Microsoft word 2010 bible

• Understand Word 2010’s “results-oriented” user interface • Discover why using Styles can be smarter than using direct formatting • Learn 10 Power User tips that will save you time • S

No shortage of words here—it’s all

you need to know on Word!

Microsoft Word 2010 arrives with many changes and

improvements, and the 900+ pages in this in-depth

book covers them all Microsoft MVP Herb Tyson

shows you what’s new and improved—such as the

customizable Ribbon, Super Tooltips, launchers, live

guides you through a wealth of Word basics, advanced

techniques, and productivity-boosting tools Get the first

and last word on Word 2010 with this packed guide!

Herb Tyson

is a computer consultant and trainer

in the Washington, D.C area Widely recognized for his expertise, Herb has received the Microsoft MVP (Most Valuable Professional) award each year for over 14 years,

in recognition for helping thousands

of Microsoft Word users His clients have included IBM, Wang, the Federal Government, and the World Bank, as well as numerous law firms and publishers He is the author of more than a dozen computer books, including the Microsoft Word 2007 Bible

• Understand Word 2010’s “results-oriented” user interface

• Discover why using Styles can be smarter than using direct formatting

• Learn 10 Power User tips that will save you time

• See how to avoid or prevent Word’s most annoying habits

• Make best use of the Clipboard, Quick Parts, and Building Blocks

• Publish files as PDF, XPS, or HTML—and use Word to blog

• Explore Word 2010’s new Navigation panel and create professional

reports using SmartArt and Escher-based graphics

• Apply security, collaborate by co-authoring, and integrate with

other Office apps

Learn the ten top tips

for power users!

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Published simultaneously in Canada

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leadership and her deep compassion, empathy, and honesty With wisdom beyond her time with

us, I believe that her timeless soul continues The work she began is being continued by the Katie Tyson Fund, which provides leadership training for youth and young adults.

area He earned an interdisciplinary doctorate from Michigan State University in 1977, and anundergraduate degree in Economics and Sociology from Georgetown University in 1973.

He is the author of many computer magazine and ezine articles, as well as over a dozen

com-puting books, including Teach Yourself Outlook 2000 in 24 Hours, Word for Windows Super Book,

Teach Yourself Web Publishing with Microsoft Word, XyWrite Revealed, Word for Windows Revealed, Your OS/2 Consultant, and Navigating the Internet with OS/2 Warp Herb is also joint author and

technical editor for many other books

He has received the Microsoft MVP (Most Valuable Professional) award each year for more thanfifteen years, in recognition for helping thousands of Microsoft Word users Widely recognizedfor his expertise, Herb’s clients have included IBM, Wang, the federal government, and theWorld Bank, as well as numerous law firms and publishers

Herb is also a singer and songwriter, currently working on his second CD He and his guitarare no strangers to musical venues in the Washington, D.C., area He has performed at theBirchmere, the Kennedy Center, Jammin’ Java, and coffeehouses, and is a frequent performer atthe Mount Vernon Unitarian Church (where he serves as webmaster)

You can visit Herb’s website atwww.herbtyson.com Questions about this book and MicrosoftOffice can be pursued at Herb’s Word blog, atword.herbtyson.com

Associate Publisher at Wiley, who e-mailed me five years ago, asking if I’d be interested inwriting this book, and to Carol Long who asked if I’d like to do the update Many thanks toTom Dinse and others at Wiley who have been struggling along with me as we attempted tokeep up with the changes in the pre-beta, beta, release candidate, and released-to-manufacturingversions of Word 2010 It’s been like having to do three revisions, rather than just one Thanksalso to Tom Oliver and others at Microsoft who were quick to answer my questions aboutwhether things I observed in the Beta version of Word 2010 were features or bugs

Special thanks go to my technical editor, Dave Johnson, whose careful technical editing of the

Word 2010 Bible helped find successive version changes that otherwise might have fallen through

the cracks Having been a technical editor for a number of books, I know from personal ence how hard it can be, especially when the underlying software is not yet in finished form

