Part III is comprised of chapters that are the special “extras” that many people know about, but might not be quite as familiar with as some of the other day-to-day functions. Once you’ve read a sampling of the meat and potatoes functions in each application, and then how to more efficiently work with your coworkers and other applications, these chapters should enable you to take the initiative and go that next step.
Of Special Note for the eBook
Many of these chapters were culled from their original publications and adapted slightly for the purposes of the eBook. The idea was not only to give you valuable, free content, but also to whet your appetite for some of the other applications that Microsoft Office 2003 System offers. If you find that you have interest in learning more about any of the topics you read about in this eBook, please visit www.wiley.com/compbooks/
officebibles2003. This Web site allows you to preview our other products with detailed TOCs as well as other valuable information.
Every attempt was made to keep this material as consistent as possible with what you will see in the final product. Please be aware that depending on the OS system you are currently using and the system that the screenshots were taken on, as well as the per- sonal settings of each, some of the images may not match exactly.
Note
5
Chapter 1 ✦ Introduction
Using the companion Web site
Be sure to visit the companion Web site at: www.wiley.com/compbooks/
officebibles2003/. Here’s what you’ll find on the Web site:
.Links to all the software found on the CDs of Wiley’s Office 2003 Bibles.
.Complete, detailed tables of contents for all the Wiley Office 2003 Bibles: Access 2003 Bible, Excel 2003 Bible, FrontPage 2003 Bible, Office 2003 Bible, Outlook 2003 Bible, PowerPoint 2003 Bible, and Word 2003 Bible
.Links to other Wiley Microsoft Office titles
Conventions Used in This Book
To make this book as easy as possible, icons in the margins alert you to special or important information. Look for the following icons:
Marks a warning about a particular procedure to which you should pay particular attention.
Marks a special point or supplementary information about a feature or task.
Marks a tip that saves you time and helps you work more efficiently.
To further assist you in reading and learning the material in this book, the following formatting conventions are used throughout:
.Text you are asked to type appears in bold.
.New words and phrases that may require definition and explanation appear in italics.
Text that carries emphasis and single characters that may be easy to lose in the text also appear in italics.
.Menu commands are indicated in chronological order by using the command arrow:
File_Open.
.Keyboard shortcut keys look like this: Alt+Tab.
.When instructed to click an item, press the left mouse button unless otherwise specified. When you should use the right mouse button instead, you are asked to right-click. Of course, this will be different for left-handed users.
. . .
Caution
Note
Tip
Paragraph Formatting in Word
Paragraphs — the basic building blocks of any document — have a special meaning in Microsoft Word. Paragraphs can include any amount of text and graphics, or any other item, followed by a paragraph mark or break. Paragraph marks store the formatting applied to each paragraph. In this chapter, you learn the fundamentals of paragraph formatting in Word.
Each time you press the Enter key, Word begins a new paragraph.
Click the Show/Hide button on the Standard toolbar or press Ctrl+Shift+* to display the paragraph marks. Press the Enter key several times, and you’ll see Word insert strange little backward P icons, with the semicircle at the top of the P filled in. These are the paragraph marks, and they store the information about the paragraph.
The paragraph ends at the paragraph mark. Thus formatting for a paragraph is held in the paragraph mark at the end of the text; delete that mark and the formatting for the preceding text is removed and replaced with the formatting held in the next paragraph mark.
Applying Paragraph Formatting
This chapter looks at how to apply paragraph formatting directly.
In order to apply formatting to a paragraph, place the cursor inside the paragraph you want to modify. Make sure you have not selected any text within the paragraph, though, but that the cursor is merely sitting in the paragraph. (In some cases if you’ve selected a few characters or words and you apply some kind of format, you’ll be modifying just the selected text, not the entire paragraph.) You can also select an entire paragraph, or multiple paragraphs, and then apply formatting.
2 2
In This Chapter
Aligning paragraphs Adjusting line and paragraph spacing Setting tabs and indents Enhancing paragraphs using lines, borders, and shading Creating bulleted, numbered, and outline numbered lists Hyphenating your documents
C H A P T E R
. . . .
. . . .
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8 Part I ✦ Getting Functional with Office 2003
When you press Enter to start a new paragraph, that new paragraph will, in general, contain exactly the same formatting as the previous paragraph. There are some cases when this won’t happen, though. Some styles may be set up such that when you press Enter a new style, with different formatting, is used for the next paragraph. For instance, a heading style may be set up to automatically begin working with a body-text style when you press Enter.
