r e s.

T ip : When you choose File Open, Word shows you t he cont ent s of t he folder you last opened. But if you keep all your Word files in one folder, you m ight rat her see t hat list of files when you use t he Open com m and.To m ake it so, Preferences. Click t he File Locat ions but t on ( in t he bot t om row) , t hen Docum ent s, and t hen Modify. choose Word Open Navigat e t o and highlight t he folder you use m ost oft en, and t hen click Choose. From now on, choosing File aut om at ically uses your favorit e st art ing folder.

I n addit ion, Microsoft has added t he following special feat ures of it s own t o t he Open dialog box:

En a ble. Use t his pop- up m enu ( at t he t op of t he Open dialog box) t o choose which kinds of docum ent s you want t o see. The set t ing " All Readable Docum ent s" let s t he Open dialog box display any possible docum ent on your Mac t hat you can open in Word—not j ust Microsoft Office docum ent s, but t ext files, JPEG graphics, HTML Web page docum ent s, and so on. I f you know t hat t he docum ent you're seeking is of a cert ain t ype, you m ight save t im e by t elling Word t o show only t hose choices ( ot her kinds of docum ent s are " grayed out ." ) No need t o wast e t im e browsing t hrough, say, HTML files when you're looking for an RTF docum ent .

T ip : Don't m iss t he " Recover t ext from any file" opt ion list ed in t his pop- up m enu; it 's a spect acular t ool. I t let s you ext ract recognizable t ext from any file and place it int o a new window. I t was int ended t o rescue usable prose from a corrupt ed Word docum ent , of course, but it m eans what it says: any file.

Folde r Se le ct ion M e n u. The pop- up m enu underneat h t he Enable pop- up m enu let s you quickly select a folder. You m ay t hen browse it s cont ent s in t he cent er panel. This list includes t he folders t hat you've recent ly visit ed—handy st uff for accessing com m only used folders.

Ope n. This pop- up m enu let s you choose one of t he t hree different ways Word can open t he sam e docum ent . Or igin a l opens t he docum ent it self; Copy opens a copy, leaving t he original unt ouched; and Re a d- On ly opens t he docum ent but doesn't let you m ake changes t o it . Most of t he t im e, you'll open t he original and get t o work. But opening a copy is a convenient way of leaving an elect ronic paper t rail of your work. No m at t er how m any changes you m ake or how badly you m ess up a docum ent , you st ill have an unsullied copy saved on your Mac. To save changes you've m ade t o a Read- Only docum ent , you have t o save it under a different t it le by choosing File Save As ( or j ust at t em pt t o save your changes and Word will guide you t o t he Save As dialog box) .

Vie w Bu t t on s. The t wo List View and Colum n View but t ons at t he t op left of t he Open dialogue box swit ch t he view from t he list t o t he vert ical dividers, as shown in Figure 1- 3. Clicking t he list icon displays t he folders and docum ent s in t he select ed locat ion. Click t he flippy t riangle t o view a folder's cont ent s, which will be displayed below and indent ed from t he folder ( j ust like t he list view in Finder windows) . Clicking on t he t hree- pane colum n icon displays t he files in m ult iple panels. I n t his view ( j ust like t he Colum n view in Finder windows) , clicking on a folder in t he one panel displays it s cont ent s in a panel t o t he right . Colum n view is bet t er for diving t hrough swarm s of nest ed folders, while list view let s you see m ore inform at ion about each file.

GEM I N TH E ROUGH I n Se a r ch of File s The Open dialog box offers a st ream lined m eans of t raveling direct ly t o t he docum ent you want t o open—assum ing you rem em ber where you st ored it . Unt il Word 2004, t he Open dialog box offered a powerful but som ewhat clunky Find File feat ure t hat searched your Mac for Word files cont aining cert ain propert ies or even keywords. Microsoft has consigned Find File t o t he feat ure graveyard, probably because t here's a m uch m ore elegant search syst em built right int o Mac OS X—Spot light . Click t he lit t le m agnifying- glass icon at t he right end of your m enu bar ( or press Space bar) t o open t he Spot light search box. Type a port ion of t he file nam e you're searching for. As you do, t he m enu expands below, showing all t he result s Spot light can find t hat m at ch what you've t yped so far. The m ore you t ype, t he m ore refined your search becom es. Spot light act ually searches not only file nam es, but t he file cont ent s—t he words wit hin t hose files. The Spot light result s m enu list s it em s by cat egory—docum ent s, folders, im ages, and so on—and highlight s one Top Hit at t he t op of t he list t hat is it s best guess at what you're looking for. I f you see t he obj ect of your search, click it t o open it . I f Spot light 's Top Hit is indeed what you're searching for, inst ead of reaching for t he m ouse, press - Ret urn t o open t hat file. I f you don't see your longed- for file, click Show All t o open Spot light 's det ailed result s window. Here you can group and sort t hose result s by various crit eria, choose which t im efram e t o look at , and det erm ine which drive t o

search t hrough if you have m ult iple hard drives. The Spot light m enu isn't t he only way t o find files on your Mac. Click t he Finder icon Find or press - F. Doing so opens t he Search on t he Dock and t hen choose File dialog box, prepared t o search anywhere on your com put er for any kind of file creat ed at any dat e. To find a file, t ype t he port ion of t he file nam e you rem em ber int o t he t ext ent ry box at t he t op. As you t ype, t he Mac searches ( it 's act ually Spot light at work behind t he scenes) and displays a list of all files t hat m at ch your search t erm , in a neat ly cat egorized list . I f, inst ead of searching your whole com put er, you want t o t arget your search, you can use t he but t ons at t he t op of t he Search window—Servers, Com put er, Hom e, Ot hers—t o rest rict Spot light 's sleut hing t o cert ain areas. Likewise, you can use t he next rows of crit eria but t ons t o inst ruct Spot light what t o search for. The but t ons for Kind and Last Opened which appear t he first t im e you use t he Search window, are j ust t he t ip of a very large iceberg of m ore t han 125 diverse search crit eria—everyt hing from em ail recipient s t o file ext ensions t o t he exposure set t ing of t he cam era used t o t ake a phot ograph. Add or rem ove crit eria by using t he + or - but t ons in each row. The foregoing serves as a very brief int roduct ion t o t he wonders of Spot light . For t he full st ory, check out an ent ire chapt er about Spot light in Mac OS X: The Missing Manual by David Pogue.

N e w Folde r. You guessed it —creat es a new folder in t he select ed locat ion. For exam ple, you know you want t o save your docum ent int o a folder called Resum es08 in your Job Search folder…but you don't have a folder called Resum es08. No problem . Navigat e t o t he Job Search folder and click t he New Folder but t on. Type t he new folder's nam e in t he lit t le dialog box t hat appears, and click Creat e t o forge t he folder.

Figu r e 1 - 3 . You ca n ch a n ge t h e w a y you n a viga t e t h e Ope n dia log box by click in g t h e List Vie w a n d Colu m n Vie w bu t t on s. Th e list vie w displa ys t h e con t e n t s of folde r s be low t h e se le ct e d folde r s, w h ile colu m n vie w h a s t w o or m or e pa n e ls. W h e n you click a folde r in on e colu m n , it s con t e n t s a r e displa ye d in t h e colu m n t o t h e r igh t .

1 .1 .3 . Re t u r n in g t o Fa vor it e D ocu m e n t s Like m ost people, you probably work wit h t he sam e docum ent s and t em plat es over and over again. Word knows t hat and offers t hree short cut s t o ret rieving files you've used recent ly or you int end t o use frequent ly.

1 .1 .3 .1 . Th e Re ce n t file s list You'll find a list of recent ly opened Word docum ent s when you choose File Open Recent . Just choose a file nam e t o open t he corresponding docum ent , wherever it m ay be on your m achine. ( That is, unless it 's no longer on your m achine, or you've m oved it from t he locat ion where you last saved it , in which case you get only a cheerful error m essage.)

T ip : You cont rol how m any docum ent s are list ed here by choosing Word Preferences General. Set t he " Recent ly used file list " num ber t o 0 if you don't want Word t o t rack your files at all, or 99 for m axim um t racking.

1 .1 .3 .2 . Th e Pr oj e ct Ga lle r y Choose File Proj ect Gallery and click t he Recent t ab t o see a long list of recent ly used Office files. You can narrow your choices t o only Word docum ent s by using t he Show pop- up m enu near t he bot t om . The Proj ect Gallery's m em ory for recent ly used files can be long indeed; it can recall t he last 999 Office files you've worked on. Click t he Set t ings t ab and adj ust t he num ber in t he box m arked " Show t his num ber of recent ly opened files."

FREQUEN TLY ASKED QUESTI ON Pu r gin g t h e Re ce n t List I 'm not so sure I want m y boss ( boyfriend, children) seeing which files I 've been working on recent ly. I s t here any way t o delet e t he docum ent nam es list ed in t he File m enu? You should have t hought of t hat before you creat ed t hose docum ent s! However, Word is cert ainly willing t o help you wit h your covert ops. Open any Word docum ent . Choose Word Preferences General. Turn off t he checkbox for " Track recent ly opened docum ent s" and press Ret urn. The list of nam es in t he File Open Recent m enu disappears, and Word st ops rem em bering t hem . Rem oving j ust t he current collect ion of recent files is m uch easier: choose File Open Recent Clear Recent . Word expunges all references t o your recent ly used files. I t st art s rem em bering again from t his point on—but t hat last em barrassing bat ch rem ains oblit erat ed. Of course, you can avoid t he whole m essy issue by living your com put er life as if you have not hing t o hide.

1 .1 .3 .3 . Th e W or k m e n u Word's Work m enu is a vest igial appendage left over from when it was difficult t o file frequent ly used docum ent s for easy ret rieval—before t he Mac OS X Dock, Sidebar, and Deskt op icons m ade it sim ple. You can use t his m enu t o st ore your current proj ect files, book out lines, invoice t em plat es, and so on for easy access, but t he Work m enu isn't even in t he sam e organizat ional ballpark as Office 2008's Proj ect Cent er, which aut om at ically com piles a folder of all Office files relat ed t o a specific proj ect —not j ust Word docum ent s. ( For m ore inform at ion on t he Proj ect Cent er, see Chapt er 11.) The Work m enu st ill works and it 's easy t o add it em s t o it . The problem is, it 's difficult and confusing t o rem ove Add t o it em s from t he m enu. To add a Word docum ent t o t he Work m enu, save it , and t hen choose Work Work Menu. Now click t he Work m enu; t he nam e of your docum ent appears, ready for opening j ust by choosing it s nam e. You can only rem ove a docum ent from t he Work m enu t he way you'd rem ove any Word m enu com m and— see Sect ion 20.4 for inst ruct ions.

Pa r t I : W or d Chapt er 1 Chapt er 2 Chapt er 3 Chapt er 4 Chapt er 5 Chapt er 6 Chapt er 7 Chapt er 8 Chapt er 9

Ch a pt e r 1 . Ba sic W or d Pr oce ssin g Go ahead and skip t hese next few chapt ers. You don't need t hem . Aft er all, everyone knows how t o use Word t o t ype a let t er t o Mom , t ap out a report on t he Kom odo dragon, or clack out a recipe. But you can also use it t o chart t he Sweet Sixt een as t hey st ruggle t hrough March Madness, snap off a To Do list t hat 's as at t ract ive as it is helpful, or put t oget her a com pany newslet t er t hat get s you not iced. Word offers t he basic feat ures of a deskt op publisher, graphics ut ilit y, Dict aphone, and about a hundred ot her program s rolled int o one convenient —if som ewhat large—package. The next few chapt ers t each you how t o unwrap t hat package and put it t o good use. From t yping your first word t o form at t ing com plex layout s and creat ing t em plat es for m ass- producing your own favorit e docum ent s, t hese chapt ers will t each you everyt hing t hat you've ever want ed t o know about Word…and perhaps m ore. So, on second t hought , you bet t er not skip t hese chapt ers aft er all.

1 .1 . Cr e a t in g a n d Ope n in g D ocu m e n t s There are at least four ways t o creat e a new docum ent from scrat ch. They are as follows:

Choose File

Proj ect Gallery and click t he Word Docum ent icon, as described on t he next page.

Choose File

New Blank Docum ent .

Press

- N.

Click t he New Blank Docum ent but t on ( t he very first icon) on t he St andard t oolbar t hat appears j ust beneat h your m enu bar.

However you do it , t he result is a prist ine, em pt y docum ent , willing and able t o becom e your next not e t o self, pit hy serm on, or environm ent al im pact report .

T ip : I n fact , t his new docum ent isn't really em pt y at all. Behind t he scenes, it 's already loaded up wit h such set t ings as an aut om at ic font , m argin set t ings, st yle sheet s, and so on. I t inherit s t hese st art er set t ings from a special docum ent called t he Norm al t em plat e.You can read m uch m ore about Tem plat es on Sect ion 7.6.6 . For now, t hough, it 's enough t o know t hat you can m odify t he Norm al t em plat e so t hat each new docum ent you open aut om at ically has your own favorit e set t ings.

1 .1 .1 . Th e Pr oj e ct Ga lle r y The first t hing you see when you launch Word is t he Proj ect Gallery ( see Figure 1- 1) , where you choose t he kind of docum ent you'd like t o creat e.

Figu r e 1 - 1 . Th e Pr oj e ct Ga lle r y ope n s a u t om a t ica lly w h e n you fir st la u n ch W or d. W h e n you w ish t o ope n a n ot h e r n e w docu m e n t , j u st ope n t h e Pr oj e ct Ga lle r y a ga in by ch oosin g File Pr oj e ct Ga lle r y or pr e ssin g Sh ift - - P. Use t h e t h r e e bu t t on s in t h e u ppe r - le ft cor n e r t o sw it ch be t w e e n icon vie w , list vie w , a n d list vie w w it h pr e vie w .

The Proj ect Gallery is your ent ry point t o t he m any t ypes of docum ent s Office 2008 ( not j ust Word) is equipped t o handle. Your choices include brochures, spreadsheet s, and even em ail m essages. ( For m ore det ail, see Chapt er 18.)

When t he Proj ect Gallery opens, t he Word Docum ent icon is highlight ed, as shown in Figure 1- 1. I f you click New Open ( or press Ret urn or Ent er) now, a new blank Word docum ent opens, j ust as if you'd chosen File Blank Docum ent ( or pressed - N) . Opening any kind of docum ent in t he Proj ect Gallery works t he sam e way: Click t he list it em s in t he Cat egory list on t he left unt il you see t he desired t em plat e or docum ent t ype on t he right . Then double- click t he docum ent icon t o open it .

1 .1 .2 . Ope n in g D ocu m e n t s w it h t h e Ope n Com m a n d I f you're ent ering t he world of Word for t he purposes of edit ing an exist ing docum ent , j ust double- click t he docum ent in t he Finder ( or click it in t he Dock, if t hat 's where you st ashed it ) . I f you're already in Word, t hough, sim ply choose t he fast est of t he following opt ions:

Choose File

Open Recent and select a recent ly used file from t he list .

Click t he Recent t ab in t he Proj ect Gallery and double- click a recent ly used file in t he list .

Choose File

Press

Open.

- O.

Click t he second ( arrow- from - folder) icon on t he St andard t oolbar.

No m at t er which m et hod you use, Mac OS X's st andard Open box appears (Figure 1- 2) . I t has a colum n view, j ust like t he Mac OS X Finder, and a pop- up m enu t o m ake it easier t o access t he docum ent you seek. ( See Mac OS X: The Missing Manual for a com plet e list of Save and Open dialog box feat ures.) Once you've locat ed t he docum ent you want in t his dialog box, double- click t o open it .

Figu r e 1 - 2 . Th e fa st e st w a y t o u se M a c OS X's Ope n dia log box is t o t a k e a dva n t a ge of t h e folde r se le ct ion m e n u . I t list s t h e folde r s you 've be e n u sin g r e ce n t ly a s w e ll a s a qu ick w a y t o h op t o t h e de sk t op or you r H om e folde r . Be ca u se W or d 2 0 0 8 ca n ope n so m a n y diffe r e n t docu m e n t for m a t s, le a ve t h e En a ble pop- u p m e n u se t t o All D ocu m e n t s so you ca n t a k e , sa y, a pla in t e x t docu m e n t a n d ope n it in W or d—a n d t a k e a dva n t a ge of a ll W or d's pow e r fu l fe a t u r e s.

T ip : When you choose File Open, Word shows you t he cont ent s of t he folder you last opened. But if you keep all your Word files in one folder, you m ight rat her see t hat list of files when you use t he Open com m and.To m ake it so, Preferences. Click t he File Locat ions but t on ( in t he bot t om row) , t hen Docum ent s, and t hen Modify. choose Word Open Navigat e t o and highlight t he folder you use m ost oft en, and t hen click Choose. From now on, choosing File aut om at ically uses your favorit e st art ing folder.

I n addit ion, Microsoft has added t he following special feat ures of it s own t o t he Open dialog box:

En a ble. Use t his pop- up m enu ( at t he t op of t he Open dialog box) t o choose which kinds of docum ent s you want t o see. The set t ing " All Readable Docum ent s" let s t he Open dialog box display any possible docum ent on your Mac t hat you can open in Word—not j ust Microsoft Office docum ent s, but t ext files, JPEG graphics, HTML Web page docum ent s, and so on. I f you know t hat t he docum ent you're seeking is of a cert ain t ype, you m ight save t im e by t elling Word t o show only t hose choices ( ot her kinds of docum ent s are " grayed out ." ) No need t o wast e t im e browsing t hrough, say, HTML files when you're looking for an RTF docum ent .

T ip : Don't m iss t he " Recover t ext from any file" opt ion list ed in t his pop- up m enu; it 's a spect acular t ool. I t let s you ext ract recognizable t ext from any file and place it int o a new window. I t was int ended t o rescue usable prose from a corrupt ed Word docum ent , of course, but it m eans what it says: any file.

Folde r Se le ct ion M e n u. The pop- up m enu underneat h t he Enable pop- up m enu let s you quickly select a folder. You m ay t hen browse it s cont ent s in t he cent er panel. This list includes t he folders t hat you've recent ly visit ed—handy st uff for accessing com m only used folders.

Ope n. This pop- up m enu let s you choose one of t he t hree different ways Word can open t he sam e docum ent . Or igin a l opens t he docum ent it self; Copy opens a copy, leaving t he original unt ouched; and Re a d- On ly opens t he docum ent but doesn't let you m ake changes t o it . Most of t he t im e, you'll open t he original and get t o work. But opening a copy is a convenient way of leaving an elect ronic paper t rail of your work. No m at t er how m any changes you m ake or how badly you m ess up a docum ent , you st ill have an unsullied copy saved on your Mac. To save changes you've m ade t o a Read- Only docum ent , you have t o save it under a different t it le by choosing File Save As ( or j ust at t em pt t o save your changes and Word will guide you t o t he Save As dialog box) .

Vie w Bu t t on s. The t wo List View and Colum n View but t ons at t he t op left of t he Open dialogue box swit ch t he view from t he list t o t he vert ical dividers, as shown in Figure 1- 3. Clicking t he list icon displays t he folders and docum ent s in t he select ed locat ion. Click t he flippy t riangle t o view a folder's cont ent s, which will be displayed below and indent ed from t he folder ( j ust like t he list view in Finder windows) . Clicking on t he t hree- pane colum n icon displays t he files in m ult iple panels. I n t his view ( j ust like t he Colum n view in Finder windows) , clicking on a folder in t he one panel displays it s cont ent s in a panel t o t he right . Colum n view is bet t er for diving t hrough swarm s of nest ed folders, while list view let s you see m ore inform at ion about each file.

GEM I N TH E ROUGH I n Se a r ch of File s The Open dialog box offers a st ream lined m eans of t raveling direct ly t o t he docum ent you want t o open—assum ing you rem em ber where you st ored it . Unt il Word 2004, t he Open dialog box offered a powerful but som ewhat clunky Find File feat ure t hat searched your Mac for Word files cont aining cert ain propert ies or even keywords. Microsoft has consigned Find File t o t he feat ure graveyard, probably because t here's a m uch m ore elegant search syst em built right int o Mac OS X—Spot light . Click t he lit t le m agnifying- glass icon at t he right end of your m enu bar ( or press Space bar) t o open t he Spot light search box. Type a port ion of t he file nam e you're searching for. As you do, t he m enu expands below, showing all t he result s Spot light can find t hat m at ch what you've t yped so far. The m ore you t ype, t he m ore refined your search becom es. Spot light act ually searches not only file nam es, but t he file cont ent s—t he words wit hin t hose files. The Spot light result s m enu list s it em s by cat egory—docum ent s, folders, im ages, and so on—and highlight s one Top Hit at t he t op of t he list t hat is it s best guess at what you're looking for. I f you see t he obj ect of your search, click it t o open it . I f Spot light 's Top Hit is indeed what you're searching for, inst ead of reaching for t he m ouse, press - Ret urn t o open t hat file. I f you don't see your longed- for file, click Show All t o open Spot light 's det ailed result s window. Here you can group and sort t hose result s by various crit eria, choose which t im efram e t o look at , and det erm ine which drive t o

search t hrough if you have m ult iple hard drives. The Spot light m enu isn't t he only way t o find files on your Mac. Click t he Finder icon Find or press - F. Doing so opens t he Search on t he Dock and t hen choose File dialog box, prepared t o search anywhere on your com put er for any kind of file creat ed at any dat e. To find a file, t ype t he port ion of t he file nam e you rem em ber int o t he t ext ent ry box at t he t op. As you t ype, t he Mac searches ( it 's act ually Spot light at work behind t he scenes) and displays a list of all files t hat m at ch your search t erm , in a neat ly cat egorized list . I f, inst ead of searching your whole com put er, you want t o t arget your search, you can use t he but t ons at t he t op of t he Search window—Servers, Com put er, Hom e, Ot hers—t o rest rict Spot light 's sleut hing t o cert ain areas. Likewise, you can use t he next rows of crit eria but t ons t o inst ruct Spot light what t o search for. The but t ons for Kind and Last Opened which appear t he first t im e you use t he Search window, are j ust t he t ip of a very large iceberg of m ore t han 125 diverse search crit eria—everyt hing from em ail recipient s t o file ext ensions t o t he exposure set t ing of t he cam era used t o t ake a phot ograph. Add or rem ove crit eria by using t he + or - but t ons in each row. The foregoing serves as a very brief int roduct ion t o t he wonders of Spot light . For t he full st ory, check out an ent ire chapt er about Spot light in Mac OS X: The Missing Manual by David Pogue.

N e w Folde r. You guessed it —creat es a new folder in t he select ed locat ion. For exam ple, you know you want t o save your docum ent int o a folder called Resum es08 in your Job Search folder…but you don't have a folder called Resum es08. No problem . Navigat e t o t he Job Search folder and click t he New Folder but t on. Type t he new folder's nam e in t he lit t le dialog box t hat appears, and click Creat e t o forge t he folder.

Figu r e 1 - 3 . You ca n ch a n ge t h e w a y you n a viga t e t h e Ope n dia log box by click in g t h e List Vie w a n d Colu m n Vie w bu t t on s. Th e list vie w displa ys t h e con t e n t s of folde r s be low t h e se le ct e d folde r s, w h ile colu m n vie w h a s t w o or m or e pa n e ls. W h e n you click a folde r in on e colu m n , it s con t e n t s a r e displa ye d in t h e colu m n t o t h e r igh t .

1 .1 .3 . Re t u r n in g t o Fa vor it e D ocu m e n t s Like m ost people, you probably work wit h t he sam e docum ent s and t em plat es over and over again. Word knows t hat and offers t hree short cut s t o ret rieving files you've used recent ly or you int end t o use frequent ly.

1 .1 .3 .1 . Th e Re ce n t file s list You'll find a list of recent ly opened Word docum ent s when you choose File Open Recent . Just choose a file nam e t o open t he corresponding docum ent , wherever it m ay be on your m achine. ( That is, unless it 's no longer on your m achine, or you've m oved it from t he locat ion where you last saved it , in which case you get only a cheerful error m essage.)

T ip : You cont rol how m any docum ent s are list ed here by choosing Word Preferences General. Set t he " Recent ly used file list " num ber t o 0 if you don't want Word t o t rack your files at all, or 99 for m axim um t racking.

1 .1 .3 .2 . Th e Pr oj e ct Ga lle r y Choose File Proj ect Gallery and click t he Recent t ab t o see a long list of recent ly used Office files. You can narrow your choices t o only Word docum ent s by using t he Show pop- up m enu near t he bot t om . The Proj ect Gallery's m em ory for recent ly used files can be long indeed; it can recall t he last 999 Office files you've worked on. Click t he Set t ings t ab and adj ust t he num ber in t he box m arked " Show t his num ber of recent ly opened files."

FREQUEN TLY ASKED QUESTI ON Pu r gin g t h e Re ce n t List I 'm not so sure I want m y boss ( boyfriend, children) seeing which files I 've been working on recent ly. I s t here any way t o delet e t he docum ent nam es list ed in t he File m enu? You should have t hought of t hat before you creat ed t hose docum ent s! However, Word is cert ainly willing t o help you wit h your covert ops. Open any Word docum ent . Choose Word Preferences General. Turn off t he checkbox for " Track recent ly opened docum ent s" and press Ret urn. The list of nam es in t he File Open Recent m enu disappears, and Word st ops rem em bering t hem . Rem oving j ust t he current collect ion of recent files is m uch easier: choose File Open Recent Clear Recent . Word expunges all references t o your recent ly used files. I t st art s rem em bering again from t his point on—but t hat last em barrassing bat ch rem ains oblit erat ed. Of course, you can avoid t he whole m essy issue by living your com put er life as if you have not hing t o hide.

1 .1 .3 .3 . Th e W or k m e n u Word's Work m enu is a vest igial appendage left over from when it was difficult t o file frequent ly used docum ent s for easy ret rieval—before t he Mac OS X Dock, Sidebar, and Deskt op icons m ade it sim ple. You can use t his m enu t o st ore your current proj ect files, book out lines, invoice t em plat es, and so on for easy access, but t he Work m enu isn't even in t he sam e organizat ional ballpark as Office 2008's Proj ect Cent er, which aut om at ically com piles a folder of all Office files relat ed t o a specific proj ect —not j ust Word docum ent s. ( For m ore inform at ion on t he Proj ect Cent er, see Chapt er 11.) The Work m enu st ill works and it 's easy t o add it em s t o it . The problem is, it 's difficult and confusing t o rem ove Add t o it em s from t he m enu. To add a Word docum ent t o t he Work m enu, save it , and t hen choose Work Work Menu. Now click t he Work m enu; t he nam e of your docum ent appears, ready for opening j ust by choosing it s nam e. You can only rem ove a docum ent from t he Work m enu t he way you'd rem ove any Word m enu com m and— see Sect ion 20.4 for inst ruct ions.

1 .2 . W or d Pr oce ssin g Ba sics Once a docum ent is onscreen, your adm inist rat ive effort s are com plet e, and t he creat ive phase can begin. While odds are good t hat you've processed words before, Chapt er 2 covers t he nut s and bolt s of edit ing in det ail. As a rem inder, here are t he very, very basics of word processing:

D on 't h it Re t u r n a t t h e e n d of a lin e. Word aut om at ically wraps t he t ext t o t he next line when you reach t he edge of t he window.

D on 't t ype h yph e n s t o br e a k e n d- of- lin e w or ds, e it h e r . To divide words at t he end of lines, use Word's hyphenat ion feat ure, as described on Sect ion 4.3.

Pr e ss Re t u r n a t t h e e n d of a pa r a gr a ph . To creat e a blank line bet ween paragraphs, don't press Ret urn t wice; t hat can cause awkward problem s, such as an ext ra space at t he t op of a page. I nst ead, change t he paragraph's st yle t o leave m ore space aft er each paragraph, as described on Sect ion 4.1. Using t his m ore advanced and graceful m et hod also let s you edit , add, and subt ract paragraphs at will. As you do so, t he spacing bet ween t he paragraphs rem ains consist ent .

For sim ila r r e a son s, don 't pr e ss Ta b t o in de n t t h e fir st lin e of a pa r a gr a ph . I f, inst ead, you set a first line indent using t he Form at t ing Palet t e, as described on Sect ion 3.4.3, Word aut om at ically creat es t he indent s each t im e you st art a paragraph. I ndent s creat ed t his way rem ain consist ent as you edit t he docum ent . I n addit ion, t he am ount of indent at ion you choose isn't dependent upon t he posit ions of your t ab st ops.

D on 't pr e ss Re t u r n a t t h e e n d of a pa ge . Word aut om at ically wraps t he t ext t o t he next page. I f you want your next t hought t o st art at t he t op of a new page, choose I nsert Break Page Break inst ead. Now, no m at t er how m uch you edit before or aft er t he sect ion break, your new sect ion always st art s at t he t op of a new page.

Pr e ss t h e Spa ce ba r on ly on ce —n ot t w ice —a ft e r pu n ct u a t ion su ch a s pe r iods, colon s, a n d se m icolon s. Double- spacing aft er punct uat ion is a holdover from t he days of t he t ypewrit er, when you had t o m anually add ext ra space aft er punct uat ion for an at t ract ive, readable result . Word aut om at ically places t he correct am ount of space aft er each period or ot her punct uat ion m ark. Adding an ext ra space is superfluous, clut t ers your file wit h ext ra charact ers, and cram ps your t hum bs.

Sa ve e a r ly, sa ve oft e n . Choose File

Save ( or press

- S) aft er every paragraph or so.

1 .3 . A W in dow in t o W or d The t ools you use m ost oft en—t hose for navigat ing your docum ent and for basic form at t ing—are clust ered around t he m ain t ext window, as shown in Figure 1- 4.

1 .3 .1 . Tit le Ba r Word 2008's t it le bar does all t he usual Mac t hings—sends t he window t o t he Dock when double- clicked, m oves it when dragged, and so on—but it has a few unheralded powers, t oo. I t also perform s like a Mac OS X folder window in t wo key respect s:

- click t he docum ent 's t it le. As shown in Figure 1- 5, To find out which folder your docum ent is nest ed in, a short cut m enu appears, ident ifying your docum ent 's locat ion on t he hard drive. Click any folder or drive on t he list t o open it in a new Finder window.

Figu r e 1 - 4 . A W or d w in dow is su r r ou n de d by con t r ols, gizm os, a n d le ve r s. Alm ost a n yt h in g you click , dr a g, or dou ble - click pr odu ce s som e ch a n ge t o you r docu m e n t or W or d's ow n se t t in gs.

See t he sm all Word icon next t o t he docum ent 's nam e in t he t it le bar? That 's your docum ent proxy icon , which works j ust like t he folder proxy icon in every Finder window t it le bar. As shown at right in Figure 15 , you can drag t hat icon j ust as you would any icon in t he Finder. You m ight do so t o m ove t he current docum ent t o a different folder, t o copy it t o a different disk, or even t o drag it direct ly t o t he Trash. I n t rue Mac OS X fashion, you see a t ranslucent ghost of t he icon as you m ove it . ( You have t o hold t he cursor

down on t his icon for about one second, m aking it t urn dark, before you can drag it in t his way. I f you drag it t oo quickly, Word t hinks you're sim ply t rying t o m ove t he window on t he screen.)

N ot e : The docum ent proxy icon appears faded out ( t urned off) whenever you've edit ed your docum ent wit hout saving t he changes—and you can't drag it t o m ove, copy, or t rash your docum ent when you haven't saved changes. ( Need anot her clue t hat your docum ent has unsaved changes? Glance at t he red close but t on in t he upper- left corner of any docum ent window. I f t here's a black dot in t he cent er of t he red but t on, you need t o save.) Only when you choose File Save ( - S) does t he proxy icon spring t o life, ready for dragging.

Figu r e 1 - 5 . Le ft : W h e n you

- click t h e docu m e n t n a m e , you ca n ch oose a n d ope n , in a Fin de r w in dow , a n y folde r or disk in t h e list . Righ t : Aft e r h oldin g for a se con d, you ca n dr a g t h e t in y icon a n yw h e r e on you r de sk t op.

POW ER USERS' CLI N I C D ocu m e n t Pr ot e ct ion Word m akes it easy t o open docum ent s; alm ost t oo easy, if you're t rying t o keep cert ain docum ent s privat e or unm odified. Never fear: Word offers t hree levels of docum ent prot ect ion feat ures designed t o keep spies and busybodies out of your files.

Su gge st Re a d- On ly. When som eone t ries t o open a docum ent prot ect ed in t his m anner, a dialog box polit ely suggest s t hat he use t he read- only opt ion. That person can m ake changes, but can only save t he file under a new nam e. The original, readSave As; click only file rem ains int act . To save a file t his way, choose File Opt ions, click t he Show All but t on, and t hen click t he Securit y but t on. On t he Securit y panel, t urn on " Read- only recom m ended," and press Ret urn. Click Save or press Ret urn again t o com plet e t he process.

Pa ssw or d t o M odify. This t rick m akes Word ask for a password at t he m om ent t he docum ent is opened. People you give t he password t o can edit t he docum ent and save t he changes j ust as you can; for everyone else, t he docum ent opens as read-

only. To prot ect a docum ent t his way, choose File Save As; click Opt ions, click t he Show All but t on, and t hen click t he Securit y but t on. I n t he Securit y dialog box, t ype a password in t he Password t o Modify box. Click OK or press Ret urn. Word asks t he forget ful am ong us t o ret ype t he password. Do it .

Pa ssw or d t o Ope n . This highest level of docum ent prot ect ion requires readers t o ent er a password before t hey can even open t he docum ent . I n t he Save As dialog box, click Opt ions, click t he Show All but t on, and t hen click t he Securit y but t on. On t he Securit y panel, t ype a password in t he " Password t o open" box and press Ret urn ( or t he m ouse- happy can click OK) . Re- ent er t he password when Word asks for it , click OK, and your docum ent is prot ect ed.

I f you use one of t he password m et hods, writ e t he password down and keep it som ewhere safe. I f you lose t he password, don't bot her calling Microsoft . They can't help you open t he prot ect ed docum ent , and even Recover Text From Any File doesn't work on these files. ( You could probably find a few t housand I nt ernet hackers t hat could handle it for you, but t hat 's a different book. Anyway, writ ing down your password is easier.)

1 .3 .2 . Th e Ru le r The ruler across t he t op of t he page displays t he current set t ings for m argins, t abs, and indent s. See Sect ion 3.4.3 for det ails on how t o use t hese set t ings.

1 .3 .3 . Scr oll Ba r a n d N a viga t or Bu t t on s Figure 1- 4 shows t he Navigat or but t ons—double arrows flanking a lit t le round but t on at t he lower- right of t he Word window. When you first open a docum ent , t hese Navigat or but t ons act as Page Up/ Page Down but t ons. But once you've used t he " Find and Replace" com m and ( see Sect ion 2.4.1) , or in som e ot her way changed t he browse obj ect, t he double arrows act different ly. For inst ance, aft er you've used " Find and Replace" , clicking t he Navigat or but t ons t akes you from each occurrence of t he word you're t rying t o find t o t he next . For m ore det ail on t he Browse Obj ect feat ure and Navigat or but t ons, see Sect ion 2.3.4.

1 .3 .4 . Split Box Figure 1- 4 also shows t he sm all blue Split box at t he upper- right of t he window. When you point t o it , t he cursor changes t o a double- point ing arrow. Dragging t hat arrow divides t he window int o t wo panes, each wit h it s own, Split , or pressing Opt ion- - S, does t he sam e t hing.) independent , vert ical scroll bar. ( Choosing Window This arrangem ent is handy when you're working at t he end of a long docum ent and need t o refer t o m at erial earlier in t he docum ent . You can use t he upper window t o scroll t hrough t he ent ire docum ent , while m eanwhile back at t he lower window, you can cont inue t yping wit hout losing your place.

T ip : I t 's oft en fast er t o sim ply double- click t he Split box. Doing so gives you t wo evenly split panes of t he window. To adj ust t heir relat ive proport ions, j ust drag t he resize bar ( t he gray dividing line bet ween t he panes) up or down.Doubleclick t his dividing line a second t im e t o rest ore t he window t o it s single- pane st at us. ( The bot t om half of t he window disappears, even if it cont ained t he insert ion point —a pot ent ially alarm ing behavior.)

Once you've split t he window, you can drag t he light gray bar bet ween t he t wo panes up or down t o adj ust t heir relat ive sizes. Like t he scroll bars, t he Page Up, Page Down, and arrow keys work as usual wit hin each pane, m eaning you can't use t hem t o t ravel from one pane t o t he next . To swit ch bet ween panes, you can use t he m ouse, or j ust press F6, which act s as a t oggle key t o t he ot her pane and back again. To rest ore a split window back t o a single one, drag t he resize bar all t he way t o t he t op of t he window, doubleclick t he resize bar, or press Opt ion- - S again.

1 .3 .5 . W in dow M e n u You can't split a window int o m ore t han t wo panes—nor creat e vert ical panes—using t he Split box described above. However, you can get t hese effect s using t he Window m enu ( see Figure 1- 6) . Choosing Window New Window creat es a clone of your docum ent window, which you can scroll, posit ion, or zoom independent ly. Each can be in a different Word view t oo ( one in Out line view, one in Draft , and so on) . The new windows are different peepholes int o t he sam e docum ent —you haven't creat ed a new docum ent . Therefore, any change you m ake in one window appears in bot h windows sim ult aneously. When you use File Save, you save all t he windows. There's alm ost no lim it t o t he num ber of windows you can creat e in t his way. You can place t wo windows side by side and work on t he first and last pages of your docum ent at t he sam e t im e, or you can creat e five windows, each scrolled t o a different region of your m anuscript . The t it le bar ident ifies t he windows as " I nt roduct ion: 1," " I nt roduct ion: 2," and so on. To reconst it ut e your docum ent , j ust close t he ext ra windows.

Figu r e 1 - 6 . I f you r scr e e n is clu t t e r e d w it h W or d docu m e n t s a n d du plica t e w in dow s, t h e W in dow Ar r a n ge All com m a n d fills t h e scr e e n w it h a pa t ch w or k of a ll you r ope n w in dow s. I f you j u st n e e d t o fin d on e of you r docu m e n t W in dow s in st e a d of k e e pin g t h e m a ll ope n sim u lt a n e ou sly, u se M a c OS X's Ex posé fe a t u r e in st e a d. Pr e ss F1 0 t o sh ow a ll you r W or d docu m e n t w in dow s, a n d t h e n click t h e on e you w a n t t o se e in t h e for e gr ou n d.

1 .3 .6 . St a t u s Ba r The light gray bar running across t he bot t om of t he window ( see Figure 1- 4) is called t he st at us bar . Divided int o segm ent s by et ched vert ical lines, t he st at us bar present s a variet y of st at ist ics about your current locat ion wit hin t he docum ent .

Vie w bu t t on s. The st at us bar begins at t he left wit h a group of but t ons for changing your docum ent view—t he sam e as choosing one of t he it em s at t he t op of t he View m enu. As you m ouse over t he but t ons, t he neighboring cell displays t he view nam e, and when your m ouse isn't hovering over t hose but t ons, it displays t he current ly select ed view. Click one of t he but t ons t o change t he view.

Pa ge s: 4 of 1 0 . The t hird sect ion shows t he page num ber cont aining t he insert ion point ( not necessarily t he page you're viewing) followed by t he t ot al pages. For inst ance, if you're at t he end of a t hree- page let t er, t his readout says 3 of 3.

T ip : Click anywhere in t he Pages segm ent of t he st at us bar t o open t he Go To t ab of t he " Find and Replace" dialog box, described on Sect ion 2.4.1 . The idea, of course, is t o provide you wit h a quick way t o j um p t o a different page of your docum ent wit hout scrolling.

W or ds: 2 4 4 of 3 6 5 4 . The second num ber shows t he t ot al num ber of words in your docum ent , and t he first indicat es which word has your insert ion point , as count ed from t he first word of t he docum ent . I f you highlight som e t ext in your docum ent , t he first num ber t ells you how m any words are in t he select ed passage. I f t his part of t he st at us bar is blank, it 's probably because your word count feat ure is t urned off. To t urn it Preferences; in t he Preferences dialog box, click t he View but t on. Turn on Live Word on, choose Word Count ( in t he Window sect ion) and click OK. Now, when you st art t yping, t he word count num ber is revised aft er every few words you t ype; hence t he nam e Live Word Count . Wit h long docum ent s, t his feat ure can slow Word down considerably. I n t hat case, leave it t urned off in Preferences and check t he word count as described in t he following Tip.

T ip : Click t he word- count segm ent t o sum m on t he Word Count dialog box, which provides t he num ber of pages, paragraphs, lines, and ot her count able it em s, as well as t he word count . ( I t 's t he sam e box t hat appears when you choose Tools Word Count .)

Th e lit t le book . This icon is t he spelling and gram m ar–checking st at us indicat or. As you t ype, a lit t le pencil m oves across t he pages, indicat ing t hat Word is checking for spelling and gram m ar errors. Most of t he t im e, when you're at rest , a red X appears on t he book icon, m eaning t hat Word has found an error som ewhere in your docum ent . ( That is, an error according t o Word's sense of spelling and gram m ar.) When you've j ust com plet ed a spelling and gram m ar check and m ade no new errors, t he icon shows a checkm ark inst ead of an X. To review Word's spelling and gram m ar flags st art ing from t he insert ion point , click t he book icon. At each error, a short cut m enu offers alt ernat ive spelling and punct uat ion choices and com m ands t hat lead you t o

relevant spelling and gram m ar dialog boxes ( see Sect ion 2.5) .

N ot e : I f you don't see t he lit t le book icon, it m ay be because you've t urned off " as you t ype" spelling and gram m ar Preferences Spelling & Gram m ar panel) . checking ( Word

TRK corresponds t o t he Track Changes com m and ( see Sect ion 5.2) . Click t his segm ent of t he st at us bar t o t urn t rack changes on, and illum inat e t he blue TRK indicat or. Now your own edit s show up in a different color, so t hat your colleagues can see exact ly which changes you've m ade.

T ip : Clicking t he TRK indicat or t urns on revision t racking ( or, if it 's on, t urns it off) . That 's a h u ge t im esaver if Track Changes Highlight Changes; t urn on " you're used t o t urning on t racking in t he usual way ( Tools Track changes while edit ing" ; click OK) .

I f you don't find any of t hese st at us indicat ors part icularly helpful—and you'd rat her dedicat e t he screen space Preferences, click t he View but t on, and t urn off t he " St at us t o your writ ing—j ust hide t hem . Choose Word bar" checkbox near t he bot t om of t he dialog box. Then click OK.

1 .3 .7 . St a n da r d Toolba r Word 2008 can slip in and out of m any guises—a pict ure or m ovie edit or, a dat abase m anager, or a Web browser, t o nam e j ust a few. Each prim ary funct ion com es com plet e wit h it s own t oolbar filled wit h icons relevant t o t hat t ask. I f all t hese icons were available all t he t im e, your screen would be filled wit h t oolbars. As a result , you'd have t o do all your t yping in a left over space t he size of a Triscuit . Fort unat ely, Word 2008 is very considerat e of your screen real est at e. You can open, close, resize, reshape, or relocat e t oolbars at will, like so:

Toolbars and choose a t oolbar from t he subm enu. Alt ernat ively, To open a t oolbar, choose View carefully Cont rol- click one of t he dot t ed dividing lines on any open t oolbar, choose Toolbar from t he short cut m enu, and select a t oolbar from t he subm enu. Word com es wit h 12 t oolbars, including t he St andard t oolbar; you can also design new t oolbars of your own ( see Chapt er 20) . There's no lim it t o t he num ber you can have open at once. To close a float ing t oolbar, click t he t iny close but t on in t he upper- left corner, j ust like any ot her Mac window, or choose it s Toolbars com m and. nam e a second t im e from t he View

Each t oolbar has a place where it likes t o appear. The Drawing t oolbar, for exam ple, opens vert ically at t he far left of t he screen t he first t im e you use it . The st andard t oolbar only appears docked inside your docum ent window. The ot her four t oolbars in t he t op part of t he m enu—Form at t ing, Cont act , Reviewing, and " Tables and Borders" ( and Out lining when you're in Out line View) —appear docked inside your docum ent window t he first t im e you use t hem . To t urn t hem int o float ing t oolbars, Cont rol- click one of t he dot t ed dividing lines in t he t oolbar, or t he gray area t o t he right of t he but t ons, and choose " Dock Toolbar in Window" t o rem ove t he checkm ark from t his m enu it em and rem ove t he t oolbar from your docum ent window. Repeat t he process t o park it back inside t he docum ent window.

You can m ove float ing t oolbars anywhere you like. To m ove a t oolbar around onscreen, drag t he shaded bar at t he t op ( or left side) , j ust as t hough it 's a shrunken version of a st andard Mac t it le bar. As you drag a t oolbar near one of t he screen edges, or near anot her t oolbar, it j um ps neat ly int o place.

To resize a t oolbar, drag t he t iny, st riped, lower- right corner. You can change m ost t oolbars from a long, narrow bar ( eit her horizont al or vert ical) , int o a squarish palet t e.

I f you forget t he nam e of a but t on, j ust point t o it wit hout clicking and wait one second; a yellow screen t ip appears.

The St andard t oolbar ( Figure 1- 7) is t he only one t hat opens aut om at ically when you creat e a new Word docum ent ; it has icons for print ing, saving, and ot her t asks you perform frequent ly. Each but t on on it inst ant ly does som et hing t hat would norm ally t ake t wo or m ore m ouse clicks: opening a new blank docum ent , opening an exist ing file, saving t he docum ent , and so on. From left t o right , t he but t ons on t he St andard t oolbar are:

N e w , Ope n , Sa ve. These but t ons correspond t o t he equivalent com m ands in t he File m enu.

Figu r e 1 - 7 . Th e St a n da r d t oolba r is t h e on ly on e t h a t a lw a ys a ppe a r s in side t h e docu m e n t w in dow . Som e of it s com m a n ds, lik e t h e Un do com m a n d, a r e pop- u p bu t t on s. Ot h e r t oolba r s ca n be e it h e r dock e d in t h e w in dow , or fr e e floa t in g.

Pr in t . This but t on isn't t he sam e t hing as t he File Print com m and; it 's a m uch m ore st ream lined funct ion. I t print s t he current docum ent —all pages, one copy—on t he current ly select ed print er. For m ore cont rol over what Word print s ( num ber of copies, which pages, which print er) , use t he File Print com m and ( - P) , which opens t he Print dialog box ( see Sect ion 1.6) .

Un do. Clicking t his curved arrow undoes your last bit of t yping, past ing, or what ever. The t iny t riangle

next t o it , however, is where t he power of Undo is t ruly unleashed. Clicking t he Undo t riangle pulls down a list t hat displays, in reverse order, t he last several st eps you t ook in Word—from m aj or st yle changes t o single delet ions. You can ret race your st eps pages and pages int o t he past . As you drag down t his pop- up m enu, t he but t on at t he bot t om of t he list ( see Figure 1- 7) t ells you how m any t hings you're about t o undo. Let t ing go of t he m ouse but t on t riggers Undo. I f you change your m ind, be sure t o m ove t he cursor - Z or F1, eit her of off t he Undo list unt il t he but t on says Cancel before let t ing go. ( Keyboard short cut : which only undoes one act ion at a t im e.)

Re do. This but t on and t riangle let you redo what ever you've j ust undone. I f you j ust undid your last 10 m oves, for exam ple, you can drag t he Redo list as far as " Redo 10 Act ions." As wit h t he Undo list , you can scroll up and down in t his list t o redo as m uch or as lit t le as you like. ( Keyboard short cut : - Y or Opt ionRet urn, eit her of which only redoes one act ion at a t im e.)

For m a t Pa in t e r. Just as you can pour color ont o a select ed area in a paint ing program , you can also " pour" a set of form at t ing choices ont o any num ber of words or an ent ire paragraph. See Sect ion 3.4.4 for det ails.

I n se r t Ta ble. Anot her quick way t o creat e a t able is t o click t his but t on, whose pop- up m enu is a sm all expanse of whit e squares. Drag over t he squares t o select t he t able size you want : 2 x 2 ( t wo rows by t wo colum ns) , 3 x 3, and so on. When you release t he m ouse but t on, a t able of t he size you select ed appears in your docum ent at t he insert ion point . See Sect ion 4.6 for m ore on t he Table t ool.

T ip : Don't feel cram ped by t he 4 x 5 shape of t he pop- up m enu it self. I f you drag beyond t he boundaries of t he proposed 4 x 5 grid, t he pop- up m enu it self expands unt il it 's enorm ous.

POW ER USERS' CLI N I C Se cr e t s of t h e Re - br a n ch in g Un do Tr e e Having a m ult iple- level Undo is great ; t here's no debat ing t hat a program wit h one is m uch bet t er t han a program wit hout one. But t he m ult i- Undo can also be frust rat ing on one occasion. I m agine som et hing like t his: You decide t hat you really want ed paragraph 13 t he way you originally wrot e it . Trouble is, you've since rewrit t en it and m ade hundreds of ot her changes t o t he m anuscript . How can you recapt ure t he glory of paragraph 13 t he way it was t wo hours ago? Unfort unat ely, you can't use a t housand Undos t o recreat e it . Rem em ber, you've done a lot of great work in t he m eant im e, in ot her paragraphs t hat you want t o keep. I f you were t o Undo all t he way back t o paragraph 13, j ust for t he purpose of rest oring it , you'll also lose all t he ot her paragraphs you've writ t en or edit ed in t he m eant im e. The sneaky solut ion is t his: Undo all t he way back t o t he point where paragraph 13 - Z over and over again—all t he while coolly wat ching all was originally by pressing your edit ing work disappear. When you finally see paragraph 13 ret urn t o it s original

version, highlight t he paragraph and copy it (

- C) .

- Y repeat edly unt il Word beeps, indicat ing t hat Now redo all t he changes, using you've rest ored t he docum ent t o it s lat est condit ion. Finally, highlight paragraph 13 ( which is back t o it s unsat isfact ory version) and past e over it ( - V) , replacing it wit h t he good, earlier version. Fort unat ely, all t hose Redos don't affect what you copied t o t he clipboard.

Colu m n s. This but t on's pop- up m enu let s you creat e colum ns; drag down and across t o choose t he num ber of colum ns you want . ( You can drag beyond t he borders of t he pop- up m enu if four colum ns across aren't enough, you crazed designer, you.) When you release t he m ouse but t on, you find yourself in Print Layout view, wit h your ent ire docum ent divided equally int o t he num ber of colum ns you chose. For det ails on using colum ns, see Sect ion 4.2.2.

Sh ow / H ide ¶ . Clicking t his but t on exposes paragraph m arkers ( ¶) and ot her nonprint ing charact ers. This display is useful when, for exam ple, you're copying a paragraph and want t o m ake sure you're copying all t he form at t ing. ( Word st ores form at t ing for each paragraph in t he invisible ¶ m ark t hat follows it .) Click - 8.) t his but t on a second t im e t o render t he charact ers invisible once again. ( Keyboard short cut :

N a viga t ion Pa n e. Clicking t his but t on displays or hides t he Navigat ion Pane t o t he left side of your docum ent . The pane is a big help when working wit h long docum ent s. I t let s you go t o a page by quickly scrolling t o it in t he left pane, and t hen clicking it t o view in t he m ain pane. Select t he view you want from t he pop- up m enu at t he t op of t he pane. Thum bnail ( sm all page pict ures) or t he old st andby Docum ent Map ( out line of t he docum ent ) are t he choices.

Ga lle r y . Clicking t his but t on wit h your docum ent in Print Layout view, Web Layout view, or Publishing Layout view, displays or hides t he Elem ent s Gallery t hum bnails in t he docum ent window bet ween t he Elem ent s Gallery or clicking one t oolbar and your docum ent —t he sam e effect as choosing View m enu of t he Elem ent s Gallery t abs ( see Figure 1- 8) .

Figu r e 1 - 8 . Th e n e w Ele m e n t s Ga lle r y le t s you qu ick ly in se r t pr e con figu r e d t it le pa ge s, h e a de r s, t a ble s, a n d so on by click in g on e of t h e Ga lle r y t h u m bn a ils. Th is fe a t u r e is a va ila ble on ly in W or d's Pr in t La you t vie w , Pu blish in g La you t vie w , or W e b La you t vie w .

Toolbox. Making it s first appearance in Office 2004, t he t oolbox for 2008 absorbed t he Form at t ing Palet t e—helping t o reduce palet t e clut t er, and m aking it t he one- st op headquart ers for som e of t he m ost powerful t ools in Office. Click t his but t on t o reveal or conceal t his m ult ipurpose palet t e of t ools. Here you can form at t ext , t ables, and docum ent m argins; m anage your bibliography cit at ions; access your Scrapbook t ext , clipart , and phot os; and insert shapes and sym bols (Sect ion 8.2.1) . I t 's also where you conduct com pat ibilit y report s ( Sect ion 18.5) t hat t roubleshoot docum ent s from earlier versions of Word or on com put ers from t he PC side. The Toolbox also provides a gat eway int o t he world of t he Office 2008 Proj ect Cent er, which is covered in m ore det ail in Chapt er 10, and a window int o Word 2008 reference t ools, which present s it self in great er det ail in Chapt er 18.

Zoom . There are t wo ways t o zoom ( enlarge or shrink your docum ent 's represent at ion on t he screen) from t he t oolbar. First , you can ent er a num ber in t he box and press Ret urn. ( 100% is roughly life- size; 125% is a m ore com fort able size on high- resolut ion m onit ors.) Second, you can select a m agnificat ion from t he pop- up m enu. Page Widt h m agnifies or reduces your view so t hat it fills t he docum ent window, no m at t er how wide or narrow you've m ade it . Even if you m ake t he window bigger or sm aller, Word aut om at ically adj ust s t he t ext so t hat it always neat ly fills t he window, wit h not hing chopped off and no ext ra space.

D ON 'T PAN I C W h o's Got t h e Bu t t on s? Those of you t hat are used t o Office 2004 are wondering where your beloved " Flag for Follow Up" , " Tables and Borders" , and Web Page Preview but t ons have gone—not t o m ent ion t he Cut , Copy, and Past e but t ons. Well, alt hough t hey're MI A from t he St andard t oolbar, t hey're st ill alive and well in Word 2008, and you can reinst all t hem in your t oolbar wit h lit t le effort . Cont rol- click t he Toolbar and choose " Cust om ize " Cust om ize Toolbars and Menus" from t he short cut m enu ( or choose View Toolbars and Menus" ) t o open t he t oolbar and m enu cust om izat ion window. Here you can add t hese and all kinds of m issing t oolbar but t ons—and delet e t hose you don't act ually use. For t he full st ory of t oolbar cust om izat ion, see Sect ion 20.1. I n t he m eant im e, you'll find " Flag for Follow Up" in t he Tools m enu, t he Draw Table com m and in t he Table m enu ( or in t he " Tables and Borders" t oolbar) ; and Cut , Copy, and Past e in t he Edit m enu or on t he keyboard at F2, F3, and F4 ( or via t he usual keyboard com m ands of - X, - C, and - V) .

I n Page Layout view and Publishing Layout View, you get a Whole Page com m and in t his pop- up m enu, t oo. I t does t he sam e t hing as Page Widt h, but in bot h dim ensions; in ot her words, Word scales t he pict ure of your docum ent so t hat t he ent ire page fit s wit hin t he window. Sim ilarly, t he Two Pages com m and ( only in Page Layout View) forces t wo side- by- side pages t o fit inside your window—a t errific opt ion if you're t he proud owner of one of Apple's gigant ic flat - panel screens. ( Make your window as wide as possible before choosing t his opt ion; ot herwise, t he font m ay becom e t oo sm all t o read.) These and m or e zoom opt ions are also available by choosing View Zoom .

N ot e : Zoom ing never changes t he act ual print ed size of your docum ent . I t only m akes t he t ype larger or sm aller on screen, as t hough you're m oving closer t o t he page or fart her from it .

H e lp . Max, t he hyperkinet ic Mac Plus Help m ascot really want ed t o be helpful, t hough t o m any he cam e off as j ust plain annoying. No m at t er how you feel about Max, in Office 2008 t he lit t le fellow is no m ore, replaced by a new and im proved—and com plet ely wit hout charact er—Help syst em . Also accessible via t he Help key on your keyboard or t he Help m enu, Word Help now opt ionally links via t he I nt ernet ( assum ing you have an act ive I nt ernet connect ion) back t o Redm ond t o get you t he m ost up- t o- dat e help files from Microsoft .

N ot e : Not all of t he but t ons on t he t oolbar have keyboard short cut s. I n fact , t wo of t hem don't even have m enu equivalent s: Form at Paint er and Show/ Hide ¶. ( Of course, you can always add t hese com m ands t o your m enus, as described in Chapt er 20 .)

1 .4 . Th e Vie w s Word can display your docum ent in any of five different views, including t he j ust - int roduced Publishing Layout view. Each offers different feat ures for edit ing, reading, and scrolling t hrough your work. Som e people spend t heir ent ire lives—or at least t heir Mac lives—in only one of t hese views, while power users m ay swit ch regularly back and fort h bet ween t hem . I n any case, using t he views feat ure doesn't change your act ual docum ent in any way unless you change t o Not ebook view or Publishing Layout View. I f you're using Draft or Print Layout View, t he docum ent pr int s exact ly t he sam e way. Views are m ost ly for your benefit while preparing t he docum ent onscreen. Here are t he five Word views, as t hey appear in t he View m enu.

T ip : You can also swit ch views by clicking one of t he four icons at t he very lower- left corner of your docum ent window. ( Except Web Layout view, which you can only get t o via t he View m enu.)

1 .4 .1 . D r a ft Vie w Form erly known as Norm al View, Draft view present s t he St andard t oolbar, t he Ruler, and all t he window accessories described in t he previous sect ion ( see Figure 1- 4) . I n Draft view, your ent ire docum ent scrolls by in a never- ending window, wit h only a t hin blue line t o indicat e where one page ends and t he next begins. Draft view is where you can focus on writ ing your docum ent . Many page- layout elem ent s, including headers and foot ers, drawing obj ect s, and m ult iple colum ns, don't appear at all in Draft view. As a result , Draft view offers t he fewest dist ract ions and t he fast est scrolling.

1 .4 .2 . W e b La you t Vie w This view shows what your docum ent will look like if you convert it t o a Web page, as described in Chapt er 9 . ( And if you'd never in a m illion years dream of using Microsoft Word as a Web- design program , t hen t his is only t he first of m any discussions you can safely skip in t his book.) For exam ple, in Web Layout view, you don't see any page breaks, even if a part icular page requires 47 consecut ive feet of scrolling. Aft er all, unlike a print ed docum ent when a Web page is long, you don't t urn pages, you j ust keep scrolling. The Ruler goes away, t oo, because Web pages don't offer t rue indent s or t abs. ( Your exist ing t abs and m argins st ill work, but you can only change t hem by using t he various com m ands in t he Form at m enu.) Any backgrounds, drawings, and im ages you've added t o your docum ent are visible, and look as t hey would when your docum ent is viewed in a Web browser.

1 .4 .3 . Ou t lin e Vie w I n Out line view, Word aut om at ically form at s your paragraphs int o out line form , saving you from rem em bering whet her your next point should be labeled I ., a., i., or what ever. Out line view let s you m ove your t opics and support ing fact s up and down, and in and out of t he hierarchy, using t he m ouse or keyboard—and rem em bers everyt hing on t he fly. Chapt er 6 has a full t ut orial on using Word's out liner.

1 .4 .4 . Pr in t La you t Vie w This view gives you a second ruler along t he lef t side of t he page—a vert ical ruler. ( The part s of t he ruler t hat are your page m argins are blocked out wit h blue shading.) I n Page Layout view, you can see—and

m anipulat e—everyt hing. You can adj ust m argins by dragging t hem as described in Figure 1- 9. You can edit headers and foot ers by double- clicking where t he cursor changes ( see Sect ion 7.1) . You can creat e drawing obj ect s using t he t ools found in t he Drawing t oolbar, sum m oned by clicking View Toolbars Drawing ( see Chapt er 18 for m ore det ail on drawings) , and m ove t hem around by dragging. To see m ore of your page at once while in Page Layout view, sim ply change t he Zoom box set t ing in t he St andard t oolbar.

Figu r e 1 - 9 . W h e n poin t in g t o t h e r u le r loca t e d a t t h e m a r gin bou n da r y, t h e cu r sor t u r n s in t o a dou ble - side d a r r ow . You ca n n ow dr a g t h e a r r ow t o r e se t t h e m a r gin .

1 .4 .5 . N ot e book La you t Vie w You m ay want t o use t his layout for your personal or scholast ic not e- t aking needs, or as an inform at ion organizat ion t ool. This view let s you draw im ages direct ly on t he Not ebook using t he Scribble t ool, and reorganize not es or even ent ire sect ions wit h a sim ple drag and drop. Choosing t his view convert s your docum ent t o a not ebook com plet e wit h lined pages, and places t he Not ebook Layout t ools on t he t oolbar. See Chapt er 6 for m ore det ails on t he Not ebook Layout view.

N ot e : Not ebook Layout view offers m any of t he feat ures of a full- fledged not e- t aking program , such as Circus Ponies' Not ebook or Microsoft 's OneNot e. You can use it t o t ake not es and rapidly rearrange t hem , organize graphics and phot os, sket ch out ideas, and even record not es t o yourself or lect ures using t he Audio Not es feat ure. Unless you require specialized feat ures like keywords or not ebook sharing, you can organize your life wit hout invest ing 50 bucks in a separat e not ebook program .

1 .4 .6 . Pu blish in g La you t Vie w New t o Office 2008, t he Publishing Layout view brings a com plet e page- layout program t o Word. Like t he ot her docum ent views, you can swit ch t o t his view t o see or convert your docum ent t o a publishing layout docum ent . Usually, however, page- layout docum ent s begin life in t his view—oft en by choosing one of t he Publicat ion Tem plat es from t he Elem ent s Gallery. Here you'll find dozens of brochures, flyers, m enus, and so on, which you can choose as a basis for your page- layout proj ect . Of course—if you have m ore t im e and m ore creat ivit y—you can also st art wit h a com plet ely blank page. See Chapt er 8 for an in- dept h look at t his new view.

1 .5 . Eve r y Con ce iva ble Va r ia t ion on Sa vin g The first t hing t o do wit h a com plet ed docum ent —or even a docum ent you've j ust st art ed—is t o save it ont o your hard drive, preserving it in case of an unforeseen syst em crash or accident al surge- suppressor power- S every few sent ences, paragraphs, or swit ch t oe- press. However, if you're st ill not in t he habit of pressing m inut es, Word's Aut oRecovery feat ure m ay save your hide.

T ip : I f you have m ore t han one Word docum ent open at a t im e, press t he Shift key as you choose File Save. The Save com m and becom es Save All, which saves t he changes t o all open docum ent s one by one. When you press Shift , you'll also not ice t hat Close becom es Close All.

1 .5 .1 . Au t oRe cove r y At preset int ervals, Word saves t he current docum ent int o a separat e Aut oRecover file. I f your Mac freezes, crashes, or blacks out in a power failure, t he Aut oRecover file opens aut om at ically. Once you've recovered, if you're sat isfied t hat t he Recovered file is t he m ost recent and t he one you want t o keep, save it under a new nam e and cont inue working. ( The file under t he old nam e is t he docum ent as it was when you last carried out a real Save.) Alt hough Aut oRecover runs in t he background as you work, it produces a m om ent ary and det ect able slowdown. I n ot her words, you want Word t o save oft en, but not t oo oft en. To set t he Aut oRecover int erval, choose Word Preferences, and t hen click t he Save but t on. Under " Save opt ions," t urn on t he Save Aut oRecover checkbox and ent er a preferred num ber of m inut es in t he adj oining box.

1 .5 .2 . Sa ve As Opt ion s The first t im e you save a docum ent , or anyt im e you choose File Save As, you open t he Save dialog box ( see Figure 1- 10) . The first t hing t o do is choose a folder for st oring your newly creat ed docum ent . Next , click in t he Save As box ( or press Tab so t hat it 's highlight ed) and t hen nam e your docum ent . ( You cert ainly can do bet t er t han Docum ent 1.) Use t he Form at pop- up m enu below t o save your docum ent int o a different word processing file form at , if you like.

T ip : I f you frequent ly save docum ent s in t he sam e form at , you can change t he preferred form at set t ing so t hat you don't have t o choose your docum ent form at every t im e t he Save As box appears. Click t he Opt ions but t on in t he Save As dialog box, which is a short cut t o t he Word Preferences Save panel. There you'll find a pop- up m enu called " Save Word files as," which let s you specify t he form at you prefer.

Figu r e 1 - 1 0 . W or d ca n con ve r t you r docu m e n t in t o m a n y for m a t s. I f you sa ve it a s a " W or d docu m e n t ( docx ) " ( t h e pr opose d ch oice ) , t h e n on ly t h e m ost r e ce n t ve r sion s of M icr osoft W or d—spe cifica lly W or d 2 0 0 8 ( on t h e M a c) , or W or d 2 0 0 7 ( W in dow s) —ca n ope n it w it h ou t a n y con ve r sion or t r a n sla t ion . I f you 'r e e x ch a n gin g docu m e n t s w it h ot h e r s, a n d you 'r e n ot ce r t a in t h e y h a ve t h e la t e st ve r sion of W or d, W or d 9 7 - 2 0 0 4 D ocu m e n t ( doc) is t h e m ost lik e ly t o be r e a da ble in a n y ve r sion of W or d on a n y com pu t e r .

Finally, you'll generally want t o leave t he " Append file ext ension" checkbox t urned on. I t t acks a t hree- or fourlet t er ext ension ( .docx for st andard Word files, .doc for Word 97- 2004 files, and so on) ont o your file nam es. Alt hough you don't need t o see t hese odd let t ers, t hey help com put ers ident ify t he files. You can hide t hese Preferences) or on a file- by- file basis suffixes, if you like, eit her globally in Mac OS X ( choose Finder ( highlight t he file, choose File Show I nfo, and choose Nam e & Ext ension from t he pop- up m enu) . The appropriat e ext ension- hiding cont rols appear before you.

T ip : I t 's a good idea t o run a com pat ibilit y report if you're sending t he docum ent t o people using a different version of Word. Do so by clicking t he Com pat ibilit y Report but t on at t he bot t om of t he Save As dialog box. Word runs a com pat ibilit y t est and serves not ice if it finds any issues. ( You can do t he sam e t hing from t he Com pat ibilit y t ab of t he Toolbox. For det ails, see Chapt er 18 .)

1 .5 .3 . Ba ck in g Up No discussion of saving would be com plet e wit hout a word about backing up your work. Saving preserves your docum ent in it s current condit ion; backing up creat es an addit ional, ext ra copy of t he sam e file. For an ext ra m easure of securit y, you can place t his ext ra copy on a USB flash drive, an ext ernal hard drive, or even your elect ronic iDisk ( see Mac OS X: The Missing Manual) in case som et hing goes wrong wit h t he copy on your Mac's hard drive. Word can creat e backup copies aut om at ically. Here's t he process:

1 . Ch oose File

Sa ve As a n d click Opt ion s.

You can also access t his t ab of Save opt ions by choosing Word

Preferences

Save but t on.

2 . Tu r n on t h e " Alw a ys cr e a t e ba ck u p copy" ch e ck box a n d click OK. Click Sa ve . Word saves bot h t he current docum ent and an ident ical backup copy in t he sam e folder; t he duplicat e has " Backup of" in front of it s file nam e.

From now on, Word will aut om at ically updat e t he backup whenever you save t he original docum ent , providing a useful " last saved" version.

GEM I N TH E ROUGH Slick Sa vin g Tr ick s Renam ing or m oving t he Finder icon of an open docum ent used t o be a no- no. But t hese days you can be rat her cavalier. Wit h a Word docum ent open on t he screen, t ry swit ching back t o t he Finder and renam ing it . When you ret urn t o t he Word docum ent and next use t he Save com m and, t he Word docum ent inst ant ly t akes on t he new nam e you gave it in t he Finder! Now t ry swit ching t o t he Finder and m oving t he icon int o a different folder. When you ret urn t o Word, - click t he t it le of your Word window, you'll see t hat t he program som ehow knows about t he icon's new locat ion wit hout m issing a beat . Anot her gem in t he rough: When you close a docum ent wit hout first saving changes, Word displays t he usual " Do you want t o save t he changes?" dialog box. Your choices—Don't Save, Cancel, and Save—can all be t riggered from t he keyboard. Just press D, C, or S, respect ively.

1 .6 . Pr in t in g Even wit h so m any people relying on em ail and t he Web for com m unicat ing inform at ion, you can't use Word for very long wit hout print ing som et hing on paper. As wit h so m uch else in Word, print ing can be as sim ple or as com plicat ed as you care t o m ake it .

1 .6 .1 . Th e Pr in t Bu t t on Print ing doesn't get any sim pler. Click t he print er icon on t he St andard t oolbar t o print one copy of your docum ent t o t he current ly select ed print er. No dialog box, no page ranges, no flexibilit y.

1 .6 .2 . File

Pr in t

This m et hod is st ill sim ple, but let s you be m ore specific. Choose File Print ( or press - P) t o open t he Print dialog box, where you can t ell Word how m any copies of which pages of your docum ent t o print ( and which print er you want t o use, if you have several) . The Print dialog box is com prised of a series of panels t hat you expose by choosing from t he pop- up m enu in t he m iddle of t he box. This rem odeling was m uch m ore t han cosm et ic, however, as you can now do t hings from t he Print window ( such as add a border or creat e an Adobe Acrobat [ PDF] docum ent ) , which used t o require opening a separat e dialog box—or a separat e program ! The feat ures in t he Print box vary depending upon which print er you choose, but here are a few of t he classics.

1 .6 .2 .1 . Copie s a n d Pa ge s This panel is t he preselect ed pop- up m enu choice when t he Print dialog box opens. Oft en, t hese are t he only set t ings you need.

Copies. Ent er t he num ber of copies you need. Hit Ret urn t o print , or Tab t o m ove on t o m ore set t ings.

Colla t e d. Turning on t his checkbox print s out each copy of your docum ent in page order. For inst ance, if you print m ult iple copies of a t hree- page let t er wit h collat ing t urned off, you'll get all your copies of page one, followed by all page t wos, and so on. Wit h collat ing t urned on, you'll get page one, page t wo, page t hree, followed by anot her com plet e set of pages one, t wo, and t hree, and so on.

Pa ge s. The All but t on is init ially select ed, but you can also hit Tab and ent er page num bers for a page range. For m ore cont rol over which pages t o print , read on.

T ip : I f you don't see " Print odd/ even pages only" or ot her com m on print ing opt ions, choose Microsoft Word from t he pop- up m enu, as described in Figure 1- 11.

Figu r e 1 - 1 1 . Th e a bilit y t o ch oose odd or e ve n pa ge s is h idde n be h in d t h e e a sily ove r look e d

M icr osoft W or d pop- u p m e n u ch oice . You ca n pr in t dou ble - side d pa ge s—e ve n if you r pr in t e r doe sn 't h a ve du ple x ca pa bilit ie s—if you pr in t t h e odd pa ge s fir st , t h e n t u r n t h e m ove r , r e in se r t t h e m in t o t h e pr in t e r , a n d t h e n pr in t t h e e ve n side s. ( Ex pe r im e n t w it h j u st a cou ple of pa ge s fir st u n t il you figu r e ou t h ow t o ge t t h e m r igh t side u p on bot h side s.)

Ra n ge. Clicking t his but t on act ivat es a t ext box where you can be m ore specific about which pages you want Word t o print . Act ually, you can be very specific. To print an individual page, t ype it s num ber in t his box ( 12, for exam ple) . Separat e addit ional single pages by com m as. ( Typing 12, 20, for exam ple, print s Sect ion 1.3.6 and Sect ion 1.4.5.) You can add ranges t o your print bat ch as well, by using hyphens, like t his: 12, 20, 25- 30, 100- 102 . These com binat ions print s Sect ion 1.3.6, Sect ion 1.4.5, pages Sect ion 1.6.2.2 t hrough Sect ion 1.6.4, and Sect ion 3.2.8 t hrough Sect ion 3.3.

1 .6 .2 .2 . La you t This m enu choice offers a short cut t o a feat ure form erly available only in t he Page Set up dialog box: t he abilit y t o print m ore t han one Word page on each sheet of paper—a great paper- saving t ool for print ing rough draft s. The Layout panel also feat ures a surprise: t he Border m enu. You can choose one of four sim ple page border opt ions ( single hairline, double hairline, and so on) . The beaut y and power of t his m enu is t hat you can apply t he border t o only one print j ob, or only one page, wit hout act ually changing your docum ent in t he " Borders and Shading" dialog box. ( When you choose a border t ype from t he m enu, t he preview box at t he left present s an idea of what t he border will look like.)

1 .6 .2 .3 . Pr in t se t t in gs The opt ions in t his panel ( and even t he nam e of t he panel it self) depend on t he kind of print er you've select ed. Here's where you can choose from a list of paper t ypes ( plain, glossy, and so on) , and whet her you want t o use black and whit e or color. Choosing t he print opt ion t hat m at ches t he t ype of paper you're using effect ively changes set t ings in t he print er ( am ount of ink released, print ing speed, and so on) t o achieve t he best result s on t hat paper. I f you're using phot o paper t o print docum ent s cont aining digit al phot ographs, for exam ple, it 's especially im port ant t o specify t hat here. I t 's also where you can adj ust print qualit y —high for good looks, low t o save ink when print ing out rough draft s or file copies.

1 .6 .2 .4 . Adva n ce d se t t in gs This panel, t oo, appears only for cert ain print ers. I t m ay provide finer cont rol over qualit y, such as let t ing you specify t he exact dpi ( num ber of dot s per inch) t hat t he print er uses. For a professional- looking invit at ion or newslet t er, for exam ple, use at least 300 dpi.

1 .6 .2 .5 . M icr osoft W or d This panel let s you rest rict your print out t o odd or even pages, as described in Figure 1- 11. I t also offers t he Pr in t w h a t pop- up m enu, which is usually set t o Docum ent . However, t his m enu let s you print out som e fascinat ing behind- t he- scenes Word inform at ion sheet s. They include:

D ocu m e n t Pr ope r t ie s provides a page of st at ist ics for t he pat hologically curious. I n addit ion t o t he usual num ber of pages, t he t it le, and t he aut hor, you can see how m any m inut es you've spent on t he docum ent .

I f you have t racked changes or com m ent s visible in Word's reviewing feat ure ( see Sect ion 5.2) , choose List of M a r k u p t o print out list s of t he com m ent s, addit ions and delet ions t hat appear in t he docum ent . ( They print on separat e pages, not t he way you see t hem on screen.)

I f you do a lot of work wit h St yle s ( if you're charged wit h keeping t hem consist ent in all your com pany docum ent s, for exam ple, or if you're j ust a t ot al cont rol freak) , t his choice let s you print a list of all st yles t he current docum ent uses, com plet e wit h a full descript ion of each. ( Much m ore on St yles in Chapt er 3 .)

Sim ilarly, if you've creat ed a lot of Au t o Te x t e n t r ie s in your copy of Word 2008 and you're get t ing confused, t his opt ion print s out a list of t hem . You can get t he sam e inform at ion by choosing Tools Aut oCorrect Aut oText t ab and scrolling t hrough t he list . I f you're one of t hose power users who uses m ore t han one global t em plat e ( see Sect ion 7.6.1.2) , t his com m and is t he way t o creat e a separat e Aut oText cheat sheet for each t em plat e. I t 's also a quick way t o print a list of all your address- book cont act s, since t hey're considered Aut oText ent ries; t hat way, you can review t he list and decide which ones you want t o add or delet e.

Ke y Assign m e n t s produces a handy cheat sheet t o rem ind you of t he keyboard- short cut keyst rokes you've creat ed, as described at t he end of Chapt er 20.

This panel also shows t he W or d Opt ion s but t on, which opens t he Print t ab of t he Preferences dialog box.

1 .6 .2 .6 . Su m m a r y This com m and calls up a box showing all current print set t ings: num ber of copies, page range, layout opt ions, and so on. I t 's a quick way t o review all your choices wit h one st roke of t he pop- up m enu. You can't print t his inform at ion, and probably won't need t o. Use t he Cust om opt ion ( described below) t o save your favorit e set t ings.

1 .6 .2 .7 . Sa vin g cu st om se t t in gs You've gone t hrough every choice on t he pop- up m enu and got t en everyt hing j ust inst ance, you know you'll always print t wo copies, always want t hem collat ed, and wit h black ink ( saving t he m ore expensive color ink for phot ographs) . To save t his repeat ed use, choose " Save As" from t he Preset s pop- up m enu aft er you've set all

t he way you want it . For alm ost always want t o print com binat ion of set t ings for t he ot her panels t o your

liking. Fill in a nam e for your preset s, and you're good t o go. From t hen on, all you have t o do is press - P and choose t he nam e from t he Preset s m enu in t he Print dialog box. Then press Ret urn t o print , or you can go on t o adj ust any of t he set t ings if you need t o deviat e from your usual cust om set ( print t hree copies inst ead of your usual t wo, for exam ple) .

1 .6 .2 .8 . PD F This but t on is t he key t o one of Mac OS X's best feat ures: it s abilit y t o t urn any print able docum ent —including Word docum ent s, of course—int o a PDF ( Acrobat ) file. Because all Macs and PCs can view Adobe Acrobat docum ent s, you can at t ach a PDF file t o an em ail and know t hat your recipient , no m at t er what kind of com put er she has, will be able t o open and read it , wit h all your font s and layout int act . That m akes PDF an ideal form at for resum es, flyers or brochures, booklet s, and ot her docum ent s t hat need t o look good for t heir int ended audiences. To " print " your Word docum ent as an Acrobat file, sim ply click t he PDF but t on at t he bot t om of t he Window and choose Save as PDF from t he pop- up m enu. But , as one peek int o t his pop- up m enu shows, Mac OS X is willing t o do a lot m ore wit h your PDF t han j ust save it . Here's what else you m ight consider doing:

Sa ve PD F a s Post Scr ipt. This file form at is int ended for use by graphic designers or print shops. I t has t he m ost accurat e print ing inst ruct ions for t heir Post Script laser print ers.

Fa x PD F. I nst ead of print ing your file, t his opt ion sends it t o Mac OS X's built - in fax syst em . I f your com put er has a m odem and a t elephone line connect ion, you can ent er a phone num ber and send your docum ent t o any fax m achine.

Com pr e ss PD F creat es a sm aller PDF file—at t he expense of qualit y. This is a good choice for e- m ailing or viewing on screen, but not for print ing.

En cr ypt PD F creat es a password- prot ect ed PDF docum ent . I t can only be opened by som eone who knows t he password you assign t o it .

M a il PD F opens Apple Mail and at t aches t he PDF t o a new out going m essage. This only works wit h Apple Mail—even if you've designat ed Ent ourage, for exam ple, as your regular em ail program .

Sa ve a s PD F- X. This opt ion saves a st ream lined st yle of PDF favored in t he print ing indust ry.

Sa ve a s PD F t o iPh ot o creat es your PDF and aut om at ically deposit s it in your iPhot o library—which is a great place t o keep all kinds of graphic files, not j ust phot ographs.

Sa ve PD F t o W e b Re ce ipt s Folde r is int ended as a way t o save copies of receipt s for t he t hings you buy online, wit hout act ually print ing t hem out . This way, t he records from your online buying sprees end up in Docum ent s Web Receipt s folder. your Hom e

Edit m e n u let s you t idy up t his PDF m enu, rem oving t hose com m ands you never use.

1 .6 .2 .9 . Pr e vie w The Preview but t on is your gat eway t o t he m agnificent built - in Mac OS X print preview funct ion. Click t he but t on t o get a pict ure of what your page will look like when print ed. Mac OS X act ually creat es a PDF file of your docum ent on t he fly, and pops it open in your Mac's Preview program . Accordingly, you get t o use all of Preview's bells and whist les—t hings Word's built - in Print Preview never dream ed of. You can flip forward and backward t hrough your recent ly viewed pages, t ype in a page num ber t o j um p t o it , page t hrough your docum ent a page at a t im e, zoom in and out , and even choose a page t o view from a drawer cont aining each page in t he docum ent . And, oh yeah, aft er giving it t he once over, you can also print t he docum ent if you so desire ( click t he Print but t on) . The Preview t oolbar includes t he following but t ons:

Draw er . Clicking t his but t on slides out t he drawer t hat displays t he pages of t he current docum ent . Sim ply click a page t o go t o it —a convenient way t o preview long docum ent s.

Pr e viou s/ N e x t. Pages up and down t hrough t he pages displayed in t he drawer.

Pa ge W in dow . Type a num ber t o go direct ly t o t hat page.

Ba ck / For w a r d . Click t he arrows t o flip t hrough t he docum ent pages you've viewed.

Zoom I n / Ou t . Clicking t he + m agnifying glass zoom s in t he docum ent . That 's good for st udying im ages wit hin t he docum ent , or when you left your glasses in t he bedroom . Clicking t he – m agnifying glass zoom s out .

Tool M ode . The Tool Mode offers t hree m odes. The left but t on ( a cross) act ivat es t he hand t ool, which let s you m ove and scroll t hrough t he docum ent . Clicking t he A but t on t o act ivat e t he t ext t ool t o select t ext wit hin t he docum ent . The dot t ed square but t on let s you select a sect ion of a page ( t o zoom in on, for exam ple) . The last but t on is t he Annot at e Tool—click and hold t his but t on t o choose bet ween Text Annot at ion and Oval Annot at ion. Text annot at ion let s you draw a box on your docum ent int o which you can t ype a com m ent . Oval annot at ion, on t he ot her hand, let s you circle port ions of t he docum ent requiring your readers' at t ent ion.

T ip : Yes, you can also t urn your Word files int o PDF docum ent s using t he Print dialog box as described on Sect ion 1.6.2.8—but t his way, you get t o review it before com m it t ing.

1 .6 .2 .1 0 . Su pplie s Clicking t his but t on t akes you on a side t rip from print ing t o t he online Apple St ore, which offers t o sell you ink and t oner for your select ed print er. When you're done ordering ( or not ) , you'll find t he print dialog boxes pat ient ly wait ing for you when you ret urn.

1 .6 .2 .1 1 . Ca n ce l Click here if you've reconsidered t he whole print ing t hing. Pressing Esc also dism isses t he Print dialog box.

1 .6 .2 .1 2 . Pr in t When you're ready t o print your docum ent , aft er m aking any adj ust m ent s in t he print dialog box, clicking t his but t on will get t he j ob done. And, since t his but t on is pulsing blue, so will a press of t he Ret urn key.

1 .6 .3 . File

Pa ge Se t u p

Som e of t he set t ings t hat appear when you choose Page Set up are a funct ion of your print er's soft ware, not of Word. As in t he Print dialog box, choose your print er from t he pop- up m enu at t he t op t o see exact ly what 's available. Generally you'll find opt ions like t hese:

Pa pe r Size . Make sure t he page size here m at ches what you've got in your print er. You can choose envelopes as well as paper, but if you use Word's envelope feat ure ( see Sect ion 7.14.9.3) , t his set t ing is t aken care of aut om at ically.

Orient a t ion . You can change t hedirect ion t hat Word print s t he page on t he paper ( vert ical port rait versus horizont al landscape m ode) .

Sca lin g . Most of t he t im e, you print at 100% , but in som e cases t his m ight not be your best opt ion. For inst ance, if your docum ent is j ust t wo lines t oo long t o fit on one page, t ry print ing at 90% . ( You'll know if you've adj ust ed t he docum ent correct ly by checking t he File Print Preview before com m it t ing t he docum ent t o paper.)

You can set cust om page sizes by clicking Cust om Paper Size, as shown in Figure 1- 12. Turn on " Use cust om page size," and t hen ent er t he dim ensions of your paper. Rem em ber t hat widt h is t he m easurem ent of t he edge t hat you feed int o t he print er. Aft er set t ing up your page, click OK ( or press Ret urn) t o save your page set t ings. Click Reset t o ret urn all set t ings t o t heir original configurat ion.

Figu r e 1 - 1 2 . Ch oose M icr osoft W or d fr om t h e Se t t in gs m e n u if you n e e d t o ch a n ge t h e pr in t e r se t t in gs for j u st pa r t of t h e docu m e n t . Th e n ch oose " Th is poin t for w a r d" fr om t h e " Apply Pa ge Se t u p se t t in gs t o" pop- u p m e n u . Th is fe a t u r e com e s in h a n dy if you h a ve le t t e r s a n d e n ve lope s t oge t h e r in t h e sa m e docu m e n t , for e x a m ple .

For m ore advanced set t ings, choose Microsoft Word from t he Set t ings m enu. I f you need t o adj ust t he docum ent 's m argins before print ing, clicking t he Margins but t on is a quick way t o open t he Form at Docum ent Margins t ab, as described on Sect ion 13.3.2.1) . Finally, if you find yourself frequent ly changing from t he default set t ings t o your own configurat ion ( 2 Up, 99% reduct ion, and so on) , click t he Default but t on t o m ake t hat your new default page set up. Word asks if you want t o change t he default set t ings for all new docum ent s based on t he Norm al t em plat e ( in ot her words, all new, blank Word docum ent s t hat you open) .

N ot e : Clicking Default in t he Page Set up dialog box changes t he default s only for t he set t ings in t he Page Set up dialog box. I f you t ook a side t rip t o t he Margins dialog box, t hose set t ings won't be affect ed. To change t he default m argins, click Default in t he Form at Docum ent Margins t ab it self.

1 .6 .4 . Pr in t Pr e vie w Word's Print Preview feat ure was creat ed in t he old days, before Apple added a syst em - wide Preview funct ion t o Mac OS X it self. Like t he Mac OS X version, t he built - in Word view let s you see an onscreen represent at ion of how your docum ent will look on paper—a t errific way t o avoid wast ing paper on print out s t hat get chopped at Print t he m argin or have st raggling one- line orphans on t he last page. To see for yourself, choose File Preview. ( Keyboard short cut : - F2.) A special preview window opens, displaying a full view of one page of your docum ent . Because m ost windows are sm aller t han 8.5" x 11" , t he im age is probably reduced. You can see t he percent age of reduct ion in t he Print Preview t oolbar, as shown in Figure 1- 13. ( Unlike m ost t oolbars, you can't choose t his one from t he View m enu; you have t o open t he Print Preview window t o see it .) The Print Preview window opens in m agnificat ion m ode. For a closer look at a cert ain word or a part icular port ion of your docum ent , click t he page wit h t he m agnifying- glass icon ( Figure 1- 13) . You can also change t he view size by t yping a percent age in t he Zoom box ( also shown in Figure 1- 13) . Rem em ber, 100% isn't necessarily life- size; it 's t he size t hat let s you see one full print ed sheet at a t im e. I f your close inspect ion t urns up an error, t urn off t he m agnifying glass by clicking it s t oolbar icon, put t ing you in Edit m ode, where you can m ake changes direct ly t o your docum ent .

I f your docum ent is going t o be bound wit h facing pages, you can see how t he t wo- page spread will look by clicking ( and holding t he cursor down on) t he Mult iple Pages pop- up but t on. Drag t o highlight t wo or m ore panes, and t hen click; Word sim ult aneously displays t hat num ber of pages. The m ost powerful but t on on t he Print Preview t oolbar is t he " Shrink t o Fit " but t on. When t he last page of a docum ent has j ust a few lines, you m ay want t o avoid wast ing t hat whole ext ra piece of paper. Or suppose you've been given a five- page lim it , and you're j ust a couple of paragraphs t oo long. I f you have neit her t he t im e nor t he inclinat ion t o edit down your docum ent , you can click t he " Shrink t o Fit " but t on. Word adj ust s t he t ype sizes, across t he ent ire docum ent , j ust enough t o elim inat e t hat last fract ion of a page.

Figu r e 1 - 1 3 . W or d's Pr in t Pr e vie w w in dow displa ys a n ove r vie w of h ow you r docu m e n t w ill look on t h e pa ge . W h e n you 'r e r e a dy t o pr in t , click t h e pr in t e r icon on t h is t oolba r t o im m e dia t e ly pr in t on e copy w it h ou t visit in g t h e Pr in t dia log box . You ca n dism iss t h e Pr in t Pr e vie w w in dow by click in g t h e close box , pr e ssin g Esc, or click in g ba ck in a n y ot h e r docu m e n t w in dow .

T ip : I f you don't like t he effect of " Shrink t o Fit " , you can choose Edit " Undo Shrink t o Fit " , press F1, or press -Z. But once you save and close t he file, you can't rest ore t he original font sizes wit h t he Undo com m and. You have t o do so m anually .

Point ing t o t he ot her but t ons on t he Print Preview t oolbar, wit hout clicking, prom pt s t heir ident ifying screen t ip labels. These ot her but t ons include:

Vie w Ru le r . Click t o m ake bot h horizont al and vert ical rulers appear. As shown in Figure 1- 14, you can use t hese rulers t o adj ust t he m argins of your docum ent quickly and easily.

Fu ll scr e e n. Because of t he reduced view, Microsoft gives you t his one- click way t o m axim ize t he available screen space. Clicking here collapses your t ool palet t es, enlarges t he window t o t he edges of your m onit or, and hides Word's usual assort m ent of st at us bars around t he window edges.

Close bu t t on . Click t o ret urn t o what ever view you were using before opening t he print preview.

1 .6 .5 . Pr in t Pr e fe r e n ce s Believe it or not , Word 2008 offers yet anot her swat h of print ing set t ings—none of which even appear in t he usual Print and Page Set up dialog boxes.

Figu r e 1 - 1 4 . Le ft : I t 's e a sy t o a dj u st t h e t op m a r gin . Ju st dr a g t h e in t e r se ct ion of t h e w h it e a n d gr a y r e gion s on t h e r u le r s ( you ca n se e t h e spe cia l cu r sor sh a pe a t le ft ) . Righ t : Fin din g t h e spot t o dr a g is e x t r e m e ly im por t a n t w h e n a dj u st in g t h e le ft m a r gin m a r k e r s. Th e t op pa r t con t r ols t h e fir st - lin e in de n t , t h e m iddle pa r t con t r ols t h e h a n gin g in de n t s, a n d t h e bot t om pa r t m ove s t h e ot h e r t w o in con ce r t , a dj u st in g t h e le ft m a r gin . Re m e m be r , on ly t h e ve r y t ip of you r a r r ow cu r sor is a ct ive , a n d w h e n you pa u se you r cu r sor for a m om e n t ove r t h e m a r gin m a r k e r s, a scr e e n t ip a ppe a r s.

Specifically, t he cont rols t hat govern t he print ing of fields, hyperlinks, drawings, and ot her advanced feat ures Preferences Print dialog box, as shown in Figure 1- 15. are t ucked away in t he Word

When Upda t e fie lds is t urned on, Word checks all t he fields in your docum ent ( Sect ion 7.8) and verifies t hey cont ain t he m ost recent inform at ion. The dat e is updat ed, for exam ple, and capt ions are renum bered.

Turning on Upda t e lin k s t ells Word t o check all hyperlinks ( Sect ion 2.2.3) in t he docum ent and fix any whose dest inat ion docum ent on your hard drive has m oved. ( Word can't updat e Web links t his way, alas. I nst ead, you have t o updat e Web links m anually, as explained on Sect ion 9.4.)

Re ve r se pr in t or de r t ells Word t o print st art ing wit h t he last page first . I f your print er put s out sheet s right side up, wit h each new sheet on t op of t he previous one, t his opt ion saves you from shuffling t he pages int o t heir proper order.

Turning on D ocu m e n t pr ope r t ie s print s t he inform at ion from t he General, Sum m ary, and St at ist ics t abs of t he File Propert ies dialog box ont o a separat e sheet at t he end of t he docum ent .

When Fie ld code s is t urned on, Word print s t he field codes ( see Sect ion 7.8) inst ead of t he result s of t hose codes. For inst ance, a Dat e field would print as { DATE \ @ " M/ d/ yy" \ * MERGEFORMAT } inst ead of 10/ 31/ 08.

Figu r e 1 - 1 5 . Th e t h r e e ch e ck box e s u n de r " Opt ion s for cu r r e n t docu m e n t on ly" n e e d t o be t u r n e d on e a ch t im e you u se t h e m . For e x a m ple , if you r e a lly do w a n t t o u se u p you r e x pe n sive in k a n d m a k e you r docu m e n t h a r de r t o r e a d, you 'll h a ve t o t u r n on " Pr in t ba ck gr ou n d color s a n d im a ge s." You ca n a lso a cce ss t h is dia log box by click in g t h e W or d Opt ion s bu t t on in t h e M icr osoft W or d pa n e l of t h e Pr in t dia log box .

Turning on D r a w in g obj e ct s print s all im ages, including drawings, paint ings, Clip Art , and WordArt . Turning it off suppresses im ages and print s t ext only.

When H idde n t e x t is t urned on, any hidden t ext ( Sect ion 3.2.8) in your docum ent print s, along wit h all t he ot her t ext .

Pr in t da t a on ly for for m s suppresses t he m ain t ext of t he form docum ent and print s only inform at ion t hat has been ent ered int o form fields, as described on Sect ion 7.14.1.

The precision t hat t he Mac can use t o place charact ers onscreen is lim it ed t o t he screen's resolut ion of 1/ 72 of an inch. But wit h Fr a ct ion a l w idt h s t urned on, t he print er possesses m uch great er precision and flexibilit y t o place each charact er in it s t ypographically correct posit ion on t he page. For t he best - looking print out s, t urn on Fract ional widt hs j ust before print ing.

Not e, however, t hat when Fract ional widt hs is t urned on, Word's approxim at ion of t he print ed appearance can result in overlapping, awkward- looking spacing on t he screen. ( I nt erest ingly, when you swit ch t o Page Layout view, Word aut om at ically t urns on Fract ional widt hs, because Page Layout view is int ended t o show you how t he

page will look when print ed.)

N ot e : I f you're not connect ed t o a Post Script print er and haven't used any < print > fields ( Sect ion 7.8 ) in your docum ent , t he " Print Post Script over t ext " box is grayed out . I f you have—you deskt op publishing professional, you—t urning on t his box print s wat erm arks and ot her Post Script - generat ed figures on t op of t he t ext .

1 .6 .6 . Pr in t in g En ve lope s a n d La be ls There's a big t em pt at ion t o j ust hand- let t er your envelope, but Word m akes it so easy t hat t here's no need t o set t le for anyt hing less t han a professional- looking, print ed envelope. Moreover, t he Labels com m and is equipped for print ing business cards, Rolodex cards, and ot her odd- shaped it em s. These are t ools wort h learning.

N ot e : You can also print a whole m ass of labels or envelopes at once, based on addresses in your Office Address Book; see Sect ion 1.6.6.2 .

1 .6 .6 .1 . Pr in t in g e n ve lope s Before st art ing, inspect your print er and t he envelope you're going t o use. Pract ice fit t ing t he envelope int o t he feed slot . Check t he print er's m anual t o see if you need t o flip any levers or m ash any but t ons t o accom m odat e envelopes. Now it 's t im e for t he Word part of envelope print ing, as follows:

1 . Ch oose Tools

En ve lope s.

The Envelope dialog box opens, as shown in Figure 1- 16.

2 . Fill in t h e D e live r y a ddr e ss a n d Re t u r n a ddr e ss box e s. To change t he ret urn address, t urn off t he " Use m y address" box. ( Word aut om at ically fills in your nam e and address as you ent ered t hem in t he Word Preferences User I nform at ion panel.) Alt ernat ively, click t he address- card icon locat ed next t o t he address box t o select a nam e and address from t he Office Address Book. Click t he Font but t on t o choose any of Word's font s, t ype st yles, and font sizes, as described on Sect ion 3.2 .

3 . Click on e of t h e Posit ion bu t t on s; u se t h e a r r ow bu t t on s in t h e Addr e ss Posit ion dia log box t o a dj u st t h e a ddr e sse s on t h e e n ve lope , if you w ish . The Preview pane displays t he result s of your reposit ioning act ions. Click OK when done.

4 . Click Pa ge Se t u p or Cu st om in t h e Pr in t in g Opt ion s pa n e. I f your print er has an envelope slot , and you're using a st andard envelope size ( as opposed t o an oddly shaped greet ing card envelope, for exam ple) , you're in luck. Click Page Set up and choose t he envelope size in t he Print dialog box ( # 10 is a st andard business envelope) . Click OK t o ret urn t o t he Envelope dialog box.

Figu r e 1 - 1 6 . W h e n you ch e ck t h e " D e live r y poin t ba r code " box , W or d w ill pr in t t h e ba r code u se d by t h e U.S. Post a l Se r vice 's m a ch in e r y. You m a y a ct u a lly spe e d you r le t t e r 's de live r y a s a r e su lt . Ch e ck t h e FI M - A box a s w e ll if you 'r e pr in t in g a r e ply e n ve lope .

Click Cust om if your print er doesn't have an envelope feed or doesn't accom m odat e your size envelope. I n t he Cust om Page Opt ions dialog box ( Figure 1- 17) , choose t he " Envelope size" m enu, and t hen click t he preview window t hat m ost closely resem bles how you plan t o insert t hat envelope int o your print er's feed. Click OK when done. You're alm ost ready t o print . When you do, Word will creat e a new docum ent t o hold t he envelope t ext . To st ore t he envelope in t he sam e docum ent t hat you've been working in, check " I nsert t his envelope int o t he

act ive docum ent ."

Figu r e 1 - 1 7 . W h e n you t u r n t h e " Clock w ise r ot a t ion " box on a n d off, a n d click t h e " Fa ce u p" a n d " Fa ce dow n " r a dio bu t t on s, t h e sm a ll pr e vie w w in dow s sh ow you t h e diffe r e n ce s in h ow you 'll be fe e din g t h e e n ve lope in t o you r pr in t e r .

5 . I f you 'd lik e t o u se t h e e n ve lope you 've j u st se t u p in a m a il m e r ge ( se e Se ct ion 7 .1 4 .1 ) , click M a il M e r ge t o ope n t h e M a il M e r ge M a n a ge r a n d u se t h e e n ve lope w it h a list of a ddr e sse s. Ot herwise, click Print or OK t o print t he envelope wit h t he current address.

1 .6 .6 .2 . Pr in t in g la be ls As m ent ioned above, Word's label funct ion can print m ore t han plain whit e address labels. You can m ake nam e t ags, Rolodex or index cards, post cards, and so on. When you buy blank labels or cards for print ing, t hey usually com e on a convenient 8.5" x 11" sheet t hat fit s nicely int o your print er's feed. You can t hen det ach t he individual labels aft er print ing. To print labels in Word, proceed as follows:

1 . Ch oose Tools

La be ls.

The Labels dialog box opens, as shown in Figure 1- 18.

2 . Type a n a ddr e ss—or ot h e r la be l in for m a t ion —in t o t h e Addr e ss w in dow .

See Figure 1- 18 for full det ails.

Figu r e 1 - 1 8 . W h e n t ypin g in t h e Addr e ss w in dow , click Fon t t o u se a n y of W or d's fon t s or t e x t for m a t t in g. Ch e ck t h e " Use m y a ddr e ss" box t o h a ve W or d in se r t you r n a m e a n d a ddr e ss fr om t h e W or d Pr e fe r e n ce s Use r in for m a t ion t a b ( w h ich is a lso r e fle ct e d in t h e En t ou r a ge Addr e ss Book e n t r y you cr e a t e d for you r se lf) . Click t h e con t a ct icon t o ch oose a n a m e a n d a ddr e ss fr om t h e En t ou r a ge a ddr e ss book .

3 . Click Opt ion s in t h e La be l pa n e t o t e ll W or d w h a t k in d of la be l or ca r d you 'r e u sin g, a s sh ow n in Figure 1- 19. The choices m ay seem overwhelm ing, but Word can help. Once you've chosen a m anufact urer and it em num ber, click Det ails t o see a preview ( wit h m easurem ent s) of t he label it self. I f you have an odd- sized or unident ified label, click New Label. Word opens a dialog box where you can ent er your cust om dim ensions. ( You'll need a ruler t o m easure t he label it self in t his case; however, Word has enough built - in labels t hat you'll rarely need t o get t his creat ive.) Click OK. I f your odd- sized labels com e on odd- sized sheet s ( som et hing ot her t han 8.5" x 11" ) , click Cust om ize in

t he Print ing Opt ions pane. Here you set t he page size and feeding m et hod, as described earlier and shown in Figure 1- 20.

4 . I f you 'r e pr in t in g on ly on e la be l, click t h e " Sin gle la be l" r a dio bu t t on a n d ch oose a r ow a n d colu m n t o t e ll W or d w h e r e t o pr in t t h e la be l. This way, if you have a sheet wit h som e blank labels left over, you can have Word print on one of t hose rem aining labels. No wast e! I f you're print ing m ore t han one label, on t he ot her hand, click Mail Merge and use t he Mail Merge Manager ( see Sect ion 7.14.2) t o give Word a list of addresses t o use.

5 . Click Pr in t or OK w h e n don e . To avoid wast ing labels, print on a blank piece of paper first . Hold t he print ed sheet over a label sheet ( preferably against a window or light ) t o see if t he labels are going t o line up. I f t hey don't align correct ly, choose Tools Labels, click Opt ions, and click Det ails t o adj ust t he print area and spacing of each label.

Figu r e 1 - 1 9 . Ch oose t h e n a m e oft h e m a n u fa ct u r e r fr om t h e " La be l pr odu ct s" m e n u be for e ch oosin g fr om t h e " Pr odu ct n u m be r " list . Look on t h e la be l pa ck a ge for t h is in for m a t ion .

1 .6 .7 . Se n din g I t Ele ct r on ica lly These days, it 's rare t hat a docum ent is sent int o t he world on paper or disk. I nst ead, it 's usually t ransm it t ed Send To com m and gives you t wo ways of t ransm it t ing your work elect ronically: elect ronically. Word's File via em ail and as a PowerPoint present at ion.

Figu r e 1 - 2 0 . Pr a ct ice on a bla n k sh e e t of pa pe r t o de t e r m in e w h e t h e r you r pr in t e r fe e ds fa ce u p or

fa ce dow n , a n d w h ich cor n e r t h e la be ls st a r t t o pr in t fr om . Th e n , if n e ce ssa r y, u se t h e bu t t on s in t h is dia log box t o m a t ch W or d w it h w h a t you r pr in t e r is doin g. I f you 'r e u sin g on e of t h e st a n da r d la be l t ype s, you pr oba bly w on 't h a ve t o bot h e r w it h t h e se se t t in gs.

File Se n d To M a il Re cipie n t ( a s H TM L) . This alt ernat ive offers a pret t ier, t hough riskier, way of em ailing a Word docum ent . I t convert s t he Word t ext int o HTML and plunks it direct ly int o t he body of an em ail m essage. Why riskier? Because your recipient won't be able t o see it if her em ail program 's HTML opt ions are t urned off or nonexist ent .

File Se n d To M a il Re cipie n t ( a s At t a ch m e n t ) . This long- winded com m and launches Ent ourage and opens a new em ail m essage. The docum ent you were j ust working on in Word is aut om at ically at t ached t o t he m essage, and your address book is open—ready and wait ing for you t o choose a recipient from your list of cont act s. ( See Chapt er 10 for m ore on Ent ourage's Address Book.) Congrat ulat ions—you've j ust saved several t edious st eps.

File Se n d To Pow e r Poin t . You can im port a Word out line int o PowerPoint for conversion int o a slideshow, but why go t o all t he t rouble? When your Word docum ent is ready t o becom e part of your big show, choose t his com m and. PowerPoint opens wit h your Word docum ent now displayed as a PowerPoint present at ion. See Chapt er 16 for full det ails on working wit h your docum ent in PowerPoint .

Ch a pt e r 2 . Edit in g in W or d Despit e all t he whiz- bang, 21st - cent ury innovat ions in Word 2008, som e t hings haven't changed, including…well, t yping and clicking. The basics of adding, delet ing, and m oving t ext around work essent ially t he sam e way as t hey did in Word 1.0, which fit on a single floppy disk and had t o be st art ed up wit h a hand crank. Most of t he edit ing and form at t ing t echniques in Word and t he ot her Office program s require a t wo- st ep procedure: select , t hen do. That is, first select t he t hing ( charact er, word, paragraph, sent ence) t hat you int end t o act upon, t hen use keyst rokes or m enu com m ands t o t ell t he Mac what t o do t o it .

2 .1 . Th e M a n y W a ys t o Se le ct Te x t Dragging wit h t he m ouse is t he way m ost people first learned t o select t ext . I n t his t im e- honored m et hod, you click at t he st art of where you want t o select t ext , and while holding down t he m ouse but t on, drag unt il t he t ext in quest ion is highlight ed.

N ot e : Don't forget Word's m ult i- select ion feat ure, which has been around since Word X. You can select bit s of t ext far apart from each ot her sim ult aneously and t hen cut , copy, and past e t hem all at once. You can grab a single sent ence from t he first paragraph of a docum ent and a couple sent ences from t he second—and scrap everyt hing else ( see Sect ion 2.1.1) .

Assum ing you m ast ered dragging a long t im e ago, here are som e m ore st ream lined ways t o select t ext . ( Som e of t hese m oves are second nat ure t o power users.)

Sh ift - a r r ow . I f you undershoot or overshoot t he m ark when dragging m anually, don't st art over—j ust rem em ber t he Shift –arrow key t rick. Aft er you release t he m ouse but t on, don't click again or do anyt hing else. Hold down t he Shift key and t hen press t he arrow keys t o expand or shrink t he size of t he select ion—one charact er or line at a t im e. Add t he Opt ion key t o expand or shrink t he select ion one word at a t im e.

D r a ggin g w it h t h e m ou se a n d Opt ion k e y . When dragging wit h t he m ouse, you'll not ice t hat Word highlight s t ext in one- word chunks, under t he assum pt ion t hat you'll very rarely want t o edit only t he first syllable of a word. Even if you begin dragging in t he cent er of a word, t he program inst ant ly highlight s all t he way from t he beginning t o t he end of t hat word, including t he space aft er it . Usually, t his behavior is what you want , and let s you drag som ewhat sloppily.

T ip : I f you dislike t he way Word aut om at ically select s in one- word increm ent s, you can t urn it off by choosing Word Preferences and clicking t he Edit t ab. The checkbox called " When select ing, aut om at ically select ent ire word" is t he on/ off swit ch for t his feat ure.

Every now and t hen, however, you do want t o edit only t he first syllable of a word—perhaps t o correct a t ypo. I n t hose sit uat ions, Word's t endency t o highlight t he ent ire word can induce m adness. On t hose occasions, press t he Opt ion key as you drag. Word responds by respect ing t he precise m ovem ent s of your

m ouse.

T ip : Opt ion- dragging vert ically is a sneaky t rick t hat let s you highlight only a t all, skinny block—a useful way t o shave off t he garbage charact ers at t he beginnings of t he lines of t ext you've past ed in from an em ail m essage, for exam ple.

Click in g w it h t h e m ou se . Using t he m ouse and not dragging can save you t im e. Double- click a word t o select t hat one word as a whole. Triple- click t o select an ent ire paragraph. Wit h one paragraph select ed in t his way, hold down Shift and click t he m ouse elsewhere, even pages away, t o select m ore t ext in one- paragraph increm ent s.

Usin g t h e Sh ift k e y a n d t h e m ou se . By using t he Shift key, you can enj oy all t he convenience of using t he m ouse wit hout t he wrist - wearying effort of holding down t he m ouse but t on. Just click at where you want t o st art select ing, hold down t he Shift key, t hen click t he m ouse a second t im e where you want t he select ion t o end ( even if you have t o scroll t he docum ent bet ween clicks) . Word highlight s everyt hing bet ween t he t wo clicks. I f you overshoot t he m ark, you can back up in one- unit ( let t er, word, paragraph, what ever) increm ent s by holding down Shift and clicking back int o t he select ion. ( Unfort unat ely, you can't change t he beginning of t he select ion using t his m et hod.)

Usin g Sh ift w it h ot h e r k e ys. I f you do a lot of word processing, you m ay find it fast er t o keep your hands at t he keyboard as m uch as possible, wit hout st opping t o grasp t he m ouse. I n fact , it 's possible t o select t ext wit hout using t he m ouse at all. Just use t he arrow keys t o get t o where you want t o begin select ing. Hold down t he Shift key and use t he arrow keys t o adj ust t he size of t he select ion—line by line for t he up and down arrow keys, and one charact er at a t im e for t he right and left arrow keys. I f you hold down Opt ion and Shift , t he right and left arrow keys select in one- word increm ent s, and t he up and down arrow keys select in one- paragraph increm ent s. ( Your original select ion is preserved, however, even if it was only part of a paragraph.) You can use t he Shift key wit h t he Hom e, End, and Page Up/ Page Down keys as well. Sh ift - H om e or Shift - End select s from t he insert ion point t o t he beginning or end of t he line. Sh ift - Pa ge Up/ Pa ge D ow n select s one " screenful" ( about half a page, depending on your m onit or size) up or one down from t he insert ion point .

Usin g w it h t h e m ou se . Here's a great com m and t o m em orize: - click anywhere wit hin a sent ence t o select exact ly t hat sent ence, neat ly and quickly, period and all. Release t he key and click t o deselect - click again t o select a different sent ence. t he sent ence, t hen

Usin g t h e se le ct ion st r ip . To t he left of your t ext , j ust inside t he left window edge, is a t hin m argin—an em pt y whit e space about a quart er of an inch wide. I t 's an invisible but ext rem ely useful t ool called t he select ion st rip. ( I n Page Layout view, t he select ion st rip is beefier—about as wide as t he visible m argin.) When your cursor vent ures int o t his area, t he arrow point er point s t o t he right inst ead of left as usual. Now you can click once t o highlight a single line of t ext , t wice t o select a paragraph, or t hree t im es t o select t he whole docum ent .

T ip : - clicking in t he select ion st rip also highlight s t he ent ire docum ent —unless som e t ext is already select ed. I f - clicking select s an addit ional line inst ead. As for t he peculiar highlight ing t hat appears when you t hat 's t he case, Opt ion- - click in t he select ion st rip: Well, you t ell us what Word's doing.

You can also drag vert ically t hrough t he select ion st rip t o highlight a vert ical chunk of t ext —one of t his st rip's m ost frequent uses. ( As always, you can click t here once, t hen Shift - click elsewhere in your docum ent t o highlight all lines of t ext bet ween t he t wo clicks.)

Usin g Ex t e n d m ode . Pressing F8 act ivat es Ext end m ode, t he m ost powerful ( if disorient ing) way t o select t ext . Posit ion t he insert ion point where you want t o begin select ing, act ivat e Ext end m ode, t hen use t he arrow and Page Up or Down keys t o select t ext aut om at ically. ( Microsoft has rem oved t he Ext end m ode EXT but t on from t he St at us bar in Word 2008—so you can only t ell it 's act ive by t he odd select ion behavior.) To cancel Ext end m ode, press - period t o t urn it off.

Exact ly as when you're not in Ext end m ode, pressing t he Opt ion key wit h t he arrows forces Word t o select in one- word ( right and left arrow) or one- paragraph ( up and down arrow) increm ent s.

N ot e : Early versions of Word let you use t he num eric keypad as cursor keys. By pressing Shift - Clear, you brought out t he pad's second personalit y as a navigat ion keyboard, where t he keys surrounding t he 5 key act ed as cursor keys, t he 0 key act ed as I nsert , and so on. But Microsoft evident ly fielded one t oo m any desperat e t ech- support calls from cust om ers who'd ent ered t his m ode accident ally, and couldn't figure out why t hey could no longer t ype num bers wit h t he num eric keypad. Ever since Word 2001, t he num ber keypad has done j ust one t hing—t ype num bers.

2 .1 .1 . M u lt i- Se le ct ion To use Word's m ult iple- select ion feat ure, highlight a piece of t ext using any of t he m et hods described above involving t he m ouse. Then press as you use t he m ouse t o select m ore t ext . Bingo: You've highlight ed t wo separat e chunks of t ext . , For inst ance, drag t o select part of a sent ence. Then scroll down a couple of pages and, while pressing - double- click a single word t o add it t o t he t riple- click t o select anot her ent ire paragraph. Finally, you can bat ch select ion.

N ot e : Select ing t ext using t he Shift key and keyboard, t hen pressing and using t he m ouse t o select addit ional areas creat es ( or adds t o) a m ult i- select ion. Mult i- select ions have t o be in t he sam e docum ent ( you can't select t ext sim ult aneously in different windows) .

When you're done select ing bit s of t ext here and t here, you can operat e on t hem en m asse. For exam ple:

You can m ake t hem all bold or it alic wit h one fell swoop.

When you cut , copy, or past e ( as described in t he next sect ion) , t he com m and act s upon all your m ult iselect ions at once.

You can drag any one of t he highlight ed port ions t o a new area, confident t hat t he ot her chunks will com e along for t he ride. All of t he select ed areas will wind up consolidat ed in t heir new locat ion.

T ip : This feat ure has special ram ificat ions for t he Find com m and described on Sect ion 2.4.1 . The Find dialog box has a " Highlight all it em s found" checkbox. I t m akes t he soft ware perform your work for you, sim ult aneously highlight ing every occurrence of a cert ain word or phrase wit hin t he ent ire file.

Ch a pt e r 2 . Edit in g in W or d Despit e all t he whiz- bang, 21st - cent ury innovat ions in Word 2008, som e t hings haven't changed, including…well, t yping and clicking. The basics of adding, delet ing, and m oving t ext around work essent ially t he sam e way as t hey did in Word 1.0, which fit on a single floppy disk and had t o be st art ed up wit h a hand crank. Most of t he edit ing and form at t ing t echniques in Word and t he ot her Office program s require a t wo- st ep procedure: select , t hen do. That is, first select t he t hing ( charact er, word, paragraph, sent ence) t hat you int end t o act upon, t hen use keyst rokes or m enu com m ands t o t ell t he Mac what t o do t o it .

2 .1 . Th e M a n y W a ys t o Se le ct Te x t Dragging wit h t he m ouse is t he way m ost people first learned t o select t ext . I n t his t im e- honored m et hod, you click at t he st art of where you want t o select t ext , and while holding down t he m ouse but t on, drag unt il t he t ext in quest ion is highlight ed.

N ot e : Don't forget Word's m ult i- select ion feat ure, which has been around since Word X. You can select bit s of t ext far apart from each ot her sim ult aneously and t hen cut , copy, and past e t hem all at once. You can grab a single sent ence from t he first paragraph of a docum ent and a couple sent ences from t he second—and scrap everyt hing else ( see Sect ion 2.1.1) .

Assum ing you m ast ered dragging a long t im e ago, here are som e m ore st ream lined ways t o select t ext . ( Som e of t hese m oves are second nat ure t o power users.)

Sh ift - a r r ow . I f you undershoot or overshoot t he m ark when dragging m anually, don't st art over—j ust rem em ber t he Shift –arrow key t rick. Aft er you release t he m ouse but t on, don't click again or do anyt hing else. Hold down t he Shift key and t hen press t he arrow keys t o expand or shrink t he size of t he select ion—one charact er or line at a t im e. Add t he Opt ion key t o expand or shrink t he select ion one word at a t im e.

D r a ggin g w it h t h e m ou se a n d Opt ion k e y . When dragging wit h t he m ouse, you'll not ice t hat Word highlight s t ext in one- word chunks, under t he assum pt ion t hat you'll very rarely want t o edit only t he first syllable of a word. Even if you begin dragging in t he cent er of a word, t he program inst ant ly highlight s all t he way from t he beginning t o t he end of t hat word, including t he space aft er it . Usually, t his behavior is what you want , and let s you drag som ewhat sloppily.

T ip : I f you dislike t he way Word aut om at ically select s in one- word increm ent s, you can t urn it off by choosing Word Preferences and clicking t he Edit t ab. The checkbox called " When select ing, aut om at ically select ent ire word" is t he on/ off swit ch for t his feat ure.

Every now and t hen, however, you do want t o edit only t he first syllable of a word—perhaps t o correct a t ypo. I n t hose sit uat ions, Word's t endency t o highlight t he ent ire word can induce m adness. On t hose occasions, press t he Opt ion key as you drag. Word responds by respect ing t he precise m ovem ent s of your

m ouse.

T ip : Opt ion- dragging vert ically is a sneaky t rick t hat let s you highlight only a t all, skinny block—a useful way t o shave off t he garbage charact ers at t he beginnings of t he lines of t ext you've past ed in from an em ail m essage, for exam ple.

Click in g w it h t h e m ou se . Using t he m ouse and not dragging can save you t im e. Double- click a word t o select t hat one word as a whole. Triple- click t o select an ent ire paragraph. Wit h one paragraph select ed in t his way, hold down Shift and click t he m ouse elsewhere, even pages away, t o select m ore t ext in one- paragraph increm ent s.

Usin g t h e Sh ift k e y a n d t h e m ou se . By using t he Shift key, you can enj oy all t he convenience of using t he m ouse wit hout t he wrist - wearying effort of holding down t he m ouse but t on. Just click at where you want t o st art select ing, hold down t he Shift key, t hen click t he m ouse a second t im e where you want t he select ion t o end ( even if you have t o scroll t he docum ent bet ween clicks) . Word highlight s everyt hing bet ween t he t wo clicks. I f you overshoot t he m ark, you can back up in one- unit ( let t er, word, paragraph, what ever) increm ent s by holding down Shift and clicking back int o t he select ion. ( Unfort unat ely, you can't change t he beginning of t he select ion using t his m et hod.)

Usin g Sh ift w it h ot h e r k e ys. I f you do a lot of word processing, you m ay find it fast er t o keep your hands at t he keyboard as m uch as possible, wit hout st opping t o grasp t he m ouse. I n fact , it 's possible t o select t ext wit hout using t he m ouse at all. Just use t he arrow keys t o get t o where you want t o begin select ing. Hold down t he Shift key and use t he arrow keys t o adj ust t he size of t he select ion—line by line for t he up and down arrow keys, and one charact er at a t im e for t he right and left arrow keys. I f you hold down Opt ion and Shift , t he right and left arrow keys select in one- word increm ent s, and t he up and down arrow keys select in one- paragraph increm ent s. ( Your original select ion is preserved, however, even if it was only part of a paragraph.) You can use t he Shift key wit h t he Hom e, End, and Page Up/ Page Down keys as well. Sh ift - H om e or Shift - End select s from t he insert ion point t o t he beginning or end of t he line. Sh ift - Pa ge Up/ Pa ge D ow n select s one " screenful" ( about half a page, depending on your m onit or size) up or one down from t he insert ion point .

Usin g w it h t h e m ou se . Here's a great com m and t o m em orize: - click anywhere wit hin a sent ence t o select exact ly t hat sent ence, neat ly and quickly, period and all. Release t he key and click t o deselect - click again t o select a different sent ence. t he sent ence, t hen

Usin g t h e se le ct ion st r ip . To t he left of your t ext , j ust inside t he left window edge, is a t hin m argin—an em pt y whit e space about a quart er of an inch wide. I t 's an invisible but ext rem ely useful t ool called t he select ion st rip. ( I n Page Layout view, t he select ion st rip is beefier—about as wide as t he visible m argin.) When your cursor vent ures int o t his area, t he arrow point er point s t o t he right inst ead of left as usual. Now you can click once t o highlight a single line of t ext , t wice t o select a paragraph, or t hree t im es t o select t he whole docum ent .

T ip : - clicking in t he select ion st rip also highlight s t he ent ire docum ent —unless som e t ext is already select ed. I f - clicking select s an addit ional line inst ead. As for t he peculiar highlight ing t hat appears when you t hat 's t he case, Opt ion- - click in t he select ion st rip: Well, you t ell us what Word's doing.

You can also drag vert ically t hrough t he select ion st rip t o highlight a vert ical chunk of t ext —one of t his st rip's m ost frequent uses. ( As always, you can click t here once, t hen Shift - click elsewhere in your docum ent t o highlight all lines of t ext bet ween t he t wo clicks.)

Usin g Ex t e n d m ode . Pressing F8 act ivat es Ext end m ode, t he m ost powerful ( if disorient ing) way t o select t ext . Posit ion t he insert ion point where you want t o begin select ing, act ivat e Ext end m ode, t hen use t he arrow and Page Up or Down keys t o select t ext aut om at ically. ( Microsoft has rem oved t he Ext end m ode EXT but t on from t he St at us bar in Word 2008—so you can only t ell it 's act ive by t he odd select ion behavior.) To cancel Ext end m ode, press - period t o t urn it off.

Exact ly as when you're not in Ext end m ode, pressing t he Opt ion key wit h t he arrows forces Word t o select in one- word ( right and left arrow) or one- paragraph ( up and down arrow) increm ent s.

N ot e : Early versions of Word let you use t he num eric keypad as cursor keys. By pressing Shift - Clear, you brought out t he pad's second personalit y as a navigat ion keyboard, where t he keys surrounding t he 5 key act ed as cursor keys, t he 0 key act ed as I nsert , and so on. But Microsoft evident ly fielded one t oo m any desperat e t ech- support calls from cust om ers who'd ent ered t his m ode accident ally, and couldn't figure out why t hey could no longer t ype num bers wit h t he num eric keypad. Ever since Word 2001, t he num ber keypad has done j ust one t hing—t ype num bers.

2 .1 .1 . M u lt i- Se le ct ion To use Word's m ult iple- select ion feat ure, highlight a piece of t ext using any of t he m et hods described above involving t he m ouse. Then press as you use t he m ouse t o select m ore t ext . Bingo: You've highlight ed t wo separat e chunks of t ext . , For inst ance, drag t o select part of a sent ence. Then scroll down a couple of pages and, while pressing - double- click a single word t o add it t o t he t riple- click t o select anot her ent ire paragraph. Finally, you can bat ch select ion.

N ot e : Select ing t ext using t he Shift key and keyboard, t hen pressing and using t he m ouse t o select addit ional areas creat es ( or adds t o) a m ult i- select ion. Mult i- select ions have t o be in t he sam e docum ent ( you can't select t ext sim ult aneously in different windows) .

When you're done select ing bit s of t ext here and t here, you can operat e on t hem en m asse. For exam ple:

You can m ake t hem all bold or it alic wit h one fell swoop.

When you cut , copy, or past e ( as described in t he next sect ion) , t he com m and act s upon all your m ult iselect ions at once.

You can drag any one of t he highlight ed port ions t o a new area, confident t hat t he ot her chunks will com e along for t he ride. All of t he select ed areas will wind up consolidat ed in t heir new locat ion.

T ip : This feat ure has special ram ificat ions for t he Find com m and described on Sect ion 2.4.1 . The Find dialog box has a " Highlight all it em s found" checkbox. I t m akes t he soft ware perform your work for you, sim ult aneously highlight ing every occurrence of a cert ain word or phrase wit hin t he ent ire file.

2 .2 . M ovin g Te x t Ar ou n d Three com m ands—Cut , Copy, and Past e—appear in every word processing program known t o hum ankind, Word included. But Office 2008 has m ore powerful ways of m anipulat ing t ext once you've select ed it .

2 .2 .1 . Copy ( or Cu t ) a n d Pa st e To copy t ext , highlight it as described above. Then choose Edit Copy ( or click t he corresponding St andard t oolbar but t on) , click t he m ouse or use t he arrow keys t o t ransport t he insert ion point t o your new locat ion, and choose Edit Past e. A copy of t he original t ext appears in t he new locale. To m ove t ext inst ead of copying it , Cut and Edit Past e; t he select ed t ext m oves from one place t o anot her, leaving no t race use Edit behind. Alt ernat ively, aft er select ing t he t ext , you can also Cont rol- click t he select ion ( or click t he right m ouse but t on if you have one) , and choose Copy or Cut from t he short cut m enu. Sim ilarly, when you arrive at t he place where you want t o past e, you can Cont rol- click, t hen select Past e. I f t his procedure sounds like a lot of work, you're right —especially if you're t rying t o choose t hese m enu com m ands using a lapt op t rackpad. Cut / Copy and Past e is t he sequence you'll probably use ext rem ely oft en. By learning t he keyst roke equivalent s, t he t im e you save avoiding t he m ouse really adds up. For exam ple:

Ta ble 2 - 1 . Copy, Cu t , a n d Pa st e com m a n ds Fu n ct ion

Com m a n d

Ke yst r ok e s

Copy

Edit

Copy

- C or F3

Cut

Edit

Cut

- X or F2

Past e

Edit

Past e

- V or F4

N ot e : Long, long ago, when keyboard com m ands were first handed out , Print got in line ahead of Past e and received t he covet ed - P keyst roke assignm ent . But using - V for past e m akes sense since V's right next t o t he C key, so all t he edit ing keys—undo, Cut , Copy, and Past e—line up in a neat row on your keyboard. The V also looks like t he caret m ark proofreaders use t o m ean " insert ." Or j ust t hink of V as st anding for voilà, t here it is!

2 .2 .1 .1 . Th e Pa st e Opt ion s sm a r t bu t t on No m at t er which Cut / Copy and Past e m et hod you use, you'll not ice a sm all, square but t on hovering over t he surface of your docum ent j ust by where you past ed. This is Word 2008's Past e Opt ions sm art but t on, shown in Figure 2- 1.

Figu r e 2 - 1 . Appe a r in g im m e dia t e ly a ft e r you pa st e , t h e Pa st e Opt ion s sm a r t bu t t on le t s you ch oose e x a ct ly h ow you w a n t im por t e d t e x t t o look w it h a sim ple click of t h e m ou se . I n st a n t gr a t ifica t ion !

Clicking t his but t on provides t hree opt ions: Keep Source Form at t ing, Mat ch Dest inat ion Form at t ing, and Keep Text Only. I f you choose Keep Source Form at t ing, t he t ext looks j ust like it did when you lift ed it from it s previous residence. Go t his rout e if you like t he way t he original t ext looked, and want t o im port t hat st yling int o your current docum ent . For inst ance, if you spent a lot of t im e get t ing t he form at t ing of your newslet t er heading j ust right , and now want t o use it again in next m ont h's issue, use Keep Source Form at t ing t o preserve your hard work. Conversely, if you choose Mat ch Dest inat ion Form at t ing, your t ext t akes on t he form at t ing of it s new surroundings. This select ion is a popular choice because it let s you im port t ext from disparat e locat ions wit hout t hat im port ed- from - disparat e- locat ions look. The final opt ion, Keep Text Only, does j ust t hat —keeps t he t ext only, elim inat ing any addit ional form at t ing, such as bold, it alics, and so on. You m ay need t o click Keep Text Only aft er you choose t o ret ain source dest inat ion form at t ing. Alt hough t hose opt ions form at t ext as described above, t hey don't rem ove bold, it alics, underlining, and so on. For exam ple, if you im port ed t ext t hat was 14 point Verdana bold and past ed it int o t he m iddle of your 10 point Tim es font , select ing Mat ch Dest inat ion Form at t ing would convert t he t ext t o 10 point Tim es, but you would t hen need t o select Text Only t o clear t he bold.

2 .2 .2 . Pa st e Spe cia l The Edit Past e Special com m and dict at es—as described below—how your t ext looks and act s once it reaches it s final dest inat ion. The opt ions include past ing t he inform at ion as eit her a linked obj ect or em bedded obj ect , and various t ypes of t ext form at t ing. Your first choice is t o decide whet her t o past e your t ext direct ly int o t he docum ent or past e it as a link. To choose, click t he appropriat e radio but t on in t he Past e Special dialog box. Here's what t he choices m ean:

Pa st e. Creat es an em bedded obj ect . When you click an obj ect you've past ed t his way, t he source ( original) program opens in a separat e window, where you can edit t he obj ect wit hout act ually leaving Word. When you m ake changes in t hat window, you're also m aking t hose changes in t he source file ( if t here is one) . Think of it as t he opposit e of a linked obj ect , described below.

Pa st e Lin k . Creat es a linked obj ect t hat refers back t o t he source file. I n ot her words, an insert ed Excel obj ect is m erely a link t o t he original Excel file, and you can't click t o edit it in Word. I nst ead, Word opens t he source ( original) file where you can m ake changes t o t he file it self. See " Obj ect Linking and Em bedding" on Sect ion 19.3.15 for m ore det ail.

D ispla y a s I con. I f you choose Past e Link, you m ay also want t o t urn on t he Display as I con box. Doing so displays your past ed obj ect as an icon represent ing t he program from which it was drawn. Essent ially, your Word docum ent is t he " launching pad" for t he linked docum ent . Double- click t he icon t o open it .

Aft er choosing Past e or Past e Link, you have t o choose from t he following opt ions in t he right panel of t he Past e Special dialog box.

M icr osoft W or d D ocu m e n t Obj e ct. This com m and nest s one self- sufficient Word docum ent inside anot her, as an em bedded obj ect . See Sect ion 19.3.15 for m ore det ail.

W or d H ype r lin k. I nsert s a hyperlink as discussed in t he next sect ion.

For m a t t e d Te x t ( RTF) . RTF st ands for Rich Text Form at , a file form at t hat Microsoft devised t o sim plify t he t ransfer of form at t ed t ext docum ent s bet ween incom pat ible program s. An RTF file is a lot like a t ext file, except t hat m ost com m on form at t ing specificat ions—bold, it alic, font select ions, line breaks, st yle sheet s, and so on—survive t he conversion t o RTF and back again. Every m odern word processor, for Mac or Windows, can open and export RTF docum ent s. You'll rarely need it for t ransferring t ext bet ween program s, t hanks t o t he St yled Text feat ure offered by m ost Mac program s ( m ore on t hat in a m om ent ) .

N ot e : Once upon a t im e Rich Text Form at ( RTF) was a big deal. The com put ing world was full of different word processing program s, and different operat ing syst em s t o run t hem on. RTF was t he com m on file t hat m ost program s could read. But now t hat m ost word processing program s can open and read .doc files ( t hat is, Word 97/ 2004 form at ) , you'll rarely use RTF, if at all.

Un for m a t t e d Te x t. Past e t his way when you want t o past e t he t ext wit hout any form at t ing ( font , bold or it alic, Word st yles, and so on) . Text past ed as unform at t ed picks up t he current font , st yle, and form at t ing at t he insert ion point wherever you past e it . ( Unform at t ed t ext does carry it s own paragraph breaks.)

Pict u r e . When you past e t ext as a pict ure, from t hat m om ent on, Word t reat s it j ust like a pict ure ( and swit ches you int o Page Layout view) . Text past ed in t his way plays wit h your head a lit t le bit , since you don't get an insert ion point for edit ing when you click inside t he t ext . I nst ead, t he Form at t ing Palet t e's im age t ools ( like I m age, Size, Rot at ion, and Ordering) com e int o view ( see Sect ion 19.3.6.2) . What you can never do again is edit t he t ext —check spelling, delet e words, and so on. But once you have As Pict ure is a great way t o creat e a post er, t he t ext j ust t he way you want it , Past e Special let t erhead, wat erm ark, or any docum ent t hat you don't want anyone t o edit lat er.

N ot e : The Office Clipboard, which debut ed in Office 2001, is wit h us no longer. I t has been replaced by t he Office Scrapbook, which works about t he sam e, but bet t er. Get t he whole Scrapbook st ory on Sect ion 18.2.1 .Mac OS X also has it s own Clipboard, by t he way. Unfort unat ely, it only rem em bers t he last it em past ed t o it . To view t he Mac OS X Clipboard, in t he Finder, select Show Clipboard from t he Edit m enu.

St yle d Te x t . This opt ion preserves all font and paragraph st yles in t he past ed t ext . This Macint osh- only feat ure explains why you can copy som e t ext from , say, a Web page or em ail: When you past e it int o Word, t he font sizes, boldface, and ot her form at t ing arrives int act . Most m odern Mac program s, including word processors and page- layout program s, aut om at ically copy st yled t ext t o t he Scrapbook whenever you copy.

H TM L For m a t . Use t his opt ion when you're creat ing a Web page ( see Chapt er 9 ) and past ing in t ext from anot her t ype of docum ent . Word adds HTML form at t ing com m ands t o t he t ext you're m oving.

2 .2 .3 . Pa st e a s H ype r lin k This com m and let s a Word docum ent becom e a living t able of cont ent s—a launcher—for t he chapt ers in your book proj ect , pages on t he World Wide Web, people in your em ail address book, or even program s on your hard drive. Text t hat 's past ed as a hyperlink rem em bers where it cam e from , wherever t hat m ay be. Here are t he kinds of hyperlinks possible in Word:

W it h in t h e sa m e docu m e n t. Select som e t ext , choose Edit Copy, t hen use Edit " Past e as Hyperlink" . Text t hat you've past ed as a hyperlink becom es a blue, underlined link t o it s point of origin. For exam ple, using " Past e as Hyperlink" , you can past e t ext from t he last chapt er of your book int o t he int roduct ion. From t hen on, you can click t he link t o j um p direct ly t o t he last chapt er. You can also use t his com m and t o const ruct a " live" t able of cont ent s, as shown in Figure 2- 2. When you posit ion t he cursor over a hyperlink wit hout clicking, a yellow screen t ip balloon ident ifies t he nam e and locat ion of t he file it 's connect ed t o.

Figu r e 2 - 2 . To cr e a t e t h is lin k e d t a ble of con t e n t s, t h e h e a din gs fr om e a ch se ct ion of t h e Copy) a n d pa st e d a s h ype r lin k s ( Edit " Pa st e a s t r a in in g m a n u a l w e r e copie d ( Edit H ype r lin k " ) . W h e n you m ove t h e cu r sor ove r on e of t h e se lin k s, it t u r n s in t o a poin t in g h a n d. W h e n you click it , you j u m p t o t h a t h e a din g in t h e docu m e n t .

Be t w e e n t w o diffe r e n t W or ddocu m e n t s. You can use t he sam e t echnique t o creat e a link bet ween t wo different Word docum ent s, even if t hey're on different disks. When you click t he hyperlink, Word opens t he docum ent .

N ot e : I f you click a link t o a file on a rem ovable disk ( such as a CD or ext ernal hard drive) t hat isn't current ly in t he drive or plugged in, or a LAN st at ion ( a drive or folder on a com put er on your hom e or office net work) t hat you're not current ly connect ed t o, an error m essage appears.

Edit ing a link can be t ricky, since you can't exact ly click it t o plant t he insert ion point or drag it t o highlight som e t ext . I f you t ry, you'll sim ply t rigger t he link it self. The secret is t o Cont rol- click ( or right - click) t he link Edit Hyperlink from t he short cut m enu. A dialog box appears let t ing you easily edit and choose Hyperlink t he link's t ext .

2 .2 .4 . D r a g- a n d- D r op Drag- and- drop is t he easiest way t o m ove t ext from one place t o anot her, especially if bot h t he st art ing and ending locat ions are onscreen sim ult aneously. Because it let s you grab chunks of t ext and drag t hem direct ly around t he paragraph or sent ence before you, drag- and- drop is an ext rem ely direct and sat isfying way t o rearrange your prose. As a bonus, drag- and- drop doesn't involve t he Scrapbook; what ever you've m ost recent ly copied or cut rem ains t here, ready for past ing, no m at t er how m any t im es you drag- and- drop in t he m eant im e. Aft er highlight ing som e t ext , posit ion t he cursor anywhere wit hin t he highlight ed area. Press t he m ouse but t on and drag carefully. A dot t ed out line of t he original t ext block m oves as you drag, along wit h a non- blinking insert ion point at your arrow- cursor t ip. Move t he m ouse unt il t he insert ion point is where you want t he relocat ed t ext t o st art . When you release t he m ouse but t on, t he t ext j um ps im m ediat ely int o it s new locat ion.

( I f it didn't wind up exact ly where you int ended, choose Edit everyt hing t o t he way it was.)

Undo m ove, or press

- Z or F1, t o ret urn

FREQUEN TLY ASKED QUESTI ON Lin k in g W or d t o t h e W e b When I copy a link from a Web sit e t o past e int o a Word docum ent , t he Past e as Hyperlink com m and is grayed out . So how can I creat e a hyperlink? Don't m ake t hings hard for yourself! You can creat e a link t o t he Web in any Word docum ent sim ply by dragging t he link from Safari int o your docum ent . Click t he favicon ( t he icon t o t he left of t he address) and drag t he act ual address out of t he browser's address bar. When you click t he result ing link in Word, your browser opens and t akes you t o t he Web page specified by t he link. ( I f you connect wit h a m odem and you're not already online, t he Mac m ay or m ay not dial up t he I nt ernet in t he process, depending on your set t ings in Net work Modem PPP PPP Opt ions.) Syst em Preferences

N ot e : Wit hin a Word docum ent , drag- and- drop act s like a Cut and Past e operat ion—your t ext m oves from one place t o anot her. When you drag while pressing t he Opt ion key, however, or whenever you drag- and- drop bet ween Office program s ( see below) , drag- and- drop act s like Copy and Past e—t he original t ext rem ains where it was. ( Drag- and- drop also act s like Copy and Past e when you drag bet ween different open Word docum ent s.)

2 .2 .4 .1 . D r a g- a n d- dr op be t w e e n pr ogr a m s I n addit ion t o working wit hin Word, drag- and- drop also let s you drag t ext or graphic elem ent s bet ween Office program s. Posit ion t he t wo windows side by side, select your t ext or graphic, and t hen drag t he highlight ed block t oward t he dest inat ion window.

N ot e : Ever want t o drag t ext t o a window t hat 's buried beneat h several ot hers? Wit h Mac OS X's Exposé feat ure you can, as shown in Figure 2- 3.

Wat ch what happens before you let go of t he m ouse but t on:

I f you're dragging t o an Excel spreadsheet , a dot t ed out line appears around t he dest inat ion cell.

Figu r e 2 - 3 . Ta k e a dva n t a ge of M a c OS X's Ex posé t o dr a g se le ct e d t e x t t o a bu r ie d w in dow . Fir st se le ct t h e t e x t , t h e n click a n d st a r t t o dr a g. As you do, pr e ss t h e F9 k e y. Ex posé displa ys a ll

you r ope n w in dow s in m in ia t u r e for m . M ove t h e cu r sor t o t h e de st in a t ion w in dow a n d pr e ss F9 a ga in …t h e w in dow u n de r you r cu r sor m ove s t o t h e fr on t . W a it u n t il you ge t t h e gr e e n + sign be for e de posit in g you r t e x t a t t h e in se r t ion poin t .

I f you're dragging t o an Ent ourage em ail m essage, a highlight line appears around t he m essage or address t ext boxes, or t he insert ion point st art s flashing in t he subj ect box. You can drop t ext int o any of t hese locat ions.

I f you're dragging int o a PowerPoint present at ion, you can drop your t ext int o a slide, not es area, or list . A colored out line indicat es where t he dragged m at erial will appear when you let go of t he m ouse.

When your desired dest inat ion is correct ly highlight ed, let go of t he m ouse but t on; your t ext appears in it s new hom e.

T ip : Don't feel lim it ed t o dragging and dropping wit hin Microsoft program s. Alm ost every m odern Macint osh program can accept drag- and- drops. For exam ple, you can drag from Word int o AppleWorks, a Gm ail em ail m essage in your Web browser, Text Edit , or St ickies. Conversely, Office 2008 program s can also accept drag- and- drops from ot her drag- anddrop–savvy program s.

GEM I N TH E ROUGH Cu t Ou t t o Be Sm a r t Have you not iced t hat when you cut and past e in Word, your past ed t ext is always perfect ly spaced? I n ot her words, when you past e a word wit h a space aft er it in front of a period, t he ext ra space m agically disappears and t he period com es right sm ack aft er t he word, where it belongs. And when you past e one word aft er anot her, a space appears bet ween t he t wo words, even if you forgot t o put one t here yourself. That 's Word's Sm art Cut and Past e feat ure. You t urn it on and off by t he checkbox on t he Word Preferences Edit panel—but t urning it off is probably a bad idea. The golden rule of com put ing: Whenever your soft ware offers t o t ake over boring, m icroscopic, annoying work for you, let it .

2 .2 .4 .2 . D r a ggin g a n d dr oppin g t o t h e de sk t op When you drag and drop a chunk of select ed t ext out side t he boundaries of your docum ent and ont o t he deskt op, Word creat es a clipping file ( see Figure 2- 4) . Clipping files are pieces of t ext - in- wait ing t hat you can lat er drag and drop.

Figu r e 2 - 4 . As a bon u s, w h e n you dr a g a n d dr op t o t h e de sk t op, W or d copie s t h e t e x t t o t h e clippin g file . I t doe sn 't cu t it , so you ca n st or e a clippin g for sa fe k e e pin g be for e you e dit t h e or igin a l.

Lat er, when you drag a clipping file back int o a docum ent , Word past es a copy of t he clipping t ext ; t he clipping file rem ains on t he deskt op, where you can use it again and again. I n effect , you can use your deskt op like a giant past eboard t o st ore boilerplat e paragraphs t hat you use frequent ly. Dragging t he clippings t o a folder in t he Dock keeps t hem handy, but st ill out of t he way. You can also creat e clipping files from Word pict ures or drawing obj ect s. Just select t he obj ect and drag it t o t he deskt op. ( Mac OS X nam es it a pict ure clipping, as shown in Figure 2- 4.)

N ot e : I n Mac OS X, t he Finder nam es every clipping " Pict ure clipping," even if it includes t ext . Be sure t o renam e your clippings quickly and carefully so t hat you can rem em ber what 's in t hem . ( You can renam e a clipping file as you would any

Finder icon: For exam ple, click it s nam e once, t hen press Ret urn t o m ake t he " renam ing rect angle" appear.)

2 .3 . N a viga t in g You r D ocu m e n t s Word 2008 gives you a bunch of ways t o navigat e your docum ent , som e of which aren't as im m ediat ely obvious as t he scroll bar.

T ip : Using t he scroll bar has it s own reward: As you drag t he blue " elevat or" scroll- box handle up and down, a pop- out screen t ip balloon ident ifies t he m aj or headings in your docum ent as you scroll by. By scanning t his readout , you'll know exact ly where you'll be when you st op scrolling.

2 .3 .1 . W h a t t h e Ke ys D o I t 's by far one of t he m ost frequent ly asked quest ions am ong new ( and even som e vet eran) Mac fans: What on eart h are all of t hose ext ra keys for on t he st andard Mac keyboard? I n m any cases, t he answer is " not hing." I n m ost Mac program s ( gam es excluded) , such keys as t he F- keys on t he t op row and t he Num Lock key don't do anyt hing at all. I n Office, however, t here's scarcely a single key t hat doesn't have a funct ion. For exam ple:

Esc. Short for " Escape," t his key provides a quick way of dism issing a dialog box wit hout having t o click t he Close or Cancel but t on. I t also closes a m enu you've pulled down, once you decide not t o use it .

H om e . This key m oves t he insert ion point t o t he beginning of t he line it 's current ly in. ( You were expect ing it t o t ake your insert ion point t o t he t op of t he docum ent , weren't you? I t 's a t rick; t o do t hat , - Hom e.) press

En d. The End key, if you have one, t akes you t o t he end of t he current line. The you t o t he very end of t he docum ent .

- End com binat ion t akes

I n s. The I ns key ( short for I nsert ) , if you have one, is a very quick short cut t o t he Past e com m and—even quicker t han - V, and m ore int uit ive t han F4.

D e le t e. The Delet e key act s as a backspace key. I t backs over and erases t he last charact er you t yped. I n fact , - Delet e com es set t o delet e t he ent ire word before t he cursor, which is oft en far m ore useful t han delet ing j ust one charact er—especially when you're in t he m iddle of a writ ing frenzy.

For w a r d D e le t e . This key delet es t he charact er t o t he right of t he insert ion point —not a use m ost Mac fans are fam iliar wit h, but an ext rem ely useful one once you know it . For exam ple, when t rying t o correct a t ypo, you som et im es place t he insert ion point on t he wrong side of t he let t er you want , especially when you're working wit h it alics. I n such cases, one t ap on t his key does j ust t he t rick.

Cle a r . This key act s as a forward delet e key, t oo. On som e keyboards, it shares a space wit h t he Num Lock key.

H e lp . Pushing t he Help but t on opens t he Word Help window. I f t he dog at e your Help key, sam e t hing.

- / does t he

Pa ge Up a n d Pa ge D ow n. These keys m ove you up and down in t he docum ent , one screen at a t im e. ( I f you act ually do want t o j um p from t he t op of one page t o t he t op of t he next , use t he Navigat or but t ons inst ead, as described on Sect ion 2.3.4.)

T ip : Rem em ber t hat you can com bine som e of t hese keyst rokes—Hom e, End, Page Up, Page Down—wit h t he Shift key t o select t ext inst ead of sim ply scrolling.

2 .3 .2 . Ke yst r ok e s: Th e M issin g M a n u a l Microsoft apparent ly em ploys seet hing crowds of program m ers who do not hing but dream up keyboard short cut s for every conceivable Word funct ion. Wit h t he Shift , Opt ion, and keys in various com binat ions, for exam ple, t he t op- row funct ion keys described in t his chapt er have second, t hird, fourt h, and fift h funct ions—far m ore keyboard short cut s t han any hum an being could possibly rem em ber ( or fit in an 800- page book) . Macros. Click List Com m ands To print out a list of all Word short cut keys for fut ure reference, choose Tools in t he m acro list , t hen click Run. I n t he dialog box t hat appears, click " Current m enu and keyboard set t ings," t hen click OK. When t he dialog box goes away and t he short cut key list appears in a new Word docum ent , press - P or click t he Print but t on in t he St andard t oolbar. The list is several pages long and has com m ands you m ay never use. But when you find yourself using t he sam e m enu com m ands over and over, it 's wort h t aking a look t o see if a keyboard short cut exist s.

2 .3 .3 . Th e Go To Com m a n d The scroll bar and arrow keys can get you pret t y close t o where you want t o go in a long docum ent , but now you can get t here wit h m uch great er precision by t elling Word. Double- clicking t he Go To ( Pages) but t on in t he - G ( or F5) , or choosing Edit Go To opens t he Go To t ab of t he St at us bar ( see Sect ion 1.3.6) , pressing " Find and Replace" dialog box, as shown in Figure 2- 5.

POW ER USERS' CLI N I C Th e F- k e ys On som e Macs, t hey're t iny; on ot hers, t hey're full- sized. On som e Macs, you have 12 of t hem ; on ot hers, 15. They're t he funct ion keys ( or F- keys) st ret ched along t he t opm ost row of your keyboard. Once you're fam iliar wit h t he m any benefit s of t he F- keys, you m ay becom e addict ed. The following is how t he funct ion keys com e defined in a new copy of Word 2008—but rem em ber t hat it 's easy enough t o change t heir funct ions ( see Chapt er 20) . F1 m eans Undo ( t he sam e as - Z) . ( There's no predefined F- key for Redo, alt hough Redo are on hand if you change your m ind again.) or Edit

-Y

F2, F3, and F4 correspond t o t he Cut , Copy, and Past e com m ands described earlier in t his chapt er ( - X, - C, and - V) . You're ent it led t o wonder, by t he way, why you m ight use t he F- keys for sim ple funct ions like copying and past ing when you're already in t he habit of using t he - key com binat ions. The answer is on your keyboard: Many Mac lapt ops have only one key—on t he left side. I f you have one of t hese, you'll probably find t he single F- key t o be m ore convenient t han a t wo- key com binat ion. F5 ( Go To Sam e, also ( Sect ion 2.3.4) .

- G) calls up t he Go To t ab of t he " Find and Replace" dialog box

F6 ( Ot her Pane) m oves t he insert ion point t o t he ot her pane of a split window. You can use Shift - F6 t o ret urn t o t he original pane, but why? Hit t ing F6 a second t im e perform s t he sam e funct ion. F7 ( Proofing, also Opt ion- - L or Tools " Spelling and Gram m ar" ) t akes you t o t he first inst ance of a m isspelling or inst ance of quest ionable gram m ar ( as defined by Microsoft ) , and calls up t he " Spelling and Gram m ar" dialog box. F8 ( Ext end Select ion) put s you in Ext ended select ion m ode, as described on Sect ion 2.1. F9 now belongs t o Mac OS X's Exposé feat ure—it reveals all your open windows in m iniat urized form ( see Figure 2- 3 ) . I t 's part of som e keyboard short cut s for Word's fields feat ure ( see Sect ion 7.8) . F10, along wit h F9 and F11, is part of Exposé. I t reveals all t he windows for t he current program —ext rem ely helpful when you have a bat ch of Word docum ent s open. F11, like F9, works in Exposé when alone ( it reveals t he Deskt op) , or for working wit h fields, in com binat ion wit h ot her keys ( Sect ion 7.8) . F12 ( Save As) opens t he Save As dialog box. ( Not e: There's no F- key short cut for t he Save funct ion.)

The Go To t ab looks sim ple, but t here's quit e a lot you can do wit h it :

Ent er a page num ber. I f you know what page you want t o access, j ust ent er t he num ber in t he " Ent er page num ber" box and hit Ret urn ( or click Go To if you're a m ouser) .

Jum p a cert ain num ber of pages forward or back, as described in Figure 2- 5.

St ep t hrough your docum ent page by page. Just keep pressing Ret urn ( or Ent er) wit hout doing anyt hing else in bet ween—aft er ent ering 1, for exam ple, in t he " Ent er page num ber" box. ( Microsoft calls t his browsing. ) Of course, a less dialog box–int ensive m et hod of j um ping from one page t o t he next is t o use t he Navigat or but t ons described below.

Figu r e 2 - 5 . Typin g - 2 in t h e " En t e r pa ge n u m be r " box w ill scr oll t h e docu m e n t ba ck e x a ct ly t w o pa ge s. I t a lso m ove s t h e in se r t ion poin t ba ck . Ch oose you r u n it of m e a su r e ( pa ge s in t h is e x a m ple ) in t h e " Go t o w h a t " box .

Choose a specific it em t ype t o go t o in t he " Go t o what " box at t he left . I t can be as m uch as a sect ion ( see Sect ion 3.6.1) or as lit t le as a line. You can check all your com m ent s ( see Sect ion 5.1.2.1) or foot not es at once by hit t ing Ret urn repeat edly aft er select ing your unit of choice. ( Jum ping from one Heading, Graphic, Table, Com m ent , or Foot not e t o t he next can be part icularly useful in com plex docum ent s.) Or if you've placed Bookm arks in t he docum ent ( I nsert Bookm ark) , you can j um p t o a previously placed bookm ark ( Sect ion 7.9) .

2 .3 .4 . Th e N a viga t or Bu t t on s All t hese nift y browsing feat ures are also available by m ouse, at t he lower- right corner of every Word window, as shown in Figure 2- 6. I t also shows t he double- headed arrows called Navigat or but t ons. By choosing an it em in t he " Go t o what " box ( see Figure 2- 6) , you can click t he Navigat or but t ons t o m ove forward and backward from one t o t he next .

Figu r e 2 - 6 . Th e icon s on t h e Se le ct Br ow se Obj e ct pa le t t e ( t op) m a t ch t h e it e m t ype s in t h e " Go t o w h a t " box . On ce you 've se le ct e d a n it e m , you ca n click t h e N a viga t or bu t t on s ( low e r r igh t ) t o st e p dir e ct ly t o t h e n e x t or pr e viou s on e of t h e ch ose n it e m —Br ow se by Pa ge in t h is e x a m ple . Th is pa le t t e a lso h a s sh or t cu t s t o t h e Fin d a n d Go To dia log box e s.

As shown at t he left in Figure 2- 6, click t he t iny round Select Browse Obj ect but t on t o choose how you want t he Navigat or but t ons t o t ake you t hrough your docum ent . Just click one of t he icons ( described below) in t he pane t hat pops up. Changing t he browse obj ect affect s all open docum ent s. I f you've been browsing a big docum ent by sect ions, and t hen swit ch back t o a short er one t hat you want t o review by page, you need t o change t he browse obj ect again.

T ip : You can check t he current set t ing by posit ioning t he cursor over one of t he double- arrow but t ons wit hout clicking. A lit t le pop- up label says " next page," " previous page," or what ever.

Br ow se by Pa ge . This set t ing is in force when you open a new docum ent . Wit h each click of a double arrow, you j um p t o t he t op of t he next ( or previous) page. ( By cont rast , t he Page Up/ Down keys scroll one screen at a t im e, even if t hat m eans you're j um ping only half a page.)

Br ow se by Se ct ion. When t his set t ing is select ed, t he Navigat or but t ons t ake you from t he t op of one sect ion t o t he next . Needless t o say, it 's m ost helpful if you've act ually used sect ion breaks in a docum ent ( see Sect ion 3.6.1) .

Br ow se by Com m e n t . Word's Reviewing feat ures ( see Chapt er 5 ) let you at t ach com m ent s t o a docum ent , so t hat you can provide t yped feedback t o t he aut hor. Eit her way, t his set t ing let s you skip from one such com m ent t o t he next , bypassing t he rem ainder of t he t ext . ( I t 's a very good idea t o use Browse by Com m ent before you send a docum ent out int o t he world.)

Br ow se by Foot n ot e , Br ow se by En dn ot e . Sim ilar t o Browse by Com m ent , t hese set t ings t ake you direct ly from one not e t o t he next . See Sect ion 7.4 for m ore on foot not es and endnot es.

Br ow se by Fie ld. When you've used t he Mail Merge feat ure (Sect ion 7.14.1) or ot herwise placed fields in your docum ent ( Sect ion 7.8) , you can use t he Navigat or but t ons t o skip from one field t o t he next . This browse feat ure is really quit e useful, since fields can look exact ly like ordinary t ext and be easily m issed. When browsing wit h t his feat ure, Word helpfully highlight s fields as it finds t hem .

Br ow se by Ta ble. This feat ure m akes t he Navigat or but t ons j um p direct ly from one Word t able ( Sect ion 4.6 ) t o t he next .

Br ow se by Gr a ph ic. Choosing t his browse obj ect does not hing unless your docum ent has pict ures, drawings, paint ings, or scanned phot ographs. I f it does, t hen t he Navigat or but t ons m ove you from one graphic t o anot her, skipping everyt hing in bet ween.

Br ow se by H e a din g. This com m and is act ually a t wo- in- one browse obj ect . I f you're working in Out line view, t he Navigat or but t ons m ove t he insert ion point it em by it em , hit t ing each ent ry in your out line. This browsing m et hod also works if your docum ent 's st yles ( see Sect ion 4.1) include any Heading st yles. Use t hese preform at t ed font st yles t o set off chapt er t it les, capt ions, or subt opics. When you browse by heading, your insert ion point skips from one heading t o t he next , bypassing all t he m ere m ort al body t ext in bet ween.

Br ow se by Edit s. Unlike t he ot her browse obj ect s, t his one possesses a lim it ed short - t erm m em ory. Word only rem em bers t he last t hree places you clicked in your docum ent . Check out t he sidebar on t he previous page for det ails.

T ip : Even t hough you've select ed a browse obj ect , you're not st uck wit h using t he m ouse t o click t he Navigat or but t ons. The keyboard short cut - Page Up or Page Down t akes you from one it em t o t he next .

2 .4 . Fin din g a n d Re pla cin g When edit ing a docum ent , som et im es you know exact ly what you want t o revise, but j ust don't know where it is. For inst ance, you want t o go back and reread t he paragraph you wrot e about m ansions, but you don't rem em ber what page it 's on. Or suppose you've found out t hat you m isspelled Sarah's nam e all t he way t hrough an art icle. Now you have t o replace every occurrence of Sara wit h Sarah—but how do you m ake sure t hat you've got t hem all? That 's where " Find and Replace" com es in.

GEM I N TH E ROUGH Ba ck t o W h e r e You On ce Be lon ge d The Go Back com m and is unique t o Microsoft Word, and it 's fant ast ically useful. No m at t er where you are in a docum ent , t his com m and scrolls direct ly back t o t he last place you clicked ( usually t he last place you edit ed t ext ) —even if it was in anot her open docum ent . You'll find t his com m and useful in a num ber of circum st ances: aft er split t ing and unsplit t ing t he window, and t hen finding yourself deposit ed in t he wrong part of a docum ent ; when you've j ust opened up a docum ent t hat you were edit ing yest erday and want t o ret urn t o t he spot where you st opped; when reconsidering an edit aft er scrolling t o a new locat ion; and so on. Bet t er yet , Word doesn't j ust rem em ber t he last place you clicked; it rem em bers t he last t hree places. Each t im e you use t he Go Back com m and, your insert ion point j um ps am ong t hese four places—t he last t hree edit s and your current posit ion—even if t hat m eans bringing different docum ent windows forward. You can t rigger t he Go Back com m and by pressing Opt ion- - Z, or Shift - F5, or using t he Navigat or but t ons described above. I f you fall in love wit h t his feat ure, as you m ight , consider changing t he keyst roke t o som et hing easier t o rem em ber. ( See Chapt er 20 for inst ruct ions on changing a keyst roke.)

2 .4 .1 . Fin d I f you j ust want t o find a cert ain word ( or even part of a word) , choose Edit Find ( or press - F) . The " Find and Replace" dialog box opens, as shown in Figure 2- 7. Type t he word you're looking for, and t hen click Find Next ( or press Ret urn or - F) .

T ip : I f you t urn on " Highlight all it em s found in Main Docum ent ," t he Find Next but t on changes t o say Find All. Now Word will select all occurrences of t he search t erm sim ult aneously. At t hat point , you can bold t hem all, it alicize t hem all, cut t hem all, or perform ot her kinds of neat global m aneuvers.

Now Word searches for your search t erm , st art ing from t he posit ion of t he insert ion point . I f it finds what you're

seeking, it scrolls t o and highlight s each occurrence of t hat word or phrase in your docum ent . ( I f it doesn't find any occurrences, an error m essage t ells you so.)

Figu r e 2 - 7 . Top: Th e Fin d dia log box . Bot t om : Th e e x pa n de d Re pla ce box . Th e For m a t a n d Spe cia l m e n u s a t t h e bot t om of t h is dia log box le t you se a r ch for a fon t , t ype st yle , pa r a gr a ph br e a k , a n d so on . I f you 'd lik e t o fin d a ll you r it a lics a n d ch a n ge t h e m t o boldfa ce , or fin d a ll t h e da sh e s a n d de le t e t h e m , t h e se m e n u s le t you do it .

I f Word finds an occurrence, but it 's not t he one you had in m ind, you can keep clicking Find or hit t ing Ret urn t o find successive occurrences. When Word reaches t he end of your docum ent , it st art s searching again from t he beginning. When it finally wraps around so far t hat it finishes searching t he whole file, anot her dialog box let s you know.

The Find box rem ains onscreen t hroughout t he process, but don't let t hat st op you; you can pause and edit your docum ent at any t im e. Just click in your docum ent window, sending t he Find box t o t he background. To resum e your search, click t he Find dialog box t o bring it forward, t hen click Find Next .

T ip : The keyst roke Shift - F4 ( or Shift - - Y) m eans " find t he next occurrence of what ever I j ust searched for." The advant age is t hat it works even aft er you've closed t he Find box alt oget her—and even if you perform ed your search hours ago ( provided you haven't closed t he docum ent ) .

2 .4 .2 . Re pla ce Alt hough you can do edit s and replacem ent s in conj unct ion wit h t he Find com m and as explained above, Word has a m ore st ream lined process for m aking t he sam e replacem ent over and over. Choosing Edit Replace ( Shift - - H) opens t he Replace t ab of t he " Find and Replace" dialog box.

N ot e : Before t he dawn of Mac OS X, Word's Replace keyst roke was j ust - H. Of course, Apple has now claim ed - H as it s universal Hide com m and, so Microsoft was forced t o change t he Replace keyst roke t o Shift - H.I t t akes t he Word - H for Replace. However, a few dozen shocks of seeing all your open Word windows vet eran som e t im e t o unlearn disappear ( and having t o bring t hem back by clicking t he W icon in t he Dock) should t rain you t o use t he new prot ocol.

Once again, st art by t yping t he word or phrase you want t o replace in t he " Find what " box. This t im e, however, you press Tab t o j um p int o t he " Replace wit h" box; now t ype t he new, im proved replacem ent t ext . When you click Find Next or press Ret urn, Word searches t he docum ent and st ops at t he first m at ch. Now t here's a decision t o m ake. Aft er exam ining t he highlight ed phrase in cont ext , click one of t hese but t ons:

Re pla ce . This but t on m eans, " Replace t his search t erm wit h m y replacem ent t ext , t hen find t he next occurrence of t he search t erm ."

W a r n in g: I f you sim ply click Find Next or press Ret urn, Word doesn't m ake t he replacem ent . You have t o click t he - R) each t im e. Replace but t on ( or press

Re pla ce All . I f you don't need t his occurrence- by- occurrence int erview, and you're sure you want t o - A) . replace every occurrence of t he search t erm in t he ent ire docum ent , click Replace All ( or press Be very careful, however: I n m ost cases, it 's safer t o check each case t o m ake sure t he replacem ent is appropriat e. For inst ance, if you're replacing " rit e" wit h " right ," Word will change even " crit eria" t o " cright ria," giving quit e an unexpect ed surprise t o your edit or, professor, or boss. Use Replace All only when t here's lit t le chance for t hat kind of confusion. Even so, you should proofread carefully aft erward.

Fin d N e x t . Suppose t hat , as you're searching for every occurrence of " Sara" t o replace it wit h " Sarah," Word finds and highlight s t he first four let t ers of t he word Sarat oga. Clearly, you don't want Word t o

change t his occurrence. I n t hat case, j ust click Find Next ( or press Ret urn) t o leave t his occurrence alone and j um p t o t he next one.

2 .4 .3 . Adva n ce d Fin d Clicking t he Expand but t on ( t he blue but t on wit h t he down arrow on it ) at t he bot t om of t he Find or Replace t ab - M does t he sam e t hing.) I t gives you t he m akes t he dialog box sprout an addit ional panel. ( Pressing following precision cont rols for narrowing your search even furt her:

The Se a r ch pop- up m enu t ells Word where t o search. Cu r r e n t D ocu m e n t All st art s t he Find funct ion from t he very beginning of t he docum ent . Cu r r e n t D ocu m e n t D ow n and D ocu m e n t Up search forward and backward from t he insert ion point , and All Ope n D ocu m e n t s searches from t he beginning of each docum ent in t he order t hat you opened t hem , m oving aut om at ically from one t o t he next .

Turn on M a t ch ca se when you want t o find or change words only when t hey're capit alized a cert ain way; for inst ance, when you want t o find t he nam e Mike but skip over words like " m ike."

Fin d w h ole w or ds on ly ( - Y) is a very powerful safet y opt ion. I t t ells Word t o only look for t he search t erm if it 's separat ed from surrounding t ext by a space or punct uat ion m ark—if it 's a whole word unt o it self, in ot her words. I f you're searching for t he word " m en," for inst ance, t urning on t his box prevent s Find from st opping on ( or, worse, replacing) " m enu" and " docum ent ."

Checking Use w ildca r ds ( - U) let s you use special charact ers t o st and in for act ual let t ers, in cases where you're unsure of t he right let t er or want t o look for m ore t han one spelling at a t im e. For exam ple, ? st ands in for any one let t er or charact er. Ent ering f?r in t he " Find what " box finds occurrences of " far," " for," " ferry," and so on. You can use * t o represent any st ring of one or m ore let t ers ( or ot her charact ers) . Thus, ent ering c* r would find words like " car," " clear," and " quick brown." When you'd set t le for finding any one of several specified charact ers, put t hem in bracket s. For inst ance, use c[ au] nning t o find all occurrences of bot h " canning" and " cunning" in your docum ent . Finally, an exclam at ion point indicat es t hat you want t o find any charact er except t he one in t he bracket s. For exam ple, [ ! f] unk finds " hunk," and " spunk," but not " funk."

T ip : There are several m ore wildcard charact ers in Word, which you can use—independent ly or in com binat ion—t o send Word on incredibly com plex, convolut ed searches. For a list of all wildcards, ent er wildcards in t he Word Help window's Search box.

Sou n ds lik e ( - S) . Turn on t his box and ent er a phonet ic spelling for t he word or words you're hunt ing for. Ent ering " t hare" finds every occurrence of " t here," and " t heir," but not " t hey're." Go figure. This opt ion really com es in handy when you can't rem em ber t he spelling of a nam e; ent er " lee" t o find Ms. Li, for ex am ple.

Fin d a ll w or d for m s. This rat her int elligent opt ion finds all t hose irregularly spelled English nouns and verbs. For inst ance, if you're t rying t o find all t he places where your art icle m ent ions running, t ype run and

t urn on t his box. Word finds " ran," " runs," and " running" —but not " runner."

FREQUEN TLY ASKED QUESTI ON Con ve r t in g Qu ot e s fr om Cu r ly t o St r a igh t , or Vice Ve r sa I need t o convert all of Word's aut om at ic, t ypographically correct " curly quot es" int o I nt ernet - friendly " st raight quot es" before post ing m y work on a Web page or sending it by em ail. How do I do t hat ? As you've not ed, Word convert s your quot es aut om at ically as you t ype, curling open and close quot es ( and single quot es) as appropriat e. To t urn t his feat ure off, choose Tools Aut oCorrect , click t he Aut oForm at As You Type t ab, and t urn off " St raight quot at ion m arks wit h curly quot at ion m arks." You can also leave t his feat ure t urned on, while m aking t he occasional curly quot e st raight —such as when you want a " m ark t o designat e inches. The solut ion is sim ple: Just aft er t yping t he quot e m ark, press - Z or F1. Word st raight ens it inst ant ly. But t o perform global surgery on an ent ire docum ent , t urning all curly quot es int o st raight ones, for exam ple, choose Tools Aut oCorrect , click t he Aut oForm at As You Type t ab, and t urn off " St raight quot at ion m arks wit h curly quot at ion m arks." Click OK. Now choose Edit Replace. I n bot h t he " Find what " and " Replace wit h" boxes, t ype ' or " , and t hen click Find Next or Replace All. Word st raight ens all single or double quot es, as appropriat e. ( To curlify all st raight quot es, repeat t he procedure wit h t he " St raight quot at ion m arks wit h curly quot at ion m arks" checkbox t urned on.)

2 .4 .4 . Fin din g by For m a t Word is som et im es described as t he Feat ure List That At e Cleveland. Dozens or hundreds of feat ures lie unt apped by t he vast m aj orit y of it s owners. But here's a buried feat ure t hat 's well wort h not icing: I t 's t he Form at pop- up but t on at t he bot t om of t he Find dialog box, which let s you search for t ext according t o it s for m at t ing ( alone, or in com binat ion wit h words t yped in t he " Find what " box) . By opening t his Form at m enu ( or pressing - O) , you'll see t hat Word let s you search for:

Fon t . Finds occurrences of, say, Tim es or Palat ino, as well as font charact erist ics like bold, it alic, blue, 12point , double- underline, shadow, and so on—in any com binat ion.

Pa r a gr a ph. Locat es paragraphs according t o t heir indent at ion, line spacing, leading, out line level, page breaks, and so on.

Ta bs. Searches for t ab st ops by posit ion and t ype.

La ngua ge . Searches for t ext you've designat ed as being in a cert ain language ( by highlight ing t he t ext Language) . and t hen choosing Tools

Fr a m e. Locat es any fram e, according t o any of it s at t ribut es. ( These days, m ost people use Word's t ext boxes inst ead of fram es; see Sect ion 4.4.1.)

St yle . Let s you search for, or replace, any of your docum ent 's st yles ( see Sect ion 4.1) .

H igh ligh t . Finds t ext you or a colleague has highlight ed using t he Highlight er t ool on t he Reviewing t oolbar ( Sect ion 5.1) .

T ip : Once you've popped open t he m enu wit h when you've snagged t he one you want .

- O, you can " walk" down it s com m ands wit h t he arrow keys. Press Ent er

This powerful feat ure is inst rum ent al in dozens of sit uat ions. Som et im es it 's useful when you j ust want t o find som et hing, like t his:

Type, for exam ple, t h e in t he " Find what " box. Choose Form at St yle and choose one of t he heading st yles you've used in your docum ent . ( See Sect ion 4.1 for m ore on st yles.) Word finds t he word " t he" only when it appears in a heading.

Click inside t he em pt y " Find what " box; choose Form at Font . I n t he result ing dialog box, click I t alic, and t hen click OK. Word will now find every it alicized word or group of words in t he docum ent , one by one.

The uses of t his feat ure becom e even m ore am azing when you use t he Replace funct ion at t he sam e t im e:

Suppose t hat , in keeping wit h your newspaper's st yle guide, you decide t o put Microsoft 's com pany nam e in bold t ype, everywhere it occurs. Type Microsoft Corporat ion in t he " Find what " box. Click in t he " Replace Font , choose Bold in t he Font St yle box, and click OK. Now, when you click wit h" box, choose Form at Replace All, Word changes all occurrences of t he phrase " Microsoft Corporat ion" t o boldface.

T ip : You don't have t o t ype Microsoft Corporat ion again int o t he " Replace wit h" box; if t his box is em pt y, since you specified a form at , Word assum es t hat you don't int end t o change t he t ext it self.

You want t o creat e a quick t able of cont ent s docum ent . You decide t hat t he easiest way is t o rem ove all t he words in your docum ent t hat aren't bold, leaving behind only what appears in bold t ype ( your headings, t hat is) . Leave bot h t he " Find and Replace" boxes em pt y. Click in t he " Find what " box, choose Form at Font , click Not Bold, and click OK. By leaving t he " Replace wit h" box em pt y, you're t elling Word t o delet e every

occurrence of t he specified " Find what " it em ( in t his case, t ext t hat 's not bold) . When you click Replace All, Word vaporizes all t he body t ext of your docum ent , leaving behind only t he boldface t ype.

Tabs. Word displays a dialog box sim ilar t o t he one Click in t he " Find what " box and choose Form at where you set t abs ( see Sect ion 3.4.4) . Type .5 in t he " Tab st op posit ion" box and click OK. Use t he radio but t ons in t he " Find Tabs" dialog box t o t ell Word what kind of t ab you're searching for. Word won't find Tabs, and t ype 1 t abs if t he alignm ent doesn't m at ch. Click in t he " Replace wit h" box, choose Form at in t he " Tab st op posit ion box." Finally, click OK. Word finds all t he paragraphs wit h half- inch t abs and changes t hem t o one- inch t abs.

Som eone has given you an art icle t hat cont ains headings. But rat her t han using t he Heading 1 st yle ( see Sect ion 4.1) , t he aut hor used sim ple boldface form at t ing for t he headings. As a result , you can't use Word's Out line view t o see j ust t he headings. The solut ion is sim ple: Click in t he em pt y " Find what " box. Choose Form at Font , choose Bold in t he St yle, " Font st yle" box, and click OK. Now click in t he em pt y " Replace wit h" box; choose Form at select t he Heading 1 st yle, and click OK. Now, when you click Replace All, Word changes all bolded paragraphs t o t he Heading 1 st yle.

Your form at t ing select ions are displayed j ust below t he " Find what " box. Click No Form at t ing t o erase t hem ( in readiness for a different search, for exam ple) .

N ot e : I f you've set up an elaborat e st ring of form at t ing charact erist ics ( Palat ino, Heading 1 st yle, 12 point ) , t here's no way t o delet e only one of t hem ; you m ust click No Form at t ing t o delet e all of t hem and build t he list again.

2 .4 .5 . Fin din g I n visible Ch a r a ct e r s The Special m enu at t he bot t om of t he " Find and Replace" dialog box let s you incorporat e non- alphanum eric charact ers int o your search. I t also let s you search for docum ent feat ures t hat have not hing t o do wit h words, such as colum n breaks, paragraph breaks, and hyphens. When you choose one of t hese it em s from t he Special m enu, Word places it s charact er code in t he " Find what " box. You can use m ore t han one of t hese choices and use t hem wit h wildcards, as described on Sect ion 2.4.3.

T ip : Once again, you can m anipulat e t his list wit h t he keyboard. Press use t he arrow keys t o highlight t he com m ands on it .

- E t o open t he Special pop- up m enu, and t hen

The Special m enu really dem onst rat es it s power in " Find and Replace" operat ions. Som e exam ples:

Suppose your docum ent is filled wit h t ypographically correct dashes, which m ay t urn int o gibberish if post ed on a Web page or em ailed. To convert t hem int o double hyphens, click in t he " Find what " box and choose Special Em Dash ( for a long dash, like t his—) or En Dash ( for a short er dash, like t his –) . Click in t he " Replace wit h" box and t ype t wo hyphens ( - - ) . When you click Replace All, Word replaces dashes

wit h hyphens.

T ip : To replace bot h kinds of dashes in one pass, choose one aft er t he ot her in t he Special m enu. Now place bracket s around t hem in t he " Find what " box.

To t ake out colum n breaks and let t he t ext reflow, click in t he " Find what " box and choose Special Colum n Break. Click in t he " Replace wit h" box and choose Special Paragraph Mark t o ensure t hat t he paragraphs in t he newly j oined colum ns don't run int o each ot her.

A Word docum ent m ay look fine if t here's j ust one press of t he Ret urn key aft er each paragraph, as t he st yle in quest ion m ay have built - in " blank lines" bet ween paragraphs. But if you t ry t o past e t he docum ent 's t ext int o an em ail m essage, you'll lose t he blank lines bet ween paragraphs. The solut ion is t o replace every paragraph m ark wit h t wo paragraph m arks before copying t he docum ent Paragraph Mark; t hen click int o your em ail program . Click in t he " Find what " box and choose Special Paragraph Mark t wice. Word replaces every paragraph in t he " Replace wit h" box and choose Special m ark ( which Word represent s wit h t he code ^ p) wit h t wo consecut ive paragraph breaks (^ p^ p ) .

To reduce t yping, insert abbreviat ion codes int o a Word docum ent , t hen replace t hem wit h m uch longer passages of boilerplat e t ext . Before searching, copy t he replacem ent t ext t o t he Scrapbook, t ype t he abbreviat ion code int o t he " Find what " box, click in t he " Replace wit h" box, and choose Special Clipboard Cont ent s. Finally, click Replace All.

T ip : You'll see t he Special Clipboard Cont ent s com m and only when you've clicked in t he " Replace wit h" box. I n ot her words, you can't search for som et hing you've copied t o t he clipboard. That 's unfort unat e, since alm ost everyone, sooner or lat er, com es across a Word docum ent filled wit h som e st range sym bol—lit t le whit e squares, Sym bol- font squiggles, or som e ot her m yst erious charact er. I t would be nice if you could copy one inst ance t o t he Scrapbook, so t hat you could replace all inst ances wit h, say, not hing.I n such sit uat ions, you can usually get away wit h past ing t he copied m yst ery sym bol direct ly int o t he " Find what " box.

To undo select ions you've m ade from t he Special m enu in t he " Find and Replace" dialog box, select and delet e t he charact ers t hat Word placed in t he " Find what " or " Replace wit h" boxes.

2 .5 . Spe llin g a n d Gr a m m a r What ever your docum ent —t erm paper, resum é, or let t er t o t he m ilkm an—t ypos can hinder it s effect iveness and sully your credibilit y. When you let m ist akes rem ain in your docum ent , your reader m ay doubt t hat you put any t im e or care int o it at all. Word helps you achieve t he perfect result by point ing out possible errors, leaving t he final call up t o you.

T ip : A spelling- relat ed feat ure m ay have been benefit ing you wit hout you even not icing. When you incur a t ypo t hat even a Som inex- drugged reader would not ice, such as wodnerful or t hier , Word m akes t he correct ion aut om at ically, inst ant ly, and quiet ly. ( Press - Z or F1 im m ediat ely aft erward if you act ually int ended t he m isspelled version.) Technically, Word is using it s spelling dict ionaries as fodder for it s Aut oCorrect feat ure, as described on Sect ion 2.6.2 .As a bonus, t he spell checker is sm art enough t o recognize run- t oget her words ( such as int ot he and givem e) and propose t he split - apart versions as correct ed spellings.

There are t wo basic m odes t o Word's spelling and gram m ar feat ures:

2 .5 .1 . Ch e ck Spe llin g a s You Type Word's fact ory set t ing is t o check spelling and gram m ar cont inuously, im m ediat ely flagging any error it det ect s as soon as you finish t yping it . Each spelling error get s a red, squiggly underline; each gram m at ical error get s a green one. These squiggly underlines ( which also appear in t he ot her Office program s) are am ong t he m ost not iceable hallm arks of Office docum ent s, as shown in Figure 2- 8. I f you can spot t he problem right away—an obvious spelling error, for exam ple—sim ply edit it . The squiggly underline disappears as soon as your insert ion point leaves t he vicinit y. I t 's oft en m ore fun, however, t o Cont rol- click ( or right - click) each error ( see Figure 2- 8) , which opens a short cut m enu t o help you handle t he correct ion process. Here are t he com m ands you'll find in t his short cut m enu:

H e lp opens t he Word Help syst em , as described in Appendix B.

The next segm ent of t he short cut m enu list s spelling suggest ions from Word's dict ionary. I t says " ( no spelling suggest ions) " if Word has none. I f one of t hese suggest ions is t he word you were t rying t o spell, click it . Word inst ant ly replaces t he error in your docum ent , t hus evaporat ing t he squiggly line.

Choosing I gn or e All from t he short cut m enu t ells Word t o but t out —t hat t his word is spelled exact ly t he way you want it . Once you've chosen t his com m and, t he underlines disappear from all occurrences of t hat t erm in t his docum ent . ( I f you use t he sam e spelling in a new docum ent , however, Word will flag it as an error again. To t each Word t he word forever, add it t o t he cust om dict ionary, as described next .)

As you've probably figured out by now, Word underlines a word not necessarily because it 's spelled incorrect ly, but because it 's not on Word's list of correct ly spelled words. Occasionally, you have t o " t each" Word a new word. The Add com m and does exact ly t hat . Word m aint ains word list s called cust om dict ionaries. When Word checks a word's spelling as you t ype it , t he Add com m and on t he short cut m enu inst ant ly adds t hat word t o t he current cust om dict ionary. ( I f t he

Add com m and is gray, you haven't yet creat ed a cust om dict ionary. See Sect ion 2.5.5 t o creat e a dict ionary, and bring t he Add but t on t o life.) You can also edit a cust om dict ionary direct ly, as described on Sect ion 2.5.5.

Figu r e 2 - 8 . Top: W h e n W or d is se t t o ch e ck spe llin g a n d gr a m m a r a s you t ype , e r r or s a r e u n de r lin e d a s you go. Con t r ol- click in g e a ch e r r or ope n s a sh or t cu t m e n u t h a t list s su gge st e d spe llin gs a n d com m on ly u se d " Spe llin g a n d Gr a m m a r " com m a n ds. Bot t om : Con t r ol- click a gr e e n u n de r lin e a n d ch oose Gr a m m a r fr om t h e pop- u p m e n u t o displa y t h e Gr a m m a r w in dow , w h e r e W or d e x pla in s w h a t it t h in k s is t h e m a t t e r w it h you r pr ose . Pr e ss Re t u r n if you don 't a gr e e a n d w a n t t o m ove on t o t h e n e x t gr a m m a r e r r or .

The Aut oCorrect pop- up m enu provides access t o m at ching choices from Word's Aut oCorrect list ( see Sect ion 2.6.2) . Oft en, but not always, t hese choices are t he sam e as t he alt ernat e spellings from t he cust om dict ionary.

Spe llin g opens t he Spelling dialog box and perform s a spelling and gram m ar check on what ever you select ed and clicked.

2 .5 .2 . Ch e ck in g Spe llin g a n d Gr a m m a r All a t On ce I f it annoys you when Word flags incorrect or unusual spellings as you t ype, t here's som et hing you can do about it . Turn t hat feat ure off, as described in Figure 2- 10, and check spelling on dem and—once at t he very end, for inst ance. I f t hat 's t he way you like it , choose Tools " Spelling and Gram m ar" ( or press F7, or Opt ion- - L) t o open t he "Spelling and Gram m ar" dialog box (Figure 2- 9) . Word scans your docum ent , st art ing at t he insert ion point , and displays errors one by one in t he " Not in dict ionary" box, as shown in Figure 2- 9. As a court esy, Word shows you t he " error" in cont ext , placing t he whole sent ence in t he t ext box wit h t he specific spelling error shown in red. Your opt ions are as follows:

Click I gnore ( - I ) t o skip over t he error wit hout doing anyt hing. I f you don't want Word t o flag t his part icular error again ( in t his docum ent ) , click I gn or e All ( -G).

Figu r e 2 - 9 . I f you w a n t W or d t o ch e ck spe llin g on ly a n d k e e p it s gr a m m a t ica l com m e n t s t o it se lf, u n ch e ck t h e " Ch e ck gr a m m a r " box ( - K) in t h e low e r - le ft cor n e r .

As described under " Check spelling as you t ype," clickingAdd ( - A) adds t he highlight ed word t o t he cust om dict ionary. From here on out , in every docum ent , Word will underst and t his spelling t o be a correct one.

I n t he lower Suggest ions list box, Word shows you som e sim ilarly spelled words from your m ain and cust om dict ionaries. Using t he m ouse or t he up/ down arrow keys, highlight one of t hem and click Ch a n ge t o accept t hat spelling j ust t his once, or Ch a n ge All ( - L) t o swap all occurrences of t he highlight ed word—in t his docum ent only—wit h t he select ed suggest ion.

I f you agree t hat som et hing is m isspelled, but you don't see t he correct spelling in t he Suggest ions list , you can m ake t he correct ion direct ly in t he t op t ext area, using any of Word's edit ing t ools. ( This is a handy t rick when Word discovers a t ypo like " ; lkj ij j j j j j j " —a sure sign t hat you'd fallen asleep on t he keys. Just drag across t he m ess—right t here in t he dialog box—and press t he Delet e key t o fix t he error.)

Then click Change or Change All, as described above, t o apply your change t o t he docum ent it self. You can also click Un do Edit ( - U) if you change your m ind. ( The I gnore but t on changes int o Undo Edit as soon as you st art t yping in t he window.)

Whet her you m ake a choice from t he Suggest ions window or m ake a change in t he edit ing window, clicking t he Aut oCorrect ( - R) but t on t ells Word t o m ake t he change from now on, using t he Aut oCorrect feat ure ( see Sect ion 2.6.2) . When you do so, Word ent ers your t ypo/ correct ion pair t o it s Aut oCorrect list , which you can view by choosing Tools Aut oCorrect and scrolling t hrough t he list . ( See Sect ion 2.6.2 for m ore inform at ion on working wit h t he Aut oCorrect dialog box.)

The Un do ( - U) but t on is a lifesaver for t he indecisive. Once you've m ade a correct ion, aft er you've clicked Change, and even if you've creat ed a new Aut oCorrect pair, you can click Undo and t ake back your last change. Bet t er st ill, t he Undo com m and works even aft er you click Change, and Word has m oved on t o t he next error. I n t hat case, Word backt racks t o t he previous change and undoes it . I n fact , you can keep on clicking Undo and reverse all t he changes you've m ade since t he beginning of your docum ent . The Undo but t on is part icularly valuable when you're spell checking rapidly and realize t hat you've j ust accept ed one of Word's suggest ions a bit t oo hast ily.

The Opt ion s ( in Figure 2- 10.

- O) but t on opens t he "Spelling and Gram m ar" panel of t he Preferences dialog box, shown

Close ( Esc) calls a halt t o t he spelling and gram m ar check and dism isses t he dialog box. Over t he years, Word's gram m ar checker has grown sm art er and less likely t o underline perfect ly correct sent ences or m ake incorrect suggest ions. Som et im es, however, you st ill need t o rely on your own knowledge of gram m ar ( and a healt hy dose of com m on sense) in order t o decide when t o accept Word's suggest ed gram m ar changes—and when t o click I gnore.

2 .5 .3 . Spe llin g a n d Gr a m m a r Opt ion s To t ell Word how m uch ( or lit t le) help you need wit h your spelling and gram m ar, choose Word in t he Preferences dialog box, click t he " Spelling and Gram m ar" but t on. You'll find t hese opt ions:

Preferences;

Ch e ck spe llin g a s you t ype t urns on and off t he red, wavy underlines t hat m ark spelling errors in all Word docum ent s.

H ide spe llin g e r r or s in t h is docu m e n t t urns off " Check spelling as you t ype" in t he current docum ent only.

Alw a ys su gge st cor r e ct ion s prom pt s Word t o show you alt ernat ive spellings during spelling checks using t he Spelling dialog box. Wit hout t his opt ion, Word will flag errors wit hout proposing suggest ions.

N ot e : Cont rol- clicking a squiggly- underlined word produces spelling suggest ions regardless of t he " Always suggest correct ions" set t ing.

Figu r e 2 - 1 0 . Th e W or d Pr e fe r e n ce s " Spe llin g a n d Gr a m m a r " pa n e l is com m a n d ce n t r a l for m a k in g W or d's spe llin g a n d gr a m m a r fe a t u r e s w or k for you . W h e n you click " Ch e ck spe llin g a s you t ype " or " Ch e ck gr a m m a r a s you t ype ," W or d a u t om a t ica lly u n ch e ck s t h e " h ide " ch oice s. You ca n st ill t u r n on " H ide spe llin g e r r or s" or " H ide gr a m m a t ica l e r r or s" t o t e m por a r ily r e m ove W or d's squ iggly u n de r lin e s on a docu m e n t - by- docu m e n t ba sis.

Su gge st fr om m a in dict ion a r y on ly inst ruct s Word t o use only t he list of words t hat cam e inst alled wit h it , ignoring your cust om dict ionaries. ( See Sect ion 2.5.5 for m ore det ail on cust om dict ionaries.)

Turn on I gn or e w or ds in UPPERCASE if you frequent ly use acronym s or st ock sym bols ( such as WFMI or ADM) . Ot herwise, Word int erpret s t hem as m isspelled words.

Turn on I gn or e w or ds w it h n u m be r s if you'd like Word t o leave words like 3Com and R2D2 alone.

I gn or e I n t e r n e t a n d file a ddr e sse s governs whet her or not Word int erpret s URLs (www.m issingm anuals.com ) and file pat hs ( Macint osh HD: Users: [ user nam e] : Docum ent s: Test s) as spelling errors. Because it 's unlikely t hat m ost Web addresses are in Word's dict ionaries, you'll usually want t his opt ion t urned on.

Use Ge r m a n post - r e for m r u le s. Turning on t his box t ells Word t o use t he new Germ an spelling rules t hat were inst it ut ed in t he 1990s—in Germ any. ( So if it works only on Germ an- language Macs, why t urn it on wit h English- language Macs? I t act ually helps wit h t he spell- checking if som e or all of t he t ext is Germ an.)

Cu st om dict ion a r y . See Sect ion 2.5.5 for a full explanat ion of t his feat ure.

Ch e ck gr a m m a r a s you t ype t urns on and off t he green, wavy underlines t hat m ark what Word considers gram m at ical errors in all Word docum ent s.

Sh ow gr a m m a t ica l e r r or s in N ot e book La you t vie w . I n Word's Not ebook Layout view (Sect ion 6.1.2) , m any of your not ebook ram blings are incom plet e t hought s, lit t le m ore t han not es t o yourself, st uff t hat you eit her don't need ( or don't want ) Word t o check for gram m at ical correct ness. I f you don't want Word t o check gram m ar in Not ebook Layout view leave t his box t urned off. ( Word st ill checks gram m ar in all t he ot her views, j ust like norm al.)

H ide gr a m m a t ica l e r r or s in t h is docu m e n t t urns off " Check gram m ar as you t ype" in t he current docum ent only.

Turn off Ch e ck gr a m m a r w it h spe llin g t o proceed t hrough spelling checks wit hout st opping for gram m ar issues.

Sh ow r e a da bilit y st a t ist ics m ay please educat ors and t est ers, but is probably of lit t le value t o anyone else. I f you t urn on t his checkbox, Word applies a readabilit y form ula t o t he docum ent . ( " Check gram m ar wit h spelling" has t o be on as well.) The readabilit y form ula calculat es an approxim at e grade level based on t he num ber of syllables, words, and sent ences in t he docum ent . These st at ist ics are displayed in a box at t he end of t he spelling and gram m ar check. Word uses one of t wo form ulas t o int erpret t he result s. The Flesch Reading Ease score uses a scale of 0 t o 100, wit h 100 being t he easiest . A score of 60 or 70 indicat es t ext t hat m ost adult s could com fort ably read and underst and. The Flesch- Kincaid Grade Level Score, on t he ot her hand, calculat es grade level according t o U.S. averages. A score of 8, for exam ple, m eans t hat t he docum ent is on t he eight h- grade reading level. For a general audience, t hat 's a good level t o shoot for. Eit her way, rem em ber t hat t his is a soft ware program analyzing words writ t en by a hum an being for specific audiences. By no m eans, for exam ple, should you base som ebody's ent rance t o a school on t hese scores—t hey're only crude approxim at ions of approxim at ions.

2 .5 .4 . W r it in g St yle s

Gram m ar can be very subj ect ive. Cont ract ions, for exam ple, aren't incorrect ; t hey're j ust appropriat e in som e sit uat ions and not in ot hers. I n an academ ic or m edical paper, long sent ences and t he passive voice are t he norm ; in a glossy m agazine art icle, t hey're t aboo. On t he ot her hand, ot her kinds of errors, such as writ ing t he cont ract ion " it 's" when you m ean t he possessive " it s," are t hings you always want t o avoid. And when writ ing poet ry or a play in dialect , t he usual rules of gram m ar sim ply don't apply. I n ot her words, t here are different writ ing st yles for different kinds of docum ent s. Word not only recognizes t hat fact , it let s you choose which one you want t o use in a given sit uat ion. Bet t er st ill, it let s you decide which specific gram m at ical issues you want flagged.

GEM I N TH E ROUGH Ch e ck in g For e ign La n gu a ge Te x t The spell checkers in ordinary word processors choke on foreign t erm s. But not Word—it act ually com es wit h different spelling dict ionaries for dozens of languages. The program can act ually check t he English part s of your docum ent against t he English dict ionary, t he French port ions against t he French dict ionary, and so on—all in a single pass. This am azing int elligence works only if you've t aken t wo prelim inary st eps. First , you m ust inst all t he foreign- language dict ionaries you int end t o use ( t hey're not part of t he st andard inst allat ion) , using t he t echnique described in Appendix A. Second, you m ust t ell Word which language each passage is in. To flag a cert ain word, passage, or docum ent as Danish, for exam ple, first highlight it . Then choose Tools Language; in t he result ing dialog box, select t he language and click OK. You've j ust applied what Microsoft calls language form at t ing—t hat is, you've flagged t he highlight ed t ext j ust as t hough you'd m ade it blue or bold. From now on, your spell checks will swit ch, on t he fly, t o t he corresponding spelling dict ionary for each pat ch of foreign language t ext in your docum ent .

To select a writ ing st yle from Word's preconfigured list , choose Word Preferences " Spelling and Gram m ar" . I n t he result ing dialog box, choose a writ ing st yle from t he pop- up m enu near t he bot t om of t he box under Gram m ar. To cust om ize writ ing st yles t o your own needs, t hus becom ing your own gram m ar czar or czarina, click Set t ings. The Gram m ar Set t ings dialog box opens, as shown in Figure 2- 11. ( I f t he Gram m ar set t ings are dim m ed in t he dialog box, it 's because t he Gram m ar m odule isn't inst alled. See Appendix A for inst allat ion inst ruct ions.)

Figu r e 2 - 1 1 . You ca n m odify e x ist in g w r it in g st yle s ( St a n da r d, Ca su a l, For m a l, or Te ch n ica l) , or cr e a t e you r ow n com bin a t ion of gr a m m a r st a n da r ds ( Cu st om ) , by t u r n in g opt ion s in t h e list on or off. Click in g Re se t All r e t u r n s t h e cu r r e n t ly se le ct e d st yle t o it s or igin a l con dit ion . ( To r e st or e a ll w r it in g st yle s t o t h e ir or igin a l se t t in gs, you h a ve t o r e se t t h e m on e by on e .)

The choices you m ake from t he pop- up m enus under Require apply t o all writ ing st yles. Each m enu gives you a chance t o cust om ize point s of st yle t hat are m ore a m at t er of individual choice t han gram m ar. Word doesn't aut om at ically check for any of t he t hree Require it em s list ed here: whet her you put a com m a aft er t he secondt o- last it em in a list ( as in: planes, t rains, and aut om obiles) , whet her punct uat ion goes inside or out side of quot at ion m arks, or t he num ber of spaces bet ween sent ences. I f you learned how t o writ e in England, you probably put periods and com m as aft er t he quot at ion m arks at t he end of a quot e. I n t he Unit ed St at es, punct uat ion is expect ed t o go befor e t he quot es. Choose " inside" or " out side" from t he second pop- up m enu t o have Word check if you're doing it consist ent ly, one way or t he ot her. I f you're sending your t ext t o an edit or or layout person for deskt op publishing, you'll probably be asked t o put j ust one space bet ween sent ences; you probably learned how t o t ype wit h t wo spaces aft er every period. You can choose 1 or 2 from t he bot t om m enu t o inst ruct Word t o check t he spacing for you. You can creat e your own unique st yle by choosing Cust om from t he pop- up m enu at t he t op of t he box and t urning on any com binat ion of opt ions. When you click OK, t he cust om st yle applies t o your docum ent ; you can't nam e t he st yle or creat e m ore t han one cust om st yle at a t im e.

2 .5 .5 . Cu st om D ict ion a r ie s a n d Pr e fe r r e d Spe llin gs As not ed earlier, Word m aint ains a list of t housands of words t hat it " knows" how t o spell. When it checks your spelling, Word sim ply com pares t he words in your docum ent t o t he words in t he list . To t each Word t he words t hat you use frequent ly, you have t wo opt ions: You can add t hem t o a cust om dict ionar y, or, if you have large bat ches of words t hat you only use for specific sit uat ions, you can creat e m ult iple cust om dict ionaries. Then choose which dict ionary you wish t o apply t o t he docum ent you're current ly working on. You can't add words direct ly t o Word's m ain ( built - in) dict ionary, which is perm anent ly " hard- wired" —specially encoded for speed. I n fact , you aren't even allowed t o see t he m ain dict ionary. However, when you add words t o a cust om dict ionary, Word uses t hem seam lessly along wit h t he m ain dict ionary ( as long as you haven't t urned on t he " Use m ain dict ionary only" box in t he Word Preferences " Spelling and Gram m ar" panel) .

2 .5 .5 .1 . Edit in g t h e cu st om dict ion a r y

To add words t o a cust om dict ionary, choose Word Preferences, t hen click t he " Spelling and Gram m ar" panel (Figure 2- 10) . Now click t he Dict ionaries but t on. I n t he Cust om Dict ionaries dialog box t hat opens (Figure 2- 12) , one cust om dict ionary is list ed and checkm arked, m eaning t hat it 's current ly in use. Any words t hat you've ever added t o Word's dict ionary during a spell check appear in t his cust om dict ionary. To review t he list of words, click Edit . ( I f a m essage appears t o warn you t hat Word will now st op checking your spelling, click Cont inue.) Suddenly, all your added words appear list ed in a new Word docum ent , which you're now free t o edit . You can add, delet e, and edit words using any of Word's edit ing t ools; j ust rem em ber t o use t he Ret urn key t o ensure each word is on a separat e line.

2 .5 .5 .2 . Cr e a t in g a n e w cu st om dict ion a r y I n som e cases, you m ay want t o creat e a new cust om dict ionary for specific proj ect s. For inst ance, suppose t hat you're writ ing som et hing in a foreign language or a paper filled wit h t echnical t erm s. I f you add t hese foreign or t echnical t erm s t o t he sam e cust om dict ionary t hat you use for everyday correspondence, t hey'll show up in spell checks and som et im es even creat e false errors.

Figu r e 2 - 1 2 . Th e ch e ck e d box e s sh ow t h e cu st om dict ion a r ie s cu r r e n t ly in e ffe ct . Un ch e ck on e if you w ou ld lik e W or d t o st op u sin g it in spe ll ch e ck s. For e x a m ple , if you t u r n off Fr e n ch D ict ion a r y, W or d w ill in t e r pr e t Fr e n ch w or ds a s spe llin g e r r or s.

To creat e a new cust om dict ionary, click New in t he Cust om Dict ionaries dialog box ( Figure 2- 12) . Type a nam e for t he new dict ionary, and t hen click Save. Word saves t he new cust om dict ionary in your Hom e folder's Library Preferences Microsoft folder. Now you can add words t o t he cust om dict ionary in one of t wo ways:

To add new words occasionally, in t he course of your everyday writ ing career, click t he nam e of t he desired dict ionary in t he Cust om Dict ionaries dialog box. ( Turn off any ot her dict ionaries t hat m ay be list ed in t he box. Ot herwise, Word will add newly learned t erm s t o t he default cust om dict ionary, for exam ple, inst ead of your own foreign/ t echnical one.) Then j ust go t o work in your docum ent . Whenever you check spelling, choose Add t o place t he unfam iliar t erm in your new cust om dict ionary.

You can also add words all at once, by select ing t he cust om dict ionary in t he Cust om Dict ionaries dialog box and clicking Edit as described above. I f t here's a list of vocabulary words or t echnical t erm s in front of you, sim ply t ype or past e t hem int o t he t ext docum ent t hat is t he cust om dict ionary. Just m ake sure t hat each word is on a separat e line before you click Save.

You can also copy and past e words from one cust om dict ionary int o anot her. Thus, you can always copy t he cont ent s of t he original cust om dict ionary int o your specialized dict ionary, so t hat you'll have const ant access t o all your preferred spellings.

T ip : When edit ing cust om dict ionaries, you can access t hem easily by going direct ly t o t he Library Preferences Microsoft Office 2008 folder in your Hom e folder ( alt hough you could creat e and st ore a cust om dict ionary anywhere) . You can open t hem easily in a program like Text Edit and edit away.You can also renam e t hese files. For exam ple, if you've creat ed new cust om dict ionaries, you m ay want t o renam e t he default cust om dict ionary " original," " default ," or " old."

2 .5 .5 .3 . Addin g a n d r e m ovin g cu st om dict ion a r ie s Aft er creat ing a new cust om dict ionary, you m ay decide t o exclude it from cert ain docum ent s. To do so, t urn off it s box in t he Cust om Dict ionaries dialog box as described in Figure 2- 12. I f you select a dict ionary and click Rem ove, it disappears from t his list and no longer appears in t he pop- up " Spelling and Gram m ar" panel. This is t he way t o go if you never again want t his m enu in t he Preferences cust om dict ionary as an opt ion and don't want anyone else t o see it in Preferences. However, a rem oved cust om dict ionary doesn't go away forever. I t rem ains in t he Library Preferences Microsoft Office 2008 folder ( in your Hom e folder) , or wherever you st ored it on your Mac's hard drive. To ret urn it t o t he Cust om Dict ionaries dialog box, click Add and choose it in t he Add Dict ionary dialog box.

2 .5 .5 .4 . For e ign la n gu a ge dict ion a r ie s I f your new dict ionary is in a foreign language, t here's an ext ra st ep. Aft er creat ing t he new cust om dict ionary, as described above, select t he new foreign dict ionary in t he Cust om Dict ionaries dialog box. Then choose t he appropriat e language from t he Language pop- up m enu. Now Word will know t o apply t he correct spelling rules for t hat language.

2 .5 .5 .5 . Ch oosin g cu st om dict ion a r ie s be for e spe ll ch e ck in g From now on, before you check spelling, you can specify which cust om dict ionaries you want Word t o consider Preferences " Spelling and Gram m ar" panel, as it pores over your docum ent . To do so, choose Word and t hen choose a cust om dict ionary from t he pop- up m enu.

2 .5 .5 .6 . Ex clu de dict ion a r ie s As not ed earlier, you can't edit t he built - in Word dict ionary. The previous discussions guide you t hrough adding

words t o Word's spelling knowledge—but how do you delet e a word from t he built - in dict ionary? Aft er all, as not ed above, t he m ain dict ionary is a herm et ically sealed, specially encoded, unt ouchable ent it y t hat you can't edit using any t ool known t o m an. The answer: by creat ing an exclude dict ionary , which is a special kind of dict ionary docum ent form at t hat st ores t he words t hat you want Word t o flag as spelling errors. Whereas a cust om dict ionary " t eaches" Word which words are spelled correct ly, t he exclude dict ionary t eaches Word what spellings are wrong, even t hough Word's m ain dict ionary list s t he spelling as correct . For inst ance, say you prefer " focussed" t o " focused." The second spelling, " focused," is t he one t hat com es inst alled in Word. You should put t he word " focused" int o t he exclude dict ionary, so t hat Word will quest ion t hat spelling during spell checks, giving you a chance t o change it t o " focussed." To creat e an exclude dict ionary, open a blank docum ent . Type or past e in any st andard spellings t hat you want Word t o t reat as errors. For inst ance, if you work for t he Trefoil Theat re, you'll want t o put " Theat er" in t he exclude dict ionary. ( The exclude dict ionary is case sensit ive; if you want Word t o flag bot h " focused" and " Focused," for inst ance, you need t o t ype bot h versions int o t he dict ionary.) When your list of excluded spellings is com plet e, choose File Library Preferences Microsoft Hom e Folder following:

Save As. I n t he Save box, navigat e t o t he Office 2008 folder. Before saving, also do t he

Type a nam e for t he exclude dict ionary. " Exclude dict ionary" is fine.

Most im port ant ly, you m ust choose a special form at for t his dict ionary. I n t he Form at pop- up m enu, choose Speller Exclude Dict ionary.

Click Save. You have t o quit and relaunch Word for t he exclude dict ionary t o t ake effect .

2 .6 . Five W a ys t o Type Le ss At first glance, t he Word window looks m uch like any com put er screen. You t ype, and let t ers appear, j ust as in t hat classic Mac word processor, Text Edit . But t here's act ually m uch m ore t o it t han t hat . While you're t yping, Word is const ant ly t hinking, react ing, doing t hings t o save you precious keyst rokes. As not ed earlier, for exam ple, Word correct s obvious spelling errors as you go along. But it also let s you creat e your own t yping short cut s, and even t ries t o ant icipat e your next form at t ing m ove, som et im es t o t he frust rat ion of people who don't underst and what t he program 's doing. The m ore you know what Word is t hinking ( it m eans well, it really does) , t he m ore you can let Word do t he work, saving t hose precious brain cells for m ore im port ant st uff—like writ ing or rem em bering t o get t he kids t o soccer pract ice.

2 .6 .1 . Click a n d Type I n olden days, our screens gave us a cont inually blinking insert ion point , locat ed in t he upper- left corner of t he screen. That 's where you t yped, no quest ions asked or answers given. I f you want ed t o t ype in t he m iddle of t he page—for exam ple, t o creat e a t it le page of a report —you couldn't j ust click t here and st art t yping. I nst ead, you had t o t ake t he ludicrously count erint uit ive st ep of m oving t he insert ion point over and down by t apping t he Space bar, Tab key, or Ret urn key unt il it was where you want ed it . But in Word 2008, "Click and Type" assist s locat ion- challenged t ypist s t he world over by let t ing t hem reach t heir desired insert ion point j ust by double- clicking. Here's how it works:

1 . Sw it ch t o W e b La you t vie w or Pr in t La you t vie w . These are t he only views where " Click and Type" is available; choose from t he View m enu t o change views.

2 . M ove t h e cu r sor a r ou n d on t h e bla n k pa ge , le t t in g it h ove r for a se con d a t t h e poin t w h e r e you 'd lik e t o pla ce som e t e x t . I n som e cases, you'll see t he cursor change t o indicat e t hat Word is about t o provide som e free form at t ing help. I f your cursor is near t he left or right m argin, Word assum es t hat you want your t ext t o be left - or right - aligned; you'll see t iny left - or right - j ust ified lines appear next t o t he hovering insert ion point ( see Figure 2- 13) . When you hover in t he m iddle of t he page, t he insert ion- point icon changes t o cent ered t ext . I f your cursor is near t he t op or bot t om of t he page, t he cursor changes shape again t o show t hat you're about t o edit t he docum ent 's header or foot er ( see Sect ion 7.1) . I f Word guesses wrong about t he alignm ent , you can always adj ust t he t ext alignm ent lat er using t he " Alignm ent and Spacing" t ools in t he Form at t ing Palet t e ( Sect ion 3.4.1) .

3 . D ou ble - click. The insert ion point t urns int o a st andard blinking bar, and you're ready t o begin t yping. ( I f t he insert ion point doesn't end up quit e where you want ed it , j ust double- click again.)

N ot e : Behind t he scenes, Word act ually fills t he page wit h Tabs and Ret urns, exact ly as you did m anually

in t he old days; t hat 's how it get s your insert ion point t o t he spot where you double- clicked. Knowing t hat ( or seeing t hat , by clicking t he ¶ but t on on t he St andard t oolbar) m akes t roubleshoot ing or adj ust ing Click- and- Typed t ext m uch easier.

To t urn " Click and Type" on and off, choose Word t ype" box on or off.

Preferences

Edit panel. Turn t he " Enable click and

2 .6 .2 . Au t oCor r e ct Word seem s psychic at t im es. You t ype t eh, and Word changes it t o " t he" before you even have a chance t o hit Delet e. You st art t o t ype t he nam e of t he m ont h, and all of a sudden t oday's dat e pops up on t he screen—and you didn't even know what day it was.

Figu r e 2 - 1 3 . Top: Th e " Click a n d Type " I - be a m cu r sor is poise d t o click a n d t ype ce n t e r e d t e x t . M iddle : Th e " Click a n d Type " I - be a m cu r sor is r e a dy t o click a n d t ype r igh t - j u st ifie d t e x t . Bot t om : Th is spe cia l cu r sor a ppe a r s t o le t you k n ow you 'r e a bou t t o cr e a t e a foot e r u sin g " Click a n d Type " . ( A sim ila r cu r sor a ppe a r s a t t h e t op of a pa ge for h e a de r s.)

You're wit nessing Word's Aut oCorrect and Aut oType feat ures at work—t wo of t he least underst ood and m ost useful t ools in Word's arsenal. They can be frust rat ing if you don't underst and t hem , and a writ er's best friend if you do. Think of Aut oCorrect as Word's subst it ut ion feat ure. All it does is replace som et hing you're t yping ( t he t ypo) wit h a replacem ent t hat Word has m em orized and st ored ( t he correct spelling) . The correct ion t akes place as soon as you t ype a space or punct uat ion m ark aft er t he incorrect word; no furt her act ion is required from you. And it happens so fast t hat you m ay not not ice you've j ust been aut ocorrect ed unless you're wat ching for t he blue bolt t hat slides under t he word as Word analyzes it . I f t he correct ion isn't what you were expect ing, hover your cursor under t he word t o reveal t he Aut oCorrect sm art but t on, as shown in Figure 2- 14.

N ot e : Crucial t ip: I f you ret ain one t ip from t his book's advice about Microsoft Word, rem em ber t his: You can undo any

aut om at ic change Word m akes, under any circum st ance, by pressing - Z or F1 j ust aft er Word m akes it . That goes for aut om at ic capit alizat ion help, spelling help, form at t ing help, curly quot e help, and so on. ( I t 's also even fast er t han using t he sm art but t on shown below.)

Figu r e 2 - 1 4 . H ove r you r m ou se ove r t e x t W or d a u t ocor r e ct s t o displa y t h e Au t oCor r e ct sm a r t bu t t on . Th e pr ovide d opt ion s a r e con t e x t u a l, bu t in clu de u n doin g t h e a ct ion t h a t W or d h a s don e , a h e a r t fe lt offe r t o st op doin g it in t h e fu t u r e , a n d a lin k t o t h e Au t oCor r e ct dia log box .

Word m aint ains a file of com m on m isspellings and t heir correct ions. That 's why Word m akes cert ain correct ions and not ot hers: Not all possible error/ correct ion com binat ions t hat you need com e inst alled on t he list . To see Aut oCorrect and click t he Aut oCorrect t ab ( Figure 2- 15) . ( Here you'll also find t he t his list , choose Tools m ost im port ant checkbox in t he world of Aut oCorrect : t he m ast er on/ off swit ch, called " Replace t ext as you t ype." ) The first t hree checkboxes cover capit alizat ion errors; t hey save you from t he errant ways of your pinky fingers on t he Shift keys. When t he first t wo boxes are t urned on ( see Figure 2- 15) , Word m akes sure t hat you get a capit al let t er at t he beginning of every sent ence, whet her you hold t he Shift key down t oo long ( " Correct TWo I Nit ial CApit als" ) or not long enough ( " Capit alize first let t er of sent ences" ) .

T ip : Efficiency- addict ed Word fans event ually st op capit alizing t he first let t ers of sent ences alt oget her. Word does it aut om at ically, so why t wist your pinkies unnecessarily?

I f you t urn on " Capit alize first let t er of sent ences," bear in m ind t hat Word assum es every period is t he end of a sent ence. So why doesn't it aut o- cap t he first word aft er you t ype U.N. or Jan.? Because it 's sm art enough not t o aut o- cap aft er all- cap abbreviat ions ( U.N.) , and because it m aint ains a list of lowercase abbreviat ions t hat Aut oCorrect , click Except ions, t hen click t he shouldn't be followed by capit als. ( To see t he list , choose Tools First Let t er t ab; you can add your own abbreviat ions t o t his list , t oo.) I f you t urn on " Aut om at ically use suggest ions from t he spelling checker," Aut oCorrect will go above and beyond t he list of subst it ut ion pairs in t his dialog box. I t will use Word's m ain dict ionary as a guide t o proper spelling and aut om at ically change words t hat alm ost , but not quit e, m at ch ones in t he dict ionary. ( When Word can't decide on a m at ch, it sim ply squiggly- underlines t he m isspelled word in t he docum ent .)

Figu r e 2 - 1 5 . You ca n ope n t h is dia log box by ch oosin g Tools Au t oCor r e ct or click in g Con t r ol Au t oCor r e ct Opt ion s w h e n e ve r t h e sm a r t bu t t on ( se e pr e viou s pa ge ) pops u p. Fe e l fr e e t o a dd you r

ow n w or d com bin a t ion s h e r e , t oo. Pu t t h e t ypo in t h e Re pla ce box , a n d t h e r e pla ce m e n t ve r sion in t h e W it h box , t h e n click Add. Th in k be yon d t ypos, t oo—r e m e m be r , you ca n m a k e W or d e x pa n d a n yt h in g in t o a n yt h in g. M a k e it r e pla ce " in t " w it h " I n t e r n e t ," you r in it ia ls w it h you r fu ll n a m e , a n d so on .

W ORKAROUN D W ORKSH OP Te llin g Au t oCor r e ct t o Sh u t Up Som et im es Word is m ore diligent in correct ing errors t han you'd like. What if you're t rying t o t ype a let t er t o a Mr. Porvide, and Word changes it t o Provide? Or m aybe you work for a com pany called I nt elligance, and you're t ired of changing t he " e" t o an " a" every t im e Word helpfully " correct s" it . You don't want t o t urn Aut oCorrect off, because you want Word t o cat ch all your ot her - Z aft er Word m akes each change, but t hat get s wearisom e about t ypos. You could press t he 35t h t im e. Fort unat ely, t here's a solut ion. Click t he Except ions but t on on t he Aut oCorrect t ab ( see Figure 2- 15) . Then click t he Ot her Correct ions t ab. Type your preferred spelling int o t he " Don't correct " t ext box and click Add. I f you have m any preferred spellings t hat you'll need t o reeducat e Word about , t urn on t he " Aut om at ically add words t o list " checkbox. Now, each t im e Word m akes an incorrect correct ion, click t he Undo but t on on t he St andard t oolbar, choose Edit Undo, or press - Z. I nt elligence t urns back int o I nt elligance, for exam ple, and Word aut om at ically adds your except ional spelling t o it s Aut oCorrect Except ions list . But you're not done yet , since t he subst it ut ion pairs in t he Aut oCorrect dialog box (Figure 2-15 ) override t he list in t he Except ions box. I n ot her words, even t hough you've list ed a preferred spelling as an except ion, Word m ay st ill m ake t he correct ion, and change Porvide t o Provide, for exam ple. The final st ep, t hen, is t o delet e t he original Aut oCorrect Aut oCorrect Aut oCorrect t ab, scroll down unt il you subst it ut ion pair. Choose Tools find t he offending correct ion pair, click t o select it , and t hen click Delet e. You m ay now Porvide t o your heart 's cont ent .

2 .6 .3 . Au t oTe x t : Abbr e via t ion Ex pa n de r s Aut oText is anot her Word feat ure t hat aut om at ically changes what you've t yped, once again delight ing t he expert and driving novices bat t y. I n short , it 's an abbreviat ion expander. Figure 2- 16 shows Aut oText in act ion.

Figu r e 2 - 1 6 . You 'r e t ypin g a lon g. Su dde n ly you se e a floa t in g ye llow scr e e n t ip j u st a bove t h e in se r t ion poin t . Th a t 's W or d's Au t oTe x t fe a t u r e in a ct ion . I t 's pr oposin g a r e pla ce m e n t for w h a t you j u st t ype d—a m on t h , in t h is ca se . I f you w a n t t o a cce pt t h e su gge st ion , pr e ss Re t u r n or En t e r ; if n ot , j u st k e e p t ypin g a n d pr e t e n d t h e scr e e n t ip n e ve r h a ppe n e d.

Aut oText works by m aint aining a preinst alled list of com m only t yped t erm s and t heir replacem ent s. You can also add your favorit e t erm s t o t he list —t he nam e of your com pany, your phone num ber, em ail address, and so on ( see Figure 2- 17) . You can also add longer it em s—ent ire paragraphs, full addresses, list s, and even graphics, as described on Sect ion 2.6.3.3.

Figu r e 2 - 1 7 . Th is t a b ( I n se r t Au t oTe x t Au t oTe x t t a b, or Tools Au t oCor r e ct Au t oTe x t t a b) is w h e r e you ch oose w or ds, ph r a se s, a n d fie lds t o in se r t in t o you r docu m e n t w it h ou t t ypin g. You ca n a lso a dd you r ow n it e m s t o t h e list by t ypin g t h e m in t o t h e " En t e r Au t oTe x t e n t r ie s h e r e " box a n d click in g I n se r t . Se le ct a n d click D e le t e t o ba n ish fr om you r list a n y it e m s you n e ve r u se . You ca n a lso in se r t Au t oTe x t it e m s in t o you r docu m e n t fr om t h is t a b. Pr e ss t h e dow n a r r ow or Pa ge D ow n k e y t o scr oll dow n u n t il you r de sir e d e n t r y a ppe a r s in t h e Pr e vie w box ( you ca n a lso u se t h e scr oll ba r ) . H it Re t u r n t o dr op t h e e n t r y in t o you r docu m e n t ; it la n ds w h e r e ve r you r in se r t ion poin t h a s be e n blin k in g.

2 .6 .3 .1 . Se t t in g u p a n Au t oTe x t e n t r y Word com es set up wit h dozens of ready- t o- use Aut oText ent ries. I t com plet es not only t he nam es of days of t he week and m ont hs of t he year, but also t oday's dat e and nam es from your Ent ourage address book ( see

Chapt er 10) . But t he real j oy of becom ing an Aut oText addict is creat ing your own abbreviat ions. You can use Aut oText t o save form let t ers or cont ract s t hat go on for pages and pages, and t hen dum p t hem int o your docum ent s j ust by t yping a few keys. I f you're a lawyer, realt or, or m edical professional who's not using Aut oText t o save t im e on boilerplat e copy, you're m issing out on a great t im esaver. To creat e a new ent ry, select a block of t ext ( from a word or t wo t o m any paragraphs) and choose I nsert Aut oText New. ( I f t he Aut oText t oolbar is visible—t o m ake it so, choose View Toolbars Aut oText —you can j ust click it s New but t on.) Nam e your select ion carefully, since t he nam e you choose is t he abbreviat ion t hat will t rigger t he expansion. Choose som et hing easy t o rem em ber, but not som et hing t hat you m ight t ype unint ent ionally. And, it has t o be at least four charact ers long. Click OK.

T ip : I f you've carefully form at t ed t he paragraph you want t o use as Aut oText —wit h alignm ent , indent at ion, and line spacing, for exam ple—you can preserve t hat form at t ing no m at t er what t he st yle of t he docum ent you event ually use it in. Click t he Show/ Hide but t on ( a ¶ sym bol) on t he St andard t oolbar. Now when you select t he t ext , select t he ¶ sym bol at t he very end along wit h it ; t he select ion's form at t ing will com e along int o Aut oText .

2 .6 .3 .2 . Tr igge r in g Au t oTe x t e n t r ie s You can drop any it em in t he list int o your docum ent in one of t wo ways.

Au t oCom ple t e. I t doesn't get any less labor- int ensive t han t his. When you t ype t he first four let t ers of any word on t he Aut oText m enu, Aut oCom plet e, if t urned on, shows you t he full, expanded version in a pop- up screen t ip ( see Figure 2- 16) , hovering above t he area where you're t yping. To accept it , j ust hit Ret urn; Word finishes t he t yping for you. I f you don't want t he choice t hat Aut oCom plet e is giving you, j ust keep t yping ( or hit Esc) . I f you inadvert ent ly accept a com plet ion t hat - Z t o undo it . You can also choose Edit Undo Aut oCom plet e. you didn't want , j ust press There's lit t le downside t o leaving Aut oCom plet e t urned on. Aft er all, you can ignore all of it s screen t ip suggest ions, if you dislike t he feat ure. But t o t urn off even t hese suggest ions, you'll find t he on/ off swit ch Aut oCorrect Aut oText t ab. I t 's t he " Show Aut oCom plet e t ip for Aut oText , by choosing Tools Cont act s and dat es" box ( see Figure 2- 17) .

Ch oosin g fr om Au t oTe x t m e n u. Choose I nsert Aut oText . The current Aut oText it em s are list ed in t he subm enus t hat have arrows. Drag t hrough t he subm enus unt il you find t he ent ry you want t o avoid t yping, and click it t o drop it int o your docum ent . Your choice appears wherever you left your insert ion point , and it inherit s what ever t ext st yle and form at t ing is in place at t hat point ( unless t he Aut oText includes paragraph form at t ing as described in t he Tip on Sect ion 2.6.3.2) .

POW ER USERS' CLI N I C Au t oTe x t Toolba r I f you use Aut oText frequent ly, or when you're first using Word 2008 and adding lot s of new ent ries, consider keeping t he Aut oText t oolbar visible at all t im es. Choose View Toolbars Aut oText , or click Show Toolbar on t he Aut oText t ab of t he Aut oCorrect dialog box ( see Figure 2- 17) . The first but t on on t he t oolbar, which looks like an A ( represent ing t ext ) and a m echanical cog- wheel ( represent ing aut om at ion) , calls up t he Aut oText t ab, saving you several clicks. All your Aut oText ent ries are found under t he All Ent ries m enu, m aking t hem m ore Aut oText subm enu. easily accessible t han t he I nsert The New but t on is usually grayed out . I t 's act ive only when you select a word, phrase, paragraph, or graphic. Clicking New brings up a dialog box where you can confirm , and nam e, your select ion as a brand- new Aut oText ent ry, never t o be t yped in full again. ( The first four let t ers of t he nam e ent ered here will t rigger Aut oCom plet e, so m ake sure t o use t he first four let t ers of what you want t o t ype, or som et hing equally easy t o rem em ber.)

2 .6 .3 .3 . Au t oTe x t gr a ph ics Despit e it s nam e, Aut oText can aut om at e m ore t han j ust t ext . I t can easily st ore frequent ly used graphics, as well. Creat e a drawing in Word ( see Chapt er 18) , or past e a graphic from anot her program int o a Word docum ent —a logo t hat you've creat ed in a drawing or paint ing program , your scanned signat ure, or a favorit e Aut oText New ( or click t he New phot ograph, perhaps. Click t he graphic t o select it , t hen choose I nsert but t on on t he Aut oText t ab or t oolbar) . You can't insert an Aut oCom plet e graphic by t yping. So, t o drop it int o a docum ent , you have t o choose it s nam e from t he I nsert Aut oText subm enu ( or t he Aut oText t oolbar) .

2 .6 .3 .4 . Au t oTe x t fie lds Som e of t he preinst alled Aut oText ent ries are fields: placeholders t hat , when you print , Word fills in wit h t he dat e, t ype, page num ber, and so on. Word list s t hem in t he Header/ Foot er sect ion of t he Aut oText subm enu, because t hat 's where you're m ost likely t o use t hem . For exam ple, you can place a page num ber at t he t op of each page by put t ing a—PAGE—Aut oText field in t he header. To rem ind yourself ( and everyone else) who wrot e a part icular docum ent and when, place t he " Aut hor, Page # , Dat e" Aut oText in t he foot er. ( Word uses t he nam e you ent ered when first set t ing up Office. To override t hat nam e, ent er a different nam e in t he Word Preferences User I nform at ion panel.)

POW ER USERS' CLI N I C Au t oTe x t for Polyglot s I f you have t he English version of Office 2008, and you never t ype in any language ot her t han English, t his sidebar is not for you. But suppose you're t yping a let t er t o your lover in Paris, only t o realize—sacre bleu! —t hat t he ent ries list ed in t he Aut oText t ab of t he Aut oCorrect dialog box are in English, and will do you no good at all. Not t o worry. I nst ead of using t he Aut oText t ab, use t he subm enus on t he I nsert Aut oText m enu, or t he All Ent ries m enu on t he Aut oText t oolbar. Those m enus reflect t he language current ly in effect at t he insert ion point , while t he list in t he Aut oCorrect box always reflect s t he language of t he version of Word t hat you've purchased. How does Word know which language you're t yping in? You t old it so by highlight ing t he Language, and t hen select ing a language in t he foreign language t ext , choosing Tools dialog box t hat appears next . So, before t yping your let t er t o Jean- Marie, choose Tools Language, select French in t he list t hat appears and click OK. Et voilà! —your choices on t he Aut oText subm enus and Aut oText t ab are in French. ( I f you've already begun t yping in French, be sure t o select t hat t ext first . Ot herwise, Word will t hink it 's very poorly spelled English.)

2 .6 .4 . Pr oj e ct Ga lle r y Te m pla t e s When you launch Word, or when you choose File Proj ect Gallery, t he Proj ect Gallery appears, one of t he t wo places in Office 2008 giving you access t o a library of docum ent t em plat es and docum ent - creat ion wizards ( see Figure 2- 18) . ( See Chapt er 8 t o learn about t he ot her place: Office 2008's new Elem ent s Gallery, which feat ures Publicat ion Tem plat es when you're working in Word's Publishing Layout view.) A t em plat e is like Word st at ionery: I t 's a special kind of docum ent wit h form at t ing and preference opt ions set t he way you like t hem . A wizard, on t he ot her hand, is Microsoft 's t erm for a series of int erview- st yle dialog boxes t hat request inform at ion from you, process your responses, and produce a docum ent based on your answers. The Proj ect Gallery t em plat es creat e not only Word docum ent s, but docum ent s for Excel, PowerPoint , and Ent ourage as well. Use t he Show pop- up m enu t o narrow t he field t o only Word docum ent s—and t hen use t he Cat egory list t o display t he t ype of t he docum ent you're aft er. Wit h t he advent of Word 2008's Publishing Layout view, several wizards have been put out of work. Only t hree rem ain: t he Mailing Label Wizard, t he Envelope Wizard, and t he Let t er Wizard.

N ot e : Many of t hese Word t em plat es use t he new Word Publishing Layout View—t hough you can't t ell which by looking at t heir t hum bnails in t he Proj ect Gallery. Choose one of t hese Publicat ion Tem plat es, and Word opens in Publishing Layout View, ready for you t o begin replacing t he t em plat e's placeholder t ext and pict ures wit h your own. See Chapt er 8 for t he full st ory on Word's new page layout abilit ies.

The offerings in Office 2008's Proj ect Gallery com bine wizards and t em plat es, wit h t he ult im at e aim of, once

again, saving you m uch of t he grunt work of t yping and form at t ing. Here's how you m ight use one of t hese wizards t o creat e a business let t er:

1 . Ch oose File

Pr oj e ct Ga lle r y.

The Proj ect Gallery opens, as described on Sect ion 18.1. Except for Blank Docum ent s and My Tem plat es, all t he Groups in t he list box at t he left have list s of built - in t em plat es (Figure 2- 18) .

Figu r e 2 - 1 8 . Click t h e " flippy t r ia n gle s" n e x t t o t h e gr ou ps t o se e a la r ge r se le ct ion of t e m pla t e s. To se e on ly t h e on e s t h a t w or k in W or d, se le ct " W or d docu m e n t s" fr om t h e Sh ow pop- u p m e n u a t t h e bot t om of t h e Pr oj e ct Ga lle r y.

2 . Click St a t ion e r y. Word displays a list of prefab st at ionery designs. ( I f you're not seeing t he t hum bnail im ages, click t he icon- view but t on at t he upper- left corner of t he Proj ect Gallery window and click t he New t ab.)

3 . Scr oll dow n a n d dou ble - click t h e Le t t e r W iza r d. The Let t er Wizard window appears ( Figure 2- 19) . Here you choose a page design, a let t er st yle, and whet her or not t o include a dat e or leave space for a preprint ed let t erhead. When you've m ade your select ions, click Next .

4 . Fill in t h e bla n k s w it h t h e r e cipie n t 's n a m e a n d a ddr e ss—or click t h e a ddr e ss book icon t o ch oose a n a m e a n d a ddr e ss fr om you r En t ou r a ge a ddr e ss book .

Cont inue by choosing t he salut at ion st yle using t he pop- up m enu or t he radio but t ons m arked I nform al, Form al, Business, or Ot her. Click Next t o m ove t o t he Ot her Elem ent s t ab.

Figu r e 2 - 1 9 . Top: A t e m pla t e is a ca n n e d Office docu m e n t fille d w it h " du m m y" t e x t . You cou ld, if you w ish , sim ply dr a g t h r ou gh it a n d r e pla ce it w it h n e w t e x t of you r ow n . Bot t om : Th e Le t t e r w iza r d, on t h e ot h e r h a n d, pr e se n t s a se r ie s of dia log box t a bs t o fill in , pa r t ia lly a u t om a t in g t h e pr oce ss of cr e a t in g a le t t e r .

5 . Use t h e ch e ck box e s t o in clu de a n y of t h e opt ion a l e le m e n t s su ch a s Re fe r e n ce lin e or At t e n t ion , a n d t h e n u se t h e a ssocia t e d pop- u p m e n u t o ch oose t h e st yle for t h ose e le m e n t s. Finish t his sect ion by choosing an address t o include in t he cc field, if desired, eit her by t yping at in direct ly, or choosing an address by clicking t he Address book icon. Then click Next again t o m ove t o t he final Sender page of t he wizard.

6 . Use t h e a ddr e ss book icon or t h e pop- u p m e n u t o a dd you r ( or t h e se n de r 's) n a m e a n d a ddr e ss. Or t urn on t he Om it checkbox if you don't want t o include t he ret urn address—for exam ple, if you're sending t he let t er on preprint ed let t erhead.

7 . I n t h e fin a l se ct ion u se t h e pop- u p m e n u s t o a dd t o you r closin g, a j ob t it le , com pa n y, or t ypist in it ia ls. Fin a lly, t u r n on t h e ch e ck box for e n closu r e s a n d e n t e r a n u m be r in t h a t fie ld if you 'll be e n closin g ot h e r sh e e t s w it h you r le t t e r. At t his point you've com plet ed all t he st eps of t he wizard—but you can st ill use t he t abs at t he t op of t he window t o go back and m ake any changes t o your set up.

8 . W h e n t h e docu m e n t look s t h e w a y you w a n t it , click Fin ish . Word t ransfers your set up t o a new docum ent in Print Layout view wit h t he words Type your t ext here highlight ed so you can im m ediat ely begin t yping t he body of your let t er.

2 .6 .5 . Au t oFor m a t Has t his happened t o you?

You t ype a num bered list , and suddenly t he next num ber in sequence appears on it s own.

You t ype a Web address, and suddenly Word t urns it int o a blue, underlined, working hyperlink ( t hat you can't edit , since clicking inside it opens your Web browser) .

You t ype an em ail sm iley—which looks like : ) —and Word, on it s own, decides t o replace your punct uat ion sym bol wit h an act ual graphic sm iley face, like

.

T ip : Rem em ber: Just because Word st eps in and form at s som et hing for you doesn't m ean you're st uck wit h it . You don't even have t o backspace over it ; j ust press - Z or F1 ( or choose t he " change back" from t he sm art but t on m enu) . What ever it is t hat Word j ust did—m aking a sm iley face, t urning a URL int o blue underlined t ext , num bering a list —is rest ored t o t he way you originally t yped it .

All of t hese behaviors—considered helpful by Microsoft and unspeakably rude by m any Word fans—are t riggered by a t echnology called Aut oForm at . This t ool doesn't have t o be annoying. I n fact , once you learn t he workings behind Aut oForm at , you can cont rol and use it t o your own advant age. There are t wo ways t o use Aut oForm at : You can have Word aut oform at words and paragraphs as you t ype t hem , or you can aut oform at m anually, in one pass, aft er t he t yping is com plet e.

2 .6 .5 .1 . Au t ofor m a t t in g a s you t ype To t urn Aut oForm at on and off, choose t he Tools Aut oCorrect Aut oForm at As You Type t ab. There t hey are: t he m ast er on/ off swit ches for all of Word's m eddlesom e behavior ( see Figure 2- 20) .

Figu r e 2 - 2 0 . Th e ce n t e r t a b of t h e Au t oCor r e ct dia log box is ca lle d " Au t oFor m a t a s you Type " . H e r e you ca n t u r n on a n d off t h e for m a t t in g- on - t h e - fly ch a n ge s t h a t W or d offe r s t o m a k e . ( As w it h t h e Au t oCor r e ct fe a t u r e de scr ibe d on Se ct ion 2 .6 .2 , t h is box m a y ope n w h e n you click " Con t r ol Au t oCor r e ct Opt ion s" on t h e sm a r t bu t t on m e n u .)

To t urn Aut oForm at off com plet ely, uncheck all t he boxes and click OK. You should also t urn Aut oForm at off if your docum ent is dest ined for plain t ext , or if you're going t o past e and form at it in a different program anyway. Also, be aware t hat curly quot es and bullet s can t urn int o funny charact ers when past ed int o an em ail. ( They look fine in Ent ourage em ail, but your recipient 's em ail program m ay not t ranslat e t hem properly. And borders don't work at all.) Lat er, you can t urn t he sam e plain t ext int o a nicely form at t ed Word docum ent by conduct ing a single Aut o Form at pass, as described below. There's a checkbox for each feat ure t hat Word can aut oform at . Here's what each Aut oForm at opt ion does:

H ea dings. I f you t ype a short phrase wit h no ending punct uat ion and press Ret urn t wice, Word int erpret s it as a heading and applies a big, bold st yle ( Heading 1) t o it .

Borders. Word draws a bold horizont al line across t he page when you t ype t hree hyphens in a row ( or t hree underlines) and press Ret urn—a handy way t o break up sect ions in a docum ent , if t hat 's indeed what you want . Aut oForm at also creat es a double line if you t ype t hree equal signs ( = = = ) ; a dot t ed line for ast erisks ( * * * ) ; a wavy line for t ildes ( ~ ~ ~ ) ; and a t riple, pict ure fram e- like line for num ber signs ( # # # ) . ( Press Ret urn aft er t he sym bols.) Lat er, you can reform at t he line or t urn it int o a fram e by clicking in t he

paragraph and using t he " Borders and Shading" t ools on t he Form at t ing Palet t e ( Sect ion 3.4.4.4) .

Ta ble s. This feat ure let s you creat e Word t ables ( see Sect ion 4.6) by using t yped charact ers inst ead of t he Draw Table t ool. Type a plus sign ( + ) t o st art t he t able, a row of hyphens ( - - - ) t o set t he widt h for t he first cell, anot her + sign t o end t he cell, m ore hyphens, and so on. The line has t o begin and end wit h + signs. You can also swit ch t o using Word's t able t ools t o reform at or expand t he t able at any t im e.

N ot e : Because Word's t able feat ure is so easy t o use, it 's hard t o im agine why anyone would creat e a t able using + signs and hyphens. The answer is t hat t ables sent by em ail, as well as t hose post ed on Web pages and newsgroups, already use t his form at . By past ing t hem int o Word and perform ing an Aut oForm at pass, you t urn exist ing I nt ernet t ables int o proper Word t ables. Few people build a fresh t able using t his m et hod.

Au t om a t ic bu lle t e d list s. When you t ype a com m on " bullet " charact er, such as * , - , > , or = > , and follow it wit h a space or a t ab, t hen som e t ext , and t hen press Ret urn, Word changes t he charact er t o it s

proper bullet sym bol ( • or , for exam ple) . I t also swit ches t o t he List Paragraph st yle in your docum ent 's t em plat e ( Sect ion 4.1) . When you t ype a ret urn at t he end of a line, Word cont inues wit h t he next bullet . Press Ret urn t wice t o end t he list . " Bullet s and Num bering" Bullet ed, click You can even use pict ures as bullet s; j ust choose Form at one of t he bullet t hum bnails t o m odify, and click Cust om ize. I n t he " Cust om ize bullet ed list " dialog box click Pict ure, choose a pict ure from your hard drive, and click I nsert . The pict ure bullet appears on your page, scaled t o m at ch your font size, and ready t o begin your list .

Au t om a t ic n u m be r e d list s. When you t ype a num ber followed by a period ( or a hyphen, close parent hesis, or close angle bracket [ > ] ) and a space or t ab, Word underst ands t hat you're st art ing a num bered list . Aft er you press Ret urn, Word aut om at ically t ypes t he next num ber in t he series and applies a List Paragraph st yle (Sect ion 4.1) from your docum ent 's t em plat e. Pressing t he Ret urn key t wice in a row inst ruct s Word t o end t he list .

" St r a igh t qu ot e s" w it h " sm a r t qu ot e s." When you t ype a quot at ion m ark ( Shift - apost rophe) , Word replaces t he double- apost rophe st raight quot es wit h m ore at t ract ive, t ypographically correct curly quot es. Most of t he t im e, t his is a useful opt ion. I f you're going t o em ail t he docum ent , however, t urn t his feat ure off. ( See Sect ion 2.4.4 for det ails.)

Or din a ls ( 1 st ) w it h su pe r scr ipt . I f you t ype " 1st ," Word inst ant ly changes it t o 1 st .

Sym bol ch a r a ct e r s ( - - ) w it h sym bols ( —) . When you t urn on t his box, Word changes t wo hyphens t o an em dash, like t his—. I t 's a handy feat ure, especially because t he keyst roke for dashes is so hard t o rem em ber ( Shift - Opt ion- hyphen) .

T ip : Typographically speaking, an en dash is used t o indicat e a range or gap in a sequence ( " The poet ry reading went from 6: 30 p.m .–11: 00 p.m ., and feat ured a reading from pages Sect ion 1.6 –Sect ion 4.4.1 of Let t ers My Fat her Never Wrot e Me" ) . The em dash is t he real dash, which indicat es a pause for im pact ( " I can't st and readings—especially poet ry" ) .

* Bold* a n d _ it a lic_ w it h r e a l for m a t t in g. When Word encount ers words bounded by ast erisks and underscores, it changes t hem t o boldface and it alics, respect ively. You m ay already be fam iliar wit h t he use of ast erisks and underscores for em phasis on t he I nt ernet . For t he sam e reason, you can use t his feat ure during a final Aut oForm at pass ( see below) t o reform at t ext you've copied from an em ail or chat room . ( Few people use t his feat ure while t yping, since it 's easier t o press - B for bold or - I for it alics. Most people use it only when m assaging t ext from t he I nt ernet .)

I n t e r n e t pa t h s w it h h ype r lin k s. When t his box is checked, Word changes URLs t hat you t ype ( for inst ance) int o working hyperlinks. Hyperlinks are usually form at t ed in blue and underscored, unless you change t hese set t ings in t he Form at St yle dialog box ( see Sect ion 9.4.4) .

For m a t t h e be gin n in g of list it e m e x a ct ly lik e t h e on e be for e it . This opt ion com bines aut om at ion wit h t he freedom of doing your own form at t ing. For exam ple, suppose you want t o st art each it em in your list wit h a Rom an num eral, followed by a period and a space, followed by t he first word in bold, followed by a period and t he rest of t he sent ence in plain t ext . To begin, t ype t he first it em t hat way and press Ret urn. Word st art s a new list it em every t im e you hit Ret urn. Press Ret urn t wice t o end t he list . The key is t o st art t he first it em wit h a num ber or bullet t o let Word know t hat you're st art ing a list . I f you want t he first word or words t o appear in, for exam ple, bold ( like t he first sent ences in t his bullet ed list ) , you have t o follow it wit h a period, colon, hyphen, dash, or ot her punct uat ion m ark.

D e fin e st yle s ba se d on you r for m a t t in g. Here's t he m ost powerful opt ion on t he Aut oForm at t ab. I t t ells Word t o updat e t he docum ent 's st yles ( see Sect ion 4.1) , based on t he form at t ing done direct ly in t he docum ent . For exam ple, if you change your first heading t o 14- point Helvet ica Bold, Word applies t hat font t o all occurrences of t hat st yle; you've j ust redefined t he st yle, in fact . This opt ion overrides any form at t ing you've done in t he St yles dialog box, so use it wit h caut ion.

T ip : Consider m em orizing Aut oForm at " cues" for ot her Aut oForm at opt ions, t oo ( in addit ion t o using ast erisks for bold and underlines for it alic) . For inst ance, if you frequent ly m ake bullet ed list s, t ry t o get in t he habit of t yping an ast erisk for a bullet , knowing t hat Word will aut om at ically change it t o • ( Or use a List Bullet st yle—see Sect ion 4.1 ) .

2 .6 .5 .2 . Au t ofor m a t t in g in on e pa ss Even if you don't like Word m aking changes as you t ype, you can st ill benefit from Aut oForm at —by running your finished docum ent t hrough what you m ight call it s Aut oForm at - O- Mat ic. For inst ance, you can t ake t ext t hat uses t he I nt ernet st yle for * bold* and _it alic_ and have Word change t hem int o proper boldfa ce and it alics. Aut oForm at can also clean up a docum ent by changing URLs int o live hyperlinks or adding at t ract ive bullet s t o list s, all at once.

First , choose Tools Aut oCorrect Aut oForm at As You Type and t urn off all t he boxes; now Word won't m ake any of t hese correct ions during your t yping. When you're ready t o aut oform at , choose Form at Aut oForm at Opt ions; t he checkboxes here correspond, for t he m ost part , t o t hose described above. You're given only a couple of new ones here. They are as follows:

Ot h e r Pa r a gr a ph s. Ordinarily, Word's Aut oForm at feat ure applies a Heading st yle t o what ever it recognizes as a heading, and a List st yle t o anyt hing it recognizes as a list . But if you t urn on t his opt ion, Word also applies ot her st yles when aut oform at t ing. For exam ple, Word can form at plain t ext t o your default Body Text font and paragraph st yle. Word does t his by com paring t he t ext in t he docum ent t o t he st yles in your Norm al t em plat e ( see Sect ion 7.6.6 ) and aut om at ically applying t he closest m at ching st yle. I f t his box is t urned on and t he docum ent appears t o be a let t er, Word also applies let t er feat ures such as I nside Address.

Pr e se r ve St yle s. Turn on t his box if you've already done som e form at t ing of your own in t he docum ent befor e st art ing t he Aut oForm at pass. Word won't change t he st yle of any t ext you've m anually form at t ed.

When you click OK, you ret urn t o t he Aut oForm at dialog box. So far, you've j ust specified what happens when Word conduct s it s edit orial pass t hrough your docum ent . To t rigger t hat event lat er, choose Form at Aut oForm at —which opens t his dialog box. Choose a docum ent t ype from t he pop- up m enu—General docum ent , Let t er, or Em ail—which t ells Word what kind of docum ent it 's going t o be aut oform at t ing. For inst ance, if t he docum ent is a let t er, Word knows t o apply let t er st yles such as I nside Address and Closing. I f you choose Em ail, Word elim inat es form at t ing opt ions t hat usually don't work in em ail, such as first - line indent s. ( Clicking Opt ions ret urns you t o t he Aut oForm at t ab described above.) I f you choose " Aut oForm at and review each change," Word opens a dialog box showing each change Word is about t o m ake; you can choose t o accept or rej ect it . You can also click St yle Gallery t o apply one of Word's docum ent t em plat es ( see Sect ion 7.6.3) , wit h all it s colors and font s, t o t he finished docum ent . I f you choose " Aut oForm at now," Word goes t hrough t he docum ent and prepares all aut oform at t ing changes wit hout pausing.

Ch a pt e r 3 . For m a t t in g in W or d Form at t ing is a way t o inj ect your st yle int o t he docum ent s you creat e. Whet her it 's a newslet t er for your college foot ball fan club, or a whit e paper for your Fort une 500 business, form at t ing let s you t ransform t hat boring 12- point Tim es int o som et hing bold ( pun int ended) and excit ing. Word has independent form at t ing cont rols for each of four ent it ies: charact ers ( individual let t ers and words) , paragraphs ( anyt hing you've t yped t hat 's followed by a press of t he Ret urn key) , sect ions ( sim ilar t o chapt ers, as described on " I nsert ing and Rem oving Sect ion Breaks) , and t he ent ire docum ent . At t ribut es like bold and it alic are charact er form at t ing; line spacing and cent ering are paragraph at t ribut es; page num bering is done on a sect ion- by- sect ion basis; and m argin set t ings are considered docum ent set t ings. Underst anding t hese dist inct ions will help you know where t o look t o achieve a cert ain desired effect .

3 .1 . Th e For m a t t in g Pa le t t e The Toolbox, which is t he envy of Windows fan t he world over, put s Word's m ost com m only used t ools and essent ial form at t ing com m ands wit hin easy reach, including t he popular Form at t ing Palet t e ( Figure 3- 1) . I f it 's Form at t ing Palet t e or click t he Toolbox but t on on t he St andard been hidden, reveal it by choosing View t oolbar and click it s Form at t ing Palet t e but t on. Bot h m et hods alt ernat ely hide and show t he Toolbox. The opt ions on t he Form at t ing Palet t e change depending on what you're doing. When you click a phot o or drawing, for exam ple, t he palet t e changes t o show t he t ools you need t o work wit h graphics. Most of t he t im e, however, t he Form at t ing Palet t e displays t he com m ands you m ost frequent ly need t o work wit h font s, paragraph form at t ing, and ot her elem ent s of t ext .

Figu r e 3 - 1 . I n W or d 2 0 0 8 , a lm ost e ve r y con ce iva ble for m a t t in g con t r ol r e side s in a sin gle con ve n ie n t w in dow , a j a m - pa ck e d com m a n d ce n t e r ca lle d t h e Toolbox . I t s r ow of n a viga t ion bu t t on s ope n t h e For m a t t in g pa le t t e , t h e Obj e ct Pa le t t e , Cit a t ion s, Scr a pbook , Re fe r e n ce Tools, Com pa t ibilit y Re por t , a n d t h e Pr oj e ct Pa le t t e . Th e e sse n t ia l For m a t t in g Pa le t t e is fu r t h e r su bdivide d in t o pa n e s, in clu din g t h e Fon t pa n e l, w h ich list s t h e qu ick e st w a ys t o r e st yle you r t e x t . Click in g t h e close bu t t on se n ds t h e Toolbox ge n ie ba ck in t o it s t oolba r bu t t on .

Ch a pt e r 3 . For m a t t in g in W or d Form at t ing is a way t o inj ect your st yle int o t he docum ent s you creat e. Whet her it 's a newslet t er for your college foot ball fan club, or a whit e paper for your Fort une 500 business, form at t ing let s you t ransform t hat boring 12- point Tim es int o som et hing bold ( pun int ended) and excit ing. Word has independent form at t ing cont rols for each of four ent it ies: charact ers ( individual let t ers and words) , paragraphs ( anyt hing you've t yped t hat 's followed by a press of t he Ret urn key) , sect ions ( sim ilar t o chapt ers, as described on " I nsert ing and Rem oving Sect ion Breaks) , and t he ent ire docum ent . At t ribut es like bold and it alic are charact er form at t ing; line spacing and cent ering are paragraph at t ribut es; page num bering is done on a sect ion- by- sect ion basis; and m argin set t ings are considered docum ent set t ings. Underst anding t hese dist inct ions will help you know where t o look t o achieve a cert ain desired effect .

3 .1 . Th e For m a t t in g Pa le t t e The Toolbox, which is t he envy of Windows fan t he world over, put s Word's m ost com m only used t ools and essent ial form at t ing com m ands wit hin easy reach, including t he popular Form at t ing Palet t e ( Figure 3- 1) . I f it 's Form at t ing Palet t e or click t he Toolbox but t on on t he St andard been hidden, reveal it by choosing View t oolbar and click it s Form at t ing Palet t e but t on. Bot h m et hods alt ernat ely hide and show t he Toolbox. The opt ions on t he Form at t ing Palet t e change depending on what you're doing. When you click a phot o or drawing, for exam ple, t he palet t e changes t o show t he t ools you need t o work wit h graphics. Most of t he t im e, however, t he Form at t ing Palet t e displays t he com m ands you m ost frequent ly need t o work wit h font s, paragraph form at t ing, and ot her elem ent s of t ext .

Figu r e 3 - 1 . I n W or d 2 0 0 8 , a lm ost e ve r y con ce iva ble for m a t t in g con t r ol r e side s in a sin gle con ve n ie n t w in dow , a j a m - pa ck e d com m a n d ce n t e r ca lle d t h e Toolbox . I t s r ow of n a viga t ion bu t t on s ope n t h e For m a t t in g pa le t t e , t h e Obj e ct Pa le t t e , Cit a t ion s, Scr a pbook , Re fe r e n ce Tools, Com pa t ibilit y Re por t , a n d t h e Pr oj e ct Pa le t t e . Th e e sse n t ia l For m a t t in g Pa le t t e is fu r t h e r su bdivide d in t o pa n e s, in clu din g t h e Fon t pa n e l, w h ich list s t h e qu ick e st w a ys t o r e st yle you r t e x t . Click in g t h e close bu t t on se n ds t h e Toolbox ge n ie ba ck in t o it s t oolba r bu t t on .

3 .2 . Ch a r a ct e r For m a t t in g The Font panel of t he Form at t ing Palet t e—t he upperm ost pane of t he palet t e—deals m ost ly wit h t he appearance of your let t ers, num bers, and ot her charact ers. You can also access m ost of t hese funct ions via t he Form at t ing Toolbars Form at t ing if you don't see it ) . t oolbar ( choose View

3 .2 .1 . Ch oosin g Fon t s I nst alling Office 2008 adds 126 font s t o your Library

Font s folder—an unannounced gift from Microsoft .

To change t he font of t he t ext you've already t yped, select t he t ext first , using any of t he m et hods described on Sect ion 2.1. I f, inst ead, you choose a new font in t he m iddle of a sent ence or even t he m iddle of a word, t he new font will t ake effect wit h t he next let t er you t ype. Now, open t he Font m enu or click t he Nam e pop- up m enu in t he Form at t ing Palet t e's Font pane t o reveal your Mac's t ypeface nam es in t heir own t ypefaces (Figure 3- 2) . This what - you- see- is- what - you- get ( WYSI WYG) font m enu feat ure has a few int erest ing feat ures, such as:

I f you have a very long list of font s, you don't have t o scroll all t he way down t o, say, Zapf Chancery. Once t he m enu ( or Form at t ing Palet t e pop- up list ) is open, you can t y pe t he first let t er or t wo of t he t arget font . The m enu shift s inst ant ly t o t hat alphabet ical posit ion in t he font list . You can open t he font list m arginally fast er if you don't use t he WYSI WYG font s feat ure. Pressing Shift when opening t he Font m enu or Font s list in t he Form at t ing Palet t e let s you see all t he font s list ed in plain t ype. Honest ly, t hough, unless you've got a really slow com put er, t he difference is negligible. But t his Shift - key t rick is a helpful solut ion when you're t rying t o figure out t he nam e of a font t hat 's showing up as Preferences General sym bols. ( You can t urn off t he WYSI WYG feat ure for good by choosing Word panel and t urning off " WYSI WYG font and st yle m enus," t hen clicking OK.)

Figu r e 3 - 2 . W h e t h e r you pick fr om t h e Fon t m e n u or t h e For m a t t in g Pa le t t e , you ge t t o se e w h a t e a ch fon t look s lik e . Fon t s you 've u se d m ost r e ce n t ly a r e con ve n ie n t ly gr ou pe d t oge t h e r a t t h e t op.

Once you've t urned off WYSI WYG font m enus, you can st ill sum m on t he WYSI WYG font when you do want it by pressing Shift when opening one of t he Font m enus.

Even t he Form at t ing Palet t e doesn't have every possible font m anipulat ion t ool; for t hat , you'll need t he Font dialog box, as shown in Figure 3- 3. To open it , choose Form at Font or press - D. I n t he following pages, you'll read about bot h t he Form at t ing Palet t e and t he m ore com plet e cont rols available in t he Font dialog box.

3 .2 .2 . Fon t Size s Font sizes are m easured in point s. A point is 1/ 72 of an inch in let t er height , but you don't need t o know t hat ; what you should know is t hat m ost t ext is print ed at 10- or 12- point sizes. Som e font s look t oo large at 12 point . Ot her font s are alm ost uncom fort ably sm all at 10 point . Print a t est page t o be sure, since t he font size m ay look different on paper t han on t he screen, depending on your m onit or's resolut ion. ( I f you have a high- resolut ion m onit or, your t endency will be t o m ake t he font t oo large in order t o achieve a com fort able size t o read on t he screen. Rat her t han increasing t he font size, use t he Zoom box [ Sect ion 1.3.7] t o verify t hat your font will print out in a proper size.)

UP TO SPEED Th e Fir st Ru le of Fon t s Serifs are t he lit t le point s or lines at t he ends of t he st rokes t hat form cert ain kinds of t ypefaces. They're a rem nant of t he t im e before print ing presses, when all t ype was inscribed by hand wit h a broad- t ipped pen and ink. Over t he past 500 years, t ype designers have ret ained serifs in t hese font designs—not out of a reverence for t radit ion, but because serifs m ake t ype m ore readable. Test s for readabilit y have shown t hat serifst yle t ypefaces—especially t he oldst yle ones like Garam ond, Palat ino, and Tim es—are m uch easier t o read in blocks of t ext t han sans- serif t ypefaces. Most books, including t his one, use a serif font as t he prim ary t ypeface, and a sans- serif font for headlines, t it les, and lit t le inform at ive boxes like t his one. Grab alm ost any book, newspaper, or m agazine and you'll see t he serif- for- body- copy rule in effect . Do your readers a favor by following t his rule, whet her you're writ ing a let t er, a newslet t er, or a doct oral dissert at ion. For years Word used Tim es New Rom an for it s st andard serif font , and Arial for it s st andard sans- serif font . But t im es change, and in order t o im prove t he appearance of on- screen t ext —especially on LCD m onit ors—Microsoft dem ot ed t hose t wo t ext t roopers and replaced t hem wit h a pair of brand- new ClearType font s, designed wit h t he com put er screen in m ind, and bearing bizarre, m ade- up nam es. Cam bria is t he new st andard serif font , and Calibri t he new st andard sans- serif font . Microsoft unveiled t hese new font s in Office 2007 for Windows, and Office 2008 brings t hem t o t he Mac, along wit h t heir ClearType siblings: Const ant ia, Corbel, Candara, and Consolas.

To select a font size, choose one from t he list in t he Form at t ing Palet t e, t ype a size int o t he Size box in t he Font or -D). Form at t ing Palet t e, or choose a point size in t he Font dialog box ( Form at

T ip : You can always bum p select ed t ext t o a slight ly higher or lower point size by pressing Shift - - > ( t hat is, period) or Shift - < ( com m a) for larger and sm aller t ype, respect ively. Each t im e you press t he com binat ion, t he t ext grows or shrinks by t he int ervals list ed in t he Form at t ing Palet t e's Size box ( from 12 t o 14 t o 16, for exam ple) .

3 .2 .3 . St yle s of Type You can apply different t ype st yles t o your regular, unem bellished font for em phasis or effect . Most font st yles are available in t he Form at t ing Palet t e wit h a single click; a few ext ra ones reside in t he " Font st yle" box in t he Font dialog box ( see Figure 3- 3, t op) . Those t ype st yles, as t hey appear in t he Font dialog box, are as follows:

Re gu la r denot es plain, unadult erat ed t ext . Not bolded, not underlined.

Figu r e 3 - 3 . Top: Th e Fon t dia log box ( For m a t Fon t or - D ) . I t n ot on ly h a s m or e fon t st yle opt ion s t h a n t h e For m a t t in g Pa le t t e , it a lso give s you a pr e vie w a t t h e bot t om of t h e box . I f you

lik e w h a t you se e , click OK. Bot t om : Th e Adva n ce d se ct ion of t h e Fon t dia log box h a s t h e ch e ck box t o a ct iva t e liga t u r e s—t h ose con j oin e d ch a r a ct e r s ( sh ow n in low e r e x a m ple ) t h a t im pr ove t h e a ppe a r a n ce of you r t e x t , a s de scr ibe d on Se ct ion 3 .2 .5 .

T ip : You can ret urn t o plain t ext at any t im e wit hout even opening t he Font dialog box. Just highlight t he t ext Clear Form at s or Clear Form at t ing from t he you've been playing wit h in your docum ent and choose Edit St yle m enu in t he Form at t ing Palet t e ( Keyboard short cut : Shift - - N) .However, wit h an ent ire paragraph select ed, t he Clear Form at t ing com m and t akes you all t he way back t o t he Norm al st yle ( see Sect ion 4.1 ) , which generally m eans your 12- point body t ype. ( I f you select less t han a paragraph, it ret urns your t ext t o t he underlying paragraph st yle.) To st rip font effect s from a select ed paragraph wit hout changing it s underlying st yle definit ion ( such as 24- point Fut ura for a headline) , press Cont rol- Space bar inst ead.

I t a lic is com m only used for foreign words and phrases, as well as t he t it les of books, m ovies, and m agazines. Short cut s : Click t he capit al I in t he Form at t ing Palet t e, or press -I.

Bold is t he m ost com m on way of m aking a single word or phrase st and out from t he surrounding landscape. Use bold for em phasis. Short cut s: Click t he capit al B in t he Form at t ing Palet t e, or press

- B.

Bold I t a lic is a beaut iful effect for headings and headlines. Use eit her m et hod described above t o choose bot h bold and it alic, one right aft er t he ot her. You'll know you've got it when bot h t he B and t he I are highlight ed in t he Form at t ing Palet t e. I n t he Font dialog box, j ust choose Bold I t alic.

Un de r lin e. Clicking t he underlined U in t he Form at t ing Palet t e, or pressing - U ( Shift - - D for a double underline) , draws a line under t he t ext , as well as t he spaces bet ween words. I n t he Font dialog box, use t he " Underline st yle" pop- up m enu t o choose from a num ber of fancy underscores, and t o specify whet her you want Word t o underline t he words only, not t he spaces.

You can also choose a color for t he underline it self in t he Font dialog box; see t he next sect ion for m ore det ail.

UP TO SPEED W h a t 's N or m a l? When opening a new blank docum ent , not ice t he nam e in t he Nam e box locat ed in t he Form at t ing Palet t e: Norm al. Word's idea of norm al, circa 2008, is black, 12- point Cam bria. But who's t o say what 's norm al? You m ay prefer a soot hing blue color. Or you m ay want t o use boldface all t he t im e, since you find it easier t o read. You m ay want t o m ake Sand your signat ure font —forget t hat st odgy Cam bria! Fort unat ely, it 's easy enough t o specify your preferred t ypeface whenever you st art a new docum ent . Choose Form at Font t o open t he Font dialog box. Now you can choose a font , color, size, or any of t he ot her effect s described in t his sect ion. When you've select ed t he font you want , click Default at lower left ( shown at t op in Figure 3- 3 ) . Word asks if you're sure t hat you want all new docum ent s t o use t his font , as shown here. Click Yes. ( Technically, you've j ust redefined t he Norm al st yle; see Sect ion 4.1 for m ore on t he canned set s of form at t ing charact erist ics known as st yles.)

3 .2 .4 . Typin g in Color

Color is a great way t o liven up your docum ent s—an increasingly valuable opt ion in a world where m any docum ent s are read onscreen and nearly everyone has a color print er. Click t he t iny " Font color" color swat ch or pop- up m enu in t he Form at t ing Palet t e or t he Form at Font dialog box t o survey your select ion of 70 colors, as shown in Figure 3- 4. To choose a color, j ust click it .

T ip : When using Word t o prepare a docum ent for t he Web, rem em ber t hat colors look different on different com put ers. For exam ple, som eone viewing your page on a Windows m achine or an older m onit or m ay see your t rue colors very different ly.

Figu r e 3 - 4 . Fr om t h e For m a t t in g Pa le t t e 's fon t color bu t t on , W or d give s qu ick a cce ss t o 7 0 com m on pla ce color s. To ch oose fr om a br oa de r r a in bow , click t h e M or e Color s bu t t on . D oin g so ope n s t h e Apple Color Pick e r dia log box , w h ich h a s se ve r a l diffe r e n t w a ys t o spe cify a n y color u n de r t h e su n , a s de scr ibe d on Se ct ion 1 9 .3 .8 .1 .

POW ER USERS' CLI N I C Liga t u r e s: Th e Ar t of Lin k e d Le t t e r s Ligat ures are pairs of let t ers t hat share com m on com ponent s when print ed next t o each ot her. Scribes writ ing wit h pen and ink in t he Middle Ages originally creat ed ligat ures t o save space on t he parchm ent and increase writ ing speed—j ust like when you cross t wo " t 's" in a word at once when you writ e, for exam ple, " flut t er." Typographers now creat e t hese special com binat ion charact ers t o im prove t he appearance of t he print ed t ext . The m ost com m on ligat ures are ff, fi, fl, ffi, and ffl. ( Believe it or not , t he am persand [ &] is act ually a st ylized ligat ure for t he let t ers et — Lat in for and.)

3 .2 .5 . Ch a r a ct e r Spa cin g Occasionally, you m ay need t o adj ust t he am ount of space bet ween let t ers, known t o t ypographers as t racking. You use t his cont rol, for exam ple, t o expand or cont ract a headline t o perfect ly fit above a colum n. Used j udiciously t he effect is nearly invisible, yet it can m ake a big im provem ent t o t he appearance of your layout . Adj ust ing t racking by m ore t han a few percent creat es an odd appearance. Office doesn't include t his cont rol in t he Form at t ing palet t e—only in t he Font dialog box. Select t he t ext you want t o adj ust , choose Form at Font and click t he Charact er Spacing t ab ( see Figure 3- 5) . Set t he Spacing pop- up m enu t o Expanded—t o increase charact er spacing—or Condensed—t o decrease charact er spacing. Then use t he up- and down- arrow but t on next t o t he By box t o det erm ine t he percent age of expansion or cont ract ion. Keep an eye on t he Preview box t o see t he effect your changes will have. I f you t urn on t he " Kerning for font s" checkbox and set t he " Point s and above" box for t he size of t ext you want t o affect , Office subt ly adj ust s t he charact er spacing bet ween each pair of let t ers for an even appearance. For exam ple, applying kerning t o t he word TAP reduces t he space bet ween t he T and t he A, m aking t he let t er spacing appear m ore consist ent .

Figu r e 3 - 5 . Th e Ch a r a ct e r Spa cin g por t ion of t h e Fon t dia log box sh ow s con t r ols for t h e h or izon t a l a n d ve r t ica l posit ion in g of se le ct e d ch a r a ct e r s. Addit ion a lly t h e Sca le con t r ol le t s you st r e t ch or sh r in k t e x t h or izon t a lly—n ot t h e spa ce s be t w e e n t h e le t t e r s, bu t t h e le t t e r s t h e m se lve s—by se le ct in g a pe r ce n t a ge fr om t h e pop- u p m e n u , or t ypin g a pe r ce n t a ge dir e ct ly in t o t h e box . Th is con t r ol ca n cr e a t e a biza r r e a ppe a r a n ce , bu t if you lim it you r a dj u st m e n t s t o j u st a fe w pe r ce n t , you ca n fin e t u n e t h e le n gt h of you r lin e s of t e x t in visibly.

While t he Spacing cont rol set s t he horizont al posit ion of t he charact er, t he Posit ion cont rol—ot herwise known as baseline shift —set s t he vert ical charact er posit ion. This adj ust m ent com es in handy when writ ing chem ical form ulae or using t he t radem ark ( ™) sym bol. Use t he up- and down- arrow but t on on t he Posit ion line t o adj ust t he am ount of shift while you wat ch t he Preview panel.

3 .2 .6 . Spe cia l Te x t Effe ct s Bold and it alic give enough variet y for m ost docum ent s, but m any m ore but t ons await in t he Form at t ing Palet t e, and st ill m ore choices in t he Font dialog box. Som e of t hem , such as Out line and Shadow, are clearly j ust for show ( t hey usually look am at eurish in print ed docum ent s) ; ot hers, such as Subscript and All Caps, are invaluable t ools. Here are t he opt ions, in order, as t hey appear in t he Font dialog box:

St r ik e t hr ough and D ou ble st r ik e t h r ou gh indicat e t hat som et hing's crossed out , but you don't want t o delet e it out right . ( Word's change- t racking feat ure adds st riket hrough st yle t o delet ed t ext aut om at ically; see Sect ion 5.2.) Short cut s: Click t he ABC but t on on t he Form at t ing Palet t e ( you can only apply t he double st riket hrough via t he Font dialog box) .

Su pe r scr ipt and Subscript shift charact ers slight ly higher or lower ( respect ively) t han t he ot her t ext on it s line and slight ly decreases t heir size—perfect for chem ical form ulas and exponent s. ( You don't need t hese effect s for foot not es, as Word handles foot not e form at t ing aut om at ically, as described on Sect ion 7.4 .) You can m ake let t ers or sym bols super- or subscript ed, t oo, not j ust num bers—very handy if you like - = for t aking t hings t o t he N t h degree. Short cut s: Click t he A2 or A2 in t he Form at t ing Palet t e, or press Subscript or Shift - - = for Superscript .

Sh a dow creat es a heavier out line t hat m akes t he words appear slight ly raised, and Ou t lin e reverses t he color of t he t ype, m aking t he let t er whit e and t he out line black ( or what ever t ext color you're using) . Shadow Bot h was popular when t he Mac first appeared, but seem s dat ed now.

Em boss and En gr a ve m ake let t ers appear slight ly raised or carved out , as if wit h a chisel. They work best on a colored background, such as on a Web page. On a whit e background, t he words gain a subt le drop shadow. ( These infrequent ly used effect s are available only in t he Font dialog box, not on t he Form at t ing Palet t e.)

3 .2 .7 . Sm a ll Ca ps, All Ca ps Word has several variat ions on t he when- t o- capit alize schem e you probably learned in English class. For exam ple, you can apply eit her of t hese form at s t o t ext you've highlight ed ( or are about t o t ype) :

Sm a ll Ca ps creat es a form al look for headings and let t erheads; all t he let t ers are capped, but " lowercase" let t ers are shown in sm aller capit als, SOMETHI NG LI KE THI S. Short cut : Click t he ABC but t on on t he Form at t ing Palet t e.

All Ca ps sim ply convert s highlight ed t ext t o all capit al let t ers. You can choose " All caps" in t he Font dialog A" but t on in t he Form at t ing Palet t e. box, or click t he " a Even t hough t he visual result is t he sam e, t here's a big difference bet ween using t he All Caps st yle and sim ply t yping som e words wit h t he Caps Lock key down. Text you've form at t ed as All Caps is st ill, in Word's brain, act ually m ixed upper- and lowercase let t ers. I t t hinks you've applied t he all- cap form at j ust as a visual, t he way you'd apply bold or blue or underlining. That is, by t urning off t he All Caps st yle, t he t ext revert s t o t he capit alizat ion you originally used when t yping it —som et hing you can't say about t ext you t yped wit h t he Caps Lock key. You can t herefore search for t ext in t he All Caps st yle using t he " Find and Replace" com m and, or define it as part of a st yle ( see Sect ion 4.1) .

T ip : To change t he capit alizat ion of words you've already t yped—or t o fix an em ail m essage t hat arrived I N ALL CAPI TAL Change Case. By choosing from t he list in t he Change Case LETTERS—highlight t he t ext and t hen choose Form at dialog box, you can m ake Word inst ant ly " ret ype" t he t ext as all lowercase ( all sm all let t ers) , all uppercase ( all caps) , Sent ence case ( where t he first let t er of every sent ence is capit alized as usual) , or Tit le Case ( where t he first let t er of every word is capped) .( Unfort unat ely, t hese opt ions aren't t errifically sm art ; Sent ence case st ill leaves nam es and t he word I lowercase, and Tit le Case doesn't leave sm all words like of and t he lowercase.) The m ost int erest ing ( but least useful) choice here is t OGGLE cASE, which reverses t he exist ing capit alizat ion, what ever it m ay be.

UP TO SPEED Un - Type w r it e r Cla ss Even t hough m ost com put er owners haven't t ouched a t ypewrit er for years—if ever—m any bad habit s from t hat earlier t echnology persist . Here are a few of t he m ore egregious exam ples of t ypewrit er st yle t hat are obsolet e in t he com put er age.

Un de r lin in g. Alt hough Word m akes it sim ple t o form at t ext wit h underlining, don't use t his st yle for em phasis. Use bold or it alics, which are m uch m ore professional looking ( and equally easy t o apply) . ( When's t he last t im e you saw som et hing underlined in a m agazine art icle?)

Spa cin g w it h t h e spa ce ba r. Use t he space bar only for spacing bet ween words. Never use t he space bar for aligning successive lines of t ext ; when print ed, t hose spaces will cause your t ext t o t um ble out of alignm ent . I nst ead, use Word's t ab feat ure, as described on Sect ion 3.4.4.

Spe cia l ch a r a ct e r s a n d a cce n t s are easy t o produce correct ly on a com put er. Don't writ e resum e if you m ean résum é. Are you m aking copies or using t he Xerox™? Don't put it off unt il m añana—t ake t hat vacat ion t o Curaçao t oday!

To find out how t o produce t hese special m arkings, use t he Keyboard Viewer—but first you have t o bring it out of hiding. Choose Apple Menu Syst em Preferences I nt ernat ional and click t he I nput Menu t ab. Turn on t he checkboxes for Charact er Palet t e, Keyboard Viewer, and " Show input m enu in m enu bar." From now on, you can open t he Keyboard Viewer by clicking t he I nt ernat ional m enulet —t he lit t le flag—at t he right end of your Mac's m enu bar and choosing Show Keyboard Viewer. Use it s pop- up m enu t o select t he font you're using and wat ch t he Keyboard Viewer as you press Opt ion—wit h and wit hout t he shift key—t o display t hese hidden charact ers. When you spot t he charact er you're looking for, press t hat key on t he keyboard or click it in t he Keyboard Viewer t o add it t o your docum ent at t he insert ion point . When you press Opt ion, t he Keyboard Viewer highlight s five keys—t ilde, E, U, I , N—t hat you can use t o add accent s t o let t ers using a t wo- st ep process. For exam ple, t o t ype t he ü in über, t ype Opt ion- u, followed by u. The sam e t echnique works t o apply accent s t o ñ, é, and so on. Aft er you learn a key com binat ion, you won't need t o open t he Keyboard or p. Viewer—unt il you need t o t ype

You can only access t he com plet e collect ion of special charact ers via t he Mac OS X Charact er Palet t e; choose Show Charact er Palet t e from t he I nt ernat ional m enulet in t he m enu bar, or use Word's I nsert Sym bol com m and. ( See Sect ion 7.5 for m ore on sym bols and special charact ers.)

Using t wo hyphens ( - - ) t o represent a da sh is passé. What you want is an em dash —so called because it 's t he widt h of an upper- case M. Creat e it wit h t he Shift - Opt ion- hyphen key com binat ion, or m ake sure you've configured Word's " Aut o Form at as You Type" feat ure t o do it for you ( see Sect ion 2.6.5) .

3 .2 .8 . H idde n Te x t Word's Hidden Text feat ure can rem ove your personal not es and rem inders from plain sight in a docum ent . You can m ake t he hidden t ext reappear only when you want t o; you can also choose whet her or not you want it t o show up when print ed. To t urn cert ain t ext invisible, first select it . Choose Form at Font Font t ab. ( There's no but t on for hidden t ext on t he Form at t ing Palet t e.) Turn on t he Hidden box and click OK; t he t ext disappears unt il you choose t o show it . ( To t urn hidden t ext back int o norm al t ext , show t he hidden t ext as described next , select it , choose Font Font s t ab, and t urn off t he Hidden box.) Form at

POW ER USERS' CLI N I C D r op Ca ps Have you ever wished you could duplicat e t hose ext ra- large capit als t hat st art t he chapt ers of so m any books? Unfort unat ely, j ust enlarging t he point size of t he first let t er doesn't work. True drop caps, as t hey're called, are not only large, but t hey drop below t he ot her let t ers on t he line; hence t he nam e. But Word 2008 can do it . Aft er t yping t he first paragraph of your chapt er, choose Form at Drop Cap. Choose one of t he drop- cap st yles, t hen adj ust t he Opt ions set t ings ( font , num ber of lines t o drop down, and dist ance from t ext ) unt il you've got t he look you like. When you click OK, Word sends you int o Page Layout view—if you weren't t here already—where t he drop cap appears as an independent graphic box t hat you can enlarge or drag as you would any graphic ( see Chapt er 19) . I f you ret urn t o Norm al view, you won't see t he drop cap in it s correct posit ion; t hat 's perfect ly norm al, so t o speak.

When you want Word t o display t he t ext you've designat ed as hidden, use eit her of t hese t echniques:

Choose Word

Preferences

View t ab. Turn on "Hidden t ext " and click OK.

Click t he Show/ Hide but t on ( ¶) on t he St andard t oolbar ( or t he Docum ent sect ion of t he Form at t ing Palet t e) .

Eit her way, hidden t ext appears wit h a dot t ed underline t o dist inguish it from t he rest of t he t ext .

T ip : Whet her or not hidden t ext print s is up t o you. To print hidden t ext along wit h t he rest of t he docum ent , choose Preferences, click t he Print but t on, t urn on t he I nclude wit h Docum ent Hidden Text box, and click OK. Word

3 .3 . For m a t t in g I f you're in t he business world, or even t he business of organizing your t hought s, you can't go far wit hout using num bered or bullet ed list s. Bullet ed list s are an at t ract ive way of present ing nugget s of inform at ion. Here's a great exam ple:

Each paragraph is indent ed from t he left m argin ( like t his one) and is preceded by a bullet ( t he round dot shown at left ) .

Word com es wit h t wo aut om at ic list - form at t ing feat ures t urned on t o help creat e t his kind of list : " Aut om at ic bullet ed list s" and " Aut om at ic num bered list s." However, since m any people can't figure out how t o cont rol t his aut om at ic behavior, it 's one of t he first t hings t hey t urn off—once t hey figure out Preferences Aut o Correct Aut oForm at as You where t he preferences are. They're at Word Type, as discussed on Sect ion 2.6.5.

You can always creat e a num bered list by t yping a num ber at t he beginning of each line, but it won't be nicely indent ed.

You m ay know how t o creat e a bullet ( • ) at t he begin ning of every line by using t he keyboard short cut Opt ion- 8. But again, t hat won't produce t he clean left m argin on your bullet ed paragraphs.

Furt herm ore, creat ing list s m anually can get m essy. For exam ple, insert ing an it em bet ween t wo exist ing ones in a num bered list requires som e serious renum bering. And if you want your list indent ed, you'll have t o fiddle wit h t he indent cont rols quit e a bit .

Word has part ially aut om at ed t he process. A quick way t o st art a num bered or bullet ed list is from t he Form at t ing Palet t e. Open t he " Bullet s and Num bering" panel by clicking anywhere on t he " Bullet s and Num bering" t it le bar, and t hen click one of t he list icons ( next t o where it says Type, as shown in Figure 3- 6) . Word changes t he paragraph st yle t o List Paragraph ( see Sect ion 4.1) , prom pt ly indent s t he paragraph cont aining t he insert ion point , and adds a bullet ( or t he num ber 1) . Even t he indent ing is perfect : The second and following lines of a list it em st art under t he first let t er, not all t he way back t o t he left m argin. To st art a new list it em , j ust hit Ret urn. When you're finished building t he list , press Ret urn t wice.

Figu r e 3 - 6 . Click t h e " Bu lle t s a n d N u m be r in g" t it le ba r t o e x pa n d t h e pa n e l. Th e pa n e l pr ovide s a bu ck e t fu l of list in g opt ion s. For e x a m ple , you m a y ch oose a t ype of list ( n u m be r e d or n ot ) , it s in de n t , a n d e ve n t h e n u m be r t o be gin you r n u m be r e d list s w it h . Or if you a r e n 't in a bu lle t e d st a t e of m in d, ch oose " n on e " t o r e m ove a bu lle t .

I f you creat e a num bered list t his way, Word does t he num bering aut om at ically as you go. Bet t er yet , if you insert a new list it em bet ween t wo ot hers, Word knows enough t o renum ber t he ent ire list . The pop- up m enus and icons in t he " Bullet s and Num bering" panel cont rol different aspect s of how your list will look ( t he ent ire list , no m at t er which individual list line cont ains your insert ion point ) .

St yle specifies t he kind of num bering ( Arabic num erals, rom an num erals, and so on) , or t he size and shape of t he bullet .

St a r t t ells Word what num ber t o st art t he list wit h.

The I n de n t icons increase or decrease your bullet 's indent .

The Type icons t ell Word whet her you want t o st art an unnum bered bullet ed list ( t he Bullet s icon) or a num bered list ( Num bering icon) . For m ore det ail on bullet s see below.

3 .3 .1 . Ex t r a Fe a t u r e s in t h e Bu lle t s a n d N u m be r in g D ia log Box The Form at t ing Palet t e is ideal for quickly designing a list , but t he " Bullet s and Num bering" dialog box has even " Bullet s and m ore opt ions. Open it by double- clicking a bullet or list num ber, or by choosing Form at Num bering" ( see Figure 3- 7) .

3 .3 .1 .1 . Cu st om izin g a bu lle t e d list Bullet ed list s as delivered by t he Form at t ing Palet t e are fine, but t here m ay com e a day when sim ple black, round bullet s j ust don't cut it for your radical new- age business plan. I n such cases, click t he Bullet ed t ab in t he " Bullet s and Num bering" dialog box. I f one of t he st yles appeals t o you, choose it by clicking; t hen click Cust om ize t o open t he dialog box shown at t he bot t om of Figure 3- 7. Wat ch what happens in t he Preview box as you m ake t he following changes:

Bu lle t ch a r a ct e r. Choose an alt ernat e bullet sym bol, click t he Bullet but t on t o open t he Sym bol dialog box ( see Sect ion 7.5) , where you can choose any charact er in any font t o becom e your new bullet , or click t he Pict ure but t on t o creat e your own bullet graphic ( see t he box on Sect ion 3.4) .

Bu lle t posit ion . The indent at ion point of t he bullet is m easured from t he left m argin.

Te x t posit ion . The t ext indent at ion is also m easured from t he left m argin. I t 's usually indent ed fart her t han t he bullet ; not e how, in Figure 3- 7, t he t ext posit ion indent is a larger num ber t han t he bullet posit ion one.

Click OK t o ret urn t o t he " Bullet s and Num bering" dialog box. The bullet ed list st yle now appears as one of t he eight list icons ( see Figure 3- 7) , easily accessible if you want t o use t he sam e st yle of bullet ing lat er in t he docum ent . Click OK again t o apply t he new bullet ed st yle t o t he current paragraph.

Figu r e 3 - 7 . Top: Aft e r you 've cu st om ize d a bu lle t e d or n u m be r e d list ( se e be low ) , click in g Re se t r e t u r n s a list icon t o it s or igin a l con figu r a t ion . Bot t om : Click in g t h e Fon t bu t t on ope n s t h e Fon t dia log box ( se e Se ct ion 3 .2 .3 ) . You ca n t h e n ch oose bold, it a lics, or e ve n a diffe r e n t fon t a lt oge t h e r for you r n e w bu lle t e d list st yle . Th e Pr e vie w w in dow sh ow s you a r e pr e se n t a t ion of h ow you r n u m be r e d list w ill look r e la t ive t o t h e su r r ou n din g t e x t .

3 .3 .1 .2 . Cu st om izin g a n u m be r e d list Like t he Bullet ed t ab, t he Num bered t ab in t he " Bullet s and Num bering" dialog box present s a select ion of eight preconfigured list st yles ( one of which is None) . Click t he one t hat suit s your purposes, or at least com es t he closest . Click Cust om ize t o open a dialog box m uch like t he one at t he bot t om of Figure 3- 7—but t his one, of course, applies t o num bers.

N u m be r for m a t. You can't edit t he num ber or num eral shown here, as it 's det erm ined by your choices in

t he " Num ber st yle" and " St art at " t ools. You can, however, t ype addit ional t ext int o t his window, such as t he words Figure, I t em , or Com m andm ent —whichever word you want t o appear before t he num ber in each list it em .

GEM I N TH E ROUGH Pict u r e Bu lle t s There is a host of bullet s preinst alled in Word, bot h in t he " Bullet s and Num bering" dialog box and in t he Sym bol dialog box, as described on Sect ion 7.5. For added creat ivit y, insert a pict ure bullet . To do so, choose Form at " Bullet s and Num bering" Bullet ed t ab. Click one of t he seven bullet - st yle t hum bnails and t hen click Cust om ize. The Cust om ize bullet ed list window appears. Click Pict ure. Now you can choose any graphics file on your Mac; Word st art s you off wit h a folder full of it s own preinst alled pict ure bullet s. Choose one of t hose t o add t he select ed pict ure as a bullet t o t he current paragraph. Ot herwise, navigat e t o your own pict ure file ( som et hing you've scanned, drawn, or downloaded from a Web sit e, perhaps) , select t he file in t he list box, and click I nsert . I t m ay sound like a lot of work, but you only have t o do it once. When you press Ret urn t o m ake anot her list it em , Word aut om at ically cont inues using t he edit ed pict ure bullet —and keeps it in t he " Bullet s and Num bering" line- up for lat er use.

N u m be r st yle. This pop- up m enu let s you choose Arabic or rom an num erals, let t ers ( A, B, C, and so on) , or even words (First , Second, and so on) .

St a r t a t . Usually, you'll st art at 1, but you can also st art at 0 or any ot her num ber by ent ering it in t he box or choosing it wit h t he arrows.

N u m be r posit ion. Choosing Left , Right , or Cent ered from t he pop- up m enu aligns t he num ber relat ive t o t he space bet ween " Aligned at " and " I ndent at ."

Align e d a t. This is t he dist ance from t he left m argin t o t he num bered it em . For inst ance, if you choose Left from t he num ber posit ion m enu and .5" for " Aligned at ," t he num ber it self will be placed half an inch from t he left m argin.

Te x t posit ion . This is t he dist ance from t he left m argin t o t he t ext part of t he num bered it em . The larger you m ake t his m easurem ent , t he fart her from t he num ber t he t ext begins.

Click OK t o ret urn t o t he " Bullet s and Num bering" dialog box; t he cust om num bered list st yle now appears as one of t he eight list icons ( see Figure 3- 7) . Click OK again t o apply t he new num bered st yle t o t he current paragraph.

T ip : I f t here's m ore t han one num bered list in your docum ent —if you're writ ing, say, a book about Office 2008 cont aining m any num bered t ut orials—you'll need a way t o m ake t he num bering st art over at 1 for t he second list . ( Ot herwise, Word will cheerfully keep your num ber sequence going all t he way t hrough a docum ent .) To t ell Word t o st art over, click t he first it em in t he second list and choose Form at " Bullet s and Num bering" . Click t he radio but t on for " Rest art num bering," or press - R. ( " Cont inue previous list " gives t he list it em t he next num ber in t he series, no m at t er how m any pages have elapsed since t he first part of t he list .) Click OK.

3 .4 . Pa r a gr a ph For m a t t in g Beneat h t he Font and St yles panes of t he Form at t ing Palet t e, you'll find " Alignm ent and Spacing" , " Bullet s and Num bering" , and " Borders and Shading" —set t ings t hat affect ent ire paragraphs. Just as t he Form at t ing Palet t e's Font dialog box, it s t hird sect ion gives a subset t op sect ion provides t he m ost useful cont rols of t he Form at Paragraph dialog box ( Figure 3- 8, left ) . of t he Form at And j ust as charact er form at t ing applies eit her t o highlight ed t ext or t o t ext you're about t o t ype, paragraph form at t ing applies t o only a select ed paragraph, several select ed paragraphs, or t he paragraph you're t yping in ( t he one cont aining t he blinking insert ion point ) .

Figu r e 3 - 8 . Le ft : For m a t Pa r a gr a ph ( or Opt ion - - M ) su m m on s t h e Pa r a gr a ph dia log box , sh ow in g a ll t h e con t r ols t h a t a pply t o t h e se le ct e d pa r a gr a ph s. Righ t : Th e e x pa n de d For m a t t in g Pa le t t e r e ve a ls t h e m ost u se fu l con t r ols. For e x a m ple , t h e con t r ols a t t h e bot t om of t h is pa n e l a r e a qu ick w a y t o ch a n ge in de n t s.

3 .4 .1 . Align m e n t a n d Spa cin g When you click t he " Alignm ent and Spacing" t it le bar, t he Form at t ing Palet t e expands t o reveal all t he com m ands t hat cont rol how your t ext lies on t he page ( Figure 3- 8, right ) .

3 .4 .1 .1 . H or izon t a l

These icons illust rat e how your paragraph will be aligned wit h t he left and right page or colum n m argins: left aligned, cent ered, right aligned, or fully j ust ified. ( Just ified refers t o st raight m argins on bot h sides. Word aut om at ically adj ust s t he spacing bet ween let t ers and words t o m ake t he right m argin com e out even, exact ly like a newspaper. Just ificat ion works best if you t urn on hyphenat ion, t oo, as described on Sect ion 4.3.) You m ay find yourself changing alignm ent frequent ly when writ ing som et hing like a newslet t er, where it 's com m on t o go from a cent ered headline t o a left - aligned art icle t o a j ust ified colum n of classified ads. - R right - aligns t he current paragraph, Fort unat ely, alignm ent is fully equipped wit h keyboard short cut s: - E cent ers t he current line or paragraph, and - J j ust ifies t he current paragraph. is for left alignm ent ,

-L

3 .4 .1 .2 . Lin e spa cin g The am ount of space bet ween lines of t ext is called line spacing, or, in hom age t o t he t ypewrit er, single- , double- , or t riple spacing. Since Word isn't const rained by t he clicks of a t ypewrit er's plat en ( t he roller in a t ypewrit er t hat guides t he paper) , you have m uch m ore line spacing flexibilit y. Word's fact ory set t ing is for single- spaced lines, like t he ones in t his book. I f you like m ore space bet ween lines, or if you're required t o use double- spacing for schoolwork or legal work, use t hese icons t o change t he spacing. The t hree line- spacing cont rols on t he Form at t ing Palet t e correspond t o single- spaced, one- and- a- half- spaced, and double- spaced t ext .

N ot e : I n t he olden days when print ing presses used m et al t ype, t ypeset t ers cont rolled line spacing by insert ing t hin st rips of lead bet ween t he lines of m et al t ype t o give wider spacing. I n t he j argon of t ypeset t ers—and t hat of m any deskt op publishers—line spacing is st ill called leading ( rhym es wit h " bedding" ) .

Choosing Form at Paragraph " I ndent s and Spacing" t ab generat es even m ore spacing opt ions. As shown in Figure 3- 8, you can choose a set t ing from t he pop- up m enu under " Line spacing" and, t o get even m ore specific, t ype an exact num ber in t he At box.

At le a st . Choose t his set t ing t o add graphics or vary font sizes wit hin a paragraph. I n t he box, t ype a m inim um num ber of point s ( 12 is a good size for single spacing) . Word now will aut om at ically adj ust t he spacing t o accom m odat e any larger it em s in a line.

T ip : Here's a t rick you can use in t his or any Office 2008 m easurem ent t ext box: You don't have t o be cont ent wit h point s as t he unit s. Aft er t yping t he num ber you want , t ype cm , m m , in , or pi for cent im et ers, m illim et ers, inches, or picas, respect ively. The soft ware m akes t he conversion aut om at ically.

Ex a ct ly . Choose t his set t ing for proj ect s where you've been asked t o use a specific line spacing in point s. Ent er t he num ber of point s in t he box. ( I f any let t ers or pict ures are t oo high for t he spacing you've specified, t hey'll sim ply be decapit at ed.)

M u lt iple . Use t his set t ing t o refine t he double- single- t riple spacing syst em . For inst ance, choosing Mult iple and ent ering 1 in t he At box denot es single spacing. Typing 1.3 in t he At box t ells Word t o increase single- spacing by 30 percent . Specifying 3 in t he At box creat es t riple spacing.

Finally, you can change line spacing using t he keyboard: - 1 t ells Word t o single- space t he current paragraph, - 5 is for one- and- a- half space ( 1.5, t hat is) , and - 2 result s in double- spacing.

POW ER USERS' CLI N I C W idow s, Or ph a n s, a n d Pa r a gr a ph Re la t ion sh ips Ordinarily, when your t ext reaches t he bot t om of t he page, Word chops a paragraph in half, if necessary, so t hat it cont inues on t he t op of t he next page. The result isn't always especially good- looking, however; it m ay leave what publishers call a widow ( t he last line of a paragraph at t he t op of a new page) or an orphan ( t he first line of a paragraph all by it self at t he bot t om of a page) . You can avoid t hese problem s by highlight ing a paragraph Paragraph " Line and Page Breaks" t ab, and ( or paragraphs) , choosing Form at t urning on " Widow/ Orphan cont rol." This cont rol inst ruct s Word t o allow no less t han t wo lines at t he t op of any page before a paragraph break. Sim ilarly, t o keep any paragraph or group of lines unbroken, j ust select any num ber of Paragraph " Line and Page Breaks" t ab, and paragraphs or lines, choose Form at t urn on t he " Keep lines t oget her" box. Anot her easily avoided t ypographical problem : a heading at t he bot t om of a page whose body t ext is split ont o t he next page. The solut ion: Select t he heading, choose Form at Paragraph " Line and Page Breaks" t ab, and t urn on " Keep wit h next ." ( I t m eans, " Keep wit h next paragraph." ) Sure, t hese t ools are useful when applied t o individual paragraphs, but t hey're especially ideal for defining st yles ( see Sect ion 4.1) . For exam ple, you m ay as well t urn on " Keep wit h next " for all of your heading st yles, since it 's never pret t y when a heading appears on one page and it s body t ext appears on t he next .

3 .4 .1 .3 . Or ie n t a t ion The Orient at ion icons on t he Form at t ing Palet t e aren't act ually paragraph- specific, like t he ot her cont rols in t heir sect ion. I n fact , t hey work very different ly depending on what you're edit ing:

I n a Text box, t hey rot at e t ext inside t he box ( see Sect ion 4.4.2) .

I n a t able cell, t hey rot at e t he t ext in t he select ed cell ( see Sect ion 4.7.2.2) .

I f you've divided your docum ent int o sect ions ( Sect ion 3.6.1) , you can use one of t hese icons t o rot at e ent ire pages wit hin a docum ent —t o get a couple of horizont ally orient ed ( landscape) pages in a docum ent whose pages are ot herwise orient ed vert ically ( port rait ) . Here's t he t rick: Before using t he Orient at ion cont rols, insert a " Sect ion Break ( Next Page) " break before and aft er t he pages you want rot at ed ( Sect ion 4.1.5.2 ) .

I f your docum ent has neit her t ables nor sect ion breaks, t hese icons rot at e your ent ire window by 90 or

180 degrees. They don't affect how t he docum ent is print ed; for t hat purpose, use t he Orient at ion icons in Page Set up dialog box. I nst ead, t his feat ure rot at es t he im age of your docum ent onscreen t o t he File m ake it easier for you t o edit t he t ext t hat you've rot at ed 90 degrees, such as t he vert ical label of a t able cell.

3 .4 .2 . Pa r a gr a ph Spa cin g I f you're in t he habit of pressing Ret urn t wice t o creat e space bet ween paragraphs, it 's t im e t o consider t he aut om at ic alt ernat ive. The Paragraph Spacing t ools on t he Form at t ing Palet t e let you change t he am ount of space t hat appears, aut om at ically, before and aft er t he current or select ed paragraph. ( The sam e cont rols show up in t he Form at Paragraph " I ndent s and Spacing" t ab, as shown in Figure 3- 8.) When you click t he arrows beside t he Before and Aft er boxes, t he spacing increases and decreases in 6- point increm ent s. For finer cont rol, you can ent er any num bers you wish int o t he boxes. ( 4 t o 8 point s is a good place t o st art .) Change t he spacing in t he Form at t ing Palet t e or Paragraph dialog box at t he out set of your docum ent , or press - A t o select all exist ing paragraphs first . The advant age of doing it t his way is t hat t he ext ra space is added aut om at ically, wit h no danger of accident ally delet ing any of t he ext ra line breaks. Furt herm ore, if you change - A and readj ust t he paragraph spacing, wit hout having t o your m ind about t he ext ra space, you can press delet e any ext ra line breaks.

POW ER USERS' CLI N I C For m a t t in g Re ve a le d I n looking at a Word docum ent , t here are very few out ward cues t o t ell you what 's going on in t erm s of form at t ing—since you can't see t he behind- t he- scenes form at t ing param et ers. However, when t roubleshoot ing a form at t ing snafu, you m ight want t o see exact ly what Word is t hinking. You can. Choose View Reveal Form at t ing. The cursor t urns int o a sm all word- balloon. I f you click t he balloon on any charact er, it opens int o a larger balloon list ing all of it s font and paragraph form at t ing specifics: font , t ype st yle, indent s, spacing before and aft er, and so on. You can click as m any places as you like. As soon as you st art t o t ype again, or press t he Escape key, Reveal Form at t ing t urns off and t he balloon goes away.

3 .4 .3 . I n de n t a t ion To t he horror of designers and t ypeset t ers everywhere, m ost people indent t he first line of each paragraph by hit t ing t he Tab key. Trouble is, Word's t ab st ops are aut om at ically set at half- inch int ervals—m uch t oo wide for professional use. I t 's a far bet t er idea ( from t he purist 's st andpoint , anyway) t o use Word's dedicat ed indent ing feat ure, which let s you specify individual paragraph m argins ( and first - line indent s) t hat are independent of t he docum ent m argins ( see Sect ion 3.4.3) .

T ip : I f you do indeed press Tab t o begin a paragraph, Word t ries t o guide you t oward t he proper way. I t aut om at ically m oves t he first - line indent m arker ( see Figure 3- 15) t o t he first t ab st op on your ruler. Now you've got a quick way t o correct ly indent your paragraphs. Adj ust t he m arker ( m aking t he indent sm aller, for best result s) and t hen t ype away. All subsequent paragraphs will have t he sam e first - line indent .I f you'd prefer t hat Word abandon t his behavior, choose Word

Preferences t ot ally disconnect ed.

Edit panel and t urn off " Tabs and backspace set left indent ." Now t he Tab key and indent s are

There are t wo ways t o adj ust indent s for highlight ed paragraphs: by dragging t he indent m arkers on t he ruler Paragraph " I ndent s (Figure 3- 9) , or by set t ing num erical values ( in t he Form at t ing Palet t e or Form at and Spacing" t ab) . When you want t o give a paragraph it s own dist inct ive st yle, use one of t hese indent s:

Fir st lin e in de n t. Drag t he t op- left m arker ( t he first - line indent handle) t o where you'd like t he first line of each paragraph t o begin. One- quart er inch is a t ypical am ount . To set an exact m easurem ent , adj ust t he First indent set t ing in t he Form at t ing Palet t e ( or choose " First line" from t he Special pop- up m enu in t he Paragraph dialog box) .

Figu r e 3 - 9 . Top: A pa r a gr a ph w it h a h a n gin g in de n t of a qu a r t e r - in ch , a n d a r igh t in de n t of a h a lf- in ch , a s sh ow n on t h e r u le r . Bot t om : Th e I n de n t a t ion se t t in gs on t h e For m a t t in g Pa le t t e for t h e pa r a gr a ph sh ow n . To cr e a t e a h a n gin g in de n t , you h a ve t o t ype a n e ga t ive n u m be r in t h e Fir st box .

H a n gin g in de n t . As shown in Figure 3- 9, you creat e a hanging indent by dragging t he lower, houseshaped m arker. ( The square left - indent m arker m oves along wit h it .) To set an exact m easurem ent , t ype a negat ive num ber int o t he First box on t he Form at t ing Palet t e ( such as - .25" ) ; or, in t he Paragraph dialog box, click t he " I ndent s and Spacing" t ab and select Hanging from t he Special pop- up m enu.

Le ft a n d r igh t in de n t s. Left and right indent s are t he int ernal left and right m argins for a paragraph. Most people aren't aware of t hem , because t hey usually m at ch t he right and left m argins of t he docum ent . But t here are t im es when you want a paragraph t o be narrower—eit her indent ed from t he left m argin or on bot h sides—such as when creat ing a block quot e, for exam ple ( a longish quot at ion t hat you want separat ed from t he rest of t he t ext ) .

To adj ust t he paragraph m argins for highlight ed t ext , drag t he left and right indent m arkers ( ident ified in Figure 3- 9 ) on t he ruler, or change t he Left and Right set t ings on t he Form at t ing Palet t e. ( The " I ndent s and Spacing" t ab of t he Paragraph dialog box have t he sam e opt ions.) The dist ances you specify here are m easurem ent s from t he docum ent 's right and left m argins, not from t he edges of t he paper.

T ip : You can also drag t he first - line indent or left - indent m arker left , int o t he m argin, t o m ake a line or paragraph ext end int o t he m argin. This is called a negat ive indent , which gives t he effect of a hanging indent wit hout changing t he left m argin. However, if you have a narrow left m argin and use negat ive indent s, you m ay get an error m essage when you print t he docum ent . That 's because t he negat ive indent is t oo close t o t he left edge of t he page.

GEM I N TH E ROUGH For m a t Pa in t e r I t could happen t o anyone. You finally have a paragraph exact ly t he way you want it . I n fact , you want t o use t hese set t ings for all t he paragraphs you've previously t yped. I nst ead of going back t o change t hem one by one, now is t he t im e t o use t he Form at Paint er. Select t he t ext you worked so hard t o perfect . ( I f paragraph form at t ing is involved, j ust click som ewhere in t he paragraph; if it 's j ust t he font charact erist ics you want t o copy, t hen select a few let t ers or a word.) Once you've select ed t he t ext , click t he Form at Paint er—t he paint brush icon in t he St andard t oolbar. Now you can perform t he following: Drag across t he t ext t hat you want t he new form at t ing applied t o. As you let go of t he m ouse but t on, Word applies t he form at t ing. To copy t he new form at t ing t o a large am ount of t ext or t o nonadj acent paragraphs, double- click t he Form at Paint er; it 's now locked on. ( A t iny + sym bol on t he t oolbar icon alert s you t hat it 's locked.) From now on, every paragraph you click or blurb you select will - period. get t he new form at t ing—t hat is, unt il you click t he paint brush again or press Press Esc or - period t o cancel t he Form at Paint er; press necessary) t o back out of what you've j ust done.

- Z or F1 ( repeat edly, if

3 .4 .4 . Ta bs To t ell t he t rut h, t he era of t he Tab key is fading. I n t he t ypewrit er days, it was useful in t wo sit uat ions: when indent ing a paragraph and when set t ing up a t able. But in t he Com put er Age, newer, far m ore flexible t ools have replaced t he Tab funct ion in bot h of t hose circum st ances. The indent at ion cont rols described above are m uch bet t er for paragraph indent s, and t he Table t ool ( Sect ion 4.6) is a far superior m et hod of set t ing up t abular dat a. St ill, m illions of people are m ore com fort able wit h t he t ab- st op concept t han Word's newfangled t ools. This sect ion shows how t hose t ools work ( and assum es t hat you rem em ber how t ab st ops work on t ypewrit ers) .

3 .4 .4 .1 . D e fa u lt t a bs Every Word docum ent has a ruler ( choose View Ruler if you don't see it ) , which st art s out wit h an invisible t ab st op every half inch across t he page. These are t he default t ab st ops. You can prove t hat t hey exist by pressing Tab over and over again, wat ching as t he insert ion point m oves from one t o t he next , exact ly as on a t ypewrit er. But t he default t ab st ops aren't perm anent ; t hey st art t o disappear when you do t he following:

Choose Form at Tabs t o open t he Tabs dialog box ( Figure 3- 10) and change t heir placem ent ( in t he " Default t ab st ops" box) . You can do t his by clicking t he arrow but t ons beside t he box or by ent ering a new set t ing.

Figu r e 3 - 1 0 . You ca n ch a n ge t h e spa cin g of t h e a u t om a t ic t a bs in t h e " D e fa u lt t a b st ops" box ( or by click in g t h e a r r ow s n e x t t o it ) . You ca n a lso a dd a t a b le a de r —t h a t is, a da sh e d lin e , dot t e d lin e , or u n de r lin e t h a t a u t om a t ica lly fills in t h e ga p be t w e e n t h e e n d of you r pr e viou s t ypin g a n d t h e t a b st op.

Set new t ab st ops, as described next . When doing so, all of Word's default t ab st ops t o t he lef t of your hand- placed t abs disappear. For inst ance, when you set a new t ab at .75" from t he m argin, t he default t ab st op at .5" goes away; when you press Tab, t he insert ion point goes st raight t o .75" . ( All rem aining default t ab st ops t o t he right of t he new t ab rem ain in place unt il you add m ore new t ab st ops.)

3 .4 .4 .2 . Se t t in g t a bs The quickest way t o set new t ab st ops is by using t he ruler; j ust click anywhere in it s t ick m arks t o place a new t ab st op. Aft er t abs are set , you can reposit ion t hem by sim ply dragging t hem along t he ruler. To delet e one, drag it direct ly down off t he ruler unt il it disappears int o t hin air. Tabs ( or double- click any t ab st op on your ruler) t o open t he To place t abs m ore precisely, choose Form at dialog box shown in Figure 3- 10. Any hand- placed t ab st ops are found in t he list at t he left , according t o t heir dist ances from t he left m argin. To creat e a new t ab, t ype it s locat ion in t he " Tab st op posit ion" box, choose an alignm ent ( described next ) , and - S) . To delet e a t ab, click it in t he list and t hen click Clear ( or press - E) . To change a click Set ( or press t ab's posit ion, clear t he exist ing t ab and t ype t he new posit ion in t he " Tab st op posit ion" box. To delet e all t abs - A) . Press Ret urn or click OK when you're ready t o close t he Tabs box. in t he list , click Clear All (

3 .4 .4 .3 . Ta b t ype s When clicking a t ab st op in t he dialog box list , you'll be shown it s alignm ent . As shown in Figure 3- 11, pressing

t he Tab key doesn't necessarily align your insert ion point wit h t he lef t side of your t ab st op. The following t ypes of t ab alignm ent s help you arrange t ext on t he page:

Le ft ( - L) . This is t he kind of t ab st op you're probably used t o. When you press Tab and t hen st art t yping, your t ext flows right ward from it s origin beneat h your t ab st op.

Ce n t e r e d ( - N ) . The t ext is aligned wit h t he t ab st op at it s cent erline, creat ing a balanced effect t hat 's ideal for t hings like invit at ions and brochures.

Righ t ( - R) . When you press Tab and t hen st art t yping, your t ext flows left ward from it s origin beneat h your t ab st op. Several of t hese rows t oget her creat e a neat right m argin.

Ba r ( - B) . This kind of t ab st op isn't a t ab st op at all. I nst ead, it 's a m et hod of producing a vert ical line down your page, direct ly beneat h t he t ab st op. You don't even have t o press Tab t o get t his vert ical line; any paragraph t hat includes t his t ype of t ab on t he ruler cont inues t he line down t hrough t he page. ( I nsert your own j oke here about picking up t he bar t ab.)

D e cim a l ( - D ) . This behaves exact ly like a right t ab st op—unt il you t ype a period ( a decim al point , in ot her words) , at which point your t ext flows t o t he right . I n ot her words, t his very useful t ab t ype let s you neat ly align a series of num bers ( such as prices) , so t hat t he decim al point s are aligned from row t o row.

You don't have t o use t he Tabs dialog box t o change t ab- st op alignm ent , by t he way. I f you click t he t ab well at t he upper- left corner of t he ruler ( see Figure 3- 11) , you can choose a t ab alignm ent from t he pop- up m enu. I f you t hen click t he spot on t he ruler where you want t he t ab, you'll plant t hat t ab t ype. For exam ple, t o set a left t ab at 1/ 4" , choose Left from t he t ab well's pop- up m enu, t hen click at 1/ 4" on t he ruler.

Figu r e 3 - 1 1 . Usin g diffe r e n t t a b t ype s, you ca n m a k e you r t e x t a lign n e a t ly fr om on e lin e t o t h e n e x t . Th e colu m n s in t h is e x a m ple u se a r igh t t a b, a le ft t a b, a ce n t e r e d t a b, a n d t w o de cim a l t a bs.

3 .4 .4 .4 . Applyin g t a bs t o pa r a gr a ph s a n d st yle s When you set , clear, and m ove t abs, t he changes apply t o t he paragraph cont aining your insert ion point . Oft en, however, you'll want t o use t he t ab set t ings for m any paragraphs—or an ent ire docum ent . Here are t he ways

you can do t hat :

Se t t h e t a bs be for e you st a r t t ypin g . This is a com m on t rick if, for exam ple, you need t o insert a lit t le colum nar t able in t he m iddle of a report . Every t im e you press Ret urn t o begin a new line, t he sam e t ab st ops will be available.

Se le ct a ll pa r a gr a ph s. I f you've already done som e ( or a lot of) t yping, select t he paragraphs by dragging over t hem , or press - A t o select t he ent ire docum ent . Set t abs as described above.

M a k e t a b st ops pa r t of a st yle . I f you m ake your preferred t ab st ops part of a st yle ( see Sect ion 4.1) , you can apply t hem t o any paragraph j ust by clicking t hat paragraph and choosing from t he St yle m enu on t he Form at t ing Palet t e. I f you're really at t ached t o cert ain t ab st ops, you can even m ake t hem part of your Norm al st yle.

3 .4 .5 . Bor de r s a n d Sh a din g Black t ext on a whit e page is clear and easy t o read, but it can get m onot onous. When a lit t le zest is required, t ry using borders, background shading, and fill pat t erns t o em phasize various part s of your docum ent . For inst ance, light gray background shading can highlight a useful list in t he m iddle of your art icle. A plain border can set off a sidebar from t he body of your t ext . And a fancy border can be part of an invit at ion.

3 .4 .5 .1 . Te x t a n d pa r a gr a ph bor de r s To put a border around som e t ext , first select t he t ext in quest ion; t o put a border around an ent ire paragraph, j ust click anywhere in t he paragraph. Click anywhere in t he " Borders and Shading" t it le bar on t he Form at t ing Palet t e t o expand it s panel, as shown in Figure 3- 12. The cont rols are:

Type. Clicking t he square icon next t o Type opens a palet t e of placem ent choices for your border: a square, a line above or below, and so on. Click t he one you want . The light dot t ed line, No Border, aut om at ically t urns off t he rem aining cont rols described here.

Figu r e 3 - 1 2 . Top: As you w or k , w a t ch w h a t h a ppe n s in t h e Pr e vie w box a t t h e r igh t of t h e dia log box . Th e on ly w a y t o se e h ow t h e fin a l r e su lt r e a lly look s, h ow e ve r , is t o r e t u r n t o you r docu m e n t . Bot t om : Alt h ou gh W or d give s you ple n t y of opt ion s for lin e st yle s a n d fill pa t t e r n s, sim ple r is u su a lly m or e e ffe ct ive . H e r e 1 0 % gr a y sh a din g a n d a on e - h a lf poin t dr op- sh a dow bor de r h igh ligh t a bit of vit a l in for m a t ion .

St yle . This pop- up m enu shows a select ion of solid, dashed, and m ult iple- line st yles t o apply t o t he border you've j ust specified.

Color. Clicking t he color square displays Word's st andard palet t e of 70 colors. You can choose one, or click More Colors t o use Office's color- picking t ools, as described on Sect ion 19.3.8.1.

W e igh t . This cont rol denot es t he t hickness of t he line in point s ( 1/ 72 of an inch) . The pop- up m enu shows a variet y of t hicknesses ranging from 1/ 4 point t o 6 point s.

3 .4 .5 .2 . Ex t r a fe a t u r e s in t h e Bor de r s a n d Sh a din g dia log box For m ore cust om izat ion opt ions t han t hose available on t he Form at t ing Palet t e, highlight t he paragraphs you " Borders and Shading" . The dialog box shown in Figure 3- 12 opens. want t o change and choose Form at When you click t he Borders t ab, you see t hese opt ions:

Se t t in g. Most of t he t im e, you'll choose t o put a box around your paragraphs, as represent ed by one of t he lower icons on t he left (Figure 3- 12) . The shadow and 3- D opt ions creat e a very professional, m odern

look. I f you choose Cust om , Word doesn't assum e anyt hing—not even t hat you want a four- sided box. As t he Cust om but t on im plies, you can usse a different line st yle on each side of t he box—solid t op and bot t om and dot t ed on t he sides, for inst ance. Click t he sides you wish t o use from t he but t ons in t he Preview panel, t hen design each one in t he St yle panel. Click t he side but t on again t o m ake changes.

St yle . Choose a line st yle, a widt h in point s, and a color.

H or izon t a l Lin e. Rat her t han a border, t his t ool adds a horizont al line under t he paragraph in quest ion. The line is act ually a pict ure em bedded int o your docum ent ; t hat 's why t he lines you choose from are st ored in a clip art folder ( Microsoft Office 2008 folder Office Media Clipart Lines) . You also have t he opt ion of t urning on " Link t o File" t o m ake t he line a linked obj ect inst ead of an em bedded one. These lines are m ost ly int ended for use on Web pages. ( See Sect ion 19.3.15 for m ore det ail on linked and em bedded obj ect s.)

Opt ion s. Clicking Opt ions opens a dialog box where you can choose how far away from t he t ext you want t o set your border. The aut om at ic set t ings are 4 point s on each side, 1 point t op and bot t om . I f you have room , consider increasing t he am ount of space bet ween t he t ext and border for a clean, elegant look.

N ot e : I f your t ext is in a t ext box ( see Sect ion 4.4 ) , don't add a border around it —you'll j ust end up wit h t wo borders. Text boxes com e wit h built - in borders, which you can form at using t he line t ools on t he Drawing t oolbar and t he Colors and Lines t ab of t he Form at Text Box t ab.That said, you can put borders on part s of t he t ext inside t ext boxes. ( I f you also want t o hide t he border surrounding t he t ext box, click t he border, t hen choose No Line from t he Line Color palet t e on t he Drawing t oolbar.)

Once your border is com plet e, click OK. You can now use t he t ools in t he " Borders and Shading" sect ion of t he Form at t ing Palet t e ( or t he " Tables and Borders" t oolbar) t o m ake furt her refinem ent s.

3 .4 .5 .3 . Pa ge bor de r s When it 's t im e t o creat e a t it le page, cert ificat e, or phony diplom a, not hing says " professionally published" m ore " Borders and Shading" t han a handsom e border around t he edges of your page. To add one, choose Form at Page Border t ab. ( The Form at t ing Palet t e has no cont rols for adding a page border, but if you decide t o add one at t he last m inut e, you can add a quick and dirt y border from t he Print dialog box, as described on Sect ion 1.6.2.2 .) Most of t he t ools for designing a page border are t he sam e as t hose for a paragraph border ( described previously) . But t here are subt le differences: Page borders t race t he page m argins, regardless of t he size or am ount of t ext on t he page, and t he page border changes size aut om at ically as you change t he m argins (Sect ion 3.5.1) . The Page Border t ab list s a few ext ra feat ures specific t o page borders:

Ar t . The Art pop- up m enu has dozens upon dozens of sm all clip- art border m ot ifs in repeat ing pat t erns ( lit t le m arquees, banners, and—for t hose Halloween part y invit at ions—black cat s) .

Apply t o. This m enu on t he Page Border t ab let s you put a border on t he first page of your docum ent or sect ion only. ( Can you say " t it le page" ?)

Opt ion s. The Opt ions but t on opens a dialog box wit h set t ings t hat cont rol how t he border fram es t he page, including t he Margin set t ings described in Figure 3- 13.

Figu r e 3 - 1 3 . Th e M a r gin se t t in gs con t r ol t h e dist a n ce of t h e t e x t fr om t h e m a r gin ( or t h e pa pe r e dge , de pe n din g on w h a t you ch oose fr om t h e " M e a su r e fr om " m e n u ) . Th e bor de r , h ow e ve r , st ill h u gs t h e m a r gin s. I n ot h e r w or ds, w h e n you in cr e a se t h e M a r gin se t t in gs in t h is dia log box , t h e t e x t a r e a w ill de cr e a se a s it m ove s fa r t h e r in fr om t h e pa ge m a r gin s. ( Ye s, som e of t h e t e x t m a y flow on t o t h e n e x t pa ge a s a r e su lt .)

" Align paragraph borders and t able edges wit h page border" does m ore t han align t hem ; it act ually connect s t hem if t hey're adj acent . Thus, t he side borders of a paragraph will ext end out t o and m eld wit h t he side borders of t he page. Turn on " Always display in front " unless you plan t o place t ext boxes or im ages over t he page border. ( I f you do so, you m ay want t o give t he border a light er shading or light er color.) The " Surround header" and " Surround foot er" opt ions det erm ine whet her t he page border encom passes t he header and foot er ( see Sect ion 7.1) along wit h t he rest of t he page.

3 .4 .5 .4 . Sh a din g

When you decide t o fill in a gray or colored background behind a paragraph or t ext box, t he key words t o rem em ber are light and subt le. Pat t erns and shading can m ake t ext difficult t o read, and t he int erference is oft en worse on t he print ed page t han on t he screen. To put a fill or pat t ern behind t ext , you have t o first select t he t ext ( or click anywhere in a paragraph) . Click anywhere in t he "Borders and Shading" t it le bar on t he Form at t ing Palet t e t o expand t he panel, as shown in Figure 3- 14, t op.

Figu r e 3 - 1 4 . Top: Th e For m a t t in g Pa le t t e r e ve a ls t h a t e ve n if you don 't t h in k you 'r e u sin g a pa t t e r n , you a r e . Te x t w it h n o ba ck gr ou n d or a pla in , u n sh a de d fill color h a s a cle a r pa t t e r n . Th e Fill color is a ba ck gr ou n d t h a t u n de r lie s bot h t e x t a n d a n y pa t t e r n you a pply. Bot t om : Th e " Bor de r s a n d Sh a din g" dia log box h a s e ve n m or e opt ion s.

Pa t t e r n. The Pat t ern pop- up m enu gives you a long list of choices, from Clear ( no pat t ern) , t o a series of percent ages of halft one shading ( like newspaper phot ographs) , t o line pat t erns such as diagonal st ripes. Most of t he t im e, you're probably best off leaving t his pop- up m enu alone; use t he " Fill color" cont rol inst ead for a professional, even t int .

T ip : Choosing " Solid ( 100% ) " from t he Pat t ern pop- up m enu result s in solid black behind your t ext . Ordinarily, your black t ext disappears com plet ely, but if you select som e of t he t ext , Word t hought fully m akes it whit e, producing an effect called reversed t ype

.

Pa t t e r n color . I f you decide t o choose a pat t ern, use t he " Pat t ern color" pop- up m enu t o select it s color. The color you choose here becom es t he " black" color of t he pat t ern you chose from t he Pat t ern pop- up m enu.

Fill. This is t he color t hat appears behind t ext or under any pat t ern you've chosen. You can choose from 40 colors and 24 grayscale shades.

N ot e : There's a difference bet ween choosing No Fill and Whit e fill color. No Fill is t ransparent , m eaning when you layer a pict ure beneat h t ext wit h no fill, you can see t he pict ure. On t he ot her hand, when you layer som et hing beneat h t ext wit h Whit e fill, t he fill blocks out what ever's below.

You can com bine t hese opt ions in fascinat ing and grisly ways. For exam ple, any pat t ern you choose overlies t he fill color of your paragraph, even if t hat 's No Fill, in which case all you see beneat h t he pat t ern is t he color of t he paper. When you choose one of t he percent age shadings from t he Pat t ern pop- up m enu, you're choosing a percent age of black or color t o overlie t he fill color.

3 .4 .5 .5 . Ex t r a fe a t u r e s in t h e Bor de r s a n d Sh a din g dia log box A few ext ra feat ures are available only in t he Form at

" Borders and Shading" dialog box. For exam ple:

You can cont rol how far t he fill ext ends beyond t he t ext . For exam ple, aft er choosing a fill color, choose " Borders and Shading" Borders t ab. You'll not ice t hat t he None border set t ing is chosen. Form at However, you can now click t he Opt ions but t on and adj ust t he " From t ext " set t ings, as described on Sect ion 3.4.5.4. The set t ings will apply t o t he boundary of t he fill, as if it were an invisible border.

