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41Chapter 2 ✦ Paragraph Formatting in Word you want from the predefined choices. Your choices include Arabic numbers, Roman numerals, and letters, with periods, parentheses, or double parentheses to separate the numbers from the list text. Click OK. • Click the Numbered List button on the toolbar. 3. To add additional numbered items to your list, move the insertion point to the end of a line formatted with a number and press Enter. 4. Move the insertion point to the end of the last numbered item in your list. Press Enter and then Del, or press Enter and click the Numbering button on the Formatting toolbar, to turn off the number formatting. You can quickly convert a numbered list to a bulleted list by selecting the numbered list and then clicking the Bullets button on the Formatting toolbar, and vice versa. Customizing numbered lists You can customize an existing numbered list or apply your own specifications to the number format using the Customize button in the Numbered tab of the Bullets and Numbering dialog box. Click on one of the number-style boxes and then click the Customize button to display the Customize Numbered List dialog box (see Figure 2-25). Table 2-9 explains the Numbered List options in this dialog box. Tip Figure 2-25: The Customize Numbered List dialog box. 42 Part I ✦ Getting Functional with Office 2003 Table 2-9 Numbered List Options Option Action Number format Types the characters, if any, that you want to come before each number. If you want each number enclosed in parentheses, for example, type an opening parenthesis before the number in this box. Do not type over this number in this box! If you do so, even replacing it with another number, you will break the automatic numbering; each number in the list will be the same. Number style Specifies the numbering style that you want. Choices include Arabic numerals, uppercase and lowercase Roman numerals, uppercase and lowercase alphabet letters, and word series (1st, One, and First). You can also choose no numbers at all, killing the sequential numbering. (Why? So that you can retain the indentation without the numbers.) Font Specifies the special font or font attributes (such as bold, italic, and underline) and the point size for the numbers. A standard Font dialog box appears when this button is chosen. Start at Indicates the starting number for your list. If you’re using a series of lists, the starting number may be something other than 1. Number position Chooses the alignment of the number at the Aligned At position. For instance, if you select Left, the number begins at the Aligned At position; if right, the number ends there. Aligned at Sets the distance from the left margin that Word places the number. Tab Space After The distance between the Aligned At number position and the text on the first line. Indent at The left-most position of the text on subsequent lines. Restarting and continuing numbering You can tell Word whether to restart or continue numbering. Notice, in the Bullets and Numbering dialog box on the Numbered tab, the Restart Numbering and Continue Previous List option buttons. When you use the dialog box to create a list, or when you open the box while the list is selected, these option buttons are enabled and one is selected: . Restart Numbering: Starts the numbering sequence over from 1. You might use this to place two numbered lists one after the other. Word will want to continue the second list with the next number in sequence from the previous list; this option tells it not to. Also, there are times when Word gets a little confused and starts a brand new list, many paragraphs away from the last list, with the next number in sequence. This option slaps its hand and tells it not to. . Continue Previous List: Tells Word you want to begin your list where the last one left off. For instance, you may want to create a very long procedural description, with paragraphs of unnumbered text within the list. This allows you to create lots of individual numbered lists, but link them all together. 43Chapter 2 ✦ Paragraph Formatting in Word Another way to use these commands is to right-click on the first entry in the list and select from the pop-up menu Restart Numbering or Continue Numbering. Adding unbulleted or unnumbered paragraphs to a list Sometimes the topic of a bulleted list or a numbered item cannot be discussed conveniently in a single paragraph. If you require more than one paragraph to describe a single topic in a bulleted list, only the first paragraph for that topic should have a bullet. The remaining subordinate paragraphs for that topic don’t need bullets, but they do need the same hanging indent as the bulleted paragraphs in the list. There are a couple of ways in which you can create these indented subordinate paragraphs: . Press Shift+Enter to make a line break (press twice if you want a blank line between the blocks of text) and continue typing. The new block of text will not be preceded by a bullet or number because Word regards it as part of the same paragraph (and only places a bullet or number at the beginning of each paragraph). . Click on a line from which you want to remove a bullet or number; then click the Bullets or Numbering button on the toolbar to do so. Then use the Left Indent marker on the ruler to line up the text of the subordinate paragraph with the text of the previous paragraph. Ending bulleted or numbered lists As mentioned previously, the formatting for a paragraph is stored in the paragraph mark. Therefore, as with other paragraph formatting, the bulleted or numbered list format carries forward each time you press Enter to begin a new