microsoft office word 2003 all-in-one desk reference for dummies

by Doug Lowe Word 2003 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ a_571419 ffirs.qxd 5/18/04 10:33 AM Page iii Word 2003 All-in-One Desk Reference For Dummies ® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 Copyright © 2004 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada 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 per- mitted 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) 646-8600. 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) 572-4355, e-mail: brandreview@wiley.com. Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc., and/or its affiliates in the United States and other countries, and may not be used without written permission. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. 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Library of Congress Control Number: 2004103151 ISBN: 0-7645-7141-9 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 1B/QU/QW/QU/IN a_571419 ffirs.qxd 5/18/04 10:33 AM Page iv About the Author Doug Lowe has written a whole bunch of computer books, including more than 30 For Dummies books, such as Networking For Dummies, 6th Edition, PowerPoint 2003 For Dummies, Internet Explorer 6 For Dummies, Networking All-in-One Desk Reference For Dummies, and Microsoft Office 2002 For Dummies Quick Reference. He lives in that sunny All-American City, Fresno, California, where all the politicians are actors and all the actors think they’re politicians. He’s one of those obsessive-compulsive decorating nuts who creates computer- controlled Halloween decorations that rival Disney’s Haunted Mansion and Christmas displays that can be seen from space. Maybe his next book should be Tacky Holiday Decorations For Dummies. a_571419 ffirs.qxd 5/18/04 10:33 AM Page v Dedication To Debbie, Rebecca, Sarah, and Bethany. Author’s Acknowledgments I’d like to thank project editor Nicole Sholly, who did an excellent job of man- aging all the details that have to fall in place just right for a book like this to come together. I’d also like to thank Sharad Kumar Saksena of Dreamtech for a thorough technical review and excellent suggestions, and copy editor Rebecca Senninger who made sure the i’s were crossed and the t’s dotted (oops, reverse that!). And, as always, thanks to all the behind-the-scenes people who chipped in with help I’m not even aware of. a_571419 ffirs.qxd 5/18/04 10:33 AM Page vii Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Media Development Associate Project Editor: Nicole Sholly Acquisitions Editor: Melody Layne Copy Editor: Rebecca Senninger Technical Editor: Wiley-Dreamtech India Pvt Ltd Editorial Manager: Kevin Kirschner Media Development Manager: Laura VanWinkle Media Development Supervisor: Richard Graves Editorial Assistant: Amanda Foxworth Cartoons: Rich Tennant, www.the5thwave.com Composition Project Coordinator: Maridee Ennis Layout and Graphics: Karl Brandt, Amanda Carter, Lauren Goddard, Denny Hager, Stephanie D. Jumper, Michael Kruzil, Lynsey Osborn, Heather Ryan, Julie Trippetti, Melanee Wolven Proofreaders: Andy Hollandbeck, Betty Kish, Carl William Pierce Indexer: Tom Dinse Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services a_571419 ffirs.qxd 5/18/04 10:33 AM Page viii Contents at a Glance Introduction 1 Book I: Word Basics 7 Chapter 1: Getting to Know Word 9 Chapter 2: Managing Your Documents 21 Chapter 3: Working with Templates 39 Chapter 4: Printing Your Documents 89 Chapter 5: Help! 95 Book II: Formatting Text 103 Chapter 1: Basic Text Formatting 105 Chapter 2: The Border Patrol and Other Shady Characters 131 Chapter 3: Working with Styles 141 Chapter 4: Page Setup and Section Formatting 163 Chapter 5: Column Formatting 179 Chapter 6: Using Tables 187 Chapter 7: Creating Lists 209 Chapter 8: Working with Footnotes and Endnotes 223 Book III: Editing Techniques 229 Chapter 1: Getting Around 231 Chapter 2: Basic Document Editing Techniques 241 Chapter 3: Finding and Replacing 253 Chapter 4: All About AutoCorrect and Its Siblings 263 Chapter 5: Proofing and Research Tools 281 Chapter 6: Track Changes and Other Collaboration Features 301 Book IV: Getting Graphic 317 Chapter 1: Inserting Pictures and Clip Art 319 Chapter 2: Drawing on Your Documents 335 Chapter 3: Fill Effects, Ghosts, Shadows, and Other Effects 361 Chapter 4: Working Graphically with Text 371 Chapter 5: Charts and Diagrams 387 Chapter 6: A Pocket Full of Desktop Publishing Tricks 405 Chapter 7: Move Over, Einstein (Creating Equations) 415 b_571419 ftoc.qxd 5/18/04 10:34 AM Page ix Book V: Web Publishing 425 Chapter 1: Going Online with Word 427 Chapter 2: Creating Web Pages with Word 439 Chapter 3: Basic Web Formatting Features 449 Chapter 4: Using Themes and Cascading Style Sheets 463 Chapter 5: Working with Frames 469 Chapter 6: Word and XML 479 Book VI: Advanced Document Features 487 Chapter 1: Working with Fields 489 Chapter 2: Form Follows Function (Setting Up and Using Forms) 505 Chapter 3: More about Outlining 521 Chapter 4: Mystical Master Documents 535 Chapter 5: So You Want to Make an Index, Eh? 547 Chapter 6: Creating a Table of Contents or Table of Figures 557 Chapter 7: Objection, Your Honor (Creating a Table of Authorities) 567 Book VII: Letters, Envelopes, and Labels 573 Chapter 1: Creating Letters and Envelopes 575 Chapter 2: Faxing and E-Mailing Documents 587 Chapter 3: Using the Mail Merge Wizard 593 Chapter 4: More Mail Merge Tricks 607 Book VIII: Customizing Word 619 Chapter 1: Opting for Options 621 Chapter 2: Customizing Toolbars, Menus, and Keyboard Shortcuts 643 Chapter 3: Using Voice and Handwriting Features 661 Book IX: Programming Word with VBA 669 Chapter 1: Recording and Using Macros 671 Chapter 2: Programming with VBA 683 Chapter 3: Working with Word’s Object Model 709 Chapter 4: Creating UserForms 731 Index 747 b_571419 ftoc.qxd 5/18/04 10:34 AM Page x Table of Contents Introduction 1 About This Book 1 How to Use This Book 2 How This Book Is Organized 3 Book I: Word Basics 3 Book II: Formatting Text 3 Book III: Editing Techniques 3 Book IV: Getting Graphic 3 Book V: Web Publishing 4 Book VI: Advanced Document Features 4 Book VII: Letters, Envelopes, and Labels 4 Book VIII: Customizing Word 4 Book IX: Programming Word with VBA 4 Icons Used in This Book 4 Where to Go from Here 5 Book I: Word Basics 7 Chapter 1: Getting to Know Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Starting Word 9 What Is All This Stuff? 11 The View from Here Is Great 13 Typing and Editing Text 14 Printing Your Masterpiece 15 Saving Your Work 16 Opening a Document 17 Closing a Document 18 Exiting Word 19 Chapter 2: Managing Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . .21 Creating a New Document 21 Using the File➪Open Command 22 Changing views 23 Deleting and renaming documents and folders 24 Setting the default document location 24 Using the shortcut menu 25 Using the Tools menu 26 Using My Places 27 Opening Recently Used Documents 27 b_571419 ftoc.qxd 5/18/04 10:34 AM Page xi Word 2003 All-in-One Desk Reference For Dummies xii Finding Lost Files 28 Using the Search pane 28 Improving your search 29 Enabling fast searching 29 Advanced searches 30 Using the Save As Command 33 Save Options 35 Password Protecting Your Files 37 Chapter 3: Working with Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 What Is a Template? 39 The Normal.dot Template 40 Creating a New Document Based on a Template 41 Creating a Document from an Online Template 42 Changing the Template Attached to a Document 43 Creating Your Own Templates 45 Converting a document to a template 45 Creating a new template from scratch 46 Modifying an existing template 46 Using Global Templates 47 How Word Resolves Duplicate Template Elements 49 Using the Organizer 50 A Gallery of Word’s Templates 51 Letters 51 Faxes 56 Memos 60 Reports 64 Resumes 70 Publications 74 Using Wizards 82 Chapter 4: Printing Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . .89 Printing the Quick Way 89 Using the Print Dialog Box 89 Changing printers 90 Printing part of a document 90 Printing more than one copy 91 Choosing what to print 91 Zooming 92 Playing with Print Options 92 Using the Print Preview Command 94 Chapter 5: Help! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95 Meeting the Assistant 95 Summoning the Assistant 96 Asking a Question 97 Changing Assistants 99 b_571419 ftoc.qxd 5/18/04 10:34 AM Page xii Table of Contents xiii Help the Old-Fashioned Way 100 Searching for Lost Help Topics 101 Getting Help on the Internet 101 Repairing a Broken Office 102 Book II: Formatting Text 103 Chapter 1: Basic Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105 Understanding Formatting in Word 106 Formatting Characters 107 Applying character formats the easy way 108 Using the Format➪Font command 110 Spacing out your text 112 Animating your text 114 Inserting Special Characters 115 Using the Format Painter 116 Formatting Paragraphs 117 Applying paragraph formats the easy way 117 Using the Format➪Paragraph command 118 Line and page breaks 121 All about Tabs 122 Setting tabs with the ruler 122 Using the Format➪Tabs command 124 Removing all tabs 125 Using tab leaders 125 Running a bar tab 126 AutoFormat (Or, Make It Stop!) 127 The Ten Commandments of Formatting 128 I. Thou shalt remember thy keyboard shortcuts to speed thy way 128 II. Thou shalt not press Enter at the end of each line 128 III. Thou shalt not create empty paragraphs 129 IV. Thou shalt not use extraneous spaces 129 V. Thou shalt not use extraneous tabs 129 VI. Thou shalt not underline when italics will do 129 VII. Thou shalt not use more than three fonts on a page 129 VIII. Thou shalt not use Exact Line Spacing 129 IX. Thou shalt use the AutoCorrect feature 129 X. Thou shalt use styles 130 Chapter 2: The Border Patrol and Other Shady Characters . . . . . . . .131 Creating Borders in Your Text 131 Drawing a box around your text 131 Putting borders around adjacent paragraphs 133 Using the Border button 135 b_571419 ftoc.qxd 5/18/04 10:34 AM Page xiii [...]