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I. INTRODUCTION TO WORD 2000.
II. USE EVERDAY WORD PROCESSING TECHNIQUES.
III. INCREASE PRODUCTIVITY.
IV. CREATE PROFESSIONAL DOCUMENTS.
V. INCORPORATE DATA AND OBJECTS FROM OTHER SOURCES.
VI. USE WORD AT WORK—REAL WORLD SOLUTIONS.
VII. USE WORD WITH THE INTERNET.
VIII. AUTOMATE, CUSTOMIZE, AND FINE-TUNE.
[Figures are not included in this sample chapter]
Microsoft Word 2000 is a word processing program designed for Windows 98 and WindowsNT 4.0 and later. Word can integrate information with other Microsoft Office productssuch as Excel and PowerPoint. For example, you can create a document in Word andsend the document's outline to PowerPoint.
Word is a powerful program and it is the most popular word processing programtoday. Word includes capabilities to create charts, drawings, and databases withindocuments (such as those used in mail merges). Word also has the capability to linkto charts, drawings, and databases that were created in other programs.
Files you create in Word can be mailed, saved, or converted to other file formatsso that you can open them in other programs. Files can also be saved as HTML documentsfor use on and distribution over the Internet.
Microsoft Word files are called documents and by default, filenames aregiven the extension of .doc. When you save a report you want to name "FirstQuarter Budget," Word will assign the file extension of .doc so that the fullfilename of your report becomes First Quarter Budget.doc.
This chapter reviews the basics of Word. The following sections are filled withreminders and refreshers on the fundamental elements of Word.
To learn more about charts, see page 445
To learn about creating drawings, see page 422
For information on databases and mail merge, see page 482
For information on linking Word information to other programs, see page 405
To learn about creating HTML and Internet documents, see page 592
Word 2000 can be started in several different ways. The method that you use dependson your personal preference and your system configuration. One way to start Wordis by locating the Word program on the Windows Start menu and clicking the programicon.
If you have Office 2000 installed, you can start Word from the Office toolbar(if you elected to display the Office toolbar when you start Windows). You can alsostart Word by choosing the Start menu and then selecting either New OfficeDocument or Open Office Document. If you choose New Office Document,the New Document dialog box appears. Click the General tab and choose BlankDocument. You are now ready to begin working in your new document. To start Wordand work on an existing document, click Start and select Open Office Document.From the files listed in the Open Office Document dialog box, select the one thatyou want to edit and choose Open.
Turning off the Office toolbar
To turn off the Microsoft Office toolbar, right-click the toolbar (the toolbar itself, not the buttons on the toolbar) and click Exit. Choose Yes or No to display the toolbar the next time you start your computer. To view the toolbar again, select the Microsoft Office Shortcut bar from your Start menu's list of programs.
When the document you want to edit is one on which you recently worked, you canopen that document and Word by clicking Start and then choosing Documentsfrom the menu. Select the document you want from the submenu that appears.
You might have a Word shortcut on your desktop and you can start Word by clickingthe Shortcut button.
If you do not have a shortcut to Word set up, you can create one.
Set Up a Word Shortcut
2. The Find: All Files dialog box appears. In the Named field, type Winword.exe. If you know that the program files for Word are located on a drive other than C:, choose the other drive in the Look In field. If you have multiple hard disks and don't know which one to search, you can search them all by choosing My Computer in the Look In field.
3. Click the Find Now button. When Windows is finished searching, the Word file appears in the dialog box as shown in Figure 3.1.
5. As you release your mouse, the icon changes from a file icon to a shortcut icon.
6. Close the dialog box.
Don't see the Formatting toolbar?
To display the Formatting toolbar, go to the View menu and select Toolbars. From the Toolbars submenu select Formatting. Also, your screen may have other toolbars showing or they may be arranged in a different order. Alternatively, you can right-click the menu and select Formatting from the pop-up menu.
Word contains elements that are common in other Windows programs--Title bar, Menubar, Status bar, scrollbars, Minimize button, Restore/Maximize button, Close button,and Control button. Depending on your default setup, you also might see the Standardtoolbar and a Formatting toolbar.
You should have a basic understanding of Windows and of these elements to useWord 2000 effectively. Figure 3.2 shows the major elements of the Word window.
