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Wiley Word 2003 Bible

1. E Sir Dinadin2 doc Microsoft Office Word 2003 18 xj Eile Edit View Insert Format Tools Table Window Help Work x DSH BIGAIFH 4BBFSX BPABHAB AT 0 Olaa A para TimesNewRoman 12 B ZU Ez t ai Donavan s A A L h 3 1 2 1 a 6s AE i r Vibe Han Luc Lusi cls papan n clown in the circus It se Dunedin s k sad to sit here thirteen h Diadem s z before I was born and li Diana s is poor flat worm eaten jal given me the dry gripes 4 Tonore Al m boy thirteen hundred yeay amp dd to Dictionary about convinced me that AutoCorrect gt i such thing as a new joke a E KAKA Language Everybody laughed at thd but then they always do Speling I that centuries later How Lookup b t seemed to me that this quaint lie was the scoffer didn t laugh 4 y most simply and beautifully told but boy No he scoffed therg a z then I had heard it only once and that anything he wouldn t sco f makes a difference it was pleasant to the the most of Sir Dinkdan s Gy Paste others when it was fresh no doubt rotten and the rest were petrified I said es petrified was good as I believed Sir Dinadan the Humorist was the myself that the only right way to first to awake and he soon roused the classify the majestic ages of some of rest with a practical joke of a sufficiently those jokes was by geologic periods But poor quality He tied some metal mugs that neat idea hit the boy in a b
2. You can right click on some of these mode buttons to view pop up menus By default the status bar is displayed but you can hide it to view more of your document To remove the status bar choose Tools Options click the View tab and click to uncheck the Status Bar box located in the Window section To turn the status bar back on choose Tools Options again click the View tab and click to place a checkmark in the Status Bar box 03 53971X ch01 qxd 9 8 03 8 59 AM Page 18 cb 18 Part The Fundamentals Office Assistant By now you have probably met the animated Office Assistant icon that pops up whenever Word 2003 starts The Word 2003 Assistant works out of the box which means it has no win dow around it so it takes up less screen real estate Office Assistant is available to provide help with Word 2003 using a natural language interface You enter your queries as sentences or questions and the Assistant attempts to match them with the appropriate help informa tion If you choose not to use the Assistant you can still access the Word Help system using the Microsoft Word Help window If the Assistant is not your cup of tea for getting help you can shut it off completely as explained later in the section Getting Help in Word Few Word users want the assistant to stick around once they ve learned the program Dialog boxes and control settings A command in a menu or a button followed by an ellipsis displays
3. Normal 2 Choose Tools Options 03 53971X ch01 qxd Tip 9 8 03 8 59 AM Page 25 cb Chapter 1 Getting Started with Word 2003 3 Select the Draft Font and Picture Placeholders options in the View tab 4 Click OK or press Enter Web Layout view Choosing View gt Web Layout shows how any document would appear as a Web document Unlike the Web Page Preview command on the File menu however this view allows you to view how a document would appear as a Web page without starting Microsoft Internet Explorer You can use the Web Layout command to check out a Word document before saving it as a Web document thus seeing how the converted document would appear before you actually convert it Print Layout view Print Layout view is the most accurate of all views in Word with the exception of the Print Preview which isn t really intended as an editing view It also is the slowest Depending on how fast your computer and graphics card work scrolling and screen refreshing can slow down drastically when you include graphics in a document and use Print Layout view The main benefit of Print Layout view is that it is a true WYSIWYG view With it you can see all the elements of your document on the page just as they would appear on a printed page or at least close though for a closer to print layout view Print Preview is better It usually is most efficient to work in the faster Normal view and then switch to Print Layout view to
4. a Press the Alt key and you ll see a little curved arrow icon the shortcut icon 6 Release the mouse button and a shortcut icon is placed in the Startup menu 7 Release the Alt key Opening a Document from Word After you create and save a document the file exists on your disk To use Word to make changes to the file or to save a copy of it under a different name you need to open that file Word provides several methods for opening files The easiest is to click the Open button on the Standard toolbar Another is to choose File Open or press Ctrl O Both methods take you to the Open dialog box where you can locate the file that you want see Figure 1 1 _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 5 cb Chapter 1 Getting Started with Word 2003 View button Look in A My Documents 2 8 X Cy EN Toos 3 Name Size Type act File Folder ty Recon Cl Adobe File Folder cad CI My eBooks File Folder r C My Music File Folder My Pictures File Folder Desktop CI My Webs File Folder Windows Explorer 2KB Shortcut My Documents My Computer F i P File name Open My Network Places Files of type fa Files z Cancel Figure 1 1 The Open dialog box showing the Details view With the Views button the little icon second from the right on the Open dialog box toolbar you can change the display of your files Click the drop down arrow on the right side of the button and play w
5. 2 describes what these buttons do A4 Heading 1 Arial Figure 1 5 The Formatting toolbar Table 1 2 The Formatting Toolbar Buttons Button Name Action Normal Times New Roman 12 Style Font Font Size B Bold Determines the style to apply to selected text A style is a collection of character and paragraph formatting instructions that are commonly used together Word 2003 includes several styles and also allows you to create your own The default style is Normal Displays the Font list box for choosing different typefaces The default font is Times New Roman Displays a Font Size Points list box for controlling the size of characters A point is Y2 inch In addition to using the drop down list box you can directly enter any point size between 1 and 1 638 including half point sizes such as 10 5 or 100 5 The default size is 12 points Applies boldface to selected text If no text is selected but the insertion point is inside a word and the When Selecting Automatically Select Entire Word option has been selected in the Edit tab of the Options dialog box Word applies bold to the word 03 53971X ch01 qxd 9 8 03 8 59 AM Page 13 cb Chapter 1 Getting Started with Word 2003 Button Name Action I Italics Italicizes text MM yy III Mn tt m i i Mi pe U Underline Align Left Center Align Right Justify Line Spacing Numbering Bullet
6. Starting Word from the Programs menu In Windows the most common way to start Word is to use the Start menu on the taskbar Click the Start menu button and then choose Microsoft Word from the Programs or All Programs menu When Word starts a pressed button appears in the taskbar which indi cates that Word is active If you already have created a Word docu ment you also can start Word by choosing Start gt Documents and then selecting a Word document from the menu that appears Starting Word from a shortcut You also can access Word from the desktop or any drive or folder by creating a shortcut which is a link to a Windows program or device Shortcut files end with the extension Ink which stands for link A shortcut file icon looks similar to the program file icon except that a small curved arrow appears in the icon s lower left corner 03 53971X ch01 qxd 9 8 03 8 59 AM Page 4 cb 4 Part The Fundamentals Here s a quick way to place the Word program on your desktop using a shortcut 1 Minimize all programs so that you can see the Windows desktop 2 Click the Start button to open the Windows Start menu 3 Click the Programs submenu and find the Microsoft Word menu option 4 Point at the Word option in the Programs menu 5 Press and hold down the left mouse button as you drag the icon off the menu and over the desktop don t release it yet a Press the Alt key and you ll see a little curved
7. You also can use the buttons on the horizontal scroll bar to change views see Figure 1 11 With these buttons you can switch between Normal Web Print Reading and Outline views Print Layout View Web Layout View Outline View Normal View Reading Layout View SEE J I 7J Page 1 Sec 1 1 1 At Ln Col REC TRK EXT OVR 7 Figure 1 11 The View buttons on the horizontal scroll bar To use the View menu to change views do the following 1 Choose View Alt V to display the View drop down menu 2 Select the view you want to use to display your document Normal view Normal View Normal is the default view in Word and the benefit of working in Normal view is speed It is not a true WYSIWYG What You See Is What You Get view because you cannot see the headers and footers footnotes and annotations without issuing a command from the View menu but you can see the formatting and layout elements of the document This view is not appropriate when you are trying to see how the page will print especially if you have images in the document In fact in some cases pictures will not even be displayed in Normal view pictures appear only if their wrapping styles is inline with text To speed up text entry display graphics as placeholders This way you don t have to wait for Word to redraw the screen To customize the Normal view to speed Word s response time when entering text follow these steps 1 Choose View
8. a dialog box after you choose that command or button For example choosing Format gt Font displays the dialog box with control settings as shown in Figure 1 7 Note that some controls are already set or have text entered These are the default settings which you can change Control settings vary depending on the type of information that Word needs to activate a feature A label identifies each control setting Related control settings are usually grouped together and placed inside a box with a group label One control setting is always active in a dialog box You can tell which control is active because it either has a dotted rectangle around the label or the setting is highlighted Font 21x Font Character Spacing Text Effects Font Font style Size Regular fi 2 a fe a Italic 9 Bold 10 pvers Bold Italic 11 verdana zi z Font color Underline style Underline Automatic none Automatic Effects JT Strikethrough I Shadow J Small caps IT Double strikethrough T Outline I all caps J Superscript J Emboss T Hidden J Subscript I Engrave Preview i Times New Roman ES This is a TrueType font This font will be used on both printer and screen pefaut _ call Figure 1 7 The Font dialog box a In each label with the exception of the OK Cancel and Close buttons one letter is under lined You can press the underlined letter in conjunction with th
9. but you can type any integer value from 10 to 500 Note that the contents of the menu depend on the view you have selected Displays Office Assistant s Search dialog box or the Microsoft Word Help window Puts your document into Word 2003 s new e book reading mode to make the document easier to read The little down triangle at the end of the bar lets you quickly add or remove buttons on the toolbar or change settings 11 03 53971X ch01 qxd 12 9 8 03 8 59 AM Page 12 Part The Fundamentals _ Your toolbar may have other buttons many programs automatically add buttons to the tool bar Some programs such as Adobe Acrobat even create their own toolbars Some label printers add an icon to the toolbar so that you can highlight text and click the button to send the text to a label You can reset the toolbar or add and remove buttons by clicking the trian gle at the right end of the toolbar and choosing Add or Remove Buttons toolbar name A menu opens and displays all the available buttons click one to add or remove it and at the bottom is the Reset Toolbar command The Formatting toolbar The Formatting toolbar displays controls that affect the appearance of characters and para graphs in your document As you move the insertion point through the document text the Formatting toolbar reflects the formatting applied to that text Figure 1 5 shows the buttons on the Formatting toolbar and Table 1
10. choosing Tools gt Options and then clicking the General tab The Entries box across from the Recently Used File List option displays the number of recently used file names currently displayed in the File menu To display the last seven files for example type 7 in the Entries box _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 6 cb 6 Part The Fundamentals Tip With Word 2003 you can quickly open any Word document by double clicking the file name in Windows Explorer on the desktop or in a My Computer folder Word is automatically j launched and the document is opened Opening documents automatically with Word By creating a new shortcut you can open a specified document at the same time you open Word 2003 itself 1 Right click the Windows desktop and choose New Shortcut 2 In the Create Shortcut box click the Browse button and use the Browse for Folder dia log box to find the winword exe file probably in the C Program Files Microsoft Office 2003 Office 2003 folder 3 Add a document path and file name enclosed in quotation marks after the text that appears in the Type the Location of the Item text box in the Create Shortcut text box Adding a document file name after the program name in the text box causes that document to load automatically whenever the shortcut is used To start Word and open a document named Letter doc stored in a folder named Docs on the C drive for example add C Docs Letter doc in
11. existing document Templates Search online for Go 9 Templates on Office Online wi On my computer L On my Web sites Recently used templates Indigio Proposal dot 2003 Calendar Mon Sun 12 pp Calendar Wizard 2003 Calendar 1 pg onl Zoazm lt Page 1 Sec 1 1 1 at 1 lni Col 1 REC TRK EXT OR Of Figure 1 16 The New Document task pane To create a letter using the Letter Wizard follow these steps 1 Choose File New The New Document task pane opens 2 Click the On My Computer link The Templates dialog box appears 3 Click the Letters amp Faxes tab 4 Double click the Letter Wizard and a small dialog box appears 5 Select whether you want to Send One Letter or Send Letter to a Mailing List The appropriate wizard dialog box appears Figure 1 17 shows a sample Letter Wizard dialog box 6 Answer the questions in the dialog boxes and then follow the instructions Word then sets up the basic formatting and layout of your document 7 To move to the next step click the Next button To return to the previous step click the Back button 8 To create the document and close the wizard click Finish Word then displays the new document which includes text from the wizard _ 31 03 53971X ch01 qxd 9 8 03 8 59 AM Page 32 cb 42 Part The Fundamentals Letter Wizard Step 1 of 4 7x Letter Format Recipient Info Other Elem
12. exit Word If you do not exit properly however some of these files may not close properly and this can result in wasted space as well as hard disk problems down the road Simply turning off the power switch also destroys any unsaved data Use one of the following methods to exit Word correctly Choose File Exit Press Alt F4 Click the Close button in the upper right corner of the Word program title bar Double click the Control menu icon in the upper left corner of the Word program title bar Right click the Microsoft Word button in the taskbar and choose Close from the pop up menu This method allows you to close Word while you are using another application When you use one of these techniques to exit Word the program tells you whether you have unsaved data by displaying a dialog box see Figure 1 24 This dialog box allows you to either save your work or cancel the Exit command 03 53971X ch01 qxd 9 8 03 8 59 AM Page 40 cb 40 Part The Fundamentals Microsoft Word Eg Do you want to save the changes to ch01 doc No Cancel Figure 1 24 The Word message box asks if you want to save your files Summary This chapter has oriented you to the Word environment and shown you how to create docu ments quickly using the core Word tools For example you can now do the following Start Word and create new documents in a variety of ways Use File New Ctrl N to create documents using wizards and
13. options connect you with a particular Internet site You can load these sites through any Internet browser such as Microsoft Internet Explorer or Netscape Navigator 03 53971X ch01 qxd Tip 9 8 03 8 59 AM Page 37 Chapter 1 Getting Started with Word 2003 Document3 Microsoft Office Word 2003 lej xj File Edit Yiew Insert Format Tools Table Window Help Work Type a question for help X Word Help Zali Mla Table of Contents Startup and Settings a Creating Documents viewing and Navigating Document Formatting Documents W Working with Text Select text and graphics Specify how Word selects text Change typing and editing opt Troubleshoot selecting text Troubleshoot Overtype Copy and Paste Find and Replace U Repeat and Undo Actions Repeat your last action Undo mistakes Spelling Grammar and Thesar PSymbols Characters and Hyp Formatting Characters Animate text About applying formatting Apply bold formatting Apply embossed engravec Apply italic Formatting Show or hide actual Fonts ir Apply strikethrough Format Capitalize text Change the color of tot je Page 1 Sec 1 afi at 1 Ini Col 1 REC TRK EXT OVR OM Figure 1 21 The Help Table of Contents box Helping WordPerfect users Word 2003 goes out of its way to help ease your transition from WordPerfect to Word There is a separate Help dialog box for WordPerfect users and you can even turn o
14. see how the page would look if printed Print Layout view shows the vertical ruler along the left side of the document You can change the left and right margins in Print Layout view using the horizontal ruler and you can Bs lt j change the top and bottom margins using the vertical ruler You can customize Print Layout view a little If you choose Tools gt Options and then click the View tab you ll find a check box labeled White Space Between Pages Print view only Clear this check box to squeeze pages together in Print Layout view to save screen space Word removes the gray area around the pages along with the headers and footers and any blank space in the margins This check box may be disabled If it is close the Options dialog box change to Print Layout view and return to the dialog box Reading Layout view A new tool in Word 2003 is the Reading Layout view shown in Figure 1 12 which is designed to make the document easier to read It does not display the document as it would look when printed Rather it re configures it into easy to read screen pages You can move through a document very quickly in this view using the arrow keys and Page Up and Page Dn keys these keys move you up or down one or two entire pages at a time You can still edit in Reading Layout view but it s very slow 25 03 53971X ch01 qxd 9 8 03 8 59 AM Page 26 cb 26 Part The Fundamentals Sir Dinadin2 doc Microsoft Office Word
15. templates Identify the essential elements of the Word 2003 environment including document windows menus toolbars the task pane the ruler scroll and status bars and dialog boxes Use the mouse and work with keyboard commands in Word Display documents in different views using commands in the View menu Save documents Get help using the Office Assistant or the Microsoft Word Help window Exit Word
16. 03 53971X ch01 qxd 9 8 03 8 59 AM Page 3 CH AP ER Getting Started with Word 2003 In This Chapter WW you ve been using Microsoft Word for years or are new Starting Word and to the program this chapter helps you get started quickly opening documents Long term users will find a number of interesting new features while newcomers should be able to get a feel for the program and what s Touring the Word available This chapter provides a quick tour of the Word 2003 inter environment face and then discusses basic document creation editing printing and saving functions Using the mouse and keyboard in Word Sta rting Word and Creating a document Opening Documents Saving a document You can start Microsoft Word 2003 and open documents in several Getting help in Word ways Learning the different methods of launching Word increases your flexibility with the program For example you can choose from a wide selection of predefined document templates and wizards to simplify the creation of standard documents such as memos letters faxes newsletters reports and so on You probably already know that in Windows you can create a shortcut icon to quickly start Word from your desktop If you plan to work on the same document for several days you also can modify the properties of the shortcut icon so that Word automatically starts and then loads the last docu ment that you worked on each time you start Windows
17. 2003 lej xj Eile Edit View Insert Format Tools Table Window Help Work Type a question for help X H SF QA Document map fE Thumbnails Find Gy Research Q A A H Close Screen 1 of 8 Screen 2 of 8 dog s tail and turned him loose and he tore around I seemed to me that this quaint lie was most simply and around the place in a frenzy of fright with all the and beautifully told but then I had heard it only once other dogs bellowing after him and battering and and crashing against everything that came in their way and in the Humorist making altogether a chaos of confusion and a most deafening din and turmoil at which every man and woman of the multitude laughed till the tears flowed and some fell out of their chairs and wallowed on the floor in ecstasy It was just lke so many children Sir Dinadan was so proud of his exploit that he could not keep from telling over and over again to weariness how the immortal idea happened to occur to him and as is the way with humorists of his breed he was still giggling at it after everybody else had got through laughing at it He was so set up that he concluded to make a speech of course a humorous speech I makes a difference it was pleasant to the others when think I never heard so many old played out jokes it was fresh no doubt strung together in my life He was worse than the minstrels worse than the clown in the circus It Sir Dinadan the Humorist was the first to awake seem
18. 27 doc a File name IDoc3 doc X Save My Network Places Save as type Word Document doc z Cancel Figure 1 18 The Save As dialog box The next time you save your document you won t have to type a name of course Pressing Ctrl S will quickly save the file Caution Get into the habit of pressing Ctrl S frequently to reduce the chance of losing work due to a computer problem Word helps you to save and protect your documents in many ways The option settings determine how and when you save your documents To see what options are available choose Tools gt Options and then click the Save tab You also can access the Save tab from the Save As dialog box by choosing Tools General Options This lets you change the save settings for the current document allowing you for example to define how auto recovery works You can learn more about Word s AutoRecover feature in Chapter 7 rue You can specify any given folder to be the one in which Word saves or opens documents By default Word uses the My Documents folder To change this choose Tools Options and click the File Locations tab Select Documents and then click Modify to select a new folder Saving a document as a Web page Word 2003 provides a seamless interface for creating both Word doc and Web htm doc uments Because the HTML HyperText Markup Language format is a native file format you can save any doc file as an htm file and vic
