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Dreamboat on Word
The Real World on Word. It's so Much Easier When You Know All the Secrets and Avoid the Pitfalls!
By Anne Troy, Tracy Syrstad
Holy Macro! BooksCopyright © 2003 Anne Troy
All rights reserved.
Microsoft Word has the market on Word Processing software. I have heard that its share is ninety percent. The rest is made up of WordPerfect and several free or very inexpensive alternatives.
This book is for the ninety percent who use Microsoft Word, whether by choice or at gunpoint.
This entire book, except its cover, was written and designed using all of the proper layout procedures in Microsoft Word. I'd like to think that, with the help of this book, you could just as easily create a document like it.
Though Word 97 is great if you still have it, our primary focus is on versions Word 2000 and 2002/XP. For your information, the versions are referred to as described in the following table. I've included older versions for reference only.
Office 4.3 came with Access 2.0, Excel 5.0, PowerPoint 4.0, and Word 6.0. With the release of Office 95, the version numbers began coinciding through all of the applications.
I've just reviewed Word in Office 2003. Like Office 97, I believe many people will stick with Office 2000 or 2002/XP for quite some time.
I am of the opinion that some of the features introduced with Office 2002/XP are a waste of time; there are many other features they could have provided. I don't like the Task Panes or the Smart Tags, they just fill up my work area, and I want the old Mail Merge Wizard back!
I personally run Office 97 SR-1, Office 2000 SR-1, and Office 2002/XP. I've just installed the Office 2003 beta so I could give you some insight into its new features. I'm afraid there's nothing great as far as word processors and desktop publishers go.
In general, I prefer to use the Office 2000 applications for my own work. I prefer it so much that I'm flipping back and forth between Word 2000 and Word 2002/XP to take screen shots of the dialogs as they appear in 2002/XP, and double-checking all of the menu and toolbar options.
Word 2003 brings in XML and expands on a few other features that most of us hard-core Word users may never use.
There, I've finally had my say in front of lots of people. Fair enough.
I'll admit that I like Windows XP Pro's performance over any other prior version, but why-oh-why can't I get it to keep my folder settings? I've set my view to Classic Windows, and every one or two months, I've got the XP style again. What gives?
Ok. I'm done venting.
Unless you are a fairly new Word user, I don't suggest you read this book from beginning to end. I certainly did not write it that way. Instead, browse through the Table of Contents and/or Table of Tips and start using some of the information immediately!
Please enjoy. I hope you learn at least one very cool thing from this book, or avoid making one fatal mistake. That ought to be enough to make it pay for itself.
I invite you to email me with any and all comments about this book. I will do my best to answer each and every email.
What's New in Word 2003?
Not a whole lot, I'm afraid. They haven't made a better Mail Merge Wizard or gone back to the old one as I'd hoped.
I don't expect to use most of the new features, and don't suppose that most of you reading this book will either. Microsoft seems to think that we all want to do each other's jobs with every program. So, why don't they just make one big program that does everything?
I'm hoping it's just an issue with the Beta version ...
I have multiple versions of Office running, from 97 to this new beta. When I launch 97 or 2000, it really takes no time at all for the application to open. When launching 2002/XP, it's always taken several moments. When I launch Word 2003 beta, it takes nearly 30 seconds to launch and there is no indication that it is opening; no splash screen or anything until that 30 seconds is up. I am unsure whether this delay occurs on a PC that runs only Office 2003.
Just to the right of the Save diskette toolbar icon, there's a button that looks just like European "Do Not Enter" street signs:
This particular symbol means there are no restrictions on the access permissions of this document. To use it, however, you have to install certain other software called "Rights Management" by Microsoft. With this feature, you can set expiration dates on documents, disallow forwarding, and other security features.
Format [right arrow] Background
Some of you will be disappointed to find that using a background still only works when you save your file as a web page or HTML.
We still can't update our styles the easy way, like we could in Word 2000 and below.
Getting Help on the Web
In Word 2000, you could hit Tools [right arrow] Tools on the Web. Now, it's under Help [right arrow] Office at Microsoft.com. This takes you to a web full of online Office resources, including consulting services like The Office Experts.
Extensible Markup Language (XML)
Save your documents in XML format.
Dictionaries and Thesauruses
Finally, something we may be able to use: the ability to link directly to these resources — online!
Every time I try to view my book in Reading Layout in Word 2003, it changes my page size to letter size from its current 6" x 9" size. It also took some time for the document to repaginate, which takes no time at all when I switch from Normal to Print Layout view in Word 2000. Seems the more features they add, the slower the program responds.CHAPTER 3
Word's Application Window
In this chapter, I discuss Word's application window and how to navigate through Word while you use it.
