Word 2010 All-In-One for Dummies

Doug Lowe with Ryan Williams

9 BOOKS IN 1

• What’s in a Word

• All About Editing

• All About Formatting

• Inserting Bits and Pieces

• Publish or Perish

• Using Reference Features

• Mailings

• Customizing Word

• Features for Developers

Making Everything Easier!™

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Book Details

Price	3.00
Pages	652 p
File Size	21,413 KB
File Type	PDF format
ISBN	978-0-470-48766-2
Copyright©	2010 by Wiley Publishing, Inc

About the Author

Doug Lowe has written enough computer books to line all the birdcages in

California. His other books include PowerPoint 2010 For Dummies, Java All-in-

One For Dummies, and Networking For Dummies, 9th Edition.

Although Doug has yet to win a Pulitzer Prize, he remains cautiously optimistic.

He is hopeful that James Cameron will pick up the fi lm rights to this book

and suggests Avatar II: The Phantom Presentation as a working title.

Doug lives in sunny Fresno, California, which is kind of boring but fortunately

close to non-boring places like Disneyland, Yosemite, and San Francisco.

Ryan Williams is a technical writer and bassist based in Indianapolis,

Indiana. His previously published works include Google Business Solutions

All-in-One For Dummies, Teach Yourself VISUALLY Bass Guitar, Laptops Just

the Steps For Dummies, MySpace For Dummies, and Windows XP Digital Music

For Dummies. He is a frequent presenter at conferences and workshops, but

he tries to restrict his on-site help desk activities to family members at this

point in his career.

Introduction

Welcome to Word 2010 All-in-One For Dummies, the book written especially

for people who use Word every day and need a handy reference

to all the various and sundry things this mighty program can do. This

book contains all the basic and not-so-basic information you need to know

to get the most from Word, whether you use it to compose simple letters or

write 200-page government grants.

About This Book

Word 2010 All-in-One For Dummies is a big book that’s composed of nine

smaller books, each of which covers a specific aspect of using Word. You

find minibooks on such topics as editing documents, formatting pages, creating

mailings, and customizing Word to make it work the way you want.

Word 2010 All-in-One For Dummies doesn’t pretend to be a comprehensive

reference for every detail of these topics. Instead, this book shows you how

to get up and running fast so that you have more time to do the things you

want to do. Designed using the easy-to-follow For Dummies format, this book

helps you get the information you need without having to labor to find it.

Whenever one big thing is made up of several smaller things, confusion is

always a possibility. That’s why Word 2010 All-in-One For Dummies is designed

to have multiple access points (I hear an acronym coming on — MAP!) to help

you find what you want. At the beginning of the book is a detailed table of

contents that covers the entire book. Each minibook begins with a miniature

table of contents that shows you at a glance which chapters are included in

that minibook. Useful running heads appear at the top of each page to point

out the topic discussed on that page. And, handy thumb tabs run down the

sides of the pages to help you quickly find each minibook. Finally, a comprehensive

index lets you find information anywhere in the entire book.

This book isn’t the kind you have to pick up and read from start to finish,

as though it were a cheap novel. If I ever see you reading it at the beach, I’ll

kick sand in your face. This book is more of a reference, the kind of book you

can pick up, turn to just about any page, and start reading. You don’t have to

memorize anything in this book. It’s a need-to-know book: You pick it up when

you need to know something. Need to know how to do a mail merge? Pick up

the book. Need to know how to crop an image? Pick up the book. After you

find what you need, put down the book and get on with your life.