experi-Chapter 1: Brave New Word 3

Chapter 2: Quick Start 29

Chapter 3: Where in the Word Is ? 61

Chapter 4: Making Word Work for You 73

Chapter 5: The X Files: Understanding and Using Word’s New File Format 91

Chapter 6: Make It Stop! Cures and Treatments for Word’s Top Annoyances 101

Part II: Word on the Street 115

Chapter 7: Formatting 101: Font/Character Formatting 117

Chapter 8: Paragraph Formatting 135

Chapter 9: In Style! 155

Chapter 10: The Clipboard 173

Chapter 11: Find, Replace, and Go To 185

Part III: Writing Tools 217

Chapter 12: Language Tools 219

Chapter 13: Building Blocks and Quick Parts 241

Chapter 14: AutoCorrect 255

Chapter 15: AutoFormat 265

Chapter 16: Action Options (What Happened to Smart Tags?) 279

Part IV: More than Mere Words 283

Chapter 17: Tables 285

Chapter 18: Pictures and SmartArt 315

Chapter 19: Headers and Footers 339

Chapter 20: Symbols and Equations 351

Chapter 21: Field Guide 367

Chapter 22: WordArt 395

Chapter 23: Charts 409

Chapter 24: Inserting Objects and Files 425

Part V: Document Design 437

Chapter 25: Page Setup and Sections 439

Chapter 26: Textboxes and Other Shapes 455

Chapter 27: Columns 467

Chapter 28: On Background 477

Chapter 29: Publishing as PDF and XPS 489

Chapter 30: Blogging and Publishing as HTML 497

Chapter 31: Templates and Themes 509

Part VI: With All Due Reference 533

Chapter 32: Bookmarks 535

Chapter 33: Tables of Contents 545

Chapter 34: Master Documents 559

Chapter 35: Footnotes and Endnotes 573

Chapter 36: Citations and Bibliography 581

Chapter 37: Captions and Tables of Captioned Items 595

Chapter 38: Indexing 603

Chapter 39: Tables of Authorities 613

Chapter 40: Hyperlinks and Cross-References 621

Part VII: Getting Out the Word 637

Chapter 41: Data Sources 639

Chapter 42: Envelopes and Labels 649

Chapter 43: Data Documents and Mail Merge 661

Chapter 44: Forms 687

Part VIII: Power and Customization 713

Chapter 45: Keyboard Customization 715

Chapter 46: The Quick Access Toolbar 727

Chapter 47: The Ribbon 737

Chapter 48: Options and Settings 749

Chapter 49: Macros: Recording, Editing, and Using 795

Part IX: Collaboration — Getting Along with Others 817

Chapter 50: Security, Tracking, and Comments 819

Chapter 51: Comparing and Combining Collaborative Documents 845

Chapter 52: SharePoint and SkyDrive 853

Chapter 53: SharePoint Workspace 865

Chapter 54: Integration with Other Office Applications 881

Index 895

Chapter 1: Brave New Word 3

Discoverability 4

The ‘‘Results-Oriented’’ User Interface 6

Ribbons and Things 8

Title Bar 9

The Home Row 10

KeyTips 10

Ribbon 11

Groups, or Chunks 11

Contextual Tools 12

Quick Access Toolbar 12

Live Preview 13

Galleries 15

The MiniBar or Mini Toolbar 16

Context Menus 17

Super Tooltips 18

Dialog Boxes and Launchers 18

Task Panes 18

Status Bar 21

Go Backstage with File 23

Options 24

Truth in Advertising, or What’s in a Name? 25

Advanced versus Not Advanced? 26

Summary 28

Chapter 2: Quick Start 29

Starting Word 29

Start Menu 29

Desktop 30

Creating a Full-Function Word Shortcut 30

Shortcut Key 31

Pinning to Taskbar 32

Windows Explorer 32

Browser 33

Windows Search Box 33

Safe Mode 34

Command-Line Switches 35

/a 35

/laddinname 36

/m 36

/mcommandname 36

/n 36

/pxslt 36

/q 36

/r 36

/safe 36

/ttemplatename 37

/u 37

/w 37

path\filename 37

File or Backstage View 37

Have You Been Pinned? 38

Navigation Tips and Tricks 39

Tricks with Clicks 40

Triple-Clicking 40

Ctrl+Clicking 40

Alt+Clicking 40

Alt+Dragging 41

Shift+Click 41

Multi-Selecting 41

Seldom Screen 42

Split Box 42

View Rulers 42

Select Browse Object 43

Keyboard 44

Other Built-In Keystrokes 45

Office 2003 Menu Keystrokes 45

Custom Keystrokes 46

Views 46

Draft View Is the New Normal View 47

Print Layout 49

Full Screen Reading 49

Web Layout 49

Outline (Master Document Tools) 49

Saving 51

Convert 53

Save and Send (Formerly Publish) 54

Blogging 55

Just Dive In 55

Start Word 55

Creating a New Letter 55

Initial Setup 56

Write It and Format It 57

Save It and Print It 57

Print an Envelope 58

Summary 59

Chapter 3: Where in the Word Is .? 61

Using Help to Find Out Where It Went 61

Menu Commands 63

Toolbar Commands 63

RIP: Features Removed from Word 63

Routing Recipient 63

File Search 64

Normal View 65

Word 2003 Templates 65

Toolbars 67

Menu Customization 67

Charting Options/Features 67

Office Assistant 67

Send for Review 68

Eastern European Font Add-In 68

Animated Font Text Effects 68

Mail Barcodes 69

WordPerfect-Related Options 69

Web Components 71

Summary 71

Chapter 4: Making Word Work for You 73

The Style Advantage 73

Styles versus Direct Formatting 74

Types of Styles 75

Outlining 76

Using Outlining to Organize 77

Custom Levels for Non-Heading Styles 78

Outlining versus Using the Navigation Pane Headings Browser 78

Page Thumbnails, Too! 79

AutoCorrect 80

AutoCorrect Options 80

Removing Built-In AutoCorrect Entries 81

Rolling Your Own 82

Top 10 Power User Tips 83

RedefineStyle 83

GoBack 84

Paste Unformatted Keystroke 85

Wrap to Fit 86

Apply Styles (Ctrl+Shift+S) 86

Default File Location(s) 86

Play Favorites 87

AutoRecover and Backup Copies 87

Don’t Edit on Removable Media 88

Open and Repair 88

Last Ditch Salvage 89

Summary 89

Chapter 5: The X Files: Understanding and Using Word’s New File Format 91

Compatibility with Previous Versions of Word 92

To doc or Not to doc 93

Persistent Save As 94

Microsoft Office Compatibility Pack 94

.docx Versus docm 95

Converting a docx File into a docm File 96

Understanding docx 97

Summary 99

Chapter 6: Make It Stop! Cures and Treatments for Word’s Top Annoyances 101

Drawing Canvas 102

Editing Annoyances 103

Insert/Overtype 103

Typing Replaces Selected Text 104

Formatting Control Covers Up Live Preview Area 105

Prompt to Update Style 105

Mouse Selection 108

Cut and Paste Sentence and Word Behavior 108

View Annoyances 109

Nonprinting Indicators/Formatting Marks 109

Missing Ribbon Tabs? 110

Windows in Taskbar 110

Online versus Local Help Content 111

Activation Blues 112

Automatic Annoyances 112

Bullets, Numbers, Boxes, and Borders 112

Capitalization 113

Summary 114

Part II: Word on the Street 115 Chapter 7: Formatting 101: Font/Character Formatting 117

