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- About This Book
- How to Use This Book
- What You're Not to Read
- Foolish Assumptions
- How This Book Is Organized
- Part I: The Basic WinWord Stuff
- Part II: Formatting or Making Your Prose Look Less Ugly
- Part III: Strange Things Living under the Hood
- Part IV: Working with Documents
- Part V: Working with Graphics
- Part VI: Help Me, Mr. Wizard!
- Part VII: The Part of Tens
- Icons Used in This Book
- Where to Go from Here
Part I: The Basic Word Stuff
- Chapter 1: The Whirlwind Word Tour (Basic Stuff)
- Two Simple Ways to Start Word
- The first and best of a gazillion ways to start Word
- The Microsoft Office bar way to start Word
- A Quick, Cursory Glance at the Word Screen
- Entering Text
- Typing away, la la la
- That annoying line of dots
- Editing a Document on Disk
- Getting Help
- The Word Help menu
- Help me Mr. Answer Wizard!
- Context-sensitive help
- Getting it Down on Paper (Printing)
- Save Your Stuff!
- Closing a Document
- Moving Right Along . . .
- Exiting Word
- Chapter 2: Word Keyboard 101
- Know Your Keyboard
- Press and Release!
- When to Press the Enter Key
- When to Use the Spacebar
- The Undo Keys
- What thoust do, thou canst undo
- Can't Undo? Here's why. . . .
- Redo, or Take Two
- The Kindergarten Keys: Cut, Copy, and Paste
- The Help Key
- The Repeat Key
- Chapter 3: Getting Around Your Document
- Your Basic Arrow Keys
- Using Ctrl with the Arrow Keys
- Moving by Great Leaps and Bounds
- Moving up and down one screenful of text
- Moving to the top or bottom of the current screen
- Moving to the end of a line
- Moving to the beginning of a line
- Moving up and down one page at a time
- Moving to the end of a document
- Moving to the beginning of a document
- Using the Go To Command
- Sailing with the Scroll Bars
- Going Back
- Using the Highly Useful Bookmark Command
- Setting a bookmark
- Finding a bookmark and moving to that spot in your document
- Chapter 4: Deleting and Destroying Text
- Insert and Overtype Modes
- Your Basic Delete Keys: Backspace and Delete
- The Backspace-Blip Phenomenon
- Deleting a Word
- Deleting a Line of Text
- Deleting Paragraphs
- Deleting Odd Shapes with Blocks
- Chapter 5: The Wonders of Find and Replace
- Finding Text
- Searching up, down, left, and right
- Finding secret codes
- Finding unprintable, unmentionable characters
- Find and Replace
- Find and Replace Spaces
- Find and Delete
- Chapter 6: Playing with Blocks
- Marking a Block
- Marking a block with your mouse
- Marking a block with your keyboard
- Another keyboard way: The Shift key
- Marking a block with the Find command
- Marking the whole dang-doodle document
- Copying and Pasting a Block
- Cutting and Pasting a Block
- Pasting a Previously Cut or Copied Block
- Odd Blocks and the Desktop
- Dragging a block out to the desktop
- Dragging a block in from the desktop
- Deleting a Block
- Formatting a Block
- Spell-Checking a Block
- Using Find and Replace in a Block
- Printing a Block
- Chapter 7: The Logical Spelling Solution
- Word's Amazing, Annoying On-the-Fly Spell-Checking
- You misspelled another one. You misspelled another one. You misspelled another one.
- Turning the bloody thing off
- Checking Your Spelling
- Checking Only One Word
- Adding Words to the Dictionary
- What? The Add Button Is Dimmed!
- Correcting Stuff As You Type
- Activating AutoCorrect
- Adding words to AutoCorrect's repertoire
- Checking Your Grammar (Woe is I)
- Using the Thesaurus
- Pulling a Word Count
- Chapter 8: Send This to the Printer!