Table of Contents

Introduction ................................................................. 1

About This Book ..............................................................................................1

How to Use This Book .....................................................................................2

How This Book Is Organized ..........................................................................2

Book I: What’s in a Word? .....................................................................2

Book II: All about Editing ......................................................................3

Book III: All about Formatting ..............................................................3

Book IV: Inserting Bits and Pieces .......................................................3

Book V: Publish or Perish .....................................................................3

Book VI: Using Reference Features ......................................................3

Book VII: Mailings ..................................................................................3

Book VIII: Customizing Word ................................................................3

Book IX: Features for Developers ........................................................4

Icons Used in This Book .................................................................................4

Where to Go from Here ...................................................................................4

Book I: What’s in a Word? ............................................. 5

Chapter 1: Getting to Know Word 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Starting Word ...................................................................................................7

What Is All This Stuff? .....................................................................................9

Unraveling the Ribbon ..................................................................................12

The View from Here Is Great ........................................................................13

Taking the Backstage Tour ...........................................................................13

Creating a Basic Document ..........................................................................15

Typing and Editing Text ................................................................................15

Printing Your Masterpiece ...........................................................................16

Saving Your Work ..........................................................................................17

Opening a Document .....................................................................................18

Closing a Document ......................................................................................19

Exiting Word ...................................................................................................20

Chapter 2: Your Backstage Pass for Managing Documents . . . . . . . .21

Getting Information about Your Document ...............................................21

Creating a New Document ............................................................................23

Opening Documents ......................................................................................25

Changing views ....................................................................................26

Deleting and renaming documents and folders ...............................27

Setting the default document location ..............................................27

Using the Organize menu in Vista and Windows 7

(or the Tools menu in XP) ...............................................................29

Using the Navigation pane (Favorites bar) .......................................29

Using the Save As Command ........................................................................30

Save Options ..................................................................................................32

Password-Protecting Your Files ..................................................................34

Chapter 3: Working with Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Understanding How Templates Work .........................................................37

Getting to Know the Normal.dotm Template .............................................38

Creating a Document from an Online Template ........................................39

Creating a New Document Based on a Recently Used Template ............41

Using a Sample Template .............................................................................41

Changing the Template Attached to a Document .....................................41

Activating the Developer Tab on the Ribbon ............................................43

Creating Your Own Templates .....................................................................44

Converting a document to a template ...............................................44

Creating a new template from scratch ..............................................45

Modifying an existing template ..........................................................46

Using Global Templates ................................................................................46

How Word Resolves Duplicate Template Elements ..................................49

Using the Organizer .......................................................................................49

Chapter 4: Printing Your Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Printing the Quick Way .................................................................................53

Printing from Backstage View ......................................................................54

Changing printers ................................................................................55

Printing more than one copy ..............................................................55

Printing part of a document ...............................................................56

Other settings .......................................................................................57

Playing with print options ..................................................................57

Using the Print Preview Feature ..................................................................60

Chapter 5: Help! . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Several Ways to Get Help .............................................................................63

Finding Your Way around the Help System ...............................................64

Getting Help on the Internet .........................................................................66

Book II: All about Editing ........................................... 67

Chapter 1: Getting Around in Your Documents . . . . . . . . . . . . . . . . . . . .69

The Most Basic Way to Move Around in a Document ..............................69

Using the Scroll Bar .......................................................................................70

Rolling Around with the Mouse Wheel .......................................................71

Using the Go To Command ...........................................................................71

Just Browsing .................................................................................................72

Going Back. . . . ...............................................................................................74

Using Bookmarks ...........................................................................................74

Using the Navigation Pane ............................................................................75

Using Thumbnails ..........................................................................................76

Chapter 2: Basic Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Understanding Formatting ...........................................................................77

Formatting Text .............................................................................................80

Setting the font and size ......................................................................80

Applying bold, italics, and other goodies. ........................................81

Using text effects ..................................................................................82

Using the highlighter ...........................................................................82

Playing with text colors ......................................................................83

Using the Font dialog box ...................................................................83

Formatting Paragraphs .................................................................................85

Justifi cation ..........................................................................................85

Line spacing ..........................................................................................86

Simple bullet and number lists ..........................................................86

Indenting ...............................................................................................86

Sorting ...................................................................................................87

Paragraph marks ..................................................................................88

