Word for Power Users

7/21/2019 Word for Power Users

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Word

www.KnowWareGlobal.com

Power User


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KnowWare

Michael Maardt and KnowWareGlobal.com 2002-12-01

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Word for Power Users Copyright 2002 Michael Maardt

Translated from the danish by Anthony I.P.Owen

Acrobat Reader: How to ...

F6 opens/closes bookmarks/thumbnails: Click a bookmark to jump to it.

In menu VIEW you can set, how the file is displayed

CTRL+0= Fit in Window, CTRL+1= Actual size, CTRL+2= Fit width

You can set SINGLE PAGE, CONTINUOUS VIEW or CONTINUOUS FACING

.. try them out and you will see the differences.

NAVIGATION

ARROW LEFT/RIGHT: forward/backwards one page

ALT+ARROW LEFT/RIGHT: same as in a browser: forward/back

ZOOM

CTRL++ zooms in AND CTRL +- zooms out

www.knowwareglobal.com
http://www.knowwareglobal.com/http://www.knowwareglobal.com/


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KnowWare


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Options......................................... 6

Options, View.................................. 6Style Area Width.............................. 6

Storing your documents .................. 6Options, Edit.................................... 7Typing replaces Selection. ................. 7Drag and Drop text editing ................ 7Automatic word selection................... 7Use the INS key for paste.................. 7Use Smart Cut and Paste................... 7TAB or BACKSPACE sets indentation ... 7Overtype Mode ................................ 7It changes what I write! .................... 7

AutoCorrect ..................................... 8Options, Save .................................. 9Options, General.............................. 9

Background repagination................... 9

Mouse or keyboard? ................... 10

Keyboard techniques..................... 10Options, Compatibility ................... 11

Print Colors as black on noncolorprinters....................................... 11

Dont balance columns forContinious section starts ............... 11

Font Substitution............................ 11

Navigation..................................12

Keyboard movements.................... 12Go to ............................................. 12View, Outline................................. 13Your previous three edits .............. 13Find and replace............................ 13

Selecting ....................................15

Selecting by clicking...................... 15Selecting by dragging.................... 15Selecting with Shift+mouse .......... 15Extended selection with F8............ 15

Edit - cut & paste........................ 17

Cut, paste, move and copy .............. 17

Cut................................................. 17Copy .............................................. 17Paste ............................................. 17

Delete words ................................. 17

Formatting .................................18

Format Characters......................... 18Underline ...................................... 18Spacing ........................................ 18Position......................................... 18Kerning......................................... 19

Format Paragraph ......................... 19

Definition?..................................... 19

Justification ................................... 19First line indented........................... 19Hanging indent .............................. 19Ruler ............................................ 20

Format paragraph dialog ................. 20Tabulator stops.............................. 20Right aligned tab............................ 20Decimal tabs.................................. 21Borders......................................... 21

Shortcuts for formatting.............23

UPPER/lower case letters.............. 23Small Caps..................................... 23Original format.............................. 23Hyphen and space ......................... 23Copying formats ............................ 23

Styles .........................................25Definition....................................... 25Before you work with styles .......... 26

Help - Shift+F1...........................27

Create a style ................................ 30Trial and error................................ 30

Create Style using dialog............... 30Styles and shortcut keys ................. 32

Page Layout ............................... 36

Section .......................................... 36Margins ......................................... 37

Headers and footers........................ 41Page 3 of 14 .................................. 43Deleting a header........................... 43

Two kinds of page numbers........... 44When do you choose which? ............ 44Criticising page numbers! ................ 44

Template ....................................45

Create............................................ 47Save NORMAL.DOT? ....................... 48

Edit................................................ 48Edit: Direct.................................... 49Edit: Indirect ................................. 49

Template: Elements....................50

Macro ............................................ 50Record.......................................... 51linked to toolbar buttons ................. 51linked to shortcut keys.................... 52The Recording................................ 52Describe........................................ 53Delete........................................... 53Repeat.......................................... 53Macro on a toolbar.......................... 53Macro on the menu......................... 53

Toolbar .......................................... 53


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Show / Hide .................................. 53Move ............................................ 53Taking buttons off a toolbar............. 54Moving toolbar buttons ................... 54

Extra toolbars ................................ 54Menu ............................................. 55

Create .......................................... 55Remove ........................................ 55Adding a menu function .................. 56

Context menus .............................. 57

Customize ..................................58

Adding toolbar buttons.................. 58Find a good command..................... 59Whats the command?..................... 59Changing a button icon ................... 60Expanded...................................... 60Templates again.......................... 61Copying to templates/documents...... 61

Organizer ...................................... 62Styles are special ........................... 63The three others ............................ 63New basic template ........................ 63


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Introduction


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Is this text for you?

If you have just started using Word andhave no experience with word processing

generally, then you will probably find someof this too difficult. If you have had someexperience with Word or other wordprocessors, then you should be able to usemost of the contents. Some of the subjects(especially those towards the end) arequite advanced.

This text is different to the majority ofbooks and manuals about Word. It dealswith the core of Word: styles andtemplates and how to use them.

This text is different

It was first released in Denmark 1994titled Hands off my Word 6. I was tired ofcomputer books with boring titles. Wordcan be configured and adjusted to yourown personal taste.

Over the last year I have worked intensi-vely with Word, using it every day, mainlyin the production of these KnowWarebooklets.

I have seen many authors writing manu-scripts and have seen the difficulties:

In the use of styles, but also configuringthe many options available and adjustingthe way the program works and appears.For this reason, this text deals mainly withthese subjects.

I will try to explain the logic behind Word;instead of simply running through a fewdozen functions, slavishly telling you justhow each one is used I will attempt, byconcentrating on styles and templates, to

give a glimpse of the briliant idea behindthe program.

The way computer programs are presentedand work are often a reflection of the waythe developers think, and we users oftenhave to try and think in the same way ifwe are to get the most out of the program,or make it a bit easier when we try to findthe solution to some problem or other.

I often write in a very short, concentratedstyle. This means that you will have to beactive to understand the points I ammaking. I have done this on purpose,

based on the respect I have for yourintelligence and willingness to try thingswhen you read, and also because this ishow I believe computer books should bewritten.

I wish you many happy hours!

I hope that this text makes your wordprocessing more fun, and allows you tocreate what you want, faster and moreenjoyably!

All the best

Michael Maardt


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Options


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Options

Word can behave in different ways, or, toput it another way: another way: you dosomething, but the result can bedependant on any one of Words, aboutone hundred, different options. Youveprobably found the automatic spellingcheck.

If it is active, then every word which is notrecognised by the dictionary is given awavy underline. Most available options are

found under TOOLS, OPTIONS. As manyof these options affect the rest of the

contents of this text, I have chosen tobegin with them, even though they do notmake for the most exciting reading.

The dialog box shows three rows of fourcards. Looking like filing cards, each hasan identifying tab. When you select onecard in a row which is not at the front, allfour cards in the row come forward. Thecards move in sets of four, which can be alittle confusing at first.

Options, ViewThe VIEWtab controls aspects of whatshould be shown on the screen and howitshould be shown. Depending on whether

you were in VIEW NORMALor VIEW PAGELAYOUTwhen you selected OPTIONS, youwill be offered different choices. My screen

was set at VIEW PAGE LAYOUT, whichgave me the dialog box above.

When you check PICTUREPLACEHOLDERS, a blank square is

displayed instead of the actual picture orillustration. This lets the screen scroll muchquicker.

TEXT BOUNDARIES, which are only visiblewhen you select VIEW PAGE LAYOUT,displays the area at your disposal whenyou write; this is useful if you experienceproblems squeezing text into a space,particularly as it shows top and bottommargins.

I will not discuss every option because itwould bog us down. Clicking by a field and

pressing F1will give you a help windowcontaining a short description.

Style Area Width

Inserting a value here displays the style to

the left of every paragraph in NORMALVIEW.

Storing your documents

FILE LOCATIONSallows you to choosewhich directories should be opened when

you use FILE, OPEN or FILE, SAVE for thefirst time after opening a Word session.

If you select or double click the MODIFYbutton, you can change the defaultdirectory for the various types of files.When I open Word for the firsttime tosave a newdocument, I am automaticallybrought into C:\KW, and the same happenswhen I open a document. If I open adocument from a different directory, thelatter is chosen the next time I select

FILE, OPEN.