Also in t he " Borders and Shading" dialog box, t he Horizont al Line but t on opens a " Choose a Pict ure" dialog box showing t he decorat ive horizont al lines in Word's clip art gallery. Select one and click I nsert t o place t he line across t he t ext at t he insert ion point . ( You can't m ake borders wit h t hese lines, j ust horizont als.)

3 .5 . D ocu m e n t For m a t t in g When you st art wit h a blank docum ent , Word provides a one- inch m argin at t he t op and bot t om of t he page, and a st at ely one- and- a- quart er inch m argin at each side. Most people never change t hese set t ings. I n fact , in it s own, alm ost accident al way, Microsoft has dict at ed t he st andard m argin form at t ing for t he world's business correspondence. But if you learn how t o work wit h m argins—as well as paragraphs and indent at ion—you can give your docum ent a dist inct ive look, not t o m ent ion fit m uch m ore t ext on a page.

3 .5 .1 . M a r gin s You can adj ust t he m argins of a Word docum ent in eit her of t wo ways: by ent ering exact m easurem ent s ( in t he Form at t ing Palet t e or t he Docum ent dialog box) , or by dragging t he m argins direct ly on t he ruler. To use t he num eric opt ion, choose Form at Docum ent Margins t ab, or click t he Docum ent Margins t it le bar on t he Form at t ing Palet t e. There you'll find individual boxes t hat let you specify, in inches, t he size of t he left , right , t op, and bot t om m argins. To set your m argins by dragging, which produces im m ediat e visible feedback, you need t o be in Print Layout view ( View Print Layout ) or Publishing Layout view ( View Publishing Layout ) .

Le ft , Righ t , Top, Bot t om . To set m argins by dragging, point t o t he line where t he ruler changes from whit e t o blue, wit hout clicking. ( The blue area is out side t he lim it s of t he m argin.) When t he cursor changes t o a box wit h double arrows, drag t he m argin line t o any point on t he ruler you wish ( see Figure 3- 15) . Now you can change t he m argins on bot h t he horizont al and vert ical rulers.

T ip : You m ay find it ext rem ely hard t o adj ust t he left m argin, since t he t rio of indent m arkers (Figure 3- 15) lies direct ly on t op of t he blue/ whit e boundary. Move t he cursor slowly from one indent m arker t o t he ot her unt il t he Left Margin screen t ip appears and t he cursor shape changes as shown in Figure 3- 13. However, you m ay find it m uch easier t o j ust m ove t he first - line indent handle out of t he way while you adj ust t he m argin.

Figu r e 3 - 1 5 . Th e h ou se - sh a pe d con t r ols in t h e t op r u le r se t in de n t s ( Se ct ion 3 .4 .3 ) . Th is e x a m ple sh ow s a fir st - lin e in de n t . D r a g t h e blu e / w h it e bou n da r ie s in e it h e r r u le r t o a dj u st t h e m a r gin s.

H e a de r a n d Foot e r. Headers and foot ers ( see Sect ion 7.1) appear wit hin t he norm al m argins. For inst ance, if you've set t he bot t om m argin for 1" , you can have t he page num ber ( foot er) appear a halfinch from t he edge of t he paper—half an inch below t he bot t om of t he t ext . To do so, set t he Foot er m argin for 0.5" , as shown in Figure 3- 15.

T ip : When you've got your m argins j ust t he way you want t hem , you can m ake t hat t he set t ing for all new docum ent s Docum ent and click Default at t he lower left of t he Docum ent dialog box. you open. Just choose Form at

3 .5 .2 . Gu t t e r s a n d M ir r or s Word's gut t er and m irror m argin feat ures m ake m argins work when your docum ent is dest ined t o be bound like a book. I n an open book, t he gut t er is t he t erm for t he inner m argins where t he pages at t ach t o t he spine. Usually, t he gut t ers have t o be wider t han t he out er m argins t o allow room for t he binding and t he spine. ( You m ay want t o t alk t o your publisher—t he fine people at Kinko's, for exam ple—t o learn about m argin requirem ent s.) Word can add t his ext ra space aut om at ically. For inst ance, if you set a gut t er space of 0.25" , Word will add a quart er- inch t o t he gut t er m argin on each page. Anot her useful t ool for book m argins is t he m irror m argin feat ure, which is designed t o let you set up m argins t hat are uneven on each page, but reflect ed on each t wo- page spread ( see Figure 3- 16) .

Figu r e 3 - 1 6 . A qu ick w a y t o ope n t h is dia log box is t o dou ble - click t h e r u le r loca t e d a lon g t h e t op- le ft side of t h e pa ge . Th e gu t t e r is a n e x t r a a r e a for bin din g; t h e m ir r or m a r gin s fe a t u r e is h a n dy w h e n you w a n t t h e ou t e r a n d in n e r m a r gin s t o m a t ch on le ft a n d r igh t pa ge s.

3 .6 . Se ct ion For m a t t in g The Form at t ing Palet t e doesn't say anyt hing about sect ion form at t ing. I n fact , m ost people have never even heard of it . St ill, sect ion form at t ing is im port ant in a few special circum st ances, such as t hese:

Sect ions allow you t o divide a docum ent int o chapt ers, each wit h it s own headers or foot ers.

Sect ions let you change from , say, a one- colum n form at for your opening paragraph t o a t hree- colum n form at for t he body of t he art icle. They also let you insert a landscape- orient at ion page or t wo int o a paper t hat 's prim arily in port rait orient at ion.

Sect ions give you flexibilit y in print ing. You can print your t it le page on colored paper from a different paper t ray on your print er, for exam ple.

You can set different m argins for each sect ion of your docum ent . This m ight com e in handy if your t raining m anual includes m ult iple choice quizzes for which you could really use narrower page m argins.

The bot t om line: A sect ion is a set of pages in your docum ent t hat can have it s own independent set t ings for page num bering, lines, foot not es, and endnot es. I t can also have it s own layout feat ures, such as page borders, m argins, colum ns, alignm ent , t ext orient at ion, and even page size. Finally, it can have it s own print er set t ings, such as orient at ion and paper source.

3 .6 .1 . I n se r t in g a n d Re m ovin g Se ct ion Br e a k s To st art a new sect ion, choose I nsert Break, t hen choose one of t he Sect ion Break t ypes—depending upon where you want t he new sect ion t o begin ( relat ive t o t he current page) . For inst ance, t o change t he num ber of colum ns in t he m iddle of a page, choose Sect ion Break ( Cont inuous) ; t o st art t he next chapt er on a new page, choose Sect ion Break ( Next Page) . I f you're self- publishing a novel, rem em ber t hat new chapt ers usually begin on a right - hand page; choose Sect ion Break ( Odd Page) . You'll see t he change reflect ed right away. I n Norm al view, a sect ion break shows up as t wo finely dot t ed lines labeled " Sect ion Break ( Next Page) " or what ever kind you insert ed ( see Figure 3- 17) . I n Page Layout view, you see only t he effect of t he page break; if you chose t he " Next Page" t ype, your t ext abrupt ly st ops in t he m iddle of one page and picks up again on t he next . But if you click t he Show ( ¶) but t on on t he St andard t oolbar, t he breaks appear as double lines, j ust as in Draft view. Choosing a sect ion t ype m ay sound like a big com m it m ent , but don't fret —you can always go back and change it . To do so, click anywhere in t he sect ion you want t o change—t hat is, j ust aft er t he sect ion break it self—and t hen choose Form at Docum ent Layout t ab. Choose a new sect ion t ype from t he " Sect ion st art " m enu. ( This m enu has an addit ional sect ion- break opt ion: New colum n, which is useful solely if you're designing your docum ent wit h m ult iple colum ns, as described on Sect ion 4.2.2. To m ake an exist ing colum n st art at t he t op of t he page, click it and choose " New colum n." )

Figu r e 3 - 1 7 . Top: Cr e a t e a se ct ion br e a k by ch oosin g fr om t h e I n se r t m e n u ( t h e r e 's n o dia log box for it ) .

Bot t om : An e x a m ple of a " N e x t pa ge " se ct ion br e a k , sh ow n h e r e se pa r a t in g on e ch a pt e r fr om a n ot h e r . You se e t h e h a n dy gu ide s a u t om a t ica lly in D r a ft vie w ; in Pr in t La you t vie w , t u r n on t h e Sh ow / H ide ¶ bu t t on in t h e St a n da r d t oolba r t o m a k e t h e m a ppe a r .

To rem ove a sect ion break ( in eit her Norm al or Page Layout view) click t he double dot t ed line and press Del ( forward delet e) on ext ended keyboards, or fn- Delet e for PowerBooks. Or you can select t he sect ion break by clicking before it and dragging t hrough it , and t hen pressing Delet e.

W a r n in g: Delet ing a sect ion break, or t he last paragraph m arker in a sect ion ( click ¶ t o see it ) , also delet es it s form at t ing. The sect ion before t he break will t ake on t he form at t ing of t he sect ion aft er it . The sudden appearance of 24 pages of a t wo- colum n layout , for exam ple, can be disconcert ing if you're not prepared for it .

3 .6 .2 . For m a t t in g W it h in Se ct ion s To change form at t ing or ot her set t ings wit hin a sect ion, such as page num bering or headers and foot ers, j ust click in t he sect ion and use t he com m ands in Word's dialog boxes and t oolbars. Set t ings like m argins, alignm ent , colum ns, and page orient at ion, plus any feat ure involving num bering, such as page and line num bering, headers and foot ers, and so on, operat e independent ly of t he ot her sect ions in t he docum ent .

3 .6 .2 .1 . Pa ge n u m be r in g a cr oss se ct ion s When you use a header or foot er and page num bers in your docum ent , you can eit her num ber each sect ion independent ly or num ber t he docum ent cont inuously from beginning t o end. For exam ple, suppose you've writ t en a t erm paper wit h an int roduct ion in it s own sect ion, which you want t o num ber wit h Rom an num erals. ( You want regular Arabic num erals for t he body of t he paper.) Here's how you'd set t hings up:

1 . Click a t t h e e n d of t h e in t r odu ct ion a n d ch oose I n se r t

Br e a k

Se ct ion Br e a k ( N e x t Pa ge ) .

The double lines appear, assum ing you're in Draft view ( click t he Show but t on if you don't see t hem ) .

2 . Click a n yw h e r e in t h e in t r odu ct ion ( a bove t h e se ct ion br e a k ) a n d ch oose Vie w Foot e r " .

" H e a de r a n d

The header and foot er areas of your page appear, as described on Sect ion 7.1. The " Header and Foot er" pane appears in t he Form at t ing Palet t e, t oo.

3 . Scr oll dow n t o t h e foot e r on on e of t h e pa ge s in t h e in t r odu ct ion a n d click in it , or click t h e Sw it ch Be t w e e n H e a de r a n d Foot e r " Go To" bu t t on in t h e " H e a de r a n d Foot e r " pa n e of t h e For m a t t in g Pa le t t e . The foot er is labeled " Foot er–Sect ion 1."

4 . I n t h e " H e a de r a n d Foot e r " pa n e of t h e For m a t t in g Pa le t t e , click I n se r t Pa ge N u m be r ( t h e # icon ) , t h e n click t h e For m a t Pa ge N u m be r icon ( sh ow n in Figu r e 3 - 1 8 ) . The Page Num ber Form at dialog box opens, also shown in Figure 3- 18.

5 . Fr om t h e " N u m be r for m a t " pop- u p m e n u , ch oose " i, ii, iii…" ; click t h e " St a r t a t " r a dio bu t t on . Click OK. The num ber i appears in t he box, which is right where t he num bering for m ost int roduct ions begin. ( Type a different num ber if you want t o use a different num bering syst em .)

Figu r e 3 - 1 8 . Le ft : Th e " H e a de r a n d Foot e r " pa n e of t h e For m a t t in g Pa le t t e . Click in g t h e For m a t Pa ge N u m be r bu t t on ope n s a dia log box w h e r e you ca n t e ll W or d e x a ct ly h ow you w a n t t h e n u m be r in g t o w or k . You ca n 't do t h e se k in ds of e dit s dir e ct ly in t h e docu m e n t .

Righ t : Tu r n in g on t h e " Con t in u e fr om pr e viou s se ct ion " r a dio bu t t on ca r r ie s ove r t h e pa ge n u m be r in g fr om t h e se ct ion be for e . You ca n st a r t a se ct ion a t a n y pa ge n u m be r you ch oose by click in g " St a r t a t " a n d e n t e r in g a n u m be r in t h e box .

6 . I n t h e H e a de r s a n d Foot e r s pa n e of t h e For m a t t in g Pa le t t e , click t h e Sh ow N e x t bu t t on ( you 've j u st don e t h e sa m e t h in g a s click in g in on e of t h e foot e r s in t h e se con d se ct ion ) , t h e n t u r n off t h e " Lin k t o Pr e viou s" ch e ck box. Wit h Link t o Previous t urned off, you can form at headers and foot ers—and t herefore a page num bers—separat ely for each sect ion.

7 . Ba ck in t h e H e a de r s a n d Foot e r s pa n e of t h e For m a t t in g Pa le t t e , click For m a t Pa ge N u m be r . The Page Num ber Form at dialog box appears once m ore.

8 . Th is t im e , ch oose t h e Ar a bic n u m e r a ls ( 1 , 2 , 3 , …) fr om t h e " N u m be r for m a t " pop- u p m e n u . Click t h e " St a r t a t " r a dio bu t t on ; m a k e su r e 1 a ppe a r s in t h e box . Click OK.

Now, no m at t er how you add m at erial t o, or rem ove m at erial from , t he int roduct ion and t he body of your paper, t he int roduct ion will be num bered st art ing on page i. The num bering of t he m ain body, m eanwhile, will st art over wit h 1. Should you change your m ind and decide t o num ber your paper consecut ively from t he int ro t o t he end, you won't have t o rem ove t he sect ion break. Just click one of t he foot ers aft er t he sect ion break, click Form at Page Num ber, and select t he " Cont inue from previous sect ion" radio but t on.

Ch a pt e r 4 . St yle s, Pa ge La you t , a n d Ta ble s Aft er you've polished t he cont ent of your docum ent , it 's t im e t o work on t he packaging, and Word 2008 includes t he wrapping paper, ribbon, and bows t hat can t ake you beyond sim ple word processing deep int o t he realm of page design and layout . For exam ple, an endless block of t ext running across t he page is fine, but colum ns of t ext are m ore professional looking, easier t o read—and m uch less boring. Or perhaps you'd like t o add som e well- placed borders, but you've never been sure how t o work wit h t hem .

N ot e : This chapt er builds on Chapt er 3 's form at t ing lessons and t eaches finishing t ouches t hat give your docum ent polish and flair. Yet t o com e, however, is Word 2008's new Publishing Layout view which t akes Word's page- layout abilit ies t o a whole ot her level. I t s feat ures m ake it m ore like a separat e page- layout program t han anot her docum ent view, and you'll find it discussed in dept h in Chapt er 8 .

4 .1 . St yle s Creat ing Word docum ent s usually requires a sm all assort m ent of form at t ing st yles, which you'll use repeat edly. I n a short piece, reform at t ing your chapt er t it les ( for exam ple) is no big deal; j ust highlight each and t hen use t he Form at t ing Palet t e t o m ake it look t he way you like. But what about long docum ent s? What if your docum ent has 49 chapt er headings, plus 294 ( or even 394?) sidebar boxes, capt ions, long quot at ions, and ot her heavily form at t ed elem ent s? I n such docum ent s—t his book, for exam ple—m anually reform at t ing each heading, subhead, sidebar, and capt ion would drive you crazy. Word's st yles feat ure can alleviat e t he pain. A st yle is a prepackaged collect ion of form at t ing at t ribut es t hat you can apply and reapply wit h a click of t he m ouse. You can creat e as m any st yles as you need: chapt er headings, sidebar st yles, what ever. The result is a collect ion of cust om - t ailored st yles for each of t he repeat ing elem ent s of your docum ent . Figure 4- 1 m akes all of t his clear.

Figu r e 4 - 1 . Su ppose you w a n t t o ca ll spe cia l a t t e n t ion t o a pa r a gr a ph . Th is be for e - a n d- a ft e r sh ot sh ow s t h e be a u t y of a st yle : W it h a sin gle click in t h e St yle pop- u p m e n u on t h e For m a t t in g Pa le t t e ( t op) , you ca n a pply a spe cia l fon t , st yle , a n d pa r a gr a ph bor de r a ll a t on ce ( bot t om ) . Be t t e r ye t , you don 't h a ve t o r e m e m be r h ow you for m a t t e d a sim ila r pa r a gr a ph e a r lie r .

Aft er creat ing your st yles, j ust apply t hem as needed; t hey st ay consist ent t hroughout t he docum ent . During t he edit ing process, if you not ice an accident ally st yled, say, headline using t he Subhead st yle, you can fix t he problem by sim ply applying t he correct st yle. You'll appreciat e st yles even m ore when it com es t im e t o change t he form at t ing of a part icular st yle. I f you change a st yle's descript ion, Word changes every occurrence of t hat st yle in your docum ent . St yles aren't one of Microsoft 's ease- of- underst anding m ast erpieces, but t hey're get t ing bet t er. Grasping how t hey work, where t hey're st ored, and when t hey change explains m any of Word's idiosyncrasies, and pays off handsom ely in t he long run.

4 .1 .1 . W h e r e St yle s Ar e St or e d Every docum ent has a collect ion of ready- t o- use, built - in st yles, whet her you're aware of it or not . ( To be m ore precise, every docum ent is based on a t em plat e t hat st ores a canned set of st yles, as described on Sect ion 4.1.) Word opens each new blank docum ent wit h t he Norm al paragraph st yle select ed ( unless you've m ade changes t o your Norm al t em plat e, as det ailed on Sect ion 7.6.6) . The cont rols available t o change t he st yles in your docum ent reside in several places: in t he St yle panel of t he Form at t ing Palet t e, t he Form at t ing t oolbar, and t he Form at St yle dialog box ( see Figure 4- 2) .

T ip : There are m any m ore st yles in t he St yle dialog box t han in t he Form at t ing Palet t e or t he t oolbar m enus, which have only a select ion of t he m ost useful st yles. To see a m ore com prehensive list of st yles wit hout opening t he St yle dialog box, j ust Shift - click t he Form at t ing t oolbar's St yle m enu arrow, or choose All St yles from t he Form at t ing Palet t e's St yles pane's List pop- up m enu.

Figu r e 4 - 2 . Ch oose For m a t St yle t o se e t h e st yle s a va ila ble in you r docu m e n t . Ea ch docu m e n t com e s w it h a fe w st yle s, su ch a s t h e N or m a l st yle a n d H e a din g 1 , be ca u se e ve r y t e m pla t e h a s t h e se st a r t e r st yle s bu ilt r igh t in . ( Se e Se ct ion 7 .6 for m or e on t e m pla t e s.) St a r t in g fr om a diffe r e n t t e m pla t e m igh t pr odu ce a diffe r e n t se t of st a r t e r st yle s.

4 .1 .2 . Applyin g St yle s To apply a pre- exist ing st yle t o t ext you've already t yped, highlight t he t ext . For exam ple, drag t hrough som e t ext , or click once inside a paragraph t o select it . ( You can also choose a st yle for a new paragraph befor e you begin t yping it .)

N ot e : I f you click t wice t o select a word, t he st yle will only apply t o t hat word. Clicking once wit hin a paragraph, however, will apply t he subsequent ly chosen st yle t o t he ent ire paragraph. No fuss, lit t le m uss.

Now choose a st yle from one of Word's st yle boxes, using one of t he following m et hods ( list ed in descending efficiency order) :

Press Shift - - S t o highlight t he St yle m enu in t he Form at t ing t oolbar ( if it 's showing—if it 's not showing, t his com m and displays t he Form at t ing Toolbar) and t hen use t he up and down arrow keys t o st ep t hrough t he st yles in t he list unt il t he one you're seeking is highlight ed. Press Ret urn t o apply t he st yle. You can also use t he m ouse t o scroll t hrough t his list .

T ip : You can save t im e by t yping t he nam e of t he st yle and t hen pressing Ret urn. For t his very reason, som e people use very short st yle nam es when t hey form at a st yle. For inst ance, if you nam e a st yle GX, you only have t o press Shift - - S, t ype gx, and Ret urn t o apply t he st yle—never having t ouched t he m ouse. Bet t er yet , give t he st yle t wo nam es, separat ed by a com m a—one in English for your own reference in using t he St yle m enus, t he ot her it s " keyst roke nam e." For exam ple, your Sidebar st yle m ight be called Sidebar, sb .

Use t he scroll bar next t o t he St yle list in t he Form at t ing Palet t e, t hen click t he st yle nam e t o apply it .

Choose Form at St yle; double- click one of t he st yle nam es in t he St yles list box ( see Figure 4- 2) —or click t he st yle nam e once, t hen click Apply.

4 .1 .3 . Cr e a t in g St yle s by Ex a m ple There are t wo ways t o creat e st yles: You can use t he St yles dialog box t o build one, or you can " creat e by exam ple" —t hat is, you can form at t he t ext in t he docum ent t he way you want it , and t hen t ell Word t o m em orize t hat form at t ing. The second m et hod is usually easier. For exam ple, suppose you want t o creat e a st yle for illust rat ion capt ions. St art by t yping out t he capt ion, m aking sure you end wit h Ret urn in order t o creat e a paragraph.

1 . Se le ct t h e pa r a gr a ph ( by click in g in side it , for e x a m ple ) . Now use t he form at t ing cont rols t o m ake it look exact ly like you want it .

2 . Usin g t h e For m a t t in g Pa le t t e or For m a t m e n u , ch oose t h e Ce n t u r y Got h ic fon t , a t 1 0 - poin t size , it a lic, ce n t e r e d, in de n t e d on bot h side s. Chapt er 3 has det ails on using t hese cont rols.

3 . Click t h e N e w St yle icon on t h e For m a t t in g Pa le t t e t o br in g u p t h e N e w St yle dia log box , t ype t h e n e w st yle n a m e ( Pict u r e Ca pt ion, for e x a m ple ) , a n d click OK. ( I f t h e For m a t t in g t oolba r is ope n , you ca n sim ply t ype t h e n e w n a m e in t h e St yle box a n d t h e n pr e ss Re t u r n .) To apply t his st yle m ore quickly in t he fut ure, consider assigning it t wo nam es separat ed by a com m a—t he second one can be an abbreviat ion ( see t he Tip above) .

That 's it …your st yle is now ready for use in your docum ent .

4 .1 .4 . Cr e a t in g St yle s in t h e D ia log Box For m ore st yle cont rol, use t he St yle dialog box. To use it , choose Form at St yle and t hen click New ( or press - N) or click t he New St yle icon in t he St yle pane of t he Form at t ing Palet t e. The New St yle dialog box

opens, as shown in Figure 4- 3.

Figu r e 4 - 3 . As you de ve lop you r n e w st yle , t h e pr e vie w w in dow in t h e m iddle of t h e N e w St yle dia log give s you live fe e dba ck , so you ca n se e e x a ct ly w h a t you 'r e cr e a t in g. Be low , t h e w r it t e n de fin it ion of t h e st yle ch a n ge s t o in dica t e , in som e w h a t t e ch n ica l t e r m s, t h e spe cifics of you r for m a t t in g ch oice s.

Use t he various cont rols here t o define t his new st yle:

N a m e . Give your st yle a nam e t hat reflect s it s usage: Headline, Sidebar, and so on.

St yle ba se d on . Choose Norm al or what ever exist ing st yle is closest t o what you envision for t he new st yle. Basing your new st yle on an exist ing one has t wo payoffs. First , it saves you t im e, since som e of t he form at t ing is already in place; second, when you m odify t he underlying st yle ( such as Norm al) , all st yles based upon it change as well, keeping your docum ent design coordinat ed. For exam ple, if you base Heading 1 on ( no st yle) , and base ot her headings on Heading 1, t hen you can change t he body t ext st yle wit hout changing t he headings. Or you could change t he font of Heading 1, which aut om at ically changes all t he ot her heading st yles—since t hey're based on Heading 1.

St yle for follow in g pa r a gr a ph is a big t im esaver. Let 's say t he new st yle you're creat ing is a heading, and aft er each heading, you always ret urn t o t yping in Norm al st yle. I nst ead of m anually changing t he font back t o Norm al aft er each use of t he Heading st yle, j ust choose Norm al here. Now, whenever you press Ret urn aft er using t he heading st yle, t he font aut om at ically ret urns t o Norm al.

I f you chose Paragraph in t he St yle t ype m enu, t he st yle will include t he current set t ings for indent s, t abs, and ot her aspect s of paragraph form at t ing ( as described in Chapt er 3 ) . I f you chose Charact er form at t ing, t hen Word m em orizes only t he font and ot her t ype charact erist ics of your new st yle. You can apply a charact er- form at t ing st yle in a paragraph independent ly of t he paragraph st yle.

Turning on Add t o t e m pla t e st ores your new st yle in t he t em plat e on which your docum ent is based (Sect ion 7.6) . Now, all new docum ent s based on t his t em plat e will include t his st yle. ( To find out which Propert ies Sum m ary t ab. The nam e of t he t em plat e is shown t em plat e you're using, choose File near t he bot t om of t he dialog box.)

Turn on Au t om a t ica lly u pda t e wit h caut ion. When t his box is t urned on, any form at t ing change you m ake t o any one occurrence of t ext in t his st yle will change t he st yle's definit ion—and wit h it , every occurrence of t he st yle in your docum ent . Great for global changes; bad for singular changes.

The Form a t t ing panel let s you set t he font t ype, size, and color; paragraph j ust ificat ion; line spacing; and indent . These opt ions, all of which are fully described in Chapt er 3 , have always been available in t he Form at pop- up m enu ( see below) , but t his new panel gives you quicker access t o t he set t ings you're likely t o use m ost oft en.

Clicking t he For m a t pop- up m enu ( or pressing form at t he st yle you're building:

- O) gains you access t o t he dialog boxes, where you act ually

Fon t opens t he Font dialog box, described on Sect ion 3.2.3.

Pa r a gr a ph opens t he Paragraph dialog box, described on Sect ion 3.4.1.

Ta bs opens t he Tabs dialog box, described on Sect ion 3.4.4.2.

Border opens t he Borders t ab of t he " Borders and Shading" dialog box ( Sect ion 3.4.4.4) .

La ngua ge provides foreign language choices for your st yle, for t he benefit of t he spell checker and ot her proofing t ools.

Placing a Fr a m e around a paragraph gives it som e of t he qualit ies of t ext boxes. ( Fram es are an early Word feat ure t hat m ost people have abandoned in favor of t ext boxes; see Sect ion 4.4.)

N u m be r in g opens t he " Bullet s and Num bering" dialog box described on Sect ion 3.3.1. The m enu opt ion's nam e, " Num bering," is only half accurat e, since it 's used for bullet ed list s as well as num bered ones.

Sh or t cu t Ke y opens t he Cust om ize Keyboard dialog box ( see Sect ion 20.2.1.6) , where you can assign a keyboard short cut t o t his st yle. For exam ple, you can assign Cont rol- - Z t o your favorit e heading st yle and apply it wit h a quick t ap of t he left hand. This feat ure is a godsend if you frequent ly change st yles as you t ype along or have t rouble using a m ouse.

When you click OK aft er m aking changes in any of t hese form at t ing dialog boxes, you ret urn t o t he New St yle dialog box, where t he descript ion inform at ion t ells you which charact erist ics you've assigned t o t his st yle. When you click OK again t o ret urn t o your docum ent , t he newly creat ed st yle's nam e appears along wit h all t he ot hers in t he Form at t ing Palet t e—ready t o apply.

4 .1 .5 . Ch a n gin g, D e le t in g, or Copyin g St yle s There are several ways t o change an exist ing st yle, but here are t wo of t he quickest :

Select t ext in your docum ent and t hen, in t he Form at t ing Palet t e, click t he lit t le t riangle next t o t he st yle's nam e; choose Modify St yle in t he pop- up m enu t hat appears. When t he Modify St yle dialog box opens (Figure 4- 4) , m ake your changes, and t hen click OK t o updat e t he st yle.

Figu r e 4 - 4 . To m odify se le ct e d t e x t , click t h e t r ia n gle t o t h e r igh t of t h e st yle 's n a m e in t h e For m a t t in g Pa le t t e a n d se le ct M odify St yle fr om t h e su bse qu e n t pop- u p m e n u . You ge t t h is n ift y dia log box w h e r e you ca n do a lm ost e ve r yt h in g you ca n in t h e For m a t St yle dia log box , on ly m or e qu ick ly. I f you 'r e a lr e a dy in t h e St yle dia log box , click t h e M odify bu t t on t o su m m on t h is w in dow .

Choose Form at St yle; click t he st yle's nam e in t he St yles box; click Modify ( or press - M) ; and use t he Form at m enu t o m ake changes t o t he font , paragraph, and so on, j ust as if creat ing a new st yle ( as described above) .

4 .1 .5 .1 . D e le t in g st yle s To delet e unwant ed st yles, choose Form at

St yle, t hen click t he st yle in t he St yles list box and click Delet e.

N ot e : Word won't let you delet e cert ain built - in st yles ( such as Norm al, Heading 1, 2, and 3, and so on) . I f you click one of t hese st yles, t he Delet e but t on is grayed out .

4 .1 .5 .2 . Tr a n sfe r r in g st yle s Once you've cult ivat ed a crop of m agnificent st yles, you m ay want t o spread t heir sunshine t o ot her docum ent s. You can do so in t he Organizer dialog box, described in t he previous paragraph and on Sect ion 7.6.5, but t hat 's a lot of t rouble. The sneaky, m uch fast er way is t o copy paragraphs form at t ed in t he st yles you want t o t ransfer and t hen past e t hem int o anot her docum ent . Word aut om at ically adds t he past ed st yles t o t he second docum ent 's list of st yles. ( I f t he docum ent already has a st yle wit h t he sam e nam e, it ignores t he newly past ed one.)

T ip : I f you're confused about which st yles you've applied where, t ry t his: in eit her Draft or Out line view, Choose Word Preferences View but t on. Set t he " St yle area widt h" t o about one inch, t hen click OK. Now Word opens a new st rip at t he left side of your docum ent window ident ifying t he st yle of every paragraph!

Ch a pt e r 4 . St yle s, Pa ge La you t , a n d Ta ble s Aft er you've polished t he cont ent of your docum ent , it 's t im e t o work on t he packaging, and Word 2008 includes t he wrapping paper, ribbon, and bows t hat can t ake you beyond sim ple word processing deep int o t he realm of page design and layout . For exam ple, an endless block of t ext running across t he page is fine, but colum ns of t ext are m ore professional looking, easier t o read—and m uch less boring. Or perhaps you'd like t o add som e well- placed borders, but you've never been sure how t o work wit h t hem .

N ot e : This chapt er builds on Chapt er 3 's form at t ing lessons and t eaches finishing t ouches t hat give your docum ent polish and flair. Yet t o com e, however, is Word 2008's new Publishing Layout view which t akes Word's page- layout abilit ies t o a whole ot her level. I t s feat ures m ake it m ore like a separat e page- layout program t han anot her docum ent view, and you'll find it discussed in dept h in Chapt er 8 .

4 .1 . St yle s Creat ing Word docum ent s usually requires a sm all assort m ent of form at t ing st yles, which you'll use repeat edly. I n a short piece, reform at t ing your chapt er t it les ( for exam ple) is no big deal; j ust highlight each and t hen use t he Form at t ing Palet t e t o m ake it look t he way you like. But what about long docum ent s? What if your docum ent has 49 chapt er headings, plus 294 ( or even 394?) sidebar boxes, capt ions, long quot at ions, and ot her heavily form at t ed elem ent s? I n such docum ent s—t his book, for exam ple—m anually reform at t ing each heading, subhead, sidebar, and capt ion would drive you crazy. Word's st yles feat ure can alleviat e t he pain. A st yle is a prepackaged collect ion of form at t ing at t ribut es t hat you can apply and reapply wit h a click of t he m ouse. You can creat e as m any st yles as you need: chapt er headings, sidebar st yles, what ever. The result is a collect ion of cust om - t ailored st yles for each of t he repeat ing elem ent s of your docum ent . Figure 4- 1 m akes all of t his clear.

Figu r e 4 - 1 . Su ppose you w a n t t o ca ll spe cia l a t t e n t ion t o a pa r a gr a ph . Th is be for e - a n d- a ft e r sh ot sh ow s t h e be a u t y of a st yle : W it h a sin gle click in t h e St yle pop- u p m e n u on t h e For m a t t in g Pa le t t e ( t op) , you ca n a pply a spe cia l fon t , st yle , a n d pa r a gr a ph bor de r a ll a t on ce ( bot t om ) . Be t t e r ye t , you don 't h a ve t o r e m e m be r h ow you for m a t t e d a sim ila r pa r a gr a ph e a r lie r .

Aft er creat ing your st yles, j ust apply t hem as needed; t hey st ay consist ent t hroughout t he docum ent . During t he edit ing process, if you not ice an accident ally st yled, say, headline using t he Subhead st yle, you can fix t he problem by sim ply applying t he correct st yle. You'll appreciat e st yles even m ore when it com es t im e t o change t he form at t ing of a part icular st yle. I f you change a st yle's descript ion, Word changes every occurrence of t hat st yle in your docum ent . St yles aren't one of Microsoft 's ease- of- underst anding m ast erpieces, but t hey're get t ing bet t er. Grasping how t hey work, where t hey're st ored, and when t hey change explains m any of Word's idiosyncrasies, and pays off handsom ely in t he long run.

4 .1 .1 . W h e r e St yle s Ar e St or e d Every docum ent has a collect ion of ready- t o- use, built - in st yles, whet her you're aware of it or not . ( To be m ore precise, every docum ent is based on a t em plat e t hat st ores a canned set of st yles, as described on Sect ion 4.1.) Word opens each new blank docum ent wit h t he Norm al paragraph st yle select ed ( unless you've m ade changes t o your Norm al t em plat e, as det ailed on Sect ion 7.6.6) . The cont rols available t o change t he st yles in your docum ent reside in several places: in t he St yle panel of t he Form at t ing Palet t e, t he Form at t ing t oolbar, and t he Form at St yle dialog box ( see Figure 4- 2) .

T ip : There are m any m ore st yles in t he St yle dialog box t han in t he Form at t ing Palet t e or t he t oolbar m enus, which have only a select ion of t he m ost useful st yles. To see a m ore com prehensive list of st yles wit hout opening t he St yle dialog box, j ust Shift - click t he Form at t ing t oolbar's St yle m enu arrow, or choose All St yles from t he Form at t ing Palet t e's St yles pane's List pop- up m enu.

Figu r e 4 - 2 . Ch oose For m a t St yle t o se e t h e st yle s a va ila ble in you r docu m e n t . Ea ch docu m e n t com e s w it h a fe w st yle s, su ch a s t h e N or m a l st yle a n d H e a din g 1 , be ca u se e ve r y t e m pla t e h a s t h e se st a r t e r st yle s bu ilt r igh t in . ( Se e Se ct ion 7 .6 for m or e on t e m pla t e s.) St a r t in g fr om a diffe r e n t t e m pla t e m igh t pr odu ce a diffe r e n t se t of st a r t e r st yle s.

4 .1 .2 . Applyin g St yle s To apply a pre- exist ing st yle t o t ext you've already t yped, highlight t he t ext . For exam ple, drag t hrough som e t ext , or click once inside a paragraph t o select it . ( You can also choose a st yle for a new paragraph befor e you begin t yping it .)

N ot e : I f you click t wice t o select a word, t he st yle will only apply t o t hat word. Clicking once wit hin a paragraph, however, will apply t he subsequent ly chosen st yle t o t he ent ire paragraph. No fuss, lit t le m uss.

Now choose a st yle from one of Word's st yle boxes, using one of t he following m et hods ( list ed in descending efficiency order) :

Press Shift - - S t o highlight t he St yle m enu in t he Form at t ing t oolbar ( if it 's showing—if it 's not showing, t his com m and displays t he Form at t ing Toolbar) and t hen use t he up and down arrow keys t o st ep t hrough t he st yles in t he list unt il t he one you're seeking is highlight ed. Press Ret urn t o apply t he st yle. You can also use t he m ouse t o scroll t hrough t his list .

T ip : You can save t im e by t yping t he nam e of t he st yle and t hen pressing Ret urn. For t his very reason, som e people use very short st yle nam es when t hey form at a st yle. For inst ance, if you nam e a st yle GX, you only have t o press Shift - - S, t ype gx, and Ret urn t o apply t he st yle—never having t ouched t he m ouse. Bet t er yet , give t he st yle t wo nam es, separat ed by a com m a—one in English for your own reference in using t he St yle m enus, t he ot her it s " keyst roke nam e." For exam ple, your Sidebar st yle m ight be called Sidebar, sb .

Use t he scroll bar next t o t he St yle list in t he Form at t ing Palet t e, t hen click t he st yle nam e t o apply it .

Choose Form at St yle; double- click one of t he st yle nam es in t he St yles list box ( see Figure 4- 2) —or click t he st yle nam e once, t hen click Apply.

4 .1 .3 . Cr e a t in g St yle s by Ex a m ple There are t wo ways t o creat e st yles: You can use t he St yles dialog box t o build one, or you can " creat e by exam ple" —t hat is, you can form at t he t ext in t he docum ent t he way you want it , and t hen t ell Word t o m em orize t hat form at t ing. The second m et hod is usually easier. For exam ple, suppose you want t o creat e a st yle for illust rat ion capt ions. St art by t yping out t he capt ion, m aking sure you end wit h Ret urn in order t o creat e a paragraph.

1 . Se le ct t h e pa r a gr a ph ( by click in g in side it , for e x a m ple ) . Now use t he form at t ing cont rols t o m ake it look exact ly like you want it .

2 . Usin g t h e For m a t t in g Pa le t t e or For m a t m e n u , ch oose t h e Ce n t u r y Got h ic fon t , a t 1 0 - poin t size , it a lic, ce n t e r e d, in de n t e d on bot h side s. Chapt er 3 has det ails on using t hese cont rols.

3 . Click t h e N e w St yle icon on t h e For m a t t in g Pa le t t e t o br in g u p t h e N e w St yle dia log box , t ype t h e n e w st yle n a m e ( Pict u r e Ca pt ion, for e x a m ple ) , a n d click OK. ( I f t h e For m a t t in g t oolba r is ope n , you ca n sim ply t ype t h e n e w n a m e in t h e St yle box a n d t h e n pr e ss Re t u r n .) To apply t his st yle m ore quickly in t he fut ure, consider assigning it t wo nam es separat ed by a com m a—t he second one can be an abbreviat ion ( see t he Tip above) .

That 's it …your st yle is now ready for use in your docum ent .

4 .1 .4 . Cr e a t in g St yle s in t h e D ia log Box For m ore st yle cont rol, use t he St yle dialog box. To use it , choose Form at St yle and t hen click New ( or press - N) or click t he New St yle icon in t he St yle pane of t he Form at t ing Palet t e. The New St yle dialog box

opens, as shown in Figure 4- 3.

Figu r e 4 - 3 . As you de ve lop you r n e w st yle , t h e pr e vie w w in dow in t h e m iddle of t h e N e w St yle dia log give s you live fe e dba ck , so you ca n se e e x a ct ly w h a t you 'r e cr e a t in g. Be low , t h e w r it t e n de fin it ion of t h e st yle ch a n ge s t o in dica t e , in som e w h a t t e ch n ica l t e r m s, t h e spe cifics of you r for m a t t in g ch oice s.

Use t he various cont rols here t o define t his new st yle:

N a m e . Give your st yle a nam e t hat reflect s it s usage: Headline, Sidebar, and so on.

St yle ba se d on . Choose Norm al or what ever exist ing st yle is closest t o what you envision for t he new st yle. Basing your new st yle on an exist ing one has t wo payoffs. First , it saves you t im e, since som e of t he form at t ing is already in place; second, when you m odify t he underlying st yle ( such as Norm al) , all st yles based upon it change as well, keeping your docum ent design coordinat ed. For exam ple, if you base Heading 1 on ( no st yle) , and base ot her headings on Heading 1, t hen you can change t he body t ext st yle wit hout changing t he headings. Or you could change t he font of Heading 1, which aut om at ically changes all t he ot her heading st yles—since t hey're based on Heading 1.

St yle for follow in g pa r a gr a ph is a big t im esaver. Let 's say t he new st yle you're creat ing is a heading, and aft er each heading, you always ret urn t o t yping in Norm al st yle. I nst ead of m anually changing t he font back t o Norm al aft er each use of t he Heading st yle, j ust choose Norm al here. Now, whenever you press Ret urn aft er using t he heading st yle, t he font aut om at ically ret urns t o Norm al.

I f you chose Paragraph in t he St yle t ype m enu, t he st yle will include t he current set t ings for indent s, t abs, and ot her aspect s of paragraph form at t ing ( as described in Chapt er 3 ) . I f you chose Charact er form at t ing, t hen Word m em orizes only t he font and ot her t ype charact erist ics of your new st yle. You can apply a charact er- form at t ing st yle in a paragraph independent ly of t he paragraph st yle.

Turning on Add t o t e m pla t e st ores your new st yle in t he t em plat e on which your docum ent is based (Sect ion 7.6) . Now, all new docum ent s based on t his t em plat e will include t his st yle. ( To find out which Propert ies Sum m ary t ab. The nam e of t he t em plat e is shown t em plat e you're using, choose File near t he bot t om of t he dialog box.)

Turn on Au t om a t ica lly u pda t e wit h caut ion. When t his box is t urned on, any form at t ing change you m ake t o any one occurrence of t ext in t his st yle will change t he st yle's definit ion—and wit h it , every occurrence of t he st yle in your docum ent . Great for global changes; bad for singular changes.

The Form a t t ing panel let s you set t he font t ype, size, and color; paragraph j ust ificat ion; line spacing; and indent . These opt ions, all of which are fully described in Chapt er 3 , have always been available in t he Form at pop- up m enu ( see below) , but t his new panel gives you quicker access t o t he set t ings you're likely t o use m ost oft en.

Clicking t he For m a t pop- up m enu ( or pressing form at t he st yle you're building:

- O) gains you access t o t he dialog boxes, where you act ually

Fon t opens t he Font dialog box, described on Sect ion 3.2.3.

Pa r a gr a ph opens t he Paragraph dialog box, described on Sect ion 3.4.1.

Ta bs opens t he Tabs dialog box, described on Sect ion 3.4.4.2.

Border opens t he Borders t ab of t he " Borders and Shading" dialog box ( Sect ion 3.4.4.4) .

La ngua ge provides foreign language choices for your st yle, for t he benefit of t he spell checker and ot her proofing t ools.

Placing a Fr a m e around a paragraph gives it som e of t he qualit ies of t ext boxes. ( Fram es are an early Word feat ure t hat m ost people have abandoned in favor of t ext boxes; see Sect ion 4.4.)

N u m be r in g opens t he " Bullet s and Num bering" dialog box described on Sect ion 3.3.1. The m enu opt ion's nam e, " Num bering," is only half accurat e, since it 's used for bullet ed list s as well as num bered ones.

Sh or t cu t Ke y opens t he Cust om ize Keyboard dialog box ( see Sect ion 20.2.1.6) , where you can assign a keyboard short cut t o t his st yle. For exam ple, you can assign Cont rol- - Z t o your favorit e heading st yle and apply it wit h a quick t ap of t he left hand. This feat ure is a godsend if you frequent ly change st yles as you t ype along or have t rouble using a m ouse.

When you click OK aft er m aking changes in any of t hese form at t ing dialog boxes, you ret urn t o t he New St yle dialog box, where t he descript ion inform at ion t ells you which charact erist ics you've assigned t o t his st yle. When you click OK again t o ret urn t o your docum ent , t he newly creat ed st yle's nam e appears along wit h all t he ot hers in t he Form at t ing Palet t e—ready t o apply.

4 .1 .5 . Ch a n gin g, D e le t in g, or Copyin g St yle s There are several ways t o change an exist ing st yle, but here are t wo of t he quickest :

Select t ext in your docum ent and t hen, in t he Form at t ing Palet t e, click t he lit t le t riangle next t o t he st yle's nam e; choose Modify St yle in t he pop- up m enu t hat appears. When t he Modify St yle dialog box opens (Figure 4- 4) , m ake your changes, and t hen click OK t o updat e t he st yle.

Figu r e 4 - 4 . To m odify se le ct e d t e x t , click t h e t r ia n gle t o t h e r igh t of t h e st yle 's n a m e in t h e For m a t t in g Pa le t t e a n d se le ct M odify St yle fr om t h e su bse qu e n t pop- u p m e n u . You ge t t h is n ift y dia log box w h e r e you ca n do a lm ost e ve r yt h in g you ca n in t h e For m a t St yle dia log box , on ly m or e qu ick ly. I f you 'r e a lr e a dy in t h e St yle dia log box , click t h e M odify bu t t on t o su m m on t h is w in dow .

Choose Form at St yle; click t he st yle's nam e in t he St yles box; click Modify ( or press - M) ; and use t he Form at m enu t o m ake changes t o t he font , paragraph, and so on, j ust as if creat ing a new st yle ( as described above) .

4 .1 .5 .1 . D e le t in g st yle s To delet e unwant ed st yles, choose Form at

St yle, t hen click t he st yle in t he St yles list box and click Delet e.

N ot e : Word won't let you delet e cert ain built - in st yles ( such as Norm al, Heading 1, 2, and 3, and so on) . I f you click one of t hese st yles, t he Delet e but t on is grayed out .

4 .1 .5 .2 . Tr a n sfe r r in g st yle s Once you've cult ivat ed a crop of m agnificent st yles, you m ay want t o spread t heir sunshine t o ot her docum ent s. You can do so in t he Organizer dialog box, described in t he previous paragraph and on Sect ion 7.6.5, but t hat 's a lot of t rouble. The sneaky, m uch fast er way is t o copy paragraphs form at t ed in t he st yles you want t o t ransfer and t hen past e t hem int o anot her docum ent . Word aut om at ically adds t he past ed st yles t o t he second docum ent 's list of st yles. ( I f t he docum ent already has a st yle wit h t he sam e nam e, it ignores t he newly past ed one.)

T ip : I f you're confused about which st yles you've applied where, t ry t his: in eit her Draft or Out line view, Choose Word Preferences View but t on. Set t he " St yle area widt h" t o about one inch, t hen click OK. Now Word opens a new st rip at t he left side of your docum ent window ident ifying t he st yle of every paragraph!

4 .2 . Pr in t La you t Word aut om at ically flows t ext from line t o line and page t o page. Nice, huh? However, an im port ant part of docum ent design is placing t ext right where you want it , breaking it up, and generally cont rolling t he flow.

4 .2 .1 . I n se r t in g Br e a k s A break is an invisible barrier t hat st ops your t ext in it s t racks, and t hen st art s it again on a new line, colum n, or page.

4 .2 .1 .1 . Pa r a gr a ph br e a k I n Word, pressing Ret urn ( or Ent er) creat es a paragraph break. Alt hough you m ay not have been aware of t he t erm , t hey're creat ed every t im e you end a paragraph. Unless you've chosen a different " following paragraph" st yle ( see Sect ion 4.1.3) , t he new paragraph assum es t he sam e form at t ing as t he previous.

4 .2 .1 .2 . Lin e br e a k Pressing Shift - Ret urn insert s a line break . I t 's sim ilar t o a paragraph break except t hat t he t ext on t he new line rem ains part of t he original paragraph, and ret ains it s st yle and paragraph form at t ing. No m at t er how you edit t he surrounding t ext , t he line break rem ains where you insert ed it —unt il you rem ove it , of course.

4 .2 .1 .3 . Pa ge br e a k Choose I nsert Break Page Break ( or press Shift - Ent er) t o force a hard page break. No m at t er how m uch t ext you add above t he break, t he t ext aft er t he break will always appear at t he t op of a new page. Use a page break when your want t o st art a new t opic at t he t op of t he next page. I f you're writ ing a m anual for your babysit t ers, for exam ple, insert ing a hard page break at t he end of t he How t o operat e t he hom e t heat er syst em sect ion t hat causes The care and feeding of Tinker t he cat t o begin at t he t op of t he following page.

T ip : I n Print Layout view, page breaks are generally invisible. The t ext j ust ends in t he m iddle of a page and won't go any furt her, which can be disconcert ing if you've forgot t en about t he page break you added.To view t he dot t ed lines t hat represent a page break, choose View Draft , or click t he Show ¶ but t on on t he St andard t oolbar.

4 .2 .1 .4 . Colu m n br e a k To j um p t ext t o t he t op of a new colum n ( in m ult icolum n layout s like t hose described in t he next sect ion) , Break Colum n Break. Word ends t he current colum n and, when you st art t yping again, choose I nsert hops you over t o t he t op of t he next colum n at t he t op of t he page. I f you choose t his opt ion when you're not using m ult iple colum ns ( see Sect ion 4.2.2) , it behaves like a hard page break. ( On t he ot her hand, if you lat er swit ch t o a t wo- or t hree- colum n form at , t he colum n break behaves like a norm al colum n break. I f you plan t o m ake t wo different versions of your docum ent —one wit h colum ns and one wit hout —you m ay t herefore want t o use colum n breaks inst ead of page breaks.) Keyboard short cut : Shift - Ret urn.

4 .2 .1 .5 . Se ct ion br e a k

A sect ion is like a chapt er—a part of a docum ent t hat can have form at t ing independent of t he ot her part s. For exam ple, each sect ion can possess unique m argins, page num bering, paginat ion, headers and foot ers, even print ing paper size. See " I nsert ing and Rem oving Sect ion Breaks" for m ore det ail on sect ions. To begin a new sect ion, insert a sect ion break by choosing I nsert sect ion break t hat you want ( see Sect ion 3.6.1) .

Break and choosing t he specific t ype of

W a r n in g: When delet ing a break as shown in Figure 4- 5, bear in m ind t hat t he usually invisible ¶ m arker at t he end of a paragraph " cont ains" t he form at t ing for t he paragraph t hat com es before it . I f you j oin t wo paragraphs or sect ions t oget her by backspacing unt il t here's no break bet ween t hem , t hey blend int o one and t ake on t he form at t ing of t he second sect ion or paragraph.

Figu r e 4 - 5 . Click t h e ¶ ( Sh ow / H ide ) on t h e St a n da r d t oolba r t o se e w h ich br e a k s a r e w h e r e in you r docu m e n t . Th is is t h e su r e fir e w a y t o e lim in a t e br e a k s you w a n t t o r e m ove . N ow t h a t you ca n se e t h e m , you ca n de le t e or ba ck spa ce ove r t h e m .

4 .2 .2 . W or k in g w it h Colu m n s I f you're put t ing t oget her, say, a newslet t er, som e classified ads, or t he rule book for t he com put er gam e you've j ust designed, you can give your publicat ion a professional look by pouring it int o m ult iple parallel colum ns ( see Figure 4- 6) . Newspapers and m agazines, for exam ple, use colum ns in t heir layout s because short er lines are easier t o read, and…well, t hey've always done it t hat way.

T ip : You can see m ult iple colum ns only in Print Layout view ( View Print Layout ) . Only one colum n per page appears in Draft view, m uch t o t he confusion of anyone creat ing colum ns for t he first t im e.

4 .2 .2 .1 . Addin g colu m n s u sin g t h e St a n da r d t oolba r The quickest way t o creat e colum ns is via t he Colum ns but t on on t he St andard t oolbar, as shown in Figure 4- 6 ( t op) . I f you want your ent ire docum ent in colum ns, m ake sure not hing is select ed; if you want colum ns for only part of t he docum ent , select t hat t ext . Then click t he Colum ns pop- up but t on on t he St andard t oolbar. Now drag downward and across t o highlight t he num ber of colum ns you'd like t o use, as shown in Figure 4- 6. I f you need m ore t han four colum ns, drag beyond t heir borders t o expand t he choices t o five or six. When you release t he m ouse, Word divides your t ext int o colum ns of equal widt h. ( I f you highlight ed only part of t he docum ent , Word aut om at ically creat es invisible sect ion breaks above and below t he select ed port ion; see Sect ion 3.6.1.)

Figu r e 4 - 6 . Top: Use t h e St a n da r d t oolba r 's Colu m n s pop- u p bu t t on t o con ve r t a docu m e n t in t o m u lt iple - colu m n for m a t im m e dia t e ly. Bot t om : For m or e con t r ol, ch oose For m a t Colu m n s. H e r e , you se e t h e dia log box se t t in gs t h a t w ill pr odu ce a t w o colu m n for m a t , w it h a n a r r ow e r le ft colu m n a n d a lin e be t w e e n t h e m . Th e m e n u a t t h e bot t om of t h e box le t s you ch oose t o a pply t h e colu m n s be gin n in g a t t h e in se r t ion poin t , fr om t h e be gin n in g of t h e docu m e n t , or j u st t o t h e cu r r e n t se ct ion .

4 .2 .2 .2 . Addin g colu m n s u sin g t h e Colu m n s dia log box Alt hough t he Colum ns pop- up but t on on t he t oolbar is quick and easy, Word, as usual, gives you far m ore cont rol if you're willing t o visit a dialog box. To use t his opt ion, select t ext or click in your docum ent and proceed as follows:

1 . Ch oose For m a t

Colu m n s.

When t he Colum ns dialog box opens ( see Figure 4- 6; bot t om ) , t he num ber of colum ns is preset t o One, m eaning t hat your t ext t akes up t he ent ire widt h of t he page.

2.

2 . Ch oose on e of t h e icon s a t t h e t op of t h e dia log box , or e n t e r a n u m be r in t h e " N u m be r of colu m n s" box . The but t ons labeled Two and Three creat e t wo or t hree colum ns of equal widt h. Left and Right m ean, " Give m e t wo colum ns ( or t he num ber of colum ns I 'm about t o specify in t he 'Num ber of colum ns' box) , but for som e visual spice, m ake t he first colum n half as wide, or t wice as wide, respect ively, as t he ot her colum ns." Then change t he " Num ber of colum ns" box if you want m ore t han t wo.

3 . Click t h e a r r ow bu t t on s n e x t t o t h e W idt h box for e a ch colu m n or t h e spa cin g box e s. Widt h boxes are available for t he num ber of colum ns you've request ed. The Preview box displays t he result s. To creat e colum ns of equal widt h at any point , check t he " Equal colum n widt h" box.

4 . I f you so de sir e , t u r n on " Lin e be t w e e n " t o dr a w a t h in ve r t ica l lin e be t w e e n colu m n s ( it on ly a ppe a r s a ft e r you h a ve w r it t e n e n ou gh t e x t t o spill in t o you r se con d colu m n ) . Click OK.

You ret urn t o t he docum ent , where t he fancy colum ns are now in place.

4 .2 .2 .3 . H ow colu m n s look a n d flow Aft er you finish a colum n, t he t ext flows t o t he t op of t he next colum n. To end one colum n and m ove on t o t he Break Colum n Break. next , choose I nsert Colum ns st art out left - aligned, wit h an uneven right m argin. The general consensus, t hough, is t hat fully j ust ified colum ns give t he t idiest , m ost professional look. To j ust ify colum ns, select all t he t ext in your colum ns ( - A if t hat 's your ent ire docum ent ) , and t hen click " Alignm ent and Spacing" Just ificat ion on t he Form at t ing Palet t e. ( Turn on aut om at ic hyphenat ion, t oo, for bet t er word spacing, as described in t he following sect ion.)

4 .2 .2 .4 . Adj u st in g colu m n w idt h s You can resize colum ns by dragging t he colum n m argin m arkers on t he ruler, as shown in Figure 4- 7. Colum ns dialog box t o resize colum ns gives you bet t er cont rol over t he m easurem ent s, Using t he Form at and provides access t o t he " Equal colum n widt h" feat ure. I f you t urn on t his box, t he colum ns rem ain t he sam e widt h no m at t er what ; if you resize one of t hem using t he arrow but t ons, t he ot hers aut om at ically grow or shrink t o m at ch. I f you don't t urn on " Equal colum n widt h," you can resize each colum n individually; t he ot her colum ns grow or shrink t o fill t he page widt h. You can also adj ust t he spacing wit h t he arrow but t ons ( or by ent ering num bers in t he boxes) , and glance at t he Preview pane t o see t he effect s of your changes. The t ot al widt h of t he colum ns and spacing always equals t he full t ext widt h on t he page: t he widt h bet ween t he left and right indent s.

Figu r e 4 - 7 . Th e qu ick e st w a y t o a dj u st colu m n w idt h s is by e ye . Fir st ch oose Vie w Pr in t La you t . Th e n pla ce t h e cu r sor ove r t h e r u le r n e a r t h e colu m n bou n da r y you 'd lik e t o a dj u st ( a t t h e t op of t h e pa ge ) . W h e n t h e cu r sor t u r n s in t o a dou ble - a r r ow box , dr a g t o m ove t h e colu m n m a r gin .

T ip : I f you're having t rouble get t ing your colum n lengt hs t o com e out even at t he bot t om of t he page, check t he Paragraph Spacing ( under " Alignm ent and Spacing" in t he Form at t ing Palet t e) . Leaving j ust a sm all am ount of space before and aft er each paragraph m akes it easier for Word t o balance t he colum ns.

4 .3 . Au t om a t ic H yph e n a t ion When you're using colum ns, t he hyphenat ion feat ure ( which aut om at ically breaks longer words at t he right m argin) creat es a st raight er, alm ost even right m argin. I t also provides m ore regular spacing wit hin each line in j ust ified t ext ( t ext t hat 's st ret ched t o be flush wit h bot h m argins) . Word norm ally doesn't insert hyphens unt il you t ype t hem —or unt il you t urn on t he aut om at ic hyphenat ion feat ure. To do so, choose Tools Hyphenat ion, t hen t urn on " Aut om at ically hyphenat e docum ent " ( see Figure 4- 8) . When you click OK, Word scrut inizes t he docum ent and hyphenat es words where necessary, using it s built - in dict ionary as a guide t o " legal" syllable breaks. Word will cont inue hyphenat ing aut om at ically as you edit and add on t o your docum ent .

Figu r e 4 - 8 . By de fa u lt , h yph e n a t ion is t u r n e d off; if a w or d is t oo lon g, W or d m ove s it dow n t o a n e w lin e . Th e r e su lt ca n be u gly ga ps be t w e e n w or ds. Tu r n in g on " Au t om a t ica lly h yph e n a t e docu m e n t " ca n pr odu ce m u ch be t t e r - look in g spa cin g.

4 .3 .1 . H yph e n a t ion Se t t in gs Before clicking OK, be sure t o review t he following hyphenat ion set t ings:

Turning off " Hyphenat e words in CAPS," leaves your acronym s whole; t hat 's probably what you want it t o do.

The " Hyphenat ion zone" is t he am ount of space allowed at t he end of a line before Word insert s a hyphen. The larger you set t his num ber, t he fewer hyphens you'll end up wit h in your docum ent . The sm aller t he num ber, t he m ore even t he right m argin will be—and t he m ore hyphens you'll have.

Set " Lim it consecut ive hyphens" t o 2 or 3. I f you set it t o m ore t han t hat , all t he hyphens at t he end of consecut ive lines will look like a lit t le ladder clim bing up t he page ( a big no- no in professional publishing) .

Undoing hyphenat ion is easy: Just choose Tools Hyphenat ion and t urn off t he " Aut om at ically hyphenat e docum ent " box. Word ret urns your docum ent t o it s prist ine, pre- hyphenat ed condit ion.

4 .3 .2 . M a n u a l H yph e n a t ion The aut om at ic hyphenat ion feat ure is an all- or- not hing deal, in t hat it applies t o t he ent ire docum ent , or not at all. I f you'd like m ore say in Word's hyphenat ion propagat ion ( say t hat t hree t im es fast wit h a m out hful of pickled peppers) , use m anual hyphenat ion. Doing so let s you say Yea or Nay t o each word t hat Word want s t o break up. Here's how: Choose Tools Hyphenat ion and click Manual. Word goes t hrough your docum ent , st opping at each word it want s t o hyphenat e, j ust as in a spell check. I n t he Manual Hyphenat ion dialog box t hat appears, you can click No ( don't hyphenat e) , Yes ( hyphenat e at t he blinking hyphen) , or use t he arrow keys t o m ove t o t he point where you want Word t o put t he hyphen; now click Yes. Clicking Cancel dism isses t he dialog box and ends m anual hyphenat ion. I f you expect t o be doing m ore edit ing t o your docum ent , t hen don't hyphenat e m anually. Unlike aut om at ic hyphenat ion, m anual hyphenat ion doesn't add or rem ove hyphens aut om at ically as your t ext reflows during edit ing. ( You can also rehyphenat e only part s of t he docum ent by select ing t he t ext before perform ing a m anual hyphenat ion.)

4 .3 .3 . H a r d H yph e n s For t he t rue cont rol freak, Word gives you t wo ways t o place hyphens right where you want t hem . These keyboard short cut s are effect ive whet her or not you use t he m anual or aut om at ic hyphenat ion feat ures. For exam ple, if you feel your docum ent has t oo m any hyphens in a row, even aft er your m anual hyphenat ion pass, you can st ill change a hyphenat ed word t o have a nonbreaking hyphen.

Opt ion a l h yph e n . By clicking inside a word and t hen pressing - hyphen, you t ell Word where t o place a hyphen if t he word needs t o be hyphenat ed. As you edit t he docum ent , if t he word m oves away from t he end of a line, t he opt ional hyphen disappears, ret urning only if t he word needs t o be divided again.

N on br e a k in g h yph e n. Click inside a word and t hen press Shift you do not want t o break t his word up—ever.

- hyphen. You've j ust t old Word t hat

To delet e opt ional hyphens and t he oxym oronic nonbreaking hyphens, click t he Show/ Hide ( ¶) but t on on t he St andard t oolbar. The invisible hyphens becom e visible ( t hey look like an L- shaped bar and an approxim at elyequal sign, respect ively) and are ready for you t o delet e.

N ot e : I f Hyphenat ion is grayed out on t he Tools m enu, you m ay be in Out line view, where hyphenat ion is unavailable.

4 .4 . Te x t Box e s Put t ing t ext in a box of it s own, sit t ing t here independent ly on t he page, represent s a quant um leap in t ext - flow m anagem ent ( see Figure 4- 9) . You can now form at and color a t ext box independent ly from everyt hing else on t he page, as well as use drawing t ools on it . I n ot her words, t ext boxes let you t hink out side t he box.

Figu r e 4 - 9 . Le ft : A t e x t box is ide a l for pu ll qu ot e s—e x t r a ct e d qu ot a t ion s de sign e d t o ca t ch t h e e ye of som e on e br ow sin g you r docu m e n t —lik e t h e on e sh ow n h e r e . Righ t : W h e n a t e x t box is se le ct e d, t h e For m a t t in g Pa le t t e ch a n ge s t o r e fle ct t h e t ools you n e e d.

N ot e : A t ext box is fundam ent ally different from a paragraph wit h a border around it , alt hough t ext boxes can ( and oft en do) have borders. For one t hing, you can't drag t o resize a bordered paragraph, or flow t ext around it , as you can wit h a t ext box. On t he ot her hand, if all you want is a border and none of t he ot her fancy feat ures, t hen creat ing a border

around a plain old paragraph is t he easiest way t o do it .

Text boxes also em ulat e t he way deskt op publishing program s such as Quark XPress and I nDesign handle t ext . I f you've never used professional deskt op publishing soft ware, consider t his your init ial t raining.

N ot e : Text boxes com plet ely disappear in Draft view. To work wit h t ext boxes, m ake sure you're using Print Layout view ( View Print Layout ) or Publishing Layout view ( View Publishing Layout ) —or be prepared for som e surprises when you first see t he print out .

4 .4 .1 . Cr e a t in g Te x t Box e s To creat e an em pt y t ext box in your docum ent , choose I nsert t oolbar is open [ Sect ion 19.3] , click t he Text Box but t on.)

Text Box. ( Anot her avenue: I f t he Drawing

Move t he cursor—which now sport s an at t ract ive blue " T" ball and a crosshair—t o where you'd like t he box t o appear, and drag diagonally; Word shows you t he rect angular out line of t he box you're creat ing. The box is com plet e when you let go of t he m ouse, t hough you can always resize or m ove it lat er. To place t ext inside your new t ext box, begin t yping or past e t ext you copied beforehand.

T ip : To enclose exist ing t ext in a t ext box, first select t he t ext , t hen choose I nsert but t on. Your t ext appears in a sm all t ext box, which you can t hen resize.

Text Box or click t he Text Box

Lin k a n d u n lin k t e x t box e s. Lin k in g t ext boxes set s up an aut om at ic t ext flow from one t o anot her, exact ly as does I nDesign, Quark XPress, or any newspaper on eart h t hat m akes you " Cont inue on Sect ion 1.3.6 ." As you add t ext t o t he first t ext box, overflow t ext falls int o t he second one, even if it 's m any pages away. Most people never suspect t hat Word is even capable of t his page- layout feat ure.

N ot e : Word 2004's version of t he Print Layout view ( called Page Layout view) included a Text Box t oolbar and m ore obvious t ext - box linking com m ands. Wit h Word 2008's advent of t he Publishing Layout view, Microsoft has shift ed such page- layout feat ures t o t he new view, and eut hanized t he Text Box t oolbar in t he process. Turn t o Sect ion 8.2.4 for full coverage of t ext boxes in Publishing Layout view.

To link t wo t ext boxes, click t he first box, t ype or past e t ext int o it , and t hen click t he box's forward link t ab near it s lower right corner. Your cursor again assum es t he t ext box- drawing shape of t he crosshair in t he blue " T" ball. Use it t o draw your next t ext box—which Word im m ediat ely fills wit h any of t he overflow t ext from t he first one. Repeat t he process if you need m ore linked t ext boxes. Chapt er 8 covers t he process in dept h, beginning on Sect ion 8.2.4.1.

T ip : There's not hing prevent ing you from repeat ing t his process, linking t hree, four, or m any m ore t ext boxes t oget her int o a cont inuously linked chain. You m ay drive your readers crazy, but you can do it .

Ch a n ge t e x t dir e ct ion. Choose Form at Text Direct ion, or open t he Form at t ing Palet t e's " Alignm ent and Spacing" pane, click one of t he t ext orient at ion but t ons, and click OK. Word rot at es t he t ext wit hin t he box ( and all ot hers linked t o it ) t o run vert ically up or down t he page—or back t o horizont al again, as shown in Figure 4- 10. ( I f you use t his com m and when your insert ion point is out side of a t ext box, Word rot at es t he t ext of your ent ire docum ent .)

Figu r e 4 - 1 0 . Ch oosin g For m a t Te x t D ir e ct ion or u sin g t h e Or ie n t a t ion bu t t on s in t h e For m a t t in g Pa le t t e 's " Align m e n t a n d Spa cin g" pa n e , le t s you cr e a t e e ye - ca t ch in g m a st h e a ds lik e t h is on e . You ca n m a k e t e x t r e a d t op t o bot t om , bot t om t o t op, or ba ck t o n or m a l. ( You ca n 't t u r n t e x t u pside dow n .) Use t h is t r ick for cr e a t ive la you t e ffe ct s for n e w sle t t e r m a st h e a ds or le t t e r h e a ds, or for cr e a t in g t h ose t e a r - off t a bs on t h e bot t om of you r lost - k it t y post e r .

4 .4 .2 . For m a t t in g W it h in Te x t Box e s To form at t ext wit hin t ext boxes, j ust select t he t ext first . The t ools on t he St andard t oolbar and t he Form at t ing Palet t e pert ain t o t he t ext wit hin a box, so long as t he insert ion point is in t hat box.

T ip : Choosing Edit Select All or pressing in t hat box and any boxes t hat are linked t o it .

- A, while t he insert ion point is in a t ext box, effect ively select s all t he t ext

To adj ust t he m argins wit hin a t ext box (Figure 4- 11) , open t he Form at t ing Palet t e's Text Box pane, or choose Text Box. ( This choice only appears when you've select ed a t ext box.) Now click t he Text Box t ab, Form at as shown in Figure 4- 12. Alt ernat ively, double- click t he boundary of t he t ext box. The set t ings you est ablish in t hese boxes cont rol t he dist ance bet ween t he borders of t he t ext box and t he t ext it self.

Figu r e 4 - 1 1 . Eve n if t e x t box e s a r e lin k e d, t h e in t e r n a l m a r gin se t t in gs ( sh ow n h e r e in t h e r u le r a t t h e t op of t h e pa ge ) a pply on ly t o t h e t e x t box con t a in in g t h e in se r t ion poin t .

4 .4 .2 .1 . Ch a n gin g t h e ba ck gr ou n d color or bor de r st yle When you've select ed a t ext box, t he Form at t ing Palet t e changes t o show specialized cont rols for form at t ing it s line t hickness, line color, and background ( " Fill" ) color or pat t ern. I f you prefer, double- click t he t ext box boundary or choose Form at Text box t o access sim ilar set t ings wit hin t he Form at Text Box dialog box.

T ip : To use t he drawing t ools on a t ext box, m ake sure t o select t he box it self, not t he t ext inside it . To do so, posit ion t he cursor on t he box's out line unt il t he cursor t urns int o a hand, and t hen click. ( When you click inside t he box, t he t ools on t he Form at t ing Palet t e t urn back t o t ext t ools.)

4 .4 .2 .2 . Sizin g t e x t box e s

I f you can't see all t he t ext in a box, you can eit her link it t o anot her t ext box or j ust m ake t he original box bigger. Here's how: Select t he box by clicking it , and t hen drag any of t he blue resize handles at it s borders. Or, for num erical precision, use t he boxes on t he Form at t ing Palet t e's Size sect ion; t he relevant port ions of t he Form at t ing Palet t e are shown in Figure 4- 9, right .

4 .4 .3 . W or k in g w it h Lin k e d Te x t Box e s Microsoft calls a group of linked t ext boxes a st or y. There's no lim it t o t he num ber of t ext boxes you can link t oget her—j ust keep creat ing new ones and linking t hem ( Sect ion 8.2.4.1) unt il t here's room for all your t ext .

4 .4 .3 .1 . Copyin g lin k e d t e x t box e s You can copy or cut an ent ire st ory ( or part of one) t o past e int o anot her docum ent . To do so, select t he t ext box ( not t he t ext ) of t he first box in t he st ory and Shift - click any addit ional t ext boxes you want t o copy. Once t hey're select ed, you can copy or cut and past e t he chain of boxes using any of t he copy/ past e m et hods described in Chapt er 2 . Use t his m et hod if, for exam ple, you want t o copy a series of t ext boxes and t hen change t he t ext inside t hem . This saves you t he work of creat ing and sizing new t ext boxes.

N ot e : Word can't link t ext boxes across docum ent s in order t o keep t he t ext flowing " live" from one t o t he next .

To cut or copy t he t ext only from a st ory, click in any box in t he chain and choose Edit Select All ( or press - A) . Now when you use t he cut or copy and past e com m ands, you'll be past ing j ust t he t ext , not t he boxes.

4 .4 .3 .2 . D e le t in g on e t e x t box in a ch a in I f you delet e one box in a st ory, t he t ext rem ains int act , flowing from beginning t o end t hrough t he rem aining t ext boxes in t he chain. Select t he box t hat you want t o delet e by holding t he cursor over t he box's boundary unt il it changes int o a four- arrow icon; click t he box edge. Then choose Edit Cut ( or press Delet e) . I f necessary, enlarge t he rem aining linked t ext boxes t o show all of t he st ory.

4 .4 .3 .3 . Gr ou pin g t e x t box e s You can group t ext boxes and t hen operat e on t hem as a unit —t he only problem is select ing t hem . As not ed above, t he t rick is t o click t heir borders; Shift - click t o select t he addit ional boxes t hat you want t o group. Once t hey're select ed, choose Group from t he Grouping pop- up in t he Ordering sect ion of t he Form at t ing Palet t e's Group from t he short cut m enu. ( I f Size, Rot at ion, and Ordering pane, or right - click and choose Grouping you change your m ind, t he Ungroup and Regroup com m ands are also on t his m enu.) When you drag a grouped t ext box, t hey all m ove t oget her. When you drag t he sizing handles, t hey all grow or shrink by t he sam e am ount . Likewise, when you use t he color and fill com m ands, t hey act upon all boxes in t he group.

4 .4 .4 . Te x t W r a ppin g a n d La ye r in g Whet her you're creat ing a Web sit e or print ed docum ent , one of t he m ost enj oyable part s is put t ing in a few im ages—phot os, clip art , or drawings. But t oo oft en, t he t ext and graphics don't harm oniously share t he space. Many people find t opics like t ext wrapping t oo int im idat ing t o bot her learning. Don't be one of t hem . Word 2008's layout feat ures are m ore int uit ive t han ever, especially for you, t he wise and discrim inat ing Mac fan.

4 .4 .4 .1 . W r a ppin g t e x t a r ou n d t h in gs The " t hings" around which you can wrap t ext include pict ures from your iPhot o library, clip art from Word's own collect ion ( see Sect ion 19.2) ; chart s from Excel, drawings you've m ade in Word or any drawing program , Aut oShapes from t he Drawing t oolbar, WordArt , t able, or t ext boxes. ( See Chapt er 19 for a review of t he various graphic obj ect s you can place int o a Word docum ent .) The best way t o configure t he t ext around your t ext box or pict ure is wit h t he Form at dialog box. To get st art ed, select t he graphic or t ext box you want t o wrap your t ext around. I gnore t he t ext for now—j ust worry about get t ing t he pict ure where you want it on t he page. Then proceed as follows:

1 . Click t o se le ct t h e gr a ph ic or t e x t box , t h e n ch oose For m a t t h e gr a ph ic.

w h a t e ve r , or j u st dou ble - click

I n ot her words, choose Form at Pict ure, Form at Obj ect , Form at Aut oShape, or Form at Text Box. The wording of t he bot t om m ost choice on t he Form at m enu depends on t he it em you've select ed. I n any event , t he appropriat e Form at dialog box now appears ( Figure 4- 12, t op) .

2 . Click t h e La you t t a b. Ch oose on e of t h e t e x t - w r a p st yle s by click in g it s icon . These wrapping cont rols correspond t o t hose on t he Form at t ing Palet t e, also shown in Figure 4- 12. For exam ple, choose Tight if you'd like t he t ext t o follow t he out lines of an irregularly shaped obj ect . Choose Behind Text t o creat e a wat erm ark, or choose Square for a neat , businesslike look.

3 . To k e e p t h e obj e ct r igh t w h e r e you pla ce d it on t h e pa ge , click Ot h e r u n de r " H or izon t a l Alignm ent ." The ot her but t ons m ove t he obj ect t o align wit h t he left m argin, cent er line, and right m argin, r espect ively.

4 . Click Adva n ce d . The Advanced Layout dialog box appears ( see Figure 4- 13) .

5 . M a k e t h e ch a n ge s you w a n t , a s sh ow n in Figu r e 4 - 1 3 ; click OK t w ice.

4 .4 .4 .2 . La ye r in g t e x t w it h gr a ph ics Most of t he t im e, you'll want t o wrap t ext around obj ect s. But som et im es, for effect , you'll put t ext right over an obj ect , or vice versa. To pull t his off, use t he " Behind t ext " or " I n front of t ext " opt ions shown in Figure 4- 12. I f superim posing a graphic has m ade t he t ext difficult t o read, t here are a couple of fixes. Eit her light en t he obj ect beneat h t he t ext , or, if t he t ext has a fill, change it t o a clear or sem it ransparent fill.

To light en an obj ect , select it . I f it 's a pict ure, open t he Form at t ing Palet t e's Pict ure pane and adj ust t he Transparency slider.

Figu r e 4 - 1 2 . Th e w r a ppin g con t r ols in t h e For m a t dia log box ( t op) a n d t h e W r a ppin g pa n e of t h e For m a t t in g Pa le t t e ( bot t om ) le t s you be n d t e x t t o you r w ill. You r t e x t ca n le a ve a h ole for t h e gr a ph ic ( Squ a r e ) , h u g it s ir r e gu la r side s ( Tigh t ) , sit su pe r im pose d ( Be h in d Te x t ) , h ide be n e a t h t h e gr a ph ic ( I n Fr on t of Te x t ) , or t r e a t it a s j u st a n ot h e r t ype d ch a r a ct e r ( I n Lin e W it h Te x t ) .

I f t he obj ect is a drawing or Aut oShape, you can use t he Transparency sliders for Fill and Line on t he Form at t ing Palet t e's Colors, Weight s, and Fills pane t o m ake it easier t o see t hrough.

T ip : You can even layer t ext wit h t ext —a great t rick when using your com pany's nam e as a wat erm ark on your let t erhead, for exam ple. To do so, m ake a t ext box cont aining t he logo, apply a light color or light shade of gray t o it in t he Form at t ing Palet t e, and choose " Behind t ext " from t he St yle pop- up but t on in Form at t ing Palet t e's Wrapping sect ion. Drag t he logo int o place.

Figu r e 4 - 1 3 . Top: A W or d clip a r t in se r t e d in t o a docu m e n t ; le ft a lign m e n t , t igh t w r a ppin g, on e side on ly, 0 .2 5 " fr om t e x t . Bot t om : Th e Adva n ce d La you t t a b h a s a ddit ion a l opt ion s. For e x a m ple , you ca n w r a p t e x t on on e side on ly, in st e a d of bot h side s ( if t h e t e x t w r a ppin g is dow n on e side of a colu m n , pe r h a ps) . " La r ge st on ly" w r a ps t e x t on ly on on e side —t h e side t h a t h a s t h e m ost r oom , e ve n if t h a t ch a n ge s in t h e m iddle of t h e obj e ct . Th is is a good ch oice for ir r e gu la r ly sh a pe d obj e ct s. D ist a n ce fr om t e x t le t s you ch oose h ow close you w a n t t h e t e x t a ga in st t h e obj e ct it w r a ps—in h u n dr e dt h s of a n in ch .

4 .5 . Pict u r e s a n d D r a w in gs Word com es wit h so m any graphics feat ures, " Microsoft Word and Pict ure 2008" m ight have been a bet t er nam e for t he program . More and m ore oft en, your skill using pict ures, drawings, t ables, and chart s m ake your docum ent t he one t hat is read and underst ood. The I nsert m enu has a long list of graphic obj ect s you can pop ont o a Word page: clip art , scans from a digit al cam era or scanner, drawing obj ect s called Aut oShapes, and so on. Because t his I nsert m enu is available in m ost of t he Office program s, it s graphic com m ands are described in Chapt er 20.

4 .5 .1 . I n lin e vs. Pa ge Gr a ph ics Using graphics in Word ent ails only a few special pieces of knowledge. First , you can specify how t he exist ing word processor t ext int eract s wit h each graphic—whet her it wraps around or passes over or under t he im age. ( That 's t he purpose of t he Text Wrap com m ands described earlier in t his chapt er.) Second, it 's im port ant t o underst and t hat you can past e a graphic in eit her of t wo ways:

As an in lin e graphic, one t hat sit s right in t he t ext . I f you delet e or insert t ext in preceding sent ences, t he graphic m oves backward or forward as t hough it 's j ust anot her t yped charact er.

As a pa ge graphic, one t hat 's m arried t o a part icular spot on t he page. I f you add or delet e t ext , not hing happens t o t he graphic; it rem ains where you insert ed or past ed it .

N ot e : Page graphics don't appear in Draft view or Out line view. To see t hem , you have t o swit ch int o Print Layout view, Web Layout view, Publishing Layout view, or t he print preview.

The dist inct ion bet ween inline and page graphics has been a source of confusion since Word 1. And Microsoft cont inues t o fiddle wit h t he design of t he cont rols t hat let you specify which is which. I n Word 2008, t he schem e is sim ple, as long as you underst and t he t echnical difference bet ween t he t wo kinds of graphics t hat Word handles.

D r a w in g obj e ct s always begin life as page graphics, float ing on t he page wit h no relat ionship t o your t ext . ( Drawing obj ect s are graphics t hat you m ake yourself , right in Word, using t he t ools on t he Drawing t oolbar. They include Aut oShapes, t ext boxes, arrows, rect angles, freehand lines, and so on.)

Pict u r e s begin life as inline graphics, em bedded right in a line of t ext ( unless you've changed your Edit ) . ( Pict ures are im ages you im port from ot her preference for insert ing pict ures in Preferences sources; t hey include Word's own Clip Art gallery, pict ures from your iPhot o library, Phot oshop files, and t he like.)

T ip : See Chapt er 19 for m ore det ail on t he dist inct ion Word m akes bet ween drawing obj ect s and pict ures.

4 .5 .2 . Con ve r t in g I n lin e Gr a ph ics in t o Pa ge Gr a ph ics Just because drawings st art out float ing on t he page and pict ures st art out hooked int o your t ext doesn't m ean t hey have t o st ay t hat way. I t 's easy enough t o convert an inline graphic int o a page graphic or vice versa. Select t he graphic and open t he Form at t ing Palet t e's Wrapping pane. Click t he St yle pop- up m enu and choose I n Line wit h Text t o m ake it an in- line graphic. To t urn it int o a page graphic, choose any of t he ot her wrapping st yles in t he m enu. I f you prefer t he dialog- box rout e, double- click t he graphic, click t he Layout t ab in t he Form at dialog box, and click Advanced t o access t he sam e wrapping opt ions ( see Figure 4- 13) . Word displays t he graphic in it s new environm ent : your form er inline graphic is now float ing on t he page, or your form er page graphic is now j ust anot her t yped charact er.

4 .6 . Ch a r t s a n d Spr e a dsh e e t s Word's I nsert Obj ect com m and let s you em bed a variet y of dat a—chart s, equat ions, graphics, and ot her Office docum ent s—from ot her Office program s right int o a Word docum ent . You'll find a com plet e descript ion of t his feat ure, which t echnically is called Obj ect Linking and Em bedding t echnology ( abbreviat ed OLE and pronounced " oh- LAY" —pass t he t acos, please) , in Chapt er 18.

4 .7 . Ta ble s How do you use Word t o creat e a résum é, agenda, program booklet , list , m ult iple choice t est , Web page, or ot her docum ent where num bers, words, and phrases need t o be aligned across t he page? I n t he bad old days, people did it by pressing t he Tab key t o line up colum ns. As Figure 4- 14 illust rat es, t his m et hod is a recipe for disast er. ( Unfort unat ely, t housands of people st ill use t his m et hod—or, worse, t hey st ill t ry t o line up colum ns by cont inuously pressing t he Space bar.) Using Word's t able feat ure is light - years easier and m ore flexible. As shown in Figure 4- 14, each row of a t able expands infinit ely t o hold what ever you put int o it , while everyt hing else on it s row rem ains aligned. Tables also have a few sim ple spreadsheet feat ures.

4 .7 .1 . Cr e a t in g Ta ble s There are t wo ways t o insert a t able: You can let Word build t he t able t o your specificat ions, or you can draw it m ore or less freehand.

4 .7 .1 .1 . I n se r t in g a t a ble Office 2008's Elem ent s Gallery int roduces a new way t o add t ables, com plet e wit h background shading and borders. Click t he Elem ent s Gallery's Quick Tables Tab t o display t he Quick Tables gallery. Click t he but t ons at t he left end of t he gallery t o view a select ion of Basic t ables wit h a variet y of cell- shading st yles, or Com plex t ables laid out as calendars, an invoice, a quart erly report , and so on. Click one of t he gallery's t able t hum bnails t o insert t he pre- designed t able in your docum ent ( see Figure 4- 15) . Tables always ent er your docum ent as page graphics. The variat ions of Basic Quick Tables appear wit h t hree colum ns and eight rows. The size of t he Com plex t ables varies depending on which design you choose. You can add, delet e, or resize rows as described on Sect ion 4.7.1.7.

Figu r e 4 - 1 4 . Top: I f you u se t a bs t o se t u p a t a ble , t h in gs m a y look good a t fir st —a s lon g a s e ve r y lin e fit s w it h in it s spa ce a n d you n e ve r pla n t o in se r t a n y a ddit ion a l t e x t . M iddle : H e r e 's w h a t 's w r on g w it h t h e t a b a ppr oa ch : W h e n you in se r t w or ds in t o t h e colu m n s, t h e y pu sh t h e t e x t t oo fa r t o t h e r igh t , ca u sin g a n u gly r ipple e ffe ct . Bot t om : I f you u se a t a ble , you n e ve r h a ve t h is k in d of pr oble m . Ju st t ype a s m u ch t e x t a s you lik e in t o a " ce ll," a n d t h a t r ow of t h e t a ble sim ply e x pa n ds t o fit it .

Figu r e 4 - 1 5 . Click t h e Qu ick Ta ble s t a b t o displa y t h e Ele m e n t s Ga lle r y's colle ct ion of pr e fa b t a ble de sign s. Th e bu t t on s a t t h e le ft e n d displa y a n a ssor t m e n t of ba sic ( t op) a n d com ple x ( bot t om ) de sign s. As you m ove you r cu r sor ove r t h e t h u m bn a ils, a br ie f de scr ipt ion of t h e t a ble a ppe a r s a t t h e le ft e n d of t h e ga lle r y. Click on e of t h e t h u m bn a ils t o a dd it t o you r docu m e n t .

To quickly add a plain t able t o your docum ent use t he Tables pop- up but t on on t he St andard t oolbar ( see Figure 4- 16) .

Figu r e 4 - 1 6 . Le ft : A qu ick w a y t o m a k e a sm a ll t a ble is t o dr a g fr om t h e I n se r t Ta ble bu t t on on t h e St a n da r d t oolba r . As you dr a g t h r ou gh t h e r e su lt in g gr id, you 'r e spe cifyin g t h e gr id size you w a n t . ( You ca n dr a g be yon d t h e bou n da r ie s sh ow n h e r e , by t h e w a y, t o spe cify a 9 x 9 t a ble , for e x a m ple ; t h e pop- u p gr id gr ow s a s n e ce ssa r y.) Righ t : I f you fr e qu e n t ly u se t h e sa m e k in d of t a ble , ch e ck t h e " Se t a s de fa u lt for n e w t a ble s" box t o m a k e you r fa vor it e se t t in gs a u t om a t ic in n e w docu m e n t s. Th e y w ill a ppe a r in t h is dia log box e a ch

t im e you ch oose Ta ble

I n se r t

Ta ble .

I f t he t oolbar isn't visible, choose Table I nsert Table. The I nsert Table dialog box opens, also shown in Figure 4- 16. Aft er choosing t he num ber of rows and colum ns you want ( you can always add m ore lat er) , click an Aut oFit radio but t on t o inst ruct Word how t o size t he colum ns across your t able. I f you know how wide in inches you'd like each colum n t o be, click " I nit ial colum n widt h" and set a m easurem ent in t he size box. " Aut oFit t o cont ent s" creat es skinny colum ns t hat expand as you t ype int o t hem , and " Aut oFit t o window" ( t he easiest way t o go if you're not sure) spaces t he select ed num ber of colum ns evenly across t he page. The t able appears in your docum ent at t he insert ion point when you click OK. Figure 4- 17, t op, depict s a sm all 5 x 3 t able.

4 .7 .1 .2 . D r a w in g a t a ble Word's Draw Table t ool gives you free rein t o form t he t able of your dream s—t he t rick is learning t o cont rol it . Toolbar " Tables and Borders" , or choose Table Draw Table. To sum m on t his t oolbar, choose View The " Tables and Borders" t oolbar opens and t he cursor t urns int o a pencil. ( Press Esc whenever you want t he norm al cursor back.) When you drag t he pencil horizont ally or vert ically, it draws lines; when you drag diagonally, it draws boxes. Using t hese t echniques, you can design even t he m ost eccent ric, asym m et rical t able on eart h. The t idiest way t o begin drawing a t able is t o drag diagonally t o creat e t he out er boundary (Figure 4- 18, t op) , t hen drag horizont al and vert ical lines t o creat e t he rows and colum ns. Drawing your own t able is a good opt ion when you want a variet y of widt hs in your rows and colum ns, as shown in Figure 4- 18, rat her t han evenly spaced ones.

Figu r e 4 - 1 7 . Top: Posit ion you r cu r sor a t t h e ve r y t op of t h e colu m n u n t il t h e dow n w a r d- poin t in g a r r ow a ppe a r s—t h e n click t o se le ct t h e w h ole colu m n . Sim ila r ly, click j u st ou t side t h e t a ble on t h e

le ft t o se le ct a n e n t ir e r ow . N ow you ca n m a k e a for m a t t in g ch a n ge t h a t a pplie s t o a ll t h e se le ct e d ce lls. Bot t om : Th e va r iou s pa n e s of t h e For m a t t in g pa le t t e ca n h a n dle m ost of you r t a ble cr e a t ion a n d for m a t t in g n e e ds. For 2 0 0 8 , t h e bu t t on s fr om t h e " Ta ble s a n d Bor de r s" t oolba r a r e clon e d in t h e For m a t t in g pa le t t e 's Ta ble , a n d " Bor de r s a n d Sh a din g" pa n e s. Use w h ich e ve r you fin d m or e convenient .

Figu r e 4 - 1 8 . Top: D r a g dia gon a lly t o cr e a t e t h e ou t e r bor de r of you r t a ble . Bot t om : Th e D r a w Ta ble t ool le t s you cr e a t e r ow s a n d colu m n s of a n y size a n d sh a pe j u st by dr a w in g t h e m , bu t t o be h on e st you ca n ge t sim ila r e ffe ct s, w it h m u ch le ss dr a m a , by u sin g t h e I n se r t Ta ble com m a n d, a s de scr ibe d on Se ct ion 4 .6 .

To rem ove a cell or line you've j ust drawn, hold down t he Shift key ( or click t he eraser t ool on t he "Tables and Borders" t oolbar) and drag it across a line. The line prom pt ly disappears. Be aware, however, if you erase t he line bet ween t wo cells, t hey m erge. When you're finished wit h your t able's fram ework, you can dism iss t he " Tables and Borders" t oolbar. On t he ot her hand, if you leave it open, you'll have but t ons for sort ing and form at t ing your t able, or drawing m ore t ables, ready at hand. Of course, you could also m ake use of t he Form at t ing Palet t e's Table; " Borders and Shading" ; and " Alignm ent and Spacing" panes, which have all t he sam e but t ons you'll find in t he " Tables and Borders" t oolbar. The insert ion point is now blinking in your new t able, all set t o begin t yping. I f you really m ake a m ess of t hings, press - Z t o undo what you've done, one st ep at a t im e. Alt ernat ively, vaporize t he ent ire t able by clicking inside it and choosing Table Delet e Table.

4 .7 .1 .3 . Typin g in t o t a ble s To t ype int o a t able cell, click in t hat cell. You can use t he up or down arrow keys t o change rows; press Tab and Shift - Tab t o j um p forward or backward t hrough t he cells. ( There's not m uch call for t abs wit hin cells—aft er all, you've already aligned t he t ext t he way you like it . But if you need a t ab charact er, press Opt ion- Tab.)

N ot e : Pressing Ret urn or Ent er doesn't t ake you t o t he next cell; it put s a line break in t he current cell inst ead. Get in t he habit of pressing Tab t o m ove on t o t he next cell.

You can also navigat e like t his:

Ta ble 4 - 1 . Ke yst r ok e s for N a viga t in g Ta ble s To m ove t o:

Pr e ss t h e se k e ys:

First cell in t he row

Cont rol- Hom e

Last cell in t he row

Cont rol- End

Top cell in t he colum n

Cont rol- Page Up

Bot t om cell in t he colum n

Cont rol- Page Down

Highlight whole t able

Opt ion- Clear

Next cell

Tab

Previous cell

Shift - Tab

As you t ype, t ext wraps wit hin t he cell, forcing t he row t o grow- t aller as necessary. To widen t he cell as you Aut oFit " Aut oFit t o Cont ent s" . ( Even t hen, t he cell will widen only unt il t he t able t ype, choose Table reaches t he edge of t he page—t hen t he t ext will st art t o wrap down.) Of course, t his aut om at ic wrapping is t he principal charm of t ables. But if you find yourself wishing Word would not wrap t ext in t his way, select t he cells where you want wrapping t urned off, and t hen choose Table Table Propert ies Cell t ab. Click Opt ions and uncheck t he Wrap Text box. Click OK and t hen choose t he Row t ab and change t he " Row height is" pop- up m enu t o Exact ly. You can st ill ent er as m uch t ext in a cell as you like, but t he cell won't expand downward t o show it —it 'll j ust disappear beyond t he cell boundary.

4 .7 .1 .4 . Se le ct in g ce lls To cut , copy, or drag m at erial from cells in a t able, you have t o first select it , as wit h any ot her Word t ext . Because it 's a t able, however, you have t he following opt ions:

To select m ult iple cells, drag t he m ouse—down, across, or diagonally over t he cells.

To select an ent ire colum n, click at t he t op of a colum n—t he cursor changes int o a downward- point ing arrow. Or, Opt ion- click anywhere in a colum n. Likewise, t o select an ent ire row, click at t he left of a row—t he cursor changes int o a right - slant ing arrow.

To highlight a cell, click t he t hin, invisible select ion bar at t he left edge of a cell. ( Double- click t he select ion bar t o highlight a whole row.)

To ext end t he select ion by addit ional cells, rows, or colum ns, click one cell, row, or colum n, and t hen Shift - click anot her.

To select t he ent ire t able, t riple- click t he cursor at t he beginning of any row. I n Print Layout , Publishing Layout , or Web Layout view, you can also click t he t able m ove handle ( at t he upper left ) t o select t he ent ire t able.

4 .7 .1 .5 . Sizin g r ow s a n d colu m n s

You can m ake a row t aller or short er, or a colum n wider or narrower, m uch t he way you adj ust Word's t ext boxes or m argins. Click t o place your insert ion point inside t he t able, t hen point t o any line or boundary of a t able wit hout clicking, and drag when t he cursor t urns int o a double- sided arrow. You can also rely on Word's own aut om at ic t able feat ures t o help you design t he t able. They include:

Ba la n ce d colu m n s. I f a sym m et rical, balanced look is what you crave, Word can aut om at ically arrange t he rows or colum ns across your t able so t hat t here's equal space bet ween t hem . First select t he rows and colum ns t hat you want t o balance, t hen choose Table Aut oFit Dist ribut e Rows Evenly or Dist ribut e Colum ns Evenly. ( Corresponding but t ons on t he " Tables and Borders" t oolbar and Form at t ing Palet t e can do all t his wit h a single click; you can even Cont rol- click [ or right - click] and choose t his opt ion from t he short cut m enu.)

Au t om a t ic sizin g. Oft en, you want t he colum ns t o st ret ch and shrink depending on what you t ype int o t hem . Or, you j ust don't know in advance what size you want or need t he colum ns t o be. I n such cases, choose Table Aut oFit " Aut oFit t o Cont ent s" . As you work, t he colum ns will st ret ch t o j ust t he Aut oFit " Aut oFit t o widt h necessary t o accom m odat e t he cont ent s. For m axim um room , Table Window" st ret ches your colum ns—no m at t er how m any of t hem t here are—t o fill t he page from m argin t o m argin. You can resize t he t able using t he m ouse at any t im e; doing so overrides and cancels t he previous Aut oFit set t ing. When you have t he colum n widt hs right where you want t hem , choose Aut oFit Fixed Colum n Widt h. The sam e m enu choices are available on t he " Tables and Borders" t oolbar ( click t he lit t le arrow next t o t he I nsert Table but t on) as well as t he bot t om of t he Form at t ing Palet t e. Or sim ply Cont rol- click ( or right - click) and choose t his opt ion from t he short cut m enu.

N u m e r ic pr e cision. To set row and colum n sizes using exact m easurem ent s, select t he rows or colum ns Table Propert ies. The result ing dialog box ( see Figure 4- 19) has in quest ion and t hen choose Table size boxes where you can ent er exact m easurem ent s.

Figu r e 4 - 1 9 . W h e n u sin g t h e Ta ble Pr ope r t ie s dia log box , you ca n se le ct a gr ou p of r ow s a n d colu m n s a n d size t h e m a ll a t on ce , or you ca n u se t h e Pr e viou s a n d N e x t bu t t on s t o w or k on e a ch r ow or colu m n on e a t a t im e .

For colum ns, you can also specify a percent age of t he t able widt h inst ead of a m easurem ent in inches. For rows, you have t he opt ion of set t ing an exact m easurem ent , or an " At least " m easurem ent . When " At least " is chosen, t he cells in t hat row will st ret ch downward t o wrap t ext as you t ype—even if you've t urned off " Wrap Text " on t he Cell t ab.

Th e w h ole t a ble. To resize t he t able as a whole, drag t he lower- right corner. The rows and colum ns rem ain evenly spaced, or in what ever proport ions you have chosen.

4 .7 .1 .6 . Addin g r ow s a n d colu m n s I f you run out of room and need m ore rows at t he bot t om of your t able, it 's easy t o add m ore: Click t he lowerright cell and press Tab. A new row appears, ident ical t o t he one above, ready for your t yping. I nsert To add a new row or colum n anywhere in your t able, click in t he t able and t hen use t he Table subm enu. Choose one of t he opt ions from t he m enu t hat appears: " I nsert Colum ns t o t he Left ," for exam ple. ( These com m ands are also available in t he I nsert Table pop- up but t on on t he " Tables and Borders" t oolbar and t he Form at t ing Palet t e.) Adding m ult iple rows or colum ns at eit her end of your t able, or anywhere wit hin it , is a t wo- st ep process. First , highlight t he sam e num ber of rows or colum ns as t he ones you want t o insert ; t o add t wo rows, select t wo I nsert , and one of t he subm enu opt ions ( I nsert Rows Below, for exist ing rows. Next , choose Table exam ple) . Word inst ant ly creat es t he request ed num ber of new, em pt y rows or colum ns. I nsert I nsert ing individual cells works m uch t he sam e way. I nsert one cell at a t im e by choosing Table Cells, or by using t he I nsert Table m enu on t he " Tables and Borders" t oolbar. To insert m ult iple cells, select t he equivalent num ber of exist ing cells at t he desired locat ion in your t able before choosing from t he m enu. Of course, you m ay find it m ore fun sim ply t o click t he Draw Table t ool on t he " Tables and Borders" t oolbar and draw t he ext ra colum ns and rows ont o your t able.

4 .7 .1 .7 . D e le t in g t a ble pa r t s I t 's easy t o dism ant le a t able in various ways:

D e le t in g ce lls. Select one or m ore cells and choose Table Delet e Cells. Word asks if you want t o m ove t he rem aining cells up or left ward t o fill t he void; choose one and click OK ( or press Ret urn) .

D e le t in g r ow s a n d colu m n s. Select t hem and choose Table Delet e Rows ( or Colum ns) . You Delet e Cells, t hen m ay find it fast er t o click anywhere in t he row or colum n and choose Table choose a radio but t on t o delet e t he ent ire row or colum n. Click OK or hit Ret urn t o confirm t he delet ion. You can also right - click and choose t his opt ion from t he short cut m enu.

D e le t in g t h e w h ole t a ble. Click anywhere in t he t able and choose Table

Delet e

Table.

4 .7 .2 . For m a t t in g Ta ble s When you click inside a t able, t he ever- responsive Form at t ing Palet t e sprout s a new set of form at t ing t ools—a sect ion called Table. I n conj unct ion wit h t he exist ing " Borders and Shading" sect ion, you now have all t he form at t ing cont rols you need. To use t hem , begin by highlight ing t he cells, rows, or colum ns t hat you want t o work on. Now you're all set t o form at any of t hese t able elem ent s:

Ta ble bor de r or gr idlin e s. The Borders t ool let s you choose a line st yle ( solid, dashed, and so on) , color, and weight ( t hickness in point s) . Click t he Type but t on t o t rigger a m enu where you can choose which sides of t he t able you want borders t o appear on. For inst ance, you m ay want only vert ical lines inside t he t able and no out side border. Or you m ay want a heavier t op border on t he t op row of cells only. ( The sam e border form at t ing t ools appear in t he " Tables and Borders" t oolbar.)

FREQUEN TLY ASKED QUESTI ON Th e Th in Gr a y Lin e s I like t he concept of a t able, but I don't want t hick black lines in m y résum é ( or Web page) . How do I get rid of t hem ? You're right : Unless you int ervene, t hese lines will act ually print out . One of t he quickest ways t o delet e t he borders and gridlines is t o click inside t he t able and t hen " Borders and Shading" . I n t he result ing dialog box, click None, choose Form at t hen click OK. Even t hen, however, you m ay st ill see t hin gray lines. These don't print ; t hey're j ust on t he screen t o help you underst and t he " t ableness" of your t able. You can hide even t hese lines, if you like, by choosing Table Gridlines so t hat t he checkm ark disappears. I f you do hide t he lines, consider clicking t he Show/ Hide ( ¶) icon on t he St andard t oolbar. The end- of- row and end- of- cell m arks becom e visible, defining t he bounds of your t able.

T ip : You can also elim inat e cert ain t able lines ent irely. Just click t he eraser t ool on t he t op row of t he " Tables and Borders" t oolbar, and drag along each line you want t o disappear from t he t able. Doing so m erges t he t able cells ( Sect ion 4.7.2.7 ) .

Ba ck gr ou n d sh a din g in ce lls. Shading in a t able is sim ilar t o a fill ( see Sect ion 19.3.8.1) , except t hat you don't use t he Fill palet t e; you use t he " Borders and Shading" pane in t he Form at t ing Palet t e ( or " Tables and Borders" t oolbar) . You can choose from 70 colors and shades of gray, or choose More Colors t o use Word's color pickers ( see Sect ion 19.3.8.1) .

4 .7 .2 .1 . Au t ofor m a t t in g t a ble s Wit h creat ive com binat ions of borders, lines, and shading, you can m ake a t able look right for anyt hing from Cit ibank annual report s t o Sesam e St reet . When you're in a hurry, t hough, choose a Table Aut oForm at for inst ant good looks. Click anywhere in your t able and choose Table Table Aut oForm at . There's a long list of pot ent ial form at s in t he list box of t he Table Aut oForm at dialog box. Sim ply click each for a preview. I f you want t o use som e of t he feat ures in t he form at but not ot hers ( font , color, and so on) , t hen j ust t urn on t he boxes for t he ones you wish t o use.

T ip : Turning on Aut oFit is a good idea, since it ensures t hat t he new form at will exact ly fit t he exist ing inform at ion in your t able, inst ead of vice versa.

Many of t he form at s have a different t ypeface or shading applied t o t he t op ( heading) row, first colum n, last colum n, and so on. The checkboxes in t he " Apply special form at s t o" sect ion cont rol whet her you accept t hose feat ures wit h t he rest of t he form at . For exam ple, if you're not using t he last row of your t able for t ot als, don't t urn on t he " Last row" box.

4 .7 .2 .2 . Re pe a t t a ble h e a din gs For t he purposes of Aut oform at t ing, Word considers t he first row of a t able t o be a heading. But what if your t able is longer t han a page? Wouldn't it be nice if Word could repeat t he colum n t it les at t he t op of each page? Well, it can, t hanks t o t he Heading Rows Repeat feat ure. Select t he t op row of your t able ( and any addit ional rows you want t o repeat ) . Then choose Table Heading Rows Repeat ; t hat 's all t here is t o it . When your t able flows ont o a new page ( page breaks you insert yourself don't count ) , t he heading will appear at t he t op of each new page of your t able.

4 .7 .2 .3 . Ce ll m a r gin s a n d spa cin g To enhance t he look of your t ext in a t able, adj ust t he gap bet ween t he charact ers and t he borderlines. You can also put a lit t le space around t he out side of each cell—an especially at t ract ive effect on Web pages ( see Chapt er 9). Just select one or m ore cells and choose Table

Table Propert ies

Cell t ab. Click Opt ions, and set

m easurem ent s in t he size boxes for t he dist ance bet ween t he t ext and t he t op, bot t om , left , and right edges of t he cell. The " Sam e as t he whole t able" box changes t he m argins of t he select ed cell t o m at ch t he default cell m argins for t he t able. To set t he default m argins for all cells in t he t able at once, choose Table Table Table t ab; click Opt ions and ent er m easurem ent s in t he " Default cell m argins" boxes. Propert ies Table To add m ore spacing around t he out side of cells, click anywhere in t he t able and choose Table Table t ab. Click t he Opt ions but t on and t urn on " Allow spacing bet ween cells" ; ent er a set t ing in Propert ies t he size box. When you click OK, t hat am ount of whit e space will surround each cell, sim ulat ing t he effect of t hicker cell walls. Usually .1" or less looks good. More space t han t hat creat es a waffle- like effect , as shown in Figure 4- 20, t op.

4 .7 .2 .4 . Te x t for m a t t in g w it h in ce lls Like t ext anywhere else in Word, you can change t he direct ion and alignm ent of select ed t ext in a t able using Text Direct ion com m and—a t errific effect for row or colum n labels ( Figure 4- 20, right ) . I n t he t he Form at result ing dialog box, choose t he t ext orient at ion—horizont al, vert ical, or bot t om - t o- t op—and click OK.

Figu r e 4 - 2 0 . Top: You ca n cr e a t e som e u n u su a l t a ble look s u sin g, for e x a m ple , .1 5 " spa cin g be t w e e n ce lls. Bot t om : Rot a t e d t e x t .

You can also m ake t he t ext in select ed cells hug t he left or right side of it s cell, cent er it in t he m iddle, or m ake it st ick t o t he " floor" or " ceiling" of a cell. Aft er select ing t he cells, click t he arrow but t on next t o t he alignm ent but t on on t he " Tables and Borders" t oolbar and choose t he alignm ent pat t ern you seek. Align Top Left , for exam ple, aligns t ext t o t he t op and left m argins of t he cell, so t hat t he t ext st art s in t he upper- left corner.

4 .7 .2 .5 . Ta ble la you t on t h e pa ge

When you creat ed your t able, you probably dragged it where you want ed it , or built it st art ing from t he insert ion point . To posit ion it exact ly where it looks best on t he page and apply advanced feat ures like t ext wrapping, use t he t ools in t he Table Table Propert ies Table t ab, shown in Figure 4- 21.

Size . Use t his box t o set a widt h for t he ent ire t able. ( I t says " Preferred widt h" because it m ay change if you use t he Aut oFit feat ure, as described on Sect ion 4.7.1.6.)

Align m e n t . Choose left , cent ered, or right alignm ent . " I ndent from left " t ells Word where t o st art aligning, m easured from t he edge of t he page. ( I f your t able already spans t he page, m argin t o m argin, you won't see any difference.)

Te x t W r a ppin g. For large t ables, you'll usually choose None. I f you choose Around, t he Posit ioning but t on becom es act ivat ed; clicking it opens a dialog box where you can use advanced layout feat ures like t hose described on Sect ion 8.2.5.9.

4 .7 .2 .6 . N e st e d t a ble s A nest ed t able is a t able- wit hin- a- t able, or, m ore specifically, a t able wit hin a cell of anot her t able. This feat ure is especially valuable when you're using Word as a Web- design t ool. For exam ple, you can creat e a t able wit h four large cells t o divide your Web page int o quart ers, and put a sm aller t able in each one.

Figu r e 4 - 2 1 . Th e Ta ble Pr ope r t ie s: Click in g t h e " Bor de r s a n d Sh a din g" bu t t on in t h e Ta ble Pr ope r t ie s dia log box ope n s a box w h e r e you ca n ch oose lin e s a n d fills for t h e t a ble , a s w e ll a s pa ge bor de r s.

To creat e a nest ed t able, click in t he cell where you want t he t able t o st art , t hen click t he I nsert Table but t on on t he " Tables and Borders" t oolbar. Choose t he num ber of rows and colum ns for your nest ed t able. Now you can click in one of t he nest ed cells and st art t yping. ( Because t he nest ed t able has t o rem ain wit hin one cell, eit her Aut oFit and Dist ribut e " Aut oFit t o Cont ent s" t o resize t he cell t o hold t he nest ed t able, or choose Table allow t he holding cell t o expand.)

4 .7 .2 .7 . M e r gin g a n d split t in g ce lls Merging and split t ing are not hing m ore t han ways of subt ract ing or adding colum ns en m asse. Merging cells ( or rows or colum ns) t urns t wo int o one, and j oins t heir cont ent s t oget her as separat e paragraphs in t he m erged cell. Split t ing cells ( or rows or colum ns) divides t hem , forcing t heir cont ent s int o t he cell above or t o t he left of t he split . Merge Cells, or St art by highlight ing t he cells, rows, or colum ns you want t o m erge. Then choose Table click t he Merge Cells but t on on t he " Tables and Borders" t oolbar; t he select ed cells inst ant ly m erge. Anot her way t o proceed: Use t he eraser t ool t o rem ove t he line dividing t wo cells, colum ns, or rows. This let s you see direct ly how m erging cells works. The quickest and m ost sat isfying way t o split cells is t o draw new lines right sm ack across exist ing cells, using t he Draw Table t ool on t he " Tables and Borders" t oolbar. I f you need com put er- aided precision, however, you can split cells, rows, or colum ns perfect ly evenly by select ing t hem and t hen choosing Table Split Cells ( or click t he Split Cells but t on on t he " Tables and Borders" t oolbar) . I n t he Split Cells dialog box, choose t he num ber of rows and colum ns you want your select ion t o be divided int o. For exam ple, t he cells at t he right in Figure 4- 22 were split int o t wo colum ns and one row; t he one row t hat was select ed st ayed one row, and t he t wo colum ns becam e a t ot al of four.

Figu r e 4 - 2 2 . Top: A sim ple t a ble . M iddle : Th e sa m e t a ble a ft e r m e r gin g t h e t w o of t h e t op ce lls. Bot t om : Th e t a ble a ft e r split t in g t h e sa m e t w o ce lls in t w o. I f t h e " M e r ge ce lls be for e split " box h a d be e n t u r n e d on in t h e Split Ce lls dia log box , A Fir e side Ch a t w it h Lu cife r w ou ld im m e dia t e ly follow N u cle a r W a r in t h e t op r ow .

T ip : You can also split a t able, creat ing a blank line bet ween it s t op and bot t om port ions—a great t rick when you need t o Split Table. insert som e regular t ext int o t he m iddle of it . Just click where you want t he split and t hen choose Table

4 .7 .2 .8 . Con ve r t in g t e x t t o a t a ble

Som et im es you want t o creat e a t able from inform at ion t hat 's already in Word, such as a t able t hat a novice Word person ( perhaps even a younger you) creat ed by t rying t o line up t ext wit h t he Tab key. Word is happy t o be your obedient servant . First , of course, select t he desired t ext . Presum ably, t he t ext is a list , a num ber of words separat ed by t abs, or som e ot her vaguely t able- like blob of t ext . The key t o t urning highlight ed t ext int o a t able is t he Table Convert " Convert Text t o Table" com m and. I n t he " Convert Text t o Table" dialog box, st art wit h t he " Separat e t ext at " set t ings. Choose t he m ost logical place t o divide your select ed t ext int o cells. I f t hat 's not a paragraph, com m a, or t ab, t hen click Ot her and press t he key t hat represent s your choice—Space bar, Ret urn, period, and so on. Word aut om at ically suggest s t he num ber of colum ns you'll need t o hold all t he t ext , t hough you can also specify t he num ber of rows and colum ns you want , t oo. You also have t he chance t o use t he Aut oFit and Aut oForm at feat ures now—or you can always save t hem for lat er. Click OK t o begin t he conversion process. I f t he t able doesn't look quit e as you had hoped, exam ine it and learn how Word int erpret ed your choices in t he " Convert Text t o Table" dialog box. Then press - Z t o undo t he conversion and t ry again wit h different select ions. Or j ust reform at your t able using t he t ools described in t his sect ion.

4 .7 .2 .9 . Con ve r t in g a t a ble in t o t e x t You can also ext ract inform at ion from a t able wit hout m aint aining it s t ableness. For exam ple, suppose you want t o im port it int o a page- layout program t hat doesn't underst and Word t ables. This kind of conversion is Convert " Convert Table t o Text " . easy—sim ply click t he t able and t hen choose Table Your only decision is how t o divide t he cont ent s of one cell from t he next —you don't want t hem all t o run t oget her, of course. You have a choice of paragraph m arks ( each cell's cont ent s will becom e a new Word paragraph) , t abs, com m as, or any ot her charact er you ent er in t he Ot her box by pressing it s key. I f you choose t abs, t he result is what you've heard described as t ab delim it ed t ext —t hat is, one t ab separat ing each word or phrase t hat form erly occupied a cell on a single row, wit h a Ret urn charact er at t he end of each line.

4 .7 .2 .1 0 . For m u la s in t a ble s Word isn't Excel, but Microsoft is at least aware t hat you m ay want t o perform sim ple m at h from t im e t o t im e. Fort unat ely, a t able can carry out m any of t he m ost com m on spreadsheet t asks wit h t he help of funct ions and operat ors. You can add up a colum n of num bers, for exam ple, or have Word average t hem and display t he result s. To add a colum n of figures, click in t he bot t om cell of t he colum n ( m aking sure t hat it 's blank, of course) and click t he Aut oSum ( S) but t on in t he " Tables and Borders" t oolbar or Form at t ing Palet t e ( see Figure 4- 23, t op) . Your answer appears im m ediat ely against a gray background ( which doesn't print ) . This gray box indicat es t hat you're dealing wit h a field ( which you can only edit if you right - click and choose Toggle Field Codes, as explained on Sect ion 7.8.4.2) .

N ot e : This kind of field doesn't updat e aut om at ically. I f your t able num bers change, you have t o select t he t ot al field and click t he Aut oSum but t on ( or click t he field and t hen press F9) .

Figu r e 4 - 2 3 . Top: Click in g in t h e bot t om ce ll a n d t h e n click in g Au t oSu m a dds u p t h e n u m be r s in e a ch colum n. Low e r le ft : Th e Ta ble pa n e of t h e For m a t t in g pa le t t e sh ow s t h e Au t oSu m bu t t on r e spon sible for t h is

m agic. For m u la com m a n d r e ve a ls t h a t t h e Au t oSu m fu n ct ion doe s n ot h in g m or e Low e r r igh t : Th e Ta ble t h a n in se r t t h e in visible for m u la = SUM ( ABOVE) in t o t h e se le ct e d ce ll. You cou ld h a ve t ype d it in t h is dia log box you r se lf, if you h a d ve r y lit t le e lse t o do.

For m ore com plex form ulas, click t he cell where you want t o place t he result s of your calculat ions and choose Form ula. Word's guess at what form ula you're looking for already appears in t he Form ula window Table ( see Figure 4- 23) . I f t hat 's not right , press Delet e, t ype an equal sign t o begin your form ula, and build it wit h t he following:

Ce ll r e fe r e n ce s. Cells in Word t ables are nam ed t he sam e way as in Excel spreadsheet s, except t hat you can't see t he row let t ers and colum n num bers. The colum ns are nam ed A, B, C, and so on, from left t o right ; t he rows are num bered 1, 2, 3, and so on, from t op t o bot t om . The upper- left m ost cell is A1. To refer t o t he ent ire colum n above t he form ula cell, use t he expression ( ABOVE) ; t o refer t o t he ent ire row, use (LEFT) . For a range of cells ( a block of t hem ) , use a colon t o separat e t he t op- left and lower- right cells of t he range, such as A1: B2 t o nam e a four- cell range.

Ope r a t or s. Ope r a t or s are sym bols like + for addit ion, – for subt ract ion, * for m ult iplicat ion, / for division, and > for great er t han. Using operat ors in com binat ion, you can set up a t able cell t o add sales t ax ( * 1.05) t o a subt ot al colum n, for exam ple.

Fu n ct ion s. Choose form ulas from t he " Past e funct ion" list in t he Table t he sam e as t he Excel form ulas described in Chapt er 13.

Form ula dialog box. These are

Click t he arrow next t o t he N u m be r for m a t box t o t ell Word what you want t he result s t o look like—Aut oForm at t ed wit h a dollar sign, wit h com m as, and so on.

Click OK t o place t he form ula in t he current cell. See Chapt er 13 for m uch m ore on using form ulas in Office 2008.

4 .7 .2 .1 1 . Sor t in g t a ble s I f your t able includes nam es, dat es, or ot her list ed it em s, you m ay want t o arrange t hem in num erical or alphabet ical order. Click one of t he cells in t he colum n cont aining t he dat a you want t o sort by, and choose eit her t he Sort Ascending or Sort Descending but t on in t he Table Toolbar or t he Form at t ing Palet t e's Table pane. To perform a m ore com plex sort using up t o t hree colum ns, click t he t able and choose Table Sort . I n t he " Sort by" box, Word helpfully suggest s t hat you st art wit h " Colum n 1," t he first colum n on t he left . All t he colum ns in t he current t able are list ed in a m enu; click t he arrows t o choose one. For inst ance, t o sort chronologically, choose t he colum n cont aining your dat es. You can sort by Text ( alphabet ically) , Num ber, or Dat e; j ust choose t he one t hat m at ches your dat a. You can choose second and t hird sort colum ns as well. For exam ple, aft er t he first colum n sort s by dat e, you m ay want t o sort nam es alphabet ically wit hin each dat e. Use t he " Then by" boxes t o set up t hese second and t hird int ernal sort s. Finally, choose one of t he but t ons at t he bot t om t o designat e whet her your t able has a header row or not —choosing " Header row" excludes t hat row from t he sort . Click OK t o begin t he sort . ( Not e t hat you can't sort colum ns—only rows.)

Ch a pt e r 5 . W or k in g Colla bor a t ive ly Most of t he t im e, you creat e docum ent s in Word 2008 t o send or show t o ot her people. ( The except ion: Keeping your dream j ournal in Word. You know who you are.) I n t he real world of business, publishing, and ent ert ainm ent , m ore and m ore people find it valuable t o be able t o m ark up and revise each ot her's docum ent s. Thanks t o t he feat ures described in t his chapt er, you, t he original aut hor, can peruse ot hers' edit s, and incorporat e or delet e t hem . Whet her you're working wit h one part ner or an ent ire t eam , Word's collaborat ion feat ures m ake it easy t o t rack t he revisions and versions of t he elect ronically t ransm it t ed docum ent s t hat you or your t eam m at es creat e.

5 .1 . Com m e n t s Oft en when reviewing som eone else's docum ent , you'll want t o add com m ent s wit hout m aking t hem a part of t he t ext it self. You'll have a query for t he aut hor, an idea, a suggest ion, or a j oke—t he kind of t hing t hat you'd writ e in t he m argin or on a st icky not e if you were working on paper. Fort unat ely, t he days of t yping boldfaced or bracket ed com m ent s direct ly int o t he t ext are long over.

5 .1 .1 . Addin g Com m e n t s To add a single com m ent in Word, select t he applicable t ext and t hen choose I nsert Com m ent ( or press Opt ion- - A) . Doing so t riggers one of t wo t hings, depending on your select ion in Word Preferences Track Changes. I f you're in Print Layout view or Web Layout view and you've t urned on " Use balloons t o display changes," your com m ent appears in a balloon at t he side of t he page. Ot herwise, t he Reviewing pane opens at t he bot t om of t he docum ent window, as shown in Figure 5- 1, wit h an insert ion point at t he beginning of a new com m ent line m arked wit h your nam e and t he current dat e. Colored bracket s ( you can set t he color at Word Preferences Track Changes) bookend t he originally select ed t ext . Type your com m ent , t hen press F6 t o ret urn t o t he m ain ( upper) pane of t he docum ent window ( or j ust click t here) .

Figu r e 5 - 1 . A docu m e n t sh ow in g t h e br a ck e t s t h a t de sign a t e com m e n t s, t h e com m e n t ba lloon , a n d t h e split - w in dow Re vie w in g pa n e . I f you pr e fe r , you ca n t u r n off t h e ba lloon displa y in t h e Tr a ck Ch a n ge s Pr e fe r e n ce s ( se e Figu r e 5 - 3 ) . Th e n , w h e n you poin t t o a h igh ligh t e d ph r a se , t h e com m e n t a ppe a r s a t you r cu r sor in a scr e e n t ip. Click in g t h e TRK in dica t or on t h e w in dow 's st a t u s ba r ( cir cle d) r e pr e se n t s a qu ick w a y t o t u r n ch a n ge t r a ck in g on a n d off. Cle a r m e a n s off; it t u r n s blu e w h e n you click t o t u r n it on .

I f you plan t o m ake m ore t han a few com m ent s, however, you m ay find it m ore convenient t o open t he Reviewing t oolbar , which let s you add a com m ent wit h a single click. Aft er select ing t he t ext you'd like t o praise, crit ique, or quest ion, proceed as follows:

1 . Ch oose Vie w

Toolba r s

Re vie w in g.

The Reviewing t oolbar opens.

2 . Click t h e N e w Com m e n t bu t t on on t h e Re vie w in g t oolba r ( se e Figu r e 5 - 2 ) . Word split s your window, showing t he Reviewing pane at t he bot t om ( unless you t urned on com m ent balloons as described on t he previous page) .

3 . Type you r com m e n t ; click ba ck in t h e u ppe r pa n e of t h e docu m e n t w in dow t o r e t u r n t o it . You can also press F6 t o t oggle bet ween t he t wo panes.

4 . W h e n you 'r e fin ish e d a ddin g com m e n t s, close t h e Re vie w in g pa n e by dou ble - click in g t h e se pa r a t or a bove t h e Re vie w in g pa n e or by click in g it s icon on t h e Re vie w in g t oolba r. I f you're t yping your com m ent s int o a balloon, j ust click out side t he balloon or press Esc t o ret urn t o t he docum ent 's m ain body.

Word's reviewing t oolbar ( Figure 5- 2) , feat ures several ways t o access t he reviewing feat ures, which include bot h Com m ent s and Change Tracking, described lat er in t his chapt er. The pop- up m enu on t he left of t he t oolbar provides t he following viewing opt ions:

Fin a l Sh ow in g M a r k u p. I f you've chosen t o use balloons ( as shown in Figure 5- 2) , and you're in Print Layout view, t he t ext delet ed by your reviewer/ edit or appears in balloons, and insert ed t ext and form at t ing changes show up in t he t ext it self. I f not , t he t ext and changes appear as indicat ed in Word Preferences Track Changes. Use t his t o quickly analyze what t he edit or has done t o your precious prose.

Figu r e 5 - 2 . Th e Sh ow pop- u p m e n u fu r t h e r m odifie s h ow you vie w a r e vise d docu m e n t by ch oosin g w h a t you w a n t t o se e . For e x a m ple , r e m ovin g t h e ch e ck m a r k be side Com m e n t s h ide s t h e r e vie w e r s' com m e n t s. You m a y a lso ch oose w h ich r e vie w e r s' w or k t o pe r u se by se le ct in g t h e m in t h e r e vie w e r su bm e n u .

Fin a l. This reveals how your docum ent would look if you accept ed all of your edit or's changes and com m ent s. Use t his when it 's j ust t oo darn painful t o review t hem .

Or igin a l Sh ow in g M a r k u p. This is like Final Showing Markup t urned inside out and viewed wit h a m irror. I f you've chosen t o use balloons, and you're in Print Layout view or Web Layout view, delet ed t ext is shown in t he docum ent , and insert ed t ext and form at t ing changes are pum ped int o t he balloons. I f not , t he t ext and changes appear as indicat ed in Word Preferences Track Changes. This opt ion is best for reviewing bot h t he new and original t ext at t he sam e t im e.

Or igin a l. This displays your virginal docum ent , before your edit or or reviewer im proved or dest royed it ( depending on your point of view) . Use t his t o see how t he docum ent would look if you rej ect ed all changes.

5 .1 .2 . Re vie w in g Com m e n t s When you open a docum ent wit h com m ent s, t he Reviewing pane doesn't aut om at ically open. I nst ead, what you see depends on your docum ent view. I n t he Draft , Out line, Publishing Layout , and Not ebook views, you'll see bracket s surrounding sect ions of t ext t hat have com m ent s. Hovering your cursor over t he bracket s reveals t he com m ent ( except in Publishing Layout view) . I f you've t urned on balloons in Print Layout view, you'll see t he bracket s connect ed t o com m ent balloons in t he docum ent 's m argin, indicat ing t he com m ent s. I f you like, you can open ( or close) t he Reviewing pane, where all t he docum ent 's com m ent s are list ed sequent ially. To do t hat , choose Show Reviewing Pane on t he Reviewing t oolbar, shown in Figure 5- 2, or, if t im e isn't at a prem ium , click t he Show pop- up m enu on t he Reviewing t oolbar and choose Reviewing pane.

N ot e : Som e folks don't like t he Reviewing pane eat ing half t heir viewing space. I f you're one of t hem , you m ay prefer t o Preferences and add com m ent s in at t ract ive t ext bubbles, inst ead of t he Reviewing pane. To m ake it so, select Word click Track Changes at t he left . At t he bot t om of t he Track Changes panel, t urn on " Use balloons t o display changes." You can t hen see t he balloons, but only in Print Layout view and Web Layout view.I f you've used Word for Windows, you m ay find t hese balloons look fam iliar. I f you're a confirm ed Mac- head, you m ay prefer t he pop- up com m ent boxes from previous Word versions—in which case confine your reviewing t o t he Draft view.

5 .1 .2 .1 . D e le t in g com m e n t s To delet e a com m ent , do any one of t he following:

Cont rol- click ( or right - click) wit hin t he com m ent 's bracket ing and choose Delet e Com m ent from t he short cut m enu.

Click t he Reviewing t oolbar's Rej ect Change/ Delet e Com m ent but t on.

Select t he com m ent or t he com m ent 's t it le bar in t he Reviewing Pane, and t hen Cont rol- click and select Delet e from t he short cut m enu.

Click t he " X" but t on in t he com m ent 's balloon.

5 .1 .3 . N a viga t in g Com m e n t s The m ain docum ent pane and t he Reviewing pane have independent vert ical scroll bars. You can m ove around in each one using any of Word's usual navigat ion t ools ( see Sect ion 2.3) . You can also use t he Previous Com m ent and Next Com m ent but t ons on t he Reviewing t oolbar (Figure 5- 2) , or t he Navigat or But t ons described on Sect ion 2.3.4, t o hop from one com m ent in t he docum ent t o t he next . ( The m ain docum ent window scrolls aut om at ically t o keep up.) I f t he Reviewing pane isn't visible, choose View Toolbars Reviewing, or Cont rol- click ( or right - click) t he group divider ( t he vert ical dot t ed lines) on any t oolbar and choose Toolbars Reviewing. Now you can edit com m ent s—yours or anyone else's—or click Delet e Com m ent ( on t he Reviewing t oolbar) t o do away wit h a com m ent com plet ely.

Ch a pt e r 5 . W or k in g Colla bor a t ive ly Most of t he t im e, you creat e docum ent s in Word 2008 t o send or show t o ot her people. ( The except ion: Keeping your dream j ournal in Word. You know who you are.) I n t he real world of business, publishing, and ent ert ainm ent , m ore and m ore people find it valuable t o be able t o m ark up and revise each ot her's docum ent s. Thanks t o t he feat ures described in t his chapt er, you, t he original aut hor, can peruse ot hers' edit s, and incorporat e or delet e t hem . Whet her you're working wit h one part ner or an ent ire t eam , Word's collaborat ion feat ures m ake it easy t o t rack t he revisions and versions of t he elect ronically t ransm it t ed docum ent s t hat you or your t eam m at es creat e.

5 .1 . Com m e n t s Oft en when reviewing som eone else's docum ent , you'll want t o add com m ent s wit hout m aking t hem a part of t he t ext it self. You'll have a query for t he aut hor, an idea, a suggest ion, or a j oke—t he kind of t hing t hat you'd writ e in t he m argin or on a st icky not e if you were working on paper. Fort unat ely, t he days of t yping boldfaced or bracket ed com m ent s direct ly int o t he t ext are long over.

5 .1 .1 . Addin g Com m e n t s To add a single com m ent in Word, select t he applicable t ext and t hen choose I nsert Com m ent ( or press Opt ion- - A) . Doing so t riggers one of t wo t hings, depending on your select ion in Word Preferences Track Changes. I f you're in Print Layout view or Web Layout view and you've t urned on " Use balloons t o display changes," your com m ent appears in a balloon at t he side of t he page. Ot herwise, t he Reviewing pane opens at t he bot t om of t he docum ent window, as shown in Figure 5- 1, wit h an insert ion point at t he beginning of a new com m ent line m arked wit h your nam e and t he current dat e. Colored bracket s ( you can set t he color at Word Preferences Track Changes) bookend t he originally select ed t ext . Type your com m ent , t hen press F6 t o ret urn t o t he m ain ( upper) pane of t he docum ent window ( or j ust click t here) .

Figu r e 5 - 1 . A docu m e n t sh ow in g t h e br a ck e t s t h a t de sign a t e com m e n t s, t h e com m e n t ba lloon , a n d t h e split - w in dow Re vie w in g pa n e . I f you pr e fe r , you ca n t u r n off t h e ba lloon displa y in t h e Tr a ck Ch a n ge s Pr e fe r e n ce s ( se e Figu r e 5 - 3 ) . Th e n , w h e n you poin t t o a h igh ligh t e d ph r a se , t h e com m e n t a ppe a r s a t you r cu r sor in a scr e e n t ip. Click in g t h e TRK in dica t or on t h e w in dow 's st a t u s ba r ( cir cle d) r e pr e se n t s a qu ick w a y t o t u r n ch a n ge t r a ck in g on a n d off. Cle a r m e a n s off; it t u r n s blu e w h e n you click t o t u r n it on .

I f you plan t o m ake m ore t han a few com m ent s, however, you m ay find it m ore convenient t o open t he Reviewing t oolbar , which let s you add a com m ent wit h a single click. Aft er select ing t he t ext you'd like t o praise, crit ique, or quest ion, proceed as follows:

1 . Ch oose Vie w

Toolba r s

Re vie w in g.

The Reviewing t oolbar opens.

2 . Click t h e N e w Com m e n t bu t t on on t h e Re vie w in g t oolba r ( se e Figu r e 5 - 2 ) . Word split s your window, showing t he Reviewing pane at t he bot t om ( unless you t urned on com m ent balloons as described on t he previous page) .

3 . Type you r com m e n t ; click ba ck in t h e u ppe r pa n e of t h e docu m e n t w in dow t o r e t u r n t o it . You can also press F6 t o t oggle bet ween t he t wo panes.

4 . W h e n you 'r e fin ish e d a ddin g com m e n t s, close t h e Re vie w in g pa n e by dou ble - click in g t h e se pa r a t or a bove t h e Re vie w in g pa n e or by click in g it s icon on t h e Re vie w in g t oolba r. I f you're t yping your com m ent s int o a balloon, j ust click out side t he balloon or press Esc t o ret urn t o t he docum ent 's m ain body.

Word's reviewing t oolbar ( Figure 5- 2) , feat ures several ways t o access t he reviewing feat ures, which include bot h Com m ent s and Change Tracking, described lat er in t his chapt er. The pop- up m enu on t he left of t he t oolbar provides t he following viewing opt ions:

Fin a l Sh ow in g M a r k u p. I f you've chosen t o use balloons ( as shown in Figure 5- 2) , and you're in Print Layout view, t he t ext delet ed by your reviewer/ edit or appears in balloons, and insert ed t ext and form at t ing changes show up in t he t ext it self. I f not , t he t ext and changes appear as indicat ed in Word Preferences Track Changes. Use t his t o quickly analyze what t he edit or has done t o your precious prose.

Figu r e 5 - 2 . Th e Sh ow pop- u p m e n u fu r t h e r m odifie s h ow you vie w a r e vise d docu m e n t by ch oosin g w h a t you w a n t t o se e . For e x a m ple , r e m ovin g t h e ch e ck m a r k be side Com m e n t s h ide s t h e r e vie w e r s' com m e n t s. You m a y a lso ch oose w h ich r e vie w e r s' w or k t o pe r u se by se le ct in g t h e m in t h e r e vie w e r su bm e n u .

Fin a l. This reveals how your docum ent would look if you accept ed all of your edit or's changes and com m ent s. Use t his when it 's j ust t oo darn painful t o review t hem .

Or igin a l Sh ow in g M a r k u p. This is like Final Showing Markup t urned inside out and viewed wit h a m irror. I f you've chosen t o use balloons, and you're in Print Layout view or Web Layout view, delet ed t ext is shown in t he docum ent , and insert ed t ext and form at t ing changes are pum ped int o t he balloons. I f not , t he t ext and changes appear as indicat ed in Word Preferences Track Changes. This opt ion is best for reviewing bot h t he new and original t ext at t he sam e t im e.

Or igin a l. This displays your virginal docum ent , before your edit or or reviewer im proved or dest royed it ( depending on your point of view) . Use t his t o see how t he docum ent would look if you rej ect ed all changes.

5 .1 .2 . Re vie w in g Com m e n t s When you open a docum ent wit h com m ent s, t he Reviewing pane doesn't aut om at ically open. I nst ead, what you see depends on your docum ent view. I n t he Draft , Out line, Publishing Layout , and Not ebook views, you'll see bracket s surrounding sect ions of t ext t hat have com m ent s. Hovering your cursor over t he bracket s reveals t he com m ent ( except in Publishing Layout view) . I f you've t urned on balloons in Print Layout view, you'll see t he bracket s connect ed t o com m ent balloons in t he docum ent 's m argin, indicat ing t he com m ent s. I f you like, you can open ( or close) t he Reviewing pane, where all t he docum ent 's com m ent s are list ed sequent ially. To do t hat , choose Show Reviewing Pane on t he Reviewing t oolbar, shown in Figure 5- 2, or, if t im e isn't at a prem ium , click t he Show pop- up m enu on t he Reviewing t oolbar and choose Reviewing pane.

N ot e : Som e folks don't like t he Reviewing pane eat ing half t heir viewing space. I f you're one of t hem , you m ay prefer t o Preferences and add com m ent s in at t ract ive t ext bubbles, inst ead of t he Reviewing pane. To m ake it so, select Word click Track Changes at t he left . At t he bot t om of t he Track Changes panel, t urn on " Use balloons t o display changes." You can t hen see t he balloons, but only in Print Layout view and Web Layout view.I f you've used Word for Windows, you m ay find t hese balloons look fam iliar. I f you're a confirm ed Mac- head, you m ay prefer t he pop- up com m ent boxes from previous Word versions—in which case confine your reviewing t o t he Draft view.

5 .1 .2 .1 . D e le t in g com m e n t s To delet e a com m ent , do any one of t he following:

Cont rol- click ( or right - click) wit hin t he com m ent 's bracket ing and choose Delet e Com m ent from t he short cut m enu.

Click t he Reviewing t oolbar's Rej ect Change/ Delet e Com m ent but t on.

Select t he com m ent or t he com m ent 's t it le bar in t he Reviewing Pane, and t hen Cont rol- click and select Delet e from t he short cut m enu.

Click t he " X" but t on in t he com m ent 's balloon.

5 .1 .3 . N a viga t in g Com m e n t s The m ain docum ent pane and t he Reviewing pane have independent vert ical scroll bars. You can m ove around in each one using any of Word's usual navigat ion t ools ( see Sect ion 2.3) . You can also use t he Previous Com m ent and Next Com m ent but t ons on t he Reviewing t oolbar (Figure 5- 2) , or t he Navigat or But t ons described on Sect ion 2.3.4, t o hop from one com m ent in t he docum ent t o t he next . ( The m ain docum ent window scrolls aut om at ically t o keep up.) I f t he Reviewing pane isn't visible, choose View Toolbars Reviewing, or Cont rol- click ( or right - click) t he group divider ( t he vert ical dot t ed lines) on any t oolbar and choose Toolbars Reviewing. Now you can edit com m ent s—yours or anyone else's—or click Delet e Com m ent ( on t he Reviewing t oolbar) t o do away wit h a com m ent com plet ely.

5 .2 . Ch a n ge Tr a ck in g When it 's t im e t o m ark up a docum ent for revision, m any people who ot herwise use t heir Mac for everyt hing st ill t urn t o paper, red pen, and highlight er. Aft er all, m arking up a print out let s you see bot h t he original and your handwrit t en edit s at a glance. And when you collaborat e wit h ot hers on a paper or proj ect , you can use different colored ink t o different iat e t he various edit ors. The problem wit h t he paper m et hod is t hat you event ually have t o ret ype t he docum ent , incorporat ing all t he handwrit t en com m ent s, int o Word. To avoid all t hat hassle, you can sim ply edit onscreen in Word. Word has t ools t hat highlight t ext in a m ult it ude of colors and see at a glance who m ade what changes. Even bet t er t han paper, Word can aut om at e t he process of com paring and m erging edit ed docum ent s. On t he downside, it 's t ough t o m ake origam i from your m onit or—unless it 's one of t he new really flat screens…

5 .2 .1 . Ge t t in g Re a dy for Ch a n ge Tr a ck in g I n order for Word's change- t racking t ools t o work properly, you need t o t ell Word how you want your nam e t o appear ( when it 's used t o " sign" com m ent s and changes) and how t o display t he changes.

5 .2 .1 .1 . I de n t ify you r se lf Especially if you're working wit h ot hers, Word needs t o know who you are so t hat your nam e can be at t ached t o Preferences your version and your changes. To ensure t hat Word knows your inner scribe, choose Word User I nform at ion panel. I f your nam e isn't already t here, fill in t he panel. Word will use t he nam e in t he aut hor box t o ident ify and label any changes and com m ent s you add t o t he docum ent . Click OK when you're finished.

N ot e : The User I nform at ion t ab and your own address book " card" in Ent ourage are linked; t hat is, when you change User I nform at ion, you also change your Ent ourage " t his is m e" card, and vice versa. ( You t ell Ent ourage which set of cont act inform at ion is yours by opening t he card wit h your info and choosing Cont act This I s Me.)

5 .2 .1 .2 . Tu r n in g on ch a n ge t r a ck in g Suppose you receive a docum ent from a colleague who's asked you t o help clean up t he prose. I f you j ust dive right in, edit ing away, she'll have no way of spot t ing t he changes you m ade. When you int end t o review a docum ent , whet her it 's your own draft or a Word docum ent given t o you by som eone else, you have t o ask Word t o t rack your changes befor e m aking t hem . Here are t hree ways, present ed in order of speed:

By far t he easiest way t o act ivat e change t racking is t o click t he Track Change but t on on t he Reviewing t oolbar. I f t he Reviewing t oolbar isn't visible you need eit her ( a) anot her cup of coffee or ( b) t o t urn it on by select ing View Toolbars Reviewing.

Turn on t he t iny TRK but t on on t he st at us bar at t he bot t om edge of your docum ent window ( Figure 5- 1) . ( The but t on t urns blue when you click it .)

I f you prefer t he t hird and longer way, you can go t he dialog box rout e and gain som e addit ional opt ions, as described next .

1 . Ch oose Tools

Tr a ck Ch a n ge s

H igh ligh t Ch a n ge s.

The Highlight Changes dialog box opens, as shown in Figure 5- 3, bot t om .

2 . Tu r n on " Tr a ck ch a n ge s w h ile e dit in g" . You also have t he opt ion t o t urn " Highlight changes on screen" on or off. I f it 's off, you won't see any of t he dist ract ing special m arkings as you edit t he docum ent ; t he usual coloring and ot her annot at ion form at t ing won't appear. You'll feel as t hough you're edit ing a Word file wit hout change t racking t urned on. ( The only difference: Every now and t hen, Word will abrupt ly refuse t o let you backspace any fart her t han you have. That 's because your insert ion point has collided wit h a delet ed word—which you can't see because it 's current ly invisible.) Behind t he scenes, t hough, Word will indeed record every change you m ake. At any t im e, you or a collaborat or can choose Tools Track Changes Highlight Changes and t urn " Highlight changes on screen" on again t o m ake t hem show up. Now proceed as described in " Making Changes," below.

5 .2 .2 . M a k in g Ch a n ge s Aft er t urning on change t racking, edit t he Word docum ent as usual. Use any of t he t ools described in Chapt er 2 , including insert ing t ext , form at t ing it , and delet ing large blocks of t ext or even ent ire pages. Word keeps t rack of it all, as shown in Figure 5- 4.

5 .2 .2 .1 . Ch a n gin g t r a ck in g opt ion s The Track Changes dialog box in Figure 5- 3 ( t op) and t he sam ple docum ent in Figure 5- 4 shows Word's fact ory set t ings for onscreen changes, which are as follows:

Word places a t hin vert ical line in t he m argin where any kind of change has been m ade.

Figu r e 5 - 3 . Top: Use t h is box , w h ich you se e a ft e r click in g Opt ion s in t h e Tools Tr a ck Ch a n ge s dia log box , t o spe cify w h a t color s or ot h e r for m a t t in g W or d sh ou ld u se t o in dica t e t e x t t h a t 's be e n a dde d, de le t e d, or ch a n ge d. Bot t om : Tu r n off t h e " H igh ligh t ch a n ge s in pr in t e d docu m e n t " ch e ck box t o h ide a ll you r ch a n ge s du r in g pr in t in g. Th is w a y, you ca n h a ve a h a r d copy of t h e docu m e n t w it h t h e e dit e d t e x t , bu t n o de le t ion s or h igh ligh t e d in se r t ion s. Of cou r se , if you do w a n t t o se e a ll t h a t in t h e pr in t ou t , le a ve t h e ch e ck box t u r n e d on .

Text you've insert ed is underlined and color- coded by aut hor. Text t yped by t he first person t o review t he docum ent appears in red, t he second aut hor in blue, t he t hird in pink, and so on, for up t o eight aut hors. Then Word st art s over again wit h red.

Delet ed t ext is changed t o st riket hrough and color- coded by aut hor.

Form at t ing changes ( t o boldface or it alic, for inst ance) don't leave any visual t race ( bolding and it alicizing aside) except for t he t hin m argin line ( unless you're using Print Layout view or Web Layout view, where t ext balloons also describe t he change) . You can change t his set t ing, however, as described next .

Figu r e 5 - 4 . I f you r w or k com e s ba ck h e a vily m a r k e d u p by you r e dit or s, fe e l lu ck y. Ke e p in m in d t w o t h in gs: ( a ) Th e ch a n ge s a r e pr oba bly for t h e be t t e r , a n d ( b) you r e dit or s a r e a ct u a lly doin g t h e ir j ob. You ca n se e t h e a n n ot a t ion s bot h in t h e t e x t it se lf a n d in t h e Re vie w in g Pa n e . ( You ca n ope n t h is pa n e by click in g t h e pa n e - lik e bu t t on a t t h e fa r r igh t of t h e Re vie w in g t oolba r .)

Here is how t o work wit h t hese opt ions:

1 . Ch oose Tools

Tr a ck Ch a n ge s

H igh ligh t Ch a n ge s. Click Opt ion s.

The Track Changes dialog box opens ( see Figure 5- 3, t op) .

2 . For e a ch k in d of ch a n ge , u se t h e pop- u p m e n u t o in dica t e a h igh ligh t in g st yle. For inst ance, you could choose " st riket hrough" for " Delet ed t ext " so t hat it looks like it 's been crossed out . The pop- up m enus have different m arks for each cont ext .

3.

3 . I f you don 't w a n t t o u se W or d's " By a u t h or " color syst e m , a s de scr ibe d a bove , ch oose diffe r e n t color s for " I n se r t e d t e x t " a n d " D e le t e d t e x t ". Unless everyone in your work group can agree on a different color schem e, it 's probably best t o st ick wit h Word's color choices. Having different edit ors in t he sam e docum ent can get confusing, and Word does an efficient j ob of keeping t rack of t he colors.

4 . Ch oose diffe r e n t color s for r e for m a t t e d t e x t ( " Ch a n ge d for m a t t in g" ) a n d t h e ch a n ge d lin e s ( " Ou t side bor de r " ) on ly if you w a n t t o m a k e t h e se it e m s m or e obviou s.

5 . Click OK.

5 .2 .3 . Re vie w in g Ch a n ge s On e by On e When reviewing a Word docum ent edit ed using t he t racking feat ure, it 's easy t o exam ine t he changes one by one, accept ing or rej ect ing each proposed revision, unt il you finish wit h a norm al, clean- looking docum ent . ( For docum ent s wit h m ult iple aut hors or edit ors, see " Merging Tracked Changes" below before proceeding.) To get st art ed, open t he docum ent .

5 .2 .3 .1 . Re vie w in g ch a n ge s: ligh t e dit s I f t here's only light edit ing, t he easiest way t o approve or rej ect each change is sim ply t o Cont rol- click t he changed t ext ; from t he cont ext ual m enu, choose Accept Change or Rej ect Change. When you accept a change, Word rem oves t he color and m arking and t urns t he change int o norm al t ext . When you rej ect a change, Word rem oves t he m arked or colored t ext and rest ores t he original.

5 .2 .3 .2 . Re vie w in g ch a n ge s: h e a vie r e dit s I f t here are m any changes, you m ay as well pull out t he heavy art illery—t he Reviewing t oolbar. Choose View Toolbars Reviewing t o display t he Reviewing t oolbar which has everyt hing you need. From here you m ay choose how t o view your reviewer's edit s, page t hrough t he edit s and com m ent s, and at t ach t he docum ent t o an inst ant m essage or em ail.

1 . Click a t t h e be gin n in g of t h e docu m e n t ; click t h e N e x t icon on t h e Re vie w in g t oolba r . Word scrolls t o t he first change and highlight s it .

2 . Click t h e Acce pt Ch a n ge icon ( w it h t h e ch e ck m a r k ) or t h e Re j e ct Ch a n ge icon ( w it h t h e x ) on t h e Re vie w in g t oolba r . Again, when you accept a change, Word t urns t he change int o norm al t ext . When you rej ect one, Word rest ores t he original. I f you change your m ind aft er accept ing or rej ect ing a change, press

- Z t o undo it .

3 . Click t h e N e x t Ch a n ge icon a n d con t in u e t h e pr oce ss. I f change t racking is t urned on, any new edit ing you do—when you m ake a change t o your edit or's

changes, for exam ple—will be highlight ed on t he screen wit h your aut hor color. I f you're doing t he final pass on t he edit ing—and have t he final say—t here's no need t o t rack t hese last - m inut e changes. Click t he Track Changes but t on on t he Reviewing t oolbar t o t urn it off, or t urn off t he TRK indicat or in t he St at us Preferences View, bar at t he bot t om of t he docum ent . I f t he St at us bar isn't visible, click Word and t urn on St at us Bar ( under Window) . When you reach t he end of t he docum ent , but have m issed reviewing som e changes along t he way, Word asks if you want t o ret urn t o t he beginning.

4 . Click OK. Word scrolls back up t o any changes you m issed along t he way.

5 .2 .4 . Acce pt in g or Re j e ct in g All Ch a n ge s I f you t rust your edit ors com plet ely, you can accept or rej ect all changes in a docum ent , all at once. You don't even have t o look at t hem first ( alt hough you should, unless you're sure your edit ors are m uch bet t er at writ ing in your unique voice t han you are) . Word also m akes it possible t o view t he docum ent as a whole, wit h or wit hout all changes. Select what you want t o see from t he Display for Review pop- up m enu at t he left end of t he Reviewing t oolbar or choose Tools Track Changes Accept or Rej ect Changes t o open t he dialog box. You can also accept or rej ect all changes from t he Reviewing t oolbar. Just click t he arrow next t o t he Accept Change icon, and choose " Accept All Changes in Docum ent " from t he pop- up m enu.

1 . Ch oose a w a y t o vie w t h e docu m e n t . Track Changes Accept or Rej ect Changes, t he dialog box t hat appears is I f you choose Tools sm all for a reason: I t 's designed t o be m oved aside, so t hat you can survey t he docum ent before m aking t he radical m ove of accept ing or rej ect ing all of t he edit s t hat have been m ade t o it . To help you wit h t his pursuit , you're given t hree radio but t ons. They let you see t he docum ent wit h all changes highlight ed ( as shown in Figure 5- 5) , as if all changes were accept ed ( " Changes wit hout highlight ing" ) , or in it s original st at e before any changes were m ade. These hum ble- looking radio but t ons are one of t he m ost powerful aspect s of t he change- t racking feat ure.

Figu r e 5 - 5 . You ca n a cce pt or r e j e ct a pr opose d e dit ( su ch a s h e r e , w h e r e a sle e p h a s be e n ch a n ge d t o n a ppin g) by Con t r ol- click in g it .

2 . To go a h e a d a n d m a k e a ll pr opose d ch a n ge s, click Acce pt All. To r e t u r n t h e docu m e n t t o it s or igin a l con dit ion , click Re j e ct All. Word asks if you're sure before proceeding. Rem em ber, even aft er accept ing all or rej ect ing all, you can change your m ind by clicking Undo.

3 . Click Close.

5 .2 .5 . M e r gin g Tr a ck e d Ch a n ge s One of t he m ost com m on scenarios for using change t racking is t o em ail or ot herwise t ransfer t he sam e original docum ent out t o several reviewers, each of whom peppers it wit h edit s and com m ent s. I f t hey all cam e back on paper, it would be quit e a challenge t o sort t hrough and incorporat e all t he good ideas. I n Word, it 's easy t o m erge t he edit ed docum ent s t oget her, one by one. To do so, open t he original file—or any Merge Docum ent s. one of t he edit ed docum ent s—and proceed as follows. Choose Tools

1 . W or d ope n s t h e " Ch oose a File " dia log box , w h e r e you 'll ch oose t h e fir st file in t o w h ich t o m e r ge t h e cu r r e n t ly ope n docu m e n t . When you find t he file, double- click it .

2 . W or d be gin s t h e m e r gin g pr oce ss. When it 's over, t he file you chose cont ains bot h it s own t racked changes and t hose m erged in from t he original, but will only display one set of form at t ing changes on t he sam e t ext ( alt hough bot h are list ed in change balloons in t he Print Layout view) . Word will, however, ask you which t o display. The changes from different aut hors appear in different colors.

3.

3 . I f you h a ve m or e file s t o in cor por a t e , r e pe a t st e ps 1 a n d 2 . When all t he docum ent s are m erged, place your insert ion point at t he beginning of t he docum ent and review t he changes as described on t he preceding pages.

UP TO SPEED Qu ick e r D ocu m e n t D ispa t ch Word 2008 let s—nay, encourages—you t o em ail or I nst ant Message ( I M) your docum ent s right from t he Reviewing t oolbar. Grant ed, you could always at t ach a docum ent t o an em ail in Ent ourage or send a file via your MSM chat window—but t he Reviewing t oolbar m akes t hese m oves m uch easier. To em ail a docum ent , click t he paper- wit h- envelope- wit h- arrow icon in t he Reviewing t oolbar. Doing so pops open an em ail m essage in your default em ail program wit h t he docum ent already at t ached ( t hat 's so cool) . Type your m essage, select a recipient , and t hen click Send. To send t he docum ent via I M, you ( and your recipient ) need a Windows Live Messenger account ( available at www.m icrosoft .com / m ac) . Click t he I M icon ( a blue Weeble- like person) , select t he file recipient , and your docum ent is now prepped for sending. Once your int ended t arget accept s t he file, it zips across t he I nt ernet . I t 's all part of t he evil em pire's desire t o keep you in t he Office/ MSM loop for all your work and play. ( Well, m aybe not all your play.) Of course, if you prefer insat nt m essaging wit h iChat , you can use it t o t ransfer files, t oo. Just drag t he icon of t he file you wish t o t ransfer from t he Finder right int o t he iChat t ext ent ry box where you usually t ype your m essage.

5 .3 . Com pa r in g D ocu m e n t s The m erging process described earlier in t his chapt er works well if all docum ent s have been edit ed using Word's change- t racking feat ure. But oft en enough, you wind up wit h t wo draft s of a docum ent , one of which has been edit ed ( by you or som ebody else) . Word's Com pare Docum ent s feat ure can help you see where edit s have been m ade—a feat ure t hat has saved t he bacon of m ore t han one lawyer in back- and- fort h cont ract negot iat ions. To use it , round up bot h t he edit ed version and your original or m ast er copy and proceed as follows:

1 . Ope n t h e ch a n ge d copy of t h e docu m e n t . Ch oose Tools Docum ent s.

Tr a ck Ch a n ge s

Com pa r e

Word opens t he " Choose a File" dialog box. Here's where you select t he original docum ent —t he one you want t o com pare t he edit ed version t o. The original could be t he one t hat 's never been edit ed, or one t hat 's been edit ed wit h change t racking, or even one t hat 's been m erged. Just m ake sure t hat you've reviewed it and accept ed or rej ect ed all t racked changes before you begin t he com paring process.

2 . W h e n you loca t e t h e or igin a l ve r sion of t h e docu m e n t , dou ble - click it . Word com pares t he t wo docum ent s and creat es a new docum ent based on t he second—a.k.a. original—docum ent , wit h t racked changed insert ed as if t he first docum ent were creat ed by edit ing t he second ( original) .

I f t here were already t racked changes in eit her of t he docum ent s, Word ignores t hem and gives priorit y t o t he act ual, unm arked t ext . I f eit her of t he docum ent s has unt racked changes, Word asks before proceeding wit h t he com paring process. Usually, you'll want t o click OK and go ahead. The unm arked changes m ay be edit s you m ade t o t he docum ent while you were writ ing it , before you st art ed t he reviewing process.

UP TO SPEED Pr e pa r in g t o Se n d a Re vie w e d D ocu m e n t I f som eone else will be m erging t he reviewed docum ent s, t here are a few t hings you can do when you send your edit ed copy t o m ake her j ob easier:

Track Changes Highlight Changes before Make changes visible. Choose Tools you send your docum ent off. That way, t he recipient can see im m ediat ely t hat it 's been edit ed.

Change t he docum ent 's nam e. Add your init ials t o t he file's nam e in t he Finder, for exam ple, so t hat it won't be confused wit h t he original during t he m erging process.

Ch a pt e r 6 . W or k in g w it h N ot e book s, Ou t lin in g, a n d M a st e r D ocu m e n t s Have you ever sat down at your Mac and pounded out a polished whit e paper, 25- page essay, or com plet e novel in one sm oot h pass, your words flowing logically from st art t o finish? Probably not . Thought s oft en com e in fragm ent s, and t hese shards of logic form t he foundat ion for annual report s, t erm papers, and books. Microsoft underst ands, and provides t ools for bet t er capt uring and organizing t hose t hought s. Ent er Word's Out liner and it s spin- offs t he Docum ent Map, Mast er Docum ent s, and t he Not ebook Layout view. Out lining is sim ply a way of organizing your ideas, and Not ebook view is a great t ool for capt uring t hose ideas, rearranging t hem , and even voice- recording your t hought s. As your docum ent grows and reaches com plet ion, t he Docum ent Map—which resides in Word's Navigat ion Pane—let s you fly t hrough it , easily locat ing t he page you're looking for from am ong t he ot her 147, and Mast er Docum ent let s you and your co- workers creat e t he m ot her of all docum ent s.

N ot e : Not ebook layout is a curious hybrid t o be sure. On one hand, it appears t hat Microsoft want ed t o m ake a ut ilit y t hat works as t he hum an brain does—a way t o capt ure your st ray t hought s on " paper." Unfort unat ely, it lacks t he ease of use and advanced feat ures of a full- fledged not e- t aking and organizat ional t ool, like Circus Ponies' Not eBook, or t he dept h of word processing ease available in ot her Word views. But hey, it 's a st ep in t he right direct ion.

6 .1 . N ot e book La you t Vie w From it s binder- like appearance t o it s abilit y t o t ake " dict at ion," Not ebook Layout view is Microsoft 's at t em pt t o let your com put er work as you do. To t hat end, t hey designed som et hing where you can t ake not es quickly and rearrange t hem as you wish.

6 .1 .1 . Ope n in g You r N ot e book Choose File Proj ect Gallery, click t he Word Not ebook icon, and begin t yping. Each new block of t ext st art s out as Not e Level 1, as you can see by a quick glance at t he Form at t ing Palet t e. By hit t ing Tab, you can indent t ext under a heading t o indicat e t hat it applies t o, and should be grouped wit h, t hat header, as shown in Figure 6- 1 . This is great st uff when t aking not es in class, at a m eet ing, or j ust capt uring concept s from your head. Addit ionally, you can click t he lit t le but t on t o t he left of each block of t ext and m ove it wherever you want on t he page.

Figu r e 6 - 1 . Top: As you t ype in t o a fr e sh ly cr e a t e d N ot e book docu m e n t , t e x t flow s on t o t h e pa ge a u t om a t ica lly se t t o N ot e Le ve l 1 . Bot t om : Aft e r you fin ish t h e se n t e n ce or t h ou gh t , pr e ss Re t u r n , a n d t h e n Ta b, t o in de n t t h e n e x t se ct ion of t e x t , sh ow n a t ce n t e r . Pr e ssin g Sh ift - Ta b m ove s t h e in de n t ba ck t ow a r d t h e le ft —pr om ot in g t h e lin e t o a h igh e r le ve l of im por t a n ce .

I f you already have a non- Not ebook Word docum ent in front of you, select View Not ebook Layout t o open Not ebook Layout view. Alt ernat ely, you can click t he Not ebook Layout view I con ( it 's t he right - m ost of t he view icons) at t he bot t om left of your page. Or, for t he keyboard- and short cut - crazed am ong you, Opt ion- - B also t akes you t o t he Not ebook Layout view. However you invoke t he view, t he first t hing you see on your Not ebook Layout view j ourney is t he pop- up m essage shown in Figure 6- 2.

Figu r e 6 - 2 . I f you con ve r t a r e gu la r docu m e n t t o N ot e book La you t vie w , in se r t e d pict u r e s m a y ge t slosh e d a r ou n d or colu m n s r e or ga n ize d. You ca n r e t u r n t o you r pr e viou s vie w bu t t h a t w on 't u n do t h e ch a n ge s w r ou gh t by t h e N ot e book vie w t o pa r a gr a ph st yle s, h e a de r s, foot e r s, a n d so on .

UP TO SPEED W h e r e D id M y For m a t t in g Go? Not ebook Layout is a possessive view, and doesn't t ake kindly t o ot her int ruding views. I t likes it best when you begin in Not ebook Layout and st ay t here. When you change from ot her views t o Not ebook Layout , several t hings happen. Right off t he bat Word asks if, in essence, you're really sure you want t o do t his. I t opens a box asking if you wish t o st art a new, Not ebook Layout view docum ent , or convert t he exist ing one (Figure 6- 2 ) . I t t hen adds, alm ost in a whisper, " Som e form at t ing m ay be lost in t he conversion." You don't say. Pict ures and t ext boxes will frequent ly get shoved about by t he conversion. Even m ore im port ant , m uch, if not all, of t he t em plat e form at t ing and paragraph st yles in your nonNot ebook Layout view docum ent will be lost . I n ot her words, all t hose carefully craft ed headers, bullet list s, and capt ions will m orph int o plain, everyday t ext . So, before you convert , m ake sure it 's som et hing you really want t o do. Ot herwise, it 's best j ust t o st art from scrat ch in Not ebook Layout view. That way you know what you're get t ing.

However you get t here, once you arrive in Not ebook Layout view, you see a clean new sheet ( assum ing you're st art ing wit h a new docum ent ) of lined not ebook paper. Kinda m akes you want t o t ake a pen t o your com put er screen, doesn't it ? But please, despit e t he t em pt at ion, don't scrawl " Tim m y likes Sally" or " Mr. Quackenbush is a nerd," on your com put er screen. Replacing com put er screens get s real expensive, real quick. Like m uch of Word 2008, t he Not ebook Layout view is int uit ive. As you t ype, words dance ( or spew—m ood depending) ont o t he page. You'll not ice, however, t hat each paragraph, block of t ext , or pict ure is m arked wit h a clear/ gray bubble t o it s left . The bubble is sim ilar t o t he lit t le rect angle you see in Word's Out line view (Sect ion 6.2) , but m uch easier t o use. Furt herm ore, you can t ake t hat bubble and drag ( it t urns blue) your t ext wherever you like on t he page. I n fact , t here's m uch m ore you can do wit h your t ext t han reposit ion it , and m ost of t hose capabilit ies reside on t he apt ly nam ed Not ebook Layout view St andard t oolbar, as shown in Figure 6- 3.

6 .1 .2 . Th e N ot e book La you t Toolba r The Not ebook Layout view significant ly changes t he St andard t oolbar int o som et hing t hat 's t ailored t o t he view at hand. Everyt hing you need wait s for your click on t he t oolbar or folds neat ly int o t he ever- useful Form at t ing Palet t e.

N ot e : I n addit ion t o t he t ransform at ion of t he St andard t oolbar, you'll not ice t hat m ost of Word's ot her t oolbars becom e Toolbars m enu—t hey're j ust not t here. com plet ely unavailable when you're in Not ebook Layout view. Check t he View Apparent ly, Microsoft want s t o get all possible dist ract ions out of your way when you're t aking not es. On t he ot her hand, if you're used t o using Word's m ore advanced feat ures like Change Tracking or even St yle form at t ing, you m ay find Not ebook Layout view m ore of a hindrance t han a help.

Figu r e 6 - 3 . W h e n you e n t e r t h e w or ld of N ot e book La you t vie w , t h e For m a t t in g Pa le t t e m or ph s t o pr ovide t h e a ppr opr ia t e com m a n ds. H e r e you ca n a dj u st t h e in de n t le ve l, t h e fon t , bu lle t s a n d n u m be r in g, a n d " pa pe r " st yle ; sor t you r n ot e s or a dd a foot e r ; a n d a dd ch e ck box e s t o you r n ot e book it e m s or e ve n t u r n t h e m in t o En t ou r a ge t a sk s.

POW ER USERS' CLI N I C Pe n t o Scr e e n Alt hough you can't t ake a Sharpie m arker t o your com put er screen ( well, act ually you can, but it 's not recom m ended) , t here is a way t o writ e int o Not ebook Layout view. The view support s Mac OS X's handwrit ing recognit ion program , I nk. Thus, if you have a Wacom or sim ilar pen- t ablet , you can pick up a st ylus and " writ e" in Not ebook view. I nk changes what you writ e int o t yped let t ers—t hough perhaps not always t he let t ers you int ended. To do so, connect your t ablet t o your com put er and inst all t he soft ware. Turn on handwrit ing recognit ion in t he I nk Syst em Preferences panel, cross your fingers, and you're ready t o writ e. You can also draw on your not ebook, by clicking on t he Scribble icon on t he t oolbar. Choose t he pen t hickness and color from t he pop- up m enu, and com m ence drawing. Unfort unat ely, Word doesn't convert charact ers drawn t his way int o let t ers. They appear as Aut oShapes ( see t he box on Sect ion 6.1.3.1 for t he full st ory) .

Appea ra nce . Click here t o choose t he " paper" st yle for your not ebook. I f you find t hose binder rings get in your way while you're writ ing ( left - handed, perhaps?) , select one of t he Wit hout Not ebook Rings st yles.

Scr ibble. A pen icon represent s t he Scribble t ool. Click here t o t urn your m ouse int o a pen wit h which you can draw on your docum ent . The cursor changes t o look like a pen. Press and hold t he m ouse but t on t o draw. Scribble's convenient for drawing quick graphical m arks, such as arrows, or circling im port ant sect ions of your docum ent , but it 's a t ad t oo cum bersom e t o writ e m ore t han a word or t wo. The pop- up m enu beside t he Scribble icon present s t hickness opt ions for your pen's point , and you can also choose an ink color on t he palet t e t hat pops beside each pen t hickness. The Scribble pop- up m enu has t he following opt ions: —Fin e Poin t . Draws a t hin line. You can also click t he arrow t o t he right and choose a color. —Ve r y Fin e Poin t . You guessed it —draws an even t hinner line. Again, click t he arrow t o t he right for your color perusing enj oym ent . —M e diu m Poin t. The point of choice for t hose who like fat pens.

Er a se r. The Eraser rem oves Aut oShapes drawn wit h t he Scribble t ool. I t 's very sim ple. Click t he Eraser, and t hen click t he obj ect t o rem ove it . Fast er t han a Red Sox World Series sweep, and way easier.

Se le ct Obj e ct s. Click t he Select Obj ect s icon, and drag over an area t o select any obj ect s wit hin it . You'll find t his especially useful when you need t o select a group of obj ect s or when you've sent an obj ect behind t he t ext , m aking it difficult t o select .

Audio . Clicking t he m icrophone displays t he Audio Not es t oolbar. Using t his t oolbar, you can m ake your com put er t ake dict at ion. For m ore det ails, see Sect ion 6.1.4.2.

Qu ick Se a r ch. As described in Figure 6- 4, t he Quick Search is a very useful t ool t hat cut s t he clicks from t hought t o locat ed word.

Figu r e 6 - 4 . W h e n you 'r e n ot e book in g it , t h e N ot e book La you t vie w 's St a n da r d t oolba r r e pla ce s W or d's St a n da r d t oolba r . On e of it s m ost con ve n ie n t t ools is t h e Qu ick Se a r ch w in dow . Click in t h e w in dow , t ype in you r se a r ch t e r m s, pr e ss Re t u r n , a n d W or d bu zze s t h r ou gh t h e docu m e n t , r oot in g ou t e ve r y occu r r e n ce in t h is se ct ion .

6 .1 .3 . Or ga n izin g You r N ot e s Not ebook Layout view com es int o it s own when you're eit her t aking not es on your lapt op during a m eet ing or t rying t o get your arm s around t hat huge proj ect t hat you and your fellow visionaries brainst orm ed. I t 's not a view you'll oft en use when com posing your rom ance novel. But t hat 's okay; Not ebook does what it does pret t y darn well, by aut om at ically and clearly applying out line levels t o every t hought you t ype.

POW ER USERS' CLI N I C W h a t 's Th a t Pe n D oin g? The pen act ually draws a shape t hat you can subsequent ly select and drag t o new locat ions or even resize. On t he one hand t hat 's great , giving you gobs of flexibilit y. On t he ot her hand, it 's not so great . Since t he shape is, in essence, a hand- drawn pict ure, Word t reat s it as one. For exam ple, if you circle a word, you'll find t hat t he word disappears because t he shape is now in front of it . To place it behind, Cont rol- click ( or right - click) t he shape and Behind Text from t he short cut m enu; or choose Form at choose Arrange Aut oShape, click t he Layout t ab, and t hen m ove t he shape " Behind Text ." A bit count erint uit ive, no? Of course, if you have t he Aut oShape's Fill propert ies set t o " no fill," you won't have t hese problem s. You'll be able t o spot t he word t hrough your circle. The shape you've drawn is like any Word Aut oShape—it 's a drawing obj ect , and you can form at it like one. To form at t he shape, choose Form at Aut oShape. The Form at dialog box ( see Sect ion 8.2.5.9) opens, where you can choose how t ext will flow around t he shape, whet her it will reside in front of or behind t he t ext , and all t he ot her fam iliar form at t ing feat ures.

The cool t hing about all t his leveling business is t he flexibilit y it provides when you're viewing and organizing your Not ebook docum ent . I f a heading, any heading, in t he docum ent has subheadings beneat h it , Word t ags t he heading wit h a big blue flippy t riangle, as shown in Figure 6- 5. You can click t his t riangle t o expose or hide t he subheadings.

N ot e : Levels are kind of like golf. The lower t he num ber, t he bet t er ( m ore im port ant ) t he level. Level 1 is t he highest level, level 2 is next , and so on.

6 .1 .3 .1 . Se t t in g Te x t Le ve ls w it h t h e Ke yboa r d a n d M ou se You can set t ext levels wit h various com binat ions of t he Tab key, as described below. You can, of course, highlight t ext and drag it wit h t he m ouse, j ust like any ot her t ext , but you m ay find it quicker t o learn a few short cut s and never t ake your hands off t he keys as t he ideas com e gushing out .

Tab or Con t r ol- Sh ift - Righ t a r r ow . These com m ands dem ot e t he t ext one level of im port ance and t uck it neat ly beneat h t he t ext above it . You can also use your m ouse t o drag t he not e bubble t o t he right .

Sh ift - Ta b or Con t r ol- Sh ift - Le ft a r r ow . These com m ands prom ot e t he t ext one level, m oving it back out t oward t he m argin, where it em s of great er im port ance reside. You can also use your m ouse t o drag t he not e bubble t o t he left .

Cont rol- Ta b . I ndent s t he first line of t ext one t ab wit hout changing t he level.

Figu r e 6 - 5 . You ca n e x pa n d or colla pse t h e su bh e a din gs in you r N ot e book . At t op, h e a din gs a r e colla pse d, displa yin g on ly t h e t op- le ve l t e x t . Aft e r click in g t h e flippy t r ia n gle , t h e su bh e a din gs pop ou t , a s sh ow n a t bot t om . As you ca n se e h e r e , it 's possible t o h a ve se ve r a l le ve ls of e m be dde d h e a din gs. W h e r e ve r t h e r e a r e su bh e a din gs, you 'll se e t h e r e n ow n e d flippy t r ia n gle —t h ou gh it disa ppe a r s on ce you click it t o e x pa n d t h e t opic. M ou se ove r t h a t t opic a ga in , a n d t h e t r ia n gle r e a ppe a r s.

Con t r ol- Sh ift - Up a r r ow . Moves t he select ed paragraph up. Not e t hat t his keyst roke physically m oves t he paragraph; it m ay change it s not e level as well, depending on t he paragraph above it .

Con t r ol- Sh ift - D ow n a r r ow . Moves t he select ed paragraph down, again wit hout changing it s not e level.

Cont r ol- Shift - A. Expands all t ext under all headings. Great if you want t o see everyt hing you've writ t en.

Con t r ol- Sh ift - < n u m be r > . Displays t he select ed not e level. For exam ple, Cont rol- Shift - 1 displays all t he Level 1 not es.

6 .1 .3 .2 . Se t t in g Te x t Le ve ls w it h t h e For m a t t in g Pa le t t e I f you prefer clicking but t ons t o elevat e or reduce t he im port ance of t ext t he Not e Levels sect ion of t he

Form at t ing Palet t e is at your disposal. To open Not e Levels, click t he Not e Levels t it le bar. To prom ot e t ext ( raise it 's level) , click anywhere in t he t ext line, and t hen click t he Prom ot e icon. To dem ot e t he t ext , click in t he t ext line and click t he Dem ot e icon. I f you need t o dem ot e or prom ot e t ext several levels, it 's easier t o use t he level pop- up m enu on t he Not e Level sect ion. Just click t he arrow t o t he right of t he level window and t hen click t he level you desire. You can also press Tab ( t o dem ot e) or Shift - Tab ( t o prom ot e) , as described earlier. Keep pressing unt il you reach t he desired level. ( Addit ionally, you can press Tab or Shift - Tab befor e t yping a heading.) The Move Up and Move Down icons don't change a level's level, so t o speak, but rat her alt er t he posit ion of t he t ext on t he page, one line at a t im e. I f you want t o m ove t he t ext up, select it and click Move Up. You can do t he sam e t hing by clicking on t he clear/ gray bubble t o t he left of t he t ext and dragging it t o t he new posit ion.

6 .1 .3 .3 . Sor t in g H e a din gs As you've probably gat hered by now, t here are m yriad ways t o sort your headings and organize and reorganize your not es. You can drag not es ( and obj ect s) , prom ot e and dem ot e headers, and m ove t hem up and down. I t 's cool, it 's easy, and it 's fast . What 's even fast er is Not ebook's abilit y t o sort your dat a via t he sort ing funct ion t hat 's added t o t he Form at t ing palet t e whenever you work in Not ebook Layout view. Select t he sect ion ( see Sect ion 3.6.1) you wish t o sort ( t he sort ing com m ands sort a sect ion or a select ion, not t he ent ire docum ent ) , open t he Sort ing pane by clicking Sort ing t it le bar, and click eit her Ascending or Descending.

N ot e : Unless you collapse a header before sort ing, Word m oves t he header wit hout it s subheadings.

Ascending sort s from t he t op of t he page t o t he bot t om , 1 t hrough 9, t hen A t hrough Z. For exam ple, it would place a heading beginning wit h " Aplom b," before a heading beginning wit h " Zealot ."

Descending sort s from t he t op of t he page t o t he bot t om , Z t hrough A, t hen 9 t hrough 1.

6 .1 .4 . Pla cin g N ot e s Be side You r N ot e s Okay, you've organized your not es int o som e form of logic. Everyt hing t o do wit h t he com pany part y is list ed under t he Level 1 heading of Com pany Part y, and all t hings pert aining t o t he boss's favorit e client is t ucked under t he client 's nam e. But what if you have som e quest ions about it em s in bot h cat egories, need t o rem ind yourself t o order t he part y food, and prepare a report for t hat num ber one client , and j ust keep in m ind what is what , and set priorit ies for bot h? There are t wo ways of quickly t ransform ing your not es int o a t o- do list : t he Not e Flags feat ure in Not ebook Layout view, or by m arshalling t he forces of Ent ourage.

6 .1 .4 .1 . Fla ggin g Act ion I t e m s The Not e Flags panel of t he Form at t ing Palet t e has a pop- up m enu t hat list s checkboxes and ot her it em s for j ust about every flagging purpose. Place a flag in t he m argin next t o anyt hing in your not ebook by first clicking t he t ext ( anywhere in t he t ext line) , and t hen select ing t he flag from t he list . To rem ove t he flag, select it again in t he Form at t ing Palet t e.

N ot e : You can't apply a flag t o a graphic. I f you select a graphic, t he Form at t ing Palet t e no longer includes t he Not e Flags sect ion. You m ay, however, click a line near t he graphic and place your flag t here.

The obvious checkboxes are great for placing beside it em s on your Not ebook list . Once placed, you can click t he box t o place a check in it . So, aft er you've finished t hat st ep in t he proj ect , you can check it off. I nst ant gr at ificat ion!

6 .1 .4 .2 . I m por t a n t En ou gh t o Tr a ck in En t ou r a ge ? Pret t y icons beside your not es are all well and good, but what if you want t o t ake your rem inder out of Word and int o t he real world? I f you use Ent ourage t o organize your life, you could launch t hat program and st art a new t ask. Fort unat ely, t here's no need t o subj ect yourself t o t hat kind of st rain. Just click Creat e Ent ourage Task in t he Not e Flags sect ion of t he Form at t ing Palet t e. Doing so opens a dialogue box where you can set t he dat e and t im e when you wish t o be rem inded of t he select ed t ask. This cross- program feat ure is a great t im esaver and an ideal way t o follow up on t he not es t hat you t ook at yest erday's m eet ing. Sim ply click in t he line of t ext you wish t o rem em ber, let 's say " Prep sales report for Olsen by Tuesday noon," click Creat e Ent ourage Task, and set an appropriat e rem inder, for, say Tuesday m orning.

6 .1 .5 . Typin g Le ss w it h Au dio N ot e s Hey, t hat 's what everyone want s t o do. Spend a lit t le less t im e clacking on t he keyboard and a lit t le m ore t im e living a privat e version of t he Corona com m ercials. Well, Not ebook Layout view can't deliver a cold one t o your ham m ock, but it can get your hands off t he keyboard wit h t he Audio Not es t oolbar and it s capabilit ies. For exam ple, you're sit t ing in t hat t hree- hour, Monday night sociology class. Just call up Word, open a new docum ent in Not ebook Layout view, t urn on Audio Not es, and let it run. Then, as you t ype not es, Word aut om at ically insert s icons t hat link t o an audio snippet of what ever it was recording when you were t yping. The beaut y of t his arrangem ent is t hat you don't have t o worry about t yping every word t he professor drones. Just t ype m ain point s; you can click and list en t o t he recording t o refresh your m em ory lat er. You can also link audio not es t o previously writ t en t ext —som et hing t hat 's convenient if you want ed t o connect a com plex descript ion t o a point t hat you briefly t ouched on in your writ t en not es. This feat ure is really designed for lapt op Not ebook not e- t akers, but works on any Mac wit h a built - in m ic ( like iMacs) or wit h an at t ached ext ernal m ic ( like a Mac Pro) . Just be sure t o grab a chair near a power out let when you cart your Mac Pro int o class. Here's how t o ent er your audio not es and list en t o t hem lat er.

6 .1 .5 .1 . En t e r in g a n Au dio N ot e To ent er an audio not e, click in t he t ext where you wish t o insert t he audio not e, click t he m icrophone t o display t he Audio Not es t oolbar, click t he Record but t on, and st art speaking ( or you m ay need t o st op t alking so t hat your m icrophone can hear t he im port ant st uff) . Or, j ust click t he m icrophone and t ype away. Word aut om at ically creat es new audio not es every few lines. Click St op ( t he blue square on t he Audio Not es t oolbar) when you wish t o st op recording. When you pass t he cursor over t he t ext , t he blue speaker pops int o t he left m argin.

N ot e : Choose Word Preferences Audio Not es t o adj ust t he recording qualit y for your not es. Word's st andard set t ing of Medium qualit y produces m onaural MP4 files at a relat ively low sam ple rat e—perfect for voice recording or lect ure not es. I f you require higher qualit y, or have at t ached a st ereo m icrophone ( t he built - in m ic in your lapt op is m ono) , you m ay want t o increase t he qualit y set t ings. However, higher- qualit y m eans your not es t ake up m ore—perhaps m uch m ore—space on your hard drive.

6 .1 .5 .2 . List e n in g t o a n Au dio N ot e To list en t o a not e, click t he blue speaker icon, which pops up in t he left m argin of t he page as you m ouse over not at ed t ext . Your recording fills t he air, and if you wish it t o fill a lit t le m ore or less, you can adj ust your Mac's out put volum e using t he volum e cont rol near t he right end of your m enu bar or by choosing Syst em Preferences Sound Out put . You'll find m ore playback cont rols in t he Audio Not es t oolbar, convenient ly described below. To display t he t oolbar, click t he Audio t oolbar icon. The t oolbar, as shown in Figure 6- 6, insert s it self beneat h t he st andard t oolbar.

Figu r e 6 - 6 . Th e Au dio N ot e s t oolba r ( sh ow n h e r e divide d in h a lf t o fit on t h e pa ge ) pr ovide s t h e con t r ols n e e de d t o in se r t sou n d in t o you r docu m e n t . Ke e p a n e ye on t h e Size m e a su r e a s you r e cor d: la r ge r file s t a k e lon ge r t o sa ve a n d e m a il.

T ip : Perhaps you'd like t o share your capt ured verbal brilliance wit h som eone who doesn't have access t o your com put er. Audio Don't worry, Word 2008 has you covered. You can export your audio not es t o anot her m edium . Choose Tools Not es Export Audio. Word export s all t he audio in t he not ebook docum ent as an MP4, AI FF, or WAV file ( depending on your Audio Not es Preferences set t ings) t o a locat ion of your choosing. Aft er you've done t hat , you can burn t he file t o a CD or t ransfer it t o your iPod and t ake it wherever you like. I t 's a dream com e t rue for t hose folks who t ruly like t o hear t hem selves t alk.

The Audio Not es Toolbar includes several funct ions:

Re cor din g St a t u s. Locat ed on t he far left of t he t oolbar, t he st at us bar shows whet her you're in St anding By ( or playing) or Recording m ode.

Volu m e . The Volum e bar m easures how loudly t he com put er hears you ( or what ever it 's hearing) . For exam ple, if you clap, t he bar spikes ( swings t o t he right ) . I f you get really quiet , cent ering yourself in t hat peaceful place t hat only you know, t he bar set t les t o t he left …at least unt il your kids st orm exuberant ly int o t he room .

I n pu t Volu m e. The input volum e slider set s t he input volum e. Move it t o t he left if you're loud ( or a close t alker) , m ove it t o t he right if you have a soft voice or are recording your professor in a classroom .

Re cor din g Bu t t on . As you m ight expect , t he recording but t on st art s t he recording process. Click it t o

st art recording t he lect ure, or t alk norm ally ( unless your " norm ally" m eans whispering or m um bling) . Wat ch t he size display on t he right of t he t oolbar as you t alk t o see how m uch hard- drive space you're eat ing up.

Pa u se Bu t t on . Pauses t he recording. Use it if you eit her wish t o ret urn lat er t o add t o your audio not e, if t he cat has your t ongue, or if your professor launches int o one of his int erm inable digressions about how t hings were when he was in college. Pausing t he recording let s you add m ore m at erial t o t he sam e recording when you resum e. I f you click t he St op but t on, you'll need t o st art a new recording.

Stop . St ops t he current recording.

Pla y . The Play but t on plays t he select ed recording. A sm all speaker t hat appears as you pass your m ouse over it designat es an audio not e. Select an audio not e and click Play t o hear it . Double- clicking t he speaker also st art s playback.

Slide r . This sm all bar t racks t he progress of t he current ly playing audio not e. You can also slide t he slider anywhere in t he window t o begin t he audio not e at t hat point . That t rick can be quit e useful if you left a cont act phone num ber at t he very end of a 30- second m essage. Skip t o it st raight away—j ust place t he slider near t he end and click Play.

T ip : Alt hough t he blue speaker pops up whenever you pass your m ouse over an audio not e, it 's m uch easier t o draw at t ent ion t o t he not e wit h a line of t ext such as, " Monday m eet ing," or what ever. Click Show All Audio Markers in t he st at us bar at t he bot t om of t he window t o display all t he speaker icons. Now you can spot t hem wit hout m ousing around.

6 .1 .6 . M a n ipu la t in g N ot e book Se ct ion s By now you're a pro at put t ing words ont o not ebook pages. I t 's also im port ant t o underst and how t o m anipulat e t he pages t hem selves, specifically how t o m ake changes t o ent ire sect ions by adding im provem ent s such as headers, foot ers, or rem oving t he charact erist ic lined paper look. Not ebook Layout view pages, referred t o as sect ions, are an im port ant organizat ional t ool.

N ot e : Not ebook pages really aren't —pages, t hat is. The Not ebook Layout 's sect ions are cont inuous sheet s of paper, kind of like a Web page. I n fact , you can't insert a page break int o a not ebook. I f you convert t he not ebook t o a different Word view, such as Draft or Print Layout , you'll see t hat , behind t he scenes, Word delineat es each t abbed sect ion wit h a sect ion break ( Sect ion 4.2.1.4 ) .

6 .1 .6 .1 . La be lin g Se ct ion s A t it le resides at t he t op of each sect ion. I nit ially—because Word 2008 can't read your m ind—it 's blank ( t he t it le, not your m ind) , but you can fill it in by clicking in t he t it le block ( as shown in Figure 6- 7) , and t yping what ever you wish. This label doesn't , however, change t he t it le on t he t ab locat ed on t he right of t he not ebook page. To change t hese t ab t it les, double- click t he t ab, t ype your new t ab t it le, and press Ret urn. Reordering t he sect ions of your not ebook is sim ple. Click on a sect ion t ab and drag it t o it s new locat ion.

Figu r e 6 - 7 . I t 's a good ide a t o r e n a m e you r se ct ion s t o som e t h in g u se fu l. D a t e s a r e a good ide a , a s a r e ca t e gor ie s. Con t r ol- click a t a b t o br in g u p t h is m e n u for a ddin g, de le t in g, r e n a m in g, or color codin g you r se ct ion t a b—or j u st dou ble - click a t a b a n d st a r t t ypin g t o r e n a m e it .

6 .1 .6 .2 . To Lin e or N ot t o Lin e Not ebook Layout view's fact ory set t ings include lined paper. I t 's a curious, if underst andable, decision by Microsoft . Curious, because on a com put er, you don't need lines t o keep your writ ing even; underst andable, because it 's a not ebook view, and t he lines m ake your com put er screen look like a not ebook. Text is posit ioned exact ly bet ween t he lines, so if you increase t he space bet ween t he lines ( using t he Rule Lines pane of t he Form at t ing Palet t e) , you'll increase t he space bet ween each line of t ext . You can choose whet her t he lines appear on t he page or not in t he Rule Lines sect ion of t he Form at t ing Palet t e. You can choose St andard or None from t he St yle m enu.

St a n da r d. This fact ory set t ing gives each page lines t hat look like not ebook paper, wit h t ext spaced bet ween t he lines. I t 's great m ost of t he t im e you're in Not ebook view, because it rem inds you you're supposed t o be, well, t aking not es.

N on e . Rem oves all t he lines. I f t he lines bug you, choose t his set t ing and get a clean sheet of paper on which t o t ype.

A separat e m enu, D ist a n ce, set s t he spacing bet ween t he lines, in point s ( Sect ion 3.2.2) . Obviously, t he larger t he num ber, t he great er t he spacing.

6 .1 .6 .3 . N u m be r in g Pa ge s

Oddly enough, you can choose t o num ber your not ebook pages in a foot er, even t hough you'll only see t his page num ber when you print your not ebook, click Print Preview, or swit ch t o anot her view, such as Print Layout view. Num bering is a good idea if you int end t o print your docum ent , so you'll know you've got all t he pages in t he correct order. To include page num bers, click t he flippy t riangle next t o Foot er in t he Form at t ing Palet t e. The foot er opt ions are eit her None ( no foot er) , or Page Num bers. Choosing Page Num bers plops t hem at t he bot t om of your pages. You can also choose t o have Word begin renum bering t he pages wit h each new t abbed sect ion.

Ch a pt e r 6 . W or k in g w it h N ot e book s, Ou t lin in g, a n d M a st e r D ocu m e n t s Have you ever sat down at your Mac and pounded out a polished whit e paper, 25- page essay, or com plet e novel in one sm oot h pass, your words flowing logically from st art t o finish? Probably not . Thought s oft en com e in fragm ent s, and t hese shards of logic form t he foundat ion for annual report s, t erm papers, and books. Microsoft underst ands, and provides t ools for bet t er capt uring and organizing t hose t hought s. Ent er Word's Out liner and it s spin- offs t he Docum ent Map, Mast er Docum ent s, and t he Not ebook Layout view. Out lining is sim ply a way of organizing your ideas, and Not ebook view is a great t ool for capt uring t hose ideas, rearranging t hem , and even voice- recording your t hought s. As your docum ent grows and reaches com plet ion, t he Docum ent Map—which resides in Word's Navigat ion Pane—let s you fly t hrough it , easily locat ing t he page you're looking for from am ong t he ot her 147, and Mast er Docum ent let s you and your co- workers creat e t he m ot her of all docum ent s.

N ot e : Not ebook layout is a curious hybrid t o be sure. On one hand, it appears t hat Microsoft want ed t o m ake a ut ilit y t hat works as t he hum an brain does—a way t o capt ure your st ray t hought s on " paper." Unfort unat ely, it lacks t he ease of use and advanced feat ures of a full- fledged not e- t aking and organizat ional t ool, like Circus Ponies' Not eBook, or t he dept h of word processing ease available in ot her Word views. But hey, it 's a st ep in t he right direct ion.

6 .1 . N ot e book La you t Vie w From it s binder- like appearance t o it s abilit y t o t ake " dict at ion," Not ebook Layout view is Microsoft 's at t em pt t o let your com put er work as you do. To t hat end, t hey designed som et hing where you can t ake not es quickly and rearrange t hem as you wish.

6 .1 .1 . Ope n in g You r N ot e book Choose File Proj ect Gallery, click t he Word Not ebook icon, and begin t yping. Each new block of t ext st art s out as Not e Level 1, as you can see by a quick glance at t he Form at t ing Palet t e. By hit t ing Tab, you can indent t ext under a heading t o indicat e t hat it applies t o, and should be grouped wit h, t hat header, as shown in Figure 6- 1 . This is great st uff when t aking not es in class, at a m eet ing, or j ust capt uring concept s from your head. Addit ionally, you can click t he lit t le but t on t o t he left of each block of t ext and m ove it wherever you want on t he page.

Figu r e 6 - 1 . Top: As you t ype in t o a fr e sh ly cr e a t e d N ot e book docu m e n t , t e x t flow s on t o t h e pa ge a u t om a t ica lly se t t o N ot e Le ve l 1 . Bot t om : Aft e r you fin ish t h e se n t e n ce or t h ou gh t , pr e ss Re t u r n , a n d t h e n Ta b, t o in de n t t h e n e x t se ct ion of t e x t , sh ow n a t ce n t e r . Pr e ssin g Sh ift - Ta b m ove s t h e in de n t ba ck t ow a r d t h e le ft —pr om ot in g t h e lin e t o a h igh e r le ve l of im por t a n ce .

I f you already have a non- Not ebook Word docum ent in front of you, select View Not ebook Layout t o open Not ebook Layout view. Alt ernat ely, you can click t he Not ebook Layout view I con ( it 's t he right - m ost of t he view icons) at t he bot t om left of your page. Or, for t he keyboard- and short cut - crazed am ong you, Opt ion- - B also t akes you t o t he Not ebook Layout view. However you invoke t he view, t he first t hing you see on your Not ebook Layout view j ourney is t he pop- up m essage shown in Figure 6- 2.

Figu r e 6 - 2 . I f you con ve r t a r e gu la r docu m e n t t o N ot e book La you t vie w , in se r t e d pict u r e s m a y ge t slosh e d a r ou n d or colu m n s r e or ga n ize d. You ca n r e t u r n t o you r pr e viou s vie w bu t t h a t w on 't u n do t h e ch a n ge s w r ou gh t by t h e N ot e book vie w t o pa r a gr a ph st yle s, h e a de r s, foot e r s, a n d so on .

UP TO SPEED W h e r e D id M y For m a t t in g Go? Not ebook Layout is a possessive view, and doesn't t ake kindly t o ot her int ruding views. I t likes it best when you begin in Not ebook Layout and st ay t here. When you change from ot her views t o Not ebook Layout , several t hings happen. Right off t he bat Word asks if, in essence, you're really sure you want t o do t his. I t opens a box asking if you wish t o st art a new, Not ebook Layout view docum ent , or convert t he exist ing one (Figure 6- 2 ) . I t t hen adds, alm ost in a whisper, " Som e form at t ing m ay be lost in t he conversion." You don't say. Pict ures and t ext boxes will frequent ly get shoved about by t he conversion. Even m ore im port ant , m uch, if not all, of t he t em plat e form at t ing and paragraph st yles in your nonNot ebook Layout view docum ent will be lost . I n ot her words, all t hose carefully craft ed headers, bullet list s, and capt ions will m orph int o plain, everyday t ext . So, before you convert , m ake sure it 's som et hing you really want t o do. Ot herwise, it 's best j ust t o st art from scrat ch in Not ebook Layout view. That way you know what you're get t ing.

However you get t here, once you arrive in Not ebook Layout view, you see a clean new sheet ( assum ing you're st art ing wit h a new docum ent ) of lined not ebook paper. Kinda m akes you want t o t ake a pen t o your com put er screen, doesn't it ? But please, despit e t he t em pt at ion, don't scrawl " Tim m y likes Sally" or " Mr. Quackenbush is a nerd," on your com put er screen. Replacing com put er screens get s real expensive, real quick. Like m uch of Word 2008, t he Not ebook Layout view is int uit ive. As you t ype, words dance ( or spew—m ood depending) ont o t he page. You'll not ice, however, t hat each paragraph, block of t ext , or pict ure is m arked wit h a clear/ gray bubble t o it s left . The bubble is sim ilar t o t he lit t le rect angle you see in Word's Out line view (Sect ion 6.2) , but m uch easier t o use. Furt herm ore, you can t ake t hat bubble and drag ( it t urns blue) your t ext wherever you like on t he page. I n fact , t here's m uch m ore you can do wit h your t ext t han reposit ion it , and m ost of t hose capabilit ies reside on t he apt ly nam ed Not ebook Layout view St andard t oolbar, as shown in Figure 6- 3.

6 .1 .2 . Th e N ot e book La you t Toolba r The Not ebook Layout view significant ly changes t he St andard t oolbar int o som et hing t hat 's t ailored t o t he view at hand. Everyt hing you need wait s for your click on t he t oolbar or folds neat ly int o t he ever- useful Form at t ing Palet t e.

N ot e : I n addit ion t o t he t ransform at ion of t he St andard t oolbar, you'll not ice t hat m ost of Word's ot her t oolbars becom e Toolbars m enu—t hey're j ust not t here. com plet ely unavailable when you're in Not ebook Layout view. Check t he View Apparent ly, Microsoft want s t o get all possible dist ract ions out of your way when you're t aking not es. On t he ot her hand, if you're used t o using Word's m ore advanced feat ures like Change Tracking or even St yle form at t ing, you m ay find Not ebook Layout view m ore of a hindrance t han a help.

Figu r e 6 - 3 . W h e n you e n t e r t h e w or ld of N ot e book La you t vie w , t h e For m a t t in g Pa le t t e m or ph s t o pr ovide t h e a ppr opr ia t e com m a n ds. H e r e you ca n a dj u st t h e in de n t le ve l, t h e fon t , bu lle t s a n d n u m be r in g, a n d " pa pe r " st yle ; sor t you r n ot e s or a dd a foot e r ; a n d a dd ch e ck box e s t o you r n ot e book it e m s or e ve n t u r n t h e m in t o En t ou r a ge t a sk s.

POW ER USERS' CLI N I C Pe n t o Scr e e n Alt hough you can't t ake a Sharpie m arker t o your com put er screen ( well, act ually you can, but it 's not recom m ended) , t here is a way t o writ e int o Not ebook Layout view. The view support s Mac OS X's handwrit ing recognit ion program , I nk. Thus, if you have a Wacom or sim ilar pen- t ablet , you can pick up a st ylus and " writ e" in Not ebook view. I nk changes what you writ e int o t yped let t ers—t hough perhaps not always t he let t ers you int ended. To do so, connect your t ablet t o your com put er and inst all t he soft ware. Turn on handwrit ing recognit ion in t he I nk Syst em Preferences panel, cross your fingers, and you're ready t o writ e. You can also draw on your not ebook, by clicking on t he Scribble icon on t he t oolbar. Choose t he pen t hickness and color from t he pop- up m enu, and com m ence drawing. Unfort unat ely, Word doesn't convert charact ers drawn t his way int o let t ers. They appear as Aut oShapes ( see t he box on Sect ion 6.1.3.1 for t he full st ory) .

Appea ra nce . Click here t o choose t he " paper" st yle for your not ebook. I f you find t hose binder rings get in your way while you're writ ing ( left - handed, perhaps?) , select one of t he Wit hout Not ebook Rings st yles.

Scr ibble. A pen icon represent s t he Scribble t ool. Click here t o t urn your m ouse int o a pen wit h which you can draw on your docum ent . The cursor changes t o look like a pen. Press and hold t he m ouse but t on t o draw. Scribble's convenient for drawing quick graphical m arks, such as arrows, or circling im port ant sect ions of your docum ent , but it 's a t ad t oo cum bersom e t o writ e m ore t han a word or t wo. The pop- up m enu beside t he Scribble icon present s t hickness opt ions for your pen's point , and you can also choose an ink color on t he palet t e t hat pops beside each pen t hickness. The Scribble pop- up m enu has t he following opt ions: —Fin e Poin t . Draws a t hin line. You can also click t he arrow t o t he right and choose a color. —Ve r y Fin e Poin t . You guessed it —draws an even t hinner line. Again, click t he arrow t o t he right for your color perusing enj oym ent . —M e diu m Poin t. The point of choice for t hose who like fat pens.

Er a se r. The Eraser rem oves Aut oShapes drawn wit h t he Scribble t ool. I t 's very sim ple. Click t he Eraser, and t hen click t he obj ect t o rem ove it . Fast er t han a Red Sox World Series sweep, and way easier.

Se le ct Obj e ct s. Click t he Select Obj ect s icon, and drag over an area t o select any obj ect s wit hin it . You'll find t his especially useful when you need t o select a group of obj ect s or when you've sent an obj ect behind t he t ext , m aking it difficult t o select .

Audio . Clicking t he m icrophone displays t he Audio Not es t oolbar. Using t his t oolbar, you can m ake your com put er t ake dict at ion. For m ore det ails, see Sect ion 6.1.4.2.

Qu ick Se a r ch. As described in Figure 6- 4, t he Quick Search is a very useful t ool t hat cut s t he clicks from t hought t o locat ed word.

Figu r e 6 - 4 . W h e n you 'r e n ot e book in g it , t h e N ot e book La you t vie w 's St a n da r d t oolba r r e pla ce s W or d's St a n da r d t oolba r . On e of it s m ost con ve n ie n t t ools is t h e Qu ick Se a r ch w in dow . Click in t h e w in dow , t ype in you r se a r ch t e r m s, pr e ss Re t u r n , a n d W or d bu zze s t h r ou gh t h e docu m e n t , r oot in g ou t e ve r y occu r r e n ce in t h is se ct ion .

6 .1 .3 . Or ga n izin g You r N ot e s Not ebook Layout view com es int o it s own when you're eit her t aking not es on your lapt op during a m eet ing or t rying t o get your arm s around t hat huge proj ect t hat you and your fellow visionaries brainst orm ed. I t 's not a view you'll oft en use when com posing your rom ance novel. But t hat 's okay; Not ebook does what it does pret t y darn well, by aut om at ically and clearly applying out line levels t o every t hought you t ype.

POW ER USERS' CLI N I C W h a t 's Th a t Pe n D oin g? The pen act ually draws a shape t hat you can subsequent ly select and drag t o new locat ions or even resize. On t he one hand t hat 's great , giving you gobs of flexibilit y. On t he ot her hand, it 's not so great . Since t he shape is, in essence, a hand- drawn pict ure, Word t reat s it as one. For exam ple, if you circle a word, you'll find t hat t he word disappears because t he shape is now in front of it . To place it behind, Cont rol- click ( or right - click) t he shape and Behind Text from t he short cut m enu; or choose Form at choose Arrange Aut oShape, click t he Layout t ab, and t hen m ove t he shape " Behind Text ." A bit count erint uit ive, no? Of course, if you have t he Aut oShape's Fill propert ies set t o " no fill," you won't have t hese problem s. You'll be able t o spot t he word t hrough your circle. The shape you've drawn is like any Word Aut oShape—it 's a drawing obj ect , and you can form at it like one. To form at t he shape, choose Form at Aut oShape. The Form at dialog box ( see Sect ion 8.2.5.9) opens, where you can choose how t ext will flow around t he shape, whet her it will reside in front of or behind t he t ext , and all t he ot her fam iliar form at t ing feat ures.

The cool t hing about all t his leveling business is t he flexibilit y it provides when you're viewing and organizing your Not ebook docum ent . I f a heading, any heading, in t he docum ent has subheadings beneat h it , Word t ags t he heading wit h a big blue flippy t riangle, as shown in Figure 6- 5. You can click t his t riangle t o expose or hide t he subheadings.

N ot e : Levels are kind of like golf. The lower t he num ber, t he bet t er ( m ore im port ant ) t he level. Level 1 is t he highest level, level 2 is next , and so on.

6 .1 .3 .1 . Se t t in g Te x t Le ve ls w it h t h e Ke yboa r d a n d M ou se You can set t ext levels wit h various com binat ions of t he Tab key, as described below. You can, of course, highlight t ext and drag it wit h t he m ouse, j ust like any ot her t ext , but you m ay find it quicker t o learn a few short cut s and never t ake your hands off t he keys as t he ideas com e gushing out .

Tab or Con t r ol- Sh ift - Righ t a r r ow . These com m ands dem ot e t he t ext one level of im port ance and t uck it neat ly beneat h t he t ext above it . You can also use your m ouse t o drag t he not e bubble t o t he right .

Sh ift - Ta b or Con t r ol- Sh ift - Le ft a r r ow . These com m ands prom ot e t he t ext one level, m oving it back out t oward t he m argin, where it em s of great er im port ance reside. You can also use your m ouse t o drag t he not e bubble t o t he left .

Cont rol- Ta b . I ndent s t he first line of t ext one t ab wit hout changing t he level.

Figu r e 6 - 5 . You ca n e x pa n d or colla pse t h e su bh e a din gs in you r N ot e book . At t op, h e a din gs a r e colla pse d, displa yin g on ly t h e t op- le ve l t e x t . Aft e r click in g t h e flippy t r ia n gle , t h e su bh e a din gs pop ou t , a s sh ow n a t bot t om . As you ca n se e h e r e , it 's possible t o h a ve se ve r a l le ve ls of e m be dde d h e a din gs. W h e r e ve r t h e r e a r e su bh e a din gs, you 'll se e t h e r e n ow n e d flippy t r ia n gle —t h ou gh it disa ppe a r s on ce you click it t o e x pa n d t h e t opic. M ou se ove r t h a t t opic a ga in , a n d t h e t r ia n gle r e a ppe a r s.

Con t r ol- Sh ift - Up a r r ow . Moves t he select ed paragraph up. Not e t hat t his keyst roke physically m oves t he paragraph; it m ay change it s not e level as well, depending on t he paragraph above it .

Con t r ol- Sh ift - D ow n a r r ow . Moves t he select ed paragraph down, again wit hout changing it s not e level.

Cont r ol- Shift - A. Expands all t ext under all headings. Great if you want t o see everyt hing you've writ t en.

Con t r ol- Sh ift - < n u m be r > . Displays t he select ed not e level. For exam ple, Cont rol- Shift - 1 displays all t he Level 1 not es.

6 .1 .3 .2 . Se t t in g Te x t Le ve ls w it h t h e For m a t t in g Pa le t t e I f you prefer clicking but t ons t o elevat e or reduce t he im port ance of t ext t he Not e Levels sect ion of t he

Form at t ing Palet t e is at your disposal. To open Not e Levels, click t he Not e Levels t it le bar. To prom ot e t ext ( raise it 's level) , click anywhere in t he t ext line, and t hen click t he Prom ot e icon. To dem ot e t he t ext , click in t he t ext line and click t he Dem ot e icon. I f you need t o dem ot e or prom ot e t ext several levels, it 's easier t o use t he level pop- up m enu on t he Not e Level sect ion. Just click t he arrow t o t he right of t he level window and t hen click t he level you desire. You can also press Tab ( t o dem ot e) or Shift - Tab ( t o prom ot e) , as described earlier. Keep pressing unt il you reach t he desired level. ( Addit ionally, you can press Tab or Shift - Tab befor e t yping a heading.) The Move Up and Move Down icons don't change a level's level, so t o speak, but rat her alt er t he posit ion of t he t ext on t he page, one line at a t im e. I f you want t o m ove t he t ext up, select it and click Move Up. You can do t he sam e t hing by clicking on t he clear/ gray bubble t o t he left of t he t ext and dragging it t o t he new posit ion.

6 .1 .3 .3 . Sor t in g H e a din gs As you've probably gat hered by now, t here are m yriad ways t o sort your headings and organize and reorganize your not es. You can drag not es ( and obj ect s) , prom ot e and dem ot e headers, and m ove t hem up and down. I t 's cool, it 's easy, and it 's fast . What 's even fast er is Not ebook's abilit y t o sort your dat a via t he sort ing funct ion t hat 's added t o t he Form at t ing palet t e whenever you work in Not ebook Layout view. Select t he sect ion ( see Sect ion 3.6.1) you wish t o sort ( t he sort ing com m ands sort a sect ion or a select ion, not t he ent ire docum ent ) , open t he Sort ing pane by clicking Sort ing t it le bar, and click eit her Ascending or Descending.

N ot e : Unless you collapse a header before sort ing, Word m oves t he header wit hout it s subheadings.

Ascending sort s from t he t op of t he page t o t he bot t om , 1 t hrough 9, t hen A t hrough Z. For exam ple, it would place a heading beginning wit h " Aplom b," before a heading beginning wit h " Zealot ."

Descending sort s from t he t op of t he page t o t he bot t om , Z t hrough A, t hen 9 t hrough 1.

6 .1 .4 . Pla cin g N ot e s Be side You r N ot e s Okay, you've organized your not es int o som e form of logic. Everyt hing t o do wit h t he com pany part y is list ed under t he Level 1 heading of Com pany Part y, and all t hings pert aining t o t he boss's favorit e client is t ucked under t he client 's nam e. But what if you have som e quest ions about it em s in bot h cat egories, need t o rem ind yourself t o order t he part y food, and prepare a report for t hat num ber one client , and j ust keep in m ind what is what , and set priorit ies for bot h? There are t wo ways of quickly t ransform ing your not es int o a t o- do list : t he Not e Flags feat ure in Not ebook Layout view, or by m arshalling t he forces of Ent ourage.

6 .1 .4 .1 . Fla ggin g Act ion I t e m s The Not e Flags panel of t he Form at t ing Palet t e has a pop- up m enu t hat list s checkboxes and ot her it em s for j ust about every flagging purpose. Place a flag in t he m argin next t o anyt hing in your not ebook by first clicking t he t ext ( anywhere in t he t ext line) , and t hen select ing t he flag from t he list . To rem ove t he flag, select it again in t he Form at t ing Palet t e.

N ot e : You can't apply a flag t o a graphic. I f you select a graphic, t he Form at t ing Palet t e no longer includes t he Not e Flags sect ion. You m ay, however, click a line near t he graphic and place your flag t here.

The obvious checkboxes are great for placing beside it em s on your Not ebook list . Once placed, you can click t he box t o place a check in it . So, aft er you've finished t hat st ep in t he proj ect , you can check it off. I nst ant gr at ificat ion!

6 .1 .4 .2 . I m por t a n t En ou gh t o Tr a ck in En t ou r a ge ? Pret t y icons beside your not es are all well and good, but what if you want t o t ake your rem inder out of Word and int o t he real world? I f you use Ent ourage t o organize your life, you could launch t hat program and st art a new t ask. Fort unat ely, t here's no need t o subj ect yourself t o t hat kind of st rain. Just click Creat e Ent ourage Task in t he Not e Flags sect ion of t he Form at t ing Palet t e. Doing so opens a dialogue box where you can set t he dat e and t im e when you wish t o be rem inded of t he select ed t ask. This cross- program feat ure is a great t im esaver and an ideal way t o follow up on t he not es t hat you t ook at yest erday's m eet ing. Sim ply click in t he line of t ext you wish t o rem em ber, let 's say " Prep sales report for Olsen by Tuesday noon," click Creat e Ent ourage Task, and set an appropriat e rem inder, for, say Tuesday m orning.

6 .1 .5 . Typin g Le ss w it h Au dio N ot e s Hey, t hat 's what everyone want s t o do. Spend a lit t le less t im e clacking on t he keyboard and a lit t le m ore t im e living a privat e version of t he Corona com m ercials. Well, Not ebook Layout view can't deliver a cold one t o your ham m ock, but it can get your hands off t he keyboard wit h t he Audio Not es t oolbar and it s capabilit ies. For exam ple, you're sit t ing in t hat t hree- hour, Monday night sociology class. Just call up Word, open a new docum ent in Not ebook Layout view, t urn on Audio Not es, and let it run. Then, as you t ype not es, Word aut om at ically insert s icons t hat link t o an audio snippet of what ever it was recording when you were t yping. The beaut y of t his arrangem ent is t hat you don't have t o worry about t yping every word t he professor drones. Just t ype m ain point s; you can click and list en t o t he recording t o refresh your m em ory lat er. You can also link audio not es t o previously writ t en t ext —som et hing t hat 's convenient if you want ed t o connect a com plex descript ion t o a point t hat you briefly t ouched on in your writ t en not es. This feat ure is really designed for lapt op Not ebook not e- t akers, but works on any Mac wit h a built - in m ic ( like iMacs) or wit h an at t ached ext ernal m ic ( like a Mac Pro) . Just be sure t o grab a chair near a power out let when you cart your Mac Pro int o class. Here's how t o ent er your audio not es and list en t o t hem lat er.

6 .1 .5 .1 . En t e r in g a n Au dio N ot e To ent er an audio not e, click in t he t ext where you wish t o insert t he audio not e, click t he m icrophone t o display t he Audio Not es t oolbar, click t he Record but t on, and st art speaking ( or you m ay need t o st op t alking so t hat your m icrophone can hear t he im port ant st uff) . Or, j ust click t he m icrophone and t ype away. Word aut om at ically creat es new audio not es every few lines. Click St op ( t he blue square on t he Audio Not es t oolbar) when you wish t o st op recording. When you pass t he cursor over t he t ext , t he blue speaker pops int o t he left m argin.

N ot e : Choose Word Preferences Audio Not es t o adj ust t he recording qualit y for your not es. Word's st andard set t ing of Medium qualit y produces m onaural MP4 files at a relat ively low sam ple rat e—perfect for voice recording or lect ure not es. I f you require higher qualit y, or have at t ached a st ereo m icrophone ( t he built - in m ic in your lapt op is m ono) , you m ay want t o increase t he qualit y set t ings. However, higher- qualit y m eans your not es t ake up m ore—perhaps m uch m ore—space on your hard drive.

6 .1 .5 .2 . List e n in g t o a n Au dio N ot e To list en t o a not e, click t he blue speaker icon, which pops up in t he left m argin of t he page as you m ouse over not at ed t ext . Your recording fills t he air, and if you wish it t o fill a lit t le m ore or less, you can adj ust your Mac's out put volum e using t he volum e cont rol near t he right end of your m enu bar or by choosing Syst em Preferences Sound Out put . You'll find m ore playback cont rols in t he Audio Not es t oolbar, convenient ly described below. To display t he t oolbar, click t he Audio t oolbar icon. The t oolbar, as shown in Figure 6- 6, insert s it self beneat h t he st andard t oolbar.

Figu r e 6 - 6 . Th e Au dio N ot e s t oolba r ( sh ow n h e r e divide d in h a lf t o fit on t h e pa ge ) pr ovide s t h e con t r ols n e e de d t o in se r t sou n d in t o you r docu m e n t . Ke e p a n e ye on t h e Size m e a su r e a s you r e cor d: la r ge r file s t a k e lon ge r t o sa ve a n d e m a il.

T ip : Perhaps you'd like t o share your capt ured verbal brilliance wit h som eone who doesn't have access t o your com put er. Audio Don't worry, Word 2008 has you covered. You can export your audio not es t o anot her m edium . Choose Tools Not es Export Audio. Word export s all t he audio in t he not ebook docum ent as an MP4, AI FF, or WAV file ( depending on your Audio Not es Preferences set t ings) t o a locat ion of your choosing. Aft er you've done t hat , you can burn t he file t o a CD or t ransfer it t o your iPod and t ake it wherever you like. I t 's a dream com e t rue for t hose folks who t ruly like t o hear t hem selves t alk.

The Audio Not es Toolbar includes several funct ions:

Re cor din g St a t u s. Locat ed on t he far left of t he t oolbar, t he st at us bar shows whet her you're in St anding By ( or playing) or Recording m ode.

Volu m e . The Volum e bar m easures how loudly t he com put er hears you ( or what ever it 's hearing) . For exam ple, if you clap, t he bar spikes ( swings t o t he right ) . I f you get really quiet , cent ering yourself in t hat peaceful place t hat only you know, t he bar set t les t o t he left …at least unt il your kids st orm exuberant ly int o t he room .

I n pu t Volu m e. The input volum e slider set s t he input volum e. Move it t o t he left if you're loud ( or a close t alker) , m ove it t o t he right if you have a soft voice or are recording your professor in a classroom .

Re cor din g Bu t t on . As you m ight expect , t he recording but t on st art s t he recording process. Click it t o

st art recording t he lect ure, or t alk norm ally ( unless your " norm ally" m eans whispering or m um bling) . Wat ch t he size display on t he right of t he t oolbar as you t alk t o see how m uch hard- drive space you're eat ing up.

Pa u se Bu t t on . Pauses t he recording. Use it if you eit her wish t o ret urn lat er t o add t o your audio not e, if t he cat has your t ongue, or if your professor launches int o one of his int erm inable digressions about how t hings were when he was in college. Pausing t he recording let s you add m ore m at erial t o t he sam e recording when you resum e. I f you click t he St op but t on, you'll need t o st art a new recording.

Stop . St ops t he current recording.

Pla y . The Play but t on plays t he select ed recording. A sm all speaker t hat appears as you pass your m ouse over it designat es an audio not e. Select an audio not e and click Play t o hear it . Double- clicking t he speaker also st art s playback.

Slide r . This sm all bar t racks t he progress of t he current ly playing audio not e. You can also slide t he slider anywhere in t he window t o begin t he audio not e at t hat point . That t rick can be quit e useful if you left a cont act phone num ber at t he very end of a 30- second m essage. Skip t o it st raight away—j ust place t he slider near t he end and click Play.

T ip : Alt hough t he blue speaker pops up whenever you pass your m ouse over an audio not e, it 's m uch easier t o draw at t ent ion t o t he not e wit h a line of t ext such as, " Monday m eet ing," or what ever. Click Show All Audio Markers in t he st at us bar at t he bot t om of t he window t o display all t he speaker icons. Now you can spot t hem wit hout m ousing around.

6 .1 .6 . M a n ipu la t in g N ot e book Se ct ion s By now you're a pro at put t ing words ont o not ebook pages. I t 's also im port ant t o underst and how t o m anipulat e t he pages t hem selves, specifically how t o m ake changes t o ent ire sect ions by adding im provem ent s such as headers, foot ers, or rem oving t he charact erist ic lined paper look. Not ebook Layout view pages, referred t o as sect ions, are an im port ant organizat ional t ool.

N ot e : Not ebook pages really aren't —pages, t hat is. The Not ebook Layout 's sect ions are cont inuous sheet s of paper, kind of like a Web page. I n fact , you can't insert a page break int o a not ebook. I f you convert t he not ebook t o a different Word view, such as Draft or Print Layout , you'll see t hat , behind t he scenes, Word delineat es each t abbed sect ion wit h a sect ion break ( Sect ion 4.2.1.4 ) .

6 .1 .6 .1 . La be lin g Se ct ion s A t it le resides at t he t op of each sect ion. I nit ially—because Word 2008 can't read your m ind—it 's blank ( t he t it le, not your m ind) , but you can fill it in by clicking in t he t it le block ( as shown in Figure 6- 7) , and t yping what ever you wish. This label doesn't , however, change t he t it le on t he t ab locat ed on t he right of t he not ebook page. To change t hese t ab t it les, double- click t he t ab, t ype your new t ab t it le, and press Ret urn. Reordering t he sect ions of your not ebook is sim ple. Click on a sect ion t ab and drag it t o it s new locat ion.

Figu r e 6 - 7 . I t 's a good ide a t o r e n a m e you r se ct ion s t o som e t h in g u se fu l. D a t e s a r e a good ide a , a s a r e ca t e gor ie s. Con t r ol- click a t a b t o br in g u p t h is m e n u for a ddin g, de le t in g, r e n a m in g, or color codin g you r se ct ion t a b—or j u st dou ble - click a t a b a n d st a r t t ypin g t o r e n a m e it .

6 .1 .6 .2 . To Lin e or N ot t o Lin e Not ebook Layout view's fact ory set t ings include lined paper. I t 's a curious, if underst andable, decision by Microsoft . Curious, because on a com put er, you don't need lines t o keep your writ ing even; underst andable, because it 's a not ebook view, and t he lines m ake your com put er screen look like a not ebook. Text is posit ioned exact ly bet ween t he lines, so if you increase t he space bet ween t he lines ( using t he Rule Lines pane of t he Form at t ing Palet t e) , you'll increase t he space bet ween each line of t ext . You can choose whet her t he lines appear on t he page or not in t he Rule Lines sect ion of t he Form at t ing Palet t e. You can choose St andard or None from t he St yle m enu.

St a n da r d. This fact ory set t ing gives each page lines t hat look like not ebook paper, wit h t ext spaced bet ween t he lines. I t 's great m ost of t he t im e you're in Not ebook view, because it rem inds you you're supposed t o be, well, t aking not es.

N on e . Rem oves all t he lines. I f t he lines bug you, choose t his set t ing and get a clean sheet of paper on which t o t ype.

A separat e m enu, D ist a n ce, set s t he spacing bet ween t he lines, in point s ( Sect ion 3.2.2) . Obviously, t he larger t he num ber, t he great er t he spacing.

6 .1 .6 .3 . N u m be r in g Pa ge s

Oddly enough, you can choose t o num ber your not ebook pages in a foot er, even t hough you'll only see t his page num ber when you print your not ebook, click Print Preview, or swit ch t o anot her view, such as Print Layout view. Num bering is a good idea if you int end t o print your docum ent , so you'll know you've got all t he pages in t he correct order. To include page num bers, click t he flippy t riangle next t o Foot er in t he Form at t ing Palet t e. The foot er opt ions are eit her None ( no foot er) , or Page Num bers. Choosing Page Num bers plops t hem at t he bot t om of your pages. You can also choose t o have Word begin renum bering t he pages wit h each new t abbed sect ion.

6 .2 . Ou t lin e Vie w Your t eachers were right : The m ore t im e you spend on t he out line, t he less work you'll have t o do when it com es t im e t o writ e your act ual paper, art icle, or book. Word's aut om at ed Out line view frees you from t he drudgery of keeping t rack of all t he let t ers and num bers in an out line, while encouraging you t o cat egorize and priorit ize your ideas.

N ot e : Before Not ebook Layout view, Out line view used t o be t he only way t o organize your t hought s wit h levels. And it 's st ill a darn good way t o do so. Alt hough you can't use audio not es in Out line view, it does give you access t o m ore of Word's ot her feat ures. For exam ple, you can't insert hyperlinks in Not ebook Layout view, but you can in t he Out line. Neit her can you apply St yles t o t he Not ebook ( t hat 's one of t he reasons it sloshes around your int ricat ely form at t ed docum ent s) , but you can in Out line view.

6 .2 .1 . Bu ildin g a n Ou t lin e To out line your docum ent from t he beginning, open a blank docum ent and choose View Out line, or click t he second t iny icon at t he lower- left corner of your docum ent window. ( You can also apply Out line view t o an exist ing docum ent , which is described lat er in t his sect ion.) Whenever you swit ch t o Out line view, t he Out line t oolbar appears ( see Figure 6- 8) . When you first st art t yping, your words are form at t ed as Heading 1—t he highest level in t he out line hierarchy. ( Out line headings correspond t o Word's built - in heading st yles.) Now you're ready t o build your out line. Press Ret urn aft er each heading. Along t he way, you can creat e t he subheadings using eit her t he m ouse or t he keyboard, as described next .

Pr om ot in g a n d de m ot in g. Moving t opics out t oward t he m argin ( t oward Heading 1, m aking t hem m ore im port ant ) or inward ( less im port ant ) prom ot es or dem ot es t hem , ident ical t o t he sam e funct ions in t he Not ebook Layout view (Sect ion 6.1.3.1) .

Figu r e 6 - 8 . Top: A fu ll- fle dge d ou t lin e in pr ogr e ss. Th e m ost im por t a n t bu t t on s on t h e t oolba r a r e ide n t ifie d h e r e . Bot t om : By click in g t h e big 1 on t h e t oolba r , you h ide a ll bu t t h e pr im a r y Le ve l 1 h e a din gs, givin g a n e a sy ove r vie w of you r docu m e n t . You ca n dr a g t opics a r ou n d u sin g t h e ir bu lle t s a s h a n dle s.

To prom ot e or dem ot e a heading, click it and t hen press Tab ( t o dem ot e) or Shift - Tab ( t o prom ot e) . Keep pressing unt il you reach t he desired level. ( You can also press Tab or Shift - Tab before t yping a heading.) Or, if you're a m ouse- driven kind of person, click t he Prom ot e and Dem ot e but t ons at t he left of t he Out line t oolbar ( see Figure 6- 8) . Keyboard Short cut s: Shift - Cont rol- left arrow t o prom ot e; Shift - Cont rolright arrow t o dem ot e. You can also drag wit h t he m ouse, as shown in Figure 6- 9.

T ip : You can prom ot e or dem ot e an ent ire bat ch of headings at once. Drag t hrough an out line t o select cert ain headings, or neat ly select a heading and all of it s subheadings by clicking t he + sym bol. ( To elim inat e subt opics from t he select ion, first click t he + sign, t hen Shift - click where you want t he select ion t o end.)

Figu r e 6 - 9 . Top: You ca n pr om ot e a h e a din g j u st by dr a ggin g it . As you dr a g t h e icon n e x t t o a pa r a gr a ph , t h e cu r sor t u r n s in t o a box w it h a r r ow s. N ow dr a g t h e m a r gin lin e ou t t o t h e de sir e d le ve l. Bot t om : W h e n you r e le a se t h e m ou se , you 've j u st pr om ot e d t h e h e a din g. A pa r a gr a ph of body t e x t t u r n s in t o a h e a din g u sin g t h e sa m e t e ch n iqu e .

I n se r t in g body t e x t . You wouldn't im press m any people if you wrot e not hing but headlines. Fort unat ely, you can flesh out your headings wit h regular body t ext by clicking t he double- arrow icon on t he Out line t oolbar. ( I t st ands for Dem ot e t o Body Text , which act ually dem ot es t he t ext t o t he Norm al st yle.) Use t his st yle, denot ed by a t iny whit e square in Figure 6- 9, for t he act ual, longer- t han- one- line paragraphs and t hought s t hat const it ut e t he m ain body of your writ ing. Keyboard short cut : Shift - - N.

Re a r r a n gin g h e a din gs. To m ove t opics up and down on t he page wit hout prom ot ing or dem ot ing t hem , j ust drag t hem by t he + and - handles ( see Figure 6- 9) . Alt ernat ively, you can select t he t opic or t opics and click t he Move Up and Move Down arrows on t he Out line t oolbar. Keyboard short cut s: Cont rol- Shift - up or - down arrow.

Br e a k in g u p h e a din gs. You'll probably com e across inst ances, especially when out lining an exist ing piece of writ ing ( see below) , where you need t o separat e one sent ence from t he previous one in order t o m ake it a new t opic. Just click before t he first let t er of t he sent ence and t hen press Ret urn t o put it on a new line.

6 .2 .1 .1 . Colla psin g a n d e x pa n din g a n ou t lin e The whole point of creat ing an out line is t o organize t he t opics you're present ing, t o ensure t hat all t he m aj or point s are t here, and t o arrange t hem in a logical order. Therefore, it 's helpful t o see j ust your m ain point s at a glance, unencum bered by t he m inor det ails. Here are ways you can cont rol how m uch you see:

To sh ow on ly Le ve l 1 h e a din gs: To get a quick " big pict ure" view of your out line, click t he large num eral 1 on t he Out line t oolbar, or press Shift - Cont rol- 1; now Word shows only your Level 1 headings, t he real m ain point s of your docum ent . Everyt hing else is t em porarily hidden. Sim ilarly, clicking 2 ( or pressing Shift - Cont rol- 2) shows heading Levels 1 and 2, so you can check how your subt opics are looking, and so on. ( Figure 6- 8 shows t his t rick in act ion.)

To colla pse on ly on e se ct ion of a n ou t lin e : Double- click t he puffy + sign next t o it . All subt opics of t hat heading disappear, leaving j ust a gray bar behind as evidence t hat som et hing's been hidden. To expand it again, double- click t he + again. ( Double- clicking a m inus sign doesn't do anyt hing, since t here's not hing t o collapse.) This t rick is helpful when you're closely exam ining a sm all port ion of a long out line and j ust want t o m ove som e m inor det ails t em porarily out of your way.

To vie w fir st lin e s on ly: Click t he Show First Line Only but t on on t he Out line t oolbar, or press Shift Cont rol- L, t o m ake Word hide everyt hing but t he first line of every paragraph—whet her it 's a heading or body t ext .

To h ide a ll body t e x t : You can collapse all t he m at erial t hat you've relegat ed t o body t ext so t hat only headings are visible by clicking t he All but t on on t he Out line t oolbar ( or pressing Shift - Cont rol- A) .

To e x pa n d e ve r yt h in g: I n an out line where you've collapsed at least one heading som ewhere, t he All but t on t akes on a different role. Clicking it now expands any headings or body t ext t hat have been collapsed. Click All or press Shift - Cont rol- A t o get everyt hing out in t he open and ret urn t o work. ( I f you click All again at t his point , it hides all body t ext and ret urns t o it s role as body- t ext t oggle.)

T ip : I f t he heavy boldface t ype and dark font s m ake your out line hard t o read, click t he Show Form at t ing but t on on t he t oolbar. I t displays all headings in plain, unform at t ed t ype.

6 .2 .2 . Ou t lin in g a n Ex ist in g D ocu m e n t Say you've been t yping away on your lat est essay or annual report , and you're st uck. You've run out of ideas, and t he ones you did have no longer look so clear now t hat you see t hem onscreen. I t 's st ill not t oo lat e t o apply t he organizat ional power of an out line. Just choose View Out line; Voilà! Word displays your docum ent in out line form at , using your own line breaks, indent s, and headings as a guide. Now you can use t he navigat ional t ools described t o repriorit ize and clarify your t hought s.

6 .2 .3 . N u m be r in g a n Ou t lin e I f what you rem em ber about out lining cam e from high school English class, you m ay be wondering about t he I 's and a's and funny lit t le iii's t hat you were t aught t o use as out line num bers. Not only can Word num ber your headings and subheadings aut om at ically, but it can also aut om at ically renum ber t he out line as you m ove t opics

around. To add num bering t o an out line, select t he whole out line ( Edit Select All or - A) and choose Form at " Bullet s and Num bering" Out line Num bered t ab. Then choose an out line st yle as shown in Figure 6- 10. Now cont inue working as usual wit h your out line. Even if you drag t opics around or insert new ones, Word aut om at ically updat es t he num bering.

Figu r e 6 - 1 0 . Top: W h e n t h is dia log box a ppe a r s, ch oose on e of t h e se ve n ou t lin e st yle s; t h e on e s on t h e bot t om r ow a dd n u m be r in g a n d a pply h e a din g st yle s t o t h e t e x t on e a ch le ve l. Th e r e 's a lso a n opt ion for a u t om a t ica lly a ddin g t h e " Ar t icle " a n d " Se ct ion " la be ls u se d in le ga l docu m e n t s ( Ar t icle 1 , Ar t icle 2 …) , a n d a n ot h e r for u sin g Ou t lin e for m a t for ch a pt e r h e a din gs. I f on e of t h e n u m be r in g st yle s displa ye d fit s you r n e e ds, click it a n d t h e n click OK. I f n ot , se e " Cu st om izin g a n Ou t lin e in t h e n e x t se ct ion . Click OK w h e n you 'r e se t . Bot t om : Th e r e su lt in g ou t lin e is n u m be r e d a u t om a t ica lly, a ccor din g t o t h e st yle you 've se le ct e d.

6 .2 .3 .1 . Re n u m be r in g a n u m be r e d ou t lin e You can't edit a num bered out line in your docum ent ; when you click t he num bers or let t ers, not hing happens. But what if you're st art ing a new sect ion wit h a com plet ely different out line in it , and want t he num bers t o st art all over again? Double- click t he num ber or let t er, or click t he heading whose num ber you wish t o change and choose Form at " Bullet s and Num bering" Out line Num bering t ab, and click Cust om ize. To change t he num ber of t he current heading, you have t o first change t he num ber in t he " St art at " box, as shown in Figure 611. Any num bered headings following t his one will be num bered in a cont inuing order.

Figu r e 6 - 1 1 . Th e " Apply ch a n ge s t o" m e n u le t s you m a k e on ly pa r t of a docu m e n t in t o a n ou t lin e . I f it 's gr a ye d ou t , t r y se le ct in g som e t e x t be for e ope n in g t h e " Bu lle t s a n d N u m be r in g" dia log box a n d t h e Cu st om ize t a b. ( Click t h e blu e e x pa n d a r r ow a t low e r le ft t o vie w t h e se ch oice s.)

6 .2 .4 . Cu st om izin g a n Ou t lin e The seven built - in num bering form at s cover m ost purposes, especially if you're creat ing t he out line for your own benefit . But if you've been asked t o t urn in a docum ent in out line form at , if you're using Word t o creat e a legal docum ent , or if you're one of t hose people who can always see im provem ent s t hrough t inkering, you m ay need t o t inker wit h t he out line's form at t ing t o get j ust t he right result .

6 .2 .4 .1 . Usin g t h e Cu st om Ou t lin e dia log box To set up an unusual num bering st yle for your out line, choose Form at Num bered t ab, and click Cust om ize.

" Bullet s and Num bering"

Out line

When t he Cust om Out line dialog box first opens, as shown in Figure 6- 11, t he set t ings you see pert ain t o t he num bering st yle you've chosen in t he " Bullet s and Num bering" dialog box, and t o t he current heading level at t he insert ion point . I n t he Level box at t he left , choose t he out line level you want t o t ailor. For inst ance, you can live wit h Word's built - in t ypeface for chapt er t it les, but want your secondary headings t o look different . I n t hat case, leave Level 1 alone and click t he 2 in t he Level box. The Preview box present s an exam ple of t he current num bering; it changes as you m ake changes in t he Cust om Out line dialog box.

The N u m be r For m a t panel shows t he num bering st yle—let t er, Rom an num eral, and so on—for t he current level.

Word generally begins count ing headings wit h t he num ber 1. But if you want t o print out an out line t hat 's supposed t o be a cont inuat ion of anot her docum ent , you m ay want it s num bering t o st art wit h, say, 17. That 's t he num ber you t ype int o t he St a r t a t box.

Choose from t he Pr e viou s le ve l n u m be r m enu when you want t o display level num bers t oget her. Ordinarily, t he t it le m ight be num bered 1, and t he t hree subheadings a, b, and c. But if you want t he subheads num bered 1a, 1b, and 1c inst ead, choose Level 1 from t his m enu. This num bering t act ic is useful when your out line has long paragraphs, since it 'll keep you from get t ing lost in t he levels.

The Fon t but t on let s you choose a font and t ypeface for t he out line num ber only. ( To change t he font for t he heading t ext , use " Link level t o st yle" as described below.)

The N u m be r posit ion panel is where you can choose left , cent ered, or right alignm ent , relat ive t o t he dist ance bet ween t he t ext ( see below) and t he left m argin. The Align e d a t box is where you set t he left indent . Wat ch what happens in t he Preview box as you click t he arrows.

The Te x t posit ion box set s t he dist ance of t he t ext from t he left m argin. I t operat es independent ly of t he num ber posit ion.

6 .2 .4 .2 . Adva n ce d ou t lin e cu st om iza t ion I f you click t he blue arrow but t on, t he dialog box expands, sprout ing a handy fold- out panel showing even m ore int im idat ing- looking opt ions.

I n t he Lin k le ve l t o st yle m enu, you can choose t o apply any of t he st yles in t he current docum ent t em plat e ( see Sect ion 4.1) t o t he level t hat you're form at t ing.

The Follow n u m be r w it h m enu let s you insert a t ab, a space, or not hing at all bet ween t he num ber and t he t ext . ( You do it here because you can't direct ly form at out line num bers in your docum ent , not even in Out line view.)

The List N u m fie ld list n a m e box let s you let s you nam e t he out line list t em plat e. Then you can insert a List Num field t hat references t hat out line num ber list by nam e.

Check t he Le ga l st yle n u m be r in g box t o apply legal st yle ( no let t ers, no capit al Rom an num erals) t o any num bering st yle. This box grays out t he " Num ber st yle" m enu and gives Legal st yle num bering com plet e cont rol.

When you choose a new level in t he Level box, t he Re st a r t n u m be r in g a ft e r box is t urned on aut om at ically. That 's because each subt opic is num bered from t he beginning, under t he m ain t opic t hat cont ains it ( 1a, 1b; 2a, 2b) —unless you t ake a unique approach t o count ing, you wouldn't want your headings t o go 1a, 1b, 2c, 2d, for exam ple. Thus, under subheading ( a) , sub- subhead num bers st art again wit h i, ii, iii, and so on, as shown in Figure 6- 11.

Click OK t o close t he Cust om ize box and apply your select ions from t he " Bullet s and Num bering" dialog box. I f you plan t o always use t he out line in Out line view, you're done; ot herwise, consider swit ching int o Draft or Print Layout view for furt her refinem ent . You'll discover t hat t he nice, even indent ing of your various headings in Out line view m ay not exist in Draft or Print Layout view. As a result , you m ay have t o adj ust t he indent at ion of your various heading st yles t o m ake t he indent ing levels correspond in t he ot her views.

6 .3 . Th e D ocu m e n t M a p The Docum ent Map doesn't act ually look like a m ap. I t looks like a port able t able of cont ent s t hat 's open as you read. This unusual view can save you hours of t iresom e scrolling ( see Figure 6- 12) .

Figu r e 6 - 1 2 . W h e n you click a h e a din g in t h e le ft pa n e of t h e D ocu m e n t M a p, you a u t om a t ica lly j u m p t o t h a t poin t in you r docu m e n t in t h e r igh t pa n e . Th e r e 's n o qu ick e r w a y t o ge t fr om on e pla ce t o a n ot h e r in a lon g docu m e n t . Plu s, w h e n you click t h e m ou se som e w h e r e in you r docu m e n t , t h a t t opic is h igh ligh t e d in t h e D ocu m e n t M a p.

6 .3 .1 . Th e D ocu m e n t M a p 6 .3 .1 .1 . W h a t 's in t h e D ocu m e n t M a p I n essence, t he Docum ent Map is a navigat ing pane revealing j ust t he headings in a docum ent . A heading, in t his case, can be any t ext in one of Word's built - in heading st yles, a st yle you've based on one of t he built - in heading st yles, or t ext t o which you've applied an out line level.

6 .3 .2 . Vie w in g a n d N a viga t in g t h e D ocu m e n t M a p To see t he Docum ent Map, you need t o open t he Navigat ion Pane. You can do t hat by eit her choosing View Navigat ion Pane or clicking t he Navigat ion Pane icon on t he St andard t oolbar. A narrow panel wit h it s own vert ical scroll bar opens on t he left side of your docum ent window. From t he lit t le m enu at t he t op of t he pane, choose Docum ent Map. ( Your ot her choice—Thum bnails—is described on Sect ion 8.1.2.1 and in Figure 6- 13.)

Figu r e 6 - 1 3 . For t r u ly visu a l cr e a t u r e s, W or d h a s a gr e a t w a y t o h u n t for pa ge s in a lon g docu m e n t —t h e N a viga t ion Pa n e 's Th u m bn a il vie w . To u se it , click t h e pop- u p m e n u a t t h e t op of t h e N a viga t ion Pa n e a n d ch oose Th u m bn a il vie w . Th e Th u m bn a il vie w displa ys a m in ia t u r e pict u r e of e ve r y pa ge in you r docu m e n t . To go t o t h e pa ge , j u st click it s t h u m bn a il. I f a pa ge isn 't visible , u se t h e scr oll ba r t o m ove t o it .

The Docum ent Map doesn't have a horizont al scroll bar at t he bot t om ; if you can't read t he full t ext across t he Docum ent Map pane, drag t he narrow bar—t he resize bar—t o widen it s pane. However, you can read t he full t ext of any t opic wit hout resizing: point t he cursor at any line of t ext , and a screen t ip appears, revealing t he

full t ext . The flippy t riangles in t he Docum ent Map work j ust like t hose in any Finder window: Click one t o reveal or conceal all it s subt opics. I f you're a fan of cont ext ual m enus, you can also Cont rol- click ( or right click) a heading in t he Docum ent Map, and choose Expand, Collapse, or any of t he level headers t hat you'd like t o see. Because t he it em s shown in t he Docum ent Map have levels, like headings and out line t opics, you can collapse or expand t he ent ire " out line" so t hat , for exam ple, only t he Level 1 and Level 2 headings show up, exact ly as you can in Out line view. To do so, Cont rol- click in t he Docum ent Map pane and choose a heading level from t he cont ext ual m enu ( as m ent ioned above) . I f you choose Show Heading 4, for inst ance, t he Docum ent Map displays only Levels 1 t hrough 4, hiding everyt hing else. To dism iss t he Docum ent Map, choose View Navigat ion Pane icon in t he St andard t oolbar.

Navigat ion Pane again, double- click t he resize bar, or click t he

6 .3 .3 . Cu st om izin g t h e D ocu m e n t M a p The Docum ent Map aut om at ically shows up as black Lucida Grande t ext wit h blue highlight s. To j azz up t he St yle and choose Docum ent Map in t he Docum ent Map font ( or j ust m ake it less ugly) , choose Form at St yles list box. Click Modify t o bring up t he Modify St yle box. Now choose Font from t he Form at m enu. What ever font , color, size, case, or t ext effect you specify now will apply t o all t ext in t he Docum ent Map.

T ip : At t his point , you can even change t he highlight color, which appears when you click a heading in t he Map. Click OK; t hen, from t he Form at pop- up m enu, choose Borders. Click t he Shading t ab in t he result ing dialog box. Choose a new fill color as described on Sect ion 19.3.8.1 .

Click OK, OK, and Close when you're sat isfied. ( Clicking Apply changes t he current paragraph in your m ain docum ent t o t he Docum ent Map st yle; t hat 's probably not what you want t o do.) I f you have a change of heart - Z t o rest ore t he Docum ent Map t o it s original, bland condit ion. at t his point , press

6 .4 . M a st e r D ocu m e n t s I n t he beginning, t here was Word 5.1. I t had font s, sizes, st yles, t ables, and graphics. But t he people weren't sat isfied. They want ed t o bind t oget her m any different chapt er docum ent s int o a single, unified book. They want ed t o knit t oget her files writ t en by m ult iple aut hors who had edit ed t heir respect ive sect ions sim ult aneously on t he net work. They want ed t o print , spell check, or find- and- replace across dozens of different Word files at once, or generat e t ables of cont ent s, indexes, and cross- references for all com ponent Word files at once. On t he sixt h day, Microsoft creat ed t he Mast er Docum ent . ( Really, it looks like t hey creat ed it on t he fift h day. They saved t he sixt h for Not ebook Layout view and Zune.) Not ebook is perhaps t he sim plest form of out lining, while Out line view is m ore capable, m ore com plex. Finally, Mast er docum ent s are t he Mot her Lode of docum ent organizat ion. But on t he 2008t h day—or version—Microsoft decided t hat t his m ight be j ust t oo m uch for t he average Word fan t o com prehend and hid access t o t his feat ure behind an innocuous but t on in t he Out lining t oolbar. No longer would t he m ult it udes be m yst ified by Mast er Docum ent in t he View m enu. Wit hout a doubt , a Mast er Docum ent looks m uch like an out line. However, each heading in t he Mast er Docum ent can refer t o a sect ion or an ent irely different Word file. As in t he Docum ent Map, you click t hese headings in Mast er Docum ent view t o t ravel direct ly from one part of t he overall docum ent t o anot her. I n essence, a Mast er Docum ent is a binder cont aining t he individual Word files t hat com prise it ( which Microsoft calls subdocum ent s) . Each subdocum ent can be form at t ed independent ly, m oved or rem oved, split up, or com bined wit h anot her subdocum ent —all while rem aining safely under t he um brella of t he Mast er Docum ent . The Mast er Docum ent concept is slight ly alien, difficult t o underst and, and som et im es a bit flaky; but if you're put t ing a book t oget her, Mast er docum ent s m ay be t he only way t o go.

W a r n in g: Mast er docum ent s are som et im es a cause of docum ent corrupt ion. When you're using t his feat ure, back up your work even m ore frequent ly t han usual.

6 .4 .1 . Cr e a t in g a N e w M a st e r D ocu m e n t To st art building a Mast er Docum ent , open a new docum ent , choose View Out line, and click t he but t on at t he right end of t he Out lining t oolbar. The Mast er Docum ent t oolbar appears, and your docum ent is set up for out lining ( see Figure 6- 14) . Set t ing up your über- docum ent is exact ly like creat ing an out line ( see Sect ion 6.2) , in t hat you use all t he sam e t echniques. Each heading, however, will event ually becom e t he nam e of a separat e file on your hard drive. Because a Mast er Docum ent will wind up as a herd of individual files, you'd be wise t o save it on your hard drive in a folder of it s own; t he subdocum ent s will wind up t here, t oo.

Figu r e 6 - 1 4 . Top: Click t h e M a st e r D ocu m e n t Vie w bu t t on ( cir cle d) in t h e Ou t lin in g t oolba r t o e x pose t h e M a st e r D ocu m e n t t oolba r a n d cr e a t e a M a st e r D ocu m e n t lik e t h is on e , sh ow in g t h r e e su bdocu m e n t s. A su bdocu m e n t icon , lik e t h e on e s a t fa r le ft , r e pr e se n t s e a ch docu m e n t ( I n t r odu ct ion , Ch a pt e r On e , a n d so on ) . Bot t om : Th e M a st e r D ocu m e n t t oolba r h a s t h e bu t t on s you n e e d t o m a n a ge t h is k in d of m e t a docu m e n t .

6 .4 .1 .1 . Spin n in g off a docu m e n t To spin off a part icular heading as a subdocum ent , click it and t hen click t he Creat e Subdocum ent but t on on t he Mast er Docum ent t oolbar ( see Figure 6- 14) . ( You can also highlight several headings [ and t ext , if desired] at once before clicking t he Creat e Subdocum ent but t on. Just m ake sure t he first heading is at t he level you'll want represent ed as subdocum ent s.) A light gray box t hat defines t he boundaries of t he docum ent appears onscreen; you can t ype or past e int o it . Behind t he scenes, you've j ust creat ed a new, linked file in your Mast er Docum ent 's folder ( Figure 6- 15) . You or your net work com rades can edit t hese individual files independent ly; whenever you open up t he Mast er Docum ent , you'll see t he changes reflect ed.

Figu r e 6 - 1 5 . Be h in d t h e sce n e s, e a ch m a st e r docu m e n t is com pr ise d of in dividu a l W or d docu m e n t s on you r h a r d dr ive . I f you click t h e Colla pse Su bdocu m e n t s icon on t h e t oolba r , t h e n a t u r e of you r su bdocu m e n t s be com e s a ll t oo r e a l—you se e on ly h ype r lin k s t o t h e ir loca t ion s on you r h a r d dr ive , spe lle d ou t a s file pa t h s.

N ot e : Subdocum ent files are st ored in t he sam e folder as t he Mast er Docum ent and behave like perfect ly norm al Word files. But don't drag t heir icons t o anot her folder; renam e t hem by clicking t he icon's nam e, and so on. I f you do, t he Mast er Docum ent won't be able t o find t hem . I nst ead, m ove and renam e subdocum ent s using t he t echniques described lat er in t his sect ion.The safest way t o copy a Mast er Docum ent and all it s subdocum ent s t o anot her locat ion is t o select t hem all and m ove t hem all at once. Bet t er st ill, j ust m ove t he folder cont aining t hem .

6 .4 .1 .2 . I n cor por a t in g a docu m e n t You can t urn an exist ing Word docum ent on your hard drive int o a new subdocum ent , t oo. Just click t he I nsert Subdocum ent icon on t he Mast er Docum ent t oolbar t o open it s dialog box. When you navigat e t o and select a file and click Open, t he cont ent s of t he docum ent appear in your Mast er Docum ent as a subdocum ent , j ust like all t he ot hers.

6 .4 .2 . Vie w in g M a st e r D ocu m e n t s

Mast er Docum ent s look and act vast ly different in each of Word's views. I f you can rem em ber t o swit ch int o t he correct view, you've won m ore t han half of t he Mast er Docum ent gam e. Here's what each view does t o a Mast er Docum ent :

I n D r a ft vie w , subdocum ent s becom e sect ions ( see Sect ion 3.6.1) , wit h a sect ion break separat ing each. Use Draft view t o t ype and edit your docum ent . Be careful not t o rem ove t he sect ion breaks. Rem oving t hem will inadvert ent ly com bine t he Word docum ent s t hat m ake up your Mast er. I f, in Draft view, your docum ent looks like a series of hyperlinks, wit h no ot her t ext , you have t wo choices: Click on a hyperlink t o open t hat subdocum ent in a new window, or choose View Out line, click t he Mast er Docum ent View but t on, t hen click t he Expand Subdocum ent s but t on on t he Mast er Docum ent s t oolbar. Now when you ret urn t o Draft view, t he t ext in your Mast er Docum ent will flow cont inuously, wit h a sect ion break bet ween subdocum ent s.

W e b La you t , Pr in t La you t , a n d Pu blish in g La you t vie w s funct ion j ust as t hey norm ally do. Your docum ent appears t o be a seam less whole, wit h no visible breaks bet ween subdocum ent s.

Ou t lin e vie w t urns t he Mast er Docum ent int o one big out line; here t oo, if you see hyperlinks inst ead of t ext , expand t he subdocum ent s as described above. This view is useful for organizing your docum ent at any st age of t he process because it 's so easy t o drag- and- drop. I n Out line view, subdocum ent s are represent ed by cont inuous sect ion breaks.

I f you convert your Mast er Docum ent t o N ot e book La you t view (Sect ion 6.1.2) , you get a beaut iful not ebook wit h each subdocum ent in a t abbed sect ion of it s own.

N ot e : I f you sense a pat t ern here, you're right . A subdocum ent in Mast er Docum ent view and a t ab in Not ebook Layout view are bot h represent ed, in Draft view, by cont inuous sect ion breaks ( Sect ion 3.6.1 ) .

6 .4 .3 . W or k in g w it h M a st e r D ocu m e n t s I n Mast er Docum ent view, not only can you see all your subdocum ent s, you can also open t hem , arrange and organize t hem , and cont rol access t o t hem .

6 .4 .3 .1 . Ope n in g a n d e x pa n din g su bdocu m e n t s When you click t he Collapse Subdocum ent s but t on ( first on t he Mast er Docum ent t oolbar) , som et hing odd happens: Each subdocum ent is list ed as a blue, underlined hyperlink, wit h only it s heading visible (Figure 6- 15) . The rest is collapsed, exact ly as in an out line. The t ext of t he hyperlinks can look unfam iliar t o you, since t hey're t he folder pat h and file nam e of t he subdocum ent . Clicking a link opens t he subdocum ent in it s own window. You also see a padlock icon next t o each collapsed heading. I t 's a persist ent bug; t hat docum ent isn't , in fact , locked in any way. I f you double- click t he heading ( t o open t he file int o it s own window) or expand it , you'll find t hat it 's easily edit able.

T ip : You can lock a subdocum ent so t hat it 's prot ect ed from errant m ouse clicks in Mast er Docum ent view; j ust click in

t he expanded subdocum ent and click t he padlock icon on t he t oolbar. Even so, double- clicking it s sm all subdocum ent icon or it s collapsed heading opens it int o it s own window, which is easily edit able. I n ot her words, t he Lock funct ion doesn't give what you'd call governm ent - level securit y.But when you open a subdocum ent int o it s own window, t he padlock in t he Mast er Docum ent indicat es t hat you ( or anyone else) can't edit t he sam e docum ent in Mast er Docum ent view. The lock feat ure is really effect ive only when sharing a Mast er Docum ent over a net work, where it prevent s t wo people from edit ing t he sam e docum ent at t he sam e t im e.

Once you've collapsed your subdocum ent s, you can drag t heir lit t le docum ent icons up or down t o rearrange t hem ( or press Delet e t o rem ove t hem ) . When you t hen click t he Expand Subdocum ent s but t on on t he Mast er Docum ent t oolbar ( t he very first icon again) , t he subdocum ent s open wit hin t he Mast er Docum ent window. A light gray box out lines t he cont ent s of t he subdocum ent in out line form .

6 .4 .3 .2 . M ovin g a n d r e n a m in g su bdocu m e n t s Don't renam e or m ove a subdocum ent in t he Finder; if you do, t he Mast er Docum ent will no longer be able t o find it . I f you really want t o renam e or m ove one of t hese docum ent s, do so from wit hin t he Mast er Docum ent , like t his:

1 . Ope n t h e su bdocu m e n t u sin g a n y of t h e m e t h ods de scr ibe d a bove , a n d ch oose File

Sa ve As.

2 . Type a n e w n a m e for t h e su bdocu m e n t a n d, if de sir e d, ch oose a n e w loca t ion for it . Click Sa ve or pr e ss Re t u r n .

Wit h t hese t wo st eps, you've updat ed t he Mast er Docum ent 's link t o t he subdocum ent . The next t im e you open t he subdocum ent from wit hin t he Mast er Docum ent , t he one wit h t he new nam e and locat ion will open. ( The subdocum ent wit h t he old nam e and locat ion is st ill t here, sit t ing on your hard drive as an independent Word docum ent . You can delet e it , unless you have som e furt her use for it .)

6 .4 .3 .3 . Split t in g a n d com bin in g su bdocu m e n t s Suppose you want t o chop a long chapt er int o t wo short er ones. Or perhaps t wo people who were collaborat ing on a report have had a big fight , requiring you t o solve t he problem by giving t hem individual assignm ent s. Fort unat ely, t he process of dividing a subdocum ent in t wo, which Word calls split t ing, is com parat ively painless. To do so, expand t he subdocum ent s in Mast er Docum ent view. Click where you want your split - off docum ent t o begin, and t hen click t he Split Subdocum ent but t on on t he Mast er Docum ent t oolbar. At ot her t im es, you m ay want your subdocum ent s t o m eld t oget her. For inst ance, you m ay want t o com bine t wo short chapt ers int o one longer one, wit hout rest art ing t he paginat ion. You could cut and past e t ext from one subdocum ent int o anot her, but t here's a m ore elegant way, which Word calls m erging. To perform t his t ask, m ove t he subdocum ent s t hat you int end t o m erge so t hat t hey're next t o each ot her in your out line. Highlight t hem , and t hen click t he Merge Subdocum ent but t on on t he Mast er Docum ent t oolbar. The new, m erged subdocum ent carries t he nam e of t he first subdocum ent t hat you com bined. The original, unm erged versions of t he second ( and ot her) subdocum ent files rem ain in t heir original folder locat ions on your hard drive, but t hey're no longer connect ed t o t he Mast er Docum ent .

6 .4 .3 .4 . " Re m ovin g" a su bdocu m e n t The Rem ove Subdocum ent but t on on t he Mast er Docum ent t oolbar doesn't act ually delet e it ( for t hat , see below) . I nst ead, t his funct ion brings t he docum ent 's cont ent s int o t he Mast er Docum ent it self, so t hat it 's no longer linked t o an ext ernal file on your hard drive. For exam ple, you m ight use it when, for form at t ing reasons, you want your int roduct ion t o be part of t he Mast er Docum ent , inst ead of giving it a subdocum ent of it s own. To do so, expand t he subdocum ent s. Click t he subdocum ent icon, and t hen click Rem ove Subdocum ent on t he Mast er Docum ent t oolbar. The cont ent s of t hat subdocum ent now appear in t he body of t he Mast er Docum ent . ( You can delet e t he old subdocum ent file, which is now orphaned on your hard drive—unless you want t o keep it as a backup.)

6 .4 .3 .5 . D e le t in g su bdocu m e n t s Delet ing a subdocum ent from a Mast er Docum ent is easy: Wit h t he subdocum ent expanded and unlocked ( see Sect ion 6.4.5) , click t he subdocum ent icon t o select it and t hen press Delet e. ( When you delet e a subdocum ent , you only rem ove it from t he Mast er Docum ent ; you don't act ually delet e it s file. The original subdocum ent file is st ill in t he sam e folder where you left it , and where it will st ay unt il you Trash it .)

6 .4 .4 . M a st e r D ocu m e n t s a n d For m a t t in g Like all Word docum ent s, every Mast er Docum ent is based on a t em plat e ( see Sect ion 7.6) . Not surprisingly, all subdocum ent s have t he sam e t em plat e as t he Mast er Docum ent . What is surprising, and pot ent ially confusing, is t he fact t hat a subdocum ent can have it s own t em plat e, independent of t he Mast er Docum ent —and yet it can st ill t ake on t he Mast er Docum ent t em plat e when you want it t o. I n Mast er Docum ent view, all subdocum ent s share t he sam e Mast er Docum ent t em plat e—it s st yles, headers, foot ers, and so on. When you print from t his view, all subdocum ent s print in t he st yles of t he m ast er t em plat e, result ing in a very consist ent look. But when you open a subdocum ent in it s own window , t he subdocum ent 's own independent t em plat e applies—wit h it s own t ype st yles, headers, foot ers, and so on. All t he t em plat e part s list ed on Sect ion 7.6.5 can operat e independent ly in t he Mast er Docum ent and it s subdocum ent s.

6 .4 .5 . M a st e r D ocu m e n t Se cu r it y Mast er docum ent s were designed for sharing. The fact t hat t wo different people can sim ult aneously work on subdocum ent s of t he sam e Mast er Docum ent m akes collaborat ion easy. When t he individual subdocum ent s are done, you can review and print t he finished product in Mast er Docum ent view, ensuring t hat t he form at t ing is consist ent t hroughout . An added challenge, however, is keeping people from m essing wit h subdocum ent s t hat t hey shouldn't , whet her or not t hey're doing it m aliciously.

6 .4 .5 .1 . Lock in g a n d u n lock in g su bdocu m e n t s The sim plest ( and m ost easily foiled) way of keeping som eone from t am pering wit h a subdocum ent is t o lock it , as described on Sect ion 6.4.3.2. When a subdocum ent is locked, you can open and read it , but you can't edit or change it . Fort unat ely, anyt im e som eone is working on a subdocum ent , it get s locked aut om at ically when viewed by anyone else on t he net work. I t rem ains locked unt il it s edit or finishes and closes it .

6 .4 .5 .2 . Assign in g pa ssw or ds Unfort unat ely, locking a subdocum ent by using t he Lock Subdocum ent s but t on is a good way t o prevent ot hers from m aking accident al changes t o it , but it doesn't act ually lock out t hose who know about t he Lock Docum ent but t on. For t rue securit y, Mast er Docum ent s and subdocum ent s need t o be password- prot ect ed j ust like any ot her docum ent . As always, you can password- prot ect eit her t he Mast er Docum ent or ( if you've opened one int o

it s own window) a subdocum ent ; eit her way, t he inst ruct ions on Sect ion 1.3.2 apply.

6 .4 .5 .3 . Sh a r in g a M a st e r D ocu m e n t on a n e t w or k One of t he m ost popular uses for Mast er Docum ent s is file sharing. For inst ance, m em bers of a public relat ions depart m ent can each work on a separat e sect ion of t heir com pany's annual report . The report is a Mast er Docum ent , and each sect ion is a subdocum ent . Here are a couple t ips for successful Mast er Docum ent file sharing:

Choose one person t o be t eam leader. That person will form at t he Mast er Docum ent , assign and keep a safe record of t he passwords, and oversee t he final proofreading and dist ribut ion of t he com plet ed docum ent .

Make sure all Macs involved are net worked and set up for file sharing. I f any t eam m em bers aren't fam iliar wit h file sharing, arrange consult at ions wit h t he net work adm inist rat or. To learn m ore about set t ing up file Mac Help in t he Finder and search for file sharing, or consult Mac OS X: The sharing, choose Help Missing Manual.

Ch a pt e r 7 . Edit in g Lon g D ocu m e n t s Word is an alm ost unfat hom ably deep program . Most people use it t o t ype report s, writ e let t ers, t ake not es during class, and lit t le else. That 's fine—Microsoft int ended t he program t o be easy for even novices t o use. But t ake a plunge beneat h it s placid surface and Word rewards you wit h foot not es and endnot es for t he researchm inded; aut osum m aries and dat a m erges for t he t im e- challenged; and capt ions, t ables of cont ent s, and indexes for t hose creat ing som et hing m eat ier t han a let t er t o t he edit or. This chapt er t akes you deep int o t he dim ly lit realm of Word's power- user feat ures, well beneat h t he easy- t ouse surface used by m illions of everyday, casual wordsm it hs. The m at erial you'll find here is at your disposal when you need t o writ e a dissert at ion, craft an annual report , draft a full- lengt h book, or creat e any ot her com plex, st ruct ured docum ent .

7 .1 . H e a de r s a n d Foot e r s A header or foot er is a special st rip showing t he page num ber—as well as your book t it le, chapt er t it le, nam e, dat e, and ot her inform at ion—at t he t op or bot t om of every print ed page in your docum ent ( or a sect ion of it ) .

7 .1 .1 . Cr e a t in g H e a de r s a n d Foot e r s Adding headers and foot ers t o your docum ent is now easier t han ever t hanks t o Word 2008's assort m ent of preconfigured Docum ent Elem ent s. Click Docum ent Elem ent s in t he t oolbar t o reveal t he Elem ent s Gallery ( if it 's not already showing) , and t hen click t he Header or Foot er but t on. As shown in Figure 7- 2, Word displays it s gallery of preform at t ed header or foot er st yles. Use t he pop- up m enu t o det erm ine whet her t his header or foot er will appear on odd pages, even pages, or all pages. Then click one of t he t hum bnails in t he gallery and wat ch as Word insert s it in your docum ent and swit ches t o " Header and Foot er" view.

UP TO SPEED Pa ge N u m be r s: Th e Sim ple M e t h od Page num bers are t he m ost popular use of headers and foot ers. That 's why Word provides but t ons for adding and form at t ing t hem right on t he " Header and Foot er" pane of t he Form at t ing Palet t e ( see Figure 7- 1 , t op) . But t here's an even easier way t o num ber your pages in Word: Just choose I nsert Page Num bers. The Page Num bers dialog box opens, as shown in Figure 7- 2 , bot t om . Wat ch t he Preview window change as you adj ust t he cont rols found here, such as Alignm ent ( which includes I nside or Out side, for use when you're set t ing up bound- book pages) ; " Show num ber on first page" ( t urn it off if your docum ent has a t it le page) ; and t he Form at but t on, which opens a dialog box where you can specify what kind of num bering you want ( 1, 2, 3; i, ii, iii; a, b, c; and so on) . When you t urn on " I nclude chapt er num ber," Word includes t he chapt er num ber along wit h t he page num ber—in a "Chapt er 1, Sect ion 1.1" schem e. I n t he " Chapt er st art s wit h st yle" m enu, choose t he heading st yle t hat you used for t he chapt er num ber ( you have t o use one of Word's built - in headings—or a st yle based upon one of t hem —t o m ake t his num bering feat ure work) . Then, choose a separat or ( a hyphen, dash, or what ever) .

Figu r e 7 - 1 . W or d 2 0 0 8 's n e w Ele m e n t s Ga lle r y le t s you in se r t a h e a de r or foot e r by ch oosin g on e of t h e pr e for m a t t e d st yle s. Se t t h e pop- u p m e n u a t t h e le ft t o de t e r m in e w h ich pa ge s r e ce ive you r h e a de r or foot e r , t h e n sim ply click you r st yle ch oice t o m a k e it so.

Word t reat s t he header and foot er as a special box at t he t op or bot t om of t he page. To view t hese special t ext " Header and Foot er" . Word swit ches t o Print Layout view ( if you weren't t here already) areas, choose View and a blue line appears separat ing t he header and foot er areas from t he rest of your docum ent . Meanwhile, back in t he docum ent body, t he rest of your t ext fades t o gray. ( I f you find t hat faded represent at ion of your body t ext dist ract ing, hide it by clicking t he Show/ Hide Docum ent Text icon on t he " Header and Foot er" pane of t he Form at t ing Palet t e.)

T ip : I f you're already working in Print Layout view, you don't have t o bot her wit h t he View

" Header and Foot er"

com m and. Just m ove t he cursor t o t he t op or bot t om of t he page; when t he cursor t urns int o t his shape The header and foot er out lines appear.

double- click.

Figu r e 7 - 2 . Ch oose I n se r t Pa ge N u m be r s for t h e sh or t cu t m e t h od u sin g t h is dia log box ( t op) . Click t h e For m a t bu t t on t o su m m on t h e Pa ge N u m be r For m a t dia log box ( bot t om ) t o fin e - t u n e you r n u m be r in g st yle or t o ch oose a st a r t in g n u m be r ot h e r t h a n 1 .

I f you haven't used t he Elem ent s Gallery t o st art wit h, fill your header or foot er by t yping inside it and clicking icons in t he " Header and Foot er" pane of t he Form at t ing Palet t e. I f you have begun wit h one of Words preform at t ed st yles, now's your chance t o m odify t hat form at t ing t o your t ast e. For your convenience, Word places a cent ered t ab st op in t he m iddle of t he t yping area, and a right - aligned t ab st op at t he right . You can choose View Ruler and adj ust t hese t ab st ops, of course ( see Sect ion 3.4.4) , but t hey're especially handy when you want t o produce a header like t he one shown in Figure 7- 3.

1 . M a k e su r e t h e cu r sor is a t t h e le ft m a r gin . Type t h e ch a pt e r t it le. Aft er t yping Chapt er 1 : The Beginning, you can highlight and form at it ; for exam ple, it alicize it by pressing -I.

2 . Pr e ss Ta b . The cursor j um ps t o t he cent er- aligned t ab in t he m iddle of t he header or foot er.

3 . I n se r t t h e da t e . Click t he I nsert Dat e icon on t he Form at t ing Palet t e, as shown in Figure 7- 4. ( Word insert s t he dat e as a field, which is cont inuously updat ed; whenever you open t his docum ent , t he dat e will be current .)

Figu r e 7 - 3 . Top: W h e n you 'r e e dit in g you r h e a de r or foot e r , t h e m a in pa r t of you r

docu m e n t a ppe a r s in gr a y, a n d a blu e lin e a ppe a r s se pa r a t in g t h e h e a de r or foot e r a r e a fr om t h e r e st of t h e docu m e n t . A h e lpfu l t a b h a n gs fr om t h e lin e , r e m in din g you t h a t you 'r e w or k in g on a h e a de r or foot e r , a n d con t a in in g a close bu t t on you ca n click w h e n you 'r e r e a dy t o m ove ba ck t o t h e body of t h e docu m e n t . Au t o Te x t Bot t om : To in se r t Au t oTe x t it e m s in t o a h e a de r or foot e r , ch oose I n se r t a n d se le ct a n it e m fr om t h e su bm e n u . W or d w ill k e e p t h e m a u t om a t ica lly u pda t e d. To r e t u r n you r docu m e n t t o it s n or m a l con dit ion , click t h e close bu t t on on t h e h e a de r or foot e r t a b, dou ble - click t h e body of you r docu m e n t , or ch oose Vie w " H e a de r a n d Foot e r " a ga in .

4 . Pr e ss Ta b . Now your cursor is aligned at t he right m argin.

5 . Type Pa ge, a n d a spa ce ; in se r t t h e pa ge n u m be r by click in g t h e I n se r t Pa ge N u m be r icon on For m a t t in g Pa le t t e ( Figu r e 7 - 4 ) ; t ype of; in se r t t h e t ot a l n u m be r of pa ge s by click in g t h e I n se r t N u m be r of Pa ge s icon . ( Of course, m ost people don't use t he " Page X of Y" not at ion; if you want j ust t he page num ber t o appear, sim ply click t he I nsert Page Num ber icon and be done wit h it .) Word insert s placeholder fields ( indicat ed by a nonprint ing, gray background) int o your header or foot er, so t hat it says Sect ion 1.1.2 of 15, for exam ple. When you print or scroll t hrough your docum ent , you'll

see t hat each page is correct ly labeled in t his way.

Figu r e 7 - 4 . Th e bu t t on s you u se d t o fin d in t h e " H e a de r a n d Foot e r " t oolba r in e a r lie r ve r sion s of W or d n ow r e side in t h e ir ow n se ct ion of t h e For m a t t in g Pa le t t e . H e r e you ca n in se r t a n d for m a t pa ge n u m be r s, da t e s, a n d t im e s; m ove fr om on e h e a de r or foot e r t o a n ot h e r ; a n d con t r ol t h e ot h e r " H e a de r a n d Foot e r " opt ion s.

Tip: I f you need help ident ifying an icon on t his palet t e, point t o it wit hout clicking. As usual in Office 2008, a screen t ip appears t o ident ify it .

6 . D ou ble - click t h e dim m e d body por t ion of you r docu m e n t ( or click t h e Close bu t t on on t h e t oolba r ) t o e x it t h e h e a de r / foot e r e dit in g a r e a . I f, at t his point , you want m ore cont rol over page num bering, click t he Form at Page Num ber but t on on t he " Header and Foot er" pane of t he Form at t ing Palet t e I n t he dialog box t hat appears, you can specify how you'd like t he page num bers t o appear ( a, b, c, or in Rom an num erals, or wit h chapt er num bers included) . You can also indicat e t hat you'd like t hem t o begin wit h som e num ber ot her t han 1, which is ideal when your docum ent is t he cont inuat ion of a docum ent you've already print ed.

T ip : Headers and foot ers don't appear or print when you save your Word files as Web pages. But leave t hem in–t hey'll appear and print ( if you chose t he " Save ent ire file int o HTML" opt ion) if you ret urn t o using t he sam e file as a Word docum ent .

7 .1 .1 .1 . Posit ion in g h e a de r s a n d foot e r s Headers and foot ers aut om at ically ext end from t he left m argin t o t he right m argin. To m ake t hem wider t han t he t ext and ext end t hem int o t he m argins, give t he header or foot er a hanging or negat ive indent ( see Sect ion 3.4.3 ) . Docum ent Margins t ab; adj ust To m ove a header or foot er higher or lower on t he page, choose Form at t he num bers in t he " From edge" boxes. ( Higher num bers m ove t he header or foot er t ext closer t o t he m iddle of t he page.) Alt ernat ively, you can adj ust it visually by clicking in t he header or foot er and t hen dragging it s m argin up or down in t he vert ical ruler at t he left side of t he page. This adj ust s t he dist ance bet ween t he header or foot er and t he body of t he t ext . I f t he ruler isn't visible, click Word Preferences View Window Vert ical Ruler.

7 .1 .1 .2 . Cove r pa ge s I f your t erm paper has a t it le page ( feat uring t he nam e of t he paper cent ered on an ot herwise blank page) , it would look a lit t le silly if t he paper's t it le also appeared in a foot er at t he bot t om . Fort unat ely, you can give your first page a different header or foot er—or none. To do so, go t o t he first page of your docum ent . Choose Form at Docum ent Layout t ab, click " Different first page," and click OK. Alt ernat ively, click t he Different First Page but t on on t he " Header and Foot er" pane of t he Form at t ing Palet t e. ( The " first page" set t ing applies only t o t he sect ion t hat cont ains your insert ion point . I n ot her words, you can cont rol t he header/ foot er's appearance independent ly for each sect ion in your docum ent . See Sect ion 3.6.1 for m ore det ail on sect ions.) Or, you can bypass t he t it le- page foot er- form at t ing by using one of t he pre- designed t it le pages in t he Elem ent s Gallery ( Figure 7- 5) . When you add one of t hese pages t o your docum ent , Word knows you don't want headers and foot ers on t hat page and m akes t he change t o t he Docum ent Layout dialog box for you.

Figu r e 7 - 5 . Click D ocu m e n t Ele m e n t s t o r e ve a l t h e Ele m e n t s Ga lle r y, t h e n click Cove r Pa ge s t o displa y t h e va r ie t y of t it le - pa ge de sign s W or d pu t s a t you r disposa l. N o m a t t e r w h a t pa ge you 'r e on w h e n you m a k e t h is ch oice , W or d a lw a ys in se r t s t h e cove r pa ge a t t h e be gin n in g of t h e docu m e n t .

Now you can edit and form at t he unique header and foot er for your first page, or j ust leave t hem blank. ( You can also apply t his t echnique t o t he first page of each sect ion of your docum ent ; see Sect ion 3.6.1.) I f you haven't form at t ed t he header and foot er for t he rest of t he docum ent , click t he Show Next but t on on t he " Header and Foot er" t oolbar; Word t akes you t o t he second page, where you creat e t he headers and foot ers for t he rest of t he pages.

7 .1 .1 .3 . Bou n d- book pa ge s I f your docum ent is going t o be bound like a book, you'll probably want different headers and foot ers on odd and even pages, exact ly like t hose on t hese book pages ( book nam e on left - side pages, chapt er nam e on right side pages) . To creat e t hese m irror- im age headers and foot ers, choose Form at Docum ent Layout t ab, click " Different odd and even," and click OK. ( Alt ernat ively, click t he Different Odd and Even Pages icon on t he " Header and Foot er" pane of t he Form at t ing Palet t e.) Then edit t he headers and foot ers for t he odd and even pages in your docum ent ; when you edit any single odd or even page, Word applies t he changes t o all of t hem . I f you began your header or foot er foray in t he Elem ent s Gallery, t hen you m ade t his paginat ion choice back t hen. I f you have a change of heart , you can use t his t echnique t o change it .

7 .1 .1 .4 . D iffe r e n t h e a de r s ( a n d foot e r s) for diffe r e n t se ct ion s I f you've divided your docum ent int o sect ions ( see Sect ion 3.6.1) , you can t ype, for exam ple, different chapt er nam es or num bers in t he headers and foot ers for each sect ion—a very com m on t echnique when you want t o break your docum ent int o chapt ers. By default , all headers and foot ers in a docum ent are t he sam e, even when you insert sect ion breaks, so t he t rick is t o sever t he connect ion bet ween t he headers and foot ers in consecut ive sect ions. For inst ance, if you want a different header in each of your docum ent 's t hree sect ions, go t o a page in t he second sect ion and choose View " Header and Foot er" . Click in t he header and click t he Sam e as Previous but t on in t he Form at t ing Palet t e's " Header and Foot er" pane. ( This but t on breaks or rej oins t he header/ foot er connect ion bet ween each sect ion and t he one before it . You can use it t o rest ore t he header and foot er connect ions if you change your m ind, and once again m ake t hem uniform t hroughout t he docum ent .) Repeat t he process for t he t hird sect ion, and so on.

Ch a pt e r 7 . Edit in g Lon g D ocu m e n t s Word is an alm ost unfat hom ably deep program . Most people use it t o t ype report s, writ e let t ers, t ake not es during class, and lit t le else. That 's fine—Microsoft int ended t he program t o be easy for even novices t o use. But t ake a plunge beneat h it s placid surface and Word rewards you wit h foot not es and endnot es for t he researchm inded; aut osum m aries and dat a m erges for t he t im e- challenged; and capt ions, t ables of cont ent s, and indexes for t hose creat ing som et hing m eat ier t han a let t er t o t he edit or. This chapt er t akes you deep int o t he dim ly lit realm of Word's power- user feat ures, well beneat h t he easy- t ouse surface used by m illions of everyday, casual wordsm it hs. The m at erial you'll find here is at your disposal when you need t o writ e a dissert at ion, craft an annual report , draft a full- lengt h book, or creat e any ot her com plex, st ruct ured docum ent .

7 .1 . H e a de r s a n d Foot e r s A header or foot er is a special st rip showing t he page num ber—as well as your book t it le, chapt er t it le, nam e, dat e, and ot her inform at ion—at t he t op or bot t om of every print ed page in your docum ent ( or a sect ion of it ) .

7 .1 .1 . Cr e a t in g H e a de r s a n d Foot e r s Adding headers and foot ers t o your docum ent is now easier t han ever t hanks t o Word 2008's assort m ent of preconfigured Docum ent Elem ent s. Click Docum ent Elem ent s in t he t oolbar t o reveal t he Elem ent s Gallery ( if it 's not already showing) , and t hen click t he Header or Foot er but t on. As shown in Figure 7- 2, Word displays it s gallery of preform at t ed header or foot er st yles. Use t he pop- up m enu t o det erm ine whet her t his header or foot er will appear on odd pages, even pages, or all pages. Then click one of t he t hum bnails in t he gallery and wat ch as Word insert s it in your docum ent and swit ches t o " Header and Foot er" view.

UP TO SPEED Pa ge N u m be r s: Th e Sim ple M e t h od Page num bers are t he m ost popular use of headers and foot ers. That 's why Word provides but t ons for adding and form at t ing t hem right on t he " Header and Foot er" pane of t he Form at t ing Palet t e ( see Figure 7- 1 , t op) . But t here's an even easier way t o num ber your pages in Word: Just choose I nsert Page Num bers. The Page Num bers dialog box opens, as shown in Figure 7- 2 , bot t om . Wat ch t he Preview window change as you adj ust t he cont rols found here, such as Alignm ent ( which includes I nside or Out side, for use when you're set t ing up bound- book pages) ; " Show num ber on first page" ( t urn it off if your docum ent has a t it le page) ; and t he Form at but t on, which opens a dialog box where you can specify what kind of num bering you want ( 1, 2, 3; i, ii, iii; a, b, c; and so on) . When you t urn on " I nclude chapt er num ber," Word includes t he chapt er num ber along wit h t he page num ber—in a "Chapt er 1, Sect ion 1.1" schem e. I n t he " Chapt er st art s wit h st yle" m enu, choose t he heading st yle t hat you used for t he chapt er num ber ( you have t o use one of Word's built - in headings—or a st yle based upon one of t hem —t o m ake t his num bering feat ure work) . Then, choose a separat or ( a hyphen, dash, or what ever) .

Figu r e 7 - 1 . W or d 2 0 0 8 's n e w Ele m e n t s Ga lle r y le t s you in se r t a h e a de r or foot e r by ch oosin g on e of t h e pr e for m a t t e d st yle s. Se t t h e pop- u p m e n u a t t h e le ft t o de t e r m in e w h ich pa ge s r e ce ive you r h e a de r or foot e r , t h e n sim ply click you r st yle ch oice t o m a k e it so.

Word t reat s t he header and foot er as a special box at t he t op or bot t om of t he page. To view t hese special t ext " Header and Foot er" . Word swit ches t o Print Layout view ( if you weren't t here already) areas, choose View and a blue line appears separat ing t he header and foot er areas from t he rest of your docum ent . Meanwhile, back in t he docum ent body, t he rest of your t ext fades t o gray. ( I f you find t hat faded represent at ion of your body t ext dist ract ing, hide it by clicking t he Show/ Hide Docum ent Text icon on t he " Header and Foot er" pane of t he Form at t ing Palet t e.)

T ip : I f you're already working in Print Layout view, you don't have t o bot her wit h t he View

" Header and Foot er"

com m and. Just m ove t he cursor t o t he t op or bot t om of t he page; when t he cursor t urns int o t his shape The header and foot er out lines appear.

double- click.

Figu r e 7 - 2 . Ch oose I n se r t Pa ge N u m be r s for t h e sh or t cu t m e t h od u sin g t h is dia log box ( t op) . Click t h e For m a t bu t t on t o su m m on t h e Pa ge N u m be r For m a t dia log box ( bot t om ) t o fin e - t u n e you r n u m be r in g st yle or t o ch oose a st a r t in g n u m be r ot h e r t h a n 1 .

I f you haven't used t he Elem ent s Gallery t o st art wit h, fill your header or foot er by t yping inside it and clicking icons in t he " Header and Foot er" pane of t he Form at t ing Palet t e. I f you have begun wit h one of Words preform at t ed st yles, now's your chance t o m odify t hat form at t ing t o your t ast e. For your convenience, Word places a cent ered t ab st op in t he m iddle of t he t yping area, and a right - aligned t ab st op at t he right . You can choose View Ruler and adj ust t hese t ab st ops, of course ( see Sect ion 3.4.4) , but t hey're especially handy when you want t o produce a header like t he one shown in Figure 7- 3.

1 . M a k e su r e t h e cu r sor is a t t h e le ft m a r gin . Type t h e ch a pt e r t it le. Aft er t yping Chapt er 1 : The Beginning, you can highlight and form at it ; for exam ple, it alicize it by pressing -I.

2 . Pr e ss Ta b . The cursor j um ps t o t he cent er- aligned t ab in t he m iddle of t he header or foot er.

3 . I n se r t t h e da t e . Click t he I nsert Dat e icon on t he Form at t ing Palet t e, as shown in Figure 7- 4. ( Word insert s t he dat e as a field, which is cont inuously updat ed; whenever you open t his docum ent , t he dat e will be current .)

Figu r e 7 - 3 . Top: W h e n you 'r e e dit in g you r h e a de r or foot e r , t h e m a in pa r t of you r

docu m e n t a ppe a r s in gr a y, a n d a blu e lin e a ppe a r s se pa r a t in g t h e h e a de r or foot e r a r e a fr om t h e r e st of t h e docu m e n t . A h e lpfu l t a b h a n gs fr om t h e lin e , r e m in din g you t h a t you 'r e w or k in g on a h e a de r or foot e r , a n d con t a in in g a close bu t t on you ca n click w h e n you 'r e r e a dy t o m ove ba ck t o t h e body of t h e docu m e n t . Au t o Te x t Bot t om : To in se r t Au t oTe x t it e m s in t o a h e a de r or foot e r , ch oose I n se r t a n d se le ct a n it e m fr om t h e su bm e n u . W or d w ill k e e p t h e m a u t om a t ica lly u pda t e d. To r e t u r n you r docu m e n t t o it s n or m a l con dit ion , click t h e close bu t t on on t h e h e a de r or foot e r t a b, dou ble - click t h e body of you r docu m e n t , or ch oose Vie w " H e a de r a n d Foot e r " a ga in .

4 . Pr e ss Ta b . Now your cursor is aligned at t he right m argin.

5 . Type Pa ge, a n d a spa ce ; in se r t t h e pa ge n u m be r by click in g t h e I n se r t Pa ge N u m be r icon on For m a t t in g Pa le t t e ( Figu r e 7 - 4 ) ; t ype of; in se r t t h e t ot a l n u m be r of pa ge s by click in g t h e I n se r t N u m be r of Pa ge s icon . ( Of course, m ost people don't use t he " Page X of Y" not at ion; if you want j ust t he page num ber t o appear, sim ply click t he I nsert Page Num ber icon and be done wit h it .) Word insert s placeholder fields ( indicat ed by a nonprint ing, gray background) int o your header or foot er, so t hat it says Sect ion 1.1.2 of 15, for exam ple. When you print or scroll t hrough your docum ent , you'll

see t hat each page is correct ly labeled in t his way.

Figu r e 7 - 4 . Th e bu t t on s you u se d t o fin d in t h e " H e a de r a n d Foot e r " t oolba r in e a r lie r ve r sion s of W or d n ow r e side in t h e ir ow n se ct ion of t h e For m a t t in g Pa le t t e . H e r e you ca n in se r t a n d for m a t pa ge n u m be r s, da t e s, a n d t im e s; m ove fr om on e h e a de r or foot e r t o a n ot h e r ; a n d con t r ol t h e ot h e r " H e a de r a n d Foot e r " opt ion s.

Tip: I f you need help ident ifying an icon on t his palet t e, point t o it wit hout clicking. As usual in Office 2008, a screen t ip appears t o ident ify it .

6 . D ou ble - click t h e dim m e d body por t ion of you r docu m e n t ( or click t h e Close bu t t on on t h e t oolba r ) t o e x it t h e h e a de r / foot e r e dit in g a r e a . I f, at t his point , you want m ore cont rol over page num bering, click t he Form at Page Num ber but t on on t he " Header and Foot er" pane of t he Form at t ing Palet t e I n t he dialog box t hat appears, you can specify how you'd like t he page num bers t o appear ( a, b, c, or in Rom an num erals, or wit h chapt er num bers included) . You can also indicat e t hat you'd like t hem t o begin wit h som e num ber ot her t han 1, which is ideal when your docum ent is t he cont inuat ion of a docum ent you've already print ed.

T ip : Headers and foot ers don't appear or print when you save your Word files as Web pages. But leave t hem in–t hey'll appear and print ( if you chose t he " Save ent ire file int o HTML" opt ion) if you ret urn t o using t he sam e file as a Word docum ent .

7 .1 .1 .1 . Posit ion in g h e a de r s a n d foot e r s Headers and foot ers aut om at ically ext end from t he left m argin t o t he right m argin. To m ake t hem wider t han t he t ext and ext end t hem int o t he m argins, give t he header or foot er a hanging or negat ive indent ( see Sect ion 3.4.3 ) . Docum ent Margins t ab; adj ust To m ove a header or foot er higher or lower on t he page, choose Form at t he num bers in t he " From edge" boxes. ( Higher num bers m ove t he header or foot er t ext closer t o t he m iddle of t he page.) Alt ernat ively, you can adj ust it visually by clicking in t he header or foot er and t hen dragging it s m argin up or down in t he vert ical ruler at t he left side of t he page. This adj ust s t he dist ance bet ween t he header or foot er and t he body of t he t ext . I f t he ruler isn't visible, click Word Preferences View Window Vert ical Ruler.

7 .1 .1 .2 . Cove r pa ge s I f your t erm paper has a t it le page ( feat uring t he nam e of t he paper cent ered on an ot herwise blank page) , it would look a lit t le silly if t he paper's t it le also appeared in a foot er at t he bot t om . Fort unat ely, you can give your first page a different header or foot er—or none. To do so, go t o t he first page of your docum ent . Choose Form at Docum ent Layout t ab, click " Different first page," and click OK. Alt ernat ively, click t he Different First Page but t on on t he " Header and Foot er" pane of t he Form at t ing Palet t e. ( The " first page" set t ing applies only t o t he sect ion t hat cont ains your insert ion point . I n ot her words, you can cont rol t he header/ foot er's appearance independent ly for each sect ion in your docum ent . See Sect ion 3.6.1 for m ore det ail on sect ions.) Or, you can bypass t he t it le- page foot er- form at t ing by using one of t he pre- designed t it le pages in t he Elem ent s Gallery ( Figure 7- 5) . When you add one of t hese pages t o your docum ent , Word knows you don't want headers and foot ers on t hat page and m akes t he change t o t he Docum ent Layout dialog box for you.

Figu r e 7 - 5 . Click D ocu m e n t Ele m e n t s t o r e ve a l t h e Ele m e n t s Ga lle r y, t h e n click Cove r Pa ge s t o displa y t h e va r ie t y of t it le - pa ge de sign s W or d pu t s a t you r disposa l. N o m a t t e r w h a t pa ge you 'r e on w h e n you m a k e t h is ch oice , W or d a lw a ys in se r t s t h e cove r pa ge a t t h e be gin n in g of t h e docu m e n t .

Now you can edit and form at t he unique header and foot er for your first page, or j ust leave t hem blank. ( You can also apply t his t echnique t o t he first page of each sect ion of your docum ent ; see Sect ion 3.6.1.) I f you haven't form at t ed t he header and foot er for t he rest of t he docum ent , click t he Show Next but t on on t he " Header and Foot er" t oolbar; Word t akes you t o t he second page, where you creat e t he headers and foot ers for t he rest of t he pages.

7 .1 .1 .3 . Bou n d- book pa ge s I f your docum ent is going t o be bound like a book, you'll probably want different headers and foot ers on odd and even pages, exact ly like t hose on t hese book pages ( book nam e on left - side pages, chapt er nam e on right side pages) . To creat e t hese m irror- im age headers and foot ers, choose Form at Docum ent Layout t ab, click " Different odd and even," and click OK. ( Alt ernat ively, click t he Different Odd and Even Pages icon on t he " Header and Foot er" pane of t he Form at t ing Palet t e.) Then edit t he headers and foot ers for t he odd and even pages in your docum ent ; when you edit any single odd or even page, Word applies t he changes t o all of t hem . I f you began your header or foot er foray in t he Elem ent s Gallery, t hen you m ade t his paginat ion choice back t hen. I f you have a change of heart , you can use t his t echnique t o change it .

7 .1 .1 .4 . D iffe r e n t h e a de r s ( a n d foot e r s) for diffe r e n t se ct ion s I f you've divided your docum ent int o sect ions ( see Sect ion 3.6.1) , you can t ype, for exam ple, different chapt er nam es or num bers in t he headers and foot ers for each sect ion—a very com m on t echnique when you want t o break your docum ent int o chapt ers. By default , all headers and foot ers in a docum ent are t he sam e, even when you insert sect ion breaks, so t he t rick is t o sever t he connect ion bet ween t he headers and foot ers in consecut ive sect ions. For inst ance, if you want a different header in each of your docum ent 's t hree sect ions, go t o a page in t he second sect ion and choose View " Header and Foot er" . Click in t he header and click t he Sam e as Previous but t on in t he Form at t ing Palet t e's " Header and Foot er" pane. ( This but t on breaks or rej oins t he header/ foot er connect ion bet ween each sect ion and t he one before it . You can use it t o rest ore t he header and foot er connect ions if you change your m ind, and once again m ake t hem uniform t hroughout t he docum ent .) Repeat t he process for t he t hird sect ion, and so on.

7 .2 . Cit a t ion s When you need t o refer t o anot her work—a book, j ournal art icle, Web page, or int erview—you have t o cit e t he source accurat ely and succinct ly. Loved and loat hed by scholars t he world over, t he cit at ion, t hat indispensable and unavoidable foot not e t o any kind of serious research, provides a st andardized st yle for t hese vit al scraps of inform at ion. However, get t ing all t hose com m as, colons, quot e m arks, it alics, and underlines in j ust t he right places has driven m any great m inds t o near dist ract ion—and creat ed em ploym ent for m any grad st udent s as publicat ion deadlines loom . One st andard form at for cit at ions is called MLA ( Modern Language Associat ion) st yle, and it looks like t his:

Sm it h, Charles D. " The 'Crisis of Orient at ion': The Shift of Egypt ian I nt ellect uals t o I slam ic Subj ect s in t he 1930s." I nt ernat ional Journal of Middle East St udies 4 ( 1973) : 382–410.

N ot e : The t hree biggies in t he st yle world are MLA, favored by hum anit ies scholars; APA ( Am erican Psychological Associat ion) , favored by psychologist s and sociologist s; and CMS or Chicago ( Chicago Manual of St yle) , favored by hist orians. For m ore inform at ion visit any of t heir Web sit es: www.m la.org , www.apast yle.org, and www.chicagom anualofst yle.org.

Word 2008's Cit at ions feat ure can m ake even t he m ost st aid academ ics ut t er a subdued " Ye haw! " The Cit at ions Palet t e occupies prim e real est at e in t he Toolbox, t wo t abs t o t he right of t he Form at t ing Palet t e. I t 's essent ially a m ini dat abase dedicat ed t o t racking every possible form of reference cit at ion ( Figure 7- 6) .

Figu r e 7 - 6 . W or d 2 0 0 8 's n e w Cit a t ion s pa le t t e le t s you bu ild a da t a ba se of a ll you r r e fe r e n ce cit a t ion s, a n d t h e n in se r t t h e m in t o foot n ot e s, bibliogr a ph ie s, or t h e body of t h e t e x t by dou ble click in g a n it e m in t h is list . Use t h e plu s- sign bu t t on t o a dd a n e w it e m . You ca n se le ct a n it e m a n d u se t h e m in u s- sign bu t t on t o r e m ove it fr om you r colle ct ion u n le ss you 've in se r t e d it w it h in you r docu m e n t 's body t e x t .

The Cit at ions palet t e let s you assem ble a list of references and t hen select and insert t hem —in perfect ly form at t ed st yle—int o a foot not e, endnot e, bibliography, or anywhere else. Here are t he st eps:

1 . Ope n t h e Cit a t ion s pa le t t e , ch oose you r fa vor e d st yle fr om t h e Cit a t ion St yle pop- u p m e n u : APA, Ch ica go, M LA, or Tu r a bia n , a n d t h e n click t h e plu s sign bu t t on a t t h e bot t om . The Creat e New Source window appears, ready for you t o begin filling in t he salient bit s of dat a for t his part icular source ( Figure 7- 7) .

2 . Use t h e Type of Sou r ce pop- u p m e n u t o n a r r ow t h e da t a fie lds t o w h a t 's n e e de d, for e x a m ple , for a book , a r t icle , or in t e r vie w . Depending on your choice of cit at ion st yle, t he m ost vit al fields display ast erisks next t o t heir nam es. Use t he t ab key t o m ove t hrough t he fields, not ing t he Exam ple pane at t he bot t om of t he window showing t he correct form at for each ent ry.

Figu r e 7 - 7 . Top: Th e Cr e a t e N e w Sou r ce dia log box le t s you t r a ck a h u ge n u m be r of da t a fie lds for e a ch cit a t ion , bu t on ly t h ose m a r k e d w it h a n a st e r isk a r e r e qu ir e d for you r ch ose n cit a t ion st yle .

Bot t om : Use t h e " Type of Sou r ce " pop- u p m e n u t o ch oose j u st w h a t t ype of docu m e n t , a r t w or k , or in t e r vie w you 'r e de a lin g w it h .

3 . En t e r e a ch n a m e in t h e La st , Fir st a n d M iddle fie lds, a n d t h e n click t h e Add bu t t on.

Word adds t he nam e t o t he box at t he bot t om of t he window. Repeat t he process t o add m ore nam es and if necessary use t he Up, Down, or Delet e but t ons t o get your list in t he proper order. Click OK, and Word adds t he m ult iple- nam e list ing t o t he Creat e New Source window—punct uat ed j ust so, according t o your select ed st yle.

Tip: I f any of your aut hor, edit or, or ot her nam e fields require m ore t han one nam e, click t he neighboring Edit but t on t o display t he Edit Nam e dialog box.

4 . On ce you 've fille d in a s m a n y fie lds a s you n e e d, click OK t o close t h e dia log box a n d a dd t h e n e w sou r ce t o t h e list in t h e Cit a t ion s pa le t t e. I f you need t o edit one of your cit at ions, select it in t he list , click t he Act ions but t on ( it looks like a gear) at t he bot t om of t he window, and choose Edit Source from t he pop- up m enu. The Edit Source dialog box appears, ready for you t o add or change t he cit at ion inform at ion.

5 . To a dd a cit a t ion t o a foot n ot e or e n dn ot e , cr e a t e a foot n ot e a s de scr ibe d a bove , a n d t h e n dou ble - click on e of t h e cit a t ion s in t h e Cit a t ion s pa le t t e . Word insert s it at t he insert ion point , precisely form at t ed according t o your chosen st yle.

N ot e : Delet ing cit at ions in t he body t ext is t ricky. When you insert a cit at ion int o a foot not e, endnot e, or bibliography, Word insert s it as t ext you can edit like any ot her t ext . However, when you insert a cit at ion int o your docum ent 's body t ext , Word insert s it as a t ext field ( see Sect ion 7.8 ) cont aining t he aut hor's last nam e and publicat ion dat e in parent heses, for exam ple, ( Parkm an, 1910) . I f you want t o rem ove one of t hese t ext fields, you'll find t hat you can't do it in t he norm al way wit h t he Delet e key. I nst ead, select t he field and choose Edit Cut .

As you build your list of cit at ions, Word act ually saves t his list in t wo places—one for t he docum ent , which it calls Current list ; and one t hat 's available in every Word docum ent , which it calls Mast er list . Whenever you add a new cit at ion, it ends up on bot h list s. This way, your collect ion of cit at ions is always available when you begin writ ing a new docum ent on a relat ed t opic. Click t he Act ions ( gear) but t on in t he Cit at ions palet t e and choose Cit at ion Source Manager t o access bot h list s. This window, which seem s t o be a direct descendent of Apple's venerable Font / DA Mover program of 1984, let s you m ove cit at ions from one list t o t he ot her ( see Figure 7- 8) .

7 .3 . Bibliogr a ph ie s Word also m akes use of t he Cit at ions dat abase t o help you creat e a one- click bibliography. I f you want your bibliography t o appear on separat e page, posit ion your insert ion point at t he end of your docum ent and choose Break Page Break. Make sure you're looking at your docum ent in Print Layout view, click I nsert Docum ent Elem ent s in t he Elem ent s Gallery, and t hen click Bibliographies. Click t he Bibliography or Works Cit ed t hum bnails t o inst ant ly creat e your bibliography at t he insert ion point ( Figure 7- 9) .

Figu r e 7 - 8 . I f you 'r e cr e a t in g a n e w docu m e n t a n d n e e d t o u se cit a t ion s you 've cr e a t e d be for e , ch oose Cit a t ion Sou r ce M a n a ge r fr om t h e Cit a t ion s pa le t t e 's Act ion s ( ge a r ) bu t t on t o ope n W or d's - click t o se le ct m or e cit a t ion s cle a r in gh ou se . Se le ct pr e viou sly cr e a t e d cit a t ion s in t h e M a st e r list ( t h a n on e ) a n d click t h e Copy bu t t on t o m ove t h e m t o t h e Cu r r e n t list , m a k in g t h e m a va ila ble in t h e Cit a t ion s pa le t t e . Con ve r se ly, if you 'r e ope n in g a docu m e n t con t a in in g cit a t ion s cr e a t e d on a diffe r e n t com pu t e r , se le ct t h e m in t h e Cu r r e n t list a n d click Copy t o m ove t h e m in t o you r M a st e r cit a t ion s colle ct ion . A ch e ck m a r k in dica t e s a cit a t ion you 've u se d in t h e docu m e n t 's body t e x t ( se e t h e N ot e on Se ct ion 7 .3 ) .

Figu r e 7 - 9 . Cr e a t e a n in st a n t bibliogr a ph y ( a ssu m in g you 've e n t e r e d you r r e fe r e n ce da t a in t h e Cit a t ion s list ) by click in g t h e bibliogr a ph y t h u m bn a il in t h e Ele m e n t s Ga lle r y. W or d cr e a t e s a bibliogr a ph y u sin g t h e Cit a t ion St yle sh ow n in t h e pop- u p m e n u —w h ich m a t ch e s t h e st yle you 've u se d e lse w h e r e in you r docu m e n t . I f you t r y t o ch a n ge t h e st yle h e r e , W or d w a r n s you t h a t doin g so w ill ch a n ge t h e cit a t ion s st yle for t h e e n t ir e docu m e n t .

Whichever you pick, Word creat es t he list —using your select ed Cit at ion St yle—from t he ent ire cont ent s of your Cit at ions List as it appears in t he Cit at ions palet t e, insert ing it as a field in your docum ent . I n ot her words, if you have a reference list ed in your cit at ions list but you never act ually referred t o it in your docum ent , it st ill appears in t he Bibliography or Works Cit ed list when it appears in your docum ent . I f you click t he bibliography field once it appears in your docum ent , Word displays a Sm art but t on wit h which you can choose t o Updat e Cit at ions and Bibliography ( t o reflect recent addit ions t o your Cit at ions list ) , or Convert Bibliography t o St at ic Text ( so you can edit , form at , add or delet e t ext from t he bibliography) . For exam ple, if you Convert Bibliography t o St at ic Text , you m ay be able t o im prove readabilit y by select ing t he ent ire bibliography and adding som e space bet ween paragraphs using t he " Alignm ent and Spacing" pane of t he Form at t ing Palet t e ( see Sect ion 3.4.1) .

7 .4 . Foot n ot e s a n d En dn ot e s Foot not es, as any research scholar can t ell you, are explanat ions or cit at ions locat ed at t he bot t om of each page, referred t o by a sm all superscript num ber or sym bol in t he m ain t ext . ( See Figure 7- 10 for an exam ple.) Endnot es are sim ilar, except t hat t hey're list ed t oget her in a clum p at t he end of t he docum ent , inst ead of on each page. Word can handle each kind of annot at ion gracefully. Here's how t o insert a foot not e or endnot e int o your docum ent :

Figu r e 7 - 1 0 . I n D r a ft vie w , you ca n e dit you r foot n ot e s or e n dn ot e s by ch oosin g Vie w Foot n ot e s; fe e l fr e e t o dr a g t h e gr a y divide r ba r u p or dow n . ( I n Pr in t La you t a n d Pu blish in g La you t vie w s, t h e foot n ot e s a n d e n dn ot e s a r e r e a dily visible ; you ca n e dit t h e m dir e ct ly on t h e pa ge .) Th e gr a y divide r ba r h a s a pop- u p m e n u t h a t le t s you spe cify w h a t you w a n t t o se e a n d e dit —foot n ot e s, t h e se pa r a t or lin e s, or t h e foot n ot e con t in u a t ion t e x t ( Se ct ion 7 .4 .1 ) .

1 . Click a t t h e e x a ct poin t in you r docu m e n t w h e r e you w a n t t h e su pe r scr ipt n ot e n u m be r t o a ppe a r ; ch oose I n se r t Foot n ot e or pr e ss Opt ion - F. The Foot not e pane appears, proposing a foot not e. ( Press t he keyst roke endnot e inst ead.)

- E, or click Endnot e, for an

I f left t o it s own devices, Word will num ber your foot not es sequent ially ( 1, 2, 3…) . I f you'd rat her use a sym bol ( such as an ast erisk) , click " Cust om m ark" and t ype t he desired sym bol, or click t he Sym bol but t on and choose one from t he various palet t es.

2 . I f you w a n t n on st a n da r d n u m be r in g, click Opt ion s. I f you're som e kind of radical, you m ay prefer Rom an num erals, let t ers, sym bols, or som et hing else. I n t he result ing dialog box ( see Figure 7- 11) , you can also choose where t o place foot not es and endnot es: at t he bot t om of t he page or im m ediat ely aft er t he t ext , for inst ance. Click OK t o close t he box.

Figu r e 7 - 1 1 . Th e r a dio bu t t on s on t h e All Foot n ot e s a n d All En dn ot e s t a bs le t you ch oose w h e r e t o st a r t a n d r e st a r t t h e n u m be r in g. For in st a n ce , if you ch oose " Re st a r t e a ch pa ge ," t h e fir st foot n ot e on e a ch pa ge w ill be m a r k e d " 1 ."

3 . Click OK t o close t h e Foot n ot e a n d En dn ot e dia log box . I n Draft view, Word opens up a pane at t he bot t om of t he docum ent window, where you can t ype t he act ual t ext of t he not e. To t oggle bet ween displaying and hiding t he not e pane in Draft view, choose View Foot not es; in Print Layout view, no such shenanigans are necessary—t he not es sim ply appear at t he bot t om of t he page, separat ed by t he m ain t ext by a line. You can edit t hem direct ly. Word usually draws a horizont al line, a t hird of t he way across t he page, above your foot not es, as you can see in Print Layout view. I f you'd like t o edit t his line, however, you have t o swit ch t o Draft view, and t hen choose Foot not e Separat or or Endnot e Separat or from t he Foot not es pop- up m enu ( in t he bar at t he t op of t he not e pane) . Now edit t he t ext ( or line) t hat you find t here. You could even m ake t he line a different color, for exam ple, or delet e it ent irely by clicking it and pressing Delet e.

4 . Type you r foot n ot e. You can t ype any kind of clarifying prose in a foot not e, but what you'll oft en want t o include is a cit at ion—a reference t o a specific book or art icle t hat provided your inform at ion. See Sect ion 7.1.1.4 t o learn about Word's new Cit at ion t ool.

5 . Re pe a t fr om st e p 1 t o a dd m or e foot n ot e s, or click Close t o m ove t h e Foot n ot e s pa n e ou t of you r w a y. Each foot not e is m arked in your t ext by a sm all num ber or sym bol, as specified by you. At any t im e, you can j um p back and fort h bet ween t he foot not e sym bol ( in t he m ain window) and t he Foot not es pane by pressing F6.

T ip : You can com bine foot not es and endnot es in a single docum ent . For exam ple, foot not es m ight cont ain explanat ions and elaborat ions of t ext , while endnot es m ight cont ain cit at ions.

7 .4 .1 . D e le t in g Foot n ot e s a n d En dn ot e s To rem ove a foot not e or endnot e, select t he superscript num ber or sym bol in your t ext ( not in t he Foot not e pane) and press t he Delet e key. The num ber and t he ent ire not e disappear, and Word renum bers t he rem aining not es as necessary. ( Delet ing t he not e num ber in t he foot not e or endnot e it self, or in t he Foot not e pane, works no such m agic. All you do is delet e t he lit t le superscript num ber before t he not e. The rest of t he not e, and t he num ber in your t ext , st ay right where t hey are.)

T ip : You can convert foot not es t o endnot es, or vice versa—a blessing for t he indecisive. I n Print Layout view, select t he not e, Cont rol- click ( or right - click) it and select " Convert t o End Not e" or " Convert t o Foot not e" from t he pop- up m enu. I n Draft view, choose View Foot not es, choose All Foot not es or All Endnot es from t he pop- up m enu in t he gray divider bar, select t he not es you want t o convert , and Cont rol- click t he select ion. Choose " Convert t o Endnot es" or " Convert t o Foot not es" from t he short cut m enu.

7 .4 .2 . Con t r ollin g Foot n ot e Flow I f your foot not es are t oo long t o fit on t heir " hom e" page, t hey flow int o t he foot not e sect ion of t he next page. ( Endnot es flow t o t he t op of t he following page.) As a court esy t o your reader, you m ay want t o add som et hing t o t he separat or line—" Cont inued on next page," for exam ple. Word, being equally t hought ful, let s you do exact ly t hat . Open t he not e pane as shown in Figure 7- 6 and choose Foot not e ( or Endnot e) Cont inuat ion Not ice from t he Foot not es pop- up m enu. Type your t hought ful t ext , ( " See next page," or what have you) , and click Close.

T ip : Word posit ions endnot es im m ediat ely aft er t he docum ent or sect ion's t ext , according t o your specificat ion. To put Break Page Break. I f t hem on a separat e page for print ing, click in front of t he first endnot e and choose I nsert you have num erous endnot es, you m ay want t hem t o st art on a new page so t hey're easier t o check against your paper.

UP TO SPEED I n se r t in g Sym bols You can use hundreds of different sym bols in Word 2008—bot h Unicode sym bols like t hose you can get from Mac OS X's Charact er Palet t e and t hose in Word's own Sym bol dialog box. The following t erm s, for exam ple, all depend upon sym bols for correct ness and clarit y: 98.6°, Oscar® , ¿Que pasa?, and so on. Larger sym bol s called dingbat s let you do cool t hings like put a next t o your phone num ber. High- t ech dingbat s, like t hose in Microsoft 's Webdings font , com e in handy on Web pages, like

t o indicat e an em ail link.

To ent er t he wonderful world of sym bols, choose I nsert Sym bol. The Sym bol dialog box appears, giving you a palet t e of sym bols in t he Sym bol font . Drag your cursor across t hem for a closer look. I f you don't see t he sym bol you're looking for, choose anot her sym bol font from t he Font m enu. I f you want a st andard t ypographical sym bol, such as © or ® , choose " Norm al font " from t his pop- up m enu ( or j ust click t he Charact ers t ab, where you'll find a cheat sheet of such com m on sym bols and t he keyst rokes t hat produce t hem ) . When you've finally highlight ed t he doohickey you want , click I nsert ( or press Ret urn) t o place it int o your docum ent at t he insert ion point . I f t here's a sym bol you wind up using frequent ly—you're a Valent ine's Day consult ant , for sym bol about 20 t im es a day—you can set it up for exam ple, and you use t he

easier access in eit her of t wo ways. First , you can assign a keyboard short cut t o it . To do so, click t he

in t he Sym bol

dialog box ( in t he Zapf Dingbat s font , for exam ple) , and t hen click Keyboard Short cut . I n t he result ing dialog box, press t he keys you want t o t rigger t his sym bol ( Cont rol- H, for exam ple) . I f you choose a key com binat ion t hat 's already assigned t o anot her Word funct ion—which is fairly likely—you'll j ust get an alert sound. Keep t rying unt il you st um ble ont o an unassigned com binat ion. Use t he pop- up m enu at t he bot t om of t he window t o choose whet her t o save t his keyst roke j ust in t he current docum ent , or as part of t he Norm al t em plat e ( see Sect ion 7.6.6) , so it 'll work in all docum ent s based upon it . But you m ay find it easier t o use a word or let t er com binat ion t o insert a sym bol. For inst ance, if you want an t o appear every t im e you t ype Apple, or your favorit e dingbat ( say

) t o appear when you t ype a code like xq, click t he sym bol and t hen

click Aut oCorrect . The Aut oCorrect dialog box opens, showing your chosen sym bol in t he Replace Wit h box. Type t he word or code you want t o t rigger t he appearance of t he sym bol and t hen press Ret urn t wice.

7 .5 . Lin e N u m be r s I f you're a lawyer, Bible scholar, or aspiring Hollywood script writ er, you're already fam iliar wit h line num bering: t iny num bers in t he left m argin every 5 or 10 lines ( see Figure 7- 12) . But even in everyday business, t hey're occasionally useful; you could em ail a press release t o your boss and ask, " Let m e know if I com e on t oo st rong in lines 5–8," for inst ance. Line num bers show up only in Print Layout and Publishing Layout views ( choose View Print Layout or Publishing Layout , or click t he Print Layout or Publishing Layout but t on on t he bot t om left of t he page) . To add t hem t o your docum ent , select t he t ext whose lines you want num bered. I f it 's a single sect ion, for exam ple, click anywhere in t hat sect ion; if it 's t he whole docum ent , choose Edit Select All or press - A. I f you're at t he st art of a new docum ent and want t o st art num bering im m ediat ely, read on.

Figu r e 7 - 1 2 . W h e n you 'r e com pa r in g docu m e n t s w it h ot h e r s or r e a din g t h r ou gh a scr ipt , lin e D ocu m e n t La you t t a b a n d click in g n u m be r s a r e in dispe n sa ble . Add t h e m by ch oosin g For m a t Lin e N u m be r s t o su m m on t h is dia log box . I f you 'd lik e W or d t o n ot n u m be r spe cific pa r a gr a ph s, h igh ligh t t h e m a n d ch oose For m a t Pa r a gr a ph " Lin e a n d Pa ge Br e a k s" t a b a n d t u r n on " Su ppr e ss lin e n u m be r s." H e r e , for e x a m ple , t h a t opt ion w a s u se d for t h e qu ot a t ion , so t h e n u m be r in g sk ips ove r t h a t pa r t .

T ip : By choosing Form at Paragraph " Line and Page Breaks" t ab and t urning on " Suppress line num bers," you m ake Word skip over t he select ed paragraphs in it s num bering. Keep t his checkbox in m ind when defining a st yle, t oo, since you can use it t o ensure t hat your capt ions are never num bered, for exam ple.

Choose Form at Docum ent Layout t ab. I f you've select ed t ext as described above, choose " Select ed t ext " from t he " Apply t o" m enu at t he right ; click Line Num bers. Turn on " Add line num bering" and set t he following ( see Figure 7- 12) :

St a r t a t t ells Word what line t o st art count ing wit h. Select 2, for inst ance, if you want Word not t o include t he heading at t he t op of t he page.

Fr om t e x t is t he dist ance from t he left m argin of t he t ext . Aut o is a good st art unless a cert ain dist ance has been specified.

Cou n t by t ells Word: " Show num bers only on every _t h line." The m ost com m on set t ings are 5, 10, and 20.

Num bering, when it 's cont inuous, begins at t he first line and goes all t he way t o t he end of t he docum ent . You can also t ell Word t o st art over on each page, or aft er each sect ion break.

To delet e line num bers, j ust select t he t ext again, choose Form at " Add line num bering" .

Docum ent

Layout t ab, and t urn off

7 .6 . Te m pla t e s This chapt er m ay cover t he m ost advanced feat ures of Microsoft Word, but not hing you've read so far can t ouch t he exasperat ing—yet exhilarat ing—com plexit y of t em plat es, t he syst em of special files t hat Word uses t o st ore your keyst rokes, Aut oText ent ries, st yles, and dozens of ot her preference set t ings. There are t wo kinds of t em plat es—global and docum ent . Because you can sim ult aneously load m ore t han one t em plat e, som et im es t hey int eract in com plex ways, including swit ching your t ext t o radically different form at t ing. When using Word as a basic word processor, you can safely ignore t em plat es. Millions of people use Word every day, in fact , unaware t hat lurking behind t he scenes of every single docum ent is one crit ical global t em plat e called Norm al. Every set t ing t hey change, every keyst roke t hey redefine, every st yle t hey apply—everyt hing get s st ored in t his t em plat e file. Most people, in ot her words, never need st ep behind t he curt ain t o view t he knobs and levers cont rolling t he t em plat e. Learning about t em plat es, however, can pay off in spades in cert ain sit uat ions. For exam ple:

I f you collaborat e wit h ot her people, you can send t hem a t em plat e you've creat ed cont aining an officially sanct ioned set of st yles, so t hat all your docum ent s will have a consist ent look.

Sim ilarly, your boss or net work adm inist rat or m ay give you a t em plat e file, filled wit h st yles, so t hat your corporat e correspondence will resem ble everyone else's.

Or m aybe you plan t o use your lapt op, and want t o ensure t hat all of t he cust om keyst rokes, Aut oText ent ries, and st yles t hat you've carefully worked up on your deskt op Mac are in place on t he lapt op.

The following pages t ake you t hrough t his insanely challenging t opic wit h as few m igraines as possible.

7 .6 .1 . D ocu m e n t Te m pla t e s I n any norm al program , a t em plat e is sim ply a st at ionery pad, a locked icon in t he Finder t hat , when opened, aut om at ically generat es a blank, unt it led copy of t he original. I f you frequent ly ( or even occasionally) need t o creat e docum ent s t hat incorporat e cert ain st andard elem ent s, such as t he t op of your let t erhead or boilerplat e t ext on a cont ract , docum ent t em plat es can save you a lot of t im e. Word has som et hing like t his kind of t em plat e, t oo. You see dozens of t hese t em plat es, called docum ent Proj ect Gallery. These are regular Word docum ent s—brochures, t em plat es, whenever you choose File labels, newslet t ers, and so on—t hat have been saved in a special, self- duplicat ing form at . You can read m ore about t he Proj ect Gallery in Chapt er 18.

7 .6 .1 .1 . Cr e a t in g a docu m e n t t e m pla t e I t 's very easy t o creat e your own docum ent t em plat e: Just prepare a Word docum ent . Then dress it up wit h graphics, font select ions, dum m y t ext , t ables, form s, what ever you like. I t 's very im port ant t o underst and t hat you can also cust om ize t his docum ent wit h Word's m ore advanced feat ures, such as:

St yles

Aut oText ent ries

Margins and t ab set t ings

Cust om ized m enus and t oolbars

Page layout ( colum ns, for exam ple)

Headers and foot ers

Then choose File Save As, choose Docum ent Tem plat e from t he Form at pop- up m enu, and Word j um ps t o t he special My Tem plat es folder aut om at ically. Office 2008 m oves t hat folder int o a special user folder found at Library Applicat ion support Microsoft Office User Tem plat es. User Nam e t he file and t hen click Save.

7 .6 .1 .2 . Usin g a docu m e n t t e m pla t e From now on, whenever you'd like t o peel off a copy of t hat t em plat e, choose File Proj ect Gallery, click My Tem plat es ( or what ever folder you select ed inside t he Tem plat es folder) , and double- click t he nam e of t he corresponding t em plat e. I t 's j ust like opening a regular Word docum ent , except t hat inst ead of appearing as a blank, st ripped- down docum ent , it com es com plet e wit h a num ber of predefined elem ent s. The keyst rokes you defined in t he t em plat e, t he st yles you set up, t he Aut oText ent ries, dum m y t ext , and so on will all be ready t o use. All you need t o do is save t he new, unt it led docum ent and nam e it . I f you send a copy of t his docum ent t em plat e t o anot her person or anot her m achine, all of t hese preference set t ings will sim ilarly be ready t o use any t im e t hey open it . ( I f a Windows person m ight be t he recipient , rem em ber t o add .dot x—or .dot if you're saving it as a Word 97- 2004 Tem plat e—t o t he end of t he file's nam e; ot herwise, Windows won't recognize what kind of file it is.) However, t he set t ings, keyst rokes, m acros, t oolbars, and so on, won't be available in any ot her Word docum ent —only new ones " peeled off" from t he docum ent t em plat e will be available. You or your colleague m ay wind up longing for a m et hod of m aking t hese cust om izat ions available universally, t o any Word docum ent , including exist ing ones. That 's perfect ly possible—and it 's t he purpose of global t em plat es.

7 .6 .2 . Globa l Te m pla t e s Every Word docum ent , even a new blank one t hat you've j ust opened, is based on a t em plat e; t hat 's why you see a list of st yles available in t he Form at t ing Palet t e of even a brand new file. Behind t he scenes, every Word docum ent is based, at t he m inim um , upon a t em plat e called Norm al. Norm al is what Word calls a global t em plat e, m eaning t hat it 's available t o all docum ent s all t he t im e. Exact ly as wit h docum ent t em plat es, a global t em plat e det erm ines which st yles, t oolbars, page layout elem ent s, Aut oText ent ries, and ot her feat ures are available when you use t he docum ent —but you don't have t o go t hrough t he Proj ect Gallery t o open one, as you would wit h a docum ent t em plat e.

N ot e : There's no t echnical difference bet ween a docum ent t em plat e and a global t em plat e—t he sam e t em plat e file can serve as eit her one. The only difference is how you load it . I f you use t he Proj ect Gallery, t he t em plat e affect s only a single docum ent ; if you use t he Tem plat es and Add- I ns com m and, as described on Sect ion 7.6.6.3 , t he t em plat e affect s all docum ent s.

7 .6 .3 . M odifyin g a Te m pla t e No m at t er how hard you t ry t o creat e a t em plat e t he way you want it , t he t im e com es when you have t o go back and change it . You want t o m ake your heading sizes sm aller, or you have a new logo, and so on. I n a nut shell, you m ake such changes by opening t he t em plat e file ( choose File Open, navigat e t o t he Microsoft Office 2008 Office Media Tem plat es folder for built - in t em plat es; or t o Applicat ions Library Applicat ion support Microsoft Office User Tem plat es for t em plat es you've Hom e creat ed, and open t he t em plat e you want t o m odify) . Make what ever changes you want t o t he docum ent —adj ust t he st yles, m argins, zoom level, default font , what ever—and t hen choose File Save. From now on, all new docum ent s you spin off from t hat t em plat e will reflect your changes.

N ot e : When you m odify a t em plat e, t he changes don't aut om at ically ripple t hrough all exist ing docum ent s you peeled off of it before t he change. You can open each of t hose older files, however, and force t hem t o updat e t heir st yles, m acros, keyst rokes, and so on, t o reflect t he changed t em plat e. To do so, choose Tools " Tem plat es and Add- ins" . Turn on " Aut om at ically updat e docum ent st yles." Click OK.