Background colors ...............................................................................88

Borders ..................................................................................................90

The Format Paragraph dialog box .....................................................94

The Format Painter ..............................................................................95

Using the secret formatting toolbar ..................................................95

All about Tabs ................................................................................................96

Setting tabs by using the ruler ...........................................................96

Using the Tabs dialog box ..................................................................97

Removing all tabs .................................................................................98

Using tab leaders .................................................................................99

Running a bar tab ...............................................................................100

The Ten Commandments of Formatting ...................................................101

I. Thou shalt learn thy way around the Ribbon while

continuing to use keyboard shortcuts ........................................101

II. Thou shalt not press Enter at the end of every line ..................101

III. Thou shalt not create empty paragraphs ..................................101

IV. Thou shalt not use extraneous spaces ......................................101

V. Thou shalt not use extraneous tabs ...........................................101

VI. Thou shalt not underline when italicizing will do ....................101

VII. Thou shalt use no more than three fonts on a page ...............102

VIII. Thou shalt not use exact line spacing .....................................102

IX. Thou shalt use the AutoCorrect feature ...................................102

X. Thou shalt use styles ....................................................................102

Chapter 3: Working with Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Understanding Styles ..................................................................................103

Applying Styles with the Styles Gallery ....................................................106

Finding Your Own Style ..............................................................................108

Switching style sets and themes ......................................................108

Changing a style .................................................................................110

Creating your own style ....................................................................112

Adding and removing styles from the gallery ................................113

Storing the look of your styles .........................................................114

Stepping Beyond the Styles Gallery ..........................................................115

Using the Styles pane ........................................................................115

Exploring the Styles Pane Options dialog box ...............................116

Using the Apply Styles dialog box ...................................................117

Using the Style Inspector ..................................................................118

Using the Word 2003 Styles drop-down list ....................................119

Better Living through Styles ......................................................................120

Neat Things to Do with Styles ....................................................................122

Assigning shortcut keys ....................................................................122

Basing one style on another .............................................................123

Setting the style of the next paragraph ...........................................125

Showing the Style area ......................................................................125

Storing styles in a template ..............................................................126

Chapter 4: Editing Techniques . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129

Selecting Text ...............................................................................................129

Using the invisible selection bar ......................................................130

Selecting with the keyboard .............................................................130

Selecting cells in a table ....................................................................131

Deleting Text ................................................................................................131

Using the Clipboard .....................................................................................132

Dragging and Dropping ...............................................................................134

Undoing and Repeating ...............................................................................134

Finding and Replacing .................................................................................136

Finding text .........................................................................................136

Searching the Old-Fashioned Way .............................................................137

Changing direction ............................................................................138

Refi ning your fi ndings........................................................................139

Finding formats ..................................................................................141

Finding special characters ................................................................141

Replacing text .....................................................................................142

Chapter 5: All about AutoCorrect and Its Siblings . . . . . . . . . . . . . . . .145

Using AutoCorrect .......................................................................................145

Using AutoFormat ........................................................................................146

Setting AutoFormat Options ......................................................................147

Using AutoFormat As You Type ................................................................148

Replace as you type ...........................................................................148

Apply as you type ..............................................................................151

Automatically as you type ................................................................152

Using AutoText ............................................................................................153

Creating an AutoText entry ..............................................................153

Editing an AutoText entry .................................................................154

Chapter 6: Spell-Checking and the Thesaurus . . . . . . . . . . . . . . . . . . .155

Using the Spelling and Grammar Checker ................................................155

Checking spelling as you go .............................................................156

Checking for grammatical errors .....................................................158

Spell and grammar checking after the fact .....................................159

Using the Thesaurus ...................................................................................161

Using Other Proofi ng Tools ........................................................................163

Book III: All about Formatting ................................... 165

Chapter 1: Basic Page Formatting and Sections . . . . . . . . . . . . . . . . .167