paragraph. If you create a bulleted list by pressing Enter, you need to end the bullet or numbered list formatting when you finish with the list. To end a bulleted or numbered list, press Enter at the end of a list and take one of the following actions: . Press Delete to remove the number and bullet, leaving the insertion point on the line immediately below the last list entry and moved back to the style’s left margin. . Press Enter again. The same as pressing Delete, except that you’ll get a blank line between the list and the line on which the insertion point is placed. . Press Backspace to remove the bullet and place the insertion point on the line below the last entry, at the bullet position. . Press Ctrl+Shift+N return to the Normal style. . Press Ctrl+Q to return to whatever style was applied to the text immediately before you began the bulleted or numbered list. . Click the Bullets button to remove the bullet or the Numbering button to remove the number from the paragraph, returning the insertion point to the style’s left margin. Tip 44 Part I ✦ Getting Functional with Office 2003 Creating outline numbered lists Outline numbered lists are similar to numbered or bulleted lists, but in these multilevel lists, the number or bullet of each paragraph changes according to its level of indention. With outline numbered lists, you can mix numbered and bulleted paragraphs based on the indentation level. You can create multilevel lists with as many as nine levels. Use the outline numbered list format if you want your list to have numbered items with indented, bulleted subparagraphs; for example, many types of technical and legal documents require each paragraph and indentation level to be numbered sequentially. Multilevel lists are created using the Outline Numbered tab in the Bullets and Numbering dialog box (see Figure 2-26). Outline Numbered is a misnomer. In fact these outline lists may be either numbered or bulleted. Note Figure 2-26: The Outline Numbered tab in the Bullets and Numbering dialog box. As with bullets and numbering, you can set the outline numbering first and then begin typing, or type and then select the text and apply the formatting. To create subordinate paragraphs, simply increase the indentation using the Increase Indent button on the Formatting toolbar, or by pressing Shift+Alt+right arrow — Word automatically switches to the subordinate numbering system. To switch back to a higher level, use the Decrease Indent button or Shift+Alt+Left Arrow. Customizing outline numbered lists You can customize an outline numbered list format by clicking Customize in the Outline Numbered tab, which displays the Customize Outline Numbered List dialog box (see Figure 2-27). You can see additional options by clicking More. Table 2-10 describes the available options in the Customize Outline Numbered List dialog box. 45Chapter 2 ✦ Paragraph Formatting in Word Continued Figure 2-27: The Customize Outline Numbered List dialog box. Table 2-10 Options in the Customize Outline Numbered List Dialog Box Option Description Level Determines which level to modify. Number format Determines which characters (if any) come before each number or bullet at this indentation level. Number style Determines the numbering or bullet style used. Choices include a combination of the numbering choices available for numbered lists and the bullet choices available for bulleted lists or even no number or bullet at all. Start at Determines the starting number for paragraphs at the selected level of indentation. Previous Level Number If you selected Level 2 or lower, and have chosen a numbering format (rather than a bullet), this drop-down list box is enabled. It displays a list of the levels for which you have customized a format. If you select a previous level number, Word will include that level number along with the level number for the selected format. (More explanation of this point follows the table.) Font button Determines any special font or font attributes (such as bold, italic, and underline) or the point size for the numbers or bullets used at this indentation level. Number Position - Aligned At The indentation at which the number is placed. Text Position - Tab Space After How far Word tabs before beginning the text on the first line after the number. Indent at The left position of the subsequent lines. 46 Part I ✦ Getting Functional with Office 2003 Table 2-9 (continued) Option Description Link level to style Applies the selected style to the text used at this numbering level Follow Number With Tells Word to place a Tab after the number, to use spaces, or to place nothing between the text and the number (in which case the Tab Space After setting is disabled). Legal style numbering Converts Roman numerals (IV, V) to Arabic numerals (4, 5) — the Number Style box is disabled. Apply Changes To If you are modifying an existing numbered list, you can choose to modify the Whole List, from This Point Forward, or the Current Paragraph. The Previous Level Number tells Word to include the number of the previous level along with the number of the level you are modifying. For instance, the first level would be 1, the next level down would be 1.1, the next 1.1.1, the next at the same level 1.1.2, and so on. This is a common outlining style for many government and military docu- ments, for instance. Creating list styles Word also lets you customize lists by creating special list styles. Click the List Styles tab in the Bullets and Numbering dialog box (see Figure 2-28). This dialog box lists all the outline list styles that have been created — select one and click OK to apply that style to your Outline list. Figure 2-28: The List Styles tab of the