Professional Documents
Culture Documents
Training Manual
Gender Mainstreaming
In Planning and Development Division and
Departments
Supported by:
Shahid Ansari
shahid@ansari.com.pk
0300 and 0321 8543909
Training Manual
MS Word
Gender Mainstreaming
In Planning and Development Division and Departments
Developed by
Shahid Azhar Ansari
Shahid@ansari.com.pk
Supported by:
Shahid Ansari
shahid@ansari.com.pk
0300 and 0321 8543909
Table of Contents
CONTENTS
PAGE NO.
INTRODUCTION
WORD BASICS
TEXT EDITING
TEXT FORMATTING
GRAPHICS
DESKTOP PUBLISHING
WEB PUBLISHING
COLLABORATION
INTEGRATION
CUSTOMIZATION
AUTOMATION
DOCUMENTS
CHARACTERS
PARAGRAPHS
PAGES
SECTIONS
TEMPLATES
STARTING WORD
10
10
TOOLBARS
10
EXPANDING A TOOLBAR
10
11
THE RULER
12
12
SCROLL BARS
12
12
USING MENUS
13
OPENING A MENU
13
13
CHOOSING COMMANDS
14
15
15
16
16
17
17
18
18
MANAGING WINDOWS
18
EXITING WORD
20
20
21
22
24
24
25
25
26
26
EDITING TEXT
27
ENTERING TEXT
27
INSERTING TEXT
29
NAVIGATING IN A DOCUMENTS
29
SCROLLING
29
29
30
31
31
SELECTING TEXT
32
SELECTING BY DRAGGING
32
SELECTING BY CLICKING
33
34
34
34
EDITING TEXT
35
35
DELETING TEXT
35
36
36
36
37
38
38
39
40
40
41
41
42
SAVING A DOCUMENT
42
43
44
45
46
46
47
48
HIGHLIGHTING CHARACTERS
48
49
50
FONT OPTIONS
51
52
53
54
54
55
INTRODUCTION
Microsoft Word has evolved over the years from a typical word processing program into a
document management powerhouse. You can use Word to create documents that combine text
with graphics, sounds, or multimedia objects, and you can publish those documents on paper, on
the World Wide Web (Web), via e- mail, fax, or other electronic media. Word was the first word
processing program that was widely known for its ease of - use, and Word 2003 extends this
tradition by making more document-processing power more accessible for users at all levels.
Whether you've been using Word since the early 80s or you're new to it today; whether
you're writing a memo, creating a Web site, or producing a book- length corporate report; this book
will help you understand how Word can deliver better- looking, more effective documents quickly
and easily.
WORD BASICS
These are a quick introduction to Word's most important editing, formatting, file
management, Help, and customization features. If you're new to Word, these chapters will show
you how to do most of the things you'll want to do most of the time, and how to get more
information about any of them.
It explains features that make text entry, editing, and document navigation faster or easier.
In these chapters, you'll learn about the spelling and grammar checkers, automatic hyphenation,
finding and replacing text, sorting, organizing with outlines, and using templates or wizards to
speed document creation.
While Word lacks some of the features of stand-alone publishing programs such as Frame
Maker or Quark press, it does a fine job of - producing professional- looking documents for many
small business, corporate, and individual projects. Chapters 19 through 25 explain how to
incorporate colorful graphics, digital pictures, or other objects in your documents. You'll also learn
how to design pleasing formats for publications ranging from resumes to newsletters to training
manuals; how to manage documents containing hundreds of pages; and how Word can easily
generate indexes, cross-references, tables of contents, and other professional document features.
Shahid Ansari
Microsoft Word is one of the world's leading word processing programs, and that's not by
accident. Word was the first word processing program that combined a broad range of powerful
editing, formatting, and publishing features with an interface that a novice could learn in minutes.
Over the past 15 years, Word has evolved with a new interface, new intelligence, and new features
that help you create any document more quickly and easily.
TEXT EDITING
You can enter text by typing with your keyboard, and you can also insert selections of text
or whole files into a document. Word has many features that make correcting, editing, and
changing your text as easy as possible.
TEXT FORMATTING
You can set the spacing, alignment, or indentations of text and you can also choose the
font, font size, and style of type used to display it. You can define styles that contain several text
format settings and apply them all at once, or use themes to give Web pages a coordinated look
with a customized set of styles, graphics, and a background. You can arrange text in tables, add
headers and footers, position footnotes and endnotes, and add captions or text boxes to graphics or
tables.
