microsoft office 2003 super bible (2003)

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Microsoft ® Office 2003 Super Bible eBook

Microsoft ® Office 2003 Super Bible eBook

Various Authors

Wiley Publishing, Inc.

Wiley Publishing, Inc.

10475 Crosspoint Boulevard

Indianapolis, IN 46256

www.wiley.com

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

Published simultaneously in Canada

Manufactured in the United States of America

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8700 Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, E-Mail: permcoordinator@wiley.com.

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 PROFESSIONAL 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.

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About the Authors

Peter Kent has been using Microsoft Word for 14 years to write 50 books, scores of

technical manuals, and literally thousands of magazine articles and corporate documents Hehas worked in the software development business for nearly 22 years, designing and testingsoftware, 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 Peter, author of Word 2003 Bible, updated chapters 2, 11 and 18 of the Super

Bible eBook, from the original authors, Brent Heslop and David Angell.

Cary Prague is an internationally known best-selling author and lecturer in the database

industry He owns Database Creations, Inc., the world’s largest Microsoft Access add-oncompany Its products include a line of financial software: Business! for Microsoft Office, amid-range accounting system; POSitively Business! point-of-sale software; the InventoryBar code manager for mobile data collection; Check Writer; and General Ledger DatabaseCreations also produces a line of developer tools including the appBuilder, an applicationgenerator for Microsoft Access; the EZ Access Developer Tools for building great userinterfaces; appWatcher for maintaining code bases among several developers, and SurgicalStrike, the only Patch Manager for Microsoft Access

Local and national clients for Database Consulting, LLC, consist of many Fortune 100companies, including Microsoft, United Technologies, ABB, Smith & Wesson Firearms,Pratt and Whitney Aircraft, ProHealth, OfficeMax, and Continental Airlines

Cary is one of the best-selling authors in the computer database management market, havingwritten more than 40 books that have sold over one million copies His software topicsinclude Microsoft Access, Borland (Ashton-Tate) dBASE, Paradox, R:Base, Framework,

and graphics Cary’s books include various editions of the Access Bible, Access 97 Secrets,

Access Crash Course, dBASE for Windows Handbook, dBASE IV Programming (winner of

the Computer Press Association’s Book of the Year award for Best Software-Specific Book),

and Everyman’s Database Primer Featuring dBASE IV.

Cary is certified in Access as a Microsoft Certified Professional and has passed the MOUStest in Access and Word He is a frequent speaker at seminars and conferences around thecountry He is on the exclusive Microsoft Access Insider Advisory Board and makes

frequent trips to Microsoft headquarters in Redmond, Washington

Cary holds an M.A in computer science from Rensselaer Polytechnic Institute, and anM.B.A and Bachelor of Accounting from the University of Connecticut He is also a

Certified Data Processor As author of Access 2003 Bible, Carey provided chapters 8, 15,

and 22 to the eBook

author and technical editor on many Office books for leading international companies and hasbeen awarded the Microsoft MVP (Most Valuable Professional) award for the past four yearsfor his support of and expertise with Microsoft products Bill, contributing author of Office

2003 Bible, wrote chapter 17 of this book

Curt Simmons, A+, MCSA, MCSE, CTT is a technical trainer and freelance writer The

author of more than thirty books on various Microsoft and Internet technologies, Curt mostoften writes about Microsoft Office products and operating systems He also teaches several

digital photography courses Curt’s most recent books include Windows XP Networking

Inside Out, The A+ Technician’s On-the-Job Guide to Networking, iPhoto For Dummies, and How To Do Everything with Photoshop Album Curt lives in Saint Jo, Texas with his wife and

children Visit Curt on the Internet at www.curtsimmons.com Curt, author of FrontPage

2003 Bible, is responsible for chapters 7, 14, and 23 of this book.

Rob Tidrow is a writer, Web site designer, trainer, and president of Tidrow Communications,

Inc., a firm specializing in content creation and delivery Rob has authored or co-authoredover 30 books on a wide variety of computer topics, including Microsoft Windows, MicrosoftOffice, and Microsoft Internet Information Server He is the Technology Coordinator forUnion School Corporation, Modoc, IN and lives in Milton, IN with his wife Tammy and theirtwo sons, Adam and Wesley You can reach him on the Internet at

rtidrow@infocom.com Author of the Outlook 2003 Bible, Rob is the author of chapter

10 of this book Contributing author of the Outlook 2003 Bible, Jim Boyce wrote chapters 3

and 19 of this book

John Walkenbach is the author of approximately three dozen spreadsheet books Visit his

Web site at http://.j-walk.com John, as author of Excel 2003 Bible, wrote chapters 4,

12, and 20 of this book

Faithe Wempen, M.A., is an A+ Certified hardware guru, Microsoft Office Specialist Master

Instructor, and software consultant with over 70 computer books to her credit When she isnot writing, she teaches Microsoft Office classes in the Computer Technology department atIndiana University/Purdue University at Indianapolis (IUPUI), does private computer trainingand support consulting, and is the business manager of Sycamore Knoll Bed and Breakfast inNoblesville, Indiana (www.sycamoreknoll.com) Faithe is a contributing editor atCertCities.com, and a frequent contributor to CertCities.com, TechProGuild.com, and severalmagazines She teaches online classes for the Hewlett-Packard Learning Center, and serves

on the advisory board for the Computer Technician program at Training, Inc in Indianapolis

As author of PowerPoint 2003 Bible, Faithe wrote chapters 5, 13, and 21 of this book.

Edward Willett is the author of more than 20 books, ranging from computer books on a

variety of topics to children’s nonfiction to young adult science fiction and fantasy A formernewspaper reporter and editor, he writes a science column for newspapers and radio and hosts

a weekly TV phone-in show about computers and the Internet He’s also a professional actorand singer Ed lives in Regina, Saskatchewan, with his wife and daughter Ed, as lead author

of Office 2003 Bible, wrote chapters 9 and 16 of this book.

