microsoft office word 2003 bible

His books include Microsoft Word 2000 Bible and Word 97 Bible published by Wiley.. Youlearn the basics of working in the Word 2003 environment, how to create and edit documents,search an

Word 2003 Bible

Brent Heslop, David Angell, and Peter Kent

Word 2003 Bible

Word 2003 Bible

Brent Heslop, David Angell, and Peter Kent

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST EFFORTS IN PREPARING THIS BOOK, THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED

OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION YOU SHOULD CONSULT WITH A PRO- FESSIONAL WHERE APPROPRIATE NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR OTHER DAMAGES.

Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

Library of Congress Card Number: 2003101910

Trademarks: Wiley, the Wiley Publishing logo and related trade dress are trademarks or registered trademarks of Wiley

Publishing, Inc., in the United States and other countries, and may not be used without written permission All othertrademarks are the property of their respective owners Wiley Publishing, Inc., is not associated with any product orvendor mentioned in this book

is a trademark of Wiley Publishing, Inc.

About the Authors

Brent Heslop is an avid Word user He has coauthored more than 15 books and written

numerous magazine articles using Word He also works as a consultant and teaches HTML

publishing and interactive programming classes His books include Microsoft Word 2000 Bible and Word 97 Bible (published by Wiley).

David Angell is a computer industry writer and consultant He has used Word as his word

processing workbench since the early days of Word for MS-DOS David has authored and

coauthored more than 14 books His books include Word 2000 Bible, Word 97 Bible, and DSL For Dummies (all published by Wiley) David is also a principal in angell.com, an Internet and

ISDN consulting and technical communications firm

Peter Kent has used Microsoft Word for 14 years to write 50 books, scores of technical

man-uals, and literally thousands of magazine articles and corporate documents He has worked

in the software development business for nearly 22 years, designing and testing software,writing documentation, and training users He is the author of the widely reviewed and

praised Poor Richard’s Web Site Today, he is vice president of marketing for Indigio, an

e-services firm

Mary Beth Wakefield

Vice President & Executive Group Publisher

Quality Control Technicians

Laura Albert John Tyler Connoley John Greenough Andy Hollandbeck

Senior Permissions Editor

For Nick and Chris

Welcome to the Word 2003 Bible As part of the Wiley Bible series, this book emphasizes

“handiness” by giving you complete coverage of Word 2003 in an easy-to-use format Inthis book, you find all the information that you need to successfully use Word, whether you’re

a new or experienced user To make it as easy as possible to find, understand, and implementinformation, throughout the text the major tasks are clearly delineated This guide isdesigned to facilitate your access to Word and get you quickly on your way to getting themost out of this truly exciting and powerful new product

Who Should Read This Book

The Word 2003 Bible is both a tutorial for beginners as well as a complete reference for

experienced Word users If you’re upgrading to Word 2003, you will find that this book fullyintegrates the new features with those that remain the same, so you can learn about new features in the context of features with which you are already familiar

How This Book Is Organized

This book matches the way you work with Word 2003 Organized into seven parts, it startswith the fundamentals and builds on them as you progress through the book Each chaptercan stand on its own or point you to any additional information you need

Part I: The Fundamentals

Part I explains mastering the rich assortment of Word’s essential word-processing tasks Youlearn the basics of working in the Word 2003 environment, how to create and edit documents,search and replace specific text or formatting, print documents, and manage document files

Part II: Beyond the Basics

Part II covers working with Word’s features that, though still related to the manipulation oftext, are a little more advanced You learn how to proof your work, check spelling and grammar,and even how to use Word as a research tool You find out how to place text into tables, how

to work with sections, columns, and page formatting You can also find out about someextremely useful “linking” tools—bookmarks, cross-references, footnotes, indexes, and tables

of various kinds

Part III: Working More Effectively

In this part of the book you can find out how to use the tools that are intended to help you

“speed up the process.” This part looks at how styles and autoformatting can help you formattext very quickly by automating the process and how templates, wizards, and themes can

document-layout principles—what looks good, what looks bad—and a chapter that explainshow you can speak and Word will understand (perhaps) and convert your words to text.

Part IV: Inserting Pictures and Other Content

Part IV delves into Word’s graphics capabilities to create dazzling documents as well as integrating content from other Office applications into your Word documents You learnhow to use Word’s powerful graphics features, including choosing the right image file format,editing graphics, laying out your documents, and creating WordArt to add shaped text withspecial effects You learn how to bring information from other Office applications, includingMicrosoft Access, Microsoft PowerPoint, and Microsoft Excel This part also covers how touse Microsoft Graph Chart and Microsoft Equation, which are included with Office

Part V: Complex Documents: Mail Merge, Forms, Outlines, and Web Pages

Part V covers creating more complex documents By the time you finish this part of the bookyou will know how to use Word’s mail merge tools to create and print form letters, envelopes,labels, and lists by merging information from a database You also learn how to create yourown interactive forms and tie them directly to a database, how to use outlines and masterdocuments to organize your thoughts and text, and how to work with Word’s HTML Web pagefeatures

