Word 2007: The Missing Manual [1 ed.] 059652739X, 9780596527396

Citation preview

Word 2007: The Missing Manual By Guy Hart-Davis, Chris Grover ............................................... Publisher : O' Re illy Pub Dat e: D e ce m be r 0 1 , 2 0 0 6 I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6 Pages: 5 0 4

Table of Cont ent s | I ndex

Microsoft Word has grown considerably in power, sophist icat ion and capabilit y over t he past decade, but one t hing t hat hasn't changed since t he early '90s is it s user int erface. The sim ple t oolbar in version 2.0 has been packed wit h so m any feat ures since t hen t hat few users know where t o find t hem all. Consequent ly, m ore and m ore people are looking for " insider" t ips t hat will allow t hem t o use t hese advanced and oft en hidden feat ures. Microsoft has addressed t his problem in Word 2007 by radically redesigning t he user int erface wit h a t abbed t oolbar t hat m akes every feat ure easy t o locat e and use. Unfort unat ely, Microsoft 's docum ent at ion is as scant as ever, so even t hough you will be able t o find advanced feat ures, you m ight not know what t o do wit h t hem . Word 2007: The Missing Manual, writ t en specifically for t his version of t he soft ware, explains basics like how t o creat e docum ent s, ent er and edit t ext , form at , print , and fax. You will will also learn how t o creat e sophist icat ed page layout s, insert form s and t ables, use graphics, and creat e book- lengt h docum ent s wit h out lines and Mast er Docum ent s. Coverage also includes how t o share docum ent s wit h ot her people and program s, creat e web pages, aut om at e docum ent s wit h fields, and aut om at e t asks wit h m acros and t he Visual Basic script ing language. This book shows you how t o do it all.

Word 2007: The Missing Manual By Guy Hart-Davis, Chris Grover ............................................... Publisher : O' Re illy Pub Dat e: D e ce m be r 0 1 , 2 0 0 6 I SBN- 10: 0 - 5 9 6 - 5 2 7 3 9 - X I SBN- 13: 9 7 8 - 0 - 5 9 6 - 5 2 7 3 9 - 6 Pages: 5 0 4

Table of Cont ent s | I ndex

Copyright The Missing Credits Introduction Part I: Word Basics for Simple Documents Chapter 1. Creating, Opening, and Saving Documents Section 1.1. Launching Word Section 1.2. Creating a New Document Section 1.3. Opening an Existing Document Section 1.4. Your Different Document Views Section 1.5. Saving and Closing Documents Chapter 2. Entering and Editing Text Section 2.1. Typing in Word Section 2.2. Selecting Text Section 2.3. Moving Around Your Document Section 2.4. Cutting, Copying, and Pasting Section 2.5. Finding and Replacing Text Section 2.6. Saving Keystrokes with Quick Parts Chapter 3. Setting Up the Document: Margins, Page Breaks, and More Section 3.1. Choosing Paper Size and Layout Section 3.2. Setting Document Margins Section 3.3. Adding Page Background Features Section 3.4. Adding Headers and Footers Section 3.5. Working with Multiple Columns Section 3.6. Line Numbers Section 3.7. Hyphenation Chapter 4. Formatting Text, Paragraphs, and Headings Section 4.1. Formatting Basics Section 4.2. Formatting Characters Section 4.3. Formatting Paragraphs Section 4.4. Creating Bulleted and Numbered Lists Section 4.5. Setting Tabs Section 4.6. Using Word's Rulers

Section 4.7. Fast Formatting with Format Painter Section 4.8. Formatting with Styles Section 4.9. Modifying Styles Section 4.10. Managing Style Sets Chapter 5. Themes and Templates Section 5.1. Choosing a Theme Section 5.2. Choosing a Template Chapter 6. Spelling, Grammar, and Reference Tools Section 6.1. Turning on Spelling and Grammar Checking Section 6.2. Checking Spelling Section 6.3. Checking Grammar and Style Section 6.4. Controlling AutoCorrect Section 6.5. Exploring Word's Research Tools Section 6.6. Accessing Word's Thesaurus Section 6.7. Translating Text Section 6.8. Checking Your Word Count Chapter 7. Printing Word Documents Section 7.1. Quick and Easy Printing Section 7.2. Print Preview Section 7.3. Choosing a Printer Section 7.4. Printing to an Adobe PDF File Section 7.5. Faxing with Word Section 7.6. Changing Print Settings Section 7.7. Printing Envelopes Section 7.8. Printing Labels Section 7.9. Setting Print Options Part II: Creating Longer and More Complex Documents Chapter 8. Planning with Outlines Section 8.1. Switching to Outline View Section 8.2. Promoting and Demoting Headings Section 8.3. Moving Outline Items Section 8.4. Showing Parts of Your Outline Chapter 9. Working with Long Documents Section 9.1. Navigating a Large Document Section 9.2. Understanding Sections Section 9.3. Creating a Table of Contents Section 9.4. Creating an Index Section 9.5. Navigating with Hyperlinks Section 9.6. Cross-Referencing Your Document Section 9.7. Cross-Referencing Figures Section 9.8. Creating Footnotes and Endnotes Section 9.9. Inserting Citations and Creating a Bibliography Section 9.10. Working with a Master Document Chapter 10. Organizing Your Information with Tables Section 10.1. Creating Tables Section 10.2. Moving Around a Table

Section 10.3. Selecting Parts of a Table Section 10.4. Merging and Splitting Cells Section 10.5. Adjusting Column Width and Row Height Section 10.6. Formatting Tables Section 10.7. Doing Math in Tables Chapter 11. Adding Graphics, Video, and Sound to Your Documents Section 11.1. Drop Caps, Text Boxes, and WordArt Section 11.2. Working with Pictures and Clip Art Section 11.3. Working with SmartArt Section 11.4. Working with Shapes Section 11.5. Inserting Charts and Graphs Section 11.6. Inserting Sound, Video, and Other Objects Section 11.7. Adding Captions and Figure Numbers to Graphics Chapter 12. Mass Mailing with Mail Merge Section 12.1. Understanding Mail Merge Basics Section 12.2. Running the Mail Merge Wizard Section 12.3. Merging to E-Mail Section 12.4. Editing Your Recipient List Section 12.5. Sorting Your Recipient List Section 12.6. Applying Merge Rules Part III: Sharing Documents and Collaborating with Other People Chapter 13. Creating Web Pages and Blogs Section 13.1. Saving Word Documents As Web Pages Section 13.2. Creating a Web Page from Scratch Section 13.3. Web Page Design Tips Section 13.4. Blogging from Word Section 13.5. Setting Web Options Chapter 14. Creating Forms with Word Section 14.1. Creating a Paper Form Section 14.2. Creating a Computer Form Section 14.3. Setting Properties for Content Controls Section 14.4. Testing Your Form Chapter 15. Word's XML Connection Section 15.1. What's XML and Why Should I Care? Section 15.2. XML and Word's New File Format Section 15.3. Tagging Information with Content Controls Section 15.4. Attaching an XML Schema to Your Document Chapter 16. Collaborating with Other People Section 16.1. Adding Comments Section 16.2. Tracking Changes While Editing Section 16.3. Accepting and Rejecting Changes Section 16.4. Removing All Comments and Tracked Changes Section 16.5. Combining and Comparing Documents Section 16.6. Protecting Your Document from Changes Part IV: Customizing Word with Macros and Other Tools Chapter 17. Customizing Your Workspace

Section 17.1. Customizing the Quick Access Toolbar Section 17.2. Creating Keyboard Shortcuts Section 17.3. Personalizing Word Options Section 17.4. Changing Word's Display Section 17.5. Customizing the Save Documents Settings Section 17.6. Changing Editing Options Chapter 18. Changing Your Security Settings Section 18.1. Using Digital Signatures Section 18.2. Customizing Trust Center Settings Section 18.3. Showing Warnings Section 18.4. Removing Personal Information Chapter 19. Introducing Macros and Visual Basic Section 19.1. Showing the Developer Tab Section 19.2. Recording Macros Section 19.3. Running Macros Section 19.4. Reading Visual Basic Code Section 19.5. Using Digital Signatures Chapter 20. Creating Your Own Themes and Templates Section 20.1. Designing Your Own Themes Section 20.2. Designing Document Templates Section 20.3. Using Global Templates Part V: Appendix Appendix A. Word Help and Beyond Section A.1. Using Word's Built-in Help Section A.2. Using Microsoft's Office Web Site Section A.3. Third-Party Web Sites Colophon Index

Copyright © 2007 O'Reilly Media, I nc. 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] .

Ta ble Pr in t in g H ist or y : Decem ber 2006:

First 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. Word 2007: 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.

This book uses RepKover™, a durable and flexible lay- flat binding. I SBN- 10: 0- 596- 52739- X I SBN- 13: 978- 0- 596- 52739- 6 [ C]

The Missing Credits About the Author

Ch r is Gr ove r got his first com put er in 1982 when he realized it was easier t o writ e on a com put er t han an I BM Select ric. He never looked back. Chris has worked as a t echnical writ er, advert ising copywrit er, and product publicist for m ore t han 25 years. He is t he coaut hor of Digit al Phot ography: The Missing Manual. I n addit ion t o com put er t opics, he's writ t en book reviews, soft ware reviews, and art icles on subj ect s ranging from hom e rem odeling t o video recorder repairs. His lat est proj ect is t he launching of Bolinas Road Creat ive ( www.bolinasroad.com ) , an agency t hat helps sm all businesses prom ot e t heir product s and services. Chris lives in Fairfax, California wit h his wife and t wo daught ers, who have learned t o t olerat e his com put er and gadget obsessions.

About the Creative Team N a n Ba r be r ( edit or) has worked wit h t he Missing Manual series since it s incept ionlong enough t o rem em ber inst alling Word from floppy disks. Em ail: [email protected] . Pe t e r M e ye r s ( edit or) works as an edit or at O'Reilly Media on t he Missing Manual series. He lives wit h his wife and cat s in New York Cit y. Em ail: pet er.m eyers@gm ail.com . M ich e le Filsh ie ( edit or) is O'Reilly's assist ant edit or for Missing Manuals and edit or of Dont Get Burned on eBay. Before t urning t o t he world of com put er- relat ed books, Michele spent m any happy years at Black Sparrow Press. She lives in Sebast opol. Em ail: m [email protected] . D a w n M a n n ( t echnical reviewer) has been wit h O'Reilly for over t hree years and is current ly an edit orial assist ant . When not working, she likes rock clim bing, playing soccer, and generally get t ing int o t rouble. Em ail: [email protected] . Gr e g Gu n t le ( t echnical reviewer) is a Windows vet eran covering Office, Program m ing, Net works and Operat ing Syst em s. He's been providing t echnical edit ing services for t he past 20 years. Rick Je w e ll ( t echnical reviewer) has been in t he t echnical indust ry since 1995. He's now a Bet a Support Engineer for Microsoft . Since Microsoft acquired Groove in April of 2005, he's been a t echnical support engineer support ing t he Groove product suit e, which will be incorporat ed int o t he Prem ium edit ion of Microsoft Office 2007 when it 's released.

Jill St e in be r g ( copy edit or) is a freelance writ er and edit or based in Seat t le and has produced cont ent for O'Reilly, I nt el, Microsoft , and t he Universit y of Washingt on. Jill was educat ed at Brandeis Universit y, William s College, and St anford Universit y. Em ail: saysj ill@m ac.com

Acknowledgements Many t hanks t o t he whole Missing Manuals creat ive t eam , especially t o Nan Barber, who had her work cut out for her m aking m y prose readable. Pet er Meyers helped shape t he book and gent ly kept us all on t rack. Dawn Mann, Greg Gunt le, and Rick Jewell checked and double- checked t he t echnical det ails. Thanks t o Michele Filshie for edit ing, indexing, and working weekends. As always, t hanks t o m y beaut iful wife Joyce, m y collaborat or in t hat ot her proj ect life. And hugs for Mary and Am y who help m e approach everyt hing I do wit h fresh ent husiasm and a bundle of quest ions. Chris Grover

The Missing Manual Series 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 RepKover, a det ached- spine binding t hat let s t he book lie perfect ly flat wit hout t he assist ance of weight s or cinder blocks. Recent and upcom ing 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 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 eBay: The Missing Manual by Nancy Conner Excel 2003 for St art ers: The Missing Manual by Mat t hew MacDonald Excel 2003: The Missing Manual by Mat t hew MacDonald

Excel 2007 for St art ers: The Missing Manual by Mat t hew MacDonald Excel 2007: The Missing Manual by Mat t hew MacDonald FileMaker Pro 8: The Missing Manual by Geoff Coffey and Susan Prosser Flash 8: The Missing Manual by E.A. Vander Veer Front Page 3: 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 Hom e Net working: The Missing Manual by Scot t Lowe iMovie HD 6: The Missing Manual by David Pogue iPhot o 6: The Missing Manual by David Pogue iPod: The Missing Manual, Fift h Edit ion by J.D. Biersdorfer Mac OS X: The Missing Manual, Tiger Edit ion by David Pogue Office 2004 for Macint osh: The Missing Manual by Mark H. Walker and Franklin Tessler PCs: The Missing Manual by Andy Rat hbone Phot oshop Elem ent s 5: The Missing Manual by Barbara Brundage PowerPoint 2007 for St art ers: The Missing Manual by E.A. Vander Veer PowerPoint 2007: The Missing Manual by E.A. Vander Veer QuickBooks 2006: The Missing Manual by Bonnie Biafore Quicken for St art ers: 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 The I nt ernet : The Missing Manual by David Pogue and J.D. Biersdorfer Windows 2000 Pro: The Missing Manual by Sharon Crawford Windows XP for St art ers: The Missing Manual by David Pogue 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 Windows Vist a for St art ers: The Missing Manual by David Pogue

Word 2007 for St art ers: The Missing Manual by Chris Grover

Introduction Word. Microsoft Word has been t he world's m ost popular word processor for so long, it needs only one nam elike Oprah or Madonna. Unlike cert ain celebrit ies, t hough, Word has undergone a m akeover t hat goes well beyond cosm et ic. Microsoft has redesigned t he way you int eract wit h t he program and has redefined t he underlying docum ent form at ( don't worry; your old Word docum ent s will st ill work) . Som e t hings haven't changed: Word 2007 st ill m akes it easy t o creat e professional- looking let t ers, business report s, and novels. But Microsoft has loaded t he program wit h new feat ures t o m ake designing and form at t ing at t ract ive docum ent s easier t han ever. So even if you're well acquaint ed wit h it s predecessors, Word 2007 needs an int roduct ion and a new book t oo. Som e of t he com m ands t hat are old favorit eslike Cut and Past eare in new places. And som e high t ech feat ures t hat you m ay have found count erint uit ive or inaccessiblelike m ail m erge and indexingare now out in t he open and easier t o use.

The New Word I n t he past , when Microsoft int roduced new versions of Word, it seem ed as if t he developers sim ply t acked new feat ures on t op of t he old program wherever t hey'd fit . Som et im es t he result was sort of like put t ing fins on a Volkswagen Beet le. Wit h Word 2007, however, Microsoft list ened t o t he crit ics who com plained about Word's m aze of m enus and dialog boxes. There were also legit im at e com plaint s about illogically placed com m ands and im port ant t ools t hat were buried. Wit h Word 2007, all com m ands have been reorganized according t o t ask and funct ion. I s t he new syst em going t o put a sm ile on everyone's face? No, probably not . I s it an im provem ent t hat m akes Word easier t o use for m ost people? Yes. Anot her concern was securit y. Microsoft has m ade m aj or changes in Word's file form at s t o m inim ize t he chance t hat you'll open a docum ent cont aining a virus. I t would be naive t o t hink t hese st eps will elim inat e virus t hreat s, but t hey'll cert ainly help. So c'm on, pop t he hood, kick t he t ires, and t ake a look at Word's new chassis. M e e t t h e r ibbon . The first t hing you not ice when you fire up Word 2007 is t hat it looks different from ot her Windows program s you've used. The old m enus are gone and so are t he t oolbars. I n t heir place you have t he ribbon, which is sort of a hybrid of t he t wo, as shown in Figure I - 1 . Where you used t o see m enu nam es, you see t he nam es on t abs. Click a t ab, and you see a ribbon full of but t ons, t ools, and com m ands. Unlike Word's previous t oolbars, t hese but t ons and t ools are big, visual, and oft en include labels. But t ons clearly st at e what t hey do wit h bot h words and pict ures, and if you see a down arrow, you can be assured it opens a m enu of closely relat ed com m ands.

Figu r e I - 1 .

That big round button in the upper-left corner is the Office button, where you find the commands that used to live in the File menu. When you click one of the tabs along the top of the ribbon, you see buttons and drop-down menus arranged by task. You can customize the Quick Access toolbar by adding the commands you use most frequently. The Help buttona circle with a question markis always available in the upper-right corner of the main window and the dialog boxes.

Tip: Word's new ribbon is one of those features that's easier to understand when you see it in action. You can see a screencast (onscreen demonstration) of the ribbon over on the Missing Manuals Web site. Head over to the "Missing CD" page at www.missingmanuals.com . Look for other screencasts throughout this book.

Bu ildin g Block s for be t t e r docs . Word 2007's Building Blocks save t im e and st ress if you consider yourself a writ er ( or a doct or, or a m anager) , not a designer. Building Blocks are predesigned, preform at t ed elem ent s t hat you can easily drop int o your docum ent . Microsoft has t hrown in dozens of headers, foot ers, t ables of cont ent s, fax cover pages, and m ore. Choose a Building Block wit h t he look you want , and t hen pop it int o your docum ent , knowing it will look good and include any pert inent det ails, like page num ber, docum ent t it le, even your nam e. I n st a n t gr a t ifica t ion w it h Live Pr e vie w . Have you ever paused wit h your m ouse over a com m and or a form at t ing opt ion and wondered what it would do t o your docum ent ? Those days are over. Live Preview is a new feat ure in Word 2007. Now when you hold your m ouse over a form at t ing st yle, Building Block, or color, you see a preview right wit hin your docum ent . I f you like t he look, click your m ouse but t on. I f you don't , m ove your m ouse away from t he but t on or m enu opt ion, and your docum ent snaps back t o it s previous appearance. And, of course, you can preview som e m ore opt ions. M or e a r t for t h e m a sse s . Each version of Word includes m ore of everyt hing, and Word 2007 is no different in t hat respect : m ore clip art ; m ore chart s and graphs; and m ore lines, shapes, and arrows. There's even a new t ype of art work called Sm art Art . Developed for business present at ions, Sm art Art m akes it a breeze t o creat e flow chart s, organizat ional chart s, and ot her graphics t hat com bine words and pict ures. You provide t he words, and Sm art Art t akes care of all t he sizing and form at t ing. H e lp! Ge t m e se cu r it y . That was t he cry of m any Word users when t hey opened a docum ent only t o let loose a virus on t heir poor, unsuspect ing com put er. Microsoft has t ackled securit y problem s

from several different direct ions. For exam ple, Word 2007 has a new file form at t hat m akes it easier t o ferret out docum ent s t hat m ay cont ain virus- infect ed program s. ( When it com es t o Word viruses, t he m ain culprit s are Visual Basic for Applicat ions and t he t ools it creat es, called Act iveX cont rols.) I n Word 2007, it 's also easier t han ever t o add digit al signat ures t o docum ent s t o m ake sure files com e from a t rust ed source and haven't been t am pered wit h. File t h is w a y, ple a se . The groans are audible any t im e an indust ry st andard like Microsoft Word m akes m aj or changes t o it s file form at . The file form at is t he way a program writ es inform at ion t o a com put er disc. As m ent ioned earlier, Microsoft is swit ching t o a new file form at for t he best of reasonst o m ake all our com put ers safer from viruses. The downside of a new file form at is t hat you can't open t he new docum ent s wit h older versions of Word unless you inst all a com pat ibilit y pack for t he older program s. ( You can read all t he gory det ails in Sect ion 15.2 .)

About This Book Microsoft expect s you t o get all t he inform at ion you need about Word from t he Help but t on in t he upper- left corner of t he window. Word's help syst em cont ains a wealt h of inform at ion, and it 's great in a pinch. But t he helps screens are a lit t le long on com put er geek- speak and short on useful t ips and explanat ions t hat m ake sense t o t he rest of us. I n fact , som e of t he help screens are on Microsoft 's Web sit e, so you can't even read t hem wit hout an I nt ernet connect ion. I f you're on t he road and can't afford a hot el wit h a wireless connect ion, you're out of luck. This book is t he m anual you need but Microsoft didn't give you. You'll even find som e t hings in here t hat Microsoft would never say. I f a feat ure isn't up t o snuff, you'll read about it in t hese pages. What 's m ore, Word 2007: The Missing Manual is designed t o accom m odat e readers at every t echnical level. You won't be lost even if you've never used any version of Microsoft Word. Look for t he sidebars called Up To Speed if you feel like you need t o cat ch up on a t opic. For t he advanced beginner and int erm ediat e readers, t here are plent y of det ails. Word's a hum ongous program , and t his book pokes int o all t he nooks and crannies. You'll find exam ples and st ep- by- st ep inst ruct ions for m any of Word's m ore com plicat ed feat ures and funct ions. For even m ore det ail on t he advanced t opics, look for t he Power Users' Clinic sidebars.

About the Outline Word 2007: The Missing Manual is divided int o four part s, each cont aining several chapt ers:

Part 1, Word Basics for Sim ple Docum ent s st art s at t he very beginning and get s you up and running fast , whet her you're a Word vet eran or a newcom er. This part covers creat ing, opening, and saving docum ent scom plet e wit h a descript ion of Word's new file form at s. You'll learn how t o view your Word docum ent s as out lines, Web pages, and in special print preview and reading m odes. You'll find chapt ers devot ed t o edit ing t ext and set t ing up new docum ent s wit h cust om m argins, headers, and foot ers. You'll learn how t o use Word's t em plat es and t hem esspecial t ools t hat m ake it easy for you t o creat e professional- looking docum ent s. You probably know t hat Word includes reference t ools t hat check your spelling and help you find t he right word, but have you ever used Word's language t ranslat ion t ools or creat ed a cust om dict ionary of

your own t echnical t erm s? Now's your chance t o learn how it 's done. Part 1 wraps up wit h a com plet e discussion about print ing Word docum ent s.

Part 2, Creat ing Longer and More Com plex Docum ent s helps yougraduat e t o t he next level of Word creat ions. When you work wit h long docum ent s, it 's m ore im port ant t han ever t o plan ahead, so out lines are covered first . Word can aut om at ically creat e a t able of cont ent s, an index, and a bibliography for your long docum ent , but you'll want t o learn som e of t he t ips and t ricks for using t hese t ools. This sect ion also explains t he pros and cons of using a m ast er docum ent t o m anage t he part s of a very long docum ent . These chapt ers cover all t he elem ent s you're likely t o add t o longer and m ore com plex docum ent s, like t ables, pict ures, and even video and sound clips. Last but not least , t his part includes a chapt er t hat reveals t he m yst eries of m ail m erge and t akes you t hrough st ep- by- st ep exam ples.

Part 3, Sharing Docum ent s and Collaborat ing wit h Ot her People covers ways you can share your Word docum ent s and collaborat e wit h colleagues on proj ect s. Whet her you're creat ing a Web page or creat ing a form , you'll find t he det ails here. I f you're ready for a lit t le t ech t alk and a glim pse of t he fut ure, read t he chapt er on t he way Word m akes use of XML ( Ext ensible Markup Language) . These days, docum ent s oft en pass t hrough m any hands before t hey're ready for publicat ion, so you'll learn about Word's t ools t o m ake t hat process go sm oot hly.

Part 4, Cust om izing Word wit h Macros and Ot her Tools m oves int o int erm ediat e and advanced t errit ory, but you'll be ready for it when you get t here. The first chapt er in t his part covers how you can set up Word t o work t he way you like t o work. I f securit y is an im port ant issue for you, be sure t o read t he chapt er t hat covers Word's Trust Cent er and ot her feat ures for safe com put ing. You'll learn how t o aut om at e t asks in Word using m acros, and you'll find an int roduct ion t o Visual Basic. I f you're planning on creat ing docum ent s for ot her people t o use, you'll be int erest ed in t he final chapt er on creat ing t hem es and t em plat es.

About These Arrows Throughout t his book, and t hroughout t he Missing Manual series, you'll find sent ences like t his one: " Click St art All Program s Microsoft Office Microsoft Office Word 2007." That 's short hand for a m uch longer inst ruct ion t hat direct s you t o click t he St art but t on t o open t he St art m enu, and t hen choose All Program s. From t here, click t he Microsoft Office folder, and t hen click Word's icon t o launch it . Sim ilarly, t his kind of arrow short hand helps t o sim ply t he business of choosing com m ands and m enus, as shown in Figure I - 2 .

Figu r e I - 2 .

In this book, arrow notations help to simplify Word's ribbonstructure and commands. For example, "Choose View Zoom Page Width" is a more compact way of saying: "Click the View tab, and then go to the Zoom group and click Page Width," as shownhere.

The Very Basics I f your fingers have ever graced a com put er keyboard, you're probably fam iliar wit h t he following: Press t he keys on your keyboard, and t ext appears in your docum ent . Hold t he Shift key down t o t ype capit als or t o ent er t he various punct uat ion m arks you see above t he num bers keys ( ! @# $* &^ ) . Press Caps Lock, and your keyboard t ypes only capit al let t ers, but t he num bers and ot her sym bols cont inue t o work as usual. To correct an error you've j ust m ade, you can use t he Backspace key. Press it down once, and t he cursor m oves backward one space, erasing t he last charact er you t yped. I f you cont inue t o hold it down, it will keep on going, eat ing up your work like a st arving m an at a sm orgasbord. The Delet e ( or Del) key, usually on or near t he num erical keypad, does t he sam e t hing but for t he charact er in front of t he insert ion point . I f you've got t hat under your belt , t hen you're ready for t he rest of Word 2007: The Missing Manual . This book assum es you're fam iliar wit h j ust a few ot her t erm s and concept s: Click in g . This book gives you t hree kinds of inst ruct ions t hat require you t o use your com put er's m ouse or t rackpad. To click m eans t o point t he arrow cursor at som et hing on t he screen, and t henwit hout m oving t he cursor at allt o press and release t he clicker but t on on t he m ouse ( or lapt op t rackpad) . To right - click m eans t o do t he sam e t hing, but wit h t he right m ouse but t on. 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 pressing t he but t on. Sh ift - click in g . Here's anot her bit of short hand. Shift - click m eans t o hold down t he Shift key, and t hen t o click before releasing t he key. I f you underst and t hat m uch, t hen inst ruct ions like Ct rl- click and Alt - click should be clear. Th e r ibbon . Like t he older m enu syst em , Word's ribbon shows nam es across t he t op of t he windowHom e, I nsert , Page Layout , and so on. I n t his book, t hese nam es are referred t o as t abs

. The but t ons and com m ands on t he ribbon change when you click each t ab, as shown in Figure I - 3 . The ribbon organizes but t ons and com m ands in groups ; t he nam e of each group appears along t he bot t om of t he ribbon. For exam ple, t he I nsert t ab has groups called Pages, Tables, I llust rat ions, Links, and so on. Ke yboa r d sh or t cu t s . I f you're t yping along in a burst of creat ive energy, it 's som et im es disrupt ive t o t ake your hand off t he keyboard, grab t he m ouse, and t hen t ravel all t he way up t o t he t op of t he screen t o, say, save your docum ent . That 's why m any com put er m avens prefer t o t rigger com m ands by pressing cert ain com binat ions on t he keyboard. For exam ple, in m ost program s you can press Ct rl+ S t o save t he file you're current ly working on. When you read an inst ruct ion like " press Ct rl+ S," st art by pressing t he Ct rl key; while it 's down, t ype t he let t er S, and t hen release bot h keys.

Figu r e I - 3 .

The tools on the ribbon change when you click different tabs. From top to bottom, these examples show the Home tab, the Insert tab, and the Page Layout tab.

About MissingManuals.com At t he www.m issingm auals.com . Web sit e, click t he " Missing CD" link t o reveal a neat , organized, chapt er- by- chapt er list of t he downloadable pract ice files m ent ioned in t his book. The Web sit e also offers correct ions and updat es t o t he book ( t o see t hem , click t he book's t it le, and t hen click Errat a) . I n fact , you're invit ed and encouraged 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 incorporat e any confirm ed correct ions you've suggest ed. We also not e such changes on t he Web

sit e, so you can m ark correct ions in your own copy of t he book, if you like.

Safari® Enabled

When you see a Safari® Enabled 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 for free at ht t p: / / safari.oreilly.com .

Part I: Word Basics for Simple Documents Ch a pt e r 1 : Cr e a t in g, Ope n in g, a n d Sa vin g D ocu m e n t s Ch a pt e r 2 : En t e r in g a n d Edit in g Te x t Ch a pt e r 3 : Se t t in g Up t h e D ocu m e n t : M a r gin s, Pa ge Br e a k s, a n d M or e Ch a pt e r 4 : For m a t t in g Te x t , Pa r a gr a ph s, a n d H e a din gs Ch a pt e r 5 : Th e m e s a n d Te m pla t e s Ch a pt e r 6 : Spe llin g, Gr a m m a r , a n d Re fe r e n ce Tools Ch a pt e r 7 : Pr in t in g W or d D ocu m e n t s

1. Creating, Opening, and Saving Documents Every Word proj ect you creat ewhet her it 's a personal let t er, a TV sit com script , or a t hesis in m icrobiologybegins and ends t he sam e way. You st art by creat ing a docum ent , and you end by saving your work. Sounds sim ple, but t o m anage your Word docum ent s effect ively, you need t o know t hese basics and beyond. This chapt er shows you all t he different ways t o creat e a new Word docum ent like st art ing from an exist ing docum ent or adding t ext t o a predesigned t em plat eand how t o choose t he best one for your part icular proj ect . You'll also learn how t o work fast er and sm art er by changing your view of your docum ent . I f you want , you can use Word's Out line view when you're brainst orm ing, and t hen swit ch t o Print view when you're ready for hard copy. This chapt er get s you up and running wit h t hese fundam ent al t ools so you can focus on t he im port ant st uffyour words. Tip: If you've used Word before, then you're probably familiar with opening and saving documents. Still, you may want to skim this chapter to catch up on the differences between this version of Word and the ghosts of Word past. You'll grasp some of the big changes just by examining the figures. For more detail, check out the gray boxes and the notes and tipslike this one!

1.1. Launching Word The first t im e you launch Word aft er inst allat ion, t he program asks you t o confirm your nam e and init ials. This isn't Microsoft 's nefarious plan t o pin you down: Word uses t his inform at ion t o ident ify docum ent s t hat you creat e and m odify. Word uses your init ials t o m ark your edit s when you review and add com m ent s t o Word docum ent s t hat ot her people send t o you ( Sect ion 16.3) . You have t hree prim ary ways t o fire up Word, so use whichever m et hod you find quickest : St a r t m e n u . The St art but t on in t he lower- left corner of your screen gives you access t o all program s on your PCWord included. To st art Word, choose St art All Program s Microsoft Office Microsoft Office Word. Qu ick La u n ch t oolba r . The Quick Launch t oolbar at t he bot t om of your screen ( j ust t o t he right of t he St art m enu) is a great place t o st art program s you use frequent ly. Microsoft m odest ly assum es t hat you'll be using Word a lot , so it usually inst alls t he Word icon in t he Quick Launch t oolbar. To st art using Word, j ust click t he W icon, and voilá! Tip: When you don't see the Quick Launch toolbar, here's how to display it: On the bar at the bottom of your screen, right-click an empty spot. From the menu that pops up, choose Toolbars Quick Launch. When you're done, icons for some of your programs appear in the bottom bar. A single click fires up the program.

Ope n in g a W or d docu m e n t. Once you've creat ed som e Word docum ent s, t his m et hod is fast est of all, since you don't have t o st art Word as a separat e st ep. Just open an exist ing Word docum ent , and Word st art s it self. Try going t o St art My Recent Docum ent s, and t hen, from t he list of files, choose a Word docum ent . You can also double- click t he docum ent 's icon on t he deskt op or wherever it lives on your PC. Tip: If you need to get familiar with the Start menu, Quick Launch toolbar, and other Windows features, then pick up a copy of Windows XP: The Missing Manual, Second Edition or Windows Vista: The Missing Manual.

So, what happens once you've got Word's m ot or running? I f you're a newcom er, you're probably j ust st aring wit h curiosit y. I f you're fam iliar wit h previous versions of Word, t hough, you m ay be doing a double t ake ( Figure 1- 1 ) . I n Word 2007, Microsoft com bined all t he old m enus and t oolbars int o a new feat ure called t he ribbon. Click one of t he t abs above t he ribbon, and you see t he com m and but t ons change below. The ribbon com m ands are organized int o groups, wit h t he nam e of each group list ed at t he bot t om . ( See Figure 1- 1 for m ore det ail on t he ribbon.)

1.2. Creating a New Document When you st art Word wit hout opening an exist ing docum ent , t he program gives you an em pt y one t o work in. I f you're eager t o put words t o page, t hen t ype away. Sooner or lat er, t hough, you'll want t o st art anot her new docum ent . Word gives you t hree ways t o do so:

Figu r e 1 - 1 .

When you start Word 2007 for the first time, it may look a little top-heavy. The ribbon takes up more real estate than the old menus and toolbars. This change may not matter if you have a nice big monitor. But if you want to reclaim some of that space, you can hide the ribbon by double-clicking the active tab. Later, when you need to see the ribbon commands, just click a tab.

Cr e a t in g a n e w bla n k docu m e n t . When you're preparing a sim ple docum ent like a t wo- page essay, a not e for t he babysit t er, or a press releasea plain, unadorned page is fine. Or, when you're j ust brainst orm ing and you're not sure what you want t he final docum ent t o look like, you probably want t o st art wit h a blank slat e or use one of Word's t em plat es ( m ore on t hat in a m om ent ) t o provide st ruct ure for your t ext . Cr e a t in g a docu m e n t fr om a n e x ist in g docu m e n t . For let t ers, resum es, and ot her docum ent s t hat require m ore form at t ing, why reinvent t he wheel? You can save t im e by using

an exist ing docum ent as a st art ing point ( Sect ion 1.2.2 ) . When you have a let t er form at t hat you like, you can use it over and over by edit ing t he cont ent s. Cr e a t in g a docu m e n t fr om a t e m pla t e ( Se ct ion 1 .2 .3 ) . Use a t em plat e when you need a professional design for a com plex docum ent , like a newslet t er, a cont ract , or m eet ing m inut es. Tem plat es are a lot like form st he m argins, form at t ing, and graphics are already in place. All you do is fill in your t ext . Tip: Microsoft provides a mind-boggling number of templates with Word, but they're not the only source. You can find loads more on the Internet, as described in Section 5.2.1 . Your employer may even provide official templates for company documents.

To st art your docum ent in any of t he above ways, click t he Windows logo in t he upper- left corner of t he screen. That 's Office 2007's new Office but t on . Click it , and a drop- down m enu opens, revealing com m ands for creat ing, opening, and saving docum ent s. Next t o t hese com m ands, you see a list of your Word docum ent s. This list includes docum ent s t hat are open, as well as t hose t hat you've recent ly opened. The Office but t on is also where you go t o print and em ail your docum ent s ( Figure 1- 2 ) .

Figu r e 1 - 2 .

The phrase most frequently uttered by experienced Word fans the first time they start Word 2007 is, "Okay, where's my File menu?" Never fear, the equivalent of the File menu is still thereit's just camouflaged a bit. Clicking the Office button (the one that looks like a Windows logo) reveals the commands you use to create, open, and save Word documents.

1.2.1. Creating a New Blank Document Say you want a new blank docum ent , j ust like t he one Word shows you when you st art t he program . No problem here are t he st eps:

1 . Ch oose Office bu t t on

New .

The New Docum ent dialog box appears. 2 . I n t h e u ppe r - le ft cor n e r of t h e la r ge " Cr e a t e a n e w W or d docu m e n t " pa n e l, click " Bla n k docu m e n t " ( Figu r e 1 - 3 ) . The New Docum ent box present s a seem ingly endless num ber of opt ions, but don't panic. The " Blank docum ent " opt ion you want is on t he left side of t he first line. 3 . At t h e bot t om of t h e N e w D ocu m e n t dia log box , click Cr e a t e . The dialog box disappears, and you're gazing at t he blank page of a new Word docum ent . Bet t er get t o work.

Figu r e 1 - 3 .

Open the New Document box (Office button New, or Alt+F, N), and Word gives you several ways to create a new document. Click "Blank document" to open an empty document, similar to the one Word shows when you first start the program. Or you can click "New from existing" to open a document that you previously created under a new name.

1.2.2. Creating a New Document from an Existing Document A blank Word docum ent is sort of like a shapeless lum p of clay. Wit h som e work, you can m old it t o becom e j ust about anyt hing. Oft en, however, you can save t im e by opening an exist ing docum ent t hat 's sim ilar t o t he one you want t o creat e. I m agine t hat you writ e t he m inut es for t he m ont hly m eet ings of t he Chief Execut ive Officer's Surfing Associat ion ( CEOSA) . When it 's t im e t o writ e up t he June m inut es, it 's a lot fast er t o open t he m inut es from May. You keep t he boilerplat e t ext and all t he form at t ing, but you delet e t he t ext t hat 's specific t o t he previous m ont h. Now all you have t o do is ent er t he t ext for June and save t he docum ent wit h a new nam e: JuneMinut es.docx . Note: The .docx extension on the end of the filename is Word 2007's new version of .doc. The switch from three-letter to four-letter filename extensions indicates a change in the way Word stores documents. (If you need to share documents with folks using earlier versions of Word, choose Office button 1.2.3 for details.)

Save As

Word 97-2003 document when you save the file. See the box in Section

Word gives you a " New from exist ing" docum ent - creat ion opt ion t o sat isfy your desire t o spend m ore t im e surfing and less t im e writ ing m eet ing m inut es. Here's how t o creat e a new docum ent from an exist ing docum ent :

1 . Ch oose Office bu t t on N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow . Th e n click " N e w fr om e x ist in g…" ( it sit s dir e ct ly be low t h e " Bla n k docu m e n t " bu t t on ) . The t hree dot s at t he end of t he but t on's t it le t ell you t hat t here's anot her dialog box t o com e. And sure enough, when you click " New from exist ing…" , it opens anot her box, appropriat ely t it led New from Exist ing Docum ent ( Figure 1- 4 ) . This box looksand workslike a st andard Windows Open File box. I t let s you navigat e t o a specific folder and open a file. 2 . On you r com pu t e r , fin d t h e e x ist in g docu m e n t you 'r e u sin g for a m ode l . You can use t he bar on t he left t o change t he folder view. Word st art s you in your My Docum ent s folder, but you can swit ch t o your deskt op or your My Com put er icon by clicking t he icons on t he left . Double- click folder icons in t he large window t o open t hem and see t heir cont ent s. 3 . Click t o se le ct t h e file , a n d t h e n click Cr e a t e N e w ( in t h e low e r - r igh t cor n e r ) . ( Alt e r n a t ive ly, j u st dou ble - click t h e file 's icon t o ope n it . Th is t r ick w or k s in a ll Ope n File box e s.) I nst ead of t he usual Open but t on at t he bot t om of t he box, t he but t on in t he New from Exist ing Docum ent box reads Creat e Newyour clue t hat t his box behaves different ly in one im port ant respect : I nst ead of opening an exist ing file, you're m aking a copy of an exist ing file. Once open, t he file's nam e is som et hing like Docum ent 2.docx inst ead of t he original nam e. This way, when you save t he file, you don't overwrit e t he original docum ent . ( St ill, it 's best t o save it wit h a new descript ive nam e right away.)

Figu r e 1 - 4 .

Use the New from Existing Document box to find an existing Word document that you'd like to open as a model for your new document. When you click Create New at bottom-right, Word opens a new copy of the document, leaving the original untouched. You can modify the copy to your heart's content and save it under a different file name.

Tip: Windows' Open File boxes, like New from Existing Document, let you do a lot more than just find files. In fact, they let you do just about anything you can do in Windows Explorer. Using keyboard shortcuts, you can cut (Ctrl+X), copy (Ctrl+C), and paste (Ctrl+V) files. A right-click displays a shortcut menu with even more commands, letting you rename files, view Properties dialog boxes, and much more. You can even drag and drop to move files and folders.

POWER USERS' CLINIC Word's New File Formats: .docx and .docm Wit h Office 2007, Microsoft t ook t he drast ic st ep of changing it s file form at s in hopes of im proving your com put er's securit y. Malicious program m ers were using Office's m acros t o do nast y t hings t o unsuspect ing com put ers. The .docx form at , t he new st andard for Word files, doesn't perm it m acros, m aking it safe from t hose t hreat s. The .docm form at indicat es t hat a docum ent cont ains m acros or ot her bit s of program m ing code. When opening one of t hese files, play it safe: I f you don't know who creat ed t he .docm file, t hen don't open it . The downside of t he new file form at s is t hat older versions of Word don't know how t o open t hese .docx and .docm docum ent s. To open Word 2007 files wit h an older version ( even Word 2003) , you need t o inst all t he Microsoft Office Com pat ibilit y Pack.

This soft ware fix gives pre- 2007 versions of Word t he power t o open docum ent s in t he new form at s. Even t hen, you m ay not be able t o use or edit part s of t he file t hat use new Word feat ures ( like t hem es, equat ions, and cont ent cont rols) . To download t he free com pat ibilit y pack, go t o www.office.m icrosoft .com and t ype office 2007 com pat ibilit y int o t he search box at t he t op of t he page. Also, if you're preparing a Word docum ent for som eone who's using an older Word version, t hen you have t o save it in a com pat ible form at , as described in t he t ip in Sect ion 1.2.2 . ( Fort unat ely, t he com pat ibilit y issue doesn't go bot h ways: Word 2007 can open old .doc docs j ust fine.)

1.2.3. Creating a New Document from a Template Say you're creat ing m eet ing m inut es for t he first t im e. You don't have an exist ing docum ent t o give you a leg up, but you do want t o end up wit h handsom e, properly form at t ed m inut es. Word is at your servicewit h t em plat es . Microsoft provides dozens upon dozens of prebuilt t em plat es for everyt hing from newslet t ers t o post cards. Rem em ber all t he busy st uff in t he New Docum ent box in Figure 1- 3 ? About 90 percent of t he it em s in t here are t em plat es. I n t he previous exam ple, where you use an exist ing docum ent t o creat e t he m eet ing m inut es for t he Chief Execut ive Officer's Surfing Associat ion ( CEOSA) , each m ont h you open t he m inut es from t he previous m ont h. You delet e t he inform at ion t hat pert ains t o t he previous m ont h and ent er t he current m ont h's m inut es. A t em plat e works pret t y m uch t he sam e way, except it 's a generic docum ent , designed t o be adapt able t o lot s of different sit uat ions. You j ust open it and add your t ext . The st ruct ure, form at t ing, graphics, colors, and ot her doodads are already in place. Note: The subject of Word templates is a lengthy one, especially when it comes to creating your own, so there's a whole chapter devoted to that topicChapter 20 .

Here's how t o get som e help from one of Microsoft 's t em plat es for m eet ing m inut es:

1 . Ch oose Office bu t t on

N e w ( Alt + F, N ) t o ope n t h e N e w D ocu m e n t w in dow .

On t he left of t he New Docum ent box is a Tem plat e Cat egories list . The t op ent ry on t his list is I nst alled Tem plat est he ones Word has inst alled on your com put er. You could use any of t hese, but you also have a world of choice wait ing for you online. On it s Web sit e, Microsoft offers hundreds of t em plat es for all sort s of docum ent s, and you can access t hem right from t he New Docum ent box. I f you have a fast I nt ernet connect ion, t hen it 's j ust as quick and easy t o use an online t em plat e as it is using t he ones st ored on your com put er. I n fact , you'll use an online t em plat e for t his exam ple. Note: If you can't connect to the Internet right now, then simply choose one of the installed templates instead. Click Create, and then skip to step 4.

2.

2 . Scr oll dow n t h e Te m pla t e Ca t e gor ie s list t o t h e M icr osoft Office On lin e h e a din g. Un de r t h is h e a din g, se le ct M in u t e s . I n t he cent er pane, you'll see all different t ypes of m inut es t em plat es, from PTA m inut es t o Annual shareholder's m eet ing m inut es ( Figure 1- 5 ) . When you click a t em plat e's icon, a preview appears in t he pane on t he right .

Figu r e 1 - 5 .

The New Document box lists prebuilt templates that live at Microsoft Office Online in categories like Agendas, Brochures, Calendars, and Minutes. Below the thumbnail you see an estimate of how long it takes to download the template from the Microsoft Office Online Web site. A rating, from 0 to 5 stars, tells you what other people think of the template (the rating system is kind of like the one at Amazon.com).

3 . W h e n you 'r e don e pe r u sin g t h e va r iou s st yle s, click t h e For m a l M e e t in g M in u t e s icon . ( Aft e r a ll, CEOSA is a ve r y for m a l or ga n iza t ion .) Th e n click D ow n loa d . Word downloads and opens t he docum ent . 4 . St a r t w r it in g u p t h e m in u t e s for t h e CEO Su r fe r s . To follow t he t em plat e's st ruct ure, replace all t he words in square bracket s ( [ ] ) wit h t ext relevant t o CEOSA.

Tip: If you'd rather not download the Formal Meeting Minutes template every time you use it, then you can save the file on your computer as a Word template. The steps for saving files are just around the corner in Section 1.5 .

1.3. Opening an Existing Document I f you've m ast ered creat ing a docum ent from an exist ing docum ent and creat ing a docum ent from a t em plat e, you'll find t hat opening an exist ing docum ent is a snap. The st eps are nearly ident ical.

1 . Ch oose Office bu t t on Ope n ( Alt + F, O) . I n t h e Ope n w in dow ( Figu r e 1 - 6 ) , n a viga t e t o t h e folde r a n d file you w a n t t o ope n . The Open window st art s out showing your My Docum ent s folder, since t hat 's where Word suggest s you save your files. When your docum ent 's in a m ore exot ic locat ion, click t he My Com put er icon, and t hen navigat e t o t he proper folder from t here. Tip: When you open a document you've used recently, you may see its name right on the Office button menu. If so, simply click to open it without a trip to the Open dialog box.

Recent Documents

2 . W it h t h e file se le ct e d, click Ope n in t h e low e r - r igh t cor n e r . The Open box goes away and your docum ent opens in Word. You're all set t o get t o work. Just rem em ber, when you save t his docum ent ( Alt + F, S or Ct rl+ S) , you writ e over t he previous file. Essent ially, you creat e a new, im proved, and only copy of t he file you j ust opened. I f you don't want t o writ e over t he exist ing docum ent , use t he Save As com m and ( Alt + F, A) , and t hen t ype a new nam e in t he File Nam e t ext box.

Figu r e 1 - 6 .

This Open dialog box shows the contents of the tale of two cities folder, according to the "Look in" box at the top. The file tale of two cities. docx is selected, as you can see in the "File name box" at the bottom of the window. By clicking Open, Mr. Dickens is ready to go to work.

Tip: Opening a file in Word doesn't mean you're limited to documents created in Word. You can choose documents created in other programs from the Files of Type drop-down menu at the bottom of the Open dialog box. Word then shows you that type of document in the main part of the window. You can open Outlook messages (.msg), Web pages (.htm or .html), or files from other word processors (.rtf, .mcw, .wps).

1.4. Your Different Document Views Now t hat you know a handful of ways t o creat e and open Word docum ent s, it 's t im e t o t ake a look around t he est ablishm ent . You m ay t hink a docum ent 's a docum ent j ust look at it st raight on and get your work done. I t 's surprising, t hough, how changing your view of t he page can help you work fast er and sm art er. When you're working wit h a very long docum ent , you can change t o Out line view and peruse j ust your docum ent 's headlines wit hout t he paragraph t ext . I n Out line view, you get a bet t er feeling for t he m anuscript as a whole. Likewise, when you're working on a docum ent t hat 's headed for t he Web, it m akes sense t o view t he page as it will appear in a browser. Ot her t im es, you m ay want t o have t wo docum ent s open on your screen at once ( or on each of your t wo m onit ors, you lucky dog) , t o m ake it easy t o cut and past e t ext from one t o t he ot her. The key t o working wit h Word's different view opt ions is t o m at ch t he view t o t he j ob at hand. Once you get used t o swit ching views, you'll find lot s of reasons t o change your point of view. Find t he t ools you need on t he View t ab ( Figure 1- 7 ) . To get t here, click t he View t ab ( Alt + W) on t he ribbon ( near t he t op of Word's window) . The t ab divides t he view com m ands int o four groups: D ocu m e n t Vie w s . These com m ands change t he big pict ure. For t he m ost part , use t hese when you want t o view a docum ent in a dram at ically different way: t wo pages side by side, Out line view, Web layout view, and so on. Sh ow / H ide . The Show/ Hide com m ands display and conceal Word t ools like rulers and gridlines. These t ools don't show when you print your docum ent ; t hey're j ust visual aids t hat help you when you're working in Word. Zoom . As you can guess, t he Zoom t ools let you choose bet ween a close- up and a long shot of your docum ent . Get t ing in close m akes your words easier t o read and helps prevent eyest rain. But zoom ing out m akes scrolling fast er and helps you keep your eye on t he big pict ure. Tip: In addition to the Zoom tools on the ribbon, handy Zoom tools are available in the window's lower-right corner. Check out the + (Zoom In) and(Zoom Out) buttons and the slider in between them. See Section 1.4.3 for the details on using them.

W in dow . I n t he Window group, you'll find creat ive ways t o organize docum ent windows on your screenlike split views of a single docum ent or side- by- side views of t wo different docum ent s. All t he com m ands in t he View t ab's four groups are covered in t he following pages. Note: This section provides the short course on viewing your Word documents. For even more details and options for customizing your Word environment, see Chapter 17 .

Figu r e 1 - 7 .

The View tab is your document-viewing control center. Look closely, and you see it's divided into four groups with names at the bottom of the ribbon: Document Views, Show/Hide, Zoom, and Window. To apply a view command, just click the button or label.

1.4.1. Document Views: Five Ways to Look at Your Manuscript Word gives you five basic docum ent views. To select a view, go t o t he View t ab ( Alt + W) and choose one of t he Docum ent Views on t he left side of t he ribbon ( Figure 1- 8 ) . You have anot her great opt ion for swit ching from one view t o anot her t hat 's always available in t he lower- right corner of Word's window. Click one of t he five sm all but t ons t o t he left of t he slider t o j um p bet ween Print Layout , Full Screen Reading, Web Layout , Out line, and Draft views. Each view has a special purpose, and you can m odify t hem even m ore using t he ot her com m ands on t he View t ab.

Figu r e 1 - 8 .

On the left side of the View tab, you find the five basic document views: Print Layout, Full Screen Reading, Web Layout, Outline, and Draft. You can edit your document in any of the views, although they come with different tools for different purposes. For example, Outline view provides a menu that lets you show or hide headings at different outline levels.

Note: Changing your view in no way affects the document itselfyou're just looking at the same document from a different perspective.

Pr in t La you t ( Alt + W , P) . The m ost frequent ly used view in Word, Print Layout , is t he one you see when you first st art t he program or creat e a new blank docum ent . I n t his view, t he page you see on your com put er screen looks m uch as it does when you print it . This view's handy for let t ers, report s, and m ost docum ent s headed for t he print er. Fu ll Scr e e n Re a din g ( Alt + W , F) . I f you'd like t o get rid of t he clut t er of m enus, ribbons, and all t he rest of t he word- processing gadget ry, t hen use Full Screen Reading view. As t he nam e im plies, t his view's designed prim arily for reading docum ent s. I t includes opt ions you don't find in t he ot her views, like a com m and t hat t em porarily decreases or increases t he t ext size. I n t he upper- right corner you see som e docum ent - proofing t ools ( like a t ext highlight er and an insert com m ent com m and) , but when you want t o change or edit your docum ent , you m ust first use the View Opt ions Allow Typing com m and. For m ore det ails on using Word for reviewing and proofing, see Chapt er 16 . W e b La you t ( Alt + W , L) . This view shows your docum ent as if it were a single Web page loaded in a browser. You don't see any page breaks in t his view. Along wit h your t ext , you see any phot os or videos t hat you've placed in t he docum ent j ust like a Web page. Sect ion 13.2 has m ore det ails on creat ing Web pages wit h Word. Ou t lin e ( Alt + W , U) . For lot s of writ ers, an out line is t he first st ep in creat ing a m anuscript . Once t hey've creat ed a fram ework of chapt ers and headings, t hey dive in and fill out t he docum ent wit h t ext . I f you like t o work t his way, t hen you'll love Out line view. I t 's easy t o j um p back and fort h bet ween Out line view and Print Layout view or Draft view, so you can bounce back and fort h bet ween a m acro and a m icro view of your epic. ( For m ore det ails on using Word's Out line view, see Sect ion 8.1 .) D r a ft ( Alt + W , V) . Here's t he no- nonsense, roll- up- your- sleeves view of your work ( Figure 1- 9 ) . You see m ost form at t ing as it appears on t he print ed page, except for headers and foot ers. Page breaks are indicat ed by a t hin dot t ed line. I n t his view, it 's as if your docum ent is on one single roll of paper t hat scrolls t hrough your com put er screen. This view's a good choice for longer docum ent s and t hose m om ent s when you want t o focus on t he words wit hout being dist ract ed by page breaks and ot her form at t ing nicet ies.

1.4.2. Show and Hide Window Tools Word gives you som e visual aids t hat m ake it easier t o work wit h your docum ent s. Tools like rulers and gridlines don't show up when you print your docum ent , but t hey help you line up t he elem ent s on t he page. Use t he ruler t o set page m argins and t o creat e t abs for your docum ent s. Checkboxes on t he View t ab let you show or hide t ools, but som e t ools aren't available in all t he views, so t hey're grayed out . You can't , for exam ple, display page rulers in Out line or Full Screen Reading views. Use t he checkboxes in t he Show/ Hide group of t he View t ab ( Figure 1- 10 ) t o t urn t hese t ools on and off: Ru le r . Use t he ruler t o adj ust m argins, set t abs, and posit ion it em s on your page. For m ore det ail on form at t ing t ext and paragraphs, see Chapt er 4 . Gr idlin e s . When you click t he Gridlines box, it looks like you creat ed your docum ent on a piece of graph paper. This effect isn't t oo helpful for an all- t ext docum ent , but it sure com es in handy if you're t rying t o line up phot os on a page.

Figu r e 1 - 9 .

In Draft view, you see most text and paragraph formatting, but headers, footers, and other distracting page formatting features are hidden. Your text appears as a continuous scroll, with the margins hidden. Page breaks appear as dotted lines.

M e ssa ge Ba r . The Message Bar resides direct ly under t he ribbon, and it 's where you see alert s about a docum ent 's behavior. For exam ple, when a docum ent is t rying t o run a m acro and your Word set t ings prohibit m acros, an alert appears in t he Message Bar. Click t he checkbox t o show or hide t he Message Bar. D ocu m e n t M a p . I f you work wit h long docum ent s, you'll like t he Docum ent Map. This useful t ool appears t o t he left of your t ext ( you can see it in Figure 1- 10 ) , showing t he docum ent 's headings at various levels. Click t he lit t le + andbut t ons next t o a heading t o expand or collapse t he out line. Click a heading, and you j um p t o t hat locat ion in your docum ent . Th u m bn a ils . Select t he Thum bnails opt ion, and you see lit t le icons of your docum ent 's pages in t he bar on t he left . Click a t hum bnail t o go t o t hat page. I n general, t hum bnails are m ore useful for short er docum ent s and for pages t hat are visually dist inct ive. For longer docum ent s, you'll find t he Docum ent Map easier t o use for navigat ion.

1.4.3. Zooming Your View In and Out

When you're working, do you ever find t hat you som et im es hold pages at arm 's lengt h t o get a com plet e view, and t hen, at ot her t im es, you st ick your nose close t o t he page t o exam ine t he det ails? Word's Zoom opt ions ( Figure 1- 11 ) let you do t he sam e t hing wit h your screenbut wit hout looking nearly as silly.

Figu r e 1 - 1 0 .

Use the Show/Hide group on the View tab to display or conceal Word tools. The Ruler gives you a quick and easy way to set tabs and margins. The Document Map is particularly helpful when you work with longer documents because it displays headings in the bar on the left of the screen. In the left pane, you can see that Mr. Dickens wrote more than his fair share of chapters.

Figu r e 1 - 1 1 .

The Zoom group of options lets you view your document close up or at a distance. The big magnifying glass opens the Zoom dialog box with more controls for fine-tuning your zoom level. For quick changes, click one of the three buttons on the right: One Page, Two Pages, or Page Width.

Note: Even though the text appears to get bigger and smaller when you zoom, you're not actually changing the document in any way. Zoom is similar to bringing a page closer so you can read the fine print. If you want to actually change the font size, then use the formatting options on the Home tab (Alt+H, FS).

On t he View t ab, click t he big m agnifying glass t o open t he Zoom dialog box ( Figure 1- 12 ) . Depending on your current Docum ent View ( see Sect ion 1.4 ) , you can adj ust your view by percent age or relat ive t o t he page and t ext ( m ore on t hat in a m om ent ) . The opt ions change slight ly depending on which Docum ent View you're using. The Page opt ions don't really apply t o Web layout s, so t hey're grayed out and inact ive if you're in t he Web Layout view.

Figu r e 1 - 1 2 .

The Zoom dialog box lets you choose from a variety of views. Just click one of the option buttons, and then click

OK. The monitor and text sample at the bottom of the Zoom box provide visual clues as you change the settings.

1.4.3.1. Zooming by percentage I n t he box's upper- left corner, you find cont rols t o zoom in and out of your docum ent by percent age. The view varies depending on your com put er screen and set t ings, but in general, 100% is a respect able, m iddle- of- t he- road view of your docum ent . The higher t he percent age, t he m ore zoom ed in you are, and t he bigger everyt hing looksvice versa wit h a lower percent age. The t hree radio but t ons ( 200% , 100% , and 75% ) give you quick access t o som e st andard set t ings. For in- bet ween percent ages ( like 145% ) , t ype a num ber in t he box below t he but t ons, or use t he updown arrows t o change t he value. For a quick way t o zoom in and out wit hout opening a dialog box, use t he Zoom slider ( Figure 1- 13 ) in t he lower- right corner of your window. Drag t he slider t o t he right t o zoom in on your docum ent , and drag it t o t he left t o zoom out . The percent age changes as you drag.

Figu r e 1 - 1 3 .

The Zoom slider at the bottom of the document window gives you a quick and easy way to change your perspective. Drag the slider to the right to zoom in on your document, and drag it to the left to zoom out. To the left of the slider are five View buttons: Print Layout, Full Screen Reading, Web Layout, Outline, and Draft (Section 1.4.2 ). Since the first button is selected, this document is in Print Layout view.

1.4.3.2. Zooming relative to page or text Not everyone's a num ber person. ( That 's especially t rue of writ ers.) So you m ay prefer t o zoom wit hout worrying about percent age figures. The Zoom dialog box ( on t he View t ab, click t he m agnifying- glass icon) gives you four radio but t ons wit h plain- English zoom set t ings: Pa ge w idt h . Click t his but t on, and t he page resizes t o fill t he screen from one side t o t he ot her. I t 's t he fast est way t o zoom t o a t ext size t hat m ost people find com fort able t o read. ( You m ay have t o scroll, t hough, t o read t he page from t op t o bot t om .) Te x t w idt h . This but t on zoom s in even fart her, because it ignores t he m argins of your page. Use

t his one if you have a high- resolut ion m onit or ( or you've m isplaced your reading glasses) . W h ole pa ge . When you want t o see an ent ire page from t op t o bot t om and left t o right , click t his but t on. I t 's great for get t ing an overview of how your headings and paragraphs look on t he page. M a n y pa ge s . This view is t he equivalent of spreading your docum ent out on t he floor, and t hen viewing it from t he t op of a ladder. You can use it t o see how close you are t o finishing t hat five- page paper, or t o inspect t he layout of a m ult i- page newslet t er. Warning: When you're zoomed out to Whole or "Many pages" view, watch those fingers on the keyboard. You can still make changes to your text in these views, even though you can't see what you're doing.

1.4.3.3. Changing page view from the ribbon The ribbon offers radio but t ons for t hree popular page views. ( You can see t hem back in Figure 1- 11 , t o t he Zoom t ool's right .) They're a quick and dirt y way t o change t he num ber of pages you see onscreen wit hout fiddling wit h zoom cont rols. On e Pa ge . This view shows t he ent ire page in Word's docum ent window. I f your screen is large enough, you can read and edit t ext in t his view. Tw o Pa ge s . I n t his view, you see t wo pages side by side. This view's handy when you're working wit h docum ent s t hat have t wo- page spreads, like booklet s. Pa ge W idt h . This but t on does t he exact sam e t hing as t he Page Widt h but t on in t he Zoom dialog box ( Sect ion 1.4.3 ) . I t 's m ore readable t han t he One Page and Two Page opt ions, because t he page fills t he screen from edge t o edge, m aking t he t ext appear larger.

1.4.4. The Window Group: Doing the Splits Back when dinosaurs roam ed t he eart h and people used t ypewrit ers ( or very early word processors) , you could work on only one docum ent at a t im et he one right in front of you. Alt hough Word 2007 has m ore opt ions for viewing m ult iple docum ent s and m ult iple windows t han ever, som e folks forget t o use t hem . Big m ist ake. I f you ever find yourself com paring t wo docum ent s or borrowing ext ensively from som e ot her t ext , t hen having t wo or m ore docum ent s visible on your screen can double or t riple your work speed. The com m ands for m anaging m ult iple docum ent s, views, and windows are in t he View t ab's Window group ( Figure 1- 14 ) .

Figu r e 1 - 1 4 .

In the Window group, the three commands on the leftNew Window, Arrange All, and Splitlet you open and view your work from multiple vantage points. The commands in the middleView Side by Side, Synchronous Scrolling, and Reset Window Positionare helpful when reviewing and comparing documents. The big Switch Windows button lets you hop from one document to another.

N e w W in dow ( Alt + W , N ) . When you're working on a long docum ent , som et im es you want t o see t wo different part s of t he docum ent at t he sam e t im e, as if t hey were t wo separat e docum ent s. You m ay want t o keep referring t o what you said in t he I nt roduct ion while you're working in Chapt er 5 . Or perhaps you want t o keep an Out line view open while edit ing in Draft view. That 's where t he New Window com m and com es in. When you click t his but t on ( or hit t his keyst roke) , you've got your docum ent open in t wo windows t hat you can scroll independent ly. Make a change t o one window, and it im m ediat ely appears in t he ot her. Ar r a n ge All ( Alt + W , A) . Great now you've got docum ent s open in t wo or m ore windows, but it t akes a heck of a lot of m ousing around and window resizing t o get t hem lined up on your screen at t he sam e t im e. Click Arrange All and, like m agic, your open Word docum ent windows are sharing t he screen, m aking it easy t o work on one and t hen t he ot her. Word t akes an egalit arian approach t o screen real est at e, giving all windows an equal am ount of propert y ( Figure 1- 15 ) .

Split ( Alt + W , S) . The Split but t on divides a single window so you can see t wo different part s of t he sam e docum ent part icularly handy if you're copying t ext from one part of a docum ent t o anot her. The ot her advant age of t he Split com m and is t hat it gives you m ore room t o work t han using Arrange All for m ult iple windows because it doesn't duplicat e t he ribbon, ruler, and ot her Word t ools ( Figure 1- 16 ) .

Figu r e 1 - 1 5 .

One downside of Office 2007's ribbon: It takes up more space on your computer's screen than menus or even the older button bars. When you open a couple of windows, you're not left with much space to do your work, especially when you're working on an ultra-portable laptop or a computer with a small screen. You can double-click the active tab to hide the ribbon, but in most cases, you're better off working with a split screen, as shown in Figure 1-16 .

Figu r e 1 - 1 6 .

When you're viewing two different parts of a single document, use the Split command; it leaves you more room to work than two separate windows, as shown in Figure 1-15 . Each section of the split window has a scroll bar, so you can independently control different parts of your document. If you want to fine-tune your split, just drag the middle bar exactly where you want it. When you're done, click Remove Split to return to a single screen view.

1.4.4.1. Viewing multiple windows One com m on reason for want ing t o see t wo docum ent s or m ore on your screen at once is so you can m ake line- by- line com parisons. I m agine you have t wo Word docum ent s t hat are alm ost ident ical, but you have t o find t he spot s where t here are differences. A great way t o m ake t hose differences j um p out is t o put bot h versions on your screen side by side and scroll t hrough t hem . As you scroll, you can see differences in t he paragraph lengt hs and t he line lengt hs. Here are t he com m ands t o help you wit h t he process: Vie w Side by Side ( Alt + W , B) . Click t he View Side by Side com m and and Word arranges t wo windows vert ically side by side. As you work wit h side- by- side docum ent s, you can rearrange windows on your screen by dragging t he very t op of t he Window fram e. You can

resize t he windows by point ing t o any edge of t he fram e. When you see a double arrow, j ust drag t o resize t he window. Synchronous Scrolling ( described next ) is aut om at ically t urned on. Syn ch r on ou s Scr ollin g ( Alt + W , Y) . The Synchronous Scrolling feat ure keeps m ult iple docum ent windows in lock st ep. When you scroll one window, t he ot her windows aut om at ically scroll t oo. Using t he sam e but t on or keyst roke, you can t oggle Synchronous Scrolling on and off as you work wit h your docum ent s. Re se t W in dow s Posit ion ( Alt + W , T) . I f you've m oved or resized your docum ent windows as described earlier under View Side by Side, t hen you can click t his but t on t o reset your view so t he windows share t he screen equally.

1.5. Saving and Closing Documents From t he earliest days of personal com put ing, t he wat chword has been " save early, save oft en." There's not hing m ore frust rat ing t han working half t he day and t hen having t he Great Am erican Novel evaporat e int o t he digit al et her because your power goes out . So, here are som e t ips t o prot ect your work from disast ers hum an- m ade and nat ural: Nam e and save your docum ent short ly aft er you first creat e it . You'll see t he st eps t o do so lat er in t his sect ion. Get in t he habit of doing a quick save wit h Alt + F, S ( t hink F ile S ave) when you pause t o t hink or get up t o go t o t he kit chen for a snack. ( Not e for old- t im ers: Ct rl+ S st ill works for a quick save t oo.) I f you're leaving your com put er for an ext ended period of t im e, save and close your docum ent wit h Alt + F, C ( t hink F ile C lose) .

UP TO SPEED Where Are My Keyboard Shortcuts? Ribbons, but t ons, and m enus are all well and good when you're doing som et hing new or com plicat ed. But when you know where you're going, a good keyboard short cut can save t im e. Word 2007 has dozens of keyboard short cut s. I f you don't have your favorit es m em orized, use t he Alt key t o reveal t hem . Press t he Alt key, and you see sm all badges wit h let t ers and num bers pop up next t o m enus and but t ons. These are your short cut s. I f you're looking for t he keyboard short cut t o close your docum ent , follow t hese st eps:

1 . Press and release t he Alt key t o show t he keyboard short cut badges. When you do t his, t he badges appear over m enu it em s and ribbon but t ons. ( The Alt key act s as a t oggle. I f you change your m ind and don't want t o use a short cut , t hen press t he Alt key again and you're back in norm al t yping m ode.) 2 . Press F t o open t he Office m enu. Pressing F ( which used t o st and for File m enu) does t he sam e t hing as clicking t he but t on wit h your m ouse, except t hat now it sport s lit t le keyboard short cut badges. 3 . Press C t o close your docum ent . Looking at t he bot t om of t he Office m enu, you see t he Close com m and. A sm all C badge indicat es t hat pressing C closes your docum ent .

As you can guess, m ost keyboard short cut s are based on t he init ial let t er of t he act ual com m and words. This doesn't always work out for popular let t ers. As a result , you have cases like t he References t ab, which has t he keyboard short cut S. Even if you don't deliberat ely work t o m em orize t he keyboard short cut s, you'll find t hat you begin t o learn your favorit es as you use t hem . Before long, your fingers will t ap t hem out aut om at ically. I f a subst ant ial port ion of your brain is occupied by keyboard short cut s from previous versions of Word, never fear. Most of t hose old com m ands st ill workincluding Ct rl+ B for Bold, Ct rl+ N for new docum ent , and F7 for spell checking.

1.5.1. The Many Ways to Save Documents I t 's t he Microsoft Way t o give you m ult iple ways t o do m ost everyt hing. Whet her t hat 's because t he com pany's program m ers believe in giving you lot s of choices, or because t hey can't m ake up t heir m inds about t he best way t o do som et hing is a quest ion best left t o t he philosophers. But t he point is, you do have a choice. You don't have t o m em orize every keyst roke, but t on, and com m and. Especially wit h saving, t he im port ant t hing is t o find a way you like and st ick wit h it . Here's a list of som e ways you can save t he docum ent you're working on:

1.5.1.1. Saving by keyboard shortcut Ct r l+ S . I f you're an old hand at Word, t his keyboard short cut m ay already be burned in your brain. I t st ill works wit h Word and ot her Office program s. This com m and quickly saves t he docum ent and let s you get back t o work. Alt + F, S . This keyboard short cut does t he exact sam e t hing as Ct rl+ S. Unlike Ct rl+ S, t hough, you get visual rem inders of which keys t o press when you press t he Alt key. See t he box above.

1.5.1.2. Saving by menu command Office bu t t on Sa ve . I f you don't want t o use keyboard short cut s, you can m ouse your way t o t he sam e place using m enus. Like t he opt ions above, t his com m and saves your file wit h it s current nam e. Office bu t t on Sa ve As . The Save As opt ion let s you save your file wit h a new nam e ( Figure 1-17 ) . When you use t his com m and, you creat e a new docum ent wit h a new nam e t hat includes any changes you've m ade. ( The individual st eps are described in t he next sect ion.)

Figu r e 1 - 1 7 .

Use Office button Save As to save your file with a new name or in a different file format. In this example, the Word file tale of two cities is being saved as an HTML type filea format used for Web pages.

Office bu t t on Close . When you close a docum ent , Word checks t o see if you've m ade any changes t o t he file. When you've m ade changes, Word always asks whet her you'd like t o save t he docum ent ( Figure 1- 18 ) .

Figu r e 1 - 1 8 .

When you see this message box, you have three choices: Yes saves your document before closing it; No closes your document without saving it; Cancel leaves your document open without saving it.

1.5.1.3. Saving with a new name

When you save a new docum ent or save a docum ent wit h a new nam e ( Save As) , you've got t hree t hings t o consider: a filenam e, a file locat ion, and a file form at .

POWER USERS' CLINIC Preventing and Recovering from Disaster Light ning st rikes. Children t rip over power cords. Com put ers crash. Saving your work frequent ly and keeping backup copies of your docum ent s are im port ant safeguards. You can have Word save backup copies every t im e you save a docum ent , so you always have t he last t wo versions of your work st ored on your com put er. Word doesn't aut om at ically save backup copies of your files, but it 's easy enough t o change t his set t ing. Click t he Office but t on, and t hen click Word Opt ions at t he bot t om of t he box. Aft er t he Word Opt ions dialog box opens, scroll down t o t he Save group, and t urn on t he " Always creat e backup copy" checkbox. Choose Office but t on Open t o find and open your backup file ( Figure 1- 19 ) . When disast er st rikes in spit e of your m et iculous prevent ive m easures, Word can help t oo. Word's new file form at s have been designed t o be easier t o recover and repair. I n m any cases, if a pict ure or a t able is corrupt ed in t he file, you can st ill ret rieve everyt hing else ( Figure 1- 20 ) .

Figu r e 1 - 1 9 .

To open a backup file, choose All Files (*.*) in the "Files of type" drop-down menu at the bottom of the Open dialog box. Look for a file that begins with the words "Backup of." Double-click to open the file.

Here are t he st eps for saving a file, com plet e wit h a new nam e:

1 . Ch oose Office bu t t on

Sa ve As t o ope n t h e Sa ve As box .

You use t he Save As com m and when you're saving a file wit h a new nam e. Word also displays t he Save As box t he first t im e you save a new docum ent . 2 . Use t h e " Sa ve in " dr op- dow n list or dou ble - click t o ope n folde r s in t h e w in dow t o fin d a loca t ion t o st or e you r file . The but t ons in t he upper- right corner can also help you navigat e. See t he det ails in Figure 1- 21 . Word doesn't care where you save your files, so you can choose your deskt op or any folder on your com put er.

Figu r e 1 - 2 0 .

When you can't open a file with a normal Open command, click the arrow to the right of the Open button, and choose Open and Repair from the drop-down menu. Some parts of your file may still be damaged, but you can usually recover most of your work.

Tip: The more files you save on your computer, the more helpful it is to have a logical folder and file system. If you keep hundreds of Word documents, you may want to have different folders named: letters, memos, reports, and newsletters.

3 . At t h e bot t om of t h e Sa ve As dia log box , t ype a n a m e in t h e File n a m e box . Word accept s long nam es, so you don't need t o skim p. Use a descript ive nam e t hat will help you ident ify t he file t wo weeks or t wo years from now. A good nam e saves you t im e in t he long run. 4.

4 . Use t h e " Sa ve a s t ype " box t o ch oose a file t ype . I n m ost cases you don't need t o change t he file t ype. Word aut om at ically select s eit her .docx or . docm depending on t he cont ent s of your file, but Word can save files in over a dozen different form at s. I f you're sharing t he file wit h som eone who's using an older version of Word, t hen choose Word 97- 2003 Docum ent t o save t he docum ent in .doc form at . I f you're sharing wit h som eone who uses a Mac or Linux com put er, t hen you m ay want t o use t he m ore universal Rich Text Form at ( .rt f) . Tip: If you want to use your document as a template in the future, then choose Word Template (.dotx). Use the Word MacroEnabled format (.dotm) if you've created any macros (Section 19.2 ).

Unless you're sharing your file wit h som eone using an older version of Word or a different operat ing syst em or m aking a t em plat e, st ick wit h t he new st andard Word file t ypes .docx ( for norm al Word files) and .docm ( for files t hat run m acros) . See t he box in Sect ion 1.2.3 for a com plet e rundown. 5 . Click Sa ve . Word does t he rest . All you need t o do is rem em ber where you saved your work.

Figu r e 1 - 2 1 .

The Save As dialog box has all the controls you need to navigate to any location on your computerincluding five nifty buttons in the upper-right corner. From left to right: The left arrow button steps you backward through your past locations (just like the back button in a Web browser). The up arrow takes you out to the folder enclosing the one you're in now. The X button deletes folders and filesbe careful with it. Click the folder with the star in the corner to create a new folder.

UP TO SPEED Understanding Word File Types When you save your first file in Word 2007, you'll find a bewildering array of file t ypes. Don't sweat

it you'll use som e new file t ypes on t he list frequent ly, but you'll probably ignore a lot of t ypes. The t wo you'll use m ost oft en are .docx and .d o cm . . docx . New form at for m ost Word docum ent s. Pre- 2007 versions of Word can't open t hese docum ent s wit hout t he help of t he Office Com pat ibilit y Pack, as described in t he box in Sect ion 1.2.3 . . d o cm . New form at for Word docum ent s cont aining m acros. ( Microsoft is m aking an effort t o increase com put er securit y by reining in Office m acros.) . dot x . New form at for t em plat es. . dot m . New form at for t em plat es cont aining m acros. . doc . Form at for all t he previous versions of Word including: Word 6.0, Word 95, and Word 972003. . dot . The t em plat e form at for previous versions of Word. . pdf . Adobe Reader ( also known as Acrobat ) files. PDF st ands for Port able Docum ent Form at . . x ps . XML Paper specificat ion. As explained in Sect ion 17.5.1 , t his form at is Microsoft 's answer t o PDF for creat ing docum ent s t hat anyone can open on any com put er. . m h t m , .m h t m l . Single file Web page. I n ot her words, all t he files t hat m ake up a Web page ( including im ages) are cont ained in one single file. ( There's no difference bet ween .m ht m and .m ht m l files; t hey're j ust four- let t er and five- let t er versions of t he sam e filenam e ext ension.) . h t m , .h t m l . St andard Web page form at . This form at is for t he Web pages you see on t he I nt ernet . When t he page includes phot os or ot her files, links on t he page point t o t hose ext ernal files. ( There's no difference bet ween .ht m and .ht m l; bot h m ean t he sam e t hing.) . r t f . Rich Text Form at , a file form at used t o exchange files wit h ot her word processors and ot her t ypes of com put ers like Macs and Linux com put ers. . txt . This plain t ext form at doesn't have a lot of t he form at t ing you can do in Word. I t m akes for a nice, sm all file size, and you can open it on any com put er, but it 's not pret t y. . x m l . eXt ensible Markup Language is a st andard language for describing m any different t ypes of dat a. . w ps . This form at indicat es a docum ent creat ed in Office's lit t le sibling, Microsoft Works.

2. Entering and Editing Text Despit e advanced feat ures like gram m ar checking, indexing, and im age edit ing, Word is st ill, at heart , a word processor. You probably spend m ost of your t im e ent ering t ext and m assaging it int o shape. Am idst all t he slick graphics and geewhiz aut om at ion, Word 2007 m akes it fast er and easier t han ever for you t o ent er and edit your t ext . A quick read t hrough t his chapt er will reveal t im esaving t echniques t hat 'll help you spend less t im e hunt ing, pecking, and clicking, so you can m ove on t o t he im port ant st uffpolishing your prose and sharing it wit h t he world. This chapt er st art s wit h a quick review of t he basicsput t ing words on t he page and m oving around your docum ent . You'll also learn how t o cut , copy, past e, and generally put t ext exact ly where you want it . To t op it off, you'll explore t he Find and Replace feat ures and learn how t o save keyst rokes using Word's Quick Part s.

2.1. Typing in Word Whenever you're ent ering t ext int o Word, t he insert ion point is where all t he act ion t akes place ( Figure 2- 1 ) . I t 's t hat vert ical, blinking bar t hat 's a lit t le t aller t han a capit al let t er. When you press a key, a let t er appears at t he insert ion point , and t he blinking bar m oves a space t o t he right . To t ype in a different spot , j ust click som ewhere in your t ext , and t he insert ion point m oves t o t hat locat ion. Press Shift t o t ype capit als or t o ent er t he various punct uat ion m arks you see above t he num bers keys ( ! @# $* &^ ) . When you want t o t ype several words in uppercase let t ers, press t he Caps Lock key. You don't have t o keep holding it down. I t works like a t oggle. Press it once and you're in caps m ode. Press it again and you're back t o lowercase. The Backspace key and t he Delet e key bot h erase charact ers, but t here's a difference: The Backspace erases t he charact ers behind t he insert ion point , while t he Delet e key elim inat es charact ers in front .

Figu r e 2 - 1 .

As you type, the characters appear at the insertion point. Sometimes people call the insertion point the "cursor," but the insertion point and the mouse cursor are actually two different things. You use the mouse cursor to choose commands from the ribbon, select text, and place the insertion point in your document. The cursor can roam all over the Word window, but the insertion point remains hard at work, blinking patiently, waiting for you to enter the next character.

Note: Word's cursor changes its appearance like a chameleon, hinting at what will happen when you click the mouse button. When you move the cursor over the ribbon, it turns into an arrow, indicating that you can point and click a command. Hold it over your text, and it looks like an I-beam, giving you a precise tool for placing the insertion point between characters.

But if all you do wit h Word is t ype, you're m issing out on 95 percent of it s pot ent ial. What m akes Word a 21st - cent ury t ool is t he ease wit h which you can edit t ext , as described next .

2.1.1. Click and Type for Quick Formatting Word's Click and Type feat ure m akes it easy t o posit ion and align t ext on a blank spot on t he page. I t 's great for t hose j obs where you want t o posit ion a block of t ext in an unusual place. I m agine you're put t ing t oget her a t it le page for a report and you want t he t it le about a t hird of t he way down on t he right side of t he page wit h t ext aligned t o t he right . All you have t o do is posit ion your m ouse cursor where you want t he t ext . Not ice, as you m ove t he cursor around t he page, som et im es four sm all lines appear near t he I - beam . When t he cursor's on t he right side of t he page, t he lines t rail off t o t he left ( Figure 2- 2 ) . When t he cursor's in t he cent er of t he page, t he lines are cent ered at t he bot t om of t he I - beam . As usual, t he cursor is giving a hint about what will happen next . I f you double- click when t he cursor's on t he right side of t he page ( wit h t he lines t railing off t o t he left ) , t hen several t hings happen. Most not iceable, your insert ion point is exact ly where you clicked. Behind t he scenes, Word m akes several ot her adj ust m ent s. I f necessary, Word posit ions t he insert ion point vert ically and horizont ally on t he page by adding paragraph m arks and t abs as needed. Word changes t he paragraph alignm ent set t ing t o Align Right it 's j ust as if you clicked t he but t on on t he ribbon. Fort unat ely, you don't need t o worry about t hese det ails; all you have t o do is t ype t he t ext ( Figure 2- 3 ) .

Figu r e 2 - 2 .

The Click and Type cursor changes (circled) depending on where it's located on the page. Here the cursor indicates that text will be aligned to the right.

Figu r e 2 - 3 .

When you double-click with the Click and Type cursor shown in Figure 2-2 , Word adds several paragraph marks to position the insertion point down the page. When you type some text, it's right-alignedjust as the cursor indicated. (To see these usually hidden paragraph marks, click the Show/Hide button on the Home tab.)

POWER USERS' CLINIC Entering Special Characters Let t ers, num bers, and punct uat ion are t he com m on currency of m ost docum ent s. St ill, you m ay want t o use a bunch of ot her fairly com m on charact ers, like © and ® , t hat don't show up on your keyboard. And where are all t hose foreign charact ers, m at h sym bols, and fract ions? They're wait ing for you on t he I nsert t ab. Choose I nsert Sym bols Sym bol. I f t he charact er you need is on t he m enu, t hen click t o insert it int o your t ext . When you don't see it , click " More sym bols" t o see a m uch m ore com prehensive list of charact ers ( Figure 2- 4 ) . The first groupSym bolsgives you access t o every charact er Word can put on t he page. Use t he Font box on t he left t o select your t ypeface. I f you want t o use t he t ypeface you're current ly using in your docum ent , as is oft en t he case, t hen leave t his set t o " ( norm al t ext ) ." Use t he Subset drop- down m enu t o choose a language ( like Greek, Cyrillic, or Lat in) , or choose from ot her groupings ( accent ed let t ers, m at h sym bols, and so on) . You can also use t he scroll bar on t he right t o visually search for a sym bol. Sym bols t hat you've used recent ly are lined up near t he bot t om of t he dialog box, so you can grab t hem quickly.

Figu r e 2 - 4 .

To insert a character in your text, either double-click the character or singleclick it, and then click Insert. The righthand tabSpecial Characterscontains a list of specialized punctuation marks like dashes and nonbreaking hyphens.

2.2. Selecting Text Even am ong t he best writ ers, t he first draft needs a lot of edit ing before it 's ready for public viewing. You'll need t o change words, delet e boring part s, and m ove sent ences ( or even whole paragraphs) t o reorganize your t ext . I n Word, as in m ost program s, you have t o select som et hing before you can do anyt hing t o it . Say you want t o change t he word " good" t o " awesom e" : Select " good," and t hen t ype your new, im proved adj ect ive in it s place. To delet e or m ove a block of t ext , first select it , and t hen use t he m ouse, keyboard, or ribbon com m ands t o do t he deed. Since select ion is such a fundam ent al edit ing skill, Word gives you m any different and new ( see Figure 2- 5 ) ways t o do it . I f you've been dragging your m ouse around for t he past 20 years, you're lagging behind. This sect ion shows you som e t im esaving select ion t echniqueswit h and wit hout t he m ouse.

UP TO SPEED Choosing Between Insert and Overtype Mode Most of t he t im e, you t ype in insert m ode . Put your cursor in t he m iddle of a sent ence, st art t yping, and Word insert s t he let t ers you t ype at t hat point . Exist ing t ext scoot s along t o t he right t o m ake room . I n t he ot her m odeovert ype m ode every t im e you t ype a charact er, it writ es over and erases t he next one. Before Word 2007, m ost people st um bled upon overt ype m ode by accident . They'd click in t he m iddle of a sent ence and st art t ypingand t he let t ers t o t he right of t he cursor st art ed t o disappear! I n t hose earlier versions of Word, pressing t he I nsert key t hrew you right int o overt ype m ode. I t was an easy m ist ake t o m ake, since I nsert is j ust above t he m uchused Delet e key ( on m ost keyboards) . Microsoft m ade overt ype m ode harder t o get t o, so people would not accident ally t ype over all t heir hard work. Now t he I nsert key doesn't do anyt hing unless you m ake a few t weaks t o Word's set t ings. I f you m iss t hat old overt ype m ode and want t o t oggle back and fort h wit h t he I nsert key, follow t hese st eps.

1 . Go t o Office but t on

Word Opt ions t o open t he Word Opt ions dialog box.

2 . I n t he left bar, select Advanced. 3 . I n t he first group of opt ions, called Edit ing Opt ions, t urn on t he " Use t he I nsert Key t o cont rol overt ype m ode" checkbox. I f you want t o use overt ype m ode as your regular t ext ent ry m ode, t urn on t he " Use overt ype m ode" checkbox.

com m ands t o do t he deed. Since select ion is such a fundam ent al edit ing skill, Word gives you m any different and new ( see Figure 2- 5 ) ways t o do it . I f you've been dragging your m ouse around for t he past 20 years, you're lagging behind. This sect ion shows you som e t im esaving select ion t echniqueswit h and wit hout t he m ouse.

Figu r e 2 - 5 .

As you make selections, you'll notice the Mini Toolbar pops up occasionally. It's faint at first, but when you move the mouse toward the toolbar, it comes into focus, giving you easy access to the most often used formatting commands, including the format painter.

2.2.1. Selecting with the Mouse The m ouse is an easy, visual, int uit ive way t o m ake select ions. I t 's t he first way m ost people learn, and besides, it 's right t here on your deskt op. Here's how t o select various docum ent part s using your m ouse: Se le ct in dividu a l ch a r a ct e r s . Click t o place t he insert ion point at t he beginning of t he t ext you want t o select . Press and hold t he left m ouse but t on and drag over t he charact ers. As you drag, t he charact ers you select are highlight ed t o indicat e t hey're part of t he select ion ( Figure 2- 6 ) . Tip: Word doesn't care if you move forward or backward as you select text. It simply uses the point where you click as either the beginning or the ending point of the selection. These examples describe how to select text moving forward, but most of the

techniques, including the keyboard techniques, work going backward too. Don't be afraid to experiment. Before you know it, you'll be proficient selecting text with both the mouse and the keyboard.

Se le ct a w or d . Double- click t he word. The ent ire word's highlight ed. Se le ct a se n t e n ce . Ct rl- click t he sent ence. The ent ire sent ence is highlight ed. Se le ct a lin e of t e x t . Move t he cursor int o t he left m argin. The cursor changes t o an arrow. Click right next t o t he line you want t o select . The line's highlight ed, showing t hat it 's select ed. Se le ct a w h ole pa r a gr a ph . Move t he cursor int o t he left m argin. When it changes int o an arrow, double- click next t o t he paragraph. The ent ire paragraph is highlight ed. To add m ore paragraphs, keep your finger on t he m ouse but t on and drag unt il t he cursor point s at anot her paragraph, and anot her…. Se le ct a block of t e x t . Click t o place t he insert ion point at t he beginning of t he block you want t o select . ( No need t o keep pressing t he m ouse but t on.) Hold t he Shift key down, and t hen click at t he ot her end of t he select ion. The block of t ext is highlight ed, and your wrist is happy. Everybody wins. Se le ct a n e n t ir e docu m e n t . Move t he cursor int o t he left m argin, so t hat it changes int o an arrow. Click t he left m ouse but t on t hree t im es. Your ent ire docum ent 's highlight ed. ( I n ot her words, do t he sam e t hing as for select ing a paragraph, except you t riple- click inst ead of doubleclick.) Tip: This section focuses on selecting text, but the same techniques apply to tables, pictures, charts, and other objects that Word handles as parts of your text. You'll learn all the details when you encounter these features in later chapters.

2.2.2. Selecting with the Keyboard When it com es t o select ing fine det ails, like a single let t er, t he m ouse can m ake you feel like you're t rying t o t hread a needle wit h m it t ens on. And if you're a fast t ypist , t aking your hands away from t he keyboard t o grasp t he m ouse causes a needless loss of t im e. Word nerds, in fact , do as m uch as possible from t he keyboard, even select ing. I f you've never select ed t ext using t he keyboard before, prepare t o be am azed:

Figu r e 2 - 6 .

Top: To select text with your mouse, drag your cursor (circled) over the text. The selected text is highlighted to show you what's included in the selection. Bottom: Or use the Shift-click trick. Shift-clicking at the end of "bad times" extends the selection to include both phrases: "They were good times, they were bad times," As you can see, Dickens still has some wordsmithing to do.

Se le ct in dividu a l ch a r a ct e r s . Tap t he arrow keys t o place t he insert ion point on one end of t he select ion. Press t he Shift key as you use t he left or right arrow keys t o highlight t he charact ers you want t o select . Se le ct a w or d . St art wit h t he insert ion point at t he beginning or end of t he word. Press

Ct rl+ Shift + right arrow t o select t he word t o t he right or Ct rl+ Shift + left arrow t o select t he word t o t he left . To select m ore words, j ust keep hit t ing t he arrow key. Se le ct a se n t e n ce . Put t he insert ion point at t he beginning of t he sent ence. Press Shift + right arrow repeat edly unt il you reach t he end of t he sent ence. ( OK, so t his m et hod is a workaround. Word doesn't have a single keyboard com m and t o select an ent ire sent ence.) Se le ct t o e n d of lin e . Press Shift + End. Word highlight s all t he t ext from t he insert ion point t o t he end of line. Se le ct t o be gin n in g of lin e . Press Shift + Hom e t o select t ext from t he insert ion point t o t he beginning of t he line. Se le ct a pa r a gr a ph . Place t he insert ion point at t he beginning of t he paragraph and press Ct rl+ Shift + down arrow. Se le ct a block of t e x t . Click t o place t he insert ion point at t he beginning of your select ion. Hold t he Shift key down and use any of t he arrow keys ( up, down, left , and right ) or navigat ion keys ( Hom e, End, Page Up, and Page Down) t o m ark your select ion. Se le ct a n e n t ir e docu m e n t . Press Ct rl+ A. ( Think select All.) Word highlight s t he ent ire docum ent . You can also select t he ent ire docum ent by pressing t he F8 key repeat edly.

2.2.3. Extending a Selection What if you've select ed som e t ext and t hen realize you'd like t o add a lit t le bit m ore t o your select ion? You have a couple of opt ions. The m ost com m on m et hod: Ext end your select ion by Shift clicking in your t ext , as shown in Figure 2- 7 . Word highlight s t he t ext bet ween t he previous select ion and your Shift - click and includes it in t he new select ion.

Figu r e 2 - 7 .

By making multiple selections with the Ctrl key, you can do cool things like apply the same formatting to several disconnected words at once. For example, you can Ctrldrag to select the first sentence in each paragraph, as shown here. The mouse cursor (circled) shows where the last drag ended. You can then make the sentences bold (Ctrl+B) for emphasis. (Find more on typeface formatting in Chapter 4 .)

A sim ilar, but even m ore elegant way t o ext end a select ion is wit h t he F8 key. Pressing F8 set s one end of your select ion at t he insert ion point . Click eit her forward or backward in your docum ent , and everyt hing in bet ween t he insert ion point and your click is inst ant ly highlight ed and select ed. F8 has several ot her surprising select ion powers. See t he box in Sect ion 2.2.4 for all t he det ails.

POWER USERS' CLINIC F8The Selection Superhero For an unassum ing funct ion key sit t ing t here alm ost unused at t he t op of your keyboard, t he F8 key has surprisingly powerful t ext select ion skills. Pressing it helps you select m uch m ore t han you can wit h any ot her single keyst roke or m ouse click.

St ick y se le ct ion e n d poin t . Pressing F8 at t he beginning of your int ended select ion m akes any select ion m et hod you use st ay " on" wit hout your having t o press any keys. Here's how it works: Put your insert ion point at t he beginning of where you want t o st art a select ion. Press F8 once ( don't hold it down) , and t hen use t he m ouse or arrow keys t o com plet e t he select ion. Look m a, no hands! Word m akes t he select ion j ust as if you were pressing t he Shift key while navigat ing t o a new point . Se le ct a w or d . Press F8 t wice t o select a whole word. Used t his way, F8 works j ust like double- clicking t he word. Se le ct a se n t e n ce . Press F8 t hree t im es t o select a sent ence. Se le ct a pa r a gr a ph . Press F8 four t im es t o select all t he t ext in a paragraph. Se le ct a n e n t ir e docu m e n t . Press F8 five t im es. Voila! The whole docum ent is select ed. The F8 key wit h it s st icky behavior keeps select ing t ext left and right unt il you t urn it off. Press t he Esc key t o deact ivat e t he F8 key's select ion proclivit ies. Then you can once again m ove t he insert ion point wit hout select ing t ext .

2.2.4. Selecting Multiple Chunks of Text in Different Places I f you're int o efficiency and m ult it asking, Word's m ult iple select ion feat ure was m ade for you. Mult iple select ions save you t im e by applying form at t ing t o sim ilar, but disconnect ed elem ent s. Say you have several paragraphs of t ext and you decide you'd like t o m ake t he first sent ence in each paragraph bold ( Figure 2- 8 ) for em phasis. Aft er you select t he sent ences, you can form at t hem all at once. You can also collect it em s from several locat ions and t hen copy and past e t hem int o a new spot . See Sect ion 2.3.4.3 for m ore on cut t ing and past ing. To m ake a m ult iple select ion, sim ply m ake your first select ion and t hen press t he Ct rl key while you m ake anot her. The areas you select don't need t o be connect ed. Tip: You can also use just about any of the selection techniques mentioned earlier in this section to add to the multiple selection. For example, when you want to add an entire paragraph to your selection, press Ctrl while you double-click in the left margin next to the paragraph.

So, here are t he st eps t o follow for t he exam ple in Figure 2- 7 :

1 . D r a g t o se le ct t h e fir st se n t e n ce in t h e fir st pa r a gr a ph . Word highlight s t he sent ence t o indicat e it 's select ed. 2 . Pr e ss Ct r l, a n d k e e p h oldin g it a s you dr a g t o se le ct t h e fir st se n t e n ce in t h e next pa r a gr a ph . Word highlight s each sent ence you select but not hing in bet ween. Repeat t his st ep for each sent ence you want t o select .

3 . Pr e ss Ct r l+ B . Word m akes t he select ed sent ences bold and leaves t hem highlight ed. You can ent er anot her com m and if you want bold it alics, anyone?

Figu r e 2 - 8 .

Drag the scroll box to move rapidly through your document. Click the arrow buttons to scroll a line at a time. The three buttons at the bottom of the scroll bar let you browse your document by page, heading, or graphic, as described in Section 2.3.2 .

2.3. Moving Around Your Document Using t hat nice blue scrollbar on t he right side of your docum ent is t he m ost obvious way t o navigat e your docum ent . And if your m ouse has a wheel on it , t hen using it t o scroll is pret t y speedy t oo. But when your docum ent 's m ore t han a few pages long, t rying t o scroll t o t he exact point you're looking for is j ust plain inefficient . Word's m ost powerful ways of boogieing around your docum ent don't involve scrolling at all. You can use t he keyboard t o hop from place t o place. For really long docum ent s, as wit h long j ourneys, t he best way t o get around is by using landm arks. For exam ple, you can check all t he graphics in a docum ent by j um ping direct ly from one t o t he next . Or you can go direct ly t o a specific heading in a 400page business report by t elling Word t o find it for you. You can even creat e your own landm arks using Word's bookm arking feat ure. Word's got t he t ools, and t his sect ion t ells you how t o use 'em . Tip: If you're working with a large document, then Word has some other great ways to find your way around. You can use Outline view (View

Documents View

Map (View

Documents View

Outline) to easily navigate between chapter and section headings (Section 1.4.1). The Document Document Map) shows a similar view in the bar along the left side of your document (Section

1.4.3). If your pages include distinctive graphics, then the Thumbnail View (View the spot you want by eye (Section 9.1).

Show/Hide

Thumbnails) can help you find

2.3.1. Keyboarding Around Your Document You've heard it before: You lose t im e every t im e you t ake your hands off t he keyboard t o fum ble for t he m ouse. For short j aunt s especially, get in t he habit of using t hese keyboard com m ands t o m ove t he insert ion point : M ove le ft or r igh t . Left / right arrow keys. M ove t o t h e be gin n in g or t h e e n d of a lin e . Hom e/ End. ( On m ost keyboards, t hese keys are j ust above t he arrow keys. On m ost lapt ops, t he Hom e and End keys are eit her along t he right side or in t he t op- right corner.) M ove u p or dow n a lin e . Up/ down arrow keys. M ove u p or dow n a pa r a gr a ph . Ct rl+ up/ down arrow. M ove u p or dow n on e scr e e n fu l of t e x t . Page up/ down. M ove t o t h e be gin n in g or t h e e n d of a docu m e n t. Ct rl+ Hom e/ End.

2.3.2. Using the Scroll Bars I f you've used Word or any of t he ot her Microsoft Office program s in t he past , t hat skinny bar down t he right side of your docum ent should look fam iliar. I n t he cent er of t he bar is a box t hat you drag t o m ove up or down your docum ent . The bar also has som e arrow but t ons at t op and bot t om for finer cont rol ( shown in Figure 2- 8 ) . Click t he but t ons t o scroll j ust a line or t wo at a t im e. To cover big dist ances, click in t he bar above or below t he box, and t he docum ent scrolls one screen at a t im e. Easier st ill, you can scroll wit hout using t he scroll bar at all; see Figure 2- 9 and Figure 2- 10 for inst ruct ions.

Figu r e 2 - 9 .

Click the mouse wheel, and you see the scroll symbol shown here. When this symbol is present, you can scroll your document by moving the mouse cursor away from the symbol. Move your cursor down to start to scroll down. The further you move the cursor down the screen, the faster the document scrolls. Click the wheel button to stop the autoscrolling.

Figu r e 2 - 1 0 .

Right-click the scroll bar, and you see a pop-up menu with navigation shortcuts. At the top of the list is Scroll Here, which is the equivalent of dragging the scroll box to the location you clicked on the scroll bar. (In previous versions of Word, you could Shift-click for the same result.) Other shortcuts take you to the beginning or the end of your document and scroll a line or a screenful at a time.

2.3.3. Browsing by Headings and Other Objects For longer docum ent s, t he m ost int erest ing cont rols are at t he bot t om of t he scroll bar: t wo double arrows separat ed by a round but t on. What m akes t hese Browse but t ons so handy is t he fact t hat you can cust om ize t heir behavior t o m at ch your needs. The round but t on put s you in cont rol. Click it , and you see t he Browse Set t ings m enu (Figure 2- 11) .

Figu r e 2 - 1 1 .

The Browse Settings menu lets you set the behavior of the Browse buttons and perform other useful navigation tasks. For example, you can set the buttons to browse by headings, pages, or even graphics within your document. These settings make the Browse buttons an extremely powerful navigation feature. It's a shame they're overlooked and underused.

At first , t he icons in t he " Browse by" t oolbar m ay seem a lit t le crypt ic, but never fear, you can get help. Hold t he cursor over t he icons, and t heir funct ion is explained in t he t ext box at t he t op. The " Open t he Go To box" and " Open t he Find box" opt ions open t he dialog box where you can search for specific t ext and j um p t o a cert ain locat ion in your docum ent , as described lat er in t his chapt er ( Sect ion 2.5) . The rest of t he opt ions det erm ine what happens when you click t he double- arrow Browse but t ons. For exam ple, when you click Browse by Headings, clicking t he Browse arrows t hen t akes you forward ( or back) t hrough your docum ent , j um ping from one heading t o t he next and skipping everyt hing in bet ween. As you learn t o use m ore advanced feat ures like end not es and com m ent s, described lat er in t his book, you'll find it very convenient t o use t hem as your landm arks, as well.

2.3.4. Browsing by Bookmark The bookm arks t hat slip bet ween t he pages of books are elegant in t heir sim plicit y, even decorat ive, but t hey're kind of prim it ive. They only do one t hingm ark a point bet ween t wo adj acent pagesand if t hey fall out , well t hen t hey don't do anyt hing at all. Word's elect ronic bookm arks let you get m uch m ore specific. You can use t hem t o m ark t he exact word where you left off. And since t here's no lim it on how m any you can put in a docum ent , you can use t hem t o help organize a long docum ent as you work your way t hrough it . Bookm arks don't show up when you print t he docum ent ; t hey're j ust reference point s t hat let you j um p inst ant ly t o places you want t o ret urn t o m ost oft en.

2.3.4.1. Creating bookmarks You can creat e as m any bookm arks as you want in a docum ent wit h j ust a few m ouse clicks. Bookm arks are invisible in your docum ent s, but t hat 's j ust Word's fact ory set t ing. You can change your Word Opt ions t o show bookm arks in your t ext . ( Maybe Microsoft t urns t hem off because t he bookm arks are sort of unat t ract ivet hey appear as bracket s around t he bookm arked t ext .) To see bookm arks in your t ext , choose Office but t on Word Opt ions Advanced. ( The Word Opt ions but t on is at t he bot t om of t he Office m enu, near t he Exit but t on.) Scroll down t o t he opt ions under " Show docum ent cont ent ," and t hen t urn on t he " Show bookm arks" checkbox. Here's how t o insert a bookm ark in your Word docum ent :

1 . Se le ct t h e t e x t you w a n t t o book m a r k . The select ed t ext is t he locat ion of t he bookm ark. I f t he t ext m oves as you edit , t he bookm ark st ays wit h t he t ext . You can also creat e a bookm ark wit hout select ing t ext : Word sim ply places t he bookm ark at t he insert ion point . However, it 's a lit t le easier t o keep t rack of your bookm arks if you select t ext . 2 . Go t o I n se r t

Lin k s

Book m a r k .

The Bookm ark dialog box opens (Figure 2- 12) . 3 . I n t h e " Book m a r k n a m e " box , t ype a n a m e for t h e book m a r k . Use a descript ive nam e, one t hat describes t he locat ion in t he t ext , or perhaps t he work you need t o do at t hat spot . For exam ple, if you're m arking a place t o com e back and add som et hing about guillot ines, nam e it LaGuillot ine.

Note: For its own computerish reasons, Word doesn't let you use spaces in your bookmark name. To separate words, you can use dashes or underscores instead.

4 . Click Add. When you click Add, t he dialog box disappears, and your bookm ark is set and ready for use.

Figu r e 2-12. The Bookmark dialog box is easy to use. Use the text box at the top to name your bookmarks. The list below shows all the bookmarks in your document. The two radio buttons at the bottom sort the list alphabetically or by their order of appearance in your document. Use the buttons on the right to create, delete, and jump to your bookmarks.

2.3.4.2. Jumping to bookmarks Using bookm arks is even easier t han creat ing t hem . The quickest way t o use a bookm ark is t o hit F5 key t o bring up t he Go To dialog box ( Figure 2- 13) . From t he " Go t o what " list , select Bookm ark. When you've done t hat , t he drop- down list at right shows all t he bookm arks in your docum ent . Select one, and t hen click t he Go To but t on. Your docum ent scrolls t o put t he highlight ed, bookm arked t ext at t he t op of your screen. Click Close t o hide t he dialog box. Aft er you've searched for a bookm ark, you can use t he Browse but t ons below t he scroll bar t o j um p t o ot her bookm arks ( Sect ion 2.3.4) . Tip: The Find, Replace, and Go To dialog boxes have memory. While you're working in a document, it remembers the tab and list items

you last used. So, if earlier you found a particular bookmark, then the next time you click Go To (or press F5), Word finds that same bookmark.

Figu r e 2-13. Bookmarks are useful if you need to jump back and forth between different locations. To move to a bookmark, open the Go To dialog box (F5), and then select Bookmark from the list at left. The drop-down list at right lists all the bookmarks in your document. Simply choose one from the list.

2.3.4.3. Deleting bookmarks About t he only reason you'd want t o delet e a bookm ark is if your list 's get t ing clut t ered and it 's hard t o find t he bookm ark you want . I n any case, it 's easy t o delet e a bookm ark using t he sam e dialog box you use t o creat e t hem ( Figure 2- 12) . Just pick t he soon- t o- be- t erm inat ed bookm ark from t he list and click Delet e. I t 's a goner.

UP TO SPEED The Many Paths to Go To The Go To, Find, and Replace dialog boxes are act ually t hree different t abs in t he sam e window. You eit her open t he dialog box direct ly t o one of t he t abs, or, if it 's already open, t hen j ust click a t ab at t he t op of t he box. As usual, Microsoft provides m any ways t o open t his part icular box: H om e

Edit in g

Fin d . Opens t he Find t ab.

H om e

Edit in g

Re pla ce . Opens t he Replace t ab.

H om e

Edit in g

Go To. Opens t he Go To t ab.

Br ow se Se t t in gs bu t t on . Click Browse Set t ings ( t he t iny circle in t he window's lower- right corner, as shown in Figure 2- 8 ) , and t hen click t he Go To ( arrow) or Find ( binoculars) . Ct r l+ F. Opens t he Find t ab. Ct r l+ H. Opens t he Replace t ab. Ct r l+ G or F5 . Opens t he Go To t ab. D ou ble - click St a t u s ba r. Double- clicking t he st at us bar in t he lower- left corner also opens t he Go To t ab.

2.4. Cutting, Copying, and Pasting When it com es t im e t o edit your t ext and shape it int o a m ast erpiece of com m unicat ion, t he j ob is all about cut t ing, copying, and past ing. Com pared t o act ually using scissors and past e ( which is what writ ers and edit ors did in t he pre- PC era) , Word m akes m anipulat ing t ext alm ost effort less. You're free t o experim ent , m oving words, sent ences, and paragraphs around unt il you've got everyt hing j ust right . By now, you've probably figured t hat m ost Word funct ions can be done in at least t wo waysby keyboard and by m ouse. That 's cert ainly t he case when it com es t o t he basic edit ing funct ions, as shown in t he t able. I f you're t yping away and don't want t o t ake your hands off t he keyboard, t hen you'll probably want t o use t he keyboard short cut s, which can all be perform ed wit h a flick of your left hand. Cu t Hom e

Clipboard

Cut

Clipboard

Copy

Clipboard

Past e

Scissors Ct rl+ X Copy Hom e 2 pages Ct rl+ C Pa st e Hom e Clipboard Ct rl+ V

Ta ble 2 - 1 . Com m a n d

Ribbon Com m a n d

Ribbon I con

Ke yboa r d Sh or t cu t

2.4.1. Editing with the Ribbon Word's new ribbon is where all t he com m ands live, and it 's hardly a surprise t hat cut , copy, and past e are t he first com m ands on t he first t ab ( Hom e) in t he first group ( Clipboard) . As you can see in Figure 2- 14 , t hese com m ands are convenient ly locat ed right near anot her place you frequent ly m ouse over t o, t he Office but t on.

Figu r e 2 - 1 4 .

The basic editing commands Cut, Copy, and Paste are easy to find. Go to Home Clipboard, and there they are. As always, the first step is to select the text that you want to cut (scissors) or copy (two pages). Then, position the insertion point at the location where you want to paste (clipboard) the text.

Once you've found t he com m ands, here's how t o use 'em : Cu t ( H om e Clipboa r d Cu t ) . Again, you need t o select t ext ( or an obj ect , like a pict ure or a t able) before you can cut it from your docum ent . When you invoke t he Cut com m and, your select ed it em disappears, but Cut is very different from a Delet e or a Clear com m and. The Cut com m and act ually st ores t he cut it em on t he Office Clipboard, where you can bring it back lat er using t he Past e com m and. You can act ually open t his Clipboard and see recent ly cut and copied it em s. The Office Clipboard works across all Microsoft Office program s, so you can cut a paragraph from your novel and past e it int o an Out look em ail or PowerPoint slide. Copy ( H om e Clipboa r d Copy) . As you m ay expect , Copy m akes a duplicat e of t he select ed t ext or obj ect and st ores it on t he Clipboard. I t leaves t he select ion in place in it s original locat ion. Pa st e ( H om e Clipboa r d Pa st e ) . Before you use t he Past e com m and, you m ust first cut or copy som e t ext ( or a pict ure or ot her obj ect ) . Then, put t he insert ion point exact ly where you want t o place t he it em , and t hen past e away.

Note: See Section 2.4.5 for more about working with Word's Clipboard.

2.4.2. Editing with Keyboard Shortcuts The keyboard short cut s are t he quickest and easiest edit ing com m ands t o use as you're t yping along, because you don't need t o t ake your hands off t he keyboard. You can use t he Cut , Copy, and Past e com m ands wit h only a couple fingers of t he left hand. These short cut s use t he Ct rl key in com binat ion wit h nearby keys on t he bot t om rowX, C, and V. As an added bonus, t he adj acent Z key is used for t he Undo com m andanot her oft - used edit or's t ool. These keys perform t he exact sam e funct ions as t he ones run when you use t he ribbon com m ands using Word's ribbon: Cu t . Ct rl+ X. Copy . Ct rl+ C. Pa st e . Ct rl+ V. Un do . Ct rl+ Z.

2.4.3. Editing with the Mouse Aft er Cut , Copy, and Past e, t he next great leap forward for writ ers and edit ors was t he graphical user int erface ( GUI ) and t he abilit y t o use a m ouse t o drag and drop t ext . Aft er all, m ost of edit ing is delet ing unneeded words and pushing t he ot hers around int o t he m ost effect ive posit ions. Wit h a m ouse, you can really see what you're doing: Take t his and drag it over t here . But som e people are never sat isfied. And lo and behold, Microsoft added a right m ouse but t on. When you right - click, you get a pop- up m enu t hat includes Cut , Copy, Past e, and ot her com m ands, right where you need t hem ( Figure 2- 15 ) . The pop- up m enu cont ains only t he m ost com m on com m ands, t o save you a t rip all t he way up t o t hat ribbon. To get t o m ore advanced com m ands ( like line spacing or alphabet ic sort ing) , you do have t o use t he ribbon. I t 's easy t o drag and drop t ext t o a new locat ion using j ust your m ouse. Take your hands off t he keyboard, lean back in your chair, grab t he m ouse, and follow t hese st eps:

1 . Click ( t h e le ft m ou se bu t t on ) a n d dr a g t o se le ct t h e t e x t t h a t you w a n t t o r e loca t e . Word highlight s t he t ext t o show you what you've select ed. Let go of t he m ouse but t on when you're done.

Figu r e 2 - 1 5 .

Right-click in your text to display the Edit shortcut menu. If you've selected text, you can use the Cut and Copy commands. Word 2007 adds a slew of additional commands, including language translation, hyperlink creation, and formatting options. As an added bonus, you see the Mini Toolbar with formatting commands above the edit commands.

2 . Click t h e se le ct e d t e x t a n d, h oldin g dow n t h e m ou se bu t t on , dr a g t h e m ou se t o t h e n e w loca t ion for t h e t e x t . As shown in Figure 2- 16 ( t op) , a lit t le rect angle below t he cursor m eans you're dragging som et hing. As you m ove t he m ouse, t he insert ion point follows, m arking where t he m oved t ext will appear. 3 . Re le a se t h e m ou se bu t t on . Releasing t he m ouse but t on finishes t he j ob, placing t he m oved t ext at t he insert ion point , as

shown in Figure 2- 16 ( bot t om ) .

2.4.4. Moving Text Between Two Documents Moving t ext from one docum ent t o anot her isn't m uch different from m oving it from place t o place wit hin a docum ent . You can use keyboard or ribbon com m ands t o cut and past e, or you can drag and drop bet ween docum ent s ( Figure 2- 17 ) . I n fact , it 's j ust as easy t o m ove t ext bet ween docum ent s creat ed by different program s. For exam ple, you can cut or copy t ext in Word and past e it int o docum ent s creat ed in Out look, PowerPoint , Access, Excel, and m any non- Microsoft program s, t oo. Even t he sam e keyboard short cut s do t he t rick: Ct rl+ X ( Cut ) , Ct rl+ C ( Copy) , and Ct rl+ V ( Past e) . Of course, you can also use m enu com m ands if you insist .

Figu r e 2 - 1 6 .

Gutenberg would be amazed at how easy it is to reset type with Word. Top: Select the text you want to move, and then point to it and click. Continue to hold the left mouse button while you drag the text to a new location. Bottom: When you release the mouse button, Word plops the text into the new location.

2.4.5. Viewing and Pasting Clippings

More oft en t han not , when you cut or copy t ext , a pict ure, or an obj ect , you want t o past e it int o a new locat ion right away. But what if you want ed t o copy several it em s and past e t hem int o t he sam e locat ion? Or, what if you want t o again past e an it em t hat you copied several edit s ago? Ent er t he Office Clipboard. The Clip- board's not hing new t o Microsoft Office program s, but t he 2007 version gives t his fam iliar t ool a new look ( Figure 2- 18 ) . As you cut and copy t ext , graphics, and ot her obj ect s, Word ( or what ever Office program you're in) st ashes t hem here for reuse. The Clipboard let s you view t he st ored it em s and let s you past e t hem int o ot her docum ent s wit h j ust a click or t wo.

Figu r e 2 - 1 7 .

