Word 2013 In Depth

Faithe Wempen , M.A., is a Microsoft Office Master Instructor and the author of more than 120 books on computer hardware and software. An adjunct instructor of Computer Information Technology at Purdue University, she specializes in Office applications and PC hardware architecture. She has also written and taught online technology courses that have educated over a quarter of a million students for corporate clients including Hewlett-Packard, CNET, and Sony. Faithe is also an A+ certified PC technician and the author of several textbooks on PC repair and maintenance. In her spare time (!), she owns and operates a small bed and breakfast in central Indiana.

Introduction 1

How This Book Is Organized 1

  Part I: Working with Text 1

  Part II: Formatting a Document 1

  Part III: Tables and Graphics 2

  Part IV: Collecting and Managing Data 2

  Part V: Working with Long Documents 2

  Part VI: Collaboration and Online Sharing 2

  Part VII: Customizing and Extending Word 2

  Part VIII: Appendixes 2

Conventions Used in This Book 3

I Working with Text

1 Creating and Saving Documents 5

Understanding the Word 2013 Interface 5

  Tabs and the Ribbon 5

  Backstage View 7

  The Mini Toolbar 9

  Galleries, Dialog Boxes, and Panes 9

Working with Views 12

  Switching Document Views 12

  Showing or Hiding Onscreen Elements 14

  Changing the Zoom 14

  Displaying Multiple Documents and Windows 15

Using the Help System 16

Starting a New Document 18

  Creating a Blank Document 18

  Creating a Document Based on a Microsoft Template 20

Saving a Document 24

  Choosing a Save Location 24

  Changing the Favorite Locations 28

  Selecting an Appropriate File Format 29

  Converting a Document to Word 2013 Format 34

Opening a Document 35

  Opening a Recently Used Document 35

  Opening a Document with the Open Dialog Box 36

  Changing the File List View in the Open Dialog Box 37

  Opening Other File Types 39

  Opening Files in Special Modes 40

  Making a Document Read-Only 41

Working with File Properties 41

  Defining Custom Properties 44

  Automatically Updating Custom Properties 45

Setting File-Handling Preferences 45

  Returning to the Word 2010 Style of Saving and Opening 45

  Setting the Default Save Location and File Type 46

  Setting an AutoRecover Interval 48

2 Typing and Editing Text 49

Text Entry and Editing Basics 49

  Switching Between Insert and Overtype Modes 51

  Undoing, Redoing, and Repeating 51

  Inserting Symbols and Special Characters 52

Moving Around in a Document 57

  Scrolling 57

  Moving the Insertion Point with Click and Type 58

  Navigating with Keyboard Shortcuts 59

Selecting Text and Other Objects 60

Moving and Copying Text and Objects 62

  Moving or Copying Text with Drag-and-Drop 62

  Using Cut, Copy, and Paste 63

  Keeping or Discarding Formatting When Pasting 64

  Pasting with Paste Special 67

  Using the Office Clipboard 68

Locating Specific Content 69

  Finding and Replacing 69

  Using Go To 78

  Displaying a Document Map 79

  Displaying Page Thumbnails 80

Evaluating Readability 80

Viewing Word Count 82

Controlling Hyphenation 82

  Enabling or Disabling Automatic Hyphenation 83

  Turning Off Automatic Hyphenation for Specific Text 84

  Hyphenating a Document Manually 85

Inserting Dummy Text 86

Working with Building Blocks 86

  Creating a Building Block 87

  Inserting a Building Block 88

  Deleting Building Blocks 90

  Changing a Building Block’s Properties 90

3 Correcting and Printing Documents 91

Correcting Spelling and Grammatical Errors 91

  Checking the Spelling of an Individual Word 91

 Fixing Individual Grammatical Errors 93

  Performing an Interactive Spelling and Grammar Check 94

  Finding Proofing Errors 96

Customizing Spelling and Grammar Options 97

  Customizing Grammar and Style Rules 99

  Managing the Spelling Dictionaries 100

  Checking Spelling and Grammar in Multiple Languages 106

Automating Corrections with AutoCorrect 107

  Rejecting an Automatic Correction 107

  Setting AutoCorrect Options 108

  Changing or Removing an AutoCorrect Entry 110

  Adding a Plain Text AutoCorrect Entry 110

  Adding a Formatted or Graphical AutoCorrect Entry 110

  Configuring Math AutoCorrect 111

Working with Actions 112

  Performing an Action 113

  Configuring Action Settings 113

Using Research Tools 114

  Checking a Word’s Definition with a Dictionary 114

  Finding Words with a Thesaurus 116

  Translating Text into Other Languages 118

  Looking Up Information at a Research Site 122

  Customizing and Extending the Research Tools 123

Printing a Document 125

  Printing Quickly with Default Settings 125

  Printing the Current Document 125

  Using Print Preview 130

