Word DUMmIES. by Doug Lowe FOR ALL-IN-ONE DESK REFERENCE

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2 Word 2003 ALL-IN-ONE DESK REFERENCE FOR DUMmIES by Doug Lowe

3 Word 2003 All-in-One Desk Reference For Dummies Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ Copyright 2004 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) , fax (978) Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., Crosspoint Blvd., Indianapolis, IN 46256, (317) , fax (317) , Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc., and/or its affiliates in the United States and other countries, and may not be used without written permission. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPE- TENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at , outside the U.S. at , or fax Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: ISBN: Manufactured in the United States of America B/QU/QW/QU/IN

4 About the Author Doug Lowe has written a whole bunch of computer books, including more than 30 For Dummies books, such as Networking For Dummies, 6th Edition, PowerPoint 2003 For Dummies, Internet Explorer 6 For Dummies, Networking All-in-One Desk Reference For Dummies, and Microsoft Office 2002 For Dummies Quick Reference. He lives in that sunny All-American City, Fresno, California, where all the politicians are actors and all the actors think they re politicians. He s one of those obsessive-compulsive decorating nuts who creates computercontrolled Halloween decorations that rival Disney s Haunted Mansion and Christmas displays that can be seen from space. Maybe his next book should be Tacky Holiday Decorations For Dummies.

5 Dedication To Debbie, Rebecca, Sarah, and Bethany. Author s Acknowledgments I d like to thank project editor Nicole Sholly, who did an excellent job of managing all the details that have to fall in place just right for a book like this to come together. I d also like to thank Sharad Kumar Saksena of Dreamtech for a thorough technical review and excellent suggestions, and copy editor Rebecca Senninger who made sure the i s were crossed and the t s dotted (oops, reverse that!). And, as always, thanks to all the behind-the-scenes people who chipped in with help I m not even aware of.

6 Publisher s Acknowledgments We re proud of this book; please send us your comments through our online registration form located at Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Associate Project Editor: Nicole Sholly Acquisitions Editor: Melody Layne Copy Editor: Rebecca Senninger Technical Editor: Wiley-Dreamtech India Pvt Ltd Editorial Manager: Kevin Kirschner Media Development Manager: Laura VanWinkle Media Development Supervisor: Richard Graves Editorial Assistant: Amanda Foxworth Cartoons: Rich Tennant, Composition Project Coordinator: Maridee Ennis Layout and Graphics: Karl Brandt, Amanda Carter, Lauren Goddard, Denny Hager, Stephanie D. Jumper, Michael Kruzil, Lynsey Osborn, Heather Ryan, Julie Trippetti, Melanee Wolven Proofreaders: Andy Hollandbeck, Betty Kish, Carl William Pierce Indexer: Tom Dinse Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services

7 Contents at a Glance Introduction...1 Book I: Word Basics...7 Chapter 1: Getting to Know Word...9 Chapter 2: Managing Your Documents...21 Chapter 3: Working with Templates...39 Chapter 4: Printing Your Documents...89 Chapter 5: Help!...95 Book II: Formatting Text Chapter 1: Basic Text Formatting Chapter 2: The Border Patrol and Other Shady Characters Chapter 3: Working with Styles Chapter 4: Page Setup and Section Formatting Chapter 5: Column Formatting Chapter 6: Using Tables Chapter 7: Creating Lists Chapter 8: Working with Footnotes and Endnotes Book III: Editing Techniques Chapter 1: Getting Around Chapter 2: Basic Document Editing Techniques Chapter 3: Finding and Replacing Chapter 4: All About AutoCorrect and Its Siblings Chapter 5: Proofing and Research Tools Chapter 6: Track Changes and Other Collaboration Features Book IV: Getting Graphic Chapter 1: Inserting Pictures and Clip Art Chapter 2: Drawing on Your Documents Chapter 3: Fill Effects, Ghosts, Shadows, and Other Effects Chapter 4: Working Graphically with Text Chapter 5: Charts and Diagrams Chapter 6: A Pocket Full of Desktop Publishing Tricks Chapter 7: Move Over, Einstein (Creating Equations)...415

