44
Chapter 5: Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Deleting Stuff...................................................................................................55
The delete keys: Backspace and Delete ............................................56
Deleting single characters...................................................................56
Deleting a word.....................................................................................57
Deleting more than a word..................................................................57
Splitting and Joining ......................................................................................59
Making two paragraphs from one......................................................59
Making one paragraph from two........................................................60
Splitting lines with a soft return.........................................................60
Mistakes? Mistakes? Undo Them with Haste .............................................60
Now mark me, how I will undo myself...............................................61
Redo, the Undo-Undo command ........................................................61
Redo, the Repeat Typing command...................................................62
Chapter 6: Find and Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
Text Happily Found........................................................................................65
O villainous text tidbit! Seek it out!....................................................66
The Super Find command...................................................................67
Finding stuff you can’t type in............................................................70
Finding formatting................................................................................72
Replacing What’s Been Found......................................................................74
The miracle of the Replace All button...............................................76
Finding and replacing formatting.......................................................76
Chapter 7: Text Blocks, Stumbling Blocks, Writer’s Blocks . . . . . . . .79
What Is a Block of Text? ................................................................................80
Marking a Chunk of Text As a Block............................................................81
Using the keyboard to select text.......................................................81
Marking a block with the mouse ........................................................82
Using the F8 key to mark a block .......................................................84
Blocking the whole dang-doodle document .....................................85
Deselecting a Block........................................................................................86
You’ve Marked the Block — Now What?.....................................................86
Copying a block....................................................................................87
Moving a block......................................................................................88
Options for pasting text.......................................................................88
Special pasting......................................................................................89
Copying or moving a block with the mouse.....................................90
Copying and moving with the F2 key.................................................91
The Miracle of Collect-and-Paste.................................................................91
Looking at the Clipboard.....................................................................91
Pasting from the Clipboard task pane...............................................92
Cleansing the Clipboard task pane.....................................................93
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Chapter 8: Proofing Your Document (Spelling and Grammar) . . . . . . .95
Hun Dewing Yore Mist Aches........................................................................96
Check Your Spelling.......................................................................................96
The red zigzag of shame......................................................................96
What to do when the spell checker stupidly assumes
that a word is misspelled but in fact it isn’t..................................98
Undoing an Ignore All command........................................................99
Un-adding words to the dictionary..................................................100
Instant Text-Fixin’ with AutoCorrect .........................................................101
AutoCorrect in action........................................................................101
Do your own AutoCorrect entries....................................................102
Undoing an AutoCorrect correction................................................103
Grammar Be Good........................................................................................104
Proofing Your Entire Document at Once...................................................104
Customizing Proofing Options....................................................................106
Improving Your Word Power.......................................................................106
A thesaurus is not a colossal prehistoric beast.............................107
The Research task pane.....................................................................108
Making Every Word Count ..........................................................................109
Chapter 9: Documents and Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
All About Files...............................................................................................111
Making a New Document.............................................................................112
Quick! A blank sheet of paper!..........................................................113
Using a template.................................................................................114
Saving a Document.......................................................................................115
Saving a new document to disk the first time.................................115
Problems with saving a document to disk......................................117
Saving or updating a document........................................................118
Saving when you’re done...................................................................119
Not saving a document......................................................................120
Opening a Document...................................................................................120
Using the traditional Open command..............................................120
A handy way to open a recent file....................................................122
Opening one document inside another...........................................122
Chapter 10: The Printer, the Paper, the Document Maker . . . . . . . . .125
Preparing the Printer...................................................................................125
Preview Before You Print............................................................................126
Printing a Whole Document........................................................................128
Printing backward..............................................................................130
Printing a document quickly.............................................................131
Choosing another printer..................................................................131
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Printing Part of a Document.......................................................................132
Printing a specific page .....................................................................132
Printing a range of pages...................................................................133
Printing a block...................................................................................134
Printing More than One Copy of Something.............................................134
Canceling a Print Job (Omigosh!)...............................................................135
Part III: Formatting...................................................137
Chapter 11: Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139
How to Format Text .....................................................................................139