You can apply paragraph formatting using buttons on the Formatting toolbar (see Figure 2-1), settings in the Paragraph dialog box (see Figure 2-2), or shortcut keys. By changing the formatting of a paragraph, you can change the alignment and spacing of the lines within that paragraph.
Figure 2-1: The Formatting toolbar.
Figure 2-2: The Paragraph dialog box.
Checking paragraph formats
The formats applied to the current paragraph appear in the settings on the Formatting toolbar, the horizontal ruler, and in the Paragraph dialog box. If you select several paragraphs with different formats, the dialog box settings may appear blank or dimmed.
Word cannot indicate different formats at the same time. On the ruler, dimmed indent and tab markers show the settings for the first paragraph in the selection.
With Word, you can display information about any paragraph formats that are applied to a given paragraph. To check the formatting of a paragraph, choose Format_Reveal
Formatting, or press Shift+F1 and the Reveal Formatting task pane opens (see Figure 2-3).
You can now click in a paragraph to see what formatting has been applied to the paragraph.
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Chapter 2 ✦ Paragraph Formatting in Word
Figure 2-3: Paragraph formatting information
Duplicating paragraph formats
The easiest way to duplicate paragraph formatting is to carry that formatting forward by pressing Enter. The current paragraph ends and a new one begins with the same formatting as the preceding one. If the formatting that you want to copy is in another part of your document or even a different document, use the Format Painter, with which you can duplicate all of the formatting in the selected text. To use the Format Painter, select the text with the formatting that you want to copy. Make sure that you select the entire paragraph, including the paragraph mark at the end. Click the Format Painter button (see Figure 2-4) on the Standard toolbar, and select the block of text to which you want to apply the formatting. Again, if you want to make sure that you transfer all the paragraph formatting, be sure to select the entire paragraph, including the end paragraph mark. Or, you can select several paragraphs at the same time.
Figure 2-4: The Format Painter button.
If you want to copy formats and apply them to multiple non-contiguous paragraphs, select the paragraph with the formatting that you want to copy, double-click the Format Painter button, and then select, one at a time, the paragraphs that you want to change. Click the Format Painter button or press Esc to end the formatting.
10 Part I ✦ Getting Functional with Office 2003
You can also apply a formatting change to different paragraphs. Apply it once; then click the next paragraph and select Edit_Repeat, press Ctrl+Y, or press F4. Remember that these commands duplicate only the last action. So if you want to apply multiple formats at the same time, such as both bold and strikethrough, use the Format Font dialog box rather than keyboard shortcuts before using Edit_Repeat.
Because formats are stored in the paragraph mark, you can copy and paste the paragraph mark itself to create new paragraphs with the same formatting. Use the Show/Hide button to display the paragraph marks, select the paragraph mark of the paragraph that you want to change, copy that mark, and then paste the copied paragraph mark immediately after the last character of the paragraph to which you wish to apply formatting.
Removing paragraph formats
You can use a shortcut to remove any paragraph’s formats that have been applied, converting the format back to that which is used by the paragraph’s style. We’d better clarify that: Every paragraph in your document has a style applied to it. For instance, most text will probably use the Normal style. The style defines how much space appears before and after the paragraph, how much space between lines, and so on. But you can apply formatting directly to the paragraph. For instance, say you used the Paragraph dialog box to specify that a block of text is double-spaced, here’s a blank line after every line. That paragraph format has been, in effect, laid over the Normal style’s settings.
You can press Ctrl+Q to remove any direct paragraph formatting and leave only the paragraph’s style formatting. Thus, in our example, if you place the cursor in the text and press Ctrl+Q, the double-spacing is removed and the paragraph returns to the Normal style.
This doesn’t change any direct character formatting applied to the paragraph’s text, how- ever. So remember Ctrl+Q; it’s a very useful way to return a paragraph to its styles formatting, without removing character formats such as bold and italics.
You can also press Ctrl+Shift+N to apply the default Normal style formatting to the paragraph. (Again, the character formatting is not removed.) Almost the same as Ctrl+Q, but of course, Ctrl+Q doesn’t change the style.