○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○Contents at a Glance

Part I: Getting Functional with Microsoft Office 2003 1

Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook 3

Chapter 2: Paragraph Formatting in Word 7

Chapter 3: Configuring Outlook 2003 53

Chapter 4: Essential Excel Worksheet Operations 81

Chapter 5: Developing Your PowerPoint Action Plan 101

Chapter 6: Introducing Publisher 119

Chapter 7: Building FrontPage Web Sites 137

Chapter 8: Understanding and Creating Access Reports 167

Part II: Collaborating and Integrating with Microsoft Office 2003 225

Chapter 9: Building Integrated Documents 227

Chapter 10: Integrating Outlook with Other Applications 241

Chapter 11: Comments and Reviewing Functions in Word 257

Chapter 12: Sharing Excel Data with Other Applications 279

Chapter 13: Team Collaboration on a Draft PowerPoint Presentation 295

Chapter 14: Integrating FrontPage with Office Applications 317

Chapter 15: Exchanging Access Data with Office Applications 353

Chapter 16: Collaborating on a Network 373

Chapter 17: Windows SharePoint Services with Office System 393

Part III: Beyond Mastery: Initiative within Office 429

Chapter 18: Getting Organized with Outlines and Master Documents 431

Chapter 19: Processing Outlook Messages Automatically 451

Chapter 20: Analyzing Data with Pivot Tables in Excel 469

Chapter 21: Designing User-Interactive PowerPoint Presentations 491

Chapter 22: Adding Security to Access Applications 515

Chapter 23: Adding FrontPage Web Components 559

Chapter 24: Advanced Publisher Techniques 589

○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○ ○Contents

Part I: Getting Functional with Microsoft Office 2003 1

Chapter 1: Introduction to the Microsoft Office 2003 Super Bible eBook 3

Who Should Read This Book 3

How This Book Is Organized 4

Part I: Getting Functional with Office 2003 4

Part II: Collaborating and Integrating with Office 2003 4

Part III: Beyond Mastery: Initiative within Office 4

Of Special Note for the eBook 4

Using the companion Web site 5

Conventions Used in This Book 5

Chapter 2: Paragraph Formatting in Word 7

Applying Paragraph Formatting 7

Checking paragraph formats 8

Duplicating paragraph formats 9

Removing paragraph formats 10

Using line breaks 11

Aligning Paragraphs 12

Click and Type: Inserting Paragraphs 13

Adjusting Line and Paragraph Spacing 14

Adjusting paragraph spacing 14

Adjusting line spacing 15

Setting Tabs 17

Setting tabs using the ruler 19

Changing or clearing a tab stop using the ruler 20

Setting tabs using the Tabs dialog box 20

Changing and clearing tabs using the Tabs dialog box 21

Changing the default tab stops 22

Setting Indents 22

Setting indents using the Formatting toolbar 23

Setting indents using the ruler 24

Setting indents using keyboard shortcuts 25

Setting indents using the Paragraph dialog box 25

Bordering and Shading Paragraphs and Pages 27

Adding borders using the Borders toolbar 28

Adding borders using the Borders and Shading dialog box 29

Spacing between text and border 31

Placing borders around individual lines 31

Fitting a border within margins 32

Removing or changing borders 32

Adding shading 33

Fill versus pattern 33

Applying shading 34

Adding horizontal lines 35

Creating Bulleted or Numbered Lists 36

Creating bulleted lists 36

Customizing a bulleted list 38

Picking another bullet image 38

Modifying a bullet’s font 39

Selecting a special character 39

Selecting a bullet picture 39

Changing list positions 40

Creating numbered lists 40

Customizing numbered lists 41

Restarting and continuing numbering 42

Adding unbulleted or unnumbered paragraphs to a list 43

Ending bulleted or numbered lists 43

Creating outline numbered lists 44

Customizing outline numbered lists 44

Creating list styles 46

Paragraphs and Pagination 47

Hyphenation 49

Using automatic hyphenation 49

Using manual hyphenation 50

Using nonbreaking and optional hyphens 51

Summary 51

Chapter 3: Configuring Outlook 2003 53

Configuring E-mail Accounts 53

Using the E-mail Accounts Wizard 54

Configuring Exchange Server accounts 55

Setting general properties 57

Setting advanced options 57

Setting the offline store location 59

Configuring security settings 60

Configuring connection settings 61

Configuring Remote Mail settings 62

Configuring POP3 and IMAP accounts 62

General settings 64

Outgoing server settings 65

Connection settings 65

Advanced settings 65

POP3 delivery 66

IMAP folders 67

Contents

Understanding where Outlook stores your POP3 and IMAP messages 67

Configuring HTTP accounts 67

Adding Data Files 68

Creating and Managing Outlook Profiles 71

Creating an Outlook profile 71

Copying a profile 73

Switching between profiles 73

Configuring Message Delivery Options 73

Setting Your E-mail Options 74

Setting the e-mail preferences 74

Setting the mail format options 78

Summary 79

Chapter 4: Essential Excel Worksheet Operations 81

Learning the Fundamentals of Excel Worksheets 81

Working with Excel’s windows 81

Moving and resizing windows 83

Switching among windows 83

Closing windows 84

Making a worksheet the active sheet 84

Adding a new worksheet to your workbook 85

Deleting a worksheet you no longer need 86

Changing the name of a worksheet 86

Changing a sheet tab’s color 87

Rearranging your worksheets 87

Hiding and unhiding a worksheet 89

Controlling the Worksheet View 90

Viewing a worksheet in multiple windows 90

Comparing sheets side by side 91

Splitting the worksheet window into panes 92

Keeping the titles in view by freezing panes 93

Zooming in or out for a better view 94

Saving your view settings 95

Monitoring cells with a Watch Window 96

Working with Rows and Columns 96

Inserting rows and columns 96

Deleting rows and columns 97

Hiding rows and columns 98

Changing column widths and row heights 98

Changing column widths 99

Changing row heights 99

Summary 100

Chapter 5: Developing Your PowerPoint Action Plan 101

Step 1: Identifying Your Audience and Purpose 101

Step 2: Choosing Your Presentation Method 104

Speaker-led presentations 105

Self-running presentations 106

User-interactive presentations 107

Step 3: Choosing Your Delivery Method 108

Step 4: Choosing the Appropriate Template and Design 109

Step 5: Developing the Content 110

Step 6: Creating the Visual Image 110

Step 7: Adding Multimedia Effects 111

Step 8: Creating the Handouts and Notes 112

Step 9: Rehearsing the Presentation 113

Rehearsing a live presentation 113

Rehearsing a self-running presentation 113

Rehearsing a user-interactive presentation 114

Step 10: Giving the Presentation 115

Step 11: Assessing Your Success and Refining Your Work 115

Summary 116

Chapter 6: Introducing Publisher 119