7 .6 .4 . At t a ch in g a D ocu m e n t Te m pla t e I t happens som et im es t hat 20 m inut es int o working on a new docum ent , you realize t hat t here's a t em plat e t hat would be j ust perfect for it . Fort unat ely, Word let s you at t ach a new t em plat e t o a docum ent , even if it began life as t he offspring of a different docum ent t em plat e. For inst ance, you begin a let t er and decide t hat t he Norm al t em plat e looks a lit t le t oo plain. You can look t hrough t he Proj ect Gallery, find a let t er t em plat e whose st yles appeal t o you, and at t ach it . Here's how t o at t ach a new docum ent t em plat e:

Ch oose Tools

" Te m pla t e s a n d Add- in s" .

The " Tem plat es and Add- ins" dialog box appears.

Click At t a ch . I n t h e " Ch oose a File " box , n a viga t e t o, a n d ope n , t h e t e m pla t e you 'd lik e t o a t t a ch , a s sh ow n in Figu r e 7 - 1 3 . The file nam e of t he newly at t ached t em plat e appears in t he " Docum ent t em plat e" box of t he " Tem plat es and Add- ins" dialog box.

Click " Au t om a t ica lly u pda t e docu m e n t st yle s" ; click OK.

The Norm al st yle in your docum ent ( which, confusingly, is unrelat ed t o t he Norm al t em plat e) , along wit h ot her built - in st yles ( Heading 1, Heading 2, and so on) , changes t o m at ch t hose in t he t em plat e you j ust at t ached. Moreover, your docum ent now uses any Aut oText ent ries, cust om t oolbars, short cut keys, and cust om m enus t hat were st ored in t he at t ached t em plat e. ( I f you want t o use t he cust om izat ions wit hout changing st yles, do not click " Aut om at ically updat e docum ent st yles" in st ep 3.)

Figu r e 7 - 1 3 . Th e t e m pla t e s t h a t com e w it h Office 2 0 0 8 a r e st or e d in t h e Applica t ion s M icr osoft Office M e dia Te m pla t e s folde r , bu t you ca n u se t h is dia log box t o n a viga t e Office 2 0 0 8 t o a t e m pla t e a n yw h e r e on you r M a c. Re m e m be r t h a t a n y docu m e n t , t e m pla t e or n ot , in a folde r in you r Te m pla t e s folde r is a u t om a t ica lly t r e a t e d a s a t e m pla t e , a n d sh ow s u p in you r Pr oj e ct Ga lle r y.

N ot e : Boilerplat e t ext and graphics from t he newly at t ached t em plat e don't suddenly appear in your docum ent . St yles from t he t em plat e don't appear eit her, unless t he current docum ent has st yles whose nam es m at ch. I f you st ill want t he new t em plat e's st yles im port ed int o your docum ent , you have t o copy t hem int o your docum ent using t he Organizer ( see St yle dialog box. below) or t he Form at

Word only allows one docum ent t em plat e t o be at t ached at a t im e. This is one of t he ways t hat docum ent t em plat es are different from global t em plat es, which you can gang up sim ult aneously.

7 .6 .5 . Th e Or ga n ize r Any st yle, Aut oText ent ry, or cust om t oolbar t hat you creat e and save t o a docum ent becom es part of a t em plat e ( eit her t he Norm al t em plat e or a docum ent t em plat e) . Because of a lit t le- known but very t im esaving Word feat ure called t he Organizer, you never have t o creat e one of t hose cust om it em s m ore t han once. The Organizer, which works j ust like t he Cit at ion Source Manager described above, let s you t ransfer t hese it em s from file t o file ( see Figure 7- 14) . To use t he Organizer, proceed like t his:

Ch oose Tools

" Te m pla t e s a n d Add- in s" ; click Or ga n ize r .

You can also get t o t he Organizer by choosing Form at dialog box opens, as shown in Figure 7- 14.

St yle and clicking Organizer. The Organizer

Figu r e 7 - 1 4 . W h e n you click a n it e m in e it h e r list box , t h e dir e ct ion of t h e a r r ow on t h e Copy bu t t on ch a n ge s a ccor din gly. As a lw a ys w h e n offe r e d list s on you r M a c, you ca n Sh ift click t o se le ct a n u m be r of con se cu t ive list it e m s, or - click t o se le ct ( or de se le ct ) n on con se cu t ive it e m s in t h e list .

1 . I n spe ct t h e file n a m e s a bove t h e t w o list box e s. The left box represent s t he current ly open docum ent or docum ent t em plat e if t here is one; t he right box represent s t he current global t em plat e. However, it doesn't m at t er which is which. You can m ove a st yle, Aut oText ent ry, or t oolbar from any docum ent or t em plat e t o any ot her, in eit her direct ion.

2 . Se t u p t h e t w o list s so t h a t t h e file s you w a n t t o copy t o a n d fr om a r e visible . I f you don't see t he docum ent or t em plat e t hat has what you want , click Close File below one of t he boxes. When t he but t on changes t o Open File, click it again. The " Choose a File" dialog box opens; use it t o navigat e t o, and open, t he t em plat e or docum ent t hat has t he feat ures you want .

Tip: To save frust rat ion, not e t hat t he Enable pop- up m enu at t he bot t om of t he " Choose a File" dialog box is aut om at ically set t o Word Tem plat es. I n ot her words, if you're looking for a st andard Word file t hat has st yles you like, it won't be act ivat ed in t he " Choose a File" dialog box unt il you choose Enable All Word Docum ent s.

I f you began t his exercise wit h t he dest inat ion docum ent ( t arget docum ent ) open on t he screen, it should already be list ed on t he left side of t he Organizer. I f not , however, it 's easy enough t o click it s Close File/ Open File but t on so t hat t he correct dest inat ion file is also list ed.

3 . Click t h e a ppr opr ia t e t a b a t t h e t op of t h e Or ga n ize r dia log box , de pe n din g on t h e k in ds of it e m s you w a n t t o copy. For exam ple, suppose you creat ed som e t errific Aut oText ent ries while working on a different Mac, and now you want t o use t hem on your hom e- based Mac. So, you cleverly em ailed yourself t he file, sending t hose Aut oText ent ries along for t he ride. Now you've opened t he Organizer; on t he left side, you've opened t he docum ent cont aining t he Aut oText ent ries. On t he right side, you've opened t he Norm al t em plat e, so t hat Word will aut ocom plet e t hose ent ries on your Mac all t he t im e. Click t he Aut oText t ab t o see all t he Aut oText ent ries cont ained in t he files on bot h sides.

4 . W h e n you fin d a n it e m you w a n t t o copy fr om on e docu m e n t or t e m pla t e t o a n ot h e r , click it a n d t h e n click Copy. See Figure 7- 14 for advice on select ing m ore t han one ent ry. I n any case, aft er you click Copy ( or press - C) , t he select ed it em s now appear in bot h list s. ( I f t here's already an it em of t he sam e nam e in t he t arget file, Word asks you t o confirm t hat you want t o replace it .) You can copy in bot h direct ions, as m uch as you like.

Tip: You can also use t he Organizer t o renam e t em plat e it em s, such as st yles and m acros. Just click one and t hen click Renam e. Ent er t he new nam e in t he adorable lit t le dialog box t hat appears and click OK.I f you ever want t o delet e it em s—Aut oText ent ries t hat pop up t oo oft en, for exam ple—t he Organizer is a Aut oCorrect Aut oText and delet e good place t o do t hat , t oo ( alt hough you m ay also go t o Tools t hem t here t oo) . Select t he it em in one of t he list boxes and click Delet e.

5 . Click Close. Word asks if you want t o save t he changes you m ade t o your docum ent s; click OK. You ret urn t o your docum ent , where t he changes you m ade in t he Organizer are now in effect .

7 .6 .6 . N or m a l a n d Globa l Te m pla t e s Every Word docum ent is based on a docum ent t em plat e. As not ed earlier, 99 percent of all Word docum ent s are based on t he Norm al global t em plat e, usually unbeknownst t o t heir aut hors. I n fact , t he very first t im e you launch Word and click t he icon for a blank docum ent , you're using t he Norm al t em plat e.

7 .6 .6 .1 . Th e N or m a l t e m pla t e Because Word docum ent s are based on t he Norm al global t em plat e, t he very first docum ent you ever creat ed ( and probably m ost of t hem since t hat t im e) cam e set up t o use cert ain default set t ings—t he aut om at ic font st yle ( Cam bria, 12 point ) , nine heading st yles, st andard m argins, and so on. Whenever you creat e new st yles ( as described on Sect ion 4.1) , t hey wind up being saved as part of t he docum ent t em plat e, so t hat t hey'll appear in t he Form at t ing Palet t e St yle list of any ot her Word docum ent based on t he Norm al t em plat e. But what if you want t o change t he default page m argins, or change t he Norm al font t o som et hing a lit t le less, well, norm al?

The easiest way is sim ply t o choose File Open, navigat e t o t he Hom e Library Applicat ion Support Microsoft Office User Tem plat es folder, and double- click t he Norm al t em plat e. Make what ever changes you want —t o t he Norm al font st yle ( choose Form at St yle) ; t o t he paragraph cont aining t he Paragraph) ; t o t he docum ent blinking insert ion point , which all subsequent paragraphs will inherit ( Form at Docum ent ) ; and so on. Save and close t he docum ent . Your m odified Norm al t em plat e will m argins ( Form at now det erm ine t he specs of any subsequent docum ent s you creat e.

T ip : The default set t ing t hat m ost of t he world's Word fans want t o change is t he font . Experienced Word vet erans—and m ost readers, for t hat m at t er—wouldn't m ind if t hey never saw Cam bria 12 again. For t his reason, Microsoft provides a short cut t o m odifying t he default font in t he Norm al t em plat e—a m et hod t hat prot ect s t he novice from even having t o know about t em plat es.I t 's t he Default but t on. Choose Form at Font , choose a t ypeface, and t hen click Default ; click New com m and aut om at ically reflect your changes.This Yes t o confirm . Any new docum ent s you creat e using t he File Docum ent ) , proofing language useful Default com m and also appears when you're m odifying your m argins ( Form at Language) , page set up ( File Page Set up—choose Save As Default from t he Set t ings pop- up m enu) —all of ( Tools which represent t he m ost popular default form at t ing changes. I n t his way, you can change t he Norm al t em plat e on t he fly, wit hout opening it .

7 .6 .6 .2 . Loa din g a t e m pla t e a s globa l Suppose som eone has sent you a Word t em plat e cont aining Aut oText ent ries, cust om t oolbars, short cut keys, and cust om m enus you'd like t o use frequent ly. I nst ead of re- creat ing t hem , you can t urn t hat person's docum ent int o a global t em plat e, and use t hose set t ings at will. To do so, open t he docum ent and proceed as follows:

1 . Ch oose File M icr osoft

Sa ve As. N a viga t e t o t h e H om e Libr a r y Office M y Te m pla t e s folde r . Click Sa ve .

Applica t ion Su ppor t

Word saves t he docum ent as a t em plat e.

2 . Ope n a n e w bla n k docu m e n t . Ch oose Tools

" Te m pla t e s a n d Add- in s" .

The " Tem plat es and Add- ins" dialog box opens, as shown in Figure 7- 15.

3 . Click Add. N a viga t e t o t h e M y Te m pla t e s folde r ; ope n t h e t e m pla t e you j u st sa ve d. The t em plat e now appears in t he list box as checked, ( see Figure 7- 15) .

4 . Click OK.

Loading a new global t em plat e has a sim ilar effect t o at t aching a new docum ent t em plat e ( m acros, Aut oText , cust om m enus, and short cut keys are t ransferred t o your docum ent ) , but because it 's a global t em plat e, t hese it em s are available in all docum ent s—unt il you eit her unload t he t em plat e or quit Word, t hat is.

Figu r e 7 - 1 5 . You ca n m a k e t h e cu st om it e m s in a n y W or d t e m pla t e a va ila ble in e ve r y W or d

docu m e n t by loa din g t h e t e m pla t e a s a globa l t e m pla t e .

N ot e : You don't get a global t em plat e's st yles when you at t ach it in t his way. You can t ransfer t hem int o your docum ent using t he Organizer, as described on Sect ion 7.6.5 , or at t ach t he sam e t em plat e as a docum ent t em plat e.

7 .6 .6 .3 . Un loa din g a globa l t e m pla t e To unload a global t em plat e you no longer need, choose Tools t he list , or click Rem ove.

" Tem plat es and Add- ins" and uncheck it in

7 .7 . Au t oSu m m a r ize I m agine t his scenario: Five m inut es t o get t o t he professor's office, and you suddenly rem em ber t hat she want ed you t o include an abst ract ( a sum m ary) at t he beginning of your t hesis. Or t his one: You proudly plunk your report on your boss's desk and he says, " I 'm not reading all t his. Give m e t he 15- m inut e version." Word's Aut oSum m arize feat ure j ust m ay com e t o t he rescue. Unfort unat ely, Word doesn't act ually read your docum ent and t hen writ e a well- craft ed sum m ary. ( Maybe in Word 2028.) What Word does is scan t he docum ent for frequent ly used words, t hen st ring what it believes t o be t he key sent ences t oget her int o a sum m ary. ( " Key sent ences" are t hose t hat include t hose m ost com m on words.) I n ot her words, you're best off set t ing fairly low expect at ions for t his feat ure. Think of Aut oSum m arize as som et hing t hat helps you com e up wit h a rough sum m ary; you can ( and should) edit t he sum m ary lat er.

POW ER USERS' CLI N I C Usin g a Te m pla t e a s a St a r t u p I t e m Word aut om at ically unloads any global t em plat es you load ( ot her t han t he Norm al t em plat e) when you quit Word. When you open Word again, t he Norm al t em plat e is t he only global t em plat e aut om at ically loaded. I f you want t o m ake t he Aut oText ent ries and ot her at t ribut es of anot her global t em plat e available all t he t im e, you can pursue one of t hese t wo avenues:

Copy t hem int o t he Norm al t em plat e using t he Organizer, as described on Sect ion 7.6.5.

Turn t he addit ional global t em plat e int o a st art up it em .

To do t he lat t er, navigat e t o t he t em plat e on your Mac's hard drive; it 's probably in t he Hom e Library Applicat ion Support Microsoft Office User Tem plat es folder My Tem plat es. Click t he t em plat e's docum ent icon t o select it and choose File Duplicat e. Drag t he copied file t o t he Microsoft Office 2008 Office St art up Word folder ( t o m ake it available t o everyone who uses your Mac) , or t o your Hom e Docum ent s Microsoft User Dat a folder if you want t his t em plat e t o pert ain only t o your account . From now on, t his st art up t em plat e is aut om at ically loaded t o every Word docum ent you open. I n ot her words, t his global t em plat e isn't aut om at ically unloaded when you quit Word.

7 .7 .1 . Cr e a t in g a n Au t oSu m m a r y Open t he docum ent you wish t o sum m arize; choose Tools Aut oSum m arize. Word im m ediat ely get s t o work, com piling a list of key words in your docum ent and flagging t he sent ences t hat cont ain t hem . Since it m ay t ake

som e t im e, especially in a long docum ent , kick back and wat ch som e TV. I f not hing's on, you can press period t o cancel t he process.

-

When Word's behind- t he- scenes work is done, it present s you wit h a dialog box like t he one in Figure 7- 16.

Figu r e 7 - 1 6 . I f you 've fille d in t h e Ke yw or ds a n d Com m e n t s box e s on t h e File Pr ope r t ie s Su m m a r y t a b, u n ch e ck t h e " Upda t e docu m e n t st a t ist ics" box h e r e . Ot h e r w ise , W or d w ill r e pla ce you r k e yw or ds a n d com m e n t s w it h it s ow n k e yw or ds a n d su m m a r y.

7 .7 .1 .1 . Type of su m m a r y The icons under t he " Type of sum m ary" heading let you choose how you want Word t o display t he sum m ary it has generat ed:

Click H igh ligh t k e y poin t s if you'd like t o scroll t hrough your docum ent and see which sent ences Word flagged as being key point s for inclusion in t he sum m ary as in Figure 7- 17. This opt ion is an effect ive way t o see how Word has int erpret ed your docum ent .

Figu r e 7 - 1 7 . Th e on ly w a y t o r e a lly in t e r pr e t Au t o Su m m a r ize 's r e su lt s is by u sin g t h e " H igh ligh t k e y poin t s" su m m a r y. Th is w a y, you ca n se e W or d's su m m a r y in con t e x t a s you flip t h r ou gh t h e docu m e n t . Th is vie w displa ys a t in y t oolba r ( u ppe r - r igh t ) t h a t le t s you sw it ch be t w e e n t h e h igh ligh t e d vie w a n d t h e H ide e ve r yt h in g vie w , a n d a dj u st t h e pe r ce n t a ge of t h e or igin a l in clu de d in t h e su m m a r y.

When you click OK, your docum ent appears wit h yellow highlight ing on cert ain sent ences. You also get a t iny t oolbar cont aining a but t on for t oggling bet ween t he sum m ary and t he highlight ed version, as well as a slider for adj ust ing t he lengt h of sum m ary percent age ( see Sect ion 7.8) . Click Close on t his t oolbar t o ret urn your docum ent t o it s original condit ion.

I n se r t a n e x e cu t ive su m m a r y copies t he sent ences Word has chosen as represent at ive and displays -Z to t hem at t he beginning of t he docum ent . I f t he sum m ary is eit her t oo long or t oo sket chy, press undo t he Aut oSum m ary. Now see " Lengt h of sum m ary" below.

Cr e a t e a n e w docu m e n t opens a blank Word docum ent and put s t he sum m ary t here ( inst ead of at t he t op of t he docum ent ) .

H ide e ve r yt h in g is t he choice for t hose who aren't ready t o com m it . When you click OK, it shows you t he sum m ary, hiding t he balance of t he docum ent wit hout act ually closing it . A sm all t oolbar also opens, where you can adj ust t he lengt h of t he sum m ary ( see below) , and t oggle bet ween t he sum m ary and t he full docum ent .

Under Le n gt h of su m m a r y at t he bot t om of t he dialog box, Word shows you t he lengt h of t he sum m ary relat ive t o t he full docum ent . The default set t ing is 25 percent , which m eans t hat t he sum m ary is exact ly one- quart er t he lengt h of t he docum ent as a whole. When you change t he percent age and t hen click OK, t he Aut oSum m arize dialog box goes away, and Word re- creat es t he sum m ary according t o your whim s.

7 .8 . Fie lds The concept of t em porary placeholders is one of hum ankind's great est invent ions. When your car has a flat , t he spare act s as a som ewhat undersized st and- in for t he t ire, support ing t he car unt il t he new t ire is in place. When t echnicians set up t he light ing for a part icular Hollywood m ovie scene, a low- paid ext ra m odels pat ient ly, so t he highly paid st ar doesn't have t o while t he t echnicians fiddle wit h shadows. When a m agazine designer doesn't yet have t he phot o t hat will go on Sect ion 1.6.2.2, he'll sim ply place a box t here in t he correct size and label it FPO ( for posit ion only) , wit h t he int ent ion of replacing it wit h t he finished phot ograph when it 's ready. I n Word, fields are t em porary placeholders t hat st and in for inform at ion t hat m ay change or m ay com e from anot her locat ion on your hard drive—t he current dat e, a page num ber, a place you've bookm arked, t he nam e of a Word file, and so on. Fields, in fact , are t he basis of som e of Word's m ost powerful feat ures. They let you:

Creat e form let t ers and address labels, and m erge t hem wit h your cont act inform at ion ( see Sect ion 7.14.1) .

Creat e indexes ( Sect ion 7.13) and t ables of cont ent s ( Sect ion 7.12) .

Creat e invoices t hat calculat e t heir own t ot als (Sect ion 7.8.4) .

Creat e cross- references (Sect ion 7.10.6) and capt ions ( Sect ion 7.9.4) .

7 .8 .1 . I n se r t in g Fie lds You can't t y pe a field int o a docum ent . You have t o ask Word t o creat e it in one of t he following ways:

Choose a com m and t hat creat es a field. These are usually found on t he I nsert m enu, such as I nsert " Dat e and Tim e" .

Choose I nsert 7- 18) .

Field and choose one of t he available field t ypes from t he Field dialog box ( see Figure

Press - F9 and t ype t he field code, if you know it . ( The field code is a short piece of code t hat t ells Word what kind of inform at ion will go t here.)

You m ay never have t o creat e a field m anually. Most of t he t im e, fields are built right int o a Word feat ure or " Dat e and Tim e" , Cross- reference, Bookm ark, anot her com m and. For inst ance, when you choose I nsert Foot not e, or Capt ion, Word uses a field t o define t he locat ion and cont ent of t hese feat ures. However, t here are hundreds m ore fields at your disposal in Word, and insert ing t hem is as easy as choosing t hem from a list in t he Field dialog box.

7 .8 .1 .1 . Bu ildin g fie lds in t h e Fie ld dia log box

To place a field where t he insert ion point is locat ed, choose I nsert Field t o open t he Field dialog box as shown in Figure 7- 18. Because t here are so m any fields in Word, t he program displays t hem in cat egory groups. When you click a cat egory in t he left box, t he list of fields in t hat cat egory appears in t he right box. When you click a field nam e on t he right side, t he field code appears in t he " Field code" box below ( DATE in Figure 7- 18 exam ple) . A m ore com plet e descript ion appears in t he Descript ion panel near t he bot t om of t he dialog box. You can learn a lot about fields j ust by clicking and reading t he descript ions.

Figu r e 7 - 1 8 . Top: Th e Fie ld dia log box , sh ow in g a list of pla ce h olde r fie lds you ca n u se in a W or d docu m e n t . Click in g Opt ion s ope n s a dia log box w it h a list of sw it ch e s a va ila ble for t h e cu r r e n t fie ld. I n t h is ca se , t h e sw it ch e s con t r ol h ow t h e da t e is for m a t t e d. Bot t om : A fie ld code a n d it s r e su lt s.

7 .8 .2 . M odifyin g Fie lds w it h Sw it ch e s The Field dialog box has an Opt ions but t on t hat let s you specify in m ore det ail how you want a field t o look and act . When you click it , t he Field Opt ions dialog box displays any applicable swit ches ( soft ware opt ions) , as shown in Figure 7- 19. Like t he Field dialog box, t he Field Opt ions dialog box has a Descript ion panel below t he " Field code" box; as you click each opt ion, it s descript ion appears. You can read m ore about swit ches in t he following t ut orial.

Figu r e 7 - 1 9 . D e pe n din g on t h e fie ld you 'r e m odifyin g, t h e Fie ld Opt ion s dia log box m a y sh ow on e Opt ion s t a b or , a s sh ow n h e r e , or t w o Sw it ch e s t a bs. A sw it ch is a n in st r u ct ion t h a t m odifie s t h e fie ld r e su lt s. I n t h is ca se , D a t e - Tim e sw it ch e s t e ll W or d h ow t o displa y t h e cu r r e n t da t e a n d t im e . Click " Add t o Fie ld" t o a dd t h e se le ct e d it e m t o t h e Fie ld code .

As you build a field by adding swit ches or ot her opt ions, you see t he field code grow in t he " Field code" box at t he bot t om of t he Field dialog box. ( Field vet erans can t ype direct ly int o t his box, using t he synt ax shown above t he box as a guide.)

T ip : I f you know a t hing or t wo about field codes, you can also edit t hem direct ly in t he docum ent . Just Cont rol- click in t he field code, choose Toggle Field Code, and edit away.

When you've select ed any opt ions or swit ches, click OK ( or press Ret urn) t o dism iss t he Field and Field Opt ions dialog boxes. Word ret urns you t o your docum ent , now cont aining t he newly m int ed field. I f you click it , Word highlight s t he field in dusky gray. The highlight ing alert s you t o t he fact t hat you're looking at a field rat her t han norm al Word t ext , and disappears when you click som ewhere else.

T ip : I f you'd rat her see fields highlight ed at all t im es, you can m ake t hem perm anent ly gray. ( The highlight ing doesn't Preferences View but t on. Choose Always from t he " Field shading" show up when you print .) Choose Word m enu. Caut ion: I f you choose Never, it will be m uch harder t o t ell where fields are. And since you can't edit field t ext as ordinary Word t ext , confusion m ay ensue.

7 .8 .3 . W h a t a Fie ld D oe s A field is a bit of com put er code t hat , in one way or anot her, processes inform at ion. For inst ance, a Capt ion field rem em bers what num ber a capt ion is supposed t o be, and displays t hat inform at ion ( see Sect ion 7.9.4) . The field code has all t he com put erish inst ruct ions t hat t ell Word how t o figure out t he Capt ion num ber and t hen form at it . I n anot her exam ple, a Merge Field code ( see Sect ion 7.8) t ells Word what piece of inform at ion t o grab from a dat abase. Finally, a Dat e field ret rieves t he dat e from your Mac's Syst em Preferences and places it in your docum ent . For exam ple, suppose you're creat ing a fax cover sheet you plan on using every day. Since you keep forget t ing t o dat e your faxes, you want t o creat e a docum ent wit h a Dat e field in it . That way, when you fax your daily dispat ch, it 's aut om at ically dat ed. Here's t he process:

1 . Ope n a bla n k W or d docu m e n t a n d be gin t ypin g you r fa x cove r sh e e t . Click w h e r e ve r you w a n t t o pla ce t h e da t e . Ch oose I n se r t Fie ld. The Field dialog box opens, as shown in Figure 7- 18.

2 . Click " D a t e a n d Tim e " in t h e Ca t e gor ie s box ( le ft ) a n d " D a t e " in t h e Fie ld N a m e s box . You act ually have t wo opt ions here. Creat eDat e insert s t oday's dat e, which is what you'll always see. Dat e updat es aut om at ically; it insert s t he current dat e each t im e t he docum ent is print ed. I n t his case, you obviously want t he current dat e each t im e.

3 . Click Opt ion s. Ch oose you r fa vor it e M on t h / D a y/ Ye a r com bin a t ion fr om t h e list box , a s sh ow n in Figu r e 7 - 1 9 . The dat e codes aren't exact ly in com m on English, but t here is a logic t o t hem . I n general, a single let t er in one of t hese codes ( M) st ands for a num ber ( 1 for January, and so on) , and a repeat ed let t er ( MMMM) st ands for a full version ( January spelled out ) .

4 . Click " Add t o Fie ld" , a n d t h e n click OK t w ice . The dat e appears in your docum ent . When you click it , it appears highlight ed in gray t o indicat e t hat it 's a

field, not a t yped- in dat e.

5 . Sa ve you r docu m e n t . You could also save t his docum ent as a t em plat e. The Dat e field works eit her way.

7 .8 .4 . W or k in g w it h Fie lds in a D ocu m e n t Once again, Word 2008 let s you have it your way about how field t ext looks, updat es, locks down, and print s out . To change t he t ext form at t ing for a field, select t he ent ire field by dragging across it ( eit her t he field result s or t he field code, whichever is showing at t he m om ent ) , and t hen use any of Word's form at t ing com m ands: press - I for it alics, choose a font or font color from t he Form at t ing Palet t e, and so on.

T ip : I f you form at fields t his way, m ake sure t hat t he " Preserve form at t ing during updat es" box is t urned on in t he Field dialog box ( see Figure 7- 18, t op) . Ot herwise, t he field will revert t o it s original form at t ing whenever you updat e it ( see below) .

7 .8 .4 .1 . D ispla yin g fie lds When you look at a field in your docum ent , you m ay see one of t wo t hings: t he field code ( which looks like int im idat ing gobbledygook) or t he result of t he field code ( see Figure 7- 18, bot t om ) . For exam ple, when you insert t he DATE field int o a docum ent , it m ight show up eit her as { DATE\ @" m / D/ YY" \ * MERGEFORMAT} ( t he field code) or sim ply 5/ 25/ 09 ( t he result ) . I f you're seeing one of t hese but you'd rat her see t he ot her, Cont rol- click t he field and choose Toggle Field Codes from t he short cut m enu. Or, t o swit ch all fields in your docum ent from field codes t o t heir result s, press Opt ion- F9.

7 .8 .4 .2 . Upda t in g fie lds Because fields are j ust placeholders, t he inform at ion t hat event ually fills t hem will change from t im e t o t im e. The dat e changes, for exam ple, or you m ay change your user inform at ion ( which affect s AUTHOR fields) . Word doesn't aut om at ically updat e fields while a docum ent is open. I n ot her words, if you leave a docum ent open for t wo days, t he dat e fields in t he docum ent s won't reflect t he act ual dat e. However, if you close t hat -A docum ent , Word updat es t he dat e fields upon opening. To updat e fields in open docum ent s, press ( select ing an ent ire docum ent aut om at ically select s all t he fields in it ) and press Shift - Opt ion- - U. A quick way t o updat e a single field is t o Cont rol- click it and choose Updat e Field from t he short cut m enu.

T ip : I f you like, Word can updat e your fields aut om at ically each t im e you print . The secret is t o choose Word Preferences Print t ab and t urn on t he " Updat e fields" box.

7 .8 .4 .3 . Lock in g, u n lock in g, a n d u n lin k in g fie lds There will be t im es, especially when you send som eone else a copy of your docum ent , when you really don't

want anyone t o change your carefully planned field codes. To prot ect a field from changes, click in it and press - F11. This keyst roke locks t he field, m eaning t hat you can't updat e t he field or edit it s code. You can st ill form at t he field result s, however. ( To lock all fields in t he docum ent at once, press - A, t hen - F11.) To unlock a field, t hus enabling updat ing and edit ing again, select it and press Shift - - F11. I f you really want closure on a field, you can end it s life as a field—freeze it in t im e forever wit h it s current result s. To do so, click in t he field and press Shift - - F9. Unlinked from it s code, t he field is now ordinary Word t ext ; it 's no longer a field, and will never be aut om at ically updat ed.

7 .8 .4 .4 . Fie ld pr in t in g opt ion s Norm ally, you'll want t o print your docum ent wit h t he field result s; you want people t o see a dat e, not { DATE MMMMd, yyyy * \ MERGEFORMAT } . However, it is possible t o print out a copy t hat shows t he field codes, so t hat a t echnical- t ype person can look t hem over, for inst ance. To do so, choose Word Preferences Print panel and t urn on t he " Field codes" checkbox ( under " I nclude wit h docum ent " ) .

7 .9 . Book m a r k s Bookm arks in Word are t he digit al equivalent of folding down t he page's corner or underlining a paragraph t hat you want t o refer t o lat er. You can use bookm arks in long docum ent s as you writ e t hem , perhaps t o m ark places t hat need m ore work lat er. They're also useful in Word docum ent s you get from ot hers, t o m ark places t hat you have quest ions about , or pages t hat you're going t o use m ost oft en. And because you give each digit al bookm ark a nam e, it 's easy t o j um p t o specific spot s in a long ( or even short ) docum ent .

7 .9 .1 . Addin g Book m a r k s Select t he word, phrase, or paragraph you want t o bookm ark, or j ust click in t he t ext at t he appropriat e spot . Bookm ark ( or press Shift - - F5) , and assign your bookm ark a nam e in t he " Bookm ark Choose I nsert nam e" box ( see Figure 7- 20) . When creat ing a nam e, adhere t o t hese param et ers: Be descript ive and specific; use underlines inst ead of spaces ( Word, in it s ornery way, doesn't perm it spaces in bookm ark nam es) ; use num bers, if you like, but not as t he first charact er; and don't exceed 40 charact ers. Click Add or press Ret urn when you're done.

7 .9 .2 . D e le t in g Book m a r k s To delet e one or m ore bookm arks, press Shift - - F5 or choose I nsert Bookm ark, click t he nam e of t he bookm ark you want t o discard, and click Delet e. Of course, your ot her opt ion is t o delet e t he t ext or graphic obj ect ( if any) t hat t he bookm ark is at t ached t o. When t he t ext or im age goes away, t he bookm ark goes wit h it .

7 .9 .3 . N a viga t in g by Book m a r k Aft er you've scat t ered bookm arks t hroughout your docum ent , you're ready for t he fun part : leapfrogging from one bookm ark t o anot her, skipping all t he ext raneous st uff in bet ween. Your choices are t o t ake Word's word for View panel, as described it t hat you're at a bookm ark, or m ake all bookm arks visible on t he Preferences above.

N ot e : What you see when you leap t o a bookm ark depends on what you did when you creat ed it . I f you had highlight ed Bookm ark, t hat t ext or obj ect is select ed when you j um p t o it . I f you had t ext or graphics before choosing I nsert only clicked in som e t ext wit hout highlight ing anyt hing, you get a blinking insert ion point at t he bookm ark when you j um p t o it —t hat 's all.

Use t h e Book m a r k s dia log box . To go direct ly t o a bookm arked locat ion, press Shift - - F5 or choose Bookm ark; t he Bookm ark dialog box list s all t he bookm arks you've creat ed. Double- click t he I nsert nam e of a bookm ark. The insert ion point m oves t o t he select ed bookm ark; t he Bookm ark dialog box rem ains open so t hat you can repeat t he process. Press Ret urn ( or click Close) t o dism iss it .

Use t h e Go To com m and . Anot her way t o t ravel t o a part icular bookm ark is t o press F5, - G, or choose Go To. Each of t hese act ions opens t he Go To t ab of t he " Find and Replace" dialog box ( see Edit Sect ion 2.3.4) . I n t he " Go t o what " list box at left , click Bookm ark and choose a bookm ark nam e from t he m enu at right . Click Previous and Next t o j um p around by bookm ark.

Figu r e 7 - 2 0 . Ba ck : Book m a r k s in a docu m e n t a r e r e pr e se n t e d by h e a vy br a ck e t s if you 've Pr e fe r e n ce s Vie w pa n e l. t u r n e d on t h a t opt ion in t h e W or d Book m a r k dia log box , w h ich is Fr on t : All book m a r k s you 've in se r t e d a ppe a r in t h e I n se r t a lso w h e r e you n a m e n e w book m a r k s. ( I f t h e Add bu t t on is gr a ye d ou t , you 've t ype d a n in va lid n a m e ; ba ck spa ce a n d t r y a ga in .)

Use t h e N a viga t or bu t t on s. St art by using t he Go To procedure described above t o j um p t o t he first bookm ark. Now you can close t he Find box and use t he Navigat or But t ons ( Sect ion 2.3.4) t o m ove forward and backward t hrough your bookm arks, or press t he keyboard short cut s, Shift - page down and Shift - page up, inst ead.

T ip : When using t he Bookm ark dialog box, checking t he Hidden Bookm arks box adds cross- references ( see Sect ion 7.10.6) t o t he bookm ark list . Now you can use t he Bookm ark dialog box and t he Go To feat ure t o browse your crossreferences.

7 .9 .4 . Vie w in g Book m a r k s Bookm arks are invisible; even t he Show/ Hide ( ¶) but t on on t he St andard t oolbar or Form at t ing Palet t e doesn't Preferences uncover t hem . I f you really want t o see where t hey lie on your docum ent , choose Word View t ab; t urn on t he Bookm arks checkbox. ( To hide t hem again, j ust t urn off t he box.)

When visible, t ext bookm arks are surrounded by t hick bracket s; locat ion bookm arks appear as big, fat I - bars.

7 .1 0 . Ca pt ion s Capt ions are labels t hat ident ify illust rat ions, t ables, equat ions creat ed by Microsoft Equat ion Edit or, and ot her obj ect s by num ber ( see Figure 7- 21) . Most people t ype in capt ions m anually, but Word's capt ioning feat ure has huge advant ages over t he m anual m et hod: I t can num ber, renum ber, and even insert capt ions aut om at ically. Let t ing Word handle t he capt ions not only saves you t im e, but could pot ent ially save you from repeat ing a capt ion num ber or leaving out a capt ion ent irely.

7 .1 0 .1 . I n se r t in g Ca pt ion s To capt ion an it em —t able, pict ure, t ext box, or som e ot her obj ect —first select it , t hen choose I nsert Capt ion. I nst ead of t yping a capt ion, you build it using t he Capt ion dialog box, as shown in Figure 7- 21, t op.

Ca pt ion , La be l. You can't direct ly edit t he words in t he Capt ion box ( such as " Figure" ) , which is how t he capt ion will appear in t he docum ent . I nst ead, t his box reflect s what ever you select from t he Label pop- up m enu. I f none of t he t hree labels provided ( Figure, Equat ion, Table) st rikes your fancy, click New Label and t ype your own— I llust r at ion or Chart , for inst ance—and hit Ret urn.

Posit ion . This pop- up m enu let s you choose one of t he t wo m ost popular places for t he locat ion of your capt ion: above or below t he capt ioned it em .

N u m be r in g . Word num bers your capt ions aut om at ically; t his feat ure, aft er all, is t he whole point of t he exercise. Use t he Num bering dialog box, as shown in Figure 7- 21, m iddle, t o choose a num ber form at ( Rom an num erals or what ever) . I f you choose t o include t he chapt er num ber in t he capt ions ( perhaps before t he hyphen—" Figure 7- 20," as in t his book, for exam ple) , you need t o t ell Word how t o find t he chapt er num bers. A couple of condit ions apply: All t he chapt ers need t o be wit hin t he sam e docum ent , and you have t o use one of Word's built - in chapt er- heading st yles ( see Sect ion 4.1) for t he chapt er headings.

Figu r e 7 - 2 1 . Top: Se le ct a gr a ph ic a n d t h e n ch oose I n se r t Ca pt ion t o ca ll u p t h e Ca pt ion dia log box . W or d in se r t s t h e la be l a n d n u m be r ; you t ype t h e r e st of you r ca pt ion t e x t . M iddle : I f t h e ch a pt e r h e a din gs in you r docu m e n t u se on e of W or d's bu ilt - in h e a din g st yle s, you ca n m a k e W or d a u t om a t ica lly n u m be r you r figu r e s Figu r e 1 - 1 , Figu r e 1 - 2 , Figu r e 1 - 3 , a n d so on by t u r n in g on t h e " I n clu de ch a pt e r n u m be r " ch e ck box . Th e Ex a m ple s lin e sh ow s w h a t t h e ca pt ion w ill look lik e on t h e pa ge . Bot t om : A ca pt ion in pla ce . N ot e t h a t if you 'r e pla n n in g t o im por t you r W or d docu m e n t in t o a de sk t op pu blish in g pr ogr a m , you 'll pr oba bly lose you r ca pt ion s. Th e t e x t of t h e ca pt ion s m a y a ppe a r , bu t t h e n u m be r in g w ill lik e ly be lost .

For inst ance, suppose you've form at t ed all your chapt er headings using t he Heading 1 st yle. Furt herm ore, " Bullet s and suppose you've aut onum bered t hem as described on Sect ion 3.3.1: you chose Form at Num bering" Out line Num bered t ab and select ed one of t he num bering st yles wit h Heading 1, Heading 2, and so on. Now, when you t urn on t he " I nclude chapt er num ber" box and choose Heading 1 from t he pop- up m enu, your capt ions include t he correct chapt er num ber. ( And your chapt er headings are aut om at ically num bered, t o boot .) When you finish creat ing t he capt ion, click OK. The capt ion ( num bered 1) appears in a separat e paragraph above or below t he select ed obj ect . As you insert m ore capt ions, Word will num ber t hem in order. ( Delet ing or rearranging capt ions is anot her m at t er, however, as described below.)

7 .1 0 .2 . Addin g Te x t t o Ca pt ion s I f t he capt ion for your bird pict ure reads " Figure 1," you can sim ply click aft er t he 1 and t ype a descript ion, such as Blue- foot ed Booby. - Z ( or choose Edit Undo Typing) I f you accident ally t ype over or delet e t he label or capt ion num ber, hit t o rest ore order. I f it 's t oo lat e t o Undo, t hen your only alt ernat ive is t o delet e and reinsert t he capt ion. The docum ent 's capt ions m ay t hen need t o be updat ed ( see below) .

T ip : A neat way t o add supplem ent ary t ext t o capt ions is t o click t he capt ion and choose I nsert Capt ion; you can t hen t ype t he ext ra t ext in t he Capt ion window it self. This t echnique produces a capt ion t hat you can't edit in t he docum ent it self.

7 .1 0 .3 . D e le t in g a n d Edit in g Ca pt ion s To delet e a capt ion, select it and press Delet e. To change a single capt ion—for exam ple, t o change " Figure 1," t o Table 1 and leave all t he ot her Figure capt ions unt ouched—you have t o delet e t he capt ion and insert a new one as described above. Word's capt ioning feat ure m akes it except ionally easy t o change all capt ions of t he sam e label at once. For exam ple, if your docum ent has a series of capt ions labeled " Figure 1," " Figure 2," and so on, you can easily change t hem t o t he m ore descript ive Phot o 1.1, Phot o 1.2, and so on. Just select any of t he capt ions ( be sure t o select t he ent ire capt ion) and choose I nsert Capt ion t o open t he Capt ion dialog box. Now you can choose a different label, creat e a new label, pick a different num bering syst em , and so on. Any changes you m ake will apply t o all capt ions under t he original Figure label.

N ot e : Technically, capt ions are fields, which are described in full on Sect ion 7.8 . So if you've used capt ions in your docum ent , you m ay st art t o see st range- looking codes like { SEQ FI GURE \ * ROMAN } inst ead of t he capt ion. Don't be alarm ed—and don't delet e t hem ! What you're seeing is Word's field code—it s own, int ernal geek inst ruct ions for creat ing t he capt ion. You need t o t ell Word t o display t he field result s—t he capt ion it self—inst ead. To do t hat , Cont rol- click t he field -A code and choose Toggle Field Codes from t he short cut m enu. Or, t o ret urn all capt ion field codes t o norm al, press ( or choose Edit Select All) , Cont rol- click any single field code, and t hen choose Toggle Field Codes. ( Be sure t o press Cont rol before clicking, ot herwise you'll undo t he Select All.)

7 .1 0 .4 . Upda t in g Ca pt ion s When it com es t o aut om at ic capt ion num bering, Word's fairly good at count ing—but not infallible. When you delet e a capt ion or drag one out of sequence, t he ot hers don't get renum bered aut om at ically. I f you want your figures num bered sequent ially, you have t o updat e t he capt ions aft er m aking such a change. To updat e a single capt ion, select it by select ing all of it s t ext ; t hen press Shift - Opt ion- - U. ( Alt ernat ively, Cont rol- click t he capt ion and choose Updat e Field from t he short cut m enu.) Updat ing all capt ions in a docum ent - A ( Select All) , t hen Shift - Opt ion- - U. at once couldn't be easier: Just press

7 .1 0 .5 . Au t oCa pt ion in g I nsert ing capt ions is easy enough, but you can m ake it downright effort less. Word's Aut oCapt ioning feat ure can aut om at ically add a capt ion t o any chart , equat ion, or t able whenever you add one t o your docum ent . Here's how it 's done:

1 . Ch oose I n se r t

Ca pt ion ; in t h e dia log box , click Au t oCa pt ion.

I n t he Aut oCapt ion dialog box, you're present ed wit h a list of checkboxes for t he kinds of obj ect s Word can aut om at ically creat e capt ions for—an equat ion, a t able, a Microsoft Organizat ion Chart , and so on.

N ot e : Aut oShapes are not on t he list . Capt ions for Aut oShapes and ot her drawing obj ect s have t o be insert ed m anually; fort unat ely, Word st ill num bers t hem correct ly along wit h all t hose creat ed aut om at ically.

2 . Tu r n on t h e box e s—a s m a n y a s you w ish —for t h e k in ds of gr a ph ics you w a n t ca pt ion e d . You can have m ore t han one kind of label in your docum ent , and you can choose different obj ect t ypes for each one. For exam ple, use " Table A" for t ables and " Figure 1," for pict ures and chart s. To do so, t urn on t he " Microsoft Word Table" box and go ont o st ep 3; choose " Table" for t he labels. Then repeat t he procedure, t urning on t he boxes for t he it em s you want t he " Figure" label applied t o. You can have as m any kinds of labels Aut oCapt ioned at once as you like, provided you can keep t hem all st raight in your head!

3 . Usin g t h e pop- u p m e n u s, ch oose a la be l a n d a posit ion for t h e ca pt ion s. When you check a box as described in st ep 2, you m ay not ice t hat t he Label m enu changes. Word is

suggest ing a label for t hat t ype of obj ect . You can override it by m aking a different choice from t he Label m enu. The label and posit ion choices here work as described on Sect ion 7.14.9.1; as always, you can creat e new labels by clicking t he New Label but t on.

4 . Ch oose a n u m be r in g st yle for t h e Au t oCa pt ion s. I f you're using m ore t han one t ype of capt ion label, each can have a different num bering st yle.

5 . Click OK.

Now insert t he pict ures or t ables in your docum ent . The capt ions will appear aut om at ically.

7 .1 0 .6 . Tu r n in g Au t oCa pt ion s Off To t urn Aut oCapt ioning off, choose I nsert Capt ion, click Aut oCapt ion, and uncheck t he boxes for t he capt ioned obj ect s. Exist ing capt ions st ay put , but no new ones will be added aut om at ically.

7 .1 1 . Cr oss- Re fe r e n ce s Long, t echnical, or scholarly docum ent s—or com put er m anuals—frequent ly cont ain phrases like " see Chapt er 12" or " see Figure 8, on Sect ion 3.4.4.2." These are cross- references—words t hat refer t he reader t o anot her place in t he docum ent . Of course, you can always t ype your own cross- references—but what a m ess you'll have when you decide t o cut a few pages from t he first chapt er, and all 1,424 of your cross- refs now point t o t he wrong page num bers! Word st ands ready t o creat e sm art er cross- references t hat updat e t hem selves no m at t er how you edit your docum ent . What st art s out saying " See Sect ion 1.6.2.1" will change aut om at ically t o say " See Sect ion 1.6.6" aft er you insert a 10- page int roduct ion. Rem em ber t hese t wo principles as you st art on t he road t o cross- reference nirvana:

1 . W or d t h in k s of cr oss- r e fe r e n ce s a s poin t in g t o obj e ct s in you r docu m e n t , n ot pla ce s. I n ot her words, a cross- reference has t o be connect ed t o a figure, a bookm ark, or a heading.

2 . Cr oss- r e fe r e n ce s ca n on ly r e fe r t o som e t h in g w it h in t h e sa m e docu m e n t . I f you're creat ing a docum ent wit h m ult iple chapt ers, you have t o com bine t hem int o one Mast er Docum ent ( see Sect ion 6.4) before working wit h cross- references.

7 .1 1 .1 . I n se r t in g Cr oss- Re fe r e n ce s When creat ing a cross- reference, st art by t yping appropriat e lead- in t ext int o your docum ent : See, Turn t o, As shown in , or what ever you like. Then it 's t im e t o get Word involved. Here, for exam ple, is how you m ight build a cross- reference t hat reads, " See Figure 1, below" ( see Figure 7- 22) .

1 . Type Se e Figu r e; t h e n ch oose I n se r t

Cr oss- r e fe r e n ce.

The Cross- reference dialog box appears.

Figu r e 7 - 2 2 . Top: A click a ble cr oss- r e fe r e n ce in pla ce . W h e n you click t h e ph r a se " Fie ld Pr in t in g Opt ion s," you r docu m e n t scr olls a u t om a t ica lly t o t h e cor r e spon din g pa r a gr a ph . Righ t : Th e Cr oss- r e fe r e n ce dia log box displa ys a ll t h e h e a din gs, book m a r k s, figu r e s, or ot h e r la n dm a r k s in you r docu m e n t . Click in g t h e " I n se r t a s h ype r lin k " box t u r n s t h e cr oss- r e fe r e n ce t e x t in t o a click a ble lin k .

2 . M a k e a se le ct ion fr om t h e " Re fe r e n ce t ype " pop- u p m e n u . The list cont ains only t he t hings t hat Word can recognize as a cross- reference: a figure ( anyt hing wit h a capt ion, as described in t he previous sect ion) ; a Word t able; any t ext t hat 's form at t ed wit h one of Word's built - in headings or num bered list s; an equat ion creat ed wit h Microsoft Equat ion Edit or; or a foot not e, endnot e, or bookm ark.

Tip: I f you don't use any of t he above it em s in your docum ent , but j ust want t o refer t o som e t ext , you can always bookm ark it ( see Sect ion 7.9) . For inst ance, if you want a cross- reference t o read " See t he discussion of kom odo dragons on Sect ion 1.6.4," first go t o Sect ion 1.6.4 and bookm ark t he paragraph where you t alk about kom odo dragons. Nam e t he bookm ark " kom odo dragons." Now go t o where you want t he cross- reference posit ioned, choose Bookm ark in t he " Reference t ype" m enu, and cont inue as described below.

3 . Ch oose t h e spe cific it e m you 'r e cr oss- r e fe r e n cin g in t h e " For w h ich " list box. I n Figure 7- 22, " Heading" is t he chosen reference t ype; t he " For which" box list s all t he heading it em s in t he docum ent —a com put er soft ware m anual in t his case. I f you had chosen " Num bered it em ," all t he list it em s in your docum ent would appear, and so on. From t his list , choose t he correct dest inat ion for t his part icular cross- reference.

4 . I n t h e " I n se r t r e fe r e n ce t o" m e n u , spe cify w h a t t ype of it e m you w a n t t h e r e fe r e n ce t o poin t t o.

This is where you t ell Word what you want t he cross- reference t o say . I n Figure 7- 22, t he choice " Heading" places t he select ed heading t ext in t he cross- reference aft er t he t yped word " See." I f you were t o go back and rewrit e t hat heading in t he m anual, t he t ext in t he cross- reference would change aut om at ically.

N ot e : Select t he " Num bered it em " reference in order t o cross- reference num bered paragraphs in legal docum ent s. The " Paragraph num ber ( no cont ext ) " and " Paragraph num ber ( full cont ext ) " opt ions in t he " I nsert reference t o" m enu were creat ed j ust for you. " Full cont ext " nam es a cross- referenced paragraph by t he ent ire st ring of out line num bers: 1. ( a) ( i) , and so on. Use " no cont ext " t o refer t o t he sam e paragraph sim ply as ( i) .

You have a choice of t he act ual t ext ( of t he capt ion or paragraph) , t he num ber ( of t he page, list it em , or out line paragraph) , or sim ply " above" or " below." I f above/ below isn't one of t he choices on t he " I nsert reference t o" m enu, t urn on t he " I nclude above/ below box" t o add " above" or " below" t o t he end of t he cross- reference, as shown in Figure 7- 22. Thereaft er, no m at t er where you m ove t he referenced it em —as long as it 's wit hin t he sam e docum ent —Word will change " above" t o " below," or vice versa, as necessary.

5 . Click I n se r t or pr e ss Re t u r n w h e n you 'r e don e cr e a t in g t h e cr oss- r e fe r e n ce . Word insert s t he cross- reference field in your docum ent ; it appears as See Figure 1, below in a gray box, an indicat ion of it s field st at us.

7 .1 1 .2 . M odifyin g a n d D e le t in g Cr oss- Re fe r e n ce s To change a cross- reference ( perhaps you've changed a figure or divided your docum ent int o t wo short er ones) , Cross- reference, and m odify t he set t ings. You can, for exam ple, change a j ust select it , choose I nsert cross- reference t o " Figure 2" inst ead of " Figure 1" . To delet e a cross- reference, select it and press Delet e. ( When select ing a cross- reference, drag over only t he shaded part , as shown in Figure 7- 22; don't include any addit ional t ext you've t yped.)

N ot e : You can't creat e a cross- reference t o anyt hing inside a t ext box( see Sect ion 4.4 ) .

Like capt ions, cross- references are a t ype of field ( see Sect ion 7.8) , and also like capt ions, cross- references can som et im es spont aneously com bust . Sim ilarly, you fix t hem as you would broken capt ions. For exam ple, if you see som e crypt ic charact ers like { REF_Ref372221765\ r\ p } inst ead of t he cross- reference you were expect ing, Cont rol- click t he shaded part of t he cross- reference and select Toggle Field Codes from t he short cut m enu. Again like capt ions, Word som et im es m isses a few—despit e t he fact t hat t he program updat es cross- references aut om at ically when you m ove t ext in your docum ent . Therefore, as part of t he finishing t ouches on any docum ent where you've used cross- references, press - A and t hen press Shift - Opt ion- - U. You've j ust signaled Word t o updat e all cross- references ( and capt ions, for t hat m at t er) .

7 .1 2 . Cr e a t in g a Ta ble of Con t e n t s Word's Table of Cont ent s ( TOC) feat ure saves you t im e and helps organize your docum ent . Once you've built a t able of cont ent s in Word, you can use it t o navigat e your docum ent ( j ust as you m ight wit h t he Navigat ion Pane) ; you can cust om form at it t o get j ust t he look you want ; you can save yourself t he t ask of updat ing page num bers if you add or delet e t ext from your docum ent ( which can be a m aj or pain) ; and you can use it as a Web sit e m ap, because in Online and Print Layout views, a Word Table of Cont ent s is aut om at ically hyperlinked.

7 .1 2 .1 . TOC t h e Ea sie st W a y: Usin g Bu ilt - in H e a din gs I f you have a well- organized docum ent , and you've used Word's out liner or one of it s built - in heading st yles ( Heading 1, Heading 2, and so on) t o int roduce each new t opic, Word's TOC feat ure was m ade for you. Go direct ly t o st ep 1 below. I f you wrot e your docum ent wit hout headings, on t he ot her hand, insert t hem before creat ing t he t able. ( Use Word's built - in heading st yles, as shown on Sect ion 4.1.2.) Be descript ive when you design t he headings; inst ead of j ust "Chapt er 10" or " Advanced Techniques," use "Chapt er 10: Underwat er Archit ect ure" or " Advanced Card- Count ing." When you're ready t o deliver a TOC t o t he first page of your m ast erwork, proceed as follows:

1 . Click w h e r e you w a n t t h e TOC t o be gin. To put t he TOC on t he first page, click at t he very beginning of t he docum ent . ( You can also insert it aft er a t it le page or int roduct ion.)

2 . Sw it ch t o Pr in t La you t vie w a n d click D ocu m e n t Ele m e n t s in t h e Ele m e n t s Ga lle r y t o a cce ss W or d's pr e for m a t t e d t e x t e le m e n t s, a n d t h e n click t h e Ta ble of Con t e n t s bu t t on . The Elem ent s Gallery displays t he t hum bnails for pre- designed t ables of cont ent s ( see Figure 7- 23) .

3 . M a k e su r e t h e " Cr e a t e w it h " bu t t on is se t t o H e a din g St yle s, a n d t h e n click on e of t h e t hum bna ils. Word generat es t he t able of cont ent s and drops it int o your docum ent at t he insert ion point —com plet e wit h page num bers ( see Figure 7- 24) .

Figu r e 7 - 2 3 . Top: Click t h e Ta ble of Con t e n t s bu t t on in t h e D ocu m e n t Ele m e n t s t a b of t h e Ele m e n t s Ga lle r y t o displa y a va r ie t y of pr e - de sign e d TOC st yle s. Click t h e on e you lik e , a n d W or d ge n e r a t e s it fr om you r docu m e n t 's h e a din gs a n d pla ce s it in you r docu m e n t a t t h e in se r t ion poin t . Bot t om : I f you 'd r a t h e r t ype you r ow n t a ble of con t e n t s in st e a d of u sin g t h e docu m e n t h e a din gs, click t h e M a n u a l For m a t t in g bu t t on a t t h e le ft e n d of t h e Ga lle r y, click on e of t h e t h u m bn a ils, a n d r e pla ce t h e du m m y t e x t t h a t W or d pu t s in you r docu m e n t w it h you r ow n .

I f you desire m ore cont rol over t he display of your t able of cont ent s t hen t he aut om at ed Docum ent Elem ent s provide, Word is m ore t han happy t o put you in t he driver's seat . As before, t he first st ep is t o place t he insert ion point where you want t he t able of cont ent s t o begin and t hen cont inue as follows:

1 . Ch oose I n se r t

" I n de x a n d Ta ble s"

Ta ble of Con t e n t s t a b.

You should now be st aring at t he " I ndex and Tables" dialog box shown in Figure 7- 24.

2 . Ch oose a st yle in t h e For m a t s box , a s de scr ibe d in Figu r e 7 - 2 4 , t op . I f none of t he form at st yles t hrills you, choose " From t em plat e" and see " TOC t he Harder Way: Using Ot her St yles" on Sect ion 7.12.2.

3 . D e cide h ow m a n y le ve ls you w a n t t o sh ow , u sin g t h e " Sh ow le ve ls" con t r ol. For exam ple, you m ay want your t able of cont ent s t o show only chapt er t it les; in t hat case, choose 1 in t he " Show levels" box. I f you've divided your docum ent int o m any levels of det ail, each wit h it s own heading level, you m ay want t o show only t he first t wo or t hree levels t o keep t he t able from get t ing t oo long. ( The t able of cont ent s in t his book, for exam ple, shows chapt er t it les and t he first - and second- level subj ect headings.)

Figu r e 7 - 2 4 . Top: Th e " Fr om t e m pla t e " for m a t u se s t h e st yle s in t h e cu r r e n t docu m e n t t e m pla t e a n d r e su lt s in a con sist e n t a ppe a r a n ce w it h t h e r e st of you r docu m e n t . ( Se e Se ct ion 4 .1 for m or e on st yle s.) Click e a ch on e a n d look in t h e Pr e vie w w in dow ; ch oose t h e on e t h a t m a k e s t h e be st im pr e ssion . Bot t om : Th e Opt ion s dia log box le t s you bu ild you r t a ble of con t e n t s fr om st yle s you 've u se d in you r docu m e n t ot h e r t h a n H e a din g 1 , H e a din g 2 , a n d so on . For in st a n ce , you ca n a dd t h e Bu lle t st yle t o t h e list a n d a ssign it a le ve l so t h a t im por t a n t list it e m s w ill a ppe a r in t h e t a ble of con t e n t s.

4 . For m a t t h e pa ge n u m be r s. Most print ed t ables of cont ent s include page num bers, of course, but if you're preparing a docum ent for t he Web where page num bering is irrelevant , t hen t urn off " Show page num bers." I f you elect t o use page num bering, you can also indicat e whet her you want t hem t o be right - aligned ( as in t he Preview window in Figure 7- 24, t op) and what st yle of Tab leader you want ( t he dot s, dashes, or lines t hat connect each t it le wit h it s page num ber) . The Preview window in Figure 7- 24 shows a dot t ed line, but t he " Tab leader" m enu offers several ot her choices.

5 . Click OK.

You now ret urn t o your docum ent . I f you swit ch int o Draft , Print Layout , or Publishing Layout view, you'll see t he t able of cont ent s, com plet e wit h page num bers ( see Figure 7- 25) .

Figu r e 7 - 2 5 . A t a ble of con t e n t s cr e a t e d fr om t h e h e a din gs in a n a ct u a l W or d docu m e n t . Th e gr a y doe sn 't pr in t ; it sim ply in for m s you , t h e e dit or : " Th e se a r e fie lds, a n d I , M icr osoft W or d, w ill be r e spon sible for m a in t a in in g a n d u pda t in g t h e m . D on 't t r y e dit in g a n yt h in g h e r e you r se lf."

7 .1 2 .2 . TOC t h e H a r de r W a y: Usin g Ot h e r St yle s

Life is easiest if you use Word's built - in heading st yles ( Heading 1, Heading 2…) when preparing your m anuscript —but t hat 's not your only opt ion. I f you've arranged your docum ent using ot her st yles, whet her built - in or ones you've creat ed, you can use t hose as t he basis for your t able of cont ent s headings inst ead. For exam ple, suppose every m aj or sect ion of your docum ent begins wit h a st yle you've called FancyHeadline, you can creat e a t able of cont ent s t hat list s j ust t hose headlines. To do so, choose I nsert " I ndex and Tables" Table of Cont ent s t ab. Follow st eps 1 t hrough 5 on Sect ion 7.12, and t hen click Opt ions. I n t he Table of Cont ent s Opt ions dialog box, you see a scrolling list of all st yles in your docum ent ( see Figure 724, bot t om ) . I f you scroll down, you'll see t hat Heading 1, 2, and 3 have been assigned t o corresponding TOC levels. Delet e t he num bers from t hese heading st yles and t ype new TOC level num bers ( 1, 2, and so on) int o t he boxes next t o your own st yles. Click OK and ret urn t o t he Preview box t o check your work.

T ip : You can even t ype each level num ber next t o m ore t han one st yle. For inst ance, if you want your capt ions t o be list ed in t he t able of cont ent s under each m ain t opic, like your Level 3 headings, j ust t ype 3 in t he box next t o Capt ion ( as shown in Figure 7- 24) .I n fact , you don't even have t o use different levels. I f you m ake every heading st yle Level 1, every it em in your Table of Cont ent s will have equal weight —no indent s or t ypeface changes.

7 .1 2 .3 . Upda t in g or D e le t in g a Ta ble of Con t e n t s Like m any Word feat ures, TOCs rely on self- updat ing, nonedit able blocks of gray- background t ext called fields, as described earlier in t his chapt er. I f, during an evening of sleepless creat ivit y, you decide t o rewrit e t he nam es of t he different sect ions in your t hesis, it m ay com e as som et hing of a shock t o discover t hat your t able of cont ent s st ill shows t he original sect ion nam es. And if you cut out t hat 31- page digression int o t he m at ing habit s of t he Venezuelan beaver, you m ay be surprised t o discover t hat t he t able of cont ent s page num bers haven't been updat ed t o reflect t he new, short er st at us of your paper. The solut ion is sim ple: Aft er edit ing your docum ent and before print ing or sending it , updat e t he Table of Cont ent s by updat ing it s fields. To do so, click at t he left side of t he first line of t he TOC, and t hen press Shift - U. Opt ion-

T ip : The field- edit ing process wipes out any form at t ing or edit ing you've done t o t he t ext in your t able of cont ent s—which is an excellent argum ent for form at t ing your TOC using t he dialog boxes as described on Sect ion 7.12.1 inst ead of form at t ing t hem by hand.

To dispense wit h a TOC, click at t he very beginning of t he first line of t he Table of Cont ent s. Press Opt ion- F9 t o display t he TOC field code against it s gray background ( { TOC\ o" 1- 3" } , for exam ple) . Select t he ent ire field code, bracket s and all, and press Delet e. You've j ust vaporized all rem nant s of t he Table of Cont ent s.

T ip : You can change t he t ypographical look of your TOC headings j ust as you would any st yle ( see Sect ion 4.1 for m ore St yles, click t he TOC1 st yle nam e, click Modify, and proceed as described on Sect ion on st yles) . Just choose Form at 4.1.5. Click OK t o ret urn t o t he St yle dialog box. Click t he next TOC heading level, click Modify again, and repeat unt il you've designed a t able of cont ent s t o call your very own.

7 .1 2 .4 . Ta ble of Figu r e s a n d Ta ble of Au t h or it ie s

Creat ing a t able of figures or t able of aut horit ies is very m uch like creat ing a t able of cont ent s. Word t akes capt ions ( for t he Table of Figures) or cit at ions ( for t he Table of Aut horit ies) and com piles t hem int o a t able. You can cust om design t ype st yles j ust as in a TOC, and you can updat e and delet e t hese t ables exact ly as described above. There are only a few differences.

7 .1 2 .4 .1 . Ta ble of figu r e s A t able of figures is a list of capt ions, as opposed t o headings. I f you've insert ed capt ions for pict ures, t ables, graphs, or equat ions in your docum ent , Word can list t hem , along wit h t heir page num bers and t ab leaders, j ust as in a t able of cont ent s. The st eps for creat ing one are precisely t he sam e as for creat ing a t able of cont ent s (Sect ion 7.12) , except t hat you click t he Table of Figures t ab in st ep 2 inst ead of Table of Cont ent s.

7 .1 2 .4 .2 . Ta ble of a u t h or it ie s Lawyers, legal secret aries, and paralegals: This sect ion is for you. I n fact , nobody else is likely t o know what a t able of aut horit ies is. A t able of aut horit ies ( TOA) doesn't aut om at ically use exist ing docum ent st yles like headings or capt ions. You have t o m ark each cit at ion ( case, st at ut e, or docum ent ) t hat you want t he TOA t o use. To creat e a t able of aut horit ies in Word, follow t hese st eps:

1 . I n you r docu m e n t , se le ct a cit a t ion. For exam ple, you m ight highlight " Tit le 37, Code of Federal Regulat ions, Sect ion 1.56( a) ."

2 . Ch oose I n se r t

" I n de x a n d Ta ble s"

Ta ble of Au t h or it ie s t a b; click M a r k Cit a t ion .

The keyboard short cut , for t he nim ble- fingered, is Shift - Opt ion-

-I.

3 . Se le ct t h e cu r r e n t cit a t ion t ype in t h e Ca t e gor y m e n u . I f you want t o use a cat egory t hat 's not shown, click one of t he num bers ( 8 t hrough 16) in t he m enu. Click Cat egory; t hen t ype t he new cat egory nam e in t he " Replace wit h" box. Click Replace, and t hen click OK.

4 . Edit t h e t e x t of t h e cit a t ion in t h e " Se le ct e d t e x t " box. Do so only if you want t he cit at ion t o appear different ly in t he Table of Aut horit ies. For exam ple, add boldface or underscores.

5 . Type a n a bbr e via t e d ve r sion of t h e cit a t ion in t h e " Sh or t cit a t ion " box . I n t he next st ep, Word is going t o search for t he next occurrence or occurrences of t his cit at ion. I f you used a specific abbreviat ion in your docum ent , use t hat here as well—" Tit le 37," for inst ance.

6 . Click M a r k or M a r k All. I f you want t o go t hrough your docum ent and find cit at ions individually, click Mark and t hen click Next Cit at ion. To let Word find, and aut om at ically m ark, all long and short versions of t he current cit at ion, click Mark All. Word m arks cit at ions wit h TA field codes ( see Sect ion 7.8) .

7.

7 . Aft e r m a r k in g a ll you r cit a t ion s, click Close . The Mark cit at ion box goes away. When you're done m arking t he cit at ions, it 's t im e t o creat e t he Table of Aut horit ies it self.

8 . Click w h e r e you w a n t t h e Ta ble of Au t h or it ie s t o be gin . Ch oose I n se r t Ta ble of Au t h or it ie s t a b. Ch oose fr om t h e ca t e gor y m e n u.

" I n de x a n d Ta ble s"

You can m ake a t able of aut horit ies for all cit at ions, or creat e a separat e one for each cat egory. I f you form at t ed cit at ions in t he " Select ed t ext " box ( st ep 3 above) , be sure t o t urn on t he " Keep original form at t ing" box.

9 . Ch oose a de sign in t h e For m a t s box a n d con t in u e for m a t t in g you r Ta ble of Au t h or it ie s. See t he box on Sect ion 7.14 for m ore det ail on form at t ing.

1 0 . Click OK. I f you add a new cit at ion aft er com plet ing t he Table of Aut horit ies, it 's easy. Just select t he new cit at ion, - I and follow st eps 3 t hrough 7 in t he first set of inst ruct ions above. press Shift - Opt ionTo updat e a Table of Aut horit ies, click at t he very beginning of t he t able and press F9. The sam e rules apply as described in " Updat ing or Delet ing a Table of Cont ent s," on Sect ion 7.12.3.

7 .1 3 . I n de x in g Alt hough Microsoft m ay hat e t o adm it it , even wit h it s new Publishing Layout view, few people act ually use Word t o publish books. Most " real" books m ay be w r it t en in Word, but t hey're usually t hen poured int o a page- layout program like Quark XPress or I nDesign for t he rest of t he process. That doesn't st op Microsoft from wishing it s word processor were up t o t he challenge, t hough. As evidence, here's Microsoft 's indexing feat ure, which can spew fort h a professional- looking index for a docum ent , com plet e wit h page num bers, subent ries, and t he works. ( The operat ive word, however, is can; indexing involves considerable pat ience and t olerance on your part . As you'll soon find out , indexing oft en involves a descent int o Word's sub- basem ent of field codes—a pseudo- program m ing language t hat 's not int ended for casual experim ent at ion.)

7 .1 3 .1 . Ph a se 1 : Cr e a t e I n de x En t r ie s As sm art as Word 2008 is, it can't read your docum ent and ascert ain what t he im port ant t opics are; you have t o t ell it which concept s you want indexed. You do so by reading over each page of your docum ent . Each t im e you com e t o an im port ant point t hat you want included in t he index, perform t he following st eps:

1 . Se le ct t h e w or d or ph r a se t h a t you w a n t t o in de x. For inst ance, in a book about birds, you m ight want t o creat e an index ent ry for eggs. So you'd highlight t he word eggs in t he m anuscript .

2 . Pr e ss Sh ift - Opt ion -

- X.

You could also choose I nsert dialog box—but life's t oo short .

" I ndex and Tables"

I ndex t ab and t hen click Mark Ent ry in t he

Shift - Opt ion- X is a keyst roke well wort h learning ( or redefining t o som et hing easier—see Sect ion 20.2.1.6) , since you'll be using it oft en. I t opens t he Mark I ndex Ent ry dialog box wit h your select ed word in t he Main ent ry field, as shown in Figure 7- 26. This field represent s exact ly how it will appear in t he index, so, for exam ple if you want your ent ry capit alized, or not , m ake it so here.

Figu r e 7 - 2 6 . Th e in de x e n t r y for t h e t e r m you h igh ligh t e d doe sn 't h a ve t o m a t ch t h e t e x t you h igh ligh t e d. I f you 'd r a t h e r h a ve t h is in de x e n t r y sa y Om e le t t e s in st e a d of Eggs, for e x a m ple , fe e l fr e e t o t ype r igh t ove r t h e pr opose d " M a in e n t r y" t e x t h e r e .

3 . Ch oose Bold or I t a lic for t h e pa ge n u m be r , if you lik e . Use t his feat ure t o m ake t he principal m ent ion of t he indexed t erm boldface or it alic. This will m ake it st and out from t he rest of t he page num bers for t he sam e t erm —t o indicat e a page where an illust rat ion appears, for exam ple ( Eggs, 9, 11–13, 34, 51–52) .

4 . Spe cify a su be n t r y, if a pplica ble. For inst ance, if t he m at erial on t he current page is m ainly about yellow- bellied nut hat ch eggs, you m ay want t he index t o show " yellow- bellied nut hat ch" as a subent ry under " eggs" ( see Figure 7- 26) . Type Yellow- bellied nut hat ch in t he Subent ry box. Word assum es t hat you want t his part icular phrase indexed as a subent ry under " eggs" ( or what ever your m ain ent ry was in st ep 1) .

5 . Click M a r k t o cr e a t e a n in de x e n t r y for you r se le ct e d w or d or ph r a se . I f you click Mark All inst ead, Word creat es an index ent ry for every occurrence in t he docum ent of t he word or phrase you select ed in st ep 1. ( The fact t hat it flags only t he first occurrence in each paragraph is act ually beneficial, since t he ent ry m aybe repeat ed frequent ly in a paragraph. The purpose of t he index is t o direct t he reader t o t he correct paragraph or page; t o index each occurrence would creat e an overly long, cum bersom e index.)

N ot e : Mark All is case- sensit ive. I n ot her words, Mark All will creat e ent ries for each occurrence of eggs, but not Eggs.

6 . H igh ligh t t h e n e x t e n t r y in you r docu m e n t . Unlike j ust about any ot her dialog box you've ever run across, t his one rem ains open even aft er you click Mark or Mark All. However, t o m ove on t o t he next ent ry, you have t o select anot her word or phrase and - X again. t hen press Shift - Opt ion-

7 . Pr oce e d t h r ou gh you r e n t ir e docu m e n t , m a r k in g e a ch e n t r y you w a n t in t h e in de x by h igh ligh t in g it a n d t h e n pr e ssin g Sh ift - Opt ion - - X . A field code ( see Sect ion 7.8) appears in your docum ent aft er each t erm you've indexed. Because t hese fields are form at t ed as hidden t ext ( see Sect ion 3.2.8) , Word aut om at ically t urns on t he Show/ Hide but t on on t he St andard t oolbar. That 's why you see line breaks, paragraph breaks, and any ot her hidden t ext in addit ion t o t he index field codes.

8 . Click Close. Now you're ready t o build t he index as described on Sect ion 7.13.3.

7 .1 3 .1 .1 . Cr oss- r e fe r e n ce s A cross- reference in an index looks like t his: " Eggs, See reproduct ion." I t t ells your reader: " You m ay be looking under Eggs, but act ually I 've list ed all of t hese ent ries under Reproduct ion." ( Of course, if you creat e a crossreference for " reproduct ion," you have t o act ually creat e index ent ries for t hat t opic! ) To creat e a cross- reference, follow t he st eps above, but before clicking Mark Ent ry in st ep 3, t ype t he crossreferenced t erm int o t he " Cross- reference" box. The word " See" already appears in t he " Cross- reference" box; you can t ype t ext aft er it ( or over it ) . For inst ance, you can change it t o " See also" or j ust " also."

7 .1 3 .1 .2 . Pa ge r a n ge e n t r ie s Occasionally, t he inform at ion relat ed t o your index ent ry spans several pages, like t his: " Eggs, 9- 19." Unfort unat ely, Word requires t hat you bookm ark t he range of pages before creat ing t he index ent ry. To do so:

1 . Se le ct t h e e n t ir e block of t e x t t h a t you w a n t in de x e d, e ve n if it 's m a n y pa ge s lon g. Ch oose Book m a r k ; n a m e t h e book m a r k in t h e " Book m a r k n a m e " box , t h e n click Add . I n se r t You can nam e t he bookm ark anyt hing, because t his nam e doesn't affect t he index ent ry nam e. I f t his is t he first m ent ion of eggs in t he docum ent , for exam ple, you could call it Eggs1. Aft er you click Add, t he Bookm ark dialog box closes. ( See Sect ion 7.9 for m ore on bookm arking.)

2 . Ba ck in you r docu m e n t , click a t t h e e n d of t h e se le ct e d book m a r k t e x t . This t ells Word where t o m ark t he index ent ry field. ( I f you don't see t he bookm ark bracket s around t he Preferences View panel.) t ext , t urn on Bookm arks on t he Word

3 . Pr e ss Sh ift - Opt ion -

- X.

The Mark I ndex Ent ry dialog box appears.

4 . Type t h e in de x e n t r y, bu t t h e n click " Pa ge r a n ge ." Fr om t h e pop- u p m e n u , ch oose t h e n a m e of t h e book m a r k you j u st cr e a t e d. This m enu list s all t he bookm arks you've creat ed so far in t he docum ent you're indexing.

5 . Click M a r k a n d con t in u e cr e a t in g in de x e n t r ie s, if you w ish.

When you lat er creat e t he index, t he range of pages you bookm arked will appear next t o t he index ent ry.

7 .1 3 .2 . Ph a se 2 : Edit in g I n de x Fie ld Code s ( Opt ion a l) Like m any Word feat ures, Word's indexing feat ure relies on fields ( invisible placeholders, as described on Sect ion 7.8) . Because index ent ry fields are m arked as hidden t ext (Sect ion 3.2.8) , you can only see t hem when t he Show/ Hide ( ¶) but t on locat ed on t he St andard t oolbar ( or Form at t ing Palet t e) is on. At t hat point , t he indexing codes show up, looking som et hing like t his: { XE " eggsFI XME( WDEND) eggs1" } . I n ot her words, if you'd like t o see t he field codes—so t hat you can delet e t hem , edit t hem , or j ust see where t hey are—click ¶ on t he St andard t oolbar or t he Docum ent sect ion of t he Form at t ing Palet t e. Once you've m ade your field codes visible, you can edit or delet e t hem . To delet e an index ent ry, select it by dragging over it s field code ( including t he bracket s) , and t hen press Delet e. Unless you want t o fool around wit h edit ing field codes, delet ing an ent ry is also t he easiest way t o edit an ent ry; aft er delet ing t he fault y field codes, sim ply creat e a new replacem ent ent ry, as described on Sect ion 7.13. I f you're unafraid t o edit field codes direct ly, however, here's how t o edit t he four kinds of index field codes:

Sin gle pa ge e n t r y ( e ggs, 2 3 4 ) . The field code looks like { XE " eggs" \ b } . I f you m isspelled t he m ain ent ry, m ade an error in capit alizat ion, or what ever, you can edit t he word bet ween t he quot at ion m arks. But be careful not t o dist urb any ot her part of t he code, including t he spaces. Also, in t his exam ple, t he b aft er t he backslash indicat es boldface; an i here st ands for it alic. To change a boldface page num ber t o plain t ext , for exam ple, delet e bot h t he let t er b and t he backslash.

Cr oss- r e fe r e n ce e n t r y ( e ggs, Se e r e pr odu ct ion ) . The field code looks like { XE " eggs" \ t " See reproduct ion" } . I n addit ion t o edit ing t he m ain ent ry, you can also change t he cross- reference ( reproduct ion) or t he addit ional t ext (See) . Again, be careful not t o dist urb any ot her part of t he code.

Pa ge r a n ge e n t r y ( e ggs, 2 3 4 - 2 3 6 ) . The field code looks like { XE " eggsFI XME( WDEND) Eggs1" } . This one's t ricky t o edit , because in order t o change t he range bookm ark nam e ( see " Page range ent ries" on Sect ion 7.13.2) , you have t o t ype in t he exact nam e of t he bookm ark. However, you can change t his int o a single- page ent ry by delet ing t he bookm ark nam e wit h it s quot es, t he backslash, and t he r. And, of course, you can edit t he m ain ent ry nam e.

Su be n t r ie s ( e ggs, r obin 's, 2 1 ) . The field code looks like { XE " eggs: robin's" } . The m ain ent ry is before t he colon, t he subent ry is aft er. You can edit eit her one, and also creat e addit ional layers of subent ries j ust by adding anot her colon followed by anot her subent ry, and so on.

7 .1 3 .3 . Ph a se 3 : Bu ildin g t h e I n de x Once you've m arked index ent ries in t he docum ent you're indexing, you can generat e t he index it self, as follows:

1 . I f t h e fie ld code s in you r docu m e n t a r e sh ow in g, t u r n off Sh ow / H ide by click in g ¶ on t h e St a n da r d t oolba r t o h ide t h e m . This st ep ensures t hat your docum ent is paginat ed correct ly. When field codes are showing, t hey t ake up room j ust like ext ra words and t hrow off t he page num bers. Most of t he t im e, you'll want t o insert a page break or sect ion break j ust before t he index, so t hat t he index will begin at t he t op of a new page. Then:

2 . Click in you r docu m e n t w h e r e you w a n t t h e in de x t o be gin . Ch oose I n se r t I n de x t a b . Ta ble s"

" I n de x a n d

The " I ndex and Tables" dialog box opens, as shown in Figure 7- 27. Choose a Type radio but t on t o specify t he layout of your subent ries. I f you click I ndent ed, each subent ry appears indent ed under t he m ain ent ry. I f you click Run- in, all ent ries in t he index are flush left . ( Wat ch t he Preview window for an exam ple of each.)

Figu r e 7 - 2 7 . Th e " I n de x a n d Ta ble s" dia log box pr e vie w s t h e in de x you 'r e a bou t t o cr e a t e . I f t h e Pr e vie w in you r copy of W or d—or , in de e d, t h e fin a l in de x it se lf—sh ow s t e x t t h a t 's cr a m pe d a n d h a r d t o r e a d, you n e e d t o click t h e M odify bu t t on a n d a dj u st t h e I n de x 1 , I n de x 2 , a n d I n de x 3 pr e de fin e d st yle s t o cle a r e r fon t s a n d pa r a gr a ph spa cin g.

3 . Ch oose a For m a t fr om t h e For m a t s list .

I f you choose " From t em plat e," Word uses your current t em plat e's st yles ( Sect ion 4.1) . To see what t he ot her canned index designs look like ( Classic, Modern, and so on) , click each and view t he result s in t he Preview window.

4 . Ch oose a n u m be r of colu m n s in t h e Colu m n s box by click in g t h e a r r ow s or e n t e r in g a n u m be r. You can choose one, t wo, t hree, or four colum ns per page. To save space, m ost indexes use a m ult iplecolum n form at . I f your docum ent already has colum ns, choose Aut o t o m ake your index m at ch t he sam e num ber of colum ns.

5 . Tu r n on " Righ t a lign pa ge n u m be r s" t o m ove t h e pa ge n u m be r ou t t o t h e r igh t m a r gin of t h e pa ge or colu m n. Turning t his on affords you t he opt ion of using a t ab leader ( dot s or dashes bet ween t he ent ry and it s page num ber) , as shown in Figure 7- 27. Choose it from t he sm all pop- up m enu at t he lower right .

6 . Click OK. Word creat es an index. This will t ake a few m inut es, especially if your docum ent is long. You can st are at t he wat ch icon or go get a snack.

7 .1 3 .4 . Ph a se 4 : Cle a n in g Up t h e I n de x Once Word has finished building t he index, you can edit it as you would any t ext . You can also revisit it in any of t hese ways:

Re for m a t t h e in de x . Click t he index and choose I nsert " I ndex and Tables" ; in t he result ing dialog box, you can change any of t he opt ions on t he I ndex t ab, as described above. ( Because you clicked t he index first , any changes you m ake will apply t o it , even t hough t his dialog box norm ally creat es a new index.)

POW ER USERS' CLI N I C Au t oM a r k in g Lon g D ocu m e n t s I f your docum ent is very long, reviewing it can be an exercise in t edium . Alt hough t he Mark All but t on helps, Word's Aut oMark feat ure can accelerat e t he process even furt her. However, t his feat ure is only wort h using on very long docum ent s—m aybe 100 pages or m ore—because it ent ails an ext ra st ep t hat has it s own brand of t edium : creat ing a concordance file. A concordance file is a Word docum ent wit h a t wo- colum n t able t hat you creat e yourself from a blank docum ent . I n t he first ( left ) colum n, you t ype t he t ext you want Word t o look for and m ark in your docum ent . I n t he right colum n, you t ype t he index ent ry it self, which m ay not necessarily be t he sam e t erm . ( Using t his t echnique, you can index, under print ing, five pages of discussion about dot - m at rix print ers, laser print ers, font s, and ink cart ridges; t he act ual word print ing m ay never appear in t he t ext .)

Anot her exam ple: You could t ype egg, eggs, Egg, laying, reproduct ion in t he left colum n ( each in it s own cell) , and eggs direct ly across from each in t he right cell ( as shown here) . ( To creat e a subent ry, use a colon, also depict ed in t he illust rat ion.) At t he end of t his exercise, Word will find each word in t he left colum n and index it under t he t erm you've specified in t he right colum n—all of t he sam ple t erm s shown here, for exam ple, will be indexed under " eggs." Aft er logging each im port ant t erm in your docum ent t his way, save and close t he concordance file. Then open t he m anuscript docum ent . Click at t he end of t he " I ndex and Tables" I ndex t ab. docum ent , and t hen choose I nsert I n t he result ing dialog box, click Aut oMark. Navigat e t o your concordance file and open it . Word aut om at ically places index ent ry fields in t he docum ent ; you can see t hem highlight ed as you scroll t hrough it . I f you m issed any m aj or t opics, j ust creat e anot her concordance file and repeat t he process. Now build your index as described on Sect ion 7.13.3.

Upda t e t h e in de x ( Sh ift - Opt ion - - U) . I f, aft er sleepless night s of soul- searching, you decide t o edit your docum ent by insert ing or delet ing t ext , Word doesn't aut om at ically updat e your index; all of it s page num bering is now off. Sim ilarly, if you decide t o add, delet e, or edit som e index ent ries t hem selves, t hey won't be reflect ed in t he index you've already generat ed. The solut ion, eit her way, is t o click in your index and press Shift - Opt ionwhen you creat ed t he index, t his will t ake som e t im e.

- U. Word updat es t he index; as

D e le t in g a n in de x. To rem ove an index from your docum ent , click it and press Opt ion- F9 ( it will be represent ed as a field code) . Select and delet e t he ent ire field code t o delet e t he index.

T ip : Delet ing t he index doesn't delet e t he index ent ries you've m arked in your docum ent . Usually, leaving t hem in place does no harm , since t hey're m arked as hidden t ext and generally don't print or show up onscreen. But if you need a genuinely clean docum ent , use t he Replace com m and described on Sect ion 2.4.3 . Using t he Special pop- up m enu, choose Field and replace it wit h not hing. Word will neat ly ext ract t hem from your file.

7 .1 4 . M a il M e r ge s I f t he t erm m ail m erge is new t o you, it m ay be because " m ail m erge" is a kinder, gent ler euphem ism for it s result : form let t ers. Or m aybe it 's because you're fam iliar wit h Microsoft 's previous nam e for t his funct ion: dat a m erge. I n any case, a m ail m erge grabs inform at ion from a dat abase and uses t hat inform at ion t o aut om at ically fill in t he blanks of a Word file, as in, " Dear < < nam e> > , As a fellow < < cit y> > resident , I t hought you m ight be int erest ed in cont ribut ing < < incom e> > t o our fundraiser." I n t his exam ple, a m ail m erge can effect ively churn out what seem t o be personal, individually writ t en let t ers. Merging dat a can also creat e labels, envelopes, or a cat alog. Having Office 2008 on your Mac put s you at a definit e advant age: You get t o use all of Word's docum ent beaut ifying feat ures ( see Chapt er 3 ) t o writ e t he placeholder let t er, and you have your choice of program s t o organize t he dat a. You can use an exist ing Excel file, your Ent ourage Address Book, a FileMaker Pro dat abase, or a Word t able t o supply t he dat a you want plugged int o t he generic let t er. The placeholders Word uses when you writ e t he let t er are fields ( see Sect ion 7.8) . And because fields can process inform at ion like com put er code, Word m ail m erge docum ent s are very powerful. For exam ple, you can set t hem up t o prom pt you for inform at ion before proceeding wit h t he m erge ( " What dollar am ount t o ask for? "). To m ake t hese int eract ive funct ions easier t o use, Office 2008 offers t he Mail Merge Manager. Just as t he Form at t ing Palet t e consolidat es dozens of different form at t ing feat ures, so t he Mail Merge Manager also collect s and aut om at es t he feat ures you need for four of t he m ost popular m erges: form let t ers, labels, envelopes, and cat alogs.

7 .1 4 .1 . Pr e pa r in g D a t a Sou r ce s Before you begin your m ail- m erge experience, decide what com put er docum ent will cont ain t he source dat a—t he nam es and addresses for your form let t ers and envelopes, for exam ple, or t he it em s and prices in your invent ory dat abase t hat you'd like t o m erge int o an at t ract ive cat alog. The m ost com m on dat a source is a dat abase of nam es, addresses, and ot her personal inform at ion. Office 2008 can grab dat a from Word t ables, t ab- delim it ed t ext files ( such as ASCI I ) , Excel files, t he Ent ourage address book, or FileMaker Pro dat abases. As you delve int o m erges, you'll need fam iliarit y wit h t wo im port ant pieces of dat abase t erm inology: records and fields. A field is a single scrap of inform at ion: a phone num ber or a shoe size. ( This dat abase field isn't quit e t he sam e t hing as t he gray- t ext placeholder Word fields described earlier in t his chapt er—alt hough t he dat abase kind of field will indeed be represent ed by a Word field in your form let t er.) A r ecor d is t he com plet e set of fields for one form let t er, m ailing label, or envelope—t he nam e, address, phone num ber, and so on.

T ip : Whet her you creat e a new dat abase for your m erge or use an exist ing one, m ake sure t hat each record is set up t he sam e way. I f you're using a dat abase where t he first and last nam es are in separat e fields in som e cases and t oget her in ot hers, you're going t o have t rouble get t ing t he m erge t o work properly.

7 .1 4 .2 . Cr e a t in g a N e w D a t a Sou r ce Let 's say you have a bunch of applicat ion slips filled out by kids signing up for your hockey lessons, and you want t o writ e each st udent a welcom e let t er. However, you don't have t he dat abase in elect ronic form at yet . Mail Merge Manager. What The easiest way t o st art a dat a source file is t o launch Word and choose Tools you'll see is som et hing like Figure 7- 28.

The list of dat abase fields you'll need depends on what you plan t o say in t he form let t er. I n t he exam ple in Figure 7- 28, t he coach realized t hat she'd need t he dat e, first and last nam e, address, shoe size, school grade, t he inst ruct or nam e, and t he ent rance where t he st udent 's hockey class would gat her for it s first m eet ing. A few fields already in t he dat abase for ot her purposes—phone num ber, for exam ple—won't be used in t his let t er; t hat 's OK.

Figu r e 7 - 2 8 . Th e m a il- m e r ge fe a t u r e of W or d isn 't a sh in in g e x a m ple of sim plicit y. Bu t t h e se ct ion st r u ct u r e of t h e M a il M e r ge M a n a ge r pa le t t e , w h ich look s a lot lik e t h e For m a t t in g Pa le t t e , a t le a st m a k e s t h e st e ps se qu e n t ia l. Th e file n a m e a n d m a in docu m e n t t ype a ppe a r h e r e —in t h is e x a m ple , it 's ca lle d M a ilM e r ge .docx ( se e it n e a r t h e t op?) . So doe s t h e da t a ba se you 've se le ct e d ( se e it in t h e Se le ct Re cipie n t s List ?) . At t h e ve r y bot t om a r e t h e con t r ols you u se t o a ct u a lly pe r for m t h e m e r ge . " Re st or e t o I f you w a n t t o a ba n don t h e m a in docu m e n t a n d st a r t a ga in , ch oose Cr e a t e N e w N or m a l W or d D ocu m e n t " on t h e M a il M e r ge M a n a ge r .

To creat e a dat a source for your proj ect , proceed as follows:

1 . Ope n t h e m a in docu m e n t . " Main docum ent " m eans t he file t hat will cont ain t he let t er it self—t he t ext t hat won't change from one Mail Merge Manager, if t he palet t e shown in Figure 7- 28 isn't print out t o t he next . Choose Tools already open.

2 . On t h e M a il M e r ge M a n a ge r 's t op pa n e , m a r k e d " 1 . Se le ct D ocu m e n t Type ," ch oose Cr e a t e N e w For m Le t t e r s. Along wit h form let t ers, Word also let s you creat e labels, envelopes, or a cat alog. Cont inue working your way down t he num bered panes of t he Mail Merge Manager.

3 . On t h e M a il M e r ge M a n a ge r 's Se le ct Re cipie n t s List se ct ion , ch oose Ge t D a t a Sou r ce.

New Data

As you can see from t he pop- up but t on, Word com es ready t o access inform at ion from your Office ( Ent ourage) Address Book, a FileMaker dat abase, or ot her dat a file—or t o creat e a new list of dat a from scrat ch. That 's what you'll be doing in t his exam ple. The Creat e Dat a Source dialog box appears, as shown in Figure 7- 29. I t has a list of suggest ed fields for form let t ers. Edit t he list of fields by adding and changing fields you need, or rem oving fields you don't , also as shown in Figure 7- 29.

Figu r e 7 - 2 9 . Scr oll t h r ou gh t h e " Fie ld n a m e s in h e a de r r ow " box a n d click " Re m ove Fie ld N a m e " for a n y you don 't pla n t o u se . To a dd fie lds you 'll n e e d for you r h ock e y le t t e r ( D e n t ist Ph on e , for in st a n ce ) , t ype t h e m in t h e " Fie ld n a m e " box a n d click Add Fie ld N a m e . N ot e t h a t W or d doe sn 't pe r m it spa ce s in fie ld n a m e s.

4 . Click OK. N a m e t h e da t a ba se ( H ock e y Kids, for in st a n ce ) a n d click Sa ve . You've j ust creat ed a Word docum ent wit h a t able cont aining t he fields you creat ed in st ep 3 above, t hat

will hold all your dat a. Now you're confront ed wit h a Dat a Form window like t he one shown in Figure 7- 30. I t 's t im e t o play fill- int he- blanks; use t his dialog box t o t ype in t he inform at ion for each kid in your class. ( Alt ernat ively, you can Open, open your Hockey Kids docum ent , and add rows t o t he Word t able you'll find t here. choose File See Sect ion 4.6 for full det ails on working wit h t ables) .

Figu r e 7 - 3 0 . Top: W h e n e n t e r in g da t a in a D a t a For m you ca n click Vie w Sou r ce a t a n y t im e a n d se e a ll you r da t a in t a ble for m . Th is da t a sou r ce is a r e gu la r W or d docu m e n t Ope n . you ca n se e a n y t im e by ch oosin g File Bot t om : W h e n w or k in g on t h e da t a sou r ce docu m e n t you ca n r e t u r n t o t h e D a t a For m dia log box a t a n y t im e by click in g t h e D a t a For m bu t t on on t h e D a t a ba se t oolba r .

5 . En t e r t h e fir st k id's n a m e , a ddr e ss, a n d ot h e r bit s of in for m a t ion , pr e ssin g Ta b t o j u m p fr om bla n k t o bla n k . Click Add N e w t o sa ve t h e fir st r e cor d a n d cle a r t h e for m for t h e n e x t se t of da t a . Click Delet e t o " backspace" over t he record you j ust ent ered; click Rest ore t o bring it back. The count er at t he bot t om rem inds you where you are; use t he navigat ion but t ons t o m ove backward and forward t hrough t he records.

6 . W h e n you 'r e fin ish e d t ypin g in t h e da t a , click OK. A list of t he fields you've creat ed appears on t he Mail Merge Manager ( see Figure 7- 28) . To add m ore records t o your dat a source at a lat er t im e, you have t wo alt ernat ives. As m ent ioned above, you can open your Hockey Kids docum ent , and add rows t o t he Word t able you'll find t here. You can also click t he Edit Dat a Source but t on in t he Select Recipient s List sect ion of t he Mail Merge Manager palet t e, t o pull up t he Dat a Form shown in Figure 7- 30, t op. Once t he dat a source is open, you can use t he Toolbars Dat abase t oolbar t o sort and edit it . ( I f you don't see t his t oolbar, choose View Dat abase.)

You're ready t o perform t he m erge; skip ahead t o Sect ion 7.14.6.

7 .1 4 .3 . Usin g a n Ex ist in g D a t a Sou r ce To m erge an exist ing dat abase int o a form let t er or envelopes, say in FileMaker Pro or Excel, you have t o first save t he dat abase file. Then follow t he st eps below:

1 . Ope n you r for m le t t e r ( or cr e a t e a n e w bla n k docu m e n t ) . I f t he Mail Merge Manager palet t e isn't already open, choose Tools

2 . On t h e M a il M e r ge M a n a ge r pa le t t e , ch oose Cr e a t e N e w

Mail Merge Manager.

For m Le t t e r s ( for t h is e x a m ple ) .

I f you've already produced a m ain docum ent wit h fields, t hen add t o your exist ing dat abase a first record ( a header row) whose ent ry nam es m at ch t he fields in your m ain docum ent ( see t he box on Sect ion 7.14.3) .

3 . On t h e M a il M e r ge M a n a ge r , ch oose Ge t List

Ope n D a t a Sou r ce.

I f t he exist ing dat abase is in FileMaker Pro or your Office Address Book in Ent ourage, choose t he appropriat e com m and from t his pop- up but t on inst ead. ( You need a copy of FileMaker Pro on your Mac for t hat opt ion t o work.)

4 . N a viga t e t o t h e file on you r M a c a n d click Ope n. You're ready t o proceed. I f you haven't writ t en your form let t er yet , go t o t he next sect ion. When bot h your form let t er and dat a source are ready, go t o Sect ion 7.14.5.

7 .1 4 .4 . Cr e a t in g t h e M a in D ocu m e n t When you're ready t o writ e t he act ual form let t er, you have a choice—like t housands of Publishers' Clearinghouse Sweepst akes form let t er writ ers before you. You can eit her use an exist ing Word file as t he body of t he Mail let t er, or st art from scrat ch. To showcase t he power of fields in a m ail m erge docum ent , here are t he st eps used t o creat e t he let t er shown in Figure 7- 31, bot t om . I n t he Mail Merge Manager, m ake sure t he flippy t riangle next t o I nsert Placeholders is

point ing downward and click t he Cont act s t ab, so t hat you can see t he fields available in your dat a source. ( I f you haven't select ed or creat ed a dat a source, see " Creat ing a new dat a source" on Sect ion 7.14.2 or " Using an exist ing dat a source" above.)

W ORKAROUN D W ORKSH OP H e a de r Row s a n d H e a de r Sou r ce s To set up a m ail m erge, you have t o insert fields from a dat abase called t he dat a source int o t he form let t er or docum ent . The dat a source usually t akes t he form of a t able where each colum n's nam e appears at t he t op ( Nam e, Address, Phone, and so on) . I n fact , t hat 's exact ly what t he st eps described on Sect ion 7.14.2 do—t hey lead you t hrough t he const ruct ion of a correct ly form at t ed Word t able. ( You could j ust as easily m ake your own Word t able by hand, as long as t he first row cont ains t he field nam es and subsequent rows cont ain t he records you want t o m erge.) To know where t o place what dat a, Word relies on t he t able's colum n nam es ( like First , Last , and Phone) , locat ed in t he header row. I n ot her words, when Word com es t o t he First Nam e field in t he m ain docum ent , it plugs in t he next nam e from t he First Nam e colum n of t he dat a source. When creat ing a dat a source and m ain docum ent from scrat ch, as described on Sect ion 7.14.3 , your header row aut om at ically m at ches t he fields in your m ain docum ent . I f you're using an exist ing dat a source wit h a m ain docum ent t hat already has fields, you can change t he t op row or first record of t he dat a source t o m at ch—usually. But if you can't edit —or don't want t o edit —t he exist ing dat abase, you can st ill m ake it m at ch t he fields in your m ain docum ent by creat ing a separat e header source. To do so, choose Get Dat a Header Source New Header Source. Word opens a dialog box j ust like t he Creat e Dat a Source box. The difference is, Word uses t he field nam es you ent er here as a subst it ut e t op row for your exist ing dat abase. For exam ple, if t he first nam es are st ored in t he second field of your dat abase, m ake First Nam e t he second field in t he separat e header source, even if t he field is called som et hing else in t he dat abase. The header source has t o have t he sam e num ber of fields as t he dat abase, even if you don't plan t o use t hem all in your m erge.

Figu r e 7 - 3 1 . Th is da t a sou r ce ( t op) w a s cr e a t e d in Ex ce l, a n d t h e for m le t t e r , r e a dy for m e r gin g ( bot t om ) , w a s cr e a t e d in W or d. Th e fir st r ow of t h e spr e a dsh e e t is t h e h e a de r r ow , displa yin g t h e fie ld n a m e s.

1 . Ope n a n e w W or d docu m e n t . Type t h e da t e , if you lik e , a n d t h e n pr e ss Re t u r n t w o or t h r e e t im e s. You're about t o insert t he first addressee's m ailing address, as is cust om ary in a st andard business let t er. But you don't want t o have t o t y pe t hat inform at ion—t hat 's so 1985. You want Word t o fill it in for you, not j ust on t his let t er, but on every one of t he 44 let t ers you're about t o writ e and print .

2 . D r a g- a n d- dr op m e r ge fie lds fr om t h e M a il M e r ge M a n a ge r pa le t t e t o pla ce t h e m a ilin g a ddr e ss in t o t h e le t t e r , a s sh ow n in Figu r e 7 - 3 2 .

3 . Type D e a r a n d a spa ce , a n d t h e n dr a g- a n d- dr op t h e Fir st N a m e fie ld. Word represent s t he field ( which, when you print , will be replaced by som ebody's act ual first nam e) using bracket s. You should now see, in ot her words, Dear < < First Nam e> > . I f your dat a source has a field for t it les ( such as Mr., Ms., or Dr.) , you can insert it inst ead, add anot her space, and t hen drag t he Last Nam e field: Dear < < Tit le> > < < Last Nam e> > .

4 . Con t in u e w r it in g t h e le t t e r , dr a g- a n d- dr oppin g m e r ge fie lds a s a ppr opr ia t e . See Figure 7- 32 for an exam ple.

Figu r e 7 - 3 2 . You bu ild you r for m le t t e r by dr a ggin g t h e fie lds fr om t h e M a il M e r ge M a n a ge r dir e ct ly in t o t h e le t t e r . Th is e x a m ple is a lm ost com ple t e ; t h e Sh oe Size fie ld is on e of t h e la st fie lds t o a dd t o t h e for m le t t e r . As you dr a g t h e fie ld, ca r e fu lly posit ion t h e in se r t ion poin t in you r t e x t be for e you dr op it .

5 . I n se r t a n Ask fie ld t o colle ct t h e in st r u ct or 's n a m e for t h e le t t e r. Our hapless hockey coach st ill doesn't know who t he inst ruct or will be. I n fact , she won't know unt il it 's alm ost t im e for t he let t ers t o go out . Therefore, she'll fill in t he inst ruct or's nam e during t he m erge it self. Here's where t he Fill- in field com es in. On t he I nsert Placeholders sect ion of t he Mail Merge Manager palet t e, click t he More t ab, drag " Fill- in" t o t he point in t he let t er where t he inst ruct or's nam e should go. A dialog box appears; in t he Prom pt box t ype What 's t he inst ruct or nam e?, or som et hing else t hat will help you ( or whoever's filling in t he form s) rem em ber what was supposed t o go t here. This dialog box also gives you a chance t o specify a fallback ent ry—default t ext t hat will appear in t he let t er in case you don't get t he inst ruct or list on t im e

( " nam e t o be det erm ined," for exam ple) . I f you t urn on t he " Ask once" box, Word will ask you once for t he m issing inform at ion, t hen m erge it int o all t he let t ers.

T ip : You m ay be t em pt ed t o use t he Fill- in field wit h abandon, so t hat Word will ask you, in t he process of print ing out t he form let t ers, t o fill in personalized inform at ion for each record. But you can't see t he records dur ing t he m erge, so you won't have any way of knowing which inform at ion should be filled in for each person's let t er.The way t o cust om ize t he Fillin field is wit h a query ( Sect ion 7.14.6 ) . For inst ance, filt er t he st udent dat abase by grade and t hen conduct a separat e pass for each, so t hat you can t ype a different inst ruct or nam e for each bat ch of let t ers.

1 . Fin ish t ypin g t h e le t t e r a n d sa ve t h e docu m e n t a s u su a l. Word has insert ed field codes for all t he m erge fields you've j ust drag- and- dropped. I f you'd like t o see t hem , choose Preview Result s and click t he View all placeholders but t on ( { a} ) on t he Mail Merge Manager.

7 .1 4 .5 . Pr e vie w in g, For m a t t in g, Pr e pa r in g t o M e r ge Aft er you've prepared a m ain docum ent and insert ed m erge fields, you can see how t he docum ent will look wit h t he act ual dat a. On t he Preview Result s sect ion of t he Mail Merge Manager palet t e, click t he View Merged Dat a but t on ( ABC) . Word shows you t he first finished form let t er, com plet e wit h Dear Garfinkle ( or what ever t he First Nam e is in t he first record from your dat a source) . Click t he arrows in t he box on t he Preview Result s pane of t he Mail Merge Manager t o browse t he ot her m erged records. I n Preview m ode, you can m ake form at t ing changes t o t he m ain docum ent as well as t o t he m erge fields. Just select t ext or fields in t he usual way and use t he Form at t ing Palet t e t o add bold, it alic, or ot her form at t ing. ( When you reform at a field, t he change applies t o t hat ent ire field—for all docum ent s in t he m erge.) Once you've filled and prepared a dat a source, designed a m ain docum ent , and out fit t ed it wit h m erge fields, you're ready t o m erge. Check t he t op t wo panels of t he Mail Merge Manager t o ensure t hat t he file nam es of your m ain and dat abase docum ent s appear correct ly. Use t he Preview Result s feat ure as described above. Proofread your m ain docum ent carefully, especially if you have num erous records in your dat abase—you don't want a t iny m ist ake copied m any t im es over! Finally, do a final save on your m ain docum ent and your dat a docum ent . When everyt hing looks good, Word st ands ready t o m erge your dat a and your form let t er in any of t hree ways: sending it direct ly t o t he print er, m erging int o a new Word docum ent , or m erging int o out going em ail m essages.

POW ER USERS' CLI N I C D e lim it in g N u m e r ou s Fie lds A Word t able used for a dat a source can have a m axim um of 63 colum ns or fields. I f you need m ore t han t hat —if you're creat ing a cat alog, for inst ance—you have t o t urn t he docum ent int o a t ab- delim it ed t ext file ( or an Excel file, or a CSV file) before using it as a dat a source. A t ab- delim it ed t ext file is a plain t ext docum ent where t he inform at ion for each record ( each person's m ailing inform at ion, for exam ple) appears on it s own line, wit h a t ab bet ween each field ( bet ween Nam e and Address, for exam ple) . CSV st ands for com m a separat ed value and is sim ilar t o a t ab delim it ed file, except inst ead of t abs, com m as separat e t he fields. You can creat e a t ab- delim it ed t ext file in m ost dat abase program s, alt hough t he Save As; choose com m ands t o do so vary slight ly. I n Excel, for inst ance, choose File Text ( t ab delim it ed) from t he Form at pop- up m enu. I n AppleWorks, choose File Save As and choose ASCI I t ext from t he File Type pop- up m enu. And if you've built your dat a source as a Word t able, t urn t he whole t able int o t ab- delim it ed plain t ext using t he inst ruct ions on Sect ion 4.7.2.9. iWork's Num bers program can only export Excel form at or CSV; choose File Export and choose t he appropriat e but t on. Whet her you choose a t ab- delim it ed or CSV file as a dat a source, inspect it in Word ( choose File Open t o open it ) . Make sure t hat it s very first row ident ifies t he nam es of t he colum ns ( Nam e, Address, Phone, and so on) .

7 .1 4 .6 . M e r gin g St r a igh t t o t h e Pr in t e r I f you've already previewed your m erge, sim ply click t he Print but t on ( on t he St andard t oolbar) or t he Merge t o Print er but t on in t he Com plet e Merge pane of t he Mail Merge Manager ( Figure 7- 28) . Specify t he num ber of copies you need in t he print dialog box and hit Ret urn. Word print s t he m erged docum ent s on your labels or paper.

7 .1 4 .6 .1 . Cu st om izin g m e r ge pr in t in g The pop- up m enu in t he Com plet e Merge pane of t he Mail Merge Manager is aut om at ically set t o All, m eaning t hat Word will print a m erged docum ent for all records in your chosen dat a source. The ot her choices are Current Record ( t o print j ust t he record you're current ly previewing in t he docum ent window) and Cust om . When you click Cust om , you can use t he From and To boxes below it t o specify a range of records t o m erge. For exam ple, if you have st icky laser labels t hat com e 30 on a sheet , and you j ust want t o print t he first page of labels, ent er 1 and 30; Word will print only t he first 30 records ( t hat is, one page of labels) . For t he second page, ent er 31 and 60, and so on.

7 .1 4 .6 .2 . Qu e r y Opt ion s I f you want t o print nonconsecut ive records, use t he Mail Merge Manager's Query Opt ions. This feat ure let s you filt er your records before m erging ( choose only t he records t hat m eet cert ain crit eria) or sort t hem int o a cert ain order. Wit h your m ain and dat a source docum ent s chosen in t he Mail Merge Manager, t urn your at t ent ion t o t he fourt h pane labeled Filt er Recipient s and click Opt ions. The dialog box shown in Figure 7- 33 appears. Let 's say you want t o send a special let t er t o client s in Balt im ore, let t ing t hem know t hat you're going t o be visit ing t heir cit y next m ont h. Your dat a source cont ains all your client s, even t hose in San Francisco, whom you obviously don't want t o receive t he sam e let t er. Filt er t ab and t ype in Balt im ore in Since you're filt ering by cit y, choose t he Cit y field on t he Query Opt ions t he " Com pare t o" box. Set t he Com parison pop- up m enu t o " Equal t o" . As you can see in Figure 7- 33, t here are lot s of filt ering opt ions. You've j ust com plet ed a query t hat st at es, " I f t he Cit y field is equal t o Balt im ore, t hen include t his record." You can even apply m ore t han one query. For exam ple, you could set t he second line t o read " Or, Cit y, Equal t o, Washingt on." By choosing Or from t he first pop- up m enu, you also added your client s from Washingt on t o t he list —since t hey're near enough t o visit you in Balt im ore. When you use t he Or pop- up, you're adding m ore records t o your first bat ch—when you use And, you're furt her filt ering t he result s of your earlier query. For exam ple, you can filt er out t he people who have a work phone num ber and who live in your st at e. You can filt er out people who live in Balt im ore or Washingt on and have a shoe size great er t han nine ( perhaps you're a t raveling hockey skat e salesm an) . Filt ering specificit y is lim it ed only by your im aginat ion and t he dat a fields you have t o choose from . You m ay want t o use a second Query Opt ion—Sort Records—before print ing your m erge docum ent s so t hat t he pages t hat em erge from your print er in som e sort of order. For exam ple, you m ight want t hem sort ed by st at e for bulk m ailing purposes, or sort ed by cit y if you're a t raveling salesm an. Click t he Sort Records t ab in t he dialog box Query Opt ions and select up t o t hree sort ing crit eria by choosing dat a fields from t he Sort by pop- up m enus and clicking Ascending or Descending t o det erm ine t he sort ing order ( see Figure 7- 33) . Click OK when you're done; now you can print t he m erged docum ent s as described earlier.

7 .1 4 .7 . M e r gin g t o a N e w D ocu m e n t

I nst ead of sending your form let t ers ( or m ailing labels) t o a print er, it 's oft en m ore useful t o have Word generat e a brand- new Word docum ent , looking exact ly as t hough a t ireless secret ary had painst akingly t yped up a copy of each form let t er wit h t he correct addresses insert ed. This is t he only way t o go if, for exam ple, you want t o t weak t he wording, adding a personal t ouch t o each out going let t er independent ly. You can always print t he t hing aft er looking it over and edit ing it . Creat ing a new m ass form - let t er docum ent is easy: Aft er set t ing up your m ain docum ent and dat a source, click t he Merge t o New Docum ent icon in t he Com plet e Merge pane of t he Mail Merge Manager palet t e. Word churns for a m om ent and t hen produces t he docum ent ( wit h a page break aut om at ically insert ed aft er each copy of t he let t er) . Save t he m erge docum ent t o your hard drive. Edit , add your personal flourishes, print , or duplicat e it j ust as you would any Word docum ent .

Figu r e 7 - 3 3 . Top: Use t h is colle ct ion of pop- u p m e n u s t o cr e a t e a filt e r t o h om e in on t h e t a r ge t a u die n ce for you r m a il m e r ge . Bot t om : Click in g t h e Sor t Re cor ds t a b le t s you sor t you r da t a r e cor ds so t h e y'll pr in t ou t in a logica l or de r . You ca n com bin e filt e r in g a n d sor t in g, a n d you ca n click ba ck a n d for t h be t w e e n t h e Filt e r Re cor ds a n d Sor t Re cor ds t a bs a s you cr a ft you r qu e r y. ( I f t h e Office Addr e ss Book is you r sou r ce , t h is dia log box look s a bit sim ple r , w it h ch e ck box e s t h a t le t you se le ct on ly ce r t a in n a m e s a n d a ddr e sse s for in clu sion ) .

7 .1 4 .8 . M e r gin g t o Em a il All t his t alk about m ail m erging t o a print er using act ual paper is so old school—nowadays form let t ers j ust as oft en end up as em ail m essages. And of course Office 2008 com es wit h a feat ure t hat let s you send out form let t ers by em ail. Here's how t his feat ure works:

1 . Cr e a t e a for m le t t e r m a in docu m e n t a n d a sou r ce docu m e n t a s de scr ibe d on t h e pr e viou s pa ge s.

For best result s, don't use com plex form at t ing, since som e people can only view em ail as plain t ext ( see Chapt er 9 ) .

2 . Click t h e " Ge n e r a t e e - m a il m e ssa ge s" icon on t h e M a il M e r ge M a n a ge r 's Com ple t e M e r ge . I f t he but t on is dim m ed, it could be t hat Ent ourage isn't select ed as your default em ail program . Open Preferences General and choose Microsoft Ent ourage from t he Apple's Mail program , choose Mail Default em ail reader pop- up m enu. Quit Mail and st art again from st ep 1. I f all is well, t he Mail Recipient dialog box opens—as shown in Figure 7- 34.

Figu r e 7 - 3 4 . You ca n ch oose t o se n d m a il- m e r ge d e m a il a s pla in t e x t , for m a t t e d t e x t , or a s a n a t t a ch m e n t t o a bla n k m e ssa ge . I f you se n d t h e le t t e r a s a file a t t a ch m e n t , t h e n a m e of you r a t t a ch m e n t w ill be t h e sa m e a s t h e file n a m e of you r m a in docu m e n t . You m a y w a n t t o r e n a m e it for t h e be n e fit of you r r e cipie n t s, e spe cia lly if you h a ve a t e n de n cy t o give docu m e n t s u n fla t t e r in g n a m e s, lik e D a m n H ock e y Se a son Aga in .

3 . Usin g t h e To pop- u p m e n u , ch oose t h e fie ld con t a in in g t h e e m a il a ddr e sse s. Type a su bj e ct for you r e m a il m e ssa ge . For exam ple, Hockey t im e!

4 . Usin g t h e bot t om pop- u p m e n u , spe cify h ow you w a n t t o se n d t h e le t t e r . As t e x t ( t h a t is, pla in t e x t in t h e body of t h e e m a il) , a s a n a t t a ch m e n t ( w h ich cr e a t e s a W or d a t t a ch m e n t on a bla n k e m a il m e ssa ge ) , or a s a n H TM L M e ssa ge ( for m a t t e d t e x t in t h e body of t h e e m a il) . Click M a il M e r ge t o Ou t box. The Mail m erge proceeds as usual: Word asks you t o t ype Fill- in fields, and so on. Ent ourage opens aut om at ically, and you can wat ch t he boldface digit s next t o it s Out box skyrocket as Word cram s newly generat ed m essages int o it . There t hey wait unt il you click Send ( or unt il a scheduled Send runs) . There's no preview, but you can open any of t he m erged em ails in t he Out box and look at or edit t hem .

7 .1 4 .9 . La be ls a n d En ve lope s Two of t he m ost com m on Word m ail m erges are aut om at ed for you: address labels and envelopes. Eit her way,

t his is an ext rem ely powerful feat ure t hat let s you com bine t he dat abase flexibilit y of your Ent ourage Address Book wit h t he form at t ing sm art s of Word. Whet her you're t he local Scout m ast er or an avid Christ m as card sender, let t ing Word prepare your m ass m ailings beat s addressing envelopes by hand any day. Prepare for one of t hese dat a m erges as follows:

Prepare a dat a source, as described on Sect ion 7.14.1.

Know t he size of t he labels or envelopes you're going t o use. Have som e on hand as you begin t he process. ( You can buy sheet s of self- adhesive labels at St aples or any ot her office supply st ore; Avery is one of t he best - known nam es and t he Avery label st yle num bers are t he gold st andard of m ail m erging m avens everywhere. These labels com e in every conceivable size and shape; t he 30- per- page version—Avery 5160—is t he m ost popular.)

Set aside som e t im e for t rial and error.

7 .1 4 .9 .1 . M e r gin g on t o la be ls Make sure t hat t he labels you buy will fit int o your print er and feed sm oot hly—buy inkj et or laser labels, for exam ple, t o m at ch your print er. To creat e labels, open a new blank Word docum ent and proceed as follows:

1 . Ch oose Tools

M a il M e r ge M a n a ge r .

The Mail Merge Manager palet t e appears.

2 . On t h e M a il M e r ge M a n a ge r , ch oose Cr e a t e

La be ls.

The Label Opt ions dialog box appears ( see Figure 7- 35, t op) . Unless you're t hat rare eccent ric who uses a dot m at rix ( im pact ) print er, leave " laser and inkj et " select ed.

3 . Fr om t h e " La be l pr odu ct s" pop- u p m e n u , se le ct t h e br a n d of la be ls you h a ve . Word list s every kind of label you've ever heard of, and m any t hat you haven't .

Tip: I f you've bought som e oddball, no- nam e label brand not list ed in Word's list , click New Label. Word gives you a dialog box, com plet e wit h a preview window, for specifying your own label dim ensions. ( But before you go t o t hat t rouble, look carefully at t he fine print on t he package, where it probably says som et hing like " Equivalent t o Avery 5164." )

4 . I n spe ct you r la be l pa ck a ge t o fin d ou t w h a t la be l m ode l n u m be r you h a ve ; se le ct t h e m a t ch in g pr odu ct in t h e " Pr odu ct n u m be r " list box . Click OK.

The m ain docum ent becom es an em pt y sheet of labels. I t 's t im e t o st art dragging field nam es from your source docum ent .

5 . On t h e M a il M e r ge M a n a ge r , u se t h e Ge t List pop- u p bu t t on t o se le ct t h e da t a ba se or file con t a in in g you r a ddr e sse s. For exam ple, t o use your Ent ourage Address Book, choose Office Address Book from t his m enu. I f your addresses are st ored in an Excel spreadsheet or a t ab- delim it ed t ext file, choose Open Dat a Source inst ead ( t hen navigat e t o your dat abase or dat a source file and open it ) . I f you haven't set up your dat abase yet , choose New Dat a Source and follow t he st eps on Sect ion 7.14.2.

Figu r e 7 - 3 5 . Top: Ave r y 5 1 6 0 is on e of t h e m ost popu la r la be l pr odu ct s; it com e s w it h 1 0 r ow s of t h r e e la be ls e a ch . Bot t om : I f you 'r e a sse m blin g a bu lk m a ilin g a n d t h e r e for e n e e d t o ba r code you r ow n e n ve lope s, click " I n se r t Post a l Ba r Code ." W or d a sk s you t o se le ct t h e n a m e of t h e m e r ge fie ld w h e r e you r Zip code s a r e , t h e n pr in t s t h e cor r e spon din g ba r code on e a ch e n ve lope or la be l. You r m a il is lik e ly t o r e a ch it s r e cipie n t fa st e r if you u se t h e se ba r code s.

6 . I n t h e Edit La be ls dia log box t h a t a ppe a r s, ch oose fie ld n a m e s fr om t h e " I n se r t M e r ge Fie ld" pop- u p m e n u t o bu ild you r a ddr e ss. As shown at t he bot t om of Figure 7- 35, use t he Space bar and Ret urn key as you go. For exam ple, choose First Nam e, insert a space, choose Last Nam e, t hen press Ret urn t o st art a new line. Choose Cit y, t ype a com m a if you like, and t hen choose St at e; add t wo spaces before choosing Zip code. ( I f you want t o change t he font and ot her form at t ing at t his point , see t he box on Sect ion 7.14.9.2.)

7 . Click OK. You ret urn t o your m ain docum ent window, where placeholders for your labels now appear. ( Click t he < < abc> > icon on t he Mail Merge Manager's Preview Result s pane t o preview t he act ual nam es and addresses as t hey'll be print ed.)

I f you want t o furt her form at individual labels, you can do so now using t he Form at t ing Palet t e. Just select t he t ext or t he field placeholders t o form at t hem .

W ORKAROUN D W ORKSH OP For m a t t in g La be l Te x t You can form at your labels' t ext when you're in t he Edit Labels dialog box—alt hough it 's not im m ediat ely apparent how because t he form at t ing palet t e and m enu it em s are grayed out while t his dialog box is opened. But since you com m it t ed som e of t he basic keyboard com m ands t o m em ory as suggest ed on Sect ion 2.3.2, Word st ands ready t o assist you. Select any or all of t he fields—be sure t o include t he quot e m arks enclosing each field—and press - B for bold or - I for it alic. I f your form at t ing desires ext end beyond t he basic bold and it alics, t ake heart . Again, select t he field or fields you wish t o form at and t hen press - D t o sum m on t he Font form at t ing window. Now you can go t o t own using all of Word's charact er- form at t ing opt ions: font , font st yle, size, color, charact er spacing, and so on. Click OK t o dism iss t he Font form at t ing dialog box and see your changes displayed in t he Edit Labels window. Use t he sam e t echnique wit h - opt ion- M t o invoke Word's Paragraph form at t ing dialog box if, for exam ple, you have a hankering for right - aligned labels.

8 . Loa d a pie ce of pla in pa pe r in you r pr in t e r a n d click t h e " M e r ge t o Pr in t e r " bu t t on in t h e M a il M e r ge M a n a ge r 's Com ple t e M e r ge pa n e . This way, you can check t o see if t he labels are properly aligned wit hout wast ing an expensive sheet of labels. Hold t he paper print out over a label sheet and line t hem up in front of a window or light .

9 . I f you n e e d t o t w e a k you r la be ls' a lign m e n t , ch oose Cr e a t e N e w M a n a ge r a n d click D e t a ils.

La be ls on t h e M a il M e r ge

A dialog box pops up, displaying t he dim ensions and specificat ions of your current ly chosen label m odel, along wit h boxes and arrows for adj ust ing t hem . Adj ust t he Top m argin or Side m argin t o shift t he t ext up, down, and side- t o- side in order t o bet t er fit on t he labels. Then print anot her t est sheet t o be sure your changes had t he int ended effect . When everyt hing's working properly, load t he labels int o your print er, and click t he " Merge t o Print er" but t on again. Click Print .

T ip : Take advant age of t he Merge Cust om pop- up m enu ( see Sect ion 7.14.6 ) if you have a long m ailing list . Som e print ers t end t o j am if you t ry t o print t oo m any pages of labels at once.

7 .1 4 .9 .2 . Edit in g la be ls You can edit a label docum ent by opening it , j ust like any m ain docum ent . But because of t he unique problem s involved in changing a sheet of labels, Word provides a couple of special t ools. To m ake changes t o an exist ing label docum ent , proceed as follows:

1 . Ope n t h e la be l docu m e n t . Word opens t he docum ent and t he Mail Merge Manager. ( I f not , choose Tools

Mail Merge Manager.)

2 . Click t h e " Add or r e m ove pla ce h olde r s on la be ls" bu t t on . I t 's t he t hird icon in t he Select Recipient s List sect ion of t he Mail Merge Manager palet t e. The Edit Labels dialog box opens, as shown in Figure 7- 35.

3 . M a k e ch a n ge s t o t h e la be l for m a t.

4 . Add or r e m ove m e r ge fie lds or ch a n ge t e x t for m a t t in g, for e x a m ple , by se le ct in g t h e m e r ge fie lds a n d u sin g t h e For m a t t in g Pa le t t e . Click OK a n d pr oce e d w it h t h e m e r ge .

7 .1 4 .9 .3 . Ye t a n ot h e r w a y t o for m a t la be ls You can also edit labels right in t he m ain docum ent , which you m ay find easier t han using t he Edit Labels dialog box. The secret is in t he " Fill in t he it em s t o com plet e your docum ent " but t on on t he Mail Merge Manager ( t he fourt h icon in t he Select Recipient s List sect ion of t he Mail Merge Manager palet t e) . Here's how t o use t his m et hod of label edit ing:

1 . Ope n t h e la be l docu m e n t ; click t h e fir st la be l on t h e pa ge . Word opens t he docum ent and t he Mail Merge Manager. ( I f t he Mail Merge Manager isn't open, choose Mail Merge Manager.) Tools

2 . Edit t h e la be l docu m e n t . For inst ance, you can drag m erge fields from t he Mail Merge Manager, t ype addit ional t ext , and form at t he t ext or field placeholders ( font , color, and so on) . Rem em ber, you're doing t his only in t he first label.

3 . Click t h e " Fill in t h e it e m s t o com ple t e you r docu m e n t " bu t t on on t h e M a il M e r ge M a n a ge r . Word changes all labels on t he sheet so t hat t hey m at ch t he changes you j ust m ade in t he first label. When you're sat isfied wit h t he way t hings look, m erge and print t he labels as described on t he previous pages.

7 .1 4 .9 .4 . M e r gin g on t o e n ve lope s Print ing envelopes on com put er print ers has always been an iffy proposit ion; in essence, you're t rying t o cram t wo or t hree layers of paper t hrough a m achine designed t o print on sheet s only one layer t hick. I f your print er has guides for feeding envelopes and is envelope- friendly, so m uch t he bet t er. Addit ionally, you m ay find t hat som e brands of envelope fit your print er bet t er t han ot hers. When you're ready t o begin, open a new blank docum ent and follow t hese st eps:

1 . Ch oose Tools

M a il M e r ge M a n a ge r , a n d t h e n ch oose Cr e a t e N e w

En ve lope s.

The Envelope dialog box opens, as shown in Figure 7- 36. I f you don't care for Helvet ica, Arial, or what ever, click Font t o call up a Font dialog box. You can use any of Word's font s and effect s.

Figu r e 7 - 3 6 . I f you r r e t u r n a ddr e ss doe sn 't a u t om a t ica lly a ppe a r in t h e Re t u r n Addr e ss w in dow , t ype in t h e a ddr e ss you w a n t t o u se in t h e " Re t u r n a ddr e ss" box . Or , you ca n ch e ck t h e " Use m y a ddr e ss" box t o pu ll u p t h e n a m e a n d a ddr e ss you e n t e r e d w h e n you se t u p Office 2 0 0 8 . Tu r n in g on Om it w ill pr in t t h e e n ve lope s w it h n o r e t u r n a ddr e ss a t a ll—so you ca n u se pr e pr in t e d e n ve lope s or u se u p you r su pply of st ick - on la be ls fr om Am n e st y I n t e r n a t ion a l.

2 . Le a ve t h e D e live r y a ddr e ss box e m pt y, bu t in clu de a r e t u r n a ddr e ss if you w a n t on e . Type your ret urn address, or t urn on " Use m y address" t o im port your address from Ent ourage, or t urn on Om it t o leave t he ret urn address blank.

3 . Click Posit ion . I n t h e Addr e ss Posit ion w in dow , click t h e a r r ow s t o m ove t h e r e t u r n a n d de live r y a ddr e sse s a r ou n d on t h e e n ve lope , if n e ce ssa r y. I f t he ret urn address is t oo close t o t he envelope edges, for exam ple, or t he delivery address is t oo low, now's your chance t o fix it .

4 . Click Pa ge Se t u p. Word opens your print er's usual Page Set up dialog box. Choose t he envelope size from t he pop- up m enu and click OK. ( I f you don't see t he correct size, click Cancel; under Print ing Opt ions, click t he " Use cust om set t ings" but t on, t hen click Cust om . I n t he Cust om Page Opt ions dialog box, choose an envelope size and t ell Word how you plan t o feed it int o t he print er.)

5 . Click OK, a n d t h e n OK a ga in t o dism iss t h e En ve lope dia log box.

Your chosen envelope form at appears in t he m ain docum ent ; it 's t im e t o " t ype in" t he addresses you want t o print .

6 . I f you w a n t t o pr in t j u st on e a ddr e ss fr om you r En t ou r a ge Addr e ss Book , click t h e Addr e ss Book icon a t t h e u ppe r r igh t of t h e D e live r y Addr e ss w in dow , a n d pr oce e d a s sh ow n in Figu r e 7 - 3 7 . I f you want t o run an act ual m ass print ing of envelopes, however, do t his:

7 . On t h e M a il M e r ge M a n a ge r , ch oose D a t a Sou r ce a n d ope n you r da t a ba se.

Ge t D a t a

Ope n D a t a Sou r ce ; se le ct

Again, Excel spreadsheet s, FileMaker dat abases, and t ab- delim it ed t ext files are fair gam e. I f you haven't set up your dat abase yet , choose New Dat a Source and follow t he st eps on Sect ion 7.14.2.

Figu r e 7 - 3 7 . Ch oose t h e de sir e d n a m e a n d a ddr e ss fr om you r En t ou r a ge a ddr e ss book , a n d t h e n click I n se r t a s sh ow n . Close t h e Addr e ss Book t o r e t u r n t o t h e En ve lope dia log box , w h e r e you ca n for m a t t h e e n ve lope .

8 . D r a g fie ld n a m e s fr om t h e M e r ge Fie ld pa n e l of t h e M a il M e r ge M a n a ge r in t o t h e a ddr e ss box of t h e e n ve lope in t h e m a in docu m e n t. Add spaces and line breaks in t he usual way, as shown in Figure 7- 36.

9.

9 . Pr e pa r e you r pr in t e r 's fe e d for e n ve lope s; click M e r ge

" M e r ge t o Pr in t e r " . Click Pr in t .

I f t he envelope gods are sm iling, your print er now begins t o print t he envelopes perfect ly. ( I f t hey're not , t hen you m ay discover t hat you'll have t o rot at e t he envelopes in t he paper slot , or worst case, rem ove t he envelope wit h a pneum at ic t ool borrowed from your local garage) . Depending on your print er m odel, you m ay have t o print one envelope at a t im e—if so, choose Current Record from t he drop- down m enu at t he bot t om of t he Mail Merge Manager.

7 .1 5 . M a cr os A m acro is like a script : a st ep- by- st ep series of com m ands t hat Word perform s, rapid- fire, each t im e t he m acro is run. Alt hough t he vast m aj orit y of Office fans live quit e happily wit hout ever invoking a m acro, m any power users revel in t he efficiency a well- designed m acro brings t o t heir com put er life, aut om at ing a variet y of repet it ive, t edious t asks. I f t hat describes you, sit down and t ake a deep breat h because Office 2008 brings you som e bad news—and som e good news. When Microsoft rewrot e Office 2008 as a Universal Binary program —one t hat will run efficient ly on t he new I nt el Macs as well as t he older PowerPC Macs—t hey had t o m ake som e very basic changes t o t he way t he program operat es. Most obvious is t he new XML file form at int roduced by Office 2007 for Windows. Less obvious, but m uch m ore shocking t o som e, is t he fact t hat Office no longer uses Visual Basic for Applicat ions, or VBA—t he program m ing language t hat cont rolled t he wizardry of Word m acros. I n it s place is AppleScript —Mac OS X's syst em - wide script ing language—support for which is bet t er t han ever in Office 2008. Wit h AppleScript , you can do nearly everyt hing you could do wit h VBA. Addit ionally, AppleScript ext ends script abilit y t o t he syst em and t he rest of your program s, allowing m ult i- applicat ion m acros. ( See Sect ion 20.4 for m uch m ore about AppleScript , VBA, m acros, and Office aut om at ion.) Macros in Word 2008. Choose it t o open t he Macros dialog box. But inst ead of t he You'll st ill find Tools m acro recorder you m ay be looking for if you're used t o earlier versions of Word, you'll find inst ead j ust a list of dozens of Word com m ands. Here you'll find com m ands t o, for exam ple, change t ext alignm ent , add borders, draw shapes, check spelling, and so on. Select t he m acro nam e, read what it 's supposed t o do in t he Descript ion box, and t hen click Run t o perform it .

Ch a pt e r 8 . M ovin g Be yon d Te x t : Pu blish in g La you t Vie w From t he beginning, Word's m ission as word- processor ext raordinaire has been t o put t ext elegant ly on t he page—wit h a m odicum of page- layout abilit y. Word 2008 inaugurat es a new era. Apparent ly having m ast ered t ext , Word is m oving on t o m ast er t he page. Word's new persona debut s as t he Publishing Layout view—a way of approaching pages as an assem bly of obj ect s inst ead of a flow of t ext . Word isn't t rying t o t ake over t he j ob of professional page- design soft ware like Quark XPress or Adobe I nDesign. I nst ead, it aim s t o fill t he gap bet ween t hose program s and Word's regular word processing abilit ies. Reach for Publishing Layout view anyt im e you need t o put t oget her a st ylish newslet t er, classy brochure, or quick post er. By st art ing wit h one of dozens of professionally designed t em plat es, you can plug in your own t ext and pict ures and have a polished docum ent in a short t im e. You can change as m uch or as lit t le about t he t em plat es as you choose t o—or st art wit h a com plet ely blank page. You can also incorporat e sounds and videos if your docum ent is dest ined t o be viewed on a com put er inst ead of t he print ed page.

N ot e : Pushing pages full of pixels around in Publishing Layout view can t ax t he processing power of any Mac—not ably G4 syst em s. You'll not ice t his especially when resizing or reposit ioning t ext boxes or pict ures: t he response on screen can lag behind your cursor input s by several seconds. Make t he best of your old G4 by quit t ing unnecessary program s, and inst alling as m uch RAM as you can afford. On t he ot her hand, if you're looking for a reason t o upgrade t o one of t he new I nt el Macs, Word 2008 gives you a good one.

8 .1 . Te m pla t e s: Re a dy- t o- Use Pa ge D e sign s For art ist s, writ ers, and page designers, not hing is as fright ening as a blank page. Thanks t o Word's Publishing Layout View t em plat es, fear of t he blank page is a t hing of t he past . ( Good riddance vacansopapurosophobia! ) Alt hough you can st art wit h a blank canvas when t he creat ive j uices are raging, don't be shy about reaching for one of Word's t em plat es t o give you a j um p- st art ( see Figure 8- 1) .

Figu r e 8 - 1 . W it h W or d's Spr in g N e w sle t t e r a s t h e st a r t in g poin t , t h is k in d of pa ge is e a sy t o pu t t oge t h e r . All you h a ve t o do is r e pla ce t h e pla ce h olde r t e x t a n d pict u r e s, m a k in g som e fon t ch a n ge s, a n d ch a n gin g t h e pict u r e size .

8 .1 .1 . Tou r of a Te m pla t e The next few pages present an overview of choosing and using Word's Publishing Layout view t em plat es—and t he Publishing Layout view it self. The rest of t he chapt er fleshes out t he t opic in dept h, including st art ing a docum ent from scrat ch and saving and sharing your own t em plat es.

8 .1 .2 . Ch oosin g a Te m pla t e You can open a new Publishing Layout view docum ent t em plat e from t he Proj ect Gallery or—if you're already working in Publishing Layout view—from t he Elem ent s Gallery ( see Figure 8- 2) .

Figu r e 8 - 2 . Th e Pu blica t ion Te m pla t e s se ct ion of t h e Ele m e n t s Ga lle r y displa ys t h u m bn a il vie w s of a ll a va ila ble t e m pla t e s. Ch oose t h e t ype of docu m e n t you w a n t t o cr e a t e by click in g t h e bu t t on s for n e w sle t t e r s, br och u r e s, flye r s, in vit a t ion s, a n d so on ; t h e n click on e of t h e t h u m bn a il im a ge s t o ope n a n e w docu m e n t ba se d on t h e t e m pla t e .

1 . To ope n t h e t e m pla t e fr om t h e Pr oj e ct Ga lle r y, ch oose File

Pr oj e ct Ga lle r y.

The Proj ect Gallery appears. Click t he New t ab, and t hen click t he various cat egories in t he list t o display t heir docum ent t hum bnails. Click t he flippy t riangles t hat appear next t o som e of t he cat egories t o reveal t heir subcat egories. The cat egories leading t o Publishing Layout view are Event s, Flyers, Market ing, Newslet t ers, Calendars, CD Labels, and Program s.

Tip: I f you're already in Publishing Layout view, click t he Elem ent s Gallery's Publicat ion Tem plat es t ab j ust below t he t oolbar t o reveal t he publicat ion t em plat es t hum bnails—arrayed in t he Elem ent s Gallery (Figure 8- 2 ) . Or, t o st art from scrat ch wit h a blank docum ent , choose t he Blank Docum ent s cat egory and click t he Word Publishing Layout t hum bnail.

2 . D ou ble - click on e of t h e Te m pla t e t h u m bn a ils t o ope n it . ( To follow a lon g w it h t h e e x a m ple on t h e se pa ge s, ch oose t h e Spr in g N e w sle t t e r .) A new docum ent based on t he t em plat e opens in Publishing Layout View, displaying t he workspace, cont ent t abs, and t oolbar t hat are unique t o t his view ( see Figure 8- 3) .

Figu r e 8 - 3 . By ch oosin g Vie w Sh ow Ou t lin e s, you ca n k e e p be t t e r t r a ck of you r t e x t - box la you t . Th is pa ge u se s a se t of six lin k e d t e x t box e s; t h e cu r sor is ove r t h e se con d box in t h e se r ie s, w h ich t e m por a r ily displa ys a n u m be r in dica t in g it s posit ion in t h e lin e u p. Th e St a t u s ba r a t t h e bot t om of t h e w in dow sh ow s w h a t pa ge you 'r e on a n d h a s t h e pop- u p m e n u for cu st om izin g t h e w or k spa ce —t h e " w or k t a ble " on w h ich t h e pa ge s lie —a s w e ll a s t h e t a bs t o sh ift fr om t h e n or m a l All Con t e n t s vie w t o t h e M a st e r Pa ge s vie w ( Se ct ion 8 .2 .5 .1 1 ) .

I f you're used t o word processing wit h plain t ext , your first glim pse of one of Word's carefully designed page layout t em plat es can be a shocker. Alt hough t he eye- cat ching layout looks like t he product of a skilled designer using a professional page- layout program like I nDesign or Quark, it 's act ually creat ed ent irely in Word by harnessing t he power of t he new Publishing Layout View. Sim ilar t o it s Not ebook Layout cousin, Word's Publishing Layout view displays it s pages t he way t hey m ight look in real life—on an at t ract ive t ablet op background wit h t he look of real wood. I f you don't like designing your pages while t hey're laid out on oak, click t he Cust om ize Workspace pop- up m enu at t he bot t om of t he window and choose a different background. I f you want t he least conspicuous background, choose I ndust rial, Alum inum , or Tit anium . Word's designers creat ed t he first page of t he Spring Newslet t er by using background im ages, t ext boxes, phot ographs, and a phot o wit h a t ransparent background. You can get a bet t er idea of how t hey const ruct ed t he page by choosing View Show Out lines ( see Figure 8- 3) . The layout out lines reveal t hat t his page is com posed of a collect ion of t ext boxes arranged on t op of a couple of background graphics ( which are act ually on t he Mast er Page, described on Sect ion 8.2.5.11) . All t hree of t he phot os are JPEG graphics, rakishly rot at ed t o give t he newslet t er an inform al look. Two of t he pict ures display a whit e border or st roke ( Sect ion 19.3.8.4) , t he flower has a t ransparent background (Sect ion 8.2.5.10) and overlaps one of t he ot her phot os ( Sect ion 8.2.5.10) , and t hey all sport drop shadows ( Sect ion 19.3.11 ) t o help give t he t wo- dim ensional newslet t er a t hree- dim ensional feel. Finally, t he " Save t he Dat e! " t ext box uses a color

fill.

UP TO SPEED Lor e m I psu m D olor ? Besides t he design, t he first t hing you'll not ice about t his t em plat e is t hat t his newslet t er seem s t o be about springt im e in ancient Rom e. Act ually, t he t ext used in t his t em plat e—and in all Publishing Layout view t em plat es—is placeholder t ext,int ended t o be replaced by what ever t ext you wish t o place t here. Typeset t ers call t his kind of placeholder " Greek t ext " —even t hough t he st andard filler is derived not from a Greek t ext but from a 2000- year- old Lat in t reat ise on et hics by Cicero, De Finibus Bonorum et Malorum ( The Ext rem es of Good and Evil). Designers use t his dum m y t ext when creat ing layout s so t hat ( non- Lat in) readers aren't dist ract ed by t he cont ent of t he t ext —but inst ead pay at t ent ion t o t he design of t he page. This pract ice goes back t o t he 1500s when lorem ipsum first appeared in a t ype specim en book—and it cont inues t o t his day, using t hat sam e chunk of t ext .

8 .1 .2 .1 . Addin g t e m pla t e pa ge s All of t he newslet t er t em plat es ( and m any ot her t em plat es) are m ult i- page, designed t o m at ch and work t oget her in t he part icular docum ent you're creat ing. I f you're designing a newslet t er, for exam ple, you probably want a front page t hat shows t he headlines and m ast head, a variet y of inner pages designed different ly, and perhaps a back page t hat let s you fold and m ail t he newslet t er wit hout an envelope. I n fact , t hat 's t he exact arrangem ent of t he Spring Newslet t er t em plat e's six pages. Click t he Navigat ion but t on in t he t oolbar ( or Navigat ion Pane) t o reveal t he Navigat ion Pane ( Figure 8- 4) and use it s scroll bar t o view all choose View t he t em plat e pages. Alt hough Microsoft 's designers have provided a com plet e newslet t er package of six pages, your newslet t er can be any lengt h at all—and you're free t o reorder or rem ove pages. To rem ove a page, highlight it in t he Rem ove Page. Word Navigat ion Pane and t hen click t he Rem ove but t on in t he t oolbar, or choose I nsert dut ifully wit hdraws t he page from your docum ent . I f t he Navigat ion Pane isn't showing ( Figure 8- 4) , clicking t he Rem ove but t on rem oves whichever page cont ains t he insert ion point .

N ot e : You don't have t o have t he Navigat ion Pane visible while you're adding or rem oving pages—but it cert ainly helps keep you " on t he sam e page" wit h Word while you do so.

Figu r e 8 - 4 . Click t h e N a viga t ion bu t t on t o r e ve a l t h e n a viga t ion pa n e , a st r ip of t h u m bn a ils sh ow in g you r pa ge or de r . I n t h is docu m e n t , a dou ble lin e be t w e e n pa ge s Se ct ion 1 .1 .2 a n d Se ct ion 1 .1 .3 in dica t e s a se ct ion br e a k w h e r e t h e M a st e r Pa ge de sign ch a n ge s ( Se ct ion 8 .2 .5 .1 1 ) . You ca n r e or de r pa ge s by dr a ggin g t h e m in t o a n e w posit ion a n d r e m ove a pa ge by se le ct in g it a n d pr e ssin g D e le t e or click in g t h e Re m ove bu t t on in t h e t oolba r .

Adding a page is j ust as easy. Click t he I nsert but t on in t he t oolbar ( or choose I nsert New Page) and Word creat es a new blank page following t he select ed page in t he Navigat ion Pane ( or following t he current page if t he Navigat ion Pane is hidden) . To add anot her t em plat e page—inst ead of a blank page—choose t he page st yle you want in t he Navigat ion Pane and use t he I nsert but t on's pop- up m enu t o choose Duplicat e Page ( or choose Duplicat e Page) . Word creat es an exact duplicat e of t he page—layout , t ext , pict ures, t he works. I nsert

8 .1 .2 .2 . Addin g you r ow n w or ds Wit h a few except ions, t he " Greek" t ext in t he t em plat e is placeholder t ext , int ended t o show you t he docum ent 's design, as described in t he box on Sect ion 8.1.2.1. You can't edit t his placeholder t ext —in fact , it disappears when you click it . When it vanishes, st art t yping and your words begin t o fill up t he space. Wit h t he placeholder t ext out of t he way, you're back in t he world of norm al word processing. To get st art ed, for exam ple, scroll back t o t he first page, click " Lorem I psum s," and t hen t ype your own nam e. ( I f your nam e is m uch longer t han Lorem I psum s, it forces t he headline ont o t wo lines. Select your nam e, open t he Form at t ing Palet t e, and use t he Size slider in t he Font pane t o decrease t he size and keep t he headline on one line.) Next , click one of t he t ext boxes and st art t yping—or past e in t ext from anot her docum ent . The placeholder t ext disappears, replaced by your words. Whenever you click a t ext box, your first click select s t he whole box , displaying it s eight light blue handles. Your second click ( or sim ply st art ing t o t ype) t akes you inside t he box—int o t ext - edit ing m ode—where you can add or edit t ext using all of Word's usual word processing feat ures. Double- click t he orange " Save t he Dat e! " Headline t ext box and t ype your own headline. When you're done adding t ext , leave t he edit ing m ode and select t he t ext box by clicking one of it s corners or clicking out side and t hen back on t he t ext box—m aking it s corner handles reappear. I f it 's not already open, click t he Toolbox but t on in t he t oolbar and open t he Form at t ing Palet t e's Colors, Weight s, and Fills pane. Then click t he Color pop- up m enu and choose a different color for t he t ext box fill. ( Since t he t ext is whit e, or reversed, st ick wit h t he darker colors.) Save, give it a nam e, choose a dest inat ion, and t hen I f you decide t his docum ent 's a keeper, choose File click Save. When you're working wit h t em plat es, t he docum ent you work on is always a clone of t he t em plat e. You can m odify t he docum ent and save it , and st ill go back t o t he Elem ent s Gallery and find t he t em plat e t here, unchanged, and ready for anot her use.

8 .1 .2 .3 . Addin g pict u r e s Sim ilar t o t he dum m y t ext in t he t ext boxes, t wo of t he pict ures on t his page are placeholders—t he flower is a regular pict ure, not a placeholder ( t he difference will soon becom e obvious) . I f you find t he " t em plat e people" irresist ible, you can keep t heir pict ures. Ot herwise, drag som e of your own phot os ont o t he placeholder t o replace t he t em plat e fam ily wit h your own—t he size, border, rot at ion, and ot her at t ribut es of t he placeholder pict ure rem ain t he sam e. Just click t he Obj ect Palet t e but t on in t he Toolbox and t hen click t he Phot os t ab t o display a folder of your own pict ures or your iPhot o library ( see Sect ion 8.2.1) . This short cut gives you access t o any pict ure folders on your com put er—all from wit hin Word. Scroll t hrough your im ages and drag any one of t hem ont o one of t he t em plat e's pict ure placeholders. Word replaces t he t em plat e's version of a perfect fam ily wit h your own. You don't have t o use t he Obj ect Palet t e's view of your phot os. You can drag a pict ure file direct ly from a folder, or a t hum bnail direct ly from iPhot o, Adobe Bridge, Microsoft Expression Media, or from m ost any ot her phot o organizing soft ware. You can also add pict ures t o your docum ent wit hout using pict ure placeholders: Just drop t he pict ure int o your docum ent at t he approxim at e place you want it t o appear. Word insert s sm all pict ures at full size and scales down large pict ures so t hey don't t ake over t he whole page. Then you can click t he pict ure and drag one of it s resizing handles t o adj ust t he pict ure size ( see Figure 8- 5) . To rem ove a phot o, click once t o select it , t hen press delet e.

Figu r e 8 - 5 . Click a n y pict u r e or t e x t box on ce t o se le ct it , a n d t h e n u se t h e cor n e r or side h a n dle s t o a dj u st it s size . W h e n you m ove you r cu r sor ove r on e of t h e h a n dle s, it a ssu m e s a dou ble - h e a de d a r r ow sh a pe ( cir cle d) . Pict u r e s fe a t u r e a n a ddit ion a l h a n dle spr ou t in g fr om t h e t op e dge . D r a g t h is h a n dle t o r ot a t e t h e pict u r e . Te x t box e s displa y t w o a ddit ion a l squ a r e s you ca n click t o lin k on e t e x t box t o a n ot h e r ( se e Se ct ion 8 .2 .4 .1 ) .

Ch a pt e r 8 . M ovin g Be yon d Te x t : Pu blish in g La you t Vie w From t he beginning, Word's m ission as word- processor ext raordinaire has been t o put t ext elegant ly on t he page—wit h a m odicum of page- layout abilit y. Word 2008 inaugurat es a new era. Apparent ly having m ast ered t ext , Word is m oving on t o m ast er t he page. Word's new persona debut s as t he Publishing Layout view—a way of approaching pages as an assem bly of obj ect s inst ead of a flow of t ext . Word isn't t rying t o t ake over t he j ob of professional page- design soft ware like Quark XPress or Adobe I nDesign. I nst ead, it aim s t o fill t he gap bet ween t hose program s and Word's regular word processing abilit ies. Reach for Publishing Layout view anyt im e you need t o put t oget her a st ylish newslet t er, classy brochure, or quick post er. By st art ing wit h one of dozens of professionally designed t em plat es, you can plug in your own t ext and pict ures and have a polished docum ent in a short t im e. You can change as m uch or as lit t le about t he t em plat es as you choose t o—or st art wit h a com plet ely blank page. You can also incorporat e sounds and videos if your docum ent is dest ined t o be viewed on a com put er inst ead of t he print ed page.

N ot e : Pushing pages full of pixels around in Publishing Layout view can t ax t he processing power of any Mac—not ably G4 syst em s. You'll not ice t his especially when resizing or reposit ioning t ext boxes or pict ures: t he response on screen can lag behind your cursor input s by several seconds. Make t he best of your old G4 by quit t ing unnecessary program s, and inst alling as m uch RAM as you can afford. On t he ot her hand, if you're looking for a reason t o upgrade t o one of t he new I nt el Macs, Word 2008 gives you a good one.

8 .1 . Te m pla t e s: Re a dy- t o- Use Pa ge D e sign s For art ist s, writ ers, and page designers, not hing is as fright ening as a blank page. Thanks t o Word's Publishing Layout View t em plat es, fear of t he blank page is a t hing of t he past . ( Good riddance vacansopapurosophobia! ) Alt hough you can st art wit h a blank canvas when t he creat ive j uices are raging, don't be shy about reaching for one of Word's t em plat es t o give you a j um p- st art ( see Figure 8- 1) .

Figu r e 8 - 1 . W it h W or d's Spr in g N e w sle t t e r a s t h e st a r t in g poin t , t h is k in d of pa ge is e a sy t o pu t t oge t h e r . All you h a ve t o do is r e pla ce t h e pla ce h olde r t e x t a n d pict u r e s, m a k in g som e fon t ch a n ge s, a n d ch a n gin g t h e pict u r e size .

8 .1 .1 . Tou r of a Te m pla t e The next few pages present an overview of choosing and using Word's Publishing Layout view t em plat es—and t he Publishing Layout view it self. The rest of t he chapt er fleshes out t he t opic in dept h, including st art ing a docum ent from scrat ch and saving and sharing your own t em plat es.

8 .1 .2 . Ch oosin g a Te m pla t e You can open a new Publishing Layout view docum ent t em plat e from t he Proj ect Gallery or—if you're already working in Publishing Layout view—from t he Elem ent s Gallery ( see Figure 8- 2) .

Figu r e 8 - 2 . Th e Pu blica t ion Te m pla t e s se ct ion of t h e Ele m e n t s Ga lle r y displa ys t h u m bn a il vie w s of a ll a va ila ble t e m pla t e s. Ch oose t h e t ype of docu m e n t you w a n t t o cr e a t e by click in g t h e bu t t on s for n e w sle t t e r s, br och u r e s, flye r s, in vit a t ion s, a n d so on ; t h e n click on e of t h e t h u m bn a il im a ge s t o ope n a n e w docu m e n t ba se d on t h e t e m pla t e .

1 . To ope n t h e t e m pla t e fr om t h e Pr oj e ct Ga lle r y, ch oose File

Pr oj e ct Ga lle r y.

The Proj ect Gallery appears. Click t he New t ab, and t hen click t he various cat egories in t he list t o display t heir docum ent t hum bnails. Click t he flippy t riangles t hat appear next t o som e of t he cat egories t o reveal t heir subcat egories. The cat egories leading t o Publishing Layout view are Event s, Flyers, Market ing, Newslet t ers, Calendars, CD Labels, and Program s.

Tip: I f you're already in Publishing Layout view, click t he Elem ent s Gallery's Publicat ion Tem plat es t ab j ust below t he t oolbar t o reveal t he publicat ion t em plat es t hum bnails—arrayed in t he Elem ent s Gallery (Figure 8- 2 ) . Or, t o st art from scrat ch wit h a blank docum ent , choose t he Blank Docum ent s cat egory and click t he Word Publishing Layout t hum bnail.

2 . D ou ble - click on e of t h e Te m pla t e t h u m bn a ils t o ope n it . ( To follow a lon g w it h t h e e x a m ple on t h e se pa ge s, ch oose t h e Spr in g N e w sle t t e r .) A new docum ent based on t he t em plat e opens in Publishing Layout View, displaying t he workspace, cont ent t abs, and t oolbar t hat are unique t o t his view ( see Figure 8- 3) .

Figu r e 8 - 3 . By ch oosin g Vie w Sh ow Ou t lin e s, you ca n k e e p be t t e r t r a ck of you r t e x t - box la you t . Th is pa ge u se s a se t of six lin k e d t e x t box e s; t h e cu r sor is ove r t h e se con d box in t h e se r ie s, w h ich t e m por a r ily displa ys a n u m be r in dica t in g it s posit ion in t h e lin e u p. Th e St a t u s ba r a t t h e bot t om of t h e w in dow sh ow s w h a t pa ge you 'r e on a n d h a s t h e pop- u p m e n u for cu st om izin g t h e w or k spa ce —t h e " w or k t a ble " on w h ich t h e pa ge s lie —a s w e ll a s t h e t a bs t o sh ift fr om t h e n or m a l All Con t e n t s vie w t o t h e M a st e r Pa ge s vie w ( Se ct ion 8 .2 .5 .1 1 ) .

I f you're used t o word processing wit h plain t ext , your first glim pse of one of Word's carefully designed page layout t em plat es can be a shocker. Alt hough t he eye- cat ching layout looks like t he product of a skilled designer using a professional page- layout program like I nDesign or Quark, it 's act ually creat ed ent irely in Word by harnessing t he power of t he new Publishing Layout View. Sim ilar t o it s Not ebook Layout cousin, Word's Publishing Layout view displays it s pages t he way t hey m ight look in real life—on an at t ract ive t ablet op background wit h t he look of real wood. I f you don't like designing your pages while t hey're laid out on oak, click t he Cust om ize Workspace pop- up m enu at t he bot t om of t he window and choose a different background. I f you want t he least conspicuous background, choose I ndust rial, Alum inum , or Tit anium . Word's designers creat ed t he first page of t he Spring Newslet t er by using background im ages, t ext boxes, phot ographs, and a phot o wit h a t ransparent background. You can get a bet t er idea of how t hey const ruct ed t he page by choosing View Show Out lines ( see Figure 8- 3) . The layout out lines reveal t hat t his page is com posed of a collect ion of t ext boxes arranged on t op of a couple of background graphics ( which are act ually on t he Mast er Page, described on Sect ion 8.2.5.11) . All t hree of t he phot os are JPEG graphics, rakishly rot at ed t o give t he newslet t er an inform al look. Two of t he pict ures display a whit e border or st roke ( Sect ion 19.3.8.4) , t he flower has a t ransparent background (Sect ion 8.2.5.10) and overlaps one of t he ot her phot os ( Sect ion 8.2.5.10) , and t hey all sport drop shadows ( Sect ion 19.3.11 ) t o help give t he t wo- dim ensional newslet t er a t hree- dim ensional feel. Finally, t he " Save t he Dat e! " t ext box uses a color

fill.

UP TO SPEED Lor e m I psu m D olor ? Besides t he design, t he first t hing you'll not ice about t his t em plat e is t hat t his newslet t er seem s t o be about springt im e in ancient Rom e. Act ually, t he t ext used in t his t em plat e—and in all Publishing Layout view t em plat es—is placeholder t ext,int ended t o be replaced by what ever t ext you wish t o place t here. Typeset t ers call t his kind of placeholder " Greek t ext " —even t hough t he st andard filler is derived not from a Greek t ext but from a 2000- year- old Lat in t reat ise on et hics by Cicero, De Finibus Bonorum et Malorum ( The Ext rem es of Good and Evil). Designers use t his dum m y t ext when creat ing layout s so t hat ( non- Lat in) readers aren't dist ract ed by t he cont ent of t he t ext —but inst ead pay at t ent ion t o t he design of t he page. This pract ice goes back t o t he 1500s when lorem ipsum first appeared in a t ype specim en book—and it cont inues t o t his day, using t hat sam e chunk of t ext .

8 .1 .2 .1 . Addin g t e m pla t e pa ge s All of t he newslet t er t em plat es ( and m any ot her t em plat es) are m ult i- page, designed t o m at ch and work t oget her in t he part icular docum ent you're creat ing. I f you're designing a newslet t er, for exam ple, you probably want a front page t hat shows t he headlines and m ast head, a variet y of inner pages designed different ly, and perhaps a back page t hat let s you fold and m ail t he newslet t er wit hout an envelope. I n fact , t hat 's t he exact arrangem ent of t he Spring Newslet t er t em plat e's six pages. Click t he Navigat ion but t on in t he t oolbar ( or Navigat ion Pane) t o reveal t he Navigat ion Pane ( Figure 8- 4) and use it s scroll bar t o view all choose View t he t em plat e pages. Alt hough Microsoft 's designers have provided a com plet e newslet t er package of six pages, your newslet t er can be any lengt h at all—and you're free t o reorder or rem ove pages. To rem ove a page, highlight it in t he Rem ove Page. Word Navigat ion Pane and t hen click t he Rem ove but t on in t he t oolbar, or choose I nsert dut ifully wit hdraws t he page from your docum ent . I f t he Navigat ion Pane isn't showing ( Figure 8- 4) , clicking t he Rem ove but t on rem oves whichever page cont ains t he insert ion point .

N ot e : You don't have t o have t he Navigat ion Pane visible while you're adding or rem oving pages—but it cert ainly helps keep you " on t he sam e page" wit h Word while you do so.

Figu r e 8 - 4 . Click t h e N a viga t ion bu t t on t o r e ve a l t h e n a viga t ion pa n e , a st r ip of t h u m bn a ils sh ow in g you r pa ge or de r . I n t h is docu m e n t , a dou ble lin e be t w e e n pa ge s Se ct ion 1 .1 .2 a n d Se ct ion 1 .1 .3 in dica t e s a se ct ion br e a k w h e r e t h e M a st e r Pa ge de sign ch a n ge s ( Se ct ion 8 .2 .5 .1 1 ) . You ca n r e or de r pa ge s by dr a ggin g t h e m in t o a n e w posit ion a n d r e m ove a pa ge by se le ct in g it a n d pr e ssin g D e le t e or click in g t h e Re m ove bu t t on in t h e t oolba r .

Adding a page is j ust as easy. Click t he I nsert but t on in t he t oolbar ( or choose I nsert New Page) and Word creat es a new blank page following t he select ed page in t he Navigat ion Pane ( or following t he current page if t he Navigat ion Pane is hidden) . To add anot her t em plat e page—inst ead of a blank page—choose t he page st yle you want in t he Navigat ion Pane and use t he I nsert but t on's pop- up m enu t o choose Duplicat e Page ( or choose Duplicat e Page) . Word creat es an exact duplicat e of t he page—layout , t ext , pict ures, t he works. I nsert

8 .1 .2 .2 . Addin g you r ow n w or ds Wit h a few except ions, t he " Greek" t ext in t he t em plat e is placeholder t ext , int ended t o show you t he docum ent 's design, as described in t he box on Sect ion 8.1.2.1. You can't edit t his placeholder t ext —in fact , it disappears when you click it . When it vanishes, st art t yping and your words begin t o fill up t he space. Wit h t he placeholder t ext out of t he way, you're back in t he world of norm al word processing. To get st art ed, for exam ple, scroll back t o t he first page, click " Lorem I psum s," and t hen t ype your own nam e. ( I f your nam e is m uch longer t han Lorem I psum s, it forces t he headline ont o t wo lines. Select your nam e, open t he Form at t ing Palet t e, and use t he Size slider in t he Font pane t o decrease t he size and keep t he headline on one line.) Next , click one of t he t ext boxes and st art t yping—or past e in t ext from anot her docum ent . The placeholder t ext disappears, replaced by your words. Whenever you click a t ext box, your first click select s t he whole box , displaying it s eight light blue handles. Your second click ( or sim ply st art ing t o t ype) t akes you inside t he box—int o t ext - edit ing m ode—where you can add or edit t ext using all of Word's usual word processing feat ures. Double- click t he orange " Save t he Dat e! " Headline t ext box and t ype your own headline. When you're done adding t ext , leave t he edit ing m ode and select t he t ext box by clicking one of it s corners or clicking out side and t hen back on t he t ext box—m aking it s corner handles reappear. I f it 's not already open, click t he Toolbox but t on in t he t oolbar and open t he Form at t ing Palet t e's Colors, Weight s, and Fills pane. Then click t he Color pop- up m enu and choose a different color for t he t ext box fill. ( Since t he t ext is whit e, or reversed, st ick wit h t he darker colors.) Save, give it a nam e, choose a dest inat ion, and t hen I f you decide t his docum ent 's a keeper, choose File click Save. When you're working wit h t em plat es, t he docum ent you work on is always a clone of t he t em plat e. You can m odify t he docum ent and save it , and st ill go back t o t he Elem ent s Gallery and find t he t em plat e t here, unchanged, and ready for anot her use.

8 .1 .2 .3 . Addin g pict u r e s Sim ilar t o t he dum m y t ext in t he t ext boxes, t wo of t he pict ures on t his page are placeholders—t he flower is a regular pict ure, not a placeholder ( t he difference will soon becom e obvious) . I f you find t he " t em plat e people" irresist ible, you can keep t heir pict ures. Ot herwise, drag som e of your own phot os ont o t he placeholder t o replace t he t em plat e fam ily wit h your own—t he size, border, rot at ion, and ot her at t ribut es of t he placeholder pict ure rem ain t he sam e. Just click t he Obj ect Palet t e but t on in t he Toolbox and t hen click t he Phot os t ab t o display a folder of your own pict ures or your iPhot o library ( see Sect ion 8.2.1) . This short cut gives you access t o any pict ure folders on your com put er—all from wit hin Word. Scroll t hrough your im ages and drag any one of t hem ont o one of t he t em plat e's pict ure placeholders. Word replaces t he t em plat e's version of a perfect fam ily wit h your own. You don't have t o use t he Obj ect Palet t e's view of your phot os. You can drag a pict ure file direct ly from a folder, or a t hum bnail direct ly from iPhot o, Adobe Bridge, Microsoft Expression Media, or from m ost any ot her phot o organizing soft ware. You can also add pict ures t o your docum ent wit hout using pict ure placeholders: Just drop t he pict ure int o your docum ent at t he approxim at e place you want it t o appear. Word insert s sm all pict ures at full size and scales down large pict ures so t hey don't t ake over t he whole page. Then you can click t he pict ure and drag one of it s resizing handles t o adj ust t he pict ure size ( see Figure 8- 5) . To rem ove a phot o, click once t o select it , t hen press delet e.

Figu r e 8 - 5 . Click a n y pict u r e or t e x t box on ce t o se le ct it , a n d t h e n u se t h e cor n e r or side h a n dle s t o a dj u st it s size . W h e n you m ove you r cu r sor ove r on e of t h e h a n dle s, it a ssu m e s a dou ble - h e a de d a r r ow sh a pe ( cir cle d) . Pict u r e s fe a t u r e a n a ddit ion a l h a n dle spr ou t in g fr om t h e t op e dge . D r a g t h is h a n dle t o r ot a t e t h e pict u r e . Te x t box e s displa y t w o a ddit ion a l squ a r e s you ca n click t o lin k on e t e x t box t o a n ot h e r ( se e Se ct ion 8 .2 .4 .1 ) .

8 .2 . Bu ildin g Pa ge s w it h Obj e ct s To perform it s page-layout wizardry, Word views t he various elem ent s you can incorporat e on your page—pict ures, m ovies, t ext boxes, shapes, t ables, and so on—as obj ect s. Word approaches obj ect s in t wo ways:

I n - lin e obj e ct sbehave like a t ext charact er in a line of t ext . I f you add m ore t ext t o your docum ent in front of t his kind of obj ect , it get s pushed along wit h t he t ext , always rem aining t ied t o t he words next t o it . You'll find in- line obj ect s a good choice for t ext boxes cont aining a sm all im age t hat needs t o st ay connect ed t o t he surrounding t ext . See Figure 8- 6 for an exam ple.

Figu r e 8 - 6 . Th e se t h r e e in - lin e obj e ct s st a y con n e ct e d t o t h e su r r ou n din g t e x t , e ve n if you r e m ove or a dd t e x t e a r lie r in t h e docu m e n t .

Fix e d obj e ct sare st andalone ent it ies. I nst ead of being t ied t o t he docum ent 's t ext , t hey're bolt ed int o t he page at a specific spot . Most people prefer fixed obj ect s when t hey're adding pict ures or chart s t o t he page layout . Adding t ext t o t he page doesn't affect t he obj ect s' placem ent , and you can drag and resize t hese kinds of obj ect s t o precisely posit ion t hem on t he page (Figure 8- 7) .

When you insert a fixed obj ect on a t ext - filled page, you can det erm ine whet her t he t ext flows under t he obj ect , over t he obj ect , or wraps around it —flowing around t he obj ect so t he t ext neit her overlaps t he pict ure nor is hidden by it ( see Sect ion 8.2.5.9) . Since fixed obj ect s are separat e it em s, you can st ack t hem in layers—j ust like you can arrange paper snapshot s

on a scrapbook page. One pict ure is on t op, overlapping port ions of ot her pict ures underneat h. Besides shift ing t he posit ion of each obj ect , you can also shift it s layer—m oving it in front of or behind ot her obj ect s it overlaps.

T ip : You choose an obj ect 's fixed or in- line st at us when you add it t o t he page, but you can convert it from fixed t o in- line or vice versa at any t im e ( see Sect ion 8.2.2.3 ) .

I n- line obj ect s always rem ain on t he sam e layer as t he t ext in which t hey're em bedded. When you adj ust t he arrangem ent of layers in your docum ent , you can only m ove fixed obj ect s in front of or behind t he t ext layer. Unlike scrap- booking wit h paper snapshot s, Word also let s you adj ust t he opacit y of each obj ect , so you can see t hrough t o t he obj ect s in t he layers below ( see Sect ion 19.3.8.4) .

Figu r e 8 - 7 . Pu blish in g La you t vie w docu m e n t s a r e bu ilt w it h fix e d obj e ct s. Eve r y e le m e n t on t h is pa ge is, in fa ct , a fix e d obj e ct . Th e ba ck gr ou n d pict u r e 's opa cit y is r e du ce d t o m a k e t h e t e x t r e a da ble . Lin k e d t e x t box e s h a ve t w o colu m n s of t e x t t h a t w r a p a r ou n d t h e pict u r e s, w h ile a n ot h e r t e x t box displa ys t h e h e a dlin e . Th e sm a ll pict u r e s a r e a r r a n ge d in ove r la ppin g la ye r s a n d fe a t u r e w h it e bor de r s, dr op sh a dow s, a n d r ot a t ion .

Aft er you place obj ect s on t he page, you can crop, resize, rot at e, and layer t hem on t op of one anot her. You can add shadows, adj ust t heir opacit y, or group several obj ect s t oget her in order t o reposit ion t hem sim ult aneously. For t he full st ory on obj ect m anipulat ion, see " Moving Obj ect s Around" on Sect ion 8.2.5.

8 .2 .1 . Th e Toolbox Re du x The Publishing Layout View is no different from ot her Word views when you adj ust various part s of your docum ent —j ust use t he Toolbox. Along wit h t he Form at t ing Palet t e's fam iliar t ext cont rols, Publishing Layout view m akes use of t he Wrapping, Text Box, Colors, Weight s, and Fills, and Shadow panes. ( These cont rols are

covered in dept h st art ing on Sect ion 8.2.5.9.)

8 .2 .1 .1 . Th e Obj e ct Pa le t t e The four t abs of t he Obj ect Palet t e let you drag t o place shapes, clipart , sym bols, and phot os ont o your page ( see Figure 8- 8) .

Figu r e 8 - 8 . Th e Obj e ct Pa le t t e 's fou r t a bs pr ovide a qu ick w a y t o in se r t sh a pe s ( le ft ) , clip a r t , sym bols, a n d ph ot os ( r igh t ) by sim ply dr a ggin g a t h u m bn a il in t o you r docu m e n t . Use t h e slide r a t t h e bot t om t o con t r ol t h e t h u m bn a il size ; n a r r ow dow n you r ch oice s by u sin g t h e pop- u p m e n u a t t h e t op or by t ypin g in t o t h e se a r ch box .

Shapes. The Obj ect Palet t e's first t ab provides easy access t o Aut oShapes ( which you can also access from t he Pict ure Aut oShapes com m and) . Use t he palet t e's pop- up m enu t o Drawing t oolbar or from t he I nsert view all t he shapes or t o narrow your view down t o a cert ain t ype, like Lines, St ars and Banners, Arrows, and so on. Place one of t hese shapes on your page by dragging it in. Word insert s t he shape at a st andard size, which you can t hen resize t o your liking. Alt ernat ively, click your desired shape in t he Obj ect Palet t e and m ove your cursor back t o your docum ent —where it now appears as a crosshair. St art dragging, and t he shape appears—st op dragging when it 's about t he right size. You can const rain t he proport ions of a shape—t o draw a

perfect square or a perfect circle, for exam ple—by pressing Shift while you drag a shape's corner handle. Many of t he shapes have one or m ore yellow, diam ond- shaped adj ust m ent handles t hat cont rol one of t he shape's at t ribut es—like t he sharpness of a st ar's point s, t he shape of a bracket , t he angle of a t riangle, or t he sm ile or frown of a sm iley face. Figure 8- 9 shows a couple of exam ples.

Figu r e 8 - 9 . I f a sh a pe fe a t u r e s a ye llow , dia m on d- sh a pe d h a n dle , you ca n dr a g it t o a dj u st t h e a ppe a r a n ce of t h e sh a pe , du llin g or sh a r pe n in g a st a r 's poin t s, or r e sh a pin g a r ibbon , for e x a m ple . By e x pe r im e n t in g, you ca n a ch ie ve r a dica lly diffe r e n t look s.

T ip : When you choose Callout s from t he Obj ect Palet t e's pop- up m enu, you access a special variet y of shape t hat act s like a m ini t ext box. You can t ype inside t hese shapes, using all of Word's font - form at t ing cont rols, in order t o add explanat ory not es t o pict ures or diagram s, or cart oon- like t hought and speech bubbles t o your phot ographs.

Clip Ar t . Click t he Obj ect Palet t e's second t ab for access t o Word's collect ion of clip art and st ock phot os. You Pict ure Clip Art can access t he m uch m ore com plet e and searchable Clip Gallery by choosing I nsert ( see Sect ion 19.2) , but t he Obj ect Palet t e gives you a quick and easy way t o access your clip art collect ion. Use t he pop- up m enu t o view t he ent ire collect ion of all im ages, or choose one of t he cat egories like Business or People. Drag one of t he t hum bnails int o your docum ent t o place it , and t hen use t he corner handles t o resize it . Sym bols. The Obj ect Palet t e's Sym bols t ab let s you insert special charact ers right int o your t ext —m usical not es, Greek let t ers, fract ions, and Currency sym bols, am ong ot hers. As wit h all of t he Obj ect Palet t e t abs, you can use t he pop- up m enu t o view all of t he sym bols, or only cert ain cat egories, such as Mat h, Shapes, Checkm arks, and so on. Just click one of t he sym bols t o place it in your docum ent at t he insert ion point . ( Unlike shapes, clip art , and phot os, Word insert s sym bols as t ext charact ers—not obj ect s.) Ph ot os. The final t ab in t he Obj ect Palet t e gives you a peek int o your phot o collect ion, be it in iPhot o or som e ot her folder ( see Sect ion 8.2.1) . The pop- up m enu let s you choose from recent ly used folders or select any ot her iPhot o library or folder on your com put er or net work. Drag a t hum bnail int o your docum ent and t hen use t he corner handles t o resize it . I f you drop a phot o int o a pict ure placeholder, it assum es t he placeholder's

at t ribut es—size, border, shadow, rot at ion, and so on.

N ot e : When you add clip art or phot os t o your Word docum ent , Word m akes a copy of t he pict ure and m akes it part of t hat docum ent 's file. Thus, if you m ove t hat docum ent t o anot her com put er, Word displays all t he pict ures you've added.

UP TO SPEED Pla n Ah e a d Having Word's assort m ent of docum ent t em plat es at your fingert ips is a boon for t he hurried or harried. But even before you choose a t em plat e, run t hrough som e of t he basics of docum ent set - up t o ensure t hat your end product com es out t he way you want it t o. What paper size will you print on? Will it be a vert ical ( port rait ) or horizont al ( landscape) layout ? Will t he docum ent be folded, print ed on bot h sides of t he sheet , or bound? I s it going t o require page num bers, sect ions, or a t able of cont ent s? Keep t hese requirem ent s in m ind as you choose your t em plat e and m ake adj ust m ent s Docum ent before you begin ent ering t ext and insert ing using Page Set up and Form at pict ures.

8 .2 .2 . I n se r t in g Fix e d a n d I n - lin e Obj e ct s Aft er you decide what t o insert in your docum ent , t he next quest ion is how : as a fixed or an in- line obj ect . Fixed obj ect s are glued t o a spot on t he page ( alt hough you can always m ove t hem lat er) while t he t ext flows around or over t hem , whereas in- line obj ect s are at t ached t o t he t ext and m ove along wit h it .

8 .2 .2 .1 . I n - lin e obj e ct s Think of in- line obj ect s like anot her charact er or word in a sent ence. I n- line obj ect s ent er t he page at t he insert ion point —j ust like a t yped charact er. Alt hough you can use in- line obj ect s in Publishing Layout view, t hey're usually m ore useful in longer t ext docum ent s, where you want a pict ure t o rem ain close t o a cert ain paragraph no m at t er how m uch edit ing you do t o t he docum ent before t hat paragraph. To creat e an in- line obj ect , double- click t he t ext box cont aining t ext where you want t o insert it , so you see it s blinking insert ion point . Then drag a phot o or clip art t hum bnail from t he Obj ect Palet t e ( or drag an im age file from a folder) int o t he t ext box. As you m ove your cursor over t he t ext box, t he insert ion point follows along at t he t ip of t he arrow. Guide t he insert ion point t o t he spot in t he t ext where you'd like t he in- line obj ect t o appear, and release t he m ouse but t on. Word t hen copies t he im age t o your chosen point in t he t ext box. Click t he im age t o display it s select ion handles, and drag any of t hem t o resize t he im age. You can also add an in- line obj ect by first placing your insert ion point at t he spot you want it t o appear, and t hen choosing I nsert Pict ure and choosing Clip Art , or From File, from t he subm enu. ( Aut oShapes is anot her choice, but t hey always appear in your docum ent as fixed obj ect s.) Choosing Clip Art opens t he Clip Gallery, from which you can choose a pict ure ( Sect ion 19.2) , while choosing From File sum m ons t he Open dialog box, allowing you t o navigat e t o any pict ure file on your com put er.

8 .2 .2 .2 . Fix e d obj e ct s Fixed obj ect s are m arried t o a spot on t he page rat her t han wit hin a line of t ext . To add a fixed obj ect , first m ake sure you're not inside a t ext box. Clicking t he m argin of t he docum ent or t he " virt ual t ablet op" around t he docum ent is a reassuring m ove t hat closes any t ext boxes and deselect s any obj ect s. Then drag t he im age or file int o your docum ent . Click t he im age t o call up it s select ion handles and drag any of t hem t o resize it . Click inside t he pict ure t o drag it int o posit ion. You can also add fixed pict ures via t he I nsert file, or Aut oShapes from t heir t iny t oolbar.

Pict ure m enu: clip art from t he Clip Gallery, pict ures from any

8 .2 .2 .3 . Con ve r t in g obj e ct st yle Aft er you insert an obj ect in your docum ent you can change it from an in- line t o fixed obj ect or vice versa. Double- click t he obj ect t o open t he Form at dialog box, click t he Layout t ab, and choose " I n line wit h t ext " or one of t he ot her fixed obj ect wrapping st yles.

N ot e : Tiger fans beware: The wrapping cont rols in t he Form at dialog box won't let you convert t he obj ect st yle. I nst ead, select t he pict ure and choose Edit Cut ( or press - X) . Then, t o convert it t o an in- line obj ect , place your insert ion Past e ( or press - V) . To convert it t o a fixed obj ect , m ake sure t he t ext point wit hin a line of t ext and choose Edit Past e. edit ing insert ion point is not present inside a t ext box, and choose Edit

8 .2 .3 . I n se r t in g M ovie s a n d Sou n ds The Obj ect Palet t e provides a quick way t o insert shapes, clip art , and phot os—t he t ype of obj ect s you'll oft en want in a print ed docum ent . However, Word's m ixed- m edia abilit ies also let you include sounds and m ovies in your page layout if your oeuvre is dest ined t o be viewed on a com put er. I nsert a m ovie or sound in your docum ent by dragging t he video or sound file from a folder ont o t he page. Movies appear on t he page displaying t heir first fram e—and t he usual obj ect select ion handles which you can use t o change t he size. Sounds appear on t he page as a loudspeaker icon ( see Figure 8- 10) . Bot h m ovies and sounds display a sm all film st rip icon in t he lower- left corner. Clicking it brings up t he m ovie cont roller for st art ing and st opping t he m ovie or sound, and adj ust ing t he volum e. Word uses QuickTim e t o display m ovies and sounds, so any form at t hat QuickTim e can handle is fair gam e: MOV, Flash, MP3, MPEG- 4, AAC, AI FF, and lot s m ore. I f you open a m ovie in iMovie, you can also drag individual clips from iMovie int o your Word docum ent .

Figu r e 8 - 1 0 . Top: M ovie s a ppe a r lik e a pict u r e in you r docu m e n t , e x ce pt t h e y be a r a film st r ip icon in t h e low e r - le ft cor n e r . D ou ble - click t h is icon t o br in g u p t h e pla yba ck con t r ols. I f you r m ovie st a r t s w it h a bla ck fr a m e —a s m a n y do—you ca n u se Qu ick Tim e Pr o t o se t a diffe r e n t fr a m e a s t h e post e r fr a m e , t h e fr a m e t h a t displa ys be for e t h e m ovie pla ys. Bot t om : Sou n d file s displa y a lou dspe a k e r icon a n d t h e sa m e Qu ick Tim e film st r ip. Th e y a lso r e spon d t o a dou ble - click by displa yin g t h e pla yba ck con t r ols.

T ip : Word doesn't let you drag a song or sound file int o your docum ent direct ly from iTunes. You can avoid t he t edium of navigat ing deep int o iTunes' folder st ruct ure t o insert a sound by dragging it from iTunes t o t he deskt op ( which copies it t o t he deskt op) and t hen dragging it int o your Word docum ent . Tidy up when you're done by t rashing t he redundant sound file on t he deskt op.

I f you prefer, you can use t he m enus inst ead of drag- and- drop t o insert audio and video files. Choose I nsert Movie, navigat e t o t he m ovie or sound file you want t o insert , and double- click it ( or click once t o select it and t hen click Choose) t o bring it int o your docum ent .

8 .2 .4 . M a k in g Te x t Box e s or Side ba r s Text boxes, callout s, pull quot es, and sidebars are com m on elem ent s of page- layout design. These kinds of t ext boxes are useful for highlight ing or isolat ing som e t ext from t he rest of your docum ent . I n Word's Publishing Layout view, all t ext resides in t ext boxes—even if it 's a full page of t ext .

POW ER USERS' CLI N I C Edit in g in iTu n e s You can use iTunes t o select j ust a part of a song or sound file t o use in Word. You m ay find t his t echnique handy when you're discussing sect ions of songs in your essay on t he birt h of bebop, for exam ple.

1 . Select a song in your iTunes library and det erm ine t he st art ing and ending

t im e of t he segm ent you want . To do so, play t he song and wat ch t he elapsed t im e display above t he progress bar at t he t op of t he iTunes window. ( You can swit ch bet ween t ot al, elapsed, and rem aining t im e by clicking t he t im e display.) 2 . Wit h t he song select ed, choose File

Get I nfo, and click t he Opt ions t ab. Type t he St art Tim e and St op Tim e in t he appropriat e boxes. Doing so also t urns on t he checkbox for t he st art and st op t im e. The iTunes elapsed- t im e display only shows m inut es and seconds, but you can add a decim al in t hese boxes t o set t he st art and st op t im es wit h t housandt h- of- a- second precision.

3 . Click OK. iTunes now plays only t he port ion of t he song you've select ed—but if

you export t he song or drag it int o Word, you'll st ill get t he full- lengt h version. " Convert Select ion t o AAC" . ( This m enu com m and changes depending on how you've set iTunes' im port ing preferences. I t m ay say " Convert Select ion t o MP3" or t o Apple Lossless, for exam ple.)

4 . Choose Advanced

iTunes creat es a new song in t he library, and displays it s short ened lengt h in t he Tim e colum n. Renam e t he song wit h a dist inct ive t it le so you know t his is t he edit ed version, say, A Night in Tunisia- int ro. Now you can insert t he newly edit ed song int o your bebop docum ent , Deconst ruct ing Diz.

Sidebars usually hold a paragraph or several paragraphs t hat are relat ed t o, but not really part of, t he flow of your m ain t ext . Sidebars can st and alone as a lit t le chapt er or chunk of inform at ion. ( This book, for exam ple, uses gray sidebars t o hold t hese kinds of digressions.) Callout s or pull quot es highlight an im port ant point in t he m ain t ext . Since t hey relat e direct ly t o part of t he t ext , t hey need t o be placed near t he relevant t ext . Magazine art icles oft en have pull quot es t o add visual int erest t o t he page and break up colum ns of plain t ext . You can insert a new t ext box in a docum ent by choosing I nsert Text Box, or by clicking t he Text Box icon in t he t oolbar, or by pressing - 2. Voilà —your arrow cursor sprout s a crosshair and a blue ball labeled T—for t ext . St art dragging, and a t ext box out line appears. When it fills as m uch space as you need, release t he m ouse but t on; t he insert ion point begins blinking wit hin your new t ext cont ainer. That 's your signal t o begin t yping or t o past e in t he t ext box's cont ent s. I f you t ype m ore t han t he box can hold, a clipping indicat or appears at t he bot t om of t he box t o show you t hat som e of your t ext is clipped off or hidden ( see Figure 8- 11) . Resize t he box t o reveal t he hidden t ext or link it t o anot her t ext box ( see Sect ion 8.2.4.1) .

Figu r e 8 - 1 1 . Lin k e d t e x t box e s displa y a n u m be r in t h e ir u ppe r - le ft cor n e r in dica t in g t h e ir posit ion in t h e ch a in of lin k e d box e s. Addit ion a lly, t h e lin k t a bs n e a r t h e u ppe r - le ft a n d low e r - r igh t cor n e r s displa y a n a r r ow if t h e t e x t box is lin k e d fr om on e t o a n ot h e r . Click in g on e of t h ose a r r ow s t a k e s you dir e ct ly t o t h e pr e viou s or n e x t t e x t box in t h e se r ie s. To h e lp you t r a ck m u lt iple se t s of lin k e d t e x t box e s, W or d pa in t s t h e se le ct ion r e ct a n gle s of lin k e d t e x t box e s w it h m a t ch in g color s.

T ip : Word can aut om at ically creat e a t ext box from copied t ext . Copy som e t ext from anot her docum ent or from anot her place in t he current docum ent . Click t he m argin of t he docum ent t o be sure not hing is select ed, t hen choose Edit Past e Special, and choose Unform at t ed Text . A new t ext box appears in t he upper- left corner of t he current page, filled wit h t he cont ent s of your clipboard in your docum ent 's default body t ext st yle—j ust wait ing for you t o drag it int o posit ion.

When you're t yping in a t ext box, click t he border of t he t ext box t o swit ch from t ext - ent ry m ode back t o obj ect m ode, and t hen drag t he box t o reposit ion it or drag one of it s handles t o resize it . I f you're not t yping in a t ext box, a single click select s t he box so you can resize or reposit ion it , while a double- click t akes you int o it s t ext ent ry m ode.

T ip : I f you like t o use shapes t o cont ain t ext for callout s or capt ions—a favored m et hod—you'll find t hat only som e of t he shapes allow you t o fill t hem wit h t ext . Only shapes in t he Callout cat egory are ready and willing t o act as specialized t ext boxes. But act ually, creat ivit y rules: you can use any of t he ot her shapes as t ext boxes by Cont rol- clicking ( or right clicking) t he shape and choosing Add Text . From now on t hat shape behaves j ust like one of t he official Callout shapes.

8 .2 .4 .1 . Lin k in g t e x t box e s I f you have m ore t ext t han will fit in one t ext box, want your t ext t o flow from one colum n t o anot her, or want t o break up a sidebar int o t wo or m ore port ions, Word can link t he t ext boxes t o t he t ext flows from one t o anot her. Linked t ext boxes can be on t he sam e page or on several different pages. Magazines oft en use t his t echnique for a running sidebar t hat occupies, for exam ple, t he right colum n on t he right page for several pages running. Linked t ext boxes behave as one virt ual t ext box—if you add ext ra t ext t o t he first box any displaced t ext flows int o t he next linked t ext box. Or, if you use Select All, Word select s t he t ext in all t he linked t ext boxes. To m ake a linked t ext box, creat e t he first t ext box and t ype or past e t ext int o it ; t hen click t he box's forward link t ab ( see Figure 8- 11) . Your cursor again assum es t he t ext box–drawing shape wit h a crosshair and t he blue " T" ball. Use it t o draw your next t ext box—which Word im m ediat ely fills wit h any of t he overflow t ext from your first box. Repeat t he process if you need m ore linked t ext boxes. Once you've creat ed a link, Word changes t he color of t he linked box's out lines, using different colors for each set of linked boxes. Addit ionally, t he t ext box's t wo linking t abs reveal if t he box is linked t o anot her t ext box ( an arrow in t he right - side link t ab) , or linked from anot her t ext box ( an arrow in t he left - side link t ab) . When you hover your m ouse over a linked t ext box, Word briefly displays a num ber in t he upper left corner of t he box indicat ing it s posit ion in t he linking line- up. You can creat e a chain of as m any linked t ext boxes as you require. When Word creat es a linked t ext box, it est ablishes t hat box's order in t he chain for t he flow of t ext . But Word doesn't prevent you from dragging linked t ext boxes int o any order you want wit hin your docum ent —t hough your readers m ay wish it had. You can select all t he t ext in a series of linked t ext boxes t o change font form at t ing or t o copy t he t ext t o - 8 ( or anot her docum ent , for exam ple, by placing t he insert ion point in any of t he t ext boxes and pressing choosing Edit Select All) . I f you need t o m ove a set of linked t ext boxes at once, press Shift as you click t he ot her boxes in order t o select t he whole set . Then you can drag t hem t o a new locat ion in your docum ent . Have pat ience, however, when dragging t ext boxes. Even on a fast com put er, it can t ake several seconds for t he boxes t o cat ch up wit h your cursor, especially when dragging from one page t o anot her. Event ually t hey'll arrive at t heir new dest inat ion, links int act .

T ip : I f you need t o drag linked t ext boxes t o a spot in your docum ent several pages away, use t he Zoom cont rol in t he t oolbar t o reduce your view t o 25 or even 10 percent . Then you can carefully drag your t ext boxes t o a dist ant page, ret urn your zoom cont rol t o it s norm al set t ing, and get back t o work.I f you're relocat ing an individual t ext box or any ot her kind of obj ect , you'll find it m ore convenient t o use cut and past e. Select t he t ext box or ot her obj ect , and t hen choose Edit Cut . Scroll t o t he page in your docum ent where you'd like t o relocat e t he obj ect , click t hat page's m argin Past e. The t ext box or obj ect reappears. This m et hod works wit h t o be sure not hing is select ed, and t hen choose Edit m ult iple obj ect s as well, but not wit h linked t ext boxes.

You can also creat e a link t o a t ext box t hat already exist s. Select t he first t ext box and t hen click t he Link but t on in t he t oolbar. Your cursor sprout s a blue ball em blazoned wit h a chain link icon. Click an em pt y t ext box t o creat e a link t o it . ( I n an effort t o help you keep your prose under cont rol, Word only let s you link t o em pt y t ext boxes.) I f you've creat ed a link and wish you hadn't , you can unlink t he t ext box, rem oving all t he t ext from any boxes fart her down t he chain. To do so, select a t ext box which links forward t o anot her, and click t he Break icon in t he t oolbar. Doing so breaks t he chain and rem oves any t ext from t he boxes you've linked t o. That t ext revert s t o being overflow t ext for t he first t ext box—which you can expand or link t o anot her t ext box t o cont ain it .

T ip : I f you're a m at hem at ician, you'll not ice t hat t he I nsert Obj ect Microsoft Equat ion com m and is m issing in Microsoft Publishing Layout view. Don't let t hat st op you. Open t he Equat ion Edit or direct ly by choosing Applicat ions Office Equat ion Edit or. ( I f you use equat ions regularly, save your sanit y by adding t he Equat ion Office 2008 Edit or t o your Dock.) Creat e your equat ion, t hen copy it from t he Equat ion Edit or and past e it int o your page layout . Once you've added an equat ion in Publishing Layout View, you can double- click it t o bring t he Equat ion Edit or back in case you need t o m odify your m at h. ( See Sect ion 19.4.1 for m ore on t he Equat ion Edit or.)

8 .2 .4 .2 . For m a t t in g t e x t box e s Think of t ext boxes as lit t le docum ent s wit hin your docum ent . And j ust like a word processing docum ent , you can fill a t ext box wit h plain t ext , or you can dress it up at will wit h a background color or im age, borders, shadows, t ables, chart s, pict ures, and so on ( Figure 8- 11) . You can add a solid color, a gradient ( a fill color t hat gradually blends one color int o anot her) , or an im age t o t he background of t he t ext box; you can also choose t o have border, a drop shadow, or adj ust it s opacit y. The Form at t ing Palet t e's Colors, Weight s, and Fills, and Shadow sect ions provide cont rols for m ost of t hese opt ions. Text Box t o som eone t he Form at Text Box dialog box, t he headquart ers for all t ext Or choose in Form at box form at t ing opt ions. You can add ot her obj ect s—im ages, shapes, or t ables—wit hin a t ext box as in- line obj ect s. To do so, place t he insert ion point in t he t ext at t he spot you want t o insert t he obj ect , and choose a t ype of obj ect from t he I nsert m enu or from t he Obj ect Palet t e. You can use fixed obj ect s wit hin a t ext box as well, but when you do, you're act ually creat ing t wo or m ore layered obj ect s on t he page. To add a fixed obj ect , click t he m argin of t he docum ent so t he insert ion point disappears, and t hen choose t he t ype of obj ect from t he I nsert m enu or from t he Obj ect Palet t e. Resize t he obj ect and drag it int o t he t ext box. I f necessary, open t he Form at t ing Palet t e's Wrapping pane t o adj ust t he t ype of wrapping and t he wrapping m argin ( see Sect ion 8.2.5.9) . You can at t ach t he obj ect t o t he t ext box—so it m oves along wit h it if you reposit ion t he t ext box—by grouping t he t wo obj ect s. Select t he obj ect , hold down t he Shift key, and t hen select t he t ext box. Wit h bot h it em s select ed, choose Group from t he Group but t on in t he t oolbar. Now if you m ove t he t ext box t he obj ect com es along for t he ride.

N ot e : When you group a t ext box wit h anot her obj ect , you can't resize t he box wit hout also resizing t he obj ect it cont ains. I n order t o independent ly resize eit her t he t ext box or t he obj ect inside it , select t he group obj ect , choose Ungroup from t he Group but t on in t he t oolbar, and t hen m ake your changes. To t ie t hem t oget her again, select bot h it em s and choose Group from t he t oolbar Group but t on.

Word cont rols t he way t ext in t he neighboring t ext boxes wraps around a t ext box j ust as it does wit h ot her obj ect s. You can adj ust t hose set t ings in t he Form at t ing Palet t e's Wrapping sect ion. The way Word displays t he t ext inside a t ext box depends on t he norm al font and paragraph form at t ing cont rols. However, you need t o visit t he Form at t ing Palet t e's Text Box pane t o adj ust t he box's I nt ernal Margin—t he space bet ween t he t ext box's t ext and t he border of t he box. Word let s you set t he four side m argins independent ly.

8 .2 .5 . M ovin g Obj e ct s Ar ou n d When you're working in Publishing Layout view wit h pict ures, t ext boxes, shapes, t ables, and so on, Word sees t hem all as obj ect s and handles t hem in sim ilar ways. Once you m ast er resizing, rot at ing, and t ext wrapping around, say, a pict ure, you're ready t o do t he sam e operat ions on shapes, t ables, t ext boxes, and ot her obj ect s.

8 .2 .5 .1 . Se le ct in g obj e ct s Select an obj ect by clicking it . I t s select ion handles appear, in effect saying, " I 'm ready and wait ing—m old m e t o your whim ! " The m ost basic obj ect m aneuvers are m oving and r esizing.

8 .2 .5 .2 . M ovin g obj e ct s You can drag fixed obj ect s anywhere on t he page or t o anot her page on your docum ent . I n- line obj ect s, however, refuse t o be dragged anywhere. I nst ead, select t he in- line obj ect and choose Edit Cut ( or Cont rolclick t he obj ect and choose Cut from t he pop- up m enu) , reposit ion your insert ion point wit hin t he t ext where you'd like t he pict ure t o appear, and choose Edit Past e ( or Cont rol- click and choose Past e from t he short cut m enu) . I f you have t o m ove an obj ect very far—t o anot her page or t o t he ot her end of your docum ent —use t his sam e cut - and- past e m et hod. You can shift - click t o select m ore t han one obj ect t o m ove at t he t im e.

N ot e : This cut and past e m et hod won't work wit h m ult iple linked t ext boxes ( see Sect ion 8.2.4.1 ) .

8 .2 .5 .3 . Re sizin g obj e ct s When you place your arrow point er over one of an obj ect 's six select ion handles ( t ables only have t wo) , t he cursor changes int o a double- headed arrow, which m eans you can resize t he obj ect by dragging t hat handle. When you drag one of t he square handles in t he cent er of each side, you can st ret ch or squish t he obj ect —even if it 's a phot ograph. However, if you use t he round corner handles, Word preserves t he pict ure or m ovie's aspect rat io as you drag, prevent ing you from accident ally st ret ching or widening your subj ect 's nat ural proport ions. You're free t o alt er t he proport ions of ot her obj ect s—like shapes and t ables—while you drag t heir corner select ion handles. Or, t o force Word t o preserve t heir proport ions, hold down t he Shift key while you resize. I f for som e reason you want t o change t his behavior, m aking a pict ure st ret chable wit h it s corner handles or prevent ing a carefully designed Aut oShape from being st ret ched, open t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane and t urn off or on t he " Lock aspect rat io" checkbox.

While you're in t hat part of t he Form at t ing Palet t e, you'll not ice t he ot her m et hod of changing an obj ect 's size: num erically, by ent ering num bers in t he height and widt h boxes or by using t he up- and down- arrow but t on t o gradually change t hose num bers. This abilit y is especially useful when you need t o m at ch t he dim ensions of t wo or m ore pict ures. Select t wo or m ore obj ect s and ent er t he widt h and/ or height m easurem ent s. Prest o: All your select ed obj ect s are now t he sam e size. ( I f " Lock aspect rat io" is t urned on you can ent er only one of t he dim ensions; t urn off t hat checkbox in order t o ent er bot h.)

8 .2 .5 .4 . Align in g obj e ct s The st at ic alignm ent guides—Word's virt ual T- square—help you t o precisely align obj ect s wit h t ext and wit h each ot her. You can creat e as m any non- print ing vert ical or horizont al alignm ent guides as you need. To do so, click and drag from eit her ruler ont o t he page. Word changes your cursor t o a double- bar bet ween double arrows, displays t he blue alignm ent guides, and a box showing t he dist ance from t he edge of t he page t o t he guide. Drop t he guide when you get it int o t he correct posit ion. Page alignm ent guides show only on one page. You can reposit ion t hem by dragging—your arrow cursor again t akes on t he shape of t he double bar wit h arrows, indicat ing it 's ready t o reposit ion t he guideline. When you're done lining t hings up, rem ove a guide by dragging it back t o t he ruler or off of t he page. Or rem ove all guides from t he page by choosing View Show Clear St at ic Guides. Obj ect s also have built - in alignm ent guides. Alignm ent guides appear when you drag an obj ect so t hat it s cent er crosses t he horizont al or vert ical cent er of t he page. Alignm ent guides also show up bet ween obj ect s as you drag one obj ect , causing it s cent er t o align vert ically or horizont ally wit h t he cent er of anot her obj ect on t he sam e page. I n addit ion, guides appear when you drag an obj ect so t hat one of it s edges crosses t he horizont al or vert ical cent er of t he page, or aligns vert ically or horizont ally wit h t he edge of anot her obj ect on t he sam e page. All t his alignm ent guide st uff is a lit t le difficult t o concept ualize if you've never seen t hese kinds of guidelines in act ion. But guidelines are wort h learning because t hey can be enorm ously helpful if you're t rying t o place an obj ect j ust so; Figure 8- 12 shows how t hese lines work and what t hey look like.

Figu r e 8 - 1 2 . D r a g fr om a n y spot on t h e r u le r in t o t h e docu m e n t t o a dd a lign m e n t gu ide s w h e r e ve r you n e e d t h e m ( A) . Ch oose Vie w Sh ow a n d t u r n on St a t ic gu ide s, D yn a m ic gu ide s, a n d M a r gin Gu ide s t o cr e a t e t h e m ost a lign m e n t opt ion s. W h e n you dr a g a n obj e ct , it s a lign m e n t gu ide s a ppe a r w h e n e ve r it a lign s w it h a n ot h e r obj e ct . Th e le ft cir cle 's le ft e dge is a lign e d w it h a n a lign m e n t gu ide ( B) . Th e se le ct e d cir cle 's bot t om e dge is a lign e d w it h t h e a u t om a t ic h a lf- pa ge gu ide ( C) ; it s ce n t e r is a lign e d w it h t h is t h e ce n t e r of t h e cir cle t o it s le ft , a n d w it h t h e e dge of t h e cir cle a bove ( D ) ; it s t op e dge is a lign e d w it h t h e bot t om of t h e squ a r e a n d t h e t op of t h e n e igh bor in g cir cle ( E) ; a n d it s le ft e dge is a lign e d w it h t h e e dge of t h e squ a r e a n d t h e ce n t e r of t h e u ppe r cir cle ( F) .

Finally, you can t urn on a rect angular alignm ent guide t o display your docum ent 's m argins. Choose View Show Margin Guides t o t urn t his feat ure on or off. All of t hese various guidelines exhibit a m agnet ic at t ract ion t hat m akes t hem snap t o one anot her. As you drag an obj ect , and it s invisible cent er or edge guidelines approach anot her guideline—t he page cent er guidelines, anot her obj ect 's edge or cent er guidelines, or alignm ent guides you you've added t o t he page—t he obj ect 's alignm ent guides appear and t he obj ect snaps int o posit ion, perfect ly aligned wit h t he guideline. Som et im es however you m ay need t o posit ion an obj ect very close t o, but not exact ly on, a guideline. I n t his case, Word's guideline m agnet ism t hwart s your posit ioning effort s. Tem porarily t urn off t his feat ure by pressing while you drag, and you can posit ion t he obj ect as you wish, wit hout fear of it snapping t o a nearby guideline.

T ip : The best way t o carefully posit ion fixed obj ect s doesn't involve t he m ouse at all. I nst ead, select t he obj ect , and t hen use t he four arrow keys t o j og it one pixel at a t im e in any direct ion.

8 .2 .5 .5 . Au t om a t ic a lign m e n t Word can aut om at ically align t wo or m ore obj ect s eit her by t heir edges or t heir cent er lines. To align several obj ect s, select t hem , open t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane, and choose one of t he opt ions in t he Align but t on's pop- up m enu. The Left , Cent er, and Right com m ands align t he obj ect s vert ically along t heir left side, vert ical cent er lines, or right sides. The Top, Middle, and Bot t om com m ands align obj ect s horizont ally along t heir t ops, horizont al cent erlines, and bot t om sides. Figure 8- 13 shows t he effect . I f you t urn on t he Align t o Page opt ion at t he bot t om of t he m enu and t hen choose one of t he ot her m enu com m ands, t he select ed obj ect s align t o t he cent erline or edges of t he page.

8 .2 .5 .6 . D ist r ibu t in g obj e ct s Som et im es being spaced out is a good t hing. Perhaps you have four obj ect s and you want t hem evenly spaced across t he page. Drag t he obj ect s int o t he approxim at e arrangem ent you want , placing t he first and last obj ect s in t he series precisely. Click one obj ect and t hen press Shift as you click t o select each of t he ot hers. When you've select ed all of t hem , open t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane, and choose Dist ribut e Horizont ally or Dist ribut e Vert ically from t he Dist ribut e pop- up m enu. Word adj ust s t he obj ect s, equalizing t he space bet ween t hem . Finish up by using t he Align com m and described earlier t o st raight en out t he line. I f you t urn on t he Aligned t o Page opt ion at t he bot t om of t he m enu and t hen choose one of t he Dist ribut e com m ands, Word dist ribut es t he select ed obj ect s evenly, cent ered on t he page. I f you're dist ribut ing obj ect s horizont ally ( or left t o right ) , t hey don't have t o be aligned vert ically ( or up- anddown) , and vice versa. Figure 8- 13 shows t he sit uat ion.

Figu r e 8 - 1 3 . You ca n pe r fe ct ly a lign a n d spa ce a gr ou p of obj e ct s h or izon t a lly or ve r t ica lly. I n se r t t h e m in t o t h e docu m e n t in t h e ir a ppr ox im a t e posit ion s. Pla ce t h e t w o e n d obj e ct s w h e r e you w a n t t h e r ow t o be gin a n d e n d—in t h is ca se t h e le ft side a n d t h e r igh t side . Se le ct a ll t h e obj e ct s a n d ch oose Align M iddle fr om t h e Align bu t t on 's pop- u p m e n u t o fir st ge t t h e m a ll in a st r a igh t lin e . N e x t ch oose D ist r ibu t e H or izon t a lly fr om t h e D ist r ibu t e bu t t on 's pop- u p m e n u t o spa ce t h e m e qu a lly be t w e e n t h e t w o e n d obj e ct s.

8 .2 .5 .7 . Rot a t in g obj e ct s Word always adds new obj ect s ( except lines) t o t he page so t hat t hey're perfect ly aligned wit h t he rect angular m argins of your docum ent . I f you've ever had t o lay out a docum ent t he old- fashioned way—using past e or wax t o hold pict ures and colum ns of t ext in place—t his feat ure alone is cause for a few hosannas. Yet t here are t im es you prefer a pict ure, t able, or shape t o appear on your docum ent at a j aunt y angle—inst ant ly im part ing an air of excit em ent , act ion, or even int ent ional sloppiness. Or perhaps you'd like t o run your newslet t er's headline vert ically along t he side or put an answer t o t his week's anagram upside down at t he bot t om of t he page. All t his is possible, but t he m et hod you use t o accom plish t he t ask differs depending on t he t ype of obj ect involved.

Pict ures and clip art arrive on your page ready t o rot at e—sim ply drag t he green handle t hat ext ends from t he t op of t heir select ion box. Alt ernat ively, double- click t he pict ure or clip art t o open t he Form at Pict ure window. Click Size in t he list and use t he Rot at ion knob, or it s up- and down- arrow but t on, or ent er an angle m easurem ent in t he box direct ly. I nst ead of spinning t he Rot at e knob wit h your m ouse, you can also j ust click t he knob t o m ove it s angle indicat or t o t hat posit ion. Unlike a com pass where zero degrees occupies t he t op ( Nort h) posit ion, Word put s t he zero degrees indicat or at t he right ( East ) posit ion t o indicat e horizont alit y.

T ip : You'll find it very difficult t o use t he Rot at ion knob precisely wit h your cursor right on t he knob. However, you can t wist t he knob wit h one- degree precision if you st art rot at ing wit h your cursor on t he knob, and t hen m ove t he cursor several inches away from t he knob—in effect creat ing a m uch larger knob t hat you can adj ust m ore precisely.

To rot at e a shape, select it and t hen open t he Size, Rot at ion, and Ordering pane of t he Form at t ing Palet t e. Choose Free Rot at e from t he Rot at e pop- up m enu. Word replaces t he st andard select ion handles wit h four green ones, and changes your arrow cursor int o a rot at e icon. Use it t o grab one of t he green handles and drag t o rot at e t he shape. You can also use t he Rot at e Left or Rot at e Right com m ands in t his m enu t o rot at e in 90° increm ent s. The Rot at e m enu also houses com m ands t o flip t he obj ect vert ically or horizont ally, so you get a m irror im age of t he original.

N ot e : Once you add t ext t o a shape, Word sees it as a t ext box and refuses t o rot at e it . See Sect ion 8.2.5.9 for t he workaround.

When you rot at e a shape using t he Rot at e m enu, or a phot o or clip art using t he rot at e handle, you can hold t he Shift key t o rot at e in 15 degree increm ent s.

8 .2 .5 .8 . Rot a t in g t e x t Word lives up t o Microsoft 's reput at ion of being a rat her st raight - laced, but t on down, all- business soft ware com pany when it com es t o rot at ing t ext —you can't . You can run t ext horizont ally or vert ically—but t hat 's it . At least , t hose are t he only clear opt ions Word provides. However, by ut ilizing a sneaky workaround, you can rot at e and even flip t ext t o your heart 's cont ent . Using t he Microsoft m et hod, select a t ext box and t hen use t he Orient at ion but t ons in t he Form at t ing Palet t e's " Alignm ent and Spacing" pane t o t wist t he t ext 90° t o t he left or right , running it vert ically up t he page or down t he page. When you choose one of t he vert ical t ext direct ions, t he horizont al t ext alignm ent but t ons also swivel—becom ing, in effect , vert ical t ext alignm ent but t ons—allowing you t o align t o t he t op of t he t ext box, t he bot t om , t he cent er, or t o j ust ify. When a t ext box is vert ically orient ed, all t he rest of t he paragraph form at t ing cont rols—line spacing, paragraph spacing, indent at ion, and so on—cont inue t o work in t his vert ical world. I n order t o rot at e t ext ot her t han j ust 90° t o t he left or right , you have t o t hink out side t he box—t he t ext box, t hat is. Since Word refuses t o rot at e t ext boxes, you have t o t ransform t he t ext box int o a pict ure—which is exact ly what happens when you past e a t ext box insideanot her t ext box.

1 . St a r t by cr e a t in g you r t e x t box e x a ct ly a s you w a n t it t o a ppe a r w h e n it 's r ot a t e d. Do all your font form at t ing, line spacing, borders, fills, shadows, and so on. However, don't include any Ret urns—t hey don't m ake t he t ransit ion.

2 . W h e n you 'r e sa t isfie d w it h t h e look of you r t e x t box , se le ct t h e box ( n ot j u st t h e t e x t , t h e w h ole box ) a n d ch oose Edit Copy or pr e ss - C. When you copy a t ext box, Word act ually copies an im age of t he box.

3 . Click t h e Te x t Box t ool in t h e t oolba r or ch oose I n se r t con side r a bly la r ge r t h a n t h e on e you j u st copie d.

Te x t Box a n d dr a w a n e w t e x t box

You need t o m ake t his t ext box—which will becom e t he cont ainer for your rot at ed t ext box—large enough t o hold t he ot her t ext box aft er you've finished rot at ing it .

4 . W it h t h e in se r t ion poin t blin k in g in you r n e w t e x t box , pr e ss

- V or ch oose Edit

Pa st e.

Word past es your first t ext box inside t he em pt y cont ainer t ext box.

5 . Click on ce on t h e t e x t t o se le ct t h e in n e r t e x t box , w h ich is n ow a pict u r e , a n d t h e r e for e spor t s t h e gr e e n r ot a t in g h a n dle a t t h e t op. D r a g t h a t h a n dle t o r ot a t e t h e t e x t .

N ot e : Word has one ot her t ype of rot at able t ext cont ainer: WordArt . Creat ing a bit of WordArt t ext result s in a drawing obj ect t hat you can flip or rot at e like any ot her drawing obj ect . However, all t he WordArt t ext st yles are designed for eyecat ching display purposes, not for body t ext . I f you can find a st yle t hat 's not t oo garish, WordArt can work well for headlines, labels, or short capt ions. See Sect ion 19.3.5 for t he full WordArt st ory.

8 .2 .5 .9 . W r a ppin g When you use obj ect s—whet her in- line or fixed—on a page cont aining t ext , you have t o det erm ine if and how t hat t ext is going t o flow or wrap around t he obj ect . You can choose t o have t he t ext run direct ly over t he obj ect —not wrapping at all—or wrap t ight ly, loosely, j ust on t he t op and bot t om , or j ust on one side of t he Pict ure or Obj ect dialog box provide a obj ect . The Form at t ing Palet t e's Wrapping pane and t he Form at verit able " wrappers delight " of opt ions for cont rolling t his effect (Figure 8- 14) .

Figu r e 8 - 1 4 . Top: Th e For m a t t in g Pa le t t e 's W r a ppin g pa n e fe a t u r e s bu t t on s t o se t t h e w r a ppin g st yle for se le ct e d obj e ct s: N on e , Tigh t , Squ a r e , a n d Edit W r a p Bou n da r y ( w h ich on ly fu n ct ion s w it h Tigh t w r a ppin g; se e Figu r e 8 - 1 5 ) . Th e fou r " W r a p t o" bu t t on s de t e r m in e h ow t h e t e x t flow s a r ou n d t h e side s of t h e obj e ct , w h ile t h e " D ist a n ce fr om t e x t " se t t in gs le t you se t t h e m a r gin be t w e e n t h e obj e ct a n d t h e su r r ou n din g t e x t . Bot t om : Th e For m a t dia log box 's La you t t a b h a s a n Adva n ce d bu t t on w h ich pr ovide s a ll t h e sa m e con t r ols—m in u s t h e Edit W r a p Bou n da r y bu t t on a n d plu s a " Top a n d bot t om " bu t t on w h ich k e e ps t h e side s of you r obj e ct t e x t fr e e . Th e " I n lin e w it h t e x t " bu t t on doe sn 't fu n ct ion in t h e Pu blish in g La you t vie w , bu t in t h e Pr in t La you t vie w it le t s you ch a n ge a fix e d obj e ct in t o a n in - lin e obj e ct .

To wrap or not t o wrap: t hat is t he quest ion Word asks of every obj ect in your docum ent . Answer it by select ing an obj ect , opening t he Form at t ing Palet t e's Wrapping pane, and choosing from am ong t he St yle and " Wrap t o" but t ons. Word handles t ext wrapping different ly on in- line and fixed obj ect s. All t he wrapping adj ust m ent s in t he

Form at t ing Palet t e apply only t o fixed obj ect s. I f you click t he first of t he wrapping st yle but t ons, you t urn wrapping off—t he pict ure float s on t op of t he t ext , obscuring what ever's underneat h. You m ight choose t o not wrap t ext around a fixed obj ect when you're using an im age as a background on t he page, for exam ple—in which case you'd use t he Arrange com m and ( see t he following sect ion) t o m ove t he pict ure behind t he t ext . Designers oft en use t his t echnique wit h an im age whose opacit y is set very low, so it appears as t he faded out background ( see Figure 8- 7) . By cont rast , you can't t urn off t ext wrapping for an in- line obj ect . The t ext can't run over t he t op of it , since an in- line obj ect act s like a charact er in t he line of t ext .

Figu r e 8 - 1 5 . Use t h e Tigh t w r a ppin g st yle for ir r e gu la r ly sh a pe d obj e ct s w it h t r a n spa r e n t ba ck gr ou n ds. You ca n fu r t h e r a dj u st t h e w r a ppin g bou n da r y for t h is t ype of obj e ct if you click t h e Edit W r a p Bou n da r y bu t t on a n d dr a g t h e h a n dle s of t h e in visible w r a ppin g bou n da r y.

I f you choose t o use t ext wrapping on a fixed obj ect , your next decision is which of t he wrapping st yles t o use. Click t he Form at t ing Palet t e's wrapping St yle and " Wrap t o" but t ons in t urn t o see t heir effect on t he t ext around or obj ect ( see Figure 8- 16 for a com parison of wrapping st yles) .

N ot e : Word gives you j ust one wrapping st yle for in- line obj ect s. The obj ect always sit s on t he baseline in t he line of t ext , j ust like any ot her t ext charact er—and st ays t ied t o it s neighboring t ext , as would a t ext charact er. I f you want t o m ove t he obj ect up out of it s line of t ext , j ust add ret urns before or aft er t he obj ect .

You can use t he " Dist ance from t ext " cont rols in t he Wrapping pane t o det erm ine how t ight ly t ext wraps around an obj ect . Use t he up and down arrow but t ons or ent er a num ber in t he boxes.

8 .2 .5 .1 0 . Ar r a n gin g obj e ct s

Aft er you've garnished your docum ent wit h obj ect s—m odified, resized, posit ioned, and wrapped t hem —you m ay st ill not be finished wit h obj ect m anipulat ions. Word offers a few m ore opt ions t o cont rol how an obj ect relat es t o t he page and t o ot her obj ect s around it . La ye r in g obj e ct s. Anyt im e obj ect s overlap one anot her, or whenever a fixed obj ect appears wit hin a block of t ext , one obj ect has t o be in front of t he ot her. Word m anages m ult iple obj ect s by placing each obj ect , and each t ext box, on it s own invisible layer. I n t his way, obj ect s are free t o overlap one anot her—even obscure underlying obj ect s com plet ely—wit hout harm ing t he individual obj ect s.

Figu r e 8 - 1 6 . You ca n de t e r m in e e x a ct ly h ow t e x t w r a ps a r ou n d obj e ct s—or h a ve you r t e x t ign or e obj e ct s com ple t e ly a n d plow r igh t ove r t h e m —u sin g con t r ols in t h e For m a t t in g Pa le t t e 's W r a ppin g pa n e . Th e low - opa cit y ba ck gr ou n d im a ge ( yin - ya n g) lie s be h in d t h e t e x t w it h w r a ppin g t u r n e d off. Tw o pict u r e s ( A, B) u se t h e st a n da r d w r a ppin g st yle , w h e r e t h e t e x t flow s a r ou n d a ll side s of t h e obj e ct . Use t h e " D ist a n ce fr om t e x t " se t t in gs t o w r a p t h e t e x t t igh t ly or loose ly. Th e n e x t t w o of t h e " W r a p t o" bu t t on s a llow you t o w r a p t e x t a r ou n d on ly t h e le ft or r igh t side of a n obj e ct ( C) . Th e fou r t h of t h ose bu t t on s w r a ps t h e t e x t t o w h ich e ve r side of t h e obj e ct h a s m or e spa ce ( D ) . To k e e p t h e colu m n fr e e of t e x t on bot h side s of t h e obj e ct ( E) se t t h e le ft a n d r igh t m e a su r e m e n t s of t h e " D ist a n ce fr om t e x t " a s h igh a s you n e e d t o—or u se t h e Adva n ce d La you t t a b of t h e For m a t Pict u r e dia log box t o ch oose " Top a n d bot t om ."

As you add obj ect s t o your docum ent , Word places t hem on t he t op layer; t he new obj ect covers up any port ion of anot her obj ect it overlaps. Text boxes ( which also cont ain any in- line obj ect s) occupy a layer j ust like any ot her obj ect . You can m ove obj ect s forward or backward t hrough t he layers by visit ing t he t oolbar and using t he Arrange but t on's pop- up m enu t o choose Bring Forward or Send Backward ( see Figure 8- 17) . Move a select ed obj ect all t he way t o t he front or back of t he pile by choosing Bring t o front or Send t o back from t he Arrange but t on's m enu. Bet t er yet , Cont rol- click a select ed obj ect ( or right - click) and from t he pop- up m enu choose your preferred layering st yle. Or, if you're Form at t ing Palet t e–inclined, open t he Size, Rot at ion, and Ordering pane and use t he Arrange pop- up m enu.

Figu r e 8 - 1 7 . Con t r ol- click ( or r igh t - click ) a n d ch oose on e of t h e fou r com m a n ds in t h e Ar r a n ge su bm e n u t o m ove a n obj e ct in fr on t of or be h in d ot h e r obj e ct s. Pa r t s of e igh t la ye r s a r e visible in t h is docu m e n t : a ba ck gr ou n d im a ge , t e x t box e s, a n d pict u r e s, e a ch on t h e ir ow n la ye r .

I f you add an obj ect t o a t ext box and t urn off wrapping ( Sect ion 8.2.5.9) , Word places t he obj ect on t op of t he t ext . However, you can m ove obj ect s behind t he t ext —t o run t ext over a background im age, for exam ple—by select ing it and using t he arrange com m ands. But once you place an obj ect behind t he t ext , it 's difficult t o select t he obj ect in order t o resize or reposit ion it , since clicking it only select s t he t ext in t he layer above it . You can circum vent t his problem by t em porarily sending t he t ext box t o t he back, ret urning your obj ect t o t he land of t he clickable where you can m odify it as you wish and t hen send it t o t he back once m ore. -A Should you decide t o m ake a global change t o t he obj ect s on your page, select one obj ect and t hen press ( or choose Edit Select All) . Wit h all t he obj ect s select ed you can, for exam ple, delet e t hem all, or shift t heir posit ion using t he arrow keys. I f you Shift - click several obj ect s of t he sam e t ype—pict ures, or shapes, for exam ple—you can m ake sim ult aneous adj ust m ent s of t heir obj ect propert ies such as t ransparency, shadows, or reflect ions. Gr ou pin g obj e ct s. Aft er going t o t he t rouble of precisely posit ioning fixed obj ect s relat ive t o one anot her, you m ay find it useful t o m ove, rot at e, or copy t hem as if t hey were a single obj ect . Word gives you t he power t o group obj ect s in t his way—and lat er, if you need t o adj ust t hem individually, ungroup t hem . Hold down t he Shift key as you click t he obj ect s you want t o group, select ing t hem all ( all obj ect s have t o be on Group from t he pop- up m enu ( or use t he sam e page) . Cont rol- click ( or right - click) and choose Grouping t he t oolbar's Group m enu) . Word replaces t he individual select ion handles wit h j ust one set enclosing t he whole group ( Figure 8- 18) .

POW ER USERS' CLI N I C Alph a Ch a n n e ls Som e im age files have an invisible st encil called an alpha channel t hat designat es cert ain part s of t he im age as t ransparent . Only cert ain graphic file form at s—such as Phot oshop, TI FF, or PDF—recognize t his kind of t ransparency. Many clip art graphics use alpha channels so t hat irregularly shaped obj ect s aren't always surrounded by a rect angular area of whit e space. You can add alpha channels t o graphics by using pricey im age- edit ing soft ware like Adobe's Phot oshop or I llust rat or. But you can also creat e alpha channels—and save yourself several hundred dollars—by using t hat essent ial $35 shareware program GraphicConvert er, from Lem ke Soft ware (www.lem kesoft .com ) . The exact procedures used in t he various program s differ, but essent ially you creat e a t ransparent background region—inst ead of a whit e one—and designat e it as an alpha channel. Word provides a rudim ent ary t ool t o creat e an alpha channel in t he Form at t ing Palet t e's Pict ure pane. Click t he Transparent Color but t on and t hen click t he color in your pict ure you wish t o m ake t ransparent . Because t here's no way t o adj ust t he t hreshold on t his t ool, it really only works for solid colors—and even t hen it doesn't do a very good j ob wit h edges. However, it m ay be all you need t o quickly t urn a plain background t ransparent . Once you've found or creat ed an alpha- channel graphic, insert it in Word like any ot her graphic and use t he Form at t ing Palet t e's Wrapping pane t o adj ust it s wrapping opt ions. Use t he Square but t on t o ignore t he alpha layer, inst ead wrapping t o a rect angular border around t he obj ect . The right Tight but t on act ivat es t he alpha layer, wrapping t ext int o t he t ransparent regions of t he obj ect . One m ore opt ion exist s in t he form at Obj ect or Form at Pict ure dialog box. Choose t he Layout t ab and click t he Advanced but t on t o access t he Through wrapping st yle, which allows t he t ext t o show t hrough any t ransparent region, even t hrough a hole in a donut , for exam ple.

Figu r e 8 - 1 8 . W h e n you Con t r ol- click ( or r igh t - click ) t w o or m or e se le ct e d obj e ct s a n d t h e n ch oose Gr ou pin g Gr ou p fr om t h e pop- u p m e n u , W or d st a ple s t h e t w o t oge t h e r a n d t h e y be com e a sin gle obj e ct you ca n m a n ipu la t e a s on e . Gr ou pe d obj e ct s lose t h e ir r ot a t ion se le ct ion h a n dle , bu t you ca n st ill r ot a t e t h e m u sin g t h e For m a t t in g Pa le t t e 's Rot a t e m e n u —or u n gr ou p t h e m a n d m a n ipu la t e t h e m in dividu a lly.

T ip : I f you group pict ures, you'll not ice t he green rot at e handle disappears. Fear not —you can st ill rot at e by using t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane's Rot at e m enu. However, if you group a t ext box wit h a pict ure you'll lose t hat abilit y since t ext boxes are fundam ent ally non- rot at able.

When you group it em s, even if t hey're all pict ures, Word t urns off t he " Lock aspect rat io" opt ion in t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane. So when resizing, keep grouped pict ures in proport ion by eit her t urning on t hat checkbox in t he Form at t ing Palet t e or j ust press Shift key while you drag one of t he corner handles. Ungroup t o rest ore t he Select an obj ect group and Cont rol- click ( or right - click) and choose Grouping obj ect s' individualit y so you can, for exam ple, resize or delet e one of t he group m em bers. When you're ready t o t ie t he group t oget her again, select any one of t he group m em bers and use t he Regroup com m and. Word rem em bers which obj ect s were in t hat group and binds t hem t oget her for you. You'll also find t he grouping com m ands in t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane's Grouping m enu. Once you creat e a group, Word sees it as a single obj ect —m eaning t hat you can add it t o anot her group, and on and on—wheels wit hin wheels.

8 .2 .5 .1 1 . M a st e r Pa ge s Word reserves a special foundat ion layer for Publishing Layout view docum ent s. The Mast er Page cont ains obj ect s t hat appear on every page of your docum ent , or on every page of a sect ion if you've broken your docum ent int o sect ions ( Sect ion 3.6.1) . You'll find m ast er pages very useful in order t o do t hings like place a wat erm ark, logo, or background im age—usually at a very reduced opacit y—on every page. Mast er pages are also t he place t o insert headers and foot ers in your Publishing Layout view docum ent . Click t he Mast er Pages t ab in t he lower- right corner of t he docum ent window. Word hides all t he page cont ent t hat 's not part of t he m ast er page and displays a t ag in t he upper left corner of each page t o rem ind you t hat you're working on t he m ast er page and show what t ype of m ast er page you're looking at . A Mast er Pages pane appears in t he Form at t ing Palet t e wit h t he t hree checkboxes you can use t o det erm ine

m ast er page at t ribut es:

D iffe r e n t Fir st Pa ge .Choose t his opt ion if your docum ent or sect ion's first page is a t it le page or cover page and you'd like it t o display different m ast er obj ect s t han t he rest of your docum ent or sect ion. For exam ple, t it le pages usually don't have headers and foot ers.

D iffe r e n t Odd a n d Eve n Pa ge s.Turn on t his checkbox if your docum ent will be print ed and bound and you want different m ast er obj ect s on t he left and right pages.

Sa m e As Pr e viou s.I f you've broken your docum ent up int o m ore t han one sect ion, Word m akes t his opt ion available. Turn it on if you want t he m ast er obj ect s from t he previous sect ion t o cont inue t hrough t he current one. I f you also t urn on Different First Page, t hen t he first page of t he current sect ion m at ches t he first page of t he preceding one.

You can add obj ect s and t ext boxes t o m ast er pages j ust as you would norm ally. The only difference is t hat t hey'll show up on t he first page, or every page, of t hat sect ion. To add headers or foot ers t o a Mast er page, t urn on t he m argin guides ( View Docum ent and add t ext boxes out side of t he m argins. Choose Form at t he m argins t o accom m odat e a t aller header or foot er.

Show Margin Guides) Margins if you need t o adj ust

Aft er m aking changes t o your m ast er pages, click t he All Cont ent s t ab in t he lower- right corner of t he docum ent window t o ret urn t o t he norm al docum ent view, showing t he regular page elem ent s plus t he m ast er page elem ent s. When you're in All Cont ent s view, you can't select any of t he Mast er page obj ect s. To do so, j ust click t he Mast er Pages t ab again.

T ip : You can easily t ransfer an obj ect from t he norm al page t o t he m ast er page by select ing it and choosing Edit Copy. Then swit ch t o t he Mast er Pages t ab and choose Edit Past e. Word places t he obj ect in t he sam e posit ion on t he Mast er page. The sam e t echnique works in reverse t o m ove an obj ect from t he m ast er page t o a norm al page.

8 .3 . Cr e a t in g Te m pla t e s By now, you've undoubt edly used—and com e t o appreciat e—Word's t im e- saving t em plat es. They range from t he very sim ple, like t he Personal Let t er, t o t he com plex, m ult ipage Publishing Layout view t em plat es. But whet her plain or int ricat e, t hey all share a com m on purpose: t o get you st art ed on t he docum ent quickly, wit h a large part of t he form at t ing already in place—so you can concent rat e on t he cont ent inst ead of t he layout . This sect ion shows you how t o m ake your own t em plat es so you can add t hem t o Word's Proj ect Gallery, where t hey'll appear alongside Microsoft 's t em plat es, ready and eager. You can creat e your own t em plat es eit her by st art ing from scrat ch wit h a blank page, or by m odifying one of Save As and choose Word Word's t em plat es. Aft er you m ake all your changes t o t he docum ent , choose File Tem plat e ( .dot x) from t he Form at pop- up m enu, give t he t em plat e a nam e, and click Save. From now on when you open t he Proj ect Gallery you'll find t he new t em plat e list ed in t he My Tem plat es sect ion.

8 .3 .1 . M odifyin g a n Ex ist in g Te m pla t e Open a t em plat e as a st art ing point for your own t em plat e- m odificat ion endeavors. For exam ple, you m ight decide t o use t he Event Post er as a basis for a st andard post er design for your band—one you could easily m odify wit h t he dat e and venue for each new perform ance.

1 . Ope n a t e m pla t e. Use t he Proj ect Gallery or t he Elem ent s Gallery t o choose t he Event Post er.

2 . Click t h e M a st e r Pa ge s t a b a t t h e bot t om of t h e w in dow a n d m a k e a n y ch a n ge s you w a n t t o a ppe a r on e ve r y pa ge of t h e docu m e n t ( se e Figu r e 8 - 3 ) . I n t his case, t he docum ent is only one page, but perhaps you'd like t o light en up t he background im age a bit t o m ake t he post er less dark and form al- looking. Select a background im age and use t he Transparency slider in t he Colors, Weight s, and Fills sect ion of t he Form at t ing Palet t e t o light en t he im age (Figure 8- 19) .

Figu r e 8 - 1 9 . You ca n m odify on e of W or d's t e m pla t e s t o m a k e it you r ow n —a ddin g, r e m ovin g, or m odifyin g a n y of it s e le m e n t s be for e sa vin g it a s a t e m pla t e . St a r t in g w it h t h e Eve n t Post e r ( le ft ) , you ca n a dd you r ow n pict u r e , n a m e , a n d t e x t —in clu din g t e x t box r e m in de r s w e r e you 'll fill in t h e a ppr opr ia t e e ve n t in for m a t ion for e a ch con ce r t ( r igh t ) .

3 . Click t h e All Con t e n t s t a b a t t h e bot t om of t h e w in dow a n d ch a n ge t h e t e x t box e s t o r e fle ct you r ba n d's boile r pla t e t e x t : you r n a m e , de scr ipt ion , a n d a blu r b, for e x a m ple . I nsert any t ext t hat you'd like t o appear on every version of t his docum ent , and ent er rem inders in t hose t ext boxes t hat need t o be filled wit h specific inform at ion. Change t he posit ion, font , color, shadow, anyt hing at all. And of course, add your own pict ure or art work.

4 . Add or de le t e a n y ot h e r e le m e n t s t o t r a n sfor m t h e M icr osoft t e m pla t e in t o you r ow n . Add ot her im ages, delet e or resize t ext boxes. Use any of t he obj ect m odificat ion t echniques described in t he preceding pages unt il you're delight ed wit h your design.

5 . Ch oose File Sa ve a n d ch oose W or d Te m pla t e ( .dot x ) fr om t h e For m a t pop- u p m e n u , give you r n e w t e m pla t e a de scr ipt ive n a m e , a n d click Sa ve. Unless you choose a different dest inat ion, Word saves t he t em plat e in your My Tem plat es folder ( Hom e Library Applicat ion Support Microsoft Office User Tem plat es My Tem plat es) , m aking it available t o t he Proj ect Gallery—also in t he My Tem plat es sect ion. You can save t he t em plat e in any folder and it funct ions j ust fine—it j ust won't appear in t he Proj ect Gallery.

8 .3 .2 . Cr e a t in g Te m pla t e s fr om Scr a t ch I f you're a real do- it - yourselfer, you can creat e t em plat es from scrat ch, by st art ing wit h a blank sheet and building up a sam ple docum ent exact ly t he way you want it . St art by opening a new blank Word Publishing Layout docum ent from t he Proj ect Gallery or by choosing File New Blank Publishing Layout Docum ent if you're already working in t he Publishing Layout view. This docum ent becom es t he m odel docum ent you'll build up t o creat e a t em plat e. Choose File Save right off t he bat and give it a t it le—som et hing like Com pany Newslet t er Model. Then as you work on it , periodically press - S t o save your work. Aft er you're all done creat ing t he m odel docum ent , you save it as a t em plat e. Begin by choosing File

Page Set up and select ing t he paper size and orient at ion, choose Form at

Docum ent Margins t o adj ust your docum ent m argins ( .5 inch in t his exam ple) , and t hen begin t he act ual docum ent design.

1 . Click t h e M a st e r Pa ge s t a b in t h e low e r - r igh t cor n e r of t h e docu m e n t w in dow . The Mast er t ag in t he upper- left corner of t he window rem inds you you're now looking at t he Mast er page—t he place for any st andard elem ent s you want t o appear on every page of your docum ent ( see Sect ion 8.2.5.11) . Mast er pages are also great place for alignm ent guides ( Sect ion 8.2.5.3) so t hey'll display on every page of t he docum ent , t o help you m aint ain a consist ent layout from page t o page.

2 . D r a g t h e ve r t ica l a lign m e n t gu ide s fr om a Le ft r u le r on t o t h e pa ge t o pr ovide colu m n gu ide s. Divide t he page int o as m any colum ns as you like—or t hree colum ns if you're following along wit h t his t ut orial. Use t he ruler t o help you creat e equal- widt h colum ns, placing alignm ent guides at 3 inches and 5.5 inches—represent ing t he cent er of each colum n m argin (Figure 8- 20) .

3 . Add a n y ba ck gr ou n d im a ge s or t e x t you w a n t t o a ppe a r on e ve r y pa ge , su ch a s a com pa n y logo—in t h is ca se , a la r ge scr e w —a n d a com pa n y m ot t o. You want t his logo as a background im age which t ext can flow over and st ill be readable, t herefore set it s t ransparency t o a relat ively high 75% and set t he wrapping st yle t o none ( Sect ion 8.2.5.9) . Follow up by adding a t ext box cont aining t he com pany m ot t o at t he bot t om of t he page.

4 . Click t h e All Con t e n t s t a b in t h e low e r - r igh t cor n e r of t h e docu m e n t w in dow t o close t h e M a st e r pa ge vie w a n d r e t u r n t o t h e n or m a l pa ge vie w . Now you can add pict ure drop zones and t ext placeholders t o t he docum ent so t hat pict ures and t ext you add each m ont h will m aint ain a consist ent appearance.

5 . I n se r t a pict u r e by dr a ggin g it fr om t h e Obj e ct Pa le t t e , for e x a m ple ( Se ct ion 8 .2 .1 ) . Use any of t he pict ure form at t ing t echniques t o reposit ion, resize, rot at e, add shadows or borders, and so on ( Sect ion 19.3.6.2) .

Figu r e 8 - 2 0 . Be gin t e m pla t e cr e a t ion by se t t in g u p t h e M a st e r Pa ge . M a k e a lign m e n t gu ide s for colu m n s a n d in se r t a n y im a ge s or t e x t t h a t you w a n t t o se e on e ve r y pa ge of t h e docu m e n t .

6 . Con ve r t t h e pict u r e in t o a dr op zon e by dou ble - click in g t h e pict u r e t o ope n t h e For m a t Pict u r e dia log box . Click t h e La you t t a b a n d t h e n click t h e Adva n ce d bu t t on . Click t h e Pict u r e Posit ion t a b a n d a t t h e bot t om of t h e w in dow t u r n on t h e ch e ck box m a r k e d Pict u r e Pla ce h olde r . Click OK t w ice t o close bot h pa r t s of t h e For m a t Pict u r e dia log box.

By t ransform ing t he pict ure int o a drop zone, any pict ure you drop ont o it assum es all of it s form at t ing at t ribut es: t he size, rot at ion, Borders, shadows, and so on will m at ch from one issue of your newslet t er t o t he next ( see Figure 8- 21) .

Figu r e 8 - 2 1 . Addin g pla ce h olde r t e x t le t s you se e w h a t you r docu m e n t w ill look lik e on ce you 've fille d it in . D r op zon e s for pict u r e s pr ovide d a qu ick w a y t o in se r t im a ge s w it h a con sist e n t look fr om on e issu e t o t h e n e x t .

7.

7 . Add a sa m ple h e a dlin e t o t h e t op of you r docu m e n t a n d for m a t it w it h you r h e a dlin e st yle . Th e n Te x t Box La you t , click in g t h e t r a n sfor m it in t o a t e x t pla ce h olde r by ch oosin g For m a t Adva n ce d bu t t on , click in g t h e Pict u r e Posit ion t a b, a n d t u r n in g on t h e Te x t Pla ce h olde r ch e ck box n e a r t h e bot t om of t h e w in dow . Click OK t w ice t o close bot h pa r t s of t h e For m a t Te x t box dia log box . Add m ore t ext boxes, if you like, for t he colum ns of t ext for your art icles. Add som e sam ple t ext t o each of t hem , or creat e linked t ext boxes filled wit h sam ple t ext , and t ransform t hem int o t ext placeholders as well. Now when you use t he t em plat e, anyt im e you click in a t ext box cont aining placeholder t ext , t he placeholder disappears and what ever you t ype t akes it s place, assum ing t he form at t ing of t he placeholder t ext —j ust like t he Microsoft t em plat es.

Tip: I f you want t o add your own Greek placeholder t ext , grab som e from one of t he Lorem I psum generat ors on t he Web, like www.lipsum .com .

8 . Cr e a t e a ddit ion a l pa ge s for you r n e w sle t t e r if you de sir e ( Se ct ion 8 .1 .2 .1 ) . Consider breaking your docum ent int o sect ions in order t o have m ore t han one m ast er page (Sect ion 8.2.5.11) for different sect ions of your docum ent .

Sa ve As a n d ch oosin g W or d Te m pla t e 9 . Sa ve you r docu m e n t a s a t e m pla t e by ch oosin g File ( .dot x ) fr om t h e For m a t pop- u p m e n u . Give you r n e w sle t t e r t e m pla t e a u n iqu e n a m e , a n d click Sa ve. Library Applicat ion Support Word offers t o save t he t em plat e in your My Tem plat es folder ( Hom e Microsoft Office User Tem plat es My Tem plat es) , m aking it available t o t he Proj ect Gallery—also in t he My Tem plat es sect ion. A bet t er choice, however, is t o save it in t he My Publicat ion Tem plat es folder ( which you'll find right next t o t he My Tem plat es folder in t he User Tem plat es folder) . This way your t em plat e shows up not only in t he Proj ect Gallery, but also in t he Elem ent s Gallery. ( You can save t he t em plat e int o any folder and it funct ions j ust fine—it j ust won't appear in t he galleries.)

8 .3 .3 . Or ga n izin g Te m pla t e s Once you st art creat ing your own t em plat es, sooner or lat er you'll need t o creat e new cat egories in t he Proj ect Gallery or delet e t em plat es you no longer need. Word doesn't show " New Folder" or " Delet e Tem plat e" com m ands in t he Proj ect Gallery; you have t o m anually m ake new folders and t rash t em plat es. Word keeps all t he t em plat es you've creat ed separat e from it s assort m ent of st ock t em plat es. I f you save your t em plat es in t he st andard locat ion, you'll find t hem in t he My Tem plat es folder by following t he pat h Hom e Library Applicat ion Support Microsoft Office User Tem plat es My Tem plat es. Drag any t em plat es you no longer need from t he My Tem plat es folder t o t he t rash. To add a new cat egory t o t he Proj ect Gallery, creat e a new folder next t o My Tem plat es in t he User Tem plat es folder. Nam e it for your new cat egory, drag t em plat es from t he My Tem plat es folder int o it , or choose it when saving new t em plat es.

8 .3 .4 . Sh a r in g Te m pla t e s You can share t em plat es wit h ot her Word fans and let t hem t ake advant age of your hard work—and your creat ive brilliance—by sending a t em plat e as an em ail at t achm ent , burning it on a CD- ROM, copying it t o a USB

flash drive, and so on. But first you have t o find t he t em plat e file you want t o share. One way is t o dig deep int o your hard drive t o find Word's t em plat e st orage vault and m ake a copy of one of your t em plat es. As not ed previously, t hey're in Hom e Library Applicat ion Support Microsoft Office User Tem plat es My Tem plat es. A m uch easier way, however, doesn't involve any hard drive excavat ion at all. Open t he Proj ect Gallery and Save As and creat e a new docum ent from t he t em plat e you want t o share. As soon as it opens, choose File choose Word Tem plat e ( .dot x) from t he Form at pop- up m enu. You have t o renam e t he t em plat e, and t hen choose an easy- t o- find dest inat ion—say your deskt op—and click Save. You've j ust creat ed an exact clone of t he t em plat e which you can now easily share wit h ot hers.

T ip : Tem plat es can be a bit heft y in t he file- size depart m ent . I f you want t o em ail a t em plat e, com press it first . Cont rolclick ( or right - click) t he t em plat e icon and, from t he pop- up m enu, choose " Creat e Archive of [ file nam e] " . Your Mac creat es a com pressed .zip archive of t he file.

Ch a pt e r 9 . W or d M e e t s W e b Nowhere is com put erdom 's speed- crazed evolut ion m ore obvious t han on t he Web. New ways of harnessing t he Web's power and present ing inform at ion seem t o appear daily. For developers of Web- page design soft ware, t he " you snooze, you lose" rule is especially apropos. Unfort unat ely for t hose who wish t o live t heir ent ire life wit hin t he confines of Microsoft Office, t he program m ers responsible for Word's Web capabilit ies have been napping for years. Office 2008's Web- page creat ion abilit ies are essent ially unchanged since Office 98. You can st ill convert your PowerPoint slideshows, Excel spreadsheet s, Ent ourage calendars, and Word docum ent s int o Web pages. And if you st art wit h a sim ple Office docum ent , t here's a good chance it will t ranslat e int o a decent Web page. Just don't t ry anyt hing fancy. I f you're serious about creat ing Web pages, t hen by all m eans get yourself a dedicat ed Web- design program like Dream weaver, Go- Live, RapidWeaver, or iWeb.

9 .1 . W or d a s H TM L Re a de r According t o legend, once upon a t im e a few people act ually used Word as a Web browser. Earlier versions of Word had t he abilit y t o open Web pages; t here was even a Web Toolbar wit h forward and back but t ons and a Favorit es m enu. But t here haven't been any confirm ed sight ings of t hese individuals for years, and in Word 2008, Microsoft quiet ly delet ed it s Web- browsing abilit ies. Word's abilit y t o read docum ent s writ t en using t he HTML Web- design language, however, is unaffect ed.

9 .1 .1 . Ope n in g W e b Pa ge s fr om You r H a r d D r ive Docum ent s writ t en using t he HTML Web- design language aren't confined t o t he I nt ernet anym ore. Because t hey're relat ively sm all, include form at t ing, and open wit h equal ease on Macs, Windows PCs, and every ot her kind of com put er; HTML docum ent s are now a com m on exchange form at for Read Me files, soft ware user m anuals, and t he like. ( You know when you have one because it s file nam e ends wit h .ht m or .ht m l.)

T ip : When you open any kind of HTML docum ent —like a Web page you've saved t o your hard drive or a Word docum ent you've saved as a Web page—in Word, it aut om at ically opens in Web Layout view. I f you can't see im ages, background colors, or ot her Web feat ures in your docum ent , you've probably som ehow got t en int o t he wrong view. Choose View Web Layout .

Word can open such docum ent s direct ly: Just launch Word and choose File Open, m ake sure t hat you have All Docum ent s select ed in t he Enable pop- up m enu ( if you don't , Word won't let you select and open HTML files) , t hen navigat e t o t he file on your Mac and click Open. The file opens int o Word's Web Layout view. Hyperlinks work, but ot herwise t he file act s m ore like a Word docum ent t han a Web page. For exam ple:

Scrolling t ext ( see Sect ion 9.2.2.4) doesn't scroll.

Anim at ed GI Fs don't work.

Movies designed t o play aut om at ically ( and anyt hing else requiring a Web- browser plug- in) don't work.

Text flow and t he posit ioning of im ages on your page will probably be different in Word t han in a browser.

Using a t able for layout alignm ent ( see Sect ion 9.2.2.5) result s in m ore consist ency bet ween Word and browser views.

9 .1 .2 . Vie w in g H TM L Code for a W e b Pa ge When you open an HTML docum ent , Word does it s best t o show you t he im ages and t ext of t hat docum ent j ust as t hough you're viewing it in a Web browser. I n ot her words, you see t he result s of t he HTML program m ing, not t he HTML code it self. I f you're com fort able working in t he HTML language, however, Word is only t oo happy t o show you t he underlying code:

1 . Ope n t h e W e b pa ge in W or d. Ch oose Vie w

H TM L Sou r ce .

I f t hat m enu choice is grayed out , save t he Web page docum ent first . The Web page opens as a docum ent full of HTML code. A t iny, one- but t on t oolbar ( Exit HTML Source) also opens.

2 . Edit t h e H TM L in W or d. Click Ex it H TM L Sou r ce w h e n you 'r e fin ish e d. Word ret urns you t o Web Layout view, which reflect s t he changes you j ust m ade.

Ch a pt e r 9 . W or d M e e t s W e b Nowhere is com put erdom 's speed- crazed evolut ion m ore obvious t han on t he Web. New ways of harnessing t he Web's power and present ing inform at ion seem t o appear daily. For developers of Web- page design soft ware, t he " you snooze, you lose" rule is especially apropos. Unfort unat ely for t hose who wish t o live t heir ent ire life wit hin t he confines of Microsoft Office, t he program m ers responsible for Word's Web capabilit ies have been napping for years. Office 2008's Web- page creat ion abilit ies are essent ially unchanged since Office 98. You can st ill convert your PowerPoint slideshows, Excel spreadsheet s, Ent ourage calendars, and Word docum ent s int o Web pages. And if you st art wit h a sim ple Office docum ent , t here's a good chance it will t ranslat e int o a decent Web page. Just don't t ry anyt hing fancy. I f you're serious about creat ing Web pages, t hen by all m eans get yourself a dedicat ed Web- design program like Dream weaver, Go- Live, RapidWeaver, or iWeb.

9 .1 . W or d a s H TM L Re a de r According t o legend, once upon a t im e a few people act ually used Word as a Web browser. Earlier versions of Word had t he abilit y t o open Web pages; t here was even a Web Toolbar wit h forward and back but t ons and a Favorit es m enu. But t here haven't been any confirm ed sight ings of t hese individuals for years, and in Word 2008, Microsoft quiet ly delet ed it s Web- browsing abilit ies. Word's abilit y t o read docum ent s writ t en using t he HTML Web- design language, however, is unaffect ed.

9 .1 .1 . Ope n in g W e b Pa ge s fr om You r H a r d D r ive Docum ent s writ t en using t he HTML Web- design language aren't confined t o t he I nt ernet anym ore. Because t hey're relat ively sm all, include form at t ing, and open wit h equal ease on Macs, Windows PCs, and every ot her kind of com put er; HTML docum ent s are now a com m on exchange form at for Read Me files, soft ware user m anuals, and t he like. ( You know when you have one because it s file nam e ends wit h .ht m or .ht m l.)

T ip : When you open any kind of HTML docum ent —like a Web page you've saved t o your hard drive or a Word docum ent you've saved as a Web page—in Word, it aut om at ically opens in Web Layout view. I f you can't see im ages, background colors, or ot her Web feat ures in your docum ent , you've probably som ehow got t en int o t he wrong view. Choose View Web Layout .

Word can open such docum ent s direct ly: Just launch Word and choose File Open, m ake sure t hat you have All Docum ent s select ed in t he Enable pop- up m enu ( if you don't , Word won't let you select and open HTML files) , t hen navigat e t o t he file on your Mac and click Open. The file opens int o Word's Web Layout view. Hyperlinks work, but ot herwise t he file act s m ore like a Word docum ent t han a Web page. For exam ple:

Scrolling t ext ( see Sect ion 9.2.2.4) doesn't scroll.

Anim at ed GI Fs don't work.

Movies designed t o play aut om at ically ( and anyt hing else requiring a Web- browser plug- in) don't work.

Text flow and t he posit ioning of im ages on your page will probably be different in Word t han in a browser.

Using a t able for layout alignm ent ( see Sect ion 9.2.2.5) result s in m ore consist ency bet ween Word and browser views.

9 .1 .2 . Vie w in g H TM L Code for a W e b Pa ge When you open an HTML docum ent , Word does it s best t o show you t he im ages and t ext of t hat docum ent j ust as t hough you're viewing it in a Web browser. I n ot her words, you see t he result s of t he HTML program m ing, not t he HTML code it self. I f you're com fort able working in t he HTML language, however, Word is only t oo happy t o show you t he underlying code:

1 . Ope n t h e W e b pa ge in W or d. Ch oose Vie w

H TM L Sou r ce .

I f t hat m enu choice is grayed out , save t he Web page docum ent first . The Web page opens as a docum ent full of HTML code. A t iny, one- but t on t oolbar ( Exit HTML Source) also opens.

2 . Edit t h e H TM L in W or d. Click Ex it H TM L Sou r ce w h e n you 'r e fin ish e d. Word ret urns you t o Web Layout view, which reflect s t he changes you j ust m ade.

9 .2 . Cr e a t in g a W e b Pa ge in W or d As m ent ioned before, m ost people who are serious about creat ing Web pages use program s like Dream weaver or GoLive. But Word can convert any of it s own docum ent s int o a Web page, ready t o " hang" on t he I nt ernet . Make no m ist ake: Professional Web designers will sneer at your effort s, since Word fills t he result ing behindt he- scenes HTML code wit h acres of unnecessary com put er inst ruct ions t hat can m ake a Web page t ake longer t o load int o visit ors' browsers. Furt herm ore, t hey can also render your design layout im precisely. But when you need t o creat e only t he occasional sim ple Web page, or when saving m oney and a short learning curve are m ore im port ant t o you t han im pressing professional Web designers, Word can suffice.

9 .2 .1 . D e sign in g a Sit e M a p Before you st art working on your Web page in Word, it 's a good idea t o have a plan of act ion. Take a blank piece of paper ( really—paper and pencil work great for t his! ) or Word docum ent , draw a box for each page of your Web sit e, and label t hem t o figure out how m any Web pages your sit e will have, and how t hey'll be connect ed by navigat ional links. For inst ance, you m ight have a hom e page, an FAQ ( frequent ly asked quest ions) page, a page of scanned phot os, a long art icle on a page of it s own, and a page wit h your cont act inform at ion. Figure 9- 1 shows an exam ple sket ch.

Figu r e 9 - 1 . You 'll sa ve you r se lf fr om t e m por a r y in sa n it y if you be gin you r W e b de sign w it h a sit e m a p sk e t ch e d on pa pe r . D r a w a r r ow s in a ll t h e dir e ct ion s t h a t you 'r e goin g t o lin k t h e pa ge s t oge t h e r , r e m e m be r in g t h a t you 'll w a n t t o lin k e a ch pa ge ba ck t o t h e h om e pa ge , or a t le a st t o t h e pa ge be for e it .

9 .2 .2 . Ba sic W e b- Pa ge La you t

Once you've figured out which Web pages you'll need, creat e individual Word docum ent s t o represent t hose pages. You m ay need t o use Word's advanced graphics and design t ools—especially t ables and hyperlinks—m uch m ore in a docum ent t hat will ult im at ely becom e a Web page t han, say, a run- of- t he- m ill m em o. But ot herwise, edit ing and designing a Web- bound Word docum ent is sim ilar t o edit ing and designing any ot her Word file.

T ip : The following pages assum e t hat you're int erest ed in designing your Web pages essent ially from scrat ch. I f you have Library Applicat ion Web page t em plat es from an earlier version of Word, feel free t o add t hem t o your Hom e Microsoft Office User Tem plat es My Tem plat es folder, m aking t hem available via t he File Support Proj ect Gallery com m and. I f t he Web page you have in m ind fit s one of t hose basic st yles, by all m eans use t he t em plat e t o save t im e. See Sect ion 18.1.1 for m ore on t he t em plat es.

9 .2 .2 .1 . Th e m e s Keep your sit e's graphic design sim ple. Alt hough Word's Web t ools let you use a riot of background and font colors, not hing looks cleaner and m ore readable on t he Web t han black t ype on a plain, light background. St ill, Word 2008 com es wit h a laundry list of canned preset s for Web pages ( and ot her docum ent s) , called Them es. Each t hem e incorporat es professionally coordinat ed choices for font , bullet graphics, horizont al lines, headings, background colors, and ot her elem ent s. To review your opt ions, click t he flippy t riangle next t o t he nam e Docum ent Them e in t he Form at t ing Palet t e ( see Figure 9- 2) . Use t he but t ons above and below t he six t hum bnails represent ing t he Them e's font and color com binat ions. Click one of t he t hum bnails t o select a t hem e. Each t hem e has a color schem e, a collect ion of coordinat ed colors. I f you'd prefer a different color schem e, you can subst it ut e any of t he dozens of ot her color groupings by choosing one from t he Colors pop- up m enu. Sim ilarly, change t he Them e font by choosing a new one from t he Font s pop- up m enu. Word doesn't display t he background set t ings in t he Docum ent Them e pane. I nst ead, choose Form at Background t o display t he Background palet t e ( see Sect ion 9.2.2.2) . As you m ake t hese changes, Word applies t hem t o your Word docum ent , where you'll not ice m aj or differences only if you used Word's built - in heading st yles, pict ure bullet s, horizont al lines, and hyperlinks. ( These are t he elem ent s a t hem e can affect .) I f you've already saved t he docum ent as a Web page, or if you're in Web Layout View, you'll also get t he full effect of t he background pat t ern, pict ure, or color. Finally, aft er applying t he t hem e and ret urning t o your docum ent , you can t ailor it t o your liking. Just use t he Form at t ing Palet t e and Word's ot her t ools t o change t he font color, border st yle, and so on.

Figu r e 9 - 2 . Le ft : Th e D ocu m e n t Th e m e pa n e of t h e For m a t t in g Pa le t t e le t s you ch oose fr om t h e doze n s of pr e - de sign e d t h e m e s displa ye d h e r e a s t h u m bn a ils. Righ t : Ch oose For m a t Ba ck gr ou n d t o ope n t h e Ba ck gr ou n d pa le t t e in or de r t o a dj u st ba ck gr ou n d color or fill. I f you u se t h e Color s or Fon t s pop- u p m e n u s or t h e Ba ck gr ou n d pa le t t e t o m a k e ch a n ge s t o on e of t h e e x ist in g t h e m e s, click Sa ve Th e m e t o pr e se r ve t h is com bin a t ion in you r M y Th e m e s folde r . Fr om n ow on it w ill be a va ila ble a t t h e t op of t h e scr ollin g t h e m e t h u m bn a ils, se pa r a t e d fr om t h e st ock t h e m e s by a gr a y lin e .

9 .2 .2 .2 . Ba ck gr ou n ds Alt hough a whit e or very light background is your best bet for Web page legibilit y, Word let s you choose anyt hing, from graceful t o hideous, as t he backdrop for your page. I t can be a solid color background, a pat t ern or gradient , or a pict ure ( see Figure 9- 3) . I f you don't specify a background color, your visit ors' Web browsers will use a default color, which is usually whit e or light gray.

Figu r e 9 - 3 . Click Fill Effe ct s on t h e Ba ck gr ou n d pa le t t e , click t h e Pict u r e t a b, a n d t h e n click Se le ct Pict u r e t o ch oose a pict u r e file fr om you r h a r d dr ive . I f you ch oose a la r ge pict u r e it fills you r W e b pa ge ; if you ch oose a sm a ll pict u r e , W or d t ile s t h e im a ge a cr oss t h e pa ge .

To choose a background color for your Web page, choose Form at Background; in t he Background color palet t e, click one of t he color blocks t o m ake it t he background color. You can choose a different color by clicking More Colors and using one of Word's color pickers as described on Sect ion 19.3.8.1. I f you choose No Fill, your background will be t he default color of your reader's Web browser.

N ot e : When you're adding a background color t o a Web page t em plat e t hat already cont ains a background pat t ern, t he color overrides t he pat t ern. To rem ove t he color and rest ore t he pat t ern, click No Fill on t he Background color palet t e.

You can also click Fill Effect s on t he Background palet t e; you'll be shown a wide range of fancy backdrops, from burlap t o shim m ering gradient s. ( See Chapt er 19 for m ore on t hese opt ions.) Most of t hem are m uch t oo busy for a Web page t hat you act ually expect people t o read. For t he sake of hum ankind, please use background t ext ures, pat t erns, pict ures, and gradient s sparingly—wit h only very light colors—or not at all. I n Web page design, less is t ruly m ore. When you choose a color, it appears inst ant ly as t he background of your Web page docum ent . Word aut om at ically swit ches int o Online Layout view, if you weren't t here already.

9 .2 .2 .3 . Fon t color s You specify t he color for t he t ext of your Web page j ust as you would in any Word docum ent —for exam ple, using t he Font Color but t on on t he Form at t ing Palet t e.

POW ER USERS' CLI N I C Au t om a t ic Color When you open t he Font Color sect ion of t he Form at t ing Palet t e, you'll not ice t hat your first choice is Aut om at ic Color. I f you choose Aut om at ic Color for t ext in a Web page, your reader will see it in whichever color she's chosen for her Web browser. ( I n Safari, for exam ple, you can specify your default t ext color by choosing Safari Preferences Appearance and t hen click eit her of t he Select but t ons for st andard or fixed- widt h font s. The Mac OS X Font window appears where you can change t he font st yle, size, and color.) Choosing No Fill for your background color and Aut om at ic Color for your font is t he ult im at e in considerat ion for your reader. I t does, however, lim it your creat ivit y.

When choosing a font color, t he m ost im port ant t hing t o rem em ber is how it will show against your background. Rem em ber, you want a lot of cont rast bet ween t he background color and t he font color. Black, blue, and red are good font color choices for light backgrounds. Whit e t ext on a black background sounds elegant , but it 's not a good choice when working on a Web page in Word, since t he black background shows up only in Web Layout view. When you swit ch t o Norm al view, you'll get whit e t ext on a whit e background—t he 21st cent ury version of invisible ink wit hout t he whole lem on- onpaper- held- up- t o- a- light t hing. You lose t he abilit y t o print your page from Draft view for t he sam e reason. Also, be aware t hat som e people, in a vain at t em pt t o load Web pages fast er, t urn off graphics in t heir Web Preferences Appearance and t urning browser. ( I n Safari, for inst ance, you do t his by choosing Safari off t he checkbox for " Display im ages when t he page opens." ) Because background pict ures and pat t erns are, in fact , graphics, readers who've t urned graphics off won't see t hem . I nst ead, t hey'll sim ply see your t ext against t heir browser's aut om at ic background color, which is usually whit e or light gray—yet anot her reason why black, red, and dark blue are safe font colors for Web pages.

9 .2 .2 .4 . Ot h e r t e x t e ffe ct s You can use any of Word's t ext form at t ing—such as different font s, t ypefaces, and paragraph form at t ing—in docum ent s you'll be saving as Web pages, but bear in m ind t hat t hey m ay look different , or be lost com plet ely, depending on your reader's browser. ( See Chapt er 3 for m ore det ail on t ext form at t ing.) Word also has anot her special effect for use on Web pages: scrolling t ext . Use it wit h caut ion—since anim at ed t ext , as not ed earlier, st rikes m any Web denizens as ext rem ely annoying. Scrolling or m arqueeing t ext is, unfort unat ely, a very popular t ext effect on Web pages. As shown in Figure 9- 4, a single dialog box let s you det erm ine all aspect s of how t he t ext looks and scrolls.

Figu r e 9 - 4 . Th e Fon t pop- u p m e n u in t h e I n se r t H TM L Obj e ct Scr ollin g Te x t dia log box le t s you a pply scr ollin g t o t e x t in a n y W or d fon t . Scr ollin g or " m a r qu e e in g" t e x t r olls a cr oss t h e w idt h of you r W e b pa ge fr om on e side t o t h e ot h e r lik e you r ve r y ow n CN N n e w s cr a w l.

To open t his box, highlight t he t ext you want t o scroll and t hen choose I nsert HTML Obj ect Scrolling Text . Choose a font , size, and t ypest yle in t he lower panel of t he dialog box, a different background color from t he Background pop- up m enu, and an anim at ion st yle from t he Behavior, Direct ion, and Loop pop- up m enus. For exam ple, Scr oll m akes t he t ext roll across t he screen j ust like t he let t ers on t he m arquee of a Broadway t heat er. ( Use t he Direct ion pop- up m enu t o specify whet her it st art s from t he left or t he right .) I t goes all t he way across unt il it disappears, t hen reem erges at t he opposit e edge and st art s over again. From t he Loop m enu, choose t he num ber of t im es you want t he scrolling act ion t o t ake place: one t hrough five t im es, or I nfinit e. Slide scrolls t he t ext t o t he opposit e edge of t he page, and t hen st ops. Alt ernat e m eans t hat t he t ext bounces back and fort h across t he screen as t hough in a slow- m ot ion gam e of Pong. See how easy it is t o be annoying?

N ot e : Please use t he scrolling t ext feat ure wit h caut ion. I t 's difficult t o read, and oft en adds lit t le t o your page. People browse t he I nt ernet for inform at ion, not t o exercise t heir eyes as t hey at t em pt t o t rack scrolling t ext .

To edit your scrolling t ext , select t he t ext and choose I nsert HTML Obj ect Scrolling Text . Make any changes in t he Scrolling Text dialog box. You won't see any t ext anim at ion in Word; you have t o save t he result as a Web page and t hen open it in a Web browser.

T ip : A quick way t o look at your Web page in a browser as you work on it is t o save t he Word docum ent , t hen drag t he proxy icon—t he lit t le icon in front of t he docum ent nam e in t he docum ent window's t it le bar—t o your open browser window or t he browser's icon in t he Dock. Using t his m et hod, you can view t he page in browsers t hat aren't set as your

default browser. I t 's always a good idea t o view your page in various browsers t o be sure t he page appears properly no Web Page m at t er which browser your viewer is using. To open your page in your default browser, choose File Preview, as described on Sect ion 9.4 .

9 .2 .2 .5 . Ta ble s in W e b pa ge la you t These days, it 's a very rare Web page whose design is not hing but a single river of t ext running down t he m iddle of t he page. Most professional Web pages, including t hose at www.m acworld.com , www.nyt im es.com , and www.m issingm anuals.com are com posed of several parallel colum ns. Each can cont ain an independent flow of t ext , as well as such st andard elem ent s as a graphic or navigat ion bar. To creat e t his effect in Word, use a Word t able, as described in Chapt er 4 . Aligning obj ect s using HTML alone is not oriously difficult . But if you com pose your Web page wit h a t able, you can use it s rows and colum ns t o align t he t ext and graphics on your page. I f you hide t he borders, as described in Figure 9- 5, your visit ors won't even be aware t hat t hey're viewing a t able. ( You can st ill view t he gray gridline indicat ions in Word, but t hey won't show when t he finished Web page is viewed in a browser.) A single cell of your t able can be ext rem ely t all, if necessary. I f yours is like a t ypical Web page, in fact , t he ent ire page m ay be com posed of a single row of t he t able, whose cells st ret ch t he full height of t he page. That 's perfect ly OK, and it 's a clever way t o get t wo or t hree parallel colum ns wit h independent t ext flows. ( See Sect ion 4.6 for inform at ion on creat ing Word t ables.)

T ip : Consider using nest ed t ables for t he sm aller obj ect s in your Web page. For exam ple, creat e a t able eight cells long by t wo cells wide t o hold a list of links. Fill t he t able, t hen drag it int o a large cell in your m ain t able. The m ain t able will help align t he list relat ive t o t he rest of t he page. ( See t he list of links in Figure 9- 5, for exam ple.)

Figu r e 9 - 5 . A sim ple W e b pa ge la id ou t in a W or d t a ble . Th e t a ble gr idlin e s pr ope r ly lin e u p t h e t e x t Ta ble block s, bu lle t s, a n d lin k s w it h e a ch ot h e r . To m a k e t h e bla ck lin e s disa ppe a r , ch oose Ta ble Pr ope r t ie s; click t h e " Bor de r s a n d Sh a din g" bu t t on ; click N on e , OK, a n d OK. You ca n a lso se le ct t h e e n t ir e t a ble a n d ch oose N o Bor de r on t h e " Bor de r s a n d Sh a din g" pa n e l of t h e For m a t t in g Pa le t t e .

9 .3 . Gr a ph ics, Sou n ds, a n d M ovie s Bot h Word's Clip Art Gallery and t he Web it self are brim m ing wit h im ages t hat you can use t o adorn your Web pages. You can also use any of Word's drawing t ools, such as Aut oShapes, Sm art Art Graphics, and WordArt ( see Sect ion 19.3) , in t he Web pages you creat e. When you save t he Web page, Word saves t he graphic in t he Web page's folder as a GI F file ( see t he sidebar box on Sect ion 9.3.3) . Graphics do enhance your Web page's appearance. Keep in m ind, however, t hat pict ures t ake m uch longer t o download t han t he t ext surrounding t hem . Try t o st rike a balance, only using a couple pict ures per page for t he t ypical inform at ion- focused Web sit e. Rem em ber, about 20 percent of Web denizens are st ill using dial- up, narrow- band ( 56 kpbs) connect ions.

9 .3 .1 . D ow n loa din g Gr a ph ics fr om t h e W e b When you see a pict ure you love on a Web sit e, you can easily download it and use it on your own Web sit e—but be aware t hat m uch of what you find on t he Web is covered by copyright and you m ay need perm ission t o use it ( see t he Not e below) . I f you're cert ain it 's okay t o use t he im age, you can download it in one of t he following ways:

Drag t he im age from your browser window direct ly int o an open Word docum ent .

Drag t he im age out of t he browser window and ont o your deskt op or int o t he folder where you're keeping downloaded im ages. Let go of t he m ouse but t on when t he out line of t he im age appears on t he deskt op or when t he dest inat ion folder appears highlight ed.

Cont rol- click ( or right - click) and hold t he hand cursor on t he im age t hat you'd like t o copy. From t he short cut m enu, choose Save I m age t o t he Deskt op ( Safari) . I n Firefox, choose Save I m age As and in t he result ing dialog box, select t he folder on your hard drive where you like t o keep downloaded im ages. Click Save.

N ot e : You m ay be able t o legally use cert ain copyright ed m at erials under t he fair- use doct rine; for exam ple when used for crit icism , com m ent , news report ing, t eaching, scholarship, or research. Oft en, you can find out whet her im ages are copyright ed, free t o use as long as you give credit , or what ever, right on t he Web sit e. I f you see t he words " Creat ive Com m ons," t hen you can usually use t he im age for any purpose, wit h credit . When in doubt , ask perm ission from t he copyright owner before using a phot ograph or ot her art work.

9 .3 .1 .1 . Te x t w r a ppin g a n d gr a ph ics Wrapping t ext around im ages on Web pages works t he sam e way as in ot her Word docum ent s, as described on Sect ion 8.2.5.9. I f you're using a t able t o lay out your Web page, you can even use t ext wrapping wit hin a t able cell. The inst ruct ions for wrapping t ext around a graphic im age are exact ly as described on Sect ion 8.2.5.9—wit h one difference. I n HTML, you can place graphics over t ext , behind t ext , wit h t ext above and below it , or wrapped around eit her side of it . What you can't do, however, is wrap t ext around bot h sides of a cent ered graphic. Thus, in Web Layout view, t hat opt ion is grayed out on t he Wrapping sect ion of t he Form at t ing Palet t e. To act ivat e t he

choices on t he " Wrap t o" m enu, drag t he graphic t o eit her side of t he t able, cell, or page.

9 .3 .2 . I n se r t in g Clip Ar t Clip art gives you an effect ive way of " punct uat ing" your Web page and keeping it s layout organized. Large, unint errupt ed blocks of t ext m ake for difficult reading on t he Web, so you can prevent eyest rain by using sm all graphic elem ent s t o break up your t ext —a benefit for bot h you and your readers.

UP TO SPEED Gr a ph ics For m a t s on t h e W e b Like Safari, Firefox, and ot her m odern Web browsers, Word let s you use im ages for Web pages in any of t hree form at s: GI F, JPEG, and PNG. I f you place any ot her kinds of im ages in your Web page, such as PI CT or bit m ap, Word convert s and saves t hem in one of t he t hree com pat ible form at s list ed above, based on t he following crit eria:

Phot ographs are saved in JPEG form at . ( JPEG graphics use a com pression syst em t hat 's especially effect ive wit h phot ographs.)

Clip art , drawing obj ect s, and PI CT files are saved as GI F files. ( GI F im ages are lim it ed t o 256 colors, but download very quickly. I n ot her words, t hey lend t hem selves t o drawings and ot her sim ple im ages.)

I f you've chosen " Enable PNG as an out put form at " in Preferences ( see below) , Word saves all im ages in PNG—Port able Net work Graphics form at . PNG is an im provem ent over bot h JPEG and GI F. PNG works equally well for bot h sim ple im ages and phot ographs. I f you save all your Web page im ages as PNG, your Web page will load fast er, t ake less st orage space on your Mac, and work on m ost Web browsers.

To do so, choose Word Preferences General panel and click Web Opt ions. Click t he Pict ure t ab and t urn on " Enable PNG as an out put form at ." Because PNG is gradually replacing GI F as t he m ost popular Web graphics form at , t he only reason not t o use it is t hat cert ain older browsers won't recognize such im ages.

Word now feat ures t wo m et hods for finding and insert ing clip art : t he t radit ional Clip gallery, and Word 2008's new—and easier—Obj ect Palet t e. Click t he Toolbox but t on ( if t he Toolbox window's not showing) and t hen click t he second but t on from t he left at t he t op of t he Toolbox window t o reveal t he Obj ect Palet t e ( see Figure 9- 6) . Click t he ClipArt t ab and use t he scroll bar t o see all t he available clip art . Narrow your choices by using t he cat egory pop- up m enu t o select , for exam ple, people, or anim als. When you find t he one t hat st rikes your fancy, drag it int o your docum ent window. Or you can use Word's t radit ional Clip Gallery. Eit her way you're accessing t he sam e collect ion of clip art .

1.

1 . Ch oose I n se r t

Pict u r e

ClipAr t .

The Clip Gallery appears. ( See Sect ion 19.2 for m ore on t his feat ure.)

2 . I n t h e Ca t e gor y list in t h e Clip Ga lle r y, scr oll dow n t o fin d t h e ca t e gor y you de sir e. Use t he scroll bar in t he t hum bnail pane t o see all im ages in t he cat egory.

3 . Click t h e im a ge you w a n t , a n d t h e n click I n se r t . You ret urn t o your docum ent , where t he newly placed graphic appears.

Whichever m et hod you use t o insert clip art , once it appears in your docum ent , you can resize it by clicking once t o select it , and t hen dragging one of t he corner handles. Use t he corner handles t o m aint ain t he im age's proport ions—use t he side handles if you want t o st ret ch or squish t he im age.

9 .3 .3 . Ph ot os Web pages can be a dreary place wit hout phot os. Most people would rat her see a pict ure t han read a t housand words. As your pot ent ial readers click t heir way t hrough cyberspace, it 's oft en t he pict ures t hat cat ch t heir eye and m ake t hem want t o hang around your sit e a bit longer. I ndeed, m any of t he im ages in t he Clip Gallery are phot os. But Word 2008 now gives you access t o your ent ire iPhot o library—and any ot her folder full of pict ures on your com put er—via t he Obj ect Palet t e. Open t he Toolbox and click t he Obj ect Palet t e but t on—t he second from t he left . Then click t he Phot o t ab, t he right m ost of t he four t abs. Word im m ediat ely st art s filling in t he palet t e wit h your im ages. The first t im e you use it , it displays t he cont ent s of your iPhot o library. ( Subsequent ly, it shows you t he pict ure folder you used t he last t im e you opened t he Phot o t ab.) Use t he pop- up m enu t o choose which phot os it displays ( see Figure 9- 6) .

Ph ot os displays your ent ire iPhot o library.

Albu m s displays phot os from one of your iPhot o album s when you choose it s nam e from t he subm enu.

Rolls displays phot os from one of your iPhot o rolls—or phot o- im port ing sessions—when you choose it s nam e or dat e from t he subm enu.

Figu r e 9 - 6 . W h e n you click t h e Obj e ct Pa le t t e 's Ph ot os t a b, W or d ope n s a w or m h ole dir e ct ly in t o you r iPh ot o libr a r y—or a n y ot h e r folde r con t a in in g im a ge s. You ca n u se t h e zoom slide r a t t h e bot t om of t h e w in dow t o con t r ol t h e size of t h e t h u m bn a ils—h e lpfu l w h e n you n e e d t o zoom in for a qu ick pr e vie w be for e se le ct in g a n im a ge . W h e n you fin d t h e pe r fe ct pict u r e , dr a g it dir e ct ly in t o you r docu m e n t .

Ot h e r Libr a r y or Folde r displays an " Open Library or Folder" dialog box, so you can choose any ot her folder of pict ures on your com put er or net work. I f you have m ore t han one iPhot o library, click t he " Show iPhot o libraries" but t on at t he bot t om of t he dialog box, navigat e t o t hat folder, and t hen click Choose. For any ot her folder, click t he " Show im age folders" but t on, navigat e t o t he folder, and t hen click Choose.

N ot e : The Obj ect Palet t e can display phot os in j peg, .t iff, and .png form at s, but not t hose in Phot oshop ( .psd) , pdf, or RAW form at .

The Obj ect Palet t e's Phot os pop- up m enu rem em bers t he last five folders you visit ed, m aking it easy t o ret urn t o one of t hem by choosing it s nam e from t he m enu. I f you know t he file nam e—or even j ust part of it —t ype it in t he search box, and Word narrows down your select ion of im ages as you t ype. Once you locat e t he im age you want t o use, j ust drag it int o your docum ent . ( See Sect ion 8.2.1 for m ore on using phot os in Word docum ent s.)

9 .3 .4 . I n se r t in g H or izon t a l Lin e s I nsert ing a horizont al line bet ween sect ions is anot her great way t o break up t ext on a Web page. I f you st art ed your Web page by choosing a t hem e, t hen Word has a line in a coordinat ing color and pat t ern already picked out for you. To insert one, proceed as follows:

1 . Ch oose Vie w

Toolba r s

" Ta ble s a n d Bor de r s" .

The " Tables and Borders" t oolbar opens.

2 . Click t h e a r r ow bu t t on n e x t t o t h e Bor de r s bu t t on on t h e " Ta ble s a n d Bor de r s" t oolba r . Ch oose H or izon t a l Lin e fr om t h e pop- u p m e n u ( se e Figu r e 9 - 7 ) . Word insert s t he line for your t hem e at t he docum ent 's insert ion point .

Figu r e 9 - 7 . Click t h e t in y a r r ow bu t t on n e x t t o t h e Bor de r s bu t t on on t h e " Ta ble s a n d Bor de r s" t oolba r t o a cce ss t h e h or izon t a l lin e com m a n d. W h e n t h e lin e a ppe a r s in you r docu m e n t , you ca n u se it s cor n e r h a n dle s t o r e size it or e ve n m a k e it t h in n e r or t h ick e r .

You can also insert a horizont al line in any Web page by choosing I nsert Pict ure Horizont al Line. The Microsoft Office " Choose a Pict ure" dialog box opens, showing you t he cont ent s of your Mac's Applicat ions Office Media Clipart Lines folder. Select a line ( based on what you see in t he preview 2008 window) and click I nsert . Word places t he line across your Web page docum ent at t he insert ion point . When you choose a line in t his fashion, it overrides your Them e line st yle, so t he next t im e you insert a line using t he " Tables and Borders" t oolbar as described above, Word uses t his new line st yle.

9 .3 .5 . M ovie s Web pages creat ed in Word can st ore and play digit al m ovies in any of several form at s: QuickTim e, QuickTim e VR, MPEG, and som e AVI files. ( Word convert s AVI t o QuickTim e when you save t he Web page.) You can use any such m ovie t hat you have on your Mac—whet her you downloaded it or m ade it yourself—in a Web page you creat e in Word. To use a m ovie from t he Web in your Web page, you need t o download it ont o your Mac. I f you j ust click a link t o wat ch a m ovie, t hat doesn't necessarily download a copy for you. You have t o Cont rol- click ( or right - click) t he link and t hen, from t he short cut m enu, choose eit her Download Linked File ( Safari) , or Save Link As ( Firefox) . Eit her way, you'll get a chance t o nam e t he file and choose a folder locat ion for it on your Mac, such as t he deskt op or your Docum ent s folder. Then:

1 . Ch oose I n se r t

M ovie .

You have t o be in a Word docum ent , not an .ht m docum ent , and you should be in Print Layout or Web Layout view. The Open File dialog box appears. ( I f you use t he I nsert Movie com m and in Draft view, Word aut om at ically swit ches t o Print Layout view.)

N ot e : I f you can't find t he Movie com m and on your I nsert m enu, see t he sidebar on Sect ion 9.3.6 for a workaround.

2 . I n t h e I n se r t M ovie dia log box , n a viga t e t o t h e m ovie file on you r h a r d dr ive a n d dou ble - click it . The m ovie appears on your page, where you can drag it anywhere on your Web page, wrap t ext around it , and resize it j ust like any Word pict ure—all using t he Form at t ing Palet t e.

N ot e : Word 2004 gave you t he abilit y t o set a post er fram e—a st ill pict ure shown when t he m ovie's not playing. Unfort unat ely, during t he t ransit ion t o t he new XML file form at , Office 2008 has lost t his abilit y. When t hey're not playing, m ovies display t heir first fram e—which is oft en black. Unt il Microsoft pat ches t hings up, t he workaround is t o purchase QuickTim e Pro for $30 ( www.quickt im e.com ) and use it t o set a post er fram e before bringing t he m ovie int o Word.

9 .3 .5 .1 . Re m ovin g a m ovie Delet ing a m ovie is easy: Click t he icon or post er fram e t o select it and press t he Delet e key.

T ip : Your m ovie won't play on t he Web unless each visit or t o your page has inst alled t he QuickTim e plug- in. Not all Mac people have t he m ost recent version, and Windows t ypes m ay not have it at all. You can help t hem by giving t hem a link t o t he Web sit e where Apple gives downloads of a free version for bot h Windows and Mac. For exam ple, you m ight add

t his t ext som ewhere on your Web page: " You need t he free QuickTim e plug- in for Mac or Windows t o view t he m ovies on t his Web page. Download it at www.apple.com / quickt im e/ download/ ." ( See Sect ion 9.4 for m ore on insert ing hyperlinks.)

W ORKAROUN D W ORKSH OP Th e Cr a zy M ovie W or k a r ou n d Bizarrely enough, you can't put a m ovie on a Web page in Word when you're in a Web page. I f you're working in a docum ent t hat you've saved as a Web page—t hat is, a .ht m docum ent —you can look at t he I nsert m enu all you want ; t he com m and is j ust not t here. Movie com m and appear. Only in a st andard Word docum ent does t he I nsert You'll have t o design m ost of your Web page in a st andard Word docum ent , t aking care t o insert all your m ovies before saving t he docum ent as a Web page. You can play, reposit ion, form at , and set a post er fram e for m ovies aft er you've saved t he docum ent as a Web page, but you can no longer add new m ovies. To add m ovies again, choose File Save As and save your docum ent back int o Word Docum ent form at . Then save it as a Web page when you're done. ( Your ot her alt ernat ive, of course, is t o buy a copy of Dream weaver or GoLive.)

9 .3 .6 . I n se r t in g Sou n ds I f your m ovies, background pict ures, and anim at ed t ext aren't enough m ult im edia t o sat isfy your need t o annoy your visit ors' and st all out t heir m odem s, don't give up—Word also com es wit h a library of sounds t hat play as your reader views your Web page. You can use one of t hem , or any sound you've downloaded in t he WAV, AI FF, or MI DI form at .

N ot e : Word's Web pages viewed in Safari or Firefox don't play t heir sounds. I t 's apparent ly anot her vict im of t he XML file form at t ransit ion—and perhaps a blessing in disguise. Good ol' I nt ernet Explorer, however, has t aken no such vow of silence.

1 . Ch oose I n se r t

H TM L Obj e ct

Ba ck gr ou n d Sou n d .

The Background Sound dialog box appears.

2 . Click Se le ct ; n a viga t e t o t h e sou n d file a n d dou ble - click it . The st andard inst allat ion of Office has a st art er set of sound effect s in t he Microsoft Office 2008 Media Sounds folder.

Office

3 . Ch oose t h e n u m be r of t im e s you 'd lik e t h e sou n d t o pla y fr om t h e Loop m e n u , a n d t h e n click

3. O K. When your viewer opens t he Web page, t he background sound plays t he num ber of t im es you chose t o loop it .

HTML Obj ect Background Sound. The nam e of t he current To rem ove a sound, choose I nsert background sound file is shown at t he t op of t he dialog box. Click Clear t o rem ove it from your Web page.

GEM I N TH E ROUGH W e b Pa ge Pr e vie w As you build your Web page, you'll need t o preview your work- in- progress from t im e t o t im e. Yes, choosing View Web Layout shows what your docum ent will look like in a Web page; but you won't be able t o see your anim at ed t ext and cert ain ot her browser- only Web Page Preview com m and act ually shows it in your feat ures. Fort unat ely, t he File Web browser, which provides a m uch m ore accurat e preview. The docum ent nam e in t he t it le bar m ay not m at ch t he file nam e t hat you gave t he docum ent when you saved it . That 's because Word t akes t he Web- page nam e from t he t it le Propert ies Sum m ary t ab. I n ot her words, if you'd like t o change box on t he File t he nam e t hat appears in t he Web browser's t it le bar when opening your Word docum ent Propert ies Sum m ary t ab and change t he t it le. as a Web page, sim ply choose File

9 .4 . H ype r lin k s Hyperlinks —but t ons, graphics, or t ext phrases t hat , when clicked, t ake you t o a different docum ent —are what Web sit es are all about . I n Word, you can m ake j ust about any kind of link you've ever dream ed of—links t o Web pages, t o ot her docum ent s or pages you've creat ed, t o m ovies or sound files, or t o a point in t he sam e docum ent or anot her docum ent .

N ot e : The Edit Hyperlink dialog box, which you'll use in t his sect ion, has a Docum ent t ab t hat 's supposed t o let you creat e a hyperlink t o a docum ent anywhere on your com put er. But , as of t his writ ing, it 's except ionally flaky and doesn't funct ion at all using Tiger ( 10.4) . I n Leopard ( 10.5) it works, but opens a linked Word docum ent in Draft view—which can be disconcert ing since t he page appears com plet ely blank if it 's act ually a Publishing Layout view docum ent .

9 .4 .1 . Lin k in g t o An ot h e r Pla ce I f your docum ent is long, you m ay want links t o help your reader navigat e it . For inst ance, on a Web page ( or even a senior t hesis) , you can place a link called " Back t o t op" at t he bot t om of your page, or a list of links at t he t op of t he page t hat link t o paragraphs fart her down. Eit her way, t his can save your reader lot s of scrolling. I f you've used Word bookm arks ( see Sect ion 7.9) or it s built - in heading st yles in t he t arget docum ent , you can use t hem as anchors—t he t arget s—for your links, like t his:

1 . Se le ct t h e t e x t ( " Ba ck t o t op," for e x a m ple ) or gr a ph ic t h a t w ill be t h e h ype r lin k ; ch oose I n se r t H ype r lin k . The I nsert Hyperlink dialog box opens, as shown in Figure 9- 8. The t ext you select ed in your Web page docum ent appears in t he Display box. I f a graphic will serve as t he link, t hen < < Select ion in Docum ent > > appears in t he box.

Tip: Microsoft doesn't kid around about t he I nsert Hyperlink com m and; it has about 731 alt ernat e m et hods of t riggering it . For exam ple, you can also Cont rol- click t he select ed t ext or obj ect and choose Hyperlink from t he short cut m enu, or click t he I nsert Hyperlink but t on on t he St andard t oolbar, or press - K.

2 . Click t h e D ocu m e n t t a b, t h e n click Loca t e . The " Select Place in Docum ent " dialog box appears.

3 . Ch oose t h e book m a r k or h e a din g, click OK, a n d t h e n click OK. I f you haven't successfully creat ed any bookm arks or used one of Word's built - in heading st yles, Top of t he Docum ent is t he only available choice. I f you do have headings and bookm arks in t he docum ent , click t he flippy t riangles t o view t he ent ire list .

Aft er you click OK t o close t he I nsert Hyperlink dialog box, t he t ext you select ed in st ep 2 t urns int o a blue, underlined hyperlink. To t est it , j ust click t he link; t he docum ent scrolls so t hat t he heading or bookm ark anchor j um ps t o t he t op of t he screen.

Figu r e 9 - 8 . Th e I n se r t H ype r lin k dia log box h a s a t a b for e a ch of t h e t h r e e t ype s of W or d h ype r lin k s. Click Scr e e n Tip t o e dit t h e pop- u p scr e e n t ip t h a t a ppe a r s w h e n som e body poin t s t o you r lin k w it h ou t click in g.

9 .4 .2 . Lin k in g t o An ot h e r W e b Sit e I f you're designing a Web sit e, of course, t he link you're probably m ost int erest ed in creat ing j um ps t o anot her Web page. That 's why Word provides so m any different ways of creat ing a hyperlink t o anot her page on t he Web.

9 .4 .2 .1 . By t ypin g a URL As m any an annoyed Mac fan can t ell you, Word com es fact ory set t o t urn any Web address you t ype int o a living hyperlink. Creat ing Web pages wit h Word is t he one t im e you'll act ually be grat eful for t his behavior. Just t ype t he Web address int o your Web page docum ent , beginning wit h www and ending wit h .com , .org, or dot what ever. Word aut om at ically creat es t he hyperlink ( unless you've t urned off t his feat ure in Word's Preferences, as described on Sect ion 2.6.5.1) .

9 .4 .2 .2 . By dr a ggin g a URL

You don't have t o m em orize and t ype a URL in order t o place a hyperlink in your docum ent . All you have t o do is find it on t he Web; t hen you can drag and drop t he Web address int o your Web page ( alt hough what appears on t he page depends on t he browser you're using) . Open your Web browser and visit t he Web page t hat you'd like t o link t o. Swit ch back t o Word, and t hen drag t he icon next t o t he Address window from t he browser int o your docum ent , as shown in Figure 9- 9. I f you're using Firefox, Word adds t he Web address as plain t ext — not a hyperlink. Also, due t o Word's penchant for past ing form at t ed t ext , use t he Past e Opt ions but t on t hat appears next t o your past ed address and choose Mat ch Dest inat ion Form at t ing from t he short cut m enu—or j ust copy t he Web address and past e it int o your docum ent by choosing Edit Past e Special and select ing Unform at t ed Text . Then, t o m ake Word t urn it int o a hyperlink, place your insert ion point im m ediat ely aft er t he Web address and t hen press t he Space bar. Finally—you've got yourself a hyperlink.

Figu r e 9 - 9 . You ca n m a k e a W e b lin k in a W or d docu m e n t by dr a ggin g t h e a ddr e ss icon ou t of t h e a ddr e ss ba r in Sa fa r i. Th e se k in ds of lin k s a r e n 't on ly u se fu l in W e b pa ge s, t h e y'll fu n ct ion in a n y W or d docu m e n t , la u n ch in g you r W e b br ow se r a n d t a k in g you st r a igh t t o t h a t pa ge .

I f you're using Safari or ( for old t im es' sake) I nt ernet Explorer, Word creat es a hyperlink field wit hout any of t he previous rigm arole. I f you see t he field code ( see Sect ion 7.8) inst ead of t he t it le of t he Web page, select t he ent ire field code and press Opt ion- F9. I n Safari, t he field displays t he act ual Web address; in I nt ernet Explorer, t he hyperlink in your docum ent will be t he Web page's t it le ( as seen in t he t it le bar of your browser window) , not t he URL it self. I f you want t o see t he underlying URL, point t o t he Web- page nam e wit hout clicking t o m ake t he ident ifying yellow screen t ip appear. I f you'd like t o use different t ext t han t he Web page's real t it le or address for t he hyperlink, edit t he hyperlink as described on Sect ion 9.4.4. For exam ple, if t he Web page you're linking t o is t it led " Act or Bio 2," you m ight want t o change it t o t he m ore descript ive " Brando: The Early Years."

N ot e : Alt hough t here is an Anchor box on t he Web Page t ab in t he I nsert Hyperlink dialog box, t he page has t o have HTML anchor t ags or Word bookm arks, as described on Sect ion 7.9 in order for t his feat ure t o work.

9 .4 .3 . Em a il H ype r lin k s An em ail hyperlink, also known as a m ailt o link, opens a new, preaddressed m essage in your default em ail program ( or t he program of whoever clicks t he link) . When you creat e a Web page, it 's com m on pract ice t o include an em ail hyperlink t o yourself, so t hat your readers can cont act you wit h quest ions, com m ent s, or orders. To do so, j ust follow t hese st eps:

1 . Type a n d se le ct t h e t e x t ( " Con t a ct m e " ) t h a t w ill be com e t h e e m a il h ype r lin k . As wit h any ot her hyperlink, you can use a graphic, but you should also include som e t ext t o m ake it clear what t he link does.

H ype r lin k . I n t h e H ype r lin k dia log box , click t h e Em a il Addr e ss t a b. I n t h e To 2 . Ch oose I n se r t box , t ype t h e e m a il a ddr e ss you w a n t t h e lin k t o m a il t o. The Recent Addresses list cont ains a list of em ail addresses for which you've recent ly creat ed hyperlinks ( not necessarily ones you've act ually used) . To look up an address in your Ent ourage Address Book inst ead, click Launch Em ail Applicat ion. No m at t er what your default em ail program , Ent ourage launches. There's no furt her int egrat ion wit h Ent ourage, however, so you'll have t o m anually copy and past e t he address you want out of it s Address Book.

3 . Pr e ss Ta b; t ype a su bj e ct lin e , if you w ish . I n ot her words, when your visit or clicks t he " Cont act m e" link, his em ail program will aut om at ically open. When it does, an out going blank em ail m essage will appear, preaddressed t o you and wit h t he Subj ect line already filled in. I ncluding a subj ect line can help you keep t rack of em ails t hat com e from t his part icular Web page. However, not all Web browsers, or all em ail program s, work wit h t he subj ect - line- in- an- em ailhyperlink feat ure.

4 . Click OK. The em ail link is ready t o click.

N ot e : I f all you need is a sim ple Web or em ail hyperlink, j ust t ype it int o Word. Word creat es t he hyperlink inst ant ly ( if, Aut oCorrect Aut oForm at As You Type dialog box) . Lat er, t hat is, you haven't t urned off t his feat ure in t he Tools should you want t o change t he link t o read " Cont act Me" or som et hing m ore elegant - looking t han your plain old em ail address, edit t he link as described next .Likewise, for sim ple addresses like www.apple.com , j ust t ype t he URL int o your docum ent . You can always go back and change t he t ext lat er, as described next .

9 .4 .4 . Se le ct in g a n d Edit in g H ype r lin k s When you click a hyperlink in Word, Word follows t he link, even if t hat m eans launching your Web browser. But if clicking t riggers t he link, how are you supposed t o edit t he hyperlink t ext ?

The easiest way is t o Cont rol- click ( or right - click) t he link and choose Hyperlink Edit Hyperlink from t he short cut m enu. The Edit Hyperlink dialog box opens; here you can change t he URL, em ail address, display t ext , screen t ip ( see t he box below) , anchor, and so on. I f t he dog at e your Cont rol key, you can also highlight t he link by carefully dragging across it or m oving t he - K ( or choosing I nsert Hyperlink) t o open t he insert ion point int o it wit h t he arrow keys, t hen pressing I nsert Hyperlink dialog box. I n fact , if all you want t o edit is t he display t ext for a hyperlink, j ust drag carefully across it ( or Cont rol- click it and choose Hyperlink Select Hyperlink) and t hen ret ype. Sim ilarly, you can edit graphic links wit hout t riggering t hem ; once again, t he t rick is t o select t he link wit hout act ivat ing it —by Cont rol- clicking it . Aft er edit ing t he im age using t he Form at t ing Palet t e or t he Drawing or Pict ure t oolbars, press Esc or click elsewhere t o deselect t he obj ect and avoid inadvert ent ly m aking furt her changes.

9 .4 .4 .1 . H ype r lin k color s I n Word, t ext hyperlinks appear in blue t ype unt il t hey're clicked, whereupon t hey change t o purple. You can change t hese colors, if you like; t he t rick is t o change t he Hyperlink st yle, j ust as you'd change any Word st yle ( see Sect ion 4.1.5 for inst ruct ions) . I f you can't st and t o work wit h colors t hat aren't your own, you can even change t he color t hat clicked hyperlinks change int o aft er being clicked. Just m odify Word's built - in Followed Hyperlink st yle. These new hyperlink colors override default hyperlink colors when t he page is opened in your Web browser. I f your colors don't work, it 's because your visit or has changed his browser preferences t o override t he color choices t hat have been program m ed int o Web pages.

9 .4 .5 . Re m ovin g H ype r lin k s To rem ove a hyperlink you no longer want , you have t wo opt ions:

Drag over t he hyperlink t ext and press Delet e or posit ion your insert ion point aft er t he link and press t he delet e key unt il you've expunged it . Bot h t he hyperlink and t he display t ext or obj ect are delet ed.

To cancel out t he link while leaving t he display t ext or obj ect in place, Cont rol- click t he link and choose Hyperlink Edit Hyperlink on t he short cut m enu. Click Rem ove Link.

9 .5 . W e b For m s I f you've ever searched a Web sit e, t aken a poll, or m ade a purchase online, you've used a Web form . Web form s com prise pop- up m enus, checkboxes, and lit t le t ext boxes. They're designed t o collect inform at ion from t he Web sit e visit or and save it on a server for processing. You can build a Web form in Word, but you'll need t he help of a Web program m er t o writ e t he necessary CGI script s t o m ake t he form work. ( CGI st ands for com m on gat eway int erface, a soft ware convent ion for t ransferring and processing dat a bet ween Web pages and servers.) To build a Web form , you have t o insert various form cont rols in your page—checkboxes, radio but t ons, pop- up m enus, but t ons, and so on—t hat your visit ors will use for subm it t ing t he inform at ion and reset t ing t he form . HTML Obj ect subm enu. Wit h a program m er at your side, select set t ings and You'll find t hem in t he I nsert values from t he result ing dialog box.

9 .6 . Sa vin g W e b Pa ge s I f you st art ed your Web page from a blank Web page, as described at t he beginning of t his sect ion, all you have - S or choose File Save or Save As. However, you can also save a st andard Word t o do t o save it is press docum ent or t em plat e as a Web page, like so:

1 . Ch oose File

" Sa ve a s W e b Pa ge " .

The Save dialog box opens, as shown in Figure 9- 10

2 . Click on e of t h e r a dio bu t t on s de pe n din g on h ow you 'd lik e t o sa ve t h e file . The Sa ve e n t ir e file in t o H TM L opt ion creat es a dual- purpose docum ent . I t st ores t he inform at ion bot h for display on t he Web and for ret urning t o it as a Word docum ent . Such word processor–only elem ent s as headers and foot ers, com m ent s, page num bers, and page breaks will reappear when you open it again in Word.

Figu r e 9 - 1 0 . Top: W h e n you ch oose File " Sa ve a s W e b Pa ge " , a Sa ve dia log box ope n s, a ll se t t o sa ve t h e docu m e n t in H TM L for m a t . W h e n you post t h e r e su lt in g file s a n d folde r s on lin e , be su r e t o pr e se r ve t h e ir folde r st r u ct u r e on you r W e b se r ve r . For e x a m ple , don 't du m p you r H TM L file in t o t h e folde r con t a in in g you r gr a ph ics. Cr e a t e a m a t ch in g folde r on lin e t o h old t h e gr a ph ics. Bot t om : Th e W e b Opt ion s dia log box is t h e sa m e on e t h a t ope n s if you click W e b Pr e fe r e n ce s Ge n e r a l t a b. Th e r e you ca n a dd k e yw or ds so Opt ion s on t h e W or d t h a t W e b se a r ch e n gin e s lik e Google a n d Ya h oo h a ve a be t t e r ch a n ce of fin din g you r pa ge a m on g t h e m illion s of ot h e r s.

Sa ve on ly displa y in for m a t ion in t o H TM L saves only t he docum ent at t ribut es t hat work in a Web browser. Ot her inform at ion, such as page and sect ion breaks, colum ns, and headers and foot ers will be lost . This opt ion m akes a sm aller, m ore com pact HTML file, which is a good t hing if your Web service provider charges based upon how m uch server space you use.

Tip: I f you choose t his opt ion, use Save As first t o save a copy wit h all t he norm al Word elem ent s int act ; you m ay decide t o use t he docum ent in Word again.

3 . Click Sa ve. Word t akes longer t han usual t o save t he docum ent . When it 's finished, you can swit ch t o Web Layout view ( if you weren't already t here) t o see t he Web page as it will appear online.

9 .6 .1 . W e b Opt ion s When you click Web Opt ions in t he Save dialog box ( see Figure 9- 10) , you can specify special Web feat ures t hat would norm ally require m ucking around in HTML code.

The Web page t it le you ent er on t he Ge n e r a l Ta b appears in t he t it le bar in a Web browser. The Web page keywords are t he t erm s t hat search engines like Google and Yahoo spot when searching. ( I n HTML, t hese words are known as m et a t ags.)

" Updat e links on Save" in t he File s t ab com es already t urned on. I f you've changed or m oved any of your Web page's support ing files, such as bullet s, graphics, or background pat t erns, Word updat es t he links so t he page will work when you reopen it . The " Save only display inform at ion int o HTML" checkbox t urns on t he corresponding radio but t on in t he Save dialog box ( see above) .

Checking " Enable PNG as an out put form at " on t he Pict u r e s t ab saves all t he im ages in your Web page in Port able Net work Graphics form at , as described on Sect ion 9.3.3. The " Screen size" pop- up m enu shows j ust about every screen size and resolut ion com binat ion your Web page visit ors are likely t o have. 1,024 X 768 is t he sm allest screen m ost people use t oday, and t herefore a pret t y safe bet . The " Pixels per inch" box, is anot her vest ige of t he olden days of Web browsers. Leave it set at 72 and forget about it .

The m enu on t he En codin g t ab displays all t he foreign languages and browser form at s Word can use for saving your Web page. I f your page cont ains t ext in a different alphabet syst em ( such as Cyrillic or Japanese) , choose it from t his m enu.

T ip : As you com plet e your Web page, consider t est ing it in different Web browsers. Text m ay wrap different ly, colors and graphics m ay look different , and m ovies and m arquees m ay not operat e t he sam e way, if at all, in different browsers.I f Open com m and. Try t he you have a copy of t he Am erica Online program , for exam ple, open your page using it s File sam e experim ent in Firefox. You'd do well t o also check your Web page on a Windows PC running I nt ernet Explorer.

9 .6 .2 . Lost in t h e Tr a n sla t ion Despit e all it s Web- savvy t rappings, Word, when you get right down t o it , isn't act ually an HTML edit or. The Web pages it creat es capt ure t he spirit of t he original Word docum ent you prepared, but not t he let t er, since you lose quit e a bit of it s look in t he conversion t o a Web page. Am ong t he casualt ies: t ext boxes; fancy t ext

effect s like em bossed t ype, shadow, and st riket hrough; drop caps; page num bering; m argin set t ings and page borders; headers and foot ers; m ult iple colum ns; and st yles. All of t hese Word feat ures drop out when t he docum ent is convert ed t o HTML. Fields ( see Sect ion 7.8) sort of carry t hrough; t he result ing Web page shows t he field inform at ion ( such as t he dat e) , but it 's no longer self- updat ing. Tabs aren't reliable, eit her, since Word convert s t hem int o HTML t abs, which, in som e Web browsers, t urn int o spaces. ( Use t ables wherever you're inclined t o use t abs.) Foot not es, on t he ot her hand, perform beaut ifully. The superscript num bers t urn int o hyperlinks t hat scroll t o t he not es at t he bot t om of t he page.

POW ER USERS' CLI N I C H TM L Te x t St yle s The HTML st yles in t he Form at St yle dialog box let you t ransform a saved Web page int o an at t ract ive Word docum ent . For exam ple, suppose t hat som eone at your com pany creat ed an online t raining m anual, but no one m ade a paper version. Or m aybe you want t o download an art icle from t he Web and creat e a print ed version ( wit h perm ission, of course) . These Web pages are HTML docum ent s, and t he t ext in t hem is form at t ed using HTML codes. For inst ance, one HTML code creat es a first - level heading, anot her denot es an address or cit at ion, and anot her creat es hyperlinks. These labels are list ed in t he St yles list St yle dialog box; except for Hyperlink and Followed- Hyperlink, t heir box in t he Form at st yle nam es all begin wit h t he let t ers HTML. You can form at and redefine t hese st yles as you would any Word st yles; when you do, Word will use t hem for HTML- form at t ed t ext whenever you open a Web page in Word. You m ay want t o m ake all hyperlinks m at ch your Norm al st yle, for exam ple. ( Headings in HTML are aut om at ically changed int o your Word heading st yles.) To convert a Web page int o a Word docum ent , open t he Web page in your browser. Choose File Save or Save As; save t he page ont o your Mac in HTML form at . Open t he page in Word by choosing File Open and navigat ing t o t he Web- page file. You will see t he t ext in t he docum ent , but not t he im ages ( t hey don't get saved along wit h t he rest of t he page) .

9 .6 .3 . Post in g You r W e b Sit e On lin e Creat ing HTML docum ent s is only t he first st ep in est ablishing a Web presence. The final st ep is uploading t hem t o a Web file server —a com put er t hat 's always on and connect ed t o t he I nt ernet . You have several opt ions:

Use you r ow n M a c. I f you have a full- t im e connect ion ( cable m odem or DSL) and a st at ic I P address ( which you usually have t o pay ext ra for) , you can use t he built - in Web Sharing feat ure of Mac OS 9 or Mac OS X t o m ake your Web sit e available t o t he I nt ernet at large. Your Web address won't be very m em orable ( along t he lines of ht t p: / / 192.168.34.2 ) , t he speed won't be great , and not very m any people can visit your sit e at once, but t he price ( $0) is right . The Mac's online help and Mac OS X: The Missing Manual have inst ruct ions.

Use you r I SP. Most I nt ernet service providers ( I SPs) give you som ewhere bet ween 10 m egs and 1 gig of free space t o hold your Web pages as part of your m ont hly fee. I nt o t hat space, you can upload your Web pages direct ly, m aking t hem available for public browsing. Your I SP t akes care of keeping it s com put er up,

running, and connect ed t o t he I nt ernet .

Use t h e Apple H om e Pa ge fe a t u r e . Apple gives every Mac fan 10 GB of Web space, for a $100 yearly fee, in t he form of t he Sit es folder on your iDisk—a virt ual hard drive. ( Visit www.m ac.com for det ails.) Just put t he HTML docum ent s you've creat ed—nam e your hom e page index.ht m l for best result s—and graphics int o t he Sit es folder of your iDisk. ( Don't bot her using t he Mac Hom ePage- building t ools; Web pages you've designed using Word don't show up. But if you j ust drag t hem int o your iDisk's Sit es folder, t hey're inst ant ly available on t he I nt ernet .)

UP TO SPEED N a m in g a n d N e st in g Folde r s I f you've had experience creat ing Web pages using a real HTML edit ing program , you know about t he headache of creat ing set s of folders t o organize all t he pages and pict ure files t hat com pose your Web sit e. I f t he various HTML docum ent s ( t he individual Web pages) and t heir graphics ( your pict ure bullet s, background pat t erns, and so on) aren't on your hard drive and on t he I nt ernet in precisely m at ching folder hierarchies, you'll get dead links, m issing graphics, and worse. You also need t o save t he graphics files ( for pict ure bullet s, background pat t erns, and so on) in folders. When you save a Word docum ent as a Web page, you creat e one docum ent ( whose nam e ends in .ht m ) cont aining t he t ext , and an accom panying folder cont aining all of t he graphics, sounds, and m ovies. All you have t o do is post t hem online in t he sam e relat ive folders. I f you're m aking a large Web sit e wit h m any pages, you m ay want t o nest folders wit hin one larger folder t o help keep t hings organized.

Pa r t I I : En t ou r a ge Chapt er 10 Chapt er 11

Ch a pt e r 1 0 . Em a il, Addr e ss Book , a n d N e w sgr ou ps Life is com plex. Just keeping up wit h t he daily flow of inform at ion can be a full- t im e j ob. There are schedules t o keep, phone num bers and addresses t o file, t asks t o t rack, long- range plans t o m ake—and an unending avalanche of em ail t o sort , file, and reply t o. Who wouldn't long for a personal assist ant t o help keep life and business on t rack? Make t hat a couple of assist ant s—or perhaps…an ent ourage? Takin' care of business wit h an ent ourage like Elvis's can get expensive—even if you don't reward t hem wit h j ewelry and Cadillacs. But when it com es t o m anaging your com put er life, Office 2008's Ent ourage can TCB wit h t he best of t hem . ( And t hat can m ake you feel like t he King.) Much m ore t han an em ail program , Ent ourage can help you schedule m eet ings, t rack your t o- dos, and scope out your calendars. Since Office 2001, Ent ourage has sought t o be a Mac fan's personal inform at ion m anager ( PI M) and em ail program all in one, as well as being a vehicle t o t ie t oget her all t he individual program s. The Proj ect Cent er, described in Chapt er 11, is t he nexus for t his inform at ional synergy.

N ot e : I f Ent ourage is your personal assist ant , Office 2008 int roduces an under- assist ant in t he form of My Day. This dim inut ive, st andalone program let s you keep t abs on t he vit al t asks and event s of t he day, and helps save you from falling int o t he black hole of your em ail when all you really need t o know is t he t im e of your haircut appoint m ent . You'll find My Day described in Chapt er 11 also.

I n addit ion t o it s organizat ional capabilit ies, Ent ourage is at heart a first - rat e em ail program . Ent ourage handles em ail and newsgroups wit h ease, as you'll see in t his chapt er. For t he first t im e, Ent ourage 2008 cooperat es wit h Mac OS X's Spot light search t o help you find any inform at ion you have in Ent ourage—even in m essage at t achm ent s. And since j unk em ail won't go away by it self, im proved j unk m ail filt ers help shield you from t he bad, while let t ing t hrough t he good.

1 0 .1 . Th e Big Pict u r e The Ent ourage m ain window is divided int o t hree m ain areas: but t ons for Ent ourage's m ain funct ions at t op left , a list of folders for your em ail on t he left , and a big viewing area for your m essages, calendars, t asks, and so on, on t he right ( Figure 10- 1) What you see in t he m ain viewing area depends on which Ent ourage funct ion you're using; see t he box on Sect ion 10.1.1. Like changing st at ions on a car radio, you can swit ch am ong Ent ourage funct ions by clicking t he six but t ons at t he upper- left .

Figu r e 1 0 - 1 . W h e n you 'r e u sin g En t ou r a ge 's e m a il fu n ct ion , t h e st a n da r d w in dow displa ys a folde r list , a list pa n e sh ow in g a ll of t h e m e ssa ge s in a pa r t icu la r folde r , a n d a n e m a il- spe cific t oolba r . Th e r e 's a lso a n in for m a t ion ba r a t t h e bot t om of t h e scr e e n t h a t sh ow s h ow m a n y m e ssa ge s a r e in a ch ose n folde r , h ow m a n y a r e se le ct e d, a n d w h a t sch e du le s ( if a n y) En t ou r a ge h a s on de ck . D on 't

m iss t h e Fon t s t a b in En t ou r a ge Pr e fe r e n ce s Ge n e r a l, w h e r e you ca n spe cify t h e t ype size a n d st yle you pr e fe r for r e a din g a n d pr in t in g you r e m a il a n d ot h e r En t ou r a ge com pon e n t s.

1 0 .1 .1 . En t ou r a ge Fu n ct ion s When you first launch Ent ourage and com plet e t he Set up wizard ( described in a m om ent ) , t he Mail but t on at t he upper left is already select ed. But m ail is only one of Ent ourage's funct ions. The six big icons at t he upper- left corner of t he Ent ourage screen correspond t o t he following feat ures:

M a il. This, of course, is t he big workhorse feat ure: em ail. This chapt er covers t he Mail feat ure in det ail.

Addr e ss Book . Your elect ronic " lit t le black book" —hom e t o not j ust t he em ail addresses in your social ent ourage, but also phone num bers, hom e addresses, and so on. The Address Book also feat ures predefined Address Book viewst hat let you find subset s of your dat a—every m em ber of your fam ily, for exam ple. You'll find t he com plet e det ails st art ing on Sect ion 10.4.

Ca le n da r . Plan your day, your week, your m ont h…if you dare, plan your year! You can m anage your schedule and t rack im port ant event s using t he Ent ourage Calendar. Once again, a set of views can quickly show you only work- or fam ily- relat ed event s, recurring appoint m ent s, or what ever. See Sect ion 11.1.1 for det ails.

N ot e s. Mem o- pad- like m usings t hat you can at t ach t o nam es in your address book, t asks in your t o- do list , and so on. See Sect ion 11.11 for det ails.

Ta sk s. Your t o- do list . When you click t his but t on, t he right side of t he screen shows t he list of t asks you've set up for yourself. See Sect ion 11.5 t o read everyt hing about Tasks.

Pr oj e ct Ce n t e r . The m ast er cont rol cent er from which you can t rack t he em ail m essages, docum ent s, not es, pict ures, t asks, and calendars associat ed wit h your current proj ect s, and begin new ones. I t 's your one- st op proj ect clearing house ( see Sect ion 11.9 for det ails) .

POW ER USERS' CLI N I C Th e M igh t y M or ph in g I n t e r fa ce You don't have t o be cont ent wit h t he fact ory- inst alled design of t he Ent ourage screen. You can cont rol which Ent ourage panes are visible, how big t hey are, and which colum ns show up in list views. Som e people like t o read em ail m essages in separat e windows, while ot hers like t o use t he Preview pane at t he right side of t he window, which displays t he current m essage right in t he m ain Mail window. To t urn on Ent ourage's Preview pane, choose View Preview Pane and select On Right , Below List , or None. Anot her way you can individualize your Ent ourage experience is by organizing your em ail and newsgroup m essage using groups. This feat ure let s you divide and conquer your m essages in t he list window according t o proj ect , subj ect , dat e sent , priorit y, and m ore. ( See t he box on Sect ion 10.3.4 for full det ail.) You can hide or show t he t oolbar or t he folder list using t he View m enu. For exam ple, t o Hide Toolbar. hide t he t oolbar, choose View To change t he size of a pane, drag it s border, as shown in Figure 10- 2. You can drag any border t hat has a t iny dot in it s m iddle. ( You don't have t o drag right on t hose dot s, t hough.) Ent ourage also let s you decide what colum ns appear in Mail view's list pane. I f you don't care about seeing t he Cat egories colum n for your em ail, for exam ple, you can hide it , leaving m ore space for nam e, Subj ect , and Dat e. To swit ch colum ns on or off, choose from Colum ns subm enu. t he View You can also rearrange t he colum ns, which can be handy if you'd rat her see t he Subj ect colum n first inst ead of t he Sender, for exam ple. Just drag t he colum n's header horizont ally; release when t he vert ical dot t ed line is where you'll want t he colum n t o wind up. To m ake a colum n wider or narrower, drag t he short black divider line bet ween colum n nam es horizont ally. When you change Ent ourage views—from Mail, t o Address Book, t o Calendar, and so on—you'll see even m ore int erface changes. Alt hough t he basic layout of t he window rem ains const ant —folders on t he left , t oolbar on t op—t he cont ent s of t he m ain window

pane changes t o display t he current funct ion's info; and t he collect ion of t oolbar icons also changes t o m at ch t hat funct ion.

Figu r e 1 0 - 2 . Top: D r a g a n y of t h e w in dow divide r s t o r e size t h e pa n e s a ccor din g t o you r n e e ds. Bot t om : I f you pr e fe r t o se e t h e m a in in for m a t ion in t h e la r ge st vie w , u se t h e Vie w ( or Ca le n da r ) m e n u t o h ide e ve r yt h in g t h a t ca n possibly be h idde n . Th is opt ion is e spe cia lly e ffe ct ive w h e n you 've ope n e d m u lt iple En t ou r a ge w in dow s, a s de scr ibe d in t h e box on Se ct ion 1 0 .1 .2 .

1 0 .1 .2 . Th e Toolba r Unlike Word, Ent ourage has only one t oolbar ( see Figure 10- 3) , which changes t o reflect your current act ivit y. For exam ple, if you're working wit h em ail, t he t oolbar's but t ons all pert ain t o em ail funct ions; if you click t he Calendar but t on, t he t oolbar gains calendar- appropriat e com m ands. You'll encount er t hese com m ands in t he cont ext of t he em ail, newsgroup, calendar, address book, not es, and t ask discussions in t his and t he following chapt ers. The six Ent ourage view but t ons at t he left end of t he t oolbar persist t hrough every view.

GEM I N TH E ROUGH M u lt iplyin g W in dow s When you launch Ent ourage t he first t im e, it 's set t o display each m aj or funct ion—Mail, Address Book, Calendar, and so on—in t he m ain window when you click t he appropriat e icon in t he t op- left corner. Whichever feat ure you choose t akes over t he m ain Ent ourage window and hides t he ot hers. But what if you want t o see your calendar and your em ail at t he sam e t im e? You can—by opening t hem in separat e windows. To do so, choose File New Open New Main Window. Now you can see t wo views sim ult aneously, such as your Calendar and Not es, t wo Mail windows, your Address Book and Tasks, and so on. Just click t he view but t ons in t he t op left corner t o choose what t o display. I f you are fort unat e enough t o be st aring at a 30- inch display, don't st op at j ust t wo Ent ourage windows—m ake as m any as you like!

Figu r e 1 0 - 3 . En t ou r a ge 's t oolba r com m a n ds ch a n ge t o m a t ch t h e En t ou r a ge fu n ct ion you 'r e u sin g, for e x a m ple , sw it ch in g fr om e m a il icon s ( t op) t o ca le n da r icon s ( m iddle ) . Con t r ol- click t h e t oolba r t o ch oose t h e displa y opt ion s or ope n t h e Cu st om ize Toolba r pa le t t e ( bot t om ) , a n d it s com ple t e ca t a log of a va ila ble t oolba r bu t t on s.

Ent ourage 2008, for t he first t im e, let s you cust om ize it s t oolbar. I f you find t hat you never use t he Cat egories but t on or frequent ly need t o forward m essages as at t achm ent s, for exam ple, consider cust om izing t he t oolbar so you only see t he but t ons you really need. Cont rol- click ( or right - click) t he t oolbar and choose Cust om ize Toolbar from t he short cut m enu t o display all t he possible but t ons for t he current Ent ourage funct ion. Drag new but t ons ont o t he t oolbar or drag unwant ed but t ons off it . Along wit h but t ons, you'll find spaces and separat ors t o help you perfect your t oolbar. I f you find yourself get t ing carried away wit h adding but t ons—or j ust need t o m axim ize a sm all screen—choose Use Sm all Size from t he t oolbar's Cont rol- click m enu. This m enu also gives you an opt ion for displaying t he but t ons as I con Only, Text Only, or I con & Text —ot herwise known as right brained, left brained, and inform at ion overload. I f you're a keyboard- com m and m aven, you m ay prefer t he ult im at e t oolbar cust om izat ion—rem oving it ent irely. That way, since t here are keyboard com m ands for virt ually every but t on in t he t oolbar, you can keep your Hide Toolbar t o liquidat e t he but t on hands on t he keyboard, and m inim ize onscreen clut t er. Choose View bar and give yourself anot her vert ical half inch of screen real est at e. Alt ernat ively, click t he lit t le oblong but t on in t he upper- right corner t o hide or reveal t he t oolbar.

N ot e : The Toolbar cont rol but t on, lodged in t he upper- right corner of nearly every Mac OS X window, is a cause of great confusion for m any ot herwise- savvy Mac fans. Apple added t his but t on when t hey m oved t he t wo but t ons t hat had been in t hat corner t o t he left t o j oin t he Close but t on. You'll find t his but t on in all Office docum ent windows, where it t oggles bet ween showing and hiding t he t oolbar. I n Finder windows it hides t he t oolbar and t he Sidebar—and regularly inst igat es frant ic t ech- support phone calls aft er an inadvert ent m ouse click.