Some paragraph formatting commands and buttons act as toggle switches; using them, you can turn the formatting on or off. For example, with the insertion point in a paragraph, you can convert that paragraph to a bulleted item by clicking the Bullets button on the
Formatting toolbar. With the insertion point in that same paragraph, clicking the Bullets button again removes the bullet formatting of the paragraph.
If you cut and paste text from another Word document or another application and have difficulty reformatting that paragraph, cut the text (Ctrl+X), select Edit_Paste Special, and choose Unformatted Text. All of the formatting is removed.
Tip
Tip
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Chapter 2 ✦ Paragraph Formatting in Word
Using line breaks
We explained that when you press Enter, you start a new paragraph. But it’s possible to create individual blocks of text, separated by a blank line if you wish, within a paragraph.
Instead of pressing Enter to go to the next line, press Shift+Enter, and Word inserts a line break instead of a paragraph break. Instead of the backward P, you’ll see a little arrow with a right-angle bend in it (see Figure 2-5).
Figure 2-5: You can see both paragraph breaks and line breaks in this image.
A line break is also known as a soft return. Using soft returns, you can break lines but keep them in the same paragraph. Line breaks can save you a lot of time when formatting. Line breaks are especially helpful for creating headings that you want to appear on more than one line and also for creating lists aligned with tabs. After you finish entering the line breaks, press Enter in the usual way to end that paragraph and begin the next.
12 Part I ✦ Getting Functional with Office 2003
Aligning Paragraphs
Word provides four ways to align paragraphs within your document’s margin: left-aligned, right-aligned, center-aligned, and justified. By default, Word aligns text flush with the left margin (left-aligned), leaving a ragged right edge. Figure 2-6 shows the four different paragraph alignments. With Word, you can align paragraphs using the Paragraph dialog box, the align buttons on the Formatting toolbar, or shortcut keys.
Figure 2-6: Four paragraph alignment options in Word.
To align paragraphs, follow these steps:
1. Position the insertion point in a paragraph, or select the paragraphs that you want to align.
2. Do one of the following:
• Click the alignment button on the Formatting toolbar for the justification that you want (see Table 2-1).
• Press one of the shortcut keys in Table 2-1.
• Choose Format_Paragraph, or choose Paragraph from the shortcut menu (Shift+F10), to display the Paragraph dialog box. Choose the alignment option from the Alignment list in the Indents and Spacing tab, and then click OK.
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Chapter 2 ✦ Paragraph Formatting in Word
Note
Before centering or aligning a paragraph relative to the left and right margins, make sure that the paragraph is not indented. Paragraphs are aligned to the margins if no indenta- tions are set for them; if paragraphs are indented, they align to the indentation. Working with indents is explained later in this chapter.
Table 2-1
Paragraph Alignment Buttons and Shortcut Keys
Alignment Shortcut
Type Button Keys Description
Align Left Ctrl+L Text aligns with the left margin, and the
right margin is ragged. This is the default setting.
Center Ctrl+E Text is centered between margins.
Align Right Ctrl+R Text aligns with the right margin, and the left margin is ragged.
Justify Ctrl+J Text aligns with both the left and right
margins by adding extra spaces between words.
Click and Type: Inserting Paragraphs
Word has a little-known feature called click and type that you turn on under the Edit tab of the Options dialog box. When enabled, this feature lets you click, in Print Layout view, an area of a page without an existing paragraph to begin a new one.
Suppose you just opened a new document. The page has a single paragraph on the first line.
Choose View_Print Layout, and move the mouse pointer around the page. Notice that it changes as you move around the page. Depending on where you point, the insertion I-beam has an additional icon next to it — an icon that corresponds with one of the alignment buttons on the Formatting toolbar: Align Left, Center, or Align Right.
Click the Show/Hide button on the Standard toolbar so that you can see the first paragraph mark at the top of the page. Now move the mouse pointer down the page and point at the bottom-right corner of the page, but stay inside the margins set for the document. You should see an I-beam with an Align Right icon next to it. Double-click, and you’ve just inserted a right-aligned paragraph near the bottom of the page, along with a number of Normal paragraphs between the first line on the page and your newly inserted paragraph.
You can even tell Word what paragraph style you want to use when you use the Click and Type feature. Just choose a style from the Default Paragraph Style drop-down in the Click and Type area of the Option dialog box’s Edit tab.