GRAPHICS
Word has a built- in set of tools you can use to create shapes, lines, boxes, ovals, captions,
and other simple graphics. You can also select from dozens of predefined shapes or clip art images
and insert these into documents. You can import graphics from most other Microsoft Windows
applications into a Word document, and you can use Word's Photo Editor to view and modify
digital photographs and other electronic images.
DESKTOP PUBLISHING
Word has special publishing tools you can use to arrange text and graphics on a page for
just about any publishing project, from signs to newsletters to books and magazines.
WEB PUBLISHING
A newly enhanced suite of Web publishing tools in MS Word makes it easy to publish your
Word documents on the Web with exactly the formatting you want. You can use Word to create
complex Web pages that include forms, tables, Microsoft Excel worksheets, graphics, video clips,
sounds, animations, and other components.
COLLABORATION
Document creation is a team effort in many companies, and Word includes several features
that make it easier to manage the process. You can add text or spoken comments, keep track of
different versions and revisions, and automatically rout e a document to a group of reviewers. You
can also add reviewer comments to a Web page, or schedule conferences with Microsoft
NetMeeting.
INTEGRATION
Word supports Microsoft's Object Linking and Embedding (OLE), so it can share data and
capabilities with any other program that supports OLE. Since Word is part of Microsoft
Office, it can easily share data with Microsoft Excel, Microsoft PowerPoint, Microsoft
Access, Microsoft Outlook, and also with Microsoft Internet Explorer.
CUSTOMIZATION
Word can be completely adapted to the way you work. For example, you can do any of the
following:
Create, edit, or delete menus, menu commands, toolbars, and toolbar buttons
Create or change the templates from which new documents are made
Select an alternate language for Word's spelling and grammar checking features
Change Word's units of measurement from inches to centimeters or from points to picas
AUTOMATION
Finally, Word has lots of intelligent features that help automate document creation.
AutoCorrect and AutoText were mentioned earlier, but there are more. AutoFormat reformats text
as you type, creating bulleted or numbered lists automatically, or replacing Web addresses with
active hypertext links, for example. Word's adaptive menus and toolbars move frequently used
commands and buttons to a more prominent place, so they're easier to find. And wizards make it
easy to create letters, newsletters, Web pages, and other kinds of documents.
DOCUMENTS
Each Word document can contain text as well as objects such as graphics, sounds, fields,
hyperlinks or shortcuts to other documents, and even video clips. You can save documents as Web
pages and add HTML scripts to them, too. Figure 1-1 shows a sample document that contains
hyperlinks and graphics as well as text.
Figure 1-1. Word documents can contain text, graphics, hyperlinks, and data fields
CHARACTERS
Each letter of text you place in a document is called a character. You can format each
character individually, but more often you'll format text by word, line, or paragraph. You can
change each letter's font, style (bold or underline, for example), font size, position, spacing, or
color. Figure 1-2 shows an example of a few different fonts, sizes, and styles. You can also add
special text effects such as flashing or marquee lights for Web pages or e- mail documents.
PARAGRAPHS
Documents are divided into paragraphs. You can set the indentation, alignment, tab stops,
and line spacing of each paragraph individually if you like. You can also enhance paragraphs with
borders or a shaded background, or format them as bullet points, numbered lists, or outlines.
PAGES
Printed documents are divided into pages. Word's page formatting options let you control
the placement of margins, headers, footers, footnotes, line numbers, multiple columns, and other
page elements.
Figure 1-2. By dividing a page into three sections, you can apply three sets of page formatting
options on the same page, such as the single and three-column layouts shown here.
SECTIONS
In complex documents, you may want to use more than one group of page format settings.
For example, you might want to use different header or footer text on different groups of pages in a
document, or create pages that include both single-column and multiple-column formats. In this
case, you divide the document into sections as shown in Figure 1-2. Each section has its own page
format settings.
TEMPLATES
Word uses templates to store document formatting information, keyboard shortcuts, custom
menus or toolbars, and other information. Every new document is based on a template. Word
comes with dozens of pre designed templates for various types of documents, including memos,
letters, reports, resumes, newsletters, and legal pleadings. You can modify these templates or
create new ones of your own.