The Big Picture 117

Styles and Character/Font Formatting 118

Style versus Direct 119

Character Formatting 120

Formatting Techniques 120

Repeat Formatting (F4) 121

Copy Formatting 121

Clear Formatting 123

The Ribbon Font Group 123

Typeface or Font 125

Font Size 125

Color 126

Change Case 129

Language 129

The Font Dialog Box 130

OpenType Features 132

The Mini Toolbar 132

Character-Formatting Shortcut Keys 132

Summary 134

Chapter 8: Paragraph Formatting 135

Styles and Paragraph Formatting 135

When to Use Styles 136

What Exactly Is a Paragraph, Anyway? 136

Paragraph-Formatting Attributes 138

Paragraph-Formatting Techniques 141

Structural Formatting 141

Indentation 141

Mirror Indents 142

Alignment 144

Tabs 144

Tabs versus Tables 146

Paragraph Decoration 147

Numbering/Bullets 147

Line Numbering 148

Additional Paragraph Controls 149

Shading 149

What’s That Dot? 150

Borders and Boxes 151

Random Bonus Tip #1 — Sort Paragraphs That Aren’t in a Table 152

Random Bonus Tip #2 — Move Paragraphs Easily 152

Summary 152

Chapter 9: In Style! 155

Styles Group 155

Using Styles 157

Apply Styles Task Pane 158

Creating and Modifying Styles 159

Style-by-Example 160

Quick Style Sets 162

Modifying and Creating Quick Style Sets 163

Changing Your Mind 164

Styles Task Pane 165

Manage Styles 167

Recommended Styles 167

Restricted Styles 169

Style Inspector 170

Summary 171

Chapter 10: The Clipboard 173

Using the Clipboard 174

Paste Option Buttons 175

Set Default Paste 176

Paste Special 176

The Clipboard Task Pane 177

Pasting from the Clipboard Task Pane 179

Removing Items from the Clipboard 179

System Tray Icon and Notification 179

Tricks and Tips 180

Picture This 180

Copying and Moving Text without Using the Clipboard 181

It’s a Drag 181

The F2 Factor 181

The Spike 182

Word Options and the Clipboard 183

Summary 184

Chapter 11: Find, Replace, and Go To 185

Whoa! What Happened to Find (Ctrl+F)? 185

Exploring the Navigation Pane’s Search 186

Navigation Pane Search Options 186

Basic Find 187

Find Again 188

Search for Selected Text 190

Basic Replace (Ctrl+H) 190

Search Codes 191

Find What and Replace with Codes (Use Wildcards On or Off) 191

Tab Character 191

ASCII Character 191

ANSI Character 191

Em Dash (—) 192

En Dash (–) 192

Caret Character 192

Manual Line Break 192

Column Break 192

Page or Section Break 192

Manual Page Break 193

Nonbreaking Space 193

Nonbreaking Hyphen 193

Optional Hyphen 193

Find What and Replace with (Use Wildcards Off) 193

Paragraph Mark 194

Find What: Field Only (Use Wildcards Off) 194

Picture or Other Graphic (Inline Only) 194

Footnote or Endnote 194

Footnote Mark 194

Endnote Mark 194

Any Character 194

Any Digit 195

Any Letter 195

Unicode Character 195

Field 195

Opening and Closing Field Braces (When Field Codes Are Visible) 195

Comment 195

Section or Page Break 195

White Space 196

Codes That Work Only in the ‘‘Replace with’’ Box (Use Wildcards On or Off) 196

Clipboard Contents 196

‘‘Find What’’ Matching Text 196

Options 196

Selected Text 197

More or Less 197

Reading Highlight 197

Find In 197

Search Direction 198

Match Case 198

Find Whole Words Only 199

Use Wildcards 199

Find What: Codes 199

‘‘Replace with’’ Codes 205

Sounds Like (English) 206

Find All Word Forms (English) 206

Match Prefix and Match Suffix 206

Ignore Punctuation Characters 207

Ignore White-Space Characters 207

Finding and Replacing Formatting 207

Go To (Ctrl+G) 210

Page 211

Section 211

Line 212

Bookmark 212

Comment 213

Footnotes and Endnote 213

Field 213

Table, Graphic, and Equation 214

Object 214

Heading 214

Summary 214

Part III: Writing Tools 217 Chapter 12: Language Tools 219

Spelling 219

Checking Spelling 220

Options 222

Correcting Spelling in Office Programs 223

Modes 226

Correcting Spelling in Word 226

Recheck Document 227

Exceptions for Current Document 228

Exception Lists (Exclude Dictionaries) 228

Grammar 229

Checking Grammar in Word 229

Options 230

Grammar Settings 232

Thesaurus 233

Research 234

Using the Research Task Pane 234

Research Options 234

Parental Control 234

Translation 237

Translating 238

Mini Translator 238

Summary 239

Chapter 13: Building Blocks and Quick Parts 241

Using Quick Parts and Building Blocks 241

Building Blocks versus Quick Parts 243

Building Blocks Organizer 244

Adding a New Building Block or Quick Part 245

Galleries 246

Categories 246

Description 247

Choosing a Storage Location for Building Blocks 247

Options (Insertion Behavior) 247

Whither AutoText and AutoComplete? 247

Formatting 248

Building Blocks: Need to Know 249

Backing Up 249

Sharing 250

Copying Building Blocks 251

Using Building Blocks with the AutoText Field 252

Summary 253