  Setting Print Options for Word Documents 131

  Setting Options for a Certain Printer 133

  Storing Different Properties for a Single Printer 134

Printing Iron-On Transfers 135

Managing a Print Queue 135

Faxing Documents 137

  Faxing a Document with a Fax Modem 137

II Formatting a Document

4 Applying Character Formatting 139

Understanding How Fonts Are Applied 139

Changing the Font and Size 141

Setting the Default Font 146

Specifying a Fixed Default Font 146

Setting Different Default Theme Fonts 146

More About Font Types 147

Adding More Fonts to Your System 148

Embedding and Substituting Fonts 149

Changing Font Color 150

Bold and Italic: Applying Font Styles 153

Underlining Text 154

Applying Font Effects and Text Effects 156

Changing Text Case 158

Highlighting Text 159

Adjusting Character Spacing and Typography 160

Creating a Drop Cap 163

Clearing Formatting 165

Copying Formatting with Format Painter 165

Revealing and Comparing Formatting 166

Using AutoFormat 168

  Setting AutoFormat As You Type Options 169

  Formatting a Document with AutoFormat 170

  Making AutoFormat Available on the Quick Access Toolbar 170

  Setting AutoFormat Options 171

  Applying AutoFormat (Automated Mode) 172

  Applying AutoFormat (Interactive Mode) 172

5 Formatting Paragraphs and Lists 175

Setting Line Spacing 177

  Choosing a Line Spacing Multiplier 177

  Setting a Precise Line-Spacing Value 178

 Setting Spacing Before or After a Paragraph 179

Indenting Paragraphs 180

  Setting Precise Indent Values 181

  Quick Indenting with Buttons and Shortcuts 182

Working with Tab Stops 184

  Types of Tab Stops 186

  Placing and Removing Tab Stops on the Ruler 187

  Defining Tab Stops with the Tabs Dialog Box 188

  Changing the Default Tab Stop Interval 189

  Converting a Tabbed List to a Table 189

  Copying Tab Stop Settings Between Paragraphs 190

Setting Paragraph Alignment 191

Creating Numbered and Bulleted Lists 191

  Typing a Quick Numbered or Bulleted List 192

  Creating Lists with AutoFormat As You Type 192

  Restarting or Continuing List Numbering 193

  Starting a List at a Certain Number 194

  Changing the Number Format 195

  Changing the Bullet Character 198

  Changing the List Level 202

  Adjusting Bullet or Number Spacing and Indents 203

Applying Paragraph Borders 203

  Applying and Removing Borders 204

  Formatting Borders 206

Applying Paragraph Shading 208

Preventing Paragraphs from Breaking 210

6 Creating and Applying Styles and Themes 213

Understanding Styles 213

  Methods of Applying Styles 215

     Methods of Creating and Modifying Styles 215

Working with the Style Gallery 216

Changing the Style Set 217

Using the Styles Pane 218

Using the Apply Styles Pane 220

Customizing the Styles Pane 221

Clearing Styles and Formatting 222

Viewing the Style Area 224

Creating and Deleting Styles 226

  Style Naming and Alternate Names 226

  Creating a New Style by Example 227

  Creating a New Style by Definition 229

  Applying a Keyboard Shortcut to a Style 233

  Deleting a Style 234

Modifying Styles 235

  Updating a Style Automatically 235

  Updating a Style to Match a Selection 235

  Modifying a Style Definition 236

  Redefining the Normal (Default) Style 236

  Renaming Styles 236

  Working with Cascading Styles 237

  Modifying the Styles in the Current Template 238

  Modifying Styles in the Manage Styles Dialog Box 238

Sorting the Styles List 239

Filtering the Styles List 241

Copying Styles Between Documents 242

Working with Themes 243

  Applying a Theme 243

  Resetting to the Template Theme 244

  Creating New Themes 244

  Applying a Color Set 245

  Creating a New Color Set 245

  Applying a Font Set 247

  Creating a New Font Set 248

7 Formatting Documents and Sections 249

Working with Section Breaks 250

  Inserting a Section Break 251

  Deleting a Section Break 251

  Changing a Section Break’s Type 251

Changing Page Margins 252

  Selecting a Margin Preset 252

  Entering Precise Margin Values 253

  Setting Up Gutters and Book Folds 254

Setting Page Orientation 255

Setting Paper Size 256

Setting Vertical Alignment 257

Using Line Numbering 258

Inserting Page Breaks 259

Inserting Cover Pages 260

  Saving Content as a New Cover Page 261

Creating Headers and Footers 262

  Understanding the Header and Footer Areas 263

  Inserting a Header or Footer Building Block 264

  Understanding Header/Footer Field Codes 265

  Deleting a Field Code 265

  Adding and Formatting a Page-Numbering Code 265

  Setting the Format for a Page-Numbering Code 267

  Inserting a Date or Time Code 268

  Inserting a Document Property 270

  Adjusting Header and Footer Positioning 270

  Inserting a Picture in a Header or Footer 271