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Options


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Edit

(The picture illustrates options I use)

Typing replaces Selection.If one or more words are selected and youpress any key, all selected characters aredeleted and replaced by whatevercharacter you have typed. I do notgenerally recommend using this, but couldimagine some situations where it may beuseful. If some numbers in a table have tobe changed every month, then tab can beused to move from cell to cell, and the oldnumbers are deleted immediately the firstnew figure is typed. The advantage is that

the whole selection is immediatelyremoved as you begin typing.

Drag and Drop text editing

Allows you to move or copy selected textusing the mouse.

Automatic word selection

If you begin to select using the mouse,then continue selecting, whole wordsare

selected automatically. Recommended.

Use the INS key for paste.

Uncheck it. Use the Windows standard

shortcut keys: CTRL+X for Cut, CTRL+Cfor Copy and CTRL+Vfor Paste.

Use Smart Cut and Paste

If this is active, it deletes or adds spaceswhen you delete or paste whole words. Tryselecting a whole word, without the

preceding or trailing space, and thendelete the word. Voila, the unnecessaryspaces are removed along with it.Recommended.

TAB or BACKSPACE sets indentation

(Only in v. 7) If you have selected anentire paragraph or the cursor is at thebeginning of any line except the first line,

TABor BACKSPACEwill indent the entireparagraph. Recommended (but do not use

F8to select the paragraph).

Overtype Mode

Uncheck it.

It changes what I write!

If you have just started using this programand discover that text automaticallychanges when you write, you have notdone something wrong. Ver. 7 has a rangeof automatic functions which you canactivate if you wish. Lets take a look atthem.

Microsoft made a big thing of theseintelligent functions, and one of them is a

kind of automatic proofreader,AUTOCORRECT, which corrects things foryou as you type. It does notspellcheck asyou type but it does perform a sort ofautomatic but very limited find and

replace. AUTOCORRECTand otherfunctions are grouped on the TOOLSmenu.


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Options


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AutoCorrect

REPLACE TEXT AS YOU TYPEmay or may

not be active. If you want to delete one ofthe replacement words/phrases already

shown, click on it and select DELETE. Youadd your own favourite typos by writingthe wrong and right text in the two fields

REPLACEand WITH, and choosing ADD. Ifyou have selected text or graphics before

choosing AUTOCORRECT, the selected texthas already been inserted.

When you close the dialog with OK andtype the 'replace' text, followed by a spaceor a new line, the 'with' text is inserted

automatically (provided the function isactive).

You can use the function to expandabbreviations for things you type often. Ifyou frequently write several long words ordifficult words, you can give these a shortform. Example: if you often have to typephrases like Encyclopedia Britannica, youcan abbreviate it, for example, to eb. Useyour imagination!

This function is a more sophisticatedvariation of the abbreviation function inversion 2.0. You may remember it used

the F3key to expand the short form. It isactually still in the program but has been

enlarged and is called AUTOTEXT.

1 CHANGE'Straight Quotes' TOSmartQuotes

2 CORRECT TWO INITIAL CAPITALS3 CAPITALIZE FIRST LETTER OF

SENTENCES4 CAPITALIZE NAMES OF DAYS

The first requires no explanation(proper quotes give your work a typesetlook). I recommend the second; it onlyworks if the third letter is small. IBMwould not be changed. I dont recom-mend the third option because theprogram cant always know where a

sentence starts. If an abbreviated wordsuch as lieut. Appears in the middle of asentence, the system gets confused. Thefourth option is handy for English-language text (but not for many otherlanguages)

What you put into AUTOCORRECTisavailable in alldocuments.


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Options


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Save

PROMPTTOSAVENORMAL.DOTis theonly option Ive checked. NORMAL.DOTis thename of a template file discussed on page48. I recommend you check this. Althoughat the moment you may not know whatthis is all about, at some stage you will befaced with the cryptic and seeminglyinscrutable question shown in the boxbelow. When you see it be assured thatyou have decided on a specific optionwhich Microsoft considers so importantthat you might want it to apply to all futuredocuments. It is for this reason that theprogram asks whether you want certainfundamental changes stored in the

template, NORMAL.DOT, on which all docu-ments are based. The section on templatesstarts p. 45.

If you reply YES, the changes you havemade in the template (you may or may notknow what they are!) will be effective in all

future documents. If your response is NO,changes will notbe transferred to future

documents.

Choosing the ALLOW FAST SAVESoptioncan be hazardous because only thechanges you have made are appended tothe document and saved. If Word orWindows crashes at a critical stage, yourisk losing parts of your work. Microsoftitself advises caution with Fast Save.

Although you may not yet understand theconcept of a template, I recommend thatyou make a backup copy of NORMAL.DOT

(on a diskette would be fine!).

General

General contains various diverse functions.

I have chosen BACKGROUNDREPAGINATIONand BEEP ON ERRORACTIONSswitched on, and have 9 in the

RECENTLY USED FILE LIST ENTRIES. Thislast option means that at the bottom of the

FILEmenu you get a list of the files youhave saved recently, making them easilyaccessible simply by typing a number.

Background repagination

Is only possible when in NORMAL VIEWand is reccomended. In contrast, in PAGELAYOUT VIEW Word will always repaginatewhen alterations are made which mayaffect pagination. This very irritating habit(especially with long documents) cannot be

switched off in PAGE LAYOUT VIEW. Thefurther you are from the beginning of adocument, the more patience it takes to

work in PAGE LAYOUT VIEW.


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Mouse or keyboard?


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Mouse or keyboard?

In some situations using the mouse is thebetter choice, but for the most part the

keyboard is faster. Throughout my Wordcareer I have tried to keep my fingers onthe keyboard, using the mouse only whenit seemed the best policy.

The choice, however, is not either/orbutrather a matter of avoiding continuousswitching between mouse and keyboard.During the actual typing phase theemphasis is naturally on the keyboard.This is the first phase in most wordprocessing work, and the aim is to get asmuch written as possible without having to

think about formatting, italics, layout, etc.

The second phase is proofreading,spellchecking and some formatting, whilethe last phase is the final layout.

Keyboard techniques

Some people are inclined to waste time bydoing layout during the two early phases.It can be a throwback from typewriterdays, when it was necessary to think

carefully before you began writing. Wordprocessing is quite the opposite; you donthave to think about formatting and layoutas you write.

If you are typing something that hasalready been chewed over and formulated,you can just bash on without thinking toomuch! If you are creating text fromscratch, your aim is to write clearly andcomprehensibly, that is you must think,but not get bogged down you can alwayspretty up your prose afterwards.

In Get the most out of your PCI stressedthe importance of being able to touchtype(typing without looking at the keyboard). Istrongly recommend it. I want to spend afew lines in this text addressing the wayyou and your fingers get along with each

other. I mean, when you press SHIFT, ALTor CTRLplus another key, how do you doit? Specifically? Which fingers do you use

for CTRL+U?

I put my left little finger on the left CTRLand my right index finger on the U. I reachCTRL+Fwith my left hand: little fingerand index finger. What about ALT+P? I

use my left thumb for ALTand my rightlittle finger on the P.

I dont want to dictate which fingers to usefor what but I do want you to be aware asyou write. Its not easy breaking habits butyou can save a lot of time.

Ill mention now and again which keys Iuse you can experiment, see if they areany use to you. An example: I think its agood idea to save your documentregularly, manually not automatically. Im

against saving at fixed intervals because itbreaks your train of thought. Better in myview to develop the good habit of savingregularly.

In version 2 I used to save with ALT+F,S, which is easy with your left hand. Inversion 6/7 Microsoft has introduced

CTRL+Sto standardize with the manyother programs.


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Compatibility

This contains some rather advanced options, many of which I dont understand or knowanything about.

I would recommend that you turn these points on:

! Suppress extra line spacing at top of page

! Suppress Space Before after a hard page break or column break

If you have formatted a heading style with Space before 12 points and it is at the top ofa page (perhaps because of a hard page or column break), there will be unnecessaryspaces above it, which does not look particularly good.

Print Colors as black on noncolor printers.

If you see greytones from a non color printer, it probably means that this text is coloredin the document with this option switched off.

Dont balance columns for Continioussection starts

Beside the strange capitalization andtortuous grammar (forcing the user to

think in a double negative, switching anoption on so that something will NOT becarried out), the best way to explain the

difference is with these two pictures,which illustrate two following sections,

where the second is set as continuous (seeSection on page 36). The whole of the firstsection is marked in both illustrations. The

picture on the right shows the optionswitched off. So if you have experiencedsituations where a continuos section in

columns just will not work properly, maybe the reason is buried down in this option!Unfortunately this option is for the whole document, not for the section.

