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- Whom This Book Is For
- What's in This Book, Anyway?
- Part I: Getting Acquainted with Word 97 For Windows
- Part II: Deciding on the Look of Documents
- Part III: Printing Documents, Envelopes, and Labels
- Part IV: Streamlining Your Work
- Part V: Appendixes
- Foolish Assumptions about the Reader
- About the CD
- The Cast of Icons
- Conventions of This Book
Part I: Getting Acquainted with Word 97 for Windows
- Unit 1: The Fundamentals
- Lesson 1-1: Starting Word 97
- Lesson 1-2: Creating Your First Document
- Lesson 1-3: Saving and Naming a Document
- Lesson 1-4: Closing a Document
- Lesson 1-5: Opening an Existing Document
- Lesson 1-6: Finding Your Way Around the Screen
- Lesson 1-7: Exiting Word 97
- Unit 1 Quiz
- Unit 1 Exercise
- Unit 2: Telling Word What You Want It to Do
- Lesson 2-1: Giving Commands by Clicking Buttons
- Lesson 2-2: Giving Commands with Shortcut Keys
- Lesson 2-3: Choosing Menu Commands
- Lesson 2-4: Taking Advantage of Shortcut Menus
- Lesson 2-5: Filling In Dialog Boxes
- Unit 2 Quiz
- Unit 2 Exercise
- Unit 3: Entering and Editing Text
- Lesson 3-1: Selecting Text
- Lesson 3-2: Moving Text to New Places On-Screen
- Lesson 3-3: Copying and Pasting Text
- Lesson 3-4: Deleting Text
- Lesson 3-5: Changing the Case of Characters
- Lesson 3-6: Entering Symbols and Special Characters
- Unit 3 Quiz
- Unit 3 Exercise
- Unit 4: Moving Around in Documents
- Lesson 4-1: Using the Scroll Bars to Move Around
- Lesson 4-2: Using the Keyboard to Move Around
- Lesson 4-3: Browsing Around in a Document
- Unit 4 Quiz
- Unit 4 Exercise
- Unit 5: Getting Help When You Need It
- Lesson 5-1: Getting Help by Category
- Lesson 5-2: Using the Help Index
- Lesson 5-3: Asking the Office Assistant for Help
- Lesson 5-4: Using the Help Buttons
- Unit 5 Quiz
- Unit 5 Exercise
- Part I Review
- Unit 1 Summary
- Unit 2 Summary
- Unit 3 Summary
- Unit 4 Summary
- Unit 5 Summary
- Part I Test
- Part I Lab Assignment
- Step 1: Opening the letter document
- Step 2: Copying text and moving around
- Step 3: Saving a document
- Step 4: Selecting, copying, and moving text
- Step 5: Saving and closing
Part II: Deciding on the Look of Documents
- Unit 6: Applying Character Styles to Text
- Lesson 6-1: Boldfacing Headings in Documents
- Lesson 6-2: Italicizing Words
- Lesson 6-3: Underlining Words
- Lesson 6-4: Superscript, Subscript, and Strikethrough
- Unit 6 Quiz
- Unit 6 Exercise
- Unit 7: Changing the Appearance of Text
- Lesson 7-1: Choosing a Type Size
- Lesson 7-2: Choosing a Font for Text
- Lesson 7-3: Choosing a Color for Text
- Lesson 7-4: Highlighting Text
- Unit 7 Quiz
- Unit 7 Exercise
- Unit 8: Ways of Aligning Text
- Lesson 8-1: Centering and Justifying Text
- Lesson 8-2: Left- and Right-Aligning Text
- Lesson 8-3: Aligning Text with Tabs
- Lesson 8-4: Indenting Paragraphs and First Lines
- Unit 8 Quiz
- Unit 8 Exercise
- Unit 9: Laying Out the Page
- Lesson 9-1: Handling Line Spacing
- Lesson 9-2: Setting Up and Changing the Margins
- Lesson 9-3: Starting a New Page
- Lesson 9-4: Creating a "Landscape" Document
- Unit 9 Quiz
- Unit 9 Exercise
- Part II Review
- Unit 6 Summary
- Unit 7 Summary
- Unit 8 Summary
- Unit 9 Summary
- Part II Test
- Part II Lab Assignment
- Step 1: Changing the font and font size
- Step 2: Changing character styles
- Step 3: Centering and aligning
- Step 4: Indenting paragraphs
- Step 5: Line spacing
Part III: Printing Documents and Envelopes
- Unit 10: Getting Ready to Print
- Lesson 10-1: Telling Word 97 How You Want to Print
- Lesson 10-2: Getting a Sneak Preview of a Document
- Unit 10 Quiz
- Unit 10 Exercise
- Unit 11: Printing in Word 97
- Lesson 11-1: Printing an Entire Document
- Lesson 11-2: Printing a Part of a Document
- Lesson 11-3: Printing More Than One Copy
- Lesson 11-4: Printing Addresses on Envelopes
- Unit 11 Quiz
- Unit 11 Exercise
- Part III Review
- Unit 10 Summary
- Unit 11 Summary
- Part III Test
- Part III Lab Assignment
- Step 1: Previewing the entire document
- Step 2: Looking for and fixing errors
- Step 3: Printing part of a document
- Step 4: Printing an entire document
Part IV: Streamlining Your Work
- Unit 12: Deciding How the Screen Should Look
- Lesson 12-1: Removing and Adding Toolbars
- Lesson 12-2: Removing the Ruler
- Lesson 12-3: Working in Full Screen View