  Working with Multiple Headers/Footers 272

Repeating Elements on Every Page 272

Applying a Page Watermark 274

  Inserting a Built-In Watermark 275

  Inserting a Custom Text Watermark 275

  Creating a Picture Watermark 276

Working with Multiple Columns 277

  Applying a Column Preset 279

  Creating Manual Column Breaks 279

  Applying Custom Column Settings 280

  Using Different Column Settings for Selected Text 280

Applying a Page Background 281

Using Page Borders 283

8 Working with Templates and NonStandard Layouts 285

About Templates 285

  Types of Template Files 286

  Determining What Template a Document Is Using 286

Starting a New Document Based on a Template 287

  Using a Microsoft Template 287

  Using a Personal or Custom Template 291

  Saving an Existing Document as a Template 292

Modifying Templates 293

  Understanding Template Storage Locations 293

  Opening a Template for Editing 293

  Storing and Accessing Workgroup Templates 294

  Modifying a Template by Modifying the Current Document 296

  Protecting Templates 296

Creating Your Own Templates 297

Changing a Document’s Template 298

  Applying Global Templates 299

  Enabling Global Templates at Startup 300

  Preventing a Template from Loading at Startup 300

  Automatically Changing the Template of All Documents Opened 300

  Troubleshooting Problems with Normal.dotm 302

Creating Text Box Layouts 303

  Inserting a Text Box 304

  Moving and Resizing a Text Box 306

  Applying and Removing Text Box Borders and Fills 307

  Changing the Text Box Shape 308

  Setting Text Box Margins and Vertical Alignment 310

  Wrapping Text Around a Text Box 311

  Linking Text Boxes 312

  Changing the Text Direction 313

  Tips for Creating Text Box Layouts 314

Working with Frames 315

Creating Banners 317

Addressing Envelopes 318

  Adding an Envelope to a Letter 318

  Setting the Envelope Size 319

  Changing the Address Position 320

  Changing the Envelope Font 320

  Printing an Envelope 321

  Controlling How Envelopes Feed into Your Printer 321

  Storing and Retrieving Addresses 322

  Adding Graphics to an Envelope 322

  Using E-Postage with Word 323

Creating Labels 323

  Printing a Full Page of the Same Label 324

  Printing a Single Label 325

  Creating a Custom Label Specification 325

  Fine-Tuning the Label Appearance 326

Creating Folded Note Cards 327

  Using Card Templates 328

  Specifying the Paper Size and Type 328

  Creating Upside-Down Text 329

III Tables and Graphics

9 Creating and Formatting Tables 331

Creating a Table 332

  Inserting a Table from the Table Menu 332

 Inserting a Table via the Insert Table Dialog Box 333

  Drawing a Table 334

Entering Data in a Table 335

Editing a Table 336

  Selecting Cells 336

  Selecting Rows, Columns, or Tables 338

  Inserting Rows, Columns, or Cells 339

  Deleting Rows, Columns, or Cells 341

  Deleting an Entire Table 342

  Moving and Copying Rows and Columns 342

  Merging and Splitting Cells 343

  Splitting a Table 345

  Creating a Nested Table 345

Sizing a Table 346

  Changing the AutoFit Setting 346

  Resizing by Dragging 347

  Specifying an Exact Size 348

  Distributing Column Widths Evenly 350

  Resizing the Entire Table 350

Formatting a Table 350

  Applying Table Styles 350

  Setting the Default Table Style 351

  Creating or Modifying Table Styles 352

  Changing the Cell Background Color 354

  Working with Cell Borders 355

  Setting Cell Margins 358

  Setting Overall Internal Margins for the Table 358

  Setting Internal Margins for an Individual Cell 359

  Setting Text Alignment Within a Cell 360

  Changing Text Direction 361

  Repeating Headings on Each Page 361

  Preventing a Row from Breaking Across Pages 361

Orienting the Table on the Page 361

  Setting Table Alignment 362

  Setting Table Text Wrap 362

Creating a Table Caption 364

Sorting Tabular Data 366

Performing Math Calculations in a Table 367

  Setting the Order of Operations 371

  Referencing Values Outside the Table 372

Getting Data Into or Out of Tabular Format 372

  Converting Text to a Table 373

  Converting a Table to Regular Text 374

  Pasting Tables from Other Office Applications 375

  Embedding Excel Worksheets as Tables 376

10 Working with Pictures and Videos 377

Understanding Digital Photography 377

  Understanding Color Models 379

  Understanding Color Depth 379

  Understanding File Formats 380

  Understanding Image Resolution 381

Understanding Clip Art 381

Inserting Pictures 382

  Inserting a Picture from a File 383

  Inserting a Picture from Your SkyDrive 384

  Inserting a Photo or Clip Art from Office.com 385

  Inserting a Picture from a Bing Search 386

  Capturing and Inserting Screenshots 387

Setting Text Wrap 388

Setting Picture Position 390

  Manually Positioning a Picture 390

  Working with Anchors 390

  Changing a Picture’s Anchor Point 391

  Locking an Anchor 391

  Choosing a Position Preset 391

  Specifying a Custom Position 392

Resizing Pictures 393

Cropping Pictures 395

Compressing Pictures 397

Setting the Brightness, Contrast, and Color Mode 398

  Adjusting Brightness and Contrast 398

  Sharpening or Softening a Picture 399

  Changing the Color Mode 399

  Removing a Picture Background 401

  Applying Artistic Effects 402

Applying Picture Styles and Effects 402

  Applying a Picture Style 403

  Applying a Picture Preset 403

  Applying a Shadow Effect 404

  Applying Reflection 406

  Applying Glow 406

  Applying Soft Edges 406

  Applying a Beveled Edge and Other 3-D Formatting 406

  Rotating a Picture 407

  Manually Rotating a Picture 408

  Rotating a Picture by a Specified Amount 408

  Applying 3-D Rotation 409

  Applying a Picture Border 410

  Applying Picture Layouts (SmartArt) 410

Using Figure Captions 412

Adding Alt Text Descriptions 414

Inserting Videos and Interactive Content 414

  Inserting a Video from an Online Source 415

  Inserting Video Clips from Your Own Files 416

11 Working with Drawings, WordArt, and Clip Art 419

Understanding Vector Graphics 419

Drawing Lines and Shapes 421

  Drawing a Shape 421

  Drawing a Straight or Curved Line 422

  Drawing a Freeform Polygon 423

  Working with the Drawing Canvas 424

Adding Text to a Shape 427

Modifying Drawn Objects 427

  Modifying a Straight Line 427

  Adding and Removing Arrow Heads 427

  Modifying an Elbow or Curved Connector 428

  Modifying Curves and Scribbles 429

  Modifying Shapes 430

  Rotating and Flipping Objects 431

Sizing and Positioning Objects 431

  Sizing Objects 431

  Anchoring Lines to Shapes 433

  Layering Objects and Text 435

  Grouping Shapes 436

  Aligning and Distributing Objects 437

Formatting Drawn Objects 438

  Applying Shape Styles 438

  Formatting Borders 439

  Applying Solid Fills 440

  Applying a Picture Fill 443

  Cropping a Picture to a Shape 445

  Applying a Gradient Fill 445

  Applying a Texture Fill 448

  Applying a Pattern Fill 450

  Applying Shadows 452

  Applying 3-D Effects 452

Creating and Modifying WordArt 453

  Editing and Formatting WordArt Text 454

  Changing WordArt Text Wrap 454

  Transforming the WordArt Shape 455

  Changing the Fill and Outline 456

  Creating Vertical WordArt 456

  Setting WordArt Alignment 457

Working with Clip Art 458

  Using a Clip in Another Application 459

 Browsing Clips via Office.com 459

Setting Text Wrap Properties for Clip Art 460

  Wrapping Text Tight Against Clip Art 462

  Editing Text Wrap Points 462

Modifying a Clip Art Image 463

  Setting Clip Size and Position 463

 Cropping and Color-Adjusting Clip Art 463

  Applying Clip Art Background Fill 464

  Setting the Transparent Color 465

  Applying a Border 466

  Applying Shadow Effects to Clip Art 468

  Rotating Clip Art 468

  Flipping Clip Art 468

Editing Clip Art 469

  Selecting and Moving Clip Art Shapes 470

  Recoloring Clip Art Shapes 470

  Editing Clip Art Shapes 470

  Moving and Resizing a Modified Clip 470

12 Working with Charts 473

Understanding the Parts of a Chart 473

Creating a New Chart 475

  Creating a Chart in a Word Document 476

  Creating a Legacy Chart 477

Working with Chart Templates 478

  Creating a Chart Template 478

  Starting a New Chart Based on a User Template 478

  Managing Stored Chart Templates 479

Modifying Chart Data 480

  Editing the Data 480

  Changing the Charted Data Range 481

  Switching Between Rows and Columns 483

Controlling How the Chart and Document Interact 483

  Setting Text Wrapping 483

  Positioning a Chart 483

Changing the Chart Type 485

Creating a Combination Chart 487

Working with Chart Elements 489

  Applying a Quick Layout 490

  Adding a Chart Title 490

     Working with Legends 492

  Using Data Labels 493

  Applying Axis Titles 496

  Modifying Axis Properties 497

  Turning an Axis’s Text On or Off 497

  Adjusting the Axis Scale 498

  Changing the Axis Number Type 501

 Using Gridlines 501

  Adding Trendlines 502

  Adding Error Bars 505

  Adding Up/Down Bars 507

  Adding and Formatting a Data Table 508

Applying Chart Styles and Colors 509

Formatting Individual Chart Elements 510

 Selecting Chart Elements 510

  Clearing Manually Applied Formatting 511

  Applying a Shape Style 511

  Applying Shape Outlines and Fills 512

  Applying Shape Effects 512

  Applying Shadow Effects 513

  Applying Reflection Effects 514

  Applying Glow Effects 514

  Applying Soft Edge Effects 515

  Applying Bevel Effects 515