Font Substitution

Notice this button, which can show whether the document containsfonts which are not installed on your computer, either because they have beendeactivated or because it was set up for another printer or on another computer.

This picture shows that the printer fontCourier (W1) is not available on the printer

being used, but that Word will show and print

Garamond will be replaced by Default, that isPalatino (see the text below). If I do not wantthis change (actually no real problem in this

case), I can use the CONVERT PERMANENTLYbutton to force Word to carry out a globalreplacement of this font - very clever!


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Navigation

Keyboard movements

A lot of your time is spent moving the cursor around in your text, and if youre abeginner, all the many possibilities listed below may seem a bit overwhelming. But take alook at them, try them, and come back to this page later when you feel its time tointroduce a few new tips and improvements.

I mainly use these keys for moving the cursor around in a document:

HOME BEGINNING OF LINE

END END OF LINE

CTRL + RIGHT ARROW WORD FORWARD

CTRL + LEFT ARROW WORD BACK

CTRL + UP ARROW PARAGRAPH UP

CTRL + DOWN ARROW PARAGRAPH DOWN

CTRL + HOME TOP OF DOCUMENT

CTRL + END BOTTOM OF DOCUMENT

PGUP PREVIOUS SCREEN

PGDN NEXT SCREEN

ALT + CTRL + PGUP PREVIOUS PAGE

ALT + CTRL + PGDN NEXT PAGE

Go to ...

F5activates this dialog box. If you type+4, the cursor moves forward 4 pages. If

you want to move to a particular section,

type Sin front of the Section number: S4

to jump to Section 4. S+3 moves forward

three sections. It is quicker than first

selecting SECTION, then writing a number.

One useful aspect of this and certain other

dialog boxes (for example FIND) is thatyou can leave the box temporarily withoutit disappearing from the screen, which canbe an advantage when youre searchingout different parts of your document andmaking changes before moving on to the

next point. When the box is active you can

drag it out over the edge of the screen sothat only a strip of it is left in view. Thisdoesnt obscure your view of the text.

Maybe you just need to press ENTERandthe OKor NEXTbutton doesnt have to bevisible on screen in order for ENTERtowork.

Now you can click in the text or press

ALT+F6; the box stays in place but is notactive. This lets you work normally in the

text, and when you need to GO TOaspecific page/section, you press F5orclick in the box, which activates it but doesnot bring it back to center screen. Youdont have to see the whole box in order,

for example, to press F5, +1and ENTERor make another selection and movethrough the text. Click once again in thetext, and you are back editing; flexibilitywith an auxiliary function hanging in midair.

Advantage: you dont have to repeat


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something you have already typed in thedialog box. You can press the two buttons

NEXTand PREVIOUS(or ALT+TandALT+P) if you are working with PageorSection. Next page corresponds to

CTRL+ALT+PGDN. You can deactivatethe function by pressing ESC, whilethebox is active.

View, Outline

If you have used many headings, you can

use VIEW, OUTLINEas a method ofmoving around quickly in a largedocument. Outline view is usually used for

planning a document, but it can also beused in this manner. Change to VIEW,OUTLINE, move the cursor to the headingnearest the place you want to move to,

then choose (again) VIEW, NORMAL(CTRL+ALT+N), or VIEW, PAGE LAYOUT(CTRL+ALT +P). If you are fast on thekeyboard this makes it very easy to movearound in large documents.

Your previous three edits

SHIFT+F5is an interesting feature: italternates between the three most recentplaces where you have made changes inyour text even though you may haveclosed the document or even the wholeprogram. Its a handy tool in this situation:you work at a place in your document untilyoure finished, and move to a completelydifferent point but suddently rememberan additional change at the old editingpoint. If you havent made too manychanges in the new position in the

meantime, pressing SHIFT+F5 will takeyou back. Try it!

Find and replace

To avoid using unnecessary space on extrascreen illustrations, the figure shows the

REPLACEfunction, and I have clicked onthe SEARCH DIRECTIONto show the

choices available. If you start with theFINDfunction, you can expand into theREPLACEfunction at any time by choosingREPLACE. Even though you may havechosen the Replace function, you may still

use the SEARCHfunction alone. I use the

search funtion a lot, so I have allocated

F2for this (see p. 58).

When the function is activated, you canpress the down-arrow or click on the small

arrow next to the FIND WHATandREPLACE WITHfields. The functionremembers the last four searches (orreplace) text, so they are easy to choose.

You can find or replace particular

formatting codes (fonts, paragraph types,language or styles) or specialcharacters/codes. You simply click on thebutton and choose. You can combinesearch criterias and the box shows yourchoices. This is a very advancedsearch/replace function. In this example Iam searching for the entire word healthwhich should be in 10 point Times NewRoman. It should not be italics, and itshould be replaced by the phrase lackingillness, in 11 point Palmsprings, bold andunderlined (this is only an example!).


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Error! Reference source not found.


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While the insertion point is in either the

SEARCHFORor the REPLACEWITHfield,try pressing CTRL+B, CTRL+UorCTRL+I. Try several times with eachshortcut in turn!!

This box has the same properties as the

GO TObox, that is it can be left onscreen whether it is active or inactive and

you can keep using ALT+F6.

If you want to know how many times acertain text appears in a document, thensearch and replace the same text. Wordwill tell you the number of replacements.To ensure that you are using exactly thesame text in both fields you can use

CTRL+Cto copy it from the SEARCH FORfield and CTRL+Vto paste it into theREPLACE WITHfield. The TABkey movesbetween the fields.


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Selecting


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Selecting

Another thing you spend time on is editingtext once it has been keyed in. If you find

the following paragraphs a bit awesome,try a few of the suggestions and comeback to the subject when you feel youveadvanced enough to try a bit more.

If you want to do something (copy, moveor delete) with a piece of text, first youmust select it, that is select it in a specialway. There are a number of ways of doingthis.

If you hold SHIFTdown while you performmost of the cursor movements listed under

Editing, you will select text. For example,if you hold SHIFT+CTRLdown and pressthe #or $, you select a word at a time.When I intend moving a few words, I usethis method to do the actual selection.

These are some of the ways of selectingtext with the keyboard. But the mouse cando some things the keyboard cant.

Selecting by clicking

selects

DOUBLE CLICK . WORD

CTRL + CLICK.. SENTENCE

TRIPLE CLICK... PARAGRAPH

When you move the mouse into the leftmarginit changes appearance and then:

CLICK............. LINE

DOUBLE CLICK . PARAGRAPH

TRIPLE CLICK... WHOLE DOCUMENT

CTRL + CLICK.. WHOLE DOCUMENT

(Ctrl+5 on the number pad alsoselects the whole document)

Selecting by dragging

When you drag the mouse acrosstext/graphics, everything is selected, untilyou release the mouse button. Note: youcandrag the mouse up or down towardsthe edge of what you can see on the

screen and continue to drag past the edge but be careful! Suddenly things flashpast your eyes at breakneck speed!

Selecting with Shift+mouse

If you hold SHIFTdown and clicksomewhere with the mouse, the area isselected between the textcursor (theinsertion point) and the mousecursor. Iuse this method when I intend selecting alarge area and I can see the whole area onthe screen. Its a good method if you wantto select a large text area accurately inone movement: the simplest way isusually to click at the startof the

selection, hold down SHIFTand then clickthe endof the selection.

Extended selection with F8

It took me quite a while to work out not

only what was so good about F8, but alsoto get used to using it. It has advantagesover the other forms of selecting text.Place the cursor somewhere in a para-

graph. Press F8, which turns on the select

function - shown by EXTon the statusline. Pressing F8extends the selection bysteps: word, sentence, paragraph, section(described later), and finally, the entiredocument. These steps are very importantand interesting. If you can rememberthese, you can easily select a section -maybe you want to move it (see p. 36).

Press ESC, followed by SHIFT+F5to getback to where you started.

Another possibility: Press F8 again. Nowyou can extend the selection just by

pressing a key. Imagine you are in themiddle of a really long sentence, which isin the middle of a paragraph containingseveral sentences, and you want to delete

the rest of the sentence. Press F8andthen press the full stop key. The selectionis immediately extended to the next full

stop. DELETEdeletes the selection, andswitches off the selection function. Note

that F8locks the selection process untilyou press ESCor do something with theselection. If you then want to get back to


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Selecting


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the start of the selection area, press l.

There are several advantages in this ratherspecial form of selection: (1) its fast, (2)you can do it with the keyboard and (3)

you can use other functions such as FINDin order to reach the end of the selectedtext (no other selection function in Wordpermits this).

