Microsoft Word Help
Word Help Index

Step-by-step Instructions

Alphabetic Listing

Chapter Listing

Reference Information

Definitions

Error Messages

Field Types and Instructions

Keyboard and Mouse

Menu Commands

Parts of the Word Screen


Help Instructions

You can find information in Help by using the index or the Search feature. To return to the Help Index after you read the instructions below, click the Back button or press the B key.

For complete instructions on how to use Help, press the F1 key while the Help window is active.

To use the Help Index

>	Do one of the following:

 -	Click an underlined topic.

 -	Press the TAB key until you highlight the topic you want, and then press the ENTER key.

To scroll in the Help window

>	Do one of the following:

 -	Press [image] and [image].

 -	Use the scroll bars with the mouse.

To return to the previous topic

>	Click the Back button or press the B key.

To open the Search feature in Help

>	Click the Search button or press the S key.

To close the Help window

>	From Help's File menu, choose Exit (ALT, F, X).


Menu Commands

File Menu

New

Open

Close

Save

Save As

Save All

Find File

Summary Info

Template

Print Preview

Print

Print Merge

Print Setup

Exit

1, 2, 3, 4

Record Macro/Stop Recorder

Macro

Edit Menu

Undo/Can't Undo

Repeat/Can't Repeat

Cut

Copy

Paste

Paste Special

Select All

Find

Replace

Go To

Glossary

Links

Object

View Menu

Normal

Outline

Page Layout

Draft

Toolbar

Ribbon

Ruler

Header/Footer

Footnotes

Annotations

Field Codes

Zoom

Insert Menu

Break

Page Numbers

Footnote

Bookmark

Annotation

Date and Time

Field

Symbol

Index Entry

Index

Table of Contents

File

Frame

Picture

Object

Format Menu

Character

Paragraph

Tabs

Border

Language

Style

Page Setup

Columns

Section Layout

Frame

Picture

Tools Menu

Spelling

Bullets and Numbering

Create Envelope

Revision Marks

Compare Versions

Sort

Calculate

Repaginate Now

Record Macro

Macro

Options

Table Menu

Insert Table

Insert Cells

Delete Cells

Insert Rows

Delete Rows

Insert Columns

Delete Columns

Merge Cells

Split Cells

Convert Text to Table

Convert Table to Text

Select Row

Select Column

Select Table

Row Height

Column Width

Split Table

Gridlines

Window Menu

New Window

Arrange All

Window 1...9

Help Menu

Help Index

About


Error Messages

-A-

A DATA field does not contain a data filename.

A DATA field must precede NEXT, NEXTIF, or SKIPIF fields.

A grammar error occurred. Word is ending the current session.

A hyphenation error occurred. Word is ending the current session.

A spelling error occurred. Word is ending the current session.

A thesaurus error occurred. Word is ending the current session.

Another window cannot be opened until one is closed.

Application does not respond.

Are you sure you want to cancel the selected links?

Are you sure you want to replace the current selection?

Are you sure you want to reset the key assignments? This action will remove all keys currently assigned to macros and styles in (filename).

Argument-count mismatch.

Array already dimensioned.

Autosave is postponed for (filename).

-B-

Bad file mode.

Bad file name.

Bad file name or number.

-C-

Cannot activate application.

Cannot initiate link.

Cannot open dictionary.

Cannot perform dialog function on this command.

Cannot send keys.

Case Else expected.

Comma missing.

Command failed.

Command is unavailable.

Copy from where?

Copy to where?

-D-

Device I/O error.

Dialog Box description too complex.

Dialog record variable expected.

Division by zero.

Do you also want to save changes to the document template?

Do you want all new documents based on the (filename) template to be affected by this change?

Do you want to accept all revisions?

Do you want to automatically link the document to applications outside Word for (name)?

Do you want to change the (formatting) for the Normal style to (name)?

Do you want to change the properties of the standard style?

Do you want to continue checking at the beginning of the (filename)?

Do you want to continue hyphenation from the beginning of the (area)?

Do you want to delete (filename)?

Do you want to delete style (style name)?

Do you want to delete this header/footer and link to the header/footer in the previous section?

Do you want to keep the changes to (macro name)?

Do you want to redefine the glossary entry?

Do you want to redefine the style (style name) based on the selection?

Do you want to remove the bullets as well?

Do you want to remove the numbers as well?

Do you want to replace the destination files with files of the same names?

Do you want to replace the existing bullets with numbers?

Do you want to replace the existing (filename)?

Do you want to replace the existing header/footer with page numbers?

Do you want to replace the existing index?

Do you want to replace the existing macro?

Do you want to replace the existing numbers with bullets?

Do you want to replace the existing table of contents?

Do you want to save changes to (filename)?

Do you want to save changes to (style name)?

Do you want to save the global glossary and command changes?

Do you want to save the new return address as the default mailing address?

Do you want to save the recorded macro?

Do you want to undo all revisions?

Do you want to update (filename)?

Do you want to update the embedded objects in (filename) before saving it?

Document not open.

Duplicate label.

-E-

ELSE without IF.

END IF without IF.

Error!

Error! Bookmark not defined.

Error! Cannot insert return character.

Error! Cannot open file.

Error! Cannot open file referenced on page (nn).

Error! Cannot read or display file.

Error! Cannot repaginate; no printer installed.

Error! Disk full. Free some disk space and recalculate this field.

Error! Digit expected.

Error! Filename not specified.

Error! Glossary entry not defined.

Error! Include may not refer to itself.

Error! Index not allowed in footnote, header, footer, or annotation.

Error! Missing comparison.

Error! Missing second part of test condition.

Error! Missing test condition.

Error! No application specified.

Error! No bookmark name given.

Error! No filename specified in document reference on page (nn).

Error! No glossary entry specified.

Error! No heading paragraphs found.

Error! No index entries found.

Error! No link item specified.

Error! No sequence specified.

Error! No style name given.

Error! No table of contents entries found.

Error! No text of specified style in document.

Error! No topic specified.

Error! Not a valid bookmark in index entry on page (nn).

Error! Not a valid bookmark self-reference.

Error! Not a valid document self-reference on page (nn).

Error! Not a valid embedded object.

Error! Not a valid filename.

Error! Not a valid heading level in TOC entry on page (nn).

Error! Not a valid heading level range.

Error! Not a valid Hex digit.

Error! Not a valid link.

Error! Not a valid range of characters.

Error! Not a valid result for table.

Error! Number cannot be represented in specified format.

Error! Objects cannot be created from editing field codes.

Error! Picture string contains unmatched quotes.

Error! Picture switch must be first formatting switch.

Error! Style not defined.

Error! Switch argument not specified.

Error! Table not allowed in footnote, header, footer, or annotation.

Error! Trailing portion of string too long for wildcard match.

Error! Unknown character in picture string.

Error! Unknown Clipboard format.

Error! Unknown info keyword.

Error! Unknown op code for conditional.

Error! Unknown switch argument.

Expression too complex.

External call caused string overflow.

-F-

Fields are nested too deeply.

File already open.

File not found.

(Filename) is being used by (filename). Do you want to make a copy?

Format from where?

Format to where?

-G-

Go To:

Graphics files can be inserted using the Picture option from the Insert menu.

-I-

Identifier expected.

Illegal function call.

Illegal REDIM to Dialog Record.

INPUT missing.

Input past end of file.

Insert bookmark:

Internal error.

It will not be possible to send PRINT field data to the printer with the currently installed printer driver. Do you want to continue printing?

-L-

Label not found.

Line spacing must be at least (measurement).

Low memory. Close an application.

Low memory. Close extra windows and save your work.

Low memory. Close extra windows and try again.

Low memory. Save the document now.

Low memory. The fonts in the copied text may be incorrect.

Low memory. The list may be incomplete.

Low memory. Word cannot display the requested font.

Low memory. Word cannot perform the replace operation.

Low memory. Word is closing the saved document.

-M-

Make a selection first.

Make the list separator and the decimal separator different before calculating.

Merging will replace the current styles with new styles of the same name. Do you want to replace the styles?

Merging will replace the styles in (filename) with new styles of the same name. Do you want to replace the styles?

Missing NEXT or WEND.

Move from where?

Move to where?

-N-

Nested SUB or FUNCTION definitions.

NEXT without FOR.

No Help information is available.

No print merge errors have been found in (filename).

No RESUME NEXT.

No such macro.

No text or formatting is in the Find box.

Not a valid channel number.

-O-

One or more rows are too wide for this operation.

One or more rows are too wide to split.

Other application is busy.

Out of memory.

Out of string space.

Overflow.

-P-

Path not found.

Path/file access error.

Please provide a user name.

Process failed in other application.

-R-

Records with an incorrect number of fields will be skipped.

Rename across disks

Right parenthesis missing.

-S-

SELECT without END SELECT.

String too long.

Subscript out of range.

Syntax error.

-T-

That setting does not exist or cannot be deleted.

The Based On style name does not exist.

The bookmark name is not valid.

The Change To box contains a word that is not found in the main or custom dictionaries. Do you want to use this word and continue the operation?

The command name must have an extension.

The custom dictionary (filename) is not available.

The custom dictionary (filename) is not available to be updated. Some additions to it may be lost.

The custom dictionary (filename) is too large. Try dividing it in half.

The custom dictionary is full. The word was not added.

The date range is not valid.

The destination document did not accept the update.

The dictionary name or path is not valid.

The dimensions after cropping are too small or too large.

The dimensions after scaling are too small or too large.

The directory is not valid.

The disk drive is not valid.

The disk is full trying to write to (filename). Free some space on this drive or save the document on a different disk.

The disk is full.

The disk search failed. Word has restored the previous search path.

The document is too large to save. Delete some text before saving

The document name or path is not valid.

The document template is not valid.

The end of a row cannot be deleted.

The file (filename) already exists. Do you want to use it as a custom dictionary?

The file (filename) is a (file format) document/template. Do you want to overwrite it with (file format)?

The file (filename) is a text document. Do you want to overwrite it with (file format)?

The file (filename) is in use.

The file is too large to save. Delete some text and try again.

The file viewer could not be initialized.

The filename is too long. (filename).

The Grammar checker is in use.

The graphics file is too large to be converted.

The graphics filter was unable to convert this file.

The graphics resolution of the currently selected printer is too high for Word to handle. Please select a different printer or a lower graphics resolution in File Print Setup.

The hyphenator is in use.

The key name is not valid.

The link does not exist.

The list of paths is full. Remove some of the existing paths before trying to add a new path.

The macro (name) in the template (filename) is too big and will be truncated. To completely convert the macro, edit it in Word for Windows 1.x and split it into two or more macros.

The main document has a header file attached to it, but it does not have a data file attached. You may either continue the merge by choosing OK, or Cancel the merge and attach a data file.

The margins, column spacing, or paragraph indents are too large for some sections.

The margins of section (nn) are set outside the printable area of the page.

The margins of section (nn) are set outside the printable area of the page. Do you want to continue?

The margins of sections (nn) are set outside the printable area of the page.

The margins of sections (nn) are set outside the printable area of the page. Do you want to continue printing?

The maximum number of fields allowed is 31.

The measurement must be between (size) and (size).

The menu text is too long.

The Next style name does not exist.

The number in the Format box is not valid.

The number in the Position box must be positive.

The number in the Start At box is not valid.

The number must be between (nn) and (nn).

The numbers in the Start At and Format boxes are not valid.

The object (name) is locked for editing.

The original file may be damaged due to a serious disk error. Save it with a new filename.

The page size of section (nn) is different from the printer page size. The page size options you select in the Format Page Setup and File Print Setup dialog boxes must match. Do you want to continue printing?

The page size of section (nn) is different from the printer page size. To print correctly with the current printer, either change the printer paper size in File Print Setup, or change the document page size in Format Page Setup.

The page size of sections (nn) are different from the printer page size. The page size options you select in the Format Page Setup and File Print Setup dialog boxes must match. Do you want to continue printing?

The page size of sections (nn) are different from the printer page size. To print correctly with the current printer, either change the printer paper size in File Print Setup, or change the document page size in Format Page Setup.

The paragraph is too wide.

The password confirmation does not match.

The password is incorrect. Word cannot open the document.

The password is incorrect. Word cannot overwrite the document.

The Paste command failed because the copy and paste areas are different shapes.

The path cannot contain . or .. as path elements.

The path is not valid.

The recorded macro was too long and has been truncated.

The remote data ((topic)) is not accessible. Do you want to start the application (application)?

The requested first record is beyond the end of the print merge data file.

The search text is not found.

The setting could not be created.

The specified data type is unavailable.

The spelling checker is in use.

The style (style name) already exists. Do you want to define new properties for it?

The style name contains a character that is not valid.

The style name is too long. The maximum number of characters allowed is 24.

The style sheet is full. The style of some paragraphs may become Normal.

The style sheet is full. Word cannot define the new style.

The style you want to create is based on too many styles.

The thesaurus is in use.

The Undo command will reverse changes in the main document only. Do you want to continue?

The value is out of range.

The window is too small.

The WINWORD.INI file is not valid. Word will use the defaults.

The Word work file and memory are nearly full. Save your work.

There are fewer fields in record (name) than merge fields in the header record. Do you want to continue with the Print Merge?

There are more fields in record (name) than merge fields in the header record. Do you want to continue with the Print Merge?

There are no heading paragraphs found.

There are too many edits in the document. This operation will be incomplete. Save your work.

There are too many tabs set in this paragraph.

There are too many tabs to clear at one time.

There is a printer error.

There is a syntax error in a field condition.

There is no custom dictionary (name). Do you want to create it now?

There is no such macro.

There is not enough memory for such a large Clipboard.

There is not enough memory to compile the index.

There is not enough memory to complete the operation.

There is not enough memory to complete the operation.

There is not enough memory to create the hand annotation.

There is not enough memory to define the glossary entry.

There is not enough memory to display or print the picture.

There is not enough memory to display the outline.

There is not enough memory to display the Print Merge Helper.

There is not enough memory to display the ribbon.

There is not enough memory to display the ruler.

There is not enough memory to display the Toolbar.

There is not enough memory to merge the styles.

There is not enough memory to record the command.

There is not enough memory to repaginate or print this document.

There is not enough memory to run the application.

There is not enough memory to run the DDE application.

There is not enough memory to run the Grammar checker.

There is not enough memory to run the hyphenator.

There is not enough memory to run the Speller.

There is not enough memory to run the Thesaurus.

There is not enough memory to run the tutorial.

There is not enough memory to run this converter.

There is not enough memory to run WordPerfect Help.

There is not enough memory to sort.

There is not enough memory to update the display.

There is not enough memory to update the Toolbar.

This action will not change the default page number format. To change the default page number format for this section, use Insert Page Number and choose the Format button.

This bookmark does not exist.

This document could not be registered.

This document does not exist.

This document has too many styles. Word discarded some styles.

This document is a copy of a file that was being edited by another Word session. Changes may have been saved to the original file. Do you want to save the document using the original name and overwrite other possible changes?

This document template does not exist.

This exceeds the maximum number of columns.

This exceeds the maximum width.

This file (filename) is not available.

This file is empty or does not contain a graphic image.

This file is read-only.

This file was not recognized by the specified graphics filter.

This filename is not valid or it contains a path.

This glossary entry does not exist.

This graphics file may be damaged and cannot be converted.

This indent is too large.

This is not a valid action for annotations.

This is not a valid action for footnotes.

This is not a valid action for the end of a row.

This is not a valid date.

This is not a valid filename.

This is not a valid filename.

This is not a valid hot zone measurement.

This is not a valid integer.

This is not a valid measurement.

This is not a valid print range.

This is not a valid selection.

This is not a valid style name.

This is not a valid tab position.

This macro is too big for Word to run. Split it into two or more macros.

This macro line is too long.

This merge field name is not valid: (field name).

This operation will remove the reference to the data and/or header file from (filename). If you continue, (filename) will become a normal Word document and will no longer be a print merge main document. Do you want to continue?

This search expression is not valid.

This search list is not valid.

This session is too complex. Please close a window.

This style has a circular Based On list.

This style name already exists.

This style name does not exist.

This tab position is too large.

This task is taking longer than expected. Do you want to continue waiting?

To continue setting up this print merge, you must save the current (type of) file. If you do not save the (type of) file now, you will lose all of the work done in the Print Merge Helper.Do you want to save the (type of) file?

Too many files.

Too many nested control structures.

Type mismatch.

-U-

Unable to load Speller.

Undefined dialog record field.

Undefined SUB or FUNCTION.

Unexpected end of macro.

Unknown Location option.

-V-

Value out of range.

-W-

WEND without WHILE.

When replacing a [space] on the Toolbar, you must select both an icon and a macro or command.

Which color?

Which font name?

Which font size?

Which style?

Window does not exist.

Windows cannot print due to a problem with the current printer setup.

Windows needs more disk space to print this document.

Word cannot change printers. No printers are installed.

Word cannot change the function of the specified key.

Word cannot convert graphics files because no printer has been selected in File Print Setup.

Word cannot copy a file to (filename) because it is already open.

Word cannot copy a file to itself. (Filename).

Word cannot create a work file.

Word cannot create the custom dictionary (filename).

Word cannot create the (name) object.

Word cannot create the (type of) file because no field names were specified.

Word cannot create the (type of) file because no filename was specified.

Word cannot create the print merge document.

Word cannot create the specified destination file.

Word cannot delete the file. (Filename) is (protected).

Word cannot delete the old backup file because it is read-only or another user has it open.

Word cannot display this picture format.

Word cannot edit the (object name).

Word cannot find or run the application.

Word cannot find the (file type) (filename) for (item).

Word cannot find the (type of file) (filename).

Word cannot find the WINWORD.CBT directory.

Word cannot give a document the same name as an open document.

Word cannot insert a file into itself.

Word cannot insert a section break here.

Word cannot locate the server application for (name) objects. Install the server application with the Setup program.

Word cannot make the current document into both a print merge main document and a data document.

Word cannot merge the active style sheet.

Word cannot move footnote or annotation references to the selected destination.

Word cannot move sections to the selected destination.

Word cannot obtain data from (application) for (topic), (item).

Word cannot obtain the data for the (application name) link.

Word cannot open a custom dictionary (filename).

Word cannot open a window for the result. Close some open windows and try again.

Word cannot open (filename) because it was created with an unrecognized version of Word. Do you want to open this document as plain text?

Word cannot open the data file.

Word cannot open the document.

Word cannot open the existing (filename).

Word cannot open the (file type) (filename) for (filename).

Word cannot open the print merge data file.

Word cannot open the print merge header file.

Word cannot open this document template.

Word cannot open this file because it is being updated by another process.

Word cannot paste text containing a section mark.

Word cannot print. There is no printer installed.

Word cannot read (filename).

Word cannot read the formatting in this document.

Word cannot read this command from a previous version of Word. Do you want to delete all key/menu assignments and macros?

Word cannot read this file. Graphics filters must be installed in the WIN.INI.

Word cannot recognize this language.

Word cannot rename or delete a built-in command.

Word cannot rename or delete a macro that is open for editing.

Word cannot replace footnote or annotation references.

Word cannot replace the end-of-cell mark.

Word cannot save or create this file.

Word cannot save the document while the backup file is open. Clear the backup option or save the document with a new name.

Word cannot save this file because it is already open elsewhere.

Word cannot search for paragraph marks in Outline view.

Word cannot sort fields in the selection.

Word cannot start the converter (name) because it is being used by another Word session.

Word cannot start the file converter (filename) because it is being used by another Word session.

Word cannot start the Grammar checker.

Word cannot start the graphics filter.

Word cannot start the hyphenator.

Word cannot start the Speller.

Word cannot start the Thesaurus.

Word cannot start the tutorial.

Word cannot start WordPerfect Help.

Word cannot undo this action. Do you want to continue?

Word cannot update fields in this selection.

Word cannot use the AUTOSAVE-PATH specified in the WIN.INI file because it is not valid.

Word cannot use the DOC-PATH specified in the WIN.INI file because it is not valid.

Word cannot use the DOT-PATH specified in the WIN.INI file because it is not valid.

Word cannot use the INI-PATH specified in the WIN.INI file because it is not valid.

Word cannot use the TOOLS-PATH specified in the WIN.INI file because it is not valid.

Word cannot write to file (filename).

Word cannot write to the WIN.INI file.

Word converted the macros in this template so that they are compatible with version 2.0. Before saving the template, would you like to save a backup copy of the original template called (filename)?

Word could not create the work file. Check the temp environment variable.

Word did not completely convert the macros. Please check the individual macros.

Word did not save the document.

Word does not have enough memory for the large Clipboard. Do you want to discard it?

Word does not recognize the object (name).

Word for Windows is opening a Word for OS/2 document. (This document may be fully converted by saving it as a Word for Windows document from within Word for OS/2.)

Word found locked fields during the update. Word cannot update locked fields.

Word found no annotations.

Word found no footnotes.

Word found no index entries.

Word found no revision marks.

Word found no table-of-contents entry fields.

Word found no valid records to sort.

Word has insufficient memory. Do you want to save (filename) as (filename)?

Word is unable to save (format) files. The converter for this format is only capable of opening files.

(Word) is spelled correctly. Do you want to continue checking the remainder of the (area)?

Word is waiting for the server to release (filename).

Word needs more memory to be able to undo this operation. Do you want to continue?

Word was unable to locate the data file (filename).

Wrong number of dimensions.

-Y-

You are inserting a frame in normal view. Switch to page layout view to see, resize, or reposition the frame. Do you want to switch to page layout view now?

You are working without a Word work file and memory is nearly full. Save your work.

You can specify only one line, footnote, or annotation at a time.

You cannot attach a document template as a data or header file.

You cannot base a style on itself.

You cannot change printer orientation with the current printer installed.

You cannot close a running macro.

You cannot copy or move this selection.

You cannot edit a macro while it is being recorded.

You cannot edit the result of a link or embedded object.

You cannot include DATA, NEXT, NEXTIF, or SKIPIF fields in annotations, headers, footers, or footnotes.

You cannot insert DATA, NEXT, NEXTIF, or SKIPIF fields inside other fields.

You cannot insert this selection in a table.

You cannot modify a specified link.

You cannot paste a table into a table cell.

You cannot paste this selection into a table.

You cannot print a graphics file using the Find File command.

You cannot record over a macro being edited.

You cannot repaginate until a printer is installed.

You cannot save an open document in another format to the same location.

You cannot save while the file is in use by another process. Try saving the file with a new name.

You entered multiple destinations for a page, line, footnote, or annotation.

You have changed the default page size or page orientation of the current printer. Please note that these default settings do not apply to Word documents. To control these settings in Word, choose Page Setup on the Format menu.

You placed a large amount of text in the Clipboard. Do you want this text to be available to other applications after Word quits?


Step-by-step Instructions (Alphabetical Listing)
Step-by-step Instructions

For fast access to specific information in Help, choose the Search button in the Help button bar.

-A-

Aligning text

Alphabetizing lists and text

Annotations

-B-

Bold

Bookmarks

Borders

Bullets and bulleted lists

-C-

Calculations

Capital letters

Case (of letters)

Cells (in tables)

Centering text

Character formatting

Charts

Clipboard

Columns in a Word table

Columns of text

Combining documents

Commands

Converting documents to and from other formats

Copying documents

Copying formatting and styles

Copying graphics

Copying text

Cover page

Creating documents

Cropping graphics

Cross-references

Cutting and pasting text

-D-

Date

Defaults

Definitions of terms

Deleting text

Dictionaries

Displaying paragraph marks and other nonprinting characters

Document statistics

Document templates

Double-spacing

Draft mode

-E-

Editing graphics

Embedding information

Equations

-F-

Fields

File formats

File management

Finding files

Finding text, formatting, and special characters

Fonts

Footers

Footnotes

Form letters

Formatting characters

Formatting paragraphs

Formatting sections

Formatting with styles

Forms

Frames

-G-

Glossaries

Go to

Graphics

Gridlines

Gutter margins

-H-

Hanging indent

Headers

Headings (in outlines)

Help

Hidden text

Hyphens

-I-

Indenting

Indexes

Inserting text

Italic

-J-

Justifying text

-K-

Keeping paragraphs together

Keyboard shortcuts

-L-

Landscape page orientation

Leader characters

Line numbering

Line spacing

Lines

Linking documents

Lists

Loading documents (opening)

Lowercase letters

-M-

Macros

Magnifying the page

Margins

Math

Measurements

Menus

Merging documents

Merging styles

Mirror margins

Mouse shortcuts

Moving files

Moving frames

Moving graphics

Moving through a document

Moving text

-N-

New documents

Newspaper-style columns

Nonbreaking spaces and hyphens

Nonprinting characters

Normal view

NORMAL.DOT

Numbering lines

Numbering lists

Numbering pages

Numbering paragraphs

Numbers

-O-

Objects

Opening documents

Original Word settings (defaults)

Orphan lines of text

Outline view

Outlining

Overviews of Word features

-P-

Page breaks

Page layout view

Page numbering

Page orientation

Page size

Paginating documents

Paper size

Paragraph formatting

Paragraph numbering

Pasting text

Pictures

Point size

Portrait page orientation

Positioning text and graphics

Previewing a document before printing

Print merge

Printing

Proofing documents

-R-

Repaginating documents

Replacing text, formatting, and special characters

Resizing graphics

Retrieving files

Revision marks

Ribbon

Rows in a Word table

Ruler

Running heads

-S-

Saving documents

Screen display

Scroll bars

Scrolling in a document

Searching for files

Searching for text, formatting, and styles

Sections

Setting tabs

Shading text

Side-by-side paragraphs

Single-spacing

Sizing frames

Sizing graphics

Snaking columns

Sorting lists and text

Space between characters

Space between paragraphs

Special characters

Spelling checker

Spike

Splitting a table

Spreadsheets

Starting Word

Statistics

Status bar

Styles

Subscript and superscript characters

Summary information

Symbols

-T-

Tab stops

Tables

Tables of contents

Templates

Text alignment

Text formatting

Title page

Toolbar

-U-

Underlining

Unit of measurement

Uppercase letters

-V-

Vertical alignment

Viewing documents

Viewing Help while you work

-W-

Widow lines of text

WIN.INI file

Word count

WordArt

WordBasic

WordPerfect

Worksheets

-Z-

Zooming


Step-by-step Instructions (Table of Contents)
Step-by-step Instructions

For fast access to specific information in Help, choose the Search button in the Help button bar.

First Things to Know About Word

Your First Word Document

Putting Word to Work

Formatting a Document

1	Character Formatting

2	Paragraph Formatting

3	Formatting with Styles

4	Margins, Paper Size, and Page Orientation

5	Sections: Formatting Parts of a Document

Editing and Proofing Tools

6	Finding and Replacing Text or Formatting

7	Glossary Entries: Storing Items to Use Again

8	Proofing a Document

9	Sorting

10	Math Calculations and Equations

Arranging Text and Graphics on the Page

11	Tables

12	Columns

13	Borders and Shading

14	Graphics

15	Positioning Text and Graphics on the Page

16	Numbering Pages

17	Pagination

18	Viewing Documents

19	Forms

Special Features for Documents

20	Outlining

21	Adding Bullets and Numbers

22	Indexes and Tables of Contents

23	Headers and Footers

24	Footnotes, Annotations, and Revision Marks

Merging Documents

25	Form Letters, Mailing Labels, and Other Merged Documents

Using Word with Other Applications

26	Converting File Formats

27	Exchanging Information

Customizing Word

28	Document Templates

29	Setting Preferences

30	Customizing Menus, the Keyboard, and the Toolbar

Automating Your Work

31	Fields

32	Using Macros

33	Bookmarks and Cross-references


Aligning
Aligning text

Centering text

Changing paragraph alignment

Changing vertical alignment

Formatting a paragraph


Annotations

Overview of Footnotes, Annotations and Revision Marks

Creating, inserting, and displaying an annotation

Deleting an annotation

Pasting an annotation into document text

Printing annotations

Reading annotations


Bold

Formatting characters

Removing manual character formatting


Bullets and bulleted lists

Overview of Adding Bullets and Numbers

Adding bullets to a list

Changing bullets or updating list numbers

Converting a bulleted list to a numbered one, or vice-versa

Inserting symbols

Removing bullets or list numbers


Capital letters

Changing text case


Case (of text)
Case (of letters)

Changing text case


Centering text

Centering text

Changing vertical alignment


Charts

Converting an embedded object to text or graphics

Editing an embedded object

Inserting drawings, charts, equations, WordArt text, or other embedded objects


Clipboard

Deleting and inserting text and graphics


Columns in a Word table

Adding cells to a table

Adding columns to a table

Changing cell or column width in a table

Changing column spacing in a table

Deleting cells, rows, and columns in a table

Moving rows and columns in a table

Selecting text or graphics in a table

Sorting a column


Columns of text

Overview of Columns

Adding vertical lines between columns

Changing column width or spacing between columns

Creating columns of equal length

Inserting a column break

Inserting a page break in a multiple-column section

Searching for tabs, paragraph marks, and other special characters

Setting up newspaper-style columns

Varying the number of columns in a document


Combining documents

Exchanging Information

Form Letters, Mailing Labels, and Other Merged Documents

Inserting part of a document into another document


Commands

Customizing menus

Adding commands, macros, and lines to menus

Making changes globally or in a template

Removing commands, macros, and lines from menus

Macros

Using macros

Shortcuts

Assigning a shortcut key to commands and macros

Customizing the Toolbar

Making changes globally or in a template

Removing shortcut key assignments from commands and macros


Copying documents

Copying and moving files using the Find File command


Copying graphics

Copying and moving graphics

Inserting graphics from other applications

Using the Spike to collect and move text and graphics


Copying formating and styles
Copying formatting and styles

Copying styles between documents and templates

Formatting a paragraph

Repeating and copying character formats


Copying text

Deleting and inserting text and graphics

Inserting part of a document into another document

Storing text or graphics as a glossary entry

Using the Spike to collect and move text and graphics


Cover page

Creating a different format for the first page of a document


Cropping graphics

Cropping graphics in Word


Cutting and pasting text

Using the Spike to collect and move text and graphics


Date

Creating a header or footer

Inserting summary information and statistics into a document

Viewing the number of words, creation date, and other statistics for a document


Defaults

Overview of Setting Preferences

Document

Changing footnote separators

Changing the default character formatting settings

Changing the default margins, paper size, or orientation

Changing the formatting in the default normal style

Changing the global template NORMAL.DOT

Controlling the Prompt For Summary Information option

Setting preferences with the Options command

Setting the default unit of measurement

Setting up and using custom paper sizes

Saving documents

Changing the default directory for Word documents

Screen display

Controlling the display of paragraph marks and other nonprinting characters

Displaying and hiding the scroll bars, status bar, and style area

Displaying and hiding the Toolbar, ribbon, and ruler

Startup options

Customizing startup options (editing the WIN.INI file)


Deleting text

Deleting and inserting text and graphics


Dictionaries

Adding a custom dictionary

Adding a word to a custom dictionary

Creating a new custom dictionary

Opening or closing a custom dictionary


Displaying paragraph marks and other nonprinting characters

Controlling the display of paragraph marks and other nonprinting characters


Statistics (document)

Inserting summary information and statistics into a document

Viewing the number of words, creation date, and other statistics for a document


Double-spacing

Formatting a paragraph

Setting line spacing


Draft view
Draft mode

Adding draft mode to normal view

Displaying a document in normal view

Printing a draft version of a document


Embedding information

Overview of Exchanging Information

Converting an embedded object to text or graphics

Editing an embedded object

Inserting drawings, charts, equations, WordArt text, or other embedded objects


Finding files

Overview of Finding and Managing Files

Previewing the content of files with the Find File command

Searching for documents using the Find File command

Selecting multiple files in the Find File dialog box

Sorting the list of files found with the Find File command

Special characters you can use in a document search


Fonts

Changing text font

Changing the default character formatting settings

Changing the point size of text

Inserting drawings, charts, equations, WordArt text, or other embedded objects

Inserting symbols


Footnotes

Overview of Footnotes, Annotations, and Revision Marks

Changing a footnote reference mark

Changing footnote numbering

Changing footnote separators

Copying a footnote

Creating and inserting a footnote

Deleting a footnote

Displaying headers, footers, footnotes, and annotations

Moving a footnote

Searching for tabs, paragraph marks, and other special characters

Specifying where to print footnotes


Go to

Finding a bookmark

Jumping from a destination document to its source document

Jumping to a field


Gridlines

Displaying gridlines in a table


Gutter margins

Adding gutter margins: Reserving extra space for binding

Setting up margins for facing pages


Hanging indent

Creating a hanging indent


Help

Help instructions

Viewing Help while you work


Hidden text

Controlling the display of paragraph marks and other nonprinting characters

Formatting characters as hidden text

Printing a document and its related information


Hyphens

Controlling the display of paragraph marks and other nonprinting characters


Indenting

Creating a hanging indent

Indenting a paragraph

Indenting a paragraph to print in the margin

Indenting a paragraph to the next tab stop

Indenting rows in a table


Inserting text

Deleting and inserting text and graphics


Italic

Formatting characters

Removing manual character formatting


Justifying text

Changing paragraph alignment


Keeping paragraphs together

Keeping lines of a paragraph together on a page

Keeping paragraphs together on a page


Keyboard
Keyboard shortcuts

Keyboard and Mouse

Assigning a shortcut key to commands and macros

Removing shortcut key assignments from commands and macros


Landscape page orientation
Landscape and portrait page orientation

Overview of Margins, Paper Size, and Page Orientation

Changing the default margins, paper size, or orientation

Changing the page orientation


Leader characters

Creating horizontal lines with tab leader characters

Setting tab stops with the Tabs command


Line spacing

Setting line spacing


Lines

Overview of Borders and Shading

Adding vertical lines between columns

Changing the line style or color of a border

Creating horizontal lines with tab leader characters

Creating lines with borders


Lists

Overview of Adding Bullets and Numbers

Adding bullets to a list

Adding numbers to a list

Changing bullets or updating list numbers

Converting a bulleted list to a numbered one, or vice-versa

Inserting a cross-reference to an item in a series

Removing bullets or list numbers

Sorting a list alphabetically or numerically


Magnifying the page

Customizing the Zoom 100 Percent button

Magnifying or reducing part of a page


Margins

Overview of Margins, Paper Size, and Page Orientation

Adding gutter margins: Reserving extra space for binding

Changing page margins

Changing the default margins, paper size, or orientation

Indenting a paragraph to print in the margin

Positioning frames in the margin

Setting up margins for facing pages

Working in print preview


Measurements

Setting the default unit of measurement


Menus

Using commands

Adding commands, macros, and lines to menus

Assigning a shortcut key to commands and macros

Making changes globally or in a template

Menu bar

Removing commands, macros, and lines from menus

Removing shortcut key assignments from commands and macros


Merging styles

Copying styles between documents and templates


Mirror margins

Setting up margins for facing pages


Mouse shortcuts

Mouse shortcuts


Moving files

Copying and moving files using the Find File command


Moving frames

Moving a frame


Moving graphics

Copying and moving graphics


Moving in a document
Moving through a document

Moving in a document using the outline


Moving text

Using the Spike to collect and move text and graphics


New documents

Your First Word Document


Newspaper columns
Newspaper-style columns

Adding vertical lines between columns

Changing column width or spacing between columns

Setting up newspaper-style columns

Varying the number of columns in a document


Nonbreaking spaces and hyphens

Controlling the display of paragraph marks and other nonprinting characters

Searching for tabs, paragraph marks, and other special characters


Nonprinting characters

Controlling the display of paragraph marks and other nonprinting characters

Searching for tabs, paragraph marks, and other special characters


Normal view

Overview of Viewing Documents

Adding draft mode to normal view

Displaying a document in normal view

Switching between outline view and normal view


NORMAL.DOT

Changing the default character formatting settings

Changing the global template NORMAL.DOT


Opening documents

Opening a file created by another application


Orphan lines
Orphan and widow lines of text

Allowing widow and orphan lines


Outline view

Overview of Viewing Documents

Viewing an outline


Overviews of Word's features

Adding Bullets and Numbers

Bookmarks and Cross-references

Borders and Shading

Character Formatting

Columns

Converting File Formats

Customizing Menus, the Keyboard, and the Toolbar

Document Templates

Exchanging Information

Fields

Finding and Managing Files

Finding and Replacing Text or Formatting

Footnotes, Annotations, and Revision Marks

Form Letters, Mailing Labels, and Other Merged Documents

Formatting with Styles

Forms

Glossary Entries: Storing Items to Use Again

Graphics

Headers and Footers

Indexes and Tables of Contents

Margins, Paper Size, and Page Orientation

Math Calculations and Equations

Numbering Pages

Outlining

Pagination

Paragraph Formatting

Positioning Text and Graphics on the Page

Printing Documents

Putting Word to Work

Sections: Formatting Parts of a Document

Setting Preferences

Sorting

Tables

Using Macros

Viewing Documents

Your First Word Document


Page layout view

Overview of Viewing Documents

Working in page layout view


Page orientation

Overview of Margins, Paper Size, and Page Orientation

Changing the default margins, paper size, or orientation

Changing the page orientation


Page size

Changing the default margins, paper size, or orientation

Setting the paper size


Paper size

Overview of Margins, Paper Size, and Page Orientation

Changing the default margins, paper size, or orientation

Setting the paper size

Setting up and using custom paper sizes


Point size

Changing the point size of text

Changing the spacing between characters

Setting the default unit of measurement


Previewing documents

Previewing a document before printing

Previewing the content of files with the Find File command

Print preview bar

Working in print preview


Resizing graphics

Resizing graphics in Word

Returning a graphic to its original dimensions


Revision marks

Overview of Footnotes, Annotations, and Revision Marks

Accepting or rejecting revision marks

Comparing versions of a document

Using revision marks


Ribbon

Displaying and hiding the Toolbar, ribbon, and ruler

Ribbon


Rows in a Word table

Adding cells to a table

Adding rows to a table

Changing row alignment in a table

Deleting cells, rows, and columns in a table

Indenting rows in a table

Moving rows and columns in a table

Setting row height in a table

Sorting rows in a Word table


Ruler

Displaying and hiding the Toolbar, ribbon, and ruler

Ruler

Setting the default unit of measurement

Using the ruler with keys


Saving documents

Saving a Word document with a different file format


Screen display

Controlling the display of paragraph marks and other nonprinting characters

Customizing the Zoom 100 Percent button

Displaying and hiding the scroll bars, status bar, and style area

Displaying and hiding the Toolbar, ribbon, and ruler

Magnifying or reducing part of a page

Setting Preferences

The Word screen


Scroll bars

Displaying and hiding the scroll bars, status bar, and style area

Scroll bars


Scrolling in a document

Displaying and hiding the scroll bars, status bar, and style area


Setting tabs

Changing default tab stops

Clearing tab stops

Creating horizontal lines with tab leader characters

Setting tab stops with the ribbon and ruler

Setting tab stops with the Tabs command


Shading text

Overview of Borders and Shading

Shading paragraphs or table cells


Side-by-side paragraphs

Overview of Tables


Single-spacing

Formatting a paragraph

Setting line spacing


Sizing frames

Sizing a frame


Sizing graphics

Cropping graphics in Word

Resizing graphics in Word

Returning a graphic to its original dimensions


Space between characters

Changing the spacing between characters

Controlling the display of paragraph marks and other nonprinting characters

Searching for tabs, paragraph marks, and other special characters


Space between paragraphs

Adjusting space between paragraphs


Special characters

Controlling the display of paragraph marks and other nonprinting characters

Inserting symbols


Spike

Using the Spike to collect and move text and graphics


Splitting a table

Splitting a table


Spreadsheets

Inserting drawings, charts, equations, WordArt text, or other embedded objects

Setting up a table for spreadsheet-type calculations


Starting Word

Customizing startup options (editing the WIN.INI file)


Status bar

Displaying and hiding the scroll bars, status bar, and style area

Status bar


Subscript and superscript
Subscript and superscript characters

Making characters superscript or subscript

Removing manual character formatting


Summary information

Controlling the Prompt For Summary Information option

Inserting summary information and statistics into a document

Printing a document and its related information

Printing summary information

Viewing and changing the title, subject, and other summary information for a document

Viewing the number of words, creation date, and other statistics for a document


Symbols

Inserting symbols


Title page

Centering text

Creating a different format for the first page of a document


Toolbar

Customizing the Toolbar

Displaying and hiding the Toolbar, ribbon, and ruler

Making changes globally or in a template

Toolbar


Underlining

Formatting characters

Removing manual character formatting


Viewing Help while you work

Viewing Help while you work


Vertical alignment

Changing vertical alignment


WIN.INI file

Customizing startup options (editing the WIN.INI file)


Word count

Inserting summary information and statistics into a document

Viewing the number of words, creation date, and other statistics for a document


WordArt

Converting an embedded object to text or graphics

Editing an embedded object

Inserting drawings, charts, equations, WordArt text, or other embedded objects


WordBasic

Getting help on creating macros

Using RecordNextCommand while writing a macro


WordPerfect

Opening a file created by another application

Saving a Word document with a different file format


Zooming

Customizing the Zoom 100 Percent button

Magnifying or reducing part of a page


Bookmarks and Cross-references

Overview

Bookmarks

Inserting a bookmark

Finding a bookmark

Removing a bookmark

Inserting part of a document into another document

Moving a bookmark

Cross-references

Inserting a cross-reference to a page number

Inserting a cross-reference to text

Inserting a cross-reference to a style

Inserting a cross-reference to an item in a series


Overview of Bookmarks and Cross-references
Bookmarks and Cross-references

You can use the bookmark feature in Word the same way you do in a book -- as a placeholder, and more. For example, you can use bookmarks to identify any amount of text, not just a particular insertion point. You can also use bookmark names in fields and have the field perform an action using the text at the bookmark.

By combining bookmarks and fields, you can make three kinds of cross-references in a document: a page number cross-reference, a cross-reference to text, and a sequence number cross-reference. Word automatically generates these references when you print the document.

__________

See also

Step-by-step Instructions


Inserting a bookmark

You can use bookmarks to mark passages in a long document to which you frequently refer. Word stores bookmarks with a document until you remove them. A bookmark name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 20 characters. The name cannot have any spaces -- for example, quote1.

Note: The bookmark does not appear on the screen at the place or passage of text where you insert it.

To insert a bookmark

1	Do one of the following:

 -	Position the insertion point where you want to insert a bookmark.

 -	Select the text you want to mark with a bookmark.

2	From the Insert menu, choose Bookmark (ALT, I, M).

3	In the Bookmark Name box, type a name for the bookmark.

4	Choose the OK button.

__________

See also

Bookmarks and Cross-references


Finding a bookmark

After you insert a bookmark in a document, you can quickly return to the marked location.

To find a bookmark

1	From the Edit menu, choose Go To (ALT, E, G).

2	In the Go To box, type or select the bookmark name you want to find.

3	Choose the OK button.

Shortcut

Keyboard

1	Press F5.

The phrase "Go To:" appears in the status bar.

2	Type the bookmark name you want.

3	Press ENTER.

__________

See also

Bookmarks and Cross-references


Removing a bookmark

You can remove bookmarks when you no longer need them.

To remove a bookmark

1	From the Insert menu, choose Bookmark (ALT, I, M).

2	In the Bookmark Name box, type or select the bookmark name you want to remove.

3	To delete the bookmark, choose the Delete button.

4	Choose the Close button.

__________

See also

Bookmarks and Cross-references


Inserting part of a document into another document

If you mark part of a document with a bookmark, you can insert that portion of the document into another document. You can also link the two files so that Word automatically updates changes you make in the source file in the document to which you link it.

To insert part of a document into another document

1	Insert a bookmark to mark the part of a document you want to insert in a second document. See Inserting a bookmark.

2	Position the insertion point in the second document at the location where you want to insert the part of the first document.

3	From the Insert menu, choose File (ALT, I, L).

4	In the File Name box, type or select the name of the document that contains the part you want to insert.

5	In the Range box, type the name of the bookmark for the part of the document you want to insert.

6	If you want to create a link  between the two documents, select the Link To File check box.

If you link the documents, Word inserts the text of the bookmark as an INCLUDE field. When the text of the bookmark changes in the original document, Word also changes the text inserted in the second document. See INCLUDE fields.

Note: You can view either the entire text of the inserted portion in the field or only the field codes. See Displaying field codes or field results.

7	Choose the OK button.

__________

See also

Bookmarks and Cross-references

Exchanging Information

Fields

Field Types and Instructions


Moving a bookmark

You can move a bookmark from one location in your document to another.

To move a bookmark

1	Do one of the following:

 -	Position the insertion point where you want to insert a bookmark.

 -	Select the text you want to mark with a bookmark.

2	From the Insert menu, choose Bookmark (ALT, I, M).

3	In the Bookmark Name box, type or select the bookmark you want to move.

4	Choose the OK button.

__________

See also

Bookmarks and Cross-references


Inserting a cross-reference to a page number

If you insert a bookmark to mark a piece of text, you can refer to that text by page number anywhere in the document. When you insert a cross-reference to the marked text, Word uses the number of the page on which the marked text begins.

To insert a cross-reference to a page number

1	Mark the piece of text or location you want to refer to by page number. See Inserting a bookmark.

2	Position the insertion point where you want the cross-reference to appear.

3	To insert a field, press CTRL+F9.

4	Inside the field characters ({}), type pageref bookmark name

For example, type pageref chap3 inside the field characters for the following:

See Chapter Three, page {pageref chap3}.

See PAGEREF (Page Reference) fields.

5	To repaginate your document so the page number references will be accurate, choose Repaginate Now from the Tools menu (ALT, O, A).

6	With the insertion point inside the PAGEREF field, press F9 to update the field information. See Updating a field.

Word replaces the field codes with the number of the page on which the bookmark text appears.

7	To see the page number in your document, choose Field Codes from the View menu (ALT, V, C). See Displaying field codes or field results.

__________

See also

Bookmarks and Cross-references

Fields

Field Types and Instructions


Inserting a cross-reference to text

You can use bookmarks and fields to make a cross-reference to text in another part of the document.

To insert a cross-reference to text

1	Insert a bookmark for text you want to use in a cross reference. See Inserting a bookmark.

2	Position the insertion point where you want the cross-reference to appear.

3	To insert a field, press CTRL+F9.

4	Inside the field characters ({}), type ref bookmarkname

For example, type ref corporatepolicy inside the field characters for the following:

The corporate policy on sick leave reads as follows: {ref corporatepolicy}

See REF (Reference) fields.

5	With the insertion point inside the REF field, press F9 to update the field information. See Updating a field.

Word replaces the field codes with the text you marked with a bookmark.

6	To see the text in your document, choose Field Codes from the View menu (ALT, V, C). See Displaying field codes or field results.

__________

See also

Bookmarks and Cross-references

Fields

Field Types and Instructions


Inserting a cross-reference to a style

You can use fields to make a cross-reference to the nearest preceding paragraph that you create with a specific style. If the cross-reference is in a header or footer, the first paragraph with the specified style on the current page appears in the field.

To insert a cross-reference to a style

1	Position the insertion point where you want the cross-reference to appear.

2	To insert a field, press CTRL+F9.

See Inserting a field.

3	Inside the field characters ({}), type styleref and then the style name or heading level number of the paragraph to which you want to refer.

See STYLEREF (Style Reference) fields.

4	With the insertion point inside the STYLEREF field, press F9 to update the field information. See Updating a field.

Word replaces the field codes with the nearest preceding paragraph with the specified style.

5	To see the text in your document, choose Field Codes from the View menu (ALT, V, C). See Displaying field codes or field results.

__________

See also

Bookmarks and Cross-references

Fields

Field Types and Instructions


Inserting a cross-reference to an item in a series

You can create a cross-reference to an item numbered as part of a series of similar items in your document -- for example, a table. Word assigns a sequence number to items in a series by inserting a Sequence (SEQ) field. If you insert SEQ fields in a document, Word prints a sequence number at the location of each SEQ field. Each sequence has its own identification so that you can have separate sequences for different elements within a document -- for example, one sequence for figures, another sequence for tables, another for photographs, and so on. For more information, see SEQ (Sequence) fields.

To insert a cross-reference to an item in a series

1	Insert an SEQ field in your document before each item you want to number in a series. Label the field with a descriptive identifier for the series you are numbering.

For example, if you want to number a series of tables, the fields you insert might look like this:

{seq table}

2	Select the SEQ field you want to cross reference.

3	To insert a bookmark at the SEQ field, choose Bookmark from the Insert menu (ALT, I, M).

See Inserting a bookmark.

4	In the Bookmark Name box, type a bookmark name for the item you want to reference.

For example, if you want to insert a cross-reference to Table 5 in your document, type table5

5	Choose the OK button.

6	Position the insertion point where you want to make a cross-reference to the numbered item in your document.

7	To insert a field, press CTRL+F9.

8	Inside the field characters ({}), type

seq identifier bookmark

For example, to refer to Table 5, type

seq table table5

9	With the insertion point inside the SEQ field, press F9 to update the field information. See Updating a field.

Word replaces the field codes with the sequence number of the sequence field you marked with a bookmark.

10	To see the sequence number in your document, choose Field Codes from the View menu (ALT, V, C). See Displaying field codes or field results.

__________

See also

Bookmarks and Cross-references

Fields

Field Types and Instructions


Borders and Shading

Overview

Applying borders

Applying borders to paragraphs, tables, or graphics

Tips on bordering paragraphs

Tip on bordering tables

Tips on bordering graphics

Changing borders

Changing the line style or color of a border

Aligning borders with the margins

Removing borders

Shading

Shading paragraphs or table cells


Overview of Borders and Shading
Borders and Shading

With the Border command, you can place borders around paragraphs of text, graphics, and table cells. You can also shade the area behind paragraphs and tables.

Bordered	Shaded

paragraph	paragraph


Applying borders to paragraphs, tables, or graphics

You can apply custom borders to the following items in your document:

 -	A paragraph or paragraphs of text, including those within a table or containing one or more graphics.

 -	A single cell, a group of cells, or an entire table.

 -	Graphics wherever they appear in your document, including those within table cells.

To apply borders

1	Select the item to which you want to apply borders.

2	From the Format menu, choose Border (ALT, T, B).

By default, Word selects all four sides of the border model so you can apply an outline border.

3	Do one or more of the following:

 -	To apply a border, choose either Box or Shadow under Preset.

Note: If you select a group of cells, the Shadow option changes to Grid.

 -	To change borders for individual sides, select the sides in the border model under Border, and then select a line box under Line.

To remove a border, select the border line in the border model, and then select None under Line.

 -	To change the distance between the border and the item inside it, type or select a measurement in the From Text box under Border.

 -	To apply a color to the selected border lines, select a color in the Color box under Line.

4	Choose the OK button.

To select sides of the border model

Mouse

>	Click the side you want.

Note: To select more than one side, hold down the SHIFT key while you click the sides you want. To select all outer sides for an outline border, click outside the border model, but within the Border box.

Keyboard

1	To move to the border model, press ALT+R.

2	Press an arrow key repeatedly until you select the side or sides you want to border.

Note: After you select a border, press ALT+L to move to the Line box, and then use the arrow keys to select a line style.

Tips

 -	See Tips on bordering paragraphs.

 -	See Tip on bordering tables.

 -	See Tips on bordering graphics.

__________

See also

Borders and Shading

Framing a paragraph, graphic, or table


Tips on bordering paragraphs

 -	To apply a border to a paragraph within a table cell, make sure you select at least one character in the paragraph.

 -	To apply a border between paragraphs, select the line between the paragraphs in the border model under Border. Even if you select only one paragraph in the document, you can still specify a border between paragraphs. Word automatically applies a border between paragraphs when you press the ENTER key to start a new paragraph after the one you select.

 -	To save time applying a border format you use often, make the border part of a style. See Creating styles.

 -	Even if your paragraph is only one short line -- for example, a heading -- the border is as wide as the space between the left and right indents. To shrink the border, increase the indents. See Indenting a paragraph.

 -	Borders you apply to paragraphs may extend into the margin. To align the border with the margin, increase the paragraph indent. See Aligning borders with the margins.


Tip on bordering tables

 -	Word prints borders you apply to the left or right sides of a table outside the left and right column boundaries of the table. By indenting rows, you can keep the borders aligned with text above and below the bordered table. See Indenting rows in a table.


Tips on bordering graphics

 -	To group several graphics within a single border, place the graphics in a single paragraph or consecutive paragraphs, and then apply a paragraph border. You can also place the graphics in a table cell, and then apply a border to the cell.

 -	To add white space around a graphic and inside the border, do one of the following:

 -	Hold down the SHIFT key and drag the sizing handles away from the graphic.

 -	Set negative cropping measurements with the Picture command. See Cropping graphics in Word.


Changing the line style or color of a border

You can change the appearance of borders.

To change a border

1	Select the item with the border you want to change.

2	From the Format menu, choose Border (ALT, T, B).

3	Do one of the following:

 -	To change an outline or shadow border, select a line style and/or color under Line.

 -	To change the border one side at a time, select a side of the border model under Border, and then specify a line style and/or color under Line. Repeat for each side to which you want to apply a border.

4	Choose the OK button.

__________

See also

Borders and Shading


Aligning borders with the margins

To preserve text alignment, Word does not adjust paragraph indents or table column widths when you apply borders. When you align a paragraph or table with a margin, the border extends into the margin. By increasing the indents, you can align the border with the margin.

Border in	Border aligned

margin	with margin

To align a paragraph border with the margin

1	Select the paragraph with the border you want to align.

2	On the ruler, do one or both of the following:

 -	To align the border with the left margin, drag the [image] to the right until the border appears in the correct position.

 -	To align the border with the right margin, drag the [image] to the left until the border appears in the correct position.

Note: If the scale on the ruler is too coarse to allow a precise alignment, use the Paragraph command to specify an indentation. See Indenting a paragraph.

To align a table border with the margin

1	Position the insertion point in the table.

2	To select the entire table, do one of the following:

 -	From the Table menu, choose Select Table (ALT, A, A).

 -	Press ALT+5 on the numeric keypad.

3	On the ruler, do one or both of the following:

 -	To align the table border with the left margin, drag the [image] to the right until the border appears in the correct position.

 -	To align the table border with the right margin, drag the rightmost [image] to the left until the border appears in the correct position.

Note: If the scale on the ruler is too coarse to allow a precise alignment, use the Row Height command to specify an indentation. See Indenting rows in a table.

__________

See also

Borders and Shading


Removing borders

You can remove one or more of the borders you apply to a paragraph, table, or graphic.

To remove borders

1	Select the item with the border you want to remove.

2	From the Format menu, choose Border (ALT, T, B).

3	Do one of the following:

 -	To remove all borders, choose the None option under Preset.

 -	To remove one border at a time, select a border in the border model under Border, and then select None under Line. Repeat for each border you want to remove.

4	Choose the OK button.

__________

See also

Borders and Shading


Shading paragraphs or table cells

Shading fills in the background of paragraphs and tables. While shading is separate from bordering, you can use both features at the same time to emphasize text and graphics.

To shade paragraphs or table cells

1	Select the paragraphs or table cells you want to shade.

Note: To shade a paragraph within a table cell, make sure you select at least one character in the paragraph.

2	From the Format menu, choose Border (ALT, T, B).

3	Choose the Shading button.

4	In the Pattern box, select the pattern that matches the shading you want.

5	In the Foreground box, select a foreground color.

6	In the Background box, select a background color.

7	To close the Shading dialog box, choose the OK button.

8	To close the Border dialog box, choose the OK button.

Note: You cannot apply shading directly to a graphic; however, you can shade the paragraph or table cell that contains the graphic.

To remove shading

1	Select the shaded paragraphs or table cells.

2	From the Format menu, choose Border (ALT, T, B).

3	Choose the Shading button.

4	Under Fill, select the None option button.

5	To close the Shading dialog box, choose the OK button.

6	To close the Border dialog box, choose the OK button.

__________

See also

Borders and Shading


Character Formatting

Overview

Changing and removing text formatting

Formatting characters

Changing text case

Changing text font

Changing the point size of text

Repeating and copying character formats

Removing manual character formatting

Changing text spacing and default settings

Changing the spacing between characters

Making characters superscript or subscript

Changing the default character formatting settings

Displaying hidden text and inserting symbols

Formatting characters as hidden text

Inserting symbols

Inserting WordArt text, or other embedded objects

Editing an embedded object


Overview of Character Formatting
Character Formatting

Characters are letters, punctuation marks, numbers, symbols, and special marks, such as *, $, and @, that you type as text. Character formatting determines how characters appear on the screen and in print.

You can copy character formatting without copying text, and then apply that formatting to other text. You can also quickly apply character formatting with the ribbon or key combinations. For more information, see Character formatting key combinations.

If you have character formatting that you want to use consistently throughout a document, you may want to use the style feature in Word. If you apply formatting directly to characters and then apply a style to the paragraph that contains the characters, the characters retain their direct formatting. You can remove the direct formatting and apply only the formatting contained in the style. For more information, see Formatting with Styles.

__________

See also

Step-by-step Instructions


Formatting characters

You can use character formatting to emphasize text and create special effects in your documents. You can apply multiple formats to the same characters -- for example, you can make characters both bold and underlined.

To format characters

1	Select the text you want to change.

2	From the Format menu, choose Character (ALT, T, C).

3	Select the formatting options you want.

4	Choose the OK button.

Note: For information on replacing the default settings in Word with your own settings, see Changing the default character formatting settings.

Shortcuts

Mouse

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Select the text you want to format.

3	Do one or more of the following:

 -	Click a formatting button.

 -	Select the font or point size box.

Keyboard

1	Select the text you want to format.

2	Press the appropriate character formatting key combinations -- for example, CTRL+B for bold formatting.

Tip

 -	To repeat the last formatting action, select the text and press F4.

Note

 -	You can also specify a format or formats before you start typing. If you specify a format or formats before typing, they are applied to each character as you type.

__________

See also

Character Formatting

Applying a style


Changing text case

You can quickly change the case of your text without retyping, making text all lowercase, all uppercase, or with only the first letter of each word capitalized in your selection.

To change text case

1	Select the text for which you want to change the case.

2	Press SHIFT+F3 until the text has the case you want.

As you press SHIFT+F3, the words in the selected text will appear in the following three ways:

 -	All lowercase letters

 -	All uppercase letters

 -	The first letter of each word capitalized

Shortcut

 -	To change text to all capital letters.

1	Select the text.

2	Press CTRL+A.

__________

See also

Character Formatting


Changing text font

A font is a collection of type faces or styles used to give your text a particular look. Your choice of type styles depends on the printers you have installed.

To change text font

1	Select the text you want to change or position the insertion point where you want to begin typing characters with the new font.

2	From the Format menu, choose Character (ALT, T, C).

3	In the Font box, type or select a type style.

4	Choose the OK button.

Shortcuts

Mouse

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Select the text you want to format.

3	Click [image] next to the second box from the left on the ribbon.

4	Click the font name you want.

Keyboard

1	Select the text you want to format.

2	To move the insertion point to the Font box, press CTRL+F.

3	To select a font, press [image] or [image] to move through the list of available fonts.

4	Press ENTER.

Note: Each font includes a range of point sizes. All fonts do not have all point sizes.

__________

See also

Character Formatting


Changing the point size of text

You can vary the point size for any character in your document. Your choice of type styles and sizes depends on the printers you have installed.

To change the point size of text

1	Select the text you want to change, or position the insertion point where you want to type the text with the new size.

2	From the Format menu, choose Character (ALT, T, C).

3	In the Points box, type or select a size for your text.

4	Choose the OK button.

Note: There are 72 points per inch.

Shortcuts

Mouse

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Select the text you want to format, or position the insertion point where you want to type the text in the new size.

3	Click [image] next to the third box from the left on the ribbon.

4	Click the point size you want.

Keyboard

1	Select the text you want to format, or position the insertion point where you want to type the text in the new size.

2	Do one of the following.

To	Press

Increase by one 	CTRL+F2

  standard point size

Decrease by one 	CTRL+SHIFT+F2

  standard point size

Note: Each font includes a range of point sizes. All fonts do not have all point sizes.

__________

See also

Character Formatting


Repeating and copying character formats

Once you apply formatting to a selection, you can quickly apply the same formatting to other text.

To repeat character formats

1	Immediately after applying the original formatting, select the characters you want to format, or position the insertion point where you want to type characters in the new format.

2	Do one of the following:

 -	From the Edit menu, choose Repeat Formatting (ALT, E, R).

 -	Press F4.

To copy character formats

Mouse

1	Select the text you want to format.

2	Hold down CTRL+SHIFT and click the left mouse button on the character with the formatting you want to copy.

__________

See also

Character Formatting


Removing manual character formatting

You can remove all character formatting not defined by a style.

To remove manual character formatting

1	Select the characters whose formatting you want to remove.

2	Do one of the following:

 -	Press the character formatting key combination for the formatting you want to remove.

 -	Press CTRL+SPACEBAR.

 -	Choose Character from the Format menu (ALT, T, C), clear the check box for the formatting option you want to remove, and then press ENTER.

__________

See also

Character Formatting


Changing the spacing between characters

You can change the spacing between characters, or kerning, to make the text more readable or create special effects.

To change the space between characters

1	Select the characters, or position the insertion point where you want to type characters with the new spacing.

2	From the Format menu, choose Character (ALT, T, C).

3	In the Spacing box, select a spacing option.

To	Select

Return to default 	Normal

  spacing

Increase space	Expanded

Decrease space	Condensed

4	In the By box, type or select a positive measurement for the amount of adjustment. You can increase or decrease the spacing in 0.25-point increments.

Note: Maximum spacing is expanded, 14 points; minimum spacing is condensed, 1.75 points.

Note: The representation of the document in the Sample box changes when you move out of the box.

5	Choose the OK button.

__________

See also

Character Formatting


Making characters superscript or subscript

You can position characters above or below the line of text. Superscript is often used for footnote reference marks, subscript in scientific formulas.

To make characters superscript or subscript with the standard spacing

1	Select the characters you want to make superscript or subscript, or position the insertion point where you want to begin typing characters in the new position.

2	Press CTRL+SHIFT+PLUS SIGN for superscript, or CTRL+EQUAL SIGN for subscript.

Note: To return text to its normal position on the line, press the key combination again.

To specify an exact measurement for superscript or subscript

1	Select the characters you want to make superscript or subscript, or position the insertion point where you want to begin typing characters in the new position.

2	From the Format menu, choose Character (ALT, T, C).

3	In the Super/Subscript box, select Superscript or Subscript.

4	In the By box, type or select a measurement.

The standard placement is 3 points above or below the normal text.

Note: The representation of the text in the Sample box changes when you move out of the box.

5	Choose the OK button.

__________

See also

Character Formatting


Changing the default character formatting settings

You can change the default character settings to the settings you most often use.

To change the default character formatting settings

1	From the Format menu, choose Character (ALT, T, C).

2	Select the formatting options you want.

3	Choose the Use As Default button.

4	Choose the OK button.

Note: When you change the default formatting, Word saves the new settings in the active template and overwrites the old settings. Whenever you start a document based on that template, you will get the new settings.

__________

See also

Character Formatting


Formatting characters as hidden text

You can use hidden text to type notes or comments that you don't want to appear on screen or in print. You can use the Show All option to control whether to display hidden text, which appears with a dotted underline.

To format characters as hidden text

1	Select the characters you want to format as hidden text, or position the insertion point where you want to type hidden text.

2	From the Format menu, choose Character (ALT, T, C).

3	Under Style, select the Hidden check box.

4	Choose the OK button.

Shortcut

Keyboard

1	Select the characters you want to format as hidden text, or position the insertion point where you want to type hidden text.

2	Press CTRL+H.

To hide or display hidden text

1	From the Tools menu, choose Options (ALT, O, P).

2	In the Category box, select View.

3	Under Nonprinting Characters, select the Hidden Text check box.

4	Choose the OK button.

Shortcut

Mouse

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Click [image] to hide or display hidden text.

Note: If you select the Hidden Text check box, a View option in the Options dialog box (Tools menu), hidden text will always appear in your document.

To print hidden text

1	From the File menu, choose Print (ALT, F, P).

2	To display the Printing Options dialog box, choose the Options button.

3	Under Include With Document, select the Hidden Text check box.

4	Choose the OK button.

Note: If you select the Hidden Text option, Word prints all hidden text whether or not it appears on the screen.

__________

See also

Character Formatting


Inserting symbols

In addition to letters, numbers, and punctuation marks shown on the keyboard, many fonts include bullets, symbols, and other special marks used in languages other than English.

Word can display and print symbol characters as long as you have a screen font and a printer font installed that contain the characters. If you have only the printer font, the symbols will print properly but they may not display correctly.

Note: Word inserts the symbols in the document's current point size.

To insert symbols

1	Position the insertion point where you want the character to appear in your document.

2	From the Insert menu, choose Symbol (ALT, I, S).

3	In the Symbols From box, select a font that contains the character you want, or type the name of the font.

Note: If you choose Normal Text in the Symbols From box, your symbol may change if you later change the font in the paragraph.

4	Select the character in any of the following ways:

 -	Double-click the symbol character.

 -	Click the symbol character and choose the OK button.

 -	Use the arrow keys to move to the symbol character you want, and then press the ENTER key.

 -	Type the symbol.

 -	Type the ASCII code for the symbol.

__________

See also

Character Formatting


Columns

Overview

Creating columns and inserting breaks

Setting up newspaper-style columns

Inserting a column break

Creating columns of equal length

Inserting a page break in a multiple-column section

Changing column width or number and adding vertical lines

Varying the number of columns in a document

Changing column width or spacing between columns

Adding vertical lines between columns


Overview of Columns
Columns

Using Word, you can produce two types of columns: table columns, which you create with the Table menu, and newspaper-style columns, in which text flows from the bottom of one column to the top of the next by using the Columns command.

You can have different numbers of columns throughout a document. You can vary the number of columns on a single page, or you can change the formatting in a particular part of a document, such as in the index. To change the number of columns in one part of the document, you make that part a separate section. Within each section, Word automatically adjusts the width of the columns to fit between the margins. If you adjust the margins or the setting for the space between the columns, Word changes the width of the columns so they will continue to fit margin to margin.

Word provides three views that are especially useful when working with multiple columns.

View	Advantages

Normal	Faster text entry, shows section marks, and provides a way for you to enlarge a portion of your document.

Page  layout 	Shows columns side by side and is best for final editing, manually inserting column breaks, and adjusting column width. You can also zoom in on and out of parts of your document.

Print preview 	Shows overall page layout and is useful for final adjustments to margins and page breaks. You can preview two pages at the same time.

__________

See also

Step-by-step Instructions


Setting up newspaper-style columns

You can format newspaper-style, or "snaking," columns for a section of a document. In newspaper-style columns, text flows continuously from the bottom of one column to the top of the next. If your document has no section breaks, Word will set up the entire document in columns. For more information, see Inserting a new section break.

To set up newspaper-style columns

1	Do one of the following:

 -	Position the insertion point in the section where you want to set up columns.

 -	If your document is only one section, position the insertion point anywhere in the document.

 -	If you want only part of your document to appear in columns, select the text you want.

Note: Word will insert a section break before and after the text you selected.

2	From the Format menu, choose Columns (ALT, T, O).

3	Do one or more of the following:

 -	In the Number Of Columns box, type the number of columns you want.

Note: All columns will be the same width.

 -	To adjust the space between columns, type or select a positive decimal measurement in the Space Between box.

 -	To insert a vertical line between columns, select the Line Between check box.

Note: If you want the vertical lines between the columns to appear on the screen as they will print, choose Print Preview from the File menu (ALT, F, V).

 -	To start a new column, select the Start New Column check box.

Note: The representation of the document in the Sample box changes as you change the number of columns.

4	In the Apply To box, select one of the following.

Select	To

Whole Document	Apply formatting to all sections in the document.

Selected Text	Insert section breaks before and after the selection.

This Point Forward	Insert a section break before the insertion point.

Selected Sections	Apply formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

5	Choose the OK button.

Note: In normal view, one column appears at a time on the screen. In page layout view and print preview, the columns appear as they will print.

Shortcut

Mouse

1	Do one of the following:

 -	Select the text you want to include in the columns.

 -	Position the insertion point anywhere in the section in which you want to change the number of columns.

2	On the Toolbar, click the Column button.

3	Drag across the grid that appears to choose the number of columns you want.

As you move the pointer, Word displays the number of columns at the bottom of the grid.

4	To insert the columns, release the mouse button.

Tips

 -	You can change the number of columns in the middle of a page. See Varying the number of columns in a document.

 -	To set up columns of side-by-side paragraphs, use the Insert Table command on the Table menu (ALT, A, I). See Insert Table command.

__________

See also

Columns


Inserting a column break

Word automatically breaks columns so they fit on the page. You can insert a column break manually if you want to control where a column ends or begins.

To insert a column break

1	To display the columns side by side, choose Page Layout from the View menu (ALT, V, P).

2	Position the insertion point where you want to insert the column break.

3	From the Insert menu, choose Break (ALT, I, B).

4	Under Insert, select the Column Break option button.

5	Choose the OK button.

Note: 	The text below the break moves to the top of the next column.

Shortcut

Keyboard

1	Position the insertion point where you want to insert the column break.

2	Press CTRL+SHIFT+ENTER.

__________

See also

Columns

Inserting a new section break


Creating columns of equal length

Columns may be uneven at the end of a document, a section, or a page if you have inserted a hard page break.

Note: If you want to start the next section on a new page and also balance the columns at the end of the previous section, you can add an extra section break. See Inserting a new section break.

To create columns of equal length

1	Position the insertion point at the end of the text in the columns you want to balance.

If a section break follows the columns that start the next section on a new page, make sure you position the insertion point before the existing section break mark.

2	From the Insert menu, choose Break (ALT, I, B).

3	Under Section Break, select one of the section break options.

Select	To print text on

Next Page	Next page

Continuous	Same page

Even Page	Next even page

Odd Page	Next odd page

4	Choose the OK button.

Tip

 -	In normal view, one column appears at a time. In page layout view and print preview, the columns appear as they will print.

__________

See also

Columns


Inserting a page break in a multiple-column section

You can insert a page break in a section with multiple columns to start a new page with a different number of columns. For example, you can create a multiple-column index after the main body of text and then start the index on a new page.

To insert a page break in a multiple-column section

1	Position the insertion point where you want to break the page.

2	From the Insert menu, choose Break (ALT, I, B).

3	Under Section Break, select the Next Page option button.

4	Choose the OK button.

__________

See also

Columns


Varying the number of columns in a document

You can change the number of columns that appear on a single page or throughout your document. Changing the number of columns can add emphasis to the text or set it apart from the other paragraphs.

To vary the number of newspaper-style columns in a document

1	Do one of the following:

 -	Position the insertion point in the section where you want to change the number of columns.

 -	To vary the number of columns in a selection, select the text you want to change.

Note: Word will insert section breaks before and after the text you select once you finish setting it up.

2	From the Format menu, choose Columns (ALT, T, O).

3	Do one or more of the following:

 -	In the Number Of Columns box, type the number of columns you want.

Note: All columns will be the same width.

 -	To adjust the space between columns, type or select a positive decimal measurement in the Space Between box.

 -	To insert a vertical line between columns, select the Line Between check box.

Note: If you want the vertical lines between the columns to appear on the screen as they will print, choose Print Preview from the File menu (ALT, F, V).

 -	To start a new column, select the Start New Column check box.

Note: The representation of the document under Sample changes as you change the number of columns.

4	In the Apply To box, select one of the following.

Select	To

Whole Document	Apply formatting to all sections in the document.

Selected Text	Insert section breaks before and after the selection.

This Point Forward	Insert a section break before the insertion point.

Selected Sections	Apply formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

5	Choose the OK button.

Note: In normal view, one column appears at a time. In page layout view and print preview, the columns appear as they will print.

Shortcut

Mouse

1	Do one of the following:

 -	Select the text you want to include in the columns.

 -	Position the insertion point anywhere in the section where you want to change the number of columns.

2	On the Toolbar, click the Column button.

3	Drag across the grid that appears to choose the number of columns you want.

As you move the pointer, Word displays the number of columns at the bottom of the grid.

4	To insert the columns, release the mouse button.

Tip

 -	You can create different column layouts on the same page by inserting multiple section breaks. See Inserting a new section break.

__________

See also

Columns


Changing column width or spacing between columns

When you adjust the spacing between columns, Word automatically adjusts the width of the columns so the text fits between the margins.

To change column width or spacing between columns

Mouse

1	If you are not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	If the ruler is not displayed, choose Ruler from the View menu (ALT, V, R).

3	Select the columns you want to change.

4	If the column markers are not displayed on the ruler, click [image].

5	Drag a column marker ( [image] or [image]) to adjust either the width of the columns or the spacing between the columns.

Keyboard

1	Position the insertion point anywhere in the text for which you want to change the spacing between the columns.

2	From the Format menu, choose Columns (ALT, T, O).

3	In the Space Between box, type the measurement you want.

The default spacing in Word is 0.5 inch. You can also type cm for centimeters -- for example, 1.5cm

4	Choose the OK button.

Note: Word automatically adjusts the width of the other columns as well as the corresponding space between the columns.

Tip

 -	In normal view, one column appears at a time. In page layout view and print preview, the columns appear as they will print.

__________

See also

Columns


Adding vertical lines between columns

To emphasize the separation between newspaper-style columns, you can add vertical lines between them. The lines are as long as the longest column on the page or in the section.

To add vertical lines between columns

1	Position the insertion point in the section in which you want lines between columns.

2	From the Format menu, choose Columns (ALT, T, O).

3	Select the Line Between check box.

Note: The representation of the document in the Sample box changes when you select the Line Between check box.

4	Choose the OK button.

Note: If you want the vertical lines between the columns to appear on the screen as they will print, choose Print Preview from the File menu (ALT, F, V).

__________

See also

Columns


Converting File Formats

Overview

Opening a file created by another application

Saving a Word document with a different file format


Overview of Converting File Formats
Converting File Formats

Because Word recognizes the file formats of many other word-processing applications, you can open files that were not created with Word. You can also save Word documents in other file formats to use with other applications or to share with co-workers who don't have Word.

__________

See also

Step-by-step Instructions


Opening a file created by another application

In Word, you can open files created with different applications. Word automatically converts the documents to Word format.

To open a file created by another application

1	Do one of the following:

 -	On the Toolbar, choose the Open button.

 -	From the File menu, choose Open (ALT, F, O).

2	In the File Name box, type or select the file you want to open.

If Word does not list the document you want to open in the File Name box, do one or more of the following:

 -	In the Drives box, select a new drive.

 -	In the Directories box, select a new directory.

 -	In the List Files Of Type box, select the type of document you want to open as determined by its three-character extension.

3	To convert the file to Word Normal file format, choose the OK button.

Notes

 -	If the format you need does not appear in the List Files Of Type box in the Open dialog box, copy the converters you want from.your copy of Word for Windows 2.0.

 -	This version of Word comes with the following converters:

Document Templates (.dot)

Microsoft Word for Windows

Rich Text Format (.rtf)

Microsoft standard document interchange

Text Only

Without line breaks

DOS Text Only

For reading plain text files created from a DOS-based product -- for example, Microsoft Word for DOS or WordPerfect

Text with Layout

Restores text to paragraph form, including indents and paragraph spacing

DOS Text with Layout

For reading plain text files created from a DOS-based product -- for example, Microsoft Word for DOS or WordPerfect

Microsoft Word for Windows

Version 1.0, 1.1, and 1.1a

Windows Write

Microsoft Windows Write

WordPerfect

Versions 5.0 and 5.1

Microsoft Excel Worksheet

Microsoft Excel Worksheets

You can obtain other converters from Microsoft.

See also

Converting File Formats


Saving a Word document with a different file format

You may need to save a file that is not in Word Normal format --  for example, when you edit a DOS file that must be saved as a text-only file.

To save a Word document with a different file format

1	From the File menu, choose Save As (ALT, F, A).

2	In the File Name box, type a new name for the document.

3	In the Save File As Type box, select the file format.

4	Choose the OK button.

Notes

 -	If the format you need does not appear in the List Files Of Type box in the Open dialog box, copy the converters you want from.your copy of Word for Windows 2.0.

 -	This version of Word can save files in the following file formats:

Document Template (.dot)

Microsoft Word for Windows

Rich Text Format (.rtf)

Microsoft standard document interchange

Text Only

Without line breaks

DOS Text Only

For saving plain text files to be read into a DOS-based product -- for example, Microsoft Word for DOS or WordPerfect

Text With Layout

Creates a text file while maintaining columns, line spacing, tabs, text frames, paragraph spacing, indents, and tables

DOS Text With Layout

For saving plain text files to be read into a DOS-based product -- for example, Microsoft Word for DOS or WordPerfect

Text Only With Line Breaks

Inserts a carriage return at the end of each line

DOS Text Only With Line Breaks

For saving plain text files to be read into a DOS-based product -- for example, Microsoft Word for DOS or WordPerfect

Windows Write

Microsoft Windows Write

WordPerfect

Versions 5.0, and 5.1

Excel Worksheets

Microsoft Excel worksheet format

You can obtain other converters from Microsoft.

Tip

 -	Save a Word for Windows document in Word Normal format until you finish working on it. You can then edit the document in Word for Windows until you want to open it in a different application.

__________

See also

Converting File Formats


Customizing menus, the keyboard, and Toolbar
Customizing Menus, the Keyboard, and the Toolbar

Overview

Customizing menus

Adding commands, macros, and lines to menus

Removing commands, macros, and lines from menus

Customizing keys

Assigning a shortcut key to commands and macros

Removing shortcut key assignments from commands and macros

Customizing the Toolbar and templates

Customizing the Toolbar

Customizing the Zoom 100 Percent button

Making changes globally or in a template

For information on creating macros, see Using Macros.

For information on setting display preferences, see Setting Preferences.


Overview of Customizing Menus, the Keyboard, and the Toolbar
Customizing Menus, the Keyboard, and the Toolbar

Imagine designing your own word processor with menu commands, key assignments, and dialog box defaults set up precisely the way you want. Customizing features in Word make it possible for you to do just that.

You can add to menus features you use regularly, such as commands, dialog box options, macros, and actions represented by buttons, and remove from menus the features you rarely use.

You can customize key assignments by creating the key combinations handiest for you. You can preserve the original Word settings and create separate template files for customized settings.

The Toolbar offers quick access to some of the most common commands in Word with a single click of the mouse. You can customize the Toolbar to include commands you use regularly and remove the ones you rarely need.

__________

See also

Step-by-step Instructions


Adding commands, macros, and lines to menus

You can add commands and features to menus. You can also add lines to menus to visually separate groups of commands.

Note: When you change keys or menus in Word, Help topics do not reflect the changes.

To add commands, macros, and lines to menus

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Menus.

3	Under Context, do one of the following:

 -	To make the command or macro available only to documents based on the attached template, select the Template option button.

Note: The Template option button is unavailable if NORMAL.DOT is the template attached to your document.

 -	To make the command or macro available to all documents, including those based on the attached template, select the Global option button.

4	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you created and those that come with Word, select the Macros option button.

5	In the Menu box, select the menu you want to add the command or macro to.

6	Do one or more of the following:

 -	To add an item to a menu, select the command or macro you want in the Commands or Macros box. A description of the item appears in the Description box.

 -	To add a line separator to the menu, select the dotted line at the top of the list in the Commands or Macros box.

 -	To rename a command or macro, select the original name in the Commands or Macros box. Type the new name in the Menu Text box, and then insert an ampersand (&) in front of the letter you want to underline in the name on the menu -- for example, type B&old to place Bold on the menu and underline the "o".

7	Choose the Add button to add the item to the end of the selected menu.

8	Repeat steps 3 through 7 for each command, macro, or line you want to add.

9	Choose the Close button.

10	To save the new menu assignment, do one of the following:

 -	To save the new menu assignment now, choose Save All from the File menu (ALT, F, E). When Word prompts you to save global, glossary, and command changes, or changes to the attached template, choose the Yes button.

 -	To save the new menu assignment when you exit the application, choose the Yes button when Word prompts you to save global, glossary, and command changes, or changes to the attached template.

Note: Word saves the menus in NORMAL.DOT unless you specify a different template.

Note

 -	To return all menu assignments to the default arrangement set by Microsoft, choose the Reset All button, a Menus option in the Options dialog box (Tools menu).

__________

See also

Customizing Menus, the Keyboard, and the Toolbar


Removing commands, macros, and lines from menus

You can remove commands and macros from menus. You can also remove the lines on menus Word uses to visually separate groups of commands.

Note: When you change keys or menus in Word, Help topics do not reflect the changes.

To remove commands, macros, and lines from menus

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Menus.

3	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and that come with Word, select the Macros option button.

4	In the Menu box, select the menu containing the command, macro, or line you want to remove.

5	In the Menu Text box, select the command, macro, or line you want to remove.

A description of the item appears in the Description box.

6	Choose the Delete button.

7	Repeat steps 3 through 6 for each item you want to remove.

8	Choose the Close button.

9	To save the new menu assignment, do one of the following:

 -	To save the new menu assignment now, choose Save All from the File menu (ALT, F, E). When Word prompts you to save global, glossary, and command changes, or changes to the attached template, choose the Yes button.

 -	To save the new menu assignment when you exit the application, choose the Yes button when Word prompts you to save global, glossary, and command changes, or changes to the attached template.

Note: Word saves the menus in NORMAL.DOT unless you specify a different template.

Note

 -	To return all menu assignments to the default arrangement set by Microsoft, choose the Reset All button, a Menus option in the Options dialog box (Tools menu).

__________

See also

Customizing Menus, the Keyboard, and the Toolbar


Assigning a shortcut key to commands and macros

You can make commands, dialog box options, and other items more accessible by assigning key combinations to them.

Note: When you change keys or menus in Word, Help topics do not reflect the changes.

To assign a shortcut key to commands and macros

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Keyboard.

3	Under Context, do one of the following:

 -	To make the key assignment available only to documents based on the attached template, select the Template option button.

Note: The Template option button is unavailable if NORMAL.DOT is the template attached to your document.

 -	To make the key assignment available to all documents, including those based on the attached template, select the Global option button.

4	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and those that come with Word, select the Macros option button.

5	In the Commands or Macros box, select the command or macro you want to assign a key to.

In the Current Keys For box, Word lists the current key combinations assigned to that command or macro.

6	Under Shortcut Key, select the key combination you want for the command or macro.

 -	If an assignment already exists for that key combination, Word displays it to the right of the word Currently. For example, If you select the Ctrl check box and then type A, "AllCaps" appears to the right of Currently because Word already assigned CTRL+A to the AllCaps command.

 -	If you add a key assignment that Word currently uses for another command, style, or macro, Word assigns the key combination to your choice and removes the previous key assignment. If you do not want to override the previous assignment, type another key combination.

