A few simple elements—drop caps, borders, and shading—make your newsletters and brochures look like a professional produced them. A drop cap is the enlarged first letter of a paragraph that provides instant style to a document. Instead of using a desktop publishing program to create a drop cap effect, you can quickly achieve the same thing in Word. You can change the drop cap position, font, and height, and then enter the distance between the drop cap and paragraph.
A watermark is a background effect—some text or a graphic, that prints in a light shade behind your text on your document. You can use a washed out version of your company logo, or you can add text such as SAMPLE, DRAFT, PROPOSAL, or CONFIDENTIAL. If you decide to change your watