MS-WINDOW

INTRODUCTION TO MS-WINDOW---

Apache OpenOffice

Product Description

Writer a word processor you can use for anything from writing a uic! "etter to producing an entire #oo!$ Ca"c a powerfu" spreadsheet with a"" the too"s you need to ca"cu"ate% ana"yse% and present your data in numerica" reports or si&&"ing graphics$ Impress the fastest% most powerfu" way to create effecti'e mu"timedia presentations$ Draw "ets you produce e'erything from simp"e diagrams to dynamic (D i""ustrations$ )ase "ets you manipu"ate data#ases seam"ess"y$ Create and modify ta#"es% forms% ueries% and reports% a"" from within *pache OpenOffice$

Math "ets you create mathematica" e uations with a graphic user interface or #y direct"y typing your formu"as into the e uation editor$

Apache OpenOffice is

-------------------------------

+reat software *pache OpenOffice is the resu"t of o'er twenty years, software engineering$ Designed from the start as a sing"e piece of software% it has a consistency other products cannot match$ * comp"ete"y open de'e"opment process means that anyone can report #ugs% re uest new features% or enhance the software$ The resu"t*pache OpenOffice does e'erything you want your office software to do% the way you want it to$

.asy to use *pache OpenOffice is easy to "earn% and if you,re a"ready using another office software pac!age% you,"" ta!e to OpenOffice straight away$ Our wor"d-wide nati'e-"anguage community means that OpenOffice is pro#a#"y a'ai"a#"e and supported in your own "anguage$ *nd if you a"ready ha'e fi"es from another office pac!age - OpenOffice wi"" pro#a#"y read them with no difficu"ty$

and it,s free )est of a""% *pache OpenOffice can #e down"oaded and used entire"y free of any "icense fees$ *pache OpenOffice is re"eased under the *pache /$0 1icence$ This means you may use it for any purpose - domestic% commercia"% educationa"% pu#"ic administration$ 2ou may insta"" it on as many computers as you "i!e$ 2ou may ma!e copies and gi'e them away to fami"y% friends% students% emp"oyees - anyone you "i!e$

Where is Apache OpenOffice currently used?

+o'ernments .ducation )usinesses Not for profits IT )usinesses

Apache OpenOffice is standards compliant

certified #y OSI as open-standard comp"iant% and the first software pac!age in the wor"d to use O*SIS OpenDocument 3ormat 4ISO /5(006 as its nati'e fi"e format

OpenOffice is an a#so"ute"y free office software suite for word processing% spreadsheets% presentations% graphics% data#ases and other modu"es$ OpenOffice functiona"ity is 'ery simi"ar to popu"ar Microsoft Office or 1otus SmartSuite$ It is 7008 alternative to the Microsoft Office 4MS Office6% which can #e used for any purpose$

Microsoft Office Compatibilit

OpenOffice is compatible with Microsoft Office and a#"e to read% write Microsoft Office fi"es$ 2ou can open and sa'e Microsoft Word% Microsoft .9ce" and Microsoft :ower:oint fi"es using OpenOffice in Windows% 1inu9 and So"aris$

OpenOffice Operatin! s stem compatibilit

OpenOffice run on Microsoft Windows% 1inu9% So"aris% )SD% Open;MS% OS</ and IRI=$ OpenOffice$org e9pands this a'ai"a#i"ity #y offering ports to Mac OS =% 3ree)SD% and >:-U=$

the office suite is the meat and potatoes of most #usinesses$ 3rom correspondence% to spreadsheets% to presentations% near"y a"" offices re"y on the too"s that comprise the office suite$ *nd there are a handfu" of outstanding candidates in this category$ )ut to this day Microsoft Office and OpenOffice are the !ings of the office suite hi""$ >owe'er% a new p"ayer has entered that is not new to the game% #ut may #e new to you$ I)M?s 1otus Symphony is a free a"ternati'e to Microsoft Office that contains the three most important too"s an office suite has to offer- Word processor% spreadsheet% and presentation$

Specifications

Supported Windo"s platforms# Windows =:% Windows ;ista Supported $inu% platforms# S1.D 70% R>.1 @% U#untu Supported Mac platforms# Inte" processor-#ased Macs with Mac OS = 70$@ &ard drive memor # *t "east A@0M) of free dis! space on 1inu9% at "east @B0M) on Mac OS% and at "east @B0M) on Windows 'AM memor # *t "east @7/M) Note# Windows insta""er does not support *MD5B C:U with =:<;ista 5B #it p"atforms insta""ed Cost# 3ree *dditiona" 'endor information TechRepu#"ic :hoto +a""ery

Whos it for?
Symphony is for any #usiness "oo!ing for an office suite% #ut operating without the IT#udget for Microsoft Office or the need for the e9tra features of OpenOffice$

What problem does it solve?

1otus Symphony ena#"es the sma"" #usiness% running on a tight #udget% to ha'e a stream"ined% re"ia#"e office suite$ *nd since Symphony supports #oth the Open Document 3ormat and Microsoft Office formats% you wi"" not ha'e a pro#"em sharing documents with other #usinesses$

Standout Features

Sing"e Cdes!topD interface where a"" components are accessed Macro support Conte9t-sensiti'e menus *do#e :D3 con'ersion Trac! changes .9tenda#"e 'ia p"ugins Support for /E different "anguages

Wor!s seam"ess"y with other too"s in the .c"ipse 3ramewor!

Whats wrong?
Some wi"" find the inc"usion of on"y three too"s in the Symphony suite of app"ications a maFor draw#ac!$ When you can get OpenOffice for the same price 43ree6 which a"so inc"udes a data#ase app"ication% a simp"e drawing app"ication% and more% why turn to a pared down suite of too"sG *nother issue is the font rendering in 1inu9 isn?t the #est$ In fact% the font rendering in Symphony on 1inu9 "oo!s more "i!e what OpenOffice did in the ?H0s$ *dd some font smoothing into the mi9 and the interface wou"d "oo! uite a #it #etter$

1icense- 3reeware Operating Systems- 1inu9% Mac OS =% Windows A 4(/ #it6% Windows A 45B #it6% Windows ;ista 4(/ #it6% Windows ;ista 45B #it6% Windows =: Re uirementsWindows- =: re uires S:(% ;ista re uires S:/I Mac- Inte" processor and Mac OS = 70$@ or "aterI 1inu9- SuS. 1inu9 .nterprise Des!top 77% Red>at .nterprise 1inu9 @ Update B% U#untu E$0B 1anguages- .ng"ish Software Cost- 3ree

S(A' O))IC* S+I(*#------StarOffice% !nown #rief"y as Oracle Open Office #efore its discontinuation in /070% was a proprietary office suite$ It was origina""y de'e"oped #y StarDi'ision which was ac uired #y Sun Microsystems in 7HHH$ Sun was itse"f ac uired in /00H #y Orac"e Corporation$ StarOffice supports the OpenOffice$org =M1 fi"e format% as we"" as the OpenDocument standard% and can generate :D3 and 3"ash formats$ It inc"udes temp"ates% a macro recorder% and a software de'e"opment !it 4SDJ6$ The source code of the suite was re"eased in Ku"y /000% creating a free% open source office suite ca""ed OpenOffice$org% which su#se uent 'ersions of StarOffice were #ased on% with additiona" proprietary components$ In March /00H% a study showed that StarOffice cou"d on"y gain (8 mar!et share in the corporate mar!et$

In *pri" /077% Orac"e announced the discontinuation of Orac"e Open OfficeL7M as part of the decision to turn OpenOffice$org into a Npure"y community-#ased proFectN$L@

The competitors of Microsoft a"ways ce"e#rate when there is any case against Microsoft or if a free Software is "aunched simi"ar to Microsoft,s :roducts$ )ut those who are un#iased shou"d a"ways weigh the pros and cons of any software #efore Fudging the winner$ Sun Micro system,s Star Office is the direct competitor of Microsoft,s MS Office$ Star Office software was free unti" its @th 'ersion$ Therefore Star Office was we"" recei'ed #y computer users$ )etter sti"" the features in Star Office was more or "ess simi"ar to MS Office$ )ut from Star Office ;ersion 5% it was not free$ >owe'er it is sti"" far cheaper than MS Office$ >ere we wi"" see the features a'ai"a#"e in Star Office and see its :ros and Cons$ Components in Star Office Star Office ;ersion A consists of Writer ,a "ord processor-. calc ,a spreadsheet-. adabas ,a database-. dra" ,a dra"in! pro!ram- and Impress ,a presentation soft"are-$ 2ou can use Star Office in Windows HE<NT</000<=:% with :entium processor% 5BM) R*M and /@5 M) free hard dis! space$ Writer 7$ If you ha'e e'er wor!ed in MS Word% it is 'ery easy for you to use Writer$ 2ou can e'en sa'e the fi"e you create in Writer as a ,Word HA</000</00/<5$0, document$ Simi"ar"y you can open a $Doc fi"e using Writer$ /$ 2ou can a"so sa'e your document in Writer as RT3% Te9t or >TM1 format$ ($ 2ou can insert ta#"es% images and charts in Writer$ Simi"ar to MS Word% Writer a"so has *uto te9t and *uto Correct features$ *uto Comp"ete faci"ity is a"so a'ai"a#"e$ Which means when you type the first two or three "etters of a word% Writer wi"" prompt you with the fu"" word$ This reduces typing time$ B$ Spe""ing chec!er and grammer chec!er are a"so a'ai"a#"e in Writer$ 2ou can a"so send the document created in Writer through emai"$ @$ Writer can a"so con'ert the document you create into a :D3 fi"e$ calc 7$ Simi"ar to MS .9ce"% ca"c is a spreadsheet app"ication$ If the te9t you typed in a ce"" cannot fit inside the ce"" then ,ca"c, wi"" disp"ay a sma"" red arrow at the end of the ce""$

/$ 2ou can sa'e the fi"e you created in ca"c as MS .9ce" fi"e or to a d#ase data#ase$ 2ou can a"so open .9ce" fi"es in Ca"c$ ($ 2ou can use the data in ca"c fi"e to mai" merge in writer document$ 2ou can a"so generate many #eautifu" charts$ Adabas Comparing to MS *ccess data#ase% ada#as is a 'ery simp"e data#ase$ ;ery "ess features are a'ai"a#"e$ >owe'er ada#as can open OD)C% KD)C and MySO1 data#ases$ *n ada#as data#ase cannot e9ceed 700M) storage si&e$ *nother restriction is that on"y three users can access the ada#as data#ase o'er the networ!$ Due to a"" these difficu"ties not many peop"e "i!e ada#as$ *da#as doesn,t ha'e distri#uted data#ase faci"ity Impress Impress is a presentation software "i!e MS :ower:oint$ *nimation and Transition effects are some of the features a'ai"a#"e in Impress$ :"enty of temp"ates are a'ai"a#"e in Impress$ Therefore any#ody can create a presentation using Impress 'ery easi"y$ 2ou can a"so con'ert an Impress presentation into a >TM1 format and pu#"ish it in your we#site$ Dra" 7$ Compared to MS :aint% Star Office Draw is more powerfu" and has many additiona" features$ It is sure that e'ery#ody wi"" "i!e the Draw app"ication$ 2ou can use Star Office draw to create ;ector graphics% *nimated +I3 and e'en (D graphics$ /$ Draw is a"so capa#"e of hand"ing many different image formats$ 2ou can create #uttons and images in +I3% K:+ or :N+ format and use it in your we#site$ 2ou can a"so con'ert the graphics that you create in Draw into :D3% >TM1 or e'en shoc!wa'e f"ash format$ Pros of Star Office

;ery cheap$ Star Office Draw software is 'ery powerfu"$ Con'ersion to :D3 is a"so a p"us

Cons of Star Office

Star Office ada#as data#ase is 'ery inferior

MS-WORD 2003

Introducing Microsoft Office 2003

Microsoft Office /00( is the "atest 'ersion of the popu"ar Office app"ication suite$ Microsoft Office /00( comes in different editions that inc"ude a different set of Office app"ications$ 3or e9amp"e% the Microsoft Office :rofessiona" .dition% which we co'er in this #oo!% inc"udes Word /00(% .9ce" /00(% :ower:oint /00(% Out"oo! /00( with the )usiness Contact Manager% :u#"isher% and *ccess /00($ Ta#"e 7$7 pro'ides a "oo! at each of the Microsoft Office /00( editions$

Table 1.1. The Different Editions of Microsoft Office 2003

*dition# *pp"ications Inc"uded

Microsoft Office Professional *dition /001

Microsoft Office Small 2usiness *dition /001

Microsoft Office Standard *dition /001

Microsoft Office Student and (eacher *dition /001

Word /00( .9ce" /00(

Word /00( .9ce" /00(

Word /00( .9ce" /00( :ower:oint /00( Out"oo! /00(

Word /00( .9ce" /00( :ower:oint /00(

:ower:oint /00( :ower:oint /00( Out"oo! /00( Out"oo! /00( with )usiness with )usiness Contact Manager Contact Manager :u#"isher /00( *ccess /00( :u#"isher /00(

Out"oo! /00(

No matter which edition of Office you use% you are pro'ided with different software app"ications that you can use to tac!"e a "arge 'ariety of #usiness and persona" tas!s on the computer$ 3or e9amp"e% Word a""ows you to create reports% "etters% and other documents% and .9ce" a""ows you to tac!"e spreadsheets% in'oices% and do a wide 'ariety of num#er-crunching tas!s$ .ach app"ication pro'ides a specia"i&ed set of too"s and en'ironments for addressing your producti'ity needs$ Microsoft Office /00( offers a num#er of new enhancements to the Office suite$ This "esson ser'es as a uic! o'er'iew of some of these new features$ Other new features are high"ighted in :art II of the #oo! 4NMigrating to Office /00(N6$ 2ou wi"" a"so use some new features as you e9p"ore each of the Office app"ications discussed in this #oo!$

Office 2003 and the Document Workspace

*n e9citing new feature% the Document Wor!space% a""ows users who don,t ha'e the option of sharing documents on a corporate networ! to co""a#orate on the We#$ The Document Wor!space is actua""y an e9tension of Microsoft Windows Share:oint Ser'ices% which a""ows you to store documents for co""a#oration on a Share:oint ser'er$ Mu"tip"e users can access the document in the shared wor!space% and tas!s can #e assigned associated with the co""a#orati'e effort$ The Document Wor!space is a fair"y ad'anced feature offered #y Office /00(% so the fu"" detai"s re"ated to the use of this powerfu" feature are #eyond the scope of this introduction$ >owe'er% creating a new wor!space is surprising"y easy$ It does% howe'er% re uire that you are connected to the Internet and ha'e access to a Share:oint ser'er maintained #y your company or you ha'e su#scri#ed to a Share:oint hosting ser'ice such as those offered #y Microsoft$ 1et,s ta!e a "oo! at creating a Document Wor!space in Microsoft Word$ To create a Document Wor!space% fo""ow these steps 4these steps assume Microsoft Word is a"ready open67$ Open the document that wi"" #e a'ai"a#"e in the shared wor!space$ /$ Se"ect Too"s and then Shared Wor!space$ The Shared Wor!space tas! pane opens as shown in 3igure 7$7

7$ Type the UR1 4Uniform Resource 1ocator or We# address6 for the wor!space that wi"" ser'e as the ho"ding area for the shared document in the 1ocation for New Wor!space #o9$ /$ C"ic! the Create #utton in the tas! pane$ ($ * connection #o9 wi"" appear that re uires you to enter your user name and password for the shared wor!space$ *fter entering the information% c"ic! OJ$ B$ The shared wor!space wi"" #e created 4on the We# site you designated6 and a copy of the current document is p"aced in the wor!space$ *s the creator of the site% you are designated as the site owner$ This a""ows you to add new mem#ers to the site% add additiona" documents% and manage the wor!space$ 2ou can a"so 'iew who is current"y on"ine and wor!ing on the document$ 3igure 7$/ shows a document that is shared in a wor!space$ Note that the Shared Wor!space tas! pane "ists the current users of the wor!space and whether or not they are current"y on"ine$ Too"s pro'ided in the tas! pane a""ow you to uic!"y e-mai" wor!space users and to update the wor!space status$

Getting He p in Office 2003

Microsoft Office /00( uses a stream"ined >e"p system that is primari"y accessed using the new >e"p tas! pane$ Options a'ai"a#"e in pre'ious 'ersions of Office such as the Office *ssistant and the *s! a Ouestion #o9 are a"so a'ai"a#"e in Office /00( for accessing he"p$ 2ou can open the >e"p tas! pane #y se"ecting the >e"p menu and then accessing the >e"p command for the current app"ication$ 3or e9amp"e% to access the >e"p tas! pane in Word% se"ect >e"p and then Microsoft Word >e"p$ The >e"p tas! pane appears as shown in 3igure 7$($

i!ure 1.3. The "elp tas# pane allo$s you to search for help and access online Office resources.

!a"ing o#er the Internet

*nother addition to Office /00( is the a#i"ity to send fa9es from your Office app"ications o'er the Internet$ This feature re uires that you sign up for an Internet fa9 ser'ice$ These ser'ices pro'ide you with the a#i"ity to send and recei'e fa9es o'er the Internet$ This means that you do not re uire a fa9 modem on your computer to wor! with fa9es$ Sending the current document from any Office app"ication as an Internet fa9 is uite easy- 2ou c"ic! the 3i"e menu% point at Send To% and then se"ect Recipient Using Internet 3a9 Ser'ice$ The first time you use this command% you wi"" ha'e the option of #eing ta!en to a We# page that a""ows you to sign up for a fa9 ser'ice$ :ricing for this ser'ice 'aries #y pro'ider as do the steps re uired to prepare a fa9 co'er page and send your Office document$ 3a9ing is discussed in more detai" in 1esson E% N3a9ing and .-Mai"ing in Office /00($N

Office 2003 and $M% Data

=M1 4.9tensi#"e Mar!up 1anguage6 is fast #ecoming the standard for data e9change on the Wor"d Wide We#$ In Office /00(% instead of sa'ing documents in their defau"t formats% you can sa'e Office documents as =M1 documents$ =M1 or .9tensi#"e Mar!up 1anguage is a mar!up "anguage 4>TM1 #eing an e9amp"e of another mar!up "anguage6 that can #e used to tag data so that it can #e transferred #etween app"ications and a"so interpreted and 'a"idated$ =M1 is rapid"y #ecoming an important format for mo'ing data #etween ser'ers on the We#$ Sa'ing in =M1 format is particu"ar"y usefu" in situations where you want to con'ert .9ce" or *ccess data to an =M1 format for use on the We#$ *"though using =M1 data on the We# is #eyond the scope of this #oo!% you wi"" find that if re uired% you can uic!"y sa'e data in an Office app"ication such as .9ce" in the =M1 format$ 3o""ow these steps7$ Se"ect 3i"e% then Sa'e *s$ The Sa'e *s dia"og #o9 wi"" open$ /$ In the Sa'e *s dia"og #o9% se"ect the Sa'e as Type drop-down #o9 and se"ect =M1 Data 4see 3igure 7$@6$ 2ou can a"so change the fi"ename if you want$

1.

i!ure 1.%. Office data can be sa&ed in the 'M( for)at.

Starting Office &pp ications

The Microsoft Office app"ications can #e uic!"y started from the Windows Start menu$ Des!top icons can a"so #e uic!"y created for an Office app"ication to pro'ide uic! access to that app"ication$ To start an Office app"ication from the Start menu% fo""ow these steps7$ 3rom the Windows =: des!top% c"ic! Start% point at *"" :rograms% and then point at the Microsoft Office fo"der$ The Office programs insta""ed on your computer wi"" appear as shown in 3igure /$7 4for Windows /000% point at :rograms% then Microsoft Office6$

i!ure 2.1. *se the +tart )enu to start your Office applications.

7$ To open a particu"ar Office app"ication% c"ic! that app"ication,s icon on the menu$ The program window for that app"ication appears$

Startin! an Application b Choosin! a Document (emplate

2ou can a"so start a particu"ar Office app"ication #y choosing the type of Office document that you are going to create$ This is done using the Start menu$ 7$ 3rom the Windows des!top% c"ic! Start% *"" :rograms% then New Office Document$ The New Office Document dia"og #o9 appears 4see 3igure /$/6$

i!ure 2.2. The ,e$ Office Docu)ent dialo! bo- can be used to .uic#ly start a ne$ docu)ent in any Office application

'sing the Menu S(stem

The menu #ar that you find in the Office app"ications gi'es you access to a"" the commands and features a particu"ar app"ication pro'ides$ These specific menu systems are found #e"ow the tit"e #ar and are acti'ated #y se"ecting a particu"ar menu choice$ The menu then opens% pro'iding you with a set of command choices$ The Office /00( app"ications use a persona"i&ed menu system that was first introduced in Microsoft Office /000$ It ena#"es you to uic!"y access the commands you use most often$ When you first choose a particu"ar menu% you find a short "ist of menu commands$ *s you use commands% the Office app"ication adds them to the menu "ist$ To access a particu"ar menu% fo""ow these steps7$ Se"ect the menu #y c"ic!ing its tit"e$ The most recent"y used commands appearI ho'er the mouse pointer for Fust a moment and a"" the commands on a particu"ar menu appearI if you don,t "i!e to ho'er% c"ic! the .9pand icon 4the dou#"e downpointing arrow on the #ottom of the menu6 to 'iew a"" the menu choices$ /$ Se"ect the command on the menu that in'o!es a particu"ar feature$ 2ou wi"" find that se'era" of the commands found on the menu are fo""owed #y an e""ipsis 4P6$ These commands% when se"ected% open a dia"og #o9 or a tas! pane$ Dia"og #o9es re uire you to pro'ide the app"ication with additiona" information #efore the particu"ar

feature or command can #e used 4more information on wor!ing with dia"og #o9es appears "ater in this "esson6$ Some of the menus a"so contain a su#menu or a cascading menu that you can use to ma!e your choices$ The menu commands that produce a su#menu are indicated #y an arrow to the right of the menu choice$ If a su#menu is present% you point at the command 4mar!ed with the arrow6 on the main menu to open the su#menu$ *cti'ating Menus with the Jey#oard 2ou can a"so acti'ate a particu"ar menu #y ho"ding down the *"t !ey and then pressing the !ey#oard !ey that matches the underscored "etter% a"so ca""ed a hot!ey% in the menu,s name$ 3or e9amp"e% to acti'ate the 3i"e menu in Office app"ications% press *"tQ3$ If you wou"d rather ha'e access to a"" the menu commands 4rather than Fust those you,'e used recent"y6% you can turn off the persona"i&ed menu system$ To do this% fo""ow these steps in any Office app"ication7$ C"ic! the Too"s menu% and then c"ic! Customi&e$ /$ In the Customi&e dia"og #o9% c"ic! the Options ta#$ ($ To show a"" the commands on the menus 4without de"ay6% c"ic! the *"ways Show 3u"" Menus chec! #o9$ B$ C"ic! OJ to c"ose the dia"og #o9$

'sing Shortcut Menus

* fast way to access commands that are re"ated to a particu"ar item on an Office document% such as se"ected te9t or a picture% is to right-c"ic! that item$ This opens a shortcut menu that contains commands re"ated to the particu"ar item with which you are wor!ing$ 3or e9amp"e% if you se"ect a chart on an .9ce" wor!sheet% right-c"ic!ing the chart 4see 3igure /$(6 opens a shortcut menu with commands such as Cut% Copy% and :aste$

i!ure 2.3. +hortcut )enus pro&ide .uic# access to application co))ands.

Working )ith *oo +ars

Too"#ars pro'ide you with a 'ery uic! and straightforward way of accessing commands and features in the Office app"ications$ When you first start one of the Office app"ications% you typica""y see the Standard and 3ormatting too"#ars sharing one row% as shown in 3igure /$B$

i!ure 2./. Toolbars0 such as the +tandard and or)attin! toolbars in this 1o$er1oint $indo$0 pro&ide .uic# access to an application2s features and co))ands

To access a particu"ar command using a too"#ar #utton% c"ic! the #utton$ Depending on the command% you see an immediate resu"t in your document 4such as the remo'a" of se"ected te9t when you c"ic! the Cut #utton6% or a dia"og #o9 might appear% re uesting additiona" information from you$ 3inding a Too"#ar )utton,s :urpose 2ou can p"ace the mouse pointer on any too"#ar #utton to 'iew a ScreenTip that descri#es that too",s function$ Other too"#ars% such as the Drawing too"#ar and too"#ars that are specific to a particu"ar Office app"ication% open when you access a particu"ar app"ication$ 2ou can a"so open them manua""y #y right-c"ic!ing any 'isi#"e too"#ar and then se"ecting the too"#ar you want to use from the "ist that is pro'ided$ 2ou can a"so use this method to c"ose a too"#ar you no "onger need$ Missing Too"#ar )uttonsG The Standard and 3ormatting too"#ars ha'e #een configured to share one row #y defau"t% so you might not #e a#"e to see e'ery #utton on the too"#ars$ To find a hidden #utton% c"ic! the More )uttons #utton on the end of either too"#ar$ *nother a"ternati'e is to c"ic! the Too"#ar Options #utton on the Standard or 3ormatting too"#ar and se"ect Show )uttons on Two Rows$ This gi'es each too"#ar its own row$

'nderstanding Dia og ,o"es

When you are wor!ing with the 'arious commands and features found in Office app"ications% you wi"" in'aria#"y come across dia"og #o9es$ Dia"og #o9es are used when an Office app"ication needs more information from you #efore it can comp"ete a particu"ar command or ta!e ad'antage of a specia" feature$ Dia"og #o9es a"ways appear when you se"ect a menu command that is fo""owed #y an e""ipsis$ Dia"og #o9es a"so appear when you in'o!e this same command using the appropriate too"#ar #utton$ 3igure /$@ shows Word,s 3ont dia"og #o9$ This dia"og #o9 ena#"es you to ma!e se"ections using chec! #o9es and drop-down "ists$ Other dia"og #o9es use option #uttons% spinner #o9es% and other methods of ena#"ing you to uic!"y ma!e se"ections in a particu"ar #o9$

i!ure 2.%. Dialo! bo-es enable you to )a#e your choices related to a particular feature
In most cases% when you comp"ete your se"ections in a dia"og #o9% you c"ic! the OJ #utton to c"ose the #o9 and comp"ete the command$ 2ou a"so ha'e the option of c"ic!ing the Cance" #utton if you want to c"ose the dia"og #o9 without sa'ing any changes you made$

In most cases% when you comp"ete your se"ections in a dia"og #o9% you c"ic! the OJ #utton to c"ose the #o9 and comp"ete the command$ 2ou a"so ha'e the option of c"ic!ing the Cance" #utton if you want to c"ose the dia"og #o9 without sa'ing any changes you made$

'nderstanding the *ask -ane

* maFor change to the pre'ious 'ersion of Office% Office =:% was the introduction of tas! panes$ Office /00( a"so uses tas! panes% which ha'e rep"aced many of the dia"og #o9es that were a common feature in Office HA and Office /000$ Office /00( has a"so added new tas! panes such as the Research tas! pane 4which we discuss "ater in this "esson6$ * tas! pane is a mu"tipurpose window pane that appears on the right side of the window of an Office app"ication$ The "ist that fo""ows descri#es the g"o#a" tas! panes that you wi"" find in a"" the Office app"ications-

New 3i"e Tas! :aneR .na#"es you to start a new fi"e in a particu"ar app"ication 4for e9amp"e% in Word it is ca""ed the New Document tas! paneI in .9ce" it is ca""ed the New Wor!#oo! tas! pane6$ It a"so pro'ides access to 'arious document temp"ates and the capa#i"ity to open recent"y used fi"es$ Office C"ip#oard Tas! :aneR .na#"es you to 'iew items that you copy and cut to the Office C"ip#oard$ 2ou can manage up to /B items on the C"ip#oard and paste them within an app"ication or #etween app"ications$ C"ip *rt Tas! :aneR .na#"es you to search the Office C"ip +a""ery and insert c"ip art into your Office app"ication documents$ Search Tas! :aneR .na#"es you to search for fi"es from any of the Office app"ications$ Research Tas! :aneR This new tas! pane a""ows you to ta!e ad'antage of a num#er of research and reference ser'ices$ * num#er of these references are accessed 'ia on"ine ser'ices such as Microsoft .ncarta$

2ou "oo! at the Research% Search% C"ip *rt% and C"ip#oard tas! panes in more detai" "ater in the "esson$ Tas! panes a"so house features that hand"e specific purposes in each of the Office app"ications$ 3or e9amp"e% in :ower:oint% the S"ide 1ayout tas! pane 4shown in 3igure ($76 is used to se"ect a design format for a new or e9isting :ower:oint presentation s"ide$ 2ou "earn a#out the different tas! panes in the Office app"ications as you use them in the different parts of this #oo!$

i!ure 3.1. The tas# pane pro&ides specific features in the different Office applications.

When you are wor!ing in an Office app"ication% such as Word or .9ce"% you can open a tas! pane and switch #etween the different tas! pane features offered in that particu"ar app"ication$ To open a tas! pane% fo""ow these steps7$ In the Office app"ication window% se"ect the ;iew menu and se"ect Tas! :ane$ The New 3i"e tas! pane appears on the right side of the app"ication window 4the New 3i"e tas! pane is the defau"t tas! pane for the Office app"ications6$ /$ To switch to a particu"ar tas! pane that is a'ai"a#"e in the current Office app"ication% c"ic! the tas! pane,s drop-down arrow 4see 3igure ($/6$

i!ure 3.2. *se the tas# pane2s )enu to s$itch to a particular tas# pane in an application.

7$ C"ic! the item on the tas! pane menu that you want to use$ 2ou wi"" find that the tas! pane a"so pops up when you se"ect specific features in an app"ication$ 3or e9amp"e% in Word% when you se"ect 3ormat and then Sty"es and 3ormatting% the Sty"es and 3ormatting tas! pane appears in the Word window$ >e"p Is Now a Tas! :ane Office >e"p is now accessed through a tas! pane$ +etting he"p in Office is discussed in 1esson @% N+etting >e"p in Microsoft Office$N

*he ,asic !i e Search *ask -ane

The )asic 3i"e Search tas! pane ena#"es you to "ocate fi"es stored on your computer or company networ! without "ea'ing the Office app"ication that is current"y open$ To use the Search tas! pane% fo""ow these steps7$ 3rom an Office app"ication window% se"ect the 3i"e menu and then se"ect Search to open the Search tas! pane 4see 3igure ($B6$

i!ure 3./. *se the +earch tas# pane to locate files on your co)puter or net$or#.

7$ Type the !eyword or !eywords that you want to use for the search into the Search te9t #o9$ /$ To specify the "ocations that shou"d #e searched% c"ic! the Se"ected 1ocations drop-down #o9$ 2ou can e9pand any of the "ocations "isted% such as My Computer% #y c"ic!ing the p"us 4Q6 sym#o" to the "eft of the "ocation$ This ena#"es

you to 'iew fo"ders and su#fo"ders at that "ocation$ Use the chec! #o9es to the "eft of each "ocation to specify whether that "ocation shou"d #e searched$ ($ To specify the types of fi"es that are "ocated during the search% c"ic! the Se"ected 3i"e Types drop-down "ist$ Se"ect or dese"ect the chec! #o9es for particu"ar Office app"ications 4such as Word or .9ce"6 to specify the types of fi"es that shou"d #e inc"uded in the search$ B$ When you are ready to run the search% c"ic! the +o #utton$

*raining the Speech !eature

Microsoft Office /00( pro'ides you with the a#i"ity to enter information into the Office app"ications using a microphone$ 2ou can a"so ena#"e access to an app"ication,s menu system using 'oice commands$ The Speech feature was first made a'ai"a#"e with Office =:$ )efore you can rea""y ta!e ad'antage of the Speech feature% you must pro'ide it with some training so that it can more easi"y recogni&e your speech patterns and intonation$ *fter the Speech feature is trained% you can effecti'e"y use it to dictate te9t entries or access 'arious app"ication commands without a !ey#oard or mouse$ The Speech feature is actua""y insta""ed and then trained in Microsoft Word$ So% you must run it for the first time from within Word$ *fter you train the Speech feature in Word% you can then use it in your other app"ications% such as .9ce" and :ower:oint$ 3o""ow these steps to get the Speech feature up and running7$ In Microsoft Word% se"ect the Too"s menu and se"ect Speech$ 2ou wi"" #e as!ed if you want to insta"" the Speech featureI c"ic! 2es to continue$ *fter the insta""ation% the We"come to Office Speech Recognition dia"og #o9 appears$ To #egin the process of setting up your microphone and training the Speech feature% c"ic! the Ne9t #utton$ /$ The first screen of the Microphone Wi&ard that appears as!s you to ma!e sure that your microphone and spea!ers are connected to your computer$ If you ha'e a headset microphone% this screen shows you how to adFust the microphone for use$ C"ic! Ne9t to continue$ ($ The ne9t wi&ard screen as!s you to read a short te9t passage so that your microphone 'o"ume "e'e" can #e adFusted 4see 3igure B$76$ When you ha'e finished reading the te9t% c"ic! Ne9t to continue$

7$ On the ne9t screen% you are as!ed to read another passage$ The te9t is then p"ayed #ac! to you$ This is to determine whether the microphone is p"aced at an appropriate distance from your mouthI when you get satisfactory p"ay#ac!% c"ic! 3inish$ When you finish wor!ing with the Microphone Wi&ard% the ;oice Training Wi&ard appears$ This wi&ard co""ects samp"es of your speech and% in essence% educates the Speech feature as to how you spea!$ To comp"ete the 'oice training process% fo""ow these steps7$ The opening Wi&ard screen pro'ides you with a Samp"e #utton that a""ows you to hear how you shou"d read the te9t that is supp"ied during the training session$ *fter reading the directions pro'ided on the opening screen% c"ic! Ne9t to #egin the 'oice training process$ /$ On the ne9t screen% you are as!ed to #egin reading a samp"e passage 4see 3igure B$/6$ If you need to pause during the process 4the initia" training ta!es a#out 7@ minutes6% c"ic! the :ause #utton$

7$ 2ou are as!ed to read te9t on se'era" su#se uent screens$ Words are se"ected as the wi&ard recogni&es them$ Some Words Might Not )e Recogni&ed If the wi&ard #ecomes stuc! on a word that it cannot recogni&e during the training session% c"ic! the S!ip Word #utton$ This s!ips the current word and a""ows you to continue the training session$ /$ ($ When you comp"ete the training screens% your profi"e is updated$ C"ic! 3inish on the wi&ard,s fina" screen$ 2ou are now ready to use the Speech feature$ The ne9t two sections discuss using the ;oice Dictation and ;oice Command features$ 2ou are now ready to use the Speech feature$ The ne9t two sections discuss using the ;oice Dictation and ;oice Command features$

The Speech 3eature Wor!s )etter O'er Time )e ad'ised that the 'oice feature,s performance impro'es as you use it$ If you pronounce your caution words carefu""y and consistent"y% the Speech feature tunes itse"f to your speech patterns$ 2ou might need to do additiona" training sessions to fine-tune the Speech feature$

'sing .oice Dictation

When you are ready to start dictating te9t into an Office app"ication such as Word% put on your headset microphone or p"ace your standa"one microphone in the proper position that you determined when you used the Microphone Wi&ard$ When you,re ready to go% se"ect the Too"s menu and then se"ect Speech$ The 1anguage #ar appears% as shown in 3igure B$($ If necessary% c"ic! the Dictation #utton on the too"#ar 4if the Dictation #utton is not a"ready acti'ated or depressed6$

*fter you ena#"e the Dictation #utton% you can #egin dictating your te9t into the Office document$ 3igure B$( shows te9t #eing dictated into a Word document$ When you want to put a "ine #rea! into the te9t% say Nnew "ine$N :unctuation is p"aced in the document #y saying the name of a particu"ar punctuation mar!% such as NperiodN or Ncomma$N >ow Do I Insert the Word NCommaN Rather Than the :unctuation Mar!G )ecause certain !eywords% such as NperiodN or Ncomma%N are used to insert punctuation during dictation% you must spe"" these words out if you want to inc"ude them in the te9t$ To do this% say Nspe""ing mode%N and then spe"" out the word% such as c-o-m-m-a$ *s soon as you dictate an entire word% the spe""ing mode ends$ When you ha'e finished dictating into the document% c"ic! the Microphone #utton on the 1anguage #ar$ When you c"ic! the Microphone #utton% the 1anguage #ar co""apses% hiding the Dictation and the ;oice Command #uttons$ 2ou can a"so stop Dictation mode #y saying Nmicrophone$N 2ou can minimi&e the 1anguage #ar #y c"ic!ing the Minimi&e #utton on the right end of the #ar$ This sends the 1anguage #ar to the Windows system tray$ With the 1anguage #ar minimi&ed in the system tray% you can uic!"y open it when you need it$ C"ic! the Restore icon in the system tray$ Using the Dictation feature correct"y re uires that you !now how to get the Speech feature to p"ace the correct te9t or characters into an Office document$ 3or more he"p with the dictation feature% consu"t the Microsoft Office >e"p system from any Office app"ication$

'sing .oice /ommands

*nother too" the Speech feature pro'ides is 'oice commands$ 2ou can open and se"ect menus in an app"ication and e'en na'igate dia"og #o9es using 'oicecommands$ To use 'oice commands% open the 1anguage #ar 4c"ic! Too"s% Speech or restore the 1anguage )ar from the system tray6$ C"ic! the Microphone icon% if necessary% to e9pand the 1anguage #ar$ Then% c"ic! the ;oice Command icon on the #ar 4or say N'oice commandN6$ To open a particu"ar menu such as the 3ormat menu% say Nformat$N Then% to open a particu"ar su#menu such as 3ont% say Nfont$N In the case of these 'oice commands% the 3ont dia"og #o9 opens$ 2ou can then na'igate a particu"ar dia"og #o9 using 'oice commands$ In the 3ont dia"og #o9% for e9amp"e% to change the si&e of the font% say Nsi&eNI this acti'ates the Si&e #o9 that contro"s font si&e$ Then% say the si&e of the font% such as N7B$N 2ou can a"so acti'ate other font attri#utes in the dia"og #o9 in this manner$ Say the name of the area of the dia"og #o9 you want to use% and then say the name of the feature you want to turn on or se"ect$

When you ha'e finished wor!ing with a particu"ar dia"og #o9% say NOJN 4or NCance"N or N*pp"y%N as needed6 and the dia"og #o9 c"oses and pro'ides you with the features you se"ected in the dia"og #o9$ When you ha'e finished using 'oice commands% say Nmicrophone%N or c"ic! the Microphone icon on the 1anguage #ar$ )e"ie'e it or not% you can a"so acti'ate #uttons on the 'arious too"#ars using 'oice commands$ 3or e9amp"e% you cou"d turn on #o"d #y saying N#o"d$N The )o"d #utton on the 3ormatting too"#ar #ecomes acti'e$ To turn #o"d off% say N#o"dN again$

& !ina Word &+out the Speech !eature

The Speech feature actua""y pro'ides a num#er of possi#i"ities for using 'oice dictation and 'oice commands$ 2ou wi"" pro#a#"y want to practice on some documents that aren,t important to your wor! as you #ecome fami"iar with the different features pro'ided$ If you find that you aren,t getting 'ery good resu"ts with either 'oice dictation or 'oice commands% you can do some additiona" training for the Speech feature$ On the 1anguage #ar% c"ic! the Too"s icon and then se"ect Training from the shortcut menu that appears$ The ;oice Training Wi&ard appears 4see 3igure B$B6$ Do the additiona" training e9ercises that the wi&ard supp"ies$

Chapter 1. Working in Word

In this "esson% you "earn how to start Microsoft Word and na'igate the Word window$ 2ou a"so "earn how to use common too"s such as menus% too"#ars% and dia"og #o9es$

Starting Word
Microsoft Word is an efficient and fu""-featured word processor that pro'ides you with a"" the too"s you need to produce a wide 'ariety of document typesRe'erything from simp"e documents% such as memos and out"ines% to comp"e9 documents% such as news"etters and Internet-ready >TM1 pages$ 2ou create your Word documents in the Word window% which pro'ides easy access to a"" the too"s you need to create a"" your documents$ )efore you can ta!e ad'antage of Word,s proficient document processing features% you must open the Word app"ication window$ To start the Word program% fo""ow these steps7$ 3rom the Windows =: des!top% c"ic! Start% *"" :rograms 4on Windows /000% c"ic! Start% then :rograms6$ The :rograms menu appears 4see 3igure 7$76$

To start Word% point at the Microsoft Office icon and then c"ic! the Word icon$ The Word app"ication window appears

:in a :rogram to the Windows =: Start Menu 3or uic! access to an app"ication such as Word% right-c"ic! on the program icon when accessing the :rograms menu$ On the shortcut menu that appears% se"ect :in to Start menu$ The app"ication icon wi"" now #e a'ai"a#"e on the main Start menu% when you c"ic! Start$

'nderstanding the Word 0n#ironment

When you start Word% the Word app"ication window opens 4see 3igure 7$/6$ 2ou create your documents in the Word window$ The Word window a"so pro'ides items that he"p you na'igate and operate the app"ication itse"f$

i!ure 1.2. 3reate your docu)ents and access Word2s features and co))ands in the Word $indo$.

Contro" the ;iew If your 'iew differs from the 'iew shown in 3igure 7$/ 4the Norma" 'iew6% or if you don,t see a"" the Word window e"ements shown in the figure 4particu"ar"y the ru"er6% you can easi"y change your 'iew$ Se"ect ;iew% and then choose the menu se"ection 4such as Norma" or Ru"er6 that matches your 'iew to the figure$

Notice that the "argest area of the window is #"an!I this is where you create your new document$ *"" the other areasRthe menu #ar% the too"#ar% and the status #arReither pro'ide a fast way to access the 'arious commands and features that you use in Word% or they supp"y you with information concerning your document% such as what page you are on and where the insertion point is current"y "ocated in your document$

Table 1.1. Ele)ents of the Word Windo$

*lement Tit"e #ar

Description Inc"udes the name of the app"ication and the current document% as we"" as the Minimi&e% Ma9imi&e% and C"ose #uttons$ Opens the Contro" menu% which pro'ides such commands as Restore% Minimi&e% and C"ose$ Reduces the Word window to a #utton on the tas!#arI to restore the window to its origina" si&e% c"ic! the #utton on the tas!#ar$ .n"arges the Word window to co'er the Windows des!top$ When the window is ma9imi&ed% the Ma9imi&e #utton changes to a Restore #utton that you can c"ic! to return the window to its pre'ious si&e$ C"oses the Word program$ NXN is the icon for c"osing any window$

Contro" Menu #utton Minimi&e #utton

Ma9imi&e<Restore #utton

C"ose 4X6 #utton

*lement Menu #ar

Description Contains menus of commands you can use to perform tas!s in the program% such as .dit% 3ormat% and Too"s$ Inc"udes icons that ser'e as shortcuts for common commands% such as Sa'e% :rint% and Spe""ing$ Disp"ays information a#out the current document% inc"uding page num#er% the section in which you are "ocated% and the current "ocation of the insertion point 4inches% "ine% and co"umn6$ The status #ar a"so shows you other information% such as whether you ha'e turned on the Typeo'er 4O;R6 mode or turned on Word,s trac! changes 4TRJ6 feature$

Too"#ar

Status #ar

Document window This window is where you type and format your documents$ Scro""#ars The hori&onta" scro""#ar is used to scro"" your 'iew of the current document in a "eft-to-right motion$ The 'ertica" scro""#ar is used to scro"" up and down through the current document$ The co"umn of information on the right side of the document is the tas! pane$ This is where you can access features such as the C"ip#oard% sty"es% and formattingI you can a"so open another document or mai" merge$

Tas! pane

'sing Menus and *oo +ars

Word pro'ides se'era" ways to access the commands and features you use as you create your documents$ 2ou can access these commands #y using the menus on the menu #ar and the #uttons on the 'arious too"#ars$ 2ou can a"so access many Word commands using shortcut menus$ Right-c"ic!ing a particu"ar document e"ement 4a word or a paragraph% for e9amp"e6 opens these menus% which contain a "ist of commands re"ated to the item on which you are current"y wor!ing$

(he Word Menu 2ar

The Word menu #ar gi'es you access to a"" the commands and features that Word pro'ides$ *s in a"" Windows app"ications% Word,s menus reside #e"ow the tit"e #ar and are acti'ated #y c"ic!ing a particu"ar menu name$ The menu then drops open% pro'iding you with a set of command options$ Word 4and the other Office app"ications6 uses a menu system ca""ed persona"i&ed menus that ena#"es you to uic!"y access the commands you use most often 4whi"e hiding those that you use "ess fre uent"y6$ When you first choose a particu"ar menu% you find on"y a short "ist of Word,s most common"y used menu commands$ When you,'e spent some time using Word% this "ist of commands wi"" actua""y #e the ones that you ha'e used most recent"y on that particu"ar menu$ If a menu has a sma"" dou#"e arrow at the #ottom of its command "ist% you can c"ic! that to gain access to other% "ess common"y needed% commands$ *s you use hidden commands% Word adds them to the norma" menu "ist$ This means that you are #asica""y #ui"ding the "ist of commands a'ai"a#"e on the menu as you use Word$ This persona"i&ed strategy is a"so emp"oyed #y the too"#ar system$ *s you use commands% they are added to the too"#ar 4this persona"i&ed too"#ar feature is a'ai"a#"e on"y when you ha'e the Standard too"#ar and the 3ormatting too"#ar on the same "ine in an app"ication window6$ This pro'ides you with customi&ed menus and too"#ars that are% in effect% persona"i&ed for you$ To access a particu"ar menu% fo""ow these steps7$ Se"ect the menu #y c"ic!ing its tit"e 4such as ;iew6% as shown in 3igure 7$($ The most recent"y used commands appearI wait Fust a moment for a"" the commands on a particu"ar menu to appear 4if the commands do not appear% c"ic! the down arrow at the #ottom of the menu6$

2.

i!ure 1.3. +elect a particular )enu to &ie$0 and then point to a Word co))and.

7$ Se"ect the command on the menu that in'o!es a particu"ar feature 4such as >eader and 3ooter6$ 2ou wi"" find that many of the commands found on Word,s menus are fo""owed #y an e""ipsis 4P6$ These commands% when se"ected% open a dia"og #o9 that re uires you to pro'ide Word with additiona" information #efore the particu"ar feature or command can #e used$ More information a#out understanding dia"og #o9es is inc"uded "ater in this "esson$ Some of the menus a"so contain a su#menu or cascading menu from which you ma!e choices$ The menu commands that produce a su#menu are indicated #y an arrow to the right of the menu choice$ When a su#menu is present% you point at the command 4mar!ed with the arrow6 on the main menu to open the su#menu$ The menu system itse"f pro'ides a "ogica" grouping of the Word commands and features$ 3or e9amp"e% commands re"ated to fi"es% such as Open% Sa'e% and :rint% are a"" found on the 3i"e menu$ *cti'ating Menus with the Jey#oard 2ou can acti'ate a particu"ar menu #y ho"ding down the *"t !ey and then pressing the !ey#oard !ey that matches the underscored "etter in the menu,s name$ This underscored "etter is ca""ed the

hot!ey$ 3or e9amp"e% to acti'ate the 3i"e menu in Word% press *"tQ3$ If you find that you wou"d rather ha'e access to a"" the menu commands 4rather than accessing on"y those you,'e used recent"y6% you can turn off the persona"i&ed menu system$ To do this% fo""ow these steps7$ C"ic! the Too"s menu% and then c"ic! Customi&e$ /$ In the Customi&e dia"og #o9% c"ic! the Options ta#$ ($ To show a"" the commands on the menus% c"ic! the *"ways Show 3u"" Menus chec! #o9$ B$ C"ic! OJ to c"ose the dia"og #o9$

Shortcut Menus
* fast way to access commands re"ated to a particu"ar document e"ement is to se"ect that document o#Fect and then right-c"ic!$ This opens a shortcut menu that contains commands re"ated to the particu"ar o#Fect with which you are wor!ing$ O#Fect *ny e"ement found in a document% such as te9t% a graphic% a hyper"in!% or other inserted item$ 3or e9amp"e% if you se"ect a "ine of te9t in a document% right-c"ic!ing the se"ected te9t 4see 3igure 7$B6 opens a shortcut menu with commands such as Cut% Copy% and :aste% or it pro'ides you with uic! access to formatting commands% such as 3ont and :aragraph$

i!ure 1./. 4y ri!ht5clic#in! areas in Word0 you can use shortcut )enus to .uic#ly access Word co))ands related to the ite) that $as clic#ed.