You can drag and drop text between Word documents and into documents of other programs. Here, text is being dragged from Word into an Outlook email message. The insertion point shows where the text will end up. The small rectangle on the arrowshaped cursor indicates that the cursor is holding text.

Figu r e 2 - 1 8 .

The new Office 2007 Clipboard sports an updated look but provides the same functions as previous versions. Compared to previous versions, the new Clipboard gives you a more generous view of the items it stores. The Options button at the bottom of the Clipboard lets you adjust its appearance, location, and behavior.

Your m ost recent cut it em s or copied it em s appear at t he t op of t he Clipboard and m ove down as you add m ore. When you use t he Past e com m and ( Ct rl+ V) , Word is sim ply past ing t he it em at t he t op of t he Clipboard at t he insert ion point . That 's what happens whet her t he Clipboard is open or closed. To past e a different it em inst ead of t he m ost recent , j ust place t he insert ion point where you want it , and t hen click t hat it em on t he Clipboard, as shown in Figure 2- 19 .

POWER USERS' CLINIC Working with the Clipboard Task Pane Open t he Clipboard t ask pane by clicking t he launcher in t he lower- right corner of t he Clipboard group ( Hom e Clipboard) . ( You find it in exact ly t he sam e spot in Access, Excel, and PowerPoint .) Wit h t he Clipboard t ask pane open, you see all t he it em s you recent ly cut or copied. Click an it em t o past e it int o your Word docum ent at t he insert ion point . Or, if you want , you can swit ch t o anot her program ( Alt + Tab) and past e it t here. Point t o an it em on t he Clipboard, and you see a drop- down m enu wit h t wo opt ions: Past e and Delet e. I t 's easier t o sim ply click t o past e an it em , but Delet e gives

you a handy way t o clean up t he Clipboard cont ent s before you use t he Past e All com m and. The Past e All and Clear All but t ons are at t he t op of t he Clipboard t ask pane. The Opt ions m enu ( at bot t om ) is where you fine- t une t he Clipboard's behavior: Sh ow Office Clipboa r d Au t om a t ica lly . Turn on t his opt ion t o have t he Clipboard appear whenever you copy an it em . Sh ow Office Clipboa r d w h e n Ct r l+ C Pr e sse d Tw ice . This opt ion works easily as you're t yping. Press Ct rl+ C once t o copy select ed t ext ; press Ct rl+ C a second t im e, and you see t he Clipboard. Sh ow Office Clipboa r d I con on Ta sk ba r . Wit h t his opt ion select ed, t he Office Clipboard appears in t he Taskbar in t he lower- right corner of your screen. Sh ow St a t u s N e a r Ta sk ba r w h e n Copyin g . Each t im e you cut or copy an it em , a screen t ip appears near t he Taskbar det ailing how m any it em s are on t he Clipboard.

But wait t he Clipboard's coolness is j ust get t ing warm ed up. Not only can you see m ult iple past eable it em s, you can past e t hem in bunches t oo. The Clipboard act s as a collect ion palet t e. For exam ple, suppose you've creat ed a dinner m enu for your rest aurant in Word, and you want t o creat e a new lunch m enu t hat includes j ust a few of t he it em s from t he dinner m enu. Follow t hese st eps t o collect and past e t hose t ast y m orsels int o a new docum ent :

1 . W it h t h e sou r ce docu m e n t ope n in fr on t of you ( in t h is ca se , t h e din n e r m e n u ) , go t o H om e Clipboa r d, a n d t h e n click t h e sm a ll squ a r e n e x t t o t h e Clipboa r d gr ou p la be l . This square, wit h an arrow in t he lower- right corner, is called t he Clipboard launcher , and it s j ob is t o open and close t he Clipboard. I nit ially, t he Clipboard opens in a panel on t he left side of t he window, but you can drag it from t hat locat ion and use it like a freest anding palet t e. 2 . At t h e t op of t h e Clipboa r d, click Cle a r All t o r e m ove a n y pr e viou sly copie d it e m s . I f you've been working on ot her proj ect s, t here m ay be it em s already on your Clipboard, including t hose from ot her Office program s. Since you probably don't want all t hat st uff on your lunch m enu, clear t he decks wit h t he Clear All but t on. Note: Clippings stay on the Office Clipboard until you clear themor until you exit all Microsoft Office programs (Word, Outlook, Excel, and PowerPoint).

3 . Copy ( Ct r l+ C) t h e e n t r e e s, side dish e s, a n d be ve r a ge s you w a n t t o pu t on t h e lu n ch m enu . Use any of t he m et hods described in t his chapt er t o find, select , and copy t he it em s. As you copy each it em , Word adds it t o t he clipboard. 4.

4 . Ope n a n e w docu m e n t ( Office bu t t on

New

Bla n k ) t o u se a s you r lu n ch m e n u .

A new Word window opens, but not ice t hat you st ill have access t o t he Clipboard wit h all your copied m enu ent ries. 5 . Click Pa st e All . When you click Past e All, t he Clipboard's ent ire cont ent s appear in your new docum ent . ( Now all you need t o do is figure out t he lunch prices.)

Figu r e 2 - 1 9 .

Use the Office Clipboard to paste text, graphics, and other objects into your documents. Unlike the Cut and Paste commands, the Clipboard isn't limited to the last item you cut or copied. You can choose from an appetizing menu of words and images that you recently edited. Deleting removes the item from the Clipboard.

2.5. Finding and Replacing Text Scanning every word of your 400- page novel t o find t he exact spot where you first m ent ioned Madam e DeFarge is drudgery wit h a capit al D. Fort unat ely, Word perform s t his t ask quickly and wit hout whining or dem anding overt im e pay. What 's m ore, it 's j ust as easy t o find and t hen replace t ext . Suppose you decide t o change t he nam e of t he charact er from Madam e DeFarge t o Madam e de St ael. Sim plehere's how t o do a Find and Replace:

1 . Ope n t h e Re pla ce dia log box ( Figu r e 2 - 2 0 ) . For e x a m ple , pr e ss Ct r l+ H . You have m any ways t o open t he Replace dialog box, as explained in t he box in Sect ion 2.6 . I f your hands are on t he keyboard, t hen Ct rl+ H is t he fast est . When t he dialog box opens, you see t abs at t he t op for each of t he panels: Find, Replace, and Go To. The cont rols and opt ions under t he Find and Replace t abs are nearly ident ical. The m ain difference is t hat t he Replace t ab includes t wo t ext boxes" Replace wit h" as well as " Find what ." 2 . I n t h e " Fin d w h a t " box , t ype t h e t e x t you w a n t t o fin d, a n d, in t h e " Re pla ce w it h " box , t ype t h e r e pla ce m e n t t e x t . For exam ple, t ype Madam e DeFarge in " Find what " and Madam e de St ael in " Replace wit h." Note: The "Find what" is a drop-down box that remembers your past searches. So the next time you go to this box, Madame DeFarge will be there waiting for you.

3 . I f you w ish , click M or e t o r e ve a l a ddit ion a l Fin d opt ion s . When you click More, t he box expands, and you see a num ber of addit ional cont rols t hat can fine- t une your search. For exam ple, if you're searching for " Madam e DeFarge" but you don't know how it 's capit alized, t hen m ake sure t he Mat ch Case checkbox is t urned off. That way, Word finds every occurrence even if you didn't capit alize it t he sam e way t hroughout . For an explanat ion of all t he Search opt ions, see t he box in Sect ion 2.6 . The Form at but t on at t he bot t om of t he screen let s you refine your search by including form at t ing det ails. For inst ance, you can lim it your search t o a specific paragraph st yle such as Heading 1. The Special but t on at t he bot t om of t he box helps you find charact ers t hat aren't easy t o ent er wit h your keyboard, like paragraph m arks, colum n breaks, and em dashes. These sound like odd t hings t o search for, but t hey're enorm ously helpful when you're reform at t ing a docum ent . For exam ple, im agine som eone sends you a docum ent and t hey followed t he odious pract ice of using t wo carriage ret urns at t he end of each paragraph. You can search for all t he double paragraph m arks and replace t hem wit h a single paragraph m ark. Problem solved.

Tip: A better way to leave extra space between paragraphs is to include it in the paragraph formatting itself. See Section 4.3.3 for details.

4 . Click Fin d N e x t t o be gin you r se a r ch a n d r e pla ce m ission . The search begins at t he insert ion point , so if you want t o find all t he inst ances of Madam e DeFarge, st art at t he beginning of your docum ent . A quick Ct rl+ Hom e t akes you t here. Word finds t he t ext and highlight s it in t he docum ent . I f you need a bet t er look at your t ext , you can click t he t op edge of t he Replace box and drag it t o anot her posit ion. 5 . Ex a m in e t h e t e x t a n d m a k e su r e you w a n t t o r e pla ce t h is in st a n ce of M a da m e D e Fa r ge w it h M a da m e de St a e l. Click Re pla ce , a n d t h e t e x t is sw a ppe d . Word aut om at ically finds t he next inst ance of your search t ext . 6 . I f you 'r e ce r t a in t h a t you w a n t t o r e pla ce e ve r y in st a n ce of M a da m e D e Fa r ge , click Re pla ce All . Word m akes all t he changes and report s back wit h t he num ber of replacem ent s it m ade.

Figu r e 2 - 2 0 .

Initially, the Replace box is pretty simple, but when you click More, you see a number of options for fine-tuning your search. (And the More button turns into a Less button, as shown here.) The box in Section 2.6 explains all the Search options in detail.

2.6. Saving Keystrokes with Quick Parts Suppose your com pany has an ext rem ely long nam e and an even longer address ( com plet e wit h 9digit Zip code) . Now say you t ype in t he nam e and address about t hree t im es an hour. Wouldn't it be great t o j ust t ype address and have Word fill in t he whole shebang? That 's exact ly t he kind of m agic you can do wit h Word 2007's Quick Part s feat ure. You can have Word m em orize whole chunks of t ext , and t hen spit t hem back out when you t ype an abbreviat ion word followed by t he F3 key. Quick Part s evolved from t he Aut oText feat ure found in earlier versions of Word. Aut oText was one of t he program 's m ost overlooked and underused feat ures. Quick Part s work like t his: You st ore t ext , graphics, or anyt hing else you've creat ed in Word in a Quick Part and give it a nam e, preferably som et hing short and m em orable. When you want t o ret rieve t he Quick Part , sim ply t ype t hat nam e, and t hen press F3. Word replaces t he nam e wit h t he ent ire cont ent s of t he Quick Part . Few keyst rokes, m ucho t ext .

POWER USERS' CLINIC Search Options Explained Com put ers are dum b. They don't know t hat , if you t ype bird in t he Find dialog box, you're looking for flying t hings, not som e Mr. Birdley. So Microsoft gives you t he Find and Replace dialog boxes wit h som e opt ions t o help you m ake t hem sm art er. Here's what t he opt ions do when you t urn on t heir checkboxes: M a t ch ca se . Find shows you only words t hat exact ly m at ch t he uppercase and lowercase let t ers of your search ent ry. So, DeFarge finds " DeFarge" but not " defarge." Fin d w h ole w or ds on ly . Find only shows you com plet e words t hat m at ch your ent ry. For exam ple, if you ent er som e , t he search shows you t he word " som e" but not t he word "som ewhere." Use w ildca r ds . Wild cards let you expand your search. For exam ple, ^ ? is t he wildcard t hat m at ches any charact er. A search for ^ ?ill ret urns t he words " will," " bill," " kill," " dill," and so fort h. Sou n ds lik e . Finds words t hat sound like your ent ry. ( Consider t his help for t he spellingim paired.) I f, say, you ent er inglund , t hen Word finds " England." Fin d a ll w or d for m s . Type is, and Word finds " was," " were," and " being." M a t ch pr e fix . Finds charact ers at t he beginning of a word, so re finds " reason" but not " are." ( I n t his opt ion and t he next , Word doesn't consider prefix and suffix in a gram m at ical sense; it 's j ust looking for t he beginning and t he ending of words.) M a t ch su ffix . Use t his opt ion t o find charact ers at t he end of a word. For exam ple, ed finds

" m ashed" but not " eddy." I gn or e pu n ct u a t ion ch a r a ct e r s . Word doesn't include periods, com m as, hyphens, apost rophes, and ot her punct uat ion m arks when it m akes a m at ch. For exam ple, coachlam ps finds coach- lam ps. I gn or e w h it e - spa ce ch a r a ct e r s . Word leaves paragraph m arks, spaces, t abs, and ot her non- print ing, " space" charact ers out of t he search. I n t his case, coachlam ps finds " coach lam ps."

Here are st ep- by- st ep inst ruct ions for creat ing a new Quick Part :

1 . Se le ct t h e t e x t you w a n t t o sa ve a s a Qu ick Pa r t . Your select ion can include t ext , pict ures, and ot her obj ect s t hat Office recognizes. There's virt ually no size lim it . You can even use an ent ire docum ent as a Quick Part ( like a rej ect ion let t er t hat you send out every day) . 2 . Use Alt + F3 t o ope n t h e Cr e a t e N e w Bu ildin g Block dia log box ( Figu r e 2 - 2 1 ) . The Alt + F3 keyboard short cut 's t he quickest rout e t o creat ing a new Quick Part Building Block. ( And, aft er all, speed's t he nam e of t he Quick Part gam e.) You see six boxes in t he Creat e New Building Block dialog box, but t he first one, Nam e, is t he m ost im port ant .

Figu r e 2 - 2 1 .

When you want to create a Quick Part entry quickly, press Alt+F3 to display the Create New Building Block dialog box. At a minimum, you need to give your Quick Part a name, which is also what you type to retrieve your Quick Part and place it in your document. In this example, the entire first paragraph of A Tale of Two Cities is named "best of times." In the future, to insert the paragraph into a document, you type best of times, and then press F3. Word replaces the name with the entire paragraph.

3 . Give you r Qu ick Pa r t a N a m e . Think carefully when you t ype a nam e for your Quick Part , because t he nam e is t he key you use t o ret rieve t he Quick Part . The nam e can be as short or as long as you want . For speed's sake, short er is bet t er, but you don't want t o m ake it so crypt ic you can't rem em ber it . 4 . Type a D e scr ipt ion a n d, if you w ish , ch oose a Ca t e gor y for you r Qu ick Pa r t . A descript ion is opt ional, but it 's helpful for ot her people who use Word, or even for you, a couple of years down t he road. And if you creat e a lot of Quick Part s, t hen you m ay find it helpful t o st ore t hem in different cat egories as a way t o organize t hem . For exam ple, you can creat e a Help Desk cat egory wit h answers t o frequent ly asked quest ions and a Cont ract s cat egory wit h a legal boilerplat e.

Tip: You can use the Gallery drop-down menu to store your entry as something other than a Quick Part. For example, you could store it as a Cover Page or as a Bibliography.

5 . Le a ve t h e " Sa ve in " dr op- dow n m e n u se t t o Bu ildin g Block s.dot x . The Quick Part is saved in Building Blocks.dot x, a Word t em plat e t hat 's available t o any docum ent . You can find m ore inform at ion about using t em plat es in Sect ion 5.2 . N OSTALGI A CORN ER Ea sy Acce ss t o Au t oTe x t I f you're a fan of t he way Aut oText worked in earlier versions of Word, you m ay be dism ayed t o see it buried as one of t he Galleries in t he Building Blocks Organizer. Fort unat ely, it 's as easy as ever t o creat e and ret rieve an Aut oText ent ry using t he F3 key. The st eps are nearly ident ical t o creat ing a Quick Part :

a . Select t he t ext you want t o save as an Aut oText ent ry. b. Press Alt + F3 t o open t he Creat e New Building Block box, as shown in Figure 2- 21 . c. Ent er a nam e for t he Aut oText ent ry. d. From t he Gallery drop- down m enu, choose Aut oText . e . Ent er a Cat egory and Descript ion ( opt ional) . f. Click OK t o save t he ent ry. To insert an Aut oText ent ry in your t ext , j ust t ype t he nam e ( ent ered in st ep 2 above) , and t hen press F3. Word replaces t he nam e wit h t he ent ire Aut oText ent ry. Now t he only t hing t hat 's m issing is a m enu t hat provides quick and easy access t o your Aut oText ent ries. You can resolve t his issue t oo, by adding Aut oText t o your Quick Access t oolbar. Follow t hese st eps:

a . I n Word's upper- left corner, right - click anywhere on t he Quick Access t oolbar. b. From t he short cut m enu, choose " Cust om ize Quick Access Toolbar" t o open t he Word Opt ions box. c. I n t he " Choose com m ands from " drop- down m enu, choose All Com m ands ( it 's at t he very bot t om of t he list ) . d. Scroll down t o Aut oText ( t he opt ions are alphabet ized) . Double- click t o add t he com m and t o t he box on t he right . e . Click OK t o close t he box. The Aut oText drop- down m enu is now part of t he Quick Access t oolbar. When you click t he icon t hat looks like a keyboard wit h a hand point ing t o it , you see visual represent at ions of your Aut oText ent ries ( Figure 2-22 ) . As an added bonus, a but t on at t he bot t om of t he m enu let s you save any select ion as an Aut oText ent ry.

Figu r e 2 - 2 2 .

Add the AutoText drop-down menu to your Quick Access toolbar for easy, visual access to all your AutoText entries. See the box above for instructions.

6 . Fr om t h e Opt ion s m e n u , ch oose h ow you w a n t t h e t e x t t o a ppe a r e ve r y t im e you pr e ss F3 The first opt ion, I n se r t con t e n t on ly , is a good one t o use if you plan t o use t he Quick Part wit hin paragraphs. The second opt ion, I n se r t con t e n t in it s ow n pa r a gr a ph , works well for address blocks or ent ire paragraphs, such as t he answers t o frequent ly asked quest ions. The last opt ion, I n se r t con t e n t in it s ow n pa ge , is a logical choice for a m em o or ot her t ext t hat right fully belongs on it s own.

3. Setting Up the Document: Margins, Page Breaks, and More Your docum ent m akes a first im pression before anyone reads a word. The paper size, color, and borders give t he reader an overall sense of t he docum ent 's t hem e and qualit y. Margins, t he t ext layout , and perhaps a wat erm ark send furt her visual clues. Making t he right choices about your docum ent set up helps you send t he right m essage t o your readers. Say you're working on an invit at ion; using a sm aller, elegant paper size and adding a subt le border let s your recipient s know right away t hat t hey're in for a sophist icat ed event . I n t his chapt er, you'll learn how t o set and change all t he page layout feat ures t hat people not ice first , st art ing wit h paper size, orient at ion, and m argins. You'll also learn how t o adj ust m argins and m ake changes t o t he headers and foot ers. Finally, you'll learn how t o work wit h m ult iple colum ns and how t o cont rol Word's hyphenat ion inclinat ions.

3.1. Choosing Paper Size and Layout When you edit a docum ent in Word, what you see on your com put er screen looks alm ost exact ly like t he final print ed page. To get t hat correct preview, Word needs t o know som e det ails about t he paper you're using, like t he page size and orient at ion. You have t wo different ways t o change t he page set t ings: using t he Page Layout t ab ( Figure 3- 1 ) or t he Page Set up dialog box ( Figure 3- 2 ) . When you click t he Page Layout t ab, t he ribbon's but t ons and icons change t o show you opt ions relat ed t o designing your page as a whole. Your opt ions are organized in five groups: Them es, Page Set up, Page Background, Paragraph, and Arrange.

UP TO SPEED Of Menus and Boxes Word gives you t wo ways t o set opt ions: t hrough ribbon m enus and dialog boxes. I n general, t he ribbon's drop- down m enus give you access t o quick, predesigned solut ions, while dialog boxes give you great er cont rol over m ore det ails. Menu opt ions usually focus on one or t wo set t ings, while dialog boxes are m uch m ore com plex affairs, let t ing you change several set t ings at once. The Page Layout Page Set up Size m enu, shown in Figure 3- 1 , let s you choose a st andard paper size wit h one click. But what if you're not using one of t he st andard paper sizes on t he Size m enu? I n t hat case, click More Paper Sizes ( at t he bot t om of t he Size m enu) . The Page Set up dialog box opens t o t he Paper t ab ( Figure 3- 2 ) . Here, you can cust om ize t he page sizeby ent ering num bers in t he Widt h and Height t ext boxesand t weak ot her paper- relat ed set t ings. These ot her set t ings, such as t he Paper Source set t ings ( which let you t ell your print er which t ray t o t ake t he paper from ) , are t ypical of t he fine- t uning cont rols you find in dialog boxes. On t he Margins and Layout t abs, you can cont rol your docum ent 's m argins, orient at ion, headers, and foot ers. You'll learn m ore about all of t hese set t ings lat er in t his chapt er.

3.1.1. Changing Paper Size I f you want t o quickly change t he page size t o a st andard paper size like let t er, legal, or t abloid, t he Page Layout Page Set up Size m enu is t he way t o go ( Figure 3- 1 ) . Wit h one quick click, you change your docum ent 's size. I f t here's t ext in your docum ent , Word reshapes it t o fit t he page. Say you change a 10- page docum ent from let t er size t o t he longer legal- size page. Word spreads out your t ext over t he ext ra space, and you'll have fewer pages overall.

Figu r e 3-1. The Size menu, like many Word 2007 menus, uses icons as well as text to give you quick visual cues. Your choices include Letter (8.5" x 11"), Tabloid (11" x 17"), and more. If you're using standardsize paper (including standard international sizes like A3 and A4), you can click one of these choices, and you're done. If you're using an oddball size paper, see the steps on the following pages.

3.1.1.1. Customizing paper size and source I f you can't find t he paper size you need on t he Size m enu, t hen you need t o cust om ize your paper size, which you do in t he Page Set up dialog box's Paper t ab. Here are t he st eps:

1 . Ch oose Pa ge La you t M or e Pa pe r Size s.

Pa ge Se t u p

Size . At t h e bot t om of t h e Size m e n u , click

The Page Set up dialog box appears, wit h t he Paper t ab showing (Figure 3- 2 ) . Why t he Paper t ab? Because you opened t he box using t he More Paper Sizes but t on. 2 . I n t h e W idt h a n d H e igh t box e s, e n t e r t h e size of you r cu st om pa pe r . The quickest way t o change t he Widt h and Height set t ings is t o select t he num bers in t he boxes and t ype your new page dim ensions. Your new num bers replace t he previous set t ings. You can also click t he up and down arrows t o t he right of t he t ext boxes, but it 's slow going as t he sizes change in t ent hs of an inch. Not ice t hat as you change t he dim ensions, t he Preview im age at t he bot t om of t he Page Set up box changes t o m at ch. 3 . Click OK a t t h e bot t om , t o close t h e dia log box a n d m a k e t h e ch a n ge s. The Page Set up box closes, and your cust om - sized docum ent shows in Word.

Figu r e 3-2. Using the Paper tab of the Page Setup box, you can choose from standard paper sizes or set your own custom paper size. Dialog boxes are great for making several changes at once. On this tab you can also choose a paper source (if you're lucky enough to have a printer with more than one paper tray). You can read more about printing in Chapter 7.

Note: At the bottom of the Page Setup dialog box is an "Apply to" option with two choices: "Whole document" and "This point forward." If you choose "Whole document," Word applies these paper size and other page layout settings to your entire document. If you choose "This point forward," Word creates a page break at the insertion point, and starts using the new settings only after the break. As Section 16.6 explains, Word lets you break a document into sections, each with its own unique formatting. Using sections, you can create a cover page, table of contents, chapter breaks, and more.

3.1.2. Setting Paper Orientation Most business docum ent s, school papers, and let t ers use a port rait page orient at ion, m eaning t he page is t aller t han it is wide. But som et im es you want a short , wide pagelandscape page orient at iont o accom m odat e a t able, chart , or phot o, or j ust for art ist ic effect . What ever t he reason, using t he Orient at ion m enu ( Page Layout Page Set up Orient at ion) is t he easiest way t o m ake t he

change (Figure 3- 3 ) . Just click one of t he t wo opt ions: Port rait or Landscape. I f you've already got t he Page Set up box open, you'll find t he Orient at ion opt ions on t he Margins t ab ( Page Layout Page Set up Margins Cust om Margins) .

Figu r e 3 - 3 . Click Portrait or Landscape to choose a page orientation for your document.

3.2. Setting Document Margins Page m argins are m ore t han j ust em pt y space. The right page m argins m ake your docum ent m ore readable. Generous page m argins m ake t ext look invit ing and give reviewers room for not es and com m ent s. Wit h narrower m argins, you can squeeze m ore words on t he page; however, having t oo m any words per line m akes your docum ent difficult t o read. Wit h really long lines it 's a challenge for readers t o t rack from t he end of one line back t o t he beginning of t he next . Margins becom e even m ore im port ant for com plex docum ent s, such as books or m agazines wit h facing pages. Wit h Word's m argins and page set up t ools, you can t ackle a whole range of proj ect s.

3.2.1. Selecting Preset Margins Word's Margins m enu ( Page Layout Page Set up Margins) gives you a way t o quickly apply st andard m argins t o your pages. The preset m argins are a m ixed bag of set t ings from a half inch t o one and a quart er inches. For m ost docum ent s, you can choose one of t hese preset m argins and never look back ( Figure 3- 4 ) .

Figu r e 3-4. The Margins menu provides some standard settings such as the ever popular one inch all the way around. Word calls this favorite of businesses and schools the Normal margin. If you've customized your margins, your most recent settings appear at the top of the menu.

For each of t he preset m argin opt ions you see dim ensions and an icon t hat hint s at t he look of t he page. N or m a l gives you one inch on all sides of t he page. N a r r ow m argins work well wit h m ult icolum n docum ent s, giving you a lit t le m ore room for each colum n. M ode r a t e m argins wit h t hree- quart er inches left and right let you squeeze a few m ore words in each line.

The W ide preset gives you m ore room for m arginal not es when you're proofing a m anuscript . To select one of t he preset m argins, go t o Page Layout Page Set up Margins, and t hen click one of t he opt ions. You can also use t he short cut key Alt + P, M, and t hen use your up and down arrow keys t o highlight one of t he m argins. Press Ent er t o use t he highlight ed m argin.

Note: Word measures margins from the edge of the page to the edge of the body text. Any headers and footers that you add (Section 3.4) appear in the margin areas.

3.2.2. Setting Custom Margins What if none of t he preset m argins on t he m enu suit s your needs? Say your com pany's st yle guide insist s on one- and- a- half- inch m argins for all press releases. Here's how t o cust om ize your m argins:

1 . Go t o Pa ge La you t Pa ge Se t u p M a r gin s Se t u p box t o t h e M a r gin s t a b ( Figu r e 3 - 5 ) .

Cu st om M a r gin s t o ope n t h e Pa ge

The Page Set up box has t hree t abs at t he t op. The Margins t ab is on t he left . 2 . At t h e t op of t h e box , e n t e r dim e n sion s for t op, bot t om , le ft , a n d r igh t m a r gin s. The boxes in t he Margins sect ion already cont ain your docum ent 's current set t ings. To change t he Top m argin t o one and a half inches, select t he current set t ing, and t hen t ype 1.5, or you can click t he arrows on t he right side of t he box t o change t he m argin num ber. Make t he sam e change in t he Bot t om , Left , and Right m argin t ext boxes. Tip: While you're here in the Page Setup box, double-check the page Orientation setting. Margins and page orientation have a combined effect. In other words, if you want a quarter-inch top margin, make sure the orientation is set correctly depending on whether you want the "top" of the page to be on the long side or the short side of the paper.

3 . Click OK t o a pply t h e ch a n ge s t o you r docu m e n t. The Page Set up box closes and your docum ent t akes shape wit h t he new m argins. I f t he changes are subst ant ially different from t he previous set t ings, you m ay find t hat you have a different num ber of pages in your docum ent .

3.2.3. Setting Margins for Booklets The vast m aj orit y of t he docum ent s spewing fort h from our collect ive print ers are print ed on a single side of t he page. I f t hey're bound at all, it 's likely t o be wit h a st aple or a paper clip in t he upper- left corner. Docum ent s like t his don't need fancy m argins or page set ups. But , if you're put t ing t oget her a booklet , corporat e report , or newslet t er, you need m ore sophist icat ed t ools.

Figu r e 3-5. The Margins tab is divided into four groups of controls: Margins, Orientation, Pages, and Preview. Use the text boxes at the top to set your top, bottom, and side margins. Use the gutter settings to specify the part of the page that's hidden by a binding.

Open t he Page Set up box t o t he Margins t ab ( Page Layout Page Set up Margins Cust om Margins or Alt + P, MA) . I n t he Pages group, click t he " Mult iple pages" drop- down m enu t o see t he opt ions. N or m a l is t he set t ing you use for m ost single- sided docum ent s. M ir r or m a r gin s are great for docum ent s wit h facing pages, like bound report s or newslet t ers. This set t ing m akes out side and inside m argins ident ical. Out side m argins are t he left m argin on t he left page and t he right m argin on t he right page. I nside m argins are in bet ween t he t wo facing pages. Docum ent s wit h facing pages m ay also have a gut t er, which is a part of t he page t hat is hidden when t he docum ent is bound. 2 pa ge s pe r sh e e t print s t wo pages on a single side of t he paper. I f you've defined headers

and foot ers, t hey'll show up on bot h pages. Usually you cut t hese pages aft er print ing t o creat e separat e pages. Book fold is sim ilar t o t he opt ion above and print s t wo pages on one side of t he paper. The difference is t hat t he book fold layout is designed so you can fold t he paper down t he m iddle t o creat e a booklet wit h facing pages. When you m ake a select ion from t he " Mult iple pages" m enu, som e of t he ot her opt ions in t he Margins box change t oo. For exam ple, if you choose " Mirror m argins," t he labels above for t he Right and Left m argins change t o I nside and Out side.

3.3. Adding Page Background Features While every docum ent has a paper size, orient at ion, and m argins, Word has som e specialized form at t ing feat ures t hat you'll use less frequent ly. You'll find t he opt ions for wat erm arks, page color, and borders in t he m iddle of t he Page Layout t ab. These t ools let you get a lit t le fancy.

3.3.1. Adding Watermarks A t rue wat erm ark is creat ed in a process where a wat er- coat ed m et al st am p im print s a design int o t he paper's surface during m anufact ure. The design is usually a paper com pany's logo. The presence of a wat erm ark can also indicat e a docum ent 's aut hent icit y. Word can't creat e a real wat erm ark, but it can replicat e t he effect by print ing one faint ly on t he page, seem ingly beneat h t he t ext ( Figure 3- 6 ) . A wat erm ark could be your com pany logo, or it could be words like CONFI DENTI AL, DRAFT, or DO NOT COPY, em blazoned diagonally across t he page.

Figu r e 3 - 6 .

In Word, a watermark is often a word that tells your reader something about the document such as Confidential,

Draft, or Sample.

Suppose you'd like t o have your com pany logo appear as a classy wat erm ark on your docum ent . Using your logo pict ure file as a wat erm ark t akes j ust a few st eps:

1 . Go t o Pa ge La you t

Pa ge Ba ck gr ou n d

W aterm ark .

When t he Wat erm ark m enu drops down, you see a dozen predesigned wat erm ark opt ions. You

can choose one of t hese opt ions, or you can t ake a few m ore st eps t o cust om ize your wat erm ark. 2 . At t h e bot t om of t h e m e n u , click Cu st om W a t e r m a r k s t o ope n t h e Pr in t e d W a t e r m a r k dia log box ( Figu r e 3 - 7 ) . The Print ed Wat erm ark box has t hree radio but t on opt ions arranged vert ically: No wat erm ark, Pict ure wat erm ark, and Text wat erm ark.

Figu r e 3 - 7 .

Using the Printed Watermark box, you can brand your document with a word of your choice. Simply type it in the Text box. Use the Font, Size, Color, and Layout options to change the text's appearance.

3 . Se le ct t h e " Pict u r e w a t e r m a r k " r a dio bu t t on . When you click one of t hese but t ons, t he appropriat e fine- t uning opt ions becom e available and t he ot hers fade t o gray. For exam ple, when you choose " Pict ure wat erm ark," t he Text wat erm ark opt ions are grayed out . 4 . Click t h e Se le ct Pict u r e bu t t on t o ope n t h e I n se r t Pict u r e box . The I nsert Pict ure box is a st andard Windows file box. Use t he but t ons on t he left and t he " Look in" drop- down m enu at t he t op t o navigat e t o t he folder wit h your logo's pict ure file. 5 . D ou ble - click t h e pict u r e file t o u se it for you r w a t e r m a r k , or , a s a n a lt e r n a t ive , se le ct you r pict u r e , a n d t h e n click I n se r t . The I nsert Pict ure box closes, and you see t he More Wat erm arks box again. Next t o t he Select Pict ure but t on, you see t he nam e of your pict ure file. 6 . Se t t h e Sca le a n d W a sh ou t opt ion s .

Now t hat you've chosen your pict ure file, you can use t wo m ore set t ings t o m ake your wat erm ark look spiffy. Use t he Scale drop- down m enu t o adj ust t he size of your im age so t hat it looks good on t he page. You can choose from preset sizes of 50% , 100% , 150% , 200% , or 500% . Or you can choose t he Aut o set t ing, which scales your im age t o fit com fort ably on t he page. The Washout checkbox fades your im age, m aking it easier t o read t ext over t he wat erm ark. 7 . Click Apply t o se e you r w a t e r m a r k in a ct ion , a n d t h e n click Close t o fin ish u p . Use t he Apply but t on t o see how your wat erm ark will look on t he print ed page. I f you need a bet t er view, click t he t op bar of t he Print ed Wat erm ark box, and t hen drag it out of t he way. When you're happy wit h t he result s, click Close t o close t he Print ed Wat erm ark dialog box. Your new wat erm ark appears on every page of your docum ent . To back out of t he deal, select " No wat erm ark" at t he t op of t he box. Tip: To get rid of an existing watermark, open the Watermark drop-down menu and, at the bottom, click Remove Watermark.

3.3.2. Choosing a Page Color The Page Color opt ion applies m ore t o Web pages t han t o print ed pages. When you're working wit h paper, you'll usually print on a different colored paper rat her t han print ing a colored background on whit e paper. However, wit h heavy st ock, you can use t his feat ure on occasion t o creat e post cards, colored covers, and so on. When you're creat ing a Web page in Word ( Chapt er 4 ) , you can use t his feat ure t o add background colors, t ext ures, pat t erns, and even background pict uresnot t hat it 's always a good idea. Not hing scream s " Am at eur designer! " m ore t han background colors and im ages t hat fight wit h t he t ext on t he page. Hom espun Web pages are t he m ost flagrant violat ors of good t ast e. But whet her you're working for screen or paper, if you use a dark t ext color, m ake sure you use a light page color and vice versa. Avoid ext rem ely busy background pat t erns, t ext ures, and im ages t hat m ake it hard t o read your t ext . Go t o Page Layout Page Background Page Color drop- down m enu t o see a palet t e of opt ions ( Figure 3- 8 ) . I f you m ove your m ouse over a color ( wit hout clicking) , t hen you see t he page change color, im m ediat ely giving you a preview. I n fact , if you're previewing a very dark page color, Word's sm art enough t o change t he t ext from black t o whit e. That doesn't m ean it 's im possible t o com e up wit h som e garish page color opt ions. Click a color t o set your page color. I f you don't like t he colors on t he m enu, you can open t he Colors box t hat 's used in all t he Office program s ( Figure 3- 9 ) . The St andard t ab shows colors arranged as hexagons wit hin a hexagon. Click a color or a gray shade ( at t he bot t om ) t o m ake a select ion. The Cust om t ab gives you m ore cont rol over your color select ion. To use it , click t he rainbow- colored box on t he left , and you get a crosshair cursor t o choose a color wit h. Posit ion t he crosshairs on t he color in t he spect rum you want , and t hen click t he slider on t he right t o adj ust your chosen color's light ness or darkness. Using t hese t wo cont rols, you can select any color your com put er can creat e. As you work wit h t he Colors spect rum and t he slider, t he New and Current boxes show you a preview of how you're changing t he color. This syst em is easy t o use but m akes it hard t o recreat e t he sam e color t wice in a row. To do t hat , you need t o color by num berssee t he box in Sect ion 3.3.3 .

Figu r e 3 - 8 .

The Page Color menu is divided into two sections. Theme Colors shows you a palette of colors that are part of the document's current theme format. (For more on themes, see Section 5.1 .) The Standard Colors palette gives you access to several basic, bright colors.

3.3.3. Applying Page Borders A t ast eful, properly applied border can add a cert ain flare t o your docum ent . However, an inappropriat e border can m ake your docum ent look cheesy ( Figure 3- 10 ) . Enough said. Okay, now t hat you've been warned, here's how t o add page borders:

1 . Ch oose Pa ge La you t Pa ge Ba ck gr ou n d Sh a din g box ( Figu r e 3 - 1 1 ) .

Pa ge Bor de r s t o ope n t h e Bor de r s a n d

The Borders and Shading box has t hree t abs. Make sure you're using t he Page Border t ab. ( The first Borders t ab put s borders around paragraphs, pict ures, and ot her obj ect s on t he page.) 2 . On t h e le ft , ch oose a se t t in g t o de fin e t h e bor de r . St art wit h t he five set t ings on t he left , t o define t he border in broad st rokes ranging from no border t o drop shadows. You can select only one of t hese set t ings.

3 . Ch oose a lin e st yle , color , a n d w idt h , or ch oose a n a r t bor de r . Decide whet her your border will be a line or an art bordert rees, heart s, pieces of cake, and so on. I f you're going wit h a line border, choose a st yle of line from t he drop- down m enu. You can choose from m ore t han t wo dozen lines, including solid, dot t ed, double, and wavy. Then use t he drop- down m enus t o choose a line color and widt h.

Figu r e 3 - 9 .

The Office 2007 Colors box lets you pick colors in two ways. Top: The Standard tab is the easiest to usejust click a color swatch. Bottom: The Custom tab gives you great color control, but requires a couple extra clicks or knowledge of one of two standard color models, RGB or HSL, as the box in Section 3.3.3 explains.

I f you want an art border, select your design from t he m enu. Not e t hat som e of t he art st yles use different pat t erns for different sides of t he page and for t he corner design. Note: Whether you choose lines or art for your border, you can adjust the width. You can increase line widths to a thick 6 points and art widths to 31 points.

4 . Pr e vie w t h e bor de r , a n d t h e n se le ct t h e side s of t h e pa ge t h a t w ill h a ve bor de r s . The Preview on t he right side of t he Borders and Shading box shows what sides of your page will have borders. Click t he borders t o t oggle t hem on or off. Using t his t echnique, you can choose t o show a border on a single side of t he page or on any com binat ion of sides. POW ER USERS' CLI N I C Spe cifyin g Color s by N u m be r s When Web designers t alk about color, t hey use a num erical syst em from 0 t o 255, where any color im aginable can be described as a com binat ion of red, green, and blue. A value of 0 m eans t hat t he color cont ains none of t hat hue, wit h 255 being t he m axim um am ount . These num bers let you describe color wit h great precision. For exam ple, R197, G216, B255 specifies a part icular shade of blue. To creat e t his color in Word's Colors box, t ype 197 in t he Red box, 216 in t he Green box, and 255 in t he Blue box. This num erical syst em m inim izes t he chances for m isunderst andings. I f you're collaborat ing on a Web sit e, t he Web designer can give you an RGB color t o use for t he Web page background and be absolut ely cert ain t hat you're bot h t alking about t he sam e color. ( When you click a color and m ove t he light ness/ darkness slider in t he Colors box, you're st ill using t he RGB syst em , but Word fills in t he num bers for you.) The ot her color m odel used in t he Colors box is HSL, which st ands for hue, sat urat ion ( int ensit y) , and lum inosit y ( bright ness) . Sat urat ion refers t o t he am ount of t he act ual color ( hue) in t he m ix, and lum inosit y det erm ines t he am ount of whit e or black m ixed in t o creat e degrees of light ness and darkness. Here, t oo, you can t ype num bers if you know t hem , or j ust use t he color spect rum and slider unt il you've got t he color you want .

Figu r e 3 - 1 0 .

You can find the Page Borders button in the Page Background group on the Page Layouts tab. Don't get carried away with borders, or you can make bad decisions. This cake border is a bad choice for Marie Antoinette and most other adults.

5 . I n t h e low e r - r igh t cor n e r of t h e box , u se t h e " Apply t o" con t r ol t o se t t h e pa ge s t h a t w ill h a ve bor de r s . Maybe you want your first page t o have a different border from t he rest of t he docum ent . I f t he first page of your docum ent uses let t erhead, you m ay want a first page wit h no border at all, so select " This sect ionall except first page." Or, t o put a border around t he cover page but no ot her pages, choose t he " This sect ionfirst page only" set t ing. As wit h paper size and ot her page layout set t ings, Word let s you apply borders different ly in different sect ions of your docum ent . 6 . Click OK t o a cce pt t h e se t t in gs a n d t o close t h e Bor de r s a n d Sh a din g box .

Figu r e 3 - 1 1 .

The Borders and Shading box lets you apply borders to paragraphs, pictures, or pages. Make sure you're on the Page Border tab if you're applying page borders. You can use lines or artwork to form your borders.

3.4. Adding Headers and Footers Headers and foot ers are where Word put s t he bit s of inform at ion t hat appear at t he t op or bot t om of every page of m ost m ult ipage docum ent s ( Figure 3- 12 ) . They rem ind you of t he page num ber, chapt er t it le, and so on, as you read along. For business m em os and report s, headers are a great place t o repeat t he docum ent 's subj ect and publicat ion dat e. ( I f you're t he aut hor of t he report and want your boss t o know, consider adding your nam e under t he t it le.) Note: Word's fields are bits of text automated with the help of some behind-the-scenes computer code. You can insert fields into your document to show information that's likely to change, like today's date or a page number. Because it's a field, this text updates itself automatically.

3.4.1. Introducing the Header and Footer Tools Unlike som e of t he ot her feat ures in t his chapt er, t he header and foot er t ools are on t he I nsert t ab ( not t he Page Layout t ab) . As you can see in Figure 3- 13 , t hree m enus appear in t he Header & Foot er groupHeader, Foot er, and Page Num ber. Each of t he m enus provides predesigned page elem ent s, known in Word- speak as Building Blocks. So, for exam ple, if you select a header Building Block, it m ay add t ext and several graphic elem ent s t o t he t op of your page.

Figu r e 3 - 1 2 .

Document headers give the reader additional information that's not found in the text. For example, the header for a business memo can include the subject, date, and page number. Word lets you enter this information manually or with the help of fields that automatically update the information.

Figu r e 3 - 1 3 .

The Header, Footer, and Page Number menus help you insert predesigned page elements, known as Building Blocks, into your document. You can see what each one looks like right on the menu. At the bottom of the menu, you find options to create (or remove) custom headers, footers, and page numbers.

3.4.2. Inserting and Modifying a Header Building Block Go t o I nsert Header & Foot er Header, and you see m ore t han a dozen predesigned header opt ions. You can keep t hese canned headers as t hey are, or use t hem as a st art ing point for your own im aginat ion. The following st eps show you how t o use a Building Block t o add a header t o your docum ent and t hen t weak it a bit by insert ing an addit ional field.

1 . Go t o I n se r t

H e a de r & Foot e r

H e a de r t o ope n t h e H e a de r m e n u .

I f you've used earlier versions of t he program , you'll not ice t hat t he drop- down m enus in Word 2007 are larger and m uch m ore visual. The Header m enu is a good exam ple, as it gives you a clear represent at ion of t he available predesigned headers. 2 . Use t h e scr oll ba r on t h e r igh t t o fin d t h e Tile s h e a de r .

You can drag t he box in t he scroll bar t o m ove quickly t hrough t he m enu, or use t he arrow but t ons t o browse t hrough t he exam ples. 3 . Click t h e Tile s h e a de r t o in se r t it in t o you r docu m e n t . When you select t he Tiles header, you're adding m ore t han t ext t o your docum ent : A Building Block com es wit h all it s own accessories. The Tiles header includes a box wit h a rule around it and t wo t iles of color. I nside t he t iles are bracket ed words. When you insert a header, a couple of ot her t hings happen t oo. The Header m enu closes and a new Design t ab appears on your ribbon, wit h a Header & Foot er Tools t ab above. Along wit h t hat , a whole slew of new but t ons and t ools appear on t he ribbon ( left t o right ) : Header & Foot er, I nsert , Navigat ion, Opt ions, Posit ion, and t he Close Header and Foot er but t on. 4 . Click t h e br a ck e t e d w or ds " Type t h e docu m e n t t it le ," a n d t h e n t ype a t it le of you r ch oice . The bracket ed words are a prom pt t hat you're supposed t o ent er new t ext in t hat spot . A single click anywhere on t he words select s t he ent ire group. Type your t it le, say, A Tale of Two Cit ies . When you t ype, t he ot her words and t he bracket s disappear. When you add a t it le t o t he header, Word uses t his t ext t o updat e t he t it le shown in t he Docum ent Propert ies ( Office but t on Prepare Propert ies) . For det ails, see t he box in Sect ion 3.4.3 . 5 . Click t h e br a ck e t e d w or d " Ye a r ," a n d t h e n u se t h e ca le n da r con t r ol t o u pda t e t h e h e a de r 's Ye a r fie ld . This st andard Word t ool let s you ent er a dat e by select ing it . At t he t op, you see t he m ont h and year. Click t he but t ons on eit her side t o m ove backward or forward t hrough t he m ont hs. Click a dat e on t he calendar below t o select a specific dat e. Word uses t he year from t he dat e you select ed t o updat e t he Year t ext in t he header. Or you can ent er a year sim ply by t yping it . You can m odify Building Blocks aft er you add t hem t o your docum ent by t yping your own t ext , which you'll do next . 6 . Click t h e h e a de r t o t h e r igh t of you r t it le . I f t h e t it le is h igh ligh t e d, u se t h e r igh t a r r ow k e y t o de se le ct t h e t it le , a n d t h e n t ype a h yph e n ( - ) follow e d by a spa ce . You can also add aut om at ically updat ing t ext by insert ing a field, which is how Word creat es t hose ever- changing dat es and page num bers. Word has fields for lot s of ot her st uff t oo. You can't creat e ( or edit ) a field by t yping direct ly in your docum ent , t hough. You m ust use t he Field dialog box. 7 . Ch oose I n se r t

Qu ick Pa r t s

Fie ld .

The Field dialog box opens showing an alphabet ical list of field nam es on t he left side, as shown in Figure 3- 14 . Fields st ore inform at ion about your docum ent and keep t rack of ot her inform at ion t hat you can use in your docum ent s.

Figu r e 3 - 1 4 .

Using fields, you can add automatically updating page numbers, dates, and names. The Field dialog box shows a whole list of fields (left) and provides ways to format them (right) so that they work just right.

8 . D ou ble - click t h e Au t h or fie ld n a m e t o in se r t it in t o t h e h e a de r . The aut hor's nam e appears next t o t he t it le in t he header. ( I f you're working on your own com put er, it 's probably your nam e.) This t ext is grayed out t o show t hat it 's a field and t hat you can't edit it direct ly. 9 . D ou ble - click a n yw h e r e on t h e docu m e n t 's body t e x t t o close t h e H e a de r & Foot e r Tools con t e x t u a l t a b . You have t wo opt ions for closing t he header and going back t o edit ing your docum ent . You can doubleclick anywhere out side t he header, or, on t he right side of t he ribbon, you can click t he Close Header and Foot er but t on. Eit her way, t he header fades out and t he t ext of your docum ent sharpens up. Your insert ion point appears back in t he body t ext , and you're ready t o work.

POWER USERS' CLINIC Inspecting Your Document's Properties and Fields When you t ype t o replace placeholder t ext in a Quick Part ( like t he header t it le in st ep 3 in Sect ion

3.4.2 ) , som et hing else happens behind t he scenes. Every Word docum ent has propert ies defining inform at ion like aut hor, t it le, and subj ect . You can check t hem out in t he Docum ent I nform at ion Panel: Choose Office but t on Prepare Propert ies. ( When you're done, click t he X but t on at t he upper right t o close t he box.) When you give t he header a new t it le, Word t akes t hose words and insert s t hem in t he Tit le field of t he Docum ent I nform at ion Panel. Word keeps t rack of t he t it le and ot her docum ent propert ies and uses t hem t o fill in t he fields you insert int o your docum ent s. You can insert a field in a header, a foot er, or indeed anywhere in your docum ent by choosing I nsert Quick Part s Field. For exam ple, t he num ber of pages in a docum ent is st ored in t he Num Pages field. So if you'd like t o put " Page X of XX pages" in your header or foot er, j ust replace X wit h t he Page field and XX wit h t he Num Pages field.

3.4.3. Adding a Matching Footer Building Block Most of t he header Building Blocks have com plem ent ary foot ers. For exam ple, t he Tiles header used in t he st ep- by- st ep exam ple provides t it le and dat e inform at ion, while t he Tiles foot er provides com pany and page inform at ion ( Figure 3- 15 ) . The st eps for insert ing t he Tiles foot er are nearly ident ical t o t he header st eps. Just st art wit h t he Foot er m enu: Choose I nsert Header & Foot er Foot er or press Alt + N, 0.

Figu r e 3 - 1 5 .

Most of the header and footer Building Blocks come in pairs. By using a header and footer with the same name, you can be sure of having a consistent design. You can modify Building Blockslike this predesigned header and footerafter you insert them in your text. Just edit as you would any text. It's best to leave the page numbers as they are, though. This page number is grayed out to indicate that it's a field that automatically changes for each page.

3.4.4. Creating Custom Headers and Footers Microsoft provides a lot of com pet ent ly designed headers and foot ers wit h Word, but you're free t o creat e your own. Aft er all, Microsoft 's Building Blocks m ay not be t o your t ast e, or m aybe you have t o follow com pany guidelines for your docum ent s. I t 's not difficult t o creat e your own headers in Word. Here's how t o creat e a cust om foot er wit h a com pany nam e on t he left and page num bers on t he right :

1 . Go t o I n se r t

H e a de r & Foot e r

Foot e r

Edit Foot e r .

The insert ion point m oves from t he body of your docum ent t o t he foot er space at t he bot t om . 2 . Type you r com pa n y n a m e , pr e ss En t e r , a n d t h e n t ype you r cit y a n d cou n t r y . Pressing Ent er put s t he cit y and count ry on a new line below t he com pany nam e. Text t hat you t ype direct ly int o t he foot er appears on every page unless you m ake changes t o t he header and foot er opt ions. 3 . Pr e ss Ta b t w ice t o m ove t h e in se r t ion poin t t o t h e r igh t side of t h e foot e r . The first t im e you press Tab, t he insert ion point m oves t o t he cent er of t he page. I f you ent er t ext at t hat point , Word cent ers t he t ext in t he foot er. The second t im e you press Tab, t he insert ion point m oves t o t he right m argin. Text t hat you ent er t here is aligned on t he right m argin. 4 . Ty p e Pa ge , a n d t h e n pr e ss t h e Spa ce ba r . As you t ype, t he insert ion point rem ains on t he right m argin and your t ext flows t o t he left . 5 . Ch oose H e a de r & Foot e r Tools | D e sign I n se r t Alt + JH , Q, F) t o ope n t h e Fie ld dia log box .

Qu ick Pa r t s

Fie ld ( or pr e ss

The Quick Part s m enu shows several different opt ions: Docum ent Propert y, Field, and Building Blocks Organizer. 6 . I n t h e list of Fie ld N a m e s, dou ble - click Pa ge t o in se r t t h e Pa ge fie ld in t h e foot e r . Rem em ber, if you sim ply t ype a num ber int o t he foot er, you'll end up wit h t he sam e num ber on every page. I nst ead, you place t he Page field in your foot er t o t ell Word t o insert t he correct num ber on each page. The page num ber appears in t he foot er next t o t he word " Page." The num ber is grayed out , indicat ing t hat it 's a field and you can't edit t he num ber. 7 . Ty p e of a n d t h e n a spa ce . Pr e ss Alt + JH , Q, F t o ope n t h e Fie ld box a ga in , a n d t h e n dou ble - click t h e N u m Pa ge s fie ld t o in se r t it in you r foot e r a ft e r t h e spa ce .

The Num Pages field keeps t rack of t he num ber of pages in your docum ent . When you're done, your foot er looks like t he one in Figure 3- 16 .

Figu r e 3 - 1 6 .

This custom footer may not be as flashy as Microsoft's Building Blocks, but what Chapman and Hall wants, Chapman and Hall gets. The company name and city are plain typed-in text, while the page number and number of pages are fields that update automatically.

3.4.5. Removing Headers, Footers, and Page Numbers I t 's easy t o rem ove any headers, foot ers, or page num bers t hat you've added t o your docum ent . You'll find a com m and at t he bot t om of each of t he respect ive m enus t o do j ust t hat . I f you want t o rem ove a header, follow t hese st eps:

1 . Go t o I n se r t

H e a de r & Foot e r

H e a de r t o ope n t h e H e a de r m e n u .

You see t he sam e m enu t hat you used t o insert t he header Building Block int o your docum ent . At t he bot t om of t he m enu, below all t he Header exam ples, you see t he Rem ove Header com m and. 2 . Click Re m ove H e a de r . The Header m enu closes, and t he ent ire header disappears from your docum ent t ext , graphics, and all. The st eps for rem oving a foot er or a page num ber Building Block are nearly ident ical. Just st art wit h t he Foot er m enu ( I nsert Header & Foot er Foot er) or t he Page Num ber m enu ( I nsert Header & Foot er Page Num ber) .

3.5. Working with Multiple Columns Word m akes it easy t o work wit h m ult iple newspaper- st yle colum ns. I nst ead of your having t o use t abs or spaces t o separat e t he colum n one line at a t im e, Word let s you set up t he colum n guidelines and t hen t ype away. When you t ype t ext in a m ult icolum n layout , your words appear in t he left colum n first . Aft er you reach t he end or bot t om of t he colum n, t he insert ion point j um ps t o t he t op of t he next colum n and you begin t o fill it , from t op t o bot t om . To use m ult iple colum ns, go t o Page Layout following opt ions:

Page Set up

Colum ns, and t hen click one of t he

On e . Whet her you know it or not , every page in Word has a colum n layout . The st andard layout is one big colum n st ret ching from m argin t o m argin. Tw o . Wit h t wo colum ns, your docum ent begins t o look like a pam phlet or a school t ext book. Th r e e . Three colum ns are about as m uch as a st andard 8.5 x 11- inch page can handle, unless you swit ch t o Landscape orient at ion. I n fact , you m ay want t o reduce t he body t ext size t o about 9 or 10 point s and t urn on hyphenat ion. Ot herwise, you can't fit very m any words on a line. Le ft . This layout has t wo colum ns, wit h t he narrower colum n on t he left . The narrow colum n is a great place t o int roduce t he t ext wit h a long heading and subheading or a quot e pulled from t he larger body t ext . Righ t . The m irror im age of t he Left layout , t his opt ion uses t wo colum ns wit h a narrow colum n at right . M or e Colu m n s . Use t he More Colum ns opt ion t o open t he Colum ns dialog box ( Figure 3- 17 ) where you can creat e a cust om ized colum n layout .

Figu r e 3 - 1 7 .

At the top of the Columns dialog box, you see the same presets as on the Columns menu. Below them, controls let you create your own multicolumn layouts. The preview icon on the right changes as you adjust the settings.

Tip: If you want to use keyboard shortcuts to select column options, press Alt+P, J and then use the up and down arrow keys to highlight one of the options. With your choice highlighted, hit Enter.

When you get t o t he bot t om of a colum n, Word aut om at ically flows your t ext t o t he t op of t he next one, but you can also force Word t o end t he colum n and j um p t o t he next one. There are t wo ways t o creat e a colum n break . The quickest way while you're t yping is t o use t he keyboard short cut Ct rl+ Shift + Ent er ( or Alt + P, BC) . Or, if you forget t he short cut , you can use t he ribbon: Page Layout Page Set up Breaks Colum n.

3.5.1. Customizing Columns Go t o Page Layout Page Set up Colum ns More Colum ns t o open t he Colum ns box ( Figure 3-17 ) where you can creat e cust om page layout s wit h m ult iple colum ns. By ent ering a num ber in t he " Num ber of colum ns" t ext box, you can creat e m ore t han t hree colum ns per page.

UP TO SPEED Choosing Between Columns and Tables Word gives you t wo t ools t o divide your t ext int o st rips Colum ns and Tables. Even t hough t hey m ay look t he sam e on paper, t hey work and act different ly. I f you're writ ing a newslet t er or a pam phlet , you probably want newspaper- st yle colum ns, so you can j ust t ype ( or past e in) your t ext and let Word dist ribut e it sm oot hly from one colum n t o t he next . But if you're list ing t he nam es of volunt eers

who j oined t he PTA each sem est er, you're bet t er off using a t able t o creat e t he colum ns, so you can keep each nam e on it s own line. As a rule of t hum b, use newspaper- st yle colum ns ( Page Layout Page Set up Colum ns) when you need a consist ent num ber of evenly spaced colum ns on each page and when you expect t he reader t o read from t he t op t o t he bot t om of a colum n before m oving t o t he next colum n. Use t ables t o organize inform at ion in rows and colum ns, like a spreadsheet . Readers are j ust as likely t o read t ables left t o right as t hey are from t op t o bot t om . There's m ore inform at ion on t ables in Sect ion 10.1 .

I f you t urn on t he " Equal colum n widt h" checkbox, Word aut om at ically set s all t he colum ns t o t he sam e widt h, so you don't have t o do t he m at h ( Figure 3- 18 ) . Turn off t his checkbox, and you can get creat ive by ent ering a different widt h and spacing for each colum n. Use t he scroll bar on t he right if you can't see all of t he colum ns. Turn on t he " Line bet ween" box t o place a line ( also known as a rule ) bet ween your colum ns for a crisp professional look. Near t he bot t om of t he Colum ns box is a drop- down m enu labeled " Apply t o." I f you want t o use your colum n set t ings for your ent ire docum ent , leave t his set t o " Whole docum ent ." I f you want t o creat e a new sect ion wit h t he colum n set t ings, select " This point forward" from t he m enu ( see t he Tip in Sect ion 3.1.2 ) .

Figu r e 3 - 1 8 .

You can fine-tune your columns options to create just the right effect. This example uses the "Equal column width" and the "Line between" options.

3.6. Line Numbers Line num bers are a favorit e feat ure of lawyers and screenwrit ers. Just as page num bers keep count of a docum ent 's pages, line num bers help you keep t rack of your line count ( Figure 3- 19 ) . Suppose you m ail a print ed copy of your short st ory, wit h line num bering, t o an edit or on t he ot her side of t he count ry. The edit or can call you on t he phone wit h com m ent s and refer t o specific lines and words. Line num bering is also helpful for st udent s and j ournalist s who have t o writ e pieces of a cert ain lengt h. To t urn on basic line num bering, choose Page Layout Cont inuous.

Page Set up

Line Num bers

Figu r e 3 - 1 9 .

With line numbers, it's easy to refer to a precise spot in a document. Word's line numbers count titles and headings as well as text, but they don't include page headers and footers. If your document has newspaper-style columns, the line numbers count the lines in each column.

Word also gives you som e t ools t o set up your line num bers j ust t he way you want t hem . Go t o Page Layout Page Set up Line Num bers t o see t he Line Num bers m enu ( Figure 3- 20 ) . Note: Line numbers appear only in Print Layout view and Full Screen Reading view. If you're expecting line numbers but don't see them, make sure you're in one of these two views.

N on e ( Alt + P, LN , N ) . Don't show any line num bers. Con t in u ou s ( Alt + P, LN , C) . Show line num bers t hroughout t he docum ent . Re st a r t Ea ch Pa ge ( Alt + P, LN , R) . The first line on every page is line 1. Re st a r t Ea ch Se ct ion ( Alt + P, LN , E) . The first line of each sect ion reset s t he line count t o 1. Su ppr e ss for Cu r r e n t Se ct ion ( Alt + P, LN , S) . Line num bers in t he current sect ion don't show and t he lines aren't included in t he overall count . ( The current sect ion is t he sect ion wit h t he insert ion point .) Lin e N u m be r in g ( Alt + P, LN , L) . Click t his but t on t o fine- t une t he way line num bers appear in your docum ent . I t t akes t wo st eps t o reach t he Line Num bers box ( Figure 3- 21 ) . Your first click opens t he Page Set up box t o t he Layout t ab. Click t he Line Num ber but t on in t he bot t om right of t he box t o open t he Line Num bers box.

Figu r e 3 - 2 0 .

The Line Numbers menu gives you several options for controlling the way line numbers show on the screen and in your printed document.

I f you need a lit t le m ore cont rol over your line num bers, open t he Line Num bers dialog box. Here's a not - so- short keyboard short cut t hat t akes you t here: Alt + P, LN, L, Alt + N. Use t he " Add line num bering" checkbox t o t urn line num bering on and off. The radio but t ons give you anot her way t o set t he sam e opt ions t hat you find on t he Line Num bers m enu. I t 's t he t hree t ext boxes t hat offer som et hing different : St a r t a t . Use t he " St art at " box t o set t he st art ing num ber for t he count . Say you want t o st art at num ber 1001 inst ead of 1j ust t ype 1001 in t his box. Fr om t e x t . This box let s you posit ion t he line num bers on your page. Ent er a larger num ber t o m ove t he line num bers fart her away from your t ext . Cou n t by . Som et im es you don't need a line num ber at every line; it m akes your page needlessly clut t ered. Set t he count by num ber t o, say, 5 and you'll see num bers only at line 5, 10, 15, and so fort h.

Figu r e 3 - 2 1 .

The radio buttons in the Line Numbers dialog box repeat commands from the Line Numbers menu. However, the text boxes give you some handy tools for fine-tuning the appearance and behavior of line numbers.

3.7. Hyphenation Wit hout hyphenat ion, if a word is t oo long t o fit on t he line, Word m oves it down t o t he beginning of t he next line. I f a word is part icularly long, it can leave som e pret t y big gaps at t he end of t he line. Just ified t ext is aligned on bot h t he left and right m argins, like m ost of t he t ext in t his book. I f you have j ust ified t ext and no hyphenat ion, you oft en get large, dist ract ing gaps bet ween words, where Word is t rying t o spread out t he t ext along t he line. When used properly, hyphenat ion helps m ake t ext m ore at t ract ive on t he page and easier t o read. I n m ost cases, you can relax and let Word handle t he hyphenat ing. You j ust have t o choose one of t hree basic hyphenat ion st yles from t he Page Layout Hyphenat ion m enu ( Alt + P, H) , as shown in Figure 3- 22 :

Page Set up

N on e . No hyphenat ion at all. For inform al let t ers, first draft s, and m any report s, you m ay choose not t o use hyphenat ion. I t 's a good- looking choice for docum ent s t hat have fairly long lines ( 60 t o 80 charact ers) and left - aligned t ext . Au t om a t ic . Word m akes hyphenat ion decisions based on som e sim ple rules t hat you provide. Consider using aut om at ic hyphenat ion for docum ent s t hat have line lengt hs of about 50 charact ers or less, including docum ent s t hat use newspaper- st yle colum ns. M a n u a l . I n t his schem e, Word asks you about each word it want s t o hyphenat e, giving you t he final decision. Use m anual hyphenat ion when you need t o be part icularly scrupulous about your gram m ar and when you need t o be cert ain t hat you don't hyphenat e a com pany nam e, a person's nam e, or som e ot her equally im port ant word.

3.7.1. Automatic Hyphenation I t 's easy t o t urn on aut om at ic hyphenat ion. Just choose Page Layout Page Set up Hyphenat ion ( or press Alt + P, H) . St ill, you m ay want t o assert som e cont rol over how and when Word uses hyphenat ion. To do t hat , open t he Hyphenat ion box ( Figure 3- 23 ) by choosing Page Layout Page Set up Hyphenat ion Hyphenat ion Opt ions ( Alt + P, HH) . This box has t wo im port ant opt ions t hat let you cont rol hyphenat ion:

Figu r e 3 - 2 2 .

Choose Automatic from the hyphenation menu, and Word takes care of all hyphenation decisions. Word's hyphenation feature works quite well and usually needs no help from you.

UP TO SPEED Hyphenation Rules of Thumb Hyphenat ion rules are not oriously com plicat ed, and, t o m ake m at t ers worse, t hey change by language and count ry. For exam ple, Am ericans and Brit ish hyphenat e different ly. St ill, you should follow t hese basic rules of t hum b: Use h yph e n a t ion w it h docu m e n t s t h a t h a ve sh or t e r lin e s . A docum ent t hat uses t wo or t hree colum ns on t he page needs hyphenat ion t o avoid large gaps in t he t ext . Use h yph e n a t ion w it h j u st ifie d t e x t . Just ified t ext , which is aligned on bot h t he left and right m argins, m akes docum ent s look form al and t idybut not if big gaps appear bet ween let t ers and words. Avoid t hose gaps by let t ing Word hyphenat e your j ust ified t ext . Avoid h yph e n a t in g com pa n y n a m e s a n d pr ope r n a m e s . Most people don't like t o have t heir nam e m essed wit h, and your boss feels t he sam e way about t he com pany nam e. Use m anual hyphenat ion ( covered on t he following page) t o prevent Word from dividing cert ain words. Avoid h yph e n a t in g m or e t h a n t w o lin e s in a r ow . According t o m any st andard st yle guides, it 's wrong t o use hyphenat ion on m ore t han t wo consecut ive lines. Use m anual

hyphenat ion t o rem ove a hyphen if you see t oo m any in a row. Avoid ove r u sin g h yph e n s . Excessive hyphenat ion, even if not on consecut ive lines, dist ract s t he eye and m akes a docum ent m ore difficult t o read.

H yph e n a t ion zon e . This zone is t he m axim um space t hat Word allows bet ween t he end of a word and t he right m argin. I f t he space is larger t han t his, Word hyphenat es a word t o close t he gap. For m ost docum ent s, .25" ( a quart er of an inch) is a reasonable choice. A larger dist ance m ay give you fewer hyphens but a m ore ragged look t o your right m argin. Lim it con se cu t ive h yph e n s t o . A " ladder" of t hree or m ore hyphens m akes t ext difficult t o read. Ent er 2 in t his box, and Word won't hyphenat e m ore t han t wo lines in a row.

Figu r e 3 - 2 3 .

Use the Hyphenation box to set the ground rules for hyphenation. Turn on the "Automatically hyphenate document" checkbox at top to have Word automatically hyphenate words according to the rules you set.

3.7.2. Manual Hyphenation The t erm m anual hyphenat ion sounds like m ore work t han it act ually is. Com put erassist ed hyphenat ion would be a bet t er t erm . When you t urn on m anual hyphenat ion ( Alt + P, HM) , Word aut om at ically finds and shows you words t hat fall wit hin t he hyphenat ion zone, using t he hyphenat ion rules you set in t he Hyphenat ion box ( Figure 3- 23 ) . As shown in Figure 3- 24 , Word gives you t he word in a box and suggest s where t o place t he hyphen. I f you agree, click Yes. I f you'd rat her hyphenat e t he word in a different spot , click t o put t he insert ion point where you want t he hyphen, and t hen click Yes.

Figu r e 3 - 2 4 .

You may not always agree with Word when it comes to hyphen placement. In this case, the hyphen is in the wrong spot in the word "mischance." To manually set the hyphen, click to put the insertion point between the "s" and the "c," and then

click Yes.

Tip: It's best to run the Manual Hyphenation command (Page Layout Page Setup Hyphenation Manual or Alt+P, HM) immediately before you print or save the final draft of your document. If last-minute edits change the line lengths and line breaks, you need to run manual hyphenation again.

3.7.2.1. Optional hyphens Opt ional hyphens are like saying t o Word, " I f you're going t o hyphenat e t his word, do it here." You can place an opt ional hyphen in any word by placing t he insert ion point where you want t he hyphen and t hen pressing Ct rl+ - ( hyphen) . Opt ional hyphens appear on t he print ed page only when t he word is split bet ween lines. Ot herwise, t he opt ional hyphen is a hidden, non- print ing charact er. Tip: You can change your Word Options to show all optional hyphens. Go to Office button Word Options Display. Under the heading "Always show these formatting marks on the screen," turn on the "Optional hyphens" checkbox that's labeled. In your text, optional hyphens look like this: .

When you use m anual hyphenat ion, you're act ually insert ing opt ional hyphens in your t ext . Each t im e you click Yes, Word insert s an opt ional hyphen in your docum ent . I f you change your t ext , words t hat you hyphenat ed m ay no longer fall wit hin t he hyphenat ion zones and t hey won't be split . The opt ional hyphens are st ill t here, as you see if you use t he t ip t o show opt ional hyphens on t he screen.

3.7.2.2. Hyphenating selected text You don't have t o hyphenat e an ent ire docum ent . I f you select a chunk of t ext and t hen st art m anual hyphenat ion ( Alt + P, HM) , Word looks wit hin t he select ion for words t hat should be hyphenat ed. You can choose t o hyphenat e t he words by clicking Yes, or you can m ove t he hyphen by clicking elsewhere in t he word. I f you don't want t o hyphenat e t he word at all, t hen click No. Aft er Word is finished hyphenat ing t he select ion, a box appears asking if you want t o hyphenat e t he rem ainder of t he docum ent .

3.7.2.3. Nonbreaking hyphens Som e words always have hyphens, and som e of t hose are words t hat you don't want t o split bet ween t wo lines. Suppose t he CEO of Coca- Cola decreed t hat under no circum st ances should t he com pany nam e or product ever st raddle t wo lines of t ext . That could be a problem because whenever Word sees a t yped hyphen, it feels free t o break t he word at t he point . What you need is a nonbreaking hyphen, which, despit e t he oxym oronic nam e, is easy t o use. To m ake a hyphen nonbreaking, press down t he Ct rl and Shift keys when you press t he hyphen key ( Ct rl+ Shift + - ) . A hyphen appears at t he insert ion point , but it 's a nonbreaking hyphen and has enough glue t o hold Coca and Cola t oget her no m at t er what .

3.7.3. Removing Hyphenation from Your Document I t 's easier t o rem ove hyphenat ion from your docum ent if you've used aut om at ic rat her t han m anual

hyphenat ion. I n t he case of aut om at ic hyphenat ion, you sim ply t urn it off: Choose Page Layout Page Set up Hyphenat ion None, or use t he keyboard short cut Alt + P, HN. All t he aut om at ic hyphens in your docum ent disappear and t he words rearrange t hem selves accordingly. But when you use m anual hyphenat ion, Word insert s opt ional hyphens in your docum ent t hat don't go away even if you t urn hyphenat ion off. I f you set Hyphenat ion t o None ( Alt + P, HN) , t hen Word cont inues t o split words at t he end of lines using t he opt ional hyphens. The only way t o find and delet e t he opt ional hyphens is wit h Word's Find and Replace dialog box ( Figure 3- 25 ) . Here are t he st eps t o rem ove opt ional hyphens from your docum ent :

1 . Ch oose H om e Re pla ce ( or pr e ss Ct r l+ H ) t o ope n t h e Fin d a n d Re pla ce dia log box t o t h e Re pla ce t a b . I f you don't see a Special but t on at t he bot t om , click t he More but t on on t he left t o expand t he box. ( I f t he box is expanded, t he More but t on is labeled " Less" and clicking it shrinks t he box.) 2 . Click in t h e " Fin d w h a t " box t o pu t t h e in se r t ion poin t in t h e box . Norm ally, you'd j ust t ype in t he t ext t hat you're searching for, but t he opt ional hyphen is a special charact er t hat you won't find on your keyboard. Searching for opt ional hyphens requires a couple of ext ra st eps. 3 . Click t h e Spe cia l bu t t on t o r e ve a l t h e list of spe cia l ch a r a ct e r s . The Find and Replace t ool can search for a num ber of special charact ers. Som e of t hem , like t he opt ional hyphen and t he paragraph m ark, are nonprint ing charact ers. Ot hers, like t he em dash need m ore t han a single keyst roke t o produce. 4 . Fr om t h e m e n u of spe cia l ch a r a ct e r s, ch oose Opt ion a l H yph e n . The Special m enu closes when you m ake a choice from t he list . I n t he " Find what " box, you see ^ - , t he code Word uses t o indicat e an opt ional hyphen. Leave t he " Replace wit h" box em pt y, because you want t o replace t he opt ional hyphens wit h not hing, which effect ively rem oves t hem . 5 . Click Re pla ce All t o r e m ove a ll opt ion a l h yph e n s fr om you r t e x t . Word quickly rem oves t he opt ional hyphens and displays a m essage t elling you how m any changes were m ade. Click Close t o dism iss t he alert box, and t hen, in t he Find and Replace box, click Close. Mission accom plished.

Figu r e 3 - 2 5 .

Click the Special button on the Replace tab (Ctrl+H) to enter nonprinting characters like optional hyphens in the "Find what" or "Replace with" field. You can change your display settings to always show optional hyphens. When they aren't at the end of a line, optional hyphens look like the character between the "r" and "t" in the word "mortals" (circled).

4. Formatting Text, Paragraphs, and Headings Form at t ing is t he fine art of m aking your docum ent s effect ive and at t ract ive. Good form at t ing dist inguishes different part s of your t ext and helps your readers t ake in your m essage. You can apply form at t ing t o j ust about every elem ent of your docum ent , from a single charact er t o ent ire paragraphs. Body t ext needs t o be readable and easy on t he eyes. Headings should be big and bold, and t hey should also be consist ent t hroughout your docum ent . I m port ant words need t o resonat e wit h em phasis. Quot es and references should be set off from t he ot her t ext . This chapt er st art s wit h t he basics: how t o form at individual charact ers and wordsselect ing font s and m aking charact ers bold, it alicized, underlined, or capit alized. You learn how t o form at paragraphs wit h indent s and spacing, and how t o cont rol t he way Word breaks up t he words in a line and t he lines in a paragraph. Finally, you find out how t o copy and reuse form at t ing wit h t ools like t he Form at Paint er and st yle set s.

4.1. Formatting Basics Word deals wit h form at t ing on t hree levels encom passing sm all and specific on up t o big and broadt hrough charact ers, paragraphs, and sect ions. You apply different t ypes of form at t ing t o each of t hese part s. Charact er form at t ing includes select ing a font , a font size, bold or it alics, and so on. At t he paragraph level, you apply indent s, bullet s, and line spacing. For each sect ion of your docum ent ( even if t here's only one) , you set t he page size, orient at ion, and m argins, as described in t he previous chapt er. Som et im es it helps t o t hink of t he part s of a docum ent as Russian nest ing dolls: Charact ers go inside paragraphs, which go inside sect ions, which fit inside your docum ent . Each t ype of form at t ing has it s own dialog box, giving you access t o all possible set t ings. You can also apply m ost t ypes of form at t ing via t he ribbon, t he m ini- t oolbar, or t he keyboard short cut . Ch a r a ct e r s. Use t he Font dialog box ( Alt + H, FN) t o form at charact ers. Let t ers, num bers, and punct uat ion m arks are all print able charact ers and, as such, you can form at t hem . Once you select a charact er or a group of charact ers, you can apply any of t he form at t ing com m ands on t he Hom e t ab's Font group ( Alt + H) . You can choose a font and a size for any charact er in your docum ent . You can m ake charact ers bold, underlined, superscript , or change t hem t o j ust about any color of t he rainbow. Note: Prior to the use of computers, groups of letters, numbers, and punctuation of a certain style, such as Helvetica or Bodoni, were called typefaces. The term font was more specific, referring to variations within a typeface such as bold, narrow, or italic. Today, the terms are interchangeable. Word uses the term font, probably because it's shorter and therefore easier to fit into a dialog box.

Pa ra gra phs. Use t he Paragraph dialog box ( Alt + H, PG) t o form at paragraphs. You can set form at t ing for t ext alignm ent , indent s, line spacing, line breaks, and paragraph breaks. You don't have t o select a paragraph t o form at it ; j ust click t o place t he insert ion point wit hin a paragraph. Because charact ers are part of paragraphs ( rem em ber t hose Russian nest ing dolls) , every paragraph includes a basic font descript ion. When you select charact ers wit hin a paragraph and change t he font set t ings, you override t he basic font descript ion in t he paragraph's st yle. Se ct ion s. Use t he Page Set up dialog box ( Alt + P, SP) t o form at sect ions. When you change m argins, page orient at ion, page size, and t he num ber of colum ns per page ( all described in Chapt er 3) , you're form at t ing t he sect ion. Many docum ent s have only one sect ion, so when you m ake form at t ing changes t o a sect ion, you're act ually form at t ing t he ent ire docum ent .

Note: This chapter explains how to format characters and paragraphs. Section formatting is covered in Chapter 9, beginning in Section 9.2.

4.2. Formatting Characters Every charact er in your docum ent is form at t ed. The form at t ing describes t he t ypeface, t he size of t he charact er, t he color, and whet her or not t he charact er is underlined, bold, or capit alized. I t 's easy t o change t he form at t ing, and Word gives you quit e a few different ways t o do it . The easiest and m ost visual way is wit h t he ribbon ( Hom e Font ) . You can furt her fine- t une t he font form at t ing using t he Font dialog box ( Alt + H, FN) . For quick form at t ing, you m ay not need t o go any furt her t han t he m ini- t oolbar t hat pops up when you select t ext for form at t ing. And when you get really good, you can do m ost of your form at t ing wit h keyboard short cut s, never even slowing down long enough t o reach for t he m ouse. Whichever m et hod you use, form at t ing is a t wo- st ep process. First , t ell Word which t ext you want t o form at by select ing it . Then form at away. Or, you can set up your form at t ing opt ions first , and t hen begin t o t ype. Your let t ers and words will be beaut ifully form at t ed from t he get - go.

4.2.1. Formatting with the Ribbon or the Font Dialog Box Since charact er form at t ing is one of t he m ost oft en used Word feat ures, Microsoft put t he m ost popular set t ings right on t he Hom e t ab. I f you don't see what you're looking for t here, t hen you m ust open t he Font dialog box. The good t hing about t he dialog box is t hat it put s all your charact er form at t ing opt ions in one place so you can quickly m ake m ult iple changes. I t 's one- st op shopping if you want t o change t he t ypeface and t he size, and add t hat pink double- underline. Here are t he st eps:

1 . Se le ct a gr ou p of ch a r a ct e r s, a s sh ow n in Figu r e 4 - 1 . You can use any of t he select ion m et hods described in Chapt er 2 . You can drag t o select a single charact er. You can double- click t o select a word. Or you can m ove t he m ouse cursor t o t he left side of a paragraph, and t hen double- click t o select t he whole paragraph. Of course, if you haven't t yped anyt hing yet , you can always go right t o t he ribbon and m ake your form at t ing choices first . Then t ype away.

Figu r e 4 - 1 .

The Font group on the Home tab holds most of the common character formatting commands. Choices you make here apply to text you've selected (like the word "sights" in this example). If you don't see the command you need, in the lower-right corner, click the dialog box launcher to open the Font dialog box (Figure 4-2 ).

2 . Go t o H om e Fon t or t h e Fon t dia log box ( click t h e lit t le la u n ch e r bu t t on sh ow n in Figu r e 4 - 1 or pr e ss Alt + H , FN ) a n d m a k e you r for m a t t in g ch oice s . Many of t he but t ons in t he Font group act like t oggles. So, when you select t ext and click t he underline but t on, Word underlines all t he charact ers in t he select ion. When you click t he underline but t on again, t he underline goes away. I f you can't find t he com m and you want on t he ribbon, or if you want t o m ake several charact er form at t ing changes at once, t hen open t he Font box ( Figure 4- 2 ) .

Figu r e 4 - 2 .

Open the Font box (Alt+H+FN) to change the typeface, style, size, color, and other effects. Like many dialog boxes, the Font box gives you access to more commands than you find on the ribbon.

4.2.2. Formatting with the Mini Toolbar Word's Mini Toolbar isn't quit e as m uch fun as your hot el room 's m ini- bar, but t here are t im es when you'll be glad it 's t here. A new feat ure in Word 2007, t he Mini Toolbar pops up aft er you've select ed t ext ( Figure 4- 3 ) . I t 's faint at first , but if you m ove your m ouse t oward it , t he Mini Toolbar com es int o focus showing com m ands, m ost of which are charact er form at t ing com m ands. Just click one of t he but t ons t o form at your select ion ( or m ove your m ouse away from t he t oolbar if you want it t o go away) .

4.2.3. Formatting with Keyboard Shortcuts When you're t yping away and t he m uses are m oving you, it 's a lot easier t o hit Ct rl+ I t o it alicize a word t han it is t o t ake your hands off t he keyboard and grab a m ouse. Because m ost form at t ing

com m ands work like t oggles, form at t ing opt ions like bold, underline, and it alics becom e second nat ure. For exam ple, t o it alicize a word, j ust press Ct rl+ I at t he beginning, t ype t he word, and t hen press Ct rl+ I at t he end. Table 4- 1 is your cheat sheet t o every charact er form at t ing short cut known t o Word.

Figu r e 4 - 3 .

The mini-toolbar gives you access to the most commonly used commands. It just so happens that most of these commands are character formatting commands.

Font Alt + H, FF; arrow keys; Ent er Ct rl+ D; arrow keys; Ent er Alt + H, FF select s t he font drop- down m enu; use t he arrow keys t o highlight t he font ; press Ent er t o finish t he select ion. Font Size Alt + H, FS; arrow keys; Ent er Ct rl+ Shift + P; arrow keys; Ent er Alt + H, FS select s t he font size drop- down m enu; use t he arrow keys t o highlight t he size; press Ent er t o finish t he select ion. I ncrease Font Size

Alt + H, FG Ct rl+ > I ncreases font size. Decrease Font Size Alt + H, FK Ct rl+ < Decreases font size. Bold Alt + H,1 Ct rl+ B Toggles bold on and off. I t alic Alt + H,2 Ct rl+ I Toggles it alics on and off. Underline Alt + H, 3; Ent er Ct rl+ U Toggles underline on and off. Double underline Alt + H, 3; down arrow; Ent er Ct rl+ Shift + D Toggles double underline on and off. Underline st yle Alt + H, 3; arrow keys

Alt + H, 3 select s t he underline st yle drop- down m enu; use t he arrow keys t o highlight t he st yle; press Ent er t o finish t he select ion.

St riket hrough Alt + H, 4

Toggles st riket hrough on and off. Subscript Alt + H, 5 Ct rl+ = Toggles subscript on and off. Superscript Alt + H, 6 Ct rl+ + Toggles superscript on and off. Change Case Alt + H, 7; arrow keys Shift + F3 Toggles t hrough five case opt ions: sent ence case, lowercase, uppercase, capit alize each word, t oggle case. Color Alt + H, FC; arrow keys; Ent er

Alt + H, FS FC select s t he font color drop- down m enu; use t he arrow keys t o highlight t he color; press Ent er t o finish t he select ion. Highlight Text Alt + H, I ; Ent er

Alt + H, I select s t he highlight drop- down m enu; Ent er highlight s t he select ion. Clear form at t ing Alt + H, E Ct rl+ Spacebar

Rem oves t ext form at t ing from t he select ion.

Ta ble 4 - 1 . As a r e su lt of W or d's e volu t ion , m ost for m a t t in g com m a n ds h a ve m or e t h a n on e k e yboa r d sh or t cu t . A n e w se t of k e yboa r d sh or t cu t s is pa r t of t h e r e or ga n iza t ion t h a t ca m e u p w it h W or d 2 0 0 7 's n e w r ibbon fe a t u r e . Bu t if com m a n ds lik e Ct r l+ B for bold a n d Ct r l+ U for u n de r lin e a r e pe r m a n e n t ly bu r n e d in t o you r br a in , don 't w or r y: Th ose com m a n ds fr om pr e viou s ve r sion s st ill w or k j u st fin e . Com m a n d

Ke yboa r d Sh or t cu t

Old Ke yboa r d Sh or t cu t

D e scr ipt ion

NOSTALGIA CORNER Where's the Animated Type? I n what m ay be an unprecedent ed m ove, Microsoft act ually reduced t he num ber of t ext form at t ing opt ions in Word 2007. Fort unat ely, t he defunct feat ure is som et hing m ost folks won't m iss anim at ed t ype. I n Word 2003, Alt + O, FX opened t he Effect s panel on t he Font dialog box. There you found such anim at ed effect s as Blinking Background, Las Vegas Light s, Marching Black Ant s, Marching Red Ant s, Shim m er, and Sparkle. ( Microsoft int ended t hese effect s for use on Web sit es, of course, not on print ed docum ent s.) Presum ably, t he general public had good enough t ast e t o shun t hese annoying t ype effect s, and Microsoft dropped t hem due t o disuse. I n any case, if you absolut ely m ust have red m arching ant s dancing around t he perim et er of your let t ers, t he only way t o enlist t hem is t o cut and past e preform at t ed t ext from an older version of Word.

4.2.4. Changing Capitalization Any let t er can be uppercase or lowercase, but when you get t o words and sent ences, you find som e variat ions on t he t hem e. I t 's not unusual t o have a heading or a com pany nam e where all t he let t ers are capit alized. Sent ences st art wit h an init ial cap on t he first word only, and t it les usually have t he m aj or words capped. I n an effort t o aut om at e anyt hing t hat can possibly be aut om at ed, Microsoft provides t he Change Case m enu ( Alt + H, 7) on t he ribbon ( Figure 4- 4 ) . The Change Case com m and defies t he usual rules about select ing before you apply charact er form at t ing. I f you don't select anyt hing, Word assum es you want t o apply t he Change Case com m and t o an ent ire word, so t he program select s t he word at t he insert ion point . I f you've select ed t ext , t he com m and works, as you'd expect , only on t he select ion.

Figu r e 4 - 4 .

The Change Case menu gives you five ways to change the case of a selection. To open it, click the button that looks like two letter As.

4.2.4.1. Small caps for headers Sm all caps ( Figure 4- 5 ) are anot her variat ion on t he capit alizat ion t hem e. You won't find t his opt ion on t he Change Case but t on; for sm all caps you have t o use t he Font dialog box, which you find on t he right side under Effect s ( where underline or st riket hrough are) . Sm all caps are great for headings and let t erhead ( especially if you're a lawyer or an account ant ) , but you wouldn't want t o use t hem for body t ext . I t 's difficult t o read all capit alized t ext for an ent ire paragraph.

Figu r e 4 - 5 .

Small caps are a great way to distinguish a heading or subheading from body text, like the words "Calm in Storm." Initial letters get full-sized capitals while the letters that would normally be lowercase get small capitals.

4.3. Formatting Paragraphs Form at t ing a paragraph usually ent ails changing it s shape. You m ay be squeezing it in wit h indent s or st ret ching it out wit h addit ional line spacing. Ot her kinds of form at t ing change a paragraph's very nat ure, like adding a border or m aking it part of a num bered or bullet ed list . The Paragraph form at t ing group ( Hom e Paragraph) is right next door t o t he Font group ( Figure 4- 6 ) . You don't need t o select t ext t o form at a paragraph; j ust m ake sure t he insert ion point is in t he paragraph you want t o form at . However, if you want t o form at several paragraphs at once, select t hem all before you apply a com m and.

Figu r e 4 - 6 .

Paragraph formatting commands are in the Home Paragraph group. Left to right, from the top, you find buttons to add bullets and numbers, apply indents, sort paragraphs, show the paragraph mark, align paragraphs, adjust line spacing, change the background color, and add borders.

4.3.1. Aligning Text I t 's easy t o apply alignm ent t o t ext . Wit h your insert ion point in t he paragraph you want t o change, click one of t he alignm ent but t ons in t he Paragraph group on t he Hom e Tab. For exam ple, Hom e Paragraph Left set s t he current paragraph's alignm ent . As shown in Figure 4- 7 , you have four choices when it com es t o aligning your paragraphs:

Le ft ( Alt + H , AL) . Aligns t he lines in t he paragraph flush on t he left side and ragged on t he right . Left alignm ent is st andard for let t ers, report s, and m any business docum ent s. Ce n t e r e d ( Alt + H , AC) . Cent ers each line in t he paragraph, leaving bot h left and right m argins ragged. This set t ing is appropriat e for headings and short chunks of t ext , as in invit at ions and advert isem ent s. Avoid using cent ered t ext for long paragraphs, since it 's hard for readers' eyes t o t rack from t he end of one line t o t he beginning of t he next when t he left m argin is uneven. Righ t ( Alt + H , AR) . Aligns t he lines in t he paragraph flush on t he right side and ragged on t he left . This unusual alignm ent is m ost oft en used for set t ing capt ions or quot at ions apart from t he m ain t ext . Ju st ifie d ( Alt + H , AJ) . Adds space bet ween let t ers and words so t hat bot h t he left and right sides of t he paragraph are st raight and flush wit h t he m argins. Just ified m argins give t ext a m ore form al look suit able for t ext books or scholarly docum ent s. I f your j ust ified t ext looks odd because big gaps appear bet ween t he let t ers or words, t ry using a long linet hat is, put t ing m ore charact ers per line. You can do t his by ext ending t he m argins ( Alt + P, M) or by changing t he size of your font ( Alt + H, FS) .

Figu r e 4 - 7 .

Set the alignment of your paragraphs using the buttons on the ribbon. Four settings are available: Left, Centered,

Right, and Justified.

4.3.2. Indenting Paragraphs One of t he m ost com m on reasons for indent ing a paragraph is t o set off quot ed t ext from t he rest of t he docum ent . Usually, you m ove t he paragraph's left edge in about a half inch from t he left m argin. Word m akes it easy t o indent t ext in t his way. Just use t he I ncrease I ndent but t on on t he ribbon ( shown back in Figure 4- 6 ) or t he short cut Alt + H, AI . I f you change your m ind and want t o rem ove

t he indent , use t he com panion com m and Decrease I ndent ( Alt + H, AO) . The ribbon but t ons handle m ost everyday indent at ion chores, but what if you need t o cust om ize your indent s? To do t hat , open t he Paragraph dialog box t o t he I ndent s and Spacing t ab ( Alt + H, PG) , and you see t he I ndent at ion t ools in t he m iddle of t he t ab ( Figure 4- 8 ) .

Figu r e 4 - 8 .

The Paragraph box is divided into four sections. From the top you see: General, Indentation, Spacing, and Preview. As you adjust your paragraph formatting using tools from the first three groups, you see the changes take place in an example paragraph in the Preview window.

The indent at ion t ools in t he Paragraph box let you set indent s wit h m uch m ore precision t han t he sim ple I ncrease and Decrease but t ons. For one t hing, you can indent your paragraph from bot h m argins using t he Left and Right t ext boxes. Type a num ber in t he box or use t he arrow but t ons t o m ake an adj ust m ent . Look in t he Preview window at bot t om t o get a sense of t he changes you're m aking.

Novels, short st ories, and ot her m anuscript s oft en indent t he first line of each paragraph. To set up t his form at , click t he Special drop- down m enu, and t hen choose " First line." Type a num ber, in inches, in t he By box on t he right . A quart er inch ( .25" ) is usually an at t ract ive first - line indent . Tip: By the way, don't hit Tab to create a first-line indent. For one thing, it creates an amateurish, type-writer-like half-inch indent. And you lose all the benefits of paragraph formatting. For example, when you press Enter to start a new paragraph, Word automatically carries your settings forward, with a perfect first-line indent just like the paragraph above. If you use the Tab key, you have to remember to hit it at the beginning of every paragraph, and there's the danger of messing up your indents if you change the tab settings (Section 4.5 ).

For t he reverse of t he " First line" indent , choose t he hanging indent where t he first line ext ends t o t he left m argin, while t he rest of t he paragraph is indent ed t he am ount shown in t he By box. This kind of indent at ion m akes great looking glossaries, bibliographies, and such.

4.3.3. Spacing Between Paragraphs For docum ent s like business let t ers or report s t hat use block- st yle paragraphs, t here's usually a lit t le space bet ween each. You can adj ust t his spacing bet ween paragraphs t o set off som e blocks of t ext from t he rest . Use t he Paragraph dialog box ( Figure 4- 8 ) t o adj ust t he dist ance bet ween paragraphs. On t he left , you can ent er num bers t o set t he space before t he paragraph and t he space aft er. Wit h body t ext paragraphs, it 's good t o set t he sam e, relat ively sm all dist ance before and aft ersay, t hree point s. For headers, you m ay want t o put a lit t le ext ra space before t he header t o dist ance it from t he preceding t ext . That space m akes it clear t hat t he header is relat ed t o t he t ext beneat h it . Generally speaking, t he m ore significant t he header, t he larger t he t ype and t he great er t he spacing around it .

4.3.4. Spacing Between Lines I n t he Paragraph box, t o t he right of t he paragraph spacing cont rols, you find t he " Line spacing" t ools. Use t hese cont rols t o set t he dist ance bet ween lines wit hin paragraphs. You have t hree preset s and t hree cust om set t ings: Sin gle keeps t he lines close t oget her, wit h a m inim um am ount of space bet ween. Single spacing is usually easy t o read, and it sure saves paper. 1 .5 lin e s gives your t ext a lit t le m ore breat hing room , and st ill offers a nice professional look. D ou ble is t he opt ion preferred by t eachers and edit ors, so t here's plent y of room for t heir helpful com m ent s. At le a st is a good opt ion if you have a m ix of font sizes or include inline graphics wit h your t ext . This opt ion ensures t hat everyt hing fit s, as Figure 4- 9 illust rat es. Ex a ct ly put s you in cont rol. Type a num ber in t he At box, and Word won't m ess wit h t hat set t ing. M u lt iple is t he oddball of t he bunch. Think of Mult iple as a percent age of a single line space: 1= 100 percent ; .8= 80 percent ; 1.2= 120 percent ; and so on.

Figu r e 4 - 9 .

Line spacing controls the space between lines within a paragraph. These examples show the same paragraph, with two different settings. All the type is set to 11 points except for the word "by," which is 24-point type. Top: Using the "At least" option with 12 points entered in the At box, this setting adjusts so that the oversized word fits. Bottom: Using the Exactly option with 12 points in the At box, the b and y get clipped off.

4.3.5. Inserting Page Breaks and Line Breaks Som e t hings j ust look wrong, such as a heading at t he bot t om of a page wit h no t ext beneat h it . That heading should be at t he t op of t he next page. Sure, you could force it over t here wit h a page break ( Ct rl+ Ent er) , but t hat can cause t rouble if you edit your t ext and t hings m ove around. You could end up wit h a page break in som e weird spot . The solut ion is t o adj ust your Line and Page Break set t ings so t hat headings and paragraphs behave t he way you want t hem t o. On t he Paragraph box's Line and Page Breaks t ab ( Figure 4- 10 ) , you can adj ust how paragraphs handle t hese breaks. The behavior becom es part of t he paragraph's form at t ing and t ravels wit h t he t ext no m at t er where you m ove t he t ext or breaks. The keyboard short cut t o get t here is Alt + H, PG, Alt + P. You can use four set t ings: W idow / Or ph a n con t r ol . Single lines abandoned at t he t op ( widows) or bot t om ( orphans) of t he page look out of place. Turn on t his checkbox, and Word keeps t he whole fam ily, er, paragraph t oget her. Ke e p w it h n e x t . Cert ain paragraphs, like headings, need t o st ay at t ached t o t he paragraph t hat com es im m ediat ely aft er t hem . Choose t he " Keep wit h next " opt ion for your headings, and t hey always appear above following paragraph. Ke e p lin e s t oge t h e r . Som et im es you have a paragraph t hat shouldn't be split bet ween t wo pages, like a one- paragraph quot e or disclaim er. Use t his opt ion t o keep t he paragraph as one unit. Pa ge br e a k be for e . Use t his com m and wit h m aj or headings t o m ake sure new sect ions of your docum ent st art on a new page.

Figu r e 4 - 1 0 . between pages.

Use the Line and Page Break settings to control the appearance of your text and to avoid awkward transitions

4.4. Creating Bulleted and Numbered Lists Bullet s and num bers add im pact and help organize inform at ion. The bullet s in t he previous sect ion call at t ent ion t o t he Line and Page Breaks com m ands and show t hat t he com m ands are relat ed t o each ot her. Num bered paragraphs send a different signal, im plying t hat t he it em s list ed are sequent ial or have a hierarchy. This book uses num bered paragraphs for st ep- by- st ep inst ruct ions. Meet ing m inut es are usually num bered, bot h as a point of reference and t o indicat e t he order of t he m eet ing's event s. Like t he ot her paragraph form at t ing opt ions, you don't have t o select a paragraph t o form at it . I t 's enough j ust t o have t he insert ion point in t he paragraph. When using bullet s or num bers, you usually want t o form at m ore t han one paragraph. To do t hat , m ake a select ion, and t hen click t he bullet or num ber but t on.

4.4.1. 4.4.1.1. Bulleted paragraphs I t 's easy t o t urn an ordinary paragraph int o a bullet ed paragraphWord does all t he heavy lift ing for you. You m ay spend m ore t im e choosing a bullet st yle t han applying it . Here's how t o creat e a bullet ed list :

1 . Go t o H om e Pa r a gr a ph , a n d t h e n click t h e t r ia n gle n e x t t o t h e Bu lle t bu t t on t o ope n t h e Bu lle t s m e n u ( or pr e ss Alt + H , U) . At t he t op of t he m enu ( Figure 4- 11 ) , you see bullet st yles t hat you used recent ly. I n t he m iddle, you see your Bullet Library. The bot t om sect ion shows bullet st yles t hat have already been used in t he docum ent . At t he very bot t om are t wo com m ands for cust om izing bullet s.

Figu r e 4 - 1 1 .

The Bullet menu provides choices from the traditional filled circle to more contemporary options. If you have your own ideas for bullet design, at the bottom of the menu click Define New Bullet.

2 . On t h e Bu lle t s m e n u , click t o ch oose a bu lle t st yle . When you click a bullet t o apply t hat st yle t o t he paragraph, a couple of t hings happen. Word adds t he bullet and aut om at ically form at s t he paragraph wit h a hanging indent ( Sect ion 4.3.2 ) , so t hat t he first line of t he paragraph ext ends fart her t o t he left t han t he ot her lines. The bullet appears in t his overhang, calling at t ent ion t o t he bullet and set t ing off t he paragraph from t he ot her body t ext . 3 . Type som e t e x t , a n d t h e n pr e ss En t e r t o st a r t a n e w pa r a gr a ph . When you hit Ent er t o creat e a new paragraph, Word assum es t hat you're cont inuing wit h your bullet ed list , so it adds t he sam e bullet and indent aut om at ically. You don't have t o do anyt hing; j ust keep on writ ing. 4 . W h e n you 'r e t h r ou gh w it h you r bu lle t e d list , pr e ss En t e r , a n d t h e n click t h e H om e Pa r a gr a ph Bu lle t bu t t on a ga in t o t u r n off bu lle t for m a t t in g . The paragraph wit h t he insert ion point changes from a bullet ed paragraph t o a norm al paragraph.

I f you have a few paragraphs t hat you've already writ t en, and you want t o change t hem t o bullet ed paragraphs, j ust select all t he paragraphs, and t hen click t he Bullet but t on.

4.4.1.2. Customizing bullets You don't have t o set t le for t he bullet s shown on t he m enuWord has m ore choices t ucked away. You can even use your own graphics for bullet s, like a m iniat urized version of your com pany logo. To explore t he Bullet opt ions available t o you, open t he Bullet m enu ( Alt + H, U) , and t hen, at t he bot t om of t he m enu, click Define New Bullet . The Define New Bullet Box opens, showing you t hree but t ons at t he t op: Sym bol, Pict ure, and Font . Use t he Sym bol t o browse t hrough addit ional bullet opt ions t hat are built int o Word's t ype libraries. Use t he Font but t on t o apply charact er st yles t o your choice such as font size, shadow, or bold form at t ing. The m iddle but t on is t he m ost int erest ingit opens t he Pict ure Bullet box ( Figure 4- 12 ) where you see a whole slew of bullet s based on pict ure files. These files are t he sam e sort used for drawings and phot ographs, wit h filenam e ext ensions like .j pg, .gif, .pct , and .em f. I n addit ion t o t hese dozens of bullet opt ions, you can use your own pict ure or graphic files as bullet s. Just click t he I m port but t on at t he bot t om - left corner t o open t he Add Clips t o Organizer box. Use t his Windows file box t o select any pict ure on your com put er and add it t o your bullet library.

4.4.1.3. Numbered paragraphs I n m ost cases, num bered paragraphs work j ust like bullet ed paragraphs. You can follow t he st ep- byst ep inst ruct ions in t he previous sect ion for m aking bullet ed paragraphs t o m ake num bered paragraphs. Just click t he Num bering but t on, and t hen choose a num ber st yle ( Figure 4- 13 ) . The m ain dist inct ion bet ween t he num bered paragraphs and t he bullet ed paragraphs is in t he opt ions. For num bered paragraphs, you can choose from Arabic num bers, Rom an num erals, num bers set off by parent heses, and alphabet ic sequences. You can even use words such as One, Two, Three, or First , Second, Third.

4.4.1.4. Multilevel lists Mult ilevel list s are a m ore advanced num bering form at . They help you creat e proj ect and docum ent out lines, as well as legal docum ent s divided int o art icles and sect ions. I n a m ult ilevel list , each new level is indent ed ( nudged t o t he right ) , and usually each new level has a new num ber form at ( Figure 4-14 ) . I n addit ion t o out line and legal num bering, m ult ilevel list s can use bullet s inst ead of num bers. So for exam ple, you can creat e a bullet ed list t hat uses squares for level one, t riangles for level t wo, and circles for level t hree. I f you choose a bullet ed m ult ilevel list , t he lines wit hin t he levels aren't sequenced; t hey're j ust bullet ed.

Figu r e 4 - 1 2 .

Open the Picture Bullet box to see bullets based on picture files like JPEG and GIF. If you have pictures or drawings on your computer that you want to use as bullets, then click the Import button in the lower-left corner.

Figu r e 4 - 1 3 .

Word provides several styles for numbered paragraphs. In fact, a better term would be sequenced paragraphs, because not all of the styles use numbers. You find recently used styles at the top of the list. To customize your numbered lists, click Define New Number Format (not shown) at the bottom of the list.

Figu r e 4 - 1 4 .

Multilevel lists add an extra twist to the numbered format. They're like outlines and provide a new sequence of characters for each new outline level.

4.5. Setting Tabs The lowly Tab key cont ains m ore power t han you m ay t hink. Sure, you can use t he Tab key t o scoot t he insert ion point across t he page in half- inch increm ent s. But Word's t ab t ool is capable of m uch loft ier feat s: You can use it t o design a dinner m enu, creat e a playbill, or develop a series of consist ent ly form at t ed report s. Tab st ops are all about precision alignm ent , giving you cont rol over t he way you present t ext and num bers t o your readers. For exam ple, on your dinner m enu you can use tab leaders ( dot t ed lines like t he ones in t his book's t able of cont ent s) so t hat your reader's eye t racks from Wild Salm on t o t he except ionally reasonable price you're asking. Once you have set t ings you like, you can save and reuse t hem . ( How's t hat for efficiency?) Before you st art working wit h t abs, you need t o know a few basic t erm s: Ta bs . Technically considered t ab charact ers , t abs are hidden form at t ing charact ers, sim ilar t o space charact ers. Tabs are em bedded in your docum ent 's t ext . Ta b st ops . These paragraph set t ings define t he posit ion and charact erist ics of t abs in your docum ent . Think of t ab st ops as definit ions, describing your t abs. To define t hem , you use Word t ools, like t he Ruler or t he Tabs dialog box. Ta b k e y . The key on your com put er keyboard t hat insert s t abs int o your t ext . Press t he Tab key, and Word insert s a t ab in t he t ext at t hat point . The t ab charact er m akes t he insert ion point j um p left t o right and st op at t he first t ab st op it reaches. I f you haven't set any new t ab st ops, Word uses t he built - in set of t ab st opsone every half inch across t he widt ht hat every new, blank docum ent st art s out wit h.

4.5.1. How Tab Stops Work Tab st op set t ings apply t o paragraphs. I f a paragraph has several lines, t he t ab st ops are t he sam e for all t he lines wit hin t hat paragraph. I f you haven't deliberat ely set t ab st ops, Word provides built - in t ab st ops at half- inch int ervals. These st ops are left t ab st ops, m eaning t he t ext aligns on t he left side. You can see all t ab st ops on t he horizont al rulert hey show as sm all vert ical t ick m arks in t he gray area below t he num ber scale ( Figure 4- 15 ) .

Figu r e 4 - 1 5 .

Tabs are just white space in your text, but for Word, they're these little arrow characters that position your text on the line. You can change your Word Options (Office button Word Options Display) to show tabs on your screen.

Tip: If you don't see tab stops in the ruler, click within a paragraph. Remember, tab stops are paragraph settings, so your insertion point must be in a paragraph to see them.

4.5.2. Viewing Tab Marks in Your Text Tabs are invisible on t he print ed page, like spaces or paragraph m arks. Som et im es, when your docum ent behaves unexpect edly, it helps t o reveal t he hidden charact ers so you can see if t abs are t he culprit . Aft er all, when t hey're hidden, all you see is whit e space on t he page, however, spaces, t abs, and indent s each behave quit e different ly. To view t abs wit hin your t ext :

1 . Ch oose Office bu t t on 4-16 ) .

W or d Opt ion s t o ope n t h e W or d Opt ion s dia log box ( Figu r e

The Word Opt ions but t on is at t he bot t om of t he Office m enu.

Figu r e 4 - 1 6 .

Use the Word Options box to reveal formatting characters like tabs, spaces, and paragraph marks. When you turn on the checkbox next to the mark, you see these nonprinting characters on your screen.

2 . On t h e le ft side of t h e W or d Opt ion s box , ch oose t h e D ispla y opt ion . The panel on t he right is divided int o t hree part s. The t op sect ion shows page display opt ions, t he m iddle sect ion shows form at t ing m arks, and t he bot t om sect ion holds print ing opt ions. 3 . I n t h e m iddle gr ou p, t u r n on t h e " Ta b ch a r a ct e r s" ch e ck box t o m a k e you r t a bs visible . An icon next t o t his checkbox shows you t he sym bol for t ab charact ers. This m ark shows up on your com put er screen but not in print ed t ext . 4 . Click OK t o sa ve t h e se t t in gs a n d close t h e dia log box . The box closes and you see t he t abs as sm all arrows in your t ext .

4.5.3. Deleting and Editing Tabs Because t abs are charact ers wit hin your docum ent , you can delet e, copy, and past e t hem , j ust as you would any ot her charact er or t ext fragm ent . Maybe you want t o delet e a t ab j ust click im m ediat ely aft er a t ab charact er, and t hen press t he Backspace key. You can also use t he Tabs box

( Figure 4- 17 ) for t o cont rol t abs. Wit h t abs, you can use alm ost any edit ing t rick t hat you'd use on ot her charact ers. You can select and drag a t ab t o a different place in your t ext . You can use short cut keys, such as Ct rl+ X t o cut a t ab and Ct rl+ V t o past e it som eplace else. ( All of t hese act ivit ies are m uch, m uch easier when you've set your Word Opt ions t o view t ab m arks as described previously.)

Figu r e 4 - 1 7 .

The Tabs box puts you in complete control of all things tabular. When you select a specific tab in the upper-left box, you can customize its alignment and leader characters.

4.5.4. Types of Tabs Five t ypes of t abs are available in Wordone of which isn't a t rue t ab but works well wit h t he ot hers: Le ft t a b . The m ost com m on t ype of t ab, it aligns t ext at t he left side; t ext flows from t he t ab st op t o t he right . When you st art a new, blank docum ent , Word provides left t abs every half inch. Ce n t e r t a b . Keeps t ext cent ered at t he t ab st op. Text ext ends evenly left and right wit h t he t ab st op in t he m iddle. Righ t t a b . Aligns t ext t o t he right . Text flows backwards from t he t ab st op, from right t o left . D e cim a l t a b . Used t o align num bers, whet her or not t hey have decim als. Num bers align wit h t he decim al point cent ered on t he t ab st op. Num bers wit hout decim al point s align sim ilar t o a right t ab.

Ba r t a b . The Bar t ab is t he oddball of t he group and, no, it has not hing t o do wit h your local wat ering hole. I t also has not hing t o do wit h aligning t ext . I t insert s a vert ical bar in your t ext as a divider. The bar appears in every line in t he paragraph. This t ab st op ignores t abs insert ed in your t ext and behaves in t he sam e m anner whet her or not t ab charact ers are present . Note: There may be a certain Microsoftian logic in grouping the bar tab with the tab feature, but Word provides other ways to place vertical lines on your pages that you may find more intuitive. You can use Insert free-form lines. Or you can use borders for paragraphs or tables.

Insert Shapes

More and choose the line for

4.5.5. Tab Leaders Tab leaders help readers connect t he dot s by providing a t rail from one t abbed it em t o t he next . They're ideal for creat ing professional- looking m enus, playbills, and m ore. Here are som e exam ples:

Hamlet, Prince of Denmark...........Sir Laurence Olivier Ophelia, daughter to Polonius.......Roseanne Barr

Four Leader opt ions can be used wit h each t ype of t ab st op except t he bar t ab:

None No leader here Dotted..............................You've seen this before Dashed_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ For a different, intermittent look Underline__________________________ When only a solid line will do

As visual aids, leaders are quit e helpful, and t hey work equally well for t ext and num bers.

4.6. Using Word's Rulers I f you're visually orient ed, you m ay prefer t he ruler for fut zing wit h t ab st ops, page m argins, and indent s. Two rulers are availablehorizont al and vert ical. The horizont al ruler appears at t he t op of t he page, giving you quick access t o your t ab, indent , and m argin set t ings. To m ake t he rulers visible, press Alt + W, R, or click t he View Ruler but t on at t he t op of t he right - hand scroll bar ( Figure 4- 18 ) . Tip: The ruler marks off your page in the measuring units of your choice. The factory setting uses inches, but if you want to make changes, you can do that in Word Options. Go to Office button Word Options Advanced. Scroll down to the group under Display, and then change the drop-down menu labeled "Show measurements in units of" to your preferred units of measurement.

Figu r e 4 - 1 8 .

Word's ruler provides lots of information about the formatting of the current paragraph, that is, the paragraph that contains the insertion point. Use the button just above the scroll bar for a quick way to show and hide your ruler.

4.6.1. Managing Tab Settings with the Ruler I n Figure 4- 18 , t he ruler m easures t he page in inches. The grayed areas at bot h ends of t he ruler indicat e t he page m argins. The num bers on t he ruler m ark t he dist ance from t he left m argin in bot h direct ions, left and right . Not e t he num ber 1, at t he left edge of t he ruler in Figure 4- 18 .

4.6.1.1. Setting tab stops Word's every- half- inch t ab st ops can work for m any of your docum ent s, but sooner or lat er, you m ay

need t o put a t ab st op in a different place or change it s st yle. No problem it 's easy enough t o do wit h t he ruler. Set t ing a new t ab st op is a t wo- st ep process:

1 . Usin g t h e se le ct ion box t o t h e le ft of t h e r u le r , ch oose t h e t ype of t a b you w a n t . The icon in t his box shows what kind of t ab you're about t o applyLeft , Cent er, Right , Decim al, or Bar. When you hold your cursor over t he box for a second or t wo, a lit t le screen t ip appears describing t he form at t ing opt ion. Click t he box t o cycle t hrough t he t ab st op and indent opt ions. 2 . On ce you 've se le ct e d t h e t a b t ype you w a n t , click t h e r u le r t o posit ion t h e t a b . Click t he point on t he ruler where you want t o place t he t ab st op. An icon appears on t he ruler showing t he posit ion and t he t ype of t ab st op. Tip: If you find the tab icons a little confusing, here's some help: Think of the vertical line as the tab stop and the horizontal line at the bottom as the direction your text flows. For example, the Left tab icon is L shaped, indicating that text flows to the right, away from the tab stop. The Center tab icon has the vertical line in the middle.

You can add an alm ost lim it less num ber of t ab st opsone for every t ick m ark on t he ruler. I f you need great er precision, use t he Tab dialog box described in Sect ion 4.5 . Set t ing a t ab st op rem oves all t he built - in t ab st ops t o it s left , but t he ones t o t he right rem ain.

4.6.1.2. Adjusting and removing tab stops with the ruler I f a t ab st op isn't exact ly where you want it , you don't have t o delet e it j ust drag it t o a new posit ion on t he ruler. I f you wish t o rem ove a t ab st op, drag it up or down off t he ruler, and it disappears. When you m ake t hese changes, your docum ent shows t he consequences. Any t abs in your t ext shift over t o t he next readily available t ab st op, which can be a built - in t ab st op or one t hat you've set .

4.6.2. Setting Margins with the Ruler You can always use t he Page Layout t ools ( Page Layout Page Set up Margins or Alt + P, M) t o set your m argins wit h a click of t he m ouse, but for visual cont rol, not hing beat s t he ruler ( Figure 4- 19 ) . The light er part of t he ruler shows t he t ext area, and t he darker part shows your m argins. Making adj ust m ent s is sim ply a m at t er of clicking and dragging t he m argin t o a new locat ion. Keep in m ind t hat changing your m argin affect s t he ent ire docum ent sect ion; m ore oft en t han not , t hat m eans it affect s t he ent ire docum ent because m any docum ent s are a single sect ion. ( For m ore det ails on working wit h sect ions, see Sect ion 9.2 .)

Figu r e 4 - 1 9 .

Hold your cursor over the margin boundary on the ruler, and it changes to a double arrow, as shown here. The screen tip shows what you're pointing tothe right margin, in this case. Drag the boundary to a new location to change your document margins.

Tip: To avoid confusion, remember that indents are used to change the width of a single paragraph, while margins are used to change the paragraph width for an entire section or document.