Formatting the Page ....................................................................................167

Setting margins...................................................................................168

Setting orientation .............................................................................171

Choosing a paper size .......................................................................171

Choosing layout options ...................................................................173

Hyphenating Your Text ...............................................................................176

Inserting Page Numbers ..............................................................................178

Working with Headers and Footers ...........................................................180

Understanding Sections ..............................................................................183

Creating section breaks ....................................................................186

Creating sections with different page numbers .............................187

Chapter 2: Formatting Fancy Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . .189

Creating Columns ........................................................................................189

Creating columns the easy way .......................................................190

Creating columns the hard way .......................................................191

Adjusting the Column Width ......................................................................192

Forcing a Column Break ..............................................................................193

Adding a Cover Page ...................................................................................194

Creating a Background ................................................................................195

Adding a watermark ..........................................................................195

Adding a background ........................................................................196

Adding a page border ........................................................................197

Chapter 3: Creating Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199

Creating a List Automatically .....................................................................199

Creating a List the Button Way ..................................................................200

Creating a bulleted list ......................................................................201

Creating a numbered list...................................................................202

Using a different bullet or number format ......................................203

Formatting a List ..........................................................................................205

Creating Deviant Bullets .............................................................................206

Creating Crazy Numbering Schemes .........................................................208

Breaking and Continuing a Numbered List ..............................................210

Working with Lists with Two or More Levels ..........................................211

Changing the Look of a List with Many Levels ........................................211

Crafting your own multilevel list......................................................213

Numbering your headings ................................................................215

Using Fields to Create Sequence Numbers ..............................................217

Book IV: Inserting Bits and Pieces ............................. 219

Chapter 1: Drawing Shapes on Your Document . . . . . . . . . . . . . . . . . .221

Some General Drawing Tips .......................................................................221

Zoom in ...............................................................................................221

Save frequently...................................................................................222

Remember to use Ctrl+Z ...................................................................222

Drawing Simple Objects ..............................................................................222

Drawing straight lines .......................................................................223

Drawing rectangles, squares, ovals, and circles ............................224

Creating Other Shapes ................................................................................224

Drawing a Polygon or Free-Form Shape ....................................................226

Drawing a Curved Line or Shape ...............................................................228

Styling Your Shapes ....................................................................................229

Setting the Shape Fill ...................................................................................229

Filling an object with a solid color...................................................229

Filling an object with a picture .........................................................231

Making the gradient ...........................................................................231

Applying a texture .............................................................................233

Using a pattern ...................................................................................233

Setting the Shape Outline ...........................................................................235

Applying Shape Effects ...............................................................................235

Applying a shadow ............................................................................236

Applying a refl ection .........................................................................237

Applying Glow and Soft Edges..........................................................237

Applying a bevel .................................................................................238

Adding 3-D Rotation ...........................................................................238

Flipping and Rotating Objects ....................................................................239

Flipping an object ..............................................................................240

Rotating an object 90 degrees ..........................................................240

Using the rotate handle .....................................................................240

Drawing a Complicated Picture .................................................................241

Changing layers ..................................................................................241

Line ’em up .........................................................................................242

Using gridlines ....................................................................................243

Group therapy ....................................................................................244

Chapter 2: Inserting Pictures and Clip Art . . . . . . . . . . . . . . . . . . . . . . .245

Exploring the Many Types of Pictures ......................................................245

Bitmap pictures ..................................................................................245

Victor, give me a vector ....................................................................247

Using Clip Art ...............................................................................................247

Inserting Pictures ........................................................................................248

Inserting clip art .................................................................................248

Getting clip art from the Internet .....................................................249

Inserting a Picture from a File ....................................................................251

Playing with Your Pictures .........................................................................252

Sizing and stretching a picture ........................................................252

Cropping a picture .............................................................................253

Adding Style to Your Pictures ....................................................................253

Applying a picture border ................................................................254

Applying picture effects ....................................................................254