7	Choose the Add button.

8	Repeat steps 3 through 6 for each command or macro you want to assign a key to.

9	Choose the Close button.

10	To save the new keyboard assignment, do one of the following:

 -	To save the new keyboard assignment now, choose Save All from the File menu (ALT, F, E). When Word prompts you to save global, glossary, and command changes, or changes to the attached template, choose the Yes button.

 -	To save the new keyboard assignment when you exit the application, choose the Yes button when Word prompts you to save global, glossary, and command changes, or changes to the attached template.

Note

 -	To return all keyboard assignments to the default arrangement set by Microsoft, choose the Reset All button, a Keyboard option in the Options dialog box (Tools menu).

__________

See also

Customizing Menus, the Keyboard, and the Toolbar

Applying a style with a shortcut key


Removing shortcut key assignments from commands and macros

You can remove key assignments from commands, dialog box options, and other items, freeing those key combinations for other assignments.

Note: When you change keys or menus in Word, Help topics do not reflect the changes.

To remove shortcut key assignments from commands and macros

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Keyboard.

3	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and those that come with Word, select the Macros option button.

4	In the Commands or Macros box, select the command or macro from which you want to remove the key assignment.

5	In the Current Keys For box, select the key assignment you want to delete.

6	Choose the Delete button.

7	Repeat steps 3 through 6 for each key assignment you want to delete.

8	Choose the Close button.

9	To save the new keyboard assignment, do one of the following:

 -	To save the new keyboard assignment now, choose Save All from the File menu (ALT, F, E). When Word prompts you to save global, glossary, and command changes, or changes to the attached template, choose the Yes button.

 -	To save the new keyboard assignment when you exit the application, choose the Yes button when Word prompts you to save global, glossary, and command changes, or changes to the attached template.

Note

 -	To return all keyboard assignments to the default arrangement set by Microsoft, choose the Reset All button, a Keyboard option in the Options dialog box (Tools menu).

__________

See also

Customizing Menus, the Keyboard, and the Toolbar


Customizing the Toolbar

You can change, or customize, the Toolbar so it contains buttons for commands or macros you use most often. Word stores the changes you make to the Toolbar in the active template, which Word lists at the top of the dialog box. You can save the changes to a different template by choosing Template from the File menu.

To add a button to the Toolbar

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Toolbar.

3	Under Context, do one of the following:

 -	To make the Toolbar change available only to documents based on the attached template, select the Template option button.

Note: The Template option button is unavailable if NORMAL.DOT is the template attached to your document.

 -	To make the Toolbar change available to all documents, including those based on the attached template, select the Global option button.

4	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and those that come with Word, select the Macros option button.

5	In the Commands or Macros box, select the command or macro you want to add to the Toolbar.

6	In the Button box, select a button you want to place on the Toolbar.

7	In the Tool To Change box, select the position you want to insert the new button into.

8	To make the change, choose the Change button.

9	Repeat steps 3 through 8 for each addition you want.

10	Choose the Close button.

To remove a button from the Toolbar

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Toolbar.

3	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and those that come with Word, select the Macros option button.

4	In the Tool To Change box, select the button you want to remove.

5	In the Commands or Macros box, select the first entry, [space].

6	To make the change, choose the Change button.

7	Repeat steps 4 through 6 for each button you want to remove.

8	Choose the Close button.

To change the command or macro assigned to a button

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Toolbar.

3	Under Show, do one of the following:

 -	To display the commands that come with Word, select the Commands option button.

 -	To display the macros you create and those that come with Word, select the Macros option button.

4	In the Commands or Macros box, select the command or macro you want to add to the Toolbar.

5	In the Tool To Change box, select the button you want to change.

6	To make the change, choose the Change button.

7	Choose the Close button.

Notes

 -	To return all Toolbar assignments to the default set by Microsoft, choose the Reset All button, a Toolbar option in the Options dialog box (Tools menu).

 -	To return a Toolbar button to the default arrangement set by Microsoft, select the button in the Tool To Change box, a Toolbar option in the Option dialog box (Tools menu), then choose the Reset Tool button.

Tip

 -	You can customize the Zoom 100 Percent button, to select any level of magnification from 25 percent to 200 percent. See Customizing the Zoom 100 Percent button.

__________

See also

Customizing Menus, the Keyboard, and the Toolbar


Making changes globally or in a template

Word saves changes you make in the Options dialog boxes in the WINWORD.INI file and applies them to any document you open, regardless of which template you use. However, when you make changes in the Menus, Keyboard, or Toolbar categories, these changes apply only to the active template.

If you want to save changes made to these categories in a particular template, you need to attach that template to the document with the Template command.  If you want to globally save changes made to these categories so they affect all templates, attach the NORMAL.DOT template.

To make changes globally or in a template

1	From the File menu, choose Template (ALT, F, T).

2	In the Attach Document To box, type or select a template.

3	Under Store New Macros And Glossaries As, select one of the following.

To	Select

Have changes	Global

  available to all

  documents

Save changes	With Document

  only with the	 Template

  active template

Have Word	Prompt For Each New

  ask each time

  you save

4	Choose the OK button.

____________

See also

Customizing Menus, the Keyboard, and the Toolbar


Defined Terms
Definitions

-A-

alignment	arrow keys

annotation	auto link

annotation mark	auto macro

Application Control	automatic save

  menu

application window

-B-

background pagination

body text

bookmark

bullet

-C-

cell	column selection

click	Control Panel

Clipboard	crop

collapse	cut

column break

-D-

data file	dialog box

DDE	directories

defaults	document Control menu

demote	document window

destination	draft mode

  document	drag

device driver	drive

-E-

edit

endnote

expand

extend selection

-F-

field	footnote

field codes	footnote reference mark

field result	form

field type	form letter or document

file	format

file format	formula

font	frame

-G-

global template

glossary

gutter margin

-H-

hanging indent	heading level style

header and footer	hidden text

header file	hot zone

heading	hyphen

-I-

icon

indent

index

insertion point

-K-

key assignment

-L-

landscape	line spacing

leader characters	link

line break	list box

-M-

macro	menu

main document	merge

measurement	message

-N-

nonbreaking hyphen

nonbreaking space

normal view

-O-

object

optional hyphen

options

outline view

overtype

-P-

page break	point size

page layout view	portrait

pane	position

paste	printer driver (file)

path	promote

-R-

read-only	revision marks

read-write	ribbon

record	rule

regular link	ruler

repaginate

-S-

scale	Spike

scroll bar	Spooler

section	status bar

section break	style

selection bar	style area

sidebar	subscript

sidehead	summary information

sort	superscript

source document	switch

special characters

-T-

tab stop	text box

table	title bar

template	Toolbar

-V-

vertical alignment

view

-W-

widow and orphan

window

wordwrap


Alignment

The horizontal position of text within the width of a line or between tab stops. There are three kinds of alignment in Word.

Alignment	Determines

Paragraph	Whether the lines in a paragraph are aligned with the left indent (flush left), aligned with the right indent (flush right), aligned with both indents (justified), or centered (centered) between indents.

Tab	Which direction text extends from a tab position.

Section	How paragraphs are placed vertically on a page.


Annotation

A note or comment an author or reviewer adds to a document. Annotations appear in a separate annotation pane. Each annotation carries an identifying mark, usually the annotator's initials and a number.


Annotation mark

A mark, usually the annotator's initials and a number inside brackets, that identifies an annotation in a document. Word displays annotation marks when the annotation pane is open, or when you select the Hidden Text option with the Options command on the Tools menu.


Application Control menu

A menu that includes commands with which you can control the size and position of the Word window and switch to another application. To display the menu with keys, press ALT+SPACEBAR.


Application window

A window that contains a running application. The window displays the menus and provides the workspace for any document used within the application. The application window shares its borders and title bar with document windows that are fully enlarged.


Arrow keys

The UP ARROW, DOWN ARROW, LEFT ARROW, and RIGHT ARROW keys. Used to move the insertion point or to select from a menu or a list of options.


Auto link

Word passes information between files and applications through links. In an auto link, information changed in one file is automatically communicated to a file it is linked to.


Auto macro

A series of actions that runs automatically. Word recognizes any macro whose name begins with "Auto" as a macro that runs automatically when needed. For example, with an auto macro named AutoExec, you can automatically open the document you were last working on.


Automatic save

An option that automatically prompts you to save your document at specified intervals. You can select or clear the Automatic Save option with the Options command on the Tools menu.


Background pagination

A feature that automatically calculates and inserts page breaks into your document. Page breaks tell the printer where to start each page.


Body text

Text that is not a heading and has no level assigned to it. In outline view, Word displays a symbol to the left of body text.

Body text


Bookmark

A marked location in a document or a passage of text that you have named for reference purposes. Bookmarks are more than placeholders: You can use them with fields to create and number cross-references.


Bullet

A mark, usually a round or square dot, often used to add emphasis or distinguish items in a list.

Example:

Things to do

 -	Record a macro

 -	Insert an annotation

 -	Arrange Help and Word side-by-side


Cell

The basic unit of a table. In a table, the intersection of a row and a column forms one cell.


Click

To press and release a mouse button in one nonstop motion.


Clipboard

A temporary storage area for cut or copied text or graphics. You can paste the contents of the Clipboard into any Word document or into a file of another application, such as Microsoft Excel. The Clipboard holds the information until you cut or copy another piece of text or a graphic.


Collapse

To hide the body text and subheadings under headings in outline view. When you collapse body text and subheadings, you see the outline structure of a document. This makes reorganizing the document easier.


Column break

A place in text where you designate the end of one column and the beginning of another. In page view and print preview, and when you print your document, text after a column break appears in a new column. A column break appears as a dotted line.

A break you insert is called a hard break; a break determined by the page layout is called a soft break.


Column selection

A rectangular block of highlighted text and/or graphics. By holding down the right mouse button and dragging, or by pressing CTRL+SHIFT+F8 and then using the arrow keys, you can select text in consecutive paragraphs without selecting entire paragraphs.

Normal selection	Column selection


Control Panel

The Microsoft Windows Control Panel adjusts operations and formats such as the insertion point blink rate, date and time formats, and communications setup. The settings affect both Word and Windows.


Crop

To trim away the parts of a graphic you don't want to display.


Cut

To remove selected text or a graphic from a document so you can paste it to another place in the document or to another document.

The cut information is placed in a temporary storage area called the Clipboard. The Clipboard holds the information until you cut or copy another piece of text or a graphic.


Data file

A document that contains text to be merged into a main document to create form letters or other merge documents. For example, a data document for a form letter may contain names and addresses that vary for each letter.

If you want to use data from another word-processing program, database, or spreadsheet, first convert the file to Word format.


DDE (Dynamic Data Exchange)

A channel through which Windows applications pass information to each other. For example, when you link a table in a Word document to data in Microsoft Excel, Word uses DDE to update the document when the data in Microsoft Excel changes.


Defaults

Predefined settings such as page margins, tab spaces, and shortcut key assignments. The default template when you create documents is NORMAL.DOT, whose default settings include margins of 1.25 inches and no indents.


Demote

To change a heading to body text or to a lower heading level -- for example, from Heading 8 to Heading 9.


Destination document

A document that contains data, graphics, or other information whose source is another document or application. Using links, you can update information in a destination document each time the source changes.


Device driver

A special file that tells your computer how to operate equipment such as a mouse or a printer. For example, a mouse driver makes the mouse pointer appear on the screen and translates mouse button clicks into actions.


Dialog box

A box that displays the available command options for you to review or change.


Directories

Subdivisions of a disk that work like a filing system to help you organize your documents. For example, you can create a directory called LETTERS for all of your form letters.


Document Control menu

A menu with commands that control a document window -- for example, you can size, position, and split a document window.

To display the menu with keys, press ALT+HYPHEN.


Document window

A rectangular portion of the screen in which you view and edit a document.

You can have up to nine document windows open in the Word window. Each document window can be divided horizontally into two parts, called panes.

When you enlarge a document window to maximum size, it shares its borders and title bar with the Word window.


Draft mode

A view of an active document without formatting or graphics. Draft mode reduces the time needed to display or print a document.


Drag

To hold down the mouse button while moving the mouse.


Drive

The mechanism in your computer that turns a disk to retrieve and store information. Personal computers often have one hard disk drive labeled C and two drives labeled A and B that read removable floppy disks.


Edit

To add, delete, or change text and graphics.


Endnote

A note of reference or explanation. Endnotes are footnotes printed at the end of a section or document. Endnotes appear in the footnote pane for editing.


Expand

To display the body text and subheadings under headings in outline view. Expanding a heading is the opposite of collapsing, or hiding the body text and subheadings under it.


Extend selection

To lengthen a selection. When you extend a selection, it grows progressively larger each time you press F8. For example, if you select a word, you can extend the selection to a sentence by pressing F8 once. To shrink the selection, press SHIFT+F8.

When you extend a selection, you can also use the arrow keys, or any of the other keys that move the insertion point within text, to enlarge or shrink the selection.


Field

The coded instructions that insert many types of information into your document, including the variable data inserted into form letters during printing. You can update fields to automatically insert new information into your document.

For more information on fields, choose the Field Types and Instructions topic from the Help Index.


Field codes

A field that appears as special instructions enclosed by field characters ({}). For example, the field codes {include c:\\letters\\richard.ltr} insert the entire text of the file RICHARD.LTR.


Field result

Text or graphics inserted into a document because of the action of a field. For example, the result of the INCLUDE field {include c:\\letters\\richard.ltr} is the entire text of the file RICHARD.LTR.


Field type

Identifies the action or the effect the field has in the document. Examples of field types are AUTHOR, BOOKMARK, COMMENTS, and DATE.

For a complete list of field types, choose the Field Types and Instructions topic from the Help Index.


File

A document that has been created, then saved, under a unique filename. In Word, all documents are stored as files.


File format

The format in which data is stored in a file. Word usually stores a document in Word's "Normal" file format, which includes the text and all the formatting applied to the document.

Word can read and save in several file formats, such as WordPerfect, RTF, and earlier versions of Microsoft Word for Windows.


Font

The general shapes for a set of characters. Each font has a name with which you can select the font and apply it to text. Geneva and Modern are examples of fonts.


Footnote

A note of reference, explanation, or comment. In Word, you can place footnotes at the bottom of a page, immediately beneath text on a page, or at the end of a chapter or document. Footnotes appear in the footnote pane for editing.


Footnote reference mark

A number, character, or combination of characters that indicate when additional information appears in a footnote. In the graphic above, the number 12 is a footnote reference mark.


Form

A document with fill-in blanks for insertion of information. In Word, you can create an online form that uses fields to prompt you for information.


Form letter or document

One of a number of documents created by merging the main document and the data document. The main document contains basic text that is the same in every copy of the letter. The data document contains the information that varies for each letter, such as names and addresses.


Format

The way text appears on a page. In Word, a format comes from direct formatting and the application of styles. The four types of formats are character, paragraph, section, and document.


Formula

A mathematical statement or expression, such as 3x = 1/2y. Word provides special codes to create formulas.

For information on creating formulas, see the Microsoft Word Equation Editor User's Guide.


Frame

A box you add to mark an area of your document -- for example, a block of text, a graphic, or a chart -- so that you can easily change its position on a page.

Once you insert an object into a frame, you can drag it to the position you want in page layout view. Word automatically makes room for the frame at the new location.


Global template

In Word, a template with the filename NORMAL.DOT that contains default menus, dialog box settings, and styles. Documents use the global template unless you specify a custom template.


Glossary

A place you store text or graphics you want to use again. Each piece of text or graphics is recorded as a glossary entry and assigned a unique name. Global glossary entries are available to all documents.


Gutter margin

Extra space allowed on the inside edge of pages to accommodate a binding.


Hanging indent

A paragraph format in which the first line of a paragraph starts farther left than subsequent lines.


Header and footer

A header is text or graphics that appear at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names. Headers and footers appear in the header/footer pane for editing.


Header file

In a print merge process, a document containing a header record that Word substitutes for the header record in a data document.


Heading

A title for a part of a document (for example, a chapter title) formatted with one of Word's nine heading level styles. In outline view, Word displays a symbol to the left of every heading.

A heading followed by text

A heading not followed by text


Heading level style

A format given to a heading. A heading level style can be applied to text while in outline view or normal editing view. Word has nine different heading level styles.


Hidden text

A character format that allows you to show or hide designated text. Word indicates hidden text by underlining it with a dotted line. You can select or clear the Hidden Text option with the Options command on the Tools menu. You can omit hidden text during printing.


Hot zone

An unmarked space reserved within the right margin of a document that Word uses to determine whether or not a word should be hyphenated. To reduce the number of hyphens, make the hot zone wider. To reduce the raggedness of the right margin, make the hot zone narrower.


Hyphen

A punctuation mark used to connect the parts of a compound word or between syllables of a word, especially when divided at the end of a line. Word has three kinds of hyphens.

Hyphen	Symbol	Use

Regular	--	Used for words that are always hyphenated and can be split at the end of a line.

Optional	Specifies where you want a word hyphenated. If the entire word will not fit on one line, Word will split the word where you specified.

Nonbreaking	---	Used when you want to insert a hyphen but do not want the word split between two lines.


Icon

A graphical representation of a file-level object -- that is, a disk drive, a directory, an application, a document, or other object that you can select and open.


Indent

The distance between text boundaries and page margins. Positive indents make the text area narrower than the space between margins. Negative indents allow text to extend into the margins. A paragraph can have left, right, and first-line indents.

Indents can also be measured relative to columns in a section, table cells, and the boundaries of positioned objects.


Index

A list of names, places, and/or subjects, usually alphabetized, found in a document. Each entry includes the page number where the item is found.


Insertion point

Vertical blinking bar on the Word screen that shows your current location and where text and graphics are inserted. The insertion point also determines where Word will begin an action, such as checking spelling.


Key assignment

A key or combination of keys that perform a function. For example, F1 is the key designated to open Help. You can change current key assignments and assign macros to keys.


Landscape

A term used to refer to horizontal page orientation; opposite of "portrait," or vertical, orientation.

Landscape	Portrait


Leader characters

Characters, usually dots or hyphens, that fill the space between words separated by tab characters to draw the reader's eye across a line. Leader characters are often used in tables of contents.

Example:

Chapter 1.............................Page 5


Line break

Inserted where you want to end one line and start another without starting a new paragraph. When you select the All option with the Options command from the Tools menu, a line break you insert is represented by the newline character ( [image]).


Line spacing

The amount of space between the bottom of one line and the bottom of the next line -- that is, the amount of spacing between baselines. Line spacing is often measured in lines or points. The following table shows the approximate point equivalents for standard line spacing set with the ruler.

Spacing	Points between baselines

Single	12

One-and-one-half	18

Double	24

Note: Two lines = double-spaced; 72 points = 1 inch.


Link

A means to communicate data between files. When you change data in one file, Word updates the linked file, either automatically or when you request an update.


List box

Part of a dialog box that contains a list of valid selections for an option. Some list boxes stay the same size; others drop down to display the list of items.


Macro

A sequence of actions that is named and stored. When you run a macro, Word performs all of its assigned actions in sequence. Macros can be assigned to keys or menus.


Main document

In a form letter or document, the main document contains text and graphics that are the same for all the merged documents. Within the text, you insert fields that are replaced by information specific to each of the merged documents when you print.


Measurement

A measured distance. In Word, you type measurements in a dialog box with one of the following units.

Unit	Equivalent measurements

Centimeters (cm)	2.54 cm = 1 in

Inches (in  or  ")	1 in = 72 pt = 6 pi

Lines (li)	1 li = 1/6 in = 12 pt

Picas (pi)	1 pi = 12 pt = 1/6 in

Points (pt)	1 li = 1/6 in = 12 pt


Menu

A list of commands that drops down from the menu bar. The menu bar is displayed across the top of an application window and lists the menu names, such as File and Edit.


Merge

To combine one or more sources of text into a single document, such as a form letter.


Message

A notice on the screen that informs you of a problem or asks for more information. Messages appear in the status bar at the bottom of your screen, in a message box, or as bold text in your document.

When Word displays a message, you can press F1 for immediate help, with the following exceptions:

 -	Field error messages that appear as bold text in your document

 -	Some low-memory messages

Note: You can get help on all messages by choosing the Index button and then choosing Messages under Reference Information.


Nonbreaking hyphen

Used in hyphenated text that you do not want split between two lines, such as the phrase "forget-me-not." You can insert a nonbreaking hyphen by pressing SHIFT+CTRL+HYPHEN.


Nonbreaking space

Used in place of a normal space when you want to prevent a line break between two words. For example, you might use a nonbreaking space between an abbreviated title and a name, such as "M. Poirot." You can insert a nonbreaking space by pressing SHIFT+CTRL+SPACEBAR.


Normal view

The view you see when you start Word. Normal view is used for most editing and formatting tasks.


Object

A table, chart, graphic, equation, or other form of information you create and edit with an application other than Word, but whose data you insert and store in a Word document.


Optional hyphen     ( [image])

A hyphen you insert to indicate where you want to break a word if a word needs to be divided at the end of the line.

Word inserts optional hyphens when you choose Hyphenate from the Tools menu. You can manually insert an optional hyphen by pressing CTRL+HYPHEN.

You can display optional hyphens by selecting the Optional Hyphens option with the Options command on the Tools menu.


Options

The choices you have in a dialog box.


Outline view

An outline shows the headings of a document indented to represent their level in the document structure. In Word, you can display the structure of your documents in outline view.

Outline view makes it easy to move quickly through a document, change the importance of headings, and rearrange large amounts of text by moving headings.


Overtype

An option for replacing existing characters one by one as you type. You can select overtype by pressing the INS key or by selecting the Overtype option with the Options command on the Tools menu. When you select the Overtype option, the letters "OVR" appear in the status bar at the bottom of the Word window.


Page break

...............................................................................

The point at which one page ends and another begins. In page view and print preview, and when you print your document, text after a page break appears on a new page.

A break you insert is called a hard break; a break determined by the page layout is called a soft break.


Page layout view

A view of your document as it will appear when you print it. Items such as headers, footnotes, and framed objects appear in their actual positions, and you can drag them to new positions. You can edit and format text in page layout view.


Pane

Each document window can be divided horizontally into two parts, called panes. You can scroll within each pane to view different parts of a document at the same time.

In normal view and outline view, you can view and edit headers and footers, footnotes, and annotations in separate panes.


Paste

To insert cut or copied text into a document from the temporary storage area called the Clipboard.


Path

Drive, directory, and filename. For example, the complete path for Word for Windows might be C:\WINWORD\WINWORD.EXE.


Point size

A measurement used for the size of text characters. There are 72 points per inch.


Portrait

A term used to refer to vertical page orientation; opposite of "landscape," or horizontal, orientation.

Landscape	Portrait


Position

The specific placement of graphics, tables, and paragraphs on a page. In Word, you can assign items to fixed positions on a page.


Printer driver (file)

A file for each of the printers supported by Word. The file includes codes for controlling the printer, a list of the fonts available on the printer, and the dimensions of the characters in each font. These files have the extension .PRD. You select a printer driver with the Printer Setup command on the File menu.


Promote

To change body text or a heading to a higher heading level in outline view -- for example, to Heading 1 from Heading 2.


Read-only

A document attribute that allows you to view, but not make changes to, a document using the same filename. In Word, you can designate that a document be read-only when you open it to prevent accidental changes.


Read-write

A document attribute that allows you to open, view, and make changes to a document.


Record

A paragraph of information in a data document that Word inserts into another document (for example, a form letter) during merging.

Example:

Tony Cartone, 1234 Main St., Great Hampton, MI 40087


Regular link

Word passes information between files and applications through links. In a regular link, information is updated only when you request it, not automatically.


Repaginate

To calculate and insert page breaks at the correct point in your document. By default, Word repaginates whenever you make a change in your document.


Revision marks

Marks that show where you or others make deletions, insertions, and other editing changes in a document. Revision marks appear as follows:

 -	Deleted text has strikethrough formatting.

 -	New text has bold, italic, or underline formatting.

 -	Changed text has vertical lines, called revision bars, in the margin.

Example:


Ribbon

A graphical bar displayed across the top of the Word window for viewing and applying character formatting.

To display the ribbon, choose Ribbon from the View menu. You may need to enlarge the Word window to the full width of the screen to see the entire ribbon.


Rule

A straight vertical or horizontal line between columns in a section, next to paragraphs, or in a table. You can assign a variety of widths to a rule.


Ruler

A graphical bar displayed across the top of the document window. You can use the ruler to indent paragraphs, set tab stops, adjust page margins, and change column widths in a table. You can also use the ruler to view these formatting characteristics. You can change the units of measurement on the ruler with the Options command on the Tools menu.

To display the ruler, choose Ruler from the View menu. You may need to enlarge the Word window to the full width of the screen to see the entire ruler.


Scale

To change the height and/or width of a graphic by a certain percentage. You can choose to preserve or change the relative proportions of elements within the graphic.


Scroll bar

A graphical device for moving vertically and horizontally through a document with a mouse. Scroll bars are located at the right and bottom edges of the document window. You can display or hide scroll bars with the Horizontal Scroll Bar and Vertical Scroll Bar check boxes, View options in the Options dialog box (Tools menu).


Section

A portion of a document in which you set certain page formatting options. You create a new section when you want to change options such as line numbering, number of columns, or headers and footers. Until you insert section breaks, Word treats your document as a single section.


Section break

The point at which you end one section and begin another because you want some aspect of page formatting to change. A section break appears as two dotted lines.


Selection bar

An unmarked column at the left edge of a document window used to select text with the mouse.

Selection bar

In a table, each cell has its own selection bar at the left edge of the cell.


Sidebar

A short article that accompanies and presents information about a topic in a larger article that is interesting in its own right, or is too lengthy to fit within the main article. With Word, you can select and position paragraphs as a sidebar.


Sidehead

A heading that is positioned in the margin of a document, outside the usual text area.


Sort

To arrange items in a selection into a new order automatically. You can sort alphabetically, by number order, or by date.

For a complete list of sorting options, see "Sorting," in the Microsoft Word for Windows User's Guide.


Source document

A document that provides data, graphics, or other information to another document through a link. When you change information in a source document, you can update the linked information in what is known as the destination document.


Special characters

Displayed on the screen to indicate characters that do not print, such as tab characters or paragraph marks. You can control the display of special characters with the Options command on the Tools menu, and the Show/Hide [image] button on the ribbon.


Spike

A special glossary entry in which you can collect text and graphics from various locations in a document and insert them as a group in another location.


Spooler

A system program that automatically runs when you choose a print command so you can print a series of documents in the background while you continue to work in an application.


Status bar

A line at the bottom of the Word window that displays information about the current status of the document and application.


Style

A group of formatting instructions that you name and store. When you apply a style to selected paragraphs, all the formatting instructions of that style are applied at once.


Style area

A vertical pane along the left edge of the document window that displays style names for paragraphs visible in the window. You can display the style name area with the Options command on the Tools menu.


Subscript

Text that appears slightly lower in a line than the text around it. Often used in scientific formulas.


Summary information

Descriptions and statistics about a document such as title, author, comments, and revision number. You can view or change summary information with the Summary Info command on the File menu.


Superscript

Text that appears slightly higher in a line than the text around it. Word automatically formats footnote references in superscript.


Switch

A special instruction that causes a specific action to occur. Generally, an option is added to a field to modify a result. For example, you can display a month in a DATE field as a number, as an abbreviation, or by its full name, depending on the switch.

For more information on switches, choose the Field Types and Instructions topic from the Help Index.


Tab stop

A measured position for placing and aligning text at a specific place on a page. Word has four kinds of tabs, each with a different alignment.

Button	Alignment

Left

Text extends to the right from the tab.

Center

Text is centered at the tab.

Right

Text extends to the left from the tab until the tab's space is filled -- then text extends to the right.

Decimal

Text before the decimal point extends to the left, and text after the decimal point extends to the right.


Table

One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns. You can convert text into a table with the Insert Table command on the Table menu.


Template

A special kind of document that provides basic tools and text for shaping a final document. Templates can contain the following elements:

 -	Text that is the same in every memo or report

 -	Styles

 -	Glossary items

 -	Macros

 -	Menu and key assignments

For an overview of templates, choose the Search button and select Templates: Overview.


Text box

A box within a dialog box where you type information needed to carry out a command.


Title bar

The horizontal bar at the top of a window that shows the name of the document or application that appears in that window.


Toolbar

A graphical bar with buttons that perform some of the most common commands in Word, such as opening, copying, and printing files.

To display the Toolbar, choose Toolbar from the View menu. You may need to enlarge the Word window to the full width of the screen to see the entire Toolbar.


Vertical alignment

The placement of text on a page in relation to the top, bottom, or center of the page.


View

A display that shows certain aspects of the document. Word has five views: normal, draft, outline, page, and print preview.


Widow and orphan

A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is the first line of a paragraph printed by itself at the bottom of a page. The initial settings in Word prevent widows and orphans.


Window

A rectangular area on your screen in which you view and work on documents. You can have up to nine different document windows open at once.


Wordwrap

Automatic placement of a word on the next line. When you type text and reach the right margin or indentation, Word checks to see if the entire word you type fits on the current line. If not, Word automatically places the entire word on the next line.


Exchanging Information

Overview

Linking

Creating links

Updating links

Editing linked information in the source document

Jumping from a destination document to its source document

Changing a link

Locking and unlocking a link

Canceling a link

Embedding

Inserting drawings, charts, equations, WordArt text, or other embedded objects

Editing an embedded object

Converting an embedded object to text or graphics


Overview of Exchanging Information
Exchanging Information

Linking

You can create a document that includes information created in another application and then link the two documents together. By copying a selection from a source document and pasting it into a destination document you are working on, Word will update the destination document any time the information changes in the source document.

When you create links in your document, you can specify how frequently you want to update the information. Unless you specify otherwise, Word updates the information automatically whenever the source document changes.

Embedding

You can create a document that includes information such as charts, graphics, and spreadsheet data created by other applications.

You can embed objects created by applications that support Windows and object embedding. You must have enough memory to run all of the applications you are using at once.

You may want to use embedding instead of linking when you do not need to update the information but, rather, want to edit and format the information within Word. For example, you can embed a graphic in a Word document that you created in another application. All the information used to create the graphic is kept with the graphic that you insert in the Word document.

While you work in your Word document, you may decide that you want to edit the object -- for example, you may want to change the fill pattern in the graphic from solid to stripes. To edit the object, you simply select it. Word opens a window to the application in which you created the object where you make the editing or formatting changes you want. When you switch back to Word, the object is updated with the changes you made.

__________

See also

Step-by-step Instructions


Creating links

You can add information to your document from another document and then create a link between the two. Through this link, your Word document is updated whenever you update the information in the source document.

Note: Before beginning this procedure, make sure that you save the source document.

To create a link

1	Start the application containing the information you want to use in your document.

2	Open the file containing the information you want to add to your Word document.

3	Select the information you want to link.

4	From the Edit menu of the application containing the information, choose Copy (ALT, E, C).

5	Position the insertion point in the Word document where you want to insert the linked information.

6	From the Edit menu in Word, choose Paste Special (ALT, E, S).

7	In the Data Type box, select the type of information you want to add to your document. See Paste Special command.

8	Choose the Paste Link button.

__________

See also

Exchanging Information


Updating links

You can update links in your document automatically or manually. If you choose to update links automatically, each destination document immediately shows the change whenever a change is made in the source document. If you update links manually, you decide when to update your document. When you do not want to make additional changes to a document, you can "lock" the link to prevent updating.

To specify when you update a link automatically

1	In the destination document, select the linked information you want to update.

2	From the Edit menu, choose Links (ALT, E, L).

3	Under Update, select the option you want.

Select	To update your document

Manual	Only when you specify you want to make changes

Automatic	Whenever a change occurs in the source document

4	Choose the OK button.

To update a link manually

Use this procedure whenever you want to update the destination document manually.

1	In the destination document, select the linked information you want to update.

Note: You can select more than one link by holding down the CTRL key as you select the linked information.

2	From the Edit menu, choose Links (ALT, E, L).

Note: If you want to update another link, select it in the Links box.

3	Choose the Update Now button.

Word reflects any changes made in the source document since the last update in the destination document for each selected link.

To update all links in a document

1	Select the entire destination document.

2	From the Edit menu, choose Links (ALT, E, L).

3	Choose the Update Now button.

Note: You cannot update locked links.

Shortcut

Keyboard

1	Select the links you want to update.

2	Press F9.

__________

See also

Exchanging Information


Editing linked information in the source document

You can edit the source document for a link at any time, in the same way you edit other parts of the document. Word sends any changes you make in the source document to the destination document depending on the update option you select. For more information, see Updating links.

To edit linked information in the source document

1	Open the source document.

2	Make the change you want in the linked information.

3	From the File menu, choose Save (ALT, F, S).

__________

See also

Exchanging Information


Jumping from a destination document to its source document

Although you can edit linked information in a destination document, Word ignores any changes you make when it updates the link. If you need to change the contents or formatting of linked information, make the changes in the source document.

To jump from a destination document to its source document

1	In the destination document, select the linked information you want to edit.

2	From the Edit menu, choose Links (ALT, E, L).

3	Choose the Open Source button.

4	Make changes in the source document you want.

5	From the File menu, choose Save (ALT, F, S).

6	To close the document, choose Close from the File menu (ALT, F, C).

Word reflects the changes in the destination document according to the update options you select.

Note: If you do not need to receive any more updates from the source document, you can cancel the link and then edit the information as you would any other text. For more information, see Canceling a link.

__________

See also

Exchanging Information


Changing a link

After you create a link in your document, you can change the name of the source application and the source document to which you link the information.

To change a link

1	Select the linked information.

2	From the Edit menu, choose Links (ALT, E, L).

3	Choose the Change Link button.

4	Do one or more of the following for the selected link:

 -	To change the name of the source application, type a new name in the Application box.

 -	To change the name of the source file, type a new name in the File Name box.

 -	To change the name of the range or item that you want to link, type a new name in the Item box.

5	Choose the OK button.

__________

See also

Exchanging Information


Locking and unlocking a link

After you create a link in your document, you can lock it to prevent the information from changing when you update all other links in the document.

To lock or unlock a link

1	Select the linked information in your Word document.

2	From the Edit menu, choose Links (ALT, E, L).

3	Do one or more of the following:

 -	To lock a link, select the Locked check box.

 -	To unlock a link, clear the Locked check box.

4	Choose the OK button.

__________

See also

Exchanging Information


Canceling a link

When you cancel a link, Word no longer updates the information in the destination document. The linked information remains in your document as it appeared when you last updated the link.

To cancel a link

1	Select the linked information.

2	From the Edit menu, choose Links (ALT, E, L).

3	Choose the Cancel Link button.

4	When Word displays a message asking you to confirm that you want to cancel the link, choose the Yes button.

Shortcut

Keyboard

1	Select the linked information.

2	Press CTRL+SHIFT+F9.

__________

See also

Exchanging Information


Inserting drawings, charts, equations, WordArt text, or other embedded objects

By embedding objects in Word, you can create documents that include information created by other applications, such as charts, graphics, and spreadsheet data. The information you embed is called an object.

You may want to use embedding instead of linking when you do not need to share the information with other documents, but when you want to edit and format the information while in Word. When you need to share information with another file, you will want to create a link. For more information, see Creating links.

To insert an embedded object

1	Position the insertion point where you want to embed the information.

2	From the Insert menu, choose Object (ALT, I, O).

3	In the Object Type box, select the type that describes the application in which you will create the object.

Note: The items included in the list depend on which applications that support linking and embedding are installed on your system. Installing an application using its Setup program makes it available in the Object Type box.

4	To move to the source application, choose the OK button.

5	Create or select the information you want to embed in your Word document.

6	To embed the information as an object in your document, do one of the following:

 -	From the File menu of the source application, choose Exit And Return (ALT, F, X).

 -	Close the window of the embedded object.

 -	If you are working in Microsoft Excel, choose the Update command.

To paste an embedded object

1	Open the application in which you want to create information to insert in Word.

2	Copy the data.

3	Open Word.

4	To embed the object, choose Paste from the Edit menu (ALT, E, P).

Note: To paste a Word object, choose Paste Special from the Edit menu (ALT, E, S).

__________

See also

Exchanging Information


Editing an embedded object

You can edit an embedded object in its own application window by double-clicking it in your document.

To edit an embedded object

Mouse

1	To open the source application so you can edit the information, double-click the object.

2	Make the changes you want.

3	From the File menu in the source application, choose Exit And Return (ALT, F, X).

Keyboard

1	Select the object you want to edit.

2	To open the source application so you can edit the object, choose Edit Object from the Edit menu (ALT, E, B).

3	Make the changes you want.

4	Do one of the following:

 -	From the File menu, choose Exit And Return (ALT, F, X).

 -	If you are working in Microsoft Excel, choose the Update command (ALT, F, U).

__________

See also

Exchanging Information


Converting an embedded object to text or graphics

Because the objects you embed include the information necessary to create them, embedding can increase the size of your files. You can reduce your file size by changing the object to text or graphics. The object remains in your document, but you can no longer use the source application to edit it. However, you can still edit or format it using the commands available in Word.

To convert an embedded object to text or graphics

Keyboard

1	Select the linked information.

2	To convert the field to text or graphics, press CTRL+SHIFT+F9.

__________

See also

Exchanging Information

Fields


Fields

Overview

Inserting

Inserting a field

Inserting fields within a field (nesting)

Editing

Selecting text within a field

Editing a field

Formatting the result of a field

Displaying field codes or field results

Using

Updating a field

Jumping to a field

Printing field codes

Preventing Word from updating

Locking or unlocking a field

Unlinking a field

Reference information

Field Types and Instructions.

For information on using fields to link your documents to other applications, see Exchanging Information.


Overview of Fields
Fields

A field is a set of codes that retrieves and displays information from other places in your document, other documents, other applications, or the computer's internal clock and calendar. For example, the DATE field retrieves and displays the current date. Fields save you the work of manually updating parts of your document.

A number of Word commands insert fields for you. For example, the Table Of Contents command inserts a field that makes it easy to update the table of contents as your document changes.

When you work directly with field codes, you can fine-tune the results they produce. For information on specific field types, see Field Types and Instructions.

__________

See also

Step-by-step Instructions


Inserting a field

In Word, a field is a set of codes that you can use in place of text or data that changes frequently -- for example, you can use a TITLE field instead of typing the title as regular text. When you print the document, the current title appears automatically. Word inserts fields when you perform tasks such as numbering outlines or creating tables of contents.

To insert a field

1	From the Insert menu, choose Field (ALT, I, D).

2	In the Insert Field Type box, select the field type you want.

Note: For information about a field type, select the field type, and then press F1.

3	If the field requires additional instructions, do one or both of the following:

 -	In the Instructions box, select an item, and then choose the Add button.

 -	In the Field Code box, type the instructions after the item.

Note: You cannot create a field by typing braces ({}) around the field type and instructions.

4	Choose the OK button.

Word inserts the field and displays either the field codes or the field results. For information on controlling the view of fields, see Displaying field codes or field results.

Shortcut

Keyboard

1	To insert an empty field, press CTRL+F9.

2	Between the field characters ({}), type the field type and any additional instructions.

3	To update the field with information to which the field codes refer, press F9.

Note: To display the results, you may need to press SHIFT+F9, which controls the display of selected fields.

__________

See also

Fields

Field Types and Instructions


Inserting fields within a field (nesting)

By inserting a field within a field, you can use one field as part of the instructions for another field. Word updates the innermost field first and the outermost field last. For example:

{comments {fillin "What's new:"}}

In this example, the FILLIN field is the instruction for the COMMENTS field. Word displays a box in which you can type a few words about the document and then updates the Comments box in the Summary Info dialog box accordingly.

To insert a field within a field

1	Position the insertion point after the field type within an existing field.

For example, position the insertion point after the "s" in {comments}.

2	Insert the field you want to nest.

See Inserting a field.

Note: You can nest no more than 20 levels.

__________

See also

Fields


Selecting text within a field

You can select text within a field the same way you select any other text, with a couple of exceptions:

 -	When the field shows its codes, and you select one of the field characters ({}), Word selects the entire field.

 -	When the field shows its results, and you select either the first or the last character of the results, Word selects the entire field.

To select text within a field

Mouse

>	Hold down the left mouse button and move the mouse pointer over the text you want to select.

Keyboard

>	Hold down the SHIFT key and use the arrow keys to select the text you want.

__________

See also

Fields


Editing a field

When you want to change the result of a field, you can edit the field codes. For example, you can change which part of a file is inserted by an INCLUDE field by editing the bookmark name in the field codes.

To edit a field

1	Position the insertion point in the field.

2	If the field shows its result, press SHIFT+F9 to display the field codes.

3	Edit the field codes.

4	To test the field codes for the correct result, press F9 to update the field.

Note: To display the results, you may need to press SHIFT+F9, which controls the display of selected fields.

For information on specific field types, see Field Types and Instructions.

__________

See also

Fields


Formatting the result of a field

The field result is the information referred to by the field codes -- for example, the field {include c:\\doc\\mydoc.doc} yields the text of MYDOC.DOC. You can apply character formatting to the entire result of a field by formatting the field codes and including a formatting switch.

To format the result of a field

1	Position the insertion point in the field.

2	If the field appears as a field result, press SHIFT+F9 to switch to field codes.

3	After the field codes, type a space followed by:

\* charformat

4	Format the first character after the opening field character ({) the way you want the entire field result to appear.

In the following example, the field code produces text that is bold and italic when you give the "i" bold and italic formatting:

{include c:\\doc\\mydoc.doc \* charformat}

5	To update the field, press F9.

Note: To display the results, you may need to press SHIFT+F9, which controls the display of selected fields.

For information on other formats that you can produce with the Format switch, see Format \*.

__________

See also

Fields

INCLUDE field


Displaying field codes or field results

Fields have two views: codes and results. Field codes are the instructions that appear between the field characters ({}) -- for example, {author}. The field result is the text or graphics that the codes refer to -- for example, G. Hopper. You can switch between field codes and field results for a single field or for all fields in the document.

Note: Some fields appear only when you select the Hidden Text option. See Controlling the display of paragraph marks and other nonprinting characters.

To switch between codes and results for a single field

1	Position the insertion point anywhere in the field.

2	Press SHIFT+F9.

To switch between codes and results for all fields

>	From the View menu, choose Field Codes (ALT, V, C).

To display hidden field codes

Word automatically formats as hidden text Index Entry fields, TC (Table of Contents Entry) fields, and RD (Referenced Document) fields. To display these fields, you display hidden text by doing the following:

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select View.

3	Under Nonprinting Characters, select the Hidden Text check box.

4	Choose the OK button.

Tip

 -	You can display field codes in one pane and field results in the other pane if you split the document window into two panes. You then can see the results of changes you make to the field codes without repeatedly switching between codes and results.

__________

See also

Fields


Updating a field

When you update a field, Word usually displays the latest information, such as the current date. In other cases -- for example, a fill-in form -- updating a field causes a dialog box to appear. You can update fields either manually or automatically -- for example, when you perform an operation such as printing or merging documents.

To update a field manually

1	Position the insertion point anywhere in the field.

Note: If you want to update more than one field, select the portion of the document containing the fields you want to update.

2	Press F9.

If F9 has no effect or if Word beeps, the field may be locked. See Locking or unlocking a field.

Note: To display the results, you may need to press SHIFT+F9, which controls the display of selected fields.

To update fields automatically when you print

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Print.

3	Under Printing Options, select the Update Fields check box.

4	Choose the OK button.

__________

See also

Fields


Jumping to a field

You can move quickly through the fields in a document, from top to bottom or bottom to top. This is helpful when you want to update only certain fields before performing an operation such as printing.

Note: When you jump among fields, Word skips over fields that Word automatically formats as hidden text: Index Entry fields, TC (Table of Contents Entry) fields, and RD (Referenced Document) fields.

To jump to the next field

>	Press F11.

Note: If your keyboard has only 10 function keys, press ALT+F1 to jump to the next field.

To jump to the previous field

>	Press SHIFT+F11.

Note: If your keyboard has only 10 function keys, press ALT+SHIFT+F1 to jump to the previous field.

__________

See also

Fields


Printing field codes

When you print a document that contains fields, you can print the field codes instead of field results. For example, if your document contains IMPORT fields for complex graphics, you can speed the print job by printing the field codes instead of the graphics.

To print field codes

1	From the File menu, choose Print (ALT, F, P).

2	Choose the Options button.

3	Under Include With Document, select the Field Codes check box.

4	Choose the OK button.

5	To print the document, choose the OK button.

__________

See also

Fields

Printing a document and its related information


Locking or unlocking a field

If you want to temporarily prevent Word from updating a field, you can "lock" the field. For example, if your document contains a field that performs a calculation, you can preserve the result of the calculation by locking the field. If you try to update a locked field, Word beeps.

If you want to make the current result of a field permanent, see Unlinking a field.

To lock a field

1	Position the insertion point anywhere in the field.

Note: If you want to update the field before locking it, press F9.

2	Press CTRL+F11.

Note: If your keyboard has only 10 function keys, press ALT+CTRL+F1 to lock the field.

To unlock a field

1	Position the insertion point anywhere in the field.

2	Press CTRL+SHIFT+F11.

Note: If your keyboard has only 10 function keys, press ALT+CTRL+SHIFT+F1 to unlock the field.

__________

See also

Fields


Unlinking a field

A field in Word is usually "linked" to a source of information -- for example, a DATE field that is linked to the calendar in your computer. If you want to make the current result of a field permanent, you can remove the link to the field. For example, you can remove the link to a DATE field if you want to preserve the date as it currently appears.

If you want to temporarily prevent Word from updating the field, see Locking or unlocking a field.

To unlink a field

1	Position the insertion point anywhere in the field.

Note: If you want to update the field before making the result permanent, press F9.

2	Press CTRL+SHIFT+F9.

__________

See also

Fields


Finding and Replacing Text or Formatting

Overview

Finding text

Replacing text

Finding formatting

Replacing formatting

Searching for tabs, paragraph marks, and other special characters


Overview of Finding and Replacing Text or Formatting
Finding and Replacing Text or Formatting

When you need to review or change certain text in a document, you can search for and replace any text you specify, including special characters such as tabs, optional hyphens, and paragraph marks. You can also search for any unspecified character or number.

Making many changes with the Replace command uses a lot of memory. To free memory, perform a normal save on your document after making multiple changes.

__________

See also

Step-by-step Instructions


Finding text

You can find each occurrence of a combination of any characters, including uppercase and lowercase characters, whole words, or parts of words.

To find text

1	From the Edit menu, choose Find (ALT, E, F).

2	In the Find What box, do one or more of the following:

 -	To search for text, type the text.

 -	To search only for instances of text with certain formatting, choose the Character, Paragraph, and/or Styles button, and then select the formats or styles you want to search for. The formatting will appear below the Find What box.

 -	To include special characters such as paragraph marks or tabs in your text, see Searching for tabs, paragraph marks, and other special characters.

3	Set the options you want to control the search.

Select	To

Match Whole	Find occurrences of the

  Word Only	text as a whole word (no

partial words)

Match Case	Find text having a certain

pattern of uppercase and

lowercase letters

Up	Search the document

above the insertion point

Down	Search the document

below the insertion point

4	Choose the Find Next button. If Word finds an occurrence, the screen scrolls so you can see the text in context.

5	To cancel a search or when you are finished searching, choose the Cancel button or press ESC.

Note: To find text in a header, footer, or footnote, position the insertion point in the appropriate pane before choosing Find from the Edit menu.

Tips

 -	To repeat the search after closing the dialog box, press SHIFT+F4.

 -	If you copied the text you're searching for to the Clipboard, press CTRL+V to paste the text into the Find What box.

__________

See also

Finding and Replacing Text or Formatting


Replacing text

With the Replace command, you can find and replace text or formatting. You can automatically replace all occurrences of the found text, or selectively replace only certain instances. For information on replacing formatting, see Replacing formatting.

Note: Making many changes using the Replace command uses a lot of memory. To free memory, perform a normal save on your document after making changes.

To replace text

1	Select the portion of the document you want to search. Word searches the entire document if you do not select a portion of the document.

2	From the Edit menu, choose Replace (ALT, E, E).

3	In the Find What box, do one or more of the following:

 -	To search for text, type the text.

 -	To search for special characters such as paragraph marks or tabs, see Searching for tabs, paragraph marks, and other special characters.

Note: To remove existing formats listed below the Find What box, choose the Clear button.

4	Set the options you want to control the search.

Select	To

Match Whole	Find occurrences of the

  Word Only	text as a whole word (no

partial words)

Match Case	Find text having a certain

pattern of uppercase and

lowercase letters

5	In the Replace With box, do one or more of the following:

 -	To replace text, type the text.

 -	To replace special characters such as paragraph marks or tabs, see Searching for tabs, paragraph marks, and other special characters.

Note: To remove existing formats listed below the Replace With box, choose the Clear button.

6	Choose the Find Next button. If Word finds an occurrence, the screen scrolls so you can see the text in context.

7	Do one of the following:

 -	To replace the text, choose Replace.

 -	To leave the text unchanged and search for the next occurrence, choose Find Next.

8	Do one of the following:

 -	Repeat steps 6 and 7 for each occurrence.

 -	To change all occurrences of the search text without confirmation, choose the Replace All button.

9	To cancel a replace operation in progress or when you are finished replacing, choose the Close button or press ESC.

Notes

 -	To replace the search text with nothing, make sure the Replace With box is empty by deleting the contents of the box and then choosing the Clear button to remove any formatting.

 -	To undo the effects of the Replace command, choose Undo from the Edit menu as the first action after completing the change. Word reverses only the last change if you chose Replace for each occurrence. Word reverses all changes if you made the changes in one step with Replace All.

 -	To replace text in a header, footer, or footnote, position the insertion point in the pane before choosing Replace from the Edit menu.

Tips

 -	To repeat the replace operation after closing the dialog box, press F4.

 -	If you copy text you are searching for to the Clipboard, press CTRL+V to paste the text into the Find What  or the Replace With box.

 -	To replace text or graphics with a graphic or formatted text in the Clipboard, type ^c in the Replace With box.

__________

See also

Finding and Replacing Text or Formatting


Finding formatting

You can search for specific text and formatting. For example, you can find each occurrence of a specific word formatted in bold. You can also search only for formatting or styles such as any word formatted as italic.

To find formatting

1	From the Edit menu, choose Find (ALT, E, F).

2	In the Find What box, do one or more of the following:

 -	To search for text, type the text.

 -	To search only for instances of text with certain formatting, choose the Character, Paragraph, and/or Styles button, and then select the formats or styles you want to search for. The formatting will appear below the Find What box.

 -	To include special characters such as paragraph marks or tabs, in your text, see Searching for tabs, paragraph marks, and other special characters.

3	Set the options you want to control the search.

Select	To

Match Whole	Find occurrences of the

  Word Only	text as a whole word (no

partial words)

Match Case	Find text having a certain

pattern of uppercase and

lowercase letters

Up	Search the document

above the insertion point

Down	Search the document

below the insertion point

4	Choose the Find Next button. If Word finds an occurrence, the screen scrolls so you can see the text in context.

5	To cancel a search or when you are finished searching, choose the Cancel button or press ESC.

Note: To find text in a header, footer, or footnote, position the insertion point in the pane before choosing Find from the Edit menu.

Tips

 -	To repeat the search after closing the dialog box, press SHIFT+F4.

 -	If you copied the text you're searching for to the Clipboard, press CTRL+V to paste the text into the Find What box.

__________

See also

Finding and Replacing Text or Formatting


Replacing formatting

With the Replace command, you can find and replace text and its formatting, or only the formatting.

Note: Making many changes with the Replace command uses a lot of memory. To free memory, perform a normal save on your document after making changes.

To replace formatting

1	Select the portion of the document you want to search. Word searches the entire document if you do not select a portion of the document.

2	From the Edit menu, choose Replace (ALT, E, E).

3	In the Find What box, do one or more of the following:

 -	To search for text, type the text.

 -	To search only for instances of text with certain formatting, choose the Character, Paragraph, and/or Styles button, and then select the formats or styles you want to search for. The formatting will appear below the Find What box.

 -	To include special characters such as paragraph marks or tabs in your text, see Searching for tabs, paragraph marks, and other special characters.

Note: For most formatting instructions, you can also press a key combination to choose a formatting instruction -- for example, press CTRL+B for bold formatting. To remove existing formats listed below the Find What box or to start over, choose the Clear button.

4	Set the options you want to control the search.

Select	To

Match Whole	Find occurrences of the

  Word Only	text as a whole word (no

partial words)

Match Case	Find text having a certain

pattern of uppercase and

lowercase letters

5	In the Replace With box, do one or more of the following:

 -	To change text, type the text.

 -	To change formatting, choose the Character, Paragraph, and/or Styles button, and then select the formats or styles you want to search for. The formatting will appear below the Find What box.

 -	To include special characters such as paragraph marks or tabs in your text, see Searching for tabs, paragraph marks, and other special characters.

Note: For most formatting instructions, you can also press a key combination to choose a formatting instruction -- for example, press CTRL+B for bold formatting. See Character formatting key combinations and Paragraph formatting key combinations. To remove existing formats listed below the Find What box or to start over, choose the Clear button.

6	Choose the Find Next button. If Word finds an occurrence, it scrolls so you can see the text in context.

7	Do one of the following:

 -	To replace the text, choose Replace.

 -	To leave the text unchanged and search for the next occurrence, choose Find Next.

8	Do one of the following:

 -	Repeat steps 6 and 7 for each occurrence.

 -	To change all occurrences of the search text without confirmation, choose the Replace All button.

9	To cancel a search in progress or when you are finished searching, choose the Close button or press ESC.

Notes

 -	To replace the search text with nothing, make sure the Replace With box is empty by deleting the contents of the box and then choosing the Clear button to remove any formatting.

 -	To undo the effects of the Replace command, choose Undo from the Edit menu as the first action after completing the change. Word reverses only the last change if you chose Replace for each occurrence. Word reverses all changes if you made the changes in one step with Replace All.

 -	To replace formatting or styles alone, leave both the Find What and the Replace With boxes empty.

 -	To replace text in a header, footer, or footnote, position the insertion point in the pane before choosing Find from the Edit menu.

Tips

 -	To repeat the replace operation after closing the dialog box, press F4.

 -	If you copy text you are searching for to the Clipboard, press CTRL+V to paste the text into the Find What  or the Replace With box.

 -	To replace text or graphics with a graphic or formatted text in the Clipboard, type ^c in the Replace With box.

__________

See also

Finding and Replacing Text or Formatting

Repeating and copying character formats


Searching for tabs, paragraph marks, and other special characters

Word contains many special characters or symbols. To see some of the special characters, choose Options from the Tools menu. The View category lists options for displaying nonprinting characters.

By typing the following key combinations in the Find What box or the Replace With box, you can search for and replace with tabs, paragraph marks, and other special characters.

Find or replace	Type	Notes

Match any

  character	?	For example, typing do? finds "dot," "doodle," and "seldom." You cannot use this procedure to specify replacement text.

Question (?)	^?	For example, typing Where ^? finds "Where?"

White space	^W	Any number and combination of spaces; nonbreaking spaces; tab, end-of-line, and end-of-cell characters; and paragraph, section, and manually inserted page break marks. You cannot use this procedure to specify replacement text.

Tab

  character  ( [image])	^t	Must be lowercase.

Paragraph

  mark ( [image] )	^p	Must be lowercase.

End-of-line

  character ( [image])	^n	Must be lowercase.

Page

  break ( [image])	^d	Finds page breaks inserted by pressing CTRL+ENTER. Must be lowercase.

Section

  break ( [image])	^d	Must be lowercase.

Duplicates

  search text	^m	For example, typing Schmidt in the Find What box and Dr. Heinrich ^m in the Replace With box will give you "Dr. Heinrich Schmidt" throughout your document. Must be lowercase. You can only use this procedure to specify replacement text.

Clipboard

  contents	^c	You can use this procedure only to specify replacement text.

Nonbreaking

  space ( [image])	^s	Must be lowercase.

Optional

  hyphen ( [image])	^-	If you specify search text without optional hyphens, Word finds all matching text, including text containing optional hyphens. However, if you specify optional hyphens in the search text, Word finds only words having optional hyphens in the same position. For example, typing type^-writer finds only "type-writer"

Nonbreaking

  hyphen ( [image])	^~

Caret

  character (^)	^^

ASCII character 	^nnn	Number is a decimal and replaces it with the ASCII character.

Object	Type

Graphic	^1

Footnote	^2

Footnote 	^3

  separator

Annotation 	^5

  mark

Tab	^9

Linefeed	^10

New line	^11

Page or 	^12

  section

  break

Paragraph	^13

  mark

Column 	^14

  break

Field	^19

  (when field

  braces are

  visible)

ANSI character	^0nnn	Uses ANSI characters ALT+nnn

__________

See also

Finding and Replacing Text or Formatting


Your First Word Document

Need help getting started on your first document? The following is a brief overview of the basics. To return to this topic after reading another topic, choose the Back button in the Help window.

1	Open a blank document.

When you start Word, a blank document opens, ready for you to start typing. If you close that document, or want to create another document, see New.

2	Type the text of your document.

You can use the ENTER key to create blank lines, but you don't need to press ENTER at the end of each line -- Word automatically wraps text to the next line. To move the flashing vertical bar that shows where Word inserts text -- the insertion point -- use the arrow keys or point with the mouse and click the left mouse button.

3	Save and name your document.

Until you save your work, your document exists only in your computer's memory and could be lost if there is a power failure or other problem. It's a good idea to save your document about every 10 minutes. See Save.

4	Change and format the text as you work.

Whenever you want to delete, copy, move, format, or otherwise change a part of your document, you first mark the part you want to change by "selecting," and then perform the action, or select, then do. One easy way to select is to hold down the left mouse button, and then move the mouse pointer over text. For more information, see:

Formatting characters

Changing paragraph alignment

Indenting a paragraph

Setting tab stops with the ribbon and ruler

Adjusting space between paragraphs

5	Preview and print your document.

In print preview, you can see how pages will look before you print them, making it easier to make final adjustments to margins and page breaks. For more information, see:

Previewing a document before printing

Changing page margins

Working in print preview

Printing a document and its related information


Forms

Overview

Creating a fill-in form

Creating an online form

Creating lines with borders

Creating horizontal lines with tab leader characters

Filling in an online form


Overview of Forms
Forms

Forms are documents with blank areas you provide information for, or "fill in." Word provides tools to create forms to fill in online or to print. The basic Word form is a table with text for the labels and fields for the blank areas.

By combining some of the most powerful features in Word*.pro

 together, you can quickly create the professional-looking forms you need. These features include check boxes, horizontal lines, vertical lines, borders, and shading.

__________

See also

Step-by-step Instructions


Creating a fill-in form

Forms are document templates in which you provide information in specified areas. Word provides tools to create forms that you can print or fill in online. For more information, see Creating an online form.

1	From the Table menu, choose Insert Table (ALT, A, I).

2	In the Insert Table dialog box, specify the number of rows and columns. Your table should have one cell for each label and one cell for each fill-in blank.

See Creating a table.

3	Choose the OK button.

4	In each table cell that will contain a label, type the text of the label -- for example, Name, Address, Account Number.

5	From the File menu, choose Save As (ALT, F, A).

6	In the File Name box, type a filename with a .DOT extension.

7	In the Save File As Type box, select Document Template (*.dot).

8	Choose the OK button.

9	In the Summary Info dialog box, fill in the summary information you want for the form.

10	To close the Summary Info dialog box, choose the OK button.

Word saves the form you create with the name you assign to it.

__________

See also

Forms

Tables

Saving a Word document with a different file format


Creating an online form

Forms are document templates in which you provide information in specified areas. Word provides tools to create forms that you can print or fill in online. An online form in Word includes a table with text for labels of blanks and fields for the blanks. For more information, see Filling in an online form.

1	From the Table menu, choose Insert Table (ALT, A, I).

2	In the Insert Table dialog box, specify the number of rows and columns. Your table should have one cell for each label and one cell for each fill-in blank.

See Creating a table.

3	Choose the OK button.

4	In each table cell that will contain a label, type the text of the label -- for example, Name, Address, Account Number.

5	Position the insertion point in the first blank where you want users to type information when filling in the form online.

6	From the Insert menu, choose Field (ALT, I, D).

7	Under Insert Field Type, select Fill-in. See FILLIN fields.

8	In the Field Code box, Word inserts a space after the word fillin. After the space, type the prompt you want users to respond to in the blank, surrounded by quotation marks.

For example, what appears in the Field Code box might look like the following:

fillin "Please type your name."

Note: The prompt "Please type your name." appears in a message box when users fill in the form.

9	Choose the OK button.

10	To close the prompt box, choose the OK button.

11	Repeat steps 5 through 10 for each field where you want users to type information.

12	From the File menu, choose Save As (ALT, F, A).

13	In the File Name box, type a filename with a .DOT extension.

14	In the Save File As Type box, select Document Template (*.dot).

15	Choose the OK button.

16	In the Summary Info dialog box, fill in any summary information you want for the form.

17	To close the Summary Info dialog box, choose the OK button.

__________

See also

Forms

Tables

Fields

Field Types and Instructions

Saving a Word document with a different file format


Creating lines with borders

You can use borders and tab leader characters to create horizontal and vertical lines in a form. If you want a line to extend from one margin to the other, create the line with a border. If you want the line to follow text or to extend only a certain distance between the margins, create the horizontal lines by using tab leader characters. See Creating horizontal lines with tab leader characters.

To create lines with borders

1	Select the cells or paragraphs to which you want to add a line on one side.

2	From the Format menu, choose Border (ALT, T, B).

3	Under Preset, select None.

4	Under Border, do one of the following:

 -	Under Border, click the sides of the border model to which you want to apply a border.

 -	Press ALT+R, and then use the arrow keys to select the side on which you want to draw a line.

Note: You can add a border to more than one side by holding down the SHIFT key after you click or select the first side and then clicking or selecting the additional sides to which you want to add lines.

5	Under Line, select the line type you want.

Note: To remove lines, select None.

6	Choose the OK button.

__________

See also

Forms

Borders and Shading


Creating horizontal lines with tab leader characters

You can use borders and tab leader characters to create lines in a document. If you want a horizontal line to follow text or to extend only a certain distance between the margins, create it by using tab leader characters.

To create a horizontal line with tab leader characters

1	Position the insertion point where you want the line to begin.

2	Do one of the following to insert a TAB character:

 -	Press the TAB key.

 -	If you are working in a table, press CTRL+TAB.

3	From the Format menu, choose Tabs (ALT, T, T).

4	In the Tab Stop Position box, type the ruler position where you want the horizontal line to end -- for example, type 6in for a 6-inch horizontal line.

5	Under Alignment, select the Right option button.

6	Under Leader, select the fourth option, a solid line.

7	Choose the OK button.

Word draws a line from the left paragraph indent to the tab stop position you specify in the Tabs dialog box.

__________

See also

Forms

Setting tabs using the ribbon and ruler

Settings tabs using the Tabs command


Filling in an online form

After you create a form in Word, you can type information in fields online and then save the form with the information you typed.

To fill in an online form

1	From the File menu, choose New (ALT, F, N).

2	In the Use Template box, select the name of the document template for the form you want.

3	Choose the OK button.

4	Position the insertion point in the first cell of the table.

5	To move to the next field, press F11.

6	To update the information in the cell, press F9.

7	When Word displays a dialog box, type the information requested for that field.

8	To close the dialog box, choose the OK button.

9	Repeat steps 5 through 8 until you complete the form.

10	From the File menu, choose Save As (ALT, F, A).

11	In the File Name box, type a new filename to save a copy of the form with the information you type.

12	Choose the OK button.

13	In the Summary Info dialog box, fill in any summary information you want for the form.

14	To close the Summary Info dialog box, choose the OK button.

15	If necessary, clear Field Codes on the View menu (ALT, V, C) to see the information you type.

__________

See also

Forms

Document Templates

Fields

Field Types and Instructions

Saving a Word document with a different file format


Footnotes, Annotations, and Revision Marks

Overview

Footnotes

Creating and inserting a footnote

Moving a footnote

Copying a footnote

Deleting a footnote

Changing a footnote reference mark

Changing footnote separators

Specifying where to print footnotes

Changing footnote numbering

Annotations

Creating, inserting, and displaying an annotation

Pasting an annotation into document text

Reading annotations

Printing annotations

Deleting an annotation

Revision marks

Using revision marks

Comparing versions of a document

Accepting or rejecting revision marks


Overview of Footnotes, Annotations and Revision Marks
Footnotes, Annotations, and Revision Marks

Footnotes

With Word, you can easily add footnotes of any length to your document. Format footnote text just as you would any other text and add pictures and graphics. You can print footnotes at different locations in your document and customize footnote reference marks and footnote separators. Word can automatically renumber footnote and reference marks whenever you add, delete, or move footnotes.

You can view footnotes in your document in two ways: page layout view shows you the placement of footnotes on each page, and print preview gives you a reduced view of how the document will look when you print it.

Annotations

Annotations are initialed comments that an author or reviewer adds to a document. Each reviewer's initials appear in the document in hidden text format. An author can lock a document, so reviewers can add annotations to the document but not make any changes to the document itself. An author then can review the annotations and delete them or paste them into the document.

Revision marks

Revision marks let you keep a record of every change made and then later accept or reject each revision. Word can mark revisions automatically as you make changes, or they can be identified later by comparing two versions of the same document.

__________

See also

Step-by-step Instructions


Creating and inserting a footnote

To create a footnote, you insert a reference mark in your document and then type the footnote text in the footnote pane. Word automatically numbers footnotes as you insert the reference marks.

To create and insert a footnote

1	Position the insertion point where you want to insert the footnote reference mark.

2	From the Insert menu, choose Footnote (ALT, I, N).

3	Specify a footnote reference mark by doing one of the following:

 -	To number footnotes automatically, select the Auto-Numbered Footnote option button.

 -	To create a custom reference mark, type up to 10 characters in the Custom Footnote Mark box. For example, type an asterisk (*) or the word note.

4	Choose the OK button.

Word inserts the reference mark, opens the footnote pane, and moves the cursor to the footnote pane.

Note: Word does not open the footnote pane if you are working in page layout view but moves the insertion point to the location you want footnotes to appear. See Specifying where to print footnotes.

5	Type the footnote text.

6	To return to your document, do one of the following:

 -	Choose the Close button.

 -	Press F6, or click in the document pane.

Note: Footnote text can be multiple paragraphs. You can edit footnote text the same way you edit document text.

__________

See also

Footnotes, Annotations, and Revision Marks


Moving a footnote

To move a footnote, you move the footnote reference mark associated with the footnote. If you move an automatically numbered footnote, Word renumbers the footnotes in their new order.

To move a footnote

1	From the View menu, choose Footnotes (ALT, V, F).

2	In the document window, select the reference mark of the footnote you want to move.

3	Do one of the following:

 -	On the Toolbar, click the Cut button.

 -	From the Edit menu, choose Cut (ALT, E, T).

 -	Press CTRL+X.

4	Position the insertion point where you want to move the footnote reference.

5	Do one of the following:

 -	On the Toolbar, click the Paste button.

 -	From the Edit menu, choose Paste (ALT, E, P).

 -	Press CTRL+V.

Shortcut

Mouse

1	Select the footnote reference mark.

2	Drag the selected mark to a new location.

Note: A dotted vertical line indicates where the mark will be moved when you release the left mouse button.

__________

See also

Footnotes, Annotations, and Revision Marks


Copying a footnote

You can copy text from an existing footnote to create a new footnote. If  you copy an automatically numbered footnote, Word renumbers the footnotes in their new order.

To copy a footnote

1	From the View menu, choose Footnotes (ALT, V, F).

2	In the document window, select the reference mark of the footnote you want to copy.

3	Do one of the following:

 -	On the Toolbar, click the Copy button.

 -	From the Edit menu, choose Copy (ALT, E, C).

 -	Press CTRL+C.

4	Position the insertion point where you want to add the new footnote.

5	Do one of the following:

 -	On the Toolbar, click the Paste button.

 -	From the Edit menu, choose Paste (ALT, E, P).

 -	Press CTRL+V.

__________

See also

Footnotes, Annotations, and Revision Marks


Deleting a footnote

To delete a footnote, you remove its footnote reference mark. If you delete an automatically numbered footnote, Word renumbers the remaining footnotes in your document.

To delete a footnote

1	From the View menu, choose Footnotes (ALT, V, F).

2	In the document window, select the reference mark for the footnote you want to delete.

3	Press the DEL key.

Note: You cannot delete a footnote by deleting the text in the footnote pane. You must delete the reference mark in the document window.

__________

See also

Footnotes, Annotations, and Revision Marks


Changing a footnote reference mark

You can change the reference mark you use for a footnote -- for example, replace an asterisk with a number. Word changes the reference mark in both the document and footnote panes.

To change a footnote reference mark

1	In the document window, select the reference mark you want to change.

2	From the Insert menu, choose Footnote (ALT, I, N).

3	Do one of the following:

 -	In the Custom Footnote Mark box, type the new reference mark.

 -	To replace a custom reference mark with an automatically numbered mark, select the Auto-Numbered Footnote option button.

4	Choose the OK button.

__________

See also

Footnotes, Annotations, and Revision Marks


Changing footnote separators

Footnote separators are the characters you use to separate footnotes from the document text -- for example, a row of hyphens.

To change footnote separators

1	From the Insert menu, choose Footnote (ALT, I, N).

2	Choose the Options button.

3	Under Footnote Separators, choose one or more of the following:

Note: Separators and continuation separators appear between the document text and the footnote text. Continuation notices appear after the footnote text.

 -	To change a separator between footnotes and document text, choose the Separator button.

Note: The default is a line 2 inches in length.

 -	To change a separator for footnotes that continues from the previous page, choose the Cont. Separator button.

Note: The default is a line from the left margin to the right margin.

 -	To change a notice for a footnote that continues to the next page, choose the Cont. Notice button.

Note: By default, Word does not include a continuation notice unless you enter one.

4	The default separator appears in the footnote separator pane. Edit the separator or notice.

 -	To remove a separator, delete it, and then press the SPACEBAR.

Note: If you do not type a space, Word restores the default separator when you close the footnote separator pane.

 -	To reset the separator or notice to default, choose the Reset button.

5	Choose the Close button.

6	To view the separator as it appears in your document, from the View menu choose Page Layout (ALT, V, P).

__________

See also

Footnotes, Annotations, and Revision Marks


Specifying where to print footnotes

You can print footnotes at the bottom of a page, beneath the ending text of a page, at the end of a section, or at the end of a document. You can also choose not to print footnotes in a specific section.

To specify where to print footnotes

1	From the Insert menu, choose Footnote (ALT, I, N).

2	Choose the Options button.

3	In the Place At box, select where you want to print footnotes.

To print footnotes 	Select

At the bottom 	Bottom Of Page

   of a page

Below where text	Beneath Text

   ends on a page

At the end of	End Of Section

   a section

All at the end	End Of Document

   of the document

4	To close the Footnote Options dialog box, choose the OK button.

5	Choose the Close button.

To suppress footnote printing in a section

1	Position the insertion point in the section in which you don't want footnotes to print.

2	From the Format menu, choose Section Layout (ALT, T, S).

3	Select the Suppress Footnotes check box.

4	Choose the OK button.

__________

See also

Footnotes, Annotations, and Revision Marks


Changing footnote numbering

You can change the numbering scheme of your footnotes. For example, if you merge one printed document with another, Word can start the footnotes with a number other than 1.

To change footnote numbering

1	From the Insert menu, choose Footnote (ALT, I, N).

2	Choose the Options button.

3	Under Numbering, select a starting number in the Start At box.

If you break your document into sections and want to start renumbering at every section, select the Restart Each Section check box.

4	To close the Footnote Options dialog box, choose the OK button.

5	Choose the Close button.

__________

See also

Footnotes, Annotations, and Revision Marks


Creating, inserting, and displaying an annotation

Annotations are initialed and numbered comments that reviewers attach to a document -- for example, when you circulate a document among several people for review. Annotations, which appear in a special pane, do not affect the document text.

To create, insert and display an annotation

1	Position the insertion point where you want to insert an annotation mark.

2	From the Insert menu, choose Annotation (ALT, I, A).

Word inserts an annotation mark (initials and a number) in your document in hidden text format and then opens the annotation pane.

Note: Word uses the initials from the name you typed during Word installation. To view the name and change it if needed, choose Options from the Tools menu, and then select User Info in the Category box.

3	In the annotation pane, type and format the annotation text.

4	To return to your document, do one of the following:

 -	Choose the Close button.

 -	Press F6, or click in the document pane.

To display annotation marks

Word usually displays annotations only when the annotation pane is open. You can display annotation marks when the annotation pane is closed by doing one of the following.

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select View.

3	Under Nonprinting Characters, select the Hidden Text check box.

4	Choose the OK button.

Shortcut

Mouse

>	To display annotation marks and all other special characters, click [image] on the ribbon.

__________

See also

Footnotes, Annotations, and Revision Marks


Pasting an annotation into document text

You can incorporate the text of an annotation into your document.

To paste an annotation into document text

1	From the View menu, choose Annotations (ALT, V, A).

2	In the annotation pane, scroll to the annotation you want to paste.

3	Select the annotation text.

Note: Do not select the annotation mark.

4	Do one of the following:

 -	On the Toolbar, click the Copy button.

 -	From the Edit menu, choose Copy (ALT, E, C).

 -	Press CTRL+C.

5	Position the insertion point where you want to insert the text.

6	Do one of the following:

 -	On the Toolbar, click the Paste button.

 -	From the Edit menu, choose Paste (ALT, E, P).

 -	Press CTRL+V.

Note: If you no longer want the annotation, see Deleting an annotation.

__________

See also

Footnotes, Annotations, and Revision Marks


Reading annotations

Once reviewers add annotations to a document, you can open the annotation pane to read their comments.

To read annotations

>	Do one of the following:

 -	To open the annotation pane, choose Annotations from the View menu (ALT, V, A).

 -	In the document window, double-click an annotation mark.

The annotation for the selected mark appears in the annotation pane.

Tip

 -	To move from the annotation text back to the annotation mark in the document window, position the insertion point in the annotation text, and then press F5.

__________

See also

Footnotes, Annotations, and Revision Marks


Printing annotations

You can print annotations with a document or separately. Word prints annotations on a separate page and precedes them with the page number of the annotation mark, the annotator's initials, and the annotation number.

To print only the annotations in a document

1	From the File menu, choose Print (ALT, F, P).

2	In the Print box, select Annotations.

3	Choose the OK button.

To print a document with annotations

1	From the File menu, choose Print (ALT, F, P).

2	Choose the Options button.

3	Under Include With Document, select the Annotations check box.

4	To close the Options dialog box, choose the OK button.

5	When you finish with the Print dialog box, choose the OK button.

__________

See also

Footnotes, Annotations, and Revision Marks


Deleting an annotation

You can delete an annotation at any time. Word automatically renumbers any remaining annotations.

To delete an annotation

1	From the View menu, choose Annotations (ALT, V, A).

2	In the document pane, select the annotation mark of the annotation you want to delete.

3	Press the DEL key.

__________

See also

Footnotes, Annotations, and Revision Marks


Using revision marks

You can track the changes made in a document by using the revision marks feature to mark insertions, deletions, replacements, and moved text.

To select revision marks

1	Open the document you want to edit.

2	From the Tools menu, choose Revision Marks (ALT, O, K).

3	Select the Mark Revisions check box.

4	Under Revision Bars and Mark New Text With, select how you want to mark revisions. See Revision Marks command.

5	Choose the OK button.

When you start editing your document, Word tracks all changes made to the document, with the options you set in the Revision Marks dialog box.

To stop marking revisions

1	From the Tools menu, choose Revision Marks (ALT, O, K).

2	Clear the Mark Revisions check box.

3	Choose the OK button.

__________

See also

Footnotes, Annotations, and Revision Marks


Comparing versions of a document

You can compare different versions of a document when you save them with different filenames. For example, if you want to see changes made after you edit a document, Word marks the changed text with revision marks and displays change bars next to the paragraphs that have changed.

To compare versions of a document

1	Open either the orginal or the edited version of the document.

2	From the Tools menu, choose Compare Versions (ALT, O, V).

3	Type or select the filename of the document you want to compare.

4	To display revision marks in the opened document, choose the OK button.

Note: To clear the revision marks from the document, from the Tools menu choose Revision Marks, choose the Accept Revisions button, and answer Yes to the message. To close the Revision Marks dialog box, choose the OK button.

__________

See also

Footnotes, Annotations, and Revision Marks


Accepting or rejecting revision marks

After you look at the revision marks in a document, you can accept or reject each change and then remove the revision marks.

To accept or reject revision marks

1	From the Tools menu, choose Revision Marks (ALT, O, K).

2	To select the first occurrence of revised text, choose the Search button

3	Do one of the following:

 -	To accept the revision, choose the Accept Revisions button.

 -	To reject the revision, choose the Undo Revisions button.

 -	To move to the next occurrence of revision marks, choose the Search button again.

To accept all revision marks

1	From the Tools menu, choose Revision Marks (ALT, O, K).

2	To remove revision marks and keep all changes made since you selected the Mark Revisions check box, choose the Accept Revisions button.

To reject all revisions marks

1	From the Tools menu, choose Revision Marks (ALT, O, K).

2	To remove revision marks and reverse all changes made to the document since you selected the Mark Revisions check box, choose the Undo Revisions button.

__________

See also

Footnotes, Annotations, and Revision Marks


Glossary Entries: Storing Items to Use Again

Overview

Storing text or graphics as a glossary entry

Specifying a location for storing macros and glossary entries

Inserting text or graphics from a glossary entry

Using the Spike to collect and move text and graphics

Editing a glossary entry

Deleting a glossary entry

Renaming a glossary entry

Printing glossary entries


Overview of Glossary Entries
Glossary Entries: Storing Items to Use Again

A glossary entry is a frequently used piece of text or graphics that you store to insert later without typing or creating it again.

If you create a glossary entry that is appropriate for only one kind of document, you can store the glossary entry with the template that you use to create documents of that kind. For example, you might store a standard legal clause as a glossary entry in CONTRACT.DOT.

__________

See also

Step-by-step Instructions


Storing text or graphics as a glossary entry

You can store a piece of text, a graphic, or a combination of text and graphics -- for example, a company name and logo -- as a glossary entry. Whenever you need the stored item, you can insert it with a few keystrokes.

To store text or graphics as a glossary entry

1	Select the text and/or graphics for the glossary entry.

Note: If you want to store paragraph formatting with the entry, make sure you include the paragraph mark ( [image]) in your selection.

2	From the Edit menu, choose Glossary (ALT, E, O).

3	In the Glossary Name box, type a name for the glossary entry.

You will use this name whenever you insert the glossary entry into your document.

4	Choose the Define button.

If you are using a template other than NORMAL.DOT, Word may prompt you to specify where you want to store the glossary entry. See Specifying a location for storing macros and glossary entries.

To respond if Word prompts you for a storage location

1	When the Glossary box appears, specify where you want to store the glossary entry.

 -	To make the glossary entry available to all documents, select the As Global option button.

 -	To make the glossary entry available only to documents based on the current template, select the In Template option button. By storing specialized glossary entries with a template, you avoid including unneeded entries in the Glossary Name boxes of other templates.

2	Choose the OK button.

Note: You can save glossary entries by choosing the Save All command on the File menu, or by choosing the Yes button when Word displays a message asking if you want to save changes.

 -	If you store glossary entries in a template other than NORMAL.DOT, Word displays a message asking if you want to save the template when you close either the template or the last open document based on the template.

 -	If you have stored glossary entries in NORMAL.DOT, Word displays a message asking if you want to save global glossary changes when you quit Word.

Word discards the glossary entries if you do not choose the Yes button.

__________

See also

Glossary Entries: Storing Items to Use Again


Specifying a location for storing macros and glossary entries

When you create a macro or glossary entry while using a template other than NORMAL.DOT, you can make the new item available either to all documents or only to those documents based on the current template. The availability of the item depends on where Word stores it.

Using the Template command, you can set how Word stores macros and glossary entries.

To specify a location for storing macros and glossary entries

1	From the File menu, choose Template (ALT, F, T).

2	Under Store New Macros And Glossaries As, select an option:

 -	To make new macros and glossary entries that you create available to all documents, select the Global option button.

 -	To make macros and glossary entries available only to documents based on the active template (if other than NORMAL.DOT), select the With Document Template option button.

 -	If you want to select a storage location each time you create a macro or glossary entry when a template other than NORMAL.DOT is active, select the Prompt For Each New option button.

3	Choose the OK button.

__________

See also

Glossary Entries: Storing Items to Use Again

Using Macros


Inserting text or graphics from a glossary entry

Once you have stored a piece of text and/or a graphic as a glossary entry, you can insert the stored item wherever you want.

To insert text or graphics from a glossary entry

1	Position the insertion point where you want to insert the glossary entry.

2	From the Edit menu, choose Glossary (ALT, E, O).

Note: The Glossary command is unavailable if there are no existing glossary entries and you made no selection.

3	Type or select a glossary entry name.

4	Do one of the following:

 -	To insert the glossary entry as originally formatted, choose the Insert button.

 -	To insert the glossary entry without formatting, choose the Insert As Plain Text button. The text of the glossary entry adopts the formatting of the text around it.

Shortcut

Keyboard

1	Position the insertion point where you want to insert the glossary entry.

Make sure the insertion point is either at the beginning of a line or preceded by a space.

2	Type the name of the glossary entry.

3	Press the F3 key.

__________

See also

Glossary Entries: Storing Items to Use Again


Using the Spike to collect and move text and graphics

The "Spike" is a special glossary entry that is similar to the Clipboard. Unlike using the Clipboard, which holds only one entry at a time, you can continue cutting text and graphics to the Spike without replacing the existing contents.

When you insert text and graphics from the Spike, you can either empty the Spike or retain the text and graphics so you can insert them again.

To collect text and graphics in the Spike

1	Select a piece of text you want to move.

2	Press CTRL+F3.

Word removes the selected text from the document and adds it to the Spike.

3	Repeat steps 1 and 2 for each piece of text you want to move.

To insert the text and graphics and empty the Spike

1	Position the insertion point where you want to insert the contents of the Spike.

2	Press CTRL+SHIFT+F3.

To insert the text and graphics without emptying the Spike

1	Position the insertion point where you want to insert the text.

Make sure the insertion point is either at the beginning of a line or preceded by a space.

2	Type spike

3	Press the F3 key.

Note: Pieces of text appear in the same order that you cut them to the Spike, and are separated by paragraph marks.

