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Microsoft Office Word 2003

Chapter 3. Essential Document Creation and Management Techniques

In this chapter

Creating New Documents
Using the New Document Task Pane
Basic Editing
Saving Your Documents
Using Word's Program and File Recovery Features
Retrieving Your Documents
Finding the File You're Seeking
Switching Among Files You've Opened
Troubleshooting

Part I: Word Basics: Get Productive Fast

Chapter 1. What's New in Microsoft Office Word 2003

Discovering Microsoft's Key Word 2003 Enhancements

Research Tools

Review and Collaboration Improvements

Document Security with Information Rights Management (IRM)

Productivity Improvements

XML Support

Chapter 2. Navigating Word 2003

Quick Tour of the 'Cockpit'

Using Find, Replace, and Go To

Getting Help

Activating Word or Office

Troubleshooting

Chapter 3. Essential Document Creation and Management Techniques

Creating New Documents

Using the New Document Task Pane

Basic Editing

Saving Your Documents

Using Word's Program and File Recovery Features

Retrieving Your Documents

Finding the File You're Seeking

Switching Among Files You've Opened

Troubleshooting

Chapter 4. Quick and Effective Formatting Techniques

Understanding the Basics of Direct Formatting

Introducing Font Formatting

Working with Paragraph Formatting

Controlling How Paragraphs Break Between Pages

Using Bullets and Numbered Lists

Comparing, Selecting, and Copying Formatted Text

Using On-the-Fly Format Checking

Troubleshooting

Chapter 5. Controlling Page Features

Using Word's Page Setup Features

Using Headers and Footers

Working with Multiple Columns

Using Borders and Shading

Troubleshooting

Chapter 6. Printing and Faxing in Word

Printing the Entire Document

Specifying What to Print

Other Useful Print Settings

Creating a Print File from Which You Can Print Later

Printing Envelopes in Word

Using E-Postage with Word

Printing Labels

Printing Many Files at the Same Time

Using Print Preview

Sending a Fax from Word

Troubleshooting

Chapter 7. Using Word's Speech Control, Dictation, and Handwriting Features

Understanding Word's Speech Features

Preparing for Speech Recognition

Training Word to Understand Speech

Issuing Voice Commands to Word

Dictating to Word

Creating Multiple Speech Profiles

Using Word's Handwriting Features

Using Additional Ink Features on the Tablet PC

Troubleshooting

Part II: Building Slicker Documents Faster

Chapter 8. Making the Most of Word's Proofing and Research Tools

Using Automatic Spelling and Grammar Checking

Disabling or Hiding Automatic Spelling and Grammar Checking

Checking Spelling Through the Spelling and Grammar Dialog Box

Controlling Spelling Settings

Creating Custom Dictionaries for Custom Needs

Spell Checking Text in Foreign Languages

A Closer Look at the Grammar Checker

Using the Word Thesaurus

Using Word's Built-In Language Translation Tools

Working with Additional Research Services

Counting a Document's Words, Pages, Lines, and Characters

Displaying Readability Statistics

Controlling Hyphenation

Troubleshooting

Chapter 9. Automating Your Documents

AutoCorrect: Smarter Than Ever

AutoText: The Complete Boilerplate Resource

AutoFormatting: The Fastest Way to Format

Working with AutoSummarize

Working with Smart Tags

Troubleshooting

Chapter 10. Streamlining Your Formatting with Styles

Why Styles Are So Valuable

What Styles Are and How They Work

Understanding and Using Word's Default Styles

Chapter 11. Templates, Wizards, and Add-Ins

What Templates Are and How They Work

Using Word's Built-In Template Library

Using Templates from Microsoft Office Online

The Normal Template: Crucial to All Documents

Creating a New Template

Understanding Global Templates