Chapter 14: AutoCorrect 255

Built-in Corrections 255

Replace Text as You Type 257

AutoCorrect from Typos 258

Plain Text versus Formatted Text 258

AutoCorrect Limits 259

Backing Up AutoCorrect Entries 260

Sharing AutoCorrect Entries 260

AutoCorrect versus Building Blocks 260

Math AutoCorrect 261

Recognized Functions 262

Backing Up the Math AutoCorrect List 263

Summary 263

Chapter 15: AutoFormat 265

AutoFormat versus AutoFormat As You Type 265

The AutoFormat Command 266

Using AutoFormat 266

Running AutoFormat 268

A Practical Use for the AutoFormat Command 271

AutoFormat As You Type 272

Tips and Techniques 274

Tricks with Quotes 274

What About the Other Fractions? 275

Assigning Fractions Using Symbols and AutoCorrect 275

Assigning Fractions Using Equations and AutoCorrect 276

Summary 277

Chapter 16: Action Options (What Happened to Smart Tags?) 279

Understanding Additional Actions 280

Action Settings 281

More Actions and Properties 281

Summary 282

Part IV: More than Mere Words 283 Chapter 17: Tables 285

Quick Start 285

Table Basics 285

Inserting Tables from Scratch 287

AutoFit Behavior 289

Inserting Tables Based on Existing Data 290

Convert Text to Table 291

Converting Tables to Text 292

Handling Tables 292

Selecting Tables, Rows, and Columns 293

Copying Table Matter 294

Moving and Copying Columns 294

Moving and Copying Rows 295

Table Properties 295

Preferred Width 296

Alignment 296

Text Wrapping 297

Table Layout and Design 298

Modifying Table Layout 298

Deleting Tables and Table Parts 298

Deleting Tables 299

Deleting Rows, Columns, and Cells 299

Inserting Rows, Columns, and Cells 299

Controlling How Tables Break 300

Merge 300

Splitting Cells, Row, and Columns 301

Cell Size 302

Alignment 303

Text Direction 303

Cell Margins and Cell Spacing 303

Tables That Span Multiple Pages 303

Sorting Tables 304

Table Math 305

Modifying Table Design 305

Table Styles 306

Shading 309

Borders and Table Drawing 309

The Table Eraser 312

Summary 312

Chapter 18: Pictures and SmartArt 315

Inserting Pictures from Files 315

If Your Picture Format Isn’t Supported 317

Pictures from the Clipboard and Internet 319

Manipulation 101 320

Wrapping 320

Setting Wrapping and Wrapping Defaults 321

Dragging and Nudging 323

Resizing and Cropping 324

Resizing 324

Cropping 325

Picture Styles 327

Picture Effects 328

Adjust 328

Arranging Pictures on the Page 329

Inserting Clip Art 331

SmartArt 333

Inserting SmartArt 333

Changing Layout 336

SmartArt Styles 336

SmartArt Formatting 338

Summary 338

Chapter 19: Headers and Footers 339

The Header and Footer Layer 340

Document Sections 340

Header and Footer Navigation and Design 341Editing the Header and Footer Areas 341Header and Footer Styles 342Section Surfing 342Inserting and Deleting Section Breaks 342Link to Previous 343Different First Page 343Different Odd & Even Pages 344Show Document Text 344Distance from Edge of Paper 344Adding Header and Footer Material 345Page Numbers 345Insert Page Numbers 345Where Do Page Margin Numbers Really Go? 347Deleting Page Numbers 347Formatting Page Numbers 347Side Margin Material 349Summary 349

Chapter 20: Symbols and Equations 351

Symbols 351Symbols Dialog Box 352Symbols Tab 352Using the Symbol Dialog Box to Find a Character’s Code 354Special Characters Tab 354Equations 354Inserting Equations from the Gallery 355Creating an Equation from Scratch 356Saving Equations to the Gallery 357Working with Equations 358Linear versus Professional 358Math AutoCorrect 358Inserting Text Before or After an Equation 360Inserting Normal Text Inside an Equation Container 360Working with Structures 361Equation Options 362Numbering Equations 363

A Semiautomatic Way to Number Equations 364Legacy Equations 366Summary 366

Chapter 21: Field Guide 367

And Field Codes Are ? 368

Basic Field Study 368Updating Fields 369

Field Display Shading 370Show Field Codes Instead of Their Values 372Field Keyboard Shortcuts 373Lockdown! 373Contextual Field Tools 374The Field Dialog Box 374Caveat Mergeformat 376Field Codes and Hide Codes 376Field Syntax 377Text Format Switches 378Alphabetic 378Arabic 378Caps 379Cardtext 379Charformat and Mergeformat 379Dollartext 379Firstcap 380Hex 380Lower 380Ordinal 380Ordtext 380Roman 380Upper 380Numeric Format Switches 381

# (Number Placeholder) 381

0 (Zero Placeholder) 381

X 381 (Decimal Point) 382, (Commas for Three-Digit Groups) 382+ (Force the Plus Sign to Display) 382

; (Semicolon) 382

’ (Single Quote) 382Date Format (Date-Time Picture Switches) 383Date Format Elements 383Switch Combinations 383Categories 384Date and Time 384Document Automation 386Document Information 386Equations and Formulas 388Index and Tables 388Links and References 389Mail Merge 390

