Word 2003 For Dummies®
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Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana
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Library of Congress Control Number: 2003101906
ISBN: 0-7645-3982-5
Manufactured in the United States of America
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Dan Gookin has been writing about technology for 20 years. He’s contributed articles to numerous high-tech magazines and written over 90 books on personal computing technology, many of them accurate.
Dan combines his love of writing with his interest in technology to create books that are informative, entertaining, and yet not boring. Having sold more than 14 million titles translated into over 30 languages, Dan can attest that his method of crafting computer tomes does seem to work.
Perhaps his most famous title is the original DOS For Dummies, published in 1991. It became the world’s fastest-selling computer book, at one time moving more copies per week than the New York Times #1 bestseller (though as a reference, it could not be listed on the NYT Bestseller list). From that book spawned the entire line of For Dummies books, which remains a publishing phenomena to this day.
Dan’s most recent titles include PCs For Dummies, 9th Edition; Buying a Computer For Dummies, 2004 Edition; Troubleshooting Your PC For Dummies; Dan Gookin’s Naked Windows® XP; and Dan Gookin’s Naked Office. He also publishes a free weekly computer newsletter, the “Weekly Wambooli Salad,” full of tips, how-tos, and computer news. He also maintains the vast and helpful Web page, www.wambooli.com
Dan holds a degree in Communications/Visual Arts from the University of California, San Diego. Presently he lives in the Pacific Northwest, where he enjoys spending time with his four boys in the gentle woods of Idaho.
We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/.
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Title
Introduction
About This Book
How to Use This Book
What You’re Not to Read
Foolish Assumptions
How This Book Is Organized
What’s Not Here
Icons Used in This Book
Where to Go from Here
Part I : Hello, Word!
Chapter 1: The Big Picture
The Good, Best, and Worst Ways to Start Word
Word on the Screen
Word’s Feeble Attempts to Help You
A Look at Your Keyboard
Quitting Word When You’re All Done
Chapter 2: How Most Folks Use Word
Overview (For the Impatient)
Starting a New Document
Typing (Or Hunting and Pecking)
Formatting Your Document
Getting Help
Save Your Stuff!
Getting It Down on Paper (Printing)
Close ’Er Up
Chapter 3: Basic Movement
Moving around Your Document
Going Here or There with the Go To Command
Going Back
Don’t Dog-Ear Your Monitor! Use the Bookmark Command
Using Secret Scroll Bar Buttons to Navigate
Chapter 4: Basic Editing
To Insert or to Overtype: That Is the Question
Deleting Stuff
Erase Your Mistakes with Undo Haste
Chapter 5: Search for This, Replace It with That
Text, O Text! Wherefore Art Thou?
Finding and Replacing
Finding and Replacing Formatting
Chapter 6: Working with Blocks of Text
Marking Blocks of Text
Deselecting a Block
Copying a Block
Moving a Block
Pasting a Block
Copying or Moving a Block with the Mouse
Copying and Moving with the F2 key
Copying Multiple Blocks (Collect and Paste)
Other Things to Do with Your Blocks
Chapter 7: How to Doing Your Speling and Grammer
Ewe Spell Grate
The Joys of AutoCorrect
Grammar Be Good
A Thesaurus Is Not a Colossal Prehistoric Beast
Making Every Word Count
Chapter 8: Basic Document Tricks
Saving a Document to Disk (The First Time)
Opening a Document on Disk
Chapter 9: Getting It Down on Paper
Preparing the Printer (Do This First!)
Preview Before You Print
Printing a Whole Document
Printing Bits and Pieces
Printing Several Documents
Printing More Than One Copy of Something
Canceling a Print Job (Omigosh!)
Chapter 10: Tips from a Word Guru
The Office Assistant Has Thought of Something!
Finding Your Place Quickly
Taking Advantage of the Repeat Key
Previewing Documents Before You Open Them
Multiple Document Mania
Part II : Letting Word Do the Formatting Work
Chapter 11: Formatting Characters, Fonts, and Text
How to Format Your Text
Changing the Font
Basic Character Formatting
Big Text, Little Text: Text Size Effects
Undoing All This Text-Formatting Nonsense
Doing the Font Dialog Box
Changing the CASE of Your Text
Chapter 12: Formatting Paragraphs
Paragraph-Formatting Techniques
Paragraph Justification and Alignment
Making Room Before, After, or Inside of Your Paragraphs
Changing a Paragraph’s Indentation
Who Died and Made This Thing Ruler?