__________

See also

Glossary Entries: Storing Items to Use Again


Editing a glossary entry

You can alter the text or graphics stored in a glossary entry.

To edit a glossary entry

1	Insert the glossary entry.

See Inserting text or graphics from a glossary entry.

2	Make the changes you want.

3	Select the text and/or graphics you changed.

Note: If you want to store paragraph formatting with the entry, make sure you include the paragraph mark in your selection.

4	From the Edit menu, choose Glossary (ALT, E, O).

5	In the Glossary Name box, type or select the original name of the glossary entry.

6	Choose the Define button.

Note: If the active document is based on a template other than NORMAL.DOT, a message may appear asking where you want to store the glossary entry. See the procedure below.

7	When Word displays a message asking if you want to redefine the glossary entry, choose the Yes button.

To respond if Word prompts you for a storage location

1	When the Glossary box appears, specify where you want to store the glossary entry.

 -	To make the glossary entry available to all documents, select the As Global option button.

 -	To make the glossary entry available only to documents based on the current template, select the In Template option button. By storing specialized glossary entries with a template, you avoid including unneeded entries in the Glossary Name boxes of other templates.

2	Choose the OK button.

Note: To control whether Word prompts you for a storage location, see Specifying a location for storing macros and glossary entries.

__________

See also

Glossary Entries: Storing Items to Use Again


Deleting a glossary entry

You can delete glossary entries that you no longer need. Note: You cannot recover, or "undo," the deletion of a glossary entry.

To delete a glossary entry

1	From the Edit menu, choose Glossary (ALT, E, O).

Note: The Glossary command is unavailable if there are no existing glossary entries and there is no selection.

2	In the Glossary Name box, select the glossary entry you want to delete.

3	Choose the Delete button.

4	Choose the Close button.

__________

See also

Glossary Entries: Storing Items to Use Again


Renaming a glossary entry

You can change the name of a glossary entry to make the name easier to remember or type when you need to insert it.

To rename a glossary entry

1	Insert the glossary entry.

See Inserting text or graphics from a glossary entry.

2	Select the text and/or graphics for the glossary entry.

3	From the Edit menu, choose Glossary (ALT, E, O).

4	Select the old name of the glossary entry.

5	Choose the Delete button.

6	In the Glossary Name box, type the new name for the glossary entry.

7	Choose the Define button.

__________

See also

Glossary Entries: Storing Items to Use Again


Printing glossary entries

You can print the names and contents of all glossary entries available to the active document. Word prints entries in alphabetical order; document template entries appear first.

To print glossary entries

1	From the File menu, choose Print (ALT, F, P).

2	In the Print box, select Glossary.

3	Choose the OK button.

__________

See also

Glossary Entries: Storing Items to Use Again

Printing a document and its related information


Graphics

Overview

Inserting and editing

Inserting graphics from other applications

Inserting drawings or other embedded objects

Editing an embedded object

Selecting

Selecting graphics

Sizing

Cropping graphics in Word

Resizing graphics in Word

Returning a graphic to its original dimensions

Copying and moving

Copying and moving graphics

For information on positioning and bordering graphics, see Positioning Text and Graphics on the Page and Borders and Shading.


Overview of Graphics
Graphics

You can insert graphic files with the Picture command or copy and paste graphics from another application. If you want, you can make the copy of the graphic you insert in the document reflect any changes made to the original graphic. You can also:

 -	Crop and scale graphics.

 -	Apply borders to graphics.

 -	Position graphics on a page.

__________

See also

Step-by-step Instructions


Inserting graphics from other applications

You can insert a graphic file with the Picture command. You can also copy and paste graphics from other applications into a document.

To insert a graphic file using the Picture command

1	Position the insertion point where you want to insert the graphic file.

2	From the Insert menu, choose Picture (ALT, I, P).

3	In the File Name box, type or select the name of the graphic file you want to insert.

 -	To preview the graphic before you insert it, choose the Preview button.

 -	To update the graphic in your document when the graphic file changes, select the Link To File check box.

4	Choose the OK button.

Note: If you select Link To File, Word inserts the graphic as an IMPORT field. If the field codes appear, you can display the graphic by selecting the field and then pressing SHIFT+F9. When the graphic file changes, you can update the graphic in your document by selecting the graphic and then pressing F9.

To insert a graphic from a Windows application using the Copy and Paste commands

1	In the graphics application, copy the graphic to the Clipboard.

2	Switch to Word.

3	Position the insertion point where you want the graphic to appear.

4	From the Edit menu, choose a paste command.

 -	To paste a copy of the graphic with no link to the file in which you created the graphic, choose Paste (ALT, E, P).

 -	To paste a copy of the graphic that will be updated when the original file changes, choose Paste Special (ALT, E, S), and then choose the Paste Link button.

Note: The Paste Link button is available only if the application from which you copied the graphic supports DDE.

 -	To specify a format for the graphic, such as Picture or Bitmap, choose Paste Special (ALT, E, S). See Paste Special command.

__________

See also

Graphics

Exchanging Information

Previewing the content of files with the Find File command


Selecting graphics

Before you crop, resize, copy, or move a graphic, you must first select it. When you select a graphic, eight square sizing handles appear.

To select a graphic

Mouse

>	Click the graphic.

Keyboard

1	Position the insertion point to the left of the graphic.

2	Press SHIFT+ [image].

__________

See also

Graphics


Cropping graphics in Word

You can trim, or "crop," a graphic in Word to hide the parts you don't want to display. You can also use cropping to add white space around a graphic. Word may adjust the position of the graphic when you crop it.

It is easy to use the mouse to crop graphics, as explained in the following instructions. You can also specify cropping measurements with the Picture command on the Format menu.

To crop a graphic in Word

Mouse

1	Click on the graphic you want to crop.

2	Hold down the SHIFT key and drag a sizing handle toward the center of the graphic.

Cropping measurements appear at the lower-left corner of the Word window.

Note: You can also choose Picture from the Format menu and specify positive measurements in the text boxes under Crop From.

To add white space around a graphic

Mouse

1	To select the graphic you want to crop, click it.

2	Hold down the SHIFT key and drag a sizing handle away from the graphic.

Cropping measurements appear at the lower-left corner of the Word window.

Note: You can also choose Picture from the Format menu and specify negative measurements in the text boxes under Crop From.

__________

See also

Graphics


Resizing graphics in Word

You can reduce or enlarge graphics in your documents using the mouse or the Picture command on the Format menu. Unlike cropping, resizing does not hide any part of the graphic. Word may adjust the position of the graphic when you resize it.

To resize a graphic in Word

Mouse

1	Select the graphic you want to resize.

See Selecting graphics.

2	Drag a sizing handle.

Scaling percentages, which measure how much larger or smaller the graphic becomes, appear in the lower-left corner of the Word window as you drag a sizing handle.

Notes

 -	You can also choose Picture from the Format menu and specify percentages in the text boxes under Scaling.

 -	If text in the graphic does not resize properly on the screen, it may still print correctly if you use a printer with scalable type, such as a PostScript printer.

__________

See also

Graphics


Returning a graphic to its original dimensions

You can reverse any cropping or sizing changes you make to a graphic.

To return a graphic to its original dimensions

1	Select the graphic.

See Selecting graphics.

2	From the Format menu, choose Picture (ALT, T, R).

3	Choose the Reset button.

4	Choose the OK button.

__________

See also

Graphics


Copying and moving graphics

You can copy and move graphics in Word the same way you copy and move text.

Note: If you want to position a graphic on a page, you frame it and then drag the frame in page layout view. For more information, see Positioning Text and Graphics on the Page.

To copy or move a graphic

Keyboard

1	Select the graphic.

See Selecting graphics.

2	Do one of the following:

 -	To copy the graphic, press CTRL+C.

 -	To remove the graphic from its current location, press CTRL+X.

3	Position the insertion point where you want the graphic to appear.

4	Press CTRL+V to insert the graphic.

__________

See also

Graphics


Headers and Footers

Overview

Creating and editing headers or footers

Creating a header or footer

Editing or formatting a header or footer

Creating different headers or footers for odd and even pages

Adding or deleting headers or footers

Deleting a header or footer

Adding fields to a header or footer

Adding a different header or footer for the first page

Copying or positioning headers or footers

Copying the header or footer of the previous section to the current section

Positioning a header or footer


Overview of Headers and Footers
Headers and Footers

Header text prints in the top margin of each page of a document or section; footer text prints in the bottom margin. After you type the header or footer once, Word automatically inserts it on every page. Word automatically adjusts your document margins to accommodate headers or footers.

Headers and footers do not appear with the main text of your document. To see them, you must use the Print Preview, Page Layout, or Header/Footer command, or print the document.

__________

See also

Step-by-step Instructions


Creating a header or footer

Note: Word does not show header or footer text in normal view. To view the headers and footers in their assigned locations, switch to either page layout view or print preview.

To create a header or footer

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the Header/Footer box, select Header or Footer.

3	To open the header or footer pane, choose the OK button.

Note: The header/footer bar will not appear if you are in page layout view.

4	Do one or more of the following.

To insert	Do the following

Text	Type the text

Page number	Click [image], or press SHIFT+F10, P

Current date	Click [image], or press SHIFT+F10, D

Current time	Click [image], or press SHIFT+F10, T

Note: To format your text, use the character format options. See Formatting Characters.

5	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

Note: To position tab stops for the page number, date, or time option, use the Tabs command. See Setting tab stops with the Tabs command.

__________

See also

Headers and Footers


Editing or formatting a header or footer

You can edit text in a header or footer as you edit any other text. You can change the way the header or footer appears by changing the formatting -- for example, by centering or using bold formatting.

To edit or format a header or footer

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the Header/Footer box, select the header or footer you want to change.

3	To open the header or footer pane, choose the OK button.

Note: The header/footer bar will not appear if you are in page layout view.

4	In the header or footer pane, edit or format the text as you would any other text. See Character Formatting or Paragraph Formatting.

5	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers


Creating different headers or footers for odd and even pages

Within a section, Word prints the same header or footer in the same position on every page. However, you can choose to have one header or footer on even pages, and a different header or footer on odd pages. For example, you can create a header that displays a book title on left-hand pages, while the headers on the right-hand pages show the chapter name.

To create different headers or footers for odd and even pages

1	From the View menu, choose Header/Footer (ALT, V, H).

2	Select the Different Odd And Even Pages check box.

3	In the Header/Footer box, select the header or footer you want to add.

4	Choose the OK button.

5	Type or choose the header or footer text.

6	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

7	For each of the alternating headers and footers you want to add, repeat steps 1 through 6.

Note: To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers


Deleting a header or footer

Headers and footers are part of section formatting. Word automatically carries over headers and footers from one section to the next. If you change or delete a header or footer in any section, it changes for the identical headers or footers in following sections.

To delete a header or footer

1	Position the insertion point in the section with the header or footer you want to delete.

2	From the View menu, choose Header/Footer (ALT, V, H).

3	In the Header/Footer box, select the header or footer you want to delete.

4	Choose the OK button.

5	In the header or footer pane, select the contents of the header or footer.

Note: The header/footer bar will not appear if you are in page layout view.

6	Press the DEL key.

7	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers


Adding fields to a header or footer

You can use the buttons in the header/footer bar to insert page numbers or the current date or time into a header or footer. You can also add other fields to headers and footers, including author, title, filename, chapter number or title, and section number or title. For more information, see Field Types and Instructions.

To add fields to a header or footer

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the Header/Footer box, select the header or footer to which you want to add fields.

3	Choose the OK button.

Note: The header/footer bar will not appear if you are in page layout view.

4	To insert the field characters ({}), choose Field from the Insert menu (ALT, I, D), or press CTRL+F9.

5	Type one of the following inside the field characters ({}) for the information you want.

To insert	Type

Author name	author

Document title	title

Document filename	filename

Chapter number and	seq 1 \c - page

  page number	In this example, you must create the chapter numbers in the document with SEQ (Sequence)fields and the Heading 1 style.

Dictionary headings	styleref 2 - styleref 2 \l

Note: The character l above is the lowercase letter L.

In this example, you must create the dictionary heading paragraphs with the Heading 2 style. For more information, see the Style Ref. field.

6	To add another field, move the insertion point to the next location and repeat steps 4 and 5 for each field.

7	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers

Formatting with Styles

Inserting a field

Numbering Pages


Adding a different header or footer for the first page

You can create a special header or footer that appears only on the first page of a document or section, to identify a new section or to place identifying information on the first page of a document.

To add a different header or footer for the first page

1	From the View menu, choose Header/Footer (ALT, V, H).

2	Select the Different First Page check box.

3	In the Header/Footer box, select First Header or First Footer.

4	Choose the OK button.

Note: The header/footer bar will not appear if you are in page layout view.

5	Choose a button to insert the current date, current time, or page number, or type the header or footer text you want for the first page.

If you do not want the header or footer to appear on the first page, leave the header or footer empty.

6	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

Note

 -	If you do not have headers or footers throughout your document, you may want to return to the Header/Footer command to create a header or footer for the rest of the document.

__________

See also

Headers and Footers

Numbering Pages


Copying the header or footer of the previous section to the current section

A header or footer in one section can have the same text and formatting as the header or footer in the previous section. By linking the current header or footer to the header or footer in a previous section, you can change the contents of the first header or footer. When you change the previous header or footer, Word automatically updates the second header or footer.

To copy the header or footer of the previous section to the current section

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the Header/Footer box, select the header or footer you want to change.

3	Choose the OK button.

4	Choose the Link To Previous button, or press SHIFT+F10, L.

Note: If the current header or footer is the same as the previous header or footer, the Link To Previous button is unavailable.

If you already have header or footer text in this section, Word asks if you want to delete the current header or footer. To delete the current header or footer, choose the Yes button.

5	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers


Positioning a header or footer

You can position a header or footer horizontally or vertically on a page within the margins you set.

To position a header or footer vertically

Mouse

1	From the File menu, choose Print Preview (ALT, F, V).

2	Choose the Margins button.

3	Position the pointer on the header or footer you want to move. The pointer changes to [image].

4	Drag the header or footer to the new location.

5	To update the page layout, click outside the page, or press ENTER.

Keyboard

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the From Edge box, type or select the distance from the edge of the page to the top of the header and/or the bottom of the footer.

3	Choose the OK button.

To position a header or footer horizontally

1	From the View menu, choose Header/Footer (ALT, V, H).

2	In the Header/Footer box, select the header or footer you want to move.

3	Choose the OK button.

4	Select the text to be positioned.

5	Do one of the following:

 -	From the Format menu, choose Paragraph (ALT, T, P), and then select the alignment options you want.

 -	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B), and then click the alignment buttons to indent and align the text.

 -	Use tabs to position the text where you want it. See Setting tab stops with the Tabs command or Setting tab stops with the ribbon and ruler.

6	Do one of the following:

 -	To close the header or footer pane, choose the Close button, or press SHIFT+F10, C.

 -	To return to the document pane without closing the header or footer pane, press F6.

__________

See also

Headers and Footers


Indexes and Tables of Contents

Overview

Creating an index

Inserting an index entry by selecting text

Creating index subentries

Compiling an index for a range of letters

Compiling a complete index

Compiling an index for a range of pages

Following an index entry with text

Indicating a range of pages in an index entry

Indexing a document with chapter numbers and page numbers

Separating index headings using fields

Formatting characters between index text and page numbers

Creating a table of contents or other table

Compiling a table of contents using heading styles

Creating a table of contents using fields

Creating a table of contents with chapter numbers and page numbers

Creating a table of figures, graphics, or tables using fields

Compiling a table of figures, graphics, or tables using heading styles

Updating indexes and tables

Updating a table of contents or index


Overview of Indexes and Tables of Contents
Indexes and Tables of Contents

You can include an index, a table of contents, and lists of items such as figures or tables of illustrations in a Word document.

__________

See also

Step-by-Step Instructions


Inserting an index entry by selecting text

You can create an index for a Word document by inserting index entries in document text and then compiling them into an index. Word updates page numbers in the index when you print or repaginate the document and update the index.

To insert an index entry by selecting text

1	Do one of the following:

 -	In the document, select up to 64 characters of text that you want to be an index entry.

 -	Position the insertion point where you want to type the index entry.

2	From the Insert menu, choose Index Entry (ALT, I, E).

3	If necessary, type the index entry, or edit the existing index entry in the Index Entry box.

4	If you want to specify a range of pages for the index entry, type or select a bookmark name in the Range box. See Indicating a range of pages in an index entry.

5	If you want the page number for the entry to be bold and/or italic in the index, select the Bold and/or Italic check box.

6	Choose the OK button.

Word inserts an Index Entry field in hidden text after the entry. See Index Entry fields.

When you compile the index, Word searches for index entries and lists them with the page number on which they are found in the document.

Tips

 -	If you are typing the index entry, make sure that your page numbers are correct by positioning the insertion point at the end of the text you want to index. If you insert the index entry before the text you want to index, Word may insert a page break between the entry and the text during pagination.

__________

See also

Indexes and Tables of Contents


Creating index subentries

By typing text, you can create an index with more than one level of index entry. Although two or three subentry levels is most common, an index can contain up to seven subentries, each separated by a colon.

To create an index subentry

1	Position the insertion point where you want to insert the index entry.

2	From the Insert menu, choose Index Entry (ALT, I, E).

3	In the Index Entry box, type the main entry text, followed by a colon, and then type the subentry text.

Index entry	Type

Flowers

  annuals 3	Flowers:annuals

  perennials 13	Flowers:perennials

    pansies 15	Flowers:perennials:pansies

4	Repeat steps 1 through 3 for each subentry you want to create.

5	Choose the OK button.

Word inserts an Index Entry field in hidden text after the entry. See Index Entry fields.

When you compile the index, Word automatically lists subentries in alphabetical order under the main entry.

Notes

 -	To create a main entry without a page number, do not create an index entry for the main entry, but do include the main entry with any subentries. For example, do not type Flowers as an index entry, but do type Flowers:perennials and Flowers:annuals as index entries.

 -	If you select text for an index entry that contains a colon (:), a backslash (\), or a quotation mark (''), Word automatically inserts a backslash in front of each item in the index entry field. If you want to use one of these characters to indicate a subentry, delete the backslash in front of it.

 -	To create an entry that uses text instead of a page number, you must use fields. See Following an index entry with text.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Creating an index for a range of letters
Compiling an index for a range of letters

If you have a document with a very large index, you can create an index for a range of letters.

To compile an index for a range of letters

1	Insert index entries in your document. See Inserting an index entry by selecting text.

2	Position the insertion point in the document where you want to create the index.

3	From the Tools menu, choose Options (ALT, O, O).

4	In the Category box, select View.

5	Under Nonprinting Characters, clear the Hidden Text check box.

6	Under Show Text With, clear the Field Codes check box.

7	Choose the OK button.

8	From the Insert menu, choose Field (ALT, I, D).

9	In the Field Code box, delete the equal sign, and then type index \p letter range

For example, to create an index for entries beginning with letters A through L, type index \p A-L

10	Choose the OK button.

Word displays all main entries that begin with the letters you specify and all subentries under these main entries. See INDEX fields.

11	From the View menu, choose Field Codes (ALT, V, C) to display field codes.

12	Position the insertion point to the right of the ending field character in the INDEX field.

13	Press the ENTER key.

14	Repeat steps 2 through 14 for another range of letters -- for example, M through Z.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Compiling a complete index

The Index command collects index entries, sorts them alphabetically, references their page numbers, combines duplicate entries on the same page, and displays the index in the document.

To compile a complete index

1	Insert index entries in your document. See Inserting an index entry by selecting text.

2	From the View menu, choose Field Codes (ALT, V, C).

3	From the Tools menu, choose Options (ALT, O, O).

4	In the Category box, select View.

5	Under Nonprinting Characters, clear the Hidden Text check box.

6	Choose the OK button.

7	Position the insertion point where you want to insert the index.

8	From the Insert menu, choose Index (ALT, I, I).

9	Under Insert, select the index format you want.

Select	To

Normal Index	Display subentries below main entries

Run-In Index	List subentries on the same line with main entries

10	Under Heading Separator, select the heading separator you want.

Select	To

None	Omit a heading separator

Blank Line	Separate index sections with a blank line

Letter	Separate index sections with a letter

11	Choose the OK button.

Word inserts an INDEX field after the insertion point. See INDEX fields.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Following an index entry with text

Some index entries are not followed by a page number. You can insert a cross-reference to other index entries instead of providing a page number reference.

To follow an index entry with text

1	Position the insertion point where you want to create the index entry.

2	From the Insert menu, choose Field (ALT, I, D).

3	In the Field Code box, delete the equal sign, and then type xe ''index entry text''\t ''desired text''

For example, type xe ''ant''\t ''see Insect'' for the following cross-reference:

Ant, see Insect

See Index Entry fields.

4	Choose the OK button.

When you compile the index, Word lists the index entry with the specified text following it.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Indicating a range of pages in an index entry

When an index topic extends over several pages, you can use the Bookmark command to indicate a range of pages for the topic. If editing changes the page range for an index entry, Word updates the page numbers in the index when you repaginate or print the document and recompile the index.

To indicate a range of pages in an index entry

1	Select the text on the pages you want to indicate as a range of pages in the index.

2	From the Insert menu, choose Bookmark (ALT, I, M). See Inserting a bookmark.

3	Type a name for the bookmark.

Note: A bookmark name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters. The name cannot have any space -- for example, range1

4	Choose the OK button.

5	From the Insert menu, choose Index Entry (ALT, I, E).

6	In the Index Entry box, type text you want to appear as an index entry.

7	Under Page Number, type or select the name of the bookmark in the Range box.

8	Choose the OK button.

When you compile the index, the index entry lists a range of pages for the topic. See Compiling a complete index.

__________

See also

Indexes and Tables of Contents


Indexing a document with chapter numbers and page numbers

You can create an index that lists the chapter number with each page number reference for entries. For example, if an entry for Corporate Organization appears on page 4 in Chapter 2, the index can list its location as "Corporate Organization 2-4."

To index a document with chapter numbers and page numbers

1	Insert index entries in your document. See Inserting an index entry by selecting text.

2	Position the insertion point at the end of a chapter.

3	From the Insert menu, choose Break (ALT, I, B).

4	Under Section Break, select the Next Page option button. See Inserting a new section break.

5	Choose the OK button.

6	From the Insert menu, choose Page Numbers (ALT, I, U). See Inserting only page numbers.

7	Choose the Format button.

8	In the Start At box, type 1

9	Choose the OK button.

10	To close the Insert Page Numbers dialog box, choose the OK button.

11	If you have headers or footers in your document and Word asks if you want to replace the existing header or footer with page numbers, choose No.

12	Position the insertion point at the beginning of the first chapter in the series.

13	To insert a field, press CTRL+F9. See Inserting a field.

14	Inside the field characters ({}), type

seq sequencename \h

For example, type

seq chapter \h

See SEQ (Sequence) fields.

15	With the insertion point in the field, press F9 to update the field.

16	Repeat steps 2 through 15 for each chapter.

17	From the View menu, choose Field Codes (ALT, V, C).

18	Position the insertion point where you want the index to appear.

19	To insert a field, press CTRL+F9.

20	Inside the field characters ({}), type

index \s sequence name

For example, type

index \s chapter

See INDEX fields.

21	With the insertion point in the field, press F9 to update the field.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Separating index headings using fields

You can divide sections of your index by using any characters or a combination of a blank line and characters. If you use a letter character to divide sections, Word automatically advances through the alphabet when the first letter of the main entries in a section changes.

To separate index headings using fields

1	Position the insertion point at the end of the text in the document.

2	To insert a field, press CTRL+F9. See Inserting a field.

3	Inside the field characters ({}), type any of the following field information.

Type	To

index \h ''letter''	Separate headings with a letter

index \h ''characters''	Separate headings with any characters, such as hyphens

index \h ''A''	Separate sections with a letter

See INDEX fields.

4	With the insertion point in the field, press F9 to compile the index.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Compiling an index for a range of pages

You can compile an index for part of a document by specifying the range of pages you want to list in the index.

To compile an index for a range of pages

1	Insert index entries in your document. See Inserting an index entry by selecting text.

2	Select the pages you want to include in the index.

3	From the Insert menu, choose Bookmark (ALT, I, M). See Inserting a bookmark.

4	Type a name for the bookmark.

Note: A bookmark name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters. The name cannot have any space -- for example, range1

5	Choose the OK button.

6	Position the insertion point in the document where you want to create the partial index.

7	If necessary, choose Field Codes from the View menu (ALT, F, C) to clear field codes in the document.

8	To insert a field, press CTRL+F9. See Inserting a field.

9	With the insertion point inside the field characters ({}), type index \b bookmark name

For example, if the bookmark name is range1, type

index \b range1

See INDEX fields.

10	With the insertion point in the field, press F9 to update the field.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Formatting characters between index text and page numbers

You can specify the characters Word uses in an index by changing the index field code.

To format characters between index text and page numbers

1	Position the insertion point at the end of the text in the document.

2	To insert a blank field, press CTRL+F9.

3	Inside the field characters ({}), type any of the following field information.

Note: Characters represents the characters you want to use. You can use no more than three characters.

Type	To

index \e ''characters''	Separate index text from page numbers

index \g ''characters''	Insert characters between page numbers in a page range

index \s chapter \d 	Separate

  ''characters''	chapter and page numbers

See INDEX fields.

4	To compile and insert the index, press F9.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Compiling a table of contents using heading styles

If you apply heading level styles to a document, Word can use the headings as the entries in a table of contents.

To compile a table of contents using heading styles

1	Make sure the headings you want for the table of contents entries have heading styles applied. See Applying a style.

2	Position the insertion point where you want the table of contents.

3	From the Insert menu, choose Table Of Contents (ALT, I, C).

4	Under Table Of Contents, select the Use Heading Paragraphs option button.

5	Under Table Of Contents, select the heading levels you want to include in the table of contents.

To include	Do this

All headings	Select the All option button

A range of 	In the From

  heading levels	and To boxes, type the numbers

One level of 	In both the

  headings	From and To boxes, type the same

level number

6	Choose the OK button.

Tip

 -	If you want to insert both a table of contents and another list of contents in the same document, you must insert fields in your document. See Creating a table of contents using fields.

__________

See also

Indexes and Tables of Contents


Creating a table of contents using fields

You can use fields instead of heading level styles to create a table of contents if a document was not created with obvious headings for each table of contents entry you want, or if you have not applied heading styles to a document.

To create a table of contents using fields

1	Position the insertion point just after the text you want to include in the table of contents.

2	To insert a field, press CTRL+F9.

3	Inside the field characters ({}), type

tc ''text''

For example, for an entry named Summary of Research, type

tc ''Summary of Research''

The following table shows how to add sublevels to table of contents entries.

For these entries	Type

Flowers	tc ''Flowers''

  Perennials	tc ''Perennials'' \L 2

    Pansies	tc ''Pansies'' \L 3

See TC (Table Entry) fields.

4	Repeat steps 1 through 3 for each table of contents entry.

5	Position the insertion point where you want to insert the table of contents.

6	From the Insert menu, choose Table Of Contents (ALT, I, C).

7	Under Table Of Contents, select the Use Table Entry Fields option button

8	Choose the OK button.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Creating a table of contents with chapter numbers and page numbers

You can create a table of contents that lists the chapter number with each page number reference for entries. For example, if an entry for Corporate Organization appears on page 4 in Chapter 2, the table of contents can list its location as "Corporate Organization 2-4."

To create a table of contents with chapter numbers and page numbers

1	Insert table of contents entries in your document using heading styles or fields. See Compiling a table of contents using heading styles or Creating a table of contents using fields.

2	Position the insertion point at the end of a chapter.

3	From the Insert menu, choose Break (ALT, I, B).

4	Under Section Break, select Next Page. See Inserting a new section break.

5	Choose the OK button.

6	From the Insert menu, choose Page Numbers (ALT, I, U). See Inserting only page numbers.

7	Choose the Format button.

8	In the Start At box, type 1

9	Choose the OK button.

10	To close the Page Numbers dialog box, choose the OK button again.

11	If you have headers or footers in your document and Word asks if you want to replace the existing header or footer with page numbers, choose No.

12	Position the insertion point at the beginning of the first chapter in the series.

13	To insert a field, press CTRL+F9. See Inserting a field.

14	Inside the field characters ({}), type seq sequencename \h

For example, type

seq chapter \h

See SEQ (Sequence) fields.

15	With the insertion point in the field, press F9 to update the field.

16	Repeat steps 3 through 15 for each chapter.

17	Position the insertion point where you want the table of contents to appear.

18	To insert a field, press CTRL+F9.

19	Inside the field characters ({}), type one of the following:

 -	For entries using heading styles, type toc \s sequencename

For example, type

toc \s chapter

 -	For entries using fields, type toc \f \s sequencename

For example, type

toc \f \s chapter

See TOC (Table of Contents) fields.

20	With the insertion point in the field, press F9 to update the field.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Creating a table of figures, graphics, or tables using fields

If you do not want to apply heading level styles to illustration captions, you can collect a list of figures, graphics, tables, or other illustrations in the document by inserting fields.

To create a table of figures, graphics, or tables using fields

1	Position the insertion point just after the text you want to include in the table of contents.

2	To insert a field, press CTRL+F9. See Inserting a field.

3	Inside the field characters ({}), type tc ''text''\f list identifier

For example, for an entry called Rate of Growth in a list of graphs, type

tc ''Rate of Growth''\f graph

See TC (Table Entry) fields.

Note: You can use any character for a list identifier; however, if you use "c" as an identifier, you will create an ordinary table of contents.

4	Repeat steps 1 through 3 for each list entry.

5	Position the insertion point where you want to insert the table.

6	To insert a field, press CTRL+F9.

7	Inside the field characters ({}), type toc \f list identifier

For example, for a table that lists the graphs in the document, type

toc \f graph

See TOC (Table of Contents) fields.

8	With the insertion point in the table of contents field, press F9 to update the field.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Creating a table of figures, graphics, or tables using heading styles

If you format captions for illustrations with a unique heading level style, you can create a table that lists each illustration.

To create a table of figures, graphics, or tables using heading styles

1	Position the insertion point where you want to insert the table.

2	From the Insert menu, choose Field (ALT, I, D).

3	Under Insert Field Type, select TOC. See TOC (Table of Contents) fields.

4	Under Instructions, select Outline.

5	Choose the Add button.

6	Under Field Code, specify the heading level or range of levels you used for the captions in your document. For example, if you formatted all captions with the Heading 2 style, the complete field codes would look like this:

toc \o 2-2

7	Choose the OK button.

Word inserts a TOC field at the insertion point.

8	To see the table, choose Field Codes from the View menu (ALT, V, C).

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Updating a table of contents or index

You can update a table of contents or index to view changes before you print, if you change fields or headings that you want to include in a table of contents or index, or if you edit text that changes page breaks in the document.

To update a table of contents or index

1	To clear field codes from your document so you can view the updated table of contents or index, choose Field Codes from the View menu (ALT, V, C) again.

2	Position the insertion point anywhere in the table of contents or index that you want to update.

3	To update the index or table of contents, press the F9 key.

__________

See also

Indexes and Tables of Contents

Fields

Field Types and Instructions


Using Macros

Overview

Creating

Getting help on creating macros

Recording a macro

Writing a macro

Using RecordNextCommand while writing a macro

Creating macros that run automatically

Specifying a location for storing macros and glossary entries

Changing

Renaming a macro

Editing and testing a macro

Running

Running a macro or any Word command

Assigning

Adding commands, macros, and lines to menus

Assigning a shortcut key to commands and macros

Customizing the Toolbar


Overview of Using Macros
Using Macros

A macro is a custom-made command that helps you work more quickly and efficiently. Typically, a macro is a series of Word commands and actions that Word triggers when you run the macro.

Here are some examples of macros you can create:

 -	 A macro that selects the Draft option, and then prints your document.

 -	A macro that goes through your document, formatting the first character on each page with bold, italic, and 16-point formats.

 -	A modified FileOpen macro that automatically changes to the C:\DOCS directory when displaying the File Open dialog box.

Creating a macro is easy with the Record Macro command. Word records the actions you perform so you can play them back as a macro. You can also create more complex macros using the macro language in Word called WordBasic. Often you can use the recorder to create a rough macro and then put in the finishing touches in the macro editing window.

You can make a macro available to all documents or only those documents based on a certain template. If you use the macro often, you can make it easier to run by assigning a menu item or shortcut key to the macro.

__________

See also

Step-by-step Instructions


Getting help on creating macros

Word has both printed and online information to help you create macros.

To get help on creating macros

>	Do one or more of the following:

 -	For help topics on creating, changing, and running macros, see Using Macros.

 -	For a list of all WordBasic statements and functions, including descriptions, syntax, and examples, see "Using Macros" in the Microsoft Word User's Guide.

__________

See also

Using Macros


Recording a macro

It's easy to create a macro by turning on the Word macro recorder and recording a sequence of actions you can run whenever you need the same set of actions. For example, if you often need to display as much of a document as possible, you can record a macro that maximizes the window and then hides the ribbon, ruler, Toolbar, and scroll bars.

Note: The macro recorder cannot record mouse actions in document text. You must use keys when recording actions such as moving the insertion point and selecting text. However, you can use the mouse to choose commands and select options when recording a macro.

To record a macro

1	From the Tools menu, choose Record Macro (ALT, O, R).

2	In the Record Macro Name box, type a name for the macro.

If you want to run the macro with a shortcut key, specify a key or combination of keys under Shortcut Key.

You can type a brief description of the macro in the Description box.

3	Choose the OK button.

The letters "REC" appear in the status bar to let you know Word is ready to record the macro.

4	Perform the actions you want to record.

5	From the Tools menu, choose Stop Recorder (ALT, O, R).

Note: If you are working with a template other than NORMAL.DOT, a message may appear asking where you want to store the macro. See Specifying a location for storing macros and glossary entries.

Tips

 -	You can test your macro by running it with the Run Macro command. See Running a macro or any Word command. You may want to save your document before running the macro in case the result is not what you want.

 -	Use the Options command to assign a shortcut key, menu item, or Toolbar button to a macro. See Customizing Menus, the Keyboard, and the Toolbar.

__________

See also

Using Macros


Writing a macro

Recording a macro works well for relatively simple operations such as adjusting dialog box options or displaying parts of the screen. For macros that perform more complex operations -- for example, creating and displaying custom dialog boxes -- you must write or at least edit them in the macro editing window.

To write a macro

1	From the Tools menu, choose Macro (ALT, O, M).

2	In the Macro Name box, type a name for the macro.

You can type a brief description of the macro in the Description box.

3	Choose the Edit button.

The macro editing window appears. For more information, see "Using Macros" in the Microsoft Word User's Guide

4	To close a macro after you finish writing it, choose Close from the document Control menu (ALT, HYPHEN, C).

Note: If you are working with a template other than NORMAL.DOT, a message may appear asking where you want to store the macro. See Specifying a location for storing macros and glossary entries.

The names of any macros that are open for editing appear on the Window menu.

Tips

 -	You can use the RecordNextCommand command to automatically insert a macro statement while writing a macro. See Using RecordNextCommand while writing a macro.

 -	Use the Options command to assign a shortcut key, menu item, or Toolbar button to a macro. See Customizing Menus, the Keyboard, and the Toolbar.

__________

See also

Using Macros


Using RecordNextCommand while writing a macro

When you write a macro, you can record a single action with the RecordNextCommand command. Word automatically inserts a statement for the action, including the syntax, into the macro editing window. This feature is especially convenient when you don't want to look up and type in arguments for a complex dialog box, or when you forget the syntax for an action.

To use RecordNextCommand while writing a macro

1	If the macro you want to edit is not open, open a new or existing macro with the Macro command on the Tools menu (ALT, O, M).

See Writing a macro and Editing and testing a macro.

2	In the macro editing window, position the insertion point where you want to insert the statement.

3	From the Window menu, choose a window containing a document.

If no document is open, create a new document with the New command on the File menu (ALT, F, N).

4	From the Tools menu, choose Macro (ALT, O, M).

5	Under Show, select the Commands option button.

6	In the Macro Name box, type or select RecordNextCommand.

7	Choose the Run button.

8	Perform the single action you want to insert into the macro.

9	From the Window menu, choose the window containing the macro you are editing.

10	To close a macro after you finish writing it, choose Close from the document Control menu (ALT, HYPHEN, C).

A new statement appears before the insertion point.

Tip

 -	Use the Options command to assign a shortcut key, menu item, or Toolbar button to RecordNextCommand. See Customizing Menus, the Keyboard, and the Toolbar.

__________

See also

Using Macros


Creating macros that run automatically

By giving a macro a special name, you can run it automatically when you perform an operation such as starting Word or opening a document. Names that Word recognizes as automatic, or "auto," macros appear in the following table.

This macro	Runs when you

AutoExec	Start Word

AutoNew	Create a new document

AutoOpen	Open a document

AutoClose	Close a document

AutoExit	Quit Word

To create a macro that runs automatically

>	Create a macro and give it one of the names in the table above.

See Recording a macro or Writing a macro.

Tips

 -	You can change an existing macro into an auto macro by giving it one of the names in the table above. See Renaming a macro.

 -	As with any macro, you can choose to make an auto macro apply only to those documents based on a particular template. For example, if you create an AutoOpen macro and store it with a template named MYTEMP.DOT, the AutoOpen macro runs only when you open MYTEMP.DOT or any document based on it.

__________

See also

Using Macros


Renaming a macro

You can change the name of a macro -- for example, if you change what the macro does.

To rename a macro

1	From the Tools menu, choose Macro (ALT, O, M).

2	Do one of the following:

 -	To display custom macros available to all documents, select the Global Macros option button under Show.

 -	To display custom macros available only to documents based on the active template, select the Template Macros option button.

Note: This option is unavailable if the active document is based on the global template.

3	In the Macro Name box, type or select the macro you want to rename.

Note: You cannot rename commands that are built into Word.

4	Choose the Rename button.

5	In the New Macro Name box, type a new name for the macro.

6	To close the Rename box, choose the OK button.

7	When you finish with the Macro dialog box, do one of the following:

 -	To return to your document, choose the Close button.

 -	To edit the selected macro, choose the Edit button.

 -	To run the selected macro, choose the Run button.

__________

See also

Using Macros


Editing and testing a macro

You can edit and test macros you write or record in the macro editing window. A button bar at the top of the window helps you find errors in the macro.

To edit and test a macro

1	From the Tools menu, choose Macro (ALT, O, M).

2	Do one of the following:

 -	To display custom macros available to all documents, select the Global Macros option button under Show.

 -	To display custom macros available only to documents based on the active template, select the Template Macros option button.

Note: This option is unavailable if the active document is based on the global template.

3	In the Macro Name box, type or select the macro you want to edit or test.

4	Choose the Edit button.

The macro appears in the macro editing window.

5	Edit the macro.

6	From the Window menu, choose a document on which you want to test the macro.

Note: This step is unnecessary if the macro does not affect document contents.

7	To test the macro, choose the Start button on the macro button bar.

8	To close a macro after you finish editing and testing it, choose Close from the document Control menu (ALT, HYPHEN, C).

To correct an error

Use this procedure if an error message appears when you test a macro that is open for editing.

1	From the Window menu, choose the macro.

Word highlights the line in which an error occurs.

2	Correct the error.

3	When you want to return to the document, choose it from the Window menu.

Note: For more information on the other buttons at the top of the window, see Macro editing bar. For more information on testing macros, see "Using Macros" in the Microsoft Word User's Guide.

__________

See also

Using Macros


Running a macro or any Word command

You can use the Macro command to run any macro, including commands already built into Word.

To run a macro

1	From the Tools menu, choose Macro (ALT, O, M).

2	Do one of the following:

 -	To display custom macros available to all documents, select the Global Macros option button under Show.

 -	To display custom macros available only to documents based on the active template, select the Template Macros option button.

Note: This option is unavailable if the active document is based on the global template.

 -	To display commands built into Word, select the Commands option button.

3	In the Macro Name box, type or select the macro you want to run.

4	Choose the Run button.

Note: You can also run a macro that is open for editing by choosing the Start button in the macro editing bar. See Editing and testing a macro.

Tip

 -	Use the Options command to assign a shortcut key, menu item, or Toolbar button to a macro you use often. See Customizing Menus, the Keyboard, and the Toolbar.

__________

See also

Using Macros


Margins, Paper Size, and Page Orientation

Overview

Margins

Changing page margins

Adding gutter margins: Reserving extra space for binding

Setting up margins for facing pages

Paper size, orientation, and source

Setting the paper size

Setting up and using custom paper sizes

Changing the page orientation

Setting the paper source

Changing the default settings

Changing the default margins, paper size, or orientation


Overview of Margins, Paper Size, and Page Orientation
Margins, Paper Size, and Page Orientation

The settings you choose for margins, paper size, and page orientation affect all pages of a document. These settings determine how large an area you have to print the body text of the document.

__________

See also

Step-by-step Instructions


Changing page margins

You can change page margins within a section in normal view, or you can change the margins for the entire document in either normal view or print preview.

To change margins in normal view

1	Select the text whose margins you want to change, or position the insertion point where you want the margins to change.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Margins option button.

4	Type or select the measurements for each page margin you want to adjust: Top, Bottom, Left, Right.

Note: The representation of the document in the Sample box changes as you adjust the margin sizes.

5	In the Apply To box, select one of the following.

Option	Description

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

Note: For more information on setting margins, see Adding gutter margins: Reserving extra space for binding or setting up margins for facing pages.

Shortcut

Mouse

1	Select the text whose margins you want to change.

2	If the ruler is not displayed, choose Ruler from the View menu (ALT, V, R).

3	Click [image] on the left end of the ruler to display the left and right document margin markers ( [image]  [image]).

4	Drag the left  ( [image]) or right ( [image]) margin marker to the new position.

Note

 -	You can also use print preview to change your margins. See Working in print preview.

Tip

 -	To use sideheads, comments, or other elements in the margin, you can adjust a margin to leave enough room. See Adding gutter margins: Reserving extra space for binding.

__________

See also

Margins, Paper Size, and Page Orientation


Adding gutter margins: Reserving extra space for binding

You can add extra space on the inside margins of your document to allow space for binding.

To add gutter margins

1	Select the text or position the insertion point in the section you want to change.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Margins option button.

4	In the Gutter box, type or select a measurement for the amount of extra space you want for the binding.

Note: The representation of the document in the Sample box changes as you change the measurements.

5	In the Apply To box, select one of the following.

Option	Description

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

Note: To view your document with the gutter margin you set, choose Print Preview from the File menu (ALT, F, V).

__________

See also

Margins, Paper Size, and Page Orientation


Setting up margins for facing pages

To set up a document that will be printed on both sides of the paper and bound, you should use facing, or "mirror," margins. With mirror margins, the inside and outside margins alternate between odd-numbered and even-numbered pages, leaving room on the inside for binding.

To set up margins for facing pages

1	From the Format menu, choose Page Setup (ALT, T, U).

2	Select the Margins option button.

3	Select the Facing Pages check box.

Note: When you select the Facing Pages check box, the Left and Right boxes become Inside and Outside.

4	In the Inside or Outside box, type or select measurements for the margins.

Note: The representation of the document in the Sample box changes as you change the measurements.

5	In the Apply To box, select Whole Document.

Note: The Facing Pages option applies to every page in your document.

6	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation


Setting the paper size

Word sets page margins in relation to the paper size you are using. You can change the paper size within a section or for the document.

To set the paper size

1	Select the text you want to print on a particular paper size, or position the insertion point where you want to begin printing on a particular paper size.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Size And Orientation option button.

4	In the Paper Size box, select the paper size you want to print on.

Note: The representation of the document in the Sample box changes when you move out of the list.

5	In the Apply To box, select one of the following.

Option	Description

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation


Setting up and using custom paper sizes

You can change the default paper size of 8.5 by 11 inches when you want to print on different sizes of paper. You can change the paper size within a section or for the entire document.

To set custom paper sizes

1	Select the text you want to print on a custom paper size, or position the insertion point where you want to begin printing on a custom paper size.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Size And Orientation option button.

4	In the Width and Height boxes, type or select the measurements you want.

Note: The representation of the document in the Sample box changes as you adjust the numbers in the Width and Height boxes.

5	In the Apply To box, select how much of your document you want to print on this particular paper.

Option	Description

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation

Setting Preferences


Changing the page orientation

Word has two page orientations: portrait (vertical) and landscape (horizontal). You can change the orientation within a document so that some pages are portrait and others are landscape.

Portrait	Landscape

To change the page orientation

1	Select the text, or position the insertion point in the section you want to change.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Size And Orientation option button.

4	Under Orientation, select the Portrait or Landscape option button.

Note: The representation of the document in the Sample box changes as you switch between portrait and landscape orientation.

5	In the Apply To box, select one of the following.

Option	Description

Whole Document	Applies formatting to the entire document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation


Setting the paper source

With Word, you can print the first page of each section on different paper than the rest of the pages. Most printers that Word supports offer at least two ways to feed paper into the printer: using the paper tray and manual printing.  Some printers have two paper trays, allowing you to use different paper in each tray.

To set the paper source

1	From the Format menu, choose Page Setup (ALT, T, U).

2	Select the Paper Source option button.

3	In the First Page box, select the paper source for the first page of each section.

4	In the Other Pages box, select the paper source for the remaining pages of each section.

5	In the Apply To box, select one of the following.

Option	Description

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the selected sections.

This Section	Applies formatting to the section containing the insertion point.

6	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation


Changing the default margins, paper size, or orientation

If you often change the margins, print on different size paper, or use a different page orientation, you can save time by changing Word's default settings. Word saves the default settings in the active template. Each new document based on that template will automatically have the revised margins, page size, and orientation.

To change the default margins, paper size, or orientation

1	Select the portion of the document to which you want to apply the default settings, or position the insertion point in the section to which you want to apply the default settings.

2	From the Format menu, choose Page Setup (ALT, T, U).

3	Select the Margins, Size And Orientation, or Paper Source option button.

4	Select or type the settings you want to adjust.

5	Choose the Use As Default button.

6	To verify that you want to change the default settings in the active template, choose the Yes button.

7	Repeat steps 3 through 5 for each page attribute you want to change.

8	Choose the OK button.

__________

See also

Margins, Paper Size, and Page Orientation


Math Calculations and Equations

Overview

Calculating

Performing a math calculation

Performing a calculation for numbers placed throughout a document

Setting up a table for spreadsheet-type calculations

Creating and editing equations

Inserting equations or other embedded objects

Editing an embedded object


Overview of Math Calculations and Equations
Math Calculations and Equations

You can both calculate numbers and set up professional-looking equations in Word. With the Calculate command, you can perform basic math calculations quickly and easily. For example, if you are working on a cover letter for a financial statement, you can add, subtract, multiply, divide, or calculate percentages for numbers in the letter.

If the numbers you want to use in a calculation are spread throughout a document, you can mark each one for reference and then perform the calculation in a field. When the numbers change, the field automatically calculates a new result.

If the numbers you want to use in a calculation appear in a table, you can use fields to set up the table to perform spreadsheet-type calculations.

__________

See also

Step-by-step Instructions


Performing a math calculation

You can perform mathematical calculations in Word. By inserting operators between numbers in a selection, you can perform the following calculations: addition (+ or a space), subtraction [- or ( )], multiplication (*), division (/), percentage (%), and power or root (^). For examples, see Math examples.

Numbers can be arranged horizontally, vertically, or within text. Word places the result of a calculation on the Clipboard so you can paste it into a document.

To perform a math calculation

1	Type the numbers and mathematical operators for the calculation.

Note: You do not have to type an operator to add numbers.

2	Select the numbers and operators you want to calculate.

If the numbers line up in a column, you can select the column by holding down the right mouse button and dragging.

3	From the Tools menu, choose Calculate (ALT, O, C).

Word displays the result of the calculation in the lower-left corner of the window for a few seconds and then places the result on the Clipboard.

Note: When calculating, Word ignores any text surrounding numbers, with the exception of the dollar sign ($). If you include a dollar sign with at least one of the numbers, the result will include a dollar sign.

To insert the result of the calculation

1	Position the insertion point where you want the result to appear.

2	From the Edit menu, choose Paste (ALT, E, P), or press CTRL+V.

__________

See also

Math Calculations and Equations


Math examples

Operation	Operator	Examples

Addition	+ or a space	321 + 916; 321 916

Subtraction	- or ( )	87.3 - 23.4; 87.3 (23.4)

Multiplication	*	39 * 19.51

Division	/	43/17

Percentage	%	6,700 * 12%

Power	^	4.5^2

Root	^	4.5^0.5


Performing a calculation for numbers placed throughout a document

You can calculate numbers spread throughout a document by marking each number and then using a field to calculate the result. For example, you can insert a bookmark for each monthly sales figures spread throughout your document and then insert a field that adds the numbers and displays the total annual sales. If the numbers change, you can easily recalculate the result by updating the field.

To perform a calculation for numbers placed throughout a document

1	For each number that you want to include in the calculation, insert a bookmark.

See Inserting a bookmark.

2	Position the insertion point where you want the result to appear.

3	From the Insert menu, choose Field (ALT, I, D).

4	In the Insert Field Type box, select = EXPRESSION

If you want a special format for the result of the calculation, select a format in the Instructions box, and then choose the Add button.

5	In the Field Code box, following the = and any additional instructions, type the bookmark names and math operators.

For example, the contents of the Field Code box might look like this:

= Jan+Feb+Mar

where Jan, Feb, and Mar are the names of the bookmarks you inserted.

For other examples, see Math examples.

6	To insert the field and perform the calculation, choose the OK button.

If there is a check mark next to Field Codes in the View menu, Word inserts the field as field codes. To display the result of the calculation, position the insertion point in the field and press SHIFT+F9.

__________

See also

Math Calculations and Equations

Displaying field codes or field results

Updating a field

EXPRESSION field


Setting up a table for spreadsheet-type calculations

With the EXPRESSION field, it's easy to make a Word table function like a simple spreadsheet -- for example:

Jack	Jill

Jan	345	412

Feb	239	210

Mar	491	528

Totals:	1075	1150

Jack's total is the result of the field {=sum([r2c2:r4c2])}. Jill's total comes from the field {=sum([r2c3:r4c3])} where "r" stands for row and "c" stands for column.

To set up a table for spreadsheet-type calculations

1	To create a table that contains the numbers you want to use in the calculations, use the Insert Table command on the Table menu (ALT, A, I) or the Table button on the Toolbar.

See Creating a table.

2	Position the insertion point in a cell in which you want the result of a calculation.

For example, position the insertion point under "Jack" in the "Totals:" row.

3	From the Insert menu, choose Field (ALT, I, D).

4	In the Insert Field Type box, select = EXPRESSION

If you want a special format for the result of the calculation, select a format in the Instructions box, and then choose the Add button.

5	In the Field Code box, following the = and any additional instructions, type codes that specify both the kind of function you want to perform and the cells that contain the numbers you want to use in the calculation.

For example, to calculate Jack's three-month total in the example table, what you insert in the Field Code box would look like this:

=sum([r2c2:r4c2])

where "=" is the field type, "sum()" is the function, and [r2c2:r4c2] refers to the range of cells from row 2, column 2 to row 4, column 2.

6	To insert the field and perform the calculation, choose the OK button.

If there is a check mark next to Field Codes in the View menu, Word inserts the field as field codes. To display the result of the calculation, position the insertion point in the field and press SHIFT+F9.

__________

See also

Math Calculations and Equations

Displaying field codes or field results

Updating a field


Form Letters, Mailing Labels, and Other Merged Documents

Overview

Complete procedure

Merging documents, from start to finish

Setting up documents for merging

Creating a data file

Creating a main document

Creating a separate header file

Attaching a data file and/or header file to the main document

Removing the link between the main document and the data file

Checking the main document, data file, and header file for errors before merging

Special instructions for print merge

Using fields in a main document

Printing

Printing form letters or other merged documents

Using only certain records in a data file when merging

Controlling blank lines in merged documents when merge fields are empty


Overview of Form Letters, Mailing Labels, and Other Merged Documents
Form Letters, Mailing Labels, and Other Merged Documents

Word can automatically combine, or merge, lists of information with standard text to create unique versions of documents such as form letters, mailing labels, and legal documents.

Form letters and other merged documents

Merging documents typically involves these three steps:

 -	Prepare the text that varies in each version of the merged document -- for example, a list of names and addresses. This variable information, which can include graphics, is usually organized in a separate document called a data file.

 -	Type a main document that contains the text that you want to be identical in each printed version. Field codes within the text tell Word where to insert the appropriate information from the data file.

 -	Perform the merge operation to combine the variable information with the standard text to print unique versions of the main document. You can send merged documents to a printer or to a new, online file.

You can use the Record Selection dialog box and/or special instructions in a main document to use information from the data file conditionally, provide information during the merge operation, and print multiple documents as one.

__________

See also

Step-by-step instructions


Merging documents, from start to finish

With the Print Merge command, you can set up the main document, data file, and header file to print form letters or other merged documents.

Note: If you already have a main document and data file, skip the procedure below and move on to Printing form letters or other merged documents.

To set up a print merge operation

1	Do one of the following:

 -	If you do not have a main document, choose New from the File menu (ALT, F, N), and then choose the OK button to display a blank document.

 -	If you already have a main document, open it.

Note: Follow steps 2 through 11 to create and attach a data file. When you do so, the print merge bar appears so you can complete the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Attach Data File button.

4	Choose the Create Data File button.

5	In the Field Name box, type a field name.

A field name corresponds to one type of information you want in the data file. For example, type name

Note: Field names can contain a combination of up to 20 letters, numbers, and underscore characters. Word does not allow spaces, and the first character must be a letter.

6	Choose the Add button.

7	Repeat steps 5 and 6 for each field you want in the data file.

Note: To delete a field, select it, and then choose the Delete button.

8	Choose the OK button.

9	Specify a filename and location (drive and directory, if needed) for storing the data file, and then choose the OK button.

10	Fill in the data under the appropriate field names.

See Working and moving in a table.

11	From the File menu, choose Save (ALT, F, S).

If the Summary Info dialog box appears, fill in the summary information you want, and then choose the OK button.

12	To return to the main document, do one of the following:

 -	From the File menu, choose Print Merge (ALT, F, M), and then choose the Edit Main Document button.

 -	From the Window menu, choose the document name.

13	Type the text of the main document. When you want to insert a piece of information from the data file, choose the Insert Merge Field button (ALT+SHIFT+F), select a print merge field, and then choose the OK button.

14	To name and save the main document, choose Save from the File menu (ALT, F, S).

To begin the print merge operation

Mouse

>	From the print merge bar, choose a merge button:

 -	To print the merged documents, choose [image], and then choose the OK button.

 -	To send the merged documents to a file that Word creates and displays automatically, choose [image].

Keyboard

1	From the File menu, choose Print Merge (ALT, F, M).

2	To choose the Merge button, press ALT+M.

3	Under Merge Results, select the Merge To Printer or Merge To New Document option button.

4	Choose the OK button.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Creating a data file

When you follow the steps in Merging documents, from start to finish, the Print Merge command sets up a data file for you. To create a data file to use later, follow the steps below.

For examples of other ways to organize data files, see "Print Merge Basics," in the Microsoft Word User's Guide.

To create a data file as a Word table

Note: If you want to convert an existing data file of paragraphs into a Word table, see Creating a table from existing text.

1	To create a blank table with a column for each kind of information, choose one of the following:

 -	 on the Toolbar.

 -	The Insert Table command from the Table menu (ALT, A, I).

For example, if your data includes name, age, and occupation, create a three-column table. See Creating a table.

2	In each cell of the first row, type a field name, such as Name or Age

Note: Field names can contain a combination of up to 20 letters, numbers, and underscore characters. Word does not allow spaces, and the first character must be a letter.

3	Fill in the rest of the table with the information for each record. See Working and moving in a table.

4	To name and save the data file, choose Save from the File menu (ALT, F, S).

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Creating a main document

The Print Merge command attaches a data file to the active document and then displays a button bar that makes it easy to insert merge fields into the main document.

To create a main document

1	To create a blank document, choose New from the File menu (ALT, F, N), and then choose the OK button.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Attach Data File button.

Note: If you have not yet created a data file, choose the Create Data File button. See Merging documents, from start to finish.

4	Select a data file.

5	Choose the OK button.

6	Type the text of the main document.

To add print merge fields to the main document

1	Position the insertion point where you want to merge a piece of information from the data file.

2	Choose the Insert Merge Field button.

3	Under Print Merge Fields, select a print merge field.

Note: You can set special conditions for merging data by inserting the items that appear in the Word Fields box. For descriptions and examples, see Using fields in a main document. In most cases, you can use the Record Selection dialog box to set the conditions you want. See Record Selection dialog box.

4	Choose the OK button.

5	Repeat steps 2 through 4 at each location where you want to merge information from the data file.

The result of a print merge field is a field name enclosed in chevrons -- for example, <<name>>. The field codes consist of the word MERGEFIELD followed by a field name enclosed in field characters -- for example: {MERGEFIELD name}

Note: You cannot edit the field name when it is enclosed in chevrons: You must first press SHIFT+F9 to display the field codes.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents

Fields

MERGEFIELD field


Creating a separate header file

At the top of the data file, a row or paragraph of field names called the header record identifies each kind of information in the data file. You can put the header record into a separate document called a header file.

Advantages of using header files include:

 -	You can use the same header file with multiple data files. If you decide to change a field name, you only need to change the header file, not each data file.

 -	If you cannot change the field names in a data file to match the merge fields in a main document -- for example, if the data file is read-only -- you can use a header file with the correct field names.

To create a separate header file

1	Open the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Attach Header File button.

4	Choose the Create Header File button.

5	In the Field Name box, type a field name.

Note: Field names can contain a combination of up to 20 letters, numbers, and underscore characters. Word does not allow spaces, and the first character must be a letter.

6	Choose the Add button.

7	Repeat steps 5 and 6 for each field name you want in the header file.

8	Choose the OK button.

9	In the File Name box, type a name for the header file.

10	Choose the OK button.

The filename of the header file appears at the right end of the print merge bar.

Note: If you attach a header file to a main document, make sure you also attach a data file. If the data file has a header record, Word treats it as a data record and creates an extra merged document. To avoid creating an extra document, delete the header record in the data file.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Attaching a data file and/or header file to the main document

Word considers any document to which you attach a data file or header file to be a main document. After you attach one or both of these files, Word displays the print merge bar at the top of the main document whenever you open it.

To attach a data file and/or header file to the main document

1	Open the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Do one of the following:

 -	To attach a data file, choose the Attach Data File button.

 -	To attach a header file, choose the Attach Header File button.

4	In the Directories box, choose the directory that contains the data file or header file.

5	In the File Name box, type or select the name of the data file or header file.

6	Choose the OK button.

Note: If you attach a header file to a main document, make sure you also attach a data file.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Removing the link between the main document and the data file

You can change a main document back into a regular Word document by removing the link to a data file. After you remove the link, the print merge bar no longer appears at the top of the document. The steps below also remove the link to a header file, if one exists.

To remove the link between the main document and the data file

1	Display the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Remove Attachments button.

4	When the message appears, choose the Yes button.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Checking the main document, data file, and header file for errors before merging

Before you print merged documents, you can check for errors -- for example, a field name that contains a character that is not valid or a merge field in the main document that does not correspond to a field name in the data file or header file. Word also alerts you if it cannot open a data file or header file attached to the main document.

Checking the main document, data file, and header file for errors before merging

1	Display the main document.

2	Do one of the following:

 -	Click [image] in the print merge bar.

 -	Press ALT+SHIFT+K.

If Word encounters an error, a dialog box explains the problem and gives you the opportunity to fix it. When a dialog box appears, you can choose the Help button for more information.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Using fields in a main document

Choose a field name for more information.

ASK	Prompts you for the text you want to assign to a particular bookmark name.

FILLIN	Prompts you for the text you want to insert into the current document.

IF...THEN	Sets up conditional tests in your main document, indicating what to do if the condition is met.

IF...THEN...ELSE	Sets up conditional tests in your main document, indicating what to do if a particular condition is met or not met.

MERGE RECORD #	Allows you to enter the number of the current print merge record into your document.

NEXT RECORD	Instructs Word to use the next record of the data document in the main document without starting a new document.

NEXT RECORD IF	Combines the IF and the NEXT fields to produce a conditional NEXT statement. If the condition is met, the next record is used.

QUOTE	Inserts literal text into the document.

SET BOOKMARK	Allows you to manually change the contents of selected bookmarks each time you create a new set of merge documents.

SKIP RECORD IF	Produces a conditional SKIP statement. If the condition is met, the record is skipped and the next record used.

For more information on the fields used in Print Merge, see "Print Merge Basics," in the Microsoft Word User's Guide.


Printing form letters, mailing labels, or other merged documents
Printing form letters or other merged documents

After you create the main document and data file, you can merge them to produce personalized form letters, mailing labels, or other merged documents.

If you have not yet created the main document and data file, see Merging documents, from start to finish.

If the print merge bar does not appear, you have not yet specified a data file. See Attaching a data file and/or header file to the main document.

To print form letters or other merged documents

Mouse

1	Open the main document.

2	Click one of the following buttons on the print merge bar:

 -	To print the merged documents, click [image].

 -	To send the merged documents to a file that Word creates and displays automatically, click [image].

Keyboard

1	Display the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Merge button.

4	Under Merge Results, select the Merge To Printer or Merge To New Document option button.

5	Choose the OK button.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Using only certain records in a data file when merging

If you do not want to print a document for each record in the data file, you can use up to six criteria to specify which records to merge. For example, you can print form letters or mailing labels alphabetically for a range of names.

Note: In the following procedure, the examples show how to merge records for names in the range A-M from a data file with a LastName column.

To use only certain records in a data file when merging

1	Display the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Merge button.

Note: If the Merge button is unavailable, you have not yet attached a data file to the main document. See Attaching a data file and/or header file to the main document.

4	Choose the Record Selection button.

5	In the Field Name box, select a field name for the first criteria.

For example, select LastName.

6	In the Is box, select an expression.

For example, select Less Than.

7	In the Compared To box, type an alphabetic or numeric value.

Note: If you select records based on alphabetic items such as names, you can type either an alphabetic or numeric value in the Compared To box. If you type a numeric value, Word equates the number with the letter that appears at that position in the alphabet.

For example, type N or 14

8	Choose the Add Rule button.

The rule appears after Merge Records When. With the example values, the following rule appears:

LastName is Less than N

9	Repeat steps 5 through 8 for each criterion you want to add.

If you want to remove the last rule you added, choose the Clear Last Rule button. To remove all rules, choose the Clear All Rules button.

10	Under Merge Records When, set the And and Or option buttons as appropriate.

11	Choose the OK button.

12	To begin merging, choose the OK button.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Controlling blank lines in merged documents when merge fields are empty

Some records in a data file may not contain information for a particular category -- for example, some records may not have an entry for a company name or an additional address line. You can prevent Word from leaving a blank line when no entry exists for a category.

Note: The following procedure controls only those blank lines caused by empty merge fields; it does not affect blank lines that are part of the text in a main document.

To control blank lines in merged documents when merge fields are empty

1	Display the main document.

2	From the File menu, choose Print Merge (ALT, F, M).

3	Choose the Merge button.

If you want to send the merged documents to a file instead of the printer, select Merge To New Document.

4	Under Treatment Of Blank Lines Caused By Empty Fields, do one of the following:

 -	To prevent Word from printing blank lines when a field in the data file is empty, select the Skip Completely option button.

 -	To leave a blank line when a field in the data file is empty, select the Print Blank Lines option button.

5	To begin merging, choose the OK button.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents

Print Merge dialog box


Adding Bullets and Numbers

Overview

Bullets and List Numbers

Adding bullets to a list

Adding numbers to a list

Changing bullets or updating list numbers

Removing bullets or list numbers

Converting a bulleted list to a numbered list, or vice-versa

Line numbering

Adding line numbers

Clearing line numbering for selected paragraphs

Removing line numbers

Outline numbering

Applying and updating outline numbering

Numbering by example

Removing outline numbers


Overview of Adding Bullets and Numbers
Adding Bullets and Numbers

Word provides three different types of numbering:

 -	Line numbers, used in documents such as legal documents or scripts in which you need to refer to specific lines.

 -	Outline numbers, which provide different ways to number a hierarchy of headings.

 -	List numbering and bullets, with which you can turn a series of paragraphs into a numbered or bulleted list.

Line numbering

You can add line numbers to different sections of your document. If your document contains only one section, Word applies line numbers to the entire document.

Word usually counts every line in a section, except those lines in footnotes, tables, headers, and footers. If you do not want Word to include certain lines in its count, you can cancel line numbering for selected paragraphs.

Line numbers only appear on screen in print preview.

Outline numbering

You can use one of four different outline formats to identify different heading, or indent, levels and apply a numbering scheme indicating the hierarchy. You can also create your own variations on these outline formats and then have Word "learn by example" to apply the formats to the entire document.

Word assigns different outline number levels to paragraphs that are either formatted with automatic heading styles or formatted with different indent levels. Word numbers every paragraph you select, except paragraph marks.

List numbering

You can turn a series of paragraphs into a numbered or bulleted list. For numbered lists, you can select different numeric formats and separator characters. For bulleted lists, you can choose from several predefined bullets or create new bullets.

__________

See also

Step-by-step Instructions


Adding bullets to a list

When you add numbers or bullets to paragraphs, you can automatically format the paragraphs as hanging indents. Hanging indents and numbering are a good combination because the hanging indent separates the numbering of a paragraph from its text, making the numbering easier to see and read.

To add bullets to a list

1	Select the paragraphs to which you want to add bullets.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Select the Bullets option button.

4	Under Bullet Character, select the bullet you want.

 -	To make the bullet larger or smaller, type or select a point size in the Point Size box.

 -	To choose a different bullet, choose the New Bullet button to go to the Symbol dialog box. See Inserting symbols.

5	To format the selected paragraphs with hanging indents, select the Hanging Indent check box.

6	Choose the OK button.

Shortcut

Mouse

1	Select the paragraphs to which you want to add bullets.

2	On the Toolbar, click the Bulleted List button.

__________

See also

Adding Bullets and Numbers


Adding numbers to a list

After you type a list, you can number the items automatically.

To add numbers to a list

1	Select the paragraphs to which you want to add numbers.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Select the Numbered List option button.

4	Under Number, do one or more of the following:

 -	Type or select the numeric format you want in the Format box.

 -	Type or select the punctuation you want to use with the numbers in the Separator box.

 -	If the number in the Start At box is not the number you want to use to start the list numbers you are applying, type the number you want.

5	To format the selected paragraphs with hanging indents, select the Hanging Indent check box.

6	Choose the OK button.

Shortcut

Mouse

1	Select the paragraphs to which you want to add numbers.

2	On the Toolbar, click the Numbered List button.

__________

See also

Adding Bullets and Numbers


Changing bullets or updating list numbers

After you create a bulleted or numbered list, you can change the bullet you use or update the numbers.

To change bullets or update list numbers

1	Select the paragraphs you want to update.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Do one of the following:

 -	To change bullets, select the Bullets option button.

 -	To update numbers, select the Numbered List option button.

4	Select the options you want. See Adding bullets to a list or Adding numbers to a list.

5	To change only previously bulleted or numbered paragraphs, select the Replace Only Bullets or Replace Only Numbers check box.

6	Choose the OK button.

__________

See also

Adding Bullets and Numbers


Removing bullets or list numbers

You can easily remove bullets or numbers from a list.

To remove bullets or list numbers

1	Select the paragraphs from which you want to remove bullets or numbers.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Do one of the following:

 -	To remove bullets, select the Bullets option button.

 -	To remove numbers, select the Numbered List option button.

4	Choose the Remove button.

__________

See also

Adding Bullets and Numbers

Creating a hanging indent


Converting a bulleted list to a numbered one, or vice-versa
Converting a bulleted list to a numbered list, or vice-versa

After you create a bulleted or numbered list, you can change the bullets to numbers, or numbers to bullets.

To convert a bulleted list to a numbered list, or vice-versa

1	Select the paragraphs you want to convert.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Do one of the following:

 -	To convert numbers to bullets, select the Bullets option button.

 -	To convert bullets to numbers, select the Numbered List option button.

4	Clear the Replace Only Bullets or Replace Only Numbers check box.

5	Choose the OK button.

6	Word asks you to confirm that you want to replace numbers or bullets. Choose the Yes button.

__________

See also

Adding Bullets and Numbers


Adding line numbers

You can add line numbers to different sections of a document. If a document contains only one section, Word applies line numbers to the entire document. Line numbers print in the margin or between columns; they do not appear on the screen unless you choose the Print Preview command. You can clear line numbering for selected paragraphs.

To add line numbers

1	Position the insertion point in the section in which you want to number lines.

2	From the Format menu, choose Section Layout (ALT, T, S).

3	Choose the Line Numbers button.

4	Select the Add Line Numbering check box.

5	In the Line Numbers dialog box, do one or more of the following:

 -	To begin line numbering with a number other than 1, type or select the line number you want in the Start At box.

 -	To specify a distance between the line number and the text, type a measurement in the From Text box.

Note: The default distance (Auto) is 0.25 inch for a single column and 0.13 inch for multiple columns.

 -	To print line numbers only at specific intervals, type or select a number to specify the frequency of line numbers in the Count By box.

For example, to display a line number at every fifth line, type 5

6	To specify where line numbering restarts, select one of the following from the Restart At box.

Option	Description

Every New Page	Restarts numbering at the top of each page

Every New Section	Restarts numbering at the beginning of each section

Continue	Numbers lines consecutively from one section to the next

Note: If you specify the Continue option, you cannot specify a line number in the Start At box that is not consecutive with the previous section.

7	To close the Line Numbering box, choose the OK button.

8	To add line numbers to the section, choose the OK button.

__________

See also

Adding Bullets and Numbers

Formatting a section


Clearing line numbering for selected paragraphs

You can choose not to number lines in selected paragraphs, such as titles, headings, or empty paragraphs. Line numbers do not appear next to the lines in the paragraphs you select; those selected lines are also not included in the line count.

To clear line numbering for selected paragraphs

1	Select the paragraphs from which you want to remove line numbers.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Line Numbers, select the Suppress check box.

4	Choose the OK button.

__________

See also

Adding Bullets and Numbers

Formatting a paragraph


Removing line numbers

You can remove line numbers if you no longer want them in your document.

To remove line numbers

1	Position the insertion point in the section from which you want to remove line numbers.

2	From the Format menu, choose Section Layout (ALT, T, S).

3	Choose the Line Numbers button.

4	Clear the Add Line Numbering check box.

5	To close the Line Numbers dialog box, choose the OK button.

6	To remove line numbers from the section, choose the OK button.

__________

See also

Adding Bullets and Numbers

Formatting a section


Applying and updating outline numbering

In Word, outline numbering recognizes different heading or indent levels and applies a numbering scheme indicating the hierarchy. Four different outline numbering formats are available: traditional outline, all-level outline, legal outline, and sequential outline. You can update outline numbers automatically.

To apply outline numbering

1	Select the paragraphs you want to number.

If you do not make a selection, Word numbers only the current paragraph.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Select the Outline option button.

4	In the Format box, type or select the numbering format you want.

 -	To format the selected paragraphs with hanging indents, select the Hanging Indent check box. Then, type or select the amount of indent you want.

 -	To update the outline numbering automatically as you move paragraphs in an outline, select the Auto Update check box. When you select the Auto Update option, you can start numbering only at 1.

 -	To begin outline numbering with a number other than 1, type the number you want in the Start At box.

Note: This feature is not available when you select the Auto Update option.

 -	To apply outline numbering only to previously numbered paragraphs, select the Replace Only Numbers check box.

5	Choose the OK button.

Shortcut

Mouse

1	Select the paragraphs to which you want to add numbers.

2	On the Toolbar, click the Add Numbers button.

To update outline numbers

If you select the Auto Update option when you applied outline numbering, Word updates outline numbers automatically as you rearrange paragraphs in your outline. Use the following procedure if you did not select the Auto Update option.

1	Select the paragraphs you want to update.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Select the Outline option button.

4	To update only previously numbered paragraphs, select the Replace Only Numbers check box.

5	Choose the OK button.

For more information, see Outlining.

__________

See also

Adding Bullets and Numbers


Numbering by example

You can create your own outline numbering format and then have Word "learn by example" to apply the formats to the entire document. By formatting an example for each heading level you want to change, Word can pattern its formatting after your example.

To number by example

1	For each heading level you want to number, type an example of the format you want to apply at the beginning of the paragraph.

Note: Include a separator character and a tab character following the number.

2	Select the paragraphs to which you want to apply outline numbering.

3	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

4	Select the Outline option button.

5	Clear the Auto Update check box.

6	In the Format box, select the Learn By Example format. Then, select any other options you want to apply. See Bullets And Numbering command.

7	Choose the OK button.

__________

See also

Adding Bullets and Numbers


Removing outline numbers

After you apply outline numbering to a document, you can remove numbers from selected paragraphs.

To remove outline numbers

1	Select the paragraphs from which you want to remove outline numbers.

2	From the Tools menu, choose Bullets And Numbering (ALT, O, B).

3	Select the Outline option button.

4	Choose the Remove button.

__________

See also

Adding Bullets and Numbers


Outlining

Overview

Creating and printing an outline

Switching between outline view and normal view

Creating an outline

Selecting text in an outline

Outlining an existing document

Printing an outline

Editing and numbering an outline

Changing the level of a heading in an outline

Moving headings and body text in an outline

Numbering headings in an outline

Changing heading levels and body text

Collapsing headings and body text in an outline

Expanding headings and body text in an outline

Changing the number of heading levels displayed in an outline

Moving in a document

Moving in a document using the outline


Overview of Outlining
Outlining

You can create headings for your key ideas and move them until you work out a structure for the document you want to write. In Word, an outline is a view -- a different perspective on your document that you switch to when you create, review, and rearrange document headings and organization.

You can make it easier to change your document by using a combination of views. By switching between normal view and outline view, you can use normal view for much of the detail work and outline view for larger organizational tasks and some of the special actions that outlines simplify.

__________

See also

Step-by-step Instructions


Switching between outline view and normal view

You can switch between normal view and outline view as you work. Use outline view for larger organizational tasks and normal view for detail work. Normal view is the default.

To switch from normal view to outline view

>	From the View menu, choose Outline (ALT, V, O).

To switch from outline view to normal view

>	From the View menu, choose Normal (ALT, V, N).

Tip

 -	You can also work with outline view in one pane and normal view in a second pane.

1	From the document Control menu choose Split (ALT, HYPHEN, T).

2	Switch one pane to outline view.

The work you do in one pane is reflected in the other.

__________

See also

Outlining


Creating an outline

Word provides a special view and nine heading level styles to create outlines. Outline view contains an outline bar to help you quickly perform outlining tasks such as changing and displaying various heading levels.

To create an outline

1	From the File menu, choose New (ALT, F, N).

2	To switch to outline view, choose Outline from the View menu (ALT, V, O).

3	Type a heading.

Word automatically formats the text as heading level 1.

4	Press ENTER, and then type the text for the next heading or body text paragraph.

The new entry will have the same level as the previous entry.

5	To change the heading level, do one of the following.

To create a	Click	Or press

Lower-level heading	ALT+SHIFT+

Higher-level heading	ALT+SHIFT+

Paragraph of body 	 	ALT+SHIFT+5

  text from a heading	on the numeric keypad

6	Repeat steps 4 and 5 for each heading and body text paragraph in the outline.

Tip

 -	You can change the format of the heading level styles. See Changing the formatting of a style.

__________

See also

Outlining


Selecting text in an outline

To select text in an outline, you use the same procedures as those in normal and outline views, with a few exceptions:

 -	If you select a heading by double-clicking while the mouse pointer is in the selection bar, Word selects the heading and all its subtext.

 -	When you click the [image] symbol next to a heading, Word selects the heading and all its subtext.

 -	If you extend the selection from the end of one paragraph to the beginning of another, Word selects the entire contents of both paragraphs.

__________

See also

Outlining


Outlining an existing document

You can outline an existing document to view its organization or quickly change its structure.

To outline an existing document

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

The text in your document is initially paragraphs of body text.

2	Select a paragraph you want to change into an outline heading.

3	Change the heading levels. See Changing the level of a heading in an outline.

4	Repeat steps 2 and 3 for each heading you want to change.

Tips

 -	In normal view, you can apply heading level styles as you would apply any other style. See Applying  a style.

 -	The Outline command makes it easier to restructure a long document. See Moving in a document using the outline.

__________

See also

Outlining

Outline bar


Printing an outline

When you print from outline view, Word prints only those headings and body text paragraphs on the screen. You can control the amount of detail printed by expanding or collapsing headings.

To print an outline

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Expand or collapse headings to display as much of the outline as you want to print. See Collapsing headings and body text in an outline or Expanding headings and body text in an outline.

3	From the File menu, choose Print (ALT, F, P).

4	Set the printing options you want. See Printing a document and its related information.

5	Choose the OK button.

__________

See also

Outlining


Changing the level of a heading in an outline

You can promote a heading to a higher level or demote it to a lower level.

To change the level of a heading in an outline

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Select the heading.

3	Do one of the following.

To	Click	Or press

Promote	 	ALT+SHIFT+

Demote	ALT+SHIFT+

Demote a	ALT+SHIFT+5

  heading to	on the numeric

  body text	keypad

Shortcut

Mouse

>	Drag the [image] or [image] next to the heading to the left or right.

As you drag the symbol, Word displays a vertical line at each heading level.

Note: In normal view, you can apply heading level styles as you would apply any other style. You can also promote or demote headings by pressing ALT+SHIFT+ [image] or ALT+SHIFT+ [image].

__________

See also

Outlining

Applying a style


Moving headings and body text in an outline

You can quickly restructure a document by moving headings in an outline. When you move a heading, all subheadings and body text under that heading move with it, if the subheadings and body text are collapsed under the heading.

To move headings and body text in an outline

Mouse

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Drag a heading symbol ( [image] or [image]) or Body Text symbol ( [image]) to the new position.

Word moves all subtext with the heading.

Keyboard

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Position the insertion point in the heading.

3	To prepare the heading to be moved, collapse the heading by doing one of the following.

 -	To move the headings and all the accompanying subtext, press the MINUS SIGN key on the numeric keypad until the text under the heading is fully collapsed.

 -	To move the heading without any of its accompanying subtext, press the PLUS SIGN key on the numeric keypad to expand the text under the heading.

4	To move the heading, do one of the following:

 -	To move the heading above the preceding paragraph, press ALT+SHIFT+ [image].

 -	To move the heading below the following paragraph, press ALT+SHIFT+ [image].

__________

See also

Outlining


Numbering headings in an outline

You can automatically number the headings and body text in an outline. Word updates the numbers whenever you restructure the outline.

To number headings in an outline

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Collapse or expand the outline further until you can see only the paragraphs you want to number. See Collapsing headings and body text in an outline or  Expanding headings and body text in an outline.

3	Select the range of headings and subtext you want to number.

4	From the Tools menu, choose Bullets and Numbering (ALT, O, B).

5	Select the Outline option button.

6	Select the format for the style of numbering you want.

7	Choose the OK button.

Note: If you select the Auto Update check box, an Outline option in the Bullets and Numbering dialog box, your numbers may appear as AUTONUM fields. To display the numbers, choose Field Codes from the View menu . For more information, see Displaying field codes and field results .

_________

See also

Outlining

Applying and updating outline numbering


Collapsing headings and body text in an outline

With outline view,  you can show only selected heading levels, or collapse an outline to view or change the structure of a document. By collapsing headings, you can focus on the general organization and then expand the headings to work on the details.

To collapse text under a heading one level at a time

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Position the insertion point in the heading you want to collapse.

3	Click [image] on the outline bar or press the MINUS SIGN key on the numeric keypad until the outline is collapsed to the level you want.

To collapse all the text under a heading at once

Mouse

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Select the heading or headings you want to collapse.

3	Double-click [image] next to the heading.

Note: Word displays a gray line under headings with collapsed text.

Tip

 -	To collapse or expand all body text in your document, click [image] or press ALT+SHIFT+A.

__________

See also

Outlining


Expanding headings and body text in an outline

With outline view, you can collapse all or part of an outline to show as much of a document's body text and heading levels as you want. You can also expand an outline. By expanding headings and body text, you can see and work in your entire document, and then collapse the headings to focus on the general organization.

To expand text under a heading one level at a time

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Position the insertion point in the heading you want to expand.

3	Click [image] on the outline bar or press the PLUS SIGN key on the numeric keypad until Word displays the level you want.

To expand all the text under a heading at once

Mouse

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Select the heading or headings you want to expand.

3	Double-click [image] next to the heading.

Note: Word displays a gray line under headings with collapsed text.

Tip

 -	To collapse or expand all body text in your document, click [image] or press ALT+SHIFT+A.

__________

See also

Outlining


Changing the number of heading levels displayed in an outline

You can control the number of heading levels that appear in an outline. By reducing the number of heading levels Word displays, you can move more quickly through the document or print only a certain number of heading levels.

To change the number of heading levels displayed in an outline

Mouse

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Click the number in the outline bar that corresponds to the number of outline levels you want to see.

Keyboard

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Press ALT+SHIFT+x, where x is the number of heading levels you want to see.

Use the number keys at the top of the keyboard. For example, press ALT+SHIFT+3 to see only the first three heading levels in your outline.

Note: Word displays a gray line under headings with collapsed text.

Tip

 -	To alternate between displaying only heading levels and showing heading levels and their subordinate text, press ALT+SHIFT+A.

__________

See also

Outlining


Moving in a document using the outline

Outline view displays a condensed view of a document that makes it easier to quickly move through your document.

To move in a document using the outline

1	If the document is not in outline view, choose Outline from the View menu (ALT, V, O).

2	Collapse the text to the level of detail you want. See Collapsing headings and body text in an outline or  Expanding headings and body text in an outline.

3	Move the insertion point to the heading you want to view.

4	To switch back to normal view, choose Normal from the View menu (ALT, V, N).

Tip

 -	You can also move quickly through the document using outline view and collapsed text in one window pane and normal view in a second pane.

__________

See also

Outlining


Pagination

Overview

Breaking pages

Inserting page breaks automatically

Inserting a hard page break manually

Controlling pagination

Keeping lines of a paragraph together on a page

Keeping paragraphs together on a page

Printing a specific paragraph at the top of a page

Allowing widow and orphan lines

Removing page breaks

Removing a hard page break

Viewing page breaks

Viewing page breaks


Overview of Pagination
Pagination

Automatic page breaks

As you work on a document, Word breaks pages automatically every time you fill a page with text or graphics. These automatic, or soft, page breaks appear as a dotted line. As you edit and change formatting, Word recalculates the amount of text on the page and adjusts any soft page breaks. Word repaginates automatically whenever you do the following:

 -	Print your document

 -	Choose the Page Layout, Repaginate Now, or Print Preview command

 -	Compile an index or table of contents

Manual page breaks

You can insert page breaks manually whenever you want to force a page break at a particular spot -- for example, before a large picture.