Part VI: Distribution and Collaboration

Part VI explains how to work with Word’s workgroup collaboration tools You may be prised at what you find in this section—even many users who have been working with Wordfor a decade or more are unaware of some of the neat collaboration tools, and this version

sur-of Word has made them even better In this part, you see how to share documents among colleagues—and even merge their changes back into the original You find out how to fax ande-mail documents and how to use SharePoint services to build document areas online thatincorporate document libraries with discussions, to-do lists, calendars, and more And youlearn about Word’s comment and review features

Part VII: Customizing and Troubleshooting Word

Part VII explains troubleshooting Word’s idiosyncrasies, customizing Word to fit the way youwork, and automating Word tasks You learn how to overcome common and not-so-commonWord problems, and then go on to tailoring Word’s menus, toolbars, and shortcut keys to theway you work In addition, you delve into how to master field codes and macros to simplifyand automate Word tasks and learn how to secure your information so only approved peoplecan view or edit it

Appendixes

In Appendix A, you get a detailed survey of the new and improved features in Word 2003, aswell as the changes that took place between Word 2000 and Word 2002 (for those of you whomay be upgrading from Word 2000) Appendix B provides information about the bounty ofsoftware included on the book’s companion CD-ROM

Preface

How to Approach This Book

If you are starting out with Word for the first time, Chapters 1 through 12 lay out the processing essentials of Word Read these chapters, and you’ll know how to create attractivedocuments quickly and relatively efficiently From this base, you can move through the ranks ofmore advanced topics as you need them Even if you’re an experienced Word user, you’ll want tocheck out Chapters 1 through 12 because of the many changes in Word’s basic word-processingcapabilities You can use Appendix A as your guide to what’s new in this version of Word

word-If you spend much time at all with Word, you’ll want to read Chapters 13 through 16 becausethe information in those chapters can end up saving you many hours by helping you learnhow to work more effectively using several advanced tools Of course, if you eventually want

to insert pictures and other content into your documents, you’ll want to read Chapters 17and 18 But consider also spending some time with Chapters 19, 20, and 21 They offer useful “secrets” that the average Word user may not know about

Take a look at Chapters 22 through 24 if you need to create mail-merged labels, letters, andenvelopes, if you want to create fill-in forms, or if you want to exploit the power of Word’sfields And anyone who works with large documents really should read Chapter 25, whereyou learn about Word’s outlining feature and master documents

If you are planning to build Web pages, read Chapters 26 and 27 to find out how Word canhelp you—and why you might not want to use Word! And if you work in conjunction with others, in workgroups or some other kind of collaboration, take a look at the chapters inPart VI, which offer information on tools that can save you a lot time in collaborative tasks

One thing to keep in mind as you use this book is that you may notice some differences inwhat you see depending on whether you’re running Windows 2000 or Windows XP You mayalso notice differences depending on whether you’ve kept the XP default settings or cus-tomized them, or if you’re using the Windows XP Classic Windows settings, which lets youmake XP look like Windows 2000 Taking all of these things into consideration, what you see

on your screen may not be exactly what is described or shown here.

Using the companion CD-ROM and Web site

Wiley has provided so much add-on value to this book that we couldn’t fit it all on one CD!

With the purchase of this book, you not only get access to lots of bonus software programsand demos, you also get an entire eBook—free!

Please take a few minutes to explore the bonus material included on the CD:

✦ Bonus software: A plethora of programs (shareware, freeware, GNU software, trials,

demos, and evaluation software) that work with Office A ReadMe file on the CDincludes complete descriptions of each software item

✦ Office 2003 Super Bible eBook: Wiley created this special eBook, consisting of over 500

pages of content about how Microsoft Office components work together and with otherproducts The content has been pulled from select chapters of the individual Office

Bible titles In addition, some original content has been created just for this Super Bible.

✦ PDF version of this title: As always, if you prefer your text in electronic format, the CD

offers a completely searchable PDF version of the book you hold in your hands

After you familiarize yourself with all that we have packed onto the CD, be sure to visit the

Note

✦ Links to all the software that wouldn’t fit on the CD

✦ Links to all the software found on the CD

✦ Complete, detailed tables of contents for all the Wiley Office 2003 Bibles: Access 2003 Bible, Excel 2003 Bible, FrontPage 2003 Bible, Office 2003 Bible, Outlook 2003 Bible, PowerPoint 2003 Bible, and Word 2003 Bible

✦ Links to other Wiley Office titles

Conventions Used in This Book

To make this book as easy as possible to use, icons in the margins alert you to special orimportant information Look for the following icons:

Marks a warning about a particular procedure to which you should pay particular attention

Points you to another place where additional information on the current topic can be found

Marks a special point or supplementary information about a feature or task

Marks a tip that saves you time and helps you work more efficiently

Points you to helpful software provided on the accompanying CD

To further assist you in reading and learning the material in this book, the following formattingconventions are used throughout:

✦ Text you are asked to type appears in bold.

✦ New words and phrases that may require definition and explanation appear in italics.