Pa r t I I : En t ou r a ge Chapt er 10 Chapt er 11

Ch a pt e r 1 0 . Em a il, Addr e ss Book , a n d N e w sgr ou ps Life is com plex. Just keeping up wit h t he daily flow of inform at ion can be a full- t im e j ob. There are schedules t o keep, phone num bers and addresses t o file, t asks t o t rack, long- range plans t o m ake—and an unending avalanche of em ail t o sort , file, and reply t o. Who wouldn't long for a personal assist ant t o help keep life and business on t rack? Make t hat a couple of assist ant s—or perhaps…an ent ourage? Takin' care of business wit h an ent ourage like Elvis's can get expensive—even if you don't reward t hem wit h j ewelry and Cadillacs. But when it com es t o m anaging your com put er life, Office 2008's Ent ourage can TCB wit h t he best of t hem . ( And t hat can m ake you feel like t he King.) Much m ore t han an em ail program , Ent ourage can help you schedule m eet ings, t rack your t o- dos, and scope out your calendars. Since Office 2001, Ent ourage has sought t o be a Mac fan's personal inform at ion m anager ( PI M) and em ail program all in one, as well as being a vehicle t o t ie t oget her all t he individual program s. The Proj ect Cent er, described in Chapt er 11, is t he nexus for t his inform at ional synergy.

N ot e : I f Ent ourage is your personal assist ant , Office 2008 int roduces an under- assist ant in t he form of My Day. This dim inut ive, st andalone program let s you keep t abs on t he vit al t asks and event s of t he day, and helps save you from falling int o t he black hole of your em ail when all you really need t o know is t he t im e of your haircut appoint m ent . You'll find My Day described in Chapt er 11 also.

I n addit ion t o it s organizat ional capabilit ies, Ent ourage is at heart a first - rat e em ail program . Ent ourage handles em ail and newsgroups wit h ease, as you'll see in t his chapt er. For t he first t im e, Ent ourage 2008 cooperat es wit h Mac OS X's Spot light search t o help you find any inform at ion you have in Ent ourage—even in m essage at t achm ent s. And since j unk em ail won't go away by it self, im proved j unk m ail filt ers help shield you from t he bad, while let t ing t hrough t he good.

1 0 .1 . Th e Big Pict u r e The Ent ourage m ain window is divided int o t hree m ain areas: but t ons for Ent ourage's m ain funct ions at t op left , a list of folders for your em ail on t he left , and a big viewing area for your m essages, calendars, t asks, and so on, on t he right ( Figure 10- 1) What you see in t he m ain viewing area depends on which Ent ourage funct ion you're using; see t he box on Sect ion 10.1.1. Like changing st at ions on a car radio, you can swit ch am ong Ent ourage funct ions by clicking t he six but t ons at t he upper- left .

Figu r e 1 0 - 1 . W h e n you 'r e u sin g En t ou r a ge 's e m a il fu n ct ion , t h e st a n da r d w in dow displa ys a folde r list , a list pa n e sh ow in g a ll of t h e m e ssa ge s in a pa r t icu la r folde r , a n d a n e m a il- spe cific t oolba r . Th e r e 's a lso a n in for m a t ion ba r a t t h e bot t om of t h e scr e e n t h a t sh ow s h ow m a n y m e ssa ge s a r e in a ch ose n folde r , h ow m a n y a r e se le ct e d, a n d w h a t sch e du le s ( if a n y) En t ou r a ge h a s on de ck . D on 't

m iss t h e Fon t s t a b in En t ou r a ge Pr e fe r e n ce s Ge n e r a l, w h e r e you ca n spe cify t h e t ype size a n d st yle you pr e fe r for r e a din g a n d pr in t in g you r e m a il a n d ot h e r En t ou r a ge com pon e n t s.

1 0 .1 .1 . En t ou r a ge Fu n ct ion s When you first launch Ent ourage and com plet e t he Set up wizard ( described in a m om ent ) , t he Mail but t on at t he upper left is already select ed. But m ail is only one of Ent ourage's funct ions. The six big icons at t he upper- left corner of t he Ent ourage screen correspond t o t he following feat ures:

M a il. This, of course, is t he big workhorse feat ure: em ail. This chapt er covers t he Mail feat ure in det ail.

Addr e ss Book . Your elect ronic " lit t le black book" —hom e t o not j ust t he em ail addresses in your social ent ourage, but also phone num bers, hom e addresses, and so on. The Address Book also feat ures predefined Address Book viewst hat let you find subset s of your dat a—every m em ber of your fam ily, for exam ple. You'll find t he com plet e det ails st art ing on Sect ion 10.4.

Ca le n da r . Plan your day, your week, your m ont h…if you dare, plan your year! You can m anage your schedule and t rack im port ant event s using t he Ent ourage Calendar. Once again, a set of views can quickly show you only work- or fam ily- relat ed event s, recurring appoint m ent s, or what ever. See Sect ion 11.1.1 for det ails.

N ot e s. Mem o- pad- like m usings t hat you can at t ach t o nam es in your address book, t asks in your t o- do list , and so on. See Sect ion 11.11 for det ails.

Ta sk s. Your t o- do list . When you click t his but t on, t he right side of t he screen shows t he list of t asks you've set up for yourself. See Sect ion 11.5 t o read everyt hing about Tasks.

Pr oj e ct Ce n t e r . The m ast er cont rol cent er from which you can t rack t he em ail m essages, docum ent s, not es, pict ures, t asks, and calendars associat ed wit h your current proj ect s, and begin new ones. I t 's your one- st op proj ect clearing house ( see Sect ion 11.9 for det ails) .

POW ER USERS' CLI N I C Th e M igh t y M or ph in g I n t e r fa ce You don't have t o be cont ent wit h t he fact ory- inst alled design of t he Ent ourage screen. You can cont rol which Ent ourage panes are visible, how big t hey are, and which colum ns show up in list views. Som e people like t o read em ail m essages in separat e windows, while ot hers like t o use t he Preview pane at t he right side of t he window, which displays t he current m essage right in t he m ain Mail window. To t urn on Ent ourage's Preview pane, choose View Preview Pane and select On Right , Below List , or None. Anot her way you can individualize your Ent ourage experience is by organizing your em ail and newsgroup m essage using groups. This feat ure let s you divide and conquer your m essages in t he list window according t o proj ect , subj ect , dat e sent , priorit y, and m ore. ( See t he box on Sect ion 10.3.4 for full det ail.) You can hide or show t he t oolbar or t he folder list using t he View m enu. For exam ple, t o Hide Toolbar. hide t he t oolbar, choose View To change t he size of a pane, drag it s border, as shown in Figure 10- 2. You can drag any border t hat has a t iny dot in it s m iddle. ( You don't have t o drag right on t hose dot s, t hough.) Ent ourage also let s you decide what colum ns appear in Mail view's list pane. I f you don't care about seeing t he Cat egories colum n for your em ail, for exam ple, you can hide it , leaving m ore space for nam e, Subj ect , and Dat e. To swit ch colum ns on or off, choose from Colum ns subm enu. t he View You can also rearrange t he colum ns, which can be handy if you'd rat her see t he Subj ect colum n first inst ead of t he Sender, for exam ple. Just drag t he colum n's header horizont ally; release when t he vert ical dot t ed line is where you'll want t he colum n t o wind up. To m ake a colum n wider or narrower, drag t he short black divider line bet ween colum n nam es horizont ally. When you change Ent ourage views—from Mail, t o Address Book, t o Calendar, and so on—you'll see even m ore int erface changes. Alt hough t he basic layout of t he window rem ains const ant —folders on t he left , t oolbar on t op—t he cont ent s of t he m ain window

pane changes t o display t he current funct ion's info; and t he collect ion of t oolbar icons also changes t o m at ch t hat funct ion.

Figu r e 1 0 - 2 . Top: D r a g a n y of t h e w in dow divide r s t o r e size t h e pa n e s a ccor din g t o you r n e e ds. Bot t om : I f you pr e fe r t o se e t h e m a in in for m a t ion in t h e la r ge st vie w , u se t h e Vie w ( or Ca le n da r ) m e n u t o h ide e ve r yt h in g t h a t ca n possibly be h idde n . Th is opt ion is e spe cia lly e ffe ct ive w h e n you 've ope n e d m u lt iple En t ou r a ge w in dow s, a s de scr ibe d in t h e box on Se ct ion 1 0 .1 .2 .

1 0 .1 .2 . Th e Toolba r Unlike Word, Ent ourage has only one t oolbar ( see Figure 10- 3) , which changes t o reflect your current act ivit y. For exam ple, if you're working wit h em ail, t he t oolbar's but t ons all pert ain t o em ail funct ions; if you click t he Calendar but t on, t he t oolbar gains calendar- appropriat e com m ands. You'll encount er t hese com m ands in t he cont ext of t he em ail, newsgroup, calendar, address book, not es, and t ask discussions in t his and t he following chapt ers. The six Ent ourage view but t ons at t he left end of t he t oolbar persist t hrough every view.

GEM I N TH E ROUGH M u lt iplyin g W in dow s When you launch Ent ourage t he first t im e, it 's set t o display each m aj or funct ion—Mail, Address Book, Calendar, and so on—in t he m ain window when you click t he appropriat e icon in t he t op- left corner. Whichever feat ure you choose t akes over t he m ain Ent ourage window and hides t he ot hers. But what if you want t o see your calendar and your em ail at t he sam e t im e? You can—by opening t hem in separat e windows. To do so, choose File New Open New Main Window. Now you can see t wo views sim ult aneously, such as your Calendar and Not es, t wo Mail windows, your Address Book and Tasks, and so on. Just click t he view but t ons in t he t op left corner t o choose what t o display. I f you are fort unat e enough t o be st aring at a 30- inch display, don't st op at j ust t wo Ent ourage windows—m ake as m any as you like!

Figu r e 1 0 - 3 . En t ou r a ge 's t oolba r com m a n ds ch a n ge t o m a t ch t h e En t ou r a ge fu n ct ion you 'r e u sin g, for e x a m ple , sw it ch in g fr om e m a il icon s ( t op) t o ca le n da r icon s ( m iddle ) . Con t r ol- click t h e t oolba r t o ch oose t h e displa y opt ion s or ope n t h e Cu st om ize Toolba r pa le t t e ( bot t om ) , a n d it s com ple t e ca t a log of a va ila ble t oolba r bu t t on s.

Ent ourage 2008, for t he first t im e, let s you cust om ize it s t oolbar. I f you find t hat you never use t he Cat egories but t on or frequent ly need t o forward m essages as at t achm ent s, for exam ple, consider cust om izing t he t oolbar so you only see t he but t ons you really need. Cont rol- click ( or right - click) t he t oolbar and choose Cust om ize Toolbar from t he short cut m enu t o display all t he possible but t ons for t he current Ent ourage funct ion. Drag new but t ons ont o t he t oolbar or drag unwant ed but t ons off it . Along wit h but t ons, you'll find spaces and separat ors t o help you perfect your t oolbar. I f you find yourself get t ing carried away wit h adding but t ons—or j ust need t o m axim ize a sm all screen—choose Use Sm all Size from t he t oolbar's Cont rol- click m enu. This m enu also gives you an opt ion for displaying t he but t ons as I con Only, Text Only, or I con & Text —ot herwise known as right brained, left brained, and inform at ion overload. I f you're a keyboard- com m and m aven, you m ay prefer t he ult im at e t oolbar cust om izat ion—rem oving it ent irely. That way, since t here are keyboard com m ands for virt ually every but t on in t he t oolbar, you can keep your Hide Toolbar t o liquidat e t he but t on hands on t he keyboard, and m inim ize onscreen clut t er. Choose View bar and give yourself anot her vert ical half inch of screen real est at e. Alt ernat ively, click t he lit t le oblong but t on in t he upper- right corner t o hide or reveal t he t oolbar.

N ot e : The Toolbar cont rol but t on, lodged in t he upper- right corner of nearly every Mac OS X window, is a cause of great confusion for m any ot herwise- savvy Mac fans. Apple added t his but t on when t hey m oved t he t wo but t ons t hat had been in t hat corner t o t he left t o j oin t he Close but t on. You'll find t his but t on in all Office docum ent windows, where it t oggles bet ween showing and hiding t he t oolbar. I n Finder windows it hides t he t oolbar and t he Sidebar—and regularly inst igat es frant ic t ech- support phone calls aft er an inadvert ent m ouse click.

Pa r t I I : En t ou r a ge Chapt er 10 Chapt er 11

Ch a pt e r 1 0 . Em a il, Addr e ss Book , a n d N e w sgr ou ps Life is com plex. Just keeping up wit h t he daily flow of inform at ion can be a full- t im e j ob. There are schedules t o keep, phone num bers and addresses t o file, t asks t o t rack, long- range plans t o m ake—and an unending avalanche of em ail t o sort , file, and reply t o. Who wouldn't long for a personal assist ant t o help keep life and business on t rack? Make t hat a couple of assist ant s—or perhaps…an ent ourage? Takin' care of business wit h an ent ourage like Elvis's can get expensive—even if you don't reward t hem wit h j ewelry and Cadillacs. But when it com es t o m anaging your com put er life, Office 2008's Ent ourage can TCB wit h t he best of t hem . ( And t hat can m ake you feel like t he King.) Much m ore t han an em ail program , Ent ourage can help you schedule m eet ings, t rack your t o- dos, and scope out your calendars. Since Office 2001, Ent ourage has sought t o be a Mac fan's personal inform at ion m anager ( PI M) and em ail program all in one, as well as being a vehicle t o t ie t oget her all t he individual program s. The Proj ect Cent er, described in Chapt er 11, is t he nexus for t his inform at ional synergy.

N ot e : I f Ent ourage is your personal assist ant , Office 2008 int roduces an under- assist ant in t he form of My Day. This dim inut ive, st andalone program let s you keep t abs on t he vit al t asks and event s of t he day, and helps save you from falling int o t he black hole of your em ail when all you really need t o know is t he t im e of your haircut appoint m ent . You'll find My Day described in Chapt er 11 also.

I n addit ion t o it s organizat ional capabilit ies, Ent ourage is at heart a first - rat e em ail program . Ent ourage handles em ail and newsgroups wit h ease, as you'll see in t his chapt er. For t he first t im e, Ent ourage 2008 cooperat es wit h Mac OS X's Spot light search t o help you find any inform at ion you have in Ent ourage—even in m essage at t achm ent s. And since j unk em ail won't go away by it self, im proved j unk m ail filt ers help shield you from t he bad, while let t ing t hrough t he good.

1 0 .1 . Th e Big Pict u r e The Ent ourage m ain window is divided int o t hree m ain areas: but t ons for Ent ourage's m ain funct ions at t op left , a list of folders for your em ail on t he left , and a big viewing area for your m essages, calendars, t asks, and so on, on t he right ( Figure 10- 1) What you see in t he m ain viewing area depends on which Ent ourage funct ion you're using; see t he box on Sect ion 10.1.1. Like changing st at ions on a car radio, you can swit ch am ong Ent ourage funct ions by clicking t he six but t ons at t he upper- left .

Figu r e 1 0 - 1 . W h e n you 'r e u sin g En t ou r a ge 's e m a il fu n ct ion , t h e st a n da r d w in dow displa ys a folde r list , a list pa n e sh ow in g a ll of t h e m e ssa ge s in a pa r t icu la r folde r , a n d a n e m a il- spe cific t oolba r . Th e r e 's a lso a n in for m a t ion ba r a t t h e bot t om of t h e scr e e n t h a t sh ow s h ow m a n y m e ssa ge s a r e in a ch ose n folde r , h ow m a n y a r e se le ct e d, a n d w h a t sch e du le s ( if a n y) En t ou r a ge h a s on de ck . D on 't

m iss t h e Fon t s t a b in En t ou r a ge Pr e fe r e n ce s Ge n e r a l, w h e r e you ca n spe cify t h e t ype size a n d st yle you pr e fe r for r e a din g a n d pr in t in g you r e m a il a n d ot h e r En t ou r a ge com pon e n t s.

1 0 .1 .1 . En t ou r a ge Fu n ct ion s When you first launch Ent ourage and com plet e t he Set up wizard ( described in a m om ent ) , t he Mail but t on at t he upper left is already select ed. But m ail is only one of Ent ourage's funct ions. The six big icons at t he upper- left corner of t he Ent ourage screen correspond t o t he following feat ures:

M a il. This, of course, is t he big workhorse feat ure: em ail. This chapt er covers t he Mail feat ure in det ail.

Addr e ss Book . Your elect ronic " lit t le black book" —hom e t o not j ust t he em ail addresses in your social ent ourage, but also phone num bers, hom e addresses, and so on. The Address Book also feat ures predefined Address Book viewst hat let you find subset s of your dat a—every m em ber of your fam ily, for exam ple. You'll find t he com plet e det ails st art ing on Sect ion 10.4.

Ca le n da r . Plan your day, your week, your m ont h…if you dare, plan your year! You can m anage your schedule and t rack im port ant event s using t he Ent ourage Calendar. Once again, a set of views can quickly show you only work- or fam ily- relat ed event s, recurring appoint m ent s, or what ever. See Sect ion 11.1.1 for det ails.

N ot e s. Mem o- pad- like m usings t hat you can at t ach t o nam es in your address book, t asks in your t o- do list , and so on. See Sect ion 11.11 for det ails.

Ta sk s. Your t o- do list . When you click t his but t on, t he right side of t he screen shows t he list of t asks you've set up for yourself. See Sect ion 11.5 t o read everyt hing about Tasks.

Pr oj e ct Ce n t e r . The m ast er cont rol cent er from which you can t rack t he em ail m essages, docum ent s, not es, pict ures, t asks, and calendars associat ed wit h your current proj ect s, and begin new ones. I t 's your one- st op proj ect clearing house ( see Sect ion 11.9 for det ails) .

POW ER USERS' CLI N I C Th e M igh t y M or ph in g I n t e r fa ce You don't have t o be cont ent wit h t he fact ory- inst alled design of t he Ent ourage screen. You can cont rol which Ent ourage panes are visible, how big t hey are, and which colum ns show up in list views. Som e people like t o read em ail m essages in separat e windows, while ot hers like t o use t he Preview pane at t he right side of t he window, which displays t he current m essage right in t he m ain Mail window. To t urn on Ent ourage's Preview pane, choose View Preview Pane and select On Right , Below List , or None. Anot her way you can individualize your Ent ourage experience is by organizing your em ail and newsgroup m essage using groups. This feat ure let s you divide and conquer your m essages in t he list window according t o proj ect , subj ect , dat e sent , priorit y, and m ore. ( See t he box on Sect ion 10.3.4 for full det ail.) You can hide or show t he t oolbar or t he folder list using t he View m enu. For exam ple, t o Hide Toolbar. hide t he t oolbar, choose View To change t he size of a pane, drag it s border, as shown in Figure 10- 2. You can drag any border t hat has a t iny dot in it s m iddle. ( You don't have t o drag right on t hose dot s, t hough.) Ent ourage also let s you decide what colum ns appear in Mail view's list pane. I f you don't care about seeing t he Cat egories colum n for your em ail, for exam ple, you can hide it , leaving m ore space for nam e, Subj ect , and Dat e. To swit ch colum ns on or off, choose from Colum ns subm enu. t he View You can also rearrange t he colum ns, which can be handy if you'd rat her see t he Subj ect colum n first inst ead of t he Sender, for exam ple. Just drag t he colum n's header horizont ally; release when t he vert ical dot t ed line is where you'll want t he colum n t o wind up. To m ake a colum n wider or narrower, drag t he short black divider line bet ween colum n nam es horizont ally. When you change Ent ourage views—from Mail, t o Address Book, t o Calendar, and so on—you'll see even m ore int erface changes. Alt hough t he basic layout of t he window rem ains const ant —folders on t he left , t oolbar on t op—t he cont ent s of t he m ain window

pane changes t o display t he current funct ion's info; and t he collect ion of t oolbar icons also changes t o m at ch t hat funct ion.

Figu r e 1 0 - 2 . Top: D r a g a n y of t h e w in dow divide r s t o r e size t h e pa n e s a ccor din g t o you r n e e ds. Bot t om : I f you pr e fe r t o se e t h e m a in in for m a t ion in t h e la r ge st vie w , u se t h e Vie w ( or Ca le n da r ) m e n u t o h ide e ve r yt h in g t h a t ca n possibly be h idde n . Th is opt ion is e spe cia lly e ffe ct ive w h e n you 've ope n e d m u lt iple En t ou r a ge w in dow s, a s de scr ibe d in t h e box on Se ct ion 1 0 .1 .2 .

1 0 .1 .2 . Th e Toolba r Unlike Word, Ent ourage has only one t oolbar ( see Figure 10- 3) , which changes t o reflect your current act ivit y. For exam ple, if you're working wit h em ail, t he t oolbar's but t ons all pert ain t o em ail funct ions; if you click t he Calendar but t on, t he t oolbar gains calendar- appropriat e com m ands. You'll encount er t hese com m ands in t he cont ext of t he em ail, newsgroup, calendar, address book, not es, and t ask discussions in t his and t he following chapt ers. The six Ent ourage view but t ons at t he left end of t he t oolbar persist t hrough every view.

GEM I N TH E ROUGH M u lt iplyin g W in dow s When you launch Ent ourage t he first t im e, it 's set t o display each m aj or funct ion—Mail, Address Book, Calendar, and so on—in t he m ain window when you click t he appropriat e icon in t he t op- left corner. Whichever feat ure you choose t akes over t he m ain Ent ourage window and hides t he ot hers. But what if you want t o see your calendar and your em ail at t he sam e t im e? You can—by opening t hem in separat e windows. To do so, choose File New Open New Main Window. Now you can see t wo views sim ult aneously, such as your Calendar and Not es, t wo Mail windows, your Address Book and Tasks, and so on. Just click t he view but t ons in t he t op left corner t o choose what t o display. I f you are fort unat e enough t o be st aring at a 30- inch display, don't st op at j ust t wo Ent ourage windows—m ake as m any as you like!

Figu r e 1 0 - 3 . En t ou r a ge 's t oolba r com m a n ds ch a n ge t o m a t ch t h e En t ou r a ge fu n ct ion you 'r e u sin g, for e x a m ple , sw it ch in g fr om e m a il icon s ( t op) t o ca le n da r icon s ( m iddle ) . Con t r ol- click t h e t oolba r t o ch oose t h e displa y opt ion s or ope n t h e Cu st om ize Toolba r pa le t t e ( bot t om ) , a n d it s com ple t e ca t a log of a va ila ble t oolba r bu t t on s.

Ent ourage 2008, for t he first t im e, let s you cust om ize it s t oolbar. I f you find t hat you never use t he Cat egories but t on or frequent ly need t o forward m essages as at t achm ent s, for exam ple, consider cust om izing t he t oolbar so you only see t he but t ons you really need. Cont rol- click ( or right - click) t he t oolbar and choose Cust om ize Toolbar from t he short cut m enu t o display all t he possible but t ons for t he current Ent ourage funct ion. Drag new but t ons ont o t he t oolbar or drag unwant ed but t ons off it . Along wit h but t ons, you'll find spaces and separat ors t o help you perfect your t oolbar. I f you find yourself get t ing carried away wit h adding but t ons—or j ust need t o m axim ize a sm all screen—choose Use Sm all Size from t he t oolbar's Cont rol- click m enu. This m enu also gives you an opt ion for displaying t he but t ons as I con Only, Text Only, or I con & Text —ot herwise known as right brained, left brained, and inform at ion overload. I f you're a keyboard- com m and m aven, you m ay prefer t he ult im at e t oolbar cust om izat ion—rem oving it ent irely. That way, since t here are keyboard com m ands for virt ually every but t on in t he t oolbar, you can keep your Hide Toolbar t o liquidat e t he but t on hands on t he keyboard, and m inim ize onscreen clut t er. Choose View bar and give yourself anot her vert ical half inch of screen real est at e. Alt ernat ively, click t he lit t le oblong but t on in t he upper- right corner t o hide or reveal t he t oolbar.

N ot e : The Toolbar cont rol but t on, lodged in t he upper- right corner of nearly every Mac OS X window, is a cause of great confusion for m any ot herwise- savvy Mac fans. Apple added t his but t on when t hey m oved t he t wo but t ons t hat had been in t hat corner t o t he left t o j oin t he Close but t on. You'll find t his but t on in all Office docum ent windows, where it t oggles bet ween showing and hiding t he t oolbar. I n Finder windows it hides t he t oolbar and t he Sidebar—and regularly inst igat es frant ic t ech- support phone calls aft er an inadvert ent m ouse click.

1 0 .2 . Se t t in g Up En t ou r a ge When you first launch Ent ourage ( or when you creat e a new ident it y, as described on Sect ion 11.13 ) , t he Ent ourage Set up Assist ant present s it self. The Set up Assist ant present s a long series of quest ion- and- answer screens t hat give you t he opport unit y t o set up your em ail account s, im port your address book inform at ion from what ever m ail program you used t o use, and so on. Any em ail program requires a num ber of t echnical det ails t hat define your part icular em ail account . I f you have anot her em ail program t hat 's been working fine, you m ay be able t o im port all t he det ails from t he older program , along wit h your collect ion of saved m ail and addresses. I t 's easier t o im port from som e program s t han ot hers. I f you're bringing in m ail from Apple Mail or Eudora ( version 5.0 or lat er) it 's a cinch—j ust follow t he inst ruct ions in t he Ent ourage Set up Assist ant . I f you're im port ing from ot her em ail program s, see t he box on Sect ion 10.2. I f you've never used your Mac for em ail before, however, or if you're using a Mac t hat doesn't have a funct ioning em ail program , you'll need t o t ype t hese em ail set t ings int o Ent ourage direct ly. Unless you're quit e a t echnical person, your sole source of t his inform at ion is your I nt ernet Service Provider's help line ( or inst ruct ion sheet ) . You need t he account inform at ion your I SP gave you in order t o receive or send em ail, so have t his info on hand as you set about get t ing Ent ourage ready.

POW ER USERS' CLI N I C Th e I m por t Bu sin e ss Wit h t he advent of Office 2008, Ent ourage's aut om at ed im port capabilit ies are seriously dim inished. The Ent ourage Set up Assist ant offers only t wo choices beside earlier versions of Ent ourage: Apple Mail and Qualcom m Eudora version 5 or lat er. Ent ourage 2004 could im port t hose t wo as well as Net scape Com m unicat or, Out look Express, and Claris Em ailer. Much of t hat was possible because t hose older Mac OS 9 program s could run under Classic, t hereby let t ing Ent ourage int eract wit h t hem . Wit h Mac OS X 10.5 Leopard, Classic is no m ore, and Ent ourage's em ail im port capabilit ies are lim it ed t o m essages saved in t he MBOX form at . Luckily, m ost Mac OS X em ail program s—including Thunderbird, Eudora, and Mailsm it h—m ake use of t his form at . When you're ready t o m ake t he swit ch, export your m ailboxes from your current program in t he MBOX form at . You'll end up wit h one or several files wit h t he .m box ext ension. Then I m port t o launch t he I m port assist ant . Click t urn t o Ent ourage and choose File " Cont act s or m essages from a t ext file" and t hen click t he right arrow. Then click " I m port m essages from an MBOX- form at t ext file" and again click t he right arrow. Navigat e t o your export ed .m box file and click I m port . Repeat t his I m port assist ant procedure if you have m ore t han one .m box file t o im port . Alt hough t his folder- by- folder m et hod is a bit t edious, it ensures you'll also get t he m ail included in any subfolders. I f t he m ailboxes you export ed from your previous m ail program had no subfolders, t hen you can im port t hem t he easy way: Creat e a new folder in New Folder) and drag t he .m box file int o it . Ent ourage ( choose File

Then let t he Set up Assist ant t ake you by t he hand like t his:

1 . I m por t you r ca le n da r , a ddr e ss book in for m a t ion , a n d e m a il fr om you r olde r pr ogr a m s, if you lik e. As part of Ent ourage's cam paign t o serve as t he only com m unicat ion and organizat ion program you'll ever need, t he Set up Assist ant now offers t o im port em ail and address book inform at ion from anot her em ail program , calendar program , or address book program t hat you used t o use before t he great day of Ent ourage's arrival. This feat ure saves you ast ronom ical am ount s of t im e. Since all of your fam iliar dat a is inst ant ly available, you can get com fort able wit h Ent ourage—your new em ail/ calendar/ address book program —in record t im e. The assist ant gives you t hree choices: t o im port not hing at all; t o im port inform at ion from an earlier version of Ent ourage; or t o im port from anot her program . I f you choose t o im port from anot her program , t he Set up Assist ant present s you wit h a short list of em ail program s from which it can im port inform at ion: Apple Mail or Qualcom m Eudora ( 5.0 or lat er) . You can also t ell Ent ourage t hat your em ail program isn't list ed, at which point it explains t hat Ent ourage can im port m ail m essages in t he MBOX form at ; or cont act s from a com m a- or t ab- delim it ed t ext file. Finally, you'll choose from a list of individual it em s t o im port : your m ail m essages, addresses, account inform at ion, filt ers, signat ures, calendar it em s, t asks, not es, and so on. Your choices vary depending on t he program you're im port ing from . Once you've select ed t he it em s t o im port , click t he right arrow t o st art t he process, which can t ake a long t im e depending on t he volum e of your saved m essages. ( Bet t er grab a snack.)

UP TO SPEED POP, I M AP, a n d W e b- ba se d M a il When it com es t o em ail, t here are t hree flavors of account s: POP ( also known as Post Office Prot ocol or POP3) , I MAP ( also known as I MAP4) , and Web- based. Alt hough t he lines bet ween t hem are oft en blurry, each has it s own dist inct nat ure, wit h different st rengt hs and weaknesses. POP account s are t he m ost com m on kind. This t ype of account usually t ransfers your incom ing m ail t o your hard drive before you read it , which works fine as long as you're using only one com put er t o access your em ail. I f you want t o t ake your Ent ourage em ail world along wit h you on t he road, you have t o copy t he Docum ent s Microsoft User Dat a folder on your deskt op Mac's hard drive—or, at t he very least , t he Docum ent s Microsoft Office 2008 I dent it ies folder—int o t he corresponding locat ion on User Dat a your lapt op's hard drive. Then, when you run Ent ourage on t he lapt op, you'll find your m essages and at t achm ent s already in place. ( Anot her t ravelers' t ip: Ent ourage can leave your POP m ail on t he server, so t hat you can read it while on t he road, but st ill find it wait ing on your hom e Mac when you ret urn. See Sect ion 10.3 . )

I MAP account s are m ost oft en found am ong educat ional inst it ut ions and corporat ions, but are becom ing m ore popular for personal use because of services like .Mac and Gm ail. Unlike POP, where your m ail is st ored on your hard drive, I MAP keeps your m ail on t he rem ot e server, downloading it only when you want t o read or act on a m essage. Thus, you can access t he sam e m ail regardless of t he com put er you use. I MAP servers rem em ber which m essages you've read and sent , t oo. The downside t o t his approach, of course, is t hat you can only work wit h your em ail when you're online, because all of your m ail is on an I nt ernet m ail server, not on your hard drive. Web- based servers are sim ilar t o I MAP servers, in t hat t hey st ore your m ail on t he I nt ernet ; you use a Web browser on any com put er t o read and send m essages. Alt hough Web- based account s are convenient , m ost free Webbased account s put ads in your em ail, and you m ay find it awkward t o com pose and m anage m essages using a Web browser. The not able except ion is Google's Gm ail service, which is ad free, works great on a Mac, and has a POP and I MAP set t ings so you can use it wit h Ent ourage. The only downside t o POP and I MAP account s is t hat if you swit ch I SPs, you have t o swit ch your em ail address as well. To prevent t his problem , you can use Gm ail or Apple's .Mac service, which give you a perm anent em ail address. I f your " real" em ail address changes, t hese services sim ply forward your m ail t o what ever new address you specify. That way, you'll never have t o send out a change- of- em ail- address again.

When t he im port ing is com plet e, click Finish. I f you didn't previously indicat e t hat you want ed Ent ourage t o be your default em ail program , t he Set up Assist ant will ask you again. Tell t his eager- beaver soft ware Yes or No. Once you've successfully im port ed your em ail account 's set t ings, you're ready t o st art using Ent ourage. Skip t o t he next sect ion. I f you didn't im port set t ings from an exist ing em ail program , however, or if t he im port ing didn't go sm oot hly, you m ay now have t o t ype in t he em ail set t ings for your account .

2 . Te ll En t ou r a ge you r e m a il a ddr e ss. Type your em ail address in t he box provided. Click t he right arrow t o cont inue.

N ot e : I f you're part of a large organizat ion, your em ail account m ay run on Exchange server, a cent ralized syst em t hat keeps t rack of em ail, calendars, and cont act inform at ion on a cent ralized server. That way, you can access it from any com put er and share calendars and ot her inform at ion wit h your coworkers. Turn on t he checkbox for " My account is on an Exchange server" if t his applies t o you, and ask your net work adm inist rat or for t he Exchange server set t ings you'll need t o com plet e t he Set up Assist ant .

I f your em ail account is on a popular syst em t hat Ent ourage has in it s m em ory banks—like Eart hLink, Hot m ail, or Gm ail—it aut om at ically fills in t he m ail server set t ings for you and displays a window saying " Aut om at ic Configurat ion Succeeded." I t also report s t hat you can verify t hese set t ings in t he next window by clicking t he right arrow. I f Ent ourage is not fam iliar wit h your em ail provider, t he Assist ant 's window says " Aut om at ic Configurat ion Failed" and alert s you t hat you'll have t o m anually fill in t he rest of t he account set t ings aft er you click t he right arrow t o cont inue. The Set up Assist ant displays it s " Verify and Com plet e Set t ings" window ( Figure 10- 4) . I f Ent ourage recognized your em ail account in t he last window, your j ob is j ust t o check it s work and t ype your password in t he appropriat e field. Ot herwise, cont inue wit h t he following st eps t o ent er your account inform at ion.

N ot e : For years AOL exist ed in it s own privat e universe, forcing you t o use only AOL soft ware t o access it s em ail. But in recent years AOL realized t hat if it was going t o cont inue t o com pet e in cyberspace, it would have t o open it s em ail port als. Now you can set up AOL for eit her POP or I MAP.

Figu r e 1 0 - 4 . I f you don 't im por t you r se t t in gs fr om a n ot h e r e m a il pr ogr a m or a n e a r lie r En t ou r a ge , t h e En t ou r a ge Se t u p Assist a n t w a lk s you t h r ou gh t h e pr oce ss of e n t e r in g t h e pe r t in e n t in for m a t ion . I f, for se cu r it y r e a son s, you 'd r a t h e r e n t e r you r pa ssw or d e ve r y t im e you ch e ck for e m a il, t h e n t u r n off t h e opt ion t o sa ve you r pa ssw or d in t h e M a c OS X Ke ych a in .

3 . Type t h e n a m e you w a n t t o u se t o sign you r e m a il a n d n e w sgr ou p m e ssa ge s. The " Your nam e" t ext box probably already cont ains t he nam e t hat you ent ered in Word as your user nam e, but you can put any nam e you like here—Buddha Boy, if you like. ( Again, t hough, read up on et iquet t e on Sect ion 10.3.7.7.)

4 . En t e r you r e m a il a ccou n t I D a n d pa ssw or d . I n t his st ep, you'll need t o ent er your em ail account I D and t he password for your account . Your account I D is usually t he port ion of your em ail address t hat com es before t he @ sym bol, alt hough som e em ail syst em s require your com plet e em ail address in t his box. Ent ourage is willing t o st ore your password in t he Mac OS X Keychain ( a handy Mac OS X feat ure t hat m em orizes all of your em ail and file- sharing passwords for you) . Turn off t he " Save password in m y Mac OS X keychain" box only if you want t o have t o t ype your password every t im e Ent ourage checks your em ail—which get s old very quickly but m ay be com fort ing if shady charact ers have access t o your com put er.

5 . Te ll En t ou r a ge w h a t k in d of in com in g m a il se r ve r you 'll be u sin g, a n d t ype in you r in com in g a n d ou t goin g m a il se r ve r a ddr e sse s. As not ed above, you need t o consult t he account inform at ion your I SP gave you when you signed up ( or ask your net work adm inist rat or, if you're on a corporat e net work) t o figure out what set t ings t o use. The choice here in t he pop- up m enu for t he incom ing m ail server t ype is bet ween POP and I MAP.

Not shown in t his Set up Assist ant window are t he advanced server opt ions for alt ernat ive port s, securit y, and aut hent icat ion. I f your I SP requires t hem , you'll have t o ent er t hose m anually aft er you com plet e t he Set up Assist ant ( see Sect ion 10.2.2) . Click t he right arrow but t on t o cont inue.

6 . Click Ve r ify M y Se t t in gs.

7 . Assu m in g you 'r e con n e ct e d t o t h e I n t e r n e t , En t ou r a ge t e st s t h e se r ve r se t t in gs you 've j u st e n t e r e d a n d sh ow s w h a t it fin ds ou t in t h e Re su lt s box . Click t h e le ft a r r ow if you n e e d t o go ba ck a n d ch a n ge a n y of you r se t t in gs. Ot h e r w ise , click t h e r igh t a r r ow t o con t in u e.

8 . N a m e you r a ccou n t . Ent ourage needs a nam e for your brand- new account , such as Eart hlink Account or Com cast Account . Turn on t he t op checkbox t o ent er t his em ail address in your " Me" cont act card in t he Ent ourage Address Book. A word about t he ot her checkbox here: The Ent ourage t oolbar has a but t on called Send/ Receive. I f you have m ore t han one em ail account , clicking t his single but t on can check all your em ail account s. Turn off t he " I nclude t his account in m y Send & Receive All schedule" opt ion on t his screen if you don't want t his account t o be checked aut om at ically. Addit ionally, you can configure Ent ourage t o Send & Receive All on a schedule—every five m inut es for exam ple. This checkbox also det erm ines whet her t he account is included in t hose scheduled connect ions.

N ot e : On t he ot her hand, you m ay also select which account you wish t o send and receive em ail from t he pop- up m enu beside t he Send/ Receive but t on.

9 . Click Fin ish t o w r a p t h in gs u p . Ent ourage now has all t he basic inform at ion it needs t o st art work. I t s final quest ion is whet her you'd like t o m ake Ent ourage your default em ail program . I f you click t he Make Default but t on, Ent ourage opens whenever, for exam ple, you click an em ail link on a Web page or in a program 's online help.

N ot e : I f you decide lat er t hat you'd prefer t o use a different em ail program , you have t o open Apple's own Mail program , Preferences, and t hen select your default m ail reader. Not surprisingly, Apple runs t he show—so you choose Mail have t o use t his procedure even if you don't want t o use Mail.

GEM I N TH E ROUGH Usin g You r .M a c Addr e ss w it h You r I SP I f you're looking for an em ail address wit h a lit t le Macint osh cachet , or if t he address your I SP has given you is hopelessly hard t o rem em ber, check out Apple's m ac.com em ail service. .Mac can forward m ail from your .Mac address t o your I SP, but you can also send and receive m ail direct ly via your .Mac address. This can avoid confusion: your correspondent s sim ply use your .Mac address, and your m essages appear t o com e from your .Mac address rat her t han a hard- t o- rem em ber I SP address. No one needs t o know about your I SP. I n fact , as not ed earlier, you can change I SPs and cont inue using your .Mac m ail wit hout anyone having t o updat e t heir address books. All t his .Mac fun isn't free, t hough. I n order t o get your nift y em ail address, you have t o sign up for t he whole .Mac package, which cost s $100 a year—really not so bad considering you get a bunch of ot her feat ures like 10 GB of server space for Web sit e host ing, backup, or file t ransfer purposes; and som e free soft ware t o boot . ( Check out Gm ail.com for a free alt ernat ive—albeit wit hout t he .Mac address and ot her .Mac goodies.) Visit www.m ac.com t o learn all about it , t o subscribe, or t o sign up for a free 60- day t rial. Then configure Ent ourage t o use it as described in "Set t ing Up a Second Em ail Account " below.

1 0 .2 .1 . Se t t in g Up a Se con d Em a il Accou n t The Account Set up Assist ant j ust described is a relat ively painless procedure for set t ing up your m ain em ail account . But if you have addit ional account s t o set up, you can ret urn t o t he Set up Assist ant like t his:

1 . W it h En t ou r a ge ope n , ch oose Tools

Accou n t s.

This brings up t he Account s window, t he cent ral point for dealing wit h em ail, newsgroups, and direct ory services account s in Ent ourage.

2 . W it h t h e M a il t a b se le ct e d, click t h e N e w bu t t on. Ent ourage's Account Set up Assist ant reappears. Cont inue wit h st ep 6 of t he previous inst ruct ions.

N ot e : I f you have m ore t han one em ail account set up in Ent ourage, one of t hese account s is t he default account . The default account is t he one t hat 's aut om at ically used t o send and receive m ail, unless you specify ot herwise. To specify t he Account s and click t he Mail t ab in t he result ing window. The current default account is default account , choose Tools shown in bold. Select t he account t hat you want t o m ake t he default , click Make Default , and close t he window.

1 0 .2 .2 . Con figu r in g You r Accou n t M a n u a lly

I f you've got all t he necessary set t ings for a new account on a slip of paper in front of you, t hen t he screen- byscreen assist ant m ay seem unnecessarily slow; or you m ay need t o add som e advanced m ail- server opt ions t hat t he Account Set up Assist ant didn't offer. Here's how t o creat e a new em ail account wit hout any set up assist ant help. Choose Tools Account s t o open t he Account s window. Then, wit h t he Mail t ab select ed, click New. When t he Account Set up Assist ant appears, click Configure Account Manually. Ent ourage now asks what kind of account you want t o set up: POP, I MAP, Exchange, or Windows Live Hot m ail. Choose t he account flavor you want from t he pop- up m enu, and click OK ( or click Set up Assist ant if you wish t o go back t o Ent ourage's st ep- by- st ep hand- holding) . The Edit Account dialog box opens displaying t hree or m ore t abs ( depending on t he account t ype you've chosen) where you can ent er all of your relevant inform at ion ( see Figure 10- 5) .

Figu r e 1 0 - 5 . Top: Ch oose Tools Accou n t s t o su m m on t h e Accou n t s dia log box . Use t h e t oolba r bu t t on s t o cr e a t e or de le t e a n a ccou n t , or dou ble - click a n a ccou n t t o e dit it s se t t in gs. Bot t om : Th e Accou n t Se t t in gs t a b of t h e Edit Accou n t w in dow h a s t h e sa m e ba sic in for m a t ion a s t h e Accou n t Se t u p Assist a n t , bu t in a m u ch m or e com pa ct for m .

N ot e : Set t ing up an account m anually has anot her payoff: I t gives you advanced cont rol over how Ent ourage sends and receives m ail. These are opt ions m ost people can and should ignore ( unless your I SP requires t hem ) .Under t he Account Set t ings t ab ( see Figure 10- 5, bot t om ) , click " Click here for advanced receiving opt ions." You get a window where you can specify a secure connect ion, choose a different port for your POP or I MAP connect ions, or force Ent ourage t o use a secure password.

I f you click t he Opt ions t ab ( Figure 10- 6, t op) , you can specify t he default signat ure for t his account ( Sect ion 10.3.7.5) , addit ional headers you want added ( for geeks only) , and whet her you want t o lim it m essage sizes (Sect ion 10.3.2.4) . I f you have an I MAP account , you're also given som e addit ional opt ions, which are described on Sect ion 10.3.1.

W a r n in g: Ot her t han t he nam e you give your account , t here's absolut ely no room for creat ivit y in any of t he account set t ings. Misplaced punct uat ion, an erroneously capit alized password, or an invisible space at t he beginning of your account I D or m ail server address will put t he kibosh on your em ail account . I f you're t roubleshoot ing em ail problem s, it 's oft en helpful t o select t he ent ire cont ent s of t he field and re- ent er it —rem oving any invisible spaces in t he process.

1 0 .3 . Se n din g a n d Re ce ivin g M a il All of t he careful set up you've done up t ill now leads up t o your goal: t elling Ent ourage t o check for incom ing m ail and send any out going m ail. The basic process is easy, but several subt let ies can m ake your em ail experience m ore sat isfying.

T ip : You can also set up Ent ourage t o check your em ail account s aut om at ically according t o a schedule, as described on Sect ion 10.3.2 .

1 0 .3 .1 . Se n d a n d Re ce ive All When Ent ourage opens for t he first t im e, you've got m ail; t he I nbox cont ains a m essage for you from Microsoft . I t wasn't act ually t ransm it t ed over t he I nt ernet , t hough—it 's a st art er m essage built int o Ent ourage j ust t o t ease you. Fort unat ely, all your fut ure m ail com es via t he I nt ernet . You get new m ail and send m ail you've writ t en using t he Send & Receive com m and. You can t rigger it in any of several ways:

Click t he Send/ Receive but t on in t he t oolbar.

Choose Tools Send & Receive Send & Receive All ( or choose from t he subm enu which account you wish t o send and receive em ail from ) .

Press

- K.

Figu r e 1 0 - 6 . Top: Click in g t h e Opt ion s t a b r e ve a ls a sle w of opt ion s t h a t a r e n 't a va ila ble t h r ou gh t h e Accou n t Se t u p Assist a n t . For e x a m ple , if you h a ve a slow con n e ct ion , you ca n ch oose t o j u st pa r t ia lly r e ce ive la r ge m e ssa ge s, a n d if you 'd lik e t o a cce ss you r m a il fr om m or e t h a n on e com pu t e r , you ca n ch oose t o le a ve a copy of t h e m e ssa ge s on t h e se r ve r . Bot t om : Th e M a il Se cu r it y t a b le t s you ch oose e m a il- spe cific se cu r it y opt ion s.

Now Ent ourage cont act s t he m ail servers list ed in t he account list , ret rieving new m essages and downloading any files at t ached t o t hose m essages. I t also sends any out going m essages and t heir at t achm ent s.

POW ER USERS' CLI N I C Con figu r in g I M AP Opt ion s I MAP account s offer lot s of flexibilit y—but as usual in t he soft ware world, t hat m eans t hat t hey also offer lot s of com plexit y. To find Ent ourage's st aggering array of I MAP opt ions, choose Tools Account s; double- click t he nam e of your I MAP account ; and click t he Opt ions t ab. Here you'll find special opt ions, in addit ion t o t hose described at t he end of t his chapt er:

Alw a ys dow n loa d com ple t e m e ssa ge bodie s. Norm ally, when you connect t o an I MAP account , Ent ourage grabs only t he m essage's headers—it s size, subj ect line, sender's nam e, and dat e. The body of t he m essage st ays on t he server unt il you preview or open t he m essage, at which t im e Ent ourage ret rieves t he whole t hing. I f you t urn on t his box, however, Ent ourage downloads bot h t he headers and t he m essage cont ent s t o your I nbox, m aking t hem inst ant ly available. This opt ion, in ot her words, m akes your I MAP account behave a lot like a POP account .

Root folde r. I f you haven't heard from your I MAP account adm inist rat or t hat t his is som et hing you need t o fill in, ignore it .

Live Syn c ( st a y con n e ct e d w it h se r ve r ) . These opt ions let you choose how Ent ourage m anages it s connect ion t o I MAP servers—for exam ple, whet her it t ries for a connect ion as soon as Ent ourage is launched, how long it should st ay connect ed, and whet her it should connect t o all of your m ail folders or j ust t he I nbox.

Ch e ck for u n r e a d m e ssa ge s in su bscr ibe d folde r s. I f you've subscribed t o I MAP folders, t urning on t his opt ion m akes Ent ourage check t hem for new m ail aut om at ically. Turning it off m eans you'll have t o look inside t he folders yourself.

I f you're an especially t echnical I MAP fan, you can also t weak t he Advanced t ab in t he Edit Account window. There, you'll be able t o fine- t une t wo set s of preferences:

Spe cia l folde r s. Ordinarily, an I MAP account st ores your incom ing, delet ed, and filed m essages on an I nt ernet server. Messages you've sent or haven't yet sent ( because t hey're in your Draft s folder) , however, rem ain on your hard drive. I f you t urn on " St ore special folders on I MAP server" and t hen t urn on t he corresponding folder checkboxes, Ent ourage st ores t he cont ent s of t he Sent I t em s and Draft s folders on t he server, t oo, so t hat you'll have access t o t hem from anywhere. ( You'll need t o specify a server's folder pat h for t hese it em s, should t hey be nam ed anyt hing but " Sent I t em s" and " Draft s." ) You can also choose a folder t o collect t he j unk m ail t hat hit s your I MAP account , as det erm ined by Ent ourage's j unk m ail filt er. ( I f you disagree, click t he " j unked" m essage and click t he Junk but t on in t he Ent ourage t oolbar—which now changes t o Not Junk.)

D e le t e opt ion s. This feat ure has not hing t o do wit h wiping out st ock holdings. I nst ead, it has t o do wit h how your I MAP I nt ernet server processes a m essage t hat you delet e: I t can eit her delet e it out right or m ove it t o it s own Delet ed I t em s folder. You can also indicat e here when delet ed m essages are act ually delet ed—when you quit Ent ourage, aft er m essages reach a cert ain age, or when you close an I MAP folder.

T ip : Aft er it 's done, Ent ourage t ries t o com m unicat e it s success or failure by playing a cheerful chim e—one for " You've got m ail," a different one for " You've got no m ail," and so on. You can change t hese sounds, opt t o have Ent ourage flash t he m enu bar inst ead, elect t o have Ent ourage bring it self in front of your ot her open Mac program s when t here's new m ail, or Preferences General even choose a com plet ely different sound set . All of t his fun await s in t he Ent ourage Preferences Not ificat ion t ab. Oh yes, you can also t urn off not ificat ions alt oget her.

I n t he list on t he right side of your screen, new m essages appear in bold t ype. Folders cont aining new m essages show up in bold t ype, t oo ( in t he Folder list at t he left side of t he screen) . The boldface num ber in parent heses aft er t he word " I nbox" let s you know how m any of it s m essages you haven't yet read. Finally, aft er downloading t he m essages, Ent ourage applies it s filt ers—what it calls Rules—t o all new m essages, put t ing m ail from m ailing list s int o specific folders, for exam ple. You'll find m ore on rules on Sect ion 10.3.6.1.

1 0 .3 .1 .1 . Th e Pr ogr e ss w in dow While it 's connect ing t o t he I nt ernet and t ransferring m essages, Ent ourage report s briefly on it s act ivit y at t he bot t om of t he m ain window. I f you'd like m ore det ail, open Ent ourage's Progress window, as shown in Figure Progress or pressing - 7. 10- 7, by choosing Window

Figu r e 1 0 - 7 . Top: Th e pr ogr e ss w in dow fir st a ppe a r s a s a sm a ll w in dow w it h a flippy t r ia n gle on t h e le ft side . Bot t om : W h e n you click it , t h e w in dow sh ow s you a ll of t h e de t a ils a s it m a k e s a n e t w or k con n e ct ion : w h a t se r ve r h a s be e n ch e ck e d, t h e n u m be r of m e ssa ge s le ft t o be dow n loa de d, w h e r e t h e y'r e com in g fr om a n d h ow m u ch of e a ch m e ssa ge is le ft t o be dow n loa de d.

1 0 .3 .1 .2 . Ch e ck in g a spe cific e m a il a ccou n t You don't have t o check all of your em ail account s whenever you want t o get m ail. Suppose, for exam ple, you're having a holiday weekend at hom e and don't really care t o see any em ail from your work account , but t o want t o see any m essages t hat com e t o your personal account . You can exclude an account ( or several account s) from t he " Send & Receive All" rout ine easily enough. Open t he Account s window ( Tools Account s) , double- click t he account 's nam e, t urn off " I nclude t his account in m y " Send & Receive All' schedule," click OK, and close t he Account s window. But suppose you usually want t o check all account s, but occasionally want t o check only one of t hem . On such an occasion, choose t hat account 's nam e from t he Send/ Receive m enu but t on on t he m ain Ent ourage window. ( Alt ernat ively, choose t he account nam e from t he Tools Send & Receive subm enu.)

1 0 .3 .2 . Adva n ce d M a il- Ge t t in g Fe a t u r e s Hundreds of t housands of people are perfect ly cont ent using Ent ourage for em ail j ust as it com es out of t he box. But if you're willing t o open t he hood and m odify a few t echnical opt ions, you can unleash som e awesom e variat ions on t he " Click a but t on t o download m ail" rout ine.

1 0 .3 .2 .1 . Au t om a t ic ch e ck in g on a sch e du le St op pressing a but t on t o check your em ail. You can set up Ent ourage t o check your em ail according t o a regular schedule. To be sure, t his is an advanced feat ure, which m ay force you t o t hink, j ust for a m om ent , like you're a com put er. But t here's no debat ing t he convenience of receiving m essages t hroughout t he day, m om ent s aft er your correspondent s click t heir send but t ons. ( On t he ot her hand, som e folks enj oy t he unint errupt ed peace and quiet of t heir workday, and prefer t o t ake a virt ual walk t o t he post office once or t wice a day.) To creat e a schedule, choose Tools Schedules t o bring up t he Schedules window ( Figure 10- 8, t op) . Click t he New but t on in t he window's t oolbar, which brings up t he Edit Schedule window wit h an unt it led schedule (Figure 10- 8, bot t om ) . ( I f you want t o edit an exist ing schedule—for exam ple, Send & Receive All m ight be t he only schedule you really need—double- click it in t he Schedules window.) I n t his window, you can set t hree opt ions: t he schedule's nam e, when it happens, and what happens. To give t he schedule a nam e, j ust t ype it in t he Nam e field at t he t op of t he window. The When port ion of t his window let s you det erm ine when a schedule runs, using a pop- up m enu:

M a nua lly . Not hing happens aut om at ically. To run t he schedule, you'll have t o choose it s nam e from t he Tools Run Schedule subm enu. I n ot her words, it 's not a schedule.

At St a r t u p. Ent ourage runs t he schedule whenever you launch t he program .

On Qu it . Ent ourage runs t he schedule when you quit t he program .

Tim e d Sch e du le . You can set specific t im es and days for schedules t o run. That is, you can set a schedule t o run every Thursday and Sunday at 12: 20 p.m ., if you like.

Figu r e 1 0 - 8 . Th e En t ou r a ge Sch e du le s w in dow ( t op) sh ow s a ll of t h e sch e du le s a va ila ble in you r copy of En t ou r a ge . W h e n you click t h e N e w bu t t on t o cr e a t e a n e w sch e du le ( or dou ble click a n e x ist in g sch e du le t o e dit it ) , t h e Edit Sch e du le w in dow a ppe a r s ( bot t om ) . H e r e you dir e ct En t ou r a ge w h a t t o do a n d w h e n t o do it .

Re pe a t in g Sch e du le. Unlike wit h a t im ed schedule, you can set a schedule t o run at regular int ervals, such as every 5 m inut es or every hour.

Re cu r r in g. This opt ion let s you use a schedule t o run in a recurring pat t ern over a defined period of t im e—such as m ont hly on t he 21st day of each m ont h for a period of t hree m ont hs, st art ing t wo m ont hs from t oday. ( Som ewhere som eone needs t his opt ion.)

For Tim ed schedules and Recurring schedules, you can set t he part iculars by clicking t he but t on next t o t he popup m enu, which opens a window where you can set exact days, hours, and m inut es for schedules t o run. By clicking t he Add Occurrence but t on, you can add up t o t hree " t riggers" for t his aut om at ed act ion. For exam ple, you m ight set up a Tim ed Schedule, an At St art up schedule, and an On Quit and schedule, so t hat , for exam ple, your em ail get s checked once when Ent ourage is launched, t hen every 10 m inut es, and once again when Ent ourage quit s.

T ip : I f you connect t o t he I nt ernet wit h a m odem , t urn on " Only if connect ed," t o prevent Ent ourage from t rying t o connect t o t he I nt ernet t o run t he schedule ( dialing furiously and seizing cont rol of your phone line over and over again) . I nst ead, Ent ourage will t rot off t o t he I nt ernet only if your Mac is already connect ed.

Now t hat you have specified when your schedules are t o be run, you need t o det erm ine what happens when a schedule is run; Ent ourage can do m uch m ore on a t im et able t han check your m ail. Cont rol t hese opt ions in t he Act ion sect ion of t he Edit Schedule window. The pop- up m enu has eight opt ions:

Re ce ive M a il. Ent ourage connect s t o a m ail server and downloads any wait ing m ail. This is an ideal act ion t o schedule at st art up.

Re ce ive N e w s. I f you want t o download t he lat est newsgroup post ings ( see Sect ion 10.5) , you can t ell Ent ourage t o download t hat inform at ion—anot her one t hat 's useful in a st art up schedule.

Se n d All. This act ion sends all wait ing m ail—a useful one t o schedule for when you quit Ent ourage. That way, you can m ake sure t hat all of your out going m ail goes out before you walk away from your Mac.

Ru n Apple Scr ipt . AppleScript script s can be m ade t o do j ust about anyt hing—t hey're especially good for int egrat ing funct ions of several program s, not j ust em ail ( for addit ional det ails see Sect ion 20.4) . For inst ance, you could t ell Ent ourage t o run a script t hat backs up your Docum ent s folder ont o a different hard drive when you quit Ent ourage. ( AppleScript is a program m ing language—an easy one t o m ast er, but st ill a program m ing language. I nform at ion and links t o online resources are also available at Apple's AppleScript Web sit e, www.apple.com / applescript . You can also read all about it in AppleScript : The Missing Manual. )

D e le t e M a il. Trashes Ent ourage m ail from your Delet ed I t em s folder, which m ight be som et hing t hat you want t o do whenever you quit t he program .

D e le t e Ju n k M a il. Em pt ies your j unk m ail folder—t his is anot her cleanup chore you m ight want Ent ourage t o do when it quit s. I f you do, however, you're get t ing rid of a safet y net for good m ail sort ed int o t he j unk m ail folder by m ist ake.

La u n ch Alia s. This schedule it em opens an alias t o any docum ent or program on your hard drive—powerful st uff if you want t o launch, say, your Web browser whenever you launch Ent ourage.

Ex ce l Au t o W e b Pu blish . This it em has t o do wit h Excel's Save As Web Page feat ure, which let s you publish an Excel workbook as a Web page aut om at ically. So why is an Excel opt ion showing up in an Ent ourage dialog box? When you set a workbook t o publish on t he Web on a recurring basis, Excel hands t he t ask off t o Ent ourage's scheduling feat ure, where it appears as a schedule. Once it 's in Ent ourage, you can furt her cust om ize when t he aut om at ic publishing of t hat workbook t akes place. When Ent ourage execut es an Aut o Web Publish schedule, it opens t he workbook in Excel and saves it as a Web page. ( This opt ion isn't available unless you've already creat ed an aut opublishing workbook in Excel.)

Once you've select ed one of t hese opt ions, you can also select param et ers for it . For exam ple, if you choose Receive News, you can specify which subscribed newsgroups ( see Sect ion 10.5) you want t o read.

You can add dozens of act ions t o t ake place in a single schedule. To add an act ion, click t he Add Act ion but t on. A new pop- up m enu appears. ( To delet e one, t oo, click it s line in t he dialog box and t hen click t he Rem ove Act ion but t on.) At t he bot t om of t he dialog box, t he Enabled checkbox let s you t urn t his schedule on or off—as does clicking t he sam e- nam ed checkbox in t he Schedules window (Figure 10- 8, t op) . Ent ourage com es wit h t hree prefab schedules you can edit t o m eet your own ends: Em pt y Delet ed I t em s Folder, which delet es all m essages in t he Delet ed I t em s folder; Send & Receive All, which sends all out going m ail and receives any wait ing m ail for all t he account s you've set up; and Send All, which sends all out going m ail wit hout checking for incom ing m ail. You can run t hese schedules, as well as any you've set up yourself, by choosing Run Schedule subm enu. from t he Tools

1 0 .3 .2 .2 . Th e ca bin - in - t h e - w oods fe a t u r e : on lin e a ccou n t s As not ed earlier in t his chapt er, t he world's m ost com m on em ail account t ypes are POP ( in which your m essages are t ransferred from t he I nt ernet t o your hard drive) and I MAP ( in which your m essages always rem ain on your m ail server rat her t han your com put er) . The kind of account you have depends on your I SP. But like ot her hip em ail program s, Ent ourage can let you use POP account s alm ost as if t hey were I MAP account s—t hat is, you can grab your m essages wit hout rem oving t hem from your I nt ernet server. Bet t er yet , t he program can download only t he headers of t he m essages, which t akes but an inst ant , even over a slow ( or expensive) connect ion. Once you have t he headers, you can survey t he subj ect lines or t he nam es of t he senders, and choose which m essages you want t o download in t heir ent iret y. This feat ure is ideal for use when you're st aying in a rem ot e get away cabin, dialing your I nt ernet account over a slow m odem connect ion, for t wo reasons. First , you're spared t he t edium of downloading a bunch of m essages and at t achm ent s you don't really need while on ret reat . Second, t he m ail st ays on t he server unt il you delet e it m anually; it 'll st ill be t here when you ret urn hom e, when you can again download t he m essages, t his t im e ont o your m ain Mac.

N ot e : Most I nt ernet service providers allow you t o accum ulat e only 5 or 10 m egabyt es' wort h of m ail. Beyond t hat lim it , incom ing m essages get " bounced" back t o t heir senders. I n ot her words, you can't delay downloading your m essages indefinit ely, and at t achm ent s can easily consum e a lot of your quot a. Unfort unat ely, t here's no way wit hin Ent ourage t o see how m uch space your m ail is using on your I SP's server. Depending on your I SP, you m ay be able t o see t hat inform at ion if you logon t o your em ail account via Web- m ail.

Microsoft calls t his feat ure online access, by which it m eans t hat you'll access m ail in t his account only via t he I nt ernet , rat her t han downloading it t o your hard drive. To set up your account t his way, choose Tools Account s, which brings up t he Account s window. Double- click t he account t hat you want t o m ake available for online access. I n t he result ing Edit Account window, click t he Opt ions t ab and t urn on " Allow online access," as shown in Figure 10- 9. You wind up wit h a new icon in t he Folder I t em s pane: t he online represent at ion of your account , bearing t he sam e nam e.

Figu r e 1 0 - 9 . Th e Edit Accou n t w in dow ( le ft ) con t a in s t h e " Allow on lin e a cce ss" ch e ck box . Th e icon t it le d H oppe r , loca t e d be low t h e list of folde r s ( r igh t ) , is a n on lin e e m a il a ccou n t . W h e n you se le ct it , En t ou r a ge le t s you r e a d m e ssa ge s dir e ct ly fr om t h e se r ve r w it h ou t dow n loa din g t h e m —pa r t icu la r ly u se fu l if you u se m or e t h a n on e com pu t e r t o ch e ck e m a il.

Set t ing up an account for online access doesn't rem ove it s m ail or folders from your hard drive. I t j ust set s up an addit ional, different way of accessing t he account , as represent ed by a new icon in t he Folder List for t hat account . ( Yes, t his is confusing.)

T ip : When you set up an account for online access, it 's usually a good idea t o t urn off Ent ourage's Preview pane ( View Preview Pane) . You'll see why in a m om ent .

To m ake Ent ourage check t he m ail server for new m essages sent t o t his account , click t his icon in t he Folder I t em s list —j ust one click. Ent ourage st art s by downloading only t he header inform at ion of t he wait ing m essages: subj ect lines, sender nam es, dat e and t im e t he m essage was sent , and so on. I t doesn't download t he m essages t hem selves. I f you see a m essage whose subj ect line or sender looks prom ising, click it . I f Ent ourage's Preview pane is showing, Ent ourage downloads t he m essage and shows it t here. I f not , double- click t he m essage t o m ake Ent ourage download it and display it in t he m essage window. Eit her way, t he m essage also rem ains on t he m ail server—t hat 's t he big difference bet ween using t he online access feat ure and using t he Send & Receive com m and for t hat account . To delet e m ail from an online account , select t he m essages t hat you want t o delet e, and t hen press t he Delet e key. ( Now you see why it 's a good idea t o t urn off t he Preview pane—when you click a m essage t o delet e it , you sim ult aneously t ell Ent ourage t o dow nload it if t he Preview pane is on t he screen.) The m essage doesn't m ove, but a " delet ed online m essage" icon appears in t he m essage's Online St at us colum n

( see Figure 10- 10 ) . When you next connect t o t hat account in online m ode, Ent ourage delet es t he m essage from t he server, if you're st ill connect ed t o t he I nt ernet .

Figu r e 1 0 - 1 0 . On lin e m e ssa ge s t h a t you 've de le t e d st ill sh ow u p in t h e m e ssa ge list , be a r in g a n icon t h a t look s lik e a r e d X. Th e n e x t t im e t h a t you con n e ct t o a n on lin e a ccou n t , a n y m e ssa ge s t h a t a r e m a r k e d for de le t ion w ill be sh ow n t h e door . I f you ch a n ge you r m in d, you ca n click t h e de le t e d on lin e m e ssa ge icon a n d ch oose " Le a ve M e ssa ge on Se r ve r " .

On t he ot her hand, if you change your m ind and want t o keep a m essage you've m arked for delet ion, click t he delet ed online m essage icon. From t he pop- up m enu, choose Leave Message on Server, so t hat t he " delet ed online m essage" icon disappears. The m essage will be t here wait ing for you when you check your em ail account in one of t he " norm al" ways.

W ORKAROUN D W ORKSH OP D on 't Bu g M e Advert isers—and spam m ers—are increasingly using Web bugs, which are references t o t iny, 1- by- 1 pixel graphics t hat com e em bedded in HTML- form at t ed em ail m essages. Web bugs exist purely for t racking purposes: I f your em ail program downloads a Web bug, a corresponding ent ry appears in t he advert isers ( or spam m er's) Web server log. Now t hey know where and when som eone viewed t he m essage. There's no way t o t ell if an HTML- form at t ed m essage cont ains a Web bug ( at least not wit hout exam ining t he HTML source) . But if you t ell Ent ourage not t o " Display com plex Preferences Securit y, and t urn off t he HTML in m essages" ( choose Ent ourage appropriat e checkbox) , you preserve a lit t le m ore privacy. Even wit h t his set t ing t urned on, Ent ourage doesn't download pict ures, which, aft er all, could be Web bugs, unt il you click t he " Download Pict ures" link at t he t op of t he preview window. I f you're t he happy m edium t ype, t urn on t he checkbox on t he sam e panel t hat aut om at ically downloads HTML im ages only from senders in your Address Book ( whom , presum ably, you t rust ) .

1 0 .3 .2 .3 . Re st r ict in g dow n loa d size s For road warriors st uck wit h slow m odem connect ions, you can t ell Ent ourage t o grab only t he first port ion of a m essage, so t hat you don't have t o sit t hrough an hour- long m odem connect ion t o download t hat " You Want I t When?" cart oon t hat your aunt t hought was j ust so funny.

To do t his, select Tools Account s and t hen open t he account for which you want t o lim it t he size of downloaded m essages. Click t he Opt ions t ab at t he t op of t hat window, and t hen t urn on " Part ially receive m essages over _ _ _ KB." You can set how m uch of a m essage you want t o grab ( see Figure 10- 9) . I f you decide t hat you want t o download t he ent ire m essage, click t he broken- envelope icon; choose " Receive Ent ire Message at next Connect " from t he m enu t hat pops up ( Figure 10- 11 ) .

N ot e : I t 's crucial t o rem em ber t o t urn t his opt ion off once you get hom e, or you'll be wondering why Ent ourage keeps chopping off your m essages and giving you half- downloaded, inoperable at t achm ent s.

Figu r e 1 0 - 1 1 . M e ssa ge s t h a t En t ou r a ge h a s on ly pa r t ia lly r e t r ie ve d sh ow a h a lf- com ple t e d pict u r e of a n e n ve lope in t h e On lin e St a t u s colu m n .

1 0 .3 .2 .4 . Offlin e a cce ss When you're in t he plane or riding t he Greyhound, you probably don't have an I nt ernet connect ion. I n such sit uat ions, you m ay want t o read your em ail and writ e replies—but you'll undoubt edly be annoyed t hat , every 15 m inut es or so, Ent ourage t ries vainly t o get online, t riggering an avalanche of error m essages. Work Offline. A checkm ark appears next t o t he To ret urn serenit y t o Ent ourage world, choose Ent ourage m enu it em and " You are working off- line" appears in t he lower right corner of t he m ain window. From now on, you can read and writ e replies t o your em ail wit hout int errupt ion. I n fact , if you click Send & Receive, Ent ourage Work asks if you're sure you want t o go online before it at t em pt s t o m ake a connect ion. ( Choose Ent ourage Offline again t o rem ove t he checkm ark from t he m enu it em and ret urn t o t he norm al " connect when ready" m ode. )

1 0 .3 .3 . Re a din g a M e ssa ge Seeing a list of new m essages in Ent ourage is like get t ing wrapped present s; t he best part is yet t o com e. There are t wo ways t o read a m essage: using t he preview pane, and opening t he m essage in it s own window. Most em ail m aest ros prefer using t he preview pane for m ost em ail reading. You can quickly scan t hrough your m essages using t he up- and down- arrow keys, seeing ent ire short m essages and t he t op part of longer m essages in t he preview pane. Then when you com e across a m essage you really want t o see—like one cont aining a large phot o of your granddaught er—you can open t he m essage in it s own window ( Figure 10- 12 ) .

Figu r e 1 0 - 1 2 . W h e n you ope n a n e m a il m e ssa ge by dou ble - click in g it , you m a y se e se ve r a l t h in gs in a ddit ion t o t h e t e x t of t h e m e ssa ge : t h e a t t a ch m e n t s a n d t h e a t t a ch m e n t con t r ol bu t t on s, ba sic in for m a t ion ( su ch a s w h o se n t t h e m e ssa ge , w h e n it w a s se n t , a n d it s su bj e ct ) , a n d a n e m a il t oolba r

com ple t e w it h bu t t on s for Re ply, For w a r d, D e le t e , a n d so on .

To preview a m essage, first m ake sure t he preview pane is showing. Choose View Preview Pane and choose whet her you want t he Preview Pane t o t he right of your m essage list ( - \ ) or below it ( Shift - - \ ) . The Ent ourage m ain window split s in half and t he preview pane opens eit her t o t he right of t he m essage list or below it . When you click a m essage's nam e in t he m essage list , t he body of t he m essage appears in t he preview pane. Don't forget t hat you can adj ust t he relat ive sizes of t he list and preview panes by dragging t he gray border bet ween t hem .

POW ER USERS' CLI N I C W h e r e Ar e t h e H e a de r s? As a favor t o you, and t o m ake I nt ernet em ail look less int im idat ing, Ent ourage norm ally hides t he blobs of t echnical- looking t ext known as I nt ernet headers. This inform at ion shows all t he em ail servers a m essage has visit ed on it s way t o your I nbox, along wit h dat es, t im es, and ot her dat a. Som et im es t his inform at ion can be enlight ening or helpful in t roubleshoot ing or report ing a problem t o an I SP. To view t he header inform at ion choose Message I nt ernet Headers ( Shift - - H) . Ent ourage displays t he det ailed rout ing inform at ion in a separat e window.

To open a m essage int o a window of it s own, double- click it in t he list pane, or press Ret urn t o open t he select ed m essage. An open m essage has it s own t oolbar, wit h essent ial but t ons for replying, forwarding, delet ing, and so on.

T ip : When a sender's nam e or t he em ail subj ect is t oo long t o display in t he m essage list , Ent ourage t rim s it , and adds an

ellipsis ( …) t o let you know t here's m ore t o t his it em . You can, if you like, resize Ent ourage's colum ns t o m ake m ore room for t his t ext : j ust drag t he border bet ween t he colum ns. You can also point t o a part icular bit of abbreviat ed t ext wit hout clicking. A sm all, yellow t oolt ip appears, revealing t he ent ire, unabridged t ext .

Regardless of your viewing preference, any at t ached pict ures, sounds, or m ovies also appear in t he body of t he m essage. You can even play t hose sounds and m ovies in t he em ail m essage it self. ( Ent ourage displays and plays any kind of file t hat QuickTim e can underst and—JPEG, GI F, PI CT, Phot oshop files, and so on—and can also call on Mac OS X's graphics sm art s t o preview Acrobat PDF docum ent s.)

T ip : I f t he t ext of a m essage is t oo sm all t o read, Cont rol- click ( or right - click) and choose I ncrease Font Size from t he pop- up m enu. I f a m essage's t ext is t oo big ( for a narrow window or a lapt op screen, say) , choose Decrease Font Size from t he pop- up m enu.

Once you've read a m essage, you can view t he next one in t he list eit her by pressing - ] ( press - [ for t he previous m essage) or by clicking it in t he list pane. ( I f you're using t he preview m ode, and haven't opened a m essage int o it s own window, you can also press t he up or down arrow keys t o m ove from one m essage t o t he next .)

T ip : To m ark a m essage t hat you've read as an unread m essage, so t hat it s nam e rem ains bolded, choose Message Mark as Unread ( Shift - - T) , Cont rol- click ( Windows refugees can right - click) t he m essage and choose Mark as Unread from t he short cut m enu.

I f you're a neat nik and prefer not t o see t he m essages you've already read—but don't want t o t hrow t hem Unread Only ( Shift - - O) . To bring t he hidden m essages back, away—you can hide t hem . Just choose View Unread Only again. This set t ing applies t o t he current ly select ed folder only. I f, on t he ot her choose View hand, piles of paper and st acks of m ail give you a sense of com fort , don't freak out if all your m essages have disappeared. You've probably inadvert ent ly applied t his com m and; choose View Unread Only t o rem ove t he checkm ark from t hat m enu it em and rest ore your m issing m essages.

1 0 .3 .3 .1 . I con s in t h e m e ssa ge list Aft er you've received som e m essages in Ent ourage, you'll not ice t hat som e of t hose m essages have icons at t he left side of t heir list - view lines. These badges or flags give you useful inform at ion about t he m essages:

) if you click it ( or To D o Fla g. This left m ost colum n always shows a gray flag icon, but it t urns red ( click t he To Do flag but t on in t he t oolbar) t o designat e t his m essage as one requiring act ion—and t o add it t o your t o do list . When you check it off your To Do list or click t he flag icon a second t im e, Ent ourage replaces t he red flag wit h a green check m ark ( m essages.

) . See Sect ion 10.3.4.9 for m ore det ails about flagging

Lin k s. A chain- link icon here ( ) indicat es t hat a m essage has been linked t o anot her m essage, calendar event , t ask, not e, or t he like. ( See " Flagging m essages" for m ore on linking.)

On lin e St a t u s. An icon t hat looks like an em aciat ed folder ( ) indicat es t hat a m essage has only been part ially ret rieved—a dead giveaway t hat you've t urned on t he " Part ially receive m essages over" opt ion ) indicat es t hat t he m essage has been delet ed from described on Sect ion 10.3.2.4. A red X t hrough it ( t he server in an online account ( Sect ion 10.3.2.2) . Finally, an icon wit h a superim posed clock face indicat es t hat t he m essage will be fully downloaded t he next t im e t hat you connect .

St a t u s. The st at us colum n shows t he st at us of part icular m essages. A blue bullet next t o a sealed envelope (

) m eans t hat t he m essage has been received but not yet read. A curved blue arrow

) denot es a m essage t hat you've answered. A purple, angled arrow facing right ( ) , on facing left ( t he ot her hand, indicat es t hat you've redirect ed t he m essage ( see Sect ion 10.3.4.6) . An orange arrow facing right (

) denot es m ail t hat you've forwarded t o som eone else.

N ot e : Unfort unat ely, Ent ourage displays t hese last t hree icons only aft er your replies, forwards, and redirect s have act ually been sent , rat her t han when you writ e t he reply, or choose t o forward or redirect a m essage. As a result , it can be difficult t o det erm ine whet her or not you've processed a m essage if you don't happen t o be connect ed t o t he I nt ernet .

I f you m odify t he t ext of a m essage you've received ( see Sect ion 10.3.4.3) , t he st at us colum n shows a pencil and not epad icon (

) . I f a m essage is associat ed wit h a calendar event ( or invit es you t o an

event —see Sect ion 11.3.5) , t he m essage st at us icon shows a sm all calendar ( st at us overrides t hings like t he sym bols for forwards and replies.)

) . ( Caut ion: t he calendar

Pr ior it y. This colum n's icons indicat e a m essage's priorit y: a red exclam at ion point ( ) for Highest priorit y; an orange one for High priorit y; a dark blue downward arrow ( blue downward arrow for Lowest priorit y. No icon m eans Norm al priorit y.

) for Low priorit y; and a pale

N ot e : You see a priorit y icon only when your correspondent s used t heir em ail program 's priorit y- labeling feat ure, or if you change t he priorit y of a m essage once you've received it . Aft er all, what Bob at t he office t hinks is wildly im port ant m ay not even be a blip on your radar.

At t a chm ent s. I f a m essage has one or m ore files at t ached ( see Sect ion 10.3.4.11 ) , a paper- clip icon ( ) appears in t his colum n.

D igit a l sign in g. I f you see a padlock icon ( ) in t his colum n, it m eans t he m essage has been digit ally signed. That is, t he sender added a cert ificat e t hat helps verify t hat t he sender is indeed who he says he is, and t he m essage hasn't been t am pered wit h in t ransit ( see Sect ion 10.3) .

Gr ou ps. I f you're using Ent ourage's groups view of em ail or newsgroup m essages ( see t he box below) , ) at t he left : click t he t riangle t o expand or collapse t he list

t he group t it le bar displays a flippy t riangle ( of m essages in t he group.

1 0 .3 .4 . H ow t o Pr oce ss a M e ssa ge Aft er you've set up your Ent ourage em ail account , and em ail st art s arriving, t he fun really begins. Assum ing you want t o do m ore t han j ust wat ch your I nbox fill up, you'll have t o do som et hing wit h t hose m essages in t he following ways:

1 0 .3 .4 .1 . D e le t in g m e ssa ge s Som et im es it 's j unk m ail, som et im es you're j ust done wit h it . Eit her way, it 's a snap t o delet e a m essage t hat 's before you on t he screen, whet her it 's in a preview pane, in it s own m essage window, or j ust highlight ed in t he m essage list : sim ply press t he Delet e key. Alt ernat ively, you can:

Press t he forward- delet e key, if your keyboard has one.

Press

- Delet e.

Click t he Delet e ( t rash can) but t on on t he t oolbar.

Choose Edit

Delet e Message.

Cont rol- click ( or right - click) t he m essage in t he list , and choose Delet e Message.

GEM I N TH E ROUGH W h e r e Ar e M y Th r e a ds? Ent ourage Em ail and Newsgroups used t o be all about t he t hreads. For t he uninit iat ed, t hreads were st rings of relat ed em ails, usually wit h t he sam e subj ect . Ut ilizing t hreads m ade it very easy t o t rack all t he m essages relat ing t o, say " Wast egat e cont rol solenoid rem oval." St art ing wit h Ent ourage 2004, Microsoft replaced t hreads wit h groups, which is a way of sort ing m essages by various crit eria. Ent ourage's st andard view is act ually a grouped view: m essages are organized int o groups by t he dat e received ( for exam ple, Today, Yest erday, or Last Week) . You can, however, change t his t o suit your needs. To do so, select View Arrange By Show in Groups and t hen choose your favorit e. I nst ead of using t his m enu com m and, a quicker way is t o j ust click t he colum n heading: From , Subj ect , Sent , and so on. For inst ance, if you click t he Subj ect colum n heading, your m essages group by subj ect —t he next best t hing t o a t hread. For exam ple, all t he Wast egat e m essages will cling t oget her

under t he Wast egat e t it le bar, and so on. You can scroll t hrough t he m essage list t o find t he subj ect you're looking for, and see all t he m essages and replies wit h t hat subj ect line. Or perhaps you want t o t rack who sent t he m essage. This works great for folks who can rem em ber who wrot e som et hing, but can't rem em ber when t hey wrot e it or what t he subj ect of t he m essage was. Just click t he From colum n heading, and Ent ourage groups t he m essages in t he act ive folder by t he sender's nam e. Every person who has sent you em ail get s a header bar, wit h all her m essages list ed underneat h it . Click any of t he colum n headings a second t im e t o reverse t he display order.

You can also delet e a bat ch of m essages at once by highlight ing t hem or t heir group header and t hen using t he delet e but t on, m enu com m and, or keyst roke.

T ip : I f you're viewing a m essage in a separat e window, and you want t o delet e it and m ove t o t he next in one easy st ep, - ] ) plus t he Opt ion key. I f press Opt ion- - ] : t hat 's t he sam e as t he key com m and for m oving t o t he next m essage ( you want t o delet e t he current m essage and m ove t o t he previous m essage, press Opt ion- - [ inst ead.

Eit her way, t he m essage or m essages don't act ually disappear, j ust as m oving a file icon t o t he Mac's Trash doesn't act ually delet e it . I nst ead, t hese com m ands m ove t he m essages t o Ent ourage's Delet ed I t em s folder. I f you like, you can click t his icon t o view a list of t he m essages you've delet ed. I f you spot som et hing in t here you'd like t o preserve, you can rescue m essages by dragging t hem int o any ot her m ail folder ( such as right back int o t he I nbox, as shown in Figure 10- 13 ) .

Figu r e 1 0 - 1 3 . By dr a ggin g a n it e m ou t of t h e D e le t e d I t e m s folde r , you ca n sa ve it fr om ce r t a in doom . On t h e ot h e r h a n d, you ca n de le t e m e ssa ge s by dr a ggin g t h e m in t o t h e D e le t e d I t e m s folde r .

UP TO SPEED Se le ct in g M e ssa ge s When you want t o process a group of m essages sim ult aneously—t o delet e, m ove, or forward t hem , for exam ple—you need t o m ast er t he art of m ult iple m essage select ion. To select t wo or m ore m essages t hat appear consecut ively in your m essage list , click t he first m essage, t hen Shift - click t he last . This t rick select s every m essage bet ween t he t wo t hat you clicked. To select t wo or m ore m essages t hat aren't adj acent in t he list ( t hat is, skipping a few - click t he m essages you want . Only t he m essages m essages bet ween select ed ones) , you click get select ed—no filling in of m essages in bet ween. Aft er using eit her t echnique, you can also deselect m essages you've m anaged t o - click t hem again. highlight —j ust

Ent ourage doesn't t ruly vaporize m essages in t he Delet ed I t em s folder unt il you " em pt y t he t rash." You can em pt y it in any of several ways:

Cont rol- click t he Delet ed I t em s folder. Choose " Em pt y Delet ed I t em s" from t he short cut m enu.

Cont rol- click ( or right - click) t he Delet ed I t em s folder and choose Em pt y Delet ed I t em s from t he pop- up m enu.

Choose Tools

Run Schedule

Em pt y Delet ed I t em s Folder.

Click a m essage, or a folder, wit hin t he Delet ed I t em s Folder list and t hen click t he Delet e icon on t he t oolbar ( or press - Delet e) . You'll be asked t o confirm it s perm anent delet ion.

Set up a schedule t o em pt y t he folder aut om at ically when you quit Ent ourage, for exam ple, or t o delet e only m essages t hat are older t han, say, 60 days. See Sect ion 10.3.2 for inst ruct ions.

1 0 .3 .4 .2 . Re plyin g t o m e ssa ge s To reply t o a m essage, click t he Reply but t on in t he t oolbar, choose Message Reply, or press Ent ourage creat es a new, out going em ail m essage, pre- addressed t o t he sender's ret urn address.

- R.

To save you addit ional t im e, Ent ourage past es t he ent ire original m essage at t he t op of your reply, com plet e wit h t he > bracket s t hat serve as I nt ernet quot ing m arks ( Ent ourage indent s quot ed t ext in HTML m essages) . Mail & News Preferences, click t he Reply & Forward ( I t 's also a feat ure you can t urn off; choose Ent ourage t ab, and t urn off " I nclude ent ire m essage in reply." ) Ent ourage also t acks Re: ( " regarding" ) ont o t he front of t he subj ect line, a long- st anding convent ion of I nt ernet em ail, and prefixes t he quot ed m essage wit h a one- line label indicat ing who originally wrot e it , and when it was writ t en.

T ip : I f you need t o quot e only part of a m essage in your reply, select t he t ext you want t o quot e before you choose Reply ( or sim ply press - R) . Ent ourage creat es a reply t hat includes only t he t ext you select ed as t he Message " quot at ion." See Sect ion 10.3.4.3 t o find out why keeping your quot ed m at erial brief is a t hought ful gest ure for your correspondent s. ( This sam e t echnique let s you print only a port ion of an em ail m essage as well.) Meanwhile, if you want t o include t ext you've copied from som e ot her source—a Word file, for exam ple—as a quot at ion, click in your m essage where you'd like t he t ext t o appear, and choose Edit Past e Special Past e As Quot at ion ( or press Cont rol-V). Ent ourage insert s t he t ext in t he clipboard as it would any ot her quot ed m at erial in your em ail m essage.

Your cursor appears at t he bot t om of t he m essage area, below any quot ed t ext ; you can begin t yping your reply. ( I f you'd rat her see your insert ion point above t he quot ed t ext , choose Ent ourage Preferences Reply & Forward and t urn on t he checkbox m arked " Place insert ion point before quot ed t ext ." ) You can also do any of t he following:

Add recipient s t o t he m essage by adding em ail addresses in any of t he recipient fields ( To, Cc, or Bcc) .

Rem ove one or m ore recipient s ( by clicking t heir nam es and t hen clicking t he Rem ove but t on in t he window t hat appears, or pressing t he Delet e key) .

TROUBLESH OOTI N G M OM EN T Fix in g t h e En t ou r a ge D a t a ba se Ent ourage keeps all of it s m essages in a single, gigant ic dat abase file on your hard drive. Microsoft User Dat a Office 2008 I t 's called Dat abase, and it sit s in t he Docum ent s I dent it ies Main I dent it y folder in your Hom e folder ( in t he Finder, choose Go Hom e) . As you add and delet e hundreds of m essages from t his dat abase over t im e, som e digit al sawdust get s left behind, result ing in peculiarit ies when addressing m essages, or general Ent ourage sluggishness. You also wind up wit h m assive Ent ourage files, which can consum e hundreds of m egabyt es of disk space. That 's a part icular bum m er if you like t o copy your m essage dat abase t o your lapt op when you go on a t rip, or if you back up your dat a every day. A m ore pressing need for dat abase m aint enance arises when you observe any of t he following m ore serious problem s:

Ent ourage doesn't open, st ops working, or quit s unexpect edly.

Ent ourage it em s don't open or t he it em t hat you click isn't t he one t hat opens.

Blank lines appear in t he m essage list .

Address Book ent ries don't display properly.

Clippings disappear from t he Scrapbook.

Calendar event s or cont act s disappear.

When you perform an Ent ourage search, t he result s don't m at ch your search crit eria.

A blank Office Rem inders window appears.

Fort unat ely, it 's easy enough t o rebuild t he dat abase, a procedure t hat cleanses, repairs, organizes, and purges your m essage files. You wind up wit h a m uch m ore com pact and healt hy dat abase. To do so, quit Ent ourage and any ot her Office 2008 program s you're running. I f you're using a lapt op, plug in t he power adapt er. Then hold down t he Opt ion key while launching Ent ourage. The Dat abase Ut ilit y window appears ( see Figure 10- 14) list ing t he Ent ourage dat abases on your com put er ( if you have m ore t han one) and giving you four choices of possible act ions t o t ake:

Ve r ify da t a ba se in t e gr it y. Choose t his opt ion first if you're having any kind of t rouble wit h your Ent ourage dat abase. The ut ilit y checks t he dat abase for corrupt ion, and if it finds any gives you t he opt ion of rebuilding t he dat abase. I f it t he dat abase is working properly, it m akes no changes.

Com pa ct da t a ba se. I f you're not having any t rouble wit h Ent ourage but j ust want t o t idy up t he dat abase, m aking it as com pact as possible, select t his opt ion.

Re bu ild da t a ba se . I f you suspect t rouble wit h your dat abase or if you ran t he Verify dat abase int egrit y check and it ident ified problem s, t hen t his com m and creat es a backup copy of t he dat abase for safekeeping, t hen repairs and com pact s it .

Se t da t a ba se pr e fe r e n ce s. Choose t his it em t o det erm ine how t he Dat abase Ut ilit y goes about perform ing t he Dat abase int egrit y check ( t he first of t he four opt ions in t his window) . I f you t urn on t he checkbox in t he following window m arked " Perform Dat abase int egrit y check in t he background" t hen t he Dat abase Ut ilit y cont inually m onit ors your dat abase's healt h and report s any problem s as soon as t hey appear. A not e in t his window also advises you t hat you can't perform a Dat abase int egrit y check on a lapt op running on bat t ery power—because a corrupt dat abase could result from a loss of power during t he check. I n ot her words, plug in your lapt op before using t he Dat abase Ut ilit y.

You'll now find t wo I dent it y folders in your Microsoft User Dat a folder. The newly rebuilt one, bearing t he sam e nam e as t he I dent it y you st art ed wit h; and t he backup copy wit h t he words " Backed up" and t he dat e and t im e appended t o t he folder nam e. You can t hrow t he " Backed up" older ident it y away aft er you've confirm ed t hat t he new dat abase is working.

Figu r e 1 0 - 1 4 . I f En t ou r a ge is a ct in g st r a n ge ly, or you 'd j u st lik e t o com pa ct it s da t a ba se t o m a k e it a sm a lle r , m or e e fficie n t file , t h e n h old dow n t h e Opt ion k e y w h ile you la u n ch t h e pr ogr a m t o su m m on t h e D a t a ba se Ut ilit y.

Edit t he Subj ect line or t he original m essage.

Use t he Ret urn key t o creat e blank lines wit hin t he bracket ed original m essage in order t o place your own t ext wit hin it . Using t his m et hod, you can splice your own com m ent s int o t he paragraphs of t he original m essage, replying point by point . The quot ing bracket s preceding each line of t he original m essage help your correspondent keep st raight what 's yours and what 's not .

At t ach a file ( see Sect ion 10.3.7.6) .

N ot e : I f t he original m essage cam e wit h an at t ached file, Ent ourage doesn't fast en t he at t achm ent t o t he reply.

There are t wo basic kinds of replies. Creat e t hem by choosing com m ands from t he Message m enu, Cont rol-

clicking ( or right - clicking) t he m essage in t he list and choosing from t he short cut m enu, or by using t he t oolbar but t ons.

A st a n da r d r e ply ( click t he Reply but t on) goes only t o t he sender of t he m essage. I f t hat sender is a m ailing list ( see t he box on t he facing page) , t hen t he m essage m ay be sent t o t he ent ire m ailing list —which m ay not be what you int end. Check t he To address t o m ake sure you're sending a m essage t o t he right place!

Re ply To Se n de r ( available in t he Message m enu) creat es a reply t hat goes t o t he person who wrot e t he original m essage ( or post ed t he m essage t o a newsgroup; see Sect ion 10.5.6) . Use t his opt ion if you'd like t o reply privat ely t o a m essage post ed t o a m ailing list or a newsgroup, avoiding sending t he m essage t o t he ent ire m ailing list or group. ( I f you use t his com m and on a m essage t hat didn't com e from a m ailing list or a newsgroup, Ent ourage t reat s it as a st andard reply.)

The Re ply To All com m and addresses a m essage t o all recipient s of t he original m essage, including any Cc recipient s. This is t he but t on t o use if you're part icipat ing in a group discussion; all six of you can carry on an em ail correspondence, always sending each response t o t he ot her five. ( Reply To All doesn't send t he reply t o anyone who m ay have been in t he secret Bcc field, as described on Sect ion 10.3.7.1.)

T ip : Ent ourage st art s out placing t he insert ion point at t he bot t om of any quot ed t ext in a reply. As m ent ioned above, you Preferences Reply & Forward and t urning on can put your response above t he quot at ion, by choosing Ent ourage t he " Place insert ion point before quot ed t ext " checkbox. However, if you use a signat ure ( Sect ion 10.3.7.5 ) Ent ourage st ill places your signat ure at t he very bot t om of t he m essage—where it m ay never be seen beneat h all t he quot ed m at erial. Keep your reply and your signat ure above t he quot ed m at erial by clicking t he but t on in t he sam e preferences window m arked, " Place reply at t op of m essage and include From , Dat e, To, and Subj ect lines from t he original m essage."

1 0 .3 .4 .3 . Edit in g m e ssa ge s Ent ourage let s you edit a m essage som ebody else wrot e. For once in your life, you can edit down som e overly loquacious person wit hout hurt ing his feelings. Just double- click a m essage t o open it int o a window, and t hen choose Message Edit Message. ( I f it 's HTML form at t ed, it becom es a plain- t ext m essage.) Feel free t o delet e or rewrit e t he t ext . When you close t he window, Ent ourage asks if you want your changes preserved. Aft er you click Save, a pencil and not epad icon appears next t o t he m essage's nam e, a rem inder of your m eddling.

1 0 .3 .4 .4 . Re for m a t t in g m e ssa ge s Som e m essages are forwarded and replied t o about 900 t im es. Wit h each round, m ore quot ing bracket s get added at t he beginning of each line. Sooner or lat er, t hese m essages becom e alm ost illegible ( see Figure 10- 15 , t op) . Fort unat ely, Ent ourage can usually clean up a m essage's t ext . I t can, for exam ple, m ake a m essage's t ext all uppercase or all lowercase, increase or decrease it s quot ing levels ( t hose m ult iple bracket s > > > ) , or even st raight en out curly quot es ( which oft en arrive at t he ot her end of I nt ernet em ail as gobbledygook) . The m ost useful of t hese t ools is Rewrap Paragraphs. When you have a badly wrapped m essage, t he Edit Aut o Text Cleanup Rewrap Paragraphs com m and ( or click t he Rewrap Text icon) does it s best t o rem ove all t hose funky line breaks so t hat t he m essage is clean and legible once again.

Figu r e 1 0 - 1 5 . Top: You ca n se e h ow for w a r din g e m a il m u lt iple t im e s ca n ba dly m a n gle t h e t e x t . Au t o Te x t Cle a n u p Re m ove Qu ot in g, a n d Re w r a p Pa r a gr a ph Bot t om : Aft e r ch oosin g Edit com m a n ds, t h e m e ssa ge 's lin e s a r e n e a t a n d t idy—t h ou gh t h e vir u s h oa x m e ssa ge m a y st ill n ot be w or t h r e a din g.

T ip : When you use t he Rewrap Paragraphs com m and on a m essage you've received, Ent ourage asks if you want your changes t o t he original m ade perm anent . Som et im es t hat 's j ust fine, but ot her t im es you m ay want t o keep t he original ( bad) form at t ing around, j ust in case Rewrap Paragraphs m essed up a chart or specially form at t ed t ext like song lyrics. No biggie: You can have bot h t he original and t he cleaned- up version. Just m ake a duplicat e of t he m essage ( select t he m essage, choose Edit Duplicat e Message) , and t hen use Ent ourage's form at t ing t ools on t he copy.

UP TO SPEED Abou t M a ilin g List s I t doesn't t ake long aft er vent uring int o t he world of em ail t o com e across som et hing called a m ailing list . Mailing list s com e in t wo general form s: discussion list s where m em bers of t he m ailing list cont ribut e t o a group discussion via em ail, and broadcast - only list s t hat t ransm it m essages t o subscribers. For exam ple, a group of j azz m usic fans m ight have an em ail discussion list where m em bers writ e about anyt hing j azz- relat ed t hey like, but a part icular j azz art ist m ight have a broadcast list t o announce concert s and album s t o fans who've signed up for updat es. By searching Yahoo ( www.yahoo.com ) or Google, you can t urn up m ailing list s covering j ust about every conceivable t opic. Many I nt ernet discussion list s are unm oderat ed, which m eans you can send a m essage t o all m em bers of t he group inst ant ly, wit hout som eone filt ering t he m essages for cont ent or relevance t o t he group. That 's why you have t o be careful when you j ust want t o reply t o one person in t he discussion group; if you accident ally reply t o t he list address and not t o a specific person, your m essage m ay be dist ribut ed t o everyone on t he m ailing list —som et im es wit h em barrassing or disast rous consequences.

1 0 .3 .4 .5 . For w a r din g m e ssa ge s I nst ead of replying t o t he person who sent you a m essage, you m ay som et im es want t o forward t he m essage—pass it on—t o a t hird person. You can do t hat in one of t wo ways: pass t he m essage along as is, or package it up in an at t achm ent t o a new m essage. Forward, or To send a m essage off j ust as it cam e, click t he Forward but t on in t he t oolbar, choose Message press - J. A new m essage opens, looking a lot like t he one t hat appears when you reply. But first you have t o address it j ust like you would any ot her out going m essage. Once again, before forwarding t he m essage, you can edit t he subj ect line or t he m essage it self. ( For exam ple, you m ay wish t o precede t he original m essage wit h a com m ent of your own, along t he lines of: " Kat e: I t hought you'd be int erest ed in t his j oke about Mozart ." ) Ent ourage insert s one- line labels indicat ing what part of your m essage is t he forwarded cont ent , which helps elim inat e confusion.

When you forward a m essage t his way, Ent ourage put s t he insert ion point at t he t op of t he m essage, and insert s labels—" Forwarded m essage" and " End of Forwarded Message" —t o indicat e where t he forwarded m essage st art s and st ops. You can also t ell Ent ourage t o use I nt ernet - st yle quot e charact ers ( " > " ) before t he Mail & News Preferences, select t he Reply & Forward pane, and check forwarded t ext : choose Ent ourage " Use quot ing charact ers when forwarding." ( You can also change t he st art ing posit ion of t he insert ion point from t his panel—t hough be aware t hat t hese preferences cont rol replying and forwarding.) I f you have a long m essage t hat 's like a docum ent in it self, you m ight want t o keep it separat e from t he t ext you're adding, so you can have Ent ourage t urn t he m ail int o an at t achm ent . This m et hod also keeps t he m at erial safe from prying eyes unt il your recipient chooses t o open t he at t achm ent . To do so, click Message " Forward as At t achm ent " , and t ake it from t here.

N ot e : I f t he original m essage cont ained an at t achm ent , t his t im e, Ent ourage does ret ain t he at t achm ent ( unless you delet e it first ) .

1 0 .3 .4 .6 . Re dir e ct in g m e ssa ge s A redirect ed m essage is sim ilar t o a forwarded m essage, wit h one ext rem ely useful difference: when you forward a m essage, your recipient sees t hat it cam e from you—j ust as if you'd writ t en t he whole t hing yourself. But when you r edir ect a m essage, your recipient sees t he original sender's nam e as t he sender; t he m essage bears alm ost no t race of your involvem ent . I n ot her words, a redirect ed m essage uses you as a low- profile relay st at ion bet ween t wo ot her people. Treasure t his Ent ourage feat ure; plent y of em ail program s, including Microsoft 's own Out look and Out look Express for Windows, don't have a Redirect com m and at all. You can use it t o t ransfer m essages from one of your own account s t o anot her, or t o pass along a m essage t hat cam e t o you by m ist ake. You m ight use it when, for exam ple, you, a graphic designer, receive a quest ion from a cust om er about t he sales t ax on his bill. You could redirect it t o som eone in t he account ing depart m ent , who could respond t o it direct ly j ust by clicking Reply. You'd t hen be m ercifully insulat ed from any ensuing discussion of sales t ax. Redirect , or press Opt ion- - J. Ent ourage present s an To redirect a select ed m essage, choose Message out going copy of t he m essage for you t o address. You'll not ice t hat unlike a forwarded m essage, t his one lacks quot ing bracket s. You can't edit a redirect ed m essage; t he whole idea is t hat it ends up at it s dest inat ion unalt ered. I f you need t o m ake a com m ent t o t he new recipient , use Forward or Forward as At t achm ent inst ead.

N ot e : When you redirect a m essage, you do leave som e elect ronic fingerprint s on it . I f t he recipient s look at t he I nt ernet headers of a m essage you've redirect ed, t hey'll see inform at ion Ent ourage insert ed indicat ing who resent t he m essage, and t here m ay be ot her clues. Ent ourage insert s t hese det ails bot h t o help avoid confusion and t o prevent abuse.

1 0 .3 .4 .7 . Pr in t in g m e ssa ge s To print a m essage choose File Print or press - P; t he Ent ourage Print dialog box pops up, so t hat you can specify how m any copies you want , what range of pages, and so on. Finally, click Print .

T ip : I f you know you j ust want one copy of a m essage using t he default print set t ings, choose File Print One Copy, or press Opt ion- - P. Ent ourage will zap a single copy of t he current m essage t o your print er, wit h no need for any

addit ional dialog boxes.

1 0 .3 .4 .8 . Filin g m e ssa ge s Organizers t ake not e—Ent ourage let s you creat e as m any new folders in t he Folder list as you need. Then, by dragging m essages from your I nbox ont o one of t hese folder icons, you can file away your m essages int o appropriat e t opics. You m ight creat e one folder for fam ily m essages, anot her for order confirm at ions when shopping on t he Web, anot her for correspondence relat ing t o an im port ant proj ect , and so on. I n fact , you can even creat e folders inside t hese folders, a feat ure beloved by t he hopelessly organized: your Fam ily folder m ight have subfolders for each branch of t he fam ily t ree.

Figu r e 1 0 - 1 6 . Cr e a t e a s m a n y folde r s a n d su bfolde r s a s you n e e d t o or ga n ize you r e m a il life . Use t h e flippy t r ia n gle s t o r e ve a l or con ce a l su bfolde r s. For qu ick a cce ss t o you r fa vor it e folde r s, u se En t ou r a ge 2 0 0 8 's n e w Fa vor it e s Ba r by dr oppin g a folde r in t o it fr om t h e folde r list . Re m ove a folde r fa vor it e by dr a ggin g it off t h e Fa vor it e s Ba r . I f you don 't se e t h e Fa vor it e s Ba r —or don 't w a n t t o se e it —ch oose Vie w Sh ow ( or H ide ) Fa vor it e s Ba r .

To creat e a new folder, choose File New Folder, press Shift - - N, or choose New Folder from t he New m enu but t on on t he Ent ourage t oolbar. A new folder appears in t he Folder list , sport ing t he im aginat ive m oniker " unt it led folder." Just t ype a new nam e and t hen press Ret urn.

T ip : To renam e a folder you've creat ed, click it once t o select it , and t hen click it s nam e. Now renam e t he folder as you would any Macint osh icon. You can't renam e or delet e Ent ourage's built - in folders ( I nbox, Draft s, Sent I t em s, and so on) , but your own folders are up for grabs.

You can m ove a m essage int o a folder in any of t hree ways:

Drag it out of t he list pane ont o t he folder icon. You can grab any part of a m essage in t he list as a handle. You can also select and drag a bunch at once.

Figu r e 1 0 - 1 7 . W h e n e ve r you r e ply, for w a r d, fla g, or do som e t h in g e lse t o a m e ssa ge , En t ou r a ge k e e ps a r e cor d of it a n d displa ys you r m ost r e ce n t a ct ion s in t h e ye llow box a t t h e t op of t h e m e ssa ge ( t op) . I f it h a s fu r t h e r in for m a t ion a bou t t h is m e ssa ge 's pa st life , it displa ys t h e H ist or y lin k a t t h e r igh t side of t h e ye llow box . Click it t o r e ve a l t h e r e st of t h e st or y of t h is m e ssa ge 's e x ist e n ce ( bot t om ) .

GEM I N TH E ROUGH Th e En t ou r a ge Em a il " Pa pe r Tr a il" As a sensat ional convenience t o you, Ent ourage keeps t rack of what you've done wit h a m essage—replied, forwarded, or redirect ed. I t displays your m essage's hist ory in a yellow banner at t he t op of t he original m essage, as shown here at t op, ident ifying what was done, and when. You can also see t he act ual cont ent s of t he reply, forward, or redirect —t hat is, open a copy of t he m essage in quest ion—by clicking t he Show link in t hat banner. Only t he m ost recent act ion you've t aken on a m essage fit s in t he yellow banner, however. I f you want t o look at t he ent ire hist ory of act ions perform ed on a m essage, click t he Hist ory link at t he right end of t he banner t o bring up a sm all pop- up window list ing all t he act ions, including t he dat e t hey were perform ed. Once again, you can click any of t he links t o open t he corresponding m essages for your reference. ( Not e: This paper t rail is also accessible via a m essage's Links; see Sect ion 10.3.4.10 .)

T ip : I f you Opt ion- drag a m essage int o a folder, you m ake a copy of t he m essage in t hat folder, leaving t he original m essage where it was.

Highlight a m essage in t he list pane, or several, and t hen choose Message Move To and select t he folder from t he subm enu. Alt ernat ively, press Shift - - M t o open a window list ing all t he folders in t he Folder list . Highlight t he folder you want ( by clicking or t yping t he first couple let t ers of it s nam e) . Then press Ent er or Ret urn ( or click Move) .

Cont rol- click a m essage ( or one of several t hat you've highlight ed) ; from t he result ing short cut m enu, choose Move To and select t he folder from t he subm enu.

N ot e : At t he bot t om of t he folder pane, below any folders you creat e, you'll find Mail Views. Alt hough t hey appear in t he folder pane, t hey're not folders. They're act ually Saved Searches, form erly known as Cust om Views—one- click m essage filt ers t hat help you zoom in on different aspect s of your m essage collect ion. You can't drag m essages int o t hese pseudofolders. See Sect ion 10.3.4.11 for m ore part iculars on Mail Views.

POW ER USERS' CLI N I C Ex por t in g a n d Ar ch ivin g Em a il Believe it or not , at som e point you'll probably want t o get som e em ail out of Ent ourage. Perhaps you'd like t o give a collect ion of m essages t o som eone who uses a different em ail program ( wit hout forwarding t hem all) , or perhaps you'd like t o keep years- old correspondence around for post erit y's sake, but would prefer not t o keep it forever in Ent ourage's ever- growing, m onolit hic dat abase. Or m aybe you j ust want t o back up som e of your em ail separat ely from Ent ourage. Fort unat ely, Ent ourage m akes it easy t o ext ract a bunch of m essages for st orage or t ransfer: j ust collect ( or copy) t he m essages you wish t o export int o a single m ail folder, and t hen drag t hat folder t o t he Mac OS X deskt op. Ent ourage saves all t he m essages in a st andard, t ext - only .m box form at . Virt ually every em ail program ( including Ent ourage) for any Mac, Unix, or Windows m achine, can open and im port t hese files, m aking t hem ideal for t ransferring m essages bet ween program s. Not e t hat Ent ourage doesn't include subfolders in t hese export s—if you want t o export a group of folders, you have t o do so one at a t im e and t hen reorganize t hem when you bring t hem back int o Ent ourage or anot her em ail program . I f t he m essages you export have at t achm ent s, Ent ourage includes encoded versions of t hose at t achm ent s in t he .m box file. You m ay not want t o include at t achm ent s in your export s, and ot her em ail program s or com put ers m ay not be able t o underst and som e of t he at t achm ent s. I f you don't want t o include at t achm ent s in your export , your only choice

is t o delet e t hem from m essages before you export t hem .

T ip : When you click a flippy t riangle in t he Folder list ( or highlight a folder and press - right arrow) , you get t o see any folders wit hin t hat folder, exact ly as in t he Finder's List view. You can drag folders inside ot her folders, nest ing t hem t o creat e a nice hierarchical folder st ruct ure. ( You can drag a nest ed folder back int o t he list of " m ain" folders—j ust drag it t o t he " On My Com put er" it em at t he t op of t he folder list .) You can also drag m essages bet ween folders. Just drag a m essage from t he m essage list ont o t he desired folder at t he left side of t he screen.This can be a useful t rick when applied t o a m essage in your Out box. I f you decide t o post pone sending it , drag it int o any ot her folder ( like Draft s) . Ent ourage won't send it unt il you drag it back int o t he Out box.

1 0 .3 .4 .9 . Fla ggin g m e ssa ge s Som et im es you'll receive an em ail m essage t hat prom pt s you t o som e sort of act ion, but you m ay not have t he t im e ( or t he fort it ude) t o face t he t ask at t he m om ent . ( " Hi t here…it 's m e, your account ant . Would you m ind rounding up your expenses for 1993 t hrough 2006 and sending m e a list by em ail?" ) That 's why Ent ourage let s you flag a m essage, sum m oning a lit t le red flag in t he St at us colum n next t o a m essage's nam e and—new in Ent ourage 2008—aut om at ically adding t hat m essage t o your To Do list . Since all flags are now To Do it em s, all flags also have due dat es. The quickest way t o add a To Do flag is t o click t he m essage's gray flag icon in t he m essage list . When you do so, Ent ourage creat es a To Do it em wit h your Preferences st andard due dat e. ( You can set your st andard To Do due dat e by choosing Ent ourage General Preferences To Do List and select ing one of t he int ervals from t he pop- up m enu: Today, Tom orrow, This Week, Next Week, or No Dat e.) To choose a different due dat e, select one or m ore m essages, and t hen click t he pop- up m enu next t o t he flag but t on in t he t oolbar and choose from t he pop- up m enu ( see Figure 10- 18 ) , or Cont rol- click ( or right - click) t he m essage and choose from t he To Do subm enu. I f you select Choose Dat e, t he Dat es and Rem inder window appears. Here you can specify t he St art dat e ( when you want t he it em t o appear in your To Do list ) , t he Due dat e ( when t he it em is act ually due) , and a rem inder ( an Office Rem inder window t hat pops up on your screen t o help j og your m em ory) .

Figu r e 1 0 - 1 8 . Use t h e To D o Fla g's pop- u p m e n u t o ch oose e x a ct ly w h e n you n e e d t o r e spon d t o t h e se le ct e d m e ssa ge . I f you do a lot of fla ggin g, con side r le a r n in g t h e k e yboa r d e qu iva le n t s list e d in t h e m e n u ( t h e ch e vr on sym bol st a n ds for t h e Con t r ol k e y) . Add a r e m in de r t o a n y fla g, m a r k t h e it e m a s com ple t e d, or cle a r t h e fla g e n t ir e ly u sin g t h e fin a l com m a n ds in t h is m e n u .

To view t he m essages you've flagged, you can do one of t hree t hings: Choose View Flagged Only t o display all t he flagged m essages in t he current folder, click t he Flagged search icon ( Sect ion 10.1.1) in t he Mail Views folder at t he bot t om of t he folders pane, or swit ch t o Ent ourage's Tasks funct ion ( Sect ion 11.5) and exam ine your To Do List .

1 0 .3 .4 .1 0 . Lin k in g m e ssa ge s Em ail m essages can be m uch m ore valuable when t hey're linked t o ot her bit s of Ent ourage inform at ion, such as ot her m essages, calendar event s, not es, and so on—yet anot her payoff of having an em ail program wit h built - in calendar and address book info. For exam ple, you can link a m essage t o a calendar event ; t hereaft er, you'll be able t o click t he link in t he appropriat e calendar day square t o consult t he original m essage ( because it cont ained direct ions, for exam ple) . Ent ourage creat es som e links for you aut om at ically: for inst ance, when you reply t o a m essage ( or forward or redirect it ) , Ent ourage aut om at ically creat es a link bet ween t he original m essage and your response. That 's how

t he m essage hist ory feat ure works ( see Figure 10- 19 ) . When flagging a m essage for follow- up ( see Sect ion 10.3.4.9) , you creat e a rem inder t hat links t o t he original m essage.

Figu r e 1 0 - 1 9 . W h e n you se le ct a m e ssa ge a n d ch oose Ch oose D a t e fr om t h e Fla g bu t t on 's pop- u p m e n u , be side s t h e da t e it a ppe a r s in you r To D o List a n d t h e da t e it 's du e ( t op) , you ca n se t a n Office Re m in de r t o pop u p a t a n a ppoin t e d t im e t o ge n t ly n u dge you t ow a r d a ct ion ( bot t om ) .

Chapt er 13 has full det ails on links. I n t he m eant im e, here's a sum m ary t hat 's specific t o em ail: I n addit ion t o responding t o m essages, you can link m essages in t hree ot her ways: by opening t he links m enu, creat ing a link t o an exist ing it em , and creat ing a link t o a new it em .

Ope n Lin k s. To open t he Links window, choose Tools Open Links or click t he Link but t on in t he t oolbar ( if you've added t hat but t on by cust om izing your t oolbar—see Sect ion 10.1.2) . I n t he Link To window for t he select ed m essage, you can creat e or rem ove links t o exist ing or new it em s. You can also open t he it em on t he ot her end of a link.

Lin k t o Ex ist in g I t e m . You can creat e a link t o one of seven kinds of exist ing Ent ourage info- bit s: anot her ( em ail) Message, a Calendar Event , a Task, a Not e, a Cont act ( address book ent ry) , a Group, or even a File on your hard drive. ( This last feat ure can be ext rem ely handy. You m ight link a m essage about t he dat e of your Macworld Expo t alk t o, for exam ple, t he Word docum ent cont aining your out line.) To link t o an exist ing it em , choose t he kind of link you want t o m ake from t he Tools Link t o Exist ing subm enu, and t hen select t he it em t o which you want t o link. You can also creat e such a link from t he Link

To window.

Lin k t o N e w I t e m . You can also link a m essage t o a Message, Calendar Event , Task, Not e, Cont act , or Group t hat you're about t o creat e—t hat is, you can sim ult aneously creat e a link and t he it em it 's linked t o. This is handy when you suddenly get t he inspirat ion t o creat e a link, but you haven't yet creat ed t he it em on t he ot her end of t hat link. Perhaps an em ail m essage from your epicurean friend cont ains a recipe for garbanzo bean st ew and m akes you t hink, " Ooh, I need t o rem em ber t o bring a dish t o Hari's pot luck next week! " you can creat e a link from t hat m essage t o a new calendar it em , t hen creat e t he event using Ent ourage's Calendar feat ure. To creat e a link t o a new it em , choose t he kind of link ( and new it em ) t hat you want t o creat e from t he Tools Link t o New subm enu. Once you've creat ed a link, a sm all chain- link icon appears in t he Links colum n in t he m essage list .

To rem ove a link, open t he Link To window ( choose Tools Open Links, choose Open Links from t he Link pop- up but t on in t he t oolbar, or click t he link colum n next t o t he m essage in quest ion) . Once t he Link To window is open, select t he link, and t hen click t he Rem ove but t on at t he t op of t he window.

1 0 .3 .4 .1 1 . Pr ior it izin g m e ssa ge s You can set one of five priorit y levels for m essages t hat you send or receive: Highest , High, Norm al, Low, and Lowest . Once you've assigned priorit ies t o your m essages, Ent ourage can sort t hem so t hat t he m ost im port ant m essages appear at t he t op. To set a m essage's priorit y, highlight it s nam e in t he List pane and t hen choose from t he Message Priorit y m enu. To sort m essages by priorit y, click t he Priorit y colum n header ( t he exclam at ion- point icon at t he left side of t he List pane) . The first t im e you click, Ent ourage sort s your m essages from highest priorit y t o lowest ; t he second t im e, it list s t hem from lowest t o highest im port ance.

N ot e : You're not t he only one who can set a m essage's priorit y. Som et im es incom ing m essages have t heir priorit y already set —invariably t o Highest ( for t hose who t hink t heir m essages are vit al) or Lowest ( for t hose considerat e about sending out genuinely unim port ant m ail) . You can change t his set t ing for a received m essage according t o your priorit ies by choosing from t he Message Priorit y subm enu.

1 0 .3 .5 . Ope n in g At t a ch m e n t s Sending lit t le t ext m essages is fine, but it 's not m uch help when som ebody want s t o send you a phot ograph, a sound recording, a Word or Excel docum ent , and so on. Fort unat ely, enclosing such it em s as file at t achm ent s is one of t he world's m ost popular em ail feat ures.

POW ER USERS' CLI N I C Cu st om Ar r a n ge m e n t s Cust om arrangem ent s let you design your own, carefully configured m anner for displaying m essages. Consider t he following scenario: Every day you find yourself searching for various file at t achm ent s you've received. So you click t he at t achm ent colum n heading t o

group t he at t achm ent s t oget her t hen st art scanning t he From colum n as you t ry t o rem em ber exact ly who sent it t o you. Or do you find t hat you arrange your Mail window quit e different ly when you have 4,365 unread m essages and need t o ferret out t he m ost im port ant work- relat ed ones t han when you're keeping up wit h everyday correspondence? Eit her way, you have t o spend t im e rearranging t he Ent ourage window before you get t o your act ual work. The Cust om Arrangem ent s feat ure was m ade for you. Once you set up one of t hese com plex em ail- m anagem ent schem es, which are based on t he Groups feat ure ( Sect ion 10.3.4 ) , you can recreat e it anyt im e j ust by choosing it s nam e from t he View Arrange By subm enu. Don't wast e anot her m inut e. Choose View

Arrange By

Edit Cust om Arrangem ent s and follow t hese st eps:

1 . Click New t o display t he Edit Cust om Arrangem ent s dialog box ( see Figure 10-

20) . 2 . I n t he Cust om arrangem ent nam e box, t ype a nam e.

3 . Choose t he opt ions you want from t he pop- up m enus. The various opt ions let

you decide exact ly how you wish t o display and order t he m essages. For exam ple, if you group t he it em s by Subj ect and t hen sort t he groups by Sent , all t he m essages wit h t he sam e subj ect will be sub- divided int o groups based on who sent t he m essage. You can also decide whet her you wish t o sort from A t o Z or Z t o A. By t he sam e t oken, your chronological order can begin wit h t he m ost recent or t he oldest . 4 . The bot t om pop- up m enu det erm ines if you want Ent ourage t o display your

m essage groups collapsed ( so you can easily see all t he groups) or expanded ( so you can see all t he m essages in each group wit hout having t o click it s flippy t riangle) . 5 . Aft er you're finished, click OK.

Once you've creat ed an arrangem ent , you can easily edit it by choosing View Arrange By Edit Cust om Arrangem ent s and double- clicking t he arrangem ent in t he list . Ent ourage whisks you back t o t he Edit Cust om Arrangem ent s dialog box, where you can renam e or ot herwise alt er t he cust om arrangem ent . To clear away old, unused Arrange By Edit Cust om arrangem ent s from t he m enu, choose View Arrangem ent s, select t he arrangem ent and click Delet e.

Figu r e 1 0 - 2 0 . I n or de r t o sor t a n d displa y you r m a il diffe r e n t ly de pe n din g on t h e t a sk a t h a n d, you ca n cr e a t e se ve r a l cu st om a r r a n ge m e n t s a n d qu ick ly sw it ch be t w e e n t h e m by ch oosin g Vie w Ar r a n ge By. Th e oddly n a m e d se con da r y " Sor t gr ou ps by" pop- u p m e n u de t e r m in e s w h e t h e r t h e ch ose n gr ou p e n ds u p a t t h e t op of t h e list or n ot .

When you receive an em ail m essage wit h an at t achm ent , you m ay not ice t hat it oft en t akes m uch longer t han usual t o download from t he I nt ernet . That 's because at t ached files are t ypically m uch larger t han em ail m essages. ( For m ore inform at ion on at t aching files t o send t o ot hers, see Sect ion 10.3.7.6.) When you've received a m essage wit h an at t achm ent , a sm all paper- clip icon appears in t he at t achm ent s colum n at t he far left of t he List pane. Unlike, say, Am erica Online or Eudora, Ent ourage doesn't st ore downloaded files as norm al file icons on your hard drive. I nst ead, t hey're st ored in t he Ent ourage dat abase—a big, specially encoded file on your hard drive. To ext ract an at t ached file from t his m ass of dat a, you first have t o open t he m essage ( eit her in t he Preview pane or by opening t he m essage int o it s own window) . Now you'll see a new sect ion in t he window labeled At t achm ent s, as shown in Figure 10- 21 , list ing any files t hat cam e along wit h t he m essage. I f you expand t he flippy t riangle t o t he left of t he word At t achm ent s, you see a list of t he files, com plet e wit h t heir icons, plus t hree but t ons: Open, Save, and Rem ove. At t his point , you can proceed in any of several ways:

Click one of t he file icons ( or Shift - click t o select several, or click one and t hen press - A t o highlight t hem all) , and t hen click Save. The Save At t achm ent dialog box appears, so t hat you can specify t he folder where you want t o save t he files on your hard drive.

Drag a file icon ( or several select ed ones) clear out of t he m essage window and int o a folder or ont o any visible port ion of your deskt op, as shown in Figure 10- 21 .

Figu r e 1 0 - 2 1 . W h e n you r e ce ive a n a t t a ch m e n t via e m a il, you se e it r e pr e se n t e d j u st a bove t h e m e ssa ge t e x t . N e a r by bu t t on s le t you ope n , sa ve , or r e m ove t h e a t t a ch m e n t . Bu t w h e n you dr a g a n a t t a ch m e n t 's icon on t o you r de sk t op ( or in t o a folde r ) you copy t h e file ou t of t h e En t ou r a ge w or ld a n d in t o you r M a cin t osh w or ld, w h e r e you ca n file it , t r a sh it , ope n it , or m a n ipu la t e it a s you w ou ld a n y file .

Double- click t he at t achm ent 's icon in t he m essage ( or highlight it and click Open) . I f you were sent a docum ent —a phot o, Word file, or Excel file, for exam ple—it now opens in t he corresponding program ( Phot oshop, Word, Excel, or what ever) .

W a r n in g: Aft er t he at t achm ent is open, if you m ake any changes t o it , use t he File t he file int o a folder of your choice. Ot herwise, your changes evaporat e im m ediat ely.

Save As com m and t o save

Highlight an icon ( or several) and click Rem ove. You've j ust det ached and discarded t he file.

T ip : I t 's easy t o set up Ent ourage t o save all incom ing file at t achm ent s int o a part icular folder on your hard drive—or ont o your deskt op for easy ret rieval—saving you t he st ep of m anually saving or dragging t hem . ( This arrangem ent should sound fam iliar t o Am erica Online, Eudora, and Claris Em ailer fans.) The t rick is t o use t he m essage rules described in t he next sect ion. One of t hem has an opt ion t o save all file at t achm ent s ( or only t hose from cert ain senders) aut om at ically int o a folder you specify.

1 0 .3 .5 .1 . W h e n a t t a ch m e n t s don 't ope n Several fact ors m ay be at work if you're unable t o open a file at t achm ent . For st art ers, your correspondent 's em ail program m ay have com pressed or encoded t he file t o m ake it t ake less t im e t o send. I f you're having t rouble get t ing a file t o open, t herefore, your first st ep should be t o drag t he at t achm ent 's icon ont o t hat of St uffI t Expander, a free program t hat you can download from www.st uffit .com . St uffI t Expander can gracefully decode and decom press j ust about any com pressed or st uffed file, including t hose wit h file nam e suffixes like .sit , .cpt , .hqx, .gz, .z, .arc, .uu, and .zip.

T ip : Of course, Mac OS X generally hides t hese ext ensions, but you can always see a file's hidden ext ension by Get I nfo, and looking in t he Nam e & Ext ension sect ion. highlight ing it , choosing File

I f t he file st ill won't open, even aft er being decom pressed, t hen you m ay be dealing wit h a file from a Windows PC. Som e you can open relat ively easily; som e require m ore work, and som e won't work on Macs at all.

W a r n in g: Alt hough t here are no Mac OS X viruses, Mac fans can fall vict im m alicious bit s of code—m alware—on t he I nt ernet in t he form of Troj an horses. These aren't t echnically viruses, since you have t o download and inst all t hem . But you're not inst alling what you t hink you are—hence t he t erm " Troj an horse." But so far, none of t hese have caused t rouble for m ore t han a handful of people

The best clue is t he t hree- let t er file nam e ext ension on t he file's nam e. For exam ple:

.doc, .x ls, and .ppt . These ext ensions ident ify Microsoft Office docum ent s creat ed before t he advent of Office 2007 for Windows and Office 2008 for Mac—Word, Excel, and PowerPoint , respect ively. You can usually open t hese docum ent s wit h Office 2008 by double- clicking t hem , but if t hat doesn't work, drag t he docum ent t o t he icon of t he appropriat e Office program .

FREQUEN TLY ASKED QUESTI ON Vir u se s by Em a il I 'm scared of at t achm ent s. Won't I get a virus? The m edia periodically get s breat hless and wide- eyed about new viruses and worm s ( program s t hat have been deliberat ely writ t en t o gum up a com put er) . These lit t le program s oft en com e at t ached t o, or m asquerade as, ordinary files or m essages sent t o you—som et im es inadvert ent ly by people you know. When you t ry t o open or save an at t achm ent , Ent ourage som et im es warns you of t he possibilit y of viruses and gives you an opport unit y t o chicken out . ( Ent ourage doesn't warn you if you drag t he at t achm ent out of t he m essage t o your deskt op.) Fort unat ely, t here are st ill no viruses t hat can affect Mac OS X, so infect ing your com put er via em ail is current ly im possible. Furt herm ore, Office 2008 elim inat es anot her source of viruses—m acro viruses writ t en wit h Office's form er VBA program m ing language and em bedded int o Word and Excel docum ent s. Since Office 2008 doesn't work wit h VBA, m acro viruses can't affect Office 2008 program s. Alt hough Mac OS X isn't vulnerable t o em ailed viruses now, t here's no reason t o assum e t hat will always be t he case. I t 's always a good idea t o delet e at t achm ent s, wit hout opening t hem , from people you don't know. I f you receive unexpect ed at t achm ent s from people you do know, check wit h t hem before opening any files, part icularly if t he m essage is brief or out of charact er, or if t hat person uses Windows. I n fact , wit h m ore t han 100,000 viruses for Windows float ing around, Microsoft is belat edly at t em pt ing t o im prove t he legendarily leaky securit y on t he Windows plat form by im plem ent ing all kinds of new prot ect ions. I n a m isguided effort t o prot ect Mac fans from m alicious at t achm ent s, Ent ourage 2008 com plet ely blocks a host of file t ypes including .exe, .m pkg, and .webloc. You can neit her send nor receive files t hat are on t his " blacklist " of pot ent ial t hreat s. ( For t he com plet e list of file t ypes t hat Microsoft 's Depart m ent of Com put erland Securit y has profiled as pot ent ial t hreat s,

search for " unsafe at t achm ent s" in Ent ourage Help.) Microsoft 's inconvenient workaround asks you t o com press or archive files ( Cont rol- click t he file and choose Creat e Archive) before at t aching t hem t o a m essage—and request t hat people sending you such at t achm ent s do t he sam e.

.docx , .x lsx , and .ppt x . These ext ensions ident ify t he new st yle of Word, Excel, and PowerPoint docum ent s creat ed in t he XML file form at . They open wit h no ado in Office 2008.

.m pg . You've been sent an MPEG m ovie, and you can usually play it using QuickTim e Player.

.w m f, .w m a , .w m v. You've been sent a file encoded in Windows Media Form at —a Microsoft m edia form at sim ilar t o QuickTim e. You can play t hese files in QuickTim e player wit h t he addit ion of a special com ponent called Flip4Mac. Go t o www.flip4m ac.com and look for t he Get WMV Player Free but t on.

.m p3 , .w a v, a n d .a if. MP3 files are com pact , great - sounding m usic files. They're what Apple's iTunes and iPod are all about . I f an MP3 file doesn't play when you double- click it , drag it ont o t he iTunes icon.

.r a , .r m , or .r a m . This file is an audio, video, or st ream ing m edia it em in RealPlayer form at . Neit her QuickTim e nor Windows Media Player can play t hese it em s. Get a copy of RealPlayer at www.real.com .

.bm p . This is a Windows Bit m ap file. You should be able t o open t his t ype of graphic using Mac OS X's Preview program , or Word 2008.

.t if or .t iff. TI FF graphics files are com m on in deskt op publishing. ( The graphics in t his book, for exam ple, are TI FF files.) I f you can't open it by double- clicking, t he Mac OS X Preview program can show it t o you. Word can also open TI FF im ages.

.psd. A Phot oshop docum ent . You can view t hese in Preview if you don't have Phot oshop.

.e x e. This ext ension denot es an execut able file for Windows—like a Mac program is execut able on a Mac. By it self, your Mac can't run Windows program s, j ust as Windows com put ers can't run Macint osh program s. But you can run .exe files and any ot her Windows program s on an I nt el Mac running Windows wit h Boot Cam p or Parallels.

.ba t , .pif, .scr, or .com . These are ot her kinds of Windows program s, which you can't run on t he Mac ( unless it 's an I nt el Mac running Windows) . They're also, unfort unat ely, oft en associat ed wit h em ail- based worm s and viruses. They can't harm a Mac, but delet e t hem anyway, so t hat you don't pass t hem along accident ally t o a Windows- using friend.

.j pg or .gif. You can open t hese graphics files in Word, PowerPoint , Preview, or Safari. I n fact , you oft en see t hese im ages or phot ographs right in t he body of t he em ail m essages t hat brought t hem t o you.

.pdf. This downloaded it em is probably a m anual or brochure. I t cam e t o you as a port able docum ent

form at file, bet t er known as an Adobe Acrobat file. Ent ourage generally shows you a preview of t he PDF file right in t he em ail m essage, but you can also open t he docum ent wit h eit her Preview or t he free Adobe Reader ( www.adobe.com ) .

.h t m l or .h t m . A file whose nam e ends in .ht m l or .ht m is a Web page. I n t he beginning, Web pages hung out only on t he I nt ernet . These days, however, you're increasingly likely t o find t hat you've downloaded one t o your Mac's hard drive ( it m ay be a soft ware m anual for som e shareware, for exam ple) . To open t he Web page, double- click in t he at t achm ent area of t he m essage t o open it in your Web browser, or drag t he docum ent t o t he visible area of a Web browser window, if you already have one running.

.vcf. You've got yourself an elect ronic " business card," called a vCard, cont aining cont act inform at ion t hat you can add t o your Ent ourage Address Book. See Sect ion 10.4.3.

.r t f . RTF st ands for Rich Text Form at , and indicat es a form at t ed word processing docum ent as described on Sect ion 2.2.2. Word 2008 opens t his kind of file wit h ease.

.w ps. This file was creat ed using Microsoft Works, an all- in- one soft ware suit e t hat 's som et hing like AppleWorks. Unfort unat ely, Office 2008 can't read t hese files; ask your correspondent t o export t he file as RTF, plain t ext , or anot her form at if possible. For a great er feeling of self- reliance, buy a file- conversion program like MacLinkPlus ( www.dat aviz.com ) .

.w pd. This suffix denot es a WordPerfect docum ent . Several years ago, WordPerfect was t he dom inant word processing program for PCs. ( The file nam e ext ension .doc " belonged" t o WordPerfect files, in fact , unt il Microsoft co- opt ed it for use wit h Microsoft Word—one of m any act ions t hat caught t he Just ice Depart m ent 's at t ent ion over t he years.) Office 2008 can't open WordPerfect files direct ly. Here again, reach for MacLinkPlus or ask your correspondent t o export t he docum ent as RTF, HTML, or plain t ext .

.fp5 and .fp7 . These are FileMaker Pro dat abases ( www.filem aker.com ) .

I f you were sent a file wit h a t hree- let t er code not list ed here, you m ay well have yourself a Windows file t hat can be opened only by a Windows program t hat you don't act ually own. You m ight consider asking your correspondent t o resend it in one of t he m ore universal form at s described above.

GEM I N TH E ROUGH Usin g t h e Ju n k M a il Filt e r The Ent ourage Junk Mail Filt er scans your incom ing m essages for som e t ellt ale signs of j unk em ail ( spam ) , and t hen m oves suspect m ail t o a folder called Junk Em ail, t hus keeping your I nbox relat ively clean of wort hless com e- ons. To use t he Junk Mail Filt er, choose Tools Junk E- m ail Prot ect ion, and t hen, in t he dialog box t hat opens, choose t he level of prot ect ion you desire. By clicking t he Safe Dom ains t ab, and t yping dom ain nam es in t he space provided, you can specify cert ain dom ains ( com panies or ent it ies, as indicat ed by everyt hing aft er t he @ sign in t he em ail addresses) t o exclude from t he filt er—such as st uff arriving from your work dom ain. Messages from addresses in your Address book are never ident ified as j unk, and t he Junk Mail Filt er never t arget s m ailing list s you're m anaging using t he Mailing List Manager feat ure. Conversely, click t he Blocked Senders t ab and ent er addresses or dom ains t hat you always want filt ered out as j unk m ail. Ent ourage's Junk Mail Filt er is good, but it doesm ake m ist akes, let t ing j unk m ail slip t hrough int o your inbox, and occasionally rout ing good m essages int o t he Junk Em ail folder. I t 's a good idea t o occasionally scan t hrough t he Junk Em ail folder in order t o check up on t he filt er and ret rieve any good m essages before finally delet ing all t he spam . Ent ourage provides t wo t oolbar but t ons: Not Junk—t o m ove a m essage from t he Junk Em ail folder back t o t he I nbox—and Junk—t o m ove m essages int o t he Junk E- m ail folder. However, unlike j unk filt ers in som e ot her em ail program s ( Apple Mail, for exam ple) , Ent ourage's Junk Mail Filt er doesn't act ually learn from t he m ist akes you correct in t his m anner. When you use t he Not Junk but t on it only offers t o add t he sender t o t he Ent ourage Address Book, or add t he sender's dom ain t o t he Safe Dom ains list —or j ust m ove t he m essage back t o t he I nbox.

1 0 .3 .6 . Usin g M e ssa ge Ru le s Once you know how t o creat e folders, t he next st ep in m anaging your em ail is t o set up a series of m essage rules ( or filt ers) t hat file, answer, or delet e incom ing m essages aut om at ically based on t heir cont ent s, such as subj ect , sender, or size. Message rules require you t o t hink like t he dist ant relat ive of a program m er, but t he m ent al effort can reward you m any t im es over; m essage rules t urn Ent ourage int o a surprisingly sm art and efficient secret ary.

1 0 .3 .6 .1 . Se t t in g u p m e ssa ge r u le s Select an em ail m essage of t he t ype you're creat ing a rule for befor e you st art set t ing up t he rule. That way, Ent ourage fills in t he appropriat e t ext ( see st ep 4, below) as you choose t he filt ering crit eria. Then follow t hese st eps:

1 . Ch oose Tools

Ru le s.

The Rules dialog box appears, as shown in Figure 10- 22 , t op. As you can see, t he t abs here let you set up

different rules for each kind of em ail account ( POP, I MAP, Hot m ail, Exchange) , plus separat e rules for newsgroups ( Sect ion 10.5) , and out going m essages.

Figu r e 1 0 - 2 2 . Top: M a il r u le s ca n h e lp file you r m e ssa ge s, se r ve a s a n e m a il a u t or e spon de r , or ca ll im por t a n t m e ssa ge s t o you r a t t e n t ion . Ch oose Tools Ru le s a n d click t h e a ppr opr ia t e M a il t a b t o cr e a t e or vie w you r r u le s. Se le ct a r u le t o se e w h a t it doe s, a n d u se t h e Up a n d D ow n bu t t on s ( or j u st dr a g t h e r u le ) t o spe cify t h e or de r in w h ich En t ou r a ge r u n s t h e r u le s. Bot t om : D ou ble - click a r u le t o ope n t h e Edit Ru le dia log box , w h e r e you ca n spe cify or m odify w h a t t h e r u le doe s.

2 . Click t h e t a b you w a n t t o w or k w it h , a n d t h e n click N e w . The Edit Rule dialog box appears ( Figure 10- 22 , bot t om ) .

3 . Use t h e t op opt ion s t o spe cify h ow En t ou r a ge sh ou ld se le ct m e ssa ge s t o pr oce ss.

For exam ple, if you'd like Ent ourage t o wat ch out for m essages from a part icular person, you would set up t he first t wo pop- up m enus t o say " From " and " Cont ains," respect ively. To cat ch m essages pert aining t o your eBay buying and selling hobby, set t he pop- up m enus t o say " Subj ect " and " Cont ains." I f you click Add Crit erion, you can set up anot her condit ion for t his m essage rule. For exam ple, you can set up t he first crit erion t o find m essages from your uncle, and a second t hat wat ches for m essages from your cousin in order t o sort t hem bot h int o t he Fam ily folder. I f you've set up m ore t han one crit erion, use t he " Execut e" pop- up m enu t o indicat e whet her t he m essage rule should apply if all t he condit ions are t rue, or if any one of t hem is t rue. You can also set up cat ch- all rules t hat do t heir t hing unless any or all crit eria are m et . For inst ance, if you're using an account purely for int ernal em ail at your com pany, you can set up a rule for t hat account t hat files away ( or delet es) all m ail except m essages from an address cont aining your com pany's " .com " nam e.

4 . Spe cify w h ich w or ds or pe ople you w a n t t h e m e ssa ge r u le t o w a t ch ou t for. Aft er you've used t he t wo crit erion pop- up m enus, a t ext box appears. I nt o t his box, t ype t he word, nam e, or phrase you want Ent ourage t o wat ch out for—a person's nam e or em ail address, or eBay , in t he previous exam ples.

5 . I n t h e low e r h a lf of t h e box , spe cify w h a t you w a n t t o h a ppe n t o m e ssa ge s t h a t m a t ch t h e cr it e r ia . I f, in st eps 1 and 2, you've t old your rule t o wat ch for m ail cont aining eBay in t he Subj ect line, here's where you can t ell Ent ourage t o m ove it int o, say, an eBay folder. Wit h a lit t le im aginat ion, you'll see how t he opt ions in t his pop- up m enu can do absolut ely am azing t hings wit h your incom ing em ail. Ent ourage can delet e, m ove, or print m essages; reply, forward, or redirect t hem t o som ebody; aut om at ically save at t achm ent s int o a downloads folder you've set up; or when you receive m essages from som e im port ant person, play a sound, anim at e t he Ent ourage icon in t he Dock, or display a dialog box.

6 . I n t h e ve r y t op box , n a m e you r m a il r u le . Click OK. Now t he Rules dialog box reappears ( Figure 10- 22 , t op) . Here, you can m anage t he rules you've creat ed, choose a sequence for t hem ( t hose at t he t op get applied first ) , and apply t hem t o exist ing m essages.

T ip : Ent ourage applies rules in t he order t hey appear, from t op t o bot t om , in t he Rules window. I f a rule doesn't seem t o be working properly, it m ay be t hat an earlier rule is int ercept ing and processing t he m essage before t he " broken" rule even sees it .To fix t his problem , t ry m oving t he rule up or down in t he list by select ing it and t hen clicking t he Up or Down but t ons or by j ust dragging t he rule up or down t he list . When t roubleshoot ing rules, it m ay help t o select ively t urn preceding rules on or off.

Figu r e 1 0 - 2 3 . I n t h is e x a m ple , if En t ou r a ge r e ce ive s a n e m a il m e ssa ge t o a spe cifie d a ddr e ss—on e you se t u p spe cifica lly t o colle ct sa le s le a ds, for e x a m ple —it se n ds a n e m a il r e ply u sin g t h e t e x t you cr e a t e a ft e r click in g t h e Re ply Te x t bu t t on ( t op) a n d a dds t h e se n de r ' s a ddr e ss t o a spe cia l gr ou p ( bot t om ) in you r En t ou r a ge Addr e ss Book ( se e Se ct ion 1 0 .4 ) .

1 0 .3 .7 . W r it in g a M e ssa ge To creat e an em ail m essage in Ent ourage, use one of t hese t act ics:

Choose File

New

Mail Message.

Press - N. ( I f you're using an Ent ourage funct ion t hat has not hing t o do wit h em ail—t he Calendar or Tasks, for exam ple—press Opt ion- - N inst ead.)

Click t he New but t on on t he t oolbar or choose Mail Message from it s pop- up m enu.

I n each case, an em pt y em ail m essage window appears, filled wit h em ail com posit ion t ools.

POW ER USERS' CLI N I C Usin g D ir e ct or y Se r vice s You're all set t o send som eone an em ail m essage, when it hit s you: You don't know her address. I n t he good old days, several Web services ( such as Bigfoot and four11) served as free " em ail phone books," and Ent ourage's Direct ory Services could connect t o t hem an at t em pt t o find em ail addresses for you. But t hat last ed only as long as it t ook t hese com panies t o figure out t his was a service people were willing t o pay for. On t he ot her hand, in t hese t im es of increasing privacy concerns, t he lack of free em ail direct ories is probably a good t hing. Ent ourage's Direct ory Services st ill works great for com panies t hat provide t heir own em ail direct ory ( via an elect ronic phone book known as an LDAP server) . I n t hat event , choose Account s, click t he Direct ory Service t ab, and t hen click t he New but t on in t he Tools window's t oolbar. The Account Set up Assist ant now walks you t hrough a t wo- st ep process of ent ering your com pany's server inform at ion. ( Get it from your net work adm inist rat or.) While you're in t he Account s window, you can choose which LDAP account you'd like as your m ain direct ory; select t he account 's nam e and t hen click t he Make Default but t on in t he t oolbar. Ent ourage displays your default service in bold, and uses t his service when you're addressing an em ail m essage and choose Direct ory from t he pop- up m enu in order t o search for an address.

1 0 .3 .7 .1 . St e p 1 : Addr e ssin g t h e m e ssa ge The first t hing you'll see when you creat e a new em ail m essage is t he address pane, a pop- up window wit h four but t ons, t hree address fields, and a list of addresses from your Ent ourage Address Book ( see Figure 10- 24 ) . The fields here are labeled To, Cc, and Bcc, each of which has it s own purpose:

To. Most of t he t im e, you'll t ype your correspondent 's em ail address here. I f t he recipient 's em ail address resides in your address book, Ent ourage can aut ocom plet e it for you aft er you st art t yping. Just keep t yping unt il it narrows it down t o t he one address you want —or scroll t hrough t he suggest ions unt il you find t he correct address, and double- click it or press Ent er.

Cc. Cc st ands for carbon copy; t he nam e harks back t o t he days of t ypewrit ers, when creat ing a copy of a docum ent required insert ing carbon paper bet ween t wo sheet s of t yping paper. I n em ail t erm s, put t ing som eone's em ail address in t he Cc area m eans, " No reply required; j ust t hought you'd want t o see t his." People list ed in t he Cc field receive a copy of t he m essage, but aren't t he prim ary recipient s.

Bcc. A blind carbon copy is a secret copy. This feat ure let s you send a copy of a m essage t o som ebody secret ly, wit hout any of t he ot her recipient s knowing t hat you did so. The nam es in t he To and Cc fields appear at t he t op of t he m essage for all recipient s t o see, but nobody can see t he nam es you t ype int o t he Bcc box. You can use t he Bcc field t o quiet ly signal a t hird part y t hat a m essage has been sent . For exam ple, if you send your co- worker a m essage t hat says, " Chris, t hanks for st aying lat e last night and helping Mr. Harris—I wish everybody at t his office showed t he kind of dedicat ion t o t he j ob t hat you do," you could

Bcc your boss or supervisor t o clue her in t o t his out st anding em ployee wit hout em barrassing Chris. The Bcc box is useful in ot her ways, t oo. Many people send em ail m essages ( cont aining j okes, or press releases, for exam ple) t o a long list of recipient s. I f t he nam es are in t he To or Cc fields, t hen everybody get s t o see everybody else's address—a definit e no- no am ong privacy advocat es. But if t he sender used t he Bcc field t o hold all t he recipient s' em ail addresses, none of t he recipient s will see t he addresses of any of t he ot hers.

T ip : Aft er addressing a m essage, you can drag t he addresses back and fort h am ong t hese t hree blanks: from t he To box int o t he Cc box, for exam ple.

I f you want t o send a m essage t o m ore t han one person, click t he Add but t on and t ype in a second ( or t hird, or fourt h) em ail address, or j ust press t he Tab key or click in an em pt y area of an addressing box and st art t yping. As in m ost dialog boxes, press t he t ab key anot her t im e t o j um p t o t he next field ( t o proceed from t he To field t o t he Cc field, for exam ple) . You don't have t o rem em ber and carefully t ype out all t hose em ail addresses, eit her. As you t ype, Ent ourage com pares what you're t yping wit h t he nam es in your Ent ourage Address Book. I f it finds a m at ch—t hat is, if you've t yped t on and your Address Book cont ains t he nam e Toni Mart in, for exam ple, Ent ourage sprout s a list of t hat and any ot her t on m at ches. The m ore let t ers you t ype, t he closer Ent ourage zeroes in on your int ended addressee. Ent ourage also rem em bers t he last 200 addresses you've sent m ail t o and received m ail from t hat aren't in your address book, which can be handy when you t hink of som et hing you'd like t o add t o a recent Preferences Mail & exchange. ( You can t urn t his feat ure off or sim ply clear out t he list in Ent ourage News Preferences Com pose if it bot hers you.) You can choose from t his list of proposed addressees eit her by pressing Ret urn when Ent ourage highlight s t he correct nam e, by pressing t he up- or down- arrow key t o highlight a nam e, and t hen pressing Ret urn, or by clicking a nam e. I f none of Ent ourage's guesses are correct , j ust keep t yping; Ent ourage quiet ly wit hdraws it s suggest ions. Alt ernat ively, you can access your address book by clicking t he Address Book but t on j ust above t he To field ( see Figure 10- 24 ) .

T ip : The t iny icon t hat appears in front of each em ail address t hat you've ent ered indicat es Ent ourage's underst anding of t he address. I f you see a t iny hum anoid figure, ( sim ilar t o t he MSN Messenger icon) you've input an address t hat 's in t he Ent ourage Address Book; if you see a blue circle/ but t on sym bol, you've t yped an address t hat 's not in your Ent ourage Address Book. ( Of course, you can always add one of t hese addresses t o your Ent ourage Address Book j ust by Cont rolclicking it and choosing " Add t o Address Book" from t he short cut m enu.) A green quest ion m ark indicat es Ent ourage doesn't underst and t he address, probably because it isn't a correct ly form ed em ail address—you m ay have included a space in t he address by m ist ake, for exam ple.

Figu r e 1 0 - 2 4 . Top: As you t ype a n a ddr e ss, a pop- u p m e n u of m a t ch in g n a m e s fr om you r a ddr e ss book a ppe a r s. Click t h e on e t h a t you w a n t , pr e ss Ta b t o a cce pt t h e h igh ligh t e d n a m e a n d e n t e r a n ot h e r on e . Or pr e ss Re t u r n t o u se t h e h igh ligh t e d n a m e , close t h e a ddr e ssin g w in dow , a n d m ove t o t h e Su bj e ct lin e . Bot t om : Click t h e Addr e ss Book icon in t h e Addr e ss pa n e 's t oolba r , scr oll u p a n d dow n you r list of con t a ct s, a n d dr a g a ddr e sse s in t o t h e To, Cc, or Bcc pa n e s. I f you j u st dou ble - click a n a m e it goe s

dir e ct ly in t o t h e To pa n e . Re pe a t t h e pr oce ss t o a dd m or e n a m e s.

Across t he t op of t he address window are a few handy but t ons. Add opens up a new em pt y row in t he current addressing field, where you can specify an addit ional address. The Rem ove but t on rem oves a select ed recipient 's row. Check Nam es is handy if you don't know a coworkers em ail address and you're connect ed t o your com pany's LDAP address direct ory ( see Sect ion 10.3.7.1) in hopes of t urning up t he correct address.

T ip : You can use t he Tab key t o m ove bet ween address fields, subj ect line, and t he m essage's body t ext .

I f you have m ore t han one account set up in Ent ourage, a From pop- up m enu appears above t he m essage's addressees. Choose from t hat pop- up m enu t o pick t he account you want t o use t o send t he m essage.

1 0 .3 .7 .2 . St e p 2 : Th e Su bj e ct lin e Som e people, especially in t he business world, get bom barded wit h em ail. That 's why it 's court eous t o put som e t hought int o com posing t he Subj ect line ( use " Change in plans for next week" inst ead of " Hi," for exam ple) . Then press t he Tab key t o m ake your cursor j um p int o t he large m essage area. Don't m ake your subj ect t oo long: rem em ber, m ost people will see it in a list wit h ot her inform at ion like your nam e and t he dat e and t im e you sent t he m essage, and t he subj ect m ay get com pressed or t runcat ed. I f you t ry t o send a m essage wit hout a subj ect , Ent ourage will warn you t his isn't a very good idea, but it 's not a fat al one eit her. You can go ahead and send it . Ent ourage will aut om at ically insert " < no subj ect > " as a subj ect line. And your recipient 's spam filt er m ay possibly delet e it .

1 0 .3 .7 .3 . St e p 3 : Com posin g t h e body Aft er you've addressed your m essage and given it a subj ect , it 's t im e t o writ e your m essage. To do t his, j ust click ( or Tab int o) t he m essage area and st art t yping. You can use all t he st andard edit ing t echniques, including select ion, drag- and- drop, and t he Cut , Copy, and Past e com m ands, t o rearrange t he t ext as you writ e it . As you t ype, Ent ourage does som et hing rat her wonderful ( or alarm ing, depending on your point of view) : it checks your spelling as you go, using a red squiggly underline t o m ark quest ionable spelling. To check for possible alt ernat ive spellings for a suspect word, Cont rol- click t he red- squiggled word; a list of suggest ions appears in a short cut m enu. Choose t he word you really int ended, or choose Add t o add t he word t o t he Office 2008 dict ionary. I f you want t o spell- check a m essage all at once, choose Tools Spelling ( or press Opt ion- - L) aft er Preferences General Preferences com posing it . ( To t urn off aut om at ic spell checking, choose Ent ourage Spelling t ab, and t urn off " Check spelling as you t ype." )

T ip : You can use t he sam e keyboard short cut s in Ent ourage t hat you use in Word ( such as - right arrow t o m ove t he Preferences General Preferences cursor one word t o t he right ) —a great t im esaver. Just choose Ent ourage General t ab, and m ake sure t hat " Use Microsoft Office keyboard short cut s for edit ing t ext " is t urned on.That sam e preference t ab let s you m ake Ent ourage resem ble Word in ot her ways, t oo. I t let s you t urn on aut om at ic whole- word select ion, " sm art cut and past e" ( spaces are aut om at ically added or rem oved as necessary when you insert or delet e t ext ) , and a Font m enu t hat shows font s in t heir own t ypefaces. Sim ilarly, t he Spelling t ab in t he General Preferences dialog box gives t he sam e cont rol over spell- checking opt ions t hat Word does.

All of t his should sound fam iliar; it 's precisely t he sam e basic m echanism t hat Word 2008 em ploys when it looks for spelling m ist akes on t he fly, as described on Sect ion 2.5.1.

T ip : I f you're com posing a long em ail m essage and need a break, or it 's one you don't want t o send unt il lat er, choose File Save or press - S t o save t he m essage in your Draft s folder. To reopen a saved draft , click t he Draft s folder in t he Folder list , and t hen open t he draft t hat you want t o work on from t he list on t he right .

1 0 .3 .7 .4 . St e p 4 : Ch oosin g a for m a t ( H TM L or pla in t e x t ) When it com es t o form at t ing a m essage's t ext , you have t wo choices: plain t ext or HTML ( hypert ext m arkup language) . Plain t ext m eans t hat you can't form at your t ext wit h bold t ype, color, specified font sizes, and so on. HTML, on t he ot her hand, let s you use form at t ing com m ands such as font sizes and bold t ext . But t here's a cat ch: alt hough nowadays nearly all em ail program s can read HTML- form at t ed em ail, t hey don't always handle it t he sam e way. An HTML m essage t hat looks fine for you m ay be incom prehensible for som eone using anot her em ail program . HTML m essages can also be m uch larger ( and t herefore slower t o download on slow I nt ernet connect ions) t han plain- t ext m essages, especially if you include pict ures, sounds, or ot her m ult im edia elem ent s. So which should you choose? Plain t ext lends a m ore professional, old- hand feeling t o your m essages—but , m ore im port ant , it 's t he m ost com pat ible. Whet her your recipient uses a high- end workst at ion, a Web browser, a cell phone, or a 20- year- old t erm inal in a dust y universit y basem ent , a plain- t ext m essage alm ost always get s t hrough int act . ( There are som e except ions: accent ed charact ers and language encodings m ay com plicat e t he issue.)

HTML- form at t ed m essages, on t he ot her hand, m ay not arrive int act . Your recipient m ay see a plain- t ext version of t he m essage, which Ent ourage includes as a court esy, but som e em ail program s can't even display t hat neat ly. I n general, you're bet t er off using plain t ext for m ost of your m essages, and sending HTML only when you need it and you're sure your recipient s can see it . To specify which form at Ent ourage uses for all out going m essages Preferences Mail & News Preferences Com pose, and select ( plain t ext or HTML) , choose Ent ourage a form at from t he " Mail form at " pop- up m enu. You can also change form at s on a m essage- by- m essage basis. For exam ple, if you generally like t o send plaint ext m essages, you can swit ch one part icular m essage int o HTML m ode by clicking t he Use HTML but t on t o t he left and j ust above t he body t ext area ( see Figure 10- 25 ) , or choose Form at HTML. Eit her act ion act ivat es t he HTML t oolbar, which you can use t o add pizzazz t o your m essages. This t oolbar is broken up int o six sect ions:

Fon t s. The t wo cont rols in t his sect ion let you choose a font and font size for your em ail.

N ot e : I f your m essage's recipient doesn't have t he font you specify in t his t oolbar sect ion, her em ail program subst it ut es som e ot her font . To avoid such problem s, st ick t o com m on cross- plat form font s like Arial, Courier, Tim es New Rom an, or Verdana.

St yle s. Just as you'd expect in a word processor, you can choose Bold, I t alic, Underline, or Telet ype ( which put s t he select ed t ext int o a fixed- widt h font ) st yles for your t ext .

Figu r e 1 0 - 2 5 . H TM L- ba se d e m a il le t s you e x e r cise som e con t r ol ove r t h e la you t of you r e m a il m e ssa ge s, in clu din g fon t , color , a n d t e x t a lign m e n t . Th e H TM L t oolba r , sh ow n j u st a bove t h e m e ssa ge body, is sim ila r t o w h a t e x ist s in m a n y w or d pr oce ssin g pr ogr a m s. W it h it , you ca n t u r n pla in t e x t in t o a n H TM L- for m a t t e d m a st e r pie ce . Bu t ple a se r e m e m be r , for m a t t in g e x ist s t o cla r ify com m u n ica t ion , n ot obfu sca t e it .

W ORKAROUN D W ORKSH OP Th e Low dow n on " Com ple x " M a r k u p I f you've creat ed Web pages using t he HTML language, you're probably scrat ching your head as you read about Ent ourage HTML em ail feat ures. Where are t ables? Where are form s? Where is JavaScript ? Heck, how do you even em bed a link int o t ext inst ead of spelling it out as an ugly URL? The short answer is: You don't . Ent ourage's HTML feat ures are m eant t o enhance t ypical em ail com m unicat ion, not t o produce sophist icat ed Web pages. Fort unat ely, you can call on anot her Office 2008 program for assist ance. Open Word, t ype t he em ail of your dream s, including links, pict ures, t ables, or what ever. When Send To Mail Recipient ( as HTML) . Doing so opens you're finished, choose File Ent ourage and im port s t he docum ent int o an em ail m essage. Just address t he m essage, give it a subj ect , and set it free. Ent ourage doesn't int erpret t he HTML perfect ly—som et im es your pict ures and t ables m ay be sloshed about a bit —but hey, it 's quick and it 's all t here. Since you're probably not going t o all t his t rouble for a casual m essage, be sure t o send it t o yourself as a t est ( and m aybe also t o som e friends who use a variet y of em ail program s) before set t ing your m essage loose on t he world. You'll find t hat creat ing HTML t hat works in em ail program s is a different art from creat ing HTML for a Web sit e.

Align m e n t . Let s you choose left , cent er, or right paragraph alignm ent .

N u m be r in g, Bu lle t s a n d I n de n t s. Let s you put t he select ed t ext in a bullet ed or num bered list . I t also let s you set t he indent level of t he select ed t ext for som e good organizat ional form at t ing.

Color.These t wo cont rols let you choose a t ext color and a background color for your em ail m essages. You can choose from one of 16 prefab colors, or you can m ix your own ( see Sect ion 19.3.8.1) .

Ru le s. There's only one but t on here, t he Horizont al Line but t on, which put s a horizont al rule ( in ot her words, a line) at t he insert ion point .

Rem em ber: when it com es t o em ail form at t ing, less is m ore. I f you go hog- wild form at t ing your em ail, you m ay m ake t he m essage hard t o read, especially for people using em ail program s t hat int erpret t he HTML codes different ly t han Ent ourage does.

T ip : All of t he HTML t oolbar's com m ands are also accessible in t he Form at m enu.

You can also insert pict ures, sounds, or m ovies int o HTML em ail m essages. Type your m essage, place t he insert ion point where you'd like t he it em t o appear, and t hen choose t he appropriat e com m and from t he I nsert m enu. Ent ourage asks you t o locat e and double- click t he file you want t o insert . Message

T ip : You can also drag t he icons of graphics and m ovies right int o t he window of an out going HTML em ail m essage, where t hey appear at t he insert ion point . For sounds and background graphics, on t he ot her hand, you have t o use t he Message I nsert m enu.

Not e t hat Ent ourage aut om at ically convert s TI FF and PI CT im ages int o JPEG form at when you add t hem t o HTML m essages. I f you need your recipient t o receive t hese files unalt ered, send t hem as st andard file at t achm ent s inst ead of insert ing t hem or dragging t hem int o t he window. Once you've insert ed a m edia it em int o a m essage, you can only m ove it around by insert ing Ret urns and spaces in front of it . To delet e a pict ure, sound, or m ovie, backspace over it , or select it and t hen press t he and Rem ove Background Pict ure. Delet e key. To rem ove a background im age, select Message

T ip : Just as file at t achm ent s can m ake an em ail m essage enorm ous, im ages, sounds, and m ovies can m ean t hat your m essage will be m easured in m egabyt es. That 's fine if all your recipient s have fast connect ions like cable m odem s. But if one of t hem is t rying t o check em ail using a dial- up connect ion, your ult ra- cool inline im ages, m ovies, and sounds will becom e a giant headache.

1 0 .3 .7 .5 . St e p 5 : Addin g a sign a t u r e Signat ures ( or " sigs" ) are bit s of t ext st am ped at t he bot t om of your em ail or newsgroup m essages. Signat ures began as a way t o provide cont act inform at ion wit hout having t o t ype it out in every m essage. But as online cult ure evolved, signat ures becam e personal st at em ent s. A signat ure m ay cont ain a nam e, a post al or em ail address, a m em orable quot e, or even art com posed of t yped charact ers.

To creat e a signat ure, choose Tools Signat ures, which brings up t he Signat ures window. I n it , you'll see som et hing called t he St andard signat ure. You can edit t his signat ure by double- clicking it , or you can creat e any num ber of new signat ures by clicking t he New but t on. Eit her way, you get an edit ing window where you can t ype your new signat ure. ( Your signat ure can be eit her plain t ext or HTML- based, as described in t he previous sect ion.)

UP TO SPEED Sig a n d Ye Sh a ll Fin d As cool as signat ures are, don't go overboard. Few t hings are m ore annoying t han downloading a t wo- line m essage followed by a full- screen signat ure. On m ailing list s and newsgroups, a big signat ure is likely t o get you drum m ed out of t own. When m aking signat ures, follow t hese guidelines:

Keep signat ures t o four lines of t ext or less, focusing on essent ial inform at ion.

Consider including a hyperlink t o a Web page where people can find out m ore about who you are and what you do.

Avoid pot ent ially offensive m at erial or blat ant ly com m ercial com e- ons ( alt hough a brief point er is OK, part icularly if it 's t o som et hing you're personally involved wit h) .

Prot ect your privacy: consider not including em ail addresses, phone num bers, post al addresses, and ot her personal dat a, especially when sending m essages t o public forum s like m ailing list s and newsgroups. There's no t elling where t hat inform at ion m ay go or who m ay get t heir hands on it . ( See t he box on Sect ion 10.3.7.6.)

I f you really like flam boyant signat ures for your em ail t o your regular correspondent s, great ! But please, also creat e a sim ple, bare- bones sig j ust for m ailing list s, newsgroups, and people out side your circle of friends.

N ot e : I f you form at your signat ure wit h HTML, Ent ourage aut om at ically convert s it t o plain t ext when you writ e a plaint ext m essage. Be sure your signat ure looks good in eit her form at !

Once you've creat ed one or m ore signat ures, you can t ack t hem ont o every out going m essage or on a m essageby- m essage basis:

Alw a ys a ppe n d a sign a t u r e. Choose Tools Account s. I n t he Account s window, double- click t he account in quest ion. ( You can have a different st andard signat ure for each account .)

I n t he result ing window, click t he Opt ions t ab t o reveal a pop- up m enu of signat ures. Select t he signat ure t hat you'd like t o have at t he bot t om of every em ail m essage creat ed using t hat account . ( You can always override t his choice on a m essage- by- m essage basis.)

T ip : I f you t urn on t he Random checkbox, Ent ourage will random ly select one of t hese gem s t o grace t he bot t om of every em ail m essage t hat you send. This is t he way t o rot at e your pit hy quot es from , say, The Secret wit hout seem ing repet it ive t o your correspondent s. ( Select Tools Signat ures, and t hen click t he Random checkbox t o t urn on t his feat ure.)

M e ssa ge by m e ssa ge . Aft er writ ing your m essage, choose t he signat ure you want from t he Signat ure pop- up but t on ( t he lit t le pen) in your m essage's t oolbar. Ent ourage past es t he signat ure at t he locat ion of your insert ion point .

1 0 .3 .7 .6 . St e p 6 : Add a n y file a t t a ch m e n t s You read about r eceiv ing at t achm ent s earlier in t his chapt er; sending t hem som et im es involves a lit t le ext ra brainwork. To at t ach a file or files t o an out going em ail m essage, Microsoft , in it s usual fashion, gives you several different m et hods t o choose from :

D r a g- a nd- dr op . I f you can see t he appropriat e Finder window or it em on t he deskt op behind t he Ent ourage window, you can drag file or folder icons direct ly off t he deskt op and anywhere int o t he out going em ail m essage window, or t o Ent ourage's icon on t he Dock.

T ip : I f you drag t he alias of a file or folder, Ent ourage is considerat e enough t o ask you whet her you m ean t o send t he alias file it self ( which will probably be wort hless t o your correspondent ) or t he file t hat opens when you doubleclick t he alias.

Add bu t t on . Click t he At t ach but t on in t he m essage's t oolbar, or click t he Add but t on in t he At t achm ent s sect ion of t he out going em ail window. Eit her way, t he Choose At t achm ent dialog box appears. Navigat e t o, and highlight , t he file or folder you want t o send, and t hen click Open.

Use a m e n u . Choose Message

Add At t achm ent s ( or press

- E) t o do t he sam e t hing.

Once you've at t ached files, t heir nam es appear in t he m essage's At t achm ent s sect ion, seen in Figure 10- 26 . At t aching files is t he easy part ; knowing how t o encode t hose files can be t ricky. Not all com put ers ( including t he m ail servers t hat t ransm it m essages) can underst and Macint osh files. Furt herm ore, a few em ail servers st ill m angle anyt hing t hat isn't a plain- t ext m essage. Encoding your at t achm ent s is t he solut ion t o bot h problem s. Unfort unat ely, different com put ers recognize different file-encoding schem es. Encoded im properly, t he file t urns

int o gibberish and can't be opened on t he ot her end. To m ake m at t ers even m ore com plicat ed, files can also be com pressed ( as St uffI t or ZI P archives, for exam ple) t o m ake t hem sm aller and reduce t he am ount of t im e it t akes t o send and receive t hem . Fort unat ely, Ent ourage uses an encoding schem e called AppleDouble, which bot h Macs and Windows PCs can reconst it ut e. And it com presses your files only if you at t ach an ent ire folder ( not individual files) . I t uses ZI P com pression in t hat case, which Macs and PCs can decom press wit h no t rouble. There m ay be t im es, however, when you want t o change t hese opt ions. For exam ple, you m ay want t o t urn on t he ZI P com pression for a single large file. Or you m ay have t rouble sending files t o som eone using t he fact ory set t ings, so you want t o t ry different set t ings.

Figu r e 1 0 - 2 6 . A file 's icon a ppe a r s in t h e a t t a ch m e n t se ct ion of t h e m e ssa ge w in dow ; click t h e " En code for …" bu t t on be low t h a t pa n e l t o ch a n ge t h e e n codin g, com pr e ssion , a n d com pa t ibilit y opt ion s. By click in g a cou ple of r a dio bu t t on s a n d ch e ck box e s, you ca n be su r e t h a t you r r e cipie n t s ca n ope n t h e a t t a ch m e n t e a ch a n d e ve r y t im e . Th e " Appe n d file n a m e e x t e n sion s" is a n in cr e dibly va lu a ble opt ion , e spe cia lly w h e n se n din g file s t o W in dow s fa n s. I f you fa ile d t o a dd t h e .doc, .x ls, or .ppt t o t h e e n d of t h e ir n a m e s, En t ou r a ge ca n do it for you a t t h is st a ge .

T ip : However you choose t o encode your file, be considerat e of t he recipient 's t im e. About half of t he em ail users in t he Unit ed St at es st ill connect t o t heir em ail servers wit h a dial- up connect ion. Sending at t achm ent s larger t han a couple of

m egabyt es can t ie up t heir connect ion for a long t im e while it downloads. I f you have a really large file t o send, it 's best t o check wit h t he recipient before sending. I f it 's j ust t oo big, you m ight have t o put it on a CD- ROM and snail- m ail it .

To change encoding and com pression opt ions, click t he gray " Encode for" but t on j ust below t he At t achm ent s window ( see Figure 10- 26 ) . A lit t le pop- up window appears where you can change t he encoding, com pression, and com pat ibilit y opt ions:

An y com pu t e r ( Apple D ou ble ) . This encoding schem e flat t ens a Mac file int o som et hing t hat ot her kinds of com put ers can read, including m ail servers and Windows m achines.

M a cin t osh ( Bin H e x ) . This encoding m et hod is for Mac- t o- Mac t ransfers only. Use it only when you've t ried sending a file t o anot her Mac fan using t he AppleDouble set t ing and had no luck.

W in dow s ( M I M E/ Ba se 6 4 ) . This encoding m et hod is for sending files t o Windows and som e Unix com put ers. Again, use it only when you've had no luck using AppleDouble.

FREQUEN TLY ASKED QUESTI ON Ca n n in g Spa m Help! I 'm awash in j unk em ail! How do I get out of t his m ess? Spam is a m uch- hat ed form of advert ising which, despit e legislat ion and cont inual handwringing, isn't dim inishing. While t here's no inst ant cure for spam , you can t ake cert ain st eps t o shield yourself from it .

Don't publicize your em ail address on t he I nt ernet —don't put it on your Web page or in your newsgroup signat ures, and don't allow it t o be list ed in any public place—like a newsgroup. Spam m ers have aut om at ed soft ware robot s called t rawlers t hat scour every public I nt ernet m essage and Web page, aut om at ically collect ing em ail addresses t hey find, and t hen sending spam t o t hose addresses or selling t hem t o ot her spam m ers.

Get a second em ail address you can use for Web sit es, soft ware regist rat ion, and m ailing list s. At least if t his address " leaks" t o spam m ers, your prim ary address hasn't been com prom ised.

When filling out form s or regist ering product s online, always look for checkboxes request ing perm ission for t he com pany t o send you em ail or share your em ail address wit h it s " part ners." Just say no. I f t he com pany doesn't explicit ly post it s privacy policy on t he Web sit e, assum e no inform at ion you provide will be kept privat e.

Use t he Ent ourage Junk Mail Filt er (Sect ion 10.3.6) .

Creat e m essage rules t o filt er out m essages cont aining words and phrases m ost oft en found in spam such as " casino," " search engine placem ent ," " herbal Viagra," and so fort h. ( You'll find inst ruct ions on Sect ion 10.3.6.1 in t his chapt er.)

Consider paying $30 and inst alling Spam Sieve, an except ionally t alent ed spam filt ering soft ware t hat t akes t he place of Ent ourage's Junk Mail Filt er ( www.ccom m and.com ) .

Ask your I SP what kind of ant i- spam services t hey offer. ( I t m ay be a free part of your service—and t hey m ay already be filt ering spam from your m ail.)

I f you really have a spam problem , get a new em ail address. Give it t o people you t rust . Use t he old address only for j unk m ail, and check it for m essages only infrequent ly.

Un ix ( UUEn code ) . UUEncode ( which st ands for Unix- t o- Unix Encode) is t he best t hing for sending t o a Unix or Linux fan. ( I t 's also useful when you don't know what em ail program or operat ing syst em your recipient is using and AppleDouble doesn't work; UUEncode has been around so long t hat alm ost any em ail program can open UUEncoded m essages.)

Com pr e ssion ( Com pr e ss in ZI P for m a t ) . As not ed earlier, Ent ourage aut om at ically com presses your at t achm ent s when t hey're included in a folder . Bot h Mac and Windows fans can easily unzip t hese archives.

T ip : When sending a file t o a Windows PC, Ent ourage has t he pot ent ial t o end your " t hey can't open m y files" headaches forever. Just rem em ber t o follow t hree st eps in t he Encoding window shown in Figure 10- 26: Use no com pression; use AppleDouble encoding; and t urn on t he " Append file nam e ext ensions" checkbox. Your Windows friends can open Office for Mac files easily, as long as t hey have Office on t heir com put er. However, in order t o open Office 2008's XML form at files ( t he ones wit h .docx, .xm lx, and .ppt x ext ensions) t hey need Office 2007 for Windows—which m any Windows fans st ill don't have. Play it safe by sending your Office files in 97/ 2004 form at ( which bear t he file ext ensions.doc, .xm l, and .ppt ) , unless you're cert ain your recipient s are com plet ely up t o dat e, Office- wise.

To rem ove an at t achm ent , select it s icon in t he expanded At t achm ent s window and press t he Delet e key ( or click Rem ove) . ( Dragging an at t achm ent out of t he At t achm ent s window doesn't rem ove it from t he m essage. I nst ead, it m akes a copy of t he file where you drag it —unless you drag it t o t he Trash can in t he Dock.) You can Rem ove All At t achm ent s. also rem ove all at t achm ent s in one fell swoop by choosing Message

1 0 .3 .7 .7 . St e p 7 : Se n d you r e m a il on it s w a y Once your m essage is put t oget her properly, you can send it in any of several ways:

Click t he Send but t on in t he m essage's t oolbar.

Press

- Ret urn ( Send Message) or

Choose Message

- K ( Send & Receive All) .

Send Message Now.

I f you want t o wait unt il t he next t im e Ent ourage is connect ed before sending t he m essage, choose Message Send Message Lat er, press Shift - - Ret urn, or Shift - - K.

When Ent ourage finishes sending t he m essage, it disappears from your Out box, and reappears in t he Sent I t em s folder for your reference. ( I f you're a person of st eely nerve and im peccable m em ory, you can t urn off t his feat ure; choose Ent ourage Preferences Mail & News Preferences Com pose, and t urn off " Save copies of sent m essages in t he Sent I t em s folder." )

1 0 .3 .8 . Em a il N e t iqu e t t e Different com panies, organizat ions, and groups have different em ail cult ures, so em ail norm s m ight vary from place t o place. But over t he years, general rules of I nt ernet et iquet t e—t hat is, net iquet t e—have evolved. Knowing a lit t le net iquet t e not only saves you em barrassm ent in public forum s like m ailing list s, but also m akes your m essages m ore underst andable. Most of t hese it em s apply t o newsgroup post ings as well as ordinary em ail, but a few point s of net iquet t e apply st rict ly t o newsgroups:

Use you r r e a l n a m e . Ent ourage let s you ent er anyt hing you like for your nam e when you set up an account ( see Sect ion 10.2) . But using your real nam e gives you m ore credibilit y and let s your friends and correspondent s m ore easily m anage m ail from you.

N ot e : An except ion t o t his rule would be a newsgroup or m ailing list where t he privacy of part icipant s is very im port ant , such as online support groups. For t hese cases, consider using anot her em ail address m anaged via a separat e Ent ourage account . The account can use what ever pseudonym ( and signat ure) you like. ( See Sect ion 10.2.1 for inform at ion on set t ing up m ult iple account s.)

W r it e cle a r ly. Since em ail is a writ t en m edium , good writ ing can m ake you look really good. You don't have t o be Shakespeare or even sound like a professional aut hor. But m ake sure your m essage includes all t he inform at ion your correspondent m ay need, check your gram m ar, and use Ent ourage's spell checker. Also, m ake allowances for people whose writ ing seem s awkward or difficult t o underst and: English m ay be t he m ost com m on language on t he I nt ernet , but it 's not t he prim ary language for m illions of I nt ernet users.

Be civil. Som e people writ e t hings in em ail t hat t hey would never dare say t o your face. No m at t er how offended you m ight be, responding in kind j ust m akes t hings worse. The best response t o rude em ail is no response at all.

Qu ot e spa r in gly. When quot ing anot her m essage, only quot e enough m at erial so your correspondent knows what you're t alking about . Quot ing t he ent ire m essage m akes it harder for your correspondent t o

underst and what you're saying. You can also put your responses in bet ween bit s of quot ed t ext , which m akes it obvious what you're replying t o.

Use bla n k lin e s. Not hing is less invit ing t o readers t han a solid page of t ext , devoid of paragraphs. I nsert blank lines bet ween paragraphs and quot ed m at erial in your m essage.

Pu t a n gle br a ck e t s a r ou n d URLs. I f you put a Web address ( URL) in a m essage, surrounding it wit h angle bracket s < like t his> t urns it int o a live, double- clickable link in a wide range of em ail program s.

Avoid a ll ca ps. Capit al let t ers are difficult t o read on com put er screens and MAKE YOU LOOK LI KE YOU'RE SHOUTI NG.

W r it e spe cific su bj e ct s. Rem em ber t hat t he subj ect of a m essage is one of t he few t hings ( besides your nam e) t hat your correspondent s see in a t ypical m ailbox list ing. Make your m essages easy t o find lat er by using specific subj ect s. " Lunch at Lit t le John's Monday at 12: 30?" is a bet t er subj ect line t han sim ply " Psst ! You hungry?"

D on 't for w a r d ch a in le t t e r s. I t 's okay, you're not going t o have bad luck if you don't forward t hat m essage t o 10 people. Virt ually all chain let t ers—even t hose claim ing t o help a sick child, st op an I nt ernet t ax bill in Congress, report a dangerous new com put er virus, or cont ain best wishes from t he Dalai Lam a—are hoaxes. They display your gullibilit y, wast e t im e, and annoy a lot of people. I f you hanker t o send on one of t hese m essages, check it out first at www.snopes.com or www.hoaxbust ers.org.

1 0 .3 .8 .1 . M a ilin g list e t iqu e t t e The following point s are part icularly relevant t o m ailing list s:

D on 't u se H TM L for m a t t in g. There's bound t o be som eone—or a lot of som eones—on a m ailing list who can't handle, or can't abide, HTML- form at t ed m essages. Furt herm ore, m any m ailing list s are available as digest s where all t he m essages each day are sent as one large m essage lat e at night , rat her t han as individual m essages t hroughout t he day. HTML- form at t ed m essages oft en don't com e across in digest s at all.

D on 't se n d file a t t a ch m e n t s. I t 's alm ost always wrong t o send a file at t achm ent t o a m ailing list , even if it 's sm all. I f you m ust m ake a file available t o a m ailing list , put it up on a Web or FTP sit e for int erest ed m em bers t o download ( Apple's .Mac service is perfect for t his sort of t hing) . Then all you have t o do is put a URL in your m essage.

Ke e p you r sig sh or t ! Your signat ure ( Sect ion 10.3.7.5) should be four lines or less.

St a y on t opic. Most m ailing list s are devot ed t o a part icular subj ect , and your m essages should be reasonably " on t opic" for t hat list . I t wouldn't be appropriat e t o discuss sport s cars on a m ailing list dedicat ed t o acoust ic guit ars, or ask quest ions about Apple's lat est Mac m odels on a m ailing list devot ed t o 1970s t elevision sit com s. On t he ot her hand, t here's probably an appropriat e m ailing list for alm ost anyt hing you want t o discuss ( and lot s of t hings you wouldn't be caught dead discussing) !

Ke e p pr iva t e con ve r sa t ion s off list s. Som et im es it 's m ore appropriat e t o reply t o a part icular list m em ber privat ely rat her t han t he ent ire list . I n t hose cases, j ust writ e a privat e em ail t o t he person.

Tr im t h e qu ot in g dow n t o t h e e sse n t ia l. When you send a reply t o som ebody's post ing, t rim out all of t he > quot ed > port ion except t he part in quest ion. Nobody needs t o read t he ent ire t reat ise again.

Finally, as t em pt ing as it m ay be t o send out flurries of advert ising about your product s or business using t he I nt ernet , it 's a bad idea. Spam isn't only illegal in m any j urisdict ions ( m eaning you can be sued) , it 's guarant eed t o get your I nt ernet account shut down wit hout not ice. I t 's fine t o keep in cont act wit h current cust om ers via em ail if t hey've given you perm ission, but quit e anot her t o use t he I nt ernet as a m eans t o harass ot hers.

1 0 .4 . Addr e ss Book Even if you're st ill living under t he delusion t hat Ent ourage is only good for em ail, you can benefit from it s built in Rolodex funct ion t hat saves all your em ail addresses and also full cont act inform at ion, such as nam e, address, phone num ber, and phot o. But m ake no m ist ake: The nam es and accom panying inform at ion don't j ust st ay locked away in st orage. No, t hey're a hardworking lot t hat oft en offer t heir services as you work in Office's ot her program s. For exam ple, once your Address Book cont ains a few nam es, Ent ourage offers t o aut om at ically com plet e addresses as you st art t yping in t he To field of em ail m essages. I t can also fet ch t he phone num bers of people you're invit ing t o event s t hat you schedule in Ent ourage's calendar. You can also easily include address book inform at ion in Word, Excel, or PowerPoint . You can also assign your cont act s t o Ent ourage proj ect s ( see Chapt er 11) . From t hen on, when you open up t he Proj ect Palet t e anywhere in Office, you'll see all t he cont act s t hat have anyt hing t o do wit h t he proj ect list ed t here. The Address Book isn't a separat e program t hat you double- click when you want t o look up som et hing; it 's j ust one m odule of Ent ourage. You view it by clicking t he Address Book icon in t he upper left of Ent ourage's m ain window, by choosing View Go To Address Book, by pressing - 2 ( and probably in dozens of ot her ways) .

1 0 .4 .1 . A Tou r of Addr e ss Book W or ld The Address Book int erface ( Figure 10- 27 ) parallels Ent ourage's Mail view, which shows a list of m essages above, t he body of t he highlight ed m essage below. I n t he Address Book, when you click som eone's nam e in t he list above, you get a det ailed view below, of what ever inform at ion you've recorded about t hat person. Som et im es t hat 's only a nam e and em ail address; som et im es it 's t he whole shebang—post al addresses, anniversary, ast rological sign, shoe size, and so on.

Figu r e 1 0 - 2 7 . M u ch lik e t h e En t ou r a ge M a il vie w , t h e Addr e ss Book w in dow h a s a pr e vie w pa n e sh ow in g a list u p t op, de t a ile d in for m a t ion dow n be low . I t r e ve a ls a ple t h or a of ot h e r in for m a t ion a bou t t h is pe r son , de pe n din g on w h ich colu m n s you ch oose t o displa y u sin g t h e Vie w Colu m n s m e n u . Lik e t h e M a il vie w , t h e Addr e ss Book vie w h a s a qu ick - fin d filt e r in t h e u ppe r - r igh t cor n e r . To fin d a ce r t a in pe r son 's in for m a t ion qu ick ly, t ype a fe w le t t e r s of h is n a m e in t o t h is box .

You also m anipulat e t he Address Book list view m uch like em ail. For exam ple, you navigat e t he list and highlight select ed nam es exact ly t he sam e way ( see Sect ion 10.3.2.4) . And you m anipulat e t he various colum ns of address inform at ion j ust as you would wit h em ail m essages. The colum ns give you at - a- glance inform at ion about your acquaint ances—nam e, com pany, phone num bers, em ail address, cat egory, and whet her t here are any links or flags.

T ip : Ent ourage can show you m ore t han 40 colum ns of inform at ion about each person in your address book. Unless you have eit her a 70- inch m onit or, or an ext rem e obsession wit h det ail, you can probably get by wit h fewer. To specify which Colum ns subm enu. colum ns show up in t he list view, select t hem from t he View

1 0 .4 .2 . Cr e a t in g Con t a ct s Suppose you're already looking at your Address Book list . To open a new " Rolodex card" for som ebody you know—a new cont act , in Address Book lingo—click t he New but t on or press - N. ( I f you're not already in New Cont act , or choose Cont act from t he New pop- up m enu.) Address Book view, choose File Ent ourage present s t he Creat e Cont act window ( Figure 10- 28 , t op) . You can use t his window t o ent er basic dat a about new cont act s, such as nam es, addresses, em ail addresses, and phone num bers.

T ip : I f som eone has sent you cont act inform at ion via em ail using a vCard ( usually appearing as an em ail at t achm ent wit h a " .vcf" ext ension) , you can drag t he vCard direct ly t o Ent ourage's address list . Ent ourage creat es a new cont act record for you aut om at ically. See Sect ion 10.4.3 for m ore det ails.

Three of t he fields—em ail, t he address field, and one of t he phone fields—have pop- up m enus next t o t hem for labeling t he inform at ion you've recorded. You can use t hese t o specify whet her t he address or em ail address you've j ust t yped in is hom e or work, or whet her a phone num ber is m obile, fax, or what ever. I t 's not necessary t o click inside each field before t yping int o it . As in any dialog box, you can press Tab t o m ove t he cursor t o t he next field ( from t he First [ nam e] t o Last [ nam e] field, for exam ple) , or Shift - Tab t o j um p back t o t he previous field.

T ip : Don't bot her wit h parent heses and hyphens in phone num bers—Ent ourage adds t hem for you. You'll find t he cont rols Preferences for t urning t his feat ure on and off ( and specifying t he punct uat ion you prefer) by choosing Ent ourage General Preferences Address Book Form at phone num bers.

I n an unusual, uncharact erist ic Microsoft ian feat ure lapse, Ent ourage doesn't aut om at ically capit alize nam es. Nor is t here any way t o use inform at ion in a previously creat ed cont act as a st art ing point for a new cont act . I n ot her words, if you know 30 people who work for Microsoft and you want t o ent er t heir cont act inform at ion in Ent ourage, you'll have t o t ype ( or past e) Microsoft 30 t im es.

T ip : Alt hough Ent ourage lacks som e built - in t im esaving feat ures, it is script able. I f you're fam iliar wit h AppleScript , you can creat e a sim ple script t hat handles such repet it ive t asks aut om at ically. Easier yet : you can download som e excellent , ready- t o- run Ent ourage script s from www.script builders.net .

Once you've filled out t he inform at ion in t his window, you can eit her close t he window, ( saving your new cont act inform at ion and ret urning t o t he m ast er Address Book screen) or click More t o expand t he form int o t he long form ( Figure 10- 28 , bot t om ) , which has places for m ore exhaust ive inform at ion on your cont act s.

Figu r e 1 0 - 2 8 . Th e Cr e a t e Con t a ct w in dow com e s in t w o fla vor s—t h e sh or t for m ( u se fu l for ca su a l con t a ct s, sh ow n a t t op) , a n d t h e lon g for m ( u se fu l for pe ople you e it h e r k n ow ve r y w e ll or n e e d t o k e e p a com ple t e dossie r on , sh ow n be low ) . Click t h e M or e bu t t on t o e x pa n d t h e sh or t for m in t o t h e lon ge r on e ( bot t om ) . ( On ce you do, h ow e ve r , t h e r e 's n o r e t u r n in g t o t h e sim ple r for m . W h e n you r e ope n a con t a ct in t h e fu t u r e , you ca n on ly a cce ss t o t h e lon g for m .)

1 0 .4 .2 .1 . Th e lon g for m I f you click t he More but t on at t he bot t om of t he Creat e Cont act window, you've m oved int o long form count ry, where t he det ail- orient ed and inform at ion- obsessive roam ( sung t o t he t une of " Hom e on t he Range" ) . While t he short - form window is great when all you need in a cont act is a person's nam e, address, em ail address, and/ or phone num ber, t he long form t urns Ent ourage int o a giant personal inform at ion dat abase, where you can ent er a cont act 's birt hday, ast rological sign, and even a phot o.

T ip : You open t he expanded version of t he Cont act dialog box whenever you double- click an exist ing cont act in your - O or choosing File address book. You can also reach t he expanded form by highlight ing a nam e and pressing Open Cont act .

The long form has it s own t oolbar feat uring several cont act - relat ed com m ands:

E- m a il. Creat es a new em ail m essage addressed t o t he current ly open cont act .

I n vit e.Click t his but t on t o open a Calendar invit at ion dialog box. Fill in t he subj ect , dat e and t im e, writ e a quick not e, and click it s Send Now but t on t o em ail t he invit at ion t o t his cont act . ( See Sect ion 11.3.5 for m uch m ore on invit at ions.)

Ch a t . I f you have t he Microsoft Messenger program inst alled on your Mac, clicking here opens an inst ant m essage window wit h t he current addressee—assum ing t hey're also running Messenger.

To D o.Click t his but t on t o add t he cont act t o your To Do list , or use it s pop- up m enu t o det erm ine a t im e or set a rem inder for t he To Do ( see Sect ion 11.5) .

Ca t e gor ie s. Let s you choose one or m ore cat egories for t he current ly open cont act ( see Sect ion 11.8.2) .

Pr oj e ct s. Let s you assign t he current cont act t o a proj ect , which m eans you'll see it in t he Cont act s t ab of your proj ect in t he Proj ect Cent er. ( See Sect ion 11.9 for m ore det ails on proj ect s.)

Lin k s.Use t his but t on t o view or creat e links t o m essages, calendar event s, t asks, and so on ( see Sect ion 11.14.2) .

N ot e : Cont rol- click ( or right - click) t he t oolbar and choose Cust om ize Toolbar t o access a few m ore but t ons you'll find useful if you oft en print or delet e cont act s from t his window.

This long form window also sport s seven t abs along t he t op t hat you can use t o ent er and view m ore inform at ion about t he current ly open cont act :

Su m m a r y t a b. Shows all of t he inform at ion t hat you've ent ered about t he person. I f you haven't ent ered any cont act inform at ion yet , t his window is blank. The bot t om of t he Sum m ary t ab also displays when you last sent or received a m essage from t he cont act .

N a m e & E- m a il t a b. Let s you ent er com plet e nam ing inform at ion about your cont act , including a t it le, nicknam e, and suffix, if any. I t also let s you ent er a slew of em ail and inst ant m essage addresses. This window also has cust om fields—Cust om 1 and Cust om 2—where you can st ore ot her kinds of

inform at ion about t his cont act 's nam e and em ail addresses, such as what em ail address a person prefers t o use while on vacat ion. I f you use one of t his person's em ail addresses m ost of t he t im e, select it and click t he Make Default but t on t o t he right of t he Em ail field. From now on, when you t ype t hat person's em ail address in a new m essage, Ent ourage will suggest t hat address first as t he prim ary address.

N ot e : Curiously, Ent ourage doesn't direct ly offer a place for m iddle nam es or init ials. You'll j ust have t o ent er t hem as part of t he First Nam e. ( Just wat ch out if you use your Address Book t o fuel a m ail m erge! )

H om e t a b. Shows t he person's hom e address, Web page, and t elephone num bers, along wit h t wo m ore cust om fields—Cust om 3 and Cust om 4—where you can ent er your own kinds of dat a ( perhaps t he person's garage color or favorit e lawn fert ilizer) . I f you t urn on t he Default address checkbox in t his window, t his address becom es t he default address for t hat cont act , t he one t hat Ent ourage goes t o first when you don't have a choice of addresses—for Map Address. exam ple, when you choose Cont act

W or k t a b . Shows t he cont act 's work address, em ployer's Web page, and work t elephone num bers. I t also includes t he cont act 's com pany, j ob t it le, and depart m ent . Once again, you get a couple of cust om fields—Cust om 5 and Cust om 6—t o handle any ext ra inform at ion.

Pe r son a l t a b . Here, you can ent er your cont act 's birt hday. I t 's wort h t yping in a couple of friends' birt hdays, if only t o see t he raw power of Microsoft soft ware at work: Ent ourage aut om at ically calculat es t he ast rological sign and age for your pal, saving you t he t rouble. There's also room here for recording a spouse's nam e, t he nam es of any children, your cont act 's anniversary, and any int erest s of not e. You can probably guess t he funct ion of t he " Drag and drop im age here" box. Yes, it 's a place t o past e in, or drag in, a graphics file t hat depict s t his person for handy visual reference. I f you have a digit al phot o of one of your cont act s, you can drag t he graphics file right out of a Finder window or a Web browser and int o t he well in t he Personal t ab's right side. Ent ourage accept s m ost st andard graphics form at s—even Phot oshop files. You can use any size pict ure, but keeping it sm all is wise from a disk- space and m em ory perspect ive. I f you can't rem em ber nam es but never forget a face, t his feat ure's for you. From now on, t his pict ure appears at t he t op of any m essage you receive from t hat person.

T ip : The t iny calendar icon t o t he right of t he Birt hday and Anniversary fields is a pop- up m enu. I t has com m ands t o sum m on a pop- up calendar for easier dat e select ion, insert ing t oday's dat e, or adding a birt hday or anniversary t o your Ent ourage calendar so t hat you don't forget t o buy a gift .

Ot h e r t a b. Let s you ent er not es about your cont act such as, " Hat es em ail—prefers t elephone," and provides st ill m ore cust om fields—Cust om 7 and Cust om 8, plus Cust om dat e 1 and Cust om dat e 2—t o provide places for any dat a t hat Microsoft m ay have m issed.

Ce r t ifica t e s. Click here t o choose t he encrypt ion cert ificat e t hat you wish t o use when sending an em ail t o t his cont act . I f you don't have one, you can get one from a digit ally encrypt ed m essage sent by t his cont act , or by im port ing t heir encrypt ion cert ificat e. This securit y feat ure let s you send and receive em ails t hat only you and t he recipient can open and read. The cert ificat e act s as t he " key" t o unlocking t hese digit ally safet y- sealed m essages.

T ip : To change t he nam e of a cust om field, click it s label and t ype in a new field nam e in t he window t hat result s. Click OK or press Ent er—but not e t hat you're changing t his field's label for all " cards" in your Address Book.

When you finish ent ering all of t his inform at ion about your cont act , you'll have quit e an im pressive dossier. Click Save ( or press - S) t o com m it it t o your hard drive. When you first t ry t o close wit hout saving, Ent ourage asks you if you want t o " Always save changes wit hout asking." I f you click No, you'll be seeing t his m essage a lot in t he fut ure. I f you click Yes, Ent ourage saves all cont act s wit hout bugging you first . ( I f you should ever want t o get t his and sim ilar warning m essages back again, click t he " Reset Confirm at ion Dialogs" but t on in Ent ourage Preferences General Preferences Not ificat ion panel.)

POW ER USERS' CLI N I C I n st a n t Con t a ct When you're processing em ail, you can add som eone's em ail address t o your Address Book wit hout having t o bot her wit h all of t he dialog- box shenanigans described in t his sect ion. Whenever you're looking at an open em ail m essage—or even a closed one in a list of m essages—Cont rol- click ( or right - click) t he sender's em ail address and choose Add Sender To Address Book from t he short cut m enu. Ent ourage inst ant ly creat es a new Address Book ent ry for t hat person, feat uring t he em ail address and t he person's nam e ( if t hey supplied it wit h t he em ail m essage) . Adding t he ot her det ails is up t o you. To add inform at ion from a direct ory service search ( see Sect ion 10.3.7.1) , select t he address in t he search result s window and click t he Add t o Address Book but t on.

POW ER USERS' CLI N I C W or k in g w it h vCa r ds You've probably received plent y of em ail m essages t hat com e wit h st range lit t le files at t ached whose nam es end in . vcf—but unless you pay very close at t ent ion t o em ail convent ions, you m ay not know what t hey are. They're vCards, which were invent ed as a way of exchanging business- card inform at ion via em ail, sweeping away t he drudgery of m anual input forever. Alt hough t hey sound like a good idea, vCards haven't really caught on; prim arily because t hey're t ypically incom plet e and poorly im plem ent ed ( m ost people don't ent er all of t he pert inent inform at ion) . Furt herm ore, t hey lit t er your hard drive wit h annoying at t achm ent s. To pull t he inform at ion out of a vCard and int o t he Ent ourage Address Book, drag t he .vcf at t achm ent ont o your open Address Book. The cont act inform at ion nest les it self nicely am ong your ot her cont act s. I f t he .vcf file is on your hard drive ( rat her t han at t ached t o an em ail m essage) , drag it int o your Address Book window inst ead. To send cont act inform at ion as a vCard ( which could be eit her your own elect ronic business card or any of your cont act s') , drag a nam e from your open Address Book ( or an ent ire row in a list view) anywhere ont o a wait ing em ail m essage. ( Alt ernat ively, highlight a nam e in Forward as vCard.) Eit her way, your your Address Book and t hen choose Cont act out going m essage now displays t he .vcf file at t ached. I f you want t o creat e individual vCard files, j ust drag cont act s from your Address Book t o t he Mac OS X deskt op. When using vCards, rem em ber t here's no way t o choose what inform at ion Ent ourage includes in a vCard: nearly everyt hing goes in, including birt hdays, not es, com plet e hom e and work cont act info, and even a phot o if you've ent ered one. ( A phot o can m ake t he vCard enorm ous, and in any case is only likely t o get t hrough t o ot her Ent ourage fans.) So before you send a person's vCard t o som eone else, be cert ain it 's appropriat e t o send along everyt hing you've recorded about t he cont act . Your correspondent will be able t o incorporat e t hat Address Book " card" int o her own address book, and will appreciat e your t im esaving gest ure—if she's even heard of vCards, t hat is.

1 0 .4 .2 .2 . Ope n in g, e dit in g, a n d de le t in g con t a ct s To edit a cont act you've already ent ered int o Ent ourage, double- click t he appropriat e row of t he Address Book Open Cont act ( - O) . Ent ourage present s t he Sum m ary window list , or click once and t hen choose File shown in Figure 10- 29 . Click t he appropriat e t ab t o edit t he det ails on it , j ust as you did t o begin wit h. I f som eone is no longer part of your life—or you wish it were so—click t he Delet e but t on in t he t oolbar, choose File Delet e Cont act ( - Delet e) , or j ust press t he Delet e key if t he cont act is select ed in t he list view. Ent ourage asks if you're sure you know what you're doing ( t here's no way t o undo such a delet ion) .

1 0 .4 .2 .3 . Cr e a t in g gr ou ps As you m ight expect , collect ions of cont act s fill groups. They m ake it easy t o send an em ail m essage t o

everyone in a group in one fell swoop—j ust address it t o t he group inst ead of ent ering a bunch of single em ail addresses.

Figu r e 1 0 - 2 9 . On ce you 've gon e t h r ou gh t h e t r ou ble of e n t e r in g com ple t e in for m a t ion a bou t you r con t a ct , you 'll k n ow m or e t h a n you pr oba bly sh ou ld. Click t h e Su m m a r y t a b t o ga ze a dm ir in gly a t t h e e x pa n sive da t a scr e e n .

Here are t hree fascinat ing t idbit s about groups:

You can ent er an em ail address int o a group wit hout having t o ent er it first as an independent Address Book card. This feat ure m ay com e back t o haunt you, however. You m ay one day st art t o address an em ail m essage by t yping McGi, frust rat ed t hat Ent ourage refuses t o com plet e McGillicuddy , even t hough you're cert ain you ent ered Bob McGillicuddy int o t he Address Book. What 's probably happened is t hat you ent ered old Bob int o a group wit hout first creat ing an independent address book card for him . ( People whose nam es exist only in a group aren't eligible for Ent ourage's Aut oCom plet e feat ure.)

Som eone can be a m em ber of m ore t han one group.

A group can nest in anot her group.

To creat e a new group when you're viewing t he Address Book, choose Group from t he New m enu but t on—or New Group. choose File

Now t he Group window appears. Once you've t yped in a nam e (MLM Team , Newslet t er List , or Pass Jokes On , for exam ple) , creat ing a group is easy. You can add people's nam es t o t he group by dragging t hem in from t he Address Book window ( Figure 10- 30 ) . I f you'd rat her t ype t han drag, you can t ype an em ail address from your Address Book ( which Ent ourage aut om at ically com plet es for you) , or you can ent er a com plet ely new em ail address as part of t he group. Sim ply click t he Add but t on on t he t oolbar, which adds a blank space in t he group, ready for you t o t ype in an em ail address.

T ip : You can quickly creat e a group by - clicking or Shift - clicking any num ber of cont act s in t he Address Book, and t hen New Group t o creat e a new group from t hose cont act s. choosing File

Figu r e 1 0 - 3 0 . By dr a ggin g a ddr e sse s t o a gr ou p w in dow , you ca n qu ick ly cr e a t e a gr ou p. Tu r n on " D on 't sh ow a ddr e sse s w h e n se n din g t o a gr ou p" t o pr ot e ct t h e pr iva cy of m e m be r s of t h a t gr ou p. Th a t w a y, t h e in dividu a l e m a il a ddr e sse s w on 't sh ow on t h e m e ssa ge ; h ow e ve r , you r gr ou p's n a m e a n d you r ow n a ddr e ss w ill a ppe a r on bot h t h e Fr om a n d To lin e s of t h e m e ssa ge . Th is con figu r a t ion , u n for t u n a t e ly, m a k e s t h e m e ssa ge vu ln e r a ble t o ce r t a in spa m filt e r s, in clu din g, ir on ica lly, En t ou r a ge 's ow n Ju n k M a il Filt e r .

1 0 .4 .3 . I m por t in g Con t a ct s I f you haven't used Ent ourage before, t here's a good chance t hat you keep your addresses on t he Mac in

anot her program , such as t he Apple Address Book, Now Cont act , Palm Deskt op, or even Net scape Com m unicat or. " No problem ," says t he ever- confident Microsoft . Ent ourage can im port cont act inform at ion from t hese program s and several m ore. Furt herm ore, if your lit t le black book resides in som et hing like a FileMaker Pro dat abase, an Excel spreadsheet , or som e obscure off- brand address soft ware, Ent ourage can grab cont act inform at ion from a t ab- or com m adelim it ed t ext file. Most dat abases, and m any address book program s, can save t heir cont ent s in t hese int erm ediary form at s, precisely t o m ake it easier for you t o t ransfer your life from one such program t o anot her. I f you opened up one of t hese files in a word processor, you'd see t hat a press of t he Tab key ( Bob Sm it h 23 Main St reet Chicago, and so on) or a com m a separat es each piece of inform at ion, and t hat a press of t he Ret urn key separat es each " card's" inform at ion. The m et hod you use t o im port your address book depends on what program you're im port ing it from .

1 0 .4 .3 .1 . I m por t in g vCa r ds I f your current cont act program uses t he vCard form at , sim ply export your cont act s as vCards and drag t he vCard or cards int o t he open Ent ourage Address Book. I f you're using t he Apple Address Book, for exam ple, you can drag a group of cont act s t o t he deskt op where t hey appear as a group vCard. Then drag t hat card int o t he Ent ourage Address Book t o im port t he cont act s. Or you can save t im e and a m ouse click, while helping t o keep your deskt op t idy, by j ust dragging cont act s direct ly from t he Apple Address Book int o t he Ent ourage Address Book.

1 0 .4 .3 .2 . Th e I m por t Assist a n t I f you're im port ing cont act s from an earlier version of Ent ourage or Qualcom m Eudora ( 5.0 or lat er) , or from a t ext file, t he I m port Assist ant helps aut om at e t he process.

N ot e : The File I m port com m and begins t he process of im port ing cont act s, m ail m essages, and calendar event s, so you m ay see som e references t o t hose ot her dat a t ypes on t he I m port Assist ant 's screens.

1 . Ch oose File

I m por t t o su m m on t h e I m por t Assist a n t .

The Begin I m port window gives you t hree choices for im port ing cont act s. I f you choose " Ent ourage inform at ion from an archive or earlier version," you'll t hen be asked which version—2001, X, 2004, or archive ( .rge) . Choose " I nform at ion from anot her applicat ion," and you can choose bet ween Apple Mail ( which doesn't have cont act s) and Qualcom m Eudora ( 5.0 or lat er) . I f you choose " Cont act s or m essages from a t ext file," you'll be asked t o locat e a t ab- or com m a- delim it ed t ext file. This process m ay feel fam iliar; it 's sim ilar t o t he Ent ourage Set up Assist ant you saw when set t ing up Ent ourage for t he first t im e.

2 . Ch oose t h e pr ogr a m you 'll be im por t in g fr om by click in g on e of t h e r a dio bu t t on s a n d t h e n click in g t h e r igh t a r r ow t o con t in u e . I f you choose t o im port inform at ion from one of t hese program s, Ent ourage asks you what inform at ion you would like t o grab—such as cont act s or calendar event s—and t hen proceeds t o inhale t hat inform at ion. I f, on t he ot her hand, you choose t o im port cont act s from a t ext file, Ent ourage asks you for t he locat ion

of t hat t ext file. Then it opens t he I m port Cont act s window ( see Figure 10- 31 ) .

3 . Align t h e fie lds in t h e list so t h a t t h e y m a t ch u p w it h t h e cor r e spon din g t idbit s of a ddr e ss in fo by dr a ggin g t h e m u p or dow n , u sin g t h e r ibbe d r e ct a n gu la r h a n dle t h a t a ppe a r s on e a ch lin e . I f t here are unm apped fields—fields from your older address book soft ware t hat Ent ourage isn't sure what t o do wit h—you can drag t hem from t he " Unm apped fields" sect ion int o t he proper place on t he left side of t he window. Once you've lined up all t he fields correct ly, click I m port ( or press Ent er) t o bring your social circle int o it s new soft ware hom e.

1 0 .4 .4 . Ex por t in g Con t a ct s a n d Ar ch ive s Ent ourage let s you export cont act s in eit her t he t im e- honored t ab- delim it ed t ext file or t o an Ent ourage archive, which you can subsequent ly save, st ore, and im port int o anot her copy of Ent ourage ( like t he one on your PowerBook) . What m akes t he Ent ourage archives so cool is t hat t hey can encom pass so m uch m ore t han t ab files—not j ust cont act s, but also em ails, t asks, not es, and even calendar event s.

Figu r e 1 0 - 3 1 . I n t h is w in dow , En t ou r a ge a sk s you t o m a t ch u p t h e fie lds fr om t h e t e x t file w it h t h e En t ou r a ge Addr e ss Book fie lds. H e r e 's w h e r e you ge t t h e ch a n ce t o m a t ch u p fir st n a m e s in t h e file w it h t h e Fir st N a m e fie ld in En t ou r a ge , la st n a m e s w it h t h e La st N a m e fie ld in En t ou r a ge , a n d so on .

W ORKAROUN D W ORKSH OP Cr oss- pla t for m Con t a ct I m por t s I f you're m oving an address book from a Windows- based program t o Ent ourage, you won't encount er m uch t rouble. Just export t he cont act list eit her as vCards or as a t ab- delim it ed t ext file, which you can t ransfer t o t he Mac via net work, em ail at t achm ent , or disk. Then, in I m port and proceed exact ly as described on t hese pages. Ent ourage, choose File To m ove cont act s in t he opposit e direct ion—from Ent ourage t o a PC—export your cont act s as a t ab- delim it ed file, and t hen hand t hem off t o your PC. Don't forget t o append t he required Windows suffix .t xt t o t he end of your file's nam e. ( When nam ing t he file, use st andard let t ers and num bers; Windows doesn't accept such wacky charact ers as t he vert ical bar or t he ast erisk.) Or, if your Windows program handles vCards, drag cont act s out of Ent ourage t o t he deskt op—where t hey'll becom e vCards—t hen t ransfer t hese t o t he PC. Finally, not e t hat t he invisible charact er t hat ends each line in a t ext file is different in Mac OS X ( and ot her Unix operat ing syst em s) , and Windows. I f a Windows program doesn't underst and your t ext file, you m ay have bet t er luck if you send it t o t he Windows m achine via em ail ( which should convert t he line endings) , or swit ch t he file t o Windows line endings using a program like t he free Text - Wrangler (www.barebones.com ) or t he t ext - processing ut ilit ies you can find at www.versiont racker.com .

I f you want t o export your cont act s t o a t ab- delim it ed file—for exam ple, t o use in Excel—choose File Export Cont act s and t hen t urn on " Export cont act s t o a list ( t ab- delim it ed t ext ) ." As you proceed t hrough t he assist ant , choose a folder locat ion for t he file, and t hen click Save. Export Cont act s and t urn on " Export I t em s t o an I f you wish t o creat e an Ent ourage archive, choose File Ent ourage archive." Then, under t he archive header, choose eit her cont act s or any ot her Ent ourage it em s ( t hose in a specific proj ect , in a cat egory, or all it em s) t hat you wish t o export by clicking t he radio but t ons. I f you want t o choose it em s in a proj ect or cat egory, a pop- up m enu let s you choose which proj ect or cat egory. You can also choose what Ent ourage it em s ( t asks, em ail m essages, and so on) you wish t o archive by t urning off or on t he checkboxes next t o t he it em t ype. For exam ple, you m ay only want your cont act list in order t o m ail greet ing cards. I f so, rem ove t he checkm ark from beside t he ot her cat egories. Aft er you m ake your archiving decisions, Ent ourage asks if you wish t o keep t he archived it em s in Ent ourage or delet e t hem aft er archiving. Err on t he side of caut ion and keep a backup in Ent ourage. Next , choose a direct ory in which t o save t he it em s, and click Save.

1 0 .4 .5 . Usin g Con t a ct s Once your Address Book is brim m ing wit h people, it 's t im e t o act ually do som et hing wit h all t hat dat a. Besides providing addresses for Ent ourage em ail, you can put all t hose nam es and num bers t o work in Word, Excel, or PowerPoint , or you m ay assign t hem t o proj ect s, where t hey will show up along wit h your proj ect in t he Proj ect Cent er. Here are a few of t he ways you can reap t he benefit s of your Address Book.

1 0 .4 .5 .1 . Se n din g e m a il t o som e on e

Chapt er 11 covers t he various ways you can address a piece of out going em ail from wit hin t he em ail port ion of Ent ourage. But you can also sum m on a preaddressed piece of out going em ail from wit hin t he Address Book it self. For exam ple:

Click a nam e in t he Address Book and choose Cont act

New Message To.

Cont rol- click som eone's nam e and t hen choose New Message To from t he short cut m enu t hat pops up.

Eit her way, Ent ourage whips open a new em ail m essage addressed t o t hat lucky individual.

1 0 .4 .5 .2 . Fla ggin g a con t a ct I t 's useful t o flag som eone's nam e in a num ber of different sit uat ions. For exam ple, flagged cont act s bubble up t o t he t op of a list when you sort it accordingly ( by clicking t he Flag colum n in t he Address Book list ) , which m akes flags an excellent way t o denot e im port ant cont act s. And when you print your cont act s, you can print j ust t he flagged ones. I n Ent ourage 2008, flagged cont act s becom e To Do it em s, com plet e wit h due dat es and rem inders if you so desire. So you can j ust flag a cont act , put t ing t hat nam e in your To Do list t o rem ind you, for exam ple, t o prepare for your niece's visit . See Sect ion 11.5 for all t he To Do det ails. To t urn t hat lit t le gray flag t o t he left of a cont act red, j ust click it . To flag m ult iple cont act s, select t hem and click t he To Do but t on. Click t he red flag t o t urn it int o a green check m ark, checking it off of your To Do list . Choose Clear To Do Flag from t he To Do but t on's pop- up m enu t o ret urn t he flag t o it s shadowy gray, unt am pered- wit h appearance.

1 0 .4 .5 .3 . Usin g con t a ct s in W or d Suppose you're writ ing a let t er t o som eone list ed in your Address Book. As you st art t o t ype t he person's nam e in Word, a float ing yellow Aut oCom plet e t ip balloon appears, as shown in Figure 10- 32 , showing t he cont act 's full nam e. I f Word has correct ly guessed what you're t rying t o do, press t he Ret urn key while t he Aut oCom plet e t ip balloon is showing. Word obligingly com plet es t he person's nam e for you.

Figu r e 1 0 - 3 2 . Top: Type e n ou gh of a n a m e t o ge t t h e scr e e n t ip t o a ppe a r a n d pr e ss Re t u r n . En t ou r a ge in se r t s t h e fu ll n a m e . Bot t om : Con t r ol- click t h e n a m e ; a m e n u a ppe a r s. Ch oose I n clu de Addr e ss, I n clu de E- m a il, or I n clu de Ph on e a n d W or d in se r t s t h e de sir e d in for m a t ion .

I f you don't int end t o t ype a nam e—t hat is, if you've t yped will, but Word's Aut oCom plet e t ip balloon proposes William Shakespeare ( a nam e it found in your Address Book) , j ust cont inue t yping wit hout pressing Ret urn. The box goes away. ( This behavior springs from Word's Aut oText feat ure, described on Sect ion 2.6.3.1.) As Figure 10- 32 point s out , you can Cont rol- click an insert ed person's nam e if you'd like t o add her phone num ber, m ailing address, and so on. The result ing short cut m enu gives you several choices:

Ope n Con t a ct . Opens t he cont act in it s own window, where you can get m ore inform at ion or even edit t he cont act info, wit hout having t o launch Ent ourage.

Upda t e Con t a ct . You'd use t his com m and when edit ing a Word docum ent you wrot e som e t im e ago. The com m and consult s t he Ent ourage Address Book and updat es t he nam e, num ber, or address ( if it 's been changed in Ent ourage since you first creat ed t he Word docum ent ) .

Su bst it u t e Con t a ct . Brings up your cont act list , so t hat you can subst it ut e a different person's inform at ion. You m ight use t his com m and when, for exam ple, sending an exist ing let t er out t o a different person.

I n clu de E- m a il, I n clu de Addr e ss, I n clu de Ph on e . Past es t he cont act 's em ail address, post al address, or phone num ber int o t he docum ent . These com m ands are only available if, in fact , you've specified t hat inform at ion in Ent ourage. I f t he cont act has several em ails—perhaps one for work, one for hom e—you get t o choose which t o past e.

N ot e : Office program s only draw cont act inform at ion from t he current ly act ive Ent ourage ident it y ( m ore on ident it ies in Chapt er 11 ) .

This aut o- insert feat ure isn't t he only exam ple of Ent ourage/ Word int egrat ion. You also encount er it when doing a Mail Merge in a Word docum ent , as described on Sect ion 7.14.1.

1 0 .4 .6 . Five Ve r y I m pr e ssive Bu t t on s When you're viewing t he expanded address book screen for som ebody in your Address Book, Ent ourage has five but t ons t hat let you harness t he dat a you've input in clever ways. These five icons appear in t he cont act 's Sum m ary t ab, am ong ot her places. Here's a look at what t hey do, in t he order in which you see t hem shown in Figure 10- 33 :

The Addr e ss Act ion s icon sit s t o t he left of every st reet address. I t hides a m enu t hat , when clicked, offers t o consult t he I nt ernet for a m ap of, or driving direct ions t o, t he select ed address ( or, less glam orously, t o copy t he address t o t he Clipboard, ready for past ing int o a let t er you're writ ing in a word processor) . Not surprisingly, Ent ourage only uses m apping services from MSN Maps & Direct ions, a Microsoft Web sit e.

The globe- like Ope n W e b Pa ge icon appears next t o any URLs ( Web addresses) you've ent ered ont o som ebody's card. When you click t his but t on, your Web browser opens t he associat ed Web page.

When you want t o dial a cont act 's t elephone num ber, click t he sm all M a gn ify Ph on e N u m be r icon t o t he left of it . Doing so doesn't dial t he phone for you. I t does, however, m agnify t hat t elephone num ber so t hat it 's big enough t o see from several feet away ( Figure 10- 33 , t op) .

The Se n d M a il icon sit s next t o t he cont act 's em ail address. When you click it , Ent ourage creat es a new em ail m essage addressed t o t hat cont act .

Figu r e 1 0 - 3 3 . Th e ve r y t in y icon s t o t h e le ft of t h e in fo in a su m m a r y vie w ca n do som e ve r y cool t h in gs, fr om m a k in g a t in y ph on e n u m be r la r ge t o m a ppin g a con t a ct 's st r e e t a ddr e ss u sin g M icr osoft 's M a ps & D ir e ct ion s W e b sit e .

The Add t o Ca le n da r icon appears t o t he left of t he Birt hday and Anniversary fields. Clicking it adds a recurring event t o your Ent ourage calendar—handy insurance against m issing im port ant birt hdays or anniversaries.

1 0 .4 .7 . Pr in t in g t h e Addr e ss Book Thanks t o som e fine at t ent ion t o det ail by t he Ent ourage program m ers, you can print t he Address Book in a variet y of form at s, specifying j ust t he det ails you want t o have on paper.

St art by clicking t he Address Book icon at t he upper left of t he Ent ourage m ain window. Then choose File Print t o bring up t he Print window ( Figure 10- 34 ) . I n addit ion t o a print preview, it has four ot her sm all sect ions:

Pr in t . This pop- up m enu let s you select what t o print : All Cont act s, Flagged Cont act s, or Select ed - clicking, as described on Cont act s ( t hat is, nam es you've highlight ed by clicking, Shift - clicking, or Sect ion 2.1) .

St yle . This pop- up m enu let s you choose whet her you want t o print a full address book ( wit h lot s of cont act inform at ion per page) or a sim ple phone num ber list .

La you t . The Layout but t on opens t he Print Layout window, where you can specify how cont act s are sort ed, whet her first nam es or last nam es are print ed first , whet her cut lines and punch holes are print ed, and what ot her bit s of cont act inform at ion are print ed ( such as com pany nam e and personal inform at ion) .

Figu r e 1 0 - 3 4 . Ju st a s in t h e ot h e r En t ou r a ge vie w s, t h e Addr e ss Book h a s it s ow n Pr in t w in dow , w h ich pops u p be for e t h e M a c's ow n st a n da r d Pr in t w in dow . I n t h is on e , you ca n con t r ol h ow En t ou r a ge pr in t s it s a ddr e ss book ; you ca n e ve n m a k e it fit a pa pe r pla n n e r .

For m . I f you use a Day- Tim er or sim ilar paper planner, you can choose a t em plat e from t his pop- up m enu, corresponding t o t he m ost popular precut paper t ypes available at office- supply st ores. You can

also use t he Add, Edit , and Delet e but t ons t o creat e and delet e your own paper designs.

UP TO SPEED N e w sgr ou ps Ex pla in e d Newsgroups ( also known as Usenet ) began back in t he I nt ernet Dark Ages as a way for people t o have discussions via a bullet in- board- like syst em , where a m essage get s post ed for all t o see, and anyone can reply t o t hat post ed m essage. These public discussions are divided int o cat egories called newsgroups, which cover t he gam ut from naval aviat ion t o navel cont em plat ion. These days, newsgroups have a cert ain reput at ion as a place t o exchange phot os of scant ily clad pet s, cart oon charact ers, and even hum ans, not t o m ent ion pirat ed soft ware, m usic, and video files t hat carry doubt ful copyright pedigrees or even viruses. Even so, t here are t ens of t housands of int erest ing, inform at ive discussions going on, and newsgroups are great places t o get help wit h t roubleshoot ing, exchange recipes, or j ust see what 's on t he m inds of your fellow I nt ernet j ockeys. Alt hough using newsgroups is like using em ail in Ent ourage, it 's im port ant t o rem em ber t hat anyt hing you see or post in a newsgroup is public, and will probably rem ain so for years t o com e. ( Sit es like Google m aint ain searchable newsgroup archives going back t o t he m id- 1980s, com plet e wit h em ail addresses! ) Think before you post , especially if you have aspirat ions t o run for Congress som eday.

1 0 .5 . N e w sgr ou ps Newsgroups don't necessarily cont ain news; in fact , t hey're I nt ernet bullet in boards collect ively referred t o as Usenet ( which st ands for user net work) . Usenet st art ed way back in 1980—about 10 years before t he World Wide Web appeared—and has been growing ever since. There are well over 100,000 newsgroups on every conceivable t opic: pop cult ure, com put ers, polit ics, and every ot her special ( and very special) int erest . More t han 100 of t hem are j ust about t he Macint osh. Fort unat ely, in addit ion t o being an em ail and calendar program , Ent ourage is also a newsreader. You can use Ent ourage t o read and reply t o newsgroup m essages alm ost exact ly as t hough t hey were em ail m essages. I n fact , Ent ourage let s you use m ult iple news servers ( bullet in- board dist ribut ion com put ers) , subscribe t o individual newsgroups, filt er m essages in your newsgroups using Rules, and post and read m essages ( com plet e wit h at t achm ent s, if needed) . See Figure 10- 35 .

T ip : Be wary of arachnids when post ing t o newsgroups. Em ail ret rieval robot s called spider s com b t he Usenet for em ail addresses and gat her t hem up by t he m illions. The spider's owner t hen slaps t he addresses on a CD and sells t hem t o spam m ers. Does t hat m ean you shouldn't use newsgroups? No, but it does m ean you should exercise caut ion when post ing. One m et hod t o avoid unwant ed spam is t o creat e a Web- based Hot m ail or Yahoo em ail account and use it only for newsgroups. Spiders can st ill ret rieve t his address, but at least you aren't handing t hem your m ain em ail address. Addit ionally, bot h Hot m ail and Yahoo have sophist icat ed spam filt ers, capable of filt ering m ost of t he j unk t he spam m ers send.

Figu r e 1 0 - 3 5 . I f you 've be e n u sin g En t ou r a ge for e m a il, t h e n e w sgr ou p por t ion sh ou ld look fa m ilia r . Top: Click t h e N e w s se r ve r , w h ich you 'll fin d list e d be low a ll you r m a il folde r s. All of n e w sgr ou ps on t h e se r ve r a ppe a r in a m a ssive list t o t h e r igh t . Use t h e qu ick filt e r a t t h e t op of t h e pa n e t o h e lp loca t e you r t opic. Bot t om : D ou ble - click t h e list n a m e t o ope n a n e w w in dow list in g t h e m e ssa ge s in t h e se le ct e d n e w sgr ou p, a n d a Pr e vie w pa n e sh ow in g t h e t e x t of t h e h igh ligh t e d m e ssa ge .

1 0 .5 .1 . Se t t in g Up a n Accou n t Set t ing up a new news account is sim ilar t o set t ing up a new em ail account ; t he advent ure begins by cont act ing your I nt ernet service provider and finding out it s news server address. Depending on how your I SP runs it s news service, you m ay also need your user nam e and password. Account s. Choose News from t he New pop- up but t on in t he result ing Account s window. Next , choose Tools You can eit her ent er news server inform at ion m anually, or click t he Set up Assist ant but t on t o have t he Account Set up Assist ant st ep you t hrough t he process of creat ing a news account like t his:

1 . W it h t h e Accou n t Se t u p Assist a n t ope n , se le ct t h e e m a il a ccou n t you w a n t t o u se a n d e n t e r you r or ga n iza t ion.

Ent ourage needs an em ail address because every newsgroup post ing has an em ail address associat ed wit h it .

2 . Click t h e r igh t a r r ow . En t e r you r n e w s se r ve r a ddr e ss, a n d in dica t e w h e t h e r t h a t se r ve r r e qu ir e s you t o log on w it h n a m e a n d pa ssw or d . I n t his st ep, you'll need t o ent er t he address of your news server. Som et im es you get newsgroup access ( and t he necessary set t ings) from your I SP. I f your I SP doesn't provide newsgroup access, you'll have t o subscribe t o a news service. They run about $10 a m ont h, and t hey're generally m ore reliable t han news servers run by I SPs. Check out www.easynews.com , www.supernews.com , or www.newsguy.com for such services. I f you're direct ed t o do so by your I SP, t urn on " My new server requires m e t o log on" and ent er your user nam e and password.

3 . Click t h e r igh t a r r ow . En t e r you r Accou n t I D a n d pa ssw or d. I f you t old Ent ourage t hat you needed t o log int o your news server, you'll have t o provide t he det ails in t his st ep. The password is opt ional—if you want Ent ourage t o save it , t urn on " Save password in m y Mac OS keychain." I f you don't ent er it here, you'll have t o t ype it every t im e you connect t o your news server.

4 . Click t h e r igh t a r r ow . Give you r a ccou n t a n a m e . You can give it any nam e you want , such as Eart hlink Newsgroups.

5 . Click Fin ish. An icon for your new account shows up in t he folder list .

N ot e : I f you prefer t o ent er all of t he news server part iculars in one st ep, rat her t han using t he Account Set up Assist ant , you can skip t he assist ant ent irely, or bail out of it at any t im e by clicking t he " Configure Account Manually" but t on in t he lower part of t he assist ant window.

W ORD TO TH E W I SE Spa m Bu st in g As not ed previously, spam m ers use soft ware robot s t o t rawl newsgroup post ings for " fresh" em ail addresses. Any em ail address you use in a newsgroup will be t arget ed for j unk m ail. The best way t o avoid t his t orrent is t o creat e a special account in Ent ourage j ust for newsgroups, m aking sure t he em ail address used for t hat account is undeliverable. I f you want your newsgroup audience t o be able t o cont act you privat ely for som e reason, you can use your real em ail address, but insert som et hing like NOSPAM, I HATESPAM, or REMOVETHI S som ewhere int o it t o confuse t he j unk- m ail address- hunt ing robot s. Hum ans know enough t o delet e t hose words from t he address, but spam bot s don't . This t act ic isn't foolproof, but it 's bet t er t han not hing.

1 0 .5 .2 . D ow n loa d t h e List of N e w sgr ou ps When you first click a news server icon, Ent ourage asks you if you want t o download a list of newsgroups. Click Receive ( see Figure 10- 36 , t op) . Ent ourage goes t o work downloading t he list , which can be quit e long—t ens of t housands of ent ries, in m ost cases—and t akes several m inut es if you connect t o t he I nt ernet wit h a dial- up m odem . Once t hat 's done, t hough, you don't have t o do it again. You should occasionally updat e t he list , however, by select ing t he server's Get New Newsgroups) . New icon in t he folder list and clicking t he Refresh but t on ( or choosing View newsgroups appear on a m ore- or- less const ant basis, and unused newsgroups som et im es even disappear. The num ber ( and nat ure) of newsgroups available on a part icular server is up t o it s operat ors. For exam ple, Ent ourage com es preconfigured t o connect t o t he Microsoft News Server. I nst ead of carrying t ens of t housands of newsgroups on every conceivable t opic, t he Microsoft News Server carries about 2,300 newsgroups, all relat ed—surprise! —t o Microsoft product s. ( I ncident ally, t hese aren't bad places t o learn about Office 2008 program s: check out t he newsgroup called m icrosoft .public.m ac.office.ent ourage.) Even t he big I SPs rarely carry every available Usenet group. Furt herm ore, t hey m ay not keep individual newsgroup post ings around for very long, since t he st orage required t o do so is enorm ous, and t he num ber of people who act ually want t o read m any of t hese newsgroups can be very sm all. ( Honest ly, do you t hink you'll be a regular cont ribut or t o alt .alien.vam pire.flonk.flonk.flonk?) Furt herm ore, m any I SPs refuse t o host newsgroups t hat carry st olen soft ware, m usic, video, and ot her m at erials. I n fact , your I SP m ay sim ply deny access t o t he alt. hierarchy, which is where t he m ost free- wheeling ( and m ost dubious) act ivit ies t ake place. That 's not t o say alt.* newsgroups are fundam ent ally bad, but if t here's one you want t o read (say, alt .guit ar.beginner) , you m ight have t o ask your I SP t o specifically t urn it on.

Figu r e 1 0 - 3 6 . Top: Aft e r you cr e a t e a n e w sgr ou p a ccou n t , En t ou r a ge offe r s t o fe t ch t h e list of e ve r y n e w sgr ou p on t h e se r ve r . Bot t om : En t e r t h e t e x t t h a t you w a n t t o look for in t h e n e w sgr ou p's Filt e r ( su ch a s m a c) . I f you t u r n u p a n a ppe a lin g t opic in t h e giga n t ic list be n e a t h , se le ct t h e gr ou p a n d click t h e Su bscr ibe bu t t on in t h e En t ou r a ge t oolba r , t o su bscr ibe t o it so t h a t En t ou r a ge w ill dow n loa d t h e la t e st m e ssa ge s on t h a t t opic e ve r y t im e you con n e ct .

W a r n in g: Like cert ain Web sit es, plent y of newsgroups aren't suit able for children. Sim ilarly, because newsgroups are public, spam m ers t end t o lit t er newsgroups wit h t heir cheesy schem es and m at erial m any would find offensive. No one regulat es newsgroups, and no one has com plet e cont rol over what can and can't be post ed t here.

1 0 .5 .3 . Fin din g N e w sgr ou ps a n d M e ssa ge s I f you're looking for a part icular t opic—guit ars, for exam ple—you can view a list of t hose discussions by t yping a phrase int o t he " Display newsgroups cont aining" field at t he t op of t he window. Ent ourage hides any newsgroups t hat don't m at ch t hat t ext ( see Figure 10- 36 , bot t om ) . Try different crit eria—t yping in m ac will show you m any Macint osh- relat ed newsgroups, but will also t urn up newsgroups devot ed t o Fleet wood Mac, m acho t rucks, and GNU em acs. Typing garden shows a num ber of newsgroups relat ed t o gardening, but m ay also show newsgroups devot ed t o t he band Soundgarden.

1 0 .5 .4 . Re a din g M e ssa ge s Once Ent ourage has downloaded a list of available newsgroups, it 's up t o you t o sift t hrough t hem and select t he discussions you want t o keep up wit h. Fort unat ely, Ent ourage m akes it easy t o follow t he raging I nt ernet discussions wit h a feat ure called subscript ions. To subscribe t o a newsgroup, select it s nam e in t he list , and t hen click t he Subscribe but t on in t he t oolbar. An icon for t hat newsgroup now appears under t he server's nam e in t he folder list , where it act s like a nest ed folder. The next t im e you connect t o t he I nt ernet , Ent ourage downloads all of t he m essages in t he discussions t o which you've subscribed. ( There m ay be j ust a few m essages, or several hundred. They m ay go back only a few days or a couple of weeks, depending on how m uch " t raffic" t here is in each discussion and how long your news server keeps m essages available.)

T ip : Ent ourage keeps copies of newsgroup m essages in a Newsgroup Cache file locat ed in your Office 2008 I dent it ies folder. Over t im e, you'll realize t hat m ost newsgroup m essages are ephem eral t hings you don't necessarily want t aking up space on your hard drive. To clean out Ent ourage's local cache of newsgroup m essages, Cont rol- click t he nam e of your news server in your Folder list and choose " Clear Cache" from t he short cut m enu. Ent ourage purges it s local cache of newsgroup m essages.

To read t he act ual m essages in a newsgroup, double- click it s nam e in t he newsgroup list —which opens it s list of m essages in a new window. I t t akes j ust a few seconds as Ent ourage downloads a list of art icles in t hat newsgroup. You read m essages in a newsgroup exact ly as you read em ail m essages. Since you're probably reading t he newsgroup t o expand your knowledge of a cert ain t opic, you m ay want t o choose View Arrange By Show in Groups and choose Subj ect from t he sam e subm enu t o gat her t he m essages int o groups according t o t heir subj ect lines. ( As discussed in t he box on Sect ion 10.3.4, Ent ourage 2008's groups provide a m ult it ude of ways t o organize your m essages.) As wit h norm al em ail m essages, newsgroup m essages t hat com e wit h file at t achm ent s appear in an At t achm ent s sect ion inside t he m essage; you can save t hose at t achm ent s j ust as you would em ail at t achm ent s. ( Exercise ext rem e caut ion wit h any at t achm ent downloaded from a newsgroup.) Som e part icularly large at t achm ent s in newsgroups get aut om at ically divided int o m ult iple segm ent s. I f you're having t rouble saving a m ult ipart at t achm ent t o your hard drive, m ake sure t hat you've select ed t he m essage cont aining t he first part . Even t hen, you m ay find t hat j oining m ult ipart newsgroup m essages isn't one of Ent ourage's st rongest feat ures.

T ip : To help sift t hrough t he spam t hat clogs newsgroups, you can set up news rules by choosing Tools Rules, clicking t he News t ab, and t hen clicking t he New but t on. Exact ly as wit h t he m essage rules described on " Using Message Rules you can set up rules t hat screen out m essages from cert ain people, m essages wit h cert ain phrases in t heir subj ect line, and so on.

1 0 .5 .5 . Com posin g, For w a r din g, a n d Re plyin g t o M e ssa ge s Working wit h newsgroup m essages is very sim ilar t o working wit h em ail m essages. You reply t o t hem , forward t hem , or com pose t hem exact ly as described earlier in t his chapt er ( see Figure 10- 37 ) . As wit h em ail, you can use eit her plain t ext or HTML form at t ing, at t ach files, and clean up t ext t hat m ay have been wrapped badly som ewhere along t he way.

Figu r e 1 0 - 3 7 . A fu ll- blow n m e ssa ge r e a dy for post in g fe a t u r e s a n e w sgr ou p a ddr e ss, a su bj e ct lin e , a n d a m e ssa ge t e x t . Th is on e a lso lin k s t o a n im a ge r e a de r s ca n vie w in a W e b br ow se r if t h e y'r e in t e r e st e d. Th e m e ssa ge w ill be u ploa de d t o t h e n e w s se r ve r w h e n you click t h e Se n d bu t t on .

1 0 .5 .6 . Use n e t N e t iqu e t t e Alt hough newsgroups are anarchic places, t hey also have t radit ions and general norm s. Many of t he point s in " Em ail Net iquet t e" ( see Sect ion 10.3.7.7) apply t o com posing m essages for Usenet , but newsgroups have a few considerat ions of t heir own:

Lu r k be for e you post . When you read a newsgroup but don't post m essages t o it , you're considered a " lurker." There's no sham e in lurking. I n fact , you should lurk in a newsgroup for at least a few days, t o get a sense of what t opics are com m only discussed and who t he m ost act ive part icipant s are. Many newsgroups have cult ures of t heir own—newcom ers are always welcom e, but it 's best t o avoid st epping on anyone's t oes, so learn t he dance.

Re a d t h e FAQ a n d se a r ch t h e a r ch ive . Many newsgroups have a FAQ ( " frequent ly asked quest ions" ) docum ent available on a Web sit e or post ed periodically t o t he newsgroup. These docum ent s cont ain t he quest ions m ost oft en asked by newcom ers t o t he group—and, even bet t er, answers t o t hose quest ions! Before post ing a quest ion you suspect m ay have com e up before, check t o see if t he newsgroup has a FAQ, or search a Usenet news archive ( like ht t p: / / groups.google.com ) t o see if t he t opic's been covered recent ly.

N e w sgr ou ps a r e n ot billboa r ds. Don't post advert ising t o newsgroups. I f you're an est ablished m em ber of a newsgroup, a brief announcem ent of som et hing relevant t o t he group is fine—for inst ance, if you're a

regular in a guit ar- orient ed newsgroup, you m ight m ent ion t hat your lit t le brot her j ust released his first finger- st yle guit ar CD. Sim ilarly, a point er in your signat ure t o your com pany or your product s is fine. But anyt hing above t hat scale is likely t o incit e derisive com m ent s or even result in abuse report s t o your I SP.

Avoid e x t e n sive cr oss- post in g . Post ing a m essage t o m ore t han one newsgroup is called cross- post ing. I t 's OK t o post t o a handful of newsgroups if you genuinely aren't sure where your quest ion or m essage is m ost appropriat e. But widely cross- post ing a m essage isn't m uch different t han spam m ing, and so your m essage will be t reat ed m uch like spam : derided, ignored, or even report ed t o your I SP.

Avoid H TM L for m a t t in g. Due t o Usenet 's t ext - based nat ure, m illions of people access newsgroups using old com put ers, old soft ware, and slow connect ions. HTML- form at t ed newsgroup m essages are frowned upon because t hey t ake longer t o download and don't look good in a wide variet y of newsreaders. I f t he m aj or part icipant s in a part icular group all use HTML and no one obj ect s when t hey do it , t hen post ing HTML- form at t ed m essages is probably fine. Ot herwise, always use plain t ext .

Avoid " m e - t oo" m e ssa ge s. As a general rule, don't respond t o m essages if you're only going t o agree wit h or rest at e what has j ust been said. ( I f you absolut ely m ust say " I second t hat ! " at least refrain from quot ing t he ent ire previous m essage in your response.)

N e it h e r a t r oll n or a fla m e r be . Tossing out provocat ive or insult ing st at em ent s j ust t o st ir up ot her newsgroup part icipant s is called t rolling, and it 's frowned upon. On t he ot her hand, don't respond t o abusive or deliberat ely provocat ive m essages. You m ay incit e a flam e war, in which a newsgroup degenerat es int o increasingly vit riolic exchanges and insult s. When a flam e war erupt s, reasonable people t end t o abandon t he newsgroup, som et im es never t o ret urn. I f a part icular person in a newsgroup always pushes your but t ons, creat e a rule ( see Sect ion 10.3.6.1) so you never see newsgroup m essages from t hat person.

T ip : Alt hough Ent ourage is an OK newsreader, som e of it s newsgroup feat ures are lim it ed and awkward. I f you find yourself part icipat ing in Usenet newsgroups regularly, consider a separat e newsreader program t hat offers m ore com prehensive feat ures—full t hreading, m essage scoring, FAQ ret rieval, and m ore. A good newsreader can vast ly im prove your Usenet experience. You can find good list s of Mac newsreaders at www.newsgroups.com and www.m acorchard.com / usenet / . I n part icular, check out Thot h or one of t he num erous descendent s of NewsWat cher.

1 0 .5 .7 . M a il a n d N e w s Pr e fe r e n ce s Ent ourage keeps t rack of t wo set s of preference set t ings: one covering how em ail and newsgroups are handled, and one handling Ent ourage's general behavior. The following sect ion det ails t he em ail and newsgroup opt ions. You can view t he m ail and news preferences by choosing Ent ourage Preferences and looking under Mail & News Preferences in t he lower part of t he preferences list . The Mail & News Preferences sect ion, shown in Figure 10- 38, is divided int o four panels: Read, Com pose, Reply & Forward, and View.

Figu r e 1 0 - 3 8 . I n t h e Com pose se ct ion of En t ou r a ge 's M a il & N e w s Pr e fe r e n ce s you 'll fin d t h e opt ion s for cr e a t in g a n d se n din g m e ssa ge s. You m igh t fin d it h e lpfu l t o t u r n on " Appe n d file n a m e e x t e n sion s" so t h a t you r a t t a ch m e n t s a lw a ys be a r t h e ir t e llt a le file t ype for t h e a id of you r PC- u sin g cor r e spon de n t s.

1 0 .5 .7 .1 . Re a d pa n e l The cont rols under t his sect ion govern what happens when you read your em ail, and t hey're divided int o t hree part s: Messages, Languages, and I MAP. As you'll soon discover, som e of t hem are int ended exclusively for t he t echnically m inded.

M e ssa ge s governs what happens t o open m essages t hat you delet e or file ( such as whet her Ent ourage closes t he m essage window or opens t he next m essage in line) . You can also specify how m any seconds have t o elapse, wit h a m essage open in front of you, before Ent ourage considers it as having been read, and t herefore no longer displays it s nam e in boldface t ype. For exam ple, if you've set t he " Mark m essage as read aft er displaying for _ seconds" opt ion t o 3, Ent ourage wait s t hree seconds before considering an open m essage as having been read. This feat ure can be useful if you like t o skim t hrough your m essages, glancing for j ust a few seconds at each, wit hout changing t heir unread st at us.

La ngua ges let s you select a charact er set ( including non- Rom an alphabet set s like Cyrillic, Greek, or Korean) for m essages t hat arrive wit hout a specified charact er set . Set t his opt ion t o t he charact er set t hat you read m ost oft en—usually your prim ary language group.

I M AP. I f t his box is checked, delet ed I MAP m essages don't show up in your m essage list s. I f t his box isn't checked, I MAP m essages m arked for delet ion will st ill be visible in t heir respect ive folders, wit h a red X

displayed next t o t he m essage and a red st rike- t hrough line t hrough t he m essage.

1 0 .5 .7 .2 . Com pose pa n e l This set of preferences cont rols what happens when you're writ ing m essages. I t 's divided int o t hree part s: General, At t achm ent s, and Recent Addresses.

The Ge n e r a l checkboxes govern whet her Ent ourage checks t he nam es of your addressees against your default direct ory service ( which is generally only useful if your com pany organizat ion runs it s own; see Sect ion 10.3.7.1) and whet her or not you like t o keep copies of sent m essages in t he Sent I t em s folder. You can also govern whet her t he HTML Form at t ing t oolbar is visible when you're com posing m ail, and you can specify your preferred form at for m ail and news m essages—plain t ext or HTML.

At t a chm ent s let s you set up how Ent ourage processes file at t achm ent s—how you want such files t o be com pressed and encoded, and whet her or not you want Windows file nam e suffixes added aut om at ically. This dialog box also cont rols whet her or not Ent ourage sends file at t achm ent s t o addressees in t he Cc and Bcc fields, on t he assum pt ion t hat you m ay som et im es want t o send t he file only t o t he prim ary recipient s, but send t he m essage t o a long list of ot her people ( whose addresses are in t he Cc or Bcc fields) —t he m ost com m on way of doing business.

Re ce n t Addr e sse s cont rols whet her Ent ourage offers t o aut ocom plet e t he last 200 em ail addresses you've sent or received ( ones t hat aren't in your Address Book) when you're addressing m essages. Som e people find t his feat ure annoying and t urn it off, but ot hers find it useful t o be able t o quickly re- ent er em ail addresses wit hout first having t o creat e an address book ent ry for t hem .

1 0 .5 .7 .3 . Re ply & For w a r d pa n e l These cont rols govern replies and forwarded m essages:

I n clu de e n t ir e m e ssa ge in r e ply . When you reply, t his opt ion adds t he t ext of t he original m essage, for your recipient 's reference. Unless t he original m essage is short , you'll want t o edit down t he original as you com pose your reply.

Use qu ot in g ch a r a ct e r s w h e n for w a r din g. This opt ion adds quot ing charact ers t o each forwarded m essage's t ext . The > sym bols are an I nt ernet convent ion used t o m ake it clear t hat you didn't writ e t he bracket ed t ext . I f you t urn off t his box, Ent ourage will inst ead insert t ags above and below t he m essage t o indicat e where quot ed t ext st art s and st ops.

Re ply t o m e ssa ge s in t h e for m a t in w h ich t h e y w e r e se n t . I f t his box is t urned on, Ent ourage chooses t he m essage form at ( HTML or plain t ext ) according t o t he form at t ing of t he original m essage. Uncheck t his box t o use t he form at you've specified on t he Com pose t ab of t he Mail & News Preferences dialog box.

Re ply u sin g t h e de fa u lt a ccou n t . I f t his box is t urned on and you have m ore t han one em ail account , Ent ourage always uses your default ( prim ary) account t o send replies—even if t he original m essage was sent t o a different account .

M a il At t r ibu t ion. I f you like, Ent ourage can t ack on som e st ock t ext t hat int roduces a m essage you're answering. As you can see in t he edit box, Ent ourage can even incorporat e t he sender's nam e and/ or em ail address, or t he dat e t he original m essage was sent , int o t his boilerplat e t ext . As wit h signat ures, som e people get clever wit h t hese lines, com ing up wit h int roduct ory lines like t his: " On [ DATE] , [ NAME] is t hought t o have ut t ered: "

Pla ce in se r t ion poin t be for e qu ot e d t e x t . This lit t le checkbox put s t he cursor at t he t op of t he em ail m essage when you creat e a reply or a forwarded m essage. Turn t his opt ion on if you like your reply t o appear above t he original m essage t ext , and off if you like t o t ype your reply below t he quot ed t ext .

T ip : On t he I nt ernet , t he m ost accept ed pract ice is t o put replies below any quot ed m at erial. I n t he business world, however, an em ail cult ure has arisen in which replies go above any quot ed m at erial—t hanks t o t he predom inance of Microsoft Out look, which com es set t o do it t hat way.

N e w s At t r ibu t ion . Like t he Mail At t ribut ion opt ion, t he News At t ribut ion opt ion aut om at ically fills in som e basic inform at ion when you reply t o a newsgroup m essage. This at t ribut ion can display t he m essage's aut hor, t he dat e, t he t im e, and t he art icle I D of t he m essage t o which you're replying.

1 0 .5 .7 .4 . Vie w pa n e l These cont rols m anage how Ent ourage displays m essages, subscript ions, and quot es:

Sh ow u n r e a d m e ssa ge s a s bold . This checkbox is responsible for displaying t he nam es of unread m essages in bold t ype in t he m essage list .

Sh ow m e ssa ge s u sin g t h e se color s. Let s you choose colors ( inst ead of—or in addit ion t o—bold t ext ) t o indicat e which m essages have been read. Aft er t urning on t his box, click t he color swat ch next t o t he words Unread and Read t o choose from a m enu of 16 different colors. ( Or choose t he 17t h opt ion, Ot her, which opens t he Mac OS X color picker for a seem ingly infinit e variet y of color choices.)

Sh ow a t t a ch e d pict u r e s a n d m ovie s in m e ssa ge s. Ent ourage generally displays pict ure or m ovie at t achm ent s right in t he m essage window, saving you t he t rouble of opening t hem . This opt ion can, however, m ake such m essages t ake longer t o appear on t he screen.

Sh ow con t a ct pict u r e in m e ssa ge h e a de r . I f you've added a pict ure t o a person's cont act in your Address Book, choose t his opt ion t o display t heir sm iling face ( or what ever pict ure you've chosen t o represent t hem ) at t he t op of each of t heir m essages.

Sh ow n e w sgr ou ps a n d I M AP folde r s u sin g t h e se color s. When t urned on, t his opt ion let s you colorcode t he nam es of newsgroups and I MAP m ail folders t o which you've subscribed or haven't subscribed t o.

Color Qu ot in g . I n t his m ult ihued box, you can change t he color given t o various levels of t ext

quot ing—levels one t hrough four, at least .

For exam ple, suppose you writ e t o your boss: " How does it look?" She writ es back t o you, " How does WHAT look?" —and you see your own original query bracket ed ( > ) and in blue t ype. When you reply t o her, your original quest ion now appears wit h double bracket s ( > > ) and in t he second- level color you choose here. This color- coding can m ake it sim pler t o follow a prot ract ed discussion t aking place via em ail or a newsgroup. Anyt hing higher t han level- four quot ed t ext t akes on t he sam e color as level- four quot ing. To change a color, click one of t he t ext st rings in t he box and select a new color from t he m enu t hat pops up.

POW ER USERS' CLI N I C Ex ch a n ge Se r ve r Microsoft 's Exchange Server is like a virt ual file box t hat people on all t he com put ers in a corporat ion can access. Am ong a vast num ber of ot her t alent s, it let s everyone st ore ( and share) em ail m essages, cont act s, calendar it em s, t asks, and not es. People using Out look in Windows world have been using Exchange Server for years ( whet her t hey know it or not ) , but Ent ourage m avens couldn't " t alk" t o t heir Windows bret hren on a com m on Exchange Server as full Exchange Server client s unt il Ent ourage X 10.1.4 cam e along. You use t he Account Set up Assist ant t o hook up wit h your com pany's Exchange Server. I f everyt hing goes as sm oot hly as Microsoft envisioned, you need only t ype in your em ail address, and Ent ourage does t he rest . ( I f not , it 's t im e t o call in t he syst em adm inist rat or.) Aft er set up, you'll be able t o:

Send and receive Exchange- based em ail m essages.

Address m essages by using t he Global Address List , a cent ralized address book housed on t he com m on server.

Share your I nbox, cont act s and calendar inform at ion.

See whet her ot her folks using t he server are on " free" or " busy" st at us.

View and share inform at ion t hrough public folders—a feat ure of Exchange Server t hat provides an effect ive way t o collect , organize, and share inform at ion wit h ot hers in an organizat ion.

Use t he Out of Office Assist ant t o reply t o m essages aut om at ically when you're away.

Unfort unat ely, it 's not always so easy, and covering t he Microsoft Exchange Server in det ail is beyond t he scope of t his book. You can, however, find m ore det ails in t he Microsoft Office 2008 for Mac Resource Kit at www.m icrosoft .com / m ac/ .

Ch a pt e r 1 1 . Ca le n da r , Ta sk s, a n d t h e Pr oj e ct Ce n t e r Com put ers are supposed t o be ult ra- efficient t im esaving devices—and perhaps t hey are—yet everyone's life is j ust as wonderfully full and busy as ever. There are report s t o be writ t en, proj ect s t o coordinat e, shopping t o be done, vacat ions t o plan, and kids t o t ake t o soccer. Alt hough Ent ourage can't drive your kids t o pract ice, it can rem ind you when t o t ake t hem , and it can help you t ake cont rol of t he rest of your day. Ent ourage is a willing and able part ner in keeping t rack of t he m illion t hings you need t o do and t he inform at ion you need t o get t hem done. Ent ourage m eans em ail, cont act s, and calendar t o m ost people. And t he obj ect ive- and goal- orient ed can't live wit hout it s Tasks feat ure. But m any have yet t o cat ch on t o t he Proj ect Cent er, a virt ual Ent ourage com m and cent er t hat first appeared in Office 2004. I t gives you one- st op access t o all t he em ail m essages, appoint m ent s, t o- do it em s, Word docum ent s, Excel spreadsheet s, and ot her files connect ed t o a cert ain proj ect . A proj ect can be a m aj or work- relat ed goal, but it can also represent your volunt eer work, New Year's Eve part y, kids' soccer cam p, financial planning—act ually any life pursuit . All you have t o do is creat e a proj ect and t ell Ent ourage which it em s t o " file" under it . From t hen on, everyt hing relat ing t o t hat proj ect is at your m ouset ip. This chapt er shows you how t o use all of Ent ourage's organizat ional goodies, st art ing wit h t he Calendar and Tasks feat ures, t hen pulling t hem all t oget her under t he um brella of t he Proj ect Cent er, and finishing up wit h a few vit al com ponent s addressing t he ent ire ball of Ent ourage wax: synchronizing, searching, linking, and cat egorizing.

1 1 .1 . Th e Ca le n da r You can open t he Ent ourage calendar eit her by clicking t he Calendar view but t on in t he upper left of t he Ent ourage m ain window, choosing View Go To Calendar, or pressing - 3. No m at t er how you open it , your calendar shows up wit h all scheduled event s list ed on t he appropriat e days at t he appropriat e t im es ( see Figure 11- 1) . I n fact , it can display anyt hing from a single day t o six weeks on a single screen. Show Folder List ) you get a second m iniat ure overview I f you have t he folder list showing ( Calendar calendar in t he lower- left corner. ( Click t he t iny arrow but t on in t he lower- left corner if you don't see t his m inicalendar. Drag t he divider bar above t he overview calendar t o adj ust t he num ber of m ont hs it shows.)

Figu r e 1 1 - 1 . En t ou r a ge 's Ca le n da r vie w pr ovide s a n ove r vie w of a dj a ce n t m on t h s a n d a big vie w of t h e cu r r e n t m on t h . You ca n a lso ch oose t o displa y t h e cu r r e n t w e e k , w or k w e e k , or da y. H olida ys a n d ot h e r spe cia l da ys ( w h ich you h a ve t o im por t fr om a se pa r a t e file ; se e t h e box on Se ct ion 1 1 .4 ) a ppe a r in t h e la r ge de t a il ca le n da r . At t h e t op of t h e w in dow , En t ou r a ge h a s a ca le n da r - spe cific t oolba r for ch a n gin g t h e vie w , ope n in g you r To D o list , ca t e gor izin g a ppoin t m e n t s, a n d so on .

1 1 .1 .1 . W or k in g w it h Vie w s Ent ourage has t hree kinds of views: a m ont h view, which looks like every wall calendar you've ever seen ( see Figure 11- 1) , a colum n view, which displays up t o seven days' wort h of event s as vert ical t im e lines, and a list view, which displays only your scheduled event s or appoint m ent s ( see Figure 11- 2) .

Figu r e 1 1 - 2 . Top: En t ou r a ge ca n displa y it s de t a il ca le n da r in on e of fou r colu m n vie w s: D a y, W e e k , W or k W e e k ( sh ow n h e r e ) , or M on t h . Bot t om : You ca n a lso ch oose Ca le n da r List t o displa y on ly you r a ppoin t m e n t s, a n d h ide a n y da ys or h ou r s for w h ich you r t im e is u n sch e du le d.

1 1 .1 .1 .1 . D ispla yin g da ys, w e e k s, a n d m on t h s To cont rol what t he m ain calendar window shows, use t he following but t ons on t he Ent ourage t oolbar or com m ands on t he Calendar m enu:

D a y shows t he appoint m ent s for a single day in t he m ain calendar area, broken down by t im e slot .

W or k W e e k depict s colum ns, represent ing t he workdays of t he current week according t o your set t ings in t he Ent ourage preferences—five days per week for m ost people, t wo or seven for ot hers.

T ip : I f you enj oy an eccent ric work schedule, you can redefine which days const it ut e your work " week" by choosing Preferences General Preferences Calendar, and changing t he days- of- t he- week Ent our age checkboxes. When you choose " Work Week" using t he t oolbar or t he Calendar m enu, Ent ourage happily displays colum ns for only Tuesday, Thursday, and Friday ( or whichever days you work) .

W e e k fills t he m ain display area wit h seven colum ns, reflect ing t he current week ( Sunday t hrough Sat urday) .

M on t h shows t he current m ont h in it s ent iret y.

List, unlike t he ot her views, doesn't offer a vert ical grid of t im e slot s. I nst ead, it creat es a list of t he event s t hat you were looking at in t he view you j ust swit ched from . For exam ple, if you were perusing Day view, t hen List view shows t hat sam e day's event s—in List form at . These are t he event s scheduled for t he current day ( or days) , as shown at t op in Figure 11- 2. Unlike t he ot her views, List view isn't available via t he t oolbar unless you add t hat but t on yourself ( see Figure 20- 3 on Sect ion 20.1.2.3) , but you can choose it from t he Calendar m enu or by Cont rol- clicking ( or right - clicking) anywhere in t he det ail calendar area and choosing List from t he result ing short cut m enu.

Vie w D a t e let s you choose a specific dat e t o exam ine. The chosen dat e is displayed onscreen in Day view, and highlight ed in Work Week, Week, or Mont h view.

You can also det erm ine which days appear in t he det ail calendar by select ing t hem in t he m ini calendar at t he lower left of t he Ent ourage m ain window. For exam ple, t o m ake t he calendar show not hing but an im port ant t hree- day st ret ch, sim ply drag t he cursor across t hose t hree calendar squares in t he m ini calendar at lower left (Figure 11- 3) . You can even drag across up t o six weeks t o m axim ize t he num ber of days you can see in m ont h view and get t he big pict ure.

T ip : Ent ourage provides a quick way t o access t he current day's dat e: Choose Calendar T. I f you're in Mont h, Week, or Work Week view, t he com m and highlight s t oday's dat e.

" Go t o Today" , or press

-

Ch a pt e r 1 1 . Ca le n da r , Ta sk s, a n d t h e Pr oj e ct Ce n t e r Com put ers are supposed t o be ult ra- efficient t im esaving devices—and perhaps t hey are—yet everyone's life is j ust as wonderfully full and busy as ever. There are report s t o be writ t en, proj ect s t o coordinat e, shopping t o be done, vacat ions t o plan, and kids t o t ake t o soccer. Alt hough Ent ourage can't drive your kids t o pract ice, it can rem ind you when t o t ake t hem , and it can help you t ake cont rol of t he rest of your day. Ent ourage is a willing and able part ner in keeping t rack of t he m illion t hings you need t o do and t he inform at ion you need t o get t hem done. Ent ourage m eans em ail, cont act s, and calendar t o m ost people. And t he obj ect ive- and goal- orient ed can't live wit hout it s Tasks feat ure. But m any have yet t o cat ch on t o t he Proj ect Cent er, a virt ual Ent ourage com m and cent er t hat first appeared in Office 2004. I t gives you one- st op access t o all t he em ail m essages, appoint m ent s, t o- do it em s, Word docum ent s, Excel spreadsheet s, and ot her files connect ed t o a cert ain proj ect . A proj ect can be a m aj or work- relat ed goal, but it can also represent your volunt eer work, New Year's Eve part y, kids' soccer cam p, financial planning—act ually any life pursuit . All you have t o do is creat e a proj ect and t ell Ent ourage which it em s t o " file" under it . From t hen on, everyt hing relat ing t o t hat proj ect is at your m ouset ip. This chapt er shows you how t o use all of Ent ourage's organizat ional goodies, st art ing wit h t he Calendar and Tasks feat ures, t hen pulling t hem all t oget her under t he um brella of t he Proj ect Cent er, and finishing up wit h a few vit al com ponent s addressing t he ent ire ball of Ent ourage wax: synchronizing, searching, linking, and cat egorizing.

1 1 .1 . Th e Ca le n da r You can open t he Ent ourage calendar eit her by clicking t he Calendar view but t on in t he upper left of t he Ent ourage m ain window, choosing View Go To Calendar, or pressing - 3. No m at t er how you open it , your calendar shows up wit h all scheduled event s list ed on t he appropriat e days at t he appropriat e t im es ( see Figure 11- 1) . I n fact , it can display anyt hing from a single day t o six weeks on a single screen. Show Folder List ) you get a second m iniat ure overview I f you have t he folder list showing ( Calendar calendar in t he lower- left corner. ( Click t he t iny arrow but t on in t he lower- left corner if you don't see t his m inicalendar. Drag t he divider bar above t he overview calendar t o adj ust t he num ber of m ont hs it shows.)

Figu r e 1 1 - 1 . En t ou r a ge 's Ca le n da r vie w pr ovide s a n ove r vie w of a dj a ce n t m on t h s a n d a big vie w of t h e cu r r e n t m on t h . You ca n a lso ch oose t o displa y t h e cu r r e n t w e e k , w or k w e e k , or da y. H olida ys a n d ot h e r spe cia l da ys ( w h ich you h a ve t o im por t fr om a se pa r a t e file ; se e t h e box on Se ct ion 1 1 .4 ) a ppe a r in t h e la r ge de t a il ca le n da r . At t h e t op of t h e w in dow , En t ou r a ge h a s a ca le n da r - spe cific t oolba r for ch a n gin g t h e vie w , ope n in g you r To D o list , ca t e gor izin g a ppoin t m e n t s, a n d so on .

1 1 .1 .1 . W or k in g w it h Vie w s Ent ourage has t hree kinds of views: a m ont h view, which looks like every wall calendar you've ever seen ( see Figure 11- 1) , a colum n view, which displays up t o seven days' wort h of event s as vert ical t im e lines, and a list view, which displays only your scheduled event s or appoint m ent s ( see Figure 11- 2) .

Figu r e 1 1 - 2 . Top: En t ou r a ge ca n displa y it s de t a il ca le n da r in on e of fou r colu m n vie w s: D a y, W e e k , W or k W e e k ( sh ow n h e r e ) , or M on t h . Bot t om : You ca n a lso ch oose Ca le n da r List t o displa y on ly you r a ppoin t m e n t s, a n d h ide a n y da ys or h ou r s for w h ich you r t im e is u n sch e du le d.

1 1 .1 .1 .1 . D ispla yin g da ys, w e e k s, a n d m on t h s To cont rol what t he m ain calendar window shows, use t he following but t ons on t he Ent ourage t oolbar or com m ands on t he Calendar m enu:

D a y shows t he appoint m ent s for a single day in t he m ain calendar area, broken down by t im e slot .

W or k W e e k depict s colum ns, represent ing t he workdays of t he current week according t o your set t ings in t he Ent ourage preferences—five days per week for m ost people, t wo or seven for ot hers.

T ip : I f you enj oy an eccent ric work schedule, you can redefine which days const it ut e your work " week" by choosing Preferences General Preferences Calendar, and changing t he days- of- t he- week Ent our age checkboxes. When you choose " Work Week" using t he t oolbar or t he Calendar m enu, Ent ourage happily displays colum ns for only Tuesday, Thursday, and Friday ( or whichever days you work) .

W e e k fills t he m ain display area wit h seven colum ns, reflect ing t he current week ( Sunday t hrough Sat urday) .

M on t h shows t he current m ont h in it s ent iret y.

List, unlike t he ot her views, doesn't offer a vert ical grid of t im e slot s. I nst ead, it creat es a list of t he event s t hat you were looking at in t he view you j ust swit ched from . For exam ple, if you were perusing Day view, t hen List view shows t hat sam e day's event s—in List form at . These are t he event s scheduled for t he current day ( or days) , as shown at t op in Figure 11- 2. Unlike t he ot her views, List view isn't available via t he t oolbar unless you add t hat but t on yourself ( see Figure 20- 3 on Sect ion 20.1.2.3) , but you can choose it from t he Calendar m enu or by Cont rol- clicking ( or right - clicking) anywhere in t he det ail calendar area and choosing List from t he result ing short cut m enu.

Vie w D a t e let s you choose a specific dat e t o exam ine. The chosen dat e is displayed onscreen in Day view, and highlight ed in Work Week, Week, or Mont h view.

You can also det erm ine which days appear in t he det ail calendar by select ing t hem in t he m ini calendar at t he lower left of t he Ent ourage m ain window. For exam ple, t o m ake t he calendar show not hing but an im port ant t hree- day st ret ch, sim ply drag t he cursor across t hose t hree calendar squares in t he m ini calendar at lower left (Figure 11- 3) . You can even drag across up t o six weeks t o m axim ize t he num ber of days you can see in m ont h view and get t he big pict ure.

T ip : Ent ourage provides a quick way t o access t he current day's dat e: Choose Calendar T. I f you're in Mont h, Week, or Work Week view, t he com m and highlight s t oday's dat e.

" Go t o Today" , or press

-

1 1 .2 . Re cor din g Eve n t s Most of Ent ourage's calendar is int uit ive. Aft er all we've been using calendars of one kind or anot her successfully for cent uries. I n m any ways, Ent ourage's calendar isn't very different from t hose analog versions we leave hanging on our walls for m ont hs past t heir nat ural life span. But Ent ourage has several advant ages over paper calendars. For exam ple:

Ent ourage can aut om at e t he process of ent ering repeat ing event s, such as weekly st aff m eet ings, birt hdays, anniversaries, or Pilat es classes.

Figu r e 1 1 - 3 . W h e n you dr a g t h e cu r sor a cr oss a se t of da t e s in t h e m in i ca le n da r , t h e m a in ca le n da r sh ow s n ot h in g bu t t h ose da ys. You ca n se le ct a s m a n y a s six w e e k s w or t h u sin g t h is m e t h od. Ju st dr a g fr om t h e fir st da t e t o t h e la st da t e you w a n t t o se e —you ca n e ve n dr a g a cr oss m on t h s. En t ou r a ge displa ys t oda y's da t e in r e d a n d u n de r lin e d on t h e m in i ca le n da r in a n e ffor t t o k e e p you fr om com in g u n st u ck in t im e .

Ent ourage can give you a gent le nudge ( wit h an Office Rem inder in a pop- up dialog box) when an im port ant dat e is approaching.

Ent ourage can aut om at ically send invit at ions t o ot her people t o let t hem know about im port ant m eet ings. ( Let 's see one of t hose " Hum boldt Honeys" calendars do t hat ! )

Ent ourage's calendar int egrat es wit h t he Proj ect Cent er by placing im port ant proj ect —or em ail follow- up, or t ask—dat es on your calendar if you so desire.

You can record an appoint m ent using any of several m et hods, list ed here in order of decreasing efficiency:

When viewing a colum n view, such as a day, week, or work week, drag vert ically t hrough t he t im e slot s t hat represent t he appoint m ent 's durat ion, and t hen double- click wit hin t he highlight ed area ( see Figure 11- 4) .

Double- click a dat e in any of t he calendar views.

Click t he New t oolbar but t on.

Choose File

New

Calendar Event ( or press

- N) .

Figu r e 1 1 - 4 . You ca n ope n a w in dow t h a t cr e a t e s a n e w e ve n t by dou ble - click in g a h igh ligh t e d sw a t h of h ou r s on a n y colu m n vie w ( ba ck gr ou n d) . W it h t h e h e lp of t h e ca le n da r e ve n t w in dow , sh a pin g a n e ve n t t o do e x a ct ly w h a t you w a n t is e a sy. By t w iddlin g a fe w of t h e se k n obs a n d bu t t on s, you ca n ch a n ge a 1 0 - m in u t e e ve n t in t o a n a ll- w e e k e x t r a va ga n za ; a n d you ca n in vit e a ll you r close st fr ie n ds a n d co- w or k e r s, a n d se t a r e m in de r so it you don 't m iss it .

I n each case, Ent ourage brings up a New Event window, depict ed in Figure 11- 4. Here's an unusually elaborat e exam ple of how you m ight ent er an appoint m ent :

1 . Type a n a m e for t h is a ppoin t m e n t in t o t h e Su bj e ct lin e . For exam ple, you m ight t ype Pebble Beach Concourse.

2 . Pr e ss Ta b t o j u m p t o t h e Loca t ion fie ld. Spe cify w h e r e t h is e ve n t is t o t a k e pla ce . For e x a m ple , Ca r m e l. This field m akes a lot of sense; if you t hink about it , alm ost everyone needs t o record where a m eet ing is t o t ake place. You m ight t ype a rem inder for yourself like My place, a specific address like 212 East 23, or som e ot her helpful inform at ion like a cont act phone num ber or flight num ber. You can also leave t his field em pt y if it 's not im port ant t o you.

3 . Pr e ss Ta b. Spe cify t h e st a r t in g da t e , if n e ce ssa r y. I f you began t his ent ire exercise by double- clicking a dat e in Ent ourage's m ont h view, or by dragging t hrough t im e slot s on one of t he Ent ourage calendar displays, t hen skip t his st ep, since Ent ourage has aut om at ically filled in t he dat e you indicat ed. Helpful, no? Ot herwise, you can change t he dat e here in t wo ways. First , you can edit t he dat e displayed here, using t his form at —12/ 12/ 02—t o specify t he dat e. ( I f you om it t he year, Ent ourage assum es you m ean t his year.) Or you can prefer t o click t he t iny calendar but t on next t o t he St art ing Dat e field. A m ini calendar window appears; m ove t o t he m ont h you want by clicking t he arrows at t he t op, and t hen click t he dat e you want ( or t he Today but t on) t o close t he m ini- calendar. You've successfully filled in t he St art and End dat e fields.

Tip: When edit ing a dat e, pressing t he + key m oves t he dat e one day forward, and pressing – m oves t he dat e one day backward. The + and - keys on t he num eric keypad work great for t his.

4 . Pr e ss Ta b. Spe cify t h e e n din g da t e . Most event s, t hank goodness ( unless it 's a week of swim m ing wit h dolphins in Bim ini) , st art and end on t he sam e day. Ent ourage saves you t im e by m aking t hat assum pt ion, and set t ing bot h St art and End dat es t o m at ch. ( The only t im e you have t o t ype t he ending dat e m anually is if it 's lat er t han t he st art ing dat e.) Ent ourage let s you t ype an ending dat e earlier t han t he st art ing dat e for an event , but com plains only when you act ually t ry t o save t he event .

5 . Tu r n off t h e " All- da y e ve n t " ch e ck box , if n e ce ssa r y, a n d t h e n spe cify t h e St a r t a n d En d t im e s. I f you opened t his dialog box by dragging t hrough t im e slot s on t he Ent ourage calendar, t hen skip t his st ep. Like t he ideal adm inist rat ive assist ant t hat it is, Ent ourage has already filled in t he St art and End t im es for you. Ot herwise, t urn off " All- day event " ( unless, of course, t his event really will last all day; we've all had m eet ings like t hat ) . Doing so prom pt s t he St art and End t im e boxes t o appear. You can adj ust t he t im es shown here by t yping, clicking but t ons, or a com binat ion of bot h. For exam ple, st art by clicking t he hour, t hen increase or decrease t his num ber by clicking eit her of t he arrow but t ons or by pressing your up and down arrow keys. ( Of course, you can also t ype a num ber.) Press Tab t o highlight t he m inut es, and repeat

t he arrow but t ons- or- keys business. Finally, press Tab t o highlight t he AM/ PM indicat or, and t ype eit her A or P t o change it , if necessary. ( You can also press t he up or down arrow keys t o t oggle bet ween AM and PM.) Tab once again t o highlight t he End t im e field. By now, you're probably exhaust ed j ust reading t he st eps required t o set up, say, a lunch m eet ing. That 's why it 's usually quicker t o begin t he appoint m ent - ent ering process by dragging vert ically t hrough an Ent ourage calendar colum n display; it spares you from having t o specify t he dat e and t im e.

6 . Use t h e Occu r s pop- u p m e n u if a n e ve n t w ill r e cu r a ccor din g t o a pr e dict a ble sch e du le . The Occurs pop- up m enu cont ains com m on opt ions for recurring event s: once a week, on a part icular day of every m ont h, on a part icular day each year, Every Day, or Every Weekday. You can select any of t hese it em s, or m ove im m ediat ely t o t he Cust om opt ion, which opens t he Recurring Event window (Figure 11- 5) . Use t he Recurring Event window t o indicat e how oft en t he event recurs ( Daily, Weekly, Mont hly, or Yearly) . Once you've clicked t he appropriat e but t on, an addit ional set of cont rols appears, offering such plain- English variat ions as " Every January 14," " The second Tuesday of January," " The t hird Tuesday of every _ m ont hs," and so on.

Figu r e 1 1 - 5 . I f you 've in dica t e d a W e e k ly r e pe a t , you ca n spe cify t h a t t h is e ve n t t a k e s pla ce m or e t h a n on ce a w e e k by t u r n in g on t h e da ys- of t h e - w e e k ch e ck box e s. Th is e ve n t —a r u n n in g w or k ou t —t a k e s pla ce Su n da y, Tu e sda y, a n d Th u r sda y of e a ch w e e k , r a in or sh in e .

The bot t om part of t he box let s you indicat e how long t his event will keep repeat ing. I f you click " No end dat e," you'll be st uck wit h seeing t his event repeat ing on your calendar unt il t he end of t im e ( a good choice for recording, say, your anniversary—especially if your spouse consult s t he sam e calendar) . You can also t urn on " End aft er _ occurrence( s) ," a useful opt ion for t he kids' springt im e soccer pract ice. You can also t urn on " End by" , and specify a dat e t hat will cut off t he repet it ions; use t his opt ion t o indicat e t he last day of school, for exam ple.

Click OK when you've finished set t ing up t he repet it ion. To t he right of t he Occurs pop- up m enu, t here should be a plain- English sum m ary of t he opt ions you set up.

7 . Se t a r e m in de r , if you lik e. The Rem inder sect ion of t he dialog box let s you set a rem inder t hat pops up on your screen at a preset t im e. ( Office Rem inders have t o be t urned on for rem inder windows t o appear; for m ore about Office Rem inders, see Sect ion 11.7.) You can specify how m uch advance not ice you want for t his part icular appoint m ent . For your favorit e TV show, you m ight set up a rem inder only five m inut es before air t im e; for an im port ant birt hday, or anniversary you m ight set up a 10- day warning t o allow yourself enough t im e t o buy a present , m ail a card, or book a flight t o Puert o Vallart a. ( Ent ourage st art s out proposing 15 m inut es in advance for every rem inder. You can change t his set t ing in Ent ourage Preferences General Preferences Calendar.) I f t he event requires get t ing t o t he church on t im e, for exam ple, t urn on " Travel t im e" and t hen ent er t he am ount of cushion you want t o leave yourself for t raffic and t he like.

Tip: I f a rem inder pops up when you're concent rat ing on som et hing else, click t he Snooze but t on ( Figure 11- 6) t o erase t he rem inder from your screen for t he default snooze t im e ( which you can change in Preferences) . Use t he Snooze but t on's pop- up m enu t o eradicat e t his rem inder for som e Ent ourage ot her period of t im e. I f you've already t aken care of t his event or j ust decided t hat you don't like your com put er bossing you around, click t he Dism iss but t on—or if you're being bugged by several rem inders on your screen at once use t he Dism iss but t on' s pop- up m enu and choose Dism iss All.

Figu r e 1 1 - 6 . Th e Office Re m in de r s pr ogr a m , w h ich com e s w it h Office 2 0 0 8 , h a n dle s r e m in de r s for e ve n t s a n d t a sk s. W h e n a r e m in de r com e s du e , Office Re m in de r s pops a lit t le w in dow in fr on t of w h a t e ve r e lse is on you r scr e e n . You ca n t h e n ch oose t o de a l w it h t h e m a t t e r im m e dia t e ly, a n d dr op w h a t you 'r e doin g t o r u n ou t t h e door —or pe r h a ps fir st click t h e ca le n da r icon t o ope n t h e e ve n t a n d ch e ck t h e de t a ils.

8 . Pr e ss Ta b. I n t h e w h it e , e m pt y n ot e s a r e a , t ype or pa st e a n y h e lpfu l t e x t. Here's your chance t o cust om ize your calendar event . You can add any t ext t hat you like in t he not es area—driving direct ions, cont act phone num bers, a call hist ory, or what ever. Several pages' wort h of inform at ion can fit here. I f you choose t o use t he I nvit e feat ure described on Sect ion 11.3.5, Ent ourage includes t he t ext you place here in t he em ail invit at ions you send out .

9 . Spe cify a ca t e gor y or pr oj e ct for t h is a ppoin t m e n t , u sin g t h e pop- u p m e n u a t t h e r igh t e n d of t h e t oolba r . See Sect ion 11.7.3.2 t o read m ore about cat egories. For now, it 's enough t o not e t hat Ent ourage's colorcoded cat egories are helpful in dist inguishing your calendar event s at a glance. Fam ily event s m ight show up in blue, for exam ple, and work event s in red. For m ore inform at ion on t he Proj ect Cent er, see Sect ion 11.9. The short st ory: Assigning an event or appoint m ent t o a proj ect displays t he appoint m ent wit h t he proj ect , and color- codes t he appoint m ent wit h a circle in t he color you assigned t o t he proj ect .

1 0 . Close t h e e ve n t w in dow if you 've pr e viou sly in st r u ct e d En t ou r a ge t o a lw a ys sa ve you r - S- , t h e n close t h e e ve n t w in dow ( by pr e ssin g - W , for a ppoin t m e n t s. Ot h e r w ise , pr e ss e x a m ple ) . Your newly scheduled event now shows up on t he calendar, com plet e wit h t he color coding t hat corresponds t o t he cat egory you've assigned. ( I n m ont h views, t he t ext of t he event it self reveals t he color; in colum n views, t he block of t im e occupied by t he event reflect s it s cat egory color.) Appoint m ent s t hat last longer t han one day ( such as vacat ions) appear as cat egory- colored banners t hat st ret ch across squares on t he m ont h view; in colum n views, t hey appear j ust beneat h t he dat e at t he t op of t he colum n ( see Figure 11- 7) .

Figu r e 1 1 - 7 . Aft e r you 've cr e a t e d you r e ve n t , it du t ifu lly a ppe a r s in you r da ily ca le n da r n e st le d a m on g you r ot h e r ca le n da r e ve n t s. Th is colu m n vie w sh ow s All- da y e ve n t s ( or ba n n e r e ve n t s) a t t h e t op of t h e ca le n da r , a bove t h e st a r t of you r da y. Th e n , e a ch e ve n t sh ow s u p a s a color e d box in t h e colu m n . I f a n e ve n t h a s a r e m in de r , a sm a ll be ll icon a ppe a r s in t h e box ; if t h e e ve n t con t a in s a n ot e , it sh ow s a n ot e pa d icon ; if t h e e ve n t is r e cu r r in g, it sh ow s t w o a r r ow s in a yin - ya n g a r r a n ge m e n t ; a n d if you 've a ssign e d a n e ve n t t o a pr oj e ct , a color e d bu lle t a le r t s you t o it s st a t u s. ( Eve n t s t h a t a r e 3 0 m in u t e s or le ss don 't h a ve r oom t o displa y t h e se icon s.)

1 1 .3 . W h a t t o D o w it h a n Appoin t m e n t Once you've ent rust ed your agenda t o Ent ourage, you can st art put t ing it t o work. Microsoft Ent ourage is only t oo pleased t o rem ind you ( via Office Rem inders) of your event s, t o reschedule t hem , t o print t hem out , and so on. Here are a few of t he possibilit ies.

1 1 .3 .1 . Edit in g Eve n t s To edit a calendar event , open it s event window eit her by double- clicking it s nam e on t he calendar or by highlight ing it and choosing File Open Event ( - O) or pressing Ret urn. The calendar event pops up in it s window, exact ly as shown in Figure 11- 4. Alt er any of it s set t ings as you see fit .

T ip : When changing only an appoint m ent 's cat egory, bypass t he event dialog box. I nst ead, j ust Cont rol- click t he appoint m ent 's block or it s nam e, and choose Cat egories from t he result ing short cut m enu. ( Or select an event and use t he Cat egories but t on's pop- up m enu in t he t oolbar.) Click a cat egory t o assign t he event t o t hat cat egory. Not e t hat it 's perfect ly OK for an event t o have m ore t han one cat egory. You can unassign an exist ing cat egory by clicking it again.

You don't have t o bot her wit h t his, however, if all you want t o do is reschedule an event , as described next .

1 1 .3 .2 . Re sch e du lin g Eve n t s I f an event in your life get s rescheduled t o a new dat e t hat 's current ly visible on t he screen, t hen you can sim ply drag it t o t hat new dat e t o officially reschedule it ( see Figure 11- 8) .

T ip : I f you'd like t o duplicat e an event —if you had so m uch fun having lunch wit h t hat old flam e t hat you'd like t o do t he sam e t hing t he day aft er t om orrow, for exam ple—press Opt ion while you drag t he original appoint m ent .

Figu r e 1 1 - 8 . You ca n dr a g a n a ppoin t m e n t ve r t ica lly in it s colu m n t o m a k e it e a r lie r or la t e r in t h e sa m e da y, or h or izon t a lly t o a n ot h e r da t e . I f you in vit e d pe ople t o a n e ve n t t h a t you 'r e e dit in g, En t ou r a ge a sk s if you w a n t t o se n d a n u pda t e t o you r in vit e s, so t h a t t h e y'r e a lw a ys k e pt in t h e loop.

Alas, Ent ourage doesn't let you copy, cut , or past e calendar event s. I f som et hing is post poned for, say, a m ont h or t wo ( t hat is, t o a calendar " page" t hat would require scrolling) , you have no choice but t o double- click it s nam e and t hen edit t he St art ing and Ending dat es or t im es.

N ot e : When rescheduling a recurring event , Ent ourage applies t he change only t o t he event you've m oved, leaving t he rest of t he recurring event s int act . I f you want t o change t he t im e or dat e of t he whole series, open t he event for edit ing. Only t hen does Ent ourage ask whet her you want changes applied t o j ust t he event you opened, or all t he recurring event s.

1 1 .3 .3 . Le n gt h e n in g or Sh or t e n in g Eve n t s I f a scheduled m eet ing becom es short er or your lunch hour becom es a lunch hour- and- a- half ( proven t o boost product ivit y! ) , changing t he lengt h of t he represent at ive calendar event is as easy as dragging t he t op or bot t om border of it s block in any colum n view ( see Figure 11- 9) .

Figu r e 1 1 - 9 . You ca n r e size a n y En t ou r a ge ca le n da r e ve n t by dr a ggin g it s bor de r . As you r cu r sor t ou ch e s t h e t op or bot t om e dge of a ca le n da r e ve n t , it t u r n s in t o a h or izon t a l lin e w it h t h e a r r ow s a bove a n d be low . You ca n n ow dr a g t h e bor de r t o m a k e it e n com pa ss m or e or le ss t im e on you r ca le n da r . As you dr a g, En t ou r a ge displa ys a h e lpfu l r e m in de r of t h e e ve n t 's t ot a l t im e .

1 1 .3 .4 . Pr in t in g Eve n t s Ent ourage has a user- friendly way of com m it t ing your calendars t o paper. To get t here, choose File or press - P.

Print ,

I n t his window, you can exercise cont rol over how Ent ourage print s your calendar by changing t he cont rol set t ings you'll find grouped near t he m iddle of t he window: Print , St art and End dat es, Layout , and Form .

The Pr in t pop- up m enu present s four opt ions regarding what t o print : a Daily Calendar, a Calendar List , a Weekly Calendar, and a Mont hly Calendar ( see Figure 11- 10 ) .

St a r t and En d let you specify st art and end dat es for t he print out .

La you t let s you choose which port ions of t he calendar t o print . You can select Event s or Tasks, or only cert ain kinds of t asks, or only it em s from a cert ain proj ect or cat egory. I t also let s you specify whet her cut lines or " punch holes here" indicat ors appear on each sheet , for t rim m ing and punching your pages t o fit a day planner ( described next ) .

For m . I f you use a paper- based, binder- st yle day planner ( such as a Franklin- Covey, Day- Tim er, or Day Runner) , you're in luck. Ent ourage list s canned layout s for t he m ost popular form at s in t he Form pop- up m enu.

St a n da r d pr in t opt ion s. The ot her opt ions are ident ical t o t hose present ed in Chapt er 1 . You m ay choose your print er, preset s, num ber of copies, and t he page set up. Then you can preview t he print j ob, save it as a PDF, or fax it .

1 1 .3 .5 . D e le t in g Eve n t s To delet e an appoint m ent , first select it , t hen sim ply press t he Delet e key or Cont rol- click ( or right - click) t he appoint m ent and choose Delet e Event from t he pop- up m enu. ( There are ot her ways, if you're looking t o wast e Delet e Event , press t im e: select t he event and click t he Delet e but t on in t he t oolbar, choose Edit Delet e) . I n t he confirm at ion dialog box, click Delet e ( or press Ret urn) .

N ot e : I f you delet e a recurring event ( like a weekly m eet ing) , Ent ourage asks if you want t o delet e j ust t hat part icular inst ance of t he event or t he whole series. Unlike Ent ourage 2004, Ent ourage 2008 delet es t he one occurrence of t he event rat her t han t he series when you press Ret urn, so if you're fast - fingered you won't lose t he ent ire series. You're welcom e.

1 1 .3 .6 . Se n din g I n vit a t ion s At last it 's t im e for you t o harness Ent ourage's com bined calendar/ em ail/ address- book power. Thanks t o a cross- plat form dat a- exchange st andard called iCalendar , you can send invit at ions or m eet ing request s t o ot hers and, if t hey have an iCalendar- aware em ail/ calendar program ( such as Ent ourage, Out look, iCal, Light ning, or Sunbird) , t hey can easily reply t o accept your invit at ion.

Figu r e 1 1 - 1 0 . N ot su r pr isin gly, you pr e ss - P t o in vok e t h e Pr in t dia log box —t h ou gh it n ow fe a t u r e s t h e m a n y pr in t in g opt ion s for En t ou r a ge ca le n da r s ( t op) . As sh ow n h e r e , you ca n e ve n sh a pe t h e m t o fit pa pe r pla n n e r s. I f you r pla n n e r br a n d isn 't list e d in t h e for m se ct ion , click Add For m t o se t t h e m a r gin s so t h a t t h e y fit you r pr in t e r . Click t h e La you t bu t t on t o ope n t h e La you t Opt ion s w in dow ( bot t om ) w h e r e you ca n con t r ol w h ich ca le n da r e le m e n t s you w ish t o pr in t .

I f you click t he I nvit e but t on in an event window's t oolbar ( see Figure 11- 4) , Ent ourage sprout s an I nvit e field. Use it j ust like t he " To" field in an em ail m essage, as described in Chapt er 10; t hat is, specify t he em ail addresses of anyone t hat you'd like t o invit e t o t he event . I f t hey're already in Ent ourage's address book ( covered in Chapt er 10) , you save a lot of t im e, t hanks t o t he pop- up m enu of cont act s and recent addresses t hat m at ch t he few let t ers you've t yped. Type t he invit at ion m essage you want your invit ees t o see in t he blank whit e not es area at t he bot t om of t he Event window.

1 1 .3 .6 .1 . Se n din g t h e in vit a t ion Once an invit at ion becom es part of an appoint m ent , t he t oolbar sport s t hese new but t ons:

Se n d N ow sends an em ail m essage t o everyone on t he guest list ( com plet e wit h t he subj ect , locat ion, and any not es) .

Ca n ce l I n vit e delet es any invit at ions in your Out box t hat you haven't sent yet . I t also sends cancellat ion m essages via em ail t o at t endees you've already invit ed.

N ot e : You can also choose Event Send I nvit at ion Now ( or press - Ret urn) t o send your invit at ion; or choose Event Send I nvit at ion Lat er ( or press Shift - - Ret urn) t o add t he out going em ail m essages t o your Out box wit hout act ually sending t hem . They won't get broadcast unt il you use t he Send All or Send & Receive All com m and, as described on Sect ion 10.3 .

1 1 .3 .6 .2 . Re ce ivin g a n in vit a t ion I f you're on t he receiving end of one of t hese m eet ing sum m onses, but you don't use Ent ourage ( or anot her iCalendar- aware em ail program ) as your em ail program , you get a not e like t he one shown in Figure 11- 11 .

W a r n in g: Even am ong iCalendar- aware program s, invit at ions don't always work perfect ly. Wit h ot her people using Ent ourage or folks using Out look on t he sam e Exchange server ( see t he box on Sect ion 10.5.7.4 ) , you'll probably have good luck. I n ot her cases, you m ay j ust get an at t achm ent wit h an .ics ext ension. I f you open an .ics file in Ent ourage, you'll see t he event appear in your calendar, but you won't get t he Accept and Decline opt ions, and t here m ay even be errors in t he t im e and dat e. You've been warned.

Figu r e 1 1 - 1 1 . I n ot h e r e m a il pr ogr a m s lik e Eu dor a , in vit a t ion s se n t fr om En t ou r a ge look lik e or din a r y e m a il m e ssa ge s. Th e y con t a in t h e r e le va n t t im e a n d loca t ion in for m a t ion a n d w h a t e ve r n ot e t h e se n de r cr e a t e d in t h e body of t h e m e ssa ge . At t a ch e d t o t h e m e ssa ge is t h e iCa le n da r da t a file ( m e e t in g 2 .ics, in t h is ca se ) . Th ou gh Eu dor a doe sn 't k n ow w h a t t o do w it h it , dou ble - click in g it in se r t s t h e e ve n t in t o iCa l, or a n ot h e r iCa le n da r - a w a r e pr ogr a m .

But if you are using Ent ourage as your em ail program , a special t hrill await s: The invit at ion insert s it self int o your calendar, com plet e wit h t im es and rem inders (Figure 11- 12 ) . You even get a yellow banner in t he em ail m essage window t hat let s you respond t o t he invit at ion by clicking eit her t he Accept , Decline, or Accept Tent at ively links at t he t op of t he m essage. ( But t ons wit h t he sam e funct ions also appear in t he t oolbar at t he t op of t he em ail m essage.) Clicking any of t hese links sends an em ail m essage back t o t he sender, whose copy of Ent ourage now offers even m ore surprises.

Figu r e 1 1 - 1 2 . Top: W h e n you r e ce ive a n in vit a t ion in En t ou r a ge t h a t 's fr om En t ou r a ge , you 'll se e Acce pt , Te n t a t ive , a n d D e clin e bu t t on s a t t h e t op of t h e m e ssa ge . Bot t om : I f you click a n y of t h e t h r e e bu t t on s, En t ou r a ge a sk s w h e t h e r you w a n t t o se n d a r e spon se w it h or w it h ou t com m e n t s, or n ot se n d a n y r e spon se a t a ll.

1 1 .3 .6 .3 . Re ce ivin g RSVPs for you r in vit a t ion Now suppose you're t he person who sent t he original invit at ion. As your invit ees reply t o your not e, one of t wo t hings m ight happen:

I f you sent t he invit at ion t o som ebody who doesn't use Ent ourage, you'll sim ply receive an uninspired em ail m essage t hat says, for exam ple, " OK, I 'll be t here." Aft er reading t his reply, double- click t he event on your calendar t hat represent s t he get - t oget her. I n t he event window, you'll see a yellow banner across t he t op of t he m essage indicat ing t hat you've sent invit at ions. I t also cont ains a " View at t endee st at us" link. When you click t he link, a float ing window appears t hat list s all t he people you invit ed, com plet e wit h a pop- up m enu t hat let s you t rack t heir responses: No Response, Accept ed, Tent at ive, or Declined. Use t he pop- up m enu t o updat e t he list , according t o t he reply you j ust received.

I f you sent t he invit at ion t o som ebody who does use Ent ourage, life is sweet indeed. The program aut om at ically updat es t he At t endee St at us window, based on t he but t on t hat your prospect ive guest clicked ( Accept , Tent at ive, or Decline) upon receiving t he invit at ion.

Whenever you change t he specifics of a calendar appoint m ent about which you've sent invit at ions ( such as it s dat e) , Ent ourage offers t o send an updat ed em ail m essage t o t he guest s. The but t ons in t he upper- left corner of t he event dialog box now read Send Updat e and Send Lat er ( if you've cust om ized t he t oolbar) .

1 1 .3 .7 . Addin g H olida ys Your Ent ourage calendar doesn't com e wit h any holidays list ed. By creat ing a cust om izable calendar t hat can reflect t he holidays of different count ries, cult ures, or religious beliefs, Microsoft didn't presum e t o know what you celebrat e. Fort unat ely, it 's easy t o t ell Ent ourage what you want . To im port a set of holidays int o Ent ourage's calendar, choose File I m port . Ent ourage's I m port assist ant opens, and gives you t he opt ion t o im port holidays. Choose Holidays and click t he right arrow. Now Ent ourage present s a list of dozens of count ries and religions for which you can im port holidays ( see Figure 11- 13) . Turn on t he checkboxes next t o t he count ries or religions whose holidays you want t o im port , and click OK. Those holidays now appear in your Ent ourage calendar.

Figu r e 1 1 - 1 3 . To a dd h olida ys t o you r En t ou r a ge ca le n da r , click H olida ys, t u r n on t h e ch e ck box n e x t t o t h e cou n t r y or r e ligiou s h olida ys you w a n t t o im por t , a n d t h e n click t h e r igh t a r r ow bu t t on . En t ou r a ge t a k e s ca r e of t h e r e st . You ca n im por t , on e , som e , or a ll of t h e se h olida ys, if you lik e . As a con ve n ie n ce , En t ou r a ge la be ls t h e m w it h t h e ca t e gor y ca lle d, a s you m igh t e x pe ct , H olida ys.

N ot e : The holiday dat a t hat Ent ourage im port s m ight cont ain significant days t hat aren't t echnically holidays. For exam ple, if you im port Unit ed St at es holidays, " Tax Day" ( April 15) winds up on your calendar—an exam ple of a special day t hat you can observe, but probably don't celebrat e.

POW ER USERS' CLI N I C You r Ve r y Ow n H olida ys I n t his t rick, you set up a file cont aining any num ber of occasions—corporat e event s for t he year, a soft ball league gam e schedule, full and new m oons, t he birt hdays of your favorit e rock st ars, and so on—so t hat your colleagues can im port t hem int o t heir own calendars. The Holidays file isn't difficult t o decipher. I f you visit your Applicat ions Microsoft Office 2008 Office folder, you'll see a Text file called Holidays. I f you open it in a t ext edit or or Word, you'll discover t hat it 's j ust a sim ple list of holidays in t his form at : Fat her's Day,2008/ 6/ 15 Fat her's Day,2009/ 6/ 21 Fat her's Day,2010/ 6/ 20 Fat her's Day,2011/ 6/ 19 Each count ry, region, or religion is preceded by a bracket ed t it le and a num ber indicat ing t he num ber of ent ries for t he cat egory. I n ot her words, it 's easy enough t o creat e Holiday files of your own. First , m ake a copy of t he Holidays file in t he Finder, and renam e it som et hing like " My Holidays." Then open your file in Word 2008; delet e t he exist ing t ext ; t ype t he nam e of each holiday, followed by a com m a, no space, t hen t he dat e ( in year/ m ont h/ day form at ) ; press Ret urn and t ype t he next holiday t he sam e way. When you're finished, t ype a cat egory nam e and t he t ot al count at t he t op of t he file ( use t he default Holidays file as an exam ple) , and t hen save it as a t ext - only file. Finally, choose I m port , select Holidays, and open your cust om ized Holiday file j ust as you would File any ot her.

1 1 .4 . Sa vin g Ca le n da r s a s W e b Pa ge s One of t he calendar m odule's best feat ures is it s capabilit y t o save your calendar as a Web page. You can m ake your calendar available t o a select few ( perhaps via Mac OS X's built - in Web Sharing) , or you can post t he result on t he I nt ernet for all t o see. For exam ple, you m ight use t his feat ure t o post t he m eet ing schedule for your book club, or t o m ake clear t he agenda for a series of upcom ing Nonviolent Com m unicat ion workshops t hat all of your co- workers will need t o consult .

N ot e : There's no way t o include only cert ain cat egories on a Web- published calendar, so t hat only your corporat e appoint m ent s are publicized but not your privat e ones. You can, of course, m aint ain a separat e calendar under a different Ent our age ident it y ( see Sect ion 11.13 for t his purpose) .

Begin by choosing File Save as Web Page. The Save as Web Page window appears (Figure 11- 14 ) . Here, you cust om ize how your saved calendar is going t o look and work. For exam ple, you can specify:

St a r t a n d En d da t e s. This opt ion prevent s you from saving an ent ire cent ury's calendar in HTML form .

I n clu de e ve n t de t a ils. Use t his opt ion if you want your Web page t o include t he not es t hat you've ent ered in a calendar event 's not es area.

Use ba ck gr ou n d gr a ph ic. Turn on t his box if you want your Web- page calendar superim posed on a pict ure. Then click t he Choose but t on t o t he right . You'll t hen be asked t o select a graphics file from your hard drive.

T ip : To avoid t he ridicule and wrat h of your audience, use t he graphics feat ure wit h caut ion. Choose only an ext rem ely light , low- cont rast im age, so t hat t he t ext of t he calendar is st ill legible when superim posed over it . I f possible, choose a graphic im age t hat 's roughly t he sam e size as t he calendar, t oo, so Ent ourage doesn't st ret ch it out of shape. Also rem em ber t hat downloading an enorm ous background im age over a m odem is no one's idea of a good t im e.

W e b pa ge t it le . The t ext you ent er in t his box will appear as t he Web page's t it le.

Ope n sa ve d W e b pa ge in br ow se r . I f t his box is t urned on, Ent ourage will open t he newly saved calendar in your Web browser j ust aft er saving it , so t hat you can m ake sure it wound up t he way you int ended.

Once you've set your opt ions, click Save. Next , in t he Save dialog box, nam e t he calendar file ( suppose it 's Sum m erWorkshops —it 's a good idea t o use no spaces in your t it le) . Select a folder locat ion on your hard drive, and t hen click Save. Ent ourage creat es t wo

new icons on your hard drive—an HTML file called Sum m erWorkshops.ht m , and a folder called Sum m erWorkshops. The folder cont ains a bevy of graphics and HTML files t hat com prise your calendar.

Figu r e 1 1 - 1 4 . W h e n you sa ve you r ca le n da r a s a W e b pa ge , you ca n con t r ol t h e r a n ge of da t e s, w h e t h e r t o in clu de e ve n t de t a ils, a n d w h e t h e r or n ot t o u se a ba ck gr ou n d gr a ph ic. You 'r e w e lcom e t o give you r W e b pa ge a t it le m or e im a gin a t ive t h a n Ca le n da r .

I f you chose " Open saved Web page in browser" ( Figure 11- 14 ) , your newly saved calendar now appears. Review it for accuracy, and m arvel t hat it has live links; clicking an it em brings up det ails about it in t he right hand fram e of t he Web page ( Figure 11- 15 ) .

T ip : The Web pages creat ed by Ent ourage exploit such up- t o- dat e Web- browser feat ures as fram es, st yle sheet s, and JavaScript . I n one respect , however, t hey are m ired in t he past : if you use t he " Open t he saved Web page in browser" opt ion, Ent ourage sum m ons I nt ernet Explorer if you have a copy of it on your com put er—even t hough it 's not your default Web browser and you probably haven't used it for years. Wit h any luck, Microsoft will squash t his bug by t he t im e Office Get I nfo, change t he " Open 2012 arrives, but in t he m eant im e, select t he .ht m file Ent ourage creat ed, choose File wit h" pop- up m enu t o your preferred browser, and click t he Change All but t on. From now on, I nt ernet Explorer rem ains undist urbed in a far- off corner of your hard drive, while your preferred browser opens t hese Web calendar previews.

POW ER USERS' CLI N I C You r M a c a s W e b Se r ve r I f you have a full- t im e Web connect ion, such as a cable m odem or DSL service, you can use t he Mac's own Web Sharing feat ure t o post your calendar for t he ent ire online world t o see. A com plet e discussion of t his feat ure await s in Mac OS X: The Missing Manual, but here's a sum m ary. Open t he Mac OS X Syst em Preferences, click Sharing, and t urn on t he Web Sharing checkbox ( called Personal Web Sharing in Tiger) . Make a not e of t he personal Web sit e address t hat appears in t he window, som et hing like, ht t p: / / 192.168.2.99/ ~ j im / . Next , ret urn t o t he Finder and open your Hom e folder ( Opt ion- - H) . Once t here, you'll find a folder called Sit es. Drag your calendar file and folder int o it . To view your calendar, open a Web browser and ent er a URL in t his form : ht t p: / / 192.168.2.99/ ~ j im / Sum m erWorkshops.ht m Of course, for 192.168.2.99, subst it ut e t he act ual address you not ed in t he Sharing preferences window, replace Jim wit h your Mac OS X account nam e ( preceded by a ~ ) , and replace Sum m erWorkshop.ht m wit h t he nam e of t he calendar file Ent ourage creat ed. I f t he calendar appears properly in your Web browser, t he next st ep is t o send t hat link t o your friends or colleagues who need t his t im ely inform at ion. I f you have a hom e rout er, you'll need t o configure it t o port forward port 80 t o your com put er, and provide t he address of your rout er t o your friends or colleagues. ( For m ore inform at ion use your favorit e I nt ernet search engine t o search for " port forwarding." )

Figu r e 1 1 - 1 5 . W h e n you sa ve a n En t ou r a ge ca le n da r a s a W e b pa ge , it r e t a in s m ost of it s pe r t in e n t de t a ils, su ch a s e ve n t s, t im e s, a n d e ve n n ot e s a ssocia t e d w it h t h ose e ve n t s. I f you 've a t t a ch e d a n ot e t o a n e ve n t , you ca n click t h e sm a ll, flippy t r ia n gle n e x t t o t h e e ve n t t o r e ve a l t h e n ot e in t h e list pa n e on t h e r igh t . You ca n sa ve a sin gle da y or se ve r a l m on t h s a s W e b pa ge s; j u st on e m or e w a y En t ou r a ge ca n h e lp k e e p t h ose w h o n e e d t o k n ow in t h e k n ow .

I f t he file looks good, t he final st ep is t o upload t he Web page t o a Web server so ot hers can see it . Of course, t his st ep requires t hat you have a Web sit e ( unless you're host ing it yourself—see t he box on Sect ion 11.4) . You can cont act your I nt ernet service provider t o find out how m uch Web space your account grant s you and what st eps t o t ake t o post new Web pages t here. There's also Apple's annual $100 .Mac service, which includes up t o 10 GB on t he Web, along wit h em ail and ot her perks.

N ot e : These Web calendars provide a frozen- in- t im e version of your Ent ourage calendar. I f you m ake changes t o your calendar t hat you want reflect ed in t he Web version, you'll have t o repeat t he Save As Web Page process.

1 1 .5 . Ta sk s a n d t h e To D o List Ent ourage let s you creat e a To Do list of any kind of t asks you can t hink up, and it does it s best t o help you accom plish t hese obj ect ives, goading you wit h gent le rem inders if you so desire. You can also add j ust about any ot her kind of Ent ourage it em t o your To Do list and benefit from sim ilar rem inders. You can put Ent ourage int o Task view eit her by clicking t he Tasks but t on at t he upper left , choosing View Go To Tasks, or pressing - 5. Ent ourage displays a sim ple list of t asks, com plet e wit h due dat es and cat egories ( see Figure 11- 16 ) . I n t he Tasks and To Do List pane on t he left you'll discover t he t wo part s of Ent ourage's To Do syst em , labeled Tasks and To Do List .

Figu r e 1 1 - 1 6 . En t ou r a ge 's Ta sk s t oolba r in clu de s t h r e e spe cifica lly t a sk - r e la t e d bu t t on s—N e w , St a t u s, D u e D a t e , a n d To D o—a s w e ll a s a fe w of t h e old fa vor it e s. Use t h e Ta sk s a n d To D o pa n e t o ch oose t o vie w t h e e n t ir e To D o List , t h e Ta sk s list , or on e of t h e filt e r e d Ta sk s Vie w s. Th e Qu ick Filt e r ba r be low t h e t oolba r le t s you qu ick ly loca t e t a sk s con t a in in g ce r t a in w or ds or t h a t you 've a ssign e d t o ce r t a in ca t e gor ie s or pr oj e ct s.

The To Do chores t hat you creat e from scrat ch Ent ourage calls Tasks, keeping t hem in t he Tasks list and also in t he To Do List . I f however you creat e a To Do it em by flagging an em ail m essage, calendar event , proj ect , or cont act , t hen Ent ourage adds t hose it em s t o t he To Do List only. Click t he icons in t he Tasks and To Do List pane t o swit ch bet ween t he t wo list s.

1 1 .5 .1 . Ch a n gin g You r Vie w s When you first ent er t he Tasks m odule, Ent ourage shows you a sim ple list of all t asks you've ent ered or im port ed—a view which you can alt er t o suit your preferences. To do so, cruise over t o t he View m enu and select one of t he following ( t he m enu com m and changes slight ly depending on which list you're viewing, Tasks or To Do List ) :

All Ta sk s ( All To D o I t e m s) . This screen shows all t he t asks or To Do it em s in your busy life; it 's t he view Ent ourage shows you unless you choose ot herwise. I t even displays t he t asks you've com plet ed—som et hing t hat m akes m ost people feel t errific.

I n com ple t e Ta sk s ( I n com ple t e I t e m s) . Displays everyt hing t hat you have yet t o com plet e. I n m ost cases t his is m ore useful, and definit ely less clut t ered, t han displaying All Tasks ( To Do I t em s) .

Com ple t e d Ta sk s ( Com ple t e d I t e m s) . Displays all t he it em s you've checked off as com plet ed.

D u e Toda y. Focuses on t he present ; t his opt ion shows j ust what 's due t oday.

D u e Th is W e e k . Displays everyt hing t hat 's due in t he current week. ( The current week is defined by t he Preferences General Preferences Calendar work week set t ings you choose in Ent ourage Calendar.)

You can also filt er t he t asks wit h t he opt ions displayed in t he Tasks Views pane at t he left of t he window. Click t he flippy t riangle next t o Tasks Views t o see t hem all:

Ch a n ge d in t h e Pa st 7 D a ys. Shows every t ask t hat you've edit ed in t he last seven days.

H igh Pr ior it y . Gives you a list of t asks t hat you've m arked high priorit y ( described on t he next page) .

D u e Toda y. Shows j ust t oday's it em s.

I n com ple t e . Displays all t he t asks t hat lie before you.

Ove r du e . You can view incom plet e t asks whose due dat e has com e and gone—helpful for set t ing a new due dat e, or perhaps delet ing wit h a sm ile.

Ca t egory and Pr oj e ct. You can view t asks by cat egory or proj ect . I n t his case, you can select only from cat egories or proj ect s t hat you have assigned t o t asks. For exam ple, if you have no t asks assigned t o t he Work cat egory ( lucky you! ) , t hat cat egory doesn't appear as an organizing opt ion.

No m at t er what view you select , t here are five colum ns t o t he left of t he t asks' subj ect :

Lin k s ( indicat ed by a t iny chain- link icon) shows if t he t ask is linked t o any ot her it em , such as a m essage or a calendar event ( see Sect ion 11.5.3.5) .

St a t u s ( indicat ed by a t iny checkm ark icon) shows a checkbox, which you can t urn on when t he t ask is com plet e ( or sooner, as you realize som e t hings j ust aren't wort h your t im e) .

Pr ior it y ( indicat ed by a t iny exclam at ion point ) is t he sam e as t he priorit y colum n found in Mail—Highest , High, Norm al, Low, and Lowest . I t helps you keep focused on your highest priorit ies.

Re cu r r in g ( indicat ed by a double arrow) shows, at a glance, whet her t he t ask is a one- t im e deal or som et hing you can look forward t o on a cont inuing basis.

Re m in de r ( indicat ed by a t iny alarm clock) shows a sim ilar alarm clock icon if you've set a rem inder for a

part icular t ask—in ot her words, it 's a rem inder rem inder.

You specify what appears in t he rest of t he colum ns—t he Ta sk subj ect , St a r t D a t e , Com ple t e d D a t e , Ca t e gor ie s, and Pr oj e ct —when you creat e your To Do it em s, described next .

1 1 .5 .2 . Cr e a t in g Ta sk s To creat e a new Ent ourage Task, t ake your pick of t he usual array of opt ions:

Choose File

New

Task.

I f you're already in t he Tasks view, press

- N.

Click t he New t oolbar but t on. ( I f you're not already viewing your To Do list , choose Task from t he New pop- up but t on.)

An Unt it led t ask window appears ( Figure 11- 17 ) . Conduct your t ask- recording business like t his:

1 . Type a n a m e for t h e t a sk . This becom es t he subj ect t hat appears in your Tasks list . Do yourself a favor and m ake it a good, descript ive one: " Meet ing wit h professional organizer," for exam ple, inst ead of j ust " Meet ing."

2 . Ch a n ge it s pr ior it y, if you lik e . I f you t ake a m om ent t o cat egorize your t asks t his way, you'll be able t o sort your t ask list by priorit y. Every creat ive soul invent s m ore t asks t han are doable, so why not focus on t he m ost im port ant ones?

3 . Spe cify a du e da t e for t h is it e m , if you lik e . Turn on " Due dat e" and ent er a deadline dat e. Feel free t o use any of t he sam e dat e- set t ing t ricks described on Sect ion 11.2.

Figu r e 1 1 - 1 7 . Th e t a sk w in dow le t s you cr e a t e , e dit , pr in t a n d de le t e t a sk s; bu t m or e im por t a n t ly it le t s you se e t h e e n t ir e t a sk con figu r a t ion a t a gla n ce .

There's only one difference bet ween a dat ed To Do it em and one t hat doesn't have a due dat e: When t he specified dat e goes by, an incom plet e To Do it em shows up in boldface in t he Tasks window. I f you double- click it , you'll see " Due yest erday," " Overdue by_ days," or Overdue next t o an at t ent ion- get t ing alarm clock icon at t he t op of t he t ask's descript ion window.

4 . I f t h is To D o it e m r e fle ct s a r e cu r r in g t a sk , su ch a s you r w e e k ly ba t h , u se t h e opt ion s in t h e Occu r s pop- u p m e n u . You'll be able t o specify a dut y t hat recurs daily, weekly, m ont hly, or yearly. The Occurs opt ions here work m uch like t hose described for event s on Sect ion 11.2.

Tip: I f you set your t ask t o recur, a new Edit but t on pops t o t he right of t he Occurs pop- up m enu. You can click t his but t on t o furt her refine t he recurrence. However, if you t urn on t he " Aft er t ask is com plet e, creat e a new t ask due in _" , t hen once you check off t he t ask, t he next one reset s t o one day ( or week, m ont h, or year) from when you got it done, not t he original recurrence dat e. This is perfect if you have t o subm it a report , say, every 30 days, but not on t he sam e day every m ont h.

5 . Tu r n on t h e Re m in de r ch e ck box , a n d se t a da t e a n d t im e for t h e r e m in de r t o pok e it s n ose in t o you r com pu t e r r e ve r ie —in t h e for m of a pop- u p dia log box displa ye d by t h e Office Re m in de r s program . See Sect ion 11.7 for m ore on rem inders.

6 . M a k e n ot e s for m or e in for m a t ion. Tab t o t he Not es box t o t ype or past e t ext t hat helps describe your t ask.

7 . Assign it t o a pr oj e ct , if you lik e . I f you've creat ed any proj ect s in Ent ourage's Proj ect Cent er, t hey're list ed under t he Proj ect s but t on.

8.

8 . W h e n you 've t w e a k e d you r t a sk con figu r a t ion t o pe r fe ct ion , close t h e w in dow ( pr e ss

-W) .

Ent ourage closes t he window, saves your t ask, and adds it t o t he To Do List .

I f you need t o creat e m ore t asks ( new opport unit ies const ant ly arise) , press St ep 1.

- N, and t hen st art over again at

1 1 .5 .3 . Ot h e r Ta sk Tr ick s Once you've recorded som e To Do it em s, you can m anipulat e t hem in ways t hat should be fam iliar if you've used t he Ent ourage calendar.

1 1 .5 .3 .1 . Edit in g a t a sk Change a t ask's nam e by select ing t he t ask, clicking t he t ask's subj ect , and t hen wait ing about one second for t he edit ing box t o appear. Type a new nam e and t hen press Ent er or Ret urn. You can change it s cat egory or proj ect by clicking in eit her of t hose colum ns; a pop- up m enu of your choices appears. You can change a t ask's priorit y, repeat st at us, and so on, by double- clicking it s nam e in t he Tasks list ( or by - O, or choosing File Open Task) . The dialog box shown in Figure 11- 17 highlight ing it and pressing reappears, allowing you t o change any aspect of a t ask.

1 1 .5 .3 .2 . Com ple t in g a t a sk Aft er finishing a t ask, you can celebrat e by t urning on it s checkbox in your list . Once you do so, Ent ourage put s a line t hrough t he t ask t o give you t he sat isfact ion of crossing it off your list . I f a t ask's window is open, you can also t urn on t he Com plet e checkbox and t hen close t he window. ( When you check off a recurring t ask, Ent ourage only m arks t hat specific inst ance com plet e. The next recurrence will rise like a phoenix from t he ashes when due.)

1 1 .5 .3 .3 . D e le t in g a t a sk To delet e a t ask, click it in t he t ask list and t hen eit her press t he Delet e key, click t he Delet e but t on, press Delet e Task. ( You'll be asked t o confirm t he delet ion. And t hat 's fort unat e, because Delet e, or choose Edit no Undo com m and exist s, and t he delet ed t ask doesn't go int o t he Delet ed I t em s folder; inst ead, it 's gone forever.)

T ip : You can select m ult iple t asks ( in preparat ion for delet ing t hem en m asse, for exam ple) j ust as you would em ail m essages: using eit her t he Shift - clicking or - clicking t ricks described in t he box on Sect ion 10.3.4 .

1 1 .5 .3 .4 . Pr in t in g t a sk s I t 's easy enough t o print out a list of your t o- dos. To print only som e of t hem , st art by highlight ing t he ones you want ( see t he preceding Tip) . - P or choose File Print . This t riggers t he cust om Ent ourage Print window, which let s you Now press choose which t asks t o print ( all t asks, select ed t asks, t asks due t oday or t his week, and so on) , what st yle you want t o use for print ing t hem , and whet her you want t o print t hose pages on st andard paper or special FranklinCovey, Day- Tim er, or Day Runner paper.

When you finally click Print , you're on your way t o a hard copy rem inder of t he errands and obj ect ives t hat await you.

1 1 .5 .3 .5 . Lin k in g t a sk s Linking t asks t o ot her Ent ourage it em s is a great use of t he Links funct ion, since it let s you draw connect ions bet ween t he t asks t hat you're working on and any em ail m essages, calendar event s, or cont act s t hat m ight be relat ed t o t hem . When you have a t ask's window open, you can creat e a link wit h t he click of a Links but t on, which opens t he Links window. I f you use t he Links but t on's pop- up m enu, your choices let you link t hat t ask eit her t o an exist ing Ent ourage it em or t o a new one you creat e on t he spot . I n t he Tasks list , click and hold for a second in t he Links colum n t o access t he pop- up m enu.

1 1 .6 . M y D a y This new Ent ourage out post let s you keep an eye on your m ost urgent proj ect elem ent s—your current schedule and To Do it em s—wit hout opening or even launching Ent ourage. You don't have t o confront your full calendar, your ent ire To Do List , or your em ail, giving you a fight ing chance at concent rat ing on t oday's t asks wit hout get t ing sucked int o t he e- m aelst rom . My Day is a m ini- applicat ion t hat act s like a Mac OS X Widget em igrat ed from t he Dashboard t o t he deskt op. The sm all My Day window provides a quick view of your day's schedule and To Do List from Ent ourage ( even if Ent ourage isn't running) . The t op sect ion of t he My Day window shows scheduled event s; t he bot t om sect ion shows To Do it em s and icons showing t he t ype of t he it em and whet her it 's past - due ( Figure 11- 18 ) . Click t he dat e display at t he t op t o open t he Go To Dat e window and j um p t o a different dat e. You can also use t he left and right arrow but t ons t o m ove day by day, or click t he but t on bet ween t he arrows t o com e back t o t oday. But t ons at t he bot t om of t he window let you creat e a new To Do it em , print t oday's schedule and To Dos, and open t he My Day preferences window. When you inst all Office 2008, My Day adds it self t o your logon it em s and aut om at ically appears in t he upperright corner of your screen. I f you'd rat her it not appear unbidden, choose My Day Preferences General and t urn off " Open aft er com put er logon" (Figure 11- 19 ) . While you're in Preferences, you can also choose a keyboard short cut t o sum m on My Day, choose t o keep t he My Day window in t he forefront , or show My Day as a m enulet at t he right end of your m enu bar. Clicking a My Day event displays t he event 's locat ion. Double- clicking an event or To Do it em in t he My Day window opens Ent ourage and displays t he event or To Do it em so you can read all t he det ails or edit it . Alt hough My Day exist s m ost ly as a quick view int o your Ent ourage schedule, you can add a t ask t o your To Do List wit hout opening Ent ourage. Sim ply click t he New Task but t on at t he bot t om of t he window and t he " Creat e a t ask" drawer slides downward. Type in your new t ask and press Ret urn t o add it t o My Day's To Do list —and t o Ent ourage's. Finally, you can celebrat e com plet ing a t ask by clicking it s checkbox t o rem ove it from t he My Day display and m ark it as com plet e in Ent ourage's To Do List .

Figu r e 1 1 - 1 8 . Top: M y D a y sh ow s you w h a t 's on you r pla t e for t oda y. Click in g t h e big " e " ope n s Ent oura ge. Bot t om : Con t r ol- click a n y it e m t o se t it s pr ior it y, ca t e gor y, or pr oj e ct , or t o ch a n ge it s du e da t e .

Figu r e 1 1 - 1 9 . Top: Th e M y D a y pr e fe r e n ce s w in dow give s you con t r ol ove r h ow a n d w h e n t h e pr ogr a m a ppe a r s a n d w h a t it displa ys. I f you click t h e r a dio bu t t on m a r k e d " Sh ow on M a c OS m e n u ba r ," t h e M y D a y a pplica t ion m e n u disa ppe a r s a n d a ll m e n u it e m s—in clu din g M y D a y Pr e fe r e n ce s—a ppe a r u n de r t h e m e n u le t icon in t h e m e n u ba r . Bot t om : Th e To D o List pr e fe r e n ce s w in dow le t s you ch oose w h ich To D o it e m s t o displa y.

1 1 .7 . Office Re m in de r s Aft er you've set up a rem inder for an appoint m ent or t ask in Ent ourage ( or via a Flag as a To Do I t em in any Office 2008 program ) , Office displays handy onscreen alert s when your rem inders com e due. You can inst ruct t hese alert s t o go away or t o ret urn lat er, or you can use t hem for quick access t o appropriat e appoint m ent s, t asks, or m essages. Office 2008 uses a sm all add- on program called Microsoft Office Rem inders t o handle t hese t ipoffs. ( I t 's in t he Office folder, if you're curious.) When an event or To Do it em or com es due, Office Microsoft Office 2008 Rem inders appears as a separat e it em in t he Mac OS X Dock. When you've dealt wit h any pending it em s, Office Rem inders vanishes, reappearing when it 's t im e for t he next rem inder or follow- up. I t m ight sound com plicat ed t o deal wit h yet anot her program t o handle alert s and not ificat ions, but Office Rem inders is st raight forward. First , you can m anage everyt hing about alert s and not ificat ions wit hin Ent ourage, so you don't really feel like you're using a separat e program . Second, using a separat e t iny program t o handle alert s and not ificat ions m eans t hese alert s work all t he t im e, even when no Office 2008 program s are running. ( Of course, you can t urn off Office Rem inders at any t im e, so you won't be int errupt ed as you dem o your Phot oshop t echniques t o a room full of art ist s who probably don't really care t hat The Beverly Hillbillies is going t o st art in five m inut es on Channel 64. Choose Office Rem inders Turn Off Rem inders, or wit hin Ent ourage choose Ent ourage Turn Off Office Rem inders—and t hen slap a Post - it on your screen t o rem ind you t o t urn Office Rem inders back on lat er.)

1 1 .7 .1 . Th e Re m in de r s W in dow When a rem inder com es due, t he Office Rem inders window appears in front of any ot her program s, a sound plays, and t he nam e of t he it em appears. I f m ore t han one it em is due, t he Office Rem inders window list s t hem all, but you'll have t o eit her scroll or drag t he window larger t o see t hem all. Figure 11- 20 shows five different kinds of not ificat ions: a Microsoft Word docum ent flagged for follow- up, a cont act t hat 's been flagged as a To Do List it em , a t ask set up in Ent ourage, an em ail m essage rem inder, and a calendar rem inder. The Office Rem inders window also displays t o im port ant but t ons: Snooze, and Dism iss. Snooze and Dism iss also act as pop- up m enus; see t he next sect ion for det ails on t hese opt ions.