Figure 1-3. You can create named format styles in Word that store different font, size, style, and
paragraph format options
STARTING WORD
Once you have Microsoft Office installed on your computer, there are several different
ways to start Word.
Choose Programs from the Start menu and then choose Microsoft Word.
Choose New Office Document from the Start menu, click the General tab at the top of the
New Office Document dialog box, and then double-click the Blank Document icon.
Choose Open Office Document from the Start menu and then navigate to and open a Word
document you created previously.
Figure 2-1. Your Word documents may change, but the document window controls remain same.
9
TOOLBARS
Toolbars contain buttons and menus that you can use to select common commands. Word has
nearly two dozen different toolbars that you can display, but you'll typically display only two or
three of them at a time.
To use the drop-down boxes, click the number or name shown in the box and type a new
one, or click the arrow button next to the box to open it and then choose another option.
For example, you can change plain text to bold by clicking the bold button, or you can increase
the size of text by clicking the 12 in the Font Size box and typing 14, or by clicking the arrow
button next to it and choosing 14 from the Font Size list.
EXPANDING A TOOLBAR
Usually, there isn't enough room to display all of the buttons on a toolbar. To see more of
the buttons, click the More Buttons button as shown in Figure 2-2. You'll see a palette of other
buttons, and you can click them to use them.
10
Figure 2-2. The Standard and Formatting toolbars are docked at the top of the document window.
Click the More Buttons button at a toolbar's right edge to see more tools.
To move a docked toolbar above or below others, drag its Move handle up or down.
To resize a docked toolbar, drag its Move handle to the left or right.
To make a toolbar float, drag its Move handle down into the document window. The
toolbar becomes a floating palette:
THE RULER
The ruler shows the width of your text, as well as any indents or tabs. You can click or drag
in it to set ind ents and tabs; Chapter 5 explains how. You can also display a vertical ruler at the left
side of the document in Print Layout view.
SCROLL BARS
Scroll bars are one of the main ways to navigate through a document. The vertical scroll
bar at the right moves you up and down through a document.
12
The taskbar appears at the bottom of your screen whenever you run Microsoft Windows. It
includes the Start menu, buttons for each of the programs or Office documents that you have open,
and icons you can use to display controls for various Windows settings.
USING MENUS
Most of the time, you'll use menus to control Word. As with toolbars, the menus in the
menu bar are adaptive.
OPENING A MENU
You can open a menu in the menu bar with the mouse or by using the keyboard.
To open a menu with the keyboard, press Alt to activate the menu bar and then press the
letter underlined in the menu name. For example, to open the File menu, you would press
Alt and then F (Alt+F).
13
If you click the Expand button at the bottom or simply leave the menu open a few seconds,
it expands and adds all of the other commands normally listed on it. The newly added commands
are shown in a different shade so you can distinguish them from those on the short menu. Compare
the example above with the expanded version shown in Figure 2-4.
When you choose a command that isn't normally on the short menu, Word adds it to the
menu so you don't have to expand the menu to find it again.
CHOOSING COMMANDS
You can choose commands with either the keyboard or the mouse. Along with commands,
most of Word's menus contain submenus that offer more commands, as shown in Figure 2-3. A
submenu is identified by an arrow icon next to its name. Click a submenu name to display the
submenu and choose one of its commands.
14
Figure 2-4. Many of Word's common commands have keyboard shortcuts, which appear next to
the command names on menus.
To choose a command with shortcut keys, press and hold the Ctrl key and then press the
shortcut's letter key. For example, to choose the Select All command, press Ctrl+A.
15
2. Press the key for the underlined letter in the name of the menu you want. Word will open
the menu.
3. Press the key for the underlined letter in the name of the command you want.
For example, to open a document from your hard disk (the Open command from the File
menu), you would press Alt, then F, and then O.
The commands you see on the shortcut menu depend on which part of the
screen you're pointing to when you right-click with the mouse. The menu in Figure
2-5 appears when you click text that is underlined in red (which means it's
misspelled). Try right-clicking in the menu bar, in the document window, or on the
book icon in the status bar to check out different shortcut menus.
Figure 2-5. Shortcut menus appear when you right-click areas of the screen. They save time by
putting useful commands at your fingertips.
16
Figure 2-6. Dialog boxes appear when Word needs more information in order to complete a
command.
To use a dialog box, specify the options you want using the buttons, lists, or data entry
boxes; then click the OK button or press the Enter key to complete the command and close the
dialog box.
