Advancing Your Microsoft Office 2007 Functions 284 Believe it or not, some even more complex wildcard commands are in the word processor’s help system. You can also use parentheses to group searches to narrow down the possibilities even more precisely. Advancing Your Microsoft Office 2007 Functions As part of the Microsoft Office 2007 enhancements, several important new features extend across most of the programs in the suite, including Microsoft Word 2007, Microsoft Excel 2007, and Microsoft PowerPoint 2007. I describe them here because most users begin with a word processor, but keep them in mind for all your work if you’re lucky enough to run the latest version of Office on your laptop. ✦ Microsoft Office Diagnostics. This utility includes diagnostic tests that may help determine why one or more components of Microsoft Office (or other programs running under Windows) are crashing your system or otherwise becoming annoying. For more details, see Book X. ✦ Program Recovery. The Office 2007 components are better able to prevent the loss of work when a program closes abnormally (Microsoft happy-talk for “crashes”). The latest version of Office is set up to attempt to recover as many elements of the program’s state at the moment of a crash. As an example, if you had several files open when your laptop took an electronic dive, after a reboot Office tries to come back with those same files open. The first thing you should do when you create any type of file is give it a name and store a copy of it; this allows your software program to store temporary backups of the file as you work on it and makes it much easier to recover from a crash. ✦ Merging spelling checker. Several of the spelling checker options for Microsoft Office programs have been made global. That means settings or options that you chose in one of the programs applies to all other soft- ware in the suite. Examples of this include assignment of a non-standard or foreign-language dictionary for use in all programs. You can also apply an exclusion dictionary across more than one program; exclusion diction- aries allow the spelling checker to find words you want to avoid using in your dictionary. Excluded words might be ones you feel are improper or are disallowed in your personal or institutional style guide. The spelling checker has been enhanced to find some (but not all) contextual spelling errors. If you type Put this book their, all of those words are spelled cor- rectly but the word you want to use is there, not their. The latest version of contextual spell checking works with documents written in English, German, and Spanish. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 284 Book IV Chapter 4 Writing Documents Formatting Files in Word 2007 285 Formatting Files in Word 2007 Consider new ways the computer can structure the file that contains the document itself. Unfortunately, this is confusingly called a file format. Here, format refers to the file itself and not its contents. Open XML file formats Microsoft Office 2007 presents a new set of file formats for storing work. In a few words: The new file formats are more compact. (Compared to previous formats, they require less space on a disk — with a potential reduction of as much as 75 percent — to hold the same amount of information.) They also offer some advanced features for power users. The new file format is called Microsoft Office Open XML, and it was released along with Microsoft Office Word 2007, Microsoft Office Excel 2007, and Microsoft Office PowerPoint 2007. According to Microsoft, the advantages of XML include the following: ✦ Compactness. Files are automatically compressed or zipped, made as much as 75 percent smaller in some cases. This saves disk space for stor- age and reduces the amount of time required to send files by e-mail, over networks, or over the Internet. When you open a file, it automatically unzips; when you re-save a file, it automatically zips again. ✦ Improved recovery from damage. Files are structured in a modular design to keep different data components separate from each other in the file. In theory, this means that if one component — a graphic, chart, or table, for example — becomes corrupt, you can open and use the rest of the file. ✦ Enhanced privacy. Personal information and business-sensitive information, such as author names, comments, tracked changes, and file paths can be easily identified and removed with a utility called Document Inspector. ✦ Improved security against macro viruses. Files saved using the default x suffix (such as .docx for Word, .xlsx for Excel, and .pptx for PowerPoint) can’t contain Visual Basic for Applications (VBA) macros and XLM macros. Only files whose filename extension ends with an m (such as .docm, .xlsm, and .pptm) can contain macros. That’s the good news, and if you’re working by yourself or exchanging files with others who use the same new file formats, you’ve no good reason not to use the new technology. The not-quite-so-good news is that if you’re sending your files to someone who’s using yesterday’s formats, you have to convert the files. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 285 Controlling Microsoft Word from the Keyboard 286 Converting Word 2007 files It’s no big deal to get and use the compatibility pack to change over newer files to make them useable on an older machine. Or you can save your files in the older file format before you send them to an old-school user. The only disadvantage is that some advanced features embedded in a file created in the Office 2007 versions of Microsoft programs may not be available to users of earlier software. Office 2007 includes a compatibility checker that exam- ines files saved in an older file format to see if any features are unsupported; you are advised of any potential problems and allowed to remove the advanced features before continuing with a retro-save. Microsoft offers the free Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats. You can install this conversion tool on systems running older versions of Word; it allows them to open and use files saved with the .DOCX filename extension. Go to www.microsoft.com and search for Office Compatibility Pack. By default, files created in components of Microsoft Office 2007 are saved in XML format with new filename extensions that add an x or m to the extensions. The x signifies an XML file that has no macros, and the m signifies an XML file that does contain macros. The 2007 version of Office happily accepts documents created with any current version of Word, including Microsoft Office Word 2003, Word 2002, or Word 2000. The program automatically turns on something called Compatibility Mode; you’ll see that indicated in the document window’s title bar (at the top of the screen). Compatibility Mode ensures that — until and unless you convert the old format file to a new XML file — no new or enhanced features in Office Word 2007 are available. This ensures that you don’t introduce a feature that the original author (or others using older versions of Word) can’t use. Controlling Microsoft Word from the Keyboard It’s not just that some people learned to use computers in the days before the coming of the mouse (although it’s sometimes hard to teach an old cog new tricks). The fact is that the fastest way to accomplish a command is to keep your hands on the keyboard rather than lifting them off and moving a mouse, spinning a trackball, or piddling with a pointing stick. All the keyboard commands in Tables 1-5 through 1-16 are things you can accomplish by going to one or more menus or windows within Microsoft Word or the Windows operating system. For many users, the best decision is to combine the two routes to success: Memorize a few of the most com- monly used keyboard commands and use the mouse for the remainder. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 286 Book IV Chapter 4 Writing Documents Controlling Microsoft Word from the Keyboard 287 Table 1-5 Major Commands Using Function Keys Function Command Get Help or go to Microsoft Office online web site F1 Start context-sensitive Help or Reveal formatting Shift + F1 Move text or graphics F2 Copy text Shift + F2 Print Preview Ctrl + F2 Insert an AutoText entry after program displays suggestion F3 Create an AutoText entry Alt + F3 Change case of letters Shift + F3 Repeat previous action F4 Repeat Find or GoTo action Shift + F4 Display GoTo menu F5 Move to the last change Shift + F5 Go to the next pane or frame; Switch between F6 Help pane and Word Go to the previous pane or frame Shift + F6 Display Spelling command F7 Find the next misspelling or grammatical error; Check Alt + F7 Spelling as You Type check box must be selected on the Spelling & Grammar tab Display Thesaurus command Shift + F7 Extend a selection F8 Shrink a selection Shift + F8 Choose the Size command Ctrl + F8 Extend a selection or block; follow with arrow key Ctrl + Shift + F8 Update selected fields F9 Switch between a field code and its result Shift + F9 Insert an empty field Ctrl + F9 Unlink a field Ctrl + Shift + F9 Switch between all field codes and their results Alt + F9 Activate the menu bar; move through pull-down menus with Tab F10 Display a context-sensitive shortcut menu Shift + F10 Go to the next field F11 Go to the previous field Shift + F11 Lock a field Ctrl + F11 Unlock a field Ctrl + Shift + F11 (continued) 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 287 Controlling Microsoft Word from the Keyboard 288 Table 1-5 (continued) Function Command Display Save As command F12 Choose Save command Shift + F12 Choose the Open command Ctrl + F12 Choose the Print command Ctrl + Shift + F12 Note that these shortcuts work with Microsoft Word 2003 and later versions; some earlier versions of the word processor won’t support all the shortcuts. Table 1-6 Additional Function Key Commands Function Command Open command Ctrl + Alt + F2 Choose Save command Alt + Shift + F2 Quit Microsoft Word Alt + F4 Display Microsoft System Information Ctrl + Alt + F1 Cut to the Spike Ctrl + F3 Insert contents of the Spike Ctrl + Shift + F3 Close the window Ctrl + F4 Restore the document window size Ctrl + F5 Restore the program window size Alt + F5 Edit a bookmark Ctrl + Shift + F5 Go to the next window Ctrl + F6 Go to the previous window Ctrl + Shift + F6 Choose the Move command Ctrl + F7 Update linked information in a source document Ctrl + Shift + F7 Run a macro Alt + F8 Maximize the program window Alt + F10 Display Microsoft Visual Basic code Alt + F11 Maximize document window Ctrl + F10 Table 1-7 Managing Documents and Web Pages Function Command Create new document of the same type as the Ctrl + N current or most recent document Open a document Ctrl + O 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 288 Book IV Chapter 4 Writing Documents Controlling Microsoft Word from the Keyboard 289 Function Command Close a document Ctrl + W Split the document window Alt + Ctrl + S Remove document window split Alt + Shift + C Save a document Ctrl + S Display Open dialog box Ctrl + F12 Display Save As dialog box F12 Display shortcut menu for a selected item such as a folder Shift + F10 or file. Use Tab to move between options or areas in the dialog box Table 1-8 Editing and Moving Text and Graphics Function Command Delete one character to the left Backspace Delete one word to the left Ctrl + Backspace Delete one character to the right Delete Delete one word to the right Ctrl + Delete Cut selected text to the Office Clipboard Ctrl + X Undo the last action Ctrl + Z Cut to the Spike to collect a group of items for Ctrl + F3 pasting in one place Table 1-9 Moving the Insertion Point Function Command One character to the left ← One character to the right → One word to the left Ctrl + ← One word to the right Ctrl + → One paragraph up Ctrl + ↑ One paragraph down Ctrl + ↓ One cell to the left (in a table) Shift + Tab One cell to the right (in a table) Tab Up one line ↑ Down one line ↓ To the end of a line End (continued) 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 289 Controlling Microsoft Word from the Keyboard 290 Table 1-9 (continued) Function Command To the beginning of a line Home To the top of the window Alt + Ctrl + Page Up To the end of the window Alt + Ctrl + Page Down Up one screen (scrolling) Page Up Down one screen (scrolling) Page Down To the top of the next page Ctrl + Page Down To the top of the previous page Ctrl + Page Up To the end of a document Ctrl + End To the beginning of a document Ctrl + Home To a previous revision Shift + F5 Jump to the location of the insertion point when the Shift + F5 document was last closed Table 1-10 Formatting Characters Function Command Copy formatting from text Ctrl + Shift + C Apply copied formatting to text Ctrl + Shift + V Change the font Ctrl + Shift + F Change the font size Ctrl + Shift + P Increase the font size Ctrl + Shift + > Decrease the font size Ctrl + Shift + < Increase the font size by 1 point Ctrl + ] Decrease the font size by 1 point Ctrl + [ Change the formatting of characters (Font command, Format menu) Ctrl + D Change the case of characters Shift + F3 Format characters as all uppercase Ctrl + Shift + A Apply bold formatting Ctrl + B Apply an underline Ctrl + U Underline words but not spaces Ctrl + Shift + W Double-underline text Ctrl + Shift + D Apply hidden text formatting Ctrl + Shift + H Apply italic formatting Ctrl + I 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 290 Book IV Chapter 4 Writing Documents Controlling Microsoft Word from the Keyboard 291 Function Command Format characters as small capitals Ctrl + Shift + K Apply subscript formatting (automatic spacing) Ctrl + = Apply superscript formatting (automatic spacing) Ctrl + Shift + + Change the selection to the Symbol font Ctrl + Shift + Q Display nonprinting characters Ctrl + Shift + * Table 1-11 Formatting Paragraphs Function Command Single-space lines Ctrl + 1 Double-space lines Ctrl + 2 Set 1.5-line spacing Ctrl + 5 Add or remove one line space preceding a paragraph Ctrl + 0 Center a paragraph Ctrl + E Justify a paragraph Ctrl + J Left align a paragraph Ctrl + L Right align a paragraph Ctrl + R Indent a paragraph from left Ctrl + M Remove a paragraph indent from left Ctrl + Shift + M Set a hanging indent Ctrl + T Reduce a hanging indent Ctrl + Shift + T Remove paragraph formatting Ctrl + Q Table 1-12 Finding, Browsing, and Replacing Text Function Command Find text, formatting, and