Bullets and Numbering dialog box. 47Chapter 2 ✦ Paragraph Formatting in Word Note You can use the Add button to add another style, or Modify to change one you’ve selected. When you click one of these buttons, you see the New Style or Modify Style dialog box (see Figure 2-29). You can learn more about these dialog boxes in the Microsoft Word 2003 Bible’s discussion of styles (Chapter 13 in that book). For now, just know that you can create a style that encompasses all levels of an outline list, defining exactly what font should be used, how much indentation, whether to use a bullet or number, what number to start with, and so on. Simply provide the style a name, select a starting number, select the level you want to define, and then make all your selections. Then go back and do the next level. Figure 2-29: The New Style dialog box. Paragraphs and Pagination Word automatically creates page breaks as you write, but you can control how paragraphs are positioned relative to these page breaks. For example, you may want to prevent page breaks within boxed or shaded paragraphs. To control paragraph positions relative to page breaks, use the Line and Page Breaks tab in the Paragraph dialog box (see Figure 2-30). Table 2-11 describes the options in the Line and Page Breaks tab. The page breaks created by Word are very different from the page breaks you can cre- ate yourself using Ctrl+Enter or the Insert _ Break command. Word’s page breaks are placed according to how much text is on the page, the page margins, and so on. On the other hand, the breaks you enter are fixed. If you place a break immediately before a paragraph, it doesn’t matter how much text you add before the paragraph, the break remains there. 48 Part I ✦ Getting Functional with Office 2003 Figure 2-30: The Line and Page Breaks tab in the Paragraph dialog box. Table 2-11 Line and Page Breaks Tab Options in the Paragraph Dialog Box Option Action Widow/Orphan control Instructs Word not to let a single line from a paragraph appear by itself at the top or bottom of a page. This option is on by default. A widow is the final line of a paragraph that jumps to the top of the next page because it doesn’t fit on the current one. An orphan is the first line of a paragraph that falls at the end of a page with the remainder of the paragraph appearing on the next page. Keep lines together Instructs Word not to split the paragraph into separate pages. This is useful when working with lists. Keep with next Instructs Word to keep the paragraph with the next paragraph. This is useful when working with captions and lists. Page break before Instructs Word to place the paragraph on top of the next page. This is useful when working with figures, tables, and graphics. Suppress line numbers Instructs Word to remove line numbers from the selected text if your document displays line numbers. Don’t hyphenate Instructs Word to exclude the selected paragraph from auto- matic hyphenation. 49Chapter 2 ✦ Paragraph Formatting in Word Hyphenation Speaking of hyphenation, it’s time to cover that subject. Hyphenation reduces ragged right edges on blocks of text (it also allows you to get more words on a page, though only slightly). Hyphenation is the process of breaking words between lines, so part of a word appears on the right side of one line, with a hyphen placed after it, while the rest of the word appears on the left side of the next line. Why not use paragraph justification to create nice straight right edges? Because justified text is hard to read. But hyphenation can even be used with justified text, to reduce the amount of white space inserted between words. The following sections look at four types of hyphenation: . Automatic hyphenation . Manual hyphenation . Optional hyphenation . Nonbreaking hyphenation Using automatic hyphenation Automatic hyphenation inserts optional hyphens. An optional hyphen is a hyphen that Word uses only when a word or a phrase appears at the end of a line. If the word or phrase moves to a different position because of editing, the optional hyphen is removed. Normally, optional hyphens are not visible in your document. You can view optional hy- phens by choosing Tools _ Options and then clicking the View tab. Under Formatting Marks, select the Optional Hyphens check box. To select automatic hyphenation, follow these steps: 1. Choose Tools_Language_Hyphenation to open the Hyphenation dialog box (see Figure 2-31). 2. Select the Automatically Hyphenate Document check box. 3. If you do not want to hyphenate words in uppercase letters, leave the Hyphenate Words in CAPS check box blank. 4. Set a value in the Hyphenation Zone. This value is the distance in inches between the end of the last complete word in a line of text and the margin — in other words, the degree of raggedness Word should allow. Word uses this measurement to determine if a word should be hyphenated. Large values decrease the number of hyphens; low values increase the number of hyphens but reduce the raggedness of the right margin. 5. If you don’t want consecutive lines to have hyphens — it can make a document look a little strange — set a limit in the Limit Consecutive Hyphens To box. 6. Click OK. Note 50 Part I ✦ Getting Functional with Office 2003 Figure 2-31: The Hyphenation dialog box. If you don’t want certain paragraphs to be hyphenated automatically, select those para- graphs and then choose Format _ Paragraph. In the Paragraph dialog box, select the Line and Page Breaks tab and then the Don’t Hyphenate check box. Using manual hyphenation Using manual hyphenation, you have more control over what is hyphenated and how it is hyphenated. You can select which parts of the document are hyphenated and where a hyphen appears in specific words. This is a huge hassle for a large document, but it does allow you to do a better job than Word might do automatically — Word sometimes hyphenates words in positions that don’t look good. To select manual hyphenation, follow these steps: 1. Select the text you want to hyphenate manually. If you want to hyphenate manually the entire document, don’t select anything. 