- Getting the Printer Ready
- Plucking Out Printer
- Preview Your Printing
- Printing a Whole Document
- Printing a Specific Page
- Printing a Range of Pages
- Printing a Block
- Printing Several Documents
- Printing Envelopes
- Canceling a Print Job
Part II: Formatting -- or Making Your Prose Look Less Ugly
- Chapter 9: Formatting Characters
- Making Bold Text
- Making Italicized Text
- Making Underlined Text
- Text-Attribute Effects
- Text-Size Effects
- Making superscript text
- Making subscript text
- Making normal text
- Changing the font
- Converting to upper- and lowercase
- Inserting Oddball and Special Characters
- Chapter 10: Formatting Sentences and Paragraphs
- Centering Text
- Flushing Text Right
- Changing Line Spacing
- Indenting a Paragraph
- Double Indenting a Paragraph
- Making a Hanging Indent
- The Tab Stops Here
- The Fearless Leader Tabs
- Chapter 11: Formatting Pages and Documents
- tarting a New Page -- a Hard Page Break
- Taking a Break -- a Section Break
- Adjusting the Margins
- Setting the Page Size
- Landscape and Portrait
- Centering a page, top to bottom
- Where to Stick the Page Number
- Starting Off with a Different Page Number
- The Joys of Headers and Footers
- Adding a header or footer
- Editing a header or footer
- Using Footnotes
- Chapter 12: Using Tables and Columns
- Cobbling Tables Together
- Creating a table (the traditional, boring way)
- Creating a table (the unconventional way)
- Putting stuff in a table
- Changing a Table
- Adding and deleting rows and columns
- Adjusting the column width
- Doing the One-, Two-, Three-, Four-Column March
- Chapter 13: The Joys of AutoText
- The Tao of AutoText (Required Reading If You Haven't a Clue)
- Creating an AutoText Entry
- Using AutoText Entries
- Editing AutoText Entries
- Deleting AutoText Entries
- Chapter 14: Formatting with Style
- Using the Style Command
- Creating a new style
- Creating a character-only style
- Giving your style a shortcut key
- Using a style
- Changing the style
- Stealing Character Formatting
- Chapter 15: Templates and Wizards
- Creating a Document Template to Store Your Styles
- Creating a template complete with text
- Using a document template
- Changing a document template
- Chickening Out and Using a Wizard
- Chapter 16: Some Automatic Formatting Tricks
- Using AutoFormat
- Automatically Formatting (the Strange Way)
- Making the automatic formatting happen
- Automatic headings
- Automatic borders
- Automatic numbered lists
Part III: Strange Things Living under the Hood
Part IV: Working with Documents
- Chapter 17: Let's Work This Out Together
- Sharing Work with Revision Marks
- Annotations, or "Let me just jot this down"
- Whipping out the Yellow Highlighter
- Using the highlighter
- Removing highlighter
- Chapter 18: Organizing Your Thots
- Making Up a New Outline
- Adding topics to your outline
- Working with subtopics
- Adding a text topic
- Viewing the Outline
- Rearranging Topics
- Printing Your Outline
- Chapter 19: A Microscopic Macro Chapter
- A Brief Description of What a Macro Is
- Creating a Record-Your-Keystrokes Macro
- Playing back the macro
- Editing the macro
- Chapter 20: More Than a File -- a Document
- Working on Several Documents Simultaneously
- Seeing more than one document
- Working on two, or more, parts of the same document
- Using the old split-screen trick
- Saving a Document to Disk (the First Time)
- Saving a document to disk (after that)
- Saving a document to disk and quitting
- Saving and starting over with a clean slate
- Retrieving a Document from Disk
- Loading One Document into Another Document
- Doing It All Simultaneously
- Saving a gang of documents simultaneously
- Closing a gang of documents simultaneously
- Chapter 21: Other Documents -- Alien and ASCII
- Loading a Text File
- Saving a Text File
- Loading Documents Created by Alien Word Processors
- Saving Documents in Alien Formats
- Chapter 22: Managing Files
- Naming Files
- Finding a Place for Your Work
- Using Another Folder
- Creating a New Folder
- Finding Files in Word
- Looking at documents on disk
- Working with groups of files
- Opening files
- Printing files
- Chapter 23: Mail Merge Madness
- Understanding Mail Merge
- Using the Mail Merge Command
- Preparing the main document
- Preparing the data source
- Adding data to the data source
- Editing the data source file
- Inserting the fields
- Merge mania!