Numbering 391User Information 393Summary 393

Chapter 22: WordArt 395

Creating WordArt 396Creating Classic WordArt 396Creating WordArt from Selected Text 397Creating WordArt from Scratch 397WordArt Styles 398Formatting WordArt Text 399Formatting WordArt Shapes 399Using the Format Shape Dialog Box 399Shape Styles 400Rotation 400Size 402Arrange 404Shaping and Transforming WordArt 405Additional Tricks 406Summary 407

Chapter 23: Charts 409

Excel versus Microsoft Graph 409What If I Prefer Microsoft Graph’s Simplicity? 410Can I Convert from Microsoft Graph to Office 2010 Charts? 412Chart Basics 413Design Ribbon 413Type 414Data 414Chart Layouts 417Chart Styles 417Layout Ribbon 418Current Selection 418Insert 419Labels 420Axes 420Background 420Analysis 420Format Ribbon 422Current Selection 422Summary 424

Chapter 24: Inserting Objects and Files 425

Object Basics 425Linking versus Embedding Objects in Word 426

Icons versus Content 428New versus from an Existing File 429Inserting Text from Files 430Formatting Issues 432Pasting, Dragging, and Dropping 433Dragging from the Filesystem 433Dragging from Another Open Program 433Dragging Text 433Dragging Other Objects 434The Paste Alternative 435Summary 436

Chapter 25: Page Setup and Sections 439

Page Setup Basics 440Section Formatting 440Them’s the Breaks (Section Breaks, That Is) 441Inserting Section Breaks 441Automatic Section Breaks 442Styles, Section Formatting, and Paragraph Formatting 443Saving Section Formatting for Reuse 443Page Setup Dialog 444Margins 445Orientation 446Size 449Columns 449Page Layout Settings 449Fixing or Changing a Section Break 450Vertical Page Alignment 452Page Borders 452Summary 454

Chapter 26: Textboxes and Other Shapes 455

Why Use Textboxes? 456Inserting Textboxes 456Prefab Textboxes 458Drawing Your Own 458Formatting 459Rotating Text 460Chaining or Linking Textboxes 461Shape Styles 461Shape Fill and Shape Outline 462Shape Effects 462

Position 462Bring Forward and Send Backward 462Select Objects Tool 463Align 463Grouping 464The Format Shape Dialog 465Summary 466

Chapter 27: Columns 467

Do I Really Want Columns? 468Column Formatting 469Changing the Number of Columns 470Line Between 471Formatting Columns Using the Horizontal Ruler 471Special Formats 471Changing Columns Using Section Breaks 472Changing Columns without Using Section Breaks 473Balancing Columns on the Last Page 473Summary 475

Chapter 28: On Background 477

Page Background 477Printed versus Onscreen Background Colors and Images 478Background versus Watermark 479Background Colors, Patterns, and Textures 480Colors 480More Colors 481Colors and Themes 481Gradient 482Texture 483Pattern 484Picture 484Watermarks 485Preset Watermarks 485Other Text Watermarks 486Picture Watermarks 487Removing Watermarks and Page Backgrounds 487Summary 487

Chapter 29: Publishing as PDF and XPS 489

What Is PDF? 489Viewing PDF Files 490What Is XPS? 490Viewing XPS Files 491Office 2010 Support for PDF and XPS 492Deciding Which Format to Use 492How Good Is Word 2010’s Built-In PDF Capability? 492

Creating PDF Output 493Creating XPS Output 495Summary 496

Chapter 30: Blogging and Publishing as HTML 497

What Happened to XML? 497HTML 498What’s So Bad about Word’s HTML? 498What Is MHTML? 501Blogging 501Registration 502Composing and Publishing Your Blog Entry 504Additional Blog Tools 507Using Open Existing to Correct and Revise 507Summary 508

Chapter 31: Templates and Themes 509

What Are Templates? 509Using Templates to Create New Documents 510Blank Document 511Recent Templates 512Sample Templates 512

My Templates 512New from Existing 512Office.com Templates 514Creating Templates 516The Organizer 517Using the Organizer 518Copying Styles and Macros 518Deleting Styles and Macros 519Renaming Styles and Macros 519Removing Style Aliases 519Modifying Templates 519Themes 520What Are Themes? 520Understanding Themes 521Differences between Themes and Templates 522Theme Elements or Components 523Theme Colors 524Theme Fonts 525Theme Effects 528Saving Custom Themes 529Setting the Default Theme 529Summary 531

Part VI: With All Due Reference 533

Chapter 32: Bookmarks 535

Working with Bookmarks 535Displaying Bookmarks 535User-Created Bookmarks 537Why Bookmarks Are Used 538What’s in a Name? 539Overlap and Redundancy 539How Many Is Too Many? 540Copying and Pasting Bookmarks 540Bookmark Navigation 541Word-Created Bookmarks 541Broken Bookmarks 543Error! Bookmark Not Defined .543Unwanted or Unexpected Results 543Summary 544

Chapter 33: Tables of Contents 545

Automatic Tables of Contents 545Heading Styles 545Table of Contents Defaults and Options 546Caveat Add Text Tool 549Using Add Text on Heading 1–9 Styles 549Using Add Text on Non-Heading 1–9 Styles 550Using Outline Levels for the Table of Contents 550TOC Formats 550TOC Styles 551Manually Creating a Table of Contents 552Manually Adding Selected Text 553Inserting a Table of Contents Using Marked Entries 554Maintaining and Updating 555Converting a Table of Contents into Text 556Recycle, Recycle, Recycle 556The TOC Field Code 556Summary 558

Chapter 34: Master Documents 559

Master Documents: The Sad History 559Are the ‘‘X’’ Files Master Documents’ Salvation? 560Worth the Risk? 560

Creating Master Documents 561The Master Document Ribbon 562Creating a Master Document from Scratch 563Creating a Master Document from Existing Documents 566Converting an Existing File into a Master Document 567Working with Master Documents 568Converting Subdocuments into Master Document Text 568Merging Subdocuments 568Locking Subdocuments 569Expand/Collapse Subdocuments 569Handle with Care — Moving Subdocuments 570Summary 571

Chapter 35: Footnotes and Endnotes 573

Footnotes and Endnotes Basics 574Footnote and Endnote Options 575Inserting a Footnote 575Inserting an Endnote 576Displaying and Editing Footnotes and Endnotes 576Deleting Footnotes and Endnotes 578Converting Footnotes and Endnotes 578

A Matter of Style 579Footnote Text and Endnote Text Styles 579Reference Mark Styles 579Separators and Continuation 580Summary 580

Chapter 36: Citations and Bibliography 581

Sources 582Style First 582Inserting Sources from Scratch 583Add New Source 583Citation Field Code 585Adding New Sources Using the Source Manager 585Using Existing Citations 585Placeholders 586Edit Source (and Convert Placeholder to Source) 587Editing Citations 588Deleting Sources 589Acquiring External Sources 590Bibliography 590Inserting a Bibliography 591Managing Bibliographies 591

Deleting 592Converting a Bibliography into Static Text 592Save Selection to Bibliography Gallery 593Summary 594

Chapter 37: Captions and Tables of Captioned Items 595

Caption Basics 595Insert Caption 596Labels 597Numbering 597Look Ma! No Label! 598The Caption Style 599AutoCaptioning 599Turning on AutoCaptioning 599Tables of Captioned Items 600Options 601Copying and Deleting Captions 602Summary 602

Chapter 38: Indexing 603

Marking Index Entries 604Creating Index Entries Using Mark Entry 604Automatically Marking Index Entries Using AutoMark 606Compiling or Inserting an Index 607Index Field Code 609Subentries and Styles 609Creating Multiple Indexes 610Summary 611

Chapter 39: Tables of Authorities 613

Citations 614Formatting Long Citation Entries 614Adding Categories 615Marking the Citations 616Citation Fields 616Removing Citations 616Inserting the Table of Authorities 617Category 617Use Passim 618Formatting 618Keep Original Formatting 618Tab Leader 618Formats 618Modifying Table of Authorities Styles 619Updating a Table of Authorities 620Converting a Table of Authorities to Static Text 620Summary 620

Chapter 40: Hyperlinks and Cross-References 621

Hyperlinks 621Automatic Hyperlinks 622Using and Displaying Hyperlinks 622Inserting Hyperlinks 624The Links Group 624Inserting a Hyperlink 624Link to Existing File or Web Page 625Link to a Local File 626Link to a Web Page 626Link to Place in This Document 627The Hyperlink Field 628Link to Create New Document 628Link to E-Mail Address 629Inserting Cross-References 630Headings 631Numbered Items 632Bookmarks 633Footnotes and Endnotes 634Equations, Figures, and Tables 634Summary 635

Chapter 41: Data Sources 639

Data Considerations 639Access and Portability 640Data Formats 640Type New List 641Word 644Caveat Headerless Data Files 644Opening a Word File as the Data Source 645Outlook 646Excel 647Access 647HTML Files 647Summary 648

Chapter 42: Envelopes and Labels 649

Envelopes 649Delivery Address 650Advanced Find 651Return Address 652

Options Button 653Envelope Options 653Printing Options 654Add Electronic Postage and E-Postage Properties 654Add to Document 655Labels 656Print Options 656Options (Label Type) 657New Document 659Summary 660

Chapter 43: Data Documents and Mail Merge 661

Choosing the Type of Data Document 661Restoring a Word Document to Normal 663Attaching a Data Source 663Selecting Recipients 664Editing Data 664Sorting Records 664Filtering Records 665Duplicates 667Find Recipient 668Validate Addresses 669Assembling a Data Document 669Merge Fields 670Address Block 671Greeting Line 672Rules 674Match Fields 675Preview Results 675Find Recipient 677Update Labels 677Highlight Merge Fields 678Auto Check for Errors 678Finishing the Merge 679Edit Individual Documents 679Print Documents 680Send E-mail Messages 680Mail Merge Task Pane/Wizard 681Step 1: Document Type 681Step 2: Starting Document 682Step 3: Select Recipients 682Step 4: Write Your Letter 683Step 5: Preview Your Letters 684Step 6: Complete the Merge 684Summary 685

Chapter 44: Forms 687

Out with the Old, In with the New? 687Forms Basics 688Creating and Using Forms: General Steps 688Form, Tools, and Controls 688Content Control Tools 690Legacy Form Tools 691ActiveX Controls 691Forms Protection 691

Do Not Protect a Document If 693

Unprotecting a Form Document 694Creating a Fill-In Form Using Legacy Tools 694Create Form Document 694Turn on Nonprinting Formatting Characters and Form Field Shading 695Insert Text Form Field with Date Format 695Insert Regular Text Form Field 698Insert Drop-Down List 698Insert Numeric and Calculation Fields 700Using Content Controls 701Design Mode 701