- Lesson 12-4: Working in Page Layout View
- Unit 12 Quiz
- Unit 12 Exercise
- Unit 13: Different Ways of Working on Documents
- Lesson 13-1: Working with More Than One Document
- Lesson 13-2: Working in Two Places in the Same Document
- Lesson 13-3: Zooming In and Zooming Out
- Lesson 13-4: Inserting One Document into Another
- Unit 13 Quiz
- Unit 13 Exercise
- Unit 14: Writing Aids
- Lesson 14-1: Fixing Spelling and Grammatical Errors
- Lesson 14-2: Choosing Words with the Thesaurus
- Lesson 14-3: Finding and Replacing Words and Phrases
- Lesson 14-4: Using the Undo and Redo Commands
- Lesson 14-5: Entering "Automatic" Text
- Unit 14 Quiz
- Unit 14 Exercise
- Unit 15: Some Neat Formatting Tricks
- Lesson 15-1: Creating a Numbered List
- Lesson 15-2: Creating a Bulleted List
- Lesson 15-3: Numbering the Pages in a Document
- Lesson 15-4: Creating Headers and Footers
- Unit 15 Quiz
- Unit 15 Exercise
- Part IV Review
- Unit 12 Summary
- Unit 13 Summary
- Unit 14 Summary
- Unit 15 Summary
- Part IV Test
- Part IV Lab Assignment
- Step 1: Manipulating the screen
- Step 2: Working with windows and other files
- Step 3: Clarity and writing
- Step 4: Formatting lists and pages
Part V: Appendixes
- Appendix A: Answers
- Part I Test Answers
- Part II Test Answers
- Part III Test Answers
- Part IV Test Answers
- Appendix B: About the CD
- System Requirements
- Installing the CD
- Installing the icons
- Installing the exercise files
- Accessing the exercise files
- Accessing the extra credit unit on the CD
- Removing the exercise files
- If You've Got Problems (Of the CD Kind)
Installing the CD
Reader Response Card
Objectives for This Unit
In the last unit, you learned how to make the Word 97 document window work for you. This unit goes a step further and explains the commands on the Window menu. These commands can come in very, very handy. For example, you can work in more than one place at once in a document by splitting the screen or by getting two different windows on the same document. You can also "zoom in on" text to enlarge the letters on-screen and do your eyes a big favor. Finally, this unit demonstrates a very neat technique for recycling old documents and putting them to work in the documents you're writing now.
In Word 97, working on more than one document at the same time is fairly easy. I can think of lots of reasons for doing so. If you're working on a cover letter to send with a report, for example, you can open the report and the cover letter and copy text from the report to the letter as you compose the letter. If a passage from the cover letter would work well in the report, you can copy it from the letter to the report. These days, most people have more than one résumé. If I apply for a writing job, I use my Writer résumé. But that doesn't mean that I can't open my Editor résumé and copy material from it to my Writer résumé to boost my image and increase my chances of appearing indispensable.
To work on more than one document at once, you use commands on the Window menu. In Lessons 13-1 and 13-2, you will explore these commands. For this lesson, you will use the Article file in the Word101 folder. The Article file is the start of an article about Rosenda Monteros, the skillful and talented actress. In this exercise, you will open a second file and use it for inspiration as you write the article.
Follow these steps to practice with the commands on the Window menu:
If you scroll to the last line of the article, you see that it begins to offer an example. A good "for example" is never easy to come up with in writing, so you decide to get an example from another file that you've already worked on.
For the purposes of this exercise, I have colored the text that you need to copy from the Source file to the Article file blue. Normally, you would be the one to have to search for text to "cannibalize," of course.
Both Article and Source appear on the Window menu. All open documents appear at the bottom of the Window menu. The one that you're viewing at present has a check mark next to its name.
You can also press 1, the number beside Article on the Window menu, to switch files.
With a little cleaning up, you have a perfectly usable description for the last paragraph in the Article file.
In the next seven steps, you will copy the text again, but this time you will do so with both documents displayed on-screen.