Text that carries emphasis and single characters that may be easy to lose in the textalso appear in italics

✦ Menu commands are indicated in sequential order by using the command arrow File ➪Open, for example, indicates that you should click the File menu and then choose theOpen command

✦ Keyboard shortcut keys look like this: Alt+Tab

✦ When instructed to click an item, press the left mouse button unless otherwise fied When you should use the right mouse button instead, you are asked to right-click.

speci-Of course, this will be different for left-handed users

On the CD-ROM Tip Note

Cross-Reference

Caution

We owe a debt of gratitude to numerous people who helped us make this book a reality.First, we want to thank Jim Minatel, our acquisitions editor at Wiley Publishing, who

gave us the opportunity to work on this Bible.

We would like to thank our project editor, Jodi Jensen, who was instrumental in keeping thetraffic moving One person who carries a tremendous load in getting a book to press is thedevelopment editor We are very grateful to have had Kevin Kent as our DE Kevin did a greatjob encouraging us and sharing ideas to help us better organize and improve the text Wewould also like to thank Herb Tyson, technical editor, who provided a great deal of information and expertise about a plethora of little details, and Kim Cofer, copy editor, forthe essential clean-up work she did

We also want to thank the companies that gave us permission to include their material on theCD-ROM that accompanies this book

Contents at a Glance

Preface ix

Acknowledgments xiii

Part I: The Fundamentals 1

Chapter 1: Getting Started with Word 2003 3

Chapter 2: Navigating and Editing Documents 41

Chapter 3: Finding and Replacing Text and Formats 77

Chapter 4: Character Formatting and Fonts 93

Chapter 5: Paragraph Formatting 121

Chapter 6: Printing Documents 163

Chapter 7: Managing Documents 189

Part II: Beyond the Basics 221

Chapter 8: Proofing and Researching 223

Chapter 9: Working with Tables 251

Chapter 10: Sections, Columns, and Page Formatting 283

Chapter 11: Using Bookmarks, Cross-References, Footnotes, and Links 317

Chapter 12: Creating Indexes and Tables of Contents 337

Part III: Working More Effectively 365

Chapter 13: Styles and AutoFormatting 367

Chapter 14: Using Templates, Wizards, and Themes 389

Chapter 15: What Looks Good? 411

Chapter 16: Creating Documents Using Speech Recognition 425

Part IV: Inserting Pictures and Other Content 435

Chapter 17: Illustrating Your Documents with Graphics 437

Chapter 18: More Object Types—Drawings, Text Boxes, and More 465

Chapter 19: Advanced Graphics and Multimedia 505

Chapter 20: Linking Information from Other Applications 519

Chapter 21: Working with Microsoft Graph Chart and Microsoft Equation 539

Part V: Complex Documents: Mail Merge, Forms, Outlines,

and Web Pages 555

Chapter 22: Creating Form Letters, Envelopes, Labels, and Catalogs 557

Chapter 23: Creating Dynamic Documents Using Field Codes 585

Chapter 24: Creating Forms 609

Chapter 25: Getting Organized with Outlines and Master Documents 625

Chapter 26: Creating Basic Web Pages 643

Chapter 27: Advanced HTML and XML 663

Part VI: Distribution and Collaboration 683

Chapter 28: Faxing and E-mailing with Word 685

Chapter 29: Comments and Reviewing 697

Chapter 30: Online Collaboration 717

Part VII: Customizing and Troubleshooting Word 733

Chapter 31: Troubleshooting and Overcoming Word’s Idiosyncrasies 735

Chapter 32: Customizing Menus, Options, Toolbars, and Keys 749

Chapter 33: Making the Most of Word Macros and VBA 785

Chapter 34: Securing Your Data 801

Appendix A: What’s New in Word 2003 813

Appendix B: What’s on the CD-ROM 821

Index 827

End-User License Agreement 873

Preface ix

Acknowledgments xiii

Part I: The Fundamentals 1 Chapter 1: Getting Started with Word 2003 3

Starting Word and Opening Documents 3

Starting Word from the Programs menu 3

Starting Word from a shortcut 3

Starting Word with Windows 4

Opening a document from Word 4

Opening documents automatically with Word 6

Controlling Word using startup switches 6

Opening the last document 6

Touring the Word Environment 7

The text area 8

The menu bar 8

Toolbars 8

The Task Pane 14

The ruler 16

The scroll bars 16

The status bar 17

Office Assistant 18

Dialog boxes and control settings 18

Using the Mouse and the Keyboard 21

Using the mouse 21

Using the keyboard 22

Right-click for shortcut menus 22

Undo and Repeat 23

Working with Document Views 24

Changing views 24

Normal view 24

Web Layout view 25

Print Layout view 25

Reading Layout view 25

Outline view 26

Document Map view 26

Full Screen view 28

Zoom 28

Print Preview 29

Adding Thumbnails 29

Creating a New Document 29

Starting a new document with a template 30

Using wizards to create a document 30

Saving a Document 32

Saving a document as a Web page 33

Getting Help in Word 34

Using the Office Assistant 35

Using the Microsoft Word Help task pane 35