Don’t Forget to Turn Off the Lights 702

Content Control Tools 702Rich Text 703Plain Text 703Picture 704Drop-Down List 704Combo Box 706Date Picker 706Building Block Gallery Control 707Check Box Control 707Word and InfoPath 708Importing a Word Form into InfoPath 708Publishing to Forms or SharePoint Server 711Summary 711

Part VIII: Power and Customization 713

Chapter 45: Keyboard Customization 715

Getting Started 715The Fast Way (The Cloverleaf Method) 716What Does This Have to Do with Templates? 717Multi-Stroke Key Assignment 717Word Options Method 718

Categories 720Commands 720List Commands 721Other Methods 722Styles 722Symbols 723Record Macro 724Summary 725

Chapter 46: The Quick Access Toolbar 727

The What? 727You Call This a Toolbar? 728Customizing the Quick Access Toolbar 729The QAT Top Eleven 729Adding Commands to the QAT 729Adding Groups/Chunks 729Removing Commands 730Rearranging 730The Customize Quick Access Toolbar Dialog 731Displaying the Main QAT Customization Dialog 732Setting the Storage Location for the QAT 732Finding Commands 732Adding Commands to the QAT 734Separator 734Removing Tools from the QAT 734Resetting the QAT to the Default 734Summary 735

Chapter 47: The Ribbon 737

Customize the Ribbon Dialog 737Command Central 738Moving Tabs and Groups 739Turning Tabs On or Off 739Removing Groups 741Resetting Tabs 742Adding Groups 743Adding Custom Groups 743Adding Custom Tabs 746Removing Custom Tabs 747Importing and Exporting Ribbon Customizations 747Summary 747

Chapter 48: Options and Settings 749

Accessing Options 749Other Routes to Options 750Information Tips 751

The Rest of the Chapter 751

General 752Display (and Printing) 752Page Display Options 753Nonprinting Formatting Marks 754Printing Options 755Proofing 756Save 756Backup Options 757Offline Editing Options for Document Management Server Files 759Preserve Fidelity When Sharing This Document 759Language 759Choose Editing Languages 760Choose Display and Help Languages 762Choose ScreenTip Language 762Advanced 762Editing Options 762Cut, Copy, and Paste 765Image Size and Quality 766Show Document Content 767Display 769Print 771When Printing from This Document (or All New Documents) 772Save 772Preserve Fidelity When Sharing This Document 774General 775Compatibility/Layout Options 776Customize Ribbon 777Quick Access Toolbar 777Add-Ins 777Trust Center 779Trusted Publishers 780Trusted Locations 781Trusted Documents 784Add-Ins 785ActiveX Settings 786Macro Settings 787Protected View 788Message Bar 790File Block Settings 790Privacy Options 792Summary 794

Chapter 49: Macros: Recording, Editing, and Using 795

Macro Tools 796Recording a Macro 797Editing a Macro 799Testing Your Macro 801

Managing Macros 802Copying Macros to a New Module 802Digitally Signing Your Macros 803Installing and Running SelfCert 803Signing Your Macros 803Macro Security 804Confirming Office Is Really Closed with Windows Task Manager 805Macros and Security 806Macro Storage 807Global Add-Ins 807Automatic Macros 810Microsoft Visual Basic Q&D 810All You Really Need to Know 810

1 Starting and Toggling the Visual Basic Editor 810

2 Project Explorer and Code Windows 811

3 Running Macros Directly from the Visual Basic Editor 811

4 The Visual Basic Editor Reads Your Mind 812

5 The Visual Basic Editor Wants to Help 812

6 If the Visual Basic Window Doesn’t Respond 812

7 If the Visual Basic Project Is ‘‘Locked,’’ Blame Security 813

8 The Larger Context 813

9 Watch Macros as They’re Being Recorded 814

10 Now You Know Why It’s a Good Idea to Prompt to SaveNormal.dotm 814

For More Information 814

Free Online Resources 814Summary 815

Part IX: Collaboration — Getting Along with Others 817

Chapter 50: Security, Tracking, and Comments 819

Protection Types 819Restricting Permission (Information Rights Management) 821Removing Access Restrictions 824Digital Signatures 825How to Digitally Sign a Word Document 825Removing a Signature 826Document Inspector (Removing Private/Personal Information) 827What Is Invisible Content? 828Formatting and Editing Restrictions 829Limit Formatting to a Selection of Styles 830

No Changes (Read-Only) 832Comments 833

Tracked Changes 833Filling in Forms 833Password to Open/Modify 833Applying Passwords to Open and/or Modify a Word Document 834Comments and Tracked Changes 835Comments 836Viewing Comments 836Inserting, Editing, and Deleting Comments 837Tracked Changes 838Track Changes Options 838Turn on Tracked Changes 839Show Markup 840Display for Review 841Reviewing Pane 841Reviewing Comments and Changes 842Accepting and Rejecting Comments 843Accepting and Rejecting Changes 843Protecting Documents for Review 843Summary 843

Chapter 51: Comparing and Combining Collaborative Documents 845

Comparing Using Legal Blackline 845Protection 849Gaining More Screen Real Estate 849Combining Documents That Contain Tracked Changes 850Combining Multiple Documents Containing Changes 850Running the Combine Documents Command 851Summary 852

Chapter 52: SharePoint and SkyDrive 853

What Happened to Workspace Management? 854Accessing Your SharePoint Server 854Using Office 2010 with SharePoint 2010 856Using Save to SharePoint from Backstage 856Co-Authoring 858Blocking and Locking 858Co-Authoring Indicators 859Save to Web (SkyDrive) 860Creating a SkyDrive Account 860Accessing SkyDrive Documents 862Adding a SkyDrive Shortcut to Your Favorites List 862Summary 863