4.6.3. Adjusting Paragraph Indents with the Ruler Using t he ruler t o adj ust indent at ion is sim ilar t o changing m argins. I t 's j ust a m at t er of clicking and dragging. I ndent s are bit m ore com plicat ed because you have a few m ore opt ions, and t hat m eans m ore t ools and widget s ( Figure 4- 20 ) . I t can t ake awhile t o get used t o adj ust ing paragraph indent s wit h t he ruler. For one t hing, you need a st eady hand and accurat e clicking t o zero in on t hose lit t le t riangle but t ons. The t op t riangle set s t he first line indent and m oves independent ly. The bot t om t riangle creat es a hanging indent , and you can m ove it independent ly t oo, as long as you grab only t hat t riangle. That lit t le box below t he t riangle is your left indent , and if you drag it , bot h it and t he t op ( first line) indent m arker m ove t oget her.

Figu r e 4 - 2 0 .

To adjust paragraph indents, slide the little triangles along the ruler. The changes you make affect the paragraph with the insertion point. If you want to make changes to more than one paragraph, make a multiple selection before you start.

4.7. Fast Formatting with Format Painter Whet her it 's a special heading or a paragraph of t ext , form at t ing a paragraph j ust t he way you want it is a lot of work. Once you have t he m argins, indent s, and t abs in place, and you've got t he font st yle and size set , you've invest ed a chunk of t im e in t he proj ect . Fort unat ely, you can capit alize on t hat invest m ent . The Form at Paint er works like m agic. You can use it t o copy t he form at t ing of a word, heading, or paragraph ont o som et hing else. You don't have t o worry about any of t he form at t ing det ails. You don't even need t o know how som et hing is form at t ed, so long as you like t he way it looks. Here's how it works:

1 . Se le ct t h e ch a r a ct e r or pa r a gr a ph w it h t h e for m a t t in g t h a t you w a n t t o copy. You can copy and paint eit her t he charact er or t he paragraph form at t ing. I f you want t o copy j ust t ext form at t ing ( font , size, t ext color, and so on) , select a few let t ers or a word wit h t hat form at t ing, not t he whole paragraph. Select ing an ent ire paragraph, com plet e wit h t he paragraph m ark at t he end, copies bot h t he charact er form at t ing and t he paragraph form at t ing. I f you don't select anyt hing, t he Form at Paint er uses t he form at t ing from t he current paragraph, so t o copy paragraph form at t ing alone ( for exam ple, t abs and indent s) , j ust click anywhere in t he paragraph. 2 . Go t o H om e FP.

Clipboa r d a n d click t h e For m a t Pa in t e r bu t t on , or j u st pr e ss Alt + H ,

Your cursor acquires a t iny paint brush icon. I f you have only one quick change t o m ake, j ust click t he Form at Paint er once. However, if you want t o copy t he sam e form at t ing t o several different locat ions, double- click t he Form at Paint er. When you double- click, t he but t on st ays locked down, indicat ing t hat it will st ay on and let you paint m ult iple t im es unt il you're ready t o stop. 3 . D r a g t h e For m a t Pa in t e r ove r t h e t e x t or pa r a gr a ph t h a t you w a n t t o ch a n ge . Here's t he fun part . Like m agic, your select ion t akes on all t he form at t ing t hat you copied. I f you double- clicked for m ult iple form at paint ing, you can keep on dragging over t ext or clicking paragraphs. When you're t hrough, hit Esc. The Form at Paint er but t on pops back up, and your cursor changes back t o it s norm al I - beam appearance.

4.8. Formatting with Styles Like t he Form at Paint er, Word's st yles are great t im e- savers because t hey let you apply a whole bunch of form at t ing com m ands in one fell swoop. Unlike Form at Paint er, Word's st yles are perm anent reposit ories of form at t ing inform at ion t hat you can always apply wit h one click. So, if you've discovered or creat ed t he perfect st yle ( form at t ing) for a heading, you can apply t hat sam e st yle t o headings t oday, t om orrow, or a week from t om orrow. Microsoft provides set s of predesigned Quick St yles. These set s include a Norm al st yle for body t ext and a num ber of Heading st yles. You can also find a variet y of st yles for list s, quot es, references, and for paragraphs or t ext t hat deserve special em phasis. Wit h a click of your m ouse, you can apply any one of t hese st yles and m ake dram at ic changes t o your docum ent ( Figure 4- 21 ) . Som e st yles define charact er form at t ing, such as font , font size, font st yle, and special effect s such as underlining or st riket hrough. Ot her st yles define bot h charact er form at t ing and paragraph form at t ing. Paragraph form at t ing includes t hings like paragraph alignm ent , line spacing, bullet s, num bering, indent s, and t ab set t ings.

Figu r e 4 - 2 1 .

This attractive page uses four Quick Styles: Book Title style centers the text and sets the font to 30-point Constantia with colored borders above and below. Heading 1 for the chapter heading uses a different color and generous paragraph spacing. The Heading 2 spec uses a complementary color and closer paragraph spacing. Finally, the body text uses the Normal style, which provides, among other things, an indent for the first line of each paragraph.

4.8.1. Applying Quick Styles I t 's easy t o preview and apply a st yle t o your t ext . The act ion t akes place in t he St yles group on t he Hom e t ab. Follow t hese st eps:

1.

1 . Se le ct t h e t e x t or pa r a gr a ph t h a t you w a n t t o for m a t . When you want t o apply a st yle t o an ent ire paragraph, j ust click t o put t he insert ion point in t hat paragraph. When you want t o apply a st yle t o t ext , you need t o select t he t ext first . 2 . Go t o H om e docu m e n t .

St yle s a n d h old you r cu r sor ove r a st yle t o se e a live pr e vie w in you r

The St yles group shows a few st yles right on t he ribbon. To see m ore st yles, use t he arrows on t he right t o scroll t hrough t he list , or click t he but t on at bot t om t o open t he ent ire m enu ( Figure 4-22 ) . When you hold t he m ouse cursor over a st yle, t he t ext in your docum ent changes, showing you t he effect of applying t hat st yle. 3 . Click t o a pply t h e st yle . When you click a st yle on t he ribbon or in t he m enu, Word applies t hat st yle t o your paragraph or t ext select ion.

Figu r e 4 - 2 2 .

Each style is a collection of formatting commands that you can apply with a mouse click. To browse the available

styles, go to Home Styles. When you hold your mouse over a style, the text in your document changes, giving you a live preview of the style. Word offers dozens of predesigned Quick Styles, or you can create your own.

4.9. Modifying Styles When you apply a st yle t o a paragraph of t ext , you do m ore t han j ust change it s form at t ing. I n essence, you've at t ached t hat st yle t o t he paragraph. I f you m ake changes t o t hat st yle lat er, t he paragraph reflect s t hose changes. I m agine t hat you have a st yle called Heading 1 t hat cent ers t he headings on t he page. You've used t his st yle repeat edly t hroughout your 400- page novel about t he French Revolut ion. Say, you decide your novel would look bet t er wit h t hat heading aligned on t he left m argin rat her t han cent ered. I nst ead of m aking t he change t o each individual heading, you edit t he Heading 1 st yle. When you change t he st yle definit ion, all your headings t hat are based on t he Heading 1 st yle change t o m at ch. Here are t he st eps t o m odifying a st yle. I n t his exam ple, you give t he Heading 1 st yle left alignm ent :

1 . Go t o H om e

St yle s a n d click t h e St yle s dia log box la u n ch e r ( Figu r e 4 - 2 3 ) .

I n t he St yles box, you can click t o apply any one of t he st yles t o your current select ion or paragraph. Even when t he St yles box is open, you can click wit hin your t ext t o m ove t he insert ion point t o a different paragraph. And you can use t he scroll bar, t he PageUP and PageDN keys, or any ot her m et hod t o navigat e t hrough your docum ent . When you hold your cursor over a st yle, a screen t ip pops up showing you det ails. Turn on t he Show Preview checkbox at bot t om t o see a m ore visual represent at ion of each of t he st yles.

Figu r e 4 - 2 3 .

Open the Style dialog box to see a complete list of all available styles. On the right side, a paragraph mark shows that a style includes paragraph formatting. The lowercase "a" shows that the style includes character formatting. Click the down arrow button to open a menu where you can modify the style definition.

2 . Righ t - click H e a din g 1 ( or w h a t e ve r st yle you w a n t t o ch a n ge ) , a n d t h e n ch oose M odify fr om t h e sh or t cu t m e n u .

The Modify St yle dialog box opens ( Figure 4- 24 ) . Here you can get under t he hood and t inker wit h all t he form at t ing opt ions. Tip: When you right-click anywhere on the style name, or click the V button in the Styles dialog box, a context menu shows you several choices for changing and working with the selected style. At the top of the list is "Update Heading 1 to Match Selection." This option changes all the formatting in the selected style so that it's identical to the current paragraph or selection.

3 . I n t h e low e r - le ft cor n e r of t h e M odify St yle box , click t h e For m a t bu t t on , a n d t h e n ch oose Pa r a gr a ph . The Paragraph dialog box opens. Yep, it 's exact ly t he sam e box you open when you click t he Paragraph dialog box launcher on t he ribbon or press Alt + H, PG ( see Figure 4- 8 ) . I n fact , t he Form at but t on leads you t o m any fam iliar dialog boxes, from Font s t o Borders t o Tabs. The difference, of course, is t hat you're now changing a st yle form at , not j ust a few paragraphs.

Figu r e 4 - 2 4 .

The Modify Style box is command central for tinkering with your style definitions. The properties at the top determine the behavior of the styles when you're working with text. The preview window in the center shows an example of the style in action. Use the format button in the lower-left corner to open dialog boxes to make changes in the character and paragraph formatting.

4 . At t h e t op of t h e Pa r a gr a ph box , in t h e Ge n e r a l gr ou p, click t h e Align m e n t dr op- dow n m e n u , a n d t h e n ch oose Le ft . I n t his exam ple, you're j ust m aking a single change, but you can also m ake changes t o any of t he ot her

form at t ing opt ions in t his box. 5 . Close t h e Pa r a gr a ph box , t h e M odify St yle box , a n d t h e St yle s box . Everyt hing's done except t he cleanup. Close each of t he boxes you've opened t o go back t o your t ext and cont inue edit ing.

4.10. Managing Style Sets A st yle set is a collect ion of st yles. Microsoft includes several predesigned st yle set s wit h Word, wit h nam es like Classic, Dist inct ive, Elegant , Form al, and Modern. Go t o Hom e St yles Change St yles ( or press Alt + H, FQ) t o see t hem list ed under t he Change St yles but t on ( Figure 4- 25) . Each of Word's predesigned st yle set s includes a Norm al st yle, several heading st yles ( Heading 1, Heading 2, and so on) , and ot her paragraph and charact er st yles ( like Tit le, Subt it le, I nt ense, St rong, and Reference) . Even t hough a st yle has t he sam e nam e in different set slike Heading 1t he form at t ing is likely t o be quit e different . So when you change your docum ent 's st yle set , you can get a radically different look.

Figu r e 4-25. Click the Change

Styles button, and then click Style Set to see the different style sets available. Using the Colors and Fonts options, you can make quick changes to the look of your document. Second thoughts? Click "Reset to Quick Style from Template" to undo any changes made in haste. At the very bottom, you can use the "Save as Quick Style Set" command to immortalize your current styles as a brand-new style set.

The st yle set t hat 's in use has a checkm ark next t o t he nam e. I f you m ove your cursor over t he nam e of a different st yle set , Live Preview shows you your t ext form at t ed wit h t hat new st yle set . To m ake t he change perm anent , j ust click t he nam e. The m enu closes, and your t ext has a whole new look.

4.10.1. Creating Your Own Style Set The best way t o creat e your own st yle set is t o st art wit h one of Microsoft 's predesigned set s, and t hen m odify it . Here's a basic procedure for cust om ize an exist ing st yle set t o m eet your needs.

1 . Use live pr e vie w t o br ow se t h e e x ist in g st yle se t s a n d ch oose on e t h a t 's a r e a son a bly close m a t ch t o w h a t you h a ve in m in d. For exam ple, open a docum ent t o a place where you can see a few different t ypes of st yles, like body t ext , som e headings, and m aybe a num bered or bullet ed list . 2 . Go t o H om e St yle s Ch a n ge St yle s St yle Se t ( Alt + H , GY) . W or k you r w a y dow n t h e list of st yle se t s, a n d click on e t h a t h a s a look t h a t 's sim ila r t o t h e on e you w ant . The St yle Set s subm enu list s t he st yle set s available. Hold your m ouse cursor over t he nam e of a st yle set , and live preview shows you how t hat st yle set changes your docum ent . I n t he next st eps, you'll m odify t he st yle set t o be exact ly what you want . 3 . I f n e ce ssa r y, m odify t h e color s a n d fon t s u sin g t h e opt ion s on t h e Ch a n ge St yle s m enu. The first and m ost obvious changes you can m ake are t o t he colors and font s. The com m ands t o m ake t hose changes are right t here on t he Change St yles m enu ( Hom e St yles Change St yles) . The previewing procedure is t he sam e: Just hold your m ouse cursor over a Font or Color st yle, and you see your docum ent change. Click t o choose a color or font st yle. St art wit h t he Norm al paragraph st yle. Consider t he font , font size, color, and any ot her charact er form at t ing t hat you m ay want t o change. ( But don't get crazy; aft er all, t his is t he Norm al paragraph st yle.) Aft er t he Norm al paragraph st yle, m ove on t o t he Heading st yles. The font size and color you choose for your headings set t he t one for your ent ire docum ent . 4 . Ex a m in e t h e e x ist in g pa r a gr a ph st yle s, a n d if n e ce ssa r y, m a k e ch a n ge s. Consider t he line spacing and indent s for norm al paragraph. Do you want m ore or less space around t hem on t he page? Choose t he paragraph spacing for each heading st yle. Think about bordersperhaps you'd like a nice line above or below a heading. Work your way t hrough any of t he exist ing paragraph or charact er st yles t hat you know you'll use. 5 . Con side r t h e pa r a gr a ph st yle s you n e e d, a n d a dd n e w on e s if t h e y'r e m issin g. Aft er you've m odified t he exist ing st yles, t hink about st yles t hat you'd like t o have but aren't part of t he set . Maybe you need a num bered list , or a special sidebar paragraph wit h a border running all t he way around it . Creat e what ever st yles you need, and t hen add t hem t o your st yle set . Don't worry if you can't t hink of everyt hing j ust now. You can always add new st yles lat er when you're using t he st yle set . 6.

6 . W h e n you 'r e don e cu st om izin g you r st yle se t , go t o H om e St yle s M or e Sa ve Se le ct ion a s Qu ick St yle Se t ( or At l+ H , L) , a n d t h e n sa ve it w it h a n e w n a m e . The Save com m and is at t he very bot t om of t he subm enu. As a last st ep, save your st yle wit h a nam e, and it becom es one of t he available st yle set s ( Figure 4- 26) . A st andard Windows Save dialog box opens. Type a nam e for your st yle set in t he " File nam e" t ext box, and t hen click Save. Aft er you've saved it , your cust om ized st yle shows on t he Change St yles m enu wit h all t he rest .

Figu r e 4 - 2 6 .

You can create a custom style set that's fine-tuned to your own specs. Once saved, your style set shows up on the Change Styles menu.

5. Themes and Templates Form at t ing your t ext , headings, list s, and ot her page elem ent s individuallyas described in t he previous couple of chapt erst akes t im e t hat you m ay not have. And wit h so m any choices in font s, colors, and graphic ornam ent s, put t ing t oget her a good- looking docum ent can be overwhelm ing. No wonder so m any people st uck wit h Tim es New Rom an body t ext and Arial headings! Fort unat ely, graphic designers at Microsoft have creat ed t hem es, a new Word 2007 feat ure t hat let s you apply a com plet e, coordinat ed package of font s, colors, heading st yles, and m ore wit h a single click. While t hem es are all about st yle and appearance, t em plat es are about cont ent . Part of Word for m ore t han a decade, t em plat es provide boilerplat e t ext and blank spaces for you t o fill wit h your own inform at ion. Tem plat es also set you up wit h snappy graphics and consist ent m argins, indent s, and paragraph form at t ing. A good t em plat e even provides cues t o t ell you what inform at ion you need t o fill in t he blanks. Word's t hem es and t em plat es help you m ake your docum ent s look like t hey cam e from a Fort une 500 com pany's publicat ions division. Even if you don't know a font from a fondue, you can crank out professional looking business proposals, resum és, and m ore.

Note: This chapter shows you how to choose and apply Word's themes and templates. If you're interested in creating your own themes and templates, see Chapter 20.

5.1. Choosing a Theme When you're on deadline put t ing t oget her, say, a business proposal, you don't want t o wast e precious m inut es worrying about font s, heading colors, and t he design of t ables, chart s, and graphs. I nst ead, sim ply choose a t hem e wit h a click of your m ouse, and you've got a professional looking docum ent ( Figure 5- 1 ) .

Figu r e 5 - 1 .

Word 2007's themes are prepackaged collections of colors, fonts, and effects that work together to create attractive pages. Hold your mouse cursor over a theme to preview its effect on your document. Applying a theme is as simple as clicking the design you like best.

Them es are m ade up of t hree part s: Color s . Each t hem e cont ains t welve colors, each of which is assigned t o a specific docum ent part . One color ( usually black) is used for body t ext . Anot her color ( dark blue, say) is used for

Heading 1 paragraphs. Lesser headingslike Heading 2 and Heading 3m ay use a light er shade of t he sam e color. Ot her com plem ent ary colors are used for accent and hyperlinks ( links t o t he I nt ernet ) . Fon t s . Each t hem e specifies one or t wo font sone for t he body t ext and one for headings. Also known as t ypefaces, font s define t he act ual shape of t he let t ers on t he screen and on t he page. They have a subt le but significant effect on t he appearance and feeling of a docum ent . Som e t ypefaces don't always play well wit h ot hers, but fort unat ely, you don't have t o worry about t hat when you choose t hem es, since t heir t ypeface com binat ions are always com pat ible. Effe ct s . Each t hem e uses one of Word's 20 built - in graphic effect s. These effect s include design t ouches like shadows, line st yles, 3- D, and so on. Most of t hese effect s have m ore of an im pact in PowerPoint present at ions t han in Word docum ent s, but t hey com e wit h t he t hem e's package. When you choose a t hem e, you're applying color, font , and effect form at t ing t o t he elem ent s in your docum ent ( Figure 5- 2 ) .

Figu r e 5 - 2 .

This document shows the Foundry theme in all its glory. The theme defines the fonts and the colors used for headings, chart objects, picture borders, and tables. As you can see, even with professionally designed themes, amateurish excess can still produce an ugly page.

Here are exam ples of t he part s of your docum ent t hat t ake t heir form at t ing cues from t he select ed t hem e: Body t e x t . Font , size, st yle, and color.

H e a din gs . Font , size, st yle, and color. Ta ble s . Font specs ( sam e as above) , border and line st yles, and colors. Ch a r t s . Font specs, borders, lines, chart graphic st yles, and colors. Pict u r e . Border colors. Sm a r t - Ar t . Font specs, graphic colors. Clip a r t . Maj or out line and border colors. D r op ca ps . Font specs and color. W ordArt . Font colors change, but t he act ual t ypest yle rem ains t he sam e.

NOSTALGIA CORNER PowerPoint Themes Come to Word Microsoft first int roduced t hem es in PowerPoint , t he ubiquit ous t ool of boardroom and classroom present at ions. PowerPoint t hem es help corporat e t ypes creat e at t ract ive slides wit h coordinat ed background, highlight , and font colors, and t ext form at t ing. Them es also provide consist ent form at t ing and colors for t ables, chart s, graphs, and phot os. ( Aft er all, m ost MBA program s don't include a course in graphic design.) Wit h Office 2007, t hem es bring t his sam e easy- t o- use form at t ing power t o Word and Excel. By using a consist ent t hem e, you give your docum ent s, spreadsheet s, and present at ions a unified, professional look. When you're m aking a present at ion t o t he board, your handout s will coordinat e im pressively wit h t he onscreen present at ion. Them es also m ake it easier t o copy and past e bet ween program s. When your Word docum ent and spreadsheet use t he sam e t hem e, you won't have t o worry about changing font s and colors aft er t he fact . Say you use t he Met ro t hem e in Word and PowerPoint . You can do your writ ing in Word, and t hen past e excerpt s of your t ext int o your PowerPoint present at ionno reform at t ing necessary. As you can see in Figure 5- 3 , everyt hing has a consist ent look.

Here's how t o choose a t hem e for your docum ent :

1 . Go t o Pa ge La you t

Th e m e s ( or pr e ss Alt + P, TH ) .

The Them es m enu is on t he far left of t he Page Layout t ab ( Figure 5- 1 ) . I t 's like an art ist 's palet t e where you see sam ple colors and t ypefaces. Them es are divided int o t wo cat egories wit h Cust om t hem es at t he t op and Built - I n t hem es below. Note: You see Custom Themes only if you've created your own custom document themes. For tips on how to roll your own themes, see Section 20.1 .

2.

2 . I f t h e t h e m e s a r e n 't a ll visible , dr a g t h e scr oll ba r on t h e r igh t t o ge t a be t t e r vie w . I n t he lower- right corner, t he t hree dot s indicat e t hat you can click t hat spot t o drag t he corner and resize t he m enu. I f you'd rat her have t he m enu st ret ch across t he t op of your window so you can see your docum ent beneat h, t hen j ust drag t he corner. 3 . W it h you r m ou se , poin t t o a t h e m e ( bu t don 't click ) t o se e a Live Pr e vie w .

Figu r e 5 - 3 .

Word, PowerPoint, and Excel share the same themes. This Word document (front) and PowerPoint presentation (rear) both use the Metro theme, giving them consistent typestyles and graphic specifications.

The Them es m enu uses Microsoft 's new Live Preview feat ureall you have t o do is point t o a t hem e, and

your docum ent changes t o show you how it will look using t hat t hem e. You can quickly view and com pare t he available choices. ( See, com put er gam es aren't t he only program s t hat use all of your com put er's graphics power.) 4 . On ce you de cide on a t h e m e , click t o se le ct it . One click chooses a t hem e and applies form at t ing changes t hroughout your docum ent . Headings, borders, and lines change color. Body t ext , headings, and t it le font s also change ( Figure 5- 4 ) .

5.1.1. Finding More Themes Word com es wit h 20 built - in t hem es, but you m ay st ill find yourself looking for m ore. Perhaps you work in an office on a com put er t hat was set up by your em ployer, and som eone has creat ed official com pany t hem es t hat you need t o use. I f t hat 's t he case, t hen you need t o know where t o look for t hose t hem es on your com put er, especially if you ( or som eone you love) have inadvert ent ly m oved t hem . You can also look beyond your com put er: Creat ive t ypes are const ant ly com ing up wit h new, excit ing t hem es and sharing t hem on t he Web.

Figu r e 5 - 4 .

Here's the same document with three different themes. On top is the Foundry theme with a font that looks a little

like something that would come out of a typewriter. In the middle is the Aspect theme featuring Verdanaa modern looking sansserif type. On the bottom is the Office theme, ensconced in hues of Microsoft.

Tip: It's not hard to create your own custom themes, especially if you start with an existing theme and make modifications. You'll find the details on customizing and creating your own themes in Section 20.1 .

5.1.1.1. Browsing for themes on your computer Open t he Them es m enu ( Page Layout Them es Them es or Alt + P, TH) , and you find cust om t hem es at t he t op of t he list ( Figure 5- 5 ) . Cust om t hem es are ones t hat you or som eone else creat ed, and t hey're st ored in t he Docum ent Them es folder inside your Tem plat e folder ( C: \ Docum ent s and Set t ings\ [ Your Nam e] \ Tem plat es\ Docum ent Them es ) . I f t hem es are st ored ( or m oved) som ewhere else on your com put er, t hen t hey won't show up on t he Them es m enu, but Word can help you look for t hem . To search for t hem es, click t he Browse for Them es but t on near t he bot t om of t he Them es m enu. The Choose Them e or Them ed Docum ent box opens. As shown in Figure 5- 6 , t his st andard Windows file box is set up t o show you * .t hm x, * .docx, * xlsx , and ot her file t ypes t hat cont ain Office t hem es. The " Files of t ype" m enu is set t o Office Them es and Them ed Docum ent s, which act s as a filt er, so t he m ain window shows you only files t hat m at ch t hese t ypes ( and folders t hat cont ain t hem ) .

Figu r e 5 - 5 .

The Themes menu shows two types of themesBuilt-In and Custom. Built-In themes are predesigned themes that come with Word. Themes that you or someone else created appear at the top of the list.

Figu r e 5 - 6 .

If you click Browse for Themes, then you get a standard Windows file box. You can use this box to navigate through your system to seek out files that end in ".thmx." And if you can't find themes this way, see the box in Section 5.2 for another way to search.

POWER USERS' CLINIC Moving Themes to Your Themes Folder I f you frequent ly browse t o use a cust om t hem e, t hen you'll save t im e copying t he t hem e t o your Docum ent Them es folder. That way, t he t hem e always shows up in t he Cust om group on t he Them es m enu, and you'll never have t o search for it again. Here's how t o m ove a t hem e from your My Docum ent s folder t o your Docum ent Them es folder:

1 . Choose Page Layout Them es Them es Them e or Them ed Docum ent box ( Figure 5- 6 ) .

Browse for Them es t o open t he Choose

2 . Use t he but t ons on t he left and t he drop- down m enu at t he t op t o hunt down a folder wit h Office t hem es. ( Them e files end in .t hm x.) 3 . When you find t he file you want t o copy, right - click it , and t hen choose Copy from t he File short cut m enu. 4.

4 . Navigat e t o your Docum ent Them es folder. I f you sign on t o your com put er wit h t he nam e Christ opher , t hen st art in your My Com put er window, and go t o C: \ Docum ent s and Set t ings\ Christ opher\ Tem plat es\ Docum ent Them es ( Figure 5- 7 ) . 5 . Right - click an em pt y spot in t he Docum ent Them es folder, and t hen choose Past e. You see your Them es docum ent added t o t he Docum ent Them es folder. Open your Them es m enu, and it 's t here at t he t op of t he list .

Figu r e 5 - 7 .

Word stores themes in a folder inside your Templates folder. Microsoft likes to hide this folder so you won't find it with your other files in your My Documents folder. Instead, you must look in the Documents and Settings folder on your hard drive. On most computers that's Local Disk (C:).

5.1.1.2. Searching for themes online You can look for t hem es on t he I nt ernet , t oo. A good place t o st art is Microsoft Office Online ( www.m icrosoft .com / office ) , shown in Figure 5- 8 . As t im e goes on, it 's likely t hat m ore t hem es, font s, and colors will be available. And don't forget t o do a Google search. Type Office 2007 t hem es in Google's search box, and you'll see at least a half m illion ent ries.

POWER USERS' CLINIC Searching for Themes on Your Computer I f you t hink t hem es m ay be hiding on your com put er t hat aren't in your My Docum ent s folder, t hen you can search t hem out using Windows Explorer.

1 . Go t o St art

My Docum ent s.

Windows Explorer opens and you see t he cont ent s of a folder in t he large box on t he right . The panel on t he left changes as you click but t ons and m enu com m ands. 2 . Near t he t op of t he window, click Search ( or press Ct rl+ F) t o open t he Search t ask pane. At t he pane's left , click t he " All files and folders" but t on ( since you want t o search your ent ire com put er) . 3 . I n t he " All or part of t he file nam e" box, t ype * . t hm x . ( The ast erisk ( * ) charact er is a wild card t hat m at ches any file nam e wit h any num ber of charact ers. So when you ent er * .t hm x you're t elling your com put er t o look for all files t hat end wit h " .t hm x .") 4 . I n t he " Look in" drop- down m enu at t he bot t om , choose My Com put er t o t ell Windows Explorer t o search all t he files and folders on your com put er. ( Those t hem e files can't hide from you! ) 5 . Click Search. Before long, you'll see som e files ending in .t hm x st art t o pop up in t he window on t he right . I gnore t he t hem es t hat show up in expect ed places, such as \ Program Files\ Microsoft Office\ Docum ent Them es 12 and \ Tem plat es\ Docum ent Them es , because all t hese t hem es already show up in Word's Them e m enu. You're looking for t hem es in ot her locat ions. When you find likely candidat es, copy and past e t hem int o your C: \ Docum ent s and Set t ings\ Christ opher\ Tem plat es\ Docum ent Them es folder .

Figu r e 5 - 8 .

Microsoft's Office Web site is a good source for information and add-ons. Currently you'll find help files, predesigned templates, and an active Office community. More themes, colors, and font sets should be available soon.

5.2. Choosing a Template When you use a t em plat e, you're t aking advant age of t he work and wisdom of t hose who have gone before you. As t he saying goes, " Why reinvent t he wheel?" Microsoft m ust adhere t o t his philosophy because, in Word 2007, t hey've m ade t em plat es an even m ore int egral part of t he program . Just look at t he New Docum ent dialog box ( Alt + F, N) . Your com put er screen fills up wit h t em plat es ( Figure 5- 9 ) . You'll find t em plat es for resum és, newslet t ers, calendars, and greet ing cards. The business cat egory alone cont ains hundreds of t em plat es. When you're working on deadline or you need a professionally designed docum ent , finding t he right t em plat e t o do t he j ob will save t im e in t he long run.

Figu r e 5 - 9 .

Open the New Document box and suddenly you see more than a dozen template options. The list on the left shows installed templates at the top. In the lower part of the list are hordes of templates that you can access from the Microsoft Office Online site.

Here's a part ial sam pling of t he t ypes of t em plat es you'll find. I n t he New Docum ent dialog box, t hey appear alphabet ically in t he left panel: Pla n n in g . Agendas, calendars, list s, planners, schedules. St a t ion e r y a n d m a ilin g . Business cards, greet ing cards, envelopes, faxes, invit at ions, labels, let t ers, post cards. Ge n e r a l bu sin e ss . Cont ract s, form s, invoices, m em os, m inut es, purchase orders, receipt s, report s, resum és, st at em ent s, t im e sheet s. M a rk et ing . Award cert ificat es, brochures, gift cert ificat es, flyers, newslet t ers. I f t hat 's not enough, in t ypical Microsoft ian overkill t here's even a cat egory called More Cat egories, where, believe it or not , you find 50 m ore cat egories, which run t he gam ut from Address Books, Gam es, and Paper Folding proj ect s t o Quizzes and Scorecards. When you use a t em plat e, you're not opening a t em plat e file, you're opening a copy of it , sort of like pulling t he t op sheet off a pad of form s. The original t em plat e file rem ains unt ouched. Here are som e of t he goodies you'll find in a new docum ent you've opened from a t em plat e: Gr a ph ics . Tem plat es for brochures, business cards, greet ing cards, and newslet t ers alm ost always include drawing, clip art , lines, and borders. Frequent ly you'll find t em plat es t hat include phot os ( Figure 5- 10 ) .

Figu r e 5 - 1 0 .

When you use a template, you get a professionally designed, preformatted document. Many templates include impressive graphics and high quality photos. All you need to do is fill in your message.

For m a t t in g . Set t ing up t he page form at s, indent s, and line spacing, and posit ioning every single bit of t ext on t he page can be a big j ob. For proj ect s like form s, purchase orders, and invoices, you m ay end up t earing your hair out . Fort unat ely, using a t em plat e is a lot easier on your scalp. Boile r pla t e t e x t . Oft en in t em plat es t he t ext is j ust t here for posit ion. You replace t he t ext wit h your own words. However, som e t em plat es include boilerplat e t ext t hat you want t o leave in place. Cont ract s, fax cover pages, form s, and even resum és m ay include body t ext or headings t hat you want t o keep.

Au t oTe x t e n t r ie s . Sophist icat ed t em plat es som et im es add aut om at ed feat ures like Aut oText ent ries ( Sect ion 20.2.6 ) . A t em plat e designed t o handle a com m on com plaint m ay include a lengt hy Aut oText ent ry t hat begins, " We are so very sorry t hat t he widget didn't live up t o your expect at ions." To insert t he diat ribe, all you have t o do is t ype sorry , and t hen press t he F3 key. Con t e n t con t r ols . Som e t em plat es include widget s, like t ext boxes and dropdown m enus, t hat let you creat e elect ronic form s in Word, j ust like t he form s you fill out on Web sit es. You can learn how t o use t hese cont ent cont rols in Sect ion 14.2.2 . M a cr os . Tem plat es t hat include a lot of aut om at ic feat ures probably use m acrosm ini- program s t hat run inside Word docum ent st o creat e t heir m agic. Macros let you run several com m ands wit h t he click of a but t on or a keyboard short cut , as explained beginning in Sect ion 19.1 .

UP TO SPEED Templates Behind the Scenes Every Word docum ent has at least one t em plat e at t ached t o it , whet her you know it or not . Even when you st art a blank docum ent , t he Norm al t em plat e is what provides a basic page layout and serves up your preferred font and Aut oText ent ries. The t ools and form at s in t he Norm al t em plat e are always available t o all your docum ent s, so it 's called a global t em plat e . Docum ent t em plat es are different from global ones. They oft en provide ext ensive form at t ing, boilerplat e t ext , and in som e cases m acros and ot her t ools t o help you get t he j ob done. The set t ings and t ools in docum ent t em plat es are available only t o docum ent s t hat are based on t hat t em plat e. So you won't find Aut oText from your invoice t em plat e in a docum ent you creat ed using a greet ing card t em plat e.

5.2.1. Starting a Document from a Template The New Docum ent dialog box let s you access t he hundreds of Office t em plat es t hat are available onlinem any m ore t han Word inst alls on your com put er. I f you have a com put er wit h a cable or DSL I nt ernet connect ion, t hen using an online t em plat e is alm ost as fast as using an inst alled one. Here's how t o download a business card t em plat e and use it t o creat e your own cards:

1 . Go t o Office bu t t on

N e w ( or pr e ss Alt + F, N ) .

The New Docum ent box opens, offering several ways t o creat e a new docum ent ( Figure 5- 9 ) . To find a business card t em plat e, look t o t he Tem plat es cat egories list on t he left . 2 . I n t h e le ft pa n e l, u n de r t h e M icr osoft Office On lin e h e a din g, click " Bu sin e ss ca r ds." Each cat egory cont ains dozens of t em plat es. When you select " Business cards," you see cards for j ust about every indust ry on eart hexcept English Novelist ( Figure 5- 11 ) .

Figu r e 5 - 1 1 .

Use the New Document box to see previews of templates before you download them for use. If you click one of the categories at left, then you see thumbnails and descriptions. Click a thumbnail to see a larger version in the preview window at right. Like what you see? Click the Download button.

3 . Scr oll dow n t h e m iddle pa n e l, a n d t h e n click t h e " Fin a n cia l se r vice s bu sin e ss ca r ds" t e m pla t e t o pr e vie w it in t h e r igh t m ost pa n e l . The preview shows how your docum ent will look. I t creat es 10 cards per page when you print on a full- sized sheet . You'll find som e addit ional det ails about t he card below t he preview panel. Not e t he file size is 225 KB. Even a 56 Kpbs ( slow dial- up I nt ernet access) t akes less t han a m inut e t o download t his t em plat e.

At bot t om is a rat ing showing t hat t his part icular design has received four out of five st ars, according t o vot es from 196 people like you. The rat ing syst em is a way for you t o learn if a cert ain t em plat e has been helpful t o ot hers. You can vot e on t his t em plat e, t oo, as described in Figure 5- 12 . 4 . I n t h e m iddle pa n e l, dou ble - click t h e t e m pla t e t o st a r t t h e dow n loa d . I f all goes well, t hen you see an alert box t elling you t hat t he download is t aking place ( Figure 5-13 ) . When t he download is com plet e, Word opens a new docum ent based on t he t em plat e.

Figu r e 5 - 1 2 .

In the New Document box, select a template, and then click Help to view details about that template in a window like this one. Add your vote to the rating by clicking one of the stars under the Feedback heading.

Note: The Microsoft Genuine Advantage box may rear its head during the download process. When you see this message box, Microsoft is checking whether you have legal and licensed versions of their programs. If you don't, then you won't be able to

download the template.

Figu r e 5 - 1 3 .

The download alert box appears when the download begins. If you change your mind, click Stop. Otherwise, the box automatically goes away when the download is complete.

5 . Re pla ce t h e boile r pla t e t e x t w it h you r ow n t e x t . As wit h any t em plat e, you need t o replace t he boilerplat e t ext wit h your own inform at ion. Figure 5-14 com pares t he newly insert ed t ext next t o t he original t em plat e. I n t he case of t he business cards, you need t o copy ( Ct rl+ C) and past e ( Ct rl+ V) your t ext in each of t he cards on t he page. 6 . Sa ve t h e file w it h a n e w n a m e . When you're happy wit h t he changes, save your docum ent in a folder where you can find it lat er. 7 . Pr in t t h e docu m e n t . When you're ready, run t he presses. You probably don't want t o print business cards on regular flim sy paper. I nst ead, you can find st urdier card st ock at an office supply st ore. Avery, one com pany t hat m akes labels and ot her form s, has several product s for business cards including som e wit h m icro- perforat ed edges t hat give you a clean, professional result .

Figu r e 5 - 1 4 .

The card on the right shows the boilerplate text for the Financial Services business card. The card on the left shows the text changed to accommodate a more creative and noble profession.

5.2.2. Using Installed Templates Using a t em plat e t hat 's already on your com put er isn't m uch different t han using one of t he t em plat es from Microsoft Office Online ( Figure 5- 15 ) . Aft er you open t he New Docum ent box ( Alt + F, N) , click I nst alled Tem plat es at t he t op of t he left panel. The m iddle panel shows you t hum bnails of all t em plat es on your com put er. ( You won't find as m uch variet y here as you get online.) You can preview t he inst alled t em plat es j ust like you did t he online count erpart s. Click a t em plat e t hum bnail t o preview it in t he right panel. Using an inst alled t em plat e works exact ly t he sam e as using one from Microsoft Office Online, as described in t he previous sect ion, except t hat you skip t he download process. Just double- click t he t em plat e t o open a new docum ent from it , and t hen get t o work as you norm ally would. Aft er you've used a t em plat e, t he next t im e you st art a new docum ent , you'll see t he t em plat e's nam e in t he Recent ly Used Tem plat es list Figure 5- 16 ) . The t em plat es t hat you use m ost frequent ly end up as perm anent m em bers of t his list how's t hat for handy?

Figu r e 5 - 1 5 .

If you're lucky enough to have a fast Internet connection, then you'll hardly notice whether your templates are online or installed on your computer. The process of selecting, previewing, and using a template is almost exactly the same.

Figu r e 5 - 1 6 .

Templates that you used recently appear on the right side of the New Document dialog box. To create a new document using a template, just double-click the name, or select it, and then click Create in the lower-right corner (not shown).

6. Spelling, Grammar, and Reference Tools When you've worked for hours on a resum é or a report , t he last t hing you want t o do is send it out wit h goofs. Word's spelling and gram m ar t ools help you avoid t hat kind of em barrassm ent . I n t his chapt er, you'll learn how t o use t hese t ools. You'll also get a clear underst anding of when and how Word m akes aut om at ic changes t o your t ext . Even m ore im port ant , you'll learn how t o set up t hese t ools t o work t he way you like t o work. I f you really want t o sound sm art , Word can help you wit h som e ext ra research, giving you access t o a com prehensive Web- based reference library, including dict ionary, encyclopedia, t hesaurus, Web search, and language t ranslat ion t ools ( Figure 6- 1 ) .

6.1. Turning on Spelling and Grammar Checking Spelling errors m ake any docum ent look unprofessional, so ignoring Word's spell checker is j ust plain silly. And while gram m ar and st yle are largely subj ect ive, t he gram m ar- checking t ool can help you spot glaring errors ( like m ixing up " it 's" and " it s" ) . When Microsoft first added t hese t ools t o Word, som e people resent ed t he int rusion, as discussed in t he box in Sect ion 6.1 . The fact is, you're in cont rol. You can choose whet her you want Word t o check your work as you t ype, flagging m isspelled words and quest ionable gram m ar ( Figure 6- 2 ) , or whet her you prefer t o get t he words on t he page first , and t hen review t he spelling and gram m ar at t he end.

Figu r e 6 - 1 .

Access to Word's Spelling and Grammar checker is on the Review the translation tool, and a slew of Web-based research tools.

Proofing group, along with the thesaurus,

Figu r e 6 - 2 .

When you use the "Check spelling as you type" option, Word places wavy red lines under possibly misspelled words. Some people consider this a distraction from their writing and choose to do a manual spell check when they've finished writing.

Follow t hese st eps t o set up Word's spelling and gram m ar- checking t ools t o work t he way you like t o work:

1 . Click t h e Office bu t t on ( Alt + F) a n d in t h e low e r - r igh t cor n e r of t h e m e n u , click W or d Opt ion s . The list on t he left gives you several but t ons t hat divide t he Opt ions int o different groups. The opt ions for t he spelling and gram m ar t ools are in Proofing. 2 . Click t h e Pr oofin g ca t e gor y ( Figu r e 6 - 3 ) . The panel on t he right changes t o show checkboxes and but t ons grouped int o four cat egories: " Aut oCorrect opt ions," " When correct ing spelling in Office program s," " When correct ing spelling in Word," " When correct ing gram m ar in Word," and " Except ions for."

Figu r e 6 - 3 .

Not only can you choose whether Word checks your spelling and grammar as you type, but Word also gives you a bunch of ways to fine-tune the program's level of persnicketyness. (By the way, this chapter was originally written in Word, and that last word was flagged with a red underline.)

3 . Tu r n on t h e opt ion s in " W h e n cor r e ct in g spe llin g for Office pr ogr a m s" for t h e t ype s of e r r or s you w a n t W or d n ot t o w or r y a bou t . For exam ple, I nt ernet addresses and filenam es oft en set off t he spell checker, result ing in a dist ract ing sea of red waves. You can also t ell Word t o ignore words in uppercase and words t hat include num bers, which are oft en com pany nam es or special t erm s t hat Word doesn't know how t o spell. Use t he checkboxes t o have t he spell checker ignore t hese t ypes of words. Tip: You can "teach" Word how to spell these unfamiliar words and include them in spell checks by adding them to Word's spelling dictionary (Section 6.2.3 ).

4 . W or d st a r t s ou t w it h ba ck gr ou n d spe ll ch e ck in g t u r n e d on ; if it a n n oys you , t u r n off t h e " Ch e ck spe llin g a s you t ype " ch e ck box . This unassum ing checkbox is t he m ost im port ant opt ion. Turning it on t urns on t he wavy red lines under m isspelled words. Som et im es t he word you t ype is spelled correct ly, but it 's t he wrong word in t he cont ext . For exam ple, " I 'll see you in t oo weeks" is a cont ext ual error. Word checks for t his t ype of m ist ake if you t urn on t he " Use cont ext ual spelling" checkbox. N OSTALGI A CORN ER Th e W a vy Lin e D e ba t e When Microsoft first int roduced background spell checking and t he wavy red line, it was roundly pooh- poohed by a large port ion of t he Word- using populat ion. Som e people didn't like t he dist ract ion of t he red snakes popping up all over. These lines int erfered wit h t heir concent rat ion on t heir work. Ot her people not iced t hat background spell checking slowed down already slow com put ers. And, of course t here were t he folks who considered it unnecessary. " I always check m y spelling when I 'm finished writ ing." Microsoft cont inued t o ship Word wit h background spell checking t urned on. Aft er all, people who didn't like it had t he opt ion t o t urn it off. Over t he years, t he wavy lines have won som e convert s. Folks who once found background spell checking dist ract ing began t o leave it on as t hey upgraded Word. Those people who were new t o Word probably didn't know t hey could t urn it off. Com put ers cont inued t o increase in horsepower, so speed was no longer a big issue. I f your com put er can edit video, it probably won't be st ressed by handling spell checking in t he background, even for a very long docum ent . The Aut om at ic spell checking isn't going away and t he solut ion is t he sam e as always. Pick your pat h t o prist ine prose and set up Word accordingly. By t he way, if you don't want Word t o check spelling in t he background, you can m ake it st op. Open Word Opt ions ( Alt + F, I ) , and t hen click t he Proofing opt ion on t he left . The t hird group of opt ions is nam ed " When correct ing spelling and gram m ar in Word." Turn off t he " Check spelling as you t ype" checkbox, and you've t urned off background spell checking.

5 . I f you 'r e in t e r e st e d in som e gr a m m a r h e lp fr om W or d, t u r n on t h e " Ch e ck gr a m m a r w it h spe llin g" ch e ck box . This set t ing m akes Word flag quest ionable const ruct ion as you work, wit h a wavy green underline. Or you can leave it t urned off and check gram m ar when you're t hrough writ ing, as described in Sect ion 6.3 . I f you don't want Word checking your gram m ar at all, t urn off t he " Check gram m ar wit h spelling" checkbox. Tip: To fine-tune your grammar options, click the Settings button to open the Grammar Settings box (Figure 6-4 ). In this box, you can control whether the grammar checker flags capitalization, run on sentences, and so on.

6 . Click OK t o close t h e W or d Opt ion s box .

Your new spelling and gram m ar set t ings go int o effect .

Figu r e 6 - 4 .

You encounter even more debate and personal opinion when it comes to setting rules about grammar and style. Word gives you more options for controlling the program's tendency to flag your immortal prose.

6.2. Checking Spelling Word's spell checker reads every word in your docum ent and looks it up in it s behind- t he- scenes dict ionary file. I f t he word isn't in t he dict ionary, t he spell checker flags it as a possibly m isspelled word. Spell checker handles m isspelled words in t hree ways: Au t oCor r e ct . The spell checker looks t o see if t he word is in it s list of words t o correct aut om at ically. Words like " ht e" for " t he" or " shwo" for " show," for exam ple, are in t he Aut oCorrect list . ( You can add and rem ove words from t he Aut oCorrect list , and if you prefer, you can t urn off Aut oCorrect ent irely. To see how, flip ahead t o Sect ion 6.4 .) Ch e ck spe llin g a s you t ype . I f you've set up Word t o check spelling errors as you t ype, t he spell checker put s a wavy red line under t he word in quest ion ( Figure 6- 2 ) . Ch e ck spe llin g m a n u a lly . Check spelling in one pass. The spell checker asks you about each quest ionable word when you run a m anual spell check.

6.2.1. Checking Spelling As You Type Unless you've t urned t his opt ion off, as described in t he previous st eps, Word checks t he spelling of each word you t ype, com paring it t o it s spelling dict ionary. When a word is not in t he dict ionary, t he spell checker brings it t o your at t ent ionnot wit h a whack across t he knuckles wit h a ruler, but wit h a wavy red underline ( Figure 6- 2 ) . To correct a word flagged wit h a wavy red line, right - click it . A short cut m enu shows suggest ed spellings for t he word you flubbed ( Figure 6- 5 ) . To choose a word from t he list , j ust click it , and t he correct ly spelled word replaces t he m isspelled word.

Figu r e 6 - 5 .

Right-click words flagged with the wavy red line, and you see a popup menu suggesting a few correctly spelled possibilities. You have some other options, including adding the word to your spelling dictionary so it won't be flagged again.

Som et im es t he spell checker flags a word, but you want t o keep it in your docum ent j ust t he way it is ( and m ake Word st op underlining it , for heaven's sake) . For t hese words, t he short cut m enu gives you t hree courses of act ion ( Figure 6- 6 ) : I gn or e . Click I gnore, and t he spell checker ignores t his inst ance of t he word ( in t his docum ent only) and rem oves t he underline. I gn or e All . When you choose t his opt ion, t he spell checker doesn't flag any occurrence of t he word in t his docum ent . No m ore wavy red lines for t hat baby.

Add t o D ict ion a r y . When you add a word t o t he dict ionary, you'll never see a wavy line under t he word again, in t his docum ent or any ot her. Word adds t he word t o a file nam ed CUSTOM.DI C. Over t im e, your cust om dict ionary collect s all t he special words t hat you don't want flagged in a spell check.

6.2.2. Checking Spelling Manually When you opt for m anual spelling and gram m ar checking, you can do t hese t asks in one pass, at your leisure, like aft er you've finished writ ing. To st art a spelling and gram m ar check, choose Review Proofing Spelling and Gram m ar or press Alt + R, S. ( F7, t hat old favorit e spelling key, st ill works t oo.) You see a dialog box like t he one in Figure 6- 7 .

Figu r e 6 - 6 .

In addition to a spelling suggestion, Word gives you three other options. You can ignore the word just this once, you can ignore all occurrences of the word in the document, or you can add the word to your dictionary, so that Word won't flag it as misspelled in any document.

Figu r e 6 - 7 .

When you use the manual spell checker, you work in this dialog box. The top text box shows you your word in context. The bottom text box offers suggested spellings.

Oft en, you're checking t he spelling and t he gram m ar at t he sam e t im e, so in t he upper- left corner, the Spelling and Gram m ar box t ells you about t he problem . I n t he case of a m isspelled word, you see " Not in Dict ionary" over a t ext box t hat shows t he ent ire sent ence wit h t he word highlight ed. The box below offers suggest ions. On t he right side of t he dialog box, you see several but t ons. Use one of t he t op t hree but t onsI gnore Once, I gnore All, and Add t o Dict ionarywhen you want t o keep t he word spelled as it is. These opt ions do t he sam e t hing as t he short cut m enu opt ions. The bot t om t hree but t ons let you m ake changes t o t he m isspelled words. When you select a word from t he Suggest ions list , and t hen click Change, Word replaces t he highlight ed word wit h t he suggest ion. When you click Change All, Word looks t hrough your whole docum ent , and correct s any ot her occurrences of t he m isspelled words at t he sam e t im e. Clicking t he Aut oCorrect but t on t ells Word t o m ake t he correct ion aut om at ically, as you t ype, every t im e you m isspell t he word.

6.2.3. Managing Custom Dictionaries Word has a st andard spelling dict ionary, which is j ust one huge list of com m on words in t heir correct spellings. When you t ell Word t o add a word t o t he dict ionary, it doesn't act ually add t he word t o it s st andard dict ionary. I t adds it t o a new file t hat 's all yours. This file, CUSTOM.DI C, cont ains your personal preferred spellings. Over t im e, your CUSTOM.DI C file collect s t he oddly spelled nam es of your friends and fam ily, slang t erm s you frequent ly use, and a host of ot her words. Tip: You can transfer your custom dictionary to another computer by simply copying your CUSTOM.DIC file to the new machine. (Your CUSTOM.DIC file lives in a folder named C:\Documents and Settings\User Name\Microsoft\Application Data\Proof .)

6.2.3.1. Removing a word from your custom dictionary Oops! You've added a m isspelled word t o your cust om dict ionary. Now Word won't ever flag " dosn't " again. All is not lost . You can edit your cust om dict ionary right wit hin Word. Here are t he st eps:

1 . Go t o Office bu t t on

W or d Opt ion s ( Alt + F, I ) . I n t h e list on t h e le ft , click Pr oofin g .

Access t o t he cust om dict ionary is wit h t he Spelling and Gram m ar t ools. 2 . Rou gh ly in t h e m iddle of t h e w in dow , a m on g t h e Spe llin g se t t in gs, click t h e Cu st om D ict ion a r ie s bu t t on . The Cust om Dict ionaries box opens ( Figure 6- 8 ) . 3 . I n t h e list on t h e le ft , ch oose CUSTOM .D I C . When you add words t o your dict ionary while checking spelling, Word st ores t hem in t he CUSTOM.DI C file. I f you've added any addit ional cust om dict ionaries ( Sect ion 6.3 ) , you'll see t hem in t his list t oo.

Figu r e 6 - 8 .

Use the Custom Dictionaries box to manage your personal dictionary and add professional dictionaries to Word. Here's where you choose the dictionaries in use, add new dictionaries, and open your custom dictionaries for editing.

4 . Click Edit W or d List t o ope n t h e dict ion a r y . Yet anot her dialog box opens wit h CUSTOM.DI C in t he t it le bar ( Figure 6- 9 ) . Your cust om words are in t he list labeled Dict ionary. 5 . Se le ct t h e m isspe lle d w or d, a n d t h e n click D e le t e . The list is alphabet ized, so you can use t he scroll bars on t he right t o find your m isspelled word. As a short cut , you can click t he first word in t he list , and t hen t ype t he first let t er of t he word you want . Say you're looking for " dosn't " ; press D, and t he list j um ps t o words st art ing wit h D. Once you find t he word, click it , and t hen click Delet e at bot t om . 6 . Close t h e w in dow s by click in g OK . You've opened t hree dialog boxes t o get t o edit your dict ionary. Clean t hings up by clicking OK in each. Now t he non- word " dosn't " officially earns a wavy line.

Figu r e 6 - 9 .

You can add and delete words from your custom dictionary CUSTOM.DIC. To add a word, type it in the box at the top, and then click Add. Remove words from the list by selecting the word in the Dictionary button, and then clicking Delete. Be careful with that Delete All buttonit really does delete all the words in your custom dictionary.

6.2.3.2. Adding professional dictionaries to Word I t seem s t hat every profession, business, and indust ry has it s own language, and oft en t hat m eans it has it s own cust om dict ionary for Word t oo. You can find all sort s of cust om dict ionaries, eit her free

or for a price. Search t he Web, and you'll find dict ionaries for everyt hing from archit ect ure t o zoology. And if it 's not out t here, you can always creat e your own. Google is a good place t o st art t he search. Just t ype " Microsoft Word" .dic dict ionaries in t he search box and see what pops up. I f you want t o zero in on a specific business like const ruct ion or com put ers, t hen add t hat word t o your search. Once you find a dict ionary and download or copy it t o your com put er, you can add it t o Word's dict ionary list . Here are t he st eps:

1 . Ope n t h e Cu st om D ict ion a r ie s box ( Figu r e 6 - 8 ) , a s de scr ibe d in st e ps 1 2 in Se ct ion 6 .2 .3 . 2 . Click t h e Add bu t t on on t h e r igh t t o ope n on e of W in dow s' st a n da r d file box e s . A box labeled Add Cust om Dict ionary appears. You see t he st andard t ools for navigat ing t hrough your com put er folders and hunt ing down files. Use t he t ools on t he left and t he dropdown m enu on t op t o navigat e t o t he folder cont aining your new dict ionary. 3 . D ou ble - click you r dict ion a r y file , or se le ct it , a n d t h e n , a t t h e bot t om of t h e w in dow , click Ope n . The Add Cust om Dict ionary box closes, and you're back at t he Cust om Dict ionaries box. Your new dict ionary is list ed along wit h CUSTOM.DI C and all t he rest . 4 . I f you pla n on u sin g t h e dict ion a r y r igh t a w a y, m a k e su r e t h e r e 's a ch e ck m a r k in t h e box n e x t t o it s n a m e . Using t he checkboxes, you can choose which dict ionaries Word uses for it s spell check. To m inim ize m isspellings, use only t he dict ionaries relevant t o your current docum ent . A slip of t he t yping fingers could end up m at ching a m edical t erm . Also, for each dict ionary you add, it can t ake Word a lit t le longer t o check spelling, t hough you probably won't not ice t he difference.

6.3. Checking Grammar and Style Word's gram m ar and st yle t ools work alm ost exact ly like t he spelling t ools. You have t he sam e choice bet ween background checking and m anual checking. I f you check gram m ar and st yle in t he background while you t ype, word put s a wavy green line under suspect sent ences and phrases. I f you check gram m ar m anually, you view problem sent ences in t he Spelling and Gram m ar dialog box ( Figure 6- 10) .

Figu r e 6 - 1 0 . If you check spelling and grammar manually, you see errors appear in the Spelling and Grammar dialog box. Text in the upper-left corner describes the error, and suggestions appear at bottom. For a more detailed description of the problem, click Explain.

You m ay feel t hat Word's gram m ar police are a lit t le t oo st rict for your personal st yle of writ ing. I f t hat 's t he case, you can t inker wit h t he set t ings ( Office but t on Word Opt ions Proofing) . Here are som e of t he opt ions you t oggle on or off in t he Gram m ar Set t ings box ( Figure 6- 4 ) :

Ca pit a liza t ion. Finds words t hat should be capit alized, ( like m adam e DeFarge) . Fr a gm e n t s a n d r u n - on s. Checks for com plet e sent ences and flags overly long m eandering sent ences t hat seem t o j ust go on and on and you can't wait for t hem t o st op but t hey never do. M isu se d w or ds. Looks for t he incorrect use of adj ect ives and adverbs. N e ga t ion . Flags double negat ives. N ou n ph r a se s. Checks for proper usage of " a" and " an" and finds phrases where t he num ber doesn't agree wit h t he noun. For exam ple, it wouldn't like " A Tale of Two Cit y." Posse ssive s a n d plu r a ls. Leave t his opt ion checked if you have a problem forget t ing apost rophes in phrases like " t he ships hold." Pu n ct u a t ion. Checks your usage of quot at ion m arks, com m as, colons, and all t hose ot her lit t le m arks. Qu e st ion s. Checks for quest ion m arks, and flags quest ions wit h non- st andard st ruct ure. Re la t ive cla u se s. Finds errors in relat ive clauses, such as t he use of " which" inst ead of " who" in a clause referring t o people. Su bj e ct - ve r b a gr e e m e n t. Flags sent ences where t he verbs don't m at ch t he nouns, as in " All of t he nobles has gone t o t he guillot ine." Ve r b ph r a se s. Finds errors in verb usages such as incorrect t ense. St yle checking is even m ore subj ect ive t han gram m ar checking. I f you feel t here ain't no reason Microsoft should m eddle when you say you're real m ad at t he congressm an, you can t urn t his feat ure off. You can t weak t he St yle checking set t ings in t he Word Opt ions dialog box ( Office but t on Word Opt ions Proofing) . For exam ple, t he " When correct ing spelling and gram m ar in Word" sect ion has a Writ ing St yle drop- down m enu wit h t wo opt ions: Gram m ar & St yle or Gram m ar Only. I f you choose Gram m ar & St yle, Word hunt s down problem s such as clichés, passive sent ences, and run- on sent ences. I t 's always your choice t hough; t urn on t he suggest ions t hat you find helpful and t hat m at ch your own personal st yle.

6.4. Controlling AutoCorrect The Aut oCorrect feat ure packs m ore punch t han you m ay expect , and it works across several of t he Office program s, including Word, Publisher, and Out look. Wit h Aut oCorrect , if you accident ally t ype ht e , Word changes it t o " t he." The program doesn't ask you for perm ission ( it com es wit h Aut oCorrect t urned on) . You m ay not even not ice when Word m akes t he change. Obviously, Aut oCorrect is not a feat ure for cont rol freaks. On t he ot her hand, t here's som e surprising power in t he concept . Have you ever t ried t o figure out how t o t ype t he © sym bol? I f you have Aut oCorrect on, and you t ype ( c) , it m agically t urns int o t he copyright sym bol. That 's j ust t he beginning. Aut oCorrect let s you ent er a lot of ot her sym bols right from t he keyboard, from m at h sym bols t o arrows t o sm iley faces. And j ust im agine, if you work for t he Am erican Gast roent erological Associat ion , wouldn't it be great t o t ype in aga and let Aut oCorrect t ype in all t hose words, especially t hat m iddle one?

6.4.1. How AutoCorrect Works Aut oCorrect changes words im m ediat ely aft er you t ype t hem , so you see t he change when it happens right behind your insert ion point . I f you don't like what Aut oCorrect did, press Ct rl+ Z t o undo it . The t ext goes back t o t he charact ers you t yped, and Aut oCorrect won't m ess wit h it again.

6.4.2. Fine-tuning AutoCorrect Options Given t hat Aut oCorrect 's reason for being is t o change t he words t hat you writ e, it 's im port ant t o know how t o bring it under cont rol. To adj ust Aut oCorrect set t ings, open t he Aut oCorrect dialog box ( Office but t on Word Opt ions Proofing Aut oCorrect Opt ions) . You can also j um p t o t he Aut oCorrect dialog box from any word in your t ext wit h a wavy red spelling line. Right - click t he word, and t hen choose Aut oCorrect Aut oCorrect Opt ions from t he short cut m enu. The Aut oCorrect dialog box gives you access t o a lot of set t ings, so it m ay t ake a few m om ent s t o sort out how all t he opt ions work. At t he very t op, t he " Show Aut o- Correct Opt ions but t ons" checkbox cont rols whet her or not t he lit t le light ning- bolt m enu but t ons ( Figure 6- 11 ) show up in your t ext .

Figu r e 6 - 1 1 .

If you see a hollow blue line under a character or you see a lightning bolt, AutoCorrect is at work. When you move your mouse cursor to the spot, you see a shortcut menu like this providing AutoCorrect options. Using this shortcut menu is the fastest way to make AutoCorrect stop autocorrecting something you don't want it to!

The checkboxes at t he t op of t he Aut oCorrect dialog box all deal wit h com m on t ypos and finger flubs ( Figure 6- 12 ) .

Figu r e 6 - 1 2 .

AutoCorrect likes to mess with your words as you type them. Fortunately, you can rein it in using this box. Use the checkboxes at the top to turn on (or off) AutoCorrect's fixes for some common typos. The box at bottom lists the changes AutoCorrect makes. By adding your own replacement pairs to this list, you can even use AutoCorrect as if it were AutoText.

Tip: As shown in this example, you can use the AutoCorrect feature as if it were AutoText. The difference is AutoCorrect automatically turns aga into American Gastroenterological Association. When you use AutoText, you need to press the F3 key after you type aga . So, it's your choice: AutoCorrect for fewer keystrokes, or AutoText for manual control.

The m ost im port ant checkbox is sm ack in t he m iddle of t he box: " Replace t ext as you t ype." When t his box is t urned on, Aut oCorrect correct s spelling errors and m akes ot her replacem ent s as you t ype. The list box below shows t he t ext t hat Aut oCorrect looks for ( on t he left ) and t he t ext t hat it uses as a replacem ent ( on t he right ) . Use t he scroll bar t o browse t hrough t he whole list . I f you t urn on t he checkbox at t he bot t om , Aut oCorrect also aut om at ically correct s m isspelled words using t he sam e dict ionary as for spell checks. No wavy underline. Just fixed spelling. I n addit ion t o cont rolling how Aut oCorrect works, you even get t o decide what errors it correct sby edit ing t he Replace and Wit h list s in t his dialog box. Here's how t o add your own ent ry t o t he list of

replacem ent s Aut oCorrect m akes:

1 . Ch oose Office bu t t on W or d Opt ion s Pr oofin g. At t h e t op of t h e Pr oofin g pa n e l, click t h e Au t oCor r e ct Opt ion s bu t t on . The Aut oCorrect dialog box opens. 2 . M a k e su r e t h e " Re pla ce t e x t a s you t ype " ch e ck box is t u r n e d on . This checkbox is Aut oCorrect 's m ast er on/ off swit ch. 3 . I n t h e Re pla ce t e x t box , t ype a ga , a n d t h e n pr e ss Ta b. I n t h e W it h box , t ype Am e r ica n Ga st r oe n t e r ologica l Associa t ion , a n d t h e n click Add . You've j ust t old Word t o be on t he lookout for t he sequence of let t ers " aga," and t o replace it wit h " Am erican Gast roent erological Associat ion." 4 . Click OK t o close t h e Au t oCor r e ct box , a n d t h e n click OK t o close W or d Opt ion s . Note: If AutoCorrect is making replacements you don't like, you can fix this by deleting pairs from this list. Suppose every time you type are , AutoCorrect tries to replace it with "Association of Restaurant Entrepreneurs." To remove this annoyance, select the pair "are" and "Association of Restaurant Entrepreneurs," and then click Delete. If you choose "Stop Automatically Correcting" from the AutoCorrect Options button menu (Figure 6-11 ), Word deletes that entry from the list.

6.4.3. Autocorrecting Math, Formatting, and Smart Tags Aut oCorrect is m ore t han a spelling correct ion t ool. A bet t er t erm m ay be Aut oReplace , since it can apply aut om at ic form at t ing fixes t o m at hem at ical sym bols and special t ext charact ers like quot at ion m arks and dashes. The Aut oCorrect feat ure also governs Sm art Tagst hose lit t le " i" but t ons t hat pop up and save you t im e by perform ing act ions t hat you'd norm ally have t o open ot her program s t o do. ( See t he box in Sect ion 6.4.3 for m ore det ail on Sm art Tags.) As on t he Aut oCorrect t ab, t he Math Aut oCorrect , Aut oForm at , and Sm art Tag t abs let you t urn cert ain kinds of fixes on or off. The Mat h t ab also has Replace and Wit h list s t hat let you t ype fancy m at h sym bols by hit t ing a few let t ers on t he keyboard. M a t h . Go t o Office but t on Word Opt ions Proofing Aut oCorrect Opt ions and click t he Mat h Aut oCorrect t ab t o see how Aut oCorrect gives you quick access t o m at h sym bols. Sure, you could hunt down som e of t hese sym bols wit h Word's sym bol t ool ( I nsert Sym bols Sym bol) , but if you use t he sam e m at h sym bols frequent ly, Aut oCorrect provides quicker, easier access. You can cust om ize Mat h Aut oCorrect by t yping charact ers in t he Replace and Wit h boxes. I t works j ust like t he Aut oCorrect t ool for words. For m a t t in g . Go t o Office but t on Word Opt ions Proofing Aut oCorrect Opt ions, Aut oForm at As You Type t ab or Aut oForm at t ab. Have you ever wondered how Word's sm art quot es feat ure works? You ent er st raight quot es ( ?) , act ually t he sym bol for inches, on bot h sides of a quot e, yet Word aut om at ically provides curly quot es, curled in t he proper direct ion on bot h ends of t he quot e. That 's Aut oCorrect working behind t he scenes. Aut oCorrect can j um p

int o act ion when you st art m aking a num bered list or a bullet ed list . I t can provide a respect able em dash ( ) , every t im e you t ype t wo hyphens. The Aut oForm at opt ions are present ed as checkboxes. Just t urn on t he ones you want t o use.

UP TO SPEED Smart Tags As you're t yping in Word, any num ber of lit t le helpers pop up from t im e t o t im e. There's t he m ini- t oolbar, t he Aut o- Correct Opt ions but t on, t hose wavy red lines t hat t he spell checker lays down. And t hen t here are Sm art Tags ( Figure 6- 13 ) . Microsoft 's underlying idea is a perfect ly good onet o let you share inform at ion and feat ures am ong Office program s wit h fewer m ouse clicks. So, for exam ple, when you t ype t he nam e of an Out look Cont act in a Word docum ent , t he Sm art Tag appears in your docum ent , wit h a dot t ed purple line and a lit t le " i" for inform at ion but t on t hat reveals a short cut m enu when you click it . You can choose from t he m enu and send an em ail, schedule a m eet ing, or insert an address wit hout t he ext ra st eps of launching Out look and t racking down t he cont act 's nam e all over again. When you're t yping som ebody's nam e, Word figures t hat you m ay be t hinking of t hat person and put s a few t ypical opt ions at your fingert ips. I f you're one of t hose " shut up and let m e t ype" t ypes, you can t urn off Sm art Tags in t he Aut oCorrect dialog box. Just click t he Sm art Tags t ab, and t hen t urn off t he " Show Sm art Tag Act ions but t ons" checkbox.

Sm a r t Ta gs . Go t o Office but t on Word Opt ions Proofing Aut oCorrect Opt ions, Sm art Tags t ab. Word's Sm art Tags work behind t he scenes as you t ype, looking for connect ions bet ween your words and ot her resources. Type a nam e, and Sm art Tags checks t o see if t hat person is in your Out look address book. I f t he person is, a dot t ed purple line appears under t he nam e. Move your m ouse over t he word, and you see t he Sm art Tag " i" for inform at ion but t on. Click t his but t on, and you can shoot an em ail off t o your pal. Sm art Tags perform a num ber of ot her t asks, like convert ing m easurem ent s and adding dat es t o your calendar. You can adj ust t he set t ings in t he Sm art Tags t ab of t he Aut oCorrect box: Click t he " Label t ext wit h sm art t ags" box t o t urn Sm art Tags on, and t hen use t he ot her checkboxes t o choose t he t ype of words you want t agged.

Figu r e 6 - 1 3 .

If you let them, Smart Tags appear in your document as little shortcut menus that link to information in other Microsoft programs. Choose from the menu to perform tasks like sending email or scheduling meetings.

6.5. Exploring Word's Research Tools Word's Research panel provides links t o a library shelf of I nt ernet research t ools t hat you can use from wit hin Word. To open t he panel, go t o Review Proofing Research. The Research t ask pane opens at t he screen's left ( Figure 6- 14) . Here's a list of t he t ools t ucked away in t he Research panel: En ca r t a D ict ion a r y. Like any dict ionary, Microsoft 's version provides definit ions, part s of speech, and pronunciat ion. Th e sa u r u s. Provides synonym s and alt ernat e word choices. En ca r t a En cyclope dia. Finds links t o art icles in t he MSN Encart a Encyclopedia.

Note: Encarta started life as a CD-ROM product before everyone was connected to the Internet. Originally, Microsoft purchased the rights to contents of the Funk and Wagnall's encyclopedia and merged that content with other sources.

Figu r e 6-14. Use the dropdown menu at the top of the Research task pane to choose references when you're searching for information. Word provides dictionaries, encyclopedias, Internet search tools, and business reference resources.

Fa ct iva iW or k s. A service of Dow Jones & Reut ers, Fact iva provides business and news inform at ion. H igh Be a m Re se a r ch. Finds references in newspapers, m agazines, j ournals, books, phot os, m aps, encyclopedia art icles, dict ionaries, t hesauruses, and alm anacs. M SN Se a r ch . Microsoft 's I nt ernet search t ool. M SN M on e y St ock Qu ot e s. Microsoft 's financial inform at ion service. Th om son Ga le Com pa n y Pr ofile s. Provides business and financial det ails of com panies.

Note: If you're not connected to the Internet, obviously you can't use these online tools. Furthermore, their responsiveness depends on the speed of your connection. Some of the Proofing tools, such as the spell checker, thesaurus, and some of the translation tools, still work even if you're not connected. Encarta, Factiva, and the business research sites don't.

6.5.1. Finding Information with the Research Task Pane For t he m ost part , anyone wit h an I nt ernet connect ion and a browser can use all of Word's research t ools. You use t he sam e panel and t he sam e quick and easy search process whet her you're looking for com pany inform at ion in Thom son Gale, researching a t opic for a school paper in HighBeam Research, or looking up t he pronunciat ion of a word in t he Encart a Dict ionary. You don't have t o go hunt ing all over t he Web, and t hen learn how t o use t he t ools on different sit es. Here's how t o research a t opic:

1 . Go t o Re vie w

Pr oofin g

Re se a r ch ( Alt + R, R) .

The Research t ask pane opens t o t he right of your docum ent . I f you want , you can click t he t op bar and drag t he Research t ask pane out of t he Word window so t hat it float s independent ly like a palet t e. 2 . At t h e t op of t h e Re se a r ch t a sk pa n e , t ype you r se a r ch t e r m s in t h e " Se a r ch for " t e x t box . I f your search words appear in your docum ent , t here's a short cut : Select t he words in your docum ent , and t hen choose Review Proofing Research. The search words appear aut om at ically in t he " Search for" box, and Word im m ediat ely begins t o search for references using your last select ed reference source. 3 . Use t h e All Re fe r e n ce Book s dr op- dow n m e n u t o se le ct you r r e fe r e n ce sou r ce. Say you're looking for inform at ion on Bulldog Brewing Com pany but don't need t he dict ionary definit ion of an English canine. Choose Thom son Gale Com pany Profiles. The search begins as soon as you m ake a select ion. Or, if you leave t he m enu set t o All Reference Books, click t he green St art Search but t on wit h t he arrow. I n t his case, Word searches in all t he reference books and list s t he result s in t he Research pane. Be pat ient . This is, aft er all, an I nt ernet search. Sooner or lat er you'll see t he result s in a large t ext box (Figure 6- 15) . 4 . I f n e ce ssa r y, u se a lin k t o follow u p in you r W e b br ow se r . Oft en t he result s include links t o Web sit es. I f you want t o cont inue your research, click t he links, and your browser opens t o t he Web sit e, such as MSN Money or HighBeam Research.

Figu r e 6 - 1 5 .

Use Word's Research task pane to get access to Word's thesaurus, Encarta dictionary, encyclopedia, and translation tools. Clicking the arrow next to the Back button opens a menu where you can return to the results of your last few searches.

6.6. Accessing Word's Thesaurus A well- t hum bed t hesaurus sit s on m any writ ers' bookshelves, som ewhere bet ween St runk and Whit e's The Elem ent s of St yle and Bart let t 's Fam iliar Quot at ions . By providing synonym s and ant onym s t o com m on words, a t hesaurus helps writ ers find what Flaubert called le m ot j ust e " t he perfect word." Word's t hesaurus ( Figure 6- 16 ) m akes it so easy t o look up a synonym t hat your hard- copy t hesaurus m ay st art gat hering dust .

Figu r e 6 - 1 6 .

To use Word's thesaurus, just right-click a word, and then choose synonyms from the shortcut menu. Choose a word from the list, or, if you need more research, at the bottom of the menu, choose Thesaurus to open a thesaurus in the Research task pane.

To use Word's t hesaurus, j ust right - click any word in your docum ent , and t hen point t o Synonym s in t he pop- up m enu. A subm enu appears wit h appropriat e synonym s. I f t hat 's not enough for you, at t he bot t om of t he m enu, click t he Thesaurus opt ion t o open t he Research t ask pane, wit h your word ent ered in t he " Search for" box ( Figure 6- 16 ) . Click t he green arrow t o look up t he reference.

6.7. Translating Text Word's research t ools include language t ranslat ion. When you select a word in your t ext and click t he Translat e but t on on t he ribbon ( Review Proofing Translat e or Alt + R, L) , Word begins t o look up t he word using t he last language select ion for t he t ranslat ion ( Figure 6- 17 ) . ( Word speaks Arabic, Chinese, Dut ch, English, French, Germ an, Greek, I t alian, Japanese, Port uguese, Russian, Spanish, and Swedish.) Accurat e t ranslat ion is m ore of an art t han a science. As a result , com put er aut om at ion goes only part of t he j ourney. Along wit h t he t ranslat ion of words and phrases, you get an offer t o professionally t ranslat e your ent ire docum ent for a fee ( Figure 6- 18 ) . ( Or, you can ask a friend who speaks t he language for help.)

6.7.1. Translation ScreenTips Translat ion screen t ips are anot her pop- up helper you can t urn on. Go t o Review Proofing Translat ion ScreenTip, and choose a language from t he drop- down m enu. Screen t ips are available in English, French, Spanish, and ot her languages.

Figu r e 6 - 1 7 .

Translating words and phrases takes place in the Research task pane and, in fact, the process is very similar to the other research tasks.

Figu r e 6 - 1 8 .

When you ask Word to translate for you, you get a computer translation and a commercial offer to have a pro do the job. In this case, Lingo offered to translate a 4500-word chapter of A Tale of Two Cities for just over $1000.

Once you choose your language, all you have t o do t o see a t ranslat ion and definit ions for t he word is t o pause your m ouse cursor over t he word for a couple seconds ( Figure 6- 19 ) . The m ult ilanguage det ails are surprisingly com plet e.

Figu r e 6 - 1 9 .

Word's translation screen tips are great if you're in the process of learning a language or you're working in a language that isn't your first. Pause your cursor over a word, and you see a complete dictionary entry in two languages. Entries include parts of speech and idiomatic phrases.

6.8. Checking Your Word Count I t 's oft en necessary t o count your docum ent 's words, lines, paragraphs, and pages. Word keeps a running t ab of pages and words in t he st at us bar at t he docum ent window's lower- right corner ( Figure 6- 20) . To see m ore det ails, double- click t he st at us bar t o bring up t he Word Count box. Addressing gripes from earlier versions of Word, Microsoft has added checkboxes t hat let you include or exclude t ext boxes, foot not es, and endnot es from t he count .

Figu r e 6-20. Word keeps track of stats such as pages and word count in the lower-left corner of the window. Doubleclick this area, or go to Review Proofing Word Count to open the Word Count dialog box where you see stats on characters, lines, and paragraphs.

7. Printing Word Documents At som e point in t heir lives, m ost Word docum ent s are headed for t he print er. Even when you em ail a docum ent or creat e an Adobe Acrobat ( PDF) file, your recipient m ay want t o print it . I n fact , som e people like t o proofread a hard copy before sending off any docum ent , believing t hey're m ore likely t o cat ch m ist akes t hat way. Word put s a lot of print ing power at your fingert ips. This chapt er shows you how t o do t hings t hat would m ake Gut enberg drop his t ype, st art ing wit h t he quickest and easiest ways t o print your ent ire docum ent . You'll learn how t o choose and use t he best print er for t he j ob ( say, your color inkj et for phot os) , a laser or fax for docum ent s, and a PDF file for good m easure. And if you're sending t hat docum ent via snail m ail, t hen you'll need t o print an envelope or a label. Word's got you covered t here t oo.

7.1. Quick and Easy Printing When you first inst all Word, t he short est rout e t o t he print er is t he Quick Print but t on. Wit h a docum ent open in Word, go t o Office but t on Print Quick Print . Wit h a couple clicks your com plet e docum ent begins t o spew fort h from your print er. Tip: To print with even fewer clicks, add the Quick Print button to the Quick Access toolbar, as described in Figure 7-1 .

The Quick Print process does have it s lim it at ions; it print s one copy of t he ent ire docum ent , single sided, every t im e. I f you want t o print j ust a few pages, print m ult iple or collat ed copies, or print on bot h sides of t he paper, you m ust t ake a couple ext ra st eps. Perhaps t he biggest lim it at ion of oneclick print ing is t hat your print er m ust be set up properly. I t needs t o be t urned on, it needs t o have paper, and it needs t o be connect ed t o your com put er and set t o run. Ot herwise, t he Quick Print but t on does not hing except give you an error m essage once it 's given up.

Figu r e 7 - 1 .

You can customize the Quick Access toolbar to hold any command button. For the convenience of one-click printing, add the Quick Print button. On the right side of the toolbar, click the Customize Quick Access toolbar button, and then turn on the Quick Print option.

You can use anot her quick and easy print ing short cut print ing a docum ent direct ly from Windows Explorer. Select a file in Explorer, and t hen choose File Print from Explorer's m enu ( Figure 7- 2 ) . Yet anot her Explorer opt ion is t o right - click t he file, and t hen choose Print from t he short cut m enu. Windows opens t he file in Word ( launching Word first , if necessary) , and Word t hen print s t he docum ent . ( I f Word wasn't already running when you gave t he Print com m and, t hen it closes down when print ing's done. I f Word was already running, j ust t he docum ent closes.) Like t he one- click print but t on, you can't specify any part iculars when you print from Windows in t his way, but it 's a quick and easy way t o spit out one copy of your docum ent .

Figu r e 7 - 2 .

You can print Word files directly from Windows Explorer by selecting your document in Explorer, and then choosing File Print. Windows' Print command works for just about any printable document, including those created in Word. Windows finds and runs the program needed to print the file.

7.2. Print Preview Old m ovies have t hat great im age of t he writ er ripping paper out of t he t ypewrit er, wadding it up in a ball, and t hrowing it on t he floor. I f you're not int erest ed in t hat m uch dram a ( or wast ed paper) when you work, t hen get t o know Print Preview. You find Print Preview wit h a couple of ot her print com m ands on t he Office m enu. To see t hem , go t o Office but t on Print ( Figure 7- 3 ) .

Figu r e 7 - 3 .

Go to Office button Print, and you see three print options: Print, Quick Print, and Print Preview. The Print option opens the Print dialog box (just like pressing Ctrl+P). The Quick Print option does the same thing as clicking the Print button on the Quick Access toolbar: It prints one copyno muss, no fuss, no options. The Print Preview button shows you how your document will

look on the printed page.

When you click Print Preview, your Word window changes quit e a bit . You can't edit t ext in t his view; it 's j ust for reviewing your work before you print . Up at t he t op, a single t ab appears on t he ribbon: Print Preview. On t he left , you find t wo but t ons wit h print er iconsPrint and Opt ions. Som e fam iliarlooking t ools occupy t he Page Set up group. The launcher in t he lower- right corner of t hat group indicat es t hat , wit h a click, you can bring up t he Page Set up dialog box. The t ools in t he Zoom and Preview groups help you view t he page before you go t o press. Click t he big m agnifying glass, and you bring up t he Zoom box. The but t ons give you a single- page view and a t wo- page view, so you can get a feeling for facing page layout s. I n t he Preview group, you can t oggle t he page rulers on and off. The Magnifier checkbox appears. I t works like a t oggle and t urns your m ouse cursor int o a Zoom t ool. One click and you zoom in; click again and you zoom out . I n Print Preview, you can use t he Next Page and Previous Page but t ons t o look t hrough your docum ent , but it 's j ust as easy t o use t he scroll bar on t he right side of t he window. The m ost curious and confusing but t on in t he group is t he Shrink One Page but t on. You m ay t hink t his but t on perform s som e kind of Alice in Wonderland t rick on one of your pages, but no, it m akes an at t em pt t o reduce t he overall num ber of pages in t he docum ent . This but t on perform s t his m agic by slight ly reducing t he t ype size and reducing t he let t er spacing. For exam ple, if you preview your docum ent and find it 's 11 pages long, but Sect ion 1.1 has j ust a few lines at t he t op, t hen you can click Shrink One Page, and Word squeezes t he m at erial int o a nice even 10 pages. The whole purpose of Print Preview is t o show you your docum ent exact ly t he way it will look on t he print ed page. Word's Print Layout does a pret t y good j ob of t hat when you're writ ing and edit ing, but Print Preview is m ore accurat e. Headers and foot ers are posit ioned precisely, and t hey're not grayed out . Non- print ing charact ers like t abs and paragraph m arks don't show up in Print Preview. And if you're using facing pages, Print Preview gives you a good feel for t he end result ( Figure 7- 4 ) . Print Preview's a great place t o check t o see if your m argins are wide enough and t o cat ch widows and orphans ( Sect ion 4.4 ) and abandoned headers at t he bot t om of t he page ( Sect ion 3.4 ) . What 's m ore, if you find som et hing wrong, Print Preview put s all t he t ools you need for a quick fix right t here on t he ribbon ( Figure 7- 5 ) . You can resolve a lot of last - m inut e problem s wit h t he Page Set up t ools on t he ribbon. You can also use t he regular Page Set up dialog box ( Sect ion 3.1 ) ; press Alt + P, PS t o open it . You can adj ust m argins, change t he page layout , and choose t he paper source in your print er.

7.3. Choosing a Printer These days, it 's not unusual t o have a couple of print ers and print er- t ype opt ions. For exam ple, you m ay have a black and whit e laser print er for quickly and cheaply print ing basic t ext docum ent s. You m ay also have a color ink- j et print er for print ing phot os and t he occasional color chart or graph. On t op of t hat , perhaps you have a fax m odem connect ed t o your com put er. ( Windows t hinks of fax m achines as print ers. When you t hink about it , t hey are sort of long- dist ance print ers.) I f you have t he full- blown Adobe Acrobat program on your com put er, Adobe PDF shows up everywhere you see your com put er's print ers list ed. ( Word considers creat ing PDFs, t oo, t o be a t ype of print ing.)

Figu r e 7 - 4 .

The Print Preview window shows you how your document will look on paper. Using the Zoom tools, Preview controls, and checkboxes on the Print Preview panel, you can get a good look at your document.

Figu r e 7 - 5 .

If you find a problem when you're viewing your document in Print Preview, then you've got the Page Setup tools

close at hand.

Having several print er opt ions doesn't confuse Word one bit . You j ust need t o let Word know which print er you want t o use. To do t hat , open t he Print dialog box, which in t ypical Microsoft fashion you can do at least t hree different ways. The quickest and easiest t o rem em ber is t o press Ct rl+ P. I f you like t o m ouse up t o t he ribbon, t hen choose Office but t on Print . For good m easure, you can also use t he new keyboard short cut Alt + F, P. However you arrive at t he Print box, it looks like Figure 7- 6 .

Figu r e 7 - 6 .

The Print dialog box packs a bunch of buttons and menus that you can use to make your printer do exactly what you want. In the upper-left corner, use the drop-down menu to choose your printer. Details about your printer appear below the menu.

At t he t op of t he Print box you find a group of cont rols labeled Print er. Use t he drop- down m enu at t he t op t o choose t he print er you want t o use for t his print j ob. Under t his m enu you see som e det ails about your print erit s t ype and how it 's connect ed t o your com put er. On t he right , you see t wo but t ons. The t op Propert ies but t on opens a dialog wit h det ails specific t o your print er. I f you're on a net work and share print ers, t he Find Print er but t on can help you locat e a print er.

7.3.1. Setting Your Default Printer I f you don't specifically choose a print er, Windows always uses one part icular print erknown as t he default print er. You'll see a checkm ark next t o it s print er icon in t he list ( Figure 7- 6 ) . You can prom ot e any of your print ers t o t his exalt ed posit ion, but you can't do it wit hin Word. You need t o use t he Windows syst em for t his j ob. Here are t he st eps:

1 . I n you r scr e e n 's low e r - le ft cor n e r , go t o St a r t

Pr in t e r s a n d Fa x e s .

Print ers and Faxes is in t he St art m enu's lower- right corner. When you click it , t he St art m enu

goes away, and t he Print er and Faxes box opens in a window t hat looks rem arkably like Windows Explorerbecause t hat 's exact ly what it is ( Figure 7- 7 ) . You're in a special locat ion in Explorer t hat 's devot ed t o print ers. 2 . I n t h e Pr in t e r s a n d Fa x e s box , r igh t - click t h e pr in t e r you w a n t t o u se m ost of t h e t im e , a n d fr om t h e sh or t cu t m e n u , ch oose Se t a s D e fa u lt Pr in t e r .

Figu r e 7 - 7 .

Your Printers and Faxes dialog box probably looks different from this one, because it lists the printers and devices connected to your own computer. The Task Pane on the left gives you the tools you need to add and remove a printer from your computer.

7.3.2. Exploring Printer-Specific Properties Different print ers have different t alent s. Choose from color print ers and black- and- whit e print ers, print ers t hat can print on bot h sides of t he paper, print ers t hat can use huge pieces of paper, and even com put er t hingys t hat behave like print ers but aren't really print ers. Adobe Acrobat and fax m achines fall int o t his cat egory. You need som e way t o get at t he cont rols for t hese print ers and, obviously, t he cont rols are different for each one. You use t he Print er Propert ies boxes t o finet une t he behavior of your print ers and print ing devices. For exam ple, Figure 7- 8 shows t he propert ies for a black and whit e laser print er. Figure 7- 9 shows t he Propert ies box for a color inkj et print er. Figure 710 is t he Propert ies box for t he professional version of Adobe Acrobat . I t 's not really a print er at all; it j ust t hinks it is.

Figu r e 7 - 8 .

This Properties box for a Hewlett-Packard LaserJet is simple and utilitarian. It gives you a little bit of control over the quality of the print, and under the Effects tab, you can scale your document to print at a larger or smaller size.

Figu r e 7 - 9 .

The Properties for this Epson color printer give you lots of options that are helpful for printing photos. For example, you can adjust the printer for different types of photo paper, to make sure you get the best possible prints. Because it's an inkjet printer, the Utility tab provides tools to clean the print head and nozzles.

Figu r e 7 - 1 0 .

Adobe Acrobat isn't really a printer, but when you install Acrobat Pro (the commercial program used to create Adobe PDF files), it creates a "printer" for PDF files. When you "print" your document, you're actually writing a PDF file. The Properties box lets you choose options for file security and paper size.

UP TO SPEED Adobe Acrobatics The dawn of t he personal com put er revolut ion generat ed t alk about t he paperless office. Of course, t hat never happened. I f anyt hing, personal com put ers and print ers brought about a quant um leap in paper consum pt ion. St ill, if any com put er t ool cam e close t o realizing an alt ernat ive t o paper, it 's Adobe Acrobat or PDF ( Port able Docum ent Form at ) . The idea was t o creat e a com put er file form at t hat can perfect ly capt ure what 's print ed on t he paget ext , graphics, t he whole kit and caboodle. The files need t o be com pact so t hey can be sent over t he I nt ernet . And anyone should be able t o read and print t hese files wit hout paying for addit ional soft ware. Adobe creat ed Acrobat t o m eet all t hese needs, and before t oo long, everyone was using t his new Port able Docum ent Form at t o dist ribut e report s and booklet s over t he I nt ernet . Folks st art ed calling t hem PDF files, because t he filenam es end in .pdf ( Figure 7- 11 ) . Now you'll find PDFs online for j ust about everyt hing. You can probably download t he m anual for your TV, your cell phone, and your refrigerat or from t he m anufact urers' Web sit es as PDF files. The Census Bureau and m any ot her governm ent agencies provide t he inform at ion t hey collect as PDFs.

Businesses are using PDFs m ore and m ore as a way t o dist ribut e report s, spreadsheet s, and ot her docum ent s. Unlike an Excel spreadsheet , you don't need Excel t o open a PDF, since t he Adobe Reader program com es on all com put ers ( and if not , it 's only a free download away) . Furt herm ore, wit h a PDF, no one can inadvert ent ly erase or change your inform at ion once your docum ent is open. Adobe's form at was so successful t hat it spawned som e im it at ors. I t doesn't m ake m uch sense t o im it at e a st andard by creat ing an incom pat ible form at , but t hat 's what happened. Microsoft launched it 's own form at called XPS, which st ands for XML Paper Specificat ion. And an open source form at has sim ilar propert ies and aspirat ionst he Open Docum ent form at . Aft er som e wrangling, Microsoft decided t o provide support for all t hree of t hese form at s in Word 2007. The XPS form at is included wit h Word. To add eit her Adobe PDF or Open Docum ent support , you need t o download an add- in program t o m ake it part of Word. To find t he add- in t hat inst alls bot h PDF and XPS capabilit ies t o your com put er, go t o ht t p: / / www.m icrosoft .com / office and ent er pdf xps in t he search box at t he t op of t he page.

Figu r e 7 - 1 1 .

Use PDF files (also known as Acrobat) to distribute copies of your documents via email or over the Web. People who receive your files can view and print them using Adobe's free Adobe Reader available at www.adobe.com/products/acrobat/readstep2.html .

7.4. Printing to an Adobe PDF File Say you want t o creat e an at t achm ent t hat you can em ail or put up on a Web sit e t hat anyone, on any com put er, can open and print . First , read t he box on t he previous page and inst all t he Adobe PDF add- in. Once you've inst alled t he add- in, creat ing a PDF file is as easy as saving a file. Go t o Office but t on Save As PDF or XPS. The Publish as PDF or XPS dialog box opens. I t looks j ust like a Save As dialog box. I t has all t he st andard navigat ion t ools, so you can choose a folder t o hold t he file. I n t he " Save as t ype" drop- down m enu near t he bot t om , choose PDF, and t hen click t he Publish but t on in t he lower- right corner ( where you'd norm ally see a Save but t on) . When you're done, you've creat ed a PDF file t hat you or anyone else can read and print wit h Adobe Reader.

7.5. Faxing with Word Think of faxing a docum ent as a form of long- dist ance print ing. You t ell Word t o print a docum ent , and it sends t he pages over t he phone lines and print s it out on your friend's fax m achine. You need t o have a fax m odem in your com put er, and t he person on t he ot her end needs a fax m achine ( see t he box in Sect ion 7.6) . Ot her t han t hat , it 's a lot like print ing. Here are t he st eps:

1 . W it h you r docu m e n t ope n in W or d, pr e ss Ct r l+ P or ch oose Office bu t t on

Pr in t .

The Print box, as shown in Figure 7- 6 , opens. 2 . Use t h e dr op- dow n m e n u a t t h e t op of t h e Pr in t box t o se le ct you r fa x m ode m a s t h e pr in t e r , a n d t h e n click OK t o st a r t t h e Se n d Fa x W iza r d. The Print box closes and t he Send Fax Wizard opens ( Figure 7- 12) . The Send Fax Wizard consist s of several dialog boxes. The first box is st unningly useless. I t does not hing but welcom e you t o t he Send Fax Wizard and m ake you click t he Next but t on an ext ra t im e. The next screen is m ore funct ional. You use it t o t ell your com put er where t o send t he fax.

Figu r e 7-12. The Send Fax Wizard walks you through the process of addressing and sending your fax. You start by entering names and fax numbers or choosing recipients from your Windows address book.

3 . En t e r n a m e s ( opt ion a l) a n d fa x n u m be r s in t o t h e Se n d Fa x W iza r d. You can click t he Address Book but t on t o choose a nam e and fax num ber from your Out look address book, or you can t ype int o t he " To" and " Fax num ber" t ext boxes. Click Add t o add recipient s t o t he list at t he bot t om . When your list is com plet e, click Next . 4 . Ch oose w h e t h e r or n ot t o in clu de a cove r pa ge . I f you t urn on t he cover page checkbox, t he wizard prom pt s you for a subj ect and a not e. The wizard aut om at ically fills in det ails t hat Word collect ed when you inst alled t he program , such as your nam e and cont act info. I f you need t o, you can review and change t hose det ails by clicking t he Sender I nform at ion but t on at right . When you're done wit h t he det ails about t he cover page, click Next . 5 . Use t h e n e x t w iza r d scr e e n t o sch e du le you r fa x . You have t hree opt ions for scheduling. You can send it now, or you can choose t o send it when discount rat es apply. Last but not least , you can ent er a specific hour and m inut e. When you've scheduled your fax delivery, click Next . 6 . Ch e ck t h e de t a ils a n d pr e vie w t h e fa x , a n d t h e n click t h e Fin ish bu t t on t o se n d it . The last box of t he Send Fax Wizard gives you one last chance t o review your fax recipient s and t o preview t he fax by clicking t he Preview Fax but t on ( Figure 7- 13) . A viewer pops up where you can inspect your fax page by page before you send it . When you're cert ain t hat everyt hing

is okay, click Finish t o send your fax on it s way.

Figu r e 7-13. The last step in the Send Fax Wizard gives you a chance to preview your fax and doublecheck the names and numbers of the recipients.

UP TO SPEED Fax Modem vs. Fax Machine I n t he days before everyone used em ail, fax m achines t ook t he world by st orm . At first , people asked if you had a fax, and t hen t hey j ust asked for your fax num ber. I f you don't have a fax m achine, a com put er wit h a fax m odem is a pret t y good subst it ut e. Any docum ent t hat you can print , you can send as a fax. Today, m ost m odem s also include t he sm art s t o send a fax, and you can get one for only $50 or so. To see whet her your com put er has a fax m odem , go t o St art Cont rol Panel Print ers and Faxes. When t he cont rol panel opens, you'll see Fax list ed, but t hat doesn't necessarily m ean you have a fax m odem inst alled. I n t he list , right click t he word Fax, and t hen choose Propert ies from t he short cut m enu t o open t he Fax Propert ies box. Last , but not least , click t he Devices t ab. I f your com put er can send a fax, you'll see t he nam e of t he fax m odem list ed in t he Devices panel. You can receive faxes wit h a fax m odem t oo, but if you plan on receiving a lot of faxes, you m ay want t o get a phone line specifically for fax t rafficot herwise your friends are

likely t o be greet ed wit h a fax screech when t hey call. I f you want t he com plet e capabilit ies of a fax m achine, t hen you need t o add a scanner t o your set up. Then you can scan newspaper art icles, com ic st rips, and ot her im port ant docum ent s and fax t hem t o colleagues.

7.6. Changing Print Settings Som et im es clicking Quick Print doesn't do t he t rick. Perhaps you want t o m ake several copies of your docum ent , or m aybe you want t o print only cert ain pages. To t ackle t hose chores and ot hers, you need t o give Word and your print er m ore specific inst ruct ions. To do t hat , open t he Print box ( Figure 7-14 ) by choosing Office but t on Print Print ( or pressing Ct rl+ P) .

Figu r e 7-14. When your print job gets more complicated, you need to use the Print box. In addition to letting you choose a specific printer, the Print box lets you print multiple copies or print just a portion of your opus. You can also get at specific settings for your printer via the Properties box.

7.6.1. Printing Part of Your Document Word is pret t y flexible when it com es t o print ing bit s and pieces of your docum ent . You can choose t o print specific pages, or you can select a part of your docum ent , and t hen t ell Word t o print only what

you've select ed. You m ake your choices using radio but t ons in t he Print dialog box's " Page range" sect ion: All. This opt ion print s your ent ire docum ent using t he Print dialog box's current set t ings. You can choose t o print and collat e m ult iple copies of your ent ire docum ent , if you want . Cu r r e n t pa ge. This opt ion is ideal for print ing a t est page. Word print s t he page t hat 's current ly showing in t he window ( not t he page wit h t he insert ion point ) . Pa ge s. You can select consecut ive pages, random pages, or a com binat ion of t he t wo. For exam ple, if you t ype 7, 9, 12- 15 in t he Pages t ext box, t hen Word print s exact ly t hose pages ( Figure 7- 15) . Se le ct ion. Select t he t ext you want t o print before opening t he Print box ( Ct rl+ P) , and t hen click t he Select ion but t on. Word print s only t he t ext t hat you've select ed. This m et hod helps you proofread a specific chunk of your t ext or print an individual elem ent like a chart or a pict ure.

Figu r e 7 1 5 . In the "Page range" section of the Print box, you can choose to print your entire document or just a part of it. Using the Print drop-down menu, you can print your document, your document with reviewers' markup (Section 16.1), or the document with its properties, paragraph styles, and other technical details.

7.6.2. Printing and Collating Multiple Copies Open t he Print dialog box ( Ct rl+ P) t o t ell Word you want t o print m ult iple copies and provide det ails about how you'd like t hem served up ( Figure 7- 16) . The Copies sect ion of t he Print box is on t he right side. Type a num ber in t he " Num ber of copies" box, and t hen t urn on t he Collat e checkbox if you'd like each copy ordered in sequence. I f you don't t urn on Collat e, your print er will spit out all t he page 1s, t hen all t he page 2s, and so fort h.

Figu r e 7 - 1 6 . On the right side of the Print box, you can tell Word how many copies to print and whether or not you'd like them collated. In the Zoom section at bottom, you can choose to print more than one page per sheet of paper; Word automatically shrinks everything to fit. The "Scale to paper size" drop-down menu shrinks or enlarges your document to fit a different size of paper.

7.6.3. Printing on Both Sides of the Page Print ing on bot h sides of t he paper produces at t ract ive, professional newslet t ers, report s, and brochures. Your subj ect m at t er can benefit from nice big t wo- page spreads. Or m aybe you'd j ust like t o cut down on t he am ount of paper you're using. What ever t he reason, you can print on bot h sides ( also known as duplex print ing) . Word gives you t wo ways t o print bot h sides of t he paget he easy way and t he hard way. Unfort unat ely, t he easy way is m ore expensive. I t requires you t o have a duplex print er t hat knows how t o print bot h sides. Duplex print ers vary, so you m ay need t o explore your print er's Propert ies ( Ct rl+ P, Alt + P) t o m ake sure it 's ready for print ing on bot h sides. I f so, you'll also see som e ext ra opt ions in t he Print dialog box t o t urn t wo- sided print ing on. I f you don't have a duplex print er ( m ost people don't ) , you can get t he sam e result if you're willing t o do a lit t le paper j uggling:

1 . Go t o Office bu t t on du ple x " ch e ck box .

Pr in t t o ope n t h e Pr in t dia log box . Tu r n on t h e " M a n u a l

This checkbox is on t he right side, below t he Propert ies but t on, as shown in Figure 7- 17. 2 . Click OK t o st a r t pr in t in g. Word print s all t he odd- num bered pages on one side of t he paper, and t hen it prom pt s you t o rem ove t he print ed pages and place t hem back in t he print er t ray.

3 . Ta k e t h e pr in t e d pa ge s ou t of t h e t r a y, flip t h e m ove r , a n d t h e n click OK. Word print s t he even- num bered pages on t he backs. You m ay want t o experim ent on five or six pages t o get t he rout ine down. The process is different for different print ers. You need t o wat ch for a couple of t hings wit h t he second print run. First , you need t o learn whet her t o place t he pages face up or face down. You m ay also need t o reorder t he pages so t hey print properly. Hint : On t he second run, page 2 print s first , so you want page 1 at t he t op of t he pile.

Figu r e 7 - 1 7 .

Even if you don't have a fancy duplex printer for printing both sides of the paper, Word will help you out. Turn on "Manual duplex," and Word first prints the odd pages, and then prompts you when it's time to reload.

7.7. Printing Envelopes Com put ers have always been great for print ing docum ent s on st andard- size paper, but envelopes present a lit t le bit m ore of a challenge. Envelopes are oddly shaped and kind of t hick. And on som e m achines, t he t ext needs t o print sideways. Fort unat ely, Word 2007 and m ost m odern print ers have overcom e t he hurdles present ed by print ing on envelopes. The first st ep for successful envelope print ing is t o m ake sure t hat your ret urn address info is st ored in Word.

1 . Go t o Office bu t t on

W or d Opt ion s a n d click Adva n ce d .

The but t ons on t he left side of t he Word Opt ions box show you different panels of Word. 2 . Scr oll dow n t o t h e Ge n e r a l gr ou p . Oddly, t he General group is alm ost at t he bot t om of t he Advanced opt ions. 3 . En t e r you r in for m a t ion in t h e " M a ilin g a ddr e ss" box . Click OK w h e n you 'r e don e . Wit h your vit al det ails st ored in Word, you're ready t o print an envelope. Here are t he st eps:

1 . On t h e r ibbon , go t o M a ilin gs

Cr e a t e

En ve lope s ( Alt + M , E) .

Most of t he t ools on t he Mailings t ab are for m ail m erge and m ass m ailings. The Creat e group, wit h t wo but t onsEnvelopes and Labelsis on t he left side. Clicking Envelopes opens t he Envelopes and Labels dialog box t o t he Envelopes t ab, as shown in Figure 7- 18. 2 . At t h e t op of t h e En ve lope s t a b, in t h e " D e live r y a ddr e ss" t e x t box , t ype a n a m e a n d a ddr e ss. Just t ype in t he inform at ion on different lines as you'd put it on an envelope. The lit t le book icon above and t o t he right of t he Delivery address t ext box opens your Out look address book. Click it t o select an exist ing cont act . ( Look, m ano ret yping! )

Note: The first time you click the Address Book icon, the Choose Profile box opens. There you can select a source for addresses, including your Outlook address book.

3 . I n t h e bot t om t e x t box , in spe ct you r r e t u r n a ddr e ss a n d e dit if n e ce ssa r y.

I f you provided an address in your Word Opt ions, as described in t he previous st eps, t hat inform at ion appears in t he Ret urn address box. I f you want , you can change t he det ails now. Just delet e t he exist ing address and t ype t he new inform at ion. ( I f your envelopes have a preprint ed ret urn address, t urn on t he Om it checkbox t o prevent your st ored ret urn address from print ing on t he envelope.) 4 . Ch e ck t h e pr e vie w w in dow a n d t a k e n ot ice of t h e fe e d dir e ct ion for you r e n ve lope . The Preview panel shows you how t he envelope will look wit h t he addresses print ed on it . The Feed panel gives you guidance for placing envelopes in your print er. Tip: The Options button leads to another dialog box where you can choose a different envelope size (assuming your printer can handle it). You can also change the font and font size.

Figu r e 7-18. The Envelope tab in the Envelopes and Labels dialog box provides a place to enter both a delivery and return address. The Preview and Feed icons in the lower-right corner show you how the envelope will look and the way to place your envelope in the printer.

7.8. Printing Labels Word com es ready and wiling t o work wit h st andard address labels. I f you j ust want t o print a single label, or if you want t o print a bunch of t he sam e label, t hen follow t he st eps in t his sect ion. ( However, if you're print ing labels, you're probably working on som e kind of large m ailing t hat would benefit from Word's aut om at ed m ail m erge feat ure. For det ails, go t o Sect ion 12.1.) Word is prepared t o handle labels from Avery and m any ot her m anufact urers. Take not e of t he m aker and m odel num ber of t he labels you've bought , and follow t he m anufact urer's inst ruct ions for loading t hem int o your print er. Then follow t hese st eps t o print one or m ore of t he sam e label:

1 . Go t o M a ilin gs

Cr e a t e

La be ls.

The Envelope and Labels dialog box opens t o t he Labels t ab. 2 . I n t h e Addr e ss box a t t op, t ype t h e a ddr e ss you w a n t t o pu t on t h e la be l. I f you want t o print a bat ch of your own ret urn address labels, click t he box in t he upper- right corner labeled " Use ret urn address." 3 . Click t h e La be l se ct ion . ( I t 's n ot j u st a pr e vie w it 's a bu t t on !) The Label Opt ions dialog box opens, as shown in Figure 7- 19. Choose your label m anufact urer, and t hen choose your label's m odel num ber. This inform at ion t ells Word how m any labels are on a sheet and how t hey're spaced. Click OK when you're done. 4 . I n t h e Pr in t se ct ion , se le ct " Fu ll pa ge of t h e sa m e la be l" or " Sin gle la be l." I f you want t o print t he sam e label a bunch of t im es on a sheet of labels, choose t he first radio but t on, " Full page of t he sam e label." You can print a single label from a sheet of labels, saving t he rest of t he sheet for anot her proj ect . Click t he " Single label" radio but t on, and t hen ident ify t he row and colum n for Word, so it knows which label t o print on. 5 . Click Pr in t w h e n you 'r e r e a dy t o go.

Figu r e 7-19. Word's label printing tool is all set to work with a mindboggling variety of label types. It also gives you some ways to make the most of your label resources. For example, using the Single label button, you can print one label on a sheet and save the rest for another project.

7.9. Setting Print Options The Word Opt ions window is where you t weak Word t o m ake it behave t he way you want . Som e print set t ings wort h knowing about are, som ewhat oddly, t ucked away on t he Display panel. Go t o Office but t on Word Opt ions Display. The print ing set t ings are at t he bot t om . A checkm ark indicat es t he opt ion is t urned on. Here's what you find: Pr in t dr a w in gs cr e a t e d in W or d . The fact ory set t ing is t o have t his opt ion t urned on. Turn it off if you ever want t o print a docum ent wit hout any graphics or float ing t ext boxes. Pr in t ba ck gr ou n d color s a n d im a ge s. Page color and background im ages work bet t er for Web pages t han t hey do for print ed docum ent s. When you inst all Word, t his opt ion is t urned off, but you can always t oggle it back on. Pr in t docu m e n t pr ope r t ie s. Turn t his opt ion on, and Word print s your docum ent , and t hen print s t he docum ent propert iesaut hor, t it le, and so onon a separat e page at t he end. ( I f you've never checked out your docum ent propert ies, t ake a look by choosing Office but t on Prepare Propert ies.) Pr in t h idde n t e x t. You can hide t ext in your docum ent using a font st yle com m and ( Alt + H, FN, Alt + H) . Wit h t his box t urned on, t hat t ext doesn't st ay hidden when you print . Upda t e fie lds be for e pr in t in g. Word fields include t hings like t he dat e in a header ( Sect ion 3.4) or a cont act from your Out look address book. I t 's usually a good idea t o leave t his box t urned on because it m akes sure you have t he m ost up- t o- dat e inform at ion before you print . Upda t e lin k e d da t a be for e pr in t in g. Like t he fields opt ion above, t his opt ion is t urned on when you inst all Word, and it 's good t o leave it t hat way. I f you link a t able or chart from an Excel spreadsheet , t his opt ion m akes sure it 's using t he m ost recent info.

Part II: Creating Longer and More Complex Documents Ch a pt e r 8 : Pla n n in g w it h Ou t lin e s Ch a pt e r 9 : W or k in g w it h Lon g D ocu m e n t s Ch a pt e r 1 0 : Or ga n izin g You r I n for m a t ion w it h Ta ble s Ch a pt e r 1 1 : Addin g Gr a ph ics, Vide o, a n d Sou n d t o You r D ocu m e n t s Ch a pt e r 1 2 : M a ss M a ilin g w it h M a il M e r ge

8. Planning with Outlines I f your t eachers kept ham m ering you about how im port ant out lining is and m ade you do elaborat e out lines before you t ackled writ ing assignm ent s, forgive t hem . They were right . Not hing beat s an out line for t he planning st ages of a docum ent . When you're facing writ er's block, you can st art list ing your m ain t opics in a Word docum ent , and t hen break your t opics int o sm aller pieces wit h som e subt opics underneat h. Before your know it , you're filling out your ideas wit h som e essent ial bit s of body t ext . You've broken t hrough t he block. Word's Out line view is a fabulous out lining t ool. I t let s you m ove large blocks of headings and t ext from one part of your docum ent t o anot her, and rank headings and t heir accom panied t ext higher or lower in relat ive im port ance. I n Out line view, you can even show or hide different part s of your docum ent , t o focus your at t ent ion on what 's im port ant at t he m om ent . Best of all, Out line view is j ust anot her docum ent view, so you don't have t o out line in a separat e docum ent .

8.1. Switching to Outline View Out line view is anot her way of looking at your docum ent , like Draft view or Print Layout view. I n ot her words, in Out line view, you're j ust looking at your docum ent in out line form . When you swit ch int o Out line view, your heading t ext ( Heading 1, Heading 2, Heading 3, and so on) sim ply appears as different out line levels ( Figure 8- 1 ) . Sim ilarly, you can st art a docum ent as an out lineeven do all your writ ing in out line form and t hen swit ch t o Print Layout view and have a perfect ly norm al looking docum ent . Tip: Jumping back and forth between Outline view and the other views can be very conducive to brainstorming. If you're working with your document in Print Layout view or Draft view and need to get a feeling for the way one topic flows into another, then pop into Outline view, collapse the body text, and examine your headings.

To swit ch views in Word, go t o View Docum ent Views and click t he but t on you want , or use t he keyboard short cut s in t he following list . Use Ou t lin e vie w ( Alt + W, U) t o develop headings, est ablish a sequence for present ing t opics, est ablish a hierarchy bet ween t opics, and j um p from one sect ion t o anot her in long docum ent s. Use D r a ft vie w ( Alt + W, E) for writ ing rapidly when you don't want t o worry about anyt hing except get t ing ideas down on t he page. I n Draft view you aren't hindered by t oo m any form at t ing nicet ies. Use Pr in t La you t vie w ( Alt + W, P) when you're put t ing t he finishing t ouches on your docum ent . I n t his view, you get a feel for t he way your docum ent looks t o your readers. When you swit ch t o Out line view, a new Out lining t ab appears on t he ribbon. The Out lining Tools group at left has t wo part s, separat ed by a vert ical bar. You use t he cont rols t o m ove paragraphs around and change t heir out line levels for ( m ore on t hat short ly) . The t ools on t he right side don't act ually affect t he out linet hey j ust cont rol t he way it looks.

Figu r e 8 - 1 .

Outline view gives you a dramatically different look at your document. In back is A Tale of Two Cities in Print Layout view. In front is the same document in Outline view. The body text is collapsed and hidden, but you get a clear view of the major and minor headings. When you click one of the plus (+) buttons, the headings and text expand beneath.

When it com es t o out lining, Word divides your docum ent int o t wo dist inct ly different elem ent s: H e a din gs or t opics . You can t ell headings are t he m ost im port ant elem ent in out lines by t he big + or - but t on at t heir left . Wit h headings, it 's all about rank. Every heading has a level, from 1 t o 9. More im port ant headings have lower- level num bers and are posit ioned closer t o t he left m argin. Level 1 st art s at far left , Level 2 com es below it and is indent ed slight ly t o t he right , followed by Level 3, 4, and so on. Each heading is called a subhead of t he one t hat cam e before. For exam ple, Level 2 is a subhead of Level 1, Level 3 is a subhead of Level 2, and so on. Body t e x t . For out lining, body t ext t akes t he back seat . I t j ust get s t hat lit t le dot , and if it 's in t he way, you can hide it ent irely, or you can view only t he first linej ust enough t o give you a hint of what 's beneat h. Body t ext doesn't really get assigned t o a level; it st ays glued t o t he heading above it .

8.2. Promoting and Demoting Headings Planning a docum ent is a lit t le bit like put t ing a puzzle t oget her. You t ry a piece here and t hen over t here. A t opic you t hought was m inor suddenly loom s larger in im port ance. When you're brainst orm ing and plot t ing, it 's im port ant t o keep an open m ind. Word's helpful because it 's so easy t o t ry t hings out , and you can Ct rl+ Z t o undo whenever you need t o. When you prom ot e a t opic, you m ove it t oward t he left m argin. At t he sam e t im e, it m oves up a rank in t he headings hierarchy; so, a Level 3 header becom es a Level 2 header, and so fort h. For m ost docum ent s t hat m eans t he form at t ing changes t oo. Higher- level headers t ypically have larger or bolder t ypesom et hing t hat dist inguishes t hem from t heir less im pressive bret hren. To dem ot e a heading is t he opposit e; you m ove a heading t oward t he right , usually m aking it a subordinat e of anot her t opic. For you, t hese prom ot ions and dem ot ions are easy. I n fact , you encount er a lot less com plaining here t han you'd find in prom ot ing and dem ot ing em ployees in your com pany. The easiest way t o prom ot e and dem ot e is t o click a header and m ove it t o t he left or t o t he right . When you m ove it a lit t le bit , a vert ical line appears, providing a m arker t o show you t he change in rank, as shown in Figure 8- 2 . Note: When you promote or demote a heading, the body text goes with it, but you have a choice whether or not the subheads move below it.