You may want to lock the selectionfunction in position at the start of theselected text because it takes time to findthe end of the text (maybe it is on thenext page or several pages away). This

would be a typical example where F8comes in handy; youre sure of starting atthe right place and dont have to hold

SHIFTdown.

You want to select a very large piece oftext, stretching over several pages. Startthe selection at the appropiate point with

F8. You can use the search function tojump all the way to the end of the area.The great thing is that the selection blockremains active while you adjust the end ofthe block with arrows or mouse.

I dont like deleting or moving a hugechunk of text I cant see on the screen.

Its at times like these I use F8to be surethe selection process is locked on. If youwant to use the mouse to move the

selected text, you must first press ESCwhen you have selected your text. Thisswitches off the function, but keeps theselection. Now you can drag your text withthe mouse.

Cancel

As you work, you willmake mistakes or changeyour mind and it is niceto be able to cancel the change. Theprogram can unravel several layers ofmistakes. You can even undo the undone(cancel what you have already cancelled).You can cancel backwards and forwards.

It sounds complicated, and indeed it canbe. In the standard toolbar there are twobuttons, the leftof which undoes your

most recent change (CTRL+Zis the

shortcut key). A second click undoes the

secondlast change, etc. By clicking several

times on this button (or pressing CTRL+Zseveral times) you can undo your changesone by one. Click on the arrow to the right

of the button and you can see a list of thechanges up to a maximum of 100!

Unfortunately you cannot undo, forexample, the thirdlast change. If you clickon the thirdlast, you undo this oneplusthe secondlast and the last.

The rightbutton remembers the thingsyou have undone and can recreate them.You can see a list of them by pressing theappropriate arrow. It is quite a jigsawfinding your way around the two lists if

you are looking for an old change.I have removed these two buttons from

my toolbar because I only use CTRL+Z.


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Edit


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Edit - cut & paste

Cut, paste, move and copy

Once you have selected something you

can do various things with it.

Cut

The simplest use of the selection is to

remove it with the DELkey but it can alsobe cut, that is deleted to a buffer calledthe Clipboard. When text is cut, it isremoved and placed in safekeeping until

you need it. Use CTRL+X, which you caneasily reach with your left hand. Your right

hand mouse button, then CUT, is anotherpossibility. The letter X(and theexpression cut) was no doubt chosen be-cause it looks like an open scissor.

Copy

Using CTRL+C, you make a copy of theselected text into the Clipboard. Theselection remains in the text (which itdoesnt, if you cut) and can now beinserted elsewhere because the copy is in

the clipboard.

Paste

Youll often find yourself cutting text andpasting it in another place. Place theinsertion pointwhere you want the text

and press CTRL+V. The contents of theClipboard is inserted.

Delete words

CTRL+BACKSPACE deletes word left

CTRL+DELETE deletes word right

If the insertion point is in the middle of aword, these functions remove theremainderof the word, backwards orforwards. If I am deleting severalconsecutive words, I use these twofunctions a lot dab, dab, dab. Its fast.


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Formatting


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Formatting

To understand the principles behind stylesand templateswell start with the

formatting of text (individual words) andparagraphs.

Place the insertion point anywhere inside aword and choose bold, italic, underline or acorresponding function. Flash! the wholeword is processed. No need to select thewhole word.

Format Characters

Formatting is done at

various levels. Thelowest level ischaracter: the ap-pearance of individualletters, that is whichfontsor typefacesshould you use?

Some fonts can be shown as regular, boldor italicor even both at the same time.You choose your fonts from the drop-downlist shown here. The most recently usedare shown above the line.

Whatsize should letters orcharacters

be?The size of letters is measured in

points.The previous sentence starts with

one word in 8pt, the next in 9pt etc., until

we reach bein 14 pt. There are lots ofother choices, as you can see if you

choose FORMAT, FONTor rightclick andthen choose FONT.

Underline

There are variousunderlining effectsto choose from inthis dialog box. Youcan have thesimple singleunderline. This is also available by clickingon the Ubutton on the toolbar (I use

CTRL+U). Another choice is doubleunderline but for special effects you mightwant to try dotted underline.

If you do want to use underline, you might

consider using the option WORDS ONLY.In this text no underline has been used atall except for these examples.

There are more options for changing theappearance, spacing and position of thetext.

Spacing

If you click on one of the small arrows

next to SPACING BY, the program beginscounting by 0.1pt at a time. On the left, by

SPACING, it will say either EXPANDEDorCONDENSED, depending on your choice.This function controls t h e s p a c i n gb e t w e e n l e t t e r s , which in this

example I set at 2pt.

Position

This relates to subscript or superscript text

as in the example H2O or m2. In both

cases I chose a movement of 3pt but, asyou can see, it increases the distancebetween the lines. Typographers call thisdistance leading(pronounced ledding).The solution to the problem is discussedunder Format paragraph p. 20, but you


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Formatting


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can also find a solution via TOOLS,OPTIONS, COMPATIBILITY. ActivateDONT ADD EXTRA SPACE FORRAISED/LOWER CHARACTERS.

Kerning

Is what you should be using if you thinkthat two letters are too far apart within aword, an effect which is most noticable atlarge point sizes. Let us use the wordDAVID using captital letters at 24 points.Even in 11 point, as here, the distancebetween the letters AV is visably largerthan that between VI and ID.

DAVID at 24 point. Now I selectAV and kern by 8 points: DAVID

Format Paragraph

Definition?

It is important that you understand thefollowing: a paragraph is defined as the

first character following a CARRIAGE

RETURNup to an including the next

CARRIAGE RETURN. A CARRIAGE RETURN

is inserted when you press ENTER. InWord this is known as aparagraph mark.It is not normally shown on screen. But ifyou click on the ( )button (Show/Hide),you will see all the paragraph marks andspaces, which are shown as dots.

Mostdocumentsareformattedonthefollowingprinciple,afteraheadingthefirstpar

agraphstartsrightoutintheleftmargin,ashere

Notice that even a new, completely empty,document contains one character: aparagraph.

A paragraphs format is stored in thecarriage return at the end of the

paragraph.

Because of this, you should be careful if

you delete a paragraph symbol between

two different styles. In version 6 it is thestyle of the next paragraph which takesover, in version 7 it is the opposite, whichis more practical. You can try it for

yourself. For the same reason it isimportant where the cursor is positionedwhen you press Enter. Is it at the end of aparagraph (that is, just before theparagraph symbol) or at the beginning of aparagraph?

Justification

The second level of formatting isparagraph. Should text be fully justifiedorragged? Most books are written with a

justified, that is straight, right margin,which many people like. This text has aragged right margin. Professionals believethat a ragged right marginmakes the texteasier to read. With a ragged right marginthe distance between the words is thesame in all lines. This paragraph isformatted with an equally aligned rightmargin just to demonstrate how it looks,in contrast to the rest of the text, andfunnyly enough: it is nearly impossible tosee any difference in the spaces between

the words, and there was no need for anyhyphenation. The following paragraphs areformatted to reflect what they are about.

First line indented

Most books are set according to thisprinciple: the first paragraph following aheadline is fully leftjustified (starts againstthe left margin), as this one is.

The second and subsequent paragraphsare indented slightly, which helps the eye

to move from paragraph to paragraph. Thetext doesnt take on a hard, mechanicallook.

Hanging indent

1 When all lines except the first areindented slightly, the paragraph formatis known as hanging indent. Thisparagraph is an example. Hangingindent is useful if the first line startswith a kind of heading, which the eyecan find easily. A bibliography, for


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Formatting


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example, is often laid out in thismanner. As is bulleted text. For effect,

the number 1 is followed by a TAB.

Ruler

The easiest (!) way to manipulate all of the

above is via the RULER, which is activatedunder the VIEWcommand.

The upper triangle on the left controls theindent in the first line. The lower trianglecontrols the indent of all other lines in the

paragraph. The little square underneath isequivalent to catching hold of bothtriangles at the same time. The difficult bitis to get hold of the bottom triangle or thesquare. Microsoft has tried to ease the

task a little: if you hold down the SHIFTkey, you can be sure of notcatching thesquare.

Format paragraph dialog

This dialog box is displayed by using

FORMAT, PARAGRAPHor by right clicking

and selecting PARAGRAPH.

This is where you select things like line

spacing, for example EXACTLY 13PTtosolve the problem of the changed spacing

we saw with H2O, which no longer causesa problem.