Converting a picture to SmartArt ....................................................255

Adjusting the Color and Such ....................................................................255

Wrapping Text around a Picture ...............................................................255

Chapter 3: Creating Charts and Diagrams . . . . . . . . . . . . . . . . . . . . . . .259

Understanding Charts .................................................................................259

Adding a Chart to a Document ...................................................................261

Pasting a Chart from Excel .........................................................................263

Changing the Chart Type ............................................................................264

Working with Chart Data ............................................................................265

Switching rows and columns ............................................................265

Changing the data selection .............................................................266

Editing the source data .....................................................................267

Refreshing a chart ..............................................................................267

Changing the Chart Layout .........................................................................267

Changing the Chart Style ............................................................................268

Using the Layout Tab to Embellish Your Chart .......................................269

The Insert group ................................................................................269

The Labels group ...............................................................................269

The Axes group ..................................................................................272

The Background group .....................................................................272

Understanding SmartArt .............................................................................272

Creating a SmartArt Diagram .....................................................................275

Tweaking a SmartArt Diagram ...................................................................276

Working with Organization Charts ............................................................277

Adding a box to a chart .....................................................................279

Deleting chart boxes ..........................................................................279

Changing the organization chart layout .........................................280

Chapter 4: Working with Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .281

Understanding and Creating Tables ..........................................................281

Creating a table by using the Table button ....................................283

Using the Insert Table command .....................................................283

Drawing a table ..................................................................................284

Using the Table Tools Tabs ........................................................................286

Editing Tables ..............................................................................................289

Moving and selecting in tables .........................................................289

Adding rows and columns ................................................................290

Inserting cells .....................................................................................291

Deleting cells ......................................................................................291

Adjusting column width ....................................................................292

Using the AutoFit command .............................................................293

Using Tabs in a Table ..................................................................................294

Using Table Styles .......................................................................................294

Merging Cells to Create Headings .............................................................296

Designating Header Rows That Repeat from Page to Page ....................296

Splitting a Table ...........................................................................................297

Sorting a Table .............................................................................................298

Using Table Formulas .................................................................................299

Converting Text to a Table (and Vice Versa) ...........................................301

Chapter 5: Inserting Fancy Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .303

Using Text Boxes .........................................................................................303

Creating a text box .............................................................................303

Formatting a text box ........................................................................304

Rotating text .......................................................................................305

Using linked text boxes .....................................................................305

Adding Captions to Your Pictures .............................................................306

Creating Fancy Text with WordArt ............................................................308

Drawing a Callout ........................................................................................311

Chapter 6: Other Things You Can Insert in Your Documents . . . . . . .313

Inserting a Cover Page ................................................................................313

Inserting a Drop Cap ...................................................................................315

Inserting a Symbol .......................................................................................317

Inserting an Equation ..................................................................................318

Inserting a Screenshot ................................................................................320

Book V: Publish or Perish .......................................... 323

Chapter 1: Blogging with Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .325

Introducing Word’s Blogging Features .....................................................325

Creating and Editing Blog Posts ................................................................327

Working from a blank entry ..............................................................327

Editing blog entries ............................................................................330

Registering a Blog Account ........................................................................330

Publishing Blog Posts ..................................................................................334

Inserting Hyperlinks and Stuff ....................................................................334

Chapter 2: Working with SharePoint . . . . . . . . . . . . . . . . . . . . . . . . . . .337

Understanding How SharePoint Documents Are Organized ..................337

Working with SharePoint Document Libraries ........................................338

Saving a Document to SharePoint .............................................................339

Uploading a Document to SharePoint .......................................................341

Opening a Document from SharePoint .....................................................341

Chapter 3: Collaborating with the Review Tab. . . . . . . . . . . . . . . . . . .343

Reviewing Documents .................................................................................343

Working with Comments ............................................................................344

Creating a comment ..........................................................................345

Deleting a comment ...........................................................................346