When you're brainst orm ing and pushing ideas around in your docum ent , you don't want t o get dist ract ed by t he m echanics. When it com es t o out lines, you m ay be grat eful t hat Word provides so m any different ways t o do t he sam e t hing. You get t o choose t he m et hod t hat works best for you, and keep your focus on shaping your docum ent . Word gives you t hree ways t o m anipulat e t he pieces of your out line: D r a ggin g . For out lining, not hing's m ore int uit ive and fun t han clicking and dragging. You can put som e words in a heading, and t hen j ust drag t hem t o anot her locat ion. As you drag t opics and t ext , Word provides great visual clues t o let you know t he end result ( Figure 8- 2 ) .

Figu r e 8 - 2 .

Dragging works well when you're brainstorming. It's satisfying to push, pull, and drag your document into shape as if it were clay and you're the sculptor. As you drag, your cursor changes to a double arrow. The long vertical line indicates the outline level you're currently dragging through.

Ribbon . The but t ons on t he Out lining Out line Tools group give you quick, visual access t o t he com m ands for prom ot ing and dem ot ing headings and for showing and hiding all t he bit s and pieces of your docum ent . I t 's a bit m ore m echanical t han j ust clicking and dragging t he pieces where you want t hem ( Figure 8- 3 ) . One pot ent ially confusing t hing about t he Out lining t ab are t hose t wo drop- down m enus showing levels. They look alm ost ident ical and bot h give you a choice am ong t he nine t opic levels t hat Out line has t o offer. Here's t he key: The m enu on t he left prom ot es or dem ot es t he current it em , while t he m enu on t he right shows or hides levels. Ke yboa r d sh or t cu t s . Keyboard short cut s are ideal when your hands are already on t he keys and you're t yping away. During t he planning st ages, speed isn't as m uch of an issue, but if you t ook your t eachers' advice t o heart and do lot s of out lining, keyboard short cut s can really st ream line your work. Just rem em ber t hat all t hese com m ands use Alt + Shift plus anot her key, as shown in t he t able.

Figu r e 8 - 3 .

The buttons on the Outlining tab provide a command central for promoting and demoting topics and showing just the right part of your document. The up and down buttons move topics forward and backward in the document, providing a great way to move big chunks of text.

Prom ot e Heading Up a Level Alt + Shift + Right arrow, or Tab Dem ot e Heading Down a Level Alt + Shift + Left arrow, or Shift + Tab Dem ot e Heading t o Body Text Alt + Shift + 5 ( num ber pad) , or Ct rl+ Shift + N

Expand Out line I t em Alt + Shift + + Collapse Out line I t em Alt + Shift + _ Expand or Collapse Out line I t em Alt + Shift + A, * key ( num ber pad) Show n Level Heading Alt + Shift + n , n= num ber key ( t op row, not t he num ber pad) Show Only First Line of Text Alt + Shift + L

Ta ble 8 - 1 . Act ion

Ke yboa r d Sh or t cu t

Tip: Another keyboard shortcut helps with outlining: the / key on the number pad. That one little key conceals any fancy character formatting you've applied so you can focus on your outline. See Section 8.4.2 for more on the Show/Hide Text Formatting command.

8.2.1. Controlling Subheads During Promotion or Demotion When you prom ot e or dem ot e an out line it em , any subheads and subt opics below it m ove wit h t hat it em , but only if you collapse t he it em s below, so t hat t hey're hidden. I n ot her words, when you m ove t he header above, t he subheads keep t heir relat ionships even t hough you can't see t hem . When you drag t opics, t he subheads go along, because when you select a t opic, you aut om at ically select t he subt opics, t oo. Word gives you a num ber of ways t o m ove t he header but leave everyt hing else where it is. Here's a st ep- by- st ep descript ion of t he ways you can prom ot e or dem ot e a heading all by it s lonesom e:

1 . Click a n yw h e r e in t h e t e x t of t h e h e a de r . Don't select t he ent ire header; j ust place t he insert ion point som ewhere in t he t ext . 2 . Ch a n ge t h e h e a de r le ve l u sin g on e of t h e r ibbon bu t t on s or by pr e ssin g a k e yboa r d sh or t cu t . Use t he short cut keys Alt + Shift + Left arrow or Alt + Shift + Right arrow t o prom ot e or dem ot e t he header. As long as t he subt opics below aren't highlight ed, t hey won't m ove when you do t he

header prom ot ing or dem ot ing. You can use any of t he ribbon cont rols t hat prom ot e and dem ot e headers in t he sam e way. As long as t he subt opics aren't select ed, t hey won't change ( Figure 8- 4 ) . The but t ons t hat you can use include: Prom ot e t o Heading 1, Prom ot e, Out line Level ( drop- down m enu) , Dem ot e t o Body Text .

Figu r e 8 - 4 .

Use the various promotion and demotion buttons and the Level drop-down menu on the Outlining tab to organize your outline. If subheads are collapsed under a topic or they're selected, they maintain their relationships when you demote or promote the header. Otherwise, if only the header is selected, it moves and the subtopics stay put.

Note: Working with outlines is actually a lot simpler to do than it sounds. Want to test drive Word's outline features? To check out the screencastan online, animated tutorialof the examples in this chapter, head over to the "Missing CD" page at www.missingmanuals.com .

8.3. Moving Outline Items Part of organizing your t hought s m eans m oving t hem t o an earlier or lat er posit ion in t he docum ent , wit hout changing t heir out line level. Say you decide a sect ion you've t yped in t he m iddle of your docum ent would m ake a great int roduct ion. You can m ove it t o t he beginning of t he docum ent , wit hout prom ot ing or dem ot ing it . Moving t opics and it em s up and down in your docum ent is very sim ilar t o m oving t hem left and right . ( Figure 8- 5 ) . I f you want t o t ake subt opics along wit h an it em when you m ove it , m ake sure t hat t hey're select ed ( or collapsed) under t he it em t hat you're m oving.

Figu r e 8-5. When you drag a header up and down, you see a horizontal line that acts as a marker to show you exactly where the heading (and connected text) will appear when you let go of the mouse button.

I n addit ion t o dragging, Word gives you t wo ot her ways t o m ove t opics up and down in your out line. Select t he heading you want t o m ove, and t hen click t he Move Up or Move Down but t ons on t he Out lining t ab ( Figure 8- 6 ) . You can also use t he short cut keys Alt + Shift + up arrow or Alt + Shift + down arrow.

Figu r e 8-6. Use the Move Up and Move Down buttons to reposition a topic before or after other topics in the sequence of your document. Its ranking in the heading hierarchy doesn't change.

8.4. Showing Parts of Your Outline Out line view doesn't j ust let you see and organize t he st ruct ure of your prose; it also helps you zero in on what 's im port ant while you m ake decisions about t he shape and flow of your work. I f you want , you can show your headings only so you can focus on t heir wording wit h all t he ot her t ext out of t he way. When you want t o read inside a cert ain sect ion, you can expand it while leaving everyt hing else collapsed. ( Or, if you're having t rouble wit h a passage, you can collapse it so you don't have t o look at it for a while.)

8.4.1. Expanding and Collapsing Levels You know t hat old saying about not being able t o see t he forest for t he t rees. On t he Out lining t ab, t he Expand and Collapse but t ons help you put t hings in perspect ive ( Figure 8- 6 ) . Collapse a t opic, and you can read t hrough t he m aj or headers and get a feel for t he way your docum ent flows from one t opic t o anot her. When you need t o explore t he det ail wit hin a t opic t o m ake sure you've covered all t he bases, expand t he t opic and dig in. When you're m ousing around, t he easiest way t o expand or collapse a t opic is t o double- click t he + sign next t o t he words. I t works as a t ogglea double- click expands it , and anot her double- click closes it . The t opics wit h a m inus sign next t o t hem have no subt opics, so you can't expand or collapse t hem . I f you're int erest ed in m aking grander, m ore global kinds of changes, t urn t o t he Out lining Out line Tools Show Level m enu. ( I t 's t he drop- down m enu on t he right .) Just choose a level, and your out line expands or collapses accordingly ( Figure 8- 7 ) .

Figu r e 8 - 7 .

Use the drop-down menu on the right to show and hide levels in your outline. The smaller dots are next to body text. In this view, the body text is limited to showing just the first line.

8.4.2. Showing and Hiding Text Text t akes a subordinat e posit ion when it com es t o out lining and planning, so it 's not surprising t hat Word provides a couple different ways for you t o hide t he body t ext ( Figure 8- 8 ) . You can doubleclick t he headings above t he body t ext t o expand and collapse t he t opic, j ust as you would wit h subheads. The + and - but t ons on t he Out lining t ab work t he sam e way. You can also use t he keyboard short cut s Alt + + t o expand and Alt + - t o collapse body t ext under a heading.

Figu r e 8 - 8 .

Show and hide text by double-clicking the header just above the text. Click the Show First Line Only button on the Outlining ribbon to hide the paragraphs while leaving the first line to hint at the contents.

8.4.3. Showing Only the First Line Because each paragraph of body t ext is like a sub- subt opic, Word's out line view let s you work wit h t hem as such. Click t he Show First Line Only but t on, and all you see is t he first line of each paragraph. That should be enough t o get a sense of t he t opic t hat 's covered. I t 's j ust anot her way t hat Out line let s you drill down int o your docum ent while you're in a planning and plot t ing phase.

8.4.4. Showing Text Formatting Your docum ent 's charact er form at t ingdifferent font s, font colors, and sizes t hat m ay bear no relat ion t o t he Level 1, Level 2 hierarchycan be dist ract ing in Out line view. The easiest t hing is t o t urn t he form at t ing off. You can click t he Show Form at t ing but t on on t he Out lining ribbon ( Figure 8- 9 ) t o t oggle form at t ing on or off, or you can use t he short cut key, which is t he / ( forward slash) on t he num ber pad.

Figu r e 8 - 9 .

Use the Show Text Formatting checkbox (or the / key on the number pad) to hide text formatting, as shown here. This picture also shows the result of clicking the Show First Line Only button or pressing Alt+Shift+L to show and hide all the paragraph text except the first line.

9. Working with Long Documents Longer docum ent s present bigger challenges t o writ ers. The m ore pages t here are, t he m ore det ails you have t o keep t rack of. Fort unat ely, com put ers are great wit h det ails, so Word can be a lot of help wit h your bigger proj ect s. This chapt er offers som e t ips on navigat ing long docum ent s and dividing t hem int o sm aller sect ions. Volum inous docum ent s also oft en require ext ras like t ables of cont ent s, indexes, hyperlinks, bookm arks, cross- references, foot not es, and bibliographic cit at ions. Word has t ools t o m ake all t hese j obs easier and m oderat ely less painful, and t his chapt er shows you how t o use all of t hem . Word offers a special feat uret he m ast er docum ent for very long docum ent s, like books wit h m ult iple chapt ers. Mast er docum ent s have a reput at ion for going bad, but t his chapt er shows you how t o avoid problem s. To wrap it all up, t his chapt er provides som e good t ips on m oving around longer docum ent s using t ools like t he Docum ent Map and Thum bnails.

9.1. Navigating a Large Document I n docum ent s of m ore t han, say, 20 pages, t hat scroll bar on t he right side is way t oo slow and inaccurat e. I nst ead, it 's fast er t o j um p bet ween specific point s t he docum ent . You can always use t he Go To box ( Alt + H, G) t o j um p t o a specific page, but what if you don't know t he exact page num ber? I nst ead, you j ust know which heading you're looking for. Word gives you quit e a few t ools t o navigat e large docum ent s, like bookm arks and browse but t ons. Also, a couple of special viewing and navigat ion t ools help you find your way around long docum ent s: t he Docum ent Map and Thum bnails ( Figure 9- 1 ) .

Figu r e 9 - 1 .

Use the shortcut keys Alt+W, VM to open a document map. Click a heading in the Document Map to jump to that location in your document.

Br ow se bu t t on s . The Browse but t ons at t he bot t om of t he scroll bar are anot her great t ool for navigat ing docum ent s of any size. By clicking t he circular Select Browse Obj ect but t on, you can choose t o browse by headings, endnot es, com m ent s, bookm arks, or pages. Click t he double- headed arrow but t ons t o browse forward or backward t hrough your docum ent . Tip: When you want to return to a place in your text with nothing specific (like a caption or heading) for the browse tools to look for, just attach a comment to it (Section 16.1 ) like "Come back and edit this," and then you can just browse by comment. Or, use a bookmark, as described next.

Book m a r k s . Bookm arks are versat ile t ools in Word and do m uch m ore t han t heir hum ble nam e im plies. Covered in det ail in Sect ion 2.3.4 , bookm arks are a great way t o hop from place t o place in your docum ent . When you insert and nam e a bookm ark t o m ark a page ( or a range of pages) wit h t he short cut Alt + N, K, you can always j um p t o t hat spot using t he Go To box ( Ct rl+ G or Alt + H, FD, G) . N a viga t e w it h t h e D ocu m e n t M a p . A docum ent m ap shows you t he headings and subheadings in your docum ent . I f you choose View Show/ Hide Docum ent Map ( or use t he short cut Alt + W, VM) , a panel opens on t he left side of Word wit h an out line of your docum ent . When you click a heading, Word scrolls t o t hat part of your docum ent . N a viga t e w it h Th u m bn a ils . The Thum bnails panel is t he docum ent m ap for t he visually orient ed. I nst ead of words, you see m ini- pict ures of t he pages in your docum ent ( Figure 9- 2 ) . You can't view t he Docum ent Map and Thum bnails at t he sam e t im e. On t he ribbon, if you check t he box for one, t he ot her disappears. You can use a drop- down m enu in t he upper- left corner of t he panel t o change t he view from Docum ent Map t o Thum bnails.

Figu r e 9 - 2 .

As a navigation tool, thumbnails work best for documents with graphics or pages that are visually distinctive.

9.2. Understanding Sections The longer and m ore com plex your docum ent is, t he m ore likely it is t o cont ain different sect ions . Word's sect ions don't have anyt hing t o do wit h how you've divided your docum ent wit h headings and subheadings. They're elect ronic divisions you creat e by adding sect ion breaks t o your docum ent . Sect ion breaks are a close cousin t o page breaks, except t hat a sect ion can cont ain any num ber of pages. More im port ant , each sect ion in a Word docum ent can have it s own page form at t ing. Many people work wit h Word for years wit hout ever really underst anding Word's sect ions. Aft er all, t he m aj orit y of Word docum ent s are only a single sect ion. But som et im es Word adds sect ion breaks behind t he scenes. For exam ple, when you add a t able of cont ent s or an index t o a docum ent , as described lat er in t his chapt er, or when you insert an envelope int o t he sam e docum ent as a let t er ( Sect ion 12.1 ) , Word uses a sect ion break t o separat e t he different page form at s needed t o creat e t hese feat ures. Ot her t im es, you break your docum ent int o different sect ions for your own reasons. For exam ple: To ch a n ge t h e pa ge or ie n t a t ion . I f you want t o have som e pages in port rait orient at ion and ot hers in landscape orient at ion ( chart s or graphs, for exam ple) , you need t o insert a sect ion break where t he form at changes ( Figure 9- 3 ) .

Figu r e 9 - 3 .

Use section breaks to make major changes to your page format. For example, after you insert a Next Page break, you can change the page orientation or the paper size.

To u se diffe r e n t size s of pa pe r in a sin gle docu m e n t . I f you want t o insert som e t abloid- size pages in t he m iddle of a docum ent t hat 's t he st andard 8.5 x 11 inches, you need t o use page breaks where t he form at changes. To ch a n ge t h e n u m be r of colu m n s on t h e pa ge . Perhaps you want t o change from a single colum n form at t o a double colum n form at ; you need t o insert a sect ion break where t he form at changes. You can even put t he break right sm ack in t he m iddle of a page. To ch a n ge pa ge m a r gin s in a sin gle docu m e n t . When you want t o change page m argins, not j ust adj ust a paragraph's indent at ion, you need t o creat e a sect ion break where t he m argins change. To r e st a r t a u t om a t ic n u m be r in g for se pa r a t e ch a pt e r . Word uses aut om at ic num bering for

figures and ot her it em s. I f you have a m ult ichapt er docum ent , you m ay want t he num bers t o rest art wit h each chapt er. Not a problem when you insert sect ion breaks bet ween each chapt er.

9.2.1. Inserting Section Breaks As you can see from t he list above, sect ions are all about page form at t ing, so it 's not surprising t hat t he sect ion break com m ands are found under t he Page Layout t ab ( Page Layout Page Set up Breaks or Alt + P, B) . When you click t he Breaks but t on in t he Page Set up group, t he m enu is divided int o t wo part s: Page Breaks and Sect ion Breaks. Note: When you use the Breaks menu (Figure 9-3 ), remember that the breaks shown at the top aren't section breaks. They're just text formatting breaks like page breaks and column breaks. The commands on the bottom are section breaks, as advertised.

Sect ion breaks have t wo m aj or dist inct ions. There are Next Page breaks, which creat e a new page for t he new sect ion, and t here are Cont inuous breaks, which place a divider m ark in t he t ext wit h no visible int errupt ion. Everyt hing below t hat m ark is in a new sect ion. You use a Next Page break when you're changing t he paper size or orient at ion. Or you can use a Next Page break if you want each chapt er t o st art on a new page. You use t he Cont inuous break t o change t he num ber of colum ns or t he m argins in your docum ent in t he m iddle of a page. The ot her t wo opt ionsEven Page and Odd Pageare j ust variat ions on Next Page. They creat e sect ion breaks and st art t he new sect ion on t he next even or odd page. For exam ple, you use t his opt ion t o m ake sure t hat all your chapt ers begin on a right - hand page ( like t he ones in t his book) . Here's how t o insert a sect ion break and change t he paper orient at ion for t he new sect ion from Port rait t o Landscape.

1 . Click w it h in you r t e x t t o pla ce t h e in se r t ion poin t w h e r e you w a n t t h e se ct ion br e a k . You're going t o insert a Next Page break, so click aft er t he end of a sent ence or paragraph. Also, m ake sure you're in Print Layout view, so you can see t he result s of t he break. 2 . Ch oose Pa ge La you t dr op- dow n m e n u .

Pa ge Se t u p

Br e a k s, a n d t h e n se le ct N e x t Pa ge fr om t h e

I f you're at t he end of your docum ent , Word creat es a new em pt y page, and your insert ion point is on t he new page, ready t o go. I f you're in t he m iddle of a docum ent , Word creat es a page break and m oves your insert ion point and all t he rem aining t ext t o t he new sect ion. 3 . W it h t h e in se r t ion poin t in t h e n e w se ct ion , click t h e Or ie n t a t ion bu t t on ( Pa ge La you t Pa ge Se t u p Or ie n t a t ion ) , a n d t h e n ch oose La n dsca pe . When you m ake Page Set up changes in your new sect ion, t hey affect only t he new sect ion. So when you change t he page orient at ion t o landscape, you see pages before t he break in port rait orient at ion and pages aft er t he break in landscape orient at ion. I n Print Layout view, you see how your docum ent looks wit h sect ion breaks insert ed. I n Draft view, sect ion breaks appear in your docum ent as dot t ed lines. The line doesn't print , but it 's visible on your com put er screen ( Figure 9- 4 ) .

Figu r e 9 - 4 .

To delete a section break, change to Draft view. Section breaks show as dotted, double lines. Select the break by clicking the line, and then press Delete.

9.3. Creating a Table of Contents When you creat e very long docum ent s in Wordlike t heses, annual report s, or even booksyou m ay need t o provide a t able of cont ent s. Your readers will be glad you did. What 's m ore, if you did a good j ob of creat ing headers and subheads as described in Sect ion 3.4 , t hen m ost of t he hard work is done. Word generat es t he t able of cont ent s aut om at ically from your headers, looks up t he page num bers for each heading, and form at s t he whole t able for you. All you have t o do is t ell Word where you want t o place t he t able of cont ent s, and t hen choose a predesigned form at t hat com plim ent s your docum ent all of which you do in t he Table of Cont ent s group on t he References t ab, or in t he Table of Cont ent s dialog box. Tip: You can create your table of contents anytime you have headings in place, but it's usually easiest if you do it when you're finished writing and editing.

Here's how t o insert a t able of cont ent s int o your docum ent :

1 . Pla ce t h e in se r t ion poin t w h e r e you w a n t t o pu t t h e t a ble of con t e n t s . The t radit ional spot for a t able of cont ent s is right aft er t he t it le and before t he m ain part of t he t ext . I t 's best t o put t he insert ion point on an em pt y line, so t he t able doesn't int erfere wit h any ot her t ext . I f you agree, click aft er t he t it le, and t hen press Ent er. 2 . Ch oose Re fe r e n ce s Ta ble of Con t e n t s, a n d t h e n ch oose on e of t h e Au t om a t ic t a ble st yle s fr om t h e dr op- dow n m e n u . The Table of Cont ent s m enu gives you a few choices ( Figure 9- 5 ) . You can choose from t wo Aut om at ic t ablesCont ent s and Table of Cont ent s . Or you can choose t o creat e your t able of cont ent s m anually. I f you used cust om headings in your docum ent ( inst ead of Word's st andard Heading 1, Heading 2) , you m ust creat e it m anually, as described in Sect ion 3.4.3 .

Figu r e 9 - 5 .

Choose References Table of Contents to see the different styles of tables of contents you can insert in your text. Most of the tables use the headings you created in your document.

When you click t he st yle of your choice, Word aut om at ically creat es a t able of cont ent s and insert s t he result s in your docum ent . To creat e t he t able, Word t akes paragraphs you've form at t ed wit h heading st yles, such as Heading 1, Heading 2, and Heading 3 ( Figure 9- 6 ) . 3 . Re vie w t h e t a ble of con t e n t s . Don't forget t o inspect t he t able of cont ent s t hat Word creat ed. You never know when som et hing unexpect ed m ay happen. Maybe you forgot t o form at a heading wit h a Heading st yle, and it doesn't show up in t he t able. Or worse, som e paragraph is m ist akenly t agged wit h a heading st yleoops, it 's in your t able of cont ent s.

Figu r e 9 - 6 .

Word makes some pretty good-looking tables of contents. They're all laid out very neatly with subheadings indented and leader characters marching off to the page numbers aligned on the right margins. The headings in your table are grayed out to show that they're generated by a Word field. The arrows in the middle of the lines show the tab characters used to align the numbers on the right.

Tip: If you'd like to reword the entries in your table of contentsshorten overly long headings, or add some descriptive text, for exampleyou can edit the contents directly, like any Word text. The headings in your document aren't affected. Remember, though, that if you update the table of contents (as described in the next section), be sure to update only the page numbers, not the entire table.

Otherwise, you'll lose any hand-entered changes.

9.3.1. Updating Your Table of Contents I f you m ake changes t o your docum ent aft er you've creat ed a t able of cont ent s, you need t o have Word updat e t he t able t o m at ch. For exam ple, if you've added or delet ed any headings, t he t able of cont ent s needs t o reflect t hat change. Even if you didn't change any headings, edit s t hat you've m ade t o t he body t ext m ay have changed t he page num bering and m oved headings t o different pages. Surprisingly, Word doesn't m ake t hese updat es aut om at icallyit needs a lit t le nudge from you. Here are t he ways you can updat e your t able of cont ent s: Go t o References

Table of Cont ent s

Updat e Table.

Press Alt + S, U. Right - click anywhere on t he t able, and t hen choose Updat e Field, as shown in Figure 9- 7 .

Figu r e 9 - 7 .

The easiest way to update your table of contents is to right-click anywhere on the table, and then choose Update Field from the shortcut menu. Once it's in place, you can also use your table of contents to navigate. Just Ctrl-click one of the entries to jump to that heading in your document.

When you give Word t he com m and t o updat e t he t able of cont ent s, a box appears asking you t o choose exact ly what you want updat ed ( Figure 9- 8 ) : Upda t e pa ge n u m be r s on ly . You can edit t he words in your t able of cont ent s, but your changes will disappear if you use " Updat e ent ire t able," as shown below. Use t his opt ion if you've edit ed t he t able and want Word t o updat e only t he page num bers in t he t able of cont ent s, while leaving your cust om ized t able of cont ent s int act . Upda t e e n t ir e t a ble . This opt ion is t he sam e as delet ing t he old t able of cont ent s and creat ing a brand new one in it s place. Use it if you've m ade lot s of changes t o your docum ent and j ust

want t o st art fresh.

Figu r e 9 - 8 .

When you update your table of contents, Word needs to know whether you want to update only the page numbers or whether you want to generate a brand new table of contents.

9.3.2. Manually Adding a Table of Contents Entry Som et im es you have t ext t hat you wish t o include in your t able of cont ent s, but it isn't form at t ed as a heading. Suppose you've finished your hist orical novel and decide t hat it needs an int roduct ion. You don't want t o form at t he word " I nt roduct ion" as a heading, but you want it included in t he t able of cont ent s for t he book. Here's how t o add an ent ry t o an exist ing t able of cont ent s:

1 . Se le ct t h e t e x t you w a n t t o a dd t o t h e t a ble of con t e n t s . Put t he insert ion point in t he paragraph you want t o add as a t able of cont ent s ent ry. Word uses all t he t ext in t he paragraph as an ent ry. I f t hat 's m ore t han you bargained for, you can edit t he t ext in t he t able lat er. 2 . Go t o Re fe r e n ce s

Ta ble of Con t e n t s, a n d t h e n click Add Te x t ( Alt + S, A) .

The Add Text drop- down m enu appears. 3 . Ch oose a le ve l for you r n e w con t e n t s e n t r y . The m enu gives you a choice for each level included in t he t able of cont ent s. To add an ent ry, choose it s level. For exam ple, Level 1 ent ries are t he m aj or t opics, t he ones list ed closest t o t he left m argin in t he cont ent s. Tip: The Not Shown in Contents option on this menu lets you remove a heading from the table of contents. Place the insertion point in a heading, and then go to References

Table of Contents

4 . Go t o Re fe r e n ce s Ta ble of Con t e n t s u pda t e you r t a ble of con t e n t s .

Add Text

Not Shown in Contents.

Upda t e Ta ble ( or pr e ss Alt + S, U) t o

Aft er you m ake changes t o your docum ent or specifically t o t he headings in your t able of

cont ent s, as you've done hereyou need t o updat e t he t able. Use t he ribbon com m and or t he keyboard short cut Alt + S, U.

9.3.2.1. Using the Mark Table of Contents Entry box One m ore t ool can help you m anually add an ent ry t o your t able of cont ent s. I t 's t he Mark Table of Cont ent s Ent ry box ( Figure 9- 9 ) . Select som e t ext t hat you want t o add t o t he t able of cont ent s, and t hen press Alt + Shift + O t o show t he box. You can do m ost of t he t weaks in t his box from t he Table of Cont ent s m enu or by edit ing t he t able of cont ent s t ext . The m ain reason you'd use t his box is if your docum ent has m ore t han one t able of cont ent s. Som e very long docum ent s m ay have a t able of cont ent s for each m aj or chapt er or sect ion. I f t hat 's t he case, t he " Table ident ifier" opt ion in t his box let s you choose a specific t able of cont ent s.

Figu r e 9 - 9 .

The Mark Table of Contents Entry box lets you edit the text that's used in the table of contents. If your document has more than one table of contents, use the "Table identifier" menu. The Level text box lets you set the table of contents level for the entry.

9.3.3. Formatting Your Table of Contents You can select t ext in your t able of cont ent s and form at it j ust as you would any ot her t ext , but t hat 's not t he best way t o change t he look of your t able. I f you m ake changes or updat e your t able, you'll probably lose t he form at t ing. I t 's bet t er t o m ake changes t o t he t able of cont ent s st yles using t he Table of Cont ent s dialog box ( References Table of Cont ent s Table of Cont ent s I nsert Table of Cont ent s) . That way, when you add new ent ries or updat e your t able, Word form at s everyt hing correct ly.

9.3.3.1. Quick formatting for tables of contents The Table of Cont ent s box shown in Figure 9- 10 let s you t weak som e form at t ing opt ions of t he t able of cont ent s. Here are your opt ions: Sh ow pa ge n u m be r s . Turn off t his box t o rem ove page num bers from your t able of cont ent s. You m ay not want page num bers if, for exam ple, you're doing a very short docum ent like a newslet t er or brochure, and j ust want an " I n This I ssue" list . Righ t a lign pa ge n u m be r s . You can m ake your page num bers line up against t he right m argin, as shown in Figure 9- 6 , or t hey can follow im m ediat ely aft er t he ent ry's t ext .

Ta b le a de r . You can choose from any of t he st andard t ab leaders: dot s, dashes, lines, or none. For m a t s . Choose t able of cont ent s form at t ing from several different st andard st yles. These opt ions change t he font sizes and st yles ( it alics, bold, and so on) . Sh ow le ve ls . Words st andard set t ings creat e t ables of cont ent s from t he first t hree heading st yles. You can increase or decrease t he num ber of headings used. As you m ake changes, you see t he result s in t he Print Preview box on t he left side of t he Table of Cont ent s dialog box ( Figure 9- 10 ) .

Figu r e 9 - 1 0 .

The Table of Contents box shows two versions of your table. On the left is the print version, and on the right is the HTML version. It shows what the contents would look like if you published the document as a Web page.

9.3.3.2. Detailed formatting for tables of contents Each line in t he t able of cont ent s t hat Word creat es has a paragraph st yle, j ust like any ot her paragraph in your docum ent . For t he t able of cont ent s, t hese st yles not only set t he font , font size,

and t ype st yle, but t hey also det erm ine t he indent from t he left m argin and t he t ab leader. Because t hese st yles are ordinary, everyday Word st yles, you can fiddle wit h t hem all you want . The st yles are called: TOC 1 for level 1 ent ries, TOC 2 for level 2 ent ries, and so on. Here are t he st eps for m odifying your Table of Cont ent s st yles:

1 . Go t o Re fe r e n ce s

Ta ble of Con t e n t s

I n se r t Ta ble of Con t e n t s .

The Table of Cont ent s dialog box opens ( Figure 9- 10 ) . 2 . I n t h e low e r - r igh t cor n e r , click t h e M odify bu t t on t o ope n t h e St yle box . The St yle box list s all t he TOC ent ries 1 t hrough 9. Click an ent ry, and you see a form at t ing descript ion in t he bot t om of t he box. 3 . Ch oose t h e TOC st yle you w a n t t o for m a t , a n d t h e n click t h e St yle box 's M odify bu t t on . When you click Modify, yet anot her dialog box opens. I f you've cust om ized any paragraph st yles or creat ed your own, t his box should look fam iliar. 4 . I n t h e M odify St yle box , ch oose fr om t h e For m a t m e n u a t low e r le ft t o ch oose t h e for m a t t in g you w a n t t o ch a n ge . Your choices include Font , Paragraph, Tabs, Borders, and m ore. For m ore det ails on paragraph form at t ing, see Sect ion 4.3.1 . You can change several different st yles from t he Modify St yle box before closing it . Just choose a new st yle from t he drop- down m enu at t he very t op. 5 . Click OK t o close e a ch of t h e box e s a n d r e t u r n t o you r docu m e n t . Note: One of the entries in the Table of Contents menu is Manual Table of Contents. Choose this option when you just want to create your own table of contents without any help from Word. Word provides the basic format and some placeholder text to get you started. You replace the placeholders by typing your own entries, including the page numbers, which you have to look up yourself. A table of contents created in this way is just plain text. Word won't update it for you if you add new headings to your document or if the page numbers change.

9.3.4. Deleting a Table of Contents To delet e a t able of cont ent s, go t o t he Table of Cont ent s m enu ( References Table of Cont ent s Rem ove Table of Cont ent s ( it 's at t he very bot t om of t he m enu) . Word rem oves t he ent ire t able from your docum ent . But don't worry, you can press Ct rl+ Z im m ediat ely t o bring it back, or j ust insert a new one.

9.4. Creating an Index An index helps readers find t he m at erial t hat 's m ost im port ant t o t hem . I n m any ways, indexing is an art , because you have t o decide what is likely t o be im port ant t o your readers. An index t hat 's t oo clut t ered is alm ost as bad as no index at all. Word can generat e and form at an index, but it 's no help m aking t he im port ant decisions about what t o index. That part of t he heavy lift ing is up t o you. On t he ot her hand, by building t he index, keeping t rack of page num bers, and form at t ing t he end result , Word t akes a huge burden from you. Obviously, you don't want t o creat e an index for your docum ent unt il you're ready t o print or dist ribut e it . When you're ready, m aking an index wit h Word is a t wo- st ep process. First , you m ark your index ent ries in your docum ent t hat 's t he hum an j ob. Then, you generat e t he indext hat 's t he com put er's j ob.

9.4.1. Marking an Index Entry The first phase of creat ing an index involves paging t hrough your ent ire docum ent and, using t he I ndex group on t he References t ab or pressing a special keyst roke, insert ing elect ronic m arkers for t he it em s you want list ed. As Figure 9- 11 illust rat es, t hree t ypes of index ent ries are available: I ndividual words, phrases, or sym bols. Ent ries t hat span m ore t han one page. Ent ries t hat reference anot her index ent ry, such as " execut ion, See guillot ine."

Figu r e 9 - 1 1 .

Word automatically alphabetizes and formats your index. This example consists of two columns, with page numbers aligned to the right margin. You can format your index in a number of different ways.

WORD TO THE WISE What to Index Here are som e t ips t o keep in m ind when you m ark index ent ries: Ta k e t h e r e a de r 's poin t of vie w . This t ip is t he m ost im port ant and perhaps t he hardest for an involved writ er. As you m ark index words, ask t hese quest ions: Why are people reading t his docum ent ? What quest ions did I have when I first approached t his subj ect ? Av oid m a r k in g t oo m a n y w or ds . I t 's way easy t o m ark t oo m any words, especially when you know t hat Word is going t o spare you t he j ob of t yping out t he ent ire index. I f you want a t ruly helpful index, t ake t he t im e t o consider every m arked ent ry carefully. Con solida t e e n t r ie s w h e n e ve r possible . For a professional qualit y index, it 's im port ant t o consolidat e ent ries under t he m ost logical index list ing. Text like " Miss Manet t e," " Lucie Manet t e," and " Lucie" should all be consolidat ed under " Manet t e, Lucie" in your index. M a k e u se of cr oss- r e fe r e n ce s . Cross- references help your readers find answers. For exam ple, t he ent ry for execut ion m ay appear: " execut ion, See guillot ine." Use pa ge r a n ge s t o r e du ce clu t t e r in t h e in de x . The index ent ry for " Lucie Manet t e" could read: " Manet t e, Lucie…60, 70- 78…" Using page ranges reduces t he lengt h and clut t er of your index, which m akes research easier for your readers.

Here are t he st eps t o m ark an index ent ry:

1 . Se le ct t h e w or d or ph r a se you w a n t t o a dd t o t h e in de x . Word uses what ever t ext you select for t he act ual index list ing ( unless you m ake changes in t he next st ep) . When you select t ext , you're also m arking it s locat ion so Word can ident ify t he page num ber when it builds t he index. 2 . Go t o Re fe r e n ce s

I n de x

M a r k En t r y ( or pr e ss Alt + Sh ift + X) .

The Mark I ndex Ent ry dialog box opens ( Figure 9- 12 ) . I n t he " Main ent ry" t ext at t op, your select ed t ext appears, followed by it s page num ber. You can edit or change t his t ext . For exam ple, you can change " Lucie Manet t e" t o read " Manet t e, Lucie" so t he index ent ry will be alphabet ized under " Manet t e."

Figu r e 9 - 1 2 .

Use the Mark Index Entry box to customize your index entry. The text in the Main entry box is used for the actual index listing. Use the three options in the middle to choose the type of index entry. With the buttons at the bottom, you can choose to mark a single entry or to mark every occurrence of the word or phrase.

3 . I n t h e m iddle of t h e M a r k I n de x En t r y box , ch oose a r a dio bu t t on for t h e in de x e n t r y t ype . As m ent ioned at t he beginning of t his sect ion, t hree t ypes of index ent ries are available: Select t he " Cross- reference" radio but t on if t his ent ry refers t o anot her index ent ry. ( For exam ple, if you select t he word " execut ion," and t hen t ype " guillot ine" in t he cross- reference box, t he index ent ry looks like t his: " execut ion, See guillot ine." ) For individual words, phrases, or sym bols, click t he " Current page" opt ion. For ent ries t hat span m ore t han a page, click Page Range, and

t hen select a bookm ark from t he Bookm ark drop- down m enu. Note: Before you can mark a Page Range index entry, you must create a bookmark. That's the only way Word can keep track of the page numbers. To create a bookmark, select the text, and then go to Insert Detailed bookmark instructions are in Section 2.3.4 .

Links

Bookmark (or Alt+N, K).

4 . For m a t t h e e n t r y . Use t he checkboxes under " Page num ber form at " t o apply bold or it alics form at t ing t o t he page num bers. Typically, t he page t hat holds t he m ost im port ant inform at ion about an ent ry get s bold form at t ing, and page ranges get it alics, but Word will do what ever you t ell it . This kind of form at t ing is com plet ely opt ional. 5 . Click M a r k t o cr e a t e a n e n t r y for a sin gle pa ge , or M a r k All t o cr e a t e e n t r ie s for e ve r y in st a n ce of t h e se le ct e d w or ds t h a t W or d fin ds in t h e docu m e n t . Word hides a special code in t he t ext of your docum ent t o m ark t he ent ry or ent ries. Word reads all t hese hidden codes when it builds an index. ( For det ails, read t he box in Sect ion 9.4.2 .) Say you select t he word " England," and t hen click t he Mark but t on, Word places a single chunk of code aft er t he word " England" on t hat page. I f you click Mark All, Word looks t hrough your ent ire docum ent and insert s t he code everywhere t he word " England" appears. Warning: It's easy to get carried away with the Mark All button because it's so tempting just to click it, and then let Word find every occurrence of a word or a phrase. The problem is, you can end up with too many index references. Instead of using the Mark All button, consider using the Mark Index Entry box in tandem with Word's Find tool. Use the Find box to search for words and phrases, but you can use your discretion when you mark items for the index. (The Mark All button has no discretion; it just marks the occurrence of a word or a phrase.) The Mark Index Entry box stays open, so it's easy to search and mark more index entries. When you want to close the Mark Index Entry box, click Cancel.

POWER USERS' CLINIC Understanding Index Codes Whenever you m ark an index ent ry as described in t he previous st eps, Word insert s a code right wit hin t he t ext of t he docum ent . I t 's j ust hidden so you don't usually see it . Hidden t ext ( Sect ion 16.4 ) doesn't show when t he docum ent is print ed, but you can see it onscreen by going t o Hom e Paragraph

Show/ Hide

.

An index ent ry m arking t he words Lucie Manet t e m ay look like t his: { XE " Manet t e, Lucie" } . The code is wit hin t he curly braces, and t he XE is how Word ident ifies t he code as an index ent ry. Here are exam ples of t he code Word insert s in your docum ent t o m ark pages for different index ent ries: Ba sic I n de x En t r y . Exam ple: { XE " Manet t e, Lucie" } . All t he code is wit hin t he curly braces ( { } ) , and t he XE ident ifies t he code as an index ent ry. Word adds t he page where t his code appears t o t he Manet t e, Lucie index list ing.

I n de x Su be n t r y . Exam ple: { XE " England: London" } . The colon in t his code m eans it 's a subent ry. Word adds a London subent ry, wit h t he page num ber, under t he England index list ing. Pa ge Ra n ge En t r y . Exam ple: { XE " Dover Road" \ r " DoverRoad" } . The \ r m arks t his ent ry as a page range ent ry. DoverRoad is t he nam e of a bookm ark ( Sect ion 2.3.4 ) in t he docum ent t hat m arks m ore t han one page. The pages included in t he DoverRoad bookm ark appear as a range in t he Dover Road index list ing. I n de x Cr oss- r e fe r e n ce . Exam ple: { XE " execut ion" \ t " See guillot ine" } . The \ t m arks t his ent ry as a cross- reference. Word list s " execut ion" in t he index followed by t he not e " See guillot ine." To creat e an index, Word reads all t he ent ries and alphabet izes t hem , and t hen rem oves duplicat e ent ries. For exam ple, five Lucie Manet t e ent ries are in Sect ion 4.2 , Word list s t he page only once.

9.4.2. Building an Index Creat ing t he act ual index is a lot easier and fast er t han m arking your index ent ries. You have only a couple decisions t o m ake, and Word does all t he rest . The first t hing t o decide is where you want t o place t he index. Follow t hese st eps t o creat e t he index:

1 . Pr e ss Ct r l+ En d t o m ove t h e in se r t ion poin t t o t h e e n d of you r docu m e n t , a n d t h e n pr e ss Ct r l+ En t e r t o st a r t you r in de x on a br a n d n e w pa ge . Tradit ionally, an index goes at t he back of a docum ent , but Word put s it wherever you want . 2 . Ty p e I n de x t o give t h e se ct ion a t it le , a n d t h e n ch oose H om e 1 .

St yle s

H e a din g

Giving t he t it le for t he index a Heading 1 m akes it look im port ant and m eans t hat it shows up in t he Table of Cont ent s, t o boot . 3 . Go t o Re fe r e n ce s I n de x I n se r t I n de x ( or pr e ss Alt + S, X) t o ope n t h e I n de x dia log box , w h e r e you m a k e som e ch oice s a bou t t h e a ppe a r a n ce of you r in de x ( Figu r e 9 - 1 3 ) . At t he upper- right corner of t he I ndex t ab, t he Print Preview box shows you how your index will look on t he page. Use t he ot her cont rols t o change it s appearance. For Type, if you select I ndent ed, t hen t he index list s t he subent ries indent ed under t he m ain ent ry. I f you choose Runin, t hen subent ries and page num bers im m ediat ely follow on t he sam e line as t he ent ry.

Figu r e 9 - 1 3 .

Use the Index dialog box to create an index for your document. Make adjustments to the appearance with the Type, Columns, and other controls. The Print Preview box lets you see the results of your formatting on example text.

From t he Colum ns m enu, you can choose t he num ber of colum ns per page ( t wo or t hree colum ns usually work well) . Below t he Preview box, you find cont rols t o align index page num bers on t he right m argin and t o set t he leader t hat links t he ent ry t o t he page num ber. The Form at s drop- down m enu provides several form at t ing opt ions t hat change t he font size and st yle. I f you want t o cust om ize t he appearance of your index, click t he Modify but t on, and t hen you can form at your index using Word's st andard st yle and t ext form at t ing t ools ( Chapt er 4 ) . 4 . W h e n you 'r e don e for m a t t in g you r in de x , click OK . Word builds t he index and places it in your docum ent at t he insert ion point . The process m ay t ake a few m om ent s. Tip: The Mark Entry button closes the Index box and opens the Mark Index Entry box (Figure 9-12 ). Click it if you decide you're not ready to create the index and want to go back to marking entries. Clicking the AutoMark button makes Word go through your document and mark entries for you, but only if you supply a concordance file.

9.4.3. Using AutoMark with a Concordance File I f you have a long docum ent and a short am ount of t im e t o index it , t hen you m ay find Word's Aut oMark feat ure appealing. Basically, you t ype a list of every word you can t hink of t hat should go int o t he index int o a separat e Word docum ent a concordance file , like t he one shown in Figure 9- 14 . You don't have t o m ark each ent ry in t he docum ent ; you don't even have t o read t he ent ire docum ent if you're already fam ily wit h what it cont ains. When you References I ndex I nsert I ndex, and click t he Aut oMark but t on, Word reads your concordance file and creat es an index based on t hose inst ruct ions. I t sounds good in t heory, but in pract ice it oft en creat es t oo m any ent ries because, unlike a hum an being, Word is indiscrim inat e about m arking ent ries. Here are t he t wo m aj or problem s t hat pop up wit h bot h t he Mark All but t on and t he Aut oMark t ool: Au t oM a r k r e t u r n s w a y t oo m a n y e n t r ie s for e a ch t opic . Word has no way of t elling an im port ant occurrence of a word ( like " England" ) from an unim port ant one. Au t oM a r k doe s n ot cr e a t e pa ge r a n ge s . I f a word appears on t welve consecut ive pages, Aut oMark put s t welve page num bers next t o t he index ent ry inst ead of a range. St ill, if you're in a hurry, an Aut oMark index m ay be bet t er t han not hing. I f you want t o go t his rout e, here are t he st eps:

1 . Go t o Office bu t t on N e w a n d dou ble - click Bla n k D ocu m e n t . Cr e a t e a t a ble w it h t w o colu m n s a n d a s m a n y r ow s a s you n e e d for in de x e n t r ie s . This t able holds your concordance file. 2 . For e a ch e n t r y, e n t e r a se a r ch w or d in t h e le ft colu m n a n d a n in de x e n t r y in t h e r igh t colu m n . You'll probably want t o gat her a few search t erm s under each ent ry. For exam ple, inst ead of separat e index ent ries for " guillot ine" and " Guillot ine," you want Word t o list t he page num bers for bot h " guillot ine" and " Guillot ine" under t he sam e ent ry" guillot ine" " as shown in Figure 9- 14 . Save and close t he concordance file when you're done. 3 . Follow st e ps 1 t h r ou gh 4 st a r t in g in Se ct ion 9 .3 .4 t o posit ion a n d for m a t you r in de x . Th e n , in t h e I n de x dia log box , click t h e Au t oM a r k a n d ope n you r con cor da n ce file .

Figu r e 9 - 1 4 .

In a concordance file, type words that you want Word to search for and mark for the index in the left column. Type the words that you want actually listed in the index listing in the right column. Several marked words can lead to the same index listing.

9.4.4. Updating an Index What if you need t o updat e an index? Perhaps you rem em bered and m arked som e addit ional ent ries aft er you built your index. No problem Word gives you a quick and easy way t o add t hose new ent ries t o your index. Place your insert ion point inside your index, and t hen press t he F9 key or ( Alt + S, D) . Or, if you can't rem em ber keyst rokes, j ust go t o References I ndex Updat e I ndex on t he ribbon. I t m ay t ake a m om ent or t wo, since Word rereads all t he index ent ries, but you end up wit h a new index including any new ent ries you've creat ed. I f you want t o change your index's form at t ing, place t he insert ion point som ewhere in t he index, and

t hen go t o References I ndex I nsert I ndex. Make your form at t ing changes, and, when you're done, click t he OK but t on. An alert box pops up asking if you want t o replace t he select ed index ( Figure 9- 15 ) . Click OK, and t he old index is gone and your all- new, im proved index t akes it s place.

Figu r e 9 - 1 5 .

If you try to create an index in a document that already has an index, you see this message. When you click OK, Word removes the old index and inserts a new one. When you click Cancel, Word leaves your old index in place.

9.4.5. Deleting an Index You m ay have a couple reasons for want ing t o delet e an index from your docum ent . Perhaps you decided not t o have an index, or you want t o m ake m aj or changes t o your index, so you're going t o delet e t he current index and insert a new one. The index looks like a lot of words on t he page, but t he ent ire index is represent ed by one relat ively short bit of com put erese known as a field code . Wit h one com m and, you reduce your ent ire index t o a field code of j ust a few charact ers, m aking it m uch easier t o delet e. Press Shift + F9, and your index disappears. What you see looks som et hing like t his: { I NDEX \ c " 2" \ z " 1033" } . Select t his t ext , including bot h bracket s, and t hen press Delet e. Good bye index. Note: A different command is used for hiding field codes and displaying the results. If you've turned your index into a field code but want to change it back to the index text, press Alt+F9.

9.4.6. Deleting an Index Entry I t m ay seem odd, but it 's easier t o delet e t he ent ire index t han it is t o delet e individual ent ries from your docum ent . For one t hing, you probably don't have t o search for t he indexit 's big and it 's usually at t he end of your docum ent . The m arked index ent ries in your docum ent could be anywhere, and if you're delet ing every vest ige of Lucie Manet t e index ent ries in A Tale of Two Cit ies , t hat 's a lot of delet ing. I f your plan is t o have a docum ent wit hout an index at all, you m ay want t o delet e t he index as described above and not worry about delet ing each and every hidden index ent ry code in your t ext . Under norm al circum st ances, t he hidden t ext doesn't show when you print or view your docum ent . To delet e an index ent ry, you need t o find t he index code in your docum ent , and t hen delet e it , j ust as you would any t ext . Here are t he st eps:

1.

1 . Go t o H om e docu m e n t .

Pa r a gr a ph

Sh ow / H ide

t o vie w t h e h idde n t e x t in you r

You're on a search and dest roy m ission, so t he first t hing you need t o do is m ake sure you can see your t arget . When you t urn on hidden t ext , you can see t he index codes ( along wit h ot her hidden charact ers like, well, paragraph m arks) . The index code looks som et hing like t his: { XE " Manet t e, Lucie" } . You can scroll t hrough your docum ent and scan for ent ries you want t o delet e, but it 's fast er t o use t he Find dialog box, as described in t he next st ep. 2 . Pr e ss Ct r l+ F t o ope n t h e Fin d box t o se a r ch for t h e in de x code s. I n t h e " Fin d w h a t " t e x t box , t ype XE . You can't search for t he curly bracket s, but you can search for som e of t he ot her t ext wit hin. That way, Word searches for each index ent ry so you can inspect t hem one by one. 3 . Click Fin d N e x t , u n t il you fin d t h e fir st in de x e n t r y you w a n t t o de le t e . Se le ct t h e e n t ir e code in clu din g t h e br a ck e t s, a n d t h e n pr e ss D e le t e . The ent ry is a goner. Of course, t hat 's j ust a single ent ry on a single page. I f you want t o rem ove an it em ent irely from t he index, you m ust keep clicking Find Next unt il you've foundand delet edevery m arking of t hat ent ry.

9.5. Navigating with Hyperlinks Hyperlinks are t hose bit s of underlined t ext or pict ures t hat , when you click t hem , t ake you t o a new place, like anot her Web page. Most people never t hink of adding links t o t heir Word docum ent s, because t hey're t hinking of t hem as print ed docum ent s. However, if som e of your readers m ay read your work onscreen, consider adding hyperlinks ( Figure 9- 16 ) .

Figu r e 9 - 1 6 .

Word highlights hyperlinks with a different text color and an underline. When readers hold their cursor over the text, a screen tip pops up explaining that they can jump to another location using Ctrl-click.

Word's hyperlinks are ident ical t o t he hyperlinks on Web sit es. They even use t he sam e program m ing language ( HTML) . Hyperlinks you creat e in Word st ay int act if you save t he file in a form at ot her t han Wordlike a PDF file or a Web page. And since ot her Office program s also use HTML, if you copy or cut t he t ext and past e it in anot her docum ent in a program such as Excel or PowerPoint , t he hyperlink will work j ust fine in t he new docum ent . Links aren't j ust for Web pages anym ore. Word let s you m ake hyperlinks t hat go all sort s of places: Loca t ion s in you r docu m e n t . I f your docum ent refers t o anot her sect ion, add a link so your readers can j um p right t here inst ead of scrolling. Ot h e r docu m e n t s on you r com pu t e r or n e t w or k . I f you're working wit h a group of people

on an office net work, hyperlinks t o relat ed shared docum ent s can be very effect ive. When you click t he link t o a shared docum ent , Word opens t hat docum ent even if it 's not on your com put er, as long as you have perm ission t o open it . D ocu m e n t s on t h e W e b . What ever t opic you're writ ing about , you can find relat ed Web pages, phot os, m aps, news it em s, and blogs on t he I nt ernet . I f you can find t hem , you can creat e hyperlinks for your readers. Em a il for m s . You can give your readers an easy way t o int eract wit h you or your com pany by insert ing em ail hyperlinks in your docum ent . When t hey Ct rl+ click t he link, a properly addressed em ail form appears. All t hey have t o do is fill in t heir com m ent s ( Figure 9- 17 ) .

Figu r e 9 - 1 7 .

You can use hyperlinks as a way to get feedback from your readers. An email hyperlink, like this one, opens a preaddressed email form. You provide the address when you create the hyperlink.

To creat e a hyperlink t o any of t he above places, t he st eps are alm ost t he sam e. You select t he t ext you want t o t urn int o a hyperlink, and t hen, in t he I nsert Hyperlink box, you t ell Word what t o link it t o:

1 . Se le ct t h e t e x t for t h e lin k . Choose t ext t hat gives your readers a good clue t o where t he link goes. Two or t hree words is usually enough t o cat ch your readers' at t ent ion. 2 . Go t o I n se r t dia log box .

Lin k s

H ype r lin k ( Alt + N , I or Ct r l+ K) t o ope n t h e I n se r t H ype r lin k

The I nsert Hyperlink box looks m uch like a st andard Windows Open file box, but t here are som e

significant differences ( Figure 9- 18 ) . I n fact , t he box is som et hing of a cham eleon and changes when you click t he but t ons on t he left side. 3 . On t h e le ft , in t h e " Lin k t o" box , ch oose t h e t ype of lin k you w a n t t o cr e a t e . You have several opt ions: Ex ist in g File or W e b Pa ge is t he but t on t o click if you want t o link t o anot her Word docum ent on your own com put er or net work, or if you want t o link t o a Web page. Just t o t he right of t he " Look in" drop- down m enu, click t he folder icon t o browse your com put er or net work for docum ent s ( as shown in Figure 9- 18 ) . Double- click t he docum ent you want t o link t o. The I nsert Hyperlink box closes, and Word creat es t he link. To link t o a Web page, click t he I nt ernet icon in t he upper- right corner ( it looks like a globe under a m agnifying glass) t o open your Web browser and go t o t he Web page you wish t o link t o. Aft er you've found t he page in your browser, go back t o t he I nsert Hyperlink box and once again click t he Exist ing File or Web Page but t on. Word adds t he address in your Web browser t o t he Address box. ( I t begins wit h ht t p: / / , as do all good Web addresses.) Click OK t o close t he box and creat e t he hyperlink. Click Pla ce in t h is D ocu m e n t if you're creat ing a link t o help readers j um p around in a long docum ent . Wit hin a docum ent , Word can creat e links t o eit her headings or bookm arks, and shows you a list of your choices. ( I f you don't have anyt hing for Word t o at t ach t he link t o, click Cancel t o close t he dialog box and creat e a bookm ark, as described in t he next sect ion.) Cr e a t e N e w D ocu m e n t let s you creat e a hyperlink t o a docum ent you haven't even st art ed yet . When you click Creat e New Docum ent , t he I nsert Hyperlink box changes. Type t he nam e of t he new docum ent you want t o creat e in t he " Nam e of new docum ent " t ext box, and t hen click OK. Word creat es and saves your new docum ent on t he spot . You can go back and add t ext t o it lat er. Em a il Addr e ss creat es a m ailt o hyperlink in your docum ent . When you choose t his opt ion, t he Edit Hyperlink box changes, as shown in Figure 9- 18 , so you can t ype t he em ail address you want t o link t o. I t 's also helpful ( but not necessary) t o provide a Subj ect for t he em ail. Click OK t o close t he box and creat e t he link. Tip: When you type some text in the ScreenTip box, Word displays it as a small, onscreen label whenever someone's mouse passes over the link, just like on a real live Web page.

Figu r e 9 - 1 8 .

You can create four basic kinds of hyperlinks, as shown by the options in the "Link to" box: Existing File or Web Page, Place in This Document, Create New Document, or E-mail Address. Each time you click one of the options, the tools in the "Look in" box change to match your choice.

9.5.1. Inserting Bookmarks Bookm arks, which m ark a spot in your docum ent , m ay seem like a som ewhat m ild- m annered Word t ool, but m ore power is hidden under t heir Clark Kent ext erior t han you m ay expect . Bookm arks com e in handy in long docum ent s because so m any ot her feat ures depend on t hem : Br ow sin g by book m a r k . You give each bookm ark a nam e when you creat e it , and you see t hose nam es list ed in t he Go To dialog box ( Hom e Edit ing Go To) . You can t hen use t hese bookm arks t o hop from place t o place in your docum ent , as described in Sect ion 2.3.4.2 . I n de x in g . Because bookm arks are based on select ed t ext , you can creat e a bookm ark t hat includes several pages. I n t his way, you can use bookm arks t o creat e page ranges for building indexes, as described earlier in t his chapt er. H ype r lin k s . When you creat e a hyperlink ( Sect ion 9.5 ) t o a specific point in your docum ent , Word needs som et hing t o anchor t he link t o. That can be a heading or a bookm ark t hat you've creat ed at any point in t he t ext . Cr oss- r e fe r e n ce s . When you creat e cross- references in your docum ent s, you can link t o

headings, but what if you want t o link t o specific t ext wit hin a t opic? You can creat e a crossreference t o any part of your docum ent , by sim ply creat ing a bookm ark first , and t hen referencing t he bookm ark. ( More on cross- references in t he next sect ion.) M a cr os . These m ini- program s t hat aut om at e Word t asks also frequent ly use bookm arks. Say you creat e a m acro t hat perform s a t ask wit h t he t ext from a part icular part of your docum ent ; you need t o be able t o ident ify t he t ext . You can do t hat by creat ing a bookm ark. The m acro uses t he bookm ark's nam e t o do it s m agic. For m ore on Word's m acros, see Sect ion 19.2 . Det ailed t ips on how t o creat e and use bookm arks are in Sect ion 2.3.4 , but in a nut shell, here's how t o quickly insert one int o your docum ent : Just select som e t ext , and t hen go t o I nsert Links Bookm ark ( or press Alt + N, K) . Proceed as shown in Figure 9- 19 .

Figu r e 9 - 1 9 .

The Bookmark dialog box gives you the power to both create and destroy. To delete a bookmark, select it in the list, and then click the Delete button (or press the Delete key). To create a bookmark, you need to select text before you open this box. Type a name in the text box at the top, and then click Add.

9.6. Cross-Referencing Your Document Schoolbooks, business report s, and a variet y of ot her docum ent s use cross- references t o refer t o phot os, figures, chart s, t ables, and ot her part s of t he docum ent . When readers view your docum ent on a com put er, t hey can Ct rl- click t he reference t o j um p t o t hat spot . For exam ple, clicking t he words " Chart A" t akes t he reader right t o t he chart in your docum ent . You can t urn t his chore over t o Word wit h confidence t hat it will keep t rack of t he reference and t he page num ber for you, even as you add or m ove m at erial. Wit h Word you can creat e cross- references t o t he following it em s: N u m be r e d it e m . Num bered paragraphs in your t ext creat ed wit h t he Hom e Num bering com m and ( Alt + H, N) .

Paragraph

Book m a r k . Bookm arks in your t ext t hat refer t o specific locat ions or ranges of pages. Bookm arks are insert ed wit h t he keyboard short cut Alt + N, K. H e a din g. A paragraph you st yled wit h a built - in headings such as Heading 1or Heading 2. Foot n ot e . Word keeps t rack of your foot not es' locat ions and t heir num bers. En dn ot e . Endnot es are a lit t le easier for a hum an t o hunt down; st ill, Word keeps t rack of t heir locat ions and page num bers. Equ a t ion. For docum ent s dealing wit h m at h, Word keeps t rack of all t he equat ions creat ed wit h t he built - in equat ion edit or. Figu r e. When you insert pict ures and label t hem wit h a capt ion, Word keeps t rack of t he " figure" num ber. For a st ep- by- st ep descript ion of creat ing crossreferences for figures, see Sect ion 9.6. Ta ble . Tables wit h or wit hout capt ions are t allied in Word, and you can creat e cross- references t o t hem . Here are t he st eps for adding a cross- reference t o your docum ent :

1 . I n you r docu m e n t , t ype t h e t e x t you 'd lik e t o go be for e t h e r e fe r e n ce . Usually, cross- references have som e preceding int roduct ory t ext , like As shown in or For m ore det ails, see. You have t o t ype t his part yourself; Word adds t he cross- reference ( t he Ct rlclickable t ext or page num ber) . 2 . Go t o I n se r t Lin k s Cr oss- r e fe r e n ce . W h e n t h e Cr oss- r e fe r e n ce dia log box ope n s ( Figu r e 9 - 2 0 ) , u se t h e " Re fe r e n ce t ype " dr op- dow n m e n u t o ch oose t h e obj e ct t h a t you 'r e r e fe r r in g t o.

Whichever t ype you choose, in t he t ext box below, Word shows you a list of t he specific it em s in your docum ent ( num bered it em s, bookm arks, headings, and so on) t hat are candidat es for cross- referencing. 3 . Fr om t h e " I n se r t r e fe r e n ce t o" m e n u , ch oose t h e t e x t t h a t de scr ibe s t h e r e fe r e n ce. Here's where you select what appears in your docum ent t he t ext t hat your readers can read and Ct rl- click. Your choices from t his m enu depend on what you've chosen from t he " Reference t ype" m enu. For exam ple, if you're referring t o a heading, you can choose t o insert t he heading t ext it self ( Figure 9- 20) , or j ust t he page num ber. 4 . I f de sir e d, t u r n on t h e " I n se r t a bove / be low " ch e ck box . I n addit ion, you can insert eit her t he word " above" or t he word " below" t o indicat e where t he it em is relat ive t o t he cross- reference. For exam ple, say you're put t ing t he cross- reference " see Table 1," before Table 1 in your docum ent . I f you t urn on t his checkbox, t he reference reads " see Table 1 below." I f you happen t o m ove Table 1 t o before t he cross- reference, Word changes it t o " see Table 1 above." This way, if your readers print your docum ent , t hey have a clue where t o go looking for t he cross- reference wit hout t he benefit of a hyperlink. Tip: Of course, if your readers are hard-copy types, choose the page number from the "Insert reference to" menu (step 3), so they'll know exactly where to look.

5 . W h e n you 'r e don e , click I n se r t t o close t h e Cr oss- r e fe r e n ce dia log box . Back in your docum ent , you see your newly m int ed cross- reference.

Figu r e 9-20. In the Crossreference box, use

the "Reference type" dropdown menu to choose the type of item you're referring to and the "Insert reference to" menu to choose what actually appears in your text. For example, you could choose a page number, a figure number, or the text from a caption.

9.6.1. 9.6.1.1. Deleting cross-references You can delet e a cross- reference as you'd delet e any t ext ; j ust select it , and t hen press t he Delet e or Backspace key.

9.7. Cross-Referencing Figures Figurest hose phot os, drawings, and ot her graphicshelp convey inform at ion t hat would be hard t o describe in t ext . They help break up t hat vast sea of words as t hey illust rat e your point . I n academ ic papers, m agazine art icles, and business docum ent s, figures usually have num bers t o m ake it easier t o refer t o t hem ( Figure 9- 21) . Tip: For details on how to add captions and figure numbers to your graphics, see Section 11.7.

To creat e a cross- reference t o a figure, you use t he Cross- reference dialog box, as described in t he previous sect ion. However, since figures have a figure num ber and a capt ion as well as a locat ion in your docum ent , you have a few m ore opt ions when creat ing t he cross- reference, so t he process is a bit m ore com plicat ed. First , of course, you need som e t ext t o int roduce t he figure, like The guillot ine, as shown in. Rem em ber t o t ype only t he words t hat com e before t he cross- reference, not t he cross- reference it self, and t hen choose I nsert Links Cross- reference t o open t he Cross- reference dialog box. From t he " Reference t ype" drop- down m enu, choose Figure. The t ext box below list s t he figures in your docum ent . Select t he one you want t o reference, and t hen, from t he " I nsert reference t o" dropdown m enu, choose t he t ext t hat describes t he reference t o t he figure.

Figu r e 9-21. Use figures, photos, and other artwork as an opportunity to provide more details for your readers. With captions and an image, you can explain complex subjects in a very small amount of space.

Capt ions have t hree part s: a label, ( like t he word " Figure" ) , a num ber, and t he capt ion t ext . Your cross- reference can include any one of t hose it em s, or all t hree. I t can also show t he page num ber and st at e whet her t he figure is above or below t he reference in t he t ext ( Figure 9- 22) . For exam ple, if you t urn on all of t hese opt ions, you m ay end up wit h som et hing like t his: The guillot ine as shown in Figure 1 on page 1 above.

Figu r e 9-22. To insert a crossreference for a figure, choose Figure as the reference type. Use the "Insert reference to" dropdown menu to select the text that appears in the reference.

9.7.1. Making a Table of Figures I n addit ion t o keeping t rack of figures and t heir capt ions, Word can creat e a t able t hat list s t he figures, shows t heir capt ions, and shows t he page num bers. I nsert ing a t able of figures is sim ilar t o insert ing a t able of cont ent s. Go t o References Capt ions I nsert Table of Figures ( Alt + S, G) t o open t he Table of Figures box ( Figure 9- 23) . Use t he Form at s drop- down m enu t o choose a st yle for your Table of Figures. Word can t ake it s st yle cue from your t em plat e, or you can use one of several predesigned st yles from t he m enu.

Figu r e 9-23. The Table of Figures box gives you a preview of the printed table on the left. On the right you see a Web preview. Check the box below to use hyperlinks on the Web page instead of page numbers. Use the other tools such as the "Show page numbers" and "Right align page numbers" box to format your table.

9.8. Creating Footnotes and Endnotes I f you've ever reador writ t ena t erm paper, t hesis, or book of a scholarly nat ure, you've encount ered foot not es or endnot es. Typically, writ ers use t hese not es for background or explanat ory inform at ion t hat m ay be of int erest t o som e, but not all readers. Foot not es and endnot es are t he exact sam e t hing, except foot not es appear at t he bot t om ( foot ) of each page, and endnot es com e all t oget her at t he end. ( Cit at ions are sim ilar t o foot not es, but in Word, you creat e t hem wit h a separat e t ool; see Sect ion 9.9.1 .) A foot not e or endnot e m arker in t he t ext , usually a superscript num ber, indicat es t hat a not e wit h a m at ching num ber is at t he bot t om of t he page or at t he end of t he docum ent ( Figure 9- 24 ) . When you creat e foot not es and endnot es using Word's t ools, t he program keeps t rack of t he num bering for you. I f you add and rem ove not es, Word renum bers t he rest aut om at ically. When you print t he docum ent , Word places t he foot not es and endnot es in t heir right ful places at t he bot t om of t he pages or at t he end of t he docum ent , j ust as if you'd t yped t hem t here yourselfbut a whole lot easier. Onscreen, Word provides som e helpful navigat ion t echniques. You can doubleclick a not e t o j um p t o it s part ner reference m ark and vice versa. When you're working wit h t he not es t hem selves, a right click brings up a cont ext m enu t hat includes " Go t o endnot e" or " Go t o foot not e" opt ions. Click t hese opt ions t o j um p from t he not e t o t he reference in your t ext . You can also use t he Browse but t ons ( Sect ion 2.3.3 ) at t he bot t om of t he scroll bar t o m ove bet ween foot not es and endnot es. First , click t he round Select Browse Obj ect but t on and choose eit her foot not es or endnot es from t he pop- up m enu. Then you can use t he double- arrow but t ons t o j um p from not e t o not e.

Figu r e 9 - 2 4 .

Footnotes appear at the bottom of the page. A reference marker, usually a superscript number, appears in text that creates a link between the document and the note.

9.8.1. Inserting Footnotes and Endnotes Foot not es are easier t han endnot es for readers because t hey require less page flipping t o find t he not e. Different t ypes of docum ent s have different st andards, and m ore oft en t han not it 's a t eacher or a professor who dict at es t he preferred st yle. Back in t he t ypewrit er era, endnot es were m uch easier t o creat e, because you didn't have t o worry about leaving space at t he bot t om of t he page for t he not es. Fort unat ely, Word m akes it equally easy t o creat e foot not es and endnot es. Just follow t hese st eps:

1 . Click t o pla ce t h e in se r t ion poin t in you r t e x t w h e r e you w a n t t h e r e fe r e n ce m a r k . You m ay want t o put t he m ark at t he end of a sent ence or paragraph. But if t he not e pert ains t o t he m eaning of a specific word, click- right aft er t hat word. 2 . Go t o Re fe r e n ce s Foot n ot e s En dn ot e ( Ct r l+ Alt + D or Alt + S, E) .

I n se r t Foot n ot e ( Ct r l+ Alt + F or Alt + S, F) or I n se r t

Word places t he reference m ark at t he insert ion point and t akes you t o t he bot t om of t he page ( where t he foot not e will appear) or t he end of t he docum ent ( where t he endnot e will appear) . You see t he not e's reference m ark, im m ediat ely followed by t he insert ion point , so you can st art t yping t he not e.

Tip: You can also press Alt+S, Q (or click the dialog box launcher at the bottom of the Footnotes group) to insert notes using the Footnote and Endnote dialog box. Use this method if you'd like to change the numbering scheme from the usual 1, 2, 3.

3 . Type t h e t e x t for t h e n ot e . Aft er you t ype t he not e, right - click your foot not e, and t hen choose Go t o Foot not e. Your insert ion point j um ps back t o your original locat ion, where you can cont inue work on t he m ain body of your docum ent . Tip: If you want to change the text of your note later, you can edit it as you would any other text.

9.8.2. Formatting Footnotes and Endnotes You can form at your foot not es and endnot es j ust like any ot her t ext , using t he m et hods described in Chapt er 2 . For exam ple, if you want t o m ake a word bold or it alics, j ust select it , and t hen press Ct rl+ B or Ct rl+ I . However, t o edit t he reference m arkssay, change t hem from superscript num bers t o let t ersyou need t o open t he Foot not e and Endnot e dialog box. Press Alt + S, Q or, on t he ribbon, click t he dialog box launcher in t he lower- right corner of t he Foot not es group. Using t he Foot not e and Endnot e box ( Figure 9- 25 ) , you can choose where your not es appear, and you can cust om ize t he st yle of t he reference m ark. Reference num bers can be Arabic num bers, Rom an num bers, lowercase Rom an num bers, let t ers, or ot her sym bols. The Num bering drop- down m enu let s you choose whet her t he num bers apply t o t he whole docum ent or t hey st art wit h each new sect ion. Change t he num ber in t he " St art at " t ext box if you want t o st art at a reference ot her t han 1 or t he first sym bol. For exam ple, if your book or t hesis is split bet ween m ore t han one docum ent , you can m ake t he num bering in t he second docum ent pick up where t he first docum ent left off. Tip: If you decide (or your instructor tells you) to convert all your endnotes to footnotes or vice versa, you can do that in the Footnote and Endnote box, too. At the top of the box, click the Convert button, and then choose one of the options from the Convert Notes box.

Figu r e 9 - 2 5 .

Use the Footnote and Endnote box to format your notes. You can customize the numbers and the numbering for individual notes or for your entire document. Press Alt+S, Q or click the dialog box launcher in the lower-right corner of the Footnotes group to open this box.

9.8.2.1. Deleting footnote and endnotes I t 's easy t o delet e unwant ed foot not es and endnot es. Select t he reference m ark in your t ext , and t hen delet e it by pressing t he Delet e or Backspace key. Not only does t he reference m ark disappear, but t he not e does t oo.

9.9. Inserting Citations and Creating a Bibliography Cit at ions are sim ilar t o endnot es in t hat t hey're list ed at t he end of t he docum ent , and you can click a reference link in t he t ext t o go see t hem . The difference is t hat t hey refer specifically t o a source, such as a book, an art icle, or a Web page. And, inst ead of a superscript num ber, a cit at ion uses an abbreviat ion, like t he aut hor's last nam e, t o refer t o t he source in t he t ext . The list of sources at t he end of a docum ent is called a bibliography, which is sim ply Lat in for " list of books." You could creat e a sim ple bibliography by hand, by sim ply t yping t he list of books, art icles, and Web sit es you got your inform at ion from . Oft en, however, bibliographies m ust follow a specific form at . For exam ple, high schools oft en require st udent s t o use APA or MLA st yle for bibliographies. Different professional fields have t heir own specific st yles, such as t hose of t he Am erican Psychological Associat ion or t he Am erican Medical Associat ion. All t hese st yles have com plicat ed rules for where t he t it les, aut hors, punct uat ion, and ot her inform at ion goes, m aking bibliographies incredibly t edious t o produce. Fort unat ely, Word is fam iliar wit h all t he popular st yle sheet s, and assem bles, alphabet izes, and form at s t he bibliography aut om at ically from inform at ion you provide. The program can even help you wit h your research: Word 2007's reference t ools (Sect ion 6.5) are int egrat ed wit h t he cit at ion feat ure. You m ay j ust finish your t erm paper wit hout t hat t hird pot of coffee. Tip: You can create a bibliography without citing the sources in your text, but Word 2007 puts the tools for Citations & Bibliography all in one spot (Figure 9-26).

Figu r e 9 - 2 6 .

On the References tab, the Citations & Bibliography group provides the tools to give credit where credit's due. Word's Sources and Bibliography tools help you collect the details while you're doing your research.

9.9.1. Adding a Citation You need t o know t hree t hings t o add a cit at ion t o your docum ent . You need t o decide on a st yle for your cit at ions and bibliography. You need t o know where you want t o place your cit at ion. And, of course, you need t he det ails, such as aut hor, t it le, and publisher. Here are t he st eps for adding a cit at ion t o your docum ent :

1 . Usin g t h e St yle dr op- dow n m e n u ( Re fe r e n ce s or Alt + S, L) , ch oose a st yle for you r docu m e n t .

Cit a t ion s & Bibliogr a ph y

St yle

On t he list , you see several st andard st yles for cit at ions, like t he one recom m ended by t he Chicago Manual of St yle; it 's a st yle t hat m any universit ies and publishing com panies prefer. To use t hat one, choose Chicago from t he list . When in doubt , ask your inst ruct or or publisher. 2 . Pla ce W or d's in se r t ion poin t w h e r e you w a n t t o pla ce t h e cit a t ion . Cit at ions usually com e at t he end of t he sent ence, but you m ay want t o place one m id- sent ence if t hat 's where t he referenced inform at ion is. 3 . Go t o Re fe r e n ce s

Cit a t ion s & Bibliogr a ph y

I n se r t Cit a t ion ( or pr e ss Alt + S, C) .

The Cit at ion drop- down m enu opens, giving you t hree opt ions: Choose Add N e w Sou r ce if you're ready t o provide t he det ails for your bibliography. For exam ple, for books you need t o include t he publisher, t he publisher's cit y, and t he dat e. For Web sit es, you m ust have det ails about t he sit e's hom e page, t he dat e of t he m at erial, and t he dat e t he m at erial was referenced. I f you're not ready t o provide t he det ails, you can choose t o Add a Pla ce h olde r , and t hen updat e t he cit at ion lat er. The last opt ion, Se a r ch Libr a r ie s, opens t he Research t ask pane ( Sect ion 6.5.1) where you have access t o Word's Web- based reference t ools like t he Encart a encyclopedia and research and financial Web sit es. ( For m ore det ails on Word's research resources, see Sect ion 6.5.) 4 . Ch oose Add N e w Sou r ce , a n d t h e n fill ou t t h e de t a ils for you r cit a t ion . Word's Creat e Source box opens wit h lot s of blanks for you t o fill. I t looks like a lot of work, but it 's not difficult . Just st art at t he t op and work your way down. First , in t he drop- down m enu at t he t op, select t he Type of Source. You have choices such as Book, Art icle in Periodical, Web sit e, or Report . When you choose one t hat suit s your source, t he t ext boxes and t he labels in t he Creat e Source box change. Type t he det ails providing inform at ion about t he aut hor, publisher, dat e, and, in t he case of Web sit es, t he I nt ernet address also known as t he URL. 5 . Click t h e OK bu t t on t o close t h e Cr e a t e Sou r ce box . Word closes t he Creat e Source box closes and places a reference in your t ext , usually j ust t he aut hor's nam e. Word keeps t rack of all t he ot her inform at ion you ent ered in t he Creat e Source box t o use for t he bibliography. Best of all, if you want t o refer t o t his source again, you j ust choose it from t he ongoing list of sources on t he I nsert Cit at ion m enu ( Figure 9- 27) .

Figu r e 9-27. The Insert Citation menu gives you several choices. You can choose a source that you've already used, or you can add a new one. If you're not ready for either of those options, you can mark the spot with Add New Placeholder and fill in the blanks later. The Search Libraries option takes you to Word's Reference task pane with sources like Microsoft's Encarta online encyclopedia.

9.9.2. Adding a Bibliography I f you've already added all your sources and m arked your cit at ions, adding a bibliography t o your docum ent is a breeze. I t 's very sim ilar t o adding a t able of cont ent s or an index, as described earlier. Place t he insert ion point at t he end of your docum ent ( or wherever you want your bibliography) . Then go t o t he References Cit at ions & Bibliography Bibliography m enu, and choose t he st yle t hat you want . Word insert s t he bibliography int o your docum ent , com plet ely form at t ed ( Figure 928 ) .

Figu r e 9-28. Your bibliography appears in your document formatted in the style of your choice. Word uses a content control (Section 14.2) to create the bibliography. You can use the dropdown at upper-left to update the bibliography or to convert it to regular text.

When Word creat es your bibliography, it insert s it as a Word field, j ust like a t able of cont ent s ( Sect ion 9.3) . I t 's j ust a chunk of com put er- generat ed t ext t hat you can updat e at any t im e by clicking som ewhere in t he field, and t hen pressing t he F9 key. When you print your docum ent , t he bibliography looks like norm al t ext , but if you share your docum ent as a com put er file, you m ay want t o convert t he field t o regular t ext . That way, no one using t he docum ent onscreen can accident ally cause dam age by, say, delet ing t he field. To convert t he bibliography from field t o t ext , click any place in t he bibliography, and t hen look for a m enu but t on in t he upper- left corner. Click it , and t hen choose " Convert bibliography t o st at ic t ext " from t he pop- up m enu. Now you can edit t he bibliography j ust like any t ext in your docum ent .

Warning: Remember, once you've converted it to text, Word can no longer update the bibliography.

9.10. Working with a Master Document The t erm m ast er docum ent has a kind of om inous ring t o it , and m aybe wit h good reason. This feat ure has given a lot of people headaches. Here's t he idea behind m ast er docum ent s. Suppose you and a t eam of coworkers are writ ing a m anual for t he new Ferrari t hat 's hit t ing t he st reet s in Oct ober. To com plet e t he m anual in t im e, each of you is writ ing a chapt er. Your m ast er docum ent is t he com plet e m anual. The chapt ers are subdocum ent s, and each chapt er is a com plet e Word docum ent in it s own right ( Figure 9- 29 ) . Word's m ast er docum ent feat ure act s like a binder t hat holds t he subdocum ent s and handles som e housekeeping chores like page and chapt er num bering, t ables, and indexes. I t sounds great in t heory, but it has happened t hat t he Word files get fouled up t o t he point t hat t hey're unreadable. A few solut ions are available. First of all, you m ay want t o figure out anot her way t o work. Perhaps you don't need a m ast er docum ent at all. You can break your work int o chapt ers, and t hen assem ble t he chapt ers int o one large Word docum ent when you're all done. I f you decide t o use a m ast er docum ent , use t hese safet y m easures: Ke e p t h e m a st e r docu m e n t a n d su bdocu m e n t s in on e folde r . I t 's easier for bot h you and Word t o keep t rack of t he subdocum ent s when t hey're all in t he sam e folder. Br in g su fficie n t com pu t e r pow e r t o t h e pr oj e ct . Com put ers working on a m ast er docum ent need t o have plent y of m em ory ( t hat is, random access m em ory, usually referred t o as RAM) . The m inim um RAM required t o run Word is 256 m egabyt es ( MB) . Try t o have at least t wice t hat , 512 MB, if you plan t o use m ast er docum ent s. Ba ck u p e a r ly a n d oft e n . All people working on t he proj ect should back up t heir work regularly. Keep copies of t he last t wo or t hree versions by saving t hem wit h different nam es. Also, regularly back up t he folder wit h t he m ast er docum ent and t he subdocum ent s, keeping t he past t wo or t hree versions.

9.10.1. Creating a Master Document To creat e a m ast er docum ent , you st art wit h a regular Word docum ent , swit ch t o Out line view, and t hen add subdocum ent s. For t his exam ple, say you've already creat ed a few chapt ers and want t o gat her t hem up in a m ast er docum ent . First , as recom m ended earlier, m ake sure all your soon- t o- be- subdocum ent s are in t he sam e folder. Then, follow t hese st eps:

1 . For t h e m a st e r docu m e n t , cr e a t e a n e w file w it h Office bu t t on D ocu m e n t , a n d t h e n sa ve it ( Office bu t t on Sa ve ) .

New

Bla n k

I t 's a good idea t o give it a nam e t hat ident ifies it as t he m ast er docum ent , like Mast erA Tale of Two

Cit ies.docx . And, of course, m ake sure t o save it in t he sam e folder as your subdocum ent s.

Figu r e 9 - 2 9 .

The master document is in back, and in front of it is the first subdocument. The padlock in the master document shows that the subdocument is currently open, so no one else can make changes to it.

2 . W it h you r m a st e r docu m e n t ope n , go t o Vie w Alt + W , U .

D ocu m e n t Vie w s

Ou t lin e or pr e ss

When you swit ch t o out line view, t he Out lining t ab appears on t he left side of t he ribbon. One of t he groups in t he Out lining t ab is t he Mast er Docum ent group. 3 . On t h e Ou t lin in g t a b, click t h e Sh ow D ocu m e n t bu t t on ( Ou t lin in g Sh ow D ocu m e n t ) t o e x pa n d t h e M a st e r D ocu m e n t gr ou p .

M a st e r D ocu m e n t

Not m any opt ions appear in t he Mast er Docum ent group unt il you click t he Show Docum ent but t on. Then you see addit ional but t ons for Creat e, I nsert , Unlink, Merge, Split , and Lock Docum ent . 4 . Click t h e I n se r t bu t t on , a n d t h e n , w h e n t h e I n se r t Su bdocu m e n t dia log box ope n s, fin d a n d dou ble - click a file t o in se r t it in t o t h e m a st e r docu m e n t . I t shouldn't be hard t o find your subdocum ent s…t hey're all in one folder, right ? Once you find t he

file, you can double- click it , or you can select it , and t hen click t he Open but t on. I f t he docum ent you're insert ing and t he m ast er docum ent have t he sam e paragraph st ylesfor exam ple if bot h have a Heading 1 st yleyou'll see a m essage box t hat asks if you want t o change t he st yle nam es of t he subdocum ent . I f you need a different Heading 1 st yle in your subdocum ent , click Yes. Ot herwise, you can click No, and all your Heading 1 st yles will m at ch. 5 . Con t in u e t o in se r t su bdocu m e n t s in t o you r m a st e r docu m e n t , bu t t r y t o k e e p t h e n u m be r of su bdocu m e n t s t o a m in im u m . Ex pe r t s r e com m e n d h a vin g n o m or e t h a n a bou t a doze n su bdocu m e n t s . Each t im e you insert a subdocum ent , Word creat es sect ion breaks t hat separat e subdocum ent s from each ot her. 6 . W h e n you 'r e don e , you ca n ope n on e of you r su bdocu m e n t s for e dit in g. Ct r lclick t h e su bdocu m e n t 's n a m e t o ope n t h e file . Tip: If you don't have any subdocuments to start with, you can create them as you go. Just create a master document, as described in step 1, and then go to Outlining Master Document Create. You see a box in your master document, similar to the subdocuments in Figure 9-30 , except it doesn't have any text. Use the icon in the upper-right corner to open the subdocument. You can open the subdocument you created, add text, and save it with a name.

9.10.2. Working with Subdocuments Each subdocum ent has a box drawn around it , showing you where one ends and anot her begins. I n t he upper- left corner, subdocum ent s have a sm all icon t hat looks like a m enu, or at least like a box wit h som e horizont al lines. Double- click t his icon t o open your subdocum ent for edit ing. When a docum ent is open, a sm all padlock also appears in t he upper- left corner of t he subdocum ent , t o show t hat it 's locked ( Figure 9- 29 ) . No one else can edit it while som eone has it open. A m ast er docum ent is j ust an out line t hat connect s t o ot her docum ent s. When you reopen your m ast er docum ent , it m ay look like Figure 9- 30 . To see t he cont ent s of t he subdocum ent , inst ead of t he filenam es and pat hs, click t he Expand Subdocum ent s but t on ( Out lining Mast er Docum ent Expand Subdocum ent s or Alt + U, X) .

9.10.2.1. Locking subdocuments Locking t he subdocum ent s prevent s ot her people from edit ing t hem or changing t hem in any way. When you open a subdocum ent , it 's aut om at ically locked. I f you want t o lock a subdocum ent wit hout opening it , click t he subdocum ent icon t o select it , and t hen choose Out lining Mast er Docum ent Lock Docum ent .

9.10.2.2. Unlinking subdocuments Unlinking a subdocum ent does t wo t hings. As you can guess, it breaks t he link bet ween t he subdocum ent and t he m ast er docum ent . Surprisingly, it insert s t he t ext of t he subdocum ent int o t he m ast er docum ent before it breaks t he link. To unlink a subdocum ent , go t o Out lining Mast er Docum ent Unlink. The unlink opt ion is available only when t he m ast er docum ent is expanded.

9.10.2.3. Deleting subdocuments To rem ove a subdocum ent from t he m ast er docum ent , click t he subdocum ent icon, and t hen press t he Delet e or Backspace key. The subdocum ent disappears from t he m ast er docum ent , but t he subdocum ent file st ill exist s on your com put er.

Figu r e 9 - 3 0 .

Master documents are files that point to other documents known as subdocuments. This view shows the location of the subdocument files. To view the contents of those files right in the master document, click the Expand Documents button in the Master Document group.

9.10.3. Formatting Your Master Document You can form at t he t ext and t he paragraphs in your m ast er docum ent using all t he usual suspect s. Expand your subdocum ent s, and t hen change t o Draft or Print Layout view, so t hat you can see t he full result . You can select t ext and apply bold, it alics, or ot her charact er form at t ing. I f you want t o change t he paragraph form at t ing, like increasing t he font size for a heading st yle, you can m odify t he st yle as you would in any Word docum ent . For exam ple, you can right - click t he st yle in t he St yles

m enu ( Hom e St yles) , and t hen choose Modify from t he pop- up m enu. When you save t he changes in your m ast er docum ent , t he changes are saved in t he subdocum ent t oo.

9.10.4. Printing Your Master Document I f you've successfully m anaged a m ast er docum ent t o t he point t hat you're ready t o print congrat ulat ions. Many people have never m ade it t his far. But now t hat you have, print ing a m ast er docum ent is pret t y easy.

1 . Ex pa n d t h e su bdocu m e n t s u sin g Ou t lin in g Su bdocu m e n t s or Alt + U, X .

M a st e r D ocu m e n t

Ex pa n d

I f you t ry t o print your m ast er docum ent wit hout expanding it , Word shows an alert box asking whet her you want t o open t he subdocum ent s before print ing. I f you click Yes, Word expands your m ast er docum ent and print s all t he subdocum ent s. I f you click No, Word print s t he links t o t he subdocum ent s inst ead of t heir cont ent s. 2 . At t h e r igh t e n d of t h e Ou t lin in g t a b, click Close Ou t lin e Vie w t o r e t u r n t o Pr in t La you t vie w . 3 . N ow 's you r ch a n ce t o m a k e su r e e ve r yt h in g look s r igh t . An ot h e r w a y t o pr e vie w you r docu m e n t is by goin g t o Office bu t t on Pr in t Pr in t Pr e vie w . Th is opt ion le t s you u se Zoom t ools a n d ot h e r cool st u ff ( Se ct ion 1 .4 .3 ) . 4 . W h e n you 'r e r e a dy, se le ct t h e Pr in t com m a n d . I n Print Layout view, press Ct rl+ P or click t he Quick Print but t on ( Office but t on I n Print Preview, click t he Print but t on on t he ribbon.

Quick Print ) .

10. Organizing Your Information with Tables I f you t hink of t ables as an ugly grid for holding num bers in place, som et hing m ore suit ed t o a spreadsheet t han a Word docum ent , t hink again. Or, bet t er yet , t alk t o som eone who's done som e Web design. Tables are incredible t ools for page design, bot h t he print ed page as well as a Web page. Wit h t ables, you can group relat ed t ext and pict ures so t hat t hey st ay t oget her no m at t er how your docum ent changes. You can use background and border colors t o give your words a visual splash and t o draw at t ent ion t o im port ant part s of your m essage. I f you're present ing num bers t o your readers, you need t he rows and colum ns t hat t ables offer t o line everyt hing up and provide t ot als. Once you're com fort able creat ing and m odifying t ables, you'll probably find all sort s of ways t o use t hem . Word's t able feat ure has grown st ronger and m ore versat ile wit h each passing version. For exam ple, you can choose from a few different ways t o creat e t ables and m ult iple ways t o m odify t hem by insert ing or delet ing rows, colum ns, and individual cells. You can also get really creat ive and add color and ot her form at t ing. I f you're a num ber cruncher, you can use t ables as a sim plified spreadsheet right in your docum ent . Word 2007 also offers Quick Tables, preform at t ed t ables for t hings like calendars and ot her com m on uses.

10.1. Creating Tables I f you've never creat ed a t able in a Word docum ent before, don't worryit 's rem arkably easy and even fun, especially if you use t he drawing- wit h- t he- m ouse m et hod. You can creat e t ables by: Poin t in g a t a n d click in g a m in i t a ble m a p . Chose I nsert appears t o size and creat e a t able.

Table and click t he grid t hat

Fillin g in n u m be r s a n d click in g bu t t on in a dia log box . Choose I nsert I nsert Table or press Alt + N+ TI t o open t he I nsert Table dialog box. D r a w in g you r t a ble on t h e pa ge w it h you r m ou se . Choose I nsert Table or press Alt + N+ TD t o t urn your cursor int o a t able- drawing t ool.

Table

Table

Draw

10.1.1. Creating a Table from the Ribbon As always, t he ribbon approach t o t he j ob is very visual, and it m ay seem vaguely fam iliar. I t 's a variat ion on t he way you'd creat e t ables in t he last few versions of Word, where you'd click a but t on and drag out a grid t hat represent ed t he t able. Word's new m et hod is even a lit t le easier for newcom ers t o grasp. The drop- down m enu present s a 10 x 8 grid. You click t o select t he num ber of boxes you want in your t able, as shown in Figure 10- 1 .

Figu r e 1 0 - 1 .

Click the Tables button (Insert Tables Table) to open this menu, and then click the grid to choose the number of columns and rows you want in the table. The message at the top shows that this table will have four columns and seven rows.

Note: A column is a group of cells running vertically, while a row is group of cells that run horizontally.

1 . On t h e r ibbon , ch oose I n se r t

Ta ble s

Ta ble .

A m enu appears wit h what looks sort of like a bunch of boxes or a piece of graph paper ( Figure 10-1 ) . 2 . Poin t t o a box on t h e gr id t o cr e a t e a t a ble w it h t h e n u m be r of r ow s a n d colu m n s you w ant . As you m ove your m ouse over t he grid, t he boxes in t he grid are highlight ed, and you see t he t able appear on your page. ( Tables use Microsoft 's Live Preview feat ure t hat shows you what will happen if you click t he m ouse but t on.) A m essage above t he grid on t he m enu keeps t ally of t he num ber of colum ns and rows. You don't have t o be exact ; it 's easy enough t o creat e or delet e colum ns and rows lat er. 3 . Click t h e gr id t o cr e a t e t h e t a ble a n d pla ce it in you r docu m e n t for r e a l .

The Tables m enu disappears, and your t able is right t here in your docum ent wit h evenly spaced colum ns and rows.

10.1.2. Using the Insert Table Box The I nsert Table dialog box is a m ore t radit ionaland boringway t o creat e a t able. Choose Alt + N, TI t o open t he I nsert Table box ( Figure 10- 2 ) . The box is a sim ple affair. Just t ype num bers in t he t ext boxes at t he t op for t he colum ns and rows you need in your t able. This dialog box also let s you choose t he Aut oFit behavior, as explained below: Fix e d colu m n w idt h . Use t his opt ion if you want t o lim it colum ns t o a specific widt h. Ent er a num ber in t he box next t o t his opt ion t o set t he widt h of t he colum ns. Or, if you choose Aut o inst ead, Word creat es a t able t hat fit s in your current m argins, wit h t he num ber of colum ns specified above, each of equal widt h. Au t oFit t o con t e n t s . Wit h t his opt ion, t he colum n widt h adj ust s aut om at ically t o accom m odat e t he am ount of t ext you t ype in t he cells. Use t his opt ion if you're not sure how m uch space your t ext will t ake up unt il you t ype it . Au t oFit t o w in dow . This opt ion is m ore suit ed t o Web pages t han print ed docum ent s. I t m akes t he t able expand and cont ract t o fit a browser window. Web pages are designed t o work on all different t ypes of com put ers, PDAs, cell phones, TV set s, and who- knows- what in t he fut ure. Aut oFit t ables like t hese help Web designers creat e pages t hat work for screens and browsers wit h dram at ically different capabilit ies. I f you're going t o creat e sim ilar t ables in t he fut ure, t urn on t he " Rem em ber dim ensions for new t ables" checkbox, and Word keeps t he set t ings in t he I nsert Table box for your next visit .

10.1.3. Drawing a Table As you can guess, t he least m echanical and m ost creat ive way t o m ake a t able is t o draw your own. I t 's a great t echnique if you need an irregularly shaped t able. Wit h Word's t able t ools you can draw t ables, and divide t hem int o colum ns and rows in j ust about any configurat ion im aginable. As you can see from Figure 10- 3 , you can do j ust about anyt hing except m ake a curve. Here's how t o use t he t able drawing t ools t o draw a fairly t radit ional t able:

1 . Ch oose I n se r t

Ta ble s

Ta ble

D r a w Ta ble .

Your m ouse cursor changes int o a pencil, invit ing you t o st art drawing.

Figu r e 1 0 - 2 .

The Insert Table box gives you a more traditional but less artistic way to create tables. The advantage of using this box is that you can specify exact column widths for precise layout. The AutoFit to window option is helpful if your document is going to end up as a Web page.

Figu r e 1 0 - 3 .

You may be surprised how flexible tables are, especially if you use the Draw Table option (Alt+N, TD). Using the cell shading and border tools, tables become strong graphic elements in your document.

2 . On a n e m pt y pla ce on t h e pa ge , dr a g dia gon a lly t o dr a w you r fir st r e ct a n gle ( Figu r e 1 0 - 4 . The rect angle t hat appears on your page m arks t he borders for your t able. Soon you'll divvy it up, creat ing colum ns and rows inside. Word adds paragraphs, adj ust s m argins, and generally does what ever's necessary t o place your t able exact ly where you draw it .

The m om ent you release t he m ouse but t on, t he Table Tools cont ext ual t ab appears on t he right side of t he ribbon. Two t abs appear in t his cont ext ual t ab: Design and Layout . You're now on t he Design t ab, where you see t ools for form at t ing your t able. On t he right side, t he Draw Table but t on is highlight ed, indicat ing t hat you're in Draw Table m ode. 3 . N e x t , dr a g t o dr a w a ve r t ica l lin e t o divide you r t a ble in h a lf . Your line separat es t he t able int o t wo cells. You can draw lines wherever you want t o divide your t able int o cells of j ust about any shape. When you drag diagonally, you creat e rect angles inst ead of lines. Rect angles t urn int o cells, or if t hey're far enough from t he original t able, t hey're new t ables. Experim ent t o get a feeling for creat ing t ables and cells. I f you m ake an error, undo it wit h Ct rl+ Z. Next t o t he Draw Table but t on you find an Eraser but t on ( Table Tools | Design Draw Borders Eraser or Alt + JT, E) . I f you click t he but t on t o highlight t he eraser, t hen your m ouse cursor changes t o an eraser icon. Dragging it over lines in your t able erases t hem . 4 . D r a w a h or izon t a l lin e on t h e le ft h a lf of you r t a ble . When you draw t he horizont al line, you divide one of t he cells int o t wo cells, creat ing a new row. You can draw t he line t o t he vert ical divider or you can cont inue ont o t he right side of t he t able. This horizont al line creat es t wo rows in your t able. You can cont inue t o divvy up your t able int o addit ional cells. 5 . W h e n you 'r e don e , click t h e D r a w Ta ble bu t t on ( on t h e r igh t side of t h e r ibbon ) , t o t u r n off t h e D r a w Ta ble m ode . The Draw Table but t on loses it s highlight glow, and t he cursor changes from t he pencil back t o it s fam iliar I - beam . Note: Drawing a table is actually a lot simpler to do than it sounds; for a screencastan online, animated tutorialof the steps you've just read, head over to the "Missing CD" page at www.missingmanuals.com .

10.1.4. Choosing Quick Tables I f t hree ways t o creat e t ables aren't enough, you can always choose from one of Word's predesigned t ables. Choose I nsert Tables Quick Tables t o see a m enu full of pre- rolled t ables t hat you can drop int o your docum ent s. The choices range from calendars t o periodic t ables ( Figure 10- 5 ) . Of course, you don't have t o keep t he cont ent t hat Microsoft 's put in t here. I f you like t he look of one of t he t ables, you can always insert it and t hen delet e t he t ext and fill t he space wit h your own words and graphics.

Figu r e 1 0 - 4 .

Top: First click and then drag the pencil cursor diagonally across the page to create the table. Middle: Click at the top of your table, and then drag down to draw a line that divides the table into two cells. Bottom: Draw another line from the left side to the center to create two rows on the left.

Figu r e 1 0 - 5 .

If you're in a hurry, you can choose one of the predesigned Quick Tables (Alt+N, TT). The large menu gives you a good view of the different tables available. Once it's in your document, you can edit it and alter it for your own purposes.

10.2. Moving Around a Table Working wit h t ables, colum ns, rows, and cells is different from working wit h plain t ext . St ill, you want t o do t he sam e t hings, such as select bit s and pieces so t hat you can copy, m ove or delet e t hem . And when you t ype in t ext and num bers, you want t o be able t o m ove around t he t able, preferably wit hout t aking your hands off t he keyboard. I f you're rapidly ent ering t ext in an em pt y t able, t he best way t o m ove from cell t o cell is wit h t he Tab key. Just hit Tab when you're finished t yping in a cell. Word select s t he next cell, and you can cont inue t yping. I t 's im port ant t o not e t hat t he cursor doesn't j ust m ove t o t he next cell; everyt hing in t he cell is select ed, so if t ext is already in t here, Word delet es it when you st art t yping. I f you want t o m ove backward, use Shift + Tab. The arrow keys work pret t y m uch as you'd expect , m oving t he insert ion point one charact er at a t im e t hrough your docum ent . When you get t o t he point bet ween t wo colum ns, t he insert ion point hops over t o t he next cell. The up and down arrows behave in a sim ilar way. The up arrow m oves t he insert ion point t o t he next line of t ext above it ; t hat line m ay be in t he sam e cell, or it m ay be in t he row above. Here are som e keyboard short cut s you can use t o m ove around and work in your t able:

Ta ble 1 0 - 1 . Com m a n d

Ke yboa r d Sh or t cu t

Select next cell

Tab

Select previous cell

Shift + Tab

Move t o first cell in a row

Alt + Hom e

Move t o last cell in a row

Alt + End

Move t o last cell in a colum n

Alt + PageDn

Move t o first cell in a colum n

Alt + PageUp

Creat e new paragraphs in a cell

Ent er

I nsert t abs in a cell

Ct rl+ Tab

10.3. Selecting Parts of a Table Before you can copy, form at , or delet e som et hing, you have t o select it . That 's j ust as t rue with t ables as it is wit h any ot her t ext . When you're working wit h t ables, it 's oft en easiest t o use your m ouse t o m ake select ions. The keyboard com m ands are a lit t le cum bersom e, and t he ribbon com m ands are best when you're j ust learning your way around. Se le ct t a ble . Hold your m ouse over t he t able, and you see a but t on appear j ust off t he upperleft corner. The Select Table but t on is a square, inside of which is a cross wit h arrows point ing in four direct ions. That 's a hint t hat you can grab t his but t on and drag t he t able wherever you want it . Clicking t hat but t on select s t he ent ire t able. Se le ct colu m n . Move t he cursor t o t he t op of a colum n, and t he cursor changes t o an arrow point ing down ( Figure 10- 6 ) . One click and you select t he colum n t he arrow point s t o. Drag t o select m ore t han one colum n.

Figu r e 1 0 - 6 .

When you hold your mouse above a column in a table, the cursor changes to a small arrow pointing down. Click to select a single column, or drag to select more than one column. Row selection is similar: Just position your cursor in the left margin, and then click or double-click to select an entire row.

Se le ct r ow . When your cursor is at t he left edge of t he t able, it changes t o a sm all dark arrow, angled up slight ly. ( I t 's different from t he hollow arrow you see if m ove your cursor int o t he left m argin.) One click select s t he first cell in t he row. A double- click select s t he ent ire row. I f your

t able happens t o be on t he left m argin, you can select a row j ust like you'd select a line of t ext , wit h a single click in t he m argin. Se le ct ce ll . Move t he cursor t o t he lower- left corner of any cell, and t he cursor changes t o a sm all dark arrow, angled up slight ly. One click and you select t he cell and any t ext , graphic, or ot her obj ect in t he cell. A highlight color fills select ed cells. Drag t o select m ore t han one cell. I f you want t o select cells t hat aren't next t o each ot her, select t he first cell, and t hen press Ct rl while you click and select m ore cells. A quick t riple- click is anot her way t o select a single cell. Keep your finger down on t hat last click, and you can drag t o select m ult iple cells. Press Ct rl as you t riple- click t o select random cells t hat aren't next t o each ot her. I f you're working on t ext t hat 's inside a cell, t he basic select ion and edit ing com m ands work as always. You can select t ext and form at it , or m ove it around using all your favorit e t ools and com m ands, like Ct rl+ C t o copy and Ct rl+ V t o past e. Select t able Table Tools | Layout

Select

Select Table

Alt + JL, KT or Alt + 5 ( on t he num ber pad, wit h Num - Lock off) Select colum n Table Tools | Layout

Select

Select Colum n

Alt + JL, KC or Alt + Shift + PageDN Select row Table Tools | Layout

Select

Select Row

Select

Select Cell

Alt + JL, KR Select cell Table Tools | Layout Alt + JL, KL

Ta ble 1 0 - 2 . Com m a n d

Ribbon Com m a n d

Ke yboa r d Sh or t cu t

10.4. Merging and Splitting Cells The cells in your t able don't have t o be a perfect grid, so don't be afraid t o get creat ive wit h your t able layout s. Maybe you want t o have a single " 1st Quart er" heading cent ered over t hree colum ns of sales figures. To m erge cells, select t wo or m ore adj acent cells, and t hen use Table Tools | Layout Merge Merge Cells or t he short cut Alt + JL, M.

Ta ble 1 0 - 3 . Com m a n d

Ribbon Com m a n d

Ke yboa r d Sh or t cu t

Merge cells Table Tools | Layout

Merge

Merge Cells

Alt + JL, M

Split cells

Table Tools | Layout

Merge

Split Cells

Alt + JL, P

Split t able

Table Tools | Layout

Merge

Split Table

Alt + JL, Q

To split cells, m ake sure t he insert ion point is in t he cell you want t o divide, and t hen use eit her t he com m and Table Tools Layout Merge Split Cells or t he short cut Alt + JL, P. A dialog box appears, asking you t o specify exact ly how you want t o divvy up t he real est at e (Figure 10- 7) .

Figu r e 1 0 - 7 .

The Split Cells dialog box lets you be quite specific about how you want to divide the territory. Enter the number of columns and rows you want in the text boxes. If you select more than one cell before you give the Split Cell command, you have the option to merge the cells before you break them into smaller parts.

10.5. Adjusting Column Width and Row Height Once you have your t able in place, you m ay want t o m ake som e adj ust m ent s. Tables can shape- shift in a num ber of ways t o work wit h what ever you decide t o t oss int o t hem . Even t hough t ables can aut om at ically change shape t o accom m odat e t he cont ent s, it 's st ill good t o know how t o adj ust t hem m anually. You can change t he widt h of individual colum ns and t he height of t he rows in your t able. To adj ust t he widt h of a colum n, m ove your m ouse cursor over one of t he vert ical lines in t he t able. The cursor changes t o a t wo- headed arrow ( Figure 10- 8 ) . Drag t he line where you want it . The ent ire line from t op t o bot t om of t he t able m oves in one m ot ion. I f, for som e reason, j ust one piece of t he line m oves, t hat m eans you select ed a cell or t wo before you dragged t he line. When a cell is select ed, your m odificat ions affect only t he select ed cell.

Figu r e 1 0 - 8 .

When you hold the cursor over a line, the cursor changes to a double-headed arrow. Drag one of the lines in your table to resize a row or column. The dotted line helps you line up the edges of the cell with other objects in the table or on the page.

Changing t he height of a row is sim ilar. Just click t o grab one of t he lines, and t hen drag it where you want . You'll probably find t hat it 's less necessary t o change row height t han it is colum n widt h, since rows aut om at ically adj ust t o accom m odat e t he lines of t ext . As you t ype int o a cell and your words creat e a new line, t he row height increases t o m ake room .

10.5.1. Inserting Columns and Rows

Oft en need. m ake m enu

when you're first creat ing a t able, it 's difficult t o know how m any rows and colum ns you'll I t 's not a m aj or issue, because it 's easy enough t o add and delet e rows and colum ns. You can t hese changes using but t ons on t he ribbon, wit h keyboard short cut s or wit h t he handy pop- up t hat appears when you right - click wit hin t he t able.

When you're insert ing rows or colum ns, t he first st ep is t o click som ewhere in t he t able t o posit ion t he insert ion point . Clicking in t he t able does t wo im port ant t hings. First , t he Table Tools cont ext ual t ab doesn't m ake an appearance unless t he insert ion point is inside a t able. Second, t he insert ion point serves as a reference point so you can t ell Word t o add t he row or colum n before or aft er t hat spot. Wit h t he insert ion point in place, you can choose one of t he com m ands from t he Table Tools | Layout Rows & Colum ns group. The m enu com m ands and t heir icons present a clear pict ure of t he opt ions ( Figure 10- 9 ) : You can delet e individual cells, or rows, or colum ns, or t he ent ire t able.

Figu r e 1 0 - 9 .

The commands to insert and delete rows and columns are neighbors in the Table Tools | Layout Columns group. Make sure you click within a table, or you won't see the Table Tools contextual tabs.

Rows &

All t he opt ions shown on t he ribbon have keyboard equivalent s. Here's a t able of t he com m ands and t he ways t o use t hem : I nsert row above Table Tools | Layout Alt + JL, A

Rows & Colum ns

I nsert Above

I nsert row below Table Tools | Layout

Rows & Colum ns

I nsert Below

Rows & Colum ns

I nsert Left

Rows & Colum ns

I nsert Right

Alt + JL, E I nsert colum n left Table Tools | Layout Alt + JL, L I nsert colum n right Table Tools | Layout Alt + JL, R

Ta ble 1 0 - 4 . Com m a n d

Ribbon Com m a n d

Ke yboa r d Sh or t cu t

A right - click wit hin a t able m akes a short cut m enu appear, and as usual Word's pret t y sm art when it com es t o figuring out what you're t rying t o do. So, if you've select ed an ent ire row before you right click, t hen t he short cut m enu gives you opt ions t o insert or delet e rows, as shown in Figure 10- 10 . Just t ake your pick from t he list .

Figu r e 1 0 - 1 0 .

If you've already got your mouse in hand, here's an easy two-step way to add a row. Move the mouse into the left margin, and then click to select an entire row. Right-click to display the shortcut menu, and then choose Insert Insert Rows Below or Insert Rows Above. You can create columns with a similar technique.

10.5.2. Deleting Cells, Columns, Rows, and Tables The t echniques t o delet e colum ns and rows pret t y m uch m irror t he ways you insert t hem . Delet ing individual cells is a lit t le t rickier, since plucking cells out of t he m iddle of your t able t ends t o shift

t hings around. Easiest of all is delet ing t he ent ire t able. As long as your insert ion point is som ewhere in t he t able, you can use Table Tools | Layout Delet e Delet e Table or t he short cut Alt + JL+ DT. Using t he Delet e m enu ( Table Tools | Layout Rows & Colum ns; see Figure 10- 9 ) , you can delet e any elem ent of a t able from t he ent ire t able down t o groups of rows and colum ns on down t o a single cell. Just select t he bit s and pieces you want t o rem ove, and t hen choose t he com m and. You can select several rows, and t hen delet e t hem all at once. Keyboard short cut s are also available for delet ing t able part s: Delet e t able Table Tools | Layout

Rows & Colum ns

Delet e

Delet e Table

Rows & Colum ns

Delet e

Delet e Colum ns

Rows & Colum ns

Delet e

Delet e Rows

Rows & Colum ns

Delet e

Delet e Cells

Alt + JL, DT Delet e colum ns Table Tools | Layout Alt + JL, DC Delet e rows Table Tools | Layout Alt + JL, DR Delet e cells Table Tools | Layout Alt + JL, DD

Ta ble 1 0 - 5 . Com m a n d

Ribbon Com m a n d

Ke yboa r d Sh or t cu t

10.5.2.1. Deleting cells Delet ing cells is sort of like pulling a brick from t he m iddle of a wall. Ot her bricks have t o m ove in t o t ake it s place. But it doesn't happen at random : Word let s you choose how you want cells t o fill in t he space. When you give t he com m and t o delet e a cell or a group of cells ( Alt + JL, DD) , Word shows a dialog box asking whet her you want t o pull cells up or bring t hem over t o t he left ( Figure 10- 11 ) .

Figu r e 1 0 - 1 1 .

Top: The cell second from the left and second from the top is selected for deletion. Middle: After invoking the Delete command, Word asks for advice on how to shift the rest of the cells. Bottom: With the "Shift cells left" button selected, the cells in the second row shift over from the right.

Note: Selecting a cell and then pressing Delete on the keyboard deletes the contents of the cell but not the cell itself. And that's just fine, because most of the time that's exactly what you want.

10.6. Formatting Tables The Table Tools cont ext ual t ab has t wo t abs devot ed t o Design and Layout , indicat ing t hat form at t ing is a big part of working wit h t ables. I n fact , t hese t wo t abs are so close t o each ot her in funct ion t hat it 's easy t o forget which t ab holds cert ain com m ands. The Design t ab holds com m ands relat ed t o color and borders, while t he Layout t ab relat es m ore t o t he st ruct ure of t he t able: insert ing and delet ing rows and colum ns, aligning t ext , and adj ust ing cell size.

10.6.1. Using Table Styles For a quick and easy way t o add color t o your t able, not hing beat s Table St yles ( Table Tools | Design) . Word provides dozens of st yles using a variet y of colors, font s, and font st yles. When you design t ables, t ry t o look at t hem from your readers' point of view. What inform at ion is m ost im port ant t o t hem ? Do you want t o em phasize headings on t he t op row or in t he left colum n? I s it im port ant for readers t o com pare num bers along a horizont al row? Answering t hese quest ions will help lead you t o good t able design decisions ( Figure 10- 12 ) . The Table St yles are on t he Table Tools | Design t ab. Use t he t wo groups on t he left side t o m odify and select a t able st yle. The Table St yle Opt ions group ( far left ) is pret t y nift y. As you m ake choices and check off opt ions, t he st yles in t he Table St yles m enu change per your specs. Here are your opt ions: H e a de r Row put s an em phasis on t he t op row, eit her wit h a color or a st rong border. This opt ion works best when your t op row cont ains headings. Tot a l Row put s an em phasis on t he bot t om row. As t he nam e im plies, t his st yle is ideal for em phasizing t he t ot als at t he bot t om of colum ns when your t able is a spreadsheet . Ba n de d Row s uses alt ernat ing row colors t o help readers t rack t ext and num bers horizont ally. I t 's useful for wide spreadsheet s, but you can also use it for design effect . Fir st Colu m n put s an em phasis on t he first colum n, like when your left colum n holds a list of cat egories. La st Colu m n put s an em phasis on t he last or right - hand colum n. I t 's part icularly useful when you sum up rows of num bers in t he right colum n. Ba n de d Colu m n s, like banded rows, help guide your reader's eye, but you can also use t hem st rict ly for design purposes. The t oughest t hing about applying t able st yles is choosing one from t he m any t hat t he m enu present s you ( Alt + JT, S) :

1.

1 . Click w it h in you r t a ble so t h a t W or d k n ow s w h e r e t o a pply t h e st yle . You don't have t o select t he ent ire t able; it 's enough t o have t he insert ion point in t he t able you want t o form at .

Figu r e 1 0 - 1 2 .

Three different table styles give this one table a dramatically different look. Top: This style, called Colorful Grid Accent 1, sets the numbers off from the headings and the totals at bottom and right. Middle: This table, using the Basic style, looks more mundane, but if you're making multiple photocopies, it's best to avoid cell

shading, which tends to get splotchy. Bottom: The bottom table, Light Shading style, has alternating cell shading, making it easier for readers to track numbers across rows.

2 . Ch oose Ta ble Tools | D e sign t o sh ow t h e D e sign t a b . Wit h t he Design t ab select ed, on t he left end of t he ribbon you see t he t wo groups t hat apply t o Table St yles: Table St yle Opt ions and Table St yles. You want t o t ackle t hem in order from left t o right . 3 . Adj u st t h e Ta ble St yle Opt ion s t o m a t ch you r n e e ds . As you t urn t he Table St yle Opt ions checkboxes on and off, you see t he Table St yles on t he right change t o m at ch your desires. ( Everyt hing in life should work like t his.) Not all t he St yle Opt ions work well t oget her. For exam ple, you m ay not need bot h Banded Rows and Banded Colum ns. So, it m ay be good t o t ake a less- is- m ore approach. Try unchecking everyt hing, and t hen, one by one, click t he opt ions you t hink are m ost im port ant for your t able. 4 . Pr e vie w t h e diffe r e n t st yle s on t h e Ta ble St yle s m e n u . Move your cursor over one of t he Table St yles t o see how it fit s your t able. About a half- dozen st yles appear on t he ribbon. To see m ore, use t he scroll but t on, or click t he drop- down m enu in t he lower- right corner. Wit h Live Preview, you see your t able change as t he cursor hovers over different st yles. You can go back and fort h bet ween t he Table St yle Opt ions and t he preview unt il you com e up wit h t he perfect form at . 5 . Se le ct t h e st yle t h a t w or k s be st for you r t a ble . To choose a Table St yle and m odify your t able, on t he Table St yles m enu ( Table Tools | Design Table St yles) , click t he st yle of your choice.