8 Book V: Web Publishing Chapter 1: Going Online with Word Chapter 2: Creating Web Pages with Word Chapter 3: Basic Web Formatting Features Chapter 4: Using Themes and Cascading Style Sheets Chapter 5: Working with Frames Chapter 6: Word and XML Book VI: Advanced Document Features Chapter 1: Working with Fields Chapter 2: Form Follows Function (Setting Up and Using Forms) Chapter 3: More about Outlining Chapter 4: Mystical Master Documents Chapter 5: So You Want to Make an Index, Eh? Chapter 6: Creating a Table of Contents or Table of Figures Chapter 7: Objection, Your Honor (Creating a Table of Authorities) Book VII: Letters, Envelopes, and Labels Chapter 1: Creating Letters and Envelopes Chapter 2: Faxing and ing Documents Chapter 3: Using the Mail Merge Wizard Chapter 4: More Mail Merge Tricks Book VIII: Customizing Word Chapter 1: Opting for Options Chapter 2: Customizing Toolbars, Menus, and Keyboard Shortcuts Chapter 3: Using Voice and Handwriting Features Book IX: Programming Word with VBA Chapter 1: Recording and Using Macros Chapter 2: Programming with VBA Chapter 3: Working with Word s Object Model Chapter 4: Creating UserForms Index...747

9 Table of Contents Introduction...1 About This Book...1 How to Use This Book...2 How This Book Is Organized...3 Book I: Word Basics...3 Book II: Formatting Text...3 Book III: Editing Techniques...3 Book IV: Getting Graphic...3 Book V: Web Publishing...4 Book VI: Advanced Document Features...4 Book VII: Letters, Envelopes, and Labels...4 Book VIII: Customizing Word...4 Book IX: Programming Word with VBA...4 Icons Used in This Book...4 Where to Go from Here...5 Book I: Word Basics...7 Chapter 1: Getting to Know Word Starting Word...9 What Is All This Stuff?...11 The View from Here Is Great...13 Typing and Editing Text...14 Printing Your Masterpiece...15 Saving Your Work...16 Opening a Document...17 Closing a Document...18 Exiting Word...19 Chapter 2: Managing Your Documents Creating a New Document...21 Using the File Open Command...22 Changing views...23 Deleting and renaming documents and folders...24 Setting the default document location...24 Using the shortcut menu...25 Using the Tools menu...26 Using My Places...27 Opening Recently Used Documents...27

10 xii Word 2003 All-in-One Desk Reference For Dummies Finding Lost Files...28 Using the Search pane...28 Improving your search...29 Enabling fast searching...29 Advanced searches...30 Using the Save As Command...33 Save Options...35 Password Protecting Your Files...37 Chapter 3: Working with Templates What Is a Template?...39 The Normal.dot Template...40 Creating a New Document Based on a Template...41 Creating a Document from an Online Template...42 Changing the Template Attached to a Document...43 Creating Your Own Templates...45 Converting a document to a template...45 Creating a new template from scratch...46 Modifying an existing template...46 Using Global Templates...47 How Word Resolves Duplicate Template Elements...49 Using the Organizer...50 A Gallery of Word s Templates...51 Letters...51 Faxes...56 Memos...60 Reports...64 Resumes...70 Publications...74 Using Wizards...82 Chapter 4: Printing Your Documents Printing the Quick Way...89 Using the Print Dialog Box...89 Changing printers...90 Printing part of a document...90 Printing more than one copy...91 Choosing what to print...91 Zooming...92 Playing with Print Options...92 Using the Print Preview Command...94 Chapter 5: Help! Meeting the Assistant...95 Summoning the Assistant...96 Asking a Question...97 Changing Assistants...99

11 Table of Contents xiii Help the Old-Fashioned Way Searching for Lost Help Topics Getting Help on the Internet Repairing a Broken Office Book II: Formatting Text Chapter 1: Basic Text Formatting Understanding Formatting in Word Formatting Characters Applying character formats the easy way Using the Format Font command Spacing out your text Animating your text Inserting Special Characters Using the Format Painter Formatting Paragraphs Applying paragraph formats the easy way Using the Format Paragraph command Line and page breaks All about Tabs Setting tabs with the ruler Using the Format Tabs command Removing all tabs Using tab leaders Running a bar tab AutoFormat (Or, Make It Stop!) The Ten Commandments of Formatting I. Thou shalt remember thy keyboard shortcuts to speed thy way II. Thou shalt not press Enter at the end of each line III. Thou shalt not create empty paragraphs IV. Thou shalt not use extraneous spaces V. Thou shalt not use extraneous tabs VI. Thou shalt not underline when italics will do VII. Thou shalt not use more than three fonts on a page VIII. Thou shalt not use Exact Line Spacing IX. Thou shalt use the AutoCorrect feature X. Thou shalt use styles Chapter 2: The Border Patrol and Other Shady Characters Creating Borders in Your Text Drawing a box around your text Putting borders around adjacent paragraphs Using the Border button...135

