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PART I: Word Processing.
PART II: Editing and Other Essentials.
PART III: Formatting Documents and Text.
PART IV: Printing your Documents.
PART V: Making your Work Go Faster.
PART VI: Desktop Publishing.
PART VII: Fancy and Esoteric Stuff.
PART VIII: Potpourri.
Glossary: Techie Talk.
Computers are supposed to make your work easier and faster. And if you can cut through all the jargon and technobabble, they can really do that.
Part V explains shortcuts and commands that will help you become a speedy user of Word 97. Everything in this part of the book was put here so that you can get off work an hour earlier and take the slow, scenic route home.
In this part . . .
Instead of pressing PgUp or PgDn or clicking the scroll bar to thrash around in a long document, you can use bookmarks. All you do is put a bookmark in an important spot in your document that you'll return to many times. When you want to return to that spot, choose Insert-->Bookmark, double-click the bookmark in the Bookmark dialog box, and click Cancel.
This mystery writer, true to the craft, wrote the end of the story first and used bookmarks to jump back and forth between the beginning and end to make all the clues fit together:
To place a bookmark in a document:
To go to a bookmark:
You can arrange bookmarks in the list in alphabetical order or by location in the document by choosing Name or Location at the bottom of the Bookmark dialog box. Click the Hidden bookmarks check box to see cross-references in the Bookmark Name box, although hidden bookmarks appear as code and don't tell you much about what they are or where they are in the document.
To delete a bookmark, select it in the Bookmark dialog box and click the Delete button.
Thanks to the miracle of computing, you can churn out form letters in the privacy of your home or office, just like the big companies do. To create form letters, you complete three steps:
Before you generate the form letter, write a first draft. You need to know precisely where the information that varies from recipient to recipient -- the names and addresses, for example -- goes before you start generating the letter.
To generate form letters:
Carefully consider which fields your form letter requires, and look in the Field Names in Header Row box to see which fields you need. Likely, your form letter needs the FirstName, LastName, Address1, City, State, and PostalCode field.
Now you see the main document again. This is where you type the text of the form letter. If you followed my advice, you have a first draft to copy from. Now all you have to do is insert the fields in the correct places.
Unless you or someone else has messed with the Word 97 Auto-Correct settings, the invisible hand of Word 97 corrects certain typos as you enter them. Try misspelling weird by typing wierd to see what I mean. Try entering two hyphens (- -) and you get an em dash (--). You can have Word 97 correct the typos you make often, and with a little cunning you can even use the AutoCorrect feature to enter long company names and hard-to-spell names on the fly.
To change the settings and make AutoCorrect work for you, choose Tools-->AutoCorrect. The AutoCorrect dialog box appears.
Click OK when you're done.
The Spelling dialog box has an AutoCorrect button. Click it when you're spell-checking a document to add the word you're correcting to the list of words that are "autocorrected." The AutoCorrect choice also appears on the shortcut menu when you right-click a misspelled word.
If AutoCorrect frustrates you, you don't have to ditch it altogether. You can have Word make exceptions for the words, proper names, and abbreviations you use. For example, if you work for QUestData Corp., you can make Word allow that name to stand but still correct other instances when you type two capital letters at the start of a word. If you use a certain abbreviation often, you can add it to the list of abbreviations that Word 97 lets stand without starting the next word with a capital letter. Here's how:
With a little cunning, you can use AutoCorrect to enter long words, long e-mail addresses, and the like. Suppose you are writing the definitive work on Gaetano Donizetti, the Italian opera composer. To keep from having to type his long name over and over, choose Tools-->AutoCorrect, enter /gd (or something similar) in the Replace box, enter the full name in the With box, and click Add. Now all you have to do is type /gd and a blank space, and AutoCorrect writes out the entire name. The catch is that you have to enter letters in the Replace box that you won't ever, ever, ever need to really use.
You can make Word 97 work your way by fiddling with the commands in the Options dialog box. You can even put menu commands in different places and invent your own keyboard shortcuts for executing commands. See also "Rearranging the Toolbars," also in Part V, to learn how to make toolbars with your favorite command buttons on them.
One glance at the ten tabs in the Options dialog box tells you that there is a lot to fiddle with. You can see this dialog box by choosing Tools-->Options. If you decide to play around with these options, do so carefully because you might change a setting, forget where you changed it, and not be able to change it back again.
You can decide for yourself which menu commands appear on which menus. You can also add macros, fonts, AutoText entries, and styles to menus. Doing so is easy, and if you make a mistake and want to go back to the original menus, that is easy, too.
The quickest (but scariest) way to remove a command from a menu is to press Ctrl+Alt+hyphen. When the cursor changes into an ominous black bar, simply select the menu command you want to remove. Press Esc, by the way, if you decide after you press Ctrl+Alt+hyphen that you don't want to remove menu commands.
A more precise way to remove menu commands or alter the menus is use the Commands tab of the Customize dialog box:
If you wish that you hadn't messed with the menus and want to repent, choose Tools-->Customize click the Commands tab, right-click on the name of the menu whose commands you fooled with, and choose Reset from the shortcut menu.
If you don't like Word 97 keyboard shortcuts, you can change them and invent keyboard shortcuts of your own. You can also assign keyboard shortcuts to symbols, macros, fonts, AutoText entries, and styles.
If you try to assign one that is already assigned, the words Currently assigned to and a command name appear below the Press New Shortcut Key box. You can override the pre-assigned keyboard assignment by entering a keyboard assignment of your own.
To delete a keyboard shortcut, display it in the Current Keys box, click it to select it, and click the Remove button.
You can always get the old keyboard shortcuts back by choosing the Reset All button in the Customize Keyboard dialog box. Click Yes when Word 97 asks whether you really want the old keyboard shortcuts back.
Put the text and graphics you use often on the Insert-->AutoText list. That way, you can enter the text or graphics simply by clicking a few menu commands or by choosing names from a toolbar. Addresses and company logos are ideal candidates for the Insert-->AutoText list because they take so long to enter.
To see how AutoText works, choose Insert-->AutoText and slowly slide the cursor over the AutoText command categories. As you do so, you see lists of the generic words and phrases that the mighty Microsoft Corporation thinks you are likely to need. To enter one of these words or phrases in a document, all you have to do is click it.
To create an AutoText entry:
You can also create a text entry by choosing Insert-->AutoText-->AutoText. In the AutoCorrect dialog box, click the AutoText tab, and then type the word or phrase in the Enter AutoText Entries here box. Click OK when you're done.
The fastest way to insert an AutoText entry is to place the cursor where you want it to go and start typing the entry's name. Midway through, a yellow bubble appears with the entire entry. Press Enter at that point to insert the whole thing:
Another speedy way to insert AutoText entries is to type the entry's name and then press F3.
You can also enter text or a graphic from the Insert-->AutoText list:
Yet another way to insert an AutoText entry is to display the AutoText toolbar, click on the drop-down menu, and click on the entry.
To delete an AutoText entry, choose Insert-->AutoText-->AutoText, click the AutoText tab, click the entry you want to delete, and click the Delete button.
Those yellow AutoText bubbles can be very annoying. They pop up in the oddest places. Try typing the name of a month, for example, to see what I mean. To keep the bubbles from appearing, choose Insert-->AutoText-->AutoText and click to remove the check mark from the Show AutoComplete Tips for AutoText and Dates check box.