19. 3971X ch01 qxd 9 8 03 8 59 AM Page 15 Chapter 1 Getting Started with Word 2003 Table 1 3 The Task Panes Reference Task Pane Name Home Help New Document Search Results Clip Art Research Clipboard Shared Workspace Document Updates Document Protection Styles and Formatting Reveal Formatting Mail Merge XML Structure Purpose Provides a quick way to open existing or new documents and links to Microsoft s Office Web site and online news Provides a way for you to access information about Word both in Help files on your computer and online Tools for starting new documents including the ability to find templates on Microsoft s Web site A tool for searching the Microsoft Web site for various types of information including Assistance Training Templates Clip Art and Media and Office Marketplace Find clip art and other media files in a variety of locations Use a thesaurus or dictionary search an encyclopedia carry out an Internet search find a stock quote and more Advanced clipboard functions let you save multiple items on the clipboard and paste them all together or in different locations A system that allows you to save documents centrally so that other users can collaborate with you Used in conjunction with the Shared Workspace to find updated documents Settings for protecting your document A tool for working with paragraph and font styles and form
20. K ExT OR QZ M 53971X ch01_A doc Microsoft Office Word 2003 File Edit View M FC Arial Controlling Word using sti Opening the last documer Touring the Word Environm The text area The menu bar E SToolbars The Standard toolbar The Formatting toolbar EThe Task Pane The ruler The scroll bars The status bar Office Assistant Dialog boxes and control lt Using the Mouse and the Ke Using the mouse Using the keyboard Right click for shortcut me Undo and Repeat EWorking with Document Vie Changing views Normal view Web Layout view Print Layout view Reading Layout view Outline view Document TE view Zoom Insert Format OSA EA EET EAA e e SRT 1 ET Figure 1 13 A document in Outline view Tools Table Window Help Work Type a question for help X 7957 B Z u E i CW EAEE When you are in Full Screen view however you can still add components back You can always bring the mem bar on screen by pressing Alt or by moving your mouse pointer to the very top of the screen Pressing Alt V displays the View mem and from there you can choose rulers and toobars JERE YAS Zoom Zooming changes the magnification of the document With the Zoom drop down list on the Standard toolbar you can choose a preset percentage or enter your ovm percentage Your choices inchide 500 200 150 100 75 50 25 and 10 as well as Page Width The default setting is 100 pe
21. Tools Table Window Help Work Type a question for help DB HBIGRIVEl 4S BSI Y F E 5 125 Sarea D Heading 1 Arial B z U i g7 A B 1 At 1 1 Ln 1 Col 1 REC TRK EXT OVR Figure 1 2 The parts of the Word window 03 53971X ch01 qxd 9 8 03 8 59 AM Page 8 cb 8 Part The Fundamentals The text area The text area of the window occupies the bulk of the screen it is where you create edit format and view your document files The blinking vertical bar is called the insertion point It indicates where text is to be entered into a document You also use the insertion point to specify the point from which you want to select or edit text In a window s text area the mouse pointer appears in the shape of an I beam The menu bar Directly below the title bar is the menu bar which contains pull down menus that organize fami lies of commands for working with documents Word 2003 s menus arrange together commands that perform similar actions For example the File menu contains a group of commands that manipulate your document files Choosing a command tells Word what to do for example the File menu contains commands to open print and save your documents You can open menus by clicking them or by pressing Alt underlined letter shown in the menu s name on the menu bar Pressing Alt A for example opens the Table menu It s impor tant to note that when you open a menu it doesn t display all
22. arrow icon the shortcut icon 7 Release the mouse button and a shortcut icon is placed on the desktop 8 Release the Alt key You can also place this icon in the Quick Launch area of your Windows taskbar so that you can start the program quickly by clicking the button there The taskbar is the bar on which the Start menu sits Carry out the same dragging operation but drop the icon onto the Quick Launch area instead of on the desktop Alternatively you can drag the icon off the desktop and drop it onto the Quick Launch area You can easily delete the Word shortcut by right clicking the icon and choosing Delete Ma If you upgraded from Office 2000 you may still have the Office Shortcut bar installed which i gives you another way to start Word If the Shortcut Bar is a feature that you like and use you already know about it so we won t waste time discussing it here If you did a clean install of Office 2003 you won t see this feature Starting Word with Windows If you want Word to run whenever you start Windows add the Winword program file to the Startup folder in the Start menu To add Word to the Startup folder using Windows follow these steps 1 Open the Windows Start menu 2 Click the Programs submenu and find the Word menu option 3 Point at the menu option in the Programs menu 4 Press and hold down the mouse button while you drag the icon off the menu and place it over the Startup menu don t release it yet
23. ats Displays details about the formatting of the selected text A wizard used for creating mail merge letters e mail messages envelopes labels and directories A tool for working with XML tags within your document XML tags are explained in Chapter 27 For now all you need to know is that you probably don t need to know anything about XML As Figure 1 6 illustrates the task pane gives you several tools for moving the pane and for navigating around inside it Drag bar Enables you to increase or decrease the area taken up by the task pane Open Opens the task pane list from which you can select another pane X Closes the task pane Left arrow Back Displays the prior task pane Right arrow Forward Displays the task pane from which you have just come after using the left arrow Home Displays the Home task bar _ 15 03 53971X ch01 qxd 16 9 8 03 8 59 AM Page 16 cb Part The Fundamentals The ruler Word 2003 s horizontal ruler shows and also adjusts the margin indent and tab settings of paragraphs The ruler is displayed across the top of the window to provide you with a quick way to change paragraph indents adjust margins change the width of newspaper style columns change the width of table columns and set tab stops using the mouse To display and hide the ruler choose the View Ruler command The measure which by default is in inches displays the available text area width i
24. cal scroll bar as well The double headed arrows move you up or down in a unit defined by the middle button the one with the circle on it the Browse Object button Clicking the Browse Object button allows you to choose how you want to move around the document Most of the choices affect the double headed arrows For example choose Browse by Heading and the double headed arrows move you from heading to heading up or down depending on which you click Two of your choices Go To and Find open the appropriate dialog boxes and have no effect on the double headed arrows Once in a while you may find it convenient to split the window so that you can see two A different areas of a document at one time You can do this with the help of the split bar the small unobtrusive rectangle that sits at the top of the vertical scrollbar above the up triangle Click and drag it down to divide your window into two parts You can browse your document by moving between edits headings graphics tables fields endnotes footnotes comments sections and pages This sort of movement can be a real timesaver when you have a long document and want to review only editorial comments headings and footers and so on The window also has a horizontal scroll bar allowing you to move the document right and left On the left side of this scroll bar you ll find five buttons that allow you to switch quickly between the most common document views Word 2003 s d
25. d icon from the list Make sure the Document radio button in the lower right corner is selected and click OK Word then displays either the new document with the specified template s layout and formatting or the wizard s on screen instructions for creating the document Using wizards to create a document Wizards are easy to use programs supplied with Word that enable you to create documents by answering a series of questions Icons for wizard files appear with a wand in the New dialog box Word provides a collection of wizards for automatically creating letters memos resumes newsletters and other common documents Wizards use templates and include step by step _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 31 Chapter 1 Getting Started with Word 2003 instructions to walk you through creating a document They prompt you to fill in information which the wizard inserts into the document Creating a complex document such as an agenda an award a newsletter or a resume from scratch could take hours but using Word s wizards these documents take only a few minutes le x onforhelp X Mj Document3 Microsoft Office Word 2003 File Edit Yiew Insert Format Tools Table Window Help Work Type a USE BIGRIFH 4BAI9 BADRAB AT 5 O diner B ae 4 Normal TimesNewRoman 12 B Z U E g 7 A B CE CC CC OC CC New Document a OID E New L Blank document W XML document W web page wi From
26. e Alt key to activate the con trol setting regardless of which part of the dialog box is selected at that moment 03 53971X ch01 qxd 9 8 03 8 59 AM Page 19 cb Chapter 1 Getting Started with Word 2003 Press the Tab key to move in order through the control settings and buttons from upper left to lower right in the dialog box Pressing Shift Tab takes you through the options and controls in the opposite direction You also can use the mouse to choose a control setting by clicking the setting If a label for a setting group of settings or button is dimmed that item is not available When a control setting is available it is black You must either click the OK button to save your set ting changes or click the Cancel button or press Esc to cancel the command before choosing another command or typing text in a document If you try to do something outside some dia log boxes Word beeps to remind you that you first must close the dialog box Some boxes however are designed to allow you to work in the document while the box remains available for further use Many dialog boxes use a file folder metaphor to let you choose from sets of related options You can organize and reference each set of options by clicking a tab For example note the tab labeled Character Spacing in Figure 1 8 Clicking this tab or pressing Alt R displays the Font Character Spacing options and clicking the Font tab or pressing Alt N redisplays the Font option