The Publisher Workspace 119

Using Publication Designs 121

Working with Text 123

Typing in text 123

Inserting a text file 124

Autoflow and linked frames 125

Formatting text 126

Formatting toolbar buttons 126

Format menu options 127

The Measurements toolbar 129

Working with Graphics 130

Inserting a picture file 130

Inserting a Clip Organizer image 130

Inserting a scanner or camera image 131

Formatting pictures 131

Drawing lines and shapes 134

Working with Tables 134

Inserting a table 134

Entering data into a table 135

Editing a table 135

Summary 136

Chapter 7: Building FrontPage Web Sites 137

Web Design Strategies 137

Why start with site design? 137

Contents

Defining navigational links 138

Defining Link Bars in Shared Borders 141

Customizing links 143

Adding links to page content 143

Adding links to a shared border 144

Adding link bars to page content 144

Changing navigation labels 144

Importing an Existing Web Site 145

Importing files into a Web 145

Importing a Web site into a FrontPage Web 146

Using Web Templates and Wizards 148

One Page Web 148

Using the Corporate Presence Web Wizard 148

Customer Support Web 149

Using the Database Interface Web Wizard 150

Discussion Web Wizard 150

Empty Web 151

Import Web Wizard 151

Personal Web 151

Project Web 151

SharePoint Team Web 152

Generating a Web site using the Corporate Presence Web Wizard 152

Creating Basic Web Page Content 153

Editing Web page text 154

Inserting breaks 154

Adding horizontal lines 155

Placing comments 155

Inserting symbols 156

Using Page Templates 157

Other Views 158

Folders view 159

Reports view 160

Hyperlinks view 161

Tasks view 162

Global Site Editing 163

Spell checking your entire site 163

Replacing text throughout a site 164

Editing Web page content 164

Summary 165

Chapter 8: Understanding and Creating Access Reports 167

Understanding Reports 167

What types of reports can you create? 168

Tabular reports 168

Columnar reports 169

Mailing labels 170

The difference between reports and forms 171

The process of creating a report 172

Defining the report layout 172

Assembling the data 173

Creating a Report with Report Wizards 173

Creating a new report 173

Choosing the data source 174

Choosing the fields 174

Selecting the grouping levels 175

Defining the group data 176

Selecting the sort order 177

Selecting summary options 177

Selecting the layout 178

Choosing the style 179

Opening the report design 180

Using the Print Preview window 180

Viewing the Report Design window 182

Printing a Report 182

Saving the Report 183

Starting with a Blank Form 183

The Design Window toolbar 184

Banded Report Writer Concepts 185

How sections process data 186

The Report Writer sections 188

Report header section 189

Page header section 189

Group header 190

Detail section 190

Group footer 190

Page footer 190

Report footer 191

Creating a New Report 191

Creating a new report and binding it to a query 193

Defining the report page size and layout 194

Placing fields on the report 195

Displaying the field list 196

Selecting the fields for your report 197

Dragging fields onto your report 197

Resizing a section 198

Working with unattached label controls and text 198

Creating unattached labels 199

Modifying the appearance of text in a control 199

Working with text boxes and their attached label controls 200

Creating and using text box controls 200

Entering an expression in a text control 201

Sizing a text box control or label control 202

Contents

Changing the size of a label control 202

Deleting and Cutting attached labels from text controls 204

Pasting labels into a report section 204

Moving label and text controls 205

Modifying the appearance of multiple controls 206

Changing label and text box control properties 207

Growing and shrinking text box controls 208

Sorting and grouping data 209

Creating a group header or footer 211

Changing the group order 213

Removing a group header or footer 213

Hiding a section 213

Sizing a section 214

Moving controls between sections 214

Adding page breaks 215

Making the Report Presentation Quality 216

Adjusting the Page Header 218

Creating an expression in the Group Header 219

Changing the picture properties and the Detail section 220

Creating a standard page footer 221

Saving your report 222

Part II: Collaborating and Integrating with Microsoft Office 2003 225

Chapter 9: Building Integrated Documents 227

Inserting Objects from Other Applications 228

Copy and paste 228

Using Paste Special in Word 228

Choosing a paste method 229

Using the Insert Object command 229

Working with Embedded Objects 230

Working with Linked Objects 232

Moving and resizing linked objects 233

Editing and updating links 233

Using the Locked and Save picture options 234

Other Methods of Sharing Data 234

Sending a Word document to PowerPoint 234

Analyzing Access data in Excel 236

Publishing Access reports with Word 236

Merging Access data in Word 236

Sending a PowerPoint presentation to Word 237

Sharing Data with XML 238

Summary 238

Chapter 10: Integrating Outlook with Other Applications 241

Integrating Outlook with Office 241

Creating a Mail Merge 244

Getting names from contacts 244

Sending an E-mail from an Application 249

Importing and Exporting Data 252

Importing information into Outlook 253

Exporting information from Outlook 254

Saving Outlook messages 254

Summary 255

Chapter 11: Comments and Reviewing Functions in Word 257

Placing Comments in Documents 258

Working with comments 259

Inserting voice comments 260

Changing and manipulating comments 262

Reviewing comments 263

Printing comments 265

Highlighting text 265

Using Reviewing Tools 266

Adding revision marks 266

Viewing changes 267

Reviewing, accepting, and rejecting changes 268

Customizing revision marks 269

Comparing and merging documents 270

Comparing documents 271

Merging comments and revisions from multiple reviewers 272

Comparing side by side 273

Reading Layout View 273

Moving around in Reading Layout view 275

Changing text size 276

Editing in Reading Layout view 276

Summary 277

Chapter 12: Sharing Excel Data with Other Applications 279

Understanding Data Sharing 279

Pasting and Linking Data 280

Using the Clipboards 280

Linking data 282

Copying Excel data to Word 283

Pasting without a link 284

Pasting with a link 284

Embedding Objects in Documents 284

Embedding an Excel range in a Word document 285

Creating a new Excel object in Word 287

Embedding objects in an Excel worksheet 288

Contents

Working with XML Data 289

What is XML? 289

Importing XML data by using a map 290

Importing XML data to a list 292

Exporting XML data from Excel 293

Chapter 13: Team Collaboration on a Draft PowerPoint Presentation 295

