COPYRIGHTED MATERIAL. Part IV: More than Mere Words Chapter 17: Tables...275

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1 Acknowledgments...xxxi Introduction...xxxiii Part I: My Word, and Welcome to It Chapter 1: Brave New Word...3 Chapter 2: Quick Start...27 Chapter 3: Where in the Word Is...?...59 Chapter 4: Making Word Work for You...71 Chapter 5: The X Files Understanding and Using Word s New File Format...87 Chapter 6: Make It Stop! Cures and Treatments for Word s Top Annoyances...95 Part II: Word on the Street Chapter 7: Formatting 101: Font/Character Formatting Chapter 8: Paragraph Formatting Chapter 9: In Style! Chapter 10: The Clipboard Chapter 11: Find, Replace, and Go To Part III: Writing Tools Chapter 12: Language Tools Chapter 13: Building Blocks and Quick Parts Chapter 14: AutoCorrect Chapter 15: AutoFormat Chapter 16: Smart Tags (What Are Those Purple Dots?) Part IV: More than Mere Words Chapter 17: Tables COPYRIGHTED MATERIAL Chapter 18: Pictures and SmartArt Chapter 19: Headers and Footers Chapter 20: Symbols and Equations Chapter 21: Field Guide Chapter 22: WordArt Chapter 23: Charts Chapter 24: Inserting Objects and Files Part V: Document Design Chapter 25: Page Setup and Sections Chapter 26: Text Boxes and Other Shapes Chapter 27: Columns viii

2 Chapter 28: On Background Chapter 29: Publishing as PDF and XPS Chapter 30: Publishing as HTML, XML, and Blogging Chapter 31: Templates and Themes Part VI: With All Due Reference Chapter 32: Bookmarks Chapter 33: Tables of Contents Chapter 34: Master Documents Chapter 35: Footnotes and Endnotes Chapter 36: Citations and Bibliography Chapter 37: Captions and Tables of Captioned Items Chapter 38: Indexing Chapter 39: Tables of Authorities Chapter 40: Hyperlinks and Cross-References Part VII: Getting Out the Word Chapter 41: Data Sources Chapter 42: Envelopes and Labels Chapter 43: Data Documents and Mail Merge Chapter 44: Forms Part VIII: Power and Customization Chapter 45: Keyboard Customization Chapter 46: The Quick Access Toolbar Chapter 47: Options and Settings Chapter 48: Macros: Recording, Editing, and Using Part IX: Collaboration Getting Along with Others Chapter 49: Security, Tracking, and Comments Chapter 50: Comparing and Combining Collaborative Documents Chapter 51: SharePoint Chapter 52: Groove Chapter 53: Integration with Other Office Applications Appendix A: Guide to Word 2003 Menu Commands in Word Appendix B: Word 2007 Default Key Assignments Index ix

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4 Acknowledgements xxxi Introduction xxxiii Part I: My Word, and Welcome to It 1 Chapter 1: Brave New Word Discoverability...4 The Results-Oriented User Interface...6 Ribbons and Things...8 Title Bar...9 The Home Row...9 KeyTips...10 Ribbon...10 Quick Access Toolbar...12 Live Preview...13 Galleries...14 The MiniBar or Mini Toolbar...15 Context Menus...16 Super Tooltips...17 Dialog Boxes and Launchers...17 Task Panes...18 Status Bar...19 The Office Button (File)...21 Options...22 Truth in Advertising, or What s in a Name?...23 Advanced... versus Not Advanced?...24 Summary...26 Chapter 2: Quick Start Starting Word...27 Start Menu...28 Desktop...28 Shortcut Key...30 Quick Launch...30 Windows Explorer...31 Browser...31 xi

5 Start Run...31 Safe Mode...32 Command-Line Switches...33 Office Button Menu...35 Navigation Tips and Tricks...37 Tricks with Clicks...37 Seldom Screen...39 Keyboard...41 Views...43 Draft View Is the New Normal View...44 Print Layout...46 Full Screen Reading...46 Web Layout...47 Outline (Master Document Tools)...47 Saving...49 Convert...51 Word 2007 s Confusing Save As...51 Publish...52 Just Dive In...53 Start Word...53 Creating a New Letter...53 Initial Setup...54 Write It and Format It...55 Save It and Print It...55 Print an Envelope...55 Summary...57 Chapter 3: Where in the Word Is...? Using Help to Find Out Where It Went...60 Menu Commands...60 Toolbar Commands...61 RIP: Features Removed from Word...61 Routing Recipient...62 Versions Missing in Action...62 File Search...63 Normal View...63 Word 2003 Templates...63 Toolbars...65 Menu Customization...65 Charting Options/Features...65 Office Assistant...65 Send for Review...65 Eastern European Font Add-in...66 Font Text Effects...66 Mail Barcodes...67 xii