Part V: Working with Graphics
- Chapter 24: Making Purty Pictures
- Adding a Graphic Image
- Whence cometh thy graphical image?
- Slapping a graphic image into a document1
- Slapping it in a table
- Frame the thing
- Adjusting the Graphic Image
- Chapter 25: Word's Amazing Applets: Equation Editor, Graph, WordArt, and Word Picture
- The Great Word Applet Hunt
- Installing the applets
- The gestalt of the Word applets
- Employing the Equation Editor
- Grappling with Microsoft Graph
- Activating Microsoft WordArt
- Poking Around with Microsoft Picture
- Chapter 26: Your Basic DTP Stuff
- Making a Drop Cap
- Creating Cool Document Titles
- Formatting the text just so
- Centering your title perfectly
- Using the Borders and Shading Command
- Putting a box around your text
- Putting less than a box around your text
- Using the Border toolbar
- Shading your text
- Printing white on black
Part VI: Help Me, Mr. Wizard!
- Chapter 27: Face to Face with the Interface
- Looking at Your Document
- "My toolbar (or ruler) vanished!"
- Summoning toolbars
- Out, Damn Spots!
- "There's a Line Down the Left Side of My Screen!"
- "The Mouse Button Produces This Pop-Up Menu Thing!"
- "The Ruler Changed into a Line of Arrows, Numbers, and Whatnot!"
- Zooming About
- Chapter 28: The Printer Is Your Friend
- Feeding It Paper
- Unjamming the Printer
- Stopping Incessant Double-Spacing!
- Changing Ribbons and Toner
- "Where Did the Weird Characters Come From?"
- Chapter 29: Help Me! I'm Stuck!
- "I Can't Find Windows!"
- "I Can't Find Word!"
- "I Lost My Files!"
- "Where Did My Document Go?"
- "Where Am I Now?"
- "It's Not Printing!"
- "Oops! I Deleted My Document!"
Part VII: The Part of Tens
- Chapter 30: The Ten Commandments of Word
- I. Thou shalt not use spaces.
- II. Thou shalt not press Enter at the end of each line.
- III. Thou shalt not neglect thy keyboard.
- IV. Thou shalt not reset or turn off thy PC until thou quittest Word and Windows.
- V. Thou shalt not manually number thy pages.
- VI. Thou shalt not use the Enter key to start a new page.
- VII. Thou shalt not quit without saving first.
- VIII. Thou shalt not press OK too quickly.
- IX. Thou shalt not forget to turn on thy printer.
- X. Thou shalt not forget to back up thy work.
- Chapter 31: Ten Cool Tricks
- Printing Labels
- Bullets and Numbering
- Instant Floating Palettes
- Draft View
- Select All
- Inserting the Date
- Automatic Save
- Fast Saves
- Cool Characters
- Chapter 32: Ten Weird Things You Probably Don't Know About
- Paste Special
- The Style Gallery
- The Language Command
- The Customize Command
- Using the Options Dialog Box
- Inserting Fields
- WordPerfect Help
- Mousy Shortcuts
- Constructing a Master Document
- The Unbreakables
- Chapter 33: Ten Features You Don't Use but Paid for Anyway
- Table of Contents
- Address Book
- Various Send Commands
- Random Statistics
- Repagination Nonsense
- Chapter 34: Ten Shortcut Keys Worth Remembering
- Strange, WordPerfect-esque Function Keys
- F1, the Help! key
- Shift+F3, the Switch Case key
- The F4 Repeat Command key
- The Shift+F4 Repeat Find key
- Shift+F5, the "Take me back to where I was" key
- The Document Keys
- The Kindergarten Keys: Cut, Copy, Paste
- The Undo-Redo Keys
- Text-Formatting Shortcut Keys
- Font Formatting Keys
- Paragraph Formatting Keys
- Chapter 35: Ten Things Worth Remembering
- Don't Be Afraid of Your Keyboard
- Have a Supply of Diskettes Ready
- Keep Printer Paper, Toner, and Supplies Handy
- Keep References Handy
- Keep Your Files Organized
- Remember the Ctrl+Z Key!
- Save Your Document Often!