Sharing Your Presentation File on a LAN 295

Sharing the presentation locally 296

Sharing in Windows 2000 or XP 296

Posting a presentation to an Exchange folder 298

Mailing a presentation via e-mail 299

Sharing a Presentation in a Document Workspace 300

Working with Comments 303

Adding a comment 303

Moving, editing, and deleting comments 304

Reviewing comments 304

Incorporating Changes from Reviewers 305

Merging review revisions 305

Accepting or rejecting revisions 306

Using the Reviewing toolbar for revisions 306

Finishing a review of revisions 307

Live Collaboration with NetMeeting 307

Live Collaboration with Windows Messenger 308

Running Windows Messenger 308

Inviting someone to share PowerPoint 309

Giving another participant control 312

Taking control as a participant 314

Chatting with other participants 314

Using the Whiteboard 315

Ending an application sharing session 316

Summary 316

Chapter 14: Integrating FrontPage with Office Applications 317

From Office to FrontPage 318

Moving from Word to FrontPage 318

Attaching text files to a Web site 319

How Word creates HTML files 320

Copying and pasting text into Web pages 320

Creating Web sites from Publisher files 321

Sending Excel objects to FrontPage 322

Copying tables into FrontPage 322

Exporting Excel sheets as HTML pages 323

Sending charts to FrontPage 324

Saving Excel workbooks as folders 324

From PowerPoint to FrontPage 326

Converting slides to Web pages 326

Integrating a slideshow into FrontPage 327

Importing files into Webs 328

Importing Word and Excel files into a Web site 328

Adding Office Web Components to Web Pages 330

Adding Office spreadsheets 330

Defining ActiveX control properties for a spreadsheet 332

Defining spreadsheet properties 334

Adding Office charts 335

Changing chart properties 336

Controlling charts using the chart menu 337

Presenting a database table in a Web spreadsheet 339

Creating Office PivotTables 341

Connecting a PivotTable to an Excel data source 342

Adding fields to a PivotTable 345

Formatting and calculating PivotTable data 347

Implementing an Office spreadsheet Web component 348

From FrontPage to Office 2003 349

Sending data to Word mail-merge files 350

Sending data to Excel 351

Sending reports to Excel 351

Summary 352

Chapter 15: Exchanging Access Data with Office Applications 353

Using Automation to Integrate with Office 354

Creating Automation references 354

Early binding an object 354

Late binding an object 356

Creating an instance of an Automation object 358

Using the New keyword to create a new instance 358

Using the CreateObject function to create a new instance 358

Getting an existing object instance 359

Working with Automation objects 360

Closing an instance of an Automation object 361

An Automation Example Using Word 361

Creating an instance of a Word object 365

Making the instance of Word visible 366

Creating a new document based on an existing template 366

Using Bookmarks to insert data 367

Activating the instance of Word 367

Moving the cursor in Word 367

Closing the instance of the Word object 367

Inserting pictures by using Bookmarks 368

Using Office’s Macro Recorder 368

Contents

Chapter 16: Collaborating on a Network 373

Resource Sharing and Security 373

Setting file-sharing options when saving 373

Protecting documents 375

Protecting documents in Word 375

Protecting documents in Excel 377

Protecting files in Access and PowerPoint 378

Using Information Rights Management tools 379

Sharing Excel Workbooks 381

Creating a shared workbook 381

Reviewing changes 383

Collaborating in PowerPoint 384

Sharing Access Databases 386

Using passwords 386

Creating user and group accounts 387

Securing the database 388

Assigning permissions 388

Encryption 389

Distributing Office Documents 389

Sharing documents via e-mail 390

Sending a document (without routing it) 390

Routing a document 390

Sending documents that aren’t already open 392

Posting documents to Exchange folders 392

Sending documents to online meeting participants 392

Summary 392

Chapter 17: Windows SharePoint Services with Office System 393

Working with SharePoint Sites and SharePoint Lists 394

Accessing SharePoint Services sites 394

Windows SharePoint Services site permissions 397

Exploring the Windows SharePoint Services site 398

Adding items to existing lists 399

Creating new Windows SharePoint Services lists and libraries 401

Working with Datasheet views and linking lists to Excel and Access 401

Collaborative Document Authoring 407

Exploring Document Libraries and Shared Workspaces 408

Creating Shared Workspaces 412

Working with Shared Workspaces inside Office 2003 applications 413

SharePoint as a Central Contacts and Calendar Server 421

Making SharePoint contacts available to Outlook 423

Conducting an Online Meeting with the Meeting Workspace 424

Summary 426

Part III: Beyond Mastery: Initiative within Office 429

Chapter 18: Getting Organized with Outlines and Master Documents 431

Using Outlines 431

Understanding Outline View 432

Creating outlines 433

Rearranging your outline 436

Selecting in Outline view 436

Promoting and demoting outline levels 437

Moving outline headings 438

Using keyboard shortcuts 438

Viewing both Outline and Normal view at once 439

Printing an outline 440

Copying an outline 441

Understanding Master Documents 441

The Master Document view 442

Building a master document 444

Starting from scratch 444

Converting an existing document 446

Inserting existing documents into a master document 446

Working with master documents 446

Working with subdocuments 447

Opening a subdocument 447

Renaming or moving a subdocument 448

Removing subdocuments 448

Rearranging the order of subdocuments 449

Splitting subdocuments 449

Merging subdocuments 449

Sharing subdocuments 449

Summary 450

Chapter 19: Processing Outlook Messages Automatically 451

Securing Against HTML Content 451

Blocking external HTML content 452

Configuring security zones 453

Using Rules 454

Using the Rules Wizard 454

Creating a rule 454

Controlling rule processing order 459

Running rules manually 460

Modifying and copying rules 461

Responding automatically to messages 461

Importing, exporting, and backing up rules 462

Back up rules to a file 463

Import rules from a file 463

Contents

Filtering junk and adult content mail 464

Using the Out of Office Assistant 465

Summary 467

Chapter 20: Analyzing Data with Pivot Tables in Excel 469

About Pivot Tables 469

A pivot table example 470

Data appropriate for a pivot table 472

Creating a Pivot Table 474

Step1: Specifying the data location 474

Step 2: Specifying the data 476

Step 3: Completing the pivot table 476

