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Word A to Z
- Active and Inactive Windows
- Active Document
- Adding Document Pictures
- Alignment see Indentation and Alignment
- Annotations see Comments
- Application Window
- Applying Styles
- ASCII Text Files
- AutoCorrect Options
- Automatic Grammar Checking
- Automatic Spell Checking
When you have a question, you want a quick, easy answer. Word A to Z, which starts on the next page, should provide just these sorts of answers. It lists in alphabetic order the tools, terms, and techniques you'll need to know.
Active and Inactive Windows
The active document window is the one you see in the Word program window. Any Word commands you choose affect the document in the active document window.
The active program window-such as the Word program window-is the one that appears in front of any other program windows on your screen. (That window is called the foreground. The inactive program windows, if inactive programs are running, appear in the�background.)
Opening Program Windows
You can open a different program window by clicking the window or by clicking its button on the Taskbar.
Opening Document Windows
You can open a different document window by clicking the window, clicking its button on the Taskbar, or choosing the Window menu command that names the window.
The active document is the one you can see in the Word program window. That document is also the one that chosen commands act on.
Changing theactive document
You can flip-flop between open documents-if you have more than one open-by pressing Alt Tab, or by choosing one of the numbered menu commands from the Window menu. Each numbered command names a different document window.
Word customizes its menus so that they supply only the commands you choose and its toolbars so that they provide only the tools you use. This adaptability makes it easier for you to find the menu commands and toolbar buttons you regularly use.
You still have access to all Word's features even with its adaptability, however. If you point to the double-arrow at the bottom of a menu or linger on a menu without choosing a command, Word displays its long menus, which supply all your commands. If you click the double arrow toolbar button, you display an extended set of toolbar buttons.
SEE ALSO Personal Menus and Toolbars
Adding Document Pictures
You can easily add pictures to a document as long as a file is storing the picture on disk. Note too that Word comes with hundreds of clip art pictures stored in the Clipart folder.
- Move the insertion point to where the picture should be placed.
- Choose the Insert menu's Picture command.
- Choose the submenu's Clip Art command.
- Click the Pictures, Sounds, or Motion Clips tab.
- Scroll to see the image, sound, or video you want. Click it, and click the Insert Clip icon.
If a picture already exists in a document, you can copy it to a new location. To do this, select the picture, choose the Edit menu's Copy command, reposition the insertion point, and then choose the Edit menu's Paste command.
SEE ALSO Charts; Drag-and-Drop; Drawing; Moving Pictures; Resizing Pictures; Selecting; WordArt
Alignment see Indentation and Alignment
Annotations see Comments
The application window is the rectangle in which an application such as Word displays its menu bar, toolbars, and any open document windows. This book refers to application windows as program windows because the window appears after you start a program.
To apply a style to the current selection, click the Style toolbar button down-arrow to open the Style box and select a style.
Another way to apply styles
When you use the Personal toolbar's Format Painter tool, you copy the formatting style from the current insertion point to some other text.
ASCII Text Files
An ASCII text file is simply a file that uses only ASCII characters. You can import an ASCII text file by using the File menu's Open command. Simply enter the filename and the extension in the File Name text box.
Sharing data among programs
Word will open, or import, a text file. Many programs-spreadsheets, databases, and accounting programs, among others-produce text files. Note, then, that you can share data among programs by moving the data as a text file-particularly as a text file that contains only ASCII characters.
SEE ALSO Importing Documents
People type many phrases frequently: the current date; letter salutations and closings; and notices like Attn, Confidential, and Via Overnight Mail. Word knows about many commonly typed phrases. When you start typing them, a tip appears above the insertion point and displays the entire phrase Word thinks that you want to type. To let the Word AutoComplete feature finish typing the phrase for you, press Enter. If the AutoComplete guess isn't correct, just ignore it and keep typing. The tip disappears.To Turn AutoComplete on or off, follow these steps:
- Choose the Insert menu's AutoText command, and then choose the submenu's AutoText command.
- In the dialog box, click the AutoText tab.
- Select the Show AutoComplete Tip For AutoText And Dates check box to turn AutoComplete on. Or click to clear this box and turn AutoComplete off.
Expanding AutoComplete's power
You can tell AutoComplete to finish your personal collection of most frequently typed phrases by adding them as AutoText entries and making sure that AutoComplete is turned on.
AutoCorrect seeks out and corrects many types of common errors as you work, including errors in spelling, nonstandard capitalization, and more. For instance, if you misspell the word the as teh, AutoCorrect fixes your mistake. If you find AutoCorrect making changes that aren't corrections, however, you can fine-tune the AutoCorrect Options.
AutoCorrect OptionsAutoCorrect works well as the Word Setup program installs it, but you can fine-tune its operation. To change the way AutoCorrect works, follow these steps:
- Choose the Tools menu's AutoCorrect command.
- Select check boxes in the AutoCorrect dialog box for the corrections you want Word to make.
- Select the Replace Text As You Type check box to have Word fix spelling mistakes as you make them. (I recommend using this feature.)
- To augment Word's list of commonly misspelled words, type the misspelling in the Replace text box and then type the correct spelling in the With text box.
- Click Add to add the misspelled word/correctly spelled word combination to the list box.
- To specify words you don't want AutoCorrect to change according to the "normal" rules of capitalization, just click Exceptions, type the words in the appropriate box on either the First Letter tab or Initial Caps tab, and then click Add. Word will then recognize your preferred versions of these words as valid.