Chapter 53: SharePoint Workspace 865

Who Needs SharePoint Workspace 2010? 866Groove versus SharePoint 867

Using the SharePoint Workspace 2010 Client 868Deleting an Account 868The SPW 2010 Interface 869SharePoint Workspaces 870Deleting a SharePoint Workspace 873Groove Workspaces 873Workspaces 873Adding Documents and Folders to a Groove Workspace 873Deleting Workspaces 874Sending Workspace Invitations 875Canceling Pending Invitations 875Accepting Workspace Invitations 876Working with Groovy Documents 877Shared Folders 877Deleting a Shared Folder 878Summary 879

Chapter 54: Integration with Other Office Applications 881

Excel 881Using Excel Content in Word 882Clipboard 882Chart 885Object 886From Spreadsheet to Table 887Using Word Content in Excel 888Clipboard 888Drag and Drop 889Object 889PowerPoint 890Converting Word to PowerPoint Presentations 890Converting PowerPoint Presentations to Word Documents 892Outlook 892Using the Outlook Address Book in Word 892Summary 894

Index 895

for what you are learning This book is a comprehensive resource on Word 2010 (also known

as Word 14) By the time you have completed the Microsoft Word 2010 Bible, you will be well

prepared to take full advantage of the numerous ways that Word has been enhanced andstrengthened

The update to Word 14 is evolutionary, rather than revolutionary (unlike the update toWord 12) Along with new features that can make working with Word easier, Microsoft hasrestored a couple of oldies-but-goodies, including the ability to customize the ribbon (the menu’ssuccessor) and AutoComplete for AutoText Nice touches, like the Navigation pane, provide evermore and better ways to work with words, and to organize them more effectively and efficiently.Word 14 also provides more ways to collaborate and share, including co-authoring — finally, ananswer to having to e-mail tracked changes back and forth With Office 14 comes SharePointWorkspace 2010, which provides three ways not only to share your documents, but ways tomake your work environment more portable, so you spend less time copying files to and fromthumb drives and more time working

Who Should Read This Book

The Word 2010 Bible is a reference and tutorial for Word users of all levels For the user who

is completely new to Word, this book will tell you everything you need both to quickly startusing Word 2010 and to get the most out of the features it offers Word 2010 is a full-serviceword processing program that can do just about anything you need it to do Often, there aremultiple ways to accomplish a given task This book will show you the quickest and easiest ways

to accomplish your mission, while at the same time pointing out the longer term advantages ofusing methods better suited to extensibility and repurposing your work

For veteran users of Word 2003 and earlier, the Word 2010 Bible will help you quickly see how

to accomplish familiar tasks using unfamiliar tools Where new and old ways co-exist, this bookwill help you decide which method to use Where the old ways have completely disappeared,this book will help you deal with the initial shock and grief, and then help you move on andgrow from the experience That’s what a bible does

For users who made Word 2007 part of their journey, this book helps you continue the trek,showing you what’s new, improved, and different in Word 2010 Sometimes, new and improved

coincide, but sometimes, you just end up with different I’ll try to help you take advantage ofwhat the new Word 2010 can do for you.

For new and veteran Word users alike, this book assumes that you have a basic level of

com-puter literacy It assumes that you’re familiar with Windows, that you know what click, drag, and

double-click means It also assumes that you’re familiar with basic Windows-wide techniques for

selecting, copying, and deleting text Furthermore, this book assumes that you know the ence between Internet Explorer and Windows Explorer, and that you know where and what theWindows taskbar and desktop are

differ-Because this book would be twice as long if I had to describe each scenario from the perspective

of different versions of Windows, I chose one version as my focus — Windows 7 If you’re usingVista, upgrade to Windows 7 You won’t regret it If you’re using Windows XP with the neededservice pack to run Office 2010, that’s okay, but you’ll need to translate some things back intoXP-ese But, since you’ve been using XP for so long, I’ll assume that’s no problem

How This Book Is Organized

The Word 2010 Bible is organized in a way that reflects both the way users tend to learn Word

as well as the relative timing when particular kinds of information and techniques are needed.This book is organized into nine parts The first four parts are designed to get you up-and-running as quickly as possible, covering things you need to know to start using Word

immediately However, the early parts of the book not only show you the basics, but also offertips and strategies that will enable you to become an effective Word user Topics and techniques

covered in the early chapters are revisited throughout the Word 2010 Bible You’ll quickly gain

an understanding of how some concepts — such as Heading styles — give you incredibleleverage and easy access to sophisticated word processing techniques and features

Part I: My Word and Welcome to It

Part 1 begins with things you need to know in order to become comfortable and fully proficientwith Word 2010 The mission of this collection of chapters is to get you over any initial stum-bling blocks so you can begin to take advantage of Word 2010’s power and enhancements Part

I offers a quick-start chapter especially useful for newbies For Word veterans, there’s a chapterexplaining how to find features that otherwise appear to be missing in action To prepare you to

be the kind of power user the Word 2010 Bible knows you can be, Part I offers chapters on

mak-ing Word work for you, understandmak-ing Word’s new file format, and how to tame and controlWord’s automatic features

Part II: Word on the Street

Part II focuses on the baseline skills that every Word user uses and needs — regardless of whyyou use Word The basics are covered thoroughly, but the Bible avoids spending too much time

on things that are already obvious However, beyond that and more importantly, this sectioncontains a heavy dose of tips, pitfalls, and shortcuts You’ll learn about the different kinds of