  Changing the Shape of a Series 516

  Adjusting Data Spacing 517

Formatting Chart Text 518

  Changing the Font, Size, and Text Attributes 518

  Applying a WordArt Style 519

13 Working with SmartArt and Math Formulas 521

Types of SmartArt 521

Inserting a SmartArt Diagram 524

Changing the Diagram’s Layout 525

  Choosing a Different Layout 526

  Changing the Flow Direction 526

  Adding Shapes 526

  Removing Shapes 527

  Promoting or Demoting a Shape 528

  Adding Bulleted Lists 528

  Positioning Organization Chart Branches 528

Working with Diagram Text 529

  Adding and Editing Text 529

  Formatting Diagram Text 530

  Changing the Font by Applying a Font Set 530

  Changing the Font, Size, and Text Attributes Manually 531

  Applying WordArt Styles to Text 532

  Using the Text Pane 532

  Setting Text Positioning Within a Shape 534

Formatting a Diagram 535

  Applying SmartArt Styles 535

  Changing the Theme Effects for the Entire Document 536

  Changing Diagram Colors 537

  Formatting an Individual Shape 538

  Applying a Shape Style 538

  Applying Shape Outlines, Fills, and Effects 538

  Changing the Shape Geometry 538

  Sizing, Positioning, and Rotating a Shape 540

Controlling Diagram Size and Positioning 540

     Resizing a Diagram 540

  Positioning a Diagram 541

Creating Math Formulas with the Equation Editor 542

  Inserting a Preset Equation 543

  Creating a New Blank Equation Object 543

  Creating a Basic Equation 543

  Inserting and Filling Structures 544

  Setting Equation Layout and Display Options 545

  Formatting an Equation 547

  Switching Between Inline and Display Mode 548

  Saving an Equation to the Equation Gallery 548

IV Collecting and Managing Data

14 Performing Mail and Data Merges 551

Understanding Mail Merges 551

Performing a Letter Merge with the Mail Merge Wizard 553

Selecting a Main Document Type 557

  Setting Envelope Options 558

  Setting Label Options 559

Selecting a Data Source 560

  Choosing an Outlook Contact List as a Data Source 561

  Choosing an Existing Data Source 562

  Choosing an Excel Data Source 562

  Choosing a Word Data Source 563

  Choosing a Delimited Text Data Source 564

  Setting Up an Oracle or SQL Database as a Data Source 564

  Using an ODBC Data Source 565

  Creating a New Data Source in Word 567

  Customizing Fields 568

  Editing the Data Source 569

Preparing the Main Document 569

Inserting Merge Fields 570

  Inserting Single Fields 570

  Inserting Address Blocks 571

  Inserting Greeting Lines 573

  Setting Up Fields on Labels 574

  Setting Up Fields in Directories 575

Filtering and Sorting the Data 576

  Excluding Individual Records 577

  Applying a Filter 577

  Filtering for Blank or Nonblank Entries 577

  Creating an Advanced Filter 578

  Sorting the Records 579

  Finding a Recipient 580

     Finding Duplicate Entries 581

  Validating Addresses 581

Previewing and Printing the Merge 581

  Checking for Errors 582

  Merging to a New Document 582

  Merging to a Printer 583

  Merging to Email 584

Creating Custom Merges with Word Fields 584

  Collecting Information with a Fill-In Field 585

  Collecting and Storing Information with an Ask Field 587

  Setting Up Conditions with an If...Then...Else Field 589

  Using a Field to Set Bookmark Text 590

  Assigning Numbers to Merge Records 590

  Advancing to the Next Record (or Not) 591

15 Copying, Linking, and Embedding Data 593

Working with Hyperlinks 594

  Automatically Creating Hyperlinks by Typing 594

  Following a Hyperlink 595

  Creating a Text Hyperlink 596

  Adding a Hyperlink to an Image 597

  Creating an Email Hyperlink 598

  Creating and Hyperlinking to a New Document 598

  Editing a Hyperlink 599

  Removing a Hyperlink 600

  Changing Hyperlink Underlining and Color 600

Working with Bookmarks 601

  Creating a Bookmark 602

  Jumping to a Bookmark 603

  Inserting a Hyperlink to a Bookmark 603

  Hyperlinking to a Bookmark in the Same Document 604

  Hyperlinking to a Bookmark in Another Document 604

  Inserting a Cross-Reference to a Bookmark 606

Embedding Data 607

  Embedding an Entire Existing File 607

  Embedding a Data Selection 610

  Embedding a New Object 611

Linking to Data in Other Files 612

  Creating a Link 612

  Linking to an Entire File 612

  Linking to a Portion of a File 613

  Managing Link Update Settings 614

  Manually Updating a Link 615

  Changing the Linked File’s Location or Range 616

  Breaking a Link 616

Inserting Content with {IncludeText} and {IncludePicture} 617

  Inserting Text with {IncludeText} 617

  Creating an {IncludeText} Field with Insert Text from File 617

  Creating an {IncludeText} Field by Inserting a Field Code 618