Using a dialog box to lay out a pivot table 477

Using the PivotTable Field List toolbar to lay out a pivot table 478

The finished product 479

Grouping Pivot Table Items 481

Creating a Calculated Field or Calculated Item 484

Creating a calculated field in a pivot table 485

Inserting a calculated item into a pivot table 487

Summary 490

Chapter 21: Designing User-Interactive PowerPoint Presentations 491

What Is a Hyperlink? 491

Navigational Control Choices 492

Choosing Appropriate Controls for Your Audience 493

Understanding Kiosk Mode 494

Using Action Buttons 494

Setting up action buttons 496

Adding text to an action button 499

Creating your own action buttons 500

Adding Text-Based Hyperlinks to Slides 500

Typing a bare hyperlink 501

Creating text hyperlinks 502

Choosing the hyperlink address 503

Creating a link to a slide in this presentation 504

Creating a link to an existing file 505

Creating a link to a Web or FTP site 506

Creating a link to a new document 508

Creating a link to an e-mail address 509

Editing a Hyperlink 511

Removing a Hyperlink 511

Creating Graphics-Based Hyperlinks 511

Creating a hyperlink with Action Settings 511

Creating a hyperlink with the Insert Hyperlink feature 512

Distributing a User-Interactive Presentation 512

Interactive Presentation Ideas 512

Summary 513

Chapter 22: Adding Security to Access Applications 515Understanding Jet Security 515Understanding workgroup files 516Understanding permissions 516Understanding security limitations 517Choosing a Security Level to Implement 518Creating a Database Password 518Using the /runtime Option 521Using a Database’s Startup Options 523Using the Jet User-Level Security Model 525Enabling security 526Working with workgroups 526Creating a new workgroup 527Joining an existing workgroup 529Working with users 530Adding and deleting user accounts 530Creating and changing user passwords 532Working with groups 534Adding and deleting groups 535Assigning and removing group members 536Securing objects by using permissions 538Setting an object’s owner 538Setting object permissions 540Setting default object permissions 542Setting database permissions 542Securing your database for distribution: A basic approach 542Using the Access Security Wizard 544Encrypting a Database 551Decrypting a Database 553Protecting Visual Basic Code 553Preventing Virus Infections 554Enabling sandbox mode 555Chapter 23: Adding FrontPage Web Components 559Adding FrontPage Web Components 559Defining and using components 559Web components are programs 560Many Web components require FrontPage server extensions 561Many components don’t require FrontPage extensions 562Some components require SharePoint servers 563The SharePoint server files (called SharePoint Team Services) 563Inserting Components 564Using Components that Aren’t “Components” 565Using Date and Time 565Adding comments 567Exploring Web Components 568

Contents

Dynamic effects 568Interactive buttons 569Scrolling marquees 570Web search 571Search form properties 572Displaying search results 573Spreadsheets and charts 574Hit counters 574Photo Gallery 577Included content 577Creating Substitutions 577Including pages 578Embedding a page based on schedule or a picture based on schedule 579Including a page banner 580Link bars 580Inserting a table of contents 580Assigning categories 581Table of contents options 582Using the Table of Contents template 582Top 10 lists 583List view and document library components 585Commercial and additional components 585Creating a page with Web components 585Advanced Controls 586Summary 587Chapter 24: Advanced Publisher Techniques 589Adding Special Effects 589BorderArt 589Drop caps 591WordArt 594Using Linked and Embedded Objects 596Embedding a new object 597Embedding an existing object 599Mail and Catalog Merging in Publisher 600Using an existing list or Outlook contacts 601Creating a new list 602Create the publication 603Preview your publication 604Merging 604Merging a Catalog 605Designing Web Sites with Publisher 606Creating a hotspot 608Inserting hyperlinks 609Adding a form control 610Inserting an HTML code fragment 611

Previewing your Web page 611Using the Design Gallery 611Saving and Printing 613Using the Design Checker 613Printing 613Preparing for Outside Printing 614Summary 614

In This Part

Chapter 1

Introduction to theMicrosoft Super BibleeBook

Chapter 4

Essential ExcelSpreadsheetOperations

Chapter 5

Your PowerPointAction Plan

Chapter 6

Introducing MicrosoftPublisher

Chapter 7

Building FrontPageWeb Sites

Chapter 8

Understanding andCreating AccessReports

This part is comprised of chapters that cover the first useful

“getting started” functions in each of the Office 2003 suite

of applications, including Publisher You will also find an

introduction to the Super Bible eBook itself, offering insight as to

where the chapters originally came from and the concept behind

generating this bonus free eBook as extra value for you

Welcome to the Microsoft Office 2003 Super Bible As part of

the Wiley Bible series, this book emphasizes “handiness”

by giving you bonus material in an easy-to-use format In this

book, you find all the information that you need to successfully and

efficiently function within Office 2003 suite of applications both

with other coworkers and other applications To make it as easy as

possible to find, understand, and implement information, throughout

the text the major tasks are clearly delineated This guide is

de-signed to facilitate your access to various functions within Office

2003 System and get you quickly on your way to getting the most

out of this truly exciting and powerful new product

Who Should Read This Book

This Super Bible eBook is intended for anybody who has used

Microsoft Office products in the past, and wants to increase their

knowledge of Office 2003 Wiley carefully selected some of the

most useful chapters from each of their Office 2003 Bibles to

enable you to get the most out of all of Office 2003 products The

material was chosen based on it’s ability to bring you up to speed

on some of the features that make Office 2003 a superior office

system, most notably the way the applications integrate well

together and allow you to collaborate with your coworkers or

project partners, whatever your project may be

How This Book Is Organized

This book is organized to accomplish two things: First, to introduce you to the key know” features of each of the Office applications, and then to make it as easy as possiblefor you to integrate the application you most often use with other Office applications, whilecollaborating with your coworkers Finally, you will find material intended to make youcomfortable with some of the advanced or most useful features in each of the Office 2003applications