Understanding the Relationship Between Styles and Templates

Attaching Templates to Documents and Email Messages

Linking CSS Style Sheets to Web Pages

Using Themes to Change the Styles in Your Template

Previewing New Templates with Style Gallery

Moving Elements Among Templates

Managing Templates to Minimize Your Work

Using Workgroup Templates

Storing Templates on a Web Server

Using Word Wizards

Understanding Word Add-Ins

Troubleshooting

Chapter 12. Structuring and Organizing Information with Tables

Understanding What Word Tables Can Do

Word's Multiple Approaches to Creating a Table

Editing in a Table

Changing a Table's Structure or Formatting

Adding Table Borders and Shading

Controlling Table Breaks and Table Headers

Using Table Styles

Working with Table Properties

Converting Text to Tables

Calculating with Tables

Sorting the Contents of Tables

Troubleshooting

Part III: The Visual Word: Making Documents Look Great

Chapter 13. Getting Images Into Your Documents

Opportunities to Use Graphics Effectively

Inserting a Photo or Another Image You've Created

Finding and Inserting Images Through the Clip Art Task Pane

Working with Microsoft Clip Organizer

Finding Other Sources of Images

Editing Images to Serve Your Needs

Minimizing Graphics File Size by Compressing Pictures

Adding Alternative Text to Your Image

Using WordArt

Working with Microsoft Office Picture Manager

Troubleshooting

Chapter 14. Using Word's Quick and Easy Drawing Tools

Understanding How Word Drawings Work

Drawing Lines and Other Basic Shapes

AutoShapes: Word's Library of Predrawn Shapes

Controlling Colors

Adding Depth to Your Graphics

Editing Objects in a Word Drawing

Troubleshooting

Chapter 15. Visualizing Your Message with Graphs, Diagrams, and Org Charts

Understanding Graphs and Charts

Creating Data to Be Graphed

Choosing Among Word's Extensive Selection of Charts

Working with Chart Options

Formatting Chart Elements

Creating a Chart from Scratch

Creating and Using Custom Chart Types

Using Trendlines

Using Error Bars

Revising Charts Automatically

About Word's Organization Chart Feature

Changing Organization Chart Layouts

About Word's Business Diagrams Capabilities

Troubleshooting

Chapter 16. Word Desktop Publishing

Word 2003: 'Almost' a Full-Fledged Desktop Publishing Program

When to Use Word?And When 'Not' To

Planning Your Document

Quick and Easy Brochures with the Brochure Template

Using Publication Layouts from Microsoft Office Online

Using Drop Caps

Inserting Symbols and Special Characters

Using Text Boxes

Troubleshooting

Part IV: Industrial-Strength Document Production Techniques

Chapter 17. Using Mail Merge Effectively

An Overview of Word's Mail Merge

Starting a Mail Merge with the Mail Merge Wizard Task Pane

Working with the Mail Merge Toolbar

Selecting a Starting Document

Selecting Recipients

Preparing the Content of Your Main Document

Printing or Delivering Your Merged Documents

Customizing Merged Documents with Word Fields

Troubleshooting

Chapter 18. Outlining: Practical Techniques for Organizing Any Document

The Benefits of Outlining

The Role of Heading Styles and Outline Levels in Outlining

Creating a New Outline

Understanding Outline View

Controlling Your Outline View

Applying Outline Levels to Specific Text

Printing Your Outline

Using Word's Automatic Outline Numbering

Using List Styles

Troubleshooting

Chapter 19. Master Documents: Control and Share Even the Largest Documents

The Advantages of Master Documents

Creating Master Documents and Subdocuments

Working with Master Document and Subdocument Files

Style Behavior in Master Documents and Subdocuments

Reorganizing a Master Document

Creating a Table of Contents, an Index, or Cross-References for a Master Document