Word (oolbars
The Word too"#ars pro'ide a 'ery uic! and straightforward way to access often-used commands and features$ When you first start Word% the Standard and 3ormatting too"#ars reside as one continuous too"#ar found direct"y #e"ow the menu #ar 4as shown in 3igure 7$/6$ 2ou can uic!"y p"ace the Standard and 3ormatting too"#ars in their own row #y se"ecting the Too"#ar Options #utton on either too"#ar% and then se"ecting Show )uttons on Two Rows 4as shown in 3igure 7$( and 7$B6$ To access a particu"ar command using a too"#ar #utton% c"ic! the #utton$ Depending on the command% you see either an immediate resu"t in your document 4such as the remo'a" of se"ected te9t when you c"ic! the Cut #utton6 or the appearance of a dia"og #o9 re uesting additiona" information from you$ 3inding a Too"#ar )utton,s :urpose 2ou can p"ace 4ho'er #ut do not c"ic!6 the mouse pointer on any too"#ar #utton to 'iew a description of that too",s function$ If you a"so want to see the shortcut !eys associated with a too"#ar #utton% se"ect Show Shortcut Jeys in ScreenTips on the Options ta# of the Customi&e dia"og #o9$ too"s that ena#"e you to draw graphica" e"ements in your documents 4such as te9t #o9es% "ines% and rectang"es6$ To p"ace additiona" too"#ars in the Word window% right-c"ic! any too"#ar current"y shown and se"ect from the "ist that appears$ Specific too"#ars e9ist for wor!ing with ta#"es% pictures% other Word features% and the Wor"d Wide We#$

2ou can a"so easi"y add or remo'e #uttons from any of the too"#ars present in the Word window$ .ach too"#ar is e uipped with a Too"#ar Options #utton that you can use to modify the #uttons shown on that particu"ar too"#ar$ To add or remo'e #uttons from a specific too"#ar% fo""ow these steps7$ C"ic! the Too"#ar Options #utton on any too"#arI a drop-down area appears$ /$ C"ic! *dd or Remo'e )uttons and then se"ect the name of the too"#ar that appears on the pop-up menu$ * "ist of a"" the #uttons for the current too"#ar appears% as shown in 3igure 7$@$

3.

i!ure 1.%. 6ou can easily add or re)o&e buttons fro) a toolbar usin! the button list.

7$ 3or a #utton to appear on the too"#ar% a chec! mar! must appear to the "eft of the #utton in this "ist$ 3or #uttons without a chec! mar! ne9t to them% c"ic!ing this space puts the #utton on the too"#ar$ These #uttons wor! as togg"e switchesI one c"ic! adds the chec! mar!% another c"ic! remo'es it$ /$ When you ha'e comp"eted your changes to the current too"#ar% c"ic! outside the #utton "ist to c"ose it$

The Word too"#ars pro'ide fast access to the commands you need most often$ )uttons e9ist for a"" the commands that are a'ai"a#"e on the Word menu system$

0"iting Word
When you ha'e comp"eted your initia" sur'ey of the Word app"ication window or whene'er you ha'e comp"eted your wor! in the program% you wi"" want to e9it the software$ More than one way e9ists to c"ose the Word window% which is the same as e9iting the program$ 2ou can e9it Word #y se"ecting the 3i"e menu and then .9it$ Or you can c"ose Word with one c"ic! of the mouse #y c"ic!ing the Word C"ose 4X6 #utton in the upper-right corner of the app"ication window$ When you c"ose Word% you might #e prompted to sa'e any wor! that you ha'e done in the app"ication window$ If you were Fust e9perimenting as you read through this "esson% you can c"ic! No$ The current document wi"" not #e sa'ed% and the Word app"ication window c"oses$ *"" the ins and outs of sa'ing your documents are co'ered in 1esson /% NWor!ing with Documents$N

Chapter 2. Working with

ocuments

In this "esson% you "earn how to start a new document and enter te9t$ 2ou a"so "earn how to ta!e ad'antage of Word document temp"ates and Word document wi&ards$

Starting a 1e) Document

When you choose to start a new document in Word% you can ta!e three routes$ 2ou can

Create a #"an! new document using Word,s defau"t temp"ate$ Create a document using one of Word,s many other temp"ates or a custom one you created yourse"f$

Create a document using one of the Word wi&ards% such as the 3a9 or .n'e"ope Wi&ard$ Create a document #ased on an e9isting documentI using this method you are essentia""y opening a copy of an e9isting document% and you can then sa'e it using a new fi"ename$

Temp"ates and wi&ards a""ow you to create more comp"e9 documents such as news"etters or We# sites$ When you want to create a simp"e document% your #est #et is to open a new #"an! document$

Temp"ate * #"ueprint for a document that may a"ready contain certain formatting options and te9t$ Wi&ard * feature that guides you step #y step through a particu"ar process in Word% such as creating a new document When you create a new document from scratch% you are actua""y using a temp"ateRthe )"an! Document temp"ate$ Documents #ased on the )"an! Document temp"ate do not contain any premade te9t 4as some of the other temp"ates do6% and the formatting contained in the document ref"ects Word,s defau"t settings for margins% fonts% and other document attri#utes 4inc"uding any you customi&ed specifica""y to your needs or preferences6$ To find more information on defau"t Word settings in'o"'ing font and document attri#utes% see 1esson @% NChanging >ow Te9t 1oo!s%N and 1esson H% NWor!ing with Margins% :ages% and 1ine Spacing%N respecti'e"y6$ *s co'ered in 1esson 7% Word automatica""y opens a new #"an! document for you when you open the Word app"ication window$ 2ou can a"so open a new document when you are a"ready wor!ing in Word$ To open a new document% fo""ow these steps7$ Se"ect 3i"e% New$ The New Document tas! pane opens on the right side of your screen$ The tas! pane ma!es it easy for you to uic!"y create a new #"an! document% =M1 document 4a document in the e=tensi#"e Mar!up 1anguage6% We# page% or .mai"$ 3or our purposes% "et,s "oo! at a'ai"a#"e temp"ates- under Other temp"ates% se"ect On My Computer$ Word opens the Temp"ates dia"og #o9 with a range of temp"ates from which to choose 4see 3igure /$76$

i!ure 2.1. When you choose ,e$ on the ile )enu0 the tas# pane opens and you can choose to open te)plates on your co)puter.

7$ Ma!e sure that the +enera" ta# is se"ected in the Temp"ates dia"og #o9% and then dou#"e-c"ic! the Word )"an! Document icon$ * new document appears in the Word app"ication window$ *"though the steps shown here are designed for you to create a new #"an! document% you cou"d ha'e chosen any of the temp"ates a'ai"a#"e in the Temp"ates dia"og #o9 to create a new document$ The fastest way to create a new #"an! document is to c"ic! the New )"an! Document icon on the Word Standard too"#ar$

What >appened to My :re'ious DocumentG If you were a"ready wor!ing on a document% the new document wi""% in effect% open on top of the document you were pre'ious"y wor!ing on$ 2ou can get #ac! to the pre'ious document #y c"ic!ing the appropriate"y named document icon on the Windows tas!#ar 4if you ha'en,t yet named the first document% it might appear as Document7 on the tas!#ar6$ 2ou can a"so se"ect the Windows menu to see a "ist of current"y opened documents$ C"ic! any document in the "ist to switch to it$ Mu"tip"e Document Icons *re +rouped When you open a num#er of Word documents that e9ceed the num#er of sing"e #uttons that can #e shown on the Windows Tas!#ar 4which depends on your screen reso"ution6% the document #uttons are grouped under one Microsoft Word icon on the Tas!#ar$ C"ic! the sing"e Word icon and a "ist of the current"y open documents appears$ *s you c"ose documents% the open documents remain

grouped under the one icon unti" you c"ose a"" #ut one of the documents 4or a"" the documents #y right-c"ic!ing on the Word icon and then se"ecting C"ose +roup6$

+sin! Document (emplates

2ou don,t ha'e to #ase your new documents on a #"an! temp"ate$ Instead% you can ta!e ad'antage of one of the specia" document temp"ates that Word pro'ides$ These temp"ates ma!e it easy for you to create e'erything from memos to news"etters$ Temp"ates contain specia" te9t and document attri#utesI therefore% the "oo! and "ayout of the document you create using a temp"ate are predetermined #y the options contained in the temp"ate$ This can inc"ude margins% fonts% graphics% and other document "ayout attri#utes$ To #ase a new document on a Word temp"ate% fo""ow these steps7$ Se"ect the 3i"e menu% and then c"ic! New$ The tas! pane opens in your current document window$ /$ Se'era" temp"ates such as the )"an! Document% We# :age% and =M1 Document temp"ates% appear at the top of the New Document tas! pane$ 2ou can se"ect any of these temp"ates$ Or you can use the Search #o9 under Temp"ates on Microsoft$com to search for on"ine temp"ates that Microsoft stores on the Office We# site$ 2ou can a"so se"ect temp"ates on your computer or temp"ates he"d on other We# sites$ To create a new memo from a temp"ate stored on your computer% c"ic! the On My Computer "in! under the Other Temp"ates heading$ ($ In the Temp"ates dia"og #o9 that appears% choose the Memos ta# 4see 3igure /$/6$ Se"ect your fa'orite sty"e of memo and c"ic! OJ 4or dou#"e-c"ic! the icon of choice6$

/.

i!ure 2.2. The docu)ent cate!ory tabs in the Te)plates dialo! bocontain te)plates for different docu)ent types.

7$ The new document #ased on the temp"ate appears as shown in 3igure /$($

i!ure 2.3. The ne$ docu)ent contains predeter)ined te-t and for)attin! attributes deri&ed fro) the te)plate.

Most new documents #ased on temp"ates a"ready contain te9t% such as headings% and a 'ariety of document "ayouts and te9t attri#utes% such as a particu"ar font$ 3or e9amp"e% the document #ased on the Contemporary Memo temp"ate a"ready contains the "ayout for a memo% and it automatica""y enters the current date in the memo for you$ 2ou can easi"y enter te9t into the document using the C"ic! >ere and Type #o9es that are p"aced in the document$ Kust c"ic! anywhere on the #rac!eted #o9es pro'ided and type the te9t you want to enter$ Many temp"ates 4the Contemporary Memo temp"ate% for e9amp"e6 contain te9t that gi'es you ad'ice on how to use the temp"ate$ *ny of this e9p"anatory te9t can #e se"ected and remo'ed or rep"aced with your own te9t 4for more a#out se"ecting and editing te9t% see 1esson (% N.diting DocumentsN6$

+sin! Word Wi3ards

If you find that you wou"d "i!e e'en more he"p as you create a new document% you can use any of a num#er of Word document wi&ards$ These wi&ards actua""y wa"! you through the document creation process% and in many cases% they ma!e sure that you enter the appropriate te9t in the proper p"ace in the new document$ The wi&ards are found on the same ta#s that housed the temp"ates "ocated in the Temp"ates dia"og #o9 4reached through the tas! pane6$ The wi&ards can #e differentiated from standard temp"ates #y a sma"" wi&ard,s wand that appears o'er the top right-hand corner of a temp"ate,s icon$ To create a new document using one of the wi&ards% fo""ow these steps7$ Se"ect the 3i"e menu% and then c"ic! New to open the New Document tas! pane$ /$ Under the Other Temp"ates heading% se"ect the On My Computer "in!$ In the Temp"ates dia"og #o9 that appears% choose the new document ta# of your choice 4on"y the 1ega" :"eadings% 1etterhead S 3a9es% Memos% and other Documents ta#s pro'ide wi&ards6$ ($ To start the document creation process using the wi&ard% dou#"e-c"ic! the appropriate wi&ard icon 4for e9amp"e% the Memo Wi&ard on the Memos ta#6$ When you dou#"e-c"ic! the wi&ard icon% the wi&ard dia"og #o9 opens with an introductory screen and out"ines the document creation process for the type of document you want to create$ 3or e9amp"e% the Memo Wi&ard shown in 3igure /$B detai"s the memo creation process on the "eft side of the wi&ard dia"og #o9$ 3igure /$B$ The 'arious document wi&ards% such as the Memo Wi&ard% out"ine the new creation process and then wa"! you through the steps of creating the document

If you find that you need he"p as you wor! with a wi&ard% you can c"ic! the Office *ssistant #utton on the wi&ard dia"og #o9$ The Office *ssistant% which appears as an animated paper c"ip #y defau"t% appears with conte9t-sensiti'e he"p re"ated to the wi&ard screen on which you are current"y wor!ing$ If the #utton is not a'ai"a#"e% cance" the wi&ard% se"ect the >e"p menu% and then Show the Office *ssistantI then repeat the steps necessary to open the particu"ar document wi&ard$ To mo'e to the ne9t step in the document creation process% c"ic! the Ne9t #utton at the #ottom of the wi&ard screen$ The 'arious document wi&ards wa"! you through the entire document creation process$ *fter comp"eting the steps for document creation% c"ic! the 3inish #utton to c"ose the wi&ard$ * new document appears in the Word window #ased on the choices you made as you wor!ed with the wi&ard$ 3igure /$@ shows a new document created using the Memo Wi&ard$

i!ure 2.%. The Me)o Wi7ard pro)pts you to input the appropriate infor)ation for a )e)o and pro&ides the for)attin! for the ne$ docu)ent.

The wi&ards you use 'ary in "oo! and fee"% depending on the type of document you are trying to create$ 3or e9amp"e% the Resume Wi&ard produces a decided"y different product than the .n'e"ope Wi&ard does$ * good ru"e to fo""ow is to read each wi&ard screen carefu""y$ Remem#er that you can a"ways #ac! up a step #y c"ic!ing the )ac! #utton if you find that you,'e made an inappropriate choice 4or you can c"ose the unwanted document and start o'er6$

Creatin! a Ne" Document )rom an *%istin! Document

* new option that Word pro'ides is the a#i"ity to uic!"y create a copy of an e9isting document$ This a""ows you to open the e9isting document #ut ha'e Word treat it as a new document without a fi"ename$ 2ou can then edit the te9t and other items in the document as needed$ To create a new document from an e9isting document% c"ic! 3i"e% then New$ The New Document tas! pane opens$ Se"ect the 3rom .9isting Document "in! under the New heading$ The New from .9isting Document dia"og #o9 opens 4see 3igure /$56$

i!ure 2.8. The ,e$ fro) E-istin! Docu)ent dialo! bo- allo$s you to create a ne$ docu)ent fro) an e-istin! one.

Use the 1oo! In drop-down #o9 to specify the dri'e where the fi"e is "ocated$ Then dou#"e-c"ic! to open the appropriate fo"der$ Se"ect the fi"e and then c"ic! Create New in the #ottom right of the dia"og #o9$ * new document wi"" open% which is a copy of the document you specified in the New from .9isting Document dia"og #o9$ *fter ma!ing changes to the new document% you wi"" want to sa'e it under a new document name$ The ne9t section discusses sa'ing a new document$

Sa#ing a Document
Whether you create your new document using the )"an! Document temp"ate% a Word temp"ate% a document wi&ard% or from an e9isting document% at some point you wi"" want to sa'e the new document$ Sa'ing your wor! is one of the most important aspects of wor!ing with any software app"ication$ If you don,t sa'e your Word documents% you cou"d "ose them Sa'e and Sa'e Often 2ou don,t want to "ose your 'a"ua#"e documents as you create them in Word$ :ower fai"ures% an accidenta""y !ic!ed-out power cord% or your computer "oc!ing up as you wor! can a"" "ead to "ost wor!$ If you are rea""y a#sent-minded a#out periodica""y sa'ing your wor!% use the *utoSa'e feature$ Se"ect the Too"s menu% then Options$ C"ic! the Sa'e ta# on the dia"og #o9$ Ma!e sure the Sa'e *utoReco'er Info .'ery chec! #o9 is se"ected$ Use the minutes #o9 to set the time inter'a" #etween autosa'es$ This feature doesn,t rep"ace periodica""y sa'ing your document using the Sa'e

command% #ut it wi"" he"p you reco'er more of your document if there is a pro#"em such as a power fai"ure$ I suggest setting *utoReco'er to 70 or 7@ minutes

To sa'e a document% fo""ow these steps 7$ C"ic! the Sa'e #utton on the Word too"#ar% or se"ect the 3i"e menu and then Sa'e$ The first time you sa'e your new document% the Sa'e *s dia"og #o9 appears$ /$ Type a fi"ename into the 3i"e Name #o9$ If you want to sa'e the fi"e in a format other than a Word document 4$doc6% such as a te9t fi"e 4$t9t6% c"ic! the Sa'e *s Type drop-down arrow and se"ect a different fi"e type$ ($ To sa'e the fi"e to a different "ocation 4the defau"t "ocation is My Documents6% c"ic! the Sa'e In drop-down arrow$ *fter you se"ect a particu"ar dri'e% a"" the fo"ders on that dri'e appear$ B$ Dou#"e-c"ic! the desired fo"der in the Sa'e In #o9 to open that fo"der$ @$ *fter you ha'e specified a name and a "ocation for your new document% se"ect the Sa'e #utton to sa'e the fi"e$ Word then returns you to the document window$ *s you edit and enhance your new document% you shou"d ma!e a ha#it of fre uent"y sa'ing any changes that you ma!e$ To sa'e changes to a document that has a"ready #een sa'ed under a fi"ename% Fust c"ic! the Sa'e #utton$ If you wou"d "i!e to !eep a #ac!up of a document 4the 'ersion as it appeared the "ast time you sa'ed it6 each time you sa'e changes to it% you need to set the #ac!up option$ 7$ C"ic! the Too"s command on the too"#ar% and then se"ect Options$ /$ In the Options dia"og #o9% c"ic! the Sa'e ta# and then the *"ways Create )ac!up Copy chec! #o9$ C"ic! OJ to return to the document$ ($ Name your fi"e and sa'e it for the first time to an appropriate "ocation such as My Documents or another fo"der on your computer or your networ!$ Now% when you use the Sa'e command to sa'e changes you,'e made to the document% a #ac!up copy of the fi"e 4with the e9tension $w#!6 is a"so sa'ed$ This #ac!up copy is the pre'ious 'ersion of the document #efore you made the changes$ .ach su#se uent sa'ing of the document rep"aces the #ac!up fi"e with the pre'ious 'ersion of the document$ Occasiona""y% rather than using the #ac!up option% you might want to sa'e the current document under a new fi"ename or dri'e "ocation$ 2ou can do this using the Sa'e *s command$ To sa'e your document with a new fi"ename% fo""ow these steps7$ Se"ect 3i"e% Sa'e *s$

/$ In the Sa'e *s dia"og #o9% type the new fi"ename into the 3i"e Name #o9 4ma!e sure that you are sa'ing the document in the desired path6$ ($ C"ic! Sa'e$ The fi"e is sa'ed under the new name

/ osing a Document
When you ha'e finished wor!ing with a document% you need to sa'e your changes and then c"ose the document$ To c"ose a document% se"ect the 3i"e menu and then se"ect C"ose$ 2ou can a"so c"ose a document #y c"ic!ing the C"ose 4X6 #utton on the right side of the document window$ If you are wor!ing with mu"tip"e documents% c"osing one of the documents does not c"ose the Word app"ication$ If you want to comp"ete"y end your Word session% se"ect the 3i"e menu% and then se"ect .9it$ )efore c"osing a document% Word chec!s to see whether it has changed since it was "ast sa'ed$ If it has% Word as!s whether you want to sa'e these changes #efore c"osing$ If you don,t want to "ose any recent changes% c"ic! 2es to sa'e the document$

Opening a Document
Opening an e9isting document is a straightforward process$ 2ou wi"" find that the Open dia"og #o9 shares many of the attri#utes that you saw in the Sa'e *s dia"og #o9$ To open an e9isting Word fi"e% fo""ow these steps 7$ Se"ect the 3i"e menu% and then Open 4or c"ic! the Open #utton on the Standard too"#ar6$ The Open dia"og #o9 appears$ /$ )y defau"t% Word #egins showing the fi"es and fo"ders in your My Documents fo"der$ If the document you need is "ocated e"sewhere on your computer% c"ic! the 1oo! In drop-down arrow to se"ect the dri'e on which the fi"e is "ocated% and na'igate to the fo"der containing the document you need$ ($ To open the fi"e% c"ic! the fi"e% and then c"ic! the Open #utton 4you can a"so dou#"e-c"ic! the fi"e6$ The fi"e appears in a Word document window$ If you are wor!ing with te9t fi"es or documents that ha'e #een sa'ed in a format other than the Word document format 4$doc6% you must se"ect the fi"e type in the 3i"es of Type drop-down #o9 to see them$

&dding or Rep acing *e"t and Mo#ing in the Document

*fter you ha'e comp"eted a draft of your document% you wi"" find yourse"f in a situation where you want to add and de"ete te9t in the document as you edit your wor!$ Word ma!es it 'ery easy for you to add new te9t and de"ete te9t that you don,t want$ 2ou a"so wi"" find that% whether you use the mouse or the !ey#oard to mo'e around in your

document as you edit% Word offers a num#er of specia" !eystro!es and other tric!s that ma!e mo'ing within the document a #ree&e$ The primary too" for p"acing the insertion point into a document that a"ready contains te9t using the mouse is the I-#eam$ It "oo!s "i!e an uppercase NI$N :"ace it anywhere in the document and c"ic! the "eft mouse #utton$ This p"aces the insertion point in the document at the I-#eam,s current position$ I-#eam This is the shape that the mouse pointer ta!es when you p"ace it o'er any te9t in a Word document$ Use it to p"ace the insertion point at a particu"ar position in a document$

Addin! Ne" (e%t

2ou actua""y ha'e two possi#i"ities for adding te9t to the document- insert and typeo'er$ To insert te9t into the document and adFust the position of the e9isting te9t% p"ace the I#eam where you want to insert the new te9t$ C"ic! the mouse to p"ace the insertion point at the chosen position$ Ma!e sure that the O;R indicator on the Status #ar near the #ottom of the screen is not acti'e 4it wi"" #e gray rather than #o"ded6$ This means that you are in the insert mode$ Insert Mode The defau"t te9t mode in Word$ New te9t is added at the insertion point and e9isting te9t is pushed forward in the document so that it remains as part of the document$ Type your new te9t$ It is added at the insertion point% and e9isting te9t 4the te9t to the right of the inserted te9t6 is pushed forward in the document$

'eplacin! (e%t "ith ( peover

If you want to add new te9t to a document and simu"taneous"y de"ete te9t to the right of the insertion point% use the mouse to p"ace the insertion point where you want to start typing o'er the e9isting te9t$ :ress the Insert !ey on the !ey#oard and add your new te9t$ The added te9t types o'er the e9isting te9t% de"eting it 4see 3igure ($76$ When you switch to Typeo'er mode using the Insert !ey% the Word status #ar disp"ays the message O;R$ This means that you are current"y in Typeo'er mode$

i!ure 3.1. When you are in Typeo&er )ode0 e-istin! te-t is o&er$ritten by the ne$ te-t.

Typeo'er Mode :ress the Insert !ey to enter this modeI new te9t is added at the insertion point and types o'er the e9isting te9t% de"eting it$ If you want to return to Insert mode% press the Insert !ey again 4it togg"es Word #etween the Insert and Typeo'er modes6 and the O;R message on the status #ar is dimmed 4you can a"so dou#"e-c"ic! O;R on the status #ar to togg"e this feature on and off6$

Movin! Around the Document

Whether you are a mouse aficionado or prefer to stic! c"ose to your !ey#oard% Word pro'ides se'era" shortcuts and too"s for mo'ing around a document that you are trying to edit$ When you use the mouse% you can mo'e to a different position on the current page #y using the I-#eam$ 2ou a"so can use the mouse to mo'e through your document using the 'ertica" and hori&onta" scro""#ars$ 3or e9amp"e% c"ic!ing the up scro"" arrow on the 'ertica" scro""#ar mo'es you up through the document$ C"ic!ing the down scro"" arrow mo'es you down through the document$ If you want to uic!"y mo'e to a particu"ar page in the document% you can drag the scro"" #o9 to a particu"ar p"ace on the 'ertica" scro""#ar$ *s soon as you c"ic! on the scro"" #o9% a page indicator #o9 appears that you can use to !eep trac! of what page you are on as you drag the scro"" #o9 up or down on the 'ertica" scro""#ar$ The 'ertica" scro""#ar a"so pro'ides :re'ious :age and Ne9t :age #uttons 4the dou#"e-up arrow and dou#"e-down arrow #uttons on the #ottom of the scro""#ar6 that can #e used to mo'e to the pre'ious page and ne9t page% respecti'e"y$ Use the mouse to c"ic! the appropriate #utton to mo'e in the direction that you want to go in your document$ The hori&onta" scro""#ar operates much the same as the 'ertica" scro""#arI howe'er% it offers the capa#i"ity to scro"" on"y to the "eft and the right of a document page$ This is particu"ar"y usefu" when you ha'e &oomed in on a document and want to scrutini&e an area of the page in great detai"$ 2ou shou"d #e aware that c"ic!ing the mouse on the 'ertica" scro""#ar to change your position in a document a""ows you to 'iew a different portion of a page or a different part of the documentI howe'er% it does not mo'e the insertion point to that position on the page$ To actua""y p"ace the insertion point% you must mo'e to a specific p"ace or position in the document% and then c"ic! the mouse I-#eam where you want to p"ace the insertion point$ When you,re typing or editing te9t% you might find that the fastest way to mo'e through the document is with the he"p of the !ey#oard shortcuts shown in Ta#"e ($7$ Jeeping

your hands on the !ey#oard% rather than reaching out for the mouse% can #e a more efficient way to mo'e in a document whi"e you compose or edit Scro"" Ouic!"y with a Whee" Mouse 2ou might want to purchase a whee" mouse% such as Microsoft,s Inte""iMouse% which pro'ides a ro""ing de'ice on the top of the mouse 4#etween the c"ic! #uttons6$ With your finger on the whee" de'ice% you can "itera""y Nro""N the 'ertica" scro""#ar through the document at the pace of your choiceRrapid"y or s"ow"y$

Table 3.1. *sin! the 9eyboard to Mo&e Throu!h the

4e Combination >ome .nd Ctr"QRight arrow Ctr"Q1eft arrow Ctr"QUp arrow Ctr"QDown arrow :gUp :gDn Ctr"Q:gUp Ctr"Q:gDn Ctr"Q>ome Ctr"Q.nd Movement Mo'e to the #eginning of a "ine Mo'e to the end of a "ine Mo'e one word to the right Mo'e one word to the "eft Mo'e to the pre'ious paragraph Mo'e to the ne9t paragraph Mo'e up one window Mo'e down one window Mo'e up one page Mo'e down one page Mo'e to the top of a document document

Se ecting *e"t
>a'ing a good hand"e on the different methods for se"ecting te9t in a document ma!es it easy for you to ta!e ad'antage of many features% inc"uding de"eting% mo'ing% and formatting te9t$ 2ou can se"ect te9t with either the mouse or the !ey#oard$ )oth methods ha'e their own ad'antages and disad'antages as you wor! on your documents

Selectin! (e%t "ith the Mouse

The mouse is an e9ce""ent too" for se"ecting te9t in your document during the editing process$ 2ou can dou#"e-c"ic! a word to se"ect it and a"so use different num#ers of mouse c"ic!s 4 uic!"y pressing the "eft mouse #utton6 or the mouse in com#ination with the Shift !ey to se"ect sentences% paragraphs% or other #"oc!s of te9t$ 2ou a"so can ho"d the "eft mouse #utton down and drag it across a #"oc! of te9t that you want to se"ect$ >ow you use the mouse to se"ect the te9t depends on whether the mouse pointer is in the document itse"f or a"ong the "eft side of the document in the se"ection #ar$ The se"ection #ar is the white space on the "eft edge of your document window% Fust in front of your te9t paragraphs$ When you p"ace the mouse in the se"ection #ar% the mouse pointer #ecomes an arrow 4in contrast to p"acing the mouse in the document where the pointer appears as an I-#eam6$ Se"ecting te9t "ines and paragraphs from the se"ection #ar ma!es it easy for you to uic!"y se"ect either a sing"e "ine or the entire document$ Ta#"e ($/ shows you how to se"ect different te9t items using the mouse$ 3igure ($/ shows the mouse pointer in the se"ection #ar with a se"ected sentence$

i!ure 3.2. 1lace the )ouse pointer in the selection bar to .uic#ly select a line0 a para!raph0 or other te-t bloc#.

(e%t Selection Se"ects the word Se"ects te9t #"oc! Dou#"e-c"ic! a word C"ic! and drag or

Mouse Action

C"ic! at #eginning of te9t% and then ho"d down the Shift !ey and c"ic! at the end of te9t #"oc! Se"ects "ine Se"ects mu"tip"e "ines Se"ects the sentence C"ic! in se"ection #ar ne9t to "ine C"ic! in se"ection #ar and drag down through mu"tip"e "ines

>o"d Ctr" and c"ic! a sentence

(e%t Selection Se"ects paragraph

Mouse Action Dou#"e-c"ic! in se"ection #ar ne9t to paragraph or Trip"e-c"ic! in the paragraph

Se"ects entire document

>o"d down Ctr" and c"ic! in se"ection #ar

2ou wi"" find these mouse manipu"ations are particu"ar"y usefu" when you are editing the document$ Se"ected te9t can #e uic!"y de"eted% mo'ed% or copied$

Selectin! (e%t "ith the 4e board

2ou can a"so se"ect te9t using on"y the !ey#oard$ :ress the 3E function !ey to turn on the e9tend 4or se"ect6 featureI the .=T indicator #ecomes acti'e on the Word status #ar as soon as you press one of the arrow !eys on the !ey#oard 4meaning it is no "onger NgrayedN out6$ To se"ect te9t using the e9tend feature% use the arrow !eys to mo'e o'er and high"ight characters% words% or sentences you want to se"ect$ 2ou can uic!"y se"ect entire words #y p"acing the insertion point at the #eginning of a word% pressing 3E and then pressing the space#ar$ To se"ect an entire sentence% turn on the e9tend feature% and then press the period 4$6 !ey$ 2ou can se"ect entire paragraphs using this method #y pressing the .nter !ey$ To turn off the e9tend feature% press the .sc !ey$ 3ina""y% you can se"ect te9t #y pressing on"y the 3E function !ey$ :ress 3E once to turn on the se"ect feature where you want it% press it twice to se"ect a word% three times to high"ight an entire sentence% four times to se"ect a paragraph% and fi'e times to se"ect your entire document$

De eting2 /op(ing2 and Mo#ing *e"t

*nother important aspect of editing is #eing a#"e to de"ete% mo'e% or copy te9t in your document$ .ach of these tas!s can #e easi"y accomp"ished in Word and uses the mouse or the !ey#oard to se"ect the te9t that you want to de"ete% mo'e% or copy$ Then% it,s Fust a matter of in'o!ing the correct command to de"ete% mo'e% or copy the se"ected te9t$

Deletin! (e%t
De"eting te9t can #e accomp"ished in more than one way$ The simp"est way to remo'e characters as you type is with the )ac!space !ey or the De"ete !ey$ If no te9t is se"ected% these !eys wor! "i!e this

De"eteR De"etes the character to the right of the insertion point$ )ac!spaceR De"etes the character to the "eft of the insertion point$

2ou wi"" pro#a#"y find% howe'er% that when you de"ete te9t you want to remo'e more than Fust one character% so use the !ey#oard or the mouse to se"ect the te9t you want to de"ete$ *fter the te9t is se"ected% press the De"ete !ey$ The te9t is then remo'ed from the document$ 2ou can a"so de"ete te9t and rep"ace it with new te9t in one step$ *fter the te9t is se"ected% type the new te9t$ It rep"aces the entire e9isting% se"ected te9t$ De"ete and Cut *re Different When you want to erase a te9t #"oc! fore'er% use the De"ete !ey$ When you want to remo'e te9t from a particu"ar p"ace in the document #ut want to ha'e access to it again to p"ace it somewhere e"se% use the Cut command on the .dit menu$ When you cut an item% it is automatica""y p"aced on the Office C"ip#oard$ These steps are co'ered "ater in this "esson$

Cop in!. Cuttin!. and Pastin! (e%t

Copying or cutting te9t and then pasting the copied or cut item to a new "ocation is 'ery straightforward$ *"" you ha'e to do is se"ect the te9t as we discussed ear"ier in this "esson and then in'o!e the appropriate commands$ Use the fo""owing steps to copy and paste te9t in your document7$ Using the mouse or the !ey#oard% se"ect the te9t that you want to copy$ /$ Se"ect the .dit menu% and then se"ect Copy% or press Ctr"QC to copy the te9t$ ($ :"ace the insertion point in the document where you want to p"ace a copy of the copied te9t$ B$ Se"ect the .dit menu and then se"ect :aste% or press Ctr"Q;$ * copy of the te9t is inserted at the insertion point$ *fter you paste your se"ected te9t% the :aste Smart Tag icon appears Fust #e"ow the te9t that you ha'e pasted$ When you c"ic! this icon% it pro'ides a shortcut menu that a""ows you to !eep the formatting that was app"ied to the source te9t that you copied% match the formatting supp"ied #y the destination for the te9t 4the paragraph you are p"acing the te9t in6% or Fust paste the te9t into the new "ocation with no formatting at a"" 4which means it wi"" assume the formatting that is pro'ided at the current "ocation6$ 3igure ($( shows the :aste Smart Tag pro'ided for pasted te9t$

i!ure 3.3. The 1aste +)art Ta! allo$s you to choose ho$ the te-t is pasted into the ne$ location.

What *re Smart TagsG Smart Tags are shortcuts that are assigned to particu"ar types of information in a Word document$ 3or e9amp"e% you wi"" see that peop"e,s names are "a#e"ed with a smart tag 4a purp"e dotted "ine #e"ow the te9t6 that ma!es it easy to add a person to your Out"oo! Contact fo"der$ Te9t that has #een pasted to a new "ocation is a"so f"agged with a smart tag that ma!es it easy to format the pasted te9t$ Cutting te9t from the document and then pasting it to a new "ocation is e'ery #it as straightforward as using copy and paste$ Se"ect the te9t% and then press Ctr"Q= or c"ic! the Cut #utton on the Standard too"#ar$ C"ic! the I-#eam to p"ace the insertion point on the document% and then you can use Ctr"Q; or the :aste #utton on the Standard too"#ar to p"ace the te9t in a new "ocation$ * :aste Smart Tag wi"" appear #e"ow the pasted te9t as shown in 3igure ($($

+sin! the Office Clipboard to Cop and Move Multiple Items

The Office C"ip#oard feature now resides in the tas! pane of your Office app"ication windows as discussed in 1esson (% NUsing the Office Tas! :ane%N which is found in :art I of this #oo!$ If you want to copy or cut more than one item and then #e a#"e to paste them into different p"aces in the document% you must use the Office C"ip#oard$ 3o""ow these steps7$ To open the C"ip#oard tas! pane% se"ect the .dit menu and se"ect Office C"ip#oard$ The C"ip#oard appears in the tas! pane$ /$ *s shown in 3igure ($B% se"ect and copy each item to the C"ip#oard$

3.

i!ure 3./. The 3lipboard can hold up to 2/ separate ite)s.

7$ *fter you ha'e copied your items onto the C"ip#oard% p"ace the insertion point where you want the first item to #e pasted$ Then% return to the C"ip#oard and with the mouse% point to your first item and c"ic!I Word automatica""y inserts the item into the document$ /$ Repeat step ( as needed to paste other items from the C"ip#oard into your document$

If you want to cut and paste 4or mo'e6 mu"tip"e items% you must use the Office C"ip#oard$ 3o""ow these steps7$ To open the C"ip#oard% se"ect the .dit menu and se"ect C"ip#oard$ The C"ip#oard appears in the tas! pane$ /$ Se"ect and cut each item to the C"ip#oard$ ($ *fter you ha'e your cut items on the C"ip#oard% p"ace the insertion point where you want the first item to #e pasted$ Then% return to the C"ip#oard and with the mouse% point to your first item and c"ic!I it wi"" automatica""y #e inserted into the document$ B$ Repeat step ( as needed to paste other items from the C"ip#oard into your document$

De eting2 /op(ing2 and Mo#ing *e"t

*nother important aspect of editing is #eing a#"e to de"ete% mo'e% or copy te9t in your document$ .ach of these tas!s can #e easi"y accomp"ished in Word and uses the mouse or the !ey#oard to se"ect the te9t that you want to de"ete% mo'e% or copy$ Then% it,s Fust a matter of in'o!ing the correct command to de"ete% mo'e% or copy the se"ected te9t$

Deletin! (e%t
De"eting te9t can #e accomp"ished in more than one way$ The simp"est way to remo'e characters as you type is with the )ac!space !ey or the De"ete !ey$ If no te9t is se"ected% these !eys wor! "i!e this

De"eteR De"etes the character to the right of the insertion point$ )ac!spaceR De"etes the character to the "eft of the insertion point$

2ou wi"" pro#a#"y find% howe'er% that when you de"ete te9t you want to remo'e more than Fust one character% so use the !ey#oard or the mouse to se"ect the te9t you want to de"ete$ *fter the te9t is se"ected% press the De"ete !ey$ The te9t is then remo'ed from the document$ 2ou can a"so de"ete te9t and rep"ace it with new te9t in one step$ *fter the te9t is se"ected% type the new te9t$ It rep"aces the entire e9isting% se"ected te9t$ De"ete and Cut *re Different When you want to erase a te9t #"oc! fore'er% use the De"ete !ey$ When you want to remo'e te9t from a particu"ar p"ace in the document #ut want to ha'e access to it again to p"ace it somewhere e"se% use the Cut command on the .dit menu$ When you cut an item% it is automatica""y p"aced on the Office C"ip#oard$ These steps are co'ered "ater in this "esson$

Cop in!. Cuttin!. and Pastin! (e%t

Copying or cutting te9t and then pasting the copied or cut item to a new "ocation is 'ery straightforward$ *"" you ha'e to do is se"ect the te9t as we discussed ear"ier in this "esson and then in'o!e the appropriate commands$ Use the fo""owing steps to copy and paste te9t in your document7$ Using the mouse or the !ey#oard% se"ect the te9t that you want to copy$ /$ Se"ect the .dit menu% and then se"ect Copy% or press Ctr"QC to copy the te9t$ ($ :"ace the insertion point in the document where you want to p"ace a copy of the copied te9t$ B$ Se"ect the .dit menu and then se"ect :aste% or press Ctr"Q;$ * copy of the te9t is

/op(ing and Mo#ing *e"t ,et)een Documents

2ou can copy te9t easi"y #etween documents$ *"" you ha'e to do is open the appropriate documents and then use the methods a"ready discussed for copying or mo'ing te9t$ 2ou can e'en use drag and drop to mo'e information from one document to another$ To copy information from one document to another% fo""ow these steps7$ Open the document you want to copy information from and the one you want to copy that information to 4see 1esson /% NWor!ing with Documents%N for more information on opening documents6$ /$ Switch to the document that contains the te9t you want to copy #y c"ic!ing the document,s #utton on the Tas!#ar or se"ecting the Windows menu and then the name of the document$ ($ Se"ect the te9t you want to copy% se"ect the .dit menu% and then se"ect the Copy command$ B$ Using the instructions in step /% switch to the document into which you want to paste the te9t$ @$ Se"ect the .dit menu% and then se"ect :aste$ The te9t is pasted into your document$ 2ou can a"so use the preceding steps to mo'e te9t from one document to another #y su#stituting the Cut command for the Copy command$ 2ou can a"so use drag and drop to mo'e te9t from one document to another$ Wor!ing with mu"tip"e document windows can #e tric!y$ 2ou pro#a#"y won,t want to ha'e more than two documents open if you want to use drag and drop% #ecause you won,t ha'e enough space in the Word wor!space to scro""

through the documents and find the te9t you want to mo'e or the fina" resting p"ace for the te9t in the other document$ To 'iew mu"tip"e document windows 4a"" the documents you current"y ha'e open6% se"ect the Window menu and then se"ect *rrange *""$ .ach document is p"aced in a separate window in the Word wor!space$ The windows might #e sma"" if you ha'e se'era" documents open$ 1ocate the te9t you want to mo'e and se"ect it$ Drag it from the current document window to the document window and position where you want to p"ace it$ 2ou can a"so use the preceding steps to mo'e te9t from one document to another #y su#stituting the Cut command for the Copy command$ 2ou can a"so use drag and drop to mo'e te9t from one document to another$ Wor!ing with mu"tip"e document windows can #e tric!y$ 2ou pro#a#"y won,t want to ha'e more than two documents open if you want to use drag and drop% #ecause you won,t ha'e enough space in the Word wor!space to scro"" through the documents and find the te9t you want to mo'e or the fina" resting p"ace for the te9t in the other document$ To 'iew mu"tip"e document windows 4a"" the documents you current"y ha'e open6% se"ect the Window menu and then se"ect *rrange *""$ .ach document is p"aced in a separate window in the Word wor!space$ The windows might #e sma"" if you ha'e se'era" documents open$ 1ocate the te9t you want to mo'e and se"ect it$ Drag it from the current document window to the document window and position where you want to p"ace it$ Jeep 2our )usiness Documents Standard The standard point si&e for most #usiness documents is 7/ points% which is 7<5 of an inch ta""$ So% when se"ecting a new font% it,s genera""y a good idea to ma!e sure that you use 7/ points for documents such as #usiness "etters and memos$ 2ou can change the font or fonts used in a document whene'er you need to% and you can a"so manipu"ate the si&e of the characters and their attri#utes% inc"uding #o"d% under"ining% and ita"ic$ 2ou can se"ect a new font #efore you #egin typing your document% or you can se"ect te9t and change its fonts and te9t attri#utes at any time$

/hanging !ont &ttri+utes

The easiest way to change font attri#utes is through the use of the #uttons pro'ided on the Word 3ormatting too"#ar$ 3igure @$7 shows the Word 3ormatting too"#ar with some of the most common font attri#ute #uttons disp"ayed$ 3igure @$7$ The Word 3ormatting too"#ar gi'es you uic! access to contro" the font attri#utes in your documents

2ou can uic!"y change the font of se"ected te9t #y c"ic!ing the 3ont #o9 and se"ecting a new font from the "ist that appears$ Other attri#utes% such as #o"d% ita"ic% and under"ine% re uire that you se"ect the te9t and then c"ic! the appropriate #utton once to add that attri#ute to the te9t$ 3or e9amp"e% you might want to app"y specia" formatting to a heading so that it stands out from the rest of the te9t$ 2ou can do that #y adding #o"d to the te9t$ To add #o"d to te9t in a document% fo""ow these steps7$ Se"ect the word or other te9t to #e #o"d$ /$ C"ic! the )o"d #utton on the 3ormatting too"#ar$ The te9t appears in #o"d$ ($ C"ic! any other part of the document to dese"ect the te9t and 'iew the resu"ts of your formatting$ 2ou can use this same techni ue to under"ine and ita"ici&e te9t in your documents 2ou can a"so use the 'arious font #uttons to se"ect font attri#utes for the new te9t you type into a new document or insert into an e9isting document$ Se"ect the appropriate font attri#utes on the 3ormatting too"#ar% and then type the te9t$ To turn off a particu"ar attri#ute% such as #o"d or ita"ic% c"ic! the appropriate #utton a second time$ To change to a new font or si&e% use the appropriate drop-down #o9$ When you are typing in a document% you might find that se"ecting font attri#utes from the too"#ar actua""y s"ows you down #ecause you must remo'e one hand from the !ey#oard to use the mouse to ma!e your se"ection$ 2ou can a"so turn on or off a num#er of the formatting attri#utes using shortcut !eys on the !ey#oard$ Ta#"e @$7 shows some of the common !ey#oard shortcuts for formatting attri#utes$

Table %.1. ont Attribute +hortcut 9eys

Attribute )o"d Ctr"Q) Shortcut 4e s

Attribute Ita"ic Under"ine Dou#"e under"ine Su#script Superscript Ctr"QI Ctr"QU Ctr"QShiftQD

Shortcut 4e s

Ctr"Qe ua" sign 4T6 Ctr"QShiftQp"us sign 4Q6

To use any of the shortcut !ey com#inations% press the !eys shown simu"taneous"y to turn the attri#ute on% and then repeat the !ey se uence to turn the attri#ute off$ 3or e9amp"e% to turn on #o"d whi"e you are typing% press the Ctr" !ey and the ) !ey at the same time$ :ress these !eys again to turn the #o"d off$

Working in the !ont Dia og ,o"

*"though the 3ormatting too"#ar certain"y pro'ides the uic!est a'enue for contro""ing 'arious font attri#utes% such as the font and the font si&e% you can access se'era" more font attri#utes in the 3ont dia"og #o9$ The 3ont dia"og #o9 gi'es you contro" o'er common attri#utes% such as font% font si&e% #o"d% and so on% and it a"so pro'ides you with contro" o'er specia" font attri#utes% such as superscript% su#script% and stri!ethrough$ To open the 3ont dia"og #o9% c"ic! the 3ormat menu% and then se"ect 3ont$ The 3ont dia"og #o9 appears% 3igure @$/$ The 3ont dia"og #o9 pro'ides you with contro" o'er se'era" font attri#utes not found on the 3ormatting too"#ar$

*s you can see% the 3ont dia"og #o9 ena#"es you to choose from se'era" font attri#utes$ 2ou can contro" the font% the font sty"e% and other character attri#utes such as stri!ethrough% superscript% and shadow$

To change the font% c"ic! the 3ont drop-down #o9 and se"ect the new font #y name$ To change the font sty"e to ita"ic% #o"d% or #o"d ita"ic% ma!e the appropriate se"ection in the 3ont Sty"e #o9$ To change the si&e of the font% se"ect the appropriate si&e in the Si&e scro"" #o9$ 3or under"ining% c"ic! the Under"ine Sty"e drop-down #o9 and se"ect an under"ining sty"e$

To change the co"or of the font% c"ic! the 3ont Co"or drop-down #o9 and se"ect a new co"or$ To se"ect any specia" effects% such as stri!ethrough% superscript% or shadow% se"ect the appropriate chec! #o9 in the "ower ha"f of the dia"og #o9$

*s you ma!e the 'arious se"ections in the 3ont dia"og #o9% a samp"e of what the te9t wi"" "oo! "i!e appears in the :re'iew #o9 at the #ottom of the dia"og #o9$ *fter you ha'e made a"" your se"ections in the 3ont dia"og #o9% c"ic! OJ$

& igning *e"t

*nother important #asic attri#ute of the te9t in your documents is how that te9t is oriented on the page$ When you first start typing in a new document% a"" the te9t #egins at the "eft margin and mo'es to the right as you typeI this means the te9t is "eft-Fustified using the defau"t a"ign "eft feature$ 1eft-Fustified te9t is characteri&ed #y te9t that is straight or un'arying on the "eft margin #ut has a ragged right-edged margin$ Te9t that ser'es a specia" function in a document% such as a heading% wou"d pro#a#"y stand out #etter in the document if it is p"aced different"y than the rest of the te9t$ Word ma!es it easy for you to change the a"ignment of any te9t paragraph$ Se'era" a"ignment possi#i"ities are a'ai"a#"e

Ali!n $eftR "eft$ Ali!n 'i!htR "eft edge$

The defau"t margin p"acement for norma" te9t% a"igned on the Te9t is a"igned at the right margin and te9t "ines show a ragged

CenterR The te9t is centered #etween the "eft and right margins of the page 4with #oth margins ha'ing irregu"ar edges6$ 5ustif 6 The te9t is spaced irregu"ar"y across each "ine so that #oth the "eft and the right margins are straight edged and uniform 4often used in printed pu#"ications such as the dai"y newspapers6$

2ou can a"ign the te9t in your document to suit your particu"ar needs on a document page

The easiest way to change the a"ignment of te9t in the document is to use the a"ignment #uttons on the 3ormatting too"#ar$ *"so% a #utton e9ists in the :aragraph dia"og #o9 for each of the a"ignment possi#i"ities$ These Fustification #uttons can #e used to a"ign new te9t or se"ected te9t$ *gain% if you are typing new te9t with a particu"ar Fustification% your se"ected Fustification wi"" sti"" #e in force e'en after you press .nter$ 2ou must change the Fustification as needed$

!sing "orders and Colors

In this "esson% you "earn how to use #orders and co"ors to emphasi&e te9t in your documents$

&dding ,orders in Word

In 1esson @% NChanging >ow Te9t 1oo!s%N you "earned that you can use 'arious font attri#utes% such as font si&e% #o"d% ita"ic% and under"ine% to emphasi&e and otherwise denote certain te9t in your document$ 2ou a"so "earned that a"ignment% such as centering% can #e used to set off certain te9t "ines on a page$ Word pro'ides you with the capa#i"ity to add #orders to your te9t and e'en p"ace a shadow on the edge of a #order for greater emphasis$ 2ou can add #orders to te9t on a page or to an entire page$

Addin! 2orders to (e%t

* #order can #e p"aced around any te9t paragraph 4any "ine fo""owed #y a paragraph mar!6$ This means that one "ine of te9t or se'era" "ines of te9t can ha'e a #order p"aced around them$

Remem#er >ow Word ;iews a :aragraph Whene'er you type a "ine or se'era" "ines of te9t and then press .nter% you are p"acing an end-of-paragraph mar! at the end of the te9t$ Word 'iews any "ine or "ines fo""owed #y a paragraph mar! as a separate paragraph$ If you need to 'iew the paragraph mar!s in your document% c"ic! the Show<>ide #utton on the Word Standard too"#ar$ To p"ace a #order around a te9t paragraph% fo""ow these steps7$ :"ace the insertion point in the paragraph that you want to p"ace the #order around$ If you want to p"ace a #order around mu"tip"e paragraphs% se"ect a"" the paragraphs$ /$ Se"ect the 3ormat menu% and then )orders and Shading$ The )orders and Shading dia"og #o9 appears%$

1.

i!ure 8.1. The 4orders and +hadin! dialo! bo- enables you to place a border around your te-t.

