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Word 2010 All-In-One for Dummies

Word 2010 All-In-One for Dummies

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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

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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?)

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