10.6.2. Aligning Text, Numbers, and Data Tables are in t he high- m aint enance cat egory when it com es t o form at t ing and ot her housekeeping chores. Wit h all t hose different bit s of t ext and num bers in different boxes, it seem s you const ant ly need t o realign som et hing. Usually, you want t ext t o align on t he left and num bers t o align on t he right ( especially if you're perform ing m at h on t hem ) . Or, when no m at h is involved, it m ay look bet t er t o cent er num bers in t he colum ns. Also, usually you want your colum n headers t o have t he sam e alignm ent as t he it em s below. And t hat 's j ust horizont al alignm ent . To add t o t he choices, you can also align t ext t o t he t op, cent er, or bot t om of a cell. All t hat 's required is som e decision m aking. Fort unat ely, applying t his form at t ing is easy, so you can keep t weaking unt il everyt hing looks right . I t 's one of t hose st andard " first you select , and t hen you apply" form at t ing j obs. You can speed t hings up by select ing m ult iple it em s, and t hen applying a single alignm ent com m and t o t hem all. ( See Sect ion 10.3 for t he select ion t echniques you can use wit h t ables.) Here are t he st eps for changing t ext alignm ent inside t able cells:

1 . Se le ct t h e ce lls you w a n t t o a lign .

Oft en you can apply alignm ent t o a colum n or m ore at a t im e. To select a colum n, hold t he cursor at t he t op of t he colum n. The cursor changes t o a dark arrow point ing down. Click t o select t he colum n, or drag t o select m ult iple colum ns. 2 . Ch oose Ta ble Tools | La you t

Align m e n t a n d se le ct t h e a lign m e n t opt ion .

On t he left side in t he Alignm ent group, click one of t he but t ons t o apply an alignm ent form at t o t he select ed cells ( Figure 10- 13 ) . You have nine alignm ent opt ions. You can choose t o have t ext horizont ally aligned left , cent er, or right . Wit h each of t hose opt ions, you can also choose t he vert ical alignm ent : t op, cent er, or bot t om .

Figu r e 1 0 - 1 3 .

Nine buttons help you align text within your table cells. If you can't quite make out what the icon means, hold your mouse cursor over a button, and a screen tip appears, explaining the command.

10.6.3. Applying Shading and Borders Word's Table St yles prim arily apply t o a t able's shading and borders. You can cust om ize your t able wit h t hese set t ings t oo. Or, bet t er yet , you can apply one of Word's st yles, and t hen m ake m odificat ions t o fit your needs. Here's an exam ple of m anually changing t he shading and border for t he t op row in a t able. I n t his exam ple, you'll highlight your t able's t op row wit h nice light blue shading and a double line along t he bot t om of t he row. You'll also delineat e t he t op of t he t able wit h a dark blue, 1.5- point line. Here are t he st eps:

1 . I n t h e low e r - le ft cor n e r of t h e fir st ce ll of you r t a ble , dou ble - click t o se le ct t h e e n t ir e t op r ow . Before you apply shading and border st yles, you need t o select t he cells t hat you want t o

change. When you m ove your cursor t o t he lower- left corner of a cell, t he cursor changes t o a dark arrow angled upward. A single click select s t he cell, and a double click select s t he ent ire row. 2 . Ch oose Ta ble Tools | D e sign Sh a din g, a n d t h e n se le ct a ligh t blu e color fr om t h e dr op- dow n m e n u ( Figu r e 1 0 - 1 4 ) . The Shading drop- down m enu is in t he Table St yles group of t he Design t ab. You see a m enu wit h colors t hat m at ch your t hem e at t he t op. Bold, st andard colors are near t he bot t om , along wit h a but t on t hat rem oves colors from t he select ed cells. 3 . Ch oose Ta ble Tools | D e sign Ta ble St yle s Bor de r s, a n d t h e n se le ct t h e Bor de r s a n d Sh a din g opt ion a t t h e bot t om of t h e m e n u . The Borders and Shading box opens t o t he Borders t ab. At left are preform at t ed opt ions. I n t he m iddle, you can choose different line st yles, colors, and widt hs. On t he right side is a preview box, but t his box does m ore t han j ust show you t he result s; you act ually use it t o form at your borders.

Figu r e 1 0 - 1 4 .

The Shading button in the Borders and Shading dialog box shows colors that match your document's theme. When you point to a color chip, a screen tip describes the color. Click the chip to apply the color to the selected cells.

4 . At le ft , click t h e N on e bu t t on t o cle a r a ll bor de r s fr om t h e se le ct e d ce lls . By clearing all t he borders, you can st art from scrat ch t o creat e a new look. 5 . I n t h e m iddle of t h e dia log box , scr oll dow n t h r ou gh t h e St yle box , a n d t h e n se le ct t h e dou ble lin e fr om t h e list .

You see a variet y of solid and dot t ed lines, as well as different t ypes of m ult iple line opt ions. When you choose t he double line, you see a double line in t he Widt h box below. 6 . I n t h e Color box , se le ct a da r k blu e color . Click t he but t on on t he right side of t he Color box t o show t he m enu. The color chips at t he t op m at ch your docum ent 's t hem e. Click one of t he chips t o select a color. The m enu closes, and t he color you select ed shows in t he box. 7 . I n t h e W idt h box , ch oose 1 .5 poin t s for you r lin e w idt h . You can't ent er your own num ber in t he widt h box; you m ust select one of t he preset line widt hs. 8 . I n t h e Pr e vie w box on t h e r igh t , click t h e bor de r a t t h e bot t om of t h e pr e vie w e x a m ple . At first , no borders appear in t he exam ple, because you cleared all t he borders in st ep 4. When you click t he bot t om border, t he t hick double line appears along t he bot t om of t he exam ple. Clicking t he border elem ent s in t he preview is how you t ell Word where t o apply borders. 9 . I n t h e St yle box , click t h e sin gle lin e , a n d t h e n ch oose " 3 pt " on t h e W idt h m e n u . I n t h e Pr e vie w box , click t h e t op bor de r t o a pply t h is lin e st yle . When you've m ade your changes, t he preview box looks like Figure 10- 15 . ( You can, if you wish, cont inue t o design border st yles and apply t hem t o different part s of t he select ed cells.) 1 0 . W h e n you 'r e don e , click OK t o close t h e Bor de r s dia log box . Using t hese t ools and t echniques, you can apply shading and borders t o any of t he cells in a t able.

Figu r e 1 0 - 1 5 .

The Borders dialog box gives you the tools to format border styles for the cells in your table. This dialog box is Word's standard tool for applying borders to paragraphs, around pictures, and around text boxes.

10.7. Doing Math in Tables When present ing num bers in your docum ent , whet her it 's a budget , or sales figures, or an invent ory t ally, you probably want t o t ot al som e of t he colum ns. Sure, you could add up t he num bers on a calculat or, and t hen t ype t he t ot als int o t he cells. That 's fine if you know t he figures aren't going t o change, and you're cert ain you won't t ranspose any figures bet ween your calculat or and t he t able. A bet t er ( t hough, adm it t edly, not necessarily easier) way is t o insert one of Word's fields with inst ruct ions t o sum t he colum n above. Use t he Form ula but t on ( Figure 10- 16) on t he Layout t ab t o insert t he field int o your t able.

Figu r e 1 0 1 6 . Use the Formula button (Table Tools | Layout Data Formula) to insert a math field into your table.

Here are t he st eps for adding a SUM field t hat t ot als t he num ber in t he colum n above:

1 . Click t o pla ce t h e in se r t ion poin t in t h e bot t om ce ll of a colu m n w it h n u m be r s, a n d t h e n go t o Ta ble Tools | La you t Data For m u la. The Form ula dialog box opens ( Figure 10- 17) . Word m akes som e assum pt ions based on t he fact t hat t he insert ion point is at t he bot t om of a colum n of num bers. For exam ple, t he Form ula box is preloaded wit h a form ula designed t o t ot al t he colum n of num bers. I t 's alm ost as readable as plain English: = SUM( ABOVE) . I f your insert ion point had been at t he end of a row of num bers, t he form ula would have read: = SUM( LEFT) . 2 . I n t h e For m u la box , ch e ck t o m a k e su r e t h e for m u la doe s w h a t you w a n t , a n d t h e n click OK. Word insert s t he field code in t he cell, and t hen it runs t he calculat ionin t his case, a sum , which t hen shows up in t he cell.

I t 's not unusual t o have several colum ns t hat you want t o t ot al. I f t hat 's t he case, you can select t he cell wit h t he SUM field, and t hen press Ct rl+ C t o copy it . Then m ove t he insert ion point t o t he next cell, and t hen press Ct rl+ V t o past e it . At t his point , you m ay not ice t hat t he num bers don't add up right . That 's because you need t o updat e t he funct ion field. Word t ables m ay look a lit t le like spreadsheet s, but unlike Excel and m ost ot her spreadsheet program s, Word doesn't aut om at ically recalculat e form ulas when you edit cells. I f you change num bers in a row or a colum n t hat 's sum m ed wit h a field, you need t o updat e t he SUM fields j ust like any ot her Word field ( Sect ion 3.4) . Click t o place t he insert ion point in t he field, and t hen press F9. Word runs t he m at h again, and t hen places t he correct num ber in t he cell. To updat e all t he fields in a t able, select t he ent ire t able ( Alt + JL, KT) , and t hen press F9.

Figu r e 1 0 - 1 7 . If all you're doing is summing a column of numbers, the Formula box is pretty easy to manage. In the top text box, you see the actual formula that Word uses to create the text it places in the cell. Use the "Number format" box if you want the total to show as currency. The Paste function box leads to other formulas such as average, round, and count.

UP TO SPEED Other Table-Like Options When you need t o organize part s of your docum ent separat e from t he body t ext , you have a few different opt ions. You can use eit her t ables or t ext boxes t o separat e blocks of t ext from t he body of your docum ent . I f you're working wit h num bers, you can use a t able, or you can insert an Excel spreadsheet int o your docum ent . When you're working wit h colum ns of newspaper- st yle t ext , you can use Word's colum ns or you can use a t able. So t he quest ion arises, when should you use t ables for t hese j obs and when should you use an alt ernat ive? Here are som e rules of t hum b: For a pull quot e or a sidebar, it 's bet t er t o use a t ext box t han a t able t o hold t he t ext . The end result m ay look pret t y m uch t he sam e no m at t er which you use, but t ext boxes provide easier, quicker form at t ing opt ions. The det ails for creat ing and using t ext boxes begin in Sect ion 14.2.3. The only t im e you can consider using a t able is when you need m ult iple colum ns. You can't do m ult iple colum ns in a t ext box, but you can fake m ult iple colum ns in a t able by placing t ext in t wo different colum ns of a t able, and t hen hiding t he border lines. Use t ables t o creat e grid- like chart s and for sim ple t ext - based proj ect s. You can also use t ables for sim ple proj ect s like budget s and report s t hat t ot al colum ns and rows of num bers.

However, if you need t o do m ore com plicat ed m at h form ulas, it 's easier t o insert an Excel spreadsheet int o your Word docum ent . The print ed page will look t he sam e, but it 's easier t o creat e and updat e t he form ulas in a spreadsheet . Find m ore det ails on em bedding Excel spreadsheet s and ot her obj ect s in Sect ion 11.5. Word's colum ns are fine for t ext t hat flows evenly and predict ably from one colum n t o anot her, but t hey're m urder if you're t rying t o organize a page wit h irregularly shaped t ext . So, for exam ple, if you're creat ing a newslet t er wit h blocks of t ext of different shapes and sizes, it 's probably easier t o creat e a t able wit h a few cells, and t hen place blocks of t ext inside t he cells. Tables are great for accurat ely posit ioning it em s next t o each ot her. Last but not least , if you're pulling your hair out while t rying t o align it em s wit h t abs and paragraph m arks, it 's t im e t o consider using a t able for t he j ob. Tables give you m uch bet t er cont rol when you're aligning it em s. What 's m ore, you can aut om at ically t urn t hat t ext wit h t he t abs int o a t able wit h t he com m and I nsert Tables Table Convert Text t o Table or t he keyboard short cut Alt + N, TE.

11. Adding Graphics, Video, and Sound to Your Documents A st riking graphic helps you capt ure your readers' at t ent ion and cem ent your m essage in t heir m em ories. A chart or graph helps clarify com plex t opics bet t er t han words can say. Even in t ext heavy docum ent s, graphic elem ent s like pull quot es and drop caps help lure readers int o your words. Word's here t o help. I t let s you em bellish your docum ent s wit h phot os, drawings, chart s, clip art , and a new Word 2007 graphic t ype called Sm art Art t hat com bines t ext wit h graphic shapes. ( See t he box on t he next page for a full rundown on all t he graphic t ypes.) Word gives you a whole range of t ools t o place graphics in your docum ent . You can use a slew of opt ions for posit ioning t hem , applying borders and special 3- D effect s. This chapt er shows you t he whole gam ut of t ools and t echniques you can use wit h phot os, drawings, and ot her graphics. I t also shows you how t o add video and audio files, so you can give your readers a m ult im edia present at ion right t here in your Word docum ent . Tip: Although graphics and other objects add pizzazz, it's important to understand your audience and keep the graphics appropriate. For example, you don't want to get too cutesy if you're presenting a budget to the Board of Directors.

11.1. Drop Caps, Text Boxes, and WordArt Drop caps, t ext boxes, and WordArt let you t urn t ext int o a design elem ent . Alt hough t hese elem ent s lose t heir im pact if you overdo t hem , put t ing a lit t le pizzazz in your t ext can direct your audience's at t ent ion t o im port ant inform at ion.

UP TO SPEED In Graphic Terms People use t he word graphic t o m ean any kind of visual represent at ion or illust rat ion, whet her t hey're t hinking of a phot ograph, a line drawing, a chart , or what - have- you. Word works wit h several t ypes of graphics, each of which looks and act s a lit t le different ly in your docum ent . Here's a guide t o what all t hese graphic t erm s m ean: Pict u r e s . Wit h t he I nsert Pict ure com m and, you can find phot os and drawings you've creat ed or saved on your com put er and place t hem in a Word docum ent . As long as it 's in a com put er graphic file form at like .j pg, .t if, or .em fWord t hinks of it as a pict ure. You insert pict ures, along wit h t he following four it em s, from t he I nsert I llust rat ions group. Clip a r t . Word com es wit h a huge library of phot os and pict ures t hat you can add t o your docum ent s for free. Also, alt hough t hey're not t echnically clip art , you can find m edia files like m ovies, m usic, and ot her sounds in t he Clip Art t ask pane. Som e of t hese files are on your com put er and ot hers are in libraries on t he I nt ernet . The t ask pane let s you search for j ust t he right im age, video, or audio out of t he t housands available. ( Obviously, you'll use t he video and audio files in docum ent s dest ined for t he Web or em ail rat her t han print .) Sm a rt Art . Part graphic and part t ext , Sm art Art is a new t ype of graphic int roduced in Word 2007. All you have t o do is t ype t ext int o a box and Sm art Art handles all t he form at t ing and placem ent chores, creat ing a great looking graphic im age. When you m ake changes t o t he words, Sm art Art is sm art enough t o m ake everyt hing fit . Sh a pe s . Word includes a library of sim ple shapes, lines, arrows, and com m on icons. They're easy t o size, posit ion, and form at . You can use t hem t o creat e your own chart s and illust rat ions. Ch a r t . Chart s are different from ot her im ages in t hat dat a is behind t he graphic. Chart s t ake num bers and t ranslat e t hem int o lines, bars, or pie chart s. You t ell Word what kind of a chart t o creat e, and t hen you provide t he labels and num bers. D r op ca ps, t e x t box e s, a n d W or dAr t ( I n se r t Te x t ) . These graphic elem ent s are a lit t le different from t he ot her it em s in t his list because t hey're charact er- based, but when it com es t o sizing and posit ioning t hem , t hey behave m uch like phot os and drawings.

For exam ple, you can use a t ext box t o creat e a pull quot e t hat highlight s your com pany's st ellar

perform ance. Drop caps, t ext boxes, and WordArt t ake color, font , and design cues from t he t hem e you've select ed for your docum ent . When you see color choices, t he t hem e colors are usually present ed at t he t op of t he m enu. Lat er, if you decide t o change t he t hem e for your docum ent , t he accent colors and font st yles in your graphics change t o m at ch. Note: To work with pictures, drawings, and SmartArt, you need to be in Print Layout or Web Layout view. In Draft or Outline view, your graphics appear as placeholder boxes. In these views, you can position the placeholder boxes, but you can't modify the graphics. (If you don't see a placeholder box in your document, just click the empty space where the graphic should be. You then see a box that you can drag to a new location.)

11.1.1. Adding a Drop Cap to a Paragraph Drop caps are a decorat ive feat ure wit h a pract ical purpose. They give a paragraph an added sense of im port ance as t he beginning of a chapt er or docum ent . Drop caps at t ract readers' at t ent ion and draw t heir eyes t o t he beginning of t he t ext , invit ing t hem t o st art reading ( Figure 11- 1 ) . Wit h Word you can easily add a drop cap t o any paragraph, and if you're in t he m ood, you can fiddle around wit h it t o creat e your own special effect .

Figu r e 1 1 - 1 .

Word provides two styles of drop caps. Top: Dropped is the most common style and fits within the body of the paragraph. Bottom: The In Margin style places the drop cap by itself in the left margin.

Here are t he t wo sim ple st eps for creat ing a drop cap:

1 . Click w it h in t h e pa r a gr a ph you w a n t t o h a ve a dr op ca p . You don't have t o select t he let t er. Word knows t hat a drop cap is going t o be t he first let t er of t he paragraph. 2 . Ch oose I n se r t Te x t D r op Ca p, or u se t h e sh or t cu t Alt + N , RC, a n d t h e n ch oose fr om t h e t h r e e st yle s on t h e m e n u . The choices available are: None, Dropped, and I n Margin. Dropped, as shown at t he left of Figure 11- 1 , is t he m ost fam iliar st yle. The I n Margin st yle places t he oversized init ial in t he left m argin. When you click your choice, t he m enu disappears. Word changes t he init ial cap in t he paragraph t o about t hree lines t all and posit ions it according t o t he opt ion you chose. That 's all t here is t o it .

11.1.1.1. Modifying a drop cap When you creat e a drop cap, Word places t he init ial charact er in t he paragraph in a fram e of it s own and posit ions it eit her in t he paragraph or in t he m argin, but you can do lot s of t hings t o m odify t he design. Word provides a Drop Cap dialog box where you can m ake som e changes ( Figure 11- 2 ) , but it 's j ust as easy t o edit t he drop cap right in t he docum ent .

Figu r e 1 1 - 2 . initial.

Using the Drop Cap box, you can choose one of the three styles and adjust the font, size, and position of the

Because t he cap is in a fram e, you can drag it anywhere you want . To resize t he drop cap, sim ply drag on a corner or side of t he fram e. Click inside t he fram e, and t hen select t he let t er t o form at it . Use any of Word's font form at s t o m odify t he let t er. The color, shadow, em boss, and engrave opt ions are great for drop caps. You can even add let t ers t o t he Drop Cap fram e, so you can creat e a drop word, as shown in Figure 11- 3 .

Figu r e 1 1 - 3 .

To create a drop word like this, first insert a drop cap, and then type the rest of the word. In this example, each letter was also selected individually and resized using the Home Font Font Size command. Then the drop word was positioned by dragging the frame.

11.1.1.2. Removing a drop cap Use t he sam e m enuI nsert Text Drop Capt o rem ove a drop cap from your paragraph. Just select t he None opt ion, and t he drop cap and t he fram e disappear. The paragraph goes back t o it s regular shape, wit h t he init ial let t er back in line and sized like it s com pat riot s.

11.1.2. Inserting a Text Box Text boxes are anot her elem ent t hat 's designed t o capt ure readers' int erest and lure t hem int o reading t he t ext ( Figure 11- 4 ) . Text boxes oft en cont ain an int riguing quot e from t he t ext designed t o pique int erest . Sidebars are anot her com m on use for t ext boxes. Like a foot not e, but m uch m ore at t ract ively form at t ed, sidebars provide addit ional, specific inform at ion t hat 's not included in t he t ext .

Figu r e 1 1 - 4 .

Word's text boxes are preformatted with a background shade, border, font, and font style. Either type into the box, or copy and paste from your document. Either way, Word formats the text to match the text box style.

Whet her it 's a pull quot e or a sidebar, you creat e t he t ext box t he sam e way:

1 . On t h e r ibbon , ch oose I n se r t

Te x t

Te x t Box ( Alt + N , X) , a n d t h e n se le ct a t e x t

1. box st yle ( Figu r e 1 1 - 5 ) . The m enu shows you good- sized t hum bnails of t he different st yles, m aking it easy t o choose one for your docum ent . Make your decision based on t he general appearance of t he t ext box; don't worry about posit ioning or even t he size. You can m odify t hose det ails lat er.

Figu r e 1 1 - 5 .

The Text Box menu is in the ribbon's Text group with WordArt and Drop Caps. Use the scroll bar on the right to view the preformatted text box styles. You see two types: boxes designed for pull quotes and boxes designed for sidebars.

2 . Click in t h e box a n d be gin t ypin g . I f t he t ext box is a pull quot e, you can copy t ext from your docum ent ( Ct rl+ C) , and t hen click in t he box and past e it ( Ct rl+ V) . The box form at s t he t ext you ent er t o m at ch t he st yle. 3 . Size t h e box t o fit you r t e x t by dr a ggin g t h e cor n e r s or bor de r s . You m ay need t o adj ust t he box t o fit your m at erial. I f you have big em pt y spaces in t he t ext box, you can shrink it , or, if you don't have enough room for your t ext , drag an edge t o m ake it bigger. 4 . Posit ion t h e t e x t box by dr a ggin g it or by u sin g t h e Posit ion dr op- dow n m e n u . To drag a t ext box t o a new posit ion on t he page, hover t he m ouse over a part of t he t ext box where t here isn't any t ext , and your cursor changes t o t he " m ove" icon ( a cross wit h four arrows) . Drag t he t ext box t o a new posit ion. The ot her way t o posit ion t he t ext box is wit h a ribbon com m and. When you click t he t ext box, t he Text Box Tools cont ext ual t ab appears. Choose Text Box Tools | Arrange Posit ion t o open t he Posit ion m enu ( Figure 11- 6 ) .

Figu r e 1 1 - 6 .

Use one of the options from the Position menu to place your text box on the page and set the text wrapping

behavior.

11.1.2.1. Customizing your text box When you select a t ext box in your docum ent , t he Text Box Tools cont ext ual t ab appears on t he right side of t he ribbon ( Figure 11- 7 ) . Using t he com m ands on t he Form at t ab, you can m ake all sort s of changes t o your t ext box. The colors and effect s m ake use of your docum ent 's t hem e. Here are som e of t he ways you can change t he look of your t ext box:

Figu r e 1 1 - 7 .

Use the tools in the Text Box Tools contextual tab to fine-tune the look of your text box. The ribbon groups include Text, Text Box Styles, Shadow Effects, 3-D Effects, Arrange, and Size commands.

Te x t D ir e ct ion , Alt + JX, G . Wit h a click of a but t on, you can change t he direct ion your t ext runs. For exam ple, for a heading or a special effect , your t ext can run up from t he bot t om of t he page. Cr e a t e Lin k , Alt + JX, C . You can creat e sidebars where t he t ext cont inues from one page t o t he next . Select t he first t ext box, click t he Text Box Link but t on ( Layout Text Text Box Link) , and t hen click t he second box. Text flows from one box t o t he next , j ust like norm al t ext flows from page t o page. Just keep an eye on t he end of your t ext in t he last box t o m ake sure it 's a good fit . Te x t Box St yle s, Alt + JX, K . Click one of t he colors in t he Text Box St yles group t o change t he highlight colors for your box. Choices include solid colors and blends. Using ot her opt ions in t he st yles box, you can adj ust t he fill and out line colors and even t he box's shape. Sh a dow Effe ct s, Alt + JX, V . Most of t he t ext box st yles include drop shadows. Use t he t ools in t he Shadow Effect group ( Text Box Tools | Form at Shadow Form at Shadow Effect s) t o m odify t he t ypes of shadow and t he direct ion. The drop- down m enu ( Alt + JX, D) provides

preform at t ed effect s ( Figure 11- 8 ) . The t ool t o t he right of t he m enu gives you cont rols t o t urn t he drop shadow effect on and off and t o change t he shadow's posit ion. 3 - D Effe ct s, Alt + JX, U . The 3- D effect s work like t he shadow effect s. They change t he background of t he t ext box, but t he t ext st ays put . Use t he dropdown m enu ( Alt + JX, 3) t o choose predesigned effect s, or use t he t ool t o t he right of t he m enu t o creat e your own cust om effect . Ar r a n ge , Alt + JX, P . Use t he t ools in t he Arrange group ( Text Box Tools | Form at Arrange) t o posit ion your t ext box in relat ionship t o t he page and ot her it em s. The Posit ion drop- down m enu ( Figure 11- 6 ) aut om at ically places t he t ext box on t he page and set s t he word wrap opt ions. As an alt ernat ive, you can use t he separat e Align ( Alt + JX, AA) and Text Wrapping ( Alt + JX, TW) t ools.

Figu r e 1 1 - 8 .

The Shadow Effects and 3-D Effects are set up the same way in the Text Box Tools ribbon. The drop-down menu on the left provides preformatted designs. With the tools to the right of the menu, you can customize the position of the drop shadow or the rotation of the 3-D effect.

11.1.3. Bending Words with WordArt WordArt is a lot m ore fun t han it is useful. How oft en do you really need arched headlines in your docum ent s? On t op of t hat , you can wast e a lot of t im e fiddling wit h all t he opt ions t o see t he cool effect s you can produce ( Figure 11- 9 ) .

Figu r e 1 1 - 9 .

WordArt is way too much fun to be a serious business tool. You'll waste precious minutes trying out different bending, spacing, and twisting options when you should be working on that quarterly report for the VP.

To t ransform a word in your docum ent int o WordArt , double- click t o select t he word, and t hen choose I nsert Text WordArt t o see t he m enu of WordArt designs. I f you click t he one t hat suit s your art ist ic purposes, you see your word t ransform ed.

11.1.3.1. Modifying WordArt When you click t o select your WordArt creat ion, t he WordArt Tools cont ext ual t ab appears on t he right side of t he ribbon. The com m ands are very sim ilar t o t he t ext box com m ands described in Sect ion 11.1.2.1 . You can m ake adj ust m ent s t o 3- D effect s ( Alt + JW, U) and drop shadows ( Alt + CW, V) and specify t he t ext wrapping opt ions ( Alt + JW, TW) . I n spit e of t he incredible ways you've t ransform ed your word, it 's st ill t ext t o Microsoft . So if you

cat ch a m isspelling or need t o m ake ot her changes, choose WordArt Tools | Form at Edit Text t o open t he Edit WordArt Text box, where you can fix t hings up.

Text

11.2. Working with Pictures and Clip Art When you insert a pict ure int o your docum ent , Word places it in a fram e, sim ilar t o a t ext box or t he fram e around a drop cap. And as wit h t hose ot her obj ect s, you can resize it , m ove it , and wrap t ext around it . As far as Word's concerned, if it 's a graphic filelike a .JPG, .TI F, or EMF filet hen it 's a pict ure. The cont ent s can be a phot o or a drawing; it 's all t he sam e t o Word. Once you've placed a pict ure in your docum ent , you can edit it using any of t he Pict ure Tools ( Figure 11- 10 ) .

Figu r e 1 1 - 1 0 .

Click a picture to select it, and the Picture Tools contextual tab appears on the right end of the ribbon. Use these tools to size, position, and modify your photos, line art, and other graphic images.

Note: As explained in the box in Section 11.1.1 , Word's clip art collection also includes photos and drawings. The main differences between clip art and pictures are the source of the images and how you insert them into your document. Use the Insert Picture command to find pictures on your computer and place them in the document. Use the Insert Illustrations Art command to search for photos in your clip art collection, including libraries of stock photos and artwork on the Internet.

Illustrations Clip

11.2.1. Inserting Pictures into Your Document To get som e pract ice wit h Word's pict ure t ools, in t hese st eps you'll insert a pict ure int o your docum ent and t hen adj ust it s form at t ing and posit ioning.

1 . Click t o pla ce t h e in se r t ion poin t w h e r e you w a n t t o in se r t t h e pict u r e . Don't worry about put t ing t he insert ion point exact ly where you want t he phot o. You'll be able t o fine- t une t he placem ent aft er it 's on t he page. 2 . Ch oose I n se r t dia log box .

I llu st r a t ion s

Pict u r e or u se Alt + N , P t o ope n t h e I n se r t Pict u r e

The I nsert Pict ure dialog box st art s out showing you t he cont ent s of your My Pict ures folder. You can use t he t ools along t he left side and t op of t he box t o navigat e t o any folder on your com put er or net work t hat cont ains im age files. For exam ple, if your com put er is connect ed t o a net work, and you have a phot o library on one of t he ot her net work com put ers, click t he My Net work Places but t on in t he lower- left corner. 3 . W h e n you fin d t h e pict u r e you w a n t t o u se , dou ble - click it t o pla ce it in you r docu m e n t . Double- clicking does t he sam e t hing as select ing t he phot o, and t hen clicking t he I nsert but t on in t he lower- right corner. The I nsert Pict ure box closes, and you see your phot o in your docum ent . 4 . To r e size t h e pict u r e , Sh ift - click , a n d t h e n dr a g on e of t h e cor n e r s . When you close t he I nsert Pict ure box, your newly placed pict ure is select ed, as you can see from t he fram e and sizing handles around t he im age. ( I f your pict ure isn't select ed, click it .) You can resize your pict ure by dragging any of t he sizing handles on t he corners or edges of t he pict ure. As you resize t he pict ure, while you're st ill pressing t he m ouse but t on, you see bot h t he full- sized im age and a faint copy of t he new size. Release t he m ouse but t on when t he copy is t he size you want . Usually, when you resize, one edge or corner of t he im age m oves and t he ot her edges rem ain in place. I f you'd rat her keep t he cent er anchored while all t he edges adj ust t o t he new size, press Ct rl as you drag a sizing handle. Use t he handle t hat 's st icking out of t he t op t o rot at e your im age ( Figure 11- 11 ) . Tip: To avoid squashing or stretching the image, press Shift as you drag, and your picture keeps its handsome proportions.

5.

5 . On t h e r igh t side of t h e Pict u r e Tools | For m a t t a b, click t h e Posit ion m e n u , a n d t h e n ch oose on e of t h e posit ion s for you r ph ot o . Generally, it 's good design pract ice t o place a pict ure in one of t he corners or at one of t he edges of your docum ent . Occasionally, you'll want t o place a pict ure sm ack dab in t he m iddle. I f one of t hese opt ions works for you, you're in luck. Word's Posit ion m enu can place your pict ure in one of t hese t ypical locat ions, and aut om at ically wraps t he t ext around it .

Figu r e 1 1 - 1 1 .

Rotating a photoor just about any other object in Wordis simple. A handle extends from the top center of the photo. Drag this handle around in a circle, and you see a ghost image of the photo rotating. When the image is in the position you want, let go of the mouse button.

11.2.2. Finding and Using Clip Art Once you insert clip art int o your docum ent , it 's really no different from any ot her phot o or drawing. The difference bet ween pict ures and clip art in Word is all in t he finding and insert ing. Any phot o or im age file you st ore on your com put er and insert int o a Word docum ent is a pict ure. Clip art refers t o t he t ens of t housands of graphics and ot her m edia files in online libraries on t he I nt ernet and in libraries Word inst alls on your com put er. Since you have such a wealt h of im ages t o sort t hrough, you need a quick way t o search t hose im ages and filt er out t he ones you don't want , so you can focus on a few good candidat es for t he j ob. Fort unat ely, t hat 's exact ly what t he Clip Art t ask pane does ( Figure 11- 12 ) .

Here's how t o find clip art and insert it int o your docum ent :

1 . M a k e su r e you 'r e on t h e pa ge w h e r e you w a n t t o in se r t t h e clip a r t . I t 's not im port ant t o posit ion t he insert ion point carefully because you can always posit ion your pict ure lat er.

Figu r e 1 1 - 1 2 .

When you click the Clip Art button (Insert Illustrations Clip Art), the Clip Art task pane opens at your document's right. Answer three questions, and Word shows you clip art examples that meet your specifications. Word needs to know what to look for, where to look, and what type of files to show you (like JPEG, MP3, and AVI).

2 . Ch oose I n se r t

I llu st r a t ion s

Clip Ar t or u se t h e sh or t cu t Alt + N , F .

The Clip Art t ask pane opens at your screen's right . Tip: If you want to, you can click the top bar of the task pane, and then drag it out of the Word window, like a separate palette (Figure 11-13 ).

3 . I n t h e " Se a r ch for " box a t t h e t op of t h e Clip Ar t t a sk pa n e , t ype a w or d or ph r a se t h a t de scr ibe s w h a t you 'r e look in g for . For exam ple, if you're looking for pict ures of buildings, t ype buildings or archit ect ure . I f you want t o reduce t he num ber of im ages Word shows you, narrow it down by t yping, say, buildings France or buildings England . The m ore specific you can be, t he fewer im ages you'll have t o look t hrough. 4 . Fr om t h e " Se a r ch in " dr op- dow n m e n u , ch oose t h e colle ct ion s a n d libr a r ie s you w a n t W or d t o se a r ch . Click t he checkboxes t o select libraries for t he search. Som e of t he libraries have different subdirect ories of im agesyou can t ell by t he square but t on wit h a + sign next t o t heir nam es. Click t he but t on t o expand t he list , and t hen you can choose specific subdirect ories for your search. 5 . Fr om t h e " Re su lt s sh ou ld be " m e n u , ch oose t h e t ype s of file s you w a n t t o se e in t h e Clip Ar t t a sk pa n e ( Figu r e 1 1 - 1 2 ) . Anot her way you can narrow down t he search is by choosing t he t ype of files you're looking for. Clip art includes phot os, drawings, audio files, and video files. I f you aren't int erest ed in audio and video clips, open t he " Result s should be" m enu, and t hen t urn off checkm arks from t he Movies and Sounds boxes. 6 . Click t h e Go bu t t on t o st a r t t h e se a r ch . When you click Go, a m essage appears in t he clip window t o t ell you t hat Word's searching for clip art . When it finds art t hat m at ches your search, t he result s of your clip art search appear as t hum bnails in t he m ain box in t he Clip Art pane. ( You see a sm all globe in t he lower- left corner indicat ing art t hat 's st ored on t he I nt ernet .) 7 . Re vie w t h e r e su lt s a n d, if n e ce ssa r y, a dj u st you r se a r ch t e r m s . I f Word can't find any im ages t o m eet your crit eria, you see a m essage t hat says " ( No result s found) ." You can do a couple t hings if your search fails. Double- check t o m ake sure your com put er is connect ed t o t he I nt ernet . I f it 's not , Word can access only t he lim it ed num ber of clip art files on your com put er. I f you're connect ed t o t he I nt ernet and st ill get no result s, t ry expanding your search by

changing your search words. For exam ple, if cat hedrals Paris didn't bring up any result s, t hen t ry buildings France and see what pops up. I f you lim it ed t he collect ion and libraries used for t he search by using t he " Search in" box, t ry expanding your search t o include m ore sources. 8 . W h e n you fin d a n im a ge you w a n t t o u se , dou ble - click t o pla ce it in you r docu m e n t . Once you find t he perfect pict ure, t he easiest way t o pop t hat im age int o your docum ent is t o double- click t he t hum bnail. Or, when you click once t o select an im age, a drop- down m enu but t on appears on t he right side. When you click t o open t his m enu, you see several opt ions: Choose I n se r t t o place t he im age in your docum ent . Choose Copy t o place a copy of t he im age on Word's clipboard. Click D e le t e fr om Clip Or ga n ize r if you don't want t o see t he clip in fut ure searches. Click M a k e Ava ila ble Offlin e t o copy and st ore t he im age on your com put er. Once t he clip art im age is insert ed int o your docum ent , it 's like any ot her pict ure or drawing. When you click t o select t he pict ure, t he Pict ure Tools cont ext ual t ab appears on t he right side of t he ribbon. You can use all t he usual form at t ing t ools and com m ands t o resize, posit ion, and form at your clip art , j ust as you would any ot her pict ure.

Figu r e 1 1 - 1 3 .

If you'd like a little more room to inspect all the pictures in your Clip Art task pane, drag it out of the Word window by the top bar. Then you can drag any of the borders to resize the Clip Art pane to give you a better view. Each thumbnail has a drop-down menu that lets you insert or copy the clip. (If you're connected to the Internet when you search for clip art, Word shows you results from online libraries, indicated by a tiny globe icon.)

11.3. Working with SmartArt Sm art Art is anot her new Word 2007 feat ure designed t o help busy people creat e and form at a st rong, graphic m essage. I t 's a boon t o non- art ist ic business t ypes faced wit h t he challenge of creat ing a sleek, professional looking PowerPoint present at ion. Maybe t he designers at Microsoft decided t he world had seen enough whit e slides full of black, square bullet point s. St ill, t ake t he " Art " in Sm art Art wit h a grain of salt . Sm art Art isn't Rem brandt , Gauguin, or even Andy Warhol. I t 's t he kind of art t hat an MBA lovesrelat ionship t rees, pyram id chart s, and m at rices. Say you have a list of bullet point s: a few m ain t opics, each wit h a few subt opics. Rat her t han j ust present t hem as bullet point s, you want t o creat e a graphic t hat helps t ell t he st ory wit h im pact , so you peruse t he Sm art Art library ( Figure 11- 14 ) . Once you choose your graphic, you sim ply t ype t he t ext you want t o add. Word does all t he form at t ing, sizing, and arranging. I f you don't like t he finished product , you can choose anot her graphic. Word swaps in t he new design and does all t he reform at t ingno need t o ret ype t he t ext . Word knows how t o t ake your bullet point s and fit t hem int o any of t he Sm art Art graphics.

Figu r e 1 1 - 1 4 .

When you give the command to insert SmartArt, you see this box. Choose a category from the list on the left, and you see thumbnails of the options in the middle. Click a thumbnail to see a large preview on the right.

Like t he ot her graphics in Word, Sm art Art t akes it s cues for colors and font s from your docum ent 's

t hem e, so you don't have t o worry about clashing. Sm art Art and Them es are a nat ural fit . Here are t he ot her elem ent s t hat m ake Sm art Art sm art : La you t t e m pla t e s . Each of t he im ages is a t em plat e j ust wait ing for your t ext t o deliver a m essage. The designs are cont em porary and suit able for business and ot her organizat ions. You can t ransfer Sm art Art graphics bet ween t he Office 2007 versions of Word, Excel, and PowerPoint , cut t ing and past ing art work bet ween program s. A t e x t pa n e for you r m e ssa ge . You get t o focus on your m essage and let Word t ake care of t he art sy design st uff. Because a consist ency is present in t he design of t he t em plat es, Sm art Art can reform at and reconfigure your t ext t o work wit h m any different graphics and layout s. Au t om a t ic sizin g a n d posit ion in g of sh a pe s a n d t e x t . One of t he m ost t im e- consum ing issues when it com es t o developing graphics for business present at ions is t he endless t inkering you have t o do every t im e you change a word. Sm art Art rem oves t his problem . Just edit your t ext on t he t ext pane, and Sm art Art t akes care of t he font size and t he graphic's shape and size.

11.3.1. Choosing a SmartArt Graphic Sm art Art graphics are divided int o cat egories, each of which arranges inform at ion in a part icular way. When deciding what kind of Sm art Art t o use, t hink of how you want t o present your m at erial: List s . Great for individual fact s, out lines, procedures, and ot her, well…list s. Pr oce sse s . Used t o t rack t he changes in a proj ect or goal, like harvest , product ion, dist ribut ion, sales, and consum pt ion. Cycle s . Suit ed t o present ing processes t hat end back at t he beginning. Think Wint er, Spring, Sum m er, and Fall. H ie r a r ch ie s . You've seen t his t ype of organizat ional chart , where bosses proves t hey really are in charge. Re la t ion sh ips . The graphics in t his group provide different ways t o show t he connect ions bet ween it em s. For exam ple, you find concent ric circles, vert ical t abs wit h arrows connect ing t hem , and m ore. M a t r ice s . This MBA favorit e helps businesses m ake bet t er decisions or at least underst and why t hings aren't working. Pyr a m ids . These graphics are good for illust rat ing proport ions. For exam ple, t he U.S. Food and Drug Adm inist rat ion uses a pyram id chart t o prove t hat you're not eat ing enough fruit s and veget ables.

11.3.2. Inserting SmartArt into Your Document Sm art Art is a lit t le m ore com plicat ed t han your average drawing, so it t akes a few m ore st eps t o insert it int o your docum ent .

1 . Click t o posit ion t h e in se r t ion poin t on a pa ge of you r docu m e n t . You don't have t o be exact when you posit ion t he insert ion point . You'll be able t o m ove Sm art Art lat er, j ust like any pict ure. 2 . Ch oose I n se r t

I llu st r a t ion s

Sm a r t Ar t or pr e ss Alt + N , M .

The Choose a Sm art Art Graphic box opens ( Figure 11- 14 ) . I t displays cat egories on t he left side, t hum bnails in t he m iddle, and a preview panel on t he right . 3 . On t h e le ft side , click t o ch oose a ca t e gor y . Choose from one of t he general cat egories described earlier in t his sect ion. Or, if you want t o see all your opt ions, leave t he cat egory set t o All. Thum bnails appear in t he m iddle of t he box. I f you need t o, use t he scroll bar t o check out all t he possibilit ies. When you click a t hum bnail, t he im age in t he preview on t he right shows a larger, color version of your select ion. When you've m ade your select ion, click OK t o insert t he Sm art Art int o your docum ent . The dialog box closes, and t he Sm art Art of your choice appears in your docum ent . A t ext pane opens next t o t he Sm art Art , as shown in Figure 11- 15 .

Figu r e 1 1 - 1 5 .

The large arrow in the background of this graphic suggests a process or sequence of events. As you type in the text pane, your words appear in the SmartArt graphic. To add elements to a SmartArt graphic, simply press Enter, and then keep typing. This SmartArt started with just three boxes. The fourth box was added by pressing Enter, and then typing Drawing & Quartering.

4 . I n t h e t e x t box t it le d " Type you r t e x t h e r e ," do w h a t it sa ys . The t ext box can vary depending on t he Sm art Art graphics you choose. Alm ost always, you see a bullet ed list and prom pt s for you t o st art t yping away. 5 . Pr om ot e a n d de m ot e it e m s in you r t e x t pa n e . You can prom ot e and dem ot e it em s in your bullet ed list , j ust like you do wit h an out line. While you're working in t he t ext pane, use t he keyboard short cut Alt + Shift , Left arrow t o prom ot e it em s, and Alt + Shift , Right arrow t o dem ot e t hem . The left side of t he Sm art Art Tools | Design t ab ( Figure 11- 16 ) also has Prom ot e and Dem ot e but t ons. 6 . Close t h e t e x t pa n e t o fin ish you r gr a ph ic . When you're finished, click t he X but t on in t he upper- right corner of t he t ext pane t o close it , orfast er st illj ust click wit hin t he t ext of your docum ent . You see your Sm art Art graphic form at t ed and in place.

11.3.3. Modifying SmartArt When you click t o select a Sm art Art graphic, you don't see t he usual Pict ure Tools cont ext ual t ab. Also, t he fram e around Sm art Art looks different from t he fram e around ot her kinds of pict ures. That 's because you have a different set of Sm art Art t ools t o use. Two t abs are locat ed wit hin t he Sm art Art cont ext ual t abDesign and Form at . Use t he Design t ab t o fine- t une layout s and overall st yles. Use t he Form at t ab t o apply specific colors and WordArt st yles.

Figu r e 1 1 - 1 6 .

The SmartArt Promote and Demote buttons help you position and rank the bullet points in the graphic.

The fram e around a Sm art Art graphic, alt hough it looks different , let s you m ove and resize t he graphic j ust like any ot her pict ure. Hold t he m ouse over t he edge of t he fram e. When you see a cross wit h four arrows, you can drag t he art t o a new place. Hold t he cursor over a corner or an edge, and you see a double- arrow t hat you can drag t o resize t he im age. Tip: The little dots on the edges of a SmartArt graphic's frame indicate a handle that you can drag with the mouse.

On t he left side of t he fram e you see a t ab wit h t wo t riangle- shaped arrows. Click t his t ab t o open t he t ext pane, where you can edit and add t o t he t ext in your Sm art Art .

11.4. Working with Shapes Word's Shapes don't have Sm art Art 's I Q, but t hey're m uch m ore flexible. Sm art Art knows what it want s t o do and can be st ubborn if you t ry t o change it s ways. Shapes let you push and pull t hem int o j ust about any size or shape. The drawback wit h shapes is t hat you m ust insert , posit ion, and form at each one individually. To open t he Shapes m enu, choose I nsert I llust rat ions Shapes or use t he short cut Alt + N, SH. You see dozens of shapes, arrows, lines, and icons. Down at t he very bot t om of t he m enu you find t he New Drawing Canvas com m and. The drawing canvas is a rect angular work area where you can arrange several shapes, and t hen t reat t hem like a single graphic. I f you're insert ing a single shape, you can sim ply insert it , form at it , and t hen flow t he t ext around it . I f you're working wit h several shapes, it 's bet t er t o place a drawing canvas in your docum ent , and t hen work wit h your shapes on t he canvas. That way, you can have your t ext flow around t he ent ire canvas inst ead of fine- t uning it t o flow around several individual shapes. I n t he following t ut orial, you'll place a canvas in your docum ent and add shapes t o it . I n t he process, you'll explore som e of t he m yriad possibilit ies for posit ioning, sizing, and form at t ing shapes.

1 . Posit ion t h e in se r t ion poin t in you r docu m e n t w h e r e you w a n t t o pla ce t h e ca n va s . I t works best if you have t he insert ion point on a blank line because Word init ially creat es a canvas t hat runs from m argin t o m argin. 2 . Ch oose I n se r t I llu st r a t ion s k e yboa r d sh or t cu t is Alt + N , SH N .

Sh a pe s

N e w D r a w in g Ca n va s, or u se t h e

The drawing canvas appears in your docum ent a large rect angle bounded by a dashed line and solid black resize handles at t he corners and t he m iddle of each side. When you pass t he m ouse over t he canvas, it t urns int o a clear arrow inst ead of an insert ion point . 3 . I f you w ish , click a cor n e r or e dge t o r e size t h e dr a w in g ca n va s . I f t he edges of your canvas aren't visible, click anywhere on t he colored area of t he canvas t o select it . When you hold t he m ouse cursor over one of t he resize handles, t he cursor changes shape, indicat ing t hat you can drag. I f you hold t he cursor over one of t he canvas borders wit hout resize cont rols, it t urns int o a cross wit h arrows point ing in four direct ionsso you can drag t he ent ire canvas t o m ove it . 4 . Ope n t h e For m a t D r a w in g Ca n va s dia log box . You can open t he Form at Drawing Canvas box t hree different ways. Right - click t he canvas, and t hen choose Form at Drawing Canvas from t he short cut m enu. Press t he keyboard short cut Alt + JD, FA, or go t o Drawing Tools | Form at Shape St yles Advanced Tools.

The Form at Drawing canvas box has t abs along t he t op, labeled Colors and Lines, Size, Layout , and Alt Text . For now, you use t he first t ab t o change t he canvas's color and t ransparency. Tip: You can ignore the Alt Text tab unless your Word document is destined to become a Web page (Chapter 13 ). It lets you add some text describing the image. Folks who have images turned off in their Web browser see this text instead, and so get an idea of what the image shows. Alt text also benefits visually impaired people whose browsers read Web page text aloud.

5 . On t h e Color a n d Lin e s t a b, in t h e Fill se ct ion , ch oose a color for t h e ca n va s, a n d t h e n se t it s t r a n spa r e n cy so t h a t t e x t or ot h e r obj e ct s sh ow t h r ou gh t h e ca n va s . The Fill Effect s but t on leads t o yet anot her dialog box where you can adj ust t he shading and t he gradat ions of color for your canvas ( Figure 11- 17 ) . 6 . W h e n you 'r e t h r ou gh , click OK t o close t h e dia log box , a n d t h e n r e t u r n t o you r docu m e n t .

Figu r e 1 1 - 1 7 .

You use nearly identical tools to format the drawing canvas and the shapes that you insert into your documents. Once you're comfortable working with colors, borders, and transparency for the canvas, you can apply everything you know to the shapes and lines in your graphics. Other formatting tabs let you specify the canvas's size and position and the way that text wraps around the object.

7 . Go t o I n se r t

Sh a pe s a n d click t o ch oose a sh a pe ( Figu r e 1 1 - 1 8 ) .

On t he Drawing Tools ribbon, use t he scroll but t ons t o see m ore shapes, or click t he but t on at bot t om t o see t hem all at once on a m enu. 8 . D r a g on t h e ca n va s t o posit ion a n d size t h e sh a pe on t h e ca n va s . Aft er clicking one of t he shapes, click som ewhere on your canvas, and t hen press t he m ouse but t on as you drag diagonally across t he canvas. You see an out line of t he shape drawn on t he canvas as you drag t he m ouse. When it 's roughly t he size and shape you want , release t he m ouse but t on. I f you want t o m ove or resize t he shape, you need t o click t o select it . When t he shape is select ed, handles appear around t he edges. The handles for different shapes can have slight ly different funct ions, but cont rolling t hem is very sim ilar. Drag t he corner or edge handles t o resize t he shapes. The handle sprout ing out from t he t op is used t o rot at e t he shape; j ust drag t o spin t he shape around. Tip: You may also see diamond-shaped handles on a shape. These handles have special functions depending on the shape. For example, on a rectangle, they let you round the corners. Don't be afraid to experiment and try out all the handles. You can always get back to square one with the wonderful Ctrl+Z undo keystroke.

Figu r e 1 1 - 1 8 .

On the Shapes menu, click to choose one of the shapes, and then drag to create a drawing canvas. The selected shape appears on the drawing canvas in your document. You can add other shapes to the canvas. For example, you can create an organizational chart using a combination of boxes and arrows.

9 . To a dd color t o t h e sh a pe , go t o D r a w in g Tools | For m a t st yle .

Sh a pe St yle s a n d ch oose a

The quickest way t o apply form at t ing t o shapes, lines, and your drawing canvas is wit h one of t he Shape St yles shown on t he Drawing Tools ribbon. Sevent y variat ions are available using your docum ent s Them e colors wit h different borders and shades. When you click one of t hem , Word applies t he form at t ing t o t he select ed shape. As an alt ernat ive, you can add color, borders, and shades t o your shapes j ust like you form at t ed t he canvas using a dialog box. I n fact , you can use t he sam e com m and ( Drawing Tools | Form at Shape St yles Advanced Tools) or short cut ( Alt + JD, FA) t o open t he Form at Aut oShape box. Next , you'll add a second shape and shape- adj ust it s posit ion wit h t he Send t o Back and Bring t o Front com m ands. 10.

1 0 . Ch oose a diffe r e n t sh a pe fr om t h e I n se r t Sh a pe s m e n u . D r a g t o pla ce it on t h e ca n va s, m a k in g su r e t h a t it ove r la ps t h e fir st sh a pe . Not ice t hat each shape exist s on it s own layer. I t 's like placing one piece of paper on t op of anot her. Every t im e you add a shape or a line t o your drawing, Word put s it on a layer above t he exist ing shapes. You can change t he layer order of your shapes using t he com m ands in t he Drawing Tools | Form at Arrange group. Under t he Bring t o Front and Send t o Back drop- down m enus, several variat ions let you m ove t he select ed shape one layer at a t im e or t o t he t op or bot t om of t he heap. Next , you'll draw a line bet ween t he t wo shapes. 1 1 . Ch oose on e of t h e lin e s fr om t h e I n se r t Sh a pe s pa le t t e ( it doe sn 't m a t t e r if it h a s a r r ow s on t h e e n d or n ot ) . The cursor changes t o a cross, but when you hold it over one of t he shapes, it changes, looking a lit t le m ore like a crosshair, and t he shape shows handles at t he edges. 1 2 . Click on e of t h e sh a pe h a n dle s t o a t t a ch on e e n d of you r lin e t o t h a t sh a pe . Click a bla n k spot on t h e ca n va s t o pla ce t h e ot h e r e n d of t h e lin e a n yw h e r e t h a t 's n ot con n e ct e d t o on e of t h e sh a pe s . Lines have som e special t alent s. They can be independent , j ust like any of t he shapes, or t hey can connect t o a shape on eit her end. Word provides visual hint s as you're drawing t o let you know exact ly how t he line will behave. Now, if you m ove t he shape, you see t he line st ays at t ached and m oves along wit h t he shape. The unat t ached end of t he line m oves freely. When you click t o select t he line, handles appear in t he m iddle and on bot h ends. You can m ove t he line by clicking j ust about anywhere except t he ends and dragging it . You see t he fam iliar m ove icon t hat looks like a cross wit h four arrows. Hold t he cursor over one of t he end handles, and t he cursor changes t o t he cross wit hout t he arrows ( Figure 11- 19 ) . 1 3 . Click t h e lin e 's fr e e e n d h a n dle a n d dr a g it ove r t o on e of t h e h a n dle s on t h e ot h e r sh a pe . Word at t aches t he line t o t he shape. Wit h t he line at t ached t o t he t wo shapes, you can m ove t he shapes around t he canvas, and t he line shrinks, grows, and reposit ions it self t o rem ain at t ached t o bot h shapes. 1 4 . For m a t t h e lin e u sin g t h e t ools of you r ch oice . Lines don't have t o be dull black affairs. You can form at lines using t he sam e t ools and com m ands t hat you use for t he ot her shapes. You can apply Shape St yles ( Drawing Tools | Form at Shape St yles) , or you can fine- t une t he form at t ing wit h t he Form at Aut oShape box ( Alt + JD, FA) .

Figu r e 1 1 - 1 9 .

Lines have some pretty clever AutoShape behaviors. When you attach lines to the handles of shapes, they'll stay attached even when you move the objects around the drawing canvas. This makes it easy to create organizational charts and other graphics that show relationships.

At t his point you have t hree obj ect s, each on it s own layer above or below t he ot her obj ect s. The line connect s one shape t o anot her and st ays connect ed if you m ove eit her obj ect . Som et im es when you're working on m ore com plicat ed graphics, it 's helpful t o group several obj ect s t oget her as if t hey're a single obj ect . Next , you'll group t he drawings and t he line. 1 5 . Click t o se le ct on e of t h e sh a pe s. I n t u r n , Ct r l+ click t h e lin e , a n d t h e n Ct r l+ click t h e se con d sh a pe . Wit h each click, select ion handles appear on t he shapes and t he line. 1 6 . W it h a ll t h r e e obj e ct s se le ct e d, go t o D r a w in g Tools | For m a t Gr ou p .

Ar r a n ge

Gr ou p

Now inst ead of lot s of lit t le handles, t he t rio of shapes and lines sport a sim plified set of handles. You can posit ion, size, and rot at e t he t hree obj ect s as one. When you select t he group as a unit , you can also apply form at t ing com m ands such as color t o all t he obj ect s at once. I f you want t o apply form at t ing t o j ust one of t he obj ect s, select t he group first , and t hen click t o select t he obj ect

wit hin t he group. 1 7 . Go t o D r a w in g Tools | For m a t Ar r a n ge Te x t W r a ppin g or Alt + JD , TW a n d se t t h e t e x t w r a ppin g be h a vior for t h e ca n va s a n d dr a w in gs . Several opt ions are available for wrapping t ext around your graphics or around t he canvas. The different com m ands let you posit ion t he drawing above or below t he t ext and choose how t ight ly t he t ext wraps around t he shapes or t he canvas. Figure 11- 20 explains how Word decides what t o wrap t he t ext around.

Figu r e 1 1 - 2 0 .

If your shape isn't on a canvas or if you didn't apply color to the canvas, you can choose to wrap the text tightly around the shapes. If your graphics are on a canvas with a color fill, the text wrap commands apply to the entire canvas.

11.5. Inserting Charts and Graphs Chart s and graphs are different from ot her graphics because t hey're backed up by dat a. Word reads t he num bers from a dat a chart or an Excel spreadsheet and uses t hose figures t o show bars, plot lines, or t o divvy up pieces of t he pie. Your j ob is t o provide t he num bers and choose t he best t ype of chart t o represent t he dat a. To get a feel for how it works, you'll creat e a bar graph t hat shows t he num ber of execut ions in Paris and London over a four- year period. Note: The Insert Chart command behaves differently depending on whether or not your have Excel 2007 installed on your computer. You can create snazzier charts if Excel is installed, as the following example shows.If Excel is not installed when you create a new chart in Word, Microsoft Graph opens with some simpler options. A chart appears with a table called a data sheet. You type numbers in the data sheet to create the chart.

1 . Go t o I n se r t

I llu st r a t ion s

Ch a r t .

The Creat e Chart box opens ( Figure 11- 21 ) .

Figu r e 1 1 - 2 1 .

The Create Chart box shows you examples of all the different types of charts you can insert into your

document. Click the categories at the left to see new examples, or use the scroll bar on the right to browse.

2 . I n t h e pa n e l on t h e le ft , click Colu m n for ch a r t t ype , a n d t h e n click t h e e x a m ple w it h t w o r ow s of cylin de r s. Click OK t o in se r t t h e ch a r t in t o you r docu m e n t . You can choose from m any t ypes of chart s, and one of t he art s of chart m aking is t o pick t he right st yle t o present your st ory. Pie chart s are great for showing proport ions, line chart s for showing t rends over t im e, and bars are good for com paring fixed num bers ( like dollars…or execut ions) . 3 . Edit t h e la be ls in t h e t op r ow a n d fir st colu m n of t h e da t a t a ble t o m a t ch you r pr oj e ct , a n d t h e n r e m ove u n n e e de d da t a fr om t h e e x a m ple ch a r t . I m m ediat ely, aft er you insert t he chart in your docum ent , Word opens an Excel worksheet . You see a t able wit h exam ple t ext and num bers already ent ered. To creat e your chart , you replace t he exam ple t ext wit h your labels and your num bers. 4 . I n t h e t op r ow , le a ve t h e fir st colu m n a s is, t ype Pa r is in t h e se con d colu m n , a n d t h e n t ype Lon don in t h e t h ir d colu m n . The fourt h colum n is not needed, so you can delet e it . ( Click j ust above t he colum n t o select it , and t hen press Delet e ( or right - click and choose Delet e from t he short cut m enu) . The t ext and num bers in t he select ed colum n disappear. The t wo colum ns show t he num ber of execut ions in Paris and London over a period of four years ( Figure 11- 22 ) . Now, change t he headings in t he rows t o show t he years 1789 t hrough 1792. Leave t he first row in t he first colum n as it is, and t ype 1789 in t he second row of t he first colum n. Type 1790 in t he t hird row, and cont inue m oving down, ent ering 1791 and 1792 in t he next rows.

Figu r e 1 1 - 2 2 .

Here's the data table with the edited labels and numbers filled in. The names of the cities appear at the top. The years 1789-1792 are listed on the left. The (made-up) numbers in the middle represent the number of executions in the cities each year.

Tip: If you need to add more data to a data table, you can add rows or columns just by typing the labels and numbers. Your chart automatically reflects the data table.

5 . Type t h e n u m be r s for you r ch a r t da t a . Wit h t he labels in place, you can ent er your num bers. For t his exam ple, j ust t ype random num bers bet ween 20 and 100. Fill t he eight cells below t he Paris and London headings. 6 . Close t h e da t a sh e e t . To close t he dat a sheet , j ust click your Word docum ent . I f you're using Excel t o ent er dat a, choose Office Close or j ust swit ch from Excel t o Word using t he short cut Alt + Tab. Wit h t he dat a sheet out of t he way, you can see your chart . I t looks pret t y good but can st ill use som e form at t ing and t weaking. 7 . Ch oose Ch a r t Tools | La you t

La be ls

Le ge n d

N on e t o r e m ove t h e le ge n d .

Legends are im port ant for som e chart s, but for t his chart , t he cit y nam es are already shown and t he legend isn't necessary. Rem oving t he legend provides m ore room for t he rest of t he chart . 8 . Ch oose Ch a r t Tools | La you t La be ls Ax is Tit le s Pr im a r y H or izon t a l Ax is Tit le Tit le Be low Ax is t o la be l t h e a x is a t t h e bot t om of t h e ch a r t . The num bers at t he bot t om of t he chart represent years, but t hat m ay not be obvious t o all readers. Being specific wit h your axis t it les elim inat es all possibilit y for confusion. Aft er you choose t he ribbon com m and Tit le Below Axis, a t ext box appears below t he chart wit h t he words " Axis Tit le." Select t hose words, and t hen t ype t he word Years t o replace t hem . 9 . Ch oose Ch a r t Tools | La you t La be ls Ax is Tit le s Pr im a r y Ve r t ica l Ax is Tit le t o la be l t h e a x is on t h e le ft side of t h e ch a r t ( Figu r e 1 1 - 2 3 ) . The num bers on t he left side of t he chart represent t he num ber of execut ions. You can choose from t hree t ext direct ions for t he vert ical axis: Rot at ed Tit le, Vert ical Tit le, and Horizont al Tit le. For t his chart , choose t he t hird opt ion Vert ical Tit le. Replace t he words in t he t ext box wit h Execut ions . ( To select t he vert ical t ext , sim ply drag from t op t o bot t om . Hey, it works! ) I f you don't like t he look of t he vert ical t it le, t ry one of t he ot her opt ions. Horizont al Tit le t akes up a lot of room , while Rot at ed Tit le leaves plent y of room for t he chart and is st ill easily readable. You don't have t o ret ype t he t it le; j ust choose a different opt ion from t he m enu, and Word reform at s t he t it le.

Figu r e 1 1 - 2 3 .

Label your chart's axes to help readers get your message. For example, if the vertical axis describes dollars, miles, or executions, make sure it's explained in the label. After you type the titles you can reposition them, by clicking the text boxes and then dragging them to a new position.

1 0 . Ch oose Ch a r t Tools | La you t t h e dr op- dow n m e n u .

La be ls

Ch a r t Tit le a n d t h e n se le ct Above Ch a r t fr om

A t ext box appears above your chart . Select t he t ext and replace it wit h Execut ions in Paris and London . Your finished chart should look like Figure 11- 24 .

11.6. Inserting Sound, Video, and Other Objects I f t his chapt er proves anyt hing, it proves t hat your docum ent is a cont ainer for m ore t han j ust t ext . You can insert phot os, drawings, and even sound and m ovie clips int o your docum ent . I n fact , you can place dozens of different obj ect s in your docum ent ( Figure 11- 25 ) . I f you can save it as a file, chances are you can pop it int o a Word docum ent using t he insert obj ect com m and: I nsert Text Obj ect Obj ect . Here's a list of som e of t he obj ect s you can insert int o your Word docum ent s:

Figu r e 1 1 - 2 4 .

The finished chart looks something like this. You can tweak your chart in plenty of other ways by adding background colors, gridlines, and so on. If your chart has 3-D effects like this one, try clicking the 3-D View button (Alt+JA, 3) to change the view angle.

Adobe Phot oshop im age files ( .psd, .eps or .t if) Flash anim at ions ( .swf, or .png) Excel chart s and worksheet s ( .xls, .xlsx, .xlsm , or .xlsb) Visio drawings ( .vsd, .vss, or .vdx) Audio files ( various form at s, including .m p3, .wav, and .aif) Video clips ( various form at s, including .avi, .m ov, and .divx) Once you insert an obj ect in your docum ent , Word can t reat it in a variet y of ways. I n som e cases, Word becom es a m edia player for t he obj ect . I n ot her cases, Word act s m ore like a cont ainer. When you save your docum ent , t he obj ect get s saved along wit h it . I f you copy t he file and give it t o friends or coworkers, t hey can read t he docum ent and enj oy t he obj ect you insert ed, provided t heir com put ers have t he right st uff t o handle t hat kind of obj ect . For exam ple, if you put an MP3 m usic file in your docum ent , your recipient s need iTunes, Windows Media Player, or som e ot her program t hat knows how t o play MP3 files. I f you've plugged in a Video for Windows file ( AVI ) , t hen your pals need a program t hat can play videos. Windows Media Player does t he t rick, and it 's inst alled on m ost com put ers along wit h I nt ernet Explorer. I nsert ing an obj ect a video clip, sayint o your Word docum ent is a t wo- st age affair. First , you insert a placeholder int o your docum ent t o show Word where you want your obj ect t o go, and t hen you replace t he placeholder wit h t he obj ect .

Figu r e 1 1 - 2 5 .

Choose Insert Text Object Object to open the Object dialog box. The Object types listed in the box at the top vary depending on what programs you have installed on your computer. Choose an object type, and then click OK to plop the object into your Word document.

1 . To ope n t h e Obj e ct box , ch oose I n se r t Te x t r ibbon , or u se t h e k e yboa r d sh or t cu t Alt + N , JJ .

Obj e ct

Obj e ct fr om t h e

The obj ect t ypes list ed in t he Obj ect box m at ch t he program s t hat are inst alled on your com put er. 2 . Scr oll dow n t h e list u n t il you ca n se e M e dia Clip in t h e list , a n d t h e n dou ble - click t o pla ce a m e dia clip icon in you r docu m e n t . The m edia clip icon appears in your docum ent and t he m edia player cont rol appears where you'd norm ally see t he ribbon. All t he m edia player but t ons are grayed out because you haven't chosen a part icular m edia file t o play; you've j ust put a placeholder in your docum ent . 3 . I n t h e m e n u ba r a t t h e t op of t h e w in dow , ch oose I n se r t Clip Th e n ch oose a vide o file t o in se r t in t o you r docu m e n t .

Vide o for W in dow s.

The I nsert Clip m enu has several opt ions. For exam ple, you can insert a video clip by choosing t he Video for Windows opt ion, or you can insert an MP3 song by choosing t he Sound opt ion. I n eit her case, you see a st andard Windows file box t o help you find a m edia file t o load int o t he m edia player. When you choose a video file and click OK, t he placeholder icon changes int o a window in your Word docum ent where t he video will play. Double- click t he video window, and t he m ovie plays right t here in your docum ent ( Figure 11- 26 ) . 4 . Re size a n d for m a t t h e vide o w in dow . You m ay want t o resize or form at t he video window once it 's in your docum ent . I t 's easy t o do. I n fact , it 's j ust t he sam e as form at t ing any pict ure. Click t o select t he video placeholder window, and handles appear around t he edges. Drag one of t he corner handles t o resize your video while keeping t he proport ions t he sam e. ( I f you drag one of t he edges, you'll st ret ch or squash your im age. I t 'll st ill play, but people will laugh.)

Figu r e 1 1 - 2 6 .

To play a video that's inserted in a document, just double-click the video window. You see some basic media player controls like Stop and Pause along with a progress bar. The video plays within its window in your Word document.

Tip: If you've got more serious formatting in mind, you can bring up the standard picture-formatting box by right-clicking the video window, and then choosing Format Object from the pop-up menu. From there, you can fine-tune the size, layout, and position of the video window.

The st eps t o insert an MP3 song or a WAV sound file are alm ost ident ical t o t he video st eps. I t 's a lit t le easier, because you don't need t o worry about visual issues. The sound clip appears as a sm all icon in your file. Double- click t he icon, and you'll hear sweet m usic. Note: Inserting a video clip is much simpler than it sounds; for a screencastan online, animated tutorialof the steps you've just read, head over to the "Missing CD" page at www.missingmanuals.com .

11.7. Adding Captions and Figure Numbers to Graphics Pict ures, chart s, and clip art help get your m essage across, but t hey can oft en benefit from a few ext ra words t hat ident ify t he im age, point out specific det ails, or provide addit ional inform at ion ( Figure 11- 27 ) . You can add a capt ion t o pict ures, clip art , Sm art Art , chart s, and shapes t hat use a drawing canvas. To add a capt ion t o a graphic, right - click it , and t hen choose I nsert Capt ion from t he short cut m enu. The Capt ion box opens ( Figure 11- 28 ) . Once you've ent ered t ext for your capt ion and m ade som e form at t ing decisions, your capt ion appears in all it s glory.

Figu r e 1 1 - 2 7 .

Your document's theme determines the font and text color the caption uses. Using Word's formatting options, you can place the caption above or below your picture (as shown here).

Figu r e 1 1 - 2 8 .

Type your text in the Caption box. Choose Figure (or Equation or Table) from the Label drop-down menu. Or, if none of those three strike your fancy, create your own label (Picture, Image, Photo, or whatever) by clicking the New Label button. Use the Position menu to place your caption above or below the graphic.

12. Mass Mailing with Mail Merge When you need t o writ e t o 650 of your closest friends wit h a personal m essage t hat you know will be of t he ut m ost int erest t o t hem , it 's t im e t o dust off Word's m ail m erge. The " m erge" part is where t his feat ure get s excit ing. I n a m ail m erge, you writ e your let t er in Word, and t hen m erge it wit h personal inform at ion ( nam e, address, and so on) , from anot her docum ent or even anot her program ( like Excel or Out look) . When Word print s out t he 650 copies of your let t er, t he first one reads: Dear Charles; t he second reads: Dear Sydney; t he t hird reads: Dear Lucie; and so on. And you can use t he sam e t ools t o print envelopes or labels or even non- m ail- relat ed chores. ( Now, if only Word could lick t he envelopes.) I n t his chapt er, you learn how t o m ake m ail m erge j um p t hrough hoops. Som e of t his get s kind of geeky wit h t he t alk about fields and list s, but you get a big payoff in how m uch t im e you save when you use m ail m erge. This chapt er st art s out easy wit h t he basics and t he Mail Merge Wizard. You go t hrough t he whole st ep- by- st ep process of creat ing and print ing a m ail m erge let t er. The end of t he chapt er digs deeper int o cust om izing m ail m erge for ot her proj ect s and cont rolling m ail m erge using condit ions you set up ( rules) .

12.1. Understanding Mail Merge Basics Mail m erge consist s of t wo part s: a docum ent and a list . The docum ent is like a form wit h placeholders, such as " Dear < < First Nam e> > " or " We are cert ain t hat < < Com panyNam e> > will quadruple it s annual profit s by using our widget ." When you init iat e a m erge, words from t he list fill in t he blanks on t he form . These blanks, shown here ( and in Word) by t he double bracket s, are called fields in m ailm erge lingo. So, a person's first nam e is a field, t he Zip code is anot her field. When you insert a field int o your let t er, it get s filled in aut om at ically from your list .

12.1.1. Common Types of Merge Documents You can see t he m ost com m on t ypes of m ail m erge docum ent s in t he St art Mail Merge m enu ( Figure 12-1 ) . Go t o Mailings St art Mail Merge St art Mail Merge or use t he keyboard short cut Alt + M, S.

Figu r e 1 2 - 1 .

Mail merge tools are front and center in Word 2007 with their own ribbon tab. In each version of Word, Microsoft has made the merge tools a little easier and clearer for the beginner. If you put off merging in the past, you may want to give it a try now.

Le t t e r s . Creat e form let t ers t hat begin wit h a real nam e inst ead of Dear Resident . For exam ple, t hey can begin, " Sydney Cart on. You m ay already be a winner! " E- m a il m e ssa ge s . Form let t ers aren't j ust for snail m ail anym ore. You can use Word t o aut om at e t he creat ion of em ail m essages. All you need is a list of nam es and em ail addresses. En ve lope s . Most print ers can handle let t er- sized envelopes, and som e of t he fancier ones can m anage large envelopes. I f your print er can handle t hem , Word can address bat ches of envelopes at a t im e.

La be ls . The solut ion for large envelopes is oft en labels. Mail m erge reads your list of recipient s and print s out sheet s of labels for large envelopes or boxes. D ir e ct or y . Out look and cont act m anagers are all well and good when you're sit t ing at your com put er, but som et im es you need a print ed list of nam es and addresses. You can use t he m ail m erge direct ory feat ure t o creat e a list t hat includes phone num bers, fax num bers, em ail addresses, and anyt hing else you like. You aren't lim it ed t o let t ers and envelopes when you use t he m ail m erge t ool. I n fact , you can be creat ive and m ake a m erge docum ent t hat doesn't have anyt hing t o do wit h m ail. For exam ple, you can generat e a cat alog of your favorit e CDs by m aking a list wit h m erge fields t hat include Album Tit le, Musician, Record Label, Genre, Year of Release, and Short Crit ique. Then j ust use Word t o design t he pages and place t he fields t o hold t he list it em s.

12.1.2. Mail Merge Recipient Lists The list s used in m ail m erge have m ore in com m on wit h t he t ables discussed in Chapt er 10 t han t hey do wit h your everyday shopping list . I n fact , when Word gives you a form t o edit your list , it 's a sim ple Word t able ( Figure 12- 2 ) . For t he t ypical m ail m erge j ob, each row ( or record ) holds inform at ion about one recipient . The individual bit s of inform at ion ( fields ) in each row m ay include det ails such as First Nam e, Cit y, and Zip code. So, if you do a m ail m erge for envelopes, Word uses t he nam e and address in t he first row t o print t he first envelope. The nam e and address in t he second row go on t he second envelope, and so on.

Figu r e 1 2 - 2 .

The lists used for mail merging look suspiciously like Word tables or Excel spreadsheets. In fact, many of the same commands that you use for tables work with the Edit Data Entry box. For example, use the Tab key to move from one cell to another.

12.1.3. The Six Phases of a Mail Merge

A m ail m erge consist s of six overall phases. Before you begin, look over t he following list and gat her t he inform at ion you need. I f you use t he Mail Merge wizard, it will ask you t o answer t he following quest ions: D e cide w h a t t ype of docu m e n t you 'r e cr e a t in g . I s m ail m erge going t o creat e let t ers, envelopes, labels, or som e ot her t ype of docum ent ? Se le ct t h e st a r t in g docu m e n t . Are you using an exist ing docum ent or st art ing from scrat ch? Ch oose t h e r e cipie n t s or list t h a t you 'r e u sin g for t h e m e r ge . Does t his list exist or do you need t o creat e it ? Add m e r ge fie lds t o you r docu m e n t . Where do you want t o insert words from your recipient list , such as Dear < < First Nam e> > ? Re vie w t h e r e su lt s . Before you run off 650 let t ers, you want t o ask: I s t he m erge working as expect ed? Pr in t t o pa pe r , e m a il, or you r scr e e n for fu r t h e r e dit in g . Where is t his m erge headed? I s it being print ed? I s it creat ing em ail? Or do you want t o see all t he let t ers in a Word docum ent so you can edit each let t er a lit t le bit m ore?

POWER USERS' CLINIC Decoding Merge-Speak I f you're fam iliar wit h dat abases, you m ay be inclined t o t ranslat e Word's m ail m erge t erm inology int o m ore fam iliar dat abase language. Re cipie n t list . Act ually, j ust a very sim ple, barebones dat abase. D a t a sou r ce . The com put er file t hat holds t he recipient list . When you creat e a list inside Word, it saves t he list in an Access file t hat ends in .m db ( t he filenam e ext ension for t he Access form at ) . Re cipie n t . I n dat abase t erm s, one recipient ( t hat is, one row in t he recipient list ) is t he sam e as a record . M e r ge fie ld . For t he m ost part , a m erge field is j ust like a field in any dat abase. M e r ge Re c . The special field MergeRec is a count er t hat keeps t rack of t he records t hat are act ually used in a m erge.

12.2. Running the Mail Merge Wizard I f you're new t o m ail m erges, t he Mail Merge wizard is a fine way t o st art . You can wat ch how Word set s up your docum ent s, and t hen lat er, you m ay want t o forgo t he wizard and st rike out on your own. The wizard appears in t he t ask pane t o t he right of your docum ent and t akes you t hrough t he process st ep by st ep ( Figure 12- 3 ) . As you answer quest ions posed by t he wizard, Word edit s your docum ent t o m at ch. Note: If you opt to work without the wizard, you don't see the Wizard task pane, and it's up to you to edit your document. You must also insert fields manually, as described in the box in Section 12.2.5 .

I n m any ways, it doesn't m at t er if your m erge is creat ing let t ers for a m ass m ailing, print ing envelopes, or cranking out m ult iple business proposals. Each of t he wizard's st eps follows t he sam e pat t ern. Answer t he quest ions and do t he t asks at t he t op, and t hen at t he bot t om , click Next t o m ove on t o t he next st ep. Tip: If you need to change something you did in an earlier step, you can backtrack. Just click the Previous button at the bottom.

Figu r e 1 2 - 3 .

Top: Start the Mail Merge Wizard (Alt+M, SW), and a panel opens to the right of your document. Word walks you through the mail merge process, making sure you provide all the details and make all the decisions necessary for a successful merge. The first step is to choose the type of document you want to create. Bottom: After you complete each step, click the Next button to move on.

The t ut orial on t he following pages t akes you t hrough t he st eps for a t ypical m ail m erge let t er.

12.2.1. Select Document Type As m ent ioned earlier, you can m erge int o all sort s of docum ent s: let t ers, envelopes, labels, and even brand- new docum ent s of your own choosing. For t his exam ple, you'll use one of Word's t em plat es designed t o creat e a m ail m erge let t er.

1 . Go t o M a ilin gs

St a r t M a il M e r ge

St e p by St e p M a il M e r ge W iza r d .

As shown in Figure 12- 3 , you have t he choice of: Le t t e r s, E- m a il m e ssa ge s, En ve lope s, La be ls , or D ir e ct or y ( as in a phonebook) . For t his exam ple, choose Let t ers, and t hen at t he bot t om of t he wizard pane, click " Next : St art ing docum ent ." 2 . Se le ct t h e st a r t in g docu m e n t . Your choices include: Use t h e cu r r e n t docu m e n t , St a r t fr om a t e m pla t e , and St a r t fr om e x ist in g docu m e n t . I f you've got your let t er open in Word, choose t he first opt ion: " Use t he current docum ent ." I f your let t er is saved in a file on your com put er, use " St art from an exist ing docum ent ." I n t his exam ple, you'll st art from scrat ch, so click " St art from a t em plat e," and t hen below t hat , click " Select t em plat e." The Select Tem plat e box appears, let t ing you choose a t em plat e for your let t er ( Figure 12- 4 ) .

Figu r e 1 2 - 4 .

The Select Template box gives you lots of options for starting a document. Click the tabs to see templates in different styles. Several templates are for letters, and some of them are specifically laid out for other mail merge projects.

3 . Click t h e D ist in ct ive t a b, a n d t h e n dou ble - click t h e Ele ga n t M e r ge Le t t e r t e m pla t e . Sounds perfect you're an elegant individual ( Figure 12- 5 ) . Note: If you can't find that template on the Distinctive tab (it may not have been included when you installed Word), choose one of the other Merge Letter templates.

The t em plat e opens in Word, and it 's ready for you t o begin filling in t he blanks. For exam ple, at t he t op bet ween t he square bracket s it says " [ Click here and t ype com pany nam e] ." You see a prom pt where t he body of t he let t er should appear: Type your let t er here and at t he end of t he let t er you see prom pt s t o add your nam e and t it le t o t he closing. At t he very bot t om , prom pt s appear for your address and ot her det ails t hat com plet e t he t em plat e's let t erhead. 4 . Click be t w e e n e a ch pa ir of squ a r e br a ck e t s, a n d t h e n r e pla ce t h e boile r pla t e t e x t w it h you r ow n . I n t his st ep, you're filling in t he let t erhead for t he let t er t hat you'll lat er use in t he m ail m erge. When you're finished, at t he bot t om of t he Mail Merge pane, click " Next : Select recipient s."

Figu r e 1 2 - 5 .

The Elegant Merge Letter template lives up to its billing. It has a simple, classic look with letter-spaced type at

the top and bottom. What's more, the and merge fields are already in place where they'll show details from your recipient list. The items inside square brackets ([ ]) are typical template prompts asking you to fill in words such as your company name for the letterhead.

12.2.2. Select Your Recipients I n t his st ep you choose or creat e t he recipient list for t he m ail m erge.

1 . On t h e n e x t w iza r d scr e e n , t e ll W or d w h e r e t o fin d you r r e cipie n t list . The wizard gives you t hree opt ions t o choose from : Use a n e x ist in g list , Se le ct fr om Ou t look con t a ct s ,or Type a n e w list . I f you've done a previous m ail m erge, you m ay have a saved list you can use. Or, you can choose nam es and addresses t hat are st ored in Out look. The last opt ion, " Type a new list " is t he one t o click for t his exam ple. 2 . Be low , click t h e Cr e a t e t o ope n t h e N e w Addr e ss List box . Except for t he way t he t it le looks, t his dialog box looks exact ly like t he Edit Dat a Source box shown in Figure 12- 2 . Each row holds det ails about one person such as first nam e, com pany, and cit y. 3 . Fill in t h e box e s in t h e fir st r ow , w it h fir st n a m e , la st n a m e , com pa n y n a m e , a n d so on , t o cr e a t e a com ple t e a ddr e ss . When you're done wit h one recipient , click t he New Ent ry but t on in t he bot t om - left corner, and t hen ent er det ails for anot her recipient . Tip: Most of the shortcuts and techniques that you use with tables (Chapter 10 ) work in the New Address List box. For example, use the Tab key to move forward to the next cell or Shift+Tab to move backward. When you're at the end of the last row, Tab creates a new row (which does the same as clicking the New Entry button). If it's hard to see all the text for some of the longer fields, mouse up to the top of the box and position it between two field names. The cursor changes to a cross with two arrows pointing left and right; drag to adjust the column width. A double-click automatically adjusts the column to fit the contents. To adjust the size of the whole box, drag one of the edges or corners.

4 . W h e n you 've fin ish e d a ddin g r e cipie n t s, click OK t o close t h e N e w Addr e ss List box . Word opens a file box t it led Save Address List . You need t o provide a nam e for t he list , and t hen you can save it wherever you want . I f you don't change folders at t his point , Word saves t he file in your My Dat a Sources folder, and t hat 's probably a fine place t o keep your m ailing list s. 5 . Type in a n a m e for you r list , su ch a s D ick e n s M a ilin g List , a n d n ot e t h a t W or d is goin g t o a dd .m db t o t h e e n d of t h e n a m e t h e file n a m e e x t e n sion for Acce ss da t a ba se s . At t he bot t om of t he Mail Merge pane, click " Next : Writ e your let t er" t o m ove on t o t he next st ep.

12.2.3. Write Your Letter Writ ing your let t er is t he easy part ; Just click in your docum ent and st art t yping. I n addit ion t o writ ing t he act ual let t er you're going t o m ail, t he ot her im port ant t ask at t his point is t o m ake sure your m erge fields are in place. Back in st ep 3 in Sect ion 12.2.1 , you chose t he Elegant Merge Let t er t em plat e. The m erge let t er t em plat es already have t he m erge fields in place. For exam ple, t he t op pict ure in Figure 12- 6 shows t wo m erge fields: AddressBlock and Greet ingLine. When you run t he m erge, Word replaces t hese fields wit h words from your recipient list . You can see t he result s by clicking Mailings Preview Result s Preview Result s or Alt + M, P. This but t on works like a t oggle, so you can click back and fort h bet ween t he preview and t he field code. Use t he arrow but t ons t o t he right of Preview Result s t o see ot her copies of your let t er t o ot her recipient s. The t em plat e put s t he nam e and address m erge fields in a logical place, but at t im es you m ay want t o cust om ize a t em plat e. You can cut , copy, and past e m erge fields j ust as you do any t ext . You can also select fields and drag t hem t o a new spot . ( Just don't delet e t hem ! ) When you're finished edit ing your let t er and insert ing m erge fields, at t he bot t om of t he Mail Merge pane, click " Next : Preview your let t ers." Note: This particular step has different names depending on whether you're creating a letter, an email, or envelopes. If you're working on a merge to print addresses on envelopes, the wizard prompts you to "Arrange your envelope."

Figu r e 1 2 - 6 .

In step 4 of the Mail Merge Wizard, you enter fields into your document. Top: is a single field that includes all the details needed to address a letter. Bottom: Click the Preview Results button on the ribbon (or use Alt+M, P) to see the document with the merge fields turned into text.

12.2.4. Preview Your Letter I n t his st ep, you look over your docum ent in t he Mail Merge pane t o m ake sure everyt hing looks right . I t 's not unusual t o discover a couple got chas at t his point . The key t o success usually depends on t he consist ency of your recipient list . Like m ost com put er program s, m ail m erge doesn't like special cases. So t hings m ay look off kilt er if, say, one of your recipient s doesn't have a st reet address or goes only by one nam e. ( You do writ e t o Madonna, Bono, and The Rock, don't you?)

POWER USERS' CLINIC Adding Your Own Merge Fields Grant ed, it 's convenient t hat t he m erge let t er t em plat es com e wit h m erge fields in place, but it 's not difficult t o place a m erge field int o t he body of t he let t er yourself. Say you want your let t er t o begin " Many t hanks for your let t er from < < Cit y> > ," where you m ent ion t he nam e of t he recipient 's cit y. First , m ake sure t he Preview Result s but t on is t urned off so t hat you see m erge fields. For exam ple, you should see t he < < AddressBlock> > m erge field in your docum ent inst ead of an act ual address. Type Many t hanks for your let t er from , leaving t he insert ion point posit ioned j ust aft er t he word

" from ." Then, choose Mailings Writ e & I nsert Fields I nsert Merge Field Cit y ( Figure 12- 7 ) . The m enu closes, and you see t he < < Cit y> > m erge field in t he t ext of your let t er. Click t he Preview Result s but t on, and you see t he nam e of a cit y m erged int o t he t ext . I f you t hum b t hrough your recipient s wit h t he Next Record but t on ( Alt + M, X) , you see different cit y nam es t o m at ch each recipient .

Figu r e 1 2 - 7 .

You can insert fields wherever you want in your document simply by selecting them from the Insert Merge Field

menu.

Use t he but t ons in t he Mailings Preview Result s group t o browse t hrough your let t ers ( Figure 128 ) . I f you've got a long list and want t o search for a part icular recipient , click " Find a recipient " t o open t he Find Ent ry box. Type t he nam e of t he person you want t o find, and t hen click Find Next . To rem ove one of t he let t ers from t he m erge, click " Exclude t his recipient " in t he Mail Merge pane. When you're t hrough wit h your review, click " Next : com plet e t he m erge" at t he bot t om of t he Mail Merge pane.

12.2.5. Complete the Merge I f everyt hing looked great in t he preview, you're ready t o print your let t ers. Click t he Print but t on in t he Wizard t ask pane, and t he Merge t o Print er box pops up. You have t hree opt ions: Pr in t a ll of t h e r e cor ds . Make sure you have plent y of paper in your print er. Pr in t t h e cu r r e n t r e cor d . The current record is t he let t er showing in Word's window. Pr in t a r a n ge of r e cor ds . I f you want t o print a range of let t ers, say from let t er # 3 t o let t er # 5, t ype t hose num bers in t he t ext boxes. Som et im es, it helps t o use Preview Result s ( Mailings Preview Result s) t o get a handle on t he records in a specific range. The record num ber shows in bet ween t he Previous Record and t he Next Record but t on ( Figure 12- 8 ) .

Figu r e 1 2 - 8 .

In the final step of the Mail Merge Wizard, you choose whether to send the merged document to your printer or to another Word document. Sending it to another document lets you make final edits and include additional messages for some of the recipients.

I f you want t o t weak your let t ers a bit before you send t hem off, click " Edit individual let t ers." This opt ion offers a couple of advant ages. First , it m erges all t he let t ers, creat ing one new Word docum ent . So, say you st art wit h a one- page let t er and 650 recipient s. You click " Edit individual let t ers," and t hen click " All" in t he Merge t o New Docum ent box. A new 650- page Word docum ent opens where each page is a let t er t o a different recipient . You can save t his docum ent , and you can go in and m ake changes t o each let t er. Not ice t hat t hese let t ers lack an < < AddressBlock> > m erge field. All t he fields have been convert ed t o t ext . Second, t his opt ion gives you a chance t o add an ext ra personal not e or paragraph t o som e of t he recipient s. You get t he best of bot h worlds: t he convenience of a m ass m ailing, wit h t he opport unit y t o personalize your m essage t o som e of your cont act s. When you're finished reviewing and edit ing t he m erged docum ent , you can click Print t o send t he j ob t o t he print er. Like any docum ent , you can print som e or all of t he pages. Tip: You can save both the initial letter and the merged document, just as you'd save any Word files. To save the initial letter, before the wizard step 6 ("Complete the merge"), go to Office button Save As and save your document. To save all the merged letters as one file, in step 6, select "Edit individual letters." Word creates a new file containing all the letters with the fields merged. Save this file with Office button

Save As.

UP TO SPEED Speedy Addressing with the Address Block Because let t ers and labels are such a nat ural for m ail m erge, Microsoft creat ed t he address block , a sort of super dat a field t hat includes t he t ypical det ails t hat belong on a com plet e address, so you can work wit h t he address as j ust one field inst ead of a bunch of lit t le ones. Word creat es t he address block from several separat e fields like t he recipient 's nam e, st reet address, and so on. When you use t he address block, you sim ply insert t he one field in your docum ent , and m ail m erge gat hers all t he necessary bit s of inform at ion from t he following individual fields: < < First Nam e> > < < Last Nam e> > < < Com pany Nam e> > < < Address Line 1> > < < Address Line 2> > ( if needed) < < Cit y> > , < < St at e> > < < Zip Code> > The address block even adds t he com m a bet ween t he cit y and st at e. Even m ore im pressive, if gaps appear in t he address, such as no second address line, Word doesn't show an em pt y line in t he address block.

The Greet ing Line m erge field is sim ilar t o t he address block. I t 's a pre- rolled bit of field code specifically for use in let t ers. I t has som e built - in sm art s t oo. The greet ing line ent ers Dear < < First Nam e> > int o your docum ent , but if t he record in t he recipient list doesn't include a first nam e, Word insert s " Dear Sir or Madam " inst ead.

12.3. Merging to E-Mail Merged docum ent s aren't lim it ed t o snail m ail. Word's m erge t ools play well wit h em ail t oo. All you need is your docum ent and your recipient s' em ail addresses, which you probably have in Out look. As m ent ioned in t he previous sect ion, you can choose Out look as t he source for your recipient list . That way, you can use Out look fields t o insert m erge codes in t he body of your docum ent and, even m ore im port ant , you can use t he address in Out look t o address your em ail m essages. Tip: If you're using Outlook as the source for your recipient list, create a single Outlook folder especially for the mail merge, and put all your recipients in it. Depending on the way you organize your contacts, you can either copy contacts into the mail merge folder or move them right into it.

You can use t he Mail Merge Wizard t o creat e em ail, as described in t he previous sect ion, but t his t ut orial shows you a do- it - yourself em ail m erge. First , before proceeding, raise your right and hand and repeat : I prom ise t o use em ail m erge for good purposes only and will never cont ribut e t o t he evil spam t hreat ening t he cit izens of t he World Wide Web.

1 . Ope n a bla n k docu m e n t , a n d t h e n ch oose M a ilin gs M e ssa ge s or pr e ss Alt + M , SE.

St a r t M a il M e r ge

E- M a il

Because t his m essage is int ended for em ail, Word shows it t o you in Web Layout view. For exam ple, t here are no m argins. Lines of t ext run from t he left side of t he window all t he way t o t he right . I f t hat m akes it hard t o read, you can m ake it m ore readable by adj ust ing t he size of t he ent ire Word window. 2 . Cr e a t e t h e body of you r m e ssa ge . You can t ype t ext of your m essage int o t he blank docum ent you j ust creat ed. Or, if you have a preexist ing docum ent t hat you want t o use, open it now. ( You can always past e t ext int o your open docum ent t oo.) When you're done wit h your m essage, select your recipient s. 3 . Ch oose M a ilin gs St a r t M a il M e r ge Con t a ct s or Alt + M , RO.

Se le ct Re cipie n t s

Se le ct fr om Ou t look

The Select Cont act s box opens, displaying your Out look folders. Som e of t hese folders are m ail folders t hat hold m essages, and som e are Cont act s folders. 4 . Ch oose on e of you r con t a ct folde r s. ( I f you follow e d t h e Tip a bove , you h a ve a sin gle folde r w it h a ll you r e m a il m e r ge r e cipie n t s in on e spot .) The Mail Merge Recipient s box opens. All t he cont act s in t he folder have a checkm ark, indicat ing t hat t hey're select ed t o receive your em ail. 5.

5 . I n t h e M a il M e r ge Re cipie n t s box , r e vie w , a n d, if de sir e d, cu ll t h e r e cipie n t list. To t ake a person off t he list , click t he box t o rem ove t he checkm ark. When you're happy wit h your list , in t he lower- right corner, click t he OK but t on. 6 . I n se r t m e r ge fie lds in you r le t t e r u sin g t h e M a ilin gs I n se r t M e r ge Fie ld com m a n d .

W r it e & I n se r t Fie lds

When you use Out look as t he source for your recipient list , you get a whole slew of m erge fields ( Figure 12- 9) . Assum ing you ent ered t he inform at ion int o Out look, you can use fields like Assist ant , Spouse, Birt hday, Hobbies, Nicknam e, and Profession. I f you want your em ail t o look like a m ore form al let t er, you can insert t he Address Block and Greet ingLine fields j ust like in a business let t er. But t ons for bot h com m ands are in t he Mailings Writ e & I nsert Fields group. For a m ore inform al em ail approach, insert t he First or Nicknam e m erge field t o insert your Cont act 's first nam e ( Mailings Writ e & I nsert Fields I nsert Merge Fields or Alt + M, I ) .

Figu r e 1 2 - 9 .

Outlook Contacts come with dozens of precreated fields. You can use the standard address, phone, and email fields, but if you've gone to the trouble to add other details, you use those in merge too.

Tip: As an alternative to using the Insert Merge Fields command, you can use these same fields with the mail merge rules described at the end of this chapter (Section 12.6) to choose recipients and customize the text in your merge.

7 . Go t o M a ilin gs you r docu m e n t .

Pr e vie w Re su lt s

Pr e vie w Re su lt s ( or pr e ss Alt + M , P) t o r e vie w

Word t ranslat es your m erge codes int o t ext from your Out look cont act s. Use t he arrow but t ons t o see result s wit h different recipient s. 8 . W h e n you 'r e r e a dy t o m e r ge you r docu m e n t t o e m a il, se le ct M a ilin gs Fin ish & M e r ge Se n d E- M a il M e ssa ge s.

Fin ish

The sm all Merge t o E- m ail box pops up. 9 . I n t h e To dr op- dow n m e n u , m a k e su r e t h e " E- m a il a ddr e ss" opt ion is se le ct e d, a n d t h e n , in t h e t e x t box in t h e m iddle , t ype a su bj e ct lin e . Your recipient s will see t his subj ect when your m essage arrives in t heir inbox. 1 0 . Use t h e dr op- dow n m e n u a t t h e bot t om t o ch oose t h e for m a t for you r e m a il: a t t a ch m e n t , pla in t e x t , or H TM L. Click OK t o st a r t t h e e m a il m e r ge . Figure 12- 10 describes your alt ernat ives.

Figu r e 1 2 - 1 0 .

In the drop-down menu at the bottom of the Merge to E-mail box, you can choose the email formatting. If you send it as HTML, the formatted text and inserted photos appear in the body of the email message, like a Web page. If you send it as plain text, the email gets minimal formatting but has the advantage of being readable by virtually any email program. If you send your message as an attachment, the letter arrives as an attachment and opens in Word.

You're likely t o see a couple of warnings aft er you click t he OK but t on t o send your em ail (Figure 1211 ) . The first m essage warns you t hat a program ot her t han Out look is t rying t o access your cont act s' em ail addresses. The second m essage not ifies you t hat a program ot her t han Out look is t rying t o send em ail. You m ust click Allow in bot h of t hese boxes t o send your em ail m erge on it s

way, t raveling t he I nt ernet t o reach t he recipient s.

12.4. Editing Your Recipient List One of t he keys t o running a successful m erge is get t ing your recipient list in shape for t he m erge. I f anyt hing fouls up a m ail m erge, it 's usually because t he recipient list is m issing som e det ails. Tim e spent m assaging your list is t im e well spent , because you can t hen use t he list for one successful m ail m erge aft er anot her.

Figu r e 1 2 - 1 1 .

Top: This warning lets you know that a program other than Outlook is trying to access email addresses. If see this message when you're running an email merge, you can safely click Allow. Use the drop-down menu to set a time limit so that other programs (read: viruses) can't send email after the merge is done. If you're not aware of a legitimate reason for a program to be looking up email addresses, click Deny. Bottom: A second warning box appears if a program other than Outlook is trying to send an email message.

12.4.1. Editing Your Recipient Lists I f you use t he sam e list frequent ly, sooner or lat er you'll want t o add a new person t o t he list or updat e t he address of som eone who's m oved. Edit ing a list saved from an earlier m erge is sim ple:

1 . Ch oose M a ilin gs

St a r t M a il M e r ge

Se le ct Re cipie n t s

Use Ex ist in g List .

The Select Dat a Source box opens, showing t he cont ent s of your My Dat a Sources folder. ( By t he way, it 's a good idea t o st ore your recipient list s in t his folder, where Word and ot her Office program s have easy access t o t hem .) 2 . I n t h e Se le ct D a t a Sou r ce box , dou ble - click you r r e cipie n t list t o ope n t h e file . At first it m ay seem like not hing happened, but behind t he scenes Word opened your recipient list in preparat ion for using it in a m ail m erge. Just look at t he ribbon: I n t he St art Mail Merge group, t he Edit Recipient List but t on, which was grayed out unt il t his point , is available. 3 . Click Edit Re cipie n t List , or pr e ss Alt + M , D . The Mail Merge Recipient s box opens ( Figure 12- 12 ) . I t m ay look like a box where you can edit your list , but it 's not . I t 's for select ing recipient s during a m erge ( by t urning on t he checkm arks next t o t he nam es) .

Figu r e 1 2 - 1 2 .

In the Mail Merge Recipients box, you choose those lucky souls who get your letter. This box also leads to some other merge management tools. For example, you can select a Data Source and edit the entries. Before you do a merge, you can sort the list or filter it, to select specific recipients.

4 . I n t h e low e r - le ft cor n e r , in t h e D a t a Sou r ce box , click t o se le ct t h e file n a m e of you r r e cipie n t list , a n d t h e n click Edit . The Edit Dat a Source box should look fam iliar from Figure 12- 2 . I t gives you all t he t ools t hat you used t o creat e t he list . You can edit t he t ext in any of t he fields. Use t he New Ent ry but t on t o add nam es t o your list . To delet e a nam e, click anywhere in t he row, and t hen click Delet e Ent ry at lower- left . 5 . W h e n you 'r e fin ish e d, click OK t o close t h e Edit D a t a Sou r ce box , a n d t h e n click OK t o close t h e M a il M e r ge Re cipie n t s box .

12.5. Sorting Your Recipient List There are lot s of reasons why you m ay want t o sort your recipient list before you do a m erge. I f you're sending a let t er as bulk m ail, you need t o sort let t ers by Zip code t o get a discount from t he post office. I f you're print ing up a direct ory of client s, you m ay want t o sort t he list by st at e and t hen by cit y. What ever t he reason, if you need your let t ers t o be in a specific order at t he end of t he m erge, you need t o sort your recipient list at t he beginning . Assum ing t hat you've already st art ed your m erge and select ed a recipient list , here's how t o sort t he list first by st at e, and t hen by cit y:

1 . Ch oose M a ilin gs St a r t M a il M e r ge Edit Re cipie n t List , or pr e ss Alt + M , D t o ope n t h e M a il M e r ge Re cipie n t s box ( Figu r e 1 2 - 1 2 ) . At t he t op, t he Mail Merge Recipient s box list s all t he individuals who are part of t he m erge. I f you don't want t o send a let t er t o som eone, click t o rem ove t he checkm ark. At t he bot t om of t he box, several opt ions appear under t he heading " Refine recipient list ." 2 . At t h e bot t om of t h e M a il M e r ge Re cipie n t s box , click Sor t t o ope n t h e Filt e r a n d Sor t box ( Figu r e 1 2 - 1 3 ) . The Filt er and Sort box opens showing t he Sort t ab. You see t hree rows in t he box, each wit h a drop- down m enu, followed by a couple radio but t ons. I n t he first row, labeled " Sort by," choose St at e or St at e/ Province from t he m enu. I n t he next row, " Then by," choose Cit y. The radio but t ons are used t o order t he sort as Ascending ( A t o Z or 1 t o 100) or Descending. For t his sort , Ascending works j ust fine. 3 . Close t h e t w o ope n box e s by click in g t h e OK bu t t on s . Your list is sort ed, and you see t he result s when you m erge your let t ers, envelopes, or direct ories.

Figu r e 1 2 - 1 3 .

To sort your records before you run a merge, choose Mailings Start Mail Merge Edit Recipient List, and then choose the Sort button at the bottom. In the "Sort by" box, choose a field to sort by, and then select whether you want the order to be ascending or descending.

12.5.1. Filtering Your Recipient List Filt ering is an indispensable t ool if you work wit h large m ailing list s. I m agine t hat you're t he publicist for t he aut hor of an hist orical novel about t he French Revolut ion. The aut hor's doing a book t our in t he west ern U.S. and want s you t o send copies t o book review edit ors. You've got a list of all t he book review edit ors for t he whole count ry, but you need t o filt er out j ust t he edit ors in t he west ern st at es. No problem o. The st eps are nearly ident ical t o t he previous ones for sort ing a recipient list :

1 . Go t o M a ilin gs

St a r t M a il M e r ge

Edit Re cipie n t List or pr e ss Alt + M , D .

At t he bot t om of t he Mail Merge Recipient s box you have several opt ions t hat help you clean up and select recipient s for your m ail m erge. Note: You can use one of your own lists for this exercise, or, if you don't have a list, go to www.missingmanuals.com , and then click the "Missing CD" logo at the top of the page. You'll find the editors.mdb contact database listed on this book's page.

2 . Un de r " Re fin e r e cipie n t list ," click Filt e r t o ope n t h e Filt e r a n d Sor t box ( Figu r e 1 2 - 1 4 ) . The Filt er Records t ab present s drop- down m enus in logical order. You use t hem t o narrow down t he select ion of recipient s used in t he m erge.

3 . I n t h e Fie ld dr op- dow n m e n u , ch oose St a t e . Th e n u n de r Com pa r ison , ch oose " Equ a l t o." Fin a lly, u n de r " Com pa r e t o," t ype in CA for Ca lifor n ia . Your m erge will include any recipient wit h CA in t he St at e field. You also want t he book reviewers in Arizona. On t he left , in t he second row of t he Filt er Records t ab, you see a new opt ion: a drop- down m enu wit h t wo choicesAnd and Or. 4 . Ch oose Or be ca u se you w a n t book r e vie w e r s t h a t a r e in Ca lifor n ia or Ar izon a . " And" won't work because no one can be in t wo places at t he sam e t im e. ( However, if you were zeroing in on a part icular cit y, you could specify recipient s in California and Glendale.) 5 . Aft e r m a k in g you r " An d/ Or " de cision , se le ct " St a t e " a s t h e Fie ld, a n d " Equ a l t o" a s t h e Com pa r ison , a n d t h e n t ype AZ for Ar izon a in t h e " Com pa r e t o" box . Repeat t hese st eps for every st at e you want t o add t o t he m ailing. 6 . Close t h e Filt e r a n d Sor t box by click in g t h e OK bu t t on . Word does t he filt ering as soon as you click OK. Your Mail Merge Recipient s box shows t he list of book reviewers who are lucky enough t o be on t he list t o receive t hat best seller.

Figu r e 1 2 - 1 4 .

The Filter Records tab shares a box with the Sort Records tab.

12.5.1.1. Choosing a Comparison option The Com parison opt ion is an im port ant fact or in filt ering your recipient list . Word provides several opt ions ( t hat m ay bring back m em ories of a m at h class long ago) , which you use t o det erm ine how Word decides which recipient s t o filt er from your list relat ive t o t he select ed field. Much of t he t im e you'll use t he first opt ion, " Equal t o," which is why it shows up aut om at ically at t he t op of t he list .

Here's t he com plet e list of Com parisons you can choose: Equ a l t o . Finds a perfect m at ch. For exam ple, if you're working wit h st at es, " Equal t o CA" finds California. N ot e qu a l t o . Use " Not equal t o" when you want t o exclude part of your list . " Not equal t o CA" rem oves California recipient s from your list . Le ss t h a n . Usually used for num bers, less t han can also be used alphabet ically where A is less t han Z. I f you're filt ering by Zip code, " Less t han 99987" includes 99986 and sm aller Zip code num bers. Gr e a t e r t h a n . The opposit e of " Less t han," also for bot h let t ers and num bers. I n an alphabet ical list , " Great er t han Sm it h" includes, for exam ple, Sm it hy and all nam es t hat com e aft er it alphabet ically. Le ss t h a n or e qu a l t o . This exam ple is j ust like " Less t han," except it includes t he num ber used in t he com parison. So, " Less t han or equal t o 99987" includes 99987 and all sm aller Zip code num bers. Gr e a t e r t h a n or e qu a l t o . The cousin of " Less t han or equal t o." For exam ple, t o include all recipient s who have a first nam e, use " Great er t han or equal t o A."

12.5.2. Find Duplicates When you work wit h big list s and you use t hem for a long t im e, duplicat e recipient s seem t o pop up. You can help t o m inim ize t he problem wit h t he " Find duplicat es" com m and in t he Mail Merge Recipient s box ( Mailings St art Mail Merge Edit Recipient List or Alt + M, D) . At bot t om , under " Refine recipient list ," click " Find duplicat es" t o open t he dialog box shown in Figure 12- 15 . This box shows you any recipient s t hat are pot ent ial duplicat es. All you have t o do is uncheck t he ones t hat shouldn't be included in your m ailing.

12.5.3. Find Recipient I f you're m aint aining a very long list of recipient s and need t o j um p in and change, say, a st reet address, a search t ool can save you loads of t im e. To zero in on a specific recipient in your list , open the Mail Merge Recipient s box ( Alt + M, D) . Then, at t he bot t om of t he box under " Refine recipient list ," choose " Find recipient ." The Find Ent ry box opens ( Figure 12- 16 ) . I t 's easy t o use t he box t o search for a specific word or even j ust a group of let t ers or num bers. I f t he first record t hat pops up isn't t he one you're looking for, click t he Find Next but t on.

Figu r e 1 2 - 1 5 .

The Find Duplicates box hunts down recipients that are suspiciously similar. Turn off the boxes next to duplicates that you don't want to include in the merge. Eliminating duplicates is an important part of maintaining large mailing lists. It's also helpful to use Find Duplicates when you're combining a couple of lists for a merge.

Figu r e 1 2 - 1 6 .

Open the Find Entry box to search for a specific recipient in your list. Type the words for your search in the Find box. Click "All fields" to search everywhere in your list, or use the drop-down menu to select a specific field. This search looks for "Manette" only when it appears in the LNAME field.

UP TO SPEED Creating Non-Mail Merges

I f you t hink of m ail m erge as a m ult ipurpose t ool, you can really get creat ive. You can m erge any list of words or t hings int o any t ype of Word docum ent . The shape and form of t he docum ent and what 's in t he list are ent irely up t o you. You can use m ail m erge for proj ect s t hat have absolut ely not hing t o do wit h m ail. Perhaps you're m aking present at ions t o several different com panies; you can use m ail m erge t o creat e cust om ized m arket ing pieces. I m agine your m assive sales force blanket ing t he nat ion wit h cust om ized proposals in hand t hat say: " We guarant ee t hat Apple will quadruple it s profit s by using our EZ- Clipper for it s next iPod prom ot ion. Just give us a call and we'll give you a personal present at ion in Cu pe r t in o ." " We know t hat M icr osoft will quadruple it s profit s by using our EZ- Clipper for it s next Xbox prom ot ion. Just give us a call and we'll give you a personal present at ion in Re dm on d ."

12.6. Applying Merge Rules When you work wit h t he m ail m erge t oolslist s, sort ing, filt eringyou've ent ered t he realm of dat abase program m ing. Whet her you know it or not , you're doing t he sam e t hings t hat full- t im e dat abase developers do for huge corporat ions every day. Why not m ove up t o t he next levelapplying rules t o your m erges. Rules are like m ini- program s t hat help you set up m ail m erge docum ent s t hat you or som eone else will use in t he fut ure. So, when you don't have all t he inform at ion you need when you set up t he m erge docum ent , you can creat e a rule t o help t he person running t he m erge t o correct ly fill in t he blanks. For exam ple, when you insert t he " Fill in" rule int o a docum ent , it m akes a m essage pop up during t he m erge. This box asks a quest ion and provides a t ext box where you, or whoever's running t he m erge, can t ype t he answer. Word t hen places t he t yped answer int o t he docum ent . I n ot her words, t he " Fill in" field act s as a rem inder t o fill in t he blanks at t he t im e of print ing. I n ot her cases, Word m ay not need input during t he m erge. You can set up your rule so t hat Word sim ply looks at t he det ails in t he recipient list and m akes a decision on t hat basis. So, if a recipient 's favorit e baseball t eam is t he Yankees, t hen you don't offer free t icket s t o Fenway Park. Rules are an advanced t ype of field t hat you insert int o your docum ent j ust like ordinary m erge codes. When you run t he m erge, Word reads t hese fields, and t hen does som et hing. The Rules dropdown m enu provides several t ools t o help you creat e your own rules.

POWER USERS' CLINIC Who'll Lick the Stamps? So, you've got Word print ing all t hose personalized let t ers and t he envelopes. You st ill need t o get som e post age on t he envelopes. Word can help t here t oofor a fee. Go t o Mailings Creat e Envelopes t o open t he Envelopes and Labels box. I n t he lowerright corner, you see t he E- post age Propert ies but t on. I f you've never heard of Epost age, t hen it 's probably not inst alled on your com put er. I n t hat case, you'll also see a m essage saying " You need t o inst all elect ronic post age before you can use t his feat ure," along wit h an invit e t o t he Office Online Web sit e ( www.m icrosoft .com / office) . Click Yes when you see t he box wit h t he invit at ion t o visit Office Online. Your browser opens t o a page wit h a Print Post age Overview. Links on t he page t ake you t o sit es such as St am ps.com . The upshot of all t his: For about $15 a m ont h, you can print post age on envelopes and labels. For a sm all office, t his arrangem ent m ay be less cost ly t han get t ing post age m et er. For a hom e office, t hough, it m ay be t oo pricey. I t all depends on how frequent ly you need post age and how far away t he post office is.

Note: The Rules shown in the Mailings tab are actually fields that are available to any document, not just mail merge documents. To use them, choose Insert

Text

Quick Parts

Field. You'll often encounter these fields in templates because they provide a

way to make decisions and to insert text into documents when they're printed or distributed. For this same reason, they're great for mail merge projects.

Here's a brief rundown on how t he Rules shown on t he Mailing t ab work wit h your docum ent s: Ask … This field st ops t he m erge and present s a dialog box asking for a response. Word places t he response in a bookm ark ( Sect ion 9.5.1) t hat a field ( specifically, a REF field) lat er in t he docum ent can reference. Therefore, t he Ask field is t he perfect t ool when you want t o use t he response several t im es in t he docum ent . I f you need t o use t he response only once, t he Fill- in field, described next , is a bet t er opt ion. Fill- in … St ops t he m erge and present s a dialog box asking for t ext t hat 's t hen insert ed int o t he docum ent . Figure 12- 17 shows t he dialog box you use t o creat e a " Fill in" field.

Figu r e 1 2 - 1 7 .

Use this text box to set up a "Fill in" field. Type a question into the Prompt text box, and then type the most common answer to the question in the "Default fillin text" box. The checkbox at the bottom determines whether the pop-up box appears for every recipient in the mail merge or if it just appears once at the beginning.

I f…Th e n …Else … Makes a decision based on t he cont ent s of t he recipient list . For exam ple: I f t he recipient 's st at e is California, t h e n Word insert s t he words " t he Golden St at e" int o t he docum ent , e lse ( t hat is, if t he recipient s st at e is not California) , it insert s " your st at e." Tip: Don't be afraid to use whole paragraphs of text with your If…Then…Else statements. If you manage a technical support department, then you can create statements that make it easy to answer the most frequently asked questions and merge them into email messages using rules.

M e r ge Re cor d # . When you m erge a docum ent t o t he print er or t o anot her docum ent , Word gives each recipient a Merge Record num ber. I f you insert t he Merge Record # field in your docum ent , it shows t hat num ber in t he t ext . This field m ay not be useful for let t ers, but it can com e in handy when you're creat ing a direct ory of people. M e r ge Se qu e n ce # . Sim ilar t o t he m erge record, wit h one significant difference. The Merge Record # t akes int o account all t he recipient s whet her t hey're included or excluded from your

m erge. The Merge Sequence # is based only on t hose recipient s t hat are shown in t he m erge. N e x t Re cor d . Go t o t he next record ( t hat is, t he next row in t he source list ) . I f any ot her m erge fields are in t he docum ent , Word fills t hem in using dat a from t he next row in t he recipient list . Use t his opt ion t o creat e a direct ory or a page of address labels, where you want det ails from several recipient s t o appear on t he sam e page. N e x t Re cor d I f . Sim ilar t o t he Next Record rule above, except t hat it applies a condit ion. For exam ple, t he rule could be: Go t o t he next record if t he Cit y field equals Chicago. Se t Book m a r k. Set s a bookm ark in t he t ext t hat you can use as a reference. For exam ple, t he rule can place a bookm ark nam ed TaxRat e wit h a value of .0775 in a docum ent . Ot her fields or m acros can t hen use t his field t o calculat e t he t ax for a sale. ( You can display t he bookm ark's cont ent s in your docum ent using a REF field.) Sk ip Re cor d I f. Excludes a record from t he m erge based on a condit ion.