6 WordPerfect-Related Options...68 Web Components...69 Summary...69 Chapter 4: Making Word Work for You The Style Advantage...71 Styles versus Direct Formatting...72 Types of Styles...73 Outlining...73 Using Outlining to Organize...74 Outlining versus Document Map...76 Thumbnails, too!...77 AutoCorrect...77 AutoCorrect Options...77 Removing Built-In AutoCorrect Entries...79 Rolling Your Own...79 Top 10 Power User Tips...81 RedefineStyle...81 GoBack...82 Paste Unformatted Keystroke...82 Wrap to Fit...83 Apply Styles (Ctrl+Shift+S)...83 Default File Location(s)...83 Places Bar (Windows XP Only)...84 AutoRecover and Backup Copies...85 Don t Edit on Removable Media...85 Open and Repair...86 Summary...86 Chapter 5: The X Files Understanding and Using Word s New File Format Compatibility with Previous Versions of Word...88 To.doc or Not to.doc...89 Persistent Save As...90 Microsoft Office Compatibility Pack...91.docx versus.docm...91 Converting a.docx file into a.docm...92 Understanding.docx...92 Summary...94 Chapter 6: Make It Stop! Cures and Treatments for Word s Top Annoyances Drawing Canvas...96 Editing Annoyances...97 Insert/Overtype...97 Typing Replaces Selected Text...98 xiii

7 Formatting Control Covers Up Live Preview Area...99 Prompt to Update Style Mouse Selection Cut and Paste Sentence and Word Behavior View Annoyances Nonprinting Indicators/Formatting Marks Missing Ribbon Tabs? Windows in Taskbar Online versus Local Help Content Activation Blues Automatic Annoyances Bullets, Numbers, Boxes, and Borders Capitalization Summary Part II: Word on the Street 109 Chapter 7: Formatting 101: Font/Character Formatting The Big Picture Styles and Character/Font Formatting Style versus Direct Character Formatting Formatting Techniques The Ribbon Font Group The Font Dialog Box The Mini Toolbar Character Formatting Shortcut Keys Summary Chapter 8: Paragraph Formatting Styles and Paragraph Formatting When to Use Styles What Exactly Is a Paragraph, Anyway? Paragraph Formatting Attributes Paragraph Formatting Techniques Structural Formatting Indentation Alignment Tabs Paragraph Decoration Numbering/Bullets Shading Borders and Boxes Random Bonus Tip #1 Sort Paragraphs That Aren t in a Table xiv

8 Random Bonus Tip #2 Move Paragraphs Easily Summary Chapter 9: In Style! Styles Group Using Styles Creating and Modifying Styles Quick Style Sets Styles Task Pane Manage Styles Style Inspector Summary Chapter 10: The Clipboard Using the Clipboard Paste Special The Clipboard Task Pane Pasting from the Clipboard Task Pane Removing Items from the Clipboard System Tray Icon and Notification Pasting from Word into Internet Explorer Tricks and Tips Paste Unformatted Picture This Copying and Moving Text without Using the Clipboard Word Options and the Clipboard Summary Chapter 11: Find, Replace, and Go To Basic Find (Ctrl+F) Find Again Search for Selected Text Basic Replace (Ctrl+H) Search Codes Find What and Replace With Codes (With Wildcards On or Off) Find What and Replace With (Use Wildcards Off) Find What: Field Only (Use Wildcards On or Off) Find What Field Only (Use Wildcards Off) Codes That Work Only in the Replace With Box (Use Wildcards On or Off) Options Selected Text More or Less Reading Highlight Find All Search Direction xv

9 Match Case Find Whole Words Only Use Wildcards Sounds Like (English) Find All Word Forms (English) Match Prefix and Match Suffix Ignore Punctuation Characters Ignore White-space Characters Finding and Replacing Formatting Go To (Ctrl+G) Page Section Line Bookmark Comment Footnotes and Endnote Field Table, Graphic, and Equation Object Heading Summary Part III: Writing Tools 205 Chapter 12: Language Tools Spelling Checking Spelling Options Recheck Document Exceptions for Current Document Exception Lists (Exclude Dictionaries) Grammar Checking Grammar in Word Options Thesaurus Research Using the Research Task Pane Research Options Translation Translating Translation Tool Tips Translation Options Summary xvi