27. e Normal template which is a general all purpose template containing only a few basic definitions such as the font and font size margin settings and line spacing The standard stripped down Normal template inchides minimal formatting options Table 1 6 lists Word s Normal template default settings You can choose from a list of predefined templates in addition to the default template To create a new document with Word s Normal template is easy Just click the New Blank Document button on the Standard toolbar Tip if you make changes to the Normal dot template that you later regret you can change back to the default Normal dot template by deleting the Nonnal dot file You can find out where this file is located by choosing Tools gt Options clicking the File Locations tab and then looking at what s listed beside the User Templates entry After you delete Normal dot Word automatically creates a new Normal dot the next time you start the program Figure 1 15 The Full Screen view Begin by selecting one of the other views then choose View Full Screen A one button tool bar appears in the lower right area of the screen To return to the previous view click once on the Close Full Screen button or press Esc When you are in Full Screen view however you can still add components back You can always bring the menu bar on screen by pressing Alt or by moving your mouse pointer to the very top of the screen Pressing Alt V displa
28. e not yet named the document Word displays the Save As dialog box so that you can do so If you have installed the Information Rights Management Service see Chapter 34 you will see this button on the toolbar It lets you restrict the use of the document by preventing recipients from copying printing or forwarding it Prints all pages of the active document Displays the layout of a document as it will appear when printed Checks the spelling and grammar of the entire document or if you have selected text checks the spelling of that selection Word displays the Spelling dialog box when it does not find a word in the dictionary Opens the Research task pane where you can find synonyms look up words in a dictionary consult an encyclopedia and so on Removes selected text and graphics from the document and stores them on the Clipboard Copies selected text and graphics and stores them on the Clipboard Inserts the contents of the Clipboard at the insertion point or over the selection Copies character formatting to other selected text Reverses your last action Clicking the down arrow attached to the Undo button lets you choose from a list of the most recently changed operations Repeats the last change you made to a document Clicking the down arrow attached to the Redo button lets you choose from a list of the most recently changed operations 4 03 53971X ch01 qxd 9 8 03 8 59 AM Page 11 Chap
29. e versa Word saves the doc formatting as well as the htm formatting This allows you to create Web documents in Word for viewing in a Web browser Word also reads those documents back in for editing however When any Word document is saved as a Web page almost all the document s information including its con tent formatting and document properties are retained in the HTML document Saving a document as a Web page is easy Choose File Save as Web Page which displays the Save As dialog box with the htm file name extension already selected You can save the docu ment by clicking Save Clicking Change allows you to change the page title for the document which appears on the title bar of the Web browser window You also can save a Word docu ment as a Web page from the Save As dialog box just as you would any other file format select the format from the Save As Type drop down menu _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 34 cb 54 Part The Fundamentals Before you decide to dive right in and begin using Word to create Web pages read Chapter 26 The bullet list near the beginning of that chapter provides some things you might want to consider when you re deciding how best to create Web pages Reference Getting Help in Word Word offers several types of help as well as different help interfaces Here s what you ll find on the Help menu Microsoft Word Help Opens the Help task pane where you can type keywords
30. ed peculiarly sad to sit here thirteen hundred and he soon roused the rest with a practical joke ofa years before I was born and listen again to poor flat sufficiently poor quality He tied some metal mugs to a worm eaten jokes that had given me the dry gripes Onld Figure 1 12 The Reading Layout view Outline view Outline is a specialized view that you can use to organize a document In Outline view you can collapse and expand portions of the document so that you see only the headings of your choice You also can quickly and easily move as well as copy large portions of a document in Outline view The real key to using this view efficiently is to use Heading styles because Word recognizes these styles immediately in Outline view Figure 1 13 shows a document in Outline view Document Map view Choosing View Document Map or clicking the Document Map button on the Standard tool bar while in any document view displays a vertical pane along the left edge of the document window An outline of the document s structure appears in this vertical pane Figure 1 14 shows the Document Map as it appears in Normal view Note the headings listed in the left pane You can use Document Map to quickly browse a long document or an online document and to keep track of your location within it The Document Map view works in conjunction with Heading Styles Tip Using the Document Map is a good way to get an outline view of your docume
31. ents Sender Info December 16 2002 z T Include header and footer with page design Choose a page design Choose a letter style current X Full block v J Pre printed letterhead Where on the page is the letterhead Jat the top How much space does the letterhead need p Figure 1 17 The Letter Wizard dialog box Saving a Document Until you save a document to a disk either hard or floppy that document exists only in your computer s memory When saving a new document you must name the file and also specify where you want it to be saved Word 2003 can store files using any number of formats The most common are the doc and htm formats The doc format is the proprietary document format used by Word and htm is the universal format used for Web documents You can edit an existing Word file and create different versions in different formats by saving the file in a particular format the original file will be untouched so you ll end up with two separate files This capability enables you to exchange files with others who are using differ ent word processors or HTML authoring programs To save a document follow these steps 1 Click the Save button or choose File Save Ctrl S The Save As dialog box appears see Figure 1 18 By default the File Name text box lists the first sentence of the docu ment in the text box 2 Enter a name with as many characters as you want within reason T
32. fer You can place a toolbar on any window edge top or bottom left or right or let it float inside the window You can also change a floating toolbar to an anchored toolbar by double clicking the drag bar Figure 1 3 displays several toolbars both anchored and floating J Document3 Microsoft Office Word 2003 i File Edit view Insert Format Tools Table Window Help Work DBE RBIEGRBIVHEl 4UBRIY O i Ag Heading 1 Arial gji amp Iju 2 1 jzZ sazm lt Page 1 Sec 1 1 1 At 1 1 Ln 1 Cold REC TRK EXT OVR Figure 1 3 Sample toolbars The Standard toolbar The Standard toolbar includes both frequently and infrequently used commands for working in Word 2003 Figure 1 4 shows the buttons on the Standard toolbar and Table 1 1 describes what these buttons do Figure 1 4 The Standard toolbar 9 03 53971X ch01 qxd 9 8 03 10 8 59 AM Page 10 Part The Fundamentals Table 1 1 The Standard Toolbar Buttons Button TET e U p 56 Di Name New Blank Document Open Save Permission Print Print Preview Spelling and Grammar Research Cut Copy Paste Format Painter Undo Redo Action Opens a new document based on the current default settings Opens an existing document or template Word displays the Open dialog box where you can locate and open the desired file Saves the active document or template under its current name If you hav
33. he entire path name including all the directories and the file name cannot exceed 255 characters For ease of use and efficiency however keep your file names as concise as possible A Word document file name can include letters numbers and spaces as well as the fol lowing symbols amp _ Word automatically adds the file name extension doc for you so you don t have to type it 3 Click OK or press Enter to save your document If you try to save a document with the name of a previously existing file Word displays a dialog box asking you to confirm that you want to replace the existing document Click No to type a different name for the document being saved or click Yes to replace or overwrite the existing document _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 33 cb Chapter 1 Getting Started with Word 2003 OL 2x Save in C Sent to Wiley z 0 A X amp Xe Toos vo JAR WH ch13 doc WH ch28 doc 3 CaR2 W ch14 doc W Ch29 doc My Recent AR3 W chi5 doc W chat doc besiis Wt ch01 doc Wi cht6 doc WH ch32 doc 7 w ChO2 doc Wi Ch17 doc W ch33 doc Wt ChO3 doc W chi8 doc W ch34 doc Desktop Wt chO4 doc W Ch19 doc W Fm doc wi Ch05 doc Wi Ch20 doc W word 11 Bible TOC doc ZA 1 Cho6 doc W ch21 doc wi ch07 doc W ch22 doc My Documents ch08 doc W ch23 doc W chO9 doc W ch24 Creating Forms doc W Ch10 doc W ch25 doc Wh Chi 1 doc WI ch26 doc My Computer fwi ch12 doc Wi ch
34. ifferent document views are explained later in the section Working with Document Views 03 53971X ch01 qxd pp 9 8 03 8 59 AM Page 17 Chapter 1 Getting Started with Word 2003 17 The status bar At the bottom of the window is the status bar which displays information regarding the sta tus of the document and the task you are currently performing For example when you save a document the status bar displays a dotted line that reflects the amount of the file that has been saved The first section of the status bar provides information about your location in the document based on the position of the insertion point This section shows the number of the page this is the number you have assigned to the page So for example if this page is the first page in section 2 and that section begins numbering with 1 this page will be page 1 1 will appear as the page number when you print the page even though it may actually be the tenth page in the document Next you can see the section number sections are specially formatted parts of a document followed by x n where x is the page s sequence number although when you print this page it will show 1 this is really the tenth page in the document n is the total num ber of pages in the document so if there are 25 pages you would in this case see 10 25 By the way you can double click anywhere in this area to open the Go To dialog box The next portion of the status bar dis
35. ile Locations tab and then look ing at what s listed beside the User Templates entry After you delete Normal dot Word auto matically creates a new Normal dot the next time you start the program Table 1 6 Word s Normal Template Normal dot Default Settings Option Default Setting Paper size Letter 8 x11 inches Left and right margins 1 25 inches Top and bottom document margins 1 inch Line spacing Single Justification Align left Tabs 0 5 inch Font Times New Roman Point size 12 points View Normal Starting a new document with a template Word includes several preconstructed templates for creating documents such as letters resumes memos and so on To create a new document and select one of Word s templates choose File gt New the New Document task pane opens see Figure 1 16 You have a variety of options in this pane you can select the default Blank document a default Web document an XML document and so on Notice the On My Computer link Click this to open the Templates dialog box which includes tabs organizing the templates and wizards by document type Legal Pleadings Letters and Faxes Memos and so on As you click the tabs in the Templates dialog box note the variety of templates available in Word You can preview a template by clicking the icon which in most cases then displays the template layout in the Preview area Select a tab for the type of document you want and then choose a template or wizar