To do almost anything in Word 2000 (except the actual writing), you must use acommand. Commands can be invoked in three different ways:
You can navigate a menu with a mouse or the keyboard. Menus are personalized inWord 2000. When you first click on a menu item, you see only the most frequentlyused list of menu items. As you use a menu, only the items that you use most oftenare immediately displayed on the menu.
To access a command in the menu using the mouse, click the menu name (such asFile). Because of the adaptive menu feature, you may not see all itemsavailable in the menu. To expand the menu, either hold your mouse on the menu barselection for a second, or click the arrows located at the bottom of the menu. Youcan also double-click the menu to see more options.
To access a menu using the keyboard, hold down the Alt key and press the underlinedletter.
Shortcut menus are available by right-clicking your mouse. These menus are contextsensitive; that is, they will change depending upon the item selectedor the task you are performing. For example, when you select text and then right-clickit, you will see a menu to change the font, add bullets and numbers, cut, copy, andso forth. If you right-click inside of text without selecting it first, the menudoes not include copy and paste.
To learn how to cut, copy, and paste using sh ortcut menus, see page 63
To learn more about text formatting, see page 73
To add bullets and numbering, see page 224
To activate a toolbar item, click its icon on the toolbar. If you are unsure ofan icon's purpose, point to it and wait briefly. A ScreenTip displays thename of the tool.
Toolbars contain the most commonly used commands. Toolbars available in Word containsets of related commands, such as the toolbar for Formatting, which contains font,font size, bold, italic, and so forth. New in this version of Word are personalizedtoolbars; that is, toolbars that change depending upon your usage of commands. Thishelps to keep the onscreen display of icons at a minimum, reducing screen clutter.You can tell whether all of the items on a toolbar are displayed by the absence orpresence of the More Buttons button on the right of the toolbar (see Figure 3.2).
If you click the More Buttons button, you will see the Add or RemoveButtons menu. Click that menu and a full set of available options for your toolbaris displayed along with the corresponding icon. Once you select an item from theAdd or Remove Buttons list, that icon will appear on your toolbar so that you don'thave to dig into the menu system again.
When you first start using Word, you may want to make some changes to the toolbarsby adding or deleting buttons. This is a simple process, but if you need additionalinstructions, refer to Chapter 31, "Customize and Fine-Tune Word."
Keyboard shortcuts are keystrokes that activate a command directly. Keyboard sshortcuts are not Alt plus a key to open the menu; they are keystrokes that bypassthe menu. Keystrokes that you use to open a menu, such as Alt plus a key, are referredto as accelerator keys.
Work more efficiently with keyboard shortcuts
We encourage you to use the keyboard techniques as much as possible. Push yourself to do it. The mouse is a crutch. Use the Alt key to open the menus and the arrow keys or hotkeys to navigate them. Use the keyboard shortcuts whenever they are available.
Word can help you to become familiar with keyboard shortcuts by displaying theshortcut keys in the ScreenTips boxes that appear when you point at an icon on atoolbar. To activate the ScreenTips feature, go to the Tools menu andselect Customize. In the Customize dialog box, click the Optionstab. In this tab, select the Show Shortcut Keys in ScreenTips checkbox.
The basic tasks you need to create letters are used in many types of documents.The following section walks you through how to create a basic Word document so thatyou may review the basics of working with Word documents.
To learn more about keyboard shortcuts, see page 54
To learn more about positioning and customizing toolbars, see pages 638 and 640
To learn more about customizing Word defaults, see page 650
When you first start Word, a new, blank document is displayed ready for you tobegin typing. Here's a quick refresher and a list of reminders regarding how to ent ertext, dates, and time. The basics of editing, saving, and closing documents alsoare covered:
Caution: Automatic update
If the date of your document is important, do not choose to automatically update. The date will change with future printings and the document will appear to have been composed on a date other than its original date.
For more information about Date and Time fields, see page 473
To learn more about using fields in document merging, see page 484
To learn more about saving documents and folders and file management, see page 137
To learn more about printing and Print Preview mode, see page 260
The Office Assistant is a cartoon that appears as one of several characters--forexample, a paper clip (named Clippit) or a small dog (named Rocky)--and is usuallypresent when you first open Word. The default character is Clippit. Throughout thisbook, you may see several different Office Assistants displayed in the figures. Ifthe Office Assistant is not visible, choose Microsoft Word Help fromthe Help menu or press F1.