You can insert page breaks when you want to:

 -	Start a new page

 -	Keep a paragraph together on one page

 -	Keep a group of paragraphs together

 -	Place a certain paragraph at the top of a page

These manual, or hard, page breaks that you insert yourself appear as a heavy dotted line. When you insert a hard page break, Word automatically adjusts any soft page breaks that follow. Word cannot move hard page breaks; you must adjust them yourself.

__________

See also

Step-by-step Instructions


Inserting page breaks automatically

Word calculates how much text fits into a page and inserts a "soft" page break, which appears as a dotted line, when the page is full. This is called background repagination. Word can repaginate for you automatically, or you can repaginate manually with a command. Word displays page numbers in the status bar.

To change background repagination

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select General.

3	Under Settings, do one of the following:

 -	To keep page numbers in the status bar up-to-date as you edit, select the Background Repagination check box.

 -	To provide extra working memory and speed, clear the Background Repagination check box.

4	Choose the OK button.

To repaginate with the Repaginate Now command

To update pagination and page numbering when you clear Background Repagination, use the Repaginate Now command.

>	From the Tools menu, choose Repaginate Now (ALT, O, A).

Note:  If a graphic or table row is taller than the remaining space on the page, the page break places the picture or row at the top of the next page.

Tips

Unwanted page breaks in the middle of a page can be caused by the following:

 -	A paragraph format such as Page Break Before, Keep With Next Paragraph, or Keep Lines Together.

 -	A footnote set to print on the same page as its reference number.

 -	A section break with the option set on Next Page.

 -	A page break formatted as hidden text.

__________

See also

Pagination


Inserting a hard page break manually

You can manually change the pagination that Word sets automatically and insert page breaks in other locations.  Page breaks you add manually are called hard page breaks and appear as a heavy dotted line.

To insert a hard page break manually

1	Position the insertion point where you want the page break.

2	From the Insert menu, choose Break (ALT, I, B).

3	Choose the OK button.

Word adjusts pagination according to the new page break.

Shortcut

Keyboard

>	Press CTRL+ENTER.

__________

See also

Pagination


Keeping lines of a paragraph together on a page

You can prevent a paragraph from splitting between two pages. If an entire paragraph cannot fit on a page during printing,  Word moves the entire paragraph to the top of the next page.

To keep lines of a paragraph together on a page

1	If you have a hard page break in the paragraph, remove the page break by selecting the page break and then pressing the DEL key.

2	Position the insertion point in the paragraph you want to remain intact.

3	From the Format menu, choose Paragraph (ALT, T, P).

4	Under Pagination, select the Keep Lines Together check box.

5	Choose the OK button.

__________

See also

Pagination


Keeping paragraphs together on a page

You can prevent a page break between two paragraphs -- for example, when you want to keep a title together with the paragraph that follows it or keep all the items in a list together.  If the first two lines of the second paragraph do not fit at the bottom of a page, Word prints the last two lines of the first paragraph on the next page.

To keep paragraphs together on a page

1	Position the insertion point anywhere in the first paragraph.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Pagination, select the Keep With Next check box.

4	Choose the OK button.

__________

See also

Pagination


Printing a specific paragraph at the top of a page

You can place a specific paragraph at the top of a page -- for example, a paragraph that introduces a new subject.

To print a specific paragraph at the top of a page

1	Position the insertion point anywhere in the paragraph.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Pagination, select the Page Break Before check box.

4	Choose the OK button.

Note: To remove the page break, clear the Page Break Before check box.

__________

See also

Pagination


Allowing widow and orphan lines

Word automatically checks for widow and orphan lines to prevent awkward page breaks. A widow is the last line of a paragraph printed by itself at the top of a page; an orphan is the first line of a paragraph printed by itself at the bottom of a page. Use this procedure to fill a page with text or print a certain number of lines on each page.

To allow widow and orphan lines

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Print.

3	Under Options For Current Document Only, clear the Widow/Orphan Control check box.

4	Choose the OK button.

__________

See also

Pagination


Removing a hard page break

You can remove hard page breaks if you want to change where a page starts or stops.

To remove a hard page break in normal view

1	Select the page break you want to delete.

Hard page breaks appear as a heavy dotted line.

2	Press the DEL key.

To remove a hard page break in print preview

1	From the File menu, choose Print Preview (ALT, F, V).

2	On the print preview bar, choose the Margins button.

In print preview, hard page breaks appear as solid lines.

3	Drag the hard page break off the page.

To remove a page break inserted with the Page Break Before option

If you insert a page break with the Page Break Before option, you can remove the page break only by clearing the option.

1	Position the insertion point in the paragraph after the page break.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Pagination, clear the Page Break Before check box.

4	Choose the OK button.

Tip

 -	To find hard page breaks and section breaks, choose Find from the Edit menu, type ^d in the Find What box, and then choose the Find Next button.

Note: This procedure does not find page breaks you insert with the Page Break Before option.

__________

See also

Pagination


Viewing page breaks

You can view page breaks several different ways before you print your document. In normal view, you can scroll through your document and look at page breaks, edit, and reformat. In page layout view, you see the current page as it will look when you print it. Print preview shows you pages in a reduced size so you can see the entire page or pages at once without scrolling.

To view page breaks in normal view

Note: Normal view is the default view in which you usually work.

>	From the View menu, choose Normal (ALT, V, N).

To view page breaks in page layout view

1	From the View menu, choose Page Layout (ALT, V, P).

2	To scroll to the top and bottom of a page, use the scroll bar or press the PAGE UP and PAGE DOWN keys.

To view page breaks in print preview

1	From the File menu, choose Print Preview (ALT, F, V).

2	Choose the Margins button.

To adjust page breaks in print preview, see Working in print preview.

Note: Whenever you choose the Page Layout or Print Preview command, Word automatically repaginates the document.

__________

See also

Pagination


Paragraph Formatting

Overview

Aligning and indenting paragraphs

Changing paragraph alignment

Centering text

Indenting a paragraph

Indenting a paragraph to the next tab stop

Indenting a paragraph to print in the margin

Setting and changing tab stops

Setting tab stops with the ribbon and ruler

Setting tab stops with the Tabs command

Changing default tab stops

Clearing tab stops

Spacing

Adjusting space between paragraphs

Setting line spacing

Formatting

Formatting a paragraph

Creating a hanging indent

Removing manual paragraph formatting

Changing the formatting in the default Normal style


Overview of Paragraph Formatting
Paragraph Formatting

In Word, a paragraph is any amount of text -- from a single character to a long series of sentences -- and/or graphics and the paragraph mark that follows it.

Just as you control the appearance of individual characters by applying character formatting, you can control the appearance of a paragraph with paragraph formatting features. For example, you can:

 -	Change the alignment of a paragraph.

 -	Indent an entire paragraph or apply an indent only to the first line.

 -	Adjust the line spacing within a paragraph, or between paragraphs.

 -	Customize tab stops.

Word stores the formatting instructions for the paragraph in the paragraph mark. When you start a new paragraph by pressing the ENTER key, Word copies the paragraph mark and carries with it the formatting instructions. If you delete, copy, or move a paragraph mark, you delete, copy, or move the formatting as well.

You can choose whether or not to display paragraph marks on the screen as you work. It is a good idea to display paragraph marks as you work, so you do not accidentally delete the paragraph mark that contains the formatting for the paragraph.

Methods for applying paragraph formats

When you create a document, Word automatically applies its default, or preset, formats, so you can produce a readable and presentable document, even if you only type and print. The preset default formats are:

 -	Paragraphs: left-aligned, single-spaced

 -	Tab stops: every 0.5 inch, left-aligned

 -	Margins: 1 inch top and bottom; 1.25 inches left and right

You can apply paragraph formats four ways; each has its own advantages.

Method	Advantages

Ruler, ribbon, and	Offers the quickest

  Toolbar	way to set indents, tabs, and alignments.

Paragraph command	Displays the Paragraph dialog box, giving you access to most paragraph formatting options. You can specify precise measurements for indents, line spacing, and space between paragraphs.

Tabs command	Displays the Tabs dialog box, allowing you to set or reformat custom tabs with various leader styles and alignments.

Key combinations	Provides a quick way to apply commonly used formats to paragraphs while keeping your hands on the keyboard.

__________

See also

Step-by-step Instructions


Changing paragraph alignment

Word usually aligns paragraphs with the left margin or, if you set a left indent for the paragraph, on the left indent. You can also choose to align paragraphs with the right margin or indent, centered between the left and right margins, or justified.

To change paragraph alignment

1	Select the paragraph or paragraphs you want to align.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	In the Alignment box, select the alignment you want.

Note: The representation of the document in the Sample box changes shape as you type a measurement and then move the insertion point out of the option box.

4	Choose the OK button.

Shortcuts

Mouse

1	To display the ribbon, choose Ribbon from the View menu (ALT, V, B).

2	Select the paragraph or paragraphs you want to align.

3	Click the icon on the ribbon for the alignment you want.

To align	Click

Left

Center

Right

Justified

Keyboard

1	Select the paragraph or paragraphs you want to align.

2	Press one of the following key combinations.

To align	Press

Left	CTRL+L

Center	CTRL+E

Right	CTRL+R

Justified	CTRL+J

Note: If you accidentally delete a paragraph mark, immediately choose the Undo command from the Edit menu. Word restores the paragraph mark and the formatting.

Tips

 -	If you are formatting only one paragraph, position the insertion point anywhere in the paragraph and then choose the formatting you want.

 -	To see paragraph marks in a document as you work, do the following:

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select View.

3	Under Nonprinting Characters, select the Paragraph Marks check box.

__________

See also

Paragraph Formatting


Centering text

You can align text, such as a title, in the center of a line. Word aligns centered text between the left and right margins or paragraph indents, if you set them.

To center text

1	Select the paragraph or paragraphs you want to center.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	In the Alignment box, select Centered.

4	Choose the OK button.

Shortcuts

Mouse

1	To display the ribbon, choose Ribbon from the View menu (ALT, V, B).

2	Select the paragraph or paragraphs you want to center.

3	On the ribbon, click the Centered Text button.

Keyboard

1	Select the paragraph or paragraphs you want to center.

2	Press CTRL+E.

__________

See also

Paragraph Formatting


Indenting a paragraph

You can indent paragraphs by using the Toolbar, the ruler, the Paragraph command, or keyboard shortcuts. You can choose to indent all lines or only the first line.

To indent a paragraph

1	Select the paragraph or paragraphs you want to indent.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Indentation, do one or more of the following:

 -	In the From Left box, type or select the distance from the left margin that you want to indent the paragraph.

Note: The representation of the document in the Sample box changes shape as you type a measurement and then move the insertion point out of the option box.

 -	In the From Right box, type or select the distance from the right margin that you want to indent the paragraph.

 -	To indent the first line differently from the rest of the paragraph, type or select the negative or positive distance from the left indent that you want to indent it in the First Line box.

Note: Word measures the first line indent from the left indent setting, not from the left margin.

4	Choose the OK button.

Shortcuts

Mouse

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Select the paragraph or paragraphs you want to indent.

3	Drag the indent markers you want.

To indent	Do this

First line	Drag

Left indent	Hold down the SHIFT key and drag

First line and left indent	Drag

Right indent	Drag

Keyboard

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Select the paragraph or paragraphs you want to indent.

3	To make the ruler active, press CTRL+SHIFT+F10.

Note: When the ruler is active, it shows a box called the ruler cursor: .

4	Press [image] or [image] until the ruler cursor reaches the position for the indent.

5	Press one of the following letters.

To change the	Press

Left indent	L

Right indent	R

First-line indent	F

6	To return to the document, press ENTER.

Tip

 -	You can also use the Toolbar or shortcut keys to move the left indent of paragraphs to the next tab stop. See Indenting a paragraph to the next tab stop.

__________

See also

Paragraph Formatting

Using the ruler with keys


Indenting a paragraph to the next tab stop

Using the Toolbar or shortcut keys, you can quickly move the left indent of a paragraph or a group of paragraphs to the next tab stop or the previous tab stop.

To indent a paragraph to the next tab stop

1	Select the paragraph or paragraphs you want to indent.

2	Do one of the following:

 -	On the Toolbar, click the Indent button.

 -	Press CTRL+N.

To indent a paragraph to the previous tab stop

1	Select the paragraph or paragraphs you want to indent.

2	Do one of the following:

 -	On the Toolbar, click the Unindent button.

 -	Press CTRL+M.

Note: The default for tab stops is 0.5 inch. You can change this to the setting of your choice. See Changing default tab stops.

__________

See also

Paragraph Formatting


Indenting a paragraph to print in the margin

You can extend a paragraph into the left or right margin of the page by setting a negative indent.

To indent a paragraph to print in the margin

1	Select the paragraph or paragraphs you want to indent.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Under Indentation, type or select a negative number in the From Left or From Right box, depending on the margin in which you want to print.

Note: The representation of the document in the Sample box changes shape as you type a measurement and then move the insertion point out of the option box.

4	Choose the OK button.

Shortcuts

Mouse

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Select the paragraph or paragraphs you want to indent.

3	Scroll into the margin in which you want to print.

4	Drag the indent markers on the ruler.

To indent	Do this

First line	Drag

Left indent	Hold down the SHIFT key and drag

First line and left indent	Drag

Right indent	Drag

Keyboard

1	From the View menu, choose Ruler, to display the ruler (ALT, V, R).

2	Select the paragraph or paragraphs you want to indent.

3	To make the ruler active, press CTRL+SHIFT+F10.

Note: When the ruler is active, it shows a box called the ruler cursor: .

4	To position the indents, press [image] or [image] until the ruler cursor reaches the position you want.

5	To set paragraph indents, press one of the following letters.

To indent	Press

First-line indent	F

Left indent	L

Right indent	R

6	To return to the document, press ENTER.

__________

See also

Paragraph Formatting


Setting tab stops with the ribbon and ruler

You can use the mouse with the ribbon and ruler to set or change tab alignment.

To set tab stops with the ribbon and ruler

Mouse

1	To display the ribbon and ruler, choose the Ribbon (ALT, V, B) and Ruler (ALT, V, R) commands from the View menu.

2	Do one of the following:

 -	Select the paragraph or paragraphs for which you want to specify tab stops.

 -	Position the insertion point where you want to begin using new tab stops.

3	To change the tab alignment, click one of the following on the ribbon.

To make a tab	Click

Left-aligned

Centered

Right-aligned

Aligned on the decimal point

Note: When you type a number at a decimal tab stop, digits before the decimal point extend to the left of the tab, and digits after the point extend to the right of the tab.

4	Click the position on the ruler where you want to set a tab.

Keyboard

1	To display the ribbon and ruler, choose the Ribbon (ALT, V, B) and Ruler (ALT, V, R) commands from the View menu.

2	Select the paragraphs for which you want to specify tab stops.

3	To make the ruler active, press CTRL+SHIFT+F10.

When the ruler is active, it shows a box called the ruler cursor: .

4	Press [image] or [image] until the ruler cursor reaches the position for the tab.

5	To change tab alignment, press 1, 2, 3, or 4.

To align tabs	Press

Left	1

Center	2

Right	3

Decimal	4

6	To set a tab, press the INS key.

7	Repeat steps 4 through 6 for each tab.

8	To apply the settings to the paragraphs, press ENTER.

Note: To add leader characters to tab stops, you must specify tab stops with the Tabs command. See Setting tab stops with the Tabs command.

__________

See also

Paragraph Formatting


Setting tab stops with the Tabs command

You can use the Tabs command to position tab stops more precisely than you can with the ruler and to change the tab leader character.

To set tab stops with the Tabs command

1	Do one of the following:

 -	Select the paragraphs for which you want to specify tab stops.

 -	Position the insertion point where you want to begin using new tab stops.

2	From the Format menu, choose Tabs (ALT, T, T).

3	In the Tab Stop Position box, type the position at which you want to set a tab.

You can type measurements in decimal fractions with an abbreviation for a different unit of measurement.

Note: If a paragraph already contains tab stops when Word displays the Tabs dialog box, the dialog box reflects their positions and characteristics. Changes affect only the tab stop that is selected in the Tab Position box.

4	Under Alignment, select the Left, Center, Right, or Decimal option button.

5	Under Leader, select one of the option buttons for a tab stop's leader character.

Leader character	Description

None	No leader characters

. . .	Periods on the baseline

- - -	Hyphens

___	Underscore

6	Choose the Set button.

7	To specify additional tab stops, repeat steps 3 through 6.

8	Choose the OK button.

__________

See also

Paragraph Formatting


Changing default tab stops

The initial, or default, tab stops in Word occur every 0.5 inch and are left-aligned. You can change the distance between default tab stops for the current document.

To change default tab stops

1	From the Format menu, choose Tabs (ALT, T, T).

2	In the Default Tab Stops box, type or select the distance you want between tab stops.

3	Choose the OK button.

__________

See also

Paragraph Formatting

Setting Preferences


Clearing tab stops

You can clear a single tab or all tabs in a paragraph at once.

To clear tab stops

1	Do one of the following:

 -	Select the paragraph or paragraphs in which you want to clear tab stops.

 -	Position the insertion point where you want to begin typing without the tab stops.

2	From the Format menu, choose Tabs (ALT, T, T).

3	Do one of the following:

 -	To clear one tab, in the Tab Position box, select the tab stop you want to clear, and then choose the Clear button. Repeat this procedure to clear other tab stops.

 -	To clear all tabs in the selected paragraphs, choose the Clear All button.

4	Choose the OK button.

Shortcuts

Mouse

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Do one of the following:

 -	Select the paragraph or paragraphs in which you want to clear a tab stop.

 -	Position the insertion point where you want to begin typing without the tab stop.

3	Drag  the tab stop below the ruler, and then release the mouse button.

Keyboard

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Do one of the following:

 -	Select the paragraph or paragraphs in which you want to clear a tab stop.

 -	Position the insertion point where you want to begin typing without the tab stop.

3	To make the ruler active, press CTRL+SHIFT+F10.

When the ruler is active, it shows a box called the ruler cursor: .

4	Press [image] or [image] until the ruler cursor reaches the tab stop you want to clear.

5	Press the DEL key.

Note: The default tab stops remain even if you clear all tabs.

Tip

 -	To remove all tab stops and paragraph formatting from a paragraph, select the paragraph and press CTRL+Q. See Removing manual paragraph formatting.

__________

See also

Paragraph Formatting


Adjusting space between paragraphs

You can add additional space between paragraphs by indicating a specific amount of space, such as 2li (lines) or 0.7in (inches), before or after a paragraph.

To adjust space between paragraphs

1	Select the paragraph or paragraphs for which you want to adjust space.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	In the Before and After boxes under Spacing, type or select the measurements you want.

4	Choose the OK button.

Note: If a paragraph has space added after it and the next paragraph has space added before it, the amount of space between them is the total of the two amounts. For example, if you add two lines of space after a paragraph, and two lines of space before the following paragraph, there are four lines of space between the two paragraphs.

__________

See also

Paragraph Formatting


Setting line spacing

The default setting in Word displays and prints single-space text. You can change the spacing between lines in a paragraph.

To set line spacing

1	Do one of the following:

 -	Select the paragraph or paragraphs for which you want to adjust spacing.

 -	Position the insertion point where you want to begin typing with new line spacing.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	In the Line Spacing box under Spacing, do one of the following.

To set	Select

Word to adjust for the	Auto

largest point size

in a line

Single spacing	Single

One and one-half	1.5 Lines

line spacing

Double spacing	Double

A minimum line	At Least

spacing that Word

can increase

A fixed line 	Exactly

spacing that Word

cannot adjust

 -	If you select At Least or Exactly in the Line box, type or select the amount of space you want between lines in the At box.

4	Choose the OK button.

__________

See also

Paragraph Formatting


Formatting a paragraph

You can use paragraph formatting to align text and adjust spacing in your documents. You can apply multiple formats to the same paragraph -- for example, make a paragraph both centered and double-spaced.

To format a paragraph

1	Do one of the following:

 -	Select the paragraph you want to change.

 -	Position the insertion point where you want to begin typing with the paragraph formatting.

2	From the Format menu, choose Paragraph (ALT, T, P).

3	Select the option or options you want for this paragraph.

Note: For more information on paragraph formatting options, see Paragraph command (Format menu).

4	Choose the OK button.

Tips

 -	To repeat the last formatting action, select the paragraph and press F4.

 -	You can copy the formatting of a paragraph by copying its paragraph mark. When you paste the paragraph mark over an existing paragraph mark, the paragraph before the new paragraph mark takes on the formatting instructions it contains.

 -	If you think the formatting you have given a paragraph will be useful in other documents, you can store the paragraph mark as a glossary entry and then quickly insert it when you need to duplicate the paragraph formatting. See Storing text or graphics as a glossary entry.

__________

See also

Paragraph Formatting


Creating a hanging indent

Hanging indents separate a number or bullet before a paragraph from its text, making items in a list easier to see and scan. When you add numbers or bullets to paragraphs in a list, you can automatically format the paragraphs as hanging indents. You can also use the ruler or shortcut keys to quickly create a hanging indent without numbering or adding bullets to the paragraphs.

To create a hanging indent

Mouse

1	Select the paragraph or paragraphs you want to format with hanging indents.

2	If the ruler is not displayed, choose Ruler from the View menu (ALT, V, R).

3	Hold down the SHIFT key.

4	Drag the [image] to the position you want to indent all the lines after the first line.

Keyboard

1	Select the paragraph or paragraphs you want to format with hanging indents.

2	To indent all lines after the first at the first default or customized tab stop, press CTRL+T.

Note: To reverse the indent, press CTRL+G.

To create a hanging indent with a bullet or number

1	Select the paragraph or paragraphs you want to format with hanging indents.

2	From the Tools menu, choose Bullets and Numbering (ALT, O, B).

3	Do one of the following:

 -	To create a bulleted list, select the Bullets option button. See Adding bullets to a list.

 -	To create a numbered list, select the Numbered List option button. See Adding numbers to a list.

4	Select the Hanging Indent By check box.

5	Choose the OK button.

__________

See also

Paragraph Formatting


Removing manual paragraph formatting

You can remove formatting that you apply manually to a paragraph, including custom tab stops and character and paragraph formatting.

To remove manual paragraph formatting

1	Select the paragraph or paragraphs from which you want to remove manual paragraph formatting.

2	Press CTRL+Q.

Note: If you select more than one paragraph from which to remove manual paragraph formatting, Word applies the style of the first paragraph in the selection to all other selected paragraphs.

__________

See also

Paragraph Formatting

Removing manual character formatting


Changing the formatting in the default Normal style

Word applies the Normal style to each paragraph unless you specify otherwise. If you often use formatting other than the Normal style, you can change the default formatting to create a new Normal style.

Note: This procedure changes the Normal style only in the active document.

To change the formatting in the default Normal style

1	From the Format menu, choose Style (ALT, T, Y).

2	Choose the Define button.

3	In the Style Name box, select Normal.

4	To modify the Normal paragraph style, choose one or more of the following buttons.

Choose	To change

Character	Character formatting

Tabs	Tab stops

Frame	Framing and text wrapping

Paragraph	Paragraph formatting

Border	Border formatting

Language	Languages to other than English

5	To close the Style dialog box, choose the Apply button.

6	To verify that you want to change the style, choose the Yes button.

For more information, see Formatting with Styles.

__________

See also

Paragraph Formatting

Setting Preferences


Numbering Pages

Overview

Page numbering

Inserting only page numbers

Inserting page numbers with other text in headers and footers

Numbering the first page

Changing page number format

Changing the starting page number

Removing page numbers

Numbering indexes and tables of contents

Indexing a document with chapter numbers and page numbers

Formatting characters between index text and page numbers

Compiling a table of contents with chapter numbers and page numbers


Overview of Numbering Pages
Numbering Pages

You can customize page numbering in a document or in different sections of a document. For example, you can number every page of your document or skip numbering on the first page and begin numbering the second page as 2 when you have a document with an overview or cover as the first page. In addition, if you want the header and footer to differ from section to section, create separate sections with different headers or footers. Word numbers pages consecutively within a section.

__________

See also

Step-by-step Instructions


Inserting only page numbers

You can number the pages of a document by inserting page numbers as part of a header or footer. Page numbers can be the only element in the header or footer or you can include additional information. For more information, see Inserting page numbers with other text in headers and footers.

To insert only page numbers

1	If your document has multiple sections, position the insertion point in the section in which you want page numbers.

2	From the Insert menu, choose Page Numbers (ALT, I, U).

Note: If you number pages with the Page Numbers command, Word does not print a page number on the first page.

3	Under Position, specify where you want page numbers to print:

 -	To print page numbers in the top margin, select the Top Of Page (Header) option button.

 -	To print page numbers in the bottom margin, select the Bottom Of Page (Footer) option button.

4	Under Alignment, specify where you want to align page numbers.

To align	Select

At the left margin	Left

In the center of the 	Center

  page

At the right margin	Right

5	Choose the OK button.

__________

See also

Numbering Pages

Headers and Footers


Inserting page numbers with other text in headers and footers

Headers and footers often contain information such as the name of the author or document, the section or chapter title, or the date. You can also add page numbers to this information.

To insert page numbers with other text in headers and footers

1	If your document has more than one section, position the insertion point in the section in which you want page numbers.

2	From the View menu, choose Header/Footer (ALT, V, H).

3	In the Header/Footer box, select a header or footer.

4	Choose the Page Numbers button.

5	To close the Page Number Format dialog box, choose the OK button.

6	To open the header or footer pane, choose the OK button.

Word positions the insertion point in the header or footer pane.

7	Use tabs, alignment, or spaces to position the insertion point where you want the page number to appear within the header or footer.

8	To insert a page number, click [image] or press ALT+SHIFT+P.

Add any other text or formatting to the header or footer. See Headers and Footers.

9	Do one of the following:

 -	To close the header or footer pane, choose the Close button.

 -	To work in the document with the header or footer pane open, press F6.

Note: When you add a page number to a header or footer, a page number prints on each page on which the header or footer appears.

__________

See also

Numbering Pages


Numbering the first page

If you number pages with the Page Numbers command, Word does not print a page number on the first page of the section or document, if you have only one section. You can clear the Different First Page option to number the first page of a document or section.

To number the first page

1	From the View menu, choose Header/Footer (ALT, V, H).

2	Clear the Different First Page check box.

3	Choose the OK button.

4	To close the header or footer pane, choose the Close button.

__________

See also

Numbering Pages

Headers and Footers


Changing page number format

You can change page number formats within sections of a document.

To change page number format

1	If your document has multiple sections, position the insertion point in the section for which you want to change the number format.

2	From the Insert menu, choose Page Numbers (ALT, I, U).

Note: If you number pages with the Page Numbers command, Word does not print a page number on the first page. See Numbering the first page.

3	Choose the Format button.

4	In the Number Format box, select the format you want to use for page numbers.

For page number format	Select

Arabic	1 2 3...

Lowercase alphabetic	a b c...

Uppercase alphabetic	A B C...

Lowercase roman	i ii iii...

Uppercase roman	I II III...

5	Choose the OK button.

6	In the Page Numbers dialog box, choose the OK button.

If you replace an existing header or footer, Word asks you to confirm the change.

Repeat this procedure for each section in which you want to change the page number format.

__________

See also

Numbering Pages

Headers and Footers


Changing the starting page number

You can begin page numbering in a section with any number or letter. You select the number, and then Word numbers consecutively from that point -- for example, when you want to connect several printed files to create one long document.

To change the starting page number

1	Position the insertion point in the section for which you want to change the starting page number.

2	From the Insert menu, choose Page Numbers (ALT, I, U).

Note: If you number pages with the Page Numbers command, Word does not print a page number on the first page. See Numbering the first page.

3	Choose the Format button.

4	Under Page Numbering, type or select a new starting page number in the Start At box.

Note: If you use an alphabetical page number format, type the number of the page that matches the corresponding letter of the alphabet. For example, if you want to start numbering pages at "e", type or select 5 in the Start At box.

5	Choose the OK button.

6	To close the Page Numbers dialog box, choose the OK button.

7	If you replace an existing header or footer, Word asks you to confirm this:

 -	To replace the existing header or footer, choose Yes.

 -	To update the page numbers in the existing header or footer, choose No.

__________

See also

Numbering Pages

Headers and Footers


Removing page numbers

You can remove page numbers from individual sections or from an entire document.

To remove page numbers

1	Do one of the following:

 -	If your document has multiple sections, position the insertion point in the section from which you want to remove page numbers.

 -	To remove page numbers from the entire document, position the insertion point in the first section.

2	From the View menu, choose Header/Footer (ALT, V, H).

3	In the Header/Footer box, select the header or footer from which you want to remove page numbers.

4	Choose the OK button.

5	In the header or footer pane, select the page number, and then press the BACKSPACE key.

6	Do one of the following:

 -	To close the header or footer pane, choose the Close button.

 -	To work in the document with the header or footer pane open, press F6.

__________

See also

Numbering Pages

Headers and Footers


Sections: Formatting Parts of a Document

Overview

Inserting a new section break

Formatting a section

Creating a different format for the first page of a document

Changing vertical alignment

Removing section formatting


Overview of Sections: Formatting Parts of a Document
Sections: Formatting Parts of a Document

You can divide a document into any number of sections and format each section separately. A section can be as short as a single paragraph -- for example, a banner headline in a newsletter -- or as long as an entire document. You decide where each section begins and ends.

Word separates each section with a section break, which appears as a double dotted line across the screen. Word stores section formatting characteristics in the section break at the end of a section.

You create a new section when you want to change the following elements in part of a document:

 -	The number of newspaper-style columns on a page

 -	How you want the text aligned vertically

 -	Line numbers, their position in relation to the text, how often they appear, which number to start with, and when the numbers start over

 -	Whether or not to print footnotes at the end of a selected section or to save them for the end of a subsequent section

 -	The text and formatting of headers and footers

 -	The format, position, and sequence of page numbers

__________

See also

Step-by-step Instructions


Inserting a new section break

The divisions between sections are called section breaks, which appear as double dotted lines. The section break controls the formatting of text above it. When you delete a section break, you also delete the section formatting for the text above the section break. The text takes on the formatting characteristics of the next section.

To insert a section break

1	Position the insertion point where you want the new section to start.

2	From the Insert menu, choose Break (ALT, I, B).

3	Under Section Break, select the option that describes where you want the section to begin.

To begin a section on the	Select

Next page	Next Page

Same page	Continuous

Next even-numbered page	Even Page

Next odd-numbered page	Odd Page

4	Choose the OK button.

Word inserts a double dotted line above the insertion point to mark the end of the previous section and moves the insertion point down, into the next section.

Tips

 -	You can create side-by-side paragraphs without inserting a new section by using the Table command. See Creating a table.

 -	When you have more than one section, you can copy section formatting by copying the section break. When you paste the section break in a new location, the text above the section break takes on the formatting instructions of the section break.

__________

See also

Sections: Formatting Parts of a Document


Formatting a section

You can divide a document into sections and format the sections differently. Section formatting affects all pages and parts of pages within a specified portion of a document.  A section can be any length, from a single paragraph to an entire document. A section break appears as a double dotted line across the document.

To format a section

1	Position the insertion point in the section you want to format.

2	Choose one or more of the following:

 -	From the Format menu, choose Section Layout (ALT, T, S). See Section Layout.

 -	From the Format menu, choose Page Setup (ALT, T, U). See Page Setup.

 -	From the View menu, choose Header/Footer (ALT, V, H). See Header/Footer.

 -	From the Insert menu, choose Page Numbers (ALT, I, U). See Page Numbers.

3	Select the options you want for this section.

4	Choose the OK button.

Tips

 -	When you have more than one section, you can copy section formatting by copying the section break. When you paste the section break in a new location, the text above the section break takes on the formatting instructions of the section break.

 -	If the formatting of a particular section will be useful in other documents, you can store the section break as a glossary entry, and then quickly insert it when you need to duplicate the section formatting. See Storing text or graphics as a glossary entry.

__________

See also

Sections: Formatting Parts of a Document

Setting up newspaper-style columns

Adding line numbers


Creating a different format for the first page of a document

You can format the first page of a document to be different from the rest of your document. For example, by creating a separate section for the first page of a document, you can create a cover page or a table of contents in a different format.

To create a different format for the first page of a document

1	Position the insertion point at the beginning of the second page.

2	From the Insert menu, choose Break (ALT, I, B).

3	Under Section Break, select the Next Page option button.

4	To insert the section break, choose the OK button.

5	Position the insertion point above the section break.

6	From the Format menu, choose Section Layout (ALT, T, S).

7	Select the section formatting options you want for the first page.

Note: For more information on section formatting options, see Section Layout .

8	Choose the OK button.

Note: To see the first page as it will print, choose Print Preview from the File menu (ALT, F, V) or Page Layout from the View menu (ALT, V, P).

__________

See also

Sections: Formatting Parts of a Document

Adding a different header or footer for the first page


Changing vertical alignment

You can adjust spacing between paragraphs in a section by selecting a vertical alignment option. You can choose whether Word aligns the text in a section with the top or bottom of the page or centers it vertically. For example, you can center a title vertically between the top and bottom margins of the page when creating a title page for a document.

To change vertical alignment

1	Position the insertion point anywhere in the section you want to align differently.

2	From the Format menu, choose Section Layout (ALT, T, S).

3	Under Vertical Alignment, select the alignment option button you want.

To align	Select

Top line of page contents	Top

  with the top margin

Page contents between 	Center

  the top and the bottom

  margins

Top line with the top 	Justified

  margin and the bottom line

  with the bottom margin

4	Choose the OK button.

To see how the contents will align on the printed page, choose Print Preview from the File menu (ALT, F, V).

__________

See also

Sections: Formatting Parts of a Document


Removing section formatting

When you delete a section break, you delete the section formatting for the text above the section break. That text becomes part of the section below it, taking on the formatting characteristics of the next section.

To remove section formatting

1	Position the insertion point at the beginning of the line that follows the section break you want to remove.

2	Press the BACKSPACE key.

The text above the section break you delete becomes part of the following section.

Tip

 -	If you accidentally delete a section break, immediately choose the Undo command from the Edit menu to restore the section break and its accompanying section formatting.

__________

See also

Sections: Formatting Parts of a Document


Positioning Text and Graphics on the Page

Overview

Framing a paragraph, graphic, or table

Inserting an empty frame

Moving a frame

Sizing a frame

Wrapping text around a frame

Setting up a drop capital letter

Positioning frames horizontally

Positioning frames vertically

Positioning frames in the margin

Removing a frame


Overview of Positioning Text and Graphics on the Page
Positioning Text and Graphics on the Page

You may want certain elements of your document to appear in a specific location on a page. With Word, you can fix the position of paragraphs, tables, and graphics.

To assign an element of your document a position on the page, you insert the selected item in a frame, and then position the frame where you want. When you position an object in a frame, everything inside the frame moves as one unit.

For each frame, you have a choice of several specific positions or a measured fixed position. You can position objects at the top, center, or bottom of a page, and at the left, center, or right of a page. You can also designate an exact location by specifying measurements.

Once you position a frame, you can choose how you want text outside the frame to wrap around it. In page layout view and print preview, the frames appear in their assigned positions with the text wrapped around them. You can also control the width of a paragraph inside a frame so that its lines are a specific length.

Working with frames in page layout view makes it easy to move the frames and see their relation to other elements on the page.

__________

See also

Step-by-step Instructions


Framing a paragraph, graphic, or table

You can position paragraphs, graphics, or tables on a page when you enclose the item in a frame. When you insert items in a frame, everything inside the frame moves as one unit. You can control the size of the frame as well as the spacing between the frame and the text flowing around it. Text wraps both within a frame and around it. Word automatically applies a single-line border around frames.

To frame a paragraph, graphic, or table

1	Select the text, table, or graphic you want to insert in a frame.

2	Do one of the following:

 -	On the Toolbar, click the Frame button.

 -	From the Insert menu, choose Frame (ALT, I, F).

3	If you are not working in page layout view, Word prompts you to switch views. When Word prompts you, choose the Yes button to insert the frame and to switch to page layout view.

Word inserts a frame around the selection. The framed item remains selected.

4	You can change the position and size of the frame after you insert it. See Moving a frame and Sizing a frame.

Note: Word automatically applies a single-line border around frames. If you later remove the frame, the border remains.

Tip

 -	To move the insertion point into a frame, press an arrow key.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Inserting an empty frame

After you insert an empty frame, you can type inside it and text wraps within the frame. Word automatically applies a single-line border around frames.

To insert an empty frame

Mouse

1	Make sure there is no selection.

2	Do one of the following:

 -	On the Toolbar, click the Frame button.

 -	From the Insert menu, choose Frame (ALT, I, F).

3	If you are not working in page layout view, Word prompts you to switch views. When Word prompts you, choose the Yes button to insert the frame and to switch to page layout view.

The pointer changes to a [image].

4	Move the [image] to the location where you want to insert the frame.

5	While holding down the left mouse button, drag the frame to the size you want.

6	To insert the frame, release the left mouse button.

7	You can change the position and size of the frame after you insert it. See Moving a frame and Sizing a frame.

Keyboard

1	From the Insert menu, choose Frame (ALT, I, F).

2	When Word prompts you, choose the Yes button to insert the frame and to switch to page layout view.

The pointer changes to a [image].

3	Use the arrow keys to position the [image] where you want the upper-left corner of the frame.

4	To insert the frame, press ENTER.

If you change your mind and do not want to insert the frame, press ESC.

5	To make the frame the size you want, do the following.

To	Press

Move the frame in 	The arrow keys

  small increments

Move the frame	SHIFT+the arrow keys

  in larger 	TAB

  increments	SHIFT+TAB

PAGE UP

PAGE DOWN

6	When the frame is the size you want, press ENTER.

7	You can change the position and size of the frame after you insert it. See Moving a frame and Sizing a frame.

Tips

 -	To move the insertion point in or out of a frame, press the arrow keys.

 -	If you insert a frame, and then insert a picture in the frame, Word automatically adjusts the picture to fit inside the frame.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Moving a frame

You can move frames -- and the graphics, tables, and text inside them -- to any location in a document.

To move a frame

Mouse

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Position the insertion point on the frame border.

The mouse pointer changes shape to display a 4-headed arrow.

3	Drag the frame to a new position.

A dotted frame indicates the position of the frame as you drag it. The contents of the frame move when you release the mouse button.

Keyboard

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	To position the insertion point inside the frame you want to move, use the arrow keys.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Horizontal, type or select the horizontal location you want for the frame in the Position box.

5	Under Vertical, type or select the vertical position you want for the frame in the Position box.

6	Choose the OK button.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Sizing a frame

After you insert a frame in your document, you can make it any size you want.

To size a frame

Mouse

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Click in the frame you want to resize.

Eight sizing handles appear.

3	Point to one of the black resizing handles.

The mouse pointer changes shape to display a 4-headed arrow.

4	To resize the frame, drag the handles.

Keyboard

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	To position the insertion point inside the frame you want to size, use the arrow keys.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Size, do one of the following in the Width box:

 -	To make the width of the frame adjust as you increase or decrease the width of the selected table, graphic, or text, select Auto.

 -	To specify a fixed width for the frame, select Exactly.

5	If you select Exactly in the Width box, type or select the width you want in the At box.

Note: The proposed width equals the width of the selected frame.

6	Under Size, do one of the following in the Height box:

 -	To make the height of the frame the same as the selected text, table, or graphic, select Auto.

 -	To set a minimum height, select At Least. Word increases the height of the frame if you add text or enlarge the contents of the frame in some other way.

 -	To specify a fixed height for the selected frame, select Exactly. Text or portions of a graphic that exceed the size of the frame will not be displayed.

7	If you selected At Least or Exactly in the Height box, type or select the height you want in the At box.

8	Choose the OK button.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Wrapping text around a frame

You can wrap text around a framed paragraph, table, or graphic and control the space between a frame and its surrounding text.

To wrap text around a frame

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Do one of the following:

 -	Select the frame.

 -	Position the insertion point in the frame.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Text Wrapping, select Around.

5	Choose the OK button.

Tip

 -	If you do not want text to flow around the frame, choose the Frame command, and then select None under Text Wrapping.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Setting up a drop capital letter

When you are creating chapter titles or section headings in a book or brochure, you may way to create an initial capital letter that is larger than the remaining text in the title. This is called a drop capital letter, because you can vary its alignment on the line.

The top of the drop capital usually aligns with the top of the first line of text, but you can adjust this by adding space before the text. You can also adjust the blank space between the drop capital letter and the text.

To set up a drop capital letter

1	Select and format the first letter or word in a paragraph.

2	With the letter or word still selected, do one of the following:

 -	On the Toolbar, click the Frame button.

 -	From the Insert menu, choose Frame (ALT, I, F).

Note: If you are not in page layout view, choose the Yes button when Word asks if you want to switch to page layout view.

3	Size the frame as you want. See Sizing a frame.

To create more space between the letter or word and the rest of the text, drag the right center sizing handle to the right.

4	To change the way the drop capital and the text align, do the following:

 -	Position the insertion point in the text outside the frame.

 -	From the Format menu, choose Paragraph (ALT, T, P).

 -	In the Before box, type a measurement.

 -	Choose the OK button.

5	Repeat Step 4, adjusting the measurement until you get the look you want.

Tip

 -	You can place a box around the frame with the Border command. See Applying borders to paragraphs, tables, or graphics.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Positioning frames horizontally

You can position a frame relative to an element on a page -- for example, a margin.

To position a frame horizontally

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Position the insertion point inside the frame you want to align.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Horizontal, do the following:

 -	In the Position box, type a fixed position for the frame, or select how you want to align the frame.

To align the frame relative to the	Select

Left edge of the page, margin,	Left

  or column

Right edge of the page, margin,	Right

  or column

Center between the left and 	Center

  right edges of the page,

  margins, or column

Inside edge of the page, 	Inside

  margin, or column

Outside edge of the page,	Outside

  margin, or column

Note: The Inside position is to the left on odd-numbered pages and to the right on even-numbered pages. The Outside position is to the right on odd-numbered pages and to the left on even-numbered pages.

 -	In the Relative To box, select one of the following as the measuring point for the horizontal position.

To align the frame	Select

Between the left and	Margin

  right margins

Between the side edges 	Page

  of the page

Between the edges of 	Column

  the column

 -	If text surrounds the frame, type the minimum spacing you want between the right and left edges of the frame and the surrounding text in the Distance From Text box.

5	Choose the OK button.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Positioning frames vertically

You can center a frame vertically or align a frame with the top or bottom margins or edges of the page. You can anchor a frame at a fixed distance from a reference point on the page.

To position a frame vertically

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Position the insertion point inside the frame you want to align.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Vertical, do the following:

 -	In the Position box, type an fixed position for the frame, or select a frame alignment.

To align the frame relative to the	Select

With the top margin or page edge	Top

With the bottom margin or bottom	Bottom

  page edge

Centered between the top and	Center

  bottom margins or edges of

  the page

 -	In the Relative To box, select one of the following to set the measuring point for the vertical position.

To align the frame	Select

Between the top and	Margin

  bottom margins

Between the top and	Page

  bottom edges of the

  page

With the top left corner	Paragraph

  of the closest paragraph

Note: If you select Paragraph, Word automatically selects the Move With Text check box. The frame moves with the paragraph with which you align it.

 -	Type the minimum spacing you want between the right and left edges of the frame and the surrounding text in the Distance From Text box.

5	Choose the OK button.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Positioning frames in the margin

You can use the Frame command to position framed text, tables, or graphics in the right or left margin.

To position frames in the margin

1	If the document is not in page layout view, choose Page Layout from the View menu (ALT, V, P).

2	Do one of the following:

 -	Click in the frame.

 -	To position the insertion point inside the frame, use the arrow keys.

3	From the Format menu, choose Frame (ALT, T, F).

4	Under Horizontal, do the following:

 -	In the Position box, select either Left or Right, depending on the margin in which you want to position the frame.

 -	In the Relative To box, select Page.

 -	In the Distance From Text box, type or select the amount of space you want between the right and left edges of the frame and the surrounding text.

5	Under Size, select the dimensions you want for the frame.

If you want a text frame to fit entirely within the margin, make sure you type measurements that are narrower than the margin in the At boxes. See Sizing a frame.

6	Choose the OK button.

Note

 -	If a frame is wider than the margin, the frame extends from the edge of the page into the main text area.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Removing a frame

You can easily remove a frame from a table, paragraph, or graphic. You can remove either the frame itself or both the frame and the material it encloses.

To remove a frame

1	Do one of the following:

 -	Click in the frame.

 -	To position the insertion point inside the frame, use the arrow keys.

2	From the Format menu, choose Frame (ALT, T, F).

3	Choose the Remove Frame button.

Note: Any borders applied are not automatically removed when the frame is removed.

To delete a frame and its contents

1	Select the framed item you want to delete.

2	Press the DEL key.

Tip

 -	If you drag a framed item to a new location and then remove the frame, the item moves inline with the text before and after it.

__________

See also

Positioning Text and Graphics on the Page

Working in page layout view


Viewing Documents

Overview

Displaying a document in normal view

Adding draft mode to normal view

Viewing an outline

Working in page layout view

Previewing a document before printing

Working in print preview

Magnifying or reducing part of a page

Customizing the Zoom 100 Percent button

Displaying headers, footers, footnotes, and annotations

Viewing page breaks

Viewing Help while you work


Overview of Viewing Documents
Viewing Documents

Word provides four ways to view your document on the screen. Each view allows you to concentrate on different aspects of your work.

 -	Normal view is the best all-purpose working view. You will probably do most of your typing, editing, and formatting in this view.

 -	Page layout view displays each page in your document as it will look when printed. You can view your document and make last-minute changes to the text and formatting.

 -	Print preview shows entire pages at a reduced size. You can check page breaks, adjust the margins, and move positioned text and graphics in the layout.

 -	Outline view is useful even if you do not write your documents from an outline. This view makes it easy to move and copy text and to reorganize long documents.

__________

See also

Step-by-step Instructions


Displaying a document in normal view

Normal view is the default document view you will use to do most of your typing, editing, and formatting. In normal view, you can see text and paragraph formatting, line, section, and page breaks, and tab stop and paragraph alignment.

To display a document in normal view

>	From the View menu, choose Normal (ALT, V, N).

Tips

 -	To see the position of frames and columns in your document, choose Page Layout from the View menu (ALT, V, P).

 -	To see the active document without formatting, choose Draft from the View menu (ALT, V, D). Graphics appear as frames and character formatting appears as underlining. Choosing Draft gives you greater editing speed.

 -	To control how much of a page you see in your document window, choose Zoom from the View menu (ALT, V, Z). See Magnifying or reducing part of a page.

__________

See also

Viewing Documents


Adding draft mode to normal view

Word can create, edit, display, and print very complex documents. Draft mode can increase the display speed of some documents by reducing the amount of computation needed to display a document. Draft mode displays character formatting as underlining and displays graphics as frames. You can also speed printing times by printing in draft mode.

To display a document in draft mode

>	From the View menu, choose Draft (ALT, V, D).

To print a document in draft mode

1	From the File menu, choose Print (ALT, F, P).

2	Choose the Options button.

3	Under Printing Options, select the Draft Output check box.

4	Choose the OK button.

5	To begin printing, choose the OK button.

__________

See also

Viewing Documents


Viewing an outline

You can use outline view to move and copy text and to reorganize long documents, even when you do not create a document from an outline. For example, when you display a document in outline view, you can condense it to outline headings and then move sections under the headings to new locations in the document. Use outline view for larger organizational tasks and normal view for detail work.

To view an outline

>	From the View menu, choose Outline (ALT, V, O).

__________

See also

Viewing Documents

Outlining


Working in page layout view

Page layout view displays each page in your document as it will look when you print it. Frames, columns, headers, footers, and footnotes appear in their correct positions. Page layout view is best for positioning frames because you can use the mouse to drag them to any location on the page. For more information, see Positioning Text and Graphics on the Page.

You can also edit text and formatting in page layout view.

To work in page layout view

>	From the View menu, choose Page Layout (ALT, V, P).

Note: In page layout view, the 0 (zero) point on the ruler aligns with the left margin.

Tips

 -	To see the entire page in the document window, choose Zoom from the View menu (ALT, V, Z), and then choose the Whole Page button. To display the complete text of the widest line on the page, choose the Page Width button.

 -	 To see a reduced view of one or two pages, with all text and graphics, choose Print Preview from the File menu (ALT, F, V).

 -	To return to Page Layout from print preview, double-click on the print preview window.

 -	To move a page at a time in page layout view, use the Page Back and Page Forward buttons at the bottom of the vertical scroll bar below the down scroll arrow.

 -	If you work frequently in page layout view, use the background repagination feature to see changes in page breaks when you adjust text positions on the page. See Inserting page breaks automatically.

__________

See also

Viewing Documents


Previewing a document before printing

You can use the Print Preview command to show how a document will look when you print it. Word displays each page in a reduced size. While you cannot edit text in print preview, you can change margin settings and page breaks and move headers and footers.

To preview a document before printing

1	From the File menu, choose Print Preview (ALT, F, V).

Word displays the page where you place the insertion point.

2	To see two pages at a time, choose the Two Pages button. The button name changes to One Page, which you can choose again to return to a one-page view.

3	To view different pages in the document, use the vertical scroll bar or the PAGE UP and PAGE DOWN keys:

 -	To display the next page or set of facing pages, click the bottom scroll arrow or press the PAGE DOWN key.

 -	To display the previous page or set of facing pages, click the top scroll arrow or press the PAGE UP key.

 -	To scroll several pages at a time, drag the scroll box down to scroll forward or up to scroll back.

4	After viewing the document in print preview, you can do one of the following:

 -	To print the document, choose the Print button in the print preview bar.

 -	To return to the previous view of the document, choose the Close button.

Tips

 -	To display the contents of pages at full size and then edit, format, and position their contents, choose Page Layout from the View menu (ALT, V, P).

 -	To see a full page in the document window, choose Zoom from the View menu (ALT, V, Z), and then choose the Whole Page button.

 -	To display or change margin settings, choose Print Preview from the File menu (ALT, F, V), and then choose the Margins button. See Working in print preview.

__________

See also

Viewing Documents


Working in print preview

You can change margin settings and hard page breaks and move headers and footers while previewing a document.

To move margin settings, headers, footers, and page breaks in print preview

Mouse

1	From the File menu, choose Print Preview (ALT, F, V).

2	Choose the Margins button.

3	Do one of the following:

 -	Position the pointer on a margin handle, which appears as a black box.

 -	Point to a page break, header, or footer.

The pointer changes to [image].

4	 Drag the handle, page break, margin, header, or footer to the new position.

Note: The location of the item appears in the upper-right corner of the print preview bar as you move it.

5	To update the page layout, click outside the page.

Keyboard

1	From the File menu, choose Print Preview (ALT, F, V).

2	Choose the Margins button.

3	Press TAB until you select the item you want to move.

Note: The line surrounding the item disappears until you press TAB or an arrow key.

4	Move the line using the arrow keys.

Note: The location of the item appears in the upper-right corner of the print preview bar as you move it.

5	When you reach the desired location, press ENTER.

6	To update the page layout, press ENTER.

7	When you finish moving the items, do one of the following:

 -	To print the document, choose the Print button.

 -	To return to the document, choose the Cancel button.

__________

See also

Viewing Documents

Changing page margins

Positioning a header or footer

Inserting a hard page break manually

Viewing page breaks


Magnifying or reducing part of a page

You can magnify part of a page if you need a closer look at the text. Once you magnify the view, you can scroll to see different parts of that page or edit the text and formatting.

To magnify or reduce part of a page

1	From the View menu, choose Zoom (ALT, V, Z).

2	Under Magnification, select the magnification or reduction you want.

To display document text	Select

Twice its normal size	200%

As it will be printed	100%

At a reduced size	75%

At half the normal size	50%

At a size you specify	Custom, and then type or select a number between 25% and 200% in the Custom box.

Note: If you do not have the correct font to display the size you select, Word will substitute another.

3	Under Zoom To Fit In Window, you can choose one of the following:

 -	To display the left and right margins of the active page, choose the Page Width button.

 -	To reduce the document and display the active page in the document window, choose the Whole Page button.

Note: If you choose Page Width or Whole Page, you do not need to choose the OK button to close the Zoom dialog box.

4	Choose the OK button.

Shortcuts

To view a page as it will be printed

Mouse

>	On the Toolbar, click the Zoom Whole Page button.

To display the left and right margins

Mouse

>	On the Toolbar, click the Zoom Page Width button.

Note: If you are in Normal view, more than one page of text may be displayed.

__________

See also

Viewing Documents


Customizing the Zoom 100 Percent button

By default, the Toolbar buttons provide the three most common levels of magnification. You can customize the Zoom 100 Percent button and then click the button with a mouse to quickly select any level of magnification from 25 percent to 200 percent.

To customize the Zoom 100 Percent button

1	Create a new document based on the Normal template.

2	From the Tools menu, choose Options (ALT, O, O).

3	In the Category box, select Toolbar.

4	In the Tool To Change box, select ViewZoom100.

5	In the Commands box, select ViewZoom.

6	Choose the Change button.

7	Choose the Close button.

When you click the Zoom 100 Percent button on the Toolbar, Word displays a graphical arrow. As you drag down the arrow with the mouse, Word displays percentages from 25 percent to 200 percent in the box below the graphical arrow. To display your document at the percentage you want, release the left mouse button.

__________

See also

Viewing Documents


Displaying headers, footers, footnotes, and annotations

You can display and edit headers, footers, footnotes, and annotations in normal view and in page layout view, by choosing commands from the View menu.

To display headers and footers

>	From the View menu, choose Header/Footer (ALT, V, H).

To display footnotes

>	From the View menu, choose Footnotes (ALT, V, F).

To display annotations

>	From the View menu, choose Annotations (ALT, V, A).

__________

See also

Viewing Documents


Viewing Help while you work

By sizing the Word document and Help windows so they do not overlap on the screen, you can move between the windows and refer to Help while both windows remain fully visible. You can arrange the windows so the Help window does not move behind the document window while you work.

To view Help while you work

1	To open Help, press F1.

2	Drag the Help window to the upper-left corner of the screen.

3	Size the Help window to cover the left-hand third of the screen.

4	Move and size the Word window to cover the remaining two-thirds of the screen.

Note: Help retains its position when you exit Word, appearing in the same position the next time you start Word.

__________

See also

Viewing Documents


Printing Documents

Overview

Printing a document

Printing a document and its related information

Printing a draft version of a document

Printing several documents consecutively

Printing form letters, mailing labels, or other merged documents


Overview of Printing Documents
Printing Documents

The printer you use affects how Word prints and displays text on the screen. Before you complete the final formatting and page breaks for a document, you should install and select the printer you intend to use to print your document.

Before you print, it is a good idea to check your document using the Print Preview command or page layout view. In print preview, you can see entire pages at a time and adjust things such as page breaks and margins. In page layout view, you can make last-minute changes to text and formatting.

With few exceptions, Word displays your document exactly as it will look when printed. It is a good idea to save your document before you print. If a printer error or other problem occurs, you won't lose any work performed since the last time you saved the document.

__________

See also

Step-by-step Instructions


Printing a document

You can print a single page, a range of pages, or a complete document.

Note: You can also print information related to your document by choosing the Options button in the Print dialog box. See Printing a document and its related information.

To print the entire document

1	Position the insertion point anywhere in the document you want to print.

2	From the File menu, choose Print (ALT, F, P).

3	In the Print box, select Document.

4	Choose the OK button.

Shortcut

Mouse

>	On the Toolbar, click the Print button.

To print a single page

1	Position the insertion point anywhere in the page you want to print.

2	From the File menu, choose Print (ALT, F, P).

3	Under Range, select the Current Page option button.

4	Choose the OK button.

To print a range of pages

1	From the File menu, choose Print (ALT, F, P).

2	Under Range, select the Pages option button.

3	Specify a range of pages in the From and To boxes.

Note: To specify pages within a section, type p for page number, the page number, and then s for section and the section number. For example, to print pages 5 through 7 of section 3, you would type p5s3 in the From box and p7s3 in the To box.

4	Choose the OK button.

Note

 -	If you have not installed a printer, see your printer manual.

__________

See also

Printing Documents


Printing a document and its related information

In addition to printing the contents of a document, you also can print other information such as summary information or annotations. You can print this additional information separately or with the document.

To print a document and its related information

1	From the File menu, choose Print (ALT, F, P).

2	In the Print box, select Document.

3	Choose the Options button.

4	Under Include With Document, select one or more of the following check boxes.

Select	To print the document and

Summary Info	The summary information for the document

Field Codes	Field names and instructions

Annotations	Notes or comments and annotator's initials added to the document as annotation markers

Hidden Text	Any text formatted as hidden

5	To close the Options dialog box, choose the OK button.

6	To start printing, choose the OK button.

To print only the related information for a document

1	From the File menu, choose Print (ALT, F, P).

2	In the Print box, select one of the following.

Select	To print

Summary Info	The summary information for the document

Annotations	Notes or comments and annotator's initials added to the document as annotation markers

Styles	Style names and a description of each style

Glossary	Each glossary entry name and all the text stored as a glossary entry

Key Assignments	Each key assignment, the macro or command name associated with it, and its description

3	Choose the OK button.

Note: You can select and print only one option at a time. To print more than one option, choose the Options button in the Print dialog box. See Print command.

__________

See also

Printing Documents

Form Letters, Mailing Labels, and Other Merged Documents


Printing a draft version of a document

Depending on the type of printer you have, you can print a draft version of your document when you want to print a document quickly and don't need to see graphics and formatting.

Printer	Prints

HP LaserJet	Formatted text; graphics do not print.

PostScript	Formatted text and graphics.

Dot matrix	Graphics; text retains font, but loses formatting, such as bold.

Note: You cannot print a draft version of your document if you are using Adobe Type Manager on an HP LaserJet.

To print a draft version of a document

1	From the File menu, choose Print (ALT, F, P).

2	Choose the Options button.

3	Under Printing Options, select the Draft Output check box.

4	To close the Options dialog box, choose the OK button.

5	To start printing, choose the OK button.

__________

See also

Printing Documents


Printing several documents consecutively

With the Find File command, you can print multiple documents without opening each one separately.

To print several documents consecutively

Mouse

1	From the File menu, choose Find File (ALT, F, F).

Word searches for documents in the last path you specified in the Search dialog box.

Note: If a document you want is not listed, choose the Search button. See Searching for documents using the Find File command.

2	While holding down the CTRL key, click the filenames you want with the mouse.

3	Select the Print button.

4	Select the printing options you want. See Print command.

Note: You can print a range of pages for each of the documents you select by typing the range in the From and To boxes under Range.

5	Choose the OK button.

Keyboard

1	From the File menu, choose Find File (ALT, F, F).

Word searches for documents in the last path you specified in the Search dialog box.

Note: If a document you want is not listed, choose the Search button. See Searching for documents using the Find File command.

2	To move to the first file you want to print, press [image].

3	To select the filename, press SHIFT+F8.

4	To move to the next file you want to print, press [image] or [image], and then press the SPACEBAR to select it.

5	Repeat step 4 to choose each file you want to print.

6	Choose the Print button.

7	Select the printing options you want. See Print command.

Note: You can print a range of pages for each of the documents you select by typing the range in the From and To boxes under Range.

8	Choose the OK button.

__________

See also

Printing Documents

Finding and Managing Files

Form Letters, Mailing Labels, and Other Merged Documents


Putting Word to Work

Word is a powerful and versatile word-processing application. This topic will help you explore many of its most useful features.

Do you often create the same type of memo or letter?

>	Create a template that contains the text and formatting that is the same in each document. See Creating a new template.

Do your memos often include a company logo and address?

>	Store items that you need to use often as glossary entries. See Storing text or graphics as a glossary entry.

Do you want an easy way to format bulleted or numbered lists?

>	Use the Bullets And Numbering command. See Adding bullets to a list or Adding numbers to a list.

Do you want to personalize form letters?

>	Merge information from you client database with the print merge feature. See Merging documents, from start to finish.

Do you want to apply the same formatting to many paragraphs?

>	Save several formats as one style, and then apply them all at once. See Creating styles.

Do you want to include pictures or graphics?

>	Just copy and paste the graphic from a graphics application or create a drawing with Microsoft Draw, which comes with Word. See Inserting graphics from other applications and Inserting drawings or other embedded objects.

Do you need to show worksheets or charts?

>	Link your document to Microsoft Excel or embed a chart from Microsoft Graph. See Creating links and Inserting charts or other embedded objects.

Do you prefer choosing commands with the mouse?

>	Click buttons on the Toolbar to perform common tasks. Customize the Toolbar with the commands and macros you use most frequently. See Toolbar and Customizing the Toolbar.

Do you often reorganize large sections of documents?

>	Use outline view to simplify the task. See Moving headings and body text in an outline.

Do you want to check for typos and misspelled words?

>	Use Word's built-in spelling checker. See Checking spelling.

Do you want to add a table of contents?

>	Let Word create your table of contents automatically. See Compiling a table of contents using heading styles or Creating a table of contents using fields.

Do you want text to flow around graphics?

>	Use frames to position graphics. See Framing a paragraph, graphic, or table.

Do you want a simple way to emphasize special text?

>	Add a box around, or shading behind, the text. See Applying paragraph borders or Shading a paragraph or table cells.

Do you need columns of side-by-side paragraphs?

>	Use the table feature to control the placement of paragraphs. See Creating a table or Creating a table from existing text.

Do you need a closer look at your document?

>	Use the Zoom command to magnify your document to the size you want. See Magnifying or reducing part of a page.


Finding and Managing Files

Overview

Summary information and statistics

Viewing and changing the title, subject, and other summary information for a document

Viewing the number of words, creation date, and other statistics for a document

Controlling the Prompt For Summary Information option

Inserting summary information and statistics into a document

Printing summary information

Searching for documents

Searching for documents using the Find File command

Special characters you can use in a document search

Sorting the list of files found with the Find File command

Previewing the content of files with the Find File command

Managing documents with the Find File command

Selecting multiple files in the Find File dialog box

Printing several documents consecutively

Copying and moving files using the Find File command


Overview of Finding and Managing Files
Finding and Managing Files

As the number of documents you create grows, it may become difficult to remember which documents contain the information you want and where they are stored. With Word, you don't have to remember -- the Find File command makes it easy to find the documents you want.

To find documents, the Find File feature uses almost any information you can remember -- or guess -- about a document. For example, you can find all documents that contain the phrase "annual income," or all documents written by a certain person in the month of May. You can help Word find files by providing certain kinds of information about your documents, such as a subject and title. Word usually prompts you for these and other pieces of summary information when you first save a document. You can add or change summary information at any time with the Summary Info command.

The Find File command is also a convenient way to open, print, copy, or delete multiple documents.

__________

See also

Step-by-step Instructions


Viewing and changing the title, subject, and other summary information for a document

You can view and edit the summary information for documents with the Summary Info and Find File commands.

To view and change the summary information for the active document

1	From the File menu, choose Summary Info (ALT, F, I).

2	Make any changes you want in the Title, Subject, Author, Keywords, and Comments boxes.

3	Choose the OK button.

To view and change the summary information for any document

1	From the File menu, choose Find File (ALT, F, F).

2	In the File Name box, select the document whose summary information you want to view or change.

If you don't see the filename you want, use the Search button to look for it. See Searching for documents using the Find File command.

3	Choose the Summary button.

4	Make any changes you want in the Title, Subject, Author, Keywords, and Comments boxes.

5	Choose the OK button.

6	When you finish with the Find File dialog box, choose the Close button.

To view summary information for a list of files

1	From the File menu, choose Find File (ALT, F, F).

2	Choose the Options button.

3	Under List File Names With, select the Summary Info option button.

4	Choose the OK button.

5	In the File Name box, select in turn each file whose summary information you want to view.

__________

See also

Finding and Managing Files


Viewing the number of words, creation date, and other statistics for a document

You can view statistics for the active document with the Summary Info command, and for any document with the Find File command.

To view statistics for the active document

1	From the File menu, choose Summary Info (ALT, F, I).

2	Choose the Statistics button.

3	To update the statistics, choose the Update button.

4	When you finish viewing the statistics, choose the OK button.

5	To close the Summary Info dialog box, choose the OK button.

To view statistics for any document

1	From the File menu, choose Find File (ALT, F, F).

2	In the File Name box, select the document whose statistics you want to view.

If you don't see the filename you want, use the Find File command to look for it. See Searching for documents using the Find File command.

3	Choose the Options button.

4	Under List File Names With, select the Statistics option button.

5	Choose the OK button.

6	To close the Find File dialog box, choose the Close button.

__________

See also

Finding and Managing Files


Controlling the Prompt For Summary Information option

The first time you save a document, Word usually displays a dialog box so you can fill in summary information. You can prevent Word from automatically displaying the dialog box.

To control the Prompt For Summary Information option

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Save.

3	Under Save Options, select or clear the Prompt For Summary Info check box.

4	Choose the OK button.

__________

See also

Finding and Managing Files


Inserting summary information and statistics into a document

After you fill in the summary information for a document, you can insert pieces of the summary information and statistics into your document using fields. For example, use a TITLE field to insert the title of your document. When you change the title in the summary information, you can easily update all TITLE fields in your document.

To insert summary information and statistics into a document

These instructions describe the keyboard method for inserting fields. You can also use the Field command to insert any of the fields shown in step 3. See Inserting a field.

1	Position the insertion point where you want to insert the statistic or piece of summary information.

2	To insert an empty field, press CTRL+F9.

3	Between the field characters ({}), type the field code for the information you want to insert.

To insert	Type

Author name	author

Comments	comments

Creation date	createdate

Date of last printing	printdate

Date of last save	savedate

Filename	filename

Keywords	keywords

Name of person	lastsavedby

  who last saved

  the document

Number of characters	numchars

Number of pages	numpages

Number of words	numwords

Revision number	revnum

Subject	subject

Template name	template

Title	title

Total editing time	edittime

4	To update the field, press F9.

 -	If the field codes remain when you update the field, press SHIFT+F9 to switch between field codes and field results.

 -	If the field disappears when you update it, the piece of information you want to insert is blank in the Summary Info dialog box.

To add a missing piece of summary information

1	From the File menu, choose Summary Info (ALT, F, I).

2	Type the missing piece of information.

3	Choose the OK button.

4	Select the field that inserts the piece of summary information.

5	To update the field, press F9.

__________

See also

Finding and Managing Files


Printing summary information

You can print summary information separately or with a document.

To print summary information with a document

1	From the File menu, choose Print (ALT, F, P).

2	Choose the Options button.

3	Under Include With Document, select the Summary Info check box.

4	Choose the OK button.

5	To begin printing, choose the OK button.

To print summary information by itself

1	From the File menu, choose Print (ALT, F, P).

2	In the Print box, select Summary Info.

3	Choose the OK button.

To print summary information for several documents consecutively

1	From the File menu, choose Find File (ALT, F, F).

If you do not see the files you want, see Searching for documents using the Find File command.

2	While holding down the CTRL key, click the filenames you want with the mouse.

See Selecting multiple files in the Find File dialog box.

3	Choose the Print button.

4	In the Print box, select Summary Info.

5	Choose the OK button.

__________

See also

Finding and Managing Files


Searching for documents using the Find File command

The Find File command helps you locate documents based on specific search criteria, such as filename pattern, author name, and creation date. After Word displays a list of files that match your search criteria, you can view the summary information, statistics, and contents of each of the files without opening them.

To search for a document

1	From the File menu, choose Find File (ALT, F, F).

If you haven't used Find File since opening Word, Word searches the current directory for all files with a .DOC extension. If you have used File Find during the current Word session, Word uses the last search criteria you specified. The paths searched appear at the top of the dialog box.

2	Choose the Search button.

3	In the Type box, select the type of file you want to find.

You can also specify a different filename pattern in the File Name box -- for example, type *.bat

4	Under Location, specify which drives and directories you want Word to search in.

Note: You can add to the search path by choosing the Edit Path button and then selecting additional directories.

5	To narrow the search, do one or more of the following:

 -	Specify search criteria in the following boxes: Title, Subject, Keywords, Any Text, Author, Saved By, Date Created, and Date Saved. Word compares the criteria you specify with the summary information and statistics of the documents on the search path.

 -	Search for partial words and phrases. For example, if you type sales in the Title box, Word might find documents titled "Monthly Sales Report" and "Salesmanship."

 -	Use special characters to make a search more precise. See Special characters you can use in a document search.

 -	Specify the case of text if it is important by selecting the Match Case check box.

6	In the Options box, specify whether you want to create a new list of files or use the existing list.

 -	To preserve the existing list and add any new matches to it, select Add Matches To List.

 -	To search only the documents in the current list, select Search Only In List.

7	Choose the Start Search button.

Tips

 -	You can sort the list of files according to a certain criterion. See Sorting the list of files found with the Find File command.

 -	You can preview the contents of files you find without opening them. See Previewing the content of files with the Find File command.

__________

See also

Finding and Managing Files


Special characters you can use in a document search

When you specify search criteria in the Search dialog box of the Find File command, you can use the following special characters in the text you type for the title, subject, keywords, and so on.

Character	Meaning

? (question mark)	Match any single character; for example, type gr?y to match both "gray" and "grey."

* (asterisk)	Match any number of characters; for example, type *.txt in the File Name box to find files with the .TXT extension.

^ (caret)	Treat the following special character as a regular character; used especially with ? and ^; for example, type ^? and ^^.

, (comma)	Logical OR; document's summary information must match at least one item in the list.

For example, if you type penguins, color schemes in the Keywords box, Word searches for any document that has either "penguins" or "color schemes" in the Keywords box of its Summary Info dialog box.

& (ampersand)	Logical AND; document's summary information must match all of the items in the list.

For example, if you type memorandum & vacation in the Any Text box, Word searches for all documents that contain both words.

~ (tilde)	Logical NOT; document's summary information must not match this item.

For example, type ~Bertrand in the Author box to exclude documents created by anyone whose name includes "Bertrand."


Sorting the list of files found with the Find File command

When you use the Find File command to create a list of files that match your search criteria, you can sort the filenames by author, creation date, the name of the person who last saved the file, the date the file was last saved, filename, or file size.

To sort the list of files

1	From the File menu, choose Find File (ALT, F, F).

2	In the Find File dialog box, choose the Options button.

3	Under Sort Files By, specify how you want Word to sort the files.

4	Choose the OK button.

__________

See also

Finding and Managing Files


Previewing the content of files with the Find File command

You can use the Find File command to preview the content of files before you open, delete, print, or copy them.

To preview the content of a file with the Find File command

1	From the File menu, choose Find File (ALT, F, F).

2	Choose the Options button.

3	Under List File Names With, select Content.

4	Choose the OK button.

Note: To preview a selected graphic file, you must choose the Preview button under the Content box.

__________

See also

Finding and Managing Files


Selecting multiple files in the Find File dialog box

With the Find File command, you can select multiple files in the File box and then open, delete, print, and copy them.

To select multiple files in the Find File dialog box

Mouse

1	Click the first filename you want.

2	Hold down the CTRL key and click each additional filename you want to select.

To remove a filename from the selection, hold down CTRL and click the filename.

Note: You can also hold down the SHIFT key and click a filename to extend the selection over a block of contiguous files.

Keyboard

1	To select the first filename, use [image] or [image].

2	Press SHIFT+F8.

3	Move the dotted box to the next filename you want to select.

4	Press the SPACEBAR.

5	Repeat steps 3 and 4 for each filename you want.

To remove a filename from the selection, hold down CTRL and move the dotted box to the filename, and then press the SPACEBAR again.

To return to normal selection behavior, press SHIFT+F8 again.

Note: You can also extend the selection over a block of files by holding down the SHIFT key and using the arrow keys.

__________

See also

Finding and Managing Files


Copying and moving files using the Find File command

You can use the Find File command to copy files to different directories.

Note: To move files, you must first copy them to the directory you want, and then delete them from their current location.

To copy files using the Find File command

1	From the File menu, choose Find File (ALT, F, F).

2	Search for the files you want to copy so that they appear in the list. See Searching for documents using the Find File command.

3	Select the file or files you want to copy.

For information on selecting more than one file, see Selecting multiple files in the Find File dialog box.

4	Choose the Copy button.

5	Specify where you want to copy the files by doing one of the following:

 -	In the Path box, type a path.

 -	Select a location in the Drives and Directories boxes.

6	To copy the files, choose the OK button.

For information on other options, see Copy dialog box.

__________

See also

Finding and Managing Files


Setting Preferences

Overview

Using the Options command

Setting preferences with the Options command

Allowing widow and orphan lines

Controlling the display of paragraph marks and other nonprinting characters

Controlling the Prompt For Summary Info option

Customizing Menus, the Keyboard, and the Toolbar

Customizing startup options (editing the WIN.INI file)

Changing the default directory for Word documents

Displaying and hiding the scroll bars, status bar, and style area

Inserting page breaks automatically

Selecting spelling options

Setting the default unit of measurement

Setting other preferences

Changing default tab stops

Changing footnote separators

Changing the formatting in the default Normal style

Displaying and hiding the Toolbar, ribbon, and ruler

Setting up and using custom paper size

Specifying where to print footnotes


Overview of Setting Preferences
Setting Preferences

You can tailor the Word screen and the function of certain commands to better fit your needs. For example, you can choose to display or hide the ruler, ribbon, and Toolbar, or you can have Word prompt you to save your documents at regular intervals.

You can set most preferences with the Options command on the Tools menu. The Options dialog box is really nine dialog boxes in one: A different set of options appears for each category you select, such as View or Print. You set other preferences, such as the standard font and size of text in your document, with other commands.

__________

See also

Step-by-step Instructions


Setting preferences with the Options command

With the Options command, you can set a wide range of preferences in Word, according to your work habits and writing and editing needs. For example, you can control whether or not paragraph marks and hidden text appear on the screen, change the function of certain keys, and set the rules you want the spelling checker to use.

To set preferences

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select the category with the options you want to set.

For information on the options in each category, see the following:

View Options dialog box

General Options dialog box

Print Options dialog box

Save Options dialog box

Spelling Options dialog box

User Info Options dialog box

Toolbar Options dialog box

Menus Options dialog box

Keyboard Options dialog box

WIN.INI Options dialog box

3	Set the options you want.

4	Choose the OK button. If no OK button exists in the dialog box for the category you select, choose the Close button.

__________

See also

Setting Preferences


Displaying and hiding the scroll bars, status bar, and style area

You can display or hide parts of the screen to achieve the balance you want between graphical features and the size of the area available to display your document.

To display and hide the scroll bars, status bar, and style area

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select View.

3	Under Window, select the options you want.

 -	To display or hide the scroll bars and/or status bar, select or clear the appropriate check boxes.

 -	To display the style area, type or select a measurement in the Style Area Width box. To close the style area, type 0 in the Style Area Width box.

4	Choose the OK button.

__________

See also

Setting Preferences


Displaying and hiding the Toolbar, ribbon, and ruler

You can display the Toolbar, ribbon, and ruler for easy access to commands you frequently use, or hide them to increase the amount of your document you can see on the screen. When Word displays one of these bars, a checkmark appears next to the corresponding command name on the View menu.

Note: To see the entire Toolbar, ribbon, or ruler, you may need to enlarge the Word window to the full width of the screen.

To display the Toolbar, ribbon, or ruler

>	From the View menu, choose Toolbar (ALT, V, T), Ribbon (ALT, V, B), or Ruler (ALT, V, R).

To hide the Toolbar, ribbon or ruler

>	From the View menu, choose Toolbar (ALT, V, T), Ribbon (ALT, V, B), or Ruler (ALT, V, R) if a check mark appears next to the command name.

__________

See also

Setting Preferences


Controlling the display of paragraph marks and other nonprinting characters

When editing text, it is often helpful to display nonprinting characters such as paragraph marks, tabs, and spaces. If the nonprinting characters become distracting, you can turn them off.

To control the display of nonprinting characters

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select View.

3	Under Nonprinting Characters, select or clear the following check boxes.

Select	To display

Tabs

Spaces	Standard spaces as small dots between words and nonbreaking spaces as degree symbols ( [image])

Paragraph	Paragraph marks ( [image])

  Marks	and newline characters ( [image])

Optional	Optional hyphens ( [image])

  Hyphens	and nonbreaking hyphens (--)

Hidden Text	Dotted lines under text formatted as hidden

All	All of the above

Shortcuts

Mouse

>	On the ribbon, click [image].

Keyboard

>	Press CTRL+SHIFT+8.

Note: These shortcuts switch between showing all nonprinting characters and showing only those nonprinting characters you select.

__________

See also

Setting Preferences


Customizing startup options (editing the WIN.INI file)

Word stores some information -- for example, the program directory and the available file format converters -- in a special file named WIN.INI. You can change the WIN.INI settings by editing this file with the Options command.

To customize startup options

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select WIN.INI.

3	In the Application box, type or select the name of the application whose options you want to set. The default is Microsoft Word.

4	Do one of the following:

 -	To change an existing option, select it, and then type a new setting in the Setting box.

 -	To add a new option, type the option name in the Option box, and then type a setting in the Setting box.

For information on available WIN.INI options, see Appendix B, "Modifying the WIN.INI File," in the Microsoft Word User's Guide.

5	Choose the Set button.

6	Repeat steps 4 and 5 for each option you want to add or change.

7	When you finish with the Options dialog box, choose the Close button.

Note: Some changes you make to WIN.INI options do not take effect until you quit and then restart Word.

__________

See also

Setting Preferences


Changing the default directory for Word documents

When you start Word, the directory for opening and saving documents is set to a default directory. Word proposes this directory when you choose Open or Save As from the File menu, and when you first search for documents.

You may find it more convenient to set the default directory to a different directory -- for example, C:\DOCS.

To change the default directory for Word documents

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select WIN.INI.

3	In the Application box, select Microsoft Word 2.0.

4	Do one of the following:

 -	In the Startup Options box, select the option beginning DOC-path=.

 -	In the Option box, type doc-path

5	In the Setting box, type the drive and directory you want for the default.

6	Choose the Set button.

7	To close the Options dialog box, choose the Close button.

8	Quit and then restart Word.

__________

See also

Setting Preferences


Setting the default unit of measurement

If you omit the kind of measurement unit when you type a measurement in a dialog box -- for example, in or pt -- Word uses the default unit of measurement. The default unit determines the measurements that appear on the ruler.

To set the default unit of measurement

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select General.

3	In the Measurement Units box, select the unit of measurement you want Word to use as its default.

4	Choose the OK button.

Note: The default unit for vertical measurements -- for example, line and paragraph spacing -- is always li, or lines. In these cases, you must specify the units you want Word to use if you want a unit other than lines.

__________

See also

Setting Preferences


Sorting

Overview

Sorting a list alphabetically or numerically

Sorting rows in a Word table

Sorting rows of text in columns

Sorting a column

Reordering paragraphs in a document


Overview of Sorting
Sorting

You can use the Sorting command to quickly arrange text alphabetically or numerically. You can sort rows in tables, paragraphs, and lists created with tabs. For example, you can use the Sorting command to change the print order of data records by sorting the name or postal code column. Word can sort an entire document or any portion of it you select.

You should save your document before you use the Sorting command. You can cancel a sort, but you must do so immediately after the sort to retain your original document if the sort does not produce the desired result. You can then close the document without saving changes and reopen it in its original, unsorted form.

Sorting Order and Sequence

Word sorts text alphabetically or numerically based on the farthest left character in the selection. You can choose to sort the text in ascending or descending sequence.

You can also sort alphanumerically (by numbers first, then letters). With this method, paragraphs or lines beginning with punctuation marks come before all others, those beginning with numbers come next, and those beginning with letters come last.

__________

See also

Step-by-step Instructions


Sorting a list (alphabetically or numerically)
Sorting a list alphabetically or numerically

You can automatically sort a list of names in alphabetical order or a list of numbered items in ascending or descending numerical order.

To sort a list

1	Select the paragraphs in the list you want to sort.

2	From the Tools menu, choose Sorting (ALT, O, I).

3	Under Sorting Order, select the Ascending or Descending option button.

4	Under Key Field, do one or more of the following:

 -	To sort in an order other than alphanumeric, select another option in the Key Type box.

 -	To sort a multiple-column list, select the separator you use between columns next to Separator.

5	To sort capital letters ahead of lowercase letters, select the Case Sensitive check box.

6	Choose the OK button.

Note: After sorting, Word selects the list. Make sure you cancel the selection before you resume typing.

__________

See also

Sorting

Adding bullets to a list

Adding numbers to a list

Changing bullets or updating list numbers


Sorting rows in a Word table

Word sorts the horizontal rows in a table. You can rearrange the rows in a table based on the way you sort one column. To sort only the items in one column, see Sorting a column.

To sort rows in a Word table

1	Select the row or rows you want to sort.

If you do not want to sort the title row, do not include the column titles in the selection.

2	From the Tools menu, choose Sorting (ALT, O, I).

3	Under Sorting Order, select the Ascending or Descending option button.

4	Do one or more of the following:

 -	To sort in an order other than alphanumeric, select another option in the Key Type box under Key Field.

 -	To rearrange rows in the table based on the way you sort a column other than the first column, type the column number of the key column in the Field Number box under Key Field.

 -	To sort capitalized letters ahead of lowercase letters, select the Case Sensitive check box.

5	To sort the table, choose the OK button.

Note: After sorting, Word selects the table. Make sure you cancel the selection before you resume typing.

__________

See also

Sorting


Sorting rows of text in columns

If you do not use a Word table to create columns, you can type text in rows and then separate columns with tabs or commas.

To sort rows of text in columns

1	Select the row or rows you want to sort.

If you do not want to sort the title row, do not include column titles in the selection.

2	From the Tools menu, choose Sorting (ALT, O, I).

3	Under Sorting Order, select the Ascending or Descending option button.

4	Under Key Field, do one or more of the following:

 -	To sort in an order other than alphanumeric, select another option in the Key Type box.

 -	If tabs separate the columns, select the Tab option button under Separator.

 -	If commas separate columns, select the Comma option button under Separator.

 -	To rearrange the rows based on the way you sort a column other than the first, type the column number of the column you want to sort by in the Field Number box under Key Field.

5	Do one or more of the following:

 -	To sort only the items in one column and leave other cells as they are, select the Sort Column Only check box.

Note: If you do not select this option, all the attached cells in a row move with the cell in the column you sort.