The SPACINGoption lets you adjust spacebefore and after the paragraph.

When you click on the TEXT FLOWtab yousee four options for avoiding undesirablepage breaks in the middle of text. The

HELPfunction here is quite explanatory(but remember when the cursor is on ablank line, it isnt in fact a blank line itholds a carriage return, which contains theformatting of the paragraph!).

Tabulator stops

Tab stops (on the ruler) are used to start,end or center the text around a fixedhorizontalpoint. If you click the small left

symbol several times, you will see it adoptfour different forms, representing the fourtypes of tabulator stops available whenyou click on the ruler: aligned left, center,right and decimal.

Right aligned tab

In the following example I have set a rightaligned tab in order to align the figurescorrectly.

1. A stitch in time saves nine 92. In for a penny, in for a pound 100

When you press ENTERafter the first linethe tab stop is preserved in the next line(= paragraph). You remove a tab stop bypulling it with the mouse into the typingarea. It is possible to have a better lookingtable with a dot leaderbut only by

selecting FORMAT, TABS ...

I have selected (part of) both lines and

have clicked on LEADERno. 2, which

inserts a row of dots from the text to the


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Formatting


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numbers. The effect is a little moreprinted.

1. A stitch in time save nine............. 9

2. In for a penny, in for a pound ...100My default tab stopsare set at intervals of1 cm. The original default was 1.27 cm(half an inch), which I thought was a bittoo much. I made the change in myNORMAL.DOTtemplate (se p. 48).

Decimal tabs

In the next example I have replaced theright aligned tab with a decimal tabandtyped some numbers containing commas

and full stops. Note that the figures (andfull stops) are correctly aligned.

1. Bank..........................1,000,000

2. Cash..........................2,556.23456

3. Know-how ..................4,522,322.33

The full-stop separatoris not governed byWord but by Windows. In Control Panel,International (Regional Settings)underNumber Format(bottom right) the 1000separator should be a comma and thedecimal separator a full stop for English-language text.

Borders

You cannot place a border aroundone or more words, only aroundone or moreparagraphs. If youwant the border to go around more thanone paragraph, these (or parts of them)

must be selected. The FORMATmenucontains the point BORDERS ANDSHADING, which determines the

appearance of the border.A BOXis a single border, while a SHADOWsimulates a real shadow, with the samethickness as the border. The other tab,Shading, relates to the percentage of filland colorinside the border, also known asthe shading pattern.

The distance from the border to the text isimportant and can be selected only in thedialog box and not via the toolbar we shalldiscuss in a moment. The border aroundthis paragraph is 3pt from the text andextends slightly beyond each margin,which is not always desirable. The verticalsides of the border, left and right borders,have been made deliberately thicker thanthe horizontal lines.

The distance is calculated in points but it isalso permitted to write, for example, 0.5cm. The text stands still while the bordermoves outward.

I dont see why we havent been able tochoose whether it is the border or the textthat moves.In Word, a border is always wider than thecolumn, meaning it sticks out at bothsides, which apparently cant be changedunless you indent both sides of the

paragraph (FORMAT, PARAGRAPH,INDENT LEFTand RIGHT).

Most of these points can be adjustedquickly by activating the border toolbar(click on the button resembling a window).


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Formatting


22

You can also activate the toolbar bypointing your mouse at any toolbar, right

clicking and selecting BORDERS. Thesebuttons make it easier to control the lines

in the border. When you sweep the mouseacross the buttons, they are named (left toright) Top Border, Bottom Border, LeftBorder, Right Border, Inside Border,Outside Border and No Border.

Inside bordersare relevant in tables.Youcan remove/insert one or more of theborders simply by clicking on theappropriate button, for example LeftBorder. You can determine individuallyhow thick each border line should be byfirst selecting the thickness on the

dropdown list on the left. A borderconsisting only of top and bottom bordersis a common way to emphasize a piece oftext.

By means of the dropdown list on the rightyou can select a grey shading, which isanother way of emphasizing a paragraph.Of course, it is perhaps a little misleadingto call it a border. It is more in the way offill.

This paragraph has been formatted witha solid (100%) fill. The font switchesautomatically to white-on-black.

I have discussed the four most commonformatting methods used in paragraphs:character, paragraph, tabulator andborder. If you leaf through this text, youllsee Ive used different kinds of headlines.In the table of contents youll seeheadlines divided into different levels. I

used four.Fortunately, it is not necessary to sit andmeticulously format each individualparagraph. Word offers a faster option.Each styleof format is stored under itsown name. And when you want aparticular style, you activate it under thatname. That will be our next subject:

STYLES. But first a quick look atSHORTCUTS FOR FORMATTING.


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Shortcuts


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Shortcuts for formatting

UPPER/lower case letters

After selecting a piece of text you can useSHIFT+F3to alternate between (1) lowercase, that is small letters (2) Capitals OnEach Word, or (3) UPPER CASE, that iscapital letters. I use it so much, that I

allocated the function CHANGECASEtoF3.

Small Caps

When you write text in small caps EVERYSINGLE LETTER IS CAPITALISED BUT IN A SMALLER

POINT SIZE. CTRL+SHIFT+Kswitchesbetween normal and SMALL CAPS. In thisguide small caps are used for filenames,for example NORMAL.DOT.

Original format

CTRL+SPACEresets the format ofcharacters to that which applies in theparagraph style. You will get a betterunderstanding of this once we have lookedat the section on stylesbut if, for example,

you have changed a word to italics in alarger size and all capital letters,

CTRL+SPACEresets it to its original. Tryan example: if before you type your nextword, which you want in italics, youactivate italics, and type your text, youcan press Ctrl+spaceto return to normal. Iuse it a lot as I write but also to change aformat Ive decided against.

CTRL+Q does the same, returns to thedefault format, though only at paragraphlevel. If you have problems getting out of

a border, use CTRL+Q.

Hyphen and space

Word distinguishes between a hardand asofthyphen and hard and soft spaces.Coca-Cola is the oft-quoted example of aword containing a hard hyphen, that is ahyphen to glue the two parts of the wordtogether to prevent them splitting at theend of a line. You put in a hard hyphen by

pressing CTRL+SHIFT+HYPHEN (which is

actually CTRL+_).

A soft hyphen is one that permits the word say, networking to hyphenate at thatpoint if it lands at the end of the line. Youinsert a soft hyphen by pressing

CTRL+HYPHEN.

A longer line, actually called an En dash(as it is the same width as the letter n)and only used between words orsentences) is inserted by pressing

CTRL+NUM - (the on the numerickeyboard). An even longer line, called theEm dash (as wide as the letter m) is

inserted using CTRL +ALT+NUM

It doesnt look too good in print when you

type 2 cmor 5 minutes and the digit isleft standing at the end of the line, lonelyand forlorn. You can keep them togetherby means of a hard space: press

CTRL+SHIFT+SPACE.

Have a look at INSERT, SYMBOL,SPECIAL CHARACTERS, or press F1search for SHORTCUT KEYSor FUNCTIONKEYS.

Copying formats

If you want to copy a format - ofeither a character, paragraph or

style, then this button or CTRL+SHIFT+Ccan be used. Let us say that you haveformatted a word in a certain font, at adifferent size and in italic, in other words,a lot of different formatting choices at onetime. Place the cursor in the word whichformat you want to copy. Click on theFormat Painter button, which shows it is


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Shortcuts


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activated by appearing to be pressed whileat the same time the cursor changes to apaintbrush.

You can either click on a singleword or select a larger text area,but when you release the mousethe formatting is copied and thefunction is switched off. If you want tocopy the formatting to several places, startby double clicking the button, which thenstays switched on until you click it again orpress Esc.

Copying a paragraph format follows thesame principle, except that you start byselecting the entire paragraph whichformatting you want to copy.


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Styles


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Styles

Definition

As you can see in this text, I have useddifferent headings. The table of contentson the back page shows the divisionsbetween the different levels. I have usedfour levels.

Luckily I have not had to format everysingle paragraph. There is a quick methodfor doing this. Each formatting is storedunder its own name, and when you need acertain previously defined format, called astyle, then it is easy to activate it.

As far as I know Microsoft was the first to

combine several different formattingoptions (font, tab stops, paragraphformats etc.) into one function. Word callsthis collection of individual item formats astyle. On the left of the formatting toolbarthere is a field called the style box whichshows all the styles available in thedocument you have open - see theillustration on this page. At the moment itprobably says Normal - a style which isalso often called body text.