Word's application window is similar to that of most Windows programs. Refer to Figure 3-1.
Menus and Toolbars
Understanding the menus and toolbars in Word, how they work and the choices they contain, is crucial for learning Word completely.
Default Menu, Toolbar and Keyboard Settings
Before I begin discussing how-tos and problems, let's set your Word up to keep it from interfering with what you want to accomplish.
The toolbars in Word 2000 are, by default, displayed on one line. Also by default, the menus show only the most recently used commands. I don't want you to read instructions in this book and not be able to find your menu items or toolbars because they're not set to be visible.
To change both of these settings at the same time, go to Tools [right arrow] Customize and hit the Options tab. Uncheck the top two checkboxes. That's it!
In Office 2002/XP, it's a little bit different. In Word 2002/XP, you will want to have both options checked.
Learn Word's Menus Quickly
Figure 3-2 shows Word's Menu Bar. Note the slightly darker vertical gray bar to the left of the File menu. Clicking and dragging it is a method you can use to move toolbars around in your application window.
Knowing that a program has a feature or capability is half the battle of truly learning an application. If you're a new Word user and want to learn quickly, you can perform the simple exercise described in the Tip on the next page.
Tip 1: Learn Word's Menus Quickly
Create a list of each of the Menu Bar items and their options. Then, describe each of the choices in your own words. You might be able to describe a lot of them from experience with other applications or just from common sense.
If you don't know what a menu item does, then find out. If you use Word a lot, you may find that you did not know about features you'd been wishing were available!
You don't need to keep the document you create. The intent of the exercise is to make you aware of most of the features available in Word. I find that by writing or typing something, I remember it more easily.
Learn Word's EToolbars Quickly
Word shows the Standard toolbar and the Formatting toolbar by default. I dragged them down into my document window, resized them and then captured them with SnagIt so that I could easily show the entire toolbar at once. When I was done capturing, I simply double-clicked each of their title bars to have them automatically replace themselves where they belong — at the top of my document window.
Refer to Figure 3-3 and Figure 3-4 on the following page.
If you're a new Word user and want to learn quickly, you can perform these simple steps:
Tip 2: Learn Word's Toolbars Quickly
The purpose of many toolbar buttons can be found simply by hovering the mouse pointer over top of it and reading the Tool Tip. Under Word's Help menu is an option called What's This? See Figure 3-5 on the following page.
You can also access this option by using the keyboard shortcut Shift+F1. Once you have invoked the What's This? tool, left-click on any toolbar button to learn its purpose. See Figure 3-6 below.
Customizing Menus, Toolbars and Shortcut Settings
Depending on the types of documents you'll be creating in Word, you may want to customize your menus and toolbars to provide quick access to the features you use the most. Menus are much less likely to be customized, so I won't describe that process specifically, as it is very similar to customizing toolbars.
The Commands tab of Word's Customize dialog box is shown in Figure 3-7.
Tip 3: Customize Your Toolbars
Using Word's menu, select Tools [right arrow] Customize. Choose the Commands tab. Click on one Category item at a time and thoroughly review the toolbar buttons available for that category, which are shown in the right-hand column. If you see a toolbar button you might often use, click and drag it directly out of the dialog box and up onto one of your existing Word toolbars.
Some available toolbar buttons that are commonly used, but not included on the toolbars by default are:
* Insert [right arrow] Address book * Format [right arrow] Superscript or Format [right arrow] Subscript * File [right arrow] Close or File [right arrow] Save as
You can easily remove toolbar buttons by clicking and dragging them down into your document area. If the Customize dialog is NOT open at the time, just hold the Alt key down while you click and drag the button off.
If you share your PC with other users (without a separate login), you may want to create your own toolbar so the custom toolbar doesn't interfere with the settings the other users are used to.
While dragging toolbar buttons onto the toolbar, your mouse gets a different look to it. Refer to Figure 3-8.
The left-hand graphic depicts what the mouse button looks like while you're dragging a toolbar button or menu item. The x indicates that you cannot successfully drop the button or menu item at this location. Once you have your toolbar button or menu item positioned in a location where you can drop it, the + sign appears instead.
Customize/Modify Toolbar Buttons
These are the settings you'll find when you assign buttons to toolbars. You can then customize or modify them as follows by choosing the Modify Selection button from the Customize dialog box shown in Figure 3-7.
Type in the name of the button as it should appear on your toolbar if you are going to use the text style button (described below).
Reset Button Image
Select this only if you have begun to edit an existing button image and you would like to reset it to the default.
Edit Button Image
Select this option to "draw" your own button image.