Click the Close button (the X) at the right edge of the title bar.
MANAGING WINDOWS
You can have more than a dozen different document windows open at the
same time in Word, each of which can be managed separately. Only one document is
active at a time
The document window is often maximized, or set to the largest possible size
on your monitor, but you can resize or move it if you like using the Application
Control menu and the window control buttons in the window's title bar, as shown in
Figure 2-7.
18
Figure 2-7. Use the Application Control menu or the control buttons at the right edge of the
window title bar to resize or close a window.
When a maximized window has been reset to a smaller size, the Maximize button becomes
the Restore button, like this:
Once you have minimized a window, you must click the window's button in the taskbar to
open it again.
Table 2-2 shows the easiest way to adjust a document window.
Table 2-2. Ways to Move, Close, or Resize a Document Window
19
EXITING WORD
When you're finished using Word for the day, choose Exit from the File menu in order to
close the program. You can also click the Close button in the window title bar if you have only one
document open.
If you haven't saved changes to any open documents, Word will ask you if you want to save the
changes to each one.
Click the Yes button to save the changes to each document as Word closes it.
Your first introduction to Word's online Help is likely to be the Office Assistant, an
animated character that pops up on the screen shortly after you start Word. Using a speech balloon,
the Assistant provides daily tips for using Word, suggestions for better ways to handle specific
tasks as you work, and alert messages. You can also use it to search for answers to questions you
may have.
You can choose among several different Assistant characters, and each one has a name.
The character in Figure 3-1 is "Clip it."
20
Figure 3-1. The Office Assistant watches as you work and suggest easier ways to perform tasks.
Press F1.
21
22
4. The Assistant can display up to a dozen topics. Click the See More option at the bottom of
the balloon to see the other topics that match your request, if you don't see the topic you
need.
5. Click a topic to read about it. The Help window opens so you can view the topic as shown
in Figure 3-2.
6. Click the graphic in the Help window to see a list of topics related to numbered lists.
Figure 3-2. When you click a topic in the Assistant's list, the Help window opens.
23
USING TIPS
The Assistant can display a new daily tip each time you start Word, and it offers
others throughout the day. The daily tip appears automatically, but other tips announce
themselves with a light bulb icon. Here's the icon as it looks above Rocky, another of the
Assistant characters:
Click the light bulb to see the tip.
Right-click the Assistant and choose Hide from the shortcut menu.
You can reveal a hidden assistant by choosing Show Office Assistant from the Help menu.
To turn the Assistant back on at any time, choose Show Office Assistant from the Help menu.
24
25
Click the Hide button to hide the tabs in the Help window and display
only the topic text.
Click the Options button to display the Options menu, which looks like
this:
The Options menu contains commands that duplicate the Hide, Back, Forward, and Print buttons,
but it also contains four more commands:
The Home button returns you to the home page of a Web site if you're viewing Help
information on the Web.
The Stop command cancels a search, leaving the topic you were viewing before the search
displayed in the window.
26
The Refresh command tells Word to display the topic again. Use it if the screen doesn't
redraw itself completely as you move from one help topic to another.
The Internet Options command opens a dialog box where you can set such Internet options
as the address of the home page that opens with your Internet browser. For more
information about the Internet Options dialog box, open your Internet browser and consult
its online help system.
EDITING TEXT
Microsoft Word has powerful features for formatting and document publishing, but most people
use it for entering and editing text. Once you enter text in a document, you can add to it, rearrange
it, delete it, or copy it. In this chapter, you'll learn how to insert, select, and rearrange text, as well
as how to navigate from one place to another in a document.
ENTERING TEXT
You can enter text into any document open on your screen. To see how this works, create a
short sample file that you'll use throughout this chapter:
1. Start Word if necessary, or if Word is already running, choose New from the File menu and
press Enter to create a new document.
2. Type the following paragraph without pressing the Enter key:
Acme is pleased to introduce the JetMaker automotive performance booster. The
JetMaker dramatically increases acceleration and top speed in virtually any vehicle
and requires no professional expertise to install.
As you type, Word moves the insertion point from the end of one line to the beginning of the next
or moves words to the next line when they're too long to fit on the existing line. If you make a
typo, press the Backspace key to back up to the mistake and then type the correct version.
Press the Enter key twice. Word ends the paragraph and moves the insertion point down two lines.