Basic Text Formatting..................................................................................140
Changing the font...............................................................................141
Character formats (bold, italic, and so on).....................................142
Text Transcending Teeny to Titanic..........................................................144
Setting the text size............................................................................145
Nudging text size................................................................................145
More Colorful Text Makes Not for More Colorful Writing.......................146
Undoing All This Text-Formatting Nonsense............................................147
Fun and Formatting in the Font Dialog Box..............................................148
Changing the CASE of Text..........................................................................151
Chapter 12: Formatting Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
How to Format a Paragraph........................................................................153
Where the Paragraph Formatting Commands Lurk.................................155
Paragraph Justification and Alignment.....................................................156
Line up on the left!..............................................................................157
Everyone center!.................................................................................157
Line up on the right!...........................................................................157
Full justification! (Full justification — aye, sir!)..............................158
Making Room Before, After, or Inside Your Paragraphs..........................158
Traditional line spacing.....................................................................158
More line spacing options.................................................................159
That space between paragraphs......................................................160
Paragraph Indentation.................................................................................161
Indenting the first line of a paragraph.............................................161
Making a hanging indent ...................................................................162
Indenting a whole paragraph............................................................163
Setting the paragraph margins .........................................................163
Who Died and Made This Thing Ruler?.....................................................164
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Chapter 13: Setting Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167
The Story of Tab...........................................................................................167
The Tab Stops Here......................................................................................168
The Standard Left Tab Stop........................................................................170
The tabbed list....................................................................................170
The tab-tab-paragraph thing.............................................................172
The Center Tab Stop....................................................................................173
The Right Tab Stop.......................................................................................174
Right stop, left stop list.....................................................................175
Tab, right stop list..............................................................................176
The Decimal Tab...........................................................................................177
The Bar Tab...................................................................................................178
The Tabs Dialog Box....................................................................................178
Setting a tab in the Tabs dialog box.................................................179
Setting leader tabs..............................................................................180
Default tab stops ................................................................................181
Unsetting a Tab Stop....................................................................................182
Chapter 14: Formatting Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183
Describe That Sheet o’ Paper.....................................................................183
A page is a sheet of paper about “this” big.....................................184
Page orientation (landscape or portrait)........................................185
Marginal information.........................................................................186
Behold the Page Setup dialog box....................................................187
Page Numbering...........................................................................................189
Where to stick the page number? ....................................................190
Starting off with a different page number .......................................191
Numbering with Roman numerals ...................................................192
Removing page numbers...................................................................192
New Pages from Nowhere...........................................................................192
Starting afresh on a new, blank page ...............................................192
Inserting a whole, blank page...........................................................193
Page Froufrou ...............................................................................................194
Color your page..................................................................................194
The distinguished watermark...........................................................195
Chapter 15: Formatting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . .197
The Oft Misunderstood Yet Useful Concept of Sections.........................197
Understanding sections.....................................................................198
Creating a section...............................................................................199
Using a section....................................................................................200
Deleting a section break....................................................................201
Adding a Cover Page (Sneaky and Quick).................................................201
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Hats and Shoes for Your Pages (Headers and Footers) ..........................202
Adding a header .................................................................................203
Editing a header..................................................................................204
Making odd and even headers..........................................................206
“But I don’t want a header on my first page!”.................................207
Headers and document sections......................................................207
Removing a header.............................................................................209
Chapter 16: The Styles of Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .211
The Big Style Overview...............................................................................211
Types of styles....................................................................................212
Styles quick and custom....................................................................213
Using a style........................................................................................213
Effortless Formatting Fun with Quick Styles............................................214
Applying a Quick Style to your text.................................................214
Employing the Styles task pane........................................................216
The Styles task pane lite....................................................................218
Discovering which style you’re using..............................................218
Switching to another style set..........................................................219
Unapplying a style..............................................................................219
Do-It-Yourself Styles.....................................................................................220
Creating a style based on text you’ve already formatted.............220
Creating character, list, and other types of styles .........................223
Modifying a style................................................................................223
Giving your style a shortcut key ......................................................224
Deleting a style...................................................................................225
Managing All Your Various Styles...............................................................225
Chapter 17: Themes and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . .227
Formatting Fast and Fancy with a Theme.................................................227
Applying a document theme.............................................................228
Modifying or creating a theme..........................................................229
Whipping Out Similar Documents Based on a Template........................230
What is a template?............................................................................231
Creating a template based on a document you already have......231
Making a new template from scratch...............................................234
Modifying a template you created...................................................234
Attaching a template to a document ...............................................235
Understanding NORMAL.DOTM.......................................................236
Chapter 18: Misc. Formatting Stuff . . . . . . . . . . . . . . . . . . . . . . . . . . . . .239
Automatic Formatting..................................................................................239
Enjoying automagical text.................................................................240
Paragraph formatting tricks..............................................................241
Undoing an AutoFormat ....................................................................242
Disabling the @#$%&! AutoFormat...................................................243
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Become an Expert in Your Fields ...............................................................244
Inserting a field into your document...............................................244
Playing with fields ..............................................................................246
Center a Page, Top to Bottom.....................................................................248
Steal This Format! ........................................................................................249
Part IV: Making Your Document
All Fancy-Schmancy..................................................251
Chapter 19: Borders, Boxes, and Background Color . . . . . . . . . . . . . .253
This Border Situation..................................................................................253
The Border command button...........................................................254
The Borders and Shading dialog box...............................................255
Lines and Boxes Around Your Text............................................................255
Drawing a fat, thick line.....................................................................256
Making rules........................................................................................256
Boxing text or paragraphs.................................................................257
Boxing a title.......................................................................................257
Putting a border around a page of text............................................258
Removing borders..............................................................................259
Background Colors ......................................................................................259
Chapter 20: Turning the Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261
Furnish Forth the Tables.............................................................................261
Starting your table-creation fun.......................................................262
Creating a table yay-by-yay big.........................................................263
Drawing a table...................................................................................264
Transmuting tabbed text into a table..............................................266
Turning a table back into plain text.................................................266
It’s Your Turn to Set the Table....................................................................267
Using the mouse with a table............................................................267
Putting text into a table.....................................................................268
Table Craftsmanship....................................................................................269
Designing a table................................................................................269
Adjusting the table.............................................................................271
Deleting a table...................................................................................272
Chapter 21: Carousing with Columns . . . . . . . . . . . . . . . . . . . . . . . . . . .273
All About Columns.......................................................................................273
Here Come the Columns!.............................................................................275
Making more than three columns ....................................................275
Mixing column formats......................................................................276
Adjusting the columns in the Columns dialog box........................276
The End of the Column................................................................................277
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Chapter 22: I Love Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .279
Basic Bullets and Numbers.........................................................................279
Making a bulleted list.........................................................................280
Numbering a list .................................................................................280
Numbering lines of text.....................................................................281
Lists of Things in Your Document..............................................................281
Creating a table of contents..............................................................282
Building an index................................................................................283
Footnotes and Endnotes .............................................................................286
Chapter 23: Going Graphical . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289
Here Come the Graphics! ............................................................................290
Inserting a picture from a file on disk..............................................290
Inserting a clip art image...................................................................291
Slapping down an AutoShape...........................................................292
Inserting a picture or text into an AutoShape................................293
Deleting an image or artwork ...........................................................294
Images and Text Can Mix ............................................................................294
Wrapping text around the image......................................................295
Moving an image hither and thither ................................................296
Image Editing................................................................................................297
Changing an image’s size...................................................................298
Cropping an image .............................................................................298
Rotating the image.............................................................................299
Arranging multiple images ................................................................299
Chapter 24: Stick
T
h
i
s
in Your Document . . . . . . . . . . . . . . . . . . . . . . .301
Characters Fun and Funky..........................................................................301
Nonbreaking spaces and hyphens...................................................301
Typing characters such as Ü, Ç, and Ñ............................................302
Adding a dash of en or em ................................................................303
Inserting special characters and symbols ......................................303