When you choose this command, Word 97 does its best to put all open documents on-screen. In this case, there are only two open documents, so both fit nicely on-screen, as shown in Figure 13-1. Notice that each has its own scroll bar and that the Source file is the active document. You can tell because its title bar has color on it, whereas the Article file's title bar is grayed out.
The blue text should still be highlighted in the Source file.
When you click in a new window, its toolbar gets "colorized," and that window becomes the active document.
You can make the windows as large or as small as you like by dragging their borders this way. Suppose that you decide that you want the Article file to fill the entire screen again.
You can also choose Maximize from the Control menu to make the file fill the entire screen. Now the window is maximized. What happened to the Source file window?
Now the two windows are back on-screen again. In the next step, you will copy text from the Source file to the Article file by dragging it.
You already copied the text twice with the Clipboard. As this step demonstrates, you can also copy or move text directly from open document to open document when both documents are placed side-by-side on-screen with the Window-->Arrange All command.
Working with two open documents on-screen is not necessarily easy. Neither window is large enough to get any work done, but you can play with the Maximize and Restore buttons to shrink and enlarge windows as you need them. If it's not too much to ask, you may go through the exercise in Lesson 13-1 again to get a better feel for the admittedly complex Window-->Arrange All command.
I can think of lots of reasons to work in two places in the same document at once. For example, you're writing a long report and want the conclusion to fulfill all the promises that the introduction makes. You can open the document to both places to compare them and make sure that they pony up the same information. A report that promises on page 1 to prove that rodents killed the dinosaurs by eating their eggs but concludes by saying that freezing temperatures killed the dinosaurs would not convince anyone that you're a dinosaur expert.
Word 97 offers two ways to open a document to two different places. One way is to split the screen so that one part of the document appears in the top half and the other part appears in the bottom half, as in Figure 13-2. The other way is to open two different views of the same document with the Window menu. When you choose one view, you go to one place in the document, and when you choose the other you go to the other place. When you work with two views, you're still working with one document, not two. In either view, you make changes to a single document, not two documents.
For this lesson about opening two views on a document, open the Window file in the Word101 folder. First, you'll see how to split the screen. Later in this lesson, you learn how to open a second view of a document.
To get some practice in splitting the screen, follow these steps:
A gray line appears on-screen with the double-arrowed "split cursor" in the middle.
Now a gray line runs across the screen (if your ruler is turned on, a second ruler runs across the screen, as well). You have divided the screen into north and south halves. Notice that each half of the screen has its own set of scroll bars.
Your screen should look something like Figure 13-2. Does the conclusion make good on the promises made by the introduction? (You have to scroll up a few lines to see the entire conclusion.) If the conclusion and introduction don't match, you can edit them while both are on-screen.
You can adjust where the screen is split by clicking on the gray line and dragging it.
You're left with the conclusion. If you had chosen Window-->Remove Split with the cursor on the introduction side of the screen, you would have been left at the start of the document instead of at the end.
Now you will learn a second way to split the screen.
The Window-->Split command isn't the only way to split the screen. You can also use the slot at the top of the vertical scroll bar:
If you do so correctly, you see the split cursor again. Figure 13-2 shows exactly where the "slot" is.
Once again, the document is divided in half. Your screen looks like Figure 13-2.
This time, you'll try another technique for "unsplitting" the screen.
Sort of like lowering a curtain on the southern half of the screen, isn't it? Now the southern half is gone, and you're left with the introduction.
You can also remove a split by dragging the line to the top of the screen. If you drag the line to the top, you're left with the bottom half of the split screen. If you drag the line to the bottom, you're left with the top half of the split screen.
To sum up, you can split a screen by choosing Window-->Split or by dragging the split cursor away from the small gray rectangle at the top of the vertical scroll bar. To "unsplit" a screen, either choose Window-->Remove Split or drag the divider to the top or to the bottom of the screen.
Leave the Window file open so that you can do the next exercise.
The other way to work in two different places is to open two different windows on the same document. Follow these steps to practice this method of being in two places at once:
As shown in Figure 13-3, the title bar at the top of the screen says Window:2 instead of Window.
Two Window files are on the menu, one called Window:1 and the other called Window:2. Notice the check mark next to Window:2. The check mark tells you that you're currently looking at the second view of the document.
Now you're back at the start of the document. If you entered some text and saved the document, the text would be saved to the Window file, not to Window:1. Only one file is on disk, the Window file; although the Window menu offers you two different views, or outlooks, on the file, only one file actually exists. All editorial changes that you make to either version are recorded in the Window file.
Now you have opened three views on the file. Yikes! Better start closing some of these views.
As shown in Figure 13-3, you can find the Control menu at the left of File on the menu bar. Pull down this menu by clicking it. Be sure to choose Close on the document Control menu, not on the Word 97 Control menu. If you click the W on the left side of the title bar, you will open the Word 97 Control menu, not the document Control menu.
You can also close a window by pressing Ctrl+W.