36. in this view click the Magnifier icon in the toolbar and then click to place your insertion point appropriately in the document Adding Thumbnails Choose View Thumbnails to add a column on the left side of your window that displays thumbnail images of each page This is available for the Normal Web Layout Print Layout Reading Layout and Outline views You can use the thumbnails as a navigation tool Just click an image to jump to a particular page You can t change the size of the thumbnails but you can expand the size of the pane in which they are displayed Drag the border to expand the pane so that instead of a single column of thumbnails you end up with two or more columns Close the Thumbnail pane by double clicking the border or by choosing View Thumbnails again However note that double clicking is only a temporary close Next time you open the document the thumbnails will be back To get rid of them for good you have to choose View Thumbnails again Creating a New Document Reference Recall that when you first open Word a new blank document called Document appears To begin working just begin typing By default this new document is based on the Normal template A template is a special file that Word uses as a basis for creating a document and every document created in Word is based on a template Templates can contain text styles AutoText entries macros customized menus customized keystroke assignments and cu
37. indow Help work Word Help Za OAY Troubleshoot Overtype D Show All Why is the text disappearing as I type Table of Contents By default any new text you enter in the Startup and Settings a middle of a line is inserted between existing text aoe If existing text disappears as you type Creating Documents Overtype P Viewing and Navigating Document mode may be tumed on On the Tools menu Formatting Documents click Options click the Edit tab and then clear working with Text the Overtype mode check box Select text and graphics You can also double click OWR on the status bar Specify how Word selects text Change typing and editing opt Troubleshoot selecting text Troubleshoot Overtype to tum overtype on or off Was this information helpful dP Copy and Paste amp Find and Replace m aea U Repeat and Undo Actions Repeat your last action Undo mistakes Spelling Grammar and Thesa Symbols Characters and Hyf Formatting Characters Animate text About applying formatting Apply bold Formatting Apply embossed engravec Apply italic formatting Contact Us Privacy Statement xl Show or hide actual fonts ir z Apply strikethrough Format o Capitalize text a eee Sa yee ee Bost gt Ao Page 1 Sec 1 afi at 1 Int Col 1 REC TRK EXT OR OF 4 Figure 1 22 The Help task pane along with a Help window contain
38. ing explanatory text Help for WordPerfect Users Lx Command keys Welcome to Help for Help Details Help Options WordPerfect Users 1 To leam how to cary out a command in Word select the WordPerfect command name in the Command Keys box on the left 2 Read information about the command or choose Columns Table the Demo button to have Word demonstrate it Date Outline End Field To select a command point to its name and click Exit the left mouse button or press an arrow key Flush Right gt To choose a button click it or press ALT the Font underlined letter in the button name Footnotes To close Help for WordPerfect Users click the Close button or press ALT SPACEBAR C demo For more information about Help for WordPerfect evi Close Users select Help Details in the Command Keys box Figure 1 23 The Help for WordPerfect Users dialog box The Help Text button closes the dialog box and opens a message box carrying the help text for the item you selected This box stays visible while you are working in the document so you can follow the instructions as you work if there s a Demo associated with the Help item you ll see a Demo button in this message box 03 53971X ch01 qxd 9 8 03 8 59 AM Page 39 cb Chapter 1 Getting Started with Word 2003 49 Word formatting and WordPerfect Reveal Codes The main conceptual difference between Word and WordPerfect
39. involves how formatting is applied Word is a paragraph oriented system and it does not use codes in the same way as WordPerfect If you have used HTML you ll understand how WordPerfect works it fags text to define formatting In Word 2003 you can view the paragraph and character formatting for specific text by pressing Shift F1 to open the Reveal Formatting task pane Click the text you want to inspect to change the contents of the Reveal Formatting pane You also can display various nonprinting characters in your document Click the Show Hide button in the Standard toolbar or choose Tools Options and select the View tab In the Formatting Marks group click the All check box to display all nonprinting characters Or you can select the check boxes for the specific nonprinting characters you want to view Closing a Word Document When you ve finished working with a Word document you have several options for closing it The following procedures all close a document while leaving the Word program itself running Choose File Close Press Ctrl F4 Click the Close button on the right edge of the menu bar If you have not saved your document since the last time you made a change Word will ask if you want to do so Exiting Word Word creates numerous different files during the course of its operation many of which are stored in memory until you quit the program Some of these files are temporary files that are deleted when you
40. ith the various views offered Large Icons Displays each file as a large icon with its name underneath Quite frankly this is a very inconvenient way to display files and makes it difficult to find things We suggest you use a different view Small Icons Much the same as the prior choice but with smaller icons List An alphabetical list of files which is much easier to work with Details A list showing each file s size and date of last modification Properties Select a file in this view and a pane on the right displays the file s properties Preview Select a file and you can actually read the contents of the file in the right pane Thumbnails Each file is displayed as a picture This view doesn t work with Word document files unless the document author specifically saved a thumbnail image see Chapter 7 The Thumbnail view does work with image files and Web pages however If a document is selected the Views button on the Open dialog box toolbar also displays details of the selected document and a window that allows you to see as well as read the document If you worked on a document recently that document is listed at the bottom of the File menu In this case you only need to click its name to open it from the File menu The default number of files listed is four but Word 2003 can list as many as nine file names at the bottom of the File menu You can choose how many files last opened to display by first
41. k Pane Word provides another special form of toolbar called a task pane This pane is displayed automatically under certain conditions and a variety of commands also open it You can choose View Toolbars Task Pane or Tools Research to open a particular task pane setting The task pane is actually a dozen or so specialized toolbars in one Choosing Tools gt Research opens the Research task pane But after the Research pane is open you can choose a differ ent pane Figure 1 6 shows the Home task pane If you click the black triangle to the right of the task pane title a list of panes opens Table 1 3 describes the available panes Forward Close Drag bar Back Home Open Documenti Microsoft Office Word 2003 File Edit View Insert Format Tools Table Window Help Wo nm a ES al Oe Aled nn S i Ad Heading 1 gt Arial z 16 Sag x e T Microsoft Office Online Connect to Microsoft Office Online Get the latest news about using Word Automatically update this list from the web More Search for a Example Print more than one copy Open 9124 doc 9125 doc 9122 doc 9123 doc Keyword Analysis SavingStreet 2003 07 26 doc SavingStreetkeywords1 doc SavingStreet com doc Sir Dinadin2 doc i A Connecticut Yankee in King osma S EAn Page 1 Sec 1 1 1 At 1 1 Ln1 Coll REC TRK EXT OVR Figure 1 6 The task pane with the Home pane displayed 03 5
42. lank X 2 to a dog s tail and turned him loose and place for geology hadn t been invented t 7 he tore around and around the place in a yet However I made a note of the 2 EEEE friaht rrith all the ather Anan remade and ealentated ta edneate the Z ofa a Page 1 Sec 1 1 4 At 5 6 in 52 Col20 REC TRK EXT ovR OK Chapter 1 Getting Started with Word 2003 Figure 1 10 The shortcut menu for working with text in a document Undo and Repeat As you work it helps to keep the Undo command in mind The Undo command is located in the Edit menu and it cancels the most recent commands or actions that you ve completed Clicking on the arrow to the right of the Undo button on the Standard toolbar displays a drop down list of the most recent actions that can be undone Word tracks the editing and format ting changes that you make so if you don t like the results of a command or accidentally delete some text choose Undo The fastest way to undo an action is to click the Undo button on the Standard toolbar or to press Ctrl Z Some actions such as saving a document cannot be reversed however In this case Undo changes to Can t Undo and appears dimmed on the menu thus indicating this option is unavailable You also can redo an action that you ve undone using the menu option or using Ctrl Y The Repeat command in the Edit menu repeats the last command or action that you ve com pleted It ofte
43. le name or measurement specification When you move the mouse pointer to a text box the pointer changes to an I beam thus indicating that you can insert text When you select a text box the highlighted text is replaced with the new text that you type List box Displays a scrolling list of alternatives Also includes a text box with a list of options displayed under the text box The drop down list box has a down arrow displayed to the right of the text box When you choose the down arrow a list of available options appears Word often uses drop down list boxes to save space in dialog boxes If the list is longer than the list box a scroll bar appears at the right side of the list box Many list boxes allow you to type your own entry or choose an option from the list Some list boxes however require you to choose from the options in the list _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 21 Chapter 1 Getting Started with Word 2003 21 Control Setting Action Command button Instructs Word to perform the appropriate task or display additional information For example the OK button saves your control setting changes and exits the dialog box If the name on the command button is followed by an ellipsis choosing this button either opens another dialog box related to that command and closes the first dialog box or opens a dialog box related to that command while leaving the first dialog box open When the second dialog box is c
44. losed you may continue to select options in the first dialog box The active command button has a dotted rectangle around its label button Opens Help information for the dialog box When you perform certain options you may find it confusing that the Cancel button changes Sai to a Close button When Word 2003 completes an action that cannot be canceled the Cancel button changes to the Close button which closes the dialog box without reversing any completed changes Clicking the Cancel button discards the options that you selected closes the dialog box and returns you to your document The keyboard equivalent to the Cancel and Close buttons is Esc Double clicking the Control menu icon in the upper left cor ner also closes the dialog box Using the Mouse and the Keyboard You can use the mouse or the keyboard to display and choose commands from Word s menus Whether you use the keyboard or the mouse some commands require that you first select the part of your document on which you want the command to act These commands appear dimmed in a menu until you make such a selection For example you cannot choose Edit Cut until you select the item that you want to cut from your document Choosing some commands displays a bullet or checkmark next to the command name which indicates that command is currently in effect If more information is needed to complete a command Word displays a dialog box in which you select options to control h