1. Type the following paragraph:
Thanks to its easily adaptable design, the JetMaker can be mounted on a vehicle's
27
roof, load bed, or rear deck. The attachment straps are as simple to use as an
ordinary tie-down belt, and the unit has a self-contained power source to avoid
straining your vehicle's electrical system.
Your document should now look like the sample shown in Figure 4-1.
Figure 4-1. Word automatically wraps text from one line to the next as you type; you don't have to
press the Enter key to begin a new line.
Don't be alarmed by the wavy red lines under the JetMaker name. Word is simply identifying a
word that is not found in its built- in spelling dictionary so you can be sure to check the spelling
during final proofreading.
Leave the sample paragraphs on your screen. You'll use them again.
28
INSERTING TEXT
The blinking insertion point in your document shows you where text will appear when you
enter it. You can move the insertion point by pointing and clicking to insert text wherever you like.
For example, click in the space to the left of the word "pleased" in the first line of the first
paragraph, and type very and add a space. The word is inserted.
NAVIGATING IN A DOCUMENT
As you fill a document with text or graphics, you'll want to move around the document and
view different parts of your creation. The document window's scroll bars are the most obvious way
to navigate through a document, but you can also use the keyboard, some special navigation
buttons, and the Go to command.
SCROLLING
Scroll bars and buttons are the most common way to move through a document. Each scroll
bar has a scroll box and arrow buttons at each end, but you can also scroll using the keyboard.
Figure 4-2 shows the controls in the horizontal scroll bar.
To scroll in small increments, click the scroll button at either end of the scroll bar. To scroll
quickly, hold down the mouse button as you click the scroll button.
To scroll up or down one screen at a time, click anywhere in the vertical scroll bar above or
below the scroll box.
29
To scroll proportionally through a document, drag the scroll box up or down. For example,
to scroll to the middle of a document, drag the scroll box to the middle of the scroll bar. As
you drag the scroll box, a label appears and reports the current page number:
Normally, the Browse Up and Browse Down buttons are set so you move to the next and
previous document page when you click them, but you can use the Select Browse Object button to
change this setting. When you click the Select Browse Object button, you'll see the Browse Object
palette, which allows you to determine where the browse buttons take you when you click them.
See Figure 4-3.
30
Point to any button to see its description at the bottom of the palette. Click a button to set it
as the browse option. When you choose a browse option other than Browse by Page, the browse
buttons turn blue to indicate that you've set a special option.
The browse buttons are hand y when you're focusing on one type of information, such as
reviewer comments or footnotes, and you want to jump quickly from one to the next.
31
1. Figure 4-4. Use the Go to command to navigate to specific pages, comments, bookmarks,
or other items in your document.
5. Click the Close button to put away the dialog box.
SELECTING TEXT
After you enter text in your document, you might want to edit it or change its formatting.
Either way, the first step is to select the text you want to change. By selecting, you tell Word
which text you want to work on. There are several ways to select text.
SELECTING BY DRAGGING
Pointing and dragging is the most intuitive way to select text. You can select anything from a
single character to your entire document this way. Try it by selecting some text in your sample
document.
1. Point to the space to the left of the word dramatically in the first paragraph of your sample
document.
2. Hold down the mouse button, drag across the line to the space to the right of acceleration,
and then release the mouse button. A dark selection highlight appears as you drag, and it
32
3. Remains to show the area that you selected after you release the mouse button, as in Figure
4-5. You can always tell which text is selected by looking for this selection highlight.
SELECTING BY CLICKING
Word offers some mouse-click shortcuts that help you select specific text areas more
quickly. You can click inside your document's text or select whole lines, paragraphs, or the
document by clicking in the left margin. Table 4-2 shows how to select different parts of text by
clicking.
Table 4-2. Options for Selecting Text with Mouse Clicks
You can also combine clicking and dragging to speed up your selections. For example,
click in the left margin to select a line, hold down the mouse button, and drag up or down to select
other lines.
33
To select the current paragraph, press Alt+Shift and either the Up or Down arrow key.
To select everything on the screen, move the insertion point to the top of the screen and
press Shift+Page Down.
To select from the insertion point to the beginning or end of a line, press Shift+Home or
Shift+End.
34
EDITING TEXT
The text you enter into your document is usually just the raw material for your finished
product. As you refine what you've written, you'll want to use other editing controls in Word to
replace, delete, or rearrange your text.