 -	To sort uppercase letters ahead of lowercase letters, select the Case Sensitive check box.

6	To sort the table, choose the OK button.

For more information, see Tables.

Note: After sorting, Word selects the sorted paragraphs. Make sure you cancel the selection before you resume typing.

Tip

 -	You can sort data document records to control the printing order of form letters or other print merge documents. See Form Letters, Mailing Labels, and Other Merged Documents.

__________

See also

Sorting


Sorting a column

You can sort only the items in one column and leave the other cells in your table rows in place.

To sort a column

1	Select the column you want to sort.

If you do not want to sort the title row, do not include the column title in the selection.

2	From the Tools menu, choose Sorting (ALT, O, I).

3	Select the options you want.

4	Select the Sort Column Only check box.

Note: If you do not select the Sort Column Only check box, the attached cells in a row move with the cell in the column you sort.

For more information, see Columns.

Tip

 -	You can sort data document records to control the printing order of form letters or other print merge documents. See Form Letters, Mailing Labels, and Other Merged Documents.

__________

See also

Sorting


Reordering paragraphs in a document

You can rearrange paragraphs in a document by assigning each paragraph a number and then sorting the document. After reordering the document, you can delete the numbers you typed at the beginning of each paragraph.

To reorder paragraphs in a document

1	At the beginning of each paragraph, type a number to represent the order in which you want the paragraphs to appear after they are sorted.

The number must be the first character in each paragraph that you want to sort numerically.

For example, to reorder a series of three paragraphs, type 1 as the first character of the paragraph you want to come first, and then type 2 and 3, respectively, in the other two paragraphs.

2	Select the paragraphs you want to sort.

3	From the Tools menu, choose Sorting (ALT, O, I).

4	Under Sorting Order, select the Ascending option button.

5	Under Key Field, select Numeric in the Key Type box.

6	Choose the OK button.

After sorting, Word selects the sorted paragraphs. Make sure you cancel the selection before you resume typing.

__________

See also

Sorting


Proofing a Document

Checking spelling

Checking spelling

Correcting a misspelled word

Selecting spelling options

Opening or closing a custom dictionary

Creating a new custom dictionary

Adding a custom dictionary

Adding a word to a custom dictionary

Customizing proofing

Proofing text in another language

Preventing proofing in a portion of a document


Checking spelling

Word checks for spelling errors using a standard dictionary. If a word cannot be found in the dictionary, you can correct the word if it is misspelled, or add it to a custom dictionary if the word is spelled correctly.

To check spelling

1	Select the text in which you want to check spelling.

If you do not select text, Word checks the entire document, beginning at the insertion point.

2	Do one of the following:

 -	On the Toolbar, click the Spelling button.

 -	From the Tools menu, choose Spelling (ALT, O, S).

Word begins checking the document or selected text.

When Word finds a word that is not in any open dictionary, Word displays the word in the Spelling dialog box and selects it in the document.

3	For each word found, do one of the following:

 -	To correct the spelling, see Correcting a misspelled word.

 -	To leave the word unchanged and continue the spelling check, choose the Ignore button.

 -	To skip the current word and all other instances of that word during the current spelling check, choose the Ignore All button.

 -	To add the word to a custom dictionary so Word will not continue to consider it misspelled, see Adding a word to a custom dictionary.

4	When the spelling checker reaches the end of the document, do one of the following:

  -	To continue from the beginning of the document if you did not start the spelling check at the beginning of the document, choose the Yes button.

 -	To return to the document, choose the No button.

Note: When you complete a spelling check in a selection, Word asks if you want to continue checking the remainder of the document.

5	To return to the document when Word finishes checking the entire document or the part you selected, choose the OK button.

Tips

 -	To check spelling for the word closest to the insertion point, press F7.

 -	To return to the document from the Spelling dialog box, press CTRL+TAB or click in the document. To continue checking spelling, choose Spelling from the Tools menu (ALT, O, S) or choose the Start button in the Spelling dialog box.

 -	You can specify the dictionary used for the spelling check. See Proofing text in another language.

 -	You can open a custom dictionary or dictionaries to check spelling. Word refers to all custom dictionaries that are open in addition to the standard dictionary. See Opening or closing a custom dictionary.

__________

See also

Proofing a Document


Correcting a misspelled word

Each time Word finds a word that is not in the dictionary, the word appears in the Spelling dialog box. You can change the misspelled word by choosing a suggested correction or by typing the correction you want.

To correct a misspelled word

For each word found, do one or more of the following to correct the spelling.

1	Do one of the following:

 -	In the Change To box, type the correct spelling.

 -	In the Suggestions box, select a correction.

Note: If the Suggestions box is empty, choose the Suggest button to list possible spellings.

2	Do one of the following:

 -	To correct the current instance of the word, choose the Change button.

 -	To correct all instances of the same word in the document, choose the Change All button.

3	To return to the document, choose the Close button.

Tip

 -	To see a list of proposed corrections automatically for each unmatched word, select the Always Suggest check box in the Options dialog box. See Selecting spelling options.

__________

See also

Proofing a Document


Selecting spelling options

You can control how Word checks spelling with the Options command. To change spelling options after you start checking spelling, choose the Options button in the Spelling dialog box.

To select spelling options

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Spelling.

3	Do one or more of the following:

 -	If you want Word to automatically display a list of proposed corrections for each unmatched word, select the Always Suggest check box.

 -	Under Ignore, select the class of words you want Word to skip during spelling checks.

To ignore	Select

Words typed in 	Words In UPPERCASE

  all uppercase

  letters and any

  combination of

  numbers, capital

  letters, and

  nonalphanumeric

  characters

Any combination	Words With Numbers

  of characters

  that includes

  numbers

4	Choose the OK button.

Tips

 -	To increase the speed of your spelling check, clear the Always Suggest check box in the Options dialog box. See Spelling options dialog box.

 -	To see a list of suggested spellings while checking spelling, choose the Suggest button in the Spelling dialog box. See Correcting a misspelled word.

__________

See also

Proofing a Document

Setting Preferences


Opening or closing a custom dictionary

When you create a custom dictionary, you can  add words whose spelling you want Word to check. Before checking the spelling in a document, open the custom dictionaries that you want Word to use in addition to the standard dictionary.

Note: You can open a maximum of four custom dictionaries at once.

To open or close a custom dictionary

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, choose Spelling.

3	Open or close dictionaries as follows:

 -	To open a dictionary, select it under Custom Dictionaries by clicking it with the left mouse button or by pressing the SPACEBAR.

 -	To close a dictionary, clear it under Custom Dictionaries by clicking it with the left mouse button or by pressing the SPACEBAR.

4	Choose the OK button.

Word uses the open dictionaries to check spelling the next time you choose the Spelling command.

Notes

 -	Word checks spelling more quickly if you close any custom dictionaries that you do not need.

 -	Store the dictionaries you want to use with Word either in the TOOLS-PATH directory, set in the WIN.INI file, the MSAPPS\PROOF directory, or in the same directory with the WINWORD.EXE file.

 -	To open a custom dictionary that Word does not find, choose the Add button, and then type the full path of the custom dictionary. Word includes this dictionary in the Custom Dictionaries box as long as you select it. See Creating a new custom dictionary.

__________

See also

Proofing a Document


Creating a new custom dictionary

You can create as many custom dictionaries as you want and then add words to them as you write. For example, you can create one dictionary to use when you check client names in letters and memos and create another dictionary for technical terms to use when you check specifications and operator manuals. You might use both dictionaries for checking reports and proposals.

To create a new custom dictionary

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select Spelling.

3	Under Custom Dictionaries, choose the Add button.

4	In the Add Dictionary dialog box, type a name for the dictionary.

Word uses the .DIC extension, unless you specify otherwise.

5	Choose the OK button.

Word creates the dictionary and lists it under Custom Dictionaries in the Options dialog box.

6	Choose the OK button.

Note: When you open a custom dictionary you created for checking spelling, Word refers to it in addition to the standard dictionary. See Opening or closing a custom dictionary.

__________

See also

Proofing a Document


Adding a custom dictionary

If you want to add several new words to a custom dictionary, you can create a document containing those words and then use the Word spelling checker to add all of them at one time to the dictionary you select.

To add a custom dictionary

1	From the File menu, choose New (ALT, F, N).

2	Type a list of words that you want to add to the document.

After typing each word, press ENTER to put it on its own line.

3	From the File menu, choose Save As (ALT, F, A).

4	In the File Name box, type a name for the dictionary with a .DIC extension.

5	In the Save File As Type box, select Text Only (*.TXT).

6	Choose the OK button.

To use the dictionary the next time you check spelling, see Opening or closing a custom dictionary.

Note: Word does not require that you alphabetize custom dictionary entries. However, other applications may do so.

__________

See also

Proofing a Document


Adding a word to a custom dictionary

You may have words in your documents that are not in a standard dictionary -- for example, proper nouns or acronyms. You can add these words to custom dictionaries as you find them in your documents. Once you add such a word to a custom dictionary, Word will no longer consider it misspelled.

To add a word to a custom dictionary

1	Select the text in which you want to check spelling.

If you do not select text, Word checks the entire document, beginning at the insertion point.

2	Do one of the following:

 -	On the Toolbar, click the Spelling button.

 -	From the Tools menu, choose Spelling (ALT, O, S).

When Word finds a word that is not in any open dictionary, Word displays the word in the Spelling dialog box and selects it in the document.

3	When Word displays a word that you want to add to a custom dictionary, select the dictionary to which you want to add the word in the Add Words To box.

Note: If Word does not list the dictionary you want to open, choose the Options button to open the dictionary. See Opening or closing a custom dictionary.

4	Choose the Add button.

Note: You can create additional custom dictionaries. See Creating a new custom dictionary.

Tip

 -	To check spelling for the word preceding the insertion point, press F7.

__________

See also

Proofing a Document


Proofing text in another language

If you want to use Word proofing tools for other languages, you can apply character formatting to text so that Word recognizes a different language. Language formatting for text changes the ORDTEXT, DOLLARTEXT, and DATETEXT fields so that ordinal numbers, monetary amounts, and dates print appropriately in other languages.

To proof text in another language

1	Select the text that is written in another language.

2	From the Format menu, choose Language (ALT, T, L).

3	Under Mark Selected Text As, select the language for which you want to use proofing tools.

4	To change the default language for proofing in all documents based on the global template, NORMAL.DOT, choose the Use As Default button.

5	Choose the OK button.

When proofing the document, Word checks each word in the document, automatically switching to the language indicated for each word. If the appropriate dictionary has not been installed, Word substitutes a related dictionary, if possible.

Tip

 -	You can choose not to proof parts of a document. See Preventing proofing in a portion of your document.

__________

See also

Proofing a Document


Preventing proofing in a portion of a document

When proofing a document, you can choose not to check the spelling in a part of the document -- for example, a column in a table or a list of postal codes.

To prevent proofing in a portion of a document

1	Select the text that you do not want to proof.

2	From the Format menu, choose Language (ALT, T, L).

3	Under Mark Selected Text As, select (No Proofing).

4	Choose the OK button.

Note: After you check spelling, Word displays a message stating that it did not proof some text in the document.

__________

See also

Proofing a Document


Formatting with Styles

Overview

Creating

Creating styles

Creating a group of styles based on one style

Applying

Applying a style

Applying a style with a shortcut key

Automatically changing the style when you start a new paragraph

Using standard styles in Word

Changing and deleting

Changing the formatting of a style

Renaming a style

Deleting a style

Copying

Copying styles between documents and templates

Printing

Printing a list of style descriptions


Overview of Formatting with Styles
Formatting with Styles

A style is a group of formatting instructions that you name and store. Using styles can drastically reduce the amount of time you spend formatting your documents. Suppose you have paragraphs throughout your document that you want to be bold, centered, and surrounded by a border. Instead of applying each format to each paragraph, you can create a style that applies all three formats at once. Not only are styles faster than manual formatting, they help ensure a consistent format.

Styles also make it easy to incorporate design changes. Changing the content of a style reformats all paragraphs with that style throughout the document. For example, if you want all paragraphs formatted with the style "title" to have a border, you could simply change the definition of the "title" style to include a border.

Word saves styles with the documents for which you create the styles. Because you can copy styles between documents and templates, you only have to create a set of styles once.

Word comes with standard styles that it applies automatically to items such as footnotes and tables of contents.

__________

See also

Step-by-step Instructions


Creating styles

A style is a group of formatting instructions that you name and store. By using styles, you can apply a set of formats at one time instead of one by one.

You can create a style by using a paragraph that has the formats you want as an example or by specifying formats one by one using the Styles command.

To create styles with the Style command

1	If you want to create a style using an example paragraph, select the paragraph with the formats you want.

2	From the Format menu, choose Style (ALT, T, Y).

3	In the Style Name box, type a name for the style.

Style names can be more than one word and can contain any combination of uppercase and lowercase letters.

The Description box becomes Description (By Example) and shows the formats of the selected paragraph. To create the style by example, choose the OK button. If not, continue with the following steps.

4	Choose the Define button.

5	Under Change Formatting, choose buttons to specify formats for the style.

For example, choose the Character button if you want to specify a different font for the style.

6	When the Description box shows all the formats you want for the style, choose the Add button to create the style.

Note: The Add button becomes Change when an existing style name appears in the Style Name box.

7	To create more styles, repeat steps 3 through 6 for each new style.

8	When you finish creating styles, do one of the following:

 -	To close the dialog box without applying a style, choose the Close button.

 -	To apply the style you last created to the paragraphs currently selected in the document, choose the Apply button.

To create a style based on an existing paragraph

Mouse

1	Select the paragraph with the formats you want for the style.

2	Click the style box, the first of three boxes on the left side of the ribbon.

3	Type a name for the style.

4	To create the style, click outside the style box.

Keyboard

1	Select the paragraph with the formats you want for the style.

2	To move to the style box on the ribbon, press CTRL+S.

Note: If the ribbon is not displayed, the phrase "Which style?" appears in the lower-left corner of the Word window.

3	Type a name for the style.

4	To create the style, press ENTER.

Tip

 -	You can apply a style with a shortcut key of your choosing if you specify a key combination under Shortcut Key in the Style dialog box. See Applying a style with a shortcut key.

__________

See also

Formatting with Styles


Creating a group of styles based on one style

You can associate several styles so that all the styles in the group change when you change the base style. You first create the base style and then designate which styles you want based on it. For example, by changing the formatting of a style on which all heading styles are based, you can change the font of all your headings from Modern to Palatino.

Word uses the Normal style as the base for styles you create unless you specify otherwise. You can often change formatting throughout your document by changing the Normal style. See Changing the formatting of a style.

To create a base style

1	Type an example paragraph.

2	Apply the font and other formats you want to control with the base style.

Note: Apply only those formats that you want to be the same in each style of the group.

3	Click the style box on the ribbon or press CTRL+S.

If you press CTRL+S when the ribbon is not displayed, the phrase "Which style?" appears in the lower-left corner of the Word window.

4	Type a name for the style.

5	To create the style with the formatting of the example paragraph, press ENTER.

Tip

 -	To indicate that a style is a base style, you may want to add an asterisk to the style name -- for example, *Headings.

To create a group of associated styles

1	From the Format menu, choose Style (ALT, T, Y).

2	In the Style Name box, type a name for a new style, or select the name of an existing style you want to add to the group.

3	To display the entire dialog box, choose the Define button.

4	In the Based On box, type or select the name of the base style.

If you are creating a new style, choose buttons under Change Formatting to specify any formats you want the style to have in addition to the formatting of the base style.

5	Do one of the following:

 -	If you are creating a new style, choose the Add button.

 -	If you are adding an existing style to the group, choose the Change button.

6	Repeat steps 2 through 5 for each style you want to add to the family.

7	To close the Style dialog box, choose the Close button.

Tip

 -	With the exception of the Normal style, use base styles only as a means to change styles in a group, not to format text in your document directly. To illustrate why this is important, suppose you base each heading style on the style *Headings. You have used *Headings to format several paragraphs in your document and then decide you want to change the format of those paragraphs by changing the style. When you change *Headings, however, every paragraph formatted with any heading style is also changed.

__________

See also

Formatting with Styles


Applying a style

Once you create a style, you can apply it to any paragraphs in your document with the Style command or the ribbon. If you want to apply one of the standard styles in Word -- for example, Heading 4 -- see Using standard styles in Word.

To apply a style with the Style command

1	Select the paragraph or paragraphs to which you want to apply the style.

2	From the Format menu, choose Style (ALT, T, Y).

3	In the Style Name box, select the style you want to apply.

4	Choose the Apply button.

To apply a style with the ribbon

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Select the paragraph or paragraphs to which you want to apply the style.

Note: If you are applying the style to only one paragraph, position the insertion point anywhere in the paragraph.

3	From the style box, the first of three boxes on the left side of the ribbon, choose the style you want to apply by doing one of the following:

 -	To choose a style with the mouse, click the down arrow next to the style box, and then click a style name.

 -	To choose a style using keys, press CTRL+S to move to the style box, press [image] or [image] to select a style, and then press ENTER.

Tip

 -	You can quickly apply a style you use often by assigning the style to a shortcut key. See Applying a style with a shortcut key.

__________

See also

Formatting with Styles


Applying a style with a shortcut key

For a quick way to apply a style you use often, you can assign a "shortcut key" to the style.

To assign a shortcut key to a style

1	From the Format menu, choose Style (ALT, T, Y).

2	In the Style Name box, select the name of the style to which you want to assign a shortcut key.

3	To display the entire dialog box, choose the Define button.

4	Under Shortcut Key, specify a key or key combination.

Note: If the shortcut key you specify is already assigned to a style, macro, or command, the text after Currently shows the current assignment.

5	Choose the Change button.

6	When you finish with the Style dialog box, do one of the following:

 -	To close the dialog box without applying the style, choose the Close button.

 -	To apply the style to the paragraphs selected in the document, choose the Apply button.

To apply a style with a shortcut key

1	Select the paragraph to which you want to apply the style.

2	If you specified the CTRL and/or SHIFT keys as part of the key combination, hold down the CTRL and/or SHIFT keys.

3	Press the remaining key of the combination.

__________

See also

Formatting with Styles

Assigning a shortcut key to commands and macros


Automatically changing the style when you start a new paragraph

When you press ENTER at the end of a paragraph formatted with a certain style, Word usually applies the same style to the new paragraph. By using the Next Style option, you can instead apply a different style to the new paragraph. This option is useful when one style routinely follows another -- for example, a body text style that follows a heading style.

To automatically change the style when you start a new paragraph

1	From the Format menu, choose Style (ALT, T, Y).

2	Select the style for which you want to specify a next style.

3	To display the entire dialog box, choose the Define button.

4	In the Next Style box, select a next style.

5	Choose the Change button.

6	When you finish with the Style dialog box, do one of the following:

 -	To close the dialog box without applying the style, choose the Close button.

 -	To apply the style to the paragraphs currently selected in the document, choose the Apply button.

__________

See also

Formatting with Styles


Using standard styles in Word

Word applies standard styles automatically when you perform actions such as creating an index or inserting a footnote. You can change a standard style the same way you change a style you create yourself.

To apply a standard style

1	Select the paragraph or paragraphs to which you want to apply the style.

2	From the Format menu, choose Style (ALT, T, Y).

3	To display the Style Name list, click the down arrow or press [image].

4	To display all the standard styles, press CTRL+Y.

5	Select the style you want.

6	Choose the Apply button.

To change a standard style

1	From the Format menu, choose Style (ALT, T, Y).

2	To display the Style Name list, click the down arrow or press [image].

3	To display all the standard styles, press CTRL+Y.

4	Select the style you want.

5	Choose the Define button.

6	Under Change Formatting, choose buttons to specify new formats for the style.

7	Choose the Change button.

8	When a message appears asking if you want to change the style properties, choose the Yes button.

9	Choose the Close button.

Note: You can change a standard style with the ribbon the same way you change any style. See Changing the formatting of a style.

__________

See also

Formatting with Styles


Changing the formatting of a style

As soon as you change a style, Word updates all paragraphs in the document formatted with that style.

To change a style with the Style command

1	From the Format menu, choose Style (ALT, T, Y).

2	In the Style Name box, select the name of the style you want to change.

3	Choose the Define button.

4	Under Change Formatting, choose buttons to specify new formats for the style.

For example, choose the Character button to specify a different font for the style.

5	When the Description box shows all the formats you want for the style, choose the Change button to change the style.

6	When you finish creating styles, do one of the following:

 -	To close the dialog box without applying the style, choose the Close button.

 -	To apply the changed style to the paragraphs currently selected in the document, choose the Apply button.

To change a style with the ribbon

Mouse

1	If the ribbon is not displayed, choose Ribbon from the View menu (ALT, V, B).

2	Select a paragraph formatted with the style you want to change.

3	Make the formatting changes you want.

4	With the insertion point in the reformatted paragraph, click the style box, the first of three boxes on the ribbon.

5	Click in the document window.

6	When Word displays a message asking if you want to redefine the style, choose the Yes button.

__________

See also

Formatting with Styles

Changing the formatting in the default Normal style


Renaming a style

You can rename a style to make the name easier to remember or to show its association with other styles.

Note: You cannot rename any of the standard styles in Word or use a style name that already exists.

To rename a style

1	From the Format menu, choose Style (ALT, T, Y).

2	Type or select the name of the style you want to rename.

3	Choose the Define button.

4	Choose the Rename button.

5	Type a new style name.

6	Choose the OK button.

7	Do one of the following:

 -	To close the dialog box without applying the style, choose the Close button.

 -	To apply the renamed style to the paragraphs selected in the document, choose the Apply button.

__________

See also

Formatting with Styles


Deleting a style

You can delete styles you no longer need. When you delete a style, any paragraphs in the document formatted with that style revert to the Normal style.

Note: You cannot delete any of the standard styles in Word.

To delete a style

1	From the Format menu, choose Style (ALT, T, Y).

2	Type or select the name of the style you want to delete.

3	Choose the Define button.

4	Choose the Delete button.

Word displays a message asking you to confirm the style deletion.

5	To delete the style, choose the Yes button.

6	Choose the Close button.

__________

See also

Formatting with Styles


Copying styles between documents and templates

If  you work on a document that requires the styles from another document or template, you don't have to re-create the styles; you can merge styles from the document or template that has the styles you want. Word adds any new styles and updates existing styles. You can also merge styles from the active document to another document or template.

Note: Because Word copies all the styles from a document or template during merging, you cannot select only certain styles to merge.

To copy styles into the active document

1	From the Format menu, choose Style (ALT, T, Y).

2	To display the entire dialog box, choose the Define button.

3	Choose the Merge button.

4	Do one of the following:

 -	To merge styles from the template of the active document, choose the From Template button.

 -	To merge styles from another document or template, first select the document or template in the File Name box, and then choose the From Template button.

If a message appears asking if you want to replace styles with the same name, choose the Yes button to update styles.

5	To verify that Word added the new styles, display the Style Name list by clicking the down arrow or pressing [image].

6	To close the Style dialog box, choose the Close button.

To merge styles from the active document into another document or template

You can update the styles in multiple documents and templates with the styles in the active document without leaving the Style dialog box.

1	Open each document and template into which you want to merge styles.

Note: This step is not necessary if you want to update only the template of the active document.

2	Switch to the document or template with the styles you want to merge.

3	From the Format menu, choose Style (ALT, T, Y).

4	To display the entire dialog box, choose the Define button.

5	Choose the Merge button.

6	Do one of the following:

 -	To merge styles to the template of the active document, choose the To Template button.

 -	To merge styles to another document or template, first select the document or template in the File Name box, and then choose the To Template button. Repeat this step for each document and template whose styles you want to update.

If a message appears asking if you want to replace styles with the same name, choose the Yes button.

7	To close the Style dialog box, choose the Close button.

__________

See also

Formatting with Styles


Printing a list of style descriptions

You can print descriptions of the styles in a document for quick reference.

To print a list of style descriptions

1	Switch to the document whose style descriptions you want to print.

2	From the File menu, choose Print (ALT, F, P).

3	In the Print box, select Styles.

4	Choose the OK button.

__________

See also

Formatting with Styles

Printing a document and its related information


Tables

Overview

Creating tables

Creating a table

Creating a table from existing text

Setting up a table for spreadsheet-type calculations

Editing tables

Adding cells to a table

Adding rows to a table

Adding columns to a table

Changing row alignment in a table

Indenting rows in a table

Setting row height in a table

Splitting a table

Moving rows and columns in a table

Changing column spacing in a table

Changing cell or column width in a table

Combining and splitting cells in two or more columns

Converting a table to text

Deleting cells, rows, and columns in a table

Working with tables

Displaying gridlines in a table

Selecting text or graphics in a table

Working and moving in a table


Overview of Tables
Tables

Using a Word table to arrange text and numbers in columns is much easier than setting up columns using tabs. Think of a table as rows and columns of boxes, called cells, that you can fill with text and graphics. The only thing you cannot insert into a table is another table.

Text wraps within each cell of a table, so you can easily add or delete text without mixing up the columns. You can format the contents of a cell the same way you format characters and paragraphs. If you select multiple cells and apply formatting, the formatting applies to all selected cells.

Tables are also a convenient way to group paragraphs side by side and arrange text and graphics together on the page. You can rearrange the rows and columns, change column widths, and add space between rows.

If you decide that you do not want text to be in a table, you can convert an entire table or selected rows into paragraphs, or separate each row into a paragraph with the contents of each cell in each row separated by tabs or commas.

__________

See also

Step-by-step Instructions


Creating a table

Using a Word table to arrange text and numbers in columns is much easier than setting up columns using tabs. When you insert a new table in a document, all cells in the table initially take on the format of the paragraph containing the insertion point.

To create a table

1	Position the insertion point where you want to insert a table.

2	From the Table menu, choose Insert Table (ALT, A, I).

3	Do one or more of the following:

 -	In the Number Of Columns box, type or select the number of columns you want.

 -	In the Number Of Rows box, type or select the number of rows you want.

 -	In the Column Width box, type or select the width you want.

4	Choose the OK button.

Word inserts a blank table into your document. The insertion point is in the first cell, ready for you to start typing. See Working and moving in a table.

5	To display gridlines in your table, choose Gridlines from the Table menu (ALT, A, G).

Shortcut

Mouse

1	Position the insertion point where you want to insert a table.

2	On the Toolbar, click the Table button.

Word displays a grid for you to select the table size you want.

3	Drag across the grid until the number of rows and columns you want for the table appears.

4	To insert the table, release the mouse button.

__________

See also

Tables


Creating a table from existing text

You can easily convert paragraphs into a table. After typing text in columns and rows, it is often easier to format and edit the text if it is in a Word table.

To create a table from existing text

1	Remove any hard page breaks from text before you convert it to a table.

2	Select the text you want to convert to a table.

3	From the Table menu, choose Convert Text To Table (ALT, A, T).

Note: If the selected text is separated by only commas, tabs, or paragraph marks, Word converts it directly into a table.

4	If the table format you want is unclear in the selected text, select the character used in the document to separate text under Separate Text At.

To convert text from	Select

Paragraphs	Paragraph Marks

Paragraphs separated 	Tabs

  by tabs

Paragraphs separated 	Commas

  by commas

5	Choose the OK button.

Shortcut

Mouse

1	Select the text you want to convert to a table.

2	On the Toolbar, click the Table button.

Note: If the number of rows and columns needed in the table is unclear, Word displays a grid for you to select the table size you want.

Drag across the grid until the number of rows and columns you want for the table appears. To insert the table, release the mouse button.

__________

See also

Tables


Adding cells to a table

Once you insert a table in your document, you can customize its size to fit your text by adding cells as you work.

To add cells to a table

1	Select the cell or group of cells in the table where you want to insert new cells. Make sure you select the same number of cells as the number you want to insert.

2	Do one of the following:

 -	On the Toolbar, click the Table button.

 -	From the Table menu, choose Insert Cells (ALT, A, I).

3	Choose an option to rearrange the existing cells in the table when you add new cells.

To	Choose

Insert new cells to 	Shift Cells Right

  the left of the selected

  cells

Insert new cells 	Shift Cells Down

  above the selected

  cells

Insert a row or rows	Insert Entire Row

Insert a column or columns	Insert Entire Column

4	Choose the OK button.

__________

See also

Tables


Adding rows to a table

Once you insert a table in your document, you can customize its size to fit your text by adding rows as you work.

To add rows to a table

1	Select the row or group of rows in the table where you want to insert new rows. Make sure you select the same number of rows as you want to insert.

2	From the Table menu, choose Insert Rows (ALT, A, I).

Word inserts the new rows above the selected rows.

Shortcut

Mouse

1	Select the row or group of rows in the table where you want to insert new rows.

2	On the Toolbar, click the Table button.

To add rows at the end of a table

1	Position the insertion point at the beginning of the next line below the last row in the table.

2	From the Table menu, choose Insert Rows (ALT, A, I).

3	In the Number Of Rows box, type the number of rows you want to add.

4	Choose the OK button.

Each cell in the new row has the formatting of the cell above it.

Shortcut

>	When you reach the last cell in the table, press the TAB key.

__________

See also

Tables


Adding columns to a table

Once you insert a table in your document, you can customize its size to fit your text by adding columns as you work.

To add columns to a table

1	Select the column or columns where you want to insert new columns. Make sure you select the same number of columns as you want to insert.

2	From the Table menu, choose Insert Columns (ALT, A, I).

Word inserts the new column or columns to the left of the selected columns.

Shortcut

Mouse

1	Select the column or columns where you want to insert new columns.

2	On the Toolbar, click the Table button.

To add a new column to the right of a table

1	Position the insertion point outside the end of the first row.

2	From the Table menu, choose Select Column (ALT, A, C).

3	From the Table menu, choose Insert Columns (ALT, A, I).

Word inserts the new column to the right of the table.

__________

See also

Tables


Changing row alignment in a table

You can control the horizontal placement of a table by indenting selected rows from the left margin and by changing row alignment. Aligning and indenting rows does not affect paragraph indents or text alignment inside table cells.

To change row alignment in a table

1	Select the row or rows whose alignment you want to change.

2	From the Table menu, choose Row Height (ALT, A, H).

3	Do one or more of the following:

 -	Under Alignment, select the Left, Center, or Right option button.

 -	To indent adjacent rows, choose the Previous Row or Next Row button, and then repeat this step for each row you want to reformat.

4	Choose the OK button.

__________

See also

Tables


Indenting rows in a table

You can use the ruler to indent rows the same way you indent paragraphs. You can also use the Row Height command to specify an indent.

To indent rows in a table using the ruler

Mouse

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Select the rows you want to indent.

3	Drag  the paragraph indent marker ( [image]) to the position you want.

To indent rows in a table using the Row Height command

1	Select the rows you want to indent.

2	From the Table menu, choose Row Height (ALT, A, H).

3	In the Indent From Left box, type or select how much you want to indent the row or rows.

4	Choose the OK button.

__________

See also

Tables


Setting row height in a table

Word usually controls the height of a row in a table in the following ways:

 -	The amount of text you type in the cells of the row and the size of the text or graphics.

 -	The amount of paragraph spacing you add before or after text in the cell.

You can override the automatic row adjustment by setting a minimum or fixed row height.

To set row height in a table

1	Select the row or rows for which you want to change height.

2	From the Table menu, choose Row Height (ALT, A, H).

3	In the Height Of Row box, select one of the following options:

 -	To adjust height to contain text or graphics inserted in any cell, select Auto.

 -	To specify a minimum row height, select At Least.

Note: If text or graphics you insert in a cell exceeds the minimum height, Word increases the row height as necessary.

 -	To specify a fixed row height, select Exactly.

Note: If text or graphics you insert in a cell exceeds the fixed height, Word prints only the contents of the cell that fit in that height.

4	If you select At Least or Exactly in the Height Of Row box, type or select the height you want in the At box.

5	Choose the OK button.

__________

See also

Tables


Splitting a table

You can divide a table into separate parts if you want to insert text or graphics between the parts.

To split a table

1	Position the insertion point in the row below where you want to split the table.

2	Do one of the following:

 -	From the Table menu, choose Split Table (ALT, A, S).

 -	Press CTRL+SHIFT+ENTER.

Word inserts a paragraph mark formatted with Normal style above the row where you position the insertion point.

To insert text before a table at the beginning of your document

1	Position the insertion point in the first cell of the table.

2	Press CTRL+SHIFT+ENTER.

__________

See also

Tables


Moving rows and columns in a table

After you create a table, you can move rows and columns of information to other locations in the table. After moving the contents of a column, you can then delete the empty column.

To move a row in a table

1	Select the row or rows you want to move.

2	From the Edit menu, choose Cut (ALT, E, T).

3	Position the insertion point in the new location you want to move the row or rows to.

4	From the Edit menu, choose Paste Cells (ALT, E, P).

Shortcut

Mouse

1	From the View menu, choose Outline (ALT, V, O).

2	If all table rows are not visible, choose the All button on the outline bar.

3	Select the row you want to move.

4	Drag the row to the location you want.

To move a column in a table

1	Select the column or columns you want to move.

2	From the Edit menu, choose Cut (ALT, E, T).

3	Position the insertion point in the location you want to move the column or columns to.

4	From the Edit menu, choose Paste Columns (ALT, E, P).

__________

See also

Tables


Changing column spacing in a table

You can change the spacing between text in adjoining columns.

To change column spacing in a table

1	Select the row or rows for which you want to change column spacing.

2	From the Table menu, choose Column Width (ALT, A, W).

3	In the Space Between Cols box, type or select the amount of space you want between text in columns.

4	Choose the OK button.

__________

See also

Tables


Changing cell or column width in a table

You can change the width of columns in a table by using one of the following methods:

 -	The Column Width command.

 -	Dragging the column gridlines.

 -	Moving the ruler markers.

You can also change the width of one cell or a group of cells.

To change column width in a table

1	Select the column or columns you want to change.

2	From the Table menu, choose Column Width (ALT, A, W).

3	In the Width Of Columns box, do one or more of the following:

 -	Type or select the width you want for the selected column or columns.

 -	To change the width of adjacent columns, choose the Previous Column or Next Column button, and then type or select the width you want. Repeat this step for each column you want to reformat.

4	Choose the OK or Close button.

Shortcuts

Mouse

1	Point to the column gridline to the right of the column for which you want to change widths.

The mouse pointer becomes a [image].

2	Drag the gridline to the new location.

Mouse

1	To display the ruler, choose Ruler from the View menu (ALT, V, R).

2	Select the columns you want to adjust.

3	Drag the [image] above the right column border to widen or narrow the column.

To change column width for a cell or group of cells without resizing the table

Mouse

1	Select the cell or group of cells for which you want to change column width.

2	Point to the column gridline to the right of the cell or cells for which you want to change widths.

The mouse pointer becomes a [image].

3	While pressing the SHIFT key, drag the gridline to the new location.

To change column width for a cell or group of cells and the columns to the right

Mouse

1	Select the cell or group of cells for which you want to change column width.

2	Point to the column gridline to the right of the cell or cells for which you want to change widths.

The mouse pointer becomes a [image].

3	While pressing the CTRL key, drag the gridline to the new location.

__________

See also

Tables


Combining and splitting cells in two or more columns

You can combine two or more cells in a row into a single cell -- for example, you can create a heading that spans several columns.

Word converts the contents of each merged cell to paragraphs within the combined cell. You can divide cells again after you merge them.

To merge cells in the same row of a table

1	Select the cells you want to merge.

2	From the Table menu, choose Merge Cells (ALT, A, M).

To split cells after merging

1	Select the cell you previously merged.

2	From the Table menu, choose Split Cells (ALT, A, P).

__________

See also

Tables


Converting a table to text

When you convert a table to text, you can use commas, tabs, or paragraph marks to separate the contents of each cell.

To convert a table to text

1	Select the rows that you want to convert to paragraphs.

2	From the Table menu, choose Convert Table To Text (ALT, A, T).

3	Under Separate Text With, select the character you want to use to separate text.

To convert table to text	Select

In paragraphs	Paragraph Marks

Separated by tabs	Tabs

Separated by commas	Commas

4	Choose the OK button.

__________

See also

Tables


Deleting cells, rows, and columns in a table

You can delete text and graphics in a table the same way you delete text in a document.

To delete cells in a table

1	Select the cell or cells you want to delete.

2	From the Table menu, choose Delete Cells (ALT, A, D).

3	Select an option to move the remaining table cells after you remove the deleted cells.

To	Select

Move cells to the right	Shift Cells Left

  of the deleted cells to

  the location of the

  deleted cells

Move up cells below	Shift Cells Up

  deleted cells to the

  location of the deleted

  cells

Delete the row or rows	Delete Entire Row

Delete the column or 	Delete Entire

  columns	Column

4	Choose the OK button.

To delete rows from a table

1	Select the row or rows you want to delete.

2	From the Table menu, choose Delete Rows (ALT, A, D).

To delete columns from a table

1	Select the column or columns you want to delete.

2	From the Table menu, choose Delete Columns (ALT, A, D).

__________

See also

Tables


Displaying gridlines in a table

To make information in a table easier to read while you edit, you can display gridlines in the table between columns and rows on your screen.

Note: Word does not print gridlines. If you want to print lines between columns and rows, add borders to the table. See Applying borders to a table.

To display gridlines in a table

>	From the Table menu, choose Gridlines (ALT, A, G).

__________

See also

Tables


Selecting text or graphics in a table

You can select text or graphics within table cells the same way you select text and graphics in other parts of a document. Use selection bars to select cells, rows, and columns quickly in a table.

To select a cell in a table

>	Do one of the following:

 -	Click in the cell selection bar.

 -	Drag over the contents of a cell, including the end-of-cell character.

 -	Press the TAB key until you reach the cell; Word then selects the text in the cell.

To select a row in a table

>	With the insertion point in the row you want to select, choose Select Row (ALT, A, R) from the Table menu.

Shortcuts

Mouse

>	Do one of the following:

 -	Click the selection bar to the left of the row.

 -	Double-click in the cell selection bar.

To select a column in a table

Mouse

>	With the insertion point in the column you want to select, do one of the following:

 -	Click the right mouse button.

 -	From the Table menu, choose Select Column (ALT, A, C).

 -	Position the insertion point in the first cell of the column, and then drag to the last cell.

 -	Click just above the column you want to select. Word displays a down arrow when the insertion point is in the correct position to select the column.

Keyboard

>	With the insertion point in the cell at the top of the column, press ALT+SHIFT+PAGE DOWN.

To select an entire table

1	Position the insertion point in the table.

2	From the Table menu, choose Select Table (ALT, A, A).

Shortcuts

Mouse

1	Click the right mouse button in the first column of the  table.

2	Drag the selection outside the last column in the table.

Keyboard

With the NUM LOCK key off, press ALT+5 on the numeric keypad.

__________

See also

Tables


Working and moving in a table

When you type in a table, text wraps within each cell. When you reach the last cell in the table, you can add another row of cells by pressing the TAB key.

To type in a cell

>	To insert new paragraphs in a cell, press ENTER.

To move to the next cell in a row

>	Press the TAB key.

To move to the previous cell in a row

>	Press SHIFT+TAB.

To move to the first cell in the current row

>	Press ALT+HOME.

To move to the top cell in the current column

>	Press ALT+PAGE UP.

To move to the last cell in the current row

>	Press ALT+END.

To move to the last cell in the current column

>	Press ALT+PAGE DOWN.

To move to the next row

>	Press the UP ARROW or DOWN ARROW key.

To insert a tab character in a cell

>	Press CTRL+TAB.

Note: To specify tab stops in a table, see Setting tab stops with the ribbon and ruler and Setting tab stops with the Tabs command.

Tip

 -	To move within text in a cell and between cells, or in and out of a table when the insertion point is at the edge of the table, use the arrow keys.

__________

See also

Tables


Document Templates

Overview

Creating a new template

Creating a template based on an another template

Creating a template based on an existing document

Editing a template

Changing the global template NORMAL.DOT

Attaching a template to a document


Overview of Document Templates
Document Templates

A document template provides a time-saving pattern to shape a final document or to customize Word for a particular type of document.

Word comes with a variety of templates to help you get started; you can modify these templates or create your own templates.

In Word, a document template can contain the following elements:

 -	Text and graphics that are the same in every letter, memorandum, or report. Word inserts the text or graphics automatically when you create a new document.

 -	Styles that contain standard formatting for all of your paragraphs, including the fonts and type sizes you want.

 -	Glossary items that contain standard text and graphics you insert, such as a company logo or address.

 -	Macros that can automatically perform editing and formatting tasks for you.

 -	Menu and key assignments for macros and commands.

Word generally stores document templates in the Word program directory with a .DOT extension.

__________

See also

Step-by-step Instructions


Creating a new template

If you find that an existing template does not have the features you want, you can design an original template to fit your needs.

To create a new template

1	From the File menu, choose New (ALT, F, N).

2	Under New, select the Template option button.

3	Choose the OK button.

4	Set up your template by doing one or more of the following:

 -	Insert text or graphics.

Word inserts any text or graphics in the template into every new document based on the template.

 -	Set the page layout and character formatting.

 -	Create styles.

 -	Modify keys or menus.

 -	Define glossary entries.

 -	Create macros.

Note: You can specify where you want to store your macro and glossary entries. See Specifying a location for storing macros and glossary entries.

5	From the File menu, choose Save (ALT, F, S).

6	In the File Name box, type a name for the template.

Word saves all templates with a .DOT extension in the program in the Word program directory unless you specify another location.

7	Choose the OK button.

Word may display a dialog box that prompts you for summary information. If you want to enter summary information, fill in the information you want, and then choose the OK button.

__________

See also

Document Templates


Creating a template based on another template

You can create a template based on an existing template by opening the existing template, modifying it, and saving it under a different name. You can base a template on one you have created or one included with Word.

To create a template based on another template

1	From the File menu, choose New (ALT, F, N).

2	Under New, select the Template option button.

3	In the Use Template box, type or select the name of the template you want to base the new template on.

4	Choose the OK button.

5	Make the changes you want in the template.

6	From the File menu, choose Save (ALT, F, S).

7	In the File Name box, type a name for the template.

Word saves all templates with a .DOT extension in the directory where Word is located, unless you specify another location.

8	Choose the OK button.

Word may display a dialog box that prompts you for summary information. If you want to enter summary information, fill in the information you want, and then choose the OK button.

__________

See also

Document Templates


Creating a template based on an existing document

If you have a document you want to use as a starting point for a template, you can create a template based on the existing document.

To create a template based on an existing document

1	From the File menu, choose New (ALT, F, N).

2	Under New, select the Template option button.

3	In the Use Template box, type the filename or path of the document you want to base the template on -- for example, c:\mydoc\intro.doc

4	Choose the OK button.

5	Make the changes you want in the document.

Note: Word inserts any text in a template into every new document based on the template.

6	From the File menu, choose Save (ALT, F, S).

7	In the File Name box, type a name for the template.

Word saves all templates with a .DOT extension in the directory where Word is located, unless you specify another location.

8	Choose the OK button.

Word may display a dialog box that prompts you for summary information. If you want to enter summary information, fill in the information you want, and then choose the OK button.

__________

See also

Document Templates


Editing a template

Once you create a template, you can open and modify it just as you can a regular Word document.

Documents created with the template before you modify it will not reflect changes you have made to template text, document and section settings, and styles. To update document styles to the new styles in the template,  see Copying styles between documents and templates. Word updates changes made to glossary entries, macros, and menu and key assignments when you open the document.

To edit a template

1	From the File menu, choose Open (ALT, F, O).

2	In the List Files Of Type box, select Document Templates.

3	In the File Name box, type or select the name of the template you want to edit.

4	Edit and format the template as you would a document.

Note: Word inserts any text in a template into every new document based on the template.

5	To save the changes to the template, choose Save from the File menu (ALT, F, S).

Note: You can specify where you want to store your macro and glossary entries. See Specifying a location for storing macros and glossary entries.

Tip

 -	You can also modify a template by working on a document based on the template. You can modify every aspect of a template except the text included in the template.

__________

See also

Document Templates


Changing the global template NORMAL.DOT

NORMAL.DOT is a special template where Word stores all global settings. When you create a new document with the New command, Word uses the NORMAL.DOT template by default.  You can change the settings of NORMAL.DOT -- for example, the default font -- and thus change any new document based on NORMAL.DOT. You can modify NORMAL.DOT itself or any document based on NORMAL.DOT.

To change the global template NORMAL.DOT

1	From the File menu, choose Open (ALT, F, O).

2	In the File Name box, type or select NORMAL.DOT.

3	Choose the OK button.

4	Edit and format the template as you would a document.

Note: Word inserts any text in a template into every new document based on the template.

5	From the File menu, choose Save (ALT, F, S).

Tip

 -	You can also change some default settings in any document based on NORMAL.DOT.

1	Open up a document based on NORMAL.DOT.

2	From the Format menu, choose the Character (ALT, T, C), Language (ALT, T, L), or Page Setup (ALT, T, U) command.

3	Select the options you want for default settings.

4	Choose the Use As Default button.

5	Choose the Yes button to verify you want to make the changes to all documents based on NORMAL.DOT.

__________

See also

Document Templates


Attaching a template to a document

If you begin work on a document and want to make use of styles, glossaries, or other settings in a template, you can attach your existing document to a template or, if your document is already based on a template, you can change to a different one.

Choosing a new template does not change document text; however, attaching a new template does change settings specified by the current template -- for example, menus, glossaries, margins, and key assignments.

To attach a template to a document

1	Open the document to which you want to attach a template.

2	From the File menu, choose Template (ALT, F, T).

3	In the Attach Document To box, type or select the template you want.

4	Choose the OK button.

Tip

 -	To check which template a document is based on, choose Template from the File menu (ALT, F, T). Word displays the template name in the Attach Document To box.

__________

See also

Document Templates


File Menu Commands
File Menu

For more information, choose a command name.

New

Open

Close

Save

Save As

Save All

Find File

Summary Info

Template

Print Preview

Print

Print Merge

Print Setup

Exit

1, 2, 3, 4

Record Macro/Stop Recorder

Macro


New command (File menu)

Use this command to create a new document or template in Word. Word proposes that you use the default template, NORMAL.DOT. You can open an existing document with the Open command.

Shortcut

Toolbar:

Note: The New button on the Toolbar creates a new document based on the default template, NORMAL.DOT.

Dialog Box Options

New

Select the type of new file you want to create.

Document 	Creates a new document.

Template	Creates a new document template.

Use Template

Type or select the name of the template you want to use for the document. The name of the default template, also known as the global template, is NORMAL.DOT. Word lists other available templates, which are stored either in the program directory or in the DOT-PATH specified in your WIN.INI file.

Description

Displays the information you enter in the Title box of the Summary Info dialog box for the document or template you select in the Use Template box. See Summary Info command.

Summary

Closes the New dialog box, creates the new document or template, and opens a dialog box that allows you to record information about the new file. You can also choose to record summary information when you save a document. See Summary Info command.


Open command (File menu)

Use this command to open an existing document or template in a new window. You can have up to nine documents open at once; you can also use the Window menu to switch among open documents. See 1, 2, 3,...9 command.

 -	If you have a document on your screen that you no longer want to use, choose the Close command to close it.

 -	You can create new documents with the New command.

Shortcuts

Toolbar:

Keys:	CTRL+F12

Dialog Box Options

File Name

Type or select the filename you want to open. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to open.

Word Documents 	Lists all files

  (*.doc)	in the current directory that were saved with a .DOC extension.

Document Templates	Lists all files

  (*.dot)	in the current directory that were saved with a .DOT extension.

Rich Text Format 	Lists all files in the

  (*.rtf)	current directory that were saved with an .RTF extension.

Text Files (*.txt)	Lists all files in the current directory that were saved with a .TXT extension.

All Files (*.*)	Lists all files in the current directory.

Drives

Select the drive in which Word stores the file that you want to open.

Directories

Select the directory in which Word stores the file that you want to open.

Read Only

Opens a document for viewing only. You cannot save changes to a file you open as read only unless you save the document with a different filename.

Find File

Closes the Open dialog box and opens a dialog box so you can search for documents that you want to open. See Find File command.


Convert File dialog box

Use this dialog to verify the converter that Word proposes for the file you are opening.

Dialog Box Options

Convert File From

Select a converter for the file you are opening.


Close command (File menu)

Use this command to close all windows containing the active document. Word suggests that you save changes to your document before you close it. If you close a document without saving, you lose all changes made since the last time you saved it. Before closing an unnamed document, Word displays the Save As dialog box and suggests that you name and save the document.

You can also close a document by using the Close command on the document Control-menu.


Save command (File menu)

Use this command to save the active document and its current name, location, and file format. When you save a document for the first time, Word displays the Save As dialog box so you can name your document. If you want to change the name, location, or format of an existing document before you save it, choose the Save As command.

Shortcuts

Toolbar:

Keys:	SHIFT+F12


Save As command (File menu)

Use this command to save and name the active document with a specified file format, lock a file so that the only changes users can make are to insert annotations, or save a document with a password.

Note: To save a document with its existing name, format, and location, use the Save command.

Shortcuts

Toolbar:	(the first time you save a file)

Key:	F12

Dialog Box Options

File Name

Type a new filename to save a document with a different name or in a different file format. Note: You cannot save a document in a different file format with the same name.

Use the current name, or select a name in the list to save a document with an existing filename.

Note: A filename can contain up to eight characters and an extension of up to three characters. Word adds the extension you specify in the Save File As Type box.

Drives

Select the drive in which you want to store the document.

Directories

Select the directory in which you want to store the document.

Save File As Type

Word can convert documents to many other file formats. What appears in the list depends on which converters you install with Word. See Saving a Word document with a different file format.

File Sharing

Displays a dialog box you can use to lock a file so that the only changes users can make are to insert annotations, or to protect it with a password. See File Sharing dialog box.

Options

Displays a dialog box so you can change how you save your documents. See Save Options dialog box.


File Sharing dialog box

Use this dialog box to lock a file so that others who view it cannot change the document but can enter comments. You can also protect your document with a password.

Dialog Box Options

Lock File For Annotations

Prevents others from changing your document, but allows them to insert comments called annotations.

Protection Password

Protects a document with a password. After you type a password and choose the OK button, another dialog box appears so you can confirm the password.


Save All command (File menu)

Use this command to save all open documents, templates, macros, and glossaries. You must confirm that you want to save each open document before Word saves it.


Find File command (File menu)

Use this command to search through any directory in your system or on a network to find files that meet specific criteria.

Dialog Box Options

Paths Searched

Displays the path used to find the files listed.

Sorted By

Displays the criteria Word uses to arrange the files in the list.

File Name

Lists files found during the previous search.

Document Description box

Only one of the following will appear, depending on which option you select in the Options dialog box. See Options dialog box.

Title	The title you entered for each document  in the Summary Info dialog box. See Summary Info command.

Content	The contents of the file you select in the File Name box.

Summary Info	Information you entered for the document in the Summary Info dialog box.

Statistics	Document information, such as number of words or pages. See Document Statistics dialog box.

Open

Closes the Find File dialog box and opens the selected file or files.

Print

Displays a dialog box with printing options for the selected file or files. See Print command.

Summary

Displays a dialog box to view or edit summary information for the first file selected in the list. Make sure you include summary information that you may want to use later for document searches. See Summary Info command.

Search

Displays a dialog box so you can specify the criteria and directories that you want Word to use in its search. See Search dialog box.

Delete

Deletes the selected file or files. You must verify that you want to delete the files.

Copy

Displays a dialog box you can use to copy selected files. See Copy dialog box.

Options

Displays a dialog box you can use to indicate how to sort and display files in the Find File dialog box. See Options dialog box.

Preview

Displays in the Content box a reduced view of the text and graphics in the selected graphics file. The Preview button is available if you select Content under List Files With in the Options dialog box. See Options dialog box.

Note: Text-based files -- for example, Word documents -- display without choosing the Preview button.

Open As Read Only

Opens the document as read-only. You can view the document but not edit it.

__________

See also

Finding and Managing Files


Search dialog box

Use this dialog box to look for files you have stored in locations other than the current drive and directory.

Dialog Box Options

File Name

Type the name of the document or the type of document you want to find.

Type

Select the file format of the document you want to find.

All Files (*.*)	Displays all files.

Windows Metafiles	Displays all files

  (*.wmf)	with the .WMF extension.

Windows Bitmaps	Displays all files

  (*.bmp)	with the .BMP extension.

Word Document	Displays all

  (*.doc)	files with the .DOC extension.

Document Template 	Displays all

  (*.dot)	templates with the .DOT extension.

Location

Drives

Select the drives in which you want to search for a document.

Path Only	Searches in the path you specify in the Path box.

All Local Drives	Searches in all fixed (or hard) drives on your computer.

All Drives	Searches in all fixed drives, including network drives, to which your computer has access.

Path

Type the path you want to search in. Separate the directories in the path with semicolons (;).

Edit Path

Displays a dialog box so you can specify a search path. See Edit Path dialog box.

Title, Subject, Keywords, Any Text, Author, Saved By

Type search criteria to match the summary information of the documents you want to find. See Special characters you can use in a document search.

Options

Select how you want to list the documents found in the search.

Create New List	Lists all documents found in the Find File dialog box.

Add Matches 	Adds new documents

  To List	found to the existing list in the Find File dialog box.

Search Only	Searches through only

  In List	the documents already listed in the Find File dialog box.

Match Case

Finds only text that exactly matches the case of the search text in the Any Text box.

Date Created

Type the range of creation dates to include in the search.

After	Specifies the earliest date you want to include. Leave this box blank to see all documents created prior to the date in the Before box.

Before	Specifies the most recent date you want to include. Leave this box blank to search for all documents created since the date in the After box.

Date Saved

Type the range of dates when the documents you want to see were last saved.

After	Specifies the earliest date you want to include. Leave this box blank to see all documents saved prior to the date in the Before box.

Before	Specifies the most recent date you want to include. To search for documents last saved on that day, type the same date as the date in the After box. Leave this box blank to search for all documents saved since the date in the After box.

Start Search

Begins searching for the specified files.


Delete dialog box

Use this dialog box to confirm that you want to delete the document or documents that you select in the Find File dialog box.

Dialog Box Options

Yes

Deletes the selected document or documents.

No

Returns to the Find File dialog box.


Copy dialog box

Use this dialog box to specify the location to which you want to copy a file.

Dialog Box Options

Path

Type the drive and directory where you want to store the copy of the file.

Drives

Select the drive in which you want to store the copy of the document.

Directories

Select the directory in which you want to store a copy of the document.

See Find File command.


Edit Path dialog box

Use this dialog box to specify the path you want Word to search for files.

Dialog Box Options

Path

Type the path you want to add to the search path when you press the Add button.

Search Path

Lists the directories in which Word searches for files.

Drives

Select the drives in which you want to search for a document.

Directories

Select the directory in which you want to search for documents. When you press the Add button, Word adds the path in the Directories box to the path in the Search Path box.

Add

Adds the currently selected drive, directory, or path to your search path.

Delete

Deletes the selected directory from the search path.

Delete All

Deletes all directories from the Search Path box.


Options dialog box

Use this dialog box to specify how you want to list files found in a search.

Dialog Box Options

Sort Files By

Select the order in which you want the documents listed in the File box.

Author	Sorts alphabetically by author.

Creation Date	Sorts chronologically, listing the most recently created file first.

Last Saved By	Sorts alphabetically by the name of the person saving the document.

Last Saved Date	Sorts chronologically, listing the most recently saved file first.

Name	Sorts alphabetically by document name.

Size	Lists documents from smallest to largest.

List File Names With

Select the information you want to display with filenames found during your search. See Summary Info command.

Title	Displays the title you enter in the Summary Info dialog box.

Content	Displays the contents of the file.

Summary Info	Displays all information you enter in the Summary Info dialog box.

Statistics	Displays document information, such as number of words or pages. See Document Statistics dialog box.


Summary Info command (File menu)

Use this command to display the summary information of the active document for review or editing.

Note: Word accepts a maximum of 255 characters in the Title, Subject, Author, Keywords, and Comments boxes.

Dialog Box Options

File Name

Displays the filename of the active document.

Directory

Displays the location of the file.

Title

Type a document title.

Subject

Type a description of the document.

Author

Word automatically inserts the name you typed when you installed Word. You can use a different name by typing it in the Author box.

Keywords

Type keywords from the document.

Comments

Type any remarks you want to record about the document.

Statistics

Displays a dialog box with statistics -- for example, the number of words in the document. See Document Statistics dialog box.

__________

See also

Finding and Managing Files


Document Statistics dialog box

Use this dialog box to display helpful information about the active document.

Dialog Box Options

File Name

Displays the filename of the active document.

Directory

Displays the directory in which Word stores the active document.

Template

Shows the name and location of the template attached to the active document.

Title

Displays the title of the document entered in the Summary Info dialog box. See Summary Info command.

Created

Lists the date and time you created the document.

Last Saved

Displays the last date and time the document was saved.

Last Saved By

Shows the name of the person who last saved the document.

Revision Number

Shows the number of times you saved the document.

Total Editing Time

Lists the number of minutes the document has been open during all editing sessions since its creation.

Last Printed

Shows the last date and time the document was printed.

As Of Last Update

Word usually calculates these statistics only when you print the entire document or when you choose the Update button.

# Of Pages	Displays the number of pages in the document.

# Of Words	Shows the number of words in the document.

# Of Characters	Shows the number of characters in the document.

Update

Immediately updates the statistics, including any changes made in the current editing session. Useful for viewing the current character, word, or page count.


Template command (File menu)

Use this command to specify the template you want to attach to a document.

Dialog Box Options

Attach Document To

Type or select the name of the template you want to attach to your document.

Store New Macros And Glossaries As

Select how you want to store new macros and glossaries you create while you are editing your document.

Global (Available to	Stores new

  All Documents)	macros and glossaries in the global template, NORMAL.DOT, where they are available to all documents.

With Document 	Stores new

  Template	macros and glossaries with the template the active document is based on.

Prompt For Each New	Specify where you want to store new macros and glossaries after you create them.

Description

Displays the title of the template in the Attach Document To box. The title is the text that appears in the Title box of the template's Summary Info dialog box. See Summary Info command.

__________

See also

Document Templates


Print Preview command (File menu)

Use this command to switch the active document to and from print preview, with which you can see how a document will look when you print it. See Working in print preview.

__________

See also

Viewing Documents


Print command (File menu)

Use this command to control how you print documents. To specify a printer and its connection, use the Print Setup command. To print several documents at once, use the print feature in the Find File command. See Printing several documents consecutively.

Shortcuts

Toolbar:

Keys:	CTRL+SHIFT+F12

Dialog Box Options

Printer

Displays the active printer and printer connection.

Print

Select what you want to print.

Document	Prints the document.

Summary Info	Prints only the summary information.

Annotations	Prints only the annotations.

Styles 	Prints only the style descriptions for the active document.

Glossary 	Prints any glossary entries for the template, then any global glossary entries.

Key Assignments	Prints only the names of the macros, the keys they are assigned to, and their descriptions.

Copies

Type or select the number of copies you want to print.

Range

Specify the pages you want to print.

All	Prints the entire document.

Selection	Prints the currently selected text.

Current Page	Prints the selected page or the page where you position the insertion point.

Pages	Prints the range of pages you specify in the From and To boxes.

From	Specify the number of the first page you want to print.

To	Specify the number of the last page you want to print.

Setup

Displays a dialog box so you can select a printer and printer connection to install. See Print Setup command.

Options

Displays a dialog box so you can make additional choices about printing. See Printing options dialog box.

Print To File

Prints to a new document on a disk. Word will prompt you to type a filename.

Collate Copies

Prints copies organized in order of page numbers.

__________

See also

Printing Documents


Print Merge command (File menu)

Use this command to print customized versions of a document by combining information in a data file with the active document to create unique documents, such as form letters.

Dialog Box Options

Attach Data File

Opens a dialog box in which you can select an existing or create a new data file.  See Attach Data/Header File dialog box.

Attach Header File

Opens a dialog box in which you can select an existing header file or create a new one for the main document. See Attach Data/Header File dialog box.

Edit Main Document

Choose this button to go to your main document.

Merge

Begins the print merge process. See Print Merge dialog box.

Remove Attachments

Removes the association between the data and/or header file and the main document, converts the main document to a normal Word document, and ends the print merge.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Attach Data/Header File dialog box

Use this dialog box to create a new or open an existing data file or header file to use with your main document in a print merge.

Dialog Box Options

File Name

Type or select the filename you want to open. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to open.

Word Documents 	Lists all Word

  (*.doc)	documents in the current directory.

Document 	Lists all

  Templates (*.dot)	templates in

the current directory.

Rich Text Format 	Lists all files in

  (*.rtf)	the current directory that were saved with rich text format (RTF).

Text Files (*.txt)	Lists all documents in the current directory that were saved as text-only.

All Files (*.*)	Lists all files in the current directory.

Drives

Select the drive in which Word stores the file that you want to open.

Directories

Select the directory in which Word stores the file that you want to open.

Find File

Closes the Attach Data/Header File dialog box and opens a dialog box to search for files that you want to open. See Find File command.

Create Data/Header File

Choose to create a new data or header file. See the Create Data/Header File dialog box.


Create Data/Header File dialog box

Use this dialog box to create a new data file or header file to use in print merge.

Dialog Box Options

Field Name

Type a merge field name.

Note: A merge field name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters.

Fields In Header Record

Lists fields in your header record. The header record is the first record in a data file or a header file.

Add

Adds the field name to your header record.

Note: When you add a merge field name to your header record, it is inserted in the Field Names list below the field name that is currently selected.

Delete

Deletes the field name from your header record.


Unable to open data file dialog box
(Filename) is a Print Merge Main Document which has the data/header file (filename) referenced in a {DATA} statement. Word was unable to open (filename).

Word cannot open the data file or header file that you have specified in a DATA field because either you deleted the file or a network connection is unavailable. For more information, see DATA fields.

Dialog box options

Switch/Locate Data/Header File

Displays a dialog box you can use to attach a different data file or header file to the main document. See Attach Data/Header File dialog box.

Leave Data Statement

Retains the DATA field in the main document.

Remove Data Statement

Removes the DATA field from your main document.


Insert Merge Field dialog box

Use this dialog box to insert merge fields into your main document.

Dialog Box Options

Print Merge Fields

Select a merge field to insert into your document where you position your insertion point. Word lists all merge fields you have defined.

Word Fields

Select a Word field to insert into your document where you position your insertion point. See Using fields in a main document.


Merge Field Name Error dialog box I
Word has detected a field name in the header record which is not valid. This error must eventually be corrected in order to complete a successful Print Merge.

Word has found a merge field name in the header record, the first record in the header file or data file, that has a syntax error. Use this dialog box to correct the error.

Dialog Box Options

Fix Error Now

Opens the header file or data file so you can correct the field names in the header record.

Fix Error Later

Allows you to ignore the error at this time. Word will not perform the merge until the problem is resolved.

Note: A merge field name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters.


Merge Field Name Error dialog box II
The following main document merge fields do not match any field names found in the header record of the data file or header file. If you do not correct this problem, errors will occur during a Print Merge.

Word has identified merge field names in the main document that do not match merge field names in the header record, or first record, of the data file or header file. Use this dialog box to either use field names in the current data file or to specify another data or header file.

Dialog Box Options

Use Fields In Data/Header File

Uses the print merge fields in your current data file or header file.

Note: Make sure you remove the merge field names that are listed in this dialog box from your main document.

Switch/Locate Data/Header File

Displays a dialog box you can use to attach a different data file or header file to the main document.  See Attach Data/Header File dialog box.


Print Merge Data/Header File Error dialog box
(Filename) is a Print Merge Main Document which has the data/header file (filename) associated with it. Word was unable to open (filename).

Use this dialog box to attach a different data file or header file or to open the main document as a Word document.

Dialog Box Options

Switch/Locate Data/Header File

Displays a dialog box you can use to attach a different data file or header file to the main document.  See Attach Data/Header File dialog box.

Open Main For Edit Only

Opens your main document as a Word document so you can edit it.

Remove Attachments

Removes all references to the data file or the header file in the main document, changing the main document to a normal Word document. For more information, see Removing references to a data file or header file.


Print Merge dialog box

Use this dialog box to begin your print merge.

Dialog Box Options

Merge Results

Merge To Printer	Prints copies of your merged documents.

Merge To New 	Creates a new

  Document	document that contains all the merged documents.

Only Check For	Checks the

  For Errors	main and data files for potential print merge errors.

Print Records

All	Merges all data records.

From	Type the number of the first data record in the range of records you want to merge.

To	Type the number of the last data record in the range of records you want to merge.

Treatment Of Blank Lines Caused By Empty Fields

Skip Completely 	Prevents Word from

  (As In Form 	printing blank lines

  Letter 	when a field in a

  Addresses)	data record is empty.

Print Blank Lines	Prints a blank line when a field in a data record is empty.

Record Selection

Displays a dialog box so you can specify which records to merge. See Record Selection dialog box.


Record Selection dialog box

Use this dialog box to use up to six criteria to specify which records you want to use when you perform a merge. For example, if you print mailing labels, you can choose to merge only those records in which the city merge field is San Francisco.

Dialog Box Options

Field Name

Select the merge field name in your data file for which you want to specify merge criteria.

Is

Select the operator you want to include in the merge selection rule. These operators apply to both alphabetic and numeric values. The letters of the alphabet correspond to their numeric position in the alphabet -- for example, B equals 2 and X equals 24. Word calculates the accumulated value of a word as it does for a multiple-digit number. See Using only certain records when merging.

Equal To	The value of the selected field name must be the same as the entry in the Compared To box.

Not Equal To	The value of the selected merge field name must not be the same as the entry in the Compared To box.

Less Than	The value of the selected merge field name must be less than the entry in the Compared To box.

Greater Than	The value of the selected merge field name must be greater than the entry in the Compared To box.

Less Than	The value of the selected

  Or Equal To	merge field name must be less than or equal to the entry in the Compared To box.

Greater Than	The value of the selected

  Or Equal To	merge field name must be greater than or equal to the entry in the Compared To box.

Blank	The value of the selected merge field name must be blank.

Not Blank	The value of the selected merge field name must contain an entry.

Compared To

Type a value for the selected merge field. For example, if you want to merge all records for which the city field is San Francisco, select City in the Field Name box, and then type San Francisco in the Compared To box.

Add Rule

Adds the combined merge field name, operator, and value as a selection rule for the merge you want to perform.

Clear Last Rule

Clears the last selection rule you added.

Clear All Rules

Clears all selection rules for the merge.

Merge Records When

Specify either And or Or to create a series of relational merge criteria. And conditions are evaluated before Or conditions.


Print Setup command (File menu)

Use this command to select a printer and a printer connection.

Dialog Box Options

Printer

Select the printer you want to use; only installed printers appear. You install printers and configure ports through the Windows Control Panel.

Setup

Displays a dialog box so you can control default printer settings for the printer you select. For more information, choose the Help button after you choose the Setup button.

Note: The options in the setup dialog box will vary, depending on the printer you install. The title of the setup dialog box also changes to reflect the printer.

__________

See also

Printing Documents


Exit command (File menu)

Use this command to end your Word session. You can also use the Close command on the application Control menu. Word prompts you to save documents with unsaved changes.

Shortcuts

Mouse:	Double-click the application Control-menu button.

Keys: 	ALT+F4


1, 2, 3, 4 command (File menu)

Use the numbers and filenames listed at the bottom of the File menu to open the last four documents you closed. Choose the number that corresponds with the document you want to open.


Record Macro/Stop Recorder command (File menu)

Use this command to record macros when no document is open.

The command name changes to Stop Recorder while you record a macro. Choose the Stop Recorder command to stop macro recording if no document is open.

Note: When a document is open, these commands are available on the Tools menu.

__________

See also

Using Macros


Run Macro command (File menu)
Macro command (File menu)

Use this command to run or edit macros when no document is open.

If you choose to run a macro, the first instruction of the macro must be an action that is available when no document is open.

Note: When a document is open, these commands appear on the Tools menu.

__________

See also

Using Macros


Edit Menu Commands
Edit Menu

For more information, choose a command name.

Undo/Can't Undo

Repeat/Can't Repeat

Cut

Copy

Paste

Paste Special

Select All

Find

Replace

Go To

Glossary

Links

Object


Undo/Can't Undo command (Edit menu)

Use this command to reverse the last editing or formatting action, if possible. The name of the command changes, depending on what the last action was -- for example, Undo Typing or Undo Formatting. The Undo command changes to Can't Undo on the menu if you cannot reverse your last action.

Shortcuts

Toolbar:

Keys: 	CTRL+Z


Repeat command (Edit menu)
Repeat/Can't Repeat command (Edit menu)

Use this command to repeat the last editing or formatting command carried out. The Repeat command becomes Can't Repeat on the menu if you cannot repeat your last action.

You can use this command to quickly add a sentence or make revisions in several places in a long document.

Shortcut

Key: 	F4


Cut command (Edit menu)

Use this command to remove selected text or a graphic from a document and put it on the Clipboard. This command is unavailable if you have no selected text or graphics.

Cutting text or graphics to the Clipboard replaces the contents previously stored there.

Shortcuts

Toolbar:

Keys:	CTRL+X


Copy command (Edit menu)

Use this command to copy selected text or a graphic onto the Clipboard. This command is unavailable if you have no selected text or graphics.

Copying text or graphics to the Clipboard replaces the contents previously stored there.

Shortcuts

Toolbar:

Keys:	CTRL+C


Paste command (Edit menu)

Use this command to insert a copy of the Clipboard contents at the insertion point. This command is unavailable if the Clipboard is empty.

Shortcuts

Toolbar:

Keys:	CTRL+V


Paste Special command (Edit menu)

This command has two functions. You can paste Clipboard contents into your document in a specific format or use the Paste Link option to create a link to information in another application, which you can update.

Dialog Box Options

Source

Displays the type of item you can paste from the Clipboard.

Data Type

Displays different formats for the data you want to include in your document.

Object	Picture representation of the Clipboard contents and the data you need to edit the object.

Note: The name of the object in the list will vary depending on the Clipboard contents.

Formatted Text	Text with formatting -- for example, Microsoft Excel table formatting.

Unformatted Text	Plain text with no formatting.

Picture	Picture representation.

Bitmap	Picture representation used by pictures from Paintbrush for Windows.

Paste

Inserts the Clipboard contents into your document.

Note: Word does not create a link to another application when you choose Paste; you must use the Paste Link command.

Paste Link

Inserts the Clipboard contents into the document and creates a link with the other application to update the data automatically or on demand. This button is unavailable unless the Clipboard contents come from an application that can link data to Word.

__________

See also

Exchanging Information


Select All command (Edit menu)

Use this command to select an entire document.

Shortcuts

Mouse:	CTRL+click the left mouse button in the selection bar

Keys: 	CTRL+5 on the numeric keypad


Find command (Edit menu)

Use this command to search for specified text or formatting in the active document. You can also search for special characters -- for example, paragraph marks, tab stops, and hard page breaks.

Dialog Box Options

Find What

Type the text you want to find, or paste it from the Clipboard (CTRL+V).

You can find:

 -	All instances of a piece of text -- for example, the words "blue sky."

 -	All instances of a piece of text formatted a certain way -- for example, the words "blue sky" in bold formatting.

 -	All text formatted in a certain way -- for example, all underlined text.

To search for special characters, see Searching for tabs, paragraph marks, and other special characters.

Match Whole Word Only

Select this option to find occurrences that are words by themselves, and not part of a larger word. If you search only for formatting, this option finds only entire words with the specified formatting. Clear this option to find all occurrences of the text.

Match Case

Select this option to find only those occurrences with the combination of uppercase and lowercase letters specified in the Find What box.

Direction

Up	Searches from the insertion point or the end of the selection to the beginning of the document or selection.

Down	Searches from the insertion point or the beginning of the selection to the end of the document or selection.

Find Next

Finds and selects the next occurrence of the specified text in the Find What box.

Clear

Cancels all formatting specified below the Find What box.

Character

Displays a dialog box so you can choose character formatting to search for, with or without specified text. See Character command.

Paragraph

Displays a dialog box so you can choose paragraph formatting to search for, with or without specified text. See Paragraph command.

Styles

Displays a dialog box so you can select a style to search for, with or without specified text. See Find Style dialog box.

Note: For most formatting instructions, you can also press a key combination instead of opening the dialog box. For example, press CTRL+E to center paragraphs. For more information on key combinations, see Keyboard and Mouse.

__________

See also

Finding and Replacing Text or Formatting


Replace command (Edit menu)

Use this command to search for and replace specified text and formatting in the active document.

Dialog Box Options

Find What

Type the text you want to find, or paste it from the Clipboard (CTRL+V).

You can find:

 -	All instances of a piece of text -- for example, the words "blue sky."

 -	All instances of a piece of text formatted a certain way -- for example, the words "blue sky" in bold formatting.

 -	All text formatted in a certain way -- for example, all underlined text.

To search for special characters,  see Searching for tabs, paragraph marks, and other special characters.

Replace With

Type the text you want to use as replacement text, or paste it from the Clipboard (CTRL+V). To remove the text in the Find What box from the document, leave the Replace With box empty.

Match Whole Word Only

Select this option to find occurrences that are words by themselves, and not part of a larger word. If you search only for formatting, this option finds only entire words with the specified formatting. Clear this option to find all occurrences of the text.

Match Case

Select this option to find only those occurrences with the combination of uppercase and lowercase letters specified in the Find What box. The replacement text will have the combination of uppercase and lowercase letters you type in the Replace With box. If you clear the option, the replacement text will match the case specified in the Find What box.

Find Next

Finds and selects the next occurrence of the specified text and formatting in the Find What box.

Replace

Changes the selected text to the text in the Replace With box. If you want to leave the selected text unchanged and move to the next occurrence, choose the Find Next button.

Replace All

Finds and replaces all instances of the text in the Find What box with the text in the Replace With box. You can undo the replacements by choosing the Undo Replace command.

Clear

Cancels all formatting specified below the box that contains the insertion point.

Character

Displays a dialog box so you can choose character formatting to search for or replace, with or without specified text. See Character command.

Paragraph

Displays a dialog box so you can choose paragraph formatting to search for or replace, with or without specified text. See Paragraph command.

Styles

Displays a dialog box so you can select a style to search for or replace, with or without specified text. See Replace Style dialog box.

Note: For most formatting instructions, you can also press a key combination instead of opening the dialog box. For example, press CTRL+E to center paragraphs. For more information on key combinations, see Keyboard and Mouse.

_________

See also

Finding and Replacing Text or Formatting


Find Style/Replace Style dialog box

Use this dialog box to search for specific styles in your document. You can search for a style by itself or with specified text.

Dialog Box Options

Find/Replace What Style

Type or select the style you want to search for or replace.


Go To command (Edit menu)

Use this command to move the insertion point to a specified location in the document.

Shortcuts

Key: 	F5

Mouse:	Double-click the left mouse button in the status bar.

Dialog Box Options

Go To

Type or select a bookmark name or type a destination description. You can go to a specific line, page, section, bookmark, footnote, or annotation.

If you type a plus sign (+) before the number in a destination, Word counts forward from the current location. If you type a minus sign (-), Word counts backward.


Glossary command (Edit menu)

Use this command to create a glossary entry out of selected text or graphics, or to insert a specified glossary entry into the document.

The command is unavailable unless you select text in your document or have existing glossary entries.

Dialog Box Options

Glossary Name

Type a name of a new glossary entry with up to 31 characters, or select an existing glossary entry you want to insert, delete, or redefine.

Selection/Glossary Name

Displays either the selection in the document or the text of a selected glossary entry.

Insert

Inserts the contents of the selected glossary entry as originally formatted at the insertion point.

Insert As Plain Text

Inserts the contents of the selected glossary entry without formatting. The text of the glossary entry adopts the formatting of the text where you insert it in the document.

Define

Defines or redefines a glossary entry. This button is unavailable until you type or select a name in the Glossary Name box.

Delete

Deletes the selected glossary entry. This button is unavailable until you type or select a name in the Glossary Name box.

__________

See also

Glossary Entries: Storing Items to Use Again


Glossary dialog box

Use this dialog box to specify where you want to store a new glossary entry.

Dialog Box Options

As Global	Makes the glossary entry available to all documents.

In Template	Makes the glossary entry available only to documents based on the active template.


Links command (Edit menu)

Use this command to display all links you have in a document. This includes internal links in Word made with REF, REF. INTERN, INCLUDE, and IMPORT fields and external links to other applications such as Microsoft Excel.

This command is unavailable if you have no links in your document.

Dialog Box Options

Links

Displays all links in a document. The four columns contain the application, filename, item name, and type or status of link.

Update

Select the type of link you want for the selected links in the Links box

Automatic	Inserts new data as soon as it is available.

Manual	Inserts new data only when you ask for it by choosing the Update Now button.

Locked

Prevents updates to a selected link. If you lock a link, the Update Now option is unavailable.

Open Source

Opens the source of a selected link -- for example, choosing the Open Source button opens up a linked chart in Microsoft Excel if you have a Microsoft Excel chart linked to your document.

Update Now

Updates all links selected in the Links box, and then closes the dialog box.

Cancel Link

Breaks links for all selected links between data and the document, and then closes the Links dialog box.

Change Link

Displays a dialog box so you can change the selected link to receive data from another application, file, or item. See Change Link dialog box.

__________

See also

Exchanging Information


Change Link dialog box

Use this dialog box to change the source of existing linked data.

Dialog Box Options

Application

Type the name of the application, if different, for your changed link. This option is not available for internal links.

File Name

Type the name of the new file with the data you want to link.

Item

Type the range or item name of the data you want to link.


Object command (Edit menu)

Use this command to open the application in which the selected object was created and display the object so you can edit it. This command is available only when you have selected an existing object in your document. When you finish editing and close the application window, Word incorporates the changes into your document. This menu name changes depending on the object you select.

For example, you can change a chart you have in your document created with Microsoft Graph for Windows. First, select the chart, and then choose Wingraph Chart Object from the Edit menu to open Graph for Windows and display the chart for editing.

Shortcut

Mouse:	Double-click the object with the left mouse button.

__________

See also

Exchanging Information


View Menu

For more information, choose a command name.

Normal

Outline

Page Layout

Draft

Toolbar

Ribbon

Ruler

Header/Footer

Footnotes

Annotations

Field Codes

Zoom


Normal command (View menu)

Use this command to return your document to normal view from either outline or page layout view. A dot next to a View command indicates which view your document is in.

About Normal View

Normal view is ideal for most of your daily work. Word shows text formatting  -- for example, line spacing, font and font size, italics, and so on -- but simplifies the layout of the page so you can type and edit more quickly. Word displays text in one continuous column, with page breaks represented by dotted lines. Word indicates a frame with square bullets in the left margin.

__________

See also

Viewing Documents


Outline command (View menu)

Use this command to switch your document to outline view from either normal or page layout view. A dot next to a command in the View menu indicates which view your document is in.

About Outline View

Outline view helps you create outlines and examine the structure of your documents. You can choose to display only headings, temporarily hiding the text beneath them. To reorganize your document, you can drag a heading to another place in the outline: All subheadings and text automatically move with the heading. You also can raise or lower the importance of a heading level in the outline.

__________

See also

Outlining

Viewing Documents


Page Layout command (View menu)

Use this command to switch your document to page layout view from either normal or outline view. A dot next to a View command indicates which view your document is in.

About Page Layout View

Page layout view shows you how each page of your document will look when you print it. Word displays the page, text, and objects in their actual size and position. You can edit and format the text and see the results on the screen. A similar command, Print Preview on the File menu, displays whole pages at a reduced size and allows you to adjust margins, page breaks, and other aspects of the page layout.

__________

See also

Positioning Text and Graphics on a Page

Viewing Documents


Draft command (View menu)

Use this command to display open documents without formatting in either normal or outline view. When you choose the Draft command, Word uses underlining to indicate character formats such as bold and italic, and displays each picture as an empty frame.

Choose Draft to speed up editing processes such as scrolling, or to make it easier to read and select text that appears in a small font size.

When Word displays your document as a draft, a check mark appears next to the command name. To restore formatting to your document display, you can choose Draft again.

__________

See also

Viewing Documents

Printing a draft version of a document


Toolbar command (View menu)

Use this command to display and hide the Toolbar, which includes buttons for some of the most common commands in Word, including Open, Copy, and Print. A check mark appears next to the command name when the Toolbar is displayed.

For more information, see Toolbar.

__________

See also

Customizing the Toolbar

Displaying and hiding the Toolbar, ribbon, and ruler


Ribbon command (View menu)

Use this command to display and hide the ribbon, a bar with buttons to quickly apply formats such as bold and centered text. A check mark appears next to the command name when the ribbon is displayed.

For more information, see Ribbon.

__________

See also

Displaying and hiding the Toolbar, ribbon, and ruler


Ruler command (View menu)

Use this command to display and hide the ruler, a bar with a measurement scale and markers for adjusting indents, margins, tabs, and table columns. A check mark appears next to the command name when the ruler is displayed.

Unlike the ribbon and Toolbar, which are parts of the application window, the ruler is part of the document window; you can display the ruler in some document windows while hiding it in others.

For more information, see Ruler.

__________

See also

Paragraph Formatting

Displaying and hiding the Toolbar, ribbon, and ruler

Using the ruler with keys


Header/Footer command (View menu)

Use this command to add or change text that Word repeats at the top of every page (header) or the bottom of every page (footer) in a section or entire document.

Dialog Box Options

Header/Footer

Select the header or footer you want to edit. In normal view, the list changes when you select and clear the Different First Page and Different Odd And Even Pages check boxes.

Different First Page

Select this option if you want to create a different header or footer on the first page of a section or document.

Different Odd And Even Pages

Select this option if you want one header or footer for even-numbered pages and a different header or footer for odd-numbered pages. Note: This option affects the entire document, regardless of the number of sections.

OK

In normal view, displays the header/footer pane, in which you create a header or footer. In page layout view, moves the insertion point to the header or footer of the current page.

Cancel/Close

The Cancel button changes to Close when you make an adjustment to the page numbers of a header or footer.

Page Numbers

Displays a box in which you can adjust the numbering and format of page numbers in the header or footer. See Page Number Format dialog box.

From Edge

Specify the distance you want between the header or footer and the top or bottom of the page.

Header	Distance between the top edge of the paper and the top of the header.

Footer	Distance between the bottom edge of the paper and the bottom of the footer.

__________

See also

Headers and Footers


Footnotes command (View menu)

If you have footnotes in your document, you can use this command to view or edit the footnotes. In page layout view, Word moves the insertion point to the footnotes on the page. In normal view, the footnote pane appears and a check mark appears next to the command name.

Both the document window and the footnote pane scroll at the same time so the footnote for the first reference mark in the document window is always at the top of the pane.