Figu r e 1 1 - 2 0 . H e r e Office Re m in de r s sh ow s five it e m s: a M icr osoft W or d docu m e n t t h a t 's fla gge d for follow u p, a con t a ct t h a t 's be e n a dde d t o t h e To D o List ( a n d is ove r du e ) , a t a sk , a n e m a il m e ssa ge r e m in de r , a n d a ca le n da r r e m in de r . Th e h igh ligh t e d it e m a ppe a r s a t t h e t op of t h e w in dow . D ou ble click a n y of t h e m t o ope n t h e lin k e d it e m .

Rem inders show t hree basic it em s:

I con. A rem inder's icon indicat es where t he alert cam e from . For exam ple, a rem inder about an appoint m ent displays a calendar icon, and a flagged Microsoft Word docum ent appears wit h a Word docum ent icon ( Figure 11- 20 ) .

Su bj e ct . The rem inder's t it le is t he subj ect of t he appoint m ent or t ask you set up, or it indicat es t he t it le of t he docum ent or m essage you flagged.

D u e da t e. Office Rem inders also shows t he it em 's due dat e or, for rem inders of pending calendar it em s, how m uch t im e rem ains unt il t he event . I f an it em is past due ( like t he second it em in Figure 11- 20 ) , Office Rem inders shows Overdue followed by t he due dat e.

You can double- click any it em in t he rem inder list t o open t he associat ed it em im m ediat ely. Opening a flagged docum ent or m essage doesn't dism iss or snooze t he alert in Office Rem inders ( see next sect ion) ; it j ust brings t he flagged it em front and cent er for you t o act on, so you don't first have t o hunt around your com put er for it . Tasks and flagged docum ent s also have a checkbox you can use t o m ark an it em as com plet e. This checkbox act ually perform s t wo funct ions in one easy st ep: I t indicat es t hat you're finished wit h an it em and dism isses t he alert box.

1 1 .7 .2 . Act in g on Re m in de r s When a rem inder appears, you can process it in one of t hree ways: by opening it , snoozing it , or dism issing it .

Ope n I t e m . Double- clicking an it em opens t he corresponding docum ent , t ask, calendar ent ry, or m ail m essage in Ent ourage. ( I f an it em is already highlight ed, you can also sum m on it wit h a single click of t he large icon at t he t op of t he rem inder window.)

Snooze . Use t he Snooze but t on t o m ake an alert go away—for now. The select ed it em reappears in five m inut es t o nag you again. I f you want it em s t o snooze for a different am ount of t im e ( say, unt il t om orrow m orning) , use t he Snooze pop- up m enu ( see Figure 11- 21 ) .

Figu r e 1 1 - 2 1 . Use t h e Sn ooze pop- u p m e n u t o spe cify w h e n you 'd lik e a n a le r t t o r e a ppe a r . Som e of t h e ch oice s a r e obviou s—com e ba ck in 1 0 m in u t e s, 2 h ou r s, 4 da ys, a n d so on —bu t som e ch oice s ( lik e " 1 5 m in u t e s be for e st a r t " a n d " En d of t oda y" ) a r e n ice ly fle x ible .

D ism iss. Click Dism iss t o m ake a select ed alert go away, never t o be seen again. I f you want t o dism iss all t he it em s shown by Office Rem inders, choose Dism iss All from t he Dism iss popup but t on. All t he current rem inders are dism issed ( alt hough no docum ent s or t asks get m arked as com plet ed) .

T ip : You can select m ult iple it em s in t he Office Rem inders window j ust by Shift - clicking t o select a range of it em s, - clicking t o choose nonadj acent it em s in t he list —exact ly as in t he Finder or in t he Ent ourage em ail list . At t hat or point , t he Snooze and Dism iss but t ons affect all t he corresponding it em s let t ing you snooze or dism iss a bunch of relat ed it em s all at once.

M a r k a s Com ple t e. Use t he Com plet e checkbox on t asks and flagged it em s t o indicat e you're finished wit h t he t ask or it em you flagged. Unlike ot her elem ent s appearing wit h individual alert it em s, t urning on t he Com plet e checkbox bot h m arks t he t ask as com plet ed and dism isses t he alert , so t hat t he it em disappears from Office Rem inders.

N ot e : Wat ch out —t he program doesn't allow enough t im e t o un check t he box if you m ake a m ist ake. I f you t urn on t he Com plet e checkbox on an it em t hat you really aren't done wit h, you have t o ret urn t o Ent ourage's Task list , where t he it em appears wit h a line t hrough it s nam e. To " uncom plet e" an it em , t urn off t he Com plet e checkbox in t he St at us colum n ( and set up anot her rem inder, if you like) .

1 1 .7 .3 . Con figu r in g Office Re m in de r s Office Rem inders is a sim ple program , generally keeping out of sight unt il t he m om ent when you want t o be prom pt ed about som et hing. You can change only t wo set t ings: whet her t he program is t urned on or t urned off and whet her or not an alert sound plays when an it em com es due.

1 1 .7 .3 .1 . Tu r n Office Re m in de r s on or off Som et im es you m ight not want Office Rem inders t o display alert s onscreen, even if som et hing com es due. For inst ance, you can be using your Mac t o give a dem o or present at ion t o client s—or concent rat ing on t he New York Tim es Sunday crossword. ( We all have our priorit ies.) Here are t he t wo ways t o t urn off Office Rem inders:

I n Ent ourage, choose Ent ourage

Turn Off Office Rem inders.

I f Office Rem inders is already on your screen, click it s window once t o ensure it 's t he front m ost program , Turn Off Rem inders. and t hen choose Microsoft Office Rem inders

Turning Office Rem inders back on again is alm ost ident ical:

I n Ent ourage, choose Ent ourage

Turn On Office Rem inders.

I f Office Rem inders is on your screen, click it s window once t o m ake it t he front m ost program , and t hen Turn On Rem inders. choose Microsoft Office Rem inders

1 1 .7 .3 .2 . Tu r n Office Re m in de r s sou n ds on or off Office Rem inders generally plays a sound when an alert appears. I f you don't want t o hear t hese sounds, t urn Turn Off Sounds. Alt ernat ively, choose Ent ourage t hem off by choosing Microsoft Office Rem inders Preferences General Preferences Not ificat ion and t urn off t he checkbox next t o " Rem inder sound." To t urn t he sound back on, j ust t urn t he " Rem inder sound" checkbox back on.

1 1 .8 . Ca t e gor ie s Cat egories are labels you can apply t o j ust about any Ent ourage it em . They're designed t o let you apply an organizat ional schem e t o a group of it em s t hat don't ot herwise have m uch in com m on. For exam ple, you can define a cat egory relat ed t o a t rip t hat you're t aking, or t o a cert ain work proj ect , and apply t hat cat egory t o dissim ilar Ent ourage inform at ion bit s ( calendar, em ail, and t o- do it em s, for exam ple) . Each cat egory can have it s own color, m aking it easy t o ident ify t hose it em s at a glance. Cat egories, in ot her words, are a yet anot her convenient , easy- t o- use m eans of helping you organize and keep t rack of your Ent ourage inform at ion.

1 1 .8 .1 . Se t t in g Up Ca t e gor ie s Ent ourage com es wit h an assort m ent of prefab cat egories—Fam ily, Friends, Holiday, Junk, Personal, Recreat ion, Travel, and Work. I f you im port holidays int o Ent ourage—see t he box on Sect ion 11.4—t hey show up in a cat egory of t heir own.

N ot e : Don't confuse Cat egories wit h Ent ourage's Proj ect Cent er feat ure. Alt hough bot h are m et hods for organizing disparat e bit s of inform at ion, t he Proj ect Cent er does m uch m ore t han m erely assign an organizat ional label t o an it em . For a full discussion of t he Proj ect Cent er, flip t o Sect ion 11.9 .

You can also creat e new cat egories, of course. For exam ple, every organized act ivist needs cat egories like Environm ent , Salm on, Blogging, and Fundraising. To do so, choose Edit Cat egories from t he Cat egories pop- up but t on on t he t oolbar, or choose Edit Cat egories Edit Cat egories. Eit her way, you now face t he Cat egories window ( Figure 11- 22 ) . To creat e a new cat egory, click New and t ype t he nam e you want for your new pigeonhole. Ent ourage assigns a color t o your new cat egory, but you can choose any of t he 13 colors list ed on t he pop- up m enu, or choose Ot her t o m ix your own color. Anyt hing you can creat e, you can delet e. Expunge a cat egory by clicking it s nam e and t hen clicking Delet e.

Figu r e 1 1 - 2 2 . Top: En t ou r a ge le t s you cr e a t e a n y n u m be r of you r ow n ca t e gor ie s, w h ich you ca n t h e n a pply t o En t ou r a ge it e m s of a n y k in d—in clu din g folde r s in you r e m a il box . Bot t om : To a ssign m u lt iple ca t e gor ie s t o a n it e m , ope n t h e Assign Ca t e gor ie s w in dow a n d t h e n t u r n on t h e ch e ck box e s n e x t t o t h e ca t e gor ie s you w a n t t o a ssign . W h ich e ve r ca t e gor y w a s a ssign e d t o t h a t it e m fir st is it s Pr im a r y ca t e gor y, t h e color it displa ys in a list . Ch oose a ca t e gor y a n d click Se t Pr im a r y t o ch a n ge t h is be h a vior . On ce you 've don e so, click OK; En t ou r a ge a ssign s a ll ch e ck e d ca t e gor ie s t o t h e se le ct e d it e m s.

T ip : The Cat egories window has one ot her nift y feat ure: t he Relat ed but t on. Select a cat egory for which you'd like t o search for it em s, and t hen click t his but t on. Ent ourage shows you a t idy list ing of all t he it em s in your Ent ourage world—m essages, t asks, and so on—t o which you've assigned t hat cat egory.

1 1 .8 .2 . Assign in g a Ca t e gor y To assign a cat egory t o an Ent ourage it em —an em ail m essage, calendar event , t ask, not e, news m essage, cont act , or even an it em in t he em ail Folder list —sim ply highlight it . ( You can also highlight several at once, if you want t o cat egorize t hem all t he sam e.) Use t he Cat egories pop- up but t on in t he t oolbar or t he Edit Cat egories subm enu t o choose a cat egory. Ent ourage assigns t he cat egory t o t he select ed it em for you and changes it s color accordingly.

T ip : The m ain window for cert ain kinds of Ent ourage inform at ion, including em ail m essages, t asks, not es, and t he Address Book, includes a colum n called Cat egories. One of t he easiest ways t o apply a cat egory t o an it em is t o click in t his colum n; a pop- up m enu of your cat egories appears.

You m ay som et im es need t o place an individual Ent ourage it em int o m ore t han one cat egory. For inst ance, a not e wit h flight inform at ion m ight pert ain t o bot h t he Travel and Work cat egories. To do so, click t he Cat egories Cat egories Assign Cat egories) t o bring up t he Assign Cat egories window ( Figure but t on ( or choose Edit 11- 22) , where you can assign as m any cat egories as you want by t urning on t he appropriat e checkboxes.

T ip : You can assign m ore t han one cat egory t o an it em . Only t he prim ary ( first ) cat egory det erm ines t he color of t he it em .

1 1 .9 . Pr oj e ct Ce n t e r When it com es t o keeping your life—and your work—on t rack, Ent ourage's Proj ect Cent er is possibly it s m ost powerful t ool. That 's surprising, given t he fact t hat it 's also possibly Ent ourage's least - ut ilized feat ure. Using Proj ect Cent er, you can organize proj ect s large and sm all—such as a nat ional t raining workshop, a rem odeling proj ect , a vacat ion t rip, or a fundraiser—and t rack all t he docum ent s, files, people, t asks, and em ails associat ed wit h t he event in one convenient locat ion.

1 1 .9 .1 . St a r t in g a Pr oj e ct Before delving int o t he deep secret s of proj ect s, it helps t o have som e experience creat ing your own. There's no doubt t hat t he easiest way t o creat e a proj ect is wit h t he New Proj ect Wizard. Here's how:

1 . Fr om t h e En t ou r a ge t oolba r , se le ct N e w m e n u bu t t on

Pr oj e ct.

The New Proj ect Wizard appears. Fill in t he blanks as shown in Figure 11- 23 , and t hen click t he right arrow but t on.

2 . On t h e n e x t scr e e n you ca n se t you r pr oj e ct 's w a t ch folde r loca t ion a n d im por t it e m s. I n ot h e r w or ds, you t e ll En t ou r a ge w h e r e t o k e e p t h e docu m e n t s you 'r e goin g t o u se for t h is pr oj e ct a n d w h ich e x ist in g it e m s ( if a n y) t o k e e p w it h t h is pr oj e ct fr om n ow on. I f you choose t o aut om at ically creat e a proj ect wat ch folder, Ent ourage creat es a folder t hat m at ches your proj ect 's nam e. But m aybe you've already accum ulat ed som e files on your Mac. You can m anually set t he Proj ect Wat ch Folders: Browse t o t he locat ion of t he folder t hat you wish t o set , and do so yourself. You can also set a folder wit hin Ent ourage t o st ore t he proj ect 's em ail m essages. ( Som et hing wit h a nam e sim ilar t o t he proj ect is a good idea.)

Figu r e 1 1 - 2 3 . Th e in it ia l w in dow of t h e N e w Pr oj e ct W iza r d le t s you cu st om ize you r pr oj e ct . D r a g w h a t e ve r im a ge you h a ve pe r t a in in g t o t h e pr oj e ct in t o t h e im a ge w in dow . ( Pe r h a ps on e of a ch e ck t o sym bolize t h e bon u s you 'll r e ce ive w h e n you com ple t e you r pr oj e ct a h e a d of de a dlin e ?) Ch oosin g a color , by click in g in t h e a ppr opr ia t e box , m a k e s you r pr oj e ct w in dow st a n d ou t fr om ot h e r pr oj e ct w in dow s a n d color s t h e bu lle t t h a t a ppe a r s n e x t t o Pr oj e ct - r e la t e d it e m s in you r To D o List , ca le n da r , a n d so on . Se t a n ove r a ll du e da t e a n d, if you w a n t , t ype n ot e s t o you r se lf a bou t t h e pr oj e ct . Use t h e Pr ope r t ie s bu t t on t o ch a n ge a n y of t h e se it e m s la t e r .

N ot e : I f you pick t he wrong wat ch folder during t he New Proj ect Wizard set up, you can designat e a different one any t im e by clicking t he Propert ies but t on in t he t oolbar at t he bot t om of t he Proj ect Cent er window. Doing so gives you access t o all t he propert ies you set via t he Wizard.

I f you have an exist ing Ent ourage cat egory or Proj ect t hat you want t o becom e t his new proj ect , choose it from t he From Cat egory or From Proj ect m enu. ( I f you choose a cat egory, Ent ourage im port s everyt hing under t hat cat egory—cont act s, t asks, calendar event s, and so on.) Aft er you're finished, click t he right arrow t o cont inue.

3 . On t h e t h ir d scr e e n , you se t t h e r u le s for t h e pr oj e ct , a n d a lso de cide if you w a n t a pr oj e ct folde r a lia s on t h e de sk t op. Here are your opt ions:

Associa t e e - m a il fr om Pr oj e ct con t a ct s. Perhaps t here are cont act s in your address book t hat are int ricat ely involved in t he proj ect . I f t he proj ect is writ ing a cookbook wit h your sist ers, for exam ple, you'll want t o keep t rack of all em ail correspondences from your sist ers regarding t his proj ect . Once you add your sist ers t o your Proj ect ( see t he Tip below) , all em ail from t hem get s associat ed wit h t he proj ect , t oo.

Tip: You can also associat e cont act s wit h t he proj ect from t he Cont act s t ab in t he Proj ect Cent er at any t im e. Here's how it goes: Click t he Cont act s t ab, and t hen click t he Add but t on on t he bot t om of t he t ab. This springs open a list of your cont act s; choose your sist er's nam e, and t hen click Add. Prest o—she's added t o your proj ect cont act s.

Associa t e e - m a il w it h t h e follow in g su bj e ct s. By t he sam e t oken, you'll want t o associat e any em ails wit h subj ect s t hat include t he words Cookbook or Recipe t o your cookbook proj ect . Type in t he em ail subj ect s you choose here.

D on 't a pply ot h e r r u le s t o t h e se m e ssa ge s. I t 's not a good idea t o apply ot her Ent ourage rules ( see Sect ion 10.3.6.1) t o proj ect m essages. Doing so can lead t o som e st range and unexpect ed filings including placing proj ect em ail in non- proj ect wat ch folders.

Apply Ru le s t o e x ist in g m e ssa ge s. This, on t he ot her hand, is oft en a good idea. Clicking t his box applies t he new rules you j ust creat ed ( associat ing cont act s and subj ect s wit h your proj ect ) t o m essages t hat you've already received. I t 's a nift y way t o get your proj ect off t o an organized st art . However, it has t he pot ent ial t o fill up your em ail wat ch folder wit h all t hose m essages from your sist er relat ing t o her endless rem odeling and redecorat ing plans.

Add Pr oj e ct W a t ch Folde r a lia s t o t h e D e sk t op . Why not ? I t m akes it easy t o find and drag files t o. But if you're a neat freak and prefer a spot less deskt op, you can accom plish t he sam e t hing by m anually adding t he folder t o your Sidebar or Dock.

4 . Re a d t h e su m m a r y on t h e fin a l w iza r d scr e e n a n d ch e ck t o m a k e su r e t h a t t h e loca t ion of you r pr oj e ct w a t ch folde r , a s list e d on t h is scr e e n , is cor r e ct . This final page also has som e helpful hint s for adding it em s t o your proj ect , and sharing it . Click t he right arrow t o com plet e your proj ect 's const ruct ion.

1 1 .9 .2 . Th e Pr oj e ct Ce n t e r W in dow To st art working in a proj ect , click t he Proj ect Cent er but t on, or choose View Go To press - 6. The Proj ect Cent er slides ont o t he screen, as shown in Figure 11- 24 .

Proj ect Cent er, or

The Proj ect Cent er init ially displays t wo panes beneat h a fam iliar set of Ent ourage t oolbar icons. The six view but t ons on t he left of t he Ent ourage t oolbar are t he sam e as t hose displayed in all ot her Ent ourage t oolbars, in t hat t hey can t ransport you back t o t he Mail, Address Book, Calendar, Not es, or Tasks views. To t he right of t hese icons is t he New but t on, which you can click t o begin your new proj ect advent ure, or t o creat e a new what ever ( em ail, t ask, cont act , and so on) from it s pop- up m enu. I f you're done wit h a proj ect —eit her because you've com plet ed it or som eone else has st epped in t o t ake over—delet e it wit h t he Delet e but t on. ( When you delet e a proj ect you're j ust delet ing t his organizat ional index, not t he act ual m essages, t o- do it em s, appoint m ent s, and so on associat ed wit h it .) The Spot light Search field on t he right let s you search your com put er for what ever you like.

Figu r e 1 1 - 2 4 . Th e Pr oj e ct Ce n t e r w in dow pr ovide s a cce ss t o a ll t h e vit a l pr oj e ct fu n ct ion s a n d le t s you sw it ch be t w e e n pr oj e ct s u sin g t h e folde r list on t h e le ft . Click t h e Ove r vie w t a b for t h e big pict u r e : t h e ca le n da r , Ta sk s, r e ce n t m a il, a n d r e ce n t file s a ssocia t e d w it h e a ch pr oj e ct .

N ot e : The Proj ect Cent er t oolbar changes t o com plem ent your select ion. For exam ple, aft er you open a proj ect , t he t oolbar provides addit ional opt ions: an Open but t on, and Cat egories and Proj ect s m enu but t ons.

1 1 .9 .3 . Pr oj e ct Vie w s On t he left side of t he Proj ect Cent er screen rest s t he folder list t hat let s you choose what you view in t he larger proj ect viewing pane on t he right . The folder list panel displays t he Proj ect Cent er and Cust om Views icons. I f you have several ongoing proj ect s, t he Proj ect icon has a lit t le flippy t riangle adj acent t o it . Click t he t riangle t o view or hide your proj ect s, and t hen click t he proj ect nam e t o display it in t he viewing window. Click t he flippy t riangle adj acent t o Cust om Views t o display t he cust om views opt ions. You can choose t o view all t he Ent ourage it em s Due Today, or m at erial t hat fit s int o any cat egory t hat you've est ablished in Ent ourage.

Not e t hat t hese views encom pass all of Ent ourage, not j ust one of your proj ect s. ( Unlike t he ot her views t hat only show one t ype of m at erial, like Mail or Cont act s, t hese cust om views have a m ixt ure of all of t he above.) You can hide t he folder list —and get m ore viewing space—by choosing View Hide Folder List . Repeat t he com m and, which now reads Show Folder List , t o bring it back. The Proj ect Cent er's right window really displays t he m eat of t he m at t er. When you first open t he Proj ect Cent er, t he window list s your current proj ect s. Double- click any of t he list ed proj ect s t o fill t he view window wit h it and you're ready t o get t o work.

1 1 .9 .4 . Ge t t in g Ar ou n d t h e Pr oj e ct Ce n t e r The Proj ect Cent er t ruly shoehorns an am azing am ount of inform at ion int o a relat ively sm all space, as shown in Figure 11- 25 . The m ain Proj ect Cent er view window displays t he proj ect du j our. You can view different aspect s of your proj ect by select ing one of t he seven t abs at t he t op of t he window. Their descript ions follow:

Figu r e 1 1 - 2 5 . Ea ch of t h e t a bs in t h e Pr oj e ct Ce n t e r , lik e t h e Sch e du le t a b sh ow n h e r e , give s you a w in dow spe cia lly t a ilor e d for w or k in g on a pa r t icu la r a spe ct of you r pr oj e ct . I f you 've u se d En t ou r a ge be for e , pa r t s of t h e Pr oj e ct Ce n t e r w ill look fa m ilia r . Th e Sch e du le t a b, for e x a m ple , bor r ow s h e a vily fr om En t ou r a ge 's Ca le n da r vie w . Th e be a u t y of t h e Pr oj e ct Ce n t e r is t h e w a y it com bin e s En t ou r a ge 's dispa r a t e fe a t u r e s in t o com pa ct vie w s. I n a ddit ion t o Ca le n da r e ve n t s, t h e Sch e du le t a b le t s you a cce ss t a sk s r e la t e d t o t h e sa m e pr oj e ct .

1 1 .9 .4 .1 . Ove r vie w The Overview t ab provides t he overall proj ect inform at ion. This is t he Proj ect Cent er window Ent ourage shows you first , and where you'll want t o go t o get a general grasp of t he st at us of your proj ect . I t 's ext rem ely useful, for exam ple, if you've been working on a different proj ect for a while and want t o get reacquaint ed wit h t his one. From t he Overview display you can access t he disparat e elem ent s of your proj ect .

Ca le n da r . A seven- day calendar runs across t he t op of t he Overview display. Click t he arrows on eit her end of it t o page t hrough previous or subsequent weeks. The calendar shows event s and t asks t hat you've set for t he proj ect . I t 's a great way t o double- check what you really should be working on t his week. To

add any event , Cont rol- click ( or right - click) any day and choose New Calendar Event . Menu surfers can click t he New m enu but t on and choose Calendar Event from t he pop- up m enu.

T ip : Keep t he nam es for your calendar event s short , like Dinner- Hal's. Doing so let s t he ent ire event header display on t he calendar. ( Of course, pausing your cursor over long- winded calendar event s also displays t heir ent ire subj ect .)

Ta sk. Below t he seven- day calendar resides a Task pane. Double- click a t ask t o see m ore det ails or edit it . You can organize t he t asks by any of t he colum ns by clicking on t he colum n header. More oft en t han not , you'll organize t hem by dat e ( unless you have a boss who likes you t o t urn in your assignm ent s in alphabet ical order) . Three colum ns line up t o t he left of t he t ask's nam e: St at us, Priorit y, and Shared. When you com plet e a t ask—or are j ust t ired of m essing wit h it —place a check in t he box in t he St at us colum n. The Shared colum n denot es a t ask's shared st at us ( Sect ion 11.9.5.2) . To t he right of t he t ask you'll find colum ns for Cat egories, Priorit y, and Due Dat e. You can Cont rol- click ( or right - click) a t ask's subj ect and set it s priorit y in t he pop- up m enu (Sect ion 11.5.2) . Or, if you prefer, double- click t he t ask t o open it s window where you can change any of it s at t ribut es. The Task and Shared colum ns always appear in t his panel; t urn t he ot her colum ns on or off using t he View Colum ns m enu.

Re ce n t I t e m s a n d File s. List ed below t he t ask list are t wo colum ns- wort h of st uff t hat you've recent ly worked wit h. What kind of st uff? That 's up t o you: Click t he t it le bar in eit her colum n t o choose what you'd like t o display. I t em s include Recent I t em s, Due t his Week, Past Due, New & Recent Mail, I m port ant Cont act s, Microsoft Messenger Cont act s, Recent Not es, and Recent Files. You can also choose a cat egory t o see all t he it em s covered by it .

At t he bot t om of t he Overview window are five but t ons t hat cont rol what you can do wit h t he proj ect .

Sh a r e . Organizing an endeavor—like co- aut horing t hat cookbook wit h your sist ers—as a proj ect is a fant ast ic idea. But an even bet t er one is t o share t he work wit h t hem . You can do t hat by sharing your proj ect , and t his but t on is t he key t hat unlocks t he sharing door. Sharing files and proj ect s allows several people t o share all t he files and proj ect inform at ion. Ent ourage creat es a shared folder on a local file server, WebDAV server, or an iDisk, and m oves any shared files t o t hat shared folder. Shared files are accessible only when you're connect ed t o t he file server. When you're working in a shared proj ect , you need perm ission t o access bot h t he shared proj ect file and t he locat ion where it 's st ored. Not all files can be shared, but not es m ost cert ainly can. For m ore det ails see Sect ion 11.9.5.2. You'll find t his Share but t on at t he bot t om of each view in t he Proj ect Cent er.

Ba ck u p. Afraid t hat light ning m ight st rike or t hat som eone will act ually invent a virus t hat wipes your Mac's hard drive? I f so, you've probably got a syst em - wide backup plan already in place. But , an ext ra copy of an im port ant proj ect never hurt s, so t his but t on let s you back up your proj ect and all it s pert inent files. Click t he Backup but t on t o open a dialog box where you can creat e an Ent ourage archive file ( see Sect ion 10.4.4) , saving it t o, for exam ple, an ext ernal hard drive.

Pr ope r t ie s. Click t he Propert ies but t on t o access t he Proj ect Propert ies dialog box—looking very m uch like t he Proj ect Cent er Wizard—as shown in Figure 11- 26 . Think of t his as a m ini- overview, one from which you can m assage your proj ect , as discussed in t he box on Sect ion 11.9.4.4.

Add. Click t he Add m enu but t on t o add anyt hing from a t ask t o an em ail t o t he current proj ect . Sim ply choose what t ype of Ent ourage it em you wish t o add, scroll t o it in t he list box t hat appears, and click Add. You'll find t his but t on at t he bot t om of each view in t he Proj ect Cent er.

Figu r e 1 1 - 2 6 . Use t h e Pr oj e ct Pr ope r t ie s w in dow 's fou r t a bs t o a dd t o or m odify a n y of you r pr oj e ct 's se t t in gs—su ch a s, a ssign in g a diffe r e n t w a t ch folde r or im por t in g it e m s fr om a r e la t e d pr oj e ct .

N ot e : When using t his m et hod t o add t asks, cont act s, m essages, or not es, you can click a colum n header in t he list box t o sort t he it em s you're adding by t hat colum n.

Re m ove . Highlight t he it em t hat you wish t o rem ove, and t hen click t he Rem ove but t on t o do so. You'll find t his but t on at t he bot t om of each view in t he Proj ect Cent er.

1 1 .9 .4 .2 . Sch e du le The Schedule t ab displays j ust about what you would im agine—a schedule of event s and t asks relat ed t o your t opic. From here you can look at what you need t o do, and see how soon it needs t o be done. The Schedule t ab displays t he following bevy of inform at ion:

Ca le n da r . The calendar displays Day, Work Week, Week, or Mont h. You m ay also j um p t o any dat e t hat you wish—your last day before ret irem ent , for exam ple—by clicking t he View Dat e but t on and filling in t he inform at ion. Left and Right arrow but t ons above t he calendar let you scroll back and fort h one day, work week, week, or m ont h—depending on your current view.

N ot e : I f t he Quick Filt er bar is showing ( View Show Quick Filt er) , you can use it t o filt er your calendar's cont ent s by, for exam ple, changing t he " Proj ect is" m enu t o a different one of your proj ect s. Be aware, t hough, t hat if you change t hat pop- up m enu t o " Cat egory is" or " Subj ect cont ains," Ent ourage displays t hose it em s for all t he proj ect s, not j ust t he one you're working wit h. Not part icularly helpful in m ost cases.

Ta sk s. The t asks pane provides a list of t asks associat ed wit h t he proj ect . Double- click any of t he t asks t o open it . The t ask will open in t he fam iliar Ent ourage t ask window. The t ask list also has colum ns indicat ing special at t ribut es of each t ask, including Links ( a link appears if t he Task includes links) , St at us, Priorit y, whet her t he t ask is recurring, Rem inder, and Shared. The Ta sk s Qu ick Filt e r ba r pop- up m enu let s you filt er t he t asks by t heir allegiance t o a proj ect or cat egory. Choose whet her t o filt er by proj ect or cat egory, and t hen in t he adj acent pop- up m enu, choose t he cat egory or proj ect you're int erest ed in. ( You can add or rem ove any of t he st at us colum ns t o t he left of t he t ask t it le by right - clicking on t hem and choosing from t he pop- up m enu, depending on your level of clut t er- t olerance.)

N ot e : At t he bot t om of t he Schedule view are four but t ons: Share, New, Add, and Rem ove. They do t he sam e t hings as t he but t ons at t he bot t om of t he Overview t ab.

1 1 .9 .4 .3 . M a il Clicking t he Mail t ab displays all of t he em ail m essages pert aining t o t he current proj ect in t he folder list . Click t he Arrange By colum n header t o see t he pop- up m enu from which you can choose t he order t o display t he m essages; click " Newest on t op" t o alt er t he chronological order t hat t he m essages are displayed. Most of t he choices on t he " Arrange That " pop- up m enu are fam iliar, but Show in Groups ( see t he box on Sect ion 10.3.4) and Edit Cust om Arrangem ent s ( see t he box on Sect ion 10.3.4.11 ) are unique t o Ent ourage's approach t o organizing em ail.

Working wit h t hese m essages is m uch like working wit h m essages in Ent ourage's em ail m ode: I f you doubleclick a m essage in t he m ail list , Ent ourage opens it in a garden- variet y m essage window; single- click a m essage, and it appears in t he preview pane.

POW ER USERS' CLI N I C Pr oj e ct Pr ope r t ie s a t a Gla n ce A very close relat ive of t he New Proj ect Wizard, t he Proj ect Propert ies box can m odify basic proj ect param et ers, add folders and it em s, and m uch m ore. Four t abs divide t he box: Basic, Add, Maint ain, and Sharing.

Ba sic. The Basic t ab let s you renam e t he proj ect ( in case, perhaps, your boss doesn't like t he nam e you chose) . You can also select a new due dat e by eit her t yping it int o t he window or choosing it from t he m ini- calendar adj acent t o t he window. ( I f your proj ect looks like it will go on forever, you can rem ove t he checkm ark beside t he due dat e) . The Not es t o Self field is t he place for quick j ot t ings. ( When displaying t he Proj ect Palet t e in ot her Office program s such as Word, you can t ype t he not es right int o t he Not es t o Self field—a convenient way t o t ype short rem inders or fleet ing flashes of brilliance.)

Add. I n t his sect ion, you can choose what folders t o associat e wit h t he proj ect , if t hey've changed since you first set up t he proj ect . Files in t hese folders show up in t he list of recent ly used files on t he Overview page and under t he Files t ab in t he Proj ect Cent er. You can change t he locat ion of t his folder by clicking on t he Change but t on and browsing t o your new folder locat ion. To associat e an Ent ourage em ail folder ( and all t he m essages t hat you place in it ) wit h your proj ect , place a checkm ark beside Ent ourage, and t hen select t he folder by clicking Change and browsing t o t he locat ion. I m port it em s from ot her cat egories and proj ect s by choosing t hem in t he I m port it em s sect ion.

M a in t a in. I n addit ion t o associat ing em ail m essages from a part icular folder, you can also associat e m ail from specific cont act s, and wit h part icular subj ect s. Using t he sam e t echniques as when set t ing up your proj ect ( see Sect ion 11.9) , t ell Ent ourage which em ail m essages t o bring int o t he proj ect now or edit your original rules.

Sh a r in g. At first it looked like you could whip t his baby out all by yourself—but t hen realit y set s in and you need t o call in som e help. I f you didn't share your proj ect when you first creat ed it ( Sect ion 11.9.4.7) , you can do so now from t he Proj ect Propert ies box.

Feel free t o adj ust t he relat ive size of t he panels in t his Mail view. To do so, pass your m ouse over t he cent er of t he split t er bar. When t he curser changes t o a double- sided arrow, click and drag t he bar. Choose View Colum ns or Cont rol- click ( right - click) anywhere in t he colum n headers t o see t he full list of available colum ns.

T ip : You can also right - click any m essage in t he m essage list , and choose from a m yriad of m essage opt ions, including Reply, Forward, Redirect , and so on.

At t he bot t om of t he Mail t ab are four but t ons. Share, Add, and Rem ove are t he sam e but t ons as t he ones at t he bot t om of t he Overview t ab ( Sect ion 11.9.4) . The fourt h one, New, as you'd expect st art s a new em ail m essage.

1 1 .9 .4 .4 . File s Clicking t he Files t ab displays a list of files associat ed wit h your proj ect . Specifically, t hese are t he files st ored in t he folder and locat ion you designat ed when you birt hed your proj ect . You can change t he locat ion of t his folder by ret urning t o t he Overview t ab, clicking t he Propert ies but t on at t he bot t om of t he window, and select ing t he Add t ab in t he Proj ect Propert ies dialog box. Under Proj ect Wat ch Folders, click Change, and t hen browse t o t he folder you wish t o include. Highlight t he folder and click Open.

T ip : You can see where t hese files are locat ed wit hout opening t he Proj ect Propert ies box. The secret : Add a Pat h colum n t o t he Files list . Sim ply right - click any of t he colum n headers and choose Pat h. The newborn colum n is undoubt edly t oo narrow t o display t he ent ire pat h, but place your cursor over one of t he colum n header divider lines, and drag t he colum n header wider unt il you see t he whole t hing. The ot her secret : You can use t his t rick t o cust om ize t he colum ns in any of t he Proj ect Cent er's t abs.

You can open any of t he files or folders in t he Files window j ust as you would in any Finder window. Perhaps you want t o send one of your proj ect files t o a friend. Well, you can do t hat t oo, as shown in Figure 11- 27 . At t he bot t om of t he Files t ab are four but t ons, which operat e m uch like t he ones on t he Overview t ab ( Sect ion 11.9.4) , but wit h t he following t wist s:

Sh a r e . Click here if you wish t o share t his proj ect or t he highlight ed file. Not all files can be shared, but m ost can; see t he Warning below.

W a r n in g: Sharing a file m oves it from it s original locat ion t o t he proj ect 's wat ch folder. I f you're used t o accessing it from som ewhere else, like your Docum ent s folder, place an alias of t he file in t he Docum ent s folder ( or - L. Then drag t he alias wherever) . ( I n t he Finder, open t he proj ect 's wat ch folder, click t he file and press anywhere you like.) This way, you can share t he docum ent as part of your proj ect and st ill have a convenient way t o access it .

Se n d. Send a file t o a friend, as described in Figure 11- 27 .

Add. I f you've previously writ t en a file t hat you wish t o add t o t he proj ect , you can click t he Add but t on. The Add File window appears. Click t he file you wish t o add, and t hen click Open.

Re m ove . Select a file in t he window and click t he Rem ove but t on t o rem ove it . This doesn't delet e t he

file, j ust disassociat es it from t he proj ect .

1 1 .9 .4 .5 . Con t a ct s The Cont act s t ab displays a list of Ent ourage Address Book it em s t hat you've associat ed wit h t he current proj ect . Highlight a cont act in t he t op pane t o display a det ailed view of t he cont act 's inform at ion in t he bot t om pane. You can also right - click a cont act in t he t op pane t o send t he person an em ail, assign t he cont act t o anot her proj ect or cat egory, copy or delet e t he cont act , or print t he cont act inform at ion. I f you're looking for one part icular cont act , you can search t he list using t he Quick Filt er bar at t he t op of t he window. For exam ple, if you know t he com pany a salesperson works for, but can't rem em ber his nam e, you can narrow t he search t o " Com pany cont ains." Just t ype in t he first t hree or four let t ers of t he com pany—say " Micr" for Microsoft —and you're off t o t he searching races.

Figu r e 1 1 - 2 7 . Em a ilin g a file t o a fr ie n d ( or e ve n a co- w or k e r ) is e a sy fr om t h e Pr oj e ct Ce n t e r . Fir st , h igh ligh t t h e file . N e x t , click t h e Se n d bu t t on a t t h e bot t om of t h e w in dow a n d ch oose w h e t h e r t o se n d t h e file a s a n e m a il a t t a ch m e n t or dir e ct ly t o a M icr osoft M e sse n ge r con t a ct . I f you se n d t h e file a s a n a t t a ch m e n t , a sh in y n e w e m a il ope n s w it h t h e file a t t a ch e d. Fill ou t t h e e m a il a n d se n d it a s you n or m a lly w ou ld.

At t he bot t om of t he Cont act t ab are five but t ons. Share, Add, and Rem ove work m uch like t he ones in t he Overview panel ( Sect ion 11.9.4) , except t hat Add t akes you st raight t o a list of everyone in your Ent ourage Address Book. New opens Ent ourage's st andard unt it led cont act window, and t he Messenger but t on is a quick way t o launch t he Microsoft Messenger program t hat Office 2008 inst alled on your Mac. From here, you can sign int o an exist ing Windows Live account or st art a new one. I f any of your proj ect cont act s are also on Messenger, you can com m unicat e wit h t hem t his way.

1 1 .9 .4 .6 . Clippin gs The Clippings t ab displays all t he clippings ( t hat is, chunks of t ext and graphics t hat you've saved in t he Office Scrapbook) associat ed wit h t he current proj ect . Clicking a clipping pops it s preview in t he preview window, and it s keywords in t he keywords window, j ust like in t he Scrapbook ( Sect ion 18.2.1) . I f your proj ect involves lot s of clippings—perhaps a cat alog cont aining lot s of pict ures, logos, and paragraphs of boilerplat e t ext —you'll be grat eful for t hose keywords, and you can use t he Quick Filt er near t he t op of t he window t o help winnow your way t hrough t he list . At t he bot t om of t he Clippings t ab are t hree but t ons: Share, Add, and Rem ove. Share and Rem ove work j ust like in t he Overview panel ( Sect ion 11.9.4) . The Add but t on opens t he Add Clipping window list ing t hose clippings you've creat ed recent ly by dragging t ext or im ages t o t he Scrapbook. Click t he one t hat you wish t o add, and t hen click Add.

1 1 .9 .4 .7 . N ot e s Perhaps you're a not e- t aker who enj oys using Ent ourage's Not es feat ure t o copy research from t he I nt ernet or j ot rem inders t o yourself. I f you assign t hose not es t o a proj ect ( by clicking t he Proj ect s but t on in t he Not es window) , you'll see t hem list ed here. The display list s t he not e's t it le, when it was creat ed and last m odified, cat egories and proj ect s t he not e belongs t o, and whet her it 's linked or shared. As in ot her Proj ect Cent er t abs, you can order your list of not es according t o any of t he colum n headings. I f you're j ust int erest ed in t he m ost recent addit ions t o your t rove of not es, click t he Dat e Modified colum n unt il it s t riangle point s down. Your m ost recent not e is list ed first , and all t he st uff t hat 's old news is at t he bot t om of t he list . You can search t he not es, as described in t he previous sect ions, by using t he Quick Filt er bar t o narrow your search. Your t hree narrowing opt ions are Tit le is, Cat egory is, and Proj ect is. I f you select Tit le is, you have t o t hen t ype all ( or a port ion) of t he t it le you're looking for. Choosing Cat egory is or Proj ect is act ivat es a list of cat egories and proj ect s. Choose t he one t hat you want t o sort by. At t he bot t om of t he Not e t ab are four now- fam iliar but t ons: Share, New, Add, and Rem ove. They basically work t he sam e as t he but t ons in t he Overview t ab ( Sect ion 11.9.4) , except t hat New now let s you creat e a new not e, and Share let s you share eit her t he ent ire proj ect or j ust t he select ed not e.

1 1 .9 .5 . Sh a r in g Your m ot her t old you it was good t o share, and of course she's right . Sharing proj ect s places t he proj ect —or pieces of t he proj ect —on a com m on server t hat all proj ect m em bers can access. That can be anyt hing from a personal workst at ion t o a corporat e file server. Sharing m akes collaborat ion easier t han ever. For exam ple, if you're perform ing an aerodynam ic and st ruct ural analysis of adding a bat hroom t o a passenger j et , you m ight have people providing input from t hroughout your large design and product ion plant . Sharing t he proj ect let s all t he people involved cont ribut e and view files, and browse t he schedule—t o nam e but a few of t he advant ages.

1 1 .9 .5 .1 . Sh a r in g a pr oj e ct To share a proj ect , do t he following:

1 . Ope n t h e Pr oj e ct Ce n t e r by click in g on it s bu t t on on t h e En t ou r a ge w in dow . On ce t h e r e , se le ct t h e pr oj e ct you w a n t t o sh a r e fr om t h e folde r list .

2 . Click t h e Sh a r e bu t t on n e a r t h e bot t om of t h e w in dow , a n d t h e n ch oose St a r t Sh a r in g Pr oj e ct . Ent ourage launches t he Proj ect Sharing Assist ant , which begins wit h an inform at ion screen. Aft er reading t his brief int roduct ion t o sharing, click t he right arrow t o m ove t o t he next screen.

3 . Pick t h e n a m e of t h e pr oj e ct you w a n t t o sh a r e . The pop- up m enu on t his screen list s all t he proj ect s t hat aren't shared yet . Now it 's t im e t o choose a locat ion t o st ore your shared proj ect dat a. Click t he right arrow t o m ove on.

4 . Click Ch oose , a n d t h e n br ow se t o a folde r t o st or e t h e sh a r e d pr oj e ct . You can choose an Appleshare file server, an HTTP DAV server, or an iDisk. Not e t hat you m ay also save

t he dat a on your own Mac, if you're so inclined and your proj ect buddies have access t o it . Click t he right arrow when done.

5 . Ch oose w h e t h e r t o st or e cu r r e n t pr oj e ct da t a or be gin st or in g fr om t h is poin t on. More oft en t han not , it 's t he best idea t o st ore current proj ect dat a, so t hat everyone working on t he proj ect has t he sam e inform at ion. Be aware, however, t hat if you do decide t o share, Ent ourage im m ediat ely m ov es your files t o t he shared server. You m ay want t o m ake yourself a backup copy first . Again, click t he right arrow when you're finished.

6 . Ch oose w h e t h e r t o sh a r e n e w it e m s a s t h e y'r e a dde d . I f you choose No, you give yourself a chance t o decide lat er whet her you want t o share a cert ain new docum ent or not e t hat you add t o t he proj ect . I f you choose Yes, anyt hing you add t o t he proj ect get s shared im m ediat ely.

N ot e : You can decide t o share or st op sharing any proj ect it em at any t im e. Just click t he Share but t on at t he bot t om of m ost Proj ect Cent er panels and choose Share I t em or Do Not Share I t em .

7 . Click t h e r igh t a r r ow on e la st t im e . Ent ourage shows you a sum m ary screen, explaining where t he proj ect is locat ed, and providing a couple of t ips. For inst ance, you can ident ify shared it em s by t he yellow diam ond icon, and adj ust your sharing policies lat er in Proj ect Propert ies ( Sect ion 11.9.4.2) . Click Close when you're done reading.

T ip : Som e it em s are unsharable. For exam ple, you can't share Address Book groups, em ail m essages, not es cont aining m ult im edia elem ent s, or Scrapbook Clippings.

1 1 .9 .5 .2 . Sh a r in g t h e sh a r e d pr oj e ct Of course, what 's t he point of a shared proj ect t hat isn't shared? And t o share t he proj ect , you're going t o need t o t ell folks about it . Well, you could walk across t he hall or pick up t he phone and t ell your fellow workers, but wouldn't an em ail be bet t er? Here's how t o not ify pot ent ial new m em bers by em ail.

1 . I n t h e Pr oj e ct Ce n t e r , se le ct a sh a r e d pr oj e ct .

2 . On t h e Ove r vie w t a b, click t h e Sh a r e bu t t on a t t h e bot t om of t h e w in dow , a n d t h e n se le ct " I n vit e pe ople t o j oin pr oj e ct ".

3 . Click " Cr e a t e E- M a il I n vit a t ion " .

A m int y- fresh em ail swim s ont o your m onit or, wit h your invit at ion writ t en in t he body and a link t o click in order t o j oin t he shared proj ect .

4 . N ow j u st a ddr e ss a n d se n d it …a n d you 'r e don e . N ow doe sn 't sh a r in g fe e l good?

T ip : I f you save your shared proj ect t o a shared folder on your com put er, you won't be able t o send em ail invit at ions t o ot hers. They'll have t o subscribe t o t he proj ect m anually by select ing Subscribe t o a Proj ect on t he File m enu.

1 1 .1 0 . Acce ssin g Pr oj e ct s fr om Ot h e r Office Pr ogr a m s Ent ourage is t he place t o set up your proj ect s, but it 's not t he only Office program t hat can access and m odify proj ect s. You can view your proj ect s from Word, Excel, and PowerPoint as well. Here are t he ways:

Pr oj e ct Ga lle r y. You can access proj ect s from t he Proj ect Gallery ( which opens when you launch Word, Excel, or PowerPoint ) . Click t he Proj ect Cent er t ab, select your proj ect and click Open. You can also double- click any of t he proj ect files displayed in t he Proj ect s Gallery, or select t he file and t hen click Open. Proj ect Gallery. I f t he Proj ect Gallery isn't visible, choose File

Vie w m e n u . Choosing View Proj ect Palet t e in Word, Excel, and PowerPoint opens t he Toolbox's Proj ect Palet t e. Click t he arrow next t o t he current ly displayed proj ect t o view a pop- up m enu wit h a list of all your proj ect s. Click t he proj ect t hat you wish t o display.

Toolbox. Click t he Toolbox icon on t he St andard Toolbar in Word, Excel, and PowerPoint t o open t he Toolbox, and t hen click t he briefcase icon t o display t he Proj ect Palet t e ( Figure 11- 28 ) . You can get a quick overview from t his panel; or, for full det ail, click t he Go t o Proj ect Cent er but t on at t he panel's bot t om .

Figu r e 1 1 - 2 8 . You ca n a lso ope n t h e Pr oj e ct Ce n t e r fr om ot h e r pr ogr a m s in Office 2 0 0 8 . To do so j u st Pr oj e ct Pa le t t e , or , if t h e Toolbox is ope n , click t h e br ie fca se bu t t on a t it s u ppe r r igh t . click Vie w Th is pa n e l pr ovide s a ca psu le vie w of t h e it e m s in you r pr oj e ct t h a t you 'r e m ost lik e ly t o n e e d a t you r fin ge r t ips, lik e t oda y's sch e du le , cu r r e n t ly du e t a sk s, a n d r e ce n t e m a il m e ssa ge s. ( For m or e de t a il, se e Se ct ion 1 8 .3 .) Th e Pr oj e ct Pa le t t e sh ow s on ly on e pr oj e ct a t a t im e ; ch oose fr om t h e popu p m e n u a t t h e t op t o ch oose a m on g t h e m . H e r e , t h e pr oj e ct is ca lle d " Office Book ." Click in g t h e Go t o Pr oj e ct Ce n t e r bu t t on a t t h e bot t om of t h e Pr oj e ct Pa le t t e ope n s t h e m a in Pr oj e ct Ce n t e r w in dow sh ow n in Figu r e 1 1 - 2 4 .

1 1 .1 1 . N ot e s The oft - ignored Not es can st ore any random t hought and odd t hing t hat you want t o copy and past e or writ e down. You can at t ach a not e t o any ot her Ent ourage elem ent , m aking it ideal for t asks like t hese:

Typing t he driving direct ions t o an event you've added t o your calendar.

Adding a record of a follow- up phone call you had wit h a cont act t o an em ail m essage.

Adding phone- call det ails, physical descript ions, or Web sit e addresses t o som ebody's card in your Address Book.

Creat ing m iscellaneous not es you m ight ot herwise writ e on a piece of paper, for exam ple, a birt hday gift idea t hat pops int o your head, a scrap of info you discover while Web browsing, a packing list for t aking your present at ion on t he road, or t he nam e of a new CD you hear on t he radio.

1 1 .1 1 .1 . N ot e s Vie w To put Ent ourage int o Not es view, click t he Not es but t on in t he upper left of t he Ent ourage m ain window, or choose View Go To Not es ( - 4) . The right side of t he Ent ourage m ain window fills wit h your not es, as shown in Figure 11- 29 .

Figu r e 1 1 - 2 9 . Th e N ot e s w in dow h olds t h e list of n ot e s. Th e Qu ick Filt e r pop- u p m e n u it e m la be le d " Tit le is" a ct u a lly m e a n s " Tit le con t a in s." I t h e lps you filt e r you r t h ou sa n ds of m e m os dow n t o a m or e m a n a ge a ble fe w .

1 1 .1 1 .2 . Cr e a t in g N ot e s To creat e a new not e once you're viewing t he Not es list , click t he New but t on or press - N. ( I f you're not already in Not es view, choose File New Not e, or choose Not e from t he New but t on's pop- up m enu.) An Unt it led not e window like t he one shown in Figure 11- 30 appears. Give t he not e a t it le, press Tab, and t hen t ype t he body of t he not e int o t he lower, larger box ( driving direct ions, an order num ber, or what ever) .

Figu r e 1 1 - 3 0 . N ot e s pr ovide a r e st in g pla ce for a ll of t h ose r a n dom fa ct s t h a t sh ou ld be a t t a ch e d t o ot h e r En t ou r a ge it e m s, or sim ply m isce lla n e ou s goodie s t h a t you w a n t t o pr e se r ve

As you go, don't m iss t he form at t ing t oolbar t hat let s you add colors, font s, and ot her visual spice t o a not e. These form at t ing cont rols have t he sam e HTML capabilit ies as em ail m essages, m eaning you can past e a form at t ed not e int o an em ail m essage when you need t o share one of your not es. You can also past e—or drag—form at t ed t ext from anot her program ( say, a Word docum ent ) int o a not e where t he t ext ret ains m uch of it s form at t ing. Not es can also cont ain URLs, pict ures, sounds, m ovies, background im ages, and so on—giving Ent ourage Not es a clear advant age over t he kind you scrawl on your scrat chpad. Alt hough Not es are m ost ly int ended t o help organize sm all bit s of t ext and inform at ion, t hey can grow quit e large, holding hundreds of kilobyt es of t ext if necessary. Once you've t yped your not e ( or past ed t ext int o it ) , j ust close t he window. Your not e's t it le now shows up in t he Not es list ( if you don't see it , m ake sure you're in t he Not es view by clicking t he Not es but t on or pressing - 4) . Now t hat you've got yourself a not e, here are som e of t he cool t hings you can do wit h it :

Link it t o anot her Ent ourage elem ent like an appoint m ent or cont act ( Sect ion 11.5.3.5) .

Give it a Cat egory ( Sect ion 11.7.3.2) , so you can keep all your fam ily- relat ed not es t oget her, for exam ple. ( Cont rol- click [ or right - click] t he not e in t he list and choose from t he Cat egory subm enu.)

Assign it t o a Proj ect . Cont rol- click ( or right - click) t he not e and choose from t he Proj ect s subm enu. This way, every t im e you open t he Proj ect Cent er or Proj ect Palet t e, all your not es t aken- on- t he- fly t hat relat e t o t hat proj ect will be in one place, along wit h em ail and everyt hing else you need for t hat proj ect .

To delet e a not e, highlight it s nam e in t he list and t hen press Delet e ( or click t he Delet e but t on in t he t oolbar, or choose Edit Delet e Not e, or press - delet e) .

T ip : Not es love t o link up wit h ot her Ent ourage elem ent s ( calendar appoint m ent s, for exam ple) . Don't m iss t he discussion of Links t hat begins on Sect ion 11.5.3.5 .

1 1 .1 1 .3 . Pr in t in g N ot e s To print a not e, Cont rol- click ( or right - click) a not e in t he list and choose Print from t he pop- up m enu, choose Print , or click t he Print but t on in t he t oolbar of an open not e. Ent ourage displays Not es' Print window, File where you can choose t o print all not es or j ust t he select ed ones. You can also specify how t hose not es are laid out ( cut lines, page num bers, and so on) and whet her any pict ures in your not es get print ed. Finally, you can select whet her t he not es should be print ed in a form at t hat works wit h planners like FranklinCovey or DayTim er, or even add your own form t o t hat list wit h a click of t he Add but t on.

1 1 .1 2 . Syn ch r on iza t ion For t hose who believe t hat organizat ion is t he key t o life—t hose who believe t hat if t hey can j ust get all t hose m eet ings, report s, and schedules int o one all- encom passing dat abase t hat life will suddenly becom e a bowl of cherries—Ent ourage offers hope. By synchronizing wit h your Palm , Blackberry, cell phone, or iPod, you can t ake part of your Ent ourage dat abase wit h you when you're forced t o st ray from t he com fort of your com put er. I f you act ually enj oy being away from com put ing devices no m at t er how pocket able, t here's always paper, pencils, and t hat Day- Tim er t hat 's been keeping you on t rack since t he 70s. But at least consider t he possibilit ies Ent ourage offers. One of t he m ost excit ing aspect s of Ent ourage is it s abilit y t o synchronize t he inform at ion in it s Calendar, Address Book, Not es, and Tasks wit h your handheld so t hat you can carry t he Mac- based det ails of your life around in your pocket . Every t im e you m ake a change t o t his inform at ion, eit her on t he handheld or Mac, t he next synchronizat ion session updat es bot h m achines so t hat t hey cont ain t he ident ical inform at ion. I n Mac OS X version 10.4.3, Apple debut ed Sync Services, a cent ralized synchronizat ion schem e t hat let s your Ent ourage calendar and Address Book, Apple Address Book, iCal, as well as your .Mac account ( if you have one) and your cell phone, iPod, or Palm all synchronize t o a single unified dat abase. This m ast er Sync Services dat abase—which act ually bears t he som ewhat Orwellian official nam e of Trut h dat abase—resides on your hard drive ( in t he Hom e Library Applicat ion Support SyncServices folder, if you m ust know) . The Sync Engine handles t he exchange of dat a bet ween t his m ast er dat abase and Ent ourage, iCal, your iPod, and your cell phone, for exam ple. Anyt im e you creat e, rem ove, or m odify an it em on any program t et hered t o Sync Services, t hose changes get recorded in t he Trut h dat abase. The next t im e one of t he ot her program s checks in wit h t he Trut h, it m akes m at ching changes t o it s own dat abase. Since all t he program s and devices are ut ilizing t he sam e m ast er dat abase, com pat ible dat a displayed in t he Ent ourage Address Book, your cell phone, and your Palm will always m at ch ( assum ing you sync your ext ernal devices regularly) . I n addit ion, since Sync Services can also synchronize wit h a .Mac account , you can keep dat a on m ult iple com put ers—and t heir synced devices—synchronized via .Mac over t he I nt ernet .

N ot e : Not all cell phones can com m unicat e wit h Sync Services. See www.apple.com / m acosx/ feat ures/ isync/ index.ht m l for t he m ast er list of iSync Support ed Devices. Palm Tungst en and Zire fam ilies of PDAs work fine, but t o sync ot her Palm OS PDAs, Blackberries, and Pocket PCs, you m ay need t o purchase t hird- part y soft ware such as The Missing Sync from www.m arkspace.com .

1 1 .1 2 .1 . Se t t in g Up En t ou r a ge Syn ch r on iza t ion The first st ep in t he process is t o configure Ent ourage t o share inform at ion wit h Sync Services' Trut h Dat abase. Preferences General Preferences Sync Services and t urn on any or all of t he Choose Ent ourage checkboxes for synchronizing cont act s, event s, and not es ( see Figure 11- 31 , t op) if you're connect ed t o a Exchange Server you'll see pop- up m enus under t he cont act s and event s it em s which allow you t o choose t o use t he address book or calendar files on your com put er, or t he ones on t he Exchange server. When you m ake your choices and click OK, t he Synchronizat ion Opt ions window appears (Figure 11- 31 , bot t om ) and asks you an ext rem ely im port ant quest ion: " How do you want t o synchronize t he inform at ion t hat you select ed?" I n ot her words, since you're about t o synchronize Ent ourage's dat abase wit h Sync Services' Trut h Dat abase, which dat a set do you want t o keep?

Figu r e 1 1 - 3 1 . Alt h ou gh t h e En t ou r a ge Pr e fe r e n ce s w in dow se e m s t o im ply you 'r e syn ch r on izin g you r En t ou r a ge da t a w it h t h e Apple Addr e ss Book , iCa l, a n d .M a c, you 'r e a ct u a lly syn cin g it t o t h e Tr u t h da t a ba se , Syn c Se r vice s' ü be r da t a ba se . Sin ce Apple doe sn 't h a ve a com pa r a ble n ot e s pr ogr a m , " Syn ch r on ize En t ou r a ge N ot e s w it h .M a c" le t s you syn ch r on ize w it h En t ou r a ge N ot e s on ot h e r com pu t e r s t h a t syn c w it h t h is .M a c a ccou n t .

Ent ourage gives t hree scenarios for synchronizing wit h Sync Services:

Com bin e in for m a t ion . This safest choice m erges your Ent ourage dat a wit h t he Sync Services Trut h Dat abase and not hing get s delet ed. Choosing t his opt ion will likely require you t o lat er sort t hrough your dat a t o rem ove duplicat es or unwant ed it em s. ( But since you've est ablished synchronizat ion, all t hose fut ure changes get applied t o t he Trut h dat abase, and t herefore t o all your synced program s and devices.)

D e le t e En t ou r a ge in for m a t ion . This opt ion delet es everyt hing in Ent ourage, replacing it wit h t he dat a from Sync Services' Trut h. You'd want t o choose t his if you haven't used Ent ourage m uch and have a m ore accurat e list of cont act s on your cell phone or in t he Apple Address Book, for exam ple.

D e le t e in for m a t ion fr om M a cin t osh Addr e ss Book , iCa l, a n d .M a c. Use t his opt ion if your Ent ourage dat abase cont ains " t he t rut h," as far as you're concerned. The Sync Services Trut h Dat abase get s wiped clean and refilled wit h your Ent ourage dat a. You m ight choose t his opt ion if Ent ourage's Address Book and Calendar are t he only ones you ever consult —and you don't know or care what inform at ion m ay be lurking in your cell phone, iCal, and so on.

Once configured, Sync Services works aut om at ically, updat ing it s Trut h Dat abase when you m ake changes in Ent ourage—and updat ing Ent ourage when anot her applicat ion or device m akes a change t hat affect s t he Trut h Dat abase.

N ot e : Ent ourage cat egories don't t ransfer t o t he Apple Address Book or iCal. However, t hey are recorded in t he Sync Services dat abase and do com e t hrough when you sync anot her copy of Ent ourage via .Mac.

1 1 .1 2 .2 . Syn cin g You r iPod I f your PDA of choice is an iPod or iPhone, connect it t o your com put er and launch iTunes t o set up it s synchronizing behavior. Click t he Cont act s t ab in iTunes and t urn on t he " Sync Address Book cont act s" checkbox, and choose whet her you want t o im port all cont act s or j ust t hose in select ed groups. Then decide whet her you want t o use any of your precious iPod st orage space for your cont act s' phot os. Turn on t he " Sync iCal Calendar" checkbox if you want t o keep your appoint m ent s in your lit t le m usic box as well. Eit her select " All calendars" or click " Select ed calendars" and m ake your choices from it s list of calendar cat egories. I f you only keep your calendar in Ent ourage, t hen t he only one of t hese calendars t hat m akes any difference is t he one labeled Ent ourage. The ot her calendars m ay cont ain dat es from iCal but all your Ent ourage event s end up in iCal's Ent ourage calendar.

1 1 .1 2 .3 . Syn cin g w it h .M a c One of .Mac's best feat ures is it s abilit y t o act as a cent ralized sync point for m ult iple com put ers. ( Learn about all t he rest of it s feat ures by visit ing www.m ac.com .) I f you have, for exam ple, an office com put er, a hom e com put er, and a lapt op or t wo, you can easily set t hem all up t o check in over t he I nt ernet wit h .Mac, keeping your Ent ourage Calendars, Address Book, and Not es synchronized on any, or all, of t hose m achines. To do so, Syst em Preferences .Mac, click t he you need t o t urn on .Mac syncing on each com put er. Open Account t ab, and ent er your .Mac m em ber nam e and password. I f you don't have a subscript ion, click t he Learn More but t on t o sign up for one—wit h a free 60- day t rial. Click t he Sync t ab and t urn on t he checkbox labeled " Synchronize wit h .Mac" and set it s pop- up m enu t o your desired synchronizat ion frequency—Aut om at ically is a good choice if you have an " always- on" I nt ernet connect ion ( see Figure 11- 32 ) . Then t urn on t he checkboxes for t he various it em s you're int erest ed in synchronizing: Calendars, Cont act s, and Ent ourage Not es—as well as, perhaps, Bookm arks or Keychains.

Figu r e 1 1 - 3 2 . Th e Syn c t a b of t h e .M a c pr e fe r e n ce s w in dow le t s you ch oose w h e n a n d w h a t t o syn ch r on ize w it h you r on lin e .M a c a ccou n t . Click t h e Adva n ce d bu t t on t o vie w a list of a ll t h e com pu t e r s t h a t a r e se t t o syn ch r on ize w it h t h is .M a c a ccou n t , a n d w h e n t h e y la st syn ch r on ize d.

1 1 .1 3 . M u lt iple I de n t it ie s I f you st art singing t he praises of m ult iple ident it ies t o your psychot herapist , you'll definit ely get her t o sit up and t ake not ice—and probably not in a good way. But m ake t he sam e com m ent s am ong a group of Microsoft Office power users and, if you get any response at all, it will com e in t he form of a knowing nod or an agreeing grunt . When Microsoft refers t o m ult iple ident it ies it 's t alking about an Ent ourage feat ure t hat let s several m em bers of a fam ily, school, or work circle use t he sam e program on t he sam e Mac—but m aint ain independent calendars, em ail account s, m ailing list info, rules, m essages, preferences, signat ures, t o do list s, address books, and so on. You'll find reference t o t hese ident it ies t hroughout t he Office 2008 suit e. For exam ple, t he current ly select ed Ent ourage ident it y is t he source of nam es for t he Aut oText feat ure in Word, as described on Sect ion 2.6.3.1. ( That 's also why you can't edit or swit ch ident it ies while Word, Excel, or PowerPoint are open. They depend on t he current ly act ive Ent ourage ident it y for som e of t his inform at ion.) To som e ext ent Mac OS X m akes t he ident it ies feat ure obsolet e. Aft er all, it 's t ypical now for everyone who shares a Mac OS X m achine t o sign in wit h a nam e and password—and t herefore each person's m ail, calendar, and ot her inform at ion is already separat e. St ill, t here's not hing t o st op you from using I dent it ies on Macs configured wit h but one user account ( because it 's j ust you and a spouse, say, wit h no secret s from each ot her) , or when you want t o creat e different ident it ies for yourself ( a Work and a Hom e collect ion of em ail, for exam ple) . For m ore det ail on handling m ult iple users and ident it ies, see t he box below.

UP TO SPEED I de n t it ie s vs. M u lt iple Use r s in M a c OS X I dent it ies are for convenience, not securit y—t hat is, t hey're not guarded by passwords. Anyone sit t ing in front of your Mac can swit ch am ong your Ent ourage ident it ies at will, read your em ail, m odify or delet e your cont act s, calendar it em s, or even delet e your ident it y alt oget her. To prot ect your dat a wit h a password, you should set up individual account s for each person who uses your Mac, inst ead of using Ent ourage ident it ies. At it s core, Mac OS X is a m ult iuser operat ing syst em , and each account holder has his own deskt op, Docum ent s folder, program s, bookm arks, m usic and pict ure collect ions, and m ore—all of which can be prot ect ed from ot her people who use t he sam e m achine. You set up user account s in t he Syst em Preferences Account s panel. See t he Mac OS X Help m enu for m ore det ails. I f you've already set up ident it ies in Ent ourage before you've creat ed Mac OS X user account s, m ore work is involved t o m ove one of t hose ident it ies int o your newly creat ed user account . Each ident it y t hat you've creat ed is represent ed by it s own folder in t he Docum ent s Microsoft User Dat a Office 2008 I dent it ies folder of Hom e whoever first set up Mac OS X. To st raight en out your folder set up, you can m ove t he ident it ies t o ot her Mac OS X users. First , log in as t he Mac OS X user who has t he Ent ourage ident it ies you want t o m ove. Find t he appropriat e ident it y folders wit hin your Office 2008 I dent it ies folder, and t hen drag ( or copy) t hem t o your Hom e Public folder.

Next , log in from your new account . Then navigat e t o your Public folder and copy t he appropriat e ident it y folders t o t his new account . The next t im e each of t hese Mac OS X users opens Ent ourage, t he copied ident it y will be in place, revealing only t hat person's em ail, calendar, and so on.

1 1 .1 3 .1 . Cr e a t in g a N e w I de n t it y When you first set up Ent ourage, you get a single ident it y. ( Of course, you can have m ult iple em ail account s wit hin t hat ident it y.) To creat e a new ident it y, proceed like so:

1 . Qu it a ll M icr osoft Office pr ogr a m s e x ce pt En t ou r a ge . I n En t ou r a ge , ch oose En t ou r a ge Sw it ch I de n t it y ( Opt ion - - Q ) . ( Just be careful not t o hit Shift -

- Q, which logs you off your Mac! )

Ent ourage asks you if you really want t o swit ch ident it ies.

2 . Click Sw it ch . The ident it y m anagem ent window opens ( Figure 11- 33 ) . I n t his window, you can creat e, renam e, or delet e a select ed ident it y ( or quit Ent ourage) . Be careful before you delet e an ident it y. Once an ident it y's gone, you can't ret rieve any of it s inform at ion.

Tip: I f you t urn on " Show t his list when opening Ent ourage," Ent ourage gives you a t idy list of ident it ies each t im e you st art up t he program , m aking it easy t o specify which ident it y t o use for t hat session.

Figu r e 1 1 - 3 3 . An y ide n t it ie s t h a t you cr e a t e in En t ou r a ge sh ow u p in t h is w in dow . Use t h e t h r e e bu t t on s a lon g t h e r igh t - h a n d side t o cr e a t e a n e w on e , ch a n ge a n a m e , or de le t e a n ide n t it y you 've ou t gr ow n . W h e n you de le t e a n ide n t it y you de le t e a ll of it s En t ou r a ge da t a : m e ssa ge s, ca le n da r , a ddr e ss book , a n d so on .

3 . Click N e w . The sm all New I dent it y window pops up.

4 . Type a n a m e for you r n e w ide n t it y. Choose a descript ive nam e for t he new ident it y.

5 . Follow t h e En t ou r a ge Se t u p Assist a n t . Once you've chosen a nam e for your new ident it y, Ent ourage asks you if you want it t o be your default em ail program . Your reply here act ually changes a syst em - wide set t ing in Mac OS X, so t his choice will apply t o all your Ent ourage ident it ies.

POW ER USERS' CLI N I C Ta k e You r En t ou r a ge on t h e Roa d I f it 's t im e for a t rip and you have t o leave your m ain com put er at hom e, consider packing your Ent ourage ident it y along wit h you. Locat e your ident it y in your Hom e Docum ent s Microsoft User Dat a Office 2008 I dent it ies folder and copy it t o t he sam e folder on your lapt op, where you can fire up Ent ourage and experience t he com fort of your ent ire Ent ourage world—em ail, calendar, and address book, To Do list —j ust as you left it at hom e. I f you're t raveling wit hout port folio—or wit hout lapt op—j ust copy t he ident it y t o a USB flash drive. When you reach your dest inat ion, t ransfer it t o anot her Mac running Office 2008 and enj oy your fam iliar Ent ourage surroundings no m at t er how far from hom e you find yourself. When it 's t im e t o head hom e copy your ident it y back t o t he USB drive for t he j ourney. While you're enj oying t his hom e- away- from - com put er- hom e lifest yle, you'll be able t o receive all your em ail wit hout a problem . Depending on your SMTP, or out going, em ail server you m ay or m ay not be able t o send m ail wit hout m aking som e adj ust m ent s t o your account set up. I f you use .Mac or Gm ail for sending m ail, you won't have any problem . And, as all savvy t ravelers know, t here's always Web m ail. When you find yourself safe and sound back hom e once again, t ransfer t he ident it y one m ore t im e back t o your m ain com put er, where it replaces t he old version of it self in t he Office 2008 I dent it ies folder and cont inues handling your em ail, calendar, and cont act s wit hout you ever having experienced an anxiet y- filled day of separat ion from your Ent ourage life.

Aft er you choose Yes or No, Ent ourage walks you t hrough t he Ent ourage Set up Assist ant t o creat e your new ident it y—a process ident ical t o what you did when you first set up Ent ourage ( see Sect ion 10.2) . When you're done, Ent ourage opens it s m ain window, displaying t hat fam iliar " Welcom e t o Ent ourage 2008" m ail m essage in

your new I nbox.

UP TO SPEED A Qu ick Filt e r Fin d Ent ourage's Search is a sim ple t ool t o use, but for even quicker searches use t he Quick Filt er. Locat ed in t he upper right of t he Ent ourage window, t his st raight forward find funct ion let s you rapidly search, for exam ple, t he em ail folder you're current ly working in Show Quick Filt er ( or Calendar ( see Figure 11- 34) . I f you don't see it , choose View Show Quick Filt er if you're in t he calendar view) . To use it , first set your search crit eria in t he pop- up m enu ( or m enus) . Then t ype what you're looking for in t he search box. As you t ype, Ent ourage filt ers t he list of it em s, narrowing it down furt her t he m ore you t ype. The em ail Quick Filt er let s you search by Subj ect , From , To, Cat egory is, or Proj ect is. Look t hrough m essages relat ed t o a specific proj ect or cat egory, or ask t he second pop- up m enu t o search for m at ches t hat eit her cont ain or begin wit h t he let t ers you've t yped. This is a handy t ool, especially if you can't rem em ber if t he m essage cam e from Mr. Brashear or Mr. Shear. Ot her Ent ourage views ( Not es, Tasks, Address Book, and Calendar) have a Quick Filt er in t he sam e place, wit h various pop- up m enus t hat let you t ailor your search for t hose kinds of it em s.

Figu r e 1 1 - 3 4 . An yt im e you w a n t t o fin d som e t h in g in on e of En t ou r a ge 's list vie w s, r e sist t h e t e m pt a t ion t o j u st st a r t scr ollin g t h r ou gh t h e list . I n st e a d, t ype a fe w le t t e r s of w h a t you 'r e look in g for in t h e Qu ick Filt e r a n d le t En t ou r a ge sw ift ly sift a fe w lik e ly su spe ct s fr om you r pr odigiou s st ock pile of in for m a t ion .

1 1 .1 4 . Fin din g M e ssa ge s I n a short t im e—short er t han you m ight t hink—you'll collect a lot of em ail m essages, cont act s, and ot her Ent ourage it em s. Trying t o find a part icular m orsel of inform at ion j ust by browsing becom es im pract ical. ( " I rem em ber reading som et hing about a good deal on Mac m em ory in som e m ailing- list post ing j ust last week. Now where t he heck did I file it ?…" ) For Office 2008, Ent ourage has t ied int o Mac OS X's Spot light search syst em , m aking it easier t o find t he Ent ourage inform at ion you're looking for—and speeding up t he process dram at ically. I f you find yourself searching for t he sam e or sim ilar t hing, over and over, you can save your search and reuse it in t he fut ure wit h a single click.

1 1 .1 4 .1 . Se a r ch in g in En t ou r a ge To conduct a basic search, j ust t ype t he word or phrase you're searching for t he Search field at t he right end of t he Ent ourage t oolbar. When you st op t yping, Ent ourage st art s searching, displays t he Search bar, and fills in t he list wit h t he it em s it finds ( see Figure 11- 35 ) . This search exam ines not only t he sender, recipient , and subj ect of em ails, but also t he cont ent s of t he m essage. The sam e is t rue for cont act s, calendar, not es, and t asks: all t ext is fair gam e. Use t he but t ons on The Search bar t o narrow or expand your search. For exam ple, when searching for em ail you can search in t he current folder, all folders on your com put er, all m essages, or in everyt hing—which m eans everyt hing in Ent ourage.

Figu r e 1 1 - 3 5 . Use t h e om n ipr e se n t Se a r ch fie ld in t h e En t ou r a ge t oolba r t o se a r ch for a ll t h e it e m s con t a in in g you r se a r ch t e r m som e w h e r e in t h e ir t e x t . Th e m or e you t ype , t h e m or e En t ou r a ge w h it t le s dow n you r r e su lt s. Th e Se a r ch ba r pr ovide s bu t t on s t o focu s on t h e cu r r e n t folde r or ot h e r pa r t s of you r En t ou r a ge da t a r e posit or y. Th e Sa ve bu t t on pr e se r ve s t h is se a r ch so you ca n r e pe a t it e a sily la t e r ( se e Se ct ion 1 1 .1 4 .2 ) w h ile t h e plu s- sign bu t t on sw it ch e s you in t o t h e a dva n ce d se a r ch m ode for a m or e pr e cise ly t a r ge t e d se a r ch .

Double- click an it em in t he list t o open it , click colum n headings t o sort t he list , or use any of t he t oolbar but t ons t o perform t he st andard Ent ourage m aneuvers. Refine your search by clicking t he plus- sign, " Show advanced search" but t on near t he right end of t he Search bar. Two m ore t oolbars appear beneat h t he Search bar. Use t he pop- up m enu in t he lower bar t o choose which field t o search in. Depending on t he field you choose you can m ake m ore choices from pop- up m enus or fill t ext int o t he search box ( see Figure 11- 36 ) . To search on m ore t han one crit erion, click t he " Add search crit eria" plus- sign but t on at t he right t o sum m on anot her search field. Cont inue adding and filling out search fields unt il you've specified your search form ula wit h sufficient exact it ude. Finally, use t he pop- up but t on j ust above t o det erm ine whet her your result s m at ch all or any of t he search crit eria ( t hat 's an AND or OR search for t he logicians in t he audience) .

Figu r e 1 1 - 3 6 . Aft e r pe r for m in g a ba sic se a r ch , click t h e plu s- sign bu t t on a t t h e r igh t e n d of t h e Se a r ch ba r t o su m m on t h e a dva n ce d se a r ch con t r ols. You ca n in clu de m u lt iple cr it e r ia in you r se a r ch by click in g t h e plu s- sign bu t t on t o t h e r igh t of e a ch se a r ch fie ld t h e n se t t h e pop- u p m e n u a t t h e t op t o m a t ch a ll of t h e cr it e r ia or a n y of t h e cr it e r ia . As you m a n ipu la t e t h e se pop- u p m e n u s a n d fie lds,

En t ou r a ge se a r ch e s sh ow in g t h e r e su lt s in t h e list be low .

By using m ult iple search crit eria you could find, for exam ple, a m essage cont aining t he words global warm ing, sent by your friend Erica wit hin t he last 90 days. Or all t he m essages in your folder cont aining t he nam e Boot sy .

1 1 .1 4 .2 . Fin d Re la t e d I t e m s Ent ourage has anot her way of searching for relat ed it em s—t he Find Relat ed I t em s com m and. I t let s you find all em ail m essages t o or from an individual person in one fell swoop—a handy t echnique when t here are hundreds or t housands of m essages in your m essage list , and you're t rying t o find t he m essages t hat const it ut ed a part icular correspondence. To use t his feat ure, open your address book. Click t he nam e of a person list ed, and t hen choose Cont act Find Relat ed I t em s. Ent ourage searches for any m essages sent t o or received from t hat person. The result s appear in a Search Result s window, which you can save as a cust om view, if you like.

1 1 .1 5 . Lin k s The Link com m and let s you weave your own Web of connect ions bet ween Ent ourage it em s. You m ight use it t o connect , for exam ple, som eone in your address book t o a specific calendar event and t o all of t he m essages sent t o and from t hat person regarding t hat calendar event , and t o your not es of t opics t o discuss wit h t hat person face- t o- face.

POW ER USERS' CLI N I C Sa ve d Se a r ch e s Aft er you perform a search, t he result s appear in a search result s list . I f you click t he Save but t on in t he Search bar, you save t he search it self, enabling you t o repeat t he sam e search over and over wit hout t he work set t ing up your search crit eria again. For exam ple, you could set up a saved search t hat rounds up only t he m essages t hat are less t han a week old, from your m ent or, wit h a subj ect line pert aining t o your current proj ect . To save a search, perform a search, and t hen click t he Save but t on in t he Search bar. A Save Search window appears. Nam e your search ( " Laught er yoga," for exam ple) and click Save. Your search now appears wit h it s own icon in t he Mail Views folder at t he bot t om of t he folder list . Ent ourage com es wit h a handful of prefab Saved Search I t em s—such as m essages received t oday and high priorit y m essages. You can edit or delet e saved searches by cont rol- clicking ( or right - clicking) t hem in t he folder list and m aking your choice from t he pop- up m enu. When you edit a saved search, Ent ourage reopens t he search bars at t he t op of t he list window. To perform one of your saved searches, j ust click it s nam e; Ent ourage aut om at ically shows t he m at ching it em s on t he right side of t he m ain window, t em porarily hiding all ot hers.

Once you've set up such a link, you can use it t o quickly open t he event t o which it 's linked. When you've linked an it em , a sm all link icon appears in t he it em 's list ing in Ent ourage's m ain window. To open a link, click t he link icon and select a linked it em from t he m enu t hat pops up ( see Figure 11- 37 , t op) . You creat e a link like t his:

1 . Se le ct t h e it e m t h a t you w a n t t o cr e a t e a lin k for. For exam ple, click an em ail m essage, click an it em on your calendar, or highlight t he nam e of one of your To Do it em s.

2 . Ch oose fr om t h e Tools

" Lin k t o Ex ist in g" su bm e n u t o cr e a t e a con n e ct ion w it h a pie ce of

2. in for m a t ion a lr e a dy in En t ou r a ge .

T ip : You can also click in t he Links colum n ( if t he Links colum n isn't visible, right - click t he colum n headers and select Links) t o display t he Links pop- up m enu. From t he pop- up m enu, you can surf over t o linked m essages or link t o new or exist ing m essages, calendar event s, t asks, not es, cont act s, or groups.

Now, when you choose " Link t o Exist ing" , you also have t o choose what you want t o link t o ( m essage, t ask, or what ever) . Aft er doing so, t he " Link t o" window opens, where you can browse t o t he Ent ourage it em you want t o link t o, highlight it , and click t he Link but t on as shown in Figure 11- 37 , bot t om . Voilà! You're linked.

Figu r e 1 1 - 3 7 . Top: To cr e a t e a lin k , ch oose fr om t h e Tools " Lin k t o Ex ist in g" or " Lin k t o N e w " su bm e n u . D e pe n din g on t h e t ype of it e m you 'r e lin k in g t o—con t a ct , n ot e , ca le n da r e ve n t , a n d so on —t h e " Lin k t o" w in dow a ppe a r s ( bot t om ) w h e r e you ca n se le ct you r lin k in g de st in a t ion . Ope n Bot t om : Aft e r you 've cr e a t e d a lin k , you ca n u se t h e Lin k s bu t t on in t h e t oolba r ( or Tools Lin k s) t o ope n a se pa r a t e w in dow sh ow in g a ll lin k e d it e m s.

I f, inst ead, you want t o link t o an em pt y, brand new m ail m essage, news m essage, calendar event , t ask, not e, " Link t o New" subm enu. Ent ourage creat es t he corresponding cont act , or group, choose from t he Tools t idbit ( em ail m essage, calendar event , or what ever) right away and let s you fill in t he det ails on t he fly. When you save t he new it em , Ent ourage aut om at ically forges t he link. For exam ple, if you link som ebody's em ail m essage t o a new not e, Ent ourage creat es a new not e where you can dash off som e of your im m ediat e t hought s on t he m at t er.

1 1 .1 5 .1 . Usin g Lin k s A t iny chain- link icon appears next t o linked Ent ourage it em s. I n Office 2008, you can click t he link icon and choose Open Links t o open t he Links To window. Click a linked it em in t he Links To window t o inst ant ly open t hat it em . To view t he Links To window, use one of t hese t echniques:

Click t he chain- link icon t hat appears next t o a linked it em and select Open Links.

Open an it em t hat displays t he chain- link icon, and t hen use t he Links but t on on t he Ent ourage t oolbar.

Highlight an it em showing t he chain- link icon and t hen choose Tools

Open Links.

The " Links t o" window let s you go beyond sim ply opening link it em s. I t s t oolbar but t ons—Open, Rem ove, To New, or To Exist ing—let you open t he it em t o which t he link leads, rem ove a link, or creat e a link t o new or exist ing it em s, respect ively.

1 1 .1 6 . Ch e ck in g You r Spe llin g I n part s of Ent ourage t hat involve lot s of t ext ( such as not es and m ail m essages) , you can ask Ent ourage t o check your spelling for you. I f you set Ent ourage's preferences t o check spelling as you t ype, it m arks suspect words wit h a red squiggly underline. Cont rol- click ( or right - click) t he underlined word and choose from t he popup- up m enu's list of spelling suggest ions. I f you prefer a m ore t radit ional spell checker t hat operat es from a window, open t he not e or m essage you want Spelling ( - Opt ion- L) . Work your way t hrough t he docum ent using t he Spelling t o check and choose Tools window's but t ons. The procedure works like it does in Word ( see Figure 11- 38 and Sect ion 2.5) , and in fact relies on t he sam e spelling dict ionaries.

Figu r e 1 1 - 3 8 . En t ou r a ge 's Spe llin g w in dow fla gs qu e st ion a ble w or ds; you click t h e bu t t on s on t h e r igh t t o ign or e , a dd, or cor r e ct t h ose w or ds. Th e Opt ion s bu t t on a t t h e bot t om is a dir e ct lin k t o t h e En t ou r a ge 's Spe llin g pr e fe r e n ce s, w h e r e you ca n con t r ol t h e va r iou s spe ll ch e ck opt ion s.

1 1 .1 7 . Th e Scr ipt M e n u There's no m ore conspicuous badge indicat ing t hat Microsoft has got t en Macint osh religion t han it s em brace of AppleScript , t he Macint osh- only program m ing language. As a happy result , even advanced- beginner program m ers can aut om at e t he Office program s wit h cust om feat ures. Ent ourage's im pressive AppleScript capabilit ies begin wit h t he Script m enu t hat houses several AppleScript script s, which add useful feat ures such as t he following:

Cr e a t e Eve n t fr om M e ssa ge. When you highlight an em ail m essage and choose t his com m and, Ent ourage creat es a new calendar event based on t he m essage. All you have t o do is fill in a few det ails. Even bet t er, t he event is aut om at ically linked t o t he original m essage.

Cr e a t e N ot e fr om M e ssa ge , Cr e a t e Ta sk fr om M e ssa ge. These com m ands creat e Not es or Tasks linked t o your m essage.

I n se r t Te x t File. When you choose t his com m and, Ent ourage opens t he " Choose a File" dialog box, so t hat you can locat e a t ext file t o insert int o t he body of a m essage. This feat ure can be handy when you want t o em ail quick, canned responses from t im e t o t im e.

Sa ve Se le ct ion. Here's a great way t o save som e crit ical inform at ion t hat 's been em ailed t o you int o it s Save Select ion, and t hen provide a own t ext file on your deskt op. Highlight som e t ext , choose Script file nam e and locat ion when Ent ourage asks for it .

The best t hing about t his m enu, however, is t hat you can add your own script s t o it . ( Of course, writ ing such script s requires som e fam iliarit y wit h program m ing AppleScript .) Save such script s as com piled script s ( not t ext Docum ent s Microsoft User Dat a folder files or applet s) , and t hen drop t hem int o your Hom e Ent ourage Script Menu I t em s folder. They'll show up in t he Ent ourage Script s m enu t he next t im e you run t he program . I f you aren't an AppleScript program m er, you can st ill capit alize on t his feat ure by downloading script s ot her people have writ t en. Longt im e Microsoft Most Valuable Professional ( MVP) Paul Berkowit z has a m assive collect ion of Ent ourage script s at w w w.script builders.net ( search for Berkowit z) . ( See Sect ion 20.4 for m ore on script ing.)

Pa r t I I I : Ex ce l Chapt er 12 Chapt er 13 Chapt er 14

Ch a pt e r 1 2 . Ba sic Ex ce l The best ad Microsoft ever ran for Excel went like t his: " 99% of spreadsheet users use Microsoft Excel. What are we doing wrong?" I t was good because it was t rue; Excel is t he biggest t hing going when it com es t o hardcore business program s. But Microsoft st ill seem s det erm ined t o keep finding ways t o m ake it bet t er, st irring t he heart s of account ant s, st at ist icians, and list m akers t he world over. Like t he rest of it s Office bret hren, Excel 2008 includes a bunch of new, helpful t ools: Ledger sheet s are an assort m ent of preform at t ed worksheet s designed t o perform com m on t asks such as balancing a checkbook, t racking an invest m ent port folio, or creat ing an expense report . The new Form ula Builder walks you t hrough t he st eps needed t o creat e t hese som et im es- daunt ing equat ions. I f you're already an old hand wit h form ulas, Form ula Aut oCom plet e assist s you whenever you st art t yping a form ula in t he Form ula Bar. Chart s in Excel 2008 have also been vast ly im proved, wit h new t em plat es and t ools t o provide effect s like 3- D, t ransparency, and shadows. The Chart t ab of t he Elem ent s Gallery provides easy access for previewing and insert ing any of t he dozens of Excel chart st yles. Finally, Microsoft keeps doing it s part t o fuel sales of large m onit ors: Mac fans can now creat e spreadsheet s wit h m ore t han 16,000 colum ns and one m illion rows—achieving spreadsheet - cell parit y wit h t heir PC- using count erpart s.

1 2 .1 . Spr e a dsh e e t Ba sics You use Excel, of course, t o m ake a spreadsheet —an elect ronic ledger book com posed of rect angles, known as cells, laid out in a grid ( see Figure 12- 1) . As you t ype num bers int o t he rect angular cells, t he program can aut om at ically perform any num ber of calculat ions on t hem . And alt hough t he spreadsheet 's fort e is working wit h num bers, you can use t hem for t ext , t oo; because t hey're act ually a specialized dat abase, you can t urn spreadsheet s int o schedules, calendars, wedding regist ries, address books, and ot her sim ple t ext dat abases.

Figu r e 1 2 - 1 . Ex ce l 2 0 0 8 h a s a ll t h e u su a l M a c OS X dooda ds, lik e close , m in im ize , a n d zoom bu t t on s a n d a st a t u s ba r . I n t h e st a t u s a r e a a t t h e bot t om le ft , Ex ce l t e lls you w h a t it t h in k s is h a ppe n in g—in t h is ca se , En t e r in dica t e s t h e a ct ive ce ll ( A1 ) is be in g e dit e d.

1 2 .1 .1 . Ope n in g a Spr e a dsh e e t A new Excel docum ent , called a w or kbook, is m ade up of one or m ore pages called worksheet s. ( You'll find m ore on t he workbook/ worksheet dist inct ion in Chapt er 14.) Each worksheet is an individual spreadsheet , wit h let t ered colum ns and num bered rows providing coordinat es t o refer t o t he cells in t he grid. New Workbook ( - N) , or you can use t he You can creat e a plain- Jane Excel workbook by select ing File Proj ect Gallery) . I f you happen t o find a t em plat e t hat fit s what you're t rying t o Office Proj ect Gallery ( File do, like planning a budget , t he Gallery can be a real t im esaver. For even m ore t im esavings, check out Excel 2008's new Ledger Sheet s cat egory, a collect ion of preform at t ed ledger t em plat es for a variet y of com m on list and financial t asks—wit h form ulas already calculat ed for you. You can choose from address list s, gift list s, check regist ers, budget s, invoices, expense report s, port folio t rackers, and lot s m ore.

T ip : Once you've added a Ledger Sheet , you can use it as- is or cust om ize any part of it . Even wit hout any spreadsheet skills, you can st art filling in t hese preform at t ed sheet s wit hout having t o t hink about cell form at t ing, cell references, or form ulae—and st ill t ake advant age of Excel's dat a- and num ber- crunching prowess. ( But you'll st ill find t his chapt er helpful when it com es t im e t o cust om ize a ledger sheet —or if you're int erest ed in how it 's doing what it does.)

Figu r e 1 2 - 2 . Top: You ca n qu ick ly a dd a le dge r sh e e t t o a n Ex ce l w or k book by click in g t h e Ele m e n t s Ga lle r y's Sh e e t s t a b a n d click in g on e of t h e Le dge r Sh e e t ca t e gor y bu t t on s. As you m ove you r cu r sor ove r t h e t h u m bn a ils, t h e sh e e t t it le a ppe a r s a t t h e le ft ; click a t h u m bn a il t o a dd t h e sh e e t t o you r w or k book . St a r t t ypin g t o e n t e r you r da t a , a n d u se Ta b or Re t u r n t o m ove t o t h e n e x t colu m n . Bot t om : Som e colu m n s ( su ch a s Ca t e gor y) fe a t u r e a gr a y t r ia n gle , click it t o ch oose a n e n t r y fr om a pop- u p m e n u . ( Le dge r Sh e e t s a r e a ct u a lly list s, w h ich a r e de scr ibe d st a r t in g on Se ct ion 1 2 .3 .)

Whet her it st ars out plain or preform at t ed, each worksheet can grow t o huge proport ions—about 16,000 colum ns wide ( labeled A, B, C… AA, AB, AC… AAA, AAB, AAC, and so on, and on, and on) , and one m illion rows t all ( see Figure 12- 3) . Furt herm ore, you can get at even m ore cells by adding m ore worksheet s t o t he workbook by clicking t he plus- sign but t on next t o t he worksheet t abs at t he bot t om left or by choosing I nsert Worksheet . Swit ch bet ween worksheet s by clicking t heir t abs.

Figu r e 1 2 - 3 . You ca n 't scr oll a ll t h e w a y t o ce ll BPZ1 0 0 0 0 0 4 1 in a n e w spr e a dsh e e t ( w e ll, you ca n , bu t it m a y t a k e se ve r a l da ys) , bu t you ca n le a p t o t h a t fa r dist a n t ce ll by t ypin g BPZ1 0 0 0 0 0 4 1 in t h e N a m e box on t h e le ft side of t h e For m u la ba r a n d pr e ssin g Re t u r n .

I n t ot al, you can have 17.18 billion cells in a single Excel worksheet ( 16,384 colum ns x 1,048,576 rows = 17,179,869,184 cells, t o be precise) . The only com pany t hat needs m ore space t han t hat for it s account ing is Microsoft it self.

T ip : Newly m int ed worksheet s always bear t he nam e Sheet 1, Sheet 2, and so on. To renam e a worksheet , double- click t he sheet 's nam e ( it 's on t he t ab on t he bot t om ) and t ype in a new one. Sheet nam es can be as long as 31 charact ers.

Each cell act s as a cont ainer for one of t wo t hings: dat a or a form ula. Dat a can be t ext , a num ber, a dat e, or j ust about anyt hing else you can t ype. A form ula, on t he ot her hand, does som et hing wit h t he dat a in ot her cells—such as adding t oget her t he num bers in t hem —and displays t he result . ( There's m ore on form ulas lat er in t his chapt er.) Excel refers t o cells by t heir coordinat es, such as B23 ( colum n B, row 23) . A new spreadsheet has cell A1 select ed ( surrounded by a t hick border) —it 's t he act ive cell. When you st art t yping, t he cell pops up slight ly, apparent ly hovering a quart er- inch above your screen's surface, wit h a slight shadow behind it . What ever you t ype appears in bot h t he act ive cell and t he Edit box on t he right side of t he Form ula bar. I f you prefer, you can click in t he Form ula bar and do your t yping t here. When you finish t yping, you can do any of t he following t o m ake t he act ive cell's new cont ent s st ick:

Press Ret urn, Tab, Ent er, or an arrow key.

Click anot her cell.

Click t he Ent er but t on in t he Form ula bar.

T ip : When you ent er inform at ion int o a cell by past ing, you m ay see a sm art but t on pop up in t he im m ediat e vicinit y ( Figure 12- 4) . Clicking t he but t on's arrow reveals a cont ext ual m enu wit h a num ber of form at t ing opt ions specific t o t he inform at ion you're past ing and where you're past ing it .

Figu r e 1 2 - 4 . A sm a r t bu t t on oft e n a ppe a r s j u st a ft e r you pa st e da t a in t o a ce ll. Click it s a r r ow t o displa y a sm a ll pop- u p m e n u fr om w h ich you ca n ch oose t o r e t a in t h e sou r ce for m a t t in g ( so t h a t t h e t e x t w ill r e t a in t h e for m a t t in g it h a d in it s or igin a l loca t ion or docu m e n t ) or m a t ch t h e de st in a t ion for m a t t in g ( in w h ich Ex ce l a u t om a t ica lly a dj u st s t h e t e x t t o t h e for m a t t in g in t h e cu r r e n t w or k book ) . Va r ia t ion s in clu de pa st in g j u st t h e va lu e s a n d n u m be r for m a t t in g, pa st in g t h e sou r ce colu m n w idt h , pa st in g j u st t h e ce ll for m a t t in g, a n d cr e a t in g a lin k t o t h e sou r ce ce ll ( se e Se ct ion 1 4 .2 .3 .1 ) . Sin ce Ex ce l isn 't psych ic, t h e sm a r t bu t t on give s you a ch a n ce t o t e ll it w h e t h e r you h a d t h e old or n e w for m a t t in g in m in d.

UP TO SPEED A Vie w t o Th r ill Page Layout view first appeared in Excel 2004 and it s benefit is obvious—you can now see how your print ed page will look wit hout looking at a print preview of your work. I n fact , som e people work in t his view from t he get - go, so t hey can design t heir spreadsheet t o fit on what ever size paper t hey'll event ually print it on. You no longer have t o const ruct a spreadsheet , print it , and t hen be surprised by t he result s. Working in Page Layout view provides gloriously inst ant aneous feedback on how your num erical creat ion will look when it goes t o hard copy. This view is so popular t hat Microsoft has m ade it t he view you see when you open a new spreadsheet . On t he downside, in Page Layout view, you get t o see less of your creat ion onscreen, due t o all t hose blank page m argins ( but what bet t er excuse t o invest in a new 30" m onit or?) . I f you'd prefer your new Excel docum ent s t o open in t he t radit ional Norm al view, visit Excel Preferences View and choose Norm al from t he " Preferred view for new sheet s" pop- up m enu. To swit ch views while you're working on a spreadsheet , click t he view but t on in t he lowerleft corner of t he docum ent window ( or use t he View m enu t o choose Norm al or Page Layout ) . Whichever view you choose, it affect s only your onscreen view—your spreadsheet print s ident ically.

1 2 .1 .2 . D a t a En t r y Working in an Excel sheet is sim ple, at it s heart : You ent er dat a or a form ula int o a cell, m ove t o t he next cell, ent er m ore inform at ion, and so on. But before ent ering dat a in a cell, you have t o first select t he cell. Clicking is

t he easiest m et hod; aft er you click a cell, t he cell border t hickens and as soon as you st art t yping, t he cell does t hat popping- up t hing.

T ip : When you double- click a cell, it pops up from t he spreadsheet and you find yourself again in t he edit ing m ode. I f, perhaps due t o an over- eager m ouse- but t on finger, you keep landing in t his " in- cell edit ing" m ode accident ally, choose Excel Preferences Edit panel, t urn off " Double- click allows edit ing direct ly in t he cell," and click OK. Now you can only edit cell cont ent s in t he Edit box on t he Form ula Bar.

To select a cell far away from t he current act ive cell, ent er t he cell's address ( t he colum n let t er followed by t he Go row num ber) in t he Nam e box on t he Form ula bar and press Ret urn ( see Figure 12- 3) . Or choose Edit To ( or press F5) , t o sum m on a dialog box where you can ent er t he address of t he lucky cell in t he Reference field. But t he fast est m eans of get t ing from cell t o cell is t o use t he keyboard. Excel is loaded wit h keyboard short cut s t hat m ake it easy t o plow t hrough an ent ire sheet 's wort h of cells wit hout having t o t ouch t he m ouse. Here's t he cheat sheet :

Ke yst r ok e

W h a t H a ppe n s

Arrow key

Select s a different cell—t he next one above, below, t o t he left , or t o t he right of t he current one.

Shift - arrow key

Select s t he current cell and t he one above, below, t o t he left , or t o t he right . Hold t he Shift key down and press t he arrow key m ore t han once t o ext end t he select ion.

Opt ion- left arrow, right arrow

Makes t he previous or next sheet in t he workbook act ive.

Cont rol- arrow key

Moves t he act ive cell t o t he next non- em pt y cell in t he direct ion indicat ed by t he arrow key.

Return

Accept s t he ent ry and m oves t he act ive cell down one row. ( Unless you've changed t hat Preferences Edit .) behavior in Excel

Shift - Ret urn

Accept s t he ent ry and m oves t he act ive cell up one row. ( Unless you've changed t hat behavior in Excel Preferences Edit .)

Tab

Accept s t he ent ry and m oves t he act ive cell right one colum n ( or t o t he first cell in t he next row in a m ult iple- cell select ion) .

Shift - Tab

Accept s t he ent ry and m oves t he act ive cell left one colum n.

Cont rol- Opt ionReturn

St art s a new line wit hin t he sam e cell.

Cont rol- Ret urn

Fills each select ed cell wit h t he sam e ent ry. ( First select t he cell range, t ype t he dat a t hat you want repeat ed in each cell, and t hen hit Cont rol- Ret urn t o fill all of t he cells.)

Esc

Cancels an ent ry.

Delet e

Delet es cell cont ent s.

Cont r ol- D

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly above it .

Cont r ol- R

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly t o t he left of it .

Ke yst r ok e

W h a t H a ppe n s

Cont rol- '

Fills t he act ive cell wit h t he form ula in t he cell direct ly above it , and leaves t he cell in Edit m ode.

Cont rol- ;

Ent ers t he current dat e.

Cont rol- Shift - :

Ent ers t he current t im e ( t o t he nearest m inut e) .

T ip : Ret urn doesn't have t o select t he next cell down; it can select any of t he four neighboring cells, or do not hing at all. Preferences Edit panel. You change what t he Ret urn key does in t he Excel

UP TO SPEED W in dow Tr ick s Because spreadsheet s can be wide, sprawling affairs, Excel is filled wit h windowm anipulat ion t ools t hat let you cont rol how t he program uses your precious screen real est at e. For exam ple, when you need t o see a few m ore rows and colum ns, choose View Full Screen. Excel hides all of it s t oolbars, st at us bars, and ot her nonessent ial it em s. Your Full Screen again ( or click Close Full precious cells fill your m onit or. Choose View Screen on t he t iny, one- but t on t oolbar) t o bring back t he bars. Anot her exam ple: As shown in Figure 12- 5, Excel's scroll bars have vert ical and horizont al split boxes, which you can double- click or drag t o split a sheet int o independent ly scrolling sect ions, as shown here. ( Not e t he discont inuit y in t he let t ering and num bering of rows and colum ns in t his illust rat ion; t he result of scrolling each pane t o a different part of t he spreadsheet .) To rem ove t he split , j ust double- click t he split box or t he split bar t hat separat es t he panes. ( Or choose Window Rem ove Split .) You don't have t o split t he window if all you want t o do is keep t he row and colum n nam es in view while scrolling t he rest of t he docum ent , however. Excel has a m uch m ore st ream lined m eans of locking t he colum n and row labels: Click in t he cell j ust below and t o Freeze Panes. t he right of t he row/ colum n label int ersect ion, and t hen choose Window Now scrolling affect s only t he body of t he spreadsheet ; t he row and colum n labels rem ain visible. I f, on t he ot her hand, you wish you could split your spreadsheet int o six or m ore panes in order t o work on widely separat ed bit s of dat a, open addit ional Windows by choosing Window New Window. Open as m any addit ional windows as you, your m onit or, and your m ult it asking abilit ies require. Each window is a separat e view of t he sam e spreadsheet ; m ake a change in one window and it affect s t hem all.

Figu r e 1 2 - 5 . D ou ble - click or dr a g t h e h or izon t a l or ve r t ica l split box e s t o sim u lt a n e ou sly vie w t w o or fou r pa r t s of a la r ge spr e a dsh e e t in on e w in dow . D ou ble - click t h e ba r be t w e e n pa n e s t o r e m ove t h e split vie w .

Excel is posit ively brim m ing wit h keyboard short cut s—t he t able on Sect ion 12.1.2 is j ust t he t ip of t he iceberg. For a com plet e list , open Excel Help and search for " Excel keyboard short cut s." ( By not including t he ent ire list in t his book, we're saving a sm all forest som ewhere in Oregon.)

1 2 .1 .3 . Kin ds of D a t a You can ent er four kinds of dat a int o an Excel spreadsheet : num bers, t ext , dat es, or t im es ( not including form ulas, which are described beginning on Sect ion 12.2) . Most ly, ent ering dat a is as st raight forward as t yping, but except ions lurk.

1 2 .1 .3 .1 . N u m be r s

There are only 21 charact ers t hat Excel considers num bers or part s of num bers: 1 2 3 4 5 6 7 8 9 0 . , ( ) + - / $ % e and E. Anyt hing else is t reat ed as t ext , which is ineligible for perform ing m ost calculat ions. For exam ple, if Excel sees t hreein a cell, it sees a bunch of t yped charact ers wit h no num erical value; when it sees 3.14, it sees a num ber.

Depending on t he form at t ing of t he cell where you're ent ering num bers, Excel m ight t ry t o do som e work for you. For exam ple, if you've applied currency form at t ing t o a cell, Excel t urns 3/ 2 int o $1.50. But if

you've form at t ed t he sam e cell as a Dat e, Tim e, or General, Excel t urns 3/ 2 int o a dat e—March 2 of t he current year.

When you've form at t ed a cell t o accept General input , and t he num ber you've ent ered is longer t han 11 digit s ( such as 12345678901112) , Excel convert s it t o scient ific not at ion ( 1.23457E+ 13) .

Excel's num ber precision is 15 significant digit s—anyt hing over 15 will be lost .

1 2 .1 .3 .2 . Te x t

Text can be any com binat ion of charact ers: num bers, let t ers, or ot her sym bols.

To m ake Excel look at a num ber as if it were a st ring of t ext ( rat her t han a num ber wit h which it can do all kinds of m at hem at ical wizardry) , you have t o eit her precede t he num ber wit h an apost rophe or form at t he cell as a t ext - based cell. To form at t he cell, choose Text from t he Form at m enu in t he Form at t ing Palet t e's Cells ( or right - click t he cell and choose Num ber pane. Alt ernat ively, select t he cell and choose Form at Form at Cells from t he short cut m enu) . Click t he Num ber t ab and t hen select Text from t he Cat egory list . Click OK.

1 2 .1 .3 .3 . D a t e s

You can perform m at h on dat es, j ust as t hough t hey were num bers. The t rick is t o t ype an equal sign ( = ) int o t he cell t hat will cont ain t he answer; t hen enclose t he dat es in quot at ion m arks and put t he operat or ( like + or * ) bet ween t hem . For exam ple, if you click a cell, t ype = " 12/ 30/ 2007" - " 5/ 25/ 1963" , and t hen press Ent er, Excel fills t he cell wit h 16290, t he num ber of days bet ween t he t wo dat es.

T ip : I f you're t rying t o det erm ine som eone's age wit h t his calculat ion, you probably want t o writ e it as = ( " 12/ 30/ 2007" - " 5/ 25/ 1963" ) / 365 which gives a result in years: 44.63013699.

This m at h is m ade possible by t he fact t hat dat es in Excel ar e num bers. Behind t he scenes, Excel convert s any dat e you t ype int o a special dat e serial num ber, which is com posed of a num ber t o t he left side of a decim al point ( t he num ber of days since January 1, 1904) and a num ber on t he right ( t he fract ion of a day) .

POW ER USERS' CLI N I C Th e Be gin n in gs of Tim e The original Macint osh used a st art ing dat e of January 1, 1904—which lingers on t o t his day. Windows PCs, by cont rast , use a st art ing dat e of January 1, 1900. Excel workbooks can now support eit her dat e syst em , but you m ay run int o problem s when linking or copying dat es bet ween workbooks based on different dat e syst em s. You can Preferences change t he dat e syst em for a workbook by choosing Excel Calculat ion and t urning off t he checkbox for " Use t he 1904 dat e syst em ." I f copying or linking bet ween workbooks gives you result s t hat are 1462 days off from what you expect , you'll need t o add a correct ion form ula. Visit www.support .m icrosoft .com / kb/ 214330 t o read Microsoft 's knowledge- base art icle t hat describes t he problem in det ail and supplies form ulas for correct ing it .

When ent ering dat es, you can use eit her a slash or a hyphen t o separat e m ont hs, days, and years. Usually it 's OK t o form at dat e and t im e num bering at any t im e. However, you'll avoid occasional dat e recognit ion problem s by applying dat e or t im e form at t ing befor e you ent er t he dat a in t he cell.

1 2 .1 .3 .4 . Tim e s

Excel also t reat s t im es as num bers—specifically, as t he fract ional part of a dat e serial num ber, which is a num ber represent ing t he num ber of days since m idnight on January 1, 1904.

Excel bases t im es on t he 24- hour clock, or m ilit ary t im e. To ent er a t im e using t he 12- hour clock, follow t he num ber wit h an a or p . For exam ple, t o Excel, 9: 34 always m eans 9: 34 a.m ., but 9: 34 p m eans 9: 34 p.m .—and 21: 34 also m eans 9: 34 p.m . Whet her you t ype 9: 34 p or 21: 34, Excel displays it in t he spreadsheet as 21: 34 unless you form at t he cell t o display it in t he AM/ PM form at .

As wit h dat es, you can perform calculat ions on t im es by ent ering an equal sign and t hen enclosing t he t im es in quot at ion m arks and t yping t he separat or in t he m iddle. For exam ple, = " 9: 34" - " 2: 43" gives you 0.285416667, t he decim al fract ion of a day bet ween 2: 43 a.m . and 9: 34 a.m . I f you form at t he cell wit h t im e form at t ing, as described on Sect ion 13.1.4.1, you inst ead get a m ore useful 6: 51, or six hours and 51 m inut es' difference.

W ORKAROUN D W ORKSH OP W h e n Ex ce l For m a t s N u m be r s a s D a t e s I f you ent er what looks like a dat e t o Excel ( say, May 3, 1999) , and t hen lat er, in t he process of revising your spreadsheet , ent er a num ber cont aining a decim al ( such as 23.25) , Excel convert s your decim al int o a dat e ( 23 becom es January 23, 1904) . What 's going on? All cells st art out wit h a generic form at . But when you ent er what Excel int erpret s as a dat e or t im e, Excel aut om at ically applies dat e or t im e form at t ing. I n t his exam ple, when Excel int erpret ed t he first ent ry as a dat e, it applied dat e form at t ing t o t he cell. Lat er, when t he first ent ry was replaced wit h a decim al num ber, Excel ret ained t he dat e form at t ing—and m errily displayed t he num ber as a dat e. You don't have t o let Excel guess at what form at you want , t hough. Take charge! Select t he cells in quest ion and choose Cells ( or right - click t he cells and choose Form at Cell from t he short cut m enu) . Form at Use t he Num ber t ab t o select t he appropriat e form at , and your t roubles are over. Sim ilarly, t o keep Excel from t urning t wo num bers separat ed by a forward slash int o a dat e, and keep it as a fract ion inst ead, put a 0 and a space in front of t he fract ion ( ent er 0 1/ 4) —or j ust form at t he cell wit h t he Num ber cat egory. Excel now underst ands t hat you int ended t o ent er a fract ion.

N ot e : I f t he t im es in a calculat ion span m idnight , t he calculat ion will be wrong, since t im es reset at m idnight . Fix it by adding 24 hours t o t he calculat ion—or even bet t er by using t he MOD funct ion. ( See Sect ion 12.2.2 for m ore on funct ions.)

1 2 .1 .4 . Te diu m Sa vin gs 1 : Au t oCom ple t e Excel 2008 is t eem ing wit h feat ures t o save you t yping. The first , Aut oCom plet e, com es int o play when you ent er repet it ive dat a down a colum n. Find out m ore in Figure 12- 6.

Figu r e 1 2 - 6 . Ex ce l's Au t oCom ple t e fu n ct ion w a t ch e s a s you t ype in a give n ce ll. I f you r e n t r y look s a s t h ou gh it m igh t m a t ch t h e con t e n t s of a n ot h e r ce ll in t h e sa m e colu m n , Ex ce l sh ow s a pop- u p m e n u of t h ose possibilit ie s. To se le ct on e , pr e ss t h e dow n a r r ow u n t il t h e e n t r y you w a n t is h igh ligh t e d, a n d t h e n pr e ss Re t u r n . Alt e r n a t ive ly, j u st click t h e e n t r y in t h e list . Eit h e r w a y, Ex ce l fin ish e s t h e t ypin g w or k for you .

1 2 .1 .5 . Te diu m Sa vin gs 2 : For m u la Au t oCom ple t e Form ula Aut oCom plet e is a new feat ure appearing in Excel 2008, ext ending t he Aut oCom plet e concept t o t he chore of writ ing form ulas. I nst ead of having t o rem em ber all t he elem ent s for a form ula, Excel prom pt s you wit h valid funct ion nam es and synt ax as you t ype .

1 2 .1 .6 . Te diu m Sa vin gs 3 : Au t oFill Excel's Aut oFill feat ure can save you hours of t yping and possibly carpel t unnel surgery, t hanks t o it s ingenious abilit y t o fill m iles of cells wit h dat a aut om at ically. The Edit Fill subm enu is especially useful when you're duplicat ing dat a or t yping it em s in a series ( such as days of t he week, m ont hs of t he year, or even sequent ial apart m ent num bers) . I t has seven opt ions: Down, Right , Up, Left , Across Sheet s, Series, and Just ify. Here's how t hey work. I n each case, you st art t he process by t yping dat a int o a cell and t hen highlight ing a block of cells beginning wit h t hat cell ( see Figure 12- 7) . Then, choose any of t he following:

D ow n , Up. Fills t he select ed block of cells wit h what ever's in t he t op or bot t om cell of t he select ed block. You m ight use one of t hese com m ands when set t ing up a series of form ulas in a colum n t hat adds a row of cells.

Figu r e 1 2 - 7 . Fillin g a r a n ge of ce lls w it h for m u la s is w h e r e Au t oFill r e a lly sh in e s. You ca n dr a g Fill Righ t ( t op) . t h e for m u la in ce ll B6 t h ou gh ce lls t o t h e r igh t a n d t h e n ch oose Edit Ex ce l fills t h e ce ll w it h t ot a ls of t h e colu m n s a bove t h e m ( bot t om ) .

Righ t , Le ft. Fills t he select ed range of cells wit h what ever's in t he left m ost or right m ost cell. For exam ple, you'd use t his feat ure when you need t o put t he sam e t ot al calculat ion at t he bot t om of 23 different colum ns.

Acr oss W or k sh e e t s. Fills t he cells in ot her sheet s in t he sam e workbook wit h t he cont ent s of t he select ed cells. For exam ple, suppose you want t o set up worksheet s t hat t rack invent ory and pricing over different m ont hs in different locat ions, and you want t o use a different worksheet for each locat ion. You can fill in all of t he general colum n and row headings ( such as part num bers and m ont hs) across worksheet s wit h t his com m and. To m ake t his work, st art by select ing t he cells whose cont ent s you wish t o copy. Then select t he sheet s - clicking non- cont iguous sheet t abs at t he you want t o fill by Shift - clicking a group of sheet t abs or bot t om of t he window. ( I f you can't see all t he t abs easily, drag t he slider bet ween t he t abs and t he horizont al scroll bar. When you drag it t o t he right , t he scroll bar shrinks, leaving m ore room for t he t abs.) Choose Edit Fill Across Sheet s. A sm all dialog box ( see Figure 12- 8) asks whet her you want t o copy dat a, form at s, or bot h across t he select ed worksheet s. Make your choice by clicking one of t he radio but t ons, and t hen click OK.

Figu r e 1 2 - 8 . You ca n copy t h r e e w a ys in t o ot h e r w or k sh e e t s: All ( bot h t h e for m a t s a n d da t a ) , Con t e n t s ( t h e da t a or for m u la e ) , or For m a t s ( j u st t h e for m a t s in t h e w or k sh e e t ) .

Se r ie s. Fills t he select ed cells wit h a series of increasing or decreasing values based on t he cont ent s of t he t opm ost cell ( if t he select ed cells are in a colum n) or t he left m ost cell ( if t he cells are in a row) . For exam ple, suppose you're about t o t ype in t he daily st at ist ics for t he num ber of dot - com st art ups t hat went out of business during t he first t wo weeks of 2008. I nst ead of having t o t ype 14 dat es int o a row of cells, you out source t his t ask t o Excel. Fill Ent er 1/ 1/ 2008 in a cell. Then highlight t hat cell and t he next 13 cells t o it s right . Now choose Edit Series. The Series window appears, where you can specify how t he fill t akes place. You could m ake t he cell labels increase by m ont hs, years, every ot her day, or what ever. Click OK; Excel fills t he cells wit h t he dat e series 1/ 1/ 2008, 1/ 2/ 2008, 1/ 3/ 2008, and so on.

T ip : The above exam ple reflect s t he way Am ericans writ e dat es, of course. I f you use a different syst em for writ ing dat es ( perhaps you live in Europe or Aust ralia) , and you've used t he Mac's I nt ernat ional preference pane ( choose Syst em Preferences) t o specify t hat you like January 14, 2008 writ t en 14/ 1/ 2008, t he next t im e you launch Excel it aut om at ically form at s dat es t he way you like t hem .

The ot her opt ions in t his dialog box include Linear ( adds t he am ount in t he St ep field t o each successive cell's num ber) , Growt h ( m ult iplies by t he num ber in t he St ep field) , and Aut oFill ( relies on t he list s described in t he next sect ion) .

Ju st ify . Spreads t he t ext in a single cell across several cells. You'd use t his funct ion t o creat e a heading t hat spans t he colum ns beneat h it . I f t he cells are in a row, t his com m and spreads t he t ext in t he left m ost cell across t he select ed row of cells. I f t he cells are in a colum n, it breaks up t he t ext so t hat one word goes int o each cell.

N ot e : At t his writ ing, t he Just ify com m and doesn't work in t he current version of Excel ( version 12.0) . Unt il Microsoft Cells Alignm ent , and fixes it , you can achieve t he sam e effect by select ing t he group of cells, choosing Form at choosing Cent er Across Select ion from t he Horizont al pop- up m enu.

1 2 .1 .6 .1 . Usin g t h e Fill h a n dle You don't have t o use t he Edit Fill subm enu t o harness t he power of Excel's Aut oFill feat ure. As a t im esaving gest ure, Microsoft also gives you t he fill handle ( see Figure 12- 9) , a sm all square in t he lower right of a select ion rect angle. I t let s you fill adj acent cells wit h dat a, exact ly like t he Fill com m ands—but wit hout a t rip t o a m enu and a dialog box.

Figu r e 1 2 - 9 . To u se t h e fill h a n dle , se le ct t h e ce ll con t a in in g t h e for m u la or va lu e s you w a n t t o r e plica t e a n d dr a g t h e t in y fill h a n dle a t t h e low e r - r igh t cor n e r of t h e se le ct ion a cr oss t h e ce lls you w a n t t o fill. W h e n you r e le a se you r m ou se , Ex ce l fills t h e ce lls a n d displa ys t h e sm a r t bu t t on , givin g you t h e opt ion t o fill w it h or w it h ou t for m a t t in g, or w it h for m a t t in g on ly.

To use it , select t he cells cont aining t he dat a you want t o duplicat e or ext end, t hen drag t he t iny fill handle across t he cells where you want t he dat a t o be, as shown in Figure 12- 9. Excel t hen fills t he cells, j ust as t hough you'd used t he Fill Down, Right , Up, or Left com m and. ( To fill a series, Cont rol- click t he handle and choose an opt ion from t he short cut m enu.)

T ip : Excel can perform som e dram at ic and com plex fill operat ions for you if you highlight m ore t han one cell before dragging t he fill handle. Suppose, for exam ple, t hat you want t o creat e a list of every t hird house num ber on your st reet . Ent er 201 Elm St. in t he first cell, t hen 204 Elm St. in t he next one down. Highlight bot h of t hem , and t hen drag t he fill handle at t he lower- right corner of t he second cell downward.Excel cleverly fills t he previously em pt y cells wit h 207 Elm St ., 210 Elm St ., 213 Elm St ., and so on.

What 's m ore, t he fill handle can do sm art filling t hat you won't find on t he Edit Fill subm enu. For exam ple, if you t ype January int o a cell and t hen drag t he fill handle across t he next bunch of cells, Excel fills t hem wit h February, March, and so on; dit t o for days of t he week. Drag beyond Decem ber or Sat urday, and Excel st art s at t he series over again. I n fact , if you t ype January, March, drag t hrough bot h cells t o select t hem , and t hen drag t he fill handle across subsequent cells, Excel fills t hem in wit h May, July, and so on. How cool is t hat ? What 's m ore, you can t each Excel about any ot her sequent ial list s you regularly use in your line of work ( NY Office, Cleveland Office, San Diego Office, and so on) . Just choose Excel Preferences Cust om List s panel; click Add and t hen t ype t he series of it em s in order, each on it s own line. Click OK; t he Aut oFill list is now ready t o use.

T ip : You can also t ype t he list in a colum n of cells, select t he cells, and t hen choose Preferences Add.

Cust om List s

FREQUEN TLY ASKED QUESTI ON I n va sion of t h e # # # # # # s A few of m y num bers have been replaced by # # # # # sym bols. Do I have a virus? A st ring of num ber signs in a cell m eans, " The cell isn't wide enough t o show what ever t ext or num ber is supposed t o be here. Widen t he colum n—or use a sm aller font —if you ever hope t o see your num bers again." As not ed lat er in t his chapt er, t he quickest way t o fix t he problem is t o double- click t he divider line bet ween t he gray colum n- let t er headings—t he one t o t he right of t he colum n cont aining t he # # # # # # s. Excel inst ant ly m akes t he colum n wide enough t o show all t he num bers inside of it . That 's not t he only error not at ion you m ight see in a cell, by t he way. Excel m ight also react t o fault y form ulas by showing, for exam ple, # DI V/ 0! ( your form ula is at t em pt ing t o divide a num ber by zero, which, as you rem em ber from t hird grade, is a m at hem at ical nono) ; # VALUE! ( you've used unavailable dat a in a form ula, by referring t o an em pt y cell, for exam ple) ; # REF ( a bogus cell reference) ; and so on.

1 2 .1 .7 . Se le ct in g Ce lls ( a n d Ce ll Ra n ge s) Select ing a single cell in Excel is easy. Just click t he cell t o select it . Oft en, t hough, you'll want t o select m ore t han one cell—in readiness for copying and past ing, m aking a chart , applying boldface, or using t he Fill com m and, for exam ple. Figure 12- 10 depict s all you need t o know for your select ion needs.

Se le ct a sin gle ce ll. To select a single cell, click it or ent er it s address in t he Nam e box ( which is shown in Figure 12- 1) or press F5.

Se le ct a block of ce lls. To select a rect angle of cells, j ust drag diagonally across t hem . You highlight all of t he cells wit hin t he boundaries of t he im aginary rect angle you're drawing. ( Or click t he cell in one corner of t he block and t hen Shift - click t he cell diagonally opposit e.)

Se le ct a n on con t igu ou s gr ou p of ce lls. To select cells t hat aren't t ouching, - click ( t o add individual independent cells t o t he select ion) or - drag across cells ( t o add a block of t hem t o t he select ion) . Repeat as m any t im es as you like; Excel is perfect ly happy t o highlight random cells, or blocks of cells, in various corners of t he spreadsheet sim ult aneously.

Se le ct a r ow or colu m n . Click a row or colum n heading ( t he gray label of t he row or colum n) .

Se le ct se ve r a l r ow s or colu m n s. To select m ore t han one row or colum n, drag t hrough t he gray row num bers or colum n let t ers. ( You can also click t he first one, t hen Shift - click t he last one. Excel highlight s everyt hing in bet ween.)

Figu r e 1 2 - 1 0 . You ca n h igh ligh t spr e a dsh e e t ce lls, r ow s, a n d colu m n s in va r iou s com bin a t ion s. You ca n copy u sin g r e ct a n gu la r - sh a pe d se le ct ion s, bu t you ca n a pply ce ll for m a t t in g ch a n ge s t o a n y gr ou p of se le ct e d ce lls. Top: Click a ce ll ( or a r r ow - k e y you r w a y in t o it ) t o h igh ligh t j u st on e ce ll. Se con d fr om t op: Click a r ow n u m be r or colu m n le t t e r ( r ow 5 , in t h is ca se ) t o h igh ligh t a n e n t ir e r ow or colu m n . Th ir d fr om t op: D r a g t o h igh ligh t a r e ct a n gu la r block of ce lls; a dd in dividu a l a ddit ion a l ce lls t o - click ing. t h e se le ct ion by Bot t om : - click r ow h e a din gs a n d colu m n h e a din gs t o h igh ligh t in t e r se ct in g r ow s a n d colu m n s.

Se le ct n on con t igu ou s r ow s or colu m n s. To select t wo or m ore rows or colum ns t hat aren't t ouching, - click, or - drag t hrough, t he corresponding gray row num bers. You can even com bine t hese t echniques—highlight first rows, t hen colum ns, and voilà! I nt ersect ing swat hs of highlight ing.

Se le ct a ll ce lls. Press - A t o select every cell on t he sheet —or j ust click t he gray, far upper- left rect angle wit h t he diam ond in it .

T ip : To select wit hin t he cont ent s of a cell, double- click t he cell and t hen use t he I - beam select ion t ool t o select t he t ext you want .

1 2 .1 .8 . M ovin g Th in gs Ar ou n d Once you've select ed som e cells, you can m ove t heir cont ent s around in various ways—a handy fact , since few people t ype everyt hing in exact ly t he right place t he first t im e. Excel only let s you copy groups of cells t hat are basically rect angular in shape or t hat share t he sam e rows and m ult iple colum ns or t he sam e colum ns in m ult iple rows. Figure 12- 11 shows som e accept able and unaccept able select ions for copying.

Figu r e 1 2 - 1 1 . Th ou sh a lt copy m u lt iple ce lls by se le ct in g a r e ct a n gu la r gr ou p of ce lls, a n e n t ir e r ow or colu m n , m u lt iple r ow s or colu m n s, or m a t ch in g gr ou ps of ce lls in va r iou s r ow s or colu m n s. Th e t h r e e u ppe r e x a m ple s a r e a cce pt a ble , t h e bot t om on e is n ot . I f you t r y t o copy a gr ou p of ce lls a n d don 't follow t h e se se le ct ion r u le s, Ex ce l in for m s you of you r e r r or : " Th a t com m a n d ca n n ot be u se d on m u lt iple se le ct ion s."

1 2 .1 .8 .1 . Cu t t in g, copyin g, a n d pa st in g Just as in any ot her Mac program , you can use t he Edit m enu com m ands—Cut ( - X) , Copy ( - C) , and Past e ( - V) —t o m ove cell cont ent s around t he spreadsheet —or t o a different sheet or workbook alt oget her. When you past e a group of cells, you can eit her select t he sam e num ber of cells at your dest inat ion, or select j ust one cell—which becom es t he upper left cell of t he past ed group. But unlike ot her Mac program s, Excel doesn't appear t o cut your select ion im m ediat ely. I nst ead, t he cut area sprout s a dot t ed, m oving border, but ot herwise rem ains unaffect ed. I t isn't unt il you select a dest inat ion cell or cells and select Edit Past e t hat t he cut t akes place ( and t he shim m ering st ops) .

T ip : Press t he Esc key t o m ake t he anim at ed dot t ed lines st op m oving, wit hout ot herwise affect ing your copy or cut operat ion. One m ore piece of advice: Check t he st at us bar at t he bot t om of t he window t o find out what Excel t hinks is

happening ( " Select dest inat ion and press ENTER or choose Past e," for exam ple) .

1 2 .1 .8 .2 . Pa st e Spe cia l The Edit Past e Special com m and sum m ons a dialog box inquiring about how and what t o past e. For exam ple, you m ight decide t o past e t he form ulas cont ained in t he m at erial you copied so t hat t hey cont inue t o do aut om at ic m at h—or only t he values ( t he result s of t he calculat ions as t hey appear in t he copied m at erial) .

T ip : This dialog box also cont ains t he m ight y Transpose checkbox, a t iny opt ion t hat can save your bacon. I t let s you swap rows- for- colum ns in t he act of past ing, so t hat dat a you input in colum ns winds up in rows, and vice versa. This kind of t opsy- t urvy spreadsheet m odificat ion can be a great help if you want t o swap t he orient at ion of your ent ire spreadsheet , or copy a group of cells bet ween spreadsheet s which have j uxt aposed rows and colum ns.

Figu r e 1 2 - 1 2 . Th e Pa st e Spe cia l com m a n d le t s you pa st e for m u la s, com m e n t s, a n d for m a t t in g in de pe n de n t ly. Th e Ope r a t ion s opt ion s le t you pe r for m a m a t h e m a t ica l ope r a t ion a s you pa st e , su ch a s a ddin g w h a t you 've copie d t o t h e con t e n t s of t h e ce lls you 'r e pa st in g ove r .

1 2 .1 .8 .3 . D r a g- a n d- dr op Excel also let s you grab a select ed range of cells and drag t he cont ent s t o a new locat ion. To do t his, select t he cells you want t o m ove, t hen point t o t he t hick border on t he edge of t he select ion, so t hat t he cursor changes int o a lit t le hand t hat grabs t he cells. You can now drag t he select ed cells t o anot her spot on t he spreadsheet . When you release t he m ouse but t on, Excel m oves t he dat a t o t he new locat ion, exact ly as t hough you'd used Cut and Past e. You can m odify how dragging and dropping it em s and Excel works by holding down t hese m odifier keys:

Opt ion . I f you hold down t he Opt ion key, Excel copies t he cont ent s t o t he new locat ion, leaving t he originals in place.

Sh ift . Norm ally, if you drag cells int o a spreadsheet area t hat you've already filled in, Excel asks if you're sure you want t o wipe out t he cell cont ent s already in residence. I f you Shift - drag cells, however, Excel creat es enough new cells t o m ake room for t he dragged cont ent s, shoving aside ( or down) t he cell cont ent s current occupant s in order t o m ake room .

Opt ion a n d Sh ift . Holding down bot h t he Opt ion and Shift keys as you drag copies t he dat a and insert s new cells for it .

Con t r ol. Cont rol- dragging yields a m enu of 11 opt ions when you drop t he cells. This m enu let s you choose whet her you want t o m ove t he cells, copy t hem , copy j ust t he values or form ulas, creat e a link or hyperlink, or shift cells around. I t even let s you cancel t he drag.

1 2 .1 .9 . I n se r t in g a n d Re m ovin g Ce lls Suppose you've j ust com plet ed your spreadsheet cat aloging t he rainfall pat t erns of t he Pacific Nort hwest , count y by count y, and t hen it hit s you: You forgot Hum boldt Count y in California. Besides t he quest ion of how you could possibly forget Hum boldt Count y, t he larger quest ion rem ains: What do you do about it in your spreadsheet ? Delet e t he whole t hing and st art over? Fort unat ely, Excel let s you insert blank cells, rows, or colum ns int o exist ing sheet s t hrough t he I nsert m enu. Here's how each works.

Ce lls. The I nsert Cells com m and sum m ons t he I nsert dialog box. I t let s you insert new, blank cells int o your spreadsheet , and let s you specify what happens t o t he cells t hat are already in place—whet her t hey get shift ed right or down. See Figure 12- 13 .

Row s. I f you choose I nsert

Rows, Excel insert s a new, blank row above t he act ive cell.

Figu r e 1 2 - 1 3 . W h e n you se le ct ce lls a n d t h e n ch oose I n se r t Ce lls, Ex ce l a sk s w h e r e you w a n t t o pu t t h e n e w ce lls ( t op) . Th e t w o bu t t on s a t t h e bot t om le t you in se r t e n t ir e r ow s or colu m n s. Ex ce l t h e n in se r t s t h e sa m e n u m be r of ce lls a s you 've se le ct e d in t h e loca t ion se le ct e d, a n d m ove s t h e pr e viou s r e side n t s of t h ose ce lls in t h e dir e ct ion t h a t you spe cify ( bot t om ) . I n a ddit ion , t h e For m a t sm a r t bu t t on a ppe a r s, givin g you t h r e e ch oice s: for m a t you r n e w ce lls t o m a t ch t h ose a bove , t h ose be low , or w it h ou t for m a t t in g a t a ll.

T ip : I f you select som e cells before using t he I nsert Cells com m and, Excel insert s t he num ber of rows equal t o t he num ber of rows select ed in t he range. That 's a handy way t o cont rol how m any rows get added—t o add six blank rows, highlight six rows, regardless of what 's in t hem at t he m om ent .

Colu m n s. I f you choose I nsert Colum ns, Excel insert s a new blank colum n t o t he left of t he act ive cell. I f you've select ed a range of cells, Excel insert s t he num ber of colum ns equal t o t he num ber of colum ns select ed in t he range.

W a r n in g: I f t he cells, colum ns, or rows t hat you send shift ing across t he spreadsheet by insert ing cells already cont ain dat a, you can m angle t he ent ire spreadsheet in short order. For exam ple, dat a you ent ered in t he debit colum n can suddenly end up in t he credit colum n. Proceed wit h ext rem e caut ion.

1 2 .1 .1 0 . Fin d a n d Re pla ce Exact ly as in Word, Excel has bot h a Find funct ion, which helps you locat e a specific spot in a big workbook, and a Replace feat ure t hat 's ideal for t hose m om ent s when your com pany get s incorporat ed int o a larger one, requiring it s nam e t o be changed in 34 places t hroughout a workbook. The rout ine goes like t his:

1 . H igh ligh t t h e ce lls you w a n t t o se a r ch. This st ep is crucial. By lim it ing t he search range, you ensure t hat your search- and- rescue operat ion won't run ram pant t hrough your spreadsheet , changing t hings you'd rat her leave as is.

2 . Ch oose Edit Fin d. I n t h e r e su lt in g dia log box , spe cify w h a t you w a n t t o se a r ch for , a n d in w h ich dir e ct ion ( se e Figu r e 1 2 - 1 4 ) . You can use a quest ion m ark ( ?) as a st and- in for a single charact er, or an ast erisk ( * ) t o represent m ore t han one charact er. I n ot her words, t yping P?t s will find cells cont aining " Pat s," " Pot s," and " Pit s" ; while t yping P* t s will find cells cont aining " Profit s," " Prophet s," and " Polt ergeist s." The " Find ent ire cells only" checkbox m eans t hat Excel will consider a cell a m at ch for your search t erm only if it s ent ire cont ent s m at ch; a cell t hat says " Annual profit s" isn't considered a m at ch for t he search t erm " Profit s."

Figu r e 1 2 - 1 4 . Usin g t h e Se a r ch pop- u p m e n u , you ca n spe cify w h e t h e r Ex ce l se a r ch e s t h e h igh ligh t e d ce lls fr om le ft t o r igh t of e a ch r ow ( " By Row s" ) or dow n e a ch colu m n ( " By Colu m n s" ) . Use t h e " Look in " pop- u p m e n u t o spe cify w h ich ce ll com pon e n t s a r e fa ir ga m e for t h e se a r ch : for m u la s, va lu e s ( t h a t is, t h e r e su lt s of t h ose for m u la s, a n d ot h e r da t a you 've t ype d in t o t h e ce lls) , or com m e n t s. Tu r n on " M a t ch ca se " if you 'r e t r yin g t o fin d " Bill" a n d n ot " bill."

3 . I f you in t e n d t o r e pla ce t h e ce ll con t e n t s ( in st e a d of j u st fin din g t h e m ) , click Re pla ce ; t ype t h e r e pla ce m e n t t e x t in t o t h e " Re pla ce w it h " box . Click Fin d N e x t ( or pr e ss Re t u r n ) .

Each t im e you click Find Next , Excel highlight s t he next cell it finds t hat m at ches your search phrase. I f you click Replace, you replace t he t ext wit h t he " Replace wit h" t ext . I f you click Replace All, of course, you replace every m at ching occurrence in t he select ed cells. Use caut ion.

1 2 .1 .1 1 . Er a sin g Ce lls " Erase," as any CI A operat ive can at t est , is a relat ive t erm . I n Excel, t he Edit Clear subm enu let s you st rip away various kinds of inform at ion wit hout necessarily em pt ying t he cell com plet ely. For exam ple:

Edit Cle a r All t ruly em pt ies t he select ed cells, rest oring t hem t o t heir prist ine, em pt y, and, unform at t ed condit ion. ( Cont rol- B does t he sam e t hing.)

Edit Cle a r For m a t s leaves t he cont ent s, but st rips away form at t ing ( including bot h t ext and num ber form at t ing) .

Edit Cle a r Con t e n t s em pt ies t he cell, but leaves t he form at t ing in place. I f you t hen t ype new num bers int o t he cell, t hey t ake on what ever cell form at t ing you had applied ( bold, blue, Currency, and so on) .

Edit

Cle a r

Com m e n t s delet es only elect ronic yellow st icky not es ( see Sect ion 14.4.4) .

None of t hese is t he sam e as Edit Delet e, which act ually chops cells out of your spreadsheet and m akes ot hers slide upward or left ward t o fill t he gap. ( Excel asks you which way you want exist ing cells t o slide.)

1 2 .1 .1 2 . Tu t or ia l 1 : En t e r in g D a t a I f you've never used a spreadsheet before, t he concept s described in t he previous pages m ay not m ake m uch sense unt il you've applied t hem in pract ice. This t ut orial, which cont inues wit h a second lesson on Sect ion 12.2.4, can help. Suppose t hat you, Web m arket er ext raordinaire, are preparing t o writ e your next best seller, The Two- Hour Wor kw eek, and you'd like t o include som e fact s and figures about your rem arkable rise t o success. So you cancel your m orning hang gliding lesson and crank up Excel t o get a handle on your years of part - t im e t oil.

1 . Cr e a t e a n e w spr e a dsh e e t docu m e n t by ch oosin g File

New (

-N).

Excel fills your screen wit h t he spreadsheet grid; t he first cell, A1, is select ed as t he act ive cell, await ing your keyst rokes.

2 . Be gin by t ypin g t h e t it le of you r spr e a dsh e e t in ce ll A1 . Profit and Loss St at em ent : Tim e is Not Money m ight be a good choice. As you t ype, t he charact ers appear in t he cell and in t he Edit box in t he Form ula bar.

3 . Click ou t side of ce ll A1 t o ge t ou t of t h e e n t r y m ode , click ba ck on ce ll A1 t o h igh ligh t it , a n d

3. t h e n pr e ss

- B.

Excel insert s your t ext int o cell A1. Since all t he cells t o t he right of A1 are em pt y, Excel runs t he cont ent s of cell A1 right over t he t op of t hem . When you press - B, Excel form at s t he first cell's t ext in bold, t o m ake a m ore im pressive t it le for your spreadsheet .

4 . Pr e ss Re t u r n t h r e e t im e s. An d t h e n pr e ss

- S.

Excel m oves t he act ive cell fram e down a couple of rows, select ing cell A4. Even if you haven't ent ered - S ( or choosing File Save) , nam ing it , and t hen any dat a yet , save t he spreadsheet by pressing choosing a suit able dest inat ion. Now as you cont inue t o work on your spreadsheet , periodically press -S t o save your work as you go along.

5 . Type January . You need t o t rack expenses over t im e: t o t rack t he proj ect by calendar year, nam e t he first colum n January. You could now t ab t o t he next cell, ent er February , and work your way down t he spreadsheet —but t here's an easier way. As not ed earlier, Excel can creat e a series of m ont hs aut om at ically for you, saving you t he effort of t yping February, March , and so on—you j ust have t o st art it off wit h t he first ent ry or t wo.

6 . Click on ce ou t side ce ll A4 t o ge t ou t of e n t r y m ode , a n d t h e n click ce ll A4 a ga in t o se le ct it . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e h igh ligh t e d ce ll; dr a g dir e ct ly dow n w a r d t h r ou gh 1 1 m or e ce lls. Pop- out yellow screen t ips reveal what Excel int ends t o aut ofill int o t he cells you're dragging t hrough. When t he screen t ip says Decem ber, st op. Excel ent ers t he m ont hs and highlight s t he cells you dragged t hrough. Figure 12- 15 shows t his st ep. Now it 's t im e t o add t he year headings across t he t op.

Figu r e 1 2 - 1 5 . D r a g t h e low e r - r igh t cor n e r h a n dle of a ce ll t o a u t ofill a se qu e n ce of m on t h s, da t e s, or t im e s. ( I n t h is e x a m ple , if Ja n u a r y is in r ow 4 , D e ce m be r w ill e n d u p in r ow 1 5 .)

7 . Click ce ll B3 t o se le ct it . Type 2 0 0 4 . Pr e ss Ta b, t ype 2 0 0 5 , a n d t h e n pr e ss En t e r . You'll use t he sam e Aut oFill m echanism t o t ype in t he nam es of t he next four years. But j ust dragging t he t iny square Aut oFill handle on t he 2004 cell wouldn't work t his t im e, because Excel wouldn't know whet her you want t o fill every cell wit h " 2004" or t o add successive years. So, you've given it t he first t wo years as a hint .

8 . D r a g t h r ou gh t h e 2 0 0 4 a n d 2 0 0 5 ce lls t o h igh ligh t t h e m . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e 2 0 0 5 ce ll; dr a g dir e ct ly t o t h e r igh t t h r ou gh t h r e e m or e ce lls. Excel aut om at ically fills in 2006, 2007 , and 2008 , using t he dat a in t he first t wo cells t o est ablish t he sequence. - B t o m ake I f you like, you can now highlight t he year row, t he m ont h colum n, or bot h, and t hen press t hem boldface ( see Figure 12- 16 ) . Chapt er 13 has m ore det ails on form at t ing your spreadsheet s. Now t hat t he basic fram ework of t he spreadsheet is in place, you can begin t yping in act ual num bers.

Figu r e 1 2 - 1 6 . You ca n m a k e t h e h e a din gs st a n d ou t fr om t h e da t a you 'll soon pu t in t h e ce lls by ch a n gin g t h e fon t st yle a n d a lign m e n t ( se e Ch a pt e r 1 3 ) . I n t h is e x a m ple , t h e r ow a n d colu m n h e a din gs a r e bold, a n d t h e colu m n h e a din gs a r e ce n t e r e d.

9 . Click ce ll B4 , Ja n u a r y 2 0 0 4 . En t e r a figu r e for you r Ja n u a r y in com e . Your first several m ont hs of operat ion showed a loss since you were invest ing in lot s of " Get Rich Quick on t he I nt ernet ! " program s. You invest ed heavily at t he beginning, and your losses in January were $1,895. Since t his is a loss, ent er it as a negat ive num ber, and leave off t he dollar sign—j ust t ype - 1895.

1 0 . Pr e ss Re t u r n ( or t h e dow n a r r ow k e y) . Excel m oves t he act ive cell fram e t o t he next row down.

1 1 . Type a n ot h e r n u m be r t o r e pr e se n t you r loss for Fe br u a r y; pr e ss Re t u r n . Re pe a t st e ps 9 a n d 1 0 u n t il you ge t t o t h e bot t om of t h e 2 0 0 4 colu m n . For t his experim ent , t he exact num bers t o t ype don't m at t er t oo m uch, but Figure 12- 16 shows one suggest ion. Perhaps, t oward t he end of t hat first year, you st art ed m aking m oney inst ead of losing m oney.

1 2 . Click in t h e Ja n u a r y 2 0 0 5 colu m n ( C4 ) ; fill in t h e n u m be r s for e a ch m on t h , pr e ssin g Re t u r n a ft e r e a ch e n t r y. Re pe a t w it h t h e ot h e r ye a r s. Rem em ber, t his is a success st ory, so t ype ever- increasing num bers in your colum ns, because once you st art ed m aking m oney, it was an ever- upward t rend. But t hen your incom e kind of leveled off t oward t he end of 2007 as you cut back your work week t o t wo hours. When you've successfully filled your spreadsheet wit h dat a, save your work one m ore t im e. You'll ret urn t o it lat er in t his chapt er—aft er you've read about what Excel can do wit h all of t hese num bers.

Pa r t I I I : Ex ce l Chapt er 12 Chapt er 13 Chapt er 14

Ch a pt e r 1 2 . Ba sic Ex ce l The best ad Microsoft ever ran for Excel went like t his: " 99% of spreadsheet users use Microsoft Excel. What are we doing wrong?" I t was good because it was t rue; Excel is t he biggest t hing going when it com es t o hardcore business program s. But Microsoft st ill seem s det erm ined t o keep finding ways t o m ake it bet t er, st irring t he heart s of account ant s, st at ist icians, and list m akers t he world over. Like t he rest of it s Office bret hren, Excel 2008 includes a bunch of new, helpful t ools: Ledger sheet s are an assort m ent of preform at t ed worksheet s designed t o perform com m on t asks such as balancing a checkbook, t racking an invest m ent port folio, or creat ing an expense report . The new Form ula Builder walks you t hrough t he st eps needed t o creat e t hese som et im es- daunt ing equat ions. I f you're already an old hand wit h form ulas, Form ula Aut oCom plet e assist s you whenever you st art t yping a form ula in t he Form ula Bar. Chart s in Excel 2008 have also been vast ly im proved, wit h new t em plat es and t ools t o provide effect s like 3- D, t ransparency, and shadows. The Chart t ab of t he Elem ent s Gallery provides easy access for previewing and insert ing any of t he dozens of Excel chart st yles. Finally, Microsoft keeps doing it s part t o fuel sales of large m onit ors: Mac fans can now creat e spreadsheet s wit h m ore t han 16,000 colum ns and one m illion rows—achieving spreadsheet - cell parit y wit h t heir PC- using count erpart s.

1 2 .1 . Spr e a dsh e e t Ba sics You use Excel, of course, t o m ake a spreadsheet —an elect ronic ledger book com posed of rect angles, known as cells, laid out in a grid ( see Figure 12- 1) . As you t ype num bers int o t he rect angular cells, t he program can aut om at ically perform any num ber of calculat ions on t hem . And alt hough t he spreadsheet 's fort e is working wit h num bers, you can use t hem for t ext , t oo; because t hey're act ually a specialized dat abase, you can t urn spreadsheet s int o schedules, calendars, wedding regist ries, address books, and ot her sim ple t ext dat abases.

Figu r e 1 2 - 1 . Ex ce l 2 0 0 8 h a s a ll t h e u su a l M a c OS X dooda ds, lik e close , m in im ize , a n d zoom bu t t on s a n d a st a t u s ba r . I n t h e st a t u s a r e a a t t h e bot t om le ft , Ex ce l t e lls you w h a t it t h in k s is h a ppe n in g—in t h is ca se , En t e r in dica t e s t h e a ct ive ce ll ( A1 ) is be in g e dit e d.

1 2 .1 .1 . Ope n in g a Spr e a dsh e e t A new Excel docum ent , called a w or kbook, is m ade up of one or m ore pages called worksheet s. ( You'll find m ore on t he workbook/ worksheet dist inct ion in Chapt er 14.) Each worksheet is an individual spreadsheet , wit h let t ered colum ns and num bered rows providing coordinat es t o refer t o t he cells in t he grid. New Workbook ( - N) , or you can use t he You can creat e a plain- Jane Excel workbook by select ing File Proj ect Gallery) . I f you happen t o find a t em plat e t hat fit s what you're t rying t o Office Proj ect Gallery ( File do, like planning a budget , t he Gallery can be a real t im esaver. For even m ore t im esavings, check out Excel 2008's new Ledger Sheet s cat egory, a collect ion of preform at t ed ledger t em plat es for a variet y of com m on list and financial t asks—wit h form ulas already calculat ed for you. You can choose from address list s, gift list s, check regist ers, budget s, invoices, expense report s, port folio t rackers, and lot s m ore.

T ip : Once you've added a Ledger Sheet , you can use it as- is or cust om ize any part of it . Even wit hout any spreadsheet skills, you can st art filling in t hese preform at t ed sheet s wit hout having t o t hink about cell form at t ing, cell references, or form ulae—and st ill t ake advant age of Excel's dat a- and num ber- crunching prowess. ( But you'll st ill find t his chapt er helpful when it com es t im e t o cust om ize a ledger sheet —or if you're int erest ed in how it 's doing what it does.)

Figu r e 1 2 - 2 . Top: You ca n qu ick ly a dd a le dge r sh e e t t o a n Ex ce l w or k book by click in g t h e Ele m e n t s Ga lle r y's Sh e e t s t a b a n d click in g on e of t h e Le dge r Sh e e t ca t e gor y bu t t on s. As you m ove you r cu r sor ove r t h e t h u m bn a ils, t h e sh e e t t it le a ppe a r s a t t h e le ft ; click a t h u m bn a il t o a dd t h e sh e e t t o you r w or k book . St a r t t ypin g t o e n t e r you r da t a , a n d u se Ta b or Re t u r n t o m ove t o t h e n e x t colu m n . Bot t om : Som e colu m n s ( su ch a s Ca t e gor y) fe a t u r e a gr a y t r ia n gle , click it t o ch oose a n e n t r y fr om a pop- u p m e n u . ( Le dge r Sh e e t s a r e a ct u a lly list s, w h ich a r e de scr ibe d st a r t in g on Se ct ion 1 2 .3 .)

Whet her it st ars out plain or preform at t ed, each worksheet can grow t o huge proport ions—about 16,000 colum ns wide ( labeled A, B, C… AA, AB, AC… AAA, AAB, AAC, and so on, and on, and on) , and one m illion rows t all ( see Figure 12- 3) . Furt herm ore, you can get at even m ore cells by adding m ore worksheet s t o t he workbook by clicking t he plus- sign but t on next t o t he worksheet t abs at t he bot t om left or by choosing I nsert Worksheet . Swit ch bet ween worksheet s by clicking t heir t abs.

Figu r e 1 2 - 3 . You ca n 't scr oll a ll t h e w a y t o ce ll BPZ1 0 0 0 0 0 4 1 in a n e w spr e a dsh e e t ( w e ll, you ca n , bu t it m a y t a k e se ve r a l da ys) , bu t you ca n le a p t o t h a t fa r dist a n t ce ll by t ypin g BPZ1 0 0 0 0 0 4 1 in t h e N a m e box on t h e le ft side of t h e For m u la ba r a n d pr e ssin g Re t u r n .

I n t ot al, you can have 17.18 billion cells in a single Excel worksheet ( 16,384 colum ns x 1,048,576 rows = 17,179,869,184 cells, t o be precise) . The only com pany t hat needs m ore space t han t hat for it s account ing is Microsoft it self.

T ip : Newly m int ed worksheet s always bear t he nam e Sheet 1, Sheet 2, and so on. To renam e a worksheet , double- click t he sheet 's nam e ( it 's on t he t ab on t he bot t om ) and t ype in a new one. Sheet nam es can be as long as 31 charact ers.

Each cell act s as a cont ainer for one of t wo t hings: dat a or a form ula. Dat a can be t ext , a num ber, a dat e, or j ust about anyt hing else you can t ype. A form ula, on t he ot her hand, does som et hing wit h t he dat a in ot her cells—such as adding t oget her t he num bers in t hem —and displays t he result . ( There's m ore on form ulas lat er in t his chapt er.) Excel refers t o cells by t heir coordinat es, such as B23 ( colum n B, row 23) . A new spreadsheet has cell A1 select ed ( surrounded by a t hick border) —it 's t he act ive cell. When you st art t yping, t he cell pops up slight ly, apparent ly hovering a quart er- inch above your screen's surface, wit h a slight shadow behind it . What ever you t ype appears in bot h t he act ive cell and t he Edit box on t he right side of t he Form ula bar. I f you prefer, you can click in t he Form ula bar and do your t yping t here. When you finish t yping, you can do any of t he following t o m ake t he act ive cell's new cont ent s st ick:

Press Ret urn, Tab, Ent er, or an arrow key.

Click anot her cell.

Click t he Ent er but t on in t he Form ula bar.

T ip : When you ent er inform at ion int o a cell by past ing, you m ay see a sm art but t on pop up in t he im m ediat e vicinit y ( Figure 12- 4) . Clicking t he but t on's arrow reveals a cont ext ual m enu wit h a num ber of form at t ing opt ions specific t o t he inform at ion you're past ing and where you're past ing it .

Figu r e 1 2 - 4 . A sm a r t bu t t on oft e n a ppe a r s j u st a ft e r you pa st e da t a in t o a ce ll. Click it s a r r ow t o displa y a sm a ll pop- u p m e n u fr om w h ich you ca n ch oose t o r e t a in t h e sou r ce for m a t t in g ( so t h a t t h e t e x t w ill r e t a in t h e for m a t t in g it h a d in it s or igin a l loca t ion or docu m e n t ) or m a t ch t h e de st in a t ion for m a t t in g ( in w h ich Ex ce l a u t om a t ica lly a dj u st s t h e t e x t t o t h e for m a t t in g in t h e cu r r e n t w or k book ) . Va r ia t ion s in clu de pa st in g j u st t h e va lu e s a n d n u m be r for m a t t in g, pa st in g t h e sou r ce colu m n w idt h , pa st in g j u st t h e ce ll for m a t t in g, a n d cr e a t in g a lin k t o t h e sou r ce ce ll ( se e Se ct ion 1 4 .2 .3 .1 ) . Sin ce Ex ce l isn 't psych ic, t h e sm a r t bu t t on give s you a ch a n ce t o t e ll it w h e t h e r you h a d t h e old or n e w for m a t t in g in m in d.

UP TO SPEED A Vie w t o Th r ill Page Layout view first appeared in Excel 2004 and it s benefit is obvious—you can now see how your print ed page will look wit hout looking at a print preview of your work. I n fact , som e people work in t his view from t he get - go, so t hey can design t heir spreadsheet t o fit on what ever size paper t hey'll event ually print it on. You no longer have t o const ruct a spreadsheet , print it , and t hen be surprised by t he result s. Working in Page Layout view provides gloriously inst ant aneous feedback on how your num erical creat ion will look when it goes t o hard copy. This view is so popular t hat Microsoft has m ade it t he view you see when you open a new spreadsheet . On t he downside, in Page Layout view, you get t o see less of your creat ion onscreen, due t o all t hose blank page m argins ( but what bet t er excuse t o invest in a new 30" m onit or?) . I f you'd prefer your new Excel docum ent s t o open in t he t radit ional Norm al view, visit Excel Preferences View and choose Norm al from t he " Preferred view for new sheet s" pop- up m enu. To swit ch views while you're working on a spreadsheet , click t he view but t on in t he lowerleft corner of t he docum ent window ( or use t he View m enu t o choose Norm al or Page Layout ) . Whichever view you choose, it affect s only your onscreen view—your spreadsheet print s ident ically.

1 2 .1 .2 . D a t a En t r y Working in an Excel sheet is sim ple, at it s heart : You ent er dat a or a form ula int o a cell, m ove t o t he next cell, ent er m ore inform at ion, and so on. But before ent ering dat a in a cell, you have t o first select t he cell. Clicking is

t he easiest m et hod; aft er you click a cell, t he cell border t hickens and as soon as you st art t yping, t he cell does t hat popping- up t hing.

T ip : When you double- click a cell, it pops up from t he spreadsheet and you find yourself again in t he edit ing m ode. I f, perhaps due t o an over- eager m ouse- but t on finger, you keep landing in t his " in- cell edit ing" m ode accident ally, choose Excel Preferences Edit panel, t urn off " Double- click allows edit ing direct ly in t he cell," and click OK. Now you can only edit cell cont ent s in t he Edit box on t he Form ula Bar.

To select a cell far away from t he current act ive cell, ent er t he cell's address ( t he colum n let t er followed by t he Go row num ber) in t he Nam e box on t he Form ula bar and press Ret urn ( see Figure 12- 3) . Or choose Edit To ( or press F5) , t o sum m on a dialog box where you can ent er t he address of t he lucky cell in t he Reference field. But t he fast est m eans of get t ing from cell t o cell is t o use t he keyboard. Excel is loaded wit h keyboard short cut s t hat m ake it easy t o plow t hrough an ent ire sheet 's wort h of cells wit hout having t o t ouch t he m ouse. Here's t he cheat sheet :

Ke yst r ok e

W h a t H a ppe n s

Arrow key

Select s a different cell—t he next one above, below, t o t he left , or t o t he right of t he current one.

Shift - arrow key

Select s t he current cell and t he one above, below, t o t he left , or t o t he right . Hold t he Shift key down and press t he arrow key m ore t han once t o ext end t he select ion.

Opt ion- left arrow, right arrow

Makes t he previous or next sheet in t he workbook act ive.

Cont rol- arrow key

Moves t he act ive cell t o t he next non- em pt y cell in t he direct ion indicat ed by t he arrow key.

Return

Accept s t he ent ry and m oves t he act ive cell down one row. ( Unless you've changed t hat Preferences Edit .) behavior in Excel

Shift - Ret urn

Accept s t he ent ry and m oves t he act ive cell up one row. ( Unless you've changed t hat behavior in Excel Preferences Edit .)

Tab

Accept s t he ent ry and m oves t he act ive cell right one colum n ( or t o t he first cell in t he next row in a m ult iple- cell select ion) .

Shift - Tab

Accept s t he ent ry and m oves t he act ive cell left one colum n.

Cont rol- Opt ionReturn

St art s a new line wit hin t he sam e cell.

Cont rol- Ret urn

Fills each select ed cell wit h t he sam e ent ry. ( First select t he cell range, t ype t he dat a t hat you want repeat ed in each cell, and t hen hit Cont rol- Ret urn t o fill all of t he cells.)

Esc

Cancels an ent ry.

Delet e

Delet es cell cont ent s.

Cont r ol- D

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly above it .

Cont r ol- R

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly t o t he left of it .

Ke yst r ok e

W h a t H a ppe n s

Cont rol- '

Fills t he act ive cell wit h t he form ula in t he cell direct ly above it , and leaves t he cell in Edit m ode.

Cont rol- ;

Ent ers t he current dat e.

Cont rol- Shift - :

Ent ers t he current t im e ( t o t he nearest m inut e) .

T ip : Ret urn doesn't have t o select t he next cell down; it can select any of t he four neighboring cells, or do not hing at all. Preferences Edit panel. You change what t he Ret urn key does in t he Excel

UP TO SPEED W in dow Tr ick s Because spreadsheet s can be wide, sprawling affairs, Excel is filled wit h windowm anipulat ion t ools t hat let you cont rol how t he program uses your precious screen real est at e. For exam ple, when you need t o see a few m ore rows and colum ns, choose View Full Screen. Excel hides all of it s t oolbars, st at us bars, and ot her nonessent ial it em s. Your Full Screen again ( or click Close Full precious cells fill your m onit or. Choose View Screen on t he t iny, one- but t on t oolbar) t o bring back t he bars. Anot her exam ple: As shown in Figure 12- 5, Excel's scroll bars have vert ical and horizont al split boxes, which you can double- click or drag t o split a sheet int o independent ly scrolling sect ions, as shown here. ( Not e t he discont inuit y in t he let t ering and num bering of rows and colum ns in t his illust rat ion; t he result of scrolling each pane t o a different part of t he spreadsheet .) To rem ove t he split , j ust double- click t he split box or t he split bar t hat separat es t he panes. ( Or choose Window Rem ove Split .) You don't have t o split t he window if all you want t o do is keep t he row and colum n nam es in view while scrolling t he rest of t he docum ent , however. Excel has a m uch m ore st ream lined m eans of locking t he colum n and row labels: Click in t he cell j ust below and t o Freeze Panes. t he right of t he row/ colum n label int ersect ion, and t hen choose Window Now scrolling affect s only t he body of t he spreadsheet ; t he row and colum n labels rem ain visible. I f, on t he ot her hand, you wish you could split your spreadsheet int o six or m ore panes in order t o work on widely separat ed bit s of dat a, open addit ional Windows by choosing Window New Window. Open as m any addit ional windows as you, your m onit or, and your m ult it asking abilit ies require. Each window is a separat e view of t he sam e spreadsheet ; m ake a change in one window and it affect s t hem all.

Figu r e 1 2 - 5 . D ou ble - click or dr a g t h e h or izon t a l or ve r t ica l split box e s t o sim u lt a n e ou sly vie w t w o or fou r pa r t s of a la r ge spr e a dsh e e t in on e w in dow . D ou ble - click t h e ba r be t w e e n pa n e s t o r e m ove t h e split vie w .

Excel is posit ively brim m ing wit h keyboard short cut s—t he t able on Sect ion 12.1.2 is j ust t he t ip of t he iceberg. For a com plet e list , open Excel Help and search for " Excel keyboard short cut s." ( By not including t he ent ire list in t his book, we're saving a sm all forest som ewhere in Oregon.)

1 2 .1 .3 . Kin ds of D a t a You can ent er four kinds of dat a int o an Excel spreadsheet : num bers, t ext , dat es, or t im es ( not including form ulas, which are described beginning on Sect ion 12.2) . Most ly, ent ering dat a is as st raight forward as t yping, but except ions lurk.

1 2 .1 .3 .1 . N u m be r s

There are only 21 charact ers t hat Excel considers num bers or part s of num bers: 1 2 3 4 5 6 7 8 9 0 . , ( ) + - / $ % e and E. Anyt hing else is t reat ed as t ext , which is ineligible for perform ing m ost calculat ions. For exam ple, if Excel sees t hreein a cell, it sees a bunch of t yped charact ers wit h no num erical value; when it sees 3.14, it sees a num ber.

Depending on t he form at t ing of t he cell where you're ent ering num bers, Excel m ight t ry t o do som e work for you. For exam ple, if you've applied currency form at t ing t o a cell, Excel t urns 3/ 2 int o $1.50. But if

you've form at t ed t he sam e cell as a Dat e, Tim e, or General, Excel t urns 3/ 2 int o a dat e—March 2 of t he current year.

When you've form at t ed a cell t o accept General input , and t he num ber you've ent ered is longer t han 11 digit s ( such as 12345678901112) , Excel convert s it t o scient ific not at ion ( 1.23457E+ 13) .

Excel's num ber precision is 15 significant digit s—anyt hing over 15 will be lost .

1 2 .1 .3 .2 . Te x t

Text can be any com binat ion of charact ers: num bers, let t ers, or ot her sym bols.

To m ake Excel look at a num ber as if it were a st ring of t ext ( rat her t han a num ber wit h which it can do all kinds of m at hem at ical wizardry) , you have t o eit her precede t he num ber wit h an apost rophe or form at t he cell as a t ext - based cell. To form at t he cell, choose Text from t he Form at m enu in t he Form at t ing Palet t e's Cells ( or right - click t he cell and choose Num ber pane. Alt ernat ively, select t he cell and choose Form at Form at Cells from t he short cut m enu) . Click t he Num ber t ab and t hen select Text from t he Cat egory list . Click OK.

1 2 .1 .3 .3 . D a t e s

You can perform m at h on dat es, j ust as t hough t hey were num bers. The t rick is t o t ype an equal sign ( = ) int o t he cell t hat will cont ain t he answer; t hen enclose t he dat es in quot at ion m arks and put t he operat or ( like + or * ) bet ween t hem . For exam ple, if you click a cell, t ype = " 12/ 30/ 2007" - " 5/ 25/ 1963" , and t hen press Ent er, Excel fills t he cell wit h 16290, t he num ber of days bet ween t he t wo dat es.

T ip : I f you're t rying t o det erm ine som eone's age wit h t his calculat ion, you probably want t o writ e it as = ( " 12/ 30/ 2007" - " 5/ 25/ 1963" ) / 365 which gives a result in years: 44.63013699.

This m at h is m ade possible by t he fact t hat dat es in Excel ar e num bers. Behind t he scenes, Excel convert s any dat e you t ype int o a special dat e serial num ber, which is com posed of a num ber t o t he left side of a decim al point ( t he num ber of days since January 1, 1904) and a num ber on t he right ( t he fract ion of a day) .

POW ER USERS' CLI N I C Th e Be gin n in gs of Tim e The original Macint osh used a st art ing dat e of January 1, 1904—which lingers on t o t his day. Windows PCs, by cont rast , use a st art ing dat e of January 1, 1900. Excel workbooks can now support eit her dat e syst em , but you m ay run int o problem s when linking or copying dat es bet ween workbooks based on different dat e syst em s. You can Preferences change t he dat e syst em for a workbook by choosing Excel Calculat ion and t urning off t he checkbox for " Use t he 1904 dat e syst em ." I f copying or linking bet ween workbooks gives you result s t hat are 1462 days off from what you expect , you'll need t o add a correct ion form ula. Visit www.support .m icrosoft .com / kb/ 214330 t o read Microsoft 's knowledge- base art icle t hat describes t he problem in det ail and supplies form ulas for correct ing it .

When ent ering dat es, you can use eit her a slash or a hyphen t o separat e m ont hs, days, and years. Usually it 's OK t o form at dat e and t im e num bering at any t im e. However, you'll avoid occasional dat e recognit ion problem s by applying dat e or t im e form at t ing befor e you ent er t he dat a in t he cell.

1 2 .1 .3 .4 . Tim e s

Excel also t reat s t im es as num bers—specifically, as t he fract ional part of a dat e serial num ber, which is a num ber represent ing t he num ber of days since m idnight on January 1, 1904.

Excel bases t im es on t he 24- hour clock, or m ilit ary t im e. To ent er a t im e using t he 12- hour clock, follow t he num ber wit h an a or p . For exam ple, t o Excel, 9: 34 always m eans 9: 34 a.m ., but 9: 34 p m eans 9: 34 p.m .—and 21: 34 also m eans 9: 34 p.m . Whet her you t ype 9: 34 p or 21: 34, Excel displays it in t he spreadsheet as 21: 34 unless you form at t he cell t o display it in t he AM/ PM form at .

As wit h dat es, you can perform calculat ions on t im es by ent ering an equal sign and t hen enclosing t he t im es in quot at ion m arks and t yping t he separat or in t he m iddle. For exam ple, = " 9: 34" - " 2: 43" gives you 0.285416667, t he decim al fract ion of a day bet ween 2: 43 a.m . and 9: 34 a.m . I f you form at t he cell wit h t im e form at t ing, as described on Sect ion 13.1.4.1, you inst ead get a m ore useful 6: 51, or six hours and 51 m inut es' difference.

W ORKAROUN D W ORKSH OP W h e n Ex ce l For m a t s N u m be r s a s D a t e s I f you ent er what looks like a dat e t o Excel ( say, May 3, 1999) , and t hen lat er, in t he process of revising your spreadsheet , ent er a num ber cont aining a decim al ( such as 23.25) , Excel convert s your decim al int o a dat e ( 23 becom es January 23, 1904) . What 's going on? All cells st art out wit h a generic form at . But when you ent er what Excel int erpret s as a dat e or t im e, Excel aut om at ically applies dat e or t im e form at t ing. I n t his exam ple, when Excel int erpret ed t he first ent ry as a dat e, it applied dat e form at t ing t o t he cell. Lat er, when t he first ent ry was replaced wit h a decim al num ber, Excel ret ained t he dat e form at t ing—and m errily displayed t he num ber as a dat e. You don't have t o let Excel guess at what form at you want , t hough. Take charge! Select t he cells in quest ion and choose Cells ( or right - click t he cells and choose Form at Cell from t he short cut m enu) . Form at Use t he Num ber t ab t o select t he appropriat e form at , and your t roubles are over. Sim ilarly, t o keep Excel from t urning t wo num bers separat ed by a forward slash int o a dat e, and keep it as a fract ion inst ead, put a 0 and a space in front of t he fract ion ( ent er 0 1/ 4) —or j ust form at t he cell wit h t he Num ber cat egory. Excel now underst ands t hat you int ended t o ent er a fract ion.

N ot e : I f t he t im es in a calculat ion span m idnight , t he calculat ion will be wrong, since t im es reset at m idnight . Fix it by adding 24 hours t o t he calculat ion—or even bet t er by using t he MOD funct ion. ( See Sect ion 12.2.2 for m ore on funct ions.)

1 2 .1 .4 . Te diu m Sa vin gs 1 : Au t oCom ple t e Excel 2008 is t eem ing wit h feat ures t o save you t yping. The first , Aut oCom plet e, com es int o play when you ent er repet it ive dat a down a colum n. Find out m ore in Figure 12- 6.

Figu r e 1 2 - 6 . Ex ce l's Au t oCom ple t e fu n ct ion w a t ch e s a s you t ype in a give n ce ll. I f you r e n t r y look s a s t h ou gh it m igh t m a t ch t h e con t e n t s of a n ot h e r ce ll in t h e sa m e colu m n , Ex ce l sh ow s a pop- u p m e n u of t h ose possibilit ie s. To se le ct on e , pr e ss t h e dow n a r r ow u n t il t h e e n t r y you w a n t is h igh ligh t e d, a n d t h e n pr e ss Re t u r n . Alt e r n a t ive ly, j u st click t h e e n t r y in t h e list . Eit h e r w a y, Ex ce l fin ish e s t h e t ypin g w or k for you .

1 2 .1 .5 . Te diu m Sa vin gs 2 : For m u la Au t oCom ple t e Form ula Aut oCom plet e is a new feat ure appearing in Excel 2008, ext ending t he Aut oCom plet e concept t o t he chore of writ ing form ulas. I nst ead of having t o rem em ber all t he elem ent s for a form ula, Excel prom pt s you wit h valid funct ion nam es and synt ax as you t ype .

1 2 .1 .6 . Te diu m Sa vin gs 3 : Au t oFill Excel's Aut oFill feat ure can save you hours of t yping and possibly carpel t unnel surgery, t hanks t o it s ingenious abilit y t o fill m iles of cells wit h dat a aut om at ically. The Edit Fill subm enu is especially useful when you're duplicat ing dat a or t yping it em s in a series ( such as days of t he week, m ont hs of t he year, or even sequent ial apart m ent num bers) . I t has seven opt ions: Down, Right , Up, Left , Across Sheet s, Series, and Just ify. Here's how t hey work. I n each case, you st art t he process by t yping dat a int o a cell and t hen highlight ing a block of cells beginning wit h t hat cell ( see Figure 12- 7) . Then, choose any of t he following:

D ow n , Up. Fills t he select ed block of cells wit h what ever's in t he t op or bot t om cell of t he select ed block. You m ight use one of t hese com m ands when set t ing up a series of form ulas in a colum n t hat adds a row of cells.

Figu r e 1 2 - 7 . Fillin g a r a n ge of ce lls w it h for m u la s is w h e r e Au t oFill r e a lly sh in e s. You ca n dr a g Fill Righ t ( t op) . t h e for m u la in ce ll B6 t h ou gh ce lls t o t h e r igh t a n d t h e n ch oose Edit Ex ce l fills t h e ce ll w it h t ot a ls of t h e colu m n s a bove t h e m ( bot t om ) .

Righ t , Le ft. Fills t he select ed range of cells wit h what ever's in t he left m ost or right m ost cell. For exam ple, you'd use t his feat ure when you need t o put t he sam e t ot al calculat ion at t he bot t om of 23 different colum ns.

Acr oss W or k sh e e t s. Fills t he cells in ot her sheet s in t he sam e workbook wit h t he cont ent s of t he select ed cells. For exam ple, suppose you want t o set up worksheet s t hat t rack invent ory and pricing over different m ont hs in different locat ions, and you want t o use a different worksheet for each locat ion. You can fill in all of t he general colum n and row headings ( such as part num bers and m ont hs) across worksheet s wit h t his com m and. To m ake t his work, st art by select ing t he cells whose cont ent s you wish t o copy. Then select t he sheet s - clicking non- cont iguous sheet t abs at t he you want t o fill by Shift - clicking a group of sheet t abs or bot t om of t he window. ( I f you can't see all t he t abs easily, drag t he slider bet ween t he t abs and t he horizont al scroll bar. When you drag it t o t he right , t he scroll bar shrinks, leaving m ore room for t he t abs.) Choose Edit Fill Across Sheet s. A sm all dialog box ( see Figure 12- 8) asks whet her you want t o copy dat a, form at s, or bot h across t he select ed worksheet s. Make your choice by clicking one of t he radio but t ons, and t hen click OK.

Figu r e 1 2 - 8 . You ca n copy t h r e e w a ys in t o ot h e r w or k sh e e t s: All ( bot h t h e for m a t s a n d da t a ) , Con t e n t s ( t h e da t a or for m u la e ) , or For m a t s ( j u st t h e for m a t s in t h e w or k sh e e t ) .

Se r ie s. Fills t he select ed cells wit h a series of increasing or decreasing values based on t he cont ent s of t he t opm ost cell ( if t he select ed cells are in a colum n) or t he left m ost cell ( if t he cells are in a row) . For exam ple, suppose you're about t o t ype in t he daily st at ist ics for t he num ber of dot - com st art ups t hat went out of business during t he first t wo weeks of 2008. I nst ead of having t o t ype 14 dat es int o a row of cells, you out source t his t ask t o Excel. Fill Ent er 1/ 1/ 2008 in a cell. Then highlight t hat cell and t he next 13 cells t o it s right . Now choose Edit Series. The Series window appears, where you can specify how t he fill t akes place. You could m ake t he cell labels increase by m ont hs, years, every ot her day, or what ever. Click OK; Excel fills t he cells wit h t he dat e series 1/ 1/ 2008, 1/ 2/ 2008, 1/ 3/ 2008, and so on.

T ip : The above exam ple reflect s t he way Am ericans writ e dat es, of course. I f you use a different syst em for writ ing dat es ( perhaps you live in Europe or Aust ralia) , and you've used t he Mac's I nt ernat ional preference pane ( choose Syst em Preferences) t o specify t hat you like January 14, 2008 writ t en 14/ 1/ 2008, t he next t im e you launch Excel it aut om at ically form at s dat es t he way you like t hem .

The ot her opt ions in t his dialog box include Linear ( adds t he am ount in t he St ep field t o each successive cell's num ber) , Growt h ( m ult iplies by t he num ber in t he St ep field) , and Aut oFill ( relies on t he list s described in t he next sect ion) .

Ju st ify . Spreads t he t ext in a single cell across several cells. You'd use t his funct ion t o creat e a heading t hat spans t he colum ns beneat h it . I f t he cells are in a row, t his com m and spreads t he t ext in t he left m ost cell across t he select ed row of cells. I f t he cells are in a colum n, it breaks up t he t ext so t hat one word goes int o each cell.

N ot e : At t his writ ing, t he Just ify com m and doesn't work in t he current version of Excel ( version 12.0) . Unt il Microsoft Cells Alignm ent , and fixes it , you can achieve t he sam e effect by select ing t he group of cells, choosing Form at choosing Cent er Across Select ion from t he Horizont al pop- up m enu.

1 2 .1 .6 .1 . Usin g t h e Fill h a n dle You don't have t o use t he Edit Fill subm enu t o harness t he power of Excel's Aut oFill feat ure. As a t im esaving gest ure, Microsoft also gives you t he fill handle ( see Figure 12- 9) , a sm all square in t he lower right of a select ion rect angle. I t let s you fill adj acent cells wit h dat a, exact ly like t he Fill com m ands—but wit hout a t rip t o a m enu and a dialog box.

Figu r e 1 2 - 9 . To u se t h e fill h a n dle , se le ct t h e ce ll con t a in in g t h e for m u la or va lu e s you w a n t t o r e plica t e a n d dr a g t h e t in y fill h a n dle a t t h e low e r - r igh t cor n e r of t h e se le ct ion a cr oss t h e ce lls you w a n t t o fill. W h e n you r e le a se you r m ou se , Ex ce l fills t h e ce lls a n d displa ys t h e sm a r t bu t t on , givin g you t h e opt ion t o fill w it h or w it h ou t for m a t t in g, or w it h for m a t t in g on ly.

To use it , select t he cells cont aining t he dat a you want t o duplicat e or ext end, t hen drag t he t iny fill handle across t he cells where you want t he dat a t o be, as shown in Figure 12- 9. Excel t hen fills t he cells, j ust as t hough you'd used t he Fill Down, Right , Up, or Left com m and. ( To fill a series, Cont rol- click t he handle and choose an opt ion from t he short cut m enu.)

T ip : Excel can perform som e dram at ic and com plex fill operat ions for you if you highlight m ore t han one cell before dragging t he fill handle. Suppose, for exam ple, t hat you want t o creat e a list of every t hird house num ber on your st reet . Ent er 201 Elm St. in t he first cell, t hen 204 Elm St. in t he next one down. Highlight bot h of t hem , and t hen drag t he fill handle at t he lower- right corner of t he second cell downward.Excel cleverly fills t he previously em pt y cells wit h 207 Elm St ., 210 Elm St ., 213 Elm St ., and so on.

What 's m ore, t he fill handle can do sm art filling t hat you won't find on t he Edit Fill subm enu. For exam ple, if you t ype January int o a cell and t hen drag t he fill handle across t he next bunch of cells, Excel fills t hem wit h February, March, and so on; dit t o for days of t he week. Drag beyond Decem ber or Sat urday, and Excel st art s at t he series over again. I n fact , if you t ype January, March, drag t hrough bot h cells t o select t hem , and t hen drag t he fill handle across subsequent cells, Excel fills t hem in wit h May, July, and so on. How cool is t hat ? What 's m ore, you can t each Excel about any ot her sequent ial list s you regularly use in your line of work ( NY Office, Cleveland Office, San Diego Office, and so on) . Just choose Excel Preferences Cust om List s panel; click Add and t hen t ype t he series of it em s in order, each on it s own line. Click OK; t he Aut oFill list is now ready t o use.

T ip : You can also t ype t he list in a colum n of cells, select t he cells, and t hen choose Preferences Add.

Cust om List s

FREQUEN TLY ASKED QUESTI ON I n va sion of t h e # # # # # # s A few of m y num bers have been replaced by # # # # # sym bols. Do I have a virus? A st ring of num ber signs in a cell m eans, " The cell isn't wide enough t o show what ever t ext or num ber is supposed t o be here. Widen t he colum n—or use a sm aller font —if you ever hope t o see your num bers again." As not ed lat er in t his chapt er, t he quickest way t o fix t he problem is t o double- click t he divider line bet ween t he gray colum n- let t er headings—t he one t o t he right of t he colum n cont aining t he # # # # # # s. Excel inst ant ly m akes t he colum n wide enough t o show all t he num bers inside of it . That 's not t he only error not at ion you m ight see in a cell, by t he way. Excel m ight also react t o fault y form ulas by showing, for exam ple, # DI V/ 0! ( your form ula is at t em pt ing t o divide a num ber by zero, which, as you rem em ber from t hird grade, is a m at hem at ical nono) ; # VALUE! ( you've used unavailable dat a in a form ula, by referring t o an em pt y cell, for exam ple) ; # REF ( a bogus cell reference) ; and so on.

1 2 .1 .7 . Se le ct in g Ce lls ( a n d Ce ll Ra n ge s) Select ing a single cell in Excel is easy. Just click t he cell t o select it . Oft en, t hough, you'll want t o select m ore t han one cell—in readiness for copying and past ing, m aking a chart , applying boldface, or using t he Fill com m and, for exam ple. Figure 12- 10 depict s all you need t o know for your select ion needs.

Se le ct a sin gle ce ll. To select a single cell, click it or ent er it s address in t he Nam e box ( which is shown in Figure 12- 1) or press F5.

Se le ct a block of ce lls. To select a rect angle of cells, j ust drag diagonally across t hem . You highlight all of t he cells wit hin t he boundaries of t he im aginary rect angle you're drawing. ( Or click t he cell in one corner of t he block and t hen Shift - click t he cell diagonally opposit e.)

Se le ct a n on con t igu ou s gr ou p of ce lls. To select cells t hat aren't t ouching, - click ( t o add individual independent cells t o t he select ion) or - drag across cells ( t o add a block of t hem t o t he select ion) . Repeat as m any t im es as you like; Excel is perfect ly happy t o highlight random cells, or blocks of cells, in various corners of t he spreadsheet sim ult aneously.

Se le ct a r ow or colu m n . Click a row or colum n heading ( t he gray label of t he row or colum n) .

Se le ct se ve r a l r ow s or colu m n s. To select m ore t han one row or colum n, drag t hrough t he gray row num bers or colum n let t ers. ( You can also click t he first one, t hen Shift - click t he last one. Excel highlight s everyt hing in bet ween.)

Figu r e 1 2 - 1 0 . You ca n h igh ligh t spr e a dsh e e t ce lls, r ow s, a n d colu m n s in va r iou s com bin a t ion s. You ca n copy u sin g r e ct a n gu la r - sh a pe d se le ct ion s, bu t you ca n a pply ce ll for m a t t in g ch a n ge s t o a n y gr ou p of se le ct e d ce lls. Top: Click a ce ll ( or a r r ow - k e y you r w a y in t o it ) t o h igh ligh t j u st on e ce ll. Se con d fr om t op: Click a r ow n u m be r or colu m n le t t e r ( r ow 5 , in t h is ca se ) t o h igh ligh t a n e n t ir e r ow or colu m n . Th ir d fr om t op: D r a g t o h igh ligh t a r e ct a n gu la r block of ce lls; a dd in dividu a l a ddit ion a l ce lls t o - click ing. t h e se le ct ion by Bot t om : - click r ow h e a din gs a n d colu m n h e a din gs t o h igh ligh t in t e r se ct in g r ow s a n d colu m n s.

Se le ct n on con t igu ou s r ow s or colu m n s. To select t wo or m ore rows or colum ns t hat aren't t ouching, - click, or - drag t hrough, t he corresponding gray row num bers. You can even com bine t hese t echniques—highlight first rows, t hen colum ns, and voilà! I nt ersect ing swat hs of highlight ing.

Se le ct a ll ce lls. Press - A t o select every cell on t he sheet —or j ust click t he gray, far upper- left rect angle wit h t he diam ond in it .

T ip : To select wit hin t he cont ent s of a cell, double- click t he cell and t hen use t he I - beam select ion t ool t o select t he t ext you want .

1 2 .1 .8 . M ovin g Th in gs Ar ou n d Once you've select ed som e cells, you can m ove t heir cont ent s around in various ways—a handy fact , since few people t ype everyt hing in exact ly t he right place t he first t im e. Excel only let s you copy groups of cells t hat are basically rect angular in shape or t hat share t he sam e rows and m ult iple colum ns or t he sam e colum ns in m ult iple rows. Figure 12- 11 shows som e accept able and unaccept able select ions for copying.

Figu r e 1 2 - 1 1 . Th ou sh a lt copy m u lt iple ce lls by se le ct in g a r e ct a n gu la r gr ou p of ce lls, a n e n t ir e r ow or colu m n , m u lt iple r ow s or colu m n s, or m a t ch in g gr ou ps of ce lls in va r iou s r ow s or colu m n s. Th e t h r e e u ppe r e x a m ple s a r e a cce pt a ble , t h e bot t om on e is n ot . I f you t r y t o copy a gr ou p of ce lls a n d don 't follow t h e se se le ct ion r u le s, Ex ce l in for m s you of you r e r r or : " Th a t com m a n d ca n n ot be u se d on m u lt iple se le ct ion s."

1 2 .1 .8 .1 . Cu t t in g, copyin g, a n d pa st in g Just as in any ot her Mac program , you can use t he Edit m enu com m ands—Cut ( - X) , Copy ( - C) , and Past e ( - V) —t o m ove cell cont ent s around t he spreadsheet —or t o a different sheet or workbook alt oget her. When you past e a group of cells, you can eit her select t he sam e num ber of cells at your dest inat ion, or select j ust one cell—which becom es t he upper left cell of t he past ed group. But unlike ot her Mac program s, Excel doesn't appear t o cut your select ion im m ediat ely. I nst ead, t he cut area sprout s a dot t ed, m oving border, but ot herwise rem ains unaffect ed. I t isn't unt il you select a dest inat ion cell or cells and select Edit Past e t hat t he cut t akes place ( and t he shim m ering st ops) .

T ip : Press t he Esc key t o m ake t he anim at ed dot t ed lines st op m oving, wit hout ot herwise affect ing your copy or cut operat ion. One m ore piece of advice: Check t he st at us bar at t he bot t om of t he window t o find out what Excel t hinks is

happening ( " Select dest inat ion and press ENTER or choose Past e," for exam ple) .

1 2 .1 .8 .2 . Pa st e Spe cia l The Edit Past e Special com m and sum m ons a dialog box inquiring about how and what t o past e. For exam ple, you m ight decide t o past e t he form ulas cont ained in t he m at erial you copied so t hat t hey cont inue t o do aut om at ic m at h—or only t he values ( t he result s of t he calculat ions as t hey appear in t he copied m at erial) .

T ip : This dialog box also cont ains t he m ight y Transpose checkbox, a t iny opt ion t hat can save your bacon. I t let s you swap rows- for- colum ns in t he act of past ing, so t hat dat a you input in colum ns winds up in rows, and vice versa. This kind of t opsy- t urvy spreadsheet m odificat ion can be a great help if you want t o swap t he orient at ion of your ent ire spreadsheet , or copy a group of cells bet ween spreadsheet s which have j uxt aposed rows and colum ns.

Figu r e 1 2 - 1 2 . Th e Pa st e Spe cia l com m a n d le t s you pa st e for m u la s, com m e n t s, a n d for m a t t in g in de pe n de n t ly. Th e Ope r a t ion s opt ion s le t you pe r for m a m a t h e m a t ica l ope r a t ion a s you pa st e , su ch a s a ddin g w h a t you 've copie d t o t h e con t e n t s of t h e ce lls you 'r e pa st in g ove r .

1 2 .1 .8 .3 . D r a g- a n d- dr op Excel also let s you grab a select ed range of cells and drag t he cont ent s t o a new locat ion. To do t his, select t he cells you want t o m ove, t hen point t o t he t hick border on t he edge of t he select ion, so t hat t he cursor changes int o a lit t le hand t hat grabs t he cells. You can now drag t he select ed cells t o anot her spot on t he spreadsheet . When you release t he m ouse but t on, Excel m oves t he dat a t o t he new locat ion, exact ly as t hough you'd used Cut and Past e. You can m odify how dragging and dropping it em s and Excel works by holding down t hese m odifier keys:

Opt ion . I f you hold down t he Opt ion key, Excel copies t he cont ent s t o t he new locat ion, leaving t he originals in place.

Sh ift . Norm ally, if you drag cells int o a spreadsheet area t hat you've already filled in, Excel asks if you're sure you want t o wipe out t he cell cont ent s already in residence. I f you Shift - drag cells, however, Excel creat es enough new cells t o m ake room for t he dragged cont ent s, shoving aside ( or down) t he cell cont ent s current occupant s in order t o m ake room .

Opt ion a n d Sh ift . Holding down bot h t he Opt ion and Shift keys as you drag copies t he dat a and insert s new cells for it .

Con t r ol. Cont rol- dragging yields a m enu of 11 opt ions when you drop t he cells. This m enu let s you choose whet her you want t o m ove t he cells, copy t hem , copy j ust t he values or form ulas, creat e a link or hyperlink, or shift cells around. I t even let s you cancel t he drag.

1 2 .1 .9 . I n se r t in g a n d Re m ovin g Ce lls Suppose you've j ust com plet ed your spreadsheet cat aloging t he rainfall pat t erns of t he Pacific Nort hwest , count y by count y, and t hen it hit s you: You forgot Hum boldt Count y in California. Besides t he quest ion of how you could possibly forget Hum boldt Count y, t he larger quest ion rem ains: What do you do about it in your spreadsheet ? Delet e t he whole t hing and st art over? Fort unat ely, Excel let s you insert blank cells, rows, or colum ns int o exist ing sheet s t hrough t he I nsert m enu. Here's how each works.

Ce lls. The I nsert Cells com m and sum m ons t he I nsert dialog box. I t let s you insert new, blank cells int o your spreadsheet , and let s you specify what happens t o t he cells t hat are already in place—whet her t hey get shift ed right or down. See Figure 12- 13 .

Row s. I f you choose I nsert

Rows, Excel insert s a new, blank row above t he act ive cell.

Figu r e 1 2 - 1 3 . W h e n you se le ct ce lls a n d t h e n ch oose I n se r t Ce lls, Ex ce l a sk s w h e r e you w a n t t o pu t t h e n e w ce lls ( t op) . Th e t w o bu t t on s a t t h e bot t om le t you in se r t e n t ir e r ow s or colu m n s. Ex ce l t h e n in se r t s t h e sa m e n u m be r of ce lls a s you 've se le ct e d in t h e loca t ion se le ct e d, a n d m ove s t h e pr e viou s r e side n t s of t h ose ce lls in t h e dir e ct ion t h a t you spe cify ( bot t om ) . I n a ddit ion , t h e For m a t sm a r t bu t t on a ppe a r s, givin g you t h r e e ch oice s: for m a t you r n e w ce lls t o m a t ch t h ose a bove , t h ose be low , or w it h ou t for m a t t in g a t a ll.

T ip : I f you select som e cells before using t he I nsert Cells com m and, Excel insert s t he num ber of rows equal t o t he num ber of rows select ed in t he range. That 's a handy way t o cont rol how m any rows get added—t o add six blank rows, highlight six rows, regardless of what 's in t hem at t he m om ent .

Colu m n s. I f you choose I nsert Colum ns, Excel insert s a new blank colum n t o t he left of t he act ive cell. I f you've select ed a range of cells, Excel insert s t he num ber of colum ns equal t o t he num ber of colum ns select ed in t he range.

W a r n in g: I f t he cells, colum ns, or rows t hat you send shift ing across t he spreadsheet by insert ing cells already cont ain dat a, you can m angle t he ent ire spreadsheet in short order. For exam ple, dat a you ent ered in t he debit colum n can suddenly end up in t he credit colum n. Proceed wit h ext rem e caut ion.

1 2 .1 .1 0 . Fin d a n d Re pla ce Exact ly as in Word, Excel has bot h a Find funct ion, which helps you locat e a specific spot in a big workbook, and a Replace feat ure t hat 's ideal for t hose m om ent s when your com pany get s incorporat ed int o a larger one, requiring it s nam e t o be changed in 34 places t hroughout a workbook. The rout ine goes like t his:

1 . H igh ligh t t h e ce lls you w a n t t o se a r ch. This st ep is crucial. By lim it ing t he search range, you ensure t hat your search- and- rescue operat ion won't run ram pant t hrough your spreadsheet , changing t hings you'd rat her leave as is.

2 . Ch oose Edit Fin d. I n t h e r e su lt in g dia log box , spe cify w h a t you w a n t t o se a r ch for , a n d in w h ich dir e ct ion ( se e Figu r e 1 2 - 1 4 ) . You can use a quest ion m ark ( ?) as a st and- in for a single charact er, or an ast erisk ( * ) t o represent m ore t han one charact er. I n ot her words, t yping P?t s will find cells cont aining " Pat s," " Pot s," and " Pit s" ; while t yping P* t s will find cells cont aining " Profit s," " Prophet s," and " Polt ergeist s." The " Find ent ire cells only" checkbox m eans t hat Excel will consider a cell a m at ch for your search t erm only if it s ent ire cont ent s m at ch; a cell t hat says " Annual profit s" isn't considered a m at ch for t he search t erm " Profit s."

Figu r e 1 2 - 1 4 . Usin g t h e Se a r ch pop- u p m e n u , you ca n spe cify w h e t h e r Ex ce l se a r ch e s t h e h igh ligh t e d ce lls fr om le ft t o r igh t of e a ch r ow ( " By Row s" ) or dow n e a ch colu m n ( " By Colu m n s" ) . Use t h e " Look in " pop- u p m e n u t o spe cify w h ich ce ll com pon e n t s a r e fa ir ga m e for t h e se a r ch : for m u la s, va lu e s ( t h a t is, t h e r e su lt s of t h ose for m u la s, a n d ot h e r da t a you 've t ype d in t o t h e ce lls) , or com m e n t s. Tu r n on " M a t ch ca se " if you 'r e t r yin g t o fin d " Bill" a n d n ot " bill."

3 . I f you in t e n d t o r e pla ce t h e ce ll con t e n t s ( in st e a d of j u st fin din g t h e m ) , click Re pla ce ; t ype t h e r e pla ce m e n t t e x t in t o t h e " Re pla ce w it h " box . Click Fin d N e x t ( or pr e ss Re t u r n ) .

Each t im e you click Find Next , Excel highlight s t he next cell it finds t hat m at ches your search phrase. I f you click Replace, you replace t he t ext wit h t he " Replace wit h" t ext . I f you click Replace All, of course, you replace every m at ching occurrence in t he select ed cells. Use caut ion.

1 2 .1 .1 1 . Er a sin g Ce lls " Erase," as any CI A operat ive can at t est , is a relat ive t erm . I n Excel, t he Edit Clear subm enu let s you st rip away various kinds of inform at ion wit hout necessarily em pt ying t he cell com plet ely. For exam ple:

Edit Cle a r All t ruly em pt ies t he select ed cells, rest oring t hem t o t heir prist ine, em pt y, and, unform at t ed condit ion. ( Cont rol- B does t he sam e t hing.)

Edit Cle a r For m a t s leaves t he cont ent s, but st rips away form at t ing ( including bot h t ext and num ber form at t ing) .

Edit Cle a r Con t e n t s em pt ies t he cell, but leaves t he form at t ing in place. I f you t hen t ype new num bers int o t he cell, t hey t ake on what ever cell form at t ing you had applied ( bold, blue, Currency, and so on) .

Edit

Cle a r

Com m e n t s delet es only elect ronic yellow st icky not es ( see Sect ion 14.4.4) .

None of t hese is t he sam e as Edit Delet e, which act ually chops cells out of your spreadsheet and m akes ot hers slide upward or left ward t o fill t he gap. ( Excel asks you which way you want exist ing cells t o slide.)

1 2 .1 .1 2 . Tu t or ia l 1 : En t e r in g D a t a I f you've never used a spreadsheet before, t he concept s described in t he previous pages m ay not m ake m uch sense unt il you've applied t hem in pract ice. This t ut orial, which cont inues wit h a second lesson on Sect ion 12.2.4, can help. Suppose t hat you, Web m arket er ext raordinaire, are preparing t o writ e your next best seller, The Two- Hour Wor kw eek, and you'd like t o include som e fact s and figures about your rem arkable rise t o success. So you cancel your m orning hang gliding lesson and crank up Excel t o get a handle on your years of part - t im e t oil.

1 . Cr e a t e a n e w spr e a dsh e e t docu m e n t by ch oosin g File

New (

-N).

Excel fills your screen wit h t he spreadsheet grid; t he first cell, A1, is select ed as t he act ive cell, await ing your keyst rokes.

2 . Be gin by t ypin g t h e t it le of you r spr e a dsh e e t in ce ll A1 . Profit and Loss St at em ent : Tim e is Not Money m ight be a good choice. As you t ype, t he charact ers appear in t he cell and in t he Edit box in t he Form ula bar.

3 . Click ou t side of ce ll A1 t o ge t ou t of t h e e n t r y m ode , click ba ck on ce ll A1 t o h igh ligh t it , a n d

3. t h e n pr e ss

- B.

Excel insert s your t ext int o cell A1. Since all t he cells t o t he right of A1 are em pt y, Excel runs t he cont ent s of cell A1 right over t he t op of t hem . When you press - B, Excel form at s t he first cell's t ext in bold, t o m ake a m ore im pressive t it le for your spreadsheet .

4 . Pr e ss Re t u r n t h r e e t im e s. An d t h e n pr e ss

- S.

Excel m oves t he act ive cell fram e down a couple of rows, select ing cell A4. Even if you haven't ent ered - S ( or choosing File Save) , nam ing it , and t hen any dat a yet , save t he spreadsheet by pressing choosing a suit able dest inat ion. Now as you cont inue t o work on your spreadsheet , periodically press -S t o save your work as you go along.

5 . Type January . You need t o t rack expenses over t im e: t o t rack t he proj ect by calendar year, nam e t he first colum n January. You could now t ab t o t he next cell, ent er February , and work your way down t he spreadsheet —but t here's an easier way. As not ed earlier, Excel can creat e a series of m ont hs aut om at ically for you, saving you t he effort of t yping February, March , and so on—you j ust have t o st art it off wit h t he first ent ry or t wo.

6 . Click on ce ou t side ce ll A4 t o ge t ou t of e n t r y m ode , a n d t h e n click ce ll A4 a ga in t o se le ct it . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e h igh ligh t e d ce ll; dr a g dir e ct ly dow n w a r d t h r ou gh 1 1 m or e ce lls. Pop- out yellow screen t ips reveal what Excel int ends t o aut ofill int o t he cells you're dragging t hrough. When t he screen t ip says Decem ber, st op. Excel ent ers t he m ont hs and highlight s t he cells you dragged t hrough. Figure 12- 15 shows t his st ep. Now it 's t im e t o add t he year headings across t he t op.

Figu r e 1 2 - 1 5 . D r a g t h e low e r - r igh t cor n e r h a n dle of a ce ll t o a u t ofill a se qu e n ce of m on t h s, da t e s, or t im e s. ( I n t h is e x a m ple , if Ja n u a r y is in r ow 4 , D e ce m be r w ill e n d u p in r ow 1 5 .)

7 . Click ce ll B3 t o se le ct it . Type 2 0 0 4 . Pr e ss Ta b, t ype 2 0 0 5 , a n d t h e n pr e ss En t e r . You'll use t he sam e Aut oFill m echanism t o t ype in t he nam es of t he next four years. But j ust dragging t he t iny square Aut oFill handle on t he 2004 cell wouldn't work t his t im e, because Excel wouldn't know whet her you want t o fill every cell wit h " 2004" or t o add successive years. So, you've given it t he first t wo years as a hint .

8 . D r a g t h r ou gh t h e 2 0 0 4 a n d 2 0 0 5 ce lls t o h igh ligh t t h e m . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e 2 0 0 5 ce ll; dr a g dir e ct ly t o t h e r igh t t h r ou gh t h r e e m or e ce lls. Excel aut om at ically fills in 2006, 2007 , and 2008 , using t he dat a in t he first t wo cells t o est ablish t he sequence. - B t o m ake I f you like, you can now highlight t he year row, t he m ont h colum n, or bot h, and t hen press t hem boldface ( see Figure 12- 16 ) . Chapt er 13 has m ore det ails on form at t ing your spreadsheet s. Now t hat t he basic fram ework of t he spreadsheet is in place, you can begin t yping in act ual num bers.

Figu r e 1 2 - 1 6 . You ca n m a k e t h e h e a din gs st a n d ou t fr om t h e da t a you 'll soon pu t in t h e ce lls by ch a n gin g t h e fon t st yle a n d a lign m e n t ( se e Ch a pt e r 1 3 ) . I n t h is e x a m ple , t h e r ow a n d colu m n h e a din gs a r e bold, a n d t h e colu m n h e a din gs a r e ce n t e r e d.

9 . Click ce ll B4 , Ja n u a r y 2 0 0 4 . En t e r a figu r e for you r Ja n u a r y in com e . Your first several m ont hs of operat ion showed a loss since you were invest ing in lot s of " Get Rich Quick on t he I nt ernet ! " program s. You invest ed heavily at t he beginning, and your losses in January were $1,895. Since t his is a loss, ent er it as a negat ive num ber, and leave off t he dollar sign—j ust t ype - 1895.

1 0 . Pr e ss Re t u r n ( or t h e dow n a r r ow k e y) . Excel m oves t he act ive cell fram e t o t he next row down.

1 1 . Type a n ot h e r n u m be r t o r e pr e se n t you r loss for Fe br u a r y; pr e ss Re t u r n . Re pe a t st e ps 9 a n d 1 0 u n t il you ge t t o t h e bot t om of t h e 2 0 0 4 colu m n . For t his experim ent , t he exact num bers t o t ype don't m at t er t oo m uch, but Figure 12- 16 shows one suggest ion. Perhaps, t oward t he end of t hat first year, you st art ed m aking m oney inst ead of losing m oney.

1 2 . Click in t h e Ja n u a r y 2 0 0 5 colu m n ( C4 ) ; fill in t h e n u m be r s for e a ch m on t h , pr e ssin g Re t u r n a ft e r e a ch e n t r y. Re pe a t w it h t h e ot h e r ye a r s. Rem em ber, t his is a success st ory, so t ype ever- increasing num bers in your colum ns, because once you st art ed m aking m oney, it was an ever- upward t rend. But t hen your incom e kind of leveled off t oward t he end of 2007 as you cut back your work week t o t wo hours. When you've successfully filled your spreadsheet wit h dat a, save your work one m ore t im e. You'll ret urn t o it lat er in t his chapt er—aft er you've read about what Excel can do wit h all of t hese num bers.

Pa r t I I I : Ex ce l Chapt er 12 Chapt er 13 Chapt er 14

Ch a pt e r 1 2 . Ba sic Ex ce l The best ad Microsoft ever ran for Excel went like t his: " 99% of spreadsheet users use Microsoft Excel. What are we doing wrong?" I t was good because it was t rue; Excel is t he biggest t hing going when it com es t o hardcore business program s. But Microsoft st ill seem s det erm ined t o keep finding ways t o m ake it bet t er, st irring t he heart s of account ant s, st at ist icians, and list m akers t he world over. Like t he rest of it s Office bret hren, Excel 2008 includes a bunch of new, helpful t ools: Ledger sheet s are an assort m ent of preform at t ed worksheet s designed t o perform com m on t asks such as balancing a checkbook, t racking an invest m ent port folio, or creat ing an expense report . The new Form ula Builder walks you t hrough t he st eps needed t o creat e t hese som et im es- daunt ing equat ions. I f you're already an old hand wit h form ulas, Form ula Aut oCom plet e assist s you whenever you st art t yping a form ula in t he Form ula Bar. Chart s in Excel 2008 have also been vast ly im proved, wit h new t em plat es and t ools t o provide effect s like 3- D, t ransparency, and shadows. The Chart t ab of t he Elem ent s Gallery provides easy access for previewing and insert ing any of t he dozens of Excel chart st yles. Finally, Microsoft keeps doing it s part t o fuel sales of large m onit ors: Mac fans can now creat e spreadsheet s wit h m ore t han 16,000 colum ns and one m illion rows—achieving spreadsheet - cell parit y wit h t heir PC- using count erpart s.

1 2 .1 . Spr e a dsh e e t Ba sics You use Excel, of course, t o m ake a spreadsheet —an elect ronic ledger book com posed of rect angles, known as cells, laid out in a grid ( see Figure 12- 1) . As you t ype num bers int o t he rect angular cells, t he program can aut om at ically perform any num ber of calculat ions on t hem . And alt hough t he spreadsheet 's fort e is working wit h num bers, you can use t hem for t ext , t oo; because t hey're act ually a specialized dat abase, you can t urn spreadsheet s int o schedules, calendars, wedding regist ries, address books, and ot her sim ple t ext dat abases.

Figu r e 1 2 - 1 . Ex ce l 2 0 0 8 h a s a ll t h e u su a l M a c OS X dooda ds, lik e close , m in im ize , a n d zoom bu t t on s a n d a st a t u s ba r . I n t h e st a t u s a r e a a t t h e bot t om le ft , Ex ce l t e lls you w h a t it t h in k s is h a ppe n in g—in t h is ca se , En t e r in dica t e s t h e a ct ive ce ll ( A1 ) is be in g e dit e d.

1 2 .1 .1 . Ope n in g a Spr e a dsh e e t A new Excel docum ent , called a w or kbook, is m ade up of one or m ore pages called worksheet s. ( You'll find m ore on t he workbook/ worksheet dist inct ion in Chapt er 14.) Each worksheet is an individual spreadsheet , wit h let t ered colum ns and num bered rows providing coordinat es t o refer t o t he cells in t he grid. New Workbook ( - N) , or you can use t he You can creat e a plain- Jane Excel workbook by select ing File Proj ect Gallery) . I f you happen t o find a t em plat e t hat fit s what you're t rying t o Office Proj ect Gallery ( File do, like planning a budget , t he Gallery can be a real t im esaver. For even m ore t im esavings, check out Excel 2008's new Ledger Sheet s cat egory, a collect ion of preform at t ed ledger t em plat es for a variet y of com m on list and financial t asks—wit h form ulas already calculat ed for you. You can choose from address list s, gift list s, check regist ers, budget s, invoices, expense report s, port folio t rackers, and lot s m ore.

T ip : Once you've added a Ledger Sheet , you can use it as- is or cust om ize any part of it . Even wit hout any spreadsheet skills, you can st art filling in t hese preform at t ed sheet s wit hout having t o t hink about cell form at t ing, cell references, or form ulae—and st ill t ake advant age of Excel's dat a- and num ber- crunching prowess. ( But you'll st ill find t his chapt er helpful when it com es t im e t o cust om ize a ledger sheet —or if you're int erest ed in how it 's doing what it does.)

Figu r e 1 2 - 2 . Top: You ca n qu ick ly a dd a le dge r sh e e t t o a n Ex ce l w or k book by click in g t h e Ele m e n t s Ga lle r y's Sh e e t s t a b a n d click in g on e of t h e Le dge r Sh e e t ca t e gor y bu t t on s. As you m ove you r cu r sor ove r t h e t h u m bn a ils, t h e sh e e t t it le a ppe a r s a t t h e le ft ; click a t h u m bn a il t o a dd t h e sh e e t t o you r w or k book . St a r t t ypin g t o e n t e r you r da t a , a n d u se Ta b or Re t u r n t o m ove t o t h e n e x t colu m n . Bot t om : Som e colu m n s ( su ch a s Ca t e gor y) fe a t u r e a gr a y t r ia n gle , click it t o ch oose a n e n t r y fr om a pop- u p m e n u . ( Le dge r Sh e e t s a r e a ct u a lly list s, w h ich a r e de scr ibe d st a r t in g on Se ct ion 1 2 .3 .)

Whet her it st ars out plain or preform at t ed, each worksheet can grow t o huge proport ions—about 16,000 colum ns wide ( labeled A, B, C… AA, AB, AC… AAA, AAB, AAC, and so on, and on, and on) , and one m illion rows t all ( see Figure 12- 3) . Furt herm ore, you can get at even m ore cells by adding m ore worksheet s t o t he workbook by clicking t he plus- sign but t on next t o t he worksheet t abs at t he bot t om left or by choosing I nsert Worksheet . Swit ch bet ween worksheet s by clicking t heir t abs.

Figu r e 1 2 - 3 . You ca n 't scr oll a ll t h e w a y t o ce ll BPZ1 0 0 0 0 0 4 1 in a n e w spr e a dsh e e t ( w e ll, you ca n , bu t it m a y t a k e se ve r a l da ys) , bu t you ca n le a p t o t h a t fa r dist a n t ce ll by t ypin g BPZ1 0 0 0 0 0 4 1 in t h e N a m e box on t h e le ft side of t h e For m u la ba r a n d pr e ssin g Re t u r n .

I n t ot al, you can have 17.18 billion cells in a single Excel worksheet ( 16,384 colum ns x 1,048,576 rows = 17,179,869,184 cells, t o be precise) . The only com pany t hat needs m ore space t han t hat for it s account ing is Microsoft it self.

T ip : Newly m int ed worksheet s always bear t he nam e Sheet 1, Sheet 2, and so on. To renam e a worksheet , double- click t he sheet 's nam e ( it 's on t he t ab on t he bot t om ) and t ype in a new one. Sheet nam es can be as long as 31 charact ers.

Each cell act s as a cont ainer for one of t wo t hings: dat a or a form ula. Dat a can be t ext , a num ber, a dat e, or j ust about anyt hing else you can t ype. A form ula, on t he ot her hand, does som et hing wit h t he dat a in ot her cells—such as adding t oget her t he num bers in t hem —and displays t he result . ( There's m ore on form ulas lat er in t his chapt er.) Excel refers t o cells by t heir coordinat es, such as B23 ( colum n B, row 23) . A new spreadsheet has cell A1 select ed ( surrounded by a t hick border) —it 's t he act ive cell. When you st art t yping, t he cell pops up slight ly, apparent ly hovering a quart er- inch above your screen's surface, wit h a slight shadow behind it . What ever you t ype appears in bot h t he act ive cell and t he Edit box on t he right side of t he Form ula bar. I f you prefer, you can click in t he Form ula bar and do your t yping t here. When you finish t yping, you can do any of t he following t o m ake t he act ive cell's new cont ent s st ick:

Press Ret urn, Tab, Ent er, or an arrow key.

Click anot her cell.

Click t he Ent er but t on in t he Form ula bar.

T ip : When you ent er inform at ion int o a cell by past ing, you m ay see a sm art but t on pop up in t he im m ediat e vicinit y ( Figure 12- 4) . Clicking t he but t on's arrow reveals a cont ext ual m enu wit h a num ber of form at t ing opt ions specific t o t he inform at ion you're past ing and where you're past ing it .

Figu r e 1 2 - 4 . A sm a r t bu t t on oft e n a ppe a r s j u st a ft e r you pa st e da t a in t o a ce ll. Click it s a r r ow t o displa y a sm a ll pop- u p m e n u fr om w h ich you ca n ch oose t o r e t a in t h e sou r ce for m a t t in g ( so t h a t t h e t e x t w ill r e t a in t h e for m a t t in g it h a d in it s or igin a l loca t ion or docu m e n t ) or m a t ch t h e de st in a t ion for m a t t in g ( in w h ich Ex ce l a u t om a t ica lly a dj u st s t h e t e x t t o t h e for m a t t in g in t h e cu r r e n t w or k book ) . Va r ia t ion s in clu de pa st in g j u st t h e va lu e s a n d n u m be r for m a t t in g, pa st in g t h e sou r ce colu m n w idt h , pa st in g j u st t h e ce ll for m a t t in g, a n d cr e a t in g a lin k t o t h e sou r ce ce ll ( se e Se ct ion 1 4 .2 .3 .1 ) . Sin ce Ex ce l isn 't psych ic, t h e sm a r t bu t t on give s you a ch a n ce t o t e ll it w h e t h e r you h a d t h e old or n e w for m a t t in g in m in d.

UP TO SPEED A Vie w t o Th r ill Page Layout view first appeared in Excel 2004 and it s benefit is obvious—you can now see how your print ed page will look wit hout looking at a print preview of your work. I n fact , som e people work in t his view from t he get - go, so t hey can design t heir spreadsheet t o fit on what ever size paper t hey'll event ually print it on. You no longer have t o const ruct a spreadsheet , print it , and t hen be surprised by t he result s. Working in Page Layout view provides gloriously inst ant aneous feedback on how your num erical creat ion will look when it goes t o hard copy. This view is so popular t hat Microsoft has m ade it t he view you see when you open a new spreadsheet . On t he downside, in Page Layout view, you get t o see less of your creat ion onscreen, due t o all t hose blank page m argins ( but what bet t er excuse t o invest in a new 30" m onit or?) . I f you'd prefer your new Excel docum ent s t o open in t he t radit ional Norm al view, visit Excel Preferences View and choose Norm al from t he " Preferred view for new sheet s" pop- up m enu. To swit ch views while you're working on a spreadsheet , click t he view but t on in t he lowerleft corner of t he docum ent window ( or use t he View m enu t o choose Norm al or Page Layout ) . Whichever view you choose, it affect s only your onscreen view—your spreadsheet print s ident ically.

1 2 .1 .2 . D a t a En t r y Working in an Excel sheet is sim ple, at it s heart : You ent er dat a or a form ula int o a cell, m ove t o t he next cell, ent er m ore inform at ion, and so on. But before ent ering dat a in a cell, you have t o first select t he cell. Clicking is

t he easiest m et hod; aft er you click a cell, t he cell border t hickens and as soon as you st art t yping, t he cell does t hat popping- up t hing.

T ip : When you double- click a cell, it pops up from t he spreadsheet and you find yourself again in t he edit ing m ode. I f, perhaps due t o an over- eager m ouse- but t on finger, you keep landing in t his " in- cell edit ing" m ode accident ally, choose Excel Preferences Edit panel, t urn off " Double- click allows edit ing direct ly in t he cell," and click OK. Now you can only edit cell cont ent s in t he Edit box on t he Form ula Bar.

To select a cell far away from t he current act ive cell, ent er t he cell's address ( t he colum n let t er followed by t he Go row num ber) in t he Nam e box on t he Form ula bar and press Ret urn ( see Figure 12- 3) . Or choose Edit To ( or press F5) , t o sum m on a dialog box where you can ent er t he address of t he lucky cell in t he Reference field. But t he fast est m eans of get t ing from cell t o cell is t o use t he keyboard. Excel is loaded wit h keyboard short cut s t hat m ake it easy t o plow t hrough an ent ire sheet 's wort h of cells wit hout having t o t ouch t he m ouse. Here's t he cheat sheet :

Ke yst r ok e

W h a t H a ppe n s

Arrow key

Select s a different cell—t he next one above, below, t o t he left , or t o t he right of t he current one.

Shift - arrow key

Select s t he current cell and t he one above, below, t o t he left , or t o t he right . Hold t he Shift key down and press t he arrow key m ore t han once t o ext end t he select ion.

Opt ion- left arrow, right arrow

Makes t he previous or next sheet in t he workbook act ive.

Cont rol- arrow key

Moves t he act ive cell t o t he next non- em pt y cell in t he direct ion indicat ed by t he arrow key.

Return

Accept s t he ent ry and m oves t he act ive cell down one row. ( Unless you've changed t hat Preferences Edit .) behavior in Excel

Shift - Ret urn

Accept s t he ent ry and m oves t he act ive cell up one row. ( Unless you've changed t hat behavior in Excel Preferences Edit .)

Tab

Accept s t he ent ry and m oves t he act ive cell right one colum n ( or t o t he first cell in t he next row in a m ult iple- cell select ion) .

Shift - Tab

Accept s t he ent ry and m oves t he act ive cell left one colum n.

Cont rol- Opt ionReturn

St art s a new line wit hin t he sam e cell.

Cont rol- Ret urn

Fills each select ed cell wit h t he sam e ent ry. ( First select t he cell range, t ype t he dat a t hat you want repeat ed in each cell, and t hen hit Cont rol- Ret urn t o fill all of t he cells.)

Esc

Cancels an ent ry.

Delet e

Delet es cell cont ent s.

Cont r ol- D

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly above it .

Cont r ol- R

Fills t he act ive cell wit h t he cont ent s of t he cell direct ly t o t he left of it .

Ke yst r ok e

W h a t H a ppe n s

Cont rol- '

Fills t he act ive cell wit h t he form ula in t he cell direct ly above it , and leaves t he cell in Edit m ode.

Cont rol- ;

Ent ers t he current dat e.

Cont rol- Shift - :

Ent ers t he current t im e ( t o t he nearest m inut e) .

T ip : Ret urn doesn't have t o select t he next cell down; it can select any of t he four neighboring cells, or do not hing at all. Preferences Edit panel. You change what t he Ret urn key does in t he Excel

UP TO SPEED W in dow Tr ick s Because spreadsheet s can be wide, sprawling affairs, Excel is filled wit h windowm anipulat ion t ools t hat let you cont rol how t he program uses your precious screen real est at e. For exam ple, when you need t o see a few m ore rows and colum ns, choose View Full Screen. Excel hides all of it s t oolbars, st at us bars, and ot her nonessent ial it em s. Your Full Screen again ( or click Close Full precious cells fill your m onit or. Choose View Screen on t he t iny, one- but t on t oolbar) t o bring back t he bars. Anot her exam ple: As shown in Figure 12- 5, Excel's scroll bars have vert ical and horizont al split boxes, which you can double- click or drag t o split a sheet int o independent ly scrolling sect ions, as shown here. ( Not e t he discont inuit y in t he let t ering and num bering of rows and colum ns in t his illust rat ion; t he result of scrolling each pane t o a different part of t he spreadsheet .) To rem ove t he split , j ust double- click t he split box or t he split bar t hat separat es t he panes. ( Or choose Window Rem ove Split .) You don't have t o split t he window if all you want t o do is keep t he row and colum n nam es in view while scrolling t he rest of t he docum ent , however. Excel has a m uch m ore st ream lined m eans of locking t he colum n and row labels: Click in t he cell j ust below and t o Freeze Panes. t he right of t he row/ colum n label int ersect ion, and t hen choose Window Now scrolling affect s only t he body of t he spreadsheet ; t he row and colum n labels rem ain visible. I f, on t he ot her hand, you wish you could split your spreadsheet int o six or m ore panes in order t o work on widely separat ed bit s of dat a, open addit ional Windows by choosing Window New Window. Open as m any addit ional windows as you, your m onit or, and your m ult it asking abilit ies require. Each window is a separat e view of t he sam e spreadsheet ; m ake a change in one window and it affect s t hem all.

Figu r e 1 2 - 5 . D ou ble - click or dr a g t h e h or izon t a l or ve r t ica l split box e s t o sim u lt a n e ou sly vie w t w o or fou r pa r t s of a la r ge spr e a dsh e e t in on e w in dow . D ou ble - click t h e ba r be t w e e n pa n e s t o r e m ove t h e split vie w .

Excel is posit ively brim m ing wit h keyboard short cut s—t he t able on Sect ion 12.1.2 is j ust t he t ip of t he iceberg. For a com plet e list , open Excel Help and search for " Excel keyboard short cut s." ( By not including t he ent ire list in t his book, we're saving a sm all forest som ewhere in Oregon.)

1 2 .1 .3 . Kin ds of D a t a You can ent er four kinds of dat a int o an Excel spreadsheet : num bers, t ext , dat es, or t im es ( not including form ulas, which are described beginning on Sect ion 12.2) . Most ly, ent ering dat a is as st raight forward as t yping, but except ions lurk.

1 2 .1 .3 .1 . N u m be r s

There are only 21 charact ers t hat Excel considers num bers or part s of num bers: 1 2 3 4 5 6 7 8 9 0 . , ( ) + - / $ % e and E. Anyt hing else is t reat ed as t ext , which is ineligible for perform ing m ost calculat ions. For exam ple, if Excel sees t hreein a cell, it sees a bunch of t yped charact ers wit h no num erical value; when it sees 3.14, it sees a num ber.

Depending on t he form at t ing of t he cell where you're ent ering num bers, Excel m ight t ry t o do som e work for you. For exam ple, if you've applied currency form at t ing t o a cell, Excel t urns 3/ 2 int o $1.50. But if

you've form at t ed t he sam e cell as a Dat e, Tim e, or General, Excel t urns 3/ 2 int o a dat e—March 2 of t he current year.

When you've form at t ed a cell t o accept General input , and t he num ber you've ent ered is longer t han 11 digit s ( such as 12345678901112) , Excel convert s it t o scient ific not at ion ( 1.23457E+ 13) .

Excel's num ber precision is 15 significant digit s—anyt hing over 15 will be lost .

1 2 .1 .3 .2 . Te x t

Text can be any com binat ion of charact ers: num bers, let t ers, or ot her sym bols.

To m ake Excel look at a num ber as if it were a st ring of t ext ( rat her t han a num ber wit h which it can do all kinds of m at hem at ical wizardry) , you have t o eit her precede t he num ber wit h an apost rophe or form at t he cell as a t ext - based cell. To form at t he cell, choose Text from t he Form at m enu in t he Form at t ing Palet t e's Cells ( or right - click t he cell and choose Num ber pane. Alt ernat ively, select t he cell and choose Form at Form at Cells from t he short cut m enu) . Click t he Num ber t ab and t hen select Text from t he Cat egory list . Click OK.

1 2 .1 .3 .3 . D a t e s

You can perform m at h on dat es, j ust as t hough t hey were num bers. The t rick is t o t ype an equal sign ( = ) int o t he cell t hat will cont ain t he answer; t hen enclose t he dat es in quot at ion m arks and put t he operat or ( like + or * ) bet ween t hem . For exam ple, if you click a cell, t ype = " 12/ 30/ 2007" - " 5/ 25/ 1963" , and t hen press Ent er, Excel fills t he cell wit h 16290, t he num ber of days bet ween t he t wo dat es.

T ip : I f you're t rying t o det erm ine som eone's age wit h t his calculat ion, you probably want t o writ e it as = ( " 12/ 30/ 2007" - " 5/ 25/ 1963" ) / 365 which gives a result in years: 44.63013699.

This m at h is m ade possible by t he fact t hat dat es in Excel ar e num bers. Behind t he scenes, Excel convert s any dat e you t ype int o a special dat e serial num ber, which is com posed of a num ber t o t he left side of a decim al point ( t he num ber of days since January 1, 1904) and a num ber on t he right ( t he fract ion of a day) .

POW ER USERS' CLI N I C Th e Be gin n in gs of Tim e The original Macint osh used a st art ing dat e of January 1, 1904—which lingers on t o t his day. Windows PCs, by cont rast , use a st art ing dat e of January 1, 1900. Excel workbooks can now support eit her dat e syst em , but you m ay run int o problem s when linking or copying dat es bet ween workbooks based on different dat e syst em s. You can Preferences change t he dat e syst em for a workbook by choosing Excel Calculat ion and t urning off t he checkbox for " Use t he 1904 dat e syst em ." I f copying or linking bet ween workbooks gives you result s t hat are 1462 days off from what you expect , you'll need t o add a correct ion form ula. Visit www.support .m icrosoft .com / kb/ 214330 t o read Microsoft 's knowledge- base art icle t hat describes t he problem in det ail and supplies form ulas for correct ing it .

When ent ering dat es, you can use eit her a slash or a hyphen t o separat e m ont hs, days, and years. Usually it 's OK t o form at dat e and t im e num bering at any t im e. However, you'll avoid occasional dat e recognit ion problem s by applying dat e or t im e form at t ing befor e you ent er t he dat a in t he cell.

1 2 .1 .3 .4 . Tim e s

Excel also t reat s t im es as num bers—specifically, as t he fract ional part of a dat e serial num ber, which is a num ber represent ing t he num ber of days since m idnight on January 1, 1904.

Excel bases t im es on t he 24- hour clock, or m ilit ary t im e. To ent er a t im e using t he 12- hour clock, follow t he num ber wit h an a or p . For exam ple, t o Excel, 9: 34 always m eans 9: 34 a.m ., but 9: 34 p m eans 9: 34 p.m .—and 21: 34 also m eans 9: 34 p.m . Whet her you t ype 9: 34 p or 21: 34, Excel displays it in t he spreadsheet as 21: 34 unless you form at t he cell t o display it in t he AM/ PM form at .

As wit h dat es, you can perform calculat ions on t im es by ent ering an equal sign and t hen enclosing t he t im es in quot at ion m arks and t yping t he separat or in t he m iddle. For exam ple, = " 9: 34" - " 2: 43" gives you 0.285416667, t he decim al fract ion of a day bet ween 2: 43 a.m . and 9: 34 a.m . I f you form at t he cell wit h t im e form at t ing, as described on Sect ion 13.1.4.1, you inst ead get a m ore useful 6: 51, or six hours and 51 m inut es' difference.

W ORKAROUN D W ORKSH OP W h e n Ex ce l For m a t s N u m be r s a s D a t e s I f you ent er what looks like a dat e t o Excel ( say, May 3, 1999) , and t hen lat er, in t he process of revising your spreadsheet , ent er a num ber cont aining a decim al ( such as 23.25) , Excel convert s your decim al int o a dat e ( 23 becom es January 23, 1904) . What 's going on? All cells st art out wit h a generic form at . But when you ent er what Excel int erpret s as a dat e or t im e, Excel aut om at ically applies dat e or t im e form at t ing. I n t his exam ple, when Excel int erpret ed t he first ent ry as a dat e, it applied dat e form at t ing t o t he cell. Lat er, when t he first ent ry was replaced wit h a decim al num ber, Excel ret ained t he dat e form at t ing—and m errily displayed t he num ber as a dat e. You don't have t o let Excel guess at what form at you want , t hough. Take charge! Select t he cells in quest ion and choose Cells ( or right - click t he cells and choose Form at Cell from t he short cut m enu) . Form at Use t he Num ber t ab t o select t he appropriat e form at , and your t roubles are over. Sim ilarly, t o keep Excel from t urning t wo num bers separat ed by a forward slash int o a dat e, and keep it as a fract ion inst ead, put a 0 and a space in front of t he fract ion ( ent er 0 1/ 4) —or j ust form at t he cell wit h t he Num ber cat egory. Excel now underst ands t hat you int ended t o ent er a fract ion.

N ot e : I f t he t im es in a calculat ion span m idnight , t he calculat ion will be wrong, since t im es reset at m idnight . Fix it by adding 24 hours t o t he calculat ion—or even bet t er by using t he MOD funct ion. ( See Sect ion 12.2.2 for m ore on funct ions.)

1 2 .1 .4 . Te diu m Sa vin gs 1 : Au t oCom ple t e Excel 2008 is t eem ing wit h feat ures t o save you t yping. The first , Aut oCom plet e, com es int o play when you ent er repet it ive dat a down a colum n. Find out m ore in Figure 12- 6.

Figu r e 1 2 - 6 . Ex ce l's Au t oCom ple t e fu n ct ion w a t ch e s a s you t ype in a give n ce ll. I f you r e n t r y look s a s t h ou gh it m igh t m a t ch t h e con t e n t s of a n ot h e r ce ll in t h e sa m e colu m n , Ex ce l sh ow s a pop- u p m e n u of t h ose possibilit ie s. To se le ct on e , pr e ss t h e dow n a r r ow u n t il t h e e n t r y you w a n t is h igh ligh t e d, a n d t h e n pr e ss Re t u r n . Alt e r n a t ive ly, j u st click t h e e n t r y in t h e list . Eit h e r w a y, Ex ce l fin ish e s t h e t ypin g w or k for you .

1 2 .1 .5 . Te diu m Sa vin gs 2 : For m u la Au t oCom ple t e Form ula Aut oCom plet e is a new feat ure appearing in Excel 2008, ext ending t he Aut oCom plet e concept t o t he chore of writ ing form ulas. I nst ead of having t o rem em ber all t he elem ent s for a form ula, Excel prom pt s you wit h valid funct ion nam es and synt ax as you t ype .

1 2 .1 .6 . Te diu m Sa vin gs 3 : Au t oFill Excel's Aut oFill feat ure can save you hours of t yping and possibly carpel t unnel surgery, t hanks t o it s ingenious abilit y t o fill m iles of cells wit h dat a aut om at ically. The Edit Fill subm enu is especially useful when you're duplicat ing dat a or t yping it em s in a series ( such as days of t he week, m ont hs of t he year, or even sequent ial apart m ent num bers) . I t has seven opt ions: Down, Right , Up, Left , Across Sheet s, Series, and Just ify. Here's how t hey work. I n each case, you st art t he process by t yping dat a int o a cell and t hen highlight ing a block of cells beginning wit h t hat cell ( see Figure 12- 7) . Then, choose any of t he following:

D ow n , Up. Fills t he select ed block of cells wit h what ever's in t he t op or bot t om cell of t he select ed block. You m ight use one of t hese com m ands when set t ing up a series of form ulas in a colum n t hat adds a row of cells.

Figu r e 1 2 - 7 . Fillin g a r a n ge of ce lls w it h for m u la s is w h e r e Au t oFill r e a lly sh in e s. You ca n dr a g Fill Righ t ( t op) . t h e for m u la in ce ll B6 t h ou gh ce lls t o t h e r igh t a n d t h e n ch oose Edit Ex ce l fills t h e ce ll w it h t ot a ls of t h e colu m n s a bove t h e m ( bot t om ) .

Righ t , Le ft. Fills t he select ed range of cells wit h what ever's in t he left m ost or right m ost cell. For exam ple, you'd use t his feat ure when you need t o put t he sam e t ot al calculat ion at t he bot t om of 23 different colum ns.

Acr oss W or k sh e e t s. Fills t he cells in ot her sheet s in t he sam e workbook wit h t he cont ent s of t he select ed cells. For exam ple, suppose you want t o set up worksheet s t hat t rack invent ory and pricing over different m ont hs in different locat ions, and you want t o use a different worksheet for each locat ion. You can fill in all of t he general colum n and row headings ( such as part num bers and m ont hs) across worksheet s wit h t his com m and. To m ake t his work, st art by select ing t he cells whose cont ent s you wish t o copy. Then select t he sheet s - clicking non- cont iguous sheet t abs at t he you want t o fill by Shift - clicking a group of sheet t abs or bot t om of t he window. ( I f you can't see all t he t abs easily, drag t he slider bet ween t he t abs and t he horizont al scroll bar. When you drag it t o t he right , t he scroll bar shrinks, leaving m ore room for t he t abs.) Choose Edit Fill Across Sheet s. A sm all dialog box ( see Figure 12- 8) asks whet her you want t o copy dat a, form at s, or bot h across t he select ed worksheet s. Make your choice by clicking one of t he radio but t ons, and t hen click OK.

Figu r e 1 2 - 8 . You ca n copy t h r e e w a ys in t o ot h e r w or k sh e e t s: All ( bot h t h e for m a t s a n d da t a ) , Con t e n t s ( t h e da t a or for m u la e ) , or For m a t s ( j u st t h e for m a t s in t h e w or k sh e e t ) .

Se r ie s. Fills t he select ed cells wit h a series of increasing or decreasing values based on t he cont ent s of t he t opm ost cell ( if t he select ed cells are in a colum n) or t he left m ost cell ( if t he cells are in a row) . For exam ple, suppose you're about t o t ype in t he daily st at ist ics for t he num ber of dot - com st art ups t hat went out of business during t he first t wo weeks of 2008. I nst ead of having t o t ype 14 dat es int o a row of cells, you out source t his t ask t o Excel. Fill Ent er 1/ 1/ 2008 in a cell. Then highlight t hat cell and t he next 13 cells t o it s right . Now choose Edit Series. The Series window appears, where you can specify how t he fill t akes place. You could m ake t he cell labels increase by m ont hs, years, every ot her day, or what ever. Click OK; Excel fills t he cells wit h t he dat e series 1/ 1/ 2008, 1/ 2/ 2008, 1/ 3/ 2008, and so on.

T ip : The above exam ple reflect s t he way Am ericans writ e dat es, of course. I f you use a different syst em for writ ing dat es ( perhaps you live in Europe or Aust ralia) , and you've used t he Mac's I nt ernat ional preference pane ( choose Syst em Preferences) t o specify t hat you like January 14, 2008 writ t en 14/ 1/ 2008, t he next t im e you launch Excel it aut om at ically form at s dat es t he way you like t hem .

The ot her opt ions in t his dialog box include Linear ( adds t he am ount in t he St ep field t o each successive cell's num ber) , Growt h ( m ult iplies by t he num ber in t he St ep field) , and Aut oFill ( relies on t he list s described in t he next sect ion) .

Ju st ify . Spreads t he t ext in a single cell across several cells. You'd use t his funct ion t o creat e a heading t hat spans t he colum ns beneat h it . I f t he cells are in a row, t his com m and spreads t he t ext in t he left m ost cell across t he select ed row of cells. I f t he cells are in a colum n, it breaks up t he t ext so t hat one word goes int o each cell.

N ot e : At t his writ ing, t he Just ify com m and doesn't work in t he current version of Excel ( version 12.0) . Unt il Microsoft Cells Alignm ent , and fixes it , you can achieve t he sam e effect by select ing t he group of cells, choosing Form at choosing Cent er Across Select ion from t he Horizont al pop- up m enu.

1 2 .1 .6 .1 . Usin g t h e Fill h a n dle You don't have t o use t he Edit Fill subm enu t o harness t he power of Excel's Aut oFill feat ure. As a t im esaving gest ure, Microsoft also gives you t he fill handle ( see Figure 12- 9) , a sm all square in t he lower right of a select ion rect angle. I t let s you fill adj acent cells wit h dat a, exact ly like t he Fill com m ands—but wit hout a t rip t o a m enu and a dialog box.

Figu r e 1 2 - 9 . To u se t h e fill h a n dle , se le ct t h e ce ll con t a in in g t h e for m u la or va lu e s you w a n t t o r e plica t e a n d dr a g t h e t in y fill h a n dle a t t h e low e r - r igh t cor n e r of t h e se le ct ion a cr oss t h e ce lls you w a n t t o fill. W h e n you r e le a se you r m ou se , Ex ce l fills t h e ce lls a n d displa ys t h e sm a r t bu t t on , givin g you t h e opt ion t o fill w it h or w it h ou t for m a t t in g, or w it h for m a t t in g on ly.

To use it , select t he cells cont aining t he dat a you want t o duplicat e or ext end, t hen drag t he t iny fill handle across t he cells where you want t he dat a t o be, as shown in Figure 12- 9. Excel t hen fills t he cells, j ust as t hough you'd used t he Fill Down, Right , Up, or Left com m and. ( To fill a series, Cont rol- click t he handle and choose an opt ion from t he short cut m enu.)

T ip : Excel can perform som e dram at ic and com plex fill operat ions for you if you highlight m ore t han one cell before dragging t he fill handle. Suppose, for exam ple, t hat you want t o creat e a list of every t hird house num ber on your st reet . Ent er 201 Elm St. in t he first cell, t hen 204 Elm St. in t he next one down. Highlight bot h of t hem , and t hen drag t he fill handle at t he lower- right corner of t he second cell downward.Excel cleverly fills t he previously em pt y cells wit h 207 Elm St ., 210 Elm St ., 213 Elm St ., and so on.

What 's m ore, t he fill handle can do sm art filling t hat you won't find on t he Edit Fill subm enu. For exam ple, if you t ype January int o a cell and t hen drag t he fill handle across t he next bunch of cells, Excel fills t hem wit h February, March, and so on; dit t o for days of t he week. Drag beyond Decem ber or Sat urday, and Excel st art s at t he series over again. I n fact , if you t ype January, March, drag t hrough bot h cells t o select t hem , and t hen drag t he fill handle across subsequent cells, Excel fills t hem in wit h May, July, and so on. How cool is t hat ? What 's m ore, you can t each Excel about any ot her sequent ial list s you regularly use in your line of work ( NY Office, Cleveland Office, San Diego Office, and so on) . Just choose Excel Preferences Cust om List s panel; click Add and t hen t ype t he series of it em s in order, each on it s own line. Click OK; t he Aut oFill list is now ready t o use.

T ip : You can also t ype t he list in a colum n of cells, select t he cells, and t hen choose Preferences Add.

Cust om List s

FREQUEN TLY ASKED QUESTI ON I n va sion of t h e # # # # # # s A few of m y num bers have been replaced by # # # # # sym bols. Do I have a virus? A st ring of num ber signs in a cell m eans, " The cell isn't wide enough t o show what ever t ext or num ber is supposed t o be here. Widen t he colum n—or use a sm aller font —if you ever hope t o see your num bers again." As not ed lat er in t his chapt er, t he quickest way t o fix t he problem is t o double- click t he divider line bet ween t he gray colum n- let t er headings—t he one t o t he right of t he colum n cont aining t he # # # # # # s. Excel inst ant ly m akes t he colum n wide enough t o show all t he num bers inside of it . That 's not t he only error not at ion you m ight see in a cell, by t he way. Excel m ight also react t o fault y form ulas by showing, for exam ple, # DI V/ 0! ( your form ula is at t em pt ing t o divide a num ber by zero, which, as you rem em ber from t hird grade, is a m at hem at ical nono) ; # VALUE! ( you've used unavailable dat a in a form ula, by referring t o an em pt y cell, for exam ple) ; # REF ( a bogus cell reference) ; and so on.

1 2 .1 .7 . Se le ct in g Ce lls ( a n d Ce ll Ra n ge s) Select ing a single cell in Excel is easy. Just click t he cell t o select it . Oft en, t hough, you'll want t o select m ore t han one cell—in readiness for copying and past ing, m aking a chart , applying boldface, or using t he Fill com m and, for exam ple. Figure 12- 10 depict s all you need t o know for your select ion needs.

Se le ct a sin gle ce ll. To select a single cell, click it or ent er it s address in t he Nam e box ( which is shown in Figure 12- 1) or press F5.

Se le ct a block of ce lls. To select a rect angle of cells, j ust drag diagonally across t hem . You highlight all of t he cells wit hin t he boundaries of t he im aginary rect angle you're drawing. ( Or click t he cell in one corner of t he block and t hen Shift - click t he cell diagonally opposit e.)

Se le ct a n on con t igu ou s gr ou p of ce lls. To select cells t hat aren't t ouching, - click ( t o add individual independent cells t o t he select ion) or - drag across cells ( t o add a block of t hem t o t he select ion) . Repeat as m any t im es as you like; Excel is perfect ly happy t o highlight random cells, or blocks of cells, in various corners of t he spreadsheet sim ult aneously.

Se le ct a r ow or colu m n . Click a row or colum n heading ( t he gray label of t he row or colum n) .

Se le ct se ve r a l r ow s or colu m n s. To select m ore t han one row or colum n, drag t hrough t he gray row num bers or colum n let t ers. ( You can also click t he first one, t hen Shift - click t he last one. Excel highlight s everyt hing in bet ween.)

Figu r e 1 2 - 1 0 . You ca n h igh ligh t spr e a dsh e e t ce lls, r ow s, a n d colu m n s in va r iou s com bin a t ion s. You ca n copy u sin g r e ct a n gu la r - sh a pe d se le ct ion s, bu t you ca n a pply ce ll for m a t t in g ch a n ge s t o a n y gr ou p of se le ct e d ce lls. Top: Click a ce ll ( or a r r ow - k e y you r w a y in t o it ) t o h igh ligh t j u st on e ce ll. Se con d fr om t op: Click a r ow n u m be r or colu m n le t t e r ( r ow 5 , in t h is ca se ) t o h igh ligh t a n e n t ir e r ow or colu m n . Th ir d fr om t op: D r a g t o h igh ligh t a r e ct a n gu la r block of ce lls; a dd in dividu a l a ddit ion a l ce lls t o - click ing. t h e se le ct ion by Bot t om : - click r ow h e a din gs a n d colu m n h e a din gs t o h igh ligh t in t e r se ct in g r ow s a n d colu m n s.

Se le ct n on con t igu ou s r ow s or colu m n s. To select t wo or m ore rows or colum ns t hat aren't t ouching, - click, or - drag t hrough, t he corresponding gray row num bers. You can even com bine t hese t echniques—highlight first rows, t hen colum ns, and voilà! I nt ersect ing swat hs of highlight ing.

Se le ct a ll ce lls. Press - A t o select every cell on t he sheet —or j ust click t he gray, far upper- left rect angle wit h t he diam ond in it .

T ip : To select wit hin t he cont ent s of a cell, double- click t he cell and t hen use t he I - beam select ion t ool t o select t he t ext you want .

1 2 .1 .8 . M ovin g Th in gs Ar ou n d Once you've select ed som e cells, you can m ove t heir cont ent s around in various ways—a handy fact , since few people t ype everyt hing in exact ly t he right place t he first t im e. Excel only let s you copy groups of cells t hat are basically rect angular in shape or t hat share t he sam e rows and m ult iple colum ns or t he sam e colum ns in m ult iple rows. Figure 12- 11 shows som e accept able and unaccept able select ions for copying.

Figu r e 1 2 - 1 1 . Th ou sh a lt copy m u lt iple ce lls by se le ct in g a r e ct a n gu la r gr ou p of ce lls, a n e n t ir e r ow or colu m n , m u lt iple r ow s or colu m n s, or m a t ch in g gr ou ps of ce lls in va r iou s r ow s or colu m n s. Th e t h r e e u ppe r e x a m ple s a r e a cce pt a ble , t h e bot t om on e is n ot . I f you t r y t o copy a gr ou p of ce lls a n d don 't follow t h e se se le ct ion r u le s, Ex ce l in for m s you of you r e r r or : " Th a t com m a n d ca n n ot be u se d on m u lt iple se le ct ion s."

1 2 .1 .8 .1 . Cu t t in g, copyin g, a n d pa st in g Just as in any ot her Mac program , you can use t he Edit m enu com m ands—Cut ( - X) , Copy ( - C) , and Past e ( - V) —t o m ove cell cont ent s around t he spreadsheet —or t o a different sheet or workbook alt oget her. When you past e a group of cells, you can eit her select t he sam e num ber of cells at your dest inat ion, or select j ust one cell—which becom es t he upper left cell of t he past ed group. But unlike ot her Mac program s, Excel doesn't appear t o cut your select ion im m ediat ely. I nst ead, t he cut area sprout s a dot t ed, m oving border, but ot herwise rem ains unaffect ed. I t isn't unt il you select a dest inat ion cell or cells and select Edit Past e t hat t he cut t akes place ( and t he shim m ering st ops) .

T ip : Press t he Esc key t o m ake t he anim at ed dot t ed lines st op m oving, wit hout ot herwise affect ing your copy or cut operat ion. One m ore piece of advice: Check t he st at us bar at t he bot t om of t he window t o find out what Excel t hinks is

happening ( " Select dest inat ion and press ENTER or choose Past e," for exam ple) .

1 2 .1 .8 .2 . Pa st e Spe cia l The Edit Past e Special com m and sum m ons a dialog box inquiring about how and what t o past e. For exam ple, you m ight decide t o past e t he form ulas cont ained in t he m at erial you copied so t hat t hey cont inue t o do aut om at ic m at h—or only t he values ( t he result s of t he calculat ions as t hey appear in t he copied m at erial) .

T ip : This dialog box also cont ains t he m ight y Transpose checkbox, a t iny opt ion t hat can save your bacon. I t let s you swap rows- for- colum ns in t he act of past ing, so t hat dat a you input in colum ns winds up in rows, and vice versa. This kind of t opsy- t urvy spreadsheet m odificat ion can be a great help if you want t o swap t he orient at ion of your ent ire spreadsheet , or copy a group of cells bet ween spreadsheet s which have j uxt aposed rows and colum ns.

Figu r e 1 2 - 1 2 . Th e Pa st e Spe cia l com m a n d le t s you pa st e for m u la s, com m e n t s, a n d for m a t t in g in de pe n de n t ly. Th e Ope r a t ion s opt ion s le t you pe r for m a m a t h e m a t ica l ope r a t ion a s you pa st e , su ch a s a ddin g w h a t you 've copie d t o t h e con t e n t s of t h e ce lls you 'r e pa st in g ove r .

1 2 .1 .8 .3 . D r a g- a n d- dr op Excel also let s you grab a select ed range of cells and drag t he cont ent s t o a new locat ion. To do t his, select t he cells you want t o m ove, t hen point t o t he t hick border on t he edge of t he select ion, so t hat t he cursor changes int o a lit t le hand t hat grabs t he cells. You can now drag t he select ed cells t o anot her spot on t he spreadsheet . When you release t he m ouse but t on, Excel m oves t he dat a t o t he new locat ion, exact ly as t hough you'd used Cut and Past e. You can m odify how dragging and dropping it em s and Excel works by holding down t hese m odifier keys:

Opt ion . I f you hold down t he Opt ion key, Excel copies t he cont ent s t o t he new locat ion, leaving t he originals in place.

Sh ift . Norm ally, if you drag cells int o a spreadsheet area t hat you've already filled in, Excel asks if you're sure you want t o wipe out t he cell cont ent s already in residence. I f you Shift - drag cells, however, Excel creat es enough new cells t o m ake room for t he dragged cont ent s, shoving aside ( or down) t he cell cont ent s current occupant s in order t o m ake room .

Opt ion a n d Sh ift . Holding down bot h t he Opt ion and Shift keys as you drag copies t he dat a and insert s new cells for it .

Con t r ol. Cont rol- dragging yields a m enu of 11 opt ions when you drop t he cells. This m enu let s you choose whet her you want t o m ove t he cells, copy t hem , copy j ust t he values or form ulas, creat e a link or hyperlink, or shift cells around. I t even let s you cancel t he drag.

1 2 .1 .9 . I n se r t in g a n d Re m ovin g Ce lls Suppose you've j ust com plet ed your spreadsheet cat aloging t he rainfall pat t erns of t he Pacific Nort hwest , count y by count y, and t hen it hit s you: You forgot Hum boldt Count y in California. Besides t he quest ion of how you could possibly forget Hum boldt Count y, t he larger quest ion rem ains: What do you do about it in your spreadsheet ? Delet e t he whole t hing and st art over? Fort unat ely, Excel let s you insert blank cells, rows, or colum ns int o exist ing sheet s t hrough t he I nsert m enu. Here's how each works.

Ce lls. The I nsert Cells com m and sum m ons t he I nsert dialog box. I t let s you insert new, blank cells int o your spreadsheet , and let s you specify what happens t o t he cells t hat are already in place—whet her t hey get shift ed right or down. See Figure 12- 13 .

Row s. I f you choose I nsert

Rows, Excel insert s a new, blank row above t he act ive cell.

Figu r e 1 2 - 1 3 . W h e n you se le ct ce lls a n d t h e n ch oose I n se r t Ce lls, Ex ce l a sk s w h e r e you w a n t t o pu t t h e n e w ce lls ( t op) . Th e t w o bu t t on s a t t h e bot t om le t you in se r t e n t ir e r ow s or colu m n s. Ex ce l t h e n in se r t s t h e sa m e n u m be r of ce lls a s you 've se le ct e d in t h e loca t ion se le ct e d, a n d m ove s t h e pr e viou s r e side n t s of t h ose ce lls in t h e dir e ct ion t h a t you spe cify ( bot t om ) . I n a ddit ion , t h e For m a t sm a r t bu t t on a ppe a r s, givin g you t h r e e ch oice s: for m a t you r n e w ce lls t o m a t ch t h ose a bove , t h ose be low , or w it h ou t for m a t t in g a t a ll.

T ip : I f you select som e cells before using t he I nsert Cells com m and, Excel insert s t he num ber of rows equal t o t he num ber of rows select ed in t he range. That 's a handy way t o cont rol how m any rows get added—t o add six blank rows, highlight six rows, regardless of what 's in t hem at t he m om ent .

Colu m n s. I f you choose I nsert Colum ns, Excel insert s a new blank colum n t o t he left of t he act ive cell. I f you've select ed a range of cells, Excel insert s t he num ber of colum ns equal t o t he num ber of colum ns select ed in t he range.

W a r n in g: I f t he cells, colum ns, or rows t hat you send shift ing across t he spreadsheet by insert ing cells already cont ain dat a, you can m angle t he ent ire spreadsheet in short order. For exam ple, dat a you ent ered in t he debit colum n can suddenly end up in t he credit colum n. Proceed wit h ext rem e caut ion.

1 2 .1 .1 0 . Fin d a n d Re pla ce Exact ly as in Word, Excel has bot h a Find funct ion, which helps you locat e a specific spot in a big workbook, and a Replace feat ure t hat 's ideal for t hose m om ent s when your com pany get s incorporat ed int o a larger one, requiring it s nam e t o be changed in 34 places t hroughout a workbook. The rout ine goes like t his:

1 . H igh ligh t t h e ce lls you w a n t t o se a r ch. This st ep is crucial. By lim it ing t he search range, you ensure t hat your search- and- rescue operat ion won't run ram pant t hrough your spreadsheet , changing t hings you'd rat her leave as is.

2 . Ch oose Edit Fin d. I n t h e r e su lt in g dia log box , spe cify w h a t you w a n t t o se a r ch for , a n d in w h ich dir e ct ion ( se e Figu r e 1 2 - 1 4 ) . You can use a quest ion m ark ( ?) as a st and- in for a single charact er, or an ast erisk ( * ) t o represent m ore t han one charact er. I n ot her words, t yping P?t s will find cells cont aining " Pat s," " Pot s," and " Pit s" ; while t yping P* t s will find cells cont aining " Profit s," " Prophet s," and " Polt ergeist s." The " Find ent ire cells only" checkbox m eans t hat Excel will consider a cell a m at ch for your search t erm only if it s ent ire cont ent s m at ch; a cell t hat says " Annual profit s" isn't considered a m at ch for t he search t erm " Profit s."

Figu r e 1 2 - 1 4 . Usin g t h e Se a r ch pop- u p m e n u , you ca n spe cify w h e t h e r Ex ce l se a r ch e s t h e h igh ligh t e d ce lls fr om le ft t o r igh t of e a ch r ow ( " By Row s" ) or dow n e a ch colu m n ( " By Colu m n s" ) . Use t h e " Look in " pop- u p m e n u t o spe cify w h ich ce ll com pon e n t s a r e fa ir ga m e for t h e se a r ch : for m u la s, va lu e s ( t h a t is, t h e r e su lt s of t h ose for m u la s, a n d ot h e r da t a you 've t ype d in t o t h e ce lls) , or com m e n t s. Tu r n on " M a t ch ca se " if you 'r e t r yin g t o fin d " Bill" a n d n ot " bill."

3 . I f you in t e n d t o r e pla ce t h e ce ll con t e n t s ( in st e a d of j u st fin din g t h e m ) , click Re pla ce ; t ype t h e r e pla ce m e n t t e x t in t o t h e " Re pla ce w it h " box . Click Fin d N e x t ( or pr e ss Re t u r n ) .

Each t im e you click Find Next , Excel highlight s t he next cell it finds t hat m at ches your search phrase. I f you click Replace, you replace t he t ext wit h t he " Replace wit h" t ext . I f you click Replace All, of course, you replace every m at ching occurrence in t he select ed cells. Use caut ion.

1 2 .1 .1 1 . Er a sin g Ce lls " Erase," as any CI A operat ive can at t est , is a relat ive t erm . I n Excel, t he Edit Clear subm enu let s you st rip away various kinds of inform at ion wit hout necessarily em pt ying t he cell com plet ely. For exam ple:

Edit Cle a r All t ruly em pt ies t he select ed cells, rest oring t hem t o t heir prist ine, em pt y, and, unform at t ed condit ion. ( Cont rol- B does t he sam e t hing.)

Edit Cle a r For m a t s leaves t he cont ent s, but st rips away form at t ing ( including bot h t ext and num ber form at t ing) .

Edit Cle a r Con t e n t s em pt ies t he cell, but leaves t he form at t ing in place. I f you t hen t ype new num bers int o t he cell, t hey t ake on what ever cell form at t ing you had applied ( bold, blue, Currency, and so on) .

Edit

Cle a r

Com m e n t s delet es only elect ronic yellow st icky not es ( see Sect ion 14.4.4) .

None of t hese is t he sam e as Edit Delet e, which act ually chops cells out of your spreadsheet and m akes ot hers slide upward or left ward t o fill t he gap. ( Excel asks you which way you want exist ing cells t o slide.)

1 2 .1 .1 2 . Tu t or ia l 1 : En t e r in g D a t a I f you've never used a spreadsheet before, t he concept s described in t he previous pages m ay not m ake m uch sense unt il you've applied t hem in pract ice. This t ut orial, which cont inues wit h a second lesson on Sect ion 12.2.4, can help. Suppose t hat you, Web m arket er ext raordinaire, are preparing t o writ e your next best seller, The Two- Hour Wor kw eek, and you'd like t o include som e fact s and figures about your rem arkable rise t o success. So you cancel your m orning hang gliding lesson and crank up Excel t o get a handle on your years of part - t im e t oil.

1 . Cr e a t e a n e w spr e a dsh e e t docu m e n t by ch oosin g File

New (

-N).

Excel fills your screen wit h t he spreadsheet grid; t he first cell, A1, is select ed as t he act ive cell, await ing your keyst rokes.

2 . Be gin by t ypin g t h e t it le of you r spr e a dsh e e t in ce ll A1 . Profit and Loss St at em ent : Tim e is Not Money m ight be a good choice. As you t ype, t he charact ers appear in t he cell and in t he Edit box in t he Form ula bar.

3 . Click ou t side of ce ll A1 t o ge t ou t of t h e e n t r y m ode , click ba ck on ce ll A1 t o h igh ligh t it , a n d

3. t h e n pr e ss

- B.

Excel insert s your t ext int o cell A1. Since all t he cells t o t he right of A1 are em pt y, Excel runs t he cont ent s of cell A1 right over t he t op of t hem . When you press - B, Excel form at s t he first cell's t ext in bold, t o m ake a m ore im pressive t it le for your spreadsheet .

4 . Pr e ss Re t u r n t h r e e t im e s. An d t h e n pr e ss

- S.

Excel m oves t he act ive cell fram e down a couple of rows, select ing cell A4. Even if you haven't ent ered - S ( or choosing File Save) , nam ing it , and t hen any dat a yet , save t he spreadsheet by pressing choosing a suit able dest inat ion. Now as you cont inue t o work on your spreadsheet , periodically press -S t o save your work as you go along.

5 . Type January . You need t o t rack expenses over t im e: t o t rack t he proj ect by calendar year, nam e t he first colum n January. You could now t ab t o t he next cell, ent er February , and work your way down t he spreadsheet —but t here's an easier way. As not ed earlier, Excel can creat e a series of m ont hs aut om at ically for you, saving you t he effort of t yping February, March , and so on—you j ust have t o st art it off wit h t he first ent ry or t wo.

6 . Click on ce ou t side ce ll A4 t o ge t ou t of e n t r y m ode , a n d t h e n click ce ll A4 a ga in t o se le ct it . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e h igh ligh t e d ce ll; dr a g dir e ct ly dow n w a r d t h r ou gh 1 1 m or e ce lls. Pop- out yellow screen t ips reveal what Excel int ends t o aut ofill int o t he cells you're dragging t hrough. When t he screen t ip says Decem ber, st op. Excel ent ers t he m ont hs and highlight s t he cells you dragged t hrough. Figure 12- 15 shows t his st ep. Now it 's t im e t o add t he year headings across t he t op.

Figu r e 1 2 - 1 5 . D r a g t h e low e r - r igh t cor n e r h a n dle of a ce ll t o a u t ofill a se qu e n ce of m on t h s, da t e s, or t im e s. ( I n t h is e x a m ple , if Ja n u a r y is in r ow 4 , D e ce m be r w ill e n d u p in r ow 1 5 .)

7 . Click ce ll B3 t o se le ct it . Type 2 0 0 4 . Pr e ss Ta b, t ype 2 0 0 5 , a n d t h e n pr e ss En t e r . You'll use t he sam e Aut oFill m echanism t o t ype in t he nam es of t he next four years. But j ust dragging t he t iny square Aut oFill handle on t he 2004 cell wouldn't work t his t im e, because Excel wouldn't know whet her you want t o fill every cell wit h " 2004" or t o add successive years. So, you've given it t he first t wo years as a hint .

8 . D r a g t h r ou gh t h e 2 0 0 4 a n d 2 0 0 5 ce lls t o h igh ligh t t h e m . Ca r e fu lly click t h e t in y squ a r e a t t h e low e r - r igh t cor n e r of t h e 2 0 0 5 ce ll; dr a g dir e ct ly t o t h e r igh t t h r ou gh t h r e e m or e ce lls. Excel aut om at ically fills in 2006, 2007 , and 2008 , using t he dat a in t he first t wo cells t o est ablish t he sequence. - B t o m ake I f you like, you can now highlight t he year row, t he m ont h colum n, or bot h, and t hen press t hem boldface ( see Figure 12- 16 ) . Chapt er 13 has m ore det ails on form at t ing your spreadsheet s. Now t hat t he basic fram ework of t he spreadsheet is in place, you can begin t yping in act ual num bers.

Figu r e 1 2 - 1 6 . You ca n m a k e t h e h e a din gs st a n d ou t fr om t h e da t a you 'll soon pu t in t h e ce lls by ch a n gin g t h e fon t st yle a n d a lign m e n t ( se e Ch a pt e r 1 3 ) . I n t h is e x a m ple , t h e r ow a n d colu m n h e a din gs a r e bold, a n d t h e colu m n h e a din gs a r e ce n t e r e d.

9 . Click ce ll B4 , Ja n u a r y 2 0 0 4 . En t e r a figu r e for you r Ja n u a r y in com e . Your first several m ont hs of operat ion showed a loss since you were invest ing in lot s of " Get Rich Quick on t he I nt ernet ! " program s. You invest ed heavily at t he beginning, and your losses in January were $1,895. Since t his is a loss, ent er it as a negat ive num ber, and leave off t he dollar sign—j ust t ype - 1895.

1 0 . Pr e ss Re t u r n ( or t h e dow n a r r ow k e y) . Excel m oves t he act ive cell fram e t o t he next row down.

1 1 . Type a n ot h e r n u m be r t o r e pr e se n t you r loss for Fe br u a r y; pr e ss Re t u r n . Re pe a t st e ps 9 a n d 1 0 u n t il you ge t t o t h e bot t om of t h e 2 0 0 4 colu m n . For t his experim ent , t he exact num bers t o t ype don't m at t er t oo m uch, but Figure 12- 16 shows one suggest ion. Perhaps, t oward t he end of t hat first year, you st art ed m aking m oney inst ead of losing m oney.

1 2 . Click in t h e Ja n u a r y 2 0 0 5 colu m n ( C4 ) ; fill in t h e n u m be r s for e a ch m on t h , pr e ssin g Re t u r n a ft e r e a ch e n t r y. Re pe a t w it h t h e ot h e r ye a r s. Rem em ber, t his is a success st ory, so t ype ever- increasing num bers in your colum ns, because once you st art ed m aking m oney, it was an ever- upward t rend. But t hen your incom e kind of leveled off t oward t he end of 2007 as you cut back your work week t o t wo hours. When you've successfully filled your spreadsheet wit h dat a, save your work one m ore t im e. You'll ret urn t o it lat er in t his chapt er—aft er you've read about what Excel can do wit h all of t hese num bers.

1 2 .2 . For m u la Fu n da m e n t a ls Wit hout form ulas, Excel would j ust be glorified graph paper. Wit h t hem , Excel becom es a num ber- crunching powerhouse wort hy of it s own corner office. Excel form ulas do everyt hing from basic arit hm et ic t o com plex financial analysis. And Excel 2008 m akes working wit h form ulas easier t han ever. Form ula Aut oCom plet e helps you writ e form ulas even if you can't rem em ber all t he arcane elem ent s of part icular form ula. As you t ype, Excel present s valid funct ions, nam es, and nam ed ranges for you t o choose from . I n addit ion, t he new Form ula Builder j oins t he t oolbox, where you can search for, learn about , and build form ulas by following sim ple inst ruct ions.

1 2 .2 .1 . Ba sic Ca lcu la t ion s A form ula in a cell can perform calculat ions on ot her cells' cont ent s. For exam ple, if cell A1 cont ains t he num ber of hours in a day, and cell A2 cont ains t he num ber of days in a year, t hen you could t ype = A1* A2 int o cell B3 t o find out how m any hours t here are in a year. ( I n spreadsheet lingo, you'd say t hat t his form ula ret urns t he num ber 8760.) Aft er t yping t he form ula and pressing Ret urn, you'd see only t he m at hem at ical answer in cell B3; t he form ula it self is hidden, t hough you can see it in t he Form ula bar if you click t he cell again ( Figure 12- 17 ) .

Figu r e 1 2 - 1 7 . Th e Ra n ge fin de r h igh ligh t s e a ch ce ll t h a t 's in clu de d in t h e for m u la you 'r e cu r r e n t ly t ypin g. Fu r t h e r m or e , t h e color of t h e ou t lin e a r ou n d t h e ce lls m a t ch e s t h e t ype d ce ll r e fe r e n ce .

Form ulas do m at h on values. A value is any num ber, dat e, t im e, t ext , or cell address t hat you feed int o a form ula. The m at h depends on t he operat ors in t he form ula—sym bols like + for addit ion,–for subt ract ion, / for division, * for m ult iplicat ion, and so on.

T ip : Your form ulas don't have t o rem ain invisible unt il clicked. To reveal form ulas on a given sheet , press Cont rol- ` ( t he key in t he upper- left corner of m ost keyboards) . This com m and t oggles t he spreadsheet cells so t hat t hey show form ulas inst ead of result s. ( Excel widens your colum ns considerably, as necessary, t o show t he form ulas.) To ret urn t hings t o t he way t hey were, press Cont rol- ` again.Consider t hat keyst roke a short cut for t he official way t o bring form ulas int o view: Preferences View panel. Under Window opt ions, click Form ulas; click OK. Repeat t he whole procedure t o Excel rest ore t he result s- only view. Aren't you glad you've now m em orized t he Cont rol- ` short cut ?

1 2 .2 .1 .1 . Er r or ch e ck in g I f you m ake a m ist ake when you're t yping in a form ula, Excel's error- checking but t ons at t em pt t o ret urn you t o

t he st raight and narrow. For exam ple, if you t ype = suum E3: E6, Excel displays " # NAME?" in t he cell. Click t he cell t o display t he error- checking but t on, as shown in Figure 12- 18 . Clicking t he t iny arrow on t he right of t he but t on displays several opt ions and bit s of inform at ion, like t he following:

Er r or N a m e. The nam e of t he error heads t he list . Fort unat ely, it 's a descript ive nam e of t he error, like I nvalid Nam e Error.

H e lp on t h is Er r or. Click here t o view t he Excel Help screen on t his part icular error. This inform at ion m ay help you underst and where you went wrong.

Figu r e 1 2 - 1 8 . I f you ch oose t o e dit t h e for m u la in t h e For m u la ba r , t h e a lle ge d for m u la be com e s a ct ive in t h e For m u la ba r . Th e r e you ca n e dit it , a n d w it h a n y lu ck fix t h e pr oble m . N ot e t h a t w h e n pr e se n t e d in t h e For m u la ba r , t h e for m u la 's ce ll r e fe r e n ce s a r e color code d t o in dica t e w h ich color - code d ce ll t h e y a pply t o.

Tr a ce Er r or . Draws lines t o t he cells t hat m ight be causing t he errors. Exam ine t he cells in quest ion t o det erm ine what you m ight have done incorrect ly.

I gn or e Er r or . The com put ing equivalent of saying " never m ind." Choosing t his it em t ells Excel t o leave t he form ula as you ent ered it . ( Excel obeys you, but let 's hope you know m ore t han Excel does—t here's no guarant ee t hat t he form ula will work.)

Edit in For m u la Ba r . This opt ion let s you edit t he form ula in t he Form ula bar as described in Figure 1218.

Er r or Ch e ck in g Opt ion s. Opens t he Excel

Preferences

Error Checking t ab. Here you can t urn

error checking on and off, and t ell Excel which kinds of errors t o look for, like em pt y or m issing cells in form ulas.

To ent er a sim ple form ula t hat you know well, j ust double- click t he cell and st art t yping ( or click t he Edit box in t he Form ula bar, shown in Figure 12- 18 , and t yped t here) . The cursor appears sim ult aneously in t he cell and in t he Edit box, signaling t hat Excel await s your next m ove. Your next m ove is t o t ype an equal sign ( = ) , since every form ula st art s t hat way. Then t ype t he rest of t he form ula using values and operat ors. When you want t o incorporat e a reference t o a part icular cell in your form ula, you don't act ually have t o t ype out B12 or what ever—j ust click t he cell in quest ion. Sim ilarly, t o insert a range of cells, j ust drag t hrough t hem .

T ip : I f you m ess up while ent ering a form ula and want t o st art fresh, click t he Cancel but t on at t he right end of t he Form ula bar. ( I t looks like an X.)

To com plet e a form ula press Ent er, Ret urn, Tab, or an arrow key—your choice.

1 2 .2 .2 . Fu n ct ion s When you t ire of t yping form ulas from scrat ch ( or, let 's be honest , when you can't figure out what t o t ype) , you can let Excel do t he brainwork by using funct ions. Funct ions are j ust predefined form ulas. For exam ple, t he SUM funct ion adds a range of specified values [ = SUM( B3: B7) ] so you don't have t o t ype t he plus sign bet ween each one [ = B3+ B4+ B5+ B6+ B7 ] . Excel 2008 adds Form ula Aut oCom plet e and t he Form ula Builder t o help you find and ent er funct ions properly. I n addit ion, Excel Help is a verit able Funct ion Universit y wit h det ailed inform at ion and exam ples for all of it s funct ions.

1 2 .2 .2 .1 . Fu n ct ion scr e e n t ips a n d Au t oCom ple t e Screen t ips ( Figure 12- 19 ) for funct ion help are a real boon t o spread- sheet ing neophyt es and dat aheads alike. As you st art t o t ype a funct ion int o a cell, Aut oCom plet e pops up a list of funct ion nam es m at ching what you've t yped so far. Click one t o add it t o t he cell. Then a screen t ip displays t he synt ax of t he funct ion in a pale yellow box j ust below where you're t yping. Not only does t he screen t ip show you how t o correct ly t ype t he funct ion it believes you have in m ind, but you can also use t he screen t ip in ot her ways. For exam ple, you can drag t he screen t ip t o reposit ion it ( t o get a bet t er look at your worksheet ) , click a piece of t he t ip t o select it , or click t he funct ion t o open up it s Help t opic in a separat e window.

T ip : I f you want t o t urn off funct ion screen t ips, choose Excel checkm ark next t o " Show funct ion ScreenTips."

Preferences and select t he View t ab. Rem ove t he

Figu r e 1 2 - 1 9 . Ex ce l's Fu n ct ion scr e e n t ips m a k e a n e du ca t e d gu e ss a t w h a t you 'r e t r yin g t o do—u su a lly a pr e t t y da r n good on e —a n d pr ovide t h e cor r e ct syn t a x for doin g it . H e r e t h e SUM scr e e n t ip e x pla in s h ow t o a dd a se r ie s of n u m be r s.

1 2 .2 .2 .2 . Th e Au t oSu m bu t t on You don't need access t o Microsoft 's ream s of focus- group st udies t o realize t hat t he m ost com m only used spreadsheet funct ion is adding t hings up. That 's why Excel com es equipped wit h a t oolbar but t on t hat does not hing but add up t he values in t he colum n direct ly above, or t he row t o t he left of, t he act ive cell, as Figure 12- 20 shows. ( The t ut orial t hat resum es on " Tut orial 2: Yearly Tot als" also shows why Aut oSum is one of t he m ost im port ant but t ons in Excel.)

Figu r e 1 2 - 2 0 . Th e pow e r fu l Au t oSu m bu t t on on t h e St a n da r d t oolba r ( u ppe r r igh t ) is t h e k e y t o qu ick ly a ddin g a r ow or colu m n . A click of t h e bu t t on pu t s a SUM fu n ct ion in t h e se le ct e d ce ll, w h ich a ssu m e s t h a t you w a n t t o a dd u p t h e ce lls a bove it . N ot e t h a t it doe sn 't w r it e ou t C3 + C4 + C5 + C6 + C7 + C8 + C9 , a n d so on ; it se t s u p a r a n ge of n u m be r s u sin g t h e sh or t h a n d n ot a t ion C3 :C1 3 . W h e n you pr e ss Re t u r n , you se e on ly t h e r e su lt , n ot t h e for m u la .

The flippy t riangle t o t he right of t he Aut oSum but t on reveals a m enu wit h a few ot her ext rem ely com m on opt ions, such as t he following:

Ave r a ge. Calculat es t he average ( t he arit hm et ic m ean) of t he num bers in t he colum n above t he act ive cell. For exam ple, if t he colum n of num bers represent s your Web sit e revenues for each m ont h t hen using t his funct ion gives you your average m ont hly incom e.

Cou n t N u m be r s. Tells you how m any cells in a select ed cell range cont ain num bers.

M a x and M in. Shows t he highest or lowest value of any of t he num bers referred t o in t he funct ion.

M or e Fu n ct ion s.When you choose t his com m and, t he Form ula Builder appears, described short ly.

T ip : Aft er you click t he Aut oSum but t on ( or use one of it s pop- up m enu com m ands) , Excel assum es t hat you int end t o com put e using t he num bers in t he cells j ust above or t o t he left of t he highlight ed cell. I t indicat es, wit h a m oving border, which cells it int ends t o include in it s calculat ion.But if it guesses wrong, sim ply grab your m ouse and adj ust t he select ion rect angle by one of it s corner handles or j ust drag t hrough t he num bers you do want com put ed. Excel redraws it s border and updat es it s form ula. Press Ent er t o com plet e t he form ula.

UP TO SPEED Th e An a t om y of a Fu n ct ion in a For m u la Like Web- page and em ail addresses, form ulas wit h funct ions have a regular form . I f you underst and t hat anat om y, you'll find working wit h form ulas m uch easier. The first elem ent in a form ula is t he equal sign ( = ) , which signals t o Excel t hat what follows is a form ula, not plain old dat a. Next com es t he funct ion nam e, like SUM. Aft er t he funct ion nam e com es a left parent hesis, which t ells Excel t hat t he funct ion's argum ent s are com ing next Argum ent s in t his case have not hing t o do wit h t he validit y of t he ent ries in your expense report , and everyt hing t o do wit h t elling t he funct ion what values t o process—values being t he num bers or t ext in a cell. Som e funct ions have one argum ent , ot hers have m ore, and a few have none. To use m ore t han one argum ent , separat e t hem wit h com m as. Finally, finish t he funct ion wit h a closing parent hesis. Each funct ion expect s it s argum ent s t o be list ed in a very specific m anner, or synt ax. For exam ple, t he form ula = SUM( B4: B8,20) adds t he cont ent s of cells B4, B5, B6, B7, and B8, and t hen adds 20. SUM is t he funct ion, ( B4: B8,20) are t he argum ent s. Given t he m any funct ions and operat ors Excel provides, you can do m ore num ber crunching in an hour wit h Excel t han you probably did in your ent ire grade- school experience. ( Unless, of course, you used spreadsheet s in grade school, in which case you're probably not reading t his sect ion anyway.)

1 2 .2 .2 .3 . Look in g u p fu n ct ion s w it h t h e For m u la Bu ilde r Whipping up t he sum or average of som e cells is only t he beginning. Excel is also capable of perform ing t he kinds of advanced num ber crunching t hat can calculat e int erest rat es, find t he cosine of an arc, find t he inverse of t he one- t ailed probabilit y of t he chi- squared dist ribut ion, and so on. I t 's safe t o say t hat no one has all of t hese funct ions m em orized. Fort unat ely, you don't have t o rem em ber how t o writ e each funct ion; save t hat brainpower for t he Sunday Tim es crossword. I nst ead, you can use Excel's new Form ula Builder t o look up t he exact funct ion t hat you need. Form ula Builder, or click To call up t he Form ula Builder, click t he fx but t on on t he form ula bar, choose View t he Toolbox but t on on t he St andard t oolbar and t hen click t he fx but t on . The new Form ula Builder t akes t he place of Excel 2004's Past e Funct ion dialog box and great ly sim plifies finding and insert ing funct ions. The t op of t he Form ula Builder displays a search field ( see Figure 12- 21 ) where you can t ype any bit of inform at ion relat ing t o t he funct ion you're looking for. You can t ype cosine, for exam ple, and t he Form ula Builder displays in it s m ain panel t he six funct ions, which som ehow relat e t o cosine. Click any of t he funct ions t o read a brief descript ion and t he synt ax for t hat funct ion. Double- clicking t he funct ion does t wo t hings: it insert s t he funct ion in t he act ive cell of your spreadsheet and opens t he Argum ent s pane of t he Form at Builder where it displays t he argum ent s ( if any) it 's ext ract ed from your spreadsheet , and at t he bot t om of t he window displays t he result . Just like when you use t he Aut oSum but t on, if Excel guesses wrong and highlight s t he wrong cells in your spreadsheet , eit her readj ust t he select ion rect angle or click t he appropriat e cells. Press Ret urn t o ent er t he funct ion int o your spreadsheet .

Figu r e 1 2 - 2 1 . Th e For m u la Bu ilde r ( le ft ) is Ex ce l 2 0 0 8 's w e lcom e n e w a ddit ion t o t h e Toolbox . You ca n focu s you r h u n t for t h e cor r e ct on e fr om a m on g t h e h u n dr e ds offe r e d by u sin g t h e se a r ch fie ld a t t h e t op of t h e w in dow . D ou ble - click a fu n ct ion t o ope n t h e a r gu m e n t s pa n e , w h e r e you ca n fill in t h e a r gu m e n t s by click in g ce lls a n d m a k in g e n t r ie s dir e ct ly in t h is w in dow . W h e n com ple t e , t h e For m u la Bu ilde r displa ys t h e r e su lt a t t h e bot t om . To le a r n m or e a bou t a n y spe cific fu n ct ion , for m or e a ssist a n ce w it h t h e a r gu m e n t s, or t o vie w sa m ple e x a m ple s, click " M or e h e lp on t h is fu n ct ion " t o su m m on t h e Ex ce l H e lp w in dow for t h a t fu n ct ion ( r igh t ) .

1 2 .2 .2 .4 . Usin g t h e Ca lcu la t or t o a sse m ble for m u la s What wit h all t he operat ors, parent heses, cell addresses, funct ions and such—all of which have t o be ent ered in exact ly t he correct order—assem bling a form ula can be a painst aking business. The new form ula builder eases m uch of t hat pain, but you can choose anot her approach t o form ula creat ion: Excel's built - in calculat or. Choose Tools Calculat or t o sum m on t his virt ual pocket pal which feat ures a lot of t he st andard but t ons t hat you m ight find on a pocket calculat or, plus parent heses but t ons, an I F but t on ( t o insert an I F st at em ent ) , and a SUM but t on ( t o insert a SUM funct ion) . As shown in Figure 12- 22 , t he Calculat or window also has t hree fields: a large one up t op t hat displays t he current form ula ( and also let s you t ype your own form ula, if you're so inclined) and t wo sm aller ones below it , which show t he answer t o t he form ula and t he form ula's dest inat ion cell.

Figu r e 1 2 - 2 2 . Th e Ca lcu la t or le t s you bu ild a for m u la w it h j u st a fe w bu t t on click s—in t h is ca se , a n I F st a t e m e n t t h a t pr e se n t s diffe r e n t m e ssa ge s de pe n din g on t h e va lu e of B1 6 . On ce you 've pe r fe ct e d t h e for m u la , click OK t o in se r t it in t o t h e a ct ive ce ll.

To creat e a form ula, click t he calculat or's but t ons as you would on a real calculat or. I f you prefer clacking on your keyboard, you can also ent er t he num bers t hat way. As you build your form ula wit h t he various calculat or but t ons, t he form ula shows up in t he t op window, and t he result of t he calculat ion shows up in t he Answer field. Once you've built your form ula, click OK t o past e it int o t he spreadsheet . ( And show it off t o your friends who use Excel for Windows, as t hey don't yet have a calculat or.) I f you want t o access ot her funct ions ( besides t he I F and SUM funct ions) , click More t o bid t he calculat or adieu and ret urn t o t he m ore knowledgeable Form ula Builder.

T ip : I f you need a lit t le help wit h a balky form ula t hat you've already ent ered ( perhaps you haven't got t en it s synt ax j ust right ) , select t he cell and open t he Form ula Builder. I t helpfully displays it s Argum ent s pane for t he form ula in quest ion, so you can see t he error of your ways—or t he error of your form ula, at least .

1 2 .2 .3 . Or de r of Ca lcu la t ion As you no doubt recall from your basic algebra class, you get different answers t o an equat ion depending on how it s elem ent s are ordered. So it 's im port ant for you, t he purveyor of fine Excel form ulas, t o underst and t he order in which Excel m akes it s calculat ions. I f a form ula is spit t ing out result s t hat don't j ibe wit h what you t hink ought t o be t he answer, consult t he following t able. Excel calculat es t he operat ions at t he t op of t he t able first , working it s way down unt il it hit s bot t om . For exam ple, Excel com put es cell references before it t ackles m ult iplicat ion, and it does m ult iplicat ion before it works on a " less t han" operat ion.

Ta ble 1 2 - 1 . Ex ce l's Ca lcu la t ion Or de r

For exam ple, Excel's answer t o = 2+ 3* 4 is not 20. I t 's 14, because Excel perform s m ult iplicat ion and division wit hin t he form ula befor e doing addit ion and subt ract ion. You can exercise som e cont rol over t he processing order by using parent heses. Excel calculat es expressions wit hin ( ) sym bols before bringing t he parent het ical it em s t oget her for calculat ion. So in t he above exam ple, = ( 2+ 3) * 4 ret urns 20. Or, t he form ula = C12* ( C3- C6) subt ract s t he value in C6 from t he value in C3 and m ult iplies t he result by t he value in C12. Wit hout t he parent heses, t he form ula would read = C12* C3- C6 , and Excel would m ult iply C12 by C3 and t hen subt ract C6—a different form ula ent irely.

T ip : Excel does it s best t o alert you t o m ist akes you m ake when ent ering form ulas m anually. For exam ple, if you leave off a closing parent hesis ( aft er using an open parent hesis) , Excel pops up a dialog box suggest ing a fix—and som et im es j ust fixes it wit hout asking.

1 2 .2 .4 . Tu t or ia l 2 : Ye a r ly Tot a ls Suppose you've ent ered a few num bers int o a spreadsheet , as described in t he t ut orial earlier in t his chapt er. Finally it 's t im e t o put t hese num bers t o work. Open t he docum ent shown in Figure 12- 16 . Now t hat it has som e dat a t o work wit h, Excel can do a lit t le work. St art wit h one of t he m ost com m on spreadsheet calculat ions: t ot aling a colum n of num bers. First creat e a row for t ot als.

1 . Click ce ll A1 7 ( le a vin g a bla n k r ow be n e a t h t h e m on t h list ) . Type Tot a l. This row will soon cont ain t ot als for each year colum n.

2 . Click ce ll B1 7 , in t h e Tot a l r ow for 2 0 0 4 . Click t h e Au t oSu m bu t t on on t h e St a n da r d t oolba r. I n cell B17, Excel aut om at ically proposes a form ula for t ot aling t he colum n of num bers. ( I t 's = SUM( B3: B16) , m eaning " add up t he cells from B3 t hrough B16." ) The m oving border shows t hat Excel is prepared t o add up all of t he num bers in t his colum n—including t he year label 2 0 0 4 ! Clearly, t hat 's not what you want , so don't press Ent er yet .

3 . D r a g t h r ou gh t h e n u m be r s you do w a n t a dde d: fr om ce ll B4 dow n t o B1 5 . Th e n pr e ss Re t u r n . Excel adds up t he colum n. Now com es t he real m agic of spreadsheet ing: I f one of t he num bers in t he colum n changes, t he t ot al changes aut om at ically. Try it .

4 . Click on e of t h e n u m be r s in colu m n B, t ype a m u ch bigge r n u m be r , a n d t h e n pr e ss Re t u r n. Excel inst ant ly updat es 2004's t ot al t o reflect t he change.

Tip: The Aut oSum feat ure doesn't have t o add up num bers above t he select ed cell; it can also add up a

row of cells. I n fact , you can even click t he Aut oSum but t on and t hen drag t hrough a block of cells t o m ake Excel add up all of t hose num bers.

You could cont inue select ing t he Tot al cells for each year and using Aut oSum t o creat e your t ot als. I nst ead, you can avoid repet it ion by using t he Fill com m and described earlier in t his chapt er. You can t ell Excel t o creat e a calculat ion sim ilar t o t he 2004 t ot al for t he rest of t he colum ns in t he spreadsheet .

5 . Click t h e ce ll con t a in in g t h e 2 0 0 4 t ot a l ( B1 7 ) a n d dr a g t h e se le ct ion 's Fill h a n dle ( se e Se ct ion 1 2 .1 .6 .1 ) t o t h e r igh t , a ll t h e w a y ove r t o t h e 2 0 0 8 colu m n ( F1 7 ) . As you drag, Excel highlight s t he range of cells for colum n t ot als, and when you release your m ouse, it fills t hose cells wit h colum n t ot als as shown in Figure 12- 23 . You could've accom plished t he sam e t hing by first j ust select ing t he range of cells and t hen choosing Edit Fill Right —but why would you want t o? Eit her way, Excel copies t he cont ent s of t he first cell and past es it int o every ot her cell in t he select ion. I n t his exam ple, t he first cell cont ains a form ula, not j ust a t ot al you t yped yourself. But , inst ead of past ing t he exact sam e form ula, which would place t he 2004 t ot al int o each colum n, Excel underst ands t hat you want t o t ot al each colum n, and t herefore ent ers t he appropriat e form ula in each cell of your select ion. The result is yearly t ot als calculat ed right across t he page. Finally, t o m ake t he yearly t ot als in t he t ut orial exam ple m ore m eaningful—and see j ust how m uch m oney you act ually m ade—calculat e an overall t ot al for t he spreadsheet .

Figu r e 1 2 - 2 3 . Top: To t ot a l a ll of t h e colu m n s in t h e spr e a dsh e e t qu ick ly, dr a g t h e Fill h a n dle fr om t h e ce ll con t a in in g t h e t ot a l for t h e fir st colu m n ( B1 7 ) a ll t h e w a y ove r t o t h e la st colu m n . Bot t om : W h e n you r e le a se t h e m ou se , Ex ce l cr e a t e s a t ot a l for e a ch of t h e se le ct e d colu m n s.

6 . Click ce ll A1 9 a n d t ype Gr a n d Tot a l a n d t h e n pr e ss Ta b. Excel m oves t he act ive cell t o B19. To calculat e a lifet im e t ot al for t he spreadsheet , you need t o t ell Excel t o add t oget her all t he yearly t ot als.

7 . Click t h e Au t oSu m bu t t on on t h e St a n da r d t oolba r. I n t his case, t he cells you want t o add aren't lined up wit h t he Grand Tot al cell, so t he Aut oSum but t on doesn't work quit e right ; it proposes t ot aling t he colum n of num bers above it .

8 . D r a g a cr oss t h e ye a r ly t ot a ls ( fr om B1 7 t h r ou gh F1 7 ) . As you drag across t he cells, Excel insert s t he cell range wit hin t he form ula and out lines t he range of cells. I n t his exam ple, t he funct ion now reads, = SUM( B17: F17) —in ot her words, " add up t he cont ent s of t he cells B17 t hrough F17, and display t he result ."

9 . Pr e ss Re t u r n ( or En t e r ) . Excel perform s t he calculat ion and displays t he result in cell B19, t he grand t ot al for t he rags t o riches st ory of an I nt ernet m arket er.

1 2 .2 .4 .1 . N a m e d r a n ge s

Once your spreadsheet grows beyond t he confines of your screen, you m ay find it difficult t o find your way back t o areas wit hin it t hat you work on t he m ost frequent ly. By designat ing a cell or group of cells as a nam ed range, you can quickly j um p t o a cert ain spot wit hout having t o scroll around for it . You can use nam ed cells as a quick way t o navigat e a large spreadsheet . Once you've creat ed a nam ed range, click t he Nam e pop- up m enu in t he Form ula bar and choose it from t he list . Excel inst ant ly t ransport s you t o t he correct corner of your spreadsheet , where you'll find t he nam ed range select ed and wait ing for you. As you creat e form ulas, you m ay find yourself referring over and over t o t he sam e cell or range of cells. For exam ple, in t he profit and loss spreadsheet ( Figure 12- 23 ) , you m ay need t o refer t o t he 2008 Tot al in several ot her form ulas. So t hat you don't have t o repeat edly t ype t he cell address or click t o select t he cell, Excel let s you give a cell, or range of cells, a nam e. Aft er doing so, you can writ e a form ula in t he form of, for exam ple, = Tot al2008- Taxes ( inst ead of = B17- F27) . Or, you m ay find yourself doing t he sam e operat ion on t he sam e range of cells over and over, for exam ple, t ot aling or averaging your m ont hly expenses. By designat ing a m ont hly expense t ot als as a nam ed range, you can creat e surprisingly readable form ulas t hat look like = SUM( Expenses) or = AVERAGE( Expenses) . To creat e a nam ed cell or range, sim ply select t he cell or range, ent er a nam e for it in t he Form ula bar's Nam e Nam e Define) as shown in Figure 12- 24 . box, and press Ret urn ( or choose I nsert

N ot e : Nam ed ranges t ake one- word nam es only: Excel doesn't accept spaces or hyphens. And, as you'd expect , no t wo nam es can be t he sam e on t he sam e worksheet : Excel considers upper- and lowercase charact ers t o be t he sam e, so profit is t he sam e as PROFI T. Addit ionally, t he first charact er of a nam e has t o be a let t er ( or an underscore) ; nam es can't cont ain punct uat ion m arks ( except periods) or operat ors ( + , = , and so on) ; and t hey can't t ake t he form of a cell reference ( such as B5) or a funct ion ( such as SUM( ) ) .

Figu r e 1 2 - 2 4 . To n a m e a ce ll or r a n ge of ce lls, se le ct it , e n t e r a n a m e for it in t h e For m u la ba r 's N a m e box , a n d pr e ss Re t u r n . Fr om n ow on , you ca n u se t h e N a m e box pop- u p m e n u t o j u m p dir e ct ly t o t h a t poin t in you r spr e a dsh e e t .

From now on, t he cell's or range's nam e appears in t he Form ula bar's Nam e pop- up m enu. The next t im e you want t o go t o t hat cell or range or use it in a form ula, you need only click t hat pop- up m enu and select it from t he list . I n addit ion, Excel displays t he nam e inst ead of t he cell address whenever you creat e a form ula t hat refers t o a nam ed cell or range. I f you need t o change or rem ove a nam e, choose I nsert Nam es Define t o display t he Define Nam es dialog box. From t here, you'll find it easy t o delet e, creat e, or edit nam es.

1 2 .2 .4 .2 . Re fe r e n ce s: a bsolu t e a n d r e la t ive When you creat e a form ula by t yping t he addresses of cells or by clicking a cell, you've creat ed a cell reference. However, rat her t han always m eaning B1 2, for exam ple, Excel generally considers cell references in a relat ive way—it t hinks of anot her cell in t he spreadsheet as " t hree rows above and t wo colum ns t o t he left of t his cell," for exam ple ( see Figure 12- 25 ) . I n ot her words, it rem em bers t hose cell coordinat es by t heir posit ion relat ive t o t he select ed cell.

Figu r e 1 2 - 2 5 . Th e for m u la in ce ll C5 ca lcu la t e s t h e sa le s t a x for t h e it e m pr ice d in B5 . Th e sa le s t a x r a t e is st or e d in B1 . Th u s, t h e for m u la in C5 m u lt iplie s t h e pr ice ( B5 ) by a n a bsolu t e r e fe r e n ce t o t h e sa le s t a x r a t e ( e x pr e sse d $ B$ 1 ) . W h e n you copy t h is for m u la , it a lw a ys r e fe r s t o t h e fix e d ce ll B1 .

Relat ive cell references also m ake form ulas port able: When you past e a form ula t hat adds up t he t wo cells above it int o a different spot , t he past ed cell adds up t he t wo cells above it ( in it s new locat ion) . The yearly t ot als in Figure 12- 23 show how t his works. When you " filled" t he Tot al form ula across t o t he ot her cells, Excel past ed relat ive cell references int o all t hose cells t hat say, in effect , " Display t he t ot al of t he num bers in t he cells above t his cell." This way, each colum n's subt ot al applies t o t he figures in t hat colum n. ( I f Excel inst ead past ed absolut e references, t hen all t he cells in t he subt ot al row would show t he sum of t he first year colum n.) Absolut e references, on t he ot her hand, refer t o a specific cell, no m at t er where t he form ula appears in t he spreadsheet . They can be useful when you need t o refer t o a part icular cell in t he spreadsheet —t he one cont aining t he sales t ax rat e, for exam ple—for a form ula t hat repeat s over several colum ns. Figure 12- 25 gives an exam ple. You designat e an absolut e cell reference by including a $ in front of t he colum n and/ or row reference. ( For t he first t im e in it s life, t he $ sym bol has not hing t o do wit h m oney.) For exam ple, $A$7 is an absolut e reference for cell A7. You can also creat e a m ixed reference in order t o lock t he reference t o eit her t he row or colum n—for exam ple, G$8, in which t he colum n reference is relat ive and t he row is absolut e. You m ight use t his unusual arrangem ent when, for exam ple, your colum n A cont ains discount rat es for t he cust om ers whose nam es appear in colum n B.

I n writ ing t he form ula for a cust om er's final price ( in colum n D, for exam ple) , you'd use a relat ive reference t o a row num ber ( different for every cust om er) , but an absolut e reference t o t he colum n ( always A) .

T ip : There's a handy short cut t hat can save you som e hand- eye coordinat ion when you want t o t urn an absolut e cell reference int o a relat ive one, or vice versa. First , select t he cell t hat cont ains t he form ula. I n t he Form ula bar, highlight - T. This keyst roke m akes t he highlight ed cell nam e cycle t hrough only t he cell nam e you'd like t o change. Then press different st ages of absolut eness—for exam ple, it changes t he cell reference B4 first t o $B$4, t hen t o B$4, t hen t o $B4, and so on.

1 2 .3 . Ex ce l, t h e List M a k e r Aft er spending years loading up Excel wit h advanced num ber- crunchy feat ures like pivot t ables, dat abase queries, and nest ed form ulas, in 1999 Microsoft decided t o st ep back and conduct som e st udies t o see how it s cust om ers were enj oying t heir NASA- caliber spreadsheet program . And what were 65 percent of Excel fans doing wit h all t his power? Making list s. That 's right —m ost people use t he soft ware t hat drives uncount ed businesses and st at ist ical analyses for not hing m ore t han building list s of phone num bers, CD collect ions, and so on. That 's why Microsoft , which never m et a feat ure it didn't like, creat ed t he Macint osh- only List Manager, which sim plifies building and m anipulat ing list s ( Figure 12- 26 ) . Excel does t his by creat ing som et hing called a list obj ect , which is not hing m ore t han a sim ple dat abase. I t 's m ade up of rows ( which are t he sam e as dat abase records—t hat is, t he individual " Rolodex cards" of an address dat abase) and colum ns ( which are like t he fields in a dat abase record—t hat is, t he address, cit y, zip code, and ot her bit s of inform at ion) . These rows and colum ns are cont ained inside a list fram e. The List Manager has a num ber of feat ures t hat im prove upon using regular spreadsheet cells t o st ore your list s ( and upon Excel dat abases, as t hey were called long ago) :

The list fram e, a special border t hat appears when you click a list obj ect , clearly out lines your dat a. You don't have t o wonder which cells are m eant t o be part of t he list .

Figu r e 1 2 - 2 6 . List obj e ct s a r e a m on g Ex ce l's be st fe a t u r e s. Th e se se lf- con t a in e d m in i- da t a ba se s a llow you t o cr e a t e a list in r e cor d t im e . Th e t op r ow h a s in - ce ll bu t t on s for poppin g u p t h e Au t oFilt e r m e n u . Th is m e n u le t s you sor t you r list a n d t e m por a r ily h ide a n y u n w a n t e d da t a . I n t h e opt ion a l Tot a l r ow a t t h e bot t om , you ca n qu ick ly in se r t for m u la s via in - ce ll bu t t on s t h a t pop u p t h e Fu n ct ion m e n u .

Excel keeps t he colum n headings of a list com plet ely separat e from t he dat a beneat h t hem . As a result , t hey won't disappear or get sort ed int o t he rows of t he list it self, as m ight have happened out side a list obj ect .

You always get an em pt y record row at t he bot t om of t he list , m aking it easy t o add a new record; j ust click in t he row and t ype.

List s have pop- up Aut oFilt er m enus t hat m ake it sim ple t o sort t heir rows or even filt er t hem ( so t hat only cert ain rows rem ain visible) .

Unlike Excel dat abases of old, you can have m ore t han one list per spreadsheet .

The List Manager feat ure, in ot her words, is ideal for t asks like t hese:

Build a list of all of t he DVDs in your vast collect ion and sort t hem by genre, rat ing, num ber of st ars in reviews, whet her discs have direct or's com m ent aries—t he possibilit ies are endless.

Creat e a rest aurant list for every cit y you visit , com plet e wit h nam es, cat egories, com m ent s, and t elephone num bers. When leaving for a t rip t o Det roit , you can filt er t hat list so t hat it shows only t he

nam es of eat eries in Det roit .

Make an invent ory list , wit h prices, part num bers, and warehouse locat ion; you can lat er add a colum n t o t hat list when you rem em ber t hat you should have included som et hing t o indicat e availabilit y. Plus, you can form at your list wit h alt ernat ing row colors t hat st ill alt ernat e properly when you add a new colum n.

Just t ry any of t hese t ricks wit h a plain spreadsheet and you'll soon underst and exact ly why Microsoft gave special at t ent ion t o t he List Manager.

1 2 .3 .1 . Bu ildin g You r List w it h t h e List W iza r d Excel's List Wizard walks you t hrough building a list . Here's how t o build a new list from scrat ch—in t his exam ple, a cat alog of your burgeoning DVD collect ion.

T ip : To build a list obj ect out of an exist ing list , first select all of t he cells t hat m ake up your exist ing list , and t hen choose List . The List Wizard walks you t hrough t urning your ersat z list int o t he real deal. select I nsert

1 . I n a n e w spr e a dsh e e t , click w h e r e you w a n t t h e list t o be . You can always m ove it lat er.

2 . Ch oose I n se r t

List.

Excel present s t he List Wizard ( see Figure 12- 27 ) . The first screen asks you for t he locat ion of t he dat a for your list and where you want t he list t o appear. Leave t he dat a locat ion radio but t on set t o None ( in t his exam ple, you'll be t yping in t he dat a aft er set t ing up t he list ) , and leave t he list locat ion radio but t on set t o " On exist ing sheet ."

Figu r e 1 2 - 2 7 . Th e fir st st e p in t h e List W iza r d h a s t h r e e opt ion s for da t a sou r ce s for you r list s: N on e ( m e a n in g you 'll e n t e r t h e da t a a s you go a lon g) , Ex ce l w or k sh e e t ( u se t h is t o con ve r t a se le ct ion in t o a list ) , a n d Ex t e r n a l da t a sou r ce ( w h ich le t s you a cce ss a da t a ba se via M icr osoft Qu e r y a n d OD BC—m or e on Se ct ion 1 4 .3 ) . As for w h e r e t h e list goe s, you ca n spe cify a loca t ion in t h e w or k sh e e t cu r r e n t ly ope n , or you ca n t e ll Ex ce l t o cr e a t e a w h ole n e w sh e e t for you r list t o ca ll h om e .

3 . Click N e x t . Now t he List Wizard want s you t o specify t he colum ns for your list ( see Figure 12- 28 ) . I f you've ever used FileMaker Pro or anot her dat abase program , you should be fam iliar wit h t his process—it 's very sim ilar t o t he one used t o creat e fields for a dat abase file.

Figu r e 1 2 - 2 8 . Th e se con d st e p of t h e List W iza r d look s lik e a da t a ba se fie ld de fin it ion dia log box , a n d for good r e a son —Ex ce l list s a r e da t a ba se s, a t h e a r t . I n t h is st e p, you ca n cr e a t e a s m a n y or a s fe w colu m n s a s you r list n e e ds, a n d spe cify se t t in gs for e a ch colu m n .

Your DVD collect ion list will include six colum ns: Tit le, Direct or, Year, Cost , Rat ing, and Com m ent s.

4 . Type Tit le in t o t h e Colu m n n a m e fie ld . The List Wizard let s you classify each colum n as one of 10 dat a t ypes, such as num bers, t ext , or dat es. I t even let s you set a colum n t o be anot her list or a calculat ed value, which let s you bring form ulas int o your list s.

5 . Fr om t h e " D a t a t ype " pop- u p m e n u , ch oose Te x t ; click Add . Excel adds t he Nam e colum n t o it s list .

6 . Type D ir e ct or , t h e n click Add; t ype Ye a r . The " Dat a t ype" pop- up m enu rem ains set t o t he correct set t ing—Text—for t he Direct or colum n. For t he Year colum n, choose " Whole num ber," since you're int erest ed only in t he year, not an exact dat e. Click Add again.

7 . Type Cost ; ch a n ge t h e " Dat a t ype" pop- up m enu t o read Currency. Click Add.

8 . Type Ra t in g; se t t h e D a t a t ype t o W h ole n u m be r a n d click t h e Se t t in gs bu t t on.

The Colum n Set t ings dialog box appears. Once you've creat ed a colum n, you can double- click it s nam e t o get back t o t his dialog box. Here, you can change t he set t ings for t he colum n ( including it s nam e and dat a t ype) . You can also specify a default value for it —t hat is, each t im e you add a new row t o your list , Excel will fill in a canned ent ry for t his row aut om at ically. I f m ost of your DVDs are Blu- ray disks, for exam ple, your DVD- dat abase list m ight cont ain a Disk- t ype colum n wit h Blu- ray set up t o be t he aut om at ic value for each new video you add t o your list . ( For t he DVDs of ot her t ypes, you could always t ype in som et hing different .) Colum n Set t ings also has a checkbox called " Unique values only." I f you use t his opt ion, Excel requires t hat what ever you t ype int o t his list colum n is unique ( not duplicat ed in t he list ) —for exam ple, a serial num ber. Suppose you t urn t his on for t he Tit le field in a DVD list . When som ebody t ries t o ent er t he nam e of a DVD t hat you've already cat aloged, Excel beeps, alert ing t hem t hat t his colum n is supposed t o cont ain unique values, and refuse t o budge unt il t he ent ry is changed. You can also form at cells using t wo handy but t ons. By clicking t he Form at t ing but t on, you bring up Excel's Form at Cells dialog box, where you can set up t his colum n's t ype and form at t ing charact erist ics: num ber form at t ing; t ext alignm ent , rot at ion, and indent at ion; font size, st yle, and color; cell borders; fill pat t erns and colors; and whet her a cell is locked or hidden. ( The first half of Chapt er 13 gives you m uch m ore on t hese possibilit ies.)

Figu r e 1 2 - 2 9 . Th e Colu m n Se t t in gs dia log box con t a in s m u ch of t h e pow e r be h in d Ex ce l's list s. H e r e you ca n se t a colu m n 's da t a t ype , w h e t h e r t h e da t a e n t e r e d in a colu m n h a s t o be a spe cific k in d of da t a , a n d h ow Ex ce l for m a t s t h a t da t a . Th e Con dit ion a l For m a t t in g bu t t on is t h e k e y t o som e of t h e gr a ph ic pow e r of list s, le t t in g you spe cify ch a n ge s in a ppe a r a n ce de pe n din g on h ow t h e da t a in t h e colu m n ch a n ge s.

The Condit ional Form at t ing but t on, on t he ot her hand, brings up t he Condit ional Form at t ing dialog box,

where you can set a series of rules t o change a cell's form at t ing aut om at ically , depending on what 's happening in t he cell. This feat ure can do t hings like m ake posit ive num bers in your Profit s colum n appear in green, and losses in red. ( You'll find m ore on condit ional form at t ing in Chapt er 13.) Finally, Colum n Set t ings has a Validat ion but t on. I t sum m ons a powerful window called Dat a Validat ion, where you can specify lim it s for t he t ext or num bers t yped int o each cell in t his colum n—and what happens if som ebody disregards t he lim it s.

9 . For t h e D VD r a t in g colu m n , click t h e Va lida t ion bu t t on a n d in t h e fir st Se t t in gs t a b, e n t e r W h ole n u m be r , Be t w e e n 1 a n d 1 0 ( se e Figu r e 1 2 - 3 0 , t op) . Also t urn on t he " I gnore blank" checkbox so t hat you can leave t his colum n blank if, for exam ple, you haven't viewed t he DVD yet .

Figu r e 1 2 - 3 0 . Th e D a t a Va lida t ion w in dow h a s t h r e e t a bs. Top: Se t t in gs le t s you se t u p w h a t k in d of da t a sh ou ld be e n t e r e d in a give n colu m n , lik e n u m be r s on ly or t e x t of a spe cific le n gt h . M iddle : I n pu t M e ssa ge le t s you cr e a t e a n a le r t m e ssa ge t h a t w ill a ppe a r w h e n a ce ll in t h e colu m n is se le ct e d. Bot t om : Er r or Ale r t le t s you t e ll Ex ce l w h a t k in d of r e m on st r a n ce t o displa y if som e on e t r ie s t o e n t e r da t a t h a t doe sn 't fit w h a t you h a d in m in d. You a lso ge t t o ch oose w h ich icon is sh ow n in t h e e r r or a le r t —a st op sign , a ca u t ion sign , or a n e x cla m a t ion poin t in a spe e ch bu bble —a n d t o de t e r m in e w h a t opt ion s for con t in u in g t h e w a r n in g dia log offe r s.

1 0 . Click I n pu t M e ssa ge , t u r n on t h e ch e ck box , a n d t ype a br ie f t it le a n d t h e in pu t m e ssa ge you 'd

10. lik e t o a ppe a r w h e n you la n d on a ce ll in t h is colu m n ( Figu r e 1 2 - 3 0 , m iddle ) . Perhaps, On a scale of 1 t o 10, how good was t his m ovie?

1 1 . Click Er r or Ale r t , t u r n on t h e ch e ck box , e n t e r a t it le a n d m e ssa ge t o a ppe a r w h e n you a t t e m pt t o e n t e r t h e w r on g t ype of da t a in t h is colu m n , a n d se t t h e St yle pop- u p m e n u t o St op ( Figu r e 1 2 - 3 0 , bot t om ) . The pop- up m enu let s you det erm ine what happens when Excel sees an ent ry error: St op prevent s you from cont inuing unt il you ent er t he dat a properly; Warning present s a dialog box where t he default but t on ret urns you t o dat a ent ry m ode so you can t ry again; and I nform at ion present s a dialog box t hat inform s you you've m ade an error, but let s you press Ret urn t o cont inue on t o t he next cell.

1 2 . Click OK t o r e t u r n t o t h e Colu m n Se t t in gs dia log box , a n d click OK a ga in. Excel ret urns you once again t o t he Wizard.

1 3 . Cr e a t e a fin a l t e x t colu m n for Com m e n t s, a n d click N e x t t o con t in u e . Finally, st ep 3 of 3 ( at least according t o t he List Wizard) . I n t his ult im at e st ep, you nam e t he list , choose t o show t he t ot als row, and cont rol whet her t he list 's visuals—it s display of pop- up m enu cont rols and such, t hat is—appear. Of part icular int erest here is t he " Aut oform at list aft er edit ing" checkbox. I f you t urn it on and t hen click Aut oForm at , you're given a list of 16 preset form at s ( color and accent schem es) for t he list , as shown in Figure 12- 31 . The DVD list requires a t ot al row t o keep t rack of what you've spent on your collect ion and perhaps discover t he average rat ing for your collect ion. Turn on t he " Show t ot als row" checkbox.

1 4 . Click Fin ish. You ret urn t o your spreadsheet , where t he newborn list appears.

You're done wit h t he List Wizard, but not wit h t he list ; it st ill needs som e t ouching up. By widening t he colum ns, you can m ake room for colum n ent ries t hat are ext ra long. ( I f, by som e chance, you need t o add a colum n t o your list lat er, you can click t he I nsert Colum n but t on in t he List t oolbar.) Click t he cells in t he Tot al row beneat h t he Cost and Rat ing colum ns and use t he pop- up m enu t o choose SUM for Cost , and Average for Rat ing ( see Figure 12- 26 ) . Congrat ulat ions—you've j ust m ade a list t o help you organize your cinem a collect ion! To st art filling it wit h inform at ion, click t he upper- left cell and t ype t he first m ovie's nam e. Press Tab aft er you fill in each cell, or Ret urn whenever you want t o j um p down t o t he next row. The list fram e grows aut om at ically t o accom m odat e your growing st ack of rows.

Figu r e 1 2 - 3 1 . Top: Th e fin a l st e p in t h e List W iza r d le t s you se t som e ge n e r a l list opt ion s a n d a pply a u t om a t ic for m a t t in g via t h e Au t oFor m a t bu t t on . Bot t om : Ea ch of t h e se pr e fa b de sign t e m pla t e s is de sign e d t o sa ve you t im e a n d in cr e a se r e a da bilit y. Click t h e Opt ion s bu t t on t o ch oose h ow m a n y a spe ct s of t h e pr e se t for m a t t o in clu de in you r list .

As you go, you m ay not e t hat Aut oCom plet e works in list obj ect s as well as in regular worksheet s. I n fact , Excel m ay sprout a pop- up list as you ent er inform at ion int o a cell. The list consist s of ent ries you've added t o t he colum n t hat begin wit h t he sam e charact ers you've t yped in t he cell. I f a sprout ed list cont ains an ent ry you want t o reuse, j ust click t he ent ry ( or press t he down arrow unt il you highlight t he desired ent ry and t hen press Ent er) ; Excel fills in t he cell you were edit ing, saving you som e t yping.

N ot e : Excel offers a list of ent ries you've used in t he colum n even if you've t urned on t he " Unique values only" opt ion for t he colum n. I t j ust goes t o show you: Even sm art soft ware can be pret t y sim plem inded.

1 2 .3 .2 . W h a t t o D o w it h a List An Excel list is a dynam ic, living obj ect t hat has m ore in com m on wit h a dat abase t han it does wit h a regular pencil- and- paper list . What follows are som e basic t hings t hat you can do wit h a list , j ust t o get you on t he road t o your personal list - m aking nirvana. For m any of t hese t ricks, you'll need t he List t oolbar. I t generally opens when you click a list so t hat it s fram e appears; if you don't see it , choose View Toolbars List .

1 2 .3 .2 .1 . Add a r ow or colu m n To add a row t o a list , select a cell or cells in t he row below where you want t he new row t o appear, and t hen click t he I nsert Row but t on on t he List t oolbar. To insert a colum n in a list , select a cell or cells t o t he right of where you want t he new colum n t o appear, and t hen click t he I nsert Colum n but t on. The new colum n appears t o t he left of t he select ed cell or cells. You can also get t o eit her of t hese insert com m ands by choosing I nsert Row or I nsert Colum n from t he List pop- up but t on in t he List t oolbar.

1 2 .3 .2 .2 . D e le t e a r ow or colu m n To delet e a row or colum n, select a cell or cells in t he row or colum n you want t o delet e, and t hen choose Delet e Row or Delet e Colum n from t he List pop- up but t on in t he List t oolbar. When you delet e a colum n or row in a list t hat you've form at t ed wit h an alt ernat ing colored- row schem e using Aut oForm at , Excel aut om at ically reshades all of t he rows and colum ns so t hat t hey're st ill alt ernat ing—som et hing t hat you'd have t o do by hand if you t ried t his in a spreadsheet wit hout t he list feat ure.

1 2 .3 .2 .3 . Re a r r a n ge a r ow or colu m n To m ove an ent ire row t o a new locat ion, select it by m oving t he cursor over t he list border t o t he left , and t hen click t o select t he row ( as shown in Figure 12- 32 , t op) . Now m ove t he row by dragging it by one of it s borders, as if it were a range of cells ( t he cursor should look like a hand) . Moving an ent ire colum n works t he sam e way: Select it by m oving t he cursor over t he list border unt il it changes t o t he downward- point ing arrow shape (Figure 12- 32 , bot t om ) , and t hen click t o select t he colum n. You can now m ove t he colum n by dragging one of it s side or bot t om borders.

Figu r e 1 2 - 3 2 . Top: To se le ct a r ow in a list , click a t it s le ft bor de r . ( Th e cu r sor t u r n s in t o a n a r r ow w h e n you 'r e in t h e r igh t spot .) Bot t om : To se le ct a colu m n , u se t h e sa m e t e ch n iqu e : Click a t t h e t op of t h e colu m n , bu t m a k e su r e you 'r e a r r ow cu r sor h a s a bla ck ba r on t op of it —ot h e r w ise you 'll se le ct t h e e n t ir e spr e a dsh e e t colum n.

1 2 .3 .2 .4 . Sor t a n d filt e r t h e list You can pop up t he Aut oFilt er m enu on t he right side of each colum n heading t o sor t your list ( change t he order of your records) and filt er it ( choose which records t o show and which t o conceal) . Figure 12- 26 shows t he m enu.

N ot e : I f t he in- cell but t ons for t he Aut oFilt er m enu don't appear in t he t op row when you click t he list , check t he List t oolbar and t urn on Visuals and Aut oFilt ers.

Slicing and dicing your list is easy wit h t he t hree- part Aut oFilt er m enu. Choose com m ands from t he t op part t o sort t he list in ascending or descending order based on t he ent ries in t hat colum n. The m iddle part let s you filt er t he list using t hree different com m ands: Show All reveals all it em s in t he list , Show Top 10 shows t he t op or bot t om num ber of it em s or percent ( for num erical it em s only) t hat you choose in t he dialog box t hat appears, and Cust om Filt er let s you build your own filt er. The bot t om part list s t he unique ent ries in t he colum n; if t here are duplicat e ent ries, Excel shows only one of each.

T ip : For m ore advanced sort ing, select Sort from t he List pop- up but t on in t he List t oolbar. The Sort dialog box let s you choose t hree crit eria by which t o sort your list , m uch as you m ight do wit h a dat abase.

By select ing Cust om Filt er from t he pop- up Aut oFilt er m enu, you open up t he Cust om Aut oFilt er dialog box, where you can creat e your own filt er ( see Figure 12- 33 ) . I n it , you can set up a rule t o filt er t he dat a wit h som e sim ple operat ions and logical st at em ent s.

For exam ple, you can show all dat a t hat 's great er t han a cert ain value or cont ains t he word " blue." The Cust om Aut oFilt er underst ands wild card charact ers, t oo. That is, you can insert a quest ion m ark ( ?) t o m ean " any t yped charact er," or an ast erisk ( * ) t o represent any num ber of any charact ers. Alt hough Aut oFilt er has only t wo fields t hat you can define and only t wo logical operat ors ( AND, OR) , you can use t hese in com binat ion t o build som e com plex filt ers indeed. However, you can't save t his cust om filt er—it 's a one- shot deal. The next t im e you choose Cust om Filt er in t he Aut oFilt er m enu you'll discover t he Cust om Aut oFilt er dialog box slat e is once again blank.

1 2 .3 .2 .5 . Use t h e t ot a l r ow A great feat ure in Excel's List Manager is t he t ot al row—which you can use by t urning on t he " Show t ot als row" checkbox in st ep 3 of 3 in t he List Wizard. ( You can also hide or show it by clicking t he Tot al Row but t on in t he List t oolbar.) The t ot al row appears at t he bot t om of t he list . I f t he right m ost colum n of your list cont ains num ber fields, Excel aut om at ically adds up it s cont ent s and displays t he result in t he right m ost t ot al row cell. I f not , Excel count s t he num ber of occupied rows appearing in your list and shows t hat result in t he cell inst ead. ( You can change t his funct ion using t he pop- up Funct ion m enu t hat becom es available when you click t he right m ost cell in t he t ot al row.)

Figu r e 1 2 - 3 3 . Top: Click t h e Au t o Filt e r bu t t on a bove a n y colu m n t o qu ick ly sor t or filt e r you r list by t h e con t e n t s of t h a t colu m n . Bot t om : Ch oose Cu st om Filt e r t o cr e a t e you r ow n t e m por a r y filt e r u sin g on e or t w o cr it e r ia a n d a logica l a n d/ or st a t e m e n t .

But you're not lim it ed t o placing a form ula beneat h t he right m ost colum n. Using t he Funct ion pop- up m enu in each cell of t he t ot al row, you can sum m on a variet y of funct ions ( see Figure 12- 34 ) . I f you'd rat her, you can choose Ot her and t hen work in t he Form ula Builder t o concoct your own, even m ore com plex form ula. ( You can even ent er any form ula you like using t he Form ula bar or t he Form ula Builder, and t hat form ula needn't have anyt hing t o do wit h t he it em s in t he list .)

1 2 .3 .2 .6 . M ove or de le t e t h e w h ole list obj e ct Before you can m ove or delet e a list obj ect , you first have t o select it . To do so, click t he list t o m ake it s fram e appear. Then posit ion t he cursor over t he fram e unt il t he cursor t urns int o a hand. Now you can:

Delet e t he list by choosing Edit

Clear

All.

Move t he list by dragging it t o a new locat ion or by choosing Edit Cut . Then click where you want t he Past e. Excel m oves t he list t o t he new locat ion. upper- left cell of t he list t o m ove t o, and choose Edit You can m ove t he list elsewhere on it s worksheet , or swit ch t o a different sheet in t he workbook by clicking a t ab at t he bot t om of t he window. ( I f you past e a list int o a different Excel workbook, t he dat a appears, but not t he list obj ect .)

Figu r e 1 2 - 3 4 . To qu ick ly a dd a for m u la t o a ce ll in t h e t ot a l r ow , click t h e ce ll t o a ct iva t e it s pop- u p m e n u . Ch oose a fu n ct ion fr om t h e m e n u , or ch oose Ot h e r t o br in g ba ck t h e For m u la Bu ilde r , pu t t in g Ex ce l's e n t ir e fu n ct ion colle ct ion a t you r m ou se t ip.

N ot e : Microsoft recom m ends t hat a list obj ect cont aining m ore t han 50 rows go on it s own list sheet. Cont rol- click t he Add Sheet ( + ) but t on and choose I nsert List Sheet .

1 2 .3 .3 . Th e List M e n u The List t oolbar gives you access t o som e of Excel's m ost powerful list - relat ed feat ures ( see Figure 12- 35 ) . Most of it s but t ons relat e t o feat ures you already encount ered during your list const ruct ion. But t ake special not e of t he List pop- up but t on, which is rife wit h useful com m ands. Som e of t hem ( I nsert , Delet e, Clear Cont ent s) are self- explanat ory. A few ot hers could st and clarificat ion:

Sor t . Opens t he advanced Sort dialog box, where you can sort your list by up t o t hree crit eria ( by

Com pany, for exam ple, and t hen alphabet ically wit hin each com pany group) .

Filt e r. Aut oFilt ers are t he canned filt ering opt ions t hat appear when you open t he pop- up m enu at op any colum n ( such as Ascending, Descending, Top 10, and so on) . Using t his Filt er com m and, however, you can choose Aut oFilt er t o t urn off t he pop- up m enu cont rols, t hus rem oving your opt ion t o use t hose canned filt ers in case you never use t hem for t hat colum n. ( The ot her com m ands in t his subm enu apply t o oldst yle Excel dat abases, not t o list obj ect s.)

For m . Calls up t he Dat a Form , which let s you work wit h your list in a dat abase- like environm ent .

Figu r e 1 2 - 3 5 . Top: W h e n e ve r you cr e a t e a list obj e ct , Ex ce l in vok e s t h e List t oolba r ( if you Toolba r s List ) . Th e a r r ow on t h e r igh t e dge ope n s a m e n u don 't se e it , ch oose Vie w w it h com m a n ds for j u m pin g a r ou n d qu ick ly in a list . Bot t om : Th e List bu t t on on t h e le ft give s a t r ove of h e lpfu l com m a n ds, in clu din g For m , w h ich su m m on s t h e D a t a For m , a n a lt e r n a t ive , da t a ba se - lik e w in dow for vie w in g, e n t e r in g, a n d se a r ch in g you r list da t a .

Chart . Turns your list int o a chart , as described in Chapt er 13.

Pivot Ta ble Re por t . Opens t he Pivot Table Wizard t o help you t urn your list int o a Pivot Table ( see Chapt er 14) .

Re m ove List M a n a ge r . Convert s t he list back int o a block of ordinary cells.

Re fr e sh D a t a . Grabs fresh dat a from t he list 's ext ernal dat a source, if it has one ( see Sect ion 14.3.1.2) .

Ch a pt e r 1 3 . For m a t t in g a n d Ch a r t s When you ent er inform at ion in an Excel 2008 spreadsheet , your t ext appears in crisp, 10- point Verdana t ype. Serviceable, but do spreadsheet s have t o look so drab? Excel com es packed wit h form at t ing t ools t hat let you show off your design genius and t ake spreadsheet s from blah t o brilliant . For st art ers, Excel has a broad select ion of font s, colors, and borders t o m ake your sheet s st and out . Excel can also im port pict ures ( eit her clip art provided by Microsoft or im ages of your own) and m ovies. You can even use Excel's drawing t ools t o creat e your own works of art . The only reason m any people put up wit h t he chore of creat ing a spreadsheet in t he first place is t o produce chart s. Whet her you call t hem chart s or graphs, t hey're graphical represent at ions of lot s of lit t le bit s of dat a—dat a t hat you first have t o organize in a spreadsheet . Once t hose num bers are in place, t he st age is set for a m odern m iracle: from t he st ult ifying colum ns of num bers springs a gorgeous chart , dram at ically revealing t he hidden pat t ern behind t he num bers. Not all chart s are gorgeous, but t hey all reveal pat t erns and t rends in t he dat a t hat can be im possible t o see in ot her ways. I f you've prepared your spreadsheet properly, creat ing a chart in Excel 2008 is a quick and easy process—and t he result s can be t ruly eye- popping t hanks t o t he new OfficeArt graphics engine. The new Elem ent s Gallery m akes t he process of previewing t he dozens of chart st yles, and insert ing chart s far easier. And once you've got a chart t o work wit h, new 3- D effect s, fills, and t ransparency allow for endless cust om izat ion. This chapt er covers all of t hese visual aspect s of Excel, including t he payoff m om ent of print ing out your graphically st unning spreadsheet s and t rend- clarifying chart s.