Chapter 13: Formatting Tabs
The Story of Tab
The Tab Stops Here
Setting a Tab Stop
Using the Tabs Dialog Box
Setting Fearless Leader Tabs
Chapter 14: Formatting Pages
A Page Is a Sheet of Paper About “This” Big
Setting the Page’s Orientation (Landscape or Portrait Mode)
Marginal Information
Page Numbering
Starting a New Page
Deleting That Annoying Extra Blank Page at the End of Your Document
Chapter 15: Formatting Documents
All About Sections
The Joys of Headers and Footers
Chapter 16: Working with Styles
What Is a Style?
Where Your Styles Lurk
Creating a New Style
Proper Style Application
Using the Built-in Heading Styles
Managing All Your Various Styles
Chapter 17: Working with Templates
Ode to the Document Template
Using a Document Template
Creating Your Very Own Template
Modifying a Document Template
Attaching a Template to a Document
Understanding NORMAL.DOT
Chapter 18: Formatting and Spiffing-Up Tricks
What’s Going On with This Formatting!?
Let Word Do the Work for You
Centering a Page, Top to Bottom
Splash Around with Click-and-Type
Formatting Theft
Using AutoFormat
Automatic Formatting as It Happens
Chickening Out and Using a Wizard
Part III : Sprucing Up Your Document
Chapter 19: Borders, Boxes, and Shading
Boxing Your Text
Using the Border Button on the Toolbar
Giving Your Text Some Shade
Creating That Shocking White-on-Black Text
Chapter 20: Building Tables
Why Use Tables?
Splash Me Down a Table
A Quick Way to Cobble a Table Together
Automatically Spiffing Up Your Table
Chapter 21: Marching Your Text into Columns
Why Do Columns?
Splitting Your Text into Columns
Undoing Columns
Using the Columns Button on the Toolbar
Chapter 22: Lots O’ Lists O’ Stuff
Basic Lists 101
Understanding This List Thing
Using Footnotes or Endnotes (Or Both)
Chapter 23: Mixing Words and Pictures
“Where Can I Find Pictures?”
And Here’s a Picture!
Manipulating the Image
A Caption for Your Figure
Chapter 24: Inserting Objects
Inserting One Document into Another
More Fun Things to Insert
Part IV : Land of the Fun and Strange
Chapter 25: Other Ways of Viewing a Document
Working with Outlines
Viewing Your Outline
Printing Your Outline
Take a Ride on the Reading Layout Railroad
Chapter 26: Collaboration Tricks
Making Comments
Whip Out the Yellow Highlighter
Sharing Work with Revision Marks
Chapter 27: Working with Documents
Creating a New Folder
Using Another Folder
Finding Files in Word
Working with Groups of Files
Working with Non-Word Document Formats
Chapter 28: Modifying Word’s Appearance
Retooling the Toolbars
Zooming About
Tweak Central
Chapter 29: Breaking Your Word
General Things
Working with a Busted Document
Fixing Word When It’s Broken
What to Do When You Abandon All Hope
Part V : Creating Lotsa Stuff in Word
Chapter 30: Just Your Basic Letter and Envelope
Writing a Silly Old Letter
All about Envelopes
The Weird Concept of Envelopes as Documents
Chapter 31: Brochures and Greeting Cards
Your Basic Three-Part Pamphlet
Do-It-Yourself Greeting Cards
Chapter 32: Making Some Labels
All about Labels
Printing a Sheet of Identical Labels
Printing a Sheet of Identical Labels with Graphics
Part VI : The Part of Tens
Chapter 33: The Ten Commandments of Word
Thou Shalt Not Use Spaces Unnecessarily
Thou Shalt Not Press Enter at the End of Each Line
Thou Shalt Not Neglect Thy Keyboard
Thou Shalt Not Reset or Turn Off Thy PC until Thou Quittest Word and Windows
Thou Shalt Not Manually Number Thy Pages
Thou Shalt Not Use the Enter Key to Start a New Page
Thou Shalt Not Quit without Saving First
Thou Shalt Not Click OK Too Quickly
Thou Shalt Not Forget to Turn On Thy Printer
Thou Shalt Remember to Save Thy Work
Chapter 34: Ten Truly Bizarre Things
The Unbreakables
The Document Map
Hyphenation
Math
Macros
Making a Cross-Reference
The Joys of Research
Teaching Word to Read Your Lips
Understanding Smart Tags
What the Heck Is a “Digital Signature”?