“must-Part I: Getting Functional with Office 2003

Part I is comprised of chapters that cover the first useful “getting started” functions in each

of the Office 2003 suite of applications, including Publisher

Part II: Collaborating and Integrating with Office 2003

Part II is comprised of chapters that enable users of one particular Office 2003 application

to more effectively collaborate and integrate their efforts with coworkers and/or otherapplications

Part III: Beyond Mastery: Initiative within Office

Part III is comprised of chapters that are the special “extras” that many people know about,but might not be quite as familiar with as some of the other day-to-day functions Onceyou’ve read a sampling of the meat and potatoes functions in each application, and thenhow to more efficiently work with your coworkers and other applications, these chaptersshould enable you to take the initiative and go that next step

Of Special Note for the eBook

Many of these chapters were culled from their original publications and adapted slightly forthe purposes of the eBook The idea was not only to give you valuable, free content, butalso to whet your appetite for some of the other applications that Microsoft Office 2003System offers If you find that you have interest in learning more about any of the topicsyou read about in this eBook, please visit www.wiley.com/compbooks/

officebibles2003 This Web site allows you to preview our other products withdetailed TOCs as well as other valuable information

Every attempt was made to keep this material as consistent as possible with what youwill see in the final product Please be aware that depending on the OS system you arecurrently using and the system that the screenshots were taken on, as well as the per-sonal settings of each, some of the images may not match exactly

Note

Chapter 1 ✦ Introduction

Using the companion Web site

Be sure to visit the companion Web site at: www.wiley.com/compbooks/

officebibles2003/ Here’s what you’ll find on the Web site:

Links to all the software found on the CDs of Wiley’s Office 2003 Bibles

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 Microsoft Office titles

Conventions Used in This Book

To make this book as easy as possible, icons in the margins alert you to special or

important information Look for the following icons:

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

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

To further assist you in reading and learning the material in this book, the following

formatting conventions 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 text

also appear in italics

Menu commands are indicated in chronological order by using the command arrow:File_Open

Keyboard shortcut keys look like this: Alt+Tab

When instructed to click an item, press the left mouse button unless otherwise

specified When you should use the right mouse button instead, you are asked to

right-click Of course, this will be different for left-handed users.

Caution

Note

Tip

Formatting

in Word

Paragraphs — the basic building blocks of any document —

have a special meaning in Microsoft Word Paragraphs can

include any amount of text and graphics, or any other item,

followed by a paragraph mark or break Paragraph marks store the

formatting applied to each paragraph In this chapter, you learn the

fundamentals of paragraph formatting in Word

Each time you press the Enter key, Word begins a new paragraph

Click the Show/Hide button on the Standard toolbar or press

Ctrl+Shift+* to display the paragraph marks Press the Enter key

several times, and you’ll see Word insert strange little backward P

icons, with the semicircle at the top of the P filled in These are the

paragraph marks, and they store the information about the paragraph

The paragraph ends at the paragraph mark Thus formatting for a

paragraph is held in the paragraph mark at the end of the text; delete

that mark and the formatting for the preceding text is removed and

replaced with the formatting held in the next paragraph mark

Applying Paragraph Formatting

This chapter looks at how to apply paragraph formatting directly

In order to apply formatting to a paragraph, place the cursor

inside the paragraph you want to modify Make sure you have

not selected any text within the paragraph, though, but that the

cursor is merely sitting in the paragraph (In some cases if

you’ve selected a few characters or words and you apply some

kind of format, you’ll be modifying just the selected text, not the

entire paragraph.) You can also select an entire paragraph, or

multiple paragraphs, and then apply formatting

2

In This Chapter

Aligning paragraphsAdjusting line andparagraph spacingSetting tabs and indentsEnhancing paragraphsusing lines, borders,and shadingCreating bulleted,numbered, and outlinenumbered listsHyphenating yourdocuments

C H A P T E R

Note

When you press Enter to start a new paragraph, that new paragraph will, in general, containexactly the same formatting as the previous paragraph There are some cases when this

won’t happen, though Some styles may be set up such that when you press Enter a new

style, with different formatting, is used for the next paragraph For instance, a heading stylemay be set up to automatically begin working with a body-text style when you press Enter.You can apply paragraph formatting using buttons on the Formatting toolbar (see Figure2-1), settings in the Paragraph dialog box (see Figure 2-2), or shortcut keys By changingthe formatting of a paragraph, you can change the alignment and spacing of the lineswithin that paragraph

Figure 2-1: The Formatting toolbar.

Figure 2-2: The Paragraph dialog box.

Checking paragraph formats

The formats applied to the current paragraph appear in the settings on the Formattingtoolbar, the horizontal ruler, and in the Paragraph dialog box If you select several

paragraphs with different formats, the dialog box settings may appear blank or dimmed.Word cannot indicate different formats at the same time On the ruler, dimmed indent andtab markers show the settings for the first paragraph in the selection

With Word, you can display information about any paragraph formats that are applied to agiven paragraph To check the formatting of a paragraph, choose Format_Reveal

Formatting, or press Shift+F1 and the Reveal Formatting task pane opens (see Figure 2-3).You can now click in a paragraph to see what formatting has been applied to the paragraph

Chapter 2 ✦ Paragraph Formatting in Word

Figure 2-3: Paragraph formatting information

Duplicating paragraph formats

The easiest way to duplicate paragraph formatting is to carry that formatting forward by

pressing Enter The current paragraph ends and a new one begins with the same formatting asthe preceding one If the formatting that you want to copy is in another part of your document

or even a different document, use the Format Painter, with which you can duplicate all of theformatting in the selected text To use the Format Painter, select the text with the formattingthat you want to copy Make sure that you select the entire paragraph, including the paragraphmark at the end Click the Format Painter button (see Figure 2-4) on the Standard toolbar, andselect the block of text to which you want to apply the formatting Again, if you want to makesure that you transfer all the paragraph formatting, be sure to select the entire paragraph,

including the end paragraph mark Or, you can select several paragraphs at the same time

Figure 2-4: The Format Painter button.