7$ Ma!e sure the )orders ta# is se"ected on the dia"og #o9$ 2ou are pro'ided with se'era" settings for how the #order shou"d appear around the te9t$ /$ In the Setting area of the dia"og #o9% se"ect the type of #o9 you want around your te9tI choose )o9% Shadow% (-D% or Custom #y c"ic!ing the appropriate setting samp"e$ The Custom option ena#"es you to create a #order that uses different "ine sty"es for the 'arious sides of the #order$ ($ Se'era" "ine sty"es are a'ai"a#"e for your #order$ C"ic! the Sty"e scro"" #o9 to scro"" through the 'arious "ine sty"es% and then c"ic! the sty"e you want to use$ B$ To change the co"or of the #order "ines% c"ic! the Co"or drop-down arrow and se"ect a co"or from the co"or pa"ette that appears$ @$ *s you se"ect the 'arious parameters for your #order 4in cases where you ha'e se"ected )o9% Shadow% or (-D as the #order setting6% you can 'iew a pre'iew of the #order in the :re'iew #o9$ The :re'iew #o9 a"so ma!es it easy for you to p"ace an incomp"ete #order around a paragraph in cases where you might on"y want a "ine a#o'e or #e"ow the te9t 4refer to 3igure 5$76$ 5$ When you ha'e finished se"ecting the settings for the #order% c"ic! the OJ #utton$ The #order appears around the paragraph or paragraphs in the document%

- acing a ,order &round a -age

If you find that you wou"d "i!e to p"ace a #order around an entire page or pages in your document% you need to use the :age )order feature$ 3o""ow these steps to p"ace a #order around the entire page7$ Open the )orders and Shading dia"og #o9 4c"ic! the 3ormat menu and se"ect )orders and Shading6 and c"ic! the :age )order ta# 4see 3igure 5$B6$

2.

i!ure 8./. 4orders can be placed around an entire pa!e.

7$ Se"ect the )order setting and sty"e as you wou"d for a paragraph #order$ /$ C"ic! the *pp"y To "ist drop-down arrow and se"ect one of the fo""owingo o

Who"e DocumentR :"aces a #order around each page in the document$ This SectionR :"aces a #order around each page in the current section of the document$

This Section-3irst :age On"yR :"aces a #order around the first page of the current section$ This Section-*"" .9cept 3irst :ageR :"aces a #order around each page of the current section e9cept the first page of the section$

To put a #order around pages in a section% you must p"ace sections in your document$ Sections ena#"e you to #rea! a "arge document into sma""er parts that can ha'e radica""y different formatting attri#utes$ 3or more a#out sections and how to create them%$

&dding Shading to the -aragraph

2ou can p"ace a co"or or a graysca"e pattern #ehind the te9t in a paragraph or paragraphs$ This co"or or pattern is ca""ed shading and can #e used with or without a #order around the te9t$ To add shading to te9t% you must se"ect the te9t for a particu"ar paragraphRFust ma!e sure the insertion point is in the paragraph$ *fter you,'e designated the te9t that you want to p"ace the shading #ehind% fo""ow these steps7$ Se"ect 3ormat% )orders and Shading$ The )orders and Shading dia"og #o9 appears$ /$ Se"ect the Shading ta#% as shown in 3igure 5$@$ 3igure 5$@$ 2ou can app"y shading to a paragraph or se"ected te9t$

7$ To se"ect a fi"" co"or% c"ic! one of the co"ors on the co"or pa"ette in the 3i"" area$ /$ To se"ect a pattern for the fi"" co"or% c"ic! the Sty"e drop-down arrow and se"ect a pattern from the "ist$ ($ Use the *pp"y To drop-down arrow to designate whether the current paragraph or se"ected te9t shou"d #e shaded$ B$ When you ha'e comp"eted your se"ections% c"ic! OJ$

/hanging !ont /o ors

When using the shading options% you might find that the current te9t co"or does not show up that we"" on the fi"" co"or or pattern that you se"ected$ 2ou can uic!"y change the font co"or for se"ected te9t anywhere in your document$ To change the co"or of te9t% fo""ow these steps7$ Se"ect the te9t that you want to change to a different font co"or$ /$ Se"ect the 3ormat menu and se"ect 3ont$ The 3ont dia"og #o9 appears$ ($ In the 3ont dia"og #o9% c"ic! the 3ont Co"or drop-down arrow and se"ect the co"or you want to use 4Word automatica""y defau"ts to #"ac!-co"ored fonts #ecause this is typica""y what you use in #usiness documents that you print6$

B$ When you ha'e comp"eted your se"ection% c"ic! OJ$ 2ou might find that you ha'e to p"ay around with the fi"" co"or and the font co"or to get an idea" com#ination on the page$ 2ou might e'en ha'e to print out a samp"e page to see whether the co"ors wor! we"" on a printed page$ Intensity of co"or $

Working with #abs and $ndents

In this "esson% you "earn how to set and use ta#s and indents in your documents$

& igning *e"t 'sing *a+s

*"though the "eft and right a"ignment of te9t in your document is go'erned #y the margins set in the document% there are times when you want to a"ign the te9t to emphasi&e a "ist of items or otherwise offset te9t from the rest of the items on the page$ In Chapter @% NChanging >ow Te9t 1oo!s%N you wor!ed with centering and Fustification as a way to change the a"ignment of te9t$ *nother way to a"ign te9t in a document is to use ta#s$ Ta#s are set e'ery ha"f inch #y defau"t in a new document$ .'ery time you press the Ta# !ey on the !ey#oard% you offset the te9t "ine from the "eft margin one ta# stop$ 2ou can customi&e ta# stops to a"ign te9t "ines in co"umns$ Word gi'es you comp"ete contro" o'er where the ta# stops are set in your document$ Word a"so pro'ides different ta#s that ena#"e you to a"ign te9t in different ways

1eft Ta#R *"igns the #eginning of the te9t "ine at the ta# stop Center Ta#R Centers the te9t "ine at the ta# stop Right Ta#R Right-a"igns the te9t "ine at the ta# stop Decima" Ta#R 1ines up numerica" entries at their decima" point

.ach of these ta# types ma!es it easy for you to create "ists that are offset from other te9t e"ements in the document$ 2our ta# stops fa"" #etween the "eft and right margins on each page of the document$ .ach paragraph in the document can potentia""y ha'e a different set of ta# stops with different !inds of ta#s set at the stops$

Settin! (abs in the (abs Dialo! 2o%

One way to set ta#s in your document is using the Ta#s dia"og #o9$ Se"ect the 3ormat menu% and then se"ect Ta#s$ The Ta#s dia"og #o9 re uires that you specify a ta# position in the Ta# Stop :osition #o9 4the position you specify is the num#er of inches from the "eft margin6I use the spinner #o9 arrows to specify the position for the ta# or type a position direct"y in the #o9$

*fter the ta# stop position is set% c"ic! the appropriate *"ignment option #utton to se"ect the type of ta# you want to create at the ta# stop 4see 3igure A$76$ If you want to ha'e a "eader 4a repeating e"ement% such as a dash6 fi"" the empty space to the "eft of the ta# stop% se"ect one of the "eader option #uttons in the 1eader #o9$ *fter you ha'e specified a position and a ta# type 4and an optiona" "eader6% add the ta# #y c"ic!ing Set$

i!ure :.1. 6ou can set and re)o&e tab stops in the Tabs dialo! bo-.

*s you create the ta#s% they wi"" appear in the Ta#s "ist on the "eft of the dia"og #o9$ If you want to remo'e a particu"ar ta# from the "ist% se"ect it% and then c"ic! the C"ear #utton$ If you want to c"ear a"" the ta#s "isted 4and start o'er6% c"ic! the C"ear *"" #utton$ *fter you ha'e finished setting your ta#s% c"ic! OJ$ *"though you can certain"y set a"" the ta#s for a document or section in the Ta#s dia"og #o9% it is not necessari"y the #est p"ace to uic!"y set the ta#s for your documents$ It does not pro'ide you with a 'isua" disp"ay of how the ta#s wi"" "oo! in the document$ >owe'er% if you are creating ta#s that inc"ude "eading characters 4such as dot "eaders often seen in a ta#"e of contents6 and you want to precise"y set the ta# positions to pre'ious"y determined settings% the Ta#s dia"og #o9 gi'es you comp"ete contro" o'er a"" the settings$

Settin! (abs on the 'uler

*n e9ce""ent a"ternati'e to setting ta#s in the Ta#s dia"og #o9 is to use the Word Ru"er and actua""y set the ta#s on the Ru"er itse"f$ This ena#"es you to 'isua""y chec! the

position of the ta# stops and ma!es it easy for you to change the type of ta# at a particu"ar ta# stop and de"ete unwanted ta#s$ To 'iew the Ru"er in the Word document window% se"ect ;iew% and then Ru"er$ The Ru"er appears at the top of your document$ Ouic!"y ;iew the Ru"er If the Ru"er is not disp"ayed in the Word window% p"ace the mouse pointer at the top of your current document% #e"ow the too"#ars$ If you wait for Fust a moment% the Ru"er drops down onto the document$ This a""ows you to 'iew current ta# settings$ When you remo'e the mouse% the Ru"er fo"ds up$ To set a ta# on the Ru"er% c"ic! the Ta# #utton on the far "eft of the Ru"er to se"ect the ta# type 41eft% Center% Right% or Decima"6$ .ach time you c"ic! the Ta# #utton% you are cyc"ed to the ne9t ta# type$ If you go past the type of ta# you want to set% !eep c"ic!ing unti" the ta# type appears on the Ta# #utton$ *fter you ha'e the appropriate ta# type se"ected on the Ta# #utton% p"ace the mouse pointer on the ru"er where you want to create the ta# stop$ C"ic! the mouse and the ta# is p"aced on the ru"er$ It,s that simp"e$ 3igure A$/ shows the Ru"er with each of the ta# types set$ The figure a"so shows how te9t a"igns at each of the ta# types$

i!ure :.2. +ettin! tabs on the ;uler allo$s you to &ie$ their position and type.

Mo'ing or Remo'ing Ta#s If you want to de"ete a ta# on the Ru"er% use the mouse to drag the ta# off the Ru"er$ If you need to reposition a particu"ar ta#% c"ic! and drag it to a new "ocation on the Ru"er$ I *dFust the Ta#s )ut It Wor!s for On"y One 1ine Remem#er that Word treats each "ine fo""owed #y a paragraph mar! as a separate paragraph$ When you adFust the ta# positioning on the ru"er% it affects on"y the paragraph containing the insertion point$ To adFust the ta#s for se'era" paragraphs% se"ect a"" the "ines 4or the entire document if you want6 and then adFust the ta#s on the Ru"er$

Working )ith Indents

*"though ta#s ena#"e you to a"ign te9t at 'arious ta# stops on the Ru"er% you might want to indent or offset "ines and paragraphs from the "eft or right margins$ Word pro'ides different indent settings that indent the te9t at a particu"ar setting on the Ru"er$ Indent The offset of a particu"ar paragraph or "ine of te9t from the "eft or right margin$

The easiest way to indent a paragraph from the "eft margin is to use the Increase Indent #utton on the 3ormatting too"#ar$ :"ace the insertion point in the paragraph you want to indent% and then c"ic! the Increase Indent #utton on the too"#ar$ Remem#er that you can a"so use the C"ic! and Type feature for "eft indents 4see the pre'ious chapter% NUsing )orders and Co"orsN6$ .ach time you c"ic! the #utton% you are increasing the indent one-ha"f inch$ 2ou can a"so decrease the "eft indent on a particu"ar paragraph$ C"ic! the Decrease Indent #utton on the 3ormatting too"#ar$

Settin! Indents on the 'uler

2ou can a"so indent a paragraph from #oth the "eft and right margins using the Ru"er$ The Ru"er has a "eft and right indent mar!er on the far "eft and far right% respecti'e"y 4see 3igure A$(6$

i!ure :.3. The (eft <ndent and ;i!ht <ndent )ar#ers can be used to indent para!raphs fro) the left and ri!ht )ar!ins0 respecti&ely.

To indent a paragraph from the "eft margin% use the mouse to drag the 1eft Indent mar!er to the appropriate position$ +ra# the mar!er at the 'ery #ottom% #ecause the top of the mar!er is the 3irst 1ine indent mar!er$ These two mar!ers separate if you don,t gra# #oth mar!ers together at the #ottom$ 2ou can a"so indent a paragraph from the right margin using the Right Indent mar!er$ S"ide the mar!er to the appropriate position on the ru"er to create your indent$

Creatin! &an!in! Indents

The hanging indent is a specia" !ind of indent$ With this type of indent% the te9t 4a sing"e "ine or mu"tip"e "ines6 that wraps under the first "ine of the paragraph is indented more than the first "ine$ >anging indents are created #y separating the 3irst 1ine Indent mar!er from the 1eft Indent mar!er on the ru"er$ To create a hanging indent% fo""ow these steps7$ :"ace the insertion point in the paragraph that you want to indent$ /$ Drag the 1eft Indent mar!er 4drag it #y the s uare #ottom of the mar!er6 to the position where you want to indent the second and su#se uent "ines of the paragraph$ ($ Drag the 3irst 1ine Indent mar!er 4drag it #y the top of the mar!er6 #ac! to the position where you want the first "ine to #egin$

%&amining 'our ocuments in ifferent (iews

In this "esson% you "earn how to e9amine your document using the different document disp"ays offered in Word$

/hanging the Document Disp a(

Word pro'ides you with se'era" 'iewing possi#i"ities as you wor! on your documents in the Word app"ication window$ .ach of these disp"ay modes pro'ides a different "oo! at your document$ 3or e9amp"e% the Norma" 'iew pro'ides you with a "oo! at a"" the font and paragraph formatting in the document% #ut does not gi'e you a 'iew of the document as it wou"d appear on the printed page$ Instead% the :rint 1ayout 'iew supp"ies this 'iewpoint$ Using the different document 'iews to your ad'antage can he"p you 'isua"i&e and create great-"oo!ing documents in Word$ Specia" 'iews are e'en supp"ied for creating out"ines and creating We# pages in Word$ 2ou ta!e ad'antage of these different 'iews using the ;iew menu$ Ta#"e E$7 shows the 'arious 'iews a'ai"a#"e to you and descri#es% in genera" terms% for what they are #est used$

Table =.1. The Word >ie$s

7ie" Norma" We# 1ayout :rint 1ayout Out"ine Reading 1ayout ( pical +se Use for genera" word processing tas!s$ Use for designing >TM1 documents and 'iewing We# pages$

Use for document "ayout and documents containing graphics and em#edded or "in!ed o#Fects$ Use to 'iew document as an out"ine$ *""ows you to 'iew the document in a side-#y-side screen 'iew$ This is a 'iew mode on"y% so you cannot edit the te9t when in this 'iew$

3u"" Screen Use when you want to use the entire screen to 'iew the document and a'oid seeing the too"#ars and other margina" information$

(he Normal 7ie"

The Norma" 'iew pro'ides you with a 'iew that is perfect for most word processing tas!s$ It is the defau"t 'iew for WordI to change to the Norma" 'iew 4from any of the other 'iews6% se"ect ;iew% and then Norma"$

Switch to Norma" with a C"ic! 2ou can a"so change from 'iew to 'iew in Word using the ;iew too"#ar in the "ower-"eft corner of the Word window$ To go to the Norma" 'iew% c"ic! the Norma" icon$ This 'iew disp"ays character and paragraph formatting that you p"ace in the document 4see 3igure E$76$ Norma" 'iew% howe'er% does not disp"ay the document headers and footers or show graphics in the document as they wi"" print$ *"so% items created using the Drawing too"#ar are not disp"ayed in the Norma" 'iew$

i!ure =.1. The ,or)al &ie$ sho$s all the for)attin! in the docu)ent but does not sho$ !raphics0 )ar!ins0 and other special ele)ents as they $ill appear on the printed pa!e.

In the Norma" 'iew% you see the fo""owing-

:age #rea!s appear as dashed "ines$ >eaders and footers are disp"ayed in the header<footer-editing area and you are temporari"y switched to the print 1ayout 4when >eader and 3ooter is se"ected on the ;iew menu6$ On"y the header or footer can #e edited at this point$ When you c"ose the >eader and 3ooter too"#ar you are returned to the Norma" 'iew$ 3ootnotes and endnotes are disp"ayed in a footnote or endnote editing area 4when 3ootnotes is se"ected on the ;iew menu6$ On"y the footnote or endnote can #e edited at this point$ Margins and co"umn #orders are not disp"ayed in this 'iew$

Web $a out 7ie"

The We# 1ayout 'iew is perfect for designing >TM1 documents that you want to use as We# pages$ The We# 1ayout 'iew disp"ays your document as it wou"d appear in your We# #rowser window$ To switch to the We# 1ayout 'iew% se"ect ;iew% and then We# 1ayout$ >TM1 >yperte9t Mar!up 1anguageRThis document format is used for the creation of We# pages for the Wor"d Wide We#$ The specia" document format is read using a We# #rowser or some other app"ication 4such as Word6 that can disp"ay >TM1 documents$

In the Web $a out vie". te%t is "rapped to fit in the "indo" and !raphics are placed as the "ill appear onlinePrint $a out 7ie"
The :rint 1ayout 'iew shows your document e9act"y as it wi"" appear on the printed page$ Wor!ing in this 'iew a""ows you to fine-tune your document and wor! with graphic p"acement and te9t formatting as you prepare your document for printing$ To switch to the :rint 1ayout 'iew% se"ect ;iew% :rint 1ayout$ This 'iew ena#"es you to 'iew headers% footers% footnotes% endnotes% and the margins in your document$ +raphics are a"so positioned and si&ed as they wi"" appear on the printed page$ 3igure E$( shows the same document that appeared ear"ier in 3igure E$7$ Notice that in the :age 1ayout 'iew% the margins of the document and 4more important"y6 a graphic in the document appear$

Print $a out 7ie"

The :rint 1ayout 'iew shows your document e9act"y as it wi"" appear on the printed page$ Wor!ing in this 'iew a""ows you to fine-tune your document and wor! with graphic p"acement and te9t formatting as you prepare your document for printing$ To switch to the :rint 1ayout 'iew% se"ect ;iew% :rint 1ayout$ This 'iew ena#"es you to 'iew headers% footers% footnotes% endnotes% and the margins in your document$ +raphics are a"so positioned and si&ed as they wi"" appear on the printed page$ 3igure E$( shows

the same document that appeared ear"ier in 3igure E$7$ Notice that in the :age 1ayout 'iew% the margins of the document and 4more important"y6 a graphic in the document appear$

Outline 7ie"
The Out"ine 'iew a""ows you to create and edit your document in an out"ine format$ Using the Word #ui"t-in heading sty"es is the !ey to creating the document in this 'iew 4for more a#out sty"es% see 1esson 70% NWor!ing with Sty"esN6$ .ach heading 4>eading 7% /% (% and so on6 is treated as a different "e'e" in the out"ine$ 3or e9amp"e% a heading assigned the >eading 7 sty"e wou"d #e a 1e'e" 7 heading in the out"ine$ 2ou can promote and demote headings using the appropriate #uttons on the Out"ine too"#ar 4a specia" too"#ar that appears when you are in Out"ine 'iew6$ The Out"ine too"#ar a"so pro'ides an Out"ine 1e'e"s drop-down #o9 that a""ows you to uic!"y change the "e'e" of the te9t where the insertion point current"y resides$ These "e'e"s coincide with different sty"es used #y the out"ine feature$ 3or e9amp"e% 1e'e" 7 is e ui'a"ent to the >eading 7 sty"e$ 2ou can a"so co""apse and e9pand the out"ine to #etter organi&e your document$ Co""apsing the document to a"" 1e'e" 7 >eadings a""ows you to ignore the #ody te9t in the document and concentrate on the o'era"" organi&ation of the document$ Mo'e a >eading and *ssociated Te9t 2ou can drag a heading to a new position% and the su#heading and #ody te9t associated with the heading mo'e to the new position as we""$ This ma!es it 'ery easy for you to reorgani&e the te9t in your document$

'eadin! $a out
* new 'iew that has #een added to Word is the Reading 1ayout 'iew$ This 'iew sp"its the window into two side-#y-side panes$ .ach pane shows one document screen 4it does not show an entire page 2ou can ad'ance through the document screen #y screen using the :age Down #utton on the 'ertica" scro""#ar$ 2ou can 'iew thum#nai"s of each document screen #y c"ic!ing the Thum#nai"s #utton pro'ided on the Reading 1ayout too"#ar$ To uic!"y read one of the thum#nai"s pro'ided% c"ic! the thum#nai" and it and the preceding screen wi"" appear in the Reading window$ *"though you cannot edit the te9t in the Reading 1ayout 'iew% it does a""ow you to read the te9t in a document and uic!"y ad'ance from screen to screen$ When you ha'e comp"eted reading the te9t in the document% c"ic! the Stop Reading #utton on the too"#ar to return to the pre'ious"y se"ected 'iew 4such as Norma" or :rint 1ayout6$

'sing the !u Screen .ie)

In situations where you want to concentrate on the te9t and other items in your document% it is great to #e a#"e to c"ear a"" the 'isua" c"utter from the screen 4too"#ars% scro""#ars% and other Word too"s6 and 'iew on"y your document$ 3or e9amp"e% you might #e proofreading a particu"ar page and want to p"ace as much of the page,s te9t on the screen as you can$ 2ou can switch to a 'iew where your document occupies a"" the space a'ai"a#"e on the screen$ Se"ect ;iew% 3u"" Screen$ 2ou can sti"" add or edit the te9t in your document when you are in the 3u"" Screen 'iew$ 2ou can a"so uic!"y return to the pre'ious 'iew you were using 4such as Norma" 'iew or :rint 1ayout 'iew6 #efore you switched to the 3u"" Screen 'iew$ C"ic! the C"ose 3u"" Screen #o9 that appears in the document window and you return to the pre'ious 'iew

3ooming In and Out on 4our Document

2ou can use the Uoom command to &oom in and out on your documents$ This a""ows you to increase the magnification of items on the page% such as sma"" fonts% or to step #ac! 4&oom out6 from the document to 'iew its genera" "ayout$ 2ou can use Uoom in any of the Word 'iews 4e9cept the Reading 1ayout 'iew6$ In Norma"% :rint 1ayout% We# 1ayout% and Out"ine 'iews% the effect of &ooming in or out Fust changes the magnification of the onscreen e"ements$ When you use Uoom on the :rint 1ayout 'iew% you get a 'ery good "oo! at how the document is "aid out on the printed page$ To &oom in or out on your current document% se"ect ;iew% Uoom$ The Uoom dia"og #o9 appears

i!ure =.8. The ?oo) dialo! bo- can be used to chan!e the current 7oo) le&el of your docu)ent.

* series of option #uttons is used to change the &oom setting for the current document$ When you c"ic! a particu"ar option #utton 4such as the /008 option #utton6% you see a pre'iew of this magnification in the :re'iew #o9$ 2ou can a"so set a custom &oom "e'e" in the :ercent #o9$ Use the c"ic! arrows in the #o9 to increase or decrease the current &oom percentage$ When you ha'e se"ected the &oom "e'e" for the current document% c"ic! OJ$ ;iew Mu"tip"e :ages on 2our Screen When you are in the :rint 1ayout 'iew% you can use the Uoom dia"og #o9 to 'iew two or more pages at the same time$ C"ic! the Many :ages option #utton 4when in Uoom option6% and then c"ic! the Computer icon #e"ow the option #utton$ Drag o'er the page #o9es to se"ect the num#er of pages you want to disp"ay% and then c"ic! OJ$

Working )ith the Document Map

The Document Map 'iew is somewhat simi"ar to the Out"ine 'iew in that it gi'es you a uic! reference to the o'era"" structure of your document$ * specia" pane appears in the document window 4on the "eft6 that shows the headings in your document$ 2ou can use the Document Map to uic!"y mo'e from one area of a document to another #y c"ic!ing the appropriate heading$ To open the Document Map% se"ect ;iew% Document MapI the map pane appears in the document window 4see 3igure E$A6$ 2ou can change the width of the document map pane #y p"acing the mouse on the #order #etween the pane and your document$

The mouse arrow changes to a si&ing too"Ra dou#"e-headed arrow$ Drag the si&ing too" to create a custom document map width$

Sp itting the Document Windo)

*nother usefu" way to 'iew your documents is to sp"it the current document window into two panes$ This a""ows you to 'iew the same document in #oth panes% which is particu"ar"y usefu" when you want to 'iew two different parts of the same document$ 2ou can use the two panes to drag and drop information from one part of a document into another$ Remem#er that changes you ma!e in either of the sp"it panes wi"" affect the document$ To sp"it the document screen into two panes% se"ect Window% Sp"it$ * hori&onta" sp"it appears across the document window$ Notice that as you mo'e the mouse in the document window% the sp"it #ar mo'es with it$ :"ace the mouse where you want to sp"it the document window% and then c"ic! the "eft mouse #utton$ * set of 'ertica" and hori&onta" scro""#ars appears for each pane in the sp"it window 4see 3igure E$E6$ Use the scro""#ars in each pane as needed

i!ure =.=. 6ou can split the docu)ent screen to &ie$ different areas of a lon! docu)ent.

When you ha'e finished wor!ing in the sp"it document window% se"ect Window% and then Remo'e Sp"it$ The sp"itter #ar is remo'ed from the document

Working with )argins* +ages* and ,ine Spacing

In this "esson% you "earn how to set margins% insert page #rea!s into your documents% and contro" "ine spacing and "ine #rea!s in your documents

Setting Margins
Margins contro" the amount of white space #etween your te9t and the edge of a printed page$ 3our marginsR1eft% Right% Top% and )ottomRcan #e set for your pages$ The defau"t margin settings for documents #ased on the Word Norma" temp"ate are shown in Ta#"e H$7$

Table @.1. Default Mar!in +ettin!s for the ,or)al Te)plate

Mar!in 1eft Right Top )ottom 7$/@ 7$/@ 7 7 Settin! ,in Inches-

2ou can change any of the margin settings for your document or a portion of your document at any time$ The :age Setup dia"og #o9 pro'ides you with access to a"" these margin settings$ 2ou a"so ha'e contro" o'er how your margins affect the "ayout of mu"tip"e pages in a document$ 3or e9amp"e% you can set up your pages to #e "aid out in

#oo! fo"io fashion 4two pages arranged hori&onta""y on each piece of paper6 or two pages per sheet arranged 'ertica""y$ To change the margin settings for your document% fo""ow these steps7$ Se"ect 3i"e% :age Setup$ The :age Setup dia"og #o9 appears as shown in 3igure H$7$

i!ure @.1. *se the Mar!ins tab of the 1a!e +etup dialo! bo- to set your docu)ent )ar!ins and arran!e the) on )ultiple pa!es if necessary.

7$ Margins Can )e Different for Different :arts of the Document 2ou can set different margin settings for different portions of your document$ The easiest

way to do this is to di'ide your document into sections$ .ach section can then ha'e a different set of margins$ 3or information on creating sections in your documents% see 1esson /0% NWor!ing with 1arger Documents$N /$ ($ C"ic! the Margins ta# if necessary$ Use the c"ic! arrows in the Top% )ottom% 1eft% or Right margin #o9es to increase or decrease the current setting$ Or dou#"e-c"ic! in any of the #o9es and type in a new 'a"ue$ Ma9imum and Minimum Margins )e ad'ised that your printer defines the minimum margins for a page$ 3or e9amp"e% most in!Fet printers "imit you to a minimum top and #ottom margins of $/@N and $@N% respecti'e"y% and "eft and right margins of $/@N$ If you set margins "ess than the minimum% a dia"og #o9 appears when you c"ose the :age Setup dia"og #o9% "etting you !now that your margins are outside the printa#"e area of the page$ C"ic! the 3i9 #utton on this dia"og #o9 to set the margins to the minimum for your printer$ 3or ma9imum margins% Word notifies you #y a dia"og #o9 if you se"ect margins that o'er"ap or negate any usa#"e space on the page$ 7$ *fter you ha'e se"ected the new margin settings% you can app"y the margins to the entire document% to a section of the document 4this option is a'ai"a#"e on"y if you ha'e more than one section in the document6% or to the document from the current page forward in the document$ Using the "ast choice a""ows you to ha'e different margin settings in the same document without re uiring you to di'ide the document into sections 4for more a#out sections% see 1esson /06$ C"ic! the *pp"y To drop-down #o9 and se"ect Who"e Document 4the defau"t setting6% This :oint 3orward% or This Section 4if a'ai"a#"e6$ /$ *fter you ha'e finished se"ecting your new margin settings and the amount of the document that they wi"" affect% c"ic! OJ$ The new margins ta!e effect in your document$ The #est way to 'iew how these margins wi"" "oo! when you print the document is to switch to the :rint 1ayout 'iew 4if you are not a"ready in this 'iew6$ Se"ect ;iew% :rint 1ayout$ The margins you,'e se"ected appear on the top% "eft% right% and #ottom of your document in the Word document window$ When you are in the :rint 1ayout 'iew% you can a"so adFust the margins in your document using the Ru"er$ To 'iew the Ru"er% se"ect ;iew% Ru"er$ The 'ertica" ru"er is 'isi#"e in the :rint 1ayout ;iew on"y$ In the :rint 1ayout 'iew% hori&onta" and 'ertica" ru"ers appear in the document window$ The margins appear as shaded areas on the edge of the respecti'e ru"er$ 3or e9amp"e% the "eft margin is a gray-shaded area on the "eft side of the hori&onta" ru"er 4see 3igure H$/6$

i!ure @.2. Dra! the respecti&e )ar!in5si7in! arro$ to increase or decrease a )ar!in.

To adFust a margin% p"ace the mouse pointer #etween the gray margin and the white document area on the ru"er$ * margin-si&ing arrow appears$ Drag the gray margin to increase or decrease the respecti'e margin$ 3igure H$/ shows the margin-si&ing arrow on the top margin on the 'ertica" ru"er$

/ontro ing -aper *(pes and Orientation

Other page attri#utes that you need to contro" in your documents are the paper si&e and the page orientation$ Word,s defau"t settings assume that you wi"" print to paper that is a standard E$@ #y 77 inches$ The defau"t page orientation is portrait% meaning that the ma9imum distance from the "eft edge to the right edge of the page is E$@ inches$ 2ou can se"ect different paper si&es% which is particu"ar"y important if you want to print to en'e"opes or a different paper si&e% such as "ega"-si&e paper$ 2ou can a"so change the orientation of your te9t and images as they appear on a page from portrait to "andscape% where the page contents are rotated so that the distance #etween the "eft and right edges on a standard sheet of paper wou"d #e 77 inches$ :aper si&e and page orientation are #oth set in the :age Setup dia"og #o9$ 3o""ow these steps to edit the settings for these page attri#utes7$ Se"ect 3i"e% :age Setup$ The :age Setup dia"og #o9 opens$ /$ C"ic! the :aper ta# on the dia"og #o9 4see 3igure H$(6$

3.

i!ure @.3. The 1aper tab of the 1a!e +etup dialo! bo- enables you to set your paper si7e and source.

7$ To se"ect a new paper si&e% c"ic! the :aper Si&e drop-down #o9 and se"ect the paper type$ 3or nonstandard paper si&es% se"ect Custom Si&e in the :age Si&e #o9% and then type the paper,s width into the Width #o9 and its height into the >eight #o9$ /$ To change the orientation of the page to portrait or "andscape% se"ect the Margins ta# and c"ic! the :ortrait or the 1andscape option #utton as needed 4refer to 3igure H$76$ ($ 3ina""y% in the *pp"y To drop-down #o9% se"ect Who"e Document to app"y the new settings to the new document or This :oint 3orward to app"y the settings to the document from the current page forward$ B$ When you comp"ete editing the settings% c"ic! OJ$

Inserting -age ,reaks

*s you create your document% Word automatica""y starts a new page when you fi"" the current page with te9t or other document items 4such as graphics% ta#"es% and so on6$ >owe'er% you can insert your own page #rea!s in the document as needed$ These types of page #rea!s are often referred to as hard% or manua"% page #rea!s$ To insert a page #rea! into your document% fo""ow these steps7$ :"ace the insertion point in the document where you want to force a page #rea!$ /$ Se"ect Insert% )rea!$ The )rea! dia"og #o9 appears$ ($ Ma!e sure the :age )rea! option #utton is se"ected% and then c"ic! OJ$ * page #rea! is p"aced in your document$ In the Norma" 'iew% the page #rea! appears as a dashed "ine across the page% with N:age )rea!N denoted at the center of the "ine$ In the :rint 1ayout 'iew% you can mo'e to the new page #y c"ic!ing the Ne9t :age #utton on the #ottom of the 'ertica" scro""#ar$ To remo'e a page #rea!% switch to the Norma" 'iew 4se"ect ;iew% Norma"6$ The page #rea! appears as a dotted "ine in the document and is denoted as a Npage #rea!$N Se"ect the page #rea! with a mouse and press De"ete to remo'e it$

/hanging %ine Spacing

*nother setting that great"y inf"uences the amount of whitespace on the page is "ine spacing$ When you consider whether you want your te9t sing"e-spaced or dou#"e-spaced% those te9t attri#utes are contro""ed #y changing the "ine spacing$ 1ine spacing can #e set for each paragraph in the document or for se"ected te9t$ Setting "ine spacing for a #"an! document a""ows you to set a defau"t "ine spacing for a"" te9t paragraphs that wi"" #e p"aced in the document$ To set the "ine spacing for a new document% a paragraph% or se"ected te9t% fo""ow these steps7$ Se"ect the 1ine Spacing drop-down arrow on the 3ormatting too"#ar$ * "ist of "ine spacing possi#i"ities such as 7$0% 7$@% /$0% and so on wi"" appear$ Se"ect the "ine spacing you want to use$ /$ 4optiona"6 If you want to set a custom "ine spacing% se"ect More from the 1ine Spacing #utton,s drop-down "ist$ The :aragraph dia"og #o9 appears 4see 3igure H$B6 with the Indents and Spacing ta# se"ected$

3.

i!ure @./. The <ndents and +pacin! tab allo$s you to fine5tune the line spacin! for your te-t.

7$ 4optiona"6 To change the "ine spacing on the Indents and Spacing ta#% c"ic! the 1ine Spacing drop-down #o9 and se"ect one of the fo""owing choiceso Sing"eR Spacing accommodates the "argest font si&e found on the "ines and adds a sma"" amount of whitespace 4depending on the font used6 #etween "ines$
o o o

7$@R The "ine spacing is 7 and 7</ times greater than sing"e spacing$ Dou#"eR Twice the si&e of sing"e "ine spacing$ *t 1eastR 4The defau"t setting6 "ine spacing adFusts to accommodate the "argest font on the "ine and specia" items% such as graphics$

.9act"yR *"" "ines are e ua""y spaced% and specia" font si&es or items such as graphics are not accommodated$ These items% if "arger than the setting used here% appear cut off in the te9t$ 2ou can sti"" accommodate these items #y using the Mu"tip"e #o9 4descri#ed ne9t6 to shift a"" the te9t "ines to a higher spacing percentage that accommodates specia" items$ Mu"tip"eR 2ou specify the "ine spacing #y a particu"ar percentage$ This feature is used in conFunction with the .9act"y option to set a "ine spacing percentage that accommodates specia" font si&es or graphics found in the document$ 3or e9amp"e% if you want to decrease the "ine spacing #y /08% you enter the num#er 0$E$ To increase the "ine spacing #y @08% you enter 7$@$

/$ The 1ine Spacing option se"ected in step ( is inf"uenced #y the point si&e entered in the *t #o9 4this app"ies on"y when you ha'e se"ected *t 1east% .9act"y% or Mu"tip"e6$ Use the c"ic! arrows to increase or decrease the point si&e of the "ine spacing% if needed$ When you comp"ete setting the "ine spacing parameters% c"ic! OJ$

!sing -utoFormatting to Change #e&t -ttributes

In this "esson% you "earn how to uic!"y change the "oo! of your te9t with *uto3ormat and app"y te9t attri#utes automatica""y as you type$

'nderstanding &uto!ormatting
*uto3ormat is a great feature that he"ps you create professiona"-"oo!ing documents$ *uto3ormatting actua""y e9amines the te9t e"ements that you ha'e p"aced in your document 4such as headings% ta#"es% "ists% regu"ar #ody te9t% and other items6 and then automatica""y formats these e"ements using an appropriate Word sty"e$ .'en though this formatting is automatic% you can accept or reFect the changes *uto3ormatting ma!es$ 2ou can a"so ma!e additiona" changes to the document as you see fit #y using other sty"es or font and paragraph formatting attri#utes 4for more a#out sty"es% see 1esson 70% NWor!ing with Sty"esN6$ 2ou wi"" a"so find that *uto3ormat does more than Fust app"y sty"es to your document e"ements$ It can remo'e e9tra paragraph #rea!s #etween paragraphs and app"y the hyper"in! sty"es to e-mai" addresses or We# addresses that you p"ace in your documents$ 2ou can use *uto3ormat in two ways$ 2ou can turn on *uto3ormatting so that items are formatted as you type% or you can create a new document and then use *uto3ormat to format the entire document at once$

!ormatting &s 4ou *(pe

2ou can ha'e your document e"ements formatted as you type$ >owe'er% this feature re uires that you supp"y Word with certain cues so that the correct formatting is app"ied to the te9t$ 3or e9amp"e% if you turn on *uto3ormat *s 2ou Type and want to create a #u""eted "ist that is automatica""y formatted #y the *uto3ormat feature% you must #egin the #u""eted "ine with a dash% an asteris!% or a "owercase NoN so that Word !nows to app"y the #u""eted "ist formatting$ Many *uto3ormat *s 2ou Type features are ena#"ed #y defau"t% a"though others are not$ To customi&e the *uto3ormat *s 2ou Type feature% fo""ow these steps7$ Se"ect Too"s% then *utoCorrect Options$ The *utoCorrect dia"og #o9 appears$ /$ Se"ect the *uto3ormat *s 2ou Type ta# on the dia"og #o9 4see 3igure 77$76$ 3igure 77$7$ Use the *uto3ormat *s 2ou Type ta# to se"ect the automatic formatting options$

7$ * series of chec! #o9es on the *uto3ormat *s 2ou Type ta# a""ows you to se"ect which document e"ements wi"" #e formatted as you type$ *gain% you need to type certain characters for a particu"ar e"ement so that the *uto3ormat feature recogni&es and then formats the te9t$ Some of the most often used *uto3ormat possi#i"ities are as fo""owso *utomatic )u""eted 1istsR Se"ect this chec! #o9 to create #u""eted "ists automatica""y$ Start each "ine in the "ist with an asteris! 4V6% a dash 4-6% or a "owercase No$N
o

*utomatic Num#ered 1istsR Se"ect this chec! #o9 to create num#ered "ists$ When you start a "ine with a "etter or num#er% it is turned into a num#ered "ist item$ If the 3ormat )eginning of 1ist Item 1i!e the One )efore It chec! #o9 is se"ected% paragraphs fo""owing the first num#ered "ine are num#ered se uentia""y$ )ui"t-In >eading Sty"esR Se"ect this chec! #o9 to ha'e a"" headings that you app"y to an out"ine or a "ega" document #e automatica""y assigned the appropriate #ui"t-in heading sty"e 4using >eadings 7WH6$ )order 1inesR Se"ect this chec! #o9 to ha'e #orders automatica""y p"aced #etween paragraphs$ 2ou must type three dashes 4-6 for a thin #order% three underscores 4X6 for a #o"d "ine% or three e ua" signs 4T6 for a dou#"e"ine #order$ Ta#"esR Se"ect this chec! #o9 to automatica""y create ta#"es$ 2ou must type a series of p"us sym#o"s 4Q6 and dashes 4-6 to signify the num#er of co"umns 4Q6 and the distance #etween the co"umns 4-6$

Other *uto3ormatting chec! #o9es inc"ude features that format your uotation mar!s% ordina"s 47st6% and fractions 47</6$ Se"ect 4or dese"ect6 the 'arious *uto3ormat *s 2ou Type options and then c"ic! OJ to c"ose the dia"og #o9$ *"though formatting as you type might seem "i!e a rea" timesa'er% you must remem#er which specia" characters to use to automatica""y #egin a particu"ar formatting type$

&pp (ing &uto!ormat to a Document

The a"ternati'e to *uto3ormatting as you type is to create the document and then format it after the fact with *uto3ormat$ Waiting to format a document unti" after its comp"etion a""ows you to concentrate on the document content as you type$ 2ou then can concentrate on the "oo! and fee" of the document #y se"ecting from the 'arious *uto3ormatting options$ >eads% num#ered or #u""eted "ists% and other items you ha'e designated throughout the te9t are identified and formatted$ To *uto3ormat a document% fo""ow these steps-

7$ Ma!e sure that you are in the :rint 1ayout 'iew 4se"ect ;iew% then :rint 1ayoutI this a""ows you to see the 'arious formatting tags app"ied to the document when you re'iew the autoformat changesI see 1esson E% N.9amining 2our Documents in Different ;iews%Nfor more information6$ Se"ect 3ormat% then *uto3ormat$ The *uto3ormat dia"og #o9 appears 3igure 77$/$ The *uto3ormat dia"og #o9 a""ows you to immediate"y format the document or re'iew each of the suggested formatting changes

7$ 2ou can increase the accuracy of the formatting process #y choosing a particu"ar document type$ C"ic! the +enera" Document Type drop-down arrow and se"ect from the document types "isted on the drop-down "ist 4the defau"t setting is +enera" DocumentI you can a"so se"ect 1etter or .mai" as the document type from the "ist6$ /$ Now you can *uto3ormat the document$ If you want to *uto3ormat the current document without re'iewing the formatting changes% c"ic! the *uto3ormat Now radio #utton and then c"ic! OJ$ The document is automatica""y formatted$ ($ If you want to re'iew the *uto3ormatting process after the changes are made% c"ic! the *uto3ormat and Re'iew .ach Change radio #utton$ Then c"ic! OJ$

-dding ocument #e&t with -uto#e&t and !sing Special Characters

In this "esson% you "earn how to uic!"y add repeating te9t e"ements to your documents using the *utoTe9t feature$ 2ou a"so "earn how to add specia" characters to your document% such as the copyright sym#o"

'nderstanding &uto*e"t
*utoTe9t pro'ides you with a way to #ui"d a "i#rary of words and te9t phrases that you use often in your documents$ *utoTe9t ma!es it easy for you to uic!"y insert items from your *utoTe9t "ist into any document$ Creating *utoTe9t entries is a"so 'ery straightforward$ *n *utoTe9t entry can consist of a company name% your name% or an entire paragraph that you common"y p"ace in your documents$

Creatin! Auto(e%t *ntries

2ou can create an *utoTe9t entry using te9t from an e9isting document% or you can type the te9t that you want to add to the *utoTe9t "ist in a #"an! document$ Then it,s Fust a matter of copying the te9t to your *utoTe9t "ist$ To create an *utoTe9t entry% fo""ow these steps7$ Type the te9t you want to use for the *utoTe9t entry or open the document containing the te9t that wi"" ser'e as the *utoTe9t entry$ /$ Se"ect the te9t$ ($ Se"ect the Insert menu% point at *utoTe9t% and then se"ect New from the cascading menu$ The Create *utoTe9t dia"og #o9 appears as shown in 3igure 7/$7$ 3igure 7/$7$ Creating the Wa""y,s *utoTe9t sa'es you from typing Wa""y,s 3riend"y 3ish Mar!et$

7$ Type the name that you want to use to retrie'e this *utoTe9t entry in the te9t #o9 pro'ided 4for one-word te9t entries% the se"ected te9t can a"so ser'e as the entry name6$

/$ *fter pro'iding the name for the *utoTe9t entry% c"ic! OJ$ 2our se"ected te9t is added to the *utoTe9t "ist$ 2ou can repeat this procedure and add as many te9t items to the *utoTe9t "ist as you want$

Insertin! Auto(e%t *ntries

*fter you add an *utoTe9t entry or entries to the "ist% you can insert them into any Word document$ One method of inserting an *utoTe9t entry into the current document is to pu"" the entry direct"y from the *utoTe9t "ist$ To insert an *utoTe9t entry into a document% fo""ow these steps7$ :"ace the insertion point in the document where you want to insert the *utoTe9t entry$ /$ Se"ect the Insert menu% point at *utoTe9t% and then se"ect *utoTe9t$ The *utoCorrect dia"og #o9 appears as shown in 3igure 7/$/ 4with the *utoTe9t ta# se"ected6$

i!ure 12.2. <nsert your AutoTe-t entries fro) the Auto3orrect dialo! bo-.