Viewing comments.............................................................................347

Tracking Changes ........................................................................................349

Turning track changes on and off ....................................................349

Viewing changes ................................................................................350

Accepting or rejecting changes........................................................351

Comparing Documents ...............................................................................352

Protecting a Document ...............................................................................353

Book VI: Using Reference Features ............................ 355

Chapter 1: Creating a Table of Contents or Table of Figures . . . . . . .357

Understanding Tables of Contents ............................................................357

Creating a Table of Contents ......................................................................358

Updating a Table of Contents ....................................................................361

Adding Text ..................................................................................................362

Beyond Heading Styles ...............................................................................362

Creating a Table of Figures or Other Similar Tables ...............................364

Chapter 2: Working with Footnotes and Endnotes. . . . . . . . . . . . . . . .369

Adding a Footnote .......................................................................................369

Changing the Footnote Format ..................................................................371

Changing the Reference Marks ..................................................................372

Finding a Footnote Reference ....................................................................373

Chapter 3: Indexing Your Masterpiece . . . . . . . . . . . . . . . . . . . . . . . . .375

Mark Those Index Entries ...........................................................................376

Creating an Index .........................................................................................378

Updating an Index ........................................................................................379

Marking a Range of Pages ...........................................................................380

Creating Subentries .....................................................................................381

See Also .........................................................................................................382

Isn’t There an Easier Way? .........................................................................382

Chapter 4: Citations and Bibliographies . . . . . . . . . . . . . . . . . . . . . . . .385

Creating References and Sources ..............................................................385

Creating a Bibliography ..............................................................................388

Managing Your Sources ..............................................................................388

Chapter 5: I Object! (To Tables of Authorities, That Is) . . . . . . . . . . . .391

Marking Citations ........................................................................................392

Creating a Table of Authorities ..................................................................394

Updating a Table of Authorities .................................................................396

Adding Your Own Categories .....................................................................396

Disclaimer of Warranties and Limit of Liability .......................................397

Chapter 6: Working with Outlines and Master Documents . . . . . . . .399

Working with Outlines ................................................................................399

Switching to Outline view .................................................................400

Understanding Outline view .............................................................400

Showing and hiding formatting ........................................................402

Collapsing and expanding the outline .............................................403

Promoting and demoting paragraphs .............................................404

Printing an outline .............................................................................404

Working with Master Documents ..............................................................405

Understanding the master document .............................................405

Whipping up a master document ....................................................408

Putting an existing fi le into a master document ............................411

Break it up! ..........................................................................................412

Numbering pages in subdocuments ................................................414

Book VII: Mailings .................................................... 415

Chapter 1: Creating Envelopes and Labels . . . . . . . . . . . . . . . . . . . . . .417

Printing an Envelope ...................................................................................417

Printing Labels .............................................................................................419

Creating Custom Labels ..............................................................................422

Chapter 2: Faxing and E-Mailing Documents . . . . . . . . . . . . . . . . . . . .425

Sending a Fax ................................................................................................425

Using a fax modem .............................................................................426

Using a fax service .............................................................................427

Sending a Document via E-Mail ..................................................................427

Chapter 3: Using the Mail Merge Wizard . . . . . . . . . . . . . . . . . . . . . . .429

Understanding Mail Merge .........................................................................429

Using the Mail Merge Wizard .....................................................................430

Creating the main document ............................................................430

Creating an address list ....................................................................433

Inserting the address block and greeting line ................................435

Merging the documents ....................................................................438

Using the Mailings Tab on the Ribbon ......................................................440

Chapter 4: Advanced Mail-Merge Tricks . . . . . . . . . . . . . . . . . . . . . . .443

Other Types of Merges ...............................................................................443

Merging to e-mail ...............................................................................443

Merging envelopes .............................................................................444

Merging to labels................................................................................446

Creating a directory ...........................................................................448

Fun Things to Do with the Data Source ....................................................449