10 Chapter 13: Building Blocks and Quick Parts Using Quick Parts and Building Blocks Building Blocks versus Quick Parts Building Blocks Organizer Adding a New Building Block or Quick Part Whither AutoComplete? Formatting Building Blocks: Need to Know Backing Up Sharing Using Building Blocks with the AutoText Field Summary Chapter 14: AutoCorrect Built-in Corrections Replace Text as You Type AutoCorrect Limits Backing Up AutoCorrect Entries Sharing AutoCorrect Entries AutoCorrect versus Building Blocks Math AutoCorrect Recognized Functions Backing Up the Math AutoCorrect List Summary Chapter 15: AutoFormat AutoFormat versus AutoFormat As You Type The AutoFormat Command Using AutoFormat Running AutoFormat A Practical Use for the AutoFormat Command AutoFormat As You Type Tips and Techniques Tricks with Quotes What About the Other Fractions? Summary Chapter 16: Smart Tags (What Are Those Purple Dots?) Understanding Smart Tags Smart Tags Settings Remove Smart Tags Recheck Document Additional Options Common Smart Tag Options SmartTag Add-Ons Summary xvii

11 Part IV: More than Mere Words 273 Chapter 17: Tables Quick Start Table Basics Inserting Tables from Scratch Inserting Tables Based on Existing Data Handling Tables Table Properties Table Layout and Design Modifying Table Layout Table Math Modifying Table Design Summary Chapter 18: Pictures and SmartArt Inserting Pictures from Files If Your Picture Format Isn t Supported Pictures from the Clipboard and Internet Manipulation Wrapping Dragging and Nudging Resizing and Cropping Format Picture/Shape Adjust Arranging Pictures on the Page Inserting Clip Art Microsoft Clip Organizer SmartArt Inserting SmartArt Summary Chapter 19: Headers and Footers The Header and Footer Layer Document Sections Header and Footer Navigation and Design Editing the Header/Footer Areas Header and Footer Styles Section Surfing Link to Previous Different First Page Different Odd & Even Pages Show Document Text Distance from Edge of Paper xviii

12 Adding Header and Footer Material Page Numbers Summary Chapter 20: Symbols and Equations Symbols Symbols Dialog Box Symbols Tab Special Characters Tab Equations Inserting Equations from the Gallery Creating an Equation from Scratch Saving Equations to the Gallery Working with Equations Equation Options Numbering Equations Legacy Equations Summary Chapter 21: Field Guide And Field Codes Are...? Basic Field Study Updating Fields Field Display Shading Show Field Codes Instead of Their Values Field Keyboard Shortcuts Contextual Field Tools The Field Dialog Box Caveat MERGEFORMAT Field Codes and Hide Codes Field Syntax Text Format Switches Numeric Format Switches Date Format (Date-Time Picture Switches) Switch Combinations Categories Date and time Document Automation Document Information Equations and Formulas Index and Tables Links and References Mail Merge Numbering User Information Summary xix

13 Chapter 22: WordArt Creating WordArt Creating WordArt from Selected Text Creating WordArt from Scratch The Edit WordArt Text Tool Editing and Shaping WordArt Coloring, Shadows, and 3-D Effects Arrange and Size Controls Additional Tricks Summary Chapter 23: Charts Excel or Microsoft Graph What If I Prefer Microsoft Graph s Simplicity? Can I Convert from Microsoft Graph to Office 2007 Charts? Chart Basics Design Ribbon Layout Ribbon Format Ribbon Summary Chapter 24: Inserting Objects and Files Object Basics Linking versus Embedding Objects in Word New Versus from Existing File Inserting Text from Files Formatting Issues Pasting, Dragging, and Dropping Dragging from the File System Dragging from Another Open Program The Paste Alternative Summary Part V: Document Design 421 Chapter 25: Page Setup and Sections Page Setup Basics Section Formatting Styles, Section Formatting, and Paragraph Formatting Page Setup Dialog Page Layout Settings Page Borders Summary xx