- Use AutoText for Often-Typed Stuff
- Use Clever, Memorable File Names
- Don't Take It All Too Seriously
Reader Response Card
The Whirlwind Word Tour (Basic Stuff)
In This Chapter
Welcome to the basic stuff! This chapter contains a brief description of how Word works, taking you from starting the program, writing something, this and that type of stuff, to turning off Word and doing something else with your computer. More specific stuff happens in later chapters and is cross-referenced here for your page-flipping enjoyment.
In Windows, there are about a gazillion different ways to start your work. I won't go into all of them here. Instead, to save wear and tear on your brain, the following sections outline the two most common, painless ways to start your word processor.
Here is the way you should start Word if you don't want to go crazy:
Physically, are you seated in a comfy chair? Are your hands properly poised over the keyboard -- high enough so that your old typing teacher, Mrs. Lattimore, won't whack you with a ruler should your wrists drop a millimeter below your palms? Good.
Mentally, ponder what you're about to do. "Will I become a computer nerd this way? And how would I look with that pocket protector and cellophane tape around the nose bridge of my glasses? Gosh, I don't even wear glasses! Okay. Deep breath. I will be brave."
The important stuff can usually be identified by the number of blinking lights it has -- a kind of status symbol in the computer community, you know.
Be happy that Bill Gates has decided that this is how you're supposed to use a computer. Remember, he uses the same thing. And he's a bazillionaire. Maybe it will work for you too? Naaa . . .
It's that thing that says Start in the lower-left corner of the screen (see Figure 1-1). Point the mouse at that thing and click the mouse's left button once.
If you can't see the Start button, press the Ctrl+Esc key combination (the Ctrl and Esc keys together).
Point the mouse at the word Programs on the Start Thing menu. Soon a submenu appears. (You don't have to click the mouse, just point.)
Look for the line on the Programs submenu that says Microsoft Word. Click the mouse on that line. (Now you have to click.)
Watch in amazement as your computer whizzes and whirs. Before too long, you see a screen that looks like Figure 1-3 (look ahead a few pages). It's Word stumbling into town! The whatzits of the screen are discussed in the section "A Quick, Cursory Glance at the Word Screen," a few inches from this spot.
If you're forced to use Word as part of the Microsoft Office, then you can quickly start Word using the Microsoft Office bar -- which is not where the guys and gals of Microsoft go after a hard day of programming (no, that's the Microsoft Office Espresso Bar).
The Office Bar is one of those numerous things hanging onto your Windows desktop. This thing can usually be found along the upper edge of the screen, toward the right (see Figure 1-2).
Click the mouse on the W thing -- the Word button. This starts Word lickety-split.
After Word starts, you are faced with the electronic version of "The Blank Page." This is the same idea-crippling concept that induced writer's block in several generations of typewriter users. With Word, it's worse; the screen is not only mostly blank, it is surrounded by bells, whistles, switches, and doodads that would be interesting if only they were edible.
Figure 1-3 shows the typical, blank Word screen. A few things are worth noting:
Here's a handy tip
Nestled amongst the various strips and bars on Word's screen you find the Tip of the Day. This is where Word attempts to impart some of its silicon-based wisdom on you. The value of its advice varies from the obscure ("You can use the style gallery to preview how using a different template will change your document's formatting"), to the inane ("You can undo most actions by clicking on the Undo button on the Standard toolbar"), to the truly useful ("You can hurt yourself if you run with scissors").
The Tip of the Day will also relate information regarding various word processing tasks as you fumble about doing your word processing chores. This can be sweet if you feel the help is useful. If you don't, click on the light bulb "Tip Wizard" button to make the Tip of the Day box go away.