  Updating an {IncludeText} Field 620

  Inserting a Picture with {IncludePicture} 620

  Creating an {IncludePicture} Field with Insert Picture 620

  Creating an {IncludePicture} Field by Inserting a Field Code 621

16 Working with Fields and Forms 623

How Word Uses Fields 623

Inserting Fields 625

  Specifying Field Properties and Options 626

  Manually Typing Field Codes 627

  Common Syntax Errors in Field Codes 628

  Toggling Between Data and Field Code Views 629

  Editing Field Code Strings 629

  Nesting Fields 630

Selecting the Right Field 631

  Date and Time Fields 631

  Document Information Fields 632

     User Information Fields 633

  Numbering Fields 633

  Equation and Formula Fields 634

  Index and Table Fields 635

  Link and Reference Fields 636

  Document Automation Fields 637

  Mail Merge Fields 638

Updating and Editing Fields 639

  Updating a Field 639

  Locking Fields Against Updates 641

  Updating Fields for Printing 641

  Finding and Moving Between Fields 641

  Converting Fields to Plain Text 641

Formatting Fields 642

     Preventing the Formatting from Changing 642

  Specifying Font Formatting for a Field 642

  Specifying a Numbering Type 643

  Constructing a Custom Numeric Format 643

  Constructing a Custom Date or Time Format 644

Understanding Forms 646

  Designing a Form 646

  Saving a Form as a Template 648

  Differentiating Between Content Controls and Legacy Fields 648

  Displaying the Developer Tab 649

Creating a Form with Content Controls 650

  Inserting a Content Control 650

  Configuring a Control 651

  Settings Common to All Control Types 651

  Style Options 652

  Multiparagraph Text Options 652

  List Options 653

  Date Options 654

  Check Box Options 654

 Building Block Options 655

  Editing Placeholder Text 655

Creating a Form with Legacy Form Fields 656

  Inserting a Legacy Field 656

  Configuring Legacy Text Field Options 658

  Inserting the Current Date or Time 658

     Setting Up a Calculation in a Legacy Field 659

  Configuring Legacy Check Box Options 659

  Configuring Legacy List Options 661

  Setting a Macro to Run on Entry or Exit for a Legacy Field 661

  Enabling or Disabling a Legacy Field 662

  Assigning a Bookmark to a Legacy Field 662

  Adding Help Text for a Legacy Field 662

Protecting a Form 664

Filling Out a Form 665

  Filling Out a Form with Content Controls 665

  Filling Out a Legacy Form 666

Saving and Printing a Form 666

  Saving Only the Form Data 666

  Printing Only the Form Data 667

  Tips for Creating Printed Forms 667

V Working with Long Documents

17 Outlining and Combining Documents 669

Outline Basics 669

     Typing an Outline in Outline View 670

  Demoting and Promoting Outline Items 671

  Creating an Outline from an Existing Document 672

Viewing and Organizing the Outline 673

  Rearranging Outline Topics 674

  Setting a Style’s Outline Level 675

  Setting an Individual Paragraph’s Outline Level 677

Numbering Outline Items 678

  Applying a Multilevel List 678

  Creating Your Own Multilevel Lists and List Styles 681

  Creating a Multilevel List 681

     Including Numbers from Higher Outline Levels 684

  Adding a Custom Multilevel List to the Gallery 685

  Creating a List Style 685

  Deleting a Multilevel List or List Style 687

Printing or Copying an Outline 688

Understanding Master Documents 688

  Master Documents and Styles 689

  Master Documents and Headers/Footers 690

  Master Documents and TOCs and Indexes 690

  Master Documents and Numbered Notes or Captions 691

Creating a Master Document 691

     Inserting Existing Documents into a Master Document 691

  Separating an Existing Document into Subdocuments 693

Viewing and Collapsing Subdocuments 694

Editing Subdocuments 695

Modifying the Master Document’s Structure 696

  Moving a Subdocument 696

  Removing a Subdocument 697

  Unlinking a Subdocument 697

  Renaming a Subdocument 697

  Merging Subdocuments 698

  Nesting Subdocuments 698

  Splitting a Subdocument 699

  Locking and Unlocking a Subdocument 700

Paginating and Printing a Master Document 702

18 Citing Sources and References 703

Understanding Sources and Citations 703

Selecting a Citation Style 704

Entering Sources 706

  Editing a Source 708

  Deleting a Source 709

  Transferring Sources to and from the Master List 709

Inserting Inline References to Sources 710

  Creating a New Source When Entering a Citation 711

  Inserting Temporary Placeholders for Later Entry of Sources 711

  Editing a Citation 712

  Converting a Citation to Plain Text 713

Generating a Bibliography 713

  Inserting a Bibliography from the Bibliography Gallery 714

  Working with a Bibliography Field 715

  Saving a Bibliography as a New Gallery Entry 716