If you want to copy formats and apply them to multiple non-contiguous paragraphs, selectthe paragraph with the formatting that you want to copy, double-click the Format Painterbutton, and then select, one at a time, the paragraphs that you want to change Click theFormat Painter button or press Esc to end the formatting

You can also apply a formatting change to different paragraphs Apply it once; then clickthe next paragraph and select Edit_Repeat, press Ctrl+Y, or press F4 Remember that thesecommands duplicate only the last action So if you want to apply multiple formats at thesame time, such as both bold and strikethrough, use the Format Font dialog box rather thankeyboard shortcuts before using Edit_Repeat.

Because formats are stored in the paragraph mark, you can copy and paste the paragraphmark itself to create new paragraphs with the same formatting Use the Show/Hide button

to display the paragraph marks, select the paragraph mark of the paragraph that you want tochange, copy that mark, and then paste the copied paragraph mark immediately after thelast character of the paragraph to which you wish to apply formatting

Removing paragraph formats

You can use a shortcut to remove any paragraph’s formats that have been applied,

converting the format back to that which is used by the paragraph’s style We’d betterclarify that: Every paragraph in your document has a style applied to it For instance, mosttext will probably use the Normal style The style defines how much space appears beforeand after the paragraph, how much space between lines, and so on But you can applyformatting directly to the paragraph For instance, say you used the Paragraph dialog box tospecify that a block of text is double-spaced, here’s a blank line after every line Thatparagraph format has been, in effect, laid over the Normal style’s settings

You can press Ctrl+Q to remove any direct paragraph formatting and leave only theparagraph’s style formatting Thus, in our example, if you place the cursor in the text andpress Ctrl+Q, the double-spacing is removed and the paragraph returns to the Normal style

This doesn’t change any direct character formatting applied to the paragraph’s text, ever So remember Ctrl+Q; it’s a very useful way to return a paragraph to its stylesformatting, without removing character formats such as bold and italics

how-You can also press Ctrl+Shift+N to apply the default Normal style formatting to theparagraph (Again, the character formatting is not removed.) Almost the same as Ctrl+Q,but of course, Ctrl+Q doesn’t change the style

Some paragraph formatting commands and buttons act as toggle switches; using them, youcan turn the formatting on or off For example, with the insertion point in a paragraph, youcan convert that paragraph to a bulleted item by clicking the Bullets button on the

Formatting toolbar With the insertion point in that same paragraph, clicking the Bulletsbutton again removes the bullet formatting of the paragraph

If you cut and paste text from another Word document or another application and havedifficulty reformatting that paragraph, cut the text (Ctrl+X), select Edit_Paste Special,and choose Unformatted Text All of the formatting is removed

Tip

Tip

Chapter 2 ✦ Paragraph Formatting in Word

Using line breaks

We explained that when you press Enter, you start a new paragraph But it’s possible to

create individual blocks of text, separated by a blank line if you wish, within a paragraph Instead of pressing Enter to go to the next line, press Shift+Enter, and Word inserts a line

break instead of a paragraph break Instead of the backward P, you’ll see a little arrow with

a right-angle bend in it (see Figure 2-5)

Figure 2-5: You can see both paragraph breaks and line breaks in this image.

A line break is also known as a soft return Using soft returns, you can break lines but keep

them in the same paragraph Line breaks can save you a lot of time when formatting Linebreaks are especially helpful for creating headings that you want to appear on more thanone line and also for creating lists aligned with tabs After you finish entering the line

breaks, press Enter in the usual way to end that paragraph and begin the next

Aligning Paragraphs

Word provides four ways to align paragraphs within your document’s margin: left-aligned,right-aligned, center-aligned, and justified By default, Word aligns text flush with the leftmargin (left-aligned), leaving a ragged right edge Figure 2-6 shows the four differentparagraph alignments With Word, you can align paragraphs using the Paragraph dialogbox, the align buttons on the Formatting toolbar, or shortcut keys

Figure 2-6: Four paragraph alignment options in Word.

To align paragraphs, follow these steps:

1 Position the insertion point in a paragraph, or select the paragraphs that you want toalign

2 Do one of the following:

• Click the alignment button on the Formatting toolbar for the justification that youwant (see Table 2-1)

• Press one of the shortcut keys in Table 2-1

• Choose Format_Paragraph, or choose Paragraph from the shortcut menu(Shift+F10), to display the Paragraph dialog box Choose the alignment optionfrom the Alignment list in the Indents and Spacing tab, and then click OK

Table 2-1

Paragraph Alignment Buttons and Shortcut Keys

Alignment Shortcut

Type Button Keys Description

Align Left Ctrl+L Text aligns with the left margin, and the

right margin is ragged This is the default setting.

Center Ctrl+E Text is centered between margins.

Align Right Ctrl+R Text aligns with the right margin, and the

left margin is ragged.

Justify Ctrl+J Text aligns with both the left and right

margins by adding extra spaces between words.