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14 Part I ✦ Getting Functional with Office 2003
Adjusting Line and Paragraph Spacing
You can adjust the spacing between lines in a paragraph as well as the spacing between paragraphs themselves. By adjusting the spacing between paragraphs, you can control the white space around paragraphs that contain oversized graphics or fonts. Using paragraph spacing, you can manage the layout of your documents more precisely than you can just by pressing Enter to create paragraph breaks for spacing.
Spacing between lines in a document is called leading (pronounced ledding). With Word, you can control the leading to improve the readability of the text in paragraphs. For example, if your text appears in long lines, you may need more spacing so that the reader’s eye doesn’t lose its place when moving from the right margin back to the left.
Alternatively, if you’re using a font style with small letters, your text may require less spacing between the lines than that between lines containing larger fonts. Line and paragraph spacing makes it easy to use white space to make your documents easier to read quickly. Very dense blocks of text are harder to read than text separated by white space between paragraphs.
Adjusting spacing in the way we’ve just discussed is an example of a case in which doing it right can save you a lot of time when making changes to a document. If you use paragraph spacing to adjust the space that appears between paragraphs, you can modify that spacing very easily later if you decide you want to adjust the document. If you used paragraph and line breaks to adjust the space between text and paragraphs, you have a lot of work to do if you want to change things. Also, paragraph formatting lets you adjust spacing in increments of 1 point, something you can’t do easily by inserting paragraph and line breaks.
Adjusting paragraph spacing
Instead of pressing Enter to add blank lines before or after a paragraph, use the Format_Paragraph command. Using the Paragraph dialog box, you can adjust the paragraph spacing precisely as well as keep any spacing changes for a paragraph if you copy, move, or delete that paragraph.
To adjust paragraph spacing, follow these steps:
1. Position the insertion point in a paragraph, or select the paragraphs that you want to adjust.
2. Choose Format_Paragraph, or choose Paragraph from the shortcut menu. Click the Indents and Spacing tab in the Paragraph dialog box.
3. Do one of the following:
• To change the space before the selected paragraph, click the up or down arrow in the Spacing Before box to increase or decrease the spacing amount in half-line increments. Alternatively, you can type a value in the box. The Preview section of the Paragraph dialog box shows the effect of your selected spacing.
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Chapter 2 ✦ Paragraph Formatting in Word
Tip
Note
• To change the space after the selected paragraph, click the up or down arrow in the Spacing After box or type a value in the box.
You can use measurements other than points to specify spacing. To add a quarter-inch of spacing, type .25 in the Before or After box. To add spacing of two centimeters, type 2 cm. To add spacing of one pica, type 1 pi. The Preview section of the Paragraph dialog box shows the effect of your selected spacing.
4. Click OK.
If a paragraph has spacing before it and falls at the top of a page, Word ignores that spacing so that the top margins of your document pages always remain even. If the paragraph is the first paragraph in a document or a formatted section, however, Word always observes this spacing. Word also observes the spacing before a paragraph that follows a hard page break.
Adjusting line spacing
The line-spacing feature in Word begins with automatic spacing, and with this feature, you can increase spacing, reduce spacing, permit extra spacing for a large character or
superscript on the line, or even control the spacing exactly. Spacing is measured in terms of lines. Normal text has single spacing of one line, but you can choose from several line options or even specify line spacing based on points. Table 2-2 describes the line-spacing options in Word. You can apply line spacing using the Paragraph dialog box or shortcut keys, but the Paragraph dialog box offers the most options.
Table 2-2
Line Spacing Options
Option Spacing
Single Single-line spacing. (Line height automatically adjusts to accommodate the size of the font and any graphics or formulas in a line.)
1.5 Lines Line-and-one-half spacing (an extra half-line of space between lines).
Double Double-spacing (an extra full line of space between lines).
At Least At least the spacing that you specify in the At box — the line won’t be shorter than what you specify, but it may be taller because Word will add extra spacing for tall characters, big graphics, and superscript or subscript text.
Exactly The exact spacing that you specify in the At box. All lines are exactly the same height, regardless of the size of the characters in the line; Word doesn’t add extra spacing. Note that some text may be cut off if enough space is not available.
Multiple Multiples of single-line spacing, such as triple (3) or quadruple (4), as specified in the At box.