1 3 .1 . For m a t t in g W or k sh e e t s When it com es t o spreadsheet s, t he t erm for m at t ing covers a lot of ground. I t refers t o t he size of t he cell, how it s borders look, what color fills it , as well as how t he cont ent s of t he cell are form at t ed ( wit h or wit hout dollar signs or decim al point s, for exam ple) —anyt hing t hat affect s how t he cell looks. Excel offers t wo ways t o add form at t ing t o your spreadsheet : by using Excel's aut om at ic form at t ing capabilit ies or by doing t he work yourself. Odds are, you'll be using bot h m et hods.

1 3 .1 .1 . Au t om a t ic For m a t t in g I f you're not int erest ed in hand- form at t ing your spreadsheet s—or you j ust don't have t he t im e—Excel's Aut oForm at t ool is a quick way t o apply form at t ing t o your sheet s. I t inst ruct s Excel t o st udy t he layout and cont ent s of your spreadsheet and t hen apply colors, shading, font st yles, and ot her form at t ing at t ribut es t o m ake t he sheet look professional.

N ot e : Aut oForm at is best suit ed for fairly boring layout s: colum n headings across t he t op, row labels at t he left side, t ot als at t he bot t om , and so on. I f your spreadsheet uses a m ore creat ive layout , Aut oForm at m ay m ake quirky design choices.

To use t he Aut oForm at feat ure, select t he cells you want form at t ed, and t hen choose Form at Aut oForm at . The Aut oForm at dialog box appears, com plet e wit h a list of form at s on t he left ( see Figure 13- 1) . By clicking each one in t urn, you'll see ( in t he cent er of t he dialog box) t hat each one is act ually a predesigned form at t ing schem e for a t able- like m akeover of t he select ed cells.

On t he right is a but t on labeled Opt ions, which let s you cont rol t he form at t ing elem ent s t hat will be applied t o t he select ed cells. Once you've select ed an Aut oForm at opt ion ( and m ade any t weaks t o t he applied form at s) , click OK. Excel goes t o work on t he select ed cells ( see Figure 13- 1) . I f you don't care for t he result s, you can always undo t hem wit h a quick - Z.

1 3 .1 .2 . Th e For m a t Pa in t e r Anot her way t o quickly apply form at t ing t o a group of cells is t he Form at Paint er. Suppose you've painst akingly applied form at t ing—colors, cell borders, font s, t ext alignm ent , and t he like—t o a cert ain pat ch of cells. Using t he Form at Paint er, you can copy t he form at t ing t o any ot her cells—in t he sam e or a different spreadsheet . To st art , select t he cell( s) t hat you want t o use as an exam ple of good form at t ing. Then click t he Form at but t on ( t he lit t le paint brush) on t he St andard t oolbar.

Figu r e 1 3 - 1 . Th e Au t oFor m a t dia log box is a n e x pe dit iou s w a y t o m a k e you r spr e a dsh e e t s m or e r e a da ble —a n d m or e a t t r a ct ive . You ca n t r a n sfor m t h e st ock Ex ce l a ppe a r a n ce ( t op) t o a n e ye ca t ch in g a n d m or e com pr e h e n sible pr e se n t a t ion ( bot t om ) w it h t w o qu ick click s. Ea ch sch e m e m a y in clu de fon t se le ct ion s, sh a din gs for t a ble r ow s, ba ck gr ou n d pa t t e r n s, a n d so on .

Now, as you m ove t he cursor over t he spreadsheet it changes t o look like a + sign and a paint brush. Next , drag t he cursor over t he cells ( or click a single cell) you'd like t o change t o m at ch t he first group. Excel applies t he form at t ing—borders, shading, font set t ings, and t he like—t o t he new cells ( Figure 13- 2) .

T ip : To form at discont inuous areas wit hout going back t o t he paint brush, double- click t he paint brush but t on. Now you can apply t he form at m ult iple t im es. To st op, click t he paint brush but t on again.

1 3 .1 .3 . For m a t t in g Ce lls by H a n d I f t he Aut oForm at feat ure is a bit t oo canned for your purposes, you can always form at t he look of your

spreadsheet m anually. When form at t ing cells m anually, it 's helpful t o divide t he t ask up int o t wo concept s—form at t ing t he cells t hem selves ( borders and backgrounds) , and form at t ing t he cont ent sof t hose cells ( what you've t yped) .

1 3 .1 .3 .1 . Ch a n gin g ce ll size When you open an Excel worksheet , all t he cells are t he sam e size. Specifically, t hey're 1.04 inches wide ( t he fact ory- set widt h of an Excel colum n) and 0.18 inches t all ( t he height of an Excel row) . The good news is t hat t here are several ways t o set a cell's height and widt h. Here's a rundown:

Figu r e 1 3 - 2 . Th e For m a t Pa in t e r ca n t a k e e ve r yt h in g bu t t h e da t a fr om t h e ce lls on t h e t op, a n d a pply it t o t h e ce lls on t h e bot t om .

N ot e : I f you use t he Met ric syst em , you can change t o cent im et ers or m illim et ers on t he Excel Preferences General t ab. Choose from t he " Measurem ent unit s" pop- up m enu. Unfort unat ely, 4.59 m illim et ers is j ust as hard t o rem em ber as 0.18 inches.

D r a ggin g t h e bor de r s. Obviously, you can't enlarge a single cell wit hout enlarging it s ent ire row or colum n; Excel has t his funny way of insist ing t hat your cells rem ain aligned wit h each ot her. Therefore, you can't resize a single cell independent ly—you can only enlarge it s ent ire row or colum n. To adj ust t he widt h of a colum n, drag t he divider line t hat separat es it s colum n heading from t he one t o it s right , as shown in Figure 13- 3; t o change t he height of a row, drag t he divider line bet ween it s row and t he one below it . I n eit her case, t he t rick is t o drag in t he row num bers or colum n let t ers. Your cursor will look like a bar bet ween t wo arrows if you drag in t he right place.

N ot e : Excel adj ust s row height s aut om at ically if you enlarge t he font or wrap your t ext by t urning on t he Wrap t ext Cells Alignm ent ( unless you've set t he height m anually, as described above) . cont rol in Form at

Figu r e 1 3 - 3 . Ch a n gin g t h e w idt h ( t op) of a colu m n or h e igh t of a r ow is a s sim ple a s dr a ggin g it s bor de r in t h e colu m n le t t e r s or r ow n u m be r s. A sm a ll ye llow box pops u p a s you dr a g, con t in u a lly u pda t in g t h e e x a ct size of t h e colu m n or r ow . W h e n you le t go of t h e m ou se , t h e colu m n or r ow a ssu m e s it s n e w size , a n d t h e r e st of t h e spr e a dsh e e t m ove s t o a ccom m oda t e it . I f you se le ct m u lt iple colu m n s or r ow s, dr a ggin g a bor de r ch a n ge s a ll of t h e se le ct e d colu m n s or r ow s—a love ly w a y t o k e e p con sist e n t spa cin g.

M e n u com m a n ds. For m ore exact cont rol over height and widt h adj ust m ent s, choose Form at

Row

Height , or Form at Colum n Widt h. Eit her com m and pops up a dialog box where you can ent er t he row height or colum n widt h by t yping num bers on your keyboard.

Au t osizin g. For t he t idiest spreadsheet possible, highlight som e cells and t hen choose Form at Row Aut oFit , or Form at Colum n Aut oFit Select ion. Excel readj ust s t he select ed colum ns or rows so t hey're exact ly as wide and t all as necessary t o cont ain t heir cont ent s, but no larger. That is, each colum n expands or shrinks j ust enough t o fit it s longest ent ry.

T ip : You don't have t o use t he Aut oFit com m and t o perform t his kind of t idy adj ust m ent . You can also, at any t im e, m ake an individual row or colum n precisely as large as necessary by double- clicking t he divider line bet ween t he row num bers or t he colum n let t ers. ( The colum n t o t he left of your double- click, or t he row above your double- click, get s resized.) When using t his m et hod, t here's no need t o highlight anyt hing first .

1 3 .1 .3 .2 . H idin g a n d sh ow in g r ow s a n d colu m n s There are any num ber of reasons why you m ay want t o hide or show cert ain colum ns or rows in your spreadsheet . Maybe t he num bers in a part icular colum n are used in calculat ions elsewhere in t he spreadsheet , but you don't need t hem t aking up screen space. Maybe you want t o preserve several previous years' wort h of dat a, but don't want t o scroll t hrough t hem . Or m aybe t he I RS is com ing for a visit . I n any case, it 's easy enough t o hide cert ain rows or colum ns. St art by highlight ing t he rows or colum ns in quest ion. ( Rem em ber: To highlight an ent ire row, click it s gray row num ber; t o highlight several consecut ive - click t heir row num bers. To rows, drag vert ically t hrough t he row num bers; t o highlight nonadj acent rows, highlight cert ain colum ns, use t he gray colum n let t ers at t he t op of t he spreadsheet in t he sam e way.)

POW ER USERS' CLI N I C Con dit ion a l For m a t t in g Cell form at t ing doesn't have t o be st at ic. Wit h Condit ional Form at t ing, you can t urn your cells int o verit able cham eleons, changing colors or t ypography on t heir own, based on t heir own cont ent s. A com m on exam ple is set t ing up incom e- relat ed num bers t o t urn bold and bright red when t hey go negat ive, as is com m on in corporat e financial st at em ent s. Anot her com m on exam ple is using t his feat ure t o highlight in bold t he sales figures for t he highest - earning salesperson list ed in a colum n. To use condit ional form at t ing, select t he cell( s) t hat you want t o change on t heir own, and t hen choose Form at Condit ional Form at t ing. I n t he Condit ional Form at t ing dialog box, set up t he condit ions t hat t rigger t he desired form at t ing changes. For exam ple, t o set up a colum n of num bers so t hey'll t urn red when negat ive, use t he first pop- up m enu t o choose " Cell Value I s" and t he second t o choose " less t han." Finally, t ype 0 int o t he t ext field, as shown in Figure 13- 4. Then click Form at t o specify t he t ypographical, border, and pat t ern changes you want t o see if a highlight ed cell's cont ent s fall below zero. For exam ple, in t he Font t ab, choose red from t he Color pop- up m enu and Bold from t he

Font St yle list . Click OK. By clicking t he Add but t on at t his point , you can even add a second set of condit ions t o your cells. For exam ple, you m ight want your m ont hly incom e spreadsheet t o show num bers over $10,000 wit h yellow cell shading. You can apply up t o t hree condit ions t o t he sam e select ion, but if m ore t han one condit ion applies, Excel uses t he first one t o apply. I n ot her words, if condit ion one doesn't apply, but condit ions t wo and t hree do, Excel uses t he second condit ion. The dialog box previews how your cells will look if a condit ion is m et . I f everyt hing looks right , click OK. You ret urn t o t he spreadsheet , where num bers t hat m eet your condit ions now display t heir special form at t ing.

Figu r e 1 3 - 4 . Ch oose For m a t Con dit ion a l For m a t t in g t o m a k e ce lls st yle t h e ir con t e n t s a ccor din g t o t h e con dit ion s you se t in t h is dia log box . Le t Ex ce l t e ll you w h e n you r fin a n ce s a r e " in t h e r e d" by for m a t t in g a n y n e ga t ive n u m be r s w it h t h a t e ye - ca t ch in g color . Use t h e pop- u p m e n u s in t h e fir st lin e t o se t t h e con dit ion a n d t h e n click t h e For m a t bu t t on t o t e ll Ex ce l h ow t o for m a t t h e ce ll w h e n t h a t con dit ion is m e t .

Next , choose Form at Row Hide, or Form at Colum n Hide. That 's all t here is t o it : The colum n or row disappears com plet ely, leaving a gap in t he num bering or let t er sequence at t he left or t op edge of t he spreadsheet . The row num bers or colum n let t ers surrounding t he hidden area t urn blue. Making t hem reappear is a bit t rickier, since you can't exact ly highlight an invisible row or colum n. To perform t his m inor m iracle, use t he blue- colored row num bers or colum n headers as clues. Select cells on eit her side of t he hidden row or colum n. Then choose Form at Row Unhide, or Form at Colum n Unhide. Alt ernat ively, you can also select a hidden cell ( such as B5) by t yping it s address in t he Nam e box on t he Form ula bar, and t hen choosing Form at Row Unhide, or Form at Colum n Unhide.

1 3 .1 .3 .3 . Ce ll bor de r s a n d color s m e t h od on e : Th e For m a t Ce lls w in dow The light gray lines t hat form t he graph- paper grid of an Excel spreadsheet are an opt ical illusion. They exist only t o help you underst and where one colum n or row ends and t he next begins, but t hey don't print ( unless you want t hem t o; see Sect ion 13.3.2.4) . I f you'd like t o add solid, print able borders t o cert ain rows, colum ns, or cells, Excel offers t hree different

m et hods: t he old, but m ost versat ile Form at Cells dialog box, t he " Borders and Shading" sect ion of t he Form at t ing Palet t e, and t he very sim ilar Border Drawing t oolbar. All t echniques let you cont rol how lines are added t o t he cell's edges, but only t he Form at t ing Palet t e and t he t oolbar let you change borders and shading wit hout first opening a dialog box t o m ake t he changes. To add cell borders using t he t im e- honored Form at Cells com m and, highlight som e cells and t hen choose Cells ( or press - 1) . The Form at Cells dialog box appears; now click t he Border t ab t o show t he Form at border cont rols. I n t his t ab, you'll see t hree sect ions: Preset s, Border, and Line ( see Figure 13- 5) .

1 . I f you don 't w a n t t o u se t h e de fa u lt lin e st yle a n d color , ch oose n e w on e s in t h e Lin e se ct ion. Excel loads your cursor wit h your desired st yle and color.

Figu r e 1 3 - 5 . Click dir e ct ly in t h e pr e vie w a r e a in side t h e Bor de r se ct ion t o pla ce bor de r s w h e r e you w a n t t h e m . Fir st , se le ct t h e st yle a n d color of lin e on t h e r igh t side , a n d t h e n click in t h e pr e vie w a r e a t o pla ce t h e lin e . Or if you 'r e fe e lin g m or e bu t t on - or ie n t e d, u se t h e e igh t bu t t on s a r ou n d t h e le ft a n d bot t om e dge s of t h e pr e vie w a r e a t o dr a w you r h or izon t a l a n d ve r t ica l bor de r s, a n d t h e oft - ove r look e d dia gon a ls.

2 . To cr e a t e a bor de r a r ou n d t h e ou t side of you r se le ct ion , click t h e Ou t lin e pr e se t bu t t on ; t o cr e a t e bor de r s for t h e division s in side you r se le ct ion , click t h e I n side bu t t on ; a n d click bot h

bu t t on s for bor de r s in side a n d a r ou n d you r se le ct ion . As you click t he but t ons, Excel displays a preview of your work in t he Border sect ion. I f you change your m ind, click None t o rem ove t he opt ion.

3 . I f t h e Ou t lin e a n d I n side pr e se t s a r e n 't w h a t you h a ve in m in d, a pply cu st om bor de r s. Click dir e ct ly be t w e e n t h e gu ide s in t h e pr e vie w pa n e t o a dd or de le t e in dividu a l bor de r lin e s, or u se t h e bu t t on s t h a t su r r ou n d t h e pr e vie w . To change a line st yle, reload t he cursor wit h a new st yle from t he Line sect ion and t hen click t he borders in t he preview area you wish t o change. I f you m ess up, click None in t he Preset s area and st art again.

4 . On ce t h e bor de r s look t h e w a y you 'd lik e , click OK. Excel applies t he borders t o t he select ion in your spreadsheet .

1 3 .1 .3 .4 . Ce ll bor de r s a n d color s m e t h od t w o: Th e For m a t t in g Pa le t t e To use Excel's Form at t ing Palet t e t o draw borders, select t he cells t o work wit h, and t hen open t he " Borders and Shading" port ion of t he palet t e by clicking t he " Borders and Shading" Tit le Bar. I n t his sect ion of t he palet t e, you'll see six cont rols t hat help you box in your cells and apply colors and pat t erns (Figure 13- 6) .

Figu r e 1 3 - 6 . Th e For m a t t in g Pa le t t e 's " Bor de r s a n d Sh a din g" se ct ion m a k e s a ddin g bor de r s t o you r spr e a dsh e e t pa in le ss. Click t h e flippy t r ia n gle t o t h e le ft of " Bor de r s a n d Sh a din g ( or a n yw h e r e on t h a t ba r ) t o sh ow or h ide t h e con t r ols. I f you don 't se e t h e For m a t t in g Pa le t t e , ch oose it s n a m e fr om t h e Vie w m e n u , or click t h e Toolbox bu t t on in t h e t oolba r a n d t h e n click it s For m a t t in g Pa le t t e bu t t on .

Here's what each cont rol does:

Type. The but t on it self indicat es t he kind of border you've already applied t o t he select ed cells; if you haven't applied a border, t he icon on t he but t on is a faint , dot t ed- line square. I n any case, click it t o open a pop- out palet t e of 18 different border st yles, covering m ost conceivable border needs. The first 12 borders are st andard fare, m ost ly out lines and single lines. The last six st yles show m ore variet y; som e put borders on t wo sides of a select ion or include t hicker borders on one side. ( I f you point t o one of t hese border st yles wit hout clicking, a yellow pop- up screen t ip gives a plain- English descript ion of it s funct ion.) This pop- up palet t e should be your first st op. Som e of t he ot her palet t es described here aren't even available unt il you've first select ed a border t ype.

St yle . Choose a line st yle, such as dot t ed lines or t hick lines.

Color. This but t on let s you choose from one of 40 preset line colors. Not e t hat you can also leave t he line

color set t o Aut om at ic ( which usually m eans black) if you choose.

T ip : I f t he idea of 40 preset colors put s t he art ist in you int o a huff, calm down—you can m ix your own preset s. Preferences Color, choose one of t he preset s, and click Modify. Blend a new hue and you'll Choose Excel find it available anywhere Excel uses color. Even bet t er, if you've already used t hat preset color, Excel changes it t o reflect your new choice.

Pa t t e r n. I nst ead of changing t he st yle of line surrounding t he select ed cells, t his but t on offers pat t erns wit h which t o fill t he select ed cells' backgrounds. ( The bot t om half of t his m enu specifies t he color t hat Excel will use t o draw t he black areas of t he displayed pat t erns.) You'll probably find t hat m ost of t he pat t erns m ake your cell cont ent s illegible, unless you also select a very light color for t he fill. However, bot h pat t ern and fill color can be very useful for headings or areas of your spreadsheet t hat don't display t ext . ( " Aut om at ic," by t he way, m eans " no pat t ern." )

Fill color . Clicking t his but t on reveals opt ions for 40 preset fill colors for your cell backgrounds. Here again, use t his opt ion wit h caut ion; unless you also change t he t ext color t o a cont rast ing color, you should use only very light colors for filling t he cell backgrounds. ( See t he previous Tip t o creat e cust om colors.)

D r a w bor de r s by h a n d . Clicking Draw by Hand brings up t he Border Drawing t oolbar, a Lilliput ian t oolbar wit h five unlabeled but t ons. ( Point t o each wit hout clicking t o reveal it s pop- up yellow label.)

The first one, Draw Border, pops up so you can choose bet ween t wo m odes: Draw Border and Draw Border Grid. The Draw Border t ool let s you creat e a border t hat encloses an ot herwise unaffect ed block of cells j ust by dragging diagonally in your spreadsheet ; t he border t akes on t he line charact erist ics you've specified using t he ot her t ools in t he t oolbar. The Draw Border Grid t ool works sim ilarly, except t hat it doesn't draw one m ast er rect angle. I nst ead, it adds borders t o every cell wit hin t he rect angle t hat you creat e by dragging diagonally, " paint ing" all four walls of every cell inside.

POW ER USERS' CLI N I C Pr ot e ct in g t h e Spr e a dsh e e t Ce lls Excel's Form at Cells dialog box is a real workhorse when it com es t o applying a bunch of form at t ing changes t o a sheet . The first five of it s t abs—Num ber, Alignm ent , Font , Border, and Pat t erns—let you exercise pinpoint cont rol over how your spreadsheet —bot h cells and t ext —looks and feels, as described in t his chapt er. The last t ab—Prot ect ion—is t he except ion t o t he form at t ing rule. The Prot ect ion t ab has only t wo opt ions, present ed as checkboxes: Locked and Hidden. These t wo opt ions let you prot ect select ed cells from changes or hide form ulas from view. But be warned: Neit her of t hese opt ions t akes effect unless you also prot ect t he sheet t hrough t he Prot ect ion feat ure, which is nest led in t he Tools m enu.

To erase borders from t he spreadsheet , click Erase Border and t hen drag across any unwant ed borders ( or t hose paint ed in by m ist ake) . Press Esc t o cancel t he eraser cursor. ( The m iddle but t on, Merge Cells, is described on Sect ion 13.1.4.6.) The act ive ext rem it y of t he eraser cursor is t he very bot t om —which appears t o sparkle.

T ip : You can t ear palet t es off t he Form at t ing Palet t e, which m akes for easy access if you need t o get t o t heir funct ions frequent ly. To do so, click t he Font Color but t on, for exam ple, and t hen click t he double- dot t ed line at t he t op of t he popout . The Font Color palet t e " t ears off" and becom es a window unt o it self.

1 3 .1 .4 . Ch a n gin g H ow Te x t Look s Borders and fills cont rol how cells look whet her or not t hey act ually cont ain anyt hing. Excel also gives you a great deal of cont rol over t he appearance of your t ext —which in spreadsheet s is oft en num bers. The t ext cont rols in Excel are divided int o t hree m aj or cat egories: num ber form at t ing, font cont rol, and t ext alignm ent .

1 3 .1 .4 .1 . Addin g n u m be r for m a t s Num ber form at s in Excel add sym bols, such as dollar signs, decim al point s, or zeros, t o what ever raw num bers you've t yped. For exam ple, if you apply Currency form at t ing t o a cell cont aining 35.4, it appears in t he spreadsheet as $35.40; if you apply Percent age form at t ing, it becom es 3540.00% . What m ay st rike you as odd, especially at first , is t hat t his kind of form at t ing doesn't act ually change a cell's cont ent s. I f you double- click t he aforem ent ioned cell t hat says $35.40, t he t rappings of currency disappear inst ant ly, leaving behind only t he 35.4 t hat you originally ent ered. All num ber form at t ing does is add t he nicet ies t o your num bers t o m ake t hem easier t o read. To apply a num ber form at , select t he cells on which you want t o work your m agic, and t hen select t he form at t ing t hat you want t o apply. Excel com es prepared t o form at num bers using eleven broad cat egories of canned form at t ing. You get at t hem in any of t hree ways:

The Form at pop- up m enu in t he Num ber sect ion of t he Form at t ing Palet t e ( bet t er known as " t he easy way" ) , as shown in Figure 13- 7.

The Form at Cells dialog box t hat appears when you choose Form at and choose Form at Cells from t he short cut m enu) .

Cells ( or Cont rol- click som e cells

The old Form at t ing t oolbar ( choose View Toolbars Form at t ing) . The new Form at t ing Palet t e is light - years m ore flexible, so if you have t he screen space for it , you can safely ignore t he Form at t ing t oolbar. ( Unless you, as a diehard Excel 98 fan, have a raging ant ipat hy t oward change, t hat is.)

Each m et hod gives t he sam e broad cat egories of form at t ing; however, opt ions in t he Form at t ing Palet t e and t oolbar are far fewer. I nst ead, t hey apply t he m ost popular choice ( for exam ple, $ signs when you choose t he currency form at t ing) wit hout asking your opinion. The Form at Cells dialog box, on t he ot her hand, gives you m ore cont rol over each form at , along wit h a helpful preview of t he result .

Figu r e 1 3 - 7 . Th e N u m be r se ct ion of t h e For m a t t in g Pa le t t e pr ovide s qu ick a cce ss t o com m on n u m be r

for m a t t in g opt ion s via t h e For m a t pop- u p m e n u . I t a lso le t s you in cr e a se or de cr e a se t h e n u m be r of de cim a l pla ce s sh ow n by click in g t h e I n cr e a se D e cim a l or D e cr e a se D e cim a l bu t t on s.

The following descript ions ident ify which addit ional cont rols are available in t he Form at Cells dialog box:

Ge n e r a l. This opt ion m eans " no form at t ing." What ever you t ype int o cells form at t ed t his way rem ains exact ly as is ( see Figure 13- 8) .

N u m be r . This cont rol form at s t he cont ent s as a generic num ber. Form at Cells dialog box ext ras: You have t he opt ion t o specify exact ly how you want negat ive num bers t o appear, how m any decim al places you want t o see, and whet her or not a com m a should appear in t he t housands place.

Currency . A specific kind of num ber form at , t he Currency form at adds dollar signs, com m as, decim al point s, and t wo decim al places t o num bers ent ered in t he select ed cells.

Figu r e 1 3 - 8 . H e r e 's h ow t h e 1 1 diffe r e n t n u m be r for m a t s m a k e t h e n u m be r 3 5 3 9 6 .5 7 3 look . Som e of t h e diffe r e n ce s a r e su bt le , bu t im por t a n t . Th e con t e n t s of Te x t for m a t t e d ce lls a r e le ft j u st ifie d, for e x a m ple , a n d t h e N u m be r for m a t le t s you spe cify h ow m a n y de cim a l pla ce s you w a n t t o se e . D a t e a n d Tim e for m a t s t r e a t a n y n u m be r you spe cify a s da t e a n d t im e se r ia l n u m be r s—m or e a con ve n ie n ce for Ex ce l t h a n for you .

Form at Cells dialog box ext ras: You can specify how m any decim al places you want t o see. You also get a Currency Sym bol pop- up m enu t hat list s hundreds of int ernat ional currency sym bols, including t he euro. You can also set how Excel should display negat ive num bers.

T ip : The Currency set t ing in t he Form at t ing Palet t e applies dollar form at t ing only if t hat 's t he currency you've t yped in t he Num bers sect ion of t he Form at t ab of t he I nt ernat ional panel of t he Mac's Syst em Preferences program .

Accou n t in g. A specific kind of currency form at , t he Account ing form at adds basic currency form at t ing—a $ sign, com m as in t he t housands place, and t wo decim al places. I t also left - aligns t he $ sign and encloses negat ive num bers in parent heses. Form at Cells dialog box ext ras: You can opt t o use a different currency sym bol and indicat e how m any decim al places you'd like t o see.

D a t e. I nt ernally, Excel convert s t he num ber in t he cell t o a dat e and t im e serial num ber ( see Sect ion 12.1.3.4) and t hen convert s it t o a readable dat e form at , such as 11/ 22/ 2008. Form at Cells dialog box ext ras: You can specify what dat e form at you want applied, such as 11/ 22/ 08, Novem ber- 08, or 22- Nov- 2008.

Tim e . Once again, Excel convert s t he num ber t o a special serial num ber and t hen form at s it in a readable t im e form at , such as 1: 32. Form at Cells dialog box ext ras: The dialog box present s a long list of t im e- form at t ing opt ions, som e of which include bot h t he t im e and dat e.

Pe r ce n t a ge. This displays t wo decim al places for num bers and t hen adds percent sym bols. The num ber 1.2, for exam ple, becom es 120% . Form at Cells dialog box ext ras: You can indicat e how m any decim al places you want t o see.

Fr a ct ion. This opt ion convert s t he decim al port ion of a num ber int o a fract ion. ( People who st ill aren't used t o a st ock m arket st at ist ics represent ed in decim al form will especially appreciat e t his one.) Form at Cells dialog box ext ras: You can choose from one of nine fract ion t ypes, som e of which round t he decim al t o t he nearest half, quart er, or t ent h.

Scie n t ific. The Scient ific opt ion convert s t he num ber in t he cell t o scient ific not at ion, such as 3.54E+ 04 ( which m eans 3.54 t im es 10 t o t he fourt h power, or 35,400) . Form at Cells dialog box ext ras: You can specify t he num ber of decim al places.

Te x t . This cont rol t reat s t he ent ry in t he cell as t ext , even when t he ent ry is a num ber. ( Excel t reat s exist ing num bers as num bers, but aft er you form at a cell as Text , num bers are t reat ed as t ext .) The cont ent s are displayed exact ly as you ent ered t hem . The m ost im m ediat e change you'll discover is t hat t he cont ent s of your cells are left - j ust ified, rat her t han right - aligned as usual. ( No special opt ions are available in t he Form at Cells dialog box.)

Spe cia l. This opt ion form at s t he num bers in your select ed cells as post al Zip codes. I f t here are fewer t han five digit s in t he num ber, Excel adds enough zeros t o t he beginning of t he num ber. I f t here's a decim al involved, Excel displays it rounded t o t he nearest whole num ber. And if t here are m ore t han five digit s t o t he left of t he decim al point , Excel leaves t he addit ional num bers alone. Form at Cells dialog box ext ras: I n addit ion t o Zip code form at , you can choose from several ot her canned num ber pat t erns: Zip Code + 4, Phone Num ber, and Social Securit y Num ber. I n each case, Excel aut om at ically adds parent heses or hyphens as necessary.

Cust om . The Cust om opt ion brings up t he Form at Cells dialog box, where you can creat e your own num ber form at t ing, eit her st art ing wit h one of 39 preset form at s or writ ing a form at from scrat ch using a sm all set of codes. For exam ple, cust om form at t ing can be writ t en t o display every num ber as a fract ion of 1000—som et hing not available in t he Fract ion form at t ing.

1 3 .1 .4 .2 . Add or r e m ove de cim a l pla ce s To add or rem ove decim al places, t urning 34 and 125 int o 34.00 and 125.00 , for exam ple, click t he Decim al but t ons in t he Form at t ing Palet t e, as shown in Figure 13- 7. Each click on t he I ncrease Decim al but t on ( on t he left ) adds decim al places; each click on t he Decrease Decim al but t on ( on t he right ) decreases t he level of displayed precision by one decim al place.

1 3 .1 .4 .3 . Ch a n gin g fon t s Excel let s you cont rol t he font s used in it s sheet s via t he Font port ion of t he Form at t ing Palet t e. As always on t he Macint osh, highlight what you want t o form at , and t hen apply t he form at t ing—in t his case using t he Form at t ing Palet t e. Of course, you can highlight t he cell( s) you want t o form at using any of t he t echniques described on Sect ion 12.1.7. But when it com es t o charact er form at t ing, t here are addit ional opt ions; Excel act ually let s you apply different font s and font st yles wit hin a single cell ( but not for form ulae) . The t rick is t o double- click t he cell and t hen use t he I - beam cursor t o select j ust t he charact ers in t he cell t hat you want t o work wit h—or select t he charact ers in t he Edit box of t he Form ula bar. As a result , any changes you m ake in t he Form at t ing Palet t e affect only t he select ed charact ers.

Once you've highlight ed t he cells or t ext you want t o change, open t he Font s sect ion of t he Form at t ing Palet t e (Figure 13- 9) t o reveal it s four m ain cont rols:

The N a m e pop- up m enu let s you apply any act ive font on your Mac t o t he highlight ed cell( s) .

T ip : I f your Mac has num erous font s inst alled, you m ay find it fast er t o specify your desired font by t yping it s nam e in t he Nam e field rat her t han by using t he pop- up m enu. As you t ype, Excel's Aut oCom plet e guesses your int ent ion and produces a pop- up m enu for you t o choose from . As soon as t he correct font nam e appears, click it ( or select it using t he up- and down- arrow keys) , and press Ret urn.

Figu r e 1 3 - 9 . Top: By t w e a k in g t h e con t r ols in t h e Fon t se ct ion of t h e For m a t t in g Pa le t t e , you ca n qu ick ly cr e a t e you r ow n cu st om t e x t look . Bot t om : Th e " Align m e n t a n d Spa cin g" se ct ion of t h e For m a t t in g Pa le t t e pr ovide s pr e cise con t r ol ove r h ow t e x t fills a ce ll; it ca n e ve n be u se d t o j oin ce lls t oge t h e r .

The Size pop- up m enu let s you choose from com m only used font sizes ( 9- point , 18- point , and so on) . I f t he size you want isn't list ed, t ype a num ber int o t he Size field and t hen press Ent er or Ret urn. ( Excel accom m odat es only whole- and half- num ber point sizes. I f you t ype in any ot her fract ional font size, such as 12.2, Excel rounds it t o t he nearest half- point .)

The fon t st yle it em has but t ons for applying bold, it alic, underline, or st riket hrough ( or any com binat ion t hereof) .

T ip : As you've no doubt com e t o expect , you can apply or rem ove t hese font st yles t o select ed charact ers or cells wit hout even visit ing t he Form at t ing Palet t e; j ust press - B for bold, - I for it alic, - U for underline, or Shift - hyphen for st riket hrough. I n fact , you can use keyboard short cut s t o apply shadow and out line st yles, which don't even appear in t he Form at t ing Palet t e ( probably because t hey look t errible) . Try Shift - W for shadowed t ext , and Shift - D for out lined t ext .

The fon t color cont rol let s you choose from one of 40 different t ext colors for t he select ed t ext , cell, or cells.

Finally, t wo last but t ons allow you t o change t he select ed t ext t o su pe r scr ipt or su bscr ipt —which only works in cells form at t ed as t ext .

1 3 .1 .4 .4 . Ch a n gin g t h e st a n da r d fon t s Whet her you want a funky new font t o light en up your serious num ber crunching, or you want t o swit ch back t o t he Geneva 9- point of your childhood, you can m ake t hat your st andard font choice wit h a quick t rip t o t he Excel Preferences General panel ( Figure 13- 10 ) . Aft er you change t he St andard font and Size ( t he cont rols are right in t he m iddle of t he General panel) and click OK, Excel displays a warning m essage, not ing t hat you have t o quit and rest art Excel before t he new form at t ing t akes effect in new worksheet s.

T ip : To change font s in old worksheet s, press - A t o select t he ent ire sheet , and t hen change t he form at t ing in t he Cells Font t ab. Or open t he Form at t ing Palet t e and change it in t he Font pane. Form at

I f you want t o st art all your new Excel spreadsheet s wit h m ore t han j ust a different font , you can creat e a t em plat e cont aining a variet y of font s, default t ext ( your com pany nam e in t he header, for exam ple) , form ulas, and any ot her kind of cust om form at t ing. Creat e a t em plat e exact ly t he way you'd like t o see every new Excel Save As, nam e it Wor kbook, and t urn off t he " Append file ext ension" spreadsheet begin life, choose File checkbox. Choose Excel Tem plat e ( .xlt x) from t he Form at pop- up m enu and save t he file in t he Microsoft Office 2008 Office St art up Excel folder. You can creat e a sim ilar t em plat e for new worksheet s by m aking a one- worksheet t em plat e nam ed Sheet and saving it in t he sam e locat ion. From now on all new workbooks - N or worksheet s added when you choose I nsert Worksheet are based on t hose files. st art ed by pressing I f you lat er decide t o change your st andard workbook or worksheet t em plat e, follow t he sam e procedure and replace t he Wor kbook and Sheet Tem plat es wit h new ones. I f you'd rat her ret urn t o t he st andard, com plet ely blank workbook and worksheet appearance, j ust delet e t hose t wo t em plat es. To m ake broader changes, t hat you can use opt ionally, inst ead of every t im e, you can creat e anot her t em plat e—a generic docum ent t hat can be used over and over t o st art som e of your new Workbooks. Because a t em plat e can hold form at t ing and t ext , it 's a great base for a Workbook t hat you redo regularly ( such as a m ont hly report ) .

Figu r e 1 3 - 1 0 . Th e Ex ce l Pr e fe r e n ce s Ge n e r a l pa n e le t s you se t w h a t you 'd lik e t o se e e ve r y t im e you st a r t Ex ce l. You ca n con t r ol t h e n u m be r of sh e e t s in a n e w w or k book , t h e fon t a n d fon t size , you r pr e fe r r e d loca t ion t o sa ve Ex ce l file s, a n d e ve n h a ve a n e n t ir e folde r fu ll of Ex ce l docu m e n t s ope n a ll a t on ce . ( M icr osoft a ppe a r s t o be be t t in g on t h e popu la r it y of bigge r a n d bigge r m on it or s—you ca n ch oose fon t size s u p t o 4 0 9 poin t s!)

To m ake a t em plat e, creat e a new workbook or a copy of one t hat already looks t he way you like it . You can select t he ent ire sheet or specific sect ions of it , apply form at s ( as described in t his chapt er) , and even include t ext ( colum n headings you'll always need, for exam ple) . When you finish form at t ing t he sheet , choose File

Save As. I n t he Save dialog box, ent er a nam e for t he t em plat e in t he " Save As" field, and t hen choose Excel Tem plat e ( .xlt x) from t he Form at m enu. Excel gives your file an .xlt x ext ension and swit ches t he Where pop- up m enu t o " My Tem plat es." Click Save. Back in Excel, close t he t em plat e workbook. Thereaft er, whenever you'd like t o open a copy of t he t em plat e, choose File Tem plat es cat egory, and double- click your t em plat e.

Proj ect Gallery. Click t he My

1 3 .1 .4 .5 . Align in g t e x t Ordinarily, Excel aut om at ically slides a num ber t o t he right end of it s cell, and t ext t o t he left end of it s cell. That is, it right - j ust ifies num bers, and left - j ust ifies t ext . ( Num ber form at t ing m ay override t hese set t ings.) But t he Form at t ing Palet t e gives you far m ore cont rol over how t he t ext in a cell is placed. I n t he Text Alignm ent sect ion of t he palet t e ( Figure 13- 9, bot t om ) , you'll find enough cont rols t o m ake even a hard- core t ypographer happy:

H or izon t a laffect s t he left - t o- right posit ioning of t he t ext wit hin it s cell. Click one of t he four but t ons t o specify left alignm ent , cent ered t ext , right alignm ent , or full j ust ificat ion. You probably won't see any difference bet ween t he full j ust ificat ion and left - alignm ent set t ings unless t here's m ore t han one line of t ext wit hin t he cell. ( And speaking of full j ust ificat ion, not e t hat it wraps t ext wit hin t he cell, if necessary, even if you haven't t urned on t he t ext - wrapping opt ion.)

I n de n t cont rols how far t ext should be indent ed from t he left edge of it s cell. Each t im e you click t he up arrow but t on, Excel slides t he t ext approxim at ely t wo charact er widt hs t o t he right . You can also click in t he I ndent field and t ype a num ber, followed by Ent er or Ret urn. I t 's especially im port ant t o use t his cont rol when you're t em pt ed t o indent by t yping spaces or pressing t he Tab key. Those t echniques can result in m isaligned cell cont ent s, or worse.

Ve r t ica l aligns t ext wit h t he t op, m iddle, or bot t om of a cell. I f t he cell cont ains m ore t han one line of t ext , you can even specify full vert ical j ust ificat ion,which m eans t hat t he lines of t ext will be spread out vert ically enough t o fill t he ent ire cell.

Orient a t ion rot at es t ext wit hin it s cell. That is, you can m ake t ext run " up t he wall" ( rot at ed 90 degrees) , slant at a 45- degree angle, or form a colum n of right - side- up let t ers t hat flow downward. You m ight want t o use t his feat ure t o label a vert ical st ack of cells, for exam ple.

W r a p t e x t affect s t ext t hat 's t oo wide t o fit in it s cell. I f you t urn it on, t he t ext will wrap ont o m ult iple lines t o fit inside t he cell. ( I n t hat case, t he cell grows t aller t o m ake room .) When t he checkbox is off, t he t ext sim ply get s chopped off at t he right cell border ( if t here's som et hing in t he next cell t o t he right ) , or it overflows int o t he next cell t o t he right ( if t he next cell is em pt y) .

Sh r in k t o fit at t em pt s t o shrink t he t ext t o fit wit hin it s cell, no m at t er how narrow it is. I f you've never seen 1- point t ype before, t his m ay be your opport unit y.

M e r ge ce lls causes t wo or m ore select ed cells t o be m erged int o one large cell ( described next ) .

POW ER USERS' CLI N I C M a k in g You r Ow n St yle s I f you form at spreadsheet cells in t he sam e ways over and over again, you can save a lot of t im e and t edium by defining a part icular set of form at t ing at t ribut es as a st yle. Exact ly as in Word ( see Sect ion 4.1) , a st yle is a chosen set of form at t ing charact erist ics, which you can apply t o a select ion wit h j ust a couple of clicks, saving t im e and ensuring consist ency. Excel doesn't have nearly as m any ways t o apply st yles as Word does; st yle sheet s sim ply aren't as crit ical in spreadsheet form at t ing as t hey are in word processing. Excel com es wit h a few preset st yles, but t here's room for m ore. To creat e your own st yle t he quick way, apply any of t he form at t ing charact erist ics St yle, described in t his chapt er t o a select ed cell or block of cells. Now choose Form at which calls up t he St yle dialog box. Ent er a new st yle nam e. You'll see t hat Excel has already recorded t he form at t ing exhibit ed by t he select ed cells: t he num ber form at , t he t ext alignm ent , t he font , t he border, t he cell pat t ern, and t he cell prot ect ion. I f you're happy wit h t he form at t ing, click t he Add but t on on t he right . Or, if you want t o furt her change any of t he set t ings, click Modify t o sum m on t he Form at Cells dialog box. I n fact , if you failed t o highlight som e already- form at t ed cells before St yle, t his is how you would define your st yle charact erist ics from choosing Form at scrat ch. To apply a st yle t o select ed cells in t he spreadsheet , choose Form at St yle. I n t he St yle dialog box t hat appears, select t he st yle nam e you want t o apply, and t hen click OK. Excel applies your chosen Form at t ing t o t he select ed cells.

1 3 .1 .4 .6 . M e r gin g ce lls Every now and t hen, a single cell isn't wide enough t o hold t he t ext you want placed inside—t he t it le of a spreadsheet , perhaps, or som e ot her heading. For exam ple, t he t it le m ay span several colum ns, but you'd rat her not widen a colum n j ust t o accom m odat e t he t it le. The answer is t o m erge cells int o a single m egacell. This funct ion rem oves t he borders bet ween cells, allowing what ever you put in t he cell t o luxuriat e in t he new space. You can m erge cells across rows, across colum ns, or bot h. To m erge t wo or m ore cells, select t he cells you want t o m erge, verify t hat t he Text Alignm ent port ion of t he Form at t ing Palet t e is open, and t hen t urn on t he Merge Cells checkbox, shown in Figure 13- 11 .

W a r n in g: Merging t wo or m ore cells cont aining dat a discards all of t he dat a except what ever's in t he upper- left cell.

To unm erge m erged cells, select t he cells and t urn off t he Merge Cells checkbox; t he m issing cell walls ret urn. Not e, however, t hat alt hough t he com bined space ret urns t o it s original st at us as independent cells, any dat a discarded during t he m erge process doesn't ret urn.

You can also m erge and unm erge cells by using t he Form at Cells dialog box. To do t his, select t he cells t o m erge, t hen press - 1 ( or choose Form at Cells or Cont rol- click t he cells and choose Form at Cells from t he cont ext ual m enu) . I n t he Form at Cells dialog box, click t he Alignm ent t ab, and t hen t urn on ( or t urn off) t he Merge cells it em in t he Text cont rol sect ion.

Figu r e 1 3 - 1 1 . Be ca u se Ex ce l t r e a t s m e r ge d ce lls a s on e big ce ll, you ca n a lign t h e con t e n t s of t h a t ce ll a n y w a y you 'd lik e ; you don 't h a ve t o st ick t o t h e gr id syst e m im pose d by a sh e e t 's ce lls. On e t ypica l u se for t h is is ce n t e r in g a t it le ove r a se r ie s of colu m n s. W it h ou t u sin g m e r ge d ce lls, ce n t e r in g doe sn 't do t h e j ob a t a ll. W h e n you m e r ge t h ose ce lls t oge t h e r a n d a pply ce n t e r a lign m e n t , t h e t it le is h a ppily ce n t e r e d ove r t h e t a ble .

1 3 .1 .5 . Addin g Pict u r e s, M ovie s, a n d Te x t Box e s Alt hough you probably won't want t o use Excel as a subst it ut e for Phot oshop ( and if you do, you have t o be seriously creat ive) , you can add graphics and even m ovies t o your sheet s and chart s. Plus, if you're art ist ically inclined, you can use Excel's drawing t ools t o creat e your own art . When using Excel for your own int ernal purposes—analyzing fam ily expendit ures, list ing DVDs, and so on—t he value of all t his graphics power m ay not be im m ediat ely apparent . But in t he business world, you m ay appreciat e t he abilit y t o add clip art , fancy legends, or cell coloring ( for handout s at m eet ings, for exam ple) . You can even add short videos explaining how t o use cert ain feat ures of your product —or even of t he spreadsheet it self. Alt hough you can add t ext t o cells, and m erge cells t o creat e larger t ext cells, you m ay oft en find it helpful t o add larger blocks of t ext t o a spreadsheet for explanat ory paragraphs, descript ions of your services, or disclaim ers rem inding your client s t hat past perform ance is no guarant ee of fut ure result s. Ent er t he Text Box, a m ini t ext docum ent or sidebar t hat you can place anywhere in a spreadsheet . Excel gives you t wo ways of em bellishing your spreadsheet s wit h graphic elem ent s of all kinds, t he I nsert Pict ure subm enu, and t he Obj ect Palet t e. All t hese t ools work precisely as explained in dept h in t he Word sect ion of t his book. When you add one of t hese graphic obj ect s t o Excel, it float s on t op of t he grid rat her t han inside a cell. You can resize and reposit ion t hese obj ect s—and you'll usually want t o posit ion t hem over em pt y cells. However, Excel let s you cover up any part s of your spreadsheet dat a wit h t hese graphic obj ect s wit hout so m uch as a warning m urm ur. Consider yourself forewarned. Obj ect s in Excel spreadsheet s feat ure a couple of ext ra opt ions ( or propert ies) you won't see in Word or PowerPoint . Since you're oft en adding rows and colum ns t o spreadsheet s as you work, graphic obj ect s in Excel m ove along wit h what ever cells t hey happen t o be sit t ing on t op of. ( I f t hey didn't , you'd risk inadvert ent ly

covering your dat a- filled cells wit h a pict ure as you add new colum ns, for exam ple.) But if you don't like t his behavior, you can change it —you can fast en t he obj ect s t o a place on t he page inst ead of in t he cell grid. Here's how: Select t he obj ect and choose Form at Pict ure ( or Obj ect , Shape, or Text ) and click t he Propert ies t ab, and t hen choose one of t he t hree Obj ect posit ioning but t ons:

M ove a n d size w it h ce lls. This opt ion keeps t he obj ect t ied t o t he cells beneat h it no m at t er how m any colum ns or rows you add in front of it in t he spreadsheet . Addit ionally, if you resize t he colum ns or rows under t his obj ect , it aut om at ically resizes along wit h t hem , so it always covers t he sam e num ber of cells.

M ove bu t don 't size w it h ce lls. This opt ion keeps t he obj ect t ied t o t he cells beneat h ( it 's act ually locked t o t he cell t hat it s upper- left corner t ouches) it but t he obj ect rem ains t he sam e size no m at t er how you resize t he colum ns or rows beneat h it .

D on 't m ove or size w it h ce lls. This opt ion connect s t he obj ect t o a spot on t he page, com plet ely ignoring t he cell grid. I f you add or rem ove rows or colum ns t he obj ect st ays in t he sam e place on t he page.

1 3 .1 .5 .1 . I n se r t in g by t h e Pict u r e su bm e n u To insert a pict ure, use t he I nsert

Pict ure subm enu, which present s five opt ions. Here's a sum m ary:

Clip Ar t . This com m and brings up t he Microsoft Clip Gallery, a dat abase cont aining hundreds of im ages in 31 cat egories. You can also search for specific im ages using t he built - in search feat ure ( see Sect ion 19.2.4) .

Fr om File . Using t his opt ion, you can im port int o your sheet any graphic file form at t hat QuickTim e underst ands, including EPS, GI F, JPEG, PI CT, TI FF, or Phot oshop.

Sh a pe. Choose t his com m and t o sum m on t he Obj ect Palet t e's Shapes pane, from which you can insert m any different aut om at ically generat ed shapes—arrows, boxes, st ars and banners, and so on ( see Sect ion 19.3) .

Or ga n iza t ion Ch a r t . When you choose t his m enu it em , Excel launches t he Organizat ion Chart applicat ion, which let s you creat e a corporat e- st yle organizat ion chart wit h ease. ( This kind of chart , which resem bles a t op- down flowchart , is generally used t o indicat e t he hierarchy of em ployees in an organizat ion. But it 's also an effect ive way t o draft t he st ruct ure of a Web sit e.)

W or dAr t . The WordArt m enu com m and opens t he WordArt Gallery. You can add t ext and apply som e wild effect s, including 3- D effect s, gradient s, shadows, or any com binat ion.

1 3 .1 .5 .2 . I n se r t in g by t h e Obj e ct Pa le t t e The I nsert m enu works splendidly, but it 's a lit t le slow and st odgy. I n Excel 2008 you can add shapes, clipart , sym bols, and phot os wit h a quick click on t he Obj ect Palet t e. To access t hem , click t he Obj ect Palet t e but t on in t he Toolbox. The palet t e is divided int o four sect ions—an obj ect s sect ion and a graphics sect ion. The obj ect sect ion includes:

Shapes. This palet t e let s you add any of Office's Aut oShapes ( see Sect ion 19.3) .

Clip Ar t . Click t his t ab t o quickly access Office's collect ion of clip art and st ock phot os—alt hough it 's not Pict ure Clip Art ( see as com plet e or searchable as t he Clip Gallery accessed by choosing I nsert Sect ion 19.2) .

Sym bols. Adds t he © ( copyright ) sym bol and scores of ot her possibilit ies, saving you a t rip t o t he I nsert Sym bol dialog box ( see t he box on Sect ion 7.5) .

Ph ot os. This t ab provides a short cut t o your iPhot o collect ion or any ot her folder full of phot os. ( See Sect ion 8.2.1.1) .

1 3 .1 .5 .3 . I n se r t in g m ovie s a n d sou n ds Choose I nsert Movie t o open t he I nsert Movie dialog box wit h which you can locat e any QuickTim e m ovie on your Mac t o m ake part of your worksheet . Select it , and t hen click Choose. The m ovie appears wit h it s upper- left corner in t he select ed cell. You can t hen resize and reposit ion it , and t hen double- click t he cinem at ic m ast erpiece t o play it ( see Sect ion 8.2.2.3) . You can insert a sound file in exact ly t he sam e way—it lands on your spreadsheet as a loudspeaker icon.

1 3 .1 .5 .4 . I n se r t in g t e x t box e s Choose I nsert Text Box; Excel t ransform s your cursor int o a let t er A wit h a crosshair icon. Drag it diagonally anywhere on your spreadsheet t o creat e a t ext box. When you release t he m ouse but t on, t he insert ion point begins blinking inside, await ing your t ext ent ry. Move your cursor t oward any of t he t ext box's edges unt il it t akes on a four- arrow shape—t hen you can drag and reposit ion t he box. Surprisingly, unlike t ext boxes in Word, Excel t ext boxes feat ure t he green rot at ing handle sprout ing from t heir t op. Drag it t o rot at e t he box. Excel t ext boxes are ready for t ext edit ing wit h one click. I f you want t o change t he look of t he t ext box it self—it s fill color, line, shadow, and so on—you have t he ent ire Form at t ing Palet t e at your disposal ( see Sect ion 3.1) . I f you don't want t o t ake t he t im e t o form at t he appearance of a t ext box one elem ent at a t im e, t ry t he Form at t ing Palet t e's Quick St yles and Effect s pane. Click one of t he six effect s t abs, and t hen click one of t he st yle t hum bnails t o apply it t o your t ext box. You can com bine t he effect s t o quickly creat e various 2- D and 3- D effect s using shadows, reflect ions, glows, and so on ( see Sect ion 19.3.11 ) .

Ch a pt e r 1 3 . For m a t t in g a n d Ch a r t s When you ent er inform at ion in an Excel 2008 spreadsheet , your t ext appears in crisp, 10- point Verdana t ype. Serviceable, but do spreadsheet s have t o look so drab? Excel com es packed wit h form at t ing t ools t hat let you show off your design genius and t ake spreadsheet s from blah t o brilliant . For st art ers, Excel has a broad select ion of font s, colors, and borders t o m ake your sheet s st and out . Excel can also im port pict ures ( eit her clip art provided by Microsoft or im ages of your own) and m ovies. You can even use Excel's drawing t ools t o creat e your own works of art . The only reason m any people put up wit h t he chore of creat ing a spreadsheet in t he first place is t o produce chart s. Whet her you call t hem chart s or graphs, t hey're graphical represent at ions of lot s of lit t le bit s of dat a—dat a t hat you first have t o organize in a spreadsheet . Once t hose num bers are in place, t he st age is set for a m odern m iracle: from t he st ult ifying colum ns of num bers springs a gorgeous chart , dram at ically revealing t he hidden pat t ern behind t he num bers. Not all chart s are gorgeous, but t hey all reveal pat t erns and t rends in t he dat a t hat can be im possible t o see in ot her ways. I f you've prepared your spreadsheet properly, creat ing a chart in Excel 2008 is a quick and easy process—and t he result s can be t ruly eye- popping t hanks t o t he new OfficeArt graphics engine. The new Elem ent s Gallery m akes t he process of previewing t he dozens of chart st yles, and insert ing chart s far easier. And once you've got a chart t o work wit h, new 3- D effect s, fills, and t ransparency allow for endless cust om izat ion. This chapt er covers all of t hese visual aspect s of Excel, including t he payoff m om ent of print ing out your graphically st unning spreadsheet s and t rend- clarifying chart s.

1 3 .1 . For m a t t in g W or k sh e e t s When it com es t o spreadsheet s, t he t erm for m at t ing covers a lot of ground. I t refers t o t he size of t he cell, how it s borders look, what color fills it , as well as how t he cont ent s of t he cell are form at t ed ( wit h or wit hout dollar signs or decim al point s, for exam ple) —anyt hing t hat affect s how t he cell looks. Excel offers t wo ways t o add form at t ing t o your spreadsheet : by using Excel's aut om at ic form at t ing capabilit ies or by doing t he work yourself. Odds are, you'll be using bot h m et hods.

1 3 .1 .1 . Au t om a t ic For m a t t in g I f you're not int erest ed in hand- form at t ing your spreadsheet s—or you j ust don't have t he t im e—Excel's Aut oForm at t ool is a quick way t o apply form at t ing t o your sheet s. I t inst ruct s Excel t o st udy t he layout and cont ent s of your spreadsheet and t hen apply colors, shading, font st yles, and ot her form at t ing at t ribut es t o m ake t he sheet look professional.

N ot e : Aut oForm at is best suit ed for fairly boring layout s: colum n headings across t he t op, row labels at t he left side, t ot als at t he bot t om , and so on. I f your spreadsheet uses a m ore creat ive layout , Aut oForm at m ay m ake quirky design choices.

To use t he Aut oForm at feat ure, select t he cells you want form at t ed, and t hen choose Form at Aut oForm at . The Aut oForm at dialog box appears, com plet e wit h a list of form at s on t he left ( see Figure 13- 1) . By clicking each one in t urn, you'll see ( in t he cent er of t he dialog box) t hat each one is act ually a predesigned form at t ing schem e for a t able- like m akeover of t he select ed cells.

On t he right is a but t on labeled Opt ions, which let s you cont rol t he form at t ing elem ent s t hat will be applied t o t he select ed cells. Once you've select ed an Aut oForm at opt ion ( and m ade any t weaks t o t he applied form at s) , click OK. Excel goes t o work on t he select ed cells ( see Figure 13- 1) . I f you don't care for t he result s, you can always undo t hem wit h a quick - Z.

1 3 .1 .2 . Th e For m a t Pa in t e r Anot her way t o quickly apply form at t ing t o a group of cells is t he Form at Paint er. Suppose you've painst akingly applied form at t ing—colors, cell borders, font s, t ext alignm ent , and t he like—t o a cert ain pat ch of cells. Using t he Form at Paint er, you can copy t he form at t ing t o any ot her cells—in t he sam e or a different spreadsheet . To st art , select t he cell( s) t hat you want t o use as an exam ple of good form at t ing. Then click t he Form at but t on ( t he lit t le paint brush) on t he St andard t oolbar.

Figu r e 1 3 - 1 . Th e Au t oFor m a t dia log box is a n e x pe dit iou s w a y t o m a k e you r spr e a dsh e e t s m or e r e a da ble —a n d m or e a t t r a ct ive . You ca n t r a n sfor m t h e st ock Ex ce l a ppe a r a n ce ( t op) t o a n e ye ca t ch in g a n d m or e com pr e h e n sible pr e se n t a t ion ( bot t om ) w it h t w o qu ick click s. Ea ch sch e m e m a y in clu de fon t se le ct ion s, sh a din gs for t a ble r ow s, ba ck gr ou n d pa t t e r n s, a n d so on .

Now, as you m ove t he cursor over t he spreadsheet it changes t o look like a + sign and a paint brush. Next , drag t he cursor over t he cells ( or click a single cell) you'd like t o change t o m at ch t he first group. Excel applies t he form at t ing—borders, shading, font set t ings, and t he like—t o t he new cells ( Figure 13- 2) .

T ip : To form at discont inuous areas wit hout going back t o t he paint brush, double- click t he paint brush but t on. Now you can apply t he form at m ult iple t im es. To st op, click t he paint brush but t on again.

1 3 .1 .3 . For m a t t in g Ce lls by H a n d I f t he Aut oForm at feat ure is a bit t oo canned for your purposes, you can always form at t he look of your

spreadsheet m anually. When form at t ing cells m anually, it 's helpful t o divide t he t ask up int o t wo concept s—form at t ing t he cells t hem selves ( borders and backgrounds) , and form at t ing t he cont ent sof t hose cells ( what you've t yped) .

1 3 .1 .3 .1 . Ch a n gin g ce ll size When you open an Excel worksheet , all t he cells are t he sam e size. Specifically, t hey're 1.04 inches wide ( t he fact ory- set widt h of an Excel colum n) and 0.18 inches t all ( t he height of an Excel row) . The good news is t hat t here are several ways t o set a cell's height and widt h. Here's a rundown:

Figu r e 1 3 - 2 . Th e For m a t Pa in t e r ca n t a k e e ve r yt h in g bu t t h e da t a fr om t h e ce lls on t h e t op, a n d a pply it t o t h e ce lls on t h e bot t om .

N ot e : I f you use t he Met ric syst em , you can change t o cent im et ers or m illim et ers on t he Excel Preferences General t ab. Choose from t he " Measurem ent unit s" pop- up m enu. Unfort unat ely, 4.59 m illim et ers is j ust as hard t o rem em ber as 0.18 inches.

D r a ggin g t h e bor de r s. Obviously, you can't enlarge a single cell wit hout enlarging it s ent ire row or colum n; Excel has t his funny way of insist ing t hat your cells rem ain aligned wit h each ot her. Therefore, you can't resize a single cell independent ly—you can only enlarge it s ent ire row or colum n. To adj ust t he widt h of a colum n, drag t he divider line t hat separat es it s colum n heading from t he one t o it s right , as shown in Figure 13- 3; t o change t he height of a row, drag t he divider line bet ween it s row and t he one below it . I n eit her case, t he t rick is t o drag in t he row num bers or colum n let t ers. Your cursor will look like a bar bet ween t wo arrows if you drag in t he right place.

N ot e : Excel adj ust s row height s aut om at ically if you enlarge t he font or wrap your t ext by t urning on t he Wrap t ext Cells Alignm ent ( unless you've set t he height m anually, as described above) . cont rol in Form at

Figu r e 1 3 - 3 . Ch a n gin g t h e w idt h ( t op) of a colu m n or h e igh t of a r ow is a s sim ple a s dr a ggin g it s bor de r in t h e colu m n le t t e r s or r ow n u m be r s. A sm a ll ye llow box pops u p a s you dr a g, con t in u a lly u pda t in g t h e e x a ct size of t h e colu m n or r ow . W h e n you le t go of t h e m ou se , t h e colu m n or r ow a ssu m e s it s n e w size , a n d t h e r e st of t h e spr e a dsh e e t m ove s t o a ccom m oda t e it . I f you se le ct m u lt iple colu m n s or r ow s, dr a ggin g a bor de r ch a n ge s a ll of t h e se le ct e d colu m n s or r ow s—a love ly w a y t o k e e p con sist e n t spa cin g.

M e n u com m a n ds. For m ore exact cont rol over height and widt h adj ust m ent s, choose Form at

Row

Height , or Form at Colum n Widt h. Eit her com m and pops up a dialog box where you can ent er t he row height or colum n widt h by t yping num bers on your keyboard.

Au t osizin g. For t he t idiest spreadsheet possible, highlight som e cells and t hen choose Form at Row Aut oFit , or Form at Colum n Aut oFit Select ion. Excel readj ust s t he select ed colum ns or rows so t hey're exact ly as wide and t all as necessary t o cont ain t heir cont ent s, but no larger. That is, each colum n expands or shrinks j ust enough t o fit it s longest ent ry.

T ip : You don't have t o use t he Aut oFit com m and t o perform t his kind of t idy adj ust m ent . You can also, at any t im e, m ake an individual row or colum n precisely as large as necessary by double- clicking t he divider line bet ween t he row num bers or t he colum n let t ers. ( The colum n t o t he left of your double- click, or t he row above your double- click, get s resized.) When using t his m et hod, t here's no need t o highlight anyt hing first .

1 3 .1 .3 .2 . H idin g a n d sh ow in g r ow s a n d colu m n s There are any num ber of reasons why you m ay want t o hide or show cert ain colum ns or rows in your spreadsheet . Maybe t he num bers in a part icular colum n are used in calculat ions elsewhere in t he spreadsheet , but you don't need t hem t aking up screen space. Maybe you want t o preserve several previous years' wort h of dat a, but don't want t o scroll t hrough t hem . Or m aybe t he I RS is com ing for a visit . I n any case, it 's easy enough t o hide cert ain rows or colum ns. St art by highlight ing t he rows or colum ns in quest ion. ( Rem em ber: To highlight an ent ire row, click it s gray row num ber; t o highlight several consecut ive - click t heir row num bers. To rows, drag vert ically t hrough t he row num bers; t o highlight nonadj acent rows, highlight cert ain colum ns, use t he gray colum n let t ers at t he t op of t he spreadsheet in t he sam e way.)

POW ER USERS' CLI N I C Con dit ion a l For m a t t in g Cell form at t ing doesn't have t o be st at ic. Wit h Condit ional Form at t ing, you can t urn your cells int o verit able cham eleons, changing colors or t ypography on t heir own, based on t heir own cont ent s. A com m on exam ple is set t ing up incom e- relat ed num bers t o t urn bold and bright red when t hey go negat ive, as is com m on in corporat e financial st at em ent s. Anot her com m on exam ple is using t his feat ure t o highlight in bold t he sales figures for t he highest - earning salesperson list ed in a colum n. To use condit ional form at t ing, select t he cell( s) t hat you want t o change on t heir own, and t hen choose Form at Condit ional Form at t ing. I n t he Condit ional Form at t ing dialog box, set up t he condit ions t hat t rigger t he desired form at t ing changes. For exam ple, t o set up a colum n of num bers so t hey'll t urn red when negat ive, use t he first pop- up m enu t o choose " Cell Value I s" and t he second t o choose " less t han." Finally, t ype 0 int o t he t ext field, as shown in Figure 13- 4. Then click Form at t o specify t he t ypographical, border, and pat t ern changes you want t o see if a highlight ed cell's cont ent s fall below zero. For exam ple, in t he Font t ab, choose red from t he Color pop- up m enu and Bold from t he

Font St yle list . Click OK. By clicking t he Add but t on at t his point , you can even add a second set of condit ions t o your cells. For exam ple, you m ight want your m ont hly incom e spreadsheet t o show num bers over $10,000 wit h yellow cell shading. You can apply up t o t hree condit ions t o t he sam e select ion, but if m ore t han one condit ion applies, Excel uses t he first one t o apply. I n ot her words, if condit ion one doesn't apply, but condit ions t wo and t hree do, Excel uses t he second condit ion. The dialog box previews how your cells will look if a condit ion is m et . I f everyt hing looks right , click OK. You ret urn t o t he spreadsheet , where num bers t hat m eet your condit ions now display t heir special form at t ing.

Figu r e 1 3 - 4 . Ch oose For m a t Con dit ion a l For m a t t in g t o m a k e ce lls st yle t h e ir con t e n t s a ccor din g t o t h e con dit ion s you se t in t h is dia log box . Le t Ex ce l t e ll you w h e n you r fin a n ce s a r e " in t h e r e d" by for m a t t in g a n y n e ga t ive n u m be r s w it h t h a t e ye - ca t ch in g color . Use t h e pop- u p m e n u s in t h e fir st lin e t o se t t h e con dit ion a n d t h e n click t h e For m a t bu t t on t o t e ll Ex ce l h ow t o for m a t t h e ce ll w h e n t h a t con dit ion is m e t .

Next , choose Form at Row Hide, or Form at Colum n Hide. That 's all t here is t o it : The colum n or row disappears com plet ely, leaving a gap in t he num bering or let t er sequence at t he left or t op edge of t he spreadsheet . The row num bers or colum n let t ers surrounding t he hidden area t urn blue. Making t hem reappear is a bit t rickier, since you can't exact ly highlight an invisible row or colum n. To perform t his m inor m iracle, use t he blue- colored row num bers or colum n headers as clues. Select cells on eit her side of t he hidden row or colum n. Then choose Form at Row Unhide, or Form at Colum n Unhide. Alt ernat ively, you can also select a hidden cell ( such as B5) by t yping it s address in t he Nam e box on t he Form ula bar, and t hen choosing Form at Row Unhide, or Form at Colum n Unhide.

1 3 .1 .3 .3 . Ce ll bor de r s a n d color s m e t h od on e : Th e For m a t Ce lls w in dow The light gray lines t hat form t he graph- paper grid of an Excel spreadsheet are an opt ical illusion. They exist only t o help you underst and where one colum n or row ends and t he next begins, but t hey don't print ( unless you want t hem t o; see Sect ion 13.3.2.4) . I f you'd like t o add solid, print able borders t o cert ain rows, colum ns, or cells, Excel offers t hree different

m et hods: t he old, but m ost versat ile Form at Cells dialog box, t he " Borders and Shading" sect ion of t he Form at t ing Palet t e, and t he very sim ilar Border Drawing t oolbar. All t echniques let you cont rol how lines are added t o t he cell's edges, but only t he Form at t ing Palet t e and t he t oolbar let you change borders and shading wit hout first opening a dialog box t o m ake t he changes. To add cell borders using t he t im e- honored Form at Cells com m and, highlight som e cells and t hen choose Cells ( or press - 1) . The Form at Cells dialog box appears; now click t he Border t ab t o show t he Form at border cont rols. I n t his t ab, you'll see t hree sect ions: Preset s, Border, and Line ( see Figure 13- 5) .

1 . I f you don 't w a n t t o u se t h e de fa u lt lin e st yle a n d color , ch oose n e w on e s in t h e Lin e se ct ion. Excel loads your cursor wit h your desired st yle and color.

Figu r e 1 3 - 5 . Click dir e ct ly in t h e pr e vie w a r e a in side t h e Bor de r se ct ion t o pla ce bor de r s w h e r e you w a n t t h e m . Fir st , se le ct t h e st yle a n d color of lin e on t h e r igh t side , a n d t h e n click in t h e pr e vie w a r e a t o pla ce t h e lin e . Or if you 'r e fe e lin g m or e bu t t on - or ie n t e d, u se t h e e igh t bu t t on s a r ou n d t h e le ft a n d bot t om e dge s of t h e pr e vie w a r e a t o dr a w you r h or izon t a l a n d ve r t ica l bor de r s, a n d t h e oft - ove r look e d dia gon a ls.

2 . To cr e a t e a bor de r a r ou n d t h e ou t side of you r se le ct ion , click t h e Ou t lin e pr e se t bu t t on ; t o cr e a t e bor de r s for t h e division s in side you r se le ct ion , click t h e I n side bu t t on ; a n d click bot h

bu t t on s for bor de r s in side a n d a r ou n d you r se le ct ion . As you click t he but t ons, Excel displays a preview of your work in t he Border sect ion. I f you change your m ind, click None t o rem ove t he opt ion.

3 . I f t h e Ou t lin e a n d I n side pr e se t s a r e n 't w h a t you h a ve in m in d, a pply cu st om bor de r s. Click dir e ct ly be t w e e n t h e gu ide s in t h e pr e vie w pa n e t o a dd or de le t e in dividu a l bor de r lin e s, or u se t h e bu t t on s t h a t su r r ou n d t h e pr e vie w . To change a line st yle, reload t he cursor wit h a new st yle from t he Line sect ion and t hen click t he borders in t he preview area you wish t o change. I f you m ess up, click None in t he Preset s area and st art again.

4 . On ce t h e bor de r s look t h e w a y you 'd lik e , click OK. Excel applies t he borders t o t he select ion in your spreadsheet .

1 3 .1 .3 .4 . Ce ll bor de r s a n d color s m e t h od t w o: Th e For m a t t in g Pa le t t e To use Excel's Form at t ing Palet t e t o draw borders, select t he cells t o work wit h, and t hen open t he " Borders and Shading" port ion of t he palet t e by clicking t he " Borders and Shading" Tit le Bar. I n t his sect ion of t he palet t e, you'll see six cont rols t hat help you box in your cells and apply colors and pat t erns (Figure 13- 6) .

Figu r e 1 3 - 6 . Th e For m a t t in g Pa le t t e 's " Bor de r s a n d Sh a din g" se ct ion m a k e s a ddin g bor de r s t o you r spr e a dsh e e t pa in le ss. Click t h e flippy t r ia n gle t o t h e le ft of " Bor de r s a n d Sh a din g ( or a n yw h e r e on t h a t ba r ) t o sh ow or h ide t h e con t r ols. I f you don 't se e t h e For m a t t in g Pa le t t e , ch oose it s n a m e fr om t h e Vie w m e n u , or click t h e Toolbox bu t t on in t h e t oolba r a n d t h e n click it s For m a t t in g Pa le t t e bu t t on .

Here's what each cont rol does:

Type. The but t on it self indicat es t he kind of border you've already applied t o t he select ed cells; if you haven't applied a border, t he icon on t he but t on is a faint , dot t ed- line square. I n any case, click it t o open a pop- out palet t e of 18 different border st yles, covering m ost conceivable border needs. The first 12 borders are st andard fare, m ost ly out lines and single lines. The last six st yles show m ore variet y; som e put borders on t wo sides of a select ion or include t hicker borders on one side. ( I f you point t o one of t hese border st yles wit hout clicking, a yellow pop- up screen t ip gives a plain- English descript ion of it s funct ion.) This pop- up palet t e should be your first st op. Som e of t he ot her palet t es described here aren't even available unt il you've first select ed a border t ype.

St yle . Choose a line st yle, such as dot t ed lines or t hick lines.

Color. This but t on let s you choose from one of 40 preset line colors. Not e t hat you can also leave t he line

color set t o Aut om at ic ( which usually m eans black) if you choose.

T ip : I f t he idea of 40 preset colors put s t he art ist in you int o a huff, calm down—you can m ix your own preset s. Preferences Color, choose one of t he preset s, and click Modify. Blend a new hue and you'll Choose Excel find it available anywhere Excel uses color. Even bet t er, if you've already used t hat preset color, Excel changes it t o reflect your new choice.

Pa t t e r n. I nst ead of changing t he st yle of line surrounding t he select ed cells, t his but t on offers pat t erns wit h which t o fill t he select ed cells' backgrounds. ( The bot t om half of t his m enu specifies t he color t hat Excel will use t o draw t he black areas of t he displayed pat t erns.) You'll probably find t hat m ost of t he pat t erns m ake your cell cont ent s illegible, unless you also select a very light color for t he fill. However, bot h pat t ern and fill color can be very useful for headings or areas of your spreadsheet t hat don't display t ext . ( " Aut om at ic," by t he way, m eans " no pat t ern." )

Fill color . Clicking t his but t on reveals opt ions for 40 preset fill colors for your cell backgrounds. Here again, use t his opt ion wit h caut ion; unless you also change t he t ext color t o a cont rast ing color, you should use only very light colors for filling t he cell backgrounds. ( See t he previous Tip t o creat e cust om colors.)

D r a w bor de r s by h a n d . Clicking Draw by Hand brings up t he Border Drawing t oolbar, a Lilliput ian t oolbar wit h five unlabeled but t ons. ( Point t o each wit hout clicking t o reveal it s pop- up yellow label.)

The first one, Draw Border, pops up so you can choose bet ween t wo m odes: Draw Border and Draw Border Grid. The Draw Border t ool let s you creat e a border t hat encloses an ot herwise unaffect ed block of cells j ust by dragging diagonally in your spreadsheet ; t he border t akes on t he line charact erist ics you've specified using t he ot her t ools in t he t oolbar. The Draw Border Grid t ool works sim ilarly, except t hat it doesn't draw one m ast er rect angle. I nst ead, it adds borders t o every cell wit hin t he rect angle t hat you creat e by dragging diagonally, " paint ing" all four walls of every cell inside.

POW ER USERS' CLI N I C Pr ot e ct in g t h e Spr e a dsh e e t Ce lls Excel's Form at Cells dialog box is a real workhorse when it com es t o applying a bunch of form at t ing changes t o a sheet . The first five of it s t abs—Num ber, Alignm ent , Font , Border, and Pat t erns—let you exercise pinpoint cont rol over how your spreadsheet —bot h cells and t ext —looks and feels, as described in t his chapt er. The last t ab—Prot ect ion—is t he except ion t o t he form at t ing rule. The Prot ect ion t ab has only t wo opt ions, present ed as checkboxes: Locked and Hidden. These t wo opt ions let you prot ect select ed cells from changes or hide form ulas from view. But be warned: Neit her of t hese opt ions t akes effect unless you also prot ect t he sheet t hrough t he Prot ect ion feat ure, which is nest led in t he Tools m enu.

To erase borders from t he spreadsheet , click Erase Border and t hen drag across any unwant ed borders ( or t hose paint ed in by m ist ake) . Press Esc t o cancel t he eraser cursor. ( The m iddle but t on, Merge Cells, is described on Sect ion 13.1.4.6.) The act ive ext rem it y of t he eraser cursor is t he very bot t om —which appears t o sparkle.

T ip : You can t ear palet t es off t he Form at t ing Palet t e, which m akes for easy access if you need t o get t o t heir funct ions frequent ly. To do so, click t he Font Color but t on, for exam ple, and t hen click t he double- dot t ed line at t he t op of t he popout . The Font Color palet t e " t ears off" and becom es a window unt o it self.

1 3 .1 .4 . Ch a n gin g H ow Te x t Look s Borders and fills cont rol how cells look whet her or not t hey act ually cont ain anyt hing. Excel also gives you a great deal of cont rol over t he appearance of your t ext —which in spreadsheet s is oft en num bers. The t ext cont rols in Excel are divided int o t hree m aj or cat egories: num ber form at t ing, font cont rol, and t ext alignm ent .

1 3 .1 .4 .1 . Addin g n u m be r for m a t s Num ber form at s in Excel add sym bols, such as dollar signs, decim al point s, or zeros, t o what ever raw num bers you've t yped. For exam ple, if you apply Currency form at t ing t o a cell cont aining 35.4, it appears in t he spreadsheet as $35.40; if you apply Percent age form at t ing, it becom es 3540.00% . What m ay st rike you as odd, especially at first , is t hat t his kind of form at t ing doesn't act ually change a cell's cont ent s. I f you double- click t he aforem ent ioned cell t hat says $35.40, t he t rappings of currency disappear inst ant ly, leaving behind only t he 35.4 t hat you originally ent ered. All num ber form at t ing does is add t he nicet ies t o your num bers t o m ake t hem easier t o read. To apply a num ber form at , select t he cells on which you want t o work your m agic, and t hen select t he form at t ing t hat you want t o apply. Excel com es prepared t o form at num bers using eleven broad cat egories of canned form at t ing. You get at t hem in any of t hree ways:

The Form at pop- up m enu in t he Num ber sect ion of t he Form at t ing Palet t e ( bet t er known as " t he easy way" ) , as shown in Figure 13- 7.

The Form at Cells dialog box t hat appears when you choose Form at and choose Form at Cells from t he short cut m enu) .

Cells ( or Cont rol- click som e cells

The old Form at t ing t oolbar ( choose View Toolbars Form at t ing) . The new Form at t ing Palet t e is light - years m ore flexible, so if you have t he screen space for it , you can safely ignore t he Form at t ing t oolbar. ( Unless you, as a diehard Excel 98 fan, have a raging ant ipat hy t oward change, t hat is.)

Each m et hod gives t he sam e broad cat egories of form at t ing; however, opt ions in t he Form at t ing Palet t e and t oolbar are far fewer. I nst ead, t hey apply t he m ost popular choice ( for exam ple, $ signs when you choose t he currency form at t ing) wit hout asking your opinion. The Form at Cells dialog box, on t he ot her hand, gives you m ore cont rol over each form at , along wit h a helpful preview of t he result .

Figu r e 1 3 - 7 . Th e N u m be r se ct ion of t h e For m a t t in g Pa le t t e pr ovide s qu ick a cce ss t o com m on n u m be r

for m a t t in g opt ion s via t h e For m a t pop- u p m e n u . I t a lso le t s you in cr e a se or de cr e a se t h e n u m be r of de cim a l pla ce s sh ow n by click in g t h e I n cr e a se D e cim a l or D e cr e a se D e cim a l bu t t on s.

The following descript ions ident ify which addit ional cont rols are available in t he Form at Cells dialog box:

Ge n e r a l. This opt ion m eans " no form at t ing." What ever you t ype int o cells form at t ed t his way rem ains exact ly as is ( see Figure 13- 8) .

N u m be r . This cont rol form at s t he cont ent s as a generic num ber. Form at Cells dialog box ext ras: You have t he opt ion t o specify exact ly how you want negat ive num bers t o appear, how m any decim al places you want t o see, and whet her or not a com m a should appear in t he t housands place.

Currency . A specific kind of num ber form at , t he Currency form at adds dollar signs, com m as, decim al point s, and t wo decim al places t o num bers ent ered in t he select ed cells.

Figu r e 1 3 - 8 . H e r e 's h ow t h e 1 1 diffe r e n t n u m be r for m a t s m a k e t h e n u m be r 3 5 3 9 6 .5 7 3 look . Som e of t h e diffe r e n ce s a r e su bt le , bu t im por t a n t . Th e con t e n t s of Te x t for m a t t e d ce lls a r e le ft j u st ifie d, for e x a m ple , a n d t h e N u m be r for m a t le t s you spe cify h ow m a n y de cim a l pla ce s you w a n t t o se e . D a t e a n d Tim e for m a t s t r e a t a n y n u m be r you spe cify a s da t e a n d t im e se r ia l n u m be r s—m or e a con ve n ie n ce for Ex ce l t h a n for you .

Form at Cells dialog box ext ras: You can specify how m any decim al places you want t o see. You also get a Currency Sym bol pop- up m enu t hat list s hundreds of int ernat ional currency sym bols, including t he euro. You can also set how Excel should display negat ive num bers.

T ip : The Currency set t ing in t he Form at t ing Palet t e applies dollar form at t ing only if t hat 's t he currency you've t yped in t he Num bers sect ion of t he Form at t ab of t he I nt ernat ional panel of t he Mac's Syst em Preferences program .

Accou n t in g. A specific kind of currency form at , t he Account ing form at adds basic currency form at t ing—a $ sign, com m as in t he t housands place, and t wo decim al places. I t also left - aligns t he $ sign and encloses negat ive num bers in parent heses. Form at Cells dialog box ext ras: You can opt t o use a different currency sym bol and indicat e how m any decim al places you'd like t o see.

D a t e. I nt ernally, Excel convert s t he num ber in t he cell t o a dat e and t im e serial num ber ( see Sect ion 12.1.3.4) and t hen convert s it t o a readable dat e form at , such as 11/ 22/ 2008. Form at Cells dialog box ext ras: You can specify what dat e form at you want applied, such as 11/ 22/ 08, Novem ber- 08, or 22- Nov- 2008.

Tim e . Once again, Excel convert s t he num ber t o a special serial num ber and t hen form at s it in a readable t im e form at , such as 1: 32. Form at Cells dialog box ext ras: The dialog box present s a long list of t im e- form at t ing opt ions, som e of which include bot h t he t im e and dat e.

Pe r ce n t a ge. This displays t wo decim al places for num bers and t hen adds percent sym bols. The num ber 1.2, for exam ple, becom es 120% . Form at Cells dialog box ext ras: You can indicat e how m any decim al places you want t o see.

Fr a ct ion. This opt ion convert s t he decim al port ion of a num ber int o a fract ion. ( People who st ill aren't used t o a st ock m arket st at ist ics represent ed in decim al form will especially appreciat e t his one.) Form at Cells dialog box ext ras: You can choose from one of nine fract ion t ypes, som e of which round t he decim al t o t he nearest half, quart er, or t ent h.

Scie n t ific. The Scient ific opt ion convert s t he num ber in t he cell t o scient ific not at ion, such as 3.54E+ 04 ( which m eans 3.54 t im es 10 t o t he fourt h power, or 35,400) . Form at Cells dialog box ext ras: You can specify t he num ber of decim al places.

Te x t . This cont rol t reat s t he ent ry in t he cell as t ext , even when t he ent ry is a num ber. ( Excel t reat s exist ing num bers as num bers, but aft er you form at a cell as Text , num bers are t reat ed as t ext .) The cont ent s are displayed exact ly as you ent ered t hem . The m ost im m ediat e change you'll discover is t hat t he cont ent s of your cells are left - j ust ified, rat her t han right - aligned as usual. ( No special opt ions are available in t he Form at Cells dialog box.)

Spe cia l. This opt ion form at s t he num bers in your select ed cells as post al Zip codes. I f t here are fewer t han five digit s in t he num ber, Excel adds enough zeros t o t he beginning of t he num ber. I f t here's a decim al involved, Excel displays it rounded t o t he nearest whole num ber. And if t here are m ore t han five digit s t o t he left of t he decim al point , Excel leaves t he addit ional num bers alone. Form at Cells dialog box ext ras: I n addit ion t o Zip code form at , you can choose from several ot her canned num ber pat t erns: Zip Code + 4, Phone Num ber, and Social Securit y Num ber. I n each case, Excel aut om at ically adds parent heses or hyphens as necessary.

Cust om . The Cust om opt ion brings up t he Form at Cells dialog box, where you can creat e your own num ber form at t ing, eit her st art ing wit h one of 39 preset form at s or writ ing a form at from scrat ch using a sm all set of codes. For exam ple, cust om form at t ing can be writ t en t o display every num ber as a fract ion of 1000—som et hing not available in t he Fract ion form at t ing.

1 3 .1 .4 .2 . Add or r e m ove de cim a l pla ce s To add or rem ove decim al places, t urning 34 and 125 int o 34.00 and 125.00 , for exam ple, click t he Decim al but t ons in t he Form at t ing Palet t e, as shown in Figure 13- 7. Each click on t he I ncrease Decim al but t on ( on t he left ) adds decim al places; each click on t he Decrease Decim al but t on ( on t he right ) decreases t he level of displayed precision by one decim al place.

1 3 .1 .4 .3 . Ch a n gin g fon t s Excel let s you cont rol t he font s used in it s sheet s via t he Font port ion of t he Form at t ing Palet t e. As always on t he Macint osh, highlight what you want t o form at , and t hen apply t he form at t ing—in t his case using t he Form at t ing Palet t e. Of course, you can highlight t he cell( s) you want t o form at using any of t he t echniques described on Sect ion 12.1.7. But when it com es t o charact er form at t ing, t here are addit ional opt ions; Excel act ually let s you apply different font s and font st yles wit hin a single cell ( but not for form ulae) . The t rick is t o double- click t he cell and t hen use t he I - beam cursor t o select j ust t he charact ers in t he cell t hat you want t o work wit h—or select t he charact ers in t he Edit box of t he Form ula bar. As a result , any changes you m ake in t he Form at t ing Palet t e affect only t he select ed charact ers.

Once you've highlight ed t he cells or t ext you want t o change, open t he Font s sect ion of t he Form at t ing Palet t e (Figure 13- 9) t o reveal it s four m ain cont rols:

The N a m e pop- up m enu let s you apply any act ive font on your Mac t o t he highlight ed cell( s) .

T ip : I f your Mac has num erous font s inst alled, you m ay find it fast er t o specify your desired font by t yping it s nam e in t he Nam e field rat her t han by using t he pop- up m enu. As you t ype, Excel's Aut oCom plet e guesses your int ent ion and produces a pop- up m enu for you t o choose from . As soon as t he correct font nam e appears, click it ( or select it using t he up- and down- arrow keys) , and press Ret urn.

Figu r e 1 3 - 9 . Top: By t w e a k in g t h e con t r ols in t h e Fon t se ct ion of t h e For m a t t in g Pa le t t e , you ca n qu ick ly cr e a t e you r ow n cu st om t e x t look . Bot t om : Th e " Align m e n t a n d Spa cin g" se ct ion of t h e For m a t t in g Pa le t t e pr ovide s pr e cise con t r ol ove r h ow t e x t fills a ce ll; it ca n e ve n be u se d t o j oin ce lls t oge t h e r .

The Size pop- up m enu let s you choose from com m only used font sizes ( 9- point , 18- point , and so on) . I f t he size you want isn't list ed, t ype a num ber int o t he Size field and t hen press Ent er or Ret urn. ( Excel accom m odat es only whole- and half- num ber point sizes. I f you t ype in any ot her fract ional font size, such as 12.2, Excel rounds it t o t he nearest half- point .)

The fon t st yle it em has but t ons for applying bold, it alic, underline, or st riket hrough ( or any com binat ion t hereof) .

T ip : As you've no doubt com e t o expect , you can apply or rem ove t hese font st yles t o select ed charact ers or cells wit hout even visit ing t he Form at t ing Palet t e; j ust press - B for bold, - I for it alic, - U for underline, or Shift - hyphen for st riket hrough. I n fact , you can use keyboard short cut s t o apply shadow and out line st yles, which don't even appear in t he Form at t ing Palet t e ( probably because t hey look t errible) . Try Shift - W for shadowed t ext , and Shift - D for out lined t ext .

The fon t color cont rol let s you choose from one of 40 different t ext colors for t he select ed t ext , cell, or cells.

Finally, t wo last but t ons allow you t o change t he select ed t ext t o su pe r scr ipt or su bscr ipt —which only works in cells form at t ed as t ext .

1 3 .1 .4 .4 . Ch a n gin g t h e st a n da r d fon t s Whet her you want a funky new font t o light en up your serious num ber crunching, or you want t o swit ch back t o t he Geneva 9- point of your childhood, you can m ake t hat your st andard font choice wit h a quick t rip t o t he Excel Preferences General panel ( Figure 13- 10 ) . Aft er you change t he St andard font and Size ( t he cont rols are right in t he m iddle of t he General panel) and click OK, Excel displays a warning m essage, not ing t hat you have t o quit and rest art Excel before t he new form at t ing t akes effect in new worksheet s.

T ip : To change font s in old worksheet s, press - A t o select t he ent ire sheet , and t hen change t he form at t ing in t he Cells Font t ab. Or open t he Form at t ing Palet t e and change it in t he Font pane. Form at

I f you want t o st art all your new Excel spreadsheet s wit h m ore t han j ust a different font , you can creat e a t em plat e cont aining a variet y of font s, default t ext ( your com pany nam e in t he header, for exam ple) , form ulas, and any ot her kind of cust om form at t ing. Creat e a t em plat e exact ly t he way you'd like t o see every new Excel Save As, nam e it Wor kbook, and t urn off t he " Append file ext ension" spreadsheet begin life, choose File checkbox. Choose Excel Tem plat e ( .xlt x) from t he Form at pop- up m enu and save t he file in t he Microsoft Office 2008 Office St art up Excel folder. You can creat e a sim ilar t em plat e for new worksheet s by m aking a one- worksheet t em plat e nam ed Sheet and saving it in t he sam e locat ion. From now on all new workbooks - N or worksheet s added when you choose I nsert Worksheet are based on t hose files. st art ed by pressing I f you lat er decide t o change your st andard workbook or worksheet t em plat e, follow t he sam e procedure and replace t he Wor kbook and Sheet Tem plat es wit h new ones. I f you'd rat her ret urn t o t he st andard, com plet ely blank workbook and worksheet appearance, j ust delet e t hose t wo t em plat es. To m ake broader changes, t hat you can use opt ionally, inst ead of every t im e, you can creat e anot her t em plat e—a generic docum ent t hat can be used over and over t o st art som e of your new Workbooks. Because a t em plat e can hold form at t ing and t ext , it 's a great base for a Workbook t hat you redo regularly ( such as a m ont hly report ) .

Figu r e 1 3 - 1 0 . Th e Ex ce l Pr e fe r e n ce s Ge n e r a l pa n e le t s you se t w h a t you 'd lik e t o se e e ve r y t im e you st a r t Ex ce l. You ca n con t r ol t h e n u m be r of sh e e t s in a n e w w or k book , t h e fon t a n d fon t size , you r pr e fe r r e d loca t ion t o sa ve Ex ce l file s, a n d e ve n h a ve a n e n t ir e folde r fu ll of Ex ce l docu m e n t s ope n a ll a t on ce . ( M icr osoft a ppe a r s t o be be t t in g on t h e popu la r it y of bigge r a n d bigge r m on it or s—you ca n ch oose fon t size s u p t o 4 0 9 poin t s!)

To m ake a t em plat e, creat e a new workbook or a copy of one t hat already looks t he way you like it . You can select t he ent ire sheet or specific sect ions of it , apply form at s ( as described in t his chapt er) , and even include t ext ( colum n headings you'll always need, for exam ple) . When you finish form at t ing t he sheet , choose File

Save As. I n t he Save dialog box, ent er a nam e for t he t em plat e in t he " Save As" field, and t hen choose Excel Tem plat e ( .xlt x) from t he Form at m enu. Excel gives your file an .xlt x ext ension and swit ches t he Where pop- up m enu t o " My Tem plat es." Click Save. Back in Excel, close t he t em plat e workbook. Thereaft er, whenever you'd like t o open a copy of t he t em plat e, choose File Tem plat es cat egory, and double- click your t em plat e.

Proj ect Gallery. Click t he My

1 3 .1 .4 .5 . Align in g t e x t Ordinarily, Excel aut om at ically slides a num ber t o t he right end of it s cell, and t ext t o t he left end of it s cell. That is, it right - j ust ifies num bers, and left - j ust ifies t ext . ( Num ber form at t ing m ay override t hese set t ings.) But t he Form at t ing Palet t e gives you far m ore cont rol over how t he t ext in a cell is placed. I n t he Text Alignm ent sect ion of t he palet t e ( Figure 13- 9, bot t om ) , you'll find enough cont rols t o m ake even a hard- core t ypographer happy:

H or izon t a laffect s t he left - t o- right posit ioning of t he t ext wit hin it s cell. Click one of t he four but t ons t o specify left alignm ent , cent ered t ext , right alignm ent , or full j ust ificat ion. You probably won't see any difference bet ween t he full j ust ificat ion and left - alignm ent set t ings unless t here's m ore t han one line of t ext wit hin t he cell. ( And speaking of full j ust ificat ion, not e t hat it wraps t ext wit hin t he cell, if necessary, even if you haven't t urned on t he t ext - wrapping opt ion.)

I n de n t cont rols how far t ext should be indent ed from t he left edge of it s cell. Each t im e you click t he up arrow but t on, Excel slides t he t ext approxim at ely t wo charact er widt hs t o t he right . You can also click in t he I ndent field and t ype a num ber, followed by Ent er or Ret urn. I t 's especially im port ant t o use t his cont rol when you're t em pt ed t o indent by t yping spaces or pressing t he Tab key. Those t echniques can result in m isaligned cell cont ent s, or worse.

Ve r t ica l aligns t ext wit h t he t op, m iddle, or bot t om of a cell. I f t he cell cont ains m ore t han one line of t ext , you can even specify full vert ical j ust ificat ion,which m eans t hat t he lines of t ext will be spread out vert ically enough t o fill t he ent ire cell.

Orient a t ion rot at es t ext wit hin it s cell. That is, you can m ake t ext run " up t he wall" ( rot at ed 90 degrees) , slant at a 45- degree angle, or form a colum n of right - side- up let t ers t hat flow downward. You m ight want t o use t his feat ure t o label a vert ical st ack of cells, for exam ple.

W r a p t e x t affect s t ext t hat 's t oo wide t o fit in it s cell. I f you t urn it on, t he t ext will wrap ont o m ult iple lines t o fit inside t he cell. ( I n t hat case, t he cell grows t aller t o m ake room .) When t he checkbox is off, t he t ext sim ply get s chopped off at t he right cell border ( if t here's som et hing in t he next cell t o t he right ) , or it overflows int o t he next cell t o t he right ( if t he next cell is em pt y) .

Sh r in k t o fit at t em pt s t o shrink t he t ext t o fit wit hin it s cell, no m at t er how narrow it is. I f you've never seen 1- point t ype before, t his m ay be your opport unit y.

M e r ge ce lls causes t wo or m ore select ed cells t o be m erged int o one large cell ( described next ) .

POW ER USERS' CLI N I C M a k in g You r Ow n St yle s I f you form at spreadsheet cells in t he sam e ways over and over again, you can save a lot of t im e and t edium by defining a part icular set of form at t ing at t ribut es as a st yle. Exact ly as in Word ( see Sect ion 4.1) , a st yle is a chosen set of form at t ing charact erist ics, which you can apply t o a select ion wit h j ust a couple of clicks, saving t im e and ensuring consist ency. Excel doesn't have nearly as m any ways t o apply st yles as Word does; st yle sheet s sim ply aren't as crit ical in spreadsheet form at t ing as t hey are in word processing. Excel com es wit h a few preset st yles, but t here's room for m ore. To creat e your own st yle t he quick way, apply any of t he form at t ing charact erist ics St yle, described in t his chapt er t o a select ed cell or block of cells. Now choose Form at which calls up t he St yle dialog box. Ent er a new st yle nam e. You'll see t hat Excel has already recorded t he form at t ing exhibit ed by t he select ed cells: t he num ber form at , t he t ext alignm ent , t he font , t he border, t he cell pat t ern, and t he cell prot ect ion. I f you're happy wit h t he form at t ing, click t he Add but t on on t he right . Or, if you want t o furt her change any of t he set t ings, click Modify t o sum m on t he Form at Cells dialog box. I n fact , if you failed t o highlight som e already- form at t ed cells before St yle, t his is how you would define your st yle charact erist ics from choosing Form at scrat ch. To apply a st yle t o select ed cells in t he spreadsheet , choose Form at St yle. I n t he St yle dialog box t hat appears, select t he st yle nam e you want t o apply, and t hen click OK. Excel applies your chosen Form at t ing t o t he select ed cells.

1 3 .1 .4 .6 . M e r gin g ce lls Every now and t hen, a single cell isn't wide enough t o hold t he t ext you want placed inside—t he t it le of a spreadsheet , perhaps, or som e ot her heading. For exam ple, t he t it le m ay span several colum ns, but you'd rat her not widen a colum n j ust t o accom m odat e t he t it le. The answer is t o m erge cells int o a single m egacell. This funct ion rem oves t he borders bet ween cells, allowing what ever you put in t he cell t o luxuriat e in t he new space. You can m erge cells across rows, across colum ns, or bot h. To m erge t wo or m ore cells, select t he cells you want t o m erge, verify t hat t he Text Alignm ent port ion of t he Form at t ing Palet t e is open, and t hen t urn on t he Merge Cells checkbox, shown in Figure 13- 11 .

W a r n in g: Merging t wo or m ore cells cont aining dat a discards all of t he dat a except what ever's in t he upper- left cell.

To unm erge m erged cells, select t he cells and t urn off t he Merge Cells checkbox; t he m issing cell walls ret urn. Not e, however, t hat alt hough t he com bined space ret urns t o it s original st at us as independent cells, any dat a discarded during t he m erge process doesn't ret urn.

You can also m erge and unm erge cells by using t he Form at Cells dialog box. To do t his, select t he cells t o m erge, t hen press - 1 ( or choose Form at Cells or Cont rol- click t he cells and choose Form at Cells from t he cont ext ual m enu) . I n t he Form at Cells dialog box, click t he Alignm ent t ab, and t hen t urn on ( or t urn off) t he Merge cells it em in t he Text cont rol sect ion.

Figu r e 1 3 - 1 1 . Be ca u se Ex ce l t r e a t s m e r ge d ce lls a s on e big ce ll, you ca n a lign t h e con t e n t s of t h a t ce ll a n y w a y you 'd lik e ; you don 't h a ve t o st ick t o t h e gr id syst e m im pose d by a sh e e t 's ce lls. On e t ypica l u se for t h is is ce n t e r in g a t it le ove r a se r ie s of colu m n s. W it h ou t u sin g m e r ge d ce lls, ce n t e r in g doe sn 't do t h e j ob a t a ll. W h e n you m e r ge t h ose ce lls t oge t h e r a n d a pply ce n t e r a lign m e n t , t h e t it le is h a ppily ce n t e r e d ove r t h e t a ble .

1 3 .1 .5 . Addin g Pict u r e s, M ovie s, a n d Te x t Box e s Alt hough you probably won't want t o use Excel as a subst it ut e for Phot oshop ( and if you do, you have t o be seriously creat ive) , you can add graphics and even m ovies t o your sheet s and chart s. Plus, if you're art ist ically inclined, you can use Excel's drawing t ools t o creat e your own art . When using Excel for your own int ernal purposes—analyzing fam ily expendit ures, list ing DVDs, and so on—t he value of all t his graphics power m ay not be im m ediat ely apparent . But in t he business world, you m ay appreciat e t he abilit y t o add clip art , fancy legends, or cell coloring ( for handout s at m eet ings, for exam ple) . You can even add short videos explaining how t o use cert ain feat ures of your product —or even of t he spreadsheet it self. Alt hough you can add t ext t o cells, and m erge cells t o creat e larger t ext cells, you m ay oft en find it helpful t o add larger blocks of t ext t o a spreadsheet for explanat ory paragraphs, descript ions of your services, or disclaim ers rem inding your client s t hat past perform ance is no guarant ee of fut ure result s. Ent er t he Text Box, a m ini t ext docum ent or sidebar t hat you can place anywhere in a spreadsheet . Excel gives you t wo ways of em bellishing your spreadsheet s wit h graphic elem ent s of all kinds, t he I nsert Pict ure subm enu, and t he Obj ect Palet t e. All t hese t ools work precisely as explained in dept h in t he Word sect ion of t his book. When you add one of t hese graphic obj ect s t o Excel, it float s on t op of t he grid rat her t han inside a cell. You can resize and reposit ion t hese obj ect s—and you'll usually want t o posit ion t hem over em pt y cells. However, Excel let s you cover up any part s of your spreadsheet dat a wit h t hese graphic obj ect s wit hout so m uch as a warning m urm ur. Consider yourself forewarned. Obj ect s in Excel spreadsheet s feat ure a couple of ext ra opt ions ( or propert ies) you won't see in Word or PowerPoint . Since you're oft en adding rows and colum ns t o spreadsheet s as you work, graphic obj ect s in Excel m ove along wit h what ever cells t hey happen t o be sit t ing on t op of. ( I f t hey didn't , you'd risk inadvert ent ly

covering your dat a- filled cells wit h a pict ure as you add new colum ns, for exam ple.) But if you don't like t his behavior, you can change it —you can fast en t he obj ect s t o a place on t he page inst ead of in t he cell grid. Here's how: Select t he obj ect and choose Form at Pict ure ( or Obj ect , Shape, or Text ) and click t he Propert ies t ab, and t hen choose one of t he t hree Obj ect posit ioning but t ons:

M ove a n d size w it h ce lls. This opt ion keeps t he obj ect t ied t o t he cells beneat h it no m at t er how m any colum ns or rows you add in front of it in t he spreadsheet . Addit ionally, if you resize t he colum ns or rows under t his obj ect , it aut om at ically resizes along wit h t hem , so it always covers t he sam e num ber of cells.

M ove bu t don 't size w it h ce lls. This opt ion keeps t he obj ect t ied t o t he cells beneat h ( it 's act ually locked t o t he cell t hat it s upper- left corner t ouches) it but t he obj ect rem ains t he sam e size no m at t er how you resize t he colum ns or rows beneat h it .

D on 't m ove or size w it h ce lls. This opt ion connect s t he obj ect t o a spot on t he page, com plet ely ignoring t he cell grid. I f you add or rem ove rows or colum ns t he obj ect st ays in t he sam e place on t he page.

1 3 .1 .5 .1 . I n se r t in g by t h e Pict u r e su bm e n u To insert a pict ure, use t he I nsert

Pict ure subm enu, which present s five opt ions. Here's a sum m ary:

Clip Ar t . This com m and brings up t he Microsoft Clip Gallery, a dat abase cont aining hundreds of im ages in 31 cat egories. You can also search for specific im ages using t he built - in search feat ure ( see Sect ion 19.2.4) .

Fr om File . Using t his opt ion, you can im port int o your sheet any graphic file form at t hat QuickTim e underst ands, including EPS, GI F, JPEG, PI CT, TI FF, or Phot oshop.

Sh a pe. Choose t his com m and t o sum m on t he Obj ect Palet t e's Shapes pane, from which you can insert m any different aut om at ically generat ed shapes—arrows, boxes, st ars and banners, and so on ( see Sect ion 19.3) .

Or ga n iza t ion Ch a r t . When you choose t his m enu it em , Excel launches t he Organizat ion Chart applicat ion, which let s you creat e a corporat e- st yle organizat ion chart wit h ease. ( This kind of chart , which resem bles a t op- down flowchart , is generally used t o indicat e t he hierarchy of em ployees in an organizat ion. But it 's also an effect ive way t o draft t he st ruct ure of a Web sit e.)

W or dAr t . The WordArt m enu com m and opens t he WordArt Gallery. You can add t ext and apply som e wild effect s, including 3- D effect s, gradient s, shadows, or any com binat ion.

1 3 .1 .5 .2 . I n se r t in g by t h e Obj e ct Pa le t t e The I nsert m enu works splendidly, but it 's a lit t le slow and st odgy. I n Excel 2008 you can add shapes, clipart , sym bols, and phot os wit h a quick click on t he Obj ect Palet t e. To access t hem , click t he Obj ect Palet t e but t on in t he Toolbox. The palet t e is divided int o four sect ions—an obj ect s sect ion and a graphics sect ion. The obj ect sect ion includes:

Shapes. This palet t e let s you add any of Office's Aut oShapes ( see Sect ion 19.3) .

Clip Ar t . Click t his t ab t o quickly access Office's collect ion of clip art and st ock phot os—alt hough it 's not Pict ure Clip Art ( see as com plet e or searchable as t he Clip Gallery accessed by choosing I nsert Sect ion 19.2) .

Sym bols. Adds t he © ( copyright ) sym bol and scores of ot her possibilit ies, saving you a t rip t o t he I nsert Sym bol dialog box ( see t he box on Sect ion 7.5) .

Ph ot os. This t ab provides a short cut t o your iPhot o collect ion or any ot her folder full of phot os. ( See Sect ion 8.2.1.1) .

1 3 .1 .5 .3 . I n se r t in g m ovie s a n d sou n ds Choose I nsert Movie t o open t he I nsert Movie dialog box wit h which you can locat e any QuickTim e m ovie on your Mac t o m ake part of your worksheet . Select it , and t hen click Choose. The m ovie appears wit h it s upper- left corner in t he select ed cell. You can t hen resize and reposit ion it , and t hen double- click t he cinem at ic m ast erpiece t o play it ( see Sect ion 8.2.2.3) . You can insert a sound file in exact ly t he sam e way—it lands on your spreadsheet as a loudspeaker icon.

1 3 .1 .5 .4 . I n se r t in g t e x t box e s Choose I nsert Text Box; Excel t ransform s your cursor int o a let t er A wit h a crosshair icon. Drag it diagonally anywhere on your spreadsheet t o creat e a t ext box. When you release t he m ouse but t on, t he insert ion point begins blinking inside, await ing your t ext ent ry. Move your cursor t oward any of t he t ext box's edges unt il it t akes on a four- arrow shape—t hen you can drag and reposit ion t he box. Surprisingly, unlike t ext boxes in Word, Excel t ext boxes feat ure t he green rot at ing handle sprout ing from t heir t op. Drag it t o rot at e t he box. Excel t ext boxes are ready for t ext edit ing wit h one click. I f you want t o change t he look of t he t ext box it self—it s fill color, line, shadow, and so on—you have t he ent ire Form at t ing Palet t e at your disposal ( see Sect ion 3.1) . I f you don't want t o t ake t he t im e t o form at t he appearance of a t ext box one elem ent at a t im e, t ry t he Form at t ing Palet t e's Quick St yles and Effect s pane. Click one of t he six effect s t abs, and t hen click one of t he st yle t hum bnails t o apply it t o your t ext box. You can com bine t he effect s t o quickly creat e various 2- D and 3- D effect s using shadows, reflect ions, glows, and so on ( see Sect ion 19.3.11 ) .

1 3 .2 . Ch a r t s To paraphrase t he old saying, " a graph is wort h a t housand num bers." Fort unat ely, Excel can easily t urn a spreadsheet full of dat a int o a beaut iful, colorful graphic, revealing pat t erns and t rends in t he dat a t hat ot herwise m ight be difficult or im possible t o see. I n place of t he aged Chart Wizard of Excels past , Excel 2008 present s t he new Chart Gallery. When you click it s but t on beneat h t he t oolbar, you can quickly scan t hrough and choose a chart t ype from Excel's abundance of st yles—and t hen m ake it your own by m odifying it . The keys t o m aking an effect ive chart are t o design your spreadsheet from t he beginning of chart hood, and t hen t o choose t he right chart t ype for t he dat a ( see Figure 13- 12 ) .

Figu r e 1 3 - 1 2 . H e r e 's a n e x a m ple of t h e im por t a n ce of ch oosin g t h e r igh t ch a r t t ype t o m a t ch you r da t a . Bot h ch a r t s u se t h e sa m e se t of da t a , bu t t h e lin e ch a r t on t h e t op is a ppr opr ia t e for t h e k in d of da t a pr e se n t e d. Con ve r se ly, t h e dou gh n u t ch a r t be low is t h e w r on g w a y t o pr e se n t t h is in for m a t ion . All you ge t is a r a in bow of color s t h a t fa ils t o com m u n ica t e a n y u se fu l in for m a t ion .

1 3 .2 .1 . Ch a r t Pa r t s Most chart s share t he sam e set of feat ures t o display your spreadsheet inform at ion as shown in Figure 13- 13 .

Ax e s. An X axis ( or cat egory axis) and a Y axis( or value access) are t he horizont al and vert ical rulers t hat provide a scale against which t o plot or m easure your dat a. One axis corresponds t o t he row or colum n headings—in Figure 13- 13 exam ple, t he row headings for dat e int ervals. The ot her axis is t he scale det erm ined by t he dat a series—in t his case, dollars. 3- D chart s m ay include a t hird Z axis ( or series axis) , at right angles t o t he ot her t wo, appearing t o prot rude from t he plane of your screen right at you. Excel som et im es calls t his t he Dept h axis.

Ax is la be ls. This t erm m ay refer eit her t o t he t ick m ark labels ( " January, February, March…" ) or t o t he overall t it le of t he horizont al or vert ical scale of your chart ( " I ncom e, in m illions" or " Mont hs since incept ion," for exam ple) .

T ip : The X axis is t he horizont al axis; t he Y axis is t he vert ical. ( Only t he pie chart s and doughnut chart s don't have axes.) Having t rouble rem em bering? Rem em ber t hat t he let t er Y has t o st and upright , or vert ically. The let t er X looks like an X even if it 's lying on it s side.

Se r ie s. Each set of dat a—t he prices of Apple st ock, for exam ple—is a dat a series. Each dat um ( or dat a point ) in t he series is plot t ed against t he X and Y axes of t he chart ( except for pie and doughnut chart s t hat don't have axes) . On a line chart , each dat a point is connect ed t o t he next wit h a line. I n a bar chart each dat a point is represent ed by a bar. Figure 13- 13 , colum n B of t he spreadsheet cont ains t he dat a series for Apple, and colum n C cont ains t he series for Google. The chart dat a series can be drawn from eit her colum ns or rows of a spreadsheet .

Figu r e 1 3 - 1 3 . Th e pa r t s of a ch a r t . Th e X a x is cor r e spon ds t o t h e r ow s in t h e spr e a dsh e e t . Th e Y a x is cor r e spon ds t o t h e u n it s r e pr e se n t e d in t h e spr e a dsh e e t —lik e dolla r s. Th e da t a se r ie s a r e t h e colu m n s—t h is is t h e in for m a t ion t h a t ge t s ch a r t e d. Th e le ge n d ide n t ifie s t h e da t a se r ie s, a n d t e lls t h e vie w e r h ow t o in t e r pr e t t h e ch a r t .

Le ge n d. Just like t he legend on a m ap, t his legend shows what t he lines or sym bols represent . The legend displays t he headings of t he colum ns cont aining t he dat a series and can also display t he sym bol used for t he dat a point s on t he chart .

Gr idlin e s. To help readers align your chart dat a wit h t he scales of one or bot h of t he chart axes, you can choose t o display gridlines ext ending from t he axis across t he chart . Gridlines com e in t wo flavors: m aj or gridlines line up wit h each unit displayed on t he axis, m inor gridlines furt her break up t he scale bet ween

t he m aj or gridlines.

UP TO SPEED Un de r st a n din g D a t a Se r ie s To m ast er Excel chart s, you'll have t o first m ast er t he concept of a dat a series. Put sim ply, a dat a series is a group of num bers or dat a point s t hat represent a single row or colum n of num bers from a spreadsheet ( such as m ont hly revenues) . I n a sim ple bar or colum n chart , Excel t urns each dat a series int o it s own set of bars or colum ns and assigns a different color t o each. For exam ple, suppose you have a chart wit h t wo dat a series—t hat is, t he num bers begin life as t wo spreadsheet colum ns, as shown here wit h Revenue and Profit colum ns. When you creat e t he chart , each m ont h's revenue m ight show up as a blue bar, and each m ont h's expenses as a green bar. Each set of like- colored bars cam e from t he sam e dat a series. One m ore t ip: When you m ake a chart from a select ion of cells, whichever t here is fewer of—rows or colum ns—becom es t he dat a series. You can always swit ch t his arrangem ent , swapping t he horizont al and vert ical axes of your chart , once t he chart is born.

1 3 .2 .2 . St e p 1 : Se le ct t h e D a t a The first st ep is t o select t he dat a t hat you want t o chart ify. You select t hese cells exact ly t he way you'd select cells for any ot her purpose ( see Sect ion 12.1.7) . Alt hough it sounds sim ple, knowing which cells t o select in order t o produce a cert ain chart ed result can be difficult —alm ost as difficult as designing t he spreadsheet in t he first place. Think ahead about what you want t o em phasize when you're chart ing, and t hen design your spreadsheet t o m eet t hat need. Here are a few t ips for designing and select ing spreadsheet cells for chart ing:

When you're dragging t hrough your cells, include t he labels you've given t o your rows and colum ns. Excel incorporat es t hese labels int o t he chart .

Don't select t he t ot al cells unless you want t hem as part of your chart .

Give each part of t he vit al dat a it s own colum n or row. For exam ple, if you want t o chart regional sales revenue over t im e, creat e a row for each region, and a colum n for each unit of t im e ( m ont h or quart er, for exam ple) .

I t 's usually easier t o put t he dat a series int o colum ns rat her t han rows, since we t end t o see a list of dat a as a colum n. Furt herm ore, t he num bers are closer t oget her.

Keep your dat a t o a m inim um . I f you're chart ing m ore t han 12 bars in a bar chart , consider m erging som e of t hat dat a t o produce fewer bars. For exam ple, consolidat ing a year's wort h of m ont hly sales dat a int o quart erly dat a uses 4 bars inst ead of 12.

Keep t he num ber of dat a series t o a m inim um . I f you're chart ing m ore t han one set of dat a ( such as gross revenues, expenses, and profit s) , avoid t rying t o fit six different dat a series on t he sam e chart . Use no m ore t han t hree t o avoid hyst erical chart confusion. ( A pie chart can't have m ore t han one dat a series.)

Keep relat ed num bers next t o each ot her. For exam ple, when creat ing an XY ( Scat t er) chart , use t wo colum ns of dat a, one wit h t he X dat a and one wit h t he Y dat a.

You can creat e a chart from dat a in nonadj acent cells. To select t he cells, hold down t he key while clicking or dragging t hrough t he cells t o highlight t hem , as described on Sect ion 12.1.7. When you finally click one of t he t hum bnails in t he Chart Gallery, Excel knows exact ly what t o do.

1 3 .2 .3 . St e p 2 : Ch oose a Ch a r t St yle When you click t he Elem ent s Gallery's Chart s t ab or choose I nsert Chart , Excel 2008's new Chart Gallery appears, wit h it s row of but t ons for choosing different chart t ypes, and t hum bnails t hat you click t o insert a chart ( see Figure 13- 14 ) . You can also access t he Chart Gallery by clicking t he Gallery but t on in t he St andard t oolbar or j ust clicking t he Chart s but t on in t he Gallery bar below t he t oolbar.

T ip : I f you've been chart ing in previous versions of Excel, you m ay be expect ing t he appearance of t he Chart Wizard. But t hat Wiz is no m ore. The new Chart Gallery now does all t hat wizardry and t hen som e.

Figu r e 1 3 - 1 4 . Click t h e Ga lle r y bu t t on in t h e t oolba r t o r e ve a l Ex ce l 2 0 0 8 's n e w Ch a r t Ga lle r y. Ch oose t h e va r iou s ch a r t t ype s by u sin g t h e ca t e gor y bu t t on s, a n d t h e n click on e of t h e t h u m bn a ils t o in se r t a ch a r t in you r spr e a dsh e e t . I f it 's n ot e x a ct ly w h a t you h a d in m in d, click a n ot h e r t h u m bn a il t o r e cr e a t e t h e ch a r t in t h a t st yle .

Your first challenge is t o choose t he kind of chart t hat 's appropriat e for t he dat a at hand. You don't want t o use a pie or doughnut chart t o show, say, a com pany's st ock price over t im e ( unless it 's a bakery) . Excel m akes it

easy t o preview how your select ed dat a looks in t he various chart t ypes. Click one of t he Gallery t hum bnails, and Excel insert s t hat st yle chart in your spreadsheet . As you click ot her t hum bnails, t he chart display changes t o t he new st yle. Once you've got t he correct chart t ype, you can resize it and drag it int o posit ion, j ust as you would wit h a pict ure. I f you lat er decide you'd like a different st yle, select t he chart and click a different st yle in t he Gallery. Here are your chart st yle opt ions, each of which gives several variat ions:

Ar e a chart s are useful for showing bot h t rends over t im e or across cat egories and how part s cont ribut e t o a whole. 3 - D a r e a chart s are t he way t o go when you want t o com pare several dat a series, especially if you apply a t ransparent fill t o reduce t he problem of one series blocking anot her.

Colu m n chart s are ideal for illust rat ing dat a t hat changes over t im e—each colum n m ight represent , for exam ple, sales for a part icular m ont h; or for showing com parisons am ong it em s. As you'll see in t he Chart Gallery, Excel offers 18 variat ions of t his chart t ype. Som e are t wo- dim ensional, som e are t hreedim ensional, som e are st acked, and so on. St a ck e d- colu m nchart s reveal t ot als for subcat egories each m ont h. That is, t he different colors in each colum n m ight show t he sales for a part icular region, while 3- D chart s can im part even m ore inform at ion—sales over t im e plot t ed against sales region, for exam ple.) 3 - D Colu m nchart s let you com pare t wo set s of dat a. You can apply a t ransparent fill applied t o t he front dat a series t o m ake it easier t o see t he ones behind it . Con e , cylin de r , a n d pyr a m id chart s are sim ply variat ions on basic colum n and bar chart s. The difference is t hat , inst ead of a rect angular block, eit her a long, skinny cone, narrow cylinder, or a t riangular spike ( pyram id) represent s each colum n or bar.

Ba r chart s, which resem ble colum n chart s rot at ed 90 degrees clockwise, are as good as colum n chart s for showing com parisons am ong individual it em s—but bar chart s generally aren't used t o show dat a t hat changes over t im e. Again, you can choose st acked or 3- D bar chart variat ions.

Bubble chart s are used t o com pare t hree values: t he first t wo values form what looks like a scat t er chart , and t he t hird value det erm ines t he size of t he " bubble" t hat m arks each point .

D ou gh n u t chart s funct ion like pie chart s, in t hat t hey reveal t he relat ionships of part s t o t he whole. The difference is t hat t he various rings of t he doughnut can represent different dat a set s ( dat a from different years, for exam ple) .

Lin e chart s help depict t rends over t im e or am ong cat egories. The Line sub- t ype has seven variat ions; som e express t he individual point s t hat have been plot t ed, som e show only t he line bet ween t hese point s, and so on.

Pie chart s are ideal for showing how part s cont ribut e t o a whole, especially when t here aren't very m any of t hese part s. For exam ple, a pie chart is ext rem ely useful in showing how each dollar of your t axes is spent on various governm ent program s, or how m uch of your diet is com posed of, say, pie. The Pie subt ype has six variat ions, including " exploded" views and 3- D ones.

Ra da r chart s exist for very scient ific and t echnical problem s. A radar chart feat ures an axis rot at ed around t he cent er, polar- coordinat es st yle, in order t o connect t he values of t he sam e dat a series.

St ock chart s are used prim arily for showing t he highs and lows of a st ock price on each t rading day, but it 's also useful for indicat ing ot her daily ranges ( t em perat ure or rainfall, for exam ple) .

Su r fa ce chart s act like com plicat ed versions of t he Line chart . I t 's helpful when you need t o spot t he ideal com binat ion of different set s of dat a—t he precise spot where t im e, t em perat ure, and flexibilit y are at t heir ideal relat ionships, for exam ple. Thanks t o colors and shading, it 's easy t o different iat e areas wit hin t he sam e ranges of values.

XY ( Sca t t e r ) chart s are com m on in t he scient ific com m unit y; t hey plot clust ers of dat a point s, revealing relat ionships am ong point s from m ore t han one set of dat a.

Excel creat es t he chart float ing as a graphic obj ect right in your spreadsheet wit h a handsom e, light - blue select ion border. Chart s rem ain linked t o t he dat a from which t hey were creat ed, so if you change t he dat a in t hose cells, t he chart updat es it self appropriat ely.

1 3 .2 .4 . St e p 3 : Ch e ck You r Re su lt s Make sure your chart represent s t he range of cells you int ended. I f not , you can go back t o St ep one and st art over again, or click t he Edit but t on in t he Chart Dat a pane of t he Form at t ing Palet t e ( or Cont rol- click t he blue chart border and choose Select Dat a from t he pop- up m enu) . The Select Dat a Source window appears displaying t he current chart dat a range and t he included dat a series ( see Figure 13- 15 ) . I f you need t o adj ust t he dat a range you can edit t he cont ent s of t he " Dat a range" fields, where t he spreadsheet , st art ing cell, and ending cell are represent ed wit h absolut e cell references ( see Sect ion 12.2.4.2) . The easier way t o do it is t o click t he cell- select ion icon t o t he right of t he " Dat a range" field. This icon, wherever it appears in Excel, always m eans " Collapse t his dialog box and get it out of m y way, so t hat I can see m y spreadsheet and m ake a select ion." Now is also your opport unit y t o swap t he horizont al and vert ical axes of your chart , if necessary, by clicking t he Swit ch Row/ Colum n but t on ( also available in t he Chart Dat a pane of t he Form at t ing Palet t e as " Sort by" but t ons) . The bot t om sect ion of t he Select Dat a Source dialog box displays t he dat a series included in t he chart , and it also let s you add or rem ove a dat a series. To add anot her series, click Add. Nam e t he new series by clicking in t he Nam e field, and clicking t he spreadsheet cell t hat labels a series. Then click t he Y Values field and indicat e t he value a range by dragging t hrough t he dat a cells in your spreadsheet ( see Figure 13- 15 ) .

Figu r e 1 3 - 1 5 . Th e ce ll- se le ct ion icon j u st t o t h e r igh t of e a ch of t h e t h r e e fie lds, a ppe a r s in doze n s of Ex ce l dia log box e s. W h e n you click it , Ex ce l colla pse s t h e dia log box , pe r m it t in g a cce ss t o you r spr e a dsh e e t . N ow you ca n se le ct a r a n ge by dr a ggin g. Click in g t h e ce ll- se le ct ion icon a ga in r e t u r n s you t o t h e dia log box , w h ich u n fu r ls a n d displa ys, in Ex ce l's pa r t icu la r n u m e r ic n ot a t ion , t h e r a n ge you spe cifie d.

1 3 .2 .5 . St e p 4 : D e sign t h e Ch a r t Con t e n t Wit h t he correct st yle chart in place, represent ing t he correct range of spreadsheet dat a, you can now t urn your at t ent ion t o fine- t uning t he various chart part s. Turn first t o t he Chart Opt ions and Chart Dat a panes of t he Form at t ing Palet t e ( see Figure 13- 16 ) . Their various cont rols let you change t he look of every conceivable chart elem ent , including t he chart and axes t it les, how gridlines are displayed, where t he legend is placed, how dat a is labeled, and whet her t he spreadsheet cells used t o m ake t he chart are displayed.

The Tit le s sect ion let s you ent er nam es for your chart 's t it le, it s X axis, it s Y axis; and it s Z axis and second X and Y axes ( if you have t hem ) . Select t he various it em s wit h t he pop- up m enu and ent er your t it les in t he box below. These nam es appear as part s of t he chart .

The Ax e s sect ion let s you choose which of your chart s and axes appear on t he chart . Depending on t he t ype of chart and your dat a, you can choose t o show or hide t he Vert ical, Horizont al, Dept h, Secondary Vert ical, and Secondary Horizont al axes.

Use t he Gr idlin e sbut t ons t o show t he Vert ical, Horizont al, or Dept h gridlines for t he Maj or unit s—and t he sam e opt ions for t he Minor unit s ( see Sect ion 13.2.1) .

The Ot h e r opt ion s pop- up m enu let s you add La be ls t o your chart dat a point s. You can choose t o add labels for eit her t he dat a Value ( t he Y- axis value) , or t he Label ( t he X- axis value) . Use t he Le ge n d pop- up m enu t o include a chart legend and det erm ine where t o place it in relat ion t o t he chart , t o t he left , right ,

bot t om , and so on. The legend is t he key t hat t ells you what t he chart 's elem ent s represent —it s lines, pie slices, or dot s. I t 's j ust like t he legend on a m ap. Aft er Excel places t he legend in your chart , you're free t o m ove it t o anot her posit ion.

Figu r e 1 3 - 1 6 . Th e Ch a r t Opt ion s a n d Ch a r t D a t a pa n e s of t h e For m a t t in g Pa le t t e con t a in m ost of t h e con t r ols you n e e d t o se t u p you r ch a r t s con t e n t s. On ce t h e con t e n t is in pla ce , you ca n m ove a lon g t o t w e a k in g it s a ppe a r a n ce .

The D a t a Ta ble pop- up m enu in t he Chart Dat a pane t ab let s you choose whet her your chart shows t he act ual dat a t hat was used t o build it , along wit h t he chart it self. I f you choose Dat a Table, t his dat a appears in a series of cells below t he chart it self. Choose " Dat a Table wit h Legend Keys" t o m ake Excel reveal how each dat a series appears on t he chart . You m ight find t his opt ion helpful should you display your chart separat ely from t he spreadsheet —in a linked Word docum ent , for exam ple.

1 3 .2 .6 . St e p 5 : Re fin e t h e Ch a r t 's Appe a r a n ce Like so m any com put er const ruct ions, creat ing t he cont ent is j ust t he beginning. Once your chart appears on screen, it 's t im e t o cozy up t o your m ouse and gleefully put t er wit h it s appearance using Excel's abundance of alluring form at t ing opt ions. When m odifying your chart , st art wit h t he m ost urgent m at t ers:

M ove t h e ch a r t by dragging it around on a sheet .

Re size t h e ch a r t by dragging any of it s corner or side handles. ( I f you don't see t hem , t he chart is no longer select ed. Click any area inside t he chart t o select t he whole chart , bringing back it s blue border.)

D e le t e som e e le m e n t of t h e ch a r t if you don't agree wit h t he elem ent s Excel included. For exam ple, for a sim ple chart you m ight not need a legend. Get rid of it by clicking it and t hen pressing t he Delet e key.

Re posit ion in dividu a l e le m e n t s in t h e ch a r t ( t he t ext labels or legend, for exam ple) by dragging t hem .

Con ve r t a ch a r t fr om a n obj e ct t o a ch a r t sh e e t ( or vice ve r sa ) by select ing t he chart and t hen Move Chart and m aking t he appropriat e choice in t he result ing dialog box. choosing Chart

Rot a t e a 3 - D ch a r t by double- clicking t he blue chart select ion border t o open t he Form at Chart Area dialog box. Click t he 3- D rot at ion t ab and use t he up and down arrow but t ons or t ype new num bers int o t he X, Y, and perspect ive fields ( see Figure 13- 17 ) .

Figu r e 1 3 - 1 7 . D ou ble - click a ch a r t 's blu e bor de r t o ope n t h e For m a t Ch a r t Ar e a dia log box ( t op) . Am on g ot h e r t h in gs, t h is box is h om e t o t h e 3 - D r ot a t ion con t r ols for 3 - D ch a r t s; you ca n u se t h e m t o t u r n , t ilt , a n d t w ist , a n d a dd pe r spe ct ive t o 3 - D ch a r t s ( bot t om ) .

M ove se r ie s in a 3 - D ch a r t t o put sm aller series in front of larger ones. St art by double- clicking any dat a series t o open t he Form at Dat a Series dialog box, and t hen click t he Order t ab. Wat ch t he chart as you click Move Up or Move Down.

To quickly change t he appearance of a chart , select it and use t he Form at t ing Palet t e's Chart St yle and Quick St yles and Effect s panes. For exam ple, you can experim ent wit h different chart color schem es using t he Chart St yle but t ons. I f you don't see a color com binat ion you like, head down t o t he Docum ent Them e palet t e and choose a different set of t hem e colors—which re- colors all of t he Chart St yle opt ions. The Quick St yles and Effect s pane let s you apply fill colors t o individual chart elem ent s, and add shadows and glows. ( Modifying chart s wit h Quick St yles and wit h t he ot her Form at t ing Palet t e panes works t he sam e as wit h ot her kinds of obj ect s in Office, as described st art ing on Sect ion 19.3.6.2.) The m ost com plet e chart appearance cont rols are found in t he Form at dialog boxes, m any of which await your invest igat ion ( see Figure 13- 18 ) . To open t he dialog box, j ust double- click t he pert inent piece of t he chart . For exam ple, when working wit h a bar chart , you have t he following opt ions:

Figu r e 1 3 - 1 8 . By dou ble - click in g t h e in dividu a l e le m e n t s in a ch a r t , you ope n a m u lt it a bbe d dia log box t h a t le t s you ch a n ge e ve r y con ce iva ble a spe ct of t h e m . Top: Th e dia log box t h a t a ppe a r s w h e n you dou ble - click a ch a r t ba ck gr ou n d. M iddle : Th e ch oice s t h a t a ppe a r w h e n you dou ble - click a n a x is. Bot t om : Addit ion a l ch oice s t h a t a ppe a r w h e n you dou ble - click a ch a r t ba r .

Ch a n ge t h e bor de r or in t e r ior color of t he chart by double- clicking wit hin t he body of t he chart .

Ch a n ge t h e fon t , color , or posit ion of t h e le ge n d by double- clicking it .

Ch a n ge t h e sca le , t ick m a r k s, la be l fon t , or la be l r ot a t ion of t h e a x e s by double- clicking t heir edges or slight ly out side t heir edges.

Ch a n ge t h e bor de r , color , fill e ffe ct , ba r se pa r a t ion , a n d da t a la be l opt ion s of a n in dividu a l ba r by double- clicking it . You can even m ake bars part ially t ransparent , revealing hidden series at t he rear, as described in t he next sect ion.

You'll also not ice t hat when you select a chart , t he Form at t ing Palet t e has specialized form at t ing cont rols relevant t o your select ion. Using t he palet t e, you can change t he chart t ype, gridline appearance, legend placem ent , and so on. Toolbars And if you st ill haven't found your preferred m et hod of form at t ing a finished chart , choose View Chart t o reveal t he Chart t oolbar ( Figure 13- 19 ) . I t has a pop- up m enu list ing t he various chart com ponent s ( such as Corners, Floor, Legend, and Series Axis) . Use it t o select one of t hose it em s inst ead of double- clicking t he chart it self. Then you can edit or delet e t hat it em as you norm ally would. This select ion m et hod can be m uch easier t o work wit h if your chart is sm all, cram ped, or cont ains a lot of dat a series.

Figu r e 1 3 - 1 9 . Th e Ch a r t Toolba r pr ovide s qu ick a cce ss bu t t on s for for m a t t in g ch a r t e le m e n t s. Espe cia lly u se fu l is t h e pop- u p m e n u fr om w h ich you ca n ch oose a n y ch a r t e le m e n t a n d t h e n click t h e n e igh bor in g For m a t Se le ct e d Obj e ct bu t t on t o ope n t h e a ssocia t e d for m a t t in g dia log box .

T ip : You can copy a select ed chart int o anot her program eit her by dragging it or by using t he Copy and Past e com m ands in t he Edit m enu.

1 3 .2 .7 . Tr a n spa r e n t Ba r s I ndividual bars of a chart can be part ially or com plet ely see- t hrough, m aking it m uch easier t o display 3- D graphs where t he front m ost bars would ot herwise obscure t he back ones. You can apply t ransparent fills t o m ost chart t ypes, but t heir see- t hrough nat ure m akes t he m ost sense in chart s wit h at least t wo dat a series, where t he front series blocks a good view of t he rear ( Figure 13- 20 , t op) .

Figu r e 1 3 - 2 0 . Th is sim ple t r a n spa r e n t - ch a r t e x a m ple sh ow s h ow big a diffe r e n ce a lit t le t r a n spa r e n cy ca n m a k e . Ju st com pa r e t h e opa qu e ba r s ( t op) w it h t h e se e - t h r ou gh on e s ( bot t om ) .

Begin applying a t ransparent fill t o a dat a series by clicking t he series ( t he bar or colum n, for exam ple) and opening t he Form at t ing Palet t e's Colors, Weight s, and Fills pane. To m ake t ransparency available, you first have t o change t he color, even if it 's t o " change" t he color t o t he current color by using t he eyedropper on t he obj ect you're working wit h. You can t hen use t he Transparency slider t o adj ust t he opacit y. You can do t he sam e t hing via t he Form at Dat a Series dialog box, which appears when you double- click a series. When you first open t his dialog box, t he Color pop- up m enu is set t o Aut om at ic, which prevent s you from accessing t he t ransparency opt ion. But as soon as you choose anot her color from t he pop- up m enu, t he Transparency slider becom es act ive and you can adj ust t he t ransparency of t he series. To form at a m ult i- series 3- D chart for m axim um " Wow" fact or, you m ay also wish t o rot at e it ( by doubleclicking t he blue chart select ion border, clicking t he 3- D rot at ion t ab and t yping new num bers int o t he X, Y, and perspect ive fields) or change t he series order ( double- click a series and work in t he Order t ab) .

1 3 .2 .8 . Adva n ce d Ch a r t in g The Chart Gallery suffices for alm ost every conceivable kind of st andard graph. But every now and t hen, you m ay have special chart ing requirem ent s; fort unat ely, Excel can m eet alm ost any chart ing challenge t hat you put before it —if you know how t o ask.

1 3 .2 .8 .1 . Er r or ba r s On som e chart s—such as t hose t hat graph st ocks and opinion polls—it 's helpful t o graph not only t he dat a, but also t he range of m ovem ent or m argin of error t hat surrounds t he dat a. And t hat 's where error bars com e in. Error bars let you specify a range around each dat a point displayed in t he graph, such as a poll's m argin of error (Figure 13- 21 ) .

Figu r e 1 3 - 2 1 . Top: Er r or ba r s a r e e a sy t o a dd t o a da t a se r ie s on ce t h e For m a t D a t a Se r ie s dia log box is ope n t o t h e Y Er r or Ba r s t a b. I n t h e " Er r or a m ou n t " a r e a , you ca n se le ct on e of se ve r a l opt ion s. Bot t om : Aft e r you 've se t u p e r r or ba r s a n d click e d OK, t h e r a n ge ba r s a ppe a r on t h e gr a ph .

To add error bars t o a chart , first select t he dat a series ( usually a line or bar in t he chart ) t o which you want t o Select ed Dat a Series ( or double- click t he select ed line or bar) t o bring up add error bars. Choose Form at t he Form at Dat a Series dialog box. To add error bars along t he Y axis—t he usual arrangem ent —click t he Error Bars t ab; t hen choose display and error am ount s for your bars. Click t he OK but t on t o add t he error bars t o your dat a series. I f you want t o rem ove t hem lat er, open t he Form at Dat a Series dialog box and set t he Display t o

None.

N ot e : You can add error bars t o 2- D area chart s, bar chart s, bubble chart s, colum n chart s, line chart s, and scat t er chart s. I n fact , X axis error bars can even be added t o scat t er chart s. ( You'll see t his addit ional t ab in t he Form at Dat a Series dialog box.)

1 3 .2 .8 .2 . Tr e n d lin e s Graphs excel at revealing t rends—how dat a is changing over t im e, how dat a probably changed over t im e before you st art ed t racking it , and how it 's likely t o change in t he fut ure. To help wit h such predict ions, Excel can add t rend lines t o it s chart s ( Figure 13- 22 ) . Trend lines use a m at hem at ical m odel t o help accent uat e pat t erns in current dat a and t o help predict fut ure pat t erns.

Figu r e 1 3 - 2 2 . Top: Th e Add Tr e n dlin e dia log box give s you six t r e n d lin e s fr om w h ich t o ch oose . I f t h e t r e n d lin e a llow s for it , you ca n a lso se t t h e t r e n d lin e 's pa r a m e t e r s in t h e Opt ion s t a b. Bot t om : On ce you 've a pplie d a t r e n d lin e , it a ppe a r s on t op of you r ch a r t . You ca n a lso pr e dict h ow t h e da t a m igh t ch a n ge in t h e fu t u r e by se t t in g t h e for e ca st va lu e s in t h e Opt ion s t a b. I f you se t you r t r e n d lin e t o displa y t h e R- squ a r e d va lu e ( a lso u n de r t h e Opt ion s t a b) , Ex ce l displa ys t h is va lu e for you be low t h e lin e .

N ot e : You can use t rend lines only in unst acked 2- D area chart s, bar chart s, bubble chart s, colum n chart s, line chart s, scat t er chart s, and st ock chart s.

To add a t rend line t o your chart , click t o select one of t he dat a series in t he chart —t ypically a line or a bar—and Add Trendline. This opens t he Form at Trendline dialog box, cont aining t he t abs Line, t hen choose Chart Shadow, Type, and Opt ions. The Type t ab let s you choose one of t hese t rend- line t ypes:

Lin e a r. This kind of t rend line works well wit h a graph t hat looks like a line, as you m ight have guessed. I f your dat a is going up or down at a st eady rat e, a linear t rend line is your best bet , since it closely resem bles a sim ple st raight line.

Loga r it h m ic. I f t he rat e of change in your dat a increases or decreases rapidly and t hen levels out , a logar it hm ic t rend line is probably your best choice. Logarit hm ic t rend lines t end t o have a relat ively sharp curve at one end and t hen gradually level out . ( Logarit hm ic t rend lines are based on logarit hm s, a

m at hem at ical funct ion.)

Polyn om ia l. A poly nom ial t rend line is great when graphed dat a feat ures hills and valleys, perhaps represent ing dat a t hat rises or falls in a som ewhat rhyt hm ic m anner. Polynom ial t rend lines can also have a single curve t hat looks like a cam el's hum p ( or an upside- down cam el's hum p, depending on your dat a) . These t rend lines are based on polynom ial expressions, fam iliar t o you from your high school algebra class.

Pow e r . I f t he graphed dat a changes at a st eadily increasing or decreasing rat e, as in an accelerat ion curve, a power t rend line is t he way t o go. Power t rend lines t end t o curve sm oot hly upward.

Ex ponent ia l. I f, on t he ot her hand, t he graphed dat a changes at an ever- increasing or decreasing rat e, t hen you're bet t er off wit h an exponent ial t rend line, which also looks like a sm oot hly curving line.

M ovin g Ave r a ge . A m oving average t rend line at t em pt s t o sm oot h out fluct uat ions in dat a, in order t o reveal t rends t hat m ight ot herwise be hidden. Moving averages, as t he nam e suggest s, can com e in all kinds of shapes. No m at t er what t he shape, t hough, t hey all help spot cycles in what m ight ot herwise look like random dat a.

The Opt ions t ab, on t he ot her hand, let s you nam e your t rend line, ext end it beyond t he dat a set t o forecast t rends, and even display t he R- squared value on t he chart . ( The R- squared value is a way of calculat ing how accurat ely t he t rend line fit s t he dat a; you st at ist icians know who you are.) I ncident ally, rem em ber t hat t rend lines are j ust m odels. As any weat her forecast er, st ockbroker, or com put ercom pany CEO can t ell you, t rend lines don't necessarily predict anyt hing wit h accuracy.

1 3 .3 . Pr in t in g W or k sh e e t s Now t hat you've gone t hrough t he t rouble of m aking your sheet s look t heir best wit h killer form at t ing and aweinspiring chart s, and you're set t o print t hem out ( and show t hem off) .

1 3 .3 .1 . Pr in t Pr e vie w Viewing a print preview before you send your spreadsheet t o t he print er can save you frust rat ion and t im e, and help save an old- growt h forest t hat would ot herwise be harvest ed for t he sake of your bot ched spreadsheet print out s. I f you've used previous versions of Excel, you m ay recall t hat bot h Excel and Mac OS X had very sim ilar print - preview funct ions. For Excel 2008, Microsoft has done away wit h t he program 's Print Preview alt oget her—a shockingly un- Microsoft ian feat ure- reduct ion if ever t here was one—leaving t he print - preview funct ion now ent irely up t o Mac OS X.

T ip : To check out your page- break preview wit hout doing a print preview first , j ust choose View click t he Page Layout View but t on at t he bot t om - left of t he Excel window.

Page Layout View or

As in any Mac OS X–com pat ible program , you t urn a docum ent int o a print - preview file by choosing File Print and t hen, in t he Print dialog box, clicking t he Preview but t on at t he bot t om . Your Mac fires up t he Preview program , where you see t he print out - t o- be as a PDF. Use t he com m ands in t he Display m enu t o zoom in, zoom out , scroll, and so on. Each page appears as a separat e page im age, wit h t hum bnails of all t he pages lined up in Preview's drawer at t he side of t he window.

T ip : To print j ust a cert ain port ion of your spreadsheet , select t he cells t hat you want t o print and t hen choose File Print Area Set Print Area. This com m and t ells Excel t o print only t he select ed cells. To clear a cust om print area, select File Print Area Clear Print Area. Alt ernat ively, you can set a print select ion for j ust a current print j ob by select ing t he cells you want t o print and t hen clicking t he Select ion opt ion but t on in t he Print What sect ion of t he Print dialog box.

I f you've been working on your spreadsheet in Page Layout View, t hen any print preview m ay be a bit redundant . I nst ead, you can quickly flip t hrough t he Quick Preview right in t he Print dialog box t o get a general idea of your spreadsheet 's paginat ion ( see Figure 13- 23 ) . Don't m iss t he best part of t he Print dialog box—t he PDF but t on. Choose Save as PDF from it s m enu t o t urn your print out int o a PDF—or Acrobat —file t hat you can send t o alm ost anyone wit h a com put er, so t hey can open, read, search, and print your handiwork. ( The soft ware t hey need is Acrobat Reader, which is free, or Preview, which com es on t he Mac.) Ot her opt ions in t his m enu let you, am ong ot her t hings, fax a PDF save it int o your iPhot o library, or at t ach it t o an em ail m essage ( but only if you're using Apple Mail—see t he box on Sect ion 13.3.2 for a workaround) . I f you're not seeing what you'd like t o in t he Quick preview window, click t he Cancel but t on t o cancel t he print j ob and go back t o configuring your docum ent .

Figu r e 1 3 - 2 3 . W h e n you ch oose File Pr in t , t h e st a n da r d pr in t dia log box a ppe a r s, su bt ly e n h a n ce d w it h Ex ce l- on ly fe a t u r e s. Use t h e Pr in t W h a t r a dio bu t t on s t o ch oose be t w e e n e n t ir e

w or k book , j u st t h e a ct ive sh e e t s, or on ly a se le ct e d a r e a . I f you n e e d t o be su r e t o squ e e ze a ll t h e r ow s or colu m n s on t o a ce r t a in n u m be r of pa ge s, click t h e Sca lin g ch e ck box a n d e n t e r t h e n u m be r of pa ge s w ide , a n d t a ll. Th is fe a t u r e fr e qu e n t ly com e s in h a n dy t o fit a j u st - sligh t ly- la r ge r - t h a n - on e pa ge spr e a dsh e e t on t o on e pa ge .

W ORKAROUN D W ORKSH OP Em a ilin g W it h ou t M a il I f you choose Mail PDF from t he PDF but t on in t he Print dialog box, t he Apple Mail program aut om at ically opens t o do t he deed. I f you don't use Apple Mail—perhaps you use, oh, Ent ourage—you can change t he behavior of your Mac's Mail PDF funct ion. To do so, you have t o edit t he Aut om at or Workflow t hat 's responsible for t he handoff of a PDF t o your em ail program , which isn't as com plicat ed as it sounds. Library PDF Services and t hen double- click Mail Open t he folder [ Hard Drive] PDF.workflow. The Aut om at or window appears, wit h t he New Mail Message act ion showing in t he right pane. Delet e t hat act ion by highlight ing it and pressing Delet e. Type Ent ourage in t he Search field, press Ret urn, and double- click Creat e New Ent ourage Mail Message. The Ent ourage act ion appears in t he right pane. Choose File Save and t hen choose Aut om at or Quit . From now on when you choose Mail PDF from t he print dialog box, Ent ourage handles t he t ask.

1 3 .3 .2 . Pa ge Se t u p Excel's Page Set up dialog box ( Figure 13- 24 ) is far m ore com prehensive t han t he Page Set up t hat appears when Page Set up in Text Edit , for exam ple. I n it , you can cont rol how pages are orient ed, how you choose File spreadsheet s fit on a page, t he print qualit y, t he m argins, how headers and foot ers are print ed, and t he order in which pages are print ed. These sam e cont rols are also available—and m uch m ore accessible— t hrough t he Form at t ing Palet t e's Page Set up pane.

Figu r e 1 3 - 2 4 . Th e Pa ge t a b of t h e Pa ge Se t u p dia log box is a n ot h e r pla ce t o st a r t if you w a n t a spr e a dsh e e t t o pr in t on on e pa ge . A click in t h e " Fit t o" r a dio bu t t on ( in t h e Sca lin g a r e a ) a u t om a t ica lly a dj u st s you r spr e a dsh e e t 's pr in t size t o fit on a sh e e t of pa pe r . I f you w a n t it t o fit on m or e t h a n on e sh e e t , a dj u st t h e n u m be r s in t h e " Fit t o" a r e a .

1 3 .3 .2 .1 . Pa ge t a b I n t he Page t ab, you can change t he orient at ion for t he print j ob ( Port rait for t he usual up- and- down st yle or Landscape for a sideways st yle—oft en t he preferred spreadsheet form at ) , reduce or enlarge t he print out by a cert ain percent , or—using t he " Fit t o" radio but t on—force t he spreadsheet t o fit ont o a cert ain num ber of print ed pages. ( Using t his cont rol, of course, affect s t he print out 's t ype size.) I f you don't want t he pages of your spreadsheet num bered 1, 2, and so on, t hen t ype a different num ber int o t he " First page num ber" field. This is how you force Excel t o num ber t he pages beginning wit h, say, 5 on t he first print ed sheet .

N ot e : Set t ing t he st art ing page num ber in t he Page t ab won't m ake page num bers appear on your sheet s; you have t o also init iat e page num bering in t he Header/ Foot er t ab. The easiest t echnique is t o choose a page num ber opt ion from t he

Header or Foot er pop- up m enu.

An Opt ions but t on on t he right brings up t he m ore fam iliar Page Set up dialog box for your print er, where you can set m ore of your print er's opt ions ( such as paper size) .

1 3 .3 .2 .2 . M a r gin s t a b The Margins t ab ( Figure 13- 25 , t op) let s you specify t he page m argins for your print out ( and for t he header and foot er areas) . You can also t ell Excel t o cent er t he print out on t he page horizont ally, vert ically, or bot h. The Opt ions but t on, once again, sum m ons t he st andard Page Set up dialog box for your print er.

1 3 .3 .2 .3 . H e a de r / Foot e r t a b I f you want som et hing print ed on t he t op or bot t om of every page ( such as a t it le, copyright not ice, or dat e) , it 's t im e t o visit t he Header/ Foot er t ab ( Figure 13- 25 , bot t om ) .

Figu r e 1 3 - 2 5 . Top: Th e M a r gin s por t ion of t h e Pa ge Se t u p w in dow give s you pow e r ove r you r sh e e t 's m a r gin s w h e n pr in t e d, n a t u r a lly. I t le t s you se t t op, le ft , r igh t , a n d bot t om m a r gin s, a n d it give s you t h e ch a n ce t o de t e r m in e h ow m u ch t op a n d bot t om spa ce is le ft ove r for h e a de r s a n d foot e r s—u se fu l if you h a ve pa r t icu la r ly la r ge h e a de r s a n d foot e r s. Th e ch e ck box e s a t t h e bot t om of t h e box le t you se t h ow —a n d w h e t h e r —you r pr in t ou t s a r e ce n t e r e d on t h e pa ge . Bot t om : Th e H e a de r / Foot e r pa r t of t h e Pa ge Se t u p dia log box is w h e r e you ca n se t t e x t t o be pr in t e d on t h e t op or bot t om —or bot h —of e ve r y pa ge .

Here, you can use t he Header or Foot er pop- up m enu t o choose from a select ion of prepared headers and foot ers—" Sect ion 1.1 of 7," " Confident ial," and so on. I f t he header or foot er m essage you want isn't t here, click t he Cust om Header or Cust om Foot er but t ons t o bring up a cust om izat ion dialog box. I n it you can ent er your own header or foot er t ext ; click t he Font but t on t o form at t he t ext ; and use t he rem aining but t ons t o insert placeholder codes for t he current page num ber, t he t ot al num ber of pages, t he current dat e, t he current t im e, t he file nam e, and t he t ab nam e. You can com bine t hese codes wit h t ext t hat you t ype yourself. For exam ple, in t he " Cent er sect ion" box, you could t ype, DVD Collect ion St at us as of, and t hen click t he fourt h icon. Excel insert s t he code &[ Dat e] . Now whenever you print t his docum ent , you'll find, across t he t op of every page, " DVD Collect ion St at us as of 9/ 15/ 08," or what ever t he current dat e is.

1 3 .3 .2 .4 . Sh e e t t a b The last sect ion of t he Page Set up dialog box, called Sheet , gives you yet anot her way t o specify which port ions of t he sheet are t o be print ed ( Figure 13- 26 ) . You can t ype st art ing and ending Excel coordinat es—separat ed by a colon—int o t he " Print area" box, or click t he cell- select ion icon t o ret urn t o t he spreadsheet t o select a region of cells you want print ed.

Figu r e 1 3 - 2 6 . Th e Sh e e t por t ion of t h e Pa ge Se t u p w in dow le t s you se t a pr in t a r e a ( if you h a ve n 't a lr e a dy don e so) . I f you w a n t t o displa y a ce r t a in r a n ge of da t a on e ve r y pa ge , you ca n spe cify t h a t ce r t a in r ow s r e pe a t a t t h e t op of e a ch pa ge a n d/ or colu m n s r e pe a t on t h e le ft of e a ch pa ge . I t give s you five pr in t opt ion s, le t t in g you ch oose t o pr in t gr idlin e s, r ow a n d colu m n h e a din gs, pr in t in bla ck a n d w h it e or dr a ft qu a lit y, a n d pr in t com m e n t s you m a y h a ve a dde d t o t h e spr e a dsh e e t . Fin a lly, you ca n ch oose pr in t or de r : w h e t h e r pa ge s a r e pr in t e d dow n a n d t h e n ove r , or ove r a n d t h e n dow n .

You'll also find t he following in t he Sheet t ab:

Row s t o r e pe a t a t t op, Colu m n s t o r e pe a t a t le ft. I f you've carefully t yped t he m ont hs of t he year across t he t op of your spreadsheet , or product num bers down t he left side, you'll have a real m ess on your hands if t he spreadsheet spills over ont o t wo or m ore pages. Anyone t rying t o read t he spreadsheet will have t o refer all t he way back t o Sect ion 1.1 j ust t o see t he labels for each row or colum n. Excel neat ly avoids t his problem by offering t o reprint t he colum n or row labels at t he t op or left side of each print ed page. To indicat e which row or colum n cont ains t hese labels, click t he appropriat e " Print t it les" field, and t hen t ype t he desired row num ber or colum n heading direct ly in t he spreadsheet . Or click t he cell- select ion icon j ust t o t he right of each field; t his shrinks t he dialog box so you can m ore easily select t he repeat ing cell range.

Gr id lin e s, Row a n d colu m n h e a din gs. For years t he answer t o one of t he world's m ost frequent ly asked spreadsheet quest ions—" How do I get t he gridlines t o print ?" —was buried here in t he fourt h t ab of a buried dialog box. And it st ill is—but you can m ore easily access t his cont rol via t he Form at t ing Palet t e's Page Set up pane. Excel never print s gridlines or t he gray row and colum n headings unless you t urn on t heir corresponding checkboxes here.

Bla ck a n d w h it e , D r a ft qu a lit y . Use t hese t wo checkboxes when you're in a real hurry. Draft qualit y speeds up print ing by om it t ing graphics and som e form at t ing. " Black and whit e" m eans t hat your print er won't bot her wit h t im e- consum ing color, even if color appears in t he spreadsheet .

Com m e n t s. Use t his pop- up m enu t o specify where com m ent s ( see Sect ion 14.4.4) appear on t he print out —on it s last page, or right where you put t hem in t he spreadsheet it self.

Pa ge or de r . Use t his t o cont rol whet her Excel print s a m ult iple- page spreadsheet colum n by colum n ( of pages) , or row by row.

Ch a pt e r 1 4 . For m u la a n d D a t a ba se M a gic Congrat ulat ions, you've m ast ered enough of Excel t o input num bers, perform calculat ions, creat e chart s and graphs, and log your DVD collect ion using t he List Manager. I n fact —you already have far m ore spreadsheet abilit y t han m ost people. I f, on t he ot her hand, you're t he kind of person who uses Excel for m ore t han a list m aker, whose business depends on t he flow of num bers, calculat ions, and proj ect ions, t here's st ill m ore t o learn. This chapt er covers t he eerie realm s of power Excel, where several people can work on t he sam e spreadsheet sim ult aneously over t he net work, files can connect t o dat abases or even t he Web for t heir inform at ion, and you can program Excel t o funct ion by it self.

1 4 .1 . W or k book s a n d W or k sh e e t s A w or kbook is an individual Excel file t hat you save on your hard drive. Each workbook is m ade up of one or m or e worksheet s, which let you organize your dat a in lot s of com plex and int erest ing ways. Try t hinking of a workbook as a bound ledger wit h m ult iple paper worksheet s. Alt hough m ost of t he work you do is probably in an individual sheet , it 's oft en useful t o st ore several spreadsheet s in a single workbook docum ent —for t he convenience of linking m ult iple Excel worksheet s.

1 4 .1 .1 . W or k in g w it h M u lt iple W or k sh e e t s Alt hough it doesn't offer quit e t he heart - pounding excit em ent of, say, t he Chart Gallery, m anaging t he worksheet s in a workbook is an im port ant part of m ast ering Excel. Here's what you should know t o get t he m ost out of your sheet s:

T ip : Several of t he t echniques described here involve select ing m ore t han one worksheet . To do so, t he individual sheet s you want —or click t he first in a consecut ive series, t hen Shift - click t he last .

- click t he t abs of

Addin g sh e e t s. Wit h Excel 2008, Microsoft m akes a noble effort t o save virt ual paper—and in t urn preserve a virt ual forest . I nst ead of t he t hree sheet s of Excel's past , every Excel workbook now st art s out wit h one sheet , bearing t he inspired nam e Sheet 1. ( You can set t he num ber of sheet s in a new workbook in Excel Preferences General panel.) To add a new sheet t o your workbook, click t he plus- sign t ab at t he bot t om of t he worksheet or choose I nsert Sheet Blank Sheet . A new sheet appears on t op of your current sheet , wit h it s t ab t o t he rightof t he ot her t abs; it 's nam ed Sheet 2 ( or Sheet 3, Sheet 4, and so on) .

T ip : To insert m ult iple sheet s in one swift m ove, select t he sam e num ber of sheet t abs t hat you want t o insert and Sheet Blank Sheet . For exam ple, t o insert t wo new sheet s, t hen click t he plus- sign t ab or choose I nsert select Sheet 1 and Sheet 2 by - clicking bot h t abs, and t hen click t he plus- sign t ab. Excel t hen insert s Sheet 4 and Sheet 5 ( t o t he right of all t he ot her sheet s if you click t he plus- sign t ab, t o t he right of t he select ed sheet if you choose I nsert Sheet Blank Sheet ) .

D e le t in g sh e e t s. To delet e a sheet , click t he doom ed sheet 's t ab ( or select several t abs) at t he bot t om of Delet e Sheet . ( Alt ernat ively, Cont rol- click t he sheet t ab and choose t he window, and t hen choose Edit Delet e from t he cont ext ual m enu.)

W a r n in g: You can't bring back a delet ed sheet . The Undo com m and ( Edit

Undo) doesn't work in t his cont ext .

H idin g a n d sh ow in g sh e e t s. I nst ead of delet ing a worksheet forever, you m ay find it helpful t o sim ply hide one ( or several) , keeping your peripheral vision free of dist ract ions while you focus on t he rem aining ones. To hide a sheet or sheet s, select t he corresponding worksheet t abs at t he bot t om of t he window, Sheet Hide. To show ( or unhide, as Excel calls it ) sheet s t hat have been t hen choose Form at Sheet Unhide; t his brings up a list of sheet s t o show. Choose t he sheet hidden, choose Form at t hat you want t o reappear, and click OK.

N ot e : You can unhide only one sheet at a t im e.

Re n a m in g sh e e t s. The easiest way t o renam e a sheet is t o double- click it s t ab t o highlight it s nam e, and t hen t ype t he new t ext ( up t o 31 charact ers long) . Alt ernat ively, you can select t he t ab of t he sheet you Sheet Renam e. You can also Cont rol- click t he sheet t ab want t o renam e and t hen choose Form at and choose Renam e from t he cont ext ual m enu.

POW ER USERS' CLI N I C Addin g Ba ck gr ou n d Pict u r e s t o Sh e e t s Every now and t hen, it 's easy t o feel sorry for Microsoft program m ers; aft er um pt een revisions, what possible feat ures can t hey add t o Excel? They m ust rack t heir brains, lying awake at night , t rying t o figure out what else t hey can invent . Surely, t he abilit y t o add a graphics file as a background im age behind your cell grid is an idea t hat sprang from j ust such a lat e- night idea session. St art by choosing Form at Sheet Background. An Open dialog box pops up, where you can choose t he graphics file ( JPEG, GI F, Phot oshop, and so on) t hat you want t o use as a background. Once you've select ed it and clicked I nsert , t he im age loads as t he spreadsheet 's background. I f t he im age isn't large enough t o fill t he ent ire worksheet , Excel aut om at ically t iles it , placing copies side by side unt il every cent im et er of t he window is filled. Clearly, if t his feat ure is ever successful in im proving a worksheet , it 's when t he background im age is ext rem ely light in color and low in cont rast . Most ot her im ages succeed only in rendering your num bers and t ext illegible.

I f, aft er adding an im age t o a sheet , you decide t hat it m akes t hings m uch, m uch worse, choose Form at Sheet Delet e Background. Your norm al whit e Excel sheet background ret urns. By t he way, t he background doesn't print . I t 's a screenonly t hing.

M ovin g a n d copyin g sh e e t s. To m ove a sheet ( so t hat , for exam ple, Sheet 1 com es aft er Sheet 3) , j ust drag it s t ab horizont ally. A t iny black t riangle indicat es where t he sheet will wind up, relat ive t o t he ot hers, when you release t he m ouse. Using t his t echnique, you can even drag a copy of a worksheet int o a different Excel docum ent .

T ip : Pressing Opt ion while you drag produces a copy of t he worksheet . ( The except ion is when you drag a sheet 's t ab int o a different workbook; in t hat case, Excel copies t he sheet regardless of whet her t he Opt ion key is held dow n. )

As usual, t here are ot her ways t o perform t his t ask. For exam ple, you can also select a sheet 's t ab and Move or Copy Sheet , or Cont rol- click t he sheet t ab and choose Move or Copy from t hen choose Edit t he cont ext ual m enu. I n eit her case, t he Move or Copy dialog box pops up. I n it , you can specify which open workbook t he sheet should be m oved t o, whet her you want t he sheet copied or m oved, and where you want t o place t he sheet relat ive t o t he ot hers.

Scr ollin g t h r ou gh sh e e t t a bs. I f you have m ore sheet t abs t han Excel can display in t he bot t om port ion of t he window, you can use t he four t ab scrolling but t ons t o scoot bet ween t he various sheet s ( see Figure 14- 1) . Anot her m et hod is t o Cont rol- click any t ab- scrolling but t on and t hen choose a sheet 's nam e from t he cont ext ual m enu.

Sh ow in g m or e or fe w e r sh e e t t a bs. The area reserved for Sheet t abs has t o share space wit h t he horizont al scroll bar. Fort unat ely, you can change how m uch area is devot ed t o showing sheet t abs by dragging t he sm all, gray, vert ical t ab t hat sit s bet ween t he t abs and t he scroll bar. Drag it t o t he left t o expand t he scroll bar area ( and hide worksheet t abs if necessary) ; drag it t o t he right t o reveal m ore t abs.

Figu r e 1 4 - 1 . Th e sh e e t scr ollin g bu t t on s be com e a ct ive on ly w h e n you be com e so fon d of sh e e t s t h a t you ca n n o lon ge r se e a ll t h e ir t a bs a t on ce . ( Or m a ybe you j u st h a ve a 1 2 - in ch Pow e r Book .) Fr om le ft t o r igh t , t h e fou r sh e e t scr ollin g bu t t on s pe r for m t h e follow in g fu n ct ion s: scr oll t h e t a bs t o t h e le ft m ost t a b, scr oll t h e t a bs t o t h e le ft by on e t a b, scr oll t h e t a bs t o t h e r igh t by on e t a b, a n d scr oll t h e t a bs a ll t h e w a y t o t h e r igh t . Con t r ol- click a n y of t h e bu t t on s a n d ch oose t h e sh e e t t o go t o fr om t h e pop- u p m e n u . You ca n a lso m a k e r oom for m or e t a bs be n e a t h you r spr e a dsh e e t by dr a ggin g t h e le ft e n d of t h e low e r scr oll ba r .

1 4 .1 .2 . Sh a r in g a W or k book Wit h a lit t le preparat ion, several Excel fans on t he sam e net work can work on a single worksheet at t he sam e t im e. ( I f you want t o share a workbook, but prevent ot hers from accessing it , read about prot ect ion on Sect ion 14.1.2.1 first . Bear in m ind, som e prot ect ion com m ands have t o be applied befor e you t urn on sharing.) To Share Workbook, which brings up t he Share Workbook dialog box. On t he share a workbook, choose Tools Edit ing t ab ( Figure 14- 2) , t urn on " Allow changes by m ore t han one user at t he sam e t im e." Click t he Advanced t ab for t he following opt ions:

Tr a ck ch a n ge s. This sect ion let s you set a t im e lim it on what changes are t racked ( see "Tracking Changes" on Sect ion 14.1.3) . I f you don't care what was changed m ont hs ago, you can lim it t he t racked changes t o 60 days. You can also t ell Excel not t o keep a change hist ory at all.

Upda t e ch a n ge s. Here, you specify when your view of t he shared workbook get s updat ed t o reflect changes t hat ot hers have m ade. You can set it t o display t he changes t hat have been m ade every t im e you save t he file, or you can com m and it t o updat e at a specified t im e int erval. I f you choose t o have t he changes updat ed aut om at ically aft er a t im e int erval, you can set t he workbook t o save aut om at ically ( t hus sending your changes out t o co- workers sharing t he workbook) and t o display ot hers' changes ( t hus receiving changes from your co- workers' saves) . Or you can set it not t o save your changes, and j ust t o show changes t hat ot hers have m ade.

Figu r e 1 4 - 2 . Th e Sh a r e W or k book dia log box r e ve a ls e x a ct ly w h o e lse is u sin g a sh a r e d w or k book . I f you w or r y t h a t on e of you r fe llow n e t w or k cit ize n s is a bou t t o m a k e ill- a dvise d ch a n ge s, click h is n a m e a n d t h e n click Re m ove Use r . You r com r a de is n ow e j e ct e d fr om t h e spr e a dsh e e t pa r t y. I f h e t r ie s t o sa ve ch a n ge s t o t h e file , h e 'll ge t a n e r r or m e ssa ge e x pla in in g t h e sit u a t ion . Ple a se n ot e t h a t t h e r e 's lit t le se cu r it y in sh a r e d w or k book s. As you ca n se e , t w o pe ople a r e logge d in a n d a ble t o m a k e ch a n ge s fr om t w o diffe r e n t M a cs a t t h e sa m e t im e . Of cou r se , if you pa ssw or d pr ot e ct t h e sh e e t be for e sh a r in g it , you 'll a ch ie ve a ba sic, k e e pin gh on e st - pe ople - h on e st le ve l of se cu r it y.

Con flict in g ch a n ge s be t w e e n u se r s. This sect ion governs whose changes " win" when t wo or m ore people m ake changes t o t he sam e workbook cell. You can set it so t hat you're asked t o referee ( which can be a lot of work) , or so t hat t he m ost recent changes saved are t he ones t hat win ( which can be risky) . Clearly, neit her opt ion is perfect . Since each person can est ablish set t ings independent ly, it 's wort h working out a unified collaborat ion policy wit h your co- workers ( see Figure 14- 3) .

Figu r e 1 4 - 3 . Th e Re su lt Con flict s dia log box a ppe a r s w h e n t w o pe ople t r y t o ch a n ge t h e sa m e ce ll. You 'r e give n t h e opt ion of a cce pt in g on e ch a n ge or t h e ot h e r . I f Ex ce l list s m or e t h a n on e con flict , you ca n a lso ch oose t o a cce pt e it h e r a ll of you r ch a n ge s or a ll of you r co- w or k e r 's.

I n clu de in pe r son a l vie w . These t wo checkboxes—Print set t ings and Filt er set t ings—let you ret ain print ing and filt ering changes t hat are independent of t he workbook. They can be set independent ly by anyone who opens t he workbook.

When you click OK, Excel prom pt s you t o save t he workbook—if you haven't already. Save it on a net worked disk where ot hers can see it . Now, anyone who opens t he workbook from across t he net work opens it as a shared book. Shared workbooks have som e lim it at ions, det ailed in t he Excel help t opic, " Share a workbook." Here's a sum m ary of t hings t hat you can't do wit h a shared workbook:

Assign, change, or delet e a password t hat prot ect s a worksheet .

I nsert chart s, hyperlinks, obj ect s, or pict ures.

Make or change Pivot Tables, or m ake or refresh dat a t ables ( Sect ion 14.3.1.2) .

Merge, insert , or delet e blocks of cells; delet e worksheet s.

Use aut om at ic subt ot als or drawing t ools.

Use or creat e condit ional form at s or dat a validat ion ( Sect ion 14.4.3.2) .

View or edit scenarios (Sect ion 14.4.2.3) .

1 4 .1 .2 .1 . Pr ot e ct in g t h e spr e a dsh e e t

Fort unat ely, t here's no need t o give everyone on t he net work unfet t ered access t o your carefully designed spreadsheet . You can prot ect your spreadsheet in several ways, as described here, and your colleagues can't t urn off t hese prot ect ions wit hout choosing Tools Unprot ect Sheet ( or Unprot ect Workbook) —and t hat requires a password ( if you've set one up) .

Pr ot e ct a w or k book fr om ch a n ge s. Choose Tools Prot ect ion Prot ect Workbook, which brings up t he Prot ect Workbook dialog box. By t urning on St ruct ure and/ or Windows, you can prot ect t he workbook's st ruct ure ( which keeps it s sheet s from being delet ed, changed, hidden, or renam ed) and it s windows ( which keeps t he workbook's windows from being m oved, resized, or hidden) . Bot h of t hese safeguards are especially im port ant in a spreadsheet you've carefully set up for onscreen reviewing. You can also assign a password t o t he workbook so t hat if som eone want s t o t urn off it s prot ect ion, he needs t o know t he password.

Pr ot e ct a sh e e t fr om ch a n ge s. Choose Tools Prot ect ion Prot ect Sheet t o bring up t he Prot ect Sheet dialog box. Turn on t he Cont ent s checkbox t o prot ect all lock ed cells in a worksheet ( described next ) . Turn on Obj ect s t o prevent changes t o graphic obj ect s on a worksheet , including form at s of all chart s and com m ent s. Finally, t urn on t he Scenarios checkbox t o keep scenario definit ions ( Sect ion 14.4.2.3) from being changed. The bot t om of t he dialog box let s you assign a password t o t he worksheet ; t his password will be required from anyone who at t em pt s t o t urn off t he prot ect ions you've est ablished.

Pr ot e ct in dividu a l ce lls fr om ch a n ge s. Excel aut om at ically form at s all cells in a new worksheet as locked, so if you prot ect t he cont ent s of a sheet you've been working in, all t he cells will be rendered unchangeable. I f you want som e cells in a prot ect ed sheet t o be edit able, you have t o unlock t hem while Cells. I n t he result ing dialog box, t he sheet is unprot ect ed. Unlock select ed cells by choosing Form at click t he Prot ect ion t ab, t urn off t he Locked checkbox, and t hen click OK.

Re qu ir e a pa ssw or d t o ope n a w or k book . Open t he workbook you want t o prot ect and choose File Save As ( or, if you've never saved t his workbook before, choose File Save) . I n t he Save dialog box, click Opt ions. I n t he result ing dialog box ( Figure 14- 4) , ent er one password t o allow t he file t o be opened and, if you desire, anot her t o allow file m odificat ion.

T ip : Alt ernat ively, choose Excel Preferences Securit y and assign a password t o open or t o m odify t he workbook, and use t he t wo but t ons t o access t he Prot ect Workbook dialog box and t he Prot ect Sheet dialog box.

Figu r e 1 4 - 4 . En t e r in g a pa ssw or d in t h e t op t e x t box pr e ve n t s ot h e r s fr om ope n in g you r w or k book w it h ou t t h e pa ssw or d. I f you spe cify on ly t h e se con d pa ssw or d, pe ople ca n ope n t h e file , bu t ca n 't m a k e ch a n ge s w it h ou t t h e pa ssw or d.

W a r n in g: Rem em ber t hese passwords! I f you forget t hem , you've locked yourself out of your own workbook. There's no way t o recover t hem wit hout buying a password cracking program .

H ide r ow s, colu m n s, or sh e e t s. Once you've hidden som e rows, colum ns, or sheet s (Sect ion 13.1.3.2) , Prot ect ion Prot ect you can prevent people from m aking t hem reappear by choosing Tools Workbook. Turn on St ruct ure and t hen click OK.

Prot ect ing a sh a r e d w or k book . To prot ect a shared workbook, choose Tools Prot ect ion Prot ect Shared Workbook, which brings up t he Prot ect Shared Workbook window. This window present s you wit h t wo prot ect ion choices. I f you t urn on "Sharing wit h t rack changes" and ent er a password, you prevent ot hers from t urning off change t racking—a way of looking at who m akes what changes t o your workbook. Turning on t his checkbox also shares t he workbook, as det ailed previously.

1 4 .1 .3 . Tr a ck in g Ch a n ge s When people m ake changes t o your spreadsheet over t he net work, you aren't necessarily condem ned t o a life of frust rat ion and chaos, even t hough num bers t hat you input originally m ay be changed beyond recognit ion. Exact ly as in Word, Excel has a change t racking feat ure t hat let s you see exact ly which of your co- workers m ade what changes t o your spreadsheet and, on a case- by- case basis, approve or elim inat e t hem . ( The changes, not t he co- workers.) Track Changes Highlight Changes, To see who's been t ipt oeing t hrough your workbook, choose Tools which brings up t he Highlight Changes dialog box ( Figure 14- 5) . I n it , you can choose how changes are highlight ed: by t im e or by t he person m aking t he changes. To lim it t he revision t racking t o a specific area on t he worksheet , click t he spreadsheet icon at t he right of t he Where field, select t he area, and t hen click t he icon again. As life goes on wit h t his spreadsheet on your net work, Excel highlight s changes m ade by your co- workers wit h a t riangular flag at t he upper- left corner of a cell or block of cells ( Figure 14- 5, m iddle) .

Once you've reviewed t he changes, you m ay decide t hat t he original figures were superior t o t hose in t he changed version. At t his point , Excel gives you t he opport unit y t o analyze each change. I f you t hink t he change was an im provem ent , you can accept it , m aking it part of t he spreadsheet from now on. I f not , you can rej ect t he change, rest oring t he cell cont ent s t o what ever was t here before your net work com rades assert ed t hem selves.

Figu r e 1 4 - 5 . Top: Th is dia log box le t s you t u r n on ch a n ge t r a ck in g a n d spe cify w h ose ch a n ge s a r e h igh ligh t e d. By t u r n in g on W h e r e , click in g t h e t in y spr e a dsh e e t icon n e x t t o t h e box , a n d dr a ggin g in you r w or k sh e e t , you ca n a lso lim it t h e t r a ck in g fe a t u r e t o a spe cific a r e a of t h e w or k sh e e t . M iddle : Th e sh a de d t r ia n gle in t h e u ppe r - le ft cor n e r of a ce ll in dica t e s t h a t som e body ch a n ge d it s con t e n t s. A com m e n t ba lloon le t s you k n ow e x a ct ly w h a t t h e ch a n ge w a s. Bot t om : Usin g t h is dia log box , you ca n w a lk t h r ou gh a ll t h e ch a n ge s in a spr e a dsh e e t on e a t a t im e , givin g e a ch ch a n ge d ce ll you r a ppr ova l or r e st or in g it t o it s or igin a l va lu e .

To perform t his accept / rej ect rout ine, choose Tools Track Changes Accept or Rej ect Changes. I n t he Select Changes t o Accept or Rej ect dialog box, you can set up t he reviewing process by specifying which changes you want t o review ( according t o when t hey were m ade, who m ade t hem , and where t hey're locat ed in t he worksheet ) . When you click OK, t he reviewing process begins ( Figure 14- 5, bot t om ) .

1 4 .1 .4 . M e r gin g W or k book s I n m any work sit uat ions, you m ay find it useful t o dist ribut e copies of a workbook t o several people for t heir perusal and t hen incorporat e t heir changes int o a single workbook.

Perform ing t his feat , however, requires som e preparat ion—nam ely, creat ing a shared workbook ( see t he previous sect ion) , and t hen configuring t he workbook's change hist ory . You'll find t his opt ion by choosing Tools Share Workbook and t hen clicking t he Advanced t ab ( Figure 14- 6) . The num ber t hat you specify in t he " Keep change hist ory for" box det erm ines how old changes can be before t hey becom e irrelevant . The t heory behind t his feat ure cont ends t hat you'll st op caring about changes t hat are older t han t he num ber of days t hat you set . (Tracking changes forever can bloat a file's size, t oo.)

Figu r e 1 4 - 6 . To pr e p you r w or k book for la t e r m e r gin g, t u r n on t h e " Ke e p ch a n ge h ist or y" opt ion in t h e Sh a r e W or k book dia log box . You a lso h a ve t o com ple t e you r m e r ge w it h in t h e t im e lim it t h a t you se t in t h e " Tr a ck ch a n ge s" a r e a . On ce you 'r e r e a dy t o br in g e ve r yt h in g t oge t h e r , ch oose Tools M e r ge W or k book s a n d se le ct t h e fir st w or k book t h a t you w a n t t o m e r ge in t o t h e cu r r e n t w or k book .

Once you've prepared your workbook, dist ribut e it via em ail or net work. Ask your colleagues t o m ake com m ent s and changes and t hen ret urn t heir spreadsheet copies t o you ( wit hin t he t im e lim it you specified, as described in t he previous paragraph) . Collect all of t he copies int o one place. ( You m ay need t o renam e t he workbooks t o avoid replacing one wit h anot her, since t hey can't occupy t he sam e folder if t hey have t he sam e nam es.) Merge Workbooks, which brings up an Open Now open a copy of t he shared workbook and choose Tools dialog box. Choose t he file you want t o m erge int o t he open workbook, and t hen click OK. This process has t o be repeat ed for every workbook you want t o m erge.

1 4 .1 .5 . Ex por t in g File s Every now and t hen, you m ay find it useful t o send your Excel dat a t o a different program —a dat abase program , for exam ple, or even AppleWorks ( if you're collaborat ing wit h som ebody who doesn't have Office) . Fort unat ely, Microsoft engineers have built in m any different file form at s for your Excel conversion pleasure. Save As; t hen select t he file form at you want To save your Excel file in anot her file form at , choose File from t he Form at pop- up m enu. Here are a few of t he m ost useful opt ions in t hat pop- up m enu.

N ot e : Apple's Num bers '08 can im port files in eit her .xls or .xlsx form at and export in .xls form at .

1 4 .1 .5 .1 . Ex ce l 9 7 - 2 0 0 4 W or k book ( .x ls) I f you're sharing your docum ent wit h Excel fans who have yet t o upgrade t o Excel 2008 for t he Mac or Excel 2007 for PC ( or if you're uncert ain) , be sure and save your spreadsheet in t his.xls form at . The new ( .xlsx) file form at can only be read by Excel 2008 and 2007. ( See page xxviii for m ore on t he new XML file form at s.)

1 4 .1 .5 .2 . Com m a se pa r a t e d va lu e s ( .csv) The com m a- separat ed file form at is a popular way of get t ing your Excel sheet s int o ot her spreadsheet s or dat abases ( AppleWorks, FileMaker, non- Microsoft word processors, and so on) . I t saves t he dat a as a t ext file, in which cell cont ent s are separat ed by com m as, and a new row of dat a is denot ed by a " press" of t he Ret urn key. Saving a file as a com m a- separat ed t ext file saves only t he current ly act ive worksheet , and dum ps any form at t ing or graphics.

1 4 .1 .5 .3 . Ta b de lim it e d t e x t ( .t x t ) Like com m a- separat ed values, t he t ab- delim it ed file form at provides anot her com m on way of get t ing your Excel sheet s int o ot her spreadsheet s or dat abases. I t saves t he dat a as a t ext file, in which cell cont ent s are separat ed by a " press" of t he Tab key, and a new row of dat a is denot ed by a " press" of t he Ret urn key. Saving a file as a t ab- delim it ed t ext file saves only t he current ly act ive worksheet , and dum ps any form at t ing or graphics.

1 4 .1 .5 .4 . Ex ce l t e m pla t e ( .x lt x ) The Tem plat e file form at is a special kind of Excel file t hat works like a st at ionery docum ent : When you open a t em plat e, Excel aut om at ically creat es and opens a copy of t he t em plat e, com plet e wit h all of t he form at t ing,

form ulas, and dat a t hat were in t he original t em plat e. I f you use t he sam e kind of docum ent over and over, t em plat es are an awesom e t im esaver. ( For m ore on Excel t em plat es, see Sect ion 12.1.1.) To save an Excel workbook as a t em plat e, choose File Save As and t hen select Tem plat e in t he pop- up Library Applicat ion m enu of t he Save window. Excel proposes st oring your new t em plat e in t he Hom e Microsoft Office User Tem plat es My Tem plat es folder on your hard drive. Any Support t em plat es you creat e t his way appear in t he My Tem plat es port ion of t he Proj ect Gallery and in t he My Tem plat es port ion of t he Sheet s t ab of t he Elem ent s Gallery ( see Sect ion 12.1.1) .

T ip : When you share t em plat es, play it safe by saving it as an Excel 97- 2004 Tem plat e ( .xlt ) unless you're absolut ely sure your cohort 's Office soft ware is up- t o- dat e.

1 4 .1 .5 .5 . W e b pa ge Where would a m odern soft ware program be wit hout t he abilit y t o t urn it s files int o Web pages? Sure enough, Excel can save workbooks as Web pages, com plet e wit h chart s, and wit h all sheet s int act . I n t he process, Excel generat es t he necessary HTML and XML files and convert s your graphics int o Web- friendly file form at s ( such as GI F) . All you have t o do is upload t he saved files t o a Web server t o m ake t hem available t o t he ent ire I nt ernet . Once you've post ed t hem on t he I nt ernet , ot hers can look t hrough your worksheet s wit h not hing but a Web browser, ideal for post ing your num bers for ot hers t o review. That 's t he only t hing t hey can do, in fact , since t he cells in your worksheet aren't edit able. To save a workbook as a Web page, choose File Save as Web Page. At t his point , t he bot t om of t he Save window gives you som e powerful set t ings t hat cont rol t he Web- page creat ion process:

W or k book , Sh e e t , Se le ct ion. Using t hese but t ons, specify how m uch of your workbook should be saved as a Web page—t he whole workbook, t he current ly act ive sheet , or j ust t he select ed cells. ( I f you choose Workbook, all of t he sheet s in your workbook will be saved as linked HTML files; t here'll be a series of links along t he bot t om t hat look j ust like your sheet t abs in Excel. Here again, t hough, t hese feat ures won't work sm oot hly for everyone, because not all Web browsers underst and JavaScript and fram es, which t hese bot t om - of- t he- window t abs require.)

Aut om a t e . This but t on brings up t he Aut om at e window, which let s you t urn on a rem arkable and powerful feat ure: Every t im e you save changes t o your Excel docum ent , or according t o an exact schedule t hat you specify, Excel can save changes t o t he Web- based version aut om at ically. Of course, you'll st ill be responsible for post ing t he HTML and graphics files t o your Web server. To set up a schedule, click " According t o a set schedule" and t hen click Set Schedule. I n t he Recurring Schedule window, set t he Web version t o be updat ed daily, weekly, m ont hly, or yearly. You can also specify t he day of t he week, as well as a st art and end dat e for aut om at ic updat ing. Updat ing happens only when t he workbook is opened in Excel.

W e b Opt ion s. The Web Opt ions dialog box let s you assign appropriat e t it les and keywords t o your Web pages. ( The t it le appears in t he t it le bar of your visit ors' browser windows and in search result s from search engines like Yahoo and Google; search engines also som et im es reference t hese keywords.) On t he Pict ures t ab, you can also t urn on PNG ( Port able Net work Graphics) graphics, which m akes sm aller graphics t hat download m ore quickly.

T ip : You can t est t he workbook- saved- as- Web- page feat ure by dropping t he HTML file on your Web browser's icon. I f you Web Page Preview t o view t he Web page. prefer, you m ay also choose File

1 4 .1 .5 .6 . Spr e a dsh e e t pr ope r t ie s Excel gives you t he chance t o at t ach addit ional inform at ion t o your files t hrough som et hing called propert ies. To Propert ies. I n t he result ing dialog box, you'll call up t he Propert ies dialog box for a worksheet , select File see five t abbed subj ect areas wit h all kinds of inform at ion about your file:

Ge n e r a l. This subj ect area t ells you t he docum ent t ype, it s locat ion, size, when it was creat ed and last m odified, and whet her it 's read- only or hidden.

Su m m a r y. This feat ure let s you ent er a t it le, subj ect , aut hor, m anager, com pany, cat egory, keywords, com m ent s, and a hyperlink base for your docum ent ( t he pat h you want t o use for all t he hyperlinks you creat e in t he docum ent ) .

St a t ist ics. This t ab shows when a docum ent was creat ed, m odified, and last print ed, as well as who last saved it . I t also displays a revision num ber and t he t ot al edit ing t im e on t he docum ent .

Con t e n t s. Here, you'll see t he workbook's cont ent s—all of it s sheet s, even t he hidden ones.

Cust om . Finally, t his t abbed area let s you ent er any num ber of ot her propert ies t o your workbook by giving t he propert y a nam e, t ype, and value. You can ent er j ust about anyt hing here.

Ch a pt e r 1 4 . For m u la a n d D a t a ba se M a gic Congrat ulat ions, you've m ast ered enough of Excel t o input num bers, perform calculat ions, creat e chart s and graphs, and log your DVD collect ion using t he List Manager. I n fact —you already have far m ore spreadsheet abilit y t han m ost people. I f, on t he ot her hand, you're t he kind of person who uses Excel for m ore t han a list m aker, whose business depends on t he flow of num bers, calculat ions, and proj ect ions, t here's st ill m ore t o learn. This chapt er covers t he eerie realm s of power Excel, where several people can work on t he sam e spreadsheet sim ult aneously over t he net work, files can connect t o dat abases or even t he Web for t heir inform at ion, and you can program Excel t o funct ion by it self.

1 4 .1 . W or k book s a n d W or k sh e e t s A w or kbook is an individual Excel file t hat you save on your hard drive. Each workbook is m ade up of one or m or e worksheet s, which let you organize your dat a in lot s of com plex and int erest ing ways. Try t hinking of a workbook as a bound ledger wit h m ult iple paper worksheet s. Alt hough m ost of t he work you do is probably in an individual sheet , it 's oft en useful t o st ore several spreadsheet s in a single workbook docum ent —for t he convenience of linking m ult iple Excel worksheet s.

1 4 .1 .1 . W or k in g w it h M u lt iple W or k sh e e t s Alt hough it doesn't offer quit e t he heart - pounding excit em ent of, say, t he Chart Gallery, m anaging t he worksheet s in a workbook is an im port ant part of m ast ering Excel. Here's what you should know t o get t he m ost out of your sheet s:

T ip : Several of t he t echniques described here involve select ing m ore t han one worksheet . To do so, t he individual sheet s you want —or click t he first in a consecut ive series, t hen Shift - click t he last .

- click t he t abs of

Addin g sh e e t s. Wit h Excel 2008, Microsoft m akes a noble effort t o save virt ual paper—and in t urn preserve a virt ual forest . I nst ead of t he t hree sheet s of Excel's past , every Excel workbook now st art s out wit h one sheet , bearing t he inspired nam e Sheet 1. ( You can set t he num ber of sheet s in a new workbook in Excel Preferences General panel.) To add a new sheet t o your workbook, click t he plus- sign t ab at t he bot t om of t he worksheet or choose I nsert Sheet Blank Sheet . A new sheet appears on t op of your current sheet , wit h it s t ab t o t he rightof t he ot her t abs; it 's nam ed Sheet 2 ( or Sheet 3, Sheet 4, and so on) .

T ip : To insert m ult iple sheet s in one swift m ove, select t he sam e num ber of sheet t abs t hat you want t o insert and Sheet Blank Sheet . For exam ple, t o insert t wo new sheet s, t hen click t he plus- sign t ab or choose I nsert select Sheet 1 and Sheet 2 by - clicking bot h t abs, and t hen click t he plus- sign t ab. Excel t hen insert s Sheet 4 and Sheet 5 ( t o t he right of all t he ot her sheet s if you click t he plus- sign t ab, t o t he right of t he select ed sheet if you choose I nsert Sheet Blank Sheet ) .

D e le t in g sh e e t s. To delet e a sheet , click t he doom ed sheet 's t ab ( or select several t abs) at t he bot t om of Delet e Sheet . ( Alt ernat ively, Cont rol- click t he sheet t ab and choose t he window, and t hen choose Edit Delet e from t he cont ext ual m enu.)

W a r n in g: You can't bring back a delet ed sheet . The Undo com m and ( Edit

Undo) doesn't work in t his cont ext .

H idin g a n d sh ow in g sh e e t s. I nst ead of delet ing a worksheet forever, you m ay find it helpful t o sim ply hide one ( or several) , keeping your peripheral vision free of dist ract ions while you focus on t he rem aining ones. To hide a sheet or sheet s, select t he corresponding worksheet t abs at t he bot t om of t he window, Sheet Hide. To show ( or unhide, as Excel calls it ) sheet s t hat have been t hen choose Form at Sheet Unhide; t his brings up a list of sheet s t o show. Choose t he sheet hidden, choose Form at t hat you want t o reappear, and click OK.

N ot e : You can unhide only one sheet at a t im e.

Re n a m in g sh e e t s. The easiest way t o renam e a sheet is t o double- click it s t ab t o highlight it s nam e, and t hen t ype t he new t ext ( up t o 31 charact ers long) . Alt ernat ively, you can select t he t ab of t he sheet you Sheet Renam e. You can also Cont rol- click t he sheet t ab want t o renam e and t hen choose Form at and choose Renam e from t he cont ext ual m enu.

POW ER USERS' CLI N I C Addin g Ba ck gr ou n d Pict u r e s t o Sh e e t s Every now and t hen, it 's easy t o feel sorry for Microsoft program m ers; aft er um pt een revisions, what possible feat ures can t hey add t o Excel? They m ust rack t heir brains, lying awake at night , t rying t o figure out what else t hey can invent . Surely, t he abilit y t o add a graphics file as a background im age behind your cell grid is an idea t hat sprang from j ust such a lat e- night idea session. St art by choosing Form at Sheet Background. An Open dialog box pops up, where you can choose t he graphics file ( JPEG, GI F, Phot oshop, and so on) t hat you want t o use as a background. Once you've select ed it and clicked I nsert , t he im age loads as t he spreadsheet 's background. I f t he im age isn't large enough t o fill t he ent ire worksheet , Excel aut om at ically t iles it , placing copies side by side unt il every cent im et er of t he window is filled. Clearly, if t his feat ure is ever successful in im proving a worksheet , it 's when t he background im age is ext rem ely light in color and low in cont rast . Most ot her im ages succeed only in rendering your num bers and t ext illegible.

I f, aft er adding an im age t o a sheet , you decide t hat it m akes t hings m uch, m uch worse, choose Form at Sheet Delet e Background. Your norm al whit e Excel sheet background ret urns. By t he way, t he background doesn't print . I t 's a screenonly t hing.

M ovin g a n d copyin g sh e e t s. To m ove a sheet ( so t hat , for exam ple, Sheet 1 com es aft er Sheet 3) , j ust drag it s t ab horizont ally. A t iny black t riangle indicat es where t he sheet will wind up, relat ive t o t he ot hers, when you release t he m ouse. Using t his t echnique, you can even drag a copy of a worksheet int o a different Excel docum ent .

T ip : Pressing Opt ion while you drag produces a copy of t he worksheet . ( The except ion is when you drag a sheet 's t ab int o a different workbook; in t hat case, Excel copies t he sheet regardless of whet her t he Opt ion key is held dow n. )

As usual, t here are ot her ways t o perform t his t ask. For exam ple, you can also select a sheet 's t ab and Move or Copy Sheet , or Cont rol- click t he sheet t ab and choose Move or Copy from t hen choose Edit t he cont ext ual m enu. I n eit her case, t he Move or Copy dialog box pops up. I n it , you can specify which open workbook t he sheet should be m oved t o, whet her you want t he sheet copied or m oved, and where you want t o place t he sheet relat ive t o t he ot hers.

Scr ollin g t h r ou gh sh e e t t a bs. I f you have m ore sheet t abs t han Excel can display in t he bot t om port ion of t he window, you can use t he four t ab scrolling but t ons t o scoot bet ween t he various sheet s ( see Figure 14- 1) . Anot her m et hod is t o Cont rol- click any t ab- scrolling but t on and t hen choose a sheet 's nam e from t he cont ext ual m enu.

Sh ow in g m or e or fe w e r sh e e t t a bs. The area reserved for Sheet t abs has t o share space wit h t he horizont al scroll bar. Fort unat ely, you can change how m uch area is devot ed t o showing sheet t abs by dragging t he sm all, gray, vert ical t ab t hat sit s bet ween t he t abs and t he scroll bar. Drag it t o t he left t o expand t he scroll bar area ( and hide worksheet t abs if necessary) ; drag it t o t he right t o reveal m ore t abs.

Figu r e 1 4 - 1 . Th e sh e e t scr ollin g bu t t on s be com e a ct ive on ly w h e n you be com e so fon d of sh e e t s t h a t you ca n n o lon ge r se e a ll t h e ir t a bs a t on ce . ( Or m a ybe you j u st h a ve a 1 2 - in ch Pow e r Book .) Fr om le ft t o r igh t , t h e fou r sh e e t scr ollin g bu t t on s pe r for m t h e follow in g fu n ct ion s: scr oll t h e t a bs t o t h e le ft m ost t a b, scr oll t h e t a bs t o t h e le ft by on e t a b, scr oll t h e t a bs t o t h e r igh t by on e t a b, a n d scr oll t h e t a bs a ll t h e w a y t o t h e r igh t . Con t r ol- click a n y of t h e bu t t on s a n d ch oose t h e sh e e t t o go t o fr om t h e pop- u p m e n u . You ca n a lso m a k e r oom for m or e t a bs be n e a t h you r spr e a dsh e e t by dr a ggin g t h e le ft e n d of t h e low e r scr oll ba r .

1 4 .1 .2 . Sh a r in g a W or k book Wit h a lit t le preparat ion, several Excel fans on t he sam e net work can work on a single worksheet at t he sam e t im e. ( I f you want t o share a workbook, but prevent ot hers from accessing it , read about prot ect ion on Sect ion 14.1.2.1 first . Bear in m ind, som e prot ect ion com m ands have t o be applied befor e you t urn on sharing.) To Share Workbook, which brings up t he Share Workbook dialog box. On t he share a workbook, choose Tools Edit ing t ab ( Figure 14- 2) , t urn on " Allow changes by m ore t han one user at t he sam e t im e." Click t he Advanced t ab for t he following opt ions:

Tr a ck ch a n ge s. This sect ion let s you set a t im e lim it on what changes are t racked ( see "Tracking Changes" on Sect ion 14.1.3) . I f you don't care what was changed m ont hs ago, you can lim it t he t racked changes t o 60 days. You can also t ell Excel not t o keep a change hist ory at all.

Upda t e ch a n ge s. Here, you specify when your view of t he shared workbook get s updat ed t o reflect changes t hat ot hers have m ade. You can set it t o display t he changes t hat have been m ade every t im e you save t he file, or you can com m and it t o updat e at a specified t im e int erval. I f you choose t o have t he changes updat ed aut om at ically aft er a t im e int erval, you can set t he workbook t o save aut om at ically ( t hus sending your changes out t o co- workers sharing t he workbook) and t o display ot hers' changes ( t hus receiving changes from your co- workers' saves) . Or you can set it not t o save your changes, and j ust t o show changes t hat ot hers have m ade.

Figu r e 1 4 - 2 . Th e Sh a r e W or k book dia log box r e ve a ls e x a ct ly w h o e lse is u sin g a sh a r e d w or k book . I f you w or r y t h a t on e of you r fe llow n e t w or k cit ize n s is a bou t t o m a k e ill- a dvise d ch a n ge s, click h is n a m e a n d t h e n click Re m ove Use r . You r com r a de is n ow e j e ct e d fr om t h e spr e a dsh e e t pa r t y. I f h e t r ie s t o sa ve ch a n ge s t o t h e file , h e 'll ge t a n e r r or m e ssa ge e x pla in in g t h e sit u a t ion . Ple a se n ot e t h a t t h e r e 's lit t le se cu r it y in sh a r e d w or k book s. As you ca n se e , t w o pe ople a r e logge d in a n d a ble t o m a k e ch a n ge s fr om t w o diffe r e n t M a cs a t t h e sa m e t im e . Of cou r se , if you pa ssw or d pr ot e ct t h e sh e e t be for e sh a r in g it , you 'll a ch ie ve a ba sic, k e e pin gh on e st - pe ople - h on e st le ve l of se cu r it y.

Con flict in g ch a n ge s be t w e e n u se r s. This sect ion governs whose changes " win" when t wo or m ore people m ake changes t o t he sam e workbook cell. You can set it so t hat you're asked t o referee ( which can be a lot of work) , or so t hat t he m ost recent changes saved are t he ones t hat win ( which can be risky) . Clearly, neit her opt ion is perfect . Since each person can est ablish set t ings independent ly, it 's wort h working out a unified collaborat ion policy wit h your co- workers ( see Figure 14- 3) .

Figu r e 1 4 - 3 . Th e Re su lt Con flict s dia log box a ppe a r s w h e n t w o pe ople t r y t o ch a n ge t h e sa m e ce ll. You 'r e give n t h e opt ion of a cce pt in g on e ch a n ge or t h e ot h e r . I f Ex ce l list s m or e t h a n on e con flict , you ca n a lso ch oose t o a cce pt e it h e r a ll of you r ch a n ge s or a ll of you r co- w or k e r 's.

I n clu de in pe r son a l vie w . These t wo checkboxes—Print set t ings and Filt er set t ings—let you ret ain print ing and filt ering changes t hat are independent of t he workbook. They can be set independent ly by anyone who opens t he workbook.

When you click OK, Excel prom pt s you t o save t he workbook—if you haven't already. Save it on a net worked disk where ot hers can see it . Now, anyone who opens t he workbook from across t he net work opens it as a shared book. Shared workbooks have som e lim it at ions, det ailed in t he Excel help t opic, " Share a workbook." Here's a sum m ary of t hings t hat you can't do wit h a shared workbook:

Assign, change, or delet e a password t hat prot ect s a worksheet .

I nsert chart s, hyperlinks, obj ect s, or pict ures.

Make or change Pivot Tables, or m ake or refresh dat a t ables ( Sect ion 14.3.1.2) .

Merge, insert , or delet e blocks of cells; delet e worksheet s.

Use aut om at ic subt ot als or drawing t ools.

Use or creat e condit ional form at s or dat a validat ion ( Sect ion 14.4.3.2) .

View or edit scenarios (Sect ion 14.4.2.3) .

1 4 .1 .2 .1 . Pr ot e ct in g t h e spr e a dsh e e t

Fort unat ely, t here's no need t o give everyone on t he net work unfet t ered access t o your carefully designed spreadsheet . You can prot ect your spreadsheet in several ways, as described here, and your colleagues can't t urn off t hese prot ect ions wit hout choosing Tools Unprot ect Sheet ( or Unprot ect Workbook) —and t hat requires a password ( if you've set one up) .

Pr ot e ct a w or k book fr om ch a n ge s. Choose Tools Prot ect ion Prot ect Workbook, which brings up t he Prot ect Workbook dialog box. By t urning on St ruct ure and/ or Windows, you can prot ect t he workbook's st ruct ure ( which keeps it s sheet s from being delet ed, changed, hidden, or renam ed) and it s windows ( which keeps t he workbook's windows from being m oved, resized, or hidden) . Bot h of t hese safeguards are especially im port ant in a spreadsheet you've carefully set up for onscreen reviewing. You can also assign a password t o t he workbook so t hat if som eone want s t o t urn off it s prot ect ion, he needs t o know t he password.

Pr ot e ct a sh e e t fr om ch a n ge s. Choose Tools Prot ect ion Prot ect Sheet t o bring up t he Prot ect Sheet dialog box. Turn on t he Cont ent s checkbox t o prot ect all lock ed cells in a worksheet ( described next ) . Turn on Obj ect s t o prevent changes t o graphic obj ect s on a worksheet , including form at s of all chart s and com m ent s. Finally, t urn on t he Scenarios checkbox t o keep scenario definit ions ( Sect ion 14.4.2.3) from being changed. The bot t om of t he dialog box let s you assign a password t o t he worksheet ; t his password will be required from anyone who at t em pt s t o t urn off t he prot ect ions you've est ablished.

Pr ot e ct in dividu a l ce lls fr om ch a n ge s. Excel aut om at ically form at s all cells in a new worksheet as locked, so if you prot ect t he cont ent s of a sheet you've been working in, all t he cells will be rendered unchangeable. I f you want som e cells in a prot ect ed sheet t o be edit able, you have t o unlock t hem while Cells. I n t he result ing dialog box, t he sheet is unprot ect ed. Unlock select ed cells by choosing Form at click t he Prot ect ion t ab, t urn off t he Locked checkbox, and t hen click OK.

Re qu ir e a pa ssw or d t o ope n a w or k book . Open t he workbook you want t o prot ect and choose File Save As ( or, if you've never saved t his workbook before, choose File Save) . I n t he Save dialog box, click Opt ions. I n t he result ing dialog box ( Figure 14- 4) , ent er one password t o allow t he file t o be opened and, if you desire, anot her t o allow file m odificat ion.

T ip : Alt ernat ively, choose Excel Preferences Securit y and assign a password t o open or t o m odify t he workbook, and use t he t wo but t ons t o access t he Prot ect Workbook dialog box and t he Prot ect Sheet dialog box.

Figu r e 1 4 - 4 . En t e r in g a pa ssw or d in t h e t op t e x t box pr e ve n t s ot h e r s fr om ope n in g you r w or k book w it h ou t t h e pa ssw or d. I f you spe cify on ly t h e se con d pa ssw or d, pe ople ca n ope n t h e file , bu t ca n 't m a k e ch a n ge s w it h ou t t h e pa ssw or d.

W a r n in g: Rem em ber t hese passwords! I f you forget t hem , you've locked yourself out of your own workbook. There's no way t o recover t hem wit hout buying a password cracking program .

H ide r ow s, colu m n s, or sh e e t s. Once you've hidden som e rows, colum ns, or sheet s (Sect ion 13.1.3.2) , Prot ect ion Prot ect you can prevent people from m aking t hem reappear by choosing Tools Workbook. Turn on St ruct ure and t hen click OK.

Prot ect ing a sh a r e d w or k book . To prot ect a shared workbook, choose Tools Prot ect ion Prot ect Shared Workbook, which brings up t he Prot ect Shared Workbook window. This window present s you wit h t wo prot ect ion choices. I f you t urn on "Sharing wit h t rack changes" and ent er a password, you prevent ot hers from t urning off change t racking—a way of looking at who m akes what changes t o your workbook. Turning on t his checkbox also shares t he workbook, as det ailed previously.

1 4 .1 .3 . Tr a ck in g Ch a n ge s When people m ake changes t o your spreadsheet over t he net work, you aren't necessarily condem ned t o a life of frust rat ion and chaos, even t hough num bers t hat you input originally m ay be changed beyond recognit ion. Exact ly as in Word, Excel has a change t racking feat ure t hat let s you see exact ly which of your co- workers m ade what changes t o your spreadsheet and, on a case- by- case basis, approve or elim inat e t hem . ( The changes, not t he co- workers.) Track Changes Highlight Changes, To see who's been t ipt oeing t hrough your workbook, choose Tools which brings up t he Highlight Changes dialog box ( Figure 14- 5) . I n it , you can choose how changes are highlight ed: by t im e or by t he person m aking t he changes. To lim it t he revision t racking t o a specific area on t he worksheet , click t he spreadsheet icon at t he right of t he Where field, select t he area, and t hen click t he icon again. As life goes on wit h t his spreadsheet on your net work, Excel highlight s changes m ade by your co- workers wit h a t riangular flag at t he upper- left corner of a cell or block of cells ( Figure 14- 5, m iddle) .

Once you've reviewed t he changes, you m ay decide t hat t he original figures were superior t o t hose in t he changed version. At t his point , Excel gives you t he opport unit y t o analyze each change. I f you t hink t he change was an im provem ent , you can accept it , m aking it part of t he spreadsheet from now on. I f not , you can rej ect t he change, rest oring t he cell cont ent s t o what ever was t here before your net work com rades assert ed t hem selves.

Figu r e 1 4 - 5 . Top: Th is dia log box le t s you t u r n on ch a n ge t r a ck in g a n d spe cify w h ose ch a n ge s a r e h igh ligh t e d. By t u r n in g on W h e r e , click in g t h e t in y spr e a dsh e e t icon n e x t t o t h e box , a n d dr a ggin g in you r w or k sh e e t , you ca n a lso lim it t h e t r a ck in g fe a t u r e t o a spe cific a r e a of t h e w or k sh e e t . M iddle : Th e sh a de d t r ia n gle in t h e u ppe r - le ft cor n e r of a ce ll in dica t e s t h a t som e body ch a n ge d it s con t e n t s. A com m e n t ba lloon le t s you k n ow e x a ct ly w h a t t h e ch a n ge w a s. Bot t om : Usin g t h is dia log box , you ca n w a lk t h r ou gh a ll t h e ch a n ge s in a spr e a dsh e e t on e a t a t im e , givin g e a ch ch a n ge d ce ll you r a ppr ova l or r e st or in g it t o it s or igin a l va lu e .

To perform t his accept / rej ect rout ine, choose Tools Track Changes Accept or Rej ect Changes. I n t he Select Changes t o Accept or Rej ect dialog box, you can set up t he reviewing process by specifying which changes you want t o review ( according t o when t hey were m ade, who m ade t hem , and where t hey're locat ed in t he worksheet ) . When you click OK, t he reviewing process begins ( Figure 14- 5, bot t om ) .

1 4 .1 .4 . M e r gin g W or k book s I n m any work sit uat ions, you m ay find it useful t o dist ribut e copies of a workbook t o several people for t heir perusal and t hen incorporat e t heir changes int o a single workbook.

Perform ing t his feat , however, requires som e preparat ion—nam ely, creat ing a shared workbook ( see t he previous sect ion) , and t hen configuring t he workbook's change hist ory . You'll find t his opt ion by choosing Tools Share Workbook and t hen clicking t he Advanced t ab ( Figure 14- 6) . The num ber t hat you specify in t he " Keep change hist ory for" box det erm ines how old changes can be before t hey becom e irrelevant . The t heory behind t his feat ure cont ends t hat you'll st op caring about changes t hat are older t han t he num ber of days t hat you set . (Tracking changes forever can bloat a file's size, t oo.)

Figu r e 1 4 - 6 . To pr e p you r w or k book for la t e r m e r gin g, t u r n on t h e " Ke e p ch a n ge h ist or y" opt ion in t h e Sh a r e W or k book dia log box . You a lso h a ve t o com ple t e you r m e r ge w it h in t h e t im e lim it t h a t you se t in t h e " Tr a ck ch a n ge s" a r e a . On ce you 'r e r e a dy t o br in g e ve r yt h in g t oge t h e r , ch oose Tools M e r ge W or k book s a n d se le ct t h e fir st w or k book t h a t you w a n t t o m e r ge in t o t h e cu r r e n t w or k book .

Once you've prepared your workbook, dist ribut e it via em ail or net work. Ask your colleagues t o m ake com m ent s and changes and t hen ret urn t heir spreadsheet copies t o you ( wit hin t he t im e lim it you specified, as described in t he previous paragraph) . Collect all of t he copies int o one place. ( You m ay need t o renam e t he workbooks t o avoid replacing one wit h anot her, since t hey can't occupy t he sam e folder if t hey have t he sam e nam es.) Merge Workbooks, which brings up an Open Now open a copy of t he shared workbook and choose Tools dialog box. Choose t he file you want t o m erge int o t he open workbook, and t hen click OK. This process has t o be repeat ed for every workbook you want t o m erge.

1 4 .1 .5 . Ex por t in g File s Every now and t hen, you m ay find it useful t o send your Excel dat a t o a different program —a dat abase program , for exam ple, or even AppleWorks ( if you're collaborat ing wit h som ebody who doesn't have Office) . Fort unat ely, Microsoft engineers have built in m any different file form at s for your Excel conversion pleasure. Save As; t hen select t he file form at you want To save your Excel file in anot her file form at , choose File from t he Form at pop- up m enu. Here are a few of t he m ost useful opt ions in t hat pop- up m enu.

N ot e : Apple's Num bers '08 can im port files in eit her .xls or .xlsx form at and export in .xls form at .

1 4 .1 .5 .1 . Ex ce l 9 7 - 2 0 0 4 W or k book ( .x ls) I f you're sharing your docum ent wit h Excel fans who have yet t o upgrade t o Excel 2008 for t he Mac or Excel 2007 for PC ( or if you're uncert ain) , be sure and save your spreadsheet in t his.xls form at . The new ( .xlsx) file form at can only be read by Excel 2008 and 2007. ( See page xxviii for m ore on t he new XML file form at s.)

1 4 .1 .5 .2 . Com m a se pa r a t e d va lu e s ( .csv) The com m a- separat ed file form at is a popular way of get t ing your Excel sheet s int o ot her spreadsheet s or dat abases ( AppleWorks, FileMaker, non- Microsoft word processors, and so on) . I t saves t he dat a as a t ext file, in which cell cont ent s are separat ed by com m as, and a new row of dat a is denot ed by a " press" of t he Ret urn key. Saving a file as a com m a- separat ed t ext file saves only t he current ly act ive worksheet , and dum ps any form at t ing or graphics.

1 4 .1 .5 .3 . Ta b de lim it e d t e x t ( .t x t ) Like com m a- separat ed values, t he t ab- delim it ed file form at provides anot her com m on way of get t ing your Excel sheet s int o ot her spreadsheet s or dat abases. I t saves t he dat a as a t ext file, in which cell cont ent s are separat ed by a " press" of t he Tab key, and a new row of dat a is denot ed by a " press" of t he Ret urn key. Saving a file as a t ab- delim it ed t ext file saves only t he current ly act ive worksheet , and dum ps any form at t ing or graphics.

1 4 .1 .5 .4 . Ex ce l t e m pla t e ( .x lt x ) The Tem plat e file form at is a special kind of Excel file t hat works like a st at ionery docum ent : When you open a t em plat e, Excel aut om at ically creat es and opens a copy of t he t em plat e, com plet e wit h all of t he form at t ing,

form ulas, and dat a t hat were in t he original t em plat e. I f you use t he sam e kind of docum ent over and over, t em plat es are an awesom e t im esaver. ( For m ore on Excel t em plat es, see Sect ion 12.1.1.) To save an Excel workbook as a t em plat e, choose File Save As and t hen select Tem plat e in t he pop- up Library Applicat ion m enu of t he Save window. Excel proposes st oring your new t em plat e in t he Hom e Microsoft Office User Tem plat es My Tem plat es folder on your hard drive. Any Support t em plat es you creat e t his way appear in t he My Tem plat es port ion of t he Proj ect Gallery and in t he My Tem plat es port ion of t he Sheet s t ab of t he Elem ent s Gallery ( see Sect ion 12.1.1) .

T ip : When you share t em plat es, play it safe by saving it as an Excel 97- 2004 Tem plat e ( .xlt ) unless you're absolut ely sure your cohort 's Office soft ware is up- t o- dat e.

1 4 .1 .5 .5 . W e b pa ge Where would a m odern soft ware program be wit hout t he abilit y t o t urn it s files int o Web pages? Sure enough, Excel can save workbooks as Web pages, com plet e wit h chart s, and wit h all sheet s int act . I n t he process, Excel generat es t he necessary HTML and XML files and convert s your graphics int o Web- friendly file form at s ( such as GI F) . All you have t o do is upload t he saved files t o a Web server t o m ake t hem available t o t he ent ire I nt ernet . Once you've post ed t hem on t he I nt ernet , ot hers can look t hrough your worksheet s wit h not hing but a Web browser, ideal for post ing your num bers for ot hers t o review. That 's t he only t hing t hey can do, in fact , since t he cells in your worksheet aren't edit able. To save a workbook as a Web page, choose File Save as Web Page. At t his point , t he bot t om of t he Save window gives you som e powerful set t ings t hat cont rol t he Web- page creat ion process:

W or k book , Sh e e t , Se le ct ion. Using t hese but t ons, specify how m uch of your workbook should be saved as a Web page—t he whole workbook, t he current ly act ive sheet , or j ust t he select ed cells. ( I f you choose Workbook, all of t he sheet s in your workbook will be saved as linked HTML files; t here'll be a series of links along t he bot t om t hat look j ust like your sheet t abs in Excel. Here again, t hough, t hese feat ures won't work sm oot hly for everyone, because not all Web browsers underst and JavaScript and fram es, which t hese bot t om - of- t he- window t abs require.)

Aut om a t e . This but t on brings up t he Aut om at e window, which let s you t urn on a rem arkable and powerful feat ure: Every t im e you save changes t o your Excel docum ent , or according t o an exact schedule t hat you specify, Excel can save changes t o t he Web- based version aut om at ically. Of course, you'll st ill be responsible for post ing t he HTML and graphics files t o your Web server. To set up a schedule, click " According t o a set schedule" and t hen click Set Schedule. I n t he Recurring Schedule window, set t he Web version t o be updat ed daily, weekly, m ont hly, or yearly. You can also specify t he day of t he week, as well as a st art and end dat e for aut om at ic updat ing. Updat ing happens only when t he workbook is opened in Excel.

W e b Opt ion s. The Web Opt ions dialog box let s you assign appropriat e t it les and keywords t o your Web pages. ( The t it le appears in t he t it le bar of your visit ors' browser windows and in search result s from search engines like Yahoo and Google; search engines also som et im es reference t hese keywords.) On t he Pict ures t ab, you can also t urn on PNG ( Port able Net work Graphics) graphics, which m akes sm aller graphics t hat download m ore quickly.

T ip : You can t est t he workbook- saved- as- Web- page feat ure by dropping t he HTML file on your Web browser's icon. I f you Web Page Preview t o view t he Web page. prefer, you m ay also choose File

1 4 .1 .5 .6 . Spr e a dsh e e t pr ope r t ie s Excel gives you t he chance t o at t ach addit ional inform at ion t o your files t hrough som et hing called propert ies. To Propert ies. I n t he result ing dialog box, you'll call up t he Propert ies dialog box for a worksheet , select File see five t abbed subj ect areas wit h all kinds of inform at ion about your file:

Ge n e r a l. This subj ect area t ells you t he docum ent t ype, it s locat ion, size, when it was creat ed and last m odified, and whet her it 's read- only or hidden.

Su m m a r y. This feat ure let s you ent er a t it le, subj ect , aut hor, m anager, com pany, cat egory, keywords, com m ent s, and a hyperlink base for your docum ent ( t he pat h you want t o use for all t he hyperlinks you creat e in t he docum ent ) .

St a t ist ics. This t ab shows when a docum ent was creat ed, m odified, and last print ed, as well as who last saved it . I t also displays a revision num ber and t he t ot al edit ing t im e on t he docum ent .

Con t e n t s. Here, you'll see t he workbook's cont ent s—all of it s sheet s, even t he hidden ones.

Cust om . Finally, t his t abbed area let s you ent er any num ber of ot her propert ies t o your workbook by giving t he propert y a nam e, t ype, and value. You can ent er j ust about anyt hing here.

1 4 .2 . Adva n ce d For m u la M a gic Chapt er 12 covers t he fundam ent als of form ulas—ent ering t hem m anually, using t he Form ula Builder, and so on. The following sect ion dives deeper int o t he heart of Excel's m at hem at ical power—it s form ulas.

N ot e : There's a difference bet ween form ulas and funct ions. A form ula is a calculat ion t hat uses an arit hm et ic operat or ( such as = A1+ A2+ A3+ A4+ A5 ) , while a funct ion is a canned form ula t hat saves you t he work of creat ing a form ula yourself ( such as = SUM( A1: A5) ) .Because t here's no difference in how you use t hem , t his chapt er uses t he t erm s int erchangeably.

1 4 .2 .1 . N e st e d For m u la s A nest ed form ula is a form ula t hat 's used as an argum ent ( see t he box on Sect ion 12.2.2.3) t o anot her form ula. For exam ple, in t he form ula = ABS( SUM( A1: A3) ) , t he form ula SUM( A1: A3) is nest ed wit hin an absolut e- value form ula. When int erpret ing t his form ula, Excel first adds t he cont ent s of cells A1 t hrough A3, and t hen finds t he absolut e value of t hat result —t hat 's t he num ber you'll see in t he cell. Nest ed form ulas keep you from having t o use ot her cells as placeholders; t hey're also essent ial for writ ing com pact form ulas. I n som e cases ( such as wit h t he logical I F funct ion) , nest ing let s you add real sophist icat ion t o your Excel spreadsheet s by having Excel m ake decisions based on form ula result s.

1 4 .2 .2 . Th e For m u la Bu ilde r The Form ula Builder is a quick way of building powerful m at hem at ical m odels in your spreadsheet s. When act ivat ed, t he Form ula Builder shows every im aginable aspect of a form ula: t he value of t he cells used in it , a descript ion of what t he form ula does, a descript ion of t he argum ent s used in t he form ula, and t he result of t he form ula. To use t he Form ula Builder, click t he Toolbox but t on in t he t oolbar and click t he Toolbox's fx t ab. When t he Form ula Builder pops up ( Figure 14- 7) , it shows one of t wo t hings:

I f t he current ly act ive cell doesn't cont ain a funct ion, t he bot t om of t he Form ula Builder says " To begin, double- click a funct ion in t he list ." Use t he Search field or scroll t hrough t he Form ula Builder's long, long list t o find your funct ion.

I f t he current ly act ive cell cont ains a funct ion, or if you t ype a funct ion int o your form ula, t he Form ula Builder opens fully and t ries t o help you wit h t he funct ion.

Once t he Form ula Builder appears, you can use it t o const ruct your form ula. I t provides a t ext box for each funct ion param et er. Typing t he param et er in t he t ext box effect ively insert s it int o it s proper place in t he form ula. You can also click cells or drag t hrough cells in t he spreadsheet t o insert t he cell reference or range in t he Form ula Builder. As you fill out t he form ula in t he Form ula Builder, t he form ula's result appears in t he bot t om of t he palet t e as well as in t he act ive cell. When you're done creat ing t he form ula in t he Form ula Palet t e, press Ret urn t o ent er it in t he cell.

Figu r e 1 4 - 7 . Ex ce l's For m u la Bu ilde r con ve n ie n t ly pr e se n t s a n a m a zin g a m ou n t of in for m a t ion a bou t a se le ct e d ce ll's for m u la . I t 's e spe cia lly h e lpfu l for t im e s w h e n you k n ow som e t h in g a bou t t h e for m u la t h a t you 'r e e n t e r in g, bu t you n e e d a lit t le h e lp w it h t h e de t a ils. Th e For m u la Bu ilde r n ot on ly sh ow s t h e r e su lt of t h e for m u la bu t a lso list s t h e a r gu m e n t s a n d t h e r e fe r e n ce d ce ll con t e n t s. I t give s a sh or t de scr ipt ion of t h e fu n ct ion a n d sh ow s it s syn t a x . Click " M or e h e lp on t h is fu n ct ion " t o ope n t h e fu n ct ion s pa ge in Ex ce l H e lp for a m or e de t a ile d de scr ipt ion a n d fu r t h e r e x a m ple s. You ca n m odify you r fu n ct ion by e dit in g dir e ct ly in t h is w in dow ; click t h e plu s- sign bu t t on t o a dd m or e a r gu m e n t s.

Alt hough t he Form ula Builder m ight seem like overkill when it com es t o sim ple form ulas ( such as a SUM) , it 's a big help when you're dealing wit h m ore com plex form ulas. I t out lines t he param et ers t hat t he form ula is expect ing and gives you places t o plug in t hose param et ers. The rangefinder feat ure ( Sect ion 12.2) also m akes it easier t o t rack your calculat ions. ( The rangefinder highlight s each cell cit ed in t he calculat ion wit h t he sam e color used t o denot e t he cell in t he calculat ion. I t 's a sharp way t o keep t rack of what you're doing, and which cells you're doing it wit h.)

1 4 .2 .3 . Cir cu la r Re fe r e n ce s I f you creat e a form ula t hat , direct ly or indirect ly, refers t o t he cell cont aining it , beware of t he circular reference. This is t he spreadsheet version of a Mexican st andoff: The form ula in each cell depends on t he ot her, so neit her form ula can m ake t he first m ove. Suppose, for exam ple, you t ype t he form ula = SUM( A1: A6) int o cell A1. This form ula asks Excel t o add cells A1 t hrough A6 and put t he result in cell A1—but since A1 is included in t he range of cells for Excel t o add, t hings quickly get confusing. To m ake m at t ers worse, a few specialized form ulas act ually require t hat you use form ulas wit h circular references. Now, im agine how difficult it can be t o disent angle a circular reference t hat 's inside a nest ed form ula t hat refers t o form ulas in ot her cells—it 's enough t o m ake your t eet h hurt . Fort unat ely, Excel can help. For exam ple, when you ent er a form ula cont aining a circular reference, Excel im m ediat ely int errupt s your work wit h a dialog box t hat explains what 's happening. You m ay ent er a form ula t hat doesn't it self cont ain a circular reference, but inst ead com plet es a circular reference involving a group of cells. Or t he form ulas in t wo different cells m ight refer t o each ot her in a circular fashion, as shown in Figure 14- 8.

Figu r e 1 4 - 8 . D ou ble - click t h e t r a ce r a r r ow t o j u m p t o t h e n e x t ce ll in volve d in t h e cir cu la r r e fe r e n ce , or click t h e bu t t on s on t h e t oolba r . W it h t h e se t ools, Ex ce l r e ve a ls t h e va r iou s ce lls in volve d in t h e cir cu la r r e fe r e n ce ; e ve n t u a lly, you sh ou ld be a ble t o u n t a n gle t h e pr oble m .

To leave t he form ula as is, click Cancel. For help, click OK, which brings up a Microsoft Office Help window loaded wit h direct ions and t he Circular Reference t oolbar. ( Excel also overlays circles and t racer arrows on t he cells of your spreadsheet .)

1 4 .2 .3 .1 . I t e r a t ion s On t he ot her hand, cert ain funct ions ( m ost ly scient ific and engineering) need circular references t o work properly. For exam ple, if you're doing a bit of goal- seeking ( Sect ion 14.4.2.2) , you can use circular references t o plug num bers int o a form ula unt il t he form ula is equal t o a set value. I n t hese cases, Excel has t o calculat e form ulas wit h circular references repeat edly, because it uses t he result s of a first set of calculat ions as t he basis for a second calculat ion. Each such cycle is known as an it er at ion. For exam ple, suppose you want t o figure out what value, when plugged int o a form ula, will produce a result of 125. I f your first guess of 10 gives you a result of 137 when plugged int o t he form ula, a circular reference can use t hat result t o adj ust your guess ( say, reducing it t o 9.5) , t hen m ake a second pass at evaluat ing t he form ula. This second pass is a second it erat ion. I f 9.5 doesn't do t he t rick, Excel can m ake a t hird it erat ion t o get even closer, and so on, unt il it reaches a level of accuracy t hat 's close enough. To t urn it erat ion on ( and set som e of it s param et ers) , choose Excel

Preferences; click Calculat ion. I n t he

Calculat ion panel, t urn on Lim it I t erat ion, and change t he num ber of it erat ions and, if you like, a m axim um change value. Excel aut om at ically st ops aft er 100 it erat ions, or when t he difference bet ween it erat ions is sm aller t han 0.001. I f you m ake t he m axim um num ber of it erat ions larger or t he m axim um change bet ween it erat ions sm aller, Excel can produce m ore accurat e result s. Accordingly, it also needs m ore t im e t o calculat e t hose result s.

1 4 .2 .4 . Con n e ct in g t o Ot h e r W or k book s Form ulas aren't necessarily confined t o dat a in t heir own " hom e" worksheet ; you can link t hem t o cells in ot her worksheet s in t he sam e workbook, or even t o cells in ot her Excel docum ent s. That 's a handy feat ure when, for exam ple, you want t o run an analysis on a budget worksheet wit h your own set of Excel t ools, but you don't want t o re- ent er t he dat a in your workbook or alt er t he original workbook. To link a form ula t o anot her sheet in t he sam e workbook, st art t yping your form ula as you norm ally would. When you reach t he part of t he form ula where you want t o refer t o t he cells in anot her worksheet , click t he sheet 's t ab t o bring it t o t he front . Then select t he cells t hat you want t o appear in t he form ula, j ust as you norm ally would when building a form ula. When you finish clicking or dragging t hrough cells, press Ent er and Excel inst ant ly ret urns you t o t he sheet where you were building t he form ula. I n t he cell, you'll find a special not at ion t hat indicat es a reference t o a cell on anot her sheet . For exam ple, if a form ula on Sheet 3 t akes t he sum of G1 t hrough G6 on Sheet 1, t he form ula looks like t his: = SUM( Sheet 1! G1: G6) . To link a form ula in Docum ent A t o cells in anot her workbook ( Docum ent B) , t he process is alm ost ident ical. St art t yping t he form ula in Docum ent A. Then, when it 's t im e t o specify t he cells t o be used in t he form ula, open Docum ent B. Select t he cells you want t o use by clicking or dragging; when you press Ent er, t hey appear in t he form ula. Excel ret urns you t o t he original docum ent , where you'll see t he Docum ent B cells writ t en out in a pat h not at ion ( see Figure 14- 9) . Once you've set up such a cell reference, Excel aut om at ically updat es Docum ent A each t im e you open it wit h Docum ent B already open. And if Docum ent B is closed, Excel asks if you want t o updat e t he dat a. I f you say yes, Excel looks int o Docum ent B and grabs what ever dat a it needs. I f som ebody has changed Docum ent B since t he last t im e Docum ent A was opened, Excel recalculat es t he worksheet based on t he new num bers.

Figu r e 1 4 - 9 . Ex t e r n a l ce ll r e fe r e n ce s displa y t h e pa t h t o t h e w or k sh e e t of t h e e x t e r n a l spr e a dsh e e t be t w e e n sin gle qu ot a t ion m a r k s in t h e for m u la ba r . I f you m ove t h e file or r e n a m e a n y volu m e s or folde r s a lon g t h e pa t h , you 'll br e a k t h e lin k . You ca n m a n u a lly u pda t e t h e e x t e r n a l r e fe r e n ce in t h e for m u la ba r , bu t it 's oft e n e a sie r t o j u st dou ble - click t h e ce ll, pr e ss Re t u r n , n a viga t e ba ck t o t h e e x t e r n a l docu m e n t , a n d le t Ex ce l u pda t e t h e r e fe r e n ce . ( An d you w on 't r isk a pa t h - br e a k in g t ypo.)

T ip : I f you want Docum ent A updat ed aut om at ically whenever you open it ( and don't want t o be int errupt ed wit h Excel's Preferences, click Edit , and t hen t urn off " Ask t o updat e aut om at ic links." Excel now request t o do so) , choose Excel aut om at ically updat es t he link wit h t he dat a from t he last saved version of Docum ent B.

TROUBLESH OOTI N G M OM EN T Ke e pin g Tr a ck of Re fe r e n ce s The problem wit h referring t o ot her workbooks in form ulas is t hat t hings change—and cause confusion. Suppose, for exam ple, t hat one Excel workbook, Docum ent A, cont ains a form ula in reference t o a cell in Docum ent B. But if som ebody renam es Docum ent B, renam es t he disk it 's on, or m oves t he file t o a different folder, Excel can't find Docum ent B. The link t o t he ext ernal workbook is broken. When you t ry t o updat e t hose references, Excel t ells you t hat it can't find t he sheet cont aining t he dat a it needs and it displays an Open dialog box, asking you t o locat e t he m issing dat a. Now all you need t o do is navigat e t o Docum ent B—even if it has a new nam e or it 's on a new hard drive—and click OK. Excel fixes t he reference so t hat everyt hing works norm ally. For t he curious ( or t he coders) , t here's a m anual way t o fix such a broken link, t oo. Click t he cell wit h t he ext ernal reference; t he form ula—com plet e wit h t he ext ernal reference—appears in t he Form ula bar. I nside t he form ula, t here's a series of nam es wit h colons and bracket s, as shown in Figure 14- 9. Think of t his pat h not at ion as a st reet m ap t o t he locat ion of t he ext ernal file on your hard drive. The first phrase aft er t he left parent hesis and single quot e is t he nam e of t he hard drive ( PB12HD, in t his illust rat ion) . Then com e a series of folder nam es separat ed by colons; in t his illust rat ion, t he file is in t he j im user direct ory, in t he Docum ent s folder, and t hen in a folder called I nvest m ent s. Finally, you'll find t he file's nam e ( St ock Wat ch.xlsx, in t his exam ple) inside t he bracket s. The phrase t o t he right of t he right bracket ident ifies one worksheet nam e inside t he file ( Sheet 1) . Aft er t hat , t here's anot her single quot e and an exclam at ion point , which m arks t he end of t he ext ernal reference. Then, finally, t here's t he nam e of t he cell ( expressed as absolut e cell references wit h $ signs, as described on Sect ion 12.2.4.2) used in t he form ula. Arm ed wit h t his inform at ion, you can repair a broken ext ernal cell reference. I f you renam ed t he hard drive, correct t he problem by changing t he first nam e in t he list t o m at ch t he new hard drive nam e. I f you've changed t he folder locat ion of Docum ent B, you can correct t he sit uat ion here by t yping t he proper folder pat h. I f you've renam ed Docum ent B, sim ply ent er t he new file nam e in t he space bet ween t he bracket s

1 4 .2 .5 . Au dit in g Every now and t hen, you'll find a form ula whose cell references are am iss. I f t he form ula references anot her form ula, t racing down t he source of your problem s can be a real pain. Excel's Audit ing t ools can help you access t he root of form ula errors by showing you t he cells t hat a given form ula references and t he form ulas t hat reference a given cell. Bright ly colored t racer arrows ( t hese won't appear in an Excel workbook saved as an HTML file) appear bet ween cells t o indicat e how t hey all relat e t o each ot her. The key t o correct ing form ula errors is t he Tools

Audit ing m enu it em , which has five subm enu choices:

Tr a ce Pr e ce de n t s draws arrows from t he current ly select ed cell t o any cells t hat provide values for it s

form ula.

Tr a ce D e pe n de n t s draws arrows from t he current ly select ed cell, showing which ot her form ulas refer t o it .

Tr a ce Er r or draws an arrow from an act ive cell cont aining a " broken" form ula t o t he cell or cells t hat caused t he error.

Re m ove All Ar r ow s hides all t he audit ing arrows.

Sh ow Au dit in g Toolba r hides or shows t he Audit ing Toolbar. This t oolbar's but t ons t urn on ( and off) t he kinds of arrows described in t he previous paragraphs, all in an effort t o help you t race how form ulas and cells relat e wit h each ot her. I t also cont ains but t ons for at t aching com m ent s, for circling invalid dat a, and for rem oving t hose circles.

1 4 .3 . W or k in g w it h D a t a ba se s Excel has m uch in com m on wit h dat abase program s. Bot h kinds of soft ware keep t rack of a list of records ( like cards in a card cat alog—or rows of a spreadsheet ) , and let you browse t hrough t hose records and even perform som e calculat ions on t hem . No wonder Excel is so adept at incorporat ing dat abase files int o it s spreadsheet s; Excel 2008 can access dat a in Web pages and FileMaker Pro dat abases, and m ay be able t o use open dat abase connect ivit y t o access dat a from addit ional dat abases such as Microsoft SQL Server. Open dat abase connect ivit y, usually called ODBC ( pronounced " oh- dee- bee- see" ) , is a st andard set of rules for t ransferring inform at ion am ong dat abases, even if t he dat abases are in different program s from different com panies.

POW ER USERS' CLI N I C Ope n D a t a ba se Con n e ct ivit y ( OD BC) I n order t o use ODBC t o im port dat a, you need t o inst all a driver for t he dat abase you want to query. Microsoft doesn't supply drivers t o Office 2008 cust om ers; inst ead, you have t o purchase a driver from anot her com pany, such as Act ual Technologies ( www.act ualt echnologies.com ) or OpenLink Soft ware (www.openlinksw.com ) . Excel 2008 com es equipped wit h t he necessary sm art s t o use Microsoft Query—soft ware t hat put s a graphical user int erface on t he t ask of creat ing dat abase queries. Wit h t his program , you can creat e and m odify queries in Excel 2008—if you have t he driver inst alled, t hat is. Look for it in t he Applicat ions Microsoft Office 2008 Office folder. Once you've rounded up and inst alled all t he required ODBC soft ware, you can get st art ed wit h ODBC by scanning t he Microsoft Query Help files, invest igat ing t he com m ands list ed on t he Dat a Get Ext ernal Dat a subm enu, playing wit h t he Ext ernal Dat a t oolbar ( View Toolbars Ext ernal Dat a) —and perhaps by speaking t o your corporat e I T depart m ent . However, t he full rundown on using ODBC t o connect t o t hese indust rialst rengt h dat abases is beyond t he scope of t his book. ( But if you're an ODBC expert , consider writ ing ODBC: The Missing Manual yourself.)

1 4 .3 .1 . Fe t ch in g File M a k e r Pr o D a t a Excel loves t o im port dat a from FileMaker Pro dat abases direct ly int o it s worksheet s—no m uss, no fuss, no m essy t ranslat ion workarounds. Here's how t o go about it :

N ot e : Excel can only work wit h FileMaker dat abases if you act ually have FileMaker on your Mac.

1 4 .3 .1 .1 . St e p 1 : I m por t t h e da t a ba se

You can im port a FileMaker Pro dat abase in eit her of t wo ways. First , you can bring t he dat a int o Excel once, where you cont inue t o work on it ( t his is called a one- t im e im port ) . Second, t he dat a can rem ain connect ed t o FileMaker, and updat es it self in Excel when it 's updat ed in FileMaker ( t his is called an updat ing im port ) .

For a on e - t im e im por t , which put s dat a int o Excel as a list sheet ( a sheet cont aining not hing except a Open, t hen navigat e t o, and double- click, t he list obj ect , as described on Sect ion 12.3) , choose File FileMaker file's icon in t he Open dialog box. I f you m ake changes in FileMaker and want t he changed dat a t o com e int o Excel, you have t o reim port t he ent ire dat abase.

For a n u pda t in g im por t , which places dat a in an Excel worksheet and let s you cont rol how oft en cells Get Ext ernal Dat a I m port from updat e ( reflect ing changes m ade in FileMaker) , choose Dat a FileMaker Pro. ( You need t o have a workbook open in Excel for t his m enu opt ion t o be available.)

I n eit her case, an am azing t hing happens: Excel t riggers FileMaker Pro t o launch, opening t he specified dat abase. Then t he FileMaker Pro I m port Wizard window appears. On t he first screen, specify which of t he FileMaker file's fields you want t o im port ( Nam e, Address, Phone, or what ever) . You can also specify t he end order for t hem t o appear in Excel, as shown in Figure 14- 10 . Click Next t o cont inue.

Figu r e 1 4 - 1 0 . I f on e of t h e File M a k e r file 's la you t s con t a in s t h e fie lds you w a n t , click t h e La you t s bu t t on a n d se le ct it s n a m e fr om t h e pop- u p m e n u . Ot h e r w ise , click t h e Ta ble s bu t t on a n d se le ct t h e da t a ba se file n a m e fr om it s pop- u p m e n u ( w h ich a lso displa ys t h e n a m e s of ot h e r lin k e d File M a k e r file s) t o displa y t h e list of e ve r y fie ld in t h e da t a ba se . N e x t , ch oose t h e fie lds you w a n t by dou ble click in g e a ch in t h e " Ava ila ble fie lds" pa n e on t h e le ft . ( M ove a ll fie lds a t on ce by click in g t h e Add All bu t t on .) Th is a ct ion a dds e a ch se le ct e d fie ld t o t h e pa n e on t h e r igh t . You ca n t h e n r e a r r a n ge t h e or de r of t h e fie lds in t h e r igh t - h a n d list by se le ct in g on e a n d t h e n click in g t h e u p a n d dow n a r r ow bu t t on s on t h e r igh t .

1 4 .3 .1 .2 . St e p 2 : Ch oose on ly t h e da t a you w a n t The next screen in t he FileMaker I m port Wizard offers t o filt er ( screen out ) t he records t hat you im port int o your Excel workbook ( see Figure 14- 11 ) . The wizard let s you specify t hree crit eria t o help elim inat e unwant ed dat a from t he im port process. ( I f you want all of t he dat a, skip t his st ep by clicking Finish.) Click Finish t o cont inue. Excel launches int o im port ing t he dat a from your FileMaker file.

N ot e : This process m ay t ake a long t im e ( depending, in part , on how m uch dat a you're im port ing) . Because t here's no progress bar, spinning cursor, or any ot her sign t hat Excel is working, you m ight assum e t hat t he program has crashed. Go brew a fresh pot of coffee or st ick your head out t he door for som e air, but don't swit ch out of Excel; t he program is com m unicat ing wit h t he dat abase and const ruct ing t he spreadsheet .

Figu r e 1 4 - 1 1 . Su ppose you w a n t t o im por t on ly t h e r e cor ds for clie n t s w h o h a ve spe n t m or e t h a n $ 5 0 0 a n d live in Ca lifor n ia , so t h a t you ca n t h a n k t h e m a n d in vit e t h e m t o you r a n n u a l goa l- se t t in g r e t r e a t . Se t t h e Cr it e r ia 1 pop- u p m e n u t o I n voice Tot a l, se t t h e m iddle pop- u p m e n u t o > = , a n d t ype 5 0 0 in t o t h e fin a l fie ld. Aft e r fillin g in Cr it e r ia 1 , you ca n se t u p a ddit ion a l r e qu ir e m e n t s in t h e Cr it e r ia 2 a n d Cr it e r ia 3 r ow s, su ch a s Cu st om e r St a t e = CA.

I f you began t his process by choosing File Open, you're all set ; Excel produces a new list sheet , a worksheet wit h t he dat abase's cont ent s em bedded in it as a list obj ect . List sheet s also display t he List t oolbar ( see Sect ion 12.3.2.2) . Get Ext ernal Dat a I m port from FileMaker Pro, Excel now asks I f, on t he ot her hand, you chose Dat a you exact ly where you'd like t he im port ed dat a t o be placed. You can specify a cell or opt t o creat e a new worksheet ( Figure 14- 12 ) . Aft er t elling Excel where and how t o place t he dat a, click Finish. Excel im port s t he dat a and shows t he Ext ernal Dat a t oolbar. I f you t urned on t he " Use List Manager" checkbox in t he propert ies sect ion of t he FileMaker I m port Wizard, it also shows t he List t oolbar. The Ext ernal Dat a t oolbar let s you quickly change opt ions on incom ing dat abase inform at ion, set special query crit eria, and refresh dat a from a dat abase.

Figu r e 1 4 - 1 2 . Th e la st st e p in br in gin g in File M a k e r Pr o da t a is ch oosin g w h e r e t h e da t a goe s ( t op) . W it h t h e click of a r a dio bu t t on , it ca n be de live r e d in t o t h e w or k sh e e t cu r r e n t ly ope n or in t o a n e w w or k sh e e t . Click in g Pr ope r t ie s br in gs u p t h e Ex t e r n a l D a t a Ra n ge Pr ope r t ie s dia log box ( bot t om ) , w h ose opt ion s in clu de " Re fr e sh da t a on file ope n " ( se t s w h e t h e r Ex ce l r e ce ive s fr e sh da t a e ve r y t im e t h e file ope n s) a n d " Use List M a n a ge r " ( pu t s da t a in t o a list obj e ct ) . Th e list obj e ct offe r s e a sy sor t in g a n d filt e r in g. Bu t t o u se t h e da t a la you t con t r ols in t h is dia log box , you h a ve t o fir st t u r n off " Use List M a n a ge r " a n d for go t h e e x t r a fe a t u r e s it pr ovide s. ( Se e Se ct ion 1 2 .3 for List M a n a ge r in fo.)

N ot e : You m ay encount er an error m essage when Excel at t em pt s t o open a FileMaker dat abase: " Microsoft Office is not able t o run FileMaker Pro at t his t im e." Of course, t here are m any reasons why Office m ight not be able t o run FileMaker—it 's not inst alled, it 's com pressed, or it 's out on a lunch break. You can solve t he problem , t hough, by launching FileMaker on your own—j ust double- click it s icon in t he Finder.

1 4 .3 .2 . Gr a bbin g D a t a fr om t h e W e b I f pulling dat a from a dat abase on your com put er or net work isn't excit ing enough, Excel also has t he abilit y t o grab dat a from cert ain Web sit es ( and FTP or int ranet sit es) . Excel com es wit h t hree sam ple Web queries t hat help show t he power of t his lit t le- known feat ure. To see how it works, give t he sam ple queries a t ry ( act ually, t hey can be very useful if you're creat ing spreadsheet s t o t rack your port folio) .

M SN M on e yCe n t r a l Cu r r e n cie s. This query grabs t he current currency value for about 50 count ries on an open exchange. Check it before you head out on an int ernat ional t rip, so you'll know what t o expect

when you exchange your currency—and help you underst and why you only paid

5 for a beer.

M SN M on e yCe n t r a l M a j or I n dice s. This query grabs dat a for around 20 st ock exchanges, including t he Dow, S&P 500, FTSE 100, and NASDAQ.

M SN M on e yCe n t r a l St ock Qu ot e s. This query looks up dat a including last value, close value, volum e, and change for a st ock sym bol you specify ( Figure 14- 13 ) . ( I f you're am ong t he t housands of people who use Excel t o t rack your st ock m arket holdings, behold t he dawn of a new era—you no longer need t o t ype in t he lat est st ock prices. Your soft ware can do it aut om at ically.)

Figu r e 1 4 - 1 3 . Usin g t h e sa ve d M SN M on e yCe n t r a l M a j or I n dice s W e b qu e r y, you ca n ca ll u p cu r r e n t in for m a t ion on a n u m be r of m a j or st ock m a r k e t in dice s dir e ct ly in you r Ex ce l w or k sh e e t . N ow you ca n w or k w it h t h ose n u m be r s j u st lik e a n y ot h e r s in you r spr e a dsh e e t —e x ce pt t h e se n u m be r s w ill st a y u p- t o- da t e w it h t h e m a r k e t s.

To use one of t hese predesigned Web queries, choose Dat a Get Ext ernal Dat a Run Saved Query, which brings up an Open dialog box. Double- click one of t he queries list ed here. ( You can find t he saved queries in t he Microsoft Office 2008 Office Queries folder.) Excel t hen asks you where in t he spreadsheet you want t o put t he inform at ion t hat it downloads from t he Web. ( This m odest dialog box calls it self Ret urning Ext ernal Dat a t o Microsoft Excel.) Aft er you select a locat ion and click OK, Excel connect s t o t he I nt ernet , downloads t he inform at ion, and insert s it int o t he spreadsheet .

1 4 .3 .3 . I m por t in g D a t a fr om a Te x t File Dat abases and t he World Wide Web bot h m ake effect ive dat a sources, but som et im es you j ust want t o pull som e inform at ion out of a t ext file and int o your Excel worksheet . For exam ple, you m ight have a t ab- delim it ed list of cont act s t hat your m arket ing guru em ailed you, and you'd like t o get it int o Excel. Here's how t o do it : Get Ext ernal Dat a I m port Text File; in t he result ing Open dialog box, navigat e t o, and Choose Dat a double- click, t he t ext file t hat you want t o im port . Alt ernat ively, choose File I m port , click t he Text file but t on, and click I m port . Eit her way, t he Text I m port Wizard appears and walks you t hrough a t hree- st ep process t o choose t he delim it er t ype, choose which colum ns t o im port , and set t he colum n dat a form at before Excel sucks t he dat a int o t he current worksheet

1 4 .4 . An a lyzin g a n d Vie w in g You r D a t a Like a good piece of Swiss Arm y Soft ware, Excel provides t ools t hat go beyond t he basics. Using feat ures like Pivot Tables, Scenarios, and Goal Seeking, Excel let s you sharpen your powers of visualizat ion as you look at your dat a in new and int erest ing ways.

1 4 .4 .1 . M a k in g a Pivot Ta ble A Pivot Table is a special spreadsheet ent it y t hat helps sum m arize dat a int o an easy- t o- read t able. You can exchange t he t able's rows and colum ns ( t hus t he nam e Pivot Table) t o achieve different views on your dat a. Pivot Tables let you quickly plug different set s of num bers int o a t able; Excel does t he heavy lift ing of arranging t he dat a for you. Pivot Tables are useful when you want t o see how different - but - relat ed t ot als com pare, such as how a ret ail st ore's sales per depart m ent , cat egory of product , and salesperson relat e. They let you build com plicat ed t ables on t he fly by dragging various cat egories of dat a int o a prem ade t em plat e. Pivot Tables are also useful when you have a large am ount of dat a t o wade t hrough, part ially because Excel t akes care of subt ot als and t ot als for you. Here's how t o creat e a Pivot Table from dat a in an Excel sheet .

1 4 .4 .1 .1 . St e p 1 : Ch oose t h e da t a sou r ce Suppose, for exam ple, t hat you're t he Execut ive Direct or for a com m unit y non- profit , t rying t o decide which fundraisers bring in t he m ost donors for t he t im e and m oney spent . You have a spreadsheet showing four years' wort h of dat a on five different fundraisers ( such as each event 's revenue, num ber of new donors, and hours of st aff and volunt eer t im e) . But you can't yet see t he t rends t hat ident ify which fundraisers bring in t he m ost new donors for t he least t im e invest m ent while achieving t he highest revenues. A Pivot Table, you realize, would m ake t he answer cryst al clear. Select a cell in t he dat a range from which you want t o creat e a Pivot Table. Choose Dat a Pivot Table Report , which brings up t he Pivot Table Wizard. This will walk you t hrough t he process of creat ing a Pivot Table in t hree st eps. I n t he first st ep, select t he dat a from which you want t o creat e a Pivot Table. Your choices include an Excel list , m ult iple consolidat ion ranges ( which use ranges from one or m ore worksheet s) , and anot her Pivot Table. I f you've inst alled t he necessary ODBC- relat ed soft ware ( see t he box on Sect ion 14.3) , you can also use dat a from an ext ernal dat a source. I n t his exam ple, you want t o creat e a Pivot Table from exist ing dat a in an Excel sheet . Choose " Microsoft Excel list or dat abase" ; click Next t o cont inue.

1 4 .4 .1 .2 . St e p 2 : Ch oose t h e ce lls This Pivot Table Wizard asks for t he cell range t hat you want t o use in your Pivot Table. Excel—bless it s digit al heart —t akes it s best guess, based on t he act ive cell when t he wizard was invoked. I f t hat range is not correct , t ype t he range you want in t he Range field or use t he cell- select ion t riangle ( see Sect ion 12.1.7) t o select t he range yourself. Click Next t o cont inue.

1 4 .4 .1 .3 . St e p 3 : D ir e ct t h e Pivot Ta ble Finally, Excel asks where you want t o place your new Pivot Table. You can put it eit her in a new worksheet or in an exist ing worksheet at a specific locat ion. Because t his t able is relat ively sm all, place it in t he sam e worksheet as t he source dat a.

This last screen gives you t wo addit ional cust om izat ion but t ons:

The La you t but t on opens t he Layout window, where you can exercise som e cont rol over how t he Pivot Table is laid out .

The Opt ion s but t on opens t he Opt ions window, where you can choose t o include grand t ot als, t o preserve cell form at t ing, and how you want dat a sources handled.

To finish your Pivot Table, click Finish.

1 4 .4 .1 .4 . St e p 4 : Pivot At t his point , Excel has dropped a blank Pivot Table int o t he specified locat ion, but it s poor cells are em pt y. To help you insert dat a, Excel opens t he Pivot Table t oolbar, which you can use t o add elem ent s t o your blank slat e. The bot t om of t he Pivot Table t oolbar shows a few nam es t hat coincide wit h t he colum n nam es in your original dat a (Figure 14- 14 ) ; t hese are called field nam es. To com plet e your Pivot Table, you drop t hese field nam es ont o t he row axis ( t he colum n on t he left ) , t he colum n axis ( t he row across t he t op) , or t he dat a field ( t he big em pt y space in t he cent er) . A different t able will form , depending on which dat a fields you drop on which axes.

Figu r e 1 4 - 1 4 . Top: To fin ish you r Pivot Ta ble , fill in t h e bla n k t a ble w it h fie ld it e m s fr om t h e Pivot Ta ble t oolba r . D r a g t h e se it e m s on t o t h e colu m n t o t h e le ft , t h e r ow a cr oss t h e t op, or t h e da t a fie ld in t h e m iddle t o com ple t e you r Pivot Ta ble . Bot t om : Th is t a ble r e su lt s fr om dr a ggin g fie ld n a m e s fr om t h e Pivot Ta ble t oolba r on t o t h e w a it in g Pivot Ta ble , in t h is e x a m ple sh ow in g t h e t ot a l h ou r s of st a ff t im e spe n t for e a ch ye a r a n d for e a ch e ve n t .

1 4 .4 .1 .5 . St e p 5 : Bu ild t h e t a ble You, t he weary execut ive direct or, now want t o build a t able relat ing how m uch revenue each fundraiser brought in t o t he st aff t im e it at e up. Drag t he Dat e field nam e ont o t he Row Field area, t he Fundraiser field nam e ont o t he Colum n Field area, and t he St aff Hours field nam e ont o t he dat a area. As depict ed in Figure 14- 14 , Excel builds a t able t hat displays how m any st aff hours each fundraiser required, and adds t he t ot als for each fundraiser ( at t he bot t om ) and for each year ( at t he right ) .

1 4 .4 .1 .6 . St e p 6 : M a ssa ge t h e da t a Now t hat you've creat ed your sim ple Pivot Table, you can quickly rearrange it t o glean t he j uicy result s from it by dragging field nam es t o different areas in t he Pivot Table, or you can add a new dim ension by dragging yet anot her field nam e ( in t he case of t he execut ive direct or, t he num ber of new donors) ont o t he t able. I f you add a new field t o t he dat a area, Excel divides each row int o t wo, showing how t he dat a for each dat e int errelat e. The m ore field nam es you drag int o t he dat a area, t he m ore com plex your t able becom es, but t he m ore chance you'll have t o spot any t rends ( Figure 14- 15 ) . Field nam es can also be added t o t he row and colum n axes for an ent irely different kind of t able.

Figu r e 1 4 - 1 5 . Th e se t h r e e Pivot Ta ble s w e r e cr e a t e d u sin g t h e sa m e da t a sou r ce —t h e on ly diffe r e n ce is t h a t t h e fie lds fr om t h e Pivot Ta ble t oolba r w e r e dr a gge d t o diffe r e n t a r e a s on t h e bla n k Pivot Ta ble . I n t h e ca se of t h e com plica t e d Pivot Ta ble ( bot t om ) , t h r e e diffe r e n t fie lds w e r e dr a gge d t o t h e da t a fie ld, cr e a t in g t h r e e t ot a ls a t t h e bot t om of e a ch colu m n a n d gr a n d t ot a ls a t t h e r igh t . Ex e r cise t h is opt ion w it h ca u t ion , sin ce dr a ggin g m u lt iple fie lds t o t h e sa m e a x is ca n qu ick ly r e n de r a Pivot Ta ble u n r e a da ble . I f you r t a ble t u r n s t o h a sh , pr e ss - Z r e pe a t e dly t o u n do you r st e ps.

Though Pivot Tables st art out t ot aling rows and colum ns you needn't st op t here. Cont rol- click ( or right - click) any of t he t ot als and choose Field Set t ings. I n t he Pivot Table field dialog box you can choose ot her funct ions for your sum m aries, such as Average, Max, Min, and so on. Click t he Opt ions but t on if you'd like your sum m aries expressed as percent ages or differences.

1 4 .4 .2 . An a lyzin g You r D a t a

Pivot Tables aren't t he only way t o analyze your Excel dat a. I n fact , if you're t he t ype who loves t o answer t hose " what if" quest ions posed by board m em bers or your spouse, t hen Excel has som e great t ools for you: dat a t ables, goal seek , andscenarios.

1 4 .4 .2 .1 . D a t a t a ble s Dat a t ables let you plug several different values int o a form ula t o see how t hey change it s result s. They're especially useful, for exam ple, when you want t o underst and how a few different int erest rat es m ight affect t he size of a paym ent over t he life of a five- year loan. Dat a t ables com e in t wo flavors: one- variable t ables ( where you can change one fact or t o see how dat a is affect ed) and t wo- variable t ables ( where you can change t wo fact ors) . The only hard part about using a dat a t able is set t ing it up. You'll need t o insert t he form ula, t he dat a t o subst it ut e int o t he form ula, and an input cell t hat will serve as a placeholder for dat a being subst it ut ed int o t he form ula. To creat e a one- variable t able, arrange t he dat a in your cells so t hat t he it em s you want plugged int o your calculat ion ( t he int erest rat e, for exam ple) are in a cont inuous row or colum n; t hen proceed as shown in Figure 14- 16. I f you choose a row, t ype t he form ula you want used in your t able in t he cell t hat 's one colum n t o t he lef t of t hat range of values, and one row below it . I f you choose a colum n, t ype t he form ula in t he row above t he range of values, and one row t o t he right of it . Think of t he values ( t he int erest rat es) as row or colum n heads, and t he form ula's locat ion ( t he paym ent am ount ) as t he heading of an act ual row or colum n in your soon- t o- be- form ed t able. You'll also need t o decide on t he locat ion of your input cell; it should be out side t his t able. For exam ple, t o see t he effect s of different rat es of int erest on a proposed loan, set up a t able sim ilar t o t he one at t he t op of Figure 14- 16 , where colum n B cont ains one possible int erest rat e, t he loan t erm , and t he loan am ount . Colum n C cont ains a list of ot her possible loan rat es, while D3 cont ains t he form ula t o calculat e paym ent s based on t he values in colum n B: = PMT( B4/ 12,B5,- B6) . I f one " what if" is good, t wo has got t o be bet t er—and Excel is happy t o oblige by creat ing a t wo- variable dat a t able. Using t he sam e exam ple, you can com put e paym ent s based on different rat es and a different num ber of m ont hly paym ent s in m uch t he sam e way as a single- variable dat a t able. To creat e a t wo- variable t able, ent er a form ula in your worksheet t hat refers t o t he t wo set s of values plugged int o t he form ula. Now proceed as shown in Figure 14- 17 . I f you st ill don't see t he inform at ion you really need aft er Excel creat es one of t hese t ables, you can sim ply replace values in t he t able—for exam ple t he loan am ount , t erm s, or int erest rat es—and Excel updat es t he result s in t he t able.

1 4 .4 .2 .2 . Goa l se e k When you know t he answer t hat you want a form ula t o produce but you don't know t he values t o plug int o t he form ula t o g et t hat answer, t hen it 's t im e for Excel's goal seek feat ure.

Figu r e 1 4 - 1 6 . Top: To cr e a t e a sin gle - va r ia ble W h a t - I f da t a t a ble , st a r t by e n t e r in g on e se t of da t a a n d a for m u la t o ca lcu la t e you r r e su lt . Colu m n B con t a in s t h e va lu e s n e e de d t o ca lcu la t e loa n pa ym e n t s. Ce ll D 3 con t a in s t h e PM T for m u la t o ca lcu la t e m on t h ly pa ym e n t s. En t e r you r se t of su bst it u t e va lu e s in a colu m n st a r t in g on e colu m n t o t h e le ft a n d on e r ow be low t h e ce ll con t a in in g t h e for m u la . ( Or on e colu m n t o t h e r igh t a n d on e r ow a bove for a r ow - or ie n t e d da t a t a ble .) M iddle : Se le ct t h e gr ou p of ce lls con t a in in g you r su bst it u t e va lu e s a n d t h e for m u la a n d ch oose D a t a Ta ble t o su m m on t h e Ta ble dia log box . Sin ce t h is is a colu m n - or ie n t e d t a ble , click t h e Colu m n in pu t ce ll fie ld a n d t h e n click ce ll B4 —t h e ce ll con t a in in g t h e va lu e in t h e for m u la t o be r e pla ce d by t h e su bst it u t e va lu e s. Bot t om : W h e n you click OK, Ex ce l bu ilds t h e t a ble , ca lcu la t in g t h e pa ym e n t for e a ch in t e r e st r a t e .

N ot e : I f you've been using Solver—Goal Seek's m ore capable big brot her—in previous versions of office, you'll be disappoint ed t o see t hat Microsoft rem oved it from Excel 2008, apparent ly due t o t he change t o t he .XML file form at .

To use it , choose Tools fields:

Goal Seek. I n t he result ing dialog box ( Figure 14- 18 ) , fill in t he following t hree

Se t ce ll. Specifies which cell t o st art from —t he cell cont aining t he form ula you're using t o seek your goal. For exam ple, Figure 14- 18 shows a m ort gage calculat ion. The Set cell ( t he upper- right cell) , which shows t he am ount of t he m ont hly paym ent , is D3. The purpose of t his exercise is t o find t he am ount you can m ort gage if t he m ost you can pay each m ont h is $1,200.

To va lu e . Specifies t he value t hat you want t o see in t hat cell. I n t he exam ple of Figure 14- 18 , t he To value is $1,200—t hat 's what you and your spouse agree you can pay each m ont h.

Figu r e 1 4 - 1 7 . Top: I n a t w o- va r ia ble da t a t a ble , on e se t of da t a se r ve s a s on e a x is, a n d t h e se con d se t se r ve s a s t h e se con d a x is ( t op) . Th e for m u la sit s in t h e u ppe r - le ft cor n e r ( C3 ) , a n d it r e fe r s t o t w o in pu t ce lls ou t side of t h e t a ble ( B4 a n d B5 ) . En t e r on e se t of va lu e s in a colu m n st a r t in g j u st be low t h e for m u la , a n d t h e se con d se t of va lu e s in a r ow st a r t in g j u st t o t h e r igh t of t h e for m u la . Se le ct t h e r a n ge of ce lls con t a in in g t h e for m u la a n d a ll of t h e in pu t va lu e s t h a t Ta ble . you j u st e n t e r e d, a n d ch oose D a t a M iddle : En t e r t h e a ddr e sse s for t h e r ow in pu t ce ll ( B5 for t h e t e r m ) a n d t h e colu m n in pu t ce ll ( B4 for t h e r a t e ) a n d click OK. Bot t om : Ex ce l cr e a t e s a be a u t ifu l t a ble of pa ym e n t s ba se d on h ow t w o va r ia ble s in t e r a ct sh ow in g you pa ym e n t s for a va r ie t y of in t e r e st r a t e s for a 1 5 - , 2 0 - , or 3 0 - ye a r t e r m .

Figu r e 1 4 - 1 8 . By le t t in g Ex ce l de t e r m in e h ow m u ch t h e fin a n ce d a m ou n t w ill be , you ca n k e e p you r loa n pa ym e n t t o $ 1 ,2 0 0 . Usin g t h e sa m e da t a fr om t h e da t a t a ble s e x a m ple , Ex ce l in for m s u s t h a t for $ 1 ,2 0 0 pe r m on t h w e ca n a ffor d a $ 2 2 3 ,5 3 7 .9 4 loa n a t 5 % for 3 6 0 m on t h s.

By ch a n gin g ce ll. Tells Excel which cell it can t inker wit h t o m ake t hat happen. The key cell in Figure 1418 is B6, t he loan am ount , since you want t o know how m uch you can spend on a house wit h a $1,200 m ort gage paym ent .

Click OK t o t urn Excel loose on t he problem . I t report s it s progress in a Goal Seek St at us dialog box, which let s you st ep Excel t hrough t he process of working t oward your goal. There are a couple of caveat s: You can select only single cells, not ranges, and t he cell you're t weaking has t o cont ain a value, not a form ula.

1 4 .4 .2 .3 . Sce n a r ios Scenarios are like lit t le snapshot s, each cont aining a different set of " what if" dat a plugged int o your form ulas. Because Excel can m em orize each set and recall it inst ant ly, scenarios help you underst and how your worksheet m odel is likely t o t urn out given different sit uat ions. ( You st ill have t o ent er t he dat a and form ulas int o your spreadsheet before you play wit h scenarios, t hough.) I n a way, scenarios are like saving several different copies of t he sam e spreadsheet , each wit h variat ions in t he dat a. Being able t o quickly swit ch bet ween scenarios let s you run t hrough different sit uat ions wit hout ret yping any num bers. To creat e a scenario, choose Tools Scenarios t o bring up t he Scenarios Manager, where you can add, delet e, edit , and m erge different scenarios, as shown in Figure 14- 19 .

Figu r e 1 4 - 1 9 . I n t h e Sce n a r io M a n a ge r dia log box , you ca n sw it ch be t w e e n sa ve d sce n a r ios, a dd n e w on e s, e dit e x ist in g on e s, m e r ge sce n a r ios fr om ot h e r w or k sh e e t s in t o t h e Sce n a r ios list , a n d e ve n su m m a r ize you r sce n a r ios t o a st a n da r d su m m a r y or Pivot Ta ble . Th e Sce n a r ios list displa ys a ll of t h e sce n a r ios t h a t you 've cr e a t e d a n d sa ve d, a n d by se le ct in g a sce n a r io a n d click in g Sh ow , Ex ce l plu gs t h e sce n a r io va lu e s in t o t h e w or k sh e e t a n d sh ow s t h e r e su lt s.

The list box on t he left side displays all of t he scenarios t hat you've saved. By select ing a scenario and t hen clicking a but t on on t he right , you can display your scenarios in your spreadsheet , or even m ake a sum m ary. Here's what each does:

Sh ow . The Show but t on let s you swit ch bet ween scenarios; j ust select t he scenario you want t o view, and t hen click Show. Excel changes t he spreadsheet t o reflect t he select ed scenario.

Close. As you expect , t his but t on sim ply closes t he Scenario Manager.

Add. Click t his but t on t o design a new scenario, court esy of t he Add Scenario dialog box ( Figure 14- 20 ) . I t let s you nam e your scenario and specify t he cells you want t o change ( eit her ent er t he cell references or select t hem wit h t he m ouse) . Excel insert s a com m ent regarding when t he scenario was creat ed. You can edit t his com m ent t o say anyt hing you like, m aking it a t errific place t o not e exact ly what t he scenario

affect s in t he spreadsheet .

Figu r e 1 4 - 2 0 . Top: Click in g Add in t h e Sce n a r io M a n a ge r ca lls u p t h e Add Sce n a r io dia log box , sh ow n h e r e . ( I t ch a n ge s t o sa y Edit Sce n a r io w h e n you fill in t h e " Ch a n gin g ce lls" fie ld.) I n t h is box , you n a m e you r sce n a r io a n d t e ll Ex ce l w h ich ce lls t o ch a n ge w h e n sh ow in g it . Bot t om : On ce you click OK, you se e t h e Sce n a r io Va lu e s dia log box , w h e r e you e n t e r t h e n e w va lu e s for t h e ce lls t h a t you spe cifie d in t h e pr e viou s w in dow .

Aft er clicking OK, you're t aken t o t he Scenario Values dialog box, where you ent er new values for t he cells you specified in t he previous window. Once you're done ent ering your new values, click OK. The new scenario appears in t he Scenario Manager.

D e le t e. This but t on delet es t he current ly select ed scenario.

Edit . The Edit but t on opens t he Edit Scenario dialog box, which looks j ust like t he Add Scenario box. Use t his box t o edit a previously saved scenario.

M e r ge . This com m and m erges scenarios from ot her worksheet s int o t he Scenario list for t he current worksheet . To m erge scenarios, open all of t he workbooks t hat cont ain scenarios t hat you want t o m erge, and t hen swit ch t o t he worksheet where you want t he m erged scenarios t o appear. This is your dest inat ion worksheet for t he m erge. Open t he Scenario Manager ( Tools Scenarios) and click Merge, select t he workbook t hat has t he scenarios t o m erge, and t hen select t he sheet cont aining t he act ual scenarios.

T ip : When you're m erging scenarios, m ake sure t hat your dest inat ion worksheet is t he sam e as all of t he scenarios. Ot herwise, m erged dat a will st ill appear in t he proper cells, but if t hose cells aren't properly placed or form at t ed, it 'll look st range.

Su m m a r y. When you click t he Sum m ary but t on, t he Scenario Sum m ary dialog box appears. I t has t wo radio but t ons: one for a st andard sum m ary ( which creat es a t able) and one for a Pivot Table sum m ary ( a Pivot Table of your changes really let s you t weak t he num bers) . Figure 14- 21 shows a st andard sum m ary, com plet e wit h but t ons for expanding and cont ract ing t he inform at ion.

Figu r e 1 4 - 2 1 . A su m m a r y r e por t sh ow s a ll of t h e sce n a r ios in you r w or k sh e e t . Click t h e + a n d bu t t on s in t h e m a r gin s t o e x pa n d a n d con t r a ct r ow s. On ce Ex ce l cr e a t e s a su m m a r y, you ca n e dit it , t o dr e ss it u p or j u st m a k e it m or e r e a da ble . For e x a m ple , you cou ld copy a n d pa st e t h e in t e r e st r a t e s fr om t h e w or k sh e e t in t o t h e Re su lt Ce lls colu m n w h ich n ow sh ow s ce ll r e fe r e n ce s.

1 4 .4 .2 .4 . Ta ppin g t h e D a t a m e n u Grant ed, Pivot Tables and dat abases are som e of t he m ost powerful elem ent s found in t he Dat a m enu, but t hey're not t he only ones. A few ot her com m ands in t he Dat a m enu let you perform addit ional t ricks wit h your dat a.

Sor t . This powerful m enu com m and let s you sort select ed dat a alphabet ically or num erically wit h m uch great er cont rol t han when using t he Toolbar's Sort but t ons. You can perform several levels of sort ing, j ust as you can when sort ing dat abase it em s—for exam ple, sort by year, t hen by m ont h wit hin each year. As shown in Figure 14- 22 , t he beaut y of t he Sort com m and is t hat it sort s ent ire rows, not j ust t he one colum n you specified for sort ing.

T ip : Clicking " Header row" avoids sort ing t he t op- row colum n labels int o t he dat a—a com m on problem wit h ot her spreadsheet soft ware. Excel leaves t he t op row where it is, as shown in Figure 14- 22.

Figu r e 1 4 - 2 2 . A t a ble sor t e d a lph a be t ica lly by e ve n t . H igh ligh t t h e t a ble ( in clu din g t h e h e a de r Sor t . I n t h e Sor t dia log box , spe cify ( u sin g r ow of a cr oss t h e t op) , a n d t h e n ch oose D a t a t h e Sor t by pop- u p m e n u ) t h a t you w a n t t o sor t t h e r ow s a ccor din g t o t h e t e x t in colu m n B. t u r n on t h e r a dio bu t t on for " H e a de r r ow " t o e x clu de t h a t r ow fr om t h e sor t in g. W h e n you click OK, Ex ce l sor t s t h e r ow s in t o t h e pr ope r or de r .

Filt e r. When you choose Aut oFilt er from t his subm enu, you get pop- up m enus at t he t op of each colum n in your select ion ( Figure 14- 23 ) . You can use t hem t o hide or show cert ain rows or colum ns, exact ly like t he filt ers found in list obj ect s ( see Sect ion 12.3.2.5) . Aut oFilt er pop- up m enus can be applied t o only one select ion at a t im e in a worksheet . Also on t he Filt er subm enu, Show All displays it em s t hat you hid using t he Aut oFilt er pop- up m enus, and Advanced Filt er let s you build your own filt er. ( Consult t he online help if you want t o build an advanced filt er.)

Figu r e 1 4 - 2 3 . You ca n qu ick ly a n d e a sily sor t t h e r ow s of se le ct e d da t a by ch oosin g D a t a Filt e r Au t oFilt e r , t h e n ch oosin g fr om t h e pop- u p m e n u s t h a t a ppe a r . For e x a m ple , t h is com m a n d sor t s t h e r ow s in a sce n din g or de r by r e ve n u e s.

Su bt ot a ls. This com m and aut om at ically put s subt ot al form ulas in a colum n ( or colum ns) . The colum ns need t o have headings t hat label t hem (Figure 14- 24 shows an exam ple) .

Figu r e 1 4 - 2 4 . Top: Se le ct a se t of da t a t h a t cou ld st a n d som e su bt ot a ls. W h e n you ch oose D a t a Su bt ot a ls, t h e Su bt ot a l dia log box a ppe a r s. I n t h is box , you ca n ch oose t h e colu m n t h a t de t e r m in e s w h e r e su bt ot a ls go ( in t h is ca se , a t e a ch ch a n ge in t h e da t e ) , w h ich fu n ct ion is u se d, a n d in w h ich colu m n s t h e su bt ot a l a ppe a r s. Bot t om : W h e n you click OK, t h e su bt ot a ls a ppe a r in you r da t a , gr ou pe d a ppr opr ia t e ly a ccor din g t o t h e colu m n you se le ct e d in t h e Su bt ot a l dia log box . ( Ex ce l u se s it s ou t lin in g n ot a t ion , a s de scr ibe d on Se ct ion 1 4 .4 .3 .2 , m a k in g it e a sy t o colla pse t h e r e su lt t o sh ow su bt ot a ls on ly.)

To use t his feat ure, select t he relevant colum ns, including t heir headings, and t hen choose Dat a Subt ot als. I n t he Subt ot al dialog box t hat pops up, you can t ell Excel which funct ion t o use ( your choices include Sum , Count , St dDev, and Average, am ong ot hers) and whet her t o include hidden rows or colum ns in t he subt ot al. I f you've select ed m ore t han one colum n, you can add t he select ed funct ion t o whichever colum n or colum ns you choose.

Te x t t o Colu m n s. Suppose you've past ed a phrase int o a single cell, and now you'd like t o split each word int o a separat e colum n. Or m aybe a cell cont ains several cells wort h of t ext , each separat ed by a nonst andard delim it er ( such as a sem icolon) t hat you'd like t o split in a sim ilar fashion. " Text t o Colum ns"

is t he solut ion, as shown in Figure 14- 25 .

Figu r e 1 4 - 2 5 . Top: To split de lim it e d t e x t in t o se ve r a l colu m n s, se le ct t h e ce ll a n d ch oose D a t a Te x t t o Colu m n s t o su m m on t h e t h r e e st e p Con ve r t Te x t t o Colu m n s W iza r d. Ex ce l a sk s w h a t k in d of split you 'd lik e t o pe r for m , w h a t pu n ct u a t ion se r ve s a s t h e de lim it e r , a n d w h a t t h e da t a a n d ce ll for m a t t in g look s lik e . Bot t om : Click Fin ish , a n d Ex ce l split s t h e da t a in t o colu m n s.

Con solida t e . The Consolidat e com m and j oins dat a from several different worksheet s or workbooks int o t he sam e area, t urning it int o a kind of sum m ary. I n older versions of Excel, t his com m and was im port ant ; in Excel 2008, Microsoft recom m ends t hat you not use it and inst ead sim ply t ype t he references and operat ors t hat you wish t o use direct ly in t he consolidat ion area of a worksheet . For exam ple, if you t rack revenues for each region on four different worksheet s, you can consolidat e t hat dat a ont o a fift h worksheet . ( I f you insist on going old- school, learn m ore by reading t he " Consolidat e dat a" ent ry in Excel's online help.)

1 4 .4 .2 .5 . D a t a for m A spreadsheet is cert ainly a com pact and t idy way t o view inform at ion. But for t he novice, it 's not exact ly selfexplanat ory. I f you plan t o t urn som e dat a- ent ry t asks over t o an assist ant who's not com plet ely at hom e wit h t he row- and- colum n schem e, you m ight consider set t ing up a dat a form for him —a lit t le dialog box t hat displays a single spreadsheet row as individual blanks t hat have t o be filled in ( see Figure 14- 26 ) . Dat a form s also give you a great way t o search for dat a or delet e it one row ( t hat is, one record) at a t im e.

To set up a dat a form , st art wit h a series of colum ns wit h colum n headers at t he t op—a list does nicely. These Form , which headers serve as cat egories for t he dat a form . Then, wit h t he cursor in t he list , choose Dat a brings up t he dat a form window for t hat part icular list (Figure 14- 26 ) . When t he form appears, t he t ext boxes show t he first row of dat a in t he list . You can scroll t hrough t he rows ( or records) using t he scroll bar. On t he right , but t ons let you perform t he following funct ions: add a new record ( or row) of dat a at t he bot t om , delet e t he current ly select ed row, click Crit eria t o ent er search crit eria in t he t ext boxes next t o t he field nam es, and t hen search for t hat inform at ion using Find Prev and Find Next . Finally, t he Close but t on closes t he window.

Figu r e 1 4 - 2 6 . Th e fie lds in a da t a for m cor r e spon d t o t h e colu m n s in t h e spr e a dsh e e t . D a t a for m s w or k lik e m in ia t u r e da t a ba se s. W it h t h e m , you ca n qu ick ly a dd a n d r e m ove w h ole r ow s of da t a in a list , a s w e ll a s se a r ch t h r ou gh a list for a ll m a t ch e s.

1 4 .4 .3 . Vie w in g You r D a t a Excel worksheet s can grow very quickly. Fort unat ely, Excel has som e convenient t ools t o help you look at j ust t he dat a you want .

1 4 .4 .3 .1 . Cu st om vie w s

Excel can m em orize everyt hing about a workbook's window: it s size and posit ion, any split s or frozen panes, which sheet s are act ive and which cells are select ed, and even your print er set t ings—in a cust om view. Cust om views are snapshot s of your view opt ions at t he t im e t hat t he view is saved. Using cust om views, you can quickly swit ch from your cert ain- colum ns- hidden view t o your everyt hing- exposed view, or from your split window view t o your full- window view.

POW ER USERS' CLI N I C Va lida t in g D a t a To ensure t hat t he right kind of dat a is ent ered in a cell or cells, use a built -in Excel feat ure called Dat a Validat ion. This feat ure m akes sure t hat dat es, for exam ple, don't end up in cells m eant for currency. To set up dat a validat ion for a cell or cells, select t hem and t hen choose Dat a Validat ion, which brings up t he Dat a Validat ion dialog box. This box has t hree t abs: Set t ings, I nput Message, and Error Alert . I n t he Set t ings t ab, you can choose which dat a t ypes are allowed t o be ent ered ( such as whole num bers, decim als, or list s) . I n t he I nput Message t ab, you can ent er a m essage t hat will pop up when you ( or whoever uses t his spreadsheet ) select t he cell in quest ion. The Error Alert t ab, m eanwhile, let s you specify which error m essage Excel should display when som eone ent ers t he wrong kind of dat a.

To creat e a cust om view, choose View Cust om Views, which brings up t he Cust om Views dialog box. To m ake Excel m em orize your current window arrangem ent , click Add ( and t ype a nam e for t he current set up) ; swit ch bet ween cust om views by clicking a view's nam e in t he list and t hen clicking Show.

1 4 .4 .3 .2 . Ou t lin in g I n Excel, out lines help t o sum m arize m any rows of dat a, hiding or showing levels of det ail in list s so t hat only t he sum m aries are visible ( see Figure 14- 27 ) . Because t hey let you swit ch bet ween overview and det ail views in a single st ep, out lines are useful for worksheet s t hat t eem wit h subt ot als and det ails. ( I f you're unfam iliar wit h t he concept of out lining soft ware for word processing, consult Sect ion 6.2, which describes t he very sim ilar feat ure in Microsoft Word.) You can creat e an out line in one of t wo ways: aut om at ically or m anually. The aut om at ic m et hod works only if you've form at t ed your worksheet in a way Excel's out liner can underst and:

Sum m ary colum ns have t o be t o t he right or left of t he dat a t hey sum m arize. I n Figure 14- 28 at t op, t he D colum n is a sum m ary colum n, locat ed t o t he right of t he dat a it sum m arizes.

Sum m ary rows have t o be im m ediat ely above or below t he cells t hat t hey sum m arize. For exam ple, in Figure 14- 28 at bot t om , each subt ot al is direct ly below t he cells t hat it adds t oget her.

I f your spreadsheet m eet s t hese condit ions, creat ing an out line is as easy as select ing Dat a Out line Aut o Out line.

Group and

I f your dat a isn't so neat ly organized, you'll have t o creat e an out line m anually. Select t he rows or colum ns of Group and Out line dat a t hat you want t o group t oget her int o one level of t he out line; choose Dat a Group. A bracket line appears out side t he row num bers or colum n let t ers, connect ing t hat group. Keep select ing rows or colum ns and grouping t hem unt il you've m anually creat ed your out line.

Figu r e 1 4 - 2 7 . Top: An ou t lin e d spr e a dsh e e t fu lly e x pa n de d. Bot t om : Th e sa m e spr e a dsh e e t pa r t ia lly colla pse d. Click in g a + or - bu t t on ope n s or close s de t a il a r e a s, w h ile click in g t h e n u m be r bu t t on s in t h e u ppe r - le ft cor n e r displa ys j u st t h e fir st , se con d, or t h ir d le ve ls of de t a il for t h e e n t ir e ou t lin e . Th is e x a m ple sh ow s t h r e e le ve ls, bu t Ex ce l a llow s u p t o e igh t le ve ls of de t a il in ou t lin e s.

Figu r e 1 4 - 2 8 . Top: Be ca u se t h e colu m n of su bt ot a ls ( colu m n D ) is t o t h e r igh t of t h e da t a t o w h ich it r e fe r s, t h is spr e a dsh e e t ca n be a u t om a t ica lly ou t lin e d Bot t om : Ea ch su bt ot a l is be n e a t h t h e ce lls it su m m a r ize s, m a k in g t h is spr e a dsh e e t , t oo, a fin e ca n dida t e for a u t om a t ic ou t lin in g.

Out lines can have eight levels of det ail, m aking it easy t o go from general t o specific very quickly. Thick bracket s connect t he sum m ary row or colum n t o t he set of cells t hat it sum m arizes; a + or - but t on appears at t he end of t he line by t he sum m ary row or colum n. To expand or collapse a single " branch" of t he out line, click a + or - but t on; if you see several nest ed bracket s, click t he out er + or - but t ons t o collapse great er chunks of t he out line. Also, t he t iny, num bered but t ons at t he upper left hide and show out line levels and correspond t o Level 1, Level 2, and so on, m uch like t he Show Heading but t ons on t he Out lining t oolbar in Word ( see Sect ion 6.2.1.1) .

T ip : Alt hough out lines were originally designed t o hide or reveal det ail, you can use t hem t o hide any rows or colum ns

t hat you like.

1 4 .4 .4 . Fla g for Follow - Up Som et im es, when you're present ing t he cont ent s of a workbook t o som eone else—or when you're up bat t ling a bout of insom nia by going t hrough your old Excel workbooks—you com e across som et hing in a spreadsheet t hat needs updat ing, research, explanat ion, or som e ot her kind of follow- up. Excel's flag for follow- up feat ure let s you at t ach a rem inder t o a file, which you can program t o appear ( as a rem inder box on your screen) at a specified t im e. See Sect ion 11.7 for m ore on Office Rem inders.

Figu r e 1 4 - 2 9 . To fla g a file for follow u p, ch oose Tools " Fla g for Follow Up" , w h ich pr odu ce s t h e " Fla g for Follow Up" dia log box ( in se t ) . I n t h is box , you ca n se t a t im e a n d da t e t o be r e m in de d t h a t you n e e d t o a t t e n d t o you r w or k sh e e t . ( Pr e ss Ta b if you h a ve t r ou ble m ovin g t h e in se r t ion poin t a r ou n d in t h e dia log box .) Click OK a n d sa ve t h e docu m e n t . Ex ce l cr e a t e s a t a sk in En t ou r a ge ; t h e r e m in de r pops u p a t t h e spe cifie d t im e —a s lon g a s you r com pu t e r is on . Ot h e r w ise , you 'll se e t h e r e m in de r t h e n e x t t im e you t u r n on you r M a c.

1 4 .4 .5 . Addin g a Com m e n t Here's anot her way t o get your own at t ent ion ( or som ebody else's) : Add a com m ent t o a cell—a great way t o annot at e a spreadsheet . A not e m ight say, for exam ple, " This figure is am azing! —Congrat ulat ions! ," or " I had no idea t hat old cookbook was st ill selling so well! " See Figure 14- 30 for det ails. Edit Com m ent . To delet e a To edit a com m ent t hat already exist s, select t he cell and t hen choose I nsert com m ent , select t he cell wit h t he com m ent and choose Edit Clear Com m ent s. You can also reveal all Com m ent s. com m ent s on a worksheet at once by choosing View

T ip : Like t he St ickies program on every Mac, Excel com m ent boxes lack scroll bars. I f you have a lot t o say, keep t yping past t he bot t om boundary of t he box; Excel expands t he not e aut om at ically. You can press t he up and down arrow keys t o walk your insert ion point t hrough t he t ext , in t he absence of scroll bars. ( Alt ernat ively, drag one of t he blue handles t o m ake t he box bigger.)

POW ER USERS' CLI N I C Pr oofin g Tools A spelling error can ruin t he credibilit y of an ot herwise brilliant spreadsheet , especially when you've gone t hrough t he t rouble of get t ing it t o look j ust right . Running a spell check on your spreadsheet before you show it t o ot hers can prevent j ust such an em barrassing m ishap. Fort unat ely, Excel is part of t he larger Office suit e—which includes spelling t ools. To run a spell check on your spreadsheet , choose Tools Spelling. Excel scans t he t ext in your spreadsheet ; if it com es across a suspect word, t he Spelling dialog box appears. I t works m uch like t he Word spell checker described on Sect ion 2.5.2, and, in fact , relies on t he sam e spelling dict ionaries. There's probably not m uch call for a definit ions dict ionary in spreadsheet s t hese days, but if you run across a t erm in a spreadsheet t hat you don't know ( t axable, for exam ple) , you can access Office's definit ions dict ionary by select ing t he Dict ionary) word and opening t he Reference Palet t e in t he Toolbox ( or choosing Tools or by t yping in t he word you'd like defined.

Figu r e 1 4 - 3 0 . To a dd a n ot e t o a ce ll, click t h e ce ll a n d t h e n ch oose I n se r t Com m e n t . A n ice ye llow " st ick y n ot e " ope n s w it h you r u se r n a m e on t h e t op ( a s it a ppe a r s in t h e Ex ce l Pr e fe r e n ce s Ge n e r a l t a b) . Type you r com m e n t in t h e w in dow . W h e n you click e lse w h e r e , t h e n ot e disa ppe a r s, le a vin g on ly a sm a ll t r ia n gle in t h e u ppe r - r igh t cor n e r of t h e ce ll. To m a k e t h e com m e n t r e a ppe a r , le t t h e cu r sor h ove r ove r t h e t r ia n gle . ( I f you pr e fe r t o se e com m e n t s a ll t h e Pr e fe r e n ce s Vie w .) t im e , ch a n ge t h a t se t t in g in Ex ce l

Pa r t I V: Pow e r Poin t Chapt er 15 Chapt er 16 Chapt er 17

Ch a pt e r 1 5 . Pla n n in g a n d Cr e a t in g Gr e a t Pr e se n t a t ion s Com m unicat ion t akes m any form s, from sm oke signals t o Web pages; from rude gest ures t o polished orat ory; from an order at t he drive- t hrough t o a speech at t he podium . And whet her you're a Great Com m unicat or or a first - t im e speaker, what you're really doing in any of t hese inst ances is m aking a present at ion : you're delivering inform at ion t o ot hers t o get your point across. PowerPoint 's a great t ool t o help you m ake present at ions. But it 's only a t ool. Don't fall int o t he t rap of t hinking t he com put er present at ion is t he st ar of t he show. You are t he st ar of t he show. PowerPoint , your handout s, your guest speakers, and your sharp new suit are all playing support ing roles. Before you even boot up your com put er, it 's wort h spending som e t im e t hinking about your present at ion's goal ( convince Mom and Dad t o let you go away t o cam p, for exam ple) and who your audience is ( t wo people who know you very well) . As a wise m an once said, " Scrat ch 'em where t hey it ch." To succeed, your present at ion has t o resonat e wit h t he audience's needs, expect at ions, and assum pt ions. The first t wo part s of t his chapt er help you plan an effect ive present at ion t ailored t o your audience. The last sect ion deals wit h present at ion nut s and bolt s—picking out lapt ops, proj ect ors, and so on. I f you're an award- winning m em ber of t he dinner- speech circuit and you j ust bought t his book t o learn how t o use Office and PowerPoint , t hen by all m eans skip ahead t o t he next chapt er t o learn t he ins and out s of t he program . But if you have lim it ed or no experience giving knock- 'em - dead present at ions, t his chapt er's loaded wit h advice t hat can help you plan, prepare for, and deliver your pit ch.

1 5 .1 . Pla n n in g t h e Pr e se n t a t ion I t doesn't m at t er if you're planning on t alking one- on- one—t eaching your daught er how t o operat e t he lawnm ower—or speaking t o t housands of Macworld at t endees: if you care about t he m essage you're about t o deliver, it 's wort h spending t im e organizing your t hought s before you begin com posing your present at ion.

T ip : While you're planning your present at ion, don't forget t o m ake a cont ingency plan t oo. I dent ify part s of your present at ion you could sim plify, gloss over, or cut out com plet ely in case your guest speaker ram bles on for t en m inut es inst ead of t hree; audience quest ions t ake m uch longer t han ant icipat ed; or you have t o send som eone t o find t he j anit or when you t urn on your proj ect or and t rip a circuit breaker.

1 5 .1 .1 . Th e Goa ls of You r Pr e se n t a t ion Begin by t hinking t hrough what you want your present at ion t o accom plish. There's not hing worse t han being on t he receiving end of an aim less t alk. I n ot her words, what do you want your audience t o walk away wit h? Here

are som e exam ples:

Gain knowledge or skills.

Underst and a new concept .

Be inspired or m oved.

Change t heir behavior.

Change t heir belief syst em .

Take act ion.

Buy som et hing.

Donat e t o your organizat ion or invest in your com pany.

Becom e involved in a process or a cause.

Get m edia coverage for your business or organizat ion.

1 5 .1 .2 . Kn ow You r Au die n ce I n order t o increase t he likelihood of achieving your goal, you need t o learn as m uch as you can about t he kind of people who'll be in t he audience. Put yourself in t heir shoes and figure out how you can m ake your present at ion int erest ing and relevant t o t hem . Som et im es you'll know exact ly who you're t alking t o: t he m em bers of your proj ect t eam , t he Board of Direct ors, or your fellow Rot ary m em bers. I n t hese cases, you've probably already got a pret t y good idea of who t hese people are, what int erest s t hem , what t heir group cult ure is like, and what t he norm s are for t ypical present at ions. At ot her t im es t he audience m ay be m uch m ore of an unknown quant it y: t he at t endees at a conference you've never been t o before, report ers at a press conference, a brand new client , or t he circuit court j udge. I n t his case, m ake an effort t o learn about your audience t o give yourself a bet t er chance of really connect ing wit h t hem .

Figu r e 1 5 - 1 . As you pla n a n d pr e se n t you r pr e se n t a t ion , you 'll h a ve t o de a l w it h lot s of de t a ils—bu t a lw a ys k e e p t h e big pict u r e in m in d a n d t a ck le t h e t a sk s in t h e pr ope r or de r . Th e r e a r e m a n y st e ps be t w e e n de t e r m in in g you r de sir e d ou t com e a n d ce le br a t in g a su cce ssfu l pr e se n t a t ion . M ost vit a l is de fin in g you r t a r ge t a u die n ce a s cle a r ly a s possible , a n d t h e n figu r in g ou t t h e a ppr opr ia t e in for m a t ion t o give t h is gr ou p. Th e e va lu a t ion a n d t h e r e su lt in g fe e dba ck loops ( sh ow n by t h e dot t e d lin e s) pr ovide im por t a n t oppor t u n it ie s for you t o t a ilor t h e de sign of you r pr e se n t a t ion . Se e Se ct ion 1 5 .2 .5 .1 for a dvice on h ow t o cr e a t e e va lu a t ion for m s.

1 5 .1 .3 . Ta ilor t h e Pr e se n t a t ion t o t h e Au die n ce Wit h your present at ion goal and t arget audience clearly in m ind, you can t ailor what you're going t o say t o t his part icular group.

What language do t hey speak?

Do t hey use a colloquial language or j argon?

How m ight t heir cult ure—t heir regional, et hnic, class, or corporat e cult ure—affect how you com m unicat e wit h t hem ?

What kinds of present at ions are t hey accust om ed t o viewing?

What would t his audience consider appropriat e dress for a present er?

What would m ake t his t opic im port ant t o t his audience?

T ip : I nt erview pot ent ial audience m em bers or ot her people who've present ed t o t his group previously and ask for advice on how t o m ake your present at ion succeed.

1 5 .1 .4 . Ou t lin e t h e Pr e se n t a t ion St art by creat ing an out line of your present at ion on paper or in Word—but save PowerPoint 's Out line view for lat er, when it 's act ually t im e t o st art working on your slides. St art rough wit h t he high point s of what you want t o say and refine your out line as you go. I f your present at ion is part of a larger event , t hen out line your part from t he t im e you t ake t he podium t o t he t im e you leave t he st age. A PowerPoint present at ion m ay be all or only a sm all part of t his out line.

T ip : Using Word's out lining feat ure ( Sect ion 1.4.1 ) will save you t im e lat er, since you can t ransfer it right int o PowerPoint , as described on Sect ion 16.3.1 .

1 5 .1 .5 . Bu ild You r Pr e se n t a t ion Work from your out line t o creat e your PowerPoint present at ion. The following chapt ers cover t he m echanics of working wit h PowerPoint . But before you st art creat ing slides, refine your out line so you'll know how and where t o m ake use of t hose slides. I t 's cert ainly not t he only way t o do it , but an old favorit e st ruct ure for speeches is t he overview, t he present at ion, and t he review. I n ot her words, t ell t hem what you're going t o t ell t hem , t hen t ell t hem , and t hen t ell t hem what you t old t hem . That m ay sound excessively sim ple, but it 's a wonderfully easy way t o keep your audience orient ed. You m ight find it useful t o st art wit h a j oke, a quip, or hum orous anecdot e—especially a self- deprecat ing one—t hat som ehow relat es t o your t opic. I f skillfully delivered, t his kind of icebreaker helps lower t he audience's defenses and can endear you t o t hem . But if you can't t ell j okes, or if you're sure you're going t o be so nervous you could never pull it off, don't at t em pt it . You cert ainly don't want t o st art off wit h a poorly- t old j oke t hat falls

flat . Rem em ber as you design your present at ion—and lat er as you m ake it —your j ob is t o com m unicat e your inform at ion clearly, sim ply, and int erest ingly. Your m ission is t o engage t he audience and keep t heir at t ent ion for t he durat ion. Keep t hese point s in m ind when you're sket ching out what you want t o say:

Know your subj ect t horoughly—but don't feel you have t o t ell everyt hing you know.

Use as m any slides as you need—and no m ore. Slides are support ing m at erials—use t hem where t hey do t he m ost good. I t 's possible you could give an hour- long t alk and use five slides. Som e slides m ay be up for several m inut es each, while ot hers m ay be on screen for only a few seconds.

Slides are especially good for t ables and chart s, pict ures, and st rong bullet point s.

Don't fill your slides wit h t ext . Use a larger font t han you t hink you need.

I f you have several bullet point s on a slide, build t hem in one at a t im e as you discuss each one. Ot herwise, your audience will be reading ahead and not list ening.

Try t o approxim at ely balance your use of slides cont aining bullet point s, chart s, and pict ures.

Try t o m ake your present at ion int eract ive. For exam ple, present a problem or quest ion t o t he audience and open it up for discussion. Alt ernat ively, ask t hem t o discuss t he quest ion wit h t heir neighbor for a few m inut es and t hen gat her responses from t he room .

Vary t he pace of t he present at ion—especially if it 's a long one—by pulling audience m em bers up for dem onst rat ions, bringing out surprise guest s, giving at t endees one m inut e t o furiously scribble responses t o your quest ion, and so on.

Use every different com m unicat ion m et hod at your disposal: audit ory, visual, and direct experience. I nvolve t he right brain by using st ories, m ovem ent , or song.

Be careful wit h how m uch color you use in your slides. You don't want color t o dist ract from t he point you're m aking, and you always want your slides t o be legible.

Don't use slide anim at ions or fancy t ransit ions j ust because it 's easy t o do so. These feat ures should serve t he present at ion, not dist ract from it .

Your present at ion should keep t he audience involved by keeping t hem t hinking or react ing em ot ionally; by generat ing quest ions, new t hought s, and new dream s.

1 5 .1 .6 . Pr a ct ice Pract ice giving your present at ion t o a coworker, an indulgent spouse, or an at t ent ive dog, and list en carefully t o

any feedback—from t he hum ans anyway. Wat ch yourself in t he m irror or shoot a video of yourself as you pract ice. Pay special at t ent ion t o your gest ures, expressions, and body language. Be yourself, but rem em ber you're essent ially " on st age" —even if your audience is com posed of only t wo people. And in order t o reach an audience you need t o proj ect not only your voice, but your m ovem ent s and gest ures as well. Have som eone else proofread your slides. I f you have t o proofread t hem yourself, print out t he slides so you can see t he words on paper inst ead of on- screen. Misspelled words or incorrect punct uat ion t hat you read over a dozen t im es on- screen will j um p out at you on a print ed page. Double- and t riple- check t he spelling of people's nam es or product nam es t hat appear in your slides.

T ip : At t his point , you can use your wat ch t o get an idea of how long it t akes t o do your present at ion, fact oring in t im e for int roduct ory com m ent s and any quest ion- and- answer period. Once you've finalized your script and t yped out your slides, you can use PowerPoint 's rehearsal m ode ( Sect ion 17.2.1 ) t o det erm ine t he exact t im ing.

Pa r t I V: Pow e r Poin t Chapt er 15 Chapt er 16 Chapt er 17

Ch a pt e r 1 5 . Pla n n in g a n d Cr e a t in g Gr e a t Pr e se n t a t ion s Com m unicat ion t akes m any form s, from sm oke signals t o Web pages; from rude gest ures t o polished orat ory; from an order at t he drive- t hrough t o a speech at t he podium . And whet her you're a Great Com m unicat or or a first - t im e speaker, what you're really doing in any of t hese inst ances is m aking a present at ion : you're delivering inform at ion t o ot hers t o get your point across. PowerPoint 's a great t ool t o help you m ake present at ions. But it 's only a t ool. Don't fall int o t he t rap of t hinking t he com put er present at ion is t he st ar of t he show. You are t he st ar of t he show. PowerPoint , your handout s, your guest speakers, and your sharp new suit are all playing support ing roles. Before you even boot up your com put er, it 's wort h spending som e t im e t hinking about your present at ion's goal ( convince Mom and Dad t o let you go away t o cam p, for exam ple) and who your audience is ( t wo people who know you very well) . As a wise m an once said, " Scrat ch 'em where t hey it ch." To succeed, your present at ion has t o resonat e wit h t he audience's needs, expect at ions, and assum pt ions. The first t wo part s of t his chapt er help you plan an effect ive present at ion t ailored t o your audience. The last sect ion deals wit h present at ion nut s and bolt s—picking out lapt ops, proj ect ors, and so on. I f you're an award- winning m em ber of t he dinner- speech circuit and you j ust bought t his book t o learn how t o use Office and PowerPoint , t hen by all m eans skip ahead t o t he next chapt er t o learn t he ins and out s of t he program . But if you have lim it ed or no experience giving knock- 'em - dead present at ions, t his chapt er's loaded wit h advice t hat can help you plan, prepare for, and deliver your pit ch.

1 5 .1 . Pla n n in g t h e Pr e se n t a t ion I t doesn't m at t er if you're planning on t alking one- on- one—t eaching your daught er how t o operat e t he lawnm ower—or speaking t o t housands of Macworld at t endees: if you care about t he m essage you're about t o deliver, it 's wort h spending t im e organizing your t hought s before you begin com posing your present at ion.

T ip : While you're planning your present at ion, don't forget t o m ake a cont ingency plan t oo. I dent ify part s of your present at ion you could sim plify, gloss over, or cut out com plet ely in case your guest speaker ram bles on for t en m inut es inst ead of t hree; audience quest ions t ake m uch longer t han ant icipat ed; or you have t o send som eone t o find t he j anit or when you t urn on your proj ect or and t rip a circuit breaker.

1 5 .1 .1 . Th e Goa ls of You r Pr e se n t a t ion Begin by t hinking t hrough what you want your present at ion t o accom plish. There's not hing worse t han being on t he receiving end of an aim less t alk. I n ot her words, what do you want your audience t o walk away wit h? Here

are som e exam ples:

Gain knowledge or skills.

Underst and a new concept .

Be inspired or m oved.

Change t heir behavior.

Change t heir belief syst em .

Take act ion.

Buy som et hing.

Donat e t o your organizat ion or invest in your com pany.

Becom e involved in a process or a cause.

Get m edia coverage for your business or organizat ion.

1 5 .1 .2 . Kn ow You r Au die n ce I n order t o increase t he likelihood of achieving your goal, you need t o learn as m uch as you can about t he kind of people who'll be in t he audience. Put yourself in t heir shoes and figure out how you can m ake your present at ion int erest ing and relevant t o t hem . Som et im es you'll know exact ly who you're t alking t o: t he m em bers of your proj ect t eam , t he Board of Direct ors, or your fellow Rot ary m em bers. I n t hese cases, you've probably already got a pret t y good idea of who t hese people are, what int erest s t hem , what t heir group cult ure is like, and what t he norm s are for t ypical present at ions. At ot her t im es t he audience m ay be m uch m ore of an unknown quant it y: t he at t endees at a conference you've never been t o before, report ers at a press conference, a brand new client , or t he circuit court j udge. I n t his case, m ake an effort t o learn about your audience t o give yourself a bet t er chance of really connect ing wit h t hem .

Figu r e 1 5 - 1 . As you pla n a n d pr e se n t you r pr e se n t a t ion , you 'll h a ve t o de a l w it h lot s of de t a ils—bu t a lw a ys k e e p t h e big pict u r e in m in d a n d t a ck le t h e t a sk s in t h e pr ope r or de r . Th e r e a r e m a n y st e ps be t w e e n de t e r m in in g you r de sir e d ou t com e a n d ce le br a t in g a su cce ssfu l pr e se n t a t ion . M ost vit a l is de fin in g you r t a r ge t a u die n ce a s cle a r ly a s possible , a n d t h e n figu r in g ou t t h e a ppr opr ia t e in for m a t ion t o give t h is gr ou p. Th e e va lu a t ion a n d t h e r e su lt in g fe e dba ck loops ( sh ow n by t h e dot t e d lin e s) pr ovide im por t a n t oppor t u n it ie s for you t o t a ilor t h e de sign of you r pr e se n t a t ion . Se e Se ct ion 1 5 .2 .5 .1 for a dvice on h ow t o cr e a t e e va lu a t ion for m s.

1 5 .1 .3 . Ta ilor t h e Pr e se n t a t ion t o t h e Au die n ce Wit h your present at ion goal and t arget audience clearly in m ind, you can t ailor what you're going t o say t o t his part icular group.

What language do t hey speak?

Do t hey use a colloquial language or j argon?

How m ight t heir cult ure—t heir regional, et hnic, class, or corporat e cult ure—affect how you com m unicat e wit h t hem ?

What kinds of present at ions are t hey accust om ed t o viewing?

What would t his audience consider appropriat e dress for a present er?

What would m ake t his t opic im port ant t o t his audience?

T ip : I nt erview pot ent ial audience m em bers or ot her people who've present ed t o t his group previously and ask for advice on how t o m ake your present at ion succeed.

1 5 .1 .4 . Ou t lin e t h e Pr e se n t a t ion St art by creat ing an out line of your present at ion on paper or in Word—but save PowerPoint 's Out line view for lat er, when it 's act ually t im e t o st art working on your slides. St art rough wit h t he high point s of what you want t o say and refine your out line as you go. I f your present at ion is part of a larger event , t hen out line your part from t he t im e you t ake t he podium t o t he t im e you leave t he st age. A PowerPoint present at ion m ay be all or only a sm all part of t his out line.

T ip : Using Word's out lining feat ure ( Sect ion 1.4.1 ) will save you t im e lat er, since you can t ransfer it right int o PowerPoint , as described on Sect ion 16.3.1 .

1 5 .1 .5 . Bu ild You r Pr e se n t a t ion Work from your out line t o creat e your PowerPoint present at ion. The following chapt ers cover t he m echanics of working wit h PowerPoint . But before you st art creat ing slides, refine your out line so you'll know how and where t o m ake use of t hose slides. I t 's cert ainly not t he only way t o do it , but an old favorit e st ruct ure for speeches is t he overview, t he present at ion, and t he review. I n ot her words, t ell t hem what you're going t o t ell t hem , t hen t ell t hem , and t hen t ell t hem what you t old t hem . That m ay sound excessively sim ple, but it 's a wonderfully easy way t o keep your audience orient ed. You m ight find it useful t o st art wit h a j oke, a quip, or hum orous anecdot e—especially a self- deprecat ing one—t hat som ehow relat es t o your t opic. I f skillfully delivered, t his kind of icebreaker helps lower t he audience's defenses and can endear you t o t hem . But if you can't t ell j okes, or if you're sure you're going t o be so nervous you could never pull it off, don't at t em pt it . You cert ainly don't want t o st art off wit h a poorly- t old j oke t hat falls

flat . Rem em ber as you design your present at ion—and lat er as you m ake it —your j ob is t o com m unicat e your inform at ion clearly, sim ply, and int erest ingly. Your m ission is t o engage t he audience and keep t heir at t ent ion for t he durat ion. Keep t hese point s in m ind when you're sket ching out what you want t o say:

Know your subj ect t horoughly—but don't feel you have t o t ell everyt hing you know.

Use as m any slides as you need—and no m ore. Slides are support ing m at erials—use t hem where t hey do t he m ost good. I t 's possible you could give an hour- long t alk and use five slides. Som e slides m ay be up for several m inut es each, while ot hers m ay be on screen for only a few seconds.

Slides are especially good for t ables and chart s, pict ures, and st rong bullet point s.

Don't fill your slides wit h t ext . Use a larger font t han you t hink you need.

I f you have several bullet point s on a slide, build t hem in one at a t im e as you discuss each one. Ot herwise, your audience will be reading ahead and not list ening.

Try t o approxim at ely balance your use of slides cont aining bullet point s, chart s, and pict ures.

Try t o m ake your present at ion int eract ive. For exam ple, present a problem or quest ion t o t he audience and open it up for discussion. Alt ernat ively, ask t hem t o discuss t he quest ion wit h t heir neighbor for a few m inut es and t hen gat her responses from t he room .

Vary t he pace of t he present at ion—especially if it 's a long one—by pulling audience m em bers up for dem onst rat ions, bringing out surprise guest s, giving at t endees one m inut e t o furiously scribble responses t o your quest ion, and so on.

Use every different com m unicat ion m et hod at your disposal: audit ory, visual, and direct experience. I nvolve t he right brain by using st ories, m ovem ent , or song.

Be careful wit h how m uch color you use in your slides. You don't want color t o dist ract from t he point you're m aking, and you always want your slides t o be legible.

Don't use slide anim at ions or fancy t ransit ions j ust because it 's easy t o do so. These feat ures should serve t he present at ion, not dist ract from it .

Your present at ion should keep t he audience involved by keeping t hem t hinking or react ing em ot ionally; by generat ing quest ions, new t hought s, and new dream s.

1 5 .1 .6 . Pr a ct ice Pract ice giving your present at ion t o a coworker, an indulgent spouse, or an at t ent ive dog, and list en carefully t o

any feedback—from t he hum ans anyway. Wat ch yourself in t he m irror or shoot a video of yourself as you pract ice. Pay special at t ent ion t o your gest ures, expressions, and body language. Be yourself, but rem em ber you're essent ially " on st age" —even if your audience is com posed of only t wo people. And in order t o reach an audience you need t o proj ect not only your voice, but your m ovem ent s and gest ures as well. Have som eone else proofread your slides. I f you have t o proofread t hem yourself, print out t he slides so you can see t he words on paper inst ead of on- screen. Misspelled words or incorrect punct uat ion t hat you read over a dozen t im es on- screen will j um p out at you on a print ed page. Double- and t riple- check t he spelling of people's nam es or product nam es t hat appear in your slides.

T ip : At t his point , you can use your wat ch t o get an idea of how long it t akes t o do your present at ion, fact oring in t im e for int roduct ory com m ent s and any quest ion- and- answer period. Once you've finalized your script and t yped out your slides, you can use PowerPoint 's rehearsal m ode ( Sect ion 17.2.1 ) t o det erm ine t he exact t im ing.

Pa r t I V: Pow e r Poin t Chapt er 15 Chapt er 16 Chapt er 17

Ch a pt e r 1 5 . Pla n n in g a n d Cr e a t in g Gr e a t Pr e se n t a t ion s Com m unicat ion t akes m any form s, from sm oke signals t o Web pages; from rude gest ures t o polished orat ory; from an order at t he drive- t hrough t o a speech at t he podium . And whet her you're a Great Com m unicat or or a first - t im e speaker, what you're really doing in any of t hese inst ances is m aking a present at ion : you're delivering inform at ion t o ot hers t o get your point across. PowerPoint 's a great t ool t o help you m ake present at ions. But it 's only a t ool. Don't fall int o t he t rap of t hinking t he com put er present at ion is t he st ar of t he show. You are t he st ar of t he show. PowerPoint , your handout s, your guest speakers, and your sharp new suit are all playing support ing roles. Before you even boot up your com put er, it 's wort h spending som e t im e t hinking about your present at ion's goal ( convince Mom and Dad t o let you go away t o cam p, for exam ple) and who your audience is ( t wo people who know you very well) . As a wise m an once said, " Scrat ch 'em where t hey it ch." To succeed, your present at ion has t o resonat e wit h t he audience's needs, expect at ions, and assum pt ions. The first t wo part s of t his chapt er help you plan an effect ive present at ion t ailored t o your audience. The last sect ion deals wit h present at ion nut s and bolt s—picking out lapt ops, proj ect ors, and so on. I f you're an award- winning m em ber of t he dinner- speech circuit and you j ust bought t his book t o learn how t o use Office and PowerPoint , t hen by all m eans skip ahead t o t he next chapt er t o learn t he ins and out s of t he program . But if you have lim it ed or no experience giving knock- 'em - dead present at ions, t his chapt er's loaded wit h advice t hat can help you plan, prepare for, and deliver your pit ch.

1 5 .1 . Pla n n in g t h e Pr e se n t a t ion I t doesn't m at t er if you're planning on t alking one- on- one—t eaching your daught er how t o operat e t he lawnm ower—or speaking t o t housands of Macworld at t endees: if you care about t he m essage you're about t o deliver, it 's wort h spending t im e organizing your t hought s before you begin com posing your present at ion.

T ip : While you're planning your present at ion, don't forget t o m ake a cont ingency plan t oo. I dent ify part s of your present at ion you could sim plify, gloss over, or cut out com plet ely in case your guest speaker ram bles on for t en m inut es inst ead of t hree; audience quest ions t ake m uch longer t han ant icipat ed; or you have t o send som eone t o find t he j anit or when you t urn on your proj ect or and t rip a circuit breaker.

1 5 .1 .1 . Th e Goa ls of You r Pr e se n t a t ion Begin by t hinking t hrough what you want your present at ion t o accom plish. There's not hing worse t han being on t he receiving end of an aim less t alk. I n ot her words, what do you want your audience t o walk away wit h? Here

are som e exam ples:

Gain knowledge or skills.

Underst and a new concept .

Be inspired or m oved.

Change t heir behavior.

Change t heir belief syst em .

Take act ion.

Buy som et hing.

Donat e t o your organizat ion or invest in your com pany.

Becom e involved in a process or a cause.

Get m edia coverage for your business or organizat ion.

1 5 .1 .2 . Kn ow You r Au die n ce I n order t o increase t he likelihood of achieving your goal, you need t o learn as m uch as you can about t he kind of people who'll be in t he audience. Put yourself in t heir shoes and figure out how you can m ake your present at ion int erest ing and relevant t o t hem . Som et im es you'll know exact ly who you're t alking t o: t he m em bers of your proj ect t eam , t he Board of Direct ors, or your fellow Rot ary m em bers. I n t hese cases, you've probably already got a pret t y good idea of who t hese people are, what int erest s t hem , what t heir group cult ure is like, and what t he norm s are for t ypical present at ions. At ot her t im es t he audience m ay be m uch m ore of an unknown quant it y: t he at t endees at a conference you've never been t o before, report ers at a press conference, a brand new client , or t he circuit court j udge. I n t his case, m ake an effort t o learn about your audience t o give yourself a bet t er chance of really connect ing wit h t hem .

Figu r e 1 5 - 1 . As you pla n a n d pr e se n t you r pr e se n t a t ion , you 'll h a ve t o de a l w it h lot s of de t a ils—bu t a lw a ys k e e p t h e big pict u r e in m in d a n d t a ck le t h e t a sk s in t h e pr ope r or de r . Th e r e a r e m a n y st e ps be t w e e n de t e r m in in g you r de sir e d ou t com e a n d ce le br a t in g a su cce ssfu l pr e se n t a t ion . M ost vit a l is de fin in g you r t a r ge t a u die n ce a s cle a r ly a s possible , a n d t h e n figu r in g ou t t h e a ppr opr ia t e in for m a t ion t o give t h is gr ou p. Th e e va lu a t ion a n d t h e r e su lt in g fe e dba ck loops ( sh ow n by t h e dot t e d lin e s) pr ovide im por t a n t oppor t u n it ie s for you t o t a ilor t h e de sign of you r pr e se n t a t ion . Se e Se ct ion 1 5 .2 .5 .1 for a dvice on h ow t o cr e a t e e va lu a t ion for m s.

1 5 .1 .3 . Ta ilor t h e Pr e se n t a t ion t o t h e Au die n ce Wit h your present at ion goal and t arget audience clearly in m ind, you can t ailor what you're going t o say t o t his part icular group.

What language do t hey speak?

Do t hey use a colloquial language or j argon?

How m ight t heir cult ure—t heir regional, et hnic, class, or corporat e cult ure—affect how you com m unicat e wit h t hem ?

What kinds of present at ions are t hey accust om ed t o viewing?

What would t his audience consider appropriat e dress for a present er?

What would m ake t his t opic im port ant t o t his audience?

T ip : I nt erview pot ent ial audience m em bers or ot her people who've present ed t o t his group previously and ask for advice on how t o m ake your present at ion succeed.

1 5 .1 .4 . Ou t lin e t h e Pr e se n t a t ion St art by creat ing an out line of your present at ion on paper or in Word—but save PowerPoint 's Out line view for lat er, when it 's act ually t im e t o st art working on your slides. St art rough wit h t he high point s of what you want t o say and refine your out line as you go. I f your present at ion is part of a larger event , t hen out line your part from t he t im e you t ake t he podium t o t he t im e you leave t he st age. A PowerPoint present at ion m ay be all or only a sm all part of t his out line.

T ip : Using Word's out lining feat ure ( Sect ion 1.4.1 ) will save you t im e lat er, since you can t ransfer it right int o PowerPoint , as described on Sect ion 16.3.1 .

1 5 .1 .5 . Bu ild You r Pr e se n t a t ion Work from your out line t o creat e your PowerPoint present at ion. The following chapt ers cover t he m echanics of working wit h PowerPoint . But before you st art creat ing slides, refine your out line so you'll know how and where t o m ake use of t hose slides. I t 's cert ainly not t he only way t o do it , but an old favorit e st ruct ure for speeches is t he overview, t he present at ion, and t he review. I n ot her words, t ell t hem what you're going t o t ell t hem , t hen t ell t hem , and t hen t ell t hem what you t old t hem . That m ay sound excessively sim ple, but it 's a wonderfully easy way t o keep your audience orient ed. You m ight find it useful t o st art wit h a j oke, a quip, or hum orous anecdot e—especially a self- deprecat ing one—t hat som ehow relat es t o your t opic. I f skillfully delivered, t his kind of icebreaker helps lower t he audience's defenses and can endear you t o t hem . But if you can't t ell j okes, or if you're sure you're going t o be so nervous you could never pull it off, don't at t em pt it . You cert ainly don't want t o st art off wit h a poorly- t old j oke t hat falls

flat . Rem em ber as you design your present at ion—and lat er as you m ake it —your j ob is t o com m unicat e your inform at ion clearly, sim ply, and int erest ingly. Your m ission is t o engage t he audience and keep t heir at t ent ion for t he durat ion. Keep t hese point s in m ind when you're sket ching out what you want t o say:

Know your subj ect t horoughly—but don't feel you have t o t ell everyt hing you know.

Use as m any slides as you need—and no m ore. Slides are support ing m at erials—use t hem where t hey do t he m ost good. I t 's possible you could give an hour- long t alk and use five slides. Som e slides m ay be up for several m inut es each, while ot hers m ay be on screen for only a few seconds.

Slides are especially good for t ables and chart s, pict ures, and st rong bullet point s.

Don't fill your slides wit h t ext . Use a larger font t han you t hink you need.

I f you have several bullet point s on a slide, build t hem in one at a t im e as you discuss each one. Ot herwise, your audience will be reading ahead and not list ening.

Try t o approxim at ely balance your use of slides cont aining bullet point s, chart s, and pict ures.

Try t o m ake your present at ion int eract ive. For exam ple, present a problem or quest ion t o t he audience and open it up for discussion. Alt ernat ively, ask t hem t o discuss t he quest ion wit h t heir neighbor for a few m inut es and t hen gat her responses from t he room .

Vary t he pace of t he present at ion—especially if it 's a long one—by pulling audience m em bers up for dem onst rat ions, bringing out surprise guest s, giving at t endees one m inut e t o furiously scribble responses t o your quest ion, and so on.

Use every different com m unicat ion m et hod at your disposal: audit ory, visual, and direct experience. I nvolve t he right brain by using st ories, m ovem ent , or song.

Be careful wit h how m uch color you use in your slides. You don't want color t o dist ract from t he point you're m aking, and you always want your slides t o be legible.

Don't use slide anim at ions or fancy t ransit ions j ust because it 's easy t o do so. These feat ures should serve t he present at ion, not dist ract from it .

Your present at ion should keep t he audience involved by keeping t hem t hinking or react ing em ot ionally; by generat ing quest ions, new t hought s, and new dream s.

1 5 .1 .6 . Pr a ct ice Pract ice giving your present at ion t o a coworker, an indulgent spouse, or an at t ent ive dog, and list en carefully t o

any feedback—from t he hum ans anyway. Wat ch yourself in t he m irror or shoot a video of yourself as you pract ice. Pay special at t ent ion t o your gest ures, expressions, and body language. Be yourself, but rem em ber you're essent ially " on st age" —even if your audience is com posed of only t wo people. And in order t o reach an audience you need t o proj ect not only your voice, but your m ovem ent s and gest ures as well. Have som eone else proofread your slides. I f you have t o proofread t hem yourself, print out t he slides so you can see t he words on paper inst ead of on- screen. Misspelled words or incorrect punct uat ion t hat you read over a dozen t im es on- screen will j um p out at you on a print ed page. Double- and t riple- check t he spelling of people's nam es or product nam es t hat appear in your slides.

T ip : At t his point , you can use your wat ch t o get an idea of how long it t akes t o do your present at ion, fact oring in t im e for int roduct ory com m ent s and any quest ion- and- answer period. Once you've finalized your script and t yped out your slides, you can use PowerPoint 's rehearsal m ode ( Sect ion 17.2.1 ) t o det erm ine t he exact t im ing.

1 5 .2 . D e live r in g t h e Pr e se n t a t ion I f you're responsible for t he whole event , it falls on t o you t o deal wit h a handful of t asks t hat seem ingly have not hing t o do wit h your present at ion. Fact ors like light ing and furnit ure can have a huge im pact on your audience's experience. Unfort unat ely, if you're lat e or equipm ent fails, your audience m ay be less recept ive t o your m essage. Try t o t ake care of t he following ahead of t im e so you can solve any problem s before t he audience arrives.

Know how t o unlock t he doors, adj ust t he light s, and cont rol t he t em perat ure. I f you have t o dim t he light s in order t o see t he screen, m ake sure t here's a light proj ect ing on you whenever you're speaking so your audience can see you.

I f you have cont rol over t he way t he room is set up, place t he podium at cent er st age and your screen off t o t he side. The slides are for speaker support —what you're saying is t he m ain at t ract ion.

Set up and t est t he equipm ent , or coordinat e wit h your t ech support people who'll be running t he light s and t he public address syst em .