Click and Type: Inserting Paragraphs

Word has a little-known feature called click and type that you turn on under the Edit tab of

the Options dialog box When enabled, this feature lets you click, in Print Layout view, anarea of a page without an existing paragraph to begin a new one

Suppose you just opened a new document The page has a single paragraph on the first line.Choose View_Print Layout, and move the mouse pointer around the page Notice that itchanges as you move around the page Depending on where you point, the insertion I-beamhas an additional icon next to it — an icon that corresponds with one of the alignment

buttons on the Formatting toolbar: Align Left, Center, or Align Right

Click the Show/Hide button on the Standard toolbar so that you can see the first paragraphmark at the top of the page Now move the mouse pointer down the page and point at thebottom-right corner of the page, but stay inside the margins set for the document You

should see an I-beam with an Align Right icon next to it Double-click, and you’ve just

inserted a right-aligned paragraph near the bottom of the page, along with a number of

Normal paragraphs between the first line on the page and your newly inserted paragraph

You can even tell Word what paragraph style you want to use when you use the Clickand Type feature Just choose a style from the Default Paragraph Style drop-down in theClick and Type area of the Option dialog box’s Edit tab

Note

Adjusting Line and Paragraph Spacing

You can adjust the spacing between lines in a paragraph as well as the spacing betweenparagraphs themselves By adjusting the spacing between paragraphs, you can control thewhite space around paragraphs that contain oversized graphics or fonts Using paragraphspacing, you can manage the layout of your documents more precisely than you can just bypressing Enter to create paragraph breaks for spacing

Spacing between lines in a document is called leading (pronounced ledding) With Word,

you can control the leading to improve the readability of the text in paragraphs Forexample, if your text appears in long lines, you may need more spacing so that the reader’seye doesn’t lose its place when moving from the right margin back to the left

Alternatively, if you’re using a font style with small letters, your text may require lessspacing between the lines than that between lines containing larger fonts Line and

paragraph spacing makes it easy to use white space to make your documents easier to read

quickly Very dense blocks of text are harder to read than text separated by white spacebetween paragraphs

Adjusting spacing in the way we’ve just discussed is an example of a case in which doing itright can save you a lot of time when making changes to a document If you use paragraphspacing to adjust the space that appears between paragraphs, you can modify that spacingvery easily later if you decide you want to adjust the document If you used paragraph andline breaks to adjust the space between text and paragraphs, you have a lot of work to do ifyou want to change things Also, paragraph formatting lets you adjust spacing in increments

of 1 point, something you can’t do easily by inserting paragraph and line breaks

Adjusting paragraph spacing

Instead of pressing Enter to add blank lines before or after a paragraph, use the

Format_Paragraph command Using the Paragraph dialog box, you can adjust the

paragraph spacing precisely as well as keep any spacing changes for a paragraph if youcopy, move, or delete that paragraph

To adjust paragraph spacing, follow these steps:

1 Position the insertion point in a paragraph, or select the paragraphs that you want

to adjust

2 Choose Format_Paragraph, or choose Paragraph from the shortcut menu Click theIndents and Spacing tab in the Paragraph dialog box

3 Do one of the following:

• To change the space before the selected paragraph, click the up or down arrow inthe Spacing Before box to increase or decrease the spacing amount in half-lineincrements Alternatively, you can type a value in the box The Preview section ofthe Paragraph dialog box shows the effect of your selected spacing

Tip

You can use measurements other than points to specify spacing To add a quarter-inch

of spacing, type 25 in the Before or After box To add spacing of two centimeters, type

2 cm To add spacing of one pica, type 1 pi The Preview section of the Paragraph

dialog box shows the effect of your selected spacing

4 Click OK

If a paragraph has spacing before it and falls at the top of a page, Word ignores thatspacing so that the top margins of your document pages always remain even If theparagraph is the first paragraph in a document or a formatted section, however, Wordalways observes this spacing Word also observes the spacing before a paragraph thatfollows a hard page break

Adjusting line spacing

The line-spacing feature in Word begins with automatic spacing, and with this feature, youcan increase spacing, reduce spacing, permit extra spacing for a large character or

superscript on the line, or even control the spacing exactly Spacing is measured in terms oflines Normal text has single spacing of one line, but you can choose from several line

options or even specify line spacing based on points Table 2-2 describes the line-spacingoptions in Word You can apply line spacing using the Paragraph dialog box or shortcut

keys, but the Paragraph dialog box offers the most options

Table 2-2

Line Spacing Options

Option Spacing

Single Single-line spacing (Line height automatically adjusts to accommodate the

size of the font and any graphics or formulas in a line.) 1.5 Lines Line-and-one-half spacing (an extra half-line of space between lines).

Double Double-spacing (an extra full line of space between lines).

At Least At least the spacing that you specify in the At box — the line won’t be shorter

than what you specify, but it may be taller because Word will add extra spacing for tall characters, big graphics, and superscript or subscript text.

Exactly The exact spacing that you specify in the At box All lines are exactly the same

height, regardless of the size of the characters in the line; Word doesn’t add extra spacing Note that some text may be cut off if enough space is not available.

Multiple Multiples of single-line spacing, such as triple (3) or quadruple (4), as specified

in the At box.

Note

To adjust spacing between lines, follow these steps:

1 Position the insertion point in a paragraph, or select the paragraphs that you want toadjust

2 Do one of the following:

• Choose Format_Paragraph, or choose Paragraph from the shortcut menu TheParagraph dialog box appears Click the Indents and Spacing tab, and in the LineSpacing list box, choose one of the options listed in Table 2-2 To specify yourown line spacing, type the spacing amount that you want in the At box For

example, enter 1.25 for an extra quarter line of space between lines, or click the

up or down arrow to increase or decrease the amount in half-line increments.When you finish, click OK

• Press one of the shortcut key combinations in Table 2-3

Table 2-3

Shortcut Keys for Line Spacing Options

Shortcut Action

Ctrl+l Single-spacing Ctrl+5 1.2-line spacing Ctrl+2 Double-spacing Ctrl+0 (zero) Add or remove 12 points of space before a paragraph

Notice the Don’t Add Space Between Paragraphs of the Same Style check box below theSpacing controls in the Paragraph dialog box This is not usually enabled; it’s enabledwhen you open the dialog box from the Modify Style dialog box Check this box and Wordadds extra space below the last paragraph of a series of paragraphs of the same style So,for instance, if you have a style you use for bulleted lists, you can press Enter at the end ofeach bulleted item, creating a new paragraph for each But it’s not until you press Enterand start a new style that Word inserts extra space

Do you ever have to create documents that are double-spaced (a blank line betweenevery line of text)? Students often do, for instance Do not create this double spacing bypressing Enter or Shift+Enter at the end of each line (We’ve seen this many times, so

we know a lot of you are doing this!) If you do, you’ll find it a nightmare to readjusteverything when you insert or remove text during editing Use Paragraph formatting andsave yourself hours of work