Accessing Microsoft Office Help on the Web 36

Helping WordPerfect users 37

Closing a Word Document 39

Exiting Word 39

Summary 40

Chapter 2: Navigating and Editing Documents 41

Editing Text 41

Displaying nonprinting characters 42

Inserting and overtyping text 43

Beginning a new paragraph 43

Adding a new line 43

Aligning text 44

Inserting the date and time 44

Splitting a document window for easier editing 45

Navigating Through a Document 46

Scroll bars move the insertion point 47

Moving the insertion point with the scroll bar 47

Using the keyboard to move the insertion point 48

Returning to the location of your last edit 49

Navigating using the Go To tab 50

Selecting Text and Graphics 51

Selecting text and graphics using the mouse 51

Selecting text and graphics using the keyboard 52

Making multiple selections 52

Using the Extend Selection mode 52

Deleting Text and Graphics 53

Undoing Actions 54

Moving and Copying Text and Graphics 54

Using the Clipboard 55

Using the Cut, Copy, and Paste buttons 55

Paste Options and Paste Special 55

Moving and copying with commands and keyboard shortcuts 56

Moving and copying with the shortcut menu 57

Using the Office Clipboard 57

Cut and Paste options 59

Drag-and-drop editing 60

Document scraps and shortcuts 61

Using the Spike for multiple cut-and-paste operations 61

Pasting text into other documents 62

Inserting Symbols and Special Characters 63

Using the Symbol command 63

Entering a character code 64

Using the Symbol dialog box and shortcut keys 65

Using shortcut keys to insert a symbol 65

Contents

AutoCorrect and AutoText 67Working with AutoCorrect 67Saving time with AutoText 71Summary 74

Chapter 3: Finding and Replacing Text and Formats 77

Finding Text Using the Find Command 77Adding Find to the Standard toolbar 79Find options 79The act of searching 80Refining Searches 81Using wildcards 81Sounds Like searches 82The Search Browse Object Button 83Finding and Replacing Text 83Finding and replacing word forms 85Replacing special characters 85Automatically adding text to replacement text 87Replacing with images and large text blocks using the Clipboard 87Finding and replacing formats 87Summary 90

Chapter 4: Character Formatting and Fonts 93

Applying Character Formats 93Boldfacing text 95Italicizing text 96Underlining text 96Using superscripts and subscripts 97Using All Caps and Small Caps 98Adding a drop cap 99Adding color to your text 99Striking through text 100Using other special effects 100Text animation 101Word’s Handy Character Formatting Tools 102Displaying character formatting 102Repeating character formatting 104Copying character formatting 104Undoing character formatting 105Highlighting text 105Changing Character Spacing 106Expanding and condensing character spacing 106Adjusting spacing in character pairs 107Changing the Case of Characters 108Changing Fonts and Font Sizes 108Fonts in the Font list box 109Displaying font names in their font 110About font styles listed in the Font dialog box 110Choosing a font 111Changing fonts 111Changing font sizes 112

Changing Default Character Formatting 113Hiding Text in Your Document 113Using Fonts with Shared Documents 114Print/preview font embedding 115Editable font embedding 115Installable font embedding 115Substituting unavailable fonts 116Managing Fonts in Windows 117Summary 119

Chapter 5: Paragraph Formatting 121

Applying Paragraph Formatting 121Checking paragraph formats 122Duplicating paragraph formats 123Removing paragraph formats 124Using line breaks 124Aligning Paragraphs 125Click and Type: Inserting Paragraphs 127Adjusting Line and Paragraph Spacing 127Adjusting paragraph spacing 128Adjusting line spacing 128Setting Tabs 130Setting tabs using the ruler 132Changing or clearing a tab stop using the ruler 133Setting tabs using the Tabs dialog box 133Changing and clearing tabs using the Tabs dialog box 134Changing the default tab stops 135Setting Indents 135Setting indents using the Formatting toolbar 136Setting indents using the ruler 137Setting indents using keyboard shortcuts 138Setting indents using the Paragraph dialog box 138Bordering and Shading Paragraphs and Pages 139Adding borders using the Borders toolbar 140Adding borders using the Borders and Shading dialog box 141Spacing between text and border 143Placing borders around individual lines 143Fitting a border within margins 144Removing or changing borders 144Adding shading 145Adding horizontal lines 147Creating Bulleted or Numbered Lists 148Creating bulleted lists 148Customizing a bulleted list 149Creating numbered lists 151Customizing numbered lists 152Restarting and continuing numbering 153Adding unbulleted or unnumbered paragraphs to a list 154Ending bulleted or numbered lists 154Creating outline numbered lists 154Customizing outline numbered lists 155Creating list styles 157

Contents

Paragraphs and Pagination 158Hyphenation 159Using automatic hyphenation 159Using manual hyphenation 160Using nonbreaking and optional hyphens 161Summary 161