7$ The *utoTe9t ta# of the *utoCorrect dia"og #o9 disp"ays an a"pha#etica" "ist 4as we"" as 'arious defau"t entries that Word pro'ides6 of the *utoTe9t entries that you ha'e added to the *utoTe9t "ist$ Se"ect the entry you want to insert and c"ic! Insert$ Or dou#"e-c"ic! any entry on the "ist to insert it into the document$

Deletin! Auto(e%t *ntries

2ou can easi"y de"ete items on the *utoTe9t "ist when you no "onger need them$ This is done on the *utoTe9t ta# of the *utoCorrect dia"og #o9$ To de"ete an *utoTe9t entry% fo""ow these steps7$ Se"ect the Insert menu% point at *utoTe9t% and then se"ect *utoTe9t from the cascading menu$ The *utoCorrect dia"og #o9 appears$ /$ Se"ect any of the entries in the *utoTe9t "ist$ ($ C"ic! De"ete to remo'e the entry from the "ist$

*fter you ha'e comp"eted your de"etion of *utoTe9t entries% c"ic! OJ to c"ose the *utoTe9t dia"og #o9$

'sing Specia /haracters and S(m+o s

Specia" characters and sym#o"s are characters that can,t #e found on your !ey#oard and that are not part of what is considered to #e the standard character set$ Characters such as the +erman NuN with an um"aut 4Y6 are specia" characters% and an item such as the trademar! is an e9amp"e of a sym#o"$ Many specia" characters and sym#o"s e9ist$ Ta#"e 7/$7 "ists some of the common"y used specia" characters and sym#o"s$

Table 12.1. 3o))on +pecial 3haracters and +y)bols

Special Character or S mbol +se

Copyright sym#o" Z Used in a copyright notice in a document$ Trademar! sym#o" [ .m dash R :"aced to the right of officia" trademar!s p"aced in a document$

Used to #rac!et asides or sudden changes in emphasis in a sentenceRrather than using a comma$ It appears as a "ong dash$ S"ight"y shorter than an em dash% this dash is common"y used to separate num#ers from capita" "etters% such as 3igure )W7$ * group of specia" icons that can #e used in your documents for emphasis or as #u""ets$ Characters that inc"ude specia" accents$

.n dash W

Wingdings

3oreign "anguage font 4\6

The #asic specia" characters and sym#o"s are he"d in three groups

Sym#o"R This group contains mathematica" sym#o"s% arrows% trademar! and copyright sym#o"s% and "etters from the +ree! a"pha#et$ Norma" Te9tR This group pro'ides you with specia" characters containing accents and other specia" mar!s$

WingdingsR Specia" icons and sym#o"s for many purposes$

*dditiona" specia" character sets might #e a'ai"a#"e to you% depending on which fonts ha'e #een insta""ed on your computer 4you can purchase software with uni ue fonts and sym#o"s% as we""6$

-dding .eaders* Footers* and +age /umbers

In this "esson% you "earn how to add headers% footers% and page num#ers to your documents$

'nderstanding Headers and !ooters

*nother aspect of creating a document is using headers and footers to insert information that you want repeated on e'ery page of the document or in the pages of a particu"ar document section$ >eader The header resides inside the top margin on the pageI it ho"ds information such as the date or draft num#er that appears at the top of e'ery page of the document$ .'ery section of a document cou"d potentia""y ha'e a separate header$ 3ooter The footer resides inside the #ottom margin of the pageI it ho"ds information such as the page num#er or other information that appears at the #ottom of e'ery page of the document$ .'ery section of a document cou"d potentia""y ha'e a separate footer$ >eaders and footers pro'ide you with a way to inc"ude a document tit"e% the current date% or the current page num#er on the top or #ottom of each page in the document$ >eaders can inc"ude te9t% graphics% or other items$

&dding Headers and !ooters

2ou can add a header or footer to a document in any 'iew$ To add a header or footer% fo""ow these steps7$ Se"ect ;iew% >eader and 3ooter$ 2ou are temporari"y switched to the :rint 1ayout mode and p"aced in the header area of the document 4see 3igure 7($76$ The regu"ar te9t area is dimmed and una'ai"a#"e whi"e you wor! in the header or footer #o9$ 3igure 7($7$ The header area of the page is where you type your header te9t$ The >eader and 3ooter too"#ar pro'ides you with too"s to insert page num#ers% the date% and to switch #etween your headers and footers$

7$ Type your te9t into the header area$ If you want to create a footer% c"ic! the Switch )etween >eader and 3ooter #utton on the >eader and 3ooter too"#ar% which is a"so a'ai"a#"e in the document window$ /$ 2ou can add a page num#er% the current date% the current time% and other e"ements using the appropriate #uttons on the >eader and 3ooter too"#ar 4see Ta#"e 7($76$ ($ When you need to a"ign or format the te9t% use the appropriate #uttons on the Word 3ormatting too"#ar 4whi"e in the header<footer areas6 as you wou"d for te9t on the document page$ B$ When you ha'e finished entering your header and footer te9t% c"ic! the C"ose #utton on the >eader and 3ooter too"#ar$ 2ou are returned to your document te9t$ In the Norma" 'iew% you are not a#"e to see your header or footer$ In the :rint 1ayout 'iew% howe'er% header and footer te9t appears dimmed$ 2ou can edit your headers and footers #y se"ecting ;iew% >eader and 3ooter$ Mo'e to the appropriate header or footer using the na'igation #uttons on the >eader and 3ooter too"#ar shown in Ta#"e 7($7$ To uic!"y enter a header or footer #o9% in the :rint 1ayout 'iew dou#"e-c"ic! the header or footer te9t$

Table 13.1. The "eader and ooter Toolbar 4uttons

2utto n Inserts the page num#er Inserts the page count or num#er of tota" pages .dits the format of the page num#er Inserts the current date Inserts the current time Opens the :age Setup dia"og #o9 to the 1ayout ta#% where you can change the header and footer settings >ides the document te9t whi"e you wor! on your header and footer Sets up the ne9t header the same as the current header 4or footer6 Switches #etween your header and footer Mo'es to the pre'ious header or footer in the document Mo'es to the ne9t header or footer in the document Se'era" too"#ar choices% such as Same *s :re'ious and Mo'e to :re'ious or Ne9t 4header or footer6 re"ate to documents that ha'e se'era" sections and so ha'e different headers or footers within the same document$ 2ou can a"so ha'e more than one header or footer in the document if you choose to ha'e different headers or footers for odd- and e'ennum#ered pages$ Purpose

&dding -age 1um+ering to a Document

>eaders and footers ena#"e you to p"ace repeating information in your documents% inc"uding the date% other important te9t% and most importantRpage num#ers$ When you want to p"ace on"y page num#ers on your document pages% you can s!ip the >eader and 3ooter command and uic!"y add page num#ers using the Insert menu$ To p"ace page num#ers in your document% fo""ow these steps7$ Se"ect Insert% :age Num#ers$ The :age Num#ers dia"og #o9 appears 4see 3igure 7($(6$

i!ure 13.3. *se the 1a!e ,u)bers dialo! bo- to select the position and ali!n)ent of pa!e nu)bers in your docu)ent

7$ To se"ect the position for your page num#ers% se"ect the :osition drop-down arrow and se"ect Top of :age 4>eader6 or )ottom of :age 43ooter6$ /$ 2ou can se"ect the a"ignment for the page num#ers using the *"ignment dropdown #o9$ Se"ect Center% 1eft% or Right to position the page num#ers$ When you are using mirror margins on a document that wi"" #e printed on #oth sides of the paper% se"ect Inside or Outside 4re"ati'e to a centra" #inding% "i!e that of a #oo!6 to position your page num#ers$ ($ To se"ect the format for your page num#ers% c"ic! the 3ormat #utton$ The 3ormat dia"og #o9 appears$ B$ Use the :age Num#er 3ormat drop-down #o9 4shown in 3igure 7($B6 to choose the format for your page num#ers 4*ra#ic numera"sR7% /% (Ris the defau"t6$ When you ha'e se"ected your num#er format% c"ic! OJ to return to the 3ormat dia"og #o9$

i!ure 13./. *se the 1a!e ,u)ber or)at drop5do$n bo- to choose the for)at for your pa!e nu)bers

7$ To ha'e the page num#ering start on a specific page in the document% c"ic! the Start *t option #utton and then use the spinner #o9 to specify the page num#er$ /$ C"ic! OJ to c"ose the :age Num#er 3ormat dia"og #o9$ The page num#ers are p"aced in the header or footer of your document according to your positioning and formatting choices$ 2ou can edit the page num#ers and add te9t if you want #y se"ecting ;iew% >eader and 3ooter$

+rinting

ocuments

In this "esson% you "earn how to pre'iew your documents and then print them$

Sending 4our Document to the -rinter

When you ha'e finished a particu"ar document and are ready to generate a hard copy% Word ma!es it easy for you to get your document to the printer$ In fact% you ha'e three choices

2ou can send the document direct"y to the printer 4no uestions as!ed6 #y c"ic!ing the :rint #utton on the Standard too"#ar$ 2ou can open the :rint dia"og #o9 4se"ect 3i"e% :rint6 and set any print options that you want% such as printing a particu"ar range of pages or printing mu"tip"e copies of the same document$ 2ou a"so ha'e the option of pre'iewing your hard copy #efore printing$ This ena#"es you to 'iew your document e9act"y as it wi"" appear on the printed page$ To pre'iew your document #efore printing% c"ic! the :rint :re'iew #utton on the Word Standard too"#ar$ The :rint :re'iew window opens for the current document 4see 3igure 7B$76$

i!ure 1/.1. The 1rint 1re&ie$ )ode enables you to &ie$ your docu)ent the $ay it $ill print.

2ou wi"" find that the :rint :re'iew window pro'ides se'era" 'iewing too"s that you can use to e9amine your document #efore printing$

Uoom In or OutR In the :rint :re'iew window% the mouse pointer appears as a magnifying g"ass$ C"ic! once on your document to &oom in% and then c"ic! a second time to &oom out$ To turn this feature off 4or on again6% c"ic! the Magnifier #utton$ Uoom #y :ercentageR 2ou can change to different &oom "e'e"s on the current document #y using the Uoom drop-down arrow$ ;iew Mu"tip"e :agesR 2ou can a"so &oom out and 'iew se'era" pages at once in the :re'iew window$ C"ic! Mu"tip"e :ages% and then drag to se"ect the num#er of pages to #e shown at once$ Shrin! to 3itR If you ha'e a two-page document and on"y a sma"" amount of te9t appears on the second page% you can condense a"" the te9t to fit on the first page on"yI c"ic! the Shrin! to 3it #utton$

When you ha'e comp"eted 'iewing your document in the :rint :re'iew mode% you can c"ic! the :rint #utton to print the document% or if you want to edit the document #efore printing% c"ic! the C"ose #utton on the too"#ar$

/hanging -rint Settings

In some situations% you might want to print on"y the current page or a certain range of pages$ These options are contro""ed in the :rint dia"og #o9$ The :rint dia"og #o9 supp"ies you with se'era" options% inc"uding the printer to which you send the print Fo#% the num#er of copies% and the page range to #e printed$ To open the :rint dia"og #o9% se"ect 3i"e% then :rint$ The :rint dia"og #o9 is shown in 3igure 7B$/$

i!ure 1/.2. The 1rint dialo! bo- !i&es you control o&er the options for your docu)ent.

Depending on your home or office situation% you might ha'e your computer connected to more than one printer 4especia""y if you are on a networ!6$ The :rint dia"og #o9 has a drop-down #o9 that "ists a"" the printers to which you ha'e access$ To se"ect a printer other than the current printer% c"ic! the drop-down arrow in the Name #o9 and choose your printer from the "ist$

The :rint dia"og #o9 a"so ena#"es you to se"ect the range to #e printed$ This range can consist of a page% a group of specific pages in a se uence% or a"" the pages in the document$

*"" :agesR To print a"" the pages in the document% ma!e sure the *"" option #utton is se"ected$ Current :ageR To print a sing"e page% c"ic! the Current :age option #utton 4this prints the page that the insertion point is par!ed on6$ :age RangeR To designate a range of pages% c"ic! the :ages option #utton and type the page num#ers into the :ages #o9$ Specifying :age Ranges To print a continuous range of pages% use the 7W@ format 4where 7 is the start and @ is the end of the range6$ 3or pages not in a continuous range% use the @%H%7( format 4where each distinct page num#er to #e printed is separated #y a comma6$ 2ou can a"so mi9 the two formats$ 3or e9amp"e% you cou"d specify 7W@%H%7($

Num#er of CopiesR In the Copies area of the :rint dia"og #o9% use the increment #uttons in the Num#er of Copies #o9 to se"ect the num#er of copies you want to print$ 2ou can a"so dou#"e-c"ic! inside the Num#er of Copies #o9 and type in a particu"ar 'a"ue for the num#er of copies you want$ Co""ateR In addition to specifying the num#er of copies% you can se"ect whether to co""ate your document #y chec!ing the Co""ate #o9 in the copies area$ Co""ate means that the document is printed in the proper order for stap"ing or #inding$ 3or e9amp"e% a 70-page document wou"d #e printed from page 7 through 70 and then the su#se uent copies wou"d a"so print in this Nco""atedN arrangement$ If you do not choose to co""ate% a"" the copies of page 7 wi"" #e printed% then page /% and so on$

2ou can a"so choose to print a"" the pages in a chosen range or print on"y the odd or e'en pages$ C"ic! the :rint drop-down #o9 4near the #ottom "eft of the dia"og #o96 and se"ect *"" :ages in Range% Odd :ages% or .'en :ages% as re uired$ *nother print option worth mentioning is the Uoom print option in the :rint dia"og #o9$ This feature ena#"es you to p"ace se'era" document pages on one sheet of paper$ To use Uoom print% c"ic! the :ages per Sheet drop-down #o9 in the Uoom area of the :rint dia"og #o9 and se"ect the num#er of document pages you want to p"ace on a sheet of paper$ To se"ect a sca"e for the print Fo# 4the sca"e is the re"ati'e si&e of the mini-pages on the printout page% such as E$@ #y 77 inches or "ega" si&e6% c"ic! the Sca"e to :aper Si&e dropdown #o9$

*fter you se"ect these two options% proceed with your print Fo#$ )e ad'ised% howe'er% that the more pages you p"ace on a sing"e sheet% the sma""er the te9t appears$ 3ina""y% you can print specia" items that you ha'e p"aced in your document% such as comments% sty"es% and *utoTe9t entries$ When you choose to print one of these items% you are supp"ied with a page or pages separate from the main document that "ists the comments% sty"es% or other items you,'e se"ected$ Se"ect the :rint What drop-down arrow and se"ect from the "ist of items as fo""ows

DocumentR :rints the document$ Document :ropertiesR :rints a summary of the information found in the document properties dia"og 4c"ic! 3i"e% :roperties6$ Document Showing Mar!upR Shows the document with mar!up from trac!ing changes #y mu"tip"e authors$ 1ist of Mar!upR :rints a "ist of changes added to a document in'o"'ing mu"tip"e authors$ Sty"esR 1ists the sty"es in the document$ *utoTe9t .ntriesR :ro'ides a "ist of the *utoTe9t entries in the document$ Jey *ssignmentsR Shows the shortcut !ey assignments for the document$

If you want to print more than one of these optiona" items with the document printout% you must se"ect them in the :rint options dia"og #o9

Creating /umbered and "ulleted ,ists

In this "esson% you "earn how to create and edit num#ered and #u""eted "ists$

'nderstanding 1um+ered and ,u eted %ists

2ou can add emphasis to a "ist of points or de"ineate a "ist of items in a document #y adding num#ers or #u""ets to the items in the "ist$ Num#ered "ists are great for steps or points that shou"d #e read in order$ )u""eted "ists wor! #est when you want to separate and high"ight different items or points in a "ist% #ut the items do not ha'e to appear in any particu"ar order$

The sty"e and "oo! of the num#ers or #u""ets that you app"y to a "ist can easi"y #e edited% and you can e'en change the starting num#er for a num#ered "ist$ The "ist then renum#ers itse"f automatica""y$ *"so% as you add new "ines to num#ered or #u""eted "ists% the items are automatica""y set up with the same num#ering sty"e 4with the proper num#er in the "ist se uence6 or #u""et sty"e$

/reating a 1um+ered or a ,u eted %ist

2ou can create num#ered or #u""eted "ists from scratch or add num#ers or #u""ets to an e9isting "ist$ To create a new num#ered "ist% fo""ow these steps7$ :"ace the insertion point where you want to #egin the num#ered "ist in your document$ /$ Se"ect 3ormat% )u""ets and Num#ering$ The )u""ets and Num#ering dia"og #o9 appears$ ($ 3or a num#ered "ist% se"ect the Num#ered ta# 4see 3igure 7@$76$

i!ure 1%.1. *se the ,u)bered tab on the 4ullets and ,u)berin! dialo! bo- to select a nu)ber style for your nu)bered list.

7$ On the Num#ered ta#% c"ic! the sty"e #o9 for the particu"ar sty"e that you want to use for the num#ers in the "ist$ If you want to customi&e any of the defau"t sty"es offered% se"ect the sty"e #o9 and then c"ic! the Customi&e #utton$ The Customi&e Num#ered 1ist dia"og #o9 appears 4see 3igure 7@$/6$

i!ure 1%.2. The 3usto)i7e ,u)bered (ist dialo! bo- enables you to set the nu)ber style0 for)at0 and start nu)ber for the list

7$ Use this dia"og #o9 to change the num#er sty"e% the format% the start num#er% the font for the num#ers% or the num#er position$ * pre'iew of your changes appears at the #ottom of the dia"og #o9$ /$ When you ha'e se"ected your options for the num#er sty"e for your "ist% c"ic! OJ$ 2ou are returned to the )u""ets and Num#ering dia"og #o9$ C"ic! OJ to return to the document$ 2ou can a"so easi"y create a #u""eted "ist using the )u""ets and Num#ering dia"og #o9I fo""ow these steps-

7$ To start a #u""eted "ist% open the )u""ets and Num#ering dia"og #o9% as pre'ious"y discussed 4se"ect 3ormat% )u""ets and Num#ering6$ C"ic! the )u""eted ta#$ /$ Se"ect the #u""et sty"e you want to use #y c"ic!ing the appropriate #o9$ If you need to customi&e your #u""et sty"e% c"ic! the Customi&e #utton$ The Customi&e )u""eted 1ist dia"og #o9 wi"" open

!sing Word #ables

In this "esson% you "earn how to create and format ta#"es in your Word document$ 2ou a"so "earn how to p"ace math formu"as in a ta#"e$

'nderstanding *a+ es and /e s

* Word ta#"e is made up of 'ertica" co"umns and hori&onta" rowsRa ta#u"ar format$ * ta#u"ar format gi'es you f"e9i#i"ity to arrange te9t and graphics in an organi&ed fashion using co"umns and rows$ Ta#"es ena#"e you to enter and wor! with information in a se"fcontained grid$ Information is entered into a ta#"e ce""$ Ce"" * ta#"e ce"" is the intersection of a co"umn and row$ Word ma!es it easy for you to create a ta#"e of any si&e with any num#er of co"umns and rows in your document and then edit it$ In addition to editing te9t or graphics in a ta#"e% you ha'e access to se'era" formatting options re"ated to the ta#"e itse"f% such as row and co"umn attri#utes and the capa#i"ity to easi"y add or de"ete rows and co"umns from the ta#"e$

/reating *a+ es
Word offers you se'era" approaches for actua""y p"acing the ta#"e into the document$ 2ou can insert the ta#"e into the document or draw the ta#"e using the Draw Ta#"e command$ 1et,s ta!e a "oo! at inserting a ta#"e% which a""ows you to uic!"y specify the num#er of rows and co"umns to #e used$ We can then "oo! at drawing a ta#"e into a document$

Insertin! a (able
One option for p"acing a ta#"e into your document is inserting the ta#"e$ Inserting a ta#"e ena#"es you to se"ect the num#er of rows and co"umns in the ta#"e$ The height and the width of the rows and co"umns are set to the defau"t 4one "ine space L#ased on the current font heightM for the row height and 7$/( inches for the co"umn width6$ Using the Insert command for a new ta#"e is the simp"est way to se"ect the num#er of rows and co"umns for the ta#"e$ *"so% to p"ace the ta#"e% you need on"y p"ace the insertion point at the

position where the new ta#"e is to #e inserted$ The insertion point mar!s the top-"eft starting point of the ta#"e$ Inserted ta#"es are staticI you can mo'e them to a new "ocation in a document on"y #y se"ecting the entire ta#"e and then using cut and paste$ If you want to ha'e #etter contro" o'er the p"acement of the ta#"e% you might want to draw a ta#"e 4as descri#ed in the ne9t section6$ This type of ta#"e can #e dragged to any "ocation in the document #ecause it is created inside a porta#"e frame$ To insert a ta#"e into your document% fo""ow these steps7$ :"ace the insertion point in the document where you want to p"ace the ta#"eI se"ect Ta#"e% and then point to Insert$ Se"ect Ta#"e from the cascading menu$ The Insert Ta#"e dia"og #o9 appears 4see 3igure 75$76$ 3igure 75$7$ The Insert Ta#"e dia"og #o9 ena#"es you to specify the num#er of co"umns and rows for your new ta#"e$

7$ Use the spin arrows in the Num#er of Co"umns te9t #o9 to set the num#er of co"umns$ Use the c"ic! arrows in the Num#er of Rows te9t #o9 to set the num#er of rows$ /$ If you want to set the num#er of co"umns and rows as the defau"t for su#se uent ta#"es% c"ic! the Remem#er Dimensions for New Ta#"es chec! #o9$ ($ To set the ta#"e so that it automatica""y adFusts the co"umn widths to accommodate the te9t that you type in the co"umn% se"ect the *uto3it to Contents option #utton$ If you are going to sa'e the Word document containing the ta#"e as a We# document 4and use it on a We# site6% se"ect the *uto3it to Window option

#utton$ This a""ows the ta#"e to automatica""y adFust within a We# #rowser window so that it can #e 'iewed when the #rowser window is si&ed$ B$ When you ha'e comp"eted your settings for the ta#"e% c"ic! OJ$ The ta#"e is inserted into your document$

Dra"in! a (able
*n a"ternati'e to inserting a ta#"e into your document is to draw the ta#"e$ This method creates a ta#"e that resides inside a ta#"e frame$ The frame can then #e dragged to any position in the document$ 2ou actua""y draw the ta#"e with a drawing too" and use the too" to add rows and co"umns to the ta#"e$ When you draw the ta#"e% you wi"" find that it is created without any rows or co"umns$ 2ou then must manua""y insert the rows and co"umns using the Ta#"e Drawing too"$ *"though you can #ui"d a high"y customi&ed ta#"e using this method% it is not as fast as inserting a ta#"e with a prescri#ed num#er of rows and co"umns% as descri#ed in the pre'ious section$ To draw a ta#"e in your document% fo""ow these steps7$ Se"ect Ta#"e% Draw Ta#"e$ The mouse pointer #ecomes a Npenci"N drawing too"$ The Ta#"es and )orders too"#ar a"so appears in the document window$ /$ C"ic! and drag to create the ta#"e,s outside #orders 4its #o9 shape6$ Re"ease the mouse when you ha'e the outside perimeter of the ta#"e comp"eted$ ($ To add rows and co"umns to the ta#"e% use the penci" to draw the row and co"umn "ines 4ho"d down the "eft mouse #utton and drag the mouseI see 3igure 3igure 75$/$ With the ta#"e drawing too"% you can draw a ta#"e in your document% and then draw in the row and co"umn "ines$ The #orders a"" snap to right-ang"ed "ines on an unseen grid so that your ta#"e wi"" a"ways ha'e straight "ines$

7$ When you ha'e comp"eted your ta#"e% c"ic! the Draw Ta#"e #utton on the Ta#"es and )orders too"#ar to deacti'ate the Draw Ta#"e feature 4this #utton is a togg"e and can a"so turn the drawing too" #ac! on when c"ic!ed6$ The Ta#"es and )orders too"#ar pro'ides you with #uttons that ena#"e you to edit the attri#utes of the ta#"e$ Se'era" of the #uttons on the Ta#"es and )orders too"#ar are usefu" for customi&ing your ta#"e

Distri#ute Rows .'en"yR the same$ Distri#ute Co"umns .'en"yR consistent$

This #utton ma!es the row heights in the ta#"e a"" This #utton ma!es a"" the co"umn widths

.raserR This #utton ena#"es you to turn on the eraserI drag it across any row or co"umn "ine in the ta#"e to erase it$ 1ine Sty"eR This drop-down #o9 ena#"es you to change the weight and sty"e of the row or co"umn "ines you create$

2ou can a"so mo'e the ta#"e anywhere on the document page 4it,s not anchored in one p"ace "i!e ta#"es that are p"aced on the page using the Insert Ta#"e command6$ :"ace the mouse on the upper-"eft edge of the ta#"e and a Mo'e icon 4a four-headed arrow6 appears$ Drag the icon to a new "ocation on the page$ When you re"ease the mouse% the ta#"e is p"aced in the new "ocation$

0ntering *e"t and 1a#igating in a *a+ e

.ntering te9t into the ta#"e is 'ery straightforward$ C"ic! in the first ce"" of the ta#"e 4the open #o9 where the first co"umn and first row of the ta#"e meet6 and enter the appropriate te9t$ To mo'e to the ne9t ce"" 4hori&onta""y% then 'ertica""y6% press the Ta# !ey$ 2ou can continue to mo'e through the ce""s in the ta#"es #y pressing Ta# and entering your te9t$ If you want to #ac! up a ce""% press ShiftQTa#$ This mo'es you to the ce"" to the "eft of the current ce"" and se"ects any te9t entered in that ce""$ Se'era" other !ey#oard com#inations are usefu" as you wor! in your ta#"e

*"tQ>omeR Ta!es you to the first ce"" in the current row *"tQ:age UpR Ta!es you to the top ce"" in the current co"umn *"tQ.ndR Ta!es you to the "ast ce"" in the current row *"tQ:age DownR Ta!es you to the "ast ce"" in the current co"umn

Of course% you can use the mouse to c"ic! any ce"" of the ta#"e at any time$

Inserting and De eting Ro)s and /o umns

.'en after creating your ta#"e% you sti"" ha'e comp"ete contro" o'er the num#er of rows and co"umns in it$ 2ou can de"ete empty or fi""ed rows and co"umns depending on your particu"ar need$ To insert a row or co"umn into the ta#"e% p"ace the insertion point in a ce"" that is in the row or co"umn ne9t to where you want to p"ace a new row or co"umn$ Se"ect the Ta#"e menu and then point to Insert to see the a'ai"a#"e options$ Options can #e se"ected from a cascading menu

Rows *#o'eR Insert a new row a#o'e the se"ected row$ Rows )e"owR Insert a new row #e"ow the se"ected row$ Co"umns to the 1eftR Insert a new co"umn to the "eft of the se"ected co"umn$ Co"umns to the RightR Insert a new co"umn to the right of the se"ected co"umn$

2ou can a"so easi"y de"ete co"umns or rows from your ta#"e$ Se"ect the rows or co"umns% and then se"ect the Ta#"e menu$ :oint at De"ete% and then se"ect Co"umns or Rows from the cascading menu% as appropriate$ The co"umns or rows se"ected are remo'ed from the ta#"e$

!ormatting a *a+ e
3ormatting a ta#"e can in'o"'e se'era" things- 2ou can change the width of a co"umn or the height of a row% and you can a"so format the 'arious ta#"e #orders with different "ine weights or co"ors$ Some of the ta#"e attri#utes can #e modified direct"y on the ta#"e% #ut other attri#utes are #est hand"ed #y modifying settings in the Ta#"e :roperties dia"og #o9 or #y using the *uto3ormat dia"og #o9$

Modif in! Cell Si3e

*n important aspect of wor!ing with your rows and co"umns is adFusting co"umn widths and row heights to fit the needs of the information that you p"ace inside the ta#"e ce""s$ )oth of these formatting tas!s are mouse wor!$ >owe'er% when you want to enter an actua" 'a"ue for a"" the co"umn widths or row heights% you can use the Ta#"e :roperties dia"og #o9 discussed in this section$ :"ace the mouse pointer on the #order #etween any co"umns in your ta#"e$ * si&ing too" appears 4see 3igure 75$(6$ Drag the si&ing too" to adFust the width of the co"umn$ 2ou can a"so adFust the co"umn widths and the row heights in the ta#"e using the Ta#"e :roperties dia"og #o9$ If you want to adFust the row or co"umn attri#utes for Fust one row or co"umn% ma!e sure the insertion point is in that row or co"umn$ If you want to adFust the 'a"ues for the entire ta#"e% c"ic! anywhere in the ta#"e% choose the Ta#"e menu% point at Se"ect% and then choose Ta#"e$ This se"ects the entire ta#"e$ 3o""ow these steps to open the dia"og #o9 and adFust the 'arious properties associated with the current ta#"e7$ Se"ect Ta#"e% Ta#"e :roperties$ The Ta#"e :roperties dia"og #o9 appears$ /$ To adFust co"umn widths using the dia"og #o9% se"ect the Co"umn ta#$ ($ Ma!e sure the Specify Width chec! #o9 is se"ected% and then use the width c"ic! arrows to adFust the width 4see 3igure 75$B6$

i!ure 18./. AdAust your colu)n $idths usin! the 3olu)n tab of the Table 1roperties dialo! bo-.
7$ If you want to change the width of the ne9t co"umn% c"ic! the Ne9t Co"umn #utton$ The :re'ious Co"umn #utton ena#"es you to adFust the width of the pre'ious co"umn$ /$ When you ha'e comp"eted adFusting co"umn widths% c"ic! the OJ #utton$ 2ou can adFust row heights in a "i!e manner$ Use the Row ta# of the Ta#"e :roperties dia"og #o9$ 2ou can use the Specify >eight #o9 to specify the row height and the :re'ious Row and Ne9t Row #uttons to specify the row for which you want to adFust the height$

)ormattin! (able 2orders

3ormatting your ta#"e #orders is a matter of se"ecting the ce""s 4or the entire ta#"e6 and then se"ecting the formatting parameters$ *fter you,'e se"ected the appropriate ce""s% se"ect the 3ormat menu% and then se"ect )orders and Shading$ 3igure 75$@$ Use the )orders and Shading dia"og #o9 to se"ect the #order options for your ta#"e$

To se"ect the #order sty"e% choose from one of the fo""owing

)o9R This p"aces a #o9 around the outside of the ta#"e$ *""R This p"aces a #o9 around the ta#"e% grid"ines inside the ta#"e% and a"so app"ies any shadow and co"or parameters that ha'e #een set in Word$ +ridR This p"aces a #order around the ta#"e and p"aces a #order 4grid6 on the row and co"umn "ines$ CustomR When you se"ect Custom% you must then specify on the :re'iew ta#"e the #order "ines you want to format$ To change the sty"e% co"or% and width of your #order "ines% use the Sty"e% Co"or% and Width drop-down #o9es to se"ect the

options for your #order "ines$ When you ha'e comp"eted your se"ections% c"ic! OJ to return to the ta#"e$ The #order options that you se"ected are used to format the ce""s that you se"ected in the ta#"e$

Automaticall )ormattin! the (able

2ou can a"so format your ta#"e in a more automatic fashion using the Ta#"e *uto3ormat feature$ This feature ena#"es you to se"ect from a "ist of predetermined ta#"e formats that configure the #orders and pro'ide te9t and #ac!ground co"ors in the ce""sI you can e'en se"ect a particu"ar font for the te9t contained in the ce""s$ To *uto3ormat your ta#"e% c"ic! any ce"" of the ta#"e and then fo""ow these steps7$ Se"ect Ta#"e% Ta#"e *uto3ormat$ The Ta#"e *uto3ormat dia"og #o9 appears$ /$ To pre'iew the 'arious formats pro'ided% c"ic! a format in the 3ormats scro"" #o9$ * pre'iew of the format is shown$ ($ When you ha'e found the format that you want to use 4you can choose from a#out @06% se"ect the format and then c"ic! *pp"y$

- acing a !ormu a in a *a+ e

2ou can a"so p"ace formu"as in your ta#"es that can do a 'ariety of ca"cu"ations$ 2ou can add ce""s to show a tota"% ca"cu"ate an a'erage% and do statistica" ca"cu"ations such as ma9 and min% which return the ma9imum or minimum 4respecti'e"y6 from a "ist of num#ers$ )efore wor!ing with formu"as% howe'er% you shou"d #ecome fami"iar with how ce"" addresses are determined$ .ach co"umn in the ta#"e is gi'en a "etter designation starting with *$ So% the first co"umn is *% the second is ) and so on$ The first row in the ta#"e is 7$ The second row wou"d #e / and so on$ The first ce"" in a ta#"e% which is in co"umn * and row 7 wou"d #e ce"" *7$ .ach ce"",s address is the co"umn "etter fo""owed #y the row num#er$ To specify a group of ce""s to #e acted on #y a formu"a% you ha'e to specify the first ce"" in the group and then the "ast ce"" in the group$ So if you were adding ce""s )/% )(% )B% and )@% you wou"d designate the ce"" group as )/-)@$ This te""s Word where the ce""s to act on #egin and end$ *nother thing you shou"d !now is that ta#"e formu"as ha'e to #e created in a 'ery specific way$ .ach formu"a must start with an e ua" sign 4T6 fo""owed #y the name of the formu"a 4such as SUM for adding or *;.R*+. for a'erage6$ The ce""s to #e acted on are then

entered in parentheses fo""owing the name of the formu"a$ * formu"a that pro'ides you the a'erage of ce""s )/-)@ wou"d "oo! "i!e thisT*;.R*+.4)/-)@6 To p"ace a formu"a in a ta#"e% fo""ow these steps7$ C"ic! in the ta#"e ce"" where you wi"" p"ace the formu"a$ /$ Se"ect Ta#"e% 3ormu"a$ The 3ormu"a dia"og #o9 appears as shown in 3igure 75$5$

3.

i!ure 18.8. The or)ula dialo! bo- allo$s you to insert a for)ula into a Word table.

7$ In many cases% the 3ormu"a dia"og #o9 wi"" use ce"" position to interpret the #est formu"a to insert into the ta#"e$ 3or e9amp"e% in 3igure 75$5% Word NseesN that you ha'e a co"umn of num#ers a#o'e the formu"a ce"" and so wi"" pro#a#"y want to add 4SUM6 ce""s a#o'e$ If this is the appropriate formu"a% c"ic! OJ and the formu"a 4and its resu"t6 wi"" #e inserted into the ta#"e$ /$ If you want to paste a different formu"a into the ta#"e ce""% se"ect and De"ete the formu"a pro'ided$ ($ In the 3ormu"a #o9% type an e ua" sign 4T6 and then c"ic! the :aste 3unction dropdown "ist to insert a new formu"a$ B$ To specify the ce""s to #e acted on #y the formu"a% p"ace the starting and ending addresses of the ce"" grouping 4separated #y a co"on6$ @$ C"ic! OJ to p"ace the formu"a in the ta#"e$

-dding 0raphics to

ocuments

In this "esson% you "earn how to insert graphics% such as c"ip art% into your document and how to use the Word drawing too"s to create your own graphics$

Inserting a Graphic
*dding a graphic to your document is rea""y Fust a matter of identifying the p"ace in the document where you want to p"ace the picture and then se"ecting a specific graphic fi"e$ Word pro'ides you with a "arge c"ip-art ga""ery of ready-made graphics 4in the Windows metafi"e format% $wmf6% and you can a"so p"ace images into your document that you find on the Wor"d Wide We#% that you recei'e attached to e-mai" messages% that are imported from a scanner or digita" camera% and more$ Word a"so em#races se'era" graphic fi"e formats% inc"uding the fo""owing fi"e types

CompuSer'e +I3 4$gif6 .ncapsu"ated :ostScript 4$eps6 ;arious paint programs 4$pc96 Tagged Image 3i"e format 4$tif6 Windows #itmap 4$#mp6 K:.+ fi"e interchange format 4$Fpg6 Word:erfect graphics 4$wpg6

To add a graphic fi"e to your document% you insert the image using the Insert menu$ 3o""ow these steps to add a graphic to your document7$ :"ace the insertion point where you want to p"ace the graphic in the document$ /$ Se"ect Insert% :icture% and then se"ect 3rom 3i"e on the cascading menu$ The Insert :icture dia"og #o9 appears$ ($ Use the 1oo! In #o9 to "ocate the dri'e and fo"der that contains the picture fi"e$ *fter you "ocate the picture% c"ic! the fi"e to 'iew a pre'iew 4see 3igure 7E$76$

7$ *fter you se"ect the picture you want to insert into the document% c"ic! Insert in the "ower-right corner of the Insert :icture dia"og #o9$ The picture is p"aced in your document% and the :icture too"#ar appears in the document window$ The :icture too"#ar pro'ides se'era" too"s you can use to modify and edit the graphics in your document$ See the NModifying +raphicsN section in this "esson for more information on this too"#ar$ :ro#a#"y the first thing you wi"" want to do to any graphic or picture that you insert into a document is to si&e the image so that it fits #etter on the page in re"ation to your te9t$ Most inserted graphics% e'en those from the Office c"ip-art "i#rary% tend to #e inserted into a document in a fair"y "arge si&e$ To si&e a graphic% c"ic! it to se"ect it$ Si&ing hand"es 4sma"" #o9es6 appear on the #order of the graphic$ :"ace the mouse on any of these si&ing hand"es$ The mouse pointer #ecomes a si&ing too" with arrows pointing in the directions in which you can change the si&eI drag to si&e the graphic$ To maintain the height<width ratio of the image 4so you don,t stretch or distort the image6% use the si&ing hand"es on the corners of the image and drag diagona""y$

'sing the Word / ip &rt

If you don,t ha'e a co""ection of your own pictures and graphics to p"ace in your document% don,t worryI Word pro'ides a "arge co""ection of c"ip-art images you can use to

"i'en up your documents$ The c"ip-art "i#rary is organi&ed #y theme$ 3or e9amp"e% if you want to peruse the anima" c"ip art that Word pro'ides% you can se"ect the *nima" theme$ To insert Word c"ip art into your document% fo""ow these steps7$ :"ace the insertion point where you want to p"ace the graphic in the document$ /$ Se"ect Insert% :icture% and then se"ect C"ip *rt on the cascading menu$ The C"ip *rt tas! pane appears 4see 3igure 7E$/6$

i!ure 1=.2. The 3lip Art tas# pane !i&es you access to the Word clip art !allery.

7$ Type the name of a c"ip-art theme% such as *nima"s% into the Search 3or #o9$ /$ 4Optiona"6 )y defau"t% the search wi"" #e conducted on a"" your media co""ections% inc"uding the Office and We# Co""ections$ If you want to e9c"ude certain co""ections from the search 4to speed up the search process6% c"ic! the Search In drop-down arrow and c"ear the chec! mar! from any of the "ocations "isted$

($ 4Optiona"6 If you want to e9c"ude certain fi"e types from the search 4to speed up the search process6% se"ect the *"" Media 3i"e Types drop-down #o9 and dese"ect any of the fi"e types 4C"ip*rt% :hotographs% and so on6 as re uired$ Sound and *ction Imagery *'ai"a#"e% Too 2ou can insert sound or mo'ie c"ips into your document from the C"ip *rt tas! pane$ )y defau"t they are inc"uded in the resu"ts for any search you conduct$ B$ @$ C"ic! the +o #utton% and 'arious c"ip-art images that fit your search criteria appear$ 5$ When you ha'e "ocated the c"ip art you want to p"ace in the document% c"ic! the image$ *n image drop-down #o9 appears$ Se"ect Insert to p"ace the image in your document 4see 3igure 7E$(6$

i!ure 1=.3. 3lic# a particular clip5art cate!ory to &ie$ the clip5art i)a!es.

If used appropriate"y% pictures and c"ip art can definite"y impro'e the "oo! and fee" of your documents% particu"ar"y specia" documents such as f"yers% news"etters% and #rochures$ If you find that the c"ip-art "i#rary pro'ided doesn,t ha'e what you need% c"ic! the C"ip *rt on Microsoft$com "in! near the #ottom of the tas! pane$ 2our We# #rowser opens and ta!es you to Microsoft,s on"ine c"ip-art "i#rary% which offers additiona" c"ip-art images for your use$

'sing the Word Dra)ing *oo +ar

2ou can a"so create your own graphics in your documents using the drawing too"s pro'ided on the Word Drawing too"#ar$ This too"#ar pro'ides se'era" too"s% inc"uding "ine% arrow% rectang"e% o'a"% and te9t #o9 too"s$ 2ou can a"so use the appropriate too"s to change the fi"" co"or on a #o9 or circ"e% change the "ine co"or on your drawing o#Fect% or change the arrow sty"e on arrows you ha'e p"aced on the page$ To disp"ay the Drawing too"#ar% se"ect ;iew% point at Too"#ar% and then se"ect Drawing from the too"#ar "ist$ Ouic!"y *ccess Too"#ars 2ou can a"so right-c"ic! any too"#ar in the Word window to access the too"#ar "istI then se"ect Drawing

The Drawing too"#ar appears at the #ottom of the document window Fust a#o'e the Word status #ar$ 3igure 7E$5 shows the Drawing too"#ar and the too"s a'ai"a#"e on it$ Word pro'ides you with an add-on program ca""ed Word*rt that ena#"es you to create specia" te9t effects in your document$ 2ou can create te9t that wraps around a circ"e% as we"" as a num#er of other specia" te9t N"oo!s$N In Word% c"ic! the Word*rt #utton on the Drawing too"#ar to start the Word*rt program$ Word*rt can a"so #e used in other Office programs% such as :ower:oint% to create 'isua""y e9citing te9t items$ *nother usefu" Drawing too" is the Insert Diagram or Organi&ation Chart #utton$ C"ic! this #utton to add predesigned organi&ationa" charts and other specia" diagrams to a document$

Creatin! a Ne" Ob8ect

To draw a particu"ar o#Fect% c"ic! the appropriate #utton on the too"#ar$ Then% drag the mouse to create the o#Fect in your document$ To draw a s uare or circ"e% c"ic! the Rectang"e too" or the O'a" too" and ho"d down the Shift !ey as you draw the o#Fect with the mouse$ If you find that you aren,t 'ery good at actua""y drawing graphica" o#Fects% c"ic! the *utoShapes drop-down arrow 4near the "eft side of the drawing too"#ar6 and se"ect a particu"ar o#Fect shape from the "ist pro'ided$

Modif in! Dra"n Ob8ects

2ou can a"so contro" the 'arious attri#utes for a particu"ar o#Fect that you,'e drawn$ 2ou must first se"ect the o#Fect using the se"ection pointer 4c"ic! the Se"ect O#Fects too"% and then c"ic! the o#Fect6$ 2ou can manipu"ate the o#Fect,s "ine sty"e% fi"" co"or% and "ine co"or$ Kust choose the appropriate too" on the too"#ar% and ma!e your se"ection from the "ist of possi#i"ities$ 2ou can a"so si&e and mo'e o#Fects that you draw$ Se"ect an o#Fect% and use the si&ing hand"es to increase or decrease the si&e of the particu"ar o#Fect$ If you want to mo'e the o#Fect to a new position% p"ace the mouse pointer in the midd"e of the se"ected o#Fect and drag it to a new position$ If you draw se'era" re"ated o#Fects% you can se"ect a"" the o#Fects at once and drag them together to a new "ocation$ Se"ect the first o#Fect and then ho"d down the Shift !ey and se"ect su#se uent o#Fects% as needed$ When you drag any of the o#Fects to a new "ocation% a"" the se"ected o#Fects mo'e together$ *t times you wi"" want to de"ete a particu"ar o#Fect from your document$ Simp"y se"ect the o#Fect and then press De"ete to remo'e it$ 2ou wi"" find that the Drawing too"#ar pro'ides you with a"" the too"s 4e9cept natura" artistic a#i"ity6 you need to create fair"y sophisticated custom images$ * "itt"e practice with the 'arious too"s goes a "ong way in he"ping you create o#Fects that add interest to your documents$

Creating +ersonali1ed )ass )ailings

In this "esson% you "earn how to create form "etters% en'e"opes% and mai"ing "a#e"s for mass mai"ings using the Word merge feature$

'nderstanding the Mai Merge !eature

Word ma!es it easy for you to ta!e a "ist of names and addresses and merge them with a form "etter% an en'e"ope temp"ate% or mai"ing "a#e"s$ This ena#"es you to uic!"y create items for mass mai"ings that appear to #e customi&ed for each person on the mai"ing "ist$ *"though the Mai" Merge Wi&ard wa"!s you through the merge process% the entire procedure can #e somewhat confusing$ Two different documents are used during the merge process- a main document and a data source$ The main document is your form "etter or mai"ing "a#e" temp"ate% and the data source is a Word document that pro'ides the

"ist of names and addresses that are inserted into the main document during the merge$ The data source can #e created prior to the mai" merge or during the process$ The information in the data source is inserted into the form "etter or mai"ing "a#e" using p"aceho"der codes ca""ed merge fie"ds$ .ach merge fie"d in the main document re"ates to a piece of information in the data source document% such as first name or street address% and the merge fie"d gets its name from that particu"ar fie"d in the data source$ Merge 3ie"ds Codes ser'e as p"aceho"ders in your main documentI for e9amp"e% ] 3irstName^ is an e9amp"e of a merge fie"d code that ser'es as a p"aceho"der for the first-name information that is pu""ed from the data source$ Data Source The fi"e of information% such as a "ist of names and addresses% to #e merged into the main document 4such as form "etters% en'e"opes% or mai"ing "a#e"s6$ Data sources in Word typica""y ta!e the form of a ta#"e% with each row in the ta#"e containing the name and address of a different indi'idua"$ The #est way to understand how the 'arious e"ements of the merge processRthe main document% the data source% and fie"d codesRre"ate is to actua""y perform a merge$ Wor!ing through a merge that creates form "etters for the entire "ist of peop"e in a data source is a good p"ace to start #ecause creating other merge documents% such as "a#e"s and en'e"opes% is a simi"ar process$ )ecause the merge process rea""y consists of four different actionsRcreating the main document% creating the data source% inserting the merge fie"ds into the main document 4#ased on the data in the data source6% and fina""y running the mergeRthis "esson #rea!s down each of these actions in their own section$ We #egin with starting the Mai" Merge Wi&ard and creating the main document$

Specif(ing the Main Document

The first step in the merge process is to specify a main document for the merge$ The main document can #e the current"y open document in the Word wor!space% or you can open a pre-e9isting document during the merge process$ To #egin the merge process and designate a main document for the merge% fo""ow these steps7$ Open a new% #"an! document in the Word windowI c"ic! the New )"an! Document icon on the Standard too"#ar$ /$ Se"ect Too"s% point at the 1etters and Mai"ing arrow% and then se"ect Mai" Merge Wi&ard$ The Mai" Merge tas! pane opens% as shown in 3igure 7H$7$

i!ure 1@.1. The Mail Mer!e tas# pane $al#s you throu!h the steps of )er!in! a )ain docu)ent $ith a data source.