__________

See also

Footnotes, Annotations, and Revision Marks


Annotations command (View menu)

If you have annotations in your document, you can use this command to view or edit the annotations in the annotation pane. A check mark appears next to the command name when you open the annotation pane.

Both the document window and the annotation pane scroll at the same time so the annotation for the first reference mark in the document window is always at the top of the pane.

Shortcut

Mouse:	Double-click an annotation mark.

__________

See also

Footnotes, Annotations, and Revision Marks


Field Codes command (View menu)

Use this command to control the way fields appear in your document -- as field codes, such as {title}, or field results, such as A Computer for Joey

A check mark next to the Field Codes command indicates that fields currently appear as field codes.

__________

See also

Fields

Field command


Zoom command (View menu)

Use this command to have full control of how large or small your document appears on the screen. You can enlarge the display to make it easier to edit text in a small point size or reduce the display to view an entire page at once.

Shortcuts

Toolbar:

Displays the entire page in page layout view.

Displays the document at full size in normal view.

Displays the full width of the page.

Dialog Box Options

Magnification

Select how large or small you want your document to appear as a percentage of the usual size.

200%	Displays the document at twice its usual size.

100%	Returns the document to usual size.

75%	Displays the document at three-fourths of its usual size.

50%	Displays the document at one-half of its usual size.

Custom	Reduces or enlarges the display of the document according to the percentage you specify. The percentage must be between 25 percent and 200 percent.

Zoom To Fit In Window

Choose a button to increase the amount of your document you can see in the document window.

Page Width	Reduces the display so that the margins of the current section fit within the document window. This option is especially useful if you want to see all the text on pages with negative margins or a landscape orientation without scrolling horizontally.

Whole Page	Reduces the display so that you can see an entire page in the document window. You can choose this button for a quick preview of pages before you print.

__________

See also

Viewing Documents


Help Menu

For more information, choose a command name.

Help Index

About


Help Index command (Help menu)

Use this command to display the opening screen of Help. From the opening screen, you can jump to step-by-step instructions for using Word and various types of reference information.

Once you open Help, you can click the first button on the left in the Help window whenever you want to return to the opening screen.


About command (Help Menu)

Use this command to display the version number of your copy of Microsoft Word for Windows, the copyright notice, installed math coprocessors, and the available disk space and memory.


Insert Menu Commands
Insert Menu

For more information, choose a command name.

Break

Page Numbers

Footnote

Bookmark

Annotation

Date And Time

Field

Symbol

Index Entry

Index

Table Of Contents

File

Frame

Picture

Object


Break command (Insert menu)

Use this command to insert a page break, column break, or section break at the insertion point. Breaks in a Word document appear as dotted lines on the screen, except in page layout view, where you see how the actual page will look.

Dialog Box Options

Page Break

Inserts a hard page break, which appears as a heavy dotted line across the screen.

Column Break

Inserts a hard column break, which appears as a dotted line across the screen.

Section Break

Indicates where the first page of the new section begins. A section break appears as a double dotted line across the screen.

Next Page	The next page

Continuous	The same page

Even Page	The next even page

Odd Page	The next odd page

__________

See also

Inserting a new section break

Inserting page breaks automatically

Inserting a hard page break manually


Page Numbers command (Insert menu)

Use this command to insert, format, and position page numbers within a header or footer.

Dialog Box Options

Position

Specifies where Word prints the page number.

Top Of Page (Header)

Bottom Of Page (Footer)

Alignment

Specifies where Word prints the page number between the left and right margins.

Left	At the left margin

Center	Centered between the left and right margins

Right	At the right margin

Format

Displays a dialog box for formatting options in which you choose the formatting for the numbers. See Page Number Format dialog box.

__________

See also

Numbering Pages


Page Number Format dialog box

Use this dialog box to indicate the type of number you want and how the page numbering starts.

Number Format

Specifies how you want Word to number your pages.

1 2 3...	Arabic numbers

a b c...	Lowercase letters

A B C...	Uppercase letters

i ii iii...	Lowercase roman numbers

I II III...	Uppercase roman numbers

Page Numbering

Specifies where numbering starts.

Continue From	Continues the page

Previous Section	numbering from the

previous section in

sequence.

Start At	Specifies the

starting number

you want to print on

the first page of the

section containing the insertion point.


Footnote command (Insert menu)

Use this command to insert a footnote reference mark at the insertion point and, except in page layout view, open the footnote pane for typing text. Word prints footnotes on the same page as the corresponding reference marks unless you indicate otherwise.

Dialog Box Options

Auto-Numbered Footnote

Inserts a footnote reference mark and gives it a number that changes automatically as you move, add, or remove footnotes.

Custom Footnote Mark

Type up to 10 characters as the reference mark. Any reference mark you type will not affect automatically numbered references.

Options

Displays a dialog box so you can indicate footnote placement, footnote separators, and the number at which you want to start numbering footnotes. See Footnote Options dialog box.

__________

See also

Footnotes, Annotations, and Revision Marks


Footnote Options dialog box

Use this dialog box to specify footnote placement, footnote separators, and footnote starting numbers.

Place At

Specifies a location for printing footnotes.

End Of Section	Prints the footnotes after the last line of the section and before the first line of the next section.

Bottom Of Page	Prints the footnotes at the bottom margin of the page on which the footnote reference mark appears.

Beneath Text	Prints the footnotes immediately below the last line on any given page instead of at the bottom of the page.

End Of Document	Prints the footnotes after the last line in the document.

Numbering

Specifies how Word numbers footnotes.

Start At	Type or choose the number you want for the first automatically numbered footnote reference.

Restart Each	Starts renumbering

Section	automatically

numbered footnote

references at 1 for each section.

Footnote Separators

Separates the footnote text from the document text. Choose the button for the separator you want to edit. These buttons close the dialog box and display the separator so you can edit it.

Separator	Type a new separator or leave the default 2-inch line.

Cont. Separator	Type a new separator or leave the default, which is a solid line from margin to margin. Used for footnotes that continue onto the next page.

Cont. Notice	Type the text you want for a footnote to denote that the footnote continues onto another page.


Bookmark command (Insert menu)

Use this command to define a bookmark for the selected text or graphics or at the insertion point position.

Shortcut

Keys:	CTRL+SHIFT+F5

Dialog Box Options

Bookmark Name

Type or select the bookmark name. A bookmark name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 20 characters. To redefine an existing bookmark, select a name from the list.

Delete

Removes the selected bookmark, and leaves the dialog box open.

__________

See also

Bookmarks and Cross-references


Annotation command (Insert menu)

Use this command to insert an annotation reference and open the annotation pane. The reviewer's initials and reference number appear in the document in hidden text format.

__________

See also

Footnotes, Annotations, and Revision Marks


Date And Time command (Insert menu)

Use this command to insert a field for the time or date in the format you specify.

Dialog Box Options

Available Formats

Select the time or date format you want.

__________

See also

Date field

Time field


Field command (Insert menu)

Use this command to insert a field that controls the insertion of text, charts, indexes, tables of contents, graphics, or numbers. By choosing or clearing the Field Codes command on the View menu, you can look at the field codes, or at the field results.

Dialog Box Options

Insert Field Type

Select the type of field you want to insert. The text at the bottom of the dialog box suggests what to do next, depending on your selection.

Note: For more information on a specific field type, press F1 while in the dialog box.

Instructions

Select any additional instructions for the field type.

Field Code

Displays the syntax for the selected field type beside the label. The box shows the field type and instructions you select or type. You can edit the field code in this text box.

Add

Adds the selected instruction to the Field Code box.

__________

See also

Fields

Field Types and Instructions

Form Letters, Mailing Labels, and Other Merged Documents


Symbol command (Insert menu)

Use this command to insert symbols your printer can print even though they are not found on a standard keyboard -- for example, copyright or registered trademark symbols.

Dialog Box Options

Symbols From

Choose the type of character set you want from the list.

__________

See also

Inserting Symbols


Index Entry command (Insert menu)

Use this command to insert an index entry to use later to compile an index. Word inserts this entry as a hidden field in the document.

Dialog Box Options

Index Entry

Type the text you want to appear as an entry in the index. See Creating index subentries.

Page Number

Select settings for the appearance of the page numbers in the entry.

Range	Indicates a bookmark used to calculate a range of pages for the index entry. The index reflects the range of pages on which the bookmark appears.

Bold	Makes the page number bold in the index.

Italic	Makes the page number italic in the index.

__________

See also

Indexes and Tables of Contents

Fields

Index Entry field


Index command (Insert menu)

Use this command to collect index entries in the document, insert an index field, and display the index as the result of the field.

Dialog Box Options

Insert

Select an index style.

Normal Index	Indents subentries from the main entry.

Run-in Index	Puts all entries on the same line, wrapping to a new line if necessary. Separates subentries with semicolons.

Heading Separator

Select the separator that Word inserts between letter sections in the index.

None	Makes no break or indication when a new letter section begins.

Blank Line	Puts a blank line at the beginning of each letter section.

Letter	Puts the letter for each appropriate letter of the alphabet at the beginning of its section. For example, "A" will appear above the group of index entries that begin with an "A", "B" will appear above the group of index entries that begin with an "B", and so on.

__________

See also

Indexes and Tables of Contents

Fields

Index field


Table Of Contents command (Insert menu)

Use this command to collect outline headings or table-of-contents entries in the active document, insert a table of contents field, and generate the table of contents as the result of the field.

Dialog Box Options

Table Of Contents

Specifies the format of the table-of-contents entries when you create a table of contents.

Use Heading Paragraphs

Collects the table of contents entries from outline headings, which are paragraphs with the styles Heading 1 through Heading 9.

Note: Heading level 1 is the highest level and level 9 is the lowest.

All	Collects all paragraphs with the Heading 1 style through Heading 9 style.

From	Specifies the highest outline heading level you want to collect.

To	Specifies the lowest outline heading level you want to collect. To collect only one level, type the same number you typed in the From box.

Use Table Entry Fields

Collects the table-of-contents entries from TC fields.

__________

See also

Indexes and Tables of Contents

Fields

TOC (Table of Contents) field


File command (Insert menu)

Use this command to insert all or part of a specified file and to create a link with the specified file for subsequent updating. For example, you can insert text files, other Word files, or files you create with other software programs.

Dialog Box Options

File Name

Type or select the filename you want to insert. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to insert.

Drives

Select the drive in which Word stores the file you want to insert.

Directories

Select the directory in which Word stores the file that you want to insert.

Range

Type a bookmark name, a named range (for example, a range of cells in Microsoft Excel), or other identification, if you only want to insert part of the file.

Link To File

Creates a link between the active file and the inserted file. You update this link when you want the latest version of the inserted file.

Find File

Displays a dialog box you can use to search for documents that you want to insert. See Find File command.

__________

See also

Exchanging Information


Frame command (Insert menu)

Use this command to change the mouse pointer to a [image] so you can create a frame in the size and location you want. You can use frames to move groups of objects or paragraphs. In normal view, Word displays frames with small black squares on the left side of your document. You can move and size the frame in page layout view.

Shortcut

Toolbar:

__________

See also

Positioning Text and Graphics on the Page


Picture command (Insert menu)

Use this command to insert a picture from another application. You can also link the picture to its source so Word updates it whenever you update the source.

Dialog Box Options

File Name

Type or select the filename you want to insert. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .PIC extension in a directory, type *.pic

List Files Of Type

Select the type of file you want to insert. You can insert pictures with any of the following file formats:

 -	DrawPerfect (.wpg)

 -	PC Paintbrush (.pcx)

 -	Tagged Image Format (.tif)

 -	TIFF (.tif)

 -	Windows Bitmaps (.bmp)

 -	Windows Metafile (.wmf)

Drives

Select the drive in which Word stores the file you want to insert.

Directories

Select the directory in which Word stores the file that you want to insert.

Link To File

Creates a link between the document  and the graphic file you insert. You can use the Links command on the Edit menu to update this link when you want the latest version of the graphic.

Find File

Displays a dialog box you can use to search for files that you want to insert. See Find File command.

Preview

Displays a preview of the graphic.

__________

See also

Graphics


Object command (Insert menu)

Use this command to insert and embed an object from another application, such as a Microsoft Excel chart, or worksheet, a Microsoft Graph chart, or a Microsoft Draw drawing. The application supplying the object will become active on your screen.

Dialog Box Options

Object Type

Select the object you want to insert into your document. Some common objects are drawings, graphs, spreadsheets, equations, and other Word for Windows documents.

__________

See also

Exchanging Information


Format Menu Commands
Format Menu

For more information, choose a command name.

Character

Paragraph

Tabs

Border

Language

Style

Page Setup

Columns

Section Layout

Frame

Picture


Character command (Format menu)

Use this command to control font, point size, space between characters, and the following character formats:

 -	Color

 -	Bold, italic, small capital letters, all capital letters, strikethrough, and hidden text

 -	Single underline, words only, double underline

 -	Subscript and superscript

Shortcut

Mouse:	Double-click the ribbon.

Dialog Box Options

Font

Type or select the name of the font you want. Word lists only those fonts in your installed printer driver. You can type a font name that is not listed if you plan to print on a different printer.

Points

Type or select the point size. If the size is not available on the installed printer, Word uses the nearest available size.

Style

Select the formatting options you want and clear those you don't. You can select any combination of bold, italic, strikethrough, hidden text, small capital letters, and all capital letters formatting, and different underline styles.

Color

Type or select one of the 16 predefined colors. The Auto option adopts the color selection from the text color setting in the Control Panel. You must have a color monitor to display, or a plotter or color printer to print, color formatting.

Super/Subscript

Indicates where text should appear in relation to the baseline.

None	Positions characters on the baseline.

Superscript	Raises characters above the baseline.

Subscript	Lowers characters below the baseline.

By	Indicates the amount you want to raise or lower text to create a superscript or subscript. The default amount is 3 points.

Spacing

Indicates how much spacing you want between characters.

Normal	Adds no additional spacing.

Expanded	Adds space to the right side of the selected characters. The maximum is 14 points.

Condensed	Removes space from the right side of the selected characters. The minimum is 1.75 points.

By	Sets the amount for the Expanded and Condensed options. The default is 3 points for Expanded, and 1.75 points for Condensed.

Sample

The sample box shows the effects of the chosen formatting before you apply it to the document.

Use As Default

When you change the default formatting, Word saves the new settings in the attached template and overwrites the old settings. Whenever you start a document based on that template, you get the new settings.

__________

See also

Character Formatting


Paragraph command (Format menu)

Use this command to control the appearance of paragraphs in the following ways:

 -	Aligns and indents paragraphs

 -	Controls line and paragraph spacing

 -	Prevents page breaks within and between paragraphs

 -	Inserts a hard page break before printing a paragraph

 -	Tells Word to skip the lines of a selected paragraph when numbering lines in a section

 -	Sets the tab settings, alignment, and leader characters

Shortcut

Mouse:	Double-click the upper half of the ruler.

Dialog Box Options

Alignment

Indicates the position of the text in relation to the margins or indents.

Left	Aligns a paragraph at the left indent or margin.

Centered	Centers a paragraph between the indents or margins.

Right	Aligns a paragraph at the right indent or margin.

Justified	Expands spaces in the lines to align a paragraph at both the left and right indents.

Indentation

Indicates the position of the text in relation to the margins.

From Left	Indents a paragraph from the left margin. A negative measurement aligns text to the left of the margin.

From Right	Indents a paragraph from the right margin. A negative measurement aligns text to the right of the margin.

First Line	Indents the first line of the paragraph from the left indent. A negative measurement produces a hanging indent. A positive measurement produces an indented first line.

Spacing

Indicates the amount of space between paragraphs.

Before	Adds space above the first line of a paragraph; must be a positive decimal measurement. The space appears above the top line.

After	Adds space below the last line of a paragraph; must be a positive decimal measurement. The space appears below the bottom line.

Line Spacing

Indicates the amount of vertical space allowed for each line of text.

Auto	Sets no minimum height. Each line is as tall as the tallest character in that line, but no taller.

Single	Sets spacing width to one single line.

1.5 Lines	Sets spacing width to one-and-one-half lines.

Double	Sets spacing width to two lines.

At Least	Sets a minimum line spacing that Word can increase.

Exactly	Sets a fixed line spacing that Word does not adjust.

At	Type or select the amount of space you want between lines. Characters taller than the fixed height appear clipped off at the top; they will overlap when printed.

Pagination

Indicates how Word handles paragraphs in relation to each other.

Page Break	Inserts a hard page

  Before	break before a paragraph.

Keep With	Prevents a page break

  Next	between a paragraph and the following paragraph.

Keep Lines	Prevents a page break

  Together	within a paragraph.

Line Numbers

Suppress	Clear this check box to skip line numbers next to the lines of selected paragraphs. Select to skip over selected paragraphs. Word omits skipped lines from the numbering sequence. For more information, see the Section Layout command.

Sample

The sample box shows the effects of the chosen formatting before you apply it to the document.

Tabs

Accepts the changes you make in the Paragraph dialog box, and then opens the Tabs dialog box.

__________

See also

Paragraph Formatting


Tabs command (Format menu)

Use this command to control the position and alignment of tab stops, and the type of leader character.

Shortcut

Mouse:	Double-click any tab stop on the ruler.

Dialog Box Options

Tab Stop Position

Lists tabs set in selected paragraphs. Word shows on the ruler only those tabs common to all selected paragraphs. Type the measurement for a new tab or a tab you want to clear.

Alignment

Indicates the text alignment at a tab.

Left	Extends text to the right from the tab.

Center	Centers text at the tab.

Right	Extends text to the left from the tab until the tab space is filled, and then extends text to the right.

Decimal	Aligns the decimal point at the tab stop. Extends text to the left of the decimal point with the same restriction as Right Alignment, or extends text to the right of the decimal point with no restrictions. Extends text without a decimal point to the left only.

Leader

Sets the characters that fill the tab space. The options are:

1	None

2	.......

3	------

4	___

Default Tab Stops

Indicates the spacing between the default tab stops.

Set

Sets a tab for the selected paragraphs at the position you type in the Tab Stop Position box, and then adds this position to the list. The new tab assumes the selected Alignment and Leader options.

Clear

Inserts the measurement you select in the Tab Stop Position box next to Tab Stops To Be Cleared. To clear the tabs, choose the OK button.

Clear All

Clears all tab stops in the selected paragraphs.

Tab Stops To Be Cleared

Lists the tabs that will be cleared from the selected paragraphs when you choose the OK button.

__________

See also

Paragraph Formatting

Creating horizontal lines with tab leader characters


Border command (Format menu)

Use this command to put a border around paragraphs, tables, individual cells, blocks of cells, and graphics. You can also create a bordered or shadowed box.

Dialog Box Options

Border

Shows the effects of chosen options before you apply them to the document.

From Text

Sets the amount of space between the text and the border.

Line

Indicates the appearance of the border you want. Options include single and double lines with various degrees of thickness.

Color

Type or select the color for the lines. You must have a color monitor to display, or a plotter or color printer to print, color formatting.

Preset

Indicates the type of border you want.

None	No border.

Box	Box.

Shadow	Shadowed box.

Grid	Border around table cells. Available only when you select one or more cells in a table.

Shading

Displays a box in which you can indicate the type of shading you want for the bordered area. See Shading dialog box.

__________

See also

Borders and Shading

Creating lines with borders


Shading dialog box

Use this dialog box to select shading for paragraphs, table cells, and frames.

Fill

Indicates the type of shading you want.

None

Indicates no shading or coloring.

Custom

Indicates custom shading and coloring.

Pattern

Foreground

Background

Sample

The sample box shows the effects of the chosen formatting before you apply it to the document.


Language command (Format menu)

Use this command to designate the language used in a multilingual document. When proofing the document, Word checks each word in the document, automatically switching to the language indicated for each word. If the text is formatted in a language for which Word does not have a dictionary, Word will use the dictionary of a related language. For example, if Word needs to check a French-Canadian word but cannot find a French-Canadian dictionary, it will use a French dictionary. If Word cannot find a related dictionary, a message appears stating that Word does not have an appropriate dictionary.

Note: You can mark text that you do not want Word to proof. See Preventing proofing in a portion of a document.

Dialog Box Options

Mark Selected Text As

Indicates the language used in the selection by marking the text you insert.

Note: If the selection contains two or more different language formats, Word marks the text as "No Proofing."

Use As Default

When you change the default language, Word saves the new language settings in the active template and overwrites the old settings. Whenever you start a document based on that template, you get the new language settings.

__________

See also

Proofing text in another language


Style command (Format menu)

Use this command to show names, descriptions, and shortcut keys of styles so you can review, edit, or apply styles to selected paragraphs.

Shortcut

Keys:	CTRL+S (twice)

Dialog Box Options

Style Name

Type or select the name of the style you want to apply to the selected paragraphs or the name of a style you want to create or change based on the selected paragraphs. A style name can be a combination of up to 24 characters and spaces in length.

Shortcut Key

Specify a key or key combination for a style. The list that appears in the Key box shows available keys.

Currently	Displays the current key assignment for the shortcut key you select.

Description

Provides a description of the formatting options included in the style listed in the Style Name box.

Define

Displays the entire Style dialog box with additional formatting options.

Character Formatting

Indicates the dialog box to display to add formatting to the style.

Character	Displays a dialog box for defining the character formatting for a style. See Character command.

Paragraph	Displays a dialog box for defining the paragraph formatting for a style. See Paragraph command.

Tabs	Displays a dialog box for setting tabs for a style. See Tabs command.

Border	Displays a dialog box for setting borders for a style. See Border command.

Frame	Displays a dialog box for setting frames for a style. See Frame command.

Language	Displays a dialog box for indicating language settings for a style. See Language command.

Based On	Type or select the name of a defined style on which to base a style you create.

Next Style	Type or select the name of a defined style that you want to apply automatically to the paragraph that follows a paragraph formatted with the style you select in the Style Name box.

For example, if you select Heading Level 1 in the Style Name box and Normal is selected in the Next Style box, Word automatically applies the Normal style to the paragraph that follows a paragraph formatted with the Heading Level 1 style.

Add To Template

Select to add the selected style to the attached document template. Clear to define a new style to use only in the active document.

Change

Makes formatting changes to the definition of the selected style.

Delete

Removes the style from the document.

Rename

Displays a dialog box so you can rename a style. Type a new name for the selected style. A style name can be a combination of up to 24 characters and spaces in length.

Merge

Displays a dialog box so you can merge styles to or from other templates or documents. See Merge Styles dialog box.

__________

See also

Formatting with Styles


Merge Styles dialog box

Use this dialog box to merge styles to or from other templates or documents.

File Name

Type or select the filename you want to use in the active document or to which you want to merge styles from the active document.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to open.

Drives

Select the drive in which Word stores the file you want to open.

Directories

Type or select the directory in which Word stores the file whose styles you want to use or to which you want to merge styles.

From Template

Merges the styles in the selected document or template into the active document. Use this option when you make changes to template styles and want to use them in the active document.

To Template

Merges the styles from the active document into a template.


Rename Style dialog box

New Style Name

Type a new name for the selected style. A style name can be a combination of up to 24 characters and spaces in length.


Page Setup command (Format menu)

Use this command to change margins, paper source, paper size, and the direction the text appears on the page for any section of your document.

Dialog Box Options

Margins

Displays the Margins options.

Top

Specifies the distance between the top of the page and the top of the first line on the page.

Bottom

Specifies the distance between the bottom of the page and the bottom of the last line on the page.

Left

Specifies the distance between the left edge of the page or the right edge of the gutter margin (if selected) and the left end of each line with no left indent. Used when printing single-sided pages. When you select Facing Pages, this option changes to Inside.

Right

Specifies the distance between the right edge of the page and the right end of each line with no right indent. Used when printing single-sided pages. When you select Facing Pages, this option changes to Outside.

Gutter

Specifies the distance to add to the left margin of all pages if you clear the Facing Pages option or to add to the inside margin of all pages if you select Facing Pages.

Facing Pages

Makes margins on facing pages mirror each other. Select this option when you print double-sided pages. When you choose this option, Left changes to Inside, Right changes to Outside, and a gutter measurement is added to the inside margin.

Inside

Specifies the distance between the left edge of the page or the right edge of the gutter margin (if selected) and the left end of each line with no indent on odd-numbered pages, and the distance between the right edge of the page and the right end of each line with no indent on even-numbered pages. Used when printing double-sided pages. Changes to Left when you clear the Facing Pages option.

Outside

Specifies the distance between the right edge of the page and the right end of each line with no right indent on odd-numbered pages, and the distance between the left edge of the page and the left end of each line with no left indent on even-numbered pages. Used when printing double-sided pages. Changes to Right when you clear the Facing Pages option.

Size And Orientation

Displays options for setting paper size and orientation.

Paper Size

Select a paper size available for your printer or type a custom paper size in the Width and Height boxes.

Width

Type or select a measurement for the paper width.

Height

Type or select a measurement for the paper height.

Orientation

Choose the direction you want the text to appear on the page.

Portrait

Landscape

Paper Source

Displays options for printing pages from different paper bins.

First Page

Select the bin you want to draw the first page of each section from.

Other Pages

Select the bin you want to draw the remaining pages of each section from.

Sample

The sample box shows the effects of the chosen formatting before you apply it to the document.

Apply To

Indicates what you want the settings to apply to.

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the section with the insertion point or selection.

This Section	Applies formatting to the section containing the insertion point.

Use As Default

When you change the default margins settings, Word saves the new settings in the attached template and overwrites the old settings. Whenever you start a document based on that template, you get the new settings.

__________

See also

Margins, Paper Size, and Page Orientation


Columns command (Format menu)

Use this command to change the number of columns within a section or the whole document, the space between the columns, and whether or not a line appears between the columns.

Shortcut

Toolbar:

Dialog Box Options

Number Of Columns

Specify the number of columns you want.

Space Between

Specify the amount of space between columns.

Line Between

When you select this option, Word prints a line between columns. The line will be as long as the longest column on the page within the section. If you want to see the vertical lines between the columns as they will print, choose Print Preview from the File menu.

Start New Column

When you select this option, Word starts a new column at the insertion point by inserting a column break.

Apply To

Indicates what you want the settings to apply to.

Whole Document	Applies formatting to all sections in the document.

Selected Text	Inserts section breaks before and after the selection.

This Point Forward	Inserts a section break before the insertion point.

Selected Sections	Applies formatting to the section containing the insertion point or selection.

Sample

The sample box shows the effects of the chosen formatting before you apply it to the document.

__________

See also

Columns


Section Layout command (Format menu)

Use this command to control the following page-formatting options within a section:

 -	Starting point for the section text

 -	Line numbering

 -	Vertical alignment of text

 -	Display of footnotes

Shortcut

Mouse:	Double-click any section mark.

Dialog Box Options

Apply To Section

Indicates to which section Word applies your changes.

Section Start

Select where you want the section to start printing in relation to the previous section.

Continuous	Immediately following the previous section with no page break (continuous)

New Column	The top of a new column

New Page	The top of a new page

Even Page	The next even-numbered page

Odd Page	The next odd-numbered page

Vertical Alignment

Specifies where Word aligns the text vertically on the page.

Top	Aligns the top line with the top margin.

Center	Centers paragraphs between the top and bottom margins.

Justified	Expands the space between paragraphs to align the top line with the top margin and the bottom line with the bottom margin.

Suppress Footnotes

Prevents footnotes from printing at the end of the current section. Clear this check box if you want to print footnotes at the end of the current section.

Line Numbers

Displays a dialog box to set line numbering options. See Line Numbers dialog box.

__________

See also

Sections: Formatting Parts of a Document


Line Numbers dialog box

Use this dialog box to add line numbers to the left edge of a section or to the entire document. Line numbers do not appear on the screen unless you choose the Print Preview command form the File menu.

Add Line Numbering

Sets line numbering for the section. To clear line numbering for individual paragraphs, use the Format Paragraph command.

Start At #

Specifies the starting number for the first line of the section.

From Text

Specifies the distance between the right edge of line numbers and the left edge of lines.

Count By

Specifies the multiples of line numbers to print. For example, type 5 to print line numbers 5, 10, 15, 20, and so on.

Restart At

Indicates where you want the line numbering to restart.

Every New Page	Restarts numbering at the top of each page.

Every New Section	Restarts numbering at the beginning of each section.

Continue	Numbers lines consecutively from page to page.


Frame command (Format menu)

Use this command to control the horizontal and vertical position of the frame, the size of the frame, and how the text flows around the frame.

Shortcut

Toolbar:

Dialog Box Options

Text Wrapping

Select the method of wrapping text in relation to the frame.

None	Places the frame on its own line and does not wrap text around it

Around	Wraps text around the frame sides with at least 1 inch of space between the frame and text

Horizontal

Sets the horizontal position of the selected object.

Position

Indicates the horizontal position for the frame.

Left	At the left edge of the page, left margin, or the left edge of a column.

Right	At the right edge of the page, right margin, or the right edge of a column.

Center	Centered between the left and right edges of the page, between the left and right margins, or within a column.

Inside	At the inside edge of the page, the inside margin, or the inside edge of a column. The inside position is the left side of odd-numbered pages and the right side of even-numbered pages.

Outside	At the outside edge of the page, the outside margin, or the outside edge of a column. The outside position is the right side of odd-numbered pages and the left side of even-numbered pages.

Relative To

Indicates whether to measure from the margin, the edge of the page, or from within a column.

Distance From Text

Sets the amount of white space between the object and the surrounding text.

Vertical

Sets the vertical position of the selected object.

Position

Indicates the vertical position for the frame.

Number	Sets a specific distance from the paragraph above or below it.

Top	At the top of the page or the top margin.

Bottom	At the bottom of the page or the bottom margin.

Center	Centered between the top and bottom edges of the page or between the top and bottom margins.

Relative To

Indicates whether to measure from the margin, the edge of the page, or from within a paragraph.

Distance From Text

Sets the amount of white space between the object and the surrounding text.

Move With Text

Indicates whether to keep the frame in a fixed position on the page or to move it with its paragraph.

Size

Indicates the width and height for the frame.

Width

Auto	Adjusts for the widest width in the frame.

Exactly	Allows you to specify a fixed width.

At

If you select the Exactly option, type or select the width. You can use different units of measurement.

Height

Auto	Adjusts for the tallest height in the frame.

At Least	Allows you to specify a minimum height.

Exactly	Allows you to specify a fixed height.

At

If you select the At Least or Exactly option, type or select the height. You can use different units of measurement.

Remove Frame

Deletes the frame from the selected object.

__________

See also

Positioning Text and Graphics on the Page


Picture command (Format menu)

Use this command to show cropping measurements, scaling proportions, and size controls of pictures so you can review and change the size of the graphic.

Dialog Box Options

Crop From

Specifies how much to crop from the left, right, top, and bottom sides of the picture. If you want white space around the picture, type negative measurements.

Scaling

Changes the size of the picture so that the parts of the picture have the same proportion in the scaled picture as they had in the original picture. Type a number greater than 100 to make the picture larger than the original.

Width	Scales the width of the picture to a percentage of its original width.

Height	Scales the height of the picture to a percentage of its original height.

Size

Indicates the width and height for the picture. This measurement corresponds to the current scaling and cropping measurements: Changing the size measurements causes an adjustment to the scaling factors.

Original Size

Describes the size of the picture when you first inserted it.

Reset

Returns the graphic to its original size and cropping.

Frame

Opens the Frame dialog box to make adjustments to the frame.

Note: This button is dimmed if the picture has not been framed. See Framing a paragraph, graphic, or table.

__________

See also

Graphics


Tools Menu

For more information, choose a command name.

Spelling

Bullets And Numbering

Create Envelope

Revision Marks

Compare Versions

Sorting

Calculate

Repaginate Now

Record Macro/Stop Recorder

Macro

Options


Spelling command (Tools menu)

Use this command to begin checking spelling in the active document, including any text in headers, footers, footnotes, and annotations. When Word encounters a word that is not in the open dictionaries, a dialog box appears to help you correct the spelling.

 -	Word checks hidden text and field results only if they appear on the screen when you choose Spelling.

 -	To limit the spelling check, you can select a single word or a portion of the document before you choose Spelling.

 -	To make manual corrections, you can switch to the document while the Spelling dialog box is on the screen.

 -	To check the spelling of text in a foreign language, see Proofing text in another language.

Shortcut

Toolbar:

Dialog Box Options

Not In Dictionary

Displays a word not found in the active dictionaries.

Change To/Suggestions

Type or select a replacement for the word not found in the dictionaries. To delete the word from the document, delete the text in the Change To box.

Add Words To

Select the dictionary to which you want to add words that are correctly spelled but not found in the main dictionary -- for example, the names of people.

Ignore

Leaves the selected word unchanged in the selected instance.

Ignore All

Leaves the selected word unchanged throughout the document.

Change/Delete

Changes the selected word to the word in the Change To box. If the Change To box is empty, Word changes this button to Delete.

Change All/Delete All

Changes the selected word throughout the document to the word in the Change To box. If the Change To box is empty, Word deletes the selected word throughout the document.

Add

Adds the selected word to the dictionary in the Add Words To box.

Undo Last

Reverses the last replacement made in the document. You can reverse up to the most recent five replacements.

Suggest

Displays a list of proposed suggestions after you type a word in the Change To box.

Cancel/Close

Closes the dialog box. The Cancel button changes to Close when you perform an action that Word cannot reverse.

Options

Displays a dialog box in which you can control the rules Word uses to check spelling. See Spelling Options dialog box.

__________

See also

Proofing a Document


Bullets And Numbering command (Tools menu)

Use this command to create bulleted or numbered lists from a series of paragraphs you select.

Shortcut

Toolbar:	 and

Bullets

Displays the Bullet Character options.

Bullet Character

Select one of the six predefined bullet styles, or define a new bullet style.

Point Size	Type or select a point size for the selected bullet.

New Bullet	Displays the Symbol dialog box so you can replace one of the predefined bullets with another character. See Symbol command.

Numbered List

Displays the Number options.

Number

Specify how you want the numbers or letters to appear.

Format	Select an arabic, roman, or letter format.

Separator	Select punctuation for the numbers. You can also type one or two characters other than letters or numbers as a separator.

Start At	Type the number at which you want numbering to begin. Note: You can type the Start At number with the format and separator you want, overriding the values set in the Format and Separator boxes.

Outline

Displays the outline numbering options for numbering an entire document.

Format

Type or select a format for outline numbering. Learn By Example uses the format of the first number for each level in the selection.

Auto Update

Inserts the numbers as fields that Word updates automatically if you change the order of the paragraphs.

Start At

Type the number at which you want numbering to begin. This option is unavailable when you select the Auto Update check box.

Replace Only Bullets/Numbers

Renumbers paragraphs that are already numbered or changes the bullets for those paragraphs that already have bullets.

Hanging Indent

Formats each selected paragraph so that the first line extends to the left of the rest of the paragraph.

By

Type or select a measurement for the distance you want the first line to extend to the left of the rest of the paragraph in a hanging indent.

Remove

Removes the numbers or bullets from the selected paragraphs. Note: If you remove tabs between numbers and text, Word may not remove the numbers.

Sample

Previews a numbered or bulleted list according to the options you select.

__________

See also

Adding Bullets and Numbers


Create Envelope command (Tools menu)

Use this command to print a destination and/or return address on an envelope, or to add a section containing the addresses to the beginning of a letter.

Shortcut

Toolbar:

Dialog Box Options

Addressed To

Displays the destination address. Accept the proposed address, or type a different one. If you select text before choosing the Create Envelope command, Word proposes the selected text as the destination address.

Return Address

Displays the return address. Accept the proposed address, taken from the Mailing Address box, a User Info option in the Options dialog box (Tools menu), or type in a different address.

Envelope Size

Select the size of the envelope on which you will print.

Omit Return Address

Prevents printing the address in the Return Address box on the envelope. This is useful if you use envelopes on which the return address already appears.

Print Envelope

Prints the destination and/or return address on an envelope.

Add To/Change Document

Adds a section containing the destination and/or return address to the beginning of the active document so you can print the envelope when you print your document. Add To Document becomes Change Document if an envelope section already exists.


Revision Marks command (Tools menu)

Use this command to track changes you make to a document.

Dialog Box Options

Mark Revisions

Marks changes in the document. Deletions appear with a line drawn through them. Clear this check box to discontinue revision marking.

Revision Bars

Select a placement for the vertical lines in the margins that mark changed text.

None	Clears revision bars.

Left	Places revision bars in the left margin.

Right	Places revision bars in the right margin.

Outside	Places revision bars in the left margin of even-numbered pages and in the right margin of odd-numbered pages. On the screen, the revision bars always appear to the left of the text.

Mark New Text With

Select how you want new text to appear on the screen and when printed.

Nothing

Bold

Italic

Underline

Double Underline

Search

Searches for and selects the next text with revision marking. The dialog box stays open so you can choose Search repeatedly.

Accept Revisions

Removes revision bars, new text marking, and all text marked as deleted from the selection. Leaves new text. If you make no selection, Word removes markings and deleted text from the entire document.

Undo Revisions

Reverses all changes made to the selection or, if you make no selection, to the entire document.

__________

See also

Footnotes, Annotations, and Revision Marks


Compare Versions command (Tools menu)

Use this command to mark where the active document differs from a document you specify. The marks that appear depend on the options you set with the Revision Marks command.

File Name

Type or select the filename you want to compare with the active document. This box lists files with the extension you select in the List Files Of Type box.

Note: To see a list of files with a particular extension, type an asterisk (*), a period, and the three-character extension. For example, if you want to see all files with a .TXT extension in a directory, type *.txt

List Files Of Type

Select the type of file you want to compare to the active document.

Drives

Select the drive in which Word stores the file that you want to compare with the active document.

Directories

Select the directory in which Word stores the file that you want to compare with the active document.

__________

See also

Comparing versions of a document


Sort command (Tools menu)
Sorting command (Tools menu)

Use this command to arrange selected paragraphs alphabetically or numerically. Word treats any amount of text followed by a paragraph mark as a paragraph.

Dialog Box Options

Sorting Order

Select a sort order.

Ascending	Puts the beginning of the alphabet, the earliest date, or the lowest number at the top of the sorted items.

Descending	Puts the end of the alphabet, the latest date, or the highest number at the top of the sorted items.

Key Field

Specify how you want to sort.

Key Type

Select the type of data to be sorted. Different sorting rules apply, depending on the different types of data.

Alphanumeric	Uses numbers, text, and all other characters to sort items. Word treats dates as three numbers, not as dates. For example, Word sorts 7/15/66 before 8/26/62, even though 7/15/66 is the later of the two dates.

Numeric	Uses only numbers to sort items. Word ignores all other characters. Numbers can be anywhere in the paragraphs.

Date	Uses only dates to sort items. Word ignores all other characters it does not recognize as date format. The dates must be the first characters of the selected paragraphs.

Separator

To sort a multiple-column selection, select the character that separates the columns, either a comma or a tab.

Field Number

Specify the column to sort by. For example, to sort by city in a four-column address list (number, street, city, state), type 3

Sort Column Only

Sorts only the selected column. Clear this option to sort entire rows or paragraphs. This option is available only when sorting in a table or block of text.

Case Sensitive

Available only if you select Alphanumeric in the Key Type box. Sorts the list so that a word whose first letter is a capital letter precedes any word whose first letter is a lowercase letter.

__________

See also

Sorting


Calculate command (Tools menu)

Use this command to perform mathematical calculations for selections containing numbers and mathematical operators. For examples, see Math examples.

Word briefly displays the result in the lower-left corner of the window and then places the result on the Clipboard so you can paste it into your document.

For more information, see Performing a math calculation.

__________

See also

Math Calculations and Equations


Repaginate Now command (Tools menu)

In normal view, use this command to calculate and display the page breaks for an entire document.

In page layout view, use this command to repaginate up to the current page so you can see adjustments to the page layout.

__________

See also

Inserting page breaks automatically


Record Macro/Stop Recorder command (Tools menu)

Use this command to record a macro --- a series of actions that you want to later "play back" in sequence. After you choose Record Macro, the command changes to Stop Recorder.

Dialog Box Options

Record Macro Name

Type a name for the macro. Do not use spaces.

Shortcut Key

You can select a shortcut key to make it easier to run the macro later.

Ctrl	Adds the CTRL key to the key combination.

Shift	Adds the SHIFT key to the key combination.

Key	Adds a letter key, function key, or other available key to the key combination.

Currently	Displays the current key assignment for the macro you select.

Description

Type a short description of the macro function. If you later assign the macro to a menu, the description appears at the bottom of the window when you select the macro.

__________

See also

Recording a macro


Macro command (Tools menu)

Use this command to run or edit any macro or any command built into Word.

Dialog Box Options

Macro Name

Type or select the macro you want to run or edit. Note: If you type a new name, Word creates a new macro and stores it according to the option set with the Template command. See Template command.

Run

Runs the selected macro.

Edit

Displays the contents of the selected macro for review or editing in the macro editing window.

Cancel/Close

Closes the dialog box. The Cancel button changes to Close after you delete or rename a macro.

Delete

Deletes the selected macro. Note: You cannot delete a macro that is open for editing.

Rename

Displays the New Macro Name box, in which you can type a new name for the selected macro. Note: Do not use spaces within the name.

Show

Select the set of items you want to appear in the Macro name box.

Commands	Displays only commands built into Word.

Global Macros	Displays macros you have created and stored in NORMAL.DOT.

Template Macros	Displays only those macros stored in the current template. This option is available only if the current template is not NORMAL.DOT.

Description

Add or change the description for the selected macro to remind you of its function. If you later assign the macro to a menu, the description will appear at the bottom of the window when you select the macro.

__________

See also

Using Macros


Rename dialog box (Macro command)

Use this dialog box to give a macro a different name.

New Macro Name

Type a new name for the macro. Note: Do not use spaces within the name.


Options command (Tools menu)

Use this command to customize your work in Word. You can specify preferences in the following categories.

Shortcut

Mouse:	Double-click the Toolbar (anywhere but on a button).

Dialog Box Options

Category

Select the category of options you want to customize.

View	Modifies what appears in the application and document windows. See View Options dialog box.

General	Adjusts general Word for Windows settings, such as typing mode. See General Options dialog box.

Print	Sets print options. See Print Options dialog box.

Save	Sets save options. See Save Options dialog box.

Spelling	Sets spelling options. See Spelling Options dialog box.

User Info	Modifies information about the user. See User Info Options dialog box.

Toolbar	Adds and removes buttons from the Toolbar. See Toolbar Options dialog box.

Menus	Adds and removes commands and macros from menus. See Menus Options dialog box.

Keyboard	Modifies key assignments for commands and macros. See Keyboard Options dialog box.

WIN.INI	Modifies startup settings stored in WIN.INI. See WIN.INI Options dialog box.

__________

See also

Customizing Menus, the Keyboard, and the Toolbar

Setting Preferences


View options
View Options dialog box

Use this dialog box to control what you see when working in Word.

Window

Select the parts of the Word window you want to display.

Horizontal Scroll	Displays the

  Bar	horizontal scroll bar.

Vertical Scroll Bar	Displays the vertical scroll bar.

Status Bar	Displays the status bar at the bottom of your screen.

Style Area Width	Type or select a positive decimal measurement to open the style area. Type 0 (zero) to close the style area.

Show Text With

Select the items you want to display in the document.

Table Gridlines	Displays lines between cells and around tables so you can see the cell borders.

Text Boundaries	Displays lines around page margins, objects, and frames in page layout view.

Picture 	Displays a box in

  Placeholders	place of each graphic.

Field Codes	Displays field codes instead of  field results.

Line Breaks And 	Displays lines

  Fonts As Printed	and fonts as they look when you print them. For example, if you specify a different font or size from what the printer can produce, Word displays the text in the available font and size most similar to your request.

Nonprinting Characters

Select the special nonprinting characters that you want to show in the document.

Tabs	Displays tab characters.

Spaces	Displays spaces between words.

Paragraph Marks	Displays paragraph marks.

Optional Hyphens	Displays optional hyphens.

Hidden Text	Displays characters formatted as hidden text.

All	Displays all of the nonprinting characters listed above.


General options
General Options dialog box

Use this dialog box to specify settings you want to use whenever you work in Word.

Settings

Select the settings you want to use each time you open a document.

Background	Repaginates

  Repagination	your document automatically as you work.

Typing Replaces 	Selected

  Selection	text is deleted

as soon as you start typing.

Drag-And-Drop 	Allows you to

  Text Editing	drag selected text to a new location, without cutting and pasting.

Confirm File 	Verifies

  Conversions	that the converter Word proposes to use is the correct one.

Use The INS Key 	Uses the INS

  For Paste	key to insert Clipboard contents into your document.

Overtype Mode	Replaces existing text as you type.

WordPerfect 	Word interprets

  Help	function keys you press as WordPerfect function keys. Depending on what you select in the Word Perfect Help dialog box (Help menu), Word either demonstrates the corresponding feature automatically, or displays a Help box listing the steps to perform in Word. You select Demo or Help mode in the WordPerfect Help dialog box (Help menu).

WordPerfect 	ARROW keys, the

  Document 	PAGE UP, PAGE

  Navigation Keys	DOWN, HOME, END, and ESC keys function as they would in WordPerfect.

Measurement Units

Sets the default unit for measurements you type in dialog boxes and on the ruler. Select the standard unit of measurement you want to use as you work in Word: inches, centimeters, points, or picas.


User Info dialog box
User Info Options dialog box

Word displays a User Name dialog box the first time you install Word. Use the User Info Options dialog box to display the information you provided during Word Setup, so you can review and edit it.

Name

Type the name you want Word to use in your documents. Word adds this name to the summary information of documents you create.

Initials

Type the initials you want Word to use for annotation marks.

Mailing Address

Word displays your mailing address after the first time you use the Create Envelope command to print a mailing envelope.


Menus options
Menus Options dialog box

Use this dialog box to add or remove commands and macros from menus.

Menu

Select the menu you want to modify.

Menu Text

Type or select the text you want to add to or delete from the menu.

Note: You can add an underlined accerator key to the menu text. See Adding commands, macros, and lines to menus.

Show

Select the type of features you want to add or delete from your menus. The selection you make will change the display of the box below.

Commands	Displays commands installed with Word.

Macros	Displays your macros.

Commands/Macros

Select the command or macro you want to add to or delete from your menu.

Description

Displays a description of the Word command or macro you select.

Add

Adds the menu text with the corresponding macro or command to the menu you select.

Delete

Deletes the command or macro and its corresponding text from the menu you select.

Reset All

Restores the original Word menu command configuration.

Context

Global	Make or display menu assignments to the global template, NORMAL.DOT.

Template	Make or display menu assignments to the current template.


Keyboard options
Keyboard Options dialog box

Use this dialog box to modify key assignments for commands and macros.

Shortcut Key

Select the keys you want to assign to the selected command or macro.

Ctrl	Select this check box to make the CTRL key part of a shortcut key combination.

Shift	Select this check box to make the SHIFT key part of a shortcut key combination.

Key	Type or select the key you want to assign as a shortcut key. Note: Some keys do not appear because they cannot be assigned.

Currently	Displays the current assignment for the shortcut keys you select.

Show

Select the type of features to which you want to assign keys. The selection you make will change the display of the Commands/Macros box.

Commands	Displays commands installed with Word

Macros	Displays your macros

Commands/Macros

Select the command or macro to which you want to assign keys.

Current Keys For

Displays the existing key assignments for the command or macro you select in the Commands/Macros box.

Add

Adds the key assignment displayed under Shortcut Key to the selected command or macro.

Delete

Deletes the key assignment you select in the Current Keys For box.

Reset All

Restores most original Word key assignments to command and macros. For templates, key assignments are reset to those stored in the global template, NORMAL.DOT.

Context

Global	Make or display keyboard assignments to NORMAL.DOT.

Template	Make or display keyboard assignments to the current template.


Toolbar options
Toolbar Options dialog box

Use this dialog box to customize the shortcut options available on the Toolbar.

Shortcut

Mouse

To open the Toolbar Options dialog box, double-click a blank space on the Toolbar.

Tool To Change

Select the Toolbar button or space you want to change.

Show

Select the type of features you want to add to your Toolbar. The selection you make will change the display in the Commands/Macros box.

Commands	Displays commands installed with Word.

Macros	Displays your macros.

Commands/Macros

Select the command or macro you want to add to the Toolbar.

Button

Select the button you want to add to the Toolbar.

Description

Displays a description of the Word command or macro you select.

Change

Replaces the button in the Tool To Change box with the new button you specify in the Button box.

Reset Tool

Resets the specified tool assignment within a template to that of NORMAL.DOT, and if the template is NORMAL.DOT, to the assignment that shipped with Word.

Reset All

Resets assignments to tools within a template to those of NORMAL.DOT, and if the template is NORMAL.DOT, to the assignments that shipped with Word.

Context

Global	Make or display Toolbar assignments to the global template, NORMAL.DOT.

Template	Make or display Toolbar assignments to the current template.


Printing options
Print Options dialog box

Use this dialog box to specify how you print documents.

Printing Options

Select one or more of the printing options.

Draft Output	Prints the document without formatting. Formatted characters may appear with underlining, depending on your printer. Word prints each picture as a blank frame.

Reverse Print Order	Prints pages from last to first.

Update Fields	Updates any fields in the document before printing.

Include With Document

Selects information related to your document so you can print it.

Summary Info	Prints any summary information on a separate page after you print the document and annotations.

Field Codes	Prints the field codes instead of the field results in the document.

Annotations	Prints any annotations on separate pages at the end of the document.

Hidden Text	Prints any hidden text in the document.

Envelope Options

Printer's Envelope	Prints envelopes

  Feeder Has Been	using an envelope

  Installed	feeder on the printer you installed.

Options For Current Document Only

Widow/Orphan	Prevents Word from

  Control	printing a solitary line as the first or last line at the top or bottom of a page.

Use TrueType	Prints using

  Fonts As Defaults	TrueType Fonts where possible. Note: This option is available only if you use Microsoft Windows version 3.1 or later.


Save options
Save Options dialog box

Use this dialog box to customize how and when you save your documents.

Save Options

Always Create	Saves the current

  Backup Copy	version of your document and retains the previous version of the document with a .BAK filename extension.

Note: You can select either the Always Create Backup Copy option or the Allow Fast Saves Option.

Allow Fast Saves	When possible, speeds up saving by recording only changes to an existing file.

Prompt For Summary 	Displays the

  Info	Summary Info dialog box each time you save a new document.

Automatic Save	Automatically

  Every ___ Minutes	saves your document at the interval you specify.


Spelling options
Spelling Options dialog box

Use this dialog box to specify how you want to check spelling in your documents.

Ignore

Select any words you want the spelling checker to ignore when you check spelling.

Words In UPPERCASE	Select to ignore

words in which

each character is

an uppercase

letter.

Words With Numbers	Select to ignore

words containing

numbers.

Custom Dictionaries

Select up to four dictionaries you want to use to check spelling. To select a dictionary, click it with the mouse, or move to it with the arrow keys and then press the SPACEBAR.

Add

Adds a custom dictionary to the spelling checker. Type the filename of the custom dictionary you want to create or open in the Add Dictionary dialog box, and then choose the OK button. Word adds the custom dictionary to the list and selects it.

Always Suggest

Displays a list of suggested corrections for each unmatched word when you check spelling.


WIN.INI options
WIN.INI Options dialog box

Use this dialog box to specify settings in your Windows startup, or WIN.INI, file. For more information, see Customizing startup options (editing the WIN.INI file).

Application

Type or select the application you want to modify in Windows.

Startup Options

Select the startup options you want to modify. Word displays options for the application you select in the Application box.

Option

Type the option you want to change, if it does not appear in the Startup Options box.

Setting

Type the setting you want, if it does not appear in the Startup Options box.

Delete

Deletes the selected startup option.

Set

Sets the option setting you specify.


Table Menu

For more information, choose a command name.

Insert Table

Insert Cells

Delete Cells

Insert Rows

Delete Rows

Insert Columns

Delete Columns

Merge Cells

Split Cells

Convert Text To Table

Convert Table To Text

Select Row

Select Column

Select Table

Row Height

Column Width

Split Table

Gridlines


Insert Table command
Insert Table command (Table menu)

Use this command to insert a table with the number of rows and columns you specify.

Shortcut

Toolbar:

Dialog Box Options

Number Of Columns

Specifies the initial number of columns.

Number Of Rows

Specifies the initial number of rows.

Column Width

Specifies the initial column width. The default is Auto, which means Word divides the width of the text from the left margin to the right margin equally among columns.

__________

See also

Tables


Insert Cells command (Table menu)

This command appears on the menu when your insertion point is in a cell or group of cells. If you select an entire row or column, the command changes to Insert Rows or Insert Columns.

Word inserts the same number of items as you select -- for example, if you select cells in two rows and then select the Insert Entire Row option button, Word inserts two rows.

Dialog Box Options

Shift Cells Right

Inserts new cells to the left of the selected cells.

Shift Cells Down

Inserts new cells above the selected cells.

Insert Entire Row

Inserts an entire row above the row containing the selected cell.

Insert Entire Column

Inserts an entire column to the left of the column containing the selected cell.

__________

See also

Tables


Delete Cells command (Table menu)

This command appears on the menu when your insertion point is in a cell or group of cells. If you select an entire row or column, the command changes to Delete Rows or Delete Columns.

Word deletes the same number of items as you select -- for example, if you select cells in two rows and then select the Delete Entire Row option button, Word deletes two rows.

Dialog Box Options

Shift Cells Left

Deletes the selected cells and moves remaining cells to the left.

Shift Cells Up

Deletes the selected cells and moves up remaining cells.

Delete Entire Row

Deletes all the rows containing the selected cells and moves up the remaining rows.

Delete Entire Column

Deletes all the columns containing the selected cells and moves the remaining columns to the left.

__________

See also

Tables


Insert Rows command (Table menu)

This command appears on the menu when you select one or more entire rows. Use this command to insert above the selected rows, a row for every selected row.

__________

See also

Tables


Delete Rows command (Table menu)

This command appears on the menu when you select one or more entire rows. Use this command to delete the selected rows.

__________

See also

Tables


Insert Columns command (Table menu)

This command appears on the menu when you select one or more entire columns. Use this command to insert to the left of the selected columns, one column for every column selected.

__________

See also

Tables


Delete Columns command (Table menu)

This command appears on the menu when you select one or more entire columns. Use this command to delete the selected columns.

__________

See also

Tables


Merge Cells command (Table menu)

Use this command to combine the contents of selected cells. This command is available only when you select two or more cells in a row.

__________

See also

Tables


Split Cells command (Table menu)

Use this command to split cells you previously merged. This command is available only when you position the insertion point in a merged cell.

__________

See also

Tables


Convert Text To Table command (Table menu)

Use this command to convert selected text to a table. If the table format you want is unclear in the selected text, Word displays the Convert Text to Table dialog box.

Dialog Box Options

Separate Text At

Converts selected text into a table by separating text into columns according to the separator character you specify.

Paragraph Marks	Creates a one-column table with one paragraph in each cell.

Tabs	Converts columns created with tabs into a table.

Commas	Creates a table in which Word inserts each item, separated by commas, into its own cell.

__________

See also

Tables


Convert Table To Text command (Table menu)

Use this command to convert a selected table or selected entire rows to text, separating the contents of the cells in each row with the character you choose. This command is available when you select an entire table or entire rows in a table.

Dialog Box Options

Separate Text With

Select the character with which you want to separate the contents of the selected cells.

Paragraph Marks	Separates each cell into its own paragraph.

Tabs	Separates cells in each row by tab characters. Each row becomes a paragraph.

Commas	Separates cells in each row by commas. Each row becomes a paragraph.

__________

See also

Tables


Select Row command (Table menu)

Use this command to select the entire row containing the insertion point.

__________

See also

Tables


Select Column command (Table menu)

Use this command to select the entire column containing the insertion point.

__________

See also

Tables


Select Table command (Table menu)

Use this command to select an entire table containing the insertion point.

Shortcut

Keys:	ALT+5 on the numeric keypad

Note: NumLock must be off.

__________

See also

Tables


Row Height command (Table menu)

Use this command to adjust the height and formatting of selected rows.

Dialog Box Options

Indent From Left

Specifies the distance between the left margin and the left edge of the text in selected rows.

Height Of Rows

Auto	Adjusts for the tallest cell height in the row.

At Least	Allows you to specify a minimum row height.

Exactly	Allows you to specify a fixed row height.

At

If you select the At Least or Exactly option button, type or select the height. You can use different units of measurement.

Alignment

Aligns selected rows in relation to the document margins.

Left	Aligns at the left margin.

Center	Centers between margins.

Right	Aligns at the right margin.

Previous Row

Selects the previous row.

Next Row

Selects the next row.

__________

See also

Tables


Column Width command (Table menu)

Use this command to adjust the column width and spacing in selected columns.

Dialog Box Options

Width Of Columns

Specifies the width of the selected columns.

Space Between Cols

Specifies the distance between the text in selected columns.

Previous Column

Selects the previous column.

Next Column

Selects the next column.

__________

See also

Tables


Split Table command (Table menu)

Use this command to divide a table into separate tables. This command inserts a paragraph mark above the row containing the insertion point.

Shortcut

Keys:	CTRL+SHIFT+ENTER

__________

See also

Tables


Gridlines command (Table menu)

Use this command to display or hide the table gridlines.

Note: Gridlines do not print. To print lines between columns and rows, add borders to the table.

__________

See also

Tables

Borders and Shading


Window Menu Commands
Window Menu

For more information, choose a command name.

New Window

Arrange All

1, 2, 3,...9


Window New Window command
New Window command (Window menu)

Use this command to open a new window with the same contents as the active window. You can open up to nine document windows to display different parts or views of a document at the same time. If you change the contents in one window, all other windows containing the same document reflect those changes. When you open a new window, it becomes the active window and is displayed on top of all other open windows.


Window Arrange All command
Arrange All command (Window menu)

Use this command to display all open documents, in windows that do not overlap on the Word screen. You can arrange up to nine open document windows.

With this command, you can also view windows that may be hidden or organize the windows on your screen.


Window 1, 2, 3,...9 command
1, 2, 3,...9 command (Window menu)

Word displays an alphabetic listing of currently open document windows at the bottom of the Window menu.

When you choose an open window, you make that document active. You can have up to nine document windows open at one time. A check mark appears in front of the document name of the active window.


Do you want to accept all revisions?

To retain all changes and remove any revision marks

>	Choose the Yes button.

Note: You cannot reverse this action with the Undo command.


The Based On style name does not exist.

To correct this error

>	Do one of the following:

 -	Type or select an existing style name.

 -	Leave the Based On box blank.


This bookmark does not exist.

To correct this error

>	Do one of the following:

 -	Type or select the name of a bookmark that exists in the active document.

 -	If you are using the \prevsel1 or \prevsel2 bookmark, make sure the active document contains the previous selection you need.


The bookmark name is not valid.

In the Bookmark Name box, you typed a bookmark name with characters that are not valid. A bookmark name can contain only letters, numbers, or underline characters; can start only with a letter; and can have no more than 20 characters.

To correct this error

>	Type a correct name.


Word cannot change printers. No printers are installed.

To correct this error

>	From the File menu, choose Open (ALT, F, O), and then select PRINTERS.DOC, a document that comes with Word.


You cannot close a running macro.

You are running a macro that is also open for editing. The macro contains a statement that will close the macro editing window.

To correct this error

>	Do one of the following:

 -	Edit the macro so that Word does not attempt to close the macro editing window.

 -	Choose Arrange All from the Window menu (ALT, W, A), position the insertion point in a document window, and then run the macro.

 -	Close the macro editing window, and then run the macro.


Word cannot create a work file.

Word cannot create a work file in which to temporarily save your editing changes.

To correct this error

>	Do one or more of the following:

 -	If you are trying to save to a disk, make sure the disk is not full or read-only.

 -	Make sure the drive is connected -- for example, via a network.


The end of a row cannot be deleted.

The end of each row in a table displays an end-of-cell character that you cannot delete.  .


Word cannot delete the file. (Filename) is (protected).

You tried to delete a file that Word cannot delete because it is read-only, open, or in use by another person.

To correct this error

>	Do one or more of the following:

 -	If the file is read-only, remove the protection.

 -	Close the file or wait until the file is closed.

 -	Try again to delete the file.


You cannot edit a macro while it is being recorded.

To correct this error

>	Do one of the following:

 -	Select a different macro to edit.

 -	Stop the macro recorder, and then edit the macro.


Word cannot find or run the application.

To correct this error

>	Do one or more of the following:

 -	Make sure the application is in a drive and directory in which Word can find it, and then try again.

 -	If you suspect low memory, increase memory, and then try again.


Word cannot find the WINWORD.CBT directory.

Word cannot locate the directory containing the online lessons.

Create the directory and copy the online lessons to your hard disk


Word cannot insert a file into itself.

To correct this error

>	Do one of the following:

 -	Type or select a different document name.

 -	Choose Find File from the File menu (ALT, F, F), and then use the Copy button to copy the file to a different filename.


Word cannot merge the active style sheet.

To correct this error

>	Select a different document or template from which to merge.


Word cannot move footnote or annotation references to the selected destination.

To correct this error

>	Try to move the references again, but make sure the selected text to which you are moving the references includes no other reference marks.


Word cannot move sections to the selected destination.

To correct this error

>	Select the text you want to move again, but make sure the selection includes no section breaks.


Word cannot give a document the same name as an open document.

To correct this error

>	Type a different name for the document.


Word cannot obtain data from (application) for (topic), (item).

You performed an action that updates a DDE field, but the topic or item you specified does not exist.

To correct this error

>	Do one of the following:

 -	Correct the DDE field topic and item.

 -	Create the DDE field topic and item in the other application.


Word cannot open a window for the result. Close some open windows and try again.

To correct this error

1	Close any windows you don't need.

2	If necessary, take other steps to increase memory.


Word cannot open the print merge data file.

The attached data file is not available.

To correct this error

>	Do one or more of the following:

 -	Insert the disk containing the data file into the correct disk drive.

 -	Check the network connection.

 -	If you suspect a low memory condition, increase memory.

 -	Check your disk or disk drive to make sure there is not a hardware problem.


Word cannot open the document.

You tried to open or insert a document but either someone else has the document open, Word is low on memory, Word cannot find the file, you typed an incorrect password, or the file is damaged.

To correct this error

>	Do one or more of the following:

 -	Wait until the other person has closed the document, and then try again.

 -	Close other windows to increase memory.

 -	Make sure the file is in the directory in which Word is looking.

 -	If the file is password-protected, make sure you type the correct password to open the file.


Word cannot open this document template.

You opened a document that is based on a template but the template was deleted, or moved from the directory where Word expects to find it (either the program directory, the directory specified in the WIN.INI file, or the directory specified with the Template command).

If you need the template and think it still exists

>	Do one of the following:

 -	Check the disk to see if the template exists in a directory other than the program directory.

 -	Check the path specified in the DOT-PATH= line of the WIN.INI file. See Customizing startup options (editing the WIN.INI file).

 -	If the template exists but is not in the program directory or the DOT-PATH= directory, choose Template from the File menu (ALT, F, T), and then type the full path.

To prevent the message from appearing each time you open the document

>	Do one of the following:

 -	Move the template to the program directory or the directory specified in the WIN.INI file.

 -	From the File menu, choose Template (ALT, F, T), delete the template name or select a different template in the Attach Document To box, and then choose the OK button.


Word cannot open the existing (filename).

To correct this error

>	Do one of the following:

 -	Choose the OK button.

Word uses an internal NORMAL.DOT to provide the document with the default commands and settings that came with Word.

 -	To prevent this message from appearing each time you start Word, delete or rename the existing NORMAL.DOT.


Word cannot open the print merge header file.

The attached header file is not available.

To correct this error

>	Do one or more of the following:

 -	Insert the disk containing the header file into the correct disk drive.

 -	Check the network connection.

 -	If you suspect a low memory condition, increase memory.

 -	Check your disk or disk drive to make sure there is not a hardware problem.


Another window cannot be opened until one is closed.

This action will result in more than nine open document windows, a condition that Word does not allow.

To correct this error

>	Close any unneeded document windows, and then try again.


You cannot paste a table into a table cell.

To correct this error

>	Make sure the selection you want to paste into a table does not include another table.


Windows cannot print due to a problem with the current printer setup.

The Windows Print Manager cannot print, because either the printer has not been initialized or connected, or your system is out of disk space or memory.

To correct this error

>	Do one or more of the following:

 -	Open the Windows Control Panel and check your printer settings.

· -	Close other applications or windows to increase memory.

 -	If the printer is running on a network, check with your network administrator.

 -	See your system or printer documentation.


Word cannot print. There is no printer installed.

For installation procedures, see your Windows documentation.


Word cannot read (filename).

To correct this error

>	Do one of the following:

 -	If you think the file is locked, try to open it again later.

 -	If you suspect low memory, increase memory, and then try to open the file again.


You cannot record over a macro being edited.

To correct this error

>	Do one of the following:

 -	Choose another macro name.

 -	Close the macro editing window, and then try to record again.


Word cannot rename or delete a built-in command.

To correct this error

>	Do one of the following:

 -	Edit the macro to remove any Delete or NewName arguments from Macro Edit statements for built-in commands or macros.

 -	Give a different name to the actions carried out by the built-in macro, by recording a macro that contains the built-in macro.


Word cannot rename or delete a macro that is open for editing.

To correct this error

>	Do one of the following:

 -	Choose another macro name.

 -	Close the macro editing window, and then try to rename or delete the macro again.


You cannot repaginate until a printer is installed.

For installation procedures, see your Windows documentation.


Word cannot replace the end-of-cell mark.

To correct this error

>	Make sure that your selection does not include an end-of-cell mark( [image]), and then try to perform the action again.


Word cannot replace footnote or annotation references.

You selected text in the footnote or annotation pane and then tried to copy to a selected destination that already includes a footnote or annotation reference mark.

To correct this error

>	Do one of the following:

 -	Clear the Typing Replaces Selection check box, a General option in the Options dialog box (Tools menu).

 -	Position the insertion point within the text instead of selecting text.

 -	Select a destination that does not contain a reference mark.


Word cannot save or create this file.

To correct this error

>	Do one of the following:

 -	Increase memory.

 -	Make sure the disk on which you want to save the file is not full, locked, or damaged.


Word cannot sort fields in the selection.

Your selection contains a field showing a result that contains more than one paragraph.

To correct this error

1	Unlink the field.

2	Try to sort the selection again.


Word cannot start the converter (name) because it is being used by another Word session.

The converter program file is either damaged, is not on the disk, or Word is low on memory.

To correct this error

 -	Close open windows to increase memory, and then try to start the converter again.


Word cannot start the Speller.

You tried to check spelling in your document, but one or more of the following conditions exist:

 -	The Spelling files are damaged, incorrectly named, or are not in the correct location on the disk.

 -	Word does not have enough memory to check spelling in your document.

To correct this error

>	If you suspect low memory, close open windows to increase memory, and then try to start the spelling checker again.


Word cannot start the Thesaurus.

You tried to look up a word in the thesaurus, but one of the following conditions exists:

 -	The Thesaurus files are damaged, incorrectly named, or are not in the correct location on the disk.

 -	There is not enough memory to look up words in the thesaurus.

To correct this error

>	Install the Thesaurus.


Word cannot start the tutorial.

You tried to see the online lessons for Word by choosing Getting Started (ALT, H, G) or Learning Word (ALT, H, L) from the Help menu, but the online lessons are either not installed or incorrectly installed.


You cannot save an open document in another format to the same location.

To save the document in another format

1	From the File menu, choose Save As (ALT, F, A).

2	Do one of the following:

 -	In the File Name box, type a new name for the document.

 -	As needed, select a different drive or directory in the Drives or Directories box.

3	In the Save File As Type box, select the file format you want.

4	Choose the OK button.

To save the document in Word file format

1	From the File menu, choose Save As (ALT, F, A).

2	In the Save File As Type box, select Word Document (*.doc).

3	Choose the OK button.


Word cannot write to file (filename).

To correct this error

>	Verify that your WINWORD.INI file is not damaged or a read-only, and then try to change its settings again.


Do you want to change the properties of the standard style?

To change the default definition

>	Choose the Yes button.

Note: Word retains the current formatting until you select another style or leave the dialog box.


The command name must have an extension.

You performed an action that requires loading another application, but you did not include the filename extension of the application -- for example, you typed excel when you must type excel.exe

To correct this error

>	Add the extension to the command, and then try to perform the action again.


The Paste command failed because the copy and paste areas are different shapes.

To correct this error

>	Do one of the following:

 -	Make sure the area you select as a destination has the same number of rows and columns as the area you cut or copy.

 -	Make sure you select only one table cell into which to paste text from outside the table.


Copy from where?

To specify a location from which to copy

1	Select the text you want to copy.

2	To insert a copy of the text at the location you marked, press the ENTER key.


Copy to where?

To specify a location for copying text

1	Position the insertion point or select text where you want to copy the marked text.

2	Press the ENTER key.

If you select the Typing Replaces Selection check box, a General option in the Options dialog box (Tools menu), the copy replaces the selection.


A DATA field does not contain a data filename.

To correct this error

1	Add the filename of the data file to the DATA field .

2	From the File menu, choose Print Merge (ALT, F, M).

For more information, see DATA fields.


A DATA field must precede NEXT, NEXTIF, or SKIPIF fields.

The main document contains a NEXT, NEXTIF, or SKIPIF field before the DATA field.

To correct this error

>	Do one or more of the following:

 -	Make sure you have a DATA field.

 -	Move the DATA field to the beginning of the document before any NEXT fields, NEXTIF fields, or SKIPIF fields.


You cannot include DATA, NEXT, NEXTIF, or SKIPIF fields in annotations, headers, footers, or footnotes.

To correct this error

>	Do one or both of the following:

 -	Delete the misplaced field.

 -	Move the misplaced field into the body of the document.


You cannot insert DATA, NEXT, NEXTIF, or SKIPIF fields inside other fields.

The  main document contains a DATA, NEXT, NEXTIF, or SKIPIF field within another field.

To correct this error

>	Delete or move the misplaced field out of the field.


This task is taking longer than expected. Do you want to continue waiting?

Your document contains a link to another application. Word wants information from the other application, but the other application has not yet provided it.

To correct this condition

>	Do one of the following:

 -	To continue waiting for the application to respond, choose the Yes button.

 -	To skip the link at this time, choose the No button.


Do you want to delete (filename)?

To delete the file or files

>	Choose the Yes button.


Do you want to delete style (style name)?

To delete the style

>	Choose the Yes button.


Do you want to delete this header/footer and link to the header/footer in the previous section?

To replace the current header or footer with the header or footer of the previous section

>	Choose the Yes button.


The dimensions after cropping are too small or too large.

To correct this error

>	Type crop measurements that will produce dimensions more than 1/8 inch and less than 22 inches. Check the measurement under Original Size in the Picture dialog box to help determine acceptable measurements.


The dimensions after scaling are too small or too large.

To correct this error

>	Type scaling percentages that will produce dimensions more than 1/8 inch and less than 22 inches. Check the measurement under Original Size in the Picture dialog box to help determine acceptable percentages.


The disk is full trying to write to (filename). Free some space on this drive or save the document on a different disk.

To correct this error

>	Do one of the following:

 -	Put a new disk in the floppy disk drive and try to save again.

 -	From the File menu, choose Save As (ALT, F, A), and then save the document on a different disk drive.

 -	From the Windows Program Manager (CTRL+ESC), start the File Manager, and then delete files you no longer need to clear space.


This document does not exist.

To correct this error

>	Do one of the following:

 -	Make sure you typed the correct path and filename.


The document name or path is not valid.

You tried to open a file, but the filename contains more than eight characters, a character such as a colon, or an extension with more than three characters.

To correct this error

>	Do one of the following:

 -	Type a valid filename with no more than eight characters, a period (.), and no more than three characters in the extension.

 -	Select a filename in a list, if available.


Word did not save the document.

To correct this error

>	From the File menu, choose Save again (ALT, F, S).

If the message reappears

1	From the File menu, choose Save As (ALT, F, A).

2	Choose the Options button.

3	Clear the Allow Fast Saves check box.

4	Choose the OK button.


The page size of section (nn) is different from the printer page size. The page size options you select in the Format Page Setup and File Print Setup dialog boxes must match. Do you want to continue printing?

To print without changing the settings in the Page Setup and Print Setup dialog boxes

>	Choose the Yes button.

To coordinate the document and printer settings before printing

1	Choose the No button.

2	Do one or both of the following:

 -	From the Format menu, choose Page Setup (ALT, T, U).

 -	From the File menu, choose Print Setup (ALT, F, R).

3	Make adjustments in the Page Setup and Print Setup boxes as needed.

4	From the File menu, choose Print (ALT, F, P) or Print Merge (ALT, F, M).


The document template is not valid.

To correct this error

1	Choose the OK button.

2	From the File menu, choose Template (ALT, F, T).

3	In the Attach Document To box, select a valid document template.

Note: If you think the template should be valid, try making a new copy from another source. If that does not work, create the template based on another template.


Error!

You inserted a field that contains incorrect instructions.

To correct this error

>	Inspect the field and correct the instructions.


Error! Bookmark not defined.

You inserted a bookmark in a field without defining the bookmark in the document to which the field refers.

To correct this error

>	Define the bookmark in the document to which the field refers.

Note: Word defines bookmarks during the print merge process, so you will not see this message after the first time you print unless you insert a name that is not a bookmark.


Error! Cannot insert return character.

You cannot put a return character in a  QUOTE field.

To correct this error

1	Position the insertion point in the message.

2	To display the field codes, press SHIFT+F9.

3	Remove the return character.

4	To insert a new line, press ENTER or SHIFT+ENTER.


Error! Cannot open file.

You inserted a field that uses a file to obtain its results, but Word cannot open the file.

To correct this error

>	Do one of the following:

 -	Make sure the file is on the disk and in the directory in which Word is searching for it.

 -	Add a path in front of the filename in the field. Make sure you use double backslash characters in any path in a field.

 -	Check to see if the correct disk is in the disk drive.

 -	Check to see if the network drive is connected.

· -	Check to see if the file is locked.

· -	Check to see if someone else is using the file.

 -	Check to see if the file is damaged. If so, try to restore it from a backup copy.


Error! Cannot open file referenced on page (nn).

You inserted an RD (Referenced Document fields) field, but Word cannot open the document you named in the field.

To correct this error

>	Do one of the following:

 -	Make sure the file is on the disk and in the directory in which Word is searching for it.

 -	Add a path in front of the filename in the field. Make sure you use double backslash characters in any path name in a field.

 -	Check to see if the correct disk is in the disk drive.

 -	Check to see if the network drive is connected.

 -	Check to see if the file is locked.

 -	Check to see if someone else is using the file.

 -	Check to see if the file is damaged. If so, try to restore it from a backup copy.


Error! Cannot read or display file.

You used an IMPORT field, but Word cannot read or display the file you want to import.

To correct this error

>	Do one or more of the following:

 -	Check to see if the file is damaged. If so, try to restore it from a backup copy.

 -	Make sure the file is in a format Word reads.


Error! Digit expected.

You inserted a field that expects a number, but your entry in the field is not a number.

To correct this error

>	Type a number in the appropriate place.


Error! Filename not specified.

You inserted a field that uses a filename -- for example, INCLUDE, IMPORT, or Referenced Document -- but you did not type the filename in the appropriate place in the field.

To correct this error

>	Do one of the following:

 -	Type a filename in the appropriate place in the field.

 -	1	From the Insert menu, choose Field (ALT, I, D).

2	In the Insert Field Type box, select the type of field you want to insert.

3	In the Instructions box, select a filename.

4	Choose the Add button.

5	Choose the OK button.


Error! Glossary entry not defined.

You inserted a GLOSSARY field, but the name you typed for the glossary entry is not a defined glossary entry name.

To correct this error

>	Do one of the following:

 -	Define the glossary entry name.

 -	Type the name of a defined glossary entry.


Error! Include may not refer to itself.

You inserted an INCLUDE field, and the following occurred:

 -	The filename you gave contained a reference to the same filename.

 -	You specified the name of a document that either directly, or through other documents, refers to the document containing this field.

If the filename is the name of the document containing the field

>	Change the filename.

If the filename refers to another document

1	Check the other document for an INCLUDE field that refers to the first document.

2	Continue the search until you find an INCLUDE field reference to the first document.

3	When you find the reference, stop the chain of included documents at the appropriate place to avoid referring the field to itself.


Error! Index not allowed in footnote, header, footer, or annotation.

To correct this error

>	Insert the INDEX field in the body of the document.


Error! Missing comparison.

You inserted an IF field, but you did not type a complete condition to be tested.

To correct this error

>	Do one of the following:

 -	Add the missing part of the comparison.

 -	Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! Missing second part of test condition.

You inserted an IF, NEXTIF, or SKIPIF field, but you did not type a complete condition to be tested.

To correct this error

>	Do one of the following:

 -	Add the missing part of the comparison.

 -	Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! Missing test condition.

You inserted an IF, NEXTIF, or SKIPIF field, but you did not type the condition to be tested.

To correct this error

>	Do one of the following:

 -	Type a condition following the field type name.

 -	Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! No application specified.

You inserted a DDE field or DDEAUTO field, but you did not type the name of the application to which you want to link.

To correct this error

>	Do one of the following:

 -	Type the name of the application to which you want to link.

 -	Copy the information from the other application to the Clipboard, and then choose Paste Link from the Edit menu (ALT, E, L) to insert the DDE or DDEAUTO field.


Error! No bookmark name given.

To correct this error

>	Type a bookmark name in the appropriate place.


Error! No glossary entry specified.

You inserted a GLOSSARY field, but you did not type the name of a glossary entry.

To correct this error

>	Type a glossary entry name.


Error! No heading paragraphs found.

You inserted a TOC (Table of Contents) field  to compile a table of contents from paragraphs with the heading level styles Heading 1 through Heading 9, but the document does not contain these styles.

To correct this error

>	Do one of the following:

 -	If you want the document to have them, format paragraphs with heading level styles.

 -	Insert TC (Table Entry) fields, and then compile the table of contents. See TC fields.

For more information, see TOC fields.


Error! No index entries found.

You inserted an INDEX field, but the document contains no Index Entry fields.

To insert an Index Entry field

1	Select the text you want to appear in the index.

2	From the Insert menu, choose Index Entry (ALT, I, E).

3	Choose the OK button.

For more information, see Index Entry fields.


Error! No sequence specified.

You inserted a Sequence field, but you did not type a sequence name.

To correct this error

>	Type a sequence name in the appropriate place in the field.


Error! No style name given.

You inserted a STYLEREF field (Style Reference), but you did not type a heading level style name.

To correct this error

>	Type a style name or type a number from 1 through 9 to select the heading level styles Heading 1 through Heading 9.


Error! No table of contents entries found.

You inserted a TOC (Table of Contents) field to compile a table of contents from TC (Table Entry) fields, but the document contains no table entry fields.

To correct this error

>	Do one of the following:

 -	Change the field so it compiles from heading level styles, if the document contains them.

 -	Insert a TC field for each item you want to include in the table of contents.


Error! No text of specified style in document.

You inserted a STYLEREF (Style Reference) field and typed a name for a style that is defined in the document. However, the style has not yet been applied to any text in the document.

To correct this error

>	Do one of the following:

 -	Apply the style you want to reference to text in your document.

 -	Type a different style name in the field.


Error! No topic specified.

You inserted a DDE field or DDEAUTO field, but you did not type the name of the topic, or part of the file, to which you want to link.

To correct this error

>	Type the name of the topic -- for example, a range of cells in a Microsoft Excel worksheet.


Error! Not a valid bookmark in index entry on page (nn).

When you inserted or updated an INDEX field, Word found an Index Entry field that contained a bookmark name that either is undefined or contains characters other than letters, numbers, and underlines.

To correct this error

>	Correct the bookmark name on the page Word is displaying.


Error! Not a valid bookmark self-reference.

You inserted a field that uses a bookmark, but the bookmark you typed has the same field within it.

To correct this error

>	Do one of the following:

 -	Redefine the bookmark so it does not contain the field that refers to it.

 -	Use a different bookmark.


Error! Not a valid document self-reference on page (nn).

You inserted a field that uses a filename for its result, but the filename you typed is the name of the document containing the field.

To correct this error

>	Type a different document name in the field.

To refer to text or a page in the document

>	Use a REFERENCE field, PAGEREF field(Page Reference), or STYLEREF field(Style Reference).


Error! Not a valid heading level range.

To correct this error

>	Correct the heading level styles by assigning numbers from 1 through 9.


Error! Not a valid Hex digit.

You typed a hexadecimal, or hex, digit that is not valid.

To correct this error

>	Type the hexadecimal digit in the correct form.

For more information, see QUOTE fields and PRINT fields.


Error! Not a valid range of characters.

To correct this error

>	Correct the range of characters in the INDEX field with the \p switch, and then try again.


Error! Not a valid result for table.

You inserted a field into a table cell, but the result of the field contains a table. You cannot insert a table into another table.

To change the table in the result to text with tabs

>	From the Table menu, choose Convert Table To Text (ALT, A, T).

To view field results

>	From the View menu, choose Field Codes (ALT, V, C).


Error! Number cannot be represented in specified format.

You inserted a field and added a formatting switch for a number format, but Word cannot convert the result of the field to the format you specified.

To correct this error

>	Do one of the following:

 -	Change the field so that its result is a number with the format you specified.

 -	Change the format for the number.


Error! Picture string contains unmatched quotes.

You inserted a date-time or numeric picture switch into a field, but you did not properly enclose the instruction in double quotation marks.

To correct this error

>	Make sure double quotation marks appear both before and after the instruction.


Error! Picture switch must be first formatting switch.

You inserted a field and added some switches, including one of the picture switches, \# or \@. The picture switch must be the first switch, and any other switches you want to specify must follow it.

To correct this error

>	Move the picture switch to a position that precedes any other switches.


Error! Style not defined.

You inserted a STYLEREF fields, but you typed an undefined style name.

To correct this error

>	Do one of the following:

 -	Type the name of a defined style.

 -	Type a number from 1 through 9 for the heading level style.

 -	Create a new style with the style name you want to reference.


Error! Switch argument not specified.

You inserted a switch into a field, but you did not type the instruction for the switch.

To correct this error

>	Do one of the following:

 -	Type the additional instruction following the switch.

 -	Remove the switch instruction.


Error! Table not allowed in footnote, header, footer, or annotation.

You tried to insert a TOC (Table of Contents) field into a footnote, header, footer, or annotation.

To correct this error

>	Insert the TOC field. elsewhere in the body of the document.


Error! Trailing portion of string too long for wildcard match.