If this is the first time you have come

across these terms and find it difficult tograsp what I am talking about, do notdespair - I felt the same when I first triedto understand what it was all about. Iwould strongly advise you to learn to usestyles. If you cannot be bothered, or havenot got time, to read much in this text,then just concentrate on styles.

(This section about styles could have beenincluded in the chapter on templates, butstyles are so closely related to formattingparagraphs and characters that I chose toinclude it here.)

A personal comment

As a publisher I have seen many manu-scripts written using Word, and it becameclear to me that the biggest problem wasunderstanding styles. Therefore whatWord calls stylesplays a major role in thistext.

Styles and templates are the essence ofWord, the inner logic of the whole

program. Just like other parts of using a

PC, the whole thing is not so easy tograsp. Unlike many others, I do not

believe, or hope, that a PC should be aseasy to use as the remote control on atelevision. A PC and its software are ofanother dimension of complication.Attempts to simplify it (as we have seenwith Windows95), with the idea thatanyone can learn to use it, gives users lesschance to understand the underlyingstructure. It also makes it less likely forprograms to be used efficiently.

Some have a natural talent, others haveno talent, but can manage, and yet others

find things difficult. And there are peoplewho have no interest at all in computers.That is the way it is with everything in life,and there is no reason on earth why weshould all be equally good with computers.Lets drop this idea that computers are thebe all and end all of life. I am attemptingto get behind the facade and cover theinner logic, the basic structure, theunderlying levels in this brilliant software.In all honesty this is important for me,much more than some dummies guide

which just reels off instructions about afew dozen functions, ending up makingyou an even better robot-like user ofWord, better than before maybe, but still

just a robot. If you do not understand whythe program behaves as it does, then I amafraid that is all you are, a good robot,who one day might find yourself replacedby a real robot which can do things fasterthan and with less fuss than you can.

We are special, because we can reason,and therefore be critical, because we are

intuitive and creative, which a computer orrobot can never be. We need to cultivatethese talents. We should not try to be likea computer or like a computer program,but remain conscious beings whounderstand what we do and why we do it.


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Styles


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If you have not usedstyles, the easiest wayis to try this: write afew paragraphs.

Drop down theformatting toolbar asshown in the picture.This shows you thenames of the different styles which comesupplied with Word. Choose one,

HEADING 1, for instance. The paragraphincluding the cursor will be formatted as

specified in HEADING 1. If you want to goback, press CTRL-Z Try some of the otherstyles in the list, like the other headingnumbers.

Before you work with styles

I suggest that you type in the followingthree paragraphs using your usual font,which is probably Times New Roman.

First line indented

Much literature is set according to thisprinciple: the first paragraph following a

headline is fully left-justified (startsagainst the left margin), as this one is.

The second and subsequent paragraphsare indented slightly, which helps the eyeto move from paragraph to paragraph.And the text doesnt take on a hard,mechanical look.

Before we do anything with theseparagraphs we will just take a look at avery useful help function.


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Help - Shift+F1


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Help - Shift+F1

Click on this help button, or press

SHIFT+F1. The mouse cursorchanges to the symbol on the button, andclicking on a button, a menu option orsomewhere in the text will give you aninformation box. This is a smart way tofind out about the formatting being used ina paragraph, a table etc.

ESCswitches off the function.

Here I have clicked on the first line I askedyou to write. If you find it difficult to

understand the terms (PARAGRAPH STYLE,

DIRECTetc) shown in the picture at the

moment, then dont study the illustrationsin the following descriptions. When youhave understood the concepts, then comeback here and you will be able to graspthis process better step by step.

As you can see in the illustration (which Icall an info-box) there are two levels offormatting: paragraph and character(font). Within each of these levels thereare both styles and direct formatting. Inthe illustration both levels describe thestandard style called Normal, which is built

into Word. Word comes with severalstyles, and in each of these Microsoftcreated styles both paragraphs and fontsare formatted in a particular way. TheNormal style is a kind of zero optionstyle, but despite this you should note thatboth paragraphs and characters do have aformat in it.

! Select the entire first line, including theparagraph mark.

! Choose FORMAT,CHARACTERandformat it as bold,10 point Arial and

finish by choosing OK. Choose FORMAT,PARAGRAPHand choose a SPACINGAFTERof 6pt, which gives bit of spacebetween this and the next paragraph.Unfortunately Word is limited to

jumping 6 points at a time in thesefields, so if you want 2 points spacing

you will have to write it in manually.You have now formatted oneparagraph, which in this case is onlyone line, and the paragraph now lookslike this:

First line indented

An info-click in the first line, which in thiscase happens to be a paragraph, will showyou this result (above).

What you have just done is called a directformat (an indirect format is done using astyle). After you have written somethingcompletely normal the info box will showdetails of the paragraph style, becausethere is only one existing paragraph style.

You have to get used to the idea that aparagraph style also includes a fontformat. You just cannot write withoutusing a font, and that font has to have astyle! And in the same way, you cannotwrite a paragraph without some form of


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Help - Shift+F1


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paragraph formatting, even if it only

consists of NO INDENTand LEFTJUSTIFICATION.

A paragraph style is a kind of default orunderlying formatting applied to both theparagraph and the font. If you addformatting over this style format, this iscalled direct formatting. The differencebetween the two is shown in the info-box:at the beginning we could see from thefont formatting that the paragraph format

font wasTIMES NEW ROMAN, 11 POINTand the language was defined as ENGLISH(UK). Now the top section of the info-boxhas had a direct paragraph format added:

SPACE AFTER 6 PT. The default orunderlying paragraph formatting has notchanged, but an addition has been made:

SPACE AFTER.

After a direct font format has been made,the Font formatting has been changed and

only shows that the language is ENGLISH(UK)because all the rest has beenchanged directly to ARIAL, 10 POINT,BOLD.

Select the entiresecond paragraph and

format to be another font. I have usedPalantino. If you dont have that, then

choose a font which looks different, so youcan see your changes easily. Now it lookslike this:

First line indented

Much literature is set according to this principle:the first paragraph following a headline is fullyleft-justified (starts against the left margin), asthis one does.


An info click in this paragraph shows thatthe font has been directly set to bePalatino.

Place the cursor anywherein the thirdparagraph and format it with a first lineindentset to 0.5 cm. As you can see, theentireparagraph containing the cursoruses the format.

A randomly placed cursor in a paragraph isenough to tell Word whichparagraphitshould do something to. You have nowformatted some paragraphs in a ratherslow way, and your entire text looks likethis:

First line indented

Much literature is set according to this principle:the first paragraph following a headline is fullyleft-justified (starts against the left margin), asthis one is.


An info-click in the third paragraph shows

a direct paragraph format: FIRST LINE

INDENTED BY 0.5CM.


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Help - Shift+F1


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Let us imagine that you write a manuscriptsimilar to this text, where there are anumber of these types of formats. Word,as I have pointed out, comes with a

number of built-in styles. If these stylesfulfil all your needs, then there is no needfor you to read more about styles! But it isuseful to be able to change the built instyles, or make your own. There are twodifferent methods both for changinganexisting style and for creatinga new one.


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Styles


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Create a style

Trial and error1. Place the cursor in the first paragraph

FIRST LINE INDENTEDand select theentire line.

2. Click on the name (NORMALin thiscase) in the style field (or

CTRL+SHIFT+S), this selects thename.

3. Overtype the existing style name with a

new name "Head" and press ENTER.Dont be nervous, the Normal style willnot be deleted.

As if by magic you have created a newstyle (though at the moment only in

this document) called HEAD.Unfortunately, Word gives you nomessage to this effect. This style cannow be used for anything you want toformat in the same way.

Check to see if the new style is therewith all the others - click in the style

field, or press CTRL+SHIFT+S,followed by b. Press ESC.

4. Place the cursor in the secondparagraph and repeat the operation(points 2 and 3), this time calling the

style PARA1.

5. Finally do the same in the thirdparagraph and use the style name

PARA2.

6. Check that your new styles are listed -

CTRL+SHIFT+Sthen tand bto move

up and down, or use the mouse. Press

ESC

to close the style field.Type three new paragraphs, and just toexperiment a little, place the cursor in anyof them, click in the style field (or use thekeys noted above) and choose the three

stylesHEAD, PARA1and PARA2in turn.The paragraph should be formattedinstantly to each of the three styles. Firsttime I tried this I was completely amazed.You have just useda style.

The advantage of this method is obvious:You can see, step by step what the

formatting looks like, and when you aresatisfied you can create the style. It isgood to use until you are familiar withstyles.