Chapter 6: Printing Documents 163

Printing Basics 163Printing selected text or pages 164Printing more than one document at a time 165Printing multiple, collated copies 165Printing in reverse order 165Printing other document information 166Drag-and-drop printing 166Printing a document using different printers 166Printing in Color 167Previewing Documents Before Printing 168Changing the Print Preview appearance 170Editing in Print Preview mode 171Adjusting margins in Print Preview 171Automatic pagination adjustment 171Changing Your Printing Options 172Printing to a File 174Document Image Writer Files 175Printing to a Fax Modem 176Printing Envelopes and Labels 176Printing envelopes 176Including barcodes with addresses 180Adding graphics and logos 180Adding postage 182Printing labels 182Customizing labels 184Printing Data from a Form in Word 185Changing Printer Properties 185Printing Documents on a Network 186Summary 187

Chapter 7: Managing Documents 189

Managing Documents in Word 189Opening Document Files 189Opening a document 190Opening recently used documents 191Using My Recent Documents to open documents 192Using Windows documents lists 192Adding a document to the desktop 192Thumbnails, Previews, and Properties 193Managing documents using the Open dialog box 194Managing Folders 196Creating new folders with Word 196Changing the default folder 196

Saving Documents 198Saving a document with a new name 200Saving a document in a different format 201Using Batch Conversion 203Saving documents as Web pages 203Saving different versions of a document 204Sharing documents across different versions of Word 206Using Fast Save 207Backing Up and Recovering Files 207Using AutoRecover 207Recovering from a crash 208Creating backup files 210Creating Document Properties 210Using Word Count 212Using AutoSummarize 212Finding Files 214Using File Search 214Using file indexes 217Advanced searches 217Searching through the File Open dialog box 218Using wildcards 219Summary 220

Chapter 8: Proofing and Researching 223

Correcting Spelling and Grammar While Working 223Correcting Spelling and Grammar After Working 224Skipping selected text 226Checking spelling in other languages 227Spelling options 227Using Custom Dictionaries 229Managing custom dictionaries 230Creating a new custom dictionary 230Adding new words to a dictionary 231Selecting dictionaries 231Creating exclude dictionaries 231Using the Word Grammar Tool 232Changing grammar options 233Changing grammar and writing style rules 234Viewing document and readability statistics 235Rechecking Documents 235Proofing with AutoCorrect 236Working with AutoCorrect entries 236AutoCorrect options 236Adding AutoCorrect entries 237Editing and deleting AutoCorrect entries 238Adding AutoCorrect exceptions 238Correcting AutoCorrections 238

Contents

Using Research Tools 239The Research pane 240Using the thesaurus 241Using the dictionary 242Translating words 243Other information sources 244Research Options 247Summary 248

Chapter 9: Working with Tables 251

Understanding Tables 251Adding Tables to Documents 252Using the Insert Table button 253Using the Insert Table command 253Using Table AutoFormatting 254Drawing a table 255Creating a table within a table 258Positioning tables in documents 258Navigating within Tables and Adding Text 260Getting around in a table 260Adding text to a table 260Selecting Parts of a Table 261Selecting with the mouse or keyboard 261Extending the selection 262Modifying a Table Layout 262Resizing tables 262Inserting and deleting cells, rows, and columns 263Moving and copying cells, rows, and columns 264Column width and row height 265Splitting a table 270Fine-tuning a Table 270Formatting text in a table 270Changing text alignment 270Changing text direction 270Aligning a table on the page 271Preventing page breaks 271Merging and splitting cells 271Table headings on each page 272Borders and shading 273Table gridlines 273Using Tabs in Tables 273Using Tables to Position Text and Graphics 274Converting Text into Tables, and Vice Versa 274Sorting Table Data and Numbering Cells 276Sorting in a table 276Numbering cells in a table 277Table Calculations 278Calculating in a table 278Creating your own formula 278Number formats 279Bookmarks 280Placing Captions on Tables 280

Chapter 10: Sections, Columns, and Page Formatting 283

Formatting Sections of a Document 283Inserting section breaks 284Copying section breaks 285Removing section breaks 286Working with Columns 286Applying column formatting 287Calculating the number of columns 288Typing and editing text in columns 288Adding a line between columns 289Changing column widths and spacing between columns 289Removing columns 290Breaking a column 291Balancing column lengths 291Formatting Your Pages 292Setting page margins 292Setting margins in the Page Setup dialog box 292Setting margins using the ruler 294Creating facing pages and gutters 295Changing paper size and orientation 295Changing pagination 297Inserting hard page breaks 297Turning off background pagination 298Aligning text vertically on a page 298Inserting line numbers 299Controlling line numbers 300Adding Page Borders 301Creating Headers and Footers 303Inserting page numbers 303Removing page numbers 304Changing the position of a page number 304Formatting page numbers 304Numbering pages for sections of a document 305Including sections and total page numbers 306Adding header and footer text 307Hiding text while working with headers and footers 308Adding headers and footers to sections 309Creating different first-page headers and footers 309Creating headers and footers for odd and even pages 310Positioning headers and footers 310Backgrounds and Watermarks 311Adding background color 312Adding a pattern or image 312Adding a text watermark 315Summary 316

Chapter 11: Using Bookmarks, Cross-References, Footnotes, and Links 317

Introducing Fields 317Working with Bookmarks 318Inserting bookmarks 318Viewing bookmarks 319Moving to bookmarks 320