Deleting Text
You can use either the Backspace or Delete key to delete text, or you can remove text by
cutting it to the Clipboard.
To delete several words, lines, or paragraphs, select the text and then press the Backspace
or Delete key.
35
36
When you add more than one item to the Clipboard, the Clipboard toolbar opens, and you
see buttons for each of the copied items, as in Figure 4-6.
Figure 4-6. Word's new Clipboard can store and paste as many as 12 items at a time
You can use the toolbar to copy new items, paste any or all of the items stored on the
Clipboard, or erase the Clipboard. The button style used for each item stored on the Clipboard
shows whether it's text or a graphic.
Items are added to the Clipboard in the order you cut or copy them, and you can paste any or
all of them from there.
To see the contents of an item, point to the button and wait for the ScreenTip to appear.
To paste an item, move the insertion point to the location where you want the text to appear
and click the item's button on the Clipboard toolbar.
37
To paste all items on the Clipboard in the order in which they were copied, click the Paste
All button.
To put the Clipboard toolbar away, click the Close button on the right edge of its title bar.
You can also paste information from another document into your document as a shortcut or
hyperlink that automatically navigates you to the original document.
1. Cut or copy text, a graphic, or another document object from the current document or
another document to the Clipboard.
2. Move the insertion point to the place where you want to insert the cut or copied item.
3. Choose Paste Special from the Edit menu. You'll see the Paste Special dialog box, as in
Figure 4-7.
38
1. Figure 4-7. Use the Paste Special command to control how information is pasted into your
documents.
2. Click an option in the As list to determine the format of the pasted item. The options will
depend on the type of item you last copied or cut. If you cut a picture, for example, you'll
have options about the picture file format that is used when the item is pasted into your
document. The Result area at the bottom of the dialog box explains what happens when
you paste an item using each of the options.
3. Click the OK button to paste the information.
39
Figure 4-8. Drag a selection from your document to the Windows desktop to create a document
scrap.
40
Figure 4-9. Use the Undo or Redo buttons to cancel or redo previous changes.
Choose Undo from the Edit menu, press Ctrl+Z, or click the Undo button to undo the last
action you took.
Immediately after you undo an action, the Redo command appears below the Undo command
on the Edit menu. To redo your last change (essentially "undoing the Undo"), choose Redo from
the Edit menu, press Ctrl+Y, or click the Redo button on the toolbar. To try these commands in
your sample document, follow these steps:
1. Select the word virtually in the first paragraph of your sample document.
2. Press the Backspace key to delete it.
3. Press Ctrl+Z to undo your change. The deleted word returns.
4. Press Ctrl+Y to redo your change. Word deletes virtually again.
You can undo and redo actions as many times as you like, but the Redo command is only active
immediately after you use the Undo command.
41
To enter the same group of subheadings under each of the other main headings, move the
insertion point below each heading and press Ctrl+Y or choose Repeat Typing from the Edit menu.
SAVING A DOCUMENT
You'll learn about all of Word's file management features in Chapter 7, but if you have been
following along in this chapter, you now have a document open on your screen. To save the
sample document:
42
1. Choose Save from the File menu, press Ctrl+S, or click the Save button on the Standard
toolbar. You'll see the Save as dialog box, as shown in Figure 4-10.
Figure 4-10. Use the Save as dialog box to save new documents.
43
Figure 5-1. You can apply formatting at five different levels in your documents.
You can apply any formatting option to existing text by selecting the text first and then
choosing the option or by choosing the formatting option first and then typing.
44
To select existing characters, multiple paragraphs, or sections, drag across them to select
them. Then choose formatting options.
To format a single paragraph or section, click anywhere in it and then choose formatting
options.
To format a document, choose formatting options in the Page Setup dialog box.
45
If you like, you can apply more than one style. For example, clicking the Bold and Italic
buttons with the same text selected makes the text both bold and italic. Figure 5-3 shows examples
of various styles and combinations.
1. Click the Font menu's down-arrow button to display the font menu, like this:
46
1. Microsoft Word 2000's Font menu lists each font's name in that font so you can see just
how text will look.
2. Click the name of the font you want to use.
You may have to scroll through the menu to find the font you want. However, Word puts the
names of recently used fonts at the top of the menu so you don't have to scroll to find them If you
know the name of the font you want to use, you can enter it on the Font menu: click the current
name, type the new font's name, and press Enter. Naturally, you must spell the font name correctly
or Word won't know which font you mean.