12 xiv Word 2003 All-in-One Desk Reference For Dummies Shading Your Text Bordering an Entire Page Adding a Horizontal Line Chapter 3: Working with Styles Understanding Styles Using the Style Drop-Down List Applying a style Creating a new style the easy way Overriding Style Formatting Using the Styles and Formatting Task Pane Creating a new style the hard way Modifying an existing style Deleting a style Neat Things to Do with Styles Assigning shortcut keys to styles Basing one style on another Setting the style of the next paragraph Viewing style assignments by enabling the style area Creating and using character styles Searching for and replacing style formatting Storing styles in a template Better Living through Styles Chapter 4: Page Setup and Section Formatting Understanding Sections Creating Section Breaks Using the File Page Setup Command Margins Paper Layout Inserting Page Numbers Headers and Footers Creating Sections with Different Page Numbers Chapter 5: Column Formatting Creating Columns Creating columns the easy way Creating columns the hard way Adjusting the Column Width Forcing a Column Break Using Linked Text Boxes to Create Columns Hyphenating Your Text...183

13 Table of Contents xv Chapter 6: Using Tables Understanding Tables Creating Tables Creating a table using the Insert Table button Using the Table Insert Table command Drawing a table Editing Tables Right-clicking table cells Moving and selecting in tables Adding rows and columns Inserting cells The magic Insert Cells button Deleting cells Adjusting column width Using the AutoFit command Formatting Tables Using tabs in a table AutoFormatting a table Merging cells to create headings Designating heading rows Splitting a table Sorting a Table Using Table Formulas Converting Text to a Table (And Vice-Versa) Chapter 7: Creating Lists Creating a Bulleted or Numbered List the Easy Way Creating a bulleted list the easy way Creating a numbered list the easy way Automatic Bullets and Numbers Using Deviant Bullets Breaking and Continuing a Numbered List Using Crazy Numbering Schemes Creating an Outline List Numbering Your Headings Using Fields to Create Sequence Numbers Chapter 8: Working with Footnotes and Endnotes Adding a Footnote Changing the Footnote Format Changing the Reference Marks Changing the Footnote Separators Finding a Footnote Reference...228

14 xvi Word 2003 All-in-One Desk Reference For Dummies Book III: Editing Techniques Chapter 1: Getting Around Basic Movement Using the Scroll Bar Rolling Around with the Mouse Wheel Going Places with Edit Go To Just Browsing Yes, You Can Go Back Working with Bookmarks Using the Document Map Using Thumbnails Chapter 2: Basic Document Editing Techniques Avoiding the Evil Overtype Mode Selecting Text with the Mouse and Keyboard Using the invisible selection bar Selecting with the keyboard Selecting cells in a table Deleting Text Copy, Cut, and Paste Using the Clipboard Task Pane Dragging and Dropping The Magic of Undo and Repeat Word and Character Counts Changing Case Chapter 3: Finding and Replacing Using the Find Command Finding missing text Advanced Searches Changing the search direction Refining your findings Finding formats Finding special characters Replacing Text Chapter 4: All About AutoCorrect and Its Siblings Using AutoCorrect Setting AutoCorrect options Creating your own AutoCorrect entries Using AutoFormat Using AutoFormat Setting AutoFormat options...271

15 Table of Contents xvii Using AutoFormat As You Type Replace as you type Apply as you type Automatically as you type Using AutoText Creating an AutoText entry Editing an AutoText entry Using the AutoText toolbar Using Smart Tags Chapter 5: Proofing and Research Tools Using the Spell Checker Checking Spelling as You Go Using the Spelling Icon Spell Checking After the Fact Custom dictionaries Excluding text from spell checking Spelling options Using the Grammar Checker, or Not Checking for grammar errors Readability statistics Customizing the grammar checker Using the Thesaurus Using the Dictionary Losing Something in the Translation Chapter 6: Track Changes and Other Collaboration Features Using Reading Layout All Hail the Honorable Reviewing Toolbar Using the Highlighter Keeping Your Comments to Yourself (Not!) Viewing comments Removing comments Tracking Changes Comparing documents Accepting or rejecting changes Sending a Document to Reviewers Using SharePoint Team Services Using a document library Checking out Using the Shared Workspace task pane Visiting a SharePoint Team Services site...316

16 xviii Word 2003 All-in-One Desk Reference For Dummies Book IV: Getting Graphic Chapter 1: Inserting Pictures and Clip Art Exploring the Many Types of Pictures Bitmap pictures Victor, give me a vector Where to Get Pictures Inserting Pictures into Your Documents Inserting clip art Inserting clip art from the Internet Inserting a picture from a file Inserting a picture directly from a scanner or digital camera Playing with Your Pictures Welcoming the Picture toolbar Sizing and stretching a picture Cropping a picture Adjusting the color and such Rotating a picture Drawing boxes around your pictures Wrapping text around your picture Chapter 2: Drawing on Your Documents Some General Drawing Tips Activating the Drawing toolbar Zooming in Saving frequently Don t forget Ctrl+Z Working with the Drawing Toolbar Canvassing the Situation Drawing Simple Objects Drawing straight lines Drawing rectangles, squares, ovals, and circles Using AutoShapes Drawing a Polygon or Freeform Shape Drawing a Curved Line or Shape Setting the Fill, Line, and Font Color Setting the Line Style Flipping and Rotating Objects Flipping an object Rotating an object 90 degrees Using the rotate handle Drawing a Complicated Picture Changing layers Line em up Using the grid Group therapy...357

17 Table of Contents xix Chapter 3: Fill Effects, Ghosts, Shadows, and Other Effects Working with Fill Effects Making the gradient Applying a texture Using a pattern Filling an object with a picture Creating Transparent Fills Applying a Shadow Adding 3-D Effects Chapter 4: Working Graphically with Text Using Text Boxes Creating a text box Formatting a text box Changing text direction Using linked text boxes I ve Been Framed! Creating a frame Formatting a frame Adding Captions to Your Pictures Creating Fancy Text with WordArt Drawing a Callout Chapter 5: Charts and Diagrams Creating a Chart Understanding charts Inserting a chart Working with the datasheet Changing the chart type Embellishing a chart Creating and Inserting a Diagram Working with Organization Charts Adding text to boxes Adding boxes to a chart Deleting chart boxes Moving a box Changing the chart layout Changing the chart style Working with Other Diagrams Chapter 6: A Pocket Full of Desktop Publishing Tricks Sidebars Pull Quotes Eyebrows Icons Side Headings...412

18 xx Word 2003 All-in-One Desk Reference For Dummies Chapter 7: Move Over, Einstein (Creating Equations) Introducing Equation Editor Creating an Equation Editing an Equation Adding Text to an Equation Keyboard Shortcuts for Equation Editor Book V: Web Publishing Chapter 1: Going Online with Word Saving a Document on a Web Server Creating a Network Place Opening a Document from a Web Server Opening a Document in Internet Explorer Using an FTP Site Adding an FTP site to your computer Opening a document from an FTP site Saving a document to an FTP site Using the Web Toolbar Chapter 2: Creating Web Pages with Word Understanding Web Page Basics Clarifying some basic terminology Recounting the differences between Web pages and printed pages Setting Up a Web Site Internet service providers Web hosting services Getting a free site Setting Word s Web Options Creating Web Page Documents Saving a document as a Web page Creating a new Web page Editing and Formatting Web Pages Previewing Web Pages Chapter 3: Basic Web Formatting Features Creating Hyperlinks Linking to an existing Web page Linking to a location in the current page Linking to a new document Creating an link...453

19 Table of Contents xxi Working with Images Adding a background image Inserting a horizontal line Inserting picture bullets Inserting Multimedia with the Web Tools Toolbar Inserting a movie Inserting a background sound Inserting scrolling text Editing HTML Chapter 4: Using Themes and Cascading Style Sheets Using Themes Applying a theme to a document Changing the default theme Using External Cascading Style Sheets Chapter 5: Working with Frames Understanding Frames Creating a Frames Page Formatting Your Frames Editing Pages in Frames Working with Hyperlinks and Frames Inserting a Table of Contents in a Frame Previewing a Frames Page Chapter 6: Word and XML What Exactly Is XML, Anyway? Tags Schemas Working with XML Documents in Word Saving a Word document as XML Creating an XML document Book VI: Advanced Document Features Chapter 1: Working with Fields Understanding Fields Inserting a Field Keyboard Shortcuts for Working with Fields Another Way to Insert Fields Formatting Field Results with Switches Preserving formatting when you update fields: The \* mergeformat switch Capitalizing field results...495

20 xxii Word 2003 All-in-One Desk Reference For Dummies Setting the number format Creating custom number formats Creating custom date and time formats Updating a Field Preventing a Field from Being Updated Field Code Reference Chapter 2: Form Follows Function (Setting Up and Using Forms) Understanding Forms Creating a Form Template Using the Forms Toolbar Creating a Text Field Creating a Check Box Field Creating a Drop-Down Field Filling Out a Form Adding Help to a Form Field Using Pre-Printed Forms Exporting Form Data to a Text File Chapter 3: More about Outlining Switching to Outline View Understanding Outline View Showing or Hiding Formatting Collapsing and Expanding the Outline Collapsing and Expanding a Specific Heading Selecting Paragraphs in Outline View Promoting and Demoting Paragraphs Promoting a paragraph Demoting a heading Dragging paragraphs to new levels Editing in Outline View Deleting in Outline view Rearranging the outline Printing an Outline Sorting a Document Alphabetically by Headings Using the Document Map Chapter 4: Mystical Master Documents What Is a Master Document? Whipping Up a Master Document Putting an Existing File into a Master Document Break It Up! Numbering Subdocument Pages Consecutively...544