2. Choose Tools_Language_Hyphenation to open the Hyphenation dialog box. 3. Click the Manual button, and Word immediately begins scanning the selection or the document for words to be hyphenated. When such a word is located, Word displays the Manual Hyphenation dialog box (see Figure 2-32). 4. To hyphenate the word at a point other than that suggested in the Hyphenate At box, click where you want the hyphen to appear. 5. To accept the suggestion, click Yes. 6. To skip the word and move on, click No. 7. To stop the manual hyphenation, click Cancel. Tip Figure 2-32: The Manual Hyphenation dialog box. [...]... when accessing a Windows 20 00 or Windows 20 03 Server Choose Kerberos if your Exchange Server supports Kerberos-based authentication Kerberos is the default authentication mechanism for Windows 20 00 and Windows 20 03 Server platforms Note The Distributed Password Authentication (DPA) option available in Outlook 20 02 is not included with Outlook 20 03 Chapter 3 ✦ Configuring Outlook 20 03 Configuring connection... This capability carries over to Outlook 20 03, making it easy, for example, to work with an Exchange Server account, a POP3 account, and a Hotmail account, all in one profile In This Chapter Configuring e-mail accounts Adding data files Creating and managing Outlook profiles Configuring message delivery options 54 Part I ✦ Getting Functional with Office 20 03 The following sections explain how... Outlook folders Configuring HTTP accounts Similar to Outlook 20 02, Outlook 20 03 supports HTTP-based e-mail accounts for MSN and Hotmail Follow these steps to configure an HTTP account: 1 Start the E-mail Accounts Wizard from the Mail applet in the Control Panel, and click E-mail Accounts Alternatively choose Tools_E-mail Accounts in Outlook 2 Choose Add a New E-mail Account and then click Next 3 Choose... applet in the Control Panel, or right-click the Outlook icon and then choose Properties to open the Mail Setup dialog box 2 In the Mail Setup dialog box (Figure 3-16), click Show Profiles to display the Mail dialog box (Figure 3-17) 71 72 Part I ✦ Getting Functional with Office 20 03 3 Click Add to display the New Profile dialog box, enter a name for the profile, and click OK Two options on the Mail... local mode (explained later in the section, “Setting advanced options”) Tip You can enter the NetBIOS name for the server in the Microsoft Exchange Server field, or specify the Fully Qualified Domain Name (FQDN) for the server 55 56 Part I ✦ Getting Functional with Office 20 03 Figure 3-3: Set the server and account name on the Exchange Server Settings page At this point you can click Next and then click... with Outlook, you must set up the account Outlook 20 00 offered two modes—Internet Mail Only (IMO) and Corporate Workgroup (CW)—that were designed for two different uses IMO was targeted at non-Exchange Server users, and CW was targeted primarily to Exchange Server users These two modes made it difficult to manage multiple account types In Outlook 20 02, Microsoft did away with these two modes, and introduced... Proxy Settings to open the Connection dialog box (Figure 3-8), which enables you to specify proxy settings for the connection to the server These settings are self-explanatory 61 62 Part I ✦ Getting Functional with Office 20 03 Figure 3-8: Use the Connection dialog box to configure proxy settings for the connection Configuring Remote Mail settings You can use the Remote Mail page to configure general... paragraphs by clicking the Border button on the Formatting toolbar to display the Border toolbar or by choosing Format_Borders and Shading to display the Borders and Shading dialog box 51 52 Part I ✦ Getting Functional with Office 20 03 Insert horizontal lines using the Horizontal Line button in the Borders and Shading dialog box (Format_Borders and Shading) Create bulleted and numbered lists using the Bullets... Outlook 20 03 Bible Follow these steps to add a set of personal folders to your profile: 1 If Outlook is not running, right-click the Outlook icon and then choose Properties, or open the Mail applet from the Control Panel Click Data Files to open the Outlook Data Files dialog box (Figure 3-13) If Outlook is running, choose File_Data File Management Figure 3-13: The Outlook Data Files dialog box 2 Click... display the New Outlook Data File dialog box (Figure 3-14) Choose one of the following options: Microsoft Outlook 97 -20 02 Personal Folders File (.pst) Choose this option to create a PST that is compatible with other Outlook versions Use this type of PST if you need to share a PST between different versions of Outlook Microsoft Outlook Personal Folders File (.pst) Choose this option to create a PST that is . Figure 2- 25). Table 2- 9 explains the Numbered List options in this dialog box. Tip Figure 2- 25: The Customize Numbered List dialog box. 42 Part I ✦ Getting Functional with Office 20 03 Table 2- 9 Numbered. see the New Style or Modify Style dialog box (see Figure 2- 29). You can learn more about these dialog boxes in the Microsoft Word 20 03 Bible s discussion of styles (Chapter 13 in that book). For. for Windows 20 00 and Win- dows 20 03 Server platforms. The Distributed Password Authentication (DPA) option available in Outlook 20 02 is not included with Outlook 20 03. Note