I f your audio person needs t o m anage input s—say, from your lapt op's sound out put and your m icrophone—print a slide list for her ( see Sect ion 17.4.2) wit h all t he audio cues clearly indicat ed. For exam ple, she m ight need t o fade out t he " walk- in" m usic and t urn on your m icrophone input ; or she m ay need t o t urn up t he sound from your com put er's audio during a part of t he present at ion while t urning off your m ic.

Set up t ables or set out inform at ion packet s or program s.

Make sure t here are clear signs prom inent ly post ed t o help at t endees find t he room so t hey know t hey've com e t o t he right place.

Figure out t he parking sit uat ion, handicapped access, and rest room locat ions.

Greet people as t hey com e in t o m ake t hem feel welcom e and help t hem get orient ed.

1 5 .2 .1 . W e lcom e You r Au die n ce When it 's t im e t o st art and your audience is seat ed, don't launch right int o your program . Welcom e t he audience, int roduce yourself, and t ell t hem what present at ion t hey're at t ending so t hey know t hey're in t he right room . Make sure everyone has a seat and a program . Tell t hem how long t he session will run, if t here will be a break, and where t he bat hroom s are. Explain how you'd like t o handle quest ions from t he audience—whet her t hey should shout t hem out at any t im e, save t hem unt il t he end, line up at a m icrophone, or what ever. I f you've brought print ed handout s ( Sect ion 17.4.2) or post ed your slides on t he Web, let t he audience know t hey don't need t o t ake not es. Explaining t hese seem ingly sim ple t hings t o your audience m ay seem like a wast e of t im e, but it act ually serves

t o increase t heir com fort level, lower t heir defenses, and m ake t hem feel like t hey're part of t he group—all of which will m ake t hem bet t er and m ore recept ive list eners.

1 5 .2 .2 . I n t r odu ce You r Pr e se n t a t ion The t im e has com e t o finally t alk about your t opic. Try t o open wit h a bang—cat ch people's at t ent ion and t ell t hem how t his present at ion is going t o be valuable t o t hem , and what t hey're going t o t ake away from it . At t his point you m ay want t o query your list eners t o see how t hey relat e t o your t opic—bot h for your own benefit and t heirs. Ask for a show of hands: " How m any of you are running Mac OS X Server?" " Who's had, or has a loved one who's had breast cancer?" " How m any of you are parent s of sevent h or eight h graders?" Choose your quest ions so all t he audience m em bers see t hem selves as part of one or anot her of t hese groups. The responses you get will give you a bet t er idea of t he m akeup of t he audience—and it helps everyone feel like t hey belong as t hey ident ify wit h ot hers who respond sim ilarly. Now t hat your audience has t old you som et hing about t hem selves, t ell t hem som et hing about yourself. For exam ple: why are you qualified t o speak on your t opic?

1 5 .2 .3 . M a k in g t h e Pr e se n t a t ion Aft er all your preparat ion, planning, and pract ice, giving your present at ion should be a piece of cake. You've got great inform at ion, you know it inside out , and you've t ailored it t o t his part icular group of people. Relax and enj oy t he process of sharing. During your t alk keep t hese point s in m ind:

I f you don't feel relaxed, fake it . Your audience will never know t he difference. Never m ake apologies for being nervous.

Speak t o t he audience—don't j ust read from a script or recit e. Look your list eners in t he eye—in all part s of t he room .

Don't st are at your lapt op or look behind you at t he screen.

Ent husiasm is cont agious—sm ile! Let t he audience see how ent husiast ic you are about your t opic.

Vary your cadence when speaking—pauses can be very powerful.

Don't read your slides ( unless t here's a com pelling need t o for t he benefit of blind or foreign- language speaking m em bers of t he audience) .

I f you have a slide full of t ext it probably doesn't need t o be t here—t hat 's what should be in your speech. I n fact , don't even use com plet e sent ences in your slides—sent ences belong in your speech.

1 5 .2 .4 . Re vie w Wrap up your present at ion wit h a review. Now's when you " t ell t hem what you t old t hem ." Let audience m em bers know what you hope t hey've gained from t his present at ion and what you expect t hem t o do wit h it —buy your product , sign up for a t im e share, host a foreign- exchange st udent , or what ever.

Make any ot her concluding st at em ent s, put up a slide wit h your cont act inform at ion, and rem ind t hem where you'll be aft er t he present at ion if t hey have m ore quest ions. Explain how you sincerely want t heir feedback on t his present at ion so t hat you can im prove it in t he fut ure. Urge t hem t o t ake a m om ent t o fill out feedback form s, assum ing you've chosen t o prepare t hem as described in t he next sect ion. Finally, t hank t hem for com ing and for t heir at t ent ion—and t ake a bow as t he audience applauds and cheers.

1 5 .2 .5 . Eva lu a t in g t h e Pr e se n t a t ion You've com plet ed your present at ion. You t hink you did a pret t y good j ob—t he audience applauded, no rot t en fruit s or veget ables hit t he st age, and several people t old you, " Nice j ob." But how can you be sure? Get t ing feedback is a st ep t hat 's oft en overlooked, and while not appropriat e for every present at ion, it 's a vit al t ool for j udging your success using som et hing ot her t han guesswork. Audience feedback can t ell you whet her you succeeded in get t ing your m essage across, how useful t he inform at ion is t o t he audience, and how you m ight im prove t he present at ion—or sim ilar present at ions—next t im e. The quickest , m ost direct —and least accurat e—feedback m et hod is t o sim ply quest ion your list eners and ask for a show of hands ( see t he box on Sect ion 15.2.5.1) . I f you go t his rout e design your quest ions carefully because you can only ask about t hree or four wit hout annoying m ost folks.

UP TO SPEED Fe e dba ck Fu n da m e n t a ls Gat hering feedback from your audience shouldn't be an aft ert hought . I t 's t he only way you'll know how well you're doing and how you can do bet t er in t he fut ure. Whet her you j ust ask for a show of hands or provide an evaluat ion form , t he inform at ion you receive can be invaluable. For exam ple, say your present at ion is ent it led Cont rolling Gophers in Your Yard and Garden. You're present ing t o a group of organic gardeners, m any of whom you know obj ect t o killing anim als. Your goal is for t he m em bers of t he audience t o learn about and choose from different m et hods of gopher cont rol appropriat e t o t heir sit uat ion and t heir et hical values. I f you only have t im e for raised- hands feedback, you m ight want t o ask your audience t he following quest ions—and be sure t o writ e down your est im at e of t heir responses:

Qu e st ion : Do you now know what approach you want t o t ake t o deal wit h your gopher problem ? ( Show of hands for yes, show of hands for no.)

Qu e st ion : For t hose of you who raised your hand yes, do you know enough t o feel you can succeed wit h your chosen m et hod? ( Show of hands if you do know enough, show of hands if you don't know enough.)

Qu e st ion : I f you raised your hand no t o t he first quest ion, have you gained useful inform at ion t hat will be helpful in choosing an approach t o gopher cont rol in t he fut ure? ( Show of hands for yes, show of hands for no.)

T ip : Consider using inst ant feedback. Throw out som e raised- hand feedback quest ions part way t hrough your present at ion. You'll be able t o gauge how well you're doing, and be able t o m odify your present at ion t o m ake t he best use of your rem aining t im e.

1 5 .2 .5 .1 . D e sign in g a n e va lu a t ion for m I f you have a lot riding on t he out com e of your present at ion, consider hiring a professional evaluat or t o design evaluat ion form s and help you int erpret t he result s. There are m any different approaches t o designing t hese form s. The t ype of present at ion you're giving and t he t ype of out com e you're hoping for will det erm ine t he kinds of quest ions you need t o ask. You can design evaluat ion quest ions as review quest ions ( t o see if your list eners recall t he point s you m ade) or you can ask part icipant s what t hey got out of t he present at ion. Quest ions can be answered wit h a sim ple yes or no, wit h a set of m ult iple- choice answers, or according t o a rat ing scale. People are likely t o skip open- ended, essay- t ype quest ions t hat t ake t oo long t o com plet e. Design your evaluat ion quest ions carefully in order t o j udge your success and t arget ways t o im prove your present at ion next t im e. Use a m ix of sim ple yes/ no or checkbox quest ions along wit h open- ended quest ions and rat ing scales. One side of one page is about as m uch as you can ask of your audience—rem em ber, t hey're doing you a favor by filling t his out .

T ip : There's an excellent exam ple of an evaluat ion form you can download at www.m issingm anuals.com / cds.

When you ask your list eners t o fill out an evaluat ion, you're t urning t he t ables on t hem —asking t hem t o give you inform at ion. I t 's not always easy t o get your audience t o cooperat e, so consider using som e kind of incent ive. For exam ple, you could give a sm all gift in exchange for com plet ed evaluat ion form s or use t he form s in a drawing for door prizes.

T ip : Whet her you ask quest ions or prepare a quest ionnaire, m ake sure t o budget t im e for t he evaluat ion. Evaluat ions need t o be com plet ed im m ediat ely aft er your present at ion. Don't expect your part icipant s t o t urn t hem in lat er in t he day or m ail t hem t o you—it j ust won't happen.

1 5 .3 . Pr e se n t a t ion H a r dw a r e I f you're lucky, you'll have com plet e cont rol over every aspect of your present at ion—including t he com put er, t he proj ect or, and all t he ot her t echnical bit s and pieces t hat are required. Oft en, t hough, you'll be using ot hers' equipm ent ; plugging your lapt op int o a video proj ect or at a conference; or j ust showing up wit h your present at ion on a CD and running it on som eone else's com put er. When t he equipm ent isn't your own, you have t o be m ore flexible and ready t o im provise.

1 5 .3 .1 . La pt ops You can run PowerPoint 2008 present at ions on any of t he current crop of MacBooks and MacBook Pros. Older lapt ops, especially G4 m achines, are apt t o have som e difficult y present ing som e of t he m ore com plex anim at ion and t ransit ion affect s. To get t he best perform ance, use JPEG's for im age files, MP3s for audio files, and don't use 3- D or shadow effect s. Present at ions int ended for single viewers—like self- paced lessons—are well- suit ed t o a deskt op com put er. But for m ost present at ions, t he port abilit y of a lapt op m akes it t he com put er of choice.

1 5 .3 .2 . Pr oj e ct or s Depending on t he size of your audience, t he t ype of room you're in—and t he size of your budget —you can show your PowerPoint present at ions right on your lapt op, on an ext ernal m onit or, or wit h a video proj ect or. I f you're present ing t o a group and you're able t o dim t he light s, a proj ect or is usually your best bet . The video proj ect or m arket is boom ing, fueled by hom e t heat er buffs and com put erized present ers like you. Prices are falling and new m odels are em erging weekly—result ing in a bewildering array of proj ect ors t o choose from . Prices st art at about $500, but plan on at least $800 as a m inim um price for a bright , high- resolut ion proj ect or.

Figu r e 1 5 - 2 . W h ile t h e a u die n ce se e s you r slide s on t h e big scr e e n , you r M a cBook ca n h e lp you k e e p you r pla ce in t h e pr e se n t a t ion —a n d k e e p you fr om look in g ove r you r sh ou lde r t o se e w h a t 's on t h e scr e e n . I t ca n displa y t h e cu r r e n t slide a n d t h e n e x t slide , you r slide n ot e s, a n d a clock or t im e r t e llin g you e it h e r e la pse d t im e or t h e r e m a in in g t im e in you r pr e se n t a t ion . I f you n e e d t o r u sh t o t h e fin ish , or go ba ck t o t h e be gin n in g, t h e t h u m bn a ils on t h e le ft le t you j u m p t o a n y slide in t h e pr e se n t a t ion . You 'll le a r n h ow t o displa y t h e se on scr e e n fe a t u r e s in t h e n e x t ch a pt e r .

T ip : I f you're not fam iliar wit h video proj ect ors and you're considering dropping $1000 or m ore t o purchase one, you should really find a st ore where you can com pare t he m odels you're int erest ed in under light ing condit ions t hat are sim ilar t o t he way you'll be using it . Get a head st art on your com parison shopping by visit ing www.proj ect orcent ral.com , where you can read reviews and buyer guides, and post proj ect or- relat ed quest ions on t heir forum .

Figu r e 1 5 - 3 . W h e n you r a u die n ce st a r t s bu m pin g h e a ds a s a r e su lt of le a n in g in t o look a t you r la pt op scr e e n , it 's t im e t o con side r a vide o pr oj e ct or . Th e va r ie t y of size s a n d pr ice s a va ila ble is gr ow in g r a pidly, a n d t h ou gh t h e pr ice s a r e com in g dow n , it 's st ill a big in ve st m e n t . Con side r r e n t in g a pr oj e ct or if you n e e d on e in fr e qu e n t ly. Th e n w h e n you 'r e r e a dy t o bu y, you 'll be t t e r u n de r st a n d t h e fe a t u r e s you n e e d ( a n d by t h e n you 'll ge t e ve n m or e for you r m on e y) .

1 5 .3 .2 .1 . Ch oosin g a pr oj e ct or I f t he t hought of shopping for a new digit al cam era gives you a frisson of excit em ent , t hen deciphering t he specs of video proj ect ors should be right up your alley. There are t hree basic t ypes of video proj ect ors: LCD ( liquid cryst al display) , DLP ( digit al light processing) , and LCOS ( liquid cryst al on silicon) . Most of t he t im e t he proj ect or t ype is less im port ant t han it s key specificat ions. Aft er you figure out your budget and how large and heavy a proj ect or you're willing t o carry around, consider t hese im port ant crit eria:

Re solu t ion . This figure represent s t he num ber of pixels t he proj ect or can display, and should m at ch your com put er's video out put . Most proj ect ors are designat ed SVGA ( 800 x 600 pixels) or XGA ( 1,024 x 768 pixels) . More pixels gives you a sharper screen im age and—surprise, surprise—cost m ore. All Macbooks and MacBook Pros can out put eit her of t hese resolut ions.

Bright ness. Like slide or m ovie proj ect ors, video proj ect ors produce an im age on t he screen by proj ect ing it wit h a very bright light . The int ensit y of t hat light is m easured in ANSI lum ens. Met hods of m easuring lum ens vary from m anufact urer t o m anufact urer, so consider t hese specificat ions as only ballpark figures. Less t han 1000 lum ens is fine when proj ect ing on sm aller screens or in darkened room s, but will be t oo dim on larger screens or under bright er light ing condit ions. 1500 lum ens is a good m inim um for room s t hat can't be darkened—but you'll only know for sure by t rying out a proj ect or under sim ilar proj ect ion condit ions.

I n pu t s. Proj ect ors designed for a hom e t heat er syst em m ay feat ure only S- video and com posit e video input s. Mac lapt ops can out put in t his form at —if it 's your only opt ion. Proj ect ors designed for com put er present at ions have eit her a VGA connect or, a DVI connect or, or bot h ( and quit e possibly S- video and com posit e video input s as well) . Connect your lapt op using t he VGA connect ion or, if available, t he DVI connect ion. Som e newer, higher- end proj ect ors have only a DVI connect ion.

1 5 .3 .2 .2 . Re n t in g pr oj e ct or s I f you don't find yourself giving PowerPoint present at ions at t he drop of a hat , you m ay be bet t er off rent ing a proj ect or. Look in t he Yellow Pages under Audio- Visual Equipm ent t o find a local out let . And if you don't have a local AV house, you can even rent equipm ent by m ail ( or least , by UPS) . When you rent , you can t ake advant age of t he newest t echnology, get a proj ect or t hat suit s t he requirem ent s for your part icular present at ion space, and let som ebody else worry about repairs and bulb replacem ent .

1 5 .3 .2 .3 . Pr oj e ct ion scr e e n s The screen is an oft en overlooked elem ent of proj ect ion qualit y. A poor screen—or wall—can m ake t he best proj ect or's im age look t errible. There are as m any different kinds of screens available as t here are proj ect ors, st art ing at about $100 for rollup screens. Any screen will be bet t er t han a regular wall, alt hough you can get very good result s in a darkened room wit h a sm oot h, m at t e whit e paint ed wall. Proj ect ion screens com e in a wide variet y of surfaces which provide varying am ount s of gain, enhanced bright ness at t ained by direct ing t he light from t he proj ect or back t o t he audience inst ead of allowing it t o scat t er in all direct ions. High- gain screens have a lower viewing angle. I n ot her words, t hey reflect m ore light t o viewers closer t o t he cent erline of t he screen. A m at t e whit e screen—or a flat , whit e wall—provides t he widest viewing angle and t he least gain.

1 5 .3 .3 . Re m ot e Con t r ols Using a rem ot e cont rol for your PowerPoint present at ion gives you t he freedom t o m ove away from your lapt op—and you'll appear m uch m ore professional when you're not reaching for t he com put er t o advance each slide. Even if you like t he securit y of t he podium and want t o keep an eye on your speaker's not es on your PowerBook's screen, by using a rem ot e cont rol you can advance slides while gest uring or wit h your hand in your pocket . When you're ready t o break free of t he podium , t he rem ot e let s you st roll t he st age or am ble t hrough t he audience—while st ill cont rolling your present at ion.

Figu r e 1 5 - 4 . Plu g t h is r e m ot e 's USB r e ce ive r in t o you r com pu t e r a n d you n e e dn 't be t ie d t o t h e le ct e r n t o ch a n ge slide s. W h e t h e r you 'r e se a t e d a t a t a ble or m in glin g w it h t h e a u die n ce , a h a n dh e ld r e m ot e le t s you spe n d m or e t im e con n e ct in g w it h you r a u die n ce , a n d le ss t im e con n e ct e d t o you r com put er.

I f you've got a MacBook or MacBook Pro, you've already got t he rem ot e cont rol t hat cam e wit h your lapt op, int ended m ost ly as a way t o cont rol Apple's Front Row feat ure. The Apple Rem ot e com m unicat es wit h your com put er via infrared ( j ust like a TV rem ot e) —so you do have t o point it at your com put er and it won't funct ion if it 's in your pocket .

T ip : Be sure t o pair your Apple Rem ot e wit h your com put er so it can be cont rolled only by t hat part icular rem ot e. Ot herwise, a j okest er in t he audience could cont rol your present at ion wit h his Apple Rem ot e. To creat e t his bond of rem ot e- cont rol m onogam y, m ake sure you're logged in as an Adm in user. Then, from a few inches away, point t he rem ot e at t he I R sensor on t he front of t he com put er, and press and hold t he Menu and Next / Fast - forward but t ons sim ult aneously for five seconds. ( I f you ever need t o un- pair, choose

Syst em Preferences

Securit y and click Unpair.)

Most ot her rem ot e cont rols use RF ( radio frequency) t o com m unicat e wit h a receiver plugged int o your lapt op's USB port . Because t hey use radio waves t here's no need t o point t he rem ot e cont rol at your lapt op. But when you do need t o point som et hing out on one of your slides, som e rem ot es have a built - in laser point er, so you don't have t o fum ble wit h m ore t han one handheld device.

Som e rem ot es can also funct ion as a m ouse, or cont rol your iTunes and DVD playback. However, when you're in t he m idst of t he present at ion you m ay find t hat sim pler is bet t er—and t he only but t ons you really need are forward and backward. The winner of t he sim plicit y com pet it ion is t he Power Present er RF, sport ing only forward and back but t ons and a laser point er ( w w w .pow errem ot e.com ) . The sleek and popular Keyspan Present at ion Rem ot e ( or it s m ore powerful sibling, t he Present at ion Rem ot e Pro) adds a m ouse cont roller t o t he m ix (www.keyspan.com ) . There's also t he possibilit y t hat you already own a RF rem ot e cont rol—albeit one wit h lot s of but t ons: your cell phone. Salling Clicker soft ware let s you use cert ain Bluet oot h m obile phones and PDAs t o cont rol your com put er. I f your Mac has built - in Bluet oot h—or you've added a Bluet oot h adapt er—t hen t his $20 piece of soft ware is all you need t o t urn your phone int o a rem ot e cont rol for PowerPoint and m any ot her program s. Learn m ore at www.salling.com .

Ch a pt e r 1 6 . Bu ildin g a Pow e r Poin t Pr e se n t a t ion Slideshows derive t heir power from t heir sim plicit y. By displaying a single st at ic im age at a t im e, slide shows can present inform at ion sim ply and clearly—and oft en wit h m ore im pact t han you could achieve wit h a m oving pict ure—whet her you're t eaching geography t o a class of t hird- graders or pit ching an ad cam paign t o a Fort une 500 CEO. PowerPoint gives you t he abilit y t o creat e very basic, sim ple slides—for exam ple, j ust words on a plain background or a single pict ure—or a com plex blend of phot ographs, anim at ion, m ovies, and sound, t o creat e dazzling present at ions t hat grab and hold your audience's at t ent ion. Whet her you opt for sim ple or fancy, you st art by picking a PowerPoint t hem e—a pre- designed t em plat e t hat gives your slide show a cohesive st yle or look. You t hen use lay out s t o creat e t he individual slides and arrange t hem in t he proper order. PowerPoint 2008 int roduces 50 new slide t hem es—coordinat ed t em plat es cont aining font s, colors, and visual effect s designed t o give your present at ion a unified look. As you build each slide, t he new layout s keep your designs consist ent from slide t o slide, keeping your t ext and obj ect s aligned from slide t o slide. I n addit ion, you can creat e your own cust om layout s wit h t ext and im age placeholders, backgrounds graphics, and so on. You'll find Slide Them es and Slide Layout s t abs in t he Elem ent s Gallery, where you can quickly preview t hem and apply t hem t o your slideshow.

1 6 .1 . Fin din g You r W a y Ar ou n d Pow e r Poin t When you launch PowerPoint , your first st op is t he Proj ect Gallery ( unless you've t urned off t he " Show Proj ect Preferences General) . The Proj ect Gallery opens t o Gallery at st art up" checkbox in PowerPoint whichever t ab you used last —click New and t hen double- click PowerPoint Present at ion t o open a com plet ely blank present at ion. Or click Office Them es in t he Cat egory list and t hen choose one of t he t hem es t o base your slideshow on.

T ip : No m at t er what you choose here in t he Proj ect Gallery, you can always change t o a different t hem e once PowerPoint opens.

1 6 .1 .1 . Th e Th r e e - Pa n e Vie w When t he PowerPoint window opens, you see t he first slide of your chosen t hem e in t he m ain slide pane( see Figure 16- 1) . PowerPoint 's t hree- pane Norm al view let s you concent rat e on one slide at a t im e, yet let s you quickly navigat e t hrough your slides or add not es. The largest pane shows you exact ly what your audience will see ( apart from anim at ions and ot her special effect s) . The pane on t he left gives you an overview of t he ent ire present at ion in t hum bnail or out line form at . Since t his present at ion is brand- new, it shows only one slide. As you add m ore slides t o t he present at ion t hey appear in t he out line pane—where you can reorder t hem by dragging t he t hum bnails.

Figu r e 1 6 - 1 . Toppe d by t h e t oolba r ( A) , a n d t h e Ele m e n t s Ga lle r y ( B) , t h e Pow e r Poin t w in dow displa ys t h r e e pa n e s. Th e slide you 'r e e dit in g occu pie s ce n t e r st a ge on t h e slide pa n e ( C) . H e r e you ca n e dit t h e slide 's t e x t ; a dd pict u r e s, ch a r t s, a n d ot h e r obj e ct s; ch a n ge ba ck gr ou n ds; a n d so on . Th e Ou t lin e pa n e ( D ) displa ys t h u m bn a il im a ge s of e a ch slide in t h e pr e se n t a t ion ( w h e n in Slide s vie w ) or a n ou t lin e of you r slide s' t e x t w h e n in ( Ou t lin e vie w ) . You ca n e n t e r r a n dom n ot e s t o you r se lf or

you r pr e se n t a t ion scr ipt in t h e N ot e s pa n e ( E) . I f you u se a n e x t e r n a l m on it or or pr oj e ct or t o pr e se n t you r sh ow , Pow e r Poin t ca n displa y t h e se n ot e s on you r scr e e n a n d h ide t h e m fr om t h e a u die n ce . Adj u st t h e size of t h e pa n e s by dr a ggin g t h e divide r ba r s ( F) .

The t hird pane, below t he slide, is never going t o be seen by t he audience—it 's for your own not es, visible on your com put er display during your present at ion—while t he audience sees only your slide on t he room 's m ain screen. The Not es pane is also handy as you're creat ing your present at ion for " not es t o self" about t he slide you're creat ing—for exam ple, t o rem ind yourself t o double- check a fact or replace a product phot o wit h a new version. Alt hough t he slide area is t he biggest when you st art a new present at ion, you can resize t he panes by dragging t heir dividers. I n fact , you can hide t he out line and not es panes by dragging t he dividers all t he way t o t he edges of t he window. At t he t op of t he window you'll find t he fam iliar St andard t oolbar and Elem ent s Gallery. Click t he t oolbar's Gallery but t on or j ust click one of t he gallery t abs t o reveal slide t hem es, slide layout s, t ransit ions, t able st yles, and so on ( see Figure 16- 2) .

Figu r e 1 6 - 2 . Top: Click t h e Ele m e n t s Ga lle r y's Slide Th e m e s t a b t o vie w Pow e r Poin t 's colle ct ion of pr e - de sign e d t e m pla t e s. As you click fr om on e t h u m bn a il t o a n ot h e r , Pow e r Poin t displa ys t h e n e w de sign in it s slide pa n e —a n d con ve r t s a n y slide you 've a lr e a dy cr e a t e d t o t h e n e w t h e m e . Bot t om : Eve r y slide t h e m e con t a in s a se t of la you t s, a va ila ble via t h e Ele m e n t s Ga lle r y's Slide La you t s t a b. La you t s fix t h e a r r a n ge m e n t of t e x t box e s a n d gr a ph ic obj e ct s on t h e slide , a llow in g con sist e n t posit ion in g fr om slide t o slide .

Ch a pt e r 1 6 . Bu ildin g a Pow e r Poin t Pr e se n t a t ion Slideshows derive t heir power from t heir sim plicit y. By displaying a single st at ic im age at a t im e, slide shows can present inform at ion sim ply and clearly—and oft en wit h m ore im pact t han you could achieve wit h a m oving pict ure—whet her you're t eaching geography t o a class of t hird- graders or pit ching an ad cam paign t o a Fort une 500 CEO. PowerPoint gives you t he abilit y t o creat e very basic, sim ple slides—for exam ple, j ust words on a plain background or a single pict ure—or a com plex blend of phot ographs, anim at ion, m ovies, and sound, t o creat e dazzling present at ions t hat grab and hold your audience's at t ent ion. Whet her you opt for sim ple or fancy, you st art by picking a PowerPoint t hem e—a pre- designed t em plat e t hat gives your slide show a cohesive st yle or look. You t hen use lay out s t o creat e t he individual slides and arrange t hem in t he proper order. PowerPoint 2008 int roduces 50 new slide t hem es—coordinat ed t em plat es cont aining font s, colors, and visual effect s designed t o give your present at ion a unified look. As you build each slide, t he new layout s keep your designs consist ent from slide t o slide, keeping your t ext and obj ect s aligned from slide t o slide. I n addit ion, you can creat e your own cust om layout s wit h t ext and im age placeholders, backgrounds graphics, and so on. You'll find Slide Them es and Slide Layout s t abs in t he Elem ent s Gallery, where you can quickly preview t hem and apply t hem t o your slideshow.

1 6 .1 . Fin din g You r W a y Ar ou n d Pow e r Poin t When you launch PowerPoint , your first st op is t he Proj ect Gallery ( unless you've t urned off t he " Show Proj ect Preferences General) . The Proj ect Gallery opens t o Gallery at st art up" checkbox in PowerPoint whichever t ab you used last —click New and t hen double- click PowerPoint Present at ion t o open a com plet ely blank present at ion. Or click Office Them es in t he Cat egory list and t hen choose one of t he t hem es t o base your slideshow on.

T ip : No m at t er what you choose here in t he Proj ect Gallery, you can always change t o a different t hem e once PowerPoint opens.

1 6 .1 .1 . Th e Th r e e - Pa n e Vie w When t he PowerPoint window opens, you see t he first slide of your chosen t hem e in t he m ain slide pane( see Figure 16- 1) . PowerPoint 's t hree- pane Norm al view let s you concent rat e on one slide at a t im e, yet let s you quickly navigat e t hrough your slides or add not es. The largest pane shows you exact ly what your audience will see ( apart from anim at ions and ot her special effect s) . The pane on t he left gives you an overview of t he ent ire present at ion in t hum bnail or out line form at . Since t his present at ion is brand- new, it shows only one slide. As you add m ore slides t o t he present at ion t hey appear in t he out line pane—where you can reorder t hem by dragging t he t hum bnails.

Figu r e 1 6 - 1 . Toppe d by t h e t oolba r ( A) , a n d t h e Ele m e n t s Ga lle r y ( B) , t h e Pow e r Poin t w in dow displa ys t h r e e pa n e s. Th e slide you 'r e e dit in g occu pie s ce n t e r st a ge on t h e slide pa n e ( C) . H e r e you ca n e dit t h e slide 's t e x t ; a dd pict u r e s, ch a r t s, a n d ot h e r obj e ct s; ch a n ge ba ck gr ou n ds; a n d so on . Th e Ou t lin e pa n e ( D ) displa ys t h u m bn a il im a ge s of e a ch slide in t h e pr e se n t a t ion ( w h e n in Slide s vie w ) or a n ou t lin e of you r slide s' t e x t w h e n in ( Ou t lin e vie w ) . You ca n e n t e r r a n dom n ot e s t o you r se lf or

you r pr e se n t a t ion scr ipt in t h e N ot e s pa n e ( E) . I f you u se a n e x t e r n a l m on it or or pr oj e ct or t o pr e se n t you r sh ow , Pow e r Poin t ca n displa y t h e se n ot e s on you r scr e e n a n d h ide t h e m fr om t h e a u die n ce . Adj u st t h e size of t h e pa n e s by dr a ggin g t h e divide r ba r s ( F) .

The t hird pane, below t he slide, is never going t o be seen by t he audience—it 's for your own not es, visible on your com put er display during your present at ion—while t he audience sees only your slide on t he room 's m ain screen. The Not es pane is also handy as you're creat ing your present at ion for " not es t o self" about t he slide you're creat ing—for exam ple, t o rem ind yourself t o double- check a fact or replace a product phot o wit h a new version. Alt hough t he slide area is t he biggest when you st art a new present at ion, you can resize t he panes by dragging t heir dividers. I n fact , you can hide t he out line and not es panes by dragging t he dividers all t he way t o t he edges of t he window. At t he t op of t he window you'll find t he fam iliar St andard t oolbar and Elem ent s Gallery. Click t he t oolbar's Gallery but t on or j ust click one of t he gallery t abs t o reveal slide t hem es, slide layout s, t ransit ions, t able st yles, and so on ( see Figure 16- 2) .

Figu r e 1 6 - 2 . Top: Click t h e Ele m e n t s Ga lle r y's Slide Th e m e s t a b t o vie w Pow e r Poin t 's colle ct ion of pr e - de sign e d t e m pla t e s. As you click fr om on e t h u m bn a il t o a n ot h e r , Pow e r Poin t displa ys t h e n e w de sign in it s slide pa n e —a n d con ve r t s a n y slide you 've a lr e a dy cr e a t e d t o t h e n e w t h e m e . Bot t om : Eve r y slide t h e m e con t a in s a se t of la you t s, a va ila ble via t h e Ele m e n t s Ga lle r y's Slide La you t s t a b. La you t s fix t h e a r r a n ge m e n t of t e x t box e s a n d gr a ph ic obj e ct s on t h e slide , a llow in g con sist e n t posit ion in g fr om slide t o slide .

1 6 .2 . St e p 1 : Spe cify a Th e m e Even t hough your slides m ay display different kinds of inform at ion—t ext , chart s, t ables, and pict ures, for exam ple—it 's usually best if t hey follow a consist ent design t hat uses t he sam e font s, background graphics, color schem e, and so on. The design set s t he overall t one for t he present at ion, so your choice of one t hat suit s t he t opic and audience is crit ical.

1 6 .2 .1 . Pr e - de sign e d Te m pla t e s Thankfully, Microsoft m akes life easier for present at ion newbies—and for anyone who's not a t rained graphic designer—by providing an assort m ent of prefab t hem es and layout s. They let you st art building your slideshow wit hout having t o spend any t im e on t he design elem ent s or layout s. When proj ect deadlines are loom ing and t here are a m illion t hings t hat need t o be done ( including creat ing a present at ion) , you'll welcom e t hese t im esaving feat ures. You can choose a t hem e in t he Proj ect Gallery's Office Them es Cat egory, but you'll probably appreciat e PowerPoint 2008's new t hem e chooser in t he Elem ent s Gallery. Click t he Slide Them es t ab of t he Elem ent s Gallery bar t o reveal t he line up of colorful t hem e t hum bnails, and use t he arrow but t ons at t he right end of t he gallery t o scroll t hrough t he ot her t hem e opt ions. I f a t hem e looks like it m ight work, click it t o display it in t he slide pane. You can cont inue clicking t hem e t hum bnails and previewing t hem at full size unt il you find your ideal one. Don't be disappoint ed, by t he way, when your chosen t hem e doesn't show t he sam e colorful pict ures as t he t hum bnail. Unlike t he pict ure and t ext placeholders of Word's Publishing Layout View, PowerPoint 's placeholders cont ain no dum m y t ext or im ages—j ust t he out lines set against t he t hem e background, and t he inst ruct ion t o click t o add t ext or insert obj ect s. PowerPoint opens a new t hem e using it s first - page slide layout . Click t he Slide Layout s t ab in t he Elem ent s Gallery t o show t he collect ion of layout s t hat you can use wit h your chosen t hem e ( see Figure 16- 2) . Click t hem as well, t o see how t hey look at full size.

T ip : When choosing a t hem e, consider how you're going t o present t he final product . All t he included designs look t errific when proj ect ed from t he Mac it self ( using a port able proj ect or, for exam ple) . On t he ot her hand, if you plan t o print t he various slides ( say, as handout s) , avoid designs wit h solid colors in t he background. Not only will t hey t ake forever t o print on an inkj et ( and consum e a lot of ink or t oner) , but t he blended background on som e of t hese designs m ay not look as sm oot h as it did onscreen.

1 6 .2 .2 . St a r t in g fr om Scr a t ch Alt hough t hem es can save you hours of work, t here's a downside t o using t hem , t oo. Since you'll be choosing from t he sam e repert oire as m illions of ot her PowerPoint fans, your slideshow j ust m ay look j ust like som eone else's—m aybe even t he speaker who cam e before you. The only surefire way t o guarant ee a unique look is t o design your present at ion yourself. Fort unat ely, it 's not as hard as it sounds. To access a blank present at ion from t he Proj ect Gallery, click t he Blank Docum ent s cat egory and t hen double- click PowerPoint Present at ion. Or, if you're already in PowerPoint , click t he blank " Office" t hem e—t he left m ost t hum bnail in t he Them es gallery, or New Present at ion ( - N) . choose File Eit her way, you're now facing a blank whit e slide in t he slide pane. Click t he Elem ent Gallery's Slide Layout s t ab and choose a layout for your first slide ( see page 666) . Then you can use PowerPoint 's various t ext and drawing t ools t o build each slide from scrat ch. Alt hough designing slides t his way involves a lot m ore work t han sim ply choosing a t em plat e, you'll be rewarded wit h a present at ion t hat doesn't look like it cam e out of a can. Even if

all you do is creat e a different slide background color, pat t ern, or im age, you can have a com plet ely unique look wit h m inim al effort , since you can st ill use all of PowerPoint 's pre- designed layout s.

1 6 .2 .3 . Addin g Slide s Add som e of your own t he t ext t o your first slide by clicking where it says " Click t o add t it le" and t hen st art t yping. Then add a new slide t o t he present at ion in any of t he following ways:

Click t he New Slide but t on in t he t oolbar.

Choose I nsert

Press

New Slide.

- Shift - N.

Cont rol- click ( or right - click) in t he Out line pane, and from t he pop- up m enu, choose New Slide.

Click t he " I nsert new slide" but t on at t he left end of t he Slide Layout s gallery and t hen click any of t he layout t hum bnails ( which now sport large green plus signs) .

PowerPoint creat es t he new slide, displays it on t he slide pane, and adds it s t hum bnail t o t he out line pane direct ly beneat h t he select ed slide.

N ot e : When PowerPoint creat es a second slide in t he show, it aut om at ically uses t he second slide layout s for t he new slide—but any ot her t im e you creat e a new slide, PowerPoint creat es it in t he sam e st yle as t he select ed slide.

Wit h t he new slide select ed in t he out line pane, click t he Slide Layout s t ab t o display t hem in t he Elem ent s Gallery. Click any of t he layout s and t he select ed slide t akes on t his new appearance, ready for you t o plug in t ext and im ages. I f you don't like it s looks, click anot her t o choose a different design. Take a m om ent t o creat e four or five slides from various layout s and add som e t ext so you have som e slides wit h which t o experim ent .

1 6 .2 .4 . Ch a n gin g D e sign s in M idst r e a m Unlike, say, hom e decorat ing, changing your present at ion's color schem e and ot her elem ent s requires not hing m ore t han a few quick m ouse clicks. Just click t he Slide Them es t ab of t he Elem ent s Gallery t o ret urn t o PowerPoint 's t rove of t hem es. Click one t o apply it t o your present at ion. I f you don't like t he change, choose Undo Docum ent Them e ( - Z) t o revert , or j ust click anot her t hem e. Edit When you change t hem es, PowerPoint changes all t he slides in your present at ion t o t he new t hem e. I f you'd like t o change t he t hem e for j ust part of your present at ion, select t wo or m ore slides in t he out line pane ( by Shift clicking or - clicking) and t hen click a new t hem e in t he gallery. PowerPoint changes your select ed slides t o t he new t hem e. You m ay find swit ching from one t hing t o anot her helpful t o different iat e different segm ent s of t he present at ion.

Each PowerPoint t hem e has a set of colors chosen t o provide cont rast bet ween it s various elem ent s while Them e m aint aining a uniform color palet t e. I f you don't agree wit h any of t hese colors, choose Form at Colors t o display t he Creat e Them e Colors window. Double- click any of t he color swat ches t o change t hat color using t he Color Picker ( Sect ion 19.3.8.1) . PowerPoint displays t he result s of your m eddling in t he sm all Preview diagram ( see Figure 16- 3) . Click Apply t o All t o see your color change reflect ed t hroughout t he present at ion. Your new cust om color collect ion is added t o t he Colors palet t e in t he Form at t ing Palet t e's Docum ent Them e pane. You can also m ake a wholesale change t o t he t hem e colors by select ing a different collect ion from t his pop- up m enu. ( Be sure t o m ake not e of t he collect ion you st art wit h so you can always ret urn if you decide you're m aking t hings worse.)

Figu r e 1 6 - 3 . I f you w a n t t o cr e a t e you r ow n color colle ct ion , ch oose For m a t Th e m e Color s. I n t h e r e su lt in g Cr e a t e Th e m e Color s dia log box , you ca n ch oose n e w color s for t h e slide 's ba ck gr ou n d, t e x t , fills, a cce n t s, a n d lin k s.

You can also change t he slide background, choosing from a dozen variat ions for each t hem e. Open t he Slide Background pane of t he Form at t ing Palet t e and click any of t he background t hum bnails t o apply t hat background t o your t hem e. Many of t he t hem e designs have background graphics as well—fram es or im ages. Click Hide Background Graphics t o rem ove t hem from t he t hem e. ( See Sect ion 16.4.4.6 for m ore on backgrounds.)

POW ER USERS' CLI N I C Addin g You r Ow n Te m pla t e s I n m any corporat ions, PowerPoint slideshows are an everyday occurrence—as are rules and regulat ions. You m ay be required t o use a PowerPoint t em plat e, designed and approved by your com pany, as t he basis for all slideshows you give. ( Don't worry if your com pany is Windows- based—t em plat es for t he Windows version of PowerPoint work j ust fine on Macs.) I f you're given such a required t em plat e, it 's easy t o m ake it ready for easy access each Library t im e you begin t o creat e a slideshow. Just drag t he t em plat e file int o Hom e Applicat ion Support Microsoft Office User Tem plat es My Tem plat es folder. I t 'll show up in t he Proj ect Gallery under t he My Tem plat es group. I n fact , you can t ransform any PowerPoint file int o a t em plat e by dragging it int o t his folder. I f you're Save As and choose PowerPoint Tem plat e creat ing your own t em plat e choose File ( .pot x) from t he form at pop- up m enu. PowerPoint t ucks it int o t he My Tem plat es folder unless you t ell it t o do ot herwise. ( Consider saving your t em plat es in t he .pot form at if you m ight be sharing t hem wit h people who have yet t o upgrade t o Office 2007 or 2008.) When you open it , you'll get a blank copy of t hat file ( called " Present at ion1," for exam ple) , even if it wasn't a PowerPoint t em plat e t o begin wit h. PowerPoint is sm art enough t o figure: " I f it 's in t he Tem plat es folder, I 'm probably supposed t o t reat it as a t em plat e."

1 6 .3 . St e p 2 : W r it in g t h e Ou t lin e A pict ure m ay be wort h a t housand words, but it 's t he rare present at ion t hat doesn't include at least som e t ext . Deciding how t o t ransform possibly boring fact s int o com pelling word slides is oft en t he m ost challenging part of creat ing a present at ion, so words are a good place t o begin before you get t oo hung up on design. I f you've already worked up an out line in Word, skip ahead t o Sect ion 16.3.1 t o im port it int o PowerPoint . Ot herwise, open PowerPoint 's Out line view by clicking t he Out line but t on at t op of it s pane. When you do so, t he pane get s wider t o accom m odat e your t ext , and t he t hum bnails are reduced t o m ere specks. Each num bered slide icon at t he left of t he Out line pane represent s an individual slide. What ever you t ype adj acent t o t he slide icon becom es t hat slide's t it le, whet her or not t here's a t it le placeholder in t he slide's layout ( see Figure 16- 4) . I ndent ed lines below t he t it le correspond t o t he slide's subt it le and bullet t ext . ( Bullet t ext refers t o lines of t ext denot ed by special bullet s m arkers—see Sect ion 3.3) . To generat e m ore out line t ext , you can do any of t he following:

Add a slide . Press Ret urn aft er t yping a t it le t o st art anot her t it le—and anot her slide. Each t it le corresponds t o a slide.

D e m ot e t e x t. Press Tab t o dem ot e a t it le int o a bullet point under t he previous t it le or bullet point . ( Dem ot e is out lining j argon for " m ake less im port ant ," or " m ove down one level in t he out line." ) I f you cont inue pressing Tab, you can cont inue t he dem ot ion, down t o five levels below t he t it le. PowerPoint indent s t he line of t ext fart her and fart her t o t he right as you press Tab. Alt ernat ively, you can drag t he slide or t ext t o t he right .

Pr om ot e t e x t. Press Shift - Tab t o prom ot e a bullet point int o a m ore im port ant bullet point or—at t he t op level—t o a slide t it le. Or you can drag t ext t o t he left t o prom ot e it . ( Prom ot e, as you m ight guess, m eans t o " m ake m ore im port ant ," or " m ove up one level in t he out line." )

N ot e : When you use t he Tab key in t he Out line pane, it doesn't m at t er where in t he line of t ext you place your insert ion point —at t he end, at t he beginning, or som ewhere in t he m iddle.

Cr e a t e a n ot h e r bu lle t poin t. Press Ret urn aft er t yping a bullet point t o st art anot her bullet point .

Add a slide be n e a t h a bu lle t poin t . Press Shift slide.

- N aft er t yping a bullet point t o st art a t it le for a new

Ex pa n d or con t r a ct t h e slide ou t lin e t e x t . Cont rol- click ( or right - click) a slide's t ext and choose Collapse t o collapse t he subt ext of t he select ed slide or slides. Choose Collapse Collapse Collapse All t o hide t he subt ext of t he ent ire out line—leaving only t he slide t it les visible. Cont rol- click and choose Expand Expand ( or Expand All t o again reveal t he slides' subt ext ) .

Sh ow for m a t t in g. To display t he out line in t he sam e font s used in t he slides, Cont rol- click ( or right - click) any of t he slide t ext and choose Show Form at t ing.

D e le t e a slide. Select one or m ore slides, and t hen press Delet e; Cont rol- click ( or right - click) t he slide Delet e Slide. t it le and choose Delet e Slide; or choose Edit

M ove a slide. Drag t he slide icon up or down t he list , and drop it when t he blue line is direct ly above t he slide you want t o m ove it above.

D u plica t e a slide . Choose Edit Duplicat e slide, press - D, or Cont rol- click ( or right - click) t he slide t it le and choose Duplicat e Slide. PowerPoint creat es t he duplicat e slide j ust below t he original.

N ot e : You can select m ore t han one slide by Shift - clicking or - clicking addit ional slides, or by dragging up or down t hrough t he slide t ext , or t o t he right of it . Then you can apply any of t he above t echniques t o add, delet e, m ove, or duplicat e t he select ed slides.

I f you'd rat her push but t ons t han drag slides around direct ly in t he Out line pane, choose View Toolbars Out lining t o sum m on t he Out lining t oolbar ( see Figure 16- 4) . I t has but t ons for prom ot ing, dem ot ing, m oving, expanding and cont ract ing, and showing form at t ing.

Figu r e 1 6 - 4 . Top: You ca n dr a g t opics or bu lle t poin t s in t o a diffe r e n t or de r a s you bu ild you r ou t lin e . Th e cu r sor ch a n ge s t o cr osse d a r r ow s w h e n you m ou se ove r a dr a gga ble slide or bu lle t icon . A h or izon t a l lin e in dica t e s w h e r e Pow e r Poin t t h in k s you w a n t t o pla ce t h e it e m w h e n you dr a g u p a n d dow n t o r e or de r ; a ve r t ica l lin e in dica t e s t h e in de n t le ve l w h e r e Pow e r Poin t in t e n ds t o pla ce t h e it e m . As you w or k on you r ou t lin e in t h e le ft - h a n d Ou t lin e pa n e , you ge t t o se e you r w or k in t h e Slide pa n e . Bot t om : Ch oose Vie w Toolba r s Ou t lin in g t o ca ll for t h t h e Ou t lin in g t oolba r . I t s bu t t on colle ct ion le t s you pr om ot e , de m ot e , or m ove it e m s u p a n d dow n t h e ou t lin e ; colla pse or e x pa n d su bor din a t e it e m s for on e slide , or t h e w h ole ou t lin e ; or h ide or sh ow t h e fon t for m a t t in g in t h e ou t lin e vie w .

As you're creat ing slide t ext , rem em ber t hat your audience will probably be reading everyt hing for t he first t im e, so it 's im port ant not t o pack t oo m uch t ext int o each fram e. Generally, it 's best t o lim it your slides t o about seven lines, wit h no m ore t han seven words on each line. Sim pler is always bet t er. As you t ype your slideshow's out line, you can wat ch t he slide being built in t he Slide pane—handy feedback t o avoid t yping t oo m uch t ext for a bullet . ( You can also t ype direct ly in t he slide, as described on Sect ion 16.5.2.)

1 6 .3 .1 . Usin g a W or d Ou t lin e The PowerPoint out liner isn't t he only out liner in Office 2008. I f, having cuddled up wit h Chapt er 6 for several evenings, you're already proficient wit h t he out liner in Word, you m ay prefer t o writ e up your slideshow in Word. Fort unat ely, you can easily t ransfer your out line int o PowerPoint . I t 's easiest if you began in Word: wit h Send To PowerPoint . PowerPoint opens ( if it 's not already t he out line open in Word 2008, choose File open) and convert s t he out line int o a present at ion aut om at ically. You can also im port it from t he PowerPoint end. To do so, you have t o first save your Word out line in .rt f form at —t he only out line form at PowerPoint is prepared t o deal wit h. Then launch PowerPoint and choose I nsert Slides From Out line File. Navigat e t o t he Word docum ent cont aining your out line and double- click it . Whichever m et hod you choose, PowerPoint produces one slide for every level 1 heading in your out line, and creat es bullet point s for every subheading, quickly creat ing t he basis for a slide show.

UP TO SPEED Typin g D ir e ct ly in t o You r Slide s Not everybody uses t he Out line pane t o hash out t he shape of a present at ion. Lot s of people prefer t o t ype t heir t ext direct ly ont o t he slides t hem selves. I f you fall int o t his cat egory, begin t he slideshow by choosing a t hem e, as described at t he beginning of t his chapt er. Click t he Slide Layout s t ab of t he Elem ent s Gallery and t urn on t he " I nsert new slide" but t on at it s left end. Then, each t im e you want t o add a slide t o your show, j ust click one of t he layout t hum bnails. PowerPoint adds it t o your slideshow following t he current ly select ed slide. Now st art filling in t he det ails by clicking t he various t ext or graphics placeholders and t hen t yping or im port ing t ext and graphics.

1 6 .4 . St e p 3 : Bu ildin g t h e Sh ow I t 's m uch bet t er t o show blank whit e slides cont aining an effect ive m essage t han fancy graphics t hat don't say anyt hing. That 's why it 's an excellent idea t o begin your present at ion planning wit h t he Out line pane. Once t he out line's in good shape, it 's t im e t o st art t hinking about t he cosm et ics—how your slides look. PowerPoint 's t ools m ake it easy t o adapt your design ( or Microsoft 's design) for all t he slides sim ult aneously.

W a r n in g: Choose File Page Set up and set t he Size opt ions before you design your slides. A radical change t o t hese opt ions lat er in t he gam e m ay result in cut off graphics or unint ended dist ort ions, as t hough your slides were being proj ect ed t hrough a fun- house m irror. PowerPoint 's st andard set t ing, On- screen Show ( 4: 3) , is t he one t o use for display wit h a video proj ect or.

1 6 .4 .1 . Usin g M a st e r s I n t he sam e way t hat slide t hem es let you alt er t he look of your present at ion in a flash, slide m ast ers save t im e by let t ing you m ake changes t hat apply t o t he ent ire t hem e, or j ust cert ain layout s (Figure 16- 5) . Background m ast er it em s appear on every slide, unless you specify ot herwise ( see Sect ion 16.4.4.6) . When you add, delet e, m ove, or replace a background m ast er it em , you see t he change reflect ed in all of your slides t hat use it . For exam ple, if you want t o add a com pany logo t o all your slides, j ust place it on t he slide m ast er; PowerPoint updat es all t he slides inst ant ly. Ot her m ast er it em s serve as placeholders for t he t it le and bullet t ext . Changes you m ake t o t hem on t he slide m ast er—t he size and color of t he font , or t he appearance of t he bullet s, for exam ple—are aut om at ically reflect ed t hroughout t he present at ion. Once you have a slide m ast er, you can creat e slide layout s based on it . Layout s act as m ini- m ast ers, so you can have a wide collect ion of relat ed looks for your slides. You can delet e m ast er it em s from layout s and add m ore t ext boxes or t ext and graphic placeholders t hat don't appear on t he m ast er slide.

Figu r e 1 6 - 5 . W h e n you ch oose Vie w M a st e r Slide M a st e r , Pow e r Poin t r e ve a ls t h e blu e pr in t s h idde n be h in d e ve r y on e of t h e t h e m e 's slide la you t s. Pow e r Poin t sh ow s t h e slide m a st e r a t t h e t op of t h e st a ck , a n d e a ch la you t displa ye d be n e a t h . Click t h e slide m a st e r , a n d a n y ch a n ge s you m a k e in t h e slide pa n e ca sca de t h r ou gh a ll t h e la you t s. M a k e ch a n ge s on a la you t , a n d t h e y a pply on ly t o t h a t on e la you t . W h e n e ve r you a r e in M a st e r vie w , Pow e r Poin t displa ys t h e M a st e r t oolba r : it s bu t t on s le t you cr e a t e n e w m a st e r s, n e w la you t s, a n d in se r t e ve r y possible k in d of con t e n t pla ce h olde r .

I n fact , PowerPoint has four different cat egories of m ast er it em s: slides, t it les, handout s, and not es. Here's how t hey work.

1 6 .4 .1 .1 . Slide m a st e r The slide m ast er —or, as m ost people would call it , t he m ast er slide—is a special slide whose background, font size and st yle, bullet st yle, and foot er ( what ever appears at t he bot t om of every slide) det erm ine t he look of t hese elem ent s on every slide it cont rols.

1 6 .4 .1 .2 . Edit in g t h e slide m a st e r To look at and change t he slide m ast er, choose View Mast er Slide Mast er. PowerPoint displays t he slide m ast er at t he t op of t he Out line pane and—befit t ing it s sovereignt y—larger t han t he layout s below ( see Figure 16- 6) . The slide pane gives you close a view of t his m onarch and it s com ponent m ast er it em s, each st aking out t heir area wit h a pale out line:

UP TO SPEED Un de r st a n din g Te m pla t e s When you choose one of PowerPoint 's slide t hem es from t he Elem ent s Gallery, you're act ually choosing a PowerPoint t em plat e, a collect ion of pre- designed layout s based on a slide m ast er using an Office Them e. Here's t he breakdown of t hose various elem ent s:

Office t h e m e. The Form at t ing Palet t e's Docum ent Them es pane let s you choose various collect ions of colors and font s in any office program . Office t hem es m ake it easy t o apply consist ent looks t o PowerPoint , Word, and Excel docum ent s. You'll find eight colors in each t hem e color palet t e, and t wo font s—a heading font and a body font —in each t hem e font collect ion.

Slide m a st e r. The slide m ast er st ores color and font t hem es, background t ext and graphics, and layout s. Each m ast er can cont ain one or m ore layout s.

La you t s. The posit ioning and form at t ing of t ext and graphic elem ent s on t he slide m akes up t he slide layout . Layout s allow consist ent posit ioning of t ext and obj ect s from slide t o slide ( see Figure 16- 2) .

Slide t h e m e. PowerPoint 's collect ion of slide t hem es—not t o be confused wit h t he Office color and font t hem e—usually cont ain one slide m ast er and several layout s, alt hough som e cont ain m ore t han one slide m ast er. I f you creat e and save your own t em plat e ( see t he box on Sect ion 16.3) , it could possibly have j ust one m ast er and one layout .

Tit le Ar e a. This area usually cont ains som e dum m y t ext in t he large t it le font , a placeholder for t he real t ext t hat will appear in your slides.

Obj e ct Ar e a. The set t ings you m ake in t his area det erm ine how t he body of your slides—t ext , chart s, pict ures, and m edia clips—will look and where t hey will sit .

D a t e Ar e a , Foot e r Ar e a , a n d N u m be r Ar e a . These boxes at t he bot t om of t he slide m ast er show where t he dat e and t im e, slide num ber, and m iscellaneous foot er t ext will appear on each slide. ( These sam e boxes appear in t he preview in File Page Set up Header/ Foot er Slide t ab.)

N ot e : I n View Mast er Slide Mast er m ode, t he placeholder t ext ( such as " Click t o edit Mast er t it le st yle" ) is irrelevant . Don't bot her edit ing it ; doing so has no effect on your act ual slides.

By changing t he font size, st yle, color, and placem ent of t hese it em s, you can change how PowerPoint draws t hose elem ent s on your slides. For exam ple, if you want all of your slides' t it les t o be in 24- point Gill Sans Ult ra Bold, j ust click once inside t he placeholder t ext t o select t he box; t hen use t he Form at t ing Palet t e t o change t he font t o 24- point Gill Sans Ult ra Bold. Now, any exist ing slides t hat have t it les ( and any new slides you m ake) will display t he t it le in 24- point Gill Sans Ult ra Bold.

Figu r e 1 6 - 6 . Th e slide m a st e r ge n e r a t e s ce r t a in e le m e n t s t h a t w ill be r e fle ct e d in e ve r y slide in t h e pr e se n t a t ion . Th e M a st e r for m s t h e ba sis for e ve r y la you t in t h e Slide Th e m e , e a ch of w h ich ca n h a ve a ddit ion a l e le m e n t s su ch a s t e x t , gr a ph ic, or m e dia pla ce h olde r s.

1 6 .4 .1 .3 . Addin g n e w e le m e n t s t o a slide m a st e r The t it le, bullet ed t ext it em s, and various foot ers revealed on your slide m ast er can appear on every slide; all you have t o do is fill t hem in. But if you need addit ional t ext t o appear on each slide ( such as your depart m ent or proj ect nam e) , you can creat e addit ional default t ext blocks on your slide m ast er. To do so, click t he Text Box but t on on t he St andard t oolbar shown in Figure 16- 1. ( I f it 's not t here, choose View Toolbars St andard.) Click t he slide m ast er where you want t he new t ext box t o appear, t ype som e dum m y placeholder t ext , and t hen use t he Form at t ing Palet t e t o set it s font , color, and st yle. ( To pre- size t he t ext box, click t he slide m ast er and drag t o creat e a t ext box before you begin t o t ype.) When you st art creat ing slides, you won't base any new slides direct ly on t he slide m ast er. I nst ead, you creat e slides based on slide layout s—which are t hem selves based on t he slide m ast er.

1 6 .4 .1 .4 . H a n dou t m a st e r

A PowerPoint handout is a special page design t hat let s you place several slides on a single sheet for print ing Mast er and dist ribut ing t o your audience. Set up t he design of your handout s by choosing View Handout Mast er, and t hen adding or edit ing t he elem ent s you want . ( You can read m ore about handout s on Sect ion 17.4.2.)

1 6 .4 .1 .5 . N ot e s m a st e r I n PowerPoint t erm inology, a not e is anot her form of handout —one t hat feat ures a m iniat ure slide at t he t op half of t he page, and t yped com m ent ary at t he bot t om ( see Sect ion 16.2) . Once again, you can specify t he basic Mast er Not es Mast er, and t hen edit ing t he design you design of your not es print out s by choosing View find here ( such as alt ering t he font , resizing t he not es field or slide im age, or adding graphics) . Predict ably, t hose changes appear on every not es page in t he present at ion.

1 6 .4 .1 .6 . Slide la you t s When you're in t he Slide Mast er View, PowerPoint displays slide layout s beneat h t he m ast er slide in t he out line pane. Each slide layout is based on t he m ast er slide, t hough it doesn't necessarily cont ain all t he m ast er obj ect s, and possibly cont ains ot her obj ect s or placeholders not found in t he m ast er. You can t hink of t he m ast er slide as t he blueprint for all t he slide layout s, and a slide layout as t he blueprint for t he slide you creat e. When you're in Norm al view or Slide Sort er view, you'll find all t he slide layout s for t he current t hem e in t he Slide Layout s t ab of t he Elem ent s Gallery. But t ons at t he left end of t he gallery give you t wo choices for what happens when you click one of t he layout t hum bnails: apply t hat layout t o t he select ed slide, or insert a new slide based on t hat layout .

1 6 .4 .1 .7 . M odifyin g slide la you t s Choose View Mast er Slide Mast er and click any layout in t he out line pane t o display it in t he slide pane. Here you can add, delet e, resize, rot at e, or reposit ion any of t he slide elem ent s. Any changes you m ake affect slides you've already creat ed using t hat layout in t he present at ion—as well as t hose you m ake from now on. ( Working wit h slide elem ent s is discussed beginning on Sect ion 16.5.3.1.)

1 6 .4 .2 . Vie w Con t r ols Becom ing fam iliar wit h PowerPoint 's View cont rols, which are in t he lower- left corner of t he PowerPoint window ( see Figure 16- 1) , will help you get t he m ost out of t he program . These t hree but t ons let you swit ch am ong PowerPoint 's t hree m ain view m odes: Norm al, Slide Sort er, and Slideshow. The View m enu cont ains t wo addit ional view m odes: Not es Page and Present er Tools. Here's a rundown on t hem all:

N or m a l vie w is t he st andard t hree- pane view, as shown in Figure 16- 1. You cont rol what you see using but t ons at t he t op of t he out line pane: Slides displays t hum bnails of each of your slides, while Out line displays t he out line t ext of your slides. The Slides m ode m akes it easy t o find your way around your present at ion visually, but t he t ext in t hose slides is t oo sm all t o read. Out line m ode is great for present at ions t hat cont ain a lot of t ext . This view shows all t he t ext —t he slide t it les, subt it les, and each bullet point —but not an im age of what t he slide looks like. You can edit slide t ext direct ly in t he out line, m aking it a great way t o creat e slides and ent er t ext quickly ( see Sect ion 16.3) .

T ip : I n any m ult ipane view, you can drag t he boundaries bet ween t he panes t o m ake individual panes larger or sm aller. ( A row of t hree dot s in t he cent er of t hese lines denot es a draggable boundary—but you don't have t o put your cursor on t he dot s t hem selves.)

Slide Sor t e r vie w . Back in t he day, slide show producers had t o don whit e gloves t o sort act ual 35m m slides by hand and load t hem int o proj ect or t rays. This process was im possible wit hout a light t able t o lay t he slides on, shuffle t hem around int o different orders, and decide which ones t o cut from t he show and which ones t o send t o t he lab for duplicat ion. PowerPoint 's Slide Sort er View is your virt ual light t able (Figure 16- 7) . Here you can reorder, delet e, or duplicat e your virt ual slides; or designat e slides for PowerPoint t o skip during a present at ion. Now you need whit e gloves only if you want t o m ake a fashion st at em ent . To can drag eit her a single slide or several at once; click t he gray m argin bet ween slides and drag t hrough several slides or Shift - click t he first and last in a range. You can select m ore t han one slide in any noncont iguous group by - clicking. A vert ical " your slide will go here" line appears when you drag slides. Slide Sort er View m akes a handy navigat ional aid. Double- clicking a slide in Slide Sort er view opens t he slide in t he Norm al view.

Figu r e 1 6 - 7 . You ca n r e a r r a n ge slide s in t h e Slide Sor t e r vie w by dr a ggin g t h e m , or de le t e D e le t e Slide ) . You ca n a lso slide s by se le ct in g a n d t h e n pr e ssin g D e le t e ( or ch oosin g Edit w or k w it h t r a n sit ion s ( Se ct ion 1 7 .1 ) in Slide Sor t e r vie w ; a sm a ll icon be low a slide , sh ow n h e r e on slide 1 a n d 2 , r e pr e se n t s a t r a n sit ion . Click t h e icon t o se e a h igh - spe e d pr e vie w of t h e t r a n sit ion . Use t h e St a n da r d Toolba r 's Zoom con t r ol t o va r y t h e slide size in t h is vie w .

N ot e s Pa ge. I f you find t he not es pane at t he bot t om of Norm al view t oo confining, choose View Not es Page t o see t he current slide and a large Not es field displayed on a single page—t he very sam e page you can print as a handout . The Not es page derives it s layout from t he Not es m ast er.

Pr e se n t e r Tools. I f you choose t his view, PowerPoint displays t he present er t ools on your screen as it begins your slide show. ( Your audience sees j ust t he current slide proj ect ed before t hem .) See Sect ion 17.2.6 for m ore on using Present er Tools.

Slideshow . When you choose t his view, PowerPoint act ually begins t he slideshow. See Sect ion 17.2.1 for m ore det ail.

1 6 .4 .3 . N a viga t ion No m at t er which view you're using, m oving am ong t he slides in your show is easy. For exam ple:

N or m a l vie w . The out line is always on t he left of t he slide; all it t akes t o m ove t o a slide is a click anywhere wit hin or alongside it s out line t ext . I f, for exam ple, you want t o go t o t he fourt h slide in t he present at ion, j ust click som ewhere in t he fourt h out line t ext . PowerPoint displays t hat slide in t he slide pane. When you're looking at slide t hum bnails when t he out line pane is in Slides m ode, you can use t he scroll bar or t he up- and down- arrow keys t o m ove t hrough t he slides. ( I n Out line m ode, t hose sam e keys m ove t hrough each line of t ext ) .

Slide Sor t e r vie w . I n t he Slide Sort er view, you can m ove from slide t o slide by clicking t he slide, or by using t he arrow keys t o m ove t he select ion rect angle around. I f you double- click a slide, PowerPoint swit ches t o Norm al view.

Slideshow . When you're in Slideshow view, each individual slide t akes up t he ent ire screen or window—no m enus, no scroll bars, no cont rols. There are lot s of key com binat ions t hat help you m ove around while in Slideshow view ( see Sect ion 17.2.4) . For exam ple, you can use t he right or down arrow key t o m ove t o t he next slide in a slideshow, or t he left or up arrow key t o m ove t o t he previous slide. Press t he Esc key t o exit t he show and ret urn t o t he previous view.

1 6 .4 .4 . M a n ipu la t in g You r Slide s As you const ruct t he show, new ideas will inevit ably pop int o your head. Topics you originally expect ed t o fill only t hree bullet point s on a single slide m ay expand t o require several slides—or vice versa. Fort unat ely, it 's no problem t o adj ust t he slide sequence as you go.

1 6 .4 .4 .1 . I n se r t in g n e w slide s I nsert ing a new slide int o t he lineup once you've creat ed a few is easy. Just click anyplace in t he out line t opic or t he slide befor e t he spot where you want t he new slide t o appear, and t hen choose I nsert New Slide ( N) . PowerPoint insert s a new slide in t he layout of t he select ed slide. Alt ernat ively, click t he " I nsert new slide" but t on at t he left end of t he Slide Layout s Gallery ( or choose I nsert Slides From Slide Layout ) and click any of t he layout t hum bnails t o insert a slide of t hat t ype below t he select ed slide.

1 6 .4 .4 .2 . I n se r t in g slide s fr om ot h e r pr e se n t a t ion s You can reduce your work, reuse ent ire slides, and recycle great layout s from ot her present at ion files sim ply by choosing I nsert Slides From Ot her Present at ion. The " Choose a File" dialog box appears; locat e and single- click t he PowerPoint file whose slides you want t o im port . At t he bot t om of t he dialog box, choose " I m port all slides" or ( if you want t o handpick t he slides wort h im port ing) " Select slides t o insert ." Then click Open. I f you chose " Select slides t o insert ," you now see t he Slide Finder dialog box, offering m iniat ures of t he slides. I f you want t o im port slides wit h t heir exist ing design int act , as opposed t o let t ing t hem inherit t he new present at ion's t hem e, t urn on " Keep design of original slides." Click a slide or shift - click t o select m ult iple slides, click I nsert , and t hen—aft er PowerPoint insert s t he slides in your present at ion behind t he dialog box—click Close ( or if you need t o, cont inue select ing and insert ing slides from t he Slide Finder window) .

T ip : You can also im port slides by opening bot h present at ions and dragging t hum bnails from one t o t he ot her. This m et hod, however, doesn't give you t he choice t o " keep design of original slides." The slides you m ove assum e t he t hem e of t he present at ion you drag t hem int o.

1 6 .4 .4 .3 . D u plica t in g a slide You can duplicat e a slide—including it s cont ent s—so you can use it in anot her part of t he present at ion, or m odify it t o creat e a new version of t he slide. Select a slide and choose Edit Duplicat e or press - D. You can also use t he pop- up m enu by Cont rol- clicking ( right - clicking) a slide and choosing Duplicat e Slide. PowerPoint creat es t he duplicat e slide j ust below t he original. I f you press t he Opt ion key while you drag one or m ore slides, t he cursor sprout s t he green- ball- wit h- plus- sign t hat indicat es you're copying t he it em . Release t he m ouse but t on when t he cursor is over your int ended dest inat ion, and PowerPoint duplicat es t he select ed slide or slides, and drops t hem int o t hat spot .

1 6 .4 .4 .4 . D e le t in g a slide I n Norm al or Slide Sort er view, click t he slide and t hen press Delet e, Cont rol- click ( or right - click) a t hum bnail Delet e Slide. and choose Delet e Slide from t he pop- up m enu, or choose Edit

1 6 .4 .4 .5 . M ovin g slide s a r ou n d The easiest ways t o rearrange your slide sequence are by dragging t hum bnails around in Slide Sort er view, dragging t he slide t hum bnails in t he out line pane, or dragging t he t iny slide icons up and down in t he Out line pane. I n addit ion, you can use t he Cut , Copy, and Past e com m ands t o copy, m ove, or rem ove slides or groups of slides.

T ip : The past ing t rick in Slide Sort er view is t o select t he slide j ust before t he spot where you want t he past ed slides t o appear.

1 6 .4 .4 .6 . H idin g slide s PowerPoint can skip slides you want t o rem ove from t he present at ion wit hout act ually delet ing t hem . You can use t his t rick t o t ry out t wo different versions of a part icular slide you're working on, or t o m odify present at ion for cert ain audience. You can hide a slide or an ent ire sect ion of t he present at ion for one audience and t hen t urn it back on for anot her. For exam ple, your t ravelogue on Am st erdam could feat ure t he beaut iful flower m arket s and your canal cruise for one audience—and it s fam ous coffee shops and red- light dist rict for anot her. Select a slide or group of slides, Cont rol- click ( or right - click) t he slide, and choose Hide Slide from t he pop- up m enu. PowerPoint superim poses a lit t le crossed- out sym bol over t he slide's num ber and dim s t he slide in t he out line pane. During a present at ion, hidden slides appear dim m ed in t he Present er Tools slide gallery. I f you want t o show a hidden slide, click it or press H when you're on t he preceding slide. Bring skipped slides back int o t he show by select ing t hem , Cont rol- clicking, and choosing Hide Slide again, which rem oves t he checkm ark from t he m enu com m and.

T ip : I f you have t o deliver sim ilar present at ions t o t wo or m ore groups repeat edly, save yourself t he t rouble of rem em bering t o reconfigure t he present at ion by creat ing a Cust om Show ( see Sect ion 14.1.5 ) or by j ust duplicat ing t he ent ire PowerPoint file. Then eit her delet e or skip slides t o t ailor t he duplicat e present at ions t o t he specific audience.

1 6 .5 . H ow t o Bu ild a Slide The out liner is an excellent t ool for creat ing t he t ext and t he overall flow of your slideshow. But sooner or lat er, you'll want t o work on t he slides t hem selves—t o add chart s or ot her graphics, m odify t ext t hat doesn't fit quit e right —and perhaps edit your concluding slide when new dat a becom es available five m inut es before your m eet ing.

1 6 .5 .1 . Usin g Ba ck gr ou n ds Creat ing a PowerPoint slide is m uch like creat ing a page in a page- layout program . I n fact , it 's very sim ilar t o creat ing a page in Word 2008's Publishing Layout View. St art ing off, PowerPoint let s you set a background color, gradient , pat t ern, or graphic for your slide or you can creat e a backdrop by adding shapes and im port ing graphics. Then on t op of t hat background you'll add t ext boxes, pict ures, t ables, chart s, and ot her graphics—and possibly m ovies and sounds. PowerPoint shares m any of t he t echniques for creat ing and m anipulat ing layout obj ect s wit h Word, as discussed in Chapt er 8 .

1 6 .5 .1 .1 . Ch a n gin g ba ck gr ou n ds Every slide begins life wit h a backdrop, court esy of it s slide m ast er. I f you'd like t o override or enhance t hat Slide Background, or Cont rol- click ( or right - click) backdrop on a part icular slide, however, choose Form at t he slide and choose Form at Background from t he pop- up m enu, t o sum m on t he Form at Background dialog box (Figure 16- 8) . Click t he Fill t ab on t he left and t he Solid t ab at t he t op t o change t he background color. Click t he pop- up m enu and choose any color variat ion from t he palet t e of Them e Colors; one of t he t en m ore- int ense St andard Colors; or click More Colors t o choose any color at all, via t he Color Picker ( Sect ion 19.3.8.1) . You can t one down t he background by using t he Transparency slider. PowerPoint adj ust s t he slide as you m ake your choices. The checkbox m arked " Hide background obj ect s" let s you hide any obj ect s, such as background pict ures or t ext , t hat m ay be present on t he slide m ast er. Click Apply t o apply your changes t o t he background of t he select ed slide only, or " Apply t o All" t o change t he backgrounds for all t he slides in t he present at ion.

Figu r e 1 6 - 8 . Th e For m a t Ba ck gr ou n d dia log box le t s you a dd or ch a n ge ba ck gr ou n d color s or a dd gr a die n t s, pict u r e s, or t e x t u r e s t o t h e ba ck gr ou n d. W or k in g w it h t h e Tr a n spa r e n cy slide r is e sse n t ia l—e spe cia lly w it h pict u r e s a n d t e x t u r e s—t o e n su r e you r t e x t is st ill r e a da ble .

T ip : The Background dialog box has t wo but t ons: Apply changes only t he background of t he current slide; Apply t o All changes every slide in t he present at ion, even slides wit h cust om ized backgrounds—use it wit h caut ion.

I f you want som et hing m ore elaborat e t han a solid background color, choose one of t he Form at Background dialog box's ot her t hree t abs: Gradient ( a sm oot hly shift ing color blend) , Pict ure ( a graphics file from your hard drive) , Text ure ( a realist ic im age of som e nat ural m at erial, such as wood grain, m arble, or burlap) . See Chapt er 19 for m uch m ore on t hese special t abs.

W ORKAROUN D W ORKSH OP Sh u t t in g Off Tw o An n oyin g Pow e r Poin t Fe a t u r e s I f, as you add t ext t o a box, you not ice t hat t he words and paragraphs are shrinking, don't panic. PowerPoint is j ust t rying t o help, t rying t o m ake your t ext fit int o t he placeholder t ext box. PowerPoint m akes t he t ext spill over ont o anot her line only if shrinking t he font size and line spacing fails. I f you find t his feat ure annoying, you can t urn it off easily enough: Just choose PowerPoint Preferences, and, in t he dialog box, click t he Aut oCorrect but t on. Click t he Aut o Form at As You Type t ab, t urn off t he opt ion called " Aut ofit body t ext t o placeholder," and t hen click OK. Anot her feat ure t hat som et im es annoys: When you select m ore t han one word and end your select ion halfway t hrough a word, PowerPoint select s t he rest of t hat word for you. ( This feat ure m ay sound fam iliar—t he sam e t hing happens in Word.) This quirk can be frust rat ing when all you want t o do is get rid of an errant suffix. To t urn t his feat ure off, choose PowerPoint Preferences Edit t ab and t urn off " When select ing, aut om at ically select ent ire word." Now you can select as m uch or as lit t le of a word as you like.

T ip : Be careful wit h t his feat ure. Phot os, t ext ures, and gradient s can m ake your t ext very difficult t o read. Assum ing you want your slides t o be legible, m ake j udicious use of t he Transparency slider t o reduce t he opacit y of t hese back gr ounds.

1 6 .5 .2 . W or k in g w it h Te x t There are t wo st raight forward ways t o add t ext t o your slides. First , if your slide m ast er includes t ext placeholders, as shown in Figure 16- 6, you can click t he individual placeholder t ext it em s ( which t ypically read som et hing like " Click t o Add Text " ) , and t hen t ype in your own words. Because t hese placeholders are linked t o t he slide m ast er, t hey reflect it s font charact erist ics. The ot her m et hod is t o add new t ext boxes ( wit h no corresponding placeholders on t he m ast er) t o a part icular slide. Sim ply click t he Text Box but t on on t he St andard t oolbar ( Figure 16- 9) , and t hen click t he slide where you want t o add t ext ( t he t ext box grows as you t ype) . Alt ernat ively, drag on t he slide t o creat e a t ext box of t he desired size before you st art t yping.

1 6 .5 .2 .1 . Edit in g a n d for m a t t in g t e x t Adj ust ing t he t ype charact erist ics of any kind of t ext box is easy—click t he t ext you want t o adj ust . You've j ust act ivat ed t he t ext box. Now you can select part or all of t he t ext t o change it s font , size, or st yle, using t he Form at t ing Palet t e or t he Form at m enu.

N ot e : The out line only shows t ext inside placeholders ( t it les, subt it les, and bullet point s) , so it doesn't display t ext t hat

you add using t he Text Box t ool. You can change t he form at t ing of t ext in t he out line, but t he changes appear only on t he slide—aft er all, an out line wit h 72- point bold t ext would look really odd.

Figu r e 1 6 - 9 . Click t h e Toolba r 's Te x t Box bu t t on a n d dr a g t o posit ion a t e x t box on you r slide . Te x t box e s be gin life on ly on e lin e t a ll, bu t e x pa n d a s you t ype m or e . D r a g t h e box t o r e posit ion it , dr a g on e of it s h a n dle s t o r e size it , or dr a g it s gr e e n st a lk t o r ot a t e it .

When you select a t ext box, t he Form at t ing Palet t e unfurls it s ent ire array of t ext and obj ect adj ust m ent s. You can use Quick St yles; Shadows; Reflect ions; Colors, Weight s, and Fills ( for t he t ext box background) ; and Size, Rot at ion, and Ordering—in addit ion t o t he font and alignm ent cont rols. All t hese obj ect cont rols funct ion exact ly like t hey do in Word, and are described in det ail in Chapt er 8 .

1 6 .5 .2 .2 . For m a t t in g bu lle t s Tradit ionally, bullet - point list s play a huge role in business present at ions. And j ust as being able t o prescribe t he silver bullet is an im port ant CEO's skill, learning how t o form at bullet s is a key PowerPoint skill. To change t he bullet st yle, click t o put t he insert ion point in t he t ext where you want t he change t o happen. Next , open t he " Bullet s and Num bering" pane of t he Form at t ing Palet t e, and choose a bullet st yle from t he St yle pop- up m enu you find t here.

1 6 .5 .2 .3 . Ot h e r ch a r a ct e r s a s bu lle t s You needn't be cont ent wit h t he m undane dot , box, or checkm ark as your bullet sym bol. Choose " Bullet s and " Bullet s Num bering" from t he St yle pop- up m enu of t he " Bullet s and Num bering" pane ( or choose Form at and Num bering" ) t o call up t he " Bullet s and Num bering" sect ion of t he Form at Text dialog box. Here you can choose from an assort m ent of ot her preset but t ons or click t he Cust om Bullet pop- up m enu t o see ot hers. Choose Charact er from t hat m enu t o reveal t he Charact er Palet t e, from which you can choose any charact er—including all t he opt ional sym bols and dingbat s—from any font on your Mac ( see Figure 16- 10 ) .

Figu r e 1 6 - 1 0 . Th e For m a t t in g Pa le t t e 's " Bu lle t s a n d N u m be r in g" pa n e ( le ft ) le t s you ch oose t h e st yle , color , a n d size of you r bu lle t s. Ch oose " Bu lle t s a n d N u m be r in g" fr om it s St yle pop- u p m e n u t o ope n t h e " Bu lle t s a n d N u m be r in g" se ct ion of t h e For m a t Te x t dia log box . An d fr om it s Cu st om bu lle t pop- u p m e n u ch oose Ch a r a ct e r t o r e ve a l t h e Ch a r a ct e r pa le t t e ( r igh t ) . Th is w in dow give s you a cce ss t o e ve r y possible ch a r a ct e r in a ll of you r fon t s, in clu din g a ll t h e opt ion a l ch a r a ct e r s lik e ch e ck box e s, poin t e r s, h e a r t s, a n d sm ile y fa ce s. Ch oose a n y on e of t h e se for you r cu st om bu lle t .

1 6 .5 .2 .4 . Gr a ph ics a s bu lle t s You can even use a lit t le graphic as t he bullet —a JPEG file showing a flag, a m ap, or your boss's head, for ex am ple.

To specify a graphics file on your hard drive t hat you want t o use as a bullet , proceed like t his:

1 . Click t h e t e x t of t h e bu lle t t h a t you w a n t t o m odify . The insert ion point flashes next t o t he bullet point .

2 . Ch oose For m a t " Bu lle t s a n d N u m be r in g" bu lle t " pop- u p m e n u.

Bu lle t s a n d se le ct Pict u r e fr om t h e " Cu st om

The Choose a Pict ure dialog box appears.

3 . N a viga t e t o a n d dou ble - click t h e gr a ph ic you w a n t t o u se a s a bu lle t . PowerPoint replaces t he bullet wit h your chosen pict ure at t he sam e size as t he t ext . To adj ust t he bullet size, ent er a new percent age in t he " Size: _% of t ext " box or use it s up- and down- arrow but t on.

1 6 .5 .3 . Addin g Gr a ph ics, Ch a r t s, a n d Ta ble s Even if you're delivering t he great est news, a t ext - only present at ion is a surefire way t o put your audience t o sleep. By insert ing graphics, chart s, t ables, m ovies, and ot her obj ect s int o your present at ions, PowerPoint let s you add visual inform at ion t o spice up your slideshow. Aft er all, you'll probably be speaking along wit h your present at ion, so t he slides need t o reinforce your spoken m essage and display inform at ion you can't put int o words For exam ple, you m ay want t o insert a video clip of your com pany president explaining why t his year's sales num bers are so m uch higher t han t he forecast . Or, you want t o include pict ures of your product s when giving a m arket ing present at ion, along wit h t he all- im port ant t ables and graphs. Here's how t o go about using t hese specialized obj ect s.

1 6 .5 .3 .1 . Gr a ph ics PowerPoint gives you lot s of opt ions for bringing graphics int o your slides. The Elem ent s Gallery and t he Toolbox's Obj ect Palet t e house m ost of your choices, while t he I nsert m enu holds t he rest . Using t hese access point s, you can insert phot os or ot her pict ures, clip art from office's Clip Art collect ion, chart s, t ables, Aut oShapes, Sm art Art graphics, m ovies, and sounds. For t he m ost part , working wit h obj ect s in PowerPoint is exact ly t he sam e as working wit h obj ect s in Word's Publishing Layout View; Chapt er 20 covers obj ect m anipulat ion in dept h. The following sect ions det ail what 's different about obj ect s in PowerPoint .

1 6 .5 .3 .2 . Ta ble s Not surprisingly, building t ables in PowerPoint is very sim ilar t o m aking t ables in Word. But PowerPoint m akes form at t ing t ables m uch easier t hanks t o t he new Elem ent s Gallery and it s Table St yles t ab. Click t he t ab t o reveal a whopping array of preform at t ed t able colors and st yles, displayed as t hum bnails. When you click one of t hem , PowerPoint displays t he pint - sized I nsert Table dialog box, which await s your designat ion of t he num ber of colum ns and rows for your t able. Click OK, and PowerPoint plops t he t able of your chosen st yle ont o your slide, sport ing a t hick blue select ion fram e and a flashing insert ion point in t he upper- left cell. ( I f you choose I nsert Table inst ead of using t he Elem ent s Gallery, aft er you designat e t he num ber of colum ns and rows, PowerPoint creat es a t able in t he Them e color and st yle.) You can begin t yping in t hat cell, or use t he t ab key t o m ove from cell t o cell. I f you cont inue t o t ab aft er reaching t he lower- right cell, PowerPoint adds anot her row t o t he t able. A t hird m et hod of t able creat ion uses t he Table but t on in t he St andard t oolbar. Click it and drag t hrough t he

cells in it s pop- up m enu t o creat e a t able of t he desired dim ensions ( see Figure 16- 11 ) . As you drag, t he m enu grid expands t o a m axim um of 25x25—in case you need t o creat e a crossword puzzle on your slide. When you release t he m ouse but t on, PowerPoint insert s t he t able—again in t he Them e color and st yle.

Figu r e 1 6 - 1 1 . Top: Th e Ta ble St yle s ga lle r y in clu de s doze n s of pr e de sign e d t a ble s you ca n in se r t w it h a sin gle click . Th e bu t t on s im m e dia t e ly a bove t h e t h u m bn a ils le t you n a r r ow you r ch oice s t o se e j u st t h ose t a ble s t h a t Pow e r Poin t t h in k s a r e t h e be st m a t ch for you r docu m e n t —ligh t on e s, m e diu m on e s, or da r k on e s. Th e Opt ion s bu t t on pop- u p m e n u a t t h e le ft e n d of t h e Ga lle r y give s you con t r ol ove r h ow Pow e r Poin t for m a t s t h e r ow s a n d colu m n s, in clu din g or e x clu din g a h e a de r r ow , t ot a l r ow , r ow a n d colu m n ba n din g, a n d so on . Bot t om : You ca n cr e a t e a t a ble ve r y qu ick ly u sin g t h e I n se r t Ta ble pop- u p bu t t on on t h e St a n da r d t oolba r . D r a g dow n w a r d fr om t h is icon t o spe cify h ow m a n y r ow s a n d colu m n s you w a n t . Pow e r Poin t cr e a t e s it in t h e t h e m e color s, a n d dr ops it in t o you r slide .

You can easily change t he appearance of a t able once it 's in your slide by clicking it once t o select it , and t hen clicking one of t he t hum bnails in a Table St yles gallery. You can cont inue clicking your way down t he Gallery unt il you find t he ideal t able color and st yle. Once t he t able appears, you can adj ust it s size by dragging t he resize handles at each corner, and you can m ove it or rearrange it s int erior by dragging t he t able's borders.

T ip : You can also draw a t able direct ly on your slide by calling up t he Table t oolbar ( View Toolbars " Tables and Borders" ) and t hen using t he Draw Table t ool. I t works j ust like it s Word count erpart , det ailed on Sect ion 4.6 .

Choose View Toolbars " Tables and Borders" t o reveal t he " Tables and Borders" t oolbar. These t ools along wit h t hose found in t he Table and " Borders and Shading" panes of t he Form at t ing Palet t e cover t he basics for m aking changes like t hese t o your PowerPoint t able.

Ch a n ge bor de r lin e s. To change a border's st yle, widt h, or color, m ake your select ions using t he Border St yle, Border Widt h, and Border Color cont rols in eit her t he t oolbar or t he Form at t ing Palet t e's " Borders and Shading" pane, and t hen click t he borders you want t o change using t he Draw Table t ool.

Ch a n ge t e x t a lign m e n t . To change how t ext is aligned in a cell, select t he cell ( or cells) ; t hen click t he Text Alignm ent but t ons in t he Form at t ing Palet t e's " Alignm ent and Spacing" pane, which let you align t ext at t he t op, cent er, or bot t om of t he cell; as well as left , right , cent er, j ust ified, or dist ribut ed horizont al alignm ent .

M e r ge or split ce lls. By erasing t he line bet ween t wo cells using t he Eraser t ool, you can t ear down t he barrier bet ween t hem , creat ing one larger cell. ( Anot her m et hod: Select t he cells t hat you want t o m erge by Shift - clicking t hem , and t hen click t he Merge Cells but t on.) On t he ot her hand, you can also split a cell in t wo—PowerPoint 's version of cellular m it osis. Click t he Draw Table t ool and t hen drag t o " draw in" t he new border ( Figure 16- 12 ) . Alt ernat ively, select t he cell you want t o split and t hen click t he Split Cell but t on, which vert ically divides t he cell.

Add or r e m ove colu m n s a n d r ow s. The m enu com m ands in t he Table pop- up but t on ( see Figure 16- 12 ) let you insert colum ns and rows as well as delet e t hem . They also let you m erge and split cells, set how borders look, and specify how cells are filled.

Figu r e 1 6 - 1 2 . Th e For m a t t in g Pa le t t e 's Ta ble pa n e fe a t u r e s com m a n ds t h a t le t you in se r t a n d r e m ove colu m n s a n d r ow s a s w e ll a s split a n d j oin ce lls. You ca n a lso dr a w n e w ce ll bor de r s t o split ce lls, or you r a ce ce ll bor de r s t o j oin ce lls by u sin g t h e D r a w Ta ble a n d Ta ble Er a se r t ools.

Use t he Form at t ing Palet t e's " Quick St yles and Effect s" pane t o add preset shadows, glows, reflect ions, and 3- D effect s t o a t able or individual cells. Select an ent ire t able by clicking it s fram e—t he insert ion point disappears. The next form at t ing change you m ake applies t o t he whole t able. I f t he insert ion point is blinking in a t able cell, t he form at t ing change you m ake applies only t o t hat cell. For t he last word in Table form at t ing, select a t able, cell, or group of cells and choose Form at Table. This dialog box duplicat es com m ands found in t he Form at t ing Palet t e, but it also provides t he only way t o change

cell fill colors, gradient s, pict ures, or t ext ures ( see Sect ion 19.3.8) .

1 6 .5 .3 .3 . M ovie s a n d sou n ds PowerPoint m akes insert ing m ovies and sounds j ust as easy as insert ing st ill pict ures, m aking it a cinch t o insert a short m ovie of a clim act ic raffle drawing, a 360° view of your lat est prot ot ype, or a m orale- building snippet from Scrubs. Via t he I nsert m enu, PowerPoint can im port m ovies and sounds in six different form at s—from t he Clip Gallery, from files, and from CD audio t racks. You can also record your own sounds direct ly int o PowerPoint .

M ovie fr om File . Choose I nsert Movie ( or choose I nsert Movie from t he Toolbar's Media but t on) t o open t he I nsert Movie dialog box. Navigat e t o a QuickTim e- com pat ible m ovie file and click Choose. When you insert a m ovie, PowerPoint asks if you want it t o play aut om at ically when t he slide com es up during t he slideshow. I f you click No, t he m ovie won't play unt il you click it . I nsert ing a m ovie displays t he Form at t ing Palet t e's Movie pane, whose checkboxes let you hide t he m ovie, play t he m ovie full- screen, m ake t he m ovie loop over and over, and rewind t he m ovie aft er playing. The pop- up m enus let you choose t o play t he m ovie aut om at ically as soon as you land on t he slide, only aft er you click it , or across slides—which keeps t he m ovie playing even as you m ove on t o ot her slides. Finally, t he Play but t on let s you play t he m ovie in t he slide while you're edit ing, and t he Show or Hide Cont roller but t on det erm ines whet her or not PowerPoint displays QuickTim e's m ovie cont rols ( see Figure 16- 13 ) .

T ip : Be careful when you em bed m ovies in your PowerPoint present at ion. These m ovies are not saved inside your PowerPoint present at ion. I nst ead, t he present at ion m aint ains a lin k t o t he m ovie on your hard drive. I f you copy your present at ion t o, say, your lapt op, but forget t o copy t he m ovie file as well, you'll be in for a rude surprise when t he conference- room light s dim . The slide will appear showing t he first fram e placeholder of t he m ovie, but not hing happens when you click it .Avoid t his problem by saving your m ult im edia PowerPoint present at ion as a package—a single folder t hat cont ains t he PowerPoint file and every linked file it needs, ready for backing up, burning t o CD, copying t o your lapt op, and so on. Choose File Save As, and t hen, in t he Form at pop- up m enu, choose PowerPoint Package.

Because t hese sound clips don't t ake up m uch space, PowerPoint generally em beds t hem direct ly in t he PowerPoint file. This t im e, you generally don't have t o worry about bloat ing your present at ion or losing t he link t o t he sound file when you m ove t he present at ion t o a different disk. ( I f you choose PowerPoint Preferences General, you'll see t hat you can specify t he sound- file t hreshold for aut om at ic em bedding. For exam ple, PowerPoint m akes sounds sm aller t han 100 K part of your present at ion's file, but it leaves larger ones on t he hard drive, like t he m ovies described in t he previous t ip.)

Figu r e 1 6 - 1 3 . Th e sm a ll film st r ip icon in t h e low e r - le ft cor n e r of a n e m be dde d m ovie ( t op) is a ct u a lly a sw it ch t h a t , w h e n click e d, r e ve a ls t h e sim ple Qu ick Tim e m ovie con t r olle r ( bot t om ) .

Sou n d fr om File. Click t he Toolbar's Media but t on and choose " I nsert Sound and Music" from it s pop- up " Sound and Music" From File) t o call up t he I nsert Sound dialog box. m enu ( or choose I nsert

Navigat e t o and double- click any sound file. PowerPoint can m ake use of any sound file form at t hat QuickTim e can underst and—AI FF, SND, WAV, MP3, AAC, and lot s m ore. Once again, PowerPoint asks if you want t he sound t o play aut om at ically when it s slide appears during your slideshow. I f you click No, you'll have t o click t he sound icon ( a sm all speaker) t o m ake it play. You can drag t his icon anywhere on t he slide.

N ot e : Plant ing a large sound file on a slide is like plant ing a m ovie t here: you're act ually inst alling a lin k t o t he sound file on your hard drive, not t he file it self. This feat ure keeps t he size of your present at ion m uch sm aller, but it also m eans t hat you have t o rem em ber t o m ove t he sound file when you m ove t he present at ion t o anot her m achine. Ot herwise, you'll find yourself wit h a soundless present at ion.Once again, t he best way t o be sure your sounds t ravel wit h you is t o save your show as a PowerPoint package ( see t he Tip on t he previous page) . To do so, Save As, nam e your show, and choose PowerPoint Package from t he Form at pop- up m enu. choose File

Pla y CD Au dio Tr a ck . You can also grab a t rack from a m usic CD t o serve as a soundt rack for your slideshow. This vest igial feat ure is m ost ly point less in t he age of iTunes—perhaps a t ad m ore useful t han a " Sound and com m and called " Play 45 rpm recording" —but it st ill works. When you select I nsert Music" Play CD Audio Track, PowerPoint displays t he Play Opt ions dialog box is, where you can set t he st art and end point s for your sound. When t his slide appears during t he act ual present at ion, t he song begins t o play aut om at ically ( or when you click it , at your opt ion) .

N ot e : The m usic won't play unless t he act ual audio CD is already insert ed in your Mac at t he t im e of your present at ion. Avoid all t he hassle by ripping t he t rack t o iTunes and dragging it t o your PowerPoint proj ect folder. See t he box on Sect ion 8.2.4 for det ails of how t o export j ust part of an iTunes song.

Re cor d Sou n d. The I nsert " Sound and Music" Record Sound com m and let s you record your own sounds t o insert int o t he present at ion. You'll find t his m ost useful for recording narrat ion—or voice- over as it 's called. ( See Sect ion 17.1.5 for m ore det ails on recording narrat ion and t he im port ance of using a good m icrophone.) Before you record, you have t o verify t hat your m icrophone or ot her sound input device is working. Open t he Sound Syst em Preferences panel and click t he I nput t ab. Make sure t hat t he correct device is select ed, and adj ust t he input volum e if necessary. Quit Syst em Preferences. " Sound and Music" Record Sound. PowerPoint present s a Now, in PowerPoint , choose I nsert Record Sound dialog box ( see Figure 16- 14 ) . Click Record, speak or sing or squawk int o your Mac's m icrophone, and t hen click St op. You can play back t he sound by clicking Play t o m ake sure it 's j ust what you want . I f so, click Save. You'll find a lit t le speaker icon on your PowerPoint slide; click it during a present at ion t o hear your recording. ( Unlike im port ed sounds and m ovies, t hese sounds ar e part of t he PowerPoint file rat her t han links t o separat e files on your hard drive. Be aware t hat sound files can great ly inflat e t he size of your PowerPoint docum ent .)

Figu r e 1 6 - 1 4 . Ch oose I n se r t " Sou n d a n d M u sic" Re cor d Sou n d t o ope n Pow e r Poin t 's bu ilt - in voice - ove r st u dio, w h e r e you ca n r e cor d n a r r a t ion , m u sic, or a n y ot h e r sou n d t o pla y ba ck a u t om a t ica lly w it h t h e slide , or on ly w h e n you ca n click t h e lou dspe a k e r icon . Th e " M a x r e cor d t im e " n ot a t ion r e fe r s t o t h e a m ou n t of spa ce a va ila ble on you r e n t ir e h a r d dr ive .

1 6 .5 .3 .4 . Ch a r t s I f your present at ion is j ust crying out for a chart —and what present at ion isn't ?—click t he Elem ent Gallery's Chart s t ab and choose any of t he chart st yles by clicking one of t he t hum bnails. Doing so launches Excel, and opens a spreadsheet cont aining a sm all am ount of dum m y inform at ion. Replace it wit h your own dat a and close t he spreadsheet . Excel doesn't prom pt you t o save your spreadsheet , because PowerPoint em beds your chart and it s dat a int o t he current slide. ( Em bedding put s t he out put of one program int o a docum ent belonging t o anot her. I n t his case, Excel's out put is appearing in a PowerPoint docum ent .) When you ret urn t o PowerPoint , you'll see your newly m int ed chart rest ing gracefully on your slide. Since it is, in fact , an Excel chart , you can double- click it s various elem ent s t o change t heir appearance, size, or rem ove t hem all t oget her. You can also change t o a different chart t ype by clicking anot her t hum bnail in t he Chart Gallery—exact ly as you would in Excel, and exact ly as described st art ing on Sect ion 13.2.1. I f you need t o change your chart 's dat a, Cont rol- click ( or right - click) t he chart and choose Edit Dat a from t he pop- up m enu—again launching t he Excel spreadsheet cont aining your dat a. ( The fact t hat you can edit it again in it s parent program is t he gift of an em bedded obj ect .) You can also insert a graph t hat you've already creat ed in Excel. Open t he Excel docum ent cont aining t he chart and sim ply drag t he chart from Excel ont o t he slide in PowerPoint . Alt ernat ively, you can select t he chart in Copy, swit ch back t o PowerPoint and choose Edit Past e. Eit her way, t he chart ends Excel, choose Edit up em bedded in your current slide. I f you lat er change t he dat a in your Excel spreadsheet PowerPoint reflect s t he change in it s copy of t he graph.

M EM ORY LAN E A Ch a r t in g Le ga cy Having t he full range of Excel's chart ing capabilit ies at your fingert ips in PowerPoint is one of t he great im provem ent s of Office 2008. I n earlier versions of PowerPoint , you had t o creat e graphs via a sm all program called Microsoft Graph—a sort of Excel Lit e. Never one t o rem ove an exist ing feat ure wit hout a fight , Microsoft has ret ained t he now- redundant and seriously out classed Microsoft Graph—while m oving it far t o t he sidelines. I f you feel t he urge t o kick it old- school, choose I nsert Obj ect and choose Microsoft Graph Chart from t he Obj ect t ype list . Click OK t o launch Microsoft Graph, which displays a spreadsheet and a sam ple chart filled wit h som e dum m y dat a. Replace it wit h your own dat a, m odify t he chart or choose a new st yle using t he t oolbar com m ands, and t hen choose Quit & Ret urn t o [ PowerPoint file nam e] . Microsoft Graph deposit s it s chart Graph handiwork in your slide and t hen shuffles back t o it s assist ed living facilit y.

1 6 .5 .3 .5 . Ot h e r obj e ct s The I nsert Obj ect com m and is t he first st ep t o em bedding several ot her kinds of visuals ont o a PowerPoint slide. The obj ect s can com e from such ot her Office program s as Equat ion Edit or, Excel, Microsoft Graph, Organizat ion Chart , or Word. As shown in Figure 16- 15 , t he result ing dialog box let s you eit her choose an exist ing docum ent t o inst all ont o your slide, or creat e a new one. I f you plan t o insert an exist ing file int o your slide, first choose t he obj ect t ype and t hen click " Creat e from file." The inst ant you t urn on " Creat e from file," t he st andard Mac OS X Open File dialog box appears so t hat you can select t he docum ent you want . What happens next depends on what you do in t he I m port Obj ect box:

" Creat e new" wit h " Display as icon" t urned on. An appropriat e icon now appears on t he slide. You can click t he icon t o open t he corresponding program and creat e a new docum ent . I f you're insert ing a Word or Close & Ret urn t o [ Your PowerPoint file's nam e] when Excel docum ent int o t he slide, choose File you're done. ( The ot her Office program s—Graph, Equat ion Edit or, and Organizat ion Chart —have different com m ands for ret urning t o PowerPoint , but t hey're all under t he Applicat ion or File m enu.)

" Creat e new" wit h " Display as icon" t urned off. The appropriat e program opens so t hat you can creat e Close & Ret urn t o [ Your PowerPoint file's nam e] when you finish. Your your new obj ect . Choose File new obj ect appears on t he slide.

" Creat e from file" wit h " Display as icon" t urned on. PowerPoint t akes you back t o your slide, where an icon for your em bedded obj ect appears. Double- click t he icon should you ever want t o edit or display t he obj ect .

" Creat e from file" wit h " Display as icon" t urned off. The chart , equat ion, or docum ent appears on t he slide. ( For Word or Excel files, you see only t he first page or worksheet .) Double- click t o edit or view t he obj ect in it s parent program .

You m ay reasonably scrat ch your head at t he prospect of placing an ent ire Word or Excel docum ent ont o a slide, especially if t he docum ent is larger t han t he slide it self.

Figu r e 1 6 - 1 5 . Top: I n t h e I n se r t Obj e ct dia log box , you ca n ch oose w h e t h e r you w a n t t o br in g in a n e x ist in g docu m e n t or cr e a t e a n e w on e on t h e spot . ( I f you click " Cr e a t e fr om file ," t h e " Ch oose a File " dia log box ope n s im m e dia t e ly, w h ich is a bit discon ce r t in g.) Bot t om : Tu r n in g on " D ispla y a s icon " pla n t s a docu m e n t icon on you r slide in st e a d of t h e docu m e n t it se lf. Click it t o ope n t h e docu m e n t in t h e pr ogr a m t h a t cr e a t e d it .

Aft er scrat ching for a few m om ent s, t hough, you'll probably realize t hat Microsoft has provided a dandy way t o link support ing docum ent s and reference m at erials t o your PowerPoint present at ion. When, during your pit ch, som e short sight ed co- worker obj ect s, " I don't recall t he m arket ing plan we t alked about last m ont h being quit e so am bit ious," you can click t he Word docum ent 's icon t hat you've placed on t he slide in ant icipat ion of j ust such a prot est —and sm ugly open t he act ual Word file, in Word, for all t o see.

N ot e : Unfort unat ely, t he " Display as icon" and, indeed, t his whole obj ect - em bedding business, relies on a m essage t echnology called Obj ect Linking and Em bedding ( abbreviat ed OLE and oft en pronounced " o- LAY" ) . As not ed in t he m ore com plet e discussion on Sect ion 19.3.15 , Obj ect Linking and Em bedding has a reput at ion for behaving oddly. I t works best when linking t o very sm all docum ent s on com put ers t hat have lot s of m em ory.

1 6 .5 .3 .6 . H ype r lin k The I nsert Hyperlink t urns t he select ed t ext or graphic int o a clickable link, capable of opening anot her PowerPoint file, any ot her Macint osh file, a specified Web page on t he I nt ernet , or a pre- addressed em ail m essage. You'll find a com plet e descript ion of t his feat ure on Sect ion 2.2.3.

Ch a pt e r 1 7 . Polish in g a n d Pr e se n t in g in Pow e r Poin t Building t he out line and creat ing individual slides in PowerPoint are obviously necessary t o produce a great present at ion. But PowerPoint 's real t alent lies in it s abilit y t o pull t hose im ages t oget her int o a running slideshow. Alt hough good t ast e som et im es suffers as a result , PowerPoint gives you t he t ools t o enrich your slide present at ions wit h t ransit ions, builds, video, m usic, sound effect s, and voice narrat ion. You can t hen rehearse your PowerPoint shows t o work out t he split - second t im ing. You can even t urn your m ast erpieces int o print out s or a Web sit e for t he benefit of t hose who m issed t he present at ion, or save your slideshows as QuickTim e m ovies, t hen edit t hem again lat er ( back in PowerPoint ) . This chapt er shows you how t o harness t hese pot ent PowerPoint feat ures.

1 7 .1 . Addin g M ove m e n t Aft er you've creat ed all your slides and put t hem in t he proper order, t he cont ent part of your creat ion is done. Now it 's t im e t o add slide t r ansit ions t o supply sophist icat ed sm oot hness—or gee- whiz glit z—as you m ove from slide t o slide. You can also add obj ect builds—anim at ions wit hin a slide. Besides adding som e visual excit em ent t o your slideshow, t ransit ions and builds can help you present your inform at ion m ore clearly, add dram a, signal changes in t opic, and—if you use t hem wisely—give your slideshow a m uch m ore professional, polished appearance.

1 7 .1 .1 . Tr a n sit ion s I f you don't add a t ransit ion, PowerPoint changes slides inst ant ly—or cut s—from one slide t o anot her. Besides t he sim ple cut , PowerPoint has 64 ot her slide t ransit ion st yles t o choose from . They range from sim ple dissolv es ( where one slide m elt s int o t he next ) and wipes ( where one slide m oves across t he screen t o replace t he ot her) t o st riking pinwheels, checkerboards, and t wirling 3- D cubes. You owe it t o yourself t o sam ple all t he t r ansit ions once j ust so you know what 's available. Even wit h all t his variet y, t hough, it 's a good idea t o rely on sim ple t ransit ions and use t he pyrot echnics sparingly. You don't want your audience t o walk away im pressed by your fancy t ransit ions—and unable t o rem em ber your m essage. Transit ions serve t wo very different purposes in a slideshow: They can eit her creat e sm oot h segues from one slide t o anot her, or t hey can provide a dram at ic punct uat ion t o highlight t he break bet ween slides. When you choose t ransit ions, consider carefully whet her you're t rying t o j ust m ove sm oot hly t o t he next slide, provide a not iceable break bet ween t opics, or st art le t he audience wit h your visual prowess. Always consider your m essage and your audience as you choose t ransit ions. I f your present at ion is a pep boost er for t he cheerleading t eam , you alm ost can't have t oo m uch color and act ion. But if you own a funeral hom e and your present at ion t o t he bereaved describes t he various services you offer, st ay away from t he goofy pinwheel, checkerboard, or news flash t ransit ions. Transit ions are like font s—you usually need only one or t wo st yles in a single docum ent . I f you have any doubt about which t ransit ion t o use, err on t he side of sim plicit y.

T ip : When you add a t ransit ion t o a slide, you're creat ing t he t ransit ion int o t he current slide from t he previous slide. You can't creat e a t ransit ion out of t he last slide of a present at ion. I f you want t o end wit h a t ransit ion—t o fade t o black, for exam ple—you need t o creat e a black slide for t he ending of t he show and t ransit ion from t he last slide t o t he black slide.

1 7 .1 .1 .1 . Add a t r a n sit ion Transit ions, as t he t erm im plies, appear in t he spaces bet ween slides in a show. To add a t ransit ion in PowerPoint , you first need t o specify t he locat ion by select ing t he slide t hat ends t he swit cheroo. I f, for exam ple, you want t o insert a t ransit ion bet ween t he fourt h and fift h slides in a show, select slide five in one of t he

following ways:

I n Norm al view, click in t he out line heading or t he slide t hum bnail.

I n Slide Sort er view, click t he slide t hum bnail.

Aft er select ing a slide, add a t ransit ion by choosing one from t he Elem ent s Gallery's Transit ions t ab ( see Figure 17- 1, t op) which you can reveal in any of t he following ways:

Click t he Elem ent s Gallery's Transit ions t ab and click t he t ransit ion you want t o use.

Choose Slide Show t o use.

Transit ions t o open t he Transit ions Gallery, and t hen click t he t ransit ion you want

Cont rol- click ( or right - click) a slide in any view, and choose Transit ions from t he pop- up m enu t o open t he Transit ions Gallery. Then click t he t ransit ion you want t o use.

When you add a t ransit ion t o a slide, PowerPoint highlight s t he select ed t ransit ion in t he Transit ions Gallery wit h an orange border and indicat es it s presence by placing a sm all t ransit ion icon beneat h t he lower- left corner of t he slide t hum bnail—in Slide Sort er view only ( see Figure 17- 1, t op) . You can add t ransit ions in Norm al view, but you have t o do so wit h blind fait h. When doubt s surface, swit ch t o Slide Sort er view for reassurance.

Figu r e 1 7 - 1 . Top: Th e Ele m e n t s Ga lle r y's Tr a n sit ion s t a b is h om e t o Pow e r Poin t 's sa lm a gu n di of t r a n sit ion s. W h e n you click on e t o a pply it t o a slide , Pow e r Poin t r e m in ds you of w h a t you 've don e by displa yin g a sm a ll icon a t t h e low e r - le ft cor n e r of t h e slide in Slide Sor t e r vie w . Bot t om : Click t h e Opt ion s bu t t on a t t h e le ft e n d of t h e Tr a n sit ion s Ga lle r y for m or e com ple t e con t r ol via t h e Tr a n sit ion Opt ion s dia log box . H e r e you ca n spe cify a sou n d e ffe ct , a dj u st t h e t r a n sit ion spe e d, a n d t im e t h e slide t o a dva n ce a u t om a t ica lly.

You can apply t he sam e t ransit ion t o several select ed slides at once. Press as you click an assort m ent of Select All t o select all slides, or Shift - click t o select a cont iguous group of slides. You can even choose Edit t he slides in your present at ion. Now when you click a t ransit ion, PowerPoint applies it t o all t hose slides at once.

1 7 .1 .1 .2 . Ch oosin g t r a n sit ion st yle s Alt hough your fut ure audience m em bers are crossing t heir collect ive fingers hoping t hat you'll end up using sim ple cut s and cross- fades over t he course of your slideshow career, PowerPoint dangles before you a m out hwat eringly- long list of special effect s. When you click t he Elem ent s Gallery's Transit ions t ab PowerPoint displays t ransit ion t hum bnails. Hover over one of t hem wit h your cursor t o display it s nam e at t he left end of t he gallery. Direct ly above, cat egory but t ons narrow down t he bewildering array. Along wit h t he sim ple cut ( essent ially, no t ransit ion) and t he zany Random ( every possible t ransit ion in no part icular order) , PowerPoint gives you a t ot al of 65 t ransit ions, grouped int o six basic cat egories ( described here by t heir visual effect s) :

UP TO SPEED Avoidin g t h e Ch e e se Fa ct or PowerPoint m akes it easy t o load up your present at ions wit h funky t ransit ions, sounds, and ot her cheesy gim m icks. But wit h power com es responsibilit y. While you m ay be t em pt ed t o show off all t he program 's ent ert aining feat ures in a single present at ion, bear in m ind t hat old design adage: Less is m ore. Please. I t 's usually best t o keep your t ransit ions and sounds sim ple ( or absent ) and your designs basic. I f PowerPoint cont ained only t he cut and t he cross- fade ( Fade Sm oot hly in PowerPoint parlance) you could live a full and happy present at ion life—and so could your audience. Wit h a sim ple t ransit ions, you won't dist ract t he audience from t he im port ant part of t he present at ion—your m essage—wit h a bunch of dazzling effect s.

1 7 .1 .1 .2 .1 . Fa de s a n d D issolve s.

Fa de Sm oot h ly . The first slide fades away as t he second one appears; what m ost people call a cross- fade or a dissolve.

Fa de Th r ou gh Bla ck . Here, t he first slide fades out t o black, and t hen t he next one m at erializes in it s place.

Cu t . The next slide in t he show sim ply pops in place of t he previous one. No frills, no fireworks. This is t he m ost basic, and t herefore t he m ost useful, of all t he t ransit ion t ypes; it 's also t he " t ransit ion" you get if you don't specify any t ransit ion.

Cu t t h r ou gh Bla ck . The first slide disappears, t here's a brief period of t ot al black, and t he next slide appears. Kind of like blinking your eyes—or having a m om ent ary power out age.

D issolve. One slide fizzles out and m orphs int o anot her in a pixelat ed, fairy- dust fashion. Think of Capt ain Kirk beam ing up and you've got t he idea.

1 7 .1 .1 .2 .2 . W ipe s.

W ipe . The incom ing slide squeegees t he previous slide off t he screen as it com es int o view. Like a t alent ed window washer, you can wipe from any direct ion.

W e dge. I nvisible clock hands rot at e in opposit e direct ions t o wipe away t he current slide and reveal t he one aft er it .

Un cove r. The exist ing slide m oves offscreen t o expose t he next im age lying behind it . Choose t o uncover from any direct ion.

Box. The incom ing slide wipes over t he previous im age wit h an expanding or cont ract ing box, opening from eit her t he cent er or t he edges.

W h e e l. Sim ilar t o Wedge, but rot at ing wheel spokes erase t he current fram e and show t he next slide.

Split . The first im age split s int o doors t hat open eit her horizont ally or vert ically t o reveal t he next slide. Or, doors showing t he second im age close in over t he first im age.

St rips. As seen in count less old m ovies, t he incom ing im age wipes across t he screen diagonally from one corner t o t he opposit e corner.

Cir cle . An expanding circle reveals t he next slide.

D ia m on d. Like t he Circle, but in t he shape of a diam ond.

Plus. Anot her geom et ric t ransit ion, like Circle, but in t he shape of a cross.

N e w sfla sh . The spinning- page effect from old- st yle newsreels.

1 7 .1 .1 .2 .3 . Pu sh a n d Cove r .

Pu sh . The second slide pushes t he first one away—from whichever direct ion you choose.

Cove r . The new slide scoot s in from offscreen t o cover t he previous im age wit h a fram ed, t hreedim ensional effect . The eight variat ions in t his group m at ch t he direct ions from which t he incom ing slide can ent er: t op, bot t om , left , right , and t he four corners. The reverse of Uncover.

1 7 .1 .1 .2 .4 . St r ipe s a n d Ba r s.

Blin ds. The first slide closes like a set of Venet ian blinds, eit her horizont ally or vert ically. As t hat im age m oves out , t he next one em erges in it s place.

Ch e ck e r boa r d. The first im age breaks up int o a pat t ern of adj acent squares, which t urns int o t he next im age as it sweeps across or down t he screen.

Com b. The second slide com es int o view as int erlocking st rips t hat approach from opposit e sides of t he fram e.

1 7 .1 .1 .2 .5 . 3 - D .

Cube . The slide becom es t he face of a 3- D cube, which rot at es t o reveal t he upcom ing slide.

Flip. Think of a chalkboard t hat pivot s horizont ally or vert ically and you'll know what t his one does.

1 7 .1 .1 .2 .6 . Ra n dom .

Ra n dom Ba r s. I rregular horizont al or vert ical slat s appear across t he im age, quickly disint egrat ing and giving way t o t he next slide.

Ra n dom Tr a n sit ion . I f you j ust can't m ake up your m ind—or are out t o seriously annoy your audience—t his t ransit ion reaches blindly int o PowerPoint 's t ransit ion grab- bag and pulls out a plum . Suit able only for audiences in t he t hree- t o five- year- old age group.

N ot e : Most of t hese t ransit ions can com e from m ore t han one direct ion ( Wipe Right and Wipe Left , for exam ple) . You'll find t hem all arrayed in t he Elem ent s Gallery.

1 7 .1 .1 .3 . Cu st om izin g you r t r a n sit ion s Once you've chosen a t ransit ion effect , you can t inker wit h it s set t ings t o add variet y or t o m ake t hem conform t o your present at ion's overall st yle. Cust om izing t ransit ions is also an effect ive way t o set your slideshow apart from t he effort s of ot her PowerPoint fans. To sum m on t he Transit ion Opt ions dialog box, select a slide and click t he Opt ions but t on at t he left end of t he Transit ions Gallery. Here you can cont rol all aspect s of how t ransit ions behave. Som e of t he t hings you can m anipulat e in t his box ( see Figure 17- 1, bot t om ) are:

Effe ct . Use t his sect ion t o preview t ransit ion effect s by choosing a new t ransit ion from t he pop- up m enu or select ing a new speed. PowerPoint responds by playing your new effect in t he preview box. This is an ext rem ely useful feat ure, because m ost t ransit ion t ypes have several, som et im es subt le, variat ions; and t he nam es of som e t ransit ions give lit t le clue t o t heir exact funct ion. Also, m ost effect s, especially t he m ore int ricat e ones, look m ore im pressive at slower speeds.

Sou n d. I n t he grat uit ous- bells- and- whist les depart m ent , not hing beat s t he Sound sect ion. Using t his popup m enu, you can add a sound effect t o your t ransit ion: applause, breaking glass, t he ever- popular slide proj ect or, or anyt hing else you find in t his lengt hy pop- up m enu. ( You can also choose Ot her Sound t o use a sound locat ed elsewhere. PowerPoint recognizes sounds in m any com m on file form at s; search for " sound" in t he online help t o see t he full list .)

T ip : You can add new sounds t o t he pop- up m enu by dropping your own WAV ( .wav) sound files int o t he Microsoft Office Media Sounds folder. Office 2008

The occasional explosion or whoosh can bring com ic relief, help you underscore a point , or draw special at t ent ion t o an im age. But for t he sanit y of t hose viewing your slideshow, go easy on t he noise. Please resist applying sound t o every t ransit ion, or t he next sound you hear will be t he silence of an em pt y audit orium . Avoid t urning on t he checkbox m arked " Loop unt il next " which keeps t he sound- effect snippet playing over, and over, and over, and over unt il you change t he slide. Please.

N ot e : Don't confuse t hese sound effect s wit h background m usic. For background sound, insert a sound obj ect in a given slide using t he I nsert com m and, as described on Sect ion 16.5.3.3 .

Adva n ce slide . Here's where you t ell PowerPoint t he m et hod you want t o use for advancing t o t he next im age in your slideshow. You have t wo basic choices: advance when you click t he m ouse ( or rem ot e cont rol, or arrow key, or spacebar) , or advance aut om at ically aft er a num ber of seconds t hat you specify ( t he preferred choice if you're designing a present at ion t o run unat t ended) . You can also t urn on bot h opt ions, t hereby inst ruct ing t he program t o change slides aft er a num ber of seconds unless you click t he m ouse first .

1 7 .1 .2 . M u lt im e dia Effe ct s PowerPoint put s at your disposal a Spielbergian select ion of special effect s. I n addit ion t o t he t ransit ions you insert bet ween slides, t he program let s you anim at e part icular elem ent s in an im age. I t also let s you add a soundt rack or voice narrat ion t o your slideshow—feat ures t hat are especially useful if you want t o save t he present at ion as a st andalone present at ion or m ovie.

1 7 .1 .3 . Addin g An im a t ion s While slide t ransit ions creat e anim at ions bet ween slides, anim at ions ( or builds) , add anim at ion wit hin a slide. You can use anim at ions t o do t hings like m ake bullet point s appear one by one; bring pict ures, shapes, or ot her obj ect s int o t he slide ( singly, or in groups) ; or display a chart elem ent by elem ent . You can cont rol anim at ions wit h t he m ouse or spacebar during a present at ion; or you can aut om at e t hem , bringing in each obj ect or elem ent in a t im ed sequence. You can choose from a variet y of im pressive anim at ion st yles t hat PowerPoint can apply when m oving t ext or obj ect s int o a slide, or m oving t hem out . As wit h t ransit ions, discret ion is advised when creat ing anim at ions. I t 's nice t o have all t hese opt ions available, but not every slide needs it s t ext t o appear as if it 's been shot from a m achine gun or whirled in a Cuisinart .

W a r n in g: You've been warned: Anim at ions m ay not show up when you export your PowerPoint present at ion as a QuickTim e m ovie ( as described on Sect ion 17.3.1 ) , especially if you've also creat ed t ransit ions bet ween slides.

Since every elem ent of a PowerPoint slide—t ext boxes, pict ures, shapes, and so on—is an obj ect , you em ploy t he sam e t echniques t o build pict ures int o or out of a slide as you do t o build shapes int o or out of a slide, for exam ple. PowerPoint also gives you furt her building possibilit ies for t ext and chart s—all of which are obj ect s m ade up of m any individual elem ent s. The basic procedure for creat ing anim at ions on a slide is t o select t he obj ect s on t he slide—t ext boxes, pict ures,

shapes, and so on—one at a t im e, and use t he Cust om Anim at ion pane in t he t oolbox t o det erm ine how and when each obj ect appears on t he slide, whet her it does som et hing special while it 's on t he slide, and t hen how and when each obj ect disappears from t he slide. The Ent rance Effect ( when obj ect s appear on t he slide) , Em phasis Effect ( what obj ect s do for special em phasis while t hey're on t he slide) , and Exit Effect ( when obj ect s disappear from t he slide) are com plet ely separat e operat ions. You can have any one, t wo, or all of t hem . You can creat e dram at ic anim at ed effect s by cont rolling t he Ent rance Effect , Em phasis Effect , and Exit Effect order, t im ing, and direct ion for various slide elem ent s. Swit ch t o Norm al View and click t he Cust om Anim at ion t ab of t he t oolbox t o get st art ed ( see Figure 17- 2) .

Figu r e 1 7 - 2 . Th e Cu st om An im a t ion pa le t t e in t h e t oolbox is a n im a t ion h e a dqu a r t e r s, you r pe r son a l D r e a m W or k s st u dio. I t s pa n e s a n d pop- u p m e n u s give you a cce ss t o u m pt e e n a n im a t ion e ffe ct s a n d opt ion s. To ch a n ge t h e or de r of a n im a t ion s, se le ct on e a n d u se t h e a r r ow bu t t on s t o m ove it u p or dow n t h e list —or t h e X bu t t on t o de le t e it . As you w or k , click t h e la r ge Pla y bu t t on t o pr e vie w t h e a n im a t ion .

N ot e : You can only creat e anim at ions in t he Norm al View—t he only view t hat let s you click t he various slide elem ent s.

Aft er you choose t he t ext or graphic you want t o give life t o, click one of t he Add Effect but t on pop- up m enus in t he Cust om Anim at ion palet t e. Each m enu shows t he nine effect s you've used m ost recent ly; choose one t o apply it t o t he current obj ect . I f you inst ead choose More Effect s at t he bot t om of t he m enu, t he Anim at ion Effect s window appears, a long scrolling list of effect s grouped int o four cat egories—Basic, Subt le, Moderat e, and Excit ing—t hat describe how st rident ly t he effect dem ands at t ent ion.

En t r a n ce Effe ct . Use t his t ab t o select how t he elem ent m akes it s appearance on t he slide. I f an effect is grayed out , it 's not an opt ion for t hat elem ent .

Em ph a sis Effe ct . This opt ion let s you choose an effect t hat calls at t ent ion t o an elem ent t hat already appears on t he slide. For exam ple, Change Font Color changes t he font t o a cont rast ing color.

Ex it Effe ct . This t ab let s you choose an effect t o apply when an elem ent disappears from t he slide. Ot her t han t hose opt ions t hat don't apply t o disappearing obj ect s—and a few ext ra ones t hat do—t he list is ident ical t o t he one in t he Ent rance t ab.

Tabs at t he t op of t he Anim at ion Effect s window let you swit ch bet ween ent rance, em phasis, and exit effect s, j ust in case you inadvert ent ly clicked t he wrong Add Effect but t on t o open t his window.

N ot e : You can apply as m any anim at ions t o an obj ect as you like, so an elem ent can appear in t he Anim at ion Order box m ore t han once.

The Anim at ion Effect s window offers dozens of effect s, ranging from t he wild and wacky t o t he basic and rest rained. A represent at ive few from t he rest rained end of t he spect rum include t he following:

Appe a r . I n t his, t he sim plest of all PowerPoint 's anim at ions, t he select ed it em j ust pops int o it s predet erm ined spot on t he slide.

D issolve. The select ed obj ect gradually m at erializes before your eyes, in a sparkly, pixelat ed way.

Fly I n . The select ed obj ect shoot s in and com es t o rest at it s right ful spot in t he layout .

Fly Ou t . The select ed obj ect rocket s off t he slide.

Fla sh On ce. The select ed obj ect sim ply flashes once in a silent , sublim inal kind of way.

When you click one of t he anim at ions in t he Anim at ion Effect s window, PowerPoint previews it for you on t he slide in t he slide pane—assum ing t he " Show preview" checkbox at t he bot t om of t he window is t urned on. Cont inue clicking effect s unt il you st rike t he perfect balance bet ween your playful yin and your business- like yang. Click OK t o add t he anim at ion t o t he slide and display it in t he Anim at ion order window. This list shows not only t he anim at ions you've applied, but t he order in which t hey happen. To change t he sequence, select an elem ent and click t he up or down arrow but t ons beneat h. You can also delet e one or m ore anim at ions by select ing t hem and clicking t he X but t on. To change an anim at ion effect , double- click it t o bring back t he Anim at ion Effect s window, click t he new effect , and click Replace. Three pop- up m enus beneat h t he Anim at ion order window cont rol t he t hree basic opt ions for anim at ions:

St a r t let s you choose when t he effect happens. The st andard set t ing is On Click : t he effect happens when you click your m ouse or rem ot e cont rol. Wit h Previous causes t he effect t o begin sim ult aneously wit h t he effect direct ly above it in t he list . I f it 's t he first effect in t he list , t he effect happens as soon as t he slide appears. Aft er Previous t riggers t he effect aut om at ically aft er t he previous effect is finished.

Propert y det erm ines t he m ain opt ion for t he anim at ion it self, such as which side of t he screen does it st art from , or how m uch larger or sm aller does it m ake t he it em . Many effect s don't have an adj ust able propert y.

Spe e d let s you choose one of five durat ions for t he effect , from Very Fast ( .5 seconds) t o Very Slow ( 5 seconds) .

Yet m ore anim at ion opt ions await in t he lower panes of t he Cust om Anim at ion palet t e.

FREQUEN TLY ASKED QUESTI ON Bu lle t by Bu lle t I 've seen sm art , well- dressed, people do present at ions where t heir bullet list s don't show up all at once. I nst ead, each point whooshes ont o t he screen on com m and. I 've got m y new suit —but how can I m ake m y bullet point s do t hat ? I t 's easy t o anim at e t he arrival of your bullet s. Select t he t ext box cont aining your bullet s, and choose t he Fly I n effect from t he Add Ent rance Effect pop- up m enu in t he Cust om Anim at ion palet t e. Choose From Left and Fast from t he Propert y and Speed pop- up m enus, respect ively. ( For a m ore subt le effect , inst ead of Fly I n, t ry Fade or Dissolve I n.) Once you click OK, your bullet point s fly in one at a t im e, each t im e you click t he m ouse ( or press an advance key) . I f you inst ead want t o aut om at e t heir ent rance, you can specify a cert ain num ber of seconds bet ween bullet point s in t he Tim ing pane. And, in t he Text Anim at ion pane, you can choose t he bullet level t hat you want t o fly in t oget her as a group—som et hing t hat m akes sense only if you've creat ed bullet ed list s wit hin bullet ed list s.

M or e Effe ct Opt ion s. Use t he Sound pop- up m enu t o choose a sound effect t o accom pany t he anim at ion effect or st op a previous sound playing from a previous effect . Select No Sound t o m aint ain glorious silence. The " Aft er anim at ion" pop- up m enu let s you t urn t he select ed it em a solid color when anim at ion finishes, m ake it disappear from t he slide aft er t he anim at ion ( Hide Aft er Anim at ion) , or disappear as soon as t he next anim at ion begins ( Hide on Next Anim at ion) . The st andard set t ing, Don't Dim , keeps it onscreen aft er t he anim at ion—in ot her words, does not hing.

Tim in g. This sect ion let s you set a Delay of so m any seconds before t he anim at ion begins, and a Repeat for how m any t im es t he anim at ion plays over again. Turning on t he " Rewind when done playing" checkbox im m ediat ely ret urns t he slide t o it s appearance j ust before t he anim at ion began playing.

Te x t An im a t ion s. I f you select ed a t ext obj ect , you'll see t his pane appear in t he Cust om Anim at ion palet t e. Use t he " Anim at e t ext " pop- up m enu t o choose whet her t he t ext appears in t he anim at ion all at once, by t he word, or by t he let t er. The " Group t ext " pop- up m enu det erm ines whet her your lines of t ext appear as one obj ect , or one line at a t im e ( according t o t heir level in t he out line.) You can also det erm ine whet her t he lines below a cert ain level in t he out line appear as a group by choosing " 2nd level," " 3rd level," and so on. I f t he obj ect you're anim at ing is a shape wit h t ext inside ( see Sect ion 19.3.3) t urn on t he " Anim at e at t ached shape" checkbox t o m ake t he shape and it s t ext rem ain st uck t o one anot her during t he anim at ion. Finally, if t he t ext you're anim at ing cont ains several lines, you can t urn on t he " I n reverse order" checkbox t o m ake t he lines appear on screen from last t o first .

Ch a r t An im a t ion s. When you anim at e a chart obj ect , t his pane appears in t he Cust om Anim at ion palet t e t o give you cont rol over how t he chart appears on your slide. The " Group graphic" pop- up m enu let s you choose whet her t he chart sim ply appears all at once ( As one obj ect ) , or by series or cat egory, or by elem ent in series or cat egory. Turn on t he checkbox at t he bot t om of t he pane if you'd like t he chart

anim at ion t o begin wit h t he appearance of t he em pt y chart background.

1 7 .1 .4 . Pu t t in g Con t r ols on Slide s I f you need t o j um p t o various part s of your slide show during a present at ion, or if you're creat ing self- paced learning m odules t hat st udent s run on t heir own com put ers, consider adding navigat ion but t ons t o t he slides. When you require t his kind of cont rol, you can em bed a host of useful com m and but t ons—for advancing slides, j um ping t o t he end of t he show, and so on—right on t he slide when you're preparing t he show. You can place but t ons on individual slides or m any slides at once:

I f you want t o add a but t on t o j ust one slide, swit ch int o Norm al view and bring up t he slide in quest ion.

I f you want t o add a but t on t o t he sam e locat ion in a group of slides—or all of t hem —place it on t he slide Mast er Slide Mast er. ( See Sect ion 16.4.1.1 for a refresher on m ast er. St art by choosing View working wit h t he slide m ast er.)

N ot e : Don't t ry t his short cut if you'll be saving your present at ion as a QuickTim e m ovie. For QuickTim e m ovies, you have t o put t he but t ons on each slide individually.

Once t he slide where you want t o st ick your but t on is displayed, click t he Shapes pop- up m enu in t he St andard Toolbar ( or use t he Shapes t ab in t he Obj ect Palet t e) and m ake a select ion from t he Act ion But t ons subm enu as shown in Figure 17- 3 ( or do t he sam e t hing via t he I nsert Shapes m enu in t he Drawing t oolbar) . The Act ion But t ons palet t e has 12 but t ons. The four in t he m iddle help you j um p around during t he show: Previous Slide, Next Slide, First Slide, and Last Slide. To put an Act ion But t on on your slide, click t he but t on you want . ( Alt ernat ively, choose a but t on nam e from t he Act ion But t ons subm enu.) Then drag diagonally on t he slide. PowerPoint draws t he but t on for Slide Show you, and t hen opens up t he Act ion Set t ings dialog box shown in Figure 17- 3. I n t his box, you can specify exact ly what your newly creat ed but t on will do. The proposed set t ings are fine for m ost purposes, so you can generally j ust click OK. I t 's wort h not ing, however, t hat you can use t hese cont rols t o m ake your but t on do m uch fancier t ricks, as described in Figure 17- 3. ( Norm ally, your act ion is t riggered when you click t he corresponding but t on. But if you click t he Mouse Over t ab in t he Act ion Set t ings dialog box, you can also specify t hat som et hing happens when you j ust point t o it inst ead.) Lat er, when t he slideshow is running, press t he A key t o m ake t he arrow cursor appear, and t hen click your newly creat ed but t on t o t rigger t he associat ed event .

W a r n in g: Planning t o save your show as a QuickTim e m ovie? Wat ch out for act ion set t ings t hat don't work well wit h m ovies! For exam ple, Microsoft recom m ends t hat you not use m ouseovers, since t hey won't work. Also, don't set a but t on t o run anot her program or t o play a sound.

You can put any of eight ot her Act ion But t ons on your slides. Som e com e wit h preset icons and som e have preset Act ion Set t ings t hat m at ch t heir individual funct ions.

Cust om let s you cust om ize your own act ion but t on ( t o launch a program , for exam ple) .

H om e zips back t o t he first slide in t he show.

H e lp let s you creat e a link t o a help slide t hat you've designed.

I n for m a t ion creat es a link t o an inform at ion slide t hat you've added.

Figu r e 1 7 - 3 . Top: Fr om t h e D r a w in g t oolba r , ch oose Au t oSh a pe s Act ion Bu t t on s a n d t h e n click a n a ct ion bu t t on t o loa d you r cu r sor w it h it . D r a g t o dr a w t h e sh a pe of t h e bu t t on on you r slide ; w h e n you r e le a se t h e m ou se , Pow e r Poin t pr e se n t s you w it h t h e Act ion Se t t in gs dia log box . Bot t om : You ca n u se t h e " H ype r lin k t o" pop- u p m e n u t o spe cify t h a t a click of you r bu t t on t r a n spor t s you t o a n ot h e r slide , a W e b sit e , or e ve n a n ot h e r M a cin t osh file . Or you ca n ch e ck " Pla y sou n d" t o cr e a t e a bu t t on t h a t , w h e n click e d, pla ys t h e t h u n de r ou s a ppla u se t h e occa sion a l h e a r t le ss a u die n ce m a y n ot pr ovide .

Re t u r n t akes you back t o t he last slide you saw ( which, if you've been j um ping around, isn't necessarily t he slide before t his one in sequence) .

D ocu m e n t launches a Macint osh file or program t hat you specify.

Sou n d t riggers a sound, and it s cousin M ov ie st art s rolling a m ovie t hat you've set up beforehand.

I f you want t o change t he appearance of an Act ion But t on—or any ot her Aut oShape—double- click t he but t on t o bring up t he Form at Aut oShape dialog box. To change a but t on's act ion, cont rol- click ( or right - click) it and choose Act ion Set t ings from t he pop- up m enu.

T ip : You don't have t o use one of t he predrawn shapes on t he Act ion But t ons palet t e as your visible but t on—PowerPoint can t urn any graphic obj ect int o a but t on. Just Cont rol- click it and choose Act ion Set t ings from t he short cut m enu, and t hen proceed as described in t he preceding paragraphs.

UP TO SPEED Ex it Gr a ce fu lly I f you've given slideshow present at ions wit h a slide proj ect or, you probably used a solid cardboard "black slide" as t he final slide in your t ray. This opaque slide prevent s a blindingly whit e screen appearing when you advance t he final slide. I n PowerPoint , t he view of your deskt op doesn't sear any ret inas, but it s appearance is at best unprofessional and at worst em barrassing. ( Especially if you forgot t o t uck away t hat Geeks Gone Wild folder before t he present at ion.) To creat e a black slide at t he end of your PowerPoint present at ion, add a slide and choose t he blank slide layout . Choose Form at Slide Background; t urn on t he checkbox at t he bot t om m arked " Hide background obj ect s" ; in t he Solid t ab, change t he Color pop- up m enu - D t o creat e a second black slide. From now t o black; and t hen click Apply. Now choose on when you reach t he end of your present at ion t he screen goes black—and st ays black even if a nervous present er gives t he rem ot e cont rol an ext ra click. The black slide is also t he key t o creat ing a fade- out t ransit ion at t he end of your last slide. Select t he black slide, add t he Fade Sm oot hly t ransit ion t o it , and set t he Transit ion Opt ions t o Slow. While you're at it , you m ay as well put a black slide at t he beginning of your present at ion. That way, your audience won't see t he first slide unt il you're really ready.

1 7 .1 .5 . Addin g N a r r a t ion I f you're worried about laryngit is on t he day of your present at ion, if you're creat ing a self- running kiosk show, or if you have an unnat ural fear of public squeaking, you m ight want t o record voice narrat ion for your slideshow ahead of t im e. This way, you can sit back and relax while your confident , disem bodied voice ( or t he voice t hat you hired) plays along wit h t he show. To get your voice int o t he Macint osh you'll need a m icrophone, of course. Som e Macs have built - in m icrophones—but don't be t em pt ed t o use t hem t o record narrat ion. The qualit y is poor and t hey pick up a lot of noise from t he operat ion of t he com put er. Som e Macs have an analog audio input j ack, suit able for a m icrophone—and som e don't . For t hose t hat don't , you'll require a USB audio adapt er like t he iMic from Griffin Technology ( www.griffint echnology.com ) .

T ip : Whet her you plug direct ly int o your Mac or go t hrough a USB adapt er, t here's any num ber of m icrophones you could use—at any price you can im agine. One good choice in t he less- t han- $100 range is t he Model 33- 3013 t ie- clip m icrophone from RadioShack at $25, which delivers surprisingly good voice qualit y at a very low price.

When you've got your m icrophone hooked up, visit t he Sound panel of Syst em Preferences ( click t he I nput t ab) t o m ake sure t hat you've select ed t he correct m icrophone for input . Quit all ot her sound- recording program s, if any are running. Then:

POW ER USERS' CLI N I C Re cor din g N a r r a t ion t h e Ca r e fu l W a y Alt hough PowerPoint can record narrat ion for t he ent ire slideshow or a single slide, it s recording abilit ies are pret t y prim it ive—for exam ple, you can't m ake any adj ust m ent s t o t he EQ, or m ix in background m usic or sound. You m ay already have t he soft ware you need t o get t he sound from t he m icrophone ont o your hard drive. GarageBand can handle t he t ask, as can t he free, open- source, Audacit y ( ht t p: / / audacit y.sourceforge.net ) . When you record, m ake a separat e audio file for each slide t hat requires narrat ion. Experim ent wit h m icrophone placem ent and input levels, as well as wit h your delivery and pacing. List en t o t he playback t hrough headphones or good ext ernal speakers—don't t ry t o j udge t he sound qualit y using your lapt op's built - in speakers. I f you're not accust om ed t o recording narrat ion, t ry t o em ulat e your favorit e radio or TV newscast er. When you've got a good t ake, t rim off any " dead air" at t he beginning and end of t he file before saving it —giving it a filenam e t hat includes t he slide num ber. Then use t he I nsert " Sound and Music" From File com m and t o insert each narrat ion int o it s respect ive slide ( see Sect ion 17.1.5.1) .

1 . Ch oose Slide Sh ow

Re cor d N a r r a t ion t o br in g u p t h e Re cor d N a r r a t ion dia log box .

This box shows t he current recording set t ings, including your m axim um recording t im e based on your free hard- drive space. Since sound files can be huge, t he " Link narrat ions" checkbox let s you save your narrat ion files t o any locat ion you like, such as an ext ernal hard drive wit h plent y of free space, rat her t han em bedding t hem in t he present at ion file. Click Set t o choose where PowerPoint saves linked narrat ions. When you finish recording, t hat locat ion will cont ain one AI FF sound file for each slide in your present at ion.

N ot e : I f you link your narrat ions, m oving your present at ion t o anot her m achine will break t he links. The PowerPoint Package form at avoids t his problem , as discussed in t he Tip on Sect ion 16.5.3.3.

2 . Click Re cor d. PowerPoint st art s running t hrough your present at ion. As you advance t hrough t he slides, PowerPoint m akes a separat e, linked AI FF sound file for each slide. Or, if you didn't link t he recording, PowerPoint at t aches t he audio you recorded as a sound obj ect on each slide. There's no easy way t o re- record j ust one flubbed slide; for m ost purposes, it 's sim plest t o st art a new

t ake. To st art over, end t he slideshow using what ever m et hod you norm ally use ( press Esc, for inst ance) . Record Narrat ion and begin again. ( And if you're really having t rouble, you Then, choose Slide Show can always record individual sound files for each slide, t hen at t ach t hem as described in t he box above.)

N ot e : These voice clips override any ot her sound effect s in t he slideshow, so if you're using a recorded narrat ion, any em bedded sound effect s ( including t ransit ion sounds) won't play.

3 . Re cor d w h a t e ve r you w a n t t o sa y for e a ch slide , a dva n cin g t h e slide s a s you n or m a lly w ou ld ( by click in g t h e m ou se , for e x a m ple ) . When you reach t he end of t he slideshow, PowerPoint asks if you want t o save t he t im ings ( t o record t he am ount of t im e you spent on each slide) along wit h your narrat ion. I f you click No, PowerPoint saves only t he narrat ion. I f you click Yes, PowerPoint saves t he t im ings along wit h t he narrat ion, overwrit ing any exist ing t im ings. I f you choose not t o include t he t im ings, each sound will play when you m anually advance t o a given slide. This way, you can let t he narrat ion play, and t hen discuss each slide, m oving on only when you're ready.

N ot e : Voice recordings can eat up a lot of disk space, so be sure you have enough room on your hard drive t o hold t he sound. I f not , consider saving your voice files t o an ext ernal hard drive or som e ot her indust rial- st rengt h st orage area.

Once you're done recording your narrat ion, you've got a self- cont ained slideshow, suit able for part ies or board m eet ings.

1 7 .1 .5 .1 . Addin g a sou n dt r a ck I nst ead of adding sound t o each slide, you m ay want t o add a soundt rack t o an ent ire slideshow. For exam ple, you m ay want background m usic or sound, which doesn't need t o be synchronized wit h t he slides, playing t hrough t he ent ire slideshow. On t he ot her hand, you could also use a single soundt rack for an unat t ended kiosk- t ype present at ion where you've set each slide t o advance aut om at ically. " Sound and Music" From File com m and ( select t he sound file To creat e a soundt rack, use t he I nsert and choose whet her you want it t o st art Aut om at ically or When Clicked) t o insert t he soundt rack on t he first slide or t he select ed slide. I f your soundt rack is short er t han your show, you can loop it so it plays cont inuously. Click t he loudspeaker icon t o select t he soundt rack, and t urn on t he checkbox m arked Loop Unt il St opped in t he Form at t ing Palet t e's Sound pane. Then click t he Cust om Anim at ion palet t e, select t he sound in t he " Anim at ion order" list , and click t he " Aft er… slides" but t on in t he Media Opt ions pane. Finish by ent ering t he t ot al num ber of slides in t he slideshow—or t he num ber of slides you'd like accom panied by your soundt rack. When you add a soundt rack in t his fashion, it plays right along wit h any ot her sounds, narrat ion, or sound effect s you've at t ached t o your slides or t ransit ions.

Ch a pt e r 1 7 . Polish in g a n d Pr e se n t in g in Pow e r Poin t Building t he out line and creat ing individual slides in PowerPoint are obviously necessary t o produce a great present at ion. But PowerPoint 's real t alent lies in it s abilit y t o pull t hose im ages t oget her int o a running slideshow. Alt hough good t ast e som et im es suffers as a result , PowerPoint gives you t he t ools t o enrich your slide present at ions wit h t ransit ions, builds, video, m usic, sound effect s, and voice narrat ion. You can t hen rehearse your PowerPoint shows t o work out t he split - second t im ing. You can even t urn your m ast erpieces int o print out s or a Web sit e for t he benefit of t hose who m issed t he present at ion, or save your slideshows as QuickTim e m ovies, t hen edit t hem again lat er ( back in PowerPoint ) . This chapt er shows you how t o harness t hese pot ent PowerPoint feat ures.

1 7 .1 . Addin g M ove m e n t Aft er you've creat ed all your slides and put t hem in t he proper order, t he cont ent part of your creat ion is done. Now it 's t im e t o add slide t r ansit ions t o supply sophist icat ed sm oot hness—or gee- whiz glit z—as you m ove from slide t o slide. You can also add obj ect builds—anim at ions wit hin a slide. Besides adding som e visual excit em ent t o your slideshow, t ransit ions and builds can help you present your inform at ion m ore clearly, add dram a, signal changes in t opic, and—if you use t hem wisely—give your slideshow a m uch m ore professional, polished appearance.

1 7 .1 .1 . Tr a n sit ion s I f you don't add a t ransit ion, PowerPoint changes slides inst ant ly—or cut s—from one slide t o anot her. Besides t he sim ple cut , PowerPoint has 64 ot her slide t ransit ion st yles t o choose from . They range from sim ple dissolv es ( where one slide m elt s int o t he next ) and wipes ( where one slide m oves across t he screen t o replace t he ot her) t o st riking pinwheels, checkerboards, and t wirling 3- D cubes. You owe it t o yourself t o sam ple all t he t r ansit ions once j ust so you know what 's available. Even wit h all t his variet y, t hough, it 's a good idea t o rely on sim ple t ransit ions and use t he pyrot echnics sparingly. You don't want your audience t o walk away im pressed by your fancy t ransit ions—and unable t o rem em ber your m essage. Transit ions serve t wo very different purposes in a slideshow: They can eit her creat e sm oot h segues from one slide t o anot her, or t hey can provide a dram at ic punct uat ion t o highlight t he break bet ween slides. When you choose t ransit ions, consider carefully whet her you're t rying t o j ust m ove sm oot hly t o t he next slide, provide a not iceable break bet ween t opics, or st art le t he audience wit h your visual prowess. Always consider your m essage and your audience as you choose t ransit ions. I f your present at ion is a pep boost er for t he cheerleading t eam , you alm ost can't have t oo m uch color and act ion. But if you own a funeral hom e and your present at ion t o t he bereaved describes t he various services you offer, st ay away from t he goofy pinwheel, checkerboard, or news flash t ransit ions. Transit ions are like font s—you usually need only one or t wo st yles in a single docum ent . I f you have any doubt about which t ransit ion t o use, err on t he side of sim plicit y.

T ip : When you add a t ransit ion t o a slide, you're creat ing t he t ransit ion int o t he current slide from t he previous slide. You can't creat e a t ransit ion out of t he last slide of a present at ion. I f you want t o end wit h a t ransit ion—t o fade t o black, for exam ple—you need t o creat e a black slide for t he ending of t he show and t ransit ion from t he last slide t o t he black slide.

1 7 .1 .1 .1 . Add a t r a n sit ion Transit ions, as t he t erm im plies, appear in t he spaces bet ween slides in a show. To add a t ransit ion in PowerPoint , you first need t o specify t he locat ion by select ing t he slide t hat ends t he swit cheroo. I f, for exam ple, you want t o insert a t ransit ion bet ween t he fourt h and fift h slides in a show, select slide five in one of t he

following ways:

I n Norm al view, click in t he out line heading or t he slide t hum bnail.

I n Slide Sort er view, click t he slide t hum bnail.

Aft er select ing a slide, add a t ransit ion by choosing one from t he Elem ent s Gallery's Transit ions t ab ( see Figure 17- 1, t op) which you can reveal in any of t he following ways:

Click t he Elem ent s Gallery's Transit ions t ab and click t he t ransit ion you want t o use.

Choose Slide Show t o use.

Transit ions t o open t he Transit ions Gallery, and t hen click t he t ransit ion you want

Cont rol- click ( or right - click) a slide in any view, and choose Transit ions from t he pop- up m enu t o open t he Transit ions Gallery. Then click t he t ransit ion you want t o use.

When you add a t ransit ion t o a slide, PowerPoint highlight s t he select ed t ransit ion in t he Transit ions Gallery wit h an orange border and indicat es it s presence by placing a sm all t ransit ion icon beneat h t he lower- left corner of t he slide t hum bnail—in Slide Sort er view only ( see Figure 17- 1, t op) . You can add t ransit ions in Norm al view, but you have t o do so wit h blind fait h. When doubt s surface, swit ch t o Slide Sort er view for reassurance.

Figu r e 1 7 - 1 . Top: Th e Ele m e n t s Ga lle r y's Tr a n sit ion s t a b is h om e t o Pow e r Poin t 's sa lm a gu n di of t r a n sit ion s. W h e n you click on e t o a pply it t o a slide , Pow e r Poin t r e m in ds you of w h a t you 've don e by displa yin g a sm a ll icon a t t h e low e r - le ft cor n e r of t h e slide in Slide Sor t e r vie w . Bot t om : Click t h e Opt ion s bu t t on a t t h e le ft e n d of t h e Tr a n sit ion s Ga lle r y for m or e com ple t e con t r ol via t h e Tr a n sit ion Opt ion s dia log box . H e r e you ca n spe cify a sou n d e ffe ct , a dj u st t h e t r a n sit ion spe e d, a n d t im e t h e slide t o a dva n ce a u t om a t ica lly.

You can apply t he sam e t ransit ion t o several select ed slides at once. Press as you click an assort m ent of Select All t o select all slides, or Shift - click t o select a cont iguous group of slides. You can even choose Edit t he slides in your present at ion. Now when you click a t ransit ion, PowerPoint applies it t o all t hose slides at once.

1 7 .1 .1 .2 . Ch oosin g t r a n sit ion st yle s Alt hough your fut ure audience m em bers are crossing t heir collect ive fingers hoping t hat you'll end up using sim ple cut s and cross- fades over t he course of your slideshow career, PowerPoint dangles before you a m out hwat eringly- long list of special effect s. When you click t he Elem ent s Gallery's Transit ions t ab PowerPoint displays t ransit ion t hum bnails. Hover over one of t hem wit h your cursor t o display it s nam e at t he left end of t he gallery. Direct ly above, cat egory but t ons narrow down t he bewildering array. Along wit h t he sim ple cut ( essent ially, no t ransit ion) and t he zany Random ( every possible t ransit ion in no part icular order) , PowerPoint gives you a t ot al of 65 t ransit ions, grouped int o six basic cat egories ( described here by t heir visual effect s) :

UP TO SPEED Avoidin g t h e Ch e e se Fa ct or PowerPoint m akes it easy t o load up your present at ions wit h funky t ransit ions, sounds, and ot her cheesy gim m icks. But wit h power com es responsibilit y. While you m ay be t em pt ed t o show off all t he program 's ent ert aining feat ures in a single present at ion, bear in m ind t hat old design adage: Less is m ore. Please. I t 's usually best t o keep your t ransit ions and sounds sim ple ( or absent ) and your designs basic. I f PowerPoint cont ained only t he cut and t he cross- fade ( Fade Sm oot hly in PowerPoint parlance) you could live a full and happy present at ion life—and so could your audience. Wit h a sim ple t ransit ions, you won't dist ract t he audience from t he im port ant part of t he present at ion—your m essage—wit h a bunch of dazzling effect s.

1 7 .1 .1 .2 .1 . Fa de s a n d D issolve s.

Fa de Sm oot h ly . The first slide fades away as t he second one appears; what m ost people call a cross- fade or a dissolve.

Fa de Th r ou gh Bla ck . Here, t he first slide fades out t o black, and t hen t he next one m at erializes in it s place.

Cu t . The next slide in t he show sim ply pops in place of t he previous one. No frills, no fireworks. This is t he m ost basic, and t herefore t he m ost useful, of all t he t ransit ion t ypes; it 's also t he " t ransit ion" you get if you don't specify any t ransit ion.

Cu t t h r ou gh Bla ck . The first slide disappears, t here's a brief period of t ot al black, and t he next slide appears. Kind of like blinking your eyes—or having a m om ent ary power out age.

D issolve. One slide fizzles out and m orphs int o anot her in a pixelat ed, fairy- dust fashion. Think of Capt ain Kirk beam ing up and you've got t he idea.

1 7 .1 .1 .2 .2 . W ipe s.

W ipe . The incom ing slide squeegees t he previous slide off t he screen as it com es int o view. Like a t alent ed window washer, you can wipe from any direct ion.

W e dge. I nvisible clock hands rot at e in opposit e direct ions t o wipe away t he current slide and reveal t he one aft er it .

Un cove r. The exist ing slide m oves offscreen t o expose t he next im age lying behind it . Choose t o uncover from any direct ion.

Box. The incom ing slide wipes over t he previous im age wit h an expanding or cont ract ing box, opening from eit her t he cent er or t he edges.

W h e e l. Sim ilar t o Wedge, but rot at ing wheel spokes erase t he current fram e and show t he next slide.

Split . The first im age split s int o doors t hat open eit her horizont ally or vert ically t o reveal t he next slide. Or, doors showing t he second im age close in over t he first im age.

St rips. As seen in count less old m ovies, t he incom ing im age wipes across t he screen diagonally from one corner t o t he opposit e corner.

Cir cle . An expanding circle reveals t he next slide.

D ia m on d. Like t he Circle, but in t he shape of a diam ond.

Plus. Anot her geom et ric t ransit ion, like Circle, but in t he shape of a cross.

N e w sfla sh . The spinning- page effect from old- st yle newsreels.

1 7 .1 .1 .2 .3 . Pu sh a n d Cove r .

Pu sh . The second slide pushes t he first one away—from whichever direct ion you choose.

Cove r . The new slide scoot s in from offscreen t o cover t he previous im age wit h a fram ed, t hreedim ensional effect . The eight variat ions in t his group m at ch t he direct ions from which t he incom ing slide can ent er: t op, bot t om , left , right , and t he four corners. The reverse of Uncover.

1 7 .1 .1 .2 .4 . St r ipe s a n d Ba r s.

Blin ds. The first slide closes like a set of Venet ian blinds, eit her horizont ally or vert ically. As t hat im age m oves out , t he next one em erges in it s place.

Ch e ck e r boa r d. The first im age breaks up int o a pat t ern of adj acent squares, which t urns int o t he next im age as it sweeps across or down t he screen.

Com b. The second slide com es int o view as int erlocking st rips t hat approach from opposit e sides of t he fram e.

1 7 .1 .1 .2 .5 . 3 - D .

Cube . The slide becom es t he face of a 3- D cube, which rot at es t o reveal t he upcom ing slide.

Flip. Think of a chalkboard t hat pivot s horizont ally or vert ically and you'll know what t his one does.

1 7 .1 .1 .2 .6 . Ra n dom .

Ra n dom Ba r s. I rregular horizont al or vert ical slat s appear across t he im age, quickly disint egrat ing and giving way t o t he next slide.

Ra n dom Tr a n sit ion . I f you j ust can't m ake up your m ind—or are out t o seriously annoy your audience—t his t ransit ion reaches blindly int o PowerPoint 's t ransit ion grab- bag and pulls out a plum . Suit able only for audiences in t he t hree- t o five- year- old age group.

N ot e : Most of t hese t ransit ions can com e from m ore t han one direct ion ( Wipe Right and Wipe Left , for exam ple) . You'll find t hem all arrayed in t he Elem ent s Gallery.

1 7 .1 .1 .3 . Cu st om izin g you r t r a n sit ion s Once you've chosen a t ransit ion effect , you can t inker wit h it s set t ings t o add variet y or t o m ake t hem conform t o your present at ion's overall st yle. Cust om izing t ransit ions is also an effect ive way t o set your slideshow apart from t he effort s of ot her PowerPoint fans. To sum m on t he Transit ion Opt ions dialog box, select a slide and click t he Opt ions but t on at t he left end of t he Transit ions Gallery. Here you can cont rol all aspect s of how t ransit ions behave. Som e of t he t hings you can m anipulat e in t his box ( see Figure 17- 1, bot t om ) are:

Effe ct . Use t his sect ion t o preview t ransit ion effect s by choosing a new t ransit ion from t he pop- up m enu or select ing a new speed. PowerPoint responds by playing your new effect in t he preview box. This is an ext rem ely useful feat ure, because m ost t ransit ion t ypes have several, som et im es subt le, variat ions; and t he nam es of som e t ransit ions give lit t le clue t o t heir exact funct ion. Also, m ost effect s, especially t he m ore int ricat e ones, look m ore im pressive at slower speeds.

Sou n d. I n t he grat uit ous- bells- and- whist les depart m ent , not hing beat s t he Sound sect ion. Using t his popup m enu, you can add a sound effect t o your t ransit ion: applause, breaking glass, t he ever- popular slide proj ect or, or anyt hing else you find in t his lengt hy pop- up m enu. ( You can also choose Ot her Sound t o use a sound locat ed elsewhere. PowerPoint recognizes sounds in m any com m on file form at s; search for " sound" in t he online help t o see t he full list .)

T ip : You can add new sounds t o t he pop- up m enu by dropping your own WAV ( .wav) sound files int o t he Microsoft Office Media Sounds folder. Office 2008

The occasional explosion or whoosh can bring com ic relief, help you underscore a point , or draw special at t ent ion t o an im age. But for t he sanit y of t hose viewing your slideshow, go easy on t he noise. Please resist applying sound t o every t ransit ion, or t he next sound you hear will be t he silence of an em pt y audit orium . Avoid t urning on t he checkbox m arked " Loop unt il next " which keeps t he sound- effect snippet playing over, and over, and over, and over unt il you change t he slide. Please.

N ot e : Don't confuse t hese sound effect s wit h background m usic. For background sound, insert a sound obj ect in a given slide using t he I nsert com m and, as described on Sect ion 16.5.3.3 .

Adva n ce slide . Here's where you t ell PowerPoint t he m et hod you want t o use for advancing t o t he next im age in your slideshow. You have t wo basic choices: advance when you click t he m ouse ( or rem ot e cont rol, or arrow key, or spacebar) , or advance aut om at ically aft er a num ber of seconds t hat you specify ( t he preferred choice if you're designing a present at ion t o run unat t ended) . You can also t urn on bot h opt ions, t hereby inst ruct ing t he program t o change slides aft er a num ber of seconds unless you click t he m ouse first .

1 7 .1 .2 . M u lt im e dia Effe ct s PowerPoint put s at your disposal a Spielbergian select ion of special effect s. I n addit ion t o t he t ransit ions you insert bet ween slides, t he program let s you anim at e part icular elem ent s in an im age. I t also let s you add a soundt rack or voice narrat ion t o your slideshow—feat ures t hat are especially useful if you want t o save t he present at ion as a st andalone present at ion or m ovie.

1 7 .1 .3 . Addin g An im a t ion s While slide t ransit ions creat e anim at ions bet ween slides, anim at ions ( or builds) , add anim at ion wit hin a slide. You can use anim at ions t o do t hings like m ake bullet point s appear one by one; bring pict ures, shapes, or ot her obj ect s int o t he slide ( singly, or in groups) ; or display a chart elem ent by elem ent . You can cont rol anim at ions wit h t he m ouse or spacebar during a present at ion; or you can aut om at e t hem , bringing in each obj ect or elem ent in a t im ed sequence. You can choose from a variet y of im pressive anim at ion st yles t hat PowerPoint can apply when m oving t ext or obj ect s int o a slide, or m oving t hem out . As wit h t ransit ions, discret ion is advised when creat ing anim at ions. I t 's nice t o have all t hese opt ions available, but not every slide needs it s t ext t o appear as if it 's been shot from a m achine gun or whirled in a Cuisinart .

W a r n in g: You've been warned: Anim at ions m ay not show up when you export your PowerPoint present at ion as a QuickTim e m ovie ( as described on Sect ion 17.3.1 ) , especially if you've also creat ed t ransit ions bet ween slides.

Since every elem ent of a PowerPoint slide—t ext boxes, pict ures, shapes, and so on—is an obj ect , you em ploy t he sam e t echniques t o build pict ures int o or out of a slide as you do t o build shapes int o or out of a slide, for exam ple. PowerPoint also gives you furt her building possibilit ies for t ext and chart s—all of which are obj ect s m ade up of m any individual elem ent s. The basic procedure for creat ing anim at ions on a slide is t o select t he obj ect s on t he slide—t ext boxes, pict ures,

shapes, and so on—one at a t im e, and use t he Cust om Anim at ion pane in t he t oolbox t o det erm ine how and when each obj ect appears on t he slide, whet her it does som et hing special while it 's on t he slide, and t hen how and when each obj ect disappears from t he slide. The Ent rance Effect ( when obj ect s appear on t he slide) , Em phasis Effect ( what obj ect s do for special em phasis while t hey're on t he slide) , and Exit Effect ( when obj ect s disappear from t he slide) are com plet ely separat e operat ions. You can have any one, t wo, or all of t hem . You can creat e dram at ic anim at ed effect s by cont rolling t he Ent rance Effect , Em phasis Effect , and Exit Effect order, t im ing, and direct ion for various slide elem ent s. Swit ch t o Norm al View and click t he Cust om Anim at ion t ab of t he t oolbox t o get st art ed ( see Figure 17- 2) .

Figu r e 1 7 - 2 . Th e Cu st om An im a t ion pa le t t e in t h e t oolbox is a n im a t ion h e a dqu a r t e r s, you r pe r son a l D r e a m W or k s st u dio. I t s pa n e s a n d pop- u p m e n u s give you a cce ss t o u m pt e e n a n im a t ion e ffe ct s a n d opt ion s. To ch a n ge t h e or de r of a n im a t ion s, se le ct on e a n d u se t h e a r r ow bu t t on s t o m ove it u p or dow n t h e list —or t h e X bu t t on t o de le t e it . As you w or k , click t h e la r ge Pla y bu t t on t o pr e vie w t h e a n im a t ion .

N ot e : You can only creat e anim at ions in t he Norm al View—t he only view t hat let s you click t he various slide elem ent s.

Aft er you choose t he t ext or graphic you want t o give life t o, click one of t he Add Effect but t on pop- up m enus in t he Cust om Anim at ion palet t e. Each m enu shows t he nine effect s you've used m ost recent ly; choose one t o apply it t o t he current obj ect . I f you inst ead choose More Effect s at t he bot t om of t he m enu, t he Anim at ion Effect s window appears, a long scrolling list of effect s grouped int o four cat egories—Basic, Subt le, Moderat e, and Excit ing—t hat describe how st rident ly t he effect dem ands at t ent ion.

En t r a n ce Effe ct . Use t his t ab t o select how t he elem ent m akes it s appearance on t he slide. I f an effect is grayed out , it 's not an opt ion for t hat elem ent .

Em ph a sis Effe ct . This opt ion let s you choose an effect t hat calls at t ent ion t o an elem ent t hat already appears on t he slide. For exam ple, Change Font Color changes t he font t o a cont rast ing color.

Ex it Effe ct . This t ab let s you choose an effect t o apply when an elem ent disappears from t he slide. Ot her t han t hose opt ions t hat don't apply t o disappearing obj ect s—and a few ext ra ones t hat do—t he list is ident ical t o t he one in t he Ent rance t ab.

Tabs at t he t op of t he Anim at ion Effect s window let you swit ch bet ween ent rance, em phasis, and exit effect s, j ust in case you inadvert ent ly clicked t he wrong Add Effect but t on t o open t his window.

N ot e : You can apply as m any anim at ions t o an obj ect as you like, so an elem ent can appear in t he Anim at ion Order box m ore t han once.

The Anim at ion Effect s window offers dozens of effect s, ranging from t he wild and wacky t o t he basic and rest rained. A represent at ive few from t he rest rained end of t he spect rum include t he following:

Appe a r . I n t his, t he sim plest of all PowerPoint 's anim at ions, t he select ed it em j ust pops int o it s predet erm ined spot on t he slide.

D issolve. The select ed obj ect gradually m at erializes before your eyes, in a sparkly, pixelat ed way.

Fly I n . The select ed obj ect shoot s in and com es t o rest at it s right ful spot in t he layout .

Fly Ou t . The select ed obj ect rocket s off t he slide.

Fla sh On ce. The select ed obj ect sim ply flashes once in a silent , sublim inal kind of way.

When you click one of t he anim at ions in t he Anim at ion Effect s window, PowerPoint previews it for you on t he slide in t he slide pane—assum ing t he " Show preview" checkbox at t he bot t om of t he window is t urned on. Cont inue clicking effect s unt il you st rike t he perfect balance bet ween your playful yin and your business- like yang. Click OK t o add t he anim at ion t o t he slide and display it in t he Anim at ion order window. This list shows not only t he anim at ions you've applied, but t he order in which t hey happen. To change t he sequence, select an elem ent and click t he up or down arrow but t ons beneat h. You can also delet e one or m ore anim at ions by select ing t hem and clicking t he X but t on. To change an anim at ion effect , double- click it t o bring back t he Anim at ion Effect s window, click t he new effect , and click Replace. Three pop- up m enus beneat h t he Anim at ion order window cont rol t he t hree basic opt ions for anim at ions:

St a r t let s you choose when t he effect happens. The st andard set t ing is On Click : t he effect happens when you click your m ouse or rem ot e cont rol. Wit h Previous causes t he effect t o begin sim ult aneously wit h t he effect direct ly above it in t he list . I f it 's t he first effect in t he list , t he effect happens as soon as t he slide appears. Aft er Previous t riggers t he effect aut om at ically aft er t he previous effect is finished.

Propert y det erm ines t he m ain opt ion for t he anim at ion it self, such as which side of t he screen does it st art from , or how m uch larger or sm aller does it m ake t he it em . Many effect s don't have an adj ust able propert y.

Spe e d let s you choose one of five durat ions for t he effect , from Very Fast ( .5 seconds) t o Very Slow ( 5 seconds) .

Yet m ore anim at ion opt ions await in t he lower panes of t he Cust om Anim at ion palet t e.

FREQUEN TLY ASKED QUESTI ON Bu lle t by Bu lle t I 've seen sm art , well- dressed, people do present at ions where t heir bullet list s don't show up all at once. I nst ead, each point whooshes ont o t he screen on com m and. I 've got m y new suit —but how can I m ake m y bullet point s do t hat ? I t 's easy t o anim at e t he arrival of your bullet s. Select t he t ext box cont aining your bullet s, and choose t he Fly I n effect from t he Add Ent rance Effect pop- up m enu in t he Cust om Anim at ion palet t e. Choose From Left and Fast from t he Propert y and Speed pop- up m enus, respect ively. ( For a m ore subt le effect , inst ead of Fly I n, t ry Fade or Dissolve I n.) Once you click OK, your bullet point s fly in one at a t im e, each t im e you click t he m ouse ( or press an advance key) . I f you inst ead want t o aut om at e t heir ent rance, you can specify a cert ain num ber of seconds bet ween bullet point s in t he Tim ing pane. And, in t he Text Anim at ion pane, you can choose t he bullet level t hat you want t o fly in t oget her as a group—som et hing t hat m akes sense only if you've creat ed bullet ed list s wit hin bullet ed list s.

M or e Effe ct Opt ion s. Use t he Sound pop- up m enu t o choose a sound effect t o accom pany t he anim at ion effect or st op a previous sound playing from a previous effect . Select No Sound t o m aint ain glorious silence. The " Aft er anim at ion" pop- up m enu let s you t urn t he select ed it em a solid color when anim at ion finishes, m ake it disappear from t he slide aft er t he anim at ion ( Hide Aft er Anim at ion) , or disappear as soon as t he next anim at ion begins ( Hide on Next Anim at ion) . The st andard set t ing, Don't Dim , keeps it onscreen aft er t he anim at ion—in ot her words, does not hing.

Tim in g. This sect ion let s you set a Delay of so m any seconds before t he anim at ion begins, and a Repeat for how m any t im es t he anim at ion plays over again. Turning on t he " Rewind when done playing" checkbox im m ediat ely ret urns t he slide t o it s appearance j ust before t he anim at ion began playing.

Te x t An im a t ion s. I f you select ed a t ext obj ect , you'll see t his pane appear in t he Cust om Anim at ion palet t e. Use t he " Anim at e t ext " pop- up m enu t o choose whet her t he t ext appears in t he anim at ion all at once, by t he word, or by t he let t er. The " Group t ext " pop- up m enu det erm ines whet her your lines of t ext appear as one obj ect , or one line at a t im e ( according t o t heir level in t he out line.) You can also det erm ine whet her t he lines below a cert ain level in t he out line appear as a group by choosing " 2nd level," " 3rd level," and so on. I f t he obj ect you're anim at ing is a shape wit h t ext inside ( see Sect ion 19.3.3) t urn on t he " Anim at e at t ached shape" checkbox t o m ake t he shape and it s t ext rem ain st uck t o one anot her during t he anim at ion. Finally, if t he t ext you're anim at ing cont ains several lines, you can t urn on t he " I n reverse order" checkbox t o m ake t he lines appear on screen from last t o first .

Ch a r t An im a t ion s. When you anim at e a chart obj ect , t his pane appears in t he Cust om Anim at ion palet t e t o give you cont rol over how t he chart appears on your slide. The " Group graphic" pop- up m enu let s you choose whet her t he chart sim ply appears all at once ( As one obj ect ) , or by series or cat egory, or by elem ent in series or cat egory. Turn on t he checkbox at t he bot t om of t he pane if you'd like t he chart

anim at ion t o begin wit h t he appearance of t he em pt y chart background.

1 7 .1 .4 . Pu t t in g Con t r ols on Slide s I f you need t o j um p t o various part s of your slide show during a present at ion, or if you're creat ing self- paced learning m odules t hat st udent s run on t heir own com put ers, consider adding navigat ion but t ons t o t he slides. When you require t his kind of cont rol, you can em bed a host of useful com m and but t ons—for advancing slides, j um ping t o t he end of t he show, and so on—right on t he slide when you're preparing t he show. You can place but t ons on individual slides or m any slides at once:

I f you want t o add a but t on t o j ust one slide, swit ch int o Norm al view and bring up t he slide in quest ion.

I f you want t o add a but t on t o t he sam e locat ion in a group of slides—or all of t hem —place it on t he slide Mast er Slide Mast er. ( See Sect ion 16.4.1.1 for a refresher on m ast er. St art by choosing View working wit h t he slide m ast er.)

N ot e : Don't t ry t his short cut if you'll be saving your present at ion as a QuickTim e m ovie. For QuickTim e m ovies, you have t o put t he but t ons on each slide individually.

Once t he slide where you want t o st ick your but t on is displayed, click t he Shapes pop- up m enu in t he St andard Toolbar ( or use t he Shapes t ab in t he Obj ect Palet t e) and m ake a select ion from t he Act ion But t ons subm enu as shown in Figure 17- 3 ( or do t he sam e t hing via t he I nsert Shapes m enu in t he Drawing t oolbar) . The Act ion But t ons palet t e has 12 but t ons. The four in t he m iddle help you j um p around during t he show: Previous Slide, Next Slide, First Slide, and Last Slide. To put an Act ion But t on on your slide, click t he but t on you want . ( Alt ernat ively, choose a but t on nam e from t he Act ion But t ons subm enu.) Then drag diagonally on t he slide. PowerPoint draws t he but t on for Slide Show you, and t hen opens up t he Act ion Set t ings dialog box shown in Figure 17- 3. I n t his box, you can specify exact ly what your newly creat ed but t on will do. The proposed set t ings are fine for m ost purposes, so you can generally j ust click OK. I t 's wort h not ing, however, t hat you can use t hese cont rols t o m ake your but t on do m uch fancier t ricks, as described in Figure 17- 3. ( Norm ally, your act ion is t riggered when you click t he corresponding but t on. But if you click t he Mouse Over t ab in t he Act ion Set t ings dialog box, you can also specify t hat som et hing happens when you j ust point t o it inst ead.) Lat er, when t he slideshow is running, press t he A key t o m ake t he arrow cursor appear, and t hen click your newly creat ed but t on t o t rigger t he associat ed event .

W a r n in g: Planning t o save your show as a QuickTim e m ovie? Wat ch out for act ion set t ings t hat don't work well wit h m ovies! For exam ple, Microsoft recom m ends t hat you not use m ouseovers, since t hey won't work. Also, don't set a but t on t o run anot her program or t o play a sound.

You can put any of eight ot her Act ion But t ons on your slides. Som e com e wit h preset icons and som e have preset Act ion Set t ings t hat m at ch t heir individual funct ions.

Cust om let s you cust om ize your own act ion but t on ( t o launch a program , for exam ple) .

H om e zips back t o t he first slide in t he show.

H e lp let s you creat e a link t o a help slide t hat you've designed.

I n for m a t ion creat es a link t o an inform at ion slide t hat you've added.

Figu r e 1 7 - 3 . Top: Fr om t h e D r a w in g t oolba r , ch oose Au t oSh a pe s Act ion Bu t t on s a n d t h e n click a n a ct ion bu t t on t o loa d you r cu r sor w it h it . D r a g t o dr a w t h e sh a pe of t h e bu t t on on you r slide ; w h e n you r e le a se t h e m ou se , Pow e r Poin t pr e se n t s you w it h t h e Act ion Se t t in gs dia log box . Bot t om : You ca n u se t h e " H ype r lin k t o" pop- u p m e n u t o spe cify t h a t a click of you r bu t t on t r a n spor t s you t o a n ot h e r slide , a W e b sit e , or e ve n a n ot h e r M a cin t osh file . Or you ca n ch e ck " Pla y sou n d" t o cr e a t e a bu t t on t h a t , w h e n click e d, pla ys t h e t h u n de r ou s a ppla u se t h e occa sion a l h e a r t le ss a u die n ce m a y n ot pr ovide .

Re t u r n t akes you back t o t he last slide you saw ( which, if you've been j um ping around, isn't necessarily t he slide before t his one in sequence) .

D ocu m e n t launches a Macint osh file or program t hat you specify.

Sou n d t riggers a sound, and it s cousin M ov ie st art s rolling a m ovie t hat you've set up beforehand.

I f you want t o change t he appearance of an Act ion But t on—or any ot her Aut oShape—double- click t he but t on t o bring up t he Form at Aut oShape dialog box. To change a but t on's act ion, cont rol- click ( or right - click) it and choose Act ion Set t ings from t he pop- up m enu.

T ip : You don't have t o use one of t he predrawn shapes on t he Act ion But t ons palet t e as your visible but t on—PowerPoint can t urn any graphic obj ect int o a but t on. Just Cont rol- click it and choose Act ion Set t ings from t he short cut m enu, and t hen proceed as described in t he preceding paragraphs.

UP TO SPEED Ex it Gr a ce fu lly I f you've given slideshow present at ions wit h a slide proj ect or, you probably used a solid cardboard "black slide" as t he final slide in your t ray. This opaque slide prevent s a blindingly whit e screen appearing when you advance t he final slide. I n PowerPoint , t he view of your deskt op doesn't sear any ret inas, but it s appearance is at best unprofessional and at worst em barrassing. ( Especially if you forgot t o t uck away t hat Geeks Gone Wild folder before t he present at ion.) To creat e a black slide at t he end of your PowerPoint present at ion, add a slide and choose t he blank slide layout . Choose Form at Slide Background; t urn on t he checkbox at t he bot t om m arked " Hide background obj ect s" ; in t he Solid t ab, change t he Color pop- up m enu - D t o creat e a second black slide. From now t o black; and t hen click Apply. Now choose on when you reach t he end of your present at ion t he screen goes black—and st ays black even if a nervous present er gives t he rem ot e cont rol an ext ra click. The black slide is also t he key t o creat ing a fade- out t ransit ion at t he end of your last slide. Select t he black slide, add t he Fade Sm oot hly t ransit ion t o it , and set t he Transit ion Opt ions t o Slow. While you're at it , you m ay as well put a black slide at t he beginning of your present at ion. That way, your audience won't see t he first slide unt il you're really ready.

1 7 .1 .5 . Addin g N a r r a t ion I f you're worried about laryngit is on t he day of your present at ion, if you're creat ing a self- running kiosk show, or if you have an unnat ural fear of public squeaking, you m ight want t o record voice narrat ion for your slideshow ahead of t im e. This way, you can sit back and relax while your confident , disem bodied voice ( or t he voice t hat you hired) plays along wit h t he show. To get your voice int o t he Macint osh you'll need a m icrophone, of course. Som e Macs have built - in m icrophones—but don't be t em pt ed t o use t hem t o record narrat ion. The qualit y is poor and t hey pick up a lot of noise from t he operat ion of t he com put er. Som e Macs have an analog audio input j ack, suit able for a m icrophone—and som e don't . For t hose t hat don't , you'll require a USB audio adapt er like t he iMic from Griffin Technology ( www.griffint echnology.com ) .

T ip : Whet her you plug direct ly int o your Mac or go t hrough a USB adapt er, t here's any num ber of m icrophones you could use—at any price you can im agine. One good choice in t he less- t han- $100 range is t he Model 33- 3013 t ie- clip m icrophone from RadioShack at $25, which delivers surprisingly good voice qualit y at a very low price.

When you've got your m icrophone hooked up, visit t he Sound panel of Syst em Preferences ( click t he I nput t ab) t o m ake sure t hat you've select ed t he correct m icrophone for input . Quit all ot her sound- recording program s, if any are running. Then:

POW ER USERS' CLI N I C Re cor din g N a r r a t ion t h e Ca r e fu l W a y Alt hough PowerPoint can record narrat ion for t he ent ire slideshow or a single slide, it s recording abilit ies are pret t y prim it ive—for exam ple, you can't m ake any adj ust m ent s t o t he EQ, or m ix in background m usic or sound. You m ay already have t he soft ware you need t o get t he sound from t he m icrophone ont o your hard drive. GarageBand can handle t he t ask, as can t he free, open- source, Audacit y ( ht t p: / / audacit y.sourceforge.net ) . When you record, m ake a separat e audio file for each slide t hat requires narrat ion. Experim ent wit h m icrophone placem ent and input levels, as well as wit h your delivery and pacing. List en t o t he playback t hrough headphones or good ext ernal speakers—don't t ry t o j udge t he sound qualit y using your lapt op's built - in speakers. I f you're not accust om ed t o recording narrat ion, t ry t o em ulat e your favorit e radio or TV newscast er. When you've got a good t ake, t rim off any " dead air" at t he beginning and end of t he file before saving it —giving it a filenam e t hat includes t he slide num ber. Then use t he I nsert " Sound and Music" From File com m and t o insert each narrat ion int o it s respect ive slide ( see Sect ion 17.1.5.1) .

1 . Ch oose Slide Sh ow

Re cor d N a r r a t ion t o br in g u p t h e Re cor d N a r r a t ion dia log box .

This box shows t he current recording set t ings, including your m axim um recording t im e based on your free hard- drive space. Since sound files can be huge, t he " Link narrat ions" checkbox let s you save your narrat ion files t o any locat ion you like, such as an ext ernal hard drive wit h plent y of free space, rat her t han em bedding t hem in t he present at ion file. Click Set t o choose where PowerPoint saves linked narrat ions. When you finish recording, t hat locat ion will cont ain one AI FF sound file for each slide in your present at ion.

N ot e : I f you link your narrat ions, m oving your present at ion t o anot her m achine will break t he links. The PowerPoint Package form at avoids t his problem , as discussed in t he Tip on Sect ion 16.5.3.3.

2 . Click Re cor d. PowerPoint st art s running t hrough your present at ion. As you advance t hrough t he slides, PowerPoint m akes a separat e, linked AI FF sound file for each slide. Or, if you didn't link t he recording, PowerPoint at t aches t he audio you recorded as a sound obj ect on each slide. There's no easy way t o re- record j ust one flubbed slide; for m ost purposes, it 's sim plest t o st art a new

t ake. To st art over, end t he slideshow using what ever m et hod you norm ally use ( press Esc, for inst ance) . Record Narrat ion and begin again. ( And if you're really having t rouble, you Then, choose Slide Show can always record individual sound files for each slide, t hen at t ach t hem as described in t he box above.)

N ot e : These voice clips override any ot her sound effect s in t he slideshow, so if you're using a recorded narrat ion, any em bedded sound effect s ( including t ransit ion sounds) won't play.

3 . Re cor d w h a t e ve r you w a n t t o sa y for e a ch slide , a dva n cin g t h e slide s a s you n or m a lly w ou ld ( by click in g t h e m ou se , for e x a m ple ) . When you reach t he end of t he slideshow, PowerPoint asks if you want t o save t he t im ings ( t o record t he am ount of t im e you spent on each slide) along wit h your narrat ion. I f you click No, PowerPoint saves only t he narrat ion. I f you click Yes, PowerPoint saves t he t im ings along wit h t he narrat ion, overwrit ing any exist ing t im ings. I f you choose not t o include t he t im ings, each sound will play when you m anually advance t o a given slide. This way, you can let t he narrat ion play, and t hen discuss each slide, m oving on only when you're ready.

N ot e : Voice recordings can eat up a lot of disk space, so be sure you have enough room on your hard drive t o hold t he sound. I f not , consider saving your voice files t o an ext ernal hard drive or som e ot her indust rial- st rengt h st orage area.

Once you're done recording your narrat ion, you've got a self- cont ained slideshow, suit able for part ies or board m eet ings.

1 7 .1 .5 .1 . Addin g a sou n dt r a ck I nst ead of adding sound t o each slide, you m ay want t o add a soundt rack t o an ent ire slideshow. For exam ple, you m ay want background m usic or sound, which doesn't need t o be synchronized wit h t he slides, playing t hrough t he ent ire slideshow. On t he ot her hand, you could also use a single soundt rack for an unat t ended kiosk- t ype present at ion where you've set each slide t o advance aut om at ically. " Sound and Music" From File com m and ( select t he sound file To creat e a soundt rack, use t he I nsert and choose whet her you want it t o st art Aut om at ically or When Clicked) t o insert t he soundt rack on t he first slide or t he select ed slide. I f your soundt rack is short er t han your show, you can loop it so it plays cont inuously. Click t he loudspeaker icon t o select t he soundt rack, and t urn on t he checkbox m arked Loop Unt il St opped in t he Form at t ing Palet t e's Sound pane. Then click t he Cust om Anim at ion palet t e, select t he sound in t he " Anim at ion order" list , and click t he " Aft er… slides" but t on in t he Media Opt ions pane. Finish by ent ering t he t ot al num ber of slides in t he slideshow—or t he num ber of slides you'd like accom panied by your soundt rack. When you add a soundt rack in t his fashion, it plays right along wit h any ot her sounds, narrat ion, or sound effect s you've at t ached t o your slides or t ransit ions.

1 7 .2 . Pu t t in g On t h e Sh ow Now t hat you've built your individual slides, folded in your t ransit ions, and sprinkled light ly wit h anim at ions and sounds, it 's t im e t o bake it at 350° for 45 m inut es while you run t hrough your final checklist and get dressed.

1 7 .2 .1 . Se t t in g Up Before you slick your hair and st ride ont o t he st age, t he first preparat ory st ep is t o choose Slide Show Set Up Show. I n t he dialog box t hat appears ( see Figure 17- 4) , you can choose t he t y pe of present at ion you want it t o be—a t ypical full- screen slideshow, a sm all show for an individual reader t o browse, or a self- running kioskst yle show t hat keeps playing unt il you ( or t he police) shut it off.

Figu r e 1 7 - 4 . Th e Se t Up Sh ow dia log box le t s you se le ct t h e t ype of sh ow a n d sh ow opt ion s, a n d ch oose w h ich slide s t o u se a n d h ow you w a n t t h e m t o be a dva n ce d: m a n u a lly, w it h a m ou se click ; or a u t om a t ica lly, u sin g pr e se t t im in gs.

1 7 .2 .2 . Re h e a r sin g You r Pr e se n t a t ion As P- Day ( Present at ion Day) draws near, you can use PowerPoint 's rehearsal m ode t o run t hrough t he slideshow and work out t he t im ing. I t can be very helpful t o know how long it t akes t o show each slide, especially if you have a t ight present at ion schedule. This handy feat ure even let s you fact or in sufficient t im e for t he laught er t o subside aft er your well- rehearsed " off t he cuff" j okes. To begin t he rehearsal, choose Slide Show Rehearse Tim ings. The screen fills wit h t he first slide, and PowerPoint shift s int o present at ion m ode. A t iny t im er appears in t he lower- right corner of t he slide, t icking off t he num ber of seconds t he slide is spending onscreen. Each t im e you advance t o a new slide, t he t im er reset s it self t o zero and begins t he count anew for t hat slide. When you've gone t hrough t he whole show, PowerPoint asks if you want it t o record t hose t im ings for use lat er

in an aut om at ed show. I f you answer yes, PowerPoint logs t he t im ings aut om at ically in t he " Advance slide" port ion of t he Slide Transit ion dialog box ( Figure 17- 1) . The program t hen asks if you want it t o not e t hose t im ings in Slide Sort er view, as shown in Figure 17- 5. You m ay as well do t his; it 's pret t y handy t o see t hose t im e allot m ent s, even if you decide t o ignore t hem and advance t he slides m anually.

Figu r e 1 7 - 5 . Aft e r you 've com ple t e d you r t im in g r u n , Pow e r Poin t m a r k s t h e slide du r a t ion be n e a t h e a ch slide in Slide Sor t e r vie w . Th e du r a t ion of t r a n sit ion s isn 't fa ct or e d in t o t h e t im in g of e a ch slide , so if you 've ch ose n som e of t h e slow e r t r a n sit ion s, t a k e t h e ir le n gt h in t o a ccou n t w h e n ca lcu la t in g t h e t im in g of you r sh ow . I f you click t h e icon be n e a t h t h e slide , Pow e r Poin t displa ys t h e t r a n sit ion in t h e t h u m bn a il a t h igh spe e d; click t h e bu ild icon be n e a t h t h e slide t o w a t ch t h e bu ild a t close r t o r e a l t im e .

1 7 .2 .3 . Ch oosin g a N a viga t ion Sch e m e I f you choose PowerPoint Preferences View t ab, you'll find som e useful preference set t ings t hat affect t he appearance of t he show you're about t o give. I n t he Slide Show area, for exam ple, you'll find a pop- up m enu wit h t hese choices:

Pop- u p m e n u bu t t on . Turning on t his opt ion m eans t hat when you t wit ch t he m ouse during your slideshow, PowerPoint will m ake a subt le t oolbar appear in t he lower- left corner. Clicking it gives you t he sam e pop- up m enu of useful cont rols ( Next , Previous, End Show, and so on) t hat you usually get only by Cont rol- clicking t he screen ( Figure 17- 6) .

[ N o Slide Sh ow Con t r ols] . I f you choose t his opt ion, your slides rem ain unsullied by any t oolbar, no m at t er how t wit chy your m ouse hand is.

Figu r e 1 7 - 6 . To vie w t h e con t e x t u a l m e n u in a slide sh ow , e it h e r Con t r ol- click a slide or click t h e popu p m e n u bu t t on in t h e low e r le ft cor n e r of t h e scr e e n ( if you 've t u r n e d it on in t h e Pow e r Poin t Pr e fe r e n ce s Vie w t a b) . Th e r e su lt in g m e n u ( sh ow n h e r e ) give s you a lot of pow e r . For e x a m ple , you ca n ch oose Pe n fr om t h e Poin t e r Opt ion s su bm e n u a n d t h e n scr ibble cir cle s, a r r ow s, u n de r lin e s, a n d ot h e r r e a l- t im e doodle s on you r slide s du r in g t h e pr e se n t a t ion . ( You ca n la t e r e r a se you r Er a se Pe n fr om t h e con t e x t u a l m e n u , or j u st m ove t o t h e n e x t a ddit ion s by ch oosin g Scr e e n slide —Pow e r Poin t doe sn 't sa ve you r scr ibble s.)

N ot e : The Preferences View t ab also has an " End wit h black slide" checkbox—however t he black slide it creat es isn't com plet ely black. I t creat es a black slide em blazoned wit h t he words " End of slideshow, click t o exit ." What part of black slide doesn't Microsoft underst and? Take t he t im e t o creat e a real black slide as described in t he box on Sect ion 17.1.5 .

1 7 .2 .4 . Pr e se n t in g On scr e e n Your form al wear is clean and pressed. Now t he m om ent has com e—it 's t im e t o run your show. Any one of t he following opt ions st art s t he slideshow:

Click t he Slide Show view but t on in t he lower- left corner of t he m ain window. ( I t looks like an old- t im e hom e m ovie screen—t he right m ost but t on.) The slideshow st art s wit h t he select ed slide.

Choose Slide Show

Choose View

Press

View Slide Show. The slideshow st art s wit h t he first slide.

Slide Show. The slideshow st art s wit h t he first slide.

- Ret urn. The slideshow st art s wit h t he first slide.

What happens next depends on your com put er set up. I f you have only one m onit or, PowerPoint fills t he screen wit h your first slide ( or, if you clicked t he Slide Show view but t on, wit h t he slide t hat was previously select ed) . Unless you've chosen t o use preset t im ings, t he first slide st ays on t he screen unt il you m anually swit ch t o t he next one ( by clicking t he m ouse or pressing t he Space bar, for exam ple) . I f you have t wo screens, t he slide only appears on t he secondary m onit or. The m ain display—t ypically your lapt op's screen—t urns int o a com m and cent er called Present er Tools ( see Sect ion 17.2.6) . PowerPoint gives you several ways t o m ove around inside a full- screen show. A sim ple m ouse click or a press of t he Space bar m oves you t o t he next slide, as does pressing t he down arrow or right arrow key. ( One except ion: I f you've set up an anim at ion on a slide, t hese advance keys t rigger t he anim at ion inst ead of sum m oning t he next slide.) Aft er you've reached t he end of t he show, PowerPoint ret urns you t o it s previous view.

N ot e : I f you rehearsed your slideshow and chose t o save your t im ings, t he show will play aut om at ically t o t he end, displaying each slide for t he predet erm ined num ber of seconds.

While your slideshow is running, you can Cont rol- click anywhere on t he screen t o bring up a cont ext ual m enu t hat gives you such self- explanat ory navigat ion opt ions as Next , Previous, and End Show ( see Figure 17- 6) . I t also gives you som e less obvious opt ions wort h point ing out :

Bla ck Scr e e n blacks out t he screen during a discussion.

Poin t e r Opt ion s, as you m ight im agine, let you pick t he kind of onscreen cursor you want t o use—Aut om at ic, Hidden, Arrow, or Pen. ( Aut om at ic gives PowerPoint t he aut horit y t o choose a point er for you; Hidden m akes t he point er go away; Arrow is t he st andard Mac arrow- shaped point er; and Pen t urns t he point er int o a writ ing t ool.)

Finally, t he Scr e e n subm enu's com m ands let you pause a running slideshow t hat 's ot herwise on aut opilot , or erase any graffit i t hat you m ade wit h t he aforem ent ioned pen t ool.

N ot e : I f you're a PowerPoint 2004 vet eran and you're looking for Meet ing Minder here, you won't find it . Microsoft rem oved it from PowerPoint 2008. Dust off t hat flipchart for not e- t aking.

1 7 .2 .5 . Con t r ollin g t h e sh ow Here's t he rundown on helpful keyst rokes you can use while t he slideshow is running:

Ta ble 1 7 - 1 . Ke yst r ok e s for N a viga t in g Slide Sh ow s

W h a t t o do

H ow t o do it

Next slide ( or st art an anim at ion)

Mouse click, Space bar, Ret urn, N, Ent er, right arrow, down arrow, Page down

Previous slide or anim at ion

Left arrow, up arrow, Page up, P, Delet e

Jum p t o a cert ain slide num ber

Ent er t he slide num ber and t hen press Ret urn

Jum p t o t he first slide/ last slide

Hom e, End

To/ from a black screen

B, period

To/ from a whit e screen

W, com m a

Erase drawing onscreen

E

Show or hide arrow point er

A, =

Change point er t o pen

-P

Change point er t o arrow

-A

St op/ rest art a self- running slideshow

S, +

End t he slideshow

Esc,

Go t o t he next hidden slide

H

- . ( period) , - ( hyphen)

1 7 .2 .6 . Usin g Pr e se n t e r Tools I f you've ever had t o rush t hrough a present at ion because you lost t rack of t im e or forgot what was com ing up on t he next slide, PowerPoint 's Present er Tools is a blessing. While t he video proj ect or or ot her ext ernal m onit or shows a full- screen present at ion, t his feat ure displays t he current slide, not es, and upcom ing slides in separat e panes on your lapt op (Figure 17- 7) . A clock at t he t op of t he screen shows t he t im e or count s t he elapsed t im e since t he beginning of t he slideshow, so it 's easy t o pace yourself. Best of all, you don't even have t o do anyt hing ext ra t o use Present er Tools. I f your com put er support s non- m irrored video and you have a second m onit or connect ed, t his feat ure st art s up aut om at ically when you begin t he slideshow. All t he short cut s t hat work in full- screen m ode also work in Present er Tools. For exam ple, you can advance t o t he next slide by pressing Ret urn or Space bar. Or if you prefer, you can also navigat e by clicking t he green arrows at t he t op of t he screen.

T ip : To pract ice using Present er Tools on a single m onit or, Choose Slide Show

View Present er Tools.

The Present er Tools not es pane would be handy even if it only let you read your not es during a slideshow—aft er all, you can't be expect ed t o rem em ber everyt hing when you're at t he podium . But Present er Tools goes a st ep furt her by let t ing you edit t he not es during your present at ion, t oo. I t 's t he ideal way t o keep t rack of which j okes work and which slides m ake your audience wince in pain.

T ip : I f you m ove your m ouse off t he Present er Tools screen ont o t he slideshow screen, you can Cont rol- click t o bring up t he short cut m enu t hat includes t he pen t ool and ot her opt ions.

1 7 .3 . Re cyclin g You r Pr e se n t a t ion s PowerPoint let s you creat e m ult iple cust om shows in a single docum ent . This feat ure com es in handy if, for exam ple, you want t o have bot h long and abbreviat ed versions of t he sam e show, or if you want t o t ailor som e m at erial you've used before t o a different audience. Suppose you're going t o address t wo different groups on t he t opic of deer. You have lot s of engaging slides on t he t opic. But t here's a good chance t he Bam bi Fan Club won't sit t hrough t he show you've got planned for Hunt ers Anonym ous. You can solve t his m oral dilem m a by creat ing a cust om ized show for each group, each of whose slides are a subset of t he com plet e deer present at ion.

Figu r e 1 7 - 7 . Pr e se n t e r Tools divide s t h e scr e e n in t o t h r e e pa n e s, m u ch lik e N or m a l vie w . Th e la r ge st , a t t h e t op, sh ow s you e x a ct ly w h a t t h e a u die n ce se e s, in r e a l t im e . Th e pa n e on t h e le ft sh ow s t h u m bn a ils of t h e e n t ir e pr e se n t a t ion ; t o go t o a n y slide , click it . Th e n ot e s pa n e a t t h e bot t om sh ow s you r slide n ot e s; t h e pop- u p m e n u dir e ct ly a bove it le t s you in cr e a se t h e fon t size for r e a da bilit y. Th e Up N e x t w in dow sh ow s t h e n e x t a n im a t ion on t h e cu r r e n t slide or t h e n e x t slide in t h e pr e se n t a t ion . I n t h e low e r - r igh t cor n e r , you 'll fin d bu t t on s t o sw it ch t h e clock fr om a clock t o a t im e r , t o h ide or sh ow t h e Up N e x t w in dow , t o e n d t h e slide sh ow , or t o ope n t h e Pr e se n t e r Tools H e lp scr e e n w it h a list of k e yboa r d sh or t cu t s.

To build such a cust om show, choose Slide Show Cust om Shows. The result ing dialog box gives you four choices: New, Edit , Rem ove, and Copy ( Figure 17- 8) . When you click New, a dialog box pops up t hat let s you choose t he slides you want t o include in t he cust om show. You can also reorder t he slides in your cust om show and give your cust om show a nam e. Cust om Shows t o bring up a Then, when it 's t im e t o give t he act ual present at ion, choose Slide Shows window t hat list s t he cust om shows you've built . Click t he one you want t o present and t hen click Show; your cust om show begins.

1 7 .3 .1 . Sa vin g Pr e se n t a t ion s a s Qu ick Tim e M ovie s PowerPoint 2008 ret ains previous versions' abilit y t o save present at ions as QuickTim e m ovies. This is a nift y idea since anyone wit h QuickTim e inst alled—Mac or Windows fans—can play t hese m ovies even if t hey don't have PowerPoint . This is a great way for your associat es and underlings t o give t he sam e kinds of pit ches you give wit hout having t o spring for a copy of Office—but proceed wit h caut ion.

Figu r e 1 7 - 8 . Usin g t h e Cu st om Sh ow s dia log box , you ca n ch oose a su bse t of slide s fr om t h e cu r r e n t slide sh ow a n d r e or de r t h ose slide s a n y w a y you w a n t t o cr e a t e a cu st om ize d pr e se n t a t ion . I f you t u r n on t h e ch e ck box a t t h e bot t om , t h e sh ow ope n s in Pr e se n t e r Tools.

Rem em ber t hat not every bell and whist le of a PowerPoint slideshow survives t he conversion int o a QuickTim e m ovie. As not ed here and t here t hroughout t his chapt er, t hings like act ion but t ons on m ast er slides, m any PowerPoint t ransit ions, and cert ain act ions ( m ouseovers, cert ain kinds of links, sound, and so on) won't work at all. To t urn an open PowerPoint present at ion int o a QuickTim e m ovie, choose File " Save as Movie" . This brings up a Save dialog box, which you can use t o nam e your m ovie file and choose a folder locat ion for it . Before you save your m ovie, PowerPoint gives you a chance t o fine- t une som e of it s set t ings. To begin, click t he Movie Opt ions but t on. PowerPoint responds by opening t he Movie Opt ions dialog box shown in Figure 17- 9. The m ost im port ant set t ings wort h exam ining here are Movie Dim ensions and t he Opt im izat ion pop- up m enu. The lat t er let s you specify which you value m ore: com pact file size, sm oot h playback of anim at ions, or pict ure qualit y. Depending on t he com plexit y of your file and t he screen size you've specified, t hese virt ues m ay be m ut ually exclusive. I f you want t he highest qualit y anim at ions, for exam ple, t he file won't be very sm all on your hard drive, and t he qualit y of anim at ed phot os m ay suffer.

T ip : Aft er you've saved your slideshow as a QuickTim e m ovie, you m ay not ice your t ransit ions act ing flaky. Because t he PowerPoint Movie form at doesn't act ually support PowerPoint t ransit ions, t hey get t ranslat ed t o a QuickTim e equivalent t hat m ay be very different from what you int ended. For t he best result s, use sim ple t ransit ions like Fade Sm oot hly, or don't use any t ransit ions at all.

The m ovie Opt ions dialog box also let s you im port a sound file t o use as a soundt rack. Depending on your present at ion, if chosen t ast efully, m usic or som e ot her nondist ract ing background sound ( rainfall or ocean waves, perhaps) can m ake your m ovie a m ore well- rounded present at ion. Tread carefully, t hough, t o avoid crossing t hat fine line bet ween " nondist ract ing" and " sleep- inducing." These background sound files can be in any num ber of form at s, including AI FF, QuickTim e audio, WAV, and MP3.

Figu r e 1 7 - 9 . Th is dia log box le t s you spe cify t h e size of t h e Qu ick Tim e m ovie ; 6 4 0 x 4 8 0 cr e a t e s a t in y w in dow on t oda y's la r ge r scr e e n s—1 ,0 2 4 x 7 6 8 is a good m in im u m size . Usin g t h e " Ba ck gr ou n d sou n dt r a ck " pop- u p m e n u , you ca n ch oose a n M P3 file or a n ot h e r file t o pla y du r in g t h e w h ole slide sh ow —a h a n dy opt ion in se lf- r u n n in g, k iosk sit u a t ion s. N ot ice t h e r a dio bu t t on s in t h e Sa ve a r e a t h a t le t you se le ct w h e t h e r Pow e r Poin t sh ou ld u se you r n e w se t t in gs for j u st t h is pr e se n t a t ion or u se t h e m for fu t u r e pr e se n t a t ion s you sa ve a s Qu ick Tim e m ovie s, a s w e ll.

W ORKAROUN D W ORKSH OP M a c Pr e se n t a t ion s on W in dow s PCs I f you're really in dem and as a speaker, you'll event ually have t o bit e t he bullet and show a Mac PowerPoint present at ion on a Windows com put er. Alt hough t he QuickTim e m ovie form at offers one workaround, it 's usually bet t er if you can use t he Windows version of PowerPoint 2007 t o run your slideshow. When you're preparing your present at ion, use font s t hat you know will be inst alled on t he Windows PC—Arial and Tim es New Rom an, for exam ple. I m port graphics in cross- plat form form at s like JPEG and GI F, and convert m ovies t o AVI form at using Apple's QuickTim e Pro program . Finally, if you can, do a dry run on a PC ( best - case scenario, t he act ual com put er t hat you'll be using for your present at ion) j ust t o out fox any last - m inut e glit ches. Copy your slideshow, along wit h m ovies and ot her linked files, t o t he PC's deskt op and double- click t he present at ion file.

To add a background soundt rack, choose Select Soundt rack in t he Background soundt rack pop- up m enu. PowerPoint asks you t o locat e t he sound file t hat you want t o use, which it t hen at t aches t o your present at ion when you click OK. PowerPoint will m ix t he soundt rack sound wit h any em bedded sounds, including voice narrat ion.

1 7 .3 .2 . Sa vin g Pr e se n t a t ion s for t h e W e b PowerPoint let s you creat e present at ion files t hat are form at t ed, coded, and ready t o be post ed on t he I nt ernet . Wit h j ust a few m ouse clicks, you can save your slideshow as a Web page, com plet e wit h som e nift y JavaScript program m ing t hat gives viewers a high level of cont rol over how t hey wat ch your show. Just don't set your product ion- value hopes t oo high. You'll lose t ransit ions and anim at ions; phot os m ight look t errible; and gradient s will suffer from ext rem e banding. However, if you plan ahead, use sim ple graphics, Web colors, no t ransit ions or anim at ions, and no gradient s, you can get your inform at ion up on t he Web quickly. Before you m ove your present at ion ont o t he Web, you'll first want t o see how it looks aft er t he conversion. To preview your present at ion as a Web page, choose File Web Page Preview. PowerPoint generat es all t he necessary graphics, HTML, and JavaScript coding, and t hen t ransfers t he whole enchilada int o your browser. You can t hen use your browser t o click your way t hrough t he present at ion, which act ually looks very m uch as it would if you were viewing it in PowerPoint 's Norm al ( t hree- pane) view. To save your present at ion as a Web page ( or rat her, a set of t hem ) , choose File Save as Web Page. PowerPoint asks where you'd like t o save your show. Clicking Web Opt ions opens a dialog box t hat let s you t ell t he program such t hings as what colors t o use, where t o place navigat ion but t ons, and how t o encode im ages. Once you're sat isfied wit h t he opt ions you've chosen, click OK. To act ually save t he present at ion, click Save. PowerPoint aut om at ically renders your present at ion as HTML files com plet e wit h em bedded JavaScript and accom panying Web- ready graphics files. You wind up wit h a hom e page and a folder full of HTML files, graphics files, and sound files ( see Figure 17- 10 ) . You can upload t hese files t o your Web server as you would any ot her Web page files ( see Sect ion 9.6.3) .

TROUBLESH OOTI N G M OM EN T Fu n k y Fon t s When viewing a present at ion t hat 's been convert ed int o a Web page, you m ay not ice t hat t he font s don't fit quit e right —a by- product of t he fact t hat t he HTML language of Web pages isn't t errifically brilliant about m anaging font s. Alt hough PowerPoint does it s best t o com pensat e, som et im es t ype rendered in HTML is j ust t oo large for t he allot t ed space, so chunks of t ext bum p down t o t he next line. You can do a couple of t hings t o com bat t his fat - font problem . Keep your font sizes a shade sm aller t han you ordinarily would, and t ry not t o squeeze t oo m uch copy on a single line. And whenever possible, avoid t ables wit h m ult iple lines of t ext ; t hese babies are j ust wait ing t o bunch t oget her and run over.

1 7 .3 .3 . Sa vin g Slide s a s Gr a ph ics Am ong it s m any ot her gift s, PowerPoint let s you save individual slides—t ext and all—as graphics files. This can be a handy lit t le feat ure whenever you want t o m ake sharp- looking, high- resolut ion im ages of your present at ion t o pass along t o your friends, your st udent s, or your m om . When PowerPoint saves slides as graphics, you'll end up wit h an individual file for each slide. ( As you undoubt edly surm ise, t ransit ions, anim at ions, and sounds are all lost in t ranslat ion.)

Figu r e 1 7 - 1 0 . Top: Aft e r you 've sa ve d you r pr e se n t a t ion a s a W e b pa ge , you ca n fin d it in t h e Fin de r a s a sin gle , " h om e pa ge " file a n d a folde r con t a in in g se con da r y pa ge s a n d su ppor t in g m e dia file s. I n t h is e x a m ple , t h e pr e se n t a t ion is n a m e d Rom a n t ic D in n e r .h t m . Pow e r Poin t a pplie s a sim ila r n a m e t o t h e folde r . Bot t om : I n Sa fa r i, bu t t on s a t t h e bot t om le t you h ide ( or sh ow ) t h e Ou t lin e a n d N ot e s pa n e s, sw it ch slide s, or se e t h e sh ow a t fu ll- scr e e n size . Th e look of a W e b pr e se n t a t ion on a n y in dividu a l com pu t e r de pe n ds on m a n y fa ct or s: ope r a t in g syst e m , fon t s in st a lle d, scr e e n r e solu t ion , br ow se r pr e fe r e n ce s se t by t h e u se r , a n d so on . Bu t you ca n be su r e of on e t h in g: it w on 't look a s n ice a s it doe s in Pow e r Poin t .

1 7 .3 .3 .1 . Se n d t o iPh ot o The easiest way t o save your slides as high- qualit y graphics is t o send t hem t o iPhot o. Once in iPhot o, you can use t hem in an iPhot o slideshow t hat you could put on a DVD, add t hem t o an iWeb page, or im port t hem t o iMovie. Best of all, if you have a video iPod you can load t he slides on it and always have your present at ion wit h you ( see t he box on Sect ion 17.4.1) .

1 . Ch oose Pow e r Poin t Pr e fe r e n ce s Sa ve , click t h e " D ot s pe r in ch " bu t t on , a n d se t t h e pop- u p m e n u t o 3 0 0 dpi for h igh - qu a lit y ( 6 m e ga pix e l) im a ge s. Use a higher set t ing if you're going t o be m aking gigant ic print s, or lower set t ings if you don't care so m uch about pict ure qualit y.

2 . Se le ct t h e slide s you w a n t t o e x por t t o iPh ot o. You can select one or m ore slides if you want t o send j ust a port ion of your slideshow t o iPhot o. PowerPoint doesn't care what slides you select if you're going t o send t he ent ire slideshow.

3 . Ch oose File

Se n d To

iPh ot o .

The " Send t o iPhot o" dialog box appears; iPhot o is about t o creat e a new album for your slides. Give t he folder a different nam e if you don't want it t o have t he sam e nam e as your PowerPoint file.

4 . Click t h e For m a t pop- u p m e n u t o ch oose e it h e r JPEG or PN G for m a t —you r on ly ch oice s. Bot h can creat e visually ident ical, high- qualit y im ages—but JPEG is a m ore universal form at and probably t he bet t er choice. This m enu cont rols t he form at but not t he qualit y—which is why you set t hat first , back in St ep 1.

5 . Ch oose t o se n d a ll of t h e slide s or j u st t h e se le ct e d gr ou p . Click All t o send t he ent ire slideshow, no m at t er what slide or slides you've select ed.

6 . Click " Se n d t o iPh ot o" . PowerPoint launches iPhot o, which t hen creat es a new album and im port s t he slides. When it 's done, iPhot o pops t o t he foreground t o show off it s newly creat ed album .

T ip : Enable Disk m ode on your iPod ( in your iPod's Sum m ary t ab in iTunes) t o m ake your iPod funct ion like an ext ernal hard drive. Then drag your act ual PowerPoint file t o your iPod t o copy it . Now you can plug your iPod int o a Mac or Windows PC, launch PowerPoint , choose File Open, and locat e t he file on your iPod. This way you can run t he full PowerPoint slideshow wit h all it s bells, whist les, anim at ions, t ransit ions, and so on—but wit hout lugging around your own com put er. ( You can do t he sam e t hing, of course, wit h a USB flash drive. And, t he usual considerat ions wit h XML file form at st ill apply)

1 7 .3 .3 .2 . Sa ve a s Pict u r e s I f you don't go t he iPhot o rout e, PowerPoint is willing t o save it s slides in a wider variet y of file t ypes. To do so, first select t he slide you want t o convert , and t hen follow t hese few st eps:

1 . Ch oose File

Sa ve a s Pict u r e s ( or File

Sa ve As—w h ich le a ds t o t h e sa m e dia log box ) .

A dialog box appears, offering several opt ions.

2 . Fr om t h e For m a t pop- u p m e n u , se le ct a gr a ph ics file for m a t . JPEG or TI FF are excellent choices for phot os. Use GI F or PNG ( see t he box on Sect ion 9.3.3) for sm aller files, especially if you int end t o use t he result ing st ill im ages on a Web page.

3 . Click Opt ion s. At t he bot t om of t he result ing Preferences window, you can choose whet her you want PowerPoint t o save

all t he slides in t he show as graphics or j ust t his one. I n addit ion, you can set up t he file resolut ion or dim ensions. ( Choose one or t he ot her—t hey bot h adj ust t he file's pixel dim ensions.) I f you want high qualit y graphics for print ing or viewing large on screen, t ry 180 dpi or 1800 x 1350 pixels—eit her result s in exact ly t he sam e size file. Finally, you can specify whet her t o com press t he file ( if you need t o m ake it sm aller for em ailing, for exam ple) . The I m age Qualit y pop- up m enu's choices run from Least ( high com pression, sm all file size, and low qualit y) t o Best ( no com pression, large file size, and high qualit y) .

Tip: You don't need t o set up t hese opt ions t im e aft er t im e; you can set up your preferred set t ings only Preferences Save t ab. There you'll find t he ident ical graphics- saving once, on t he PowerPoint opt ions, which affect t he proposed values for all your subsequent graphics-saving exploit s.

4 . Ch a n ge t h e se t t in gs a s de sir e d, click OK; t h e n n a m e t h e st ill im a ge a n d click Sa ve. I f you opt ed t o save all of t he slides, PowerPoint aut om at ically creat es a folder bearing your file's nam e. I nside t he folder are t he individual graphics files, wit h nam es like Slide1.j pg, Slide2.j pg, and so on.

1 7 .4 . Pr in t in g You r Pr e se n t a t ion Alt hough PowerPoint is prim arily m eant t o display im ages on a m onit or or proj ect ed on a screen, you can also print out your slideshow on good old- fashioned paper—which is especially useful, of course, for print ing handout s, overheads, and not es. What ever t he form at , all print ing is done t hrough t he sam e basic procedure: Open t he present at ion you want t o print , m ake a few adj ust m ent s in t he Page Set up dialog box and t he Print dialog box, t hen print away.

1 7 .4 .1 . Pa ge Se t u p Before print ing your present at ion, you should pop open t he hood and t ake a peek at File Page Set up ( see Figure 17- 11 ) . Aft er all, t his im port ant window is t he engine t hat cont rols t he size of your slides, whet her t hey're for onscreen viewing or print ing. Doing so brings you face t o face wit h Microsoft 's version of t he Page Set up box, which present s you wit h a pop- up m enu offering several preset slide sizes: On- screen show ( m ult iple versions) , US Let t er, US Ledger, A3, A4, and so on. I f you have a cust om slide size in m ind, you can set it s widt h and height here as well.

Figu r e 1 7 - 1 1 . Top: Th e ba sic opt ion s in t h e Pa ge Se t u p dia log box le t you size you r slide s a n d se t a se pa r a t e or ie n t a t ion ( por t r a it or la n dsca pe ) for slide s a n d ot h e r docu m e n t s—n ot e s, h a n dou t s, a n d ou t lin e s—t h a t you w a n t t o pr in t . Bot t om : I n t h e Pr in t dia log box , u se t h e Pr in t W h a t pop- u p m e n u t o pr in t a n ou t lin e , n ot e s, va r iou s st yle s of H a n dou t s—or fu ll- pa ge slide s. Th e Ou t pu t pop- u p m e n u le t s you sa ve you r color pr in t e r 's in k —a n d you r t im e —by ch oosin g Gr a ysca le or Bla ck a n d W h it e .

As not ed at t he beginning of Chapt er 16, be sure t o m ake any size adj ust m ent s early in t he gam e; if you fiddle

wit h t he knobs in Page Set up aft er t he slide has been m ade, it 'll st ret ch t o fit , possibly giving t he im age a warped or dist ort ed look, or knocking cert ain graphics off t he edges alt oget her. I t 's wort h not ing however t hat On- screen Show ( 4: 3) , Let t er Paper ( 8.5 x 11 in) and Overhead all use t he sam e size: 10 x 7.5 inches.

POW ER USERS' CLI N I C A Pr e se n t a t ion in You r Pock e t I f you have an iPod, you have anot her opt ion for present ing PowerPoint slideshows: you can ask everyone t o gat her round and wat ch a slideshow on your iPod screen. Or, m ore realist ically, you can hook your iPod t o a TV, m onit or, or video proj ect or and run your present at ion st raight from t he iPod—no com put er required. What is required is an iPod t hat can do TV out put , and t he appropriat e video out put cable. I n early 2008, t hat m eans one of t he following iPod m odels:

iPod Touch

iPhone

iPod Nano ( 3rd generat ion)

iPod Classic

iPod Video ( a.k.a. 5t h generat ion)

iPod wit h color display ( iPod Phot o)

Begin by sending your present at ion slides t o iPhot o as described on Sect ion 17.3.3.1, which result s in an album in iPhot o cont aining your slideshow. Connect your iPod t o your com put er, t riggering iTunes t o launch. I n t he iTunes window, click your iPod's Phot os t ab and t urn on t he checkbox m arked " Sync phot os from iPhot o." Then click t he " Select ed album s" but t on and t urn on t he checkbox for t he slide show album in t he scrolling list window. Finally, click t he Sync but t on and iTunes sends your slides int o t he iPod. Disconnect your iPod from your com put er, and you'll find your slideshow in t he Phot os sect ion. Visit t he Slideshow Set t ings depart m ent and adj ust such t hings as t im e per slide, m usic, and t ransit ions. Set t he TV Out set t ing t o eit her Ask or On. Connect your iPod t o a TV, m onit or, or video proj ect or. I f you're using a soundt rack, m ake sure t o connect t he iPod's audio out put as well as video. Ret urn t o t he iPod's Phot os cat egory and st art t he show. Use t he Next / Fast - forward but t on t o advance t o t he next slide, or t he Previous/ Rewind but t on t o ret urn t o t he previous slide. For furt her det ails on

using your iPod t o play slideshows launch iTunes and choose Help for slideshow.

iPod Help and search

You can use t he set t ings in t his dialog box t o m orph your slideshow int o som et hing appropriat e for anot her form at —t aking it from an overhead proj ect or t o a Web banner, for inst ance. Also, if you want t o send your present at ion out t o be print ed at a real print shop, you can adj ust t he present at ion's resolut ion by clicking t he Preferences Save As panel. Opt ions but t on in t he PowerPoint

T ip : I f you need t he opt ions available in t he fam iliar Mac OS X Page Set up dialog box, you can get t here quickly by clicking Opt ions in Microsoft 's version of t he Page Set up dialog box.

Click Header/ Foot er t o m ake t ext ( such as a slide num ber, page num ber, or dat e) appear on t he t op or bot t om of every slide, or every not e and handout . On each t ab in t he " Header and Foot er" dialog box, click t he checkboxes and wat ch t he Preview at t he lower right t o see where t he different t ext elem ent s appear. Once you've t urned on a checkbox, select t he box's relat ed opt ions and ent er t ext as appropriat e. For exam ple, working in t he Slide t ab, you can insert a slide num ber at t he lower- right corner of each print ed slide ( or slide t hum bnail on a handout ) by t urning on " Slide num ber" and t hen ent ering a st art ing slide num ber. Turn on " Don't show on t it le slide" at t he bot t om of t he dialog box if you'd like t hat num ber hidden on t it le slides. ( Alt hough a t it le slide is usually t he first slide in your present at ion, it can t heoret ically appear anywhere in t he show.)

T ip : You can change t he locat ions of t he foot er boxes on t he Slide t ab by dragging t hem on t he slide m ast er ( see Sect ion 16.4.1.1) .

1 7 .4 .2 . Pr in t in g You r Slide s When you're ready t o com m it your present at ion t o paper, choose File Print ( - P) t o bring up t he Print dialog box. Here's where you t ell PowerPoint exact ly what you want t o print —slides, handout s, not es, or an out line. I n t he Print dialog box, you'll find unique PowerPoint - relat ed print set t ings ( see Figure 17- 11 , bot t om ) . Here, you can select which chunks of your present at ion you want t o print ( slides, handout s, not es, or t he out line) . From t his spot you can also choose t o print a cust om show, provided you creat ed one earlier. When you're ready, click Preview t o check your choices one last t im e, or click Print t o send your docum ent t o t he print er.

T ip : You can choose t he Layout it em in t he Copies & Pages pop- up m enu t o print one, t wo, four, six, nine, or 16 slides per page. Wit h Layout chosen, use t he " Pages per Sheet " pop- up m enu t o choose t he num ber of slides per page. I f you now ret urn t o Copies & Pages, t he Quick Preview window shows j ust one slide per page—never fear, however, you'll see t he m ult i- slide layout you chose em erge from t he print er.

1 7 .4 .3 . N ot e s a n d H a n dou t s

I t didn't t ake t he world long t o dispel t he m yt h of t he paperless office, and t hat 's evident every t im e your audience asks you for a hard copy of your present at ion. Sure, you can st eer som e audiences t o t he Web version of your present at ion t hat you've cleverly post ed t o t he Web in advance ( be sure t o point t his out t o your boss as a cost - saving m easure you've adopt ed) . But when t hat approach fails, PowerPoint can print out your not es and handout s or convert t hem t o PDF files for elect ronic dist ribut ion. Every PowerPoint slide can have not es at t ached t o it : writ t en t idbit s t o help you get t hrough your present at ion, or t o clarify point s for your audience. As you build your present at ion, t he Not es pane in PowerPoint 's Norm al view provides a place t o t ype not es for each slide. ( These not es appear on Web pages if you leave " I nclude slide not es" t urned on in t he Appearance t ab of t he Web Opt ions dialog box when saving your present at ion as a Web page.) Handout s are print out s of your slides, usually feat uring m ult iple slides per sheet of paper. They let your audience t ake your ent ire show away wit h t hem on paper, t o spare t hem from having t o t ake not es during t he m eet ing. Handout s don't include not es; you'll have t o print t hose out separat ely.

N ot e : Bot h not es and handout s have m ast er pages, which work t he sam e as slide m ast ers; see Sect ion 16.4 for det ails.

To print your not es and handout s, choose File Print ( - P) . This sum m ons a Print dialog box specific t o PowerPoint . I n t he Print What pop- up m enu, you can choose t o print not es or handout s in layout s t hat show t wo, t hree, four, six, or nine slide m iniat ures per sheet ( see Figure 17- 11 ) . Here again, if you click Preview, you'll be shown an onscreen preview of t he print out - in- wait ing, which you can t hen save as a PDF file as described above.

T ip : The beaut y of t he Mac OS X Preview funct ion is t hat it let s you convert your PowerPoint docum ent —or any docum ent —int o a PDF file ( ot herwise known as an Acrobat file) . Anyone wit h alm ost any kind of com put er ( Mac, Windows, or Unix) can open t he result ing docum ent using t he free Acrobat Reader program . ( You can creat e a PDF file im m ediat ely by clicking PDF Save As PDF in t he Print dialog box.) Of course, sending people a PDF file of your present at ion isn't quit e as excit ing as sending t hem a QuickTim e m ovie com plet e wit h anim at ions and m ult im edia. But a PDF docum ent is com pat ible wit h far m ore com put ers. ( Plus, it 's less det rim ent al t o forest s t han dist ribut ing print out s on paper.)

Pa r t V: Office As a W h ole Chapt er 18 Chapt er 19 Chapt er 20

Ch a pt e r 1 8 . Sa vin g Tim e w it h t h e Pr oj e ct Ga lle r y a n d Toolbox The Proj ect Gallery Toolbox Reference Tools Proj ect s Palet t e Com pat ibilit y Report

1 8 .1 . Th e Pr oj e ct Ga lle r y No m at t er which Office program you launch ( by clicking it s Dock icon, for exam ple) , you're greet ed by a special docum ent - launching window elegant ly nam ed t he Proj ect Gallery. The idea is t hat you don't have t o even know t he Office program you're going t o use for t he docum ent —t hey're all accessible from t his cent ral point . Since Office 2001, t he Proj ect Gallery has been t he reposit ory for icons t hat represent t he kinds of Word docum ent s and ot her t ypes of files Office can creat e for you. ( Use t he scroll bar t o see all of t hem .) You'll see canned t em plat es for résum és, budget s, brochures, fax cover let t ers, and dozens of ot hers—not t o m ent ion Excel, PowerPoint , and Ent ourage docum ent s like spreadsheet s and blank em ail m essages. The idea is t hat you don't have t o launch ( or even know) t he Office program you're going t o use for t he docum ent . From anywhere in Office, you can creat e or open any kind of docum ent . Choose File Proj ect Gallery in any Office program , or m em orize t he keyst roke Shift - - P.

T ip : I f you want t o save som e of your valuable dock real est at e, you can delet e t hose bulky Excel, Word, and PowerPoint icons, and whenever you want t o work in Office, j ust click t he Proj ect Gallery icon. Unless you t ell it t o do ot herwise, when you inst all Office 2008, it plunks t he Proj ect Gallery icon. ( I f not , you can drag it t here from Applicat ions Microsoft Office Folder.) Office 2008

The Proj ect Gallery also boast s t he nift y abilit y t o access proj ect s you creat e in Ent ourage's Proj ect Cent er. These proj ect s are powerful organizat ional t ools—j ust t he t hing you need t o keep t abs on everyt hing involved in proj ect s large and sm all, from planning your honeym oon or writ ing a screenplay, t o craft ing a com plex healt hcare proposal or m anaging your band's Asian t our. Proj ect s t rack all em ails, docum ent s, and files associat ed wit h t he proj ect and place t hem in a handy locat ion accessible from Ent ourage—or any ot her Office 2008 and program . ( See Chapt er 11 for m ore det ails on proj ect s.)

T ip : I f you'd rat her not visit t he Proj ect Gallery every t im e you launch Word, choose Word Preferences General, and t urn off " Show Proj ect Gallery at st art up." I f you'd rat her not see t he Proj ect Gallery when you st art any Office program , click t he Proj ect Gallery's Set t ings t ab and t urn off " Show Proj ect Gallery at st art up."

1 8 .1 .1 . Ope n in g D ocu m e n t s Opening any kind of docum ent in t he Proj ect Gallery works like t his: Click t he list it em s and t heir flippy t riangles in t he Cat egory list on t he left ( see Figure 18- 1) unt il you see t he desired t em plat e or docum ent t ype on t he right . Then use t he scroll bar t o see all of t he docum ent s of t hat t ype, and double- click t he icon of your choice t o open it . To see how it works, let 's first assum e you need t o print out som e business cards for your new endeavor. Click t he flippy t riangle next t o t he Coordinat ed Form s cat egory ( or double- click Coordinat ed Form s) . Then click Business Cards; an assort m ent of colorful card t em plat es appears in t he window. ( I con view is t he best way t o get an overview of what 's available. Click t he left - m ost but t on j ust above t he cat egory list t o swit ch t o icon view.) Double- click a t em plat e; a new docum ent opens, all form at t ed and ready for you t o input your own nam e and ot her inform at ion.

N ot e : I n t he icon view, clicking any cat egory adj acent t o a flippy t riangle displays t he generic Proj ect Gallery screen. The screen ident ifies each of t he Proj ect Gallery t abs ( see Sect ion 1.1.1 for det ails) . Click t he flippy t riangle adj acent t o a cat egory, and t hen a t em plat e group under it t o see t he act ual t em plat es.

1 8 .1 .2 . Ch oosin g M a de Ea sy Whet her you're cont inuing work on your m agnum opus t o rival Harry Pot t er, or writ ing a quick t hank- you not e t o your grandm ot her, t he t abs at t he t op of t he Proj ect Gallery window are a perfect place t o st art .

1 8 .1 .2 .1 . N e w By now you can guess what t he icons on t his t ab do: open brand- new em pt y docum ent s, wait ing for your own words. Ah, but what kind of docum ent ? Several cat egories of new docum ent s invit e your perusal:

Bla n k D ocu m e n t s. Cont rary t o t he nam e, not all of t hese are fresh- linen- flapping- in- t he- breeze blank. This cat egory not only includes blank Word docum ent s, PowerPoint present at ions, Ent ourage em ails, and Excel Workbooks, but also a List Wizard for your next get - out - of- t own packing list , a short cut t o ent er Ent ourage calendar event s, or a spanking- new Word Not ebook or Word Publishing Layout .

Figu r e 1 8 - 1 . Top: W h e n you la u n ch a n Office pr ogr a m , t h e Pr oj e ct Ga lle r y a ppe a r s, a ssu m in g t h a t you w a n t t o ope n a n e w , bla n k docu m e n t in W or d, Ex ce l, En t ou r a ge , or , in t h is ca se , Pow e r Poin t . Bot t om : I f you 'd r a t h e r n ot u se t h e Pr oj e ct Ga lle r y's se r vice s, click Se t t in gs a n d t u r n off " Sh ow Pr oj e ct Ga lle r y a t st a r t u p."

M y Te m pla t e s. I f you've saved any of your own Office docum ent s as t em plat es, Office t ucks t hem away Library Applicat ion Support Microsoft Office User Tem plat es My in Hom e Tem plat es folder, and displays t hem in t his m uch easier- t o- get - t o locat ion.

M y Th e m e s. I f you've saved any cust om Office Them e color and font collect ions, you'll find t hem here. To

find act ual t hem e files, follow t he pat h t o My Tem plat es, above, but t ake a left t urn at t he My Them es folder.

Brochures. Spread t he word about your ocean- view B&B, t he benefit s of Laught er Yoga, or your videography services by st art ing wit h one of t hese Word Publishing Layout view brochure layout s.

Ca le n da r s. Here you'll find a select ion of at t ract ive m ont hly calendar layout s creat ed in Word's Print Layout view. ( Unfort unat ely, you have t o change all t he dat e num bers yourself.)

CD La be ls. Design and print your own CD or DVD labels st art ing wit h t hese Word Publishing Layout view t em plat es, and t hen print t hem on pre- cut , st ick- on labels ( t his such as t hose available from Avery's CD St om per; www.cdst om per.com ) .

Coor din a t e d For m s. This cat egory cont ains an assort m ent of Word business form s—Agendas, Business Cards, Faxes, I nvoices, Mem os, and Report s—in coordinat ed designs.

Eve n t s. Creat e Awards, I nvit at ions, Post cards, and Post ers using t hese Word Publishing Layout view t em plat es.

Flye r s. Did your dog run away, or do you need t o publicize your next garage sale on t he com m unit y bullet in board? Choose one of t hese fine t em plat es—som e bullet in- board- ready wit h t ear- off rem inder t abs.

H om e Esse n t ia ls. These docum ent s help wit h t he ever- m ore- com plex t ask of hom e m anagem ent . This collect ion of Excel t em plat es is at t he ready t o help you get your hom e in order wit h loan worksheet s, invest m ent calculat ors, hom e budget s, m eal planners, t ravel it ineraries, and so on.

La be ls. I nst ead of t em plat es t his cat egory cont ains only a single it em : t he Mailing Label Wizard. When it 's t im e t o cast your holiday newslet t er t o t he four winds via snail m ail, begin your Word m ailing label product ion here.

Le dge r Sh e e t s. A new addit ion t o t he Excel t em plat e collect ion for 2008, t hese preconfigured worksheet s are ready for a variet y of everyday financial calculat ions—from t racking your checkbook, t o m inding an event budget , t o filing your expense report .

M a r k e t in g. More Word Publishing Layout view t em plat es await here. I f your Taco t ruck needs a new m enu, your Buddha shop a new cat alog, your cit y council a new proposal, or your pancake breakfast a new sign; t his is t he place t o st art .

N e w sle t t e r s. I f you need a newslet t er t hat 's sophist icat ed, hip, or childlike—or som et hing inbet ween—t hese Word Publishing Layout view t em plat es can get you going quickly.

Office Th e m e s. Dozens and dozens of PowerPoint slideshow t em plat es are designed t o m at ch your m any m oods and color preferences.

Pr e se n t a t ion s. These special PowerPoint t em plat es are com plet e present at ions filled wit h im ages and dat a. Use t hem as a st art ing point for your own, or t o get a bet t er idea of what PowerPoint can do. Especially recom m ended: I nt roducing PowerPoint 2008.

Pr ogr a m s. The school play, a recit al by a visit ing virt uoso, or a fam ily reunion—all are candidat es for an inform at ive program . Creat e one st art ing wit h t hese t em plat es.

Re su m e s. Whet her you're on t he j ob hunt , updat ing your vit ae, or j ust recording your accom plishm ent s in life, t hese résum é t em plat es get t he j ob done.

St a t ion e r y. These Word t em plat es give you a leg up creat ing different st yles of let t ers, let t erheads, or envelopes. I n addit ion, an Envelope Wizard and a Let t er Wizard help you creat e each of t hose it em s via t he Wizard int erview process.

UP TO SPEED Ke yst r ok e s of t h e Ve r y Bu sy Wit hin t he Proj ect Gallery, aft er you have select ed a t em plat e t ype—such as Agendas—you can j um p from t he cat egory list at left t o t he t em plat es in t he right or m iddle panel by pressing Tab. Once you've highlight ed one of t hese list s, a blue box surrounds t he list , indicat ing t hat it 's act ive. Pressing t he up and down arrow keys m oves you up or down t he list s. When t he t em plat es are in icon view, you can press any of t he four arrow keys t o highlight successive icons. ( Sorry, Mac OS purist s: You can't j um p t o a part icular t em plat e by t yping t he first let t ers of it s nam e.) When you've highlight ed a cat egory ( in t he left - side list ) m arked by a " flippy t riangle," - right arrow t o expand it , or - left arrow t o collapse it again. And when you've press finally highlight ed t he t em plat e you want , pressing Ret urn or Ent er opens it , of course.

1 8 .1 .2 .2 . Re ce n t Clicking t his but t on displays a list of recent docum ent s you've worked on, cat egorized by relat ive dat es ( t oday, yest erday, last week, and so on) . Double- click one of t hese docum ent icons t o open t he docum ent . Alt ernat ively, you can select t he docum ent and t hen m ouse over t o t he Open as Copy but t on if you'd like t o preserve your original and m ake a new version. You m ight want t o open a copy if, for inst ance, you're writ ing a cont ract for your perform ance at t he Oyst er Fest ival, and you want t o base it on t he cont ract you creat ed for t he Azalea Fest ival. Since m ost of t he cont ent will probably rem ain t he sam e, t here's no need t o st art t he docum ent from scrat ch. ( The Open Copy opt ion in t he st andard Open file dialog box serves t he sam e purpose, but it 's nice t o have it in t he Proj ect Gallery.)

Figu r e 1 8 - 2 . Top: Th e I n it ia ls Re su m e t e m pla t e in t h e Pr oj e ct Ga lle r y's Re su m e s ca t e gor y pr ovide s a cle a n , m ode r n t e m pla t e t o h e lp you la n d t h a t cle a n , m ode r n j ob. Bot t om : On e of t h e m a n y n e w Pu blish in g La you t Vie w t e m pla t e s, t h e I n for m a l I n vit a t ion in t h e Eve n t s ca t e gor y is for m a t t e d for dou ble - side d pr in t in g. Ju st plu g in t h e a ppr opr ia t e in for m a t ion for

you r n e x t fe t e a n d r e pla ce t h e pict u r e w it h on e of you r ow n ( u n le ss it is you a n d you r h a ppy fr ie n ds in t h is pict u r e ) .

Conversely, if you're writ ing t he great Am erican novel ( or Aust ralian, Arm enian, or Azerbaij ani) , you'll probably want t o keep your current chapt er in one docum ent , so you'll use t he Open but t on and save over t he original docum ent .

1 8 .1 .2 .3 . Pr oj e ct Clicking here displays t he proj ect s t hat you've creat ed in t he Proj ect Cent er as shown in Figure 18- 3. The Proj ect Cent er let s you organize com plet e proj ect s; you can cent ralize em ail, Excel files, cont act s, docum ent s, and so on in one locat ion. For exam ple, you can place your proposal docum ent for a new rest aurant , pict ures of possible locat ions, and all t he em ails concerning t he ent erprise in t he sam e proj ect . For m ore det ails, see

Chapt er 11.

T ip : You can also access your proj ect s from t he Proj ect s panel of t he Toolbox palet t e. See Sect ion 18.3 .

Figu r e 1 8 - 3 . Righ t h e r e in t h e Pr oj e ct Ga lle r y, you ca n se e e ve r y pr oj e ct you 've cr e a t e d in t h e En t ou r a ge Pr oj e ct Ce n t e r ( Ch a pt e r 1 1 ) , com ple t e w it h a ll t h e r e le va n t ph ot os, e m a ils, n ot e s, a n d docu m e n t s r e la t e d t o t h e pr oj e ct . I f you h a ve a lit t le t r ou ble ge t t in g or ie n t e d be for e you r se con d cu p of coffe e , t h is scr e e n is a gr e a t pla ce t o st a r t you r da y ( a lt h ou gh st a r t in g in t h e Pr oj e ct Ce n t e r in En t ou r a ge it se lf isn 't a ba d ide a e it h e r ) . Use t h e Pr oj e ct Ga lle r y's Se t t in gs t a b t o ope n t o t h is scr e e n w h e n you fir st la u n ch Office for t h e da y.

1 8 .1 .2 .4 . Se t t in gs Click t his t ab t o access t he Proj ect Gallery's preferences. Here you can choose whet her you want t o show Proj ect Gallery on st art up, which t ypes of docum ent s/ files you wish it t o show, how m any recent files t o rem em ber, and where t o keep your local and workgroup t em plat es. For exam ple, you can have Office rem em ber virt ually every docum ent you've used for t he past year, or m ake it show only t he t em plat es t hat your depart m ent is supposed t o use.

T ip : You can add cat egories t o t he Proj ect Gallery's collect ion by creat ing new folders in Hom e Library Applicat ion Support Microsoft Office User Tem plat es, alongside your My Tem plat es folder. For exam ple, you m ight want a folder of t em plat es called Lesson Plans or Quizzes. See Sect ion 1.5 for m ore about saving t em plat es.

1 8 .1 .2 .5 . Tw e a k in g t h e Pr oj e ct Ga lle r y You can also cust om ize t he Proj ect Gallery using t he following but t ons and m enus ( see Figure 18- 1) :

Vie w . These but t ons let you choose t o view t he Proj ect Gallery eit her in icon view, det ail view, or list view. I n icon view, each docum ent is represent ed like a big square, j ust like t he squares on t he but t on. I n list view ( click t he but t on wit h t he lines on it ) , t he panel of large docum ent icons is replaced by a list of sm aller icons. Det ail view is a com binat ion: a list view in t he cent er window and at t he right , a preview panel where you can see a large preview of what you're about t o open, along wit h file kind, size, and dat e inform at ion

Sh ow . This pop- up m enu is like a filt er. I f you want t o view only t em plat es for Word docum ent s, for exam ple, choose Word Docum ent s from here. You won't see Excel t em plat es, PowerPoint t em plat es, and so on. On t he ot her hand, t he set t ing called All Office Docum ent s has it s advant ages. From t his panel, you can open up any kind of Office docum ent or t em plat e wit hout having t o first launch t he appropriat e program by visit ing your dock, for one.

Ope n Ot h e r. Click t his but t on t o display Office's st andard Open dialog box.

T ip : I f you t inker wit h t he Proj ect Gallery set t ings and have a subsequent change of heart , you can always ret urn t o t he original set t ings by clicking t he all- powerful Rest ore Default s but t on.

1 8 .1 .2 .6 . D it ch in g t h e Pr oj e ct Ga lle r y To dism iss t he Proj ect Gallery, click Cancel or press t he Esc key ( or - period) . Word, Excel, or PowerPoint aut om at ically opens a new blank docum ent . I f you'd rat her open an exist ing docum ent , click Open Ot her or use one of t he m et hods described below.

Pa r t V: Office As a W h ole Chapt er 18 Chapt er 19 Chapt er 20

Ch a pt e r 1 8 . Sa vin g Tim e w it h t h e Pr oj e ct Ga lle r y a n d Toolbox The Proj ect Gallery Toolbox Reference Tools Proj ect s Palet t e Com pat ibilit y Report

1 8 .1 . Th e Pr oj e ct Ga lle r y No m at t er which Office program you launch ( by clicking it s Dock icon, for exam ple) , you're greet ed by a special docum ent - launching window elegant ly nam ed t he Proj ect Gallery. The idea is t hat you don't have t o even know t he Office program you're going t o use for t he docum ent —t hey're all accessible from t his cent ral point . Since Office 2001, t he Proj ect Gallery has been t he reposit ory for icons t hat represent t he kinds of Word docum ent s and ot her t ypes of files Office can creat e for you. ( Use t he scroll bar t o see all of t hem .) You'll see canned t em plat es for résum és, budget s, brochures, fax cover let t ers, and dozens of ot hers—not t o m ent ion Excel, PowerPoint , and Ent ourage docum ent s like spreadsheet s and blank em ail m essages. The idea is t hat you don't have t o launch ( or even know) t he Office program you're going t o use for t he docum ent . From anywhere in Office, you can creat e or open any kind of docum ent . Choose File Proj ect Gallery in any Office program , or m em orize t he keyst roke Shift - - P.

T ip : I f you want t o save som e of your valuable dock real est at e, you can delet e t hose bulky Excel, Word, and PowerPoint icons, and whenever you want t o work in Office, j ust click t he Proj ect Gallery icon. Unless you t ell it t o do ot herwise, when you inst all Office 2008, it plunks t he Proj ect Gallery icon. ( I f not , you can drag it t here from Applicat ions Microsoft Office Folder.) Office 2008

The Proj ect Gallery also boast s t he nift y abilit y t o access proj ect s you creat e in Ent ourage's Proj ect Cent er. These proj ect s are powerful organizat ional t ools—j ust t he t hing you need t o keep t abs on everyt hing involved in proj ect s large and sm all, from planning your honeym oon or writ ing a screenplay, t o craft ing a com plex healt hcare proposal or m anaging your band's Asian t our. Proj ect s t rack all em ails, docum ent s, and files associat ed wit h t he proj ect and place t hem in a handy locat ion accessible from Ent ourage—or any ot her Office 2008 and program . ( See Chapt er 11 for m ore det ails on proj ect s.)

T ip : I f you'd rat her not visit t he Proj ect Gallery every t im e you launch Word, choose Word Preferences General, and t urn off " Show Proj ect Gallery at st art up." I f you'd rat her not see t he Proj ect Gallery when you st art any Office program , click t he Proj ect Gallery's Set t ings t ab and t urn off " Show Proj ect Gallery at st art up."

1 8 .1 .1 . Ope n in g D ocu m e n t s Opening any kind of docum ent in t he Proj ect Gallery works like t his: Click t he list it em s and t heir flippy t riangles in t he Cat egory list on t he left ( see Figure 18- 1) unt il you see t he desired t em plat e or docum ent t ype on t he right . Then use t he scroll bar t o see all of t he docum ent s of t hat t ype, and double- click t he icon of your choice t o open it . To see how it works, let 's first assum e you need t o print out som e business cards for your new endeavor. Click t he flippy t riangle next t o t he Coordinat ed Form s cat egory ( or double- click Coordinat ed Form s) . Then click Business Cards; an assort m ent of colorful card t em plat es appears in t he window. ( I con view is t he best way t o get an overview of what 's available. Click t he left - m ost but t on j ust above t he cat egory list t o swit ch t o icon view.) Double- click a t em plat e; a new docum ent opens, all form at t ed and ready for you t o input your own nam e and ot her inform at ion.

N ot e : I n t he icon view, clicking any cat egory adj acent t o a flippy t riangle displays t he generic Proj ect Gallery screen. The screen ident ifies each of t he Proj ect Gallery t abs ( see Sect ion 1.1.1 for det ails) . Click t he flippy t riangle adj acent t o a cat egory, and t hen a t em plat e group under it t o see t he act ual t em plat es.

1 8 .1 .2 . Ch oosin g M a de Ea sy Whet her you're cont inuing work on your m agnum opus t o rival Harry Pot t er, or writ ing a quick t hank- you not e t o your grandm ot her, t he t abs at t he t op of t he Proj ect Gallery window are a perfect place t o st art .

1 8 .1 .2 .1 . N e w By now you can guess what t he icons on t his t ab do: open brand- new em pt y docum ent s, wait ing for your own words. Ah, but what kind of docum ent ? Several cat egories of new docum ent s invit e your perusal:

Bla n k D ocu m e n t s. Cont rary t o t he nam e, not all of t hese are fresh- linen- flapping- in- t he- breeze blank. This cat egory not only includes blank Word docum ent s, PowerPoint present at ions, Ent ourage em ails, and Excel Workbooks, but also a List Wizard for your next get - out - of- t own packing list , a short cut t o ent er Ent ourage calendar event s, or a spanking- new Word Not ebook or Word Publishing Layout .

Figu r e 1 8 - 1 . Top: W h e n you la u n ch a n Office pr ogr a m , t h e Pr oj e ct Ga lle r y a ppe a r s, a ssu m in g t h a t you w a n t t o ope n a n e w , bla n k docu m e n t in W or d, Ex ce l, En t ou r a ge , or , in t h is ca se , Pow e r Poin t . Bot t om : I f you 'd r a t h e r n ot u se t h e Pr oj e ct Ga lle r y's se r vice s, click Se t t in gs a n d t u r n off " Sh ow Pr oj e ct Ga lle r y a t st a r t u p."

M y Te m pla t e s. I f you've saved any of your own Office docum ent s as t em plat es, Office t ucks t hem away Library Applicat ion Support Microsoft Office User Tem plat es My in Hom e Tem plat es folder, and displays t hem in t his m uch easier- t o- get - t o locat ion.

M y Th e m e s. I f you've saved any cust om Office Them e color and font collect ions, you'll find t hem here. To

find act ual t hem e files, follow t he pat h t o My Tem plat es, above, but t ake a left t urn at t he My Them es folder.

Brochures. Spread t he word about your ocean- view B&B, t he benefit s of Laught er Yoga, or your videography services by st art ing wit h one of t hese Word Publishing Layout view brochure layout s.

Ca le n da r s. Here you'll find a select ion of at t ract ive m ont hly calendar layout s creat ed in Word's Print Layout view. ( Unfort unat ely, you have t o change all t he dat e num bers yourself.)

CD La be ls. Design and print your own CD or DVD labels st art ing wit h t hese Word Publishing Layout view t em plat es, and t hen print t hem on pre- cut , st ick- on labels ( t his such as t hose available from Avery's CD St om per; www.cdst om per.com ) .

Coor din a t e d For m s. This cat egory cont ains an assort m ent of Word business form s—Agendas, Business Cards, Faxes, I nvoices, Mem os, and Report s—in coordinat ed designs.

Eve n t s. Creat e Awards, I nvit at ions, Post cards, and Post ers using t hese Word Publishing Layout view t em plat es.

Flye r s. Did your dog run away, or do you need t o publicize your next garage sale on t he com m unit y bullet in board? Choose one of t hese fine t em plat es—som e bullet in- board- ready wit h t ear- off rem inder t abs.

H om e Esse n t ia ls. These docum ent s help wit h t he ever- m ore- com plex t ask of hom e m anagem ent . This collect ion of Excel t em plat es is at t he ready t o help you get your hom e in order wit h loan worksheet s, invest m ent calculat ors, hom e budget s, m eal planners, t ravel it ineraries, and so on.

La be ls. I nst ead of t em plat es t his cat egory cont ains only a single it em : t he Mailing Label Wizard. When it 's t im e t o cast your holiday newslet t er t o t he four winds via snail m ail, begin your Word m ailing label product ion here.

Le dge r Sh e e t s. A new addit ion t o t he Excel t em plat e collect ion for 2008, t hese preconfigured worksheet s are ready for a variet y of everyday financial calculat ions—from t racking your checkbook, t o m inding an event budget , t o filing your expense report .

M a r k e t in g. More Word Publishing Layout view t em plat es await here. I f your Taco t ruck needs a new m enu, your Buddha shop a new cat alog, your cit y council a new proposal, or your pancake breakfast a new sign; t his is t he place t o st art .

N e w sle t t e r s. I f you need a newslet t er t hat 's sophist icat ed, hip, or childlike—or som et hing inbet ween—t hese Word Publishing Layout view t em plat es can get you going quickly.

Office Th e m e s. Dozens and dozens of PowerPoint slideshow t em plat es are designed t o m at ch your m any m oods and color preferences.

Pr e se n t a t ion s. These special PowerPoint t em plat es are com plet e present at ions filled wit h im ages and dat a. Use t hem as a st art ing point for your own, or t o get a bet t er idea of what PowerPoint can do. Especially recom m ended: I nt roducing PowerPoint 2008.

Pr ogr a m s. The school play, a recit al by a visit ing virt uoso, or a fam ily reunion—all are candidat es for an inform at ive program . Creat e one st art ing wit h t hese t em plat es.

Re su m e s. Whet her you're on t he j ob hunt , updat ing your vit ae, or j ust recording your accom plishm ent s in life, t hese résum é t em plat es get t he j ob done.

St a t ion e r y. These Word t em plat es give you a leg up creat ing different st yles of let t ers, let t erheads, or envelopes. I n addit ion, an Envelope Wizard and a Let t er Wizard help you creat e each of t hose it em s via t he Wizard int erview process.

UP TO SPEED Ke yst r ok e s of t h e Ve r y Bu sy Wit hin t he Proj ect Gallery, aft er you have select ed a t em plat e t ype—such as Agendas—you can j um p from t he cat egory list at left t o t he t em plat es in t he right or m iddle panel by pressing Tab. Once you've highlight ed one of t hese list s, a blue box surrounds t he list , indicat ing t hat it 's act ive. Pressing t he up and down arrow keys m oves you up or down t he list s. When t he t em plat es are in icon view, you can press any of t he four arrow keys t o highlight successive icons. ( Sorry, Mac OS purist s: You can't j um p t o a part icular t em plat e by t yping t he first let t ers of it s nam e.) When you've highlight ed a cat egory ( in t he left - side list ) m arked by a " flippy t riangle," - right arrow t o expand it , or - left arrow t o collapse it again. And when you've press finally highlight ed t he t em plat e you want , pressing Ret urn or Ent er opens it , of course.

1 8 .1 .2 .2 . Re ce n t Clicking t his but t on displays a list of recent docum ent s you've worked on, cat egorized by relat ive dat es ( t oday, yest erday, last week, and so on) . Double- click one of t hese docum ent icons t o open t he docum ent . Alt ernat ively, you can select t he docum ent and t hen m ouse over t o t he Open as Copy but t on if you'd like t o preserve your original and m ake a new version. You m ight want t o open a copy if, for inst ance, you're writ ing a cont ract for your perform ance at t he Oyst er Fest ival, and you want t o base it on t he cont ract you creat ed for t he Azalea Fest ival. Since m ost of t he cont ent will probably rem ain t he sam e, t here's no need t o st art t he docum ent from scrat ch. ( The Open Copy opt ion in t he st andard Open file dialog box serves t he sam e purpose, but it 's nice t o have it in t he Proj ect Gallery.)

Figu r e 1 8 - 2 . Top: Th e I n it ia ls Re su m e t e m pla t e in t h e Pr oj e ct Ga lle r y's Re su m e s ca t e gor y pr ovide s a cle a n , m ode r n t e m pla t e t o h e lp you la n d t h a t cle a n , m ode r n j ob. Bot t om : On e of t h e m a n y n e w Pu blish in g La you t Vie w t e m pla t e s, t h e I n for m a l I n vit a t ion in t h e Eve n t s ca t e gor y is for m a t t e d for dou ble - side d pr in t in g. Ju st plu g in t h e a ppr opr ia t e in for m a t ion for

you r n e x t fe t e a n d r e pla ce t h e pict u r e w it h on e of you r ow n ( u n le ss it is you a n d you r h a ppy fr ie n ds in t h is pict u r e ) .

Conversely, if you're writ ing t he great Am erican novel ( or Aust ralian, Arm enian, or Azerbaij ani) , you'll probably want t o keep your current chapt er in one docum ent , so you'll use t he Open but t on and save over t he original docum ent .

1 8 .1 .2 .3 . Pr oj e ct Clicking here displays t he proj ect s t hat you've creat ed in t he Proj ect Cent er as shown in Figure 18- 3. The Proj ect Cent er let s you organize com plet e proj ect s; you can cent ralize em ail, Excel files, cont act s, docum ent s, and so on in one locat ion. For exam ple, you can place your proposal docum ent for a new rest aurant , pict ures of possible locat ions, and all t he em ails concerning t he ent erprise in t he sam e proj ect . For m ore det ails, see

Chapt er 11.

T ip : You can also access your proj ect s from t he Proj ect s panel of t he Toolbox palet t e. See Sect ion 18.3 .

Figu r e 1 8 - 3 . Righ t h e r e in t h e Pr oj e ct Ga lle r y, you ca n se e e ve r y pr oj e ct you 've cr e a t e d in t h e En t ou r a ge Pr oj e ct Ce n t e r ( Ch a pt e r 1 1 ) , com ple t e w it h a ll t h e r e le va n t ph ot os, e m a ils, n ot e s, a n d docu m e n t s r e la t e d t o t h e pr oj e ct . I f you h a ve a lit t le t r ou ble ge t t in g or ie n t e d be for e you r se con d cu p of coffe e , t h is scr e e n is a gr e a t pla ce t o st a r t you r da y ( a lt h ou gh st a r t in g in t h e Pr oj e ct Ce n t e r in En t ou r a ge it se lf isn 't a ba d ide a e it h e r ) . Use t h e Pr oj e ct Ga lle r y's Se t t in gs t a b t o ope n t o t h is scr e e n w h e n you fir st la u n ch Office for t h e da y.

1 8 .1 .2 .4 . Se t t in gs Click t his t ab t o access t he Proj ect Gallery's preferences. Here you can choose whet her you want t o show Proj ect Gallery on st art up, which t ypes of docum ent s/ files you wish it t o show, how m any recent files t o rem em ber, and where t o keep your local and workgroup t em plat es. For exam ple, you can have Office rem em ber virt ually every docum ent you've used for t he past year, or m ake it show only t he t em plat es t hat your depart m ent is supposed t o use.

T ip : You can add cat egories t o t he Proj ect Gallery's collect ion by creat ing new folders in Hom e Library Applicat ion Support Microsoft Office User Tem plat es, alongside your My Tem plat es folder. For exam ple, you m ight want a folder of t em plat es called Lesson Plans or Quizzes. See Sect ion 1.5 for m ore about saving t em plat es.

1 8 .1 .2 .5 . Tw e a k in g t h e Pr oj e ct Ga lle r y You can also cust om ize t he Proj ect Gallery using t he following but t ons and m enus ( see Figure 18- 1) :

Vie w . These but t ons let you choose t o view t he Proj ect Gallery eit her in icon view, det ail view, or list view. I n icon view, each docum ent is represent ed like a big square, j ust like t he squares on t he but t on. I n list view ( click t he but t on wit h t he lines on it ) , t he panel of large docum ent icons is replaced by a list of sm aller icons. Det ail view is a com binat ion: a list view in t he cent er window and at t he right , a preview panel where you can see a large preview of what you're about t o open, along wit h file kind, size, and dat e inform at ion

Sh ow . This pop- up m enu is like a filt er. I f you want t o view only t em plat es for Word docum ent s, for exam ple, choose Word Docum ent s from here. You won't see Excel t em plat es, PowerPoint t em plat es, and so on. On t he ot her hand, t he set t ing called All Office Docum ent s has it s advant ages. From t his panel, you can open up any kind of Office docum ent or t em plat e wit hout having t o first launch t he appropriat e program by visit ing your dock, for one.

Ope n Ot h e r. Click t his but t on t o display Office's st andard Open dialog box.

T ip : I f you t inker wit h t he Proj ect Gallery set t ings and have a subsequent change of heart , you can always ret urn t o t he original set t ings by clicking t he all- powerful Rest ore Default s but t on.

1 8 .1 .2 .6 . D it ch in g t h e Pr oj e ct Ga lle r y To dism iss t he Proj ect Gallery, click Cancel or press t he Esc key ( or - period) . Word, Excel, or PowerPoint aut om at ically opens a new blank docum ent . I f you'd rat her open an exist ing docum ent , click Open Ot her or use one of t he m et hods described below.

Pa r t V: Office As a W h ole Chapt er 18 Chapt er 19 Chapt er 20

Ch a pt e r 1 8 . Sa vin g Tim e w it h t h e Pr oj e ct Ga lle r y a n d Toolbox The Proj ect Gallery Toolbox Reference Tools Proj ect s Palet t e Com pat ibilit y Report

1 8 .1 . Th e Pr oj e ct Ga lle r y No m at t er which Office program you launch ( by clicking it s Dock icon, for exam ple) , you're greet ed by a special docum ent - launching window elegant ly nam ed t he Proj ect Gallery. The idea is t hat you don't have t o even know t he Office program you're going t o use for t he docum ent —t hey're all accessible from t his cent ral point . Since Office 2001, t he Proj ect Gallery has been t he reposit ory for icons t hat represent t he kinds of Word docum ent s and ot her t ypes of files Office can creat e for you. ( Use t he scroll bar t o see all of t hem .) You'll see canned t em plat es for résum és, budget s, brochures, fax cover let t ers, and dozens of ot hers—not t o m ent ion Excel, PowerPoint , and Ent ourage docum ent s like spreadsheet s and blank em ail m essages. The idea is t hat you don't have t o launch ( or even know) t he Office program you're going t o use for t he docum ent . From anywhere in Office, you can creat e or open any kind of docum ent . Choose File Proj ect Gallery in any Office program , or m em orize t he keyst roke Shift - - P.

T ip : I f you want t o save som e of your valuable dock real est at e, you can delet e t hose bulky Excel, Word, and PowerPoint icons, and whenever you want t o work in Office, j ust click t he Proj ect Gallery icon. Unless you t ell it t o do ot herwise, when you inst all Office 2008, it plunks t he Proj ect Gallery icon. ( I f not , you can drag it t here from Applicat ions Microsoft Office Folder.) Office 2008

The Proj ect Gallery also boast s t he nift y abilit y t o access proj ect s you creat e in Ent ourage's Proj ect Cent er. These proj ect s are powerful organizat ional t ools—j ust t he t hing you need t o keep t abs on everyt hing involved in proj ect s large and sm all, from planning your honeym oon or writ ing a screenplay, t o craft ing a com plex healt hcare proposal or m anaging your band's Asian t our. Proj ect s t rack all em ails, docum ent s, and files associat ed wit h t he proj ect and place t hem in a handy locat ion accessible from Ent ourage—or any ot her Office 2008 and program . ( See Chapt er 11 for m ore det ails on proj ect s.)

T ip : I f you'd rat her not visit t he Proj ect Gallery every t im e you launch Word, choose Word Preferences General, and t urn off " Show Proj ect Gallery at st art up." I f you'd rat her not see t he Proj ect Gallery when you st art any Office program , click t he Proj ect Gallery's Set t ings t ab and t urn off " Show Proj ect Gallery at st art up."

1 8 .1 .1 . Ope n in g D ocu m e n t s Opening any kind of docum ent in t he Proj ect Gallery works like t his: Click t he list it em s and t heir flippy t riangles in t he Cat egory list on t he left ( see Figure 18- 1) unt il you see t he desired t em plat e or docum ent t ype on t he right . Then use t he scroll bar t o see all of t he docum ent s of t hat t ype, and double- click t he icon of your choice t o open it . To see how it works, let 's first assum e you need t o print out som e business cards for your new endeavor. Click t he flippy t riangle next t o t he Coordinat ed Form s cat egory ( or double- click Coordinat ed Form s) . Then click Business Cards; an assort m ent of colorful card t em plat es appears in t he window. ( I con view is t he best way t o get an overview of what 's available. Click t he left - m ost but t on j ust above t he cat egory list t o swit ch t o icon view.) Double- click a t em plat e; a new docum ent opens, all form at t ed and ready for you t o input your own nam e and ot her inform at ion.

N ot e : I n t he icon view, clicking any cat egory adj acent t o a flippy t riangle displays t he generic Proj ect Gallery screen. The screen ident ifies each of t he Proj ect Gallery t abs ( see Sect ion 1.1.1 for det ails) . Click t he flippy t riangle adj acent t o a cat egory, and t hen a t em plat e group under it t o see t he act ual t em plat es.

1 8 .1 .2 . Ch oosin g M a de Ea sy Whet her you're cont inuing work on your m agnum opus t o rival Harry Pot t er, or writ ing a quick t hank- you not e t o your grandm ot her, t he t abs at t he t op of t he Proj ect Gallery window are a perfect place t o st art .

1 8 .1 .2 .1 . N e w By now you can guess what t he icons on t his t ab do: open brand- new em pt y docum ent s, wait ing for your own words. Ah, but what kind of docum ent ? Several cat egories of new docum ent s invit e your perusal:

Bla n k D ocu m e n t s. Cont rary t o t he nam e, not all of t hese are fresh- linen- flapping- in- t he- breeze blank. This cat egory not only includes blank Word docum ent s, PowerPoint present at ions, Ent ourage em ails, and Excel Workbooks, but also a List Wizard for your next get - out - of- t own packing list , a short cut t o ent er Ent ourage calendar event s, or a spanking- new Word Not ebook or Word Publishing Layout .

Figu r e 1 8 - 1 . Top: W h e n you la u n ch a n Office pr ogr a m , t h e Pr oj e ct Ga lle r y a ppe a r s, a ssu m in g t h a t you w a n t t o ope n a n e w , bla n k docu m e n t in W or d, Ex ce l, En t ou r a ge , or , in t h is ca se , Pow e r Poin t . Bot t om : I f you 'd r a t h e r n ot u se t h e Pr oj e ct Ga lle r y's se r vice s, click Se t t in gs a n d t u r n off " Sh ow Pr oj e ct Ga lle r y a t st a r t u p."

M y Te m pla t e s. I f you've saved any of your own Office docum ent s as t em plat es, Office t ucks t hem away Library Applicat ion Support Microsoft Office User Tem plat es My in Hom e Tem plat es folder, and displays t hem in t his m uch easier- t o- get - t o locat ion.

M y Th e m e s. I f you've saved any cust om Office Them e color and font collect ions, you'll find t hem here. To

find act ual t hem e files, follow t he pat h t o My Tem plat es, above, but t ake a left t urn at t he My Them es folder.

Brochures. Spread t he word about your ocean- view B&B, t he benefit s of Laught er Yoga, or your videography services by st art ing wit h one of t hese Word Publishing Layout view brochure layout s.

Ca le n da r s. Here you'll find a select ion of at t ract ive m ont hly calendar layout s creat ed in Word's Print Layout view. ( Unfort unat ely, you have t o change all t he dat e num bers yourself.)

CD La be ls. Design and print your own CD or DVD labels st art ing wit h t hese Word Publishing Layout view t em plat es, and t hen print t hem on pre- cut , st ick- on labels ( t his such as t hose available from Avery's CD St om per; www.cdst om per.com ) .

Coor din a t e d For m s. This cat egory cont ains an assort m ent of Word business form s—Agendas, Business Cards, Faxes, I nvoices, Mem os, and Report s—in coordinat ed designs.

Eve n t s. Creat e Awards, I nvit at ions, Post cards, and Post ers using t hese Word Publishing Layout view t em plat es.

Flye r s. Did your dog run away, or do you need t o publicize your next garage sale on t he com m unit y bullet in board? Choose one of t hese fine t em plat es—som e bullet in- board- ready wit h t ear- off rem inder t abs.

H om e Esse n t ia ls. These docum ent s help wit h t he ever- m ore- com plex t ask of hom e m anagem ent . This collect ion of Excel t em plat es is at t he ready t o help you get your hom e in order wit h loan worksheet s, invest m ent calculat ors, hom e budget s, m eal planners, t ravel it ineraries, and so on.

La be ls. I nst ead of t em plat es t his cat egory cont ains only a single it em : t he Mailing Label Wizard. When it 's t im e t o cast your holiday newslet t er t o t he four winds via snail m ail, begin your Word m ailing label product ion here.

Le dge r Sh e e t s. A new addit ion t o t he Excel t em plat e collect ion for 2008, t hese preconfigured worksheet s are ready for a variet y of everyday financial calculat ions—from t racking your checkbook, t o m inding an event budget , t o filing your expense report .

M a r k e t in g. More Word Publishing Layout view t em plat es await here. I f your Taco t ruck needs a new m enu, your Buddha shop a new cat alog, your cit y council a new proposal, or your pancake breakfast a new sign; t his is t he place t o st art .

N e w sle t t e r s. I f you need a newslet t er t hat 's sophist icat ed, hip, or childlike—or som et hing inbet ween—t hese Word Publishing Layout view t em plat es can get you going quickly.

Office Th e m e s. Dozens and dozens of PowerPoint slideshow t em plat es are designed t o m at ch your m any m oods and color preferences.

Pr e se n t a t ion s. These special PowerPoint t em plat es are com plet e present at ions filled wit h im ages and dat a. Use t hem as a st art ing point for your own, or t o get a bet t er idea of what PowerPoint can do. Especially recom m ended: I nt roducing PowerPoint 2008.

Pr ogr a m s. The school play, a recit al by a visit ing virt uoso, or a fam ily reunion—all are candidat es for an inform at ive program . Creat e one st art ing wit h t hese t em plat es.

Re su m e s. Whet her you're on t he j ob hunt , updat ing your vit ae, or j ust recording your accom plishm ent s in life, t hese résum é t em plat es get t he j ob done.

St a t ion e r y. These Word t em plat es give you a leg up creat ing different st yles of let t ers, let t erheads, or envelopes. I n addit ion, an Envelope Wizard and a Let t er Wizard help you creat e each of t hose it em s via t he Wizard int erview process.

UP TO SPEED Ke yst r ok e s of t h e Ve r y Bu sy Wit hin t he Proj ect Gallery, aft er you have select ed a t em plat e t ype—such as Agendas—you can j um p from t he cat egory list at left t o t he t em plat es in t he right or m iddle panel by pressing Tab. Once you've highlight ed one of t hese list s, a blue box surrounds t he list , indicat ing t hat it 's act ive. Pressing t he up and down arrow keys m oves you up or down t he list s. When t he t em plat es are in icon view, you can press any of t he four arrow keys t o highlight successive icons. ( Sorry, Mac OS purist s: You can't j um p t o a part icular t em plat e by t yping t he first let t ers of it s nam e.) When you've highlight ed a cat egory ( in t he left - side list ) m arked by a " flippy t riangle," - right arrow t o expand it , or - left arrow t o collapse it again. And when you've press finally highlight ed t he t em plat e you want , pressing Ret urn or Ent er opens it , of course.

1 8 .1 .2 .2 . Re ce n t Clicking t his but t on displays a list of recent docum ent s you've worked on, cat egorized by relat ive dat es ( t oday, yest erday, last week, and so on) . Double- click one of t hese docum ent icons t o open t he docum ent . Alt ernat ively, you can select t he docum ent and t hen m ouse over t o t he Open as Copy but t on if you'd like t o preserve your original and m ake a new version. You m ight want t o open a copy if, for inst ance, you're writ ing a cont ract for your perform ance at t he Oyst er Fest ival, and you want t o base it on t he cont ract you creat ed for t he Azalea Fest ival. Since m ost of t he cont ent will probably rem ain t he sam e, t here's no need t o st art t he docum ent from scrat ch. ( The Open Copy opt ion in t he st andard Open file dialog box serves t he sam e purpose, but it 's nice t o have it in t he Proj ect Gallery.)

Figu r e 1 8 - 2 . Top: Th e I n it ia ls Re su m e t e m pla t e in t h e Pr oj e ct Ga lle r y's Re su m e s ca t e gor y pr ovide s a cle a n , m ode r n t e m pla t e t o h e lp you la n d t h a t cle a n , m ode r n j ob. Bot t om : On e of t h e m a n y n e w Pu blish in g La you t Vie w t e m pla t e s, t h e I n for m a l I n vit a t ion in t h e Eve n t s ca t e gor y is for m a t t e d for dou ble - side d pr in t in g. Ju st plu g in t h e a ppr opr ia t e in for m a t ion for

you r n e x t fe t e a n d r e pla ce t h e pict u r e w it h on e of you r ow n ( u n le ss it is you a n d you r h a ppy fr ie n ds in t h is pict u r e ) .

Conversely, if you're writ ing t he great Am erican novel ( or Aust ralian, Arm enian, or Azerbaij ani) , you'll probably want t o keep your current chapt er in one docum ent , so you'll use t he Open but t on and save over t he original docum ent .

1 8 .1 .2 .3 . Pr oj e ct Clicking here displays t he proj ect s t hat you've creat ed in t he Proj ect Cent er as shown in Figure 18- 3. The Proj ect Cent er let s you organize com plet e proj ect s; you can cent ralize em ail, Excel files, cont act s, docum ent s, and so on in one locat ion. For exam ple, you can place your proposal docum ent for a new rest aurant , pict ures of possible locat ions, and all t he em ails concerning t he ent erprise in t he sam e proj ect . For m ore det ails, see

Chapt er 11.

T ip : You can also access your proj ect s from t he Proj ect s panel of t he Toolbox palet t e. See Sect ion 18.3 .

Figu r e 1 8 - 3 . Righ t h e r e in t h e Pr oj e ct Ga lle r y, you ca n se e e ve r y pr oj e ct you 've cr e a t e d in t h e En t ou r a ge Pr oj e ct Ce n t e r ( Ch a pt e r 1 1 ) , com ple t e w it h a ll t h e r e le va n t ph ot os, e m a ils, n ot e s, a n d docu m e n t s r e la t e d t o t h e pr oj e ct . I f you h a ve a lit t le t r ou ble ge t t in g or ie n t e d be for e you r se con d cu p of coffe e , t h is scr e e n is a gr e a t pla ce t o st a r t you r da y ( a lt h ou gh st a r t in g in t h e Pr oj e ct Ce n t e r in En t ou r a ge it se lf isn 't a ba d ide a e it h e r ) . Use t h e Pr oj e ct Ga lle r y's Se t t in gs t a b t o ope n t o t h is scr e e n w h e n you fir st la u n ch Office for t h e da y.

1 8 .1 .2 .4 . Se t t in gs Click t his t ab t o access t he Proj ect Gallery's preferences. Here you can choose whet her you want t o show Proj ect Gallery on st art up, which t ypes of docum ent s/ files you wish it t o show, how m any recent files t o rem em ber, and where t o keep your local and workgroup t em plat es. For exam ple, you can have Office rem em ber virt ually every docum ent you've used for t he past year, or m ake it show only t he t em plat es t hat your depart m ent is supposed t o use.

T ip : You can add cat egories t o t he Proj ect Gallery's collect ion by creat ing new folders in Hom e Library Applicat ion Support Microsoft Office User Tem plat es, alongside your My Tem plat es folder. For exam ple, you m ight want a folder of t em plat es called Lesson Plans or Quizzes. See Sect ion 1.5 for m ore about saving t em plat es.

1 8 .1 .2 .5 . Tw e a k in g t h e Pr oj e ct Ga lle r y You can also cust om ize t he Proj ect Gallery using t he following but t ons and m enus ( see Figure 18- 1) :

Vie w . These but t ons let you choose t o view t he Proj ect Gallery eit her in icon view, det ail view, or list view. I n icon view, each docum ent is represent ed like a big square, j ust like t he squares on t he but t on. I n list view ( click t he but t on wit h t he lines on it ) , t he panel of large docum ent icons is replaced by a list of sm aller icons. Det ail view is a com binat ion: a list view in t he cent er window and at t he right , a preview panel where you can see a large preview of what you're about t o open, along wit h file kind, size, and dat e inform at ion

Sh ow . This pop- up m enu is like a filt er. I f you want t o view only t em plat es for Word docum ent s, for exam ple, choose Word Docum ent s from here. You won't see Excel t em plat es, PowerPoint t em plat es, and so on. On t he ot her hand, t he set t ing called All Office Docum ent s has it s advant ages. From t his panel, you can open up any kind of Office docum ent or t em plat e wit hout having t o first launch t he appropriat e program by visit ing your dock, for one.

Ope n Ot h e r. Click t his but t on t o display Office's st andard Open dialog box.

T ip : I f you t inker wit h t he Proj ect Gallery set t ings and have a subsequent change of heart , you can always ret urn t o t he original set t ings by clicking t he all- powerful Rest ore Default s but t on.

1 8 .1 .2 .6 . D it ch in g t h e Pr oj e ct Ga lle r y To dism iss t he Proj ect Gallery, click Cancel or press t he Esc key ( or - period) . Word, Excel, or PowerPoint aut om at ically opens a new blank docum ent . I f you'd rat her open an exist ing docum ent , click Open Ot her or use one of t he m et hods described below.

1 8 .2 . Toolbox Unlike t he t oolbox in t he corner of your garage, Office 2008's Toolbox is easy t o get t o, put s it self away wit h t he click of a m ouse, and is never m issing a 9/ 16" socket . Bet t er st ill, it can do m any t hings your disorganized, red t oolbox could never do. For exam ple, it can st ore your snippet s of inspirat ion ( pict ures, t ext , and so on) , provide definit ions and ot her research aids, check your docum ent 's com pat ibilit y, or provide a window int o Office's Proj ect Cent er. Office 2008 adds t he form erly- separat e Form at t ing Palet t e t o t he Toolbox, bringing it s t ot al num ber of sect ions t o seven—and m aking it t he one- st op locat ion for t ools of all t ypes. Word, Excel, and PowerPoint share t he six st andard Toolbox sect ions: Form at t ing Palet t e, Obj ect Palet t e, Scrapbook, Reference Tools, Com pat ibilit y Report , and Proj ect Cent er. I n addit ion, each program adds one palet t e of it s own. Word has Cit at ions ( Sect ion 7.1.1.4) , Excel has t he Form ula Builder ( Sect ion 12.2.2.3) , and PowerPoint has t he Cust om Anim at ion palet t e ( Sect ion 17.1.3) . Those program - specific palet t es are discussed in each of t he program chapt ers, and t he Form at t ing Palet t e and Obj ect Palet t e are covered in t he Word chapt ers (Sect ion 1.3.7) . Ent ourage m akes use of only t hree Toolbox palet t es—Scrapbook, Reference Tools, and Obj ect Toolbox m enu ( or by adding t he Toolbox but t on t o t he Palet t e—which you can only access via t he Tools Ent ourage St andard t oolbar) . What follows is a descript ion of t he rem aining Office- wide Toolbox sect ions.

1 8 .2 .1 . Scr a pbook Think of t he Scrapbook as, well…a scrapbook. I t 's a locat ion where you can drag copied snippet s from docum ent s or pict ures, or Excel spreadsheet s. Aft er opening t he Scrapbook, as described in Figure 18- 4, copy your t ext ( or what ever) int o t he Scrapbook window by dragging it or using any of t he convent ional cut , copy, and past e m et hods. To reuse t he m at erial, click t he Past e but t on ( near t he m iddle of t he Scrapbook) t o past e t he m at erial shown in t he Scrapbook window int o your cursor's current locat ion. There are t hree past ing opt ions:

Pa st e. This m ost com m on opt ion past es t he m at erial in t he exact sam e form at t hat you copied it .

Figu r e 1 8 - 4 . Le ft : You ca n ope n t h e Scr a pbook fr om a n y Office 2 0 0 8 pr ogr a m by se le ct in g Tools Toolbox Scr a pbook or click in g t h e Toolbox icon on t h e St a n da r d t oolba r ( bu t n ot on t h e En t ou r a ge t oolba r u n le ss you a dd t h e bu t t on ) , a n d t h e n click in g t h e Scr a pbook icon a t t h e t op of t h e Toolbox . D r a g or pa st e t e x t , pict u r e s, or Ex ce l spr e a dsh e e t s in t o t h e Scr a pbook —a n d t h e r e t h e y'll st a y u n t il you n e e d t h e m . Copy a clippin g fr om t h e Scr a pbook by dr a ggin g it on t o you r docu m e n t ( or by u sin g a n y of t h e u su a l k e yboa r d sh or t cu t s) . Righ t : Click t h e a r r ow bu t t on in t h e u ppe r r igh t - h a n d cor n e r t o r e a ch t h e Toolbox Se t t in gs, w h ich sw ive l in t o vie w ( r igh t ) . Tu r n on t h e " W h e n in a ct ive for " ch e ck box t o ca u se t h e t oolbox t o st a sh it se lf a w a y a ft e r a ce r t a in pe r iod of in a ct ivit y. Th e bot t om pa n e l de t e r m in e s w h a t you se e w h e n you u se t h e va r iou s t oolbox pa le t t e s.

Pa st e a s Pla in Te x t . By golly, t hey weren't kidding. Use t his but t on if you want t o rem ove all t he form at t ing and past e it as j ust plain t ext .

Pa st e a s Pict u r e . This com m and past es your snippet as a pict ure you can form at using any of Office's pict ure t ools like color adj ust m ent and shadowing, as described in Chapt er 20. You can use t his t o t urn, say, a drawing obj ect int o a pict ure and t hus avail yourself of t he pict ure t ools.

On t he ot her hand, t he Add but t on t akes t he select ed t ext , pict ure, t able, or what ever, and t ransfers it t o t he Scrapbook. There are four opt ions:

Add Se le ct ion. An alt ernat ive t o t he Copy com m and, t his opt ion inst ant ly adds your current select ion t o t he Scrapbook. This is handy if you've highlight ed a piece of t ext —a clever em ail j oke, for exam ple—t hat you wish t o past e int o ot her Office program s.

Add File. Adds t he current file t o t he Scrapbook. I t can be any Office docum ent .

Add Fr om Clipboa r d. Past es what ever is in your clipboard t o t he Scrapbook.

Alw a ys Add Copy . A good one for t he t im e- challenged or com pulsive hoarders am ong us. Aft er you click t his, anyt hing you copy or cut is past ed direct ly int o t he Scrapbook.

I f you have a scrap you no longer need, you can delet e it wit h t he delet e key or by pressing t he Delet e but t on. Three delet e opt ions exist on t he Delet e pop- up m enu:

D e le t e. This choice is t he plain, garden- variet y delet e. I t delet es t he current ly select ed clipping.

D e le t e Visible. Delet es t he clipping in t he preview window.

D e le t e All. Delet es all clippings.

N ot e : When you delet e a clipping, it 's gone—a part of hist ory. There's no way t o get it back. Kind of like your first kiss.

1 8 .2 .2 . Or ga n izin g Clippin gs I f you have a lot of clippings t o keep t rack of—or you're one of t hose people who has a Club card at t he Cont ainer St ore—you m ight want t o click t he Organize t it le bar. Doing so let s you place t he current ly select ed clipping int o cat egories and proj ect s ( by clicking t he appropriat e pop- up m enu and select ing t he desired cat egory or proj ect ) . You m ay also add keywords, which is a great idea when you have t ons of clippings. Assigning a Keyword let s you search for t he clipping by t hat word. For exam ple, you m ight want t o add t he words, Thanksgiving, apple, and hari, as keywords for t he recipe t o Hari's apple pie t hat he brought t o Thanksgiving dinner. To do so, t ype t he words in t he box and click Add. Highlight ing words and clicking Revert rem oves t hem . Use t he pop- up m enu at t he t op of t he window t o filt er your clippings by creat ion dat e, proj ect , cat egory, keywords, and so on. Finally, t he View pop- up m enu let s you view your clippings by List or by Large Preview ( if you prefer t hose over t he st andard Det ail view) .

1 8 .3 . Re fe r e n ce Tools Like Wikipedia on your iPhone, Word's built - in Reference Tools are handy, easy t o use, and out of t he way unt il you need t hem . Because it 's elect ronic, it also has som e unexpect ed feat ures. Click t he Toolbox, and t hen t he Reference Tools t ab t o open t he Reference Tools. Below are t he m ost com m only used dict ionary feat ures. Dict ionary ( or press Shift To look up a word in a docum ent , highlight t he word, and t hen choose Tools Opt ion- - R) or t ype t he word int o t he window at t he t op of t he Reference Tools, ( I f no word is highlight ed, you can st ill click t o open t he dict ionary.) You can also cont rol- click ( or right - click) t he word right in your docum ent Definit ion from t he short cut m enu. and choose Look Up Now t he word appears in t he Dict ionary pane wit h it s pronunciat ion and definit ions. Click t he language pop- up m enu if you'd like t o look up t he dict ionary definit ion in a different language. Figure 18- 5 shows som e ot her ways t o use t he dict ionary. To go direct ly t o a word, t ype it in t he sm all box at t he t op and press Ret urn. The word appears in t he dict ionary pane. The t hesaurus sect ion provides sim ilar words and synonym s. Replace your original word wit h t he select ed synonym by clicking I nsert . Choosing Look Up provides a definit ion of t he current ly select ed word. Searching t he Encart a Encyclopedia or MSN provides addit ional inform at ion about t he word. This is useful when you want addit ional inform at ion on a word or when t he kids are working on a report . Type t he word in t he upper box and t hen click Search Encart a Encyclopedia or Search MSN. You can copy t he t ext of t he definit ion t o past e in a Word docum ent , your Scrapbook, em ail m essage, and so - C ( or Cont rol- click t he definit ion and on. Just drag t o select t he t ext in t he definit ion window and t hen press choose Copy Art icle or Copy Select ion from t he short cut m enu) .

1 8 .4 . Pr oj e ct s Pa le t t e Clicking t he Proj ect s Palet t e but t on ( it looks like a sleek m et al briefcase) opens a window int o t he wonderful world of Proj ect s, a feat ure ext ensively covered in Chapt er 11. The abbreviat ed Proj ect s palet t e available t hrough t he Toolbox let s you page t hrough your proj ect s by clicking t he t iny t riangle next t o t he current proj ect nam e, and select ing t he proj ect you wish t o view from t he pop- up m enu. There's also quit e a bit m ore t hat you can do from t his panel, wit hout act ually going t o t he Proj ect Cent er window. Below t he t it le and pict ure is a bar t hat displays when t he proj ect is due, along wit h four but t ons:

Add Cu r r e n t File. Adds your current file t o t he list of files in t he proj ect .

Figu r e 1 8 - 5 . Aft e r you t ype a w or d in t o t h e sm a ll box a t t h e t op of t h e Re fe r e n ce Tools, a n d pr e ss Re t u r n , you m a y click t h e sm a ll flippy t r ia n gle n e x t t o Th e sa u r u s, En ca r t a En cyclope dia , D ict ion a r y, Bilin gu a l dict ion a r y, Tr a n sla t ion , or W e b Se a r ch , t o br ow se t h e in for m a t ion . Type a w or d, su ch a s " de ligh t ," for e x a m ple , a n d click Th e sa u r u s t o fin d syn on ym s su ch a s " j oy," " gle e ," a n d " e n ch a n t m e n t ." W h e n you click on e of t h e r e su lt s fr om En ca r t a En cyclope dia , Office st a r t s you r br ow se r , t ools ove r t o En ca r t a , a n d sh ow s you t h e r e le va n t a r t icle .

Re m ove Cu r r e n t File. Rem oves current file from t he list of files in t he proj ect .

Ope n En t ou r a ge Pr oj e ct W a t ch Folde r. Opens t he proj ect wat ch folder in Ent ourage associat ed wit h t he proj ect .

Ope n Fin de r Pr oj e ct W a t ch Folde r . This opens t he act ual folder where your proj ect wat ch files are st or ed.

Below t hese but t ons is t he schedule sect ion, which is like a m ini day- by- day calendar. I t shows t he event s relat ing t o your current ly select ed proj ect . Click t he blue st ar t o schedule a new event , and t he arrows t o click t hrough t he days. The " Not es t o Self" are j ust t hat . You can t ype direct ly int o t his box, or drag highlight ed t ext int o it . Scroll t he t ext using t he scroll bar. Underneat h t he schedule are t he t asks associat ed wit h t he proj ect . Double- click any of t hem t o open it . I n order t o celebrat e a t ask's com plet ion you can click t o place a checkm ark in t he box. To set or change t he t ask's priorit y, right - click t he t ask it self, select Priorit y, and choose one from t he short cut m enu. Any changes you m ake here are reflect ed in t he Proj ect Cent er it self. And finally is a list of em ail m essages associat ed wit h t he proj ect . Double- click t o open and read t he m essage in a separat e window.

Alt hough you can do a lot from t he Toolbox, som et im es you j ust need t he big pict ure. Click t he big " Go t o Proj ect Cent er" but t on at t he bot t om of t he Proj ect s palet t e, and Ent ourage opens t o t he Proj ect Cent er—easy as t hat .

1 8 .5 . Com pa t ibilit y Re por t The Com pat ibilit y Report checks t o see if t he docum ent you're em ailing t o your boss will act ually open in his ancient copy of Word 97 ( for exam ple) . The vagaries of docum ent com pat ibilit y—even if t hey were all creat ed in one version of Microsoft Office or anot her—can be incredibly com plex. Som et im es a feat ure works fine, ot her t im es it doesn't . Som et im es a docum ent j ust looks and works different ly for no apparent reason. The Com pat ibilit y Checker m akes it sim ple t o figure out what 's going on—and even do som et hing about it .

N ot e : I f you open a docum ent t hat was creat ed in anot her program or anot her version of Office, t here probably are com pat ibilit y issues. The Toolbox icon on t he St andard t oolbar t hrobs when Office det ect s any incom pat ibilit y, even som et hing so m inor t hat you m ay not not ice. Click t he icon t o open t he Toolbox and find out what 's up.

I n addit ion t o checking on t he current docum ent , you can also ut ilize t his feat ure t o m ake a docum ent " backward com pat ible" t o som eone wit h an older version of Office. The Com pat ibilit y Report warns you if you're using feat ures t hat m ay not work in ot her versions. Open t he Toolbox, click t he wrench icon t o open t he Com pat ibilit y Report panel ( or j ust choose View Com pat ibilit y Report ) , and proceed as follows:

1 . Fr om t h e " Ch e ck com pa t ibilit y w it h " pop- u p m e n u , ch oose t h e docu m e n t t ype w it h w h ich you w a n t t o com pa r e you r ope n docu m e n t . Office checks your docum ent for com pat ibilit y. I n a few seconds, it displays a list of pot ent ial problem s in t he t op ( Result s) window. ( Click Check Docum ent if t he check doesn't begin im m ediat ely.)

2 . Click on e of t h e it e m s in t h e Re su lt s w in dow for m or e in for m a t ion . A m ore com plet e explanat ion appears in t he bot t om window.

3 . Ch oose a n a ct ion . You can click t he but t ons in t he m iddle of t he panel t o eit her Fix or I gnore t he error, or " Don't show Com pat ibilit y and clicking Reset again." ( You can reset t hose ignored it em s by choosing Preferences I gnored I ssues.) Som et im es, t here is no fix, but Office j ust want s t o explain t hat som e new feat ures m ay not be available in older docum ent s. I f t here is som et hing you can do t o rem edy t he problem , such as find t he correct docum ent t em plat e, t he Explanat ion window oft en provides a link you can click t o go right t o work. You can also click t he Help but t on t o get m ore inform at ion.

Click t he Recheck Docum ent but t on any t im e t o repeat t he checkup as you m ake your m odificat ions.

Ch a pt e r 1 9 . M a k in g t h e M ost of Gr a ph ics Office com es wit h Word for t ext , Excel for num bers, PowerPoint for slides, and Ent ourage for em ail and scheduling. From reading t he box, you m ight conclude t hat Office is t herefore m issing one of t he cornerst one Macint osh program s: graphics soft ware. I n fact , however, Office com es wit h a herd of graphics t ools, including Office 2008's new Sm art Art graphics, t he Clip Gallery, Aut oShapes, WordArt , and m ore—built right in and shared am ong Word, Excel, and PowerPoint .

1 9 .1 . I n se r t in g a Gr a ph ic You can drag, past e, or insert a pict ure int o a Word, Excel, or PowerPoint docum ent . To insert a graphic, choose Pict ure or click t he I nsert Pict ure but t on on t he Drawing t oolbar ( in Ent ourage choose Message I nsert I nsert Pict ure) and t hen select one of t he following from t he subm enu:

Clip Ar t opens t he Office Clip Gallery, as described below.

Fr om File opens a dialog box where you can choose any graphics file on your Mac.

H or izon t a l Lin e ( Word only) is a quick way t o put a horizont al line bet ween paragraphs wit hout opening t he " Borders and Shading" dialog box. These lines are act ually GI F files. They're m ore decorat ive t han st andard lines and borders, and ideal for use on Web sit es ( see Chapt er 9 ) .

Au t oSh a pe s are expanded, elaborat e versions of t he fam iliar circles and squares t hat you creat e wit h drawing t ools. For inst ance, Aut oShapes include arrows, cubes, banners, and speech balloons.

These t wo it em s you choose direct ly from t he I nsert m enu:

W or dAr t let s you change t he look of t ext in a num ber of wacky, at t ent ion- get t ing ways. Aft er t yping t he t ext , you can st ret ch, color, and dist ort it , using Office's drawing t ools ( Sect ion 19.3) .

Sm a r t Ar t Gr a ph iclet s you insert pre- designed graphics t hat show t hings like process flows, hierarchies, relat ionships, and so on.

UP TO SPEED Pict u r e s a n d D r a w in gs There are t wo dist inct kinds of graphics in t he com put er world, which, in Office, are known as pict ures and drawings. Pict ures include bit m ap files, rast er graphics, paint ing files, JPEG or GI F im ages, phot ographs, anyt hing scanned or capt ured wit h a digit al cam era, anyt hing grabbed from a Web page, and Office clip art . What all pict ures have in com m on is t hat ( a) t hey're com posed of individual, t iny colored dot s, and ( b) you can't creat e t hem using t he t ools built int o Office. You can m ake pict ures larger or sm aller, but if you st ret ch som et hing larger t han it s original size, it m ight look blot chy. Drawings include Aut oShapes, WordArt , and any graphics you creat e using Office's own drawing t ools. Drawings, also known as vect or or obj ect - orient ed graphics, are st ored by t he Mac as m at hem at ical equat ions t hat describe t heir size, shape, and ot her charact erist ics. That 's a fancy way of saying t hat you can resize, rot at e, squish, or squeeze drawings as m uch as you like wit hout ever worrying t hat t hey'll print j agged or blot chy. Keeping t hese dist inct ions in m ind will help you underst and why your Office program s funct ion like t hey do when you work wit h graphics.

Ch a pt e r 1 9 . M a k in g t h e M ost of Gr a ph ics Office com es wit h Word for t ext , Excel for num bers, PowerPoint for slides, and Ent ourage for em ail and scheduling. From reading t he box, you m ight conclude t hat Office is t herefore m issing one of t he cornerst one Macint osh program s: graphics soft ware. I n fact , however, Office com es wit h a herd of graphics t ools, including Office 2008's new Sm art Art graphics, t he Clip Gallery, Aut oShapes, WordArt , and m ore—built right in and shared am ong Word, Excel, and PowerPoint .

1 9 .1 . I n se r t in g a Gr a ph ic You can drag, past e, or insert a pict ure int o a Word, Excel, or PowerPoint docum ent . To insert a graphic, choose Pict ure or click t he I nsert Pict ure but t on on t he Drawing t oolbar ( in Ent ourage choose Message I nsert I nsert Pict ure) and t hen select one of t he following from t he subm enu:

Clip Ar t opens t he Office Clip Gallery, as described below.

Fr om File opens a dialog box where you can choose any graphics file on your Mac.

H or izon t a l Lin e ( Word only) is a quick way t o put a horizont al line bet ween paragraphs wit hout opening t he " Borders and Shading" dialog box. These lines are act ually GI F files. They're m ore decorat ive t han st andard lines and borders, and ideal for use on Web sit es ( see Chapt er 9 ) .

Au t oSh a pe s are expanded, elaborat e versions of t he fam iliar circles and squares t hat you creat e wit h drawing t ools. For inst ance, Aut oShapes include arrows, cubes, banners, and speech balloons.

These t wo it em s you choose direct ly from t he I nsert m enu:

W or dAr t let s you change t he look of t ext in a num ber of wacky, at t ent ion- get t ing ways. Aft er t yping t he t ext , you can st ret ch, color, and dist ort it , using Office's drawing t ools ( Sect ion 19.3) .

Sm a r t Ar t Gr a ph iclet s you insert pre- designed graphics t hat show t hings like process flows, hierarchies, relat ionships, and so on.

UP TO SPEED Pict u r e s a n d D r a w in gs There are t wo dist inct kinds of graphics in t he com put er world, which, in Office, are known as pict ures and drawings. Pict ures include bit m ap files, rast er graphics, paint ing files, JPEG or GI F im ages, phot ographs, anyt hing scanned or capt ured wit h a digit al cam era, anyt hing grabbed from a Web page, and Office clip art . What all pict ures have in com m on is t hat ( a) t hey're com posed of individual, t iny colored dot s, and ( b) you can't creat e t hem using t he t ools built int o Office. You can m ake pict ures larger or sm aller, but if you st ret ch som et hing larger t han it s original size, it m ight look blot chy. Drawings include Aut oShapes, WordArt , and any graphics you creat e using Office's own drawing t ools. Drawings, also known as vect or or obj ect - orient ed graphics, are st ored by t he Mac as m at hem at ical equat ions t hat describe t heir size, shape, and ot her charact erist ics. That 's a fancy way of saying t hat you can resize, rot at e, squish, or squeeze drawings as m uch as you like wit hout ever worrying t hat t hey'll print j agged or blot chy. Keeping t hese dist inct ions in m ind will help you underst and why your Office program s funct ion like t hey do when you work wit h graphics.

1 9 .2 . Th e Clip Ga lle r y Clip art refers t o a canned collect ion of professionally drawn, cart oon- like illust rat ions designed for use in a wide variet y of docum ent s. Designing a birt hday card for a child? You can count on finding a soccer ball or kit e in any self- respect ing clip- art collect ion. Need a sket ch of people at t he office for a newslet t er art icle about business t ravel? Off you go t o t he clip- art collect ion. Fort unat ely, Office com es wit h hundreds of pieces of ready- t o- use art in a collect ion called t he Clip Gallery. And t hey're not all cart oonlike graphics eit her. You'll find 86 st ock phot ographs you can use in your docum ent s wit hout having t o worry about securing copyright perm issions—everyt hing from flowers, cut e anim als, and Pict ure Clip Art . babies t o businesspeople, landscapes, and at hlet es. To review t hem , choose I nsert The Clip Gallery opens, as shown in Figure 19- 1. ( Or click t he Clip Art but t on near t he m iddle of t he Drawing t oolbar.) The Obj ect Palet t e gives anot her port al t o your Clip Art collect ion ( see Sect ion 18.1.2.6) . From t here you can sim ply drag t hum bnails t o your docum ent , however, it doesn't have t he searching or im port ing feat ures of t he Clip Gallery.

N ot e : I n Ent ourage, you get a " Choose a File" dialog box inst ead of t he Clip Gallery. You have t o act ually navigat e over t o Microsoft Office 2008 Office Media Clipart folder in order t o select your clip art . t he Applicat ions

1 9 .2 .1 . Ca t e gor ie s The Cat egories but t on in t he Clip Gallery window opens a dialog box where you can delet e cat egories from , or add cat egories t o, t he Clip Gallery. Neit her process delet es or adds any act ual pict ures; t hey st ay where t hey Microsoft Office 2008 Office Media Clipart folder. You're j ust always were—in t he Applicat ions delet ing or adding cat egory nam es int o which t he pict ures can reside.

Figu r e 1 9 - 1 . Click a ca t e gor y in t h e list a t t h e le ft t o se e t h u m bn a ils of t h e a va ila ble clips. Aft e r you 've don e a k e yw or d se a r ch , a s sh ow n h e r e , you r r e su lt s a ppe a r in t h e Se a r ch Re su lt s ca t e gor y. Click a t h u m bn a il a n d t h e n click I n se r t ( or j u st dou ble - click t h e t h u m bn a il) t o pla ce t h e fu ll- size ve r sion in you r docu m e n t a t t h e in se r t ion poin t . ( Tu r n on t h e Pr e vie w box t o se e t h e fu ll- size im a ge in a se pa r a t e w in dow .) W h e n you 've fin ish e d a ddin g pict u r e s, click Close t o m a k e t h e dia log box va n ish .

1 9 .2 .2 . On lin e I f you click t he Online but t on, Office launches your Web browser and connect s t o t he Microsoft Office Online Clip Art and Media page, which offers t housands of addit ional clip art files in a searchable dat abase. You can download t hem individually or in groups by t urning on t heir checkboxes and clicking t he " Download ( num ber of) it em s" link. Aft er doing so you'll end up wit h a .cil file on your deskt op; double- click it t o add t he im ages t o t he Clip Gallery, where t hey'll appear in t he Favorit es cat egory.

1 9 .2 .3 . Addin g You r Ow n Clips You're not lim it ed t o clip art from Microsoft . Not only can you t ransfer your own im ages int o any Word docum ent wit h t he I nsert Pict ure From File com m and, but you can also m ake t hem part of t he Clip Gallery. This gives you t he opport unit y t o use t he Clip Gallery's search funct ion and organizing feat ures and see t hum bnails of your own clip art , t oo. ( iPhot o it ain't , but t his feat ure can be handy.) Pict ure Clip Art t o open t he Clip Gallery, and t hen click I m port . Use t he I m port To do so, choose I nsert dialog box t o navigat e t o t he graphics file you want t o bring int o t he Clip Gallery. ( Make sure t he Enable m enu shows " Clip Gallery I m ages" ; t he kinds of im ages you can im port are JPEG, TI FF, PI CT, GI F, PNG, or Phot oshop files, as well as clip art from Microsoft .) Use t he t hree but t ons at t he bot t om of t he window t o copy, m ove, or creat e an alias for t he im age in t he clip Gallery; t hen click I m port . The Propert ies window appears; you can give t he im age a new nam e t o display in t he Clip Gallery ( inst ead of t he file nam e) and assign cat egories or keywords. When you click OK, you'll find yourself back at t he Clip Gallery, wit h your newly added im age in it s window.

1 9 .2 .4 . D e le t in g Clips I f you want a clip out of your life forever, click it in t he Clip Gallery and choose Edit confirm at ion before expunging it .

Clear. Word asks for

1 9 .2 .5 . Se a r ch When you ent er a word in t he Search box at t he t op of t he Clip Gallery and click Search, Clip Gallery finds all t he clips t hat m at ch ( or are relat ed t o) t hat keyword. For inst ance, if you t ype in aut om obile, Clip Gallery pulls up all t he clips t hat have " aut om obile" as a keyword. Cooler yet , it also finds clips wit h " car" or " vehicle" as keywords—it relies on t he Office 2008 Thesaurus t o figure out which possible keywords m ean t he sam e t hing as what you t yped!

1 9 .2 .6 . W or k in g w it h Clip Ar t Aft er placing a piece of clip art int o your docum ent , you can click it t o produce eight blue handles at it s perim et er and one green st alk sprout ing from it s t op. By dragging t hese handles, you can resize t he illust rat ion in a variet y of ways:

D r a g a side h a n dle t o resize t he figure in t hat dim ension—drag t he t op one t o m ake it t aller, a side one t o m ake it wider, and so on.

D r a ggin g a cor n e r h a n dle keeps an obj ect in it s original proport ions as you resize it .

Opt ion - dr a g a side h a n dle t o r e size t he obj ect from t he cent er out ward in t he direct ion you're dr agging.

Opt ion - dr a g a cor n e r h a n dle t o resize an obj ect from t he cent er out ward and m aint ain it s proport ions.

D r a g t h e gr e e n st a lk t o rot at e t he obj ect ( see Sect ion 19.3.6.2) .

- dr a ggin g any handle overrides t he drawing grid ( see Sect ion 19.3.6.1) .

You can also m ove a graphic around t he screen by dragging it freely.

1 9 .3 . Au t oSh a pe s a n d W or dAr t There are t wo kinds of drawings in Word: t hose you m ake yourself using Word's drawing t ools ( see Sect ion 4.5) , and t hose Word m akes for you, via feat ures such as Aut oShapes, Sm art Art graphics, and WordArt .

1 9 .3 .1 . Au t oSh a pe s An Aut oShape is a ready- m ade drawing obj ect . As wit h t he sim ple circle, square, and t riangle of t im es past , you sim ply drag t o size and place t hem in your docum ent . However, you now have a plet hora of new choices, court esy of Office 2008. To use an Aut oShape in your docum ent , click t he Aut oShapes but t on on t he Drawing t oolbar. ( I f it 's not already open, choose View Toolbars Drawing.) Or click t he Toolbox but t on in t he St andard t oolbar and click t he Obj ect Palet t e's Shapes t ab. As shown in Figure 19- 2, each Aut oShape m enu ( or cat egory in t he Obj ect Palet t e's pop- up m enu) provides a palet t e of choices. Click one, t hen release t he m ouse; now drag in your docum ent t o place t he Aut oShape—you can always resize or m ove it lat er.

Figu r e 1 9 - 2 . Top Le ft : Th e t ools on t h e D r a w in g t oolba r give you ( t op t o bot t om ) : Se le ct Obj e ct s, Gr id Opt ion s, Fr e e Rot a t e , I n se r t Pict u r e , Clip Ar t , Te x t Box , Au t oSh a pe s, Lin e s, a n d 3 - D . Bot t om Le ft : You ca n k e e p a m in i- pa le t t e ( bot t om ) of Au t o Sh a pe s a n d Lin e s ope n by dr a ggin g t h e pa le t t e off t h e D r a w in g t oolba r . Righ t : Ca lle d t h e " a dj u st m e n t h a n dle ," t h e ye llow dia m on d on som e Au t oSh a pe s le t s you a dj u st som e a spe ct of t h e sh a pe —su ch a s t h e spik in e ss of a st a r .

N ot e : As you drag t o creat e an Aut oShape, press Shift t o keep t he shape in equal lengt h- t o- height proport ion. For inst ance, select t he rect angle shape and Shift - drag t o creat e a square, or select t he oval and Shift - drag t o creat e a perfect circle. As not ed earlier, you can also press Shift when dragging t o resize such an obj ect wit hout dist ort ing it s original proport ions.

1 9 .3 .2 . Lin e s Even wit h t he im m ense variet y of Aut oShapes and WordArt , som e days your own creat ive j uices are flowing.

Wit h Office's line t ools, you can draw free- form lines and com bine t hem wit h arrows and Aut oShapes t o build your own m ast erpieces. To get st art ed, sum m on t he Drawing t oolbar by choosing View Toolbars Drawing, or by right - clicking a t oolbar divider line and t hen select ing Drawing from t he Toolbars subm enu. Click t he Lines t oolbar icon, as shown in Figure 19- 3. Choose a line t ype from t he Line St yle pop- up m enu; t hen drag in your docum ent t o place t he line you've select ed. ( As wit h Aut oShapes and WordArt , lines lie on t op of t ext in Word—and are invisible in Draft view—unless you wrap t hem around t he t ext , as described on Sect ion 4.4.4.2.)

Figu r e 1 9 - 3 . W h e n a t oolba r m e n u h a s a st r ip of dot t e d lin e s a t t h e t op, you ca n dr a g it off t h e t oolba r ( le ft ) t o cr e a t e a floa t in g pa le t t e ( r igh t ) . Th e Lin e s pa le t t e con t a in s t ools for st r a igh t lin e s, a r r ow s, dou ble a r r ow s, cu r ve d lin e s, fr e e - for m sh a pe s, a n d scr ibble d lin e s.

You'll find t hat each of t he opt ions in t he Lines pop- up but t on m enu works a bit different ly:

Lin e. Drag for t he posit ion and lengt h of t he st raight line you want ; t he cursor t urns int o a t iny cross. To resize t he newly drawn line, drag t he handles on each side, or reposit ion it by dragging t he line it self ( at which t im e t he cursor t urns int o t he four- arrow m ove cursor) .

Ar r ow and D ou ble Ar r ow work j ust like lines. When you draw a single arrow, t he point appears where you st op dragging; a double arrow aut om at ically springs point s on bot h sides.

Cu r ve . Unlike lines, you draw curves by clicking, not dragging. Click t o creat e a st art ing point ; as you m ove t he m ouse, t he curve follows. When you click a second t im e, t he line gent ly curves from t he first point t o t he second. Cont inue in t his sam e m anner. ( The curve t ool works best for wiggles and waves rat her t han closed shapes.) When you're done, double- click t o finish off t he curve. To enclose t he shape, click as close as you can t o your st art ing point .

The Fr e e for m t ool is a t wo- in- one special. When you drag wit h it , t he cursor t urns int o a pencil and works like a pencil—you can draw lines wit h any bend and direct ion wit hout t he lim it at ions of t he Curve t ool. The inst ant you let go of t he m ouse but t on, t he cursor t urns int o a cross and becom es a line t ool. Clicking t he m ouse again now draws a st raight line, j ust as wit h t he Line t ool. Hold down t he m ouse but t on again t o go back t o freehand drawing.

The Scr ibble t ool is exact ly like Freeform wit hout t he st raight - line feat ure. You drag it t o draw a freehand line; t he line ends when you let go of t he m ouse but t on.

1 9 .3 .3 . Edit in g Lin e s To change t he color and t hickness of lines you've drawn, use t he Line form at t ing t ools on t he Form at t ing Palet t e. Two ot her line opt ions await only if you Cont rol- click ( or right - click) t he line and choose t hem from t he short cut m enu:

Edit Poin t s. Don't worry if your line or drawn obj ect doesn't com e out perfect on t he first t ry. Just do t he best you can, and t hen Cont rol- click ( or right - click) t he shape and choose Edit Point s from t he short cut m enu. You can t hen drag t he lit t le dot s t o resize and reshape t he line. This t rick is especially useful for t he Curve, Freeform , and Scribble t ools.

Ope n Cu r ve. This unusual com m and ( available on t he short cut m enu only) " disconnect s" t he point where you closed a Curve, Freeform , or Scribble obj ect . Now you can use t he edit point s t o reshape t he obj ect . Should you ever want t o close t he gap again, Cont rol- click t he shape again and choose Close Curve.

1 9 .3 .4 . Sm a r t Ar t Gr a ph ics Office 2008 int roduces a new m em ber t o t he Office graphics gang: Sm art Art graphics. Like collect ions of Aut oShapes choreographed by Busby Berkeley, Sm art Art graphics let you visually com m unicat e inform at ion in list s, processes, cycles, hierarchies, relat ionships, and so on. St art ing wit h t hese graphical t em plat es, you can fill in your t ext inform at ion, refine t he form at t ing, and experim ent wit h different layout s. Sm art Art Graphic) t o display t he Click t he Sm art Art Graphics t ab of t he Elem ent s Gallery ( or choose I nsert Sm art Art gallery ( see Figure 19- 4, t op) . Use t he row of st yle but t ons t o narrow your choices t o List st yles, Process st yles, Relat ionship st yles, and so on; and t hen use t he scroll but t ons at t he right end of t he Gallery t o view all your choices. When you click one of t he t hum bnails, t he graphic appears in your docum ent surrounded by a blue select ion fram e and accom panied by t he dark gray Text Pane ( see Figure 19- 4, bot t om ) . You can t ype direct ly on t he graphic, or in t he Text Pane. As you t ype, you'll see your words appear in t he graphic. The Text Pane operat es like a lit t le out line. You can m ake a list of it em s of equal im port ance, or you can use t he Dem ot e but t on t o m ove an it em down one level of im port ance, or use t he Prom ot e but t on t o elevat e an it em in im port ance. As you do, t he t ext in your graphic reflect s t he new arrangem ent , wit h added or rem oved bullet point s. Two m ore but t ons let you add or rem ove it em s from your out line—which you can also accom plish wit h t he Ret urn key and t he Delet e key.

Figu r e 1 9 - 4 . Top: As you h old you r cu r sor ove r a Sm a r t Ar t t h u m bn a il in t h e Ele m e n t s Ga lle r y, a sh or t de scr ipt ion of t h e dia gr a m a ppe a r s a t t h e le ft . Click a t h u m bn a il t o in se r t it in you r docu m e n t . Bot t om : You ca n e n t e r t e x t e it h e r dir e ct ly in t h e dia gr a m or in t h e Te x t Pa n e . Th e bu t t on on t h e u ppe r - le ft cor n e r of t h e se le ct ion fr a m e h ide s or r e ve a ls t h e Te x t Pa n e .

As you add t ext t o your out line, Sm art Art 's canniness becom es evident , as it aut om at ically adj ust s cont ainer size and font size t o accom m odat e your words—always keeping t he ent ire group balanced and in proport ion. When you're working wit h Sm art Art graphics, t he Sm art Art Graphic St yles pane j oins t he Form at t ing Palet t e. By clicking it s various St yles But t ons, you can inst ant ly t ransform your flat graphic int o a variet y of 3- D configurat ions. Sim ilarly, t he Colors t ab gives a select ion of colorizat ion schem es, based on your Docum ent Them e colors. As you work wit h a Sm art Art graphic, you can click ot her Sm art Art t hum bnails in t he Elem ent s Gallery t o see how your inform at ion would look in a different form at —and always com e back t o your original design. For exam ple, you m ight st art out t hinking your relat ionship com parison dat a would work well in a Balance diagram , but t hen discover a sim ple Venn diagram get s your point across m uch m ore clearly ( see Figure 19- 5, bot t om ) . Alt hough it appears in your docum ent as one unit , a Sm art Art graphic is act ually collect ion of regular graphic obj ect s. And like ot her graphic obj ect s, you can select and m odify t hem j ust as you would any ot her graphic—as described lat er in t his chapt er and in Chapt er 8 .

Figu r e 1 9 - 5 . As you e n t e r you r da t a in t h e Sm a r t Ar t Te x t Pa n e ( t op) , you r w or ds a ppe a r in t h e gr a ph ic ( m iddle ) . Click som e of t h e ot h e r Sm a r t Ar t gr a ph ics in t h e Ele m e n t s Ga lle r y t o se e t h e sa m e da t a displa ye d in diffe r e n t w a ys ( bot t om ) .

1 9 .3 .5 . W or dAr t Like an Aut oShape, a piece of WordArt is a t ype of ready- m ade drawing obj ect . I n t his case, it 's used for special t ext effect s—3- D, wavy, slant ing, colored, and various ot her perm ut at ions—t hat would be j ust right on a m ovie post er ( but should be used sparingly in ot her sit uat ions) . Figure 19- 6 shows som e exam ples. To creat e som e WordArt , click t he Elem ent s Gallery's WordArt t ab or choose I nsert as shown in Figure 19- 6.

WordArt . Then proceed

When you click a piece of WordArt , t he Form at t ing Palet t e's WordArt pane appears. This pane cont ains t hree basic t ext t ools for spacing and alignm ent t hat form at t he act ual t ext of your WordArt . The Form at WordArt but t on opens t he Form at dialog box where you can change color, t ransparency, wrapping, and so on. The m ost powerful but t on here is t he first one, Form at as Shape, which t akes t he WordArt and m akes it conform t o one of t he 40 different shapes you can choose from t he pop- up palet t e. St ack Text Vert ically st rings t he t ext downward, so t hat one let t er appears below t he ot her. Equalize Charact er Height st ret ches t he short let t ers of t he select ed WordArt so t hat all let t ers line up, t op and bot t om ( except for let t ers wit h descenders—g, j , p, q, y—which are st rangely unaffect ed) . Double- clicking t he WordArt it self t akes you t o t he Edit WordArt dialog box.

Figu r e 1 9 - 6 . Top: I n t h e W or dAr t Ga lle r y, click a t e x t de sign t h a t st r ik e s you r fa n cy, a n d it a ppe a r s in you r docu m e n t w it h " You r Te x t H e r e " a s st a n d- in t e x t . Click a n ot h e r st yle in t h e ga lle r y t o r e pla ce you r fir st ch oice . M iddle : D ou ble - click t h e t e x t box t o ope n t h e Edit W or dAr t Te x t dia log box . Ch oose a t ype fa ce , t h e n t ype you r t e x t ba n n e r m e ssa ge ; click OK w h e n you 'r e fin ish e d. Bot t om : You r n e w W or dAr t a ppe a r s in you r docu m e n t . You ca n fin e - t u n e it s a ppe a r a n ce by dr a ggin g t h e ye llow a dj u st m e n t h a n dle s, or by st r e t ch in g or com pr e ssin g t h e t e x t box .

1 9 .3 .6 . Align in g Obj e ct s When you have m ult iple obj ect s on a page, you m ay want t hem t o be equally spaced or evenly aligned by t heir t op edges. I nst ead of working out t he m easurem ent s and aligning t hem m anually, use Office's built - in alignm ent feat ures. To do so, select t he obj ect s t hat you need t o line up or arrange ( Shift - click each one) . Then choose one of t he following opt ions from t he Align or Dist ribut e m enu but t ons of t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane. Use t he t iny icons on t his m enu as a visual clue t o t heir funct ions.

Align Le ft , Align Ce n t e r , or Align Righ t. These com m ands bring t he select ed obj ect s int o perfect vert ical alignm ent by t heir left or right edges, or cent erlines.

Align Top, Align M iddle , or Align Bot t om . These com m ands bring t he select ed obj ect s int o perfect horizont al alignm ent by t heir t op or bot t om edges, or cent erlines.

D ist r ibu t e H or izon t a lly or D ist r ibu t e Ve r t ica lly. Use t hese com m ands t o spread your drawing obj ect s across t he page or from t op t o bot t om —wit h an equal am ount of space bet ween each one.

You can also use t he above com m ands on a single obj ect , t o place it at eit her side or in t he cent er of a page.

1 9 .3 .6 .1 . Th e D r a w in g gr id Even wit hout using t he alignm ent com m ands, you m ight have not iced t hat it 's fairly easy t o pull obj ect s int o alignm ent wit h one anot her j ust by dragging. That 's because each Word page has an invisible alignm ent grid t hat obj ect s " snap t o," as if pulled int o line by a m agnet ic force. To see t he grid, click Grid Opt ions on t he Drawing t oolbar. I n t he Grid Opt ions dialog box: t urn on " Display gridlines on screen; " specify a gridline separat ion in t he " Horizont al every" box ( and t he " Vert ical every" box t oo, if you like) ; and t hen click OK. Now you can see t he grid's faint gray lines superim posed on your docum ent .

N ot e : I n Excel, t he gridlines are t he cell boundaries t hem selves. You can eit her snap t o t hese gridlines or snap " To Shape" ( see Sect ion 13.2.1 ) .

Now t hat you know what t he grid looks like, here's how t o use t he ot her Grid Opt ions set t ings:

To t urn t he grid off so t hat you can drag obj ect s around wit h no spat ial rest rict ion what soever, t urn off t he appropriat e opt ion under t he " Snap obj ect s" sect ion.

T ip : When t he grid is t urned off, - drag an obj ect when you do want it t o snap t o t he grid. Conversely, when t he grid is t urned on, - dragging a graphic m oves it exact ly where you put it , wit hout snapping t o t he grid.

You can use t he " Snap obj ect s t o ot her obj ect s" box wit h or wit hout snapping t o t he grid. When t his box is t urned on, a dragged obj ect snaps int o alignm ent wit h t he edges of t he closest nearby obj ect . I f t he grid is on, t he nearest obj ect overrides t he grid.

Change t he default grid spacing ( an eight h of an inch) by changing t he m easurem ent s in t he " Grid set t ings" boxes.

Click OK t o apply t he grid changes t o your docum ent .

1 9 .3 .6 .2 . Rot a t in g dr a w in g obj e ct s You can rot at e drawing obj ect s in eit her of t wo ways: freely wit h t he m ouse, or in precise 90- degree increm ent s.

To rot at e som et hing, click t he obj ect , and t hen click t he Free Rot at e but t on ( a curved- around arrow) on t he Drawing t oolbar. The handles on t he obj ect becom e green dot s. Drag any dot t o rot at e t he obj ect on it s own axis. The obj ect j um ps int o it s new orient at ion when you let go of t he m ouse but t on. ( Opt ion- drag t o rot at e t he obj ect on it s end inst ead.)

T ip : Hold down t he Shift key while you rot at e t o pivot in 15- degree increm ent s.

To rot at e in 90- degree increm ent s, click t he obj ect , and t hen in t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane, choose Rot at e Left or Rot at e Right from t he Rot at e m enu. Repeat t he process t o cont inue rot at ing t he obj ect a quart er t urn at a t im e.

To flip a select ed drawing obj ect , click t he obj ect , and t hen in t he Form at t ing Palet t e's Size, Rot at ion, and Ordering pane, choose Flip Horizont al or Flip Vert ical from t he Rot at e m enu. Flip Horizont al reverses t he obj ect from side t o side; Flip Vert ical t urns it head- over- heels.

N ot e : Pict ures and clip art feat ure a st alk wit h a green handle sprout ing from t heir t op. Drag t he green handle t o rot at e t hese obj ect s, as described on Sect ion 8.2.5.7 .

1 9 .3 .7 . M odifyin g Obj e ct s Besides arranging an obj ect 's size and placem ent on t he page, you can also adj ust t he way each obj ect looks by adj ust ing it s various propert ies. Obj ect propert ies include t hings like fill color, line color and st yle, drop shadow, and obj ect opacit y. The Form at t ing Palet t e, t he Form at dialog box, and t he Color Picker have t he com m ands for m aking all of t hese adj ust m ent s.

Th e For m a t t in g Pa le t t e. When you click an obj ect , t he Form at t ing Palet t e provides a plet hora of graphics cont rols ( Fill, Line, Size, and so on) , t he assort m ent of which varies depending on t he t ype of obj ect at hand. You'll find all of t he Form at t ing Palet t e's com m ands duplicat ed in t he Form at dialog box—wit h t he except ion of t he Quick St yles and Effect s pane ( see Figure 19- 7) .

Th e For m a t dia log box . When you double- click an obj ect ( ot her t han a t ext box) or use one of t he Obj ect ( Pict ure, Text Box, and Aut oShape) com m and, t his m assive, m ult it ab variat ions of t he Form at dialog box appears ( see Figure 19- 7) . I t s various panes let you specify every conceivable aspect of t he select ed obj ect .

Figu r e 1 9 - 7 . Th e For m a t Pict u r e dia log box le t s you m a ssa ge t h e a ppe a r a n ce of you r in se r t e d pict u r e s in gr e a t de t a il, bu t u sin g it t a k e s t im e . En t e r t h e Pict u r e , a n d Qu ick St yle s a n d Effe ct s pa n e s of t h e For m a t t in g Pa le t t e . By click in g on e of t h e six bu t t on s a cr oss t h e t op, you ca n e n h a n ce you r pict u r e w it h Qu ick St yle s, Sh a dow s, Glow s, Re fle ct ion s, a n d 3 - D Effe ct s. ( Pe r h a ps in a fu t u r e W or d ve r sion t h e Te x t Tr a n sfor m s bu t t on w ill a ct u a lly do som e t h in g.) Th e Pict u r e pa n e give s a n a r r a y of con t r ols fou n d in t h e For m a t t e d Pict u r e dia log box plu s t h e vit a l Cr op bu t t on , w h ich le t s you cr op you r pict u r e s visu a lly in st e a d of n u m e r ica lly.