14 Chapter 26: Text Boxes and Other Shapes Why Use Text Boxes? Inserting Text Boxes Prefab Text Boxes Drawing Your Own Formatting Change Shape The Format Text Box Dialog Summary Chapter 27: Columns Do I Really Want Columns? Column Formatting Changing the Number of Columns Formatting Columns Using the Horizontal Ruler Special Formats Changing Columns Using Section Breaks Changing Columns without Using Section Breaks Balancing Columns on the Last Page Summary Chapter 28: On Background Page Background Printed versus Onscreen Background Colors and Images Background Versus Watermark Background Colors, Patterns, and Textures Colors Colors and Themes Gradient Texture Pattern Picture Watermarks Preset Watermarks Other Text Watermarks Picture Watermarks Removing Watermarks and Page Backgrounds Summary Chapter 29: Publishing as PDF and XPS What Is PDF? What Is XPS? Enabling Office 2007 Support for PDF and XPS Deciding Which Format to Use xxi

15 How Good Is Word 2007 s Built-In PDF Capability? Creating PDF Output Creating XPS Output Summary Chapter 30: Publishing as HTML, XML, and Blogging HTML What s So Bad about Word s HTML? What Is MHTML? XML XML Systems Finding the XML Tools Creating an XML File in Word Blogging Registration Composing and Publishing Your Blog Entry Summary Chapter 31: Templates and Themes What Are Templates? Using Templates to Create New Documents Creating Templates The Organizer Using the Organizer Modifying Templates Themes What Are Themes? Theme Elements or Components Saving Custom Themes Setting the Default Theme Summary Part VI: With All Due Reference 521 Chapter 32: Bookmarks Working with Bookmarks Displaying Bookmarks User-Created Bookmarks Word-Created Bookmarks Broken Bookmarks Error! Bookmark Not Defined Unwanted or Unexpected Results Summary xxii

16 Chapter 33: Tables of Contents Automatic Tables of Contents Heading Styles Caveat Add Text Tool Using Outline Levels for the Table of Contents TOC Formats TOC Styles Manually Creating a Table of Contents Manually Adding Selected Text Inserting a Table of Contents Using Marked Entries Maintaining and Updating Converting a Table of Contents into Text Recycle, Recycle, Recycle The TOC Field Code Summary Chapter 34: Master Documents Master Documents: The Sad History Will the X Files Be Master Documents Salvation? Worth the risk? Creating Master Documents The Master Document Ribbon Creating a Master Document from Scratch Creating a Master Document from Existing Documents Converting an Existing File into a Master Document Working with Master Documents Converting Subdocuments into Master Document Text Merging Subdocuments Locking Subdocuments Expand/Collapse Subdocuments Handle with Care Moving Subdocuments Summary Chapter 35: Footnotes and Endnotes Footnotes and Endnotes Basics Footnote and Endnote Options Inserting a Footnote Inserting an Endnote Displaying and Editing Footnotes and Endnotes Deleting Footnotes and Endnotes Converting Footnotes and Endnotes A Matter of Style Footnote Text and Endnote Text styles Reference Mark Styles Separators and Continuation Summary xxiii

17 Chapter 36: Citations and Bibliography Sources Style First Inserting Sources from Scratch Using Existing Citations Placeholders Edit Source (and Convert Placeholder to Source) Editing Citations Deleting Sources Acquiring External Sources Bibliography Inserting a Bibliography Managing Bibliographies Deleting Converting a Bibliography into Static Text Save Selection to Bibliography Gallery Summary Chapter 37: Captions and Tables of Captioned Items Caption Basics Insert Caption The Caption Style AutoCaptioning Turning on AutoCaptioning Tables of Captioned Items Options Copying and Deleting Captions Summary Chapter 38: Indexing Marking Index Entries Creating Index Entries Using Mark Entry Automatically Marking Index Entries Using AutoMark Compiling or Inserting an Index Index Field Code Subentries and Styles Creating Multiple Indexes Summary Chapter 39: Tables of Authorities Citations Formatting Long Citation Entries Adding Categories Marking the Citations Citation Fields Removing Citations xxiv

18 Inserting the Table of Authorities Category Use Passim Formatting Modifying Table of Authorities Styles Updating a Table of Authorities Converting Table of Authorities to Static Text Summary Chapter 40: Hyperlinks and Cross-References Hyperlinks Automatic Hyperlinks Using and Displaying Hyperlinks Inserting Hyperlinks The Links Group Inserting a Hyperlink Link to Existing File or Web Page Link to Place in This Document Link to Create New Document Link to Address Inserting Cross-References Summary Part VII: Getting Out the Word 623 Chapter 41: Data Sources Data Considerations Access and Portability Data Formats Type New List Word Outlook Excel Access HTML Files Summary Chapter 42: Envelopes and Labels Envelopes Delivery Address Return Address Options Button Add Electronic Postage and E-Postage Properties Add to Document xxv