special items Ctrl + F Repeat find (with Find and Replace window closed) Alt + Ctrl + Y Replace text, specific formatting, and special items Ctrl + H Go to a page, bookmark, footnote, table, comment, graphic, Ctrl + G or other location Switch between documents or sections of a document Alt + Ctrl + Z Open a list of browse options; use the arrow keys to select Alt + Ctrl + Home an option, and then press Enter to use the selected option 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 291 Controlling Microsoft Word from the Keyboard 292 Table 1-13 Performing Actions on Text or Objects Function Command Copy the selected text or object Ctrl + C Cut the selected text or object Ctrl + X Paste text or an object Ctrl + V Undo the last action Ctrl + Z Redo the last action Ctrl + Y Cancel the last action Esc Make characters bold Ctrl + B Make characters italic Ctrl + I Make characters underlined Ctrl + U Decrease font size Ctrl + Shift + < Increase font size Ctrl + Shift + > Remove paragraph or character formatting Ctrl + spacebar Insert nonbreaking space Ctrl + Shift + spacebar Insert nonbreaking hyphen Ctrl + - Table 1-14 Changing the View Function Command Switch to print layout view Alt + Ctrl + P Switch to outline view Alt + Ctrl + O Switch to normal view Alt + Ctrl + N Switch to Reading View Alt + R Expand or collapse subdocuments in a master document Ctrl + \ Table 1-15 Reviewing Documents Function Command Turn Track Changes on or off Ctrl + Shift + E Insert a comment Alt + Ctrl + M Close the Reviewing Pane if it is open Alt + Shift + C Table 1-16 Previewing and Printing Documents Function Command Switch in or out of print preview Alt + Ctrl + I Move around the preview page when zoomed in arrow keys 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 292 Book IV Chapter 4 Writing Documents Controlling Microsoft Word from the Keyboard 293 Function Command Move by one preview page when zoomed out Page Up or Page Down Move to the first preview page when zoomed out Ctrl + Home Move to the last preview page when zoomed out Ctrl + End Print a document Ctrl + P Finding key combos You can find the key combinations by going back to that Symbol chart. (You can even get to it without using the mouse; try pressing the Alt key, then the I key, then the S key.) You’ll find two pages of information. One presents the full range of available characters for the current font; behind it is a tab for Special Characters. If you see the symbol you want on the special page, look for a simple shortcut key combination like Alt + Ctrl + R for ®. Otherwise, look for the symbol on the full listing; when you find it highlight it and then look the preassigned Shortcut key at the bottom of the table. For example, the keyboard shortcut for the 1 ⁄4 symbol is Alt + 0188. The trick here is to use the numeric keypad of your laptop to enter the character. Turn on Num Lock, hold down the Alt key, type the number com- bination using the numeric keypad, and then release Alt. Voila! You have earned a 1 ⁄4. Some characters are more complex to invoke than others. For example, some non-English characters require you to enter a number first and then (without an intervening space) type a key combination like Alt + X. For example, to get this interesting character, ¶, I entered 0119 and followed it immediately with Alt + X. Where’s the Num Lock on a laptop? Well, you’re going to have to find it for yourself, since the manufacturer could have placed it almost anywhere. On my newest machine, you turn on or off Num Lock by pressing the Fn key and then the F11 key. (An older machine uses F9.) Then use the numeric keypad which is embedded in the keyboard amongst the characters on the right side. (My new machine even has a shortcut to the shortcut; I don’t have to turn on and off the Num Lock. All I have to do is press and hold Fn + Alt and then type the numbers on the numeric keypad.) Tables 1-17 through 1-20 shows some of the more valuable special charac- ters and their standard keyboard shortcuts (which assumes that you have not changed the shortcuts by assigning them to a macro, something else you can do to speed the process). I’ve ordered them by function. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 293 . confusingly called a file format. Here, format refers to the file itself and not its contents. Open XML file formats Microsoft Office 2007 presents a new set of file formats for storing work. In. Files saved using the default x suffix (such as .docx for Word, .xlsx for Excel, and .pptx for PowerPoint) can’t contain Visual Basic for Applications (VBA) macros and XLM macros. Only files. [ Change the formatting of characters (Font command, Format menu) Ctrl + D Change the case of characters Shift + F3 Format characters as all uppercase Ctrl + Shift + A Apply bold formatting Ctrl