7$ Under Se"ect Document Type on the Mai" Merge tas! pane% choose the type of main document you want to create using one of the fo""owing option #uttons1etters% .-Mai" Messages% .n'e"opes% 1a#e"s% or a Directory$ * directory% in this case% is a "ist of names and addresses that the wi&ard creates 4"i!e a phone #oo!6$ It does not create a separate item for each person in the data source as the other options do$ /$ *fter se"ecting the appropriate option #utton 4for this e9amp"e% 1etters has #een se"ected6% c"ic! the Ne9t- Starting Document "in! at the #ottom of the tas! pane$ ($ The ne9t wi&ard step pro'ided in the tas! pane pro'ides three different option #uttonsI se"ect one of the fo""owingo

Use the Current DocumentR This option ena#"es you to #ui"d your main document using the new% #"an! document that was opened in step 7 4and this wi"" #e the approach that we use in the steps that fo""ow in this section6$

Start from a Temp"ateR When this option #utton is se"ected% a Se"ect Temp"ate "in! appears in the Mai" Merge tas! pane$ C"ic! Se"ect Temp"ate% and the Se"ect Temp"ate dia"og #o9 appears$ This dia"og #o9 ena#"es you to #ase your main document on any of Word,s document temp"ates$ *fter se"ecting a particu"ar temp"ate on one of the dia"og #o9 ta#s% c"ic! OJ to return to the Mai" Merge tas! pane$ Start from .9isting DocumentR If you se"ect this option #utton% a Start from .9isting 3i"e #o9 appears in the tas! pane$ C"ic! the Open #utton at the #ottom of the #o9$ The Open dia"og #o9 appears$ Use it to se"ect the e9isting Word document that wi"" ser'e as the main merge document$ C"ic! OJ to c"ose the Open dia"og #o9 and return to the tas! pane$

B$ *fter se"ecting one of the options 4as discussed in step @6% c"ic! the Ne9t- Se"ect Recipients "in! at the #ottom of the tas! pane$ This a""ows you to either create or specify the document that contains the names and addresses 4the data source6 that you wi"" use for the merge$ We discuss the data source document in the ne9t section$ * few things shou"d #e said a#out the options a'ai"a#"e in step B$ When you se"ect one of these options% you are on"y setting the stage for how the main document wi"" "oo! when it is comp"eted 4meaning when the merge fie"ds and any te9t that the document wi"" inc"ude ha'e #een inserted6$ If you use a #"an! document% you wi"" ha'e to add any specia" formatting or document "ayout features that you want to inc"ude in the document 4as we"" as a"" the te9t that the document wi"" contain6$ If you use an e9isting document% it can a"ready contain the #ody te9t for the form "etter and 'arious formatting attri#utes$ Using the document temp"ate option ena#"es you to use one of Word,s temp"ates to determine the o'era"" "oo! of the document$ Temp"ates a"so often insert p"aceho"der te9t in a document% a""owing you to uic!"y rep"ace it with te9t of your own$ Of course% there,s no guarantee that the sty"e of temp"ates Word pro'ides #y defau"t wi"" suit your needs$ No matter how you create the main document 4using the options we discussed in this section6% fie"d or merge codes wi"" need to #e inserted$ The actua" fie"d codes used wi"" #e determined #y the data source document% which we discuss in the ne9t section$

/reating or O+taining the Data Source

The ne9t step in the process is to open or create a data source document$ This document not on"y pro'ides the names and addresses that wi"" #e merged into your form "etter% #ut it a"so dictates the merge fie"ds that are p"aced in the main document 4as p"aceho"ders for the actua" data that wi"" #e p"aced in the form "etters during the merge6$ Creating a data source during the Mai" Merge process is 'ery straightforward #ecause the Mai" Merge Wi&ard pro'ides you with a form that you use to enter peop"e,s names%

addresses% and other information$ When you enter the information for a particu"ar person% you are creating a record$ .ach record pertains to one person$ >owe'er% you a"so can use e9isting data sources for the merge$ 3or e9amp"e% you can use *ccess data#ase ta#"es 4see :art ;I% N*ccess%N for information on creating data#ases in *ccess6% your Out"oo! Contacts "ist% or any Word data source document that you created for a pre'ious merge$ To pro'ide you with a comp"ete% from-scratch "oo! at the merge process% we wi"" create a new data source document in this section of the "esson$ The fo""owing steps pic! up from the preceding section% where we specified the main document for the merge$ Record Information in the data source that contains information a#out a particu"ar person 4or p"ace or thing6$ Merge 3ie"d * code that te""s Word to automatica""y insert information into your main document during the merge$ 3or e9amp"e% the 1ast Name fie"d inserts your "etter recipient,s "ast name$ 7$ In the Mai" Merge tas! pane 4which current"y shows Step ( of 5% as shown in 3igure 7H$/6% choose one of the fo""owing options to specify the data source for the mergeo Use an .9isting 1istR This option is se"ected #y defau"t$ If you ha'e a Word document that contains a ta#"e or an *ccess ta#"e that contains the name and address information you want to use for the merge% se"ect the )rowse #utton in the tas! pane$ This opens the Se"ect Data Source dia"og #o9$ 1ocate your data source fi"e% se"ect it% and then c"ic! Open to return to the Word window and the Mai" Merge tas! pane$ The Mai" Merge Recipients dia"og #o9 appears in the Word window% pro'iding a data source "ist #ased on the source fi"e 4it wi"" "oo! the same as the Mai" Merge Recipients dia"og #o9 shown "ater in 3igure 7H$B6$

i!ure 1@./. *se the Mail Mer!e ;ecipients dialo! bo- to sort or select the recipients of the for) letter.

Se"ect from Out"oo! ContactsR This option ena#"es you to se"ect the names and addresses for the merge from your Out"oo! Contacts$ When this option is se"ected% a Choose Contacts 3o"der "in! appears in the tas! pane$ C"ic! the "in! and specify the "ocation of your Contacts fo"der in the Se"ect Contact 1ist 3o"der dia"og #o9 that opens 4in a"most a"" cases it finds your Contacts fo"der for you6$ C"ic! OJ to return to Word and the tas! pane$ The Mai" Merge Recipients dia"og #o9 appears containing a "ist of your contacts 4it is the same as the dia"og #o9 shown "ater in 3igure 7H$B6$ Type a New 1istR This option ena#"es you to create a new data source 4you wi"" use this option to e9p"ore how you create a new data source6$ *fter se"ecting this option% c"ic! the Create #utton in the tas! pane to open the New *ddress 1ist dia"og #o9 4you e9p"ore this dia"og #o9 in step /6$

i!ure 1@.2. 6ou can use an e-istin! docu)ent or your Outloo# 3ontacts list as the data source0 or you can create a ne$ data source fro) scratch.

7$ *fter se"ecting one of the options "isted in step 7 and c"ic!ing the Create "in!% either the Mai" Merge Recipients dia"og #o9 appears 4when you se"ect either the e9isting "ist or Out"oo! Contacts "ist optionsI we discuss the Mai" Merge Recipients dia"og #o9 in step @6 or% in the case of the Type a New 1ist option 4which we se"ect here as we e9p"ore this feature6% the New *ddress 1ist dia"og #o9 appears 4see 3igure 7H$(6$

i!ure 1@.3. *se the ,e$ Address (ist dialo! bo- to create the ne$ data source for the )er!e.

7$ .nter the name% address% and other information that you want to p"ace in the record for the first recipient$ When you ha'e finished entering the data% c"ic! the New .ntry #utton on the New *ddress 1ist dia"og #o9 to enter the ne9t record$ /$ .nter additiona" records as needed$ When you ha'e finished entering your records% c"ic! the C"ose #utton on the New *ddress 1ist dia"og #o9$ The Sa'e *ddress 1ist dia"og #o9 opens$ ($ .nter a name for the fi"e and specify a "ocation 4if necessaryR#y defau"t% the address "ist is sa'ed in a specia" My Data Sources fo"der that was created when you insta""ed Office6$ C"ic! Sa'e to sa'e the data source fi"e$ B$ The Mai" Merge Recipients "ist appears 4see 3igure 7H$B6$ If you used your Out"oo! Contacts "ist or an e9isting data source% this dia"og #o9 appears after you comp"eted step 7 in this section$ @$ If you want to dese"ect any of the recipients in the Mai" Merge Recipients dia"og #o9% c"ear the chec! #o9 to the "eft of their records$ If you want to sort the "ist #y a particu"ar fie"d 4such as "ast name6% c"ic! that co"umn,s heading$ 5$ *fter se"ecting recipients or sorting the recipient "ist% c"ic! OJ to c"ose the Mai" Merge Recipients dia"og #o9$

*fter creating your recipient "ist as discussed in this section% you are ready to comp"ete the main document and enter the merge fie"ds$ These topics are discussed in the ne9t section$

/omp eting the Main Document and Inserting the Merge !ie ds
Now that you ha'e specified the recipients for the merge% you can add te9t% such as the #ody of the "etter% to the main document$ The merge fie"ds that pu"" information from the data source can a"so #e inserted$ Inserting merge fie"ds is a 'ery straightforward process$ 2ou can insert indi'idua" merge fie"ds for information% such as first name and "ast name% or you can a""ow Word to automatica""y insert se'era" fie"ds into the "etter$ 3or e9amp"e% you can c"ic! the *ddress )"oc! icon that the Mai" Merge tas! pane pro'ides$ This inserts the merge fie"ds for the recipient,s name and the appropriate address merge fie"ds$ 3o""ow these steps7$ *fter specifying or creating a data source 4as detai"ed in the "ast section6% c"ic! the Ne9t- Write 2our 1etter "in! at the #ottom of the tas! pane$ /$ The Write 2our 1etter 4step B of 56 part of the merge process appears in the Mai" Merge tas! pane 4see 3igure 7H$@6$

i!ure 1@.%. 6ou can insert )er!e fields into the for) letter usin! the icons in the tas# pane.

7$ * good practice is to go ahead and c"ic! in the #"an! main document and type your "etter te9t% such as the #ody of the "etter$ 2ou can a"so add the c"osing of the "etter or any other information$ /$ 2ou can insert the merge fie"ds after typing the te9t for the "etter$ :"ace the insertion point in the main document where you want to p"ace the first merge fie"d$ 3or e9amp"e% to p"ace recipients, addresses in a form "etter% p"ace the insertion point four "ines a#o'e the greeting$ C"ic! the *ddress )"oc! icon in the tas! pane$ The Insert *ddress )"oc! dia"og #o9 appears$ ($ The Insert *ddress )"oc! dia"og #o9 pro'ides you with different formats for inserting the recipient,s name and their address information$ Choose one of the formats "isted 4see 3igure 7H$56$

i!ure 1@.8. 6ou can insert )er!e fields into the for) letter usin! the icons in the tas# pane

7$ Option #uttons re"ated to the inc"usion of the country<region fie"d in the address #"oc! are a"so inc"uded$ Se"ect the appropriate option #utton% and c"ic! OJ to c"ose the dia"og #o9$ Word inserts the *ddress )"oc! code into the "etter$ Now that you,'e inserted an *ddress fie"d% mo'e the insertion point to the position where you want to p"ace the ne9t set of merge fie"dsRfor e9amp"e% the +reeting "ine$ To insert a +reeting "ine% c"ic! the +reeting 1ine icon on the tas! pane$ The +reeting 1ine dia"og #o9 appears$ Use the drop-down "ists to se"ect the format for your "etter,s greeting "ine% inc"uding the punctuation used at the end of the "ine% such as a comma or a co"on% and to insert the appropriate merge fie"ds% such as 1ast Name% that wou"d #e inc"uded on the greeting "ine$ Then% c"ic! OJ$ 2ou can insert any other merge fie"ds% as needed% into the document$ If you want to insert indi'idua" merge fie"ds into the "etter% c"ic! the More Items icon on the tas! pane$ The Insert Merge 3ie"d dia"og #o9 appears$ Se"ect a merge fie"d% and then c"ic! Insert$ When you ha'e finished inserting any needed merge fie"ds% c"ic! C"ose$

3ina""y% you might want to insert a date at the top of your form "etter 4the main document6$ :ress Ctr"Q>ome to go to the top of the document% and then se"ect Insert% Date and Time$ Se"ect your date format in the Date and Time dia"og #o9% and then c"ic! OJ to insert the date$ 3igure 7H$A shows a main document that has #een comp"eted$ Note that it contains merge fie"ds for the address #"oc! and greeting "ine$

i!ure 1@.:. 6our finished )ain docu)ent $ill include )er!e fields0 a date0 and the body te-t for the letter

*fter you,'e finished your form "etter 4inc"uding the insertion of the appropriate merge fie"ds6% you are ready to comp"ete the merge$ The ne9t section discusses the comp"etion of the merge and the 'iewing of your finished form "etters$

Merging the Documents

The ne9t step in the merge process is to ha'e Word create the merged documents so that you can pre'iew the "etters that are created$ This ena#"es you to #e sure that the merge wor!ed correct"y 4#ased on the merge fie"ds you p"aced in the main document6$ It a"so ena#"es you to edit any of the form "etters created #efore you print them$ *"though the

Mai" Merge tas! pane a""ows you to pre'iew each "etter separate"y% the merge process actua""y creates a sing"e document that p"aces each form "etter on a separate page$ 3o""ow these steps7$ C"ic! the Ne9t- :re'iew 2our 1etters "in! at the #ottom of the tas! pane 4refer to 3igure 7H$5I this is step B of 5 and pic!s up where the pre'ious section "eft off6$ /$ The first form "etter appears in the Word window 4see 3igure 7H$E6$ Chec! to #e sure that the merge fie"ds ha'e p"aced the appropriate information into the form "etter$ To 'iew the ne9t recipient,s "etter% c"ic! the Ne9t #utton 4__6 at the top of the tas! pane 3igure 7H$E$ 2ou can 'iew each form "etter created #y the merge

7$ Continue to 'iew the form "etters that were created during the merge 4using the Ne9t #uttonI if you want to go #ac! to a pre'ious "etter% c"ic! the :re'ious #utton% ``6$ If you come across a "etter to a recipient that you do not want to !eep as part of the merge% c"ic! the .9c"ude This Recipient #utton$ The form "etter is de"eted and the form "etter for the ne9t recipient appears in the Word window$ /$ When you ha'e finished 'iewing the form "etters created #y the merge and are ready to comp"ete the merge process% c"ic! the Ne9t- Comp"ete the Merge "in! at the #ottom of the tas! pane$ ($ To send the form "etters to your printer% c"ic! the :rint icon on the tas! pane$ Word sends the "etters to your printer$ B$ If you want to sa'e the form "etters so that you can print them in the future 4or sa'e them for "ater reference6% c"ic! the Sa'e #utton on the Standard too"#ar$

:ro'ide a name and "ocation for the document in the Sa'e *s dia"og #o9$ Then% c"ic! Sa'e to sa'e the document$ *fter you print the form "etters or sa'e the merged document% the merge process is comp"ete$ *t this point% you can c"ose the tas! pane% if you want to$ C"ic! its C"ose 4X6 #utton$

/reating 0n#e opes and Mai ing %a+e s

The procedure for using the merge feature discussed in this "esson assumes that you are using a form "etter as your main document and creating copies of the "etter for each person "isted in the data source$ 2ou can a"so use the merge feature to create other document types% such as en'e"opes and "a#e"s$ The procedure for creating en'e"opes% mai"ing "a#e"s% or "etters is a"most the same$ In each case% you use the Mai" Merge Wi&ard to specify the type of document that you are creating% and then the wi&ard wa"!s you through the entire merge process$ The steps that fo""ow discuss how to create en'e"opes using the Mai" Merge Wi&ard% #ut you can Fust as easi"y create mai"ing "a#e"s using this process$ To create en'e"opes using the Mai" Merge Wi&ard% fo""ow these steps7$ Open a new #"an! document 4c"ic! the New )"an! Document icon on the Standard too"#ar6$ Se"ect Too"s% point at 1etters and Mai"ing% and then se"ect Mai" Merge Wi&ard$ The Mai" Merge tas! pane opens$ /$ Under Se"ect Document Type% se"ect .n'e"opes$ ($ C"ic! Ne9t- Starting Document at the #ottom of the tas! pane$ B$ On the ne9t tas! pane screen% se"ect the Change Document 1ayout option #utton 4if necessary6$ To se"ect the en'e"ope type to use for the merge% c"ic! the .n'e"ope Options icon$ The .n'e"ope Options dia"og #o9 wi"" appear 4see 3igure 7H$H6$

i!ure 1@.@. 3hoose the type of en&elope you need in the En&elope Options dialo! bo-.

7$ Se"ect the en'e"ope type you want to use for the merge using the .n'e"ope Si&e drop-down "ist$ If you want to edit any of the fonts for the en'e"ope% use the appropriate 3ont #utton on the dia"og #o9$ When you ha'e finished setting your en'e"ope options% c"ic! OJ$ /$ To proceed to the ne9t step in the merge% c"ic! Ne9t- Se"ect Recipients at the #ottom of the tas! pane$ ($ 2ou wi"" need to open or create a data source document$ *fter you open or create a new data source 4as discussed ear"ier in this "esson6% the Mai" Merge Recipients dia"og #o9 appears$ C"ic! OJ to c"ose this dia"og #o9$ B$ To proceed to the ne9t step in the merge process and p"ace the merge fie"ds on the en'e"ope% c"ic! Ne9t- *rrange 2our .n'e"ope$ @$ Insert the merge fie"ds on the en'e"ope using the *ddress )"oc! or More Items icons pro'ided in the Mai" Merge tas! pane$ To center the recipient address on the en'e"ope% press .nter as re uired and then c"ic! the Center icon on the 3ormatting too"#ar$ 5$ *fter p"acing the merge fie"ds on the en'e"ope% c"ic! Ne9t- :re'iew 2our .n'e"opes$ Use the Ne9t 4__6 or :re'ious 4``6 #uttons as needed to 'iew a"" the

en'e"opes$ Remo'e any en'e"opes that you do not want to create #y c"ic!ing the .9c"ude This Recipient #utton on the tas! pane$ A$ To comp"ete the merge% c"ic! Ne9t- Comp"ete the Merge at the #ottom of the tas! pane$ *t this point% you can c"ic! the :rint icon on the tas! pane to send the en'e"opes to your printer$ 2ou a"so can sa'e the en'e"ope document created 4each recipient,s en'e"ope is p"aced on a separate page in the merged document6 and then print indi'idua" pages as needed 4c"ic! the Sa'e #utton on the Standard too"#ar6$ * macro is a shortcut to a tas! you do repeated"y$ Thin! a#out the Centre a"ign operation$ 2ou first high"ight the word you want centred% then c"ic! the centre icon in the too"#ar$ This is a macro$ It,s the short way of performing the centre tas!$ )ut you don,t ha'e to do it that way$ There is a "onger way$ 2ou can centre your te9t #y c"ic!ing on )ormat from the menu #ar$ When the menu drops down% c"ic! Para!raph$ 2ou,"" get a dia"ogue #o9 popping up$ C"ic! the down arrow in the Ali!nment #o9% and then c"ic! on centre$ C"ic! O4 on the dia"ogue #o9 and your te9t is centred$ That,s the "ong way round$ C"ic!ing the centre icon on the too"#ar is much easier - it,s a 'ery usefu" Macro #ui"t in to Microsoft Word$

Macro in ms "ord-A Macro is a "a to create a shortcut for a tas9 that ou do a lot: 2ou can create your own macros$ The macro we,re going to create in the ne9t section is a 'ery simp"e one% #ut macros don,t ha'e to #e simp"e$ 2ou can open up the ;isua" )asic editor and create a 'ery comp"e9 macro indeed$ Some ma"icious peop"e e'en create Word macros that can do 'ery nasty things to your computera So% after that "itt"e scare story% "et,s create our 'ery own macros$ This one is 'ery simp"e% and definite"y won,t set off the a"arm #e""s in your *nti-;irus software$ 2ou can create a macro #y using the macro recorder to record a se uence of actions% or you can create a macro from scratch #y entering ;isua" )asic for *pp"ications code in the ;isua" )asic .ditor$ 2ou can a"so use #oth methods$ 2ou can record some steps and then enhance them with additiona" code$ )y recording steps 7$ On the (ools menu% point to Macro% and then c"ic! 'ecord Ne" Macro$

/$ In the Macro name #o9% type a name for the macro$ ($ In the Store macro in #o9% c"ic! the temp"ate or document in which you want to store the macro$ B$ In the Description #o9% type a description for the macro$ @$ If you don,t want to assign the macro to a too"#ar% a menu% or shortcut !eys% c"ic! O4 to #egin recording the macro$ To assign the macro to a too"#ar or menu% c"ic! (oolbars% and then c"ic! the Commands ta#$ In the Commands #o9% c"ic! the macro you are recording% and drag it to the too"#ar or menu you want to assign it to$ C"ic! Close to #egin recording the macro$ To assign the macro to shortcut !eys% c"ic! 4e board$ In the Commands #o9% c"ic! the macro you are recording$ In the Press ne" shortcut 9e #o9% type the !ey se uence% and then c"ic! Assi!n$ C"ic! Close to #egin recording the macro$ 5$ :erform the actions you want to inc"ude in your macro$ When you record a macro% you can use the mouse to c"ic! commands and options% #ut not to se"ect te9t$ 2ou must use the !ey#oard to record these actions$ 3or e9amp"e% you can use 3E to se"ect te9t and press .ND to mo'e the cursor to the end of the "ine$ A$ To stop recording your macro% c"ic! Stop 'ecordin! $

MS-*;C*$ /001

Starting 0"ce
.9ce" is a spreadsheet program that can he"p you create wor!sheets and in'oices and do simp"e and sophisticated num#er crunchingI it is designed to he"p you ca"cu"ate the resu"ts of formu"as and he"p you organi&e and ana"y&e numerica" data$ To start .9ce" from the Windows des!top% fo""ow these steps7$ C"ic! the Start #utton% and the Start menu appears$ /$ :oint at *"" :rograms 4in Windows =:I in Windows /000 se"ect :rograms6% and the :rograms menu appears$ ($ Se"ect the Microsoft Office program group and then Microsoft Office .9ce" /00( to start the program$

'nderstanding the 0"ce Windo)

When you c"ic! the Microsoft .9ce" icon% the .9ce" app"ication window appears% disp"aying a #"an! wor!#oo! "a#e"ed )oo!7 4see 3igure 7$76$ On the right side of the .9ce" window is the +etting Started tas! pane$ This tas! pane ena#"es you to connect to Microsoft on"ine$ It a"so a""ows you to open e9isting .9ce" wor!#oo!s or create new wor!#oo!s 4which is discussed "ater in the "esson6$

i!ure 1.1. E-cel pro&ides a ne$ $or#boo# and the )enus and toolbars necessary for doin! so)e serious nu)ber crunchin!

When you wor! in .9ce"% you use wor!#oo! fi"es to ho"d your numerica" data% formu"as% and other o#Fects% such as .9ce" charts$ .ach .9ce" wor!#oo! can consist of se'era" sheetsI each sheet is ca""ed a wor!sheet *n .9ce" fi"e is ca""ed a wor!#oo!$ .ach wor!#oo! consists of se'era" wor!sheets made up of rows and co"umns of information 2ou enter your num#ers and formu"as on one of the wor!#oo!,s wor!sheets$ .ach wor!sheet consists of /@5 co"umns$ The co"umns #egin with co"umn * and proceed through the a"pha#et$ The /Ath co"umn is **% fo""owed #y *)% *C% and this con'ention for naming su#se uent co"umns continues through the entire a"pha#et unti" you end up with the "ast co"umn 4co"umn /@56% which is designated I;$ .ach wor!sheet a"so consists of 5@%@(5 rows$ The intersection of a co"umn and a row on the wor!sheet is ca""ed a ce""$ .ach ce"" has an address that consists of the co"umn and row that intersect to ma!e the ce""$ 3or e9amp"e% the 'ery first ce"" on a wor!sheet is in co"umn * and row 7% so the ce"",s address is *7$

Wor!sheet One sheet in an .9ce" wor!#oo!$ .ach wor!sheet consists of /@5 co"umns and 5@%@(5 rows 4p"enty of space to create e'en the most enormous spreadsheets6$

Ce"" Where a row and co"umn intersect% each ce"" has an address that consists of the co"umn "etter and row num#er 4*7% )(% CB% and so on6$ 2ou enter data and formu"as in the ce""s to create your wor!sheets$

shows ce"" *7 high"ighted in wor!sheet 7 4designated as Sheet7 on its ta#6 of Wor!#oo! 7 4designated in the tit"e #ar as )oo!7I this wi"" change to a particu"ar fi"ename after you name the wor!#oo! using the Sa'e function6$ The .9ce" window shown here inc"udes many of the 'arious e"ements a'ai"a#"e in other Office app"ications% such as Word or :ower:oint$ These e"ements inc"ude a menu #ar 4from which you se"ect commands6% a status #ar 4which disp"ays the status of the current acti'ity6% and too"#ars 4which contain #uttons and drop-down "ists that pro'ide uic! access to 'arious commands and features6$ In addition% the window contains se'era" e"ements that are uni ue to .9ce"

Ele)ents of the E-cel Windo$

*lement 3ormu"a #ar Description When you enter information into a ce""% it appears in the 3ormu"a #ar$ 2ou can use the 3ormu"a #ar to edit the data "ater$ The ce"",s "ocation a"so appears in the 3ormu"a #ar$ The "etters across the top of the wor!sheet% which identify the co"umns in the wor!sheet$ The num#ers down the side of the wor!sheet% which identify the rows in the wor!sheet$ The dar! out"ine that indicates the acti'e ce""$ 4It high"ights the ce"" you are current"y wor!ing in$6 These ta#s he"p you mo'e from wor!sheet to wor!sheet within the wor!#oo!

Co"umn headings Row headings Ce"" se"ector

Wor!sheet ta#s

Starting a 1e) Work+ook

*s you,'e a"ready seen% when you start .9ce"% it opens a new #"an! wor!#oo!$ It is ready to accept data entry% which is discussed in 1esson /% N.ntering Data into the Wor!sheet$N The empty wor!#oo! that appears when you start .9ce" is pretty much a #"an! can'as% #ut .9ce" a"so ena#"es you to create new wor!#oo!s #ased on a temp"ate$ * temp"ate is a predesigned wor!#oo! that you can modify to suit your needs$ .9ce" contains temp"ates for creating in'oices% e9pense reports% and other common #usiness accounting forms$ To create a new wor!#oo!% fo""ow these steps7$ Open the 3i"e menu and se"ect New$ The New Wor!#oo! tas! pane appears on the right side of the .9ce" window 4if you did not c"ose it as out"ined ear"ier% it shou"d a"ready #e open6$ /$ The New Wor!#oo! tas! pane ena#"es you to create new #"an! wor!#oo!s or create wor!#oo!s #ased on an e9isting wor!#oo! or a temp"ate 4see 3igure 7$/6$

i!ure 1.2. The ,e$ Wor#boo# tas# pane pro&ides .uic# access to co))ands for creatin! ne$ E-cel $or#boo#s

To create a #"an! wor!#oo!% c"ic! the )"an! Wor!#oo! icon$ * new #"an! wor!#oo! opens in the .9ce" window$

2ou can a"so uic!"y start a new #"an! wor!#oo! #y c"ic!ing the New #utton on the Standard too"#ar$ )"an! temp"ates are fine when you ha'e a design in mind for the o'era"" "oo! of the wor!#oo!$ >owe'er% for some he"p with wor!#oo! "ayout and formatting% you can #ase your new wor!#oo! on an .9ce" temp"ate$ To use an .9ce" temp"ate% fo""ow these steps7$ C"ic! the On My Computer "in! in the Temp"ates pane of the New Wor!#oo! tas! pane$ The Temp"ates dia"og #o9 appears$ /$ C"ic! the Spreadsheet So"utions ta# on the Temp"ates dia"og #o9$ The 'arious wor!#oo! temp"ate icons appear 4see 3igure 7$(6$

i!ure 1.3. The +preadsheet +olutions te)plates

7$ Se"ect a temp"ate #y c"ic!ing its icon% and then c"ic! OJ or press .nter$ * new wor!#oo! opens onscreen with a defau"t name #ased on the temp"ate you chose$ 3or e9amp"e% if you chose the Timecard temp"ate% the new wor!#oo! is named Timecard7% as shown at the top of 3igure 7$B$ 3igure 7$B$ * new wor!#oo! #ased on a temp"ate pro'ides a #asic "ayout for a particu"ar #usiness form

Sa#ing and 1aming a Work+ook

Whether you #ui"d your wor!#oo! from a #"an! temp"ate or use one of the .9ce" temp"ates% after you enter some data into the wor!#oo!% you shou"d sa'e the fi"e 4you "earn a#out data entry in 1esson /6$ *"so% #ecause changes that you ma!e to the wor!#oo! are not automatica""y sa'ed% you shou"d occasiona""y sa'e the edited 'ersion of your wor!$ The first time you sa'e a wor!#oo!% you must name it and specify a "ocation where it shou"d #e sa'ed$ 3o""ow these steps to sa'e your wor!#oo!7$ Open the 3i"e menu and se"ect Sa'e% or c"ic! the Sa'e #utton on the Standard too"#ar

7$ Type the name you want to gi'e the wor!#oo! in the 3i"e Name te9t #o9$ 2ou can use up to /7E characters% inc"uding any com#ination of "etters% num#ers% and spaces$ /$ Norma""y% .9ce" sa'es your wor!#oo!s in the My Documents fo"der$ To sa'e the fi"e to a different fo"der or dri'e 4such as a networ! dri'e6% se"ect a new "ocation using the Sa'e In "ist$ ($ The 3o"der I Want to Sa'e In Doesn,t .9ista 2ou can create a new fo"der from the Sa'e *s dia"og #o9- c"ic! the Create New 3o"der #utton on the too"#ar of the Sa'e *s dia"og #o9% type a name for the new fo"der% and then press .nter$

B$ @$ C"ic! Sa'e to sa'e your wor!#oo! and c"ose the Sa'e *s dia"og #o9$ To sa'e changes that you ma!e to a wor!#oo! that you ha'e pre'ious"y sa'ed% Fust c"ic! the Sa'e #utton on the Standard too"#ar$ 2ou can a"so press the shortcut !ey com#ination of Ctr"QS to sa'e changes to your wor!#oo!$

Sa#ing a Work+ook 'nder a 1e) 1ame or %ocation

There might #e an occasion when you want to sa'e a copy of a particu"ar wor!#oo! under a different name or in a different "ocation$ .9ce" ma!es it easy for you to ma!e dup"icates of a wor!#oo!$ 3o""ow these steps7$ Se"ect the 3i"e menu and se"ect Sa'e *s$ The Sa'e *s dia"og #o9 opens% Fust as if you were sa'ing the wor!#oo! for the first time$ /$ To sa'e the wor!#oo! under a new name% type the new fi"ename o'er the e9isting name in the 3i"e Name te9t #o9$ ($ To sa'e the new fi"e on a different dri'e or in a different fo"der% se"ect the dri'e "etter or the fo"der from the Sa'e In "ist$ B$ To sa'e the new fi"e in a different format 4such as WJB% which is a 1otus 7-/-( format6% c"ic! the Sa'e *s Type drop-down arrow and se"ect the desired format$ @$ C"ic! the Sa'e #utton or press .nter$

Opening an 0"isting Work+ook

If you ha'e a wor!#oo! you,'e pre'ious"y sa'ed that you wou"d "i!e to wor! on% you must open the fi"e first% #efore you can ma!e any changes$ 3o""ow these steps to open an e9isting wor!#oo!7$ Open the 3i"e menu and se"ect Open% or c"ic! the Open #utton on the Standard too"#ar$ /$ If the fi"e is not "ocated in the current fo"der% open the 1oo! In drop-down "ist #o9 and se"ect the correct dri'e and fo"der$ ($ Se"ect the fi"e you want to open in the fi"es and fo"ders "ist$ B$ To see a pre'iew of the wor!#oo! #efore you open it% c"ic! the ;iews #utton and se"ect :re'iew$ .9ce" disp"ays the contents of the wor!#oo! in a window to the right of the dia"og #o9$

@$ C"ic! Open to open the current"y se"ected wor!#oo!$

/ osing Work+ooks
When you ha'e finished with a particu"ar wor!#oo! and want to continue wor!ing in .9ce"% you can easi"y c"ose the current wor!#oo!$ C"ic! the C"ose 4X6 #utton in the upperright corner of the wor!#oo!$ 4There are two C"ose #uttonsI the one on top c"oses .9ce"% and the one #e"ow it c"oses the current wor!#oo! window$6 2ou can a"so c"ose the current wor!#oo! #y se"ecting 3i"e% C"ose$ If you ha'e changed the wor!#oo! since the "ast time you sa'ed it% you wi"" #e prompted to sa'e any changes$

0"iting 0"ce
When you ha'e finished wor!ing with .9ce"% you need to e9it the app"ication$ This c"oses a"" wor!#oo!s that are current"y open$ To e9it .9ce"% se"ect the 3i"e menu and se"ect .9it$ Or you can c"ic! the C"ose 4X6 #utton at the upper-right corner of the .9ce" window$ If you ha'e changed any of the wor!#oo!s that you were wor!ing with% you are prompted to sa'e changes to these wor!#oo! fi"es #efore e9iting .9ce"$

*nterin! Data into the Wor9sheet---'nderstanding 0"ce Data *(pes

When you wor! in .9ce"% you enter different types of information% such as te9t% num#ers% dates% times% formu"as% and functions 4which is a specia" #ui"t-in formu"a pro'ided #y .9ce"6$ .9ce" data #asica""y comes in two 'arieties- "a#e"s and 'a"ues$ * "a#e" is a te9t entryI it is ca""ed a "a#e" #ecause it typica""y pro'ides descripti'e information such as the name of a person% p"ace% or thing$ * "a#e" has no numerica" significance in .9ce"I it,s Fust there to descri#e accompanying 'a"ues$ 1a#e" *ny te9t entry made on an .9ce" wor!sheet$ * 'a"ue is data that has numerica" significance$ This inc"udes num#ers% dates% and times that you enter on your wor!sheet$ ;a"ues can #e acted on #y formu"as and functions$ 3ormu"as are discussed in 1esson (% N:erforming Simp"e Ca"cu"ations%N and .9ce" functions in 1esson @% N:erforming Ca"cu"ations with 3unctions$N ;a"ues .ntries% such as num#ers and dates% that ha'e numerica" significance and can #e acted upon #y formu"as or functions$

0ntering *e"t
Te9t is any com#ination of "etters% num#ers% and spaces$ )y defau"t% te9t is automatica""y "eft-a"igned in a ce""% whereas numerica" data is right-a"igned$ .ntering Num#ers *s Te9t To enter a num#er that you want treated as te9t 4such as a UI: code6% precede the entry with a sing"e uotation mar! 4,6% as in ,B5//0$ The sing"e uotation mar! is an a"ignment prefi9 that te""s .9ce" to treat the fo""owing characters as te9t and "eft-a"ign them in the ce""$ 2ou do not ha'e to do this to Nte9tN numerica" entries% #ut it ensures that they wi"" not #e mista!en"y acted upon #y formu"as or functions$ To enter te9t into a ce""% fo""ow these steps7$ Use your mouse or the !ey#oard arrows to se"ect the ce"" in which you want to enter te9t$ /$ Type the te9t$ *s you type% your te9t appears in the ce"" and in the 3ormu"a #ar

3.

i!ure 2.1. Data that you enter into a cell also appears in the or)ula bar as you type it.

7$ :ress .nter$ 2our te9t appears in the ce""% "eft-a"igned$ The ce"" se"ector mo'es down one ce""$ 2ou can a"so press Ta# or an arrow !ey to enter the te9t and mo'e to the ne9t ce"" to the right 4or in the direction of the arrow6$

(ips on *nterin! Column and 'o" $abels

Co"umn and row "a#e"s identify your data$ Co"umn "a#e"s appear across the top of the wor!sheet #eneath the wor!sheet tit"e 4if any6$ Row "a#e"s are entered on the "eft side of the wor!sheet$ Co"umn "a#e"s descri#e what the num#ers in a co"umn represent$ Typica""y% co"umn "a#e"s specify time inter'a"s such as years% months% days% uarters% and so on$ Row "a#e"s descri#e what the num#ers in each row represent$ Typica""y% row "a#e"s specify data categories% such as product names% emp"oyee names% or income and e9pense items in a #udget$ When entering your co"umn "a#e"s% enter the first "a#e" and press the Ta# !ey instead of pressing .nter$ This mo'es you to the ne9t ce"" on the right so that you can enter another co"umn "a#e"$ When entering row "a#e"s% use the down-arrow !ey or .nter instead of the Ta# !ey$ 3igure /$/ shows the 'arious "a#e"s for a uarter"y sa"es summary$

i!ure 2.2. 3olu)n and ro$ headin!s ser&e as labels for the data you enter on the $or#sheet.

If you need to enter simi"ar data 4such as a series of months or years6 as co"umn or row "a#e"s% you can enter them uic!"y as a seriesI this techni ue is discussed "ater in this "esson$

Addin! Comments to Cells

2ou can add comments to particu"ar ce""s% a"though the comments are not rea""y considered ce"" content 4such as "a#e"s and 'a"ues6$ These comments a""ow you to associate information with a ce""Rinformation that does not appear 4#y defau"t6 with the wor!sheet when sent to the printer$ Comments are simi"ar to p"acing a :ost-it note on a ce""% reminding you that an outstanding issue is re"ated to that ce""$ 3or e9amp"e% if you need to chec! the 'a"ue that you,'e p"aced in a particu"ar ce"" to ma!e sure that it,s accurate% you can p"ace a comment in the ce"" 4see 3igure /$(6$ Ce""s containing comments are mar!ed with a red triang"e in the upper-right corner of the ce""$ To 'iew a comment% p"ace the mouse pointer on the comment triang"e$

i!ure 2.3. 3o))ents can be added to cells as a #ind of electronic 1ost5it note

To insert a comment into a ce""% fo""ow these steps7$ C"ic! the ce"" in which you want to p"ace the comment$ /$ Se"ect Insert% Comment$ * comment #o9 appears ne9t to the ce""$ ($ Type your information into the comment #o9$ B$ C"ic! anywhere e"se in the wor!sheet to c"ose the comment #o9$

2ou can a"so easi"y remo'e comments from ce""s$ Se"ect the ce""% and then se"ect .dit and point at C"ear$ On the cascading menu% se"ect Comments to remo'e the comment$

0ntering 1um+ers
Data that ser'es as the 'a"ues in your wor!#oo!s can inc"ude the numeric characters 0WH$ )ecause formu"as are a"so considered 'a"ues 4you "earn a#out simp"e ca"cu"ations in 1esson (6% other 'a"id 'a"ue characters inc"ude sym#o"s such as Q% W% <% and V$ 2ou can a"so use characters such as a comma 4%6% a percent sign 486% or a do""ar sign 4b6 in your 'a"ues$ 2ou wi"" find% howe'er% that you can sa'e yourse"f a few data-entry !eystro!es and add these characters using different .9ce" formatting options 4you "earn a#out .9ce" formatting in 1esson H% NChanging >ow Num#ers and Te9t 1oo!N6$ 3or e9amp"e% you cou"d enter the do""ar amount bA00$00 inc"uding the do""ar sign and the decima" point$ >owe'er% it,s pro#a#"y faster to enter the A00 into the ce"" and then format a"" the ce""s that contain do""ar amounts after you ha'e entered a"" the data$ To enter a 'a"ue% fo""ow these steps7$ C"ic! in the ce"" where you want to enter the 'a"ue$ /$ Type the 'a"ue$ To enter a negati'e num#er% precede it with a minus sign or surround it with parentheses$ ($ :ress .nter or the Ta# !eyI the 'a"ue appears in the ce"" right-a"igned$ 3igure /$B shows 'arious 'a"ues entered into a simp"e wor!sheet

/.

i!ure 2./. >alues are ri!ht5ali!ned in a cell.

0ntering Dates and *imes

Dates that you enter into an .9ce" wor!#oo! ha'e numerica" significance$ .9ce" con'erts the date into a num#er that ref"ects the num#er of days that ha'e e"apsed since Kanuary 7% 7H00$ .'en though you won,t see this num#er 4.9ce" disp"ays your entry as a norma" date6% the num#er is used whene'er you use this date in a ca"cu"ation$ Times are a"so considered 'a"ues$ .9ce" sees them as the num#er of seconds that ha'e passed since 7/ a$m$ 3o""ow these steps to enter a date or time7$ C"ic! in the ce"" where you want to enter a date or a time$ /$ To enter a date% use the format MM<DD<22 or the format MM-DD-22% as in @<H<0( or @-H-0($ To enter a time% #e sure to specify a$m$ or p$m$% as in A-/7 p or E-// a$

/op(ing Data to Other /e s

*nother way to enter "a#e"s or 'a"ues onto a sheet is to use the 3i"" feature$ 2ou can copy 4fi""6 an entry into surrounding ce""s$ 3or e9amp"e% suppose you ha'e a "ist of sa"espeop"e on a wor!sheet% and they wi"" each get a b700 #onus$ 2ou can enter the 700 once and then use the 3i"" feature to insert mu"tip"e copies of 700 into near#y ce""s$ To use the 3i"" feature for copying% fo""ow these steps-

7$ C"ic! the fi"" hand"e of the ce"" 4the sma"" #"oc! in the "ower-right corner of the ce""6 that ho"ds the data that you want to copy 4see 3igure /$@6$

i!ure 2.%. Dra! the fill handle to copy the contents of a cell into nei!hborin! cells.

7$ Drag the fi"" hand"e down or to the right to copy the data to adFacent ce""s$ * data tag appears to "et you !now e9act"y what data is #eing copied into the ce""s$ /$ Re"ease the mouse #utton$ The data is Nfi""edN into the se"ected ce""s$ When you re"ease the mouse% a shortcut #o9 for 3i"" options appears at the end of the ce""s that you fi""ed$ Copy Ce""s is the defau"t option for the 3i"" feature% so you can ignore the shortcut #o9 for the moment$ It does come into p"ay when you enter a series in the ne9t section$

*nterin! a Series of Numbers. Dates. and Other Data

.ntering a 'a"ue series 4such as Kanuary% 3e#ruary% and March or 7% /% (% B% and so on6 is accomp"ished using the 3i"" feature discussed in the preceding section$ When you use the

3i"" feature% .9ce" "oo!s at the ce"" ho"ding the data and tries to determine whether you want to Fust copy that information into the adFacent ce""s or use it as the starting point for a particu"ar series of data$ 3or e9amp"e% with Monday entered in the first ce"" of the series% .9ce" automatica""y inserts Tuesday% Wednesday% and so on into the adFacent ce""s when you use the 3i"" feature$ Sometimes .9ce" isn,t uite sure whether you want to copy the data when you use 3i"" or create a series$ This is where the 3i"" options shortcut #o9 comes in$ It ena#"es you to se"ect how the 3i"" feature shou"d treat the data that you ha'e Nfi""edN into the adFacent ce""s$ 3igure /$5 shows the creation of a data series using 3i""$

i!ure 2.8. ill can also be used to create a series of data in adAacent cells.

When you create a series using 3i""% the series progresses #y one increment$ 3or e9amp"e% a series starting with 7 wou"d proceed to /% (% B% and so on$ If you want to create a series that uses some increment other than 7% you must create a custom series$

*nterin! a Custom Series

If you want to create a series such as 70% /0% (0% where the series uses a custom increment #etween the 'a"ues% you need to create a custom series$ .9ce" pro'ides two ways to create a custom series$ To create a custom series using 3i""% fo""ow these steps7$ .nter the first 'a"ue in the series into a ce""$ /$ .nter the second 'a"ue in the series into the ne9t ce""$ 3or e9amp"e% you might enter 70 into the first ce"" and then /0 into the second ce""$ This "ets .9ce" !now that the increment for the series is 70$ ($ Se"ect #oth ce""s #y c"ic!ing the first ce"" and dragging o'er the second ce""$ B$ Drag the fi"" hand"e of the second ce"" to the other ce""s that wi"" #e part of the series$ .9ce" ana"y&es the two ce""s% sees the incrementa" pattern% and re-creates it in su#se uent ce""s$ 2ou can a"so create a custom series using the Series dia"og #o9$ This ena#"es you to specify the increment or step 'a"ue for the series and e'en specify a stop 'a"ue for the series$ 7$ .nter the first 'a"ue in the series into a ce""$ /$ Se"ect the ce""s that you want inc"uded in the series$ ($ Se"ect the .dit menu% point at 3i""% and then se"ect Series$ The Series dia"og #o9 opens

/.

i!ure 2.:. The +eries dialo! bo- enables you to create a custo) series.

7$ .nter the Step ;a"ue for the series$ 2ou can a"so enter a Stop ;a"ue for the series if you did not se"ect the ce""s used for the series in step /$ 3or e9amp"e% if you want to add a series to a co"umn of ce""s and ha'e c"ic!ed in the first ce"" that wi""

recei'e a 'a"ue% using a Stop ;a"ue 4such as 700 for a series that wi"" go from 7 to 7006 wi"" NstopN entering 'a"ues in the ce""s when it reaches 700Rthe Stop ;a"ue$ /$ C"ic! OJ to create the series$

*aking &d#antage of &uto/omp ete

*nother usefu" feature that .9ce" pro'ides to he"p ta!e some of the drudgery out of entering information into a wor!#oo! is the *utoComp"ete feature$ .9ce" !eeps a "ist of a"" the "a#e"s that you enter on a wor!sheet #y co"umn$ 3or e9amp"e% suppose you ha'e a wor!sheet trac!ing sa"es in .urope and you are entering country names% such as +ermany% Ita"y% and so on% mu"tip"e times into a particu"ar co"umn in the wor!sheet$ *fter you enter +ermany the first time% it #ecomes part of the *utoComp"ete "ist for that co"umn$ The ne9t time you enter the "etter + into a ce"" in that co"umn% .9ce" comp"etes the entry as N+ermany$N 2ou can a"so se"ect an entry from the *utoComp"ete "ist$ This a""ows you to see the entire "ist of a'ai"a#"e entries$ 3o""ow these steps7$ .nter your te9t and 'a"ue data as needed onto the wor!sheet$ /$ If you want to se"ect a te9t entry from the *utoComp"ete "ist% to fi"" an empty ce""% right-c"ic! that ce""$ * shortcut menu appears$ ($ Se"ect :ic! from 1ist from the shortcut menu$ * "ist of te9t entries 4in a"pha#etica" order6 appears #e"ow the current ce""$ B$ C"ic! a word in the "ist to insert it into the current% empty ce""$

Performin! Simple Calculations6

'nderstanding 0"ce !ormu as
One way to add ca"cu"ations to an .9ce" wor!#oo! is to create your own formu"as$ 3ormu"as are typica""y used to perform ca"cu"ations such as addition% su#traction% mu"tip"ication% and di'ision$ More comp"e9 ca"cu"ations are #etter "eft to .9ce" functions% which is a #ui"t-in set of formu"as that pro'ide financia"% mathematica"% and statistica" ca"cu"ations$ 2ou "earn more a#out functions in 1esson @% N:erforming Ca"cu"ations with 3unctions$N 3ormu"as that you create typica""y inc"ude ce"" addresses that reference ce""s on which you want to perform a ca"cu"ation$ 3ormu"as a"so consist of mathematica" operators% such as Q 4addition6 or V 4mu"tip"ication6$ 3or e9amp"e% if you wanted to mu"tip"y two ce""s%

such as C( and D(% and then di'ide the product #y (% you wou"d design a formu"a that "oo!s "i!e this=(C3*D3)/3

Notice that the formu"a #egins with the e ua" sign 4T6$ This "ets .9ce" !now that the information that you are p"acing in the ce"" is meant to do a ca"cu"ation$ The parentheses are used to "et .9ce" !now that you want C( mu"tip"ied #y D( #efore the resu"t is di'ided #y ($ Creating appropriate formu"as re uires an understanding of the order of mathematica" operations% or what is often ca""ed the ru"es of precedence$ The natura" order of math operations is co'ered in the ne9t section$

)ormula Operators
*s pre'ious"y mentioned% you can create formu"as that add% su#tract% and mu"tip"y ce""s in the wor!sheet$ Ta#"e ($7 "ists some of the operators that you can use and how you wou"d use them in a simp"e formu"a

Table 3.1. E-cel2s Mathe)atical Operators

Operator Performs Sample )ormula 'esult

.9ponentiation T*7c(

.nters the resu"t of raising the 'a"ue in ce"" *7 to the third power .nters the tota" of the 'a"ues in ce""s *7 and */ Su#tracts the 'a"ue in ce"" */ from the 'a"ue in ce"" *7 Mu"tip"ies the 'a"ue in ce"" */ #y ce"" *( Di'ides the 'a"ue in ce"" *7 #y the 'a"ue in ce"" )7

*ddition

T*7Q*/

Su#traction

T*7W*/

V <

Mu"tip"ication Di'ision

T*/V*( T*7<)7

shows some formu"as that ha'e #een created for an .9ce" wor!sheet$ So that you can see how I wrote the formu"as% I,'e configured .9ce" so that it shows the formu"a that has #een p"aced in a ce"" rather than the resu"ts of the formu"a 4which is what you wou"d norma""y see6$

i!ure 3.1. 6ou can create for)ulas to do si)ple calculations in your $or#sheets.