Additional AutoCorrect features
If you select the Correct Accidental Usage Of Caps Lock Key option, Word will automatically insert the correctly capitalized or lowercase version of a word you've typed with the Caps Lock key inadvertently turned on, and then it will turn off the Caps Lock key for you. You can also use the Replace and With boxes to replace specified text with symbols of your choosing. (This way, you don't have to bother navigating through menus and dialog box tabs every time you want to insert a symbol that's not on the keyboard.) If you ask it to, AutoCorrect will even replace text or symbols you use repeatedly with something other than text or symbols, such as a logo.
AutoFormatIf you want, you can tell Word to format your document for you automatically. To do this, choose the Format menu's AutoFormat command. Word looks through your document and then formats it by applying a set of standard styles.
If you choose AutoFormat And Review Each Change, Word gives you the chance to review and either accept or reject the changes AutoFormat has made-either in total or individually (by clicking Review Changes and using the forward and backward Find buttons)-and the chance to apply custom styles from the Style Gallery.
You'll also want to check out the AutoFormat As You Type option. Choose the Tools menu's AutoCorrect command, and click the AutoFormat As You Type tab. Select the check boxes next to the items you want to turn on (checked) or off (cleared).
This setting does exactly what its name suggests; just select in its groups of options whatever check boxes you want. As soon as you close the Options dialog box and begin typing your document, Word will start applying the formatting, making the adjustments, and replacing the characters you specified.
Automatic Grammar Checking
Word can check the grammar of your documents automatically. If Word sees a phrase or sentence that looks erroneous, it underlines the word with a wavy green line. If you right-click the word, Word displays a shortcut menu that lists suggested edits (if Word can guess how the phrase or sentence should be rewritten) and commands you can use to tell Word that the phrase or sentence is written correctly.
You can exert quite a bit of control over the way Word checks grammar. To do this, choose the Tools menu's Spelling And Grammar command. Then click Options in the Spelling And Grammar dialog box. Select Grammar check boxes to describe how and when you want grammar checked. Select an option from the Writing Style drop-down list box to indicate the grammar standard to which you want to hold your document. You can also click Settings to display a list box that lets you select which grammar rules Word applies in its grammar checking.
SEE ALSO Automatic Spell Checking; Readability
Automatic Spell Checking
Word spell-checks your documents automatically. If it sees a word that looks misspelled, it underlines the word with a wavy red line.
Using Automatic Spell Checking
If you right-click the word, Word displays a shortcut menu that lists suggested spellings (if Word can guess what you've tried to spell) and commands you can use to tell Word that the word is spelled correctly. If the Word shortcut menu lists the word you wanted to spell, select it. If not, choose the Spelling command. The Spelling dialog box appears. To use the Spelling dialog box, follow these steps:
- Type the correct spelling in the Not In Dictionary box, or select the word you want in the Suggestions list, if you see it there, and click Change. Or if you want to leave the word spelled as it is, click either Ignore or Ignore All.
- If you want to fix all subsequent occurrences of the word, click Change All.
- If Word has incorrectly identified a word as misspelled and you want to add the word to the Word spelling dictionary, click Add.
Fine-Tuning Automatic Spell Checking
As with automatic grammar checking, you can control the way Word checks spelling. To do this, follow these steps:
- Choose the Tools menu's Options command.
- Click the Spelling & Grammar tab.
- Select Spelling check boxes to specify how and when Word should check spelling. For example, if you want Word to check spelling as you type, select the Check Spelling As You Type check box.
Edit your dictionary
You can edit your custom dictionary by selecting it, clicking the Dictionaries button, and then clicking Edit.
You can tell Word that it should automatically save your documents on a regular basis. To turn on the AutoRecover feature, follow these steps:
- Choose the Tools menu's Options command.
- Click the Save tab.
- Select the Save AutoRecover Info Every check box to turn on Word's automatic file-recovery feature.
- Specify how often the document file should be saved for recovery. Word saves the document in the same location and with the same filename.
SEE ALSO Saving Documents
This handy, new feature automatically creates a summary of key points in the active document. Choose the Tools menu's AutoSummarize command to tell Word to highlight key points in your document, build an executive summary or abstract at its head, or create a summary in a separate document. To use AutoSummarize, follow these steps:
- Choose the Tools menu's AutoSummarize command.
- In the Type of Summary area, select the kind of summary you want.
- Select a percentage from the Percent Of Original drop-down list box to tell Word how long to make the summary in terms of percentage of the original document.
- Select the Update Document Statistics check box to update document statistics (the ones listed in the File menu's Properties dialog box) when summarizing.
- Click OK.
If you chose to highlight key points in the document or to hide everything except the summary, the AutoSummarize toolbar appears along with the completed summary. Click Highlight/Show Only Summary to switch between viewing the whole document with key points highlighted and the summary only. Click Close on the AutoSummarize toolbar to return to a normal view of your document without the summary.
You can use AutoText to automate the entry of a word or phrase you type repeatedly. For example, if you have to type a lengthy product name again and again-particularly if it's one that's easy to misspell-you can create an AutoText entry for the text. After you create an AutoText entry, all you need to do is begin typing the product name. As soon as Word recognizes what you're doing, it completes the text. To accept the completed text, press Enter.