When you begin typing a letter, a balloon may appear next to the Office Assistantthat offers to help you create the letter (see Figure 3.6). This is prompted by theword "Dear" followed by a name and a colon or comma. Once you type "DearJohn:" and press the Spacebar, th e Office Assistant appears ready to assistyou in writing your letter. Select Get Help with Writing the Letter to havethe Office Assistant help you.
The Office Assistant opens the Letter Wizard (see Figure 3.7) and offers informationor hints about how to choose the options in the dialog box.
Create a Letter Using a Wizard
2. From the Choose a Page Design drop-down list, select a look for your letter--Professional, Contemporary, Elegant, or Normal.
3. When you select a page design other than Normal or Current, the Wizard automatically selects the Include Header and Footer with Page Design option. The header and footer contain the return address information in these designs, as well as the page number if you have more than one page. If you don't want those items to appear, deselect the option.
4. From the Choose a Letter Style drop-down list, select how you want the paragraphs to indent--Full Block, Modified Block, or Semi-Block. If you aren't sure what these selections mean, choose one and a sample appears in the preview window.
5. Select Pre-Print ed Letterhead if you plan to print your letter on stationery. When you select this option, specify the position of the letterhead by making a selection from the Where on the Page Is the Letterhead? Drop-down list and enter the size of the letterhead (in inches) in the How Much Space Does the Letterhead Need? text box.
6. Click Next to continue entering information to build your letter (clicking Back in the Wizard takes you to the previous step). If you are using Outlook and are maintaining an Address Book in that application, you can click the Address Book button to use a name and address listed there. Otherwise, type a name in the Recipient's Name box (or select one you used previously). Enter the recipient's address in the Delivery Address box, pressing Shift+Enter each time you want to start a new line.
7. Under Salutation, select the type of greeting you want to use--Informal, Formal, Business, or Other. A suggested salutation appears in the text box, but you can select or enter another greeting. Click Next.
8. To add other elements to your letter, such as a subject line, select the appropriate option. Then select or enter text for that element.
9. Enter the name and address of anyone who should receive a carbon copy, or select carbon copy recipients from your Address Book. Click Next.
10. Enter your name or the name of the sender into the Sender's Name box (or select one). Then enter a Return Address (select Omit if the return address is preprinted).
11. Enter or select a Complimentar_y Closing and any elements you want included in the closing.
12. Click Finish to add all the elements to your letter and close the Letter Wizard.
13. Type Your Text Here is selected in the letter. Start typing the body of your letter, and your text will replace the highlighted text.
14. The Office Assistant asks whether you want to do more and offers to help make an envelope or a mailing label. If you need to go back and change some item in the Letter Wizard, that is another option offered by the Office Assistant. Click the option you want, or choose Cancel whether you need no further assistance.
15. Print and save the letter (if you attempt to close the letter without saving it, the Office Assistant will ask whether you want to save it).
The Office Assistant can't always guess what you want to do, although it doesstand by to help you as needed. To see the Office Assistant balloon, click the OfficeAssistant once. To get help creating a memo, do the following:
Create a Memo Using Office Assistant
2. Click Create a Memo in the balloon (see Figure 3.8).
4. To create the memo, click in the document window. Then choose the File menu and select New.
5. When the New dialog box appears (see Figure 3.9), click the Memo tab.
7. Follow the instructions in the Memo Wizard to set up your memo. Click Next to continue to the next step; click Back to return to the previous step. When you're finished selecting options, choose Finish. The Office Assistant will prompt you as you work through the wizard to help you choose a memo style and select options.
8. When the memo document first appears, there are areas in the document where Click Here and Type text appears. Click each of those areas and enter the appropriate text.
9. To fax or email your memo, click Send the Memo to Someone in the Office Assistant balloon. Otherwise, click Cancel to close the Office Assistant balloon.
10. Save and print your memo. The Office Assistant will prompt you to save the document if you close it without saving it f irst.
Word has onscreen help and, like all Microsoft products, additional help can befound by searching Microsoft Web sites. Help can be accessed in several ways, asdescribed in the following list:
The purpose of each help method differs slightly. If you know where to go in thehelp databases to find something, or you want to find all the information on a givenhelp topic, you can browse the Contents tab in the Help window.
If you know the name of a feature, you can search the Index tabfor it in the Help window.
If you don't know the name of a feature or its location in the help databases,you can do a full-text search. You c an do this in two different places--in the AnswerWizard tab in the Help window, or in the Office Assistant.