Order of Operations
The order of operations% or operator precedence% simp"y means that some operations ta!e precedence o'er other operations in a formu"a$ 3or e9amp"e% in the formu"a TC/QD/V./% the mu"tip"ication of D/ times ./ ta!es precedence% so D/ is mu"tip"ied #y ./ and then the 'a"ue in ce"" C/ is added to the resu"t$ 2ou can force the precedence of an operation #y using parentheses$ 3or e9amp"e% if you want C/ and D/ added #efore they are mu"tip"ied #y ./% the formu"a wou"d ha'e to #e written T4C/QD/6V./$ The natura" order of math operators fo""ows7$ .9ponent 4c6 and ca"cu"ations within parentheses /$ Mu"tip"ication 4V6 and di'ision 4<6 ($ *ddition 4Q6 and su#traction 4W6 In the case of operations such as mu"tip"ication and di'ision% which operate at the same "e'e" in the natura" order% a formu"a containing the mu"tip"ication operator fo""owed #y the di'ision operator wi"" e9ecute these operators in the order they appear in the formu"a

from "eft to right$ If you don,t ta!e this order into consideration% you cou"d run into pro#"ems when entering your formu"as$ 3or e9amp"e% if you want to determine the a'erage of the 'a"ues in ce""s *7% )7% and C7% and you enter =A1+B1+C1/3% you,"" get the wrong answer$ The 'a"ue in C7 wi"" #e di'ided #y (% and that resu"t wi"" #e added to *7Q)7$ To determine the tota" of *7 through C7 first% you must enc"ose that group of 'a"ues in parentheses- =(A1+B1+C1)/3$

0ntering !ormu as
2ou can enter formu"as in one of two ways- #y typing the entire formu"a% inc"uding the ce"" addresses% or #y typing the formu"a operators and se"ecting the ce"" references$ Ta!e a "oo! at #oth ways$ To type a formu"a% perform the fo""owing steps7$ Se"ect the ce"" where you wi"" p"ace the formu"a$ /$ Type an e ua" sign 4=6 into the ce"" to #egin the formu"a$ ($ .nter the appropriate ce"" references and operators for the formu"a$ 3igure ($/ shows a simp"e mu"tip"ication formu"a$ The formu"a a"so appears in the 3ormu"a #ar as you type it$ The ce""s that you specify in the formu"a are high"ighted with a co"ored #order$

i!ure 3.2. The for)ula appears in the cell and in the or)ula bar as you type it.

7$ :ress .nter when you ha'e finished the formu"a% and .9ce" ca"cu"ates the resu"t$ To enter a formu"a #y se"ecting ce"" addresses% fo""ow these steps7$ C"ic! in the ce"" where you wi"" p"ace the formu"a$ /$ Type the e ua" sign 4=6 to #egin the formu"a$ ($ C"ic! the ce"" whose address you want to appear first in the formu"a$ 2ou can a"so c"ic! a ce"" in a different wor!sheet or wor!#oo!$ The ce"" address appears in the ce"" and in the 3ormu"a #ar$ B$ Type a mathematica" operator after the 'a"ue to indicate the ne9t operation you want to perform$ The operator appears in the ce"" and in the 3ormu"a #ar$ @$ Continue c"ic!ing ce""s and typing operators unti" the formu"a is comp"ete$ 5$ :ress .nter to accept the formu"a and ha'e .9ce" p"ace its resu"ts into the ce""$

'sing the Status ,ar &uto/a cu ate !eature

Using a feature that .9ce" ca""s% you can 'iew the sum of a co"umn of ce""s simp"y #y se"ecting the ce""s and "oo!ing at the status #ar$ The 'a"ues in the se"ected ce""s are added$ 2ou can a"so right-c"ic! the *utoCa"cu"ate area of the status #ar and choose different formu"as% such as a'erage% minimum% ma9imum% and count$

This feature is usefu" if you want to uic!"y chec! the tota" for a group of ce""s or compute the a'erage$ It a"so a""ows you to Ntry outN an .9ce" function 4discussed in 1esson @6 #efore actua""y entering it into a ce""$ 2ou can a"so 'iew the a'erage% minimum% ma9imum% and count of a range of ce""s$ To disp"ay something other than the sum% high"ight the group of ce""s you want the operation performed on% right-c"ic! the status #ar% and se"ect the option you want from the shortcut menu that appears 4see 3igure ($(6$

i!ure 3.3. 6ou can &ie$ the results of different built5in for)ulas in the status bar.

Disp a(ing !ormu as

Norma""y% .9ce" does not disp"ay the formu"a in a ce""$ Instead% it disp"ays the resu"t of the ca"cu"ation$ 2ou can 'iew the formu"a #y se"ecting the ce"" and "oo!ing in the 3ormu"a #ar$ >owe'er% if you,re trying to re'iew a"" the formu"as in a "arge wor!sheet% it wou"d #e easier if you cou"d see them a"" at once 4and e'en print them6$ If you want to 'iew formu"as in a wor!sheet% fo""ow these steps7$ Open the Too"s menu and choose Options$ /$ C"ic! the ;iew ta#$ ($ In the Window options area of the ;iew ta# 4near the #ottom of the ta#6% c"ic! to se"ect the 3ormu"as chec! #o9$ B$ C"ic! OJ$

0diting !ormu as
.diting a formu"a is the same as editing any entry in .9ce"$ The fo""owing steps show how you do it7$ Se"ect the ce"" that contains the formu"a you want to edit$ /$ C"ic! in the 3ormu"a #ar to p"ace the insertion point in the formu"a% or press 3/ to enter .dit mode 4the insertion point is p"aced at the end of the entry in that ce""6$ ($ :ress the "eft-arrow !ey or the right-arrow !ey to mo'e the insertion point within the formu"a$ Then% use the )ac!space !ey to de"ete characters to the "eft% or use the De"ete !ey to de"ete characters to the right$ Type any additiona" characters$ B$ When you finish editing the data% c"ic! the .nter #utton on the 3ormu"a #ar or press .nter to accept your changes

Manipulatin! )ormulas and +nderstandin! Cell 'eferences6

/op(ing !ormu as
Copying "a#e"s and 'a"ues in .9ce" is no #ig dea"$ 2ou can use the Copy and :aste commands 4discussed in 1esson E% N.diting Wor!sheetsN6 or you can use some of the 3i"" features discussed in 1esson /% N.ntering Data into the Wor!sheet$N Copying or mo'ing formu"as% howe'er% is a "itt"e tric!ier$ Suppose that you create the formu"a TDEV.E and p"ace it into ce"" 3E% as shown in 3igure B$7$ 2ou ha'e designed the formu"a to reference ce""s DE and .E$ >owe'er% .9ce" "oo!s at these ce"" references a "itt"e different"y$ .9ce" sees ce"" DE as the entry that is "ocated two ce""s to the "eft of 3E 4where the formu"a has #een p"aced% in this e9amp"e6$ It sees ce"" .E as #eing the "ocation that is one ce"" to the "eft of 3E$ 3igure B$7$ 3ormu"as you p"ace in .9ce" use re"ati'e referencing for ca"cu"ations$

.9ce",s method of referencing ce""s is ca""ed re"ati'e referencing$ The great thing a#out this method of referencing ce""s is that when you copy a formu"a to a new "ocation% it adFusts to the re"ati'e ce"" references around it and pro'ides you with the correct ca"cu"ation$ 3or e9amp"e% you cou"d copy the formu"a in ce"" 3E to ce"" 3H% and .9ce" wou"d use re"ati'e referencing to change the ce"" addresses in the formu"a$ The origina" formu"a TDEV.E wou"d appear as DHV.H when copied to ce"" 3H$ Re"ati'e referencing is 'ery usefu" in most situations where you copy a formu"a to se'era" ce""s in the same co"umn$ >owe'er% it can get you into trou#"e when you cut and paste a formu"a to a new "ocation or copy the formu"a to a "ocation where it can no "onger reference the appropriate ce""s to pro'ide you with the correct ca"cu"ation$ In these situations% you must use a#so"ute referencing so that the formu"a references on"y specified ce""s and does not change the ce"" references in the formu"a when pasted to the new "ocation$ *#so"ute referencing is discussed in the ne9t section$ 2ou can copy formu"as using the Copy and :aste commands 4see 1esson E6I howe'er% when you need to copy a formu"a to mu"tip"e "ocations% you can a"so use the 3i"" feature discussed in 1esson /$ )ecause .9ce" uses re"ati'e referencing #y defau"t% the formu"a adFusts to each of its new "ocations$ *n a"ternati'e way to NcopyN a formu"a to mu"tip"e adFacent ce""s is to se"ect a""

ce""s that wi"" contain the formu"a #efore you actua""y write the formu"a in the first ce""$ 3o""ow these steps7$ Se"ect a"" the ce""s that wi"" contain the formu"a 4dragging so that the ce"" that you wi"" write the formu"a in is the first of the se"ected group of ce""s6$ /$ .nter the formu"a into the first ce""$ ($ :ress Ctr"Q.nter and the formu"a is p"aced in a"" the se"ected ce""s$

'sing Re ati#e and &+so ute /e &ddresses

*s mentioned at the #eginning of this "esson% when you copy a formu"a from one p"ace in the wor!sheet to another% .9ce" adFusts the ce"" references in the formu"as re"ati'e to their new positions in the wor!sheet$ There might #e occasions when you don,t want .9ce" to change the reference re"ated to a particu"ar ce"" that appears in a formu"a 4or in an .9ce" function% which is discussed in 1esson @% N:erforming Ca"cu"ations with 3unctionsN6$ *#so"ute ;ersus Re"ati'e *n a#so"ute reference is a ce"" reference in a formu"a that does not change when copied to a new "ocationI you designate it as a#so"ute$ * re"ati'e reference is a ce"" reference in a formu"a that is adFusted when the formu"a is copied$ 3or e9amp"e% suppose you ha'e a wor!sheet that computes the commission made on sa"es #y each of your sa"espeop"e$ Sa"es ha'e #een so good that you,'e decided to gi'e each person on the sa"es team a b/00 #onus$ 3igure B$/ shows the wor!sheet that you,'e created$

i!ure /.2. +o)e for)ulas re.uire absolute references

Notice that the #onus amount is contained in on"y one ce"" on the wor!sheet 4ce"" .7@6$ Therefore% when you create the formu"a used in 35 and then copied to ce""s 3A through 377% you need to ma!e sure that the #onus amount in ce"" .7@ is a"ways referenced #y the formu"a$ This is a case where you must Na#so"ute"yN reference the #onus amount in ce"" .7@$ To ma!e a ce"" reference in a formu"a a#so"ute% add a b 4do""ar sign6 #efore the co"umn "etter and #efore the row num#er that ma!e up the ce"" address$ 3or e9amp"e% in 3igure B$/% the formu"a in 35 must read as fo""ows=E6+$E$15

The address% b.b7@% refers to ce"" .7@% meaning that ce"" .7@ is a#so"ute"y referenced #y the formu"a$ This ce"" reference remains N"oc!edN e'en when you copy the formu"a to the other ce""s in the . co"umn$ To create an a#so"ute reference in a formu"a 4or a function% which is discussed in 1esson @6% create your formu"a as you norma""y wou"d 4as detai"ed in 1esson (% N:erforming Simp"e Ca"cu"ationsN6$ *fter typing or pointing out a ce"" address in a formu"a that needs to #e an a#so"ute reference% press 3B$ * do""ar sign 4b6 is p"aced #efore the ce"" and row designation for that ce""$ Once data is "a#e"ed as a#so"ute% you wi"" find that if you mo'e the data to a different ce"" 4or ce""s6% the formu"a wi"" update itse"f to reference the new "ocation$ Some formu"as might contain ce"" addresses where you wi"" ma!e the co"umn designation a#so"ute% #ut not the row 4or 'ice 'ersa6$ 3or e9amp"e% you cou"d ha'e a formu"a b*5</$

2ou are te""ing .9ce" that the 'a"ues wi"" a"ways #e contained in co"umn * 4it is a#so"ute6% #ut the row reference 456 can change when the formu"a is copied$ >a'ing a ce"" address in a formu"a that contains an a#so"ute designation and a re"ati'e reference is ca""ed a mi9ed reference$ Mi9ed References * reference that is on"y partia""y a#so"ute% such as *b/ or b*/$ When a formu"a that uses a mi9ed reference is copied to another ce""% on"y part of the ce"" reference 4the re"ati'e part6 is adFusted$ *#so"ute referencing and mi9ed references are a"so re uired #y some of .9ce",s #ui"t-in functions

Performin! Calculations "ith )unctions6

What &re !unctions5
2ou a"ready "earned in 1esson (% N:erforming Simp"e Ca"cu"ations%N how to create your own formu"as in .9ce"$ When you wor! with more comp"e9 ca"cu"ations% you are #etter off using .9ce",s #ui"t-in formu"asRfunctions$ 3unctions are ready-made formu"as that perform a series of operations on a specified range of 'a"ues$ 3or e9amp"e% to determine the sum of a series of num#ers in ce""s *7 through >7% you can enter the function TSUM4*7->76$ .9ce" functions can do a"" !inds of ca"cu"ations for a"" !inds of purposes% inc"uding financia" and statistica" ca"cu"ations$ .'ery function consists of the fo""owing three e"ements

The T sign% which indicates that what fo""ows is a function 4formu"a6$ The function name% such as SUM% that indicates which operation wi"" #e performed$ * "ist of ce"" addresses% such as 4*7->76% which are to #e acted upon #y the function$ Some functions can inc"ude more than one set of ce"" addresses% which are separated #y commas 4such as *7%)7%>76$

2ou can enter functions into the wor!sheet #y typing the function and ce"" references 4as you did with your own formu"as6% or you can use the Insert 3unction feature% which wa"!s you through the process of creating a function in a wor!sheet 4you wi"" wor! with the Insert 3unction feature in a moment6$ Ta#"e @$7 "ists some of the .9ce" functions that you wi"" pro#a#"y use most often in your wor!sheets

3o))only *sed E-cel unctions

)unction *%ample Description Ca"cu"ates the mean or a'erage of a group of ce"" 'a"ues$ Counts the num#er of ce""s that ho"d 'a"ues in the se"ected range or group of ce""s$ This can a"so #e used to te"" you how many ce""s are in a particu"ar co"umn% which te""s you how many rows are in your spreadsheet$ *""ows you to p"ace a conditiona" function in a ce""$ In this e9amp"e% if *( is greater than or e ua" to 7000% the true 'a"ue% )ONUS% is used$ If *( is "ess than 7000% the fa"se 'a"ue% NO )ONUS% is p"aced in the ce""$ Returns the ma9imum 'a"ue in a range of ce""s$ Returns the minimum 'a"ue in a range of ce""s$ Ca"cu"ates the month"y payment on a (0year "oan 4(50 month"y payments6 at E$/@8 a year 4$0E/@<7/ a month6 for b7E0%000$ Ca"cu"ates the tota" in a range of ce""s$

*;.R*+. T*;.R*+.4)B-)H6

COUNT

TCOUNT4*(-*A6

I3

TI34*(_T7000%N)ONUSN%NNO )ONUSN6

M*=

TM*=4)B-)706

MIN

TMIN4)B-)706

:MT

T:MT4$0E/@<7/%(50%7E00006

SUM

TSUM4*7-*706

.9ce" pro'ides a "arge num#er of functions "isted #y category$ There are 3inancia" functions% Date and Time functions% Statistica" functions% and 1ogica" functions 4such as the I3 function descri#ed in Ta#"e @$76$ The group of functions that you use most often depends on the type of wor!sheets you typica""y #ui"d$ 3or e9amp"e% if you do a "ot of accounting wor!% you wi"" find that the 3inancia" functions offer functions for computing

month"y payments% figuring out the growth on an in'estment% and e'en computing the depreciation on capita" e uipment$ *"though some common"y used functions ha'e #een defined in Ta#"e @$7% as you #ecome more adept at using .9ce" you might want to e9p"ore some of the other functions a'ai"a#"e$ Se"ect >e"p% Microsoft .9ce" >e"p$ On the Contents ta# of the >e"p window% open the 3unction Reference topic$ Se'era" su#topics re"ated to .9ce" functions and their uses are pro'ided$

+sin! AutoSum
*dding a group of ce""s is pro#a#"y one of the most often-used ca"cu"ations in an .9ce" wor!sheet$ )ecause of this fact% .9ce" ma!es it 'ery easy for you to p"ace the SUM function into a ce""$ .9ce" pro'ides the *utoSum #utton on the Standard too"#ar$ *utoSum "oo!s at a co"umn or row of ce"" 'a"ues and tries to se"ect the ce""s that shou"d #e inc"uded in the SUM function$ To use *utoSum% fo""ow these steps7$ Se"ect the ce"" where you want to p"ace the SUM function$ Typica""y% you wi"" choose a ce"" that is at the #ottom of a co"umn of 'a"ues or at the end of a row of data$ This ma!es it easy for *utoSum to figure out the range of ce""s that it shou"d inc"ude in the SUM function$ /$ C"ic! the *utoSum #utton on the Standard too"#ar$ *utoSum inserts TSUM and the ce"" addresses that it thin!s shou"d #e inc"uded in the function

*utoSum inserts the SUM function and se"ects the ce""s that wi"" #e tota"ed #y the function$

7$ If the range of ce"" addresses that *utoSum se"ected is incorrect% use the mouse to drag and se"ect the appropriate group of ce""s$ /$ :ress the .nter !ey$ *utoSum ca"cu"ates the tota" for the se"ected range of ce""s$

'sing the Insert !unction !eature

*fter you #ecome fami"iar with a function or a group of functions% you p"ace a particu"ar function in an .9ce" wor!sheet #y typing the function name and the ce""s to #e referenced #y the function 4the same as you ha'e done for formu"as that you create as out"ined in 1esson (6$ >owe'er% when you are first starting out with functions% you wi"" find it much easier to create them using the Insert 3unction feature$ The Insert 3unction feature "eads you through the process of inserting a function and specifying the appropriate ce"" addresses in the function$ 3or e9amp"e% suppose you want to compute the a'erage% ma9imum% and minimum of a group of ce""s that contain the wee!"y commissions for your sa"es force$ 3igure @$/ shows how these three functions wou"d "oo! on a wor!sheet 4the disp"ay has #een changed in .9ce" to show you the functions rather than their resu"ts6$ 2ou cou"d use the Insert 3unction feature to create any or a"" of these functions$

i!ure %.2. unctions such as A&era!e0 M<,0 and MA' can be placed into a $or#sheet usin! the <nsert unction feature.

To use the Insert 3unction feature% fo""ow these steps7$ C"ic! in the ce"" where you want to p"ace the function$ /$ C"ic! the arrow #utton ne9t to the *utoSum #utton and se"ect More 3unctions$ The Insert 3unction dia"og #o9 appears 4see 3igure @$(6$

i!ure %.3. The <nsert unction dialo! bo- helps you select the function you $ant to use

7$ To search for a particu"ar function% type a #rief description of what you want to do in the Search for a 3unction #o9 4for e9amp"e% you cou"d type monthly payment and .9ce" wou"d show you financia" functions that he"p you ca"cu"ate month"y payments6% and then c"ic! +o to conduct the search$ 2ou a"so can se"ect a function category% such as 3inancia" or Statistica"% using the Se"ect a Category drop-down #o9$ In either case% a "ist of functions is pro'ided in the Se"ect a 3unction dia"og #o9$ /$ 3rom the 3unctions "ist% se"ect the function you want to insert$ Then c"ic! OJ$ The 3unction *rguments dia"og #o9 appears$ This dia"og #o9 a""ows you to specify the range of ce""s 4some functions re uire mu"tip"e ranges of ce""s6 that the function acts upon 4see 3igure @$B6$

i!ure %./. The unction Ar!u)ents dialo! bo- is $here you specify the cells that $ill be acted upon by the function

7$ Ne9t% you must enter the range of ce""s that wi"" #e acted upon #y the function$ C"ic! the Co""apse #utton on the far right of the Num#er7 te9t #o9 in the 3unction *rguments dia"og #o9$ This returns you to the wor!sheet$ /$ Use the mouse to se"ect the ce""s that you want to p"ace in the function 4see 3igure @$@6$ Then c"ic! the .9pand #utton on the right of the 3unction *rguments dia"og #o9$

i!ure %.%. The unction Ar!u)ents dialo! bo- collapses and allo$s you to select the cells that $ill be acted upon by the function.

7$ C"ic! OJ$ .9ce" inserts the function and ce"" addresses for the function into the se"ected ce"" and disp"ays the resu"t$ If you find that you wou"d "i!e to edit the "ist of ce""s acted upon #y a particu"ar function% se"ect the ce"" that ho"ds the function and c"ic! the Insert 3unction #utton on the 3ormu"a #ar$ The 3unction *rguments dia"og #o9 for the function appears$ Se"ect a new range of ce""s for the function% as discussed in steps B and @$ .9ce" /00( a"so ma!es it easy for you to #ypass the Insert 3unction dia"og #o9 and insert common"y used functions such as *'erage% Count% Ma9% and Min$ C"ic! the arrow to the right of the *utoSum #utton on the .9ce" Standard too"#ar and se"ect a function from the "ist pro'ided$ To comp"ete the function se"ect the range of ce""s that you want the function to act on% and then press the .nter !ey$

Mo#ing from Worksheet to Worksheet

Now that you,'e ta!en a "oo! at how to enter "a#e"s% 'a"ues% formu"as% and functions% you shou"d ta!e a "oo! at how to na'igate the space pro'ided #y .9ce" wor!#oo!s and wor!sheets$ )y defau"t% each wor!#oo! starts off with three wor!sheets$ 2ou can add or de"ete wor!sheets from the wor!#oo! as needed$ )ecause each wor!#oo! consists of one or more wor!sheets% you need a way of mo'ing easi"y from wor!sheet to wor!sheet$ Use one of the fo""owing methods

C"ic! the ta# of the wor!sheet you want to go to 4see 3igure 5$76$ If the ta# is not shown% use the ta# scro"" #uttons to #ring the ta# into 'iew% and then c"ic! the ta#$

i!ure 8.1. *se the tabs to )o&e fro) $or#sheet to $or#sheet.

:ress Ctr"Q:gDn to mo'e to the ne9t wor!sheet or Ctr"Q:gUp to mo'e to the pre'ious one$

S)itching ,et)een Work+ooks

Switching #etween the different wor!#oo!s that you ha'e opened on the Windows des!top is 'ery straightforward$ )y defau"t% each wor!#oo! has its own #utton on the Windows tas!#ar and opens in its own .9ce" app"ication window$ To switch #etween wor!#oo!s% c"ic! the #utton for the wor!#oo! you want$ If you don,t want to ha'e a separate tas!#ar entry for each open .9ce" wor!#oo!% you can turn this feature off using the Windows in Tas!#ar option on the ;iew ta# of the Options dia"og #o9 4c"ic! Too"s% Options6$ Jeep in mind% howe'er% that disa#"ing this feature means that you wi"" ha'e to use the Window menu to switch #etween .9ce" wor!#oo!s$ To do so% se"ect the Window menu% and then se"ect the name of the wor!#oo! you want to ma!e the current wor!#oo! in the .9ce" app"ication window$

Mo#ing Within a Worksheet

To enter your wor!sheet data% you need some way of mo'ing to the 'arious ce""s within the wor!sheet$ Jeep in mind that the part of the wor!sheet disp"ayed onscreen is on"y a sma"" piece of the actua" wor!sheet$

+sin! the 4e board

To mo'e around the wor!sheet with your !ey#oard% use the !ey com#inations "isted

Mo&in! Around a Wor#sheet $ith the 9eyboard

(o Move Up one ce"" Down one ce"" Right one ce"" 1eft one ce"" Up one screen Down one screen 1eftmost ce"" in a row 4co"umn *6 1ower-right corner of the data area Ce"" *7 1ast occupied ce"" to the right of a row

Press (his Up-arrow !ey Down-arrow !ey Right-arrow !ey 1eft-arrow !ey :age Up :age Down >ome Ctr"Q.nd Ctr"Q>ome .ndQright-arrow !ey

/hanging the Worksheet .ie)

.9ce" pro'ides many ways to change how your wor!sheet appears within the .9ce" window$ Changing the 'iew has no effect on how your wor!sheets "oo! when printed

4un"ess you choose to hide data onscreen% a topic co'ered "ater in this "esson6$ >owe'er% changing the 'iew and getting a different perspecti'e he"ps you to see the o'era"" "ayout of the wor!sheet and a""ows you to 'iew wor!sheet ce""s that might not appear in the defau"t screen 'iew$ 3or e9amp"e% you can en"arge or reduce the si&e of the wor!sheet so that you can 'iew more or "ess of it at one time$ To en"arge or reduce your 'iew of the current wor!sheet% use the Uoom feature$ Simp"y c"ic! the Uoom #utton on the Standard too"#ar and se"ect the &oom percentage you want to use from the fo""owing- /@8% @08% A@8% 7008% or /008$ If you want to &oom #y a num#er that,s not "isted% Fust type the num#er into the Uoom #o9 and press .nter$ 2ou can a"so ha'e .9ce" &oom in on a particu"ar portion of a wor!sheet$ This is particu"ar"y usefu" when you ha'e created 'ery "arge wor!sheets$ Se"ect the area of the wor!sheet you want to &oom in on% and then c"ic! the Uoom #utton "ist and c"ic! Se"ection$ 2ou can then se"ect different &oom 'a"ues on the Uoom "ist to &oom in or out on that particu"ar portion of the wor!sheet$ Jeep in mind that .9ce" &ooms in on the entire wor!sheet% not Fust the se"ected ce""s$ 4It Fust ma!es sure that you can see the se"ected ce""s when you change the &oom 'a"ues$6 3ast Uoom with a Whee" Mouse If you use the Microsoft Inte""iMouse or another compati#"e whee" mouse% you can &oom in and out uic!"y #y ho"ding down the Ctr" !ey as you mo'e the whee" forward or #ac!$ 2ou a"so can disp"ay your wor!sheet so that it ta!es up the fu"" screen$ This e"iminates a"" the other items in the .9ce" window% such as the too"#ars% the 3ormu"a #ar% the status #ar% and so on$ 3igure A$7 shows a wor!sheet in the 3u"" Screen 'iew$ To use this 'iew% se"ect the ;iew menu and se"ect 3u"" Screen$ To return to Norma" 'iew% c"ic! C"ose 3u"" Screen$

i!ure :.1. >ie$ your $or#sheet on the entire screen. !ree6ing /o umn and Ro) %a+e s
When you wor! with 'ery "arge wor!sheets% it can #e 'ery annoying as you scro"" to the right or down through the wor!sheet when you can no "onger see your row headings or co"umn headings% respecti'e"y$ 3or e9amp"e% you might #e entering customer data where the customer,s name is in the first co"umn of the wor!sheet% and when you scro"" to the e9treme right to enter data% you can no "onger see the customer names$ 2ou can free&e your co"umn and row "a#e"s so that you can 'iew them no matter how far you scro"" down or to the right in your wor!sheet$ 3or e9amp"e% 3igure A$/ shows fro&en co"umn "a#e"s 4co"umns * and )% which inc"ude the first names and "ast names6 that a""ow you to see the customer names no matter how far you mo'e to the right of the wor!sheet$

i!ure :.2. 6ou can free7e ro$ and colu)n headin!s so that they re)ain onscreen as you scroll.

To free&e row or co"umn headings 4or #oth6% fo""ow these steps7$ C"ic! the ce"" to the right of the row "a#e"s and<or #e"ow any co"umn "a#e"s you want to free&e$ This high"ights the ce""$ /$ Se"ect the Window menu% and then se"ect 3ree&e :anes$ 2ou might want to e9periment on a "arge wor!sheet$ 3ree&e the co"umn and row headings% and then use the !ey#oard or the mouse to mo'e around in the wor!sheet$ *s you do% the row and<or co"umn headings remain "oc!ed in their positions$ This ena#"es you to 'iew data in other parts of the wor!sheet without "osing trac! of what that data represents$ When you ha'e finished wor!ing with the fro&en co"umn and row headings% you can easi"y unfree&e them$ Se"ect the Window menu again and se"ect Unfree&e :anes$

Sp itting Worksheets
When you wor! with 'ery "arge wor!sheets% you might actua""y want to sp"it the wor!sheet into mu"tip"e windows$ This ena#"es you to 'iew the same wor!sheet in different windows$ 2ou can then scro"" through the mu"tip"e copies of the same wor!sheet and compare data in ce""s that are norma""y far apart in the wor!sheet$

3igure A$( shows a wor!sheet that has #een sp"it into mu"tip"e panes$ .ach NcopyN of the wor!sheet wi"" ha'e its own set of 'ertica" and hori&onta" scro""#ars$

i!ure :.3. 6ou can split a $or#sheet into t$o $indo$s0 )a#in! it easy to co)pare data in the $or#sheet.

To sp"it a wor!sheet% fo""ow these steps7$ C"ic! in the ce"" where you want to create the sp"it$ * sp"it appears to the "eft of the se"ected ce"" and a#o'e the se"ected ce""$ /$ 2ou can adFust the 'ertica" or hori&onta" sp"it #ars using the mouse$ :"ace the mouse on the sp"it #ar and drag it to a new "ocation$ ($ 2ou can use the scro""#ars in the different sp"it panes to 'iew data in the wor!sheet 4different data can #e 'iewed in each pane6$ To remo'e the sp"it% se"ect the Window menu and se"ect Remo'e Sp"it$

Hiding Work+ooks2 Worksheets2 /o umns2 and Ro)s

3or those times when you,re wor!ing on top-secret information 4or at "east information that is somewhat proprietary% such as emp"oyee sa"aries6% you can hide wor!#oo!s% wor!sheets% co"umns% or rows from prying eyes$ 3or e9amp"e% if you ha'e confidentia" data stored in one particu"ar wor!sheet% you can hide that wor!sheet% yet sti"" #e a#"e to 'iew the other wor!sheets in that wor!#oo!$ 2ou can a"so hide particu"ar co"umns or rows within a wor!sheet$ Use these methods to hide data-

To hide a row or a co"umn in a wor!sheet% c"ic! a row or co"umn heading to se"ect it 4you can se"ect adFacent co"umns or rows #y dragging across them6$ Then% rightc"ic! within the row or co"umn and se"ect >ide from the shortcut menu that appears$ The row or co"umn wi"" #e hidden 4see 3igure A$B6$ To unhide the row or co"umn% right-c"ic! the #order #etween the hidden item and rows or co"umns that are 'isi#"e% and then se"ect Unhide from the shortcut menu$

%ocking /e s in a Worksheet
In some situations% you might create a wor!sheet or wor!sheets and someone e"se wi"" enter the data$ In these situations% you might want to "oc! ce""s that contain formu"as and functions so that the person doing the data entry does not accidenta""y o'erwrite or de"ete the wor!sheet formu"as or functions$ 1oc!ing ce""s in a wor!sheet is a two-step process$ 2ou must first se"ect and "oc! the ce""s$ Then% you must turn on protection on the entire wor!sheet for the N"oc!N to go into effect$ 3o""ow these steps to "oc! ce""s on a wor!sheet7$ Se"ect the ce""s in the wor!sheet that you want to "oc!$ These are typica""y the ce""s that contain formu"as or functions$ /$ Se"ect 3ormat and then Ce""s$ The 3ormat Ce""s dia"og #o9 appears$ C"ic! the :rotection ta# on the dia"og #o9 4see 3igure A$@6$

i!ure :.%. 3ells can be loc#ed usin! the 1rotection tab of the or)at 3ells dialo! bo-.

7$ )e sure the 1oc!ed chec! #o9 is se"ected on the :rotection ta#$ Then c"ic! OJ$ /$ Now you must protect the entire wor!sheet to ha'e the "oc! feature protect the ce""s that you se"ected$ Se"ect the Too"s menu% point at :rotections% and then se"ect :rotect Sheet$ The :rotect Sheet dia"og #o9 appears 4see 3igure A$56$

i!ure :.8. The $or#sheet )ust be protected if you $ant to loc# cells containin! for)ulas or functions
enter a password if you want to re uire a password for NunprotectingN the wor!sheet$ Then c"ic! OJ$

/orrecting Data
2ou,'e ta!en a "oo! at entering te9t% 'a"ues% formu"as% and functions$ There wi"" definite"y #e occasions when you need to edit information in a ce""$ One way to change an entry in a ce"" is to rep"ace it #y se"ecting the ce"" and then entering new data$ Kust press .nter after entering the information$ If you Fust want to modify the e9isting ce"" content% you can a"so edit data within a ce""$ To edit information in a ce""% fo""ow these steps7$ Se"ect the ce"" in which you want to edit data$

/$ To #egin editing% c"ic! in the 3ormu"a #ar to p"ace the insertion point into the ce"" entry$ To edit within the ce"" itse"f% press 3/ or dou#"e-c"ic! the ce""$ This puts you in .dit modeI the word .dit appears in the status #ar$ ($ :ress the right- or "eft-arrow !ey to mo'e the insertion point within the entry$ :ress the )ac!space !ey to de"ete characters to the "eft of the insertion pointI press the De"ete !ey to de"ete characters to the right$ Then% type any characters you want to add$ B$ :ress the .nter !ey when you ha'e finished ma!ing your changes$ @$ If you change your mind and you no "onger want to edit your entry% c"ic! the Cance" #utton on the 3ormu"a #ar or press .sc$

'ndoing an &ction
*"though editing a wor!sheet is supposed to impro'e it% you might find that you,'e done something to a ce"" or range of ce""s that you had not intended$ This is where the Undo feature comes in$ 2ou can undo Fust a#out any action whi"e wor!ing in .9ce"% inc"uding any changes you ma!e to a ce"",s data$ To undo a change% c"ic! the Undo #utton on the Standard too"#ar 4or se"ect .dit% Undo6$ 2ou can a"so undo an undo$ Kust c"ic! the Redo #utton on the Standard too"#ar$

'sing the Rep ace !eature

Suppose you,'e entered a particu"ar "a#e" or 'a"ue into the wor!sheet and find that you ha'e consistent"y entered it incorrect"y$ * great way to change mu"tip"e occurrences of a "a#e" or 'a"ue is using .9ce",s Rep"ace featureI you can "ocate data in the wor!sheet and rep"ace it with new data$ To find and rep"ace data% fo""ow these steps7$ Se"ect the .dit menu% and then se"ect Rep"ace$ The 3ind and Rep"ace dia"og #o9 appears% as shown in 3igure E$7$

i!ure =.1. ind and replace data $ith the ind and ;eplace dialo! bo-.

7$ Type the te9t or 'a"ue that you want to find into the 3ind What te9t #o9$ /$ C"ic! in the Rep"ace With te9t #o9 and type the te9t you want to use as rep"acement te9t$ ($ To e9pand the options a'ai"a#"e to you in the dia"og #o9% c"ic! the Options #utton 43igure E$7 shows the dia"og #o9 in its e9panded form6$ B$ If you want to match the e9act case of your entry so that .9ce" factors in capita"i&ation% c"ic! the Match Case chec! #o9$ If you want to "ocate ce""s that contain e9act"y what you entered into the 3ind What te9t #o9 4and no additiona" data6% c"ic! the Match .ntire Ce"" Contents chec! #o9$ @$ To search for entries with particu"ar formatting% c"ic! the 3ormat #utton on the right of the 3ind What #o9$ The 3ind 3ormat dia"og #o9 appears 4see 3igure E$/6$ 2ou can search for entries that ha'e #een assigned num#er% a"ignment% font% #order% patterns% or protection using the appropriate ta# on the 3ind 3ormat dia"og #o9$ *fter ma!ing your se"ection% c"ic! the OJ #utton$

i!ure =.2. The ind or)at dialo! bo- enables you to search for entries that ha&e been assi!ned a particular for)attin!

7$ 2ou can a"so rep"ace your entries with a particu"ar formatting$ C"ic! the 3ormat #utton on the right of the Rep"ace With #o9$ The Rep"ace 3ormat dia"og #o9 appears$ It is the same as the 3ind 3ormat dia"og #o9$ Simp"y se"ect any formats you want to assign to your rep"acement% and then c"ic! OJ$ /$ C"ic! 3ind Ne9t to find the first occurrence of your specified entry$ ($ When an occurrence is found% it is high"ighted$ C"ic! Rep"ace to rep"ace on"y this occurrence and then c"ic! 3ind Ne9t to find the ne9t occurrence$ B$ If you want to find a"" the occurrences% c"ic! 3ind *""I you can a"so rep"ace a"" the occurrences of the entry with Rep"ace *""$ @$ When you ha'e finished wor!ing with the 3ind and Rep"ace dia"og #o9c"ic! C"ose$

/hecking 4our Spe ing

)ecause wor!sheets a"so inc"ude te9t entries% you might want to ma!e sure that you chec! for any misspe""ings in a wor!sheet #efore printing the data$ .9ce" offers a spe""chec!ing feature that finds and corrects misspe""ings in a wor!sheet$ To run the Spe""ing Chec!er% fo""ow these steps-

7$

C"ic! the Spe""ing #utton on the Standard too"#ar 4or se"ect Too"s% Spe""ing6$ The Spe""ing dia"og #o9 appears$ .9ce" finds the first misspe""ed word and disp"ays it at the top of the Spe""ing dia"og #o9$ * suggested correction appears in the Suggestions #o9 $

7$ To accept the suggestion in the Suggestions #o9% c"ic! Change% or c"ic! Change *"" to change a"" occurrences of the misspe""ed word$ /$ If the suggestion in the Suggestions #o9 is not correct% you can do any of the fo""owingo

Se"ect a different suggestion from the Suggestions #o9% and then c"ic! Change or Change *""$ Type your own correction into the Change To #o9% and then c"ic! Change or Change *""$ C"ic! Ignore Once to "ea'e the word unchanged$ C"ic! Ignore *"" to "ea'e a"" occurrences of the word unchanged$ C"ic! *dd to Dictionary to add the word to the dictionary so that .9ce" won,t f"ag it as misspe""ed again$ C"ic! *utoCorrect to add a correct"y spe""ed word to the *utoCorrect "ist so that .9ce" can correct it automatica""y as you type$ If you ma!e a mista!e re"ated to a particu"ar entry% c"ic! the Undo 1ast #utton to undo the "ast change that you made$

o o o

($ 2ou might see a message as!ing whether you want to continue chec!ing spe""ing at the #eginning of the sheet$ If so% c"ic! 2es to continue$ When the Spe""ing Chec!er can,t find any more misspe""ed words% it disp"ays a prompt te""ing you that the spe""ing chec! is comp"ete$ C"ic! OJ to confirm that the spe""ing chec! is finished$

De eting Data
To de"ete the data in a ce"" or range of ce""s% se"ect them and press De"ete$ .9ce" a"so offers some additiona" options for de"eting ce""s and their contents

With the .dit% C"ear command% you can de"ete on"y the formatting of a ce"" 4or an attached comment6 without de"eting its contents$ The formatting of a ce"" inc"udes

the ce"",s co"or% #order sty"e% numeric format% font si&e% and so on$ 2ou,"" "earn more a#out this option in a moment$

With the .dit% De"ete command% you can remo'e ce""s and then shift surrounding ce""s o'er to ta!e their p"ace 4this option is descri#ed in more detai" in 1esson 7/% NInserting and Remo'ing Ce""s% Rows% and Co"umnsN6$

To use the C"ear command to remo'e the formatting of a ce"" or a note% fo""ow these steps7$ Se"ect the ce""s you want to c"ear$ /$ Open the .dit menu and point at C"ear$ The C"ear su#menu appears$ ($ Se"ect the desired C"ear option- *"" 4which c"ears the ce""s of a"" contents% formatting% and notes6% 3ormats% Contents% or Comments

!ormatting *e"t and 1um+ers

When you wor! in .9ce"% you wor! with two types of formatting- 'a"ue formatting and font formatting$ In 'a"ue formatting% you assign a particu"ar num#er sty"e to a ce"" 4or ce""s6 that ho"ds numeric data$ 2ou can assign a currency sty"e% a percent sty"e% or one of se'era" other numeric sty"es to 'a"ues$ *nother formatting option a'ai"a#"e to you in .9ce" re"ates to different font attri#utes$ 3or e9amp"e% you can add #o"d or ita"ic to the contents of a ce"" or ce""s$ 2ou can a"so change the font used for a range of ce""s or increase the font si&e$ Ne9t% you ta!e a "oo! at numeric formatting% and then you "oo! at how different font attri#utes are contro""ed in .9ce"$

'sing the St( e ,uttons to !ormat 1um+ers

The 3ormatting too"#ar 4Fust #e"ow the Standard too"#ar6 contains se'era" #uttons for app"ying a format to your num#ers% inc"uding the fo""owing-

2utton

Name Currency Sty"e :ercent Sty"e Comma Sty"e b7%/00$H0 /0$H08 7%/00$H0

*%ample<Description

2utton

Name Increase Decima" Decrease Decima"

*%ample<Description *dds one decima" p"ace De"etes one decima" p"ace

To use one of these #uttons% se"ect the ce"" or ce""s you want to format% and then c"ic! the desired #utton$ If you wou"d "i!e more formatting options for numeric 'a"ues% read onI they are co'ered in the ne9t section$

1umeric !ormatting Options

The numeric 'a"ues that you p"ace in your .9ce" ce""s are more than Fust num#ersI they often represent do""ar amounts% a date% or a percentage$ If the 'arious numeric sty"e #uttons on the 3ormatting too"#ar 4discussed in the pre'ious section6 do not offer the e9act format you want for your num#ers% don,t worry$ .9ce",s 3ormat Ce""s dia"og #o9 offers a wide range of num#er formats and e'en a""ows you to create custom formats$ To use the 3ormat Ce""s dia"og #o9 to assign numeric formatting to ce""s in a wor!sheet% fo""ow these steps7$ Se"ect the ce"" or range that contains the 'a"ues you want to format$ /$ Se"ect the 3ormat menu and se"ect Ce""s$ The 3ormat Ce""s dia"og #o9 appears$ ($ C"ic! the Num#er ta#$ The different categories of numeric formats are disp"ayed in a Category "ist 4see 3igure H$76$ 3igure H$7$ *pp"y a numeric format in the Num#er ta# of the 3ormat Ce""s dia"og #o9$

7$ In the Category "ist% se"ect the numeric format category you want to use$ The samp"e #o9 disp"ays the defau"t format for that category$ /$ C"ic! OJ to assign the numeric format to the se"ected ce""s$

Table @.1. E-cel2s ,u)ber or)ats

Number )ormat +enera" bB@5%H0E$0 0 (B00$@0 Num#er 7/0$(H b(%B00$@0 Currency b(%B00$@0 The defau"t Currency format has two decima" p"aces and a do""ar sign$ Negati'e num#ers appear with a minus sign% #ut The defau"t Num#er format has two decima" p"aces$ Negati'e num#ers are preceded #y a minus sign% #ut they can a"so appear in red and<or parentheses$ *%amples 70$5 .9ce" disp"ays your 'a"ue as you enter it$ In other words% this format disp"ays currency or percent signs on"y if you enter them yourse"f$ Description

Table @.1. E-cel2s ,u)ber or)ats

Number )ormat *%amples Description

they can a"so appear in red and<or parentheses$ b(%B00$00 *ccounting bHAE$/7 Use this format to a"ign do""ar signs and decima" points in a co"umn$ The defau"t *ccounting format has two decima" p"aces and a do""ar sign$ The defau"t Date format is the month and day separated #y a s"ashI howe'er% you can se"ect from numerous other formats$ The defau"t Time format is the hour and minutes separated #y a co"onI howe'er% you can opt to disp"ay seconds% a$m$% or p$m$ The defau"t :ercentage format has two decima" p"aces$ .9ce" mu"tip"ies the 'a"ue in a ce"" #y 700 and disp"ays the resu"t with a percent sign$ The defau"t 3raction format is up to one digit on each side of the s"ash$ Use this format to disp"ay the num#er of digits you want on each side of the s"ash and the fraction type 4such as ha"'es% uarters% eighths% and so on6$ The defau"t Scientific format has two decima" p"aces$ Use this format to disp"ay num#ers in scientific notation$ Use Te9t format to disp"ay #oth te9t and num#ers in a ce"" as te9t$ .9ce" disp"ays the entry e9act"y as you type it$ This format is specifica""y designed to disp"ay UI: codes% phone num#ers% and Socia" Security num#ers correct"y so that you don,t ha'e to enter any specia" characters% such as hyphens$ Use Custom format to create your own num#er format$ 2ou

Date

77<A

Time

70-00

:ercentage

HH$@08

3raction

7</

Scientific

($B0.Q0(

Te9t

7(@R;H0

Specia"

0/770

Custom

00$08

Table @.1. E-cel2s ,u)ber or)ats

Number )ormat *%amples Description

can use any of the format codes in the Type "ist and then ma!e changes to those codes$ The d sym#o" represents a num#er p"aceho"der% and 0 represents a &ero p"aceho"der$

/op(ing !ormats )ith !ormat -ainter

*fter app"ying a numeric format or 'arious font attri#utes to a ce"" or ce"" range% you can easi"y copy those formatting options to other ce""s$ This wor!s whether you,re copying numeric or te9t formatting or shading or #orders% as you,"" "earn in upcoming "essons$ To copy a format from one ce"" to another% fo""ow these steps7$ Se"ect the ce""s that contain the formatting you want to copy$ /$ C"ic! the 3ormat :ainter #utton on the Standard too"#ar$ .9ce" copies the formatting$ The mouse pointer changes into a paint#rush with a p"us sign ne9t to it$

($ C"ic! one ce"" or drag o'er se'era" ce""s to which you want to app"y the copied formatting$ B$ Re"ease the mouse #utton% and .9ce" copies the formatting and app"ies it to the se"ected ce""s

'sing &uto!ormat
If you don,t want to ta!e the time to test different #order types and shading sty"es% you can "et .9ce" he"p you with the tas! of adding some emphasis and interest to the ce""s of your wor!sheet$ 2ou can ta!e ad'antage of *uto3ormat% which pro'ides 'arious predesigned ta#"e formats that you can app"y to a wor!sheet$ To use predesigned formats% perform the fo""owing steps7$ Se"ect the ce""4s6 that contain the data you want to format$ This cou"d #e the entire wor!sheet$

/$ Se"ect the 3ormat menu% and then se"ect *uto3ormat$ The *uto3ormat dia"og #o9 appears Se"ect a format from the *uto3ormat dia"og #o9$

7$ Scro"" through the "ist to 'iew the 'arious *uto3ormat sty"es pro'ided$ When you find a format that you want to use% c"ic! it to se"ect it$ /$ To pre'ent *uto3ormat from o'erwriting certain e9isting formatting 4such as num#ers% a"ignment% or fonts6% c"ic! the Options #utton and dese"ect the appropriate chec! #o9es$ ($ C"ic! OJ and your wor!sheet is formatted$

&pp (ing /onditiona !ormatting

*nother usefu" formatting feature that .9ce" pro'ides is conditiona" formatting$ Conditiona" formatting a""ows you to specify that certain resu"ts in the wor!sheet #e formatted so that they stand out from the other entries in the wor!sheet$ 3or e9amp"e% if

you wanted to trac! a"" the month"y sa"es figures that are #e"ow a certain amount% you can use conditiona" formatting to format them in red$ Conditiona" formatting formats on"y ce""s that meet a certain condition$ To app"y conditiona" formatting% fo""ow these steps7$ Se"ect the ce""s to which you want to app"y the conditiona" formatting$ /$ Se"ect the 3ormat menu and se"ect Conditiona" 3ormatting$ The Conditiona" 3ormatting dia"og #o9 appears

3.

i!ure 10./. Apply for)ats conditionally to hi!hli!ht certain &alues.

7$ )e sure that Ce"" ;a"ue Is is se"ected in the Condition 7 drop-down #o9 on the "eft of the dia"og #o9$ /$ In the ne9t drop-down #o9 to the right% you se"ect the condition$ The defau"t is )etween$ Other conditions inc"ude . ua" To% +reater Than% 1ess Than% and other possi#i"ities$ Use the drop-down #o9 to se"ect the appropriate condition$ ($ *fter se"ecting the condition% you must specify a ce"" or ce""s in the wor!sheet that .9ce" can use as a reference for the conditiona" formatting$ 3or e9amp"e% if you se"ect 1ess Than as the condition% you must specify a ce"" in the wor!sheet that contains a 'a"ue that can #e used for comparison with the ce""s that you are app"ying the conditiona" formatting to$ C"ic! the Shrin! #utton on the Conditiona" 3ormatting dia"og #o9$ 2ou are returned to the wor!sheet$ Se"ect the reference ce"" for the condition$ B$ C"ic! the .9pand #utton on the Conditiona" 3ormatting dia"og #o9 to e9pand the dia"og #o9$ @$ Now you can set the formatting that wi"" #e app"ied to ce""s that meet your condition$ C"ic! the 3ormat #utton in the Conditiona" 3ormatting dia"og #o9 and se"ect the formatting options for your condition in the 3ormat Ce""s dia"og #o9$

Then c"ic! OJ$ 3igure 70$@ shows a conditiona" format that app"ies #o"d and ita"ic to 'a"ues that are greater than the 'a"ue contained in ce"" 3E$

i!ure 10.%. +et the &arious options for your conditional for)attin!.