Part III: Sharing Documents and Collaborating with Other People Ch a pt e r 1 3 : Cr e a t in g W e b Pa ge s a n d Blogs Ch a pt e r 1 4 : Cr e a t in g For m s w it h W or d Ch a pt e r 1 5 : W or d's XM L Con n e ct ion Ch a pt e r 1 6 : Colla bor a t in g w it h Ot h e r Pe ople

13. Creating Web Pages and Blogs You can save any docum ent you creat ed wit h Word as a Web page. Need t o m ake a report available t o everyone in your com pany and all your cust om ers? Save it as a Web page, and t hen anyone wit h a Web browser, such as I nt ernet Explorer or Firefox, can view it . This chapt er shows you how t o save your Word docum ent s as Web pages. You'll learn how t o use t ables t o organize your pages and how t o creat e hyperlinks so t hat Web visit ors can j um p from one place t o anot her. Access a list of design and st yle t ips t o help you creat e Web pages t hat your visit ors will love. And for good m easure, if you're int erest ed in life in t he blogosphere, you'll find det ails on creat ing and post ing blog ent ries wit h Word.

Note: You won't find many Web designers who place Word near the top of a list of their favorite Web design tools. There are a few reasons for this. First and foremost, Word wasn't created to design Web pages; its primary job is to produce printed pages. (See the box in Section 13.2.) Most documents designed for the printed page need some tweaking to become respectable Web pages, so it's worthwhile to learn how to use the tools Word offers for creating Web pages, as this chapter explains.

13.1. Saving Word Documents As Web Pages You creat e Web pages wit h Word in t wo st eps. First you design t he page including t he t ext , headings, and pict ures, and t hen, inst ead of saving t he file as a st andard Word file, you save t he page as an HTML file. HTML st ands for hypert ext m arkup language , t he code underlying Web sit es. Web browsers, like I nt ernet Explorer and Firefox, read HTML files, and t hen display t he pages on your com put er screen. Most Web pages have bot h t ext and pict ures. The HTML file cont ains t he Web page's t ext , along wit h form at t ing inst ruct ions, and t he phot os, graphics, and sound and video clips are in separat e files. I nst ruct ions in t he HTML file link t o t he phot os, in effect t elling t he browser, " Show t hat pict ure in t his spot on t he Web page," or " I f som eone clicks here, play t his video." So, a single Web page is usually m ore t han a single com put er file; it 's a com binat ion of files t hat a browser assem bles int o a page t o show on your screen. Saving your docum ent as a Web page isn't m uch different from saving it in any form at . St art by opening t he Save As box wit h Office Save As or t he keyboard short cut ( Alt + F, A) . Word gives you t hree ways t o save HTML files ( Figure 13- 1 ) : Sin gle File W e b Pa ge ( * .m h t ; * .m h t m l) . This form at saves all t he files t hat m ake up a Web page in one package. Designed originally as a way t o archive files, t he MHTML form at has lim it ed accept ance am ong browsers. I t works in I nt ernet Explorer 5 and lat er, and Opera 9 and lat er, but in Firefox 2, you need t he help of an add- in t o display MHTML pages. W e b Pa ge ( * .h t m ; * .h t m l) . Use t his form at if you're saving a file t hat you plan t o edit wit h Word in t he fut ure. I t creat es a larger file because it includes codes t hat Word uses t o work wit h your file. W e b Pa ge , Filt e r e d ( * .h t m ; * .h t m l) . Use t his form at when you're finished wit h edit ing and design, and you're ready t o post your page on t he I nt ernet . This form at st rips t he Word- specific code from t he docum ent , creat ing sm aller files t hat show up m ore quickly in your visit ors' browsers.

Figu r e 1 3 - 1 .

To save a Word document as a Web page, use Office Save As, and then choose one of the HTML-type options: Single File Web Page, Web Page, or Web Page, Filtered. Any Word document can be saved as a Web page, but to create attractive, readable Web pages, you need to do more than hit the Save command.

I t 's always a lit t le surprising when Microsoft reduces t he num ber of feat ures in a program , but t hat 's what 's happened wit h Web- relat ed funct ions in Word. Word 2003 and previous versions had a Web Tools t oolbar, where you'd find widget ssuch as t ext boxes, drop- down m enus, and but t onst hat you could pop int o your Web pages ( Figure 13- 2 ) . The t oolbar is gone in Word 2007 and t here's no special ribbon t o replace it . I n addit ion, som e of t he Web viewing and t he online Web collaborat ion t ools have been rem oved. Ot her opt ions are buried deep wit hin t he Word Opt ions set t ings. The overall m essage is t hat Web page creat ion is a less im port ant feat ure for Word 2007 t han it was for previous versions.

Figu r e 1 3 - 2 .

Microsoft giveth and Microsoft taketh away. Several Web-related features were removed from Word 2007,

including the Web toolbar that was included in previous versions of Word.

UP TO SPEED Word Puts Extra Junk in Web Pages One of t he perennial com plaint s about Microsoft Word and Front Page is t hat t hey place lot s of unneeded j unk int o Web page files ( HTML) . Microsoft doesn't consider all t he code and com m ands it put s int o HTML " j unk," but t he fact is t hat plent y of ot her program s creat e sm aller, neat er HTML files t han Microsoft 's do. Consider a t ypical st art ing point for a Web page. You st art a docum ent and cent er a t able in t he m iddle of t he page. The t able serves as a cont ainer t o hold t ext and im ages t hat you'll add lat er. Adobe's popular Dream weaver Webdesign program creat es a t rim , 812- byt e HTML file. Word's equivalent is 3,986 byt es, nearly five t im es t he size. File size is less of an issue for folks who have high- speed cable m odem s, but leaner Web pages are st ill bet t er, since som e people st ill have slow, phone- line I nt ernet connect ions, and ot hers use cell phones, Blackberries, and sim ilar sm allscreen devices t o surf t he Web. Acknowledging t his com plaint , recent versions of Word provide a special Save As opt ion t hat st rips Word- specific codes out of t he file. Microsoft recom m ends using t he " Web Page, Filt ered" opt ion when you're finished edit ing your page in Word ( Sect ion 13.1 ) .

13.2. Creating a Web Page from Scratch As shown above, you can save any Word docum ent as a Web page, but everyone knows som e serious differences exist bet ween print ed docum ent s and Web pages. Most of t he t im e, if you sim ply save a paper docum ent as a Web page, t he result s are less t han st ellar. The best Web pages and Web sit es are designed from t he ground up t o be viewed in a Web browser. For exam ple, m ost Web pages are part of a Web sit e where t he pages all have a sim ilar look and feel. They're designed t o help t he visit ors find t he inform at ion t hey need quickly. People don't usually read Web pages from front t o back like a novel. They j um p from place t o place, quickly snat ching up t he inform at ion t hey need. You can use Word t o creat e Web pages wit h a professional look and feel; it j ust t akes som e ext ra planning and a few easy- t o- learn Web designer t ricks ( Figure 13- 3 ) . I n t he next few sect ions, you'll creat e a Web page st art ing from a blank docum ent , lay it out wit h t he help of Word's t able feat ure, and creat e t he links t hat connect it t o ot her Web pages on t he sam e Web sit e. Plus, you'll learn how t o save your Web page file as a t em plat e t o m ake it easier t o creat e all t hose ot her pages.

Figu r e 1 3 - 3 .

It's certainly possible to create attractive Web pages, like this one, with the tools provided by Word 2007. That doesn't mean it's likely to be a professional Web designer's favorite tool for the job. Traditional Web design tools such as Adobe Dreamweaver and Microsoft's FrontPage are better choices if you plan to spend a lot of time creating Web pages.

UP TO SPEED Serious Web Design Tools I f you're planning t o work on a lot of Web pages, you should get a program t hat 's specifically designed t o creat e Web pages, m ove pages t o a Web sit e, and organize all t he files. Adobe's Dream weaver is one of t he m ost popular program s used by t he pros, but it cost s about $400. Microsoft 's Front Page com es wit h som e of t he Office suit es and, under $200, it cost s less t han Dream weaver as a st andalone product . Hom esit e is a popular program t hat you can download from Web sit es, such as www.download.com . I t 's free t o t est drive and cost s $100 if you want t o cont inue

using it . MoreMot ion Web Express is anot her program t hat you can download. I t 's free t o use.

13.2.1. Creating the Web Page Document I m agine you're creat ing a new Web sit e all about t he novel A Tale of Two Cit ies . You want t o provide inform at ion on t he book, t he aut hor, and t he hist orical event s det ailed in t he book. Most Web sit es have several pages, each cont aining a different kind of inform at iont o m ake it easier for visit ors t o find what t hey're looking for, and t o keep each page from get t ing t oo long. There's always a hom e page t hat welcom es visit ors and provides links t o all t hose ot her pages. You st art by creat ing a Word docum ent for t he hom e page.

1 . Ope n a n e w W or d docu m e n t , a n d sw it ch t o W e b La you t vie w : Go t o Vie w D ocu m e n t Vie w s W e b La you t or pr e ss Alt + W , L As you design your page, you probably want t o see it as it will look in a Web browser. For exam ple, you no longer see t he edges of a page because your docum ent isn't headed for a sheet of paper. When you st art wit h a new docum ent , t he m argins are at t he ext rem e edges of your screen. Tip: Another quick way to switch views is the view buttons in Word's lower-right corner. Click the middle button (with the globe icon) to change to Web Layout view.

2 . Use t h e k e yboa r d sh or t cu t Alt + F, A t o ope n t h e Sa ve As box . N a m e you r docu m e n t in de x .h t m . The file nam e index.ht m is t he convent ional nam e for a Web sit e's hom e page, which is exact ly what you're about t o creat e. Tip: You may want to create a new folder to hold all your Web pages and folders for a Web site. You can do that by clicking the button near the top-right corner of the box (the folder with a starburst on it). After you name the new folder, double-click it to save your new index.htm document in it.

3 . At t h e bot t om in t h e box la be le d " Sa ve a s t ype ," ch oose W e b Pa ge . Click Sa ve w h e n you 'r e don e . As explained in Sect ion 13.1 , you can use t hree different HTML file form at s t o save your docum ent . Web Page is t he form at t o use when you're going t o cont inue working on a page.

13.2.2. Create a Table for Your Page's Layout Web designers use t ables t o organize t ext and pict ures on t he page. By placing t ext in a t able cell, you can cont rol t he line lengt h. You also use cells t o hold pict ures and t o keep t he pict ures next t o relevant t ext .

1 . Go t o I n se r t

Ta ble or Alt + N , T. Cr e a t e a t a ble w it h t h r e e r ow s a n d t h r e e colu m n s .

See Sect ion 10.1 if you need a refresher on creat ing t ables in Word. 2 . W h e n you h old you r m ou se ove r you r t a ble , you se e a bu t t on on t h e u ppe r - le ft side . Click t h e bu t t on t o se le ct you r e n t ir e t a ble . Ch oose Ta ble Tools D e sign Ta ble St yle s Bor de r s N o Bor de r . I f t he borderlines around each t able cell appeared on your Web page, it would look very clut t ered. But if you hide t he borderlines in t he t able, visit ors won't even know t hey're t here. On t he ot her hand, while you're designing t he Web page, it 's nice t o have som e guidelines t hat show you t he cells. 3 . Go t o Ta ble Tools

D e sign

Ta ble St yle s

Bor de r s, ch oose Vie w Gr idlin e s .

Word places dot t ed lines on t he screen when you're viewing t he pages in Word. Visit ors t o your Web sit e don't see t he gridlines when t hey're viewing your page in t heir Web browser. 4 . Add som e color t o you r t a ble u sin g Ta ble Tools

D e sign

Ta ble St yle s .

When you select t he t able, you see t he Table Tools cont ext ual t ab appear on t he right side of t he ribbon ( Figure 13- 4 ) . Beneat h are t wo t abs t hat you use t o change t he look of your t able. When you click t he Design t ab, you see several colorful t able st yles in t he m iddle of t he ribbon. 5 . On t h e le ft side , u n de r Ta ble St yle Opt ion s, t u r n on H e a de r Row a n d Fir st Colu m n , a n d le a ve t h e ot h e r box e s t u r n e d off . Word highlight s t he t op row, which you'll use for a heading, and highlight s t he left colum n where you'll place navigat ion but t ons for your page. 6 . Ch oose a t a ble st yle t h a t you t h in k w ill w or k for you r pa ge . Scroll t hrough t he t able st yles, or click t he but t on at lower- right t o open t he m enu so you can see several st yles at once. As you hold your m ouse cursor over a st yle, you see your t able t ake on t he colors of t he st yle.

Figu r e 1 3 - 4 .

Use Word's table styles to automatically format your table with background colors. In this example, the top row and the left column are highlighted. The top row will hold the heading for the page, and the left column will hold navigation buttons that link to other pages.

7 . Go t o Pa ge La you t Th e m e s Th e m e s t o ch oose a color a n d fon t t h e m e for you r docu m e n t . Th e k e yboa r d sh or t cu t Alt + P, TH ope n s t h e Th e m e s dr op- dow n m e n u . You have lot s of choices on t he Them es palet t e. You can go wit h Microsoft 's corporat e blue. The Paper t hem e has a nice m ut ed khaki look. Som e of t he ot hers are bright and lively. Choose a color t hat m at ches t he cont ent of your Web page and t hat you t hink will please your visit ors. When you choose one of Word's t hem es for your docum ent , you define a consist ent set of colors and font s t hat are used. These colors appear at t he t ops of all t he palet t es, and t hey're used in graphics and headings. Tip: You can select any colors you want, but if you're design-challenged, you know you'll be safe using the theme colors.

8 . Ch oose a ba ck gr ou n d color for you r W e b pa ge w it h Pa ge La you t Pa ge Color .

Pa ge Ba ck gr ou n d

Tim e t o put t hat t hem e t o act ion by choosing one of t he t hem e colors as a background color for your page. You'll be placing relat ively sm all- sized t ext on t his page, so choose a color t hat won't fight wit h t he let t ers on t he page. I f you're using a light page color, plan on using black t ext . I f you're using a dark page color, plan on using whit e t ext . 9 . Se le ct t h e t a ble by click in g t h e bu t t on a t t h e t a ble 's u ppe r - le ft , a n d t h e n pr e ss Alt + H , AC t o ce n t e r it on you r pa ge . The cont ent for Web pages is usually aligned on t he left side or in t he cent er of t he page. By aligning your t able in t he cent er, you can m inim ize t he appearance of em pt y space by having an equal am ount of space on eit her side of your t ext . 1 0 . D r a g a cr oss t h e t h r e e ce lls in t h e t op r ow . W it h a ll t h r e e ce lls se le ct e d, ch oose Ta ble Tools La you t M e r ge M e r ge Ce lls t o m a k e on e big ce ll t h a t goe s a cr oss t h e t op r ow . This m erged cell will hold a heading t hat ident ifies all t he pages in your Web sit e. Most Web sit es use t he sam e header on every page. That way you always know when you're on t he CNN Web sit e. I t reinforces t he brand and visit ors know who's responsible for t he inform at ion t hey're viewing. 1 1 . Type you r h e a din gA Ta le of Tw o Cit ie s , for e x a m ple . At first , t he t ext will be t oo sm all for a proper heading, so use t he Font Size com m and ( Alt + H, FS) t o bum p it up t o a generous 36 point s. Cent er t he heading wit h t he com m and Alt + JL, TC. I f necessary, you can change t he color t oo. Choose Hom e Font Font Color. Pick a color t hat cont rast s well wit h t he background color of t he cells.

13.2.3. Add a Navigation Bar

I t 's helpful t o your visit ors t o provide navigat ion t ools on every page of your sit e. Most Web sit es place consist ent navigat ion bars eit her on t he left side or on t he t op of t he page. I n t his design, you'll creat e a navigat ion bar on t he left ( Figure 13- 5 ) .

1 . D r a g t o se le ct t h e t w o bot t om ce lls in t h e fir st colu m n , a n d t h e n pr e ss Alt + JL, M t o m e r ge t h e ce lls. W h ile t h e ce ll is st ill se le ct e d, ch oose H om e Pa r a gr a ph Ce n t e r . Type som e words t hat will lure visit ors t o explore t he ot her pages: Hom e, The St ory, Main Charact ers, French Revolut ion, Dickens Bio, FAQs, Cont act Us . Use t he Line Spacing but t on ( Alt + H, K) t o put som e space bet ween your navigat ion words. About 2.5 or 3.0 lines should look good.

Figu r e 1 3 - 5 .

With a heading and a navigation bar along the left side, your page begins to look like a respectable Web site.

2 . Se le ct t h e se con d it e m in you r n a viga t ion ba r ( Th e St or y ) , a n d t h e n u se I n se r t

Lin k s

2. H ype r lin k or Alt + N , I t o ope n t h e I n se r t H ype r lin k box ( Figu r e 1 3 - 6 ) . The st ory page doesn't exist yet , so you'll creat e it now. 3 . On t h e le ft side of t h e box , ch oose Cr e a t e N e w D ocu m e n t . I n t h e " N a m e of n e w docu m e n t " box , t ype st or y.h t m . At t h e bot t om of t h e box , se le ct " Edit t h e n e w docu m e n t la t e r ," a n d t h e n click OK . ( You're not going t o work on t he st ory page yet .) When you close t he Creat e New Docum ent box, Word creat es a new, em pt y HTML file nam ed st ory.ht m and, back in your docum ent , creat es a link from t he words " The St ory" t o t he new file. Not ice t hat t he words The St ory are underlined and in a different color t o show t hat t hey're not j ust t ext t hey're a link t o anot her locat ion. Tip: If you don't like your link's new look, you can change it using the standard formatting tools found at Home

Font.

4 . Re pe a t t h e pr e viou s st e p t o cr e a t e lin k s for t h e r e st of t h e it e m s in you r n a viga t ion ba r . The Hom e it em will link t o t he page you have open. So, in t he Edit Hyperlink box, choose t he first opt ion in t he panel on t he left Exist ing File or Web Pageinst ead of Creat e New Docum ent . Then, in t he Address box at t he bot t om , t ype index.ht m .

Figu r e 1 3 - 6 .

The Insert Hyperlink box gives you several ways to link to documents on the Web or on your computer. You can even create links that connect to a different a part of the same Web page.

13.2.4. Create a Copyright Line

Web designers oft en put som e st andard inform at ion at t he bot t om of every Web page such as a dat e and copyright not ice, cont act inform at ion, and som et im es t he nam e of t he com pany t hat designed t he Web sit e. The area below t he heading and t o t he right of t he navigat ion bar is divided int o four cells. You'll adj ust t he t wo bot t om cells t o hold a copyright line for your Web page. Aft er all, you want t o prot ect all your hard work from int ellect ual propert y t heft .

1 . Above t h e t w o ce lls a t you r t a ble 's low e r - r igh t , dr a g t h e h or izon t a l gr idlin e t ow a r d t h e bot t om of t h e t a ble . Se le ct t h e t w o ce lls, a n d t h e n pr e ss Alt + JL, M t o m e r ge t h e m . You should have j ust enough room for one or t wo lines of t ext . 2 . Type you r copyr igh t n ot ice © Copyr igh t 2 0 0 7 , Ch a r le s D ick e n s . Pr e ss En t e r t o a dd a n e w lin e , a n d t h e n t ype W e b D e sign : Pick w ick Pr odu ct ion s . Aut oText ( Sect ion 2.6 ) can help you creat e a copyright sym bol by t yping ( c) . When you hit t he space bar, t he t hree charact ers t urn int o t he copyright sym bol. ( I f you don't like t he change, press Ct rl+ Z t o undo it .) You want people t o be able t o find t his inform at ion when t hey need it , but you don't want it t o det ract from t he m essage of your Web pages. 3 . Se le ct t h e t e x t , a n d t h e n r e du ce t h e fon t size t o 8 or 9 poin t s ( Alt + H , FS) . I t looks best if you cent er t he not ice, so while it 's st ill select ed, use t he short cut Alt + H, AC t o cent er t he t ext in t he cell.

13.2.5. Save Your Page as a Template The work done so far m akes a great t em plat e for your ot her Web pages. You've got a page t hat 's em pt y except for a heading, a navigat ion bar, and a copyright not icet hese are all t hings you want on each page of your sit e ( Figure 13- 7 ) . Now's a good t im e t o save your page as a t em plat e for your ot her pages.

1 . Ch oose Office

Sa ve , or click t h e Sa ve icon in t h e Qu ick Acce ss t oolba r

Web designers follow t he " save early, save oft en" philosophy. That way, you don't lose all t he hard work you've done so far if t here's a m ishap or power failure. Next , you'll save your docum ent as a t em plat e so you can use t his t able design as a basic layout for ot her pages. 2 . Ch oose Sa ve As ( Alt + F, A) . Sa ve you r pa ge u n de r a n e w n a m e , lik e d ick e n s t e m pla t e .h t m . You don't want t o m ess up your t em plat e, so close it wit h Alt + F, C before you press anot her key. To use t he t em plat e in t he fut ure, open t he t em plat e dickens t em plat e.ht m , and t hen im m ediat ely

choose Office Save As t o save t he file under a new nam e. Aft er you Save As, Word opens your new docum ent , and t he t em plat e file rem ains closed and unchanged where you can use it again.

Figu r e 1 3 - 7 .

Good Web sites have a consistent design from page to page, and you have an incredibly easy way to do it. Simply create a template that includes items common to all the pages like a heading, navigation bar, and basic contact or copyright details.

13.2.6. Add Text and Images to Your Web Page To get back t o work on your Web page, reopen your hom e page by choosing Office but t on Recent Docum ent s index.ht m . From here on, your work is exact ly like creat ing any ot her Word docum ent . Type direct ly int o t he cells t o add words. You can use any of t he form at t ing com m ands t hat are available t o t ext and t ables. I f you need t o adj ust t he size of t he cells, j ust drag t he gridlines. ( Chapt er 8 has t he full st ory on working wit h t ables.)

Pict ures and graphics are an im port ant part of any Web sit e. I f you have t he choice bet ween delivering your m essage wit h a pict ure or wit h words, choose t he pict ure. You can insert a phot o from your com put er by clicking I nsert I llust rat ions Pict ure. Or you can look for clip art on your com put er and on t he Web ( Sect ion 11.2.2 ) . Note: It's always important to respect copyrights. You can't copy photos, artwork, or text from other Web pages and publish them on yours unless you have permission from the copyright holder.

The last st ep for t his page is t o save and close it . Choose Office Close and answer yes when Word asks if you want t o save t he file. At t his point you have a finished page t hat looks som et hing like Figure 13- 8 .

Figu r e 1 3 - 8 .

Here's the end result of all the page design steps in the previous sections. Word's Clip Art panel is open on the right with a couple Dickens images.

UP TO SPEED

Posting Your Pages on the Web Once you've creat ed Web pages, t he next st ep is t o m ove t hose pages from your com put er t o a sit e on t he I nt ernet where t he whole world can adm ire your work. Get t ing Web sit es online is beyond t he scope of Word ( and of t his book) . Here are som e good books t o get you st art ed: Creat ing Web Sit es: The Missing Manual, Dream weaver 8: The Missing Manual, and Front Page 3: The Missing Manual . I t 's not t oo hard t o find free Web space where you can creat e a sm all Web sit e. Check wit h t he com pany t hat gives you access t o t he I nt ernet . Oft en, in addit ion t o giving you an em ail address, t hey provide space for a Web sit e.

13.3. Web Page Design Tips Having a quill pen can't m ake you writ e like Charles Dickens, and t he sam e is t rue for designing Web pages. Having t he t ools t o m ake a Web page and having t he skills t o creat e an at t ract ive page t hat keeps visit ors com ing back are t wo different t hings. Here are som e design t ips t o help you becom e a m ast er Web designer: Use t a ble s t o or ga n ize you r W e b pa ge . Tables are t he all- purpose t ool used by m ost Web designers t o organize t ext , graphics, and ot her elem ent s of a Web page. Place your t ext inside t ables t o cont rol t he line lengt h and keep im port ant graphics aligned wit h t he t ext . Avoid lin e s of t e x t w it h m or e t h a n 5 0 ch a r a ct e r s. I f you don't rein it in, Word t ends t o give you ext rem ely long lines of t ext . Long lines are difficult for readers t o follow. Most readers don't even t ackle t ext t hat looks hard t o read. Even if t hey do, t hey'll st op reading if it 's t oo difficult Avoid com m on body t e x t fa u x pa s. Text is harder t o read on a com put er screen t han it is on t he print ed page, so it 's im port ant t o m ake it as easy as possible for your Web sit e visit ors. I f you use 10- point t ype for body t ext on t he print ed page, you won't go wrong using 11- or 12point t ype for your Web pages. Avoid clu t t e r . A com m on m ist ake m ade by am at eur Web designers is t o cram t oo m uch int o a page. One of t he great pleasures of Web design is t hat real est at e doesn't cost a t hing. I t 's bet t er t o add a new page t han t o force t oo m uch int o a single page. By keeping clut t er t o a m inim um , you can be cert ain t hat visit ors t o your page focus on t he graphics and headings you t hink are m ost im port ant . Use com m on fon t s su ch a s Ar ia l, H e lve t ica , Ve r da n a , Tim e s a n d Tim e s Rom a n . You don't have any cont rol over t he font s on your visit ors' com put ers. I f t hey don't have t he font s t hat you used t o design your page, t hen it 's going t o look very different on t heir screen. You can be pret t y sure t hat t hey have a few basic font s including t he ones list ed above. Use W or d's Th e m e s t o ch oose com ple m e n t a r y color s. One great t ool t hat Word 2007 adds t o t he Web design m ix is Them es. When you choose a t hem e for your docum ent , you can be cert ain t hat you've got a good collect ion of com plem ent ary and cont rast ing colors for designing your Web page. Use t hese colors for backgrounds, body t ext , headings, and graphics. Use h e a din gs, pu ll qu ot e s, a n d sh or t block s of t e x t t o e n ga ge you r visit or s. Web pages aren't novels. Edit your t ext t o reduce t he am ount of t ext on your pages, and use headings, pull quot es, and ot her devices t o draw readers int o t he body t ext . Use a con sist e n t n a viga t ion t ool on e a ch pa ge. I f you're designing a series of Web pages, you'll do your visit ors a great favor if you have a single, consist ent t ool for m oving from one page t o anot her. Place it at t he t op or on t he left side where experienced Web surfers expect t o find a navigat ion bar.

Use pict u r e s a n d gr a ph ics t o de live r you r m e ssa ge . People don't read Web pages t he sam e way t hey read a book. They decide quickly whet her your page is wort hy of t heir valuable t im e. They'll absorb t he m essage in a phot o, a drawing, or som e ot her graphic m uch m ore quickly t han t hey'll read t ext . Hook t hem wit h your graphics, and t hen ent ice t hem wit h headings or st rat egic pull- quot es from your t ext . Re m e m be r , h ype r lin k s don 't h a ve t o be blu e a n d u n de r lin e d . The geeky st andard for hyperlinks is blue, underlined t ext . For m ost well- designed Web pages, t his look is t oo j arring. Creat e a consist ent design for your hyperlinks. You can use any of t he font form at t ing on t he ribbon ( Hom e Font ) . Once you have a st yle you like, you can save it as a st yle, and t hen apply it t o all your hyperlinks. To creat e a new st yle, select your form at t ed t ext , and t hen go t o Hom e St yles Save as New Quick St yle.

13.4. Blogging from Word Blogs are t aking t he m edia world by st orm . Blog is a cont ract ion of " Weblog," which is sim ply a j ournal or diary in Web page form . Blog has becom e a verb as well as a noun: " I 've got t o get hom e and blog t his." People even refer t o t he blogosphere t he blogging com m unit y where inform at ion is rapidly shared, issues are vent ed, and opinions run wild. Blogs are usually focused on a specific t opic or a part icular int erest , but it 's an open forum and can accom m odat e anyone's ram blings. A blog from a court room report er m ay include report s on a t rial wit h updat es every half hour. A blog from a program m er on t he Word 2007 developm ent t eam m ay discuss new feat ures t hat are being added t o t he program , and it m ay be updat ed every few weeks. When you visit a blog, usually you see not es, com m ent s, and m eanderings post ed in reverse order, wit h t he m ost recent ent ries at t he t op ( Figure 13- 9 ) . Oft en, visit ors t o t he blog have an opport unit y t o post t heir own com m ent s and quest ions. Most blogs are prim arily t ext , but you'll also find blogs t hat include phot os and sound and video clips. I n Word 2007, you find som e easy- t o- use t ools t hat help you writ e blog ent ries and post t hem on a sit e like Google's Blogger or Microsoft 's Live Spaces.

13.4.1. Managing Blog Accounts To becom e a blogger, you need t o have a blog account som ewhere on t he Web. Don't pull out your wallet yet ; you'll be pleased t o know t hat you can get blog space for free. I f you're new t o blogging, t ry www.blogger.com or ht t p: / / spaces.live.com , or search for ot her free blog providers. To creat e your account , you need t o provide a user nam e and a password. The service asks for t his nam e and password whenever you send a new post t o your blog, which keeps st rangers from hij acking your blog space. Once you have an est ablished account , you need t o give Word your user nam e and password. Then when you want t o publish a blog post , Word aut om at ically cont act s t he blog sit e, provides your login det ails, and sends out your words of wisdom .

Figu r e 1 3 - 9 .

You'll find blogs posted all over the Internet. Journalists often publish blogs on the Web sites maintained by their broadcast networks or publications. For the general public, sites are available such as Google's Blogger or Microsoft's Live Spaces.

Follow t hese st eps t o give Word det ails about your blog account .

1 . Go t o Office bu t t on

New

N e w Blog Post .

A new window opens, and you see t he Word's st ripped down blogging environm ent wit h sim plified form at t ing opt ions ( Figure 13- 10 ) . On t he ribbon, t he Blog Post t ab t akes t he place of t he Hom e t ab. I t provides t he usual t ext t ools like cut and past e. Over on t he left , in t he Blog group, t he t ab gives you t ools for publishing blog post s and m anaging your blog account s. 2 . Ch oose Blog Post

Blog

M a n a ge Accou n t s t o ope n t h e Blog Accou n t s box .

The Blog account s box is where you work wit h one or m ore of your blog account s. You can add and rem ove account s from different blog services. You can change det ails, like your password.

Figu r e 1 3 - 1 0 .

To start blogging with Word, choose Office New New Blog Post, and you see the trimmed down blogging environment. Because blogs are relatively simple text-based journals, the tools are limited to some basic formatting options and buttons to post your entries.

3 . I n t h e u ppe r - le ft cor n e r of t h e Blog Accou n t s box , click t h e N e w bu t t on t o ope n t h e N e w Blog Accou n t box ( Figu r e 1 3 - 1 1 ) . Click t he drop- down m enu t o choose your blog service. I f your service isn't list ed, t hen click t he Ot her opt ion. Aft er you select your service, click t he Next but t on t o go t o t he next st ep.

Figu r e 1 3 - 1 1 .

Blog accounts are usually pretty simple. Word is set up to communicate with some of the most popular blog services. Even if your service isn't listed, click the Other option. You'll need to provide the Web address for the service along with some other details, but it's not very complicated.

4 . I n t h e t e x t box e s, t ype in you r u se r n a m e a n d you r pa ssw or d ( Figu r e 1 3 - 1 2 ) . Fill in t he det ails. I f you're using a deskt op com put er and t rust t he ot her folks t hat have access t o t he com put er, check t he Rem em ber Password box, and t hen you won't have t o provide a password each t im e you post t o your blog. Click OK t o go t o t he next st ep.

Figu r e 1 3 - 1 2 .

Word walks you through the steps to register a new account. The most important step is where you provide the user name and password you gave the blog provider when you set up your account.

5 . Click t h e Pict u r e Opt ion s bu t t on t o ope n t h e Pict u r e Opt ion s box a n d t h e n ch oose a n opt ion fr om t h e dr op dow n list .

I f you aren't going t o post pict ures on your blog, leave t he opt ion set t o " None - Don't upload pict ures." Ot herwise Word needs t o know where t o send phot os so t hey can show in your blog. I f you're using a SharePoint sit e for your blog, leave t he Pict ure Opt ions set t o " SharePoint blog." Word will send im age files t o t he SharePoint sit e and creat e links t o show pict ures in your blog. For ot her blog sit es use " My blog provider" if it 's list ed as an opt ion. I f none of t hese opt ions are available, it get s a lit t le m ore com plicat ed. I f you have already have a websit e t hat let 's you post pict ures, choose " My own server." Two new t ext boxes appear in t he Pict ure Opt ions box. I n t he Upload URL box t ype t he I nt ernet address you use t o upload your pict ures. I n t he Source URL box t ype t he locat ion where you view your pict ures. I f none of t he above opt ions work for you, you m ay be able t o m anual post phot os t o your blog using your web browser and t ools provided by your blog. Once you've m ade a select , click OK t o close t he Pict ure Opt ions box. Note: The photo handling abilities of Word's Blogging tool are still a gem in the rough. Expect them to shine a bit more in the future as Microsoft makes improvements and some of the more popular blogging sites provide support for Word 2007.

6 . I n t h e Ch oose a Blog box , se le ct t h e blog you w a n t t o u se . Aft er you've provided inform at ion on your blog account , Word displays t he Choose a Blog box t hat shows t he t it les of your blogs. Choose t he one t hat you want t o work on from t he drop- down m enu, and t hen click OK. 7 . Ch e ck t o m a k e su r e you r r e gist r a t ion w a s su cce ssfu l . When you regist er a new account wit h Word, you're sim ply providing t he user nam e, password, and ot her det ails t hat Word needs t o com m unicat e wit h your blog service. At t he end of t he process, Word checks whet her t he service accept s your user nam e and password. I f all goes as planned, you see a box t hat says " Account regist rat ion successful." Click OK, and you're all ready t o post t o your blog.

13.4.2. Posting to Your Blog Com pared t o set t ing up an account wit h a blog provider and t hen regist ering t hat account wit h Word, post ing t o your blog is an absolut e breeze. I t 's really j ust a m at t er of t yping in t he docum ent , and t hen clicking Blog Post Blog Publish ( Alt + H, P) . The Publish but t on is act ually t wo but t ons in one. Click t he bot t om half, and you see a drop- down m enu wit h t he t wo opt ions shown in Figure 1313 . Click Publish t o im m ediat ely post your blog ent ry where t he whole wide world can see it . When you click Publish as Draft , Word uploads your post t o a privat e area on your blog sit e. I t 'll be t here lat er for you t o edit and post when it 's ready for prim e t im e.

Figu r e 1 3 - 1 3 .

Click the Publish button to post your document as a blog entry. Click the Home Page button to open your blog in your Web browser. Use the Open Existing button to see previous blog entries and to open them for editing.

13.5. Setting Web Options One of t he frust rat ing fact s of life on t he I nt ernet is t hat everyone shows up wit h different t ools, including com put ers, screens, and browsers. Even if som e of your visit ors have exact ly t he sam e com put er and browser as you, chances are t hey've set it up different ly. The bot t om line is, you never really know how your page will look on som eone else's com put er. St ill, you need t o m ake som e educat ed guesses about t he t ools your visit ors will use. Ask yourself: What kind of browser are t hey likely t o usea new browser or an old one? What size screen do t hey have? Once you m ake your best guesses, you can change Word's set t ings so t hat t he Web pages Word writ es m at ch your visit or's Web browsing t ools. You can find t he set t ings in t he Word Opt ions box ( Office but t on Word Opt ions) . Aft er you open t he Word Opt ions box, click t he Advanced but t on, and t hen scroll down t o t he bot t om . Click t he Web Opt ions but t on t o open t he Web Opt ions box (Figure 13- 14) .

Figu r e 131 4 . Use the settings in the Web Options box to finetune the way Word creates Web pages. You set the options to match the Web browsing tools you expect your visitors to have.

The first t hree t abs are t he m ost crit ical for set t ing up your Web pages t o work wit h your visit ors' browsers and com put er set ups. Brow sers. Use t he " People who view t his Web page will be using" drop- down m enu t o choose

t he t ype of browser you t hink your visit ors use. I f you expect m ost of your visit ors t o be using Microsoft 's I nt ernet Explorer ( which com es free on Windows PCs) , you can select t he Exploreronly opt ions; ot herwise, choose one of t he Explorer and Navigat or opt ions. I f you expect everyone t o be using a fairly current browser, choose one of t he 6.0 or m ore recent browser versions. When you m ake your choices wit h t he drop- down m enu, Word set s t he checkboxes below t o t he correct opt ions. File s. Under t he Files t ab, you can fine- t une t he way Word st ores files for your Web pages. Most Web pages consist of an HTML file and graphics files ( .j pg, .gif, or .png) . They can also include ot her files t hat relat e t o form at t ing and ot her t echnical det ails. I f you t urn on t he " Organize support ing files in a folder" checkbox, Word creat es a folder and st ores t he support files inside. I f your page is nam ed dickens.ht m , t hen t he folder is nam ed dickens_files. Pict u r e s. Web sit es look dram at ically different on different com put er m onit ors. Using set t ings on t he Pict ures t ab, you can choose t he opt ions for a " Target m onit or." I n effect , you're m aking a guess about t he t ype of m onit or your visit ors will use. I f you t hink m ost of your visit ors have fairly new deskt op and lapt op com put ers, you're probably safe using 800x600 are your t arget m onit or. Things will look okay on a bigger m onit or, and folks wit h sm aller m onit ors m ay need t o scroll around t o see everyt hing on t he page. I f m ost of your visit ors use Windows PCs, as in m any corporat ions, set t he " Pixels per inch" num ber t o 96. I f you t hink m ost of t hem will use Macs t o view your Web sit e ( in a school set t ing, for exam ple) , change t his num ber t o 72.

14. Creating Forms with Word Apply for a j ob, driver's license, or bank account , and you have t o fill out a form . Form s collect inform at ion, and every day it seem s t here's m ore inform at ion t o collect . I f you need t o creat e a form t o collect inform at ion, Word can help. Wit h Word, you can creat e form s t o print and hand t o som eone on paper, as well as com put er- based form s t hat you can dist ribut e by em ail or display as a Web page. This chapt er shows you how t o creat e bot h paper- and com put er- based form s, which you can do using t he t ools you've already learned in t his book. ( I f you're not fam iliar wit h t ables, you m ay want t o review Chapt er 10 first , since t ables are a big help when m aking form s.) The second part of t his chapt er shows you how t o m ake com put er- based form s using cont ent cont rolsobj ect s you insert int o Word docum ent s t o m ake it easier t o collect inform at ion. Cont ent cont rols let your audience fill in t he blanks, while prot ect ing t he perm anent t ext from changes or delet ions.

14.1. Creating a Paper Form Most form s have t he sam e basic elem ent sperm anent t ext and blanks. Perm anent t ext includes t hings like t he heading at t he t op of t he page, labels, and perhaps t ips on how t o fill out t he form . The blanks collect inform at ion from t he people filling out t he form . Take t he I RS 1040 I ncom e Tax form , for exam ple. On second t hought , scrat ch t hat t oo depressing. Suppose you're a m agazine dist ribut or creat ing a subscript ion form , and as incent ive you're running a sweepst akes so new subscribers get a chance t o win a Porsche ( Figure 14- 1 ) . This form has t he t wo basic elem ent s: perm anent t ext and blanks t o hold t he subscript ion inform at ion. You also want your form t o have som e checkboxes for folks t o choose which m agazines t hey want . The ent ire form can fit on t he back of a post card, which is great since it 's easy for people t o fill out t he form and m ail it in.

14.1.1. Using a Table to Design Your Form When you design a form , your prim ary concern is m aking it easy t o use. I f it 's difficult or hard t o fill out , chances are you'll get incom plet e and incorrect inform at ion. Spend m ost of your t im e organizing and arranging t he elem ent s on your form . Tables are a great t ool for t he j ob. Using t ables, you can keep t he labels and t he blanks next t o each ot her. You can organize t ext , pict ures, and ot her elem ent s wit h precision. As icing on t he cake, you can form at t he cells in t he t able t o provide visual clues. For exam ple, you m ay have cells wit h a whit e background color for labels, and cells wit h a blue background color for blanks t hat need t o be filled in. I n t he following st eps, you creat e a post card- sized form t hat collect s inform at ion for m agazine subscript ions and ent ries in t he Porsche sweepst akes ( Figure 14- 1 ) . To lay out t his paper- based form , you use a Word t able.

Figu r e 1 4 - 1 .

Tables are great tools for organizing the information in a form. Use separate cells for labels and the blanks that need to be filled in. It's helpful to give cells that need to be filled in a different background color from the permanent text.

1 . St a r t in g w it h a bla n k docu m e n t , ch a n ge t h e pa ge size t o Post Ca r d u sin g t h e com m a n d Pa ge La you t Pa ge Se t u p Size Post Ca r d. Ope n t h e Or ie n t a t ion m e n u ( Alt + P, O) , a n d t h e n ch oose La n dsca pe . Post Card is one of t he st andard sizes provided in Word. The dim ensions are 5.83" wide by 3.94" high. I t 's a good size for a post age- paid ret urn card. Like m ost post cards, you lay t his one out in Landscape ( horizont al) orient at ion. 2 . Ope n t h e M a r gin s t a b in t h e Pa ge Se t u p box w it h Pa ge La you t Pa ge Se t u p M a r gin s Cu st om M a r gin s. En t e r .2 5 in ch e s for a ll t h e m a r gin s: t op, bot t om , le ft , a n d r igh t . Word's st andard 1" m argins eat up t oo m uch space on a t iny post card. 3 . Sa ve t h e docu m e n t w it h t h e n a m e for m _ su bscr ipt ion .docx . Of course, you can nam e t he docum ent anyt hing you want . Using t he word form at t he beginning of t he nam e can help you ident ify it lat er. 4 . On t h e r ibbon ch oose I n se r t

Ta ble s

Ta ble

I n se r t Ta ble t o ope n t h e I n se r t

4. Ta ble box . I n t h e " N u m be r of colu m n s" box , e n t e r 4 , a n d in t h e " N u m be r of r ow s" box , e n t e r 1 6 . Click OK . The t able appears in your docum ent . The four colum ns are all t he sam e widt h. You can adj ust t hem lat er t o fit t he inform at ion you're collect ing in t he form . Tables are a great way t o separat e perm anent t ext from t he blanks t hat you want filled in. You separat e t he t ext from t he blanks by placing t hem in different cells and form at t ing t hose cells wit h different background colors. 5 . Se le ct t h e t a ble . Re m ove t h e ce ll bor de r s ( Alt + JT, BN ) , a n d t h e n t u r n on Gr idlin e s ( Alt + JL, TG) . I n t his st ep, you're applying basic form at t ing t o t he ent ire t able. To select t he t able, m ove your m ouse cursor over it . A but t on appears near t he upper- left corner of t he t able. Click t he but t on t o select t he ent ire t able. Borderlines m ake t he print ed form look t oo busy, so you rem ove t hem wit h t he short cut Alt + JT, BN. On t he ot her hand, it 's helpful t o have non- print ing gridlines as you design your form , so you t urn on t he gridlines. Tip: You can toggle gridlines on and off as needed. Just use the View Gridlines button on the left side of the Table Tools | Layout tab (Alt+JT, TG).

6 . D r a g t o se le ct t h e fou r ce lls in t h e fir st r ow , a n d t h e n m e r ge ce lls t o cr e a t e a sin gle ce ll w it h Ta ble Tools La you t M e r ge M e r ge Ce lls or Alt + JL, M . Type N a m e in t h e fir st r ow . This st ep lays out t he Nam e field for your form . The first row holds t he label " Nam e," and t he second row is a blank where people will writ e t heir nam e. 7 . I n t h e sa m e w a y, se le ct a n d m e r ge t h e ce lls in t h e se con d r ow , a n d t h e n for m a t t h e sin gle ce ll w it h a ligh t sh a de of blu e ( Alt + JT, H ) . The result s should look som et hing like Figure 14- 2 . Repeat st eps 6 and 7 in t he t hird and fourt h row t o creat e a field for t he st reet address. Aft er you m erge t he cells, t ype Address in t he t hird row. Use t he sam e color t o shade t he fourt h row where subscribers will writ e in t heir st reet address or P.O. box. 8 . Click w it h in t h e ce ll in t h e t h ir d colu m n on t h e fift h r ow , a n d t h e n pr e ss Alt + JL, P t o ope n t h e Split Ce lls box . I n t h e " N u m be r of colu m n s" box t ype 2 , a n d t h e n click OK . You've split t his cell int o t wo cells t o m ake room for m ore pieces of inform at ion.

Figu r e 1 4 - 2 .

Each field in this magazine subscription form has a label that describes the contents of the field and a blank shaded area where a subscriber provides details like name, address, and choice of magazine.

9 . On t h e fift h r ow , t ype Cit y, St a t e , a n d Zip code in t h e fir st , t h ir d, a n d fift h ce lls . The em pt y cells bet ween each of t hese fields keep t hem from running t oget her and m ake it easier for subscribers t o ent er t heir inform at ion. 1 0 . Cr e a t e m a t ch in g bla n k ce lls be low Cit y, St a t e , a n d Zip code , w h e r e su bscr ibe r s w ill e n t e r t h e ir de t a ils . Split t he t hird colum n as you did in t he st ep above ( Alt + JL, P) . Shade t he first , t hird, and fift h cell under t he labels. Adj ust t he colum n widt hs t o provide t he right am ount of space for each of t he fields Cit y, St at e, and Zip code ( Figure 14- 3 ) . 1 1 . I n r ow s 8 t h r ou gh 1 4 , cr e a t e se ve n fie lds w it h t h e n a m e s of m a ga zin e s for su bscr ibe r s t o ch oose fr om . I n t he first colum n, t ype t he m agazine nam es. Then, in t he second colum n, t ype a subscript ion rat e. The t hird colum n serves as a checkbox, so shade it wit h your fill- in- t he- blank blue ( Alt + JT, H) . Put a border around each of t he checkboxes ( Alt + JT, BA) so subscribers can clearly underst and how t o use t hem . 1 2 . I n t h e le ft m a r gin , dr a g t o se le ct t h e r ow s w it h m a ga zin e n a m e s, su bscr ipt ion r a t e s, a n d ch e ck box e s, a n d t h e n a dj u st t h e colu m n w idt h s ( Figu r e 1 4 - 4 ) . For exam ple, drag t he vert ical gridlines so t hat t he m agazine t it les fit on one line. You can also reduce t he colum n widt h so t hat t he checkboxes act ually look like boxes inst ead of rect angles.

1 3 . I n t h e bot t om r ow , t ype D o you w a n t t o w in a Por sch e , a n d t h e n cr e a t e a ch e ck box e x a ct ly a s de scr ibe d in st e p 1 1 . I n ot her words, adj ust and form at one of t he cells in t he bot t om row t o m at ch t he checkboxes in t he rows wit h m agazine nam es.

Figu r e 1 4 - 3 .

To make adjustments to the width of the cells, select both rows. Move the mouse cursor to the left margin, and then drag to select the two rows. Drag the vertical gridlines to adjust the column width. The columns for both rows move independently of the rows on the form.

Figu r e 1 4 - 4 .

In addition to boxes where subscribers enter their information, this form has checkboxes where they select magazines. If necessary, use the Eraser (Alt+JT, E) and the Draw Table (Alt+JT, D) tools to clean up the borders around the checkboxes.

1 4 . Se le ct a n d t h e n m e r ge t h e ce lls ( ALT+ JL, M ) in t h e low e r - r igh t cor n e r of t h e for m , a n d t h e n cr e a t e a big, bold m e ssa ge t o e n t ice su bscr ibe r s . Type a m essage t hat you t hink will encourage people t o subscribe. Big and bold is always good for a sales pit ch, so bum p up t he font size ( Alt + H, FS) t o m ake your m essage fill t he space ( bet ween 14 and 18 point s should do t he t rick) . For bold t ype, click Hom e Font Bold ( Alt + H, 1) . Change t he color t o som et hing cat chy wit h Alt + H, FC. Cent er t he t ext in t he cell bot h horizont ally and vert ically t o set it off from t he rest of t he form . Use t he com m and Table Tools | Layout Alignm ent Align Cent er or Alt + JL, CC. When you're done, your form should look like Figure 14- 1 . I t should be easy for subscribers t o give you t he inform at ion you need t o sign t hem up. There's no confusion about t he inform at ion you need and how t hey should give it t o you. The form works great as a post cardespecially wit h t he reply address and post age on t he ot her side. ( You can m ail t he post card as fit s in an envelope, or it can be t ucked int o a m agazine or newspaper.)

14.2. Creating a Computer Form Print ed form s are fine, but t hey have a drawback: Sooner or lat er, som eone has t o m anually t ake t he inform at ion from t he form and t ransfer it t o address labels or a dat abase t o use it . This process is t im e- consum ing and subj ect t o error. I f your subscribers in t he exam ple above filled out a com put er form , t hen you wouldn't have t o ret ype t he inform at ion t o use it . You can em ail your form t o subscribers and have t hem fill it out in Word, but t he problem wit h t hat is obvious. Anybody wit h Word can also edit your form , even delet ing im port ant inform at ion and ret urning you som et hing useless. ( Or worse, what if t hey change your subscript ion rat es?) You can solve t his problem by using Word's cont ent cont rols. Wit h cont ent cont rols, you can lock up your form so bum bling or ill- int ent ioned folks can't change it , but t hey can t ype t he inform at ion you need. You can creat e cust om ized and clearly labeled t ext boxes and drop- down m enus t o m ake it easy for people t o fill in j ust t he inform at ion you're looking for. Cont ent cont rols do ot her useful t hings, t oo, especially when it com es t o using t he inform at ion you collect . ( Each cont ent cont rol has a nam e t hat ot her program s can use t o ext ract inform at ion from your form .)

14.2.1. Understanding Content Controls Microsoft provides several different t ypes of cont ent cont rols t hat you can plug int o your docum ent seach designed t o collect inform at ion in different ways. Here's a descript ion of t he different cont ent cont rols you can insert int o your docum ent s: Rich Te x t . Text boxes t hat hold a paragraph of form at t ed t ext . Great for areas where people need t o fill in inform at ion. For exam ple, use a t ext box for t he Nam e field in a form . The m ain advant age of t he Rich Text cont rol over t he plain t ext cont ent cont rol ( m ent ioned next ) is t hat t he t ypist can apply different form at t ing t o t he t ext wit hin t he t ext box. For exam ple, you can t ype " The Missing Manual." Te x t . For m ost form s, you should use t he plain Text box. Use t he Rich Text cont ent cont rol when t he cont ent needs elaborat e form at t ing. You can form at t he words in a Text cont ent cont rol, but all t he words are form at t ed t he sam e. One m aj or advant age of plain t ext boxes is t hat t hey can hold m ore t han one paragraph. Rich Text cont ent cont rols perm it only one paragraph. Pict u r e . A cont ent cont rol t hat holds pict ures, which can be anyt hing from a phot o t o a chart t o a com pany logo. Suppose you are creat ing an em ployee form wit h cont act inform at ion for each em ployee in your com pany. Wit h t he Pict ure cont rol, you can include a phot o as well. Com bo Box . Shows a list of opt ions and includes a t ext box for ent ries not on t he list . Use a com bo box t o provide suggest ed opt ions and st ill perm it som eone t o ent er t heir own inform at ion.

D r op- D ow n List . This cont ent cont rol let s you show your readers a list of opt ions, j ust like t hose real- live drop- down m enus on Web sit es and com put er program s. Drop- down list s lim it t he opt ions som eone can choose from . For exam ple, you give people t wo choices: eit her yes or no. Or you give t hem a choice of 50 st at es. Drop- down m enus also help elim inat e incorrect or m isspelled ent ries. D a t e Pick e r . A calendar t ool t hat let s your readers easily ent er a dat e in a form at t hat Word underst ands, wit hout t ypos. Bu ildin g Block Ga lle r y . Building blocks are predesigned, preform at t ed chunks of t ext , pict ures, and ot her cont ent t hat people can insert int o docum ent s. Le ga cy Tools . These are cont rols and t ools t hat were used in previous versions of Word. They don't have t he sam e capabilit ies for sharing inform at ion as Word's new cont ent cont rols, so unless you need t o edit a form developed in an older version of Word, avoid t he legacy cont rols.

14.2.2. Displaying the Developer Tab When you creat e a com put er form for ot her people t o use, you graduat e from t he ranks of a m ere Word worker bee t o a Word developer. But don't worryyou don't have t o don a propeller beanie yet . Your first st ep on t he developer pat h doesn't involve learning a program m ing language or delving int o your PC's innards. I nst ead, you're going t o learn how t o m ake Word do m ore of t he work for you. To do so, you use ribbon m enus and but t ons j ust like t he ones you've been using all along. But first , you have t o m ake t hose t ools appear on t he ribbonby adding t he Developer t ab. This t ab has t he t ools for insert ing cont ent cont rols int o your docum ent s. The Developer t ab also let s you record m acros, edit Visual Basic code, and work wit h XML docum ent s ( as described in t he next chapt er) . Since m ost people rarely use t hese t ools, you don't see t he Developer t ab when you first inst all Word. Here's how t o bring it out of hiding:

1 . Ch oose Office bu t t on

W or d Opt ion s .

You can also use t he short cut Alt + F, I t o open t he Word Opt ions box. You can locat e several but t ons on t he left side of t he box. You find t he Developer t ab set t ings in t he Popular panel. ( I f it 's not select ed, t hen click t he Popular but t on at t he t op of t he list .) 2 . N e a r t h e t op of t h e w in dow , t u r n on t h e " Sh ow D e ve lope r t a b in t h e Ribbon " ch e ck box . Several checkboxes at t he t op of t he window t urn t he described set t ings on and off. Tip: While you're here, take a look at the "User name" box near the bottom. Your name is probably in the box; if not, enter it now. Word uses the name in this box for the Author field in every document.

3 . Click OK t o close t h e W or d Opt ion s box .

When you close Word Opt ions, you see t he new Developer t ab on t he ribbon ( Figure 14- 5 ) . When you click t he t ab, you m eet som e geeky- looking t ools in t he following groups: Code, Cont rols, XML, Prot ect , and Tem plat es.

Figu r e 1 4 - 5 .

Most of the tools you use for forms reside in the Developer tab's Controls group. The small icons to the right are the content controls used for forms. The Design Mode button is a toggle. In Design Mode, you can change the settings and properties of the content controls in your document. The Properties button opens the selected control's Properties dialog box (see Figure 14-7 ).

14.2.3. Adding Content Controls to Your Form Earlier in t his chapt er you creat ed a form dest ined for t he print er. Subscribers fill in t he blanks on paper and ret urn t he form t o you physically. Then you use t hat inform at ion t o sign t hem up for m agazine subscript ions. I n t his sect ion, you t ake t he paper- based form and m odify it t o work as a com put er- based form . You add cont ent cont rols and prot ect t he form , so subscribers can fill in t he blanks but can't m ess wit h t he rest of it . The cont ent cont rols also m ake it easy for a dat abase or som e ot her program t o ret rieve t he inform at ion from t he Word form . I n t his t ut orial, you insert cont ent cont rols in each of t he spot s on t he form t hat had blanks or checkboxes t ext boxes and drop- down list s, respect ively. Finally, you use t he Developer Prot ect set t ings t o rest rict t he kinds of changes your pot ent ial subscribers can m ake t o t he docum ent .

14.2.3.1. Adding text boxes to your form Text boxes let your readers t ruly fill in t he blanks wit h t heir own inform at ion. Or you can rest rict what t hey can ent er using t he Prot ect set t ings, as you see lat er in t his t ut orial. But first , you m ust add t he

t ext box t o your docum ent using t he Developer

Cont rols t ools.

To get st art ed, open t he post card form you creat ed in Sect ion 14.1.1 ( or creat e it now) . Or m ake a form t hat pert ains t o one of your own proj ect s. Then follow t hese st eps:

1 . Click w it h in t h e se con d r ow of t h e t a ble ( u n de r t h e N a m e la be l) , a n d t h e n ch oose D e ve lope r Con t r ols Te x t t o in se r t a Te x t con t e n t con t r ol ( Figu r e 1 4 - 6 ) . Two t ypes of Text cont ent cont rols are available: Rich Text cont rols t hat readers can form at and plain t ext cont rols, which sim ply st ore t he charact ers wit hout form at t ing. Plain t ext cont rols t ake on t he form at t ing of t he paragraph. For t his exam ple, you j ust want t o collect t he raw inform at ion, so you use plain t ext cont rols t hroughout t his exam ple, since form at t ing isn't an im port ant part of t he j ob. Plain t ext alm ost m akes it easier for ot her program s such as FileMaker and or CGI script t o read t he inform at ion.

Figu r e 1 4 - 6 .

Content controls look like text boxes, with a tab that displays the control's title. Don't fret if the box appears to be too small for the content it will hold. Word's text controls automatically adjust to fit the text typed into them.

2 . W it h t h e con t e n t con t r ol st ill se le ct e d on t h e r ibbon , ch oose D e ve lope r Pr ope r t ie s or pr e ss Alt + L, L . The cont rol's Propert ies box opens ( Figure 14- 7 ) .

Con t r ols

3 . I n t h e Tit le t e x t box , t ype N a m e . I n t h e Ta g t e x t box , t ype Su bscr ibe r . Oft en, you use t he sam e word for t he t it le ( which is what you call t he cont rol) and t he t ag ( which is what soft ware program s call t he cont rol behind t he scenes) , but it 's not a requirem ent . 4 . Tu r n on t h e " Con t e n t con t r ol ca n n ot be de le t e d" ch e ck box bu t le a ve t h e ot h e r box e s t u r n e d off . When people use your form , t hey won't be able t o inadvert ent ly or purposely delet e t he cont rol, but t hey will be able t o t ype in new t ext .

Figu r e 1 4 - 7 .

Using the Content Control Properties dialog box, you can change the appearance and the behavior of your form's text boxes, drop-down lists, and other controls. For example, you can choose whether controls allow multiple paragraphs and whether they can be changed or deleted. You can find different options for different types of controls, as described in much greater detail in Section 14.2 .

5 . Sim ila r ly, in r ow fou r , in se r t a Te x t con t e n t con t r ol for t h e a ddr e ss lin e ( Alt + L, E) , a n d t h e n se t t h e pr ope r t ie s ( Alt + L, L) . For t he address cont rol, t ype Address int o t he Tit le and Tag t ext boxes. Turn on t he " Cont ent cont rol cannot be delet ed" and " Allow carriage ret urns ( m ult iple paragraphs) " checkboxes. The lat t er opt ion let s subscribers ent er m ult iparagraph address lines. For exam ple, t hey m ay want t o include a com pany nam e or a suit e num ber wit h t heir address. I n t he sam e way, add cont ent cont rols for t he ot her address it em s in t he form : Cit y, St at e, and Zip code.

14.2.3.2. Adding drop-down lists to your form Drop- down list s give your subscribers m uch less leeway. The only way t hey can ent er inform at ion wit h a drop- down cont rol is by choosing one of t he it em s on t he list or not . On t he ot her hand, dropdown list s can m ake everyone's life easier by guiding your readers t oward expect ed responses and elim inat ing t he possibilit y of m ist yped ent ries. Adding drop- down list s is j ust like adding t ext boxes, alt hough t he propert ies are, of course, different . Tip: The properties for all of Word's content controls are described later in this chapter. To insert a different content control, like a date picker, follow the steps outlined here, and then flip to Section 14.3 to find out how to set the properties.

Like t he previous t ut orial, t hese st eps assum e you've already creat ed t he post card form in Sect ion 14.1.1 .

1 . For e a ch m a ga zin e a n d t h e Por sch e sw e e pst a k e s, a dd a dr op- dow n list ( Alt + L, O) . Use t he keyboard short cut or Developer Cont rols Drop- Down List t o insert t he cont rols. At first , t he newly insert ed cont rols m ay bend your t able out of shape. You can change t hat as you set t he propert ies for t he cont rols. 2 . Ope n t h e pr ope r t ie s box ( Figu r e 1 4 - 8 ) for t h e dr op- dow n list ( Alt + L, L) . When you first open t he propert ies box, only one Display Nam e appears in t he list : " Choose an it em ." For t he subscript ion form , you want subscribers t o choose " Yes" or " No" t o t ell you whet her t hey want t o receive a m agazine.

Figu r e 1 4 - 8 .

When you create a drop-down menu, you define the items shown on the menu in the Content Control Properties box. This box contains two menu items: Yes and No. If Yes is selected, the content control stores the value 1. If No is selected, the control stores 0.

Each display nam e can also have a value assigned t o it . The value is t he dat a com put er program s use when t hey process t he inform at ion collect ed by t he form . 3 . I n t h e box a t t h e bot t om of t h e Con t e n t Con t r ol Pr ope r t ie s dia log box , click t h e D ispla y N a m e " Ch oose a n it e m ," a n d t h e n click t h e M odify bu t t on on t h e r igh t . The Modify Choice box opens where you can change t he Display Nam e and t he Value. 4 . I n t h e D ispla y N a m e box , t ype Ye s, a n d in t h e Va lu e box , t ype t h e n u m be r 1 . Click OK t o close t h e box . When your subscribers say " Yes," t hey want t o receive a m agazine, t he dropdown list records t he inform at ion as t he value 1. Since you're using a num erical value inst ead of j ust Yes or No, anot her program like a dat abase can do cool t hings like add up how m any m agazines you've sold. Next , you need t o add t he No opt ion t o t he drop- down list , and t o do t hat you have t o add anot her nam e t o t he Display Nam e list . 5.

5 . Click t h e Add bu t t on t o ope n t h e Add Ch oice box . Apart from t he nam e, it looks ident ical t o t he Modify Choice box. I n t he Display Nam e box, t ype No , and in t he Value box, t ype t he num ber 0 . Repeat t he st eps t o creat e Yes/ No drop- down list s for t he rest of t he m agazines and t o ent er t he Porsche sweepst akes.

14.2.4. Protecting Your Computer-Based Form When you creat e a form for ot hers t o use, you want t hem t o fill in t he blanks and provide inform at ion. You don't want t hem t o delet e t he explanat ory t ext or t he cont ent cont rols you've carefully placed in t he form . You have different ways t o prot ect a docum ent , but t he m ost com m on m et hod is t o lock t he ent ire docum ent so t hat t he only t hing people can do is provide inform at ion in t he cont ent cont rols. Open t he form you creat ed in t he previous t wo t ut orials, or any Word docum ent you want t o prot ect before you dist ribut e it , and t hen follow t hese st eps:

1 . Ch oose D e ve lope r Edit in g .

Pr ot e ct

Pr ot e ct D ocu m e n t

Re st r ict For m a t t in g a n d

The Rest rict Form at t ing and Edit ing panel is divided int o t hree num bered groups ( Figure 14- 9 ) . I n t he first group, " Form at t ing rest rict ions," you lim it t he way ot her people can form at your docum ent . Leave t his alone for now. The second group, " Edit ing rest rict ions," has a checkbox and a drop- down m enu. 2 . Tu r n on t h e " Allow on ly t h is t ype of e dit in g in t h e docu m e n t " ch e ck box , a n d t h e n ch oose " Fillin g in for m s" fr om t h e dr op- dow n m e n u . This set t ing m akes it so people can t ype int o t ext boxes and m ake select ions from drop- down list s, but t hey can't , say, change t he t ext or t he st ruct ure of your docum ent 's t able. 3 . I n t h e t h ir d gr ou p, click t h e " Ye s, St a r t En for cin g Pr ot e ct ion " bu t t on t o pr ot e ct you r docu m e n t fr om ch a n ge s . The St art Enforcing Prot ect ion box appears giving you t he opport unit y t o password- prot ect your docum ent . I f you password- prot ect t he docum ent , only you or som eone wit h t he password can m ake changes t o t he docum ent 's prot ect ion set t ings. ( Password prot ect ion doesn't prevent anyone from filling in t he t ext boxes or using t he ot her cont ent cont rols.) 4 . A pa ssw or d isn 't n e ce ssa r y for t h is e x a m ple , so j u st click OK . The Rest rict Form at t ing and Edit ing panel changes, showing one but t on t hat reads St op Prot ect ion. You can use t his but t on t o st op prot ect ion at any t im e, so you can edit t he form . For now, close t he panel by clicking t he X in t he upper- right corner.

Figu r e 1 4 - 9 .

The Restrict Formatting and Editing panel is divided into three parts. The first part lets you limit the way people can format your document. The second part lets you limit the way they can edit your document. The third part provides a button that lets you turn on the protection.

5 . Sa ve t h e for m a s a t e m pla t e Office bu t t on n a m e for m _ su bscr ipt ion .dot x .

Sa ve As

W or d Te m pla t e w it h t h e

By saving t he form as a t em plat e, you can creat e new docum ent s from t he t em plat e, while leaving t he original unt ouched. Tem plat es are great for form s like t his one. You can send each pot ent ial subscriber a new docum ent t o fill in, while your t em plat e rem ains bland and unchanged, ready for t he next happy cust om er ( Figure 14- 10 ) .

Figu r e 1 4 - 1 0 .

The completed computer-based form looks very similar to the paper-based subscription form. The difference is that it has content controls instead of blank boxes. The content controls help to manage the information you collected and give you a way to protect the form from unwanted changes.

POWER USERS' CLINIC The InfoPath Alternative I f you're really serious about creat ing form s and working wit h inform at ion t hat 's collect ed t hrough form s, consider using Microsoft 's I nfoPat h. One of t he program s in t he Office fam ily, I nfoPat h is designed t o creat e form s t hat collect dat a for use by dat abases and ot her program m ing t ools. I nfoPat h can im port and convert form s you've already creat ed in Word or Excel. I nfoPat h is m ore

powerful t han Word because it has an ext ensive set of t ools specifically for creat ing form s and checking t he inform at ion people t ype in. For exam ple, you can creat e a phone or Zip code cont ent cont rol t hat accept s only num bers. You can creat e a dat e picker for people's dat e of birt h t hat won't accept a dat e t hat 's in t he fut ure. I nfoPat h is also set up t o creat e form s t hat can collect inform at ion on Web pages or via em ail. Wit h Office 2007, Microsoft has shift ed form creat ion responsibilit ies from t he t radit ional Office program s ont o t he shoulders of I nfoPat h. Part of t he reason for t his shift m ay have t o do wit h beefing up securit y and prevent ing people from using m acros and cont rols t o creat e m alicious program s in Word, Out look, and Excel.

14.3. Setting Properties for Content Controls Word's new cont ent cont rols are rem arkably powerful t ools, especially when you com bine t hem wit h t he XML feat ures t hat are built int o Word's new file form at s. You det erm ine how a cont rol looks and act s by edit ing it s propert ies. I f you used Visual Basic for Applicat ions ( VBA) in previous versions of Word, you're probably fam iliar wit h fine- t uning a cont rol's propert ies, but you m ay be surprised when you open t he Propert ies box for one of t he new cont ent cont rols. You find fewer propert ies, and m ost of t he set t ings won't look fam iliar. Microsoft is phasing out t he old cont rols, in part , for securit y reasons. Earlier versions of Visual Basic for Applicat ions com bined wit h Act iveX cont rols were a playground for t he folks who creat e com put er viruses and ot her nast ies. ( I f necessary, you can st ill insert t he old VBA- st yle t ools on t he Legacy Tools m enu.) The new cont ent cont rols also work seam lessly wit h XML codewhich is a new st andard for docum ent s and exchanging inform at ion. This arrangem ent m akes it easy for anot her com put er syst em t o read t he inform at ion collect ed in your form . One of t he best t hings about cont rols is t hat you can lock t hem ( using t wo checkboxes in t he Propert ies box) t o prevent people from delet ing t hem or edit ing t he cont ent s. I n addit ion, each cont ent cont rol has it s own specific propert ies. For exam ple, t he Dat e Picker cont rol let s you specify a display form at t o show dat es such as 10/ 1/ 2006; Sunday, Oct ober 1, 2006; and j ust about every variat ion in bet ween. For t he plain t ext cont rol, you have an " Allow carriage ret urns ( m ult iple paragraphs) " opt ion, as a way t o let readers creat e m ult iple paragraphs wit hin a single t ext box. To open t he Propert ies box for a cont ent cont rol, swit ch t o Design Mode ( Developer Cont rols Design Mode) . Select t he cont rol, and t hen go t o Developer Cont rols Propert ies. The Cont ent Cont rol Propert ies box opens. Different cont rols have different propert ies t hat you can t weak. Here's a quick rundown: The Tit le appears in your docum ent on t he cont ent cont rol's t ab. I f you don't give your cont ent cont rol a nam e, Word leaves t he t aband t he Tit le fieldblank. The Ta g m ay sound like j ust anot her nam e t o you, but it 's im port ant t o com put er program s. They use t he Tag t o ident ify and t hen read or writ e t o t he cont ent s in your cont rol. Use t he Con t e n t con t r ol ca n n ot be de le t e d box t o keep people from delet ing t he cont rols in your form when t hey fill in t he inform at ion. Use t he Con t e n t con t r ol ca n n ot be e dit e d if you don't want people t o change t he cont ent s of t he cont rol. I t 's unlikely you'd use t his for a form , but for ot her t ypes of docum ent s, you m ay want t o show som eone inform at ion in a cont rol wit hout let t ing t hem change it . Use t he Allow ca r r ia ge r e t u r n s ( m u lt iple pa r a gr a ph s) box t o perm it people t o put several paragraphs in a Text cont rol. Turn on Re m ove con t e n t con t r ol w h e n con t e n t s a r e e dit e d t o creat e prom pt s in your docum ent s. Aft er som eone t ypes in t ext , t he cont ent cont rol disappears, and t he t ext t akes it s

place in t he docum ent . Bot h t he Com bo Box and t he Drop- Down List have D r op- D ow n List Pr ope r t ie s where you provide words and opt ions for t he list s. The Dat e Picker has several unique propert ies including D ispla y t h e da t e lik e t h is where you choose t he form at for t he dat e ( 12/ 25/ 2006; Monday, Oct ober 1, 2006; and so on) . Loca le and Ca le n da r t ype are also used t o cont rol t he way dat es are shown in different regions and languages. The St or e XM L con t e n t s in t h e follow in g for m a t w h e n m a ppe d opt ion is used t o com m unicat e dat e inform at ion t o ot her program s. The Building Block Gallery cont rol uses Ga lle r y and Ca t e gor y propert ies t o select specific building blocks t hat can be insert ed in t he docum ent . The following t able has a com plet e list of t he available propert ies for each cont rol.

Ta ble 1 4 - 1 . Con t e n t Con t r ol Pr ope r t y: Tit le Tag Use a st yle t o form at cont ent s Cont ent cont rol cannot be delet ed Cont ent s cannot be edit ed Allow carriage ret urns ( m ult iple paragraphs) Rem ove cont ent cont rol when cont ent s are edit ed Drop- Down List Propert ies Display t he dat e like t his Locale Calendar t ype St ore XML cont ent in t he following form at when m apped Gallery

Rich Te x t

Te x t Pict u r e

Com bo Box

DropD ow n List

Date Pick e r

Bu ildin g Block Ga lle r y

Con t e n t Con t r ol Pr ope r t y: Cat egory

Rich Te x t

Te x t Pict u r e

Com bo Box

DropD ow n List

Date Pick e r

Bu ildin g Block Ga lle r y

14.4. Testing Your Form The final st ep for any form , whet her it 's a print ed form or com put er- based, is t o t est it in t he real world. When you've creat ed a form yourself from t he ground up, you probably t hink everyt hing looks perfect ly clear and self- explanat ory. But what 's clear t o you, t he creat or, m ay not be clear t o som eone else.

14.4.1. Testing Your Printed Form Hand out copies of your print ed form t o friends and coworkers t o fill out . List en t o t heir quest ions and see if t hey fill out everyt hing as you expect ed. Ask t hem if t here's any way you could change t he form t o m ake it easier for t hem . Do t hey underst and what 's being asked for in each field? I s t here enough room for t hem t o writ e in t heir response? Are t here part s of t he form t hat are confusing? Do you need t o provide m ore det ailed inst ruct ions? The answers t o t hese quest ions will help you find t he weaknesses in your form as well as places you can m ake im provem ent s. Then, it 's back t o Word t o m ake t he changes. I deally, follow all your changes wit h anot her round of t est ing.

14.4.2. Testing Your Computer-Based Form You need t o t est your com put er- based form s in t he sam e way. But even before you t urn your com put er form s over t o your guinea pigs, you need t o t est t hem t o m ake sure everyt hing is in working order. Can you t ype in t he t ext boxes? Can you choose it em s from t he drop- down list s? Does t he prot ect ion prevent you from m aking changes t o t he perm anent t ext ? I s t he t em plat e working properly, let t ing you open copies of t he docum ent while leaving t he original int act ? Aft er you've t est ed t he com put er- based form on your com put er, copy it t o anot her com put er or ask a coworker t o t est it out . I t 's im port ant t o t est your proj ect on several different com put ers including deskt ops and lapt ops and any ot her device your t arget audience m ay use.

15. Word's XML Connection XML is one of t hose warm and cozy com put er acronym s t hat t he pocket prot ect or set seem s t o love. The fact t hat XML st ands for eXt ensible Markup Language doesn't m ake it sound any friendlier. I f you use Word t o writ e let t ers t o your aunt or t o writ e t he Great Am erican Novel, you probably don't have t o worry t oo m uch about XML. On t he ot her hand, if you work in an office or wit h groups of people and need t o share inform at ion, XML can help. I f t he previous chapt er on form s caught your int erest , t hen you definit ely want t o learn XML basics. Used by com put ers and com panies big and sm all, XML is an indust ry- wide st andard t hat breaks t hrough t he Babel of incom pat ible com put er dat a and files. XML isn't a Microsoft creat ion; it 's a st andard language used t o describe inform at ion. and it 's growing in popularit y. This chapt er won't t urn you int o an XML Xpert , but it will acquaint you wit h t he ideas behind XML. You also learn about t he connect ions bet ween XML and Word 2007. Office 2007 has new docum ent file form at s for Word, Excel, and PowerPoint , all of which are based on XML. I n t his chapt er, you have a chance t o see t hese form at s from t he inside. You learn how t o insert XML t ags int o your docum ent and how t o decipher som e of t he m yst eries inside an XML docum ent file.

15.1. What's XML and Why Should I Care? Alm ost 400 years ago, t he English poet John Donne proclaim ed, " No m an is an island." What would he t hink t oday wit h everyone t et hered t o each ot her over com put er net works? Yet , in spit e of all t he connect ions, it 's st ill hard t o share inform at ion. Different com put ers and different program s speak different languages. Expert program m ers have spent years t rying t o m ake Macs and PCs com m unicat e, and t hey st ill haven't fully succeeded. So im agine how m uch m ore of a challenge it is t o get PCs t o t alk t o t hose big com put ers at banks, insurance com panies, and airline reservat ion desks. XML offers a way for all t hese m achines and t heir program s t o pass bit s and pieces of inform at ion back and fort h.

15.1.1. How XML Works The basic idea behind XML is pret t y sim ple. I n XML, descript ive t ags are placed around a piece of inform at ion, like so: < TI TLE> A Tale of Two Cit ies< / TI TLE> That way, any program ( or even a percept ive hum an) can see t hat t he inform at ion inside t he t ags is a t it le. So, a program at a bookst ore m ay plug t his t it le inform at ion int o a sales and invent ory dat abase, while a Word docum ent at a publishing house m ay insert t he sam e inform at ion int o a press release t o prom ot e t he book. ( See t he box below for a quick course in t ags.)

UP TO SPEED XML & HTML's Common Ancestors I f t he XML t ags such as t his one, < t it le> A Tale of Two Cit ies< / t it le> , look fam iliar, you've probably dabbled in HTML, t he language t hat 's used t o define pages on t he Web. There's a good reason why XML and HTML docum ent s look sim ilart hey share a com m on ancest or, SGML ( St andard Generalized Markup Language) . All t hese languages use sim ilar t ags t o m ark up docum ent s, but t hey were creat ed for different j obs. SGML was designed t o do j ust about anyt hing, but it 's so com plicat ed and difficult t hat it doesn't see m uch use. XML and HTML have m ore m odest goals, so t hey're not only easy t o use, but t hey're also being used m ore and m ore all t he t im e. HTML is designed t o form at inform at ion sent over t he I nt ernet so t hat it can be viewed as pages. XML was developed for sharing inform at ion bet ween different com put er syst em s and program s. H TM L st ands for Hypert ext Markup Language. I n com put er lingo, hypert ext is t ext wit h links. By clicking t hese links, you t ravel from one docum ent t o anot her. HTML is t he language t hat defines t he links in hypert ext . I t also describes form at t ing for

t he t ext and links pict ures and ot her m edia t o Web pages. XM L serves a different funct ion. I nst ead of describing t he way a docum ent looks, XML describes t he inform at ion wit hin a docum ent . For exam ple, m arkup t ags in XML wrap around a word, a num ber, or a paragraph. They say, " This is t he com pany nam e," " t his is t he t elephone num ber," " t his is a st ock quot e," and " t his is a rhinoceros." Of course, you know what , say, a t elephone num ber looks like, but XML's purpose isn't t o t ell hum ans about t he t elephone num ber; it s purpose is t o t ell ot her program s and ot her com put ers about t he t elephone num ber. XML describes t he part s of a docum ent so t hat anot her program can ident ify t hose part s and t hen use t hem .

15.1.2. The Advantages of XML As a way of sharing inform at ion bet ween people and com put ers, XML has a lot of advant ages over t he files creat ed by a specific program like Word, Excel, or Access. Here are som e of t he advant ages: XM L ca n be r e a d by h u m a n s. There's no real m yst ery behind XML docum ent st hey're based on st andard t ext . So, if you need t o, you can read a docum ent wit h XML code and figure out what kind of inform at ion it cont ains. I f you're so inclined, you can even m ake sim ple edit s using a program like Not epad or Wordpad. XM L docu m e n t s ca n be e a sily se n t ove r t h e I n t e r n e t or ove r a bu sin e ss n e t w or k. Because t hey're j ust t ext files, it 's j ust as easy t o send an XML docum ent over t he I nt ernet or an int ernal com pany net work as it is t o send a Web page. XM L file s a r e n 't t ie d t o a pa r t icu la r ope r a t in g syst e m or a n y pa r t icu la r pr ogr a m . I t 's not difficult t o writ e a program t hat can read an XML file and use t he inform at ion inside. ( Well, it 's not difficult for people who know how t o writ e program s.) Program s are available for j ust about every t ype of com put er around t oday. Equally im port ant , years from now program s will exist for Windows 2027 and Mac OS XXX t hat can read and use XML files and inform at ion. XM L isn 't ow n e d by a n y on e com pa n y. Microsoft doesn't own t he XML st andard and neit her does any ot her com pany. I t 's free t o use XML in a new program or t o use it on your com put er net work.

15.2. XML and Word's New File Format Office 2007 uses XML in a big way. Word, Excel, and PowerPoint each have a new docum ent file form at t hat 's based on XML. The file form at s, like Word's .docx and .dot x files, are sm art er, sm aller, and t ougher t han t he previous docum ent files. W h y a r e t h e n e w file s sm a r t e r ? Your Word 2007 docum ent file is essent ially a package t hat cont ains several XML files, as shown in Figure 15- 1 . Each XML file describes a different part of t he Word docum ent . For exam ple, one part of an XML file describes im ages, anot her part t hat describes headers, and anot her part t hat describes t he m ain body of t he docum ent . I f you creat e cust om XML elem ent s in a Word docum ent , t hey're st ored in a special dat ast ore folder. As a result , ot her program s can reach in and use part s of your Word docum ent s. Now t hat 's sm art . W h y a r e t h e n e w file s sm a lle r ? All t hese XML files are st ored in a single Word file t hat 's com pressed t o m ake it sm aller. Sm aller files t ravel fast er when you send t hem over t he I nt ernet , which is a big advant age in t oday's world. Microsoft adopt ed t he well- known Zip st andard t o com bine all t he files and t hen com press t he whole shebang. Any ot her program even a non- Microsoft program t hat can open Zip files can easily open and work wit h t he innards of a Word file. ( Feeling brave? See t he box in Sect ion 15.2.1 t o learn how t o t ake a peek inside one of your Word files.)

Figu r e 1 5 - 1 .

The new file format for Word documents (and other Office documents) consists of XML files combined in a Zip file. This figure shows what a Word file looks like on the inside. The XML files describe different parts of the document. The document.xml file holds the text for the document. The fontTable.xml file has details about the fonts used in the document.

Note: You may be familiar with Zip compression if you've used programs like WinZIP. Just how much Zip shrinks a file depends on the content. In some cases, if the stars are aligned properly, Zip can reduce a file to about a quarter of its original size.

W h y a r e t h e n e w file s t ou gh e r ? These new- form at files are m ore reliable t han t heir predecessors, because even if part of t he file get s corrupt ed, t here's a good chance you can use t he rest of it . Chances are, only one of t he several files t hat m ake up a Word docum ent will get corrupt ed at a t im e. The ot her files will be fine. So, if a pict ure or a sound clip t hat 's em bedded in your docum ent get s fouled up, you can st ill read, ret rieve, and save t he t ext .

15.2.1. Reading XML Tags As m ent ioned in t he box in Sect ion 15.1.1 , HTML and XML bot h use t ags bet ween angle bracket s. The t ag at t he end includes a slash m ark. For exam ple, a t ag can describe a bit of inform at ion as a t it le: < TI TLE> A Tale of Two Cit ies< / TI TLE> Anot her program looking at t he docum ent underst ands t hat t he words bet ween t hose t ags are a t it le. I n fact , since XML uses basic English words, som e hum ans can figure it out t oo. Now, when you t ag your inform at ion wit h XML, you don't know exact ly how anot her program m ay use t he inform at ion. But t hat 's part of t he beaut y of XML. I t gives you a way t o use and reuse inform at ion now and in t he fut ure. I m agine a cit y newspaper keeping t rack of every st ory it publishes wit h XML t agsa t ag for t he t it le, t he aut hor, and t he dat e. Anot her t ag encom passes all t he t ext for t he st ory. Tags also cat egorize t he st ory as business, crim e, or polit ics. ( And som et im es all t hree at once.) Over t im e, t he newspaper creat es a great library of all t he st ories t hey've published. People can search for art icles by specific aut hors who cover specific t opics. By sim ply st oring t he st ory and t he det ails about t he st ory inside XML t ags, t he newspaper creat es a versat ile, searchable library of newspaper art icles t hat can cont inue t o grow. They can even add new t ags as t im e goes on ( like Dat eline: Mars) , and t hat won't bot her XML a bit . Today, businesses are st oring inform at ion in t he XML language. Let t ers, m em os, proposals, report s, and sales t ransact ions are st ored using XML, m aking t he inform at ion accessible t o coworkers and client s. A pair of XML t ags, including t he inform at ion bet ween t hem , is called an elem ent in XML lingo. End t ags in XML, like t hose in HTML, have a slash t hat dist inguishes t hem from beginning t ags. Elem ent s can be nest ed inside ot her elem ent s t o est ablish relat ionships and creat e m ore com plex obj ect s. For exam ple, here's a m ore det ailed chunk of inform at ion describing a book: < BOOK> < TI TLE> A Tale of Two Cit ies< / TI TLE> < AUTHOR> Charles Dickens< / AUTHOR> < PUBLI SHER> Chapm an and Hall< / PUBLI SHER> < PUBLI CATI ON DATE> 1859< / PUBLI CATI ON DATE> < FI CTI ON> Yes< / FI CTI ON> < GENRE> Hist orical Fict ion< / GENRE> < I LLUSTRATED> Yes< / I LLUSTRATED> < PAGES> 358< / PAGES> < / BOOK> I n t his exam ple, t he TI TLE, AUTHOR, and ot her t ags are nest ed wit hin t he BOOK t ags, m aking it clear

t hat t hese are part s of t he inform at ion regarding a book. XML t ags are called ext ensible , which is com put er lingo m eaning t hat t hey can be ext ended t o describe any t ype of inform at ion or dat a. HTML, by cont rast , has a lim it ed num ber of t ags, and everyone agrees on j ust what t hey m ean. Wit h XML, you can creat e your own t ags t o describe your inform at ion. But t hat raises t he quest ion, if you creat e your own t ags, how will som eone else or som e ot her com put er program know what your t ags m ean? That 's where different t ypes of helper files com e int o play.

POWER USERS' CLINIC Unzipping a Word File I n t he past , Microsoft 's file form at s were som ewhat m yst erious and propriet ary. Those days are over. Wit h Office 2007, t he docum ent form at s for Word, Excel, and PowerPoint are an open book. They use t he inform at ion- sharing XML language t o describe t heir cont ent s, and Zip t echnology t o com bine and com press t he files. Bot h XML and Zip are well docum ent ed and freely available, so anyone can writ e a program t hat can read and writ e t o Word files. To see what t he XML innards of a Word file look like, follow t hese st eps:

1 . Using Windows Explorer, copy ( Ct rl+ C) one of your Word ( .docx) files, and t hen past e ( Ct rl+ V) a copy back int o t he sam e folder. Windows creat es a new file wit h a nam e t hat begins " Copy of" t o dist inguish it from t he original. 2 . Right - click t he new file, and t hen choose Renam e from t he short cut m enu. Then change t he ending of t he Word file from .docx t o .zip . Wit h t his change, your com put er will recognize t he file as a file t hat 's been com pressed using t he Zip st andard. Not ice t hat t he icon for t he file has changed from t he big " W" Word icon t o a folder wit h a zipper or, if you have WinZI P, a folder t hat looks like it 's being squashed by a C- clam p. 3 . Right - click an em pt y spot in t he folder, and t hen choose New Folder from t he pop- up m enu. A new folder appears, and your cursor is poised for you t o t ype in a folder nam e, say, Word I nnards . 4 . To open your newly renam ed Zip file, right - click it , and t hen choose Explore from t he pop- up m enu. Windows Explorer knows how t o open up Zip files, and it shows t hem as if t hey were ordinary files and folders. When you explore a Zip file, you see it s cont ent s. I n t his case, t hat includes bot h folders and files. You see folders nam ed _rels, docProps , and word . You also see an XML docum ent called [ Cont ent _Types] .xm l . 5 . Drag over all t he files and folders inside t he Zip file t o select t hem . Then, wit h everyt hing select ed, drag t he whole bunch t o your Word I nnards folder. Windows copies t he files t o t he Word I nnards folder. 6 . Double- click t o open t he folders inside Word I nnards. You can browse and explore t o your heart 's cont ent , checking out t he m yst eries of Word's new file form at . Double- click t o open folders and t o see what 's st ored inside t hem . I n t he glossary folder, you see XML files wit h nam es like font Table and webSet t ings . ( Alm ost all t he files in t he folders are XML files.) 7.

7 . Double- click t o view t he cont ent s of t he XML files. You can view t he insides of XML files using a Web browser like I nt ernet Explorer, as shown in Figure 15- 2 . So, double- click any file you want t o view, and your browser opens, displaying t he XML file like a Web page. Everyt hing's form at t ed nicely in different colors t o show t he XML t ags. You m ay be able t o recognize som e of t he t ext in your docum ent if you view t he docum ent .xm l file inside t he word folder. You can see how easy it would be for a program t o open and edit t he cont ent s of a Word file, and t hen Zip everyt hing back up. You could do it yourself wit h t he t ools t hat Windows provides. You can't edit and save an XML file wit h I nt ernet Explorer, but Wordpad or Not epad will do t he j ob. When you're done you can reverse t he process and creat e a Word file. Just select all t he files in t he Word I nnards folder, and t hen right - click t o show t he popup m enu. Choose Send t o Com pressed ( zipped) Folder. Renam e t he new file word innards.docx . I f you m ade changes t o t he t ext in docum ent .xm l , you see t hem when you open word innards.docx in Word.

Figu r e 1 5 - 2 .

You can use Windows Explorer to view the contents of an XML file. Explorer formats the text neatly and uses colors to separate tags from content. Click the + and - buttons to the left of the text to expand and collapse elements. This file shows the address label and tag at the top. The address text is shown below.

15.2.2. The Files That Make XML Work An open- ended syst em for t agging inform at ion wit h descript ions and m aking t hat inform at ion available t o ot her program s is all well and good. But how do t hose ot her program s know how t o int erpret your t ags and use your inform at ion? I n addit ion t o an XML file t hat st ores t he t agged inform at ion, t here's oft en a file called a schem a , which explains t he t ags in a way t hat m akes sense t o ot her com put er program s. For exam ple, t he schem a will explain t hat a t elephone num ber should be t en num bers and shouldn't include let t ers or punct uat ion. Anot her t ype of file called a t ransform at ion ( or t ransform for short ) can t ake t he inform at ion in an XML file and t urn it int o a different t ype of docum ent , like a Web page or a Word docum ent . Here are som e of t he t ypes of files relat ed t o XML docum ent s: D a t a file s ( .x m l) are t he files t hat cont ain t he inform at ion held wit hin t ags. Sch e m a file s ( .x sd) describe t he cont ent s of an XML file so t hat ot her program s know what 's inside specific t ags. Figure 15- 3 shows what a schem a looks like on t he inside. Tr a n sfor m file s ( .x slt ) are used t o t ransform an XML file int o a different t ype of docum ent , like a Web page or a dat abase file. XPa t h is t he language used t o find inform at ion inside an XML file.

Figu r e 1 5 - 3 .

This schema file describes the information inside a purchase order. If you look carefully, you can identify some of the elements you'd expect in a purchase order, such as poNum for purchase order number and poDate for the date. The details after "type=" explain the type of information that's expected: a string of characters for the PO number and a date for the PO date.

15.3. Tagging Information with Content Controls The previous chapt er, on creat ing form s, describes how t o insert cont ent cont rols int o your docum ent s. I n t he exam ple, t he cont ent cont rols are used t o hold address inform at ion such as nam e, address, cit y, st at e, and Zip code. You can adj ust t he set t ings using t he Cont ent Cont rols Propert ies box ( Figure 15- 4) .

Figu r e 15-4. When you insert content controls into a document, you're creating XML elements. Use the Content Control Properties box to name the XML tags. Other programs can extract information from your files using the tag names.

To open t he box, go t o Developer Cont rols Propert ies or use t he short cut Alt + L, L. The propert ies boxes vary for different t ypes of cont rols, but each has t wo t ext boxes at t he t oTit le and Tag. These t wo set t ings seem suspiciously sim ilar, but t hey act ually serve different funct ions for program m ers. The Tit le is t he nam e a program m er uses t o refer t o t he cont rol in a m acro or a program . The Tag is t he nam e a program m er uses t o refer t o t he XML elem ent . Whenever you insert a cont ent cont rol int o your docum ent and provide t he t ag wit h a nam e, you're creat ing an XML elem ent . Ot her program s can use t he elem ent t o access part s of your docum ent . For exam ple, a program can read t he subscript ion form s and add t hat inform at ion t o a dat abase or spreadsheet . Cont ent cont rols share inform at ion in t wo direct ions, t oo, so docum ent s can be savvy enough t o go out and collect inform at ion from ot her sources. I m agine a realt or has a fact sheet on a house t hat 's for sale. One of t he cont ent cont rols on t he fact sheet cont ains t he price. Each t im e t he fact sheet is opened, t he cont ent cont rol t hat holds t he price checks t he current price for t he house and displays t he up- t o- dat e price in t he docum ent .

15.4. Attaching an XML Schema to Your Document The word schem a sounds a lit t le nefarious or at least seriously geeky. But a schem a is sim ply a docum ent t hat act s as a Roset t a st one for XML files describing t he cont ent . For an exam ple, see Figure 15- 3. Don't panic; you m ay never have t o creat e a schem a on your own. I t 's m ore likely t hat som e day you'll want t o at t ach a schem a som ebody else creat ed t o a Word docum ent . For exam ple, suppose you're a realt or who want s t o t ap int o a dat abase of hom es t hat are on t he m arket . You could creat e a docum ent list ing all t he hom es, along wit h det ails such as t he num ber of room s and t he num ber of bat hs and t he price. The folks who creat ed t he dat abase could give you t he nam e and locat ion of a schem a on t he I nt ernet . When you at t ach t hat schem a t o your docum ent , you can display t he inform at ion from t he dat abase in cont ent cont rols in your Word docum ent . Here's how t o at t ach a schem a t o your Word docum ent :

1 . Ope n t h e docu m e n t you w a n t t o u se w it h t h e XM L in for m a t ion w it h t h e com m a n d Office Ope n. The Open dialog box shows on your screen. Use it t o find and open your file. 2 . Ch oose D e ve lope r ( Figu r e 1 5 - 5 ) .

XM L

Sch e m a t o ope n t h e Te m pla t e s a n d Add- in s box

The Tem plat es and Add- ins box has several t abs at t he t op. When you open it wit h t he Schem a com m and, it aut om at ically shows t he XML Schem a t ab. The Available XML schem as box shows any schem as t hat are current ly at t ached t o your docum ent .

Note: If the Developer tab isn't showing on your ribbon, go to Section 14.2.2 for instructions on how to make the Developer tab visible.

Figu r e 15-5. Use the XML Schema tab on the Templates and Add-ins dialog box to attach schemas to your document. The available schemas appear in the large box. Click to place a checkmark next to a schema and to attach it to your document. You can attach more than one schema to a document.

3 . Click t h e Add Sch e m a bu t t on t o ope n t h e Add Sch e m a box . The Add Schem a box looks like any st andard Windows file box. Using t he but t ons on t he left and t he drop- down m enu at t he t op, navigat e t o t he locat ion wit h t he schem a you're adding t o your docum ent . I f t he docum ent is locat ed on a net work, use t he My Net work Places but t on in t he lower- left corner of t he Add Schem a box. 4 . N a viga t e t o t h e sch e m a file , a n d t h e n dou ble - click t o se le ct t h e .x sd file . The Add Schem a box closes, and t he Schem a Set t ings box opens. Most likely, t he URI and Locat ion boxes are already filled in wit h det ails t hat t ell Word where t o find inform at ion about t he schem a. You can fill in a nam e for t he schem a in t he Alias t ext box. 5 . Click t h e OK t o close t h e Sch e m a se t t in gs a n d t o r e t u r n t o t h e XM L Sch e m a t a b of t h e Te m pla t e s a n d Add- in s box . The Schem a you j ust at t ached appears in t he " Available XML schem as" box. Make sure a checkm ark appears next t o t he nam e so you can use it wit h your docum ent . You can have several schem as inst alled and available in Word. Just use t he checkboxes t o at t ach a specific schem a t o your docum ent . 6 . Click OK t o close t h e Te m pla t e s a n d Add- in s box .

Once t he Tem plat e and Add- ins box closes, it probably looks like not hing has changed in your docum ent . However, a change has t aken place behind t he scenes. Because a new schem a is at t ached t o your docum ent , you can see t he available t ags in t he XML St ruct ure pane, as shown in Figure 15- 6. Once you've at t ached a cust om XML schem a t o your docum ent , you see a list of t he XML elem ent s t hat are defined by t he schem a in t he XML St ruct ure pane. To open t he pane, go t o Developer St ruct ure or use t he keyboard short cut Alt + L, T. You use t he elem ent s list ed in t he XML St ruct ure pane t o apply cust om t ags t o t he t ext in your docum ent . To apply a t ag, select t he t ext you want t o t ag, and t hen choose an elem ent from t he XML St ruct ure pane.

Figu r e 1 5 - 6 .

The XML Structure pane keeps track of the XML tags that are used in your document in the box at the top and gives you a list of the available tags in the box at the bottom.

POWER USERS' CLINIC XML Primer for HTML Writers This chapt er m akes it clear t hat XML serves a m uch different purpose t han HTML. I n spit e of t hat , t heir m et hod for m arking up docum ent s is m uch t he sam e. They use t ags t hat look sim ilar. But if you're fam iliar wit h HTML and want t o t ake a crack at creat ing som e XML docum ent s, t here are a few got chas t o wat ch out for. I n m any cases, t he rules for creat ing XML are st rict , while t he rules for HTML are flexible. I f an XML docum ent doesn't conform t o t he rules, it 's considered an invalid docum ent , and program s designed t o use XML sim ply ignore it . Here's a short list of som e of t he differences bet ween HTML and XML: XM L code is ca se - se n sit ive. When you writ e HTML code, it really doesn't m at t er if t he charact ers inside t he t ags are uppercase or lowercase. A bold t ag can be < b> or < B> . Browsers don't care a bit . Wit h XML, t here's a big difference. To a program reading XML, t he t ags < TI TLE> , < Tit le> , and < t it le> are t hree ent irely different t ags. Ta gs m u st be u se d in pa ir s, w it h on e e x ce pt ion be in g t h e e m pt y t a g. HTML writ ers get a lit t le freeform wit h t ags. Even t hough paragraphs should have a beginning t ag < p> and an end t ag < / p> , m any Web pages sim ply use t he beginning t ag, and m ost Web browsers don't seem t o m ind t hat t he closing t ag is m issing. XML isn't as forgiving. Because it 's im port ant t o know where dat a begins and ends, you need t o use bot h beginning and end t ags. The except ion is what 's known as an em pt y t aga t ype of t ag t hat never has any cont ent . Em pt y t ags use a special form , wit h a slash before t he last angle bracket . So, an em pt y t ag m ay look like t his: < not hingness/ > ; it m eans t he sam e t hing t o XML program s as t his: < not hingness> < / not hingness> . Ta gs m u st be pr ope r ly n e st e d. Anot her area where HTML coders get a lit t le foot loose is t he order in which t hey place t ags, for exam ple: < out side> < inside> Great Am erican Novel< / out side> < / inside> . Technically, t he closing < / inside> t ag should be next t o t he t ext , j ust like t he opening one is. Most browsers forgive t his kind of error, but XML program s doesn't . Tags m ust be properly nest ed, or XML program s will consider t hem invalid I n XM L, w h it e spa ce is con side r e d in t e n t ion a l. Web browsers don't pay m uch at t ent ion t o t abs, line breaks, and paragraph m arks unless t hey're t old t o wit h special inst ruct ions such as < pre> t ags. XML t akes a different approach. I f you have 45 space charact ers bet ween each word in your book t it le, XML assum es t hat you put t hem t here on purpose.

16. Collaborating with Other People Whet her you're collaborat ing wit h a coaut hor or reviewing som eone else's m anuscript , Word m akes it easy t o com m unicat e as you edit . I n precom put ing days, edit ing a paper docum ent result ed in a j um ble of red pen m arks, crossed out t ext , and not es scrawled in t he m argins. I f several people reviewed a docum ent , figuring out who said what was a night m are. Word resolves t hose issues by keeping t rack of all changes and all reviewers. Word st ores everyt hing in t he docum ent file and, wit h a click of your m ouse, you can show or hide t he com m ent s and edit s. This chapt er looks at t he reviewing process from all angles. You learn how t o insert com m ent s int o a docum ent and how t o m anage com m ent s m ade by reviewers. The chapt er covers t he ent ire process of t racking changes and accept ing or rej ect ing changes m ade by ot hers. You even learn how t o record voice com m ent s wit h your docum ent . Finally, you'll learn how t o com bine and com pare t wo docum ent s so only t he right part s m ake it t o t he final draft .

16.1. Adding Comments Collaborat ing is all about clear com m unicat ion, so Word let s you at t ach easy- t o- read com m ent s direct ly t o t he t ext you're referring t o. What could be clearer? Even bet t er, for docum ent s wit h several reviewers, Word keeps t rack of who said what , when ( Figure 16- 1 ) . That m akes it a breeze for aut hors t o follow up on a com m ent and get m ore det ails. When you select t ext and add a com m ent , Word m arks it wit h t he dat e, t im e, and your nam e or init ials, and connect s it t o t he select ed t ext . Word let s you ( and your readers) choose how you want t o see t hese com m ent s: as balloons, m arked up in t he t ext it self, or in t he separat e Reviewing Pane. See Figure 16- 2 for det ails.

Figu r e 1 6 - 1 .

Hold your mouse cursor over a comment or a change in your document and a pop-up note appears, showing who added the annotation and wheneven if that's you.

UP TO SPEED Three Views for Review Microsoft is seldom cont ent giving you a single way t o do anyt hing, and t his philosophy holds when it com es t o reviewing com m ent s and changes t o a docum ent . Depending on t he am ount of edit s and your personal preferences, you can choose t o display t hem in one of t hree ways: Ba lloon s are like not es writ t en in t he m argin. Show balloons by choosing Review Tracking Balloons Show Revisions in Balloons. Com m ent s and changes show up in t he right m argin preceded by t he reviewer's init ials. A line from t he balloon creat es a visual link t o t he highlight ed t ext . I n lin e r e vision s appear wit h t he t ext it self, as if insert ed wit h a colored pen. To see inline revisions, choose Review Tracking Balloons Show All Revisions I nline. Wit h Track Changes on ( Review Tracking Track Changes Track Changes) , each change and com m ent creat es a highlight or a m ark in t he docum ent . When you hold your m ouse cursor over a com m ent or a change, a pop- up not e appears wit h t he nam e of t he reviewer and t he t im e and dat e of t he change ( Figure 16- 1 ) . Th e Re vie w in g Pa n e shows com m ent s and changes in a m ore form al, all business- st yle panel. This view let s you read com m ent s and sim ult aneously see your docum ent in it s prist ine, unm arked- up st at e. To display t he Reviewing Pane, choose Review Tracking Reviewing Pane. From t he drop- down m enu, you can choose bet ween a vert ical pane t hat appears on t he left of your docum ent , and a horizont al pane t hat appears at t he bot t om . I n t he docum ent , com m ent s are highlight ed and init ialed. The act ual com m ent appears in t he Reviewing Pane.

Figu r e 1 6 - 2 .

Top: Balloon notes are like when you circle text, and then draw a line to a note in the margin. Bottom: The Reviewing Pane opens either on the left or on the bottom of your document. When you click the highlighted text that indicates there's a comment, the Reviewing Pane scrolls to show the related comment.

Each com m ent you ent er int o a docum ent is anchored by a word or a group of words. Here are t he st eps t o insert a com m ent int o a docum ent :

1 . Se le ct t h e pa r t of t h e docu m e n t you w a n t t o com m e n t on by dr a ggin g t o se le ct t h e text . You can select as m uch or as lit t le t ext as you want . I f you don't select anyt hing, Word aut om at ically chooses a word near t he insert ion point . 2 . Ch oose Re vie w Com m e n t s in se r t you r com m e n t .

N e w Com m e n t , or u se t h e sh or t cu t Alt + R, C t o

Word highlight s t he select ed t ext and links it t o a com m ent on t he Reviewing Pane and in a balloon on t he right m argin. ( You can choose which way you want t o see com m ent s and edit s, as shown in Figure 16- 2 .) Com m ent s from different reviewers appear in different colors, m aking it easy for you t o quickly pay special at t ent ion t o t he VP's com m ent s while ignoring t he com m ent from t he crazy guy in t he cubicle next t o t he copy m achine. 3 . Type you r com m e n t . I t 's best t o be bot h specific and concise, t o avoid losing your readers' at t ent ion or clut t ering your docum ent wit h superfluous com m ent ary. You can edit com m ent s aft er you've insert ed t hem . Say you've decided t o reword your crit icism t o be m ore diplom at ic. Click t he t ext in t he com m ent balloon or in t he Reviewing Pane, and t hen edit j ust like any ot her t ext . Or select and delet e t ext , and t hen t ype in new rem arks. I f you're working away wit hout eit her t he Reviewing Pane or t he Balloons showing, you can j um p t o com m ent edit ing by right - clicking t he highlight ed t ext , and t hen choosing Edit Com m ent from t he pop- up m enu.

16.1.1. Adding Voice Comments You can add voice com m ent s t o docum ent s provided your com put er has a m icrophone. Be warned, t hough: Voice m essages m ake a docum ent increase in size, quickly and st eeply. For exam ple, even a brief voice com m ent can easily quadruple t he size of a five- page docum ent . Voice com m ent s work well for docum ent s t hat are shared on a net work wit hin your office, but t hey m ay be t oo big t o send by em ail. Note: When you add a voice comment (Figure 16-3 ), you're simply inserting a sound clip. As described in Section 11.6 , you can add sound and other media clips to any document using the Insert Text Object command, but that method is a little cumbersome when you're reviewing a document. To save time, add the Insert Voice command to the Quick Access toolbar, as described in the box in Section 16.1.2 .

To insert a voice com m ent , first select t he t ext in your docum ent where you want t o at t ach t he com m ent , and t hen follow t hese st eps:

1 . Click t h e I n se r t Voice com m a n d on t h e Qu ick Acce ss t oolba r t o ope n t h e Sou n d Obj e ct box .

The I nsert Voice icon looks like a folder wit h a m icrophone on it . I f you have t rouble t elling one icon from anot her on t he Quick Access t oolbar, j ust m ouse over an icon for a couple seconds. A t ext box pops up wit h t he nam e of t he com m and. 2 . I n t h e Sou n d Obj e ct box , click t h e Re cor d bu t t on , a n d t h e n spe a k you r m e ssa ge . The Sound Obj ect box sport s cont rol but t ons t hat m ay rem ind you of a VCR or DVD player. Click t he round Record but t on on t he far right t o record your m essage. The square but t on next t o Record st ops t he recording. Use t he t riangle but t on in t he m iddle t o list en t o your com m ent . 3 . Re vie w a n d e dit you r com m e n t if n e ce ssa r y . A sound graph of your m essage shows in t he black box in t he m iddle of t he box. The vert ical bar shows t he locat ion in t he sound clip. You can use t he bar and t he but t ons t o edit and add t o your sound clip unt il you're happy wit h t he m essage. 4 . I n t h e u ppe r - r igh t cor n e r of t h e Sou n d Obj e ct box , click t h e X bu t t on t o close t h e box .

Figu r e 1 6 - 3 .

When you click the Insert Voice command, the Sound Object box appears with its VCR-style controls. You can record, stop, and play back a message.

Voice com m ent s show up in t he balloons and t he Reviewing Pane as icons t hat look like an audio speaker. To list en t o a com m ent , j ust double- click t he speaker icon. ( Nat urally, anyone who want s t o list en t o t he com m ent s needs t o have a sound card and speakers connect ed t o t heir com put er.)

16.1.2. Deleting Comments I t 's easy t o delet e a single com m ent . Just right - click t he com m ent , and t hen choose Delet e Com m ent from t he short cut m enu. You can also click a com m ent 's t ext , and use t he sam e short cut m enu com m and. The keyboard short cut t o delet e a single com m ent is Alt + R, DD, and t he corresponding ribbon com m and is Review Com m ent s Delet e ( Figure 16- 4 ) . Not ice t hat t he Delet e com m and on t he Com m ent s ribbon is act ually a drop- down m enu giving you t wo m ore handy ways t o rem ove t hose helpful suggest ions from your precious m anuscript . You can rem ove all t he com m ent s in one fell swoop: Review Com m ent s Delet e Delet e All Com m ent s or Alt + R, DO. Or you can rem ove only t he com m ent s t hat are current ly showing: Alt + R, DA. This last opt ion gives you an easy way t o rem ove t he com m ent s from a specific reviewer while leaving com m ent s from ot hers in place. I t 's a t wo- st ep process: First , display t he com m ent s you plan t o delet e and hide t he ot hers. Then, choose t he Delet e All Com m ent s Shown com m and.

POWER USERS' CLINIC Setting Up Word to Insert Voice Comments To m ake voice com m ent s quick and easy, you need t o add t he I nsert Voice com m and t o your Quick Access t oolbar. The Quick Access t oolbar always appears in t he upper- left corner of t he Word window, so it s com m ands are available no m at t er what ribbon t ab is showing. Follow t hese st eps t o add t he I nsert Voice com m and t o your Quick Access t oolbar:

1 . Choose Office Word Opt ions Quick Access t oolbar.

Cust om ize t o show t he panel where you cust om ize your

The panel has t wo large boxes wit h list s of Word com m ands. The box on t he right list s t he com m ands t hat appear in t he Quick Access t oolbar. The box on t he left list s t he com m ands you can add. 2 . I n t he " Choose com m ands from " drop- down m enu at t he t op left , choose All Com m ands. The left box shows every available Word com m and in an alphabet ized list . 3 . Scroll down t he list , and t hen double- click t he I nsert Voice com m and. 4 . When you double- click t he com m and, it is aut om at ically added t o t he list on t he right . 5 . Click OK t o close t he Word Opt ions dialog box. Aft er t he Word Opt ions box closes, you see t he I nsert Voice icon in t he Quick Access t oolbar in t he upper- left corner.

Figu r e 1 6 - 4 .

The Delete Comment drop-down menu lets you delete the selected comments, the visible comments, or all the comments in a document.

Here's a m ore det ailed st ep- by- st ep:

1 . Go t o Re vie w Tr a ck in g Sh ow M a r k u p Re vie w e r s a n d ch oose you r r e vie w e r s. Pu t a ch e ck m a r k n e x t t o a n a m e , a n d you se e t h a t r e vie w e r 's com m e n t s a n d e dit s in you r docu m e n t . The com m ent s of reviewers wit hout checkm arks are hidden. You can show or hide any com binat ion of reviewers. 2 . Ch oose Re vie w t h e com m e n t s .

Com m e n t s

D e le t e

D e le t e All Com m e n t s Sh ow n t o r e m ove

The com m ent s t hat were visible in your docum ent are delet ed. They're gone now, and t hey're no longer a part of your docum ent . On t he ot her hand, t he com m ent s from any reviewers t hat you hid in st ep 1 are st ill part of your docum ent . You can view t hem by going t o Review Tracking Show Markup Reviewers and checking t heir nam es. I f you have second t hought s aft er clicking Delet e All Com m ent s, you can undo it wit h Ct rl+ Z.

16.1.3. Highlighting Text When you insert a com m ent in a docum ent , you do t wo t hings: You select t he t ext , and t hen you t ype t he at t ached com m ent . But som et im es, all you need t o do is call at t ent ion t o som e words in t he t ext , j ust like you'd use a highlight er pen on a paper docum ent . You can find Word's highlight er

equivalent on t he Hom e ribbon: Hom e Font Text Highlight Color. You can eit her select t ext and t hen click t he com m and, or you can click t he com m and and t hen drag your cursor over t he t ext t hat you want t o highlight . I t works eit her way. I f you want t o get fancy, you can use different highlight s colors for different issues. Word gives you a palet t e of 12 colors t o choose from ( Alt + H, I ) .

16.2. Tracking Changes While Editing When you're edit ing a docum ent t hat som eone else wrot e, it 's only fair t o let t he aut hor see your changes. I n t he world of paper docum ent s, t he process can be rat her lengt hy. You get out your red pencil and m ark up t he docum ent , crossing out words you want t o delet e and writ ing in words you want t o add. Som et im es you draw a vert ical line in t he m argin t o draw at t ent ion t o places where you've m ade edit s. When you're t hrough wit h your m arkup, you shoot t he pages back t o t he original aut hor. The docum ent m ay go back and fort h a few t im es before som eone has t he honor of t yping up a new copy wit h t he agreed upon changes. Fort unat ely, Word gives you a way t o st ream line t he process.

16.2.1. Tracking and Viewing Changes To begin t racking changes, j ust t urn on t he feat ure by clicking Review Tracking Track Changes or by pressing Alt + R, GG. The Track Changes but t on on t he Review ribbon sport s a highlight t o signal t hat you're in Track Changes m ode. I n t his m ode, Word rem em bers every change you m ake and shows it in t he Reviewing Pane or in balloons. Word also m arks up your t ext by st riking t hrough delet ed t ext and underlining added t ext . Tip: By the way, you can change these settings. Suppose, for example, you want added text to appear in italics instead of underlined. See " Customizing your markup view" in Section 16.2.2.3 for the details.

As you can im agine, your docum ent get s pret t y busy and hard t o read aft er you've m ade a lot of edit s. Fort unat ely, you can choose t o show or hide t he m arked changes. You can also choose where you see t hose changes: To se e e dit s in you r docu m e n t , go t o Review Tracking Display for Review ( Alt + R, TD) , and choose eit her Final Showing Markup or Original Showing Markup from t he drop- down m enu ( Figure 16- 5 ) . I f you want t o edit your docum ent wit hout t he m arkup get t ing in t he way, choose Final from t he dropdown m enu.

Figu r e 1 6 - 5 .

Use the Display for Review menu to choose whether to show or hide edits in your document. Choose Final Showing Markup to see only the most recent edits. Choose Original Showing Markup to see all the edits that were tracked since the document was created. Final shows the most recent version with no markup. Original shows the version before any tracked changes.

To se e e dit s in t h e Re vie w in g Pa n e , click Review Tracking Reviewing Pane. The but t on works like a t oggle, showing or hiding t he annot at ions. Click t he arrow but t on t o see a m enu wit h addit ional opt ions. You can choose bet ween a vert ical reviewing pane t hat appears on t he left side of your docum ent and a horizont al reviewing pane t hat appears below your docum ent . The Reviewing Pane provides m ore det ail t han t he balloons, including a running t ally of t he num ber and t he t ype of revisions. To se e e dit s in Ba lloon s , go t o Review Tracking Balloons Show Revisions in Balloons. An area opens on t he right side of your docum ent , displaying balloons wit h bot h com m ent s and edit s. Balloons show a clearer, sim pler view of t he changes in a m anuscript t han t he Reviewing Pane. I f t he clut t er of t he Reviewing Pane dist ract s you, t ry working wit h balloons. On t he ot her hand, if t he com m ent s are so ext ensive t hat t he balloons are confusing, use t he Reviewing Pane, where t here's m ore room for long com m ent s.