To compose text in Word, use your keyboard -- that typewriter-like thing sitting in front of your computer and below the monitor. Go ahead, type away; let your fingers dance upon the keycaps! What you type appears on-screen, letter for letter -- even derogatory stuff about the computer. (Your PC doesn't care, but that doesn't mean that Word lacks feelings.)
|Algebra problem||What it means|
|Page xx||The page you're editing: 1 = the first page, 8 = the eighth page, and so on.|
|Sec xx||The section of the document you're editing (sections are something just about everyone ignores): 1 = the first section, 8 = the eighth, and so on. This number will almost always be 1 for section 1.|
|x/x||The page of the document you're editing over the total number of pages in the document. So, 1/8 means that you're on page one of an eight-page document. (This is not a math problem; 1/8 does not mean .125 here.)|
|At x.xx"||How far from the top of the document your text is in inches. At 4.89" means that the line you are editing is 4.89 inches from the top of the page. Like you would care.|
|Ln xx||What line you're editing. Ln 5 means that you're working on line 5, the fifth line down where line 1 is the first line on the page.|
|Col xx||What column you are in (columns being those vertical support structures for Greek-style architecture). In Word, the first column starts on the left side of the page, and the Col (column) numbers get bigger as you type toward the right side of the page. It's usually the number of characters and spaces you are over from the left margin.|
|TLA boxes||These boxes contain various TLAs (three-letter acronyms or abbreviations or what-have-you). Odd things to stick at the bottom of the screen, anyway. They appear "dimmed" when the option they represent isn't active. Check out the techy sidebar ("What those TLAs mean") for the obscure function each of them may serve.|
|Mr. Dictionary||This guy looks like a book with a "magic pen" writing something down. Actually, it's Word's on-the-fly spell checker in action -- a truly annoying piece of software engineering you can read about in Chapter 7.|
What those TLAs mean
The status bar contains five boxes with strange letter combinations in them. This list tells you what they mean:
REC: Someone, possibly you, is recording a macro. The word REC lets you know that you're recording the macro, which is better than repeating, "OK, I'm recording a macro" over and over in your head. Macros are such an obtuse subject that they're not covered until Chapter 19.
MRK: The Revision Marking feature is on. This feature enables you to see where someone else has made changes -- revisions -- to your document. See Chapter 17 for information about revision marks.
EXT: Text is being selected, or blocked off, by using the F8 key. Handy thing to know. For more, see Chapter 6.
OVR: Overtype mode is on. Refer to your orthodontist for correction (or look in Chapter 4 for information about deleting text).
WPH: For some silly reason, WordPerfect Help is on. As if anyone ever learned all those cryptic WordPerfect commands in the first place. Refer to Chapter 3 for information about this abnormality. When the letters appear "dim," the option is off. Black letters mean that the option is on.
Incidentally, you can switch any option on or off by double-clicking its cryptic TLA with your mouse. Better refer to the chapters mentioned above before you mess with such a trick.
Forbidden information about strip bars
This section has nothing to do with strip bars. Instead, the topic here is the information you get from those strips of information on the Word screen. Some of them may be visible -- others may not show up at all. Turning them on or off is discussed in Chapter 27.
Title bar: The first strip shows the name of your document. Every window in Windows has a title bar as well as the various buttons and gizmos Windows is famous for: the Control menu, the Maximize and Minimize buttons, the Close button, and the scroll bars you may see on the right and bottom sides of a window. (Please refer to your favorite book on Windows for an explanation of how all this stuff works and what relevance it has.)
Menu bar: The second strip contains a list of menus, each of which disguises a pull-down menu you use to select the many Word commands at your beck and call.
Standard toolbar: The third strip has lots of tools you can click to quickly use some of the more common Word commands. This strip may or may not be visible on your screen, depending on how Word is setup. The setup is discussed in Chapter 27.
Formatting toolbar: The fourth strip probably has the word Normal in it, on the left side. As with the Standard toolbar, this strip is optional. On the Formatting toolbar, you find the commands that apply styles, type sizes, fonts, attributes (bold, italics, and underline), justification choices (left, center, right, and full), tabs, and other fun formatting frivolity. Again, see Chapter 27 for more information about the toolbars.
Tip Wizard bar: A potential strip bar below the formatting toolbar is the tip-o-day toolbar, also known as the Tip Wizard bar. When you start Word, this thing shows you your tip of the day (see Figure 1-3). As you use Word, it may (or may not) offer suggestions about what to do next. (Personally I hide this bar, as described in the sidebar "Here's a handy tip," earlier in this chapter.)