7$ *fter setting the conditions to #e met for conditiona" formatting 4you can c"ic! *dd to set more than one condition6% c"ic! OJ$ 2ou are returned to the wor!sheet$ Ce""s that meet the condition you set up for conditiona" formatting wi"" #e formatted with the options you specified$ 3igure 70$5 shows ce""s that the settings used in 3igure 70$@ conditiona""y formatted$

i!ure 10.8. 3onditional for)attin! for)ats only the cells that )eet your conditions

Insertin! and 'emovin! Cells. 'o"s. and Columns---

Inserting Ro)s and /o umns

*s you edit and enhance your wor!sheets% you might need to add rows or co"umns within the wor!sheet$ Inserting entire rows and co"umns into your wor!sheet is 'ery straightforward$ 3o""ow these steps7$ To insert a sing"e row or co"umn% se"ect a ce"" to the right of where you want to insert a co"umn or #e"ow where you want to insert a row$ To insert mu"tip"e co"umns or rows% se"ect the num#er of co"umns or rows you want to insert$ To insert co"umns% drag o'er the co"umn "etters at the top of the wor!sheet$ To insert rows% drag o'er the row num#ers$ 3or e9amp"e% se"ect three co"umn "etters or row num#ers to insert three rows or co"umns$ /$ Se"ect the Insert menu% and then se"ect Rows or Co"umns$ .9ce" inserts rows a#o'e your se"ection and co"umns to the "eft of your se"ection$ The inserted rows or co"umns contain the same formatting as the ce""s 4or rows and co"umns6 you se"ected in step 7$ 3igure 7/$7 shows a wor!sheet to which additiona" co"umns ha'e #een added$ Co"umns can easi"y #e inserted into an .9ce" wor!sheet$

*s you can see% when you insert rows or co"umns% the Insert Options shortcut icon appears to the right of the inserted co"umns or #e"ow inserted rows$ Use the Insert Options menu to specify the co"umn or row from which the new co"umn or row shou"d copy its formatting$ 3or e9amp"e% in the case of inserted co"umns% you can choose to copy the formatting from the co"umn to the right or "eft of the inserted co"umn or co"umns% or you can choose to c"ear the formatting in the inserted co"umns$

Remo#ing Ro)s and /o umns

When you de"ete a row in your wor!sheet% the rows #e"ow the de"eted row mo'e up to fi"" the space$ When you de"ete a co"umn% the co"umns to the right shift "eft$ 3o""ow these steps to de"ete a row or co"umn7$ C"ic! the row num#er or co"umn "etter of the row or co"umn you want to de"ete$ 2ou can se"ect more than one row or co"umn #y dragging o'er the row num#ers or co"umn "etters$ /$ Se"ect the .dit menu and then se"ect De"ete$ .9ce" de"etes the rows or co"umns and renum#ers the remaining rows and co"umns se uentia""y$ *"" ce"" references in formu"as and functions are updated appropriate"y

Inserting /e s
*"though inserting rows and co"umns ma!es it easy to dramatica""y change the "ayout of a wor!sheet% on occasion you might need to insert on"y a ce"" or ce""s into a wor!sheet$ Inserting ce""s causes the data in e9isting ce""s to shift down a row or o'er a co"umn to create a space for the new ce""s$ To insert a sing"e ce"" or a group of ce""s% fo""ow these steps7$ Se"ect the area where you want the new ce""s inserted$ .9ce" inserts the same num#er of ce""s as you se"ect$ /$ Se"ect the Insert menu and then se"ect Ce""s$ The Insert dia"og #o9 appears 4see 3igure 7/$/6$

i!ure 12.2. 6ou can insert cells into a $or#sheet usin! the <nsert dialo! bo-.

7$ Se"ect Shift Ce""s Right or Shift Ce""s Down 4or you can choose to ha'e an entire row or co"umn inserted6$ /$ C"ic! OJ$ .9ce" inserts the ce""s and shifts the adFacent ce""s in the direction you specify$ 2ou wi"" find that inserting ce""s is usefu" if you ha'e entered rows of information and ha'e mismatched data% such as a customer,s name with someone e"se,s order information$ Inserting a coup"e of ce""s ena#"es you to uic!"y edit the data without ha'ing to de"ete data or insert a new row$

&d7usting /o umn Width and Ro) Height )ith a Mouse

It doesn,t ta!e 'ery "ong when you are wor!ing in .9ce" to rea"i&e that the defau"t co"umn width of E$B( characters doesn,t accommodate "ong te9t entries or 'a"ues that ha'e #een formatted as currency or other numeric formats$ 2ou can adFust the width of a co"umn uic!"y using the mouse$

2ou can a"so adFust row heights% if you want% using the mouse$ >owe'er% your row heights wi"" adFust to any font si&e changes that you ma!e to data he"d in a particu"ar row$ Row heights a"so adFust if you wrap te9t entries within them 4see 1esson H% NChanging >ow Num#ers and Te9t 1oo!%N for more a#out wrapping te9t6$ 2ou wi"" pro#a#"y find that you need to adFust co"umn widths in your wor!sheets far more often than row heights$ To adFust a co"umn width with the mouse% p"ace the mouse pointer on the right #order of the co"umn$ * si&ing too" appears% as shown in 3igure 7/$B$ Drag the co"umn #order to the desired width$ 2ou can a"so adFust the co"umn width to automatica""y accommodate the widest entry within a co"umnI Fust dou#"e-c"ic! the si&ing too"$ This is ca""ed *uto3it% and the co"umn adFusts according to the widest entry$

i!ure 12./. *se the colu)n $idth si7in! tool to adAust the $idth of a colu)n

If you want to adFust se'era" co"umns at once% se"ect the co"umns$ :"ace the mouse on any of the co"umn #orders and drag to increase or decrease the width$ .ach se"ected co"umn is adFusted to the width you se"ect$ Changing row heights is simi"ar to adFusting co"umn widths$ :"ace the mouse on the "ower #order of a row and drag the si&ing too" to increase or decrease the row height$ To change the height of mu"tip"e rows% se"ect the rows and then drag the #order of any of the se"ected rows to the desired height$

'sing the !ormat Menu for -recise /ontro

If you want to precise"y specify the width of a co"umn or co"umns or the height of a row or rows% you can enter specific si&es using a dia"og #o9$ This pro'ides you with a "itt"e more contro" than Fust dragging a row height or co"umn width$

To specify a co"umn width% fo""ow these steps7$ Se"ect the co"umns you want to change$ /$ Se"ect the 3ormat menu% point at Co"umn% and then se"ect Width$ The Co"umn Width dia"og #o9 appears 4see 3igure 7/$@6$

i!ure 12.%. 3olu)n $idths can also be specified in the 3olu)n Width dialo! bo-.

7$

Type the co"umn width into the dia"og #o9 4the width is measured in num#er of characters6$ /$ C"ic! OJ$ 2our co"umn4s6 width is adFusted according"y$ *dFusting row heights is simi"ar to adFusting co"umn widths$ Se"ect the row or rows% and then se"ect the 3ormat menu% point at Rows% and se"ect >eight$ In the Row >eight dia"og #o9 that appears% type in the row height and then c"ic! OJ$

Inserting Worksheets
When you create a new wor!#oo!% it contains three wor!sheets$ 2ou can easi"y add additiona" wor!sheets to a wor!#oo!$ 3o""ow these steps to add a wor!sheet to a wor!#oo!7$ Se"ect the wor!sheet that you want to #e to the right of the inserted wor!sheet$ 3or e9amp"e% if you se"ect the *ugust sheet shown in 3igure 7($7% the new sheet wi"" #e inserted to the "eft of *ugust$ /$ Se"ect the Insert menu$ ($ Se"ect Wor!sheet$ .9ce" inserts the new wor!sheet to the right of the pre'ious"y se"ected wor!sheet$

De eting Worksheets
If you find that you ha'e a wor!sheet you no "onger need% or if you p"an to use on"y one wor!sheet of the three that .9ce" puts into each wor!#oo! #y defau"t% you can remo'e the unwanted wor!sheets$ >ere,s how you remo'e a wor!sheet-

7$ Se"ect the wor!sheet4s6 you want to de"ete$ /$ Se"ect the .dit menu and then se"ect De"ete Sheet$ ($ If the sheet contains data% a dia"og #o9 appears% as!ing you to confirm the de"etion$ C"ic! De"ete to de"ete the sheet$ 2ou wi"" "ose any data that the sheet contained$

Mo#ing and /op(ing Worksheets

2ou can mo'e or copy wor!sheets within a wor!#oo! or from one wor!#oo! to another$ Copying a wor!sheet ena#"es you to copy the formatting of the sheet and other items% such as the co"umn "a#e"s and the row "a#e"s$ 3o""ow these steps7$ Se"ect the wor!sheet or wor!sheets you want to mo'e or copy$ If you want to mo'e or copy wor!sheets from one wor!#oo! to another% #e sure the target wor!#oo! is open$ /$ Se"ect the .dit menu and choose Mo'e or Copy Sheet$ The Mo'e or Copy dia"og #o9 appears% as shown in 3igure 7($/$

i!ure 13.2. The Mo&e or 3opy dialo! bo- as#s $here you $ant to copy or )o&e a $or#sheet.

7$ To mo'e the wor!sheets to a different wor!#oo!% #e sure that wor!#oo! is open% and then se"ect that wor!#oo!,s name from the To )oo! drop-down "ist$ If you want to mo'e or copy the wor!sheets to a new wor!#oo!% se"ect 4New )oo!6 in the To )oo! drop-down "ist$ .9ce" creates a new wor!#oo! and then copies or mo'es the wor!sheets to it$ /$ In the )efore Sheet "ist #o9% choose the wor!sheet you want to fo""ow the se"ected wor!sheets$

($ To mo'e the se"ected wor!sheet% s!ip to step 5$ To copy the se"ected wor!sheets instead of mo'ing them% se"ect the Create a Copy option$ B$ Se"ect OJ$ The se"ected wor!sheets are copied or mo'ed as specified$

Movin! a Wor9sheet Within a Wor9boo9 "ith Dra! and Drop

* fast way to copy or mo'e wor!sheets within a wor!#oo! is to use drag and drop$ 3irst% se"ect the ta# of the wor!sheet4s6 you want to copy or mo'e$ Mo'e the mouse pointer o'er one of the se"ected ta#s% c"ic! and ho"d the mouse #utton% and drag the ta# where you want it mo'ed$ To copy the wor!sheet% ho"d down the Ctr" !ey whi"e dragging$ When you re"ease the mouse #utton% the wor!sheet is copied or mo'ed$

Movin! or Cop in! a Wor9sheet 2et"een Wor9boo9s "ith Dra! and Drop
2ou can a"so use the drag-and-drop feature to uic!"y copy or mo'e wor!sheets #etween wor!#oo!s$ 7$ Open the wor!#oo!s you want to use for the copy or mo'e$ /$ Se"ect Window and se"ect *rrange$ The *rrange dia"og #o9 opens$ ($ 2ou can arrange the different wor!#oo! windows hori&onta""y% 'ertica""y% ti"ed% or cascaded in the .9ce" app"ication window$ 3or more than two open wor!#oo!s% your #est se"ection is pro#a#"y the Ti"ed option$ B$ *fter ma!ing your se"ection% c"ic! OJ to arrange the wor!#oo! windows within the .9ce" app"ication window$ 3igure 7($( shows three open wor!#oo!s that ha'e #een ti"ed$ 3igure 7($($ 2ou can arrange mu"tip"e wor!#oo!s in the .9ce" window and then mo'e or copy wor!sheets$

7$ Se"ect the ta# of the wor!sheet4s6 you want to copy or mo'e$ /$ Mo'e the mouse pointer o'er one of the se"ected ta#s% c"ic! and ho"d the mouse #utton% and drag the ta# where you want it mo'ed$ To copy the wor!sheet% ho"d down the Ctr" !ey whi"e dragging$ ($ When you re"ease the mouse #utton% the wor!sheet is copied or mo'ed

/hanging Worksheet *a+ 1ames

)y defau"t% a"" wor!sheets are named Sheet=% where = is a num#er starting with the num#er 7$ So that you,"" ha'e a #etter idea of the information each sheet contains% you shou"d change the names that appear on the ta#s$ >ere,s how to do it7$ Dou#"e-c"ic! the ta# of the wor!sheet you want to rename$ The current name is high"ighted$ /$ Type a new name for the wor!sheet and press .nter$ .9ce" rep"aces the defau"t name with the name you type$

+nderstandin! Chartin! (erminolo! 6

Charts ena#"e you to create a graphica" representation of data in a wor!sheet$ 2ou can use charts to ma!e data more understanda#"e to peop"e who 'iew your printed wor!sheets$

)efore you start creating charts% you shou"d fami"iari&e yourse"f with the fo""owing termino"ogy

Data SeriesR The #ars% pie wedges% "ines% or other e"ements that represent p"otted 'a"ues in a chart$ 3or e9amp"e% a chart might show a set of simi"ar #ars that ref"ects a series of 'a"ues for the same item$ The #ars in the same data series wou"d a"" ha'e the same pattern$ If you ha'e more than one pattern of #ars% each pattern wou"d represent a separate data series$ 3or e9amp"e% charting the sa"es for Territory 7 'ersus Territory / wou"d re uire two data seriesRone for each territory$ Often% data series correspond to rows of data in your wor!sheet 4a"though they can correspond to co"umns of data if that is how you ha'e arranged the information in your wor!sheet6$ CategoriesR Categories ref"ect the num#er of e"ements in a series$ 2ou might ha'e two data series that compare the sa"es of two territories and four categories that compare these sa"es o'er four uarters$ Some charts ha'e on"y one category% and others ha'e se'era"$ Categories norma""y correspond to the co"umns in your wor!sheet% with the category "a#e"s coming from the co"umn headings$ *9isR One side of a chart$ * two-dimensiona" chart has an 9-a9is 4hori&onta"6 and a y-a9is 4'ertica"6$ The 9-a9is contains the data series and categories in the chart$ If you ha'e more than one category% the 9-a9is often contains "a#e"s that define what each category represents$ The y-a9is ref"ects the 'a"ues of the #ars% "ines% or p"ot points$ In a three-dimensiona" chart% the &-a9is represents the 'ertica" p"ane% and the 9-a9is 4distance6 and y-a9is 4width6 represent the two sides on the f"oor of the chart$ 1egendR Defines the separate series of a chart$ 3or e9amp"e% the "egend for a pie chart shows what each piece of the pie represents$ +rid"inesR Typica""y% grid"ines appear a"ong the y-a9is of the chart$ The y-a9is is where your 'a"ues are disp"ayed% a"though they can emanate from the 9-a9is as we"" 4the 9-a9is is where "a#e" information norma""y appears on the chart6$ +rid"ines he"p you determine a point,s e9act 'a"ue$

Working )ith Different /hart *(pes

With .9ce"% you can create many types of charts$ Some common chart types are shown in 3igure 7@$7$ The chart type you choose depends on the !ind of data you,re trying to chart and on how you want to present that data$ The fo""owing are the maFor chart types and their purposes

:ieR Use this chart type to show the re"ationship among parts of a who"e$ )arR Use this chart type to compare 'a"ues at a gi'en point in time$

Co"umnR Simi"ar to the #ar chartI use this chart type to emphasi&e the difference #etween items$ 1ineR Use this chart type to emphasi&e trends and the change of 'a"ues o'er time$ ScatterR Simi"ar to a "ine chartI use this chart type to emphasi&e the difference #etween two sets of 'a"ues$ *reaR Simi"ar to the "ine chartI use this chart type to emphasi&e the amount of change in 'a"ues o'er time$

i!ure 1%.1. E-cel chart types enable you to analy7e and present your data.

Most of these #asic chart types a"so come in three-dimensiona" 'arieties$ In addition to "oo!ing more professiona" than the standard f"at charts% (D charts can often he"p your audience distinguish #etween different sets of data$

/reating and Sa#ing a /hart

2ou can p"ace your new chart on the same wor!sheet that contains the chart data 4an em#edded chart6 or on a separate wor!sheet 4a chart sheet6$ If you create an em#edded

chart% it is typica""y printed side #y side with your wor!sheet data$ .m#edded charts are usefu" for showing the actua" data and its graphica" representation side #y side$ If you create a chart on a separate wor!sheet% howe'er% you can print it independent"y$ )oth types of charts are "in!ed to the wor!sheet data that they represent% so when you change the data% the chart is automatica""y updated$ The Chart Wi&ard #utton on the Standard too"#ar ena#"es you to uic!"y create a chart$ To use the Chart Wi&ard% fo""ow these steps7$ Se"ect the data you want to chart$ If you typed co"umn or row "a#e"s 4such as Otr 7% Otr /% and so on6 that you want inc"uded in the chart% #e sure you se"ect those% too$ /$ C"ic! the Chart Wi&ard #utton on the Standard too"#ar$

($ The Chart Wi&ard - Step 7 of B dia"og #o9 appears 4see 3igure 7@$/6$ Se"ect a Chart Type and a Chart Su#-Type 4a 'ariation on the se"ected chart type6$ C"ic! Ne9t$

i!ure 1%.2. 3hoose the chart type usin! the 3hart Wi7ard.

7$ Ne9t% .9ce" as!s whether the se"ected range is correct$ 2ou can correct the range #y typing a new range or #y c"ic!ing the Shrin! #utton 4"ocated at the right end of the Data Range te9t #o96 and se"ecting the range you want to use$ /$ )y defau"t% .9ce" assumes that your different data series are stored in rows$ 2ou can change this to co"umns if necessary #y c"ic!ing the Series in Co"umns option$ When you,re ready for the ne9t step% c"ic! Ne9t$ ($ C"ic! the 'arious ta#s to change options for your chart 4see 3igure 7@$(6$ 3or e9amp"e% you can de"ete the "egend #y c"ic!ing the 1egend ta# and dese"ecting Show 1egend$ 2ou can add a chart tit"e on the Tit"es ta#$ *dd data "a#e"s 4"a#e"s that disp"ay the actua" 'a"ue #eing represented #y each #ar% "ine% and so on6 #y c"ic!ing the Data 1a#e"s ta#$ When you finish ma!ing changes% c"ic! Ne9t$

/. %. i!ure 1%.3. +elect fro) &arious chart appearance options.

7$ 3ina""y% .9ce" as!s whether you want to em#ed the chart 4as an o#Fect6 in the current wor!sheet 4or any other e9isting wor!sheet in the wor!#oo!6 or if you want to create a new wor!sheet for it$ Ma!e your se"ection and c"ic! the 3inish #utton$ 2our comp"eted chart appears$

MS-POW*' POIN(/001

Starting -o)er-oint
:ower:oint is a powerfu" app"ication that ena#"es you to create presentations that can #e 'iewed on a computer$ Using :ower:oint% you can print handouts or create fi"m s"ides for a presentation$ :ower:oint a"so ena#"es you to add animation and sound to your presentations% which ma!es it the perfect too" for #usiness presentations or c"assroom "ectures$ To start :ower:oint% fo""ow these steps7$ C"ic! the Start #utton$ /$ Mo'e your mouse pointer to :rograms 4*"" :rograms on Windows =:6$ * menu of programs appears$ :oint at the Microsoft Office icon$ ($ Mo'e your mouse pointer to the Microsoft Office :ower:oint icon and c"ic! it$ The :ower:oint app"ication window opens

The first thing you see when you open :ower:oint is that the app"ication window is di'ided into different areas$ The defau"t 'iew for :ower:oint is the Norma" 'iew 4you "earn a#out the different :ower:oint 'iews in 1esson (% NWor!ing with S"ides in Different ;iewsN6$ On the "eft of the screen is a pane that can #e used to switch #etween an Out"ine and S"ides 'iew of the current presentation$ In the center of the :ower:oint app"ication window is the S"ide paneI this is where you wor! indi'idua""y on each s"ide in the presentation$ )e"ow the S"ide pane is the Notes pane% which ena#"es you to add notes to the presentation for each s"ide$ On the far right of the app"ication window is the New :resentation tas! pane$ The tas! pane pro'ides different commands and features depending on what you are current"y doing in :ower:oint$

0"iting -o)er-oint
When you finish using :ower:oint% you can e9it the app"ication$ This c"oses any open presentations 4:ower:oint might prompt you to sa'e changes to those presentations6$ To e9it :ower:oint% perform one of the fo""owing

C"ic! the :ower:oint window,s C"ose 4=6 #utton$

Dou#"e-c"ic! the Contro" Menu icon in the "eft corner of the tit"e #ar% or c"ic! it once to open the Contro" menu and then se"ect C"ose$ Open the 3i"e menu and se"ect .9it$ :ress *"tQ3B$

Starting a 1e) -resentation

:ower:oint offers se'era" ways to create a new presentation$ )efore you #egin% decide which method is right for you

The *utoContent Wi&ard offers the highest degree of he"p$ It wa"!s you through each step of creating the new presentation$ When you,re finished% you ha'e a standardi&ed group of s"ides% a"" with a simi"ar "oo! and fee"% for a particu"ar situation$ .ach s"ide created inc"udes dummy te9t that you can rep"ace with your own te9t$ * design temp"ate pro'ides a professiona""y designed co"or% #ac!ground% and font scheme that app"ies to the s"ides you create yourse"f$ It does not pro'ide samp"e s"ides$ 2ou can a"so start a new presentation #ased on an e9isting presentation$ This NcopiesN a"" the s"ides in the e9isting presentation and a""ows you to sa'e the new presentation under a new fi"ename$ 2ou can start from scratch and create a tota""y #"an! presentation$ That means that you #ui"d the presentation from the ground up and create each s"ide in the presentation$ 4)eginners might want to use the wi&ard or temp"ates unti" they get a fee" for the o'era"" design approach used to create a cohesi'e s"ide presentation$6

Creatin! a Ne" Presentation "ith the AutoContent Wi3ard

With the *utoContent Wi&ard% you se"ect the type of presentation you want to create 4such as corporate% sa"es% or 'arious proFects6% and :ower:oint creates an out"ine for the presentation$ The fo""owing steps descri#e how you use the *utoContent Wi&ard7$ Se"ect the 3i"e menu and se"ect New$ The New :resentation tas! pane appears on the right of the :ower:oint window% as shown in 3igure /$7 4if the :resentation tas! pane was a"ready open in the window% you can s!ip to step /6$

7$ C"ic! the 3rom *utoContent Wi&ard "in! on the tas! pane$ /$ The *utoContent Wi&ard starts$ The opening wi&ard screen summari&es the process you shou"d fo""ow to create a new presentation$ C"ic! Ne9t to continue$ ($ The wi&ard pro'ides you with category #uttons for different categories of presentations- +enera"% Corporate% :roFects% and Sa"es<Mar!eting$ Se"ect a category #y se"ecting the appropriate #utton 4see 3igure /$/6$ * "ist of specific presentations wi"" appear to the right of the category #uttons$ To see a"" the *utoContent presentations a'ai"a#"e% c"ic! the *"" #utton

7$ *fter se"ecting a particu"ar category of presentations% se"ect a presentation type in the "ist pro'ided$ 2ou can choose to create a generic presentation% or presentations recommending a strategy% communicating #ad news% or for a #rainstorming session 4among others6$ *fter se"ecting the type of presentation 4I se"ected generic6% c"ic! Ne9t to continue$ /$ On the ne9t screen% you se"ect how you wi"" gi'e the presentation$ Se"ect one of the fo""owing optionso

Onscreen :resentationR Choose this if you p"an to use a computer and your :ower:oint fi"e to present the show$ We# :resentationR Choose this if you are p"anning to distri#ute the presentation as a se"f-running or user-interacti'e show$ )"ac!-and-White O'erheadsR Choose this if you p"an to ma!e #"ac!-andwhite transparencies for your show$ Co"or O'erheadsR Choose this if you p"an to ma!e co"or transparencies for your show$ (@mm S"idesR Choose this if you p"an to send your :ower:oint presentation to a ser'ice #ureau to ha'e (@mm s"ides made$ 42ou pro#a#"y don,t ha'e such e9pensi'e and specia"i&ed e uipment in your own company$6

($ *fter se"ecting how you wi"" gi'e the presentation% c"ic! Ne9t to continue$

B$ On the ne9t screen% type the presentation tit"e into the te9t #o9 pro'ided 4see 3igure /$(6$ If you want to add a footer 4such as your name or other6 that wi"" appear at the #ottom of each s"ide of the presentation% c"ic! in the 3ooter #o9 and type the appropriate te9t$ If you do not want a date and<or s"ide num#er on each s"ide% dese"ect the Date 1ast Updated and<or S"ide Num#er chec! #o9es$

7$ *fter supp"ying the presentation tit"e and any optiona" information% c"ic! Ne9t to continue$ /$ :ower:oint ta!es you to the "ast wi&ard screen% where you shou"d simp"y c"ic! 3inish$ The tit"e s"ide of your new presentation appears in the S"ide pane$ The entire presentation% inc"uding the dummy te9t p"aced on each s"ide% appears in the Out"ine pane on the "eft of the :ower:oint window 4see 3igure /$B6$

2ou can start wor!ing on your presentation right away #y rep"acing the dummy te9t on the s"ides with your own te9t$ Kust se"ect the e9isting te9t in a te9t #o9 and type right o'er it$ 2ou "earn a#out editing te9t in s"ide te9t #o9es in 1esson A% N*dding and Modifying S"ide Te9t$N

Creatin! a Ne" Presentation "ith a Desi!n (emplate

* temp"ate is the midd"e ground #etween ma9imum hand-ho"ding 4the *utoContent Wi&ard6 and no he"p at a"" 4)"an! :resentation6$ Two !inds of temp"ates are a'ai"a#"epresentation temp"ates and design temp"ates$ When you use the *utoContent Wi&ard% you use a presentation temp"ate$ It contains not on"y formatting% #ut a"so samp"e s"ides that contain p"aceho"der te9t$ The other !ind of temp"ate is a design temp"ate$ It contains the o'era"" formatting for the s"ides of the presentation #ut does not actua""y create any s"ides$ If you want to use a presentation temp"ate that inc"udes p"aceho"der te9t% use the *utoContent Wi&ard% as e9p"ained in the preceding section$ To start a new presentation using a design temp"ate% fo""ow these steps7$ Se"ect the 3i"e menu and se"ect New$ The New :resentation tas! pane appears on the right of the :ower:oint window$

Se"ect 2our Tas! :ane If the tas! pane is a"ready open for another :ower:oint feature% c"ic! the drop-down arrow on its tit"e #ar and se"ect New :resentation from the "ist that appears 7$ On the New :resentation tas! pane% c"ic! the 3rom Design Temp"ate "in!$ :ower:oint switches to the S"ide Design side pane% which disp"ays a "ist of design temp"ates% as shown in 3igure /$@$ * #"an! tit"e s"ide for the presentation appears in the S"ide pane$

i!ure 2.%. Desi!n te)plates are listed in the tas# pane.

7$ C"ic! a temp"ate from the *'ai"a#"e 3or Use section of the tas! pane$ :ower:oint then formats the tit"e s"ide in the S"ide pane using the se"ected temp"ate$ 2ou can se"ect different temp"ates to determine the #est "oo! for your presentation$ When you ha'e found the design temp"ate that you want to use% you can immediate"y start wor!ing on the s"ides for the presentation

Creatin! a Ne" Presentation from an *%istin! Presentation

*nother a"ternati'e for creating a new presentation is to use an e9isting presentation$ This creates a copy of the e9isting presentation 4and a"" its s"ides6 and a""ows you to uic!"y sa'e the presentation under a new fi"ename$ 7$ Se"ect the 3i"e menu and se"ect New$ The New :resentation tas! pane appears on the right of the :ower:oint window$ /$ Se"ect 3rom .9isting :resentation in the New :resentation tas! pane$ The New from .9isting :resentation dia"og #o9 open

Open the e%istin! presentation that the ne" presentation "ill be based on

7$ Use the 1oo! in drop-down "ist to "ocate the dri'e and the fo"der that ho"ds the e9isting presentation$ When you "ocate the e9isting presentation% se"ect it and then c"ic! Create New$ /$ * NcopyN of the e9isting presentation wi"" open in the :ower:oint window$

When you ha'e the copy of the e9isting presentation open% you can edit it as needed$ 2ou can then sa'e the presentation under a new fi"ename as discussed "ater in this "esson$

Creatin! a 2lan9 Presentation

2our fourth option for creating a new presentation is to create a #"an! presentation$ This means that you ha'e to create a"" the s"ides from scratch$ * design for the s"ides can then #e se"ected using the S"ide Design tas! pane$ 2ou open this tas! pane #y se"ecting 3ormat% S"ide Design$ In the S"ide Design tas! pane% #e sure that the Design Temp"ates icon is se"ected$

Sa#ing a -resentation
*fter you create a new presentation% it ma!es sense to sa'e it$ To sa'e a presentation for the first time% fo""ow these steps7$ Se"ect 3i"e% Sa'e% or Fust c"ic! the Sa'e #utton on the Standard too"#ar$ The Sa'e *s dia"og #o9 appears

7$ In the 3i"e Name te9t #o9% type the name you want to assign to the presentation$ 2our fi"enames can #e as "ong as /@@ characters and can inc"ude spaces$ /$ The Sa'e In #o9 shows in which fo"der the fi"e wi"" #e sa'ed$ The defau"t is My Documents$ To se"ect a different dri'e "ocation for the fi"e% c"ic! the Sa'e In dropdown arrow and se"ect one from the "ist that appears$ To sa'e to a specific fo"der in the dri'e "ocation you,'e se"ected% dou#"e-c"ic! the fo"der in which you want to store the fi"e$ ($ C"ic! Sa'e$ Now that you ha'e named the fi"e and sa'ed it to a dis!% you can sa'e any changes you ma!e simp"y #y pressing Ctr"QS or c"ic!ing the Sa'e #utton on the Standard too"#ar$ 2our data is sa'ed under the fi"ename you assigned to the presentation in the Sa'e *s dia"og #o9$ To create a copy of a presentation under a different fi"ename or "ocation% se"ect 3i"e% Sa'e *s$ The Sa'e *s dia"og #o9 reappearsI fo""ow steps / to B as discussed in this section to gi'e the fi"e a new name or "ocation$

Opening a -resentation
* presentation% "i!e Rome% is not #ui"t in a day% so you wi"" pro#a#"y fine-tune a presentation o'er time$ To open a sa'ed presentation fi"e that you want to wor! on% fo""ow these steps-

Se"ect 3i"e% Open% or c"ic! the Open #utton on the Standard too"#ar$ The Open dia"og #o9 appears

7$ If the fi"e isn,t in the current"y disp"ayed fo"der% se"ect the 1oo! In drop-down arrow to choose from a "ist of other dri'es and<or fo"ders$ /$ )rowse to the "ocation containing the fi"e and dou#"e-c"ic! it to open it in :ower:oint$

!inding a -resentation !i e
If you,re ha'ing trou#"e "ocating your fi"e% :ower:oint can he"p you "oo!$ 3o""ow these steps to find a fi"e7$ Se"ect 3i"e% Open 4if the Open dia"og #o9 is not a"ready open6$ /$ C"ic! the Too"s drop-down #utton in the Open dia"og #o9 and se"ect Search$ The 3i"e Search dia"og #o9 appears 4

+se the )ile Search dialo! bo% to find a presentation on our computer

7$ In the Search Te9t #o9% type te9t that is contained in the presentation,s fi"ename$ Use the Search In #o9 to specify where you want the search to #e conducted$ In the Resu"ts Shou"d )e #o9% specify the fi"e types you want to #e inc"uded in the search$ /$ When you are ready to conduct the search% c"ic! the Search #utton$ ($ 3i"es that meet the search criteria are "isted in the Resu"ts #o9 4if you see your fi"e in the Resu"ts #o9 and the search is continuing% c"ic! the Stop #utton6$ B$ To open a fi"e in the Resu"ts #o9% dou#"e-c"ic! the fi"ename$ @$ 2ou are returned to the Open dia"og #o9 with the fi"e "isted in the 3i"e Name #o9$ C"ic! OJ to open the fi"e$ * :ower:oint presentation then opens in the :ower:oint window$

'nderstanding -o)er-oint8s Different .ie)s

:ower:oint can disp"ay your presentation in different 'iews$ .ach of these 'iews is designed for you to perform certain tas!s as you create and edit a presentation$ 3or

e9amp"e% Norma" 'iew has the Out"ine<S"ides% S"ide% and Notes panesI it pro'ides an idea" en'ironment for creating your presentation s"ides and for uic!"y 'iewing the organi&ation of the s"ides or the information in the presentation 4using the Out"ine or the S"ides ta#s6$ *nother 'iew% the S"ide Sorter 'iew% ena#"es you to uic!"y rearrange the s"ides in the presentation 4and is simi"ar to the S"ides 'iew that shares the pane with the Out"ine ta# when you are in the Norma" 'iew6$ To change 'iews% open the ;iew menu and choose the desired 'iew- Norma"% S"ide Sorter% S"ide Show% or Notes :age$

Norma"R The defau"t% three-pane 'iew 4which is discussed in 1esson 7% NWor!ing in :ower:ointN6$ S"ide SorterR This 'iew shows a"" the s"ides as thum#nai"s so that you can easi"y rearrange them #y dragging s"ides to new positions in the presentation

S"ide ShowR * specia"i&ed 'iew that ena#"es you to pre'iew and present your show onscreen$ It ena#"es you to test the presentation as you add s"ides% and it is used "ater when your presentation is comp"ete$ Notes :ageR This 'iew pro'ides a "arge pane for creating notes for your speech$ 2ou can a"so type these notes in Norma" 'iew% #ut Notes :age 'iew gi'es you more room and a""ows you to concentrate on your note te9t$

*n e'en faster way to switch to certain 'iews is to use the 'iew #uttons that are pro'ided a"ong the "ower-"eft corner of the :ower:oint window$ These #uttons% from "eft to right% are Norma" ;iew% S"ide Sorter ;iew% and S"ide Show 4from current s"ide6 #utton$ * #utton not pro'ided for the Notes 'iew

Mo#ing from S ide to S ide

:ower:oint pro'ides se'era" ways to mo'e from s"ide to s"ide in the presentation$ The particu"ar 'iew you are in somewhat contro"s the procedure for mo'ing to a specific s"ide$ In the Norma" 'iew% you can mo'e from s"ide to s"ide using these techni ues

C"ic! the Out"ine ta# on the far "eft of the window$ To go to a particu"ar s"ide in the out"ine% c"ic! the s"ide icon ne9t to the s"ide num#er 4see 3igure ($/6$ The s"ide opens in the S"ide pane$ :ress the :age Up or :age Down !eys to mo'e to the pre'ious or ne9t s"ide% respecti'e"y$ C"ic! the :re'ious S"ide or Ne9t S"ide #utton Fust #e"ow the 'ertica" scro""#ar 4refer to 3igure ($/6% or drag the scro"" #o9 inside the 'ertica" scro""#ar unti" the desired s"ide num#er is disp"ayed$ C"ic! the S"ides ta# on the far "eft of the :ower:oint window$ This ena#"es you to mo'e from s"ide to s"ide in the Norma" 'iew #y se"ecting a particu"ar s"ide,s thum#nai"$ When you c"ic! the thum#nai"% the s"ide appears in the S"ide pane$

2ou can a"so mo'e from s"ide to s"ide in other 'iews% such as the S"ide Sorter 'iew or the S"ide Show 'iew$ In the S"ide Sorter 'iew 4refer to 3igure ($76% Fust c"ic! a s"ide,s thum#nai" to mo'e to that s"ide$ 2ou then can use any of the too"s that :ower:oint pro'ides to format the se"ected s"ide 4or de"ete it6$ If you want to actua""y open a s"ide when you are wor!ing in the S"ide Sorter 'iew% so that you can edit the te9t it contains% dou#"e-c"ic! the s"ide$ 2ou are returned to the Norma" 'iew$

When (ou are actua ( sho)ing a presentation in the S ide Sho) #ie)2 (ou can use the -age 'p or -age Do)n ke(s to mo#e from s ide to s ide 9un ess (ou ha#e set up timers to change s ides:; 4ou can a so c ick a s ide )ith the mouse to mo#e to the ne"t s ide; 4ou earn more a+out the S ide Sho) #ie) in %esson <22 =-resenting an Onscreen S ide Introduction to Inserting S ide *e"t
If you created a presentation in 1esson / using the *utoContent Wi&ard% you a"ready ha'e a presentation that contains se'era" s"ides% #ut they won,t contain the te9t you want to use$ S"ides created #y the wi&ard contain p"aceho"der te9t that you must rep"ace$ If you created a #"an! presentation or #ased a new presentation on a design temp"ate% you ha'e on"y a tit"e s"ide in that presentation% which% of course% needs to #e persona"i&ed for your

particu"ar presentation$ This means that additiona" s"ides wi"" need to #e added to the presentation$ 1esson @% NInserting% De"eting% and Copying S"ides%N co'ers the creation of new s"ides for a presentation$ The sections that fo""ow in this "esson "oo! at the #asics of inserting te9t into the te9t #o9es pro'ided on s"ides$ 2ou wi"" "oo! at adding new te9t #o9es and formatting te9t in te9t #o9es in 1esson A% N*dding and Modifying S"ide Te9t$N Upcoming "essons a"so discuss how to add pictures and other o#Fects to your :ower:oint s"ides$

0diting *e"t in the S ide -ane

The te9t on your s"ides resides within #o9es 4a"" o#Fects appear on a s"ide in their own #o9es for easy manipu"ation6$ *s shown in 3igure ($(% to edit te9t on a s"ide% c"ic! the te9t #o9 to se"ect it and then c"ic! where you want the insertion point mo'ed% or se"ect the te9t you want to rep"ace

When you wor! with the S"ide pane% you might want to c"ose the Out"ine<S"ides pane$ Kust c"ic! the pane,s C"ose #utton 4=6 to pro'ide the S"ide pane with the entire :ower:oint window 4refer to 3igure ($(6$ In 1esson A% N*dding and Modifying S"ide

Te9t%N you,"" "earn more a#out adding te9t to a s"ide% inc"uding creating your own te9t #o9es on a s"ide$

*ditin! (e%t in the Outline Pane

The Out"ine pane pro'ides another way to edit te9t in a s"ide$ To switch to the Out"ine 'iew on the Out"ine<S"ides pane% c"ic! the Out"ine ta#$ 2ou simp"y c"ic! to mo'e the insertion point where you want it 4or se"ect the range of te9t you want to rep"ace6 in the out"ine% and then type your te9t 4see 3igure ($B6$ If you,'e p"aced the insertion point in the s"ide te9t 4without se"ecting a range6% press the De"ete !ey to de"ete characters to the right of the insertion point or press the )ac!space !ey to de"ete characters to the "eft$ If you,'e se"ected a range of te9t% either of these !eys de"etes the te9t$ If you want to mo'e the high"ighted te9t% simp"y drag it to where you want it mo'ed$

Movin! (e%t in the Outline Pane

*s you wor! in the Norma" 'iew% you can a"so 'iew your presentation s"ides as an out"ine using the Out"ine pane$ This pro'ides you with a uic! way to mo'e te9t items around on a s"ide or mo'e them from s"ide to s"ide$ Kust se"ect the te9t and drag it to a new position$ *s a"ready mentioned% you can a"so drag te9t from one s"ide to another$ *"" you ha'e to do is se"ect a "ine of te9t in the Out"ine pane and drag it to another s"ide$ 2ou can a"so mo'e a s"ide in the Out"ine pane$ Drag the s"ide,s icon in the Out"ine pane to a new position 4under the heading for another s"ide6$

If you aren,t that confident with your dragging s!i""s% :ower:oint pro'ides you with he"p in the form of the Out"ining too"#ar$ It pro'ides #uttons that ma!e it easy to mo'e te9t up or down on a s"ide 4with respect to other te9t on the s"ide6 or to mo'e a s"ide up or down in the presentation$ To turn on the Out"ining too"#ar% right-c"ic! one of the :ower:oint too"#ars and se"ect Out"ining$ 3igure ($@ shows the Out"ining too"#ar on the "eft side of the Out"ine pane 4the Out"ine pane has a"so #een e9panded to ta!e up more of the :ower:oint window6$

To mo'e a paragraph or te9t "ine up in a s"ide% se"ect it and c"ic! the Mo'e Up #utton$ To mo'e a paragraph or te9t down in a s"ide% se"ect it and c"ic! the Mo'e Down #utton

2ou can a"so use the Mo'e Up and Mo'e Down #uttons to mo'e entire s"ides up or down in the presentation$ C"ic! the s"ide,s icon and then use the appropriate #utton 4it might ta!e se'era" c"ic!s to mo'e a s"ide up or down with respect to another s"ide6$ If you want to see how the te9t is actua""y formatted on the s"ides that you are 'iewing in the Out"ine pane% c"ic! the Show 3ormatting #utton on the Out"ining too"#ar$ ;iewing the te9t as it is formatted can he"p you determine where the te9t shou"d appear on a s"ide as you mo'e the te9t 4or whether you wi"" ha'e to reformat the te9t "ater6$

'earran!in! (e%t in the Outline Pane

*s you can see from 3igure ($@% your presentation is organi&ed in a mu"ti"e'e" out"ine format$ The s"ides are at the top "e'e" of the out"ine% and each s"ide,s contents are

su#ordinate under that s"ide$ Some s"ides ha'e mu"tip"e "e'e"s of su#ordination 4for e9amp"e% a #u""eted "ist within a #u""eted "ist6$ 2ou can easi"y change an o#Fect,s "e'e" in Out"ine 'iew with the Ta# !ey or the Out"ining too"#ar

To demote a paragraph in the out"ine% c"ic! the te9t% and then press the Ta# !ey or c"ic! the Demote #utton on the Out"ining too"#ar$ To promote a paragraph in the out"ine% c"ic! the te9t% and then press ShiftQTa# or c"ic! the :romote #utton on the Out"ining too"#ar

Gi#ing 4our S ides a -rofessiona %ook

:ower:oint comes with do&ens of professiona""y created designs and co"or schemes that you can app"y to your presentations$ These designs inc"ude #ac!ground patterns% co"or choices% font choices% and more$ When you app"y a design temp"ate to your presentation% it app"ies its formatting to a specia" s"ide ca""ed the S"ide Master$ The S"ide Master is not rea""y a s"ide% #ut it "oo!s "i!e one$ It is a master design grid that you ma!e changes toI these changes affect e'ery s"ide in the presentation$ When you app"y a temp"ate% you are actua""y app"ying the temp"ate to the S"ide Master% which in turn app"ies it to each s"ide in the presentation$ Master S"ide * s"ide that contains the master "ayout and co"or scheme for the s"ides in a presentation$ 2ou don,t ha'e to wor! with the S"ide Master itse"f when you app"y temp"ate or co"or scheme changes to your presentations$ Kust #e aware that you can open the S"ide Master 4se"ect ;iew% point at Master% and then se"ect S"ide Master6 and change the sty"e and fonts used #y the te9t #o9es in a presentation 4see 3igure B$76$ 2ou can a"so se"ect a custom #ac!ground co"or for the s"ides in the presentation$ *ny changes that you ma!e to the S"ide Master affect a"" the s"ides in the presentation$

2ou wi"" pro#a#"y find that :ower:oint pro'ides enough temp"ate and co"or scheme options that you won,t need to format the S"ide Master itse"f 'ery often$ .dit its properties on"y if you ha'e a 'ery strict formatting need for the presentation that isn,t co'ered in the temp"ates and co"or schemes pro'ided$ 3or e9amp"e% one good reason to edit the S"ide Master wou"d #e a situation in which you want a graphic to appear on e'ery s"ide 4such as a company "ogo6I you can p"ace the image on the S"ide Master instead of pasting it onto each s"ide indi'idua""y$ Close the Slide Master If ou open the Slide Master. ou can close it b clic9in! Close Master 7ie" on the Master 7ie" toolbar

&pp (ing a Different Design *emp ate

2ou can app"y a different temp"ate to your presentation at any time% no matter how you origina""y created the presentation$ To change the design temp"ate% fo""ow these steps7$ Se"ect 3ormat% S"ide Design to open the S"ide Design tas! pane$ Then% if necessary% c"ic! the Design Temp"ates icon at the top of the tas! pane$ This pro'ides a "isting of :ower:oint,s many design temp"ates 4see 3igure B$/6$

i!ure /.2. 3hoose a different te)plate fro) the Desi!n Te)plates tas# pane.