16.2.2. Modifying Your Markup View Word has accom m odat ions for docum ent s t hat t rudge a long pat h before t hey're final. These weary t ravelers endure m ult iple rounds of review and edit , and t hey com e under t he scrut iny of m ore t han one reviewer. When you work wit h docum ent s like t his, it 's im port ant t o be able t o cont rol what appears on t he screen, or you're likely t o get lost in t he m arkup.

16.2.2.1. Choosing your markup view I f you need help recalling what your docum ent said before anyone changed it , you don't have t o undo all t he changes. Word let s you sort of t urn back t he clock and see your docum ent in it s unedit ed st at e. By t he sam e t oken, Word can hide t he m arkings and show you t he clean, edit ed result what your docum ent would look like if you accept ed all t he changes now ( Sect ion 16.3 ) .

You can use four different ways t o show or hide t he com m ent s and changes t hat reviewers have in st ore for your precious m anuscript : Fin a l Sh ow in g Markup . This view shows t he final docum ent wit h all t he com m ent s and t racked changes showing. Word displays all insert ed t ext in a different color and packs away delet ed t ext int o balloons or t he Reviewing Pane. When you first open a docum ent in Word, it 's set t o t his view t o prevent you from unint ent ionally dist ribut ing a docum ent wit h com m ent s and edit s. Fin a l . This view shows t he edit ed version of t he docum ent wit h no m arkup showing. You see how your docum ent looks if you accept all t he changes. The Final opt ion is great when you want t o edit your docum ent wit hout t he m arkup get t ing in t he way. Or igin a l Sh ow in g M a r k u p . This view shows t he original docum ent along wit h t racked changes. I t 's t he reverse of Final Showing Markup, as delet ed t ext appears in your docum ent m arked wit h st riket hrough lines. I t 's as if t he reviewer is only suggest ing t he change inst ead of m aking it for you. Or igin a l . This view shows your docum ent before all t he ot her cooks were invit ed t o spoil t he brot h. I f you rej ect all changes, your docum ent will look like t his again.

16.2.2.2. Showing and hiding types of changes Reviewers m ake a lot of different t ypes of changes when t hey m ark up your docum ent . They m ake insert ions and delet ions, t hey change form at t ing, and t hey insert com m ent s. When you want t o focus on a specific t ype of change, use t he Show Markup m enu ( Review Tracking Show Markup or Alt + R, TM) t o show and hide different t ypes of changes ( Figure 16- 6 ) . Checkm arks on t he m enu indicat e which it em s are visible: Com m e n t s ( Alt + R, TM , C) . Shows or hides com m ent s in balloons and t he Reviewing Pane. I n k ( Alt + R, TM , K) . Shows or hides com m ent s t hat were handwrit t en on t ablet s. I n se r t ion s a n d D e le t ion s ( Alt + R, TM , I ) . Shows or hides insert ions and delet ions. For m a t t in g ( Alt + R, TM , F) . Shows or hides not es relat ed t o form at t ing changes. M a r k u p H igh ligh t Ar e a ( Alt + R, TM , H ) . Shows or hides t he background color for t he balloons.

Figu r e 1 6 - 6 .

Two views show reviewers' markup from different perspectives. Top: Final Showing Markup shows edits in place in your text. Bottom: Original Showing Markup shows your document how it originally appeared, with changes noted in the margins, as if they're suggestions, not a fait accompli.

16.2.2.3. Showing and hiding reviewers' markup When several reviewers have worked in a docum ent , you m ay want t o filt er out som e of t he opinions so you can concent rat e on ot hers. Use Review Tracking Show Markup Reviewers t o show or hide a reviewer's m arkup. To see edit s from a reviewer, place a checkm ark next t o his nam e, as shown in Figure 16- 7 .

Tip: If you're ever editing a document on someone else's computer, you can change the user name so that your name appears in the markup. Choose Review Tracking Track Changes boxes. Be kindput their name back in place when you're done.

Change User Name, and then enter your name and initials in the text

16.2.2.4. Customizing your markup view Word gives you lot s of ways t o cust om ize t he appearance of your edit s and m arkup, but t he fact ory set t ings are hard t o beat : Delet ed t ext shows wit h a line t hrough it , and insert ions are underlined, so t here's no doubt which is which. Moved t ext get s a double st riket hrough where it was delet ed, and a double underline where it was insert ed. A vert ical line appears in t he m argin next t o any changes. I ndividual reviewers' edit s and com m ent s are color- coded.

Figu r e 1 6 - 7 .

Each comment or edit in your document bears the name or initials of the reviewer. Use the Show Markup menu to show or hide the edits and comments of different reviewers. Clicking the menu toggles a checkmark, indicating that the reviewer's edits are showing.

Word also keeps t rack of changes m ade t o t ables, including delet ed and insert ed cells. Form at t ing changes are list ed in t he Reviewing Pane and in t he balloons, but t hey aren't m arked in t he t ext . I f you're not happy wit h t he fact ory set t ings, you can fiddle wit h t hem t o your heart 's cont ent in t he Track Changes Opt ions box, as shown in Figure 16- 8 ( Alt + R, GO) .

16.2.3. Printing Edits and Markup Som et im es you need print ed pages t hat show a docum ent was edit edj ust ask any lawyer. The first

st ep is t o show t he m arkup in your t ext , as described in Sect ion 16.2.2.2 . You can choose eit her Final Showing Markup or Original Showing Markup from t he Display for Review m enu ( Review Tracking Display for Review) . Then, go t o Office Print t o open t he Print Dialog box, as shown in Figure 16- 9 . From t he " Print what " drop- down m enu at t he lower- left corner, choose " Docum ent showing m arkup," and t hen click OK. Your docum ent print s slight ly reduced in size t o provide room t o print t he balloons in t he right m argin.

Figu r e 1 6 - 8 .

The Track Changes Options box looks pretty intimidating at first, but most of these drop-down menus let you choose only colors for edits and comments. In the Markup section, if you leave the color and comment options set to "By author," each reviewer's comments and edits show in a different color.

16.3. Accepting and Rejecting Changes You m ay or m ay not agree wit h som e of t he changes ot her people m ake in your m et iculously craft ed t ext . I n any case, you should review each edit t o m ake sure t he docum ent is get t ing bet t er, not worse. Word m akes reviewing changes a quick and easy process. Here's t he st ep- by- st ep procedure for reviewing t he changes and edit s in your docum ent :

1 . M ove t h e in se r t ion poin t t o t h e be gin n in g of you r docu m e n t by pr e ssin g Ct r l+ H om e. Most of t he t im e, you want t o st art at t he very beginning of your docum ent t o m ake sure you don't m iss any of t he changes. 2 . Ch oose a vie w , e it h e r Pr in t La you t or D r a ft . You see changes and com m ent s in all of Word's five views except for Full Screen Reading. I t 's easiest t o work in eit her Page Layout or Draft view.

Figu r e 16-9. The option to print edits and markup is tucked away in the lower-left corner of the Print dialog box. You can choose to print the document with the markup showing, or you can choose to print just a list of the edits and comments.

3 . Go t o Re vie w Tr a ck in g displa ys m a r k u p.

D ispla y for Re vie w , a n d ch oose on e of t h e opt ion s t h a t

For exam ple, choose Final Showing Markup t o see t he m ost recent changes, or choose Original Showing Markup t o see all t he changes. 4 . Go t o Re vie w Tr a ck in g Sh ow M a r k u p w h ose ch a n ge s you w a n t t o se e .

Re vie w e r s t o ch oose t h e r e vie w e r s

A m enu appears, list ing t he reviewers who have com m ent ed on or edit ed your docum ent . When you place checkm arks next t o t he nam es of reviewers, t heir edit s show in your docum ent . 5 . Click t h e Re vie w Ch a n ge s gr ou p on t h e r ibbon , a n d t h e n click t h e N e x t bu t t on . Th e n click t h e a ppr opr ia t e bu t t on t o a cce pt or r e j e ct t h e ch a n ge ( Figu r e 1 6 - 1 0 ) . Repeat , reviewing all t he edit s unt il you reach t he end of your docum ent .

16.4. Removing All Comments and Tracked Changes Before you send your quart erly sales report t o t he Board of Direct ors, you probably want t o rem ove all t he com m ent s and correct ions t hat you and your colleagues m ade while writ ing t he docum ent . Hiding t racked changes, as described in Sect ion 16.2.2.2, doesn't delet e t hem from t he docum ent . Anyone wit h a copy of Word can see t hem by t urning on one of t he " Show m arkup" views. I f you're passing a docum ent t o ot hers, you probably want t o m ake sure all t he com m ent s and t racked changes are rem oved before you dist ribut e it . I n Word 2007, you can use a new feat ure called t he Docum ent I nspect or (Figure 16- 11) t o find and rem ove all t ypes of hidden det ails from your docum ent s such as personal inform at ion, com m ent s, and revisions.

Figu r e 161 0 . After reviewers have edited and commented on your manuscript,

you can quickly assess the damage they've done. The Changes group on the Review tab provides one-stop shopping when it comes to reviewing the reviewers. Click the Previous and Next buttons to jump through the edits and comments. Use the Accept button to make the edit permanent, or click the Reject button if you don't like the change. (See the box in Section 16.5.)

You can use t he Docum ent I nspect or ( Office but t on Prepare I nspect Docum ent or Alt + F, EI ) t o search and dest roy t he following it em s list ed below. Turn on t he checkboxes next t o t he t ype of it em s you want t o find: Com m e n t s, Re vision s, Ve r sion s, a n d An n ot a t ion s. As explained earlier, when you collaborat e wit h ot her people, your docum ent collect s com m ent s and m arked revisions.

D ocu m e n t Pr ope r t ie s a n d Pe r son a l I n for m a t ion. Som e propert ies, known in geek- speak as m et adat a, st ore inform at ion such as t he aut hor's nam e ( t hat 's you) , t he subj ect , and t he t it le. Docum ent s can cont ain ot her personal inform at ion and det ails you m ay not want t o share with ot hers. H e a de r s, foot e r s, a n d w a t e r m a r k s. Headers, foot ers, and wat erm arks aren't quit e as privat e and personal as som e of t he ot her it em s found by t he Docum ent I nspect or, but in som e cases t hey m ay be propriet ary, and you m ay want t o rem ove t hem before saving and dist ribut ing your docum ent . H idde n t e x t . One of Word's font form at t ing effect s creat es hidden t ext ( Alt + H, FN) . I f you hid t ext in t he first place ( personal com m ent s, not es t o yourself, alt ernat e t ext t hat you m ay reveal lat er) , you probably don't want t o share it wit h ot hers. Cu st om XM L da t a . Your office m ay use cust om XML dat a t hat isn't visible when you sim ply look at t he docum ent . Use t he Docum ent I nspect or t o find t his dat a. You t hen have t he opt ion t o rem ove it . To rem ove all t he com m ent s and edit s from a docum ent , follow t hese st eps:

1 . Ch oose Office bu t t on I n spe ct or box .

Pr e pa r e

I n spe ct D ocu m e n t t o ope n t h e D ocu m e n t

The Docum ent I nspect or box appears, showing several t ypes of it em s you can search for, including: com m ent s, revisions, personal inform at ion, cust om XML dat a, headers and foot ers, and hidden t ext . 2 . M a k e su r e t h e ch e ck box n e x t t o Com m e n t s a n d An n ot a t ion s is t u r n e d on , a n d t h e n click I n spe ct . I f you're checking only for com m ent s and edit s, you m ay want t o t urn off m ost of t he ot her checkboxes. For exam ple, if you know your docum ent has headers and foot ers, you m ay want Word t o leave t hem alone. 3 . Re vie w t h e r e su lt s. Click t h e Re m ove All bu t t on ( Figu r e 1 6 - 1 1 ) n e x t t o t h e it e m s you w a n t t o de le t e fr om you r docu m e n t .

Figu r e 161 1 . After you run the Document Inspector, you see this box that shows details about the comments, revisions, and personal information contained in the document. Click the Remove All button next to items you wish to remove.

UP TO SPEED The Accept and Reject Buttons When a reviewer or a collaborat or m akes t racked changes t o your docum ent , you're not st uck wit h t hem . You have a choice of whet her t o accept or rej ect every single one. The Review Changes group gives you Accept and Rej ect but t ons, which let you deal wit h edit s eit her individually or in one fell swoop. Each of t hese but t ons has t wo part s. Click t he t op part of a but t on t o accept or rej ect t he change and m ove t o t he next edit . Click t he bot t om part for som e addit ional opt ions: Acce pt ( or Re j e ct ) a n d M ove t o N e x t . Use t his opt ion t o accept or rej ect a change and aut om at ically j um p t o t he next edit . I t 's a great t ool for quickly checking t he changes t hat have been m ade. ( Sim ply clicking t he t op half of t he but t on does t he sam e t hing.)

Acce pt ( or Re j e ct ) Ch a n ge. Use t his opt ion t o accept or rej ect t he change wit hout m oving t o t he next edit . This way, you can inspect t he com m and's result s before you m ove on. Acce pt ( or Re j e ct ) All Ch a n ge s Sh ow n. This com m and is a lit t le different from t he following one, in t hat it accept s or rej ect s all t he changes showingwhich m ay or m ay not be all t he changes in t he docum ent . Use t his com m and when you want t o accept or rej ect only changes from a single reviewer. Use Review Tracking Show Markup Reviewers t o choose which reviewer's changes appear. Then, when you click Accept or Rej ect All Changes Shown, t he ot her reviewers' hidden changes rem ain int act . Acce pt ( or Re j e ct ) All Ch a n ge s in D ocu m e n t. Use t his com m and t o accept or rej ect all t he changes in a docum ent , from all reviewers, whet her t hey're showing or not .

16.5. Combining and Comparing Documents You're working on a report wit h your colleagues, and you send a draft out for everyone t o review and put in t heir t wo cent s. One by one, t heir versions com e back t o you, and now you have t he chore of incorporat ing everyone's suggest ions and changes int o t he final draft . The quickest and easiest way t o t ackle t he proj ect is t o m erge each reviewer's com m ent s and changes int o your working copy, and t hen review t he com m ent s and changes t o produce a finished piece. Aft er you com bine t wo docum ent s, Word gives you a special workspace where you can view t he com bined docum ent wit h changes, as well as bot h t he original and t he revised docum ent . Figure 16- 12 shows t he som ewhat busy result . To com bine t wo docum ent s and view t he changes, first m ake sure bot h docum ent s are closed. Then follow t hese st eps:

1 . Ch oose Re vie w

Com pa r e

Com bin e .

When t he Com bine Docum ent s dialog box opens, you see t wo drop- down m enus at t he t op where you select t he docum ent s t hat you're m erging.

Figu r e 1 6 - 1 2 .

After you combine two documents, Word shows you the changes as a marked up document in the center window. The original and the revised document are shown in small windows on the right. The revision panel on the left provides details about the differences between the two versions and other tracked changes.

2 . I n t h e Or igin a l D ocu m e n t dr op- dow n m e n u , se le ct t h e n a m e of you r docu m e n t ( t h e on e w it h ou t t h e e dit s) . I f it s nam e is not on t he list , click t he lit t le icon t hat looks like a folder. I t opens a st andard Windows file box where you can navigat e t o your docum ent . I n t he " Label unm arked changes wit h" t ext box below t he drop- down m enu, t ype your nam e ( or what ever nam e you want associat ed wit h t he original docum ent ) . 3 . I n t h e Re vise d D ocu m e n t dr op- dow n m e n u , se le ct t h e n a m e of you r cow or k e r 's docu m e n t ( t h a t is, t h e e dit e d copy t h a t you w a n t t o m e r ge in t o t h e or igin a l) . I f necessary, click t he folder icon t o navigat e t o t he direct ory where t he file resides. I n t he t ext box below t he drop- down m enu, t ype your reviewer's nam e. 4 . To se e m or e opt ion s, a t t h e bot t om of t h e Com bin e D ocu m e n t s box , click t h e M or e bu t t on ( Figu r e 1 6 - 1 3 ) . The Com pare Docum ent s box expands t o provide addit ional opt ions and set t ings, and t he More but t on m orphs int o a Less but t on. 5.

5 . I f you w ish , ch oose se t t in gs t o fin e - t u n e t h e w a y t h e com pa r ison s a r e sh ow n in you r docu m e n t . At t he t op you see a group of checkboxes under t he heading Com parison Set t ings. Click t o put checkm arks next t o t he changes you want highlight ed and m arked in t he com bined docum ent . For exam ple, if you don't place a checkm ark next t o Moves, t ext t hat was m oved in t he reviewer's docum ent is shown in it s new locat ion in t he com bined docum ent , but you don't see double underscores and double st riket hroughs t o show t he m ove. I t 's as if t he m ove has already been accept ed.

Figu r e 1 6 - 1 3 .

Use the Combine Documents box to merge two versions of a document and to see the differences between the two. The Comparison settings determine which changes are shown in the combined document. Under Show Changes, you can choose to show the changes in the original document, in the revised document, or in a new document.

6 . I n t h e Sh ow Ch a n ge s gr ou p, ch oose t h e le ve l of ch a n ge s you w a n t t o vie w a n d w h e r e you w a n t t h e com bin e d docu m e n t t o a ppe a r . You have t wo choices t o m ake about t he level of changes: Word can show changes at t he charact er level or at t he word level. I t 's a lit t le easier t o work at t he word level. For exam ple, if you change t he word " you" t o " your," Word highlight s t he whole word as a change rat her t han j ust showing t hat you insert ed an " r." 7 . Un de r t h e " Sh ow ch a n ge s in " h e a din g, ch oose w h e r e you w a n t t o se e t h e com bin e d docu m e n t .

I n m ost cases, it 's best t o choose t he last opt ion, " New docum ent " ; t hat way, t he com bined docum ent is an ent irely new docum ent , and you can save it under a new nam e. This choice leaves your original and t he reviewer's docum ent s unt ouched, so in case of an em ergency, you can go back and t ake a look at t hem . 8 . Click OK t o com bin e t h e docu m e n t s . Aft er a lit t le hem m ing and hawing, Word shows you som et hing like Figure 16- 12 , which m ay be a lit t le int im idat ing unt il you decode what 's really going on. You see t he fam iliar Reviewing Pane on t he left side. I n t he m iddle is your Com bined Docum ent , sport ing underlines and st rikeout s t o show t he changes. The right side of Word's window shows t wo docum ent s: The original is at t he t op, and t he reviewer's docum ent is on t he bot t om . All t hree docum ent s are synchronized, so when you scroll t hrough one docum ent , t he ot her t wo aut om at ically scroll t o t he sam e spot . 9 . On t h e Re vie w t a b, in t h e Com pa r e gr ou p, u se t h e Sh ow Sou r ce m e n u ( Figu r e 1 6 - 1 4 ) t o a dj u st t h e vie w so t h a t it w or k s for you . Viewing t he Com bined Docum ent and t he Original and Revised docum ent at t he sam e t im e gives you a good pict ure of how t he reviewer changed t he docum ent . On t he ot her hand, if you find yourself suffering from vert igo, you can adj ust t he view using t he Show Source m enu. I f you don't need t he Reviewing Pane, you can close t hat t oo. Just click t he X but t on in t he upper- right corner of t he pane.

Figu r e 1 6 - 1 4 .

Using the Show Source Documents menu, you can hide one or both of the documents on the right to make it easier to focus on the combined document in the center.

16.5.1. Comparing Two Documents

The procedure for com paring docum ent s is alm ost ident ical t o com bining t wo docum ent s, and t he com m and is even on t he sam e m enu: Review Com pare Com pare. The Com pare Docum ent s box is alm ost ident ical t o t he Com bine Docum ent s box ( Figure 16- 13 ) , since you're searching for t he sam e t ypes of changes in your docum ent m oves, com m ent s, insert ions, and delet ions. What 's different bet ween t he Com bine and Com pare com m ands are t he result s. When you com bine t wo docum ent s, t he result shown in t he cent er window incorporat es t he changes in bot h docum ent s. When you com pare t wo docum ent s, t he result is a m arked up docum ent t hat shows differences bet ween t he t wo, as shown in Figure 16- 15 . The result is what 's known as a legal blackline , det ailing all t he changes in a clear, st andardized way. This t ype of com parison is handy when t wo part ies are negot iat ing t he det ails of a cont ract .

Figu r e 1 6 - 1 5 .

When you compare two documents, Word shows you a marked up copy that points out the differences. The standard markup shows deleted text in balloons and inserted text underlined and in place. A vertical line in the margin makes it easy for you to zero in on changes.

16.6. Protecting Your Document from Changes Som et im es you want t o show your docum ent t o people, but you don't want t hem t o m ess it up with unwant ed changes. Perhaps you want t hem t o add com m ent s but not t o fiddle wit h your words. Or, m aybe you need t hem t o review and edit a cert ain sect ion but t o leave t he rest of t he docum ent alone. Using Word's Prot ect Docum ent opt ions, you're in cont rol (Figure 16- 16) . You can provide specific perm issions t o specific reviewers, and you can even password prot ect t he Prot ect Docum ent set t ings.

Figu r e 1 6 1 6 . Use the Protect Document menu on the Review tab to limit how other people can change your document. When you choose Restrict Formatting and Editing at the top of the menu, a panel opens on the right side of your document. Use the settings to select the type of edits you want to permit.

The first st ep t o lim it ing t he way ot hers can change your docum ent is t o open t he Rest rict Form at t ing and Edit ing pane wit h t he com m and Review Prot ect Prot ect Docum ent or t he keyboard short cut Alt + R, PR, F. The pane t hat appears is divided int o t hree part s, as shown in Figure 16- 17. You use t he first t wo sect ions t o describe how you want t o rest rict changes t o t he docum ent s, and t hen you use t he t hird sect ion t o st art enforcing prot ect ion. ( Despit e t he wording, you don't get a blue hat , a badge, and a night st ick.)

Figu r e 16-17. The Restrict Formatting and Editing pane lets you limit the way others can change your document. Use the first two sections, "Formatting restrictions" and "Editing restrictions," to define how you want to protect the document, and then click Yes, Start Enforcing Protection.

Here's a brief descript ion of each sect ion: Use For m a t t in g r e st r ict ion s t o lim it t he ways reviewers can m ake form at t ing changes t o your docum ent . You can also rest rict t hem from choosing new t hem es and st yles. Use t he Edit in g r e st r ict ion s t o pick and choose from a variet y of edit ing opt ions such as com m ent s and t racked changes. This sect ion also gives you ways t o lim it reviewers t o edit ing select ed port ions of t he docum ent .

Use St a r t e n for ce m e n t t o apply t he rest rict ions defined in t he ot her t wo part s. You can use password prot ect ion t o keep your reviewers from changing t he Prot ect ion set t ings. The following pages describe your rest rict ion opt ions in det ail. Tip: If you want to give different people different permissions to make changes to your document, you need to designate them as usersthat is, people Word can identify electronically. It's not as complicated as it sounds: If you're working on a business network, you can identify colleagues using their network address, such as editorial\chaz or [email protected]. Click "More users," and add the name to the Add Users box. You can also group individuals under one name, to make it easier to give several people the same type of permission.

16.6.1. Applying Formatting Restrictions I f you've got your docum ent form at t ed perfect ly, t he last t hing you need is t o have one of your reviewers j um p in and st art m essing t hings up. Use t he Form at t ing Rest rict ion t o keep t hem from m aking any changes or t o lim it t he kind of changes t hey can m ake. Aft er you open t he Rest rict Form at t ing and Edit ing pane ( Alt + R, PR, F) , you can apply form at t ing rest rict ions using t he sect ion at t he t op. Turn on t he " Lim it form at t ing t o a select ion of st yles" checkbox, and t hen click t he Set t ings link t o open t he Form at t ing Rest rict ions box shown in Figure 16- 18.

Figu r e 161 8 . The Formatting

Restrictions box is deceptively complexlooking. Just start at the top. In the top section, you can limit the way reviewers can apply styles to your document. Using the bottom section, you can control the way AutoFormat works while reviewers change your document. You can also block Theme and Style changes.

Here are som e of t he ways you can prot ect your docum ent : Tr a ck e d Ch a n ge s. Turn on t his set t ing, and Word t racks any changes t hat are m ade by reviewers. Com m e n t s. Perm it s reviewers t o add com m ent s t o your docum ent but prevent s t hem from m aking changes t o t he t ext . Fillin g in for m s. Use t his opt ion when you creat e form s for ot hers t o use. You want t hem t o fill in t he blanks wit hout changing t he boilerplat e t ext . ( You can find a whole chapt er on creat ing form s st art ing in Sect ion 14.1.) N o ch a n ge s ( r e a d on ly) . Prevent s reviewers from m aking any changes. You also use t his opt ion when you want t o lim it edit ing t o specific port ions of your docum ent . I n ot her words, t he ent ire docum ent is read only except for specific areas t hat you designat e.

Note: In previous versions of Word you could suggest, with a prompt, that people open your document in read-only mode, but you couldn't enforce it as you can with Word 2007.

16.6.2. Allowing Changes in Parts of a Document One of t he snazzier t ricks you can do wit h Word 2007's docum ent prot ect ion is t o prot ect part s of t he docum ent but allow people t o edit ot her part s. You can even choose who has access t o different part s of t he docum ent . Here are t he st eps t o set it up:

1 . Ch oose Re vie w

Pr ot e ct

Pr ot e ct D ocu m e n t Re st r ict For m a t t in g a n d Edit in g.

The Rest rict Form at t ing and Edit ing pane opens on t he right side of Word's window. 2 . Un de r Edit in g Re st r ict ion s ( n u m be r 2 ) , t u r n on t h e " Allow on ly t h is t ype of e dit in g in t h e docu m e n t " ch e ck box . Th e n , fr om t h e dr op- dow n m e n u , ch oose " N o ch a n ge s ( Re a d on ly) ." Aft er you choose " No changes," som e ext ra boxes appear below t he heading Except ions. You use t hese boxes, in st ep 4, t o choose groups or t he individual who can edit specific part s of your docum ent . 3 . Se le ct a por t ion of t h e docu m e n t w h e r e you w a n t t o a llow e dit in g . First , you choose t he port ion of your docum ent t hat you want reviewers t o edit . You can drag your m ouse t o m ake a select ion, for exam ple, or you can use any of t he ot her st andard select ion t echniques described in Sect ion 2.2.1, Sect ion 2.2.2, Sect ion 2.2.3Sect ion 2.2.4. 4 . Tu r n on ch e ck box e s t o ch oose t h e gr ou ps or t h e in dividu a l w h o ca n e dit t h e se le ct e d text. I f you want anyone who get s t he docum ent t o edit t he select ed t ext , click t he checkbox next t o Everyone in t he Groups box. I f you want t o lim it access t o som e of your reviewers, t urn on t he checkboxes for j ust t hose people in t he I ndividuals box. You can add people t o t he list s by clicking t he " More users" link beneat h t he boxes, as described in t he t ip on t he previous page. 5 . Re pe a t st e ps 3 a n d 4 t o se le ct ot h e r por t ion s of you r t e x t a n d give pe r m ission t o e dit t o gr ou ps a n d in dividu a ls. When you're done, click t he " Yes, St art Enforcing Prot ect ion" but t on t o t urn on prot ect ion, and t hen save your docum ent for dist ribut ion. Wit h t he docum ent prot ect ed, you dist ribut e it t o your reviewers. When t he reviewers open t he docum ent , t hey'll be able t o m ake changes only in t he regions you've select ed. Word provides t wo but t ons on t he Rest rict Form at t ing and Edit ing pane t o m ake it easy t o j um p back and fort h bet ween edit able areas ( Figure 16- 19) .

Figu r e 16-19. Reviewers working on a restricted document can use these buttons to jump to regions where they're permitted to make changes.

Part IV: Customizing Word with Macros and Other Tools Ch a pt e r 1 7 : Cu st om izin g You r W or k spa ce Ch a pt e r 1 8 : Ch a n gin g You r Se cu r it y Se t t in gs Ch a pt e r 1 9 : I n t r odu cin g M a cr os a n d Visu a l Ba sic Ch a pt e r 2 0 : Cr e a t in g You r Ow n Th e m e s a n d Te m pla t e s

17. Customizing Your Workspace I f som e aspect of Word's appearance or behavior bugs you, never fearit 's m uch easier t o change t han, say, t he appearance and behavior of your t eenager. I n fact , Microsoft is known for providing m ult iple ways t o do t he sam e j ob, m ult iple pat hs t o t he sam e dialog box, and m ult iple ways t o view your work. More oft en t han not , you can t weak t he aspect s of Word t hat you find annoying. On t he ot her hand, Word's fact ory set t ings work quit e well, and you can safely ignore t his chapt er. Think of t his chapt er as a laundry list of t he set t ings in t he Word Opt ions dialog box, which you can t inker wit h at your leisure. Scan t he headings and t he bullet point s, and zero in on t he feat ures t hat are im port ant t o you. For exam ple, t his chapt er explains: How t o put your favorit e com m ands in t he Quick Access t oolbar in t he upper left corner of m ost Office program s. How t o creat e your own keyboard short cut s. How t o change t he appearance of m enus, t ools, and docum ent s. How t o fine- t une t he way Word behaves when you're edit ing docum ent s.

17.1. Customizing the Quick Access Toolbar The Quick Access t oolbar lives in t he upper- left corner of all Office program s. Som et im es on t he I nt ernet you see it referred t o as t he QAT, because com put er gnom es have a st rong affinit y for acronym s. New in Office 2007, t he Quick Access t oolbar is designed t o put your m ost frequent ly used com m ands in one spot , no m at t er which Office program you're using. Best of all, you get t o choose which com m ands you want in t he t oolbar. Microsoft m ade a guess at t he com m ands t hat m ost people would want and put som e choices on t he Quick Access t oolbar m enu t o get you st art ed ( Figure 17- 1 ).

Figu r e 1 7 - 1 .

Click the drop-down button (the tiny down arrow) next to the Quick Access toolbar to open a menu where you can add and remove the icons for common commands to the toolbar. If the command you want isn't on this menu, click More Commands to add it, as described in the steps below.

17.1.1. Adding Commands to the Quick Access Toolbar Suppose you'd like t o add a couple m ore com m ands t o t he Quick Access t oolbar. Perhaps you m iss t he m enu in earlier versions of Word t hat let you quickly swit ch bet ween open Word docum ent s. Also, say you're a big fan of Aut oText , which let s you assign long st rings of t ext t o a couple keyst rokes

( Sect ion 1.4.3 ) . You can add t he Aut oText but t on t o t he Quick Access t oolbar, so you can quickly creat e and use Aut oText ent ries. I n t his t ut orial, you see how t o add t hese t wo com m andsSwit ch Windows and Aut oText t o t he Quick Access t oolbar:

1 . To t h e r igh t of t h e Qu ick Acce ss t oolba r , click t h e t in y a r r ow bu t t on t o ope n t h e dr opdow n m e n u . By checking t he com m ands on t his m enu, you can add t heir icons t o t he Quick Access t oolbar. Trouble is, t he com m ands shows t hat t he t wo com m ands you want t o add aren't even on t he m enu, so: 2 . N e a r t h e bot t om of t h e m e n u , click M or e Com m a n ds . The Word Opt ions dialog box opens, showing t he Cust om ize opt ions ( Figure 17- 2 ) . The list box on t he right shows t he com m ands t hat are current ly shown on t he Quick Access t oolbar. The box on t he left cont ains com m ands t hat you can add t o t he Quick Access t oolbar. The " Choose com m ands from " drop- down m enu above t he left box reads " Popular Com m ands." Evident ly, t he Swit ch Windows and Aut oText com m ands aren't popular enough t o m ake t he cut , because t hey aren't on t he list . Fort unat ely, you can use t he " Choose com m ands from " m enu t o display m ore com m ands.

Figu r e 1 7 - 2 .

The Customize Pane in the Word Options box lets you add commands to the Quick Access toolbar. Use the "Choose commands from" dropdown menu to show available commands in the box on the left. Double-click a command on the list to add it to the Quick Access toolbar, as shown by the list box on the right.

3 . Fr om t h e " Ch oose com m a n ds fr om " dr op- dow n m e n u , ch oose All Com m a n ds . The All Com m ands list is pret t y lengt hy, giving you an idea of j ust how m any different com m ands Word has t o offer. That 's why t he " Choose com m ands from " m enu also let s you narrow down your choices by choosing com m ands from specific ribbon t abs. ( The m aj or t abs are list ed closer t o t he t op, and t he subm enu t abs, like t hose for chart t ools and t able t ools, are list ed near t he bot t om .) 4 . Scr oll dow n t h e All Com m a n ds list t o se le ct Au t oTe x t , a n d t h e n click t h e Add bu t t on be t w e e n t h e t w o list box e s t o a dd t h e com m a n d t o t h e box w it h t h e Qu ick Acce ss t oolba r com m a n ds . You can use t he Add but t on t o add a com m and t o t he Quick Access t oolbar list , or you can j ust

double- click a com m and. Tip: The first entry, , isn't a command; it simply places a vertical line in the Quick Access toolbar to help organize the icons. If you have lots of commands in your Quick Access toolbar, you may want to group them between separator bars.

5 . Scr oll dow n t o se le ct Sw it ch W in dow s, a n d t h e n dou ble - click t o a dd t h e com m a n d t o t h e Qu ick Acce ss t oolba r box . Press S t o j um p down t o t he com m ands t hat begin wit h S. That m akes it a short er scroll t o get t o t he Swit ch Windows com m and. Now t hat you've filled t he list wit h your desired com m ands, it 's t im e t o arrange t hem t o your liking. 6 . I n t h e Cu st om ize Qu ick Acce ss t oolba r list box , se le ct a com m a n d, a n d t h e n u se 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 t o a r r a n ge t h e m in a n or de r t h a t w or k s be st for you . To m ake it easier t o find your new com m ands, you can add one or t wo separat ors described in t he previous t ip. For exam ple, you m ay want t o group t he relat ed Save, New docum ent , and Open docum ent com m ands t oget her. 7 . Click OK t o close t h e W or d Opt ion s box a n d a dm ir e you r n e w ly con figu r e d Qu ick Acce ss t oolba r . When t he Word Opt ions box closes, you see your new com m and on t he Quick Access t oolbar. Bot h t he Aut oText and Swit ch Windows com m ands are m ore t han sim ple com m and but t onst hey're act ually drop- down m enus, which can save you a couple of ribbon clicks. For even great er t im e savings, you can use keyboard short cut s t o run t he com m ands on t he Quick Access t oolbar. The com m ands are num bered from t he left t o t he right , so you can choose t hem wit h t he Alt key and t he num ber ( Figure 17- 3 ) .

Figu r e 1 7 - 3 .

Press the Alt key, and the commands on the Quick Access toolbar sprout little number badges. You can run a command with a keyboard shortcut by pressing Alt with the corresponding number. In this example, Alt+1runs the Save File command,

and Alt+8 runs Switch Windows.

Tip: If you've used earlier versions of Word, you may not like the location of the Quick Access toolbar. So Microsoft lets you move it. Click the Customize Quick Access toolbar button, and then choose "Show Below the Ribbon" (it's near the bottom of the menu). The Quick Access toolbar moves to its own row between the ribbon and your document. In this location, it looks similar to the toolbars in earlier versions of Word.

17.2. Creating Keyboard Shortcuts Savvy Word workers know t hat t aking t im e away from t he keyboard t o grasp t he m ouse wast es precious seconds every t im e. I f efficiency is what you crave, t ake a cue from t he power users and learn t he keyboard short cut s for t he com m ands you use m ost oft en ( you find t hem t hroughout t his book) . I f t here isn't a short cut for one of your favorit e com m ands, you can creat e one. Or, if you learned word processing on a different program , you m ay want t o change Word's keyboard short cut s t o m at ch t he ones t hat your fingers are used t o. Here's how t o cust om ize Word's keyboard com m ands:

1 . Ch oose Office bu t t on W or d Opt ion s. W h e n t h e W or d Opt ion s box ope n s, click t h e Cu st om ize bu t t on a t le ft . The Cust om ize window opens. ( I t 's t he sam e window used t o organize com m ands on t he Quick Access t oolbar, as described in t he preceding sect ion, shown back in Figure 17- 2 .) 2 . At t h e bot t om of t h e box , click t h e " Ke yboa r d sh or t cu t s:" Cu st om ize bu t t on . The Cust om ize Keyboard dialog box opens. As you can see in Figure 17- 4 , it offers several list s, t ext boxes, and but t ons. At t op are t wo list boxes called Cat egories and Com m ands.

Figu r e 1 7 - 4 .

Use the Customize Keyboard box to change the keyboard shortcuts for Word Commands. Choose a category from the box on the left, and then pick a command from the box on the right. Click within the "Press new short cut" box on the right, and then type the keystroke you want to use for your shortcut.

3 . On t h e le ft , ch oose fr om t h e Ca t e gor ie s opt ion s t o sh ow com m a n ds in t h e Com m a n ds box on t h e r igh t . When you m ake a select ion in t he Cat egories box, it changes t he com m ands shown in t he Com m ands box. Say you use t ables a lot and want t o assign a short cut t o t he com m and t o insert a t able int o your docum ent . Choose t he I nsert Tab in t he Cat egories t ext box, and t he Com m ands box on t he right shows a list of com m ands relat ed t o insert ing obj ect s in your docum ent . 4 . I n t h e Com m a n ds list , se le ct t h e com m a n d you w a n t t o cr e a t e a sh or t cu t for . When you click, t he com m and get s highlight ed. 5 . Be low t h e Com m a n ds, in t h e " Pr e ss n e w sh or t cu t k e y" box , t ype t h e k e ys for you r n e w sh or t cu t . When you press keys on your keyboard, Word records t hem in t he " Current keys" box on t he left . You can use t he Alt , Shift , and Ct rl keys in com binat ion wit h ot her keys. ( Pressing t hem

wit hout anot her key doesn't record anyt hing.) Tip: If you make a mistake, hit Backspace to remove it. The Delete key doesn't work, since it's considered one of the keystrokes. So if you press the Delete key, "Del" appears in the text box.

6 . Be low t h e " Cu r r e n t k e ys" box , e x a m in e t h e " Cu r r e n t ly a ssign e d t o" t e x t box t o se e if t h e sh or t cu t in t e r fe r e s w it h a n ot h e r com m a n d you r e gu la r ly u se . I t 's im port ant t o look at t he " Current ly assigned t o" m essage t o learn if your short cut is already assigned t o a different com m and. So, for exam ple, if you t ype Ct rl+ F, you see a m essage t hat explains t he short cut is current ly assigned t o Edit Find. Note: Word has hundreds of commands and each command has a name. When it comes to commands Word doesn't place spaces between the words so you get words like EditFind. In previous versions of Word this shorthand indicated the Find command on the Edit menu. Now, of course those menus are gone, and the commands have been shuffled around, but Word still uses the original command names. Happy hunting.

7 . I n t h e " Sa ve ch a n ge s in " box , ch oose w h e r e t o sa ve t h e k e yboa r d sh or t cu t . You can creat e keyboard short cut s t hat are available t o all your Word docum ent s or short cut s t hat are available only t o som e docum ent s. I f you leave t he " Save changes in" box set t o Norm al.dot m , your short cut s are available t o all Word docum ent s. Or, click t he drop- down m enu, and t hen you can choose a specific docum ent . Then t he com m ands are available only in t hat docum ent , or, if t he docum ent is a t em plat e, it 's available t o any docum ent s based on t hat t em plat e ( see t he box in Sect ion 5.2.1 ) . You m ay want t o lim it t he short cut t o, say, t em plat es for your work docum ent s if you share a PC wit h personal act ivit ies or ot her fam ily m em bers. 8 . To sa ve t h e k e yboa r d sh or t cu t , click t h e Assign bu t t on . Clicking t he Assign but t on saves t he keyboard short cut so you can st art using it . 9 . Click t h e Close bu t t on t o close t h e Cu st om ize Ke yboa r d box , a n d t h e n click OK t o close t h e W or d Opt ion s box . I f lat er you decide t he keyst roke was a m ist ake, you can com e back and change it by finding t he com m and ( as you did in st ep 3) , and t hen clicking t he Rem ove but t on at t he bot t om of t he screen. Tip: If you've really fouled things up, you can click the Reset All button to change all shortcuts back to their original settings.

17.3. Personalizing Word Options An oft en- overlooked st ep in cust om izing Word is personalizing your copy. I f you give Word your nam e and init ials in t he Word Opt ions dialog box, t he program " knows" who's t yping. Your nam e is m ost im port ant when you're collaborat ing wit h your colleagues using Word's reviewing feat ures ( Chapt er 16) . When you review, edit , and add com m ent s t o a docum ent , Word t ags your m arkup wit h eit her your nam e or your init ials. Word m ay have added your nam e and init ials when you inst alled t he program . To check, go t o Office but t on Word Opt ions. The dialog box opens, showing t he Popular set t ings (Figure 17- 5) . At bot t om right , you see t he t ext boxes for " User nam e" and I nit ials. I f you need t o change t his inform at ionsay you'd rat her use a pseudonym , a nicknam e, or your com pany nam et ype it here.

17.4. Changing Word's Display Word's ribbon and dialog boxes give you m ore t ools t han anyone can ever use. The key t o working efficient ly is t o arrange your screen so t hat it shows t he t ools you want , where you want t hem , so don't hesit at e t o t weak Word's display. Most of t he set t ings t o cust om ize your display are found in t he Word Opt ions box, which you can open wit h Office but t on Word Opt ions or wit h t he keyboard short cut Alt + F, I . The ot her display- relat ed opt ions let you adj ust t he way Word shows your docum ent , hidden t ext , and form at t ing m arks. The Word Opt ions box shows several but t ons on t he left side. Each t im e you click a but t on, you see different set t ings on t he right . Three but t ons lead t o display- relat ed set t ings: Popular, Display, and Advanced.

17.4.1. The Popular Display Settings Open t he Word Opt ions box, and t hen click t he Popular but t on. You see opt ions t hat change Word's display under t he heading " Top opt ions for working wit h Word." See Figure 17- 5 .

Figu r e 1 7 - 5 .

Word stores your name and initials in the Word Options box. It's not some nefarious Microsoft scheme to spy on you. Word uses your name and initials to identify your edits and comments when you collaborate on documents.

Sh ow M in i Toolba r on se le ct ion . The Mini Toolbar pops up when you select t ext in your docum ent , providing com m on edit ing and form at t ing opt ions, as shown in Figure 17- 6 . When you inst all Word, t his feat ure is t urned on, but if you find t he m ini t oolbar m ore nuisance t han help, you can suppress it s pop- up behavior by rem oving t he checkm ark from t his opt ion. En a ble Live Pr e vie w . Live Preview is t he feat ure t hat im m ediat ely changes your docum ent t o show you form at t ing opt ions before you apply t hem . Live Preview can be t oo dem anding for com put ers t hat are slow, underpowered, and graphically challenged. I f t hat 's t he case, rem ove t he checkm ark from t his box t o t urn off Live Preview. Sh ow D e ve lope r t a b in t h e Ribbon . I f you're working wit h m acros, form s, t em plat es, or XML, t urn on t his box t o display t he Developer t ab in t he ribbon. The Developer t ab provides special t ools and but t ons t hat help you creat e Word docum ent s for ot hers t o use. Alw a ys u se Cle a r Type . ClearType is a t echnology developed by Microsoft t hat 's designed t o m ake t ext on a screen look bet t er. I t works for m ost com put ers and m ost m onit ors, but in som e cases, ClearType can m ake t ext look worse. For exam ple, if you have a flat panel m onit or and you've changed t he resolut ion t o som et hing ot her t han t he usual recom m ended ( or nat ive )

resolut ion, ClearType m ay not work. I n t hat case, rem ove t he checkm ark from t his box. Ope n e - m a il a t t a ch m e n t s in Fu ll Scr e e n Re a din g vie w . Word's Full Screen Reading view is ideal for docum ent s t hat you want t o read but not edit . Use t his opt ion t o open all em ail at t achm ent s in Full Screen Reading view inst ead of Print Layout view, where you m ight inadvert ent ly m ake changes t o t he docum ent . Color sch e m e . You can change t he colors of Word's fram e, scroll bars, and ot her accessories wit h t his drop- down m enu. There isn't a way t o creat e your own schem es, so you're lim it ed t o choosing from t he ones t hat Microsoft provides. Just choose one whose colors you find soot hing and t hat reduces eyest rain. Scr e e n Tip st yle . Screen t ips are t he m essages t hat pop up when you hold t he m ouse cursor over a com m and or a cont rol. You have t hree choices. Choose " Show feat ure descript ions in ScreenTips" for a longer, m ore descript ive m essage. Choose " Don't show feat ure descript ions in ScreenTips" for a t erse one- or t wo- word descript ion. Or, choose " Don't show ScreenTips" t o elim inat e t hem ent irely.

Figu r e 1 7 - 6 .

Word's Mini Toolbar is one of those things that you either love or hate. If you find it distracting, you can keep it from popping up when you select text. Go to Office Word Options Popular and remove the checkmark from "Show Mini Toolbar on selection."

17.4.2. Changing Display Settings Open t he Word Opt ions box ( Alt + F, I ) , and t hen, on t he left , click t he Display but t on t o see and change som e of t he com m on display set t ings ( Figure 17- 7 ) . The display opt ions are divvied up int o t wo groups: " Page display opt ions" and " Always show t hese form at t ing m arks."

17.4.2.1. Page display options The Page display opt ions change t he way Word shows your docum ent in t he program window. None of t hese opt ions affect t he way your print ed docum ent looks.

Figu r e 1 7 - 7 .

Use the settings in the Word Options Display pane to customize your view of documents. The "Show white space between pages" option shows or hides the top and bottom margins of pages in Print Layout view.

Sh ow w h it e spa ce be t w e e n pa ge s in Pr in t La you t vie w . I n Print Layout view, Word shows a com plet e represent at ion of a print ed page including t he em pt y, whit e space at t he t op and bot t om m argins. I f you uncheck t his box, you don't see t he ext ra whit e space. You can also show and hide t he whit e space while you're working in your docum ent . When you hold t he

m ouse cursor over t he area bet ween t wo pages, t he cursor changes t o t wo arrows on pages. Doubleclick t o show or hide t he whit e space. Sh ow h igh ligh t e r m a r k s . The highlight er t ool on t he Hom e t ab let s you call at t ent ion t o specific part s of t ext . Word's fact ory set t ing is t o show highlight ed t ext . I f t hat annoys you, uncheck t his box. Sh ow docu m e n t t oolt ips on h ove r . Docum ent t ool t ips are t hings like reviewer's com m ent s and hyperlink addresses t hat are hidden wit hin your docum ent 's t ext . When you hold your m ouse cursor over an it em for a couple of seconds, a docum ent t ool t ip pops up, showing t he addit ional inform at ion. Use t his opt ion t o t urn t ool t ips on or off.

17.4.2.2. Always show these formatting marks on the screen I nvisible charact ers lurk wit hin your word docum ent st ab charact ers, paragraph m arks, and t he ot her form at t ing m arks t hat are usually hidden in your t ext . I n fact , som et im es when you're wrest ling wit h form at t ing issues, it helps t o bring t hese guys out of t he shadows. You can show and hide m ost of t hese m arks using t he com m and Hom e Paragraph Show/ Hide or t he keyboard short cut Alt + H, 8. ( Figure 17- 8 shows how a docum ent looks wit h all t he form at t ing m arks showing.) I f you want a cert ain m ark t o always show when you creat e new docum ent ssay you like knowing where t he paragraph breaks arego t o Office Word Opt ions and use t he checkboxes under " Always show t hese form at t ing m arks on t he screen" t o show and hide: Tab charact ers Spaces Paragraph m arks Hidden t ext Opt ional hyphens Obj ect anchors Show all form at t ing m arks

17.4.3. Advanced Display Options Click t he Advanced but t on in t he Word Opt ions box t o see som e of t he lesser- used and esot eric set t ings t hat let you t urn on and off m aj or aspect s of t he program 's appearance. Scroll down t o t he m iddle of t he box, and you see t wo groups of set t ings t hat affect t he look of your docum ent s and t he Word window: " Show docum ent cont ent " and " Display."

17.4.3.1. Show document content The opt ions under " Show docum ent cont ent " affect t he way your docum ent looks when you're working wit h it . I t em s wit h checkm arks in t he boxes are visible in your docum ent . Click a checkbox t o t oggle an opt ion on or off.

Sh ow ba ck gr ou n d color s a n d im a ge s in Pr in t La you t vie w . Background colors are m ore for Web pages t han print ed pages. They can be dist ract ing when you're t yping and edit ing. Turning off t his box hides bot h background colors and background im ages used as wat erm arks. Sh ow t e x t w r a ppe d w it h in t h e docu m e n t w in dow . Turn on t his box if you want t he lines of your t ext t o aut om at ically wrap t o fit in t he docum ent window. So, if you m ake your window narrower, Word redist ribut es t he words in t he paragraph so t hat you can see all t he words. This set t ing affect s t he Draft , Out line, and Web Layout views but doesn't change t he Print Layout view. I n Print Layout view, if you m ake Word's window narrower t han t he lines of t ext , you hide som e of t he words. Sh ow pict u r e pla ce h olde r s . I f you're working on a slow com put er wit h a docum ent t hat has a lot of pict ures, Word can slow down t o a crawl. Turn on t his box, and all t hose pict ures are replaced wit h placeholders, as shown in Figure 17- 8 . Your docum ent scrolls fast er, and everyt hing else in Word should be snappier t oo.

Figu r e 1 7 - 8 .

Documents with lots of pictures scroll slowly, especially if your computer is the equivalent of a 90-pound weakling. You can speed things up by using picture placeholders while you edit your text. Go to Office button Word Options Advanced. Scroll down to the "Show document content" group, and then choose "Show picture placeholders."

Sh ow dr a w in g a n d t e x t box e s on scr e e n . Drawings and t ext boxes show in t he Print Layout view unless you t urn t hem off by rem oving t he check from t his box. Sh ow t e x t a n im a t ion . Anim at ed t ext is no longer a font opt ion in Word 2007. But Word st ill shows shim m ering let t ers and m arching ant borders in docum ent s creat ed in earlier versions. Mercifully, t he powers- t hat - be in Redm ond let you t urn off t his annoying feat ure. Sh ow book m a r k s . You use bookm arks t o m ark locat ions in your m anuscript . Once t hey're in place, you can j um p t o t hem using t he Go To com m and ( F5) and refer t o t he bookm arks by nam e in m acros and Visual Basic for Applicat ions ( VBA) program s ( Sect ion 19.3.2 ) . This set t ing t oggles t he visibilit y of bookm arks on t he screen. Wit h " Show bookm arks" t urned on, t hey show as gray square bracket s surrounding t he select ed t ext . Sh ow Sm a r t Ta gs . Sm art Tags aut om at ically creat e links t o resources on t he I nt ernet when you t ype specific words int o your docum ent ( see t he box in Sect ion 6.4.3 ) . I f you find t his quick reference feat ure annoying, rem ove t he check from t his box. Sh ow t e x t bou n da r ie s . Places dot t ed lines around t he t ext in your docum ent ( including t ext t hat appears in t he headers and foot ers) t hat help you line up im ages and ot her page elem ent s. ( Text boundaries don't appear in print ed copies.) Sh ow cr op m a r k s . Crop m arks are guides for t rim m ing paper when a docum ent is print ed on a piece of paper t hat 's larger t han t he designat ed page size ( Alt + P, SZ) . Sh ow fie ld code s in st e a d of t h e ir va lu e s . Field codes usually perform som e sort of calculat ion, and t hen place t he result in t he t ext . For exam ple, a PageNum field code det erm ines t he page num ber, and t hen places t hat num ber in t he t ext . I f you want t o see t he act ual field code and not t he result ing value, t urn on t his box. Use t he Field shading drop- down m enu t o highlight fields in your docum ent . The m enu provides t hree opt ions: Never, Always, and " When select ed." Use dr a ft fon t in D r a ft a n d Ou t lin e vie w s . The Draft and Out line views don't show your docum ent as it looks on t he print ed page. You can specify a part icular font and size for t hese t wo views t o m ake your docum ent m ore readable on t he screen. Fon t Su bst it u t ion ( bu t t on ) . When som eone gives you a docum ent t hat uses font s you don't have on your com put er, Word aut om at ically chooses sim ilar font s t o display inst ead. I f you're not happy wit h Word's choice, use t his but t on t o specify subst it ut e font s.

17.4.3.2. Display options To see t he advanced display opt ions, go t o Office Word Opt ions Advanced, and scroll down t o about t he m iddle of t he window. You see t he set t ings list ed below. Click t o t oggle t he checkboxesa checkm ark m eans an it em is visible in Word's display. Sh ow t h is n u m be r of Re ce n t D ocu m e n t s . When you click t he Office but t on, Word shows t he docum ent s you've recent ly opened and saved. Use t his box t o set t he num ber of docum ent s list ed. The num ber can be as high as 50, but som et hing in t he 10 t o 20 range is usually sufficient .

Sh ow m e a su r e m e n t s in u n it s of . Choose t he unit s you'd like t o see in your Word rulers and dialog boxes. You have a choice of inches, cent im et ers, m illim et ers, point s, and picas. St yle a r e a pa n e w idt h in D r a ft a n d Ou t lin e vie w s . A pane list ing paragraph st yles appears t o t he left of your t ext in t he Draft and Out line view, as shown in Figure 17- 9 . Ent er a num ber in t his box t o set t he widt h of t he pane. For exam ple, if you're using inches, ent er .5 t o devot e a half inch t o t he St yle pane. I f you don't want t o show a St yle pane, j ust set t he num ber t o zero. Sh ow pix e ls for H TM L fe a t u r e s . Turn on t his box t o use pixels as t he unit of m easure for dialog boxes relat ed t o HTML and web pages. For Web page designers, t he pixel ( short for pict ure elem ent ) is t he basic unit of m easure. For exam ple, a Web page m ay be set t o 750 pixels wide by 540 pixels t all, a good fit for m any com put er screens.

Figu r e 1 7 - 9 .

The Style pane shows to the left of your text in Draft and Outline view. But you can decide just how much it shows by adjusting the width. Set the width to zero in Word Options, and it won't show at all. Go to Office button Word Options

Advanced

Display to find the "Style area pane width" setting.

Sh ow a ll w in dow s in Ta sk ba r . The Windows t askbar at t he bot t om of t he screen can group Word docum ent s t oget her under one icon, or it can show each Word docum ent as a separat e icon. Turn on t he checkbox t o see separat e icons for each docum ent . Note: Your Windows options also affect how your Word windows appear in the taskbar. To change the Windows settings, click the taskbar, and then choose Properties from the pop-up menu to adjust the taskbar settings.

Sh ow sh or t cu t k e ys in Scr e e n Tips . You see screen t ips when your m ouse cursor pauses over a but t on for a few seconds. This handy set t ing shows t he short cut keys for t he com m and

in t he screen t ip. I t 's a good way t o learn t hose short cut s. Sh ow h or izon t a l scr oll ba r . Displays t he horizont al scroll bar aut om at ically when you open a new docum ent . Sh ow ve r t ica l scr oll ba r . Shows t he vert ical scroll bar when you open a new docum ent . Sh ow ve r t ica l r u le r in Pr in t La you t vie w . Aut om at ically shows t he vert ical scroll bar in Print Layout view. Opt im ize ch a r a ct e r posit ion in g for la you t r a t h e r t h a n r e a da bilit y . This opt ion shows charact er posit ioning accurat ely, as it will appear when you print t he docum ent . Use t his only when it 's crit ical for layout purposes because it can dist ort t he spacing bet ween charact ers and m ake t he docum ent harder t o read onscreen.

17.5. Customizing the Save Documents Settings The Word Opt ions box has several opt ions t hat affect t he way Word saves your docum ent s. For exam ple, suppose you want t o always save your docum ent in t he older Word file form at .doc. Make t he change here, and you won't have t o change Word's set t ing every t im e you save a docum ent . You don't have m any opt ions, but som e of t hem are on t he com put er- geek t echnical edge of t hings. To see t he Save set t ings opt ion, go t o Office but t on Word Opt ions Save but t on. You see t hree groups of set t ings: Sa ve docu m e n t s let s you change t he file form at and t he locat ion in which Word saves your docum ent s. Offlin e e dit in g opt ion s for docu m e n t m a n a ge m e n t se r ve r file s adj ust s Share- Point set t ings if you're working wit h colleagues on a SharePoint sit e. Note: For more details on SharePoint, look to Essential SharePoint and SharePoint Office Pocket Guide , both by Jeff Webb.

Pr e se r ve fide lit y w h e n sh a r in g t h is docu m e n t gives you a way t o m ake sure your docum ent looks t he sam e on ot her people's com put ers as it does on yours. Sounds geekier t han it really is. Here's a brief rundown of t he set t ings for each of t he t hree groups.

17.5.1. Save Document Options Use t he first set t ing " Save files in t his form at " t o choose t he file form at you want t o use m ost of t he t im e. You can always override t his opt ion when you do a Save As ( Office but t on Save As) . The available file form at s include: .docx . New form at for m ost Word docum ent s. .docm . New form at for Word docum ent s cont aining m acros. ( Microsoft is m aking an effort t o increase com put er securit y by reining in Office m acros; see Sect ion 18.2.6 .) .dot x , New form at for Word t em plat es. .dot m . New form at for t em plat es cont aining m acros. .doc . Form at for all files creat ed in earlier versions of Word, including Word 6.0, Word 95, and Word 97- 2003. .dot . Form at for legacy Word t em plat es.

.pdf . Adobe Reader ( also known as Acrobat ) files. ( Available as an add- in; see t he box in Sect ion 7.3.2 .) .x ps . XML Paper specificat ion ( Microsoft 's answer t o PDF) . ( Available as an add- in.) .m h t , .m h t m l . Single file Web pagein ot her words, all t he files t hat m ake up a Web page cont ained in one single file. .h t m . .h t m l . St andard Web page form at . This form at is like t he Web pages you see on t he I nt ernet ; if t he page includes phot os or ot her files, links on t he page point t o t hose ext ernal files. .rtf . Rich Text Form at , a file form at used t o exchange files wit h ot her word processors and ot her t ypes of com put ers like Macs and Linux com put ers. .t x t . A t ext file form at t hat does not include ext ensive form at t ing. .x m l . eXt ensible Markup Language, a st andard language for describing m any different t ypes of data. .w ps . The old Microsoft Works form at .

17.5.1.1. AutoRecover options Word can aut om at ically save your docum ent at specific int ervals. Just t urn on t he checkbox, and t hen t ype a num ber of m inut es in t he " Save Aut oRecover inform at ion every…m inut es" box. I n t he " Aut oRecover file locat ion" box, t ype t he locat ion where you want t o st ore t he t em porary Aut oRecover files. Word's fact ory set t ing ( C: \ Docum ent s and Set t ings\ [ user nam e] \ Applicat ion Dat a\ Microsoft \ Word ) should work fine for m ost com put er set ups. I f you need t o select a new locat ion, click t he Browse but t on, and t hen navigat e t o a new folder.

17.5.1.2. Default file location When you have a new docum ent and click t hat Save but t on, how does Word choose a folder t o save it in? I t uses t he folder list ed in t he " Default file locat ion" box. You can save a lot of t im e and folder navigat ion gym nast ics by set t ing t his opt ion t o m at ch t he way you work. Microsoft 's fact ory set t ing for t his is your My Docum ent s folder. That 's not a bad choice, but if you have a folder where you keep m ost of your Word docum ent s, click Browse, and t hen select t hat folder. I f all your work for t he next t hree m ont hs is going t o go int o a single proj ect folder, you m ay want t o change t o t hat folder for t he t im e being.

17.5.2. Offline Editing Options I f you collaborat e wit h ot hers using a SharePoint net work sit e, t hese set t ings m ay int erest you. I f you're not a SharePoint collaborat or, you can skip t his sect ion. SharePoint is Microsoft 's net work t echnology developed t o help people share t he sam e files and workspace. When you use a shared file, you check it out like you'd check a book out of t he library. Ot hers can't m ake changes t o t he file you've checked out . When you check it back in, you m ay add com m ent s t o explain how you've changed t he file.

Word has t o st ore t em porary files while you're working on a docum ent you've checked out . The set t ings in t his group det erm ine where Word saves t he file while you're working on it . The fact ory set t ing for " Save checked out docum ent s t o" is " The server draft s locat ion on t his com put er." That should work fine for m ost com put er and net work set ups. I f you want t o change t he locat ion, click " The Web server" but t on, and t hen click Browse t o designat e a new locat ion.

17.5.3. Embedded Font Options The wonderfully nam ed " Preserve fidelit y when sharing t his docum ent " opt ion is easier t o figure out t han it sounds. Here's t he scoop: When you creat e a docum ent and form at t he t ext , you're using font s st ored on your com put er. Those font s creat e t he shapes of t he let t ers and, as you know, t hose shapes vary a lot . For exam ple, j ust com pare t he Arial and Algerian font s ( Figure 17- 10 ) . I f you share t he file wit h som eone who doesn't have t he Algerian font inst alled, Word j ust m akes a best guess and chooses som e ot her font t o display t he t ext . That 's not always a good t hing: I f you're creat ing an ad or a post er for a concert , t he look of t he t ype is crit ical t o t he feeling of t he piece.

Figu r e 1 7 - 1 0 .

Word gives you lots of fonts to choose from, but when you share a document, how can you be sure other people have the same fonts to view your masterpiece? The solution is to embed the fonts you used into the document file.

To m ake sure t hat everyone sees your docum ent wit h t he right font s, Word let s you em bed t hat is, st oret he font s in t he docum ent file. Yes, t his m akes t he file bigger, but it 's an invaluable opt ion when you really need it . Go t o Office but t on Word Opt ions Save but t on. The bot t om sect ion of t his window is where you m ake choices for em bedded font s. First , use t he drop- down m enu t o choose whet her you're changing t he set t ing for a single docum ent or for All New Docum ent s. Turn on t he " Em bed font s in t he file" checkbox, and t wo m ore opt ions com e t o life. I f you want t o reduce t he file size, t urn on bot h of t hem : Em be d on ly t h e ch a r a ct e r s u se d in t h e docu m e n t ( be st for r e du cin g file size ) . This opt ion is fine if t he person you're sharing t he file wit h is j ust going t o read it and not m ake changes. ( Leave it t urned off if t he person is going t o edit t he docum ent .)

D o n ot e m be d com m on syst e m fon t s . Som e font s, such as Arial or Tim es New Rom an, are already inst alled on j ust about every Windows com put er in t he world. Turning on t his box reduces file size by not em bedding font s ot her people are alm ost cert ain t o have.

17.6. Changing Editing Options The Word Opt ions box has lot s of lit t le checkboxes t hat cont rol edit ing opt ions you m ay never have even considered. For exam ple, you can t ell Word which st yle would prevail when you cut t ext from one place in your docum ent t hat 's form at t ed as Heading 2, and t hen you past e it int o a paragraph t hat 's form at t ed as Norm al. I f you have preferences about such t hings, go t o Office but t on Word Opt ions Advanced. Two groups of set t ings deal wit h t he int ricacies of edit ing: " Edit ing opt ions" and " Cut , copy, and past e."

17.6.1. Editing Options Typin g r e pla ce s se le ct e d t e x t . The fact ory set t ing works t his way: I f you select t ext and t hen st art t yping, t he select ed t ext disappears, leaving only t he new charact ers. I f you'd like t o keep t hat select ed t ext , t urn off t his checkbox. W h e n se le ct in g, a u t om a t ica lly se le ct a n e n t ir e w or d . I f you're handy wit h a m ouse, you m ay want Word t o select exact ly where you click and release. I f you always want Word t o select ent ire words even if you snag only part of a word in your select ion, leave t his box t urned on. Allow t e x t t o be dr a gge d a n d dr oppe d . This favorit e edit or's t ool let s you select t ext , and t hen drag it t o a new locat ion, saving you lot s of cut t ing and past ing. I f you're worried you m ay accident ally drag t ext som eplace else, go ahead and t urn it off. Use CTRL + Click t o follow h ype r lin k . When you have links t o ot her locat ions in your docum ent or t o t he I nt ernet , you can j um p t o t hose locat ions by pressing Ct rl+ click t o m ake t he m ove. Turn t his opt ion off, and t he links in your docum ent work like Web page hyperlinks, where a single click follows a link. Au t om a t ica lly cr e a t e dr a w in g ca n va s w h e n in se r t in g Au t oSh a pe s . When you insert a single pict ure or graphic int o a docum ent , you don't need a drawing canvas ( Sect ion 11.4 ) . But if you're working wit h several graphics and you want t o carefully arrange t heir relat ionship wit h each ot her, it 's best t o use a drawing canvas t hat holds all t he graphic elem ent s. Turning on t his set t ing m eans Word always creat es a drawing canvas when you insert an Aut oShape int o a docum ent . Use sm a r t pa r a gr a ph se le ct ion . The paragraph m ark at t he end of paragraphs " holds" det ailed form at t ing inform at ion. I n ot her words, when you select a paragraph wit h t he paragraph m ark included, you select all t he paragraph's form at t ing wit h it . I f you select j ust t he paragraph's t ext wit hout t he paragraph m ark, you lose all t he form at t ing. I f you t urn on t his opt ion, t hen Word always includes t he paragraph m ark when you select an ent ire paragraph. Use sm a r t cu r sor in g . Sm art cursoring is an aid t hat m oves t he insert ion point t o t he page you are viewing if you use t he arrow keys. For exam ple, if you use scroll bars t o m ove away from t he page wit h t he insert ion point , and t hen use one of t he arrow keys, t he insert ion point

aut om at ically m oves t o t he page t hat you're viewing. Use t h e I n se r t k e y t o con t r ol ove r t ype m ode . I n overt ype m ode, if you insert t he cursor in t he m iddle of a paragraph and st art t yping charact ers t o t he right of t he insert ion point , t hen t he original charact ers begin t o disappear as you t ype over t hem . I n insert m ode, t hese sam e charact ers are j ust pushed along in front of t he insert ion point . I n previous versions of Word, t he I nsert key served as a t oggle bet ween insert and overt ype m odesm uch t o t he bafflem ent of folks who hit I nsert by accident and saw t heir precious words disappear. I n Word 2007, t he I nsert key doesn't act as a t oggle bet ween overt ype and insert m ode unless you t urn on t his box. Pr om pt t o u pda t e st yle . Turn on t his box if you want Word t o give you t he opt ion t o change t he underlying st yle when you m ake form at t ing changes. When you change t ext t hat has a st yle applied t o it , Word asks if you want t o change t he st yle t o m at chin ot her words, if you want Word t o change all t he t ext t hat uses t he st yle. Use N or m a l st yle for bu lle t e d or n u m be r e d list s . Word usually uses t he Paragraph List st yle for bullet ed and num bered list s. Turn on t his opt ion if you prefer t o use t he Norm al st yle. Ke e p t r a ck of for m a t t in g . Consist ent form at t ing is act ually a form of com m unicat ion t o your readers, sending m essages about t he im port ance of t ext and grouping sim ilar it em s by sim ilar appearance. Word can keep t rack of form at t ing st yles as you creat e and apply t hem , which m akes it easier t o apply t he sam e form at t ing t o ot her part s of your docum ent using Word's st yles. Tip: To see the styles you create through formatting, you need to make some changes in the Style Pane Options box (Figure 1711 ). When you use this option, you can also use the Select Text with Similar Formatting command that shows on the pop-up menu when you right-click selected text.

M a r k for m a t t in g in con sist e n cie s . This opt ion goes hand- in- hand wit h t he previous it em , " Keep t rack of form at t ing." Select t his opt ion, and Word put s a wavy blue line under t ext t hat seem s t o be inconsist ent ly form at t ed. En a ble click a n d t ype . This opt ion let s you click anywhere on t he page and begin t yping. Word aut om at ically adds t he necessary paragraph m arks, indent s, and any form at t ing t o place t ext in t he locat ion you clicked. This feat ure works in Print Layout and Web Layout views. The drop- down m enu below t his opt ion let s you choose t he paragraph st yle t hat 's applied when you click and t ype. ( Of course, you can always change t he paragraph st yle aft er you've t yped your t ext .)

Figu r e 1 7 - 1 1 .

Use the Style Pane Options box to adjust the appearance of the Styles Pane and the Style box. To see styles that you create on the fly, set the "Select styles to show" menu to "In current document," and then turn on the three boxes under "Select formatting to show as styles."

17.6.2. Cut, Copy, and Paste Options As you can guess, t he cut , copy, and past e set t ings cont rol Word's behavior when you use t hose m ost com m on edit ing com m ands. That 's right you have cont rol over what Ct rl+ V does. To change t hese set t ings, go t o Office but t on Word Opt ions Advanced but t on. The second group of set t ings affect s cut , copy, and past e opt ions ( Figure 17- 12 ) . The first four set t ings t ell Word how t o set t le form at t ing disput es. For exam ple, when you cut t ext from a docum ent , it already has som e form at t ing. When you past e it int o a new spot in a Word docum ent , t hat locat ion also has font and paragraph form at t ing. Which prevailst he source form at t ing or t he dest inat ion form at t ing? You m ay t hink t he whole quest ion m akes a m ount ain out of a m olehill, because if you don't like t he form at t ing once you past e t he t ext , it 's cert ainly easy enough t o change it . However, com put ers are finicky m achines, and t hey need rules t o decide every lit t le t hing. Here's your chance t o writ e t he rules. Word divides t he issue int o four different past ing possibilit ies:

17.6.2.1. Pasting within the same document When you past e t ext t o a new locat ion in t he sam e docum ent , Word leaves t he t ext form at t ing t he way it was t o begin wit h. I n Word lingo, t hat opt ion is Keep Source Form at t ing. You can change t his set t ing and t ell Word t o Mat ch Dest inat ion Form at t ing. I n t hat case, m ost of t he t ext t akes on t he form at t ing of t he dest inat ion. The except ions are words t hat are form at t ed for em phasis wit h bold or it alics, under t he assum pt ion t hat you st ill want t o em phasize t hese words. The t hird and final opt ion t ells Word t o Keep Text Only, which m eans Word discards everyt hing t hat isn't t ext , such as pict ures and t ables. Pict ures and ot her graphics are left out . The t ext in t ables is convert ed t o paragraphs.

The t ext t hen t akes on t he form at t ing of t he dest inat ion.

Figu r e 1 7 - 1 2 .

When Word pastes text into a new location, which formatting is usedthe source's formatting or the formatting at the destination? Word's standard settings, shown here, work fine for most situations, but you're free to change them to fit your own work style.

17.6.2.2. Pasting between documents When you past e t ext bet ween t wo different Word docum ent s, you have t he sam e opt ions as wit hin t he sam e docum ent : Keep Source Form at t ing, Mat ch Dest inat ion Form at t ing, and Keep Text Only. Word needs t o resolve an ext ra det ail when you past e bet ween docum ent s t hat m ay not have t he sam e st yle definit ions: I f you leave t his opt ion set t o t he fact ory set t ing ( Keep Source Form at t ing) , Word adds st yle definit ions t o t he dest inat ion docum ent if t hey aren't already t here. ( The ot her t wo opt ions use t he form at t ing of t he dest inat ion docum ent , so it 's not an issue.)

17.6.2.3. Pasting between documents with style definition conflicts Ah, but what about t wo docum ent s t hat have a Heading 2 st yle but one is 24- point t ype and t he ot her is 28- point t ype? I n t his case, t he fact ory set t ing is t o Use Dest inat ion St yle, which m akes sense. Most of t he t im e, you probably want t he past ed t ext t o conform t o t he st yles in t he dest inat ion docum ent . However, you can opt t o Keep Source Form at t ing or Keep Text Only inst ead. I f you choose Mat ch Dest inat ion Form at t ing in t his case, Word disregards t he st yle definit ions in bot h

t he original and t he dest inat ion docum ent s and uses what ever form at t ing is in effect at t he spot where you past e. I n m ost cases, t he result is ever- so- slight ly different from t he default opt ion.

17.6.2.4. Pasting from other programs When you past e in t ext from PowerPoint , Excel, or ot her program s, you face sim ilar issues, and you get sim ilar opt ions t oo. The fact ory set t ing for t his sit uat ion is Keep Source Form at t ing, so your t ext basically keeps t he appearance it had in t he original program . You can change t his t o Mat ch Dest inat ion Form at t ing or Keep Text Only, which behave as described earlier.

18. Changing Your Security Settings Microsoft has a bad reput at ion when it com es t o com put er securit y. Grant ed, one of Word's advant ages is t hat t he program is an open book for program m ers who want t o creat e add- ins and m acros ( m ini- program s t hat run wit hin Word) . These t ools m ake Word even m ore useful for t he rest of us. Unfort unat ely, it 's also easy for program m er t hugs t o use t he sam e t ools t o foul up people's com put ers, st eal inform at ion, and generally cause havoc. Wit h Office 2007, Microsoft has t aken st eps t o m ake your com put er m ore secure. This chapt er shows you how t o use t he feat ures t hat m ake t he world safer for you and your Word docum ent s. Since Microsoft t akes a m ult ifacet ed approach t o com put er securit y, so does t his chapt er. First , you learn how t o creat e your own digit al signat ure t o prove your aut horship of a docum ent . Even m ore im port ant , you learn how t o check out t he digit al signat ures at t ached t o docum ent s provided by ot hers. Then, a t our of Microsoft 's Trust Cent er explains how keeping a list of Trust ed Publishers and Trust ed Locat ions prot ect s you from m alicious m acros and add- ins. To wrap it all up, you get t ips on how t o prot ect your privacy when you share your docum ent s wit h ot hers. Tip: You don't have to be a programmergood or evilto write macros. You can create macros in Word without writing a single line of code. The next chapter explains how.

18.1. Using Digital Signatures Just like a handwrit t en signat ure, a digit al signat ure verifies t he source of a docum ent . For exam ple, your signat ure on a check proves t hat t he check cam e from you. I f som eone forges your signat ure on a check, t hen t hat check is void. For cont ract s and docum ent s t hat need ext ra securit y, you go t o a not ary. You show proof of your ident it y, and t he not ary verifies t hat you signed t he docum ent in t he not ary's presence. The goal of digit al signat ures is t o provide t hat kind of securit y t o t he docum ent s and program s t hat you send and receive by em ail. Digit al signat ures give securit y t o bot h part iest he person who creat es and signs a docum ent , and t he person who receives it . Of course, digit al signat ures aren't handwrit t enlike everyt hing else in t he digit al world, t hey're m ade up of 1s and 0s. However, t he cunning, clever soft ware t hat creat es digit al signat ures ensures t hat t hey're unique. As a result , you can use digit al signat ures t o prove t hat : A docum ent cam e from a part icular source or individual. A docum ent hasn't been t am pered wit h since it was signed. A docum ent was read and agreed upon by t he part ies t hat signed it . You have t wo ways t o sign docum ent s wit h a digit al signat ure. You can creat e your own digit al I D, which is t he digit al equivalent of signing a let t er or a check wit hout any wit nesses. Or, you can purchase a digit al I D from a t hird part y t hat verifies your ident it ysort of like signing in front of a not ary. I n Word 2007, Microsoft m akes it easy for you t o sign a docum ent and for som eone t o verify your signat ure. The person who receives your docum ent can be confident t hat it hasn't changed since you applied your signat ure. That 's im port ant for docum ent s like sales cont ract syou sure don't want som eone changing t he agreed upon price.

18.1.1. Creating Your Own Digital Signature Before you can apply a digit al signat ure t o a docum ent , you need t o creat e it . You can creat e a selfsigned digit al signat uret hat is, one you m ake yourselfright in Word. Tip: If you want to create a third-party signature, you need to contract with a company known as a Certificate Authority. Details on thirdparty signatures begin in Section 18.1.4 .

Here's how t o creat e your first digit al signat ure:

1 . W it h you r docu m e n t ope n in W or d, go t o Office bu t t on

Pr e pa r e

Add a D igit a l

1. Sign a t u r e , a s sh ow n in Figu r e 1 8 - 1 . I f you don't already have a digit al I D, t he first t im e you t ry t o add a digit al signat ure t o a docum ent , you see an alert box explaining t hat Microsoft can't warrant a digit al signat ure's enforceabilit y. Bot t om line: The legalit y of digit al signat ures hasn't been proven, and m ay vary from dist rict t o dist rict . The box shows t wo opt ions" Signat ure Services from t he Office Market place" and OK. Click OK t o open t he " Get a Digit al I D" box. From t his box, you can eit her " Get a digit al I D from a Microsoft part ner" or " Creat e your own digit al I D." ( You won't see t his box if you've already creat ed a digit al signat ure.)

Figu r e 1 8 - 1 .

Use the Prepare menu under the Office button to add a digital signature to your document. If you haven't created a digital signature, Word takes you through the steps to create one.

2 . Ch oose " Cr e a t e you r ow n digit a l I D ." W h e n t h e Cr e a t e a D igit a l I D box ope n s, t ype t h e in for m a t ion you w a n t t o a ppe a r a s pa r t of you r digit a l sign a t u r e , a n d t h e n click

Cr e a t e . You m ust ent er a nam e, but t he rest of t he det ails ( em ail address, organizat ion, and locat ion) are opt ional. When you click Creat e, Word st ores your ident it y on your com put er. The I D you've j ust creat ed will be available t he next t im e you sign a docum ent using t he Office but t on Prepare Add a Digit al Signat ure com m and, as described next .

18.1.2. Signing a Document with Your Digital Signature Aft er you've creat ed a digit al signat ure, it 's sim ple t o apply it t o a docum ent . Make sure you're finished edit ing t he docum ent , t hough. Once t he digit al signat ure is in place, you can't m ake any m ore changes.

1 . W it h you r docu m e n t ope n in W or d, go t o Office bu t t on Sign a t u r e .

Pr e pa r e

Add a D igit a l

An alert box appears t hat provides an explanat ion of digit al signat ures. I t also gives you a chance t o go t o t he Office Market place t o purchase a t hird- part y signat ure. ( Once you get t ired of Microsoft 's sales pit ch, you can click t he " Don't show t his m essage again" checkbox t o bypass t his alert in t he fut ure.) 2 . Click OK t o go w it h t h e se lf- sign e d digit a l sign a t u r e t h a t you cr e a t e d in t h e st e ps in Se ct ion 1 8 .1 .1 . W h e n t h e Sign box a ppe a r s ( Figu r e 1 8 - 2 ) , t ype you r r e a son for sign in g t h e docu m e n t . Now's your opport unit y t o explain why you're signing t he docum ent . This m essage becom es part of t he docum ent , and everyone who receives t he docum ent will see it . Tip: If you have more than one signaturesay, a self-signed digital signature as well as a third-party signatureyou can click the Change button, and then choose the signature you want to use.

Figu r e 1 8 - 2 .

The Sign box appears when you add a digital signature to a document. Type your "Purpose for signing

this document" in the text box. Click Change to use a different digital signature or to inspect the details of the signature that you're using.

3 . Click t h e Sign bu t t on t o com ple t e t h e sign a t u r e . W h e n a n a le r t box pops u p sa yin g t h a t you w e r e su cce ssfu l in sign in g t h e docu m e n t , click OK . As t he alert box also says, t he signat ure will be invalid if t he docum ent is changed. And, in fact , Word prevent s you from m aking any changes; m ost ribbon com m ands are grayed out , and any at t em pt s t o edit t ext produce an error m essage. Also, if som e nefarious person t ries t o hack t he file in a program ot her t han Word, t he Digit al Signat ure syst em det ect s t he alt erat ion. Aft er you click OK, Word ret urns you t o your docum ent , but , again, you won't be able t o m ake any edit s. The only way t o m ake changes in Word is t o rem ove t he signat ure.

18.1.3. Adding a Microsoft Office Signature Line Digit al signat ures like t he one described in t he previous sect ion are hidden . I n ot her words, t he signat ure doesn't show up anywhere on t he print ed page. I n Word, you see a m essage banner j ust below t he ribbon announcing t he presence of signat ures. To see t hem , click t he View Signat ures but t on in t his banner, or choose Office but t on Prepare View Signat ures ( Alt + F, EW) , t o open t he Signat ures pane. You can apply anot her t ype of signat ure t o a docum ent t hat 's a hybrid of a digit al and a handwrit t en signat ure: t he Microsoft Office Signat ure line ( Figure 18- 3 ) . I t 's a good opt ion for cont ract s or ot her docum ent s t hat need a visible signat ure of one or m ore people. Wit h a digit al signat ure line, you can send signed cont ract s back and fort h via em ailno post age required.

Figu r e 1 8 - 3 .

For documents that need to be visibly signed, use the Microsoft Office Signature line. In addition to having all the

advantages of a digital signature, the signature line shows up in a printed document.

Suppose you're creat ing a lease agreem ent . You writ e up t he cont ract , add t wo signat ure lines, and t hen sign one of t hem before em ailing it t o your business colleague. Here are t he st eps for t his t wopart y docum ent in det ail.

1 . Ch oose I n se r t 18-4 ) .

Te x t

Sign a t u r e Lin e t o ope n t h e Sign a t u r e Se t u p box ( Figu r e

You m ay see t he alert box offering t hird- part y signat ure services. I f so, click OK t o close t he alert box and open t he Signat ure Set up box. 2 . I n t h e Sign a t u r e Se t u p box , t ype in t h e de t a ils t h a t a r e t o be in clu de d w it h t h e sign a t u r e , a n d t h e n click OK t o close t h e box . The Signat ure Set up box provides t ext boxes where you can ent er nam e, t it le, em ail address, and inst ruct ions. You see t wo checkboxes: Turning on t he " Allow t he signer t o add com m ent s in t he Sign dialog" box gives people signing t he cont ract a way t o com m unicat e when t hey sign. I t 's a good idea t o t urn on t he " Show sign dat e in t he signat ure line" box so t hat t he dat e t he docum ent was signed is recorded along wit h t he signat ure. 3 . Ba ck in you r docu m e n t , pr e ss Ta b, a n d t h e n r e pe a t st e ps 1 a n d 2 t o in se r t a se con d sign a t u r e lin e . Specifically, open t he Signat ure Set up box ( I nsert Text Signat ure Line) . Type t he det ails for t he second person who will sign t he docum ent , and t hen click OK t o close t he box. At t his point , you have a docum ent wit h t wo signat ure lines. No signat ures have been at t ached, so you can st ill m ake changes t o t he docum ent .

Figu r e 1 8 - 4 .

Use the Signature Setup box to attach additional information to the signature line. For example, you can include an email address for contact purposes or instructions for other people who are signing the document.

4 . To ope n t h e Sign box , dou ble - click t h e sign a t u r e lin e t h a t you w a n t t o sign . You m ay see t he alert box offering t hird- part y signat ure services at t his point . I f so, click OK t o close t he alert box and open t he Signat ure Set up box. ( I f you never want t o see t his sales pit ch again, t urn on t he " Don't show t his m essage again" checkbox.) 5 . I n t h e Sign box , t ype you r sign a t u r e or ch oose a n im a ge t o r e pr e se n t you r sign a t u r e . I f t h e " Allow t h e sign e r t o a dd com m e n t s in t h e Sign dia log" opt ion ( m e n t ion e d in st e p 2 ) w a s t u r n e d on , you se e a t e x t box la be le d " Pu r pose for sign in g t h is docu m e n t ." I f you w ish , t ype a m e ssa ge in t h e box . The Sign box shows a big X where your signat ure is t o appear. You can t ype your nam e, and it will appear next t o t he X in t he docum ent . But it 's oh so m uch cooler t o have a graphic represent at ion of your signat ure. I f you happen t o be using a t ablet PC wit h Windows XP Tablet PC Edit ion, you can sign on t he line wit h your st ylus; ot herwise, you need a pict ure file ( such as a JPG or a GI F file) of your signat ure st ored on your com put er. To use a pict ure for your signat ure, click t he " Select I m age" link next t o t he box t o choose a graphic signat ure. A st andard Windows file box opens t o let you select your signat ure's im age file. Tip: If you've got a graphic tablet on your computer, it's a snap to make a JPG of GIF of your signature. Otherwise, the best way to get a graphic image of your signature is to write it on a piece of paper and use a scanner to bring it onto your computer. You can also try taking a photo of your signature, but it won't be quite as clear as a scanned image.

6 . Click OK t o close t h e Sign box a n d com ple t e t h e sign a t u r e . Aft er t he box closes, you see t he signat ure on t he line next t o t he X. The docum ent also has a digit al signat ure, and it 's locked t o prevent any m ore changes ( Figure 18- 5 ) .

Figu r e 1 8 - 5 .

This document has two signature lines; the one on the left has already been signed. The signer inserted a picture file of his signature. Once the document is signed by one of the parties, no one can edit it, but the other party can sign on the other signature line.

18.1.4. Removing a Digital Signature Once a docum ent has a digit al signat ure, you can't m ake changes t o it . Aft er all, one of t he purposes of a digit al signat ure is t o prove t hat a docum ent hasn't been alt ered since t he t im e it was signed. As a result , som et im es it 's necessary t o rem ove a digit al signat ure from a docum ent . Here are t he st eps:

1 . W it h t h e docu m e n t ope n , ch oose Office

Pr e pa r e

Vie w Sign a t u r e s .

The Signat ures pane opens. 2 . I n t h e Sign a t u r e s pa n e , u n de r Va lid Sign a t u r e , click t h e sign a t u r e you w a n t t o r e m ove . Fr om t h e dr op- dow n m e n u t h a t a ppe a r s, ch oose Re m ove Sign a t u r e . An alert box opens and asks " Are you sure you want t o perm anent ly rem ove t his signat ure?" 3 . Click Ye s t o r e m ove t h e sign a t u r e . You can rem ove your signat ure, and oft en even som eone else's signat ure, from a docum ent .

Once all t he valid signat ures are rem oved from a docum ent , it can once again be edit ed.

18.1.5. Getting a Third-Party Digital Signature Self- signed signat ures are great for assuring everyone t hat a docum ent hasn't been alt ered aft er you signed it , but t hey can't prove t hat you're act ually who you say you are. The t hird- part y digit al signat ure is t he elect ronic equivalent of a not arized docum ent . Just as get t ing a docum ent not arized m eans ext ra hassle and expense, t hird- part y digit al signat ures require m ore t im e and effort t han t he self- signed variet y. First , you m ust subscribe t o a service, like t he ones provided by one of Microsoft 's Part ners ( Figure 18- 6 ) . The annual cost ranges from about $100 t o $250, depending on t he services you're buying.

Figu r e 1 8 - 6 .

You can purchase a digital signature from one of the Microsoft partners for about $100 to $250 a year. Prices vary depending in part on whether you're purchasing an individual signature or one for several employees in a company.

Once you've purchased a digit al signat ure, you can add it t o your docum ent s t he sam e way you added your self- signed signat ure, as described earlier. The difference is t hat people who receive your docum ent have t he added t hird- part y assurance t hat you're legit . Third- part y signat ures are an im port ant fact or when you're using a m acro or a Word add- in t hat som eone else wrot e. I n t hat case, you're t he one checking t he signat ure, not t he one creat ing it . The next sect ion explains how t o check a digit al signat ure.

18.1.6. Checking a Digital Signature When you open a Word docum ent t hat has a digit al signat ure, you see an icon t hat looks like a m edallion in t he st at us bar in t he lower- left corner ( Figure 18- 7 ) . Click t his icon t o open t he Signat ures pane ( it opens t o t he right of your docum ent ) . You can also open t he Signat ures pane wit h Office Prepare View Signat ures or Alt + F, EW. I n t he Signat ures pane, you see any valid signat ures t hat you or anyone else has added t o t he docum ent . Click a signat ure in t he Signat ures pane t o open a drop- down m enu ( Figure 18- 8 ) . Choose Signat ures Det ails t o open a box t hat st at es whet her or not t he signat ure is valid and shows t he purpose for signing t he docum ent . The View but t on leads t o t he Cert ificat e box wit h even m ore det ails about t he signat ure ( Figure 18- 9 ) .

Figu r e 1 8 - 7 .

When you open a document that has a digital signature, you notice two things. First of all, you can't make changes to the document. You also see a medallion icon in your status bar (unless you've made changes to Word's factory settings). Click this icon to open the Signatures pane.

Figu r e 1 8 - 8 .

Open the Signatures pane (Alt+F,EW) and you see a list of valid signatures that are attached to the document. Open the drop-down menu attached to a name to view the Signature Details.

Figu r e 1 8 - 9 .

When you open a certificate for a digital signature, you see a box with two tabs. The General tab (not shown) lists who issued the certificate and whom it was issued to. Under the Details tab, you see a box showing Fields and Values. Click a field to view the details. For example, click the Issuer field to see the issuer's name and email address.

Here are t he t hings t o look for when you're checking a digit al signat ure: Th e D igit a l Sign a t u r e I n for m a t ion icon . I n t he upper- left corner of t he Digit al Signat ures box's General t ab, you see an icon. For a docum ent wit h a valid cert ificat e, t he icon looks like a cert ificat e or an award. I f som et hing is wrong wit h t he cert ificat e, you see a docum ent icon wit h a red circle and an X. This X icon m ay m ean t hat t he docum ent was alt ered aft er it was signed, t hat t he signat ure has expired, or t hat t here's som e ot her problem relat ed t o t he cert ificat e. Th e digit a l sign a t u r e is OK . This m essage appears on t he General t ab near t he Digit al Signat ure I nform at ion icon. You won't see t his m essage if anyone alt ered t he file ( by rem oving a signat ure or t am pering wit h it som ehow) aft er it was signed. Th e cou n t e r sign a t u r e s t im e st a m p . Third- part y verified digit al signat ures receive a t im est am p from t he cert ificat e aut horit y ( t hat is, t he com pany providing t he cert ificat e) . The

dat e for t he t im est am p should be wit hin t he " Valid from " dat e range t hat 's shown in t he cert ificat e, which you can view by clicking t he View Cert ificat e but t on. I ssu e t o n a m e . The nam e of t he person or com pany t hat creat ed t he docum ent appears here. I ssu e d by n a m e . The nam e of t he cert ificat e aut horit y, if any, shows up here. Microsoft m aint ains a list of cert ificat e aut horit ies t hat are known as Microsoft Root Cert ificat e Program Mem bers, as well as descript ions of t he pract ices t hey use t o aut hent icat e docum ent s. Mem bers include AOL, Cert isign, eSign, GeoTrust , and Verisign.

18.2. Customizing Trust Center Settings Wit h it s m acro- writ ing language Visual Basic for Applicat ions ( also knows as VBA) , Microsoft gave program m ers t he abilit y t o cont rol j ust about every aspect of Word, along wit h t he PC's file syst em . I n t he right hands, t his kind of program m ing power is m arvelous. Program m ers creat ed all sort s of fancy applicat ions based on Word, Excel, and ot her Office program s. Com panies like Adobe and Sym ant ec wrot e program s so t hat t heir product s could share inform at ion and work sm oot hly wit h Word. Unfort unat ely, t roublem akers used t he sam e power t o creat e program s t hat delet ed files, scram bled direct ories, and st ole credit card det ails. Over t he years, Microsoft got boat loads of crit icism for t he way VBA let evildoers int roduce viruses and ot her m alware int o unsuspect ing com put ers. So wit h Office 2007, Microsoft has t aken st eps t o keep m acros under cont rol but st ill let people aut om at e t heir Word docum ent s.

18.2.1. Protecting Yourself from Malicious Macros One com m on securit y problem is t hat people oft en never even know when a m acro is running in Word. To int roduce a bad program , all t he bad guys have t o do is em ail you a Word docum ent . I f you open t hat docum ent , t he m acro runs, and you're cooked: t he m alware delet es your files or reads your personal inform at ion before you even know it . To som e degree, t hat scenario has changed wit h t he new file form at s .docx and .docm . When a file t hat ends in .docx, you can open it and be confident t hat it won't run any m acros. Filenam es t hat end wit h an " m " are a signal t hat t he file includes m acros. When you open a docum ent t hat ends in .docm , Word checks t o see whet her t he docum ent com es from a Trust ed Publisher. I f it doesn't , Word opens t he docum ent , but doesn't run any m acros unless you specifically choose t o allow it ( Figure 18- 10 ) . Word t em plat es and ot her Office program s use a sim ilar file nam ing syst em : I f a file ends wit h an " m ," as in .dot m , t hen you know t he file cont ains m acros. Whet her or not t hey run is up t o you, as described in t he rest of t his sect ion.

Figu r e 1 8 - 1 0 .

If you know where a document comes from and want macros to run, click Options in the Security Warning box to open the Security Options box, shown here. It provides document information and lets you activate (enable) the macros. If you want to view the settings in your Trust Center, click the link in the lower-left corner.

18.2.2. Choosing Trusted Publishers Wit h t he new file form at s and filenam es, it 's easier t o t ell when a docum ent cont ains m acros. St ill, you want t o be able t o use t em plat es t hat have m acros and t ake advant age of all t he cool add- on program s out t here. You need a way t o know whet her it 's safe t o open a file t hat cont ains m acros. That 's why Microsoft creat ed Office 2007's Trust Cent er. I t let s you run m acros and add- ins t hat com e from t rust ed publishers like Adobe and Microsoft , but warns you before you run m acros from quest ionable sources. Word and t he ot her Office program s use digit al signat ures ( Sect ion 18.1 ) and

a list of Trust ed Publishers t o m ake sure docum ent s com e from a t rust ed source. To see your list of Trust ed Publishers, go t o Office Word Opt ions and click t he Trust Cent er but t on on t he left . You see t opics like " Prot ect ing your privacy," " Securit y & m ore," and Microsoft Office Word Trust Cent er. Click t he Trust Cent er Set t ings but t on at right t o see t he current set t ings ( Figure 18- 11 ) .

Figu r e 1 8 - 1 1 .

The Trust Center box looks and works like the Word Options box. Click one of the buttons at left to view the settings in the main window. In this view, Trusted Publishers are listed at the top, showing the publisher's name, the Certificate Authority issuing the digital signature, and the certificate's expiration date.

When you open a docum ent from a source t hat isn't on t he list of t rust ed publishers, Word displays an alert m essage below t he ribbon ( sim ilar t o t he one shown in Figure 18- 10 ) . You see any signat ure inform at ion t hat 's available and, depending on t he circum st ances, you have up t o t hree choices: H e lp pr ot e ct m e fr om u n k n ow n con t e n t . This opt ion is t he safest when you're not sure where a docum ent cam e from or who creat ed it . En a ble t h is con t e n t . I f you know and t rust a part icular docum ent and want it s m acros t o run,

choose t his opt ion. Tr u st a ll docu m e n t s fr om t h is pu blish e r . I f you know and t rust a publisheryour em ployer or a m aj or soft ware developer, for exam pleyou can add it t o your list of t rust ed publishers. That way, you don't keep get t ing all t hese warnings. ( This opt ion appears only if t he docum ent has a valid digit al signat ure.)

18.2.3. Creating a Trusted Location Trust ed locat ions are sort of like t rust ed publishers. You can t ell Office program s t hat files found in a specific folder should be considered safe. When you open a file t hat is st ored in a t rust ed locat ion, it isn't checked against t he list of Trust ed Publishers because t he assum pt ion is t hat you've already det erm ined it t o be a safe file. Files inside of t rust ed folders can be opened wit hout being checked by t he Trust Cent er. Typically, a t rust ed locat ion is a folder on your com put er. I t could also be a folder on a net work, but t hat 's not quit e as safe because m any ot her people m ay get int o a net work folder. I deally, your t rust ed locat ion is a folder inside your My Docum ent s folder. Here's a st ep- by- st ep exam ple showing how t o designat e a folder nam ed Trust ed St uff as a t rust ed locat ion. First , creat e a folder called Trust ed St uff in your m y docum ent s folder. For exam ple, go t o St art My Docum ent s t o open My Docum ent s in Windows Explorer. Then choose File New Folder t o creat e a new folder. Nam e it Trust ed St uff and t hen follow t hese st eps:

1 . Go t o Office

W or d Opt ion s

Tr u st Ce n t e r .

The Trust Cent er panel shows you inform at ion about com put er securit y. On t he right side, you see a but t on nam ed Trust Cent er Set t ings. 2 . Click Tr u st Ce n t e r Se t t in gs t o ope n t h e Tr u st Ce n t e r box . I n t h e list a t le ft , click Tr u st e d Loca t ion s . I n t he Trust ed Locat ions panel, you see a list box wit h t he headings Pat h, Descript ion, and Dat e Modified. Word aut om at ically creat es a couple of t rust ed locat ions, like it s t em plat e folders and Word's st art up folder. You want t o add Trust ed St uff t o t his list . 3 . N e a r t h e bot t om of t h e w in dow , click " Add n e w loca t ion " t o ope n t h e M icr osoft Office Tr u st e d Loca t ion box ( Figu r e 1 8 - 1 2 ) . The Microsoft Office Trust ed Locat ion box shows a warning at t op, j ust t o m ake sure you underst and t hat you're creat ing a t rust ed folder. Below t he warning you see a t ext box labeled Pat h. 4 . Click Br ow se . W h e n t h e Br ow se box ope n s, n a viga t e t o M y D ocu m e n t s t h e n click OK .

Tr u st e d St u ff a n d

Leave t he " Subfolders of t his locat ion are also t rust ed" checkbox t urned off for now. ( Securit y- wise, it 's bet t er t o give your folders t rust ed st at us individually as you creat e t hem .) 5 . I n t h e D e scr ipt ion t e x t box , t ype a n y in for m a t ion t h a t m a y h e lp you r e m e m be r w h a t t h is folde r is a ll a bou t . For exam ple, if t he folder cont ains docum ent s or t em plat es creat ed by t he com put er gurus at your com pany, you m ight t ype, These docum ent s and t em plat es were creat ed by t he com put er geeks at All

Through t he Year Publishing Com pany .

Figu r e 1 8 - 1 2 .

Use the Microsoft Office Trusted Location box to designate a new trusted location. Click the Browse button to add a folder to the Trusted Locations. In this example, the Trusted Stuff folder is selected.

6 . I n t h e M icr osoft Office Tr u st e d Loca t ion box , click OK . When t he Trust ed Locat ion box closes, you see your Trust ed St uff folder list ed at t he t op of t he list ( Figure 18- 13 ) , wit h t he folder pat h at left . The Descript ion is in t he m iddle, and t he dat e you added t he folder t o Trust ed Locat ions is at right .

Figu r e 1 8 - 1 3 .

The Trust Center

Trusted Locations panel lists the paths and description for folders you add to the Trusted

Location list.

7 . Click OK t o close t h e Tr u st Ce n t e r box , a n d t h e n OK a ga in t o close t h e W or d Opt ion s box . You can repeat t hese st eps t o add m ore folders. When you're t hrough, close t he Trust Cent er and Word Opt ions boxes. Now t hat you've designat ed a folder as a t rust ed locat ion, use it t o st ore files t hat you know are safe and t hat you want t o open wit hout Word's Trust Cent er sending up rocket s and warning sirens. For exam ple, suppose som e com put er expert from inside your com pany gives you a Word t em plat e or file cont aining m acros t o m ake your j ob easier. Rat her t han change your Trust Cent er securit y opt ions, j ust put t he file in your t rust ed locat ion. That way, you can open t he file easily, and you haven't weakened your securit y by shut t ing off Trust Cent er set t ings.

18.2.4. Setting Add-in Behaviors Add- ins are program s t hat run inside of Word, providing addit ional feat ures. For exam ple, t he Adobe's Acrobat add- in provides special t ools for creat ing PDF files wit h Word. To change t he set t ings for Word add- ins, go t o Office Word Opt ions Trust Cent er and t hen click t he Trust Cent er Set t ings but t on at right t o open t he Trust Cent er box. Click Add- ins on t he left t o see t he Add- in

opt ions. You see t hree choices, but depending on your com put er set up, t hey m ay not all be available ( unavailable set t ings appear grayed out ) . Here's what t he opt ions do: Re qu ir e Applica t ion Add- in s t o be sign e d by a Tr u st e d Pu blish e r . As long as an add- in com es from one of t he publishers on your Trust ed Publisher list , it will run j ust fine. I f you t urn on t his box, add- ins from ot her sources don't work. D isa ble n ot ifica t ion for u n sign e d a dd- in s ( code w ill r e m a in disa ble d) . I f you t urn on t he first checkbox, t hen t his opt ion becom es act ive. I f you t urn on t his opt ion as well, not only does Word not run t he add- ins, it won't even t ell you t hat t he add- ins are t here. D isa ble a ll Applica t ion Add- in s ( m a y im pa ir fu n ct ion a lit y) . This opt ion is for t he super paranoid. Word won't run any add- ins at all, even if t hey are from a t rust ed publisher.

18.2.5. Setting ActiveX Control Behaviors Act iveX cont rols are powerful widget s t hat run inside of host program s like Word and I nt ernet Explorer. Exam ples of Act iveX cont rols m ight be a drop- down m enu t hat let s you select from a list of st at es or a handy t oolbar t hat let s you creat e an Adobe PDF file from wit hin Word. Act iveX cont rols can t ap int o t he inner workings of your com put er, m aking t hem versat ile, powerful, andin t he wrong handsdangerous. For exam ple, a m alicious Act iveX cont rol could delet e files from your com put er or send privat e inform at ion t o an I nt ernet address. That 's why, in Office 2007, Microsoft let s you lim it what Act iveX cont rols can do on your com put er. You have t wo ways t o prot ect yourself from dangerous Act iveX cont rols. First , you can m ake sure t hat t he cont rol com es from a t rust ed publisher. Second, wit h t he help of t he Trust Cent er, you can exam ine t he Act iveX program t o m ake sure t hat it conform s t o safe program m ing pract ices. Your safest opt ion is t o leave t he Act iveX securit y set t ings as t hey are when you inst all Word. To review and change your set t ings, open t he Word Opt ions box ( Alt + F, I ) and t hen click Trust Cent er Trust Cent er Set t ings. When t he Trust Cent er window opens, click Act iveX Set t ings t o display t he opt ions in Figure 18- 14 .

Figu r e 1 8 - 1 4 .

ActiveX controls are widgets like buttons or drop-down menus that can be embedded in Word documents. Use the settings in the Trust Center to rein in the controls, so that they can't run programs without your knowledge and consent.

Here's a descript ion of t he different set t ings: D isa ble a ll con t r ols w it h ou t n ot ifica t ion . This opt ion is safest , since it prevent s any Act iveX cont rols from running. Pr om pt m e be for e e n a blin g Un sa fe for I n it ia liza t ion ( UFI ) con t r ols w it h a ddit ion a l r e st r ict ion s a n d Sa fe for I n it ia liza t ion ( SFI ) con t r ols w it h m in im a l r e st r ict ion s . Just reading t his opt ion t akes t he bet t er part of a day, and underst anding it t akes about a week. Here's t he lowdown: Som e cont rols have addit ional program s at t ached t o t hem m aking t hem pot ent ially m ore dangerous. This opt ion behaves different ly depending on t he t ype of Act iveX cont rol, put t ing m ore rest rict ions on dangerous- looking cont rols. Pr om pt m e be for e e n a blin g a ll con t r ols w it h m in im a l r e st r ict ion s . Word uses t his opt ion out of t he box. The program not ifies you before it let s any Act iveX cont rols work. En a ble a ll con t r ols w it h ou t r e st r ict ion s a n d w it h ou t pr om pt in g ( n ot r e com m e n de d; pot e n t ia lly da n ge r ou s con t r ols ca n r u n ) . This opt ion is t he m ost dangerous, since it let s any Act iveX cont rol run wit hout let t ing you know. I f you like t o walk under ladders and break m irrors on Friday t he 13t h, give it a t ry. But t he danger wit h t his opt ion is no j oke: You can have an Act iveX cont rol running on your com put er and not even know if. Even if you're sure t hat t he Word files you open are clean, it 's safer t o get a prom pt as described in t he previous opt ion. Tip: It's good to match your security settings to the way your computer is used. Some computers live safer lives than others. An office computer with only one person using it with company-approved documents is less likely to get into trouble than a computer used by

several different people for downloading music, experimenting with shareware, and logging into multiplayer games.

18.2.6. Setting Macro Behaviors The set t ings for m acros are sim ilar t o t he set t ings for Act iveX cont rolsaft er all, t hey're bot h part of Word's program m ing environm ent . While Act iveX cont rols are widget s t hat you see in a Word docum ent , m acros are program s t hat run in t he background. Macros pop up in all kinds of places, whet her you're aware of t hem or not . For exam ple, you can t rigger a m acro yourself by choosing from a m enu or pressing a keyboard short cut . Som e m acros are set up t o run aut om at ically when you perform a cert ain act ion, like opening a docum ent . An Act iveX cont rol can even t rigger a m acro as part of it s act ivit ies. To review and change t he m acro set t ings, go t o Office Word Opt ions Trust Cent er and t hen click t he Trust Cent er Set t ings but t on. I n t he Trust Cent er dialog box, click t he Macro Set t ings but t on at left . The Macro Set t ings panel ( Figure 18- 15 ) has radio but t ons for t he following four set t ings: D isa ble a ll m a cr os w it h ou t n ot ifica t ion . This super- caut ion opt ion prevent s all m acros from running. I t doesn't even give you t he opport unit y t o run t hem if you want ed t o. D isa ble a ll m a cr os w it h n ot ifica t ion . I f Word det ect s m acros, it pops up a securit y alert asking whet her or not you want t o let t he m acros run. This flexible opt ion is Word's fact ory set t ing. D isa ble a ll m a cr os e x ce pt digit a lly sign e d m a cr os . Using t his opt ion, m acros t hat have a valid signat ure from a t rust ed publisher can run wit hout a warning. Ot her m acros t rigger a securit y alert so you can decide whet her or not t hey run. En a ble a ll m a cr os ( n ot r e com m e n de d; pot e n t ia lly da n ge r ou s code ca n r u n ) . Wit h t his daredevil's opt ion, m acros run aut om at ically and Word doesn't even warn you about t heir presence.

Figu r e 1 8 - 1 5 .

The Trust Center's Macro Settings let you review and make changes to the way macros run in Word. If you're in doubt about the options, just leave the factory setting turned on: "Disable all macros with notification." That way, Word warns you when a document contains macros and you can choose whether or not they run.

Note: At the bottom of the Macro Settings panel, you see a checkbox labeled "Trust access to the VBA project object model." If you value your computer's safety, leave this box turned off. It gives macros access to the inner workings of your computer system.

18.3. Showing Warnings I n earlier versions, Word displayed warnings and alert s in m essage boxes t hat popped up on your screen. I n Office 2007, Word, Excel, and PowerPoint display t hese warnings in a m essage bar t hat appears j ust below t he ribbon. Oft en, t he warning includes an Opt ions but t on t hat let s you choose a course of act ion. For exam ple, suppose you open a file t hat cont ains m acros. Word shows a warning in t he m essage bar sim ilar t o t he one in Figure 18- 10. The warning explains t he sit uat ion: Macros have been disabled. I f you click t he Opt ions but t on, you see addit ional inform at ion about t he sit uat ion. I n t he case of t he m acro warning, Word t ells you t hat it has disabled m acros, m ost likely because t he file doesn't com e from one of your Trust ed Publishers, or because t he digit al signat ure is invalid. You can choose t o " Help prot ect m e from unknown cont ent ," in which case Word leaves t he m acros disabled. Or you can choose t o " enable t his cont ent " if you know t he docum ent is safe. You can choose whet her or not Word shows warnings in t he m essage bar. To change t he set t ings go t o Office Word Opt ions Trust Cent er, and click Trust Cent er Set t ings t o open t he Trust Cent er box. On t he left side of t he Trust Cent er box, click Message Bar. You see t wo opt ions: Sh ow t h e M e ssa ge Ba r in a ll a pplica t ion s w h e n con t e n t h a s be e n block e d . This opt ion is Word's fact ory set t ing, and it 's a good choice t o st ick wit h. The m essage bar always t ells you what 's going on and gives you t he opt ion t o run m acros, Act iveX cont rols, and Add- ins on a case- by- case basis. N e ve r sh ow in for m a t ion a bou t block e d con t e n t . Wit h t his opt ion, you never see alert s about m acros and ot her securit y issues, and you aren't given t he opport unit y t o run t hem . This opt ion m ight be appropriat e if you're set t ing a com put er up for som eone who doesn't need t o use m acros or add- ins and who m ight be confused by t he securit y alert s.

GEM IN THE ROUGH Protecting Your Privacy Microsoft likes t o collect inform at ion about how you use your soft ware, how you use t heir Web sit e, and when you have problem s wit h t heir product s. The inform at ion t hey collect helps t hem m ake business decisions which, in part , help t hem m ake bet t er product s and, in part , help t hem m ake m ore m oney. You'll find an explanat ion about t heir policies and how it affect s your privacy in Word Opt ions. Go t o Office Word Opt ions Trust Cent er and look under Prot ect ing Your Privacy. The links lead t o Microsoft Web sit es, and it 's possible t hat t he explanat ions and t he policies change from t im e t o t im e.

18.4. Removing Personal Information Word em beds your nam e in t he docum ent s you creat e, and t here's a good chance t hat it collect s ot her inform at ion as you work. To see som e of t his collect ed inform at ion, choose Office but t on Prepare Propert ies t o open t he Docum ent Propert ies pane above your docum ent . At t he very least , you see your nam e in t he Aut hor box. From t he Docum ent Propert ies drop- down m enu ( in t he upper- left corner) , choose Advanced Propert ies t o show t he full docum ent propert ies box shown in Figure 18- 16.

Figu r e 18-16.

The Document Properties box stores information about you and your document. For example, the Statistics tab keeps track of the number of words and paragraphs. It also keeps track of information you may consider more personal, like total editing time and the number of revisions.

When you t urn on Track Changes or ent er com m ent s in a docum ent , Word saves even m ore inform at ion in t he docum ent file. When you're ready t o dist ribut e your docum ent , you m ay want t o rem ove all personal inform at ion. You can run t he Docum ent I nspect or ( a new Word 2007 feat ure) t o get a full report on t he det ails t hat are included in your docum ent . Choose Office Prepare

I nspect Docum ent t o open t he Docum ent I nspect or box. You can have Word check for several cat egories of inform at ion: Com m ent s, Revisions, Versions, and Annot at ions Docum ent Propert ies and Personal I nform at ion Cust om XML Dat a Headers, Foot ers and Wat erm arks Hidden Text To find personal inform at ion, m ake sure t he Docum ent Propert ies and Personal I nform at ion opt ion is select ed, and t hen click t he I nspect but t on in t he lower- right corner. Aft er your com put er m akes a t horough st udy of your docum ent , it report s back wit h a box t hat looks like Figure 18- 17. For each t ype of it em t he Docum ent I nspect or found ( com m ent s, docum ent propert ies, and so on) , you see a brief m essage and a Rem ove All but t on. So, for exam ple, t o rem ove t he docum ent propert ies and personal inform at ion from your docum ent , click t he Rem ove All but t on next t o t hat line.

Figu r e 18-17. After you run the

Document Inspector, you see this box. The circle with the checkmark (as shown next to Comments, Revisions, Versions, and Annotations) indicates that the inspector didn't turn up any of these items. However, the exclamation point next to Document Properties and Personal Information shows that this information is still embedded in the document file.

19. Introducing Macros and Visual Basic Macros let you can run several com m ands wit h t he click of a but t on or t he press of a key. I f you find yourself using t he sam e t hree or four com m ands over and over again, you can save t im e by recording t hose st eps as a m acro. You can assign t he m acro t o a keyboard short cut or t o a but t on on t he Quick Access t oolbar. Then, when you need t o run t hose com m ands, inst ead of having t o use several keyst rokes or ribbon com m ands, you can do it all wit h one st roke. And t hat 's j ust t he beginning. I f you're int erest ed, you can do m uch m ore wit h m acros and t he underlying program m ing language called Visual Basic. This chapt er won't t urn you in t o a m acro- program m ing wizard, but it will give you a firm grounding in t he fundam ent als. You learn how t o record Word com m ands and act ions as m acros by showing Word what st eps you want t he m acro t o perform . Then, you get t o look under t he hood and see t he Visual Basic program m ing code t hat Word writ es as it records your act ions. This chapt er gives you a quick lesson in how t o read and int erpret Visual Basic code and how t o get ext ra help underst anding t he language. I f you're int erest ed in learning how you can t weak a m acro, you can find t hat here t oo. I f you're gam e, grab a Jolt cola, t urn up t he volum e on iTunes, and dig in.

19.1. Showing the Developer Tab I f you're t hinking about creat ing m acros, t hat aut om at ically m akes you a Word developera person who creat es ( or, as program m ers like t o put it , develops) program s, m acros, t em plat es, and add- ins. So, t he first t hing you have t o do is m ake sure you have t he Developer t ab showing on t he ribbon. This t ab gives you t ools for working wit h m acros and Visual Basic code, cont ent cont rols, XML set t ings, and m ore. I f you don't see t he Developer t ab on t he ribbon, follow t hese st eps t o m ake it visible: Choose Office but t on Word Opt ions Popular. Under " Top opt ions for working wit h Word," t urn on t he " Show Developer t ab in t he Ribbon" checkbox. The Developer t ab shows up bet ween View and Add- ins. When you click t he t ab, you see five groups of com m ands: Code, Cont rols, XML, Prot ect , and Tem plat es. The t ools you use m ost oft en t o creat e and work wit h m acros are in t he t wo groups on t he left Code and Cont rols (Figure 19- 1) .