Chapter 35: Ten Cool Tricks
Typing Strange Characters
Creating Fractions
Super- and Subscript Buttons on the Toolbar
Typing Characters Such as Ü, Ç, and Ñ
Lugging Blocks Around
AutoSummarize
Select All
Inserting the Date
Sorting
Automatic Save
Chapter 36: Ten Things Worth Remembering
Let Word Do the Work
Keep Printer Paper, Toner, and Supplies Handy
Keep References Handy
Keep Your Files Organized
Remember the Ctrl+Z Key!
Save Your Document Often!
Take Advantage of Multiple Windows
Use AutoText for Often-Typed Stuff
Use Clever, Memorable Filenames
Don’t Take It All Too Seriously
W elcome to Word 2003 For Dummies, the book that explodes the myths and renders sane the madness of Microsoft’s latest and greatest word processor, for the year 2003 and beyond.
Word is impressive and often imposing. More than just a word processor, Word is capable of putting down on the page just about anything. Do you need to know all that stuff?
No! You probably don’t even want to know everything that Word can do. You just want to know the basics, or some handy tricks, or read about some insight into the program so that you can hurry back to your work — and hopefully not be terrified in the process. If that’s you, you’ve found your book.
This book informs and entertains. It has a serious attitude problem. After all, you don’t need to love Word to use Word. It’s a tool. While some mechanics may love their Snap-on‰ tools, they just tools. So instead of hype, be prepared to read some informative, down-to-earth explanations — in English — of how to get the job done with Microsoft Word. You take your work seriously, but you definitely don’t need to take Word seriously.
I don’t intend for you to read this book from cover to cover. It’s not a novel, and if it were, I’d kill off all the characters at the end, so there would be no chance for a sequel (let alone a trilogy) and then no one would want to publish it anyway.
No, this book is a reference. Each chapter covers a specific topic or task that Word does. Within a chapter, you find self-contained sections, each of which describes how to perform a specific task or get something done. Sample sections you encounter in this book include
Saving your stuff
Cutting and pasting a block
Quickly finding your place
Aligning paragraphs
Cobbling a table together quickly
Opening a document for repair
Using a document template
There are no keys to memorize, no secret codes, no tricks, no videos to sleep by, and no wall charts. Instead, each section explains a topic as though it’s the first thing you read in this book. Nothing is assumed, and everything is cross-referenced. Technical terms and topics, when they come up, are neatly shoved to the side, where you can easily avoid reading them. The idea here isn’t for you to learn anything. This book’s philosophy is to help you look it up, figure it out, and get back to work.
This book is a doing book. It’s about getting things done in Word and the only assumption made is that you know what you want to do or at least you have a general or even vague idea. That’s fine in this book; nothing is assumed so you’ll never be utterly confused.
Word uses the mouse and menus to get things done, which is what you would expect from Windows. Yet there are times when various key combinations, several keys you may press together or in sequence, are required.
This is a keyboard shortcut:
Ctrl+Shift+P
This shortcut means that you should press and hold Ctrl and Shift together, press the P key, and then release all three keys.
Menu commands are listed like this:
File⇒Open
This command means that you open the File menu (with the mouse or the keyboard — it’s your choice) and then choose the Open command. You may see underlined letters on your menus; these letters represent “hot keys” used in Windows. You can press the Alt+F key combination to access the F in File and then the O (or Alt+O) to access the O in Open.
Note that in Windows, you may have to press the Alt key first (by itself) to activate the menu hot keys. Then you can use the hot keys to access menu and dialog box commands.
If I describe a message or something you see onscreen, it looks like this:
Cannot find hard drive, save elsewhere?
If you need further help operating your computer or a good general reference, I can recommend my book PCs For Dummies, published by Wiley Publishing, Inc. The book contains lots of useful information to supplement what you’ll find in this book.
Special technical sections dot this book like lemon pepper on Aunt Winnie’s fried chicken. They offer annoyingly endless and technical explanations, descriptions of advanced topics, or alternative commands that you really don’t need to know about. Each one of them is flagged with a special icon or enclosed in an electrified, barbed wire and poison ivy box (an idea I stole from the Terwilliker Piano Method books). Reading this stuff is optional.
Here are my assumptions about you. You use a computer. You use Windows, specifically Windows 2000 or Windows XP (Professional or Home). The Word 2003 product does not run on any other version of Windows (at least as this book goes to press). There are no specific issues between Word and Windows as far as this book is concerned.