... xxviii Word 2003 All-in-One Desk Reference For Dummies Introduction W elcome to Word 2003 All-in-One Desk Reference For Dummies, the book written especially for those of you who use Word on a daily basis and need a handy reference to all the various and sundry things this mighty program can do This book contains all of the basic and not-so-basic information you need to know to get the most out of Word, ... About This Book Word 2003 All-in-One Desk Reference For Dummies is a big book that’s actually made up of nine smaller books, each of which covers a specific aspect of using Word You find minibooks on such topics as editing your documents, working with graphics, using Word to create Web pages, and customizing Word to make it work the way you want it to Word 2003 All-in-One Desk Reference For Dummies doesn’t... Programs and Microsoft Office to get to it ✦ If you want Word to always appear at the top of the Start menu, choose Start➪All Programs Microsoft Office Then, right-click Microsoft Office Word 2003 and choose the Pin to Start Menu command This command “pins” Word to the Start menu, above the Frequently Used Program List ✦ You can create an icon for Word on your desktop Then, you can start Word by double-clicking... by double-clicking its desktop icon To create a desktop icon for Word, open the Start menu, navigate through All Programs and Microsoft Office, then right-click Microsoft Office Word 2003 and choose Send To➪Desktop What Is All This Stuff? 11 ✦ Yet another way to start Word is to open your My Documents folder by choosing Start➪My Documents Then, double-click the icon for any Word document in your My... fields: The \* mergeformat switch 495 Capitalizing field results 495 xxii Word 2003 All-in-One Desk Reference For Dummies Setting the number format 495 Creating custom number formats 496 Creating custom date and time formats 497 Updating a Field 497 Preventing a Field from Being Updated 498 Field Code Reference 499 Chapter 2: Form Follows Function... Working with Footnotes and Endnotes 223 Adding a Footnote 223 Changing the Footnote Format 225 Changing the Reference Marks 226 Changing the Footnote Separators 227 Finding a Footnote Reference .228 xvi Word 2003 All-in-One Desk Reference For Dummies Book III: Editing Techniques 229 Chapter 1: Getting Around ... we thought of everything?) How This Book Is Organized 3 How This Book Is Organized Each of the nine minibooks contained in Word 2003 All-in-One Desk Reference For Dummies stands alone The first minibook covers the basics of using Word The remaining minibooks cover a variety of Word topics Even those minibooks that cover familiar ground are packed with techniques and commands you may not know about... highlights information that may help you avert disaster Where to Go from Here Yes, you can get there from here With this book in hand, you’re ready to plow right through the rugged networking terrain Browse through the Table of Contents and decide where you want to start Be bold! Be courageous! Be adventurous! And above all, have fun! 6 Word 2003 All-in-One Desk Reference For Dummies Book I Word Basics... (Setting Up and Using Forms) 505 Understanding Forms 506 Creating a Form Template 507 Using the Forms Toolbar 510 Creating a Text Field 511 Creating a Check Box Field 513 Creating a Drop-Down Field 514 Filling Out a Form .516 Adding Help to a Form Field .517 Using Pre-Printed Forms .518 Exporting Form Data to a Text... .684 Rules for writing VBA statements 685 Comments 685 Projects, modules, procedures, and macros 686 Working with Variables and Data .686 Using assignment statements 686 Declaring variables 687 Placing your declarations 687 Using static variables .688 Using Option Explicit 688 xxvi Word 2003 All-in-One Desk Reference For Dummies Using . For Dummies books, such as Networking For Dummies, 6th Edition, PowerPoint 2003 For Dummies, Internet Explorer 6 For Dummies, Networking All-in-One Desk Reference For Dummies, and Microsoft Office. by Doug Lowe Word 2003 ALL-IN-ONE DESK REFERENCE FOR DUMmIES ‰ a_571419 ffirs.qxd 5/18/04 10:33 AM Page iii Word 2003 All-in-One Desk Reference For Dummies ® Published by Wiley. 5/18/04 10:34 AM Page xxi Word 2003 All-in-One Desk Reference For Dummies xxii Setting the number format 495 Creating custom number formats 496 Creating custom date and time formats 497 Updating a