If you want to know what some item on the screen is supposed to do, point at itwith the mouse pointer. For some items, a Help Tip pops up and tells you about theobject. If that doesn't happen, click the object using What's This? help. A morecomprehensive explanation will pop up.
If all else fails, you can go to Microsoft's Web site where you can look up informationin the Microsoft Office Frequently Asked Questions (FAQ) page. You also can seekhelp directly from Microsoft support personnel.
If you know exactly where to go in Help to find the information you need, or youwant to research a topic thoroughly, Help Contents is for you. Access Help Contentsby choosing the Help menu and selecting Microsoft Word Help.If the Office Assistant is turned off, the Help window appears. Click the Contentstab on the left window pane.
Turning off the Office Assistant
To turn off the Office Assistant for an entire Word session, click Options in the Assistant balloon (if the balloon isn't visible, click the Assistant). Then deselect the option Use the Office Assistant on the Options tab and choose OK.
The Contents tab displays categories of information. When you double-click a categoryor click the small plus sign (+) to the left of it, the category expands to displayan indented list of either related subcategories or help topics, as shown in Figure3.10.
When you double-click a Help topic, the Help topic opens in the window pane tothe right of the Help window. To have this window float on top of all the other screenwindows so that you can (if you want) keep the help topic information open for referencewhile you work, click the Hide icon. Help articles may contain a labeled screen,a series of step-by-step instructions, or an explanation of a concept (see Figure3.11).
Seeing help topics
Can't read the full title of a Help topic? Just point to the topic and hold the pointer there briefly. The full text of the topic appears as a pop-up. Alternatively, drag the divider between the window panes to the right.
A Help topic that instructs you to carry out some task typically opens as narrowwindows on the right side of your screen so that you can leave them open while youwork. Some help topics include a Show Me button that, when clicked, indicatesthe menu or dialog box you need to access to perform the action you are querying.One or more For More Information buttons also may appear. These buttons openmore detailed Help topic windows. Finally, clicking text highlighted by underliningand colored green displays a definition of the highlighted term.
Each Help topic window also has the following buttons:
If you know the name of a Word feature, you can locate all references to thatfeature in the Help Index. The index, available on the Index tab ofthe Help window, presents a list of all the topics found that match the keyword youtype or select (see Figure 3.12). Enter the first characters of a word into the TypeKeywords field. As you type each character, the list in the Or ChooseKeywords list scrolls closer and closer to the item you are typing. If you typea word that does not appear in the index, the index list scrolls past the point whereyour word should have appeared. If that happens, just backspace and type anotherword.
If, for example, you type the word print in the Type Keywordsbox, the Or Choose Keywords list scrolls to the first word beginningwith "p" when you type the letter p, then scrolls to the firstword beginning with "pr" when you type the r, and so on. In general,the most efficient way to use the index is to type enough of the word you are lookingfor to get to that vicinity of the index, and then scroll through that part of thelist looking for promising entries.
After you type or select the keyword you want, click Search. A setof related topics appears in the Choose a Topic box. Select the oneyou want. To search for another topic, click Clear and begin again.
Word Help actually has two search features--the Answer Wizard tab,located in the Help window, and the Office Assistant. Answer Wizard uses a full-textindex to enable you to search for any word that appears in the help database. Thisdiffers from the Help Index (described in the previous section of this chapter),which only lists words that appear in help topic titles. The advantage of using theAnswer Wizard panel over the Index is that you mightfind relevant topics because you searched for a term that was significant but didnot appear in the title of the help topic. That's why we recommend that you use theIndex if you know the name by which Word refers to a topic, and usethe Answer Wizard feature (or Office Assistant, described in the nextsection), when you aren't sure how Word refers to a topic.
The Answer Wizard tab contains a text box and a topic list as shown inFigure 3.13. To search, enter a word, phrase, or question in the What WouldYou Like to Do? text box. Click the Search butt on, and a list ofrelated topics appears in the Select Topic to Display box. Double-clicka topic from the list to display that information in the Help Topic pane.
The Office Assistant can be amusing, helpful, and annoying. It uses what Microsoftcalls IntelliSense natural-language technology, which means that it can interpretquestions you pose to it, and it can anticipate what kinds of help you may need andoffer that help unbidden--based on what you are doing in your document. One of OfficeAssistant's more helpful features is its search feature, which you access by poppingup the balloon that asks "What would you like to do?"