Your word processor is Microsoft Word 2003, which may have come with your computer, or you may have purchased it separately either by itself or as part of the Microsoft Office 2003 suite of applications. Whatever. I refer to the program as “Word” throughout this book.
The program covered here is not Microsoft Works. That is a separate program sold by Microsoft; this book does not cover Works at all.
I do not assume that you have Microsoft Office installed. This book does not cover using Office or any of the other Office applications.
Finally, this book assumes that you’re running Word with the personalized menu system switched off. To confirm this, follow these steps inside the Word 2003 program:
1. Choose Tools ⇒Customize from the Menu bar.
This causes the Customize dialog box to appear.
2. Click the mouse on the Options tab in the Customize dialog box.
3. Click to put a check mark by the item that reads, “Always show full menus.”
4. Click the OK button.
By marking this setting, Word displays the full menus every time you access a menu command. Otherwise, you may not see all the commands on the menus, which can be frustrating.
This book contains six major parts, each of which is divided into several chapters. The chapters themselves have been sliced into smaller, modular sections. You can pick up the book and read any section without necessarily knowing what has already been covered in the rest of the book. Start anywhere.
Here is a breakdown of the parts and what you can find in them:
This part covers basic word processing, from entering text to saving a document, search and replace, spell-checking, working with blocks, and printing.
This part deals with formatting, from the smallest iota of text to formatting commands that span an entire document and more.
Beyond formatting, this part of the book covers additional things you can do with Word to make your document really stand out. Covered here are many of the intermediate-level features most users never bother with in Word.
This part covers some general and miscellaneous topics, items that others might consider to be too borderline bizarre to be found in a “beginners” book on Word.
This part presents a sample of Word’s potential. Each chapter outlines a special project you can do in Word by showing you step-by-step how to put things together.
How about “The Ten Commandments of Word”? Or consider “Ten Truly Bizarre Things.” Or the handy “Ten Things Worth Remembering.” This section is a gold mine of tens.
This book can be only so big. The book’s author, on the other hand, can grow to immense size! To keep them both in check, I’ve created a companion Web page. This site covers issues that may arise after the book goes to press. It’s not to contain anything “missing” from the book; no, you have everything you need right in your eager, ready-to-type hands. The Web page is just to keep things up-to-date. That way, I can offer you supplemental information after the book goes to press.
If you have Internet access and a Web browser, you can visit this book’s Web page at
www.wambooli.com/help/word
Additionally, I publish a free weekly newsletter that often contains tips, Q&A, shortcuts, and various lessons expanding the basic word processing knowledge presented here. Read more about my Weekly Wambooli Salad newsletter on this Web page:
www.wambooli.com/newsletter/weekly
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Start reading! Observe the table of contents and find something that interests you. Or look up your puzzle in the index.
If you’re new to Word, start off with Chapter 1.
If you’re an old hand at Word, consider checking out Part V for some inspiration.
Is Word broken? Fix it by checking out Chapter 29.
Read! Write! Produce!
By the way, I am available on the Internet if you need me. My e-mail address is dgookin@wambooli.com.
I reply to all my e-mail, so drop a note if you feel like saying, “Hi,” or have a question about Word or this book. And don’t forget to stop by the book’s Web page, mentioned earlier in this Introduction.
Enjoy the book. And enjoy Word. Or at least tolerate it.
In this part . . .
Back in the cave man days, our ancestors Og and Gronk sat around and dreamt of the day when they could have a proper computer with efficient word processing software available for them to express their thoughts. Alas, there was nothing there but rocks. So, as Og carefully began to carve his thoughts into the cave wall with a rock, Gronk let loose a tremendous prehistoric belch and the cave collapsed.
Don’t let your word processing attempts be so easily thwarted! Sure, we’ve come a long way from carving rocks and drawing on cave walls. The Ancient Egyptians gave us paper. The Phoenicians developed the alphabet. Gutenberg developed movable type. And the typewriter allowed those of us with utterly illegible handwriting to actually practice the art of writing without making the reader’s eyes cross.
And now we have the word processor. It’s so commonplace that people forget about Egyptian papyrus and Gutenberg and that old typewriter. Words fling out magically and can be erased, moved, searched, saved, and printed with just a few deft flicks of the wrist. Don’t let a prehistoric Gronk stand in the way of your word processing wishes. Cut lose and enjoy these several chapters that cover the bare basic beginnings of your word processing odyssey.