In a moment we will create the samestyles using a method which I call thedirect method, but first we should justdelete the styles we have just created.

Create Style using dialog

As described, you can create a style using

FORMAT, STYLE(CTRL+SHIFT+S+S). Ifyou know precisely what the style shouldconsist of, this is the better methodbecause it is usually quicker, easier tomanage, and can implement the style,which the trial and error method cannotdo. To use this method successfully meanspractising with the dialog box and all theoptions for a while. You do not need to bein any particular paragraph, yourdocument can be empty.

You are now going to create the styles you


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Styles


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just deleted again. This is not to make you

feel stupid. Choose NEWand you will getthe dialog box shown above, which can dosomething which the trial and error

method cannotdo. The program hasalready given a temporary name of

STYLE1for your new style. You can createtwo kinds of style under Style Type: youcan choose between ParagraphandCharacter. The styles you created earlierwere Paragraphstyles.

A character style is smart if you want toformat some text, but not the entireparagraph. It will pay you to use acharacter style if you want to highlighttext using a certain font, maybe in italicsand maybe with another point size to therest of the paragraph. I have created acharacter style and allocated it to a

shortcut key ALT+A, which formats thecharacter to Arial, in blue (on my screen,anyway) and in 10 point - and I just used

it to format the ALT+Aabove, which isblue on my screen.

You are going to create aParagraphstyle. Type HEAD.

Now you have told the programthe name of the new style. Under the

name it says BASED ON. This is where youchoose your starting point, which is alwaysan existing styleyou will modify. Before

choosing FORMAT, STYLE.... the cursorwas in a paragraph with a certain style,and by default this is the style which ischosen as your based on style, but youcan choose another if you wish. In fact, itis not quite correct to say that you arecreating a new style, what you are actually

doing is altering a copy of an existing one.

To avoid having to specify too much, whatyou should do is base your style on onewhich is similar to the one you want. The

next option is called STYLE FORFOLLOWING PARAGRAPH, which is thestyle which should be used when you

press ENTER. It is very useful to be able todefine this. In this text I have used fourdifferent heading styles.

The clever thing with all this is that I have

been able to specify all of this withoutformatting any paragraphs manually. Ithappens automatically while I write,except for the headings which I have given

shortcut keys to (HEADING1=ALT+1etc). I have given the different stylesdifferent colors to be able to distinguishthem easily. I would strongly recommendusing colors with styles, it really makeseverything easier.

Using the Format button you can choosewhich font, paragraph layout, tab stopsand so on to be included in your new style.You can also choose a shortcut key -recommended for styles you use a lot.

Deleting a styleChoose FORMAT, STYLES(CTRL+SHIFT+S+S) and the showndialog box appears.

This dialog box is mainly used for

! Creating a new style

! Editing an existing style

! Deleting a styleStyles are listed on the left, thosedisplayed are dependent on the choice you

have made under LIST, where threeoptions are given:

1. The styles used, or edited, in thedocument,

2.Allthe styles included in thetemplate the document is basedupon,

3. User definedstyles, that is one youhave created yourself

2. Choose User-Defined styles, and your

three stylesHEAD, PARA1and PARA2should be displayed.


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3. Select them one by one, choose

DELETEand confirm with a YES.

4. In the field at the bottom left, choose

LIST, ALL STYLESWord does notwarn you that you haveused any particular style in the documentwhen you delete it. The style is simplydeleted and any paragraphs which areformatted with it revert to the Normalparagraph format, which in the case of the

font will be the STANDARD FONT, usuallyTimes New Roman.

There is one other method to delete astyle, - see Organizeron page 62.

Styles and shortcut keys

In the dialog box described above you will

notice a button marked SHORTCUT KEY.By using this, you can allocate a shortcutkey to your style, something I always doas it is by far the quickest way to usestyles.

Using the SHORTCUT KEYbutton will takeyou to the CUSTOMIZEdialog box, whichis described more fully on page 58.

Press the keys you want to use with thecursor in the PRESS NEW SHORTCUT KEYfield, and you will be shown whether thesekeys are already in use by another

command. I pressed CTRL+Oto showwhat happens if this is the case. The boxshows the present allocation, which is

FILE OPEN. This is one of the classicshortcuts, used by nearly all Windowsprograms.

If the key combination is in use by anothercommand, but you want to replaceit

anyway, then use the ASSIGNbutton, andyou have allocated this shortcut key toyour style, but lost the shortcut to the old

command. If I had chosen ASSIGNin theexample above I would no longer be able

to use CTRL+Oto activate the FILE OPENcommand. You can also try other shortcutcombinations (delete the first, using

BACKSPACE) and choose ASSIGNwhenyou have found the one you want to use.The best thing is that you can alwaysremove shortcut keys, or specify new

ones, which is easiest using CUSTOMIZE(see page 58).


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Styles


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Create style

After choosing CLOSEyoucan start defining the

different options. Exactlyas in the previous trial-and-error example youchoose each of theformatting options shown,which are (nearly) allprecise copies of theformat dialog boxes you have met when

you used the FORMATmenu. Every timeyou finish with one (for example FONT)then return to this dialog box and choose

the next (for example PARAGRAPH) until

you have defined exactly how you wantyour style to appear. If you look in the infobox we saw earlier you can set up thestyles we defined there. Remember to

choose a STYLE FOR FOLLOWINGPARAGRAPH!

Use a style

You have created three new styles. Makesome copies of the three paragraphs toplay with. Format the paragraphs back andforth with your new styles. You can chooseyour styles from the styles field using themouse, or using shortcut keys if you havedefined any.

Edit a style

This can be done in two ways. Theprinciple is the same as the methods usedfor creating a new style, described earlier.

Trial and error method

You can use the same principle as before:place the cursor in a paragraph which usesthe style you want to change. If you wantto change the styles font, the entireparagraph must be selected, choose a newfont, but keep the paragraph selected!Make your other changes - paragraph,tabulator and so on, place the cursor inthe style field, which marks the name of

the style, and press ENTER. You will beasked if you wish to redefine(change) the

style using the selection as an example, or

if you will Return the formatting of theselection to the style.

You want the first. If you only wished tochange the paragraph formatting, you didnot need to select the entire paragraph.Just placing the cursor in a paragraph isenough for Word to consider it selected,even though nothing is actually selected,

but as we are considering a style whichaffects the whole paragraph, the fact thatthe cursor is in the paragraph is enough.

The advantage of this method is that youcan try your changes out on anexperimental basis before deciding thatyou will change the style itself.

You might already have seen this dialogbox accidentally. This would have occurredif you had changed the paragraphformatting in a paragraph using directformatting, and later chosen theunderlying style name from the style fieldin the formatting toolbar. Word wants toknow what you want to do.

Dialog box method

The second method is using the Style

option on the FORMATmenu (orCTRL+SHIFT+S+S, which means holdCTRL and SHIFT down and press Stwice)Before you chose this menu option, thecursor was in a paragraph and the styleused in this paragraph will be selected. Inthe middle you see a picture (which is notalways so easy to see) together withwritten information on the chosen style. Ifyou want to edit another style, all youhave to do is simply select it.


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Styles


34

Choose EDIT, and you will see the samedialog box you saw when you created anew style (see page 22). Change where

you want to, and choose CLOSE. Thechanges will be made in the paragraphswhich are formatted with the style youhave edited.

Why Styles?

Let us assume that you have used Word,but have never heard of Styles. You havewritten hundreds of pages of a long reportfor a client, and have formatted everysingle paragraph by hand, in other words,by direct formatting.

You actually only use three types ofparagraph, so now you hear about styles,learn how to use them, create the threemost used styles, give them three shortcutkeys, and set off to format all your para-graphs with styles, which does not changetheir format or layout at all, BUT one daythe client contacts you and asks you towrite the report using the Bookman font,and also add a bit of space in front ofevery paragraph, if that is possible. Herealises that it might take a long time.

You know how to edit a Style, so you opena couple of dialog boxes, edit a little, andthere you are: the report is just how theclient would like it. If you want to know ifthis can also be done with documentswhich have been saved, the answer willcome in a while.

As you know: If you have other

paragraphs in a document which also usea style you have edited, those paragraphswill also be changed, which is exactly whatis supposed to happen. This is what is so

brilliant with styles. If you have formatted1017 paragraphs with a certain style, andlater on you want to format every singleone in a different way, then all you have todo is change the style, which actuallyformats all the paragraphs based on thatstyle (except those which have beendirectly formatted).