45. n Click the icon to receive help on any subject and a box appears that prompts you for a search phrase Press Enter and the Help task pane opens with the search results Right click the Office Assistant to display a pop up menu of Office Assistant options Choosing Hide hides the assistant but only during the cur rent session The next time you open Word the assistant will be back although if you keep hiding it eventually it will ask if you want to hide it for good If the Office Assistant is not your preferred way to get help quite frankly it can be very irritating you can deactivate it Right click the icon and choose Options to display the Office Assistant dialog box see Figure 1 19 which allows you to alter the situations in which Office Assistant offers help Clear the Use the Office Assistant check box to permanently hide it Even with the Office Assistant shut off you can display it anytime by choosing Help gt Show the Office Assistant In the Gallery tab you can select a different assistant You also can access the Gallery tab by choosing the Choose Assistant item in the pop up menu Office Assistant Gallery Options IV Use the Office Assistant IV Help with wizards IV Move when in the way IV Display alerts IV Make sounds J Search for both product and programming help when programming Show tips about I Using features more effectively IT Only show high priority tips JT Using the mouse more effectively J Sho
46. n an option that automatically tells you how to use a Word feature when you press a WordPerfect keystroke combination Note however that Word is not necessarily very good at helping WordPerfect users In fact _ Word is more useful for users of older versions of WordPerfect than new And because turn J ing on WordPerfect features changes the behavior of Word it can be a source of confusion and trouble leading to Help Desk calls If you are a WordPerfect user and new to both Word and Windows choose Help WordPerfect Help to display the Help for WordPerfect Users dialog box see Figure 1 23 In the Command Keys list select a function or WordPerfect command to display to the right of the list informa tion about how to carry out that function in Word If there is an ellipsis after the selected item double click the item or choose Help Text to display a submenu of related items unfortunately there s no way to go back without closing the dialog box and starting again If an arrow is next to the item you can click the Demo button and have Word demonstrate that feature though you should read the text first because it s not always apparent what is going on If you click Demo when you have not selected an item with a Demo attached the dialog box simply closes 57 03 53971X ch01 qxd 9 8 03 8 59 AM Page 38 48 Part The Fundamentals Microsoft Office Word Hel loj x File Edit Yiew Insert Format Tools Table W
47. n is easier to choose Repeat than to choose the same command several times particularly when the previous command involved a complex formatting change that you applied using the Format Font or Format Paragraph command You can select other text and then choose Repeat to apply the same formatting in one step The Repeat command also duplicates typing so choose Repeat when you type a long paragraph and want to include the same text elsewhere in your document Both Ctrl Y and the F4 key are keyboard shortcuts for the Repeat command Caution Carefully observe to make sure that Word actually does repeat the action in some cases you may find that it only partially repeats _ 23 03 53971X ch01 qxd 9 8 03 8 59 AM Page 24 cb 24 Part The Fundamentals Working with Document Views With Word you can view your documents from several different perspectives Changing views in Word does not change the document however It only changes your view of that document Think of Word s different views as being similar to looking at an object through a magnifying glass As you change the angle or the distance of the magnifying glass the object appears to change as well The five main views in Word are Normal Web Layout Print Layout Reading Layout and Outline other views include Document Map Full Screen Zoom and Print Preview Changing views You manage Word s view options from the View menu which allows you to change to any view
48. n the menu to the right of the command With shortcut keys you can execute a command without opening a menu For example press Ctrl S to save a document or Ctrl B to apply bold formatting to selected text Word provides many shortcut keys so that you can use the keyboard while you work If a keyboard shortcut is available for a command it usually is listed to the right of that command in the menu Some keys also are assigned to Word commands that are not listed in menus For example you can execute the File gt Exit command directly from the keyboard by pressing Alt F4 For a list of the shortcut keys for different tasks choose Help gt Microsoft Word Help or press F1 type shortcut keys and press Enter As Right click for shortcut menus When you point to or select certain items in Word such as a paragraph graphic or table you can display a shortcut menu that contains commands related to that item They appear in the document window exactly where you are working For example Figure 1 10 shows the short cut menu for working with text in a document To display a shortcut menu position the inser tion point on the text or item with which you want to work and then click the right mouse button or press Shift F10 When the shortcut menu appears simply choose a command To close a shortcut menu without choosing a command click anywhere outside the shortcut menu or press Esc _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 23
49. ndent markers and tab settings The ruler also displays applied settings as you move the insertion point through your document The zero point on the ruler aligns with the left boundary of the first paragraph of the selection With this ruler you can adjust settings for selected paragraphs or for the paragraph that contains the insertion point To change settings for one or more paragraphs using the ruler move the insertion point into the paragraph or select the paragraphs you want to change Then drag a marker on the ruler and set tabs by clicking the ruler at various points along the horizontal ruler bar Word also includes a vertical ruler which appears only when your document is displayed in Print Layout view or Print Preview The scroll bars At the far right side of the window is the vertical scroll bar Clicking the arrow buttons located at the top and the bottom of the vertical scroll bar scrolls the document one line at a time in the direction of the arrow The box within the scroll bar is called a scroll box Its position in the scroll bar indicates the position of the insertion point relative to the size of your document as a whole By dragging the scroll box with the mouse you can move up or down forward or backward in your document As you scroll through your document using the scroll box a box appears to the left of the scroll bar that shows you the current page number Three additional buttons appear at the bottom of the verti
50. nt even if you haven t used heading styles see Chapter 25 for a discussion of Word s Outline feature If lt j you are given a document for example that has been badly formatted you can use the Document Map view in your clean up process _ 03 53971X ch01 qxd 9 8 03 8 59 AM E 53971X chO1_A doc Microsoft Office Word 2003 File Edit Yiew Insert Format DBE BIGRIVHE 4BBI BPR RBESIUT 1 ikeed D A4 FC After 9 Arial a Body text eae m A t 2 Starting Word and Opening Documents Page 27 Chapter 1 Getting Started with Word 2003 le xi ion for help X Type ac Tools Table Window Help Work 95 B Z u E ap ay A Update roc AR ARAB A Show Level D ep op op op Starting Word from the Programs menu Starting Word from a shortcut Starting Word with Windows Opening a Decument from Word Opening documents automatically with Word Controlling Word using startup switches Opening the last document Touring the Word Environment The text area The menubar Toolkars gt The Standard toolbar amp The Formatting toolbar The Task Pane o The ruler The scroll bars The status bar o Office Assistant Dialog boxes and control settings o oiua Page 29 Sec 1 29 45 g Using the Mouse and the Keyboard 2 Using the mouse of gt at 4 9 Ln2 Coll REC TR
51. ow the com mand is performed If you choose a command or feature that has not yet been installed Word informs you that it cannot locate the command or feature Using the mouse The mouse is an indispensable tool in Word s graphic point and click environment of buttons and icons Simply by pointing to a button or icon with the mouse pointer and then clicking a mouse button you can execute a command Mouse use has its own special lingo in the Windows environment and Table 1 5 lists the basic terms used throughout this book to define such operations Working with the mouse quickly becomes second nature As you become proficient with Word you can use the mouse to integrate various keyboard shortcuts and to perform many tasks more quickly When you move the mouse pointer to different parts of your screen or perform certain com mands the shape of the pointer changes The mouse pointer s shape indicates what kind of action is being performed For example the pointer is an arrow when you select commands from a menu an hourglass when Word is processing a command or an I beam when the pointer is in a text entry area Additional mouse pointers can appear depending on the task being performed _ 03 53971X ch01 qxd 22 9 8 03 8 59 AM Page 22 Part The Fundamentals Tip Table 1 5 Mouse Function Terms Term Meaning Click Quickly press and release the left mouse button while the mouse pointer is on an object such as a men
52. plays the precise location of the insertion point It shows the distance in inches of the insertion point from the top edge of the page followed by the line and column number of the insertion point s position A column is the character position within the line of text tabs and spaces are counted as characters The last items on the status bar indicate when certain Word features or modes are active For example when you press the Insert key on your keyboard OVR overtype is displayed When you press Insert again the OVR indicator is dimmed Double clicking a mode indicator on the status bar also turns the mode either on or off For example double clicking OVR switches you to overtype mode In overtype mode each character that you type replaces the character that lies to the right of the insertion point When OVR is dimmed however insert mode is active In insert mode Word moves the existing text to the right to make room for the new text You can modify the OVR behavior by choosing Tools Options clicking the Edit tab and selecting or clearing the Typing Replaces Selection check box The following list identifies the status bar mode indicators REC Records macros TRK Tracks changes in your text EXT Extends selections OVR Overtypes text Two additional status indicators also appear to the right of OVR These include the language being used with Word 2003 and the Spelling and Grammar Status indicator the open book icon