C"ic! the temp"ate that you want to use in the "ist$ The temp"ate is immediate"y app"ied to the s"ide in the S"ide pane When you ha'e decided on a particu"ar temp"ate 4you can c"ic! on any num#er of temp"ates to see how they affect your s"ides6% sa'e the presentation 4c"ic! the Sa'e #utton on the too"#ar6$ When you wor! with design temp"ates% you can app"y them to a"" the s"ides in the presentation 4as discussed in the steps pro'ided in this section6% or you can app"y the temp"ate to se"ected s"ides in the presentation$ 3o""ow these steps to app"y a temp"ate to a se"ected group of s"ides in a presentation7$ Switch to the S"ide Sorter 'iew 4se"ect ;iew% S"ide Sorter6$ /$ Open the S"ide Design tas! pane as out"ined in the pre'ious steps$ ($ Now you must se"ect the s"ide 4or s"ides6 to which you want to app"y the temp"ate$ C"ic! the first s"ide you want to se"ect% and then ho"d down the Ctr" !ey as you c"ic! other s"ides you want to se"ect$ To se"ect a series of s"ides% c"ic! the first one and then ShiftQc"ic! on the "ast s"ide to se"ect them a""$

B$ :oint at the design temp"ate you want to use in the S"ide Design tas! paneI a dropdown arrow appears$ @$ C"ic! the temp"ate,s drop-down arrow and se"ect *pp"y to Se"ected S"ides 4see 3igure B$(6$ )i!ure =:1: Desi!n templates can be assi!ned to selected slides in a presentation

'sing /o or Schemes
Design temp"ates ena#"e you to change the o'era"" design and co"or scheme app"ied to the s"ides in the presentation 4or se"ected s"ides in the presentation% as discussed in the pre'ious section6$ If you "i!e the o'era"" design of the s"ides in the presentation #ut wou"d "i!e to e9p"ore some other co"or options% you can se"ect a different co"or scheme for the particu"ar temp"ate that you are using$ The num#er of co"or schemes a'ai"a#"e for a particu"ar design temp"ate depends on the temp"ate itse"f$ Some temp"ates pro'ide on"y three or four co"or schemes% whereas other temp"ates pro'ide more$ *s with design temp"ates% you can assign a new co"or scheme to a"" the s"ides in the presentation or to se"ected s"ides$ To change the co"or scheme for the presentation or se"ected s"ides% fo""ow these steps-

7$ In the Norma" or S"ide Sorter 'iew 4use the S"ide Sorter 'iew if you want to change the co"or scheme for se"ected s"ides6% open the tas! pane #y se"ecting ;iew% Tas! :ane 4if the tas! pane is a"ready open% s!ip to the ne9t step6$ /$ Se"ect the tas! pane,s drop-down arrow and then se"ect S"ide Design-Co"or Schemes$ This switches to the Co"or Schemes section of the S"ide Design tas! pane$ The co"or schemes a'ai"a#"e for the design temp"ate that you are using appear in the *pp"y a Co"or Scheme section >ou can choose from a list of color schemes for the presentation or selected slides

7$ 4Optiona"6 If you are in the S"ide Sorter 'iew and want to assign a new co"or scheme on"y to se"ected s"ides% se"ect those s"ides 4c"ic! the first s"ide and then ho"d down Ctr" and c"ic! additiona" s"ides6$ /$ To assign the new co"or scheme to a"" the s"ides in the presentation% c"ic! a scheme in the S"ide Design tas! pane$ If you are assigning the co"or scheme on"y to se"ected s"ides% point at the co"or scheme and c"ic! its drop-down arrow$ Se"ect *pp"y to Se"ected S"ides$

/hanging the ,ackground !i

2ou can a"so fine-tune the co"or scheme that you add to a s"ide or s"ides #y changing the #ac!ground fi""$ This wor!s #est in cases where the design temp"ate and co"or scheme that you se"ected don,t pro'ide a #ac!ground co"or for the s"ide or s"ides$ 2ou must #e carefu"% howe'er% #ecause you don,t want to pic! a #ac!ground co"or that o#scures the te9t and graphics that you p"ace on the s"ide or s"ides$ To change the #ac!ground fi"" on a s"ide or s"ides% fo""ow these steps7$ Switch to the S"ide Sorter 'iew 4se"ect ;iew% S"ide Sorter6$ /$ 4Optiona"6 If you are going to change the #ac!ground fi"" for se"ected s"ides% se"ect those s"ides in the S"ide Sorter window$ ($ Se"ect the 3ormat menu and then se"ect )ac!ground$ The )ac!ground dia"og #o9 appear +se the 2ac9!round dialo! bo% to add a fill color to a slide or slides:

7$ C"ic! the drop-down arrow at the #ottom of the dia"og #o9 and choose a fi"" co"or from the co"or pa"ette that appears$ /$ To assign the fi"" co"or to a"" the s"ides in the presentation% c"ic! *pp"y to *""$ To assign the fi"" co"or to se"ected s"ides 4if you se"ected s"ides in step /6% c"ic! *pp"y$

Inserting S ides into a -resentation

2ou can insert s"ides into your presentation$ 2ou can insert #"an! s"ides or you can insert s"ides from other presentations$ 1et,s "oo! at inserting #"an! s"ides$ Then we can "oo! at inserting e9isting s"ides from another presentation$

Insertin! a Ne". 2lan9 Slide

2ou can insert a s"ide into a presentation at any time and at any position in the presentation$ To insert a new s"ide% fo""ow these steps7$ On the Out"ine or S"ides pane% se"ect the s"ide that appears Fust #efore the p"ace where you want to insert the new s"ide 4you can a"so insert a new s"ide in the S"ide Sorter 'iew% if you want6$

/$ Choose the Insert menu and then New S"ide% or c"ic! the New S"ide #utton on the :ower:oint too"#ar$ * new #"an! s"ide appears in the :ower:oint window% a"ong with the S"ide 1ayout tas! pane$ >our ne" slide appears in the Po"erPoint "indo"

7$ In the S"ide 1ayout tas! pane% se"ect the s"ide "ayout that you want to use for the new s"ide$ Se'era" te9t s"ide "ayouts and "ayouts for s"ides that contain graphics are pro'ided$ /$ 3o""ow the directions indicated on the s"ide in the S"ide pane to add te9t or other o#Fects$ 3or te9t #o9es% you c"ic! an area to se"ect it and then type in your te9t$ 3or other o#Fect p"aceho"ders% you dou#"e-c"ic! the p"aceho"der$

Insertin! Slides from Another Presentation

If you want to insert some or a"" of the s"ides from another presentation into the current presentation% perform these steps7$ Open the presentation into which you want to insert the s"ides$ /$ Se"ect the s"ide "ocated #efore the position where you want to insert the s"ides$ ($ Se"ect the Insert menu and se"ect S"ides from 3i"es

+se the Slide )inder dialo! bo% to insert slides from another presentation

7$ C"ic! the )rowse #utton to disp"ay the )rowse dia"og #o9$ In the )rowse dia"og #o9% "ocate the presentation that contains the s"ides that you want to insert into the current presentation 4use the 1oo! In drop-down arrow to switch dri'es% if necessary6$ /$ When you "ocate the presentation% dou#"e-c"ic! it$ ($ The s"ides in the presentation appear in the S"ide 3inder,s Se"ect S"ides #o9$ To se"ect the s"ides that you want to insert into the current presentation% c"ic! the first s"ide and then ho"d down Ctr" and c"ic! any su#se uent s"ides$ B$ When you ha'e se"ected a"" the s"ides you want to insert% c"ic! Insert 4if you want to insert a"" the s"ides% c"ic! Insert *""6$ @$ :ower:oint inserts the s"ides into the presentation at the point you origina""y se"ected$ C"ic! OJ to c"ose the S"ide 3inder dia"og #o9$

De eting S ides
2ou can de"ete a s"ide from any 'iew$ To de"ete a s"ide% perform the fo""owing steps7$ Se"ect the s"ide you want to de"ete$ 2ou can de"ete mu"tip"e s"ides #y se"ecting more than one s"ide 4on the Out"ine or S"ides pane or in the S"ide Sorter 'iew6$ /$ Choose the .dit menu% and then choose De"ete S"ide$ The s"ide is remo'ed from the presentation

($ Use the De"ete Jey 2ou can uic!"y de"ete s"ides #y se"ecting the s"ide or s"ides and then pressing the De"ete !ey on the !ey#oard$

/utting2 /op(ing2 and -asting S ides

In 1esson 5% NRearranging S"ides in a :resentation%N you "earn how to rearrange s"ides using the S"ide Sorter and the Out"ine<S"ides pane$ *"though dragging s"ides to new positions in the S"ide Sorter is pro#a#"y the easiest way to mo'e s"ides% you can use the Cut% Copy% and :aste commands to mo'e or copy s"ides in the presentation$ 3o""ow these steps7$ Change to S"ide Sorter 'iew% or disp"ay Norma" 'iew and wor! with the Out"ine or S"ides panes$ /$ Se"ect the s"ide4s6 you want to copy or cut$ ($ Open the .dit menu and se"ect Cut or Copy to either mo'e or copy the s"ide4s6% respecti'e"y% or you can use the Cut or Copy too"#ar #uttons$ B$ In S"ide Sorter 'iew% se"ect the s"ide after which you want to p"ace the cut or copied s"ide4s6% or on the Out"ine pane% mo'e the insertion point to the end of the te9t in the s"ide after which you want to insert the cut or copied s"ide4s6$ @$ Se"ect the .dit menu and choose :aste% or c"ic! the :aste too"#ar #utton$ :ower:oint inserts the cut or copied s"ides$

Rearranging S ides in S ide Sorter .ie)

S"ide Sorter 'iew shows thum#nai"s of the s"ides in your presentation$ This ena#"es you to 'iew many if not a"" s"ides in the presentation at one time$ S"ide Sorter 'iew pro'ides the idea" en'ironment for arranging s"ides in the appropriate order for your presentation$ To rearrange s"ides in S"ide Sorter 'iew% perform the fo""owing steps-

7$ If necessary% switch to S"ide Sorter 'iew #y se"ecting ;iew and then choosing S"ide Sorter$ /$ :"ace the mouse pointer on the s"ide you want to mo'e$ ($ >o"d down the "eft mouse #utton and drag the s"ide to a new position in the presentation$ The mouse pointer #ecomes a sma"" s"ide #o9$ B$ To position the s"ide% p"ace the mouse #efore or after another s"ide in the presentation$ * 'ertica" "ine appears #efore or after the s"ide Dra! a slide in the presentation to a ne" position:

7$ Re"ease the mouse #utton$ :ower:oint p"aces the s"ide into its new position and shifts the surrounding s"ides to ma!e room for the inserted s"ide$

2ou can a"so copy a s"ide in S"ide Sorter 'iew as easi"y as you can mo'e a s"ide$ Simp"y ho"d down the Ctr" !ey whi"e you drag the s"ide$ When you re"ease the mouse% :ower:oint inserts a copy of the se"ected s"ide into the presentation$ *"though the S"ides pane on the "eft side of the Norma" 'iew window does not pro'ide as much wor!space as the S"ide Sorter% you can use the techni ues discussed in this section to mo'e or copy a s"ide$ The S"ides pane pro#a#"y wor!s #est when you ha'e on"y a few s"ides in the presentation$ When you ha'e a "arge num#er of s"ides% you might want to switch from the Norma" 'iew to the S"ide Sorter 'iew$

Rearranging S ides in the Out ine -ane

In the Out"ine pane of the Norma" 'iew% you see the presentation as an out"ine that num#ers each s"ide and shows its tit"e and s"ide te9t$ This pro'ides you with a pretty good picture of the content and o'era"" organi&ation of your presentation$ To rearrange the s"ides in your presentation using the Out"ine pane% fo""ow these steps7$ Switch to the Norma" 'iew #y se"ecting ;iew% Norma"% or #y c"ic!ing the Norma" #utton on the #ottom "eft of the :ower:oint window$ /$ C"ic! the s"ide num#er you want to mo'e$ This high"ights the contents of the entire s"ide$ ($ :"ace the mouse on the s"ide icon for that particu"ar s"ide and drag the s"ide up or down within the presentationI then re"ease the mouse

Hiding S ides
)efore you gi'e a presentation% you shou"d try to anticipate any uestions that your audience might ha'e and #e prepared to answer those uestions$ 2ou might e'en want to create s"ides to support your answers to these uestions and then !eep the s"ides hidden unti" you need them$ To hide one or more s"ides% perform the fo""owing steps7$ In the S"ide Sorter 'iew or the S"ides pane of the Norma" 'iew% se"ect the s"ides you want to hide$ /$ Se"ect the S"ide Show menu and then se"ect >ide S"ide$ In the S"ide Sorter 'iew and in the S"ides pane% the hidden s"ide,s num#er appears in a #o9 with a "ine through it

&idden slides are denoted b a line throu!h the slide number ,slides / and 1 in this fi!ure

7$ To unhide the s"ides% disp"ay or se"ect the hidden s"ides% choose the S"ide Show menu% and then se"ect >ide S"ide 4the >ide S"ide command togg"es the s"ides from hidden to unhidden6$ Remem#er that the s"ides are on"y hidden when you actua""y show the presentation$ 2ou can sti"" edit or otherwise manipu"ate the s"ides in :ower:oint 4in the other 'iews% such as Norma" 'iew6 e'en if you ha'e mar!ed them as Nhidden$N

/op(ing *e"t !ormats

If your presentation contains te9t with a format you want to use% you can copy that te9t,s format and app"y it to other te9t on the s"ide 4or other s"ides6$ To copy te9t formats% perform the fo""owing steps-

7$ >igh"ight the te9t with the format you want to use$ /$ C"ic! the 3ormat :ainter #utton on the too"#ar$ :ower:oint copies the format$

($ Drag the mouse pointer 4which now "oo!s "i!e the 3ormat :ainter icon6 across the te9t to which you want to app"y the format$

/hanging the *e"t & ignment and %ine Spacing

When you first type te9t% :ower:oint automatica""y p"aces it against the "eft edge of the te9t #o9$ To change the paragraph a"ignment% perform the fo""owing steps7$ C"ic! anywhere inside the paragraph you want to rea"ign 4a paragraph is any te9t "ine or wrapped te9t "ines fo""owed #y a "ine #rea!Rcreated when you press the .nter !ey6$ /$ Se"ect the 3ormat menu and then se"ect *"ignment >ou can ali!n each te%t line or para!raph in a te%t bo%$

Se"ect *"ign 1eft% Center% *"ign Right% or Kustify to a"ign the paragraph as re uired

If you want to a"ign a"" the te9t in a te9t #o9 in the same way 4rather than a"igning the te9t "ine #y "ine6% se"ect the entire te9t #o9 4c"ic! the #o9 #order6 and then use the *"ignment menu se"ection or the a"ignment #uttons on the 3ormatting too"#ar$

2ou can a"so change the spacing #etween te9t "ines 4remem#er% :ower:oint considers these to #e paragraphs6 in a te9t #o9$ The defau"t setting for "ine spacing is sing"e space$ To change the "ine spacing in a paragraph% perform these steps7$ C"ic! inside the paragraph you want to change% or se"ect a"" the paragraphs you want to change #y se"ecting the entire te9t #o9$ /$ Se"ect 3ormat% 1ine Spacing$ The 1ine Spacing dia"og #o9 appear

Select )ormat. $ine Spacin! to open the $ine Spacin! dialo! bo%:

7$ C"ic! the arrow #uttons to the right of any of the fo""owing te9t #o9es to change the spacing for the fo""owingo 1ine SpacingR This setting contro"s the space #etween the "ines in a paragraph$
o

)efore :aragraphR This setting contro"s the space #etween this paragraph and the paragraph that comes #efore it$ *fter :aragraphR This setting contro"s the space #etween this paragraph and the paragraph that comes after it$

/$ *fter you ma!e your se"ections% c"ic! OJ$

&dding a Word&rt O+7ect

:ower:oint comes with an add-on program ca""ed Word*rt 4which is a"so a'ai"a#"e in other Office app"ications% such as Word and .9ce"6 that can he"p you create graphica" te9t effects$ 2ou can create te9t wrapped in a circ"e and te9t that has (D effects and other specia" a"ignment options$ To insert a Word*rt o#Fect onto a s"ide% perform the fo""owing steps7$ In the S"ide 'iew% disp"ay the s"ide on which you want to p"ace the Word*rt o#Fect$ /$ C"ic! the Insert menu% point at :icture% and then se"ect Word*rt 4or se"ect the Word*rt #utton on the Drawing too"#ar6$ The Word*rt +a""ery dia"og #o9 appears% showing many samp"es of Word*rt types$

($ C"ic! the samp"e that #est represents the Word*rt type you want and c"ic! OJ$ The .dit Word*rt Te9t dia"og #o9 appears

7$ Choose a font and si&e from the respecti'e drop-down "ists$ /$ Type the te9t you want to use into the Te9t #o9$ ($ C"ic! OJ$ :ower:oint creates the Word*rt te9t on your s"ide

Making a ,u eted %ist

When you enter new s"ides into a presentation% the defau"t "ayout pro'ides a tit"e #o9 and a te9t #o9 that is set up as a simp"e #u""eted "ist$ Therefore% Fust creating a new s"ide creates a #u""eted "ist$ 2ou can turn off the #u""ets in front of any paragraphs #y se"ecting the paragraphs and c"ic!ing the )u""ets #utton on the 3ormatting too"#ar to togg"e the #u""ets off$ If you want to remo'e the #u""ets from a"" the paragraphs 4remem#er a te9t "ine fo""owed #y the .nter !ey is a paragraph6% se"ect the entire te9t #o9 and c"ic! the )u""ets #utton$ When you insert your own te9t #o9es using the Te9t )o9 #utton on the Drawing too"#ar% the te9t does not ha'e #u""ets #y defau"t$ 2ou can add your own #u""ets #y fo""owing these steps7$ C"ic! the te9t "ine 4paragraph6 that you want to format for #u""ets$ If you want to add #u""ets to a"" the te9t "ines in a te9t #o9% se"ect the te9t #o9$ /$ Se"ect the 3ormat menu% and then se"ect )u""ets and Num#ering$ The )u""ets and Num#ering dia"og #o9 appears$

7$ Se"ect the #u""et sty"e you want to use from the "ist :ower:oint pro'ides$ /$ C"ic! OJ$ :ower:oint formats the se"ected te9t into a #u""eted "ist$ 4If you press .nter at the end of a #u""eted paragraph% the ne9t paragraph starts with a #u""et$6

Working )ith 1um+ered %ists

Num#ered "ists are "i!e #u""eted "ists% e9cept they ha'e se uentia" num#ers instead of sym#o"s$ 2ou can con'ert any paragraphs to a num#ered "ist #y se"ecting them and c"ic!ing the Num#ering #utton on the 3ormatting too"#ar$ Se"ect the paragraphs again and c"ic! the Num#ering #utton again to togg"e the num#ering off$ 2ou can a"so create num#ered "ists with the )u""ets and Num#ering dia"og #o9% the same as you did with #u""ets$ 3o""ow these steps7$ Se"ect the paragraphs that you want to con'ert to a num#ered "ist$ /$ Choose 3ormat% and then se"ect )u""ets and Num#ering$ ($ C"ic! the Num#ered ta# on the dia"og #o9$ The num#ered "ist sty"es appears$

7$ C"ic! the num#er sty"e you want for your "ist$ /$ 4Optiona"6 Change the Si&e and<or Co"or of the num#ers$ ($ 4Optiona"6 If you want the "ist to start at a num#er other than 7% enter it into the Start *t te9t #o9$ B$ C"ic! OJ$

'sing the / ip &rt *ask -ane

The C"ip *rt tas! pane pro'ides you access to a"" the c"ip art pro'ided with Microsoft Office$ It a"so inc"udes a search engine that you can use to search for c"ip art% photographs% mo'ies% and sounds that are stored on your computer$ 2ou can a"so search for c"ip art and other items using Microsoft,s on"ine c"ip "i#rary$ 42ou must #e connected to the Internet when using :ower:oint to access the Microsoft on"ine "i#rary$6 3igure H$7 shows the C"ip *rt tas! pane$ 2ou can use this tas! pane to search for and insert images onto your s"ides% or you can ta!e ad'antage of s"ides that use a "ayout that contains a p"aceho"der for images and c"ip art$

(he Clip Art tas9 pane mana!es pictures. motion clips. and sounds6all in one convenient place

2ou "earn a#out using the C"ip *rt tas! pane and s"ide "ayouts that pro'ide image p"aceho"ders in this "esson$ In 1esson 70% N*dding Sounds and Mo'ies to a S"ide%N you ta!e a "oo! at using the C"ip *rt tas! pane to add mo'ies and s"ides to your :ower:oint s"ides

2ou can open the C"ip *rt tas! pane in any of these ways

C"ic! the Insert C"ip *rt #utton on the Drawing too"#ar$ Se"ect the Insert menu% point at :icture% and then choose C"ip *rt$

Open the tas! pane% c"ic! the tas! pane drop-down arrow% and then se"ect Insert C"ip *rt to switch to the C"ip *rt tas! pane$

When you use the C"ip *rt tas! pane% you search for images #y !eywords$ In the fo""owing sections% you ta!e a "oo! at inserting c"ip art from the tas! pane and "earn how you can insert c"ip art using some of the s"ide "ayouts 4that pro'ide a c"ip art p"aceho"der on the s"ide6$

Inserting an Image from the *ask -ane

*s pre'ious"y mentioned% the C"ip *rt tas! pane a""ows you to search for c"ip art fi"es using !eywords$ If you wanted to search for c"ip art of cats% you wou"d search for the word Ncats$N To insert a piece of the c"ip art using the tas! pane% fo""ow these steps7$ Se"ect the s"ide on which you want to p"ace the image so that it appears in the S"ide pane$ /$ Se"ect Insert% point at :icture% and then se"ect C"ip *rt$ The C"ip *rt tas! pane appears$ ($ Type !eywords into the Search Te9t #o9 in the tas! pane that wi"" #e used to find your c"ip art images$ B$ C"ic! the Search #utton$ Images that match your search criteria appear in the tas! pane as thum#nai"s$ @$ In the Resu"ts "ist% "ocate the image that you want to p"ace on the s"ide$ Then c"ic! the image% and the c"ip art is p"aced on the s"ide 2ou can use the si&ing hand"es on the image to si&e the c"ip art #o9$ Or you can drag the c"ip art #o9 to a new "ocation on the s"ide

Inserting an Image from an Image ,o"

*nother way that you can add c"ip art images to a s"ide in your presentation is to create the s"ide using a s"ide format that supp"ies a c"ip art p"aceho"der #o9 on the s"ide$ These s"ide "ayout types are ca""ed content "ayouts #ecause they ma!e it easy to insert o#Fects such as c"ip art% charts% and other items onto a s"ide$ 2ou can then use the o#Fect p"aceho"der on the s"ide to access the c"ip art "i#rary and insert a particu"ar image onto the s"ide$ 3o""ow these steps-

7$ Create a new s"ide or se"ect the s"ide you want to assign a "ayout to that contains a c"ip art p"aceho"der #o9$ /$ Open the tas! pane 4;iew% Tas! :ane6 and then c"ic! the tas! pane drop-down menu and se"ect S"ide 1ayout 4the S"ide 1ayout tas! pane automatica""y opens if you,'e Fust created a new s"ide6$ ($ Scro"" down through the "ayouts pro'ided unti" you "ocate either the Content "ayout or the Te9t and Content "ayout$ )oth of these "ayout categories pro'ide s"ide "ayouts that contain o#Fect p"aceho"ders or o#Fect p"aceho"ders and te9t #o9es% respecti'e"y$ B$ Se"ect the "ayout that #est suits the purpose of your s"ide

Inserting a / ip from a !i e
If you ha'e an image stored on your computer that you wou"d "i!e to p"ace on a s"ide% you can insert the picture direct"y from the fi"e$ This means that you don,t ha'e to use the C"ip *rt tas! pane to search for and then insert the image$ To p"ace a graphica" image on a s"ide direct"y from a fi"e% fo""ow these steps7$ Se"ect the s"ide on which the image wi"" #e p"aced$ /$ Se"ect the Insert menu% point at :icture% and then se"ect 3rom 3i"e$ ($ Se"ect the picture you want to use$ 2ou can 'iew a"" the picture fi"es in a particu"ar "ocation as thum#nai"s$ Se"ect the ;iews #utton% and then se"ect Thum#nai"s on the menu that appears$ B$ C"ic! Insert to p"ace the image on the s"ide

Managing Images in the / ip Organi6er

Occasiona""y% you might want to add or de"ete c"ip art images from fo"ders on your computer$ Managing images is accomp"ished using the C"ip Organi&er$ When you insta"" Microsoft Office /00( 4using the defau"t insta""ation6% a fair"y "arge "i#rary of c"ip art is p"aced on your hard dri'e in different category fo"ders$ 2ou can manage these c"ip art images and other images on your computer% such as scanned images or pictures from a digita" camera$ To open the C"ip Organi&er% fo""ow these steps7$ With the C"ip *rt tas! pane open in the :ower:oint window% c"ic! the C"ip Organi&er "in! near the #ottom of the tas! pane to open the C"ip Organi&er$ /$ 4optiona"6 The first time you open the Organi&er% you wi"" #e gi'en the opportunity to cata"og a"" the media fi"es 4c"ip art% photos% 'ideos6 on your computer$ C"ic! the Now #utton to cata"og a"" media$

($ To 'iew the c"ip art categories Microsoft Office has pro'ided% c"ic! the p"us sign 4Q6 to the "eft of the Office Co""ections fo"der in the Co""ection "ist 4this fo"der is "ocated on the "eft side of the C"ip Organi&er window6$ Category fo"ders such as *cademic% *gricu"ture% and so on wi"" appear in the Co""ection "ist$ B$ C"ic! one of the category fo"ders to 'iew the c"ip art that it ho"ds 4for e9amp"e% c"ic! 3ood6$ The c"ip art in that category fo"der appears in the C"ip Organi&er window 4see 3igure H$56$

Not on"y does the C"ip Organi&er a""ow you to #rowse the 'arious c"ip art and other images on your computer% it a""ows you to copy% de"ete% or mo'e images$ 3or e9amp"e% if you find an image you no "onger want to store on your computer% se"ect the image in the C"ip Organi&er window and press De"ete$ * dia"og #o9 appears% "etting you !now that this image wi"" #e remo'ed from a"" co""ections on the computer$ C"ic! OJ to de"ete the image$ 2ou can a"so use the C"ip Organi&er to copy or mo'e c"ip art images from a "ocation on your hard dri'e to one of the c"ip art co""ections$ 1ocate the images you want to mo'e or copy to a particu"ar co""ection and then se"ect them$ To mo'e the images to a co""ection% se"ect the .dit menu% and then Mo'e to Co""ection$ The Mo'e to Co""ection dia"og #o9 appears 4see 3igure H$A6$ Se"ect a "ocation in the dia"og #o9 and c"ic! OJ to mo'e the se"ected image or images

Inc uding Sounds in a -resentation

Sounds can #e used to add emphasis to information on s"ides or to add some auditory interest to your presentation$ 2ou can p"ace sound fi"es on your s"ides in two different ways

2ou can insert a sound c"ip as an icon on a s"ide$ When you c"ic! the icon% the sound p"ays$ 2ou can assign a sound to another o#Fect on a s"ide so that when you c"ic! the o#Fect% the sound p"ays$ 3or e9amp"e% you cou"d assign a sound to an image$ When you c"ic! the image% the sound p"ays 4sounds added to :ower:oint animations p"ay when the animation p"ays6$

Insertin! a Sound onto a Slide

To insert a sound c"ip as an o#Fect onto a s"ide% you can either use the C"ip *rt tas! pane or insert the sound as a fi"e$ The C"ip *rt tas! pane can pro'ide you on"y with sound fi"es that ha'e #een inc"uded in the Office c"ip art "i#rary or sound fi"es that you ha'e added to

your co""ection using the C"ip Organi&er 4which is discussed in the pre'ious "esson6$ *ny sound fi"e that you ha'e recorded or otherwise ac uired can #e inserted as a fi"e$ To insert a sound c"ip from the C"ip *rt tas! pane% fo""ow these steps7$ Se"ect the s"ide on which you wi"" p"ace the sound% so that it appears in the S"ide pane$ /$ Se"ect Insert% point at Mo'ies and Sounds% and then se"ect Sound from C"ip Organi&er$ The C"ip *rt tas! pane appears with a "ist of sound fi"es$ 2ou can use the Search 3or #o9 to search for a particu"ar type of sound fi"e #y !eyword$ ($ To pre'iew a particu"ar sound fi"e% point at the fi"e and c"ic! the menu arrow that appears$ Se"ect :re'iew<:roperties from the menu$ The :re'iew<:roperties dia"og #o9 for that sound fi"e appears Previe" a sound clip before placin! it onto a slide$

7$ The sound wi"" p"ay automatica""y when the :re'iew<:roperties dia"og #o9 opens$ 2ou can c"ic! the Stop% :ause% or :"ay #uttons in the dia"og #o9 to perform that particu"ar function$ When you ha'e finished pre'iewing a sound fi"e% c"ic! C"ose to c"ose the :re'iew<:roperties dia"og #o9$ /$ When you are ready to insert a sound fi"e onto the s"ide% c"ic! the sound fi"e on the tas! pane$ ($ * dia"og #o9 opens% as!ing you whether you want the sound to p"ay automatica""y when you run the s"ide show$ C"ic! 2es to ha'e the sound p"ayed automatica""y$ C"ic! No to set up the sound so that you wi"" ha'e to c"ic! it during the s"ide show to p"ay the sound$ Regard"ess of whether you choose to ha'e :ower:oint p"ay the sound automatica""y% it appears as a sound icon on the s"ide$ If you ha'e recorded a sound fi"e or ha'e ac uired a sound fi"e that you want to use on a s"ide without using the C"ip *rt tas! pane% you can insert it as a fi"e$ To insert a sound c"ip from a fi"e% fo""ow these steps7$ Choose the Insert menu% point at Mo'ies and Sounds% and then choose Sound from 3i"e$ /$ In the Insert Sound dia"og #o9% na'igate to the dri'e and fo"der containing the sound you want to use Choose the sound clip ou "ant to include on our slide

7$ Se"ect the sound c"ip and then c"ic! OJ$ /$ * dia"og #o9 opens% as!ing you whether you want the sound to p"ay automatica""y when you run the s"ide show or p"ay when you c"ic! on the sound icon on the s"ide$ C"ic! *utomatica""y to ha'e the sound p"ayed automatica""y or When C"ic!ed to set up the sound so that you wi"" ha'e to c"ic! it during the s"ide show to p"ay the sound$ The sound fi"e appears on the s"ide as a sound icon$ If you want to p"ay the sound fi"e on the s"ide% right-c"ic! the sound icon and se"ect :"ay Sound from the shortcut menu$

Associatin! a Sound "ith Another Ob8ect on the Slide

If you want to a'oid ha'ing a sound icon on your s"ide% you can associate the sound with some other o#Fect a"ready on the s"ide% such as a graphic$ To do so% fo""ow these steps7$ Right-c"ic! the o#Fect 4such as a c"ip art image6 to which you want to assign the sound$ /$ Choose *ction Settings from the shortcut menu$ The *ctions Settings dia"og #o9 appears$ ($ If you want the sound to p"ay when the o#Fect is pointed at% c"ic! the Mouse O'er ta#$ Otherwise% c"ic! the Mouse C"ic! ta#$ The Mouse C"ic! option re uires that the sound icon #e c"ic!ed on for the sound to p"ay$ B$ C"ic! the :"ay Sound chec! #o9$ * drop-down "ist of sounds #ecomes a'ai"a#"e

: Choose a sound to be associated "ith the ob8ect:

7$ Open the :"ay Sound drop-down "ist and choose the sound you want$ If the sound you want is not on the "ist% choose Other Sound and "ocate the sound using the *dd Sound dia"og #o9 that appears$ Se"ect the sound from there and c"ic! OJ$ /$ When you ha'e chosen the sound you want% c"ic! OJ to c"ose the *ction Settings dia"og #o9$ Now% when you are gi'ing the presentation% you can p"ay the sound #y either c"ic!ing or pointing at the o#Fect 4depending on how you configured the sound to p"ay6$ To test this% Fump to the S"ide Show 'iew 4se"ect the ;iew menu and then c"ic! S"ide Show6 and try it out$ :ress .sc to return to the Norma" 'iew when you are finished testing the sound fi"e$

- acing a Mo#ie onto a S ide

The procedure for p"acing a mo'ie onto a s"ide is 'ery much the same as that for a sound$ 2ou can p"ace a mo'ie using the C"ip *rt tas! pane or from a fi"e$ 2ou wi"" find that the

tas! pane C"ip Organi&er pro'ides se'era" mo'ies that can #e used to add interest to your s"ides$ To insert a mo'ie onto a s"ide% fo""ow these steps7$ Choose the Insert menu% point at Mo'ies and Sounds% and then se"ect Mo'ies from C"ip Organi&er$ Use the Search #o9 if you want to "ocate mo'ies using a !eyword search$ /$ Scro"" through the mo'ies "isted on the C"ip *rt tas! pane$ ($ :oint at a mo'ie c"ip you want to pre'iew$ C"ic! the menu arrow that appears and se"ect :re'iew<:roperties$ The :re'iew :roperties dia"og #o9 for the mo'ie appears$ B$ :ower:oint pre'iews the mo'ie on the "eft side of the dia"og #o9 4see 3igure 70$B6$ If you want to p"ace a caption onto the mo'ie c"ip% c"ic! in the Caption #o9 #e"ow the :re'iew pane and type a caption$ @$ C"ic! C"ose to c"ose the :re'iew<:roperties dia"og #o9$ To insert the mo'ie into your s"ide% c"ic! the mo'ie in the tas! pane$ 5$ * dia"og #o9 wi"" open a""owing you to choose how the mo'ie wi"" #e started during the s"ide show$ C"ic! *utomatica""y to start the mo'ie automatica""y when the s"ide is shown during the s"ide show or When C"ic!ed% which wi"" re uire that you c"ic! the mo'ie to p"ay it during the s"ide show$ *fter the mo'ie icon is in p"ace on your s"ide% you can si&e the mo'ie #o9 using the usua" si&ing hand"es or mo'e it to another position on the s"ide$ If you want to test 'iew the mo'ie on the s"ide% Fump to the S"ide Show 'iew 4se"ect the ;iew menu and then c"ic! S"ide Show6 and try it out$ :ress .sc to return to the Norma" 'iew when you are finished testing the mo'ie$ 2ou can a"so p"ace actua" 'ideos on a s"ide as a fi"e$ This ena#"es you to p"ace 'ideo captures that you ha'e created or 'ideo fi"es from other sources$ 3o""ow these steps7$ Choose the Insert menu% point at Mo'ies and Sounds% and then choose Mo'ie from 3i"e$ /$ In the Insert Sound dia"og #o9 that appears% na'igate to the dri'e and fo"der containing the mo'ie fi"e you want to use$ ($ Se"ect the fi"e and c"ic! OJ to p"ace it on the s"ide$ B$ * dia"og #o9 appears that ena#"es you to ha'e the mo'ie p"ay when the s"ide appears in the s"ide show$ C"ic! *utomatica""y$ To re uire that you c"ic! the mo'ie,s icon to ma!e it p"ay during the s"ide show% c"ic! When C"ic!ed$

*fter you ma!e your se"ection in step B% :ower:oint p"aces the mo'ie onto the s"ide$ To pre'iew the 'ideo fi"e on the s"ide% right-c"ic! the 'ideo icon and then se"ect :"ay Mo'ie$

.ie)ing an Onscreen S ide Sho)

)efore you show your presentation to an audience% you shou"d run through it se'era" times on your own computer% chec!ing that a"" the s"ides are in the right order and that the timings and transitions #etween the s"ides wor! correct"y$ This a"so ena#"es you to finetune any mono"ogue you might ha'e to gi'e as you show the s"ides so that what you are saying at any point in the presentation is synchroni&ed with the s"ide that is #eing shown at that moment$ 2ou can pre'iew a s"ide show at any timeI fo""ow these steps7$ Open the presentation you want to 'iew$ /$ Choose the S"ide Show menu and choose ;iew Show$ The first s"ide in the presentation appears fu"" screen 4see 3igure 7/$76$ * series of icons appear at the #ottom "eft of the presentation screen$ There is a pre'ious s"ide arrow% a pen icon% a menu icon% and a ne9t s"ide arrow$ We wi"" discuss the pen and menu icons "ater in the "esson$ When ou run our slide sho". the entire screen is used to displa the sides$

7$ To disp"ay the ne9t or the pre'ious s"ide% do one of the fo""owingo To disp"ay the ne9t s"ide% c"ic! the "eft mouse #utton% press the :age Down !ey% or press the right-arrow or down-arrow !ey$ 2ou can a"so c"ic! the right-pointing arrow that appears at the #ottom "eft of the s"ide$
o

To disp"ay the pre'ious s"ide% c"ic! the right mouse #utton% press the :age Up !ey% or press the "eft-arrow or up-arrow !ey$ 2ou can a"so c"ic! the "eft-pointing arrow that appears at the #ottom "eft of the s"ide$

/$ When you ha'e finished running the s"ide show% press the .sc !ey$

Setting S ide &nimation Schemes

*fter running the s"ide show a few times% you might find that the presentation doesn,t rea""y pro'ide the 'isua" impact that you had hoped$ .'en though you ha'e designed your s"ides we"" and created s"ides that inc"ude images and mo'ies% you are sti"" "oo!ing for something with a more NartsyN fee"$ * great way to add 'isua" impact to the presentation is to assign an animation scheme to a s"ide or s"ides in the presentation$ *n animation scheme contro"s how the te9t in the te9t #o9es on the s"ide appear or materia"i&e on the s"ide during the presentation$ 3or e9amp"e% you can se"ect a s"ide

animation scheme ca""ed )ounce% where the te9t on the s"ide N#ouncesN onto the s"ide when it appears onscreen during the s"ide show :ower:oint pro'ides three categories of animation schemes that you can assign to a s"ideSu#t"e% Moderate% and .9citing$ .ach of these categories pro'ides a num#er of animation schemes$ The great thing a#out the animation schemes is that you can assign them to a s"ide or s"ides and then try them out in the Norma" 'iew$ If you don,t "i!e the animation scheme% you can se"ect another$ To assign an animation scheme to a s"ide in the presentation% fo""ow these steps7$ Se"ect the s"ide to which you wi"" assign the animation scheme so that it appears in the S"ide pane in the Norma" 'iew$ /$ Se"ect the S"ide Show menu and se"ect *nimation Schemes$ The *nimation Schemes "ist appears in the S"ide Design tas! pane on the right side of the :ower:oint window 4see 3igure 7/$/6$ (he tas9 pane houses the animation schemes that ou can assi!n to the slides in our presentation

7$ Scro"" through the "ist of animation schemes$ When you find a scheme that you want to try% se"ect the scheme in the "ist #o9$ /$ To try the scheme% c"ic! the :"ay #utton in the tas! pane$

($ If you don,t "i!e the scheme% se"ect another$ B$ If you find a scheme that you wou"d "i!e to app"y to a"" the s"ides in the presentation% c"ic! the *pp"y to *"" S"ides #utton

Setting 'p a Se f-Running Sho)

In a se"f-running show% the s"ide show runs itse"f$ .ach s"ide ad'ances after a specified period of time$ This a""ows you to concentrate on the narrati'e aspects of the presentation as you use the s"ide show for a speech or c"assroom presentation$ 3or a se"f-running show% you must set timings$ 2ou can set the same timing for a"" s"ides 4for e9amp"e% a /0second de"ay #etween each s"ide6% or you can set a separate timing for each s"ide indi'idua""y$ When you set up a se"f-running show% you can a"so se"ect different s"ide transitions$ * s"ide transition is a specia" effect that is e9ecuted when the s"ide appears during the s"ide show$ 3or e9amp"e% you can ha'e a s"ide disso"'e onto the screen% or you can ha'e the s"ide appear on the screen using a chec!er#oard effect$ To configure the show to use timings and transitions% fo""ow these steps7$ Open the presentation you want to 'iew$ /$ Se"ect the s"ide to which you wou"d "i!e to app"y a timing or transition so that it appears in the S"ides pane in the Norma" 'iew$ ($ Se"ect S"ide Show and c"ic! S"ide Transition$ The S"ide Transition tas! pane opens containing contro"s for the type of transition you want to use% the speed with which that transition e9ecutes% and the "ength of time the s"ide shou"d remain onscreen (he Slide (ransition tas9 pane houses the controls necessar for tailorin! the "a a slide transitions onto the screen durin! a presentation:

7$ To se"ect a transition for the s"ide% se"ect one of the transitions supp"ied in the *pp"y to Se"ected S"ides #o9$ /$ To test the transition% c"ic! the :"ay #utton$ ($ If you want to change the speed of the transition% c"ic! the Speed drop-down "ist and se"ect S"ow% Medium% or 3ast 43ast is the defau"t6$ B$ 4Optiona"6 If you want to se"ect a sound to accompany the s"ide transition 4such as *pp"ause% Drum Ro""% or 1aser6% c"ic! the Sound drop-down "ist and se"ect one of the supp"ied sounds$ @$ To set the timing for the s"ide in the *d'ance S"ide section of the tas! pane% c"ic! the *utomatica""y *fter chec! #o9$ Use the c"ic! #o9 #e"ow the chec! #o9 to enter the num#er of seconds for the s"ide,s automatic timing$ 5$ If you want to app"y the se"ected transition and the timing to a"" the s"ides in the presentation% c"ic! the *pp"y to *"" S"ides #utton$ When you run the s"ide show% the s"ides ad'ance according to the timings that you ha'e set$ The s"ides a"so use any transitions that you ha'e se"ected for them$ Ta!e the time to

run the s"ide show se'era" times so that you can gauge whether the transitions and timings wor! we""$ Remem#er that the s"ide must #e onscreen "ong enough for your audience to read and understand the te9t on the s"ide$

'sing the S ide Sho) Menu *oo s

:ower:oint a"so pro'ides some other features that you wi"" find 'ery usefu" when you are running your s"ide show$ 3or e9amp"e% you can turn the mouse pointer into a pen 4such as a #a""point pen or a high"ighter6 that ena#"es you to draw on a particu"ar s"ide% ena#"ing you to uic!"y emphasi&e a particu"ar point 'isua""y$ Other features inc"ude the a#i"ity to add spea!ing notes on the f"y as you 'iew the presentation$ 2ou can a"so #"an! out the current s"ide to a #"ac! or white screen% a""owing you to pause for a moment and answer audience uestions or comments$ These too"s are accessed #y c"ic!ing on the icons that appear on the #ottom "eft of your presentation s"ides as you show the presentation$ There is an icon for the pen feature and a second icon that #rings up a menu that a""ows you to access screen settings and a +o To feature that a""ows you to uic!"y go to a particu"ar s"ide in the presentation$ We discuss the use of the pen% spea!er notes% and the +o to feature in the sections that fo""ow$

Dra"in! "ith a Pen

*n e9treme"y usefu" too" is the pen% which ena#"es you to draw on a particu"ar s"ide$ This is great for high"ighting information on a s"ide to emphasi&e a particu"ar point$ To use the pen during the s"ide show% fo""ow these steps7$ With the s"ide show running% c"ic! on the :en icon that appears on the #ottom "eft of the current s"ide$ /$ On the menu that appears% se"ect one of the pen types such as the )a"" :oint :en$ The mouse pointer #ecomes a #a"" point pen$ 42ou can a"so choose to use a fe"t tip pen or a high"ighter$6 ($ C"ic! the "eft mouse #utton and draw on the s"ide as neede (he pen provides ou "ith an eas "a to hi!hli!ht a particular item on a slide

7$ *fter you,'e finished wor!ing with the pen% you can return to the arrow pointer$ C"ic! the :en icon$ Se"ect *rrow on the menu that appears$ 2ou can now use the mouse to ad'ance to the ne9t s"ide$ 2ou can a"so choose the pen co"or that you use to draw on the s"ides$ *fter c"ic!ing on the :en icon% point at In! Co"or% and then se"ect the pen co"or you want to use from the co"or pa"ette that appears$

(a9in! Spea9er Notes

*nother usefu" too" that you can ta!e ad'antage of whi"e showing your s"ide presentation is the Spea!er Notes feature$ It ena#"es you to uic!"y ta!e notes re"ated to the discussion or to audience comments made during your presentation$ To use the Spea!er Notes feature% fo""ow these steps7$ With the s"ide show running% point at the Menu icon on the #ottom "eft of the current s"ide 4it is the third icon from the "eft6$ /$ On the menu that appears% point at Screen and then se"ect Spea!er Notes$ The Spea!er Notes dia"og #o9 opens

(he Spea9er Notes bo% allo"s ou to record notes related to the current slide:

7$ Type your notes into the Spea!er Notes dia"og #o9$ /$ When you ha'e finished adding notes% c"ic! the C"ose #utton to c"ose the dia"og #o9$

)indin! a Particular Slide Durin! the Sho"

*s you reach the end of a presentation% you might #e as!ed to reshow a particu"ar s"ide or su#set of s"ides that you inc"uded in your s"ide show$ The easiest way to go to a particu"ar s"ide when you are in the S"ide Show 'iew is to use the +o to S"ide command on the S"ide Show menu$ To go to a particu"ar s"ide in the presentation% fo""ow these steps7$ With the s"ide show running% c"ic! the Menu #utton on the #ottom "eft of the current s"ide$ /$ On the menu that appears% point at +o to S"ide$ * su#menu wi"" appear showing a"" the s"ides 4tit"es6 in the presentation To mo'e to a particu"ar s"ide% c"ic! the s"ide,s tit"e on the su#menu$ :ower:oint ta!es you to the se"ected s"ide$

&dding &ction ,uttons to 'ser-Interacti#e Sho)s

2ou can create s"ide show presentations that wi"" #e p"ayed on a computer where your audience actua""y interacts with the s"ide show 4for e9amp"e% a computer at a trade show that te""s potentia" customers a#out your company6$ This means that you need to gi'e the audience some means of contro""ing the show$ 2ou can simp"y pro'ide access to a !ey#oard and<or mouse and "et the user contro" the show in the same way you "earned ear"ier in this "esson% or you can pro'ide action #uttons onscreen that ma!e it easy to Fump to specific s"ides$ *ction #uttons are "i!e contro"s on an audio CD p"ayerI they ena#"e you to Fump to any s"ide uic!"y% to go #ac!ward% to go forward% or e'en to stop the presentation$ To add an action #utton to a s"ide% fo""ow these steps7$ Disp"ay the s"ide in Norma" 'iew$ /$ Se"ect S"ide Show% point at *ction )uttons% and pic! a #utton from the pa"ette that appears$ 3or e9amp"e% if you want to create a #utton that ad'ances to the ne9t s"ide% you might choose the #utton with the arrow pointing to the right$ ($ 2our mouse pointer turns into a crosshair$ Drag to draw a #o9 on the s"ide where you want the #utton to appear$ 42ou can resi&e it "ater if you want$6 :ower:oint draws the #utton on the s"ide and opens the *ction Settings dia"og #o9 4see 3igure 7/$A6$

+et the action for your button in the Action +ettin!s dialo! bo-.

7$ Se"ect either the Mouse C"ic! ta# or Mouse O'er ta# to set the action for the #utton 4Mouse C"ic! options re uire a c"ic!I Mouse O'er re uires on"y that the mouse pointer #e p"aced on the #utton6$ /$ Choose the type of action you want to happen when the user c"ic!s the #utton$ C"ic! the >yper"in! To drop-down "ist and se"ect an action such as Ne9t S"ide$ ($ 4Optiona"6 If you want a sound to p"ay when the user c"ic!s the #utton% se"ect the :"ay Sound chec! #o9 and choose a sound from the drop-down "ist$ B$ C"ic! OJ$ 2our #utton appears on the s"ide$ @$ ;iew the presentation 4as you "earned at the #eginning of this "esson6 to try out the #utton$ If you do use #uttons on your s"ides so that users can run the s"ide show% #e sure you use the same sty"e of #utton on each of your s"ides for a particu"ar action$ This !ind of consistency gi'es the 'iewer of the presentation a fee"ing of comfort and contro"$

Setting S ide Sho) Options

Depending on the type of show you,re presenting% you might find it usefu" to ma!e some adFustments to the way the show runs% such as ma!ing it run in a window 4the defau"t is

fu"" screen6 or showing on"y certain s"ides$ 2ou,"" find these contro"s and more in the Set Up Show dia"og #o9% which you can open #y c"ic!ing the S"ide Show menu and se"ecting Set Up Show

*se the +et *p +ho$ dialo! bo- to !i&e 1o$er1oint so)e basic instructions about ho$ to present your slide sho$.

In this dia"og #o9% you can choose from se'era" options% inc"uding the fo""owing

Choose the medium for showing the presentation$ 2our choices are :resented #y a Spea!er 43u"" Screen6% )rowsed #y an Indi'idua" 4Window6% and )rowsed at a Jios! 43u"" Screen6$ Choose whether to "oop the s"ide show continuous"y or to show it on"y once$ 2ou might want to "oop it continuous"y so that it operates unaided at a !ios! at a trade show% for e9amp"e$

Show a"" the s"ides or a range of them 4enter the range into the 3rom and To #o9es6$ Choose whether to ad'ance s"ides manua""y or to use timings you set up$ Choose a pen co"or$ Use the :en Co"or drop-down #o9 to se"ect a co"or$

Using the Set Up Show dia"og #o9 to set the 'arious options for the show a""ows you to put the finishing touches on the presentation #efore you actua""y present it to your audience$ 3or e9amp"e% it negates the need to se"ect a pen co"or on the f"y% a""owing you to concentrate on the s"ide content rather than trying to change the pen co"or with the audience watching$ This dia"og #o9 a"so a""ows you to set the 'iewing parameters for the en'ironment that the presentation wi"" #e shown in$ 3or e9amp"e% if you are running the s"ideshow on a :C that wi"" #e used #y indi'idua"s at a tradeshow #ooth% it ma!es sense to format the presentation to #e 'iewed #y an indi'idua" in a window$ That way the indi'idua" can "ea'e the presentation for a moment and ta!e a "oo! at any samp"e software or other items you ha'e on the :C that support the presentation$

'sing -o)er-oint 1otes and Handouts

*"though :ower:oint presentations are designed to #e shown on a computer screen% you might want to print some items re"ated to the presentation$ 3or e9amp"e% as you design your presentation% you can enter notes re"ated to each s"ide that you create in the Notes pane$ These notes can then #e printed out and used during the presentation$ Using spea!er notes he"ps you !eep on trac! during the presentation and pro'ides you with the information that you want to present re"ated to each s"ide in the presentation$ When you print your notes% each s"ide is printed on a separate page with the notes printed #e"ow the s"ide$ If you want to ma!e it easier for your audience to fo""ow the presentation and perhaps ta!e notes of their own% you can print out handouts$ >andouts pro'ide a hard copy of each s"ide$ The num#er of s"ides printed on each page of the handout can range from 7 to H s"ides$ If you choose to print three s"ides per page 4this is set up in the :rint dia"og #o9% which is discussed "ater in this "esson6% :ower:oint automatica""y p"aces note "ines on the printout pages to the right of each s"ide 4which ma!es it e'en easier for your audience to ta!e notes re"ated to the s"ides in the presentation