  Removing a Bibliography from the Gallery 717

Working with Footnotes and Endnotes 717

  Inserting a Footnote 719

  Inserting an Endnote 720

  Moving a Reference Mark 720

  Deleting a Note 721

  Jumping to the Note That Corresponds to a Reference Mark 721

  Moving Between Notes 721

  Switching Between Footnotes and Endnotes 722

  Changing the Positioning of the Notes 722

  Changing the Note Numbering or Symbols 723

  Modifying Note Styles 723

  Changing the Note Separator Line 725

  Managing Footnote Continuations 725

Creating Cross-References 726

  Cross-Referencing Options 728

  Cross-Reference Context 728

  Footnote and Endnote Cross-References 729

  Caption Cross-References 729

19 Creating Tables of Contents and Indexes 731

Creating a Table of Contents 731

  Checking Style Outline Levels 732

  Creating a TOC from a Preset 733

  Updating a TOC 734

  Removing a TOC 735

  Manually Marking Entries for the TOC 735

  Including an Entire Paragraph with Add Text 735

  Using {TC} Fields to Manually Mark Entries 736

  Creating Custom TOCs 737

  Starting a Custom TOC 737

  Setting Basic TOC Options 738

  Choosing Which Styles and Entries Are Included 738

  Defining the Appearance of the TOC 740

  Understanding the {TOC} Field Code 740

  Creating a Custom TOC Preset 741

Working with Multiple TOCs 742

  Adding a Second TOC for the Entire Document 742

  Adding a TOC That Covers Only Part of a Document 742

  Building a TOC Across Multiple Documents 743

Creating a Table of Figures 744

  Captioning Figures 744

     Generating the Table of Figures 744

  Manually Marking Captions 746

Creating Citations and Tables of Authorities 746

  Marking Citations 746

  Generating the Table of Authorities 748

Creating an Index 749

  Deciding on the Indexing Conventions 750

  Marking Index Entries 751

  Manually Marking Index Codes 751

  Creating Subentries 753

  Creating Indexing Cross-References 754

  Marking Multiple Instances of the Same Text 755

  Understanding {XE} Field Codes 755

  AutoMarking Index Entries 755

  Creating the AutoMark File 755

  AutoMarking the Main Document 757

  Working Directly with {Index} Field Codes 757

Generating the Index 758

  Updating the Index 759

  Indexing Only Selected Entries 760

  Indexing Only Selected Letters of the Alphabet 760

Formatting the Index 760

  Setting the Index Layout 761

  Type 761

  Columns 761

  Language 761

  Right Align Page Numbers 761

  Formats 762

  Defining Index Styles 762

  Controlling the Appearance of Index Headings 763

Indexing Across Multiple Documents 763

Creating Multiple Indexes in a Single Document 764

VI Collaboration and Online Sharing

20 Collaborating with Others 765

Configuring Revision Tracking Options 766

  Displaying or Hiding the Revisions Pane 766

  Showing or Hiding Certain Revision Types 767

  Controlling the Use of Balloons 768

  Changing the Colors and Markings Used for Revisions 771

  Changing the Username 772

Using Revision Tracking 773

  Turning Revision Tracking On or Off 773

  Reviewing Revisions 773

  Moving Among Revisions 773

  Accepting or Rejecting Revisions 774

  Preventing Others from Tampering with Revisions 775

Working with Comments 776

  Inserting Comments 776

  Viewing and Editing Comments 777

  Deleting Comments 778

  Marking a Comment as Done 778

Comparing Documents 778

  Viewing Two Documents Side by Side 779

  Comparing and Combining Documents 780

  Comparing with Legal Blackline 780

  Combining Two or More Documents 782

Working in Read Mode 783

  Turning On/Off Optional Screen Elements 784

  Moving Between Screens 784

Collaborating on a Shared Document 785

  Sharing a Document on Your SkyDrive 785

  Sharing a Document Link via Email 786

  Sharing a Document Link via Social Networking 786

  Creating a Hyperlink that You Can Distribute Manually 787

  Creating a Sharing Group 788

  Working with Someone Else’s Shared Content 790

Working with PDF and XPS Files 790

  Saving a Document in PDF or XPS Format 791

  Editing a PDF File in Word 792

21 Protecting and Securing Documents 793

Restricting Access to a Document 794

  Password-Protecting a Document in Word 794

  Saving with a Password 794

  Removing a Password from a File 795

  Using Windows Encryption 796

  Encrypting a Folder 796

  Decrypting a Folder 797

  Removing Network Share Permission for a Location 798

Restricting What Users Can Do to a Document 798

  Recommending Read-Only 798

  Making the Document File Read-Only 798

  Setting a Read-Only Editing Restriction 799

  Restricting a Document to Comments Only 801

  Restricting a Document to Form Fill-In Only 801

  Forcing Revision Marks to Stay On 801