53. rcent Choosing View gt Zoom displays the Zoom dialog box which allows you to customize your zoom settings to inchde Text Width Whole Page or Many Pages You can also fine tune your zoom percentage by typing the exact percentage you want to use Some options are not available in Normal view Print Preview To use the Print Preview view choose File gt Print Preview or click the Print Preview button on the Standard toolbar This view is intended for the final review before printing uuito make sure that all the pages are laid out conectly with the correct headers and footers paragraphs breaking in the right places images sitting correctly and so on You cam work in this view but it s slower than the other views and not as convenient the toolbars have been stripped out for example although you can add them back in _ Figure 1 14 The Document Map view 27 03 53971X ch01 qxd 9 8 03 8 59 AM Page 28 28 Part The Fundamentals Full Screen view Wish you could hide all Word s menus toolbars and rulers and have the whole screen for writing If so use the Full Screen view shown in Figure 1 15 This view simply removes all the components around the document the toolbars menu bar status bar and unfortunately even the scroll bars image to jump to a particular page frou can t change the size of the thumbnails but you can expand the size of the pane in which they are displayed Drag the bo
54. rd Automatically update this list From the web More fe Assistance Training gi Communities ES Downloads See also what s New Contact Us Accessibility Help Online Content Settings Page 1 Sec 1 afi at 1 lni Col 1 REC TRK EXT OR OM Figure 1 20 The Microsoft Word Help task pane Browsing the Help Contents The Table of Contents link displays a Table of Contents for Help topics see Figure 1 21 The book icons that appear in the Contents tab are referred to as chapters Click a book to show all the Help pages in that topic Click an entry with a icon to open a Help window displaying information about that subject Searching for Help Type a search term into the Search box at the top of the task pane and then click the green arrow or press Enter You ll see the results Click on one to open a window containing text about that topic see Figure 1 22 Or you can click the category below an entry to display the Table of Contents already open to that category where you can browse similar subjects Accessing Microsoft Office Help on the Web Word includes an option to connect automatically to an entire menu of online Help sites by clicking Help on the menu bar and then scrolling down to Office on the Web This way you have access to the entire wealth of the Internet in getting assistance with Word 2003 and with your document itself Click Microsoft on the Web and select an option from the submenu These
55. rder to expand the pane so that instead of a single column of thumbnails you end up with two or more columns Close the Thumbnail pane by double clicking the border or by choosing View gt Tiumbnails again However note that double clicking is only a temporary close Next time you open the document the thumbnails will be back To get rid of them for good you have to choose View gt Thumbnails again Creating a New Document Recall that when you first open Word a new blank document called Document appears To begin working just begin typing By default this new document is based on the Normal template A template is a special file that Word uses as a basis for creating a document and every document created in Word is based on a template Templates can contain text styles AutoText entries macros customized memas customized keystroke assignments and customized toolbars So for example when you create a memo instead of typing the same headings and applying the same formats each time you can just use a template that already contains these elements Cross Reference See Chapter 14 for more information about Word s templates and how to use them to make document creation easier and more efficient Word comes with templates for many different types of documents such as memos reports and business letters You can use these templates as they are modify them or even create your own If you do not choose any other template Word uses th
56. reate an icon that you use only when you want to open the last file Note also that you can open any of the last nine files in this manner Typing mfile3 for example opens the third from the last file you worked on _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 7 cb Chapter 1 Getting Started with Word 2003 7 Touring the Word Environment The Word 2003 environment includes the elements that make up your interface with it and Figure 1 2 labels the main components of the Word screen The title bar at the top of the screen displays the program name Microsoft Word The Document file name is the default file name assigned to a new document The Word Control menu is represented by the letter W located in the upper left corner of the title bar The Control menu provides the menu of com mands for manipulating the Word program window A window displayed in full screen size is called a maximized window The three buttons in the top right corner of the window minimize maximize or restore or exit your document respec tively The middle button is the Restore button when the window is maximized and it is the Maximize button when the window is not full size The Restore button returns the window to the size and position it had before it was maximized Menu bar Close button Control menu Text area Maximize Restore button Document file name Insertion point Minimize button M Document3 Microsoft Office Word 2003 File Edit Yiew Insert Format
57. rovement Program This is a system by which Word can transmit information across the Internet about your hardware and about how you use your computer This is anonymous information that Microsoft is using to plan new software and determine problems with Word It also allows Microsoft to upload new help information to your system and a little program that tracks software errors By default this system is turned on you can turn it off if you prefer as many users do How do you decide It all depends how paranoid or care ful you want to be Do you trust that your information will be used appropriately If not turn it off About Microsoft Word Displays a dialog box that includes information about Word s version number the product s license and the system information about your com puter and Windows settings You will most likely need this information when you call for technical support If a Word feature doesn t seem to be working click the Disabled Items button in this dialog box Word sometimes disables components that are causing problems restarting the program may restart the functions In addition you ll find a Type a Question for Help text box on the right side of the menu bar type keywords in here press Enter and the Help task pane opens _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 35 cb Chapter 1 Getting Started with Word 2003 Using the Office Assistant By default the Office Assistant is always on the scree
58. s Font HES Font Scale 100 X Spacing Normal wy By j Position Normal By J Kerning for fonts Paints and above Preview Fig This is a TrueType font This font will be used on both printer and screen pefaut aa Figure 1 8 The Font Character Spacing tab With dialog box control settings you can converse with Word 2003 by specifying how you want the program to affect your text Word uses various types of controls in dialog boxes including tabs option buttons check boxes text boxes list boxes and command buttons Figure 1 9 shows examples of two different dialog boxes Table 1 4 describes each of the con trol types 19 03 53971X ch01 qxd 9 8 03 8 59 AM Page 20 cb 20 Part The Fundamentals Check box Tab Drop down list box Text box Option button Help button Options ae Securty speling amp Grammar trakqhanges User Information Compatibility File Ldcations view General edt Pie sae Painter Nbme GHP LaserJet III z Properties Show Sfatus Ide I Startup TaskPane V Smart tags I windows in Taskbar ARS HP LaserJet 111 Find Printer F Highlight Animated text I Field copes js Lett I Print to fle T Bookmarks TZ Horizontal scrollbar Field shadinjo Ic m T manual duplex F Status bar Vertical scroll bar When selef 5 a I Screentips TF Picture placeholders Never peat one al N
59. s Decrease Indent Increase Indent Borders Highlight Font Color More Buttons down triangle Underlines words and spaces Aligns the current or selected paragraph along the left indent Align Left is the default setting Centers the current or selected paragraph between indents Aligns the current or selected paragraph along the right indent Distributes the current or selected paragraph text between the left and right indents Adjusts the spacing between lines Numbers the selected paragraphs sequentially by inserting an Arabic numeral 1 2 3 and so on in front of each and aligns the paragraph text inch to the right of the numbers Places a bullet in front of each selected paragraph and aligns the paragraphs inch to the right of the bullets Moves selected paragraphs left to the previous default tab stop The default setting is 4 inch Moves selected paragraphs right to the next tab stop The default setting is 4 inch Displays the Borders toolbar which you can use to add borders and shading to selected paragraphs table cells graphics and frames Highlights words and spaces using a color that you specify Allows you to quickly change the color of the current font The little down triangle at the end of the bar lets you quickly add or remove buttons on the toolbar or change settings 13 03 53971X ch01 qxd 9 8 03 8 59 AM Page 14 cb 14 Part The Fundamentals The Tas
60. s tomized toolbars So for example when you create a memo instead of typing the same head ings and applying the same formats each time you can just use a template that already contains these elements See Chapter 14 for more information about Word s templates and how to use them to make document creation easier and more efficient Word comes with templates for many different types of documents such as memos reports and business letters You can use these templates as they are modify them or even create your own If you do not choose any other template Word uses the Normal template which is a general all purpose template containing only a few basic definitions such as the font and font size margin settings and line spacing The standard stripped down Normal template includes minimal formatting options Table 1 6 lists Word s Normal template default settings You can choose from a list of predefined tem plates in addition to the default template To create a new document with Word s Normal template is easy Just click the New Blank Document button on the Standard toolbar _ 03 53971X ch01 qxd 30 9 8 03 8 59 AM Page 30 cb Part The Fundamentals Tip If you make changes to the Normal dot template that you later regret you can change back gt to the default Normal dot template by deleting the Normal dot file You can find out where 3 this file is located by choosing Tools gt Options clicking the F
61. ter 1 Getting Started with Word 2003 Button Name Action Sy 100 Insert Hyperlink Tables and Borders Insert Table Insert Microsoft Excel Worksheet Columns Drawing Document Map Show Hide Zoom Microsoft Word Help Read More Buttons down triangle Opens a dialog box for inserting a URL in your document You can create a link to a file on your own computer the Internet or an office wide network Opens the Tables and Borders toolbar Inserts a table To select the number of rows and columns drag over or past the sample table that is displayed The sample then expands as you drag the pointer Inserts a Microsoft Excel worksheet into your document Formats the current section of your document with one or more newspaper style columns To select the number of columns drag over the sample columns that are displayed The number of sample columns then expands as you drag the pointer Displays the Drawing toolbar Opens a separate window to the left of your document that shows an outline of your document s headings Jump to any heading in your document by clicking it in the Document Map Makes normally invisible nonprinting characters such as tabs and paragraph marks visible for easier editing Determines how large or small a document appears Choices include 500 200 150 100 75 25 10 Page Width Text Width Whole Page and Two Pages The default setting is 100