Contents

Manipulating bookmarks 321Placing the contents of a bookmark in your document 322Calculating with bookmarks 323The problem with bookmarks 323Working with Cross-References 324Creating in-document cross-references 325Keeping cross-references up to date 326Types of cross-references 326Working with Footnotes and Endnotes 328Creating footnotes and endnotes 329Keeping footnotes and endnotes in view 331Moving to footnotes and endnotes 331Modifying footnotes and endnotes 332Manipulating footnotes and endnotes 332Converting footnotes to endnotes, and vice versa 333Moving footnotes and endnotes 333Changing footnote and endnote separators 333Placing Links in Your Document 334Summary 335

Chapter 12: Creating Indexes and Tables of Contents 337

Adding Indexes to Your Documents 337Creating, formatting, and modifying index entries 337Marking index entries automatically 338Marking index entries manually 340Using page ranges in index entries 342Cross-referencing index entries 342Creating multilevel indexes 343Formatting index entries 344Modifying index entry fields 344Formatting and compiling an index 345Customizing your index style 346Updating an index 347Editing the INDEX field 348Deleting an index 351Adding Tables of Contents to Your Documents 351Preparing your document for adding a table of contents 351Compiling a table of contents 352Assembling a table of contents using

Word’s heading styles 352Assembling a table of contents using custom styles 354Assembling a table of contents using TC entry fields 355Creating tables of contents from Outline levels 357Updating a table of contents 357Creating Tables of Figures and Other Tables 358Marking table entries with a TC field 359Compiling a table of figures 359Creating Tables of Authorities 360Marking citation entries 360Compiling a table of authorities 362Updating a table of authorities 362Creating and editing citation categories 363

Part III: Working More Effectively 365 Chapter 13: Styles and AutoFormatting 367

Styles Defined 367Four style types 368Styles and formatting together 368Styles, templates, and themes 368Viewing and Using Styles 369Selecting a custom view 371Applying styles to paragraphs and text 372Viewing style information 373Selecting styles throughout your document 374Creating and Modifying Styles 374Creating new styles 374Modifying and deleting styles 376Using shortcut keys 377Automatic style application 378Copying Styles Between Documents 378Using the Organizer 378Copying text from another document 380Using the Style Gallery 380Displaying style names in the Style Area 381Renaming styles 382Printing a list of the styles in a document 382Word’s AutoFormat Tool 383Applying styles using AutoFormat 384Reviewing AutoFormat changes 385Setting AutoFormat options 386Summary 388

Chapter 14: Using Templates, Wizards, and Themes 389

Introducing Templates, Wizards, and Themes 389Working with Templates 390Template components 390Local and global templates 391Naming and finding templates 392Creating a new document 392Saving a document based on a template 395Previewing the styles in a template 396Creating your own templates 396Template attachments 397Linking a different template to a document 397Using components from different templates 399Conjuring Up Documents with Word’s Wizards 403Using the Letter Wizard 404Using Word’s other wizards 407Using Themes 408Summary 409

Contents

Chapter 15: What Looks Good? 411

Word Processor or Desktop Publishing Program? 411The Number One Rule: Don’t Be Too Clever 412Function over form, or form over function? 412Templates are not always good 413Paragraph Formatting 414Working with paragraph alignment 414Indenting and adjusting margins 415Using white space 416Typefaces 417Typeface combinations 418Using typesetting characters 419Font size 420Bold, italic, underline, and color 421Adding Images 421Avoiding the Weird Stuff 422Checking Your Work 422Summary 424

Chapter 16: Creating Documents Using Speech Recognition 425

Setting Up Speech Recognition 426Adjusting the microphone 426Training the speech system 427Taking Dictation 429Fixing problems 430Continued training 431Voice commands 432More Voice Settings 432Summary 433

Chapter 17: Illustrating Your Documents with Graphics 437

Understanding Bitmap Pictures and Vector Drawings 437Graphics File Formats Supported by Word 438Where to Get Graphic Images 439Commercial clip art and photographs 439Free clip art 440Inserting Pictures into Documents 440Inserting clip art and pictures 441Working with Microsoft Clip Organizer 443Microsoft’s online clip-art gallery 445Scanning and digital cameras 446Copying pictures into documents 446Resizing and Cropping Pictures 447Resizing and cropping using the mouse 447Resizing and cropping using the Format Picture dialog box 448Adding Borders to Pictures 449

Adding Shadow Borders 451Adjusting Picture Characteristics 452Adjusting the contrast and brightness of an image 453Creating a transparent background for an image 453Hiding Pictures 454Object Layout and Position 455Choosing a layout 456High-resolution wrapping 458Positioning the object 459Using anchors 460Positioning with the Drawing toolbar 461Selecting objects 462Aligning objects using the Drawing Grid dialog box 463Aligning objects 464Summary 464