The Form at dialog box is Office 2008's way of giving you a sneak peek at t he fut ure. Double- click a pict ure t o see what all Form at dialog boxes will look like one day ( see Figure 19- 8) . ( Apparent ly Microsoft didn't have t im e t o updat e everyt hing t hey'd planned t o—and st ill get t he soft ware out in t im e for Macworld 2008. For now, t he Form at Pict ure dialog box feat ures a nonfunct ional Text Box t ab; t he ot her Form at dialog boxes sport a

nonfunct ional Pict ure t ab.)

N ot e : The following discussion focuses on t he Form at dialog box, since it 's t he m ost com plet e. Most of t he choices described in t his sect ion also appear, however, in t he various panes of t he Form at t ing Palet t e.

1 9 .3 .8 . Color s a n d Lin e s Ta b On t his t ab of t he Form at dialog box, you can specify a color, pict ure, or pat t ern t hat will fill in t he int erior of your pict ure or drawing.

Figu r e 1 9 - 8 . Th e look of For m a t dia log box e s t o com e —a va ila ble n ow in a Pict u r e dia log box n e a r you —w h ich fe a t u r e t a bs in a side ba r . Th e For m a t dia log box e s for ot h e r t ype s of obj e ct s st ill u se W or d's t r a dit ion a l st yle w it h t h e t a bs on t op, lik e t h e For m a t Te x t Box dia log box sh ow n ba ck on Se ct ion 4 .4 .4 .2 .

N ot e : The "Colors and Lines" t ab Fill cont rol is designed t o fill in t he background of drawing obj ect s and Office clip art . The corresponding Fills t ab in t he new Form at Pict ure dialog box has no visible effect on norm al pict ures, but can provide a background layer t hat shows t hrough if t he pict ure has t ransparent areas, or if you've added Transparency in t he Fill t ab.

1 9 .3 .8 .1 . Fill Color : St a n da r d pa le t t e Click one of t he Color pop- up m enus and Word displays it s array of Them e Colors—an assort m ent chosen t o

coordinat e wit h your t em plat e, or a different collect ion you've chosen in t he Form at t ing Palet t e's Docum ent Them e pane—and 10 st andard colors. This colorful palet t e appears any t im e you have t he opt ion t o change a color in Office. You can also use it t o change font color ( as shown back in Figure 3- 4 on Sect ion 3.2.5, for exam ple) . Click t he color you want t o apply.

1 9 .3 .8 .2 . Fill Color : M or e Color s I f none of t he 70 colors m eet s wit h your art ist ic st andards, choose More Colors from t he Fill Color pop- up m enu t o open t he Mac OS X color picker, which offers five different ways t o select alm ost any color in exist ence. First of all, you can choose any color t hat you current ly see on t he m onit or—like a sam ple from a favorit e pict ure—by clicking t he m agnifying glass icon and t hen clicking anywhere on screen, as discussed in Figure 19- 9. The five square but t ons at t he t op of t he color picker reveal different panels, each of which provides a unique way t o see and even blend colors. Choose t he one t hat best m at ches how you're used t o looking at color. Here are t he various color pickers you can t ry:

Figu r e 1 9 - 9 . Th e m a n y fa ce s of t h e Color Pick e r , se le ct e d fr om t h e r ow of bu t t on s a t it s t op, give you five diffe r e n t w a ys t o ch oose color s. Click a n y of t h e color displa ys, or u se t h e slide r s t o pick a color . You ca n a lso copy a color fr om a n yw h e r e on you r scr e e n in or de r t o do t h in gs lik e m a t ch a t e x t box color t o t h a t ca pt iva t in g blu e of you r ba by's e ye s. Click t h e m a gn ifyin g gla ss a n d W or d t u r n s t h e a r r ow cu r sor in t o a m a gn ifyin g gla ss. D r a g it ove r a n y color on you r scr e e n a n d click t o loa d t h a t color in t o t h e sw a t ch displa y a t t h e t op of t h e color pick e r . Sa ve a fa vor it e color by dr a ggin g it t o on e of t h e r ow of box e s a t t h e bot t om of t h e color pick e r —a n d w h e n you fill u p on e r ow , dr a g t h e t in y bu t t on be n e a t h t h e r ow dow n w a r d t o e x pose m or e e m pt y squ a r e s.

On t he Color W h e e l panel, you can click anywhere in t he circle t o choose a color from t he spect rum . Use t he slide on t he right t o m ake t he hues bright er or darker.

The Color Slide r s panel gives you access t o t radit ional color syst em s, like CYMK, which let s you blend t he ink color used in t he print ing business—Cyan, Yellow, Magent a, and Black; or RGB, t he syst em com put ers use t o describe colors wit h Red, Green, and Blue. Choose your favorit e color syst em from t he pop- up m enu near t he t op of t he panel, and t hen click t he ColorSync pop- up m enu ( under t he m agnifying glass) t o fine t une your color palet t e for various devices—scanners, print ers, and so on—or paper st ocks.

The Color Pa le t t e s panel let s you choose, from t he pop- up m enu, list s of color swat ches such as Apple's

st andard palet t e or t he set of colors t hat you can use on Web pages. Scroll t hrough t he list and click your desired color.

I m a ge Pa le t t e s let s you select colors from t he spect rum in t he big square on t he panel. You can also choose t o im port a graphics file int o t he square and t hen pick colors from it —helpful if you want t o m at ch colors for your int erior design schem e or lat est spring sport swear collect ion.

Cr a yon s is t he sim plest one t o use—as easy as picking a Crayola out of a box. ( The nam es—Asparagus, Spindrift , Bubblegum —are lot s of fun, t oo.)

1 9 .3 .8 .3 . Fill Color : Fill Effe ct s I f you choose Fill Effect s from t he Fill Color pop- up m enu ( or use t he Gradient , Pict ure, and Text ure t abs in t he new Form at Pict ure dialog box) , you get t he secret dialog box shown in Figure 19- 10 . I t has four t abs of it s own, each offering a dram at ic way t o fill in t he background of t he select ed obj ect .

Figu r e 1 9 - 1 0 . Ch oosin g Fill Effe ct s le t s you u se som e t h in g ot h e r t h a n a solid color for a fill. Click in g t h e Color s r a dio bu t t on s on t h e Gr a die n t t a b le t s you u se a n y of W or d's color - pick in g t ools t o ch oose t h e color s t o a pply t o t h e gr a die n t e ffe ct s. Th e Pr e se t ch oice give s you a list of pr e in st a lle d cu st om color com bin a t ion s w it h poe t ic n a m e s su ch a s La t e Su n se t a n d Fog. Th e Tr a n spa r e n cy slide r s a dd t r a n spa r e n cy t o e it h e r e n d of t h e gr a die n t e ffe ct . An d if you t u r n on " Rot a t e fill e ffe ct w it h sh a pe " t h e n you r gr a die n t s m a in t a in t h e ir a lign m e n t w it h you r obj e ct w h ile you r ot a t e it .

For exam ple, t he Gr a die n t t ab let s you apply sm oot hly shift ing colors wit hin t he int erior of t he drawing obj ect —for rainbowlike, shim m ery effect s. Use t he t op cont rols t o specify t he colors you want t o shift from and t o; use t he bot t om cont rols t o indicat e t he direct ion of shift ing. Once you set t he colors, st yle, and direct ion, you can apply t ransparency t o t he gradient by using t he sliders at t he lower right .

The Te x t u r e t ab is your personal Hom e Depot for m arble, granit e, burlap, and ot her building m at erials. When you need t o dress up, say, a t it le or heading by m ount ing it on a st at ely, plaque- like rect angle, t hese squares are j ust t he t icket . ( Click Ot her Text ure t o choose a graphics file on your Mac t hat you'd like t o use inst ead as a t iled, repeat ing background pat t ern.)

The Pa t t e r n t ab has a variet y of t wo- color pat t erns. Using t he pop- up m enus at t he bot t om of t he dialog box, you can specify which is t he dark color and which is t he light one.

Finally, when you click t he Pict u r e t ab, you'll find no pict ures t o choose from —at first . Click Select Pict ure t o choose any pict ure file on your Mac, including, but not lim it ed t o, Office clip art . Click I nsert t o bring t he pict ure int o t he Pict ure t ab, where you can see what it will look like. Click OK t o use t he pict ure as a fill for your obj ect .

1 9 .3 .8 .4 . Tr a n spa r e n cy This slider, found on t he Colors and Lines t ab and t he Form at t ing Palet t e, changes what ever color you've chosen int o a t ransparent version. The t ext or obj ect s layered above or below it rem ain visible t hrough t he color, court esy of Mac OS X's Quart z graphics t echnology.

1 9 .3 .8 .5 . Lin e pop- u p m e n u s I n t he Line sect ion of t he Colors and Lines t ab, you can choose colors, dash and dot pat t erns, st yles ( single, double, and so on) , weight or t hickness, and t ransparency. All of it applies t o t he lines t hat const it ut e t he select ed obj ect , or t he fram e around a t ext box or pict ure.

1 9 .3 .8 .6 . Pick a Lin e Color / Pick a Fill Color Choosing t he eyedropper t ool on t he Line or Fill Color m enu but t ons in t he Form at t ing Palet t e's Colors, Weight s, and Fills pane ( not t he Form at dialog box) let s you click anywhere on your Mac's screen t o pick a color. I t can be in any open window, such as a Web page in your browser. When you click a color wit h t he eyedropper, t he line or fill t akes on t hat exact color. Word t hen adds t hat color t o t he bot t om of all Office color palet t es t o provide consist ent color for your fut ure use.

1 9 .3 .8 .7 . Ar r ow s ( dr a w in g obj e ct s on ly) I f you've drawn a sim ple line ( as opposed t o an enclosed shape) , you can add an arrowhead t o one or bot h ends, using t he Arrow cont rols here, ideal for callout t ext boxes or dim ension lines.

1 9 .3 .9 . Size Ta b While you can always resize an obj ect right in your docum ent by dragging it s handles, t he Size t ab has ot her invaluable feat ures. For exam ple:

H e igh t , W idt h . These sect ions let you specify precise m easurem ent s for t he height and widt h of your obj ect , in hundredt hs of an inch.

Rot at e . This opt ion let s you rot at e an obj ect ( not a t ext box) t o any angle.

N ot e : The size t ab of t he form er Form at dialog box feat ures a Reset but t on which, in t he olden days of previous Word versions, let s you quickly recover from sizing m ist akes. Alas, t he poor Reset but t on has lost all it s powers, and does not hing when you click it . I ndeed, t he new Form at Pict ure dialog box rem oves all m em ory of t his useful but t on.

Sca le . These cont rols let you enlarge or shrink a select ed graphic by a specified percent age. ( I f you t urn on Lock a spe ct r a t io before adj ust ing size, t he drawing's original height - t o- widt h proport ions rem ain t he sam e. The Re la t ive t o or igin a l pict u r e size box applies only t o pict ures, not drawings; it let s you use t he boxes in t he Scale sect ion t o change t he pict ure's size by a percent age of t he original size. Thus, by changing t he percent age t o 200, you can double a pict ure's size wit hout calculat ing t he exact m easurem ent s.)

N ot e : Making bit m apped im ages ( like digit al phot os) larger t han t hey originally appear is a recipe for blot chiness, since you can't have m ore dot s per inch t han t he im age's original resolut ion. And if you int end t o print such graphics, be aware t hat t heir st andard screen resolut ion of 72 dot s per inch looks good on t he screen but isn't fine enough t o produce highqualit y print s. So if your docum ent is dest ined for t he print er, use digit al im ages of 150 dot s per inch or higher.

1 9 .3 .1 0 . Pict u r e Ta b The Pict ure t ab and t he following special effect s t abs appear only in t he new Form at Pict ure dialog box, and in t he Form at t ing Palet t e when you've select ed a pict ure. The t ools on t he Pict u r e t ab, as shown in Figure 19- 11 , provide you precision t ools t o perfect your im age:

Use t he Cr op fr om boxes t o specify, in hundredt hs of an inch, how m uch you'd like t o t rim off each side of a pict ure.

The Re color m enu let s you t urn your color graphic int o grayscale, black and whit e, or washout . ( The washout set t ing produces an ext rem ely faint im age, light enough t hat you can st ill read t ext t hat flows over it .) I n addit ion, you can choose from a bat ch of dark and light variat ions t o colorize your pict ure based on t he Docum ent Them e colors ( see Sect ion 16.4.1.1) . These choices affect only t he im age it self, not t he fill. You adj ust t he fill on t he Fill t ab as described on Sect ion 19.3.8.1.

Br igh t n e ss a n d Con t r a st are m ainly useful for t ouching up phot ographs, but t hey do affect clip art and ot her im ages. I ncrease cont rast for a crisper look; decrease it for a soft er effect .

The Tr a nspa r e ncy cont rol let s you m ake a pict ure com plet ely—or j ust slight ly—t ransparent , so t hat what ever is behind it shows t hrough. Com bining t ransparency wit h a fill color is a good way t o m ake a t int ed background im age.

Figu r e 1 9 - 1 1 . Use t h e For m a t t in g Pa le t t e 's Pict u r e pa n e t o cr op a pict u r e w it h in you r docu m e n t . Click t h e Cr op bu t t on a n d dr a g a n y of t h e e igh t cr op h a n dle s t h a t a ppe a r . W h e n you 'r e sa t isfie d w it h you r cr oppin g, j u st click ou t side t h e pict u r e t o fin a lize it . I f you de cide la t e r you 've m a de a m ist a k e , se le ct t h e pict u r e a ga in a n d click t h e Re se t bu t t on t o r e t u r n it t o it s or igin a l, a s- im por t e d, st a t e .

I f you change your m ind about anyt hing you've done t o a pict ure, rem em ber you can undo your changes one by Undo com m and, or click t he Reset but t on in t he Form at t ing Palet t e's Pict ure pane one by choosing t he Edit t o t ake your pict ure all t he way back t o square one.

1 9 .3 .1 1 . Sh a dow Ta b Turning on t he Shadow checkbox in t his t ab act ivat es t he shadowy world you cont rol t o inst ant ly add a t hird dim ension t o your page:

Use t he St yle pop- up m enu t o choose Out er, t he t radit ional drop shadow st yle; I nner, t o creat e a shadow t hat falls wit hin t he pict ure; or Perspect ive, t o m ake it look like your pict ure obj ect is illum inat ed by a Klieg light far above and t o your right .

Twist t he An gle knob, ent er t he exact num ber of degrees, or use t he up- and down- arrow but t on t o det erm ine t he direct ion in which t he shadow falls.

Click t he Color pop- up m enu if you'd like your shadow t o be som et hing ot her t han black or gray.

The Size slider adj ust s t he size of t he shadow, relat ive t o t he pict ure.

Adj ust t he Blu r cont rol t o affect t he shadows and soft ness, m im icking t he range from harsh, direct sun t o soft window light .

The D ist a n ce cont rol det erm ines how far from t he pict ure t he shadow falls.

Adj ust t he Tr a nspa r e ncy cont rol t o affect t he darkness of t he shadow. I f you have black select ed as t he shadow color, for exam ple, t his slider creat es shadows from pure black, t o gray, all t he way t o nonexist ent .

1 9 .3 .1 2 . Glow & Soft Edge s The t wo effect s in t his t ab bot h soft en t he edges of a pict ure—but do it in very different ways.

The Glow effect adds a soft fram e of color around a pict ure—anot her t echnique t o m ake a pict ure st and out on t he page. Use t he Color pop- up m enu t o choose a glow color, t he Size slider t o det erm ine how wide a glowing fram e t o creat e, and t he Transparency slider t o soft en t he effect .

The Soft Edge s effect creat es a soft or feat hered edge t o t he pict ure, so it blends gradually int o t he page background. You'll see t his t echnique oft en used in collages where one pict ure blends int o anot her. Set t he Glow pop- up m enu t o No Glow and t hen adj ust t he Soft Edges slider t o see t he effect .

Feel free t o experim ent using t he Glow and Soft Edges effect s t oget her.

1 9 .3 .1 3 . Re fle ct ion Turn on t he Reflect ion checkbox t o m ake your pict ures appear t o be st anding on a highly polished surface, wit h a reflect ion ext ending from t he bot t om of t he pict ure. A m odern look wit h which are no doubt fam iliar if you've been hanging around Mac OS X—or especially St eve Jobs' keynot e present at ions—for very long.

The Tr a nspa r e ncy cont rol det erm ines t he int ensit y, or densit y of t he reflect ion.

Use t he Size slider t o cont rol how m uch of t he pict ure is reflect ed below it , from none at zero, t o t he ent ire pict ure at 100% .

When you slide t he D ist a n ce adj ust m ent t o t he right , reflect ion m oves away from t he bot t om of t he pict ure—t he sam e effect you'd see if you were t o raise t he pict ure above t he reflect ive surface.

1 9 .3 .1 4 . 3 - D For m a t Pixar it isn't , but Word does it s best t o sim ulat e t hree dim ensionalit y by giving you t he opt ion of adding 3- D effect s t o your pict ures. Using t hese t ools, you can t ransform a flat pict ure int o what looks like a very t hick pict ure, or a box wit h t he pict ure wrapped around every side.

The Be ve l t ab cont rols what t he virt ual sides and edges of t he 3- D pict ure look like. Since t he pict ure is t urning int o a 3- D " box," use t he t wo pop- up m enus t o det erm ine t he kind of edge t reat m ent for t he t op and bot t om of t he box. The Widt h set t ings cont rol how far t hat edge int rudes int o t he pict ure; while t he Height set t ings cont rol t he t hickness or dept h of t he edge t reat m ent .

The D e pt h & Su r fa ce t ab's D e pt h & Con t ou r sect ion cont rols t he edge color and " t hickness" of your 3- D box. Use t he Dept h Color pop- up m enu t o apply a color t o t he 3- D sides of your pict ure, and use t he Dept h set t ing t o det erm ine it s t hickness. You can use t he Cont our Color pop- up m enu and Size box t o apply a color t o all t he edges of your box as an addit ional way t o highlight your pict ure's t hree- dim ensionalit y.

The Su r fa ce sect ion of t he Dept h & Surface t ab let s you choose t he m at erial t hat your virt ual 3- D obj ect is built from . Use t he pop- up m enu t o choose from shiny m et al, clear glass, a m at t e surface, and so on. Then use t he Light ing pop- up m enu t o cont rol t he virt ual illum inat ion for your virt ual obj ect . Choose from sim ple flat light ing, warm sunset light , harsh cont rast light ing, and m any ot hers; and t hen choose t he direct ion for your light source using t he Angle cont rol.

1 9 .3 .1 5 . 3 - D Rot a t ion Once you've built a 3- D obj ect from a pict ure using t he 3- D Form at t ab, m ake t he m ost of it by using t he 3- D Rot at ion t ab t o orient it on t he page.

Use t he Rot a t ion sect ion's Type pop- up m enu t o choose how your 3- D obj ect appears as you rot at e it . Choose Parallel t o keep t he sides of your obj ect parallel wit h one anot her; choose perspect ive t o m ake it look like t he rot at ed obj ect is receding int o space. Then use t he Perspect ive up- and down- arrow but t ons t o vary t he perspect ive am ount . The four Oblique set t ings det erm ine which corner your obj ect rot at es around. Aft er choosing t he t ype of rot at ion, t hen use t he X, Y, or Z but t ons t o perform t he rot at ion. Click t hese rot at ion but t ons t o rot at e 5degree in t he direct ion indicat ed on t he but t on, or use t he up- and down- arrow but t on t o m ove in 1- degree increm ent s. Of course, you can also ent er a m easurem ent direct ly in t he box. You can m ove t he rot at ion axis away from t he plane of t he obj ect by t he am ount you ent er in t he " Dist ance from cent er" box—an effect t hat 's especially visible if you've t urned on t he shadow or reflect ion opt ions.

The Te x t sect ion provides hope t hat Microsoft has plans for rot at ing 3- D t ext boxes in a fut ure version. For now, it rem ains a t ant alizing enigm a.

1 9 .4 . Obj e ct Lin k in g a n d Em be ddin g ( OLE) Linked and em bedded obj ect s are bot h chunks of dat a, like drawings or spreadsheet s, nest led wit hin a docum ent in one Office program , but act ually creat ed by anot her. You edit t hem in what ever program creat ed t hem , but behind t he scenes, t here's a big difference in where t heir dat a is st ored. A linked obj ect 's dat a is st ored in a separat e file ( what Microsoft calls t he source file) . An em bedded obj ect , on t he ot her hand, is an int egral part of t he file in which it appears. All it s dat a is st ored right t here in t he docum ent . That 's why an em bedded obj ect bloat s t he file size of t he docum ent cont aining it . However, em bedding an obj ect m eans t hat you'll never have t o endure t hat sickening j olt when you realize you're m issing an im port ant speech t hat you copied t o your lapt op ( as you m ight if you had only used linking) . The whole process is called Obj ect Linking and Em bedding, or OLE for short . You can't get very far on a Microsoft newsgroup or discussion board wit hout seeing t hat acronym . At user group m eet ings, t he preferred pronunciat ion is " olé" .

1 9 .4 .1 . Cr e a t in g Lin k e d Obj e ct s To add a linked obj ect t o your Office docum ent , you first have t o creat e t hat obj ect in a program t hat offers OLE feat ures. On t he Mac, t hat includes Word, Excel, and Power- Point 2008. For exam ple, you can use linking t o incorporat e a drawing, spreadsheet , or chart int o a Word docum ent ; weirdly enough, even anot her Word docum ent can be incorporat ed int o a Word docum ent . When you've creat ed t he source docum ent , save t he file, open t he dest inat ion Word docum ent , and choose Obj ect . Besides t he usual Office suspect s—Excel chart s and sheet s, and Word docum ent s—t he I nsert Obj ect window let s you choose from t hree ot her obj ect t ypes:

M icr osoft Equ a t ion. The place t o com e t o creat e m at hem at ical form ulae. You can use it s 19 pop- up m enus for operat ors, radicals, Greek let t ers, and ot her doodads t o creat e anyt hing from sim ple fract ions t o com plex equat ions. When you're done, close t he window and t he equat ion appears in your docum ent . Since t hese t ypographically im pressive equat ions are graphic obj ect s inst ead of t ext , you can resize or m anipulat e t hem like any obj ect . I f you discover an error in your equat ion, double- click it t o ret urn t o t he Equat ion Edit or

M icr osoft Gr a ph Ch a r t . Office's aged, prot o- Excel graphing t ool. Very basic, but it does work ( see t eh box on Sect ion 16.5.3.5) .

M icr osoft Or ga n iza t ion Ch a r t. Though it gazes in awe at Sm art Art 's organizat ion chart s, t his basic orgchart m aker can st ill help you visualize your career ladder.

I n t he Obj ect window, highlight t he Obj ect t ype you're aft er, and click From File t o open t he I nsert as Obj ect dialog box ( Figure 19- 12 ) , where you can navigat e t o t he source docum ent . When you've locat ed t he source docum ent , select it , t urn on Link t o File, and click I nsert . The ent ire cont ent s of t he source file appear in t he dest inat ion docum ent inside a resizable border. You can form at t his obj ect using Word's pict ure- form at t ing t ools—but t o edit t he cont ent of t he linked obj ect , you have t o open t he act ual source file.

1 9 .4 .2 . Edit in g Lin k e d Obj e ct s

To edit a linked obj ect , sim ply double- click it . ( I f you have m any linked obj ect s in one docum ent , choose Edit Links, and t hen click t he link you want t o edit in t he list box. Links can be ident ified by t he nam e of t he source file.) I f it isn't already running, t he source program launches, and t he source docum ent opens. Now you can edit t he st ory, rot at e t he drawing, or revise t he num bers in t he spreadsheet . When you close t he source docum ent , t he linked obj ect is aut om at ically updat ed.

Figu r e 1 9 - 1 2 . Ch e ck in g t h e " D ispla y a s icon " box in t h e Obj e ct dia log box cr e a t e s a n icon t h a t lin k s t o t h e sou r ce docu m e n t . Bot h lin k e d a n d e m be dde d obj e ct s ca n be displa ye d a s icon s.

I t 's easy t o see t he lim it at ion of linked obj ect s: Wit hout t he source file and t he dest inat ion file on t he sam e Mac, you can't edit t he linked obj ect . I f you copy a docum ent cont aining a linked obj ect t o a USB flash drive, em ail it , or t ransfer it t o your MacBook Air, you'll be able t o see, but not edit , t he linked obj ect . The bot t om line: I f you have t o edit it on t he road, be sure t o copy t he source file ont o t he sam e disk or lapt op.

1 9 .4 .3 . Re pa ir in g a br ok e n lin k I f Office can't find t he source file for a linked obj ect —perhaps because you've m oved or renam ed it —t here's a

way t o rem ind Office of it s locat ion. Choose Edit Links and select t he link in quest ion; click Change Source. An Open dialog box appears where you can choose t he source file; t his is what t ells Office t o reconnect it t o t hat link. Navigat e t o t he file and double- click it . You can use t he sam e t echnique t o change a linked obj ect t o a new source file alt oget her—such as a different graphic or a new fiscal year's ledger. Bear in m ind t hat t he new source file has t o be in t he sam e program as t he original one.

T ip : This is also t he t echnique t o use if you want t o creat e a link t o only a cert ain part of a source file—for exam ple, a range of cells in an Excel spreadsheet or an excerpt of a Word docum ent t hat you've m arked wit h a bookm ark. ( See Sect ion 7.9 for det ails on bookm arks.) Type t he nam e of t he range or bookm ark in t he Range/ Bookm ark box.

1 9 .4 .4 . Ove r r idin g Au t om a t ic Upda t in g Office aut om at ically updat es linked obj ect s every t im e you edit t he source docum ent . I f, however, you want t he linked obj ect t o rem ain unchanged ( perm anent ly or t em porarily) , t here are a num ber of ways t o go about it . Begin by choosing Edit Links t o open t he Links dialog box ( Figure 19- 13 ) .

Br e a k Lin k . This but t on uncouples t he connect ion bet ween source docum ent and obj ect . ( Because t his choice is irrevocable, Office asks if you're sure.) From now on, edit ing t he source docum ent does not hing at all t o t he dest inat ion docum ent .

Figu r e 1 9 - 1 3 . W h e n you click a lin k in t h e " Sou r ce file " box , t h e fu ll file n a m e a n d loca t ion a ppe a r j u st u n de r t h e box .

You can't even repair t he link, since t he obj ect no longer is a link. I t becom es a pict ure, however, and st ill can be form at t ed as such ( see Sect ion 8.2) .

T ip : I f you act quickly, you can reinst at e a broken link by choosing Edit

Undo Links or pressing

-Z.

Lock e d. This box prevent s changes t o t he source docum ent from affect ing t he dest inat ion obj ect . You can st ill double- click t he link t o open t he source docum ent , but any edit ing you perform t here won't have any effect unt il you t urn off t he Locked box again and click t he Updat e Now but t on in t he Links dialog box.

M a n u a l Upda t in g . Aut om at ic is Office's default way of updat ing linked docum ent s. When you choose t he Manual radio but t on at t he bot t om of t he Links dialog box, Word updat es t he linked obj ect only when you click Updat e Now.

1 9 .4 .5 . Cr e a t in g Em be dde d Obj e ct s Creat ing an em bedded obj ect from an exist ing file is t he sam e as creat ing a linked obj ect , except you do not t urn on " Link t o File" . To bring in an ext ernal file using t his t echnique, choose I nsert

Obj ect . I n t he dialog box, proceed like t his:

I f t h e file you w a n t t o e m be d a lr e a dy e x ist s: Choose t he t ype of file and t hen click From File. Navigat e t o and open t he source docum ent t o em bed a copy of it in your Office docum ent .

To cr e a t e a n e w file ( for e m be ddin g) on t h e spot: I n t he list box, double- click t he kind of obj ect you want t o creat e: Chart , Worksheet , Pict ure, or what ever. A new window opens, com plet e wit h m enus and t oolbars, where you can begin creat ing t he obj ect . When you're done, close t he window; t he obj ect appears in your docum ent .

T ip : When creat ing an em bedded pict ure, you can use any of Word's drawing t ools, as described earlier in t his chapt er. However, when you close t he window, t he result is a pict ure, not a drawing—you can no longer edit it as you would a drawing.I f, on t he ot her hand, you sim ply want t o insert a drawing obj ect in a Word, Excel, or PowerPoint docum ent , j ust open t he Drawing t oolbar ( see Sect ion 4.5 ) and draw away!

1 9 .4 .6 . Edit in g Em be dde d Obj e ct s Like a linked obj ect , an em bedded obj ect has a surrounding fram e. You can form at it using Office's pict ure t ools ( see Sect ion 4.5) . Obj ect Edit . The Edit m enu To edit it , t hough, you have t o double- click it . ( Or click it and choose Edit changes t o specify t he t ype of obj ect you've select ed—Docum ent Obj ect , Worksheet Obj ect , and so on.) The obj ect opens in a separat e docum ent window, where you can edit it using t he appropriat e m enus and t oolbars. You can edit an em bedded obj ect in any com pat ible program on your Mac. Just click t he obj ect and t hen choose Edit Obj ect Convert . Choose a program in t he list t hat appears, and t hen click OK. ( Most of t he t im e, t he Microsoft Office program s will be t he only ones available.)

Ch a pt e r 2 0 . Cu st om izin g Office Microsoft desperat ely yearns for t he approval of it s Office cust om ers and relent lessly st rives t o disprove t he adage, " You can't please all of t he people all of t he t im e." And j ust in case Office's designers didn't m ake t he program work t he way you t hink it should, t hey let you t weak it yourself. Consequent ly, very few elem ent s of t he way you work in Office are set in st one. Word, Excel, and PowerPoint each let you redesign t he t oolbars and even rework t he m enus. I n Word and Excel, you can also choose different keyboard equivalent s for com m ands. ( Only Ent ourage is off- t he- rack soft ware. You can cust om ize it s t oolbar, but t hat 's it .) Even if you're a novice, cust om izat ion is wort h exploring. There will alm ost cert ainly com e a day when you wish you could choose an easier funct ion keyst roke t han t he one Microsoft chose, or find yourself repeat edly digging deeply for a subm enu com m and. Wit h t his chapt er as your guide, you can be your own soft ware t ailor.

2 0 .1 . Cu st om izin g You r Toolba r s One sim ple way t o cust om ize your t oolbars is t o drag t hem around t he screen and change t heir shapes t o fit your whim s ( and your m onit or shape) . I n Office 2008, t he St andard t oolbars are now perm anent ly docked in t he docum ent window—you can t urn t hem on and off via t he View m enu, but you can't drag t hem t o a different posit ion. To m ove any ot her Toolbar, j ust drag it , using it s skinny t it le bar ( next t o t he close but t on) as a handle. You'll soon discover t hat t oolbars are " m agnet ic." That is, t hey like t o snap against t he sides of t he m onit or, ot her t oolbars, or t he Form at t ing Palet t e—j ust about anywhere except an act ual docum ent window.

T ip : This snappiness is designed t o help you keep your screen t idy, but if you want t o st ifle your t oolbars' law of at t ract ion, press Shift as you drag t hem .

You can also reshape your t oolbar by resizing it as if it were a window: Just drag t he diagonally st riped area in t he lower- right corner, as shown in Figure 20- 1.

Figu r e 2 0 - 1 . Top: I f you Con t r ol- click a n y e m pt y gr a y spa ce in a t oolba r , you ge t a pop- u p m e n u le a din g t o a su bm e n u list in g a ll t oolba r s. Ch e ck m a r k s in dica t e cu r r e n t ly visible t oolba r s. Ch oose a t oolba r n a m e t o m a k e it a ppe a r or disa ppe a r . Th e St a n da r d t oolba r give s you t h e a ddit ion a l opt ion of w h e t h e r or n ot t o displa y t h e t e x t la be l n e x t t o you r t oolba r bu t t on s. Bot t om : Th e t oolba r t u r n s in t o a n ou t lin e a s you dr a g it s r e sizin g cor n e r . As you dr a g dia gon a lly, it goe s fr om a ve r t ica l t oolba r t o va r iou s in ca r n a t ion s of a r e ct a n gle , a n d fin a lly t o a h or izon t a l t oolba r —or t h e ot h e r w a y a r ou n d.

2 0 .1 .1 . Sh ow in g Ot h e r Toolba r s Excel, PowerPoint , and Word each com e wit h a t oolbar or t wo t hat pop up when t he program opens, but t hat 's j ust t he beginning. I n fact , Word has 15 t oolbars, PowerPoint has 7, and Excel has 15, each dedicat ed t o a cert ain purpose ( such as graphics work, Web design, or reviewing com m ent s) . Som e t oolbars appear

aut om at ically when you use a relat ed com m and or open a corresponding edit ing area. Ot hers you can sum m on or dism iss, as needed. You can open and close t oolbars in any of t hree ways:

Cont rol- click ( or right - click) t he More But t ons t oolbar icon ( usually at t he far right or bot t om edge of a non- docked t oolbar) , or Cont rol- click ( or right - click) an em pt y area on any open t oolbar or palet t e. As shown in Figure 20- 1, you get a pop- up m enu of what Microsoft considers t o be t he m ost useful t oolbars. Choose t he nam e of t he one you'd like t o open or close.

Choose from t he View

Toolbars subm enu. Here again, you see t he sam e list of t oolbars.

Choose View " Cust om ize Toolbars and Menus" , or Cont rol- click ( or right - click) a gray area of a t oolbar and choose " Cust om ize Toolbars and Menus" from t he pop- up m enu. Now you see a list of all of t he t oolbars, even t he obscure ones. Turn on a checkbox t o m ake t he corresponding t oolbar appear or disappear inst ant ly. ( Because you don't even have t o close t he dialog box bet ween experim ent s, t his is t he fast est way t o have a quick look at all t he available t oolbars.) Click OK t o close t he dialog box.

2 0 .1 .2 . Cr e a t in g Cu st om Toolba r s The likelihood of Microsoft per fect ly predict ing which but t ons you'd like on which t oolbars is about t he sam e as finding t he exact wrench you want , t he first t im e you reach int o your pile of t ools, while laying on your back under t he '59 TR3, wit h oil dribbling on your chin. Fort unat ely, it 's very easy t o delet e or add but t ons on Excel, PowerPoint , or Word t oolbars—m uch easier t han crawling out from under t hat Trium ph. I n fact , you can, and should, creat e ent irely new t oolbars t hat cont ain not hing but your own favorit e but t ons. I f you use Word's st yles, as described on Sect ion 4.1, for exam ple, it 's a no- brainer t o creat e a palet t e of your favorit e st yles, so t hat you can apply t hem wit h single click.

2 0 .1 .2 .1 . To m ove a bu t t on or de le t e it fr om a t oolba r To m ove a but t on, open t he " Cust om ize Toolbars and Menus" dialog box by choosing View " Cust om ize Toolbars and Menus" , and t hen j ust drag t he but t on t o a new spot on t he t oolbar—or even t o anot her t oolbar. ( You can ignore t he Cust om ize dialog box it self for t he m om ent . Alt hough it seem s count erint uit ive, t he Cust om ize dialog box needs t o be open for t his dragging t o work.) The but t on assum es it s new place, and t he ot her but t ons rearrange t hem selves t o m ake room . To get rid of a but t on on a non- docked t oolbar, Cont rol- click t he but t on you wish t o rem ove, and t hen choose Hide Com m and from t he short cut m enu t hat appears. For docked t oolbars, or if you already have t he Cust om ize dialog box open, you can delet e a but t on by dragging it off t he t oolbar t o t he deskt op or anywhere else in t he docum ent window. ( Eit her way, you can get t he but t on back lat er if you like; read on.)

2 0 .1 .2 .2 . To a dd a bu t t on t o a t oolba r Every now and t hen, you'll wish you had a one- shot but t on t hat t riggers som e useful com m and—for insert ing t he current dat e int o your docum ent , for exam ple. To add a but t on t o an exist ing t oolbar, choose View " Cust om ize Toolbars and Menus" and t hen click t he Com m ands t ab. A list of com m and cat egories appears, grouped by m enu. Click a cat egory in t he left box, and a list of associat ed com m ands appears on t he right , along wit h an icon for each com m and, if one exist s. I t 's a st aggeringly long list t hat includes alm ost every com m and in t he program . I f you click t he All Com m ands cat egory, you'll not ice t hat t he nam es of Office's com m ands in t he All Com m ands

list are a t ad user- host ile: No spaces are allowed, and t he com m and's nam e oft en runs t oget her wit h t he nam e of t he m enu t hat cont ains it ( such as ToolsSpelling) . You'll also not ice t hat each of your Office program s has hundreds of com m ands t hat don't appear in t he regular m enus. Furt herm ore, t he nam es of som e com m ands Com m ent is don't quit e correspond t o t heir m enu- bar equivalent s. For exam ple, t he com m and for I nsert Annot at ion in t he All Com m ands list . So check t he m enu cat egories before you resort t o t he All I nsert Com m ands list .

T ip : Trying t o m ove around quickly in t he All Com m ands cat egory? You can t ype a let t er ( or let t ers) t o m ove t o t he part of t he list beginning wit h t hat let t er. For inst ance, t ype v t o scroll t o com m ands for viewing or ins t o j um p t o com m ands for insert ing.

You can drag any of t he com m and icons ( and hence t he com m and) in t he Cust om ize dialog box ont o a t oolbar, as shown in Figure 20- 2. Som e of t hem , such as Font Color, even t ake t he form of pop- up m enus which t hen becom e part of your t oolbar. I n fact , if you drag t he com m and at t he bot t om of t he Cat egories list called New Menu ont o a t oolbar, it t urns int o a pop- up m enu t hat you can fill wit h any com m ands you like. You m ight decide t o set up several cust om pop- up m enus filled wit h sm all list s of relat ed st yles—one j ust for headings, for exam ple. The m ore logical t he arrangem ent , t he quicker t he access. You can renam e your hom em ade pop- up m enu as described in t he Tip on t he next page. Weirder yet , look at t he t op of your screen—t here's a duplicat e m enu bar t here, float ing on it s own t oolbar! Click one of t hese phony m enus t o open it . Now you can drag any m enu com m and right off t he m enu ont o your new t oolbar, where it will be available for quicker access. Once but t ons are on t he t oolbar, you can drag t hem around, or even drag t hem off t he t oolbar t o get rid of t hem , as long as you don't close t he Cust om ize dialog box.

Figu r e 2 0 - 2 . You ca n e a sily a dd com m a n ds t o a cu st om t oolba r : j u st dr a g t h e m on e by on e fr om t h e Com m a n ds se ct ion of t h e Cu st om ize w in dow t o t h e t oolba r . On ce you le t go, fe e l fr e e t o dr a g t h e m or t h e ir t oolba r - m a t e s a r ou n d in t o a m or e ple a sin g a r r a n ge m e n t , or dr a g t h e low e r - r igh t cor n e r of t h e t oolba r t o r e sh a pe it .

T ip : I f you double- click a t oolbar but t on or pop- up m enu while t he Cust om ize dialog box is open, you sum m on t he Com m and Propert ies dialog box. Here's where you get t o specify how you want t he com m and t o look in t he t oolbar: as a lit t le icon, as a plain English word, or bot h ( see t he box below) . You can also add a separat or line before t he but t on ( above it or t o it s left ) by t urning on " Begin a group." You can even perform t his kind of but t on edit ing on non- docked t oolbars when t he Cust om ize window isn't open—in t he m iddle of your everyday work. The t rick is t o Cont rol- click t he but t on and choose Propert ies from t he short cut m enu.

2 0 .1 .2 .3 . To de sign a n e w t oolba r fr om scr a t ch Designing a com plet ely new t oolbar works m uch t he sam e way as adding but t ons. Choose View " Cust om ize Toolbars and Menus" , select t he Toolbars and Menus t ab, and t hen click t he New but t on. You'll be asked t o nam e your new t oolbar, which t hen appears as an em pt y square float ing oddly above t he Cust om ize dialog box—and an em bryonic t oolbar j ust wait ing for you t o provide com m ands. Now click t he Com m ands t ab and begin filling your new t oolbar wit h com m ands and but t ons, j ust as described earlier. Click OK when you're finished.

2 0 .1 .3 . At t a ch in g Cu st om Toolba r s t o D ocu m e n t s I n Word, you can st ore a t oolbar you've creat ed or edit ed in t he Norm al t em plat e ( see Sect ion 1.1.1) , so it will be available for use in any new docum ent s you creat e if you choose " Save in Norm al.dot m " in t he " Cust om ize Toolbars and Menus" dialog box. But aft er spending 20 m inut es handcraft ing t he world's m ost brilliant t oolbar, t he last t hing you want is t o confine it forever t o your own Mac.

Figu r e 2 0 - 3 . En t ou r a ge lim it s you r com m a n d cu st om iza t ion e ffor t s t o it s t oolba r . Con t r ol- click ( or Cu st om ize Toolba r t o u n fu r l t h is sh e e t of r igh t - click ) a gr a y a r e a of t h e t oolba r , or ch oose Vie w bu t t on possibilit ie s. D r a g bu t t on s on t o or off of t h e t oolba r , a n d u se t h e con t r ols a t t h e bot t om t o de t e r m in e h ow you w a n t you r bu t t on s t o a ppe a r . I f you la t e r de cide t h a t M icr osoft 's st ock a r r a n ge m e n t of bu t t on s spe a k s t o you on so m a n y le ve ls, j u st dr a g t h e or igin a l se t ba ck t o t h e t oolba r.

OBSESSI VE USERS' CLI N I C D r a w in g You r Ow n Bu t t on s Not all com m ands t hat you drag ont o your t oolbars com e wit h associat ed pict ure but t ons ( Save As is a good exam ple) . Most of t he t im e, all you get is a t ext but t on. I f you'd prefer an icon, t hough, you can add one. The t rick is t o Cont rol- click t he new but t on on a non- docked t oolbar and choose t he Propert ies com m and. You get t he Com m and Propert ies dialog box where you see a lit t le blank but t on icon in t he upper- left corner. Click t he pop- up m enu at t ached t o find 42 alt erat ive but t on icons vying for your affect ion ( see Figure 20- 4) . I f one of Microsoft 's ready- m ade but t ons will do, choose it from t his pop- up m enu. I f you don't care for any of Microsoft 's m icroscopic m ast erpieces, you can design your own but t on in som e ot her program ( Phot oshop, for exam ple) . Copy it , swit ch t o t he Office program you're edit ing, and t hen past e t he graphic ont o a but t on by choosing Past e But t on I m age from t he m enu. Microsoft recom m ends a 20 x 20 pixel im age for m axim um good looks. To rest ore t he but t on's original icon ( or lack of icon) , choose Reset But t on I m age at t he bot t om of t he m enu.

Fort unat ely, you can share your brilliance wit h ot her people j ust by at t aching t he cust om t oolbar t o an Excel workbook or Word docum ent ( PowerPoint lacks t his feat ure) .

I n Ex ce l . Choose View " Cust om ize Toolbars and Menus" , and t hen click t he " Toolbars and Menus" t ab. Click a t oolbar's nam e in t he pane on t he left side of t he Cust om ize window, and t hen click At t ach.

Figu r e 2 0 - 4 . Con t r ol- click a t oolba r bu t t on a n d ch oose Pr ope r t ie s t o ope n t h e Com m a n d Pr ope r t ie s w in dow . Th e bu t t on pop- u p m e n u le t s you ch oose a diffe r e n t bu t t on im a ge fr om t h is colle ct ion of icon s, cir ca 1 9 8 7 . Or , copy t h e cu t t in g- e dge icon you de sign e d in Ph ot osh op a n d ch oose Pa st e Bu t t on I m a ge t o give t h e t oolba r you r dist in ct im pr in t .

The At t ach Toolbars window appears. I t works exact ly like t he Organizer, described on Sect ion 7.6.5. Use it t o select t he dest inat ion docum ent and copy t he t oolbar int o it .

I n W or d. Choose Tools " Tem plat es and Add- I ns" . Click t he Organizer but t on. Use t he Organizer as described on Sect ion 7.6.5 t o copy any t oolbar int o any docum ent or t em plat e.

Ch a pt e r 2 0 . Cu st om izin g Office Microsoft desperat ely yearns for t he approval of it s Office cust om ers and relent lessly st rives t o disprove t he adage, " You can't please all of t he people all of t he t im e." And j ust in case Office's designers didn't m ake t he program work t he way you t hink it should, t hey let you t weak it yourself. Consequent ly, very few elem ent s of t he way you work in Office are set in st one. Word, Excel, and PowerPoint each let you redesign t he t oolbars and even rework t he m enus. I n Word and Excel, you can also choose different keyboard equivalent s for com m ands. ( Only Ent ourage is off- t he- rack soft ware. You can cust om ize it s t oolbar, but t hat 's it .) Even if you're a novice, cust om izat ion is wort h exploring. There will alm ost cert ainly com e a day when you wish you could choose an easier funct ion keyst roke t han t he one Microsoft chose, or find yourself repeat edly digging deeply for a subm enu com m and. Wit h t his chapt er as your guide, you can be your own soft ware t ailor.

2 0 .1 . Cu st om izin g You r Toolba r s One sim ple way t o cust om ize your t oolbars is t o drag t hem around t he screen and change t heir shapes t o fit your whim s ( and your m onit or shape) . I n Office 2008, t he St andard t oolbars are now perm anent ly docked in t he docum ent window—you can t urn t hem on and off via t he View m enu, but you can't drag t hem t o a different posit ion. To m ove any ot her Toolbar, j ust drag it , using it s skinny t it le bar ( next t o t he close but t on) as a handle. You'll soon discover t hat t oolbars are " m agnet ic." That is, t hey like t o snap against t he sides of t he m onit or, ot her t oolbars, or t he Form at t ing Palet t e—j ust about anywhere except an act ual docum ent window.

T ip : This snappiness is designed t o help you keep your screen t idy, but if you want t o st ifle your t oolbars' law of at t ract ion, press Shift as you drag t hem .

You can also reshape your t oolbar by resizing it as if it were a window: Just drag t he diagonally st riped area in t he lower- right corner, as shown in Figure 20- 1.

Figu r e 2 0 - 1 . Top: I f you Con t r ol- click a n y e m pt y gr a y spa ce in a t oolba r , you ge t a pop- u p m e n u le a din g t o a su bm e n u list in g a ll t oolba r s. Ch e ck m a r k s in dica t e cu r r e n t ly visible t oolba r s. Ch oose a t oolba r n a m e t o m a k e it a ppe a r or disa ppe a r . Th e St a n da r d t oolba r give s you t h e a ddit ion a l opt ion of w h e t h e r or n ot t o displa y t h e t e x t la be l n e x t t o you r t oolba r bu t t on s. Bot t om : Th e t oolba r t u r n s in t o a n ou t lin e a s you dr a g it s r e sizin g cor n e r . As you dr a g dia gon a lly, it goe s fr om a ve r t ica l t oolba r t o va r iou s in ca r n a t ion s of a r e ct a n gle , a n d fin a lly t o a h or izon t a l t oolba r —or t h e ot h e r w a y a r ou n d.

2 0 .1 .1 . Sh ow in g Ot h e r Toolba r s Excel, PowerPoint , and Word each com e wit h a t oolbar or t wo t hat pop up when t he program opens, but t hat 's j ust t he beginning. I n fact , Word has 15 t oolbars, PowerPoint has 7, and Excel has 15, each dedicat ed t o a cert ain purpose ( such as graphics work, Web design, or reviewing com m ent s) . Som e t oolbars appear

aut om at ically when you use a relat ed com m and or open a corresponding edit ing area. Ot hers you can sum m on or dism iss, as needed. You can open and close t oolbars in any of t hree ways:

Cont rol- click ( or right - click) t he More But t ons t oolbar icon ( usually at t he far right or bot t om edge of a non- docked t oolbar) , or Cont rol- click ( or right - click) an em pt y area on any open t oolbar or palet t e. As shown in Figure 20- 1, you get a pop- up m enu of what Microsoft considers t o be t he m ost useful t oolbars. Choose t he nam e of t he one you'd like t o open or close.

Choose from t he View

Toolbars subm enu. Here again, you see t he sam e list of t oolbars.

Choose View " Cust om ize Toolbars and Menus" , or Cont rol- click ( or right - click) a gray area of a t oolbar and choose " Cust om ize Toolbars and Menus" from t he pop- up m enu. Now you see a list of all of t he t oolbars, even t he obscure ones. Turn on a checkbox t o m ake t he corresponding t oolbar appear or disappear inst ant ly. ( Because you don't even have t o close t he dialog box bet ween experim ent s, t his is t he fast est way t o have a quick look at all t he available t oolbars.) Click OK t o close t he dialog box.

2 0 .1 .2 . Cr e a t in g Cu st om Toolba r s The likelihood of Microsoft per fect ly predict ing which but t ons you'd like on which t oolbars is about t he sam e as finding t he exact wrench you want , t he first t im e you reach int o your pile of t ools, while laying on your back under t he '59 TR3, wit h oil dribbling on your chin. Fort unat ely, it 's very easy t o delet e or add but t ons on Excel, PowerPoint , or Word t oolbars—m uch easier t han crawling out from under t hat Trium ph. I n fact , you can, and should, creat e ent irely new t oolbars t hat cont ain not hing but your own favorit e but t ons. I f you use Word's st yles, as described on Sect ion 4.1, for exam ple, it 's a no- brainer t o creat e a palet t e of your favorit e st yles, so t hat you can apply t hem wit h single click.

2 0 .1 .2 .1 . To m ove a bu t t on or de le t e it fr om a t oolba r To m ove a but t on, open t he " Cust om ize Toolbars and Menus" dialog box by choosing View " Cust om ize Toolbars and Menus" , and t hen j ust drag t he but t on t o a new spot on t he t oolbar—or even t o anot her t oolbar. ( You can ignore t he Cust om ize dialog box it self for t he m om ent . Alt hough it seem s count erint uit ive, t he Cust om ize dialog box needs t o be open for t his dragging t o work.) The but t on assum es it s new place, and t he ot her but t ons rearrange t hem selves t o m ake room . To get rid of a but t on on a non- docked t oolbar, Cont rol- click t he but t on you wish t o rem ove, and t hen choose Hide Com m and from t he short cut m enu t hat appears. For docked t oolbars, or if you already have t he Cust om ize dialog box open, you can delet e a but t on by dragging it off t he t oolbar t o t he deskt op or anywhere else in t he docum ent window. ( Eit her way, you can get t he but t on back lat er if you like; read on.)

2 0 .1 .2 .2 . To a dd a bu t t on t o a t oolba r Every now and t hen, you'll wish you had a one- shot but t on t hat t riggers som e useful com m and—for insert ing t he current dat e int o your docum ent , for exam ple. To add a but t on t o an exist ing t oolbar, choose View " Cust om ize Toolbars and Menus" and t hen click t he Com m ands t ab. A list of com m and cat egories appears, grouped by m enu. Click a cat egory in t he left box, and a list of associat ed com m ands appears on t he right , along wit h an icon for each com m and, if one exist s. I t 's a st aggeringly long list t hat includes alm ost every com m and in t he program . I f you click t he All Com m ands cat egory, you'll not ice t hat t he nam es of Office's com m ands in t he All Com m ands

list are a t ad user- host ile: No spaces are allowed, and t he com m and's nam e oft en runs t oget her wit h t he nam e of t he m enu t hat cont ains it ( such as ToolsSpelling) . You'll also not ice t hat each of your Office program s has hundreds of com m ands t hat don't appear in t he regular m enus. Furt herm ore, t he nam es of som e com m ands Com m ent is don't quit e correspond t o t heir m enu- bar equivalent s. For exam ple, t he com m and for I nsert Annot at ion in t he All Com m ands list . So check t he m enu cat egories before you resort t o t he All I nsert Com m ands list .

T ip : Trying t o m ove around quickly in t he All Com m ands cat egory? You can t ype a let t er ( or let t ers) t o m ove t o t he part of t he list beginning wit h t hat let t er. For inst ance, t ype v t o scroll t o com m ands for viewing or ins t o j um p t o com m ands for insert ing.

You can drag any of t he com m and icons ( and hence t he com m and) in t he Cust om ize dialog box ont o a t oolbar, as shown in Figure 20- 2. Som e of t hem , such as Font Color, even t ake t he form of pop- up m enus which t hen becom e part of your t oolbar. I n fact , if you drag t he com m and at t he bot t om of t he Cat egories list called New Menu ont o a t oolbar, it t urns int o a pop- up m enu t hat you can fill wit h any com m ands you like. You m ight decide t o set up several cust om pop- up m enus filled wit h sm all list s of relat ed st yles—one j ust for headings, for exam ple. The m ore logical t he arrangem ent , t he quicker t he access. You can renam e your hom em ade pop- up m enu as described in t he Tip on t he next page. Weirder yet , look at t he t op of your screen—t here's a duplicat e m enu bar t here, float ing on it s own t oolbar! Click one of t hese phony m enus t o open it . Now you can drag any m enu com m and right off t he m enu ont o your new t oolbar, where it will be available for quicker access. Once but t ons are on t he t oolbar, you can drag t hem around, or even drag t hem off t he t oolbar t o get rid of t hem , as long as you don't close t he Cust om ize dialog box.

Figu r e 2 0 - 2 . You ca n e a sily a dd com m a n ds t o a cu st om t oolba r : j u st dr a g t h e m on e by on e fr om t h e Com m a n ds se ct ion of t h e Cu st om ize w in dow t o t h e t oolba r . On ce you le t go, fe e l fr e e t o dr a g t h e m or t h e ir t oolba r - m a t e s a r ou n d in t o a m or e ple a sin g a r r a n ge m e n t , or dr a g t h e low e r - r igh t cor n e r of t h e t oolba r t o r e sh a pe it .

T ip : I f you double- click a t oolbar but t on or pop- up m enu while t he Cust om ize dialog box is open, you sum m on t he Com m and Propert ies dialog box. Here's where you get t o specify how you want t he com m and t o look in t he t oolbar: as a lit t le icon, as a plain English word, or bot h ( see t he box below) . You can also add a separat or line before t he but t on ( above it or t o it s left ) by t urning on " Begin a group." You can even perform t his kind of but t on edit ing on non- docked t oolbars when t he Cust om ize window isn't open—in t he m iddle of your everyday work. The t rick is t o Cont rol- click t he but t on and choose Propert ies from t he short cut m enu.

2 0 .1 .2 .3 . To de sign a n e w t oolba r fr om scr a t ch Designing a com plet ely new t oolbar works m uch t he sam e way as adding but t ons. Choose View " Cust om ize Toolbars and Menus" , select t he Toolbars and Menus t ab, and t hen click t he New but t on. You'll be asked t o nam e your new t oolbar, which t hen appears as an em pt y square float ing oddly above t he Cust om ize dialog box—and an em bryonic t oolbar j ust wait ing for you t o provide com m ands. Now click t he Com m ands t ab and begin filling your new t oolbar wit h com m ands and but t ons, j ust as described earlier. Click OK when you're finished.

2 0 .1 .3 . At t a ch in g Cu st om Toolba r s t o D ocu m e n t s I n Word, you can st ore a t oolbar you've creat ed or edit ed in t he Norm al t em plat e ( see Sect ion 1.1.1) , so it will be available for use in any new docum ent s you creat e if you choose " Save in Norm al.dot m " in t he " Cust om ize Toolbars and Menus" dialog box. But aft er spending 20 m inut es handcraft ing t he world's m ost brilliant t oolbar, t he last t hing you want is t o confine it forever t o your own Mac.

Figu r e 2 0 - 3 . En t ou r a ge lim it s you r com m a n d cu st om iza t ion e ffor t s t o it s t oolba r . Con t r ol- click ( or Cu st om ize Toolba r t o u n fu r l t h is sh e e t of r igh t - click ) a gr a y a r e a of t h e t oolba r , or ch oose Vie w bu t t on possibilit ie s. D r a g bu t t on s on t o or off of t h e t oolba r , a n d u se t h e con t r ols a t t h e bot t om t o de t e r m in e h ow you w a n t you r bu t t on s t o a ppe a r . I f you la t e r de cide t h a t M icr osoft 's st ock a r r a n ge m e n t of bu t t on s spe a k s t o you on so m a n y le ve ls, j u st dr a g t h e or igin a l se t ba ck t o t h e t oolba r.

OBSESSI VE USERS' CLI N I C D r a w in g You r Ow n Bu t t on s Not all com m ands t hat you drag ont o your t oolbars com e wit h associat ed pict ure but t ons ( Save As is a good exam ple) . Most of t he t im e, all you get is a t ext but t on. I f you'd prefer an icon, t hough, you can add one. The t rick is t o Cont rol- click t he new but t on on a non- docked t oolbar and choose t he Propert ies com m and. You get t he Com m and Propert ies dialog box where you see a lit t le blank but t on icon in t he upper- left corner. Click t he pop- up m enu at t ached t o find 42 alt erat ive but t on icons vying for your affect ion ( see Figure 20- 4) . I f one of Microsoft 's ready- m ade but t ons will do, choose it from t his pop- up m enu. I f you don't care for any of Microsoft 's m icroscopic m ast erpieces, you can design your own but t on in som e ot her program ( Phot oshop, for exam ple) . Copy it , swit ch t o t he Office program you're edit ing, and t hen past e t he graphic ont o a but t on by choosing Past e But t on I m age from t he m enu. Microsoft recom m ends a 20 x 20 pixel im age for m axim um good looks. To rest ore t he but t on's original icon ( or lack of icon) , choose Reset But t on I m age at t he bot t om of t he m enu.

Fort unat ely, you can share your brilliance wit h ot her people j ust by at t aching t he cust om t oolbar t o an Excel workbook or Word docum ent ( PowerPoint lacks t his feat ure) .

I n Ex ce l . Choose View " Cust om ize Toolbars and Menus" , and t hen click t he " Toolbars and Menus" t ab. Click a t oolbar's nam e in t he pane on t he left side of t he Cust om ize window, and t hen click At t ach.

Figu r e 2 0 - 4 . Con t r ol- click a t oolba r bu t t on a n d ch oose Pr ope r t ie s t o ope n t h e Com m a n d Pr ope r t ie s w in dow . Th e bu t t on pop- u p m e n u le t s you ch oose a diffe r e n t bu t t on im a ge fr om t h is colle ct ion of icon s, cir ca 1 9 8 7 . Or , copy t h e cu t t in g- e dge icon you de sign e d in Ph ot osh op a n d ch oose Pa st e Bu t t on I m a ge t o give t h e t oolba r you r dist in ct im pr in t .

The At t ach Toolbars window appears. I t works exact ly like t he Organizer, described on Sect ion 7.6.5. Use it t o select t he dest inat ion docum ent and copy t he t oolbar int o it .

I n W or d. Choose Tools " Tem plat es and Add- I ns" . Click t he Organizer but t on. Use t he Organizer as described on Sect ion 7.6.5 t o copy any t oolbar int o any docum ent or t em plat e.

2 0 .2 . Re de sign in g You r M e n u s Not only can you build your own t oolbars in Excel, PowerPoint , and Word, you can also t wist and shape t he m enus of t hese program s t o suit your schem es. You can add and rem ove it em s from t he various m enus, and you can even m ove t he m enus t hem selves so t hat t hey appear in different places on t he m enu bar. More t han one Excel owner, for exam ple, has found happiness by st ripping out t he com m ands he never used. Conversely, you're m issing out in Word if you don't add com m ands t o t he m enus t hat you usually need t o t rigger by burrowing t hrough nest ed dialog boxes. " Cust om ize Toolbars and Menus" doesn't j ust open t he Cust om ize dialog As not ed earlier, choosing View box. I t also opens a st range- looking duplicat e m enu bar j ust beneat h t he real one. I f you click a m enu nam e on t his Menu Bar " t oolbar," t he m enu opens, revealing all of t he com m ands in t hat m enu.

2 0 .2 .1 . Re de sign in g You r M e n u s 2 0 .2 .1 .1 . Addin g a com m a n d To add a com m and t o a m enu, choose, and click t he Com m ands t ab. Find t he com m and t hat you want t o add ( by clicking t he appropriat e cat egory on t he left side first , for exam ple) . Then drag t he com m and out of t he Com m ands list and st raight ont o t he nam e of t he desired m enu ( on t he duplicat e m enu bar) , as shown in Figure 20- 5.

Figu r e 2 0 - 5 . On ce you 've ch ose n Tools Cu st om ize Cu st om ize Toolba r s/ M e n u s, you se e t h e du plica t e , e dit a ble m e n u ba r . By dr a ggin g m e n u s a n d com m a n ds a s sh ow n h e r e , you sh ow Office h ow you w a n t t o m odify you r r e a l m e n u ba r .

N ot e : Excel has t wo m enu bars—a Worksheet Menu Bar and a Chart Menu Bar. They're list ed individually in t he Cust om ize dialog box's Toolbars t ab. That 's because Excel's Dat a m enu changes int o a Chart m enu when you select a chart . These t wo m enu bars are independent , so if you m ake changes t o t he I nsert m enu it em on t he Chart Menu Bar t oolbar, t hose changes won't be reflect ed in t he I nsert m enu it em on t he Worksheet Menu Bar.

As you drag your com m and over t he duplicat e m enu, t he m enu opens aut om at ically. As you drag down t he m enu, a line shows you where t he new com m and will appear when you release t he m ouse.

T ip : You can even renam e your newly inst alled m enu com m and. Open t he duplicat e m enu bar, t hen double- click your com m and t o open t he Com m and Propert ies dialog box. Type t he new nam e and press Ret urn.

2 0 .2 .1 .2 . Re m ovin g a m e n u com m a n d Suppose t hat you never use t he Dict ionary com m and in Excel's Tools m enu; t he only word you need t o know is " Profit ." Get t ing rid of a m enu com m and—whet her you put it on t he m enu or not —is easy. Choose View " Cust om ize Toolbars and Menus" t o sum m on t he st range duplicat e m enu bar shown in Figure 20- 5. Now click t he m enu t it le ( in t he duplicat e m enu bar) cont aining t he com m and. Finally, drag t he com m and it self off t he m enu.

Rem oving com m ands from m enus doesn't delet e t hem from t he program , of course. To rest ore a com m and you've rem oved from a m enu, reinst all it as described in t he previous sect ion.

2 0 .2 .1 .3 . Addin g a m e n u You can do m ore t han j ust add com m ands t o exist ing m enus. You can also creat e com plet ely new m enus, nam e t hem what ever you please, and fill t hem wit h any com m ands you like, in any order you like. This feat ure opens up st aggering possibilit ies of cust om izat ion: You can creat e a st ripped- down " j ust t he com m ands you really need" m enu for an absolut e novice, for exam ple. To do so, choose View " Cust om ize Toolbars and Menus" , click t he Com m ands t ab, scroll t o t he bot t om of t he Cat egories list , and click New Menu. Drag t he New Menu com m and from t he Com m ands list ( right side of t he window) t o t he Menu Bar t oolbar. Put it anywhere you want —bet ween t he File and Edit m enus, for exam ple, or t o t he right of t he Help m enu. Wit h t he new m enu st ill select ed, Cont rol- click your new m enu and choose Propert ies from t he short cut m enu. Type a nam e for your new m enu int o t he Nam e field. Finally, press Ret urn. ( Cont rol- clicking also brings up t he Begin Group com m and, which insert s a separat or line int o your m enu- under- const ruct ion.) Your new m enu is inst alled. Now you can add t o it any com m ands you want , using t he sam e t echnique described in " Adding a com m and," on Sect ion 20.2.

2 0 .2 .1 .4 . Re m ovin g a m e n u You don't have t o st are at t he com plex Microsoft m enus t hat you rarely use. I f you're one of t he 99.9% of people who never use t he Work m enu in Word, for exam ple, by all m eans dit ch it . " Cust om ize Toolbars and Menus" t o m ake t he phant om double Doing so couldn't be easier. Choose View m enu bar appear. Point t o t he nam e of t he m enu you no longer need and drag it direct ly downward and off t he m enu bar. Once it 's gone, t he ot her m enus t ight en up and fill it s space. ( Never fear: You can always bring it back, as described below.)

2 0 .2 .1 .5 . M ovin g w h ole m e n u s, or spe cific com m a n ds Even t he order of m enus on t he m enu bar isn't sacrosanct in Office 2008. I f it occurs t o you t hat perhaps t he " Cust om ize Toolbars and Menus" . Now you can Font s m enu should com e befor e t he Edit m enu, choose View st art dragging around t he m enu t it les t hem selves ( on t he duplicat e m enu bar) unt il you've creat ed an arrangem ent t hat you like. While you're at it , you can also drag individual com m ands from m enu t o m enu. As shown in Figure 20- 5, st art " Cust om ize Toolbars and Menus" from . Then bring t he m enu com m and t o t he screen by by choosing View opening it s current m enu in t he duplicat e m enu bar. Now drag t he com m and t o t he nam e of a new m enu, which opens aut om at ically; wit hout releasing t he m ouse, drag downward unt il t he com m and is posit ioned where you want it . Finally, release t he m ouse but t on.

2 0 .2 .1 .6 . Re se t t in g e ve r yt h in g ba ck t o n or m a l When you delet e a com m and, it 's not gone from Office. You've m erely rem oved it from it s m enu or t oolbar, and it 's easy enough t o put it back—a handy fact t o rem em ber t he m orning aft er a lat e night wit h som e geek buddies t hat feat ured a pit cher of Red Bull daiquiris and som e overzealous m enu m odificat ions. " Cust om ize Toolbars and Menus" ) . Click t he Toolbars t ab. Open t he Cust om ize window ( by choosing View I n t he list at left , click Menu Bar, and t hen click Reset . You've j ust rest ored your m enus and com m ands t o t heir original, fact ory- fresh condit ion.

T ip : You can use t his t echnique t o rest ore any of t he fact ory t oolbars, t oo. On t he " Cust om ize Toolbars and Menus" Toolbars t ab, j ust t urn on t he checkbox next t o t he t oolbar you want rest ored, and t hen click Reset .

2 0 .3 . Re a ssign in g Ke y Com bin a t ion s Pressing a st aggering num ber of keyboard short cut s can t rigger an equally st aggering num ber of Office com m ands. The only problem arises when you discover t hat Microsoft has chosen som et hing bizarre ( like - T) . Opt ion- - R for Thesaurus) inst ead of som et hing m ore nat ural ( like The good news is t hat you can reassign key com binat ions for any m enu com m and—in Word and Excel, anyway. ( You can't fiddle wit h t he keyboard com m ands in PowerPoint or Ent ourage from wit hin t he program s. I nst ead Keyboard and Mouse Keyboard Short cut s and do it t here.) you have t o go t o Syst em Preferences To begin, choose Tools Cust om ize Keyboard t o conj ure up t he Cust om ize Keyboard window ( see Figure 206 ) . I t works m uch like t he t oolbar- edit ing dialog box described earlier in t his chapt er. At left , click a com m and cat egory; at right , click t he nam e of t he com m and you want t o reassign. ( Aft er clicking or t abbing int o one of t hese list s, you can j um p t o a part icular cat egory or com m and by t yping t he first couple of let t ers of it s nam e.) Aft er highlight ing t he com m and for which you'd like t o change or add a key com binat ion, click in t he box beneat h t he " Press new short cut key" field. Now press t he keys you'd like t o use as t he new key com bo, using any com binat ion of t he Shift , , Opt ion, and Cont rol keys, along wit h a let t er, F- key, or num ber key.

Figu r e 2 0 - 6 . H e r e , t h e " Spe llin g a n d Gr a m m a r " opt ion is be in g give n a n ot h e r k e yboa r d sh or t cu t —Opt ion - - S. W or d w a r n s t h a t Opt ion - - S is a lr e a dy in u se by a n ot h e r com m a n d ( " D ocSplit ," w h ich split s t h e docu m e n t w in dow in t o t w o pa n e s) ; if you don 't ca r e , j u st click Assign .

I f t hat keyst roke already " belongs" t o anot her com m and in t he Office 2008 program you're using, t he Cust om ize

dialog box shows you which com m and has it ( Figure 20- 6) . To reassign t hat keyst roke t o t he new com m and and rem ove it from t he original one, click t he Assign but t on. To keep t he current set t ing, press Delet e, and t hen t ry anot her keyst roke. Obviously, you can't have t wo com m ands linked t o a single keyst roke. However, you can creat e m ore t han one keyboard short cut for a single com m and. For inst ance, in Word 2008, bot h - B and Shift - - B are assigned t o Bold.

T ip : I f you find yourself frequent ly t riggering a com m and accident ally, you m ay want t o rem ove it s assigned keyst roke. To do so, click t he com m and nam e in t he list , highlight t he keyst roke in t he " Current keys" list , and t hen click t he Rem ove but t on. Click OK t o save t he changes.

I f you don't like t he key com binat ions t hat you've edit ed, you can always reset t hem by clicking t he Reset All but t on in t he lower- right port ion of t he dialog box.

2 0 .4 . Apple Scr ipt in g Office I f you're like m ost people, you probably didn't upgrade t o Office 2008 because of it s abilit y t o work wit h AppleScript . But if you're not using AppleScript t o st ream line your com plex or repet it ive t asks, you're not t apping Office's t rue pot ent ial for efficiency and speed. And, since Office 2008 does away wit h VBA—Visual Basic for Applicat ions—AppleScript is t he m ain script ing gam e left . For inform at ion on swit ching from VBA t o AppleScript , and AppleScript user guides for Office, visit Microsoft 's Office script ing headquart ers at www.m icrosoft .com / m ac/ developers/ default .m spx. I n addit ion, MacTech Magazine has published a 150- page VBA- t o- AppleScript t ransit ion guide, filled wit h det ailed exam ples of convert ing VBA script s t o AppleScript . You can find it at www.m act ech.com / vba- t ransit ion- guide/ . Fort unat ely, you don't have t o act ually be a script er t o reap AppleScript 's benefit s, since t here are hundreds of ready- m ade script s you can download and use ( t urn first t o t hat nexus of all t hings AppleScript , ht t p: / / m acscript er.net) . What follows is a quick int roduct ion t o t he world of AppleScript . I f you do want t o learn how t o writ e your own AppleScript s, Apple's AppleScript pages ( www.apple.com / applescript ) and AppleScript : The Missing Manual await .

2 0 .5 . W h a t is Apple Scr ipt ? AppleScript is t he Mac's built - in scr ipt ing—t hat is, program m ing—language. ( I t 's been around since 1993, wit h Syst em 7.1.) Even wit hout learning t o writ e your own script s, you can use script s t o cont rol any program ( Apple's or ot herwise) whose developers have m ade it scr ipt able, m eaning t hat t hey've built t he necessary code int o t heir program and provided an AppleScript dict ionary. I n ot her words, alt hough t he AppleScript language is built int o Mac OS X, you can use it t o cont rol program s like Ent ourage, Word, iCal, iTunes, Adobe I nDesign, and Phot oshop.

2 0 .5 .1 . W h y Use Apple Scr ipt ? The vast m aj orit y of Office fans never dip a t oe int o AppleScript . But if you use Office t o run a business or m anage a depart m ent , you'll probably find a use for it . The advant age of AppleScript is t hat you only need t o learn one program m ing language t o com m unicat e wit h every script able program on your Mac. For exam ple, you can creat e a workflow t hat t akes dat a from t he Ent ourage Address Book and put s it int o bot h Excel and FileMaker Pro, t hen prepares a Mail Merge in Word using t he sam e inform at ion t o t ype personalized form let t ers and envelopes, and t hen sends an em ail m essage from Ent ourage.

Aut om a t e . Perform repet it ive t asks aut om at ically in a few seconds, inst ead of spending m inut es or even hours plowing t hrough t hem yourself. For exam ple, you can run a script in Ent ourage t o set t he default address t o t he Hom e address, rat her t han Ent ourage's default of t he Work address. I f you have 1,000 cont act s, t his script will t ake about a m inut e t o run, as opposed t o m ult iple hours opening and changing each cont act m anually. Now you can print address labels for your Wear- Your- Bat hrobe- t o- Work Day cards wit hout skipping t he folks whose work addresses you don't know.

Cu st om ize . Devise your own rout ines, som et im es even doing t hings t hat are im possible t o do yourself onscreen in t he first place. The world is your oyst er: You can writ e script s t o duplicat e calendar event s ( Ent ourage can't do t hat on it s own) , add a BCC t o your boss on all em ail m essages you send out , add a cont act t o a part icular group wit hout m essing about finding or opening t he group, rem ove all single carriage ret urns past ed int o a Word docum ent in one fell swoop wit hout affect ing double- ret urns at ends of paragraphs, and m uch, m uch m ore.

I n t e r a ct . Cont rol several different program s in one workflow. You can t ake a let t erhead docum ent you've creat ed in Word and have it open as a new let t er addressed t o a select ed Ent ourage cont act , com plet e wit h dat e, address, salut at ion, and signat ure already in place. Or you can export full cont act inform at ion ( st reet , cit y, st at e, phone num bers, em ail addresses, and so on) for every m em ber of a group or cat egory t o an Excel worksheet or FileMaker Pro dat abase—or bot h.

2 0 .6 . I n st a llin g a n d Ru n n in g Office Scr ipt s Whet her you choose t o writ e your own script s or not , you can always run script s t hat ot hers have writ t en. Script s com e in t wo basic form s—applet s ( script program s, also called droplet s) , or as scr ipt s ( script docum ent s) . Developers creat e t heir script s in eit her of t hese t wo form s when t hey save t hem .

2 0 .6 .1 . I n st a llin g Apple t s a n d D r ople t s I f t he icon is an applet, you can st ore it , and it s folder, anywhere at all on your com put er. You can m ove it t o your Applicat ions folder, or t o a subfolder for script s wit hin it ; or t o your Microsoft User Dat a folder ( even t hough it 's not dat a) , or t o a subfolder you creat e wit hin it for Office script applet s. You can also drag t he applet icon t o your Dock, as wit h any program , so you can launch it from t here. I f it 's a script you'll be using oft en, dock it . Run t he applet by double- clicking it , like any program , or by clicking it in t he Dock ( if it 's t here) . Or if it 's a droplet ( wit h t he down- arrow icon) , drag one or m ore files of t he appropriat e t ype—usually a Word, Excel, or PowerPoint docum ent —ont o it . You can even st ore droplet s in t he Dock and drop files ont o it t here. I f t he icon is a script docum ent ( it m ay or m ay not bear an .scpt ext ension) , t hen you have t o put it in a specific place depending on whet her it 's a script for Ent ourage or for one of t he ot her Office program s. Read on.

2 0 .6 .2 . I n st a llin g Scr ipt M e n u Scr ipt s When you're in any Office 2008 program , you'll not ice a dark, scroll- shaped icon j ust t o t he right of t he Help m enu in t he m enu bar. That 's t he Office Script m enu, and Ent ourage's com es preloaded wit h a few AppleScript s t hat aut om at e m ult i- st ep Ent ourage processes, like t urning t he select ed em ail m essage int o an Ent ourage not e. Word, Excel, and PowerPoint don't com e wit h any AppleScript s.

N ot e : All four Office program s com e wit h a handful of Aut om at or workflows, list ed in t he Script m enu. Wit h Mac OS X Tiger ( 10.4) , Apple int roduced Aut om at or, a sim ple way t o aut om at e repet it ive t asks wit h a basic drag- and- drop workflow creat ion. Aut om at or com es wit h it s own library of act ions ( such as file renam ing, folder copying, creat ing a new m ail m essage, and so on) t hat you can put t oget her one aft er t he ot her t o creat e a workflow. You can also add AppleScript s t o an Aut om at or workflow, as you would any ot her act ion.To learn m ore about Aut om at or, check t he Mac Help, Sal Soghoian's Aut om at or sit e ( www.aut om at or.us) , or Mac OS X Leopard: The Missing Manual.

Here's how t o add t o t his m enu any AppleScript s you've downloaded from t he Web or writ t en yourself:

1 . I f t h e scr ipt is a scr ipt docu m e n t for En t ou r a ge , dr a g t h e icon in t o you r H om e D ocu m e n t s M icr osoft Use r D a t a En t ou r a ge Scr ipt M e n u I t e m s folde r . ( You 'll fin d sim ila r folde r s for t h e t h r e e ot h e r office pr ogr a m s in t h e M icr osoft Use r D a t a folde r .) You now see a m enu it em wit h t he nam e of t he script in Ent ourage's Script m enu.

2 . Se le ct t h e m e n u it e m t o r u n t h e scr ipt . You can also set up an Ent ourage rule t o run t he script when m essages are downloaded or sent ( see

Sect ion 10.3.6.1) , or an Ent ourage schedule t o run t he script aut om at ically at st art up, when you quit , or on a repeat ing regular schedule ( see Sect ion 10.3.2) .

3 . I f you w ish , you ca n cr e a t e a k e yboa r d sh or t cu t for t h e scr ipt if it doe sn 't a lr e a dy h a ve on e . Se e Se ct ion 2 0 .2 .1 .6 .

2 0 .6 .3 . Ru n n in g t h e Scr ipt s Once you've inst alled a script , it 's ready t o run. Here's a quick review of t he m any ways you can run an AppleScript script :

To run an applet , j ust double- click it s icon in t he Finder or click it once in t he Dock

To run a droplet , drag and drop files ont o it .

To run a Script m enu script , j ust select it in t he m enu.

To run an Ent ourage script aut om at ically, set up a Rule (Sect ion 10.3.6.1) or Schedule ( Sect ion 10.3.2) t o Run AppleScript.

Pa r t VI : Appe n dix e s Appendix A Appendix B Appendix C

Appe n dix A. I n st a lla t ion a n d Tr ou ble sh oot in g I nst alling Office Troubleshoot ing

A.1 . I n st a llin g Office I f you've inst alled a recent version of Office, you m ay have used Microsoft 's super- sim ple drag- and- drop inst allat ion—which is no m ore. Office 2008 now uses Apple's I nst aller t echnology.

UP TO SPEED Office 2 0 0 8 H a r dw a r e a n d Soft w a r e Re qu ir e m e n t s To use Microsoft Office 2008, your com put er has t o m eet t he following requirem ent s:

A G4 PowerPC ( 500 MHz or fast er) , a PowerPC G5, or an I nt el processor.

Mac OS X, version 10.4.9 or lat er.

1.5 GB of available hard disk space for all four Office program s—Ent ourage, Excel, PowerPoint , and Word. You can save disk space if you don't inst all all of t hese program s.

A color m onit or t hat can show 1,024 x 768 pixels or m ore.

512 MB of RAM. ( I f you care about speed, m ore is bet t er, of course.)

A DVD drive for inst allat ion ( or access t o a net work inst aller) .

A.1 .1 . Usin g t h e I n st a lle r The I nst aller walks you gent ly t hrough t he inst allat ion process as it checks t o see if your com put er is up t o snuff, looks for ot her copies of Office, and asks you if you'd like t o inst all t he ent ire package or j ust individual program s.

W ORKAROUN D W ORKSH OP Figu r in g Ou t t h e For m a t t in g Microsoft recom m ends t hat you inst all Office on a hard drive t hat 's been form at t ed using Mac OS Ext ended ( HFS + ) , t he default form at for Mac OS X. I f your Mac cam e wit h OS X preinst alled, chances are excellent t hat your disk is already form at t ed in t his way. I f you inherit ed t his Mac from your cousin and aren't sure how Mac OS X m ade it s way ont o your hard disk, check your disk's form at by running Apple Syst em Profiler. Choose About This Mac and click t he More I nfo but t on t o sum m on t he Apple Syst em Profiler. Choose ATA in t he Hardware sect ion of t he Cont ent s pane on t he left , and look for your hard drive on t he right . Highlight t he hard drive m odel nam e—it m ay be som et hing like ST3320620A—and look in t he bot t om pane for t he m ore fam iliar hard drive nam e you're used t o seeing on your com put er. Finally, beneat h t hat , you'll find an indicat ion of t he File Syst em —which should say som et hing sim ilar t o Journaled HFS+ . I f it t urns out t hat your disk uses t he wrong form at , but you're not sure how t o proceed, be aware t hat you are t reading firm ly on power- user t errit ory. See Mac OS X: The Missing Manual for m ore inform at ion about disk form at t ing— or call in your cousin.

Figu r e A- 1 . W h e n you ope n t h e Office 2 0 0 8 in st a lla t ion disk , you 'll se e t h is sim ple w in dow w it h bu t a sin gle ch oice . D ou ble - click t h e Office I n st a lle r t o be gin t h e in st a lla t ion pr oce ss.

1 . St a r t by qu it t in g a ll of you r r u n n in g pr ogr a m s—e spe cia lly Office pr ogr a m s. Th e Office in st a lle r m a k e s ch a n ge s t o you r fon t colle ct ion , w h ich cou ld con fu se ot h e r r u n n in g pr ogr a m s.

2 . I n se r t t h e M icr osoft Office 2 0 0 8 D VD in you r com pu t e r a n d dou ble - click t h e M icr osoft Office 2 0 0 8 disk icon .

3 . W h e n t h e golde n , Office : M a c 2 0 0 8 in st a lle r w in dow a ppe a r s ( Figu r e A- 1 ) , dou ble - click t h e Office I n st a lle r icon t o ge t t h is sh ow on t h e r oa d. A sm all dialog box appears t hat says, " This package cont ains a program t hat det erm ines if t he soft ware can be inst alled. Are you sure you want t o cont inue?" This st ep checks your processor and operat ing syst em t o m ake sure t hey m eet Office's m inim um requirem ent s.

4 . Click Con t in u e. When t he inst aller launches, you see a Welcom e screen. This screen suggest s t hat you t urn off any ant ivirus soft ware you're using and, m ore om inously, asks whet her you're an adm inist rat or. I n Mac OS X, only people wit h Adm inist rat or account s can do im port ant st uff like inst all new soft ware. I f you're not sure, you can check in Syst em Preferences Account s. I f you don't have " Adm in" list ed under your user nam e, ask som eone who does for help. ( You can learn m ore about all t his account business in Mac OS X: The Missing Manual. )

Figu r e A- 2 . I f you h a ve m or e t h a n on e h a r d dr ive or pa r t it ion on you r M a c, ch oose t h e on e on w h ich you w a n t t o in st a ll Office , a n d click it s icon . I f you on ly h a ve on e h a r d

dr ive or pa r t it ion , t h e r e a r e n o de cision s t o m a k e —bu t you st ill h a ve t o click t h e h a r d dr ive icon .

5 . Click Con t in u e. The Soft ware License Agreem ent appears, which you m ay read in any of 11 languages. Don't worry, you're not signing your life away. ( Well, probably not …no one's ever read all t he way t hrough t o find out .)

6 . Click Con t in u e a ga in , a n d a soft w a r e lice n se a gr e e m e n t dia log box a ppe a r s. Click Agr e e t o m ove on .

7 . Fill in you r n a m e a n d ( if you lik e ) you r e m a il a ddr e ss a n d ot h e r ba sic in for m a t ion for Office 's u se . Click N e x t w h e n you 'r e don e . Microsoft uses t his as your regist rat ion nam e and address, and put s it in your Ent ourage Address Book as your " Me" cont act , which m eans t hat it aut om at ically shows up in all kinds of places in Office ( as your ret urn address in envelopes in Word, for exam ple) . I n ot her words, ent ering your inform at ion now will save you loads of t im e lat er. ( You can always change any of t his info, even your nam e, in Office's preferences.)

8 . Type t h e 2 5 - digit Pr odu ct Ke y t h a t ca m e w it h Office . You'll find t his num ber on t he back of t he CD case in t he Microsoft Office box.

9 . Click Fin ish w h e n you 'r e don e . ( I f you m a k e a t ypo, t r y, t r y a ga in .) Once you've t yped t he code correct ly, t he assist ant shows your unique Office 2008 product I D. You'll be

asked for it when you regist er your soft ware wit h Microsoft for call it s help line. Trut h is, t hough, you don't act ually need t o rem em ber it ; you can always ret rieve it by choosing t he About com m and from t he Word, Excel, PowerPoint , or Ent ourage m enu.

1 0 . Click Con t in u e. The St andard I nst all window appears. To inst all t he ent ire Office package, j ust click I nst all.

1 1 . I f you 'd lik e som e sa y a bou t e x a ct ly w h a t is a bou t t o be in st a lle d, click Cu st om ize . The Cust om I nst all window appears, bearing checkboxes for t he various office com ponent s ( Figure A- 3) . Click t he Flippy t riangle next t o Microsoft Office 2008 in order t o t urn off any individual program s. The St andard inst allat ion gives you a full inst allat ion of all four Office program s described in t his book, plus Microsoft Messenger and Proofing Tools. This set of opt ions is what Microsoft t hinks m ost people want , wit hout lit t ering your hard drive wit h ext ras…sort of. I f you click t he flippy t riangle next t o Proofing Tools, you'll see t hat you're get t ing all kinds of foreign language spelling dict ionaries. Click t he checkboxes t o t urn off any languages you don't plan on writ ing. You'll save about a m egabyt e of hard drive space for each language you elim inat e. Click t he flippy t riangles t o see everyt hing t hat 's available. I f you'll never in a m illion years creat e a PowerPoint present at ion, for exam ple, you can t urn it off now and save a t on of space. You can always pop t he DVD in and inst all it lat er if you change your m ind. I f you're st uck on iChat , you m ay as well t urn off Microsoft Messenger. I f you have a change of heart while you're picking and choosing, click St andard I nst all t o revert t o inst alling t he whole shebang. This put s everyt hing you paid for on your Mac—it also eat s up one and a half gigabyt es of space.

Tip: The Dock I cons checkbox gives you an easy way t o rem em ber what you j ust inst alled and t hen launch t hose program s. Leave it t urned on and drag any icons you don't want off t he dock when t he inst allat ion is com plet e.

Figu r e A- 3 . I f you click Cu st om ize , you ca n ch oose w h ich pie ce s of Office t o in st a ll. Good ca n dida t e s for e x clu sion a r e se ve r a l of t h e Pr oofin g Tools dict ion a r ie s in la n gu a ge s you don 't u se .

1 2 . W h e n you 'r e h a ppy w it h w h a t you 've de cide d t o in st a ll, click I n st a ll. The inst aller get s t o work. ( I t m ay ask you t o t ype your password again. Just do it .) Soon, t he Rem ove Office window appears, alert ing you t hat it will search for and—at your opt ion—rem ove earlier versions of Office. I f you have room on your hard drive t here's no problem keeping earlier versions of Office. ( I f you have an Office Test Drive, t hough, you have t o rem ove it .)

1 3 . Click Con t in u e t o be gin t h e se a r ch. " Search finished" appears when t he inst aller's done poking t hrough all your files, and t ells you how m any versions of Office it found.

1 4 . Click Con t in u e , t u r n on t h e ch e ck box e s for t h e ve r sion s you w ish t o r e m ove , a n d click Con t in u e a ga in. The next m essage alert s you t o how m any versions of Office it m oved t o t he Trash.

1 5 . Click Con t in u e on e la st t im e. The " I nst allat ion com plet ed successfully" window appears, congrat ulat ing you on a successful inst allat ion, and advising you t hat t he Office Set up Assist ant is about t o open t o help you com plet e t he set up process.

1 6 . Click Close t o e x it t h e I n st a lle r a n d la u n ch t h e Office Se t u p Assist a n t . The Microsoft Office Set up Assist ant appears and first asks if you'd like t o part icipat e in Microsoft 's Cust om er Experience I m provem ent Program . You can read a short descript ion about how t he program

aut om at ically and anonym ously collect s inform at ion about your hardware set up and how you use Office and ot her Microsoft services. I t doesn't collect any personal inform at ion, but it does gat her an incredible am ount of dat a about how you use Office: how frequent ly you use various com m ands, which keyboard short cut s you use, how m any m ail folders you have, how m uch t im e you spend in t he Calendar, and so on. These j uicy t idbit s end up in a m assive dat abase t hat helps Microsoft soft ware engineers figure out how people act ually use t he program . There's a link t o a Microsoft Web sit e t hat explains it all in great det ail.

1 7 . Aft e r r e a din g M icr osoft 's ple a for in for m a t ion , you ca n click t h e Ye s bu t t on t o pa r t icipa t e , or e lse le a ve it se t on N o a n d click Con t in u e . The final assist ant screen gives you t hree opt ions:

Le a r n M or e . Launches your Web browser and t akes you t o www.m icrosoft .com / m ac/ help.m spx, where you can search Microsoft 's Help and How- To sect ions, or click links for each of t he Office program s t o learn m ore about t hem .

Re gist e r. Opens your Web browser and st art s t he online regist rat ion process. Regist ering Office, like any soft ware, is a good idea, because it let s you t ake advant age of a lim it ed am ount of free support from Microsoft . On t he down side, Microsoft m akes you creat e a Windows Live account ( you m ay already have one; it 's t he sam e as an MSN Hot m ail, Microsoft Messenger, or Passport account ) , offers t o sign you up for bulk em ail t hat you m ay not want , and asks ot her nosy quest ions.

Ch e ck for Upda t e s. Launches Microsoft Aut oUpdat e ( see t he box on page xxxi) . I f t here are any updat es, you'll want t o inst all t hem right away, since t hey fix bugs t hat always appear when soft ware first hit s t he shelves.

Click Finish. The Set up Assist ant vanishes, and you find yourself st aring once again at t he Microsoft Office 2008 DVD inst aller window. Ej ect t he DVD, and head t o your Dock or Applicat ions folder and st art using Office 2008.

A.1 .2 . Re m ovin g Office When you inst all Office, you're act ually inst alling t housands of pieces of soft ware in all kinds of places ot her t han your Applicat ions folder. I f you want Office off your Mac and out of your life, you'd never be able t o t rack down and t rash t hem all. Fort unat ely, you've already inst alled a program t hat does j ust t hat . Microsoft Office 2008 Addit ional Tools Rem ove Office folder. Double- click Go t o your Applicat ions t he Rem ove Office icon. The uninst aller searches for all versions of Office on your Mac and let s you choose which ones you want t o rem ove. You can also choose t o rem ove t he program s, or j ust t he preference files ( som et im es a handy t roubleshoot ing m ove) . To back out , click Go Back or j ust quit Rem ove Office. Click Rem ove on t he final screen t o do t he deed. The uninst aller asks for an adm inist rat or nam e and password; when you ent er t hem , it m oves all select ed versions of Office t o t he Trash. Em pt ying t he Trash yourself is t he final st ep in rem oving Office.

Pa r t VI : Appe n dix e s Appendix A Appendix B Appendix C

Appe n dix A. I n st a lla t ion a n d Tr ou ble sh oot in g I nst alling Office Troubleshoot ing

A.1 . I n st a llin g Office I f you've inst alled a recent version of Office, you m ay have used Microsoft 's super- sim ple drag- and- drop inst allat ion—which is no m ore. Office 2008 now uses Apple's I nst aller t echnology.

UP TO SPEED Office 2 0 0 8 H a r dw a r e a n d Soft w a r e Re qu ir e m e n t s To use Microsoft Office 2008, your com put er has t o m eet t he following requirem ent s:

A G4 PowerPC ( 500 MHz or fast er) , a PowerPC G5, or an I nt el processor.

Mac OS X, version 10.4.9 or lat er.

1.5 GB of available hard disk space for all four Office program s—Ent ourage, Excel, PowerPoint , and Word. You can save disk space if you don't inst all all of t hese program s.

A color m onit or t hat can show 1,024 x 768 pixels or m ore.

512 MB of RAM. ( I f you care about speed, m ore is bet t er, of course.)

A DVD drive for inst allat ion ( or access t o a net work inst aller) .

A.1 .1 . Usin g t h e I n st a lle r The I nst aller walks you gent ly t hrough t he inst allat ion process as it checks t o see if your com put er is up t o snuff, looks for ot her copies of Office, and asks you if you'd like t o inst all t he ent ire package or j ust individual program s.

W ORKAROUN D W ORKSH OP Figu r in g Ou t t h e For m a t t in g Microsoft recom m ends t hat you inst all Office on a hard drive t hat 's been form at t ed using Mac OS Ext ended ( HFS + ) , t he default form at for Mac OS X. I f your Mac cam e wit h OS X preinst alled, chances are excellent t hat your disk is already form at t ed in t his way. I f you inherit ed t his Mac from your cousin and aren't sure how Mac OS X m ade it s way ont o your hard disk, check your disk's form at by running Apple Syst em Profiler. Choose About This Mac and click t he More I nfo but t on t o sum m on t he Apple Syst em Profiler. Choose ATA in t he Hardware sect ion of t he Cont ent s pane on t he left , and look for your hard drive on t he right . Highlight t he hard drive m odel nam e—it m ay be som et hing like ST3320620A—and look in t he bot t om pane for t he m ore fam iliar hard drive nam e you're used t o seeing on your com put er. Finally, beneat h t hat , you'll find an indicat ion of t he File Syst em —which should say som et hing sim ilar t o Journaled HFS+ . I f it t urns out t hat your disk uses t he wrong form at , but you're not sure how t o proceed, be aware t hat you are t reading firm ly on power- user t errit ory. See Mac OS X: The Missing Manual for m ore inform at ion about disk form at t ing— or call in your cousin.

Figu r e A- 1 . W h e n you ope n t h e Office 2 0 0 8 in st a lla t ion disk , you 'll se e t h is sim ple w in dow w it h bu t a sin gle ch oice . D ou ble - click t h e Office I n st a lle r t o be gin t h e in st a lla t ion pr oce ss.

1 . St a r t by qu it t in g a ll of you r r u n n in g pr ogr a m s—e spe cia lly Office pr ogr a m s. Th e Office in st a lle r m a k e s ch a n ge s t o you r fon t colle ct ion , w h ich cou ld con fu se ot h e r r u n n in g pr ogr a m s.

2 . I n se r t t h e M icr osoft Office 2 0 0 8 D VD in you r com pu t e r a n d dou ble - click t h e M icr osoft Office 2 0 0 8 disk icon .

3 . W h e n t h e golde n , Office : M a c 2 0 0 8 in st a lle r w in dow a ppe a r s ( Figu r e A- 1 ) , dou ble - click t h e Office I n st a lle r icon t o ge t t h is sh ow on t h e r oa d. A sm all dialog box appears t hat says, " This package cont ains a program t hat det erm ines if t he soft ware can be inst alled. Are you sure you want t o cont inue?" This st ep checks your processor and operat ing syst em t o m ake sure t hey m eet Office's m inim um requirem ent s.

4 . Click Con t in u e. When t he inst aller launches, you see a Welcom e screen. This screen suggest s t hat you t urn off any ant ivirus soft ware you're using and, m ore om inously, asks whet her you're an adm inist rat or. I n Mac OS X, only people wit h Adm inist rat or account s can do im port ant st uff like inst all new soft ware. I f you're not sure, you can check in Syst em Preferences Account s. I f you don't have " Adm in" list ed under your user nam e, ask som eone who does for help. ( You can learn m ore about all t his account business in Mac OS X: The Missing Manual. )

Figu r e A- 2 . I f you h a ve m or e t h a n on e h a r d dr ive or pa r t it ion on you r M a c, ch oose t h e on e on w h ich you w a n t t o in st a ll Office , a n d click it s icon . I f you on ly h a ve on e h a r d

dr ive or pa r t it ion , t h e r e a r e n o de cision s t o m a k e —bu t you st ill h a ve t o click t h e h a r d dr ive icon .

5 . Click Con t in u e. The Soft ware License Agreem ent appears, which you m ay read in any of 11 languages. Don't worry, you're not signing your life away. ( Well, probably not …no one's ever read all t he way t hrough t o find out .)

6 . Click Con t in u e a ga in , a n d a soft w a r e lice n se a gr e e m e n t dia log box a ppe a r s. Click Agr e e t o m ove on .

7 . Fill in you r n a m e a n d ( if you lik e ) you r e m a il a ddr e ss a n d ot h e r ba sic in for m a t ion for Office 's u se . Click N e x t w h e n you 'r e don e . Microsoft uses t his as your regist rat ion nam e and address, and put s it in your Ent ourage Address Book as your " Me" cont act , which m eans t hat it aut om at ically shows up in all kinds of places in Office ( as your ret urn address in envelopes in Word, for exam ple) . I n ot her words, ent ering your inform at ion now will save you loads of t im e lat er. ( You can always change any of t his info, even your nam e, in Office's preferences.)

8 . Type t h e 2 5 - digit Pr odu ct Ke y t h a t ca m e w it h Office . You'll find t his num ber on t he back of t he CD case in t he Microsoft Office box.

9 . Click Fin ish w h e n you 'r e don e . ( I f you m a k e a t ypo, t r y, t r y a ga in .) Once you've t yped t he code correct ly, t he assist ant shows your unique Office 2008 product I D. You'll be

asked for it when you regist er your soft ware wit h Microsoft for call it s help line. Trut h is, t hough, you don't act ually need t o rem em ber it ; you can always ret rieve it by choosing t he About com m and from t he Word, Excel, PowerPoint , or Ent ourage m enu.

1 0 . Click Con t in u e. The St andard I nst all window appears. To inst all t he ent ire Office package, j ust click I nst all.

1 1 . I f you 'd lik e som e sa y a bou t e x a ct ly w h a t is a bou t t o be in st a lle d, click Cu st om ize . The Cust om I nst all window appears, bearing checkboxes for t he various office com ponent s ( Figure A- 3) . Click t he Flippy t riangle next t o Microsoft Office 2008 in order t o t urn off any individual program s. The St andard inst allat ion gives you a full inst allat ion of all four Office program s described in t his book, plus Microsoft Messenger and Proofing Tools. This set of opt ions is what Microsoft t hinks m ost people want , wit hout lit t ering your hard drive wit h ext ras…sort of. I f you click t he flippy t riangle next t o Proofing Tools, you'll see t hat you're get t ing all kinds of foreign language spelling dict ionaries. Click t he checkboxes t o t urn off any languages you don't plan on writ ing. You'll save about a m egabyt e of hard drive space for each language you elim inat e. Click t he flippy t riangles t o see everyt hing t hat 's available. I f you'll never in a m illion years creat e a PowerPoint present at ion, for exam ple, you can t urn it off now and save a t on of space. You can always pop t he DVD in and inst all it lat er if you change your m ind. I f you're st uck on iChat , you m ay as well t urn off Microsoft Messenger. I f you have a change of heart while you're picking and choosing, click St andard I nst all t o revert t o inst alling t he whole shebang. This put s everyt hing you paid for on your Mac—it also eat s up one and a half gigabyt es of space.

Tip: The Dock I cons checkbox gives you an easy way t o rem em ber what you j ust inst alled and t hen launch t hose program s. Leave it t urned on and drag any icons you don't want off t he dock when t he inst allat ion is com plet e.

Figu r e A- 3 . I f you click Cu st om ize , you ca n ch oose w h ich pie ce s of Office t o in st a ll. Good ca n dida t e s for e x clu sion a r e se ve r a l of t h e Pr oofin g Tools dict ion a r ie s in la n gu a ge s you don 't u se .

1 2 . W h e n you 'r e h a ppy w it h w h a t you 've de cide d t o in st a ll, click I n st a ll. The inst aller get s t o work. ( I t m ay ask you t o t ype your password again. Just do it .) Soon, t he Rem ove Office window appears, alert ing you t hat it will search for and—at your opt ion—rem ove earlier versions of Office. I f you have room on your hard drive t here's no problem keeping earlier versions of Office. ( I f you have an Office Test Drive, t hough, you have t o rem ove it .)

1 3 . Click Con t in u e t o be gin t h e se a r ch. " Search finished" appears when t he inst aller's done poking t hrough all your files, and t ells you how m any versions of Office it found.

1 4 . Click Con t in u e , t u r n on t h e ch e ck box e s for t h e ve r sion s you w ish t o r e m ove , a n d click Con t in u e a ga in. The next m essage alert s you t o how m any versions of Office it m oved t o t he Trash.

1 5 . Click Con t in u e on e la st t im e. The " I nst allat ion com plet ed successfully" window appears, congrat ulat ing you on a successful inst allat ion, and advising you t hat t he Office Set up Assist ant is about t o open t o help you com plet e t he set up process.

1 6 . Click Close t o e x it t h e I n st a lle r a n d la u n ch t h e Office Se t u p Assist a n t . The Microsoft Office Set up Assist ant appears and first asks if you'd like t o part icipat e in Microsoft 's Cust om er Experience I m provem ent Program . You can read a short descript ion about how t he program

aut om at ically and anonym ously collect s inform at ion about your hardware set up and how you use Office and ot her Microsoft services. I t doesn't collect any personal inform at ion, but it does gat her an incredible am ount of dat a about how you use Office: how frequent ly you use various com m ands, which keyboard short cut s you use, how m any m ail folders you have, how m uch t im e you spend in t he Calendar, and so on. These j uicy t idbit s end up in a m assive dat abase t hat helps Microsoft soft ware engineers figure out how people act ually use t he program . There's a link t o a Microsoft Web sit e t hat explains it all in great det ail.

1 7 . Aft e r r e a din g M icr osoft 's ple a for in for m a t ion , you ca n click t h e Ye s bu t t on t o pa r t icipa t e , or e lse le a ve it se t on N o a n d click Con t in u e . The final assist ant screen gives you t hree opt ions:

Le a r n M or e . Launches your Web browser and t akes you t o www.m icrosoft .com / m ac/ help.m spx, where you can search Microsoft 's Help and How- To sect ions, or click links for each of t he Office program s t o learn m ore about t hem .

Re gist e r. Opens your Web browser and st art s t he online regist rat ion process. Regist ering Office, like any soft ware, is a good idea, because it let s you t ake advant age of a lim it ed am ount of free support from Microsoft . On t he down side, Microsoft m akes you creat e a Windows Live account ( you m ay already have one; it 's t he sam e as an MSN Hot m ail, Microsoft Messenger, or Passport account ) , offers t o sign you up for bulk em ail t hat you m ay not want , and asks ot her nosy quest ions.

Ch e ck for Upda t e s. Launches Microsoft Aut oUpdat e ( see t he box on page xxxi) . I f t here are any updat es, you'll want t o inst all t hem right away, since t hey fix bugs t hat always appear when soft ware first hit s t he shelves.

Click Finish. The Set up Assist ant vanishes, and you find yourself st aring once again at t he Microsoft Office 2008 DVD inst aller window. Ej ect t he DVD, and head t o your Dock or Applicat ions folder and st art using Office 2008.

A.1 .2 . Re m ovin g Office When you inst all Office, you're act ually inst alling t housands of pieces of soft ware in all kinds of places ot her t han your Applicat ions folder. I f you want Office off your Mac and out of your life, you'd never be able t o t rack down and t rash t hem all. Fort unat ely, you've already inst alled a program t hat does j ust t hat . Microsoft Office 2008 Addit ional Tools Rem ove Office folder. Double- click Go t o your Applicat ions t he Rem ove Office icon. The uninst aller searches for all versions of Office on your Mac and let s you choose which ones you want t o rem ove. You can also choose t o rem ove t he program s, or j ust t he preference files ( som et im es a handy t roubleshoot ing m ove) . To back out , click Go Back or j ust quit Rem ove Office. Click Rem ove on t he final screen t o do t he deed. The uninst aller asks for an adm inist rat or nam e and password; when you ent er t hem , it m oves all select ed versions of Office t o t he Trash. Em pt ying t he Trash yourself is t he final st ep in rem oving Office.

Pa r t VI : Appe n dix e s Appendix A Appendix B Appendix C

Appe n dix A. I n st a lla t ion a n d Tr ou ble sh oot in g I nst alling Office Troubleshoot ing

A.1 . I n st a llin g Office I f you've inst alled a recent version of Office, you m ay have used Microsoft 's super- sim ple drag- and- drop inst allat ion—which is no m ore. Office 2008 now uses Apple's I nst aller t echnology.

UP TO SPEED Office 2 0 0 8 H a r dw a r e a n d Soft w a r e Re qu ir e m e n t s To use Microsoft Office 2008, your com put er has t o m eet t he following requirem ent s:

A G4 PowerPC ( 500 MHz or fast er) , a PowerPC G5, or an I nt el processor.

Mac OS X, version 10.4.9 or lat er.

1.5 GB of available hard disk space for all four Office program s—Ent ourage, Excel, PowerPoint , and Word. You can save disk space if you don't inst all all of t hese program s.

A color m onit or t hat can show 1,024 x 768 pixels or m ore.

512 MB of RAM. ( I f you care about speed, m ore is bet t er, of course.)

A DVD drive for inst allat ion ( or access t o a net work inst aller) .

A.1 .1 . Usin g t h e I n st a lle r The I nst aller walks you gent ly t hrough t he inst allat ion process as it checks t o see if your com put er is up t o snuff, looks for ot her copies of Office, and asks you if you'd like t o inst all t he ent ire package or j ust individual program s.

W ORKAROUN D W ORKSH OP Figu r in g Ou t t h e For m a t t in g Microsoft recom m ends t hat you inst all Office on a hard drive t hat 's been form at t ed using Mac OS Ext ended ( HFS + ) , t he default form at for Mac OS X. I f your Mac cam e wit h OS X preinst alled, chances are excellent t hat your disk is already form at t ed in t his way. I f you inherit ed t his Mac from your cousin and aren't sure how Mac OS X m ade it s way ont o your hard disk, check your disk's form at by running Apple Syst em Profiler. Choose About This Mac and click t he More I nfo but t on t o sum m on t he Apple Syst em Profiler. Choose ATA in t he Hardware sect ion of t he Cont ent s pane on t he left , and look for your hard drive on t he right . Highlight t he hard drive m odel nam e—it m ay be som et hing like ST3320620A—and look in t he bot t om pane for t he m ore fam iliar hard drive nam e you're used t o seeing on your com put er. Finally, beneat h t hat , you'll find an indicat ion of t he File Syst em —which should say som et hing sim ilar t o Journaled HFS+ . I f it t urns out t hat your disk uses t he wrong form at , but you're not sure how t o proceed, be aware t hat you are t reading firm ly on power- user t errit ory. See Mac OS X: The Missing Manual for m ore inform at ion about disk form at t ing— or call in your cousin.

Figu r e A- 1 . W h e n you ope n t h e Office 2 0 0 8 in st a lla t ion disk , you 'll se e t h is sim ple w in dow w it h bu t a sin gle ch oice . D ou ble - click t h e Office I n st a lle r t o be gin t h e in st a lla t ion pr oce ss.

1 . St a r t by qu it t in g a ll of you r r u n n in g pr ogr a m s—e spe cia lly Office pr ogr a m s. Th e Office in st a lle r m a k e s ch a n ge s t o you r fon t colle ct ion , w h ich cou ld con fu se ot h e r r u n n in g pr ogr a m s.

2 . I n se r t t h e M icr osoft Office 2 0 0 8 D VD in you r com pu t e r a n d dou ble - click t h e M icr osoft Office 2 0 0 8 disk icon .

3 . W h e n t h e golde n , Office : M a c 2 0 0 8 in st a lle r w in dow a ppe a r s ( Figu r e A- 1 ) , dou ble - click t h e Office I n st a lle r icon t o ge t t h is sh ow on t h e r oa d. A sm all dialog box appears t hat says, " This package cont ains a program t hat det erm ines if t he soft ware can be inst alled. Are you sure you want t o cont inue?" This st ep checks your processor and operat ing syst em t o m ake sure t hey m eet Office's m inim um requirem ent s.

4 . Click Con t in u e. When t he inst aller launches, you see a Welcom e screen. This screen suggest s t hat you t urn off any ant ivirus soft ware you're using and, m ore om inously, asks whet her you're an adm inist rat or. I n Mac OS X, only people wit h Adm inist rat or account s can do im port ant st uff like inst all new soft ware. I f you're not sure, you can check in Syst em Preferences Account s. I f you don't have " Adm in" list ed under your user nam e, ask som eone who does for help. ( You can learn m ore about all t his account business in Mac OS X: The Missing Manual. )

Figu r e A- 2 . I f you h a ve m or e t h a n on e h a r d dr ive or pa r t it ion on you r M a c, ch oose t h e on e on w h ich you w a n t t o in st a ll Office , a n d click it s icon . I f you on ly h a ve on e h a r d

dr ive or pa r t it ion , t h e r e a r e n o de cision s t o m a k e —bu t you st ill h a ve t o click t h e h a r d dr ive icon .

5 . Click Con t in u e. The Soft ware License Agreem ent appears, which you m ay read in any of 11 languages. Don't worry, you're not signing your life away. ( Well, probably not …no one's ever read all t he way t hrough t o find out .)

6 . Click Con t in u e a ga in , a n d a soft w a r e lice n se a gr e e m e n t dia log box a ppe a r s. Click Agr e e t o m ove on .

7 . Fill in you r n a m e a n d ( if you lik e ) you r e m a il a ddr e ss a n d ot h e r ba sic in for m a t ion for Office 's u se . Click N e x t w h e n you 'r e don e . Microsoft uses t his as your regist rat ion nam e and address, and put s it in your Ent ourage Address Book as your " Me" cont act , which m eans t hat it aut om at ically shows up in all kinds of places in Office ( as your ret urn address in envelopes in Word, for exam ple) . I n ot her words, ent ering your inform at ion now will save you loads of t im e lat er. ( You can always change any of t his info, even your nam e, in Office's preferences.)

8 . Type t h e 2 5 - digit Pr odu ct Ke y t h a t ca m e w it h Office . You'll find t his num ber on t he back of t he CD case in t he Microsoft Office box.

9 . Click Fin ish w h e n you 'r e don e . ( I f you m a k e a t ypo, t r y, t r y a ga in .) Once you've t yped t he code correct ly, t he assist ant shows your unique Office 2008 product I D. You'll be

asked for it when you regist er your soft ware wit h Microsoft for call it s help line. Trut h is, t hough, you don't act ually need t o rem em ber it ; you can always ret rieve it by choosing t he About com m and from t he Word, Excel, PowerPoint , or Ent ourage m enu.

1 0 . Click Con t in u e. The St andard I nst all window appears. To inst all t he ent ire Office package, j ust click I nst all.

1 1 . I f you 'd lik e som e sa y a bou t e x a ct ly w h a t is a bou t t o be in st a lle d, click Cu st om ize . The Cust om I nst all window appears, bearing checkboxes for t he various office com ponent s ( Figure A- 3) . Click t he Flippy t riangle next t o Microsoft Office 2008 in order t o t urn off any individual program s. The St andard inst allat ion gives you a full inst allat ion of all four Office program s described in t his book, plus Microsoft Messenger and Proofing Tools. This set of opt ions is what Microsoft t hinks m ost people want , wit hout lit t ering your hard drive wit h ext ras…sort of. I f you click t he flippy t riangle next t o Proofing Tools, you'll see t hat you're get t ing all kinds of foreign language spelling dict ionaries. Click t he checkboxes t o t urn off any languages you don't plan on writ ing. You'll save about a m egabyt e of hard drive space for each language you elim inat e. Click t he flippy t riangles t o see everyt hing t hat 's available. I f you'll never in a m illion years creat e a PowerPoint present at ion, for exam ple, you can t urn it off now and save a t on of space. You can always pop t he DVD in and inst all it lat er if you change your m ind. I f you're st uck on iChat , you m ay as well t urn off Microsoft Messenger. I f you have a change of heart while you're picking and choosing, click St andard I nst all t o revert t o inst alling t he whole shebang. This put s everyt hing you paid for on your Mac—it also eat s up one and a half gigabyt es of space.

Tip: The Dock I cons checkbox gives you an easy way t o rem em ber what you j ust inst alled and t hen launch t hose program s. Leave it t urned on and drag any icons you don't want off t he dock when t he inst allat ion is com plet e.

Figu r e A- 3 . I f you click Cu st om ize , you ca n ch oose w h ich pie ce s of Office t o in st a ll. Good ca n dida t e s for e x clu sion a r e se ve r a l of t h e Pr oofin g Tools dict ion a r ie s in la n gu a ge s you don 't u se .

1 2 . W h e n you 'r e h a ppy w it h w h a t you 've de cide d t o in st a ll, click I n st a ll. The inst aller get s t o work. ( I t m ay ask you t o t ype your password again. Just do it .) Soon, t he Rem ove Office window appears, alert ing you t hat it will search for and—at your opt ion—rem ove earlier versions of Office. I f you have room on your hard drive t here's no problem keeping earlier versions of Office. ( I f you have an Office Test Drive, t hough, you have t o rem ove it .)

1 3 . Click Con t in u e t o be gin t h e se a r ch. " Search finished" appears when t he inst aller's done poking t hrough all your files, and t ells you how m any versions of Office it found.

1 4 . Click Con t in u e , t u r n on t h e ch e ck box e s for t h e ve r sion s you w ish t o r e m ove , a n d click Con t in u e a ga in. The next m essage alert s you t o how m any versions of Office it m oved t o t he Trash.

1 5 . Click Con t in u e on e la st t im e. The " I nst allat ion com plet ed successfully" window appears, congrat ulat ing you on a successful inst allat ion, and advising you t hat t he Office Set up Assist ant is about t o open t o help you com plet e t he set up process.

1 6 . Click Close t o e x it t h e I n st a lle r a n d la u n ch t h e Office Se t u p Assist a n t . The Microsoft Office Set up Assist ant appears and first asks if you'd like t o part icipat e in Microsoft 's Cust om er Experience I m provem ent Program . You can read a short descript ion about how t he program

aut om at ically and anonym ously collect s inform at ion about your hardware set up and how you use Office and ot her Microsoft services. I t doesn't collect any personal inform at ion, but it does gat her an incredible am ount of dat a about how you use Office: how frequent ly you use various com m ands, which keyboard short cut s you use, how m any m ail folders you have, how m uch t im e you spend in t he Calendar, and so on. These j uicy t idbit s end up in a m assive dat abase t hat helps Microsoft soft ware engineers figure out how people act ually use t he program . There's a link t o a Microsoft Web sit e t hat explains it all in great det ail.

1 7 . Aft e r r e a din g M icr osoft 's ple a for in for m a t ion , you ca n click t h e Ye s bu t t on t o pa r t icipa t e , or e lse le a ve it se t on N o a n d click Con t in u e . The final assist ant screen gives you t hree opt ions:

Le a r n M or e . Launches your Web browser and t akes you t o www.m icrosoft .com / m ac/ help.m spx, where you can search Microsoft 's Help and How- To sect ions, or click links for each of t he Office program s t o learn m ore about t hem .

Re gist e r. Opens your Web browser and st art s t he online regist rat ion process. Regist ering Office, like any soft ware, is a good idea, because it let s you t ake advant age of a lim it ed am ount of free support from Microsoft . On t he down side, Microsoft m akes you creat e a Windows Live account ( you m ay already have one; it 's t he sam e as an MSN Hot m ail, Microsoft Messenger, or Passport account ) , offers t o sign you up for bulk em ail t hat you m ay not want , and asks ot her nosy quest ions.

Ch e ck for Upda t e s. Launches Microsoft Aut oUpdat e ( see t he box on page xxxi) . I f t here are any updat es, you'll want t o inst all t hem right away, since t hey fix bugs t hat always appear when soft ware first hit s t he shelves.

Click Finish. The Set up Assist ant vanishes, and you find yourself st aring once again at t he Microsoft Office 2008 DVD inst aller window. Ej ect t he DVD, and head t o your Dock or Applicat ions folder and st art using Office 2008.

A.1 .2 . Re m ovin g Office When you inst all Office, you're act ually inst alling t housands of pieces of soft ware in all kinds of places ot her t han your Applicat ions folder. I f you want Office off your Mac and out of your life, you'd never be able t o t rack down and t rash t hem all. Fort unat ely, you've already inst alled a program t hat does j ust t hat . Microsoft Office 2008 Addit ional Tools Rem ove Office folder. Double- click Go t o your Applicat ions t he Rem ove Office icon. The uninst aller searches for all versions of Office on your Mac and let s you choose which ones you want t o rem ove. You can also choose t o rem ove t he program s, or j ust t he preference files ( som et im es a handy t roubleshoot ing m ove) . To back out , click Go Back or j ust quit Rem ove Office. Click Rem ove on t he final screen t o do t he deed. The uninst aller asks for an adm inist rat or nam e and password; when you ent er t hem , it m oves all select ed versions of Office t o t he Trash. Em pt ying t he Trash yourself is t he final st ep in rem oving Office.

A.2 . Tr ou ble sh oot in g Once you've inst alled Office, you're supposed t o leave it s t housands of soft ware pieces where t hey lie. I f you drag Word out of t he Microsoft Office 2008 folder, for exam ple, it won't work; double- clicking it does absolut ely not hing. Nevert heless, it 's possible t hat , while experim ent ing wit h your Mac or innocent ly t rying t o t idy up your hard drive, you'll end up t rashing or m oving a file t hat Office needs t o operat e. Even when you use Office program s t he usual way, your soft ware creat es set t ings and preference files t hat keep t rack of how you use and cust om ize t he soft ware. Occasionally, a set t ings file or a bit of soft ware becom es corrupt ed, causing all m anner of st range behavior, odd crashes, and chaos. I f you're experiencing st range crashes, invest igat e t he possibilit y t hat a set t ings file or a bit of Microsoft soft ware has gone bad.

A.2 .1 . Ch e ck for a Ba d Se t t in gs or Pr e fe r e n ce File To t est for a corrupt file, quit all Office program s, and dig int o Hom e Library Preferences Microsoft Office 2008, t hen drag ont o your deskt op Microsoft Office 2008 Set t ings.plist and any Preference ( or Set t ings) files t hat relat e t o your problem program . When you next st art t he program , it creat es fresh, clean copies of t hese preference files. I f your problem goes away, m ove t he old, corrupt files from your deskt op t o t he Trash. ( I f t he corrupt files cont ain a lot of cust om izat ion work, you can t ry furt her t est ing t o see which specific file causes t he problem , or—if you have backups—t ry rest oring a slight ly older version of t he file.) Here's where you can find t hese preference and set t ings files:

You can find m ost of t hem in your Hom e folder 2008.

Library

Preferences

Microsoft

Office

Word st ores cust om st yle set t ings in a t em plat e called Norm al, and t his t em plat e m ay be t he cause of Library Applicat ion Support your woe. You can m ost likely locat e Norm al.dot m in your Hom e Microsoft Office User Tem plat es folder.

Ent ourage st ores cust om inform at ion ( and em ail) for it s m ain user in Hom e Docum ent s Microsoft Office 2008 I dent it ies Main I dent it y. This folder ( and all ident it y folders) are well User Dat a wort h backing up; if a file in Main I dent it y ( or any ident it y folder) becom es corrupt , you'll have no recourse but t o st art again if you don't have backups.

A.2 .2 . Un in st a ll a n d Re in st a ll Office Wit h previous versions of t he Mac OS, it was fairly easy t o rem ove Microsoft shared libraries and such from t he Syst em Folder as a quick t est t o see if t hey were corrupt ed. Under Mac OS X, t his picky procedure t akes t he skills and pat ience of a brain surgeon, as you're well aware from reading t he previous sect ion. I f only, say, Ent ourage is crashing or behaving badly, it m ay be wort hwhile t o isolat e and rem ove only it s preferences and support files t o see if t hat solves t he problem . But if you have no idea where t he problem is com ing from , and don't have t he pat ience t o figure it out , you m ay want t o t ake t he fast er—but m ore drast ic—st ep of rem oving all of Office's preference files, or rem oving all Office folders, program s, and t heir accout rem ent s from your Mac. You'll have t o spend ext ra t im e reset t ing your preferences lat er, but in ret urn you get t he chance t o t ruly st art fresh. Sim ply run t he Rem ove Office program as described on Sect ion A.1.2, and reinst all Office as described at t he beginning of t his appendix.

A.2 .3 . Re se a r ch You r Pr oble m On lin e I f you want t o hunt online for inform at ion, you can always t ry Microsoft 's Knowledge Base at ht t p: / / support .m icrosoft .com . Or, t ry www.m icrosoft .com / m ac/ help.m spx, t he Mact opia Help Cent er, wit h links t o t op support issues and inform at ion for I T professionals. Here you'll find t he Office Resource Kit , Microsoft 's reference guide aim ed at net work adm inist rat ors and consult ant s. Your best bet m ay be t urning t o your fellow Office 2008 fans and asking t hem for help. Visit Microsoft 's online forum at www.officeform ac.com . Here you can search for quest ions sim ilar t o yours and see if som eone's already answered t hem . Chances are good som eone has, but if not , you can post your quest ion and see if you get an answer. ( While you're at it , you m ight see if you can answer a quest ion or t wo for som eone else.) Microsoft MVPs—Most Valuable Professionals—m aint ain several help Web sit es where t hey volunt eer t heir Office expert ise for t he great er good:

Th e En t ou r a ge H e lp Pa ge .ht t p: / / ent ourage.m vps.org

Th e En t ou r a ge H e lp Blog .ht t p: / / blog.ent ourage.m vps.org

W ord:m a c.ht t p: / / word.m vps.org/ Mac/ WordMacHom e.ht m l

Th e Pow e r Poin t FAQ List .ht t p: / / ppt faq.com

Appe n dix B. Th e Office H e lp Syst e m Given enough t im e and det erm inat ion, it 's possible t hat you could figure out Microsoft Office 2008 all by yourself. But t he fact t hat you're reading t his book indicat es you have bet t er t hings t o do wit h your t im e. When you need help, t here are various resources available, st art ing wit h Office's built - in Help syst em . Of course, t he help syst em can't subst it ut e for a good book, but it can get you out of a j am , show you different —and oft en fast er—ways of doing t hings, and reveal Office feat ures you never knew exist ed. Part of Office 2008's help syst em is always wit h you, like a friend t apping your shoulder wit h t he occasional unsolicit ed hint . Toolt ips oft en pop up t o reveal, say, t he nam es of t oolbar but t ons or Aut oText suggest ions. The oft en- ignored Descript ion panels of dialog boxes clarify what you're looking at . ( Open Word Preferences, click any of t he preference but t ons and wat ch what happens at t he bot t om of t he box when you pass t he cursor over t he various opt ions.) But if you're really having t rouble figuring out how t o m ake an Office program do what you want , you can t urn t o Office's online help screens.

N ot e : I f you used earlier versions of Office for t he Mac, you've been am used or annoyed by Max, t he Help syst em 's excit able Assist ant , in t he form of a lit t le Mac Plus wit h feet and a repert oire of cut esy m annerism s. Always alarm ingly out of place in t he serious universe of Office, Max has waved his last anim at ed goodbye and shuffled off t he screen for good. Office 2008 does away wit h t he Assist ant and sends everyone seeking aid t o t he businesslike Office Help syst em .

B.1 . Office H e lp The Office for Mac Help window—which is supposed t o t ake t he place of a hard- copy m anual in Office 2008—appears when you use one of t hese m et hods:

Choose Help

[ Program Nam e] Help ( or press

- ?) .

Click t he Help but t on on t he St andard t oolbar or press t he Help key.

Click t he " More help on t his funct ion" link in Excel's Form ula Builder.

The Help window opens, as shown in Figure B- 1, t it led Word Help, PowerPoint Help, and so on. Each program has it s own separat e set of help files, m eaning you can't look up your Excel quest ions in t he Word Help window. The adornm ent s on t his window offer a variet y of aids t o finding inform at ion in t he Help syst em :

Figu r e B- 1 . Click flippy t r ia n gle s or t h e lin k s in t h e H e lp w in dow t o bu r r ow you r w a y t h r ou gh t h e h e lp t opics. I f you ca n 't fin d t h e in for m a t ion t h a t you n e e d in t h e H e lp w in dow , click " Ca n 't fin d it ?" At t h e bot t om of t h e Topics dr a w e r for a pa ge of se a r ch in g t ips. M ost of t h e h e lp t opics a r e r e gu la r H e lp pa ge s, bu t t h ose w it h a " 1 2 3 " icon le a d t o sh or t , visu a lly or ie n t e d t u t or ia ls; t h ose fe a t u r in g a st a ck of book s ope n you r W e b br ow se r a n d t a k e you t o a n on lin e Office t r a in in g cou r se .

Clicking H om e ( t he house but t on) ret urns you t o t he Hom e window of your current program from wherever you are in t he help syst em . From here you can click one of t he Popular t opics links t hat lead t o popular Help pages, click t he User Com m unit y link t o head t o t he Mact opia Product Forum s Web pages, or click Cont act Microsoft t o shut t le over t o Office 2008's m ain Help page on t he Web.

The t wo a r r ow s t o t he left of t he Hom e but t on are Back and Forward but t ons t hat work j ust like t he but t ons in a Web browser t o let you navigat e t he Help window.

The Topics but t on hides or reveals t he t opics drawer, t he pane cont aining your search result s list or t he Help Cont ent s list . The Topics but t on always m akes sure t he drawer won't bum p int o t he edge of your screen, and ext ends it from t he ot her side of t he Help window if t hat 's a possibilit y. Click Cont ent s if you want t o browse t hrough t he help t opics inst ead of searching.

Clicking Pr in t print s t he cont ent s of t he m ain Help window.

When you ent er a key word or t erm in t he Se a r ch H e lp field and press Ret urn, Help displays a list of m at ching t opics in t he Topics drawer Search t ab. Click one of t he t opics t o display in t he m ain Help window. Click t he m agnifying- glass icon at t he left end of t he Search Help field for a list of recent searches.

The Con t e n t s t ab of t he Topics drawer displays t he m ast er list of help t opics. Click one of t hese t opics ( you don't need t o click t he flippy t riangle) for a list of subt opics, as shown in Figure B- 1. Each subt opic is a hyperlink t hat opens t he t opic's help screen in t he m ain pane.

At t he bot t om of t he Help window, a lit t le pop- up m enu let s you choose bet ween Online Help and Offline Help. The preferred posit ion—if you have an always- on I nt ernet connect ion—is Online Help. Microsoft regularly updat es t he Help cont ent s, and when t his cont rol is set t o Online Help, t hese lat est addit ions are aut om at ically available. When set t o Offline Help, you have a m uch m ore lim it ed range of help t opics t o choose from .

N ot e : Mac OS X 10.5 Leopard feat ures a new search field in t he Help m enu ( see below) . This m et hod searches program s on your com put er t hat m ake use of t he Mac Help syst em —like t he operat ing syst em and all Apple program s. Searching here will not uncover Microsoft Office help t opics, because Office uses it s own separat e Office Help syst em .

A wort hwhile way t o get st art ed is t o search for " known issues." This search t akes you t o a Help page t it led Known issues in Office 2008, which is required reading if you're having any kind of Office t rouble or if you're upgrading from an earlier version. Here you'll find a list and descript ions of problem s Microsoft knows about . Thanks t o Help's online connect ion, t he inform at ion you find here is always up- t o- dat e.

Appe n dix B. Th e Office H e lp Syst e m Given enough t im e and det erm inat ion, it 's possible t hat you could figure out Microsoft Office 2008 all by yourself. But t he fact t hat you're reading t his book indicat es you have bet t er t hings t o do wit h your t im e. When you need help, t here are various resources available, st art ing wit h Office's built - in Help syst em . Of course, t he help syst em can't subst it ut e for a good book, but it can get you out of a j am , show you different —and oft en fast er—ways of doing t hings, and reveal Office feat ures you never knew exist ed. Part of Office 2008's help syst em is always wit h you, like a friend t apping your shoulder wit h t he occasional unsolicit ed hint . Toolt ips oft en pop up t o reveal, say, t he nam es of t oolbar but t ons or Aut oText suggest ions. The oft en- ignored Descript ion panels of dialog boxes clarify what you're looking at . ( Open Word Preferences, click any of t he preference but t ons and wat ch what happens at t he bot t om of t he box when you pass t he cursor over t he various opt ions.) But if you're really having t rouble figuring out how t o m ake an Office program do what you want , you can t urn t o Office's online help screens.

N ot e : I f you used earlier versions of Office for t he Mac, you've been am used or annoyed by Max, t he Help syst em 's excit able Assist ant , in t he form of a lit t le Mac Plus wit h feet and a repert oire of cut esy m annerism s. Always alarm ingly out of place in t he serious universe of Office, Max has waved his last anim at ed goodbye and shuffled off t he screen for good. Office 2008 does away wit h t he Assist ant and sends everyone seeking aid t o t he businesslike Office Help syst em .

B.1 . Office H e lp The Office for Mac Help window—which is supposed t o t ake t he place of a hard- copy m anual in Office 2008—appears when you use one of t hese m et hods:

Choose Help

[ Program Nam e] Help ( or press

- ?) .

Click t he Help but t on on t he St andard t oolbar or press t he Help key.

Click t he " More help on t his funct ion" link in Excel's Form ula Builder.

The Help window opens, as shown in Figure B- 1, t it led Word Help, PowerPoint Help, and so on. Each program has it s own separat e set of help files, m eaning you can't look up your Excel quest ions in t he Word Help window. The adornm ent s on t his window offer a variet y of aids t o finding inform at ion in t he Help syst em :

Figu r e B- 1 . Click flippy t r ia n gle s or t h e lin k s in t h e H e lp w in dow t o bu r r ow you r w a y t h r ou gh t h e h e lp t opics. I f you ca n 't fin d t h e in for m a t ion t h a t you n e e d in t h e H e lp w in dow , click " Ca n 't fin d it ?" At t h e bot t om of t h e Topics dr a w e r for a pa ge of se a r ch in g t ips. M ost of t h e h e lp t opics a r e r e gu la r H e lp pa ge s, bu t t h ose w it h a " 1 2 3 " icon le a d t o sh or t , visu a lly or ie n t e d t u t or ia ls; t h ose fe a t u r in g a st a ck of book s ope n you r W e b br ow se r a n d t a k e you t o a n on lin e Office t r a in in g cou r se .

Clicking H om e ( t he house but t on) ret urns you t o t he Hom e window of your current program from wherever you are in t he help syst em . From here you can click one of t he Popular t opics links t hat lead t o popular Help pages, click t he User Com m unit y link t o head t o t he Mact opia Product Forum s Web pages, or click Cont act Microsoft t o shut t le over t o Office 2008's m ain Help page on t he Web.

The t wo a r r ow s t o t he left of t he Hom e but t on are Back and Forward but t ons t hat work j ust like t he but t ons in a Web browser t o let you navigat e t he Help window.

The Topics but t on hides or reveals t he t opics drawer, t he pane cont aining your search result s list or t he Help Cont ent s list . The Topics but t on always m akes sure t he drawer won't bum p int o t he edge of your screen, and ext ends it from t he ot her side of t he Help window if t hat 's a possibilit y. Click Cont ent s if you want t o browse t hrough t he help t opics inst ead of searching.

Clicking Pr in t print s t he cont ent s of t he m ain Help window.

When you ent er a key word or t erm in t he Se a r ch H e lp field and press Ret urn, Help displays a list of m at ching t opics in t he Topics drawer Search t ab. Click one of t he t opics t o display in t he m ain Help window. Click t he m agnifying- glass icon at t he left end of t he Search Help field for a list of recent searches.

The Con t e n t s t ab of t he Topics drawer displays t he m ast er list of help t opics. Click one of t hese t opics ( you don't need t o click t he flippy t riangle) for a list of subt opics, as shown in Figure B- 1. Each subt opic is a hyperlink t hat opens t he t opic's help screen in t he m ain pane.

At t he bot t om of t he Help window, a lit t le pop- up m enu let s you choose bet ween Online Help and Offline Help. The preferred posit ion—if you have an always- on I nt ernet connect ion—is Online Help. Microsoft regularly updat es t he Help cont ent s, and when t his cont rol is set t o Online Help, t hese lat est addit ions are aut om at ically available. When set t o Offline Help, you have a m uch m ore lim it ed range of help t opics t o choose from .

N ot e : Mac OS X 10.5 Leopard feat ures a new search field in t he Help m enu ( see below) . This m et hod searches program s on your com put er t hat m ake use of t he Mac Help syst em —like t he operat ing syst em and all Apple program s. Searching here will not uncover Microsoft Office help t opics, because Office uses it s own separat e Office Help syst em .

A wort hwhile way t o get st art ed is t o search for " known issues." This search t akes you t o a Help page t it led Known issues in Office 2008, which is required reading if you're having any kind of Office t rouble or if you're upgrading from an earlier version. Here you'll find a list and descript ions of problem s Microsoft knows about . Thanks t o Help's online connect ion, t he inform at ion you find here is always up- t o- dat e.

B.2 . Le opa r d M e n u H e lp Mac OS X 10.5 ( Leopard) feat ures a new search field right in t he Help m enu. I t searches t he Mac Help syst em and only works for Apple program s, as described in t he Not e above. However, Leopard's am azing new m enu search capabilit y works great wit h Office program s. This feat ure's a lifesaver when you're having one of t hose m enu m om ent s—you know t here's a com m and in a m enu som ewhere t hat let s you insert a horizont al line in - ?) and t ype Word, for exam ple, but you're not sure exact ly where. I n Word, choose Help ( or press Horizont al horizont al int o t he Search field. Leopard im m ediat ely responds wit h a m enu it em t it led Pict ure Line list ed below t he search field. Hold your m ouse over t hat it em in t he search result s, and t he Word m enu and subm enu unfurls before your eyes wit h a big blue arrow point ing t o t he com m and in quest ion ( see Figure B- 2) . Wit hout m oving your m ouse, click t hat it em , and Word perform s t he com m and.

Figu r e B- 2 . Use Le opa r d's de liciou s n e w m e n u se a r ch fe a t u r e w h e n you 'r e j u st su r e t h e r e 's a com m a n d som e w h e r e , bu t you don 't k n ow w h ich m e n u or su bm e n u it 's bu r ie d in . Type t h e m e n u com m a n d ( or pa r t of it ) in t h e Se a r ch fie ld a n d t h e n m ove you r cu r sor ove r t h e M e n u I t e m t h a t pops u p in t h e se a r ch r e su lt s list ( u ppe r r igh t ) . As soon a s you do, it ope n s t h e m e n u w it h t h e com m a n d h igh ligh t e d a n d a big blu e a n im a t e d a r r ow poin t in g a t it ( low e r le ft ) . I f t h a t 's t h e com m a n d you n e e d, click t h e it e m in t h e se a r ch r e su lt s—it 's t h e sa m e a s click in g t h e a ct u a l m e n u com m a n d.

N ot e : I f you're st ill using Tiger ( Mac OS X 10.4) , you don't have t he m enu help feat ure.

B.3 . W e b- Ba se d H e lp Microsoft does a fine j ob of keeping you updat ed about what 's happening in t he world of Office for t he Mac. The Microsoft Office for t he Mac Web sit e ( called Mact opia) cont ains online t ut orials, inst ruct ional art icles, soft ware updat es and bug fixes, and, when all else fails, a gat eway t o Microsoft 's t echnical support depart m ent . Visit t he Product Websit e. Office launches your Web To go direct ly t o Microsoft 's Mac Web sit e, choose Help browser and displays t he Office 2008 for Mac product page where all kinds of goodies await , like an online t our and em ail newslet t er sign- up. The links at t he t op of t he Office 2008 page are t he im port ant ones for folks looking t o learn m ore about t he program .

The Product s link t akes you t o a page giving an Office 2008 overview wit h links t o t he individual program s. I t 's a great place t o st art if you're updat ing from an earlier version of Office.

D ow n loa ds is a page list ing t he newest and m ost popular Mac downloads for Microsoft product s. Com e here for Office soft ware updat es if you're not using Aut oUpdat e ( see t he box on page xxxi) . You'll also find a link t o find out m ore about Aut oUpdat e.

H e lp a n d H ow - t o opens a gem of a page t hat includes how- t o art icles, t op support issues, popular discussions in t he forum s—and a link t o t he forum s page where you can int eract wit h ot her Office fans and Office expert s. You'll also find links t o t he I T Professionals pages and, at t he bot t om , a Get Technical Support link where you can search Microsoft 's Office for Mac Knowledge Base and find links t o cont act ing a Microsoft support person by em ail, online, or phone. ( You're free t o browse or post t o a newsgroup; individual assist ance by em ail or phone can cost you.) This page also has unexpect ed pleasures like a link t o office- relat ed news releases and press coverage, and a link t o sign up t o part icipat e in a Usabilit y St udy ( t hat is, pot ent ially get t o t est new soft ware and get a " free gift " for your effort s) .

The Blog link opens Mac Moj o, t he official blog of t he Macint osh Business Unit ( MacBU) where t he engineers who act ually creat ed Office hang out and post on various Office issues. You can leave com m ent s on t heir post ings and feel relat ively confident t hat som eone in t he know is reading— and perhaps responding t o t hem .

Appe n dix C. Office 2 0 0 8 , M e n u by M e n u Because Microsoft Office 2008 is four big program s t hat work t oget her, t here are a lot of m enus t o cover—one set for each program . While som e of t hese m enus overlap, t here are som e significant differences. These m enus also change depending on what 's select ed in your current ly open docum ent . This appendix t akes t he m enus program by program , so you can look up what you need easily.

C.1 . Applica t ion M e n u Like Mac OS X program s everywhere, each Office program has a m enu bearing it s nam e, j ust t o t he right of t he m enu. I t cont ains t he Quit com m and, access t o Preferences, and ot her com m ands t hat pert ain t o t he program as a whole. I t also has a few Finder com m ands, pot ent ially saving you a t rip t o t he deskt op.

C.1 .1 . Abou t [ Pr ogr a m N a m e ] Opens a window displaying som e legalese and, m ore im port ant ly, t he product I D for your copy of Office. A Microsoft represent at ive m ay ask you for t his num ber when you call a t echnical support phone num ber ( which you can find by clicking t he Support but t on) . The Reference Tools but t on doesn't act ually help wit h looking anyt hing up; it j ust offers m ore legalese about any foreign language dict ionaries you've inst alled.

C.1 .2 . On lin e Re gist r a t ion I n case you clicked Regist er Lat er when you first inst alled Office ( see Appendix A) , choose t his com m and when you have t he t im e t o go t hrough t he regist rat ion process.

C.1 .3 . Applica t ion M e n u Pr e fe r e n ce s This com m and opens up t he Preference window, which cont ains different panels for various t ypes of set t ings ( t hese are discussed t hroughout t his book) . Keyboard short cut : - com m a ( ,) . I n Ent ourage, t here are t wo m ain sect ions in t he Preferences dialog box:

General Preferences. The General Preferences sect ion is divided int o 11 cat egories covering how Ent ourage works, part icularly t he Address Book ( Chapt er 11) and Calendar (Chapt er 10) .

Mail & News Preferences. The Mail & News Preferences sect ion cont ains four cat egories covering how Ent ourage deals wit h m ail and news m essages ( see Chapt er 9 ) .

C.1 .4 . Accou n t Se t t in gs ( En t ou r a ge on ly) Opens t he Tools

Account s window, as discussed on Sect ion 10.2.2.

C.1 .5 . W or k Offlin e ( En t ou r a ge on ly)

Disconnect s Ent ourage from t he I nt ernet or net work, so t hat you can you writ e em ail m essages, reply t o news m essages, or work wit h t asks, calendar it em s, or cont act s wit hout being int errupt ed by Ent ourage's aut om at ic m ail- get t ing schedule ( which would ot herwise rem ind you every 10 m inut es, " Mail could not be received at t his t im e" ) . Great for use on planes and in wait ing room s.

C.1 .6 . Tu r n Off ( or On ) Office Re m in de r s ( En t ou r a ge on ly) Tells t he Office Rem inders program (Sect ion 11.7) t o st op rem inding you about event s, t asks, and docum ent s t hat you've set for follow- up; or if it 's already off, t ells it you'd like t o see your rem inders.

C.1 .7 . Sw it ch I de n t it y ( En t ou r a ge on ly) Swit ches your Ent ourage ident it y, let t ing you ( or anot her person using Office) use a different set of account s ( see Sect ion 11.13 ) . Keyboard short cut : Opt ion- - Q.

C.1 .8 . Se r vice s This is a st andard Mac OS X m enu, list ing useful int er- program com m ands t hat m ost ly do not hing in Office. ( That 's because Services generally work only in Cocoa program s—program s t hat were writ t en from scrat ch for Mac OS X rat her t han adapt ed from earlier soft ware, as Office was.) For t he full st ory on Services, see Mac OS X: The Missing Manual.

C.1 .9 . H ide [ Pr ogr a m N a m e ] Hides t he current program 's windows from view wit hout m inim izing t he program t o t he Dock. Keyboard short cut : - H.

C.1 .1 0 . H ide Ot h e r s Hides t he windows of all ot her windows, including Finder windows, leaving only windows from t he front m ost Office program visible. Keyboard short cut : Opt ion- - H.

C.1 .1 1 . Sh ow All Brings back all hidden windows of t he program you're using.

C.1 .1 2 . Qu it [ Pr ogr a m N a m e ] Quit s t he front m ost program , but before doing so, gives you a chance t o save any changes you've m ade. Keyboard short cut : - Q.

Appe n dix C. Office 2 0 0 8 , M e n u by M e n u Because Microsoft Office 2008 is four big program s t hat work t oget her, t here are a lot of m enus t o cover—one set for each program . While som e of t hese m enus overlap, t here are som e significant differences. These m enus also change depending on what 's select ed in your current ly open docum ent . This appendix t akes t he m enus program by program , so you can look up what you need easily.

C.1 . Applica t ion M e n u Like Mac OS X program s everywhere, each Office program has a m enu bearing it s nam e, j ust t o t he right of t he m enu. I t cont ains t he Quit com m and, access t o Preferences, and ot her com m ands t hat pert ain t o t he program as a whole. I t also has a few Finder com m ands, pot ent ially saving you a t rip t o t he deskt op.

C.1 .1 . Abou t [ Pr ogr a m N a m e ] Opens a window displaying som e legalese and, m ore im port ant ly, t he product I D for your copy of Office. A Microsoft represent at ive m ay ask you for t his num ber when you call a t echnical support phone num ber ( which you can find by clicking t he Support but t on) . The Reference Tools but t on doesn't act ually help wit h looking anyt hing up; it j ust offers m ore legalese about any foreign language dict ionaries you've inst alled.

C.1 .2 . On lin e Re gist r a t ion I n case you clicked Regist er Lat er when you first inst alled Office ( see Appendix A) , choose t his com m and when you have t he t im e t o go t hrough t he regist rat ion process.

C.1 .3 . Applica t ion M e n u Pr e fe r e n ce s This com m and opens up t he Preference window, which cont ains different panels for various t ypes of set t ings ( t hese are discussed t hroughout t his book) . Keyboard short cut : - com m a ( ,) . I n Ent ourage, t here are t wo m ain sect ions in t he Preferences dialog box:

General Preferences. The General Preferences sect ion is divided int o 11 cat egories covering how Ent ourage works, part icularly t he Address Book ( Chapt er 11) and Calendar (Chapt er 10) .

Mail & News Preferences. The Mail & News Preferences sect ion cont ains four cat egories covering how Ent ourage deals wit h m ail and news m essages ( see Chapt er 9 ) .

C.1 .4 . Accou n t Se t t in gs ( En t ou r a ge on ly) Opens t he Tools

Account s window, as discussed on Sect ion 10.2.2.

C.1 .5 . W or k Offlin e ( En t ou r a ge on ly)

Disconnect s Ent ourage from t he I nt ernet or net work, so t hat you can you writ e em ail m essages, reply t o news m essages, or work wit h t asks, calendar it em s, or cont act s wit hout being int errupt ed by Ent ourage's aut om at ic m ail- get t ing schedule ( which would ot herwise rem ind you every 10 m inut es, " Mail could not be received at t his t im e" ) . Great for use on planes and in wait ing room s.

C.1 .6 . Tu r n Off ( or On ) Office Re m in de r s ( En t ou r a ge on ly) Tells t he Office Rem inders program (Sect ion 11.7) t o st op rem inding you about event s, t asks, and docum ent s t hat you've set for follow- up; or if it 's already off, t ells it you'd like t o see your rem inders.

C.1 .7 . Sw it ch I de n t it y ( En t ou r a ge on ly) Swit ches your Ent ourage ident it y, let t ing you ( or anot her person using Office) use a different set of account s ( see Sect ion 11.13 ) . Keyboard short cut : Opt ion- - Q.

C.1 .8 . Se r vice s This is a st andard Mac OS X m enu, list ing useful int er- program com m ands t hat m ost ly do not hing in Office. ( That 's because Services generally work only in Cocoa program s—program s t hat were writ t en from scrat ch for Mac OS X rat her t han adapt ed from earlier soft ware, as Office was.) For t he full st ory on Services, see Mac OS X: The Missing Manual.

C.1 .9 . H ide [ Pr ogr a m N a m e ] Hides t he current program 's windows from view wit hout m inim izing t he program t o t he Dock. Keyboard short cut : - H.

C.1 .1 0 . H ide Ot h e r s Hides t he windows of all ot her windows, including Finder windows, leaving only windows from t he front m ost Office program visible. Keyboard short cut : Opt ion- - H.

C.1 .1 1 . Sh ow All Brings back all hidden windows of t he program you're using.

C.1 .1 2 . Qu it [ Pr ogr a m N a m e ] Quit s t he front m ost program , but before doing so, gives you a chance t o save any changes you've m ade. Keyboard short cut : - Q.

C.2 . En t ou r a ge M e n u s Ent ourage's m enus, not surprisingly, cent er on m anipulat ing m ail and newsgroup m essages, wit h a whole set of subm enus for dealing wit h t asks, appoint m ent s, and cont act s t hrown in for good m easure.

C.3 . File M e n u Like any ot her good Macint osh program , Ent ourage com es equipped wit h t he File m enu, which is m ainly used for working wit h files on your hard drive—whet her t hat 's creat ing new files, saving t hem , or print ing t hem .

C.3 .1 . Pr oj e ct Ga lle r y I t 's t he t op File m enu it em in all four Office program s, and it opens t he Office Proj ect Gallery window when select ed. Keyboard short cut : Shift - - P.

C.3 .2 . N e w Creat es a new Ent ourage file. Since Ent ourage can creat e a variet y of files, t he New com m and has it s own subm enu, filled wit h com m ands t hat creat e a new Ent ourage docum ent or elem ent .

N e w . This t op it em changes, depending on what 's select ed in Ent ourage's Folder List window. I t m ight say, for exam ple, New Mail Message, New Newsgroup m essage, New Task, and so on. Keyboard short cut : - N.

M a il M e ssa ge . Creat es a blank em ail m essage. Keyboard short cut : Opt ion-

- N.

Ca le n da r Eve n t . Creat es a blank calendar event .

Ta sk. Creat es a blank t ask.

N ot e . Creat es a blank not e.

Con t a ct. Creat es a blank Address Book ent ry.

Gr ou p. Creat es a blank group where you can gat her t oget her cont act s.

N e w s M e ssa ge . Creat es a blank newsgroup m essage.

Post . Creat es a new post in an Exchange folder.

Pr oj e ct. Opens t he New Proj ect Wizard ( Sect ion 11.9) so you can st art a fresh proj ect .

Sa ve d Se a r ch . Creat es a new Quick Filt er search allowing you t o add various crit eria and t hen save it in t he Mail Views folder ( see t he Tip on Sect ion 10.3.4.9) .

Folde r. Creat es a new folder in t he folder list . ( Available in Mail and Cust om Views only.) Keyboard

short cut : Shift -

- N.

Su bfolde r. Creat es a new subfolder in t he folder t hat 's select ed in t he Folder List .

Ope n N e w M a in W in dow . Creat es a brand- new m ain Ent ourage window so you can have, for exam ple, your em ail and your calendar open at t he sam e t im e.

C.3 .3 . Ope n Opens t he select ed it em int o it s own window, whet her it 's an it em in t he Folder List ( such as a m ail folder or t he Address Book) or an it em inside t he browser window ( such as a folder or a cont act ) . The com m and even t ells - O. you what you're about t o open ( " Open Message" for exam ple) . Keyboard short cut :

C.3 .4 . Ope n Ot h e r Use r 's Folde r Opens anot her Exchange account 's shared m ail folder, calendar, or cont act s list . ( This com m and is only available if Ent ourage has an Exchange account configured.)

C.3 .5 . Close Closes t he front m ost open window, even if it 's t he Progress window. I f Ent ourage's m ain window is t he only one open, t his com m and closes it . Keyboard short cut : - W.

C.3 .6 . Sa ve Saves any changes m ade t o t he front m ost window, whet her t hat window is an em ail m essage ( which t hen get s placed in t he Draft s folder) or a cont act . I f t he docum ent in t he front m ost window hasn't been changed, t hen - S. t he Save com m and is disabled. Keyboard short cut :

C.3 .7 . Sa ve As Saves t he front m ost window as anot her file. This com m and essent ially m akes a copy of t he file and closes t he original, allowing you t o choose a new nam e and locat ion for t he file.

C.3 .8 . Sa ve As W e b Pa ge ( Available in Calendar only.) Let s you save your calendar as a Web page, so t hat ot hers on t he I nt ernet can see what you're up t o—if you really want t hat kind of scrut iny ( Sect ion 11.4) .

C.3 .9 . Re ve r t Throws out any changes you've m ade t o t he file in t he front m ost window since you last saved it .

C.3 .1 0 . I m por t Opens Ent ourage's I m port window, which let s you bring in inform at ion from various em ail, personal inform at ion m anager, and t ext - based m ail and cont act files ( Sect ion 11.3.7) .

C.3 .1 1 . Ex por t Saves Ent ourage's cont act s as a t ext file, which you can t hen use in anot her program , or export s it em s t o an Ent ourage archive (Sect ion 10.4.4) .

C.3 .1 2 . Sh a r e a Pr oj e ct I nit iat es t he sharing of a proj ect ( Sect ion 11.9.4.7) .

C.3 .1 3 . Su bscr ibe t o a Pr oj e ct Let s you subscribe t o a shared proj ect t hat you or anot her Ent ourage fan creat ed.

C.3 .1 4 . Pa ge Se t u p Opens t he Page Set up dialog box, where you can cont rol how Microsoft Office print s your pages ( on which kind of paper, and so on) . The opt ions here depend on t he kind of print er you have select ed.

C.3 .1 5 . Pr in t On e Copy Print s a copy of t he front m ost window ( or t he it em select ed in t he m ain window) wit hout opening t he Print dialog box. Think of it as t he fast t rack t o print ing. Keyboard short cut : Opt ion- - P.

C.3 .1 6 . Pr in t Opens t he Print dialog box, where you can specify t he num ber copies you want print ed, am ong a m ult it ude of ot her set t ings. Keyboard short cut : - P.

C.4 . Edit M e n u The Edit m enu com m ands focus on edit ing t ools, whet her t hat m eans m oving t ext around in an em ail m essage or m em o, looking for a t ext st ring inside Ent ourage's files, m anaging m essage t hreads, or changing an it em 's cat egory.

C.4 .1 . Un do Takes back t he last t hing t hat you did, like delet ing t hat vit al chunk of t ext by accident . Keyboard short cut : Z.

-

C.4 .2 . Re do Once you've undone som et hing, t hen t he Redo com m and becom es available, in case you change your m ind. - Y. Keyboard short cut :

C.4 .3 . Cu t Cut s t he select ed t ext or obj ect out of t he docum ent and put s it on t he Clipboard, ready for past ing int o a - X. different window or program . Keyboard short cut :

C.4 .4 . Copy Copies t he select ed t ext or obj ect and put s it on t he Clipboard, ready for past ing int o a different window or program . Keyboard short cut : - C.

C.4 .5 . Copy t o Scr a pbook Copies t o t he Scrapbook ( Sect ion 18.2.1) . You can st ore clips on t he Scrapbook—and subsequent ly past e t hem —from any Office program . Keyboard short cut : Shift - - C.

C.4 .6 . Pa st e Past es t he cont ent s of t he Clipboard int o a docum ent at t he locat ion of t he insert ion point . Keyboard short cut : - V.

C.4 .7 . Pa st e Fr om Scr a pbook Past es a clip from t he Scrapbook. Keyboard short cut : Shift -

- V.

C.4 .8 . Pa st e Spe cia l Once you've got som et hing on t he clipboard, you can choose how Ent ourage past es it from t his subm enu.

Pa st e As Qu ot a t ion . Past es t he t ext on t he clipboard int o an open Ent ourage window as an I nt ernet - st yle quot at ion—t hat is, wit h > bracket s in front of each line, t o let your correspondent know you're quot ing back som et hing she wrot e. Keyboard short cut : Cont rol- - V.

Pa st e As Pla in Te x t. Rem oves any form at t ing, like it alics, from t he t ext you're past ing. Useful prim arily when you're past ing form at t ed t ext from Word int o a plain- t ext em ail or newsgroup m essage. Keyboard short cut : Opt ion- - V.

Pa st e As Pict u r e . Past es what ever is on t he clipboard ( such as a Word t able, Excel chart , or drawing) as a pict ure. Useful, and available, only in HTML- form at t ed em ail m essages, and in Not es.

C.4 .9 . Cle a r Delet es t he select ed t ext ( or obj ect ) from t he docum ent wit hout put t ing it on t he clipboard.

C.4 .1 0 . Se le ct All Select s everyt hing ( whet her t hat 's t ext or obj ect s) in t he front m ost window. Keyboard short cut :

- A.

C.4 .1 1 . D u plica t e Duplicat es t he current ly select ed it em , whet her it 's a m essage or a calendar event . This com m and's wording changes t o reflect t he kind of obj ect t hat 's select ed; it m ay say Duplicat e Message or Duplicat e Task, for exam ple. ( I t can't duplicat e it em s on a rem ot e server, such as an online em ail account or a news server.) - D. Keyboard short cut :

C.4 .1 2 . D e le t e Delet es t he select ed it em ( such as a m ail m essage, cont act , or folder in t he Folder list ) . Like Duplicat e, t he Delet e com m and's wording changes t o reflect t he it em being delet ed, and it can't be used t o delet e m essages - Delet e. on a news server. Keyboard short cut :

C.4 .1 3 . To D o This m enu let s you choose a To Do set t ing—Today, Tom orrow, Next Week, and so on—or add a Rem inder, Mark as Com plet e, or Clear To Do Flag.

C.4 .1 4 . Ca t e gor ie s This m enu list s Ent ourage's cat egories ( a way of labeling your Ent ourage dat a, as described on Sect ion 11.7.3.2) , and it gives you t wo com m ands t o use wit h t hose cat egories: Assign Cat egories let s you place t he select ed it em ( like a m essage or a folder) int o one or m ore of your cat egories; Edit Cat egories let s you creat e, change, and delet e Ent ourage's cat egories. The prefab cat egories included in Ent ourage are: None, Fam ily, Friends, Holiday, Junk, Personal, Recreat ion, Travel, and Work.

C.4 .1 5 . Pr oj e ct s This m enu list s your proj ect s. You m ay eit her assign t he select ed it em ( em ail m essage, not e, or what ever) t o a proj ect by select ing it or creat e a new proj ect .

C.4 .1 6 . Sh a r e I t e m

Let s you share t he it em t hrough a shared proj ect .

C.4 .1 7 . D o N ot Sh a r e I t e m Select t his t o st op sharing a previously shared proj ect it em .

C.4 .1 8 . Ge t Pr ope r t ie s ( Proj ect Cent er only.) Opens t he Proj ect Propert ies window ( see t he box on Sect ion 11.9.4.4) of t he select ed proj ect . Keyboard short cut : -I.

C.4 .1 9 . Au t o Te x t Cle a n u p Aut o Text Cleanup cont ains six t ools t o help t urn em ail t ext int o cleaner t ext , rem oving som e of it s grem lins.

St r a igh t e n Qu ot a t ion M a r k s. Takes fancy curly quot es and t urns t hem int o st andard st raight quot es.

Re w r a p Pa r a gr a ph s. Pulls out t he line breaks in t he t ext of a m essage ( see Sect ion 10.3.4.3) .

I n cr e a se Qu ot in g . I ncreases t he level of I nt ernet quot ing ( wit h all of t he > signs on t he left m argin of t he t ext ) by one.

Re m ove Qu ot in g . Rem oves all levels of quot ing from of t he select ed t ext .

To UPPERCASE. Makes t he select ed t ext all capit als.

To low e r ca se . Makes t he select ed t ext all lowercase.

C.4 .2 0 . I n cr e a se Fon t Size Makes t he t ext of an incom ing m essage larger. Keyboard short cut :

- + ( Shift -

-= ).

C.4 .2 1 . D e cr e a se Fon t Size Makes t he t ext of an incom ing m essage sm aller. Keyboard short cut :

- – ( hyphen) .

C.4 .2 2 . Add t o ( or Re m ove fr om ) Fa vor it e s Ba r Adds t he select ed folder t o or rem oves it from t he Favorit es Bar.

C.4 .2 3 . Fin d Opens Ent ourage's Find panel, which you can use t o search t hrough m essages for a t ext phrase ( see Sect ion 11.14.1) . Keyboard short cut : - F.

C.4 .2 4 . Adva n ce d Se a r ch Opens Ent ourage's Quick Filt er view, which let s you search using all kinds of crit eria t o narrow your search ( see t he box on Sect ion 11.14 ) . Keyboard short cut : Opt ion- - F.

C.4 .2 5 . Fin d Re la t e d I t e m s Let s you search for m essages sent t o or received from t he current ly select ed cont act .

C.5 . Vie w M e n u The View m enu's com m ands cont rol how Ent ourage looks and shows you t hings. ( I n Calendar view, t his becom es t he Calendar m enu, but it cont ains m any of t he sam e com m ands.)

C.5 .1 . Pr e viou s Moves t o t he previous it em in t he current ly select ed folder. I f a m essage is open, t he cont ent s of t he open window changes t o t he previous m essage. Keyboard short cut : -[ .

C.5 .2 . N e x t Moves t o t he next it em in t he current ly select ed folder. I f a m essage is open, t he cont ent s of t he open window changes t o t he next m essage. Keyboard short cut : -] .

C.5 .3 . Go To Choosing one of t he it em s from t he subm enu does t he sam e t hing as clicking t he Mail, Address Book, Calendar, Not es, Tasks, and Proj ect Cent er but t ons—it swit ches t o t he view of t hat funct ion.

C.5 .4 . H ide / Sh ow Toolba r Hides or shows t he t oolbar in Ent ourage's m ain window ( a space- saving gest ure) .

C.5 .5 . Cu st om ize Toolba r Opens Ent ourage's t oolbar cust om izat ion pane so you can add or rem ove but t ons t o t he Toolbar ( Sect ion 20.1.2.3) .

C.5 .6 . H ide / Sh ow Qu ick Filt e r Hides or shows t he Quick Filt er bar at t he t op of t he list pane. Keyboard short cut :

- Shift - L.

C.5 .7 . H ide / Sh ow Fa vor it e s Ba r Hides or shows t he folder Favorit es Bar direct ly beneat h t he Toolbar.

C.5 .8 . H ide / Sh ow Folde r List Hides or shows t he folder list in Ent ourage's m ain window. Keyboard short cut :

- B.

C.5 .9 . Pr e vie w Pa n e Hides or shows t he Preview Pane in Ent ourage's m ain window. Keyboard short cut , on t he right : list : Shift - - \ .

C.5 .1 0 . Colu m n s

- \ , below t he

The Colum ns m enu let s you hide or show t he various colum ns in Ent ourage's m ain list view. The colum ns t hat you can t oggle are: To Do Flag St at us, Online St at us, Message St at us, Priorit y, At t achm ent , From , Subj ect , Sent , Received, To, Account , Size, Cat egories, and Proj ect s. To save space, hide t he ones you rarely consult .

C.5 .1 1 . Ar r a n ge By ( Mail and Newsgroups only.) Let s you choose how you want t o arrange t he m essages in t he folder you're viewing ( t hat is, by subj ect , sender, and so on) . Also let s you t urn on Show in Groups, t o group sim ilar m essages t oget her.

C.5 .1 2 . Sh ow M a il Folde r s On ly Rem oves any non- Mail folders—like Calendar or Address Book view—from t he folders list .

C.5 .1 3 . Un r e a d On ly Hides all m essages but t he ones you haven't yet read. ( Choose t he com m and again t o bring t hem back int o view.) Keyboard short cut : Shift - - O.

C.5 .1 4 . Fla gge d On ly Makes flagged m essages t he only t hing t hat you see in list windows. Keyboard short cut : Opt ion-

- O.

C.5 .1 5 . Ex pa n d All I n t he folder pane, shows all folders and t heir subfolders. I n t he m essage list , opens up collapsed groups so t hat you can see all m essages.

C.5 .1 6 . Colla pse All I n t he folder list , collapses all subfolders; t he equivalent of closing all folders' flippy t riangles at once. I n t he m essage list , hides all grouped m essages so t hat you can only see t he group headers.

C.6 . M e ssa ge M e n u The Message Menu provides all m anner of com m ands for dealing wit h m essages, as you m ay have guessed. ( Available in Mail and Newsgroup views only.)

C.6 .1 . Re se n d Resends a select ed m essage in t he Sent I t em s folder. ( I f a m essage in t he Out box is select ed, t his com m and says Send Message Now inst ead.)

C.6 .2 . Se n d M e ssa ge N ow ( Available when a m essage you're com posing is open in it s own window and Ent ourage is online.) Sends an em ail or newsgroup m essage. Keyboard short cut : - Ret urn.

C.6 .3 . Se n d M e ssa ge La t e r ( Available when a m essage you're com posing is open in it s own window.) Places t he em ail or newsgroup m essage in t he Out box. Keyboard short cut : Shift - - Ret urn.

C.6 .4 . Re ce ive En t ir e M e ssa ge I f you've select ed a part ially ret rieved m essage, t his com m and t ells Ent ourage t o receive t he rest of t he st ory.

C.6 .5 . Edit M e ssa ge Makes a previewed ( or opened) m essage edit able, so t hat you can change it s t ext — even if you didn't creat e t he m essage ( POP account s only) .

C.6 .6 . Re ply Creat es an out going reply m essage for t he select ed m essage, wit h subj ect and address already filled in. I f t he m essage com es from a m ailing list , t he reply will be addressed t o t he m ailing list . Keyboard short cut : - R.

C.6 .7 . Re ply t o All Creat es a reply t o t he select ed m essage, preaddressed t o every recipient of t he original m essage. Keyboard short cut : Shift - - R.

C.6 .8 . Re ply t o Se n de r Creat es a reply t o t he select ed m essage, preaddressed t o t he sender only. Keyboard short cut : Opt ion-

- R.

C.6 .9 . For w a r d Forwards t he m essage t o a t hird part y, first perm it t ing you t o add your own com m ent s t o it before you send it along t o som eone else. Keyboard short cut : - J.

C.6 .1 0 . For w a r d a s At t a ch m e n t Forwards t he m essage t o a t hird part y as a file at t achm ent , which is useful when you want t o preserve t he form at t ing of forwarded HTML m essages. Keyboard short cut : Cont rol- - J.

C.6 .1 1 . Re dir e ct Redirect s t he select ed m essage t o som eone else, m aking it appear as t hough it cam e from t he original sender ( see Sect ion 10.3.4.6) . Keyboard short cut : Opt ion- - J.

C.6 .1 2 . M a r k a s Re a d Marks t he current ly select ed m essage so t hat it looks like you've already read it ( it st ops being bold) . Keyboard short cut : - T.

C.6 .1 3 . M a r k a s Un r e a d Marks t he current ly select ed m essage as unread ( it t urns bold) —useful if you've already read it but want t o pret end as if you haven't . Keyboard short cut : Shift - - T.

C.6 .1 4 . M a r k All a s Re a d Marks all m essages in a folder as having been read. Keyboard short cut : Opt ion-

- T.

C.6 .1 5 . M a r k a s Ju n k Not ifies Ent ourage's j unk m ail filt er t hat t he select ed m essage or m essages is j unk.

C.6 .1 6 . M a r k a s N ot Ju n k Tells Ent ourage's j unk m ail filt er t hat t he select ed m essage ( or m essages) isn't j unk.

C.6 .1 7 . Block Se n de r Tells Ent ourage's j unk m ail filt er t hat m essages from t he sender of t he select ed m essage are always j unk.

C.6 .1 8 . Ch e ck N a m e s Verifies t hat em ail addresses are correct ly form at t ed. Keyboard short cut : Cont rol-

- C.

C.6 .1 9 . I n se r t The subm enu com m ands here let you insert , int o an out going em ail or newsgroup m essage, one of t he following it em s:

Pict u r e . Opens a " Choose a File" window for you t o choose a graphics file t o at t ach t o a m essage or, if HTML is t urned on, t o place in t he body of t he m essage.

Ba ck gr ou n d Pict u r e. Opens a " Choose a File" window as above, except t hat Ent ourage sizes t he pict ure

you use t o fill t he body of t he m essage. Your t yping appears over t he pict ure, provided you choose a cont rast ing font color.

Sou n d. Opens a " Choose a File" window for you t o choose a sound file, such as a WAV file, t o at t ach t o an em ail m essage as an at t achm ent .

M ov ie. Opens a " Choose a File" window, exact ly as for a sound. Ent ourage insert s t he m ovie int o an HTML em ail as in a Web page or at t aches it .

C.6 .2 0 . Re m ove Ba ck gr ou n d Pict u r e Delet es a background pict ure, if you insert ed one using t he above com m and or if you received a m essage from som eone else wit h a background pict ure.

C.6 .2 1 . Sign a t u r e Let s you select t he signat ure for your out going m essage ( see Sect ion 10.3.7.5) .

C.6 .2 2 . Pr ior it y Let s you set a priorit y for your out going Ent ourage m essage, which will be flagged accordingly in your recipient 's em ail program , if t he program underst ands such priorit y set t ings. For m essages you've received, t his m enu let s you set t he priorit y of t he select ed m essage from one of five possible choices: Highest , High, Norm al, Low, and Lowest .

C.6 .2 3 . Se cu r it y This subm enu, available when you're com posing a new m essage, let s you apply t wo encrypt ion feat ures t hat help prevent evildoers from reading your em ail during it s elect ronic j ourney. Because you and your recipient s need t o share each ot her's digit al cert ificat es ( files t hat ident ify you as t he sender and decode t he encrypt ed m essages) , you'll usually use t his feat ure when a corporat e adm inist rat or has got t en everyone set up for it .

D igit a lly Sign M e ssa ge . Adds t he file t hat digit ally ident ifies you as you. Usually your adm inist rat or purchases t hese cert ificat es for everyone using t he net work.

En cr ypt M e ssa ge. Scram bles t he m essage so t hat only you and t he ot hers wit h t he right cert ificat es can read it .

C.6 .2 4 . Add At t a ch m e n t s Let s you add an at t achm ent t o an open m essage t hat you're creat ing ( see Sect ion 10.3.7.6) . Keyboard - E. short cut :

C.6 .2 5 . Sa ve All At t a ch m e n t s Opens up a Save dialog box where you can save any file at t achm ent s t o t he current ly select ed m essage ont o your hard drive ( see Sect ion 10.3.5) . This com m and is unavailable, of course, if a m essage doesn't have any - E. at t achm ent s. Keyboard short cut :

C.6 .2 6 . Re m ove All At t a ch m e n t s Rem oves any at t achm ent s t o t he select ed m essage. Great for st ripping away annoying VCF files.

C.6 .2 7 . Re m ove Un sa fe At t a ch m e n t s Rem oves any at t achm ent s t hat Ent ourage deem s t o be pot ent ially unsafe ( see t he box on Sect ion 10.3.5.1) .

C.6 .2 8 . Aft e r Se n din g, M ove To Let s you set a dest inat ion folder for your out going m essage. Once you've sent it , Ent ourage will m ove t he m essage t o t he select ed folder.

C.6 .2 9 . Apply Ru le Applies m ail rules ( Sect ion 10.3.6.1) t o t he select ed m essage or m essages, even if t hey've already been downloaded t o your Mac. The subm enu shows t wo t hings: your list of individual rules and All Rules, which applies all of your rules t o t he select ed m essages.

C.6 .3 0 . M ove To This m enu com m and m oves t he select ed m essage or m essages t o a folder in t he list —a great feat ure when you're slogging t hrough a m ass of m essages, t rying t o clean t hem up. I t s subm enu shows a list of folders and a special Choose folder com m and.

Folde r list. This is a list of Ent ourage folders t o which you can m ove t he select ed m essage.

Ch oose folde r . Opens a list of all of Ent ourage's folders; you can m ove t he select ed m essage t o any of t hem . You can also creat e a new folder using t he cont rols in t his window. Keyboard short cut : Shift - - M.

C.6 .3 1 . Add To Addr e ss Book Adds t he sender of t he select ed m essage t o your Ent ourage Address Book. Keyboard short cut : Opt ion-

- C.

C.6 .3 2 . I n t e r n e t H e a de r s Reveals t he I nt ernet headers t hat show where t he m essage has been on it s t ravels t hrough cyberspace. I t works only when a m essage is open in it s own window or select ed in a list , not in t he Preview pane. Keyboard short cut : Shift - - H.

C.6 .3 3 . Sou r ce Opens t he select ed m essage's HTML source code—including it s headers—so you can t ake a look at t he form at t ing codes t hat m ake it up. Keyboard short cut : Opt ion- - U.

C.7 . For m a t M e n u Even t hough em ail and news m essages bot h t race t heir origins t o plain t ext ( which doesn't cont ain m uch in t he way of form at t ing) , t he advent of HTML em ail let s you use a variet y of form at t ing in your m issives. Those com m ands are t hought fully grouped in t he Form at m enu.

C.7 .1 . H TM L I f HTML is t urned on, t hen all of t he Form at m enu com m ands list ed below are available. Ot herwise, m ost of t he com m ands below are dim m ed, and you'll prepare your em ail m essages using good ol' plain, unform at t ed t ext only. Keyboard short cut : Shift - - T.

C.7 .2 . St yle Let s you choose from five different st yles for your t ext , det ailed below:

Re gu la r Te x t . You guessed it —plain vanilla t ext .

Bold. Makes t he select ed t ext bold. Keyboard short cut :

I t a lic. Makes t he select ed t ext it alic. Keyboard short cut :

- B.

-I.

Un de r lin e. Underlines t he select ed t ext ( and m akes it look like a hyperlink— great for pract ical j okes) . Keyboard short cut : - U.

Fix e d W idt h Fon t . Uses a fixed- widt h font , such as Monaco. A fixed- widt h font is one in which each charact er t akes up t he sam e am ount of horizont al space ( for exam ple, an " i" t akes up as m uch space as an " m ," m aking it easier for you t o line up t ext in colum ns) .

C.7 .3 . Fon t List s all of t he font s inst alled on your Mac. Choose one t o use in your m essage.

C.7 .4 . Fon t Size Let s you choose a specific point size for your t ext , j ust as you would when form at t ing t ext in Word ( Sect ion 3.2.2 ) .

C.7 .5 . Fon t Color Let s you choose a color for your HTML- based em ail font s. I t list s 16 colors: Black, Maroon, Green, Olive, Navy, Purple, Teal, Gray, Silver, Red, Lim e, Yellow, Blue, Fuchsia, Aqua, and Whit e—plus Ot her, which let s you use t he color picker t o m ix your own color ( Sect ion 19.3.8.1) .

C.7 .6 . I n cr e a se Fon t Size I ncreases t he size of t he select ed t ext . Keyboard short cut :

- +.

C.7 .7 . D e cr e a se Fon t Size Decreases t he size of t he select ed t ext . Keyboard short cut :

- –.

C.7 .8 . Ch a r a ct e r Se t Let s you choose a language charact er set for your m ail: West ern European, Cent ral European, Chinese, Cyrillic, Greek, Japanese, Korean, Turkish, or Unicode. This subm enu com es fact ory set t o Aut om at ic, m eaning t hat Ent ourage can det ect t he languages used in incom ing m essages. I f you get a m essage loaded wit h nonsense charact ers, t ry choosing t he correct language m anually.

C.7 .9 . Align m e n t Chooses alignm ent for t he select ed paragraphs: Left , Cent er, or Right .

C.7 .1 0 . N u m be r e d List Turns t he select ed t ext int o an HTML num bered list .

C.7 .1 1 . Bu lle t e d List Turns t he select ed t ext int o an HTML bullet ed list .

C.7 .1 2 . I n cr e a se I n de n t I ndent s t he select ed paragraphs ( when creat ing a quot at ion, for exam ple) . Keyboard short cut :

C.7 .1 3 . D e cr e a se I n de n t Decreases t he indent level. Keyboard short cut :

-[ .

C.7 .1 4 . Ba ck gr ou n d Color Let s you choose a shade for t he background of your HTML em ail m essages.

C.7 .1 5 . I n se r t H or izon t a l Lin e I nsert s a horizont al rule int o an HTML form at t ed out going m essage ( Sect ion 10.3.7.3) .

-] .

C.8 . Tools M e n u Where would a Microsoft program be wit hout a Tools m enu? Here you'll find com m ands t hat deal wit h Ent ourage's general ut ilit y operat ions.

C.8 .1 . Ru n Sch e du le Here's a look at each it em in t he subm enu ( see Sect ion 10.3.2 for m ore on schedules) :

Em pt y D e le t e d I t e m s Folde r . Em pt ies t he Delet ed I t em s folder of it s cont ent s.

Se n d & Re ce ive All. Sends all queued m essages and get s m ail from all account s.

Se n d All. Sends all wait ing m essages.

Edit Sch e du le s. Opens t he Schedules window, where you can creat e, edit , and delet e schedules.

C.8 .2 . Se n d & Re ce ive This com m and's subm enu let s you send your wait ing out going m ail and download any em ail wait ing for you.

Se n d & Re ce ive All. Sends all wait ing m essages and get s m ail from all account s. Keyboard short cut : K.

-

Se n d All. Sends all wait ing m essages ( but doesn't download incom ing m ail) . Keyboard short cut : Shift K.

-

List of a ccou n t s. Every account you have in Ent ourage is list ed here. By select ing t he account nam e, you m ake Ent ourage send and receive m essages for t hat one account .

C.8 .3 . Spe llin g Checks t he spelling in your m essage. Keyboard short cut : Opt ion-

- L.

C.8 .4 . Th e sa u r u s Opens t he Reference Tools and looks up t he select ed word in t he Thesaurus. Keyboard short cut : Cont rol- Opt ion- R.

C.8 .5 . D ict ion a r y Opens t he Reference Tools and looks up t he select ed word in t he Dict ionary. Keyboard short cut : Opt ion- Shift -

- R.

C.8 .6 . Spe llin g La n gu a ge Use t he Spelling Language subm enu t o choose your dict ionary language ( for spelling and gram m ar checks) from t he following choices: Port uguese ( Brazil) , Danish, Dut ch, English ( AUS) , English ( UK) , English ( US) , Finnish, French, French Canadian, Germ an, I t alian, Norwegian Bokm al, Norwegian Nynorsk, Port uguese, Spanish, Swedish, and Swiss Germ an.

C.8 .7 . Au t oCor r e ct Opens Ent ourage's Aut oCorrect set t ings window, where you can set how Ent ourage aut om at ically at t em pt s t o fix your m ist akes and add form at t ing t o your m essages, exact ly as in Microsoft Word ( see Sect ion 2.6.2) .

C.8 .8 . Ope n Lin k s Opens a list of links t o t he select ed it em or m essage.

C.8 .9 . Lin k t o Ex ist in g Let s you link t o an exist ing Message, Calendar Event , Task, Not e, Cont act , Group, or File, using t he Links dialog box ( Sect ion 10.3.4.10 ) .

C.8 .1 0 . Lin k t o N e w Let s you link t o a Mail Message, News Message, Calendar Event , Task, Not e, Cont act , or Group t hat you haven't yet creat ed, and gives you a chance t o creat e it in t he process.

C.8 .1 1 . Toolbox The Subm enu let s you open t he Obj ect Palet t e, t he Reference Tools, or t he Scrapbook.

C.8 .1 2 . Ju n k E- M a il Pr ot e ct ion Opens t he Junk E- Mail Prot ect ion window, where you can set t he filt er's opt ions ( see t he box on Sect ion 10.3.6) .

C.8 .1 3 . M a ilin g List M a n a ge r Opens t he Mailing List Manager, where you can set opt ions for dealing wit h m ailing list s.

C.8 .1 4 . N e w sgr ou p Se t t in gs Let s you set charact er- set opt ions for t he select ed newsgroup. Useful if you habit uat e int ernat ional newsgroups.

C.8 .1 5 . Ou t of Office I f you have a corporat e, educat ional, or host ed Exchange Server account , t hen t his com m and let s you set a rule t o aut om at ically respond t o m essages while you're away on vacat ion or out of t he office. Your correspondent s will know not t o expect an answer from you unt il you ret urn. This rule runs from t he server, which m eans you don't need t o keep Ent ourage running on your com put er.

C.8 .1 6 . Ru le s Opens t he Rules window, where you can creat e, edit , or delet e m essage rules ( see Sect ion 10.3.6.1) .

C.8 .1 7 . Sign a t u r e s Opens t he Signat ures window, where you can creat e, edit , or delet e signat ures for your m essages.

C.8 .1 8 . Sch e du le s Opens t he Schedules window, where you can creat e, edit , or delet e schedules.

C.8 .1 9 . Accou n t s Opens t he Account window, where you can creat e, edit , or delet e m ail, news, and direct ory service account s ( see t he box on Sect ion 10.3.7.1) .

C.9 . W in dow M e n u The Window m enu corrals all of t he window- relat ed Ent ourage com m ands in one place.

C.9 .1 . M in im ize W in dow Sends t he front m ost Ent ourage window t o t he Dock. Keyboard short cut :

- M.

C.9 .2 . Zoom W in dow Does t he sam e t hing as t he green zoom but t on in t he upper- right corner of t he window: resizes it t o it s full size, so t hat it fills up m ost of t he screen.

C.9 .3 . Pr ogr e ss Opens t he Progress window, which shows how net work operat ions are progressing. Keyboard short cut :

- 7.

C.9 .4 . Er r or Log Open Ent ourage's Error Log, which t ells you about any problem s t he program had in sending or receiving your - 8. m essages. Keyboard short cut :

C.9 .5 . M y D a y Opens t he My Day program ( Sect ion 11.5.3.5) . Keyboard short cut :

- 9.

C.9 .6 . Cycle Th r ou gh W in dow s Moves from one open window t o t he next , one at a t im e. Keyboard short cut :

-~ .

C.9 .7 . Br in g All t o Fr on t Makes all open, nonm inim ized Ent ourage windows visible, pulling t hem out from behind ot her windows.

C.9 .8 . W in dow List All of t he open windows are list ed at t he bot t om of t he Window m enu. To swit ch t o an open window, select it from t his list .

C.1 0 . H e lp M e n u The Help m enu gives you access t o resources for learning about and t roubleshoot ing Office. Som e are st ored in t he Help syst em t hat Office inst alled on your com put er; ot hers are on Microsoft 's Web sit e.

C.1 0 .1 . En t ou r a ge H e lp Opens up Ent ourage's online help, as described in Appendix B.

C.1 0 .2 . Ch e ck for Upda t e s Launches t he Microsoft Aut oUpdat e program ( see t he box on page xxxi) .

C.1 0 .3 . Visit t h e Pr odu ct W e b Sit e Opens your Web browser t o Microsoft 's hom e page for it s Macint osh product s.

C.1 0 .4 . Se n d Fe e dba ck a bou t En t ou r a ge Opens your Web browser t o a Microsoft Web page cont aining a sim ple feedback Web form .

C.1 1 . Scr ipt s M e n u Ent ourage works well wit h AppleScript and Aut om at or—so well t hat it reserves an ent ire m enu for script s and workflows. You can use one of t he included script s, and you can add your own script s t o t his m enu.

C.1 1 .1 . Abou t t h is M e n u Opens a dialog box cont aining a short descript ion of t he Script s Menu and a but t on t hat opens t he Word Script Menu I t em s folder.

C.1 1 .2 . Cr e a t e Eve n t fr om M e ssa ge At t aches t he select ed m essage's t ext t o a new Ent ourage Event ( a nift y t rick if t he m essage cont ains, for exam ple, direct ions t o a part y) . Keyboard short cut : Cont rol- E.

C.1 1 .3 . Cr e a t e N ot e fr om M e ssa ge At t aches t he select ed m essage's t ext t o a new Ent ourage Not e. Keyboard short cut : Cont rol- N.

C.1 1 .4 . Cr e a t e Ta sk fr om M e ssa ge At t aches t he select ed m essage's t ext t o a new Task. Keyboard short cut : Cont rol- T.

C.1 1 .5 . I n se r t Te x t File Let s you insert a t ext file. Browse t o t he file you wish t o insert , select it , and it s t ext appears in your m essage.

C.1 1 .6 . Ope n E- m a il Folde r Opens your Microsoft User Dat a folder in t he Finder. This is useful for locat ing your em ail files for backup.

C.1 1 .7 . Sa ve Se le ct ion Saves your current m essage t o a folder in t he Finder.

C.1 1 .8 . Sa m ple Au t om a t or W or k flow s Displays a subm enu wit h a collect ion of Aut om at or workflows from which t o choose.

C.1 2 . Ex ce l M e n u s These m enus are t he sam e no m at t er what kind of docum ent is open.

C.1 3 . File M e n u The com m ands in t he File m enu operat e on Excel workbooks, whet her you're opening t hem , saving t hem , or print ing t hem .

C.1 3 .1 . Pr oj e ct Ga lle r y I t 's t he t op File m enu it em in all four Office program s, and it opens t he Office Proj ect Gallery window. Keyboard short cut : Shift - - P.

C.1 3 .2 . N e w W or k book Creat es a new Excel workbook. Keyboard short cut :

- N.

C.1 3 .3 . Ope n Opens Excel's Open dialog box, which you can use t o navigat e t o a file for Excel t o open. Keyboard short cut : O.

-

C.1 3 .4 . Ope n Re ce n t Let s you choose from a list of recent ly opened Excel docum ent s.

C.1 3 .5 . Close Closes t he front m ost Excel workbook window. I f t he workbook has unsaved changes, Excel will ask you if you want t o save t hose changes. Keyboard short cut : - W.

C.1 3 .6 . Sa ve Saves any changes t o t he front m ost window. I f t he file is a new, unsaved workbook, Excel prom pt s you t o nam e - S. it and choose a locat ion for it . Keyboard short cut :

C.1 3 .7 . Sa ve As Saves t he front m ost window as anot her file. This com m and essent ially m akes a copy of t he file and closes t he original file, allowing you t o choose a new nam e and locat ion for t he file, if you want .

C.1 3 .8 . Sa ve a s W e b Pa ge Saves t he front m ost Excel workbook as a Web page, convert ing graphics and graphs t o t he right kind of graphic form at s, and saving all of t he dat a in HTML t ables (Sect ion 14.1.5.5) .

C.1 3 .9 . Sa ve W or k spa ce Mem orizes t he posit ions and sizes of any open workbook windows int o a separat e file. Lat er, when you open t hat file, all of t he workbooks will be opened t o t he sam e size and posit ion.

C.1 3 .1 0 . W e b Pa ge Pr e vie w Shows you, in your Web browser, what your workbook will look like as a Web page.

C.1 3 .1 1 . Pa ge Se t u p Opens t he Page Set up dialog box, where you can set up your Excel print out s. The opt ions depend on t he kind of print er you have select ed as your default print er.

C.1 3 .1 2 . Pr in t Ar e a Offers t hree com m ands:

Se t Pr in t Ar e a. Let s you drag t o select t he cells you want t o print .

Cle a r Pr in t Ar e a . Undoes t he Set Print Area com m and, so t hat not hing is select ed for print ing.

Add t o Pr in t Ar e a. Add your select ion t o t he current print area.

C.1 3 .1 3 . Pr in t Print s t he front m ost docum ent on t he print er select ed in t he Chooser. I t opens t he Print dialog box, where you can specify how m any copies you want print ed and m ake ot her print ing- relat ed set t ings. Keyboard short cut : P.

C.1 3 .1 4 . I m por t Opens a dialog box where you can choose t he kind of file t o im port , t hen click t he I m port but t on, and locat e t he file.

C.1 3 .1 5 . Se n d To Excel's Send To subm enu has only t wo it em s: Mail Recipient ( as HTML) and Mail Recipient ( as At t achm ent ) . By select ing one of t hese opt ions, Excel t ells Ent ourage t o send t he front m ost file as an HTML em ail or as an at t achm ent t o an em ail m essage. I t 's a great feat ure, saving you several st eps when you're finished working on a spreadsheet and want t o em ail it st raight t o t he int erest ed part ies.

C.1 3 .1 6 . Pr ope r t ie s Opens t he Workbook Propert ies window, where you can view and t ype in keywords and ot her inform at ion about t he front m ost workbook, for use lat er by t he Finder's Spot light search feat ure ( which appears when you choose Open) . File

C.1 4 . Edit M e n u The Edit m enu gat hers t oget her all of Excel's edit ing t ools in one handy place. Many of t hese com m ands are sim ilar t o, but not ident ical t o, t hose in ot her Office program s.

C.1 4 .1 . Un do As in ot her program s, t his com m and rest ores t he last change you m ade; in Excel, you can undo ( or redo) m any st eps, t aking your spreadsheet all t he way back t o t he way you found it . Keyboard short cut : - Z.

C.1 4 .2 . Re pe a t / Re do When you've done som et hing t hat Excel can do over and over again, you can do so j ust by select ing t he Repeat com m and. I f you've j ust used t he Undo com m and, t he Repeat m enu it em t urns int o Redo, which undoes t he - Y. undo you j ust did. Keyboard short cut :

C.1 4 .3 . Cu t , Copy, Copy t o Scr a pbook Cut s or copies t o t he clipboard, or copies t o t he Office Scrapbook, t he select ed cell, cells, or obj ect . Keyboard - X, - C, and Shift - - C. short cut :

C.1 4 .4 . Pa st e , Pa st e fr om Scr a pbook , Pa st e Spe cia l Past es what you've j ust copied t o t he clipboard or t o t he Office Scrapbook. Past e Special let s you exercise som e cont rol when past ing, by pulling up t he Past e Special window, where you can apply form at t ing. I t also let s you link or em bed t he clipboard cont ent s. Keyboard short cut : - V, Shift - - V.

C.1 4 .5 . Pa st e a s H ype r lin k Past es t he clipboard cont ent s int o Excel as a hyperlink, eit her t o a Web sit e or t o a Word docum ent . ( Requires t hat you'd first copied an I nt ernet address or som e t ext out of a Word docum ent .)

C.1 4 .6 . Fill Fills t he select ed range of cells in t he m anner you specify in t he Fill subm enu. There are several different kinds of fills:

D ow n , Righ t , Up, Le ft . Fills t he select ed range of cells wit h t he cont ent s and form at t ing t he first select cell, in t he specified direct ion ( see Sect ion 12.1.4 for a m ore pat ient discussion) .

Acr oss Sh e e t s. I f you have m ult iple sheet s select ed, t his copies t he select ed range of cells across all of t he select ed worksheet s in t he sam e place as t he original select ion.

Se r ie s. I nt elligent ly fills t he select ed range of cells using t he cont ent s of t he first cell in t he select ed row or colum n as a pat t ern—useful for filling in a series of dat es, for exam ple.

Ju st ify . Spreads t he t ext in t he left m ost cell across t he select ed row of cells.

C.1 4 .7 . Cle a r The Clear m enu em pt ies out a cell or cells; alt hough you m ight not know it , t here are several ways t o clear cells. Here are your choices:

All . Clears everyt hing in t he cell, including form at t ing, t he cell's cont ent s, and any com m ent s.

For m a t s. Clears j ust t he cell's form at t ing, leaving cont ent s and com m ent s alone.

Con t e n t s. Clears j ust t he cell's cont ent s, leaving form at t ing and com m ent s alone.

Com m e n t s. Clears any com m ent s, leaving form at t ing and cont ent s alone.

C.1 4 .8 . D e le t e Delet es t he select ed cells or obj ect from t he sheet . I f you're delet ing cells, Excel will ask you whet her you want t o shift cells up or t o t he left , or rem ove ent ire rows or colum ns.

C.1 4 .9 . D e le t e Sh e e t Delet es t he current ly act ive sheet from t he workbook. Be sure about it ; you can't undo t his act ion.

C.1 4 .1 0 . M ove or Copy Sh e e t Moves t he select ed sheet or sheet s t o a different locat ion in t he sam e workbook or anot her workbook. I t opens t he Move or Copy window, in which you can specify where you want t o m ove t he sheet and whet her or not a copy is m ade.

C.1 4 .1 1 . Fin d Opens t he Find panel t hat you can use t o search for a st ring in form ulas, values, or com m ent s. Keyboard short cut : - F.

C.1 4 .1 2 . Re pla ce Looks for a st ring of t ext and replaces it wit h anot her.

C.1 4 .1 3 . Go To Opens t he Go To window, which you can use t o go t o a specific cell. By clicking t he result ing Special but t on, you can also use it t o select a specific t ype of cells, such as t hose cont aining form ulas or const ant s.

C.1 4 .1 4 . Lin k s

Pulls up a window showing inform at ion about every link in t he current ly act ive docum ent . I f t he docum ent doesn't have any links t o ot her docum ent s, t his opt ion is dim m ed.

C.1 4 .1 5 . Obj e ct Let s you edit an em bedded obj ect , such as a Microsoft Graph obj ect or a Microsoft Organizat ion Chart obj ect . This m enu's nam e changes t o reflect t he kind of obj ect t hat 's em bedded here, and it let s you eit her edit an em bedded obj ect or convert one OLE obj ect t o a different t ype.

C.1 5 . Vie w M e n u The View m enu's com m ands govern what view m ode t he windows are in, what t oolbars are shown, and so on.

C.1 5 .1 . N or m a l This is t he st andard Excel spreadsheet view.

C.1 5 .2 . Pa ge La you t Swit ches t o Page Layout view. See t he box on Sect ion 12.1.2.

C.1 5 .3 . Toolbox All t he various palet t es below are part of t he Toolbox—you can't click t his m enu it em direct ly.

C.1 5 .4 . For m a t t in g Pa le t t e Hides or shows t he Form at t ing Palet t e.

C.1 5 .5 . Obj e ct Pa le t t e Hides or shows t he Obj ect Palet t e.

C.1 5 .6 . For m u la Bu ilde r Hides or shows t he Form ula Builder.

C.1 5 .7 . Scr a pbook Hides or shows t he Scrapbook.

C.1 5 .8 . Re fe r e n ce Tools Hides or shows t he Reference Tools.

C.1 5 .9 . Com pa t ibilit y Re por t Hides or shows t he Com pat ibilit y Report .

C.1 5 .1 0 . Pr oj e ct Pa le t t e Hides or shows t he Proj ect Palet t e.

C.1 5 .1 1 . Ele m e n t s Ga lle r y Hides or shows t he Elem ent s Gallery.

C.1 5 .1 2 . Toolba r s Using t his com m and's subm enu, you can hide or show Excel's t oolbars: St andard, Form at t ing, Border Drawing, Chart , Drawing, Ext ernal Dat a, Form s, Form ula Audit ing, List , Movie, Pivot Table, and Reviewing.

C.1 5 .1 3 . Cu st om ize Toolba r s a n d M e n u s Opens t he Cust om ize window, where you can select m ore t oolbars or creat e your own ( see Sect ion 20.1) .

C.1 5 .1 4 . Ru le r ( Page Layout view only.) Displays a ruler along t he t op of t he Excel page.

C.1 5 .1 5 . For m u la Ba r Hides or shows t he form ula bar. This is one t hat you should probably leave on, as you'll be using t he form ula bar quit e a bit .

C.1 5 .1 6 . St a t u s Ba r Hides or shows t he st at us bar at t he bot t om of an open workbook.

C.1 5 .1 7 . H e a de r a n d Foot e r Let s you edit t he headers and foot ers t hat appear at t he t op and bot t om of every page.

C.1 5 .1 8 . Com m e n t s Shows all com m ent s in t he docum ent if t hey're hidden, and opens t he Reviewing t oolbar. I f com m ent s are already visible, choosing t his hides t hem .

C.1 5 .1 9 . Cu st om Vie w s Opens t he Cust om Views window, which you can use t o add, delet e, or show cust om views t hat you've saved.

C.1 5 .2 0 . Fu ll Scr e e n Turns Full Screen m ode on and off. I n Full Screen m ode, your workbook enlarges t o t ake over t he ent ire screen, and Excel hides ot her elem ent s ( such as t oolbars and t he Form at t ing Palet t e) .

C.1 5 .2 1 . Zoom Opens t he Zoom window, where you can choose one of seven zoom levels ( 25, 50, 75, 100, 125, 150, or 200 percent ) for m agnifying or shrinking t he onscreen represent at ion of your spreadsheet , or you can zoom in or out t o fit a select ion. You can also ent er a cust om zoom level ( from 10 t o 400 percent ) .

C.1 5 .2 2 . Size d w it h W in dow I f you have a chart em bedded in it s own chart sheet , t his com m and t ies t he size of t he chart t o t he size of t he window in which it 's em bedded. I f t his com m and isn't checked, resizing t he window has no effect on t he size of t he chart .

C.1 5 .2 3 . Ch a r t W in dow I f you have a chart select ed, t his appears at t he bot t om of t he View m enu. I t m akes Excel open t he exist ing chart in a new chart window.

C.1 6 . I n se r t M e n u I f you want t o insert som et hing int o your Excel docum ent s, t hen t his m enu is your best friend. I f not , t here's no need t o go t o it s part ies.

C.1 6 .1 . Ce lls I nsert s a num ber of blank cells equivalent t o t he num ber you've first select ed, and opens t he I nsert window, which let s you set how t hose cells are placed.

C.1 6 .2 . Row s I nsert s a num ber of blank rows equivalent t o t he num ber you've first select ed, m oving t he select ed rows down. I f you have only one cell select ed, Excel insert s only one row.

C.1 6 .3 . Colu m n s I nsert s a num ber of blank colum ns equivalent t o t he num ber you've first select ed, m oving t he select ed colum ns t o t he right . I f you only have one cell select ed, Excel insert s only one colum n.

C.1 6 .4 . Ch a r t Opens t he Chart s Gallery, which walks you t hrough t he creat ion of a chart , and t hen it insert s your newly m int ed chart eit her int o t he current ly act ive worksheet or int o a whole new sheet reserved for t he chart alone.

C.1 6 .5 . List Opens t he List Wizard, which walks you t hrough t he creat ion of one of Excel's fancy list obj ect s ( see Sect ion 12.3) .

C.1 6 .6 . Sh e e t Let s you choose from it s subm enu a Blank Sheet , a Chart Sheet , or a List Sheet t o insert int o your current workbook. Choose Ot her t o pick a worksheet from t he Proj ect Gallery or from som e ot her folder.

C.1 6 .7 . Pa ge Br e a k I nsert s a page break above t he current ly select ed cell. I f t he cell is adj acent t o a m anually placed page break, t his com m and changes t o Rem ove Page Break, which ( as you m ight guess) rem oves t he break.

C.1 6 .8 . Fu n ct ion Opens t he Form ula Builder, from which you can select one of Excel's funct ions t o insert int o t he current ly act ive cell.

C.1 6 .9 . N a m e The Nam e m enu has four subm enu choices t hat let you deal wit h nam es in Excel worksheet s. Nam es are plainEnglish ways of referring t o a cell or select ion of cells ( see Sect ion 12.2.4.1) .

D e fin e . Opens t he Define Nam e window, where you can add or delet e nam es for a cell or group of cells.

Pa st e. Opens t he Past e Nam e window, which you can use t o past e a nam ed group of cells int o a form ula. You can also past e a list of your defined nam es, including t he cells t o which t hose nam es refer.

Cr e a t e . Opens t he Creat e Nam es window, which let s you creat e nam es based on labels in select ed cells.

Apply. Opens t he Apply Nam es window, where you can choose a nam e range t o replace a cell range inside a form ula. That cell range has t o m at ch an exist ing nam ed cell ranges; ot herwise, t he funct ion doesn't work.

C.1 6 .1 0 . Com m e n t I nsert s a com m ent at t ached t o t he select ed cell or cells.

C.1 6 .1 1 . Pict u r e The I nsert Pict ure subm enu let s you grab im ages from one of six sources. You can read about t hem in det ail in Chapt er 20, but here's a sum m ary:

Clip Ar t opens t he Clip Gallery and let s you select a bit of Office clip art t o insert .

Fr om File brings up t he " Choose a Pict ure" dialog box, which let s you find and insert your own pict ure files.

Sh a peopens t he Obj ect Palet t e; you can st art drawing in your worksheet using t he Aut oShapes t ools.

Or ga n iza t ion Ch a r t opens Microsoft Organizat ion Chart , which let s you creat e and insert your own flow chart s int o t he current ly act ive Excel worksheet .

W or dAr t . Opens t he WordArt Gallery, where you can creat e t ext art for insert ion int o t he current ly act ive sheet .

C.1 6 .1 2 . Te x t Box Let s you draw a t ext box ont o your spreadsheet .

C.1 6 .1 3 . M ovie Brings up t he I nsert Movie dialog box, where you can select a QuickTim e, AVI , or MPEG m ovie t o insert int o t he current ly act ive sheet .

C.1 6 .1 4 . Obj e ct

Opens t he I nsert Obj ect window, where you can select one of t he following Office obj ect t ypes for insert ion: an Equat ion obj ect , a Microsoft Graph Chart obj ect , Microsoft Organizat ion Chart obj ect , or a Word Docum ent obj ect .

C.1 6 .1 5 . H ype r lin k Opens t he I nsert Hyperlink window, where you can insert a new hyperlink t o a Web page, a docum ent , or an em ail address. I f t here's already a link in t he select ed cell, t his com m and opens t he link for edit ing. Keyboard - K. short cut :

C.1 7 . For m a t M e n u The Form at m enu gat hers t oget her all of t he com m ands t hat you're likely t o use while alt ering t he form at t ing of your sheet s and workbooks.

C.1 7 .1 . Ce lls Opens t he Form at Cells window, where you can choose all kinds of form at t ing opt ions for t he select ed cells. This m enu it em changes t o reflect t he t ype of obj ect is select ed—Pict ure, Obj ect , WordArt , or Aut oShape—and t hen - 1. opens t he appropriat e Form at window. Keyboard short cut :

C.1 7 .2 . Row This m enu has four opt ions t hat govern t he appearance of t he select ed row or rows:

Height . Opens t he Row Height window, where you can set t he height of t he select ed row or rows in pixels. I f a worksheet is prot ect ed, t his opt ion is unavailable.

Au t oFit . Makes t he select ed row precisely as high as it needs t o be t o accom m odat e t he t allest t ext in t he row. Measured in pixels.

H ide . Hides t he select ed row or rows from view ( it doesn't delet e t hem ) .

Un h ide. Reveals any hidden rows.

C.1 7 .3 . Colu m n Like it s sibling m enu it em , Form at select ed colum n or colum ns:

Row, t his m enu has five opt ions t hat let you edit t he appearance of t he

W idt h. Opens t he colum n widt h window, where you can set t he widt h of t he select ed colum n or colum ns ( m easured in charact ers) .

Au t oFit Se le ct ion. Makes t he select ed colum n precisely as wide as it needs t o be t o accom m odat e t he longest t ext in t he colum n. Measured in charact ers.

H ide . Hides t he select ed colum n or colum ns from view.

Un h ide. Reveals any hidden colum ns.

St a n da r d W idt h. Reset s t he select ed colum n or colum ns t o t he original set t ing.

C.1 7 .4 . Se le ct e d Ch a r t Ar e a I f you have a chart select ed, t he Select Dat a Series m enu it em appears; it let s you form at t he select ed chart 's area. This m enu it em changes t o reflect t he various it em s select ed in t he chart , including dat a series, plot areas, labels, and legends. All of t hese open t he appropriat e Form at window.

C.1 7 .5 . Sh e e t This m enu it em has four subm enus, each of which deals wit h a form at t ing aspect for t he act ive worksheet .

Re n a m e . Let s you renam e t he current ly act ive sheet .

H ide . Hides t he select ed sheet or sheet s.

Un h ide. Reveals any hidden sheet s in t he workbook by present ing you wit h a list of hidden sheet s and let t ing you choose t hose you want shown.

Ba ck gr ou n d. Let s you select a graphics file t o use as a background for t he front - m ost sheet .

C.1 7 .6 . Au t oFor m a t Opens t he Aut oForm at window, where you can select form at t ing from a range of preset s for t he select ed cells or pivot t able.

C.1 7 .7 . Con dit ion a l For m a t t in g Opens t he Condit ional Form at t ing window, where you can change t he select ed cells' form at t ing based on condit ions t hat you define—such as changing a cell's t ext color t o red when it s value is negat ive.

C.1 7 .8 . St yle Opens t he St yle window, where you can add, edit , or rem ove st yles. St yles are a saved set of form at t ing com m ands t hat you can apply t o a cell or range of cells wit h ease.

C.1 8 . Tools M e n u Alt hough all m enu it em s are t ools, in a sense, m ost are grouped t oget her because t hey have som e com m onalit y ( such as t he I nsert and Form at m enus) . The Tools m enu, on t he ot her hand, is m ore general in nat ure. I t includes a m ix of t ext t ools, sharing t ools, and ot her m iscellaneous funct ions t hat are powerful but don't necessarily have a com m on t hread.

C.1 8 .1 . Spe llin g Runs a spell check on t he front m ost spreadsheet .

C.1 8 .2 . Th e sa u r u s Opens t he Reference Tools and looks up t he select ed word.

C.1 8 .3 . D ict ion a r y Opens t he Reference Tools, and looks up t he select ed word.

C.1 8 .4 . La n gu a ge Let s you choose your language for spell checking.

C.1 8 .5 . Au t oCor r e ct Opens t he Aut oCorrect window, where you can edit what Excel t ries t o correct while you t ype, such as changing " abbout " t o " about ." You can add your own it em s for Excel t o Aut oCorrect here.

C.1 8 .6 . Er r or Ch e ck in g Checks t he sheet for invalid equat ions and operat ions. Provides sum m ary.

C.1 8 .7 . Sh a r e W or k book Opens t he Share Workbook window, where you can change an ordinary workbook int o one t hat can be shared by m any Excel fans at once on a net work. I n t his window, you can t urn workbook sharing on and off, and you can adj ust how changes t o t he shared workbook are t reat ed.

C.1 8 .8 . Tr a ck Ch a n ge s The Track Changes cont rols how Excel keeps t abs of changes t o worksheet s and workbooks m ade by your collaborat ors. This m enu has t wo subm enu opt ions:

H igh ligh t Ch a n ge s. Opens t he Highlight Changes window, where you can t urn change t racking on and cont rol which changes are highlight ed.

Acce pt or Re j e ct Ch a n ge s. Walks you t hrough t he changes t hat have been m ade t o a workbook, giving you a chance t o accept or rej ect each.

C.1 8 .9 . M e r ge W or k book s Merges all of t he changes from a series of shared workbooks int o one single workbook.

C.1 8 .1 0 . Pr ot e ct ion The Prot ect ion m enu has t hree subm enu choices t hat let you choose a level of prot ect ion for t he current ly open worksheet or workbook.

Pr ot e ct Sh e e t . Prot ect s t he front m ost sheet from changes t o cells, chart s, graphics, or Visual Basic code.

Pr ot e ct W or k book . Prot ect s a workbook's st ruct ure from changes such as delet ing, adding, hiding, or showing sheet s; also keeps windows from being resized.

Pr ot e ct a n d Sh a r e W or k book . Prot ect s t he workbook's change t racking and sharing st at us. I f t he workbook isn't yet shared, Excel will ask you if you want t o do so when t his it em is select ed. I f it 's already shared, t his com m and changes t o Unprot ect Shared Workbook.

C.1 8 .1 1 . Fla g for Follow Up Opens t he " Flag for Follow Up" window, where you can set a rem inder at t ached t o t he current ly open workbook. That rem inder will pop up at t he t im e you specify t o rem ind you t o do som et hing wit h t he workbook in quest ion.

C.1 8 .1 2 . Goa l Se e k Changes t he value in a cell unt il a form ula using t hat cell reaches a value you specify ( see Sect ion 14.4.2.2) .

C.1 8 .1 3 . Sce n a r ios Opens t he Scenarios Manager window, where you can add, edit , m erge, and delet e a series of scenarios, which are a way of playing " what if" wit h an Excel worksheet ( see Sect ion 14.4.2.3) .

C.1 8 .1 4 . Au dit in g The Audit ing m enu cont rols how form ulas in a worksheet or workbook int errelat e. I t has five subm enu choices, all of which involve colorful arrows t hat appear on your spreadsheet , point ing t o cells t hat refer t o each ot her.

Tr a ce Pr e ce de n t s. Makes arrows point t o a cell or cells t hat provide values for t he form ula in t he select ed cell. Useful if you're looking for where dat a com es from .

Tr a ce D e pe n de n t s. Point s t o a cell or cells where t he value in t he select ed cell is being used.

Tr a ce Er r or . I f t he select ed cell cont ains an error caused by a bad value in a cell t hat it s form ula references, an arrow ident ifies t he offending cell.

Re m ove All Ar r ow s. Rem oves all of t he arrows drawn by audit ing com m ands.

Sh ow Au dit in g Toolba r. Hides or shows t he Audit ing t oolbar.

C.1 8 .1 5 . Ca lcu la t or Opens t he Form ula Calculat or, which you can use t o quickly creat e form ulas in a neat t ouchpad form at ( see Sect ion 12.2.2.4) .

C.1 8 .1 6 . Con dit ion Su m Opens t he Condit ional Sum Wizard t hat walks you t hrough writ ing a form ula t o t ake t he sum of specific values depending on ot her values in a list .

C.1 8 .1 7 . M a cr os Opens t he Macro window, a vest ige of VBA m acros t hat Office no longer can use. I f you open a docum ent creat ed in an earlier version of Excel t hat cont ains m acros, you can see t hem in t his window—but not use t hem .

C.1 8 .1 8 . Add- I n s Opens t he Add- I ns window, where you can t urn on or t urn off various Add- I ns for Excel. Add- I ns are concept ually sim ilar t o Phot oshop plug- ins in t hat t hey add new funct ions t o Excel.

C.1 8 .1 9 . Cu st om ize Ke yboa r d Opens t he Cust om ize Keyboard window, where you can add or m odify keyboard com m ands.

C.1 9 . D a t a M e n u This m enu's com m ands all process t he num bers and charact ers in your worksheet .

C.1 9 .1 . Sor t Sort s t he select ed rows alphabet ically, by dat e, or num erically.

C.1 9 .2 . Filt e r The Filt er m enu it em let s you hide rows of a list or select ion according t o crit eria t hat you specify. I t has t hree it em s in it s subm enu.

Au t oFilt e r . Turns t he Aut oFilt er pop- up m enus at t he t op of a list obj ect 's colum n. These pop- up m enus cont ain com m only used filt ers.

Sh ow All. Rem oves any filt ering t hat 's been applied t o a list .

Adva n ce d Filt e r . Opens t he Advanced Filt er window, which let s you creat e your own filt ers for a select ed range of cells.

C.1 9 .3 . For m Opens a dat a form window, which you can use t o view, edit , add, and delet e dat a in a list obj ect ( see Sect ion 12.3.3) .

C.1 9 .4 . Su bt ot a ls Figures out a subt ot al and grand t ot al for t he select ed labeled colum n; aut om at ically insert s t he appropriat e cells, m oving t he select ed cells t o t he right , and put s t he spreadsheet in out line m ode.

C.1 9 .5 . Va lida t ion Opens t he Dat a Validat ion m enu, which let s you cont rol what kind of dat a is ent ered in a cell or cell. I t also let s you choose a m essage t o display when a cell is select ed.

C.1 9 .6 . Ta ble Creat es a dat a t able based on a select ed row and colum n input cell. Dat a t ables are useful t o show how changing form ula values affect a sheet 's dat a ( see Sect ion 14.4.2.2) .

C.1 9 .7 . Te x t t o Colu m n s Opens t he " Convert Text t o Colum ns" Wizard, which walks you t hrough t he process of convert ing a chunk of t ext in a cell ( eit her separat ed by spaces or by com m as) int o a series of colum ns.

C.1 9 .8 . Con solida t e Grabs dat a from one of several sources and consolidat es it int o a t able for easy viewing. This com m and opens t he Consolidat e window, where you can choose your consolidat ion funct ion, and add dat a sources.

C.1 9 .9 . Gr ou p a n d Ou t lin e The com m ands in t his m enu let you group dat a t oget her and creat e out lines from your groupings. By using grouping and out lining, you can hide and show det ailed dat a, grouping it in ways t hat help m ake sense of it ( see Sect ion 14.4.3.2) . For your grouping pleasure, t he Group and Out line m enu has seven subm enu it em s.

H ide D e t a il. I f you have a sum m ary row or colum n, t his com m and hides t he det ail rows or colum ns. For Pivot Tables, t his com m and hides det ail dat a in an out er row or colum n field it em .

Sh ow D e t a il. I f you have hidden det ail rows or colum ns, t his com m and shows t hem . For Pivot Tables, t his com m and reveals det ail dat a in an out er row or colum n field it em .

Gr ou p. Groups dat a ( eit her cells or it em s in a Pivot Table) t oget her for easy analysis and print ing. Grouping cells aut om at ically creat es an out line in t he front m ost sheet .

Ungroup . Ungroups form erly grouped dat a, separat ing group m em bers int o individual it em s.

Au t o Ou t lin e . Tells Excel t o aut om at ically creat e an out line, which it happily does from t he form ulas and cell references in t he given spreadsheet .

Cle a r Ou t lin e . Rem oves out lining, of course. I f you have select ed a set of cells t hat are in groups, t hen t his com m and rem oves t he out line in t hat area. I f t he select ed cells aren't in a group, t he out line is rem oved from t he worksheet .

Set t ings. Opens t he Set t ings window, where you can set som e opt ions for out lining and sum m arizing dat a in a worksheet .

C.1 9 .1 0 . Pivot Ta ble Re por t Opens t he Pivot Table Wizard, which walks you t hrough creat ing a Pivot Table or edit ing an exist ing Pivot Table ( see Sect ion 14.4) .

C.1 9 .1 1 . Ge t Ex t e r n a l D a t a This m enu has a collect ion of com m ands t hat link Excel t o ot her dat a sources ( such as dat abases or Web- based dat a sources) . There are eight com m ands in t his subm enu.

Ru n Sa ve d Qu e r y . Pops up t he " Choose a Query" dialog box, where you can select a saved dat a query t o run. Excel ships wit h four pre- saved Web- based queries ready for you t o use.

N e w D a t a ba se Qu e r y . Opens t he Query Wizard, where you can creat e your own dat abase query, you m ad scient ist , you. ( This requires an ODBC driver.)

I m por t Te x t File. I m port s an ent ire t ext file int o t he current ly open worksheet . This com m and opens t he Text I m port Wizard, which walks you t hrough how Excel will parse and place t he dat a from t he t ext file.

I m por t fr om File M a k e r Pr o. Pops up t he " Choose a Dat abase" dialog box, where you can choose a FileMaker Pro dat abase docum ent t o im port dat a from ( see Sect ion 14.3) .

I m por t fr om File M a k e r Se r ve r. Does t he sam e t hing as above, but for FileMaker dat abases st ored on a net work.

Edit Qu e r y . Edit s a query t hat you creat ed using Microsoft Query t o get at dat a in an ext ernal dat abase. I f you have used t he I m port Text File com m and t o bring in a t ext file, t his m enu it em changes t o Edit Text I m port , and perform s accordingly.

D a t a Ra n ge Pr ope r t ie s. Opens t he Ext ernal Dat a Range Propert ies window, which let s you change som e of t he set t ings for an im port ed bit of ext ernal dat a ( such as whet her t he query definit ion is saved, how dat a is refreshed, and how dat a is laid out ) .

Pa r a m e t e r s. Let s you set opt ions for a param et er query, a special kind of query t hat asks you for som e inform at ion t hat it will use t o ret rieve dat a from t he dat abase's t ables.

C.1 9 .1 2 . Re fr e sh D a t a Refreshes t he dat a in a Pivot Table if t he t able's source dat a has changed.

C.2 0 . Ch a r t M e n u The Chart m enu appears only when a chart is select ed in Excel; it replaces t he Dat a m enu on t he m enu bar. Many of t hese opt ions duplicat e set t ings in t he chart wizard, giving you a chance t o revisit som e of t hose choices.

C.2 0 .1 . Ch a r t Type Opens t he Chart Type window, where you can choose a new chart t ype for t he select ed chart ( see Sect ion 13.1.5.3) .

C.2 0 .2 . Sou r ce D a t a Opens t he Source Dat a window, where you can choose a different range of cells from which t he chart draws it s dat a.

C.2 0 .3 . M ove Ch a r t Opens t he Chart Locat ion window, where you set where t he chart is placed: as a new sheet or as an obj ect in an exist ing sheet .

C.2 0 .4 . Add D a t a Opens t he Add Dat a window, which let s you add addit ional cells t o t he chart .

C.2 0 .5 . Add Tr e n dlin e Opens t he Add Trendline window, where you can add a t rendline t o your chart , or change one t hat 's already t here ( see Sect ion 13.2.8.2) .

C.2 0 .6 . 3 - D Rot a t ion Sum m ons t he 3- D form at window, which let s you m anipulat e your 3D chart as if it were a real- world, solid it em by rot at ing it , scaling it , or changing it s elevat ion. I f t he select ed chart isn't a 3- D chart , t his m enu it em isn't available.

C.2 1 . W in dow M e n u These com m ands help you m anage your spreadsheet windows.

C.2 1 .1 . M in im ize W in dow , Zoom W in dow , Br in g All t o Fr on t These com m ands behave exact ly t he sam e way as t hey do in Ent ourage ( see Sect ion C.8.15 ) .

C.2 1 .2 . N e w W in dow Opens a new window on t he sam e file t hat 's current ly open—a duplicat e view of t he sam e spreadsheet . This arrangem ent let s you view t wo ( or m ore) places in t he sam e file at t he sam e t im e, scrolled t o different spot s and zoom ed independent ly.

C.2 1 .3 . Ar r a n ge Arranges all open windows so t hat at least a port ion of each is visible—which m akes swit ching or dragging dat a bet ween open files m uch easier. An Arrange Windows dialog box opens, where you can set how t hose windows are arranged ( Tiled, Horizont al, Vert ical, or Cascade) .

C.2 1 .4 . H ide Hides t he front m ost workbook window wit hout closing it .

C.2 1 .5 . Un h ide Displays a list of windows t hat have been hidden wit h t he Hide com m and, which you can t hen Unhide.

C.2 1 .6 . Split Split s t he act ive window horizont ally and vert ically int o four, independent ly scrolling panes. I f t he current ly act ive window has been split , t his m enu com m and changes t o Rem ove Split .

C.2 1 .7 . Fr e e ze Pa n e s I f your sheet has been split int o t wo or four panes, t his com m and freezes t he t op pane, t he left pane, or bot h. That way, t hose panes st ay in place while you scroll t he lower right panes—it keeps colum n and row t it les visible while you scroll t hrough your worksheet . ( None of t his affect s how t he sheet print s.) This com m and changes t o Unfreeze Panes if you have already frozen t he panes on t he sheet .

C.2 1 .8 . W in dow List The last it em on t he Window m enu is a list of current ly open workbook windows. You can swit ch bet ween t hem by select ing t heir nam es from t his m enu.

C.2 2 . H e lp M e n u These com m ands are t he sam e as t hey are in Ent ourage, as described earlier in t his appendix.

C.2 3 . Pow e r Poin t M e n u s PowerPoint has m any com m ands in com m on wit h t he ot her Office program s. What unique m enus it has are dedicat ed t o m anipulat ing slides, t ext , and im ages, which is what PowerPoint does so well.

C.2 4 . File M e n u PowerPoint 's File m enu, of course, is for working wit h files on your hard drive—whet her t hat 's creat ing new files, saving t hem , or print ing t hem .

C.2 4 .1 . Pr oj e ct Ga lle r y, N e w Pr e se n t a t ion , Ope n , Ope n Re ce n t , Close , Sa ve , Sa ve As These com m ands work exact ly as t hey do in Excel; t he only dist inct ion here is t he wording of t he New com m and ( New Present at ion) .

C.2 4 .2 . Sa ve a s Pict u r e s Saves each slide as a graphics file.

C.2 4 .3 . Sa ve a s M ovie Creat es a QuickTim e m ovie from t he front m ost open present at ion ( see Sect ion 17.3.1) .

C.2 4 .4 . Sa ve a s W e b Pa ge Saves t he front m ost PowerPoint present at ion as a series of Web pages, convert ing graphics and graphs t o t he proper kinds of graphics files and saving all of t he dat a in HTML files ( see Sect ion 17.3.3) .

C.2 4 .5 . W e b Pa ge Pr e vie w Shows you what your present at ion looks like as a Web page. I t opens a t em porary Web page version of your file in your browser.

C.2 4 .6 . Pa ge Se t u p, Pr in t These com m ands work j ust as t hey do in Excel.

C.2 4 .7 . Se n d To PowerPoint 's Send To m enu let s you send t he current ly open present at ion direct ly t o:

M a il Re cipie n t ( a s At t a ch m e n t ) . At t aches t he front m ost present at ion as a file at t achm ent t o an out going Ent ourage em ail m essage, so t hat you can send it t o whom ever you like.

M icr osoft W or d. Sends t he front m ost present at ion's out line t o Word, where you can edit it .

iPh ot o. Sends t he present at ion t o iPhot o as a group of JPEG or PNG graphics.

C.2 4 .8 . Pr ope r t ie s

This com m and works j ust as it does in Excel (Sect ion C.13.11) .

C.2 5 . Edit M e n u The Edit Menu gat hers t oget her all of PowerPoint 's Edit t ools int o one handy place. Many of t hese com m ands are sim ilar t o t hose in ot her Office program s, but t hey aren't all t he sam e.

C.2 5 .1 . Un do, Re pe a t / Re do, Cu t , Copy, Copy t o Scr a pbook These com m ands work j ust as t hey do in Excel.

C.2 5 .2 . Pa st e , Pa st e fr om Scr a pbook These com m ands work j ust as t hey do in Excel ( Sect ion C.14.2 ) .

C.2 5 .3 . Pa st e Spe cia l Opens t he Past e Special window, which you can use t o past e t he cont ent s of t he clipboard int o t he present at ion as a linked or em bedded file. I t also gives you som e form at t ing opt ions when past ing such a file.

C.2 5 .4 . Pa st e a s H ype r lin k Past es t he clipboard cont ent s ( if you've copied an I nt ernet address or som e m at erial from Word) int o t he front m ost PowerPoint present at ion as a hyperlink.

C.2 5 .5 . Cle a r Clears t he select ed it em from t he front m ost present at ion docum ent .

C.2 5 .6 . Se le ct All Select s all obj ect s on t he screen. I f t he cursor is current ly in an act ive t ext obj ect , select s all of t he t ext inside t hat obj ect . Keyboard short cut : - A.

C.2 5 .7 . D u plica t e Duplicat es t he select ed obj ect , placing t he copy slight ly below and t o t he right of t he original. Duplicat ing an it em doesn't put it on t he clipboard. Keyboard short cut : - D.

C.2 5 .8 . D e le t e Slide Delet es t he current slide ( Norm al or Not es view) or t he select ed slides ( in Slide Sort er view) .

C.2 5 .9 . Fin d Opens PowerPoint 's Find window, which you can use t o search for cert ain keywords or form at t ing in Office files - F. on your hard drive. Keyboard short cut :

C.2 5 .1 0 . Re pla ce

Searches for specific t ext or form at t ing and replaces it wit h ot her t ext or form at t ing t hat you specify.

C.2 5 .1 1 . Go t o Pr ope r t y Alt hough few living souls have ever t ried it , PowerPoint has a unique feat ure t hat let s you flag cert ain blobs of t ext as having been proofread, approved by t he client , and so on. To flag a piece of t ext in t his way, drag t hrough it ; choose File Propert ies Cust om t ab; choose from t he list of propert ies ( Disposit ion, Depart m ent , and so on) ; t urn on " Link t o cont ent " ; click Add; and t hen click OK. Aft er having m arked up dozens of t ext swat ches in a slide show t his way, t he Edit Go To Propert y com m and is your t icket t o finding t hose charact erist ics again. When you choose t his com m and, a t iny dialog box appears, list ing all of t he flags you'd set up in t his way; by double- clicking one, you j um p direct ly t o t he corresponding blob of t ext , m aking it easy t o ( for exam ple) round up all t he t ext blobs t hat have yet t o be approved before going live wit h t he present at ion.

C.2 5 .1 2 . Obj e ct I f you've been edit ing t he t ext inside a t ext box or t able, it 's a darned nuisance t o have t o swit ch t o t he arrow t ool j ust t o adj ust , say, t he placem ent , form at t ing, or size of t hat t ext box or t able. This com m and neat ly t oggles back and fort h bet ween ( a) placing t he insert ion point inside t he select ed t ext box or t able and ( b) select ing t he t ext box or t able it self. I t saves you a couple of m ouse clicks when doing frant ic alt ernat ion bet ween edit ing and t weaking.

C.2 5 .1 3 . Spe cia l Ch a r a ct e r s Opens t he Mac OS X Charact ers Palet t e, giving you access t o every possible special charact er on your syst em .

C.2 6 . Vie w M e n u The View m enu is hom e t o t he com m ands t hat govern what you see when you're working wit h PowerPoint : it s view m ode, whet her t he present at ion is in color or grayscale, and what t oolbars and palet t es are showing.

C.2 6 .1 . N or m a l, Slide Sor t e r , N ot e s Pa ge , Pr e se n t e r Tools, Slide Sh ow Swit ches t o t he corresponding view; see Sect ion 16.1.1 for det ails on t hese views.

C.2 6 .2 . M a st e r The Mast er m enu t akes you t o t he various m ast er elem ent s in a present at ion. I t has t hree subm enu choices:

Slide M a st e r. Takes you t o t he Slide Mast er for t he current ly act ive present at ion, where you can add elem ent s, or m ake form at t ing changes, t hat will show up on every slide.

H a n dou t M a st e r. Takes you t o t he Handout Mast er, which let s you t weak set t ings t hat will appear on every handout page in t he present at ion.

N ot e s M a st e r . Takes you t o t he Not es Mast er, which let s you change set t ings for every not es page in t he present at ion.

C.2 6 .3 . H e a de r a n d Foot e r Opens t he " Header and Foot er" window, where you can creat e t ext t hat repeat s on t he t op or bot t om of every slide.

C.2 6 .4 . H ide / Sh ow Com m e n t s Shows or hides any com m ent s ( " st icky not es" ) t hat you or your co- workers have placed in PowerPoint slides.

C.2 6 .5 . Gr a ysca le Takes your present at ion int o, or out of, Grayscale m ode, t em porarily rem oving all color—a useful preview if you plan t o print on a st andard black- and- whit e laser print er. I f you Cont rol- click your present at ion while in Grayscale m ode, you get a Grayscale cont ext ual m enu t hat offers various wacky inversions of t he black/ whit e/ gray color schem e.

C.2 6 .6 . Toolbox : For m a t t in g Pa le t t e , Obj e ct Pa le t t e , Cu st om An im a t ion , Scr a pbook , Re fe r e n ce Tools, Com pa t ibilit y Re por t , Pr oj e ct Pa le t t e Hides or shows t hese palet t es, which behave t he sam e way in Excel, PowerPoint , and Word—wit h t he except ion of t he Cust om Anim at ion palet t e which appears only in PowerPoint (Sect ion 17.1.2) .

C.2 6 .7 . Ele m e n t s Ga lle r y

Shows or hides t he Elem ent s Gallery.

C.2 6 .8 . Toolba r s Shows or hides any of six PowerPoint t oolbars: St andard, Form at t ing, Out lining, Reviewing, " Tables and Borders" , and Drawing.

C.2 6 .9 . Cu st om ize Toolba r s a n d M e n u s Opens t he " Cust om ize Toolbars and Menus" window, where you can cust om ize your t oolbars or creat e your own (Sect ion 20.1) .

C.2 6 .1 0 . Ru le r Hides or shows PowerPoint 's rulers ( for aligning obj ect s on t he page) .

C.2 6 .1 1 . Gu ide s Turns t he horizont al and vert ical Dynam ic and St at ic Guides on or off ( useful T- square- like lines t hat help you align obj ect s on your slide wit h each ot her) . Also let s you t urn on or off Snap t o Grid or Snap t o Shape. St at ic Guides keyboard short cut : - G.

C.2 6 .1 2 . Zoom Opens t he Zoom window, where you can choose from one of six preset values for m agnifying or reducing t he onscreen represent at ion of your slides, or ent er your own zoom percent age.

C.2 7 . I n se r t M e n u Use t he com m ands in t his m enu t o add t hings t o your PowerPoint present at ions or t o individual slides.

C.2 7 .1 . N e w Slide Creat es a new slide aft er t he select ed slide. Keyboard short cut : Shift -

- N.

C.2 7 .2 . D u plica t e Slide Duplicat es t he act ive slide; places t he duplicat e aft er t hat slide. Keyboard short cut : Shift -

- D.

C.2 7 .3 . Slide s Fr om Slide La you t . Opens t he Elem ent s Gallery's Slide Layout s t ab so you can add a new layout t o your present at ion.

Ot h e r Pr e se n t a t ion. Let s you pull slides out of anot her PowerPoint file t o insert int o t he current ly act ive present at ion.

Ou t lin e File . I m port s a Word out line and creat es slides ( and slide t ext ) from it . Each first - level it em is given it s own new slide ( see Sect ion 16.3.1) .

C.2 7 .4 . Slide N u m be r Adds t he slide num ber t o a t ext box on t he act ive slide ( not every slide—you'll have t o use a header or foot er for t hat purpose) .

C.2 7 .5 . D a t e a n d Tim e Opens t he " Header and Foot er" window, which you can use t o add t he current dat e and t im e in one of several form at s t o t he current slide. I f you want t o add t he dat e and t im e t o every slide, again, use a header or foot er.

C.2 7 .6 . Sym bol Calls up t he Obj ect Palet t e, where you can choose a sym bol charact er from any of t he current ly inst alled sym bol font s—or from t he sym bols cont ained in a norm al font .

C.2 7 .7 . Com m e n t I nsert s a com m ent int o t he current ly act ive slide, as t hough it 's a " st icky not e."

C.2 7 .8 . Ch a r t Opens t he Elem ent s Gallery's Chart s t ab so you can click a chart t ype t o insert in your slide.

C.2 7 .9 . Sm a r t Ar t Gr a ph ic Opens t he Elem ent s Gallery's Sm art Art Graphics t ab so you can click a Sm art Art layout t o insert in your slide.

C.2 7 .1 0 . W or dAr t Opens t he Elem ent s Gallery's WordArt t ab so you can click a WordArt st yle t o insert in your slide.

C.2 7 .1 1 . Te x t Box I nsert s an em pt y t ext box on t he act ive slide.

C.2 7 .1 2 . Pict u r e The I nsert

Pict ure subm enu let s you grab im ages from one of seven sources, as described in Chapt er 19.

C.2 7 .1 3 . Clip Ar t Opens t he Clip Gallery, which you can use t o add clip art or a st ock phot o t o your present at ion.

C.2 7 .1 4 . Sh a pe Opens t he Shapes t ab of t he Obj ect Palet t e, by which you can add shapes t o your present at ion.

C.2 7 .1 5 . Ta ble Opens t he I nsert Table window, where you can specify t he size of t he t able t hat get s insert ed when you select t his com m and.

C.2 7 .1 6 . M ovie Pops up an Open dialog box, where you can choose a QuickTim e m ovie file t o insert int o your present at ion.

C.2 7 .1 7 . Sou n d a n d M u sic Gives you t hree choices t hat you can use t o get audio int o your present at ions.

Fr om File . Pops up t he I nsert Sound dialog box, where you can choose an audio file t o insert int o your present at ion.

Pla y CD Au dio Tr a ck . I nsert s a t rack from t he current ly m ount ed audio CD so t hat you can use it as a soundt rack.

Re cor d Sou n d. Let s you record a sound t hat can be used in your present at ion ( see Sect ion 17.1.5) .

C.2 7 .1 8 . Obj e ct

Opens t he I nsert Obj ect window, where you can select one of t he following Office obj ect t ypes for insert ion: a Word Docum ent obj ect , an Excel Chart obj ect , an Excel Sheet obj ect , a Microsoft Graph Chart obj ect , Microsoft Organizat ion Chart obj ect , or an Equat ion obj ect .

C.2 7 .1 9 . H ype r lin k Opens t he I nsert Hyperlink window, where you can insert a new hyperlink t o a Web page, a docum ent , or an - K. em ail address. Keyboard short cut :

C.2 8 . For m a t M e n u This m enu cont ains all of PowerPoint 's form at t ing com m ands, which let you m anipulat e font s, t ext alignm ent and spacing, and colors. When you're working wit h t ext , t hey work exact ly t he sam e as t ext form at t ing in Word ( see Chapt er 3 ) .

C.2 8 .1 . Fon t Opens t he Font t ab of t he Form at Text dialog box, where you can set all kinds of font opt ions for t he current ly select ed t ext : t he font , size, st yle, color, and effect s. Keyboard short cut : - T.

C.2 8 .2 . Pa r a gr a ph Opens t he Paragraph t ab of t he Form at Text dialog box, giving you cont rol over t hings like indent at ion, line spacing, and alignm ent .

C.2 8 .3 . Bu lle t s a n d N u m be r in g Opens t he " Bullet s and Num bering" t ab of t he Form at Text dialog box, where you can select a st yle for your bullet ed or num bered it em s. You can also use t his window t o insert a pict ure or charact er of your own choosing t o use as a bullet .

C.2 8 .4 . Colu m n s Opens t he Colum ns t ab of t he Form at Text dialog box, where you can choose t he num ber of colum ns and t he spacing bet ween t hem .

C.2 8 .5 . Align m e n t Aligns t he select ed t ext in one of five ways: left , cent er, right , j ust ified, or dist ribut ed.

C.2 8 .6 . Te x t D ir e ct ion Opens t he Text Box t ab of t he Form at Text dialog box, where you can set vert ical alignm ent , t ext direct ion, aut ofit , and int ernal m argins.

C.2 8 .7 . Ch a n ge Ca se Opens t he Change Case window, where you can change t he capit alizat ion of t he select ed t ext : sent ence case, lowercase, uppercase, t it le case, and t oggle case.

C.2 8 .8 . Re pla ce Fon t s Let s you replace one specified font in your present at ion wit h a different font , globally, wherever it m ay appear—a great t act ic when you m ove your file t o a different m achine t hat doesn't have t he font s you used or iginally .

C.2 8 .9 . Slide La you t

Opens t he Elem ent s Gallery's Slide Layout s t ab, where you can choose from one of t he slide layout s t o eit her apply t o t he current slide, or insert as a new slide.

C.2 8 .1 0 . Slide Th e m e Let s you choose a new slide t hem e for your present at ion, eit her from t he Elem ent s Gallery's Slide Them es t ab or from a file.

C.2 8 .1 1 . Th e m e Color s Pops open t he Creat e Them e Colors window, where you can choose from a set of st andard color schem es or creat e a cust om one.

C.2 8 .1 2 . Slide Ba ck gr ou n d Opens t he Form at Background window, where you can choose a background fill color for t he current slide ( or for all of t he slides in t he present at ion) .

C.2 8 .1 3 . [ Obj e ct ] This com m and's nam e changes t o m at ch what ever you've highlight ed on your slide—Pict ure, Aut oShape, or what ever; it opens t he corresponding Form at window.

C.2 9 . Tools M e n u Most of t hese com m ands work j ust as t hey do in t he ot her Office program s.

C.2 9 .1 . Spe llin g, Th e sa u r u s, D ict ion a r y, La n gu a ge , Au t oCor r e ct , Fla g for Follow Up These com m ands work j ust as t hey do in Excel.

C.2 9 .2 . Re vie w Com m e n t s Shows or hides t he Reviewing t oolbar, let t ing you add, edit , delet e, or em ail t he " st icky not e" com m ent s on your present at ion.

C.3 0 . Slide Sh ow M e n u This m enu cont ains all of t he slide show- relat ed m enu com m ands, used for preparing and running a slideshow.

C.3 0 .1 . Vie w Slide Sh ow St art s t he slideshow from t he current slide. Keyboard short cut :

- Ret urn.

C.3 0 .2 . Vie w Pr e se n t e r Tools St art s t he slideshow using t he Present er Tools display ( Sect ion 17.2.6)

C.3 0 .3 . Cu st om Sh ow s Opens t he Cust om Shows window, where you can add, edit , or rem ove cust om slide show variat ions on t he current ly open present at ion.

C.3 0 .4 . Se t Up Sh ow Opens t he Set Up Show window, where you can set opt ions for t he current ly open present at ion.

C.3 0 .5 . Re h e a r se Tim in gs Runs t hrough your slideshow, keeping t rack of t he am ount of t im e t hat it t akes t o show each slide. Those t im es can be saved wit h t he present at ion so t hat it runs j ust as long as it did during rehearsal.

C.3 0 .6 . Re cor d N a r r a t ion Runs t hrough your slide show while recording your voice, m aking a com plet e present at ion out of what you record. The audio plays back as a series of audio clips t o t he t im ings t hat you set while recording your narrat ion.

C.3 0 .7 . Act ion Bu t t on s Let s you add act ion but t ons t o your slides. You can choose t he kind of act ion but t on ( m ost ly used for navigat ing, playing m edia clips, or opening files) from t he subm enu: cust om , hom e, help, inform at ion, previous slide, next slide, first slide, last slide, last slide viewed, docum ent , sound, and m ovie.

C.3 0 .8 . Act ion Se t t in gs I f you have an Act ion But t on select ed, t his com m and opens t he Act ion Set t ings window, where you can decide what t he select ed Act ion But t on does.

C.3 0 .9 . Cu st om An im a t ion Opens t he Cust om Anim at ion palet t e in t he Toolbox ( Sect ion 17.1.2) .

C.3 0 .1 0 . Tr a n sit ion s

Opens t he opens t he Elem ent s Gallery's Transit ions t ab, where you can select a t ransit ion for t he current slide (Sect ion 17.1) .

C.3 0 .1 1 . H ide Slide Hides t he current slide so t hat it 's not displayed during a slideshow.

C.3 1 . W in dow M e n u The Window m enu com m ands let you shuffle and m anipulat e m ult iple PowerPoint windows.

C.3 1 .1 . M in im ize W in dow , Zoom W in dow , N e w W in dow , Ar r a n ge All, Br in g All t o Fr on t These com m ands work exact ly t he sam e as in Excel ( Sect ion C.20.4 ) .

C.3 1 .2 . Ca sca de Resizes and rearranges all open windows so t hat one is on t op of t he next , and you can see t he t it le bar and a sm all port ion of each window.

C.3 1 .3 . N e x t Pa n e Rot at es clockwise t o t he next window pane, m aking it act ive.

C.3 1 .4 . W in dow List The last it em on t he Window m enu is a list of current ly open PowerPoint windows. You can swit ch bet ween t hem by select ing t heir nam es from t his m enu.

C.3 2 . H e lp M e n u See " Help Menu" on Sect ion C.9.5.

C.3 3 . W or d M e n u s Word's m enus, once again, have m any funct ions described earlier in t his appendix, but t here are significant differences.

C.3 4 . File M e n u Word com es equipped wit h a File m enu ( like alm ost all ot her Mac program s) , which is m ainly used for working wit h files on your hard drive—whet her t hat 's creat ing new files, saving t hem , or print ing t hem .

C.3 4 .1 . Pr oj e ct Ga lle r y, N e w Bla n k D ocu m e n t , Ope n , Ope n Re ce n t , Close , Sa ve , Sa ve As These com m ands work j ust as t hey do in Excel.

C.3 4 .2 . Sa ve a s W e b Pa ge Convert s t he front m ost Word docum ent int o a Web page, convert ing graphics int o t he appropriat e graphic form at s ( see Chapt er 9 ) .

C.3 4 .3 . W e b Pa ge Pr e vie w Shows you what your docum ent would look like as a Web page. I t opens a t em porary Web page conversion of your file in your browser of choice.

C.3 4 .4 . Pa ge Se t u p, Pr in t These com m ands work j ust as t hey do in Excel.

C.3 4 .5 . Pr in t Pr e vie w Opens up t he Print Preview window t o show you how a Word docum ent will look when you print it ; let s you adj ust m argins ( see Sect ion 1.6.4) .

C.3 4 .6 . Se n d To Word's Send To subm enu has t hree it em s: Mail Recipient ( as HTML) , Mail Recipient ( as At t achm ent ) , and PowerPoint . They're fully explained on Sect ion 1.6.7.

C.3 4 .7 . Pr ope r t ie s Opens t he docum ent Propert ies window.

C.3 5 . Edit M e n u The Edit m enu gat hers t oget her all of Word's Edit t ools int o one handy place. Many of t hese com m ands are sim ilar t o t hose in ot her Office program s.

C.3 5 .1 . Un do, Re pe a t / Re do, Cu t , Copy, Copy t o Scr a pbook These com m ands work j ust as t hey do in Excel.

C.3 5 .2 . Pa st e , Pa st e fr om Scr a pbook , Pa st e Spe cia l Again, t hese com m ands do t he sam e t hings as in Excel (Sect ion C.14.2 ) …but in Word.

C.3 5 .3 . Pa st e a s H ype r lin k Past es t he clipboard cont ent s int o t he front m ost Word docum ent as a hyperlink.

C.3 5 .4 . Cle a r Word's Clear com m and has a subm enu giving you a choice of how m uch t o clear away:

Cle a r For m a t t in g . Like t he Clear Form at t ing opt ion on t he Form at t ing Palet t e's St yle m enu, t his opt ion rem oves form at t ing while leaving t ext int act .

Con t e n t s. This is t he new nam e of t he t rue Clear com m and, which delet es select ed t ext wit hout copying it t o t he Clipboard.

C.3 5 .5 . Se le ct All Select s all t ext and obj ect s in t he docum ent , ready for ( for exam ple) copying or delet ing. Keyboard short cut : - A.

C.3 5 .6 . Fin d Opens Word's Find window, which you can use t o search t he open docum ent for t ext or form at t ing. Keyboard - F. short cut :

C.3 5 .7 . Re pla ce Searches for specific t ext or form at t ing and replaces it wit h ot her t ext or form at t ing t hat you specify. Keyboard short cut : Shift - - H.

C.3 5 .8 . Go To Opens t he Go To port ion of t he " Find and Replace" window, where you can ent er a place in t he front m ost Word docum ent t o go t o, such as a specific page, sect ion, line num ber, foot not e, or endnot e. Keyboard short cut : -

G.

C.3 5 .9 . Lin k s Pulls up a window showing inform at ion about every link in t he current ly act ive docum ent ( see Sect ion 2.2.3) . I f t he docum ent doesn't have any links t o ot her docum ent s, t his opt ion is dim m ed.

C.3 5 .1 0 . Obj e ct Let s you edit an em bedded obj ect , such as a Microsoft Graph obj ect or a Microsoft Organizat ion Chart obj ect .

C.3 6 . Vie w M e n u This m enu's com m ands govern what view m ode t he windows are in, what t oolbars are shown, and so on.

C.3 6 .1 . D r a ft , W e b La you t , Ou t lin e , Pr in t La you t , N ot e book La you t , Pu blish in g La you t Swit ches am ong Word's various docum ent views; see Sect ion 1.4 for descript ions.

C.3 6 .2 . Toolbox : For m a t t in g Pa le t t e , Obj e ct Pa le t t e , Cit a t ion s, Scr a pbook , Re fe r e n ce Tools, Com pa t ibilit y Re por t , Pr oj e ct Pa le t t e Hides or shows t hese palet t es, which work t he sam e in Excel, PowerPoint , and Word—except for t he Cit at ions palet t e (Sect ion 7.1.1.4) which is found only in Word.

C.3 6 .3 . Ele m e n t s Ga lle r y Hides or shows t he Elem ent s Gallery in Print Layout or Publishing Layout View.

C.3 6 .4 . Toolba r s Shows a subm enu of 13 Word t oolbars t hat you can hide or show by select ing t hem here.

C.3 6 .5 . Cu st om ize Toolba r s a n d M e n u s Opens t he " Cust om ize Toolbars and Menus" window, where you can t urn on or off even m ore Word t oolbars or creat e your own ( see Sect ion 20.1) .

C.3 6 .6 . N a viga t ion Pa n e Opens and closes t he Navigat ion Pane (Sect ion 6.3) .

C.3 6 .7 . Ru le r Hides or shows t he ruler in t he current ly act ive docum ent ( see Sect ion 1.3.2) .

C.3 6 .8 . H e a de r a n d Foot e r Swit ches t he current ly act ive Word docum ent t o " Header and Foot er" m ode ( and shows t he " Header and Foot er" t oolbar) , where you can ent er headers or foot ers t hat will show up at t he t op or bot t om of every page ( see Sect ion 7.1) .

C.3 6 .9 . Foot n ot e s Shows foot not es, which also m akes t hem available for edit ing ( see Sect ion 7.4) .

C.3 6 .1 0 . M a r k u p

Shows or hides com m ent s or addit ions and delet ions if Track Changes is t urned on.

C.3 6 .1 1 . Re ve a l For m a t t in g Hides or shows t he Reveal Form at t ing m ode, which pops up a balloon wit h all kinds of det ails about t he form at t ing where you click.

C.3 6 .1 2 . Fu ll Scr e e n Turns Full Screen m ode on or off. I n t his m ode, alm ost all of Word's ext raneous elem ent s ( t he st at us bar, t he t oolbar, and t he like) disappear, leaving t he ent ire screen for t he enj oym ent of your creat ive work.

C.3 6 .1 3 . Zoom Let s you m agnify or reduce t he onscreen display of your docum ent .

C.3 7 . I n se r t M e n u This collect ion of Word com m ands let s you insert specialized t ext , ent ire docum ent s or ot her pict ures and obj ect s int o your Word docum ent s.

C.3 7 .1 . Br e a k I nsert s one of six kinds of breaks int o t he Word docum ent t hat int errupt your t ext at t he insert ion point : page breaks, sect ion breaks, colum n breaks, and so on ( see Sect ion 4.1.5.2) .

C.3 7 .2 . Pa ge N u m be r s Opens t he Page Num bers window, which let s you choose a place for page num bers t hat updat e aut om at ically.

C.3 7 .3 . D a t e a n d Tim e Opens t he " Dat e and Tim e" window, from which you can insert t he current dat e and t im e in a variet y of form at s. The dat e and t im e appear at t he insert ion point , and it can be m ade t o updat e aut om at ically t o t he current dat e and t im e whenever t he docum ent is print ed.

C.3 7 .4 . Au t oTe x t The Aut oText m enu ( see Sect ion 2.6.3.1) cont ains 12 com m ands t hat let you aut om at ically ent er canned bit s of t ext ( such as let t er salut at ions) at t he insert ion point . The Aut o- Text m enu it em s are act ually cat egories, wit h t hese subm enus:

Au t oTe x t . Opens t he Aut oCorrect window t o t he Aut oText t ab, where you can ent er your own t ext ent ries.

N e w . Creat es an Aut oText ent ry from t he select ed t ext .

At t e n t ion Lin e. I nsert s eit her At t ent ion: or ATTN: int o your docum ent

Closin g. Offers 13 ways t o close a let t er.

H e a de r / Foot e r. List s 10 ent ries appropriat e for headers and foot ers, such as page num bers, t he file nam e, and a " Confident ial" st am p.

M a ilin g I n st r u ct ion s. Offers eight m ail- relat ed ent ries.

Re fe r e n ce I n it ia ls. I nsert s your init ials.

Re fe r e n ce Lin e. I nsert s reply- st yle ent ries.

Sa lu t a t ion. List s four correspondence- st art ers.

Signa t ure . I nsert s your nam e ( or what ever signat ure you like) .

Sign a t u r e Com pa n y. I nsert s your com pany nam e.

Su bj e ct Lin e. I nsert s Subj ect : int o your docum ent .

C.3 7 .5 . Fie ld Opens t he Field window, where you can insert a Word field ( self- updat ing t ext code) at t he insert ion point ( see Sect ion 7.8) .

C.3 7 .6 . Sym bol

Calls up t he Sym bol window so t hat you can insert a special charact er, like ™ or 7.5 ) .

( see t he box on Sect ion

C.3 7 .7 . Com m e n t I nsert s a com m ent int o t he current ly act ive docum ent ( see Sect ion 5.1) .

C.3 7 .8 . D ocu m e n t Ele m e n t s Opens t he Elem ent s Gallery's Docum ent Elem ent s t ab t o one of it s five cat egories: Cover Page, Table of Cont ent s, Headers, Foot ers, or Bibliography.

C.3 7 .9 . Qu ick Ta ble s Opens t he Elem ent s Gallery's Quick Tables t ab.

C.3 7 .1 0 . Ch a r t Opens t he Elem ent s Gallery's Chart s t ab.

C.3 7 .1 1 . Sm a r t Ar t Gr a ph ic Opens t he Elem ent s Gallery's Sm art Art Graphics t ab.

C.3 7 .1 2 . W or dAr t Opens t he Elem ent s Gallery's WordArt t ab.

C.3 7 .1 3 . Foot n ot e

Opens t he Foot not e and Endnot e window, where you can ent er foot not e and endnot e inform at ion ( see Sect ion 7.4 ) .

C.3 7 .1 4 . Ca pt ion Opens t he Capt ion window, which you can use t o insert a pict ure capt ion at t he insert ion point ( see Sect ion 7.9.4 ) .

C.3 7 .1 5 . Cr oss- r e fe r e n ce Opens t he Cross- reference window, which let s you insert cross references t o it em s in t he docum ent ( see Sect ion 7.10.6) .

C.3 7 .1 6 . I n de x a n d Ta ble s Opens t he " I ndex and Tables" window, where you can creat e various indexes, t able of cont ent s ent ries, and aut horit y cit at ions ( see Sect ion 7.13) .

C.3 7 .1 7 . W a t e r m a r k Let s you choose an im age or t ext t o place as a wat erm ark ( faint background) on each page of your docum ent .

C.3 7 .1 8 . Pict u r e The I nsert Pict ure subm enu let s you grab im ages from t he Clip Gallery or from a file; addit ionally, you can insert a Horizont al Line, or an Aut oShape.

C.3 7 .1 9 . H TM L Obj e ct This m enu is m eant t o help build Web pages, a secondary Word skill described at lengt h in Chapt er 8 . I t has nine subm enus:

Ba ck gr ou n d Sou n d . I nsert s a sound of your choice t hat will be played back when t he page is viewed in a browser.

Scr ollin g Te x t . Adds t ext t hat scrolls annoyingly when your page is viewed in a Web browser.

Ch e ck box . I nsert s an HTML checkbox ( com plet e wit h nam e and value) at t he insert ion point .

Opt ion Bu t t on. I nsert s an HTML opt ion but t on ( or radio but t on) at t he insert ion point .

List Box . I nsert s an HTML list box at t he insert ion point .

Te x t box. I nsert s an HTML t ext box at t he insert ion point .

Su bm it . I nsert s an HTML but t on ( aut om at ically t it led Subm it ) at t he insert ion point .

Re se t . I nsert s an HTML Reset but t on at t he insert ion point ( for reset t ing a form ) .

H idde n. I nsert s a hidden HTML field at t he insert ion point .

C.3 7 .2 0 . Te x t Box Let s you draw a float ing t ext box ( see Sect ion 4.4) .

C.3 7 .2 1 . M ovie Brings up t he I nsert Movie dialog box, where you can select a QuickTim e, AVI , or MPEG m ovie t o insert int o t he docum ent .

C.3 7 .2 2 . File Let s you insert one Word file int o anot her—at t he insert ion point —j ust as t hough you'd copied and past ed it .

C.3 7 .2 3 . Obj e ct Opens t he Obj ect window, where you can select one of several Office obj ect t ypes for insert ion ( see Sect ion 16.5.3.5) .

C.3 7 .2 4 . Book m a r k I nsert s a bookm ark in t he current ly open docum ent . The bookm ark can be used t o m ark t ext , pict ures or t ables ( see Sect ion 7.9) .

C.3 7 .2 5 . H ype r lin k Opens t he I nsert Hyperlink window, where you can insert a new hyperlink t o a Web page, a docum ent , or an em ail address ( see Sect ion 2.2.3) . Keyboard short cut : - K.

C.3 8 . For m a t M e n u This m enu cont ains all of Word's form at t ing com m ands, which let you work wit h t ext cont rols, alignm ent , and spacing.

C.3 8 .1 . Fon t Opens t he Font window, where you can m ake all kinds of m arvelous t weaks t o t he t ype choices of t he select ed ( or about - t o- be- t yped) t ext . Keyboard short cut : - D.

C.3 8 .2 . Pa r a gr a ph Opens t he Paragraph window, where you can change paragraph- level form at t ing opt ions ( such as line spacing and indent s) . Keyboard short cut : Opt ion- - M.

C.3 8 .3 . D ocu m e n t Opens t he Docum ent window, where you can change docum ent - level form at t ing opt ions ( such as m argins and how sect ions begin) .

C.3 8 .4 . Bu lle t s a n d N u m be r in g Opens t he " Bullet s and Num bering" window, where you can cont rol how bullet ed and num bered list s look ( see Sect ion 3.3) .

C.3 8 .5 . Bor de r s a n d Sh a din g Opens t he " Borders and Shading" window, where you can add and change borders and shaded areas in your Word docum ent ( see Sect ion 3.4.4.4) .

C.3 8 .6 . Colu m n s Opens t he Colum ns window, where you can set t he num ber of colum ns used in t he current docum ent ( see Sect ion 4.2.2) . You can also cont rol t he colum n widt h and spacing in t his window.

C.3 8 .7 . Ta bs Opens t he Tabs window, where you can add, edit , and rem ove t ab st ops in t he current ly open Word docum ent ( see Sect ion 3.4.4) .

C.3 8 .8 . D r op Ca p Let s you add a drop cap t o t he current ly open Word docum ent ( see t he box on Sect ion 3.3) . You can choose from one of t hree st yles in t he window t hat pops up.

C.3 8 .9 . Te x t D ir e ct ion Let s you choose from t hree t ext direct ion orient at ions: left t o right , t op t o bot t om , or bot t om t o t op. For use prim arily in t able cells ( see Sect ion 4.4.2) .

C.3 8 .1 0 . Ch a n ge Ca se Opens t he Change Case window, where you can change t he capit alizat ion of t he select ed t ext : sent ence case, lowercase, uppercase, t it le case, and t oggle case.

C.3 8 .1 1 . Au t oFor m a t Aut om at ically adds form at t ing according t o t he Aut oForm at rules t hat you set t o t he current ly open Word docum ent ( see Sect ion 2.6.5) .

C.3 8 .1 2 . St yle Let s you add, edit , and rem ove st yles in t he current ly open Word docum ent ( see Sect ion 4.1) .

C.3 8 .1 3 . Ba ck gr ou n d Hides or shows t he Background t oolbar, which you can use t o add a lit t le color t o your Word docum ent ( see Sect ion 4.4.2.1) .

C.3 8 .1 4 . [ Obj e ct ] This m enu's wording reflect s what ever's select ed in t he docum ent window ( Pict ure, Aut oShape, and so on) . I t opens t he corresponding Form at window.

C.3 9 . Fon t M e n u This m enu list s every font you have inst alled. To select a font , choose it s nam e. Word renders t he font nam es in t he act ual font , so t hat you can see what you're select ing ( see Sect ion 3.2) .

C.4 0 . Tools M e n u The Tools m enu includes a m ix of t ext t ools, sharing t ools, and ot her m iscellaneous funct ions.

C.4 0 .1 . Spe llin g a n d Gr a m m a r Checks t he docum ent for spelling and gram m ar errors; if Word finds any quest ionable it em s, pops open t he " Spelling and Gram m ar" window t o give you t he opport unit y t o correct t hem . Keyboard short cut : Opt ion- - L.

C.4 0 .2 . Th e sa u r u s Opens t he Reference Tools palet t e, which let s you find synonym s or ant onym s for t he select ed word.

C.4 0 .3 . H yph e n a t ion Hyphenat es t he current ly act ive Word docum ent , which gives bet t er spacing bet ween words in individual lines ( see Sect ion 4.3.2) .

C.4 0 .4 . D ict ion a r y Opens t he Reference Tools palet t e, where you can view t he select ed word's definit ion ( see Sect ion C.3.3) .

C.4 0 .5 . La n gu a ge Flags select ed t ext as being in a given language. The advant age of doing t his is t hat Word will t hereaft er apply t he appropriat e language dict ionary for spelling checks and Aut oCorrect ent ries.

C.4 0 .6 . W or d Cou n t Count s up t he st at ist ics for t he current ly open Word docum ent : t he num ber of words, lines, charact ers, and paragraphs.

C.4 0 .7 . Au t oSu m m a r ize Tries t o sum m arize t he current ly open Word docum ent down t o it s salient point s, as described on Sect ion 7.6.6.3 .

C.4 0 .8 . Au t oCor r e ct Opens t he Aut oCorrect window, where you can det erm ine what Word t ries t o aut om at ically correct when it t hinks it sees an error in your t yping ( see Sect ion 2.6.2) . I t also let s you ent er Aut oText it em s t hat will fill in aut om at ically as you t ype, and it let s you set t he aut om at ic form at t ing t hat 's applied t o your Word docum ent s bot h as you t ype and if you select t he Aut oForm at com m and.

C.4 0 .9 . Tr a ck Ch a n ge s The Track Changes m enu cont rols how word keeps t abs of changes t o docum ent s. This m enu has t hree subm enu opt ions: Highlight Changes and Accept or Rej ect Changes.

H igh ligh t Ch a n ge s. Opens t he Highlight Changes window, where you can t urn change t racking on, plus you can cont rol which changes are highlight ed.

Acce pt or Re j e ct Ch a n ge s. Walks you t hrough t he changes t hat have been m ade t o a workbook, and accept or rej ect each.

Com pa r e D ocu m e n t s. Com pares t he open docum ent wit h t he original saved version of t hat sam e docum ent , and shows any changes t hat you've m ade.

C.4 0 .1 0 . M e r ge D ocu m e n t s Merges changes t hat have been t racked in t he current ly open Word docum ent int o anot her docum ent of your choice.

C.4 0 .1 1 . Pr ot e ct D ocu m e n t Keeps people from m aking t he kinds of changes t hat you specify t o a docum ent . You can opt ionally ent er a password t o prot ect t he current ly open docum ent from t hose changes.

C.4 0 .1 2 . Fla g for Follow Up Opens t he " Flag for Follow Up" window, where you can set a rem inder at t ached t o t he current ly open Word docum ent . That rem inder will pop up at t he t im e you specify t o rem ind you t o do som et hing wit h t hat docum ent .

C.4 0 .1 3 . M a il M e r ge M a n a ge r Opens t he Mail Merge Manager palet t e, which you can use t o t ake cont rol over your m ail m erge operat ions ( such as m ail m erges for m ass m ailings) .

C.4 0 .1 4 . En ve lope s Helps you creat e an envelope, including t hings such as t he delivery address and ret urn address. I t also has an opt ion t o do a dat a m erge, so t hat you can draw addresses for your envelopes from a dat a file.

C.4 0 .1 5 . La be ls Let s you use Word t o creat e m ailing labels of all kinds. This com m and t akes advant age of Word's plet hora of m ailing label t em plat es, and it let s you form at t hose labels for eit her dot - m at rix or laser print ing.

C.4 0 .1 6 . Le t t e r W iza r d Opens t he Let t er Wizard, which walks you t hrough t he process of creat ing a let t er suit able for m ailing t o businesses, friends, or even writ ing crank let t ers t o t he governm ent .

C.4 0 .1 7 . Addr e ss Book Opens t he Office Address Book window ( which looks suspiciously like t he Ent ourage Address Book) , where you can quickly look up cont act inform at ion.

C.4 0 .1 8 . M a cr os This m enu used t o open a window of VBA m acros, which Office 2008 doesn't use. I nst ead, in t he m isleadingly nam ed Macros window, you'll find a long list of what are act ually Word's com m ands—t he com m ands t hat are t riggered by m enu com m ands or keyboard com m ands, or by select ing one from t his list and clicking Run.

C.4 0 .1 9 . Te m pla t e s a n d Add- I n s Opens t he " Tem plat es and Add- ins" window, where you can at t ach a different t em plat e t o t he current ly open Word docum ent , plus, you can use t his window t o t urn on or t urn off various Add- I ns for Word. Add- I ns are concept ually sim ilar t o Phot oshop plug- ins.

C.4 0 .2 0 . Cu st om ize Ke yboa r d Opens t he Cust om ize Keyboard window, where you can creat e and m odify Keyboard com binat ions ( see Chapt er 20) .

C.4 1 . Ta ble M e n u Word's Table m enu cont ains a variet y of com m ands t o help you draw t he perfect t able t o hold your precious dat a.

C.4 1 .1 . D r a w Ta ble Opens t he " Tables and Borders" t oolbar, which you can use t o draw t ables in your Word docum ent s.

C.4 1 .2 . I n se r t This m enu has several opt ions t hat let you t ake a lit t le m ore conservat ive approach t o t able creat ion. I t has six opt ions:

Ta ble . Opens t he I nsert Table window, where you can specify t he size and charact erist ics of your new t able.

Colu m n s t o t h e Le ft . Adds a colum n t o t he left of t he insert ion point in t he current ly act ive t able. I f you have m ore t han one colum n select ed, t his com m and will insert t he sam e num ber of colum ns t o t he left of t he insert ion point .

Colu m n s t o t h e Righ t . Adds a colum n t o t he right of t he insert ion point in t he current ly act ive t able. I f you have m ore t han one colum n select ed, t his com m and will insert t he sam e num ber of colum ns t o t he right of t he insert ion point .

Row s Above. I nsert s a row above t he insert ion point in t he current ly act ive t able. I f you have m ore t han one row select ed, t his com m and will insert t he sam e num ber of rows above t he insert ion point .

Row s Be low . I nsert s a row below t he insert ion point in t he current ly act ive t able. I f you have m ore t han one row select ed, t his com m and will insert t he sam e num ber of rows below t he insert ion point .

Ce lls. I nsert s t he num ber of cells t hat you have select ed int o t he current ly act ive t able. I t also opens t he I nsert Cells window, where you can specify how t hings m ove around t o m ake room for t hose cells.

C.4 1 .3 . D e le t e Som et im es you want t o rem ove a t able from a docum ent , and t his m enu ( wit h it s four subm enu choices) has you covered.

Ta ble . Delet es t he current ly select ed t able.

Colu m n s. Delet es t he current ly select ed colum ns.

Row s. Delet es t he current ly select ed rows.

Ce lls. Delet es t he current ly select ed cells, and it gives you t he opt ion of how you want t o shift t he rem aining cells t o t ake up t he room left vacant by t he now m issing cells.

C.4 1 .4 . Se le ct That 's right —t here's a special Select m enu it em for use wit h t ables, and it has four subm enu opt ions t o help you select j ust t he port ions of t he t able wit h which you want t o work.

Ta ble . Select s t he ent ire t able. I f t he insert ion point isn't in a t able, t his opt ion is left blank.

Colu m n . Select s t he colum n in which t he insert ion point is locat ed.

Row . Select s t he row in which t he insert ion point is locat ed.

Ce ll. Select s t he cell in which t he insert ion point is locat ed.

C.4 1 .5 . M e r ge Ce lls Merges t wo or m ore adj acent select ed cells ( including t he dat a cont ained in t hose cells) int o one large cell.

C.4 1 .6 . Split Ce lls Split s a cell int o t he num ber of rows and colum ns t hat you set .

C.4 1 .7 . Split Ta ble Plays King Solom on and split s a t able at t he insert ion point , placing a paragraph m ark bet ween t he t wo new t ables.

C.4 1 .8 . Ta ble Au t oFor m a t Aut om at ically form at s t he current ly select ed t able using one of a num ber of color schem es, line t hicknesses, and colum n widt hs. You get t o select an Aut oForm at schem e when you select t his it em .

C.4 1 .9 . Au t oFit a n d D ist r ibu t e The Aut oFit m enu it em let s you aut om at ically resize a t able t o fit a variet y of fact ors. This m enu it em has five subm enu select ions.

Au t oFit t o Con t e n t s. Makes t he t able's colum ns resize t hem selves t o fit t he t ext or num bers t hat you t ype in.

Au t oFit t o W in dow . Makes t he t able resize it self t o fit a Web browser window. Useful for creat ing t ables

m eant for t he Web.

Fix e d Colu m n W idt h. Makes t he widt h of t he select ed colum ns a fixed value. That way, t hey won't vary in size.

D ist r ibu t e Row s Eve n ly. Makes t he select ed rows t he sam e height .

D ist r ibu t e Colu m n s Eve n ly . Makes t he select ed colum ns t he sam e widt h.

C.4 1 .1 0 . H e a din g Row s Re pe a t Makes t he select ed row a heading row, which m eans t hat it will repeat at t he t op of every page if t he t able t hat it 's in spans m ore t han one page.

C.4 1 .1 1 . Con ve r t The t wo com m ands in t he Convert subm enu let you m ove t ext int o t ables and back out again.

Con ve r t Te x t t o Ta ble . Convert s t he select ed t ext int o a t able, placing t he t ext in one or m ore of t he t able's cells.

Con ve r t Ta ble t o Te x t . Convert s t he select ed t able cells int o regular t ext .

C.4 1 .1 2 . Sor t Opens t he Sort Text window, where you can sort your t able's cont ent s alphabet ically, num erically, and so on.

C.4 1 .1 3 . For m u la Sort of a m ini- Excel. This com m and let s you insert a form ula int o t he current ly act ive cell t o do basic calculat ions.

C.4 1 .1 4 . Gr idlin e s Hides or shows t he t able's dot t ed gridlines. These gridlines help you see what you're doing in your current t able.

C.4 1 .1 5 . Ta ble Pr ope r t ie s Opens t he Table Propert ies window, where you can set all kinds of opt ions for t he current ly select ed t able.

C.4 2 . W in dow M e n u The Window m enu provides a hom e for all m enu com m ands t hat are window relat ed.

C.4 2 .1 . Zoom W in dow , M in im ize W in dow , Br in g All t o Fr on t These com m ands work exact ly as t hey do in Excel.

C.4 2 .2 . N e w W in dow Opens a new window on t he sam e file t hat 's current ly open. That way, you can view t wo ( or m ore) places in t he sam e file at t he sam e t im e.

C.4 2 .3 . Ar r a n ge All Arranges all open windows so t hat you can see each one. They're st acked vert ically. This m akes it easy t o drag it em s bet ween t hem .

C.4 2 .4 . Split Split s t he current ly act ive Word window int o t wo independent ly scrolling panes. I f t he window is already split , t his m enu com m and changes t o say Rem ove Split , which rem oves t he split screen effect .

C.4 2 .5 . W in dow List The last it em on t he Window m enu is a list of current ly open Word docum ent s. You can swit ch bet ween t hem by select ing nam es from t his m enu.

C.4 3 . W or k M e n u The Work m enu is m eant t o be your cust om izable m enu, t o which you can add various docum ent s t hat you want t o be j ust a m enu select ion away.

C.4 3 .1 . Add t o W or k M e n u Adds t he front m ost Word docum ent 's nam e t o t he Work m enu. To rem ove it from t he Work m enu, see Sect ion 1.1.3.3 .

C.4 4 . H e lp M e n u Cont ains t he sam e com m ands for Office's Help syst em , as described on Sect ion C.9.5.

Appe n dix . Coloph on The aut hor wrot e m ost of t his book using Dragon Nat urallySpeaking voice- dict at ion soft ware ( www.nuance.com ) on a Windows lapt op, t hen rushed t he Microsoft Word files over t he net work t o a t rust y old Power Mac G4 ( hot rodded wit h t win pipes and a Colum bia but t ) . The aut hor capt ured t he book's illust rat ions using Am brosia Soft ware's Snapz Pro X ( www.am brosiasw.com ) and Adobe Phot oshop CS 3 ( www.adobe.com ) t o t ouch t hem up. Sum it a Mukherj i and Loranah Dim ant provided qualit y cont rol for Office 2008 for Macint osh: The Missing Manual. Ron St rauss wrot e t he index. The cover of t his book is based on a series design originally creat ed by David Freedm an and m odifed by Mike Kohnke, Karen Mont gom ery, and Fit ch (www.fit ch.com) . Back cover design, dog illust rat ion, and color select ion by Fit ch. David Fut at o designed t he int erior layout , based on a series design by Phil Sim pson. This book was convert ed by Keit h Fahlgren t o Fram eMaker 5.5.6. The t ext font is Adobe Minion; t he heading font is Adobe Form at a Condensed; and t he code font is LucasFont 's TheSans Mono Condensed. The illust rat ions t hat appear in t he book were produced by Robert Rom ano and Jessam yn Read using Macrom edia FreeHand MX and Adobe Phot oshop CS.

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ]

I n de x [ SYM BOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] 3- D effect s ( Office graphics) 2nd < > ( angle bracket s) around URLs

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] absolut e cell references ( spreadsheet s) 2nd accent s ( Word) Account ing form at ( Excel) account s ( Ent ourage) m anually configuring em ail 2nd newsgroup set up online 2nd set t ing up em ail 2nd 3rd 4t h Act ion But t ons palet t e ( PowerPoint ) 2nd 3rd 4t h Act ual Technologies Add t o Calendar icon ( address book) address book ( Ent ourage) Address Act ions icon archives 2nd cont act groups 2nd cont act s 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h 13t h 14t h 15t h im port ing dat a from older program s 2nd print ing sending em ails vCards addressing em ail m essages 2nd 3rd 4t h aligning obj ect s Office graphics 2nd 3rd Word 2nd 3rd All caps ( Word) alpha channels ( graphics) Alt ernat e t ext effect anim at ions adding t o slideshows 2nd 3rd 4t h 5t h 6t h chart anim at ions t ext anim at ion Annot at e Tool ( Word) AOL ( Am erica Online) APA ( Am erican Psychological Associat ion) Apple AppleDouble encoding 2nd Sync Services Syst em Profile AppleScript cont rolling Office wit h 2nd 3rd 4t h Ent ourage and Script m enu ( Ent ourage) script s applet s and droplet s inst alling Applicat ion m enu ( Office) appoint m ent s rem inders archives ex por t ing 2nd ar gum ent s at t aching docum ent t em plat es ( Word) 2nd at t achm ent s adding t o m essages 2nd 3rd 4t h 5t h encoding 2nd 3rd

file nam e ext ensions 2nd 3rd 4t h 5t h opening 2nd 3rd At t ribut ion opt ion ( Ent ourage) Mail News audiences adapt ing present at ions t o 2nd 3rd welcom ing t o present at ions Audio Not es ( not ebooks) 2nd 3rd 4t h audit ing form ula errors ( Excel) 2nd Aut oCapt ioning feat ure ( Word) 2nd Aut ocom plet e and screen t ips ( Excel) Aut oCorrect / Aut oType feat ures ( Word) Aut oFill feat ure ( Excel) 2nd 3rd 4t h Aut oFilt er ( Excel) Aut oForm at ( Word) 2nd 3rd 4t h 5t h 6t h aut oform at t ing t ables ( Word) 2nd Aut oMark feat ure ( Word) Aut om at ic Color ( Word) aut om at ic form at t ing of worksheet s aut om at ic hyphenat ion ( Word) 2nd aut om at ic obj ect alignm ent ( Word) Aut oRecover files ( Word) Aut oShapes in Publishing Layout view 2nd not ebooks and aut osizing cells/ spreadsheet s Aut oSum but t on ( Excel) 2nd Aut oSum m arize feat ure ( Word) 2nd 3rd 4t h Aut oText ( Word) for foreign languages axes ( Excel chart s) 2nd 3rd

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] back gr ounds slide 2nd 3rd 4t h Web page 2nd backing up in Word 2nd bar t abs ( Word) bars ( Excel chart s) error 2nd t ransparent 2nd baseline shift ( Word) bibliographies ( Word) 2nd black slides ( PowerPoint ) 2nd blind carbon copies ( em ail) bold t ype st yle 2nd bookm arks ( Word) in docum ent s 2nd 3rd 4t h in indexes borders aut oform at t ing in Word dragging cell drawing/ form at t ing cell 2nd 3rd 4t h 5t h st yles of t ext box bound- book pages ( Word) breaks 2nd bright ness brochure t em plat es ( Proj ect Gallery) browsing in Word 2nd 3rd 4t h bullet ed list s Bullet s/ Num bering dialog box ( Word) 2nd 3rd 4t h PowerPoint 2nd 3rd Word 2nd 3rd bullet s but t ons ( Office) adding/ delet ing t oolbar 2nd cust om izing t oolbar drawing t oolbar

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] calculat ions ( Excel) basic 2nd calculat ion order 2nd 3rd 4t h 5t h Calculat or t o assem ble form ulas 2nd on t im es Calendar ( Ent ourage) delet ing event s edit ing event s funct ion overview holiday s iCalendar im port ing calendars layout s in Proj ect Gallery lengt hening/ short ening event s opening post ing online print ing event s recording event s 2nd 3rd 4t h 5t h saving as Web page 2nd 3rd 4t h 5t h sending/ receiving invit at ions 2nd 3rd views 2nd 3rd 4t h Calibri font Callout s ( Word) Cam bria font capit alizat ion ( Word) drop caps capt ions ( Word) adding t ext t o delet ing edit ing insert ing 2nd updat ing case cat egories cat egories ( Ent ourage) assigning set t ing up 2nd CD/ DVD layout t em plat es cells ( Excel) and ranges 2nd borders 2nd 3rd 4t h cut t ing/ copying/ past ing cont ent 2nd 3rd 4t h drag- and- drop cont ent error not at ions in Form at Cells dialog box 2nd form at t ing m anually 2nd 3rd 4t h 5t h 6t h 7t h form at t ing t ext in 2nd m erging prot ect ing from changes t racking ext ernal references cells ( Word t ables) delet ing m argins and spacing references select ing

shading in cent ered t abs ( Word) CGI script s ( Web pages) chain let t ers change hist ory ( Excel workbooks) changes in Word docum ent s accept ing/ rej ect ing all reviewing 2nd charact ers ( Word) finding invisible spacing 2nd special chart s Chart Gallery Chart m enu 2nd cont ent design 2nd dat a select ion 2nd dat a series error bars 2nd in PowerPoint 2nd in Word docum ent s part s of 2nd st yle opt ions 2nd st yle select ion 2nd t rend lines 2nd circular references ( Excel form ulas) 2nd cit at ions ( Word) 2nd 3rd 4t h clicking click and t ype feat ure ( Word) 2nd clip art in Excel spreadsheet s 2nd insert ing in Web pages 2nd online Clip Gallery adding clips t o cat egories delet ing clips clippings Clippings t ab organizing ( Toolbox) CMS ( Chicago Manual of St yle) Color Picker colors fill ( Word) font hyperlink t ext box background colum ns adding t o docum ent s ( Word) 2nd 3rd 4t h adj ust ing widt hs ( Word) 2nd colum n breaks ( Word) colum n view ( Calendar) insert ing ( Excel) colum ns/ rows adding ( Word t ables) delet ing ( Word t ables) hiding/ showing in spreadsheet s 2nd 3rd 4t h m anipulat ing in Excel list s sizing ( Word t ables) 2nd com m a- delim it ed t ext files com m a- separat ed values ( .csv) com m ands 2nd com m ent s ( Word) adding 2nd

change t racking 2nd 3rd 4t h 5t h delet ing m erging t racked changes navigat ing reviewing 2nd 3rd Com pat ibilit y Report 2nd com posing em ail m essages concordance files ( Word) Condit ional Form at t ing ( Excel) Consolidat e com m and ( Excel) cont act s adding inst ant ly creat ing 2nd flagging im port ing 2nd using in Word 2nd Cont act s t ab ( Proj ect Cent er) 2nd cont rols adding t o slides 2nd 3rd Web form s coordinat ed form t em plat es copy/ cut / past e cell cont ent ( Excel) 2nd 3rd 4t h in Word 2nd 3rd copying Excel worksheet s linked t ext boxes st yles copyright ed m at erials cover pages ( Word) cross- plat form cont act s cross- references ( Word) delet ing indexing ( Word) insert ing 2nd m odify ing CSV ( com m a separat ed value) form at 2nd curly quot es currency form at t ing ( Excel) 2nd curves cust om izing bullet ed list s ( Word) Cust om Arrangem ent s feat ure ( em ail) Cust om ize Keyboard dialog box dict ionaries ( Word) 2nd 3rd 4t h Docum ent Map ( Word) Ent ourage int erface m erge print ing ( Word) m ult iple shows ( PowerPoint ) 2nd num bered list s ( Word) 2nd PowerPoint t ransit ions 2nd print set t ings Proj ect Gallery 2nd t em plat es ( Word) 2nd 3rd 4t h 5t h 6t h t hem es ( PowerPoint ) t oolbars ( Word) views in Excel

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] dat a analyzing wit h Pivot Tables ( Excel) 2nd 3rd 4t h 5t h Dat a m enu ( Excel) 2nd 3rd 4t h Dat a Validat ion feat ure ( Excel) ent ry ( spreadsheet s) 2nd 3rd 4t h 5t h form s ( Excel) select ing for chart s ( Excel) 2nd series ( Excel chart s) 2nd t ext files dat a sources ( m ail m erge) creat ing new 2nd 3rd 4t h 5t h preparing using exist ing dat a t ables ( Excel) dat abases Dat abase Ut ilit y ( Ent ourage) im port ing FileMaker Pro t o Excel 2nd 3rd 4t h 5t h ODBC and Excel dat es ( Excel) ent ering in spreadsheet s 2nd form at s in cells form at t ing num bers as decim al places ( Excel) decim al t abs ( Word) delet ing bookm arks 2nd clip art em ail cont act s em ail m essages 2nd 3rd 4t h event s ( Calendar) hyperlinks indexes in Word j unk m ail list obj ect s ( Excel) 2nd part s of t ables ( Word) slides st yles ( Word) subdocum ent s ( Word) t asks/ To Do list s t ext box in a chain TOCs deskt op 2nd dict ionaries 2nd 3rd digest s Direct ory Services ( Ent ourage) dissolves ( PowerPoint ) 2nd dist ribut ing obj ect s ( Word) DLP video proj ect ors Docum ent Map ( Word) cust om izing viewing and navigat ing 2nd docum ent s at t aching cust om t oolbars t o 2nd 3rd 4t h convert ing Web pages t o Word convert ing Word t o PDF

creat ing Word 2nd docum ent proxy icon Docum ent Them e pane ( Word) finding wit h Open dialog box form at s ( Word) navigat ing in Word 2nd opening in Proj ect Gallery past ing bet ween ( Word) previewing/ form at t ing m ail m erge recent ( Proj ect Gallery) ret urning t o ( Word) 2nd saving and Finder saving in Word script s t o download t em plat es 2nd 3rd 4t h views ( Word) 2nd 3rd dot x ext ension Draft view ( Word) drag- and- drop t ext ( Word) 2nd 3rd 4t h 5t h drawing drawings t ables ( Word) 2nd 3rd 4t h t oolbar but t ons drawing obj ect s in Word 2nd r ot at ing drivers drop caps droplet s and applet s inst alling

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Edit m enus Ent ourage 2nd 3rd 4t h 5t h Excel 2nd 3rd PowerPoint 2nd 3rd 4t h Word 2nd 3rd edit ing cust om dict ionary in Word 2nd 3rd 4t h 5t h event s ( Calendar) in iTunes index field codes ( Word) linked obj ect s t ext in PowerPoint 2nd 3rd 4t h edit ing in Word Aut oForm at 2nd 3rd 4t h 5t h Aut oText abbreviat ion expander 2nd 3rd 4t h cust om dict ionaries 2nd 3rd 4t h Find funct ion 2nd 3rd 4t h foreign language t ext form at searching 2nd 3rd 4t h Go Back com m and keyboard short cut s navigat ion keys 2nd Navigat or but t ons 2nd 3rd 4t h Past e as Hyperlink com m and 2nd Past e Special com m and 2nd 3rd 4t h Proj ect Gallery t em plat es 2nd 3rd quot es select ing t ext 2nd 3rd 4t h 5t h Sm art Cut / Past e feat ure spelling and gram m ar 2nd 3rd 4t h 5t h writ ing st yles 2nd Elem ent s Gallery 2nd 3rd 4t h em dashes ( Word) em ail account s 2nd 3rd at t achm ent file nam e ext ensions 2nd 3rd 4t h at t achm ent s 2nd 3rd 4t h 5t h 6t h aut om at ic scheduled checking 2nd 3rd configuring account s m anually current proj ect s and 2nd grouped viewing of Hist ory link HTML feat ures hyperlinks 2nd I MAP account s im port ing from ot her program s 2nd m ail m erging t o 2nd m ailing list s m ult iple m essage select ion net iquet t e offline access preferences 2nd 3rd 4t h rest rict ing download sizes sending docum ent s from Reviewing t oolbar set t ing up 2nd

signat ur es Web- based account s em bedded obj ect s em boss t ext st yle ( Word) Em phasis Effect ( PowerPoint ) 2nd encoding em ail at t achm ent s 2nd 3rd 4t h endnot es and foot not es ( Word) 2nd 3rd 4t h engrave t ext st yle ( Word) Ent ourage 2008 Creat e Ent ourage Task funct ion dat abase m aint enance Direct ory Services export ing and archiving em ail funct ions of 2nd ident it ies 2nd 3rd I MAP opt ions I nt ernet headers Junk Mail Filt er linking Ent ourage it em s 2nd 3rd 4t h 5t h Mac address m ailing list et iquet t e 2nd m ailing list s m ult iple windows My Day 2nd 3rd Progress window searching in 2nd set t ing up 2nd 3rd 4t h 5t h signat ur es spam spell checking in syncing dat a wit h .Mac t oolbar 2nd 3rd 4t h Web bugs Ent ourage m enu sum m aries 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h 13t h 14t h 15t h 16t h 17t h 18t h 19t h 20t h Edit m enu 2nd 3rd File m enu 2nd 3rd 4t h Form at m enu 2nd 3rd 4t h Help m enu Message m enu 2nd 3rd 4t h 5t h 6t h Script s m enu Tools m enu 2nd 3rd 4t h View m enu 2nd 3rd 4t h Window m enu 2nd Ent rance Effect ( PowerPoint ) 2nd env elopes m erging ont o 2nd print ing 2nd 3rd 4t h Equat ion Equat ion Edit or ( Word) erasing cells ( Excel) errors ( Excel) audit ing 2nd error bars ( chart s) error checking form ulas 2nd et iquet t e event s ( Calendar) rescheduling Excel 2008 Aut o Web Publish feat ure Aut oFilt er cust om views dat a ent ry t ut orial 2nd 3rd 4t h 5t h dat a form s 2nd dat a t ables

drag- and- drop cell cont ent find and replace funct ions 2nd Form ula Aut oCom plet e feat ure im port ing dat a from t ext files im port ing dat a from Web sit es insert ing/ rem oving cells 2nd List Manager feat ure 2nd 3rd 4t h List m enu List Wizard exam ple 2nd 3rd 4t h 5t h 6t h 7t h list s 2nd out lines 2nd 3rd 4t h Page Layout view Page Set up 2nd 3rd 4t h 5t h Pivot Tables 2nd scenarios t o analyze dat a 2nd 3rd select ing cells and ranges 2nd Text t o Colum ns com m and views Excel m enu sum m aries 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h 13t h 14t h 15t h 16t h 17t h 18t h 19t h 20t h Chart m enu Edit m enu 2nd 3rd 4t h File m enu 2nd Form at m enu 2nd 3rd 4t h Help m enu I nsert m enu 2nd 3rd 4t h Tools m enu 2nd 3rd 4t h View m enu 2nd 3rd 4t h Window m enu 2nd Exit Effect ( PowerPoint ) 2nd exponent ial t rend lines ( Excel chart s) ex por t ing em ail em ail cont act s 2nd 3rd 4t h Excel workbooks 2nd 3rd 4t h ext ensions 2nd

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] F- keys ( Word) fades ( PowerPoint ) fair- use doct rine fields ( Word) as t em porary placeholders Aut oText capt ions as display ing insert ing 2nd m odifying wit h swit ches 2nd print ing opt ions unlink ing updat ing workings of 2nd File m enu sum m aries Ent ourage 2nd 3rd 4t h Excel 2nd PowerPoint 2nd 3rd Word 2nd 3rd FileMaker Pro dat abases 2nd 3rd 4t h files export ing Excel 2nd Files t ab 2nd Recent files list ( Word) t est ing for corrupt filing em ail m essages 2nd 3rd 4t h fill colors 2nd 3rd 4t h 5t h fill effect s 2nd filt ering Junk Mail Filt er ( Ent ourage) m essage rules filt er 2nd 3rd 4t h records ( Word t ables) 2nd Find Relat ed I t em s com m and ( Ent ourage) find/ replace funct ions Excel 2nd Find funct ion ( Word) Finder fixed obj ect s ( Word) 2nd flag for follow- up feat ure ( Excel) flagging em ail m essages not ebook it em s flam ing and t rolling Fly I n effect ( PowerPoint ) 2nd flyer t em plat es folders ( Word) creat ing new font s choosing ( Word) 2nd colors 2nd 3rd Font m enu ( Word) form at t ing in worksheet s ( Excel) 2nd 3rd 4t h 5t h in Web pages ( PowerPoint ) foot ers and headers ( Word) foot not es and endnot es ( Word) 2nd 3rd 4t h

foreign languages Aut oText for checking t ext ( Word) form cont rols ( Web form s) form let t ers Form at dialog box ( Office graphics) 3- D Form at t ab 2nd Colors and Lines t ab 2nd 3rd 4t h 5t h 6t h glow and soft edges effect s Pict ure t ab 2nd Shadow t ab Size t ab 2nd Form at m enu sum m aries Ent ourage 2nd Excel 2nd Word 2nd 3rd 4t h 5t h Form at Paint er Excel worksheet s and 2nd in Word 2nd form at s searching ( Word) Word docum ent 2nd form at t ing cells as t ext - based ( Excel) em ail m essages 2nd 3rd 4t h hard drive label t ext ( Mail Merge) lines ( Office graphics) loss in not ebook Layout view Mast er Docum ent ( Word) obj ect s ( Office graphics) reform at t ing indexes ( Word) t ext boxes 2nd t ext in cells Web page graphics wit hin t ext boxes 2nd form at t ing in Word borders and shading 2nd 3rd 4t h 5t h 6t h Bullet s and Num bering dialog box 2nd 3rd 4t h capit alizat ion funct ions charact er spacing 2nd font colors font s 2nd 3rd 4t h Form at t ing Palet t e gut t er and m irror m argin feat ures hidden t ext 2nd ligat ures list s 2nd 3rd m argins 2nd Norm al st yle pict ure bullet s RTF sect ion breaks 2nd sect ion form at t ing st yles of t ype 2nd 3rd 4t h st yles t o avoid t ext effect s 2nd wit hin sect ions Form at t ing Palet t e cell borders/ colors and 2nd set t ing t ext levels wit h ( not ebooks) 2nd form at t ing worksheet s ( Excel) aut om at ic form at t ing cells 2nd 3rd 4t h 5t h 6t h 7t h 8t h

Condit ional Form at t ing decim al places font s 2nd 3rd 4t h Form at Cells dialog box Form at Paint er Form at t ing Palet t e 2nd graphic obj ect s 2nd m erging cells 2nd num ber form at s 2nd 3rd 4t h 5t h Obj ect Palet t e 2nd st yles t ext t ext boxes form s evaluat ion ( PowerPoint ) 2nd Web form ulas anat om y of Aut oSum but t on basic calculat ions 2nd circular references and 2nd error checking Form ula Builder 2nd 3rd 4t h funct ions hiding from view in Word t ables 2nd it erat ions linking t o ot her workbooks/ worksheet s 2nd nam ed ranges and nest ed screen t ips and Aut ocom plet e yearly t ot als t ut orial 2nd 3rd 4t h Freeform t ool ( Office graphics) funct ion keys ( F- keys) in Word funct ions 2nd

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] GI F form at ( Web pages) global t em plat es ( Word) loading 2nd Norm al t em plat e 2nd unloading Glow effect ( Office graphics) Go Back com m and ( Word) Go To com m and ( Word) 2nd 3rd 4t h goal seek feat ure ( Excel) 2nd 3rd 4t h Gradient t ab ( Form at dialog) Graph Chart GraphicConvert er soft ware gr aphics Aut oText in Word downloading for Web pages inline vs. page ( Word) layering t ext wit h 2nd obj ect s in worksheet s 2nd PowerPoint 2nd saving slides as 2nd 3rd 4t h 5t h graphics program s ( Office) aligning obj ect s 2nd 3rd Aut oShapes 2nd Clip Gallery 2nd 3rd 4t h 5t h drawing grid 2nd fill color 2nd 3rd 4t h fill effect s form at t ing obj ect s 2nd insert ing graphics 2nd line form at t ing lines 2nd 3rd linked obj ect s Pict ure t ab ( Form at Pict ure dialog) pict ures and drawings resizing obj ect s rot at ing drawing obj ect s Sm art Art graphics WordArt 2nd gridlines in Excel chart s 2nd in t ables ( Word) grouping obj ect s ( Word) 2nd 3rd 4t h t ext boxes ( Word) groups of cont act s ( Ent ourage) 2nd of em ail/ newsgroup m essages 2nd gut t er m argin feat ure ( Word)

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] handout s ( PowerPoint ) 2nd handwrit ing recognit ion ( not ebooks) hanging indent s ( Word) hard drive form at t ing hard hyphens ( Word) 2nd hardware/ soft ware requirem ent s ( Office 2008) headers and foot ers ( Word) 2nd 3rd 4t h 5t h 6t h 7t h 8t h header rows/ sources ( m ail m erge) Header/ Foot er t ab ( Excel) 2nd I nt ernet headings Heading Rows Repeat feat ure ( Word t ables) in out lines ( not ebooks) sort ing not e ( Word) spinning off as subdocum ent s t o creat e TOCs 2nd 3rd 4t h 5t h 6t h Help m enu sum m aries Ent ourage PowerPoint Help syst em 2nd 3rd 4t h hidden t ext ( Word) 2nd Hist ory link holidays ( Calendar) hom e essent ials t em plat es ( Excel) horizont al lines in Web pages in Word horizont al paragraph alignm ent ( Word) 2nd HTML ( HyperText Markup Language) em ail feat ures in Ent ourage form at in Word form at t ed em ails reading docum ent s in Word 2nd redefining st yles for Word docum ent s saving docum ent s as hyperlinks drag- and- drop t o Word em ail 2nd rem oving hyphenat ion ( Word)

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] iCalendar ident it ies 2nd 3rd I MAP em ail account s opt ions im port ing em ail cont act s em ail from ot her program s FileMaker Pro dat abases t o Excel 2nd I m port Assist ant ( Ent ourage) t ext file dat a t o Excel Web sit e dat a t o Excel in- line obj ect s ( Word) 2nd indent at ion 2nd indexing ( Word) bookm arks building indexes 2nd creat ing ent ries 2nd 3rd 4t h cr oss- r efer ences delet ing indexes edit ing field codes page ranges 2nd subent r ies I nk soft ware inline vs. page graphics ( Word) 2nd input cells ( Excel) input s I nsert m enu sum m aries Excel 2nd 3rd PowerPoint 2nd Word 2nd 3rd inst alling Office 2008 2nd 3rd 4t h 5t h 6t h 7t h I nst ant Messages ( I M) int ernal t ext box m argins I nt ernet headers 2nd invisible charact ers ( Word) 2nd invit at ions 2nd 3rd 4t h iPhot o 2nd iPods slideshows on 2nd syncing wit h Ent ourage dat a it alic t ype st yle 2nd it erat ions ( Excel form ulas) iTunes

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] JPEG form at in PowerPoint present at ions j unk m ail Junk Mail Filt er j ust ified t ext

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Key Assignm ent s ( Word) keyboard short cut s assigning t o st yles com m ent s com plet e list for Word for sym bols Go Back com m and in Proj ect Gallery Print Preview reassigning Office 2nd Redo Save All searching in Word Show/ Hide nonprint ing charact ers sizing t ext t ype st yling 2nd Undo ( Word) updat ing cross- references

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] labels chart axes ( Excel) chart dat a point s ( Excel) edit ing/ m erging ont o ( Mail Merge) form at t ing t ext ( Mail Merge) print ing ( Mail Merge) 2nd lapt ops layering obj ect s ( Word) 2nd 3rd layout s slides LCD and LCOS video proj ect ors Ledger Sheet s ( Excel) 2nd left t abs ( Word) Leopard m enu search feat ure 2nd Let t er Wizard ( Word) 2nd 3rd 4t h ligat ures line breaks ( Word) line num bering ( Word) 2nd line spacing ( Word) 2nd linear t rend lines lined pages ( not ebooks) lines 2nd lines ( Office graphics) drawing 2nd edit ing form at t ing horizont al 2nd linked obj ect s ( Office graphics) 2nd 3rd 4t h 5t h linked t ext boxes 2nd link ing and unlinking t ext boxes ( Word) 2nd em ail m essages Ent ourage it em s Excel form ulas t o workbooks/ worksheet s repairing broken links 2nd t ext boxes 2nd t o Web pages/ sit es 2nd 3rd wit hin Web pages List of Markup ( Word) list s list sheet s ( Excel) list view ( Calendar) locking/ unlocking fields ( Word) logarit hm ic t rend lines ( Excel) long form s ( address book) 2nd 3rd

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Mac 2nd Macint osh .Mac Mac address Mac OS Ext ended ( HFS + ) Mac OS X: The Missing Manual OS X m ult iple users ( Ent ourage) vs. Windows dat e syst em ( spreadsheet s) Magnify Phone Num ber icon ( address book) m ail Mail At t ribut ion opt ion Mail PDF funct ion Mail t ab ( Proj ect Cent er) 2nd Mailing Label Wizard m ailt o links 2nd m ail m erges ( Word) dat a sources env elopes 2nd 3rd labels 2nd 3rd 4t h 5t h m ain docum ent 2nd 3rd m erging t o em ail m erging t o new docum ent s m erging t o print er t ab- delim it ed t ext files m ailing list s ( Ent ourage) em ail m alware m anual hyphenat ion ( Word) m argins docum ent ( Word) 2nd Margins t ab ( Excel) Mast er Docum ent s ( Word) creat ing new 2nd 3rd 4t h delet ing subdocum ent s form at t ing and m oving/ renam ing subdocum ent s opening/ expanding subdocum ent s passwords for rem oving subdocum ent s securit y and split t ing/ com bining subdocum ent s viewing Mast er Pages in Word 2nd Publishing Layout view ( Word) 2nd m ast er slides 2nd 3rd 4t h 5t h m at hem at ical form ulas ( Microsoft equat ion) m enu sum m aries ( Office 2008) Ent ourage 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h 13t h 14t h 15t h 16t h Excel 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h PowerPoint 2nd 3rd Word 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h m enus ( Office) adding com m ands t o 2nd Leopard search feat ure

rem oving com m ands from 2nd m erging and split t ing cells ( Word t ables) 2nd cells ( Excel) t racked changes ( Word) m essages addressing 2nd 3rd 4t h com posing delet ing 2nd edit ing flagging 2nd form at t ing 2nd 3rd 4t h forwarding link ing m essage list icons 2nd 3rd 4t h Message m enu ( Ent ourage) 2nd newsgroup 2nd print ing reading rules ( filt ers) 2nd 3rd 4t h m icrophones ( PowerPoint ) Microsoft Graph Chart ( PowerPoint ) News Server Organizat ion Chart Query ( Excel) m irror m argin feat ure ( Word) m ixed cell references ( spreadsheet s) MLA ( Modern Language Associat ion) st yle m ont h view m ovies in PowerPoint 2nd 3rd 4t h in Publishing Layout view in Web pages 2nd in worksheet s ( Excel) m oving average t rend lines ( Excel) MSN MoneyCent ral Web queries m ult i- select ion of t ext ( Word) m ult iple ident it ies ( Ent ourage) 2nd 3rd 4t h My Day ( Ent ourage) 2nd 3rd 4t h

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] nam ed ranges ( spreadsheet s) 2nd narrat ion ( PowerPoint ) 2nd 3rd 4t h navigat ion by bookm ark ( Word) 2nd 3rd 4t h keys ( Word) 2nd Navigat ion Pane ( Word) Navigat or but t ons ( Word) 2nd 3rd negat ive indent s ( Word) nest ed form ulas ( Excel) nest ed t ables in Web pages in Word net iquet t e em ail 2nd Usenet 2nd New Proj ect Wizard ( Proj ect Cent er) 2nd 3rd 4t h News At t ribut ion opt ion news servers 2nd newsgroups account set up downloading list of 2nd finding m essages 2nd preferences 2nd spam and newslet t er t em plat es nonbreaking hyphens ( Word) Norm al global t em plat e ( Word) 2nd Norm al st yle ( Word) new docum ent s and Norm al view ( Excel) Not e t ab ( Proj ect Cent er) Not ebook Layout view Audio Not es 2nd drawing shapes flagging it em s in form at t ing loss in handwrit ing recognit ion wit h I nk Layout t oolbar 2nd 3rd 4t h opening organizing not es 2nd 3rd 4t h 5t h sect ions 2nd St andard t oolbar Not ebook Out line view building out lines 2nd cust om izing out lines 2nd num bering out lines 2nd out lining exist ing docum ent s not es ( Ent ourage) creat ing funct ion ( Ent ourage) print ing uses for view not es ( PowerPoint )

Not es Mast er print ing num bering capt ions ( Word) not ebook pages num bered list s ( Word) pages ( Word) num bers ( Excel) adding form at s 2nd 3rd 4t h 5t h

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] obj ect builds ( PowerPoint ) Obj ect Palet t e Publishing Layout view and Word and 2nd worksheet s and obj ect - orient ed graphics obj ect s ( Office graphics) aligning 2nd em bedded form at t ing 2nd linked 2nd 3rd 4t h 5t h obj ect s ( PowerPoint ) obj ect s ( Word) aligning building pages wit h 2nd convert ing obj ect st yle dist ribut ing fixed 2nd grouping 2nd 3rd 4t h in- line 2nd layering 2nd 3rd m oving resizing r ot at ing 2nd select ing ODBC ( open dat abase connect ivit y) Office 2008 applet s and droplet s drag- and- drop bet ween program s 2nd keyboard short cut s m enus 2nd 3rd 4t h 5t h Office Help window 2nd Script m enu script s t hem es t oolbars 2nd 3rd 4t h 5t h 6t h 7t h 8t h t r oubleshoot ing Web- based Help wit h AppleScript ing 2nd 3rd 4t h Office Rem inders ( Ent ourage) act ing on 2nd configuring rem inders window 2nd one- t im e im port s ( Excel) one- variable dat a t ables ( Excel) online account s ( Ent ourage) 2nd 3rd 4t h online clip art onscreen present at ion ( PowerPoint ) 2nd Open com m and ( Word) 2nd 3rd 4t h Open Web Page icon ( address book) OpenLink Soft ware operat ors form ula ( Excel) in cells ( Word t ables) opt ion- dragging ( Word) Organizat ion Chart 2nd

Organizer funct ion ( Word) 2nd 3rd 4t h Orient at ion icons ( Word) orphans and widows ( Word) Out line Layout View num bering 2nd of exist ing docum ent s out lines in Excel 2nd 3rd 4t h of PowerPoint present at ions of t ext ( PowerPoint ) 2nd 3rd 4t h out line t ext st yle ( Word) Word out lines for PowerPoint 2nd Oval Annot at ion ( Word) Overview t ab ( Proj ect Cent er) 2nd 3rd 4t h

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Page Set up Excel 2nd 3rd 4t h in Publishing Layout view Word 2nd pages borders ( Word) 2nd building wit h obj ect s 2nd layout ( Word t ables) num bering ( Word) Page Layout view ( Excel) paragraph form at t ing ( Word) Form at Paint er indent at ion 2nd line spacing Orient at ion icons paragraph breaks spacing t abs 2nd 3rd passwords for Excel workbooks for Mast er Docum ent s for Word docum ent s Past e special com m and ( Excel) past ing t ext ( Word) in Scrapbook 2nd Past e as Hyperlink Pat t ern t ab ( Form at dialog) PDF files saving/ m anaging in Word phot os in Web pages pict ures adding t o t em plat es 2nd adding t o worksheet s and drawings ( Word) 2nd 3rd 4t h defined for Office in PowerPoint slides in Word insert ing in worksheet s PI CT im ages in HTML m essages Pict ure t ab ( Form at dialog) 2nd Pivot Tables 2nd placeholder t ext plain t ext em ails PNG form at ( Web pages) polynom ial t rend lines ( Excel) POP ( Post Office Prot ocol) em ail account s post ing online Web pages power t rend lines PowerPoint 2008 adding slides adding t ext direct ly t o slides anim at ions 2nd 3rd 4t h back gr ounds 2nd 3rd 4t h

changing t hem e designs 2nd chart s font s in Web page present at ions gr aphics handout s key st rokes for slide show cont rol Mac present at ions on PCs m anipulat ing slides 2nd 3rd 4t h Microsoft Graph Chart m ovies and sounds 2nd 3rd narrat ion 2nd 3rd 4t h navigat ion schem es not es obj ect s out lining in Word 2nd present at ion t em plat es Present er Tools print ing page set up 2nd 3rd 4t h Proj ect Gallery saving present at ions as QuickTim e m ovies 2nd 3rd set t ing feat ure preferences slide m ast ers 2nd 3rd 4t h 5t h slide navigat ion Slide Show set up slide t ransit ions 2nd 3rd 4t h 5t h 6t h 7t h slides 2nd 3rd t ables 2nd 3rd 4t h t em plat es 2nd t ext m anipulat ion 2nd 3rd 4t h t hem e/ layout t em plat es t hree- pane Norm al view view cont rols 2nd 3rd 4t h writ ing t ext out lines 2nd 3rd 4t h PowerPoint m enu sum m aries 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h Edit m enu 2nd File m enu Form at m enu 2nd Help m enu I nsert m enu 2nd 3rd 4t h Slide Show m enu 2nd Tools m enu View m enu 2nd Window m enu PowerPoint present at ions adapt ing t o audiences evaluat ion of 2nd 3rd 4t h feedback t ips on Windows PCs out lining planning preparat ion of environm ent 2nd running on lapt ops saving as QuickTim e m ovies set t ing goals for t em plat es video proj ect ors preferences bad preference file dat abase em ail 2nd 3rd 4t h 5t h My Day newsgroups 2nd 3rd print ing ( Word) 2nd 3rd 4t h Proj ect Gallery

preferred spellings Present er Tools ( PowerPoint ) previewing print ( spreadsheet s) print ( Word) 2nd 3rd print layout ( Word) breaks colum ns 2nd 3rd 4t h 5t h Print Layout view print ing address book ( Ent ourage) envelopes and labels 2nd 3rd field print ing opt ions ( Word) m ail m erging t o print er ( Word) page set up ( PowerPoint ) 2nd 3rd 4t h 5t h Page Set up ( Word) 2nd preferences ( Word) 2nd 3rd Print dialog box ( Word) 2nd 3rd 4t h 5t h 6t h 7t h 8t h spreadsheet s t asks/ To Do list s priorit izing em ail m essages Progress window ( Ent ourage) Proj ect Cent er ( Ent ourage) accessing from Office program s Clippings t ab Files t ab Proj ect Propert ies box proj ect views 2nd Schedule t ab sharing proj ect s 2nd 3rd 4t h st art ing proj ect s 2nd window 2nd Proj ect Gallery adding cat egories t o opening docum ent s in overview PowerPoint and preferences recent docum ent s 2nd t em plat e docum ent s in 2nd 3rd 4t h 5t h t em plat es 2nd 3rd proj ect ion screens Proj ect s Palet t e ( Toolbox) 2nd 3rd propert ies Publishing Layout view ( Word) aligning obj ect s alpha channels Aut oShapes clip art fixed obj ect s grouping obj ect s 2nd 3rd in- line obj ect s iTunes layering obj ect s line num bers in Mast er Pages 2nd m ovies and sounds 2nd Obj ect Palet t e 2nd 3rd 4t h Page Set up and Form at phot os rot at ing obj ect s rot at ing t ext 2nd sym bols t em plat es 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h

t ext boxes and sidebars 2nd 3rd 4t h 5t h 6t h 7t h Toolbox wrapping t ext 2nd 3rd 4t h pull quot es

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Query Opt ions feat ure ( Mail Merge) 2nd Quick Filt er find ( Ent ourage) Quick Tables gallery QuickTim e plug- in PowerPoint anim at ions in quot ed em ail t ext 2nd quot es

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] read- only docum ent s Recent Files list purging recording event s ( Calendar) 2nd 3rd 4t h narrat ion for slideshows 2nd 3rd 4t h records ( Word) filt ering redirect ing em ail m essages Redo Reference Tools ( Toolbox) references cell 2nd circular ( Excel form ulas) 2nd reflect ion effect ( Office graphics) reform at t ing em ail m essages 2nd regist ering Office 2008 rehearsal m ode ( PowerPoint ) 2nd Relat ed but t on ( Cat egories window) relat ive cell references ( spreadsheet s) 2nd rem inders appoint m ent rem ot e cont rols ( PowerPoint ) rem oving Office 2008 2nd renam ing worksheet s ( Excel) rent ing video proj ect ors Replace funct ion ( Word) replying t o em ails 2nd 3rd 4t h 5t h rescheduling event s ( Calendar) resizing cells chart s obj ect s ( Office graphics) resolut ion result s Reveal Form at t ing funct ion ( Word) reviewing changes ( Word) 2nd Reviewing t oolbar ( Word) adding/ reviewing com m ent s wit h 2nd reviewing changes wit h right t abs ( Word) r ot at ing 3- D obj ect s drawing obj ect s pages and t ext ( Word) t ext ( Word) 2nd t ext in cells rows/ colum ns insert ing ( Excel) RSVPs RTF ( Rich Text Form at ) in Word

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Save As opt ions ( Word) 2nd saving docum ent s in Word present at ions as QuickTim e m ovies ( PowerPoint ) 2nd present at ions as Web pages ( PowerPoint ) saved searches ( Ent ourage) slides as graphics ( PowerPoint ) 2nd Web pages in Word 2nd 3rd scaling Word docum ent s scenarios ( Excel) 2nd 3rd 4t h Schedule t ab ( Proj ect Cent er) Scient ific opt ion ( spreadsheet s) Scrapbook ( Toolbox) organizing clippings screen t ips screens Scribble t ool ( Office graphics) 2nd Script m enu ( Applescript ) inst alling script s t o download Scroll bar ( Word) 2nd Scroll t ext effect ( Web pages) searching by form at ( Word) 2nd 3rd 4t h Clip Gallery in Ent ourage 2nd in Excel 2nd sect ions form at t ing overview form at t ing wit hin headers and foot ers for not ebooks and sect ion breaks securit y select ing t ext ( Word) 2nd 3rd 4t h Send Mail icon ( address book) serif/ sans- serif t ypeface rule shading in cells ( Word t ables) in Word docum ent s shadows shadow t ext st yle ( Word) sharing proj ect s ( Ent ourage) 2nd 3rd 4t h workbooks ( Excel) 2nd sheet t abs ( Excel) 2nd sidebars in Publishing Layout view 2nd 3rd 4t h 5t h 6t h 7t h signat ur es sit e m aps sizing t ext boxes ( Word) slides ( PowerPoint ) back gr ounds delet ing

duplicat ing hiding insert ing 2nd layout s saving as graphics Slide t ext effect ( Web pages) t ransit ions 2nd 3rd 4t h 5t h 6t h slides in PowerPoint t ext usage in t ips for using slideshows ( PowerPoint ) cont rolling wit h key st rokes on iPods 2nd Sm all caps ( Word) Sm art But t on ( Excel) Sm art Cut and Past e ( Word) sm art filling feat ure ( Excel) Sm art Art graphics 2nd Snooze but t on ( Calendar) 2nd Soft Edges effect ( Office graphics) Sort com m and ( Excel) sounds in Office Rem inders in PowerPoint t ransit ions soundt racks QuickTim e m ovie slideshow spacing ( Word) charact er 2nd line 2nd paragraph spam em ail newsgroups and Spam Sieve soft ware special charact ers ( Word) spell checking in Ent ourage spelling and gram m ar ( Word) 2nd 3rd 4t h 5t h 6t h 7t h 8t h spider s Split box ( Word) split t ing spreadsheet s split t ing/ m erging cells ( Word t ables) 2nd Spot light searching 2nd spreadsheet s dat a ent ry 2nd 3rd 4t h 5t h 6t h 7t h dat es 2nd 3rd Mac vs. Windows dat e syst em m anipulat ing window views num ber s opening 2nd print ing 2nd propert ies prot ect ing 2nd t ext t im e form at t ing in 2nd St andard t oolbar in Word 2nd 3rd 4t h not ebook Layout view st art up t em plat es ( Word) st at ionery t em plat es ( Proj ect Gallery) st at us bar ( Word) 2nd st raight quot es st riket hrough t ext ( Word)

St uffI t Expander st yles form at t ing in worksheet s select ing for chart s 2nd t ransit ion ( PowerPoint ) 2nd 3rd 4t h 5t h st yles ( Word) applying pre- exist ing aut oform at t ing in Word changing exist ing creat ing by exam ple creat ing in St yle dialog box 2nd 3rd 4t h delet ing locat ion of Norm al t ransferring t ype 2nd t ypewrit er st yles t o avoid updat ing docum ent 2nd subdocum ent s ( Word) delet ing Subj ect lines ( em ail) subscr ipt ions Subt ot als com m and ( Excel) superscript and subscript ( Word) swit ches 2nd sym bols in spreadsheet s insert ing in Word docum ent s Sync Services synchronizing dat a t o handheld devices ( Ent ourage) 2nd 3rd 4t h 5t h

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T ] [ U] [ V] [ W] [ X] [ Z ] t ab- delim it ed file form at ( .t xt ) t ab- delim it ed t ext 2nd Table of Cont ent s ( TOC) feat ure ( Word) 2nd 3rd 4t h 5t h 6t h t ables borders and gridlines cell m argins and spacing cell references convert ing int o t ext convert ing t ext t o delet ing part s of drawing 2nd 3rd 4t h form ulas in 2nd insert ing 2nd m erging and split t ing cells 2nd nest ed of figures/ aut horit ies 2nd operat ors in cells page layout PowerPoint 2nd 3rd 4t h shading in cells Table m enu 2nd 3rd 4t h 5t h t ext form at t ing in cells 2nd t ext wrapping t yping int o 2nd 3rd 4t h t abs ( Word) 2nd 3rd 4t h t asks and To Do list s ( Ent ourage) com plet ing creat ing 2nd delet ing edit ing print ing t asks funct ion views 2nd t em plat es adding cust om ( PowerPoint ) brochure layout s creat ing for spreadsheet s 2nd event program s Excel file form at ( .xlt x) My Tem plat es folder newslet t er or ganizing PowerPoint Proj ect Gallery sharing t em plat es ( Word) as st art up it em creat ing cust om 2nd 3rd 4t h creat ing docum ent 2nd global 2nd loading as global m odify ing Norm al global Organizer 2nd 3rd 4t h Proj ect Gallery 2nd 3rd

Publishing Layout view 2nd 3rd 4t h 5t h 6t h st yle t ext aligning in worksheet s Aut oText ( Word) 2nd 3rd 4t h borders 2nd changing direct ion of ( Word) drag- and- drop ( Word) 2nd 3rd 4t h effect s ( Web pages) effect s ( Word) 2nd foreign language ( Word) hidden ( Word) 2nd past ing as pict ure placeholder r ot at ing RTF form at scrolling effect s ( Web pages) 2nd select ing ( Word) 2nd 3rd set t ing levels ( not ebooks) 2nd st yled t ab- delim it ed t ext anim at ions ( PowerPoint ) Text Annot at ion ( Word) t ext boxes wrapping 2nd 3rd 4t h wrapping around obj ect s wrapping in cells wrapping in t ables ( Word) wrapping in Web pages t ext boxes creat ing form at t ing 2nd form at t ing wit hin 2nd in Publishing Layout view insert ing in worksheet s link ing m anipulat ing linked sizing t ext direct ion Text ure t ab ( Form at dialog) t hem es changing designs ( PowerPoint ) Office Web page TI FF im ages in HTML m essages t im e calculat ions on t it le bar ( Word) 2nd t oolbars Audio Not es cust om izing Office 2nd 3rd 4t h Ent ourage 2nd 3rd 4t h St andard t oolbar ( Word) 2nd Toolbox clippings Com pat ibilit y Report Proj ect s Palet t e 2nd Publishing Layout view and Reference Tools Scrapbook 2nd Tools m enu sum m aries Ent ourage Excel 2nd Word 2nd 3rd

t racked changes in Excel workbooks 2nd 3rd 4t h in Word 2nd 3rd 4t h 5t h m erging in Word t racking ext ernal cell references ( Excel) t ransparent bars ( Excel chart s) 2nd Transpose checkbox ( Excel) t rend lines ( Excel chart s) TRK icon ( Word) Troj an horses t rolling and flam ing t roubleshoot ing Office t wo- variable dat a t ables ( Excel) t xt file form at ( Excel) t ype st yles ( Word) in Form at t ing Palet t e 2nd 3rd 4t h

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] underline t ype st yle Undo in Word 2nd updat ing Office 2008 shared workbooks ( Excel) URLs adding hyperlinks wit h angle bracket s around Usenet net iquet t e 2nd users

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] validat ing dat a ( Excel) v alues vCards ( em ail) 2nd vcf ext ension ( vCards) vect or graphics video proj ect ors ( PowerPoint ) 2nd 3rd 4t h View m enus Ent ourage 2nd Excel PowerPoint Word 2nd viewing Mast er Docum ent ( Word) views docum ent ( Word) 2nd 3rd 4t h in Excel proj ect ( Ent ourage) 2nd Proj ect Gallery view cont rols ( PowerPoint ) 2nd viruses in em ail at t achm ent s

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W ] [ X] [ Z ] Web bugs Web form s Web Layout view ( Word) 2nd Web opt ions ( Save dialog box) Web pages back gr ounds 2nd basic layout clip art 2nd creat ing elem ent s lost in conversion em ail hyperlinks 2nd font colors 2nd form at s for graphics gr aphics horizont al lines hyperlinks 2nd linking t o ot her Web pages/ sit es 2nd linking wit hin pages m ovies in 2nd opening from hard drive phot os in 2nd saving saving Calendar as 2nd saving Excel workbooks as sounds in 2nd t ables in page layout s t ext effect s 2nd t ext wrapping t hem es viewing HTML code for Web server Web Sharing feat ure ( Mac OS X) Web sit es .Mac AppleScript AppleScript and VBA audio soft ware Ent ourage script s I nt ernet / em ail hoaxes iSync Support ed Devices list of newsgroups 2nd Mac newsreaders Microsoft Help ODBC drivers PowerPoint evaluat ion form QuickTim e plug- in St uffI t Expander st yle st andards t ext - processing ut ilit ies USB audio adapt ers Windows Live Messenger account Web- based em ail account s widows and orphans ( Word) wildcard searching ( Word) Window m enu ( Word)

Window m enu sum m aries Ent ourage wipes 2nd Word 2008 as HTML reader 2nd creat ing Web pages in 2nd 3rd 4t h Word m enu sum m aries 2nd 3rd 4t h 5t h 6t h 7t h 8t h 9t h 10t h 11t h 12t h 13t h 14t h 15t h 16t h Edit m enu File m enu Form at m enu 2nd I nsert m enu 2nd 3rd 4t h Table m enu 2nd Tools m enu 2nd View m enu 2nd Window m enu word processing 2nd 3rd 4t h 5t h 6t h 7t h bibliographies 2nd bookm arks 2nd 3rd cit at ions 2nd 3rd 4t h cr oss- r efer ences 2nd 3rd 4t h headers and foot ers 2nd 3rd 4t h 5t h 6t h line num bers 2nd sym bols t able of figures/ aut horit ies 2nd word processing basics backing up creat ing docum ent s docum ent prot ect ion Navigat or but t ons Proj ect Gallery 2nd rules of t hum b 2nd Split box St andard t oolbar 2nd 3rd st at us bar 2nd t it le bar feat ures 2nd t oolbars 2nd Undo 2nd views 2nd Window m enu WordArt Gallery t ext Work m enu ( Word) workbooks ( Excel) change hist ory Excel 97 t o 2004 m erging saving as Web pages sharing 2nd 3rd 4t h Tem plat e file form at ( .xlt x) t racking changes 2nd 3rd 4t h worksheet s ( Excel) adding adding background pict ures t o delet ing sheet t abs wrapping t ext in Publishing Layout view ( Word) 2nd 3rd 4t h writ ing st yles 2nd

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] xls form at ( spreadsheet s) xlt x t em plat e form at ( Excel)

I n de x [ SYMBOL] [ A] [ B] [ C] [ D] [ E] [ F] [ G] [ H] [ I ] [ J] [ K] [ L] [ M] [ N] [ O] [ P] [ Q] [ R] [ S] [ T] [ U] [ V] [ W] [ X] [ Z ] Zip codes in cells Zoom funct ion ( Word) 2nd 3rd 4t h