Printing Master Documents and Subdocuments

Working with Others on the Same Master Document

Inserting Files Rather Than Using Master Documents

Using Insert File to Insert Part of a Document

Troubleshooting

Chapter 20. Tables of Contents, Figures, Authorities, and Captions

Tables of Contents

Introducing Tables of Figures and Captions

Introducing Citations

Troubleshooting

Chapter 21. Building More Effective Indexes

How Word Indexes Work

Creating a New Index Entry

COMPILING YOUR INDEX

Building Indexes from Multiple Documents

Automating Indexing with Index AutoMark Files

Placing More Than One Index in a Document

Troubleshooting

Chapter 22. Using Footnotes, Bookmarks, and Cross-References

Using Footnotes and Endnotes

Using Bookmarks

Working with Cross-References

Troubleshooting

Chapter 23. Automating Your Documents with Field Codes

Understanding Fields

Fields That Might Already Be in Your Document

Viewing Fields

Inserting a Field Using the Field Dialog Box

Placing Fields Directly into a Document

Updating Your Fields

Shortcuts for Working with Fields

Finding and Replacing Field Contents

A Closer Look at Field Instructions

A Closer Look at Field Formatting

Nesting Fields

Troubleshooting

Part V: Word, the Internet, and XML

Chapter 24. Using Word to Develop Web Content

Web Page Development: Word's Strengths and Weaknesses

Creating and Saving a Web Page in Word

Viewing HTML Source Code

Adding Content to Web Pages in Word

Building Multi-Column Layouts with Tables

Using Frames

Using Nonstandard Fonts

Using Web Scripting

Troubleshooting

Chapter 25. Using Word to Develop XML Content and Use XML Applications

An Overview of XML

Scenarios and Applications for Using XML in Word

Working with XML Schemas

Setting XML Options

Using the XML Structure Task Pane

Saving to XML

Working with XML Solutions

Publishing Content to the Web via XSLT Transformations

The Limits of Word's XML Support

Troubleshooting

Part VI: The Corporate Word

Chapter 26. Managing Document Collaboration and Revisions

An Overview of Word's Team Writing Tools

Introducing Word's Reviewing Interface

Working with Comments

Working with Track Changes

Limiting the Changes Reviewers Can Make in Your Document

Printing Documents with Markup

Keeping Track of Changes Among Multiple Documents

Resolving Proposed Changes

Using Word's Versioning Feature

Streamlining the Review Process with Microsoft Outlook

Troubleshooting

Chapter 27. Online Document Collaboration Using SharePoint Team Services

What Is SharePoint?

Creating a SharePoint Team Site

Using the Shared Workspace Task Pane to Work with Your Site

Creating and Saving Documents for a SharePoint Team Site

Sharing Documents Using SharePoint Team Services

Searching and Categorizing Documents Using SharePoint Portal Server

Subscribing to Discussions and Documents

Troubleshooting

Chapter 28. Creating Forms

Word's Forms Capabilities: An Overview

Understanding the Workflow Associated with Building and Distributing Word Forms

Building the Skeleton of Your Form

Adding Interactivity with Form Fields

Advanced Form Field Features

Converting Electronic Forms to Printed Forms

Protecting an Entire Form with Editing Restrictions

Filling In Online Forms

Saving Only the Data in a Form

Printing Only the Data in Forms

Troubleshooting

Chapter 29. Leveraging Microsoft Office 2003's Power from Word

Word and Office: Tightly Integrated into a Single System

Integrating Excel and Word

Working with Access and Word

Using PowerPoint with Word

Using Outlook with Word

Using Microsoft Equation Editor 3.1

Using Microsoft Office Document Imaging

Troubleshooting

Chapter 30. Using Word as an Email Editor

Creating Email Using Microsoft Word 2003

Establishing Settings for Your Message

Creating File Attachments

Controlling Message Priority and Other Options

Sending Your Message

Setting Formatting Defaults for All Your Mail Messages

Troubleshooting

Chapter 31. Customizing Word

Deciding Which Word Features to Customize

Controlling How Word Starts

Customizing Toolbars and Menus

Organizing Entire Toolbars or Menus

Changing the Appearance of Toolbar Buttons and Menu Items

Creating Toolbar Buttons or Menu Items That Insert Pictures or Hyperlinks

Adding, Renaming, and Deleting Custom Toolbars and Menu Bars

Restoring Default Settings to a Menu Bar or Toolbar

Adding a Keyboard Shortcut to a Menu Item

Creating New Keyboard Shortcuts

Controlling Word's Customization Options

Changing Word Options

Troubleshooting

Chapter 32. Recording and Running Visual Basic Macros

Macros: The Basics

Creating Macros That Run Automatically

Running Your Macro

Moving Project Items Among Templates and Documents

Running Word Commands: Word's 400+ Built-In, One-Step Macros

Troubleshooting

Chapter 33. Word Document Privacy and Security Options

Understanding and Using Word 2003's Privacy and Security Features

Using Permissions to Restrict Who May Use Your Documents

Preventing and Controlling Word Viruses