Ruler: The fifth strip looks like a ruler. It is. And as with the toolbar and ribbon, your screen may not show the ruler -- especially if the country you're in despises monarchy.
New text is inserted right in front of where the toothpick cursor is blinking. For example, you can type this line:
Stop, Uncle Cedric! That's the baby's diaper cream.
If you want to change the tone of the sentence, move the toothpick cursor to just before the T in the. Type in the following text:
not toothpaste! It's
The new text is inserted as you type, with any existing text marching off to the right (and even to the next line), happily making room.
You may need to type an extra space after It's to separate it from the next word.
The whole sentence should now read:
Stop, Uncle Cedric! That's not toothpaste! It's the baby's diaper cream.
Eons ago, a word processor was judged superior if it had the famous word-wrap feature. This feature eliminated the need to press the Enter key at the end of each line of text, which is a requirement when you're using a typewriter. Word and all other modern word processors have this feature. If you're unfamiliar with it, you should get used to putting it to work for you.
With Word, when the text gets precariously close to the right margin, the last word is picked up and placed at the start of the next line. There's no need to press Enter, except when you want to end a paragraph.
Occasionally, you see a row of dots stretching from one side of the screen to the other -- like a line of ants, ants in military school, marching straight across your screen. Don't swat at it! That thing marks the end of one page and the beginning of another, called a page break. The text you see above the ants, er, dots, is on the preceding page; text below the dots is on the next page.
Page 5for page 5. When the cursor is below the dots, you see
Page 6for page 6.
Page Breakright in the middle of the line. This is a definite "I want a new page now" command given by the person who created the document. See Chapter 11, "Formatting Pages and Documents."
You use Word to create documents. The documents can be printed or saved to disk for later editing or printing. When a document has been saved to disk, it's considered a file "on" the disk. (You can still refer to it as a document.)
There are several ways to load and edit a document already on disk. Because this is Windows, why not use the mouse-menu method?
Using the mouse, click the word File on the menu bar, and a drop-down menu, well, drops down. Click the Open menu command, and the Open dialog box appears, as shown in Figure 1-4. (You also can click the Open tool, pictured to the left.)
Find the document name in the list and double-click it with the left mouse button. You can use the controls in the Open dialog box to whisk yourself around your disk drive and scout out files. Using the Open dialog box is standard Windows stuff. When you find your file, highlight it and click the OK button in the Open dialog box; or just double-click the filename with the left mouse button.
That group of latte-slurping, bespectacled, Birkenstock-wearing programmers up at Microsoft can make some delightful blunders every once in a while. However, no matter what else they do, they are forgiven. They put a wonderful, new and improved, technologically advanced, super-duper, ultra-brightening Help system into Word.
Well, actually Word's Help system is the same help system you find in just about every Windows program. It's activated by pressing the F1 key, and you can search for helpful topics or, if you're in the middle of something, grab help on only that one topic.
If you click Help on the menu bar, you open the Word Help menu. The only menu item worth bothering with is the first one, Microsoft Word Help Topics. This displays the multipaneled Word help dialog box, shown in Figure 1-5. The rest of the menu items in the Help menu can be cheerfully ignored.
When Word happens to be in a very good mood, it may slip into Answer Wizard mode, displaying a series of interactive dialog boxes that hopefully help you solve a problem one step at a time.
Word has two ways to wake up the Answer Wizard. The first is to choose the Answer Wizard panel from the help dialog box; the second happens when you stumble upon it while looking for help elsewhere. I'll assume you're being deliberate and clicking on the Answer Wizard panel in the Help dialog box here (see Figure 1-6).
The Help dialog box splashes on the screen.
This brings that panel forward, looking something like Figure 16.
Just type it in like you would ask your computer guru: "How do I make my text bigger?" Don't try to be cryptic or use big words you don't understand like people who testify before Congress do.
Word goes to work and displays related topics it thinks may help you. Scour the list and you may find one of them -- such as the item reading
Change the size of text and numbers, the third line down in the bottom half of Figure 1-6.
Now the Answer Wizard takes over, guiding you through the steps necessary to complete your task. Along the way you'll be asked to do various things, point and click the mouse, maybe type. (This is not a look-only operation.)
(This chapter has been abridged.)