Sorting records...................................................................................449

Filtering records .................................................................................450

Understanding relationships ............................................................452

Weeding out duplicates ....................................................................454

Book VIII: Customizing Word ..................................... 457

Chapter 1: Customizing the User Interface . . . . . . . . . . . . . . . . . . . . . .459

Customizing the Quick Access Toolbar ....................................................460

Relocating the Quick Access toolbar ..............................................460

Adding and removing buttons..........................................................462

Customizing the Ribbon .............................................................................463

Dealing with Old-Style, Custom Toolbars .................................................466

Creating Custom Keyboard Shortcuts ......................................................467

Resetting keyboard shortcuts ..........................................................468

Printing your keyboard shortcuts ...................................................468

Chapter 2: Opting for Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .471

What’s with All the Options? ......................................................................471

The General Tab ..........................................................................................474

User interface options .......................................................................475

Personalize your copy of Microsoft Offi ce .....................................475

Start-up options .................................................................................475

The Display Tab ...........................................................................................475

Page Display Options ........................................................................476

Always Show These Formatting Marks on the Screen ..................477

Printing Options .................................................................................477

The Proofi ng Tab .........................................................................................478

The Save Tab ................................................................................................479

Save Documents .................................................................................479

Offl ine Editing Options for Document Management Server Files ...480

Preserve Fidelity When Sharing This Document ...........................480

The Language Tab .......................................................................................480

The Advanced Tab ......................................................................................480

Editing Options ..................................................................................482

Cut, Copy, and Paste .........................................................................483

Image size and quality .......................................................................484

Show Document Content ..................................................................485

Display .................................................................................................486

Chart ....................................................................................................487

Print .....................................................................................................487

Save ......................................................................................................488

Preserve Fidelity When Sharing This Document ...........................489

General ................................................................................................489

Compatibility Options .......................................................................490

The Customize Ribbon and the Quick Access Toolbar Tabs ................492

The Add-Ins Tab ...........................................................................................492

The Trust Center Tab ..................................................................................492

Chapter 3: Working with Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .495

Understanding Fields ..................................................................................495

Inserting a Field ...........................................................................................497

Keyboard Shortcuts for Working with Fields ...........................................499

Another Way to Insert Fields .....................................................................499

Formatting Field Results with Switches ....................................................500

Preserving formatting when you update fi elds:

The \* Mergeformat switch ..........................................................501

Capitalizing fi eld results ....................................................................501

Setting the number format................................................................501

Creating custom number formats ....................................................503

Creating custom date and time formats .........................................503

Updating a Field ...........................................................................................504

Preventing a Field from Being Updated ....................................................504

Field Code Reference ..................................................................................505

Chapter 4: Creating Custom Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . .511

Understanding Forms ..................................................................................511

Creating a Form Template ..........................................................................513

Creating a Text Field ...................................................................................516

Creating a Check Box Field .........................................................................518

Creating a Drop-Down Field .......................................................................520

Filling Out a Form ........................................................................................522

Adding Help to a Form Field .......................................................................523

Using Preprinted Forms ..............................................................................524

Book IX: Features for Developers ............................... 525

Chapter 1: Recording and Using Macros . . . . . . . . . . . . . . . . . . . . . . . .527

Where Do All the Macros Go? ....................................................................527

Doing the Macro Recorder Dance .............................................................528

Macro Recording Tips .................................................................................531

Running a Macro ..........................................................................................532

Editing a Macro ............................................................................................533

Simple Macro Edits That Don’t Require a PhD in VBA ...........................534

Using Auto Macros ......................................................................................536

Protecting Your Computer from Macro Viruses .....................................537

Chapter 2: Programming with VBA . . . . . . . . . . . . . . . . . . . . . . . . . . . . .539

Examining the Basic Structure of VBA Macros ........................................539

Understanding the Basic Elements of VBA ..............................................540

Rules for writing VBA statements ....................................................540