Figu r e 19-1. The Developer's tab Code group gives you access to commands to record macros and write Visual Basic code. The Controls group gives you access to Word's content controls as well as the ActiveX controls used in earlier versions of Word (Section 18.2.4).

19.2. Recording Macros You don't have t o be a program m er t o creat e t im esaving m acros. You'll probably find recording a m acro easier t han recording a m essage for your answering m achine or a TV show on your Tivo. I f you click t he Record but t on, t hen Word records your keyst rokes and m ouse clicks, and t hen, when you're done, you click St op. The goal for recording a m acro is so t hat you can quickly apply several form at t ing com m ands at once. You can com bine any num ber of com m ands int o a single com m and, m aking j ust about any Word com m and, opt ion, or dialog box fast er and easier t o use. Suppose, for exam ple, you work as an edit or and frequent ly select a com plet e sent ence, change it s t ext color, and add a st riket hrough effect . Wouldn't it be handy if you could perform all t hose st eps wit h a single keyboard short cut ? No problem . Turn on t he m acro recorder, and t hen do your select ing and form at t ing. When you're done, click t he St op but t on on t he m acro recorder. Sim ple as t hat .

UP TO SPEED Macro Security Warnings When you open a docum ent t hat cont ains m acros, Word shows a warning in t he Message Bar below t he ribbon ( see Figure 19- 2 ) . I f you haven't changed your securit y set t ings since you inst alled Word, the m acros are disabled in plain English, t hey don't work. ( See Chapt er 18 for t he full st ory on securit y.) To enable m acros so t hat t hey can run, click t he Opt ions but t on next t o t he warning. Word gives you t wo choices: " Help prot ect m e from unknown cont ent ( recom m ended) " and " Enable t his cont ent ." Word's recom m endat ion is t he safest rout e because it prevent s m acros from running. This securit y set t ing is designed t o help st op viruses and ot her m alicious code from sneaking ont o your com put er in t he form of m acros. On t he ot her hand, if you know t hat t he docum ent is safeeit her because you creat ed t he m acros yourself, or you t rust t he sourcet hen you can go ahead and choose t o " Enable t his cont ent ."

Figu r e 1 9 - 2 .

The message bar below the ribbon shows this warning when you open a document that contains macros, even if you're the one who created the macros. To give your document the go-ahead to run macros, click Options, and then, in the Microsoft Office Security Options box that opens, select "Enable this content." As discussed in the previous chapter, you should turn on macros only for documents that you created or that come from someone you trust.

Here's a st ep- by- st ep descript ion of t he process t o creat e a m acro t hat select s an ent ire sent ence, changes t he font color, and applies t he st riket hrough effect :

1 . Ope n a docu m e n t t h a t h a s a t le a st a cou ple pa r a gr a ph s of t e x t , u sin g Office bu t t on Ope n , a n d t h e n u se Office bu t t on Sa ve As t o sa ve it a s a W or d M a cr o- En a ble d D ocu m e n t ( .docm ) . When you use t he Save As com m and, Word m akes a copy of t he docum ent , so you can experim ent while your original rem ains unt ouched. From t he " Save as t ype" drop- down m enu, choose " Word Macro- Enabled Docum ent ( * .docm ) ," as shown in Figure 19- 3 .

Figu r e 1 9 - 3 .

Before you record a macro, you need to save your document with the .docm filename extension. Files that end with .docm can run macros; files that end in .docx can't.

2 . W it h you r docu m e n t st ill ope n , click in t h e m iddle of a se n t e n ce t o pla ce t h e in se r t ion poin t . Th e n , t o st a r t r e cor din g, click D e ve lope r Code Re cor d M a cr o ( or pr e ss Alt + L, R) . Make sure you click t he Record Macro but t on, which has a lit t le red dot in t he corner of t he icon, and not t he larger Macro but t on. The Record Macro box opens, showing a couple t ext boxes and but t ons, m ost of which you use in t he following st eps as you nam e and save your m acro ( Figure 19- 4 ) .

Figu r e 1 9 - 4 .

Use the Record Macro box to name your macro and save it in a document or template. You can also assign the macro to either a button or a keyboard shortcut. In the text box at the bottom, you can type a description explaining how the macro works.

Tip: There's also a button in the status bar in the Word window's lower-left corner that you can use to start and stop the macro recorder. It looks like a little Word window with a red dot in the corner. (If this Record Macro button isn't showing, right-click the status bar, and make sure a checkmark appears next to Macro Recording.)

3 . I n t h e " M a cr o n a m e " box , t ype Se n t e n ce St r ik e Th r u Blu e Word aut om at ically gives your m acro an im aginat ive nam e like Macro1 or Macro2, so change it t o som et hing t hat describes what t he m acro does. You can't include spaces in t he m acro nam e, so if t he nam e consist s of several words, use uppercase and lowercase let t ers or use t he underscore charact er t o separat e words and m ake t he nam e m ore readable. 4 . I n t h e " St or e m a cr o in " box , ch oose t h e n a m e of t h e docu m e n t you 'r e u sin g . You can st ore a m acro in a docum ent a t em plat e or in norm al.dot m . When you st ore t he Sent enceSt rikeThruBlue m acro in your docum ent , it is available only in t hat one docum ent . I f you st ore a m acro in a t em plat e, t hen t he m acro is available in any docum ent based on t hat t em plat e. I f you st ore your m acro in norm al.dot m , it will be available t o any docum ent you open in Word. The st andard set t ing t hat Word uses unless you change it is norm al.dot m . 5 . I n t h e D e scr ipt ion t e x t box a t t h e bot t om , t ype in t h e pu r pose of t h e m a cr o or t h e a ct ion s t h a t it pe r for m s . For m acros, a good descript ion explains what t he m acro does. I n t his case, you can describe t hree act ions: " Select s a sent ence. Turns t he t ext blue. Adds a st riket hrough." 6 . Click t h e Ke yboa r d bu t t on t o ope n t h e Cu st om ize Ke yboa r d box , w h e r e you ca n a ssign a

6. k e yboa r d sh or t cu t t o t h e m a cr o . Using t he t wo but t ons in t he m iddle of t he Record Macro box, you can assign your m acro t o a but t on or t o a keyboard short cut . You don't have t o do eit her, but but t ons and short cut s sure m ake it easier t o run your m acro. For t his exam ple, click t he Keyboard but t on t o open t he Cust om ize Keyboard box ( Figure 19- 5 ) . As explained in Chapt er 17 , you can creat e cust om keyboard short cut s for any of Word's com m ands, and t hat includes m acros ( Sect ion 17.2 ) . 7 . Click in t h e " Pr e ss n e w sh or t cu t k e y" t e x t box , a n d t h e n pr e ss Ct r l+ Sh ift + Alt + X . A m essage appears at left : " Current ly assigned t o: [ unassigned] ." That 's good; it m eans your keyboard short cut won't conflict wit h any ot her Word keyst rokes. Use t he " Save changes in" dropdown m enu if you want t o save your keyboard short cut som eplace ot her t han norm al.dot m , t he st andard set t ing. For exam ple, you can save t he short cut in your docum ent or in a t em plat e if you want it used only t here.

Figu r e 1 9 - 5 .

Use the Customize Keyboard box to give your macros a keyboard shortcut. Click in the "Press new shortcut key" text box, and then record your keystrokes. If you make a mistake, use the Backspace key to erase your keystrokes. If your shortcut is already assigned to a command, you'll see the name of the command next to "Currently assigned to:"

8.

8 . Click t h e Assign bu t t on t o a ssign t h e sh or t cu t t o you r m a cr o . The keyst roke sequence appears in t he Current keys box. 9 . Close t h e Cu st om ize Ke yboa r d box . You're done assigning t he Ct rl+ Alt + Shift + X keyboard short cut t o your m acro. Back in your Word docum ent , t he cursor sport s a new icon showing t hat you're in Record m ode ( Figure 19- 6 ) . At t his point , t he m acro recording is all set t o go. Word records every keyst roke and com m and you choose from t he ribbon. When you're recording a m acro, you can use t he m ouse t o click but t ons on t he ribbon and t o set opt ions in a dialog box, but you can't use it t o m ove t he cursor or t o select t ext . You need t o use keyboard com m ands t o record t hose act ions. Note: If you need a refresher on using the keyboard to select text and move around in your document,see Chapter 2 (Section 2.2 ).

1 0 . To se le ct t h e e n t ir e se n t e n ce w h e r e t h e in se r t ion poin t is fla sh in g, pr e ss F8 t h r e e t im e s . Each t im e you press F8, Word select s a bigger chunk of your docum ent . The first F8 st art s t he select ion. The second F8 ext ends t he select ion t o include a whole word. The t hird F8 select s an ent ire sent enceas you can see by t he highlight . The m acro recorder st ores t he t hree F8 keyst rokes, which Word knows as t he Ext end Select ion com m and.

Figu r e 1 9 - 6 .

While you're recording a macro, the mouse cursor takes on a new look. Next to the usual arrow, you see what looks like a cassette recording tape. It's your clue that you're in the middle of recording a macrothat is,if you're old enough to remember what a cassette is.

1 1 . Go t o H om e pa le t t e .

Fon t . Click t h e Fon t Color bu t t on , a n d t h e n ch oose a blu e color fr om t h e

You can also use Alt + H, FC t o open t he font color palet t e; t he m acro recorder capt ures t he com m ands eit her way. The t ext in t he select ed sent ence changes t o blue and, at t he sam e t im e, t he m acro records t he com m and t o set t he font color of t he select ed t ext t o blue. Tip: If you're using the mouse, click carefully. The macro recorder doesn't pay much attention if you click different tabs looking for a command, but it does record your action any time you click a command button on the ribbon or in a dialog box.

1 2 . W it h t h e se n t e n ce st ill se le ct e d a n d h igh ligh t e d, click H om e

Fon t

St r ik e t h r ou gh .

Word applies t he st riket hrough effect t o t he select ed t ext and adds t he st riket hrough com m and t o t he recorded act ions in t he m acro. 1 3 . Click t h e r igh t a r r ow k e y on you r k e yboa r d on ce t o de se le ct t h e t e x t . To com plet e t he m acro, you want t o deselect t he sent ence and rem ove t he highlight from t he t ext . The easiest way t o do t hat using t he keyboard is t o press t he right arrow but t on. 1 4 . Ch oose D e ve lope r

Code

St op Re cor din g t o t u r n off t h e m a cr o r e codin g .

You can t urn off t he m acro recorder t hree ways. You can use t he ribbon com m and Developer Code St op Recording. Or you can use t he keyboard short cut Alt + L, R. Last and easiest , you can click t he St op Recording but t on in t he st at us bar, as shown in Figure 19- 7 .

Figu r e 1 9 - 7 .

You can use the Macro button in your status bar to both start and stop macro recording. The Start Recording button looks like a Word window with a small red dot in the upper left corner. It works like a toggle, click Start and the Stop button (this tiny square button) is the Stop Recording button.

Once you st op t he recording, you're all done. Word has m em orized t he com m ands and, if everyt hing went as planned, you've got a m acro t hat you can use over and over again every t im e you press Ct rl+ Alt + Shift + X.

19.2.1. Testing Your Macro All good program m ers t est t heir program s t o m ake sure t hey work as planned, and you should do t he sam e wit h your new Sent enceSt rikeThruBlue m acro. To see how your m acro works, j ust click t o put your insert ion point in a new sent ence, and t hen press t he keyboard short cut you creat edCt rl+ Alt + Shift + X. Quick as a wink, you see t he plain t ext change t o blue highlight ed t ext . Aft er you run your m acro, you should see som et hing sim ilar t o Figure 19- 8 .

Figu r e 1 9 - 8 .

Click in a sentence and run your SentenceStrikeThruBlue macro, and you should end up with a sentence with blue text, with a strikethrough effect. The insertion point should be at the end of the sentence, and the sentence shouldn't be highlighted.

When you creat e a m acro j ust for your own use, you can t est it quickly t o see if it behaves t he way you planned. I f you're creat ing a m acro t hat 's going t o be used by ot hers, you need t o t est it a lit t le m ore rigorously. You'll find t hat people oft en use your m acros in ways you didn't expect . Also, it 's not unusual for a recorded m acro t o have som e quirks. I f you're t he only one using t he m acro, you can learn t o work around t he quirks, but ot hers using your m acro m ay call your quirks bugs, and com plain t hat your m acro doesn't work. The Sent enceSt rikeThruBlue m acro has a couple of t hose quirks. For exam ple, it works j ust fine if you place your insert ion point in a sent ence t hat is form at t ed wit h plain t ext . However, if you put t he insert ion point in t ext t hat already has a st riket hrough effect , t he m acro rem oves t he st riket hrough line. I f you're j ust using t he m acro for yourself, you can rem em ber t hat it works t his way and avoid using it wit h st riket hrough t ext . However, if you're sending it out t here int o t he world for ot hers t o use, you m ay want t o change it . in Sect ion 19.4.1 , you see how t o fix t his part icular quirk.

19.3. Running Macros Word gives you t hree ways t o run m acros. You can use a keyboard short cut , as shown in t he previous exam ple. Or you can creat e a but t on on t he Quick Access t oolbar ( in t he upper- left corner of t he Word window) t hat runs your m acro. The t hird opt ion is t o run your m acro from t he Macro box ( Developer Code Macros) . The first t wo opt ions, keyboard short cut and but t on, are t he quickest and easiest . The advant age of t he Macro box is t hat it list s all available m acros and gives you lot s of ot her opt ions for working wit h your m acros.

19.3.1. Adding a Macro to the Quick Access Toolbar You can assign your m acro t o a but t on when you first creat e it by clicking on t he " Assign m acro t o" but t on in t he Record Macro box. I f you do, you see a new but t on on t he Quick Access t oolbar. Then you can run t he m acro wit h a click of a but t on. However, it 's st ill not t oo lat e t o creat e a but t on t hat runs your Sent enceSt rikeThruBlue m acro. Follow t hese st eps:

1 . Ch oose Office bu t t on W or d Opt ion s t h e Qu ick Acce ss t oolba r ( Figu r e 1 9 - 9 ) .

Cu st om ize t o se e t h e se t t in gs t o cu st om ize

The list box on t he left shows available com m ands, and t he list box on t he right shows com m ands t hat are included in t he Quick Access t oolbar. 2 . I n t h e " Ch oose com m a n ds fr om " dr op- dow n m e n u , se le ct M a cr os . The " Choose com m ands from " drop- down m enu det erm ines which com m ands appear in t he list box on t he left . Select ing Macros from t he list lim it s your choices t o m acros. 3 . D ou ble - click t h e m a cr o n a m e d Pr oj e ct .N e w M a cr os.Se n t e n ce St r ik e Th r u Blu e t o a dd it t o t h e list of Qu ick Acce ss t oolba r com m a n ds on t h e r igh t . Word m acros have som ewhat long nam es separat ed by dot s ( .) I t 's all part of t he Visual Basic lingo, and if you choose t o spend t im e working wit h m acros and Visual Basic, it 'll becom e fam iliar. For now, find t he m acro wit h a nam e t hat ends in Sent enceSt rikeThruBlue. ( You m ay need t o drag t he right - hand border of t he Word Opt ions box t o see t he full m acro nam es.)

Figu r e 1 9 - 9 .

Use the Customize settings in Word Options to assign buttons to the macros you record. In the "Choose commands from" drop-down menu, choose Macros to show the available macros. Double-click a macro name to add it to the list of Quick Access Toolbar commands on the right.

4 . At t h e bot t om of t h e list box , click t h e M odify bu t t on t o ch a n ge you r m a cr o's Qu ick Acce ss t oolba r icon . Word gives all m acros t he sam e icon, which looks a lit t le like a decision t ree or an organizat ional chart . I f you plan t o have m ore t han one m acro on your Quick Access t oolbar, give each one a different icon. When you click Modify, a box opens showing dozens of icons ( Figure 19- 10 ) .

Figu r e 1 9 - 1 0 .

The Modify Button box shows dozens of icons you can use for your macros. Choose a button that helps identify the actions performed by the macro.

5 . Click t o se le ct a n icon ( t h e blu e bu ll's- e ye is a good ch oice for t h is m a cr o) , a n d t h e n click OK t o close t h e M odify Bu t t on box . Click OK t o close t h e W or d Opt ion s box . 6 . Aft er you close t he Word Opt ions box, you see your new m acro but t on at t he end of t he Quick Access t oolbar. When you m ove your m ouse cursor over t he blue bull's- eye, a screen t ip wit h t he m acro's nam e pops up. To t est t he com m and, j ust click t o place your insert ion point in a sent ence, and t hen, on t he Quick Access t oolbar, click t he bull's- eye but t on.

19.3.2. Running a Macro from the Macros Box I t 's quickest t o run a m acro wit h a keyboard short cut or from t he Quick Access t oolbar. However, at t im es you m ay want t o run t hem from t he Macros box. For exam ple, since t he Macro box list s all available m acros in t he current docum ent or t em plat e ( Figure 19- 11 ) , it 's a convenient way t o t est or edit all your m acros. To open t he Macros box, go t o Developer Code Macros or press Alt + L, PM.

Figu r e 1 9 - 1 1 .

The Macro box (Alt+L, PM) lists the available macros and gives you lots of ways to modify them. Macros are listed in the "Macro name" box. Choose a file or template in the "Macros in" drop-down menu to limit the number of macros showing. The buttons on the right let you run, modify, and create new macros.

To run a m acro from t he Macros box, j ust select it in t he " Macro nam e" list , and t hen click t he Run but t on at t op right . The Macro box closes and t he m acro runs, j ust as if you'd clicked t he but t on or used t he keyboard short cut . Tip: You can undo a macro command by pressing Ctrl+X or clicking the Undo button on the Quick Access toolbar. Word steps through the commands, so if there were three commands (as in the SentenceStrikeThruBlue macro), you must press Ctrl+Z three times.

19.4. Reading Visual Basic Code When you record a m acro, Word writ es t he act ions and com m ands. I n effect , it 's writ ing a Visual Basic program for you. You can view t he program using t he Macro box. Sim ply choose Developer Code Macro or go t o Alt + L, PM. I n t he Macros box, click Sent enceSt rikeThruBlue, and t hen click Edit t o see t he code for t he m acro you recorded earlier in t his chapt er. A new window opens wit h what looks like an ent irely new program ( Figure 19- 12 ) . You're delving int o t he m yst eries of Microsoft Visual Basic.

Figu r e 1 9 - 1 2 .

In the Macro box, select the name of your macro, and then click the Edit button at right to launch the Visual Basic editing program. The macro code is in the window at the right. This code is for the SentenceStrikeThruBlue macro.

Note: There's much more to Visual Basic than can be included in this chapter. In fact, you can find entire books on the subject. To learn more about Visual Basic for Applications, check out VB and VBA in a Nutshell or Learning Visual Basic .NET .

Even if you've never program m ed in your life, you can see som e fam iliar English words in Visual Basic code. I n t his exam ple, t he first line begins wit h Sub , and t he last line is End Sub . Each recorded m acro is called a subrout ine in Visual Basic lingo, and t hese t wo lines m ark t he beginning and end of t he Sent enceSt rikeThruBlue m acro. Here's how t o decipher t he rest of t he code:

The lines beginning wit h a ' m ark are com m ent s; t hey don't do anyt hing. They're j ust used t o creat e blank lines as a way t o include inform at ive t ext and com m ent s. I n t hese com m ent s, you see your m acro's nam e and t he descript ion you t yped when you creat ed it . Moving down, you see t hree lines wit h t he sam e words: Select ion.Ext end . You creat ed t hese lines when you pressed t he F8 key, which Word refers t o as t he Ext end Select ion com m and. The next line is pret t y easy t o int erpret . Select ion.Font .Color changes t he font color for t he select ed t ext . The weird num ber aft er t he equals sign is Word's t erm for t he color of blue you chose. The following line, Select ion.Font .St rikeThrough , isn't hard t o underst and eit her, but t he word aft er t he equals sign is a lit t le curious. I t reads wdToggle . I f you're guessing t hat t his com m and t oggles t he st riket hrough effect on and off, you're right . You deserve an honorary program m er's pocket prot ect or. The final line before End Sub reads Select ion.MoveRight Unit : = wdCharact er, Count : = 1 . Word recorded t his code when you used t he right arrow key t o m ove t he insert ion point and deselect t he sent ence. When you're done exploring, choose File " Close and Ret urn t o Microsoft Word" t o close t he Visual Basic window. I f you m ade changes t o t he code, you see a dialog box asking whet her you want t o save t he changes.

19.4.1. Getting Help for Visual Basic As described in t he previous sect ion, you can read t he Visual Basic code for any m acro you've recorded. And because Visual Basic uses relat ively down- t o- eart h language, you can int erpret m any of t he lines and figure out what t hey do. I f you're not sure how a part icular line of code works or what changes you can m ake, t ry using Visual Basic's Help syst em . I t 's very det ailed and writ t en for program m ers, but if you're int erest ed in learning how t o t weak your m acros aft er you record t hem , t he help screens have t he det ails you need. To get help for t he det ails of t he Visual Basic code for t he Sent enceSt rikeThruBlue m acro, open t he now- fam iliar Macros box ( Developer Code Macros or Alt + L, PM) . Select t he m acro's nam e ( Sent enceSt rikeThruBlue) , and t hen click Edit . The Visual Basic window opens, showing t he m acro's code in t he right box. I n t he second t o last line ( Select ion.Font .St rikeThrough = wdToggle) , click anywhere in t he word St rikeThrough , and t hen press F1 t o open t he Visual Basic Help window ( Figure 19- 13 ) . You can get m ore inform at ion on any Word com m and by placing t he insert ion point in t he com m and and pressing F1. I n general, Visual Basic Help is m uch sm art er t han Word's Help when it com es t o knowing what reference you need. Typically, you see t he nam e of t he com m and or propert y at t he t op of t he Help box and below a descript ion of t he com m and in program m er's com put erese. I n addit ion, you usually find rem arks and exam ples. I n t his case, t he m ost helpful t ext for t he St rikeThrough com m and is t he second sent ence under Rem arks, which explains t hat St rikeThrough can have t hree set t ings: True, False, and wdToggle. True adds t he st riket hrough effect t o select ed t ext , False t urns off t he st riket hrough t ext , and wdToggle swit ches t he st riket hrough effect on and off. The second exam ple shows how t o apply st riket hrough form at t ing using t he word " True."

19.4.2. Making Simple Changes to Visual Basic Code Arm ed wit h t he knowledge provided by Visual Basic Help in t he previous sect ion, you know t hat in Visual Basic t he st riket hrough effect has t hree set t ings: True, False, and wdToggle. When you t est ed t he Sent enceSt rikeThruBlue m acro, you saw t hat it t oggled t he st riket hrough effect on and off ( Sect ion 19.3 ) . I t would be bet t er for t he m acro t o always t urn it on ( or leave it on, if t he t ext is already st ruck t hrough) .

Figu r e 1 9 - 1 3 .

The Help box for Visual Basic is just like Word's Help box. On the left, click a topic, and then you see an explanation in the large window on the right.

I n t his t ut orial, you t weak t he code in your m acro. ( Now's a good t im e for anot her sip of t hat Jolt cola.) Here's how t o open your m acro in Visual Basic, and t hen edit t he code so t hat t he m acro always t urns on t he st riket hrough effect .

1 . I n t h e M a cr os box ( D e ve lope r Code M a cr os or Alt + L, PM ) , click t h e m a cr o's n a m e ( Se n t e n ce St r ik e Th r u Blu e ) , a n d t h e n click Edit . The Visual Basic window opens, wit h t he m acro's code displayed in t he box on t he right ( Figure 1914 ) . 2 . Fin d t h e lin e w it h t h e St r ik e Thr ough com m a n d, Se le ct ion .Fon t .St r ik e Th r ou gh = w dToggle . The way it was recorded, your m acro t oggles t he st riket hrough effect on and off. You want t o change it so it always t urns on t he st riket hrough effect . 3 . D ou ble - click t h e w or d w dToggle t o se le ct it , a n d t h e n t ype t h e w or d Tr u e . Now t he line reads, Select ion.Font .St rikeThrough = True . As you read in t he Visual Basic Help window, True is one of t he opt ions for t he St rikeThrough com m and. I t set s t he st riket hrough effect t o " on." 4 . I n t h e m e n u ba r , ch oose File

Close a n d Re t u r n t o M icr osoft W or d .

The Visual Basic window closes, and you see your docum ent .

Figu r e 1 9 - 1 4 .

You see a lot going on in the Visual Basic editing window, but there's no need to be overwhelmed. To make simple changes, just focus on your macro's code in the window on the right. This figure shows wdToggle selected and ready to be replaced with the word True.

You can t est out your Visual Basic edit ing t o see if it works as planned. Click a sent ence, and t hen run your m acro wit h t he Quick Access t oolbar but t on or t he keyboard short cut Ct rl+ Alt + Shift + X. The sent ence t urns blue, and you see t he st riket hrough effect . Click t he sent ence again and run t he m acro again. I nst ead of rem oving t he st riket hrough as it did in t he original m acro, t he t ext should st ay t he sam eblue wit h a st riket hrough.

POWER USERS' CLINIC More Visual Basic Tweaks I f you t hought t he previous exam ple was fun, you can t ry m aking som e m ore changes t o t he Sent enceSt rikeThruBlue m acro. For exam ple, you can change t he color t hat 's applied t o t he t ext by changing t he line t hat begins Select ion.Font .Color = . Visual Basic can use num bers or special words t o ident ify colors. For hum ans, t he words are easier. Try changing t he num ber aft er t he equals sign t o one of t hese words: wdColorRed, wdColorDarkGreen , or wdColorYellow . The line should look som et hing like t his:

Selection.Font.Color = wdColorRed

I n t his way, you can change t he color t he m acro changes t ext t o, wit hout re- recording t he whole m acro. Poke around and see what else you can change. For exam ple, t ry changing t he num ber at t he end of t he line t hat reads:

Selection.MoveRight Unit:=wdCharacter, Count:=1

Try changing t he word Select ion.MoveRight t o Select ion.MoveLeft or Select ion.MoveUp . All t hese com m ands deselect t he t ext t hat t he m acro select ed at t he beginning, but t hey leave t he insert ion point in a different place.

19.5. Using Digital Signatures I f you get int o t he pract ice of creat ing m acros for ot hers t o use, you want t o creat e digit al cert ificat es t hat ident ify you as t he aut hor. That way, people can add you t o t heir Trust ed Publishers list . First , you m ust creat e a digit al signat ure for Visual Basic for Applicat ions Proj ect s. Go t o St art Microsoft Office Microsoft Office Tools, and t hen click Digit al Cert ificat e for VBA Proj ect s. You see t he Creat e Digit al Cert ificat e box, as shown in Figure 19- 15. Type a nam e for t he cert ificat e, and t hen click OK. An alert box report s t hat you successfully creat ed a cert ificat e.

Figu r e 1915. Type your name or the company name that you want to show on the digital certificate.

19.5.1. Applying Your Digital Certificate to a Macro You apply your newly creat ed digit al signat ure t o your m acro from wit hin Visual Basic. Wit h your m acro open in Visual Basic, choose Tools Digit al Signat ure t o open t he Digit al Signat ure box. I nit ially, next t o " Cert ificat e nam e," you see t he m essage " [ No cert ificat e] " . Click t he Choose but t on t o open t he Select Cert ificat e box, as shown in Figure 19- 16. Choose a cert ificat e from t he list , and t hen click OK. The Select Cert ificat e box closes, and you see your cert ificat e nam e in t he Digit al Signat ure box. Click OK t o close t he Digit al Signat ure box and ret urn t o your m acro in Visual Basic.

Figu r e 191 6 . The Select Certificate box shows the digital certificates that you can apply to your Visual Basic project. Click a certificate, and then click the View Certificate button to see the details.

20. Creating Your Own Themes and Templates You don't have t o work for a big com pany t o want all your docum ent s t o look consist ent . Even if you're using Word t o dash off let t ers t o t he edit or, t o writ e a fam ily newslet t er, or t o harangue local polit icians, a few well- coordinat ed colors, font s, and m aybe even a personal logo can m ake you seem like you're backed by your own professional design st aff. Word is happy t o help, t hanks t o t he program 's t hem es and t em plat es. Them es cont rol ( and help unify) t he color schem e and font s used in your docum ent . Wit h t hem es, you can easily apply consist ent colors, font s, and effect s t o ent ire docum ent s wit h t he click of a but t on. Word, Excel, and PowerPoint all use t he sam e t hem es, so if your proj ect involves t wo or m ore of t hese program s, by using t he sam e t hem e, you can ensure a consist ent appearance t hroughout . Tem plat es help you quickly generat e docum ent s t hat are already loaded up wit h boilerplat e info and design elem ent s. All you have t o do is fill in t he cont ent . This chapt er shows you how t o creat e, m odify, and save your own t hem es and t em plat es.

Note: If you're interested in how to actually use themes and templates in your documents, see Chapter 5.

20.1. Designing Your Own Themes Word's built - in t hem es define t hree kinds of docum ent elem ent s: colors, font s, and effect s. To creat e your own t hem e, you m ake your own choices from each of t hese areas. Color s . Each t hem e defines a dozen colors for specific docum ent elem ent s such as body t ext , headings, and accent s. These definit ions include four t ext and background colors, six accent colors, and t wo hyperlink colors. Fon t s . Each t hem e defines t wo font s ( also know as t ypefaces) one for headings and one for body t ext . Effe ct s . Each t hem e can have one of 20 built - in effect s t hat define graphics feat ures such as shadows, lines, highlight ing, and 3- D effect s. The t ools you need t o creat e new t hem es are in t he Page Layout

Them es group ( Figure 20- 1 ) .

Figu r e 2 0 - 1 .

Use the three buttons on the right side of the Themes group to customize a theme by choosing individual fonts, colors, and effects. The Themes menu (open here) shows you the themes you can apply to your documentyour Custom created themes as well as the Built-In ones.

20.1.1. Defining Theme Colors

Color is perhaps t he m ost im port ant elem ent in com m unicat ing a com pany's im age. Most com panies have an ident ifying color t hat 's prom inent in t he logo. When you apply a t hem e wit h your com pany colors t o let t ers, m em os, report s, and PowerPoint present at ions, everyone knows t hey cam e from you. The sam e goes for colors you ident ify wit h your club or groupor yourself as an individual. Right out of t he box, Word gives you som e serviceable color com binat ions t o use. I f t hese colors aren't quit e right for your business, you can creat e your own t hem e colors. You define colors in your t hem e for t hree different purposes: Te x t / Ba ck gr ou n d colors are t he hardworking, everyday colors in your docum ent t hat are used for t he body t ext . A t hem e defines light and dark variat ions, so you have t wo opt ionsfor exam ple, st andard black t ext on a whit e background and an alt ernat ive, like whit e t ext on a dark blue background. Acce n t colors are t he flashier variant s used for headers, art work, t able form at t inganywhere you need a splash of color. I n your t hem e, you define six accent colors, but t hat doesn't m ean you have t o use all t hese colors in a docum ent . For m ost docum ent s, a less is m ore color policy works best . H ype r lin k colors are used t o highlight links in your docum ent and t o show links t hat have been visit ed. Here are t he st eps t o creat e a new color t hem e:

1 . Ch oose Pa ge La you t dow n m e n u .

Th e m e s

Color s ( or pr e ss Alt + P, TC) t o ope n t h e dr op-

The Them e Colors m enu shows all t he t hem es on your com put er, wit h a row of colors beside each nam e ( Figure 20- 2 ) . 2 . At t h e bot t om of t h e Th e m e Color s m e n u , ch oose Cr e a t e N e w Th e m e Color s t o ope n t h e Cr e a t e N e w Th e m e Color s dia log box ( Figu r e 2 0 - 3 ) . At left , you see 12 drop- down m enus showing color swat ches. At right , you see t wo exam ples sport ing t he t hem e colors. One exam ple has a dark background, as you m ay use for a PowerPoint slide; t he ot her exam ple has a light er background. Each t hem e consist s of 12 colors. The four colors shown at t he t op of t he Creat e New Them e Colors box are t ext and background colors. Leave t he first t wo colors ( Text / Background Dark 1 and Text / Background Light 1) set t o Aut om at ic, and t hen you always have black and whit e available for word processing's whit e pages and black t ype. 3 . Usin g t h e dr op- dow n m e n u s, r e pla ce t h e Te x t / Ba ck gr ou n dD a r k 2 a n d Te x t / Ba ck gr ou n d Ligh t 2 color s . When you click t he Text / BackgroundDark 2 drop- down m enu, you see a palet t e of colors in t hree groups. At t he t op, you see t he current Them e colors, in t he m iddle you see a group of st andard colors and at t he bot t om you see t he colors you recent ly used.

Figu r e 2 0 - 2 .

Click one of the color options to change the colors used in your document independently of the fonts and effects. To see all the color themes, you may need to use the scroll bar or drag the menu's bottom border. Custom colors you create appear at the top of the menu while Microsoft's built-in colors are below.

From left t o right , each colum n in t he palet t e list s t he sam e colors t hat appeared in t he Creat e New Them e Colors box. The colors below t he first row are light er or darker shades of t he color in t he t op row. When you hover t he m ouse cursor over each swat ch, you see t he color's nam e ( Accent 5, for exam ple) and a descript ion ( Darker 25% ) , as shown in Figure 20- 3 . I f you want t o m ake m inor adj ust m ent s t o your t hem e colors, click one of t he light er or darker Them e Colors shown in t he palet t e. The color you click replaces t he Text / BackgroundDark 2

t hem e color. I f you're looking for a dram at ic change, you want t o choose colors t hat aren't part of t he current t hem e, as described in t he next st ep. 4 . Click t h e M or e Color s opt ion a t t h e bot t om of t h e pa le t t e t o ope n t h e Color s box , a s sh ow n in Figu r e 2 0 - 4 . The Colors box gives you a m uch m ore varied palet t e t o work from . Click t he St andard t ab t o reveal t he Windows color hexagon, which is arranged by hue and by shade. I f you need even finer cont rol over color creat ion, or if you want t o specify a color by RGB or HSL num ber, use t he Cust om t ab. ( For det ails on t he RGB and HSL color syst em s, see t he box in Sect ion 3.3.3 .)

Figu r e 2 0 - 3 .

The Create New Theme Colors box shows drop-down menus with color swatches. When you click a color, a palette appears. Theme colors are shown at the top. To create select custom colors, click the More Colors button at the bottom.

Aft er you select a color and click OK, t he new color shows in t he swat ch in t he drop- down m enu. Review your color choices for Text / BackgroundDark 2 and Text / BackgroundLight 2 in t he

Sam ple pane. For t he sake of your readers' eyesight , m ake sure t here's enough cont rast bet ween t he t ext and t he background in bot h exam ples. 5 . Use t h e dr op- dow n m e n u s t o se le ct color s for t h e six h igh ligh t color s . Repeat st eps 3 and 4 t o select six highlight colors. As you m ake select ions, check t he Sam ple shown on t he right . Make sure t he highlight colors com plem ent t he t wo background colors while showing dist inct ly against t he background. 6 . Use t h e la st t w o dr op- dow n m e n u s t o ch oose color s for H ype r lin k s a n d Follow e d H ype r lin k s . There are t wo colors for hyperlinks in docum ent s. Hyperlinks are usually displayed in a different color from ot her t ext so people know t o click t hem . Aft er clicking, t he link t ext changes color so readers know t hey've already followed it . As a general rule, use a bright er color for hyperlinks t o m ake t hem st and out clearly from ( usually black) body t ext , and a light er or faint er color for followed hyperlinks for t hat " used" look.

Figu r e 2 0 - 4 .

You have a choice of two tabs to specify colors. Left: The Standard tab looks like a prism. You choose colors by clicking the little hexagons. Right: The Custom tab has two controls. Move the crosshairs to select a color, and then move the triangle to adjust the lightness and darkness of the color.

7 . At t h e bot t om of t h e Cr e a t e N e w Th e m e Color s box , n a m e you r n e w color t h e m e , a n d t h e n click Sa ve . Always nam e your t hem es, or Word will do it for you, and you'll end up wit h nam es like Cust om 1, Cust om 2, and so on. What ever t he nam e is, your new Color Them e shows up on t he Colors

m enu's Cust om group ( Figure 20- 2 ) .

20.1.2. Defining Theme Fonts To m ake changes t o t he Them e Font s, click Page Layout Them es Font s, and t hen click Choose Creat e New Them e Font s at t he bot t om of t he m enu. The sim ple Edit Them e Font s dialog box opens ( Figure 20- 5 ) . You choose font s for headings and body t ext from t wo drop- down m enus. The Sam ple box on t he right side shows how your com binat ions look t oget her. Use t he Nam e t ext box t o give your new font t hem e a nam e. Tip: Microsoft uses the same name for themes and the colors, fonts, and effect that make a complete theme. You may want to name theme elements consistently as well, so you'll remember which ones go together. For example, if you're creating a theme for your company (All Year), you can create All Year colors, All Year fonts, and an All Year effect.

Figu r e 2 0 - 5 .

Use the Create New Theme Fonts box to choose two fonts for your theme. Use the drop-down menus to choose a heading font and a font for the body text. The Sample pane provides a preview of your font theme.

UP TO SPEED Tips for Choosing Fonts Unless you're a graphic art ist , choosing t he right font s can be a lit t le int im idat ing. You want people t o read your docum ent s, so it 's im port ant t o choose font s t hat are easy on t he eyes. You have a choice bet ween t wo m aj or t ypeface cat egories ( Figure 20- 6 ) : serif font s ( like Tim es and Tim es New Rom an) and sans- serif font s ( like Arial and Helvet ica) . Serifs are t he t iny " feet " at t he ends of each st roke in a let t er or num ber. Sans serif m eans wit hout serifs, so sans- serif t ypefaces t end t o be sim pler, m ade up of st raight lines. I n general, serif t ypes are easier t o read, especially when t here's a lot of t ext . The serifs help t he reader's eye t rack along t he horizont al line. That 's why m ost m agazines and newspapers use serif font s. On t he ot her hand, com put er screens don't display t ype as sharply as t he print ed page, so sans- serif font s can be m ore readable on com put er screens. You oft en see sans- serif t ype on Web pages and on t he m enus in program s like Word.

Sans- serif font s t end t o be m ore decorat ive and st ylish. Magazines oft en use serif t ype for body t ext and sans- serif t ype for eye- cat ching headlines. St ill, m at ching t wo font s can be a t ricky business and successful font m at ching, like beaut y, can be in t he eye of t he beholder. I f you're in doubt , you can never go wrong using t he sam e font for bot h headings and body t ext . A heading t hat m at ches but is larger t han t he body t ext always looks good.

20.1.2.1. New Office 2007 fonts Reading long docum ent s on t he com put er screen is a challenge for m ost people. I t 's sim ply not as easy as reading from t he print ed page. To m ake m at t ers worse, t ypefaces t hat are easy t o read on t he print ed page are som et im es hard t o read on a com put er screen. I n an effort t o provide t ypefaces t hat are readable bot h on t he com put er screen and on t he print ed page, Microsoft int roduced several new font s in Office 2007. Even if you're fam iliar wit h t he com m on t ypefaces, t hese nam es will be new t o you. The list below provides a t wo- second int roduct ion t o each font .

Figu r e 2 0 - 6 .

The two fonts (or typefaces) at the top, Arial and Calibri, are sans serif. The two at the bottom, Bodoni and Times New Roman, are serif typefaces.

Con sola s is what 's known as a m onospaced t ypeface, where each charact er is exact ly t he sam e widt h whet her it 's a capit al " M" or a lowercase " i." Program m ers t end t o like m onospaced t ype because each charact er is dist inct , and t here are no decorat ive elem ent s t o cause

confusion. Ca libr i is a m odern sans- serif t ypeface, and you'll be seeing it a lot in t he fut ure: Microsoft is posit ioning it as a replacem ent for Tim es New Rom an. Calibri is a lit t le m ore varied in t he t hickness of it s lines t han Helvet ica or t he Helvet ica clone Arial, which m akes it easier t o read in body t ext t han m ost sans- serif font s, wit hout t he drawback of displaying t iny serifs onscreen. Cam bria is anot her very readable t ype, m eaning people can quickly discern t he let t ers even at sm aller sizes. Cam bria is an appropriat e t ypeface for m ost business uses from let t ers and m em os t o Web design. Con st a n t ia is a serif t ypeface designed for bot h onscreen viewing and print ed docum ent s. Const ant ia is versat ile and looks good in Web pages, let t ers, em ail, and print ed publicat ions. I t 's a good choice for PDF or XPS docum ent s t hat your readers m ay eit her print or read onscreen. Cor be l is a sans- serif t ype wit h a clean, open look. I t 's quit e readable onscreen even at relat ively sm all sizes, m aking it good for Web pages or business report s. Ca n da r a is ideal for Web pages. This sans- serif font has an inform al, m odern, art sy look, sim ilar t o Frut iger and Opt im a. Wit h t he wealt h of font s available in Word, why do you see t he sam e t ypefaces used over and over? Well, m any people are wary about choosing new font s. And Web designers don't use exot ic font s because t hey can't be sure t heir visit ors will have t he font s on t heir syst em s. Microsoft 's new font s are widely dist ribut ed, so you can use t hem wit h confidence for good looks and variet y. The chart below list s som e of t he m ost overused font s and possible replacem ent s. Arial Helvet ica Calibri, Corbel, Candara Web pages, headings, body t ext Tim es New Rom an Tim es, Georgia Const ant ia, Cam bria Print ed docum ent s, report s, j ournals Courier New Courier, Andale Consolas Com put er code, em ail ( m onospaced) Verdana

Frut iger, Opt im a Candara, Corbel Web pages, inform al docum ent s

Ta ble 2 0 - 1 . M icr osoft fon t

Sim ila r M a c a n d Lin u x fon t s

Con side r a s a r e pla ce m e n t

Use for

20.1.3. Defining Theme Effects Effect s have less im pact in your Word docum ent s t han in, say, PowerPoint present at ions. The effect s in a t hem e change t he line st yles, shadow, and fill for t ables, chart s, and lines. Office's built - in graphics like Sm art Art and Aut oShapes also t ake t heir visual cues from t he t hem e's effect s. Unlike colors and font s, you can't cust om ize any of t hese effect s, you can't creat e your own, and you can choose only one effect per t hem e. All you can do is choose one from t he available effect s. Go t o Page Layout Them es Effect s and click t he effect t hat you want t o add t o your t hem e( Figure 20- 7 ).

Figu r e 2 0 - 7 .

Open the Themes Effects menu with Alt+P, TE, and you see 20 different styles of effects that you can apply to the artwork, charts, and lines in your document.

20.1.4. Modifying and Saving Themes As m ent ioned at t he beginning of t his sect ion, a com plet e t hem e is a com binat ion of colors, font s, and effect s. Once you've cust om ized colors and font s and chosen t he effect s you want t o use, you can nam e and save t he whole bundle. Once you've saved a t hem e, you can apply it t o a docum ent . I f you've got a t hem e t hat works well for your business, you can dist ribut e it t o coworkers. Here are t he com plet e st eps for creat ing your own t hem e and t hen saving it :

1 . Ch oose Pa ge La you t Th e m e s Color s ( or Alt + P, TC) t o ope n t h e Color s m e n u , a n d t h e n se le ct color s fr om t h e Cu st om or Bu ilt - in color list s .

Color t hem es t hat you've creat ed appear under t he Cust om heading. Microsoft 's color t hem es appear under t he Built - I n heading. I f you want t o creat e new cust om colors for t his proj ect , follow t he st eps for defining t hem e colors in Sect ion 20.1.1 . 2 . Go t o Pa ge La you t fon t s .

Th e m e s

Fon t s ( or Alt + P, TF) t o ch oose h e a din g a n d body

Consider how your docum ent is going t o be dist ribut ed, and choose font s t hat m at ch t he j ob. You can choose from one of Microsoft 's built - in font set s or creat e your own cust om font set . For m ore det ails on font choice, see Sect ion 20.1.2 . 3 . Ch oose Pa ge La you t Th e m e s w a n t t o u se for you r docu m e n t .

Effe ct s ( or Alt + P, TE) t o ch oose t h e e ffe ct s you

The m enu shows different st yles for shapes, lines, shadows, and borders. To select an effect s t hem e, click one of t he exam ples in t he m enu. 4 . Go t o Pa ge La you t Th e m e s Th e m e s t o ope n t h e Th e m e s m e n u , a n d t h e n , a t t h e bot t om of t h e m e n u , click Sa ve Cu r r e n t Th e m e ( it 's t h e la st opt ion on t h e m e n u ) . A Windows file box appears showing t he folder where t hem es are saved, as shown in Figure 208 . 5 . Type a file n a m e for you r t h e m e in t h e " File n a m e " t e x t box , a n d t h e n click Sa ve . Aft er you t ype a nam e and save your t hem e, t he Save Current Them e box closes, and you see your new t hem e list ed when you go t o Page Layout Them es Them es.

Figu r e 2 0 - 8 .

Word automatically saves themes in the Document Themes folder that's inside your Templates folder. As you can see, the colors, fonts, and effects for your themes are each stored in their own folders inside the Document Themes folder.

20.2. Designing Document Templates A t em plat e is a special t ype of docum ent t hat 's used t o creat e new docum ent s. For exam ple, if you writ e m em os as part of your daily work, you can creat e a m em o t em plat e cust om ized t o your needs. That way, inst ead of creat ing a new m em o from scrat ch, you can open a new docum ent t hat 's based on t he m em o t em plat e. Like all t em plat es, your m em o t em plat e can include t he following elem ent s: Boile r pla t e t e x t . Every m em o has t he sam e t ext such as Mem o t o, From , Dat e, and Re. You can st ore t ext t hat 's used in every m em o, so you never have t o t ype it again. Pict u r e s a n d gr a ph ics . You can include a com pany logo in t he let t erhead along wit h t he address, phone num ber, and ot her cont act det ails. St yle s, t h e m e s, a n d for m a t t in g . Many docum ent s, such as m em os, use specific and som et im es com plex paragraph st yles, m argins, indent s, and ot her form at t ing m agic. H e a de r s a n d foot e r s . No need t o m ess wit h choosing and cust om izing headers and foot ers for m em os. Save header and foot er det ails in t he t em plat e, and never worry about t hem again. Au t oTe x t . The Aut oText ent ries you save in t he m em o t em plat e are available whenever you creat e a m em o. Con t e n t con t r ols, m a cr os, a n d fie lds . More com plicat ed t em plat es can include aut om at ion elem ent s, like a dat e picker or a m acro. Note: This section explains how to create and modify templates. The details for using templates to create a new document are in Section 5.2.1 .

I n t he next few sect ions, you creat e a m em o t em plat e t hat you can m odify and use for any num ber of purposes. This exam ple is lengt hy, but if you follow all t he st eps, you learn lot s of helpful t ips and t echniques along t he way. You add t he boilerplat e t ext t hat should appear in every docum ent generat ed from t he t em plat e, plus som e cont ent cont rols ( Sect ion 14.2 ) t o save even m ore t yping. You also creat e a let t erhead com plet e wit h a graphic logo. Finally, you add a header ( using cont ent cont rols and fields) t o aut om at ically provide t he pert inent inform at ion at t he t op of each page.

20.2.1. Saving a Word Document As a Template The first st ep in creat ing a t em plat e is as sim ple as saving a docum ent . Word let s you save any docum ent as a t em plat e, so you can creat e t em plat es by st art ing from scrat ch or by m odifying exist ing docum ent s. For exam ple, t o creat e a m em o t em plat e, you can:

St a r t fr om scr a t ch . You can open a blank docum ent wit h Office New Blank docum ent , and t hen add t he boilerplat e t ext , paragraph st yles, and all t he ot her elem ent s you want st ored in your m em o t em plat e. Use a n e x ist in g m e m o docu m e n t . I f you already have a m em o docum ent st ored on your com put er, you can save som e t im e st art ing wit h your exist ing m em o. Rem ove all t he t ext t hat 's specific t o a single m em o, but leave t he boilerplat e t ext . M odify on e of W or d's t e m pla t e s . I f you don't have a part icular m em o st yle in m ind, you m ay want t o use one of t he m any m em o t em plat es t hat Word provides. You can change t he t em plat e by adding your own logo, let t erhead, and Aut oText ent ries. Once you've opened t he docum ent you want t o st art from , save it as a t em plat e file:

1 . Go t o Office

Sa ve As

W or d Te m pla t e or pr e ss Alt + F, FT ( Figu r e 2 0 - 9 ) .

The Save As box opens wit h t he " Save as t ype" drop- down m enu already set t o Word Tem plat e ( * .dot x) . 2 . N a viga t e t o t h e folde r w h e r e you w a n t t o sa ve you r t e m pla t e . Since you're creat ing t his t em plat e yourself, you probably want t o save it in your Trust ed Tem plat e folders, which is C: \ Docum ent and Set t ings\ [ Your nam e] \ Tem plat es . Tem plat es st ored in t his folder are easily available when you creat e a new docum ent using Office but t on New or Alt + F, N. 3 . I n t h e File n a m e box , a t t h e bot t om , t ype t h e n a m e for t h e t e m pla t e . For exam ple: Mem o All Through t he Year . 4 . Click Sa ve t o sa ve t h e t e m pla t e file a n d close t h e Sa ve As box .

Figu r e 2 0 - 9 .

You can save any document as a template simply by choosing Word Template from the Save As menu.

20.2.2. Setting Up the Template Document The Word set t ings described in Chapt er 3 affect t he docum ent as a wholem argins, t hem e, and so on. Docum ent set t ings are a big part of t em plat e form at t ing, because you want t hem t o be t he sam e for every docum ent you creat e from t he t em plat e. I n designing your m em o t em plat e, you'll get t hem out of t he way first .

1 . Ch oose Office N e w ( or u se Alt + F, N ) t o ope n t h e N e w D ocu m e n t box , a n d t h e n , in t h e t op r ow of t h e box , dou ble - click t h e Bla n k docu m e n t icon . A new blank docum ent opens in Word. 2 . Go t o Pa ge La you t

Pa ge Se t u p

M a r gin s, a n d t h e n ch oose N or m a l fr om t h e

2. M a r gin s m e n u . The Norm al opt ion set s t he t op, bot t om , left , and right m argins t o one inch. The Margins m enu shows several preset m argins. I f you don't like any of t he opt ions shown, click Cust om Margins at t he bot t om of t he m enu, and t hen use t he box t o set your own m argins. 3 . Ch oose Pa ge La you t Th e m e s Th e m e s ( or Alt + P, TH ) t o ope n t h e Th e m e s m e n u , a n d t h e n se le ct t h e Equ it y t h e m e . The Equit y t hem e set s colors for t ext , background, and highlight s. This t hem e uses t he Perpet ua font for body t ext and Franklin Got hic Book for headings. Last , and perhaps least , t he t hem e select s t he Equit y effect s for your m em o t em plat e.

20.2.3. Adding Boilerplate Text Boilerplat e refers t o any t ext t hat you use over and over in m ult iple docum ent s. I n t he precom put er days, print ers put boilerplat e t ext on st urdy m et al plat es, because it never changed. I n Word, t hings are easier: You can creat e t ext t hat appears exact ly t he sam e in every m em o sim ply by t yping it int o a t em plat e ( .dot x) docum ent . ( And, as an added benefit , you can change it lat er.)

1 . At t h e t op of you r docu m e n t pa ge , t ype M e m o t o : . You're m aking " Mem o t o: " boilerplat e t ext so you don't have t o ret ype it every t im e you writ e a m em o. 2 . Use t h e h or izon t a l r u le r t o cr e a t e a h a n gin g in de n t for t h e " M e m o t o:" lin e . I f t he horizont al ruler isn't showing at t he t op of your docum ent , click t he View Ruler but t on above t he scroll bar at right . Drag t he hanging indent m arker ( t he bot t om t riangle) t o t he oneinch m ark on t he ruler, as shown in Figure 20- 10 . Wit h t he hanging indent , t he words " Mem o t o: " will ext end furt her left t han ot her t ext , cat ching t he reader's eye. I f you add m ult iple recipient s, t hey'll line up neat ly under t he first one.

Figu r e 2 0 - 1 0 .

The memo template uses a hanging indent for the "Memo to:" line. The arrow in this figure points to the hanging indent marker on the ruler.

3 . I n t h e r igh t m a r gin n e x t t o " M e m o t o:" , dou ble - click t o se le ct t h e e n t ir e pa r a gr a ph . Th e n u se t h e k e yboa r d sh or t cu t Alt + H , LQ t o sa ve t h e for m a t t in g a s a pa r a gr a ph st yle w it h t h e n a m e H a n gin g . The Creat e New St yle from Form at t ing box opens. 4 . Ty p e H a n gin g in t h e N a m e t e x t box . Word saves new st yles in t he t em plat e, so t hey're available t o any docum ent t hat uses t he t em plat e. That way, you can always add m ore lines under " Mem o t o: " t hat align wit h t he sam e hanging indent ( " Subj ect : " for exam ple) . 5 . On n e w lin e s, a dd boile r pla t e t e x t for t h e Fr om :, D a t e :, a n d Re : lin e s t h a t m a k e u p t h e t op se ct ion for e a ch of you r m e m os, a s sh ow n in Figu r e 2 0 - 1 0 . As you hit Ent er t o creat e new lines, Word cont inues t o use t he Hanging st yle for new paragraphs.

20.2.4. Adding Content Controls The whole point of spending t im e upfront t o creat e a t em plat e is so t hat you save t im e lat er. I f m ost ( if not all) of your m em o recipient s are t he sam e group of coworkers, why spend t im e t yping t heir nam es over and over when you can j ust t ype t hem once? You can use a Word cont ent cont rol ( Sect ion 14.2 ) t o creat e a drop- down m enu of t he nam es you use m ost oft en. You can also use t he

Dat e Picker cont ent cont rol t o m ake sure t he dat e get s t yped accurat ely every t im e. By adding cont ent cont rols, you can m ake t he t em plat e m ore useful t o ot hers as well as yourself. I n t his exam ple, you'll see how easy it is t o have Word aut om at ically fill in t he " From : " line wit h t he nam e of whoever's using t he t em plat e. I f you m ake a t em plat e like t his and dist ribut e it around t he office, you m ay even get a prom ot ion! ( Well, you can always hope.) Cont ent cont rols are also useful if your com pany want s t o creat e a docum ent dat abase t hat keeps t rack of m em o subj ect s, aut hors, and recipient s. Cont ent cont rols are like t he drop- down m enus and t ext boxes you use when you fill out a form on a Web sit e. Word m akes it easy t o creat e your own, but if you've never used t hem before, you m ay want t o review Chapt er 14 before you follow t hese st eps:

1 . Click t h e e n d of t h e " M e m o t o:" lin e , a n d t h e n pr e ss Ta b t o m ove t h e in se r t ion poin t t o t h e h a n gin g in de n t posit ion . Th e n , go t o D e ve lope r Con t r ols Te x t ( or Alt + L, E) t o in se r t a pla in Te x t con t e n t con t r ol . The plain Text cont ent cont rol appears on t he " Mem o t o: " line. ( Make sure you don't use t he Rich Text cont rol.) This cont rol will hold t he nam es of t he m em o's recipient s. 2 . On t h e " M e m o t o:" lin e , se le ct t h e t e x t con t e n t con t r ol, a n d t h e n ch oose D e ve lope r Con t r ols Pr ope r t ie s ( or pr e ss Alt + L, L) . The Cont ent Cont rol Propert ies box for t his Text cont rol opens. 3 . Ch a n ge t h e se t t in gs in t h e Con t e n t Con t r ol Pr ope r t ie s box t o m a t ch Figu r e 2 0 - 1 1 . Type Mem o t o in t he Tit le and Tag t ext boxes at t he t op of t he Cont ent Cont rol Propert ies box. Turn on t he " Use a st yle t o form at cont ent s" checkbox, and t hen choose Hanging from t he St yle drop- down m enu. At t he bot t om of t he box, under t he Plain Text Propert ies heading, t urn on " Allow carriage ret urns ( m ult iple paragraphs) ." This opt ion let s you ent er t he nam es of different recipient s on separat e lines. Word will st ore all t he recipient s' nam es in t he cont ent cont rol. Click OK when you're done.

Figu r e 2 0 - 1 1 .

The properties for the "Memo to" content control are set to provide a title and a tag. The Hanging style formats the contents of the control, and the Text content control allows multiple paragraphs.

4 . Go t o D e ve lope r M ode .

Con t r ols

D e sign M ode ( or Alt + L, D M ) t o sw it ch t o D e sign

The t abs around t he cont ent cont rols change, indicat ing you're in Design Mode. I n t he next st ep, you change t he prom pt t ext t hat appears in t he " Mem o t o" cont ent cont rol. Note: You have to switch to Design Mode before you change the prompt. Otherwise, if you just type new words in the content control, you're not changing the prompt; you're changing the contents of the "Memo to" control.

5 . Se le ct t h e t e x t in t h e " M e m o t o" con t e n t con t r ol, a n d t h e n t ype Click h e r e t o e n t e r r e cipie n t s . This t ext will appear on t he " Mem o t o" line in your t em plat e before you ( or anyone using t his t em plat e) t ypes int o it . You're m aking your t em plat e m ore foolproof by providing prom pt s t hat t ell people exact ly what t o do. 6 . On t h e " Fr om :" lin e , in se r t a t a b, a n d t h e n u se I n se r t Te x t Qu ick Pa r t s D ocu m e n t Pr ope r t y Au t h or t o in se r t t h e Au t h or docu m e n t pr ope r t y . You can also use t he keyboard short cut Alt + N, QD t o open t he docum ent propert ies m enu. Back in your t em plat e docum ent , your nam e appears on t he " From : " line. Word get s t his inform at ion from t he Word Opt ions box. I f you share t his t em plat e wit h ot hers, t heir nam es will aut om at ically show up inst ead.

Tip: If your name doesn't appear, go to Office Word Options and click the Popular button on the left. Make sure the User Name text box near the bottom of the box is filled in.

7 . On t h e " D a t e :" lin e of t h e m e m o, in se r t a t a b, a n d t h e n ch oose D e ve lope r Con t r ols D a t e Pick e r . The Dat e Picker cont rol appears in your m em o t em plat e, displaying t he words " Click here t o ent er a dat e." 8 . On t h e " D a t e :" lin e of t h e m e m o, se le ct t h e da t e pick e r , a n d t h e n ch oose D e ve lope r Con t r ols Pr ope r t ie s . The Propert ies box for t he Dat e Picker cont rol opens. 9 . Ty p e M e m o da t e in t h e Tit le box a n d in t h e Ta g box . Th e n , in t h e " D ispla y t h e da t e lik e t h is" box , ch oose t h e t h ir d opt ion t h a t sh ow s a for m a t sim ila r t o Ja n u a r y 1 , 2 0 0 7 . When you're done, t he box should look like Figure 20- 12 . Click OK. 1 0 . On t h e " Re :" lin e of t h e m e m o, in se r t a t a b, a n d t h e n ch oose I n se r t Te x t Qu ick Pa r t s D ocu m e n t Pr ope r t y Su bj e ct t o in se r t a con t e n t con t r ol sh ow in g t h e Su bj e ct docu m e n t pr ope r t y . Like t he Aut hor propert y, t he Subj ect propert y is one of t he st andard docum ent propert ies t hat you can view using t he Office Prepare Propert ies com m and ( or Alt + F, EP) . The t ext in t he Subj ect cont ent cont rol sim ply reads " subj ect ." The t em plat e will be clearer for newcom ers if t he cont ent cont rol explains what t o do. 1 1 . Se le ct t h e t e x t in t h e Su bj e ct con t e n t con t r ol, a n d t h e n t ype Click h e r e t o e n t e r a su b j e ct . The new prom pt t ext shows in t he Subj ect cont ent cont rol. 1 2 . Go t o D e ve lope r

Con t r ols

D e sign M ode t o t u r n off D e sign M ode .

When you're t hrough changing each of t he four lines in your m em o t em plat e, it should look like Figure 20- 13 .

Figu r e 2 0 - 1 2 .

The Properties box for the date picker content control gives you several options for showing dates or both

dates and times.

20.2.5. Adding a Header Headers and foot ers are a nat ural for docum ent t em plat es. They let you add elem ent s com m on t o all docum ent s, like a logo, page num ber, and so on. I n t he following st eps, you also get t o t ry your hand at creat ing a Building Block using som e fancy WordArt .

1 . D ou ble - click a t t h e t op of t h e pa ge .

A dot t ed line appears separat ing t he header from t he body of t he docum ent . The Header & Foot er Tools t ab shows on t he ribbon. 2 . Ch oose H e a de r & Foot e r Tools Alt + JH , A .

D e sign

Opt ion s

D iffe r e n t Fir st Pa ge or pr e ss

You want your let t erhead t o show on t he first page of your m em o, while subsequent pages will show t he page num bers and ot her det ails. 3 . Go t o I n se r t Te x t W or d a r t t o ope n t h e W or dAr t m e n u , a n d t h e n ch oose t h e W or dAr t st yle t h a t look s lik e a n a r ch ( Figu r e 2 0 - 1 4 ) . The WordArt box opens wit h a t ext box showing Your Text Here.

Figu r e 2 0 - 1 3 .

Top: In Design Mode, content controls show brackets on each side of the prompt text. Bottom: With Design Mode toggled off, empty content controls show the prompt text. Controls like the Author control display the contents Word put there. Selected controls show a tab with the control title and a frame around the contents, as shown in the Subject control.

4 . Re pla ce t h e w or ds in t h e t e x t box w it h All Th r ou gh t h e Ye a r a n d le a ve t h e fon t se t t o Ar ia l Bla ck a n d t h e size se t t o 3 6 poin t s. Th e n click OK t o close t h e W or dAr t box . Your arched t ext appears in t he Header of t he m em o t em plat e. 5 . W it h t h e W or dAr t se le ct e d, go t o H om e Pa r a gr a ph Ce n t e r ( or u se Ct r l+ E) t o ce n t e r t h e All Th r ou gh t h e Ye a r logo h or izon t a lly in you r m e m o's h e a de r . I f you want t o change t he color and design of your logo, now's as good a t im e as any. To do so, double- click t he WordArt logo t o reveal t he WordArt Tools t ab.

Figu r e 2 0 - 1 4 .

Need to create a letterhead quickly? Give WordArt a spin. It may be a little heavy-handed, but it creates big

graphics fast.

6 . Pr e ss t h e r igh t a r r ow k e y t o de se le ct t h e logo, a n d t h e n pr e ss En t e r t o cr e a t e a lin e for t e x t u n de r t h e logo. Type a n a ddr e ss for t h e All Th r ou gh t h e Ye a r com pa n y, a n d t h e n pr e ss En t e r t o cr e a t e som e m or e spa ce be t w e e n t h e h e a de r a n d t h e be gin n in g of t h e m e m o .

For exam ple, you can use: 48 Dought y St reet , London, England WC1N 2LX . Your let t erhead should look som et hing like Figure 20- 15 .

Figu r e 2 0 - 1 5 .

With a WordArt logo and a few typographic tricks, you can create a letterhead. To create this example, use the Alt+N, U shortcut to insert the diamond symbols. Select the diamonds and change their font size (Alt+H,FS) to 7 points. Then select the entire line and change the character spacing (Alt+H, FN) to Expanded by 3 pt.

7 . Click ba ck in t h e body of you r docu m e n t , a n d pr e ss Ct r l+ En t e r t o cr e a t e a se con d pa ge . Th e n dou ble - click t h e t op of t h e se con d pa ge t o e dit t h e H e a de r for pa ge t w o a n d a n y pa ge s t h a t follow . You could choose one of t he predesigned headers and foot ers for your m em o t em plat e; however, t his exam ple shows how t o creat e a cust om header by insert ing cont ent cont rols and fields. 8 . Ch oose I n se r t Te x t Qu ick Pa r t s D ocu m e n t Pr ope r t y, a n d t h e n se le ct Su bj e ct fr om t h e m e n u t o in se r t a Su bj e ct con t e n t con t r ol in t h e h e a de r . This way, you can spot t he t opic of every m em o you writ e at a glace. Might y handy if you print m em os and file t hem in a folder, or open t hem onscreen. 9 . Pr e ss t h e r igh t a r r ow k e y t o de se le ct t h e Su bj e ct con t e n t con t r ol, a n d t h e n pr e ss En t e r t o cr e a t e a n e w lin e . Your insert ion point m oves t o a new line in t he page- t wo header. 1 0 . Type t h e w or d Pa ge , a n d t h e n pr e ss t h e spa ce ba r . Ch oose I n se r t Fie ld .

Te x t

Qu ick Pa r t s

The Field dialog box opens, as shown in Figure 20- 16 . Tim e t o add som e aut om at ic page num bering t o your headers.

Figu r e 2 0 - 1 6 .

Select a field in the "Field names" list, and then click OK to insert the field in your document. You can use the Categories drop-down menu to limit the fields shown in the list. Different formatting options and field codes appear on the right, depending on what you select in the "Field names" list.

1 1 . Fr om t h e Ca t e gor ie s dr op- dow n m e n u , ch oose N u m be r in g. Th e n in t h e " Fie ld n a m e s" list , dou ble - click Pa ge . The Field box closes, and t he Page field appears in your header. Since you're on t he second page of your t em plat e docum ent , it displays t he num ber 2. 1 2 . Type t h e w or d of , a n d t h e n pr e ss t h e spa ce ba r . This header is going t o show bot h t he page num ber and t he num ber of pages in t he m em o. 1 3 . Ch oose I n se r t Te x t Qu ick Pa r t s Fie ld t o ope n t h e Fie ld dia log box a ga in . I n t h e Ca t e gor ie s dr op- dow n m e n u , ch oose D ocu m e n t I n for m a t ion , a n d t h e n dou ble - click N u m Pa ge s t o in se r t t h e n u m be r of pa ge s fie ld . When you've com plet ed t he page- t wo header, it should look like Figure 20- 17 .

Figu r e 2 0 - 1 7 .

The header for page two and the following pages in the memo template shows the subject of the memo, the page number, and the number of pages.

1 4 . Click ba ck in t h e body of you r m e m o t o close t h e h e a de r , a n d t h e n pr e ss t h e Ba ck spa ce k e y u n t il pa ge t w o disa ppe a r s . Page t wo disappears as your cursor m oves back t o page one of t he m em o t em plat e. Don't worry. Word won't forget t he page- t wo header det ails. They'll be t here, hard at work, any t im e you creat e a m ult ipage m em o using t he t em plat e.

20.2.6. Adding an AutoText Entry Anot her j uicy lit t le it em you can st ore in a t em plat e is Aut oText ( Sect ion 2.6 ) . Since t he hypot het ical corporat ion in t his exam ple has such a long nam e, folks could inj ure t hem selves t yping it several t im es a day. You're going t o creat e an Aut oText ent ry t o short en it t o a t hree- let t er keyst roke, and save it in t his t em plat e.

1 . An yw h e r e in t h e body of you r m e m o, t ype All Th r ou gh t h e Ye a r Pu blish in g Com pa n y, LLP . Th e n se le ct t h e w or ds you j u st t ype d a n d pr e ss Alt + F3 t o ope n t h e Cr e a t e N e w Bu ildin g Block dia log box . I n Word 2007, Aut oText ent ries are part of t he new Building Block schem e. I n previous versions, t hey had a separat e dialog box. 2 . Type t h e le t t e r s a t y a s t h e n a m e for t h e Bu ildin g Block , a n d t h e n , fr om t h e Ga lle r y dr op- dow n m e n u , ch oose Au t oTe x t . Fr om t h e " Sa ve in " dr op- dow n m e n u , ch oose t h e n a m e of you r m e m o t e m pla t e : M e m oAll Th r ou gh t h e Ye a r .

This Aut oText ent ry is available t o any m em o creat ed using t he m em o t em plat e, but not t o ot her docum ent s. ( There's no point in having it clut t er up t o non- com pany docum ent s.) 3 . I n t h e body of you r m e m o, se le ct t h e w or ds " All Th r ou gh t h e Ye a r Pu blish in g Com pa n y, LLP," a n d t h e n de le t e t h e m by pr e ssin g t h e Ba ck spa ce or D e le t e k e y . Now t hat you've finished creat ing t he Aut oText ent ry, you don't need t he words in t he body of your m em o. Banish t hem wit h t he Delet e key.

20.2.7. Finishing and Saving Your Template Whew! The heavy lift ing is done. Now you j ust have t o put t he finishing t ouches on t he docum ent and t hen save it as a t em plat e so you can get st art ed creat ing new m em os from it .

1 . At t h e e n d of t h e " Re :" lin e , click t o pla ce you r in se r t ion poin t , a n d t h e n pr e ss En t e r t o cr e a t e a n e w lin e . Ch oose H om e St yle s M or e ( or Alt + H , L) t o ope n t h e St yle s m e n u , a n d t h e n click t h e N or m a l st yle . When you press Ent er, your insert ion point m oves t o a new line in t he m em o t em plat e. This line m arks t he st art ing point for your m em o's body t ext . You don't want t o form at t he body t ext wit h a hanging indent , so you change t he form at t ing t o t he Norm al st yle. 2 . Ch oose Office bu t t on Sa ve ( or Office bu t t on As W or d Te m pla t e if you w a n t t o sa ve you r t e m pla t e w it h a n e w n a m e ) . W h e n t h e Sa ve As box ope n s, t ype M e m oAll Th r ou gh t h e Ye a r for t h e file n a m e . Make sure t he " Save as t ype" box below shows Word Tem plat e ( * .dot x) , t he file form at for t em plat es t hat don't include m acros. I f you included m acros in your t em plat e, choose Word Macro- Enabled Tem plat e ( * .dot m ) here. 3 . Sa ve you r t e m pla t e in you r Tr u st e d Te m pla t e folde r ( C:\ D ocu m e n t s a n d Se t t in gs\ [ You r N a m e ] \ Te m pla t e s ) or on e of it s su bfolde r s . That way, your t em plat e will appear when you creat e a new docum ent using Office My t em plat es.

New

20.2.8. Test Driving the Memo Template The st eps showed you how t o creat e a t em plat e for m em os t hat st ored boilerplat e t ext , a paragraph st yle, cont ent cont rols, a WordArt graphic, a cust om header, fields, and an Aut oText ent ry. Just like you'd t est a m acro or a program t hat you designed, you need t o t est your t em plat e t o m ake sure it works as planned. Here are som e t hings t o t ry: Cr e a t e a docu m e n t fr om you r t e m pla t e . Go t o Office New My t em plat es. You should see your t em plat e list ed in t he New box. I f you saved your t em plat e in a subfolder, you should be able t o find it under one of t he t abs. When you open t he t em plat e, you should see t he let t erhead slight ly grayed- out ( Figure 20- 18 ) . That 's t he way headers look when you're not edit ing t hem . I t will look j ust fine when you print your docum ent .

Figu r e 2 0 - 1 8 .

After you create your memo template, take it for a test drive and run it through its paces. Check each of the items that you added to the template: boilerplate text, formatting, content controls, and AutoText entries.

Te st t h e " Mem o t o: " line. Click t he prom pt t ext : " Click here t o ent er recipient s." One click should select t he ent ire prom pt . As soon as you t ype, t he prom pt should disappear, replaced by your t ext . Type a nam e, and t hen press Ret urn and t ype anot her nam e. They should align neat ly one under t he ot her. Ch e ck you r st yle s m e n u . Open t he St yles m enu using Hom e t o m ake sure your Hanging st yle is available.

St yles

More ( or Alt + H, L)

Ch e ck you r con t e n t con t r ols . Your nam e should appear on t he m em o's " From : " line. Word uses t he nam e t hat 's st ored in Office Word Opt ions Popular User t o fill in t he Aut hor docum ent propert y. Te st dr ive t h e da t e pick e r . Use t he Dat e Picker cont ent cont rol t o select a dat e. The dat e should appear properly form at t ed on t he Dat e line. Ex a m in e t h e docu m e n t pr ope r t ie s . On t he " Re: " line, click t he Subj ect prom pt and t ype a subj ect , like Your serialized novel A Tale of Two Cit ies , for exam ple. Then choose Office Prepare Propert ies t o display t he Docum ent Propert ies pane ( j ust below t he ribbon) . The m em o's subj ect should appear in t he Subj ect t ext box. Your nam e should show up in t he Aut hor t ext box. ( You can close t he Docum ent Propert ies pane by clicking t he X in t he upper- right

corner.) En t e r t e x t in t h e body of t h e m e m o . Type som e t ext in t he body of t he m em o, t o m ake sure everyt hing looks okay. I f you plan t o use headings in your m em os, t ry out t he Heading 1, Heading 2, and Heading 3 paragraph st yles. Do t he sam e wit h bullet ed list s and num bered list s. Te st you r Au t oTe x t e n t r ie s . Type t he let t ers at y , and t hen press F3 t o t est your Aut oText ent ry. Word should replace t he let t ers " at y" wit h " All Through t he Year Publishing Com pany, LLP." Ex a m in e you r m e m o h e a de r s . Wit h your cursor in t he body of your m em o, press Ct rl+ Ent er several t im es, and t hen exam ine t he headers on t he pages. You should see t he m em o's subj ect on one line and t hen a line t hat reads som et hing like " Page 2 of 6." ( See Figure 20- 19 .) Keep in m ind t hat you won't change your t em plat e docum ent by m aking changes t o a docum ent you creat ed using t he t em plat e. I f any part of your t em plat e doesn't work as planned, you need t o open t he t em plat e " Mem oAll Through t he Year. dot x" ( Alt + F, O) , m ake t he changes, and t hen save t he file. Tip: To create a new document from a template, don't open the .dotx file. Instead, use the Office button the template in the New Document dialog box.

Figu r e 2 0 - 1 9 .

New command and select

After a subject is typed in on the Re line of the memo, it appears in the page-two header and on any subsequent pages. The line that reads "Page 2 of 6" is a combination of boilerplate text and Word fields.

20.3. Using Global Templates Up t o now, t his chapt er has focused on docum ent t em plat es. The purpose of a docum ent t em plat e is t o speed up t he creat ion of a specific t ype of docum ent such as a m em o, a let t er, or a screenplay. But t here's anot her t ype of t em plat ea global t em plat e. The purpose of a global t em plat e is t o m ake t hings like paragraph st yles, Aut oText ent ries, and m acros available t o lot s of different docum ent s. Here are ot her ways t hat global t em plat es are different from docum ent t em plat es: You can use only one docum ent t em plat e per docum ent , but you can load several global t em plat es at a t im e. The cont ent s of a docum ent t em plat e are available only t o docum ent s creat ed wit h t he t em plat e. The Aut oText , paragraph st yles, and form at t ing opt ions in a global t em plat e are available t o any Word docum ent , as long as t he global t em plat e is loaded in Word. Boilerplat e t ext and graphics are usually an im port ant part of docum ent t em plat es. The t ext in t he body of a global t em plat e is irrelevant ; it doesn't show up when a global t em plat e is loaded. I nst ead, global t em plat es are used t o t ake advant age of Word feat ures such as paragraph st yles, Aut oText ent ries, and m acros. So, for exam ple, if you want an Aut oText ent ry t o be available whenever you're working in Word no m at t er what t ype of docum ent you're working on, you need t o st ore it in a global t em plat e. Suppose you have a publishing com pany nam ed All Through t he Year Publishing Com pany, LLP. You creat e an Aut oText ent ry t hat assigns t hat lengt hy nam e t o t he keyst rokes " at y." I f you save t he Aut oText ent ry in a global t em plat et he Norm al t em plat e, usuallyit 'll be available t o all your docum ent s ( as long as t he t em plat e is loaded in Word, which you learn about lat er in t his sect ion) . See t he box below for m ore det ail on t he Norm al t em plat e.

UP TO SPEED About the Normal Template The granddaddy of global t em plat es is t he Norm al t em plat e ( norm al.dot m ) because it 's always loaded and it s st yles, t hem es, Aut oText ent ries, and m acros are always available. That m akes t he norm al t em plat e one very special global t em plat e. You m ay have not iced norm al.dot m list ed as an opt ion when you saved Aut oText ent ries, building blocks, or m acros. The elem ent s in t he Norm al t em plat e t ake charge when you creat e a blank docum ent wit hout any docum ent t em plat e at t ached. The set t ings in t he Norm al t em plat e t ell Word how t o form at t ext , set m argins, and all t he ot her det ails Word needs t o know. You can open and change your Norm al t em plat e j ust as you'd m odify any t em plat e. You find it st ored in your t em plat e folder ( C: \ Docum ent s and Set t ings\ [ Your Nam e] \ Tem plat es) . The Norm al t em plat e is always loaded whenever you have a docum ent open in Word. As explained above, you can have several global t em plat es loaded at one t im e, so when you load a global t em plat e, bot h t he global t em plat e and t he norm al t em plat e are in effect .

20.3.1. Creating a Global Template You creat e and save global t em plat es in t he sam e way t hat you creat e docum ent t em plat es. So, t o save a file as a global t em plat e, you choose Office Save As Word Tem plat e t o open t he Save As dialog box. Type t he t em plat e's nam e in t he File nam e com bo box. Make sure t hat t he " Save as t ype" box is set t o Word Tem plat e ( * .dot x) or Word Macro- Enabled Tem plat e ( * .dot m ) . Save t he file inside your Tem plat es folder ( C: \ Docum ent s and Set t ings\ [ Your Nam e] \ Tem plat es) or one of it s subfolders.

20.3.2. Loading a Global Template There's virt ually no difference in t he file form at of a docum ent t em plat e and a global t em plat e, but t here are basic differences in how you t reat t hem . The m ain difference is t he way you load a global t em plat e. Here's how t o do so:

1 . Go t o Office W or d Opt ion s t o ope n t h e W or d Opt ion s box , a n d t h e n , on t h e le ft , click t h e Add- I n s bu t t on . The Word Opt ions box opens showing Add- ins. The list at t he t op shows all t he add- ins and t em plat es available in Word. 2 . At t h e bot t om of t h e W or d Opt ion s box , in t h e M a n a ge dr op- dow n m e n u , ch oose

2. W or d Add- in s, a n d t h e n click Go. The Tem plat es and Add- ins box opens t o t he Tem plat es t ab ( Figure 20- 20) . The t ext box at t he t op shows t he current docum ent t em plat e. The list box at t he bot t om shows Global t em plat es and add- ins. The checkboxes show which t em plat es and add- ins are current ly loaded ( t hat is, t he ones Word's current ly using) . You can load and unload t em plat es and add- ins by clicking t he checkboxes. Wit h t he t wo but t ons on t he right , you add and rem ove t em plat es and add- ins from t he list .

Figu r e 20-20. The Templates tab in the Templates and Add-ins box shows the current document template at top. Templates and add-ins available to Word appear in the box on the bottom. Use the checkboxes to load or unload global templates. Use the Add button to add templates and add-ins to the list.

3 . On t h e r igh t , click t h e Add bu t t on t o ope n t h e Add Te m pla t e box. The Add Tem plat e box shows t he cont ent s of your Tem plat es direct ory so you can choose t he one you want t o load. The " Files of t ype" drop- down m enu at bot t om is set t o " All Word Tem plat es ( * .dot x; * .dot m ; * .dot ) ," so t he files list ed in t he box are all Word t em plat es. 4 . D ou ble - click a t e m pla t e file t o a dd it t o you r Globa l t e m pla t e list . When you double- click a t em plat e, t he Add Tem plat e box closes, and t he select ed t em plat e shows in t he " Global t em plat es and add- ins" list in t he Tem plat e and Add- ins box. I nit ially, t he t em plat e is checked, m eaning t hat it 's current ly loaded. I f you click t o rem ove t he checkm ark, t he t em plat e rem ains in t he list , but it 's unloaded, m eaning you can't see or use it s Aut oText

ent ries, m acros, and so on. 5 . Click OK t o close t h e Te m pla t e a n d Add- in s box . The box closes and you see Word and any docum ent t hat m ay be open. Wit h t he global t em plat e loaded, you have access t o any st yles, Aut oText ent ries, or m acros t hat are st ored in t he global t em plat e.

Part V: Appendix Appe n dix : W or d H e lp a n d Be yon d

A. Word Help and Beyond Help Help fact , t ips,

wit h Word 2007 is never far away. The first place t o look is in t he program it self. Word's built - in syst em includes inform at ion panels and t ut orials st ored bot h on your com put er and online. I n t o support it s product s, Microsoft has a whole sprawling net work of Web sit es where you'll find updat es, discussion groups, and downloads for t em plat es, t hem es, and ot her Word t ools.

There's lot s of com m unit y support out t here, t oo. About 11 years ago, Microsoft developed an MVP program t o recognize t he folks who freely give t heir t im e t o help ot hers wit h Windows, Word, and ot her Microsoft program s. MVPs aren't Microsoft em ployees, but t hey're very good at what t hey do. On t he I nt ernet , you can easily find Word MVPs from around t he worldif you know where t o look. This Appendix helps you explore all your help opt ions, st art ing right t here on your com put er.

A.1. Using Word's Built-in Help When you're working in Word, t he m ost convenient place t o look for help is Word's built - in Help syst em . Press t he F1 key, or click t he lit t le round but t on wit h t he quest ion m ark in t he upper- right corner of m ost Word windows t o open Word Help, as shown in Figure A- 1 . The Word Help box convenient ly opens in it s own window, so it 's not hard t o drag it out of t he way when you want t o look at your work.

Figu r e A- 1 .

Think of Word Help as a Web browser dedicated to articles about Word. Use the browser buttons in the upper-left

corner to move back and forth through the articles you've viewed.

I f Word Help doesn't aut om at ically open t o a page t hat 's helpful, you'll have t o do som e searching. You can use t wo m et hods for finding t he help you need: t he Search t ool in t he upper- left corner or the Table of Cont ent s. Se a r ch . Using t he Search t ext box, t ype in a word or phrase, like m argins or hanging indent . I f you press Ent er, or click t he Search but t on, t hen Word hunt s for help. When it 's finished, art icles t hat m at ch your search words appear in t he right panel. Look t hrough t he headings, and t hen click t he one t hat 's m ost likely t o be helpful. I f you need t o com e back and t ry anot her t opic, click t he back but t on. Word can search in several different locat ions for help. To see a list of t he locat ions, click t he t riangle t o t he right of t he Search but t on t o open t he Search m enu. Online resources are list ed at t he t op of t he m enu, and cont ent t hat 's st ored on your com put er is list ed at t he bot t om . You can fine- t une t he search by direct ing Word Help t o look in a specific locat ion. Use t he drop- down m enu t o t he right of t he Search t ext box t o choose t he locat ions for t he search. Ta ble of Con t e n t s . On t he left side of Word Help, t he Table of Cont ent s works a lot like a Word out line. You can expand and cont ract t he headings by clicking t he lit t le book icons t o t he left of t he words. One click opens a heading and shows t he cont ent s. Anot her click closes t he heading, hiding t he subheads and art icles inside. The icons wit h quest ion m arks are t he act ual help art icles; click t hem t o show t he help art icles in t he pane on t he right .

A.1.1. Using Help Articles For t he m ost part , Word Help works a lot like a Web browser. You can use t he but t ons in t he upperleft corner t o browse forward and backward t hrough t he art icles t hat you've read. There's even a but t on t o st op and refresh t he page, j ust like on your Web browser. Click an art icle heading in t he Help Window t o read t he art icle. Som e of t he help headings will open your browser and t ake you t o Web pages where you can find resources like t em plat es or view audiovisual dem onst rat ions ( Figure A- 2 ) .

Figu r e A- 2 .

Some help articles link to audiovisual demonstrations on the Internet. When you click the Play Demo button, your browser opens to a page on the Microsoft Web site. The demo begins playing as soon as it starts to download to your computer.

I f you want t o print one of t he help art icles, click t he lit t le print er but t on at t he t op of t he Word Help window. The Print box opens, and you can choose a print er and m ake ot her print ing adj ust m ent s before you send t he art icle t o t he print er. For exam ple, on t he Margins t opic, you m ay want t o print a single page inst ead of all 10 pages. The cont ent s shown in Word Help can com e from files st ored on your com put er or from Microsoft 's Web sit e. Use t he but t on in t he lower- right corner of Word Help t o choose your source ( Figure A- 3 ) . The help cont ent t hat resides on your com put er is pret t y com prehensive. The help cont ent t hat com es from Microsoft 's Web sit e is kind of a m ixed bag t hat includes all t he help art icles found on your com put er as well as audiovisual dem os, t em plat es provided by t hird part ies, clip art , and access t o Microsoft 's Knowledge Base of t echnical art icles. One advant age of t he online help cont ent is t hat Microsoft cont inually updat es and adds t o it .

Figu r e A- 3 .

A button in the lower-right corner of the Help window shows whether you're online or not. Click the button, and a pop-up menu appears, as shown here.

A.2. Using Microsoft's Office Web Site You'll find t he m ain Web sit e t hat support s Microsoft office product s at ht t p: / / office.m icrosoft .com . The hom e page is slickand about as helpful as a m agazine ad. You need t o dig a lit t le deeper t o get t o t he helpful feat ures. To zero in on som e m ore useful art icles and links, click t he Product s t ab at t he t op of t he page. Along t he left side, you find links t o specific office product s, including Word. Click t he Word link, or go direct ly t o t he page t hat focuses on Word by t yping ht t p: / / office.m icrosoft .com / enus/ word int o t he address box of your browser. The Word page changes periodically, but it usually looks som et hing like Figure A- 4 .

Figu r e A- 4 .

The Microsoft Word Web page provides links to articles and other resources for the program. At the bottom of the left-hand column under Additional Resources, you find a link to Discussion Groups where you can ask questions and then later come back and read the responses.

A.2.1. Discussion Groups Discussion groups are one of t he great resources of t he online world. You can post a quest ion in a discussion group and com e back in a couple hours or t he next day and ot her people will be post ing answers and debat ing t he fine point s of t he issue. I t 's an excellent way t o dig deep int o a subj ect and m ake som e online friends in t he process. You can also search t hrough t he discussion group t o see if som eone else has asked t he sam e quest ion. Type a word or a phrase in t he " Search for" box near t he m iddle of t he screen ( Figure A- 5 ) . Aft er som e churning, t opics relat ed t o your search words appear in t he cent er list . Click a + but t on t o expand t he t opic, and t hen click a nam e t o read t he cont ent s of t he post .

Figu r e A- 5 .

The Office discussion groups are a great resource if you have a question about Word. You can use the two columns on the left to zero in on a topic, or you can type a word or a phrase in the "Search for" box near the middle of the screen.

Tip: Before you post your question, it's good online etiquette to check the group to see if a FAQ (frequently asked questions) posting is available. Sometimes experts get annoyed when newbies ask the same question over and over.

The post s in a discussion are list ed in chronological order, wit h t he first m essage at t he t op. So, st art at t he t op t o read t he quest ion, and t hen work your way down t he list t o read t he answers and ot her responses. Som e quest ions will be answered quickly, wit h one or t wo on- t arget responses. A hot t opic can result in a lengt hy debat e, wit h a dozen or so responses. Som e of t he expert s who part icipat e in t hese discussion groups are Microsoft MVPs. For a descript ion of Microsoft MVPs, see t he box on t he following page. I n general, you'll find t he cont ribut ions from t he Microsoft MVPs bot h accurat e and concise.

UP TO SPEED What's a Word MVP? One of t he sm art er m oves Microsoft ever m ade was t o develop a way t o recognize t he people who volunt arily help ot hers. Each year Microsoft singles out a few individuals who aren't Microsoft em ployees and dubs t hem MVPs ( Most Valuable Professionals) . There are MVPs for all t he different Microsoft product s, and of course, quit e a few are Word MVPs. These folks know how t o m ake Word j um p t hrough hoops. You find t hem offering free advice in com put er forum s, discussion groups, and newsgroups, and even publishing answers t o frequent ly asked quest ions on t heir own Web sit es. Even bet t er, t hese expert s are oft en expert s in ot her fields in addit ion t o knowing t he m yst eries of Word. One expert m ay underst and t he financial world, while anot her m ay be knowledgeable about archit ect ure and const ruct ion. Yet anot her m ay live in France and be able t o answer Word quest ions part icular t o t hat language. This real- world experience along wit h a love of Word m akes MVPs a valuable resource when you have a specific or st icky quest ion.

A.3. Third-Party Web Sites You're cert ainly not lim it ed t o Microsoft - sanct ioned resources when it com es t o get t ing help wit h Word. Many Web sit es are devot ed t o providing advice, services, and add- in soft ware. Som e are free, som e are pricey, and you'll find everyt hing in bet ween. I f you t ype Word help ,or Word t em plat es ,or Word Add- in in your favorit e search engine, you'll see dozens of list ings like t he following: Th e W or d M VP sit e ( ht t p: / / word.m vps.org ) . Run by a group of Microsoft MVPs, not Microsoft , t his sit e set s out t o t ell t he whole Word t rut h and not hing but t he t rut h. As it s hom e page declares: " Word rarely m isses an opport unit y t o perplex." The sit e divides Word issues int o a num ber of popular t opics, and a handy search t ool at t he t op of t he hom e page m akes it easy t o quickly zero in on what you're looking for ( Figure A- 6 ) . W oody's Office Por t a l ( www.wopr.com ) . For years, Woody Leonhard has provided t he Word com m unit y wit h expert advice and his WOPR add- in. WOPR st ands for Woody's Office Power Packa collect ion of Office- relat ed add- ins. At t he t im e of t his writ ing, WOPR for Office 2007 was not yet on offer, but Woody's probably working on it . ( There's been a WOPR for every version since Office 97.) The Web sit e is a lit t le kit schy, but t he inform at ion and t ools are rock solid. Don't m iss Woody's Lounge, an act ive online forum for Word and ot her Office program s ( Figure A- 7 ) . You can read t he post s wit hout becom ing a m em ber, but t o leave a m essage, you need t o sign up. Mem bership is free, and t he sign- up process sim ply involves agreeing t o t he rules of t he m essage board. You can sign up for a free em ail newslet t er.

Figu r e A- 6 .

The Word MVP site provides a wealth of expert advice. A simple, clean interface makes it easy to browse for a topic, or you can use the search tool at the top of the home page.

Figu r e A- 7 .

Woody's Lounge is an active forum where visitors post questions about Word and other Office products.

W or dsit e Office Au t om a t ion ( www.wordsit e.com ) . Founded by Microsoft MVP Bill Coan, Wordsit e ( Figure A- 8 ) provides product s and services relat ed t o Word and Office aut om at ion. Not int erest ed in creat ing your own t em plat es and m acros? You can hire t he folks at Wordsit e t o do it for you.

They offer a free analysis of your needs. Wordsit e also offers t raining t ailored t o individual business needs. On t he Wordsit e Web sit e, you find product s like Dat aProm pt er 2007, an off- t he- shelf t ool t hat enhances Word by aut om at ically prom pt ing people and updat ing docum ent s. The sit e also offers free downloads wit h inform at ion about XML and ut ilit ies t hat are relat ed t o Word.

Figu r e A- 8 .

If you need some Word expertise and don't have the time to do everything yourself, you can find a company like Wordsite to assist you. Wordsite provides training, sells add-in products, and creates custom macros and templates to customer specifications.

Colophon Philip Dangler was t he product ion edit or for Word 2007: The Missing Manual. Rachel Monaghan and Marlowe Shaeffer provided qualit y cont rol. Michele Filshie 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 odified 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 Abby Fox 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.

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z]

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] 2 pages per sheet (booklets) 3-D effects (Text box) entry

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] accepting and rejecting changes 2nd 3rd 4th 5th accounts (blogs) 2nd 3rd ActiveX controls add-ins address block (mail merge) Adobe Acrobat Adobe Dreamweaver Adobe Photoshop aligning text in tables Alt key (shortcuts) animations animated type Flash Show text animation setting Arrange All (Window group) Ask field (mail merge) audio files AutoCorrect 2nd 3rd 4th 5th adjusting settings deleting entries formatting Math Replace text as you type box Smart Tags symbols vs. AutoText AutoFit (tables) AutoMark button (indexing) AutoRecover AutoText 2nd 3rd 4th Building Blocks Organizer entries (templates) 2nd Quick Parts templates

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] backing up automatically Backspace vs. Delete balloons color comments Bar tab bibliographies adding indentation blackline blank document (creating new) 2nd blogging 2nd 3rd 4th accounts 2nd boilerplate text in templates 2nd 3rd 4th book fold layout booklets mirror margins bookmarks 2nd 3rd 4th 5th creating cross-references 2nd deleting hyperlinks indexing jumping to macros naming bookmarks Show bookmarks setting to move around in documents 2nd 3rd 4th 5th viewing bookmarks in your text borders page 2nd 3rd 4th Breaks menu browsing Browse buttons 2nd Browse Settings button by bookmarks by comments feature for themes Web options Building Blocks 2nd 3rd

footers Gallery (forms) 2nd headers bulleted and numbered lists 2nd 3rd 4th 5th bulleted paragraphs customizing bullets multilevel lists Normal vs. Paragraph style numbered paragraphs business forms comparing contracts (original to edited) mail merge 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th paragraph spacing (letters and reports) templates

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] C key (shortcut) calendars templates Calibri font (new) Cambria font (new) Candara font (new) canvas 2nd capitalization Change Case command formatting grammar setting headers captions adding to graphics carriage returns (forms) categories SmartArt cycles hierarchies lists matrices processes pyramids relationships cells changes in portions of document only characters formatting charts and graphs 2nd 3rd 4th 5th 6th citations 2nd 3rd 4th adding vs. footnotes and endnotes ClearType Click and Type feature turning on clip art 2nd 3rd 4th 5th inserting Internet Clipboard 2nd 3rd 4th 5th clearing contents Copy/Cut/Paste commands

launcher pasting bunches of text show automatically show icon on Taskbar show status when copying/cutting task pane closing documents 2nd 3rd 4th 5th menu command Collapse (Outline tab) collating color balloons Color scheme menu page color show background colors and images themes 2nd 3rd 4th columns 2nd 3rd 4th 5th 6th 7th column break customizing deleting from tables inserting in tables multiple columns 2nd 3rd section breaks shortcut (Alt+P vs. rows vs. tables combining and comparing documents 2nd 3rd 4th 5th comparing Combo box (forms) comments 2nd 3rd 4th 5th 6th adding text comments adding voice comments balloons deleting document protection inline revisions removing all 2nd reviewing pane concordance files Consolas font (new) Constantia font (new) content controls 2nd 3rd 4th 5th 6th 7th Building Block Gallery 2nd Combo Box Content Control Properties box Date Picker 2nd Design Mode Drop-Down List Picture control properties (setting) 2nd 3rd protect from editing/deletion Rich Text

templates 2nd Text control (plain text) XML copyright adding to Web pages permission Corbel font (new) crop marks cross-references 2nd 3rd adding bookmarks 2nd captions deleting figures 2nd footnotes and endnotes headings tables things you can cross-reference cursor's appearance cursoring custom bullets columns customizing your workspace 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th dictionaries display settings headers and footers keyboard shortcuts 2nd 3rd paper size personalizing your copy of Word Quick Access toolbar 2nd 3rd 4th themes 2nd track changes CUSTOM.DIC file (dictionary) cutting/copying text 2nd 3rd 4th 5th 6th 7th 8th Clipboard Copy command Cut command

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] dates (forms) Decimal tab default file location when saving printer Delete vs. Backspace Design Mode (and content controls) design tips for Web pages 2nd 3rd Developer Tab macros Developer tab 2nd making it appear dialog boxes vs. menus dictionaries 2nd 3rd adding professional Encarta removing a word using Google digital signatures 2nd 3rd 4th 5th 6th 7th 8th 9th 10th adding a Microsoft Office signature line 2nd 3rd 4th creating icon pictures as removing self-signed signing document with third party 2nd directory discussion groups display options 2nd 3rd 4th advanced Optimize character positioning Show all windows in Taskbar Show Developer Tab in the Ribbon Show horizontal/vertical scroll bar Show measurements in units of Show pixels for HTML features Show shortcut keys in Screen Tips Show this number of Recent Documents Show vertical ruler in Print Layout view

Style area pane width in Draft and Outline views display settings 2nd 3rd 4th 5th 6th 7th always show formatting marks always use ClearType changing Enable Live Preview Font Substitution (button) Open e-mail attachments in Full Screen Reading view ScreenTip style Show bookmarks Show crop marks Show document content Show document tooltips on hover Show drawing and text boxes Show field codes instead of their value Show highlighter marks Show Mini Toolbar on selection Show picture placeholders Show text boundaries Show text wrapped within document Show white space between pages Smart Tags Use draft font in Draft and Outline views .doc extension .docm extension 2nd 3rd Document Inspector Document Map tool Document Themes folder Document Views 2nd 3rd 4th Draft Full Screen Reading Outline Print Layout view documents 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th 21st 22nd 23rd 24th 25th 26th 27th adding background features 2nd 3rd 4th 5th 6th collaborating with others 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th created in other programs headers and footers hyphenation 2nd 3rd 4th inserting objects 2nd 3rd large ones 2nd line numbers 2nd 3rd map for navigation margins 2nd 3rd 4th master 2nd 3rd 4th new 2nd 3rd opening existing page borders page color printing 2nd 3rd 4th 5th 6th 7th 8th 9th 10th properties saving 2nd 3rd

subdocuments 2nd view options 2nd 3rd 4th 5th 6th 7th 8th 9th 10th watermarks 2nd .docx extension 2nd 3rd 4th 5th .dot extension .dotm extension .dotx extension Draft view 2nd drag and drop tool drop caps 2nd 3rd adding modifying removing duplex printing duplicates (mail merge)

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] editing and entering text 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th 21st 22nd 23rd 24th 25th 26th 27th 28th 29th 30th changing editing options editing restrictions using ribbon effects in themes 2nd 3rd email mail merge 2nd 3rd 4th embedded font options encyclopedia equations Equity theme Excel charts and graphs Expand (Outline tab) extensible tags (XML)

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] F key (shortcut) F8 key (selecting text) Factiva iWorks faxing fax modem vs. fax machine Send Fax Wizard fields field codes merge properties and templates figures 2nd 3rd 4th cross-references listing all file types HTML Mac or Linux computers macros old versions of Word filename extensions .doc .docm .docx 2nd .dot files available formats when saving default file location when saving new file formats voice (size) zip Fill-in field (mail merge) filtering recipient list (mail merge) Find tab finding and replacing text 2nd 3rd 4th find all word forms Find what box find whole words only ignore punctuation characters ignore white space characters search options fonts

Calibri (new) Cambria (new) Constantia (new) embedded options new to Office 2007 themes 2nd 3rd tips for choosing footnotes and endnotes 2nd 3rd 4th deleting formatting inserting numbering foreign languages symbols formatting 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th 21st 22nd animated type AutoCorrect capitalization characters and words 2nd 3rd 4th 5th 6th footnotes and endnotes Format Object Format Painter keep track of keyboard shortcuts Outline View paragraphs 2nd 3rd 4th 5th 6th restrictions Ruler 2nd 3rd 4th sections spacing between lines spacing between paragraphs styles 2nd 3rd 4th 5th 6th 7th Table of Contents 2nd 3rd tables 2nd tabs 2nd 3rd templates using Mini Toolbar using ribbon or font dialog box forms 2nd 3rd 4th 5th 6th carriage returns computer-based 2nd 3rd content controls 2nd Developer tab 2nd drop-down lists 2nd Filling in forms option (document protection) InfoPath paper-based properties 2nd 3rd protecting text boxes 2nd 3rd Title field using tables to design 2nd 3rd

Formula dialog box fragments and run-ons FrontPage Full Screen Reading

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] Gallery drop-down menu Genuine Advantage box (templates) global templates 2nd 3rd creating loading vs. document templates 2nd glossaries Go To tab Google (getting dictionaries) graphical user interface (GUI) graphics 2nd 3rd 4th 5th 6th 7th 8th 9th 10th captions clip art 2nd 3rd 4th 5th drop caps 2nd Excel figure numbers inline (spacing for) picture file used as watermark pictures 2nd Print drawings created in Word shapes 2nd 3rd 4th 5th 6th 7th SmartArt 2nd 3rd 4th 5th 6th templates Text boxes views Web pages WordArt gridlines (designing forms) Gridlines box

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] headers and footers 2nd 3rd 4th 5th 6th 7th Building Blocks custom margins removing small caps for headers tools headings 2nd controlling subheads during promotion/demotion promoting and demoting 2nd 3rd Table of Contents 2nd 3rd 4th 5th 6th 7th 8th height of page Help 2nd 3rd 4th 5th Articles discussion groups Search text box Table of Contents third-party Web sites hidden text HighBeam Research highlighter tool highlighting text with color Homesite .htm and .html extension HTML vs. XML hyperlinks 2nd 3rd bookmarks things you can link to another spot in same document to email addresses to files or Web pages to not-yet-created documents hyphenation 2nd 3rd 4th automatic justified text limit consecutive hyphens manual 2nd non-breaking hyphens optional hyphens

proper names removing from document selected text styles (3 to choose from) zone

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] ignore punctuation in find and replace spell check indenting paragraphs hanging indent using Ruler using Tab key indexing AutoMark button bookmarks cross references deleting index entries deleting whole index editing an index Mark All button 2nd marking an entry 2nd 3rd 4th page range 2nd 3rd tips understanding index codes InfoPath inline revisions insert mode vs. overtype mode insertion point 2nd installed templates Internet connection clip art

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] keyboard basics selecting text keyboard shortcuts 2nd 3rd Alt key Bold (Ctrl+B) Copy (Ctrl+C) creating Cut (Ctrl+X) formatting new document (Ctrl+N) old vs. new version of Word Paste (Ctrl+V) Reset All to original settings tables 2nd Undo keystrokes Quick Parts

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] large documents 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th launcher (Clipboard) launching Word 2nd 3rd opening a Word document Quick Launch toolbar Start menu your name and initials leaders 2nd Legacy Tools (forms) legal documents (and lists) line numbers 2nd 3rd Count by option dialog box shortcut From text option Start at option views that show them lines At least option Exactly option Multiple linked data unlinking subdocuments lists 2nd 3rd mail merge multilevel Live Preview feature locking subdocuments

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] macros 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th bookmarks Developer Tab digital signatures enable all file type Macro box mouse usage Quick Access toolbar recording 2nd 3rd 4th security 2nd setting behaviors templates testing mail merge 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th 21st 22nd adding your own merge fields address block applying merge rules 2nd checklist before starting Comparison options creating non-mail merges data source directory Distinctive tab duplicates (finding) email 2nd 3rd 4th 5th 6th envelopes filtering If…Then…Else field keyboard shortcuts labels letters Mail Merge wizard Mailing tab merge field Merge Record number Merge Sequence number MergeRec postage preview recipient list 2nd 3rd 4th 5th 6th 7th

selecting document type sorting writing your letter manuscripts Many pages view (Zoom) map of document (for navigation) margins 2nd 3rd 4th and section breaks custom headers and footers page orientation and preset setting for booklets setting with Ruler marketing brochures and newsletters templates markup view 2nd 3rd 4th 5th change user name comments customizing Final Final Showing Markup formatting Ink insertions and deletions Markup Highlight Area Original Original Showing Markup showing and hiding reviewers' markup showing and hiding types of changes master documents 2nd 3rd 4th creating formatting printing safety measures subdocuments match case (find and replace) match prefix (find and replace) match suffix (find and replace) math 2nd AutoCorrect typing symbols measurements Media Clip menus saving commands merging and splitting cells Message Bar alerts .mhtm and .mhtml extensions microphone (and voice comments) Microsoft Office Compatibility Pack

Microsoft Office Signature line 2nd 3rd Microsoft Office Web site Mini Toolbar formatting removing (Word Options box) mirror margins (booklets) misused words (grammar setting) modem Money Stock Quotes More button (find and replace) MoreMotion Web Express mouse editing with moving around in document 2nd 3rd 4th bookmarks 2nd 3rd Find tab Go To tab keyboarding left/right Outline view Replace tab scroll bars Status bar Thumbnail view to beginning/end of document up or down a line up or down a paragraph up or down one screenful multiple chunks of text multiple windows music files MVPs

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] navigation bar Web pages negation (grammar setting) New Document dialog box (templates) General business More Categories Planning new documents blank 2nd created from existing 2nd 3rd templates 2nd 3rd New Window (Window group) normal templates noun phrases (grammar setting) numbers automatic numbering and section breaks colors and (Web pages) numbering command (Alt+H removing page numbers

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] Office button One Page (Zoom) Open File boxes opening a document older version of Word Options menu organizing files orientation of page 2nd landscape margins Orientation menu portrait orphans (and page breaks) Outline view to move around in document outlines 2nd 3rd body text Draft view dragging text expanding and collapsing levels headings or topics keyboard shortcuts moving items Print Layout view ribbon showing and hiding text showing only the first line showing text formatting switching to Outline View 2nd 3rd Outlook mail merge

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] page and line breaks Keep lines together option Keep with next option Page break before option page borders 2nd 3rd 4th adjusting width page color 2nd 3rd 4th Colors box 2nd numbers (Web pages) Page Color option stock and Web pages page range (indexing) page settings Page Layout dialog box Page Layout tab Page Setup dialog box Whole document vs. This point forward width and height Page width button (Zoom) Painter pane width paper size and layout 2nd 3rd 4th changing paper size customizing paper size and source landscape Paper Source settings portrait section breaks 2nd setting page orientation paragraphs formatting indenting spacing password protection pasting text 2nd 3rd 4th 5th 6th 7th Clipboard in bunches Paste command within same document .pdf extension

PDFs printing percentage (Zoom) permissions personal information personalizing Word Picture Bullet box pictures as watermarks possessives and plurals (grammar setting) postage (mail merge) posting to blog PowerPoint and Word themes preset margin options shortcut (Alt+P Print Layout Print Layout view printing 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th Adobe Acrobat All option changing print settings 2nd 3rd 4th choosing a printer 2nd 3rd 4th 5th 6th Current page option envelopes 2nd 3rd faxing labels markup multiple copies (and collating) on both sides of the page Pages box Print background colors and images Print Preview Printer Properties boxes printing part of your document Quick Print button Selection button setting print options setting your default printer stock XPS Zoom privacy (security) promoting and demoting headings subheads promoting and demoting headings properties protecting your document 2nd 3rd 4th allowing changes only in parts comments No changes (read only) punctuation (grammar setting)

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] questions (grammar setting) Quick Access toolbar 2nd 3rd 4th adding commands location (moving it) macros voice comments Quick Launch toolbar Quick Parts 2nd 3rd 4th keystrokes Quick Styles Quick Tables

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] read only option recent documents recipient list (mail merge) 2nd 3rd 4th 5th 6th 7th 8th 9th 10th editing recording macros 2nd 3rd 4th 5th 6th 7th 8th Record Macro button recovery and repair of documents References tab shortcut (S key) relative clauses (grammar setting) replacing text AutoCorrect 2nd 3rd 4th Replace All Replace dialog box Replace tab research tools 2nd 3rd 4th 5th 6th Encarta Dictionary Encarta Encyclopedia Internet connection MSN Search Research Task Pane Reset Windows Position restrictions 2nd Reviewing Pane ribbon creating a table Cut command formatting Paste command Rich Text rows 2nd 3rd 4th .rtf extension rule (as in lines) Ruler 2nd 3rd 4th 5th margins paragraph indents removing and adjusting tab stops rules (mail merge) running macros 2nd 3rd from the Macro box

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] S key (shortcut) sans serif font Save As command saving documents 2nd 3rd 4th 5th 6th 7th 8th AutoRecover options default file location file formats keyboard shortcuts new document name offline editing options Preserve fidelity when sharing save settings option SharePoint templates schema files (XML) 2nd 3rd 4th attaching to document ScreenTips display style scrolling Search Search text box sections 2nd formatting section breaks 2nd 3rd 4th security 2nd 3rd 4th 5th 6th 7th 8th 9th ActiveX controls add-ins digital signatures 2nd 3rd forms (protecting) macros 2nd 3rd personal information (removing) privacy settings 2nd 3rd 4th 5th 6th 7th 8th 9th 10th Trust Center settings 2nd 3rd 4th 5th 6th 7th 8th 9th trusted locations 2nd 3rd warnings 2nd Select Browse Object menu selecting text 2nd 3rd 4th 5th block of text (keyboard) block of text (mouse) entire document (F8)

entire document (keyboard) entire document (mouse) extending selection F8 key full sentence (F8) full sentence (keyboard) full sentence (mouse) keyboard mouse one character at a time (keyboard) one character at a time (mouse) selected text stays on to beginning of line (keyboard) to end of line (keyboard) whole paragraph (F8) whole paragraph (keyboard) whole paragraph (mouse) whole word (F8) whole word (keyboard) serif font setting tab stops SGML shading (tables) Shadow Effects (Text box) shapes 2nd 3rd 4th 5th 6th 7th 8th diamond-shaped handles on drawing canvas inserting SharePoint sharing documents between different versions Show/Hide commands 2nd Document Map Gridlines Message Bar Ruler Thumbnails Smart Tags turning off SmartArt 2nd 3rd 4th 5th 6th automatic sizing and positioning categories inserting modifying templates text pane Sound Object box sounds like (find and replace) spell checking shortcut spelling and grammar 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th Add to Dictionary AutoCorrect capitalization

changing grammar settings check spelling as you type 2nd check spelling manually 2nd custom dictionaries Grammar Settings box Ignore and Ignore All questions relative clauses style turning on Split button (Window group) start enforcement (protecting settings) Start menu (launching) stationery envelopes 2nd labels mail merge 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th templates Status bar style formatting with styles 2nd 3rd 4th modifying styles style sets 2nd 3rd Table of Contents Table Styles Text Box Styles subdocuments 2nd deleting locking unlinking subject-verb agreement (grammar setting) SUM field symbols AutoCorrect Synchronous Scrolling feature

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] Tab key (for indenting) Table of Contents 2nd 3rd 4th 5th 6th 7th 8th 9th adding entry to existing TOC deleting formatting 2nd 3rd Help Manual Table of Contents Mark Table of Contents Entry box modifying styles Not Shown in Contents option Right align page numbers Show levels Show page numbers Tab leader Update entire table Update page numbers only tables 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th aligning AutoFit to contents AutoFit to window banded rows/columns columns 2nd 3rd 4th created from the ribbon created using Insert Table box deleting cells Fixed column width formatting 2nd forms (designing) math moving around in organizing with 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th rows 2nd 3rd 4th selecting parts shading and borders using Table Styles tabs 2nd 3rd 4th 5th Bar tab deleting and editing Developer tab (forms) 2nd left Ruler 2nd 3rd

tab leaders 2nd tab stops 2nd viewing tabs within text tags XML 2nd task pane (Clipboard) taskbar templates 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th AutoText 2nd 3rd boilerplate text 2nd choosing content controls 2nd 3rd 4th 5th 6th 7th designing 2nd fields formatting 2nd global 2nd 3rd 4th graphics headers and footers 2nd 3rd 4th 5th 6th installed already 2nd Internet 2nd macros 2nd New Document dialog box new documents normal pictures and graphics Recently Used Templates list saving 2nd settings SmartArt starting documents from styles and themes WordArt text 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th 19th 20th 21st 22nd 23rd adding text boxes to forms 2nd moving from one document to another selecting typing Text boxes 2nd 3rd 4th 5th 3-D effects Arrange group customizing linking one page to next shadow effects styles text direction Text width button (Zoom) themes 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th 16th 17th 18th browsing for themes on your computer 2nd 3rd 4th choosing your theme 2nd 3rd 4th 5th colors 2nd 3rd 4th 5th 6th custom themes 2nd designing your own

document parts affected effects 2nd 3rd Equity finding additional themes fonts 2nd 3rd 4th 5th 6th moving themes to Document Themes folder saving Themed Document box Themes menu 2nd thesaurus accessing Thomson Gale Company Profiles Thumbnails navigating documents tooltips tracked changes tracking changes 2nd 3rd balloons customizing your markup view hiding markup view printing Reviewing Pane turning on transformation files (XML) translating text ScreenTips Trusted Publishers Two Pages (Zoom) .txt extension typefaces (font) typing 2nd insertion point 2nd symbols

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] Undo command (Ctrl+Z) uppercase letters users

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] value verb phrases (grammar setting) video clips View Side by Side command View tab Document Views Show/Hide Zoom viewing options 2nd 3rd 4th 5th 6th 7th 8th 9th graphics Outline View 2nd 3rd 4th 5th 6th 7th 8th Print Layout (scroll bar) Web Layout view Visio Visual Basic Code (VBA) 2nd 3rd 4th 5th getting help 2nd making simple changes 2nd reading voice comments inserting in document Quick Access toolbar Sound Object box

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] warnings watermarks 2nd wavy line debate Web Layout Web options browsers Web pages 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th 13th 14th 15th adding text and images color 2nd copyright copyright line creating the Web page document design tips file size filtered format folders fonts graphics headings hyperlinks layout 2nd navigation bar 2nd 3rd posting to Web programs to help build saving documents as Web pages Single File Web Page specifying colors by numbers tables 2nd template Themes Web Layout view Web sites (for help) Word MVP site Whole page button (Zoom) widows (and page breaks) width of page wildcards (find and replace) Window group 2nd 3rd 4th 5th Arrange All New Window Windows Explorer

Windows logo Windows Media Player WinZIP Woody's Office Portal Word MVPs WordArt .wps extension wrapped text

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] XML 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th advantages to using content controls data files how XML works Internet reading XML tags 2nd schema files viewing in Word file XPath .xml extension XPS .xps extension

Index [SYMBOL] [A] [B] [C] [D] [E] [F] [G] [H] [I] [K] [L] [M] [N] [O] [P] [Q] [R] [S] [T] [U] [V] [W] [X] [Z] zip files Zoom 2nd 3rd 4th 5th