Chapter 18: More Object Types—Drawings, Text Boxes, and More 465

Drawing in Word 465Beginning a drawing 465Working with the drawing canvas 466Using the Drawing Toolbar 467Drawing lines and shapes 469Editing drawing objects 474Positioning drawing objects 477Layering drawing objects 478Laying Out Text and Graphics with Text Boxes 480Inserting a text box 480Formatting text in a text box 484Changing between text boxes and frames 486Text boxes and publishing techniques 486Adding Special Effects to Graphics with WordArt 490Editing WordArt graphics 491Shaping text 492Lengthening text and stretching letters 493Aligning WordArt text 493Kerning and adjusting spacing between characters 493Using the Organization Chart Tool 494Changing layouts 495Changing formats 495Adding Callouts to Objects 496Attaching Captions to Objects 498Entering captions directly 498Adding captions with AutoCaption 500Updating your captions 501Editing caption labels 502Deleting labels and captions 502Changing the caption style 502Changing the caption numbering style 503Using chapter numbers in a caption 503Summary 504

Contents

Chapter 19: Advanced Graphics and Multimedia 505

Image Editing Tools 505Image editors 505Image editor filters or plug-ins 506Optimizing Images 506Choosing the right file format 506Changing your monitor resolution and color settings 507Changing the resolution of an image 508Avoiding the jaggies 509Compressing images 509Interlacing images 510Adding tiled and transparent backgrounds 511Converting pictures to Word Picture format 512Protecting Your Images 513Adding Animation, Sound, and Video 513Adding animated GIFs 513Sounding off with audio clips 514Inserting video clips 515Summary 517

Chapter 20: Linking Information from Other Applications 519

Linking and Embedding Objects in Word 519Linked versus embedded objects 519OLE, COM, and ActiveX 521Embedding Objects in Word Documents 521Embedding an object 522Embedding while working in another application 524Using drag-and-drop 527Editing embedded objects 528Converting embedded objects to different file formats 528Converting embedded objects to graphics 529Linking Objects in Word 529Creating links 530Updating links 530Editing linked objects 533Breaking links 533Locking and unlocking links 533Shading Linked and Embedded Objects 533Inserting Data from Access 534Inserting a PowerPoint Slide or Presentation 537Summary 538

Chapter 21: Working with Microsoft Graph Chart and Microsoft Equation 539

Using Graph 539Starting and quitting Graph 539Working in the Datasheet window 540Working with charts 544Getting data and charts from other sources 549

Working with Microsoft Equation 550Positioning the insertion point 551Building a sample equation 552Adjusting spacing and alignment 552Summary 553

Part V: Complex Documents: Mail Merge, Forms,

Chapter 22: Creating Form Letters, Envelopes, Labels, and Catalogs 557

Merging Letter and Address Files 557What Is Merging? 558The main document 558The database 559Putting the two documents together 559Writing Form Letters 560Using the Mail Merge Wizard 561Working with existing documents directly 568Using an Address Book 570Creating Envelopes, Mailing Labels, and Lists 571Using Mail Merge to print envelopes 571Merging labels 573Merging catalogs and directories 574Merging E-mails and Faxes 575Editing Main Documents 576Deleting, inserting, and formatting merge fields 576Editing merge codes 577Merging Specific Records 578Selecting records for one state 578Using other comparison operators 579Selecting with two rules 579Selecting with more than two rules 580Adding ranges to rules 580Removing rules 581Setting the Record Order 581Adding Special Word Fields to a Main Document 582Specifying text to appear in merged documents 582Using fill-in fields in merged documents 583Summary 584

Chapter 23: Creating Dynamic Documents Using Field Codes 585

What Are Field Codes? 585Working with Field Codes 586Finding fields 586Displaying field codes 587Updating fields 587Unlinking fields 588

Contents

Inserting Field Codes 588Using the Field dialog box 588Inserting field codes directly 589Looking at Fields 590Taking a field apart 591Dissecting field instructions 591Changing the Appearance of Field Results 596Using the format field switch (\*) 597Using the number picture field switch (\#) 599Using the date-time picture field switch (\@) 601Editing Field Codes 603Protecting Fields 603Working with Smart Tags 604Summary 608

Chapter 24: Creating Forms 609

Understanding Word Forms 609Creating a New Form in Word 609Adding Text and Inserting Form Fields 611Understanding Form Fields 612Defining text fields 612Defining check boxes 617Creating drop-down fields 617Attaching macros to fields 618Assigning bookmarks to fields 619Calculate on Exit 619Enabling fields 619Adding help text 619Drawing and inserting tables 621Adding frames 621Adding ActiveX controls 621Locking and Protecting the Form 621Filling Out a Form 623Printing a Form 623Summary 623

Chapter 25: Getting Organized with Outlines and Master Documents 625

Using Outlines 625Understanding Outline View 626Creating outlines 627Rearranging your outline 630Printing an outline 632Copying an outline 633Understanding Master Documents 633The Master Document view 634Building a master document 635Working with master documents 638Working with subdocuments 638Summary 641