Comments ...........................................................................................541

Projects, modules, procedures, and macros..................................542

Working with Variables and Data ..............................................................542

Using assignment statements ...........................................................542

Declaring variables ............................................................................543

Placing your declarations .................................................................543

Using static variables ........................................................................544

Using Option Explicit .........................................................................544

Using Strings ................................................................................................545

Concatenation ....................................................................................545

String functions ..................................................................................546

Of Objects, Properties, and Methods ........................................................547

Using objects ......................................................................................548

Getting to know the object model ...................................................549

Using methods....................................................................................549

Using the With statement .................................................................550

Working with collections ..................................................................551

Controlling Your Programs ........................................................................551

The If statement .................................................................................552

Nested If statements ..........................................................................553

The ElseIf structure ...........................................................................554

The single-line If .................................................................................555

For/Next Loops ............................................................................................555

While/Wend loops..............................................................................556

The Select Case statement ................................................................557

User Input and Output ................................................................................558

MsgBox ................................................................................................559

InputBox ..............................................................................................561

User-Defi ned Procedures and Functions ..................................................562

Using procedures ...............................................................................562

Using functions...................................................................................562

Chapter 3: More Programming: Using Word’s Object Model. . . . . . .565

An Overview of Important Word Objects .................................................565

Using the Application Object .....................................................................569

Working with Documents ...........................................................................570

Accessing documents ........................................................................571

Creating a document .........................................................................571

Opening a document .........................................................................572

Understanding stories .......................................................................572

Understanding Selection and Range Objects ...........................................574

Working with the Selection object ...................................................574

Working with Range objects .............................................................576

Moving Selections and Ranges ...................................................................578

Methods for moving the selection ...................................................578

A macro that moves the selection ...................................................579

Working with Text .......................................................................................581

Accessing text ....................................................................................581

Inserting text ......................................................................................582

Deleting text........................................................................................583

Copying, cutting, and pasting ...........................................................583

Formatting Text ...........................................................................................584

Using the Font object ........................................................................585

Using the ParagraphFormat object..................................................586

Chapter 4: Creating UserForms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .589

Understanding UserForms .........................................................................589

Creating a UserForm ...................................................................................591

Working with Controls ................................................................................594

Using Command Buttons ............................................................................595

Creating a Cancel button ..................................................................595

Creating an OK button.......................................................................596

Using Labels .................................................................................................597

Using Text Boxes .........................................................................................597

Using Frames ................................................................................................598

Using Check Boxes and Option Buttons ...................................................598

Grouping option buttons ..................................................................599

Testing option button and check box values .................................599

Using Combo Boxes .....................................................................................600

Loading items into a combo box......................................................601

Determining which item was selected ............................................601

Setting the selected item...................................................................602

Using List Boxes ...........................................................................................602

Loading items into a list box ............................................................603

Dealing with multiple selections ......................................................603

Index ....................................................................... 605

Bookscreen

How to Use This Book

After you find your topic in the table of contents or the index, turn to the

area of interest and read as much as you need or want. Then close the book

and get on with it.

This book is loaded with information, of course, so if you want to take a brief

excursion into your topic, you’re more than welcome. If you want to know

everything about customizing Word, read Book VIII. But if you just want to

find out how to create a simple keyboard shortcut to apply a style you use 200

times a day, just read the section on keyboard shortcuts. You get the idea.

If you need to type something, you see the text you need to type like this:

Type this stuff. In this example, you type Type this stuff at the keyboard.

An explanation usually follows, just in case you’re scratching your head and grunting, “Huh?”

Whenever I describe a message or information that you see onscreen, I present

it this way:

A message from your friendly word processor

Note: The names of dialog boxes, menu commands, and options are spelled

with the first letter of each main word capitalized, even though these letters

might not be capitalized onscreen. This format makes sentences filled with

long option names easier for you to read. (Haven’t we thought of everything?)