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Styles


35

So, it is the Style which makes charactersand paragraphs look the way they do. Aparagraph, even if all it consists of is theparagraph mark, is always formatted with

or by a style.

As you also know, there are two forms ofStyles.

Paragraph style: Consists of bothparagraph and character formatting

Character style: Consists of only characterformatting

It is a little confusing that Word calls thebasic style paragraph style, when as wellas the paragraph formatting information, italso includes character formatting. The

correct name would have been paragraphand character style, but Microsoftobviously thinks that this would have beentoo much for us poor users, so theyshortened it to paragraph style. As well asthese two methods of formatting, there isalso a third: direct formatting.

Mixing formatting

Those of you who are keeping up willmaybe come with a question now: What if

I format a word with a font style, and thenby direct formatting? Which is thestrongest of the two: a font style or adirect formatting?, which has the highestpriority?

Let us take it right from the beginning:Word contains a paragraph style calledNormal, which contains the font formattingTimes New Roman, 12 point, which lookslike this:

This is an example of the Normal

style, Times New Roman, 12 point.

Let us say that you have a character styleformatted as Courier, 12 point. You selectthe words This is an example of theNormal style, so the example looks likethis:

This is an example of the Normal


Now format the word of directly asPalatino, 15 point:

This is an example ofthe Normal


Format the word of with another

character style, which formats it as Arial10 point. What will happen? Can acharacter style replace a direct format?



The answer is yes. Direct characterformatting and character styles are equal.The last one to be used is the winner, andthe previous character style is dumped,which we can prove by placing the cursor

in the word and pressing CTRL+SPACE,

which resets the character style to thatspecified in the paragraph style. The word

of is again formatted in the Normalparagraph style.



Summing up: Styles and direct

formatting

The order of precedence is as follows:

Paragraphstyles are the weakest, butcharacter stylesand direct characterformattingare just as strong as eachother. Paragraphs and characters arealways first and foremost formatted with aparagraph style, which also contains acharacter (font) formatting, which isperhaps a little confusing, but charactershave to be formatted in some way oranother, so character formatting has to beincluded in the paragraph formatting. Acharacter or direct formatting can beplaced on top of the paragraph style,almost as though it has replaced thecharacter formatting which is included inthe paragraph style.

Now you know a little about creating,editing, using and deleting a style. Youmay have noticed a check box labelled

ADD TO TEMPLATE. When you haveunderstood what a templateis, you willunderstand what this is about and we willreturn to it later.


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Page Layout and Section36

Page Layout

The next formatting level controls the appearance of the whole page: the size ofthe paper, margins, headers with page numbers (as Ive used in this guide), text

columns, etc.

Unfortunately, Word has a number of different menu options (dialog boxes) dealingwith the appearance of the printed page. Moreover, the program operates with aconcept unfamiliar to most people even though they may have worked with otherword processors before.

If you have worked with Word for a while, you have probably noticed an option that

turns up in a few places: APPLY TO, the possibilities being THIS SECTION, THISPOINT FORWARDand WHOLE DOCUMENT. One example of this option is to befound under FILE, PAGE SETUP, where most of the points require little or noexplanation.

Tip: If you have thehorizontal Ruler on thescreen (the one showingmeasurements and tabstops), you can doubleclick outside the margin

areato activate the PAGESETUPdialog (if you do itinsidethe margin area,the first click inserts a tabstop). If you have thevertical Ruler active, youcan double click on it withthe same result.

Unless you know what a section is, you dont know what this is all about. So let usbegin our discussion with section.

Section

In its simplest form, a sectionis simply part of the document. Having said that, weshall see in a moment that it is also much more. Not all word processors employthe concept. Microsoft does. It is necessary to make a new section when you wantto have:

! pages with marginswhich differ from the rest of the document

! a change in the number of text columns

! different headersfor different parts of the document (as is the case in this text).

When you make a change in any option relating to page layout, the dialog box

assumes by default that the change should apply only to THIS SECTION.

Typically, you are given this choice when you work withpage layout, that ismargins, columns or page numbering. You cannot work in one column then switchto two columns without creating a new section. In other word processors you cansimply tell the program you want to work in two columns and later, when that partof the document is finished, that you want to switch to one column. The program


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Section 37

inserts a code, changing the number of columns. But with Word its different.

Working with sections may appear troublesome in the beginning but as yourdocuments grow in length or you introduce special formatting on different pages,you begin to see the advantages of the section. For example, you may have a 10-page document and want to write the first five pages in two columns, the next twopages in three columns, and the remainder in two columns again. At the same timeyou want to change the margins. You have to divide the job into three sections.

Another way to put it: if you change the layout of your page, you must decide howmuch of the document should be affected by the change. Lets look at some of theelements that make up the layout or appearance of the page.

Margins

You can adjust your margins in the PAGE SETUP menu. If you are viewing thedocument in PAGE LAYOUT VIEW, a quick but less accurate method is to drag the

horizontal or vertical rulers. When you move the mouse across a margin, themouse pointer changes to a double-headed arrow. You can pull the margins withthe mouse. If you use this method, it applies only to the section in which yourcursor is placed.

Text columnsVersion 6 introduced theoption to have severalcolumns with different

widths. Now pressCTRLSHIFT ENTERto changecolumn.

To illustrate this, Iam giving thesethree columnsdifferent widths.

The middle column is the narrowest,the two others being of differentwidths (which I hope is obvious to theeye!). Ive used 9pt typeface becausethe columns are so narrow.

FirstI wrote the headline Text columns. ThenI

chose INSERT, BREAK...(if you do it in thereverse order, the top line of each column wont

align). Then I chose CONTINUOUS, whichprevents the text from jumping to a new page. If

you work in NORMAL VIEWa column, page orsection break is shown on screen as a dotted line.


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Section38

Then I chose FORMAT,COLUMNS, THREEandunchecked EQUAL COLUMNWIDTH. If I had wanted aspecific width for each column incentimetres, I could haveselected this in the dialog box.

Instead I switched to PAGELAYOUT VIEWand activated theRuler. Using the mouse I couldhave pulled the column marginsto an approximate dimension in exactly the same way asnormal page margins.

The above described this

second-best method to illustrate what happens but in fact it is even better to selectNORMAL VIEW, create two section breaks immediately after each other, and workin between them (in NORMAL VIEWcolumn, page and section breaks are shown onscreen as dotted lines). This ensures that changes are confined to the one specificsection. Another procedure is to:

type your text first, select it, and choose FORMAT, COLUMNS.

As you have selected a piece of text, you will not be asked: Apply to (1) thissection etc., but apply to (1) Selected Text (2) Selected Sections and (3) Whole

Document. When you use the SELECTED-TEXT method, section breaks are insertedbefore and after the selection.

If later you want to change the distance between each column, then change to

PAGE LAYOUT VIEW, and activate the ruler. The arrow in the illustration points tothe cursor, whose position decides how the measurements are shown on the ruler.Click in different columns and different measurements will be displayed. When themouse is over the ruler and moves between two columns, on the rectangular,

probably grey area, it changes to a double arrow. Before doing anything you canplace the mouse in three different spots:

on the left middle on theright

Dont move the mouse! Hold ALT down and click the mouse without moving it.


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Section 39

You will be given the relevant information! Now you can drag with the mouse andthe space between columns, together with the column width, is changed depending

on where you started. To be able to do this, you must not have checked the EQUALCOLUMN WIDTHbox (see the dialog box shown earlier, which can be activated bydouble clicking on one of the grey rectangles).

PS Try double clicking in a single column of text in the following places:

1. In the upper or

2. the lower half of the horizontal ruler.

3. Outside the white area of the ruler or

4. over the small dividing rectangles (alternatively, hold down ALTand click andhold the mouse steady over one of the small dividing rectangles). If you are

curious, like me, then I suggest that you try clicking different objects on thescreen with and without the ALTkey held down.

Inserting a section break

If you only want to insert a section break, that is create a new section, as far as I

can see there is only one way to do it: INSERT, BREAK ...

The dialog box should have been labelled

SECTION BREAKand should not have containedthe first two options: simple PAGE BREAKandsimple COLUMN BREAK. I think Microsoft shouldhave made one dialog box for simplepage andcolumn break, which does not involve a sectionbreak, and another dialog box for section break,meaning a box containing the four options at thebottom.

These four options stipulate where the new section should start: at the top of a newpage, on a new odd page, on a new even page or on the same page. The latter isknown as continuous.

Editing a section break

When you want to edit a section break, place the cursor inside the section andselect: FILE, PAGE SETUP, LAYOUT, which gives

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