Chapter 26: Creating Basic Web Pages 643

Creating Web Pages 644Using a Web Page template 644Microsoft’s template library 645Saving Word documents in HTML 645Word and FrontPage 646Working with Frames 648Creating frames 649Adding documents to frames 650Configuring frames 650Using HTML Styles 652Inserting Hyperlinks 653Linking between frames 654Creating hyperlinks using AutoFormatting 655Adding Tables to Web Pages 655Adding Visual Elements to Web Pages 655Adding Multimedia Elements to Web Pages 656Adding images and drawing objects 656Adding sound and video objects 657Previewing Web Pages 657Using the Web Toolbar 658Working with Web Folders 658Publishing Your Web Documents 659Summary 660

Chapter 27: Advanced HTML and XML 663

Understanding HTML, XML, Styles, and Word 663The Web Tools Toolbar 666Creating Forms 667Understanding form elements and properties 668Adding form elements to a Web page 668Processing a Form 672Adding a Script to a Web Page Using Word 672Adding Multimedia 675Inserting movies 676Inserting sounds 676Inserting scrolling text banners 677Working with XML 678Creating an XML document 679Saving in XML and WordML 682Summary 682

Chapter 28: Faxing and E-mailing with Word 685

Faxing from Word 685Sending a fax from Word 685Using online fax services 686

Contents

Sharing Documents via E-mail 687Sending mail from within Word 688Routing a document 690Using Word as your Outlook Compose window 692Setting Up E-mail Options 693Summary 695

Chapter 29: Comments and Reviewing 697

Placing Comments in Documents 697Working with comments 699Inserting voice comments 700Changing and manipulating comments 701Highlighting text 704Using Reviewing Tools 705Adding revision marks 705Viewing changes 705Reviewing, accepting, and rejecting changes 706Customizing revision marks 708Comparing and merging documents 709Comparing side by side 711Reading Layout View 712Moving around in Reading Layout view 712Changing text size 714Editing in Reading Layout view 714Summary 714

Chapter 30: Online Collaboration 717

SharePoint Team Services 717Sharing files 718The Document Library page 720Uploading files 722Checking out files 722Working with versions 723Document workspaces 724Web discussions 725Accessing file libraries directly from Word 727Online meetings 728Exchange Folders 730Summary 732

Part VII: Customizing and Troubleshooting Word 733 Chapter 31: Troubleshooting and Overcoming Word’s Idiosyncrasies 735

Installation and Interface Quirks 735Install on Word’s demand 735Missing menu options 736Uncluttering the taskbar 737Persistent toolbars 738Editing Quirks and Problems 738

Recurring and disappearing text 740Having pictures appear where you want them 741Resolving font problems 741Optimizing Word and Reducing the Size of Files 742Speeding up Word 742Reducing the size of Word documents and Web page files 743Saving Word Documents 743Changing the default folder 743File name extensions for Windows and Word 744Recovering and Backing Up Files 744What to do when a file will not open 745Automatically repairing Word application files 745Troubleshooting Problems from Outside Word 746Peripheral devices and problems with files 746What to do when Word will not save your file 747Macro viruses: What to do if Word starts acting strange 747Summary 748

Chapter 32: Customizing Menus, Options, Toolbars, and Keys 749

Customizing Word 749Changing Word’s Options 750View tab 750General tab 753Edit tab 755Print tab 757Track Changes tab 759User Information tab 761Compatibility tab 761File Locations tab 763Save tab 764Spelling & Grammar tab 766Security tab 767Working with Toolbars 770Using the Customize dialog box 770Adding buttons to a toolbar 771Moving and copying toolbar buttons 772Deleting toolbar buttons 772Restoring a toolbar to its original state 773Editing buttons 773Working with custom toolbars 775Customizing Menus 776Creating a new menu 776Adding a command to a menu 776Editing shortcut menus 777Changing accelerator keys 777Organizing commands into groups 777Customization options 778Customizing Keyboard Shortcuts 779Creating a shortcut key for a style 781Assigning keyboard shortcuts for other purposes 782Restoring shortcut key assignments 783Summary 783

Contents

Chapter 33: Making the Most of Word Macros and VBA 785

Understanding Macros 785Storing Global and Template Macros 786Recording and Saving Macros 786Recording macros 786Assigning a macro to a toolbar or shortcut keys 788Saving macros 789Running Macros 789Running macros from previous versions 790Running automatic macros 791Preventing automatic macros from running 792Running macros from a field code 792Editing Macros 792Dissecting a macro 793Deleting unnecessary commands 794Adding remarks and comments to a macro 794Managing Macros 794Copying or moving macros between templates 795Deleting and renaming macros 796Introducing Visual Basic 796Using Visual Basic code for common Word tasks 797Examining the ANSIValue macro code 797Starting a new macro with Visual Basic 799Summary 800

Chapter 34: Securing Your Data 801

Collaboration Protection 801Open protection 801More advanced encryption 802Modification protection 803Specifying levels of protection 804Additional Privacy Features 807Restricting Permission 807Digital Signatures 808Signing a document 808Viewing a certificate 809Macro Security 810Summary 811

Appendix A: What’s New in Word 2003 813

Appendix B: What’s on the CD-ROM 821

Index 827 End-User License Agreement 873