62. the Standard and Formatting toolbars by default With these toolbars you can access the most commonly used commands with the mouse instead of having to choose commands from the menus For example to print a document click the printer icon instead of choosing the File gt Print command This action immediately prints the document without displaying the Print dialog box Word may display other toolbars depending on what you are doing at the time If for instance you are working with a document that has revision marks in it see Chapter 29 _ 03 53971X ch01 qxd 9 8 03 8 59 AM Page 9 cb Chapter 1 Getting Started with Word 2003 Word automatically displays the Reviewing toolbar If you are working on a picture or draw ing Word may display the Picture or Drawing toolbar The Standard and Formatting toolbars are normally anchored just below the menu bar When you display other toolbars however they either appear stacked in the order that you display them or float on screen like small windows Some like the Drawing toolbar anchor themselves to the bottom of the screen above the status line To move a toolbar simply use the drag bar to drag the toolbar to where you want it to be displayed The drag bar is indicated by four little dots on the left side of the toolbar or in the top left corner depending on where the toolbar happens to be Point at this bar press and hold down the mouse button and drag the bar to the position you pre
63. the Target text box You can also modify a shortcut to start Word and load multiple documents by separating the path names with a space To load two documents named Letter doc and Resume doc in the Docs folder for example type C Docs Letter doc C Docs Resume doc 2 The shortcuts created during Word s installation cannot be edited However after you create a shortcut as described in the preceding steps you can edit it as described in the following section Controlling Word using startup switches Using a startup switch lets you control how Word starts A switch is a command line parameter that is added after the Winword program To add a switch follow these steps 1 Right click a Word shortcut to display the pop up menu and choose Properties The property sheet for the shortcut is displayed 2 Add the switch to the end of the Target settings command line For example you can modify the command line to include the n switch by typing C Program Files Microsoft Office Winword n The n switch instructs Word to start without a default document Typically Word starts with a blank document named Document but you can start Word without loading that default blank document Using this startup option displays Word faster than the startup option of loading it with a document Opening the last document You can get Word to automatically open the last document you were working on by using the mfilel switch You might c
64. the menu options so when we talk about menu options in this book and you can t find them make sure you open up the menu completely You can do this by clicking the little arrow buttons at the bottom of the menu You can change this behavior by choosing Tools Customize clicking the Options tab and selecting Always Show Full Menus Toolbars Word comes with a number of toolbars each of which contains a series of buttons designed to perform common related tasks To display a list of available toolbars choose View gt Toolbars a submenu of toolbars appears Currently displayed toolbars have a checkmark next to them An even quicker way to choose a toolbar is to display a pop up toolbar menu by clicking the right mouse button anywhere on a toolbar Moving your mouse pointer over a toolbar button displays the name of the button which often gives you a clue regarding its function This pop up button name is called a ScreenTip You can customize a toolbar by adding commands to it or by replacing the commands on the toolbar with those of your own choosing You can create a customized toolbar for each type of document that you regularly produce For example you can create a toolbar with buttons to access a regularly used command such as creating a Search and Replace button to replace the frequently used chart or columns buttons Cross Reference For more information about customizing toolbars see Chapter 32 Word 2003 displays
65. to find information view a table of contents and find information on the Microsoft com Web site Show Hide the Office Assistant Turns the Office Assistant on and off You can click once on the Assistant to ask a question or right click to view a menu from which you can set options The Office Assistant incorporates ntellisense Technology to provide a natural language interface to the system The Assistant also automatically provides Help topics and tips on tasks that you perform as you work Office on Microsoft com Loads the Office Web site into your Web browser This is a site that provides updated help information and other technical resources You also can download free service release updates and product enhancements and purchase third party add on tools that let you print postage translate documents send faxes and more Contact Us Displays the Contact Us page on the Office Web site WordPerfect Help This eases the transition for users switching from WordPerfect to Word There is a separate Help dialog box for WordPerfect users and you can even turn on an option that automatically tells you how to use a Word feature when you press a WordPerfect keystroke combination Detect and Repair Runs a utility that checks the Microsoft Office program files for problems and repairs any problems it finds Activate Product Turns on or registers the program Privacy Settings Allows you to modify your Customer Service Imp
66. u command an icon or a button Right click Quickly press and release the right mouse button while the mouse pointer is on an object such as a menu command an icon or a button Double click Quickly click the left mouse button twice while the mouse pointer is on an object such as a menu command an icon or a button Drag Move the mouse pointer to an object press and hold the left mouse button while moving the mouse and then release the button Point Move the mouse pointer directly to a specific location such as a menu command an icon or a button Using the keyboard To choose a command from a menu using the keyboard press the Alt key while also pressing the underlined letter in the menu that you want to open Then press the underlined letter in the command that you want to execute For example press Alt F and then S to execute the File gt Save command You also can use the up and down arrow keys to highlight a command within an open menu and then press Enter to execute the highlighted command Pressing Alt alone places you in the menu bar in which you can then use the right or left arrow to high light a menu name and press Enter or the down arrow to open the menu Once in a menu you can press the left or right arrow keys to move to the previous or next menu You also can press Esc to exit a menu without selecting a command and return to your document You can choose a number of commands by pressing the shortcut keys listed o
67. umber of copies PERSIE Current page Selection T Tab characters T Hidden text _ amp 7 I col I Spaces T optional hyphens sci L F O es Enter page numbers andjor page ranges 1 3 T Paragraph marks M all Print and Web Layout options separated by commas For example 1 3 5 12 Drawings IV white space between pages Print view only Print what Document 208 T Object anchors T Background colors and images Print view only Pages per sheet 1 page I Text boundaries 7 Vertical ruler Print view only Pinis All pages in range z Scale to paper size No Scaling E er a Cations co Command button Outline and Normal options TT Wrap to window Style T Draft font Name fo Figure 1 9 Two dialog boxes showing the various components Table 1 4 Dialog Box Components Control Setting Action Tab Separates groups of options Clicking the tab or pressing Alt and the underscored character in the tab name displays the additional options Option button Selects a single option from multiple options in a group Displays a dot in the center when selected This is a round button sometimes referred to as a radio button Check box Displays a check mark when the setting is selected Check boxes often are clustered in groups but unlike option buttons choosing one does not prohibit you from choosing others Text box Used to enter text such as a fi
68. w the Tip of the Day at startup I Keyboard shortcuts Reset my tips Figure 1 19 The Office Assistant dialog box The Office Assistant really isn t very necessary because you can reach the Help task pane any time by pressing F1 Using the Microsoft Word Help task pane If you would rather use the Windows style Help system instead of the Office Assistant you can turn off the Office Assistant as previously mentioned The Windows style Help system uses a Web like interface You can click on hyperlinks to go to related help topics After you turn off the Office Assistant you can access the Microsoft Word Help task pane see Figure 1 20 by choosing Help Microsoft Word Help or pressing F1 The Microsoft Word Help task pane includes three areas The Search area where you type a search phrase and press Enter or click the Table of Contents link to open yes the Help Table of Contents The Office on Microsoft com area with links to Microsoft s Help Web site The See Also area with a few additional links to more information _ 55 03 53971X ch01 qxd 9 8 03 8 59 AM Page 36 cb 46 Part The Fundamentals Document Microsoft Office Word 2003 f lej xj File Edit Yiew Insert Format Tools Table Window Help work Type a question for help X Word Help Zal OMA Assistance Search for GQ Table of Contents Microsoft Office Online Connect to Microsoft Office Online Get the latest news about using Wo
69. ys the View menu and from there you can choose rulers and toolbars Zoom Zooming changes the magnification of the document With the Zoom drop down list on the Standard toolbar you can choose a preset percentage or enter your own percentage Your choices include 500 200 150 100 75 50 25 and 10 as well as Page Width The default setting is 100 percent Choosing View Zoom displays the Zoom dialog box which allows you to customize your zoom settings to include Text Width Whole Page or Many Pages You can also fine tune your zoom percentage by typing the exact percentage you want to use Some options are not available in Normal view 03 53971X ch01 qxd 9 8 03 8 59 AM Page 29 cb Chapter 1 Getting Started with Word 2003 29 Print Preview To use the Print Preview view choose File Print Preview or click the Print Preview button on the Standard toolbar This view is intended for the final review before printing to make sure that all the pages are laid out correctly with the correct headers and footers paragraphs breaking in the right places images sitting correctly and so on You can work in this view but it s slower than the other views and not as convenient the toolbars have been stripped out for example although you can add them back in When you first enter Print Preview view there s no mouse insertion beam Rather the mouse controls the zoom Click on the document to zoom in If you want to edit

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