Click the Size menu's arrow button to display the size menu, like this:
47
As with the Font list, you may have to scroll through the menu to see the size you want. If you
don't like the sizes shown on the list, you can use any font size by clicking the number shown on
the Size menu and then typing a different number. You can even specify incremental sizes such as
11.5.
To remove a text color, select the text and display the Font Color palette and then choose either
Black or Automatic.
HIGHLIGHTING CHARACTERS
Word has a built- in highlighter you can use to add bright highlighting to text. Follow these
steps to use the Highlight tool:
1. Click the Highlight button on the Formatting toolbar to highlight with the color shown
below the letter on the button. If you want a different color, click the arrow button next to
the Highlight button to display the color palette and then select a different color.
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2. When you select the Highlight button, the button is highlighted and the I-beam pointer in
your document has a highlighter attached to it.
3. Select the text you want to highlight and then release the mouse button. The text is
highlighted, as shown below.
The Highlight tool remains active until you click it again, so you can move the pointer
around and highlight text throughout a document.
To remove a highlight, select the highlighted text and click the Highlight button.
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1. Figure 5-4. Use the Change Case dialog box to change text capitalization instead of
retyping.
Each option's name shows how the text will appear. The Sentence Case option capitalizes
only the first word in a sentence, while the Toggle Case option reverses the case for all of
the selected text, changing uppercase to lowercase and vice versa.
2. Click one of the options and then click the OK button.
Here's the basic procedure for opening and using the Font dialog box:
1. Select the text you want to reformat (if you don't, the options you choose will apply to the
text you type next).
2. Choose Font from the Format menu or press Ctrl+D to display the Font dialog box. The
dialog box appears with the Font tab selected, as in Figure 5-5.
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Figure 5-5. The Font dialog box offers all character formatting options in one handy place.
Now let's take a closer look at the Font dialog box options, one tab at a time.
FONT OPTIONS
The Font, Style, and Size lists show the options in these categories. Click the option you
want to select. If necessary, scroll through the list until you see the option you want, or doubleclick in the current selection box and type the name or value of the option you want.
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The Scale option lets you set the size of text by a percentage of its normal size. Normal size
is 100%, but you can choose other options from the list or you can enter an alternate scale
percentage if you don't see it on the list.
The Spacing options let you adjust the space between characters in the selected text. The
Normal option is the default, but you can choose Expanded or Condensed spacing to increase or
decrease the spacing. If you choose the Expanded or Condensed option, Word suggests a space
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value in the By box. Click the by box to enter a different value, or use the arrow buttons to
increase or decrease the value incrementally.
The Position options let you adjust the text's position on the line. You can raise
(superscript) or lower (subscript) text so that it's higher or lower than the text around it on the same
line. As with the Spacing options, you can also set the precise amount by which the text is raised or
lowered.
To turn kerning on, select the Kerning For Fonts check box. With kerning on, Word
automatically adjusts the spacing between characters to compensate for differences in character
shapes, in Figure 5-7.
Figure 5-7. With kerning, you can adjust the spacing between individual characters.
When kerning is on, you can tell Word which text to kern and not kern by its size. Kerning
doesn't make much difference on small type sizes, so you can use the Points and above box to set
the size below which Word will not kern type.
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users electronically on your network or via e- mailthey aren't supported in Web documents. Try
selecting each of the Animations options in turn. The Preview box shows you how text will be
animated.
Choose Undo from the Edit menu or click the Undo tool immediately after applying the
formatting option.
Choose the option you appliedalong with any others listed above itfrom the Undo
tool's list of recent actions.
Select the text and then click the same formatting button or type the command's keyboard
shortcut. Applying a format to text that already has it will remove the existing format.
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Figure 5-8. Word adds invisible (or nonprinting) characters to your document as you type. You
can reveal them if you want.
To hide or show nonprinting characters, click the Show/Hide button in the Standard toolbar
(it looks like the paragraph marker in Figure 5-8) or press Ctrl+* (Ctrl+Shift+8)
1. Choose Options from the Tools menu to display the View tab in the Options dialog box,
like this:
2. Select the check boxes in the Formatting Marks area to choose which characters you want
displayed in your documents.
3. Press Enter or click OK.
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