If the Office Assistant is currently visible on your screen, click it to revealthe "What would you like to do?" balloon. If the Office Assistantisn't visible on your screen, press F1 (or choose Microsoft Word Helpfrom the Help menu) to pop it up. The "What would you liketo do?" balloon will pop up, too (see Figure 3.14).
Office Assistant not there?
If you turned the Office Assistant off so you could work with the Help window, choose Show the Office Assistant from the Help menu to reactivate it.
Enter any word, phrase, sentence, or question in the text field of the balloon,and then press Enter. The IntelliSense search engine tries to figure out from whatyou typed what help topics you might be looking for. The search engine pops up alist of help topics. You can select a help topic that you want by clicking it. AHelp Topics window opens for the topic that you choose.
As a demonstration of how the Office Assistant search engine works, enter theword keystroke in the balloon, and then press Enter. The list of topicsthat pops up should include the item "Shortcut Keys." Click that item andthe Shortcut Keys Help Topic window pops up. Browse through it; this window containsa list of links to categories of Help topics concerning shortcut keys for specificWord functions.
No Office Assistant?
Run Setup for Microsoft Office or Microsoft Word and select the Office Assistant as an installation option. Close Word and access the Control Panel by choosing the Start menu and selecting Settings. Then select Control Panel from the submenu. Double-click the Add/Remove Programs icon. Choose Microsoft Office or Microsoft Word and follow the instructions as the wizard guides you through setup.
The Office Assistant can be very helpful. If you are finding that you don't agree,that it's either not helpful or is way too intrusive, you should try to optimizeit to your liking before you give up on it. The Office Assistant can do a lot ofother things beside search for help topics. It also can display the following things:
That Office Assistant is underfoot!
If you find that the Office Assistant is in your way, even though you can drag it anywhere on the screen, make sure that Move When in the Way is checked as one of the Office Assistant options.
If Office Assistant is not doing these things for you, or if it is and you findthem unbearably annoying, you can change the Office Assistant options. Click theOffice Assistant to pop up its balloon, and then choose Options inthe balloon to open the Office Assistant dialog box with the Optionspanel displayed (see Figure 3.15). Set the options as desired--don't be afraid toexperiment with them, and remember to use What's This? help to get an explanationof any unclear item in the dialog box--then close the dialog box and see if the OfficeAssistant behaves more to your liking.
A Gallery of Characters
If you prefer to change to one of the other Office Assistant characters, click Options in the Office Assistant balloon, click the Gallery tab, and then click Back or Next to view the available characters. When you find one you want to use, choose OK. If you don't find a character you like in the Gallery, search the Microsoft Web site for more.
If you want to know what a particular icon, label, or other object is in the MicrosoftWord window or in a dialog box, you can find out in two different ways. First, inthe Word window, point at any object on the screen. After a second or so, the nameof the object might pop up. This alone may be enough to tell you what the objectis for. If not, or if no name pops up at all, try using What's This? help. Eitherpress Shift+F1 or choose What's This? from the Help menu.Your mouse pointer will change to an arrow and a question mark. With this pointerclick any object on the screen. A balloon usually pops up with a description of theobject (see Figure 3.16).
Depending on what you point at, the question mark pointer may disappear afteryou click an object. If it disappears, then you are back in normal pointer mode andyou can continue working or, if you want help on another screen object, you haveto press Shift+F1 again. Alternatively, if the pointer remains in What's This? mode(question mark in mouse pointer) and you want to turn off that mode, you can pressEsc, and the mouse pointer returns to normal.
In a dialog box, you can right-click an object to pop up a menu that has the entryWhat's This? in it, and then click What's This? to display the pop-upHelp window. Alternatively, click the icon in the upper-right corner of the dialogbox, and then click an object in the dialog box (see Figure 3.17).
If you have a connection to the World Wide Web and you feel a need to seek helpdirectly from Microsoft (or if you just want to take a short break to surf the Web),you can reach the Office Web site directly from within the Help menu.Open the Help menu and then select Office on the Web toopen your browser and connect to the Office Web site.
At the Office Web site, you can search a library of technical notes for topicsrelevant to your problem, or you can submit a query directly to Microsoft support.You can see what updates are available for Word (and other Microsoft programs) anddownload them if they look he lpful.
Like many other companies, Microsoft is making greater and greater use of theWorld Wide Web to provide support to users of its products. If you don't have accessto the World Wide Web yet, this may be just the excuse you need to finally obtainWeb access.