19 Labels Print Options Options (Label Type) New Document Summary Chapter 43: Data Documents and Mail Merge Choosing the Type of Data Document Restoring a Word Document to Normal Attaching a Data Source Selecting Recipients Assembling a Data Document Merge Fields Rules Match Fields Preview Results Find Recipient Update Labels Highlight Merge Fields Auto Check for Errors Finishing the Merge Mail Merge Task Pane/Wizard Step 1: Document Type Step 2: Starting Document Step 3: Select Recipients Step 4: Write Your Letter Step 5: Preview Your Letter Step 6: Complete the Merge Summary Chapter 44: Forms Out with the Old, In with the New? Forms Basics Creating and Using Forms: General Steps Form, Tools, and Controls Forms Protection Creating a Fill-in Form Using Legacy Tools Create Form Document Using Content Controls Design Mode Content Control Tools Building Block Gallery Control Word and InfoPath Importing a Word Form into InfoPath Publishing to Forms or SharePoint Server Summary xxvi

20 Part VIII: Power and Customization 699 Chapter 45: Keyboard Customization Getting Started The Fast Way (The Cloverleaf Method) What Does This Have to Do with Templates? Multi-Stroke Key Assignment Word Options Method Categories Commands Other Methods Styles Symbols Record Macro Summary Chapter 46: The Quick Access Toolbar The What? You Call This a Toolbar? Customizing the Quick Access Toolbar The QAT Top Adding Commands to the QAT Adding Groups/Chunks Removing Commands Rearranging The Customize Quick Access Toolbar Dialog Displaying the Main QAT Customization Dialog Setting the Storage Location for the QAT Finding Commands Adding Commands to the QAT Separator Removing Tools from the QAT Resetting the QAT to the Default Summary Chapter 47: Options and Settings Accessing Options Other Routes to Options Information Tips The Rest of the Chapter Popular Display (and Printing) Page Display Options Nonprinting Formatting Marks Printing Options xxvii

21 Proofing Save Backup Options Offline Editing Options for Document Management Server Files Document-Specific Save Settings Advanced Editing Options Cut, Copy, and Paste Show Document Content Display Print Save Preserve Fidelity When Sharing This Document General Compatibility/Layout Options Customize Add-ins Trust Center Trusted Publishers Trusted Locations Add-ins ActiveX Settings Macro Settings Message Bar Privacy Options Resources Summary Chapter 48: Macros: Recording, Editing, and Using Macro Tools Recording a Macro Editing a Macro Testing Your Macro Managing Macros Copying Macros to a New Module Digitally Signing Your Macros Macro Security Confirming Office Is Really Closed with Windows Task Manager Macros and Security Macro Storage Global Add-ins Automatic Macros Microsoft Visual Basic Q&D All You Really Need to Know xxviii

22 For More Information Books Free Online Resources Summary Part IX: Collaboration Getting Along with Others 779 Chapter 49: Security, Tracking, and Comments Protection Types Restricting Permission (Information Rights Management) Digital Signatures Document Inspector (Removing Private/Personal Information) Formatting and Editing Restrictions Password to Open/Modify Comments and Tracked Changes Comments Tracked Changes Show Markup Display for Review Reviewing Pane Reviewing Comments and Changes Accepting and Rejecting Comments Accepting and Rejecting Changes Protecting Documents for Review Summary Chapter 50: Comparing and Combining Collaborative Documents Comparing Using Legal Blackline Protection Gaining More Screen Real Estate Combining Documents That Contain Tracked Changes Combining Multiple Documents Containing Changes Running the Combine Documents Command Summary Chapter 51: SharePoint Accessing Your SharePoint Server Using Publish from the Office Menu Opening and Saving Files on the Server Workspace Management and Options Status Members Tasks Documents xxix

23 Links Document Information Server Tasks Check In Check Out Discard Check Out View Version History Document Management Information View Workflow Tasks Summary Chapter 52: Groove Groove versus SharePoint Using the Groove 2007 Client Groove Basics Account Workspaces Sending Workspace Invitations Canceling Pending Invitations Accepting Workspace Invitations Working with Groovy Documents Summary Chapter 53: Integration with Other Office Applications Excel Using Excel Content in Word Using Word Content in Excel PowerPoint Converting Word to PowerPoint Presentations Converting PowerPoint Presentation to Word Documents Outlook Using the Outlook Address Book in Word Smart Tags, Outlook, and Word Summary Appendix A: Guide to Word 2003 Menu Commands in Word Appendix B: Word 2007 Default Key Assignments Index xxx