Change Button Image
Select this option to change the existing button image to one of your choosing from Office's collection of button images.
Click this button to make the button on the toolbar show just the icon and no text.
Text Only (always)
Click this button to make the button on the toolbar show just the text as it is shown in the Name box, which you can change.
Image and Text
Click this button to make the button on the toolbar show both the icon and the text.
Copy and Paste Image Buttons
Play with these settings to see how you can copy one toolbar button image and put it onto any toolbar button you like.
Resetting Menus and Toolbars
Strangely enough, people lose toolbar buttons and menu bars, and even all of their toolbars from time to time. Please see the Troubleshooting section on page 24-1 to learn how to reset your toolbars back to Word's defaults.
What's With The Taskbar?
When Microsoft came out with Office 2000, everyone screamed and howled about the multiple buttons that appeared on the Windows taskbar. Now, each document that you open in Word gets its own taskbar button. Personally, I like the feature because I use Word much more than other programs, but I can see the argument for others.
The strange thing about this "windows in taskbar" thing is that they made a setting to turn it off in Excel, but not in Word. What's up with that? The only alternative was some lame template that made things even worse. No offense to the coder of that template — I imagine they did their best.
With Word 2002/XP, they finally added the option to turn the feature off. Just go to Tools [right arrow] Options, View tab and untick the option. If you're using Word 2000, I suggest you just get used to it until you install 2002/XP or above.
Shortcut keys are terrific for people who are more comfortable with the keyboard than with a mouse. Having keyboard references available is also helpful when you're working with important files and suddenly lose the connection to your mouse.
Windows Shortcut Keys
There are few variances between the tasks from one application to the next using the Windows shortcut keys. In Appendix A — Table 1: Windows Keyboard Shortcuts, I list the action that is performed with each of the Windows shortcut keys when used in Word.
Tip 4: Work without your Mouse
The next time you are going to exit Word and shut down your PC, try using these shortcuts instead of your mouse.
First, close all other programs and keep Word open, and then press the following key combinations:
* Alt (Accesses Word's menu bar)
F (Selects the File menu)
C (Closes the current file)
You may need to perform Alt [right arrow] F [right arrow] C several times to close all documents. You may need to hit Y or N to save or not save a particular file.
* Alt (Accesses Word's menu bar)
F (Selects the File menu)
X (Exits the application, in this case, Word.)
* Ctrl+Esc (Accesses the Windows Start Menu)
* U (Invokes shut down menu) Choose Shut Down or Turn Off Computer, depending on which version of Windows you're using.
Word Shortcut Keys
I would be irresponsibly wasting trees if I attempted to list all of Word's shortcut keys in this book. Instead, you can make a print out of your own if you want them.
Tip 5: Print a Complete List of Word's Shortcut Keys
To print a list of keyboard shortcuts that have been assigned by you or by someone else that used your PC, simply go to File [right arrow] Print and from the Print What dropdown, choose Key Assignments.
My Favorite Shortcut Keys
Some shortcut keys are just okay and others are great. Here are my favorites:
Some other shortcut keys that are great, but aren't Word-specific:
Windows Dialog Boxes
In any Windows or application dialog box, there are generally buttons like OK, Cancel, Yes, No, etc. The button that is highlighted is the action that is performed when you hit Enter. I've seen many people pick up their mouse to hit OK, when they could just as easily keep their hands on the keyboard and hit Enter.
Referring to Figure 3-9, note that the Yes button is already highlighted, so the user would only need to hit Enter to choose Yes.
Many Word users are also proficient typists. We don't want to have to stop typing to pick up the mouse, and we don't have to.
You can navigate through the button choices by using your Tab key. When the desired button is highlighted, hit Enter.
The way Word behaves and your screen appears is controlled almost completely by the Tools [right arrow] Options menu in Word. Refer to Figure 3-10.
In Recommended Settings in Word on page A-3, I provide information on the options available in the Options dialog, as well as some comments that may help you to understand Word's options better.
Microsoft keeps forcing beginners, again and again, to use the features provided by the software. Unfortunately, if you don't know what's happening, it makes Word so much harder to use.
I recommend these settings under Tools [right arrow] Autocorrect, Autoformat As You Type: Remove the checkboxes from the top and bottom sections; leave the middle section alone, unless you already know what you want to do differently.
In Word 2002/XP, the Autoformat As You Type tab is different. In this case, remove the options from the 2nd and 3rd sections, leaving the top section alone or setting them as desired.
Excerpted from Dreamboat on Word by Anne Troy, Tracy Syrstad. Copyright © 2003 Anne Troy. Excerpted by permission of Holy Macro! Books.
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