  Restricting Style Usage 802

  Setting Up Per-User Exceptions to Restrictions 803

Marking a Document as Final 804

Preventing Macro-Based Attacks 804

  Choosing Nonmacro File Formats 804

  Specifying Trusted Locations 805

  Working with Trusted Publishers 806

  Adjusting Macro Settings 807

Configuring Protected View and File Blocking 808

Protecting Your Privacy 810

  Finding and Removing Personal Information 810

  Setting Privacy Options 812

Adding a Digital Signature 813

22 Developing Online-Delivered Content 815

Web Page Development: Word’s Strengths and Weaknesses 815

  Web Technologies Supported in Word 816

  Web Page File Formats 817

  Word Features Lost When Saving in Web Format 817

 Why You Might Not Want to Use Word 818

Creating and Saving a Web Page in Word 818

  Previewing a Web Page 818

  Saving a Web Page 819

Options for Web Page Saving 820

  Saving for Compatibility with Specific Browsers 821

     More About PNG and VML 822

  VML Graphics 822

  PNG Graphics 822

  Selecting Web Page File Options 822

  Changing Page Size 823

  Changing Language Encoding 823

  Changing the Default Fonts 824

  Working with Web Page Properties 824

Creating Hyperlinks 825

  Creating a Text Hyperlink 826

  Adding a Hyperlink to an Image 827

  Creating an Email Hyperlink 827

Building Multicolumn Layouts with Tables 828

Creating Your Own Web Page Templates 830

Attaching a Cascading Style Sheet 831

Blogging with Word 831

  Understanding the Word Blogging Interface 832

  Registering Your Blog Server in Word 832

  Creating a New Blog Post 833

  Adding Pictures and Other Graphics to a Blog 833

  Categorizing Blog Entries 834

  Managing the Blog List 834

  Modifying a Blog Post 835

Sending Email from Word 835

23 Using SkyDrive and the Word Web App 837

Understanding SkyDrive 837

  Logging In to the SkyDrive Web Interface 838

  Working with SkyDrive for Windows 839

  Saving and Opening Files from Your SkyDrive Within Word 840

  Using the Windows 8 SkyDrive App 841

Managing Files on Your SkyDrive 843

  Uploading a File to Your SkyDrive 843

  Downloading a File from Your SkyDrive 844

  Renaming a File or Folder 846

  Moving or Copying a File or Folder 847

  Deleting a File or Folder 848

  Sharing SkyDrive Files 850

Using the Word Web App 851

  Editing an Existing File Using the Word Web App 852

  Starting a New Document Using the Word Web App 853

VII Customizing and Extending Word

24 Macros and Add-Ins 855

Understanding Macro Basics 855

  Choosing the Macro Creation Method 856

  Planning Your Macro 857

Recording a Macro 858

  Naming Your Macro 859

  Deciding Where to Store Your Macro 859

  Assigning a Macro to a Keyboard Shortcut or Toolbar Button 860

  Assigning a Macro to a Keyboard Shortcut 861

  Recording the Steps for Your Macro 863

Running a Macro 866

Dealing with Macro Error Messages 867

Making Additional Macros Available 869

  Opening Additional Templates to Run Macros 869

  Copying Macros Between Documents 869

  Renaming and Deleting Macros 870

Assigning a Keyboard Shortcut to an Existing Macro 871

Creating a Quick Access Toolbar Button for an Existing Macro 872

Editing Macro Code in VBA 873

  Opening a Macro for Editing 874

  Examples of Macro Command Syntax 875

Working with Macro Security 879

  Understanding Trusted Publishers and Locations 879

  Determining What Locations Are Trusted 880

  Setting Security Levels for Macro Running 880

Working with Add-Ins 881

  Enabling/Disabling COM Add-Ins 882

  Enabling/Disabling Actions 883

  Enabling/Disabling Other Add-Ins 883

25 Customizing the Word Interface 885

Customizing the Quick Access Toolbar 885

  Repositioning the Quick Access Toolbar 885

  Add Common Commands 886

  Add Commands from the Ribbon 886

  Add Other Buttons 886

  Remove Buttons 887

Customizing the Ribbon 888

  Collapsing the Ribbon 888

  Displaying or Hiding Tabs 888

Creating or Deleting a Tab or a Custom Group 890

  Creating a Custom Tab 890

  Creating a Custom Group 890

  Deleting a Custom Tab or Group 891

Adding or Removing Commands 891

  Adding a Command 891

  Removing a Command 892

  Renaming or Reordering Tabs 893

  Resetting Customizations 893

Exporting and Importing Customization Settings 893

  Exporting Customizations 894

  Importing Customizations 894

Defining Shortcut Keys 894

Changing Viewing Options 895

  Changing the Status Bar Content 896

  Changing Page Display and Formatting Marks 896

Setting General Options 898

Other Customization Options 900

VIII Appendixes

A Recovering Files and Repairing Word 901

B Converting from Other Word Processing Systems 909

C Setting Up and Modifying Office 2013 915

D Accessibility Issues and Word 919

TOC, 978078975091, 2/15/2013