You can also close a document window by clicking its Close button (the button with an X on it). Just be sure to click the document window's Close button, not the program's Close button. If you click the program's Close button, Word 97 will think that you're trying to shut down the program.
There is no longer a 2, 1, or 3 after Window on the Window menu. You're back where you started, with one view of the document.
The Window-->New Window command has an important advantage over the other methods of viewing a document in two places or viewing more than one document. When you split the screen or choose Window-->Arrange All to see all the open documents at once, you're left with little room in which to work. The Window-->New Window command gives you a panoramic, full-window look at different parts of a document.
Leave the Window file open if you care to read the "extra credit" instructions. They describe another way to work in more than one place in a document: by using bookmarks.
Marking your place with a bookmark
Yet another way to be in more than one place in a document is to use bookmarks. All you do is put a bookmark in an important spot in your document that you plan to return to many times. When you want to return to that spot, choose Insert--> Bookmark and double-click the bookmark name in the Bookmark dialog box. By creating and using bookmarks, you can hop from place to place quickly in documents.
I put several bookmarks in the Window file. To go to them, follow these steps:
To remove a bookmark, open the Bookmark dialog box, click the name of the bookmark you want to remove, and click the Delete button.
If you want to take a break, I don't blame you in the least. This business of opening different windows, not to mention that bookmark stuff, is exhausting. If you go to recess now, don't swing the jump rope too wildly, and don't gamble your lunch money at hopscotch.
The eye, as nature intended it, is not meant to stare at a computer screen all day, and that makes the Zoom command all the more valuable. Instead of enlarging the type size of text, you can enlarge (or shrink) text with the Zoom command. The Zoom command doesn't alter type sizes in any way, shape, or form. All it does is change the size of the letters that appear on-screen.
This short lesson explains how to use the commands on the Zoom Control menus. To practice using the Zoom command, open the Zoom file in the Word101 folder and follow these steps:
As shown in Figure 13-5, the Zoom drop-down list is on the right side of the Standard toolbar. It offers percentage settings ranging from 500% to 10%. At 500 percent, the document looks five times as large on-screen as it does when it is printed.
You started at 100%, so the letters shrink to half their real size.
The letters get quite large. You would have little trouble reading these letters on an eye exam. Likewise, you can keep from straining your eyes by choosing a high percentage on the Zoom Control menu.
You don't have to choose from the percentages on the Zoom drop-down list. As this step demonstrates, you can choose your own percentage by typing it in the Zoom box and pressing Enter.
The text shrinks from 200% to 125% of its real size. These letters are still large and easy to read, too.
One of the great things about word processing is that you can recycle your work. If you've written something that would fit well in a document you're working on at present, or if you've written something that would nearly fit, you can insert the old document directly into the new one and take it from there. Lesson 13-4 explains how to do so.
For this exercise in inserting one document into another, you need the Insert Document file in the Word101 folder. Open that file now and follow these steps to complete this very short lesson:
You can insert a file anywhere in a document. When you choose Insert-->File, the file is inserted wherever the text cursor is located. You don't have to insert files at the end of documents, although in this case you're going to do just that.
The Insert File dialog box appears. In this dialog box, you choose the file you want to insert in the same way you choose a file you want to open in the Open dialog box. For this exercise, you will insert the Print Preview file.
The file you're going to insert is in the Word101 folder. Because you just opened the Insert Document file in the Word101 folder, Word101 very likely appears in the Look In box in the Insert File dialog box. The Insert File dialog box, like the Open dialog box, always opens to the folder where the last file you opened resides. If you want to insert a file that's in a different folder, click the Up One Level button and double-click on folder names until you arrive at the folder that holds the file you want to insert.
The entire file is inserted in the document.
More than likely, you have to make a few changes when you insert a file this way. Usually, the transition from the file you're working on to the file you inserted is abrupt so you have to write a paragraph to smooth over the transition and edit the inserted file to make it fit with the original. Nevertheless, the Insert-->File command is a good one to know about. Bottles, cans, and paper aren't the only things that you can recycle.
For the following questions, circle the letter of the correct answer or answers. You may find more than one right answer to each question.
1. To display different documents at the same time on-screen, choose which of these commands?
2. To open two different views of the same document, use which of the following commands?
3. How can you tell which is the active document on the Window menu?
4. To divide the screen in order to view two different parts of a document, you do the following:
5. Where is the Zoom Control menu located?
6. You use which of these techniques to copy one file into another?
Open the Window file in the Word101 folder and follow these steps to practice the techniques that I introduced in Unit 13:
1. Split the screen to see two different parts of the document.
2. Remove the split and then open a second window for the document.
3. Close the second window and go to the conclusion of the document by going to its bookmark.
4. Change the size of the letters on-screen by using commands in the Zoom Control menu.
5. Insert any old document into Window.
6. Close the Window file without saving your changes to it.