Say It in WordArt..........................................................................................304
Spice Up Your Document with a Text Box................................................306
Instant Graphical Goodness with SmartArt..............................................307
Part V: What Else Is Left?..........................................309
Chapter 25: Multiple Documents, Multiple Windows,
Multiple Formats, Multiple Madness . . . . . . . . . . . . . . . . . . . . . . . . . .311
Multiple Document Mania...........................................................................311
Managing multiple documents .........................................................312
Viewing the same document in multiple windows.........................314
Using the old split-screen trick.........................................................315
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Working with Non-Word Document Formats............................................316
Using the Files Type drop-down list.................................................317
Loading an alien document...............................................................317
Saving a file in a horridly strange and unnatural format...............319
Updating older Word documents.....................................................319
Chapter 26: Other Ways of Viewing a Document . . . . . . . . . . . . . . . . .321
Organize Your Thoughts .............................................................................322
Entering Outline view ........................................................................322
Adding topics to your outline...........................................................323
Demoting a topic (creating subtopics)............................................324
Promoting a topic...............................................................................325
Adding a text topic.............................................................................326
Rearranging topics.............................................................................326
Expanding and contracting topics...................................................326
Printing an outline..............................................................................328
Sit Back and Read.........................................................................................328
Chapter 27: Working This Out Together . . . . . . . . . . . . . . . . . . . . . . . . .331
Here Are My Thoughts ................................................................................331
Adding a comment.............................................................................332
Hiding comments ...............................................................................333
Reviewing comments.........................................................................333
Printing comments (or not)..............................................................334
Deleting comments ............................................................................334
Whip Out the Yellow Highlighter................................................................334
Look What They’ve Done to My Text, Ma.................................................335
Comparing two versions of the same document............................335
Reviewing the changes ......................................................................337
Tracking changes as you make them...............................................338
Chapter 28: Merrily We Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . .339
All About Mail Merge...................................................................................339
Mail Merge Ho!..............................................................................................340
Creating the main document (Task 1 of 5)......................................341
Assigning fields (Task 2 of 5) ............................................................343
Building records (Task 3 of 5)...........................................................345
Inserting fields into the main document (Task 4 of 5)...................347
Merging it all together (Last task)....................................................348
Chapter 29: Labels of Love . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .351
The Label Thing............................................................................................351
Here’s a Sheet of Identical Labels ..............................................................352
Print That Address List...............................................................................353
A Label Trick with Graphics .......................................................................355
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Chapter 30: Customizing Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .357
All the Better to See You, My Dear.............................................................357
The Status Bar Configuration Menu...........................................................359
The Quick Access Toolbar ..........................................................................360
Finding the toolbar.............................................................................360
Moving the toolbar.............................................................................361
Adding command buttons to the toolbar........................................361
Removing commands from the toolbar...........................................363
Restoring the Quick Access toolbar ................................................363
Part VI: The Part of Tens............................................365
Chapter 31: The Ten Commandments of Word . . . . . . . . . . . . . . . . . . .367
Thou Shalt Remember to Save Thy Work.................................................367
Thou Shalt Not Use More Than One Space...............................................368
Thou Shalt Not Press Enter at the End of Each Line...............................368
Thou Shalt Not Neglect Thy Keyboard......................................................368
Thou Shalt Not Manually Number Thy Pages ..........................................369
Thou Shalt Not Use the Enter Key to Start a New Page ..........................369
Thou Shalt Not Click OK Too Quickly........................................................369
Thou Shalt Not Forget Thy Undo Command............................................369
Honor Thy Printer........................................................................................370
Thou Shalt Have Multiple Document Windows Before Thee.................370
Chapter 32: Ten Cool Tricks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .371
Automatic Save with AutoRecover ............................................................371
Keyboard Power!..........................................................................................372
Build Your Own Fractions...........................................................................372
Electronic Bookmarks .................................................................................373
Document Inspection...................................................................................374
The Drop Cap................................................................................................374
The Document Map......................................................................................375
Add an Envelope to Your letter..................................................................376
Sort Your Text...............................................................................................376
Text That Doesn’t Print...............................................................................377
Chapter 33: Ten Odd Things . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .379
Equations ......................................................................................................379
Math...............................................................................................................380
Document Defense Options........................................................................381
Hyphenation.................................................................................................381
Document Properties...................................................................................381
The Developer Tab.......................................................................................382
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