You inserted an  IF, NEXTIF, or SKIPIF field However, the portion of the first expression that matches the wildcard and the characters that follow it in the second expression exceed 128 characters.

To correct this error

>	Do one of the following:

 -	Reduce the length of the matching text to less than 128 characters.

 -	Specify the second part of the comparison more precisely.


Error! Unknown op code for conditional.

You inserted an  IF, NEXTIF, or SKIPIF field, but you did not type a complete condition to be tested. The operator part of the comparison -- for example, =, >, or < -- , is missing.

To correct this error

>	Add the missing part of the comparison. Make sure you use spaces to separate the first expression, the operator, and the second expression from one another.


Error! Unknown character in picture string.

You typed a character in a date-time or numeric picture switch that is not a picture character for a field.

To correct this error

>	Delete the unknown character.


Error! Unknown info keyword.

You inserted an INFO field, but you typed an incorrect label for a piece of summary information.

To correct this error

>	Retype the label.


Error! Unknown switch argument.

You inserted a field, but you typed a switch instruction that Word does not recognize.

To correct this error

>	Type a valid switch instruction.


Fields are nested too deeply.

You have a field within a field that, in turn, contains a field, and so on, for more than 20 fields deep.

To correct this error

1	Rethink the action you want the fields to perform.

2	Split up the fields.


This file (filename) is not available.

You tried to open a file that is stored on a network drive, but someone else is using the file.

To correct this error

>	Wait until the file is available, and then try again to open the file.


This file is read-only.

To save changes in a new document

1	Choose the OK button.

2	In the File Name box, type a different filename.

3	Choose the OK button.

To remove the read-only status from a Word document

1	From the File menu, choose Open (ALT, F, O).

2	In the File Name box, type the name of the document you want to open.

3	Clear the Read Only check box.


The file is too large to save. Delete some text and try again.

To correct this condition

1	Select some text.

2	Choose Cut from the Edit menu (ALT, E, T) to move it to the Clipboard.

3	From the Edit menu, choose Paste (ALT, E, P) to paste deleted text from the Clipboard to another document.

4	Try to save again.


Format from where?

You tried to copy formatting without first making a selection.

To correct this error

1	Select the text from which you want to copy formatting.

2	Press the ENTER key.

3	Start typing.


Format to where?

You indicated the formatting you want to copy and now Word is asking for the location to which you want to copy.

To correct this error

1	Select the text to which you want to apply the formatting.

2	Press the ENTER key.


Word cannot read the formatting in this document.

You either tried to convert a document to Word formatting that Word could not translate, or you added too much formatting to your document.

To correct this error

>	Do one or more of the following:

 -	Apply fewer changes to your document at one time.

 -	Make the Microsoft Excel file or range less than 31 columns.


You entered multiple destinations for a page, line, footnote, or annotation.

You typed a destination with more than one instance of the same type of destination.

To correct this error

>	Type a Go To destination with only one category from any of the three possible destination groups: sections, pages, and page items (lines, footnotes, or annotations).


Go To:

To specify a destination

>	Type one of the destinations listed in the Go To command topic: a bookmark name, a page number, a section number, a line number, a footnote number, an annotation number, or a percentage.

Item	Type

Line	l followed by a line number

Page	p for next page, or p followed by a page number, or the page number by itself

For example, to move to the 14th page of the document, type p14 or 14

Section	s for next section, or s followed by a section number

Bookmark	Bookmark name

Footnote	f for next footnote, or f followed by a footnote number

Annotation	a for next annotation, or a followed by an annotation number

Note: To jump to an approximate location in the document, type a number followed by % -- for example, type 50% to move to the middle of your document.

To cancel the command

>	Do one of the following:

 -	Press the ESC key.

 -	Choose the Cancel button.


You cannot paste this selection into a table.

To correct this error

1	Select the text or graphic you want to paste into the table.

2	From the Edit menu, choose Paste (ALT, E, P).


You cannot copy or move this selection.

To correct this error

1	Select the text or graphic you want to move or copy.

2	From the Edit menu, choose Copy (ALT, E, C) or Cut (ALT, E, T).


You cannot insert this selection in a table.

To correct this error

1	Select the text or graphic you want to insert in the table.

2	To move or copy it into the table, choose Cut (ALT, E, T) or Copy (ALT, E, C) from the Edit menu.

3	From the Edit menu, choose Paste (ALT, E, P).


This indent is too large.

The indent is so large that it leaves no space on the page to print.

To correct this error

>	Set indents that leave at least the width of one default tab.


Word cannot use the INI-PATH specified in the WIN.INI file because it is not valid.

To correct this error

>	Do one or more of the following:

 -	Check the INI-PATH= line in the WIN.INI file and correct any typing errors. See Customizing startup options (editing the WIN.INI file).

 -	Make sure the disk containing the WINWORD.INI file is in the correct disk drive.

 -	Make sure the disk drive is connected -- for example, by means of a network.

 -	Make sure the directory exists. If the directory does not exist, create one.


Insert bookmark:

You tried to insert a bookmark in your document.

To specify a bookmark name

>	Do one of the following:

 -	Type a new bookmark name.

 -	Type the name of an existing bookmark you want to redefine.


Word has insufficient memory. Do you want to save (filename) as (filename)?

To save the document with any changes made since the last time you saved the file.

>	Choose the Yes button.


Do you want to keep the changes to (macro name)?

To save the macro to the template

>	Choose the Yes button.


Do you want to save the recorded macro?

You recorded actions for a macro, but did not stop the recording process by choosing Stop Recorder.  You can choose to save the macro to the current template.

To save the macro to the template

>	Choose the Yes button.


You can specify only one line, footnote, or annotation at a time.

You specified a destination that contains more than one line, footnote, or annotation.

To correct this error

>	You can specify only one line, footnote, or annotation in a Go To instruction.


Low memory. Word cannot display the requested font.

To increase memory

1	Quit Word.

2	Increase memory.

3	Restart Word.


Low memory. Close an application.

To correct this error

1	Close one of the other applications.

2	Increase memory, if necessary.


Low memory. Close extra windows and save your work.

To save your work

>	Do one of the following:

 -	From the File menu, choose Save (ALT, F, S).

 -	If necessary, increase memory.


Low memory. Close extra windows and try again.

To correct this condition

1	Close any windows you don't need.

2	If necessary, take other steps to increase memory.

3	Try again to record the macro.


Low memory. Word is closing the saved document.

You successfully saved a document, but Word does not have enough memory to display it or another open document.

To correct this condition

1	Increase memory.

2	Try to open the document again.


Low memory. The fonts in the copied text may be incorrect.

To correct this error

>	Increase memory.


Low memory. The list may be incomplete.

To correct this error

>	Choose the OK button.

The dialog box will appear, but the list of items may be incomplete.

After you close the dialog box, you may want to increase memory.


Low memory. Save the document now.

To correct this condition

1	Save your document.

2	Increase memory.


Error! Not a valid heading level in TOC entry on page (nn).

You tried to insert a TOC (Table of Contents) field, but used a heading level style that is not valid.

To correct this error

>	Check to see if you correctly used the \l switch, which indicates that the following number is a level number for this table entry -- for example, {tc "Markings" \l 2}.


Low memory. Word cannot perform the replace operation.

To correct this error

>	Do one of the following:

 -	Select a smaller portion of the document, and then try again to replace.

 -	Increase memory, and then try again to replace.


This macro is too big for Word to run. Split it into two or more macros.

The size limit for macros is 64K.

To correct this error

1	Edit the macro into two or more separate macros to carry out the actions you want.

2	At the end of the first macro, add a statement that calls the second macro. See Editing and testing a macro.


This macro line is too long.

To correct this error

>	Do the following:

 -	Add backslash characters (\) and paragraph marks to divide the line into strings, fewer than 255 characters each. When dividing an argument enclosed in quotation marks, you must break up the argument into two sets of quotation marks and precede the backslash with a plus sign (+).

 -	Split up the current line into two or more macro lines.

Tip

 -	You can ensure that all lines in the macro are under the limit if you record the macro.


Make a selection first.

To copy text or graphics

1	Select the text or graphics you want to copy.

2	Point to where you want to insert the selection.

3	Hold down CTRL+SHIFT and click the right mouse button.

To move text or graphics

1	Select the text or graphics you want to move.

2	Point to where you want to move the selection.

3	Hold down the CTRL key and click the right mouse button.


The margins of section (nn) are set outside the printable area of the page. Do you want to continue?

You did one of the following:

 -	You set margins smaller than the printable margin of your selected printer.

 -	You are using a template that includes margin settings that are smaller than the printable margin.

To correct this error

>	Do one of the following:

 -	1	To return to your document, choose the OK button.

2	To change the page margins, choose Page Setup from the Format menu (ALT, T, U).

3	Select the Margins option button.

 -	Make sure the template you are using is compatible with your printer.


The margins, column spacing, or paragraph indents are too large for some sections.

To correct this error

>	Do one or more of the following:

 -	Reduce the space between columns or the number of columns by choosing Section Layout from the Format menu (ALT, T, S).

 -	Reduce the margins by choosing Page Setup from the Format menu (ALT, T, U).

 -	If the columns become too narrow, reduce the paragraph indents.


This exceeds the maximum number of columns.

Tables cannot exceed 31 columns.


This exceeds the maximum width.

You tried to add cells to a table, but the additional cells would make one or more rows wider than the maximum width of 22 inches.

To correct this error

>	Do one or more of the following:

 -	Make the columns narrower.

 -	Delete columns.

 -	If you are pasting cells, paste the new cells over existing cells.


The measurement must be between (size) and (size).

To correct this error

>	Type a number that is between these two measurements.


The menu text is too long.

You cannot type more than 32 characters in the Menu Text box.


Merging will replace the current styles with new styles of the same name. Do you want to replace the styles?

To replace current styles with styles of the same name

>	Choose the Yes button.

To retain the current styles

>	Choose the No button.

To compare styles with the same name in the two documents

>	To see style definitions for each document, choose Style from the Format menu (ALT, T, Y), and then choose the Define button.


Move from where?

To correct this error

1	Select the text you want to move.

2	Press the ENTER key.


Move to where?

To correct this error

1	Position the insertion point or select text where you want to move the text.

2	Press the ENTER key.


The Next style name does not exist.

To correct this error

>	Type or select the name of an existing style.


Word found no annotations.

To open the annotation pane for a new annotation

>	From the Insert menu, choose Annotation (ALT, I, A).


Word found no footnotes.

To create a footnote

>	From the Insert menu, choose Footnote (ALT, I, N).


There are no heading paragraphs found.

This document contains no paragraphs formatted with the heading level styles, so Word cannot compile a table of contents.

To compile a table of contents

>	Do one of the following:

 -	Apply heading styles to the paragraphs you want to appear in the table of contents, and then try to create the table of contents again. See Compiling a table of contents using heading styles.

 -	Create a table of contents using fields.


Word found no index entries.

To insert an Index Entry field

1	Select the text you want to appear in the index.

2	From the Insert menu, choose Index Entry (ALT, I, E).

3	Choose the OK button.


This glossary entry does not exist.

To correct this error

>	Do one of the following:

 -	Select text that is a glossary entry name.

 -	Define a glossary entry for the selected text.

 -	Type the glossary entry name at the beginning of a line, or precede it by a space.


There is no such macro.

To correct this error

>	Edit the macro statement so that it calls a macro that is available in the current template.


Word found no table-of-contents entry fields.

This document contains no TC (Table Entry) fields, so Word cannot compile a table of contents.

To compile a table of contents

>	Do one of the following:

 -	Insert Table Entry fields. See Inserting a field.

 -	Compile a table of contents using heading styles.


Word found no valid records to sort.

Your selection is too small to sort.

To correct this error

>	Do one of the following:

 -	Change the selection so that it includes at least two paragraphs, cells, or rows, and then try to sort again.

 -	If you selected the Sort Column Only check box in the Sorting dialog box, make sure the column you specify in the Field Number box is included in the selection or contains at least two selected cells.


This is not a valid action for annotations.

You tried to delete a paragraph mark at the end of an annotation or to type in front of the empty paragraph mark at the end of the annotation pane.

To delete all annotations

>	Delete each annotation mark in the document text.


This is not a valid action for the end of a row.

You positioned the insertion point to the right of the last cell in a table row and then tried to type text.

To move within a table

>	Press the TAB key.

To add another row to a table

>	Press the TAB key in the last cell in the bottom row of the table.

To place text on either side of a table

1	Type the text above or below the table.

2	Insert the table in a frame. See Framing a paragraph, graphic, or table.


This is not a valid action for footnotes.

You did one of the following:

 -	You tried to delete the last paragraph mark in the footnote pane.

 -	With the footnote pane open, you deleted the last footnote reference mark from the document and then tried to perform an action in the footnote pane.

 -	You tried to insert an annotation, section break, or footnote in the footnote pane.

To delete all footnotes

>	Delete each footnote reference mark in the document text.


This merge field name is not valid: (field name).

While trying to merge documents, one of the print merge field names, the data file, or the header file contains a character other than letters, numbers, or underscore characters.

To correct this error

>	Do one or both of the following:

 -	Check all the print merge field names that are not valid and correct any that contain characters that are not valid.

 -	Check the field names in the data file and the header file.

Note: A print merge field name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters.


This is not a valid date.

You must format dates as d/m/y, m/d/y, d-m-y, and so on.

To correct this error

1	Check the response that you typed.

2	Edit or type the response using the date format specified either in the Control Panel or in the DateFormat= line of the WIN.INI file.


The date range is not valid.

To correct this error

>	Correct the date range.


This document template does not exist.

To create or format a document based on an existing template

>	Do one of the following:

 -	From the File menu, choose New (ALT, F, N), and then select a template in the Use Template box.

 -	From the File menu, choose Template (ALT, F, T), and then select the template you want in the Attach Document To box.


This is not a valid filename.

You typed a document name or path that is not valid.

To correct this error

>	Do one or more of the following:

 -	Type a correct filename. The filename can contain up to eight characters and an extension of up to three characters -- for example, FILENAME.DOC

 -	Check for characters that are not valid in the filename, such as a space, comma, or colon.


This is not a valid hot zone measurement.

To correct this error

>	To choose the maximum space Word allows at the end of each line when hyphenating text, type a number between, but not including, 0 (zero) and 22.


This is not a valid integer.

To correct this error

>	Type an integer (a negative or positive whole number, or zero).

Note: You can specify font sizes in increments of 0.5 point.


This is not a valid measurement.

To correct this error

>	Type a valid measurement.


The number in the Format box is not valid.

To correct this error

>	Do one of the following:

 -	Type a format name, such as legal, Outline, or Sequence.

 -	Type a format example, such as A) 1. (i) [a]


The number in the Start At box is not valid.

To correct this error

>	Type a valid number.


This is not a valid print range.

You specified a page range for printing that includes numbers that are not valid page numbers. Even if the printed page "numbers" are letters or roman numerals, you must type the corresponding arabic numbers in the To and From boxes.

To correct this error

>	Do one or more of the following

 -	Specify valid page numbers, using arabic numerals.

 -	To specify a range of page numbers across more than one section, type ppagenumber ssectionnumber.


This search expression is not valid.

To correct this error

>	Check the entries in the criteria boxes and correct any mistakes.

For more information, see Searching for tabs, paragraph, marks, and other special characters.


This search list is not valid.

To correct this error

>	Do one of the following:

 -	Correct any mistyped paths.

 -	Check in the filename for characters that are not valid, such as a space, comma, or colon.


This is not a valid selection.

You used a method of selecting that is not allowed for the operation you are trying to perform -- for example, if you use the right mouse button to select a location where you want to paste text you copied from another location.

To correct this error

>	Try another method of selecting that is allowed for the operation you are trying to perform.


This is not a valid style name.

To correct this error

>	Type a valid style name.


This is not a valid tab position.

To correct this error

>	Type a tab position greater than or equal to 0 (zero) inches, and less than or equal to 22 inches.


The WINWORD.INI file is not valid. Word will use the defaults.

Word is either out of memory or cannot access the WINWORD.INI file because it is missing or damaged. Word has created a new WINWORD.INI file.

To correct this condition

1	Reset the menus, keys, commands, and other settings you want for your setup. See Customizing startup options (editing the WIN.INI file).

Word stores these settings in the WINWORD.INI file.

2	To quit Word, choose Exit from the File menu (ALT, F, X).

3	Restart Word.


Windows needs more disk space to print this document.

To correct this error

>	Delete unneeded files from the disk, and then try to print again.


There is not enough memory for such a large Clipboard.

You copied or cut a large selection to the Clipboard, opened another application, and then tried to paste the selection from the Clipboard. However, the Clipboard does not contain the contents of the text you last cut or copied.

To delete the contents of the Clipboard

>	Choose the OK button.

To retain the contents of the Clipboard

1	Choose the Cancel button.

2	Increase memory.

Note: If you cannot open the application of the file in which you want to paste Word text, you can copy or cut the Word text to the Clipboard, quit Word, and then start the other application.


Word needs more memory to be able to undo this operation. Do you want to continue?

You have done a large amount of editing without saving and are low on memory. If you continue, you will not be able to reverse, or "undo," the current action.

To continue without reversing the current action

>	Choose the Yes button.

To be able to use the Undo command

>	Do one or more of the following:

 -	Choose the No button.

 -	Save your document, and then continue to work on your document.

 -	Perform a number of smaller actions to accomplish what you want and save after each complex change.

 -	Increase memory.


There is not enough memory to compile the index.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to define the glossary entry.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to display the outline.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to display the ruler.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to display or print the picture.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to merge the styles.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to record the command.

To correct this condition

>	Do one of the following:

 -	Increase memory.

 -	From the Tools menu, choose Stop Recorder (ALT, O, R), divide the macro into two smaller macros, and then try again to record the macro.

Note: At the end of the first macro, you can record the action of running the second macro.


There is not enough memory to repaginate or print this document.

Either Word does not have enough memory to run Print Manager or Print Manager is not functioning correctly.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to run the application.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to run this converter.

You did one of the following:

 -	You tried to open a document or to update an INCLUDE field that is stored in a file format other than Word Normal format. See INCLUDE fields.

 -	You tried to save a document in another file format.

To correct this condition

>	Increase memory, and then try to run the converter again.


There is not enough memory to run the DDE application.

You did one of the following:

 -	While opening a document with a DDE field, you tried to start another application. See DDE fields.

 -	You tried to update a DDE field.

To correct this condition

>	Increase memory, and then try again to run the application or open the document.


There is not enough memory to run the Speller.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to run the Thesaurus.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to run the tutorial.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to sort.

To correct this condition

>	Increase memory, and then try to sort again.

Note: If this message continues to appear after you try to increase memory, sort a smaller selection.


There is not enough memory to update the display.

To correct this condition

>	Increase memory, and then try to update the display again.


The numbers in the Start At and Format boxes are not valid.

To correct this error

1	In the Start At box, type a valid number.

2	In the Format box, type a number or letter with some punctuation for each outline level.


The number must be between (nn) and (nn).

To correct this error

>	Type a number that is between the two numbers shown.


One or more rows are too wide for this operation.

Row widths cannot exceed 22 inches.

To correct this error

>	Decrease the width of columns in the rows you want to edit or format, and then try again.


One or more rows are too wide to split.

The maximum row width allowed is 22 inches.

To correct this error

>	Try again to split the rows after doing one or both of the following:

 -	Decrease the space between columns in the rows you want to split.

 -	Decrease the width of columns in the rows you want to split.


The original file may be damaged due to a serious disk error. Save it with a new filename.

To correct this error

1	From the File menu, choose Save As (ALT, F, A).

2	In the File Name box, type a new name.

3	Choose the OK button.

4	To save the document with its original name, choose Save As from the File menu (ALT, F, A).

Note: If you exit the file without saving it with a different name, you may no longer be able to use the file.


The file (filename) is a (file format) document/template. Do you want to overwrite it with (file format)?

To replace the file format with the Word file format

>	Choose the Yes button.

To retain the existing file format

1	Choose the No button.

2	Do one of the following:

 -	To save the file with a different filename, choose the Save As command from the File menu (ALT, F, A).

 -	Save the file to the same filename, and then select the file format of the existing file.

Notes

 -	Some of the Word features that use the Clipboard -- for example, the Copy command -- convert the copied text to Word format. Word cannot return this copied file to its original format with the file open. Save the file with a different filename.

 -	If the message appears after you try to save a template, you must either choose the Cancel button, or save the template as a Word for Windows document.


The paragraph is too wide.

To correct this error

>	Reduce the negative indents so the width of the paragraph does not exceed 22 inches.


There is a printer error.

A problem exists with the printer driver, printer, or printer port.

If you suspect low memory

>	Increase memory, and then try again.

If you tried all memory-saving techniques but the message continues to appear

>	For more information on printers, see your Windows documentation, or open the Word for Windows document PRINTERS.DOC.


The recorded macro was too long and has been truncated.

To correct this error

1	Record two smaller macros to carry out the actions you want.

2	At the end of the first macro, record the action to run the second macro.


Do you want to redefine the glossary entry?

You typed or selected a glossary entry name that is already defined.

To replace the current glossary text with the selection

>	Choose the Yes button.

To retain the current glossary text

1	Choose the No button.

2	Type a different name for the selection.


Do you want to redefine the style (style name) based on the selection?

You selected a paragraph that is formatted with a style and some additional formatting, tried to redefine the style that it already applied to the paragraph, and then typed or selected the name of the style applied to the paragraph.

To change the definition of the style to include the extra formatting in the selected paragraph

>	Choose the Yes button.

To apply the style and replace the existing formatting

>	Choose the No button.


The remote data ((topic)) is not accessible. Do you want to start the application (application)?

You performed an action that updates a DDE (Dynamic Data Exchange) field, but the application from which Word needs or tries to get the data is not running. See DDE fields.

To start the application

>	Choose the OK button.

To prevent Word from updating the field

>	Choose the No button.

To increase the amount of time Word allows for other applications to respond

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, select WIN.INI.

3	In the Application box, select Microsoft Word 2.0.

4	In the Startup Options box, select DDETIMEOUT=60.

5	In the Setting box, type 120.

6	Choose the Set button.

7	Choose the Close button.

Word increases the response time allowed to other applications from 60 to 120 seconds.


Do you want to replace the existing (filename)?

To replace the existing document with the active document

>	Choose the Yes button.

To retain the existing document

1	Choose the No button.

2	Type a different name for the active document.


Do you want to replace the existing header/footer with page numbers?

You tried to insert page numbers into a section with a header or footer.

To replace the current header or footer with one that has only a page number

>	Choose the Yes button.


Do you want to replace the existing index?

To replace the existing index

>	Choose the Yes button.


Do you want to replace the existing macro?

To replace the existing macro

>	Choose the Yes button.


Do you want to replace the existing table of contents?

To replace the existing table of contents

>	Choose the Yes button.


The requested first record is beyond the end of the print merge data file.

The specified range does not include any records in the data file.

To correct this error

>	Type a range that includes at least one record in the data file.

Note: If the record number is correct, save the data file and try again.


Word found no revision marks.

You tried to search for revision marks, but Word found none in your document.


Do you want to save changes to (filename)?

To save the changes

>	Choose the Yes button.


Do you want to save changes to (style name)?

To retain the changes

>	Choose the Yes button.


Do you also want to save changes to the document template?

You made changes to a template, glossary entry, style, menu assignment, or key assignment in a document that is based on a template.

To make the changes available to all documents based on the template

>	Choose the Yes button.


Do you want to save the global glossary and command changes?

You changed one or more of the macros, menu assignments, key assignments, or glossary entries that are defined as global.

To retain the changes for the next session

>	Choose the Yes button.

Word saves the changes to the global template NORMAL.DOT.


You placed a large amount of text in the Clipboard. Do you want this text to be available to other applications after Word quits?

To retain the contents of the Clipboard

>	Choose the Yes button.

To discard the contents of the Clipboard

>	Choose the No button.

Note: Discarding the contents of the Clipboard increases memory.


The search text is not found.

If you think Word should have found matching text

>	Do one or more of the following:

 -	Make sure you correctly typed text and specified special formatting in the Find What box.

 -	Make sure you correctly set the search criteria -- for example, select the Match Case check box if you want Word to limit the search to only those words that match the exact pattern of uppercase and lowercase letters you typed in the Find What box.


Word cannot insert a section break here.

To correct this error

>	Insert text that does not include a section break.


Records with an incorrect number of fields will be skipped.

While sorting a selection in a table, you selected fewer cells than the number of cells selected in the first row in at least one row. Word skips the rows with a smaller number of cells to avoid trying to insert data into cells that don't exist.

To correct this error

>	Select the same number of cells in each row you want to sort.


Do you want to automatically link the document to applications outside Word for (name)?

You opened a document that contains a DDEAUTO, or automatic link, field.

To start the automatic link

>	Choose the Yes button.

For more information, see DDEAUTO fields and Exchanging Information.


You cannot base a style on itself.

You tried to base a new style on a style with the same style name.

To correct this error

>	Type or select a different style name in the Based On box.


The style you want to create is based on too many styles.

You tried to base a style on a style that is based on another style, which in turn is based on another style, and so on, for 10 styles.

To correct this error

>	Type or select a different style on which to base the current style.

Note: Try to base styles on a few basic styles such as Normal, Heading 1, TOC 1, and Index 1. Then you can automatically change all its based-on styles by changing one of the basic styles.


This style name already exists.

To correct this error

>	Type a different style name.


This style name does not exist.

A macro tried to delete or rename a style that no longer exists.

To correct this error

>	Edit the macro so that it does not refer to the style that no longer exists.


This document has too many styles. Word discarded some styles.

While converting an RTF file, Word detected that the number of styles in the RTF file's style sheet is more than the maximum number of styles Word allows per style sheet. The maximum number of styles is 256.

Note: Word discards styles from a document only after you convert it from RTF format.


The style sheet is full. Word cannot define the new style.

To correct this error

>	Delete any existing styles you no longer need, and then try again to define the new style.


There is a syntax error in a field condition.

You tried to perform a print merge for a document that contains an IF, NEXTIF, or SKIPIF field, but the IF condition is not typed correctly, is missing, or is incomplete. See IF fields, NEXTIF fields, and SKIPIF fields.

To correct this error

1	Correct the IF condition.

2	From the File menu, choose Print Merge (ALT, F, M).


This tab position is too large.

You set a tab stop that is not within the page size you have set. The tab measurement must be between -22 inches and 22 inches.

To correct this error

>	Set the tab between the edges of the page size you set.


Word cannot paste text containing a section mark.

A table cell cannot contain a section break.

To correct this error

>	Paste text that does not contain a section break in the table cell.


Increasing memory

Use as many of the following procedures as practical to increase memory. After each step below, try again to complete the task.

To increase memory

>	Do one or more of the following:

 -	From the File menu, choose Save All (ALT, F, E).

 -	Quit any other applications you are running.

 -	Close all windows and panes except the active window.

 -	Switch to draft mode.

 -	If they are selected, clear the Background Pagination, Picture Placeholders, Vertical Scroll Bar, and Horizontal Scroll Bar check boxes in the View and General categories of the Options dialog box (Tools menu). Then type 0 (zero) in the Style Area Width box.

 -	Hide the ruler, ribbon, Toolbar, and status bar.

 -	Quit and then restart Word.

 -	Quit all open applications and restart your computer. If applicable, disconnect network connections, terminate-and-stay-resident applications (TSRs), and any other utilities you usually run.


There are too many edits in the document. This operation will be incomplete. Save your work.

You made many text and formatting changes without saving and then asked Word to perform an action -- for example, replacing text -- that involves more editing or formatting changes than Word has memory to handle.

To correct this error

1	Save your document.

2	Increase memory.

Note: If you want Word to automatically remind you to save at regular intervals or when you have made many changes, select the Automatic Save check box, a Save option in the Options dialog box (Tools menu).


There are too many tabs set in this paragraph.

You tried to set more than 50 tabs in a paragraph.

To correct this error

>	Clear any existing tabs you no longer need, and then try again to set the new tab.


There are too many tabs to clear at one time.

To correct this error

>	Clear 50 or fewer tabs at a time.


Do you want to undo all revisions?

To reverse all the changes made since selecting revision marks, including changes that were marked in previous work sessions

>	Choose the Yes button.

Word removes all new text, and the line drawn through all deleted text, but leaves the deleted text in the document.


There is no custom dictionary (name). Do you want to create it now?

To create the custom dictionary and continue checking spelling

>	Choose the Yes button.

To continue checking spelling without creating this custom dictionary

>	Choose the No button.


Word cannot use the TOOLS-PATH specified in the WIN.INI file because it is not valid.

You started Word, but one of the following conditions exists:

 -	The network connection does not exist or the network is connected to a different drive.

 -	The directory specified in the WIN.INI file for storing the files for spelling, Help, thesaurus, and hyphenation does not exist.

 -	The disk has been removed.

 -	The disk drive is not connected.

 -	The path is incorrect.

Word ignores the incorrect information and uses the directory that contains the Word program file.

To correct this error

>	Do one or more of the following:

 -	Check the TOOLS-PATH= line in the WIN.INI file and correct any typing errors. See Customizing startup options (editing the WIN.INI file).

 -	Make sure the disk containing the tools files is in the correct disk drive.

 -	Make sure the disk drive is connected -- for example, by means of a network.

 -	Make sure the directory exists. If the directory does not exist, create one.


The value is out of range.

You ran a macro with a statement that includes an argument with a value that is outside the accepted range. For example, a SpaceBetweenCols argument is set at 12 inches when the maximum allowed for the particular table is 2 inches.

To correct this error

>	Edit the macro.


Word could not create the work file. Check the temp environment variable.

A problem may exist with the directory in which Word stores work files or you may need more memory.

To correct this error

>	Do one of the following:

 -	Make sure the SET TEMP= line in your CONFIG.SYS file lists a directory that exists, is not read-only, and is connected -- for example, by means of a network.

 -	Make sure the disk containing the temporary directory is not full.

 -	Increase memory.


Which color?

You tried to apply a color format to characters without specifying the color.

>	Do one of the following:

 -	Type the name of a color, and then press the ENTER key.

 -	If you are uncertain of the available colors, press ESC to cancel this operation, choose the Character command from the Format menu (ALT, T, C), select a color in the Color box, and then choose the OK button.


Which font name?

>	Do one of the following

 -	Type a font name, and then press the ENTER key.

 -	Press CTRL+F again to open the Character dialog box, select a font in the Font box, and then choose the OK button.


Which font size?

>	Do one of the following:

 -	Type a point size, and then press the ENTER key.

 -	Press CTRL+P again to open the Character dialog box, select a size in the Points box, and then choose the OK button.


Which style?

>	Do one of the following:

 -	Type a style name, and then press ENTER.

 -	Press CTRL+S again to open the Style dialog box, select a style in the Style Name box, and then choose the OK button.


The window is too small.

To correct this error

>	Do one of the following:

 -	If you reduced a window to a very small height, enlarge the window by at least two text lines for each bar -- for example, the ribbon, ruler, or Toolbar -- that you want to display in the window.

 -	If you tried to open a pane in a window that is too small to split, enlarge the window, and then try again.


You are working without a Word work file and memory is nearly full. Save your work.

To correct this condition

1	Save your work.

2	Quit Word.

3	Make sure the program directory and the directory for storing temporary files (set by a SET TEMP= line in your CONFIG.SYS file) are not read-only.

4	Make sure the disk has space available for files.


There is not enough memory to run WordPerfect Help.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to complete the operation.

To correct this condition

>	Increase memory, and then try again.


This is not a valid filename.

You typed a document name or path that is not valid.

To correct this error

>	Do one or more of the following:

 -	Type a correct filename. The filename can contain up to eight characters and an extension of up to three characters -- for example, FILENAME.DOC

 -	Check for characters that are not valid in the filename, such as a space, comma, or colon.


Word cannot start the file converter (filename) because it is being used by another Word session.

To correct this error

1	Complete the first document conversion.

2	Open the second file.


Word cannot display this picture format.

To correct this error

>	Convert the graphic to a graphic created in a program that is compatible with Word.


The specified data type is unavailable.

To correct this error

>	Make sure the directory where you store the application is listed in your path.


Word cannot locate the server application for (name) objects. Install the server application with the Setup program.

You may have erased the application, moved it to another directory, or disconnected a link to the network in which it is stored.

To correct this error

>	Make sure you installed the application for the information you want to insert.


Word cannot obtain the data for the (application name) link.

You want to update this link, but it refers to data that either no longer exists or is damaged. You may have erased the file, moved it to another directory, or disconnected a connection to the network in which it is stored.

To correct this error

>	Do one of the following:

 -	Check the file or bookmark name or range.

 -	Check the source document for the link.


Word cannot change the function of the specified key.

You typed a key combination that is already assigned to a built-in Word command.

To correct this error

>	Type another key combination.


The key name is not valid.

To correct this error

>	Type another key name.


The spelling checker is in use.

To correct this error

>	When Word completes the spelling check in the first Word session, return to this document, and then try again.


The link does not exist.

To correct this error

>	Retype the reference correctly.


You cannot save while the file is in use by another process. Try saving the file with a new name.

To correct this error

1	From the File menu, choose Save As (ALT, F, A)

2	In the File Name box, type a new name.


You cannot modify a specified link.

You tried to modify a link that is in the result section of a field. Word cannot do this.


Word cannot save this file because it is already open elsewhere.

To correct this error

>	Do one of the following:

 -	Save the document with a new name or in a different location.

 -	Find out who has the file open and ask them to copy the file and save it with a different name.


Word cannot open this file because it is being updated by another process.

To correct this error

>	Wait for the first user to finish the operation, and then try again to open the file.


Word cannot create the (name) object.

You may need more memory or have a problem with the application with which you created the information.

To correct this error

 -	Increase memory, and then try again.


Word cannot use the AUTOSAVE-PATH specified in the WIN.INI file because it is not valid.

To correct this error

>	See Customizing startup options (editing the WIN.INI file). For more information on modifying the WIN.INI file, see your Windows documentation.


You cannot change printer orientation with the current printer installed.

The printer you installed does not support both portrait and horizontal page orientation. To find out which page orientations your printer supports, see your printer documentation.

To change printers

>	From the File menu, choose Print Setup (ALT, F, R).

To change page orientation

1	From the Format menu, choose Page Setup (ALT, T, U).

2	Select the Size And Orientation option button.

3	Under Orientation, select either the Portrait or Landscape option button.

4	Choose the OK button.


Line spacing must be at least (measurement).

To correct this error

>	Type a measurement that is greater than 0.01 inch.


Word cannot create the custom dictionary (filename).

To correct this problem

>	Make sure the location of the dictionary has a valid path.


Word cannot open a custom dictionary (filename).

Either you tried to open a custom dictionary for a read-only document or another application is using the custom dictionary file.

To correct this error

>	Do one of the following:

 -	Remove the read-only status from the document.

 -	Wait until the other application has completed its use of the custom dictionary you want to use.


Word cannot edit the (object name).

You cannot edit this data in your Word document until the other application is available -- for example, any dialog boxes in the other application are closed.

To correct this error

>	Do the following:

 -	Switch to the other application to make sure it is available.

 -	Close dialog boxes in the other application.

 -	Return to Word and try again to edit the data created with the other application.


Word cannot recognize this language.

The language you want is not the name of a language that either was installed with Word or is listed in the WIN.INI file.

To correct this error

1	From the Format menu, choose Language (ALT, T, L).

2	In the Mark Selected Text As box, check the list of available languages.


The object (name) is locked for editing.

The embedded object or link that is being deleted, moved, or changed is being used by the source application. The server has not released the object since its last use and the user cannot edit it in Word.

To correct this error

>	Switch to the other application, edit the information in the source file, and then close it. Word will then update the information in your document.


No text or formatting is in the Find box.

You wrote a macro that uses a Find statement. When the macro called Find, it found no text or formatting in the Find What box.

To correct this error

>	Edit your macro so that it inserts text, formatting, or special characters in the Find What box.


The custom dictionary is full. The word was not added.

To correct this error

>	Create a new custom dictionary.


The custom dictionary (filename) is too large. Try dividing it in half.

To correct this error

1	Divide the custom dictionary into two text-only files.

2	From the Tools menu, choose Options (ALT, O, O).

3	In the Category box, select Spelling.

4	Under Custom Dictionaries, choose the Add button.

5	Type the filename of the second custom dictionary file.

6	Choose the OK button.

7	To close the Options dialog box, choose the OK button.


A spelling error occurred. Word is ending the current session.

Word ended the current spelling check, because there is a problem with the disk where the spelling checking file is stored.

To correct this error

 -	Check the disk where the spelling proofing tool is stored.


The custom dictionary (filename) is not available.

To correct this error

1	From the Tools menu, choose Options (ALT, O, O).

2	In the Category box, choose Spelling.

3	In the Custom Dictionaries box, select each dictionary you want to use to check spelling.

4	To add a new custom dictionary, choose the Add button.

5	Type the name of the file you want to use as a custom dictionary.

6	To open the file as a custom dictionary, choose the OK button.

7	To close the Options dialog box, choose the OK button.


The number in the Position box must be positive.

To correct this error

>	Type a positive number.


This file was not recognized by the specified graphics filter.

To correct this error

>	Do one or more of the following:

 -	Create the graphic in an application that is compatible with Word.

 -	Install graphics filters.


The graphics file is too large to be converted.

To correct this error

>	Do one of the following:

 -	Create the graphic as smaller individual files.

 -	Install graphics filters.


This graphics file may be damaged and cannot be converted.

To correct this error

>	Do one or both of the following:

 -	Check to see if the file is damaged, and then either create the graphic or try again to open it in Word.

 -	Install graphics filters.


The graphics filter was unable to convert this file.

To correct this error

>	Do one of the following:

 -	Re-create the graphic.

 -	Increase memory, and then try to convert again.

 -	Install graphics filters.


Word cannot start the graphics filter.

To correct this error

>	Do one or both of the following:

 -	Check to make sure the graphics filter is installed in the WIN.INI file.

 -	Install graphics filters.


The Grammar checker is in use.

You cannot use the grammar checker because either you are checking grammar in another application or you ended your Word session before it completed checking grammar.

To correct this error

>	Do one of the following:

 -	Close the other application.

 -	Restart Windows.


Word cannot start the Grammar checker.

To correct this error

>	Do one of the following:

 -	Install the grammar checker.

 -	Increase memory, and then try again.


Word cannot read this file. Graphics filters must be installed in the WIN.INI.

To correct this error

>	Install graphics filters.


Word does not recognize the object (name).

The information you tried to insert in Word was not created with an application that supports object embedding in Word. You must use another application to create the information.

To correct this error

>	To re-create the information you want to insert, select one of the applications listed in the Object Type box in the Object dialog box (Insert menu).


The custom dictionary (filename) is not available to be updated. Some additions to it may be lost.

To correct this error

>	Do one or more of the following:

 -	Make sure the custom dictionary exists.

 -	Remove the read-only status from the custom dictionary.


There is not enough memory to display the Toolbar.

To correct this condition

>	Increase memory, and then try again.


When replacing a [space] on the Toolbar, you must select both an icon and a macro or command.

For more information, see Customizing the Toolbar.


That setting does not exist or cannot be deleted.

To correct this error

>	Do one or more of the following:

 -	Type the setting again in the Setting box, a WIN.INI option in the Options dialog box (Tools menu).

 -	Select one of the settings in the Startup Options box, a WIN.INI option in the Options dialog box (Tools menu).

 -	Check the list of settings in the WIN.INI file.

 -	Make sure the WIN.INI file is closed before you attempt to change it from within Word.


This document could not be registered.

Word "registers" documents so that they can be inserted as Word objects in your document. An error has occurred and Word could not register this document.

To correct this error

1	Close your document.

2	Increase memory.

3	To open the document again, choose Open from the File menu (ALT, F, O).

Note: If this message reappears, quit Word by choosing Exit from the File menu (ALT, F, X) and then start Word again.


The list of paths is full. Remove some of the existing paths before trying to add a new path.

Word either does not have enough memory to search the path list in the Edit Path dialog box or the path list contains more than 200 paths, the maximum number allowed in Word.

To correct this error

1	In the Search Path box in the Edit Path dialog box, delete one or more of the existing paths.

2	In the Path box, try again to add the paths you want.


Word cannot save the document while the backup file is open. Clear the backup option or save the document with a new name.

To save and create a backup copy of this document

1	Close the backup file.

2	From the File menu, choose Save (ALT, F, S).

To clear the Always Create Backup Copy check box

1	From the File menu, choose Save As (ALT, F, A).

2	Choose the Options button.

3	Under Save Options, clear the Always Create Backup Copy check box.

4	Choose the OK button.

5	To save the file, choose the OK button.


The page size of section (nn) is different from the printer page size. To print correctly with the current printer, either change the printer paper size in File Print Setup, or change the document page size in Format Page Setup.

To coordinate the document and printer settings before printing

1	Choose the OK button.

2	To make adjustments to print correctly with the current printer, do the following:

 -	To change the printer paper size, choose Print Setup from the File menu (ALT, F, R), choose the Setup button, and make the changes you want.

 -	To change the document paper size, choose Page Setup from the Format menu (ALT, T, U), select the Size And Orientation option button, and make the changes you want.

3	From the File menu, choose Print (ALT, F, P) or Print Merge (ALT, F, M).


The margins of section (nn) are set outside the printable area of the page.

To correct this error

>	Do one of the following:

 -	Choose the OK button to return to your document, choose Page Setup from the Format menu (ALT, T, U), select the Margins option button, and then make the page margin changes you want.

 -	Make sure the template you are using is compatible with your printer.


Word does not have enough memory for the large Clipboard. Do you want to discard it?

To discard the contents of the Clipboard and increase memory

>	Choose the OK button.

To save the contents of the Clipboard

1	Display the application Control menu (ALT+SPACEBAR).

2	From the application Control menu, choose Run or press U.

2	Choose the OK button.

3	From the Clipboard File menu, choose Save As (ALT, F, A).

4	In the Filename box, type a filename.

5	Choose the OK button.

6	From the Clipboard File menu, choose Exit (ALT, F, X).


The page size of sections (nn) are different from the printer page size. The page size options you select in the Format Page Setup and File Print Setup dialog boxes must match. Do you want to continue printing?

To coordinate the document and printer settings

1	Choose the OK button.

2	To make adjustments to print correctly with the current printer, do the following:

 -	To change the printer paper size, choose Print Setup from the File menu (ALT, F, R), press the Setup button, and then make the changes you want.

 -	To change the document paper size, choose Page Setup from the Format menu (ALT, T, U), select the Size And Orientation option button, and make the changes you want.


The page size of sections (nn) are different from the printer page size. To print correctly with the current printer, either change the printer paper size in File Print Setup, or change the document page size in Format Page Setup.

To coordinate the document and printer settings

1	Choose the OK button.

2	To make adjustments to print correctly with the current printer, do the following:

 -	To change the printer paper size, choose Print Setup from the File menu (ALT, F, R), press the Setup button, and then make the changes you want.

 -	To change the document paper size, choose Page Setup from the Format menu (ALT, T, U), select the Size And Orientation option button, and make the changes you want.


The margins of sections (nn) are set outside the printable area of the page. Do you want to continue printing?

To correct this error

>	Do one of the following:

 -	Choose the OK button to return to your document, choose Page Setup from the Format menu (ALT, T, U), select the Margins option button, and then make the page margin changes you want.

 -	Make sure the template you are using is compatible with your printer.


The margins of sections (nn) are set outside the printable area of the page.

To correct this error

>	Do one of the following:

 -	Choose the OK button to return to your document, choose Page Setup from the Format menu (ALT, T, U), select the Margins option button, and then make the page margin changes you want.

 -	Make sure the template you are using is compatible with your printer.


Please provide a user name.

Type the name you want Word to use in your documents. Word adds this name to the summary information of documents you create and for your return address on envelopes.


Are you sure you want to cancel the selected links?

To cancel the links

>	Choose the Yes button.


(Filename) is being used by (filename). Do you want to make a copy?

Another user is using this file. You can open a copy of the file, but you cannot save changes to it unless the first user closes the original file, or you save your copy with a new name.

To correct this condition

>	Do one of the following:

 -	To open a copy of the file, choose the OK button.

 -	If you do not want to open a copy of the file, choose the Cancel button, and then try to open it again later.


The dictionary name or path is not valid.

To correct this error

1	Choose the OK button.

2	Check the name and location of the custom dictionary you want to add.

3	Type the name again.

4	Choose the OK button.


The password confirmation does not match.

To correct this error

>	Type the correct password, and then choose the OK button.


Autosave is postponed for (filename).

Word cannot automatically save your document because you made a large number of changes. You must perform a normal save to save any changes.

To correct this error

>	Choose the OK button, and then choose Save from the File menu (ALT, F, S).


The file (filename) already exists. Do you want to use it as a custom dictionary?

You tried to add a new custom dictionary but typed the name of an existing file.

To add the existing file as a custom dictionary

>	Choose the Yes button.


The file (filename) is in use.

Another user is working with the dictionary you want to open.

To correct this error

>	Choose the OK button, and then try to open the dictionary later.


The file (filename) is a text document. Do you want to overwrite it with (file format)?

You tried to save a file that is currently formatted as text of a different file format.

To save the text file with a new file format

>	Choose the Yes button.

To revise the instructions to save the file

>	Choose the No button.

To cancel saving the file

>	Choose the Cancel button.


The Change To box contains a word that is not found in the main or custom dictionaries. Do you want to use this word and continue the operation?

To change the word to the spelling in the Change To box

>	Choose the Yes button.


You have changed the default page size or page orientation of the current printer. Please note that these default settings do not apply to Word documents. To control these settings in Word, choose Page Setup on the Format menu.

You can install printers and change printer settings with the Print Setup command. Any adjustments you make to printer settings with the Print Setup command affect all documents you print on that printer.

To continue changing printer settings for all documents

>	Choose the OK button.

To change paper source, paper size, and orientation for individual documents

1	Choose the OK button.

2	To close the Print Setup dialog box, choose the Cancel button .

3	From the Format menu, choose Page Setup (ALT, T, U).

4	Select the Size And Orientation or Paper Source option button.

5	Type any new measurements you want for paper size, orientation, or paper source.

For more information, see Page Setup command.


Word cannot read this command from a previous version of Word. Do you want to delete all key/menu assignments and macros?

The template from the previous version of Word contains keyboard or menu assignments to one of the few commands that has been removed in the current version of Word: EditTable, ViewFullMenus, ViewShortMenus, and FormatStylesPosition.

To delete all keyboard and menu assignments from the old Word version template

>	Choose the Yes button.

To retain the keyboard and menu assignments for commands that did not exist in the previous version of Word

>	Choose the No button.


Word did not completely convert the macros. Please check the individual macros.

To correct this error

1	From the Tools menu, choose Macro (ALT, O, M).

2	Choose the Edit button.

3	Check the contents of each macro.


There is not enough memory to display the ribbon.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to create the hand annotation.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to run the hyphenator.

To correct this condition

>	Increase memory, and then try again.


Word cannot start the hyphenator.

To hyphenate your document, you must install proofing tools when you install Word.

To correct this error

>	Install the hyphenation tools.


Make the list separator and the decimal separator different before calculating.

You must use a different character for the list separator than you use for a decimal separator -- for example, if you use a period (.) for a decimal separator, you must use another character, such as a hyphen (-), for a list separator.

To correct this error

>	Change the list separator or decimal separator before calculating.


The thesaurus is in use.

Another user is working with the thesaurus file you want to open.

To correct this error

>	Choose the OK button, and then try to open the thesaurus later.


The password is incorrect. Word cannot open the document.

To correct this error

1	Choose the OK button.

2	In the Password box, type the correct password.

3	Choose the OK button.


Word cannot make the current document into both a print merge main document and a data document.

You chose the active document to make a data file or header file, but Word assumes you also want to use the open document as your main document when you merge.

To correct this error

>	Create another document to use as the data file.


The disk drive is not valid.

To correct this error

>	Choose the OK button, and then type or select the correct drive letter in the path.


The path is not valid.

To correct this error

>	Choose the OK button, and then type or select a different path.


The disk is full.

To correct this error

>	Do one of the following:

 -	Try saving the document to another disk.

 -	Switch to any unneeded document windows, choose Close from the File menu (ALT, F, C) to close them, and then try to copy the file again.


There is not enough memory to display the Print Merge Helper.

To correct this condition

>	Increase memory, and then try again.


This action will not change the default page number format. To change the default page number format for this section, use Insert Page Number and choose the Format button.

To change the default page number format

1	If your document has multiple sections, position the insertion point in the section for which you want to change the page number format.

2	From the Insert menu, choose Page Numbers (ALT, I, U).

Note: If you number pages with the Page Numbers command, Word does not print a page number on the first page.

3	Choose the Format button.

4	In the Number Format box, select the format you want to use for page numbers.

5	Choose the OK button.

6	In the Page Numbers dialog box, choose the OK button.


The disk search failed. Word has restored the previous search path.

To correct this error

>	Correct the search path, and then try the search again.


The setting could not be created.

You cannot adjust settings in the WIN.INI file while the WIN.INI file is open or when Word does not have enough available memory.

To correct this error

>	Do one of the following:

 -	1	Close the WIN.INI file.

2	From the Tools menu, choose Options (ALT, O, O).

3	In the Category box, select WIN.INI.

4	Adjust any settings you want to change.

5	To close the Options dialog box, click the close box or press the ESC key.

 -	Increase memory.


Word cannot find the (file type) (filename) for (item).

To correct this error

>	Do one or more of the following:

 -	Make sure you store the proofing tools you want in either the same directory in which WINWORD.EXE is stored or in the directory specified in the TOOLS-PATH line of the WIN.INI file.

 -	Store custom dictionaries in either the same directory in which WINWORD.EXE is stored, in the directory specified in the TOOLS-PATH line of the WIN.INI file, or in the WINDOWS/MSAPPS/PROOF directory.

 -	Install the proofing tools you want.


The style name contains a character that is not valid.

To correct this error

1	Choose the OK button.

2	Type a style name that does not contain a backslash ( \ ) or brace ( {  } ).


Word cannot create the specified destination file.

The file is either read-only, the disk is full, too many files are open, or the filename is not valid.

To correct this error

>	Do one of the following:

 -	Make sure there is enough disk space in the location to which you want to copy the file.

 -	Make sure you typed the name correctly; if necessary, type the filename again.

 -	Remove the read-only status from the file to which you want to copy.


The style name is too long. The maximum number of characters allowed is 24.

To correct this error

1	Choose the OK button.

2	Type a style name that is no longer than 24 characters.


Do you want all new documents based on the (filename) template to be affected by this change?

When you change margin settings, paper size, or page orientation and choose the Use As Default button, you must confirm that you want all documents based on this template to reflect the new settings.

To change the default settings for the current template

>	Choose the Yes button.

To change settings only for the active document

>	Choose the No button.


No print merge errors have been found in (filename).

To continue the print merge process

>	Choose the OK button.


Do you want to change the (formatting) for the Normal style to (name)? This change will affect all new documents based on the (filename) template.

You selected formatting options for text and then chose the Use As Default button, which changes formatting in the Word Normal style. You must confirm that you want all documents you create that are based on the current template to reflect this change to the Normal style.

To incorporate formatting changes in the Normal style for the current template

>	Choose the Yes button.


Are you sure you want to replace the current selection?

To replace the selection

>	Choose the Yes button.


The Undo command will reverse changes in the main document only. Do you want to continue?

To cancel changes in the main document

>	Choose the Yes button.


Do you want to replace the destination files with files of the same names?

You tried to create new destination files, but files already exist with the same names as those you typed.

To replace existing files

>	Choose the Yes or OK button.


Word cannot copy a file to itself. (Filename).

To correct this error

>	Type a new filename or path.


The filename is too long. (filename).

To correct this error

>	Type a valid filename with no more than eight characters, a period (.), followed by an extension with up to three characters.


There are more fields in record (name) than merge fields in the header record. Do you want to continue with the Print Merge?

The number of print merge fields in this record does not match the number of fields in the header record of your data file or header file. The header record is the first record in your data file or header file.

To continue with the print merge process

>	Choose the Yes button.


Word cannot create the print merge document.

To correct this error

>	Increase memory, and then try again.


There are fewer fields in record (name) than merge fields in the header record. Do you want to continue with the Print Merge?

There are fewer print merge fields in the specified data record than there are field names defined in the header record of your data file or header file. The header record is the first record in your data file or header file.

To continue with the print merge process

>	Choose the Yes button.


Do you want to replace the existing bullets with numbers?

To replace bullets with numbers

>	Choose the Yes button.


Do you want to replace the existing numbers with bullets?

To replace numbers with bullets

>	Choose the Yes button.


Do you want to remove the bullets as well?

To remove bullets from the selection

>	Choose the Yes button.


Do you want to remove the numbers as well?

To remove numbers from the selection

>	Choose the Yes button.


You are inserting a frame in normal view. Switch to page layout view to see, resize, or reposition the frame. Do you want to switch to page layout view now?

To insert the frame and switch to page layout view

>	Choose the Yes button.


Are you sure you want to reset the key assignments? This action will remove all keys currently assigned to macros and styles in (filename).

If the global template, NORMAL.DOT, is active, you restore the original Word key assignments. If a template other than NORMAL.DOT is active, Word restores the key assignments to those of NORMAL.DOT.

To reset key assignments

>	Choose the Yes button.


Do you want to save the new return address as the default mailing address?

To save the new return address as the default

>	Choose the Yes button.


Do you want to continue checking at the beginning of the (filename)?

To continue checking spelling from the beginning of the area

>	Choose the Yes button.


Merging will replace the styles in (filename) with new styles of the same name. Do you want to replace the styles?

When you merge styles in your document, new styles replace existing styles when they have the same name.

To replace existing styles with new styles

>	Choose the Yes button.


Do you want to update (filename)?

You made changes in a Word document that is either an embedded object  in another Word document, or contains an OLE object link .

To save changes in the document and send the updated information to the application in which the document is embedded

>	Choose the Yes button.


Word found locked fields during the update. Word cannot update locked fields.

To update locked fields

1	Select the locked field.

2	Unlock the field, and then update the fields again.

For more information, see Fields.


(Word) is spelled correctly. Do you want to continue checking the remainder of the (area)?

To continue checking spelling

>	Choose the Yes button.


Word cannot copy a file to (filename) because it is already open.

To copy one file

>	Choose the OK button, close the file, and then try to copy again.


Do you want to update the embedded objects in (filename) before saving it?

This document has embedded objects for which the source applications are still active. These objects may have been changed in their source applications. You must confirm that you want to retrieve the current object information from the source applications before you can save your Word document.

To update Word with the current data for these objects before you save your Word document

>	Choose the Yes button.


Word cannot open (filename) because it was created with an unrecognized version of Word. Do you want to open this document as plain text?

To open the document as a text-only file

>	Choose the OK button.

To save the document in Word 2.0 format from within the later version of Word

1	From the File menu, choose Exit (ALT, F, X).

2	Start the more recent release version of Word.

3	Open the document.

4	Save the document in Word 2.0 format.


Error! No filename specified in document reference on page (nn).

To correct this error

 -	Type a filename in the Referenced Document field on the page number displayed.


Error! Cannot repaginate; no printer installed.

For installation procedures, see your Windows documentation.


Error! Unknown Clipboard format.

You tried to insert the contents of the Clipboard in your Word document, but Word does not recognize the format of the text or graphics.

To correct this error

>	Make sure you create the text or graphics you want to insert in a compatible application, and then cut or copy the text or graphics to the Clipboard again.


Error! Not a valid embedded object.

The information you tried to insert in Word was not created with an application that supports object embedding in Word.

To correct this error

>	Use another application to create the information. For appropriate applications, see the Object Type box in the Object dialog box (Insert menu).


Error! Not a valid link.

You tried to change, update, or insert a link that does not exist.

To correct this error

>	Do the following:

 -	To view field codes in your document, choose Fields Codes from the View menu (ALT, F, C).

 -	Make sure the LINK field information is typed correctly. See Creating links.


Error! Objects cannot be created from editing field codes.

To create a new object

>	From the Insert menu, choose Object (ALT, I, O).


Error! Not a valid filename.

To correct this error

>	Do one or more of the following:

 -	Type a correct filename. The filename can contain up to eight characters, a period (.), and an extension of up to three characters -- for example, FILENAME.DOC

 -	Check for characters that are not valid in the filename, such as a space, comma, or colon.


Word cannot start WordPerfect Help.

You tried to start WordPerfect Help, but Word cannot locate these files.


This file is empty or does not contain a graphic image.

To correct this error

1	Create the graphic again.

2	From the Insert menu, choose Picture (ALT, I, P).


Word cannot find the (type of file) (filename).

To correct this error

>	Do one of the following:

 -	Make sure you store the proofing tools you want in either the same directory in which WINWORD.EXE is stored or in the directory specified in the TOOLS-PATH line of the WIN.INI file.

 -	Store custom dictionaries in either the same directory in which WINWORD.EXE is stored, in the directory specified in the TOOLS-PATH line of the WIN.INI file, or in the WINDOWS/MSAPPS/PROOF directory.

For more information, see Customizing startup options (editing the WIN.INI file).


The directory is not valid.

To correct this error

>	Do one of the following:

 -	Make sure the specified directory exists.

 -	Make sure you typed the correct directory name; if not, type the name again.

 -	If you want to make a copy of a document and use the same name for the copy, you must store it in a different directory than the original document.


Do you want to continue hyphenation from the beginning of the (area)?

To continue hyphenation

>	Choose the Yes button.


A grammar error occurred. Word is ending the current session.

A problem occurred with the grammar checking files.

To correct this error

>	Do one or more of the following:

 -	Check the disk in which the grammar proofing tool is stored.

 -	Install the grammar checking tools.


You cannot edit the result of a link or embedded object.

Word does not allow you to edit the result of an EMBED, LINK, DDE, or DDEAUTO  field.

To correct this problem

>	Do one of the following:

 -	To edit an object, use the EditObject command in your macro or choose Object from the Edit menu (ALT, E, B).

 -	To edit the result of a link, choose Links from the Edit menu (ALT, E, L). See Editing linked information in the source document.


Word cannot convert graphics files because no printer has been selected in File Print Setup.

To install a printer

1	From the File menu, choose Print Setup (ALT, F, R).

2	Try again to insert the graphic.


Word is unable to save (format) files. The converter for this format is only capable of opening files.

To correct this error

>	Do one of the following:

 -	Use the original application to make changes to the file.

 -	Save the file in a different format.


Word cannot use the DOT-PATH specified in the WIN.INI file because it is not valid.

Word ignores the incorrect information and uses the directory containing the Word program file.

To correct this error

>	Do one or more of the following:

 -	Check the DOT-PATH= line in the WIN.INI file, and correct any typing errors. See Customizing startup options (editing the WIN.INI file).

 -	Make sure the disk containing the WINWORD.INI file is in the correct disk drive.

 -	Make sure the disk drive is connected -- for example, by means of a network.

 -	Make sure the directory exists. If the directory does not exist, create one.


Word cannot update fields in this selection.

To correct this error

1	Clear the block selection.

2	Select the text again, without selecting it as a column.

3	Try again to update the fields.


It will not be possible to send PRINT field data to the printer with the currently installed printer driver. Do you want to continue printing?

To print without printing PRINT field information

>	Choose the Yes button.

For more information, see your Windows documentation or open PRINTERS.DOC to read more information about using printers in Word.


To continue setting up this print merge, you must save the current (type of) file. If you do not save the (type of) file now, you will lose all of the work done in the Print Merge Helper. Do you want to save the (type of) file?

To save the file

>	Choose the Yes button.


Word cannot create the (type of) file because no field names were specified.

To correct this error

>	Edit your macro so that it includes the print merge field names you want to create.

Note: A MERGE field name must begin with a letter and can contain only letters, numbers, and underscore characters, up to a maximum of 31 characters.


Word cannot create the (type of) file because no filename was specified.

To correct this error

>	Edit your macro so that it includes the filename you want to create.


The maximum number of fields allowed is 31.

To correct this error

>	Do one of the following:

 -	Insert no more than 31 merge fields.

 -	Tables are limited to 31 columns. Convert the table to text and separate the columns with commas or tab characters, and then add the additional fields. See Converting a table to text.


Word cannot write to the WIN.INI file.

To correct this error

>	Do one of the following:

 -	Check to see if the WIN.INI file is already open.

 -	If another application is editing the WIN.INI file, wait until the file is closed, and then try again.

 -	If the disk is full, move the file to a disk with space available for the WIN.INI file.


The destination document did not accept the update.

To correct this error

>	Do one of the following:

 -	Switch to the other application to make sure it is still active.

 -	Increase memory.


The password is incorrect. Word cannot overwrite the document.

To correct this error

1	From the File menu, choose Save As (ALT, F, A) and when the Password box appears, type the correct password.

2	Save the document with a new name.


The hyphenator is in use.

To correct this error

>	Wait until Word finishes the first hyphenation, and then choose Hyphenation from the Tools menu (ALT, O, H) again.


Graphics files can be inserted using the Picture option from the Insert menu.

You tried to open a graphics file with the Find File command, but you cannot open a picture in Word, you must insert it.

To correct this error

>	From the Insert menu, choose Picture to insert the graphic in a Word document (ALT, I, P).


This filename is not valid or it contains a path.

To correct this error

>	Type a correct filename, without the path. The filename can contain up to eight characters and an extension of up to three characters -- for example, FILENAME.DOC


The file viewer could not be initialized.

Word needs more memory to display the contents of files in the Find File dialog box.

To display the contents of files in the Find File dialog box

1	Increase memory.

2	From the File menu, choose Find File (ALT, F, F).

3	Choose the Options button.

4	Under List File Names With, select the Content option button.


Word is waiting for the server to release (filename).

You cannot insert this data into your Word document until the other application is available -- for example, any dialog boxes in the other application are closed.

To correct this error

>	Do the following:

 -	Switch to the other application to make sure it is available.

 -	Close dialog boxes in the other application.


Word cannot undo this action. Do you want to continue?

To continue the operation

>	Choose the Yes button.


Word was unable to locate the data file (filename).

To correct this error

>	Do one of the following:

 -	Attach or create another data file.

 -	Wait until the data file is available.

Note: You cannot save an open header or data file as a document template.


You cannot print a graphics file using the Find File command.

You tried to print a graphics file, but Word cannot print a graphic unless it is inserted into a Word document.

To insert the graphic into a Word document

>	From the Insert menu, choose Picture (ALT, I, P).


Word converted the macros in this template so that they are compatible with version 2.0. Before saving the template, would you like to save a backup copy of the original template called (filename)?

The template you are saving was created with a previous version of Word for Windows. When you opened it, Word converted the macros to work in Word for Windows version 2.0. You must confirm that you want to retain a copy of this template for previous versions of Word.

To save a backup copy of the original template without the converted macros

>	Choose the Yes button.


You cannot attach a document template as a data or header file.

You tried to use a template (*.DOT file) as a data file or header file, an action that Word does not allow.

To correct this error

>	Select a file that does not have a *.DOT extension and that is not a template.


A hyphenation error occurred. Word is ending the current session.

Word stopped using the hyphenation tool because a problem exists with the disk where it stores either the hyphenation file or your document.

To correct this error

>	Do one or both of the following:

 -	Check the disks where the hyphenation tool and your document are stored.

 -	Install the hyphenation tool.


A thesaurus error occurred. Word is ending the current session.

Word stopped using the thesaurus because a problem exists with the disk where it stores either the thesaurus file or your document.

To correct this error

>	Do one or both of the following:

 -	Check the disks where the thesaurus tool and your document are stored.

 -	Install the thesaurus.


Word cannot use the DOC-PATH specified in the WIN.INI file because it is not valid.

To correct this error

>	Do one or more of the following:

 -	Check the DOC-PATH= line in the WIN.INI file and correct any typing errors. See Customizing startup options (editing the WIN.INI file).

 -	Make sure the disk containing the WINWORD.INI file is in the correct disk drive.

 -	Make sure the disk drive is connected -- for example, by means of a network.

 -	Make sure the directory exists. If the directory does not exist, create one.


Word cannot delete the old backup file because it is read-only or another user has it open.

To remove the read-only status from the previous copy of the backup file

 -	Choose Open from the File menu (ALT, F, O), clear the Read Only check box, and then close the file.

To always make a backup file

1	Wait until the first user closes the backup copy.

2	From the File menu, choose Save As (ALT, F, A).

3	Choose the Options button.

4	To create a new backup copy of the active file, select the Always Create Backup Copy check box.


Word cannot search for paragraph marks in Outline view.

To find formatting

>	See Searching for tabs, paragraph marks, and other special characters.


This style has a circular Based On list.

The style name in the Based On box is based on the style you want to change.

To correct this error

>	Type a style name in the Based On box that is not based on the current style.


The Word work file and memory are nearly full. Save your work.

To correct this condition

1	Save your work.

2	Close any unneeded windows.

3	Increase memory.

If this message reappears

1	Quit Word.

2	Check the SET TEMP= line in your CONFIG.SYS file to make sure the program directory and the directory for storing temporary files are not read-only.


No Help information is available.

To find information

>	For more information, choose the Search button or press the S key.


There is not enough memory to complete the operation.

To correct this condition

>	Increase memory, and then try again.


This session is too complex. Please close a window.

You made more text and formatting changes to multiple documents than Word can store in available memory.

To correct this error

1	Close any open windows in which you are not working.

2	Save your documents.

3	Increase memory.

Note: If you want Word to automatically remind you to save at regular intervals or when you make many changes, select the Automatic Save check box, a Save option in the Options dialog box (Tools menu).


This operation will remove the reference to the data and/or header file from (filename). If you continue, (filename) will become a normal Word document and will no longer be a print merge main document. Do you want to continue?

You tried to remove references to your data file and/or header file from your main document. You must confirm this action because Word cannot use this document as a main document for merging if you remove these references.

To remove references to a data file and/or header file

>	Choose the Yes button.

Word no longer considers this document a main document and will no longer display the print merge tool bar.

To retain the main document links to the current data file and/or header file

>	Choose the No button.

Note: You can switch data files and/or header files for a main document without removing attachments. See Attaching a data file and/or header file to the main document.


The graphics resolution of the currently selected printer is too high for Word to handle. Please select a different printer or a lower graphics resolution in File Print Setup.

Word cannot print with the graphics resolution of the printer you selected.

To correct this error

1	From the File menu, choose Print Setup (ALT, F, R).

2	Select a printer with a lower graphics resolution.

3	Choose the Setup button.

4	Under Graphics Resolution, select a lower graphics resolution, that is, fewer dots per inch.

5	Choose the OK button.

6	Choose the OK button again.


This document is a copy of a file that was being edited by another Word session. Changes may have been saved to the original file. Do you want to save the document using the original name and overwrite other possible changes?

To save your changes with the original filename

>	Choose the Yes button.

To save your copy of the document with a new name

1	Choose the No button.

2	From the File menu, choose Save As (ALT, F, A) .

3	In the File Name box, type a new name for the document.

To cancel saving your copy of the document

>	Choose the Cancel button.


Word for Windows is opening a Word for OS/2 document. (This document may be fully converted by saving it as a Word for Windows document from within Word for OS/2.)

You tried to open a Word for OS/2 document using Word for Windows.

To correct this error

1	From the File menu in Word for Windows, choose Exit (ALT, F, X).

2	Start Word for OS/2.

3	To open the Word for OS/2 document you want to work on in Word for Windows, choose Open from the File menu in Word for OS/2 (ALT, F, O).

4	From the File menu, choose Save As (ALT, F, A).

5	In the Save File Name box, type or select a filename, if necessary.

6	Choose the Options button.

7	In the File Format box, select Word For Windows Document.

8	Choose the OK button.

9	From the File menu in Word for OS/2, choose Exit (ALT, F, X).

10	Start Word for Windows.

11	To open the document, choose Open from the File menu (ALT, F, O).

12	Edit and save changes to the document as you normally would in Word for Windows.


The style sheet is full. The style of some paragraphs may become Normal.

When you tried to merge styles for a document, Word converted the styles of some paragraphs to Normal style because of the large number of styles.

To correct this error

>	Check the styles in the document and change the style in paragraphs you do not want to have the Normal style.


There is not enough memory to run the Grammar checker.

To correct this condition

>	Increase memory, and then try again.


There is not enough memory to update the Toolbar.

To correct this condition

>	Increase memory, and then try again.


Word cannot open the (file type) (filename) for (filename).

To correct this error

>	Do one or both of the following:

 -	Check the disk where the proofing tools are stored.

 -	Install the proofing tools.


The macro (name) in the template (template name) is too big and will be truncated. To completely convert the macro, edit it in Word for Windows 1.x and split it into two or more macros.

To correct this error

1	Open the template in Word for Windows version 1.x and split this large macro into two or more smaller macros.

2	Try to open the template in Word for Windows version 2.0.


Error! No link item specified.

You tried to link data from another application or another copy of Word to your document. The item you want to link is not specified in the LINK field in your document. The LINK field information follows this format:

{LINK classname topic item}

To correct this error

>	Do one of the following:

 -	Type the name of the item in the LINK field.

 -	Insert the link again.


The style (style name) already exists. Do you want to define new properties for it?

To change this style definition

>	Choose the Yes button.


The path cannot contain . or .. as path elements.

Word allows periods in filenames but does not allow them in paths.

To correct this error

>	Retype the correct path.


The main document has a header file attached to it, but it does not have a data file attached. You may either continue the merge by choosing OK, or Cancel the merge and attach a data file.

To continue the print merge using the header file

>	Choose the OK button.

Note: This results in the merge field names of the header record being merged to the main document.


The document is too large to save. Delete some text before saving.

To correct this condition

1	Select some text.

2	Choose Cut from the Edit menu (ALT, E, T) to move it to the Clipboard.

3	From the Edit menu, choose Paste (ALT, E, P) to paste deleted text from the Clipboard to another document.

4	Try to save again.

If you see this message again, you must repeat this process until the document is small enough to save.


Word cannot open the data file.

The graphics file you tried to open is not available.

To correct this error

>	Do one or both of the following:

 -	Check to see if the file is damaged, and then either create the graphic or try again to open it in Word.

 -	Install graphics filters.


Disk full. Free some disk space and recalculate this field.

To correct this error

1	Free disk space by deleting files you are not currently using.

2	To recalculate the field, press F9.


WordBasic error

The macro you were using has caused an error.

To correct this error

1	Make sure the WordBasic syntax is correct.

2	If the macro opens a file, make sure the file is available.

For more information, see "Using Macros" in the Microsoft Word User's Guide.


Keyboard and Mouse

Keyboard

Character formatting key combinations

Deleting and inserting text and graphics

Function keys

Outlining keys

Paragraph formatting key combinations

Selecting text or graphics in a table

Using the ruler with keys

Working and moving in a table

Working in fields with keys

Mouse

Mouse shortcuts


Deleting and inserting text and graphics

Word has numerous shortcut keys you can use to delete or insert text and graphics.

Deleting text and graphics

To	Press

Delete one word to the	CTRL+BACKSPACE

  left of the insertion point

Delete one word to the	CTRL+DEL

  right of the insertion point

Delete selected text and	CTRL+X or

  send it to the Clipboard	SHIFT+DEL

Reverse the last action	CTRL+Z

  (also known as "undo")

Cut text or graphics 	CTRL+F3

  to the Spike

Inserting text and graphics

Note: To switch between insert and overtype modes, press the INS key.

To 	Press

Copy text or graphics	CTRL+C

  to the Clipboard

Insert Clipboard contents	CTRL+V or SHIFT+INS

Insert a field	CTRL+F9

Insert Spike contents	CTRL+SHIFT+F3

Insert a glossary entry	Type the glossary name, and then press the F3 key


Character formatting key combinations

Key combinations can be the fastest way to apply or specify formatting or styles.

To	Press

Change font (positions	CTRL+F

  the insertion point in the

  Font box on the ribbon).

  Note: To display the

  Character dialog box,

  press CTRL+F a second

  time.

Change point size	CTRL+P

  (positions the insertion

  point in the Points box on

  the ribbon).

Increase point size (each	CTRL+F2

  time you press CTRL+F2,

  Word displays the next

  available size in the Points

  box).

Decrease point size (each	CTRL+SHIFT+F2

  time you press CTRL+SHIFT

  +F2, Word displays the

  previous size in the Points

  box).

Change the case of letters	SHIFT+F3

Remove character	CTRL+SPACEBAR

  formatting from the

  selected text.

  Note: You cannot use

  CTRL+SPACEBAR to

  remove character

  formatting applied with

  a style.

In some cases, you press the same key combinations to stop applying a format as you do to start applying it; this is also known as toggling. The following key combinations work this way.

To format	Press

All capital letters	CTRL+A

Bold	CTRL+B

Double underline	CTRL+D

Hidden text	CTRL+H

Italic	CTRL+I

Small capital letters	CTRL+K

Underline	CTRL+U

Underline a word	CTRL+W

Subscript (3 points	CTRL+EQUAL SIGN

  below the baseline)

Superscript (3 points 	CTRL+SHIFT+

  above the baseline)	EQUAL SIGN

Note: To format special characters, display them all by pressing CTRL+SHIFT+*.


Paragraph formatting key combinations

Key combinations can be the fastest way to apply or specify formatting or styles. To select a paragraph for formatting, you need not select the entire paragraph; just position the insertion point within the paragraph.

To	Press

Format single-spaced lines	CTRL+1

Format double-spaced lines	CTRL+2

Format one-and-one-half-	CTRL+5

  spaced lines

Add one line of space	CTRL+O

  before a paragraph	(the letter "O")

Delete space before	CTRL+0 (zero)

  a paragraph

Format a centered paragraph	CTRL+E

Format a justified paragraph	CTRL+J

Format a left-aligned paragraph	CTRL+L

Format a right-aligned paragraph	CTRL+R

Indent a paragraph from the	CTRL+N

  left margin by one tab stop

Reduce the left indent by 	CTRL+M

  one tab stop

Create a hanging indent	CTRL+T

  by one tab stop

Reduce a hanging indent by	CTRL+G

  one tab stop

Apply a style name	CTRL+S

  (positions the insertion point

  in the Style box on the ribbon).

  Note: To display the Style dialog

  box), press

  CTRL+S a second time.

Remove all paragraph	CTRL+Q

  formatting from selected

  text

  Note: This key combination

  cancels any formatting not

  defined by the style.

Apply the Normal style	ALT+SHIFT+5

on the numeric keypad with the NUM LOCK key off

Show automatic styles (in Styles	CTRL+Y

  dialog box)


Function keys

You can use the function keys on your keyboard to perform many tasks faster.

F1

To	Press

Get help on the selected	F1

  command, open dialog

  box, or a message

Go to the next field	ALT+F1

Get help on a command,	SHIFT+F1

  a region of the screen,

  or a key combination.

  Note: This key combination

  changes the insertion

  point into a question

  mark so you can click

  the area of the screen

  you want information on.

Go to the previous field	ALT+SHIFT+F1

F2

To	Press

Move the selection to the	F2

  next position you specify;

  if you make no selection,

  Word moves the next

  selection to the current

  position of the insertion

  point.

Choose Save As from the 	ALT+F2

  File menu

Increase the font to the	CTRL+F2

  next larger available size

Copy the selection to the	SHIFT+F2, move

  next position you specify;	the insertion

  if you make no selection,	point, and then

  Word copies the next	press the ENTER

  selection to the current	key.

  position of the insertion

  point

Choose Save from the 	ALT+SHIFT+F2

  File menu

Decrease the font to the	CTRL+SHIFT+F2

  previous available size

F3

To	Press

Insert the glossary you 	F3

  just specified

Cut text or graphics to the	CTRL+F3

  Spike

Change the case of letters	SHIFT+F3

Insert from and clear the	CTRL+SHIFT+F3

  Spike

F4

To	Press

Repeat the previous	F4

  command

Close the application	ALT+F4

  window

Close the active document	CTRL+F4

  window

Repeat the Find or Go To	SHIFT+F4

  command

F5

To	Press

Go to a position you specify	F5

Restore an application	ALT+F5

  window to its previous

  size

Restore a document	CTRL+F5

  window to its previous size

Go to a previous position	SHIFT+F5

Insert a bookmark you	CTRL+SHIFT+F5

  specify

F6

To	Press

Go to the next pane	F6

Go to the next document	ALT+F6 or

  window	CTRL+F6

Go to the previous pane	SHIFT+F6

Go to the previous	ALT+SHIFT+F6 or

  document window	CTRL+SHIFT+F6

F7

To	Press

Check the spelling of 	F7

   selected text

Move a document window	CTRL+F7, use the arrow keys, and then press the ENTER key

Update linked information	CTRL+SHIFT+F7

F8

To	Press

Extend mode/extend	F8

  selection

Size a document window	CTRL+F8

Shrink a selection	SHIFT+F8

Select column (or block)	CTRL+SHIFT+F8

   mode

F9

To	Press

Update field	F9

Reduce an application	ALT+F9

  window to an icon

Insert field characters	CTRL+F9

Switch between showing	SHIFT+F9

  field codes and results

Double-click a field	ALT+SHIFT+F9

  (simulates mouse action

  for GOTOBUTTON and

  MACROBUTTON fields)

Replace a field with its last	CTRL+SHIFT+F9

   result; unlink field

F10

To	Press

Make the menu bar active	F10

Enlarge the application	ALT+F10

  window to its maximum size

Enlarge the document 	CTRL+F10

  window to its maximum size

Make the annotation, outline,	SHIFT+F10

  header/footer, or macro

  button bar active

Make the ruler active	CTRL+SHIFT+F10

F11

To	Press

Go to the next field	F11

Lock a field	CTRL+F11

Go to the previous field	SHIFT+F11

Unlock a field	CTRL+SHIFT+F11

F12

To choose	Press

Save As from the 	F12

  File Menu

Open from the 	CTRL+F12

  File  Menu

Save from the 	SHIFT+F12

  File Menu

Print from the	CTRL+SHIFT+F12

  File Menu


Outlining Keys

You can use numerous key combinations while working in outline view.

To	Press

Promote a paragraph	ALT+SHIFT+

Demote a paragraph	ALT+SHIFT+

Demote to body text in 	ALT+SHIFT+5

  outline view	on the numeric keypad with the NUM LOCK key off

Move up selected	ALT+SHIFT+

  paragraphs

Move down selected	ALT+SHIFT+

  paragraphs

Show the first line of body 	ALT+SHIFT+F

  text or show all body text

Show heading level 1	ALT+SHIFT+1

Show up to heading level n.	ALT+SHIFT+n

  For example, to show up

  to heading level 5, press

  ALT+SHIFT+5.

Show up to heading level 9	ALT+SHIFT+9

Expand the	ALT+SHIFT+

  text under a heading	PLUS SIGN

Collapse the	ALT+SHIFT+

  text under a heading	MINUS SIGN

Show all text, or show all 	ALT+SHIFT+A

  headings if all text is

  already visible

Display all text	* on the

numeric keypad


Using the ruler with keys

In ruler mode, a black box called the ruler cursor appears in the bottom line of the ruler. You can use this ruler cursor with keys to set indents and tab stops and to scroll into the left margin.

To	Press

Make the ruler active	CTRL+SHIFT+F10

Move the ruler cursor	 or

  a small distance

Move the ruler cursor 	CTRL+

  a larger distance	or

CTRL+

Move the ruler cursor to 	SHIFT+

  the left of 0 (zero) on the

  ruler (negative scrolling)

Move the ruler cursor to 	HOME

  0 (zero) on the ruler

Move the ruler cursor to	END

  the right end of the column

Set the left indent for the	L

  selected paragraphs at

  the ruler cursor position

  (the first-line indent moves

  by the same amount)

Set the right indent for the	R

  selected paragraphs at

  the ruler cursor position

Set the first-line indent for	F

  the selected paragraphs

  at the ruler cursor position

Select left alignment for a	1

  subsequently set tab stop

Select center alignment	2

  for a subsequently set

  tab stop

Select right alignment for	3

  a subsequently set tab

  stop

Select decimal alignment	4

  for a subsequently set

  tab stop

Set a tab stop in the	INS

  selected paragraphs at

  the ruler cursor position

Delete all tab stops in	DEL

  selected paragraphs at

  the ruler cursor position

Apply the settings to the	ENTER

  selection and move the

  insertion point back into

  the document

Cancel the settings and	ESC

  move the insertion

  point back into the

  document


Working in fields with keys

You can use the following key combinations to work quickly in fields.

To	Press

Insert a DATE field	ALT+SHIFT+D

Insert a MERGE field	ALT+SHIFT+F

  (only in a main

  document)

Insert a PAGE field	ALT+SHIFT+P

Insert a TIME field	ALT+SHIFT+T

Update linked information	CTRL+SHIFT+F7

  in a source document

Update selected fields	F9

Insert a blank field	CTRL+F9

Switch between field codes	SHIFT+F9

  and field results

Double-click a field	ALT+SHIFT+F9

  (simulates mouse action

  for GOTOBUTTON and

  MACROBUTTON fields)

Replace a field with its	CTRL+SHIFT+F9

  last result

Go to the next field	F11

Lock a field to prevent	CTRL+F11

  updates

Go to the previous field	SHIFT+F11

Unlock a field	CTRL+SHIFT+F11


Mouse shortcuts

By clicking certain areas of a document window, you can use mouse shortcuts to perform many Word actions quickly -- for example, you can select blocks of text or open a dialog box or window.

To	Double-click

Open the Tabs	Any tab stop

  dialog box

Open the Paragraph	Anywhere on

  dialog box	the upper half of the ruler

Open the Go To	In the status area

  dialog box	(lower-left corner of the Word window)

Open the Options 	Anywhere on the

  dialog box	Toolbar but a button

Open the Section	Any section

  Layout dialog box	break

Open the footnote	The footnote

  pane at a	reference mark

  particular footnote

Open the Page Setup	The corners of the

  dialog box	page outside the margins in page layout view.

Open the Character	Anywhere on the

  dialog box	ribbon but a button or a box

Open the Print Merge	The print merge

  Setup dialog box	bar

Open the Symbol 	An inserted symbol

  dialog box

Open the Macro	Anywhere in the

  dialog box	macro editing bar but a button

Split the current window	The split box

  and show the current

  document in two

  panes

Maximize and restore	The title bar

  a window	of the window

Open the annotations	An annotation

  pane	mark in the document

Return to an	Any embedded

  application in which	object in a

  you created an	Word document --

  embedded object	for example, double-click a picture to return to Microsoft Draw


Parts of the Word Screen

The Word screen

Document Control menu

Header/footer bar

Macro editing bar

Maximize button

Menu bar

Minimize button

Outline bar

Print merge bar

Print preview bar

Restore button

Ribbon

Ruler

Scroll bars

Selection bar

Status bar

Style area

Text area

Title bar

Toolbar

Word Control menu


The Word screen

To learn about the Word screen, do one of the following:

 -	Press the TAB key to highlight the part of the Word screen you want information on, and then press the ENTER key.

 -	Click the part of the Word screen, below, that you want information on:


Word Control menu

Located at the left end of the title bar in an application window.

To display commands that control the size and position of an application window, click the application Control-menu box or press ALT+SPACEBAR.


Document Control menu

Located at the left end of the menu bar in a fully enlarged document window, or at the left end of the title bar in a document window that is not fully enlarged.

To display commands that control the size and position of the document window, click the document Control-menu box or press ALT+HYPHEN.


Title bar

Located along the top of a window and contains the name of the application and document.

To move the window, drag the title bar.

Note: You can also move dialog boxes by dragging their title bars.

A title bar may contain the following elements:

 -	Application Control-menu button

 -	Document Control-menu button

 -	Maximize button

 -	Minimize button

 -	Name of the application

 -	Name of the document

 -	Restore button


Menu bar

Located below the title bar, along the top of the application window, and contains all Word commands.

To view all the commands in a menu, do one of the following:

 -	Click the menu name.

 -	Press ALT+n, where n is the underlined letter in the menu name. For example, press ALT+F to open the File menu.


Minimize button

Located at the right end of the title bar in an application window.

Clicking the Minimize button is the same as choosing Minimize from the application Control menu: The application window shrinks to an icon.


Maximize button

Located at the right end of the title bar in application and document windows that are not fully enlarged.

When you click the maximize button, the following occurs:

 -	The application window enlarges to fill the screen.

 -	A document window enlarges to fill the Word window.

Note: Maximized windows have no borders.


Restore button

Located at the right end of the title bar in a maximized application window.

Clicking the Restore button is the same as choosing Restore from the application Control menu: The application window returns to its previous size.


Toolbar

Displayed across the top of the application window, below the menu bar and above the ribbon, to give quick mouse access to many tools used in Word.

To hide or display the Toolbar, choose Toolbar from the View menu (ALT, V, T).

Click	To

Open a new document based on the Normal template.

Open an existing document or template. Word displays the Open dialog box in which you can locate and open the file you want.

Save the active document or template with its current name. If you have not named the document, Word displays the Save As dialog box.

Remove selected text and graphics from the document and store them on the Clipboard.

Copy selected text and graphics and store them on the Clipboard.

Insert the Clipboard contents at the insertion point.

Reverse the last editing or formatting action.

Note: You cannot undo some actions.

Number selected paragraphs.

Place a bullet in front of each selected paragraph

Move selected paragraphs to the left, to the previous tab stop.

Move selected paragraphs to the right, to the next tab stop.

Insert a table. To select the number of rows and columns you want, drag the mouse over the sample table, which expands as you drag the mouse.

Format the active section of your document with one or more columns. To select the number of columns you want, drag the mouse over the columns, which expand as you drag the mouse.

Place a frame around selected text, tables, or graphics, or insert an empty frame, if you have no selection.

Start the Microsoft Draw program.

Start the Microsoft Graph program.

Help create an envelope that prints with the active document.

Check the spelling of the entire document, or check the spelling of a selection if you have selected text.

Print all pages of the active document.

Display the document in page layout view, reduced to show an entire page on the screen.

Display the document at full size in normal view.

Display the full width of a page.

__________

See also

Customizing the Toolbar


Ribbon

Displayed across the  top of the application window to give you quick access so you can apply character and paragraph formatting.

To hide or display the ribbon, choose Ribbon from the View menu (ALT, V, B).

Box/Keys	Action

Type or select the style

(CTRL+S)	you want to apply.

Type or select the font

(CTRL+F)	you want to apply.

Type or select the point size

(CTRL+P)	you want to apply.

Button/Keys	Action

Selects and clears bold formatting.

(CTRL+B)

Selects and clears italic formatting.

(CTRL+I)

Selects and clears continuous

(CTRL+U)	underlining.

Aligns a selected paragraph

(CTRL+L)	at the left indent.

Centers a selected paragraph

(CTRL+E)	between indents.

Aligns a selected paragraph

(CTRL+R)	at the right indent.

Expands spaces in lines to

(CTRL+J)	align a selected paragraph at both

the left and right indents.

Sets a left-aligned tab.

Sets a centered tab.

Sets a right-aligned tab.

Sets a decimal tab.

For information on adding tabs to your document, see Setting tab stops with the ribbon and ruler.

Displays and hides special characters.


Ruler

Displayed across the top of the document window to give you quick mouse access so you can change paragraph indents, adjust margins, change the width of newspaper-style columns, change the width of table columns, and set tab stops.

To display and hide the ruler, choose Ruler from the View menu (ALT, V, R).

The zero point on the ruler aligns with the left boundary of the first paragraph in the selection. For example, if you select a paragraph in the second column of a two-column page that is in page layout view, the zero point on the ruler shifts to the right.

Ruler scales

Word has three ruler scales: indent, margin, and table. Indent is the default scale.

The symbol that appears at the left end of the ruler indicates the next available scale. For example, to switch to the margin scale, click [image] at the left end of the ruler. The table scale appears only when the insertion point is in a table.

For information on using the ruler with keys, see Using the ruler with keys.

Indent scale

Drag	To

Indent the first line of a paragraph from the left indent.

Indent a paragraph from the left margin.

Note: Hold down the SHIFT key and drag the left indent marker to move it independently of the first line indent.

Indent a paragraph from the right margin.

Margin scale

Drag	To

Set the left margin.

Set the right margin.

Table scale

Drag	To

Set the width of a table column.


Selection bar

Selection bar

An unmarked column along the left edge of the document window you can use to select large areas of text.

To select text, position the mouse pointer in the selection bar next to the text.

To select	Do this with the mouse

One line	Click the left button once.

Multiple lines	Hold down the left button and drag.

One paragraph	Double-click the left button.

Multiple paragraphs	Double-click and hold down the left button, and then drag.

An entire document	Hold down the CTRL key, and then click the left button.


Style area

A vertical pane at the left edge of the document window that shows style names for paragraphs.

To display or hide the style area, see Displaying and hiding the scroll bars, status bar, and style area.


Text area

The area in which the text appears in your document.


Scroll bars

Displayed at the right and bottom edges of the document window. The scroll boxes inside the scroll bars indicate your vertical and horizontal location in the document. You can use the mouse to scroll to other parts of the document.

To display or hide scroll bars, see Displaying and hiding the scroll bars, status bar, and style area.

Vertical scroll bar

Item	Mouse action

Drag or double-click the split box to divide the window into two panes.

To close a pane, drag the split box to the top or bottom of the window.

Click to scroll up one line.

Click to scroll up one full window.

Drag to move to an approximate location in the document.

Click to scroll down one full window.

Click to scroll down one line.

Click to move to the top of the previous page or the bottom of the next page.

Note: Word adds these boxes to the bottom of the scroll bar when you are in page layout view.

Horizontal scroll bar

Use the horizontal scroll bar to move left and right, just as you use the vertical scroll bar to move up and down.


Status bar

Displayed at the bottom of the Word window. The status bar shows messages to help you use Word, and provides statistics about the insertion point position and the status of some important keys.

To display or hide the status bar, see Displaying and hiding the scroll bars, status bar, and style area.

Status information

Example	Description

Pg 13	The insertion point is on page 13.

Sec 9	The insertion point is in section 9.

29/58	The number of pages from the beginning of the document to the insertion point/the total number of pages in the document.

At 1.5"	The vertical distance between the insertion point and the top edge of the page.

Ln 12	The number of lines from the top of the page to the insertion point.

Col 46	The number of characters from the left margin to the insertion point, including spaces and tab characters.

50%	The percentage your document is magnified or reduced.

EXT	The Extend Selection key (F8) is active.

COL	The Column Selection key (CTRL+SHIFT+F8) is active.

CAPS	The CAPS LOCK key is active.

NUM	The NUM LOCK key is active.

OVR	Overtype mode is active.

MRK	Revision marking is active.

REC	The macro recorder is active.

Messages

 -	When you move the highlight to a command, Word describes the command.

 -	Word may prompt you for information it needs to complete a keyboard command. For example, when you press CTRL+SHIFT+F5, you see "Insert Bookmark:" followed by the insertion point, to prompt you to type the bookmark name.

 -	Word may inform you of a command's progress or status after completion. For example, when you save a file, you see the message "Saving FILENAME, 70% complete."


Print preview bar

Displayed across the top of the document window when you choose the Preview command.

To control the display of pages and objects, click buttons or press keys.

Button/Key	Function

Print	Opens the Print dialog box.

(P)

Margins	Displays or hides lines around headers and

(M)	footers, margins, hard page breaks, and frames.

Two Pages	Switches to a two-page display.

(A)

One Page	Switches to a one-page display.

(A)

Cancel	Ends print preview and returns to the previous

(C or ESC)	view.

Close	Ends print preview, retains the changes, and

(C or ESC)	then returns to the previous view.

The page number of the current page or your location on the page as you move headers, footers, margins and hard page breaks appears to the right of the buttons.

__________

See also

Working in print preview


Print merge bar

Displayed across the top of the document window in a main merge document to give you quick access to commands used to create and edit print merge documents.

Button/Keys	Action

Insert Merge Field	Displays the Insert Merge Field dialog box,

(ALT+SHIFT+F)	in which you select the merge fields you

want to insert into your document.

Edit Data File	Displays the data or header file associated

(ALT+SHIFT+E)	with active main document, so you can view

and edit the data file.

Checks the main and data file for

(ALT+SHIFT+K)	errors.

Creates merged documents, separated

(ALT+SHIFT+N)	by section breaks, in one file.

Displays the Print dialog box, and prints the

(ALT+SHIFT+M)	merged documents.

The name of the associated data or header file appears to the right of the buttons.

__________

See also

Form Letters, Mailing Labels, and Other Merged Documents


Outline bar

Displayed across the top of the document window in outline view.

To create the outline structure you want, click buttons or press key combinations.

Button/Keys	Action

Promotes a heading.

(ALT+SHIFT+ [image])

Demotes a heading.

(ALT+SHIFT+ [image])

Moves a selected paragraph above

(ALT+SHIFT+ [image])	the preceding paragraph.

Moves a selected paragraph below

(ALT+SHIFT+ [image])	the following paragraph.

Demotes a heading to body text.

(ALT+SHIFT+5 on

the numeric keypad)

Displays the text under a heading.

(PLUS SIGN key on

the numeric keypad)

Collapses the text under a heading.

(MINUS SIGN key on

the numeric keypad)

Displays various heading level styles.

(ALT+SHIFT+n)	For example, to show up to heading level

6, click the 6 button.

Switches between showing all headings

(ALT+SHIFT+A)	and body text, and all headings only.

__________

See also

Outlining


Header/footer bar

Displayed across the top of the header/footer pane.

To create the header or footer you want, click buttons or press key combinations.

Button/Keys	Action

Adds page numbers.

(SHIFT+F10, P)

Adds the current date.

(SHIFT+F10, D)

Adds the current time.

(SHIFT+F10, T)

Link To Previous	Copies the header or footer of the previous

(SHIFT+F10, L)	section into the active section and into all

sections that have the same header or footer

as the active section.

Note: This button is unavailable if the two

adjacent sections have the same

header or footer.

Close	Closes the header/footer pane.

(SHIFT+F10, P)

__________

See also

Headers and Footers


Macro editing bar

Displayed across the top of the application window when you edit a macro; replaces the ribbon.

To isolate the various instructions of the macro, click buttons or press key combinations.

For Help on WordBasic statements and functions, position the insertion point in the statement or function you want help on, and then press F1.

Button/Keys	Function

Start	Runs the macro.

(ALT+SHIFT+S)	Note: The name of this button changes to

Continue after you choose Step or Step SUBs.

Continue	Continues to run

(ALT+SHIFT+O)	the active macro after a pause -- for example, after a step.

Step	Runs a single macro

(ALT+SHIFT+E)	instruction, and then stops. If the instruction is a procedure or function you created, Word runs each instruction in that procedure or function individually.

Step SUBs	Runs a single macro

(ALT+SHIFT+U)	instruction, and then stops. If the instruction is a procedure or function you created, Word runs that procedure or function in its entirety as a single step.

Trace	Runs the macro

(ALT+SHIFT+R)	and highlights each instruction.

Vars	Displays the variables

(ALT+SHIFT+V)	the macro uses.

The name and context of the macro (global or template) appears to the right of the buttons.

__________

See also

Using Macros


Field Types and Instructions

Overview

Ask

Author

Auto No.

Auto No. Legal

Auto No. Outline

Bookmark

Comments

Create Date

Data

Date

DDE

DDEAuto

Edit Time

Embed

Expression

File Name

Fill-In

Footnote Ref

Formulas

Glossary

Goto Button

If

Import

Include

Index

Index Entry

Info

Keywords

Last Saved By

Link

Macro Button

Merge Field

Merge Rec

Next

Next If

No. of Chars

No. of Pages

No. of Words

Page

Page Ref.

Print

Print Date

Quote

Reference

Referenced Doc.

Ref. Intern Link

Rev. Number

Save Date

Sequence

Set

Skip If

Style Ref.

Subject

Symbol

TC

Template

Time

Title

TOC

User Address

User Initials

User Name

General Switches


Field Types and Instructions

This section summarizes the field types, given in alphabetic order. Immediately beneath the name of the field type is the following information:

 -	Field syntax, enclosed in braces

 -	Instructions, in italic

 -	Any optional instructions, enclosed in brackets

 -	Examples of the codes, including arguments when the field being illustrated takes arguments

 -	Results of typical uses for each field type

The main purpose of this listing is to help you recognize the contents of fields when you view their field codes. Most of the following entries, therefore, omit the details of the fields' implementation because they are documented other places in Help.

You can insert any field by choosing the Field command from the Insert menu or by pressing CTRL+F9, and then typing the field syntax. Several fields have a separate command on the Insert menu -- for example, the Symbol command.


Ask

{ask BookmarkName "Prompt"}

The ASK field asks the user for text to assign a bookmark to and, during print merge, prompts the user before printing each document. This field cannot be used in footnotes, headers, footers, annotations, or macros.

Example:	{ask addressee "Send to whom?"}

Result:	Text typed in response  is assigned to the addressee bookmark, which can be inserted into a field that displays the addressee’s name.

The Bookmark addressee identifies the text that is available to any other field that acts upon the bookmark.

The Prompt "Send to whom?" is the text you want to appear in a message when you update this field. Enclose the text in quotation marks.

Example:	{ask datafile "Which addressfile?" \o}

Result:	Text typed in response becomes the address file for the datafile bookmark, which can be inserted into a DATA field.

The Switch \o prompts you only before printing the first document during print merge rather than before each document.

In the preceding example, the DATA field code would be:

{data {datafile}}

Example:	{ask typist "Enter typist's initials" \d "tds"}

Result:	If user chooses OK without typing anything, "tds" has the typist bookmark assigned to it.

The Switch \d specifies the default text to which the bookmark is assigned, rather than the text you typed the last time you updated the ASK field. The text following the \d switch must be enclosed in quotation marks if the text is more than one word.

If you want the default text to be blank, insert the \d switch followed by empty quotation marks ("").


Author

{author ["NewName"]}

The AUTHOR field inserts the author's name, which is taken from the Summary Info dialog box. You can also use this field to change the author's name by specifying the new name.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example	Result

{author}	G. Hopper

This field copies the author's name as it has been specified in the Summary Info dialog box.

Example	Result

{author "Ernest"}	Ernest

The NewName argument Ernest inserts the author's name, which you type, and changes the author's name in the Summary Info dialog box. Enclose the name in quotation marks.

A NewName argument can be as many as 255 characters long.


Auto No.

{autonum}

The AUTONUM field inserts an automatic numbering field with arabic number format.

Word counts all paragraphs from the previous higher outline level to calculate the number for each paragraph. Numbers change automatically when paragraphs are inserted or deleted.

Note that you should not unlink or lock an AUTONUM field, nor should you enclose AUTONUM within an IF field. In either case, the field results are lost.

Example	Result

{autonum}	1.


Auto No. Legal

{autonumlgl}

The AUTONUMLGL field inserts an automatic numbering field with legal number format.

Word counts all paragraphs from the previous higher outline level to calculate the number for each paragraph. Numbers change automatically when paragraphs are inserted or deleted. Numbers are not changed by references to bookmarks containing AUTONUM fields elsewhere within a document.

AUTONUMLGL displays all levels of the number.

Note that you should not unlink or lock an AUTONUMLGL field, nor should you enclose the AUTONUMLGL field within an IF field. In either case, the field results are lost.

Example	Result

{autonumlgl}	1.1.1.


Auto No. Outline

{autonumout}

The AUTONUMOUT field inserts an automatic numbering field with outline number format.

When the field is used in body text rather than in a heading, numbers are formatted with arabic numerals, as if the body text were preceded by an AUTONUM field.

Word counts all paragraphs from the previous higher outline level to calculate the number for each paragraph. Numbers change automatically when paragraphs are inserted or deleted.

AUTONUMOUT displays only the number for the current level.

Example	Result

{autonumout}	I.

A.

1.

a.

i.


Bookmark

{BookmarkName}

The BOOKMARK field, a variation of the REF field, is used in print merge documents to indicate where to print text and graphics merged from the data file. The MERGEFIELD field, which is the field inserted by the Print Merge command (File menu), is also used for this purpose. See Merge Field field and Reference field.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Note that you cannot select this field in the Insert Field Type box in the Field dialog box.

Example	Result

{headers}	Inserts the contents of the headers bookmark.

If the bookmark name is the same as a field type, use the Reference field.

Example	Result

{REF subject}	Inserts the contents of the subject bookmark, rather than the contents of the Subject box in the Summary Info dialog box.

Note: INTERN_LINK is a special bookmark that Word creates when you establish an internal link between the copy and the original. For more information, see LINK field.


Comments

{comments ["NewComments"]}

The COMMENTS field inserts comments from the Summary Info dialog box. You can also use this field to change those comments.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{comments}

Result:	Part 1 of 4 on Penguins

The preceding example copies comments as they have been typed in the Summary Info dialog box.

Example:	{Comments "Special version"} of Penguin Report

Result:	Special version of Penguin Report

The NewComments argument "Special version" inserts these comments in the document and changes the comments in the Summary Info dialog box. Note that, in the field instruction, the text of the comments must be enclosed in quotation marks.


Create Date

{createdate}

The CREATEDATE field inserts the date the document was created, taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

For other format options, use the Date-Time Picture switch.

Example	Result

{createdate}	10/13/91

The date format is taken from the operating environment's default date format. You can change the date format by selecting the format of your choice under Instructions, in the Field dialog box.


Data

{data DataFile [HeaderFile]}

The DATA field identifies the source file for contents that are to be inserted into each copy of a document during print merge. After a data file is attached, the field is no longer displayed.

This field cannot be used in footnotes, annotations, headers, footers, or data files. It cannot be nested within any other field.

If you don't specify a filename extension, Word assumes the .DOC filename extension.

Example:	{data clients}

The DataFile argument clients is the name of the data file for merging. The example above assumes that the data file is stored in the same directory as the main print merge document.

If the data file is stored in a different directory, you need to include the data file path, as shown in the following example.

Example:	{data d:\\lists\\clients.txt c:\\hdr_doc\\struct.hdr}

The HeaderFile argument struct.hdr is the name of the separate file listing the data bookmark names.

The DataFile argument and HeaderFile argument can include a path. Note that each backslash in the path must be doubled.


Date

{date ["Date-Format-Picture"]}

The DATE field inserts the date the field was last updated.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu.

Example	Result

{date \@ "MM dd yy"}	12/24/91

You can change the date format by selecting the format of your choice under Instructions, in the Field dialog box.

For other format options, use the Date-Time Picture switch.


DDE (Dynamic Data Exchange)

{dde AppName Filename [PlaceReference]}

The DDE field establishes a link with content from another Windows application's file. DDE, used in versions of Word prior to Word for Windows 2.0, has been replaced by the LINK field. DDE is not included in the list of available fields displayed in the Field dialog box. You can, however, modify DDE fields created by earlier versions of Word.

To display a new result, press the Update Field key (F9). This field is not updated if the link cannot be set. Word retains the previous result.

For information about the LINK field, see LINK field.

Example:	{dde excel profits.xls R1C1:R4C5}

Result:

The AppName argument excel represents the name of another Windows application, Microsoft Excel.

The Filename argument profits.xls is the name of a file or other structure that is meaningful to the AppName application.

The PlaceReference argument R1C1:R4C5 is part of the filename -- in this case, a range of cells in a spreadsheet.

For more information on linking to other Windows programs, see Exchanging Information.


DDEAUTO

{ddeauto AppName Filename [PlaceReference]}

The DDEAUTO field establishes a link with content from another Windows program file. A new result appears automatically when new contents are available.

Like the DDE field, DDEAUTO has been replaced by the LINK field. DDEAUTO is not included in the list of available fields displayed in the Field dialog box. You can, however, modify DDEAUTO fields created by earlier versions of Word.

This field is not updated if the link cannot be set. Word retains the previous result.

For information about the LINK field, see LINK field.

Example:	{ddeauto excel chartytd}

Result:

The AppName argument excel represents the name of another Windows application, Microsoft Excel.

The Filename argument chartytd is the name of a chart file in Microsoft Excel.

There is no PlaceReference argument in this example because Microsoft Excel chart files do not have named parts.


Edit Time

{edittime}

The EDITTIME field inserts the number of minutes that have been spent editing the document since its creation. This information is taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example	Result

{edittime} minutes	122 minutes


Embed

{embed ClassName}

For more information on embedding, see Exchanging Information.

The EMBED field embeds an object such as a chart or a drawing in your document. EMBED is not included in the list of available fields displayed in the Field dialog box, and you cannot insert this field by pressing CTRL+F9. Rather, you insert it by choosing Object from the Insert menu or Paste Special from the Edit menu. You can, however, modify EMBED field code switches directly.

Example:	{embed MSGraph\s \* mergeformat}

Result:	An object created in Microsoft Graph is embedded in your Word document.

The ClassName argument MSGraph represents the name of another Windows application, Microsoft Graph. You cannot modify this.

The Switch \s enables you to scale the embedded object to the size you want.

The Switch \* mergeformat applies the scaling and cropping of the previous result to the new result.


Expression

{= Expression[Bookmark]}

The EXPRESSION field calculates a number from a mathematical equation.

The equation can be any combination of the following mathematical operations or functions.

Description	Operator or function

Addition	+

Subtraction	--

Multiplication	∗

Division	/

Percentage	%

Powers and roots	^

Equal to	=

Less than	<

Less than or equal	< =

  to

Greater than	>

Greater than or	> =

  equal to

Not equal to	< >

Specifies a cell in	[RnCn]

  the current table

Specifies a row in	[Rn]

  the current table

Specifies a column	[Cn]

  in the current table

Specifies a range	[RnCn:RnCn]

  of cells in the

  current table

Specifies a cell in	Bookmark [RnCn]

  a table that

  contains this

  bookmark

Specifies a range	Bookmark [RnCn:RnCn]

  of cells in a table

  containing the

  specified bookmark

TRUE

FALSE

AVERAGE( )

COUNT( )

MAX( )

MIN( )

SUM( )

PRODUCT( )

ABS( )

INT(x)

SIGN(x)

DEFINED(x)

MOD(x,y)

ROUND(x,y)

AND(x,y)

OR(x,y)

NOT(x)

IF(x,y,z)

Functions with empty parentheses can work on any number of arguments. Arguments can be a list of values separated by separator characters (commas or semicolons). In text, arguments can be bookmark names or references to specific cells or ranges of cells in a specified table. The following functions can accept references to table cells:

MIN()	COUNT()

MAX()	AVERAGE()

SUM()	PRODUCT()

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	Our profits this month equal {= sales -- costs}.

Result:	Our profits this month equal $243,000.

The Expression = sales -- costs is an equation for calculating numbers.

The Bookmark sales identifies a selection that contains the total sales number.

The Bookmark costs identifies a selection that contains the total costs number.


File Name

{filename}

The FILENAME field inserts the filename of the document, which is taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example	Result

{filename}	SALES.DOC


Fill-In

{fillin ["Prompt"]}

The FILLIN field prompts you for contents to be typed.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{fillin "What is your name?" \d "Paul Gabor"}

Result:	Whatever is typed in; if nothing, then Paul Gabor

The Prompt "What is your name?" is text you want to appear as a message when you update this field. Enclose the prompt text in quotation marks.

The Switch \d tells Word to use the text following if you type nothing in response to the message and press ENTER.

You can also use a \o switch. This switch instructs Word to prompt only for the first document to be merged.

The Text "Paul Gabor" is the default text that is used if you type nothing and just press ENTER.

If you want the default text to be blank, insert the \d switch followed by empty quotation marks ("").


Footnote Ref.

{ftnref Bookmark}

The FTNREF field inserts the footnote reference number of the specified footnote. You can use this field to make multiple references to the same footnote or to cross-reference footnotes.

You can display a new result by pressing the Update Field key (F9).

Example:	2This process is discussed in Brown's new book (see note {ftnref Brown}).

Result:	2This process is discussed in Brown's new book (see note 1).

The Bookmark is Brown. The bookmark must be on the footnote reference number in the document, not in the footnote pane.


Formulas

{eq Instructions}

The EQ field produces a mathematical formula. A new result appears when you edit the formula codes. You use the EQ field directly if you have not installed the Equation Editor or to write in-line equations.

The Equation Editor, included in your Word program materials, is the recommended way to create complex equations. If you double-click in an EQ field, the Equation Editor is opened and the formula is translated into an Equation Editor formula. You can also paste an EQ field directly into an Equation Editor window.

The comma, open parenthesis, and backslash characters have special uses in formulas. If you want one of these symbols to appear in the result, you must precede the symbol with a backslash, like the following:

\ ,

\ (

\ \

Note: Some formula codes require arguments separated by a separator character. The appropriate separator character to use depends on the decimal character set for your operating environment. If the decimal character is a period, use a comma as a separator character; if the decimal character is a comma, use a semicolon as a separator character. The examples in this manual assume a period decimal character and use commas as separator characters.

Special Formula Codes

Word recognizes the following special codes for formulas:

\a (array)

The Switch \a draws a two-dimensional array using any number of arguments. In a multiple-column array, elements appear in order by rows.

Options are the following.

Code	Description

\al 	Align left within columns.

\ac 	Align center within columns.

\ar 	Align right within columns.

\con 	Number of columns; the default is 1.

\vsn 	Points of vertical spacing between lines.

\hsn 	Points of horizontal spacing between columns.

\b (bracket)

The Switch \b brackets a single element in a size appropriate to the element.

The default brackets are parentheses ( ). If the character you specify for the bracket character is {, [, (, or <, then Word uses that character as the left bracket and the corresponding closing character as the right bracket. If you specify any other character for the bracket character, Word uses that character for both brackets.

Options are the following.

Code	Description

\lc\c 	Draw the left bracket character using the character specified for c.

\rc\c	Draw the right bracket character using the character specified for c.

\bc\c 	Draw both bracket characters using the character specified for c.

\d (displace)

The Switch \d gives you precise horizontal control of where the next character is drawn.

Options are the following.

Code	Description

\fon 	Points of forward space.

\ban	Points of backward space.

\li	Draw a line from the end of the displaced character to the beginning of the next character. Note that empty parentheses must follow li; that is, li()

\f (fraction)

The Switch \f creates a fraction with the numerator and denominator centered above and below the division line.

This code takes two elements separated by a separator character. The first element represents the numerator, the second the denominator. The separator character is a comma unless you use it as a decimal character; in that case, use a semicolon.

Fractions work equally well with text, graphics, or numbers.

\i (integral)

The Switch \i creates an integral, using three elements. The first element is the lower limit, the second is the upper limit, and the third is the integrand.

Options are the following.

Code	Description

\su	Changes the symbol to a capital sigma and creates a summation.

\pr	Changes the symbol to a capital pi and creates a product.

\in	Creates the in-line format with the limits displayed to the right of the symbol instead of above and below.

\fc\c	Substitutes a fixed-height character specified by c for the symbol.

\vc\c 	Substitutes a variable-height character specified by c for the symbol. The symbol matches the height of the third element.

\l (list)

The Switch \l uses any number of elements to create a list of values separated by separator characters (commas or semicolons).

List code does not have options.

List code lets you specify multiple elements as a single element.

\o (overstrike)

The Switch \o overstrikes each successive element on top of the previous ones. Any number of elements are permitted. Each character is printed within an invisible character box. Options align the boxes on top of one another.

Options are the following.

Code	Description

\al	Aligns the left edges of the characters' boxes.

\ac 	Aligns the centers of the characters' boxes. This is the default.

\ar 	Aligns the right edges of the characters' boxes.

\r (radical)

The Switch \r draws a radical, using one or two elements. A single element is drawn inside the radical, forming a square root. With two elements, the first element -- the exponent -- is drawn above the radical, and the second element is drawn inside.

\s (superscript or subscript)

The Switch \s positions elements as superscripts or subscripts. Each \s code can have one or more elements.

Options with single elements are the following.

Code	Description

\upn	Moves a single element up the number of points specified by n. The default is 2 points.

\don	Moves a single element down the number of points specified by n. The default is 2 points.

With more than one element, elements are stacked and left-aligned.

\x (box)

The Switch \x creates a border for a single element. When used without options, this code draws a box around the elements. Options can be combined.

Options are the following.

Code	Description

\to	Draws a top border.

\bo 	Draws a bottom border.

\le 	Draws a left border.

\ri 	Draws a right border.


Glossary

{glossary GlossaryName}

The GLOSSARY field inserts the contents of the specified glossary entry. If the contents change, updating the field inserts the new contents.

You can display a new result by pressing the Update Field key (F9). If the field is in a header or footer, you can update once by choosing the Print command from the File menu.

Example	Result

{glossary msft}	Inserts the text stored for the previously created glossary entry "msft."

The GlossaryName is msft.


Goto Button

{gotobutton GoToInstruction DisplayText}

The GOTOBUTTON field displays specified text as its result. When you double-click the field, select the field and press the Do Field Click key combination (ALT+SHIFT+F9), or run the DoFieldClick macro, the insertion point moves to the destination specified in a Go To description.

The text should not be enclosed in quotation marks.

A new result appears when you edit the text.

Example:	{gotobutton chapt_5 Click Here to Jump to Chapter 5}

Result:	A button with text that reads "Click Here to Jump to Chapter 5"

When you double-click the text, Word moves the insertion point to the bookmark chapt_5.

The GoToInstruction can be any description you would enter for the Go To command (Edit menu) or following the Go To key (F5). The text for the place to click can be any text or graphic that fits on one line.


If

{if Expression Operator Expression IfTrueText IfFalseText}

The IF field compares two values and then inserts appropriate text for the result of the comparison. The two values may be expressions.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update once by choosing the Print command from the File menu.

Example:	{if order >= 100 Thanks "Minimum order is 100"}

Result:	(Customer orders 150:) Thanks

(Customer orders 50:) Minimum order is 100

The first Expression, order, is the value you want to compare with something -- in this case, a bookmark.

The Operator >= is a comparison. Comparisons must be separated from the expressions by a space. The valid comparisons are the following.

Operator	Description

=	Equal to

>	Greater than

<	Less than

>=	Greater than or equal to

<=	Less than or equal to

<>	Not equal to

The second Expression, 100, is the value you want to compare with the first Expression.

If the comparison is = or <>, then the second Expression can contain ? to represent any single character or * to represent a string of characters. If you use * in the second Expression, then the portion of the first expression that matches the * and the following characters in the second Expression cannot be more than 128 characters.

The IfTrueText argument, Thanks, is the text that results when the comparison is true. Notice that quotation marks are not required around an argument that is only one word.

The IfFalseText argument, "Minimum order is 100", is the text that results when the comparison is false.

See NEXTIF field.


Import

{import Filename}

The IMPORT field reads a graphics-format file and displays a low-resolution bitmap as its result. When the document is printed, the bitmap is printed at its full resolution.

If Word does not recognize the format of a graphics file, check your import filters in WIN.INI, accessible through the Options dialog box (Tools menu).

You can display a new result by pressing the Update Field key (F9).

If you double-click in a picture inserted by the IMPORT field, Word makes the picture a Microsoft Draw object and opens Draw so you can edit it.

Example:	The sloop (shown below) is excellent for the beginning sailor.

{import c:\\graphics\\walker.tif}

Result:	The sloop (shown below) is excellent for the beginning sailor.

(Your picture of a sloop appears here.)


Include

{include Filename [PlaceReference]}

The INCLUDE field inserts the contents of another document or the contents of a bookmark that is in another document.

The UpdateSource macro (CTRL+SHIFT+F7) copies any changes in the result of an INCLUDE field back to the source document. The source document must be in Normal Word file format. As with other macros, you can assign this macro to a menu or change its key combination assignment.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update once by choosing the Print command from the File menu.

Example:	{include c:\\winword\\docs\\contract.doc}

Result:	Inserts the file CONTRACT.DOC

The Filename c:\\winword\\docs\\contract.doc is the name of the file you want to insert. It contains the text of a standard contract.

Example:	{include contract.doc terms}

Result:	Inserts the file part "Terms"

The Filename contract.doc is the name of the file you want to insert only part of.

The Bookmark terms is the name of the part you want to insert. It is the contract section that defines the terms used in the contract.

Example:	{include contract.rft \c}

Result:	Inserts the file CONTRACT, converted from DCA/RFT format

The Switch \c names the converter file for the format of the document that is to be inserted, in this case DCA/RFT file format.

Use \c Text to insert the file as plain text (Text Only) instead of converting it to Normal Word file format.


Index

{index [Switches]}

The INDEX field collects text and page numbers from Index Entry fields and creates an index. For information on the Index Entry field, see Index Entry field.

You can display a new result by pressing the Update Field key (F9).

Example	Result

{index}	Topic

subtopic 4, 9

subtopic 18

subtopic 47

By default, index subtopics are nested.

Example	Result

{index \b select}	Normal index for bookmark region of text only.

The Switch \b collects an index from only the pages marked by the specified bookmark.

The Bookmark select is the name of the selection you want to index.

Example	Result

{index \e " [image] "	Index with items and their page numbers separated by tab characters.

The Switch \e indicates that the characters following (maximum three) should be used to separate an index item from its page numbers.

If you want to include white space (spaces or tab characters), you must enclose it in quotation marks.

Example	Result

{index \g :}	Topic 18:24

The Switch \g indicates that the character following is a page-range separator.

The Separator : (colon) is used between the numbers of a page range.

The default separator is a hyphen.

Example	Result

{index \h "--A--"}	Index with heading letters --A--, --B--, and so on.

{index \h " "}	Index with empty lines separating alphabetic sections.

The Switch \h indicates that the characters that follow should be inserted as headings between the letter groups in the index. Word automatically advances through the alphabet when a letter group changes.

The available characters are:

 -	Any letter, as many as you like -- for example, AAAA.

 -	Any other character, printed as is.

 -	An empty space, which designates an empty line as separator.

 -	No character, which runs the letter groups together with no separator.

The default (no \h switch) runs the letter groups together with no separator.

Example	Result

{index \l "; "}	Topic 18; 23

The Switch \l indicates that the character following is a page-number separator.

If you want white space (spaces or tabs) following the separator character, you must enclose it along with the character in quotation marks -- as in the preceding example, where the separator character, a semicolon, is followed by a space.

Example	Result

{index \p a-l}	Index of entries beginning with letters A through L only

The Switch \p is for a partial index. This switch limits the index to entries beginning with the specified letters.

The Switch \p is useful if there is not enough memory to create the entire index at once. By inserting more than one index field with the \p switch, portions of the index can be built within available memory, as each index field is updated.

Example	Result

{index \r}	Topic: subtopic, 4, 9; subtopic, 18; subtopic, 47

The Switch \r runs in the sublevels starting on the same line as the topic; words wrap if necessary. Topics are separated from subtopics by colons; subtopics are separated by semicolons.

Example	Result

{index \s chapter}	Topic, 8-3

The Switch \s indicates that the word that follows is a sequence name.

This switch is useful for indexing books that number the pages with both chapter and page, as in the example shown. Word inserts the value of the sequence name on the page of the index entry, followed by a separator character and the page number -- for example, 8-3 (Chapter 8, page 3).

To set up your document to use sequence numbers in the index, you can decide, for example, to use "chapter" as the sequence identifier for chapters. Start each chapter with:

Chapter {seq Chapter} {xe Chapter}

Code the INDEX field:

{index \s chapter}

For details on using sequence fields, see SEQ field.

If the value of the sequence is zero and the page-number format of the page containing the index entry is not arabic, then Word automatically omits the sequence number portion.

The default separator is a hyphen.

Example:	{index \s chapter \d ":"}

Result:	Topic 8:3

The Switch \d indicates that the characters that follow (maximum three) are to be used to separate a sequence number from the page number. This switch must be used in conjunction with the \s switch, as in the preceding example.

Note: The SEQ field does not "number" divisions alphabetically. For example, if you use this field to index appendixes designated as Appendix A and Appendix B, the resulting index entires will be 1-1, 1-2, 2-1, 2-2, and so on.


Index Entry

{xe "Text" [Switches]}

The XE field provides text and page numbers for an index. You can use this field in connection with the INDEX field. For more information, see INDEX field.

An index entry must be no more than 64 characters long, including spaces, tab characters, paragraph marks, newline characters, and section marks. Enclose the Text argument in quotation marks.

Tip

Insert this field at the end of the text the index entry refers to. The Insert Index Entry command does this if you have text selected when you choose the command.

Example:	{xe "Selecting text"}

Result:	The following entry is added to the index after you update the INDEX field:

Selecting text, 20

The Text "Selecting text" denotes the entry you want to add to the index.

Example:	{xe "Formatting: character"\r formchar}

Result:	The following entry is added to the index after you update the INDEX field:

Formatting character, 2025

The Switch \r identifies the text following as a bookmark for the range of pages the entry spans.

The Bookmark formchar is the range of pages you want the index to show.

The colon indicates a two-level entry. You can specify up to seven levels in index entries. Separate each level with a colon. If you want to include a colon within the entry in the index, precede it with a backslash, as \:

Example:	{xe "Highlighting"\t "see Selecting"}

Result:	The following entry is added to the index after you update the INDEX field:

Highlighting, see Selecting

The Switch \t indicates that the text following is to be printed instead of a page number.

Example:	{xe "Fields" \b}

Result:	The following entry is added to the index after you update the INDEX field:

Fields, 69

The Switch \b indicates that the page number in the index is to be bold. The Switch \b clears the bold character format setting if the index style for the entry includes bold character formatting.

Example:	{xe "Fields" \i}

Result:	The following entry is added to the index after you update the INDEX field:

Fields, 69

The Switch \i indicates that the page number in the index is to be italic. The \i switch clears the italic character format setting if the index style for the entry includes italic character formatting.

The Index Entry field is automatically formatted as hidden text. To display the field, click the Show/Hide button on the Toolbar.


Info

{[info] InfoType ["NewValue"]}

The INFO field inserts information taken from the document's summary information (as specified in the Summary Info dialog box). You can also use this field to change the summary information.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or a footer, you can update once by choosing the Print command from the File menu.

Using the INFO field type is optional; you can use the InfoType by itself as a shortcut to indicate the information you want to insert.

The InfoType can be one of the following field types:

Author	Comments

Createdate	Edittime

Filename	Keywords

Lastsavedby	Numchars

Numpages	Numwords

Printdate	Savedate

Revnum	Subject

Template	Title

You can use the INFO field to change the information in the Summary Info dialog box for the following InfoTypes:

Author	Comments

Keywords	Subject

Title

Example	Result

{info author}	G. Hopper

The InfoType is author.

Example	Result

{info author "Ernest"}	Ernest

The InfoType is author.

The NewValue Ernest is the text you want the InfoType changed to in the Summary Info dialog box.


Keywords

{keywords ["NewKeywords"]}

The KEYWORDS field inserts keywords from the Summary Info dialog box. You can also use this field to change keywords in the summary information.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or a footer, choose the Print command from the File menu to update once.

Example:	Penguins are {keywords}.

Result:	Penguins are black, white, flightless.

This field copies the key words from the Summary Info dialog box.

Example:	Extinction topics are {keywords "birds, death, cold"}.

Result:	Extinction topics are birds, death, cold.

The NewKeywords argument "birds, death, cold" inserts these keywords into the document and changes the keywords in the Summary Info dialog box. Note that the text is enclosed in quotation marks.


Last Saved By

{lastsavedby}

The LASTSAVEDBY field inserts the name of the last person who saved the document; this information is taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or a footer, you can update once by choosing the Print command from the File menu.

Example	Result

{lastsavedby}	T. D. Scherrer


Link

{link ClassName FileName [PlaceReference][format]}

The LINK field establishes a link with content from another program's file.

You can display a new result by pressing the Update Field key (F9). This field is not updated if the link cannot be set. Word retains the previous result.

To change whether the link is updated manually or automatically, choose Edit Links from the Edit menu.

Note that you can use the LINK field to initiate a link only if the application to which you want to establish the link supports object linking and embedding (OLE). You can establish a link with an application that does not support OLE, but the resulting field is DDE or DDEAUTO rather than LINK. For information on DDE and DDEAUTO, see DDE field or DDEAuto field.

Example:	{link excelsheet c:\profits.xls R1C1:R4C5}

Result:

The following switches can be used with the LINK field:

\a	Updates the link automatically.

\t	Inserts the linked object as text.

\r	Inserts the linked object as RTF.

\p	Inserts the linked object as a picture.

\b	Inserts the linked object as a bitmap.

Note: You can also create a link between two or more sets of text or data within the same Word document. For this you also use the Paste Special command and the Paste Link button. The resulting field is REF INTERN_LINK. The content is listed in the Bookmark dialog box (Insert menu) as INTERN_LINKn.


Macro Button

{macrobutton MacroName DisplayText}

The MACROBUTTON field displays specified text as its result. When you double-click the field, select the field and press the Do Field Click key (ALT+SHIFT+F9), or run the DoFieldClick macro, another specified macro runs.

Text should not be enclosed in quotation marks.

A new result appears when you edit the text.

You can apply formatting to the text if you want it to stand out from the surrounding text on the screen.

Example:	{macrobutton PrintEnvelopes Print an Envelope}

Result:	Print an envelope

When you double-click the text, Word runs the PrintEnvelopes macro.

Text for the macro button can be any text or graphic, but it must appear on one line; it cannot wrap.


Merge Field

{mergefield MergeFieldname}

The MERGEFIELD field inserts a field from a data file into a main print merge document.

A MergeFieldname can be the name of any merge field defined in the data file attached to the main document. The merge field name is displayed as the field's result.

Example:	{mergefield firstname}

Result:	<<firstname>>


Merge Rec.

{mergerec}

The MERGEREC field inserts the number of the current print merge record.

You can display a new result by choosing Print Merge from the File menu.

Each update of a DATA, NEXT, OR NEXTIF field increases the merge record number.

Example	Result

{mergerec}	8

The number changes with each copy printed.


Next

{next}

The NEXT field:

 -	Specifies the next record but shows no result of its own.

 -	Moves to the next paragraph in the data file and uses its data for the bookmark fields that follow the NEXT field in the main document.

This field is useful for generating lists in one document, such as a list of customer names, or for printing address labels.

NEXT fields cannot be used in footnotes, annotations, headers, footers, or data files. A NEXT field cannot be nested within any other field.

Insert a NEXT field for every additional paragraph in the data file that you want to use in each copy of the final document.

Example:	{next}

{name}

{street}

{city}, {state} {zip}

{country}

Result:	Data from the next paragraph in the data file is printed in the current copy of the document rather than repeating the data that was used before Word came to the NEXT field.


Next If

{nextif Expression Operator Expression}

The NEXTIF field:

 -	Specifies a conditional next record but shows no result of its own.

 -	Combines the IF and NEXT fields. See IF field and NEXT field for details on using IF fields.

 -	Compares two values. The two values may be expressions.

If the comparison is true, then Word moves to the next paragraph in the data file and uses that paragraph's data for the bookmark fields that follow the NEXTIF field in the main document. If the comparison is false, NEXT is not carried out.

NEXTIF fields cannot be used in footnotes, annotations, headers, footers, or data files. The NEXTIF field cannot be nested in any field.

For more information, see Record Selection dialog box.


No. of Chars

{numchars}

The NUMCHARS field inserts the number of characters that were in the document the last time you printed it or updated the document statistics in the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{={numchars}/{numwords}} is the average word length.

Result:	12 is the average word length.

The number of characters (NUMCHARS field) is divided by the number of words (NUMWORDS field) to give the result.


No. of Pages

{numpages}

The NUMPAGES field inserts the number of pages that were in the document the last time you printed it or updated the document statistics in the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	Page {page} of {numpages}

Result:	Page 13 of 34

This field shows the total number of pages regardless of their numbering scheme.


No. of Words

{numwords}

The NUMWORDS field inserts the number of words that were in the document the last time you printed it or updated the document statistics in the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	This article has {numwords} words.

Result:	This article has 2412 words.


Page

{page Page-[\@ Format-Picture]}

The PAGE field inserts the number of the page on which the PAGE field is located.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu.

Use the numeric picture switch for other formatting options. See Numeric Picture Switch.

Example	Result

Page {page}	Page 18

The format of the numbers is taken from the Page Number Format setting in the Header/Footer dialog box (View menu) or the Page Numbers dialog box (Insert menu).


Page Ref.

{pageref Bookmark}

The PAGEREF field inserts the page number of a bookmark for a cross-reference.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu.

For other formatting options, see the Numeric Picture switch.

Example:	See page {pageref headers} for details.

Result:	See page 58 for details.

The Bookmark headers is the name of a selection. It marks the title "Inserting Headers and Footers."


Print

{print "PrinterInstructions"}

For the appropriate printer codes, consult your printer manuals or PostScript manuals.

The PRINT field sends characters to the printer as printer literals -- that is, without translating them. It is useful for sending control codes and PostScript programs to the printer.

A new result is displayed, in the printed document only, when you edit the printer codes and print.

Note: The PRINT field is not available for use with all printer drivers. It performs well if you are working with a PostScript printer or a Hewlett-Packard LaserJet printer, Series II or Series III. It may not function properly, however, if you are using another type of laser printer. If you use a dot matrix printer, the PRINT field will not function unless your printer supports the PassThrough command.

PostScript

For complete information on using PostScript, see PostScript Language Reference Manual and PostScript Language Tutorial and Cookbook, by Adobe Systems Inc., both published by the Addison-Wesley Publishing Co., Inc.

Word provides an environment for using PostScript commands with any PostScript laser printer. You can intersperse PostScript commands with the text in your documents. Word sends the commands to the printer as native PostScript. PostScript commands embedded in your document are carried out in the order in which you insert them.

You can send PostScript programming strings to your printer with the PRINT field and the \p switch. The syntax is:

{print \p Size "Code"}

The y-coordinate space used for PostScript commands in Word is the same as normal PostScript. The graphics origin (0,0) is the lower-left corner of the page, and the positive directions are to the right and upward.

Drawing takes place within a clipping rectangle, referred to as the drawing rectangle. The graphics origin is translated to the lower-left corner of the drawing rectangle.

Size

The Size argument defines the coordinate system for your program -- that is, where the origin is located on the page. The Size argument refers to one of the following groups.

Group	Meaning

page	Current page (default).

para	Current paragraph. The paragraph containing the PRINT field must be at least 1 inch tall for para to produce a result.

pic	Next picture in the current paragraph -- that is, the next picture after the PRINT field but before the end of the paragraph.

row	Current table row.

cell	Current table cell.

dict	Group containing definitions and procedures for one page.

Use the dict group with care. It is intended for defining procedures that will be carried out later on the same page. Word does not define any of the wp$ variables (described later) for dict groups, nor does it change the drawing environment (the origin, clipping, and axes). Therefore, you should not use this group to draw.

Each of the groups takes certain variables. These variables are shown in the following tables. All measurements are in points, the standard PostScript unit.

Variable

(all groups)	Meaning

wp$y	The drawing height of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Size argument used. If the pic argument is used, wp$y refers to the drawing height of the next picture before the end of the paragraph containing the PRINT field.

wp$x	The drawing width of the page, paragraph, row, or cell in which the PRINT field is located, depending on the Size argument used. If the pic argument is used, wp$x refers to the drawing width of the next picture before the end of the paragraph containing the PRINT field.

wp$page	Current page number.

wp$fpage	Formatted page number (string).

wp$date	Current date (formatted).

wp$time	Current time (formatted).

wp$box	Path containing the drawing rectangle.

Variable

(para, page)	Meaning

wp$top	Top margin (page); space before (paragraph)

wp$bottom	Bottom margin (page); space after (paragraph)

wp$left	Left margin (page); left indent (paragraph)

wp$right	Right margin (page); right indent (paragraph)

Variable

(para)	Meaning

wp$first	First-line indent

wp$style	Style

Variable

(page)	Meaning

wp$col	Number of columns on page; the number can vary, depending on the section in which the PostScript appears.

wp$colx	Width of each column.

wp$colxb	Space between columns.

Code

The Code argument is the PostScript programming instructions. You must enclose an instruction in quotation marks if it is more than one word.

Because Word text and graphics are printed on the same PostScript page as your PostScript commands, do not use operators that reset the PostScript environment. You should avoid the following operators when using PostScript with Word:

banddevice	grestoreall

nulldevice	renderbands

copypage	initgraphics

framedevice	initmatrix

showpage


Print Date

{printdate}

The PRINTDATE field inserts the date the document was last printed. The number is taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{printdate}

Result:	1/18/92

You can change the date format by selecting the format of your choice under Instructions, in the Field dialog box.

For other formatting options, see the Date-Time Picture switch.

Example:	{printdate \@ "MMMM d,  yyyy"}

Result:	January 18, 1992


Quote

{quote "LiteralText"}

The QUOTE field inserts literal text into the document.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{quote "A best-seller"}

Result:	A best-seller

The LiteralText  argument "A best-seller" is typed text to be inserted.

Example:	{quote "cats"9"dogs"}

Result:	cats            dogs

For information on the ANSI character set, refer to your Windows documentation.

The 9 represents the value of a tab in the ANSI character set.

"Cats" and "Dogs" are typed text to be inserted.

Example:	{quote "Microsoft" 0xae}

Result:	Microsoft®

The characters ae represent a hexadecimal number when preceded by 0x. This produces the hexadecimal value of the character ® in the ANSI character set.


Reference

{[ref] Bookmark}

The REF field inserts a reference to contents that are linked and pasted from the text of a bookmark within the document. Contents are copied with formatting intact. If this field is within a header, footer, footnote, or annotation, the contents are taken from the main body of the document.

You can use bookmark names by themselves in a REF field without typing REF; the result is the same. You need to use REF, however, if the bookmark name matches a field type, because REF tells Word the bookmark name that follows is a bookmark rather than a field type. For more information on the BOOKMARK field, see Bookmark field.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or a footer, you can update the field once by choosing the Print command from the File menu.

Example:	See "{ref headers}" for details.

Result:	See "Inserting Headers and Footers" for details.

The Bookmark headers marks the chapter or section title "Inserting Headers and Footers."


Referenced Doc.

{rd Filename}

The RD field creates a table of contents or an index for large documents stored in multiple files. This field is particularly useful when memory limitations prohibit your using the INCLUDE field for this task, since the RD field compiles an index or table of contents separately from the text of your document. Pagination in the document containing RD fields is not affected.

The RD field does not include the text of the referenced documents during printing.

RD fields are used only by the TOC and INDEX fields. You must manually set starting page numbers and sequence values in files named in RD fields before updating the INDEX or TOC field.

Example	Result

{rd chapter2}	Table of contents or index generated from file by {toc} or {index}

The Filename chapter2 is the file for which you want to generate a table of contents or index. Note that if you include a path to the filename, you must double any backslash in your path argument.

Note: The RD field is automatically formatted as hidden text. To display the field, click the Show/Hide button on the Toolbar.


Ref. Intern Link

{ref intern_linkn}

The REF INTERN_LINK field establishes a link with content you've copied elsewhere in the same Word document. REF INTERN_LINK is not included in the list of available fields displayed in the Field dialog box, and you cannot insert this field by pressing CTRL+F9.

Example	Result

{REF INTERN_LINK1}	Text copied from elsewhere in the document and inserted with the Paste Special command.


Rev. Number

{revnum}

The REVNUM field inserts a document's revision number, based on the number of times the document has been saved. The number, which changes each time the document is saved, is taken from the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

The number in the field is the revision number after the next save.

Example	Result

Version {revnum}	Version 3


Save Date

{savedate}

The SAVEDATE field inserts the date the document was last saved. The date is taken from the Summary Info dialog box. You can change the date format by selecting the format of your choice under Instructions, in the Field dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Use the Date-Time Picture switch for other format options.

Example	Result

{savedate}	1/8/91


Sequence

{seqIdentifier [Bookmark]}

With the SEQ field, you can automatically number chapters, tables, figures, and other items in a document. You can also use the SEQ field with bookmarks to create cross-references to those items.

You can use this field not only in the text of a document but also in headers, footers, annotations, and footnotes. The sequence number that results will not affect the SEQ numbering in the document text.

If you add, delete, or move an item labeled with a SEQ field, select the whole document, and then press the Update Field key (F9), Word automatically updates the numbers of all items and any cross-references to them.

The seq identifier argument is a name you give to a particular type of item. For example, you can assign the sequence identifier table to each table in a document. Use of a Bookmark argument is optional; you include a bookmark if you want to make cross-references to the item elsewhere in your document.

Reordering Sequences

When you update the fields or print the document, Word replaces each identifier with a number representing that item's sequence in the document. Each type of item is numbered separately; the format of the sequence numbers is the same as that of the first character following the first field character.

For example, suppose your document includes three tables (identifier: Table) and two photographs (identifier: Photo). You can label the items as shown in the following example.

Label	Result

Table {seq Table}.	Table 1.

  European Sales	 European Sales

Photograph {seq 	Photograph

  Photo}. VP Sales	1. VP Sales

Photograph {seq	Photograph

  Photo}. Chief 	2. Chief

  Operating Officer	Operating Officer

Table {seq Table}.	Table 2.

  African Sales	African Sales

Table {seq Table}.	Table 3.

  Asian Sales	Asian Sales

If you move the table showing Asian sales above the table for African sales and then update the fields or print the document, Word renumbers the tables automatically so that Asian Sales becomes Table 2 and African Sales becomes Table 3.

Cross-references

To create an automatic cross-reference to an item you've labeled with a SEQ field, you assign a bookmark name to the item and then include that bookmark name in a SEQ field where you want the cross-reference to appear.

Suppose you want to refer to the table showing African sales. First, you add a bookmark name -- for example, african_sales -- to the SEQ field you've created for the table. Then, at the position where you want the cross-reference to appear, insert a SEQ field. The following example assumes that the African sales table is the second table in the document.

Example:	As the data in Table {seq table african_sales} show ...

Result:	As the data in Table 2 show ...

You can use a similar method to number chapters automatically and to include chapter numbers and titles in headers, footers, tables of contents, and indexes.

Chapter Numbering

To number chapters automatically, insert a SEQ field at the beginning of each chapter.

Example:	Chapter {seq chapter}. The Wedding

Result:	Chapter 9. The Wedding

Word replaces the field {seq chapter} with the appropriate number when you update the field or print the document. In the preceding example, "The Wedding" is text you type denoting the title of the chapter.

SEQ Switches

The Switch \c instructs Word to insert the nearest preceding sequence number -- that is, the current number. This is useful for references in the page or pages after the current sequence item.

The Switch \n instructs Word to insert the next sequence number. If you do not specify a switch, the next sequence number is the default.

The Switch \r instructs Word to reset the sequence number to the number you type. With this option, you can restart numbers at any point -- for example, at the beginning of a new chapter.

The Switch \h hides the field result. This is useful if you want to use a SEQ field for cross-references but don't want the field to appear. For example, you might want to refer to a numbered chapter in a cross-reference but not insert the chapter number in the chapter itself.

Note that these switches are not displayed in the Instructions box of the Field dialog box.


Set

{set Bookmark "Data"}

The SET field defines the text of a bookmark that appears in a number of places in a document. Having set the bookmark, you can change the text easily. For example, if you are creating a contract with a contractee's name filled in numerous times, you can insert a SET field before the first use of the bookmark (the contractee's name).

For each copy of the contract, you fill in the text for the bookmark; for instance:

{set contractee "John Hancock"}

When you print the document, all references to the bookmark contractee have "John Hancock" as their result. For the next copy of the contract, you change "John Hancock" to the name of the next contractee.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu.

You cannot use the SET field in footnotes, annotations, headers, or footers.

Example:	{set success "A Fine Mess"}

Result:	A Fine Mess (in each field containing the success bookmark)

The Bookmark success is the name that is applied to the quoted text.

The Data argument "A Fine Mess" is the text you want inserted. Note that the text is enclosed in quotation marks.


Skip If

{skipif Expression Operator Expression}

You use the SKIPIF field when you want Word to skip an item conditionally during print merge. You cannot use SKIPIF together with NEXT.

Like the IF field, SKIPIF compares two values, which may be stated as expressions. If the comparison of the two values is true, SKIPIF cancels the current copy of the merge document, moves to the next record in the data file, and then starts over from the beginning of the main document. If the comparison is false, Word continues the merge for the current copy.

For details on how the IF field works, see IF field.

You can display a new result by choosing Print Merge from the File menu.

Example	Result

{skipif order < 100}	Word either prints or skips data from the current paragraph in the data file.

If the customer orders fewer than 100 items, nothing is printed for this data record.

For more information, see Record Selection dialog box.


Style Ref.

{styleref "StyleIdentifier" [Switch]}

The STYLEREF field searches backward toward the beginning of your document until it finds the first paragraph formatted with the style you've specified, and then it inserts the text of that paragraph in the location of the STYLEREF field.

When used with the \l switch in a header or footer, STYLEREF searches for the last paragraph on the current page having the style you've specified.

In footnotes, the search starts from the footnote reference mark.

Example:	{styleref "bl"}

Result:	New opportunities for sales

In the preceding example, the StyleIdentifier argument bl is the name used to define a style in the document. New opportunities for sales is the text of the first paragraph in the document formatted with the style named "bl." Note that the StyleIdentifier argument is enclosed in quotation marks.

Example:	{styleref bl} -- {styleref bl \l}

Result:	Rip -- Risky

The preceding example sets up a dictionary-style header or footer. You position the insertion point immediately following the paragraph you want to designate as the first header or footer entry for the page, and then open the Header/Footer pane. The first field, {styleref bl}, sets the header or footer for the first entry, Rip. The second field, {styleref bl \l}, sets the header or footer for the second entry in the header or footer, Risky. It contains the Switch \l, which instructs Word to search for the last paragraph on the current page that is formatted in the bl style.


Subject

{subject ["NewSubject"]}

The SUBJECT field inserts the subject specified in the document's Summary Info dialog box. You can also use this field to change the text in the Subject box of the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{subject}

Result:	Extinction of Penguins

Word copies the subject from the Summary Info dialog box.

Example:	{subject "Frozen Birds"}

Result:	Frozen Birds

The NewSubject argument "Frozen Birds" changes the Subject text in the Summary Info dialog box and inserts the new text in the document. Note that the text of the argument is enclosed in quotation marks.


Symbol

{symbol Character}

The SYMBOL field inserts a single symbol character or a string of characters.

The font of the field result cannot be changed if adjacent text is selected; the font can be changed only if the field alone is selected.

Character formatting and font size formatting can be applied to the field result.

Example:	{symbol 163}

Result:	£

For information on the ANSI character set, refer to your Windows documentation.

The Character argument can be either the character itself, a decimal value, or a hexadecimal value.  The preceding example uses a decimal value, keyed to the ANSI character set, to produce the symbol for the British pound.

A hexadecimal value must have the format 0xnnn, where the number is preceded by 0x.

Example:	{symbol \f Courier \s 12 163}

Result:	£

The Switch \f indicates the font (Courier).

The Switch \s indicates the font size (12-point).


TC (Table of Contents Entry)

{tc "Text" [Switches] [TableIdentifier]}

For more information on tables of contents, see Indexes and Tables of Contents.

The TC field provides text and a page number for a table of contents. The entries created with this field can be used to build or update a table created and formatted with the TOC field. See TOC field (Table of Contents).

You can use these fields as an alternative to creating a table of contents from an outline. You can also use them to collect other kinds of listing tables, such as a table of photographs or a list of illustrations.

Example:	{tc "Selecting Text"}

Result:	Table of contents entry after updating TOC field:

Selecting Text, 49

The Text "Selecting Text" denotes what you want to appear in the table.

Example:	{tc "Chart 9" \f g}

Result:	Table of charts entry after updating TOC \f g field:

Chart 9, 23

The Switch \f identifies the letter following as a TableIdentifier for the list to which this entry is to be directed; in the preceding example, the list is a table of charts.

The TableIdentifier can be any single letter.

The preceding example links with the \f switch for a TOC field.

Example:	{tc "Markings" \l 2}

Result:	Table of contents entry after updating TOC field:

Markings   18

The Switch \l (for "level") indicates that the number following is a level number for this table entry. Note that, although there are nine possible levels of a TOC field, only Heading 1 through Heading 8 will be correctly compiled into the table of contents.

The default for the \l switch is 1.

Note: The TC field is automatically formatted as hidden text. To display the field, click the Show/Hide button on the Toolbar.


Template

{template}

The TEMPLATE field inserts the name of the document's template as specified in the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	This document was created from the {template} document template.

Result:	This document was created from the SALES.DOT document template.


Time

{time [@ Time-Format-Picture]}

The TIME field inserts the time the field was last updated.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu.

Example	Result

{time}	11:11 AM

You can change the time format by selecting the format of your choice under Instructions in the Field dialog box. For other formatting options, see the Date-Time Picture switch.


Title

{title ["NewTitle"]}

The TITLE field inserts the title as recorded in the document's Summary Info dialog box. You can also use this field to change the title in the Summary Info dialog box.

You can display a new result by pressing the Update Field key (F9) or by choosing Print Merge from the File menu. If the field is in a header or footer, you can update the field once by choosing the Print command from the File menu.

Example:	{title}

Result:	Using Up Surplus

This field copies the title from the Summary Info dialog box.

The format of the title is the format of the first character following the initial field character. In the preceding example, the italicized t formats the complete title in italic.

Example:	{title "101 Penguins"}

Result:	101 Penguins

The NewTitle argument "101 Penguins" inserts this title in the document and changes the title in the Summary Info dialog box. Note that the new title, enclosed in quotation marks, takes on italic formatting in this example because the first character following the initial field character is italicized.


TOC (Table of Contents)

{toc [Switches] [Bookmark] [TableIdentifier]}

For more information on tables of contents, see Indexes and Tables of Contents.

The TOC field collects a table of contents or other listing table. This field can be used in connection with the TC (Table of Contents Entry) field. See TC field.

You can display a new result by pressing the Update Field key (F9). Note that it's best to update the TOC field with field results showing (that is, field codes off). Otherwise, the pagination may be inaccurate.

Example	Result

{toc}	A table of contents from the document outline.

The default, when no instruction is specified, is a table created from the document's outline headings.

Example	Result

{toc \b select}	A table of contents for the portion of the document covered by the specified bookmark.

The Switch \b collects a table of contents only from the pages marked by the specified bookmark.

The Bookmark select is the name of the bookmark.

Example	Result

{toc \f}	A table of contents from TC fields.

The Switch \f collects a table of contents from TC fields having no table identifier or having the table identifier c.

Example	Result

{toc \f g}	A table of the type of item you want to collect, identified by the TableIdentifier you specify, both in this field and in TC fields.

The TableIdentifier g generates a table from other TC fields that also have the table identifier g.

Example	Result

{toc \o "1-2"}	A table of contents from the specified levels of the outline.

The Switch \o collects a table of contents from the paragraphs formatted with Word standard heading styles. Numerals following the \o switch -- in the preceding example, 1 and 2 -- are the outline heading levels to be collected into a table of contents. Note that, although nine heading-level styles are available, the TOC field recognizes only Heading 1 through Heading 8 as distinct. Heading 9 is treated the same as Heading 8.

You must use two numerals after the \o switch, even if you want to collect entries from only one heading level. For example, if you want only Heading 3 in your table, your code should be {toc \p 3-3}.

Example	Result

{toc \s chapter}	A table of contents with chapter-page numbers -- for example, 8-3.

The Switch \s indicates that the following word is a sequence name.

This switch is useful for books that number the pages with both chapter and page numbers -- for example, 8-3 (Chapter 8, page 3). Word inserts the value of the sequence name on the page of the table of contents entry, followed by a separator character and the page number. Alphabetic chapter sequences (A, B, and so on) are not recognized.

If you want to create a table of contents using a SEQ field, you need to set up your document  with the appropriate SEQ field instructions. Use chapter as the sequence identifier for chapters, and start each chapter with:

Chapter {seq chapter}

For details on SEQ fields, see SEQ field.

If the value of the sequence is zero and the page-number format of the page containing the table of contents entry is not arabic, then Word automatically omits the sequence number portion.

By default, the separator character (between chapter and page numbers) is a hyphen. You can change this to a different character by using the \d switch, as in the following example.

Example:	{toc \s chapter\d ":"}

Result:	A table of contents with sequence number and page number separated by a colon -- for example, 8:3

The Switch \d, therefore, indicates that the characters following (maximum three) are used to separate a sequence number from the page number. The character you designate as the separator must be enclosed in quotation marks.

The Switch \d must be used in conjunction with the \s switch.


User Address

{useraddress}

The USERADDRESS field inserts the user's address, which is taken from the User Info category of the Options dialog box (Tools menu).

To display a new result, press the Update Field key (F9).

If the field is in a header or footer, you can update it once by choosing the Print command from the File menu.

Example	Result

{useraddress}	123 Killarny Way

Anytown, WA


User Initials

{userinitials}

The USERINITIALS field inserts the user's initials, which are taken from the User Info category of the Options dialog box (Tools menu).

To display a new result, press the Update Field key (F9).

If the field is in a header or footer, you can update it once by choosing the Print command from the File menu.

Example	Result

{userinitials}	TC


User Name

{username}

The USERNAME field inserts the user's name, which is taken from the User Info category of the Options dialog box (Tools menu).

Example	Result

{username}	Tina Caspary


General Switches

General switches are optional instructions that affect the format of a field's result or lock a field's result.

General switches can be used with all field types except the following:

Auto No.	Import

Auto No. Legal	Index Entry (XE)

Auto No. Outline	Macro Button

Formulas (EQ)	Referenced Doc. (RD)

Goto Button	TC

Choose a switch name for more information.

Switch	Description

Format (\*)	Specifies arabic or roman numerals, and adds formatting such as bold or capitalization to the field's result.

Numeric picture (\#)	Formats a numeric result; number of decimal places, dollar sign, and so forth.

Date-time picture (\@)	Formats a date result as month/day/year, day/month/year, and so forth.

Lock result (\!)	Prevents fields that are part of the result from being updated.


Format (\*)

\* formatname

Word has three categories of format names for the format switch: case conversion, number conversion, and character formatting.

The following are case conversion format names, using the QUOTE field to illustrate.

upper (uppercase)

Converts all characters in the field's result to uppercase.

Example:	{quote "word" \* upper}

Result:	WORD

lower (lowercase)

Converts all characters in the field's result to lowercase.

Example:	{quote "WORD" \* lower}

Result:	word

firstcap (first word initial capital)

Converts the first word in the field's result to initial capital.

Example:	{quote "word document" \* firstcap}

Result:	Word document

caps (initial capitals)

Converts all words in the field's result to initial capitals.

Example:	{quote "word document processing" \* caps}

Result:	Word Document Processing

The following are number conversion format names. These switches interpret the last result of a field as an integer and then format it. If the result of a field is not a number, Word ignores these switches.

arabic (arabic numbers)

Converts numbers in the field's result to arabic cardinal form.

Example:	{page \* arabic}

Result:	15

This switch overrides the page number format setting in the Header/Footer dialog box when it is set to a format other than arabic.

ordinal (ordinal arabic numbers)

Converts numbers in the field's result to arabic ordinal form.

Example:	{= 5 + 10 \* ordinal}

Result:	15th

roman (roman numerals)

Converts numbers in the field's result to roman numerals. The result has the case of the first character of "roman."

Example	Result

{seq chptno chapt_15	XV

 \* Roman}

{seq chptno chapt_15	xv

 \* roman}

alphabetic (alphabetic numbers)

Converts the field's result to alphabetic characters. For example, a result equal to "5" becomes "e." The result has the case of the first character of "alphabetic."

Example	Result

{=2+3 \* Alphabetic}	E

{=2+3 \* alphabetic}	e

cardtext (cardinal text numbers)

Converts numbers in the field's result to cardinal text form. Initial capital is the default. To format the result in a different case, use a case conversion switch after the numeric conversion switch.

Example	Result

{=10 + 5 \* cardtext}	Fifteen

{=10 + 5 \*cardtext	FIFTEEN

 \* upper}

ordtext (ordinal text numbers)

Converts numbers in the field's result to ordinal text form. Initial capital is the default. To format the result in a different case, use a case conversion switch after the numeric conversion switch.

Example	Result

{quote "123" \*	One Hundred

 ordtext }	Twenty-Third

{quote "123" \*	ONE

 ordtext \*upper}	HUNDRED TWENTY-THIRD

hex (hexadecimal numbers)

Converts numbers in the field's result to hexadecimal form.

Example:	{=16 + 31 \* hex }

Result:	2F

dollartext (dollar text with fraction)

Converts numbers in the field's result to cardinal text, inserts an "and," and displays fractions as arabic numerators over 100.

Example:	{=9.20 + 5.35 \* dollartext} Dollars

Result:	Fourteen and 55/100 Dollars

The following are character format names. The result of some types of fields has the same format as the source of the result. Character format switches provide a way to control the format of the result for an individual field.

charformat (new character format)

Applies the formatting of the first character after the opening field character to all characters in the field's result. In the following example, the "r" in the field type designator, ref, is bold; therefore, the result has bold character formatting.

Example:	{ref ch2title \* charformat}

Result:	Blues

mergeformat (merge the new format with existing format)

Applies the formatting of the previous result, word for word, to the new result. This switch is useful if you've formatted the result of a field and want to save the formatting when you update the field. If there is no previous result, the switch applies the formatting of the first character after the opening field character to the result.

Text added to the field receives only the formatting of the first character after the opening field character.

Example:	{ref ch2title \* mergeformat}

Result:	(First update) The Blues Lives

(After adding italic to result) The Blues Lives

(Second update) The Blues Lives and Dies

The first line is the result assuming the title of chapter 2 is "The Blues Lives." The bold format comes from the first character of the field type (r). The second line is the result after manually adding italic to the result. The third line is the result after adding the text "and Dies" (without formatting) to the bookmark ch2title. The new text gets only the bold format from the first character of the field type.


Numeric Picture (\##)
Numeric Picture (\#)

\# numeric picture

This switch sets the format for fields with a numeric result. For example, you can use this switch to specify that a field's result always prints with two numerals to the right of the decimal.

The numeric picture is one or more zeros, plus a decimal separator, comma, currency symbol, or other character you want to use in the result.

The result has the same format as the corresponding characters in the numeric picture switch (for example, 000 formats a result as 092).

If the result of a field is not a number, this switch has no effect.

zero (digit placeholder)

With this switch, if the result has fewer digits on either side of the decimal than there are zeros in the numeric picture, zeros are added.

If the result has more digits to the right of the decimal than there are zeros in the numeric picture, the fraction is rounded to the number of digits equal to the number of zeros (one-half is rounded to the nearest even number).

If the result has more digits to the left of the decimal, all the digits are displayed.

Examples	Results

{=115.2966 * 3 \###	$345.89

 $00.00}

{=9115.2966 * 3 \#	£27,345.89

 £0,000.00}

The currency sign appears in the result because it is not recognized as a special character for this switch. The format of the currency results (for example, whether commas or decimal points are used as separators) depends on the corresponding settings in the WIN.INI file. You can change the currency format in the Control Panel.

Notice that the extra digits to the left of the decimal are displayed. The calculation yielded additional digits to the right of the decimal, so these were rounded.

If a calculation with the example numeric picture yields only one digit or none to the left or right of the decimal, zeros are added. For example, if the result were 0.7, Word displays the result as 00.70.

number sign (digit placeholder)

This switch controls the number of zeros displayed in a numeric result. It does not add zeros if there are fewer digits in the result than number signs in the numeric picture. If there are no digits in the result, then a space is displayed.

Example	Result

{=10 * 8.9% \# $##0.00}	$  0.89

Since this is the most common U.S. currency number format, fractional amounts are preceded by zero without adding more zeros than are needed.

Because there are no digits in the result corresponding to the ## characters between the currency symbol and the 0, spaces are left.

x (truncating digit placeholder)

This switch controls how many digits are displayed in a numerical result. If X is the leftmost character in the numeric picture, and there are more digits to the left of the decimal than there are digits in the picture, the extra digits are not displayed.

If X is placed to the right of the decimal and there are more digits in the resulting fraction than digits in the picture, the extra digits are rounded (one-half is rounded to the nearest even number). If there are fewer digits in the resulting fraction than digits in the picture, nothing is added.

Examples	Results

{number \# x#}	(If number is 109)

09

(If number is 29)

29

(If number is .29)

two blank spaces are the result

{number \# 0.xx}	(If number is 3.1416)

3.14

(If number is 3.1)

3.1

The Bookmark number includes a number, or a calculation that results in a number.

decimal character

You can add a decimal character such as a comma or decimal point to a numeric picture to set the number of digits displayed to the left and right of the decimal character.

The decimal character in the field code must be the same as the character set in the WIN.INI file. You can use the Control Panel to change the decimal character.

Example	Result

{=319 \# #,##0}	319

{=43217 \# #,##0}	43,217

thousands separator

You can add a thousands separator character to a numeric picture. The thousands separator is included in the result when the number is large enough to require a thousands separator. The thousands separator character is replaced by a space if the separator is not needed.

The thousands separator character in the field code must be the same as the character set in the operating environment. In Windows, this setting is stored in the WIN.INI file. You can use the Control Panel to change the thousands separator character.

Example	Result

{=319 \# ,0}	319

{=43217 \# ,0}	43,217

 -- (negative sign)

You can add a minus sign to a numeric picture to display a minus sign if the result is negative. A space is added if the result is positive or zero.

Example	Result

{temperature	(If temperature is

 \# --#0°}	--19)

--19°

(If temperature is 72)

72°

The Bookmark temperature includes a number or a calculation that results in a number.

+ (required sign)

You can add a plus sign to a numeric picture if you want to display a numeric result with a sign. When a plus sign is added, the result includes a plus sign if the result is positive or a minus sign if the result is negative. A space is added if the result is zero.

Example	Result

{declination \#	(If declination

 +#0.000}	is -- 10)

--10.000

(If declination is 29.3334)

+29.333

(If declination is 0)

0.000

The Bookmark declination includes a number or a calculation that results in a number.

Notice that the second example is rounded because the numeric picture contains only three zeros to the right of the decimal point.

positive; negative (negative variant)

You can use two numeric pictures with a single numeric picture switch, the first to control how positive and zero results are displayed, the second to format negative results. The two numeric pictures are separated by a semicolon (;). For example, with this numeric picture, you can display positive or zero results without parentheses and negative results enclosed in parentheses.

Examples	Results

{yield \# $#0.00;	(If yield is

 ($#0.00)}	 -- 29.89)

($29.89)

(If yield is 38.41)

$38.41

(If yield is 0)

$ 0.00

{yield \# $00.00;	(If yield is

 $00.00}	-- 29.89)

$29.89

(If yield is 38.41)

$38.41

(If yield is 0)

$ 0.00

The Bookmark yield includes a number or a calculation that results in a number.

positive; negative; zero (full variant)

You can use three numeric pictures with a single numeric picture switch, the first to control how positive results are displayed, the second to format negative results, and the third to control how zero results are displayed. The numeric pictures are separated by semicolons (;).

Examples	Results

{profits \# £0.00;	(If profits

 (£0.00);--0--}	is 41.29)

£41.29

(If profits is --46.58)

(£46.58)

(If profits is 0)

 --0--

{profits \# £0.00;	(If profits

 £0.00;*0*}	is 41.29)

£41.29

(If profits is --46.58)

£46.58

(If profits is 0)

*0*

The Bookmark profits includes a number or a calculation that results in a number.

The "--" characters are em dashes, not two minus signs.

'text' (literal text)

To add text to a numeric picture, enclose the text in apostrophes.

Example:	{={price}*8.1% \# "$##0.00 '= sales tax'"}

Result:	$  0.81 = sales tax

The result shown assumes that the value of the Bookmark price is 10.00.

'sequence-name' (sequence value)

If you want to include the value of a sequence, such as the current chapter number, enclose it in accents grave. The result is displayed in arabic format. The sequence name is enclosed in accents grave.

To type an accent grave, with NUMLOCK on, press ALT+096 on the numeric keypad.

Example:	Chapter {seq `chapter`}

Result:	Chapter 2

others (all other characters)

To include any other character (dashes, asterisks, and so forth) in a numeric picture, just include them in the numeric picture. See the preceding examples that include currency symbols.


Date-Time Picture (\@)

\@ date-time picture

This switch sets the format for fields with a date or time result. For example, you can use this switch to specify that the results of date fields are always in day/month/year format.

The result has the same format as the corresponding characters in the date-time picture (for example, hh:mm formats a result as 11:11).

If the result of a field is not a date or time, this switch has no effect.

If the date or time in a field is in the future, Word uses a special format temporarily. For example, the printdate field cannot have a date or time result until the document has been printed. In this case, Word uses 00/00/00 if no date-time picture switch is used. If you use a date-time picture switch, Word substitutes zeros for numbers and X's for text. For example:

{printdate \@ "HHmm ddd dd MMM yyyy"}

appears before the first printing as:

0000 XXX 00 XXX 0000

After the first printing, the date and time appear as specified. For example:

1530 Fri 24 Jul 1991

month

Displays the month in one of four formats using the letter "M." The letter "M" must be uppercase to distinguish months from minutes.

Syntax	Result	Effect

\@ M	1 -- 12	Month as digits without leading zeros for single-digit months

\@ MM	01 -- 12	Month as digits with leading zeros for single-digit months

\@ MMM	Jan	Month as a three-letter abbreviation

\@ MMMM	January	Month as its full name

day

Displays the date or day in one of four formats using the letter "d." The letter "d" can be uppercase or lowercase.

Syntax	Result	Effect

\@ d	1 -- 9	Day of the month as digits without leading zeros for single-digit days

\@ dd	01 -- 09	Day of the month as digits with leading zeros for single-digit days

\@ ddd	Mon	Day of the week as a three-letter abbreviation

\@ dddd	Monday	Day of the week as its full name

year

Displays the year in one of two formats using the letter "y." The letter "y" can be uppercase or lowercase.

Syntax	Result	Effect

\@ yy	01	Year as two digits with leading zeros for the years 01 through 09

\@ yyyy	2001	Year as four digits

hours

Displays the time in one of four formats using the letter "h" or "H." A lowercase "h" means 12-hour clock. An uppercase "H" means 24-hour clock.

Syntax	Result	Effect

\@ h	1 -- 12	Time for 12-hour clock without leading zeros for single-digit hours

\@ hh	01 -- 12	Time for 12-hour clock with leading zeros for single-digit hours

\@ H	0 -- 23	Time for 24-hour clock without leading zeros for single-digit hours

\@ HH	00 -- 23	Time for 24-hour clock with leading zeros for single-digit hours

minutes

Displays the minutes in one of two formats using the letter "m." The letter "m" must be lowercase to distinguish minutes from months.

Syntax	Result	Effect

\@ m	0 -- 59	Minutes without leading zeros for single-digit minutes

\@ mm	00 -- 59	Minutes with leading zeros for single-digit minutes

am/pm

Displays the time in one of four morning and afternoon formats. You set actual characters for morning and afternoon in the Control Panel. The following examples are based on settings of AM and PM.

Syntax	Result	Effect

\@ h AM/PM	9AM -- 5PM	Morning and afternoon hours shown with uppercase AM/PM

\@ h am/pm	9am -- 5pm	Morning and afternoon hours shown with lowercase am/pm

\@ h A/P	9A -- 5P	Morning and afternoon hours shown with uppercase A/P

\@ h a/p	9a -- 5p	Morning and afternoon hours shown with lowercase a/p

'text' (literal text)

To add text to a date-time picture, enclose the text in apostrophes.

Example	Result

\@ " 'PRINT TIME:	PRINT TIME:

 ' HHmm"

'sequence-name' (sequence value)

If you want to include the value of a sequence such as the current chapter number, enclose it in accents grave. The result is displayed in arabic format. The sequence name is enclosed in accents grave.

To type an accent grave, with NUMLOCK on, press ALT+096 on the numeric keypad.

others (all other characters)

To include any other character (dashes, asterisks, and so forth) in a date-time picture, just include them in the date-time picture.

Example	Result

\@ "HH:mm MMM-d, yy"	10:13 Oct-13, 91

The colon (:), the hyphen (-), and the comma (,) are copied as is to the result.


Lock Result (\!)

This switch has no additional instructions. The lock result switch prevents fields that are part of the result of an INCLUDE or REF field from being updated.


A template macro or user macro

This macro was created by Microsoft for a template other than NORMAL.DOT or by a user. Specific Help is not available, however, you can get an idea of what the macro does.

To learn what the macro does

>	Do one of the following:

 -	To run the macro, choose the command or press the key combination you used to display this help topic.

 -	To display the macro, choose Macro from the Tools menu (ALT, O, M), select the macro from the Macro Name box, and then choose the Edit button.

Note: If you got this Help topic by pressing SHIFT+F1 and then pressing a key combination, you may not know the macro name. In that case, choose Options from the Tools menu (ALT, O, O), select the Keyboard in the Category box, and then press the macro's key combination. The macro name appears with the key combination in the Key box.


A MsgBox message

This message was created in a macro with the MsgBox statement, and was not shipped as a part of WINWORD.EXE. Specific Help is not available.


A template dialog box or user dialog box

This dialog box was created by Microsoft for a template other than NORMAL.DOT or by a user. Specific Help is not available.


Macro Variables dialog box

Use this dialog box to view the values that the macro has assigned to variables.

Variables

Lists the macro's variables and their current values.

Set

Displays the Set Variable dialog box so you can temporarily reset the value of a variable.


Set Variable dialog box

Use this dialog box to temporarily reset the value of a variable.

Set Variable To

Displays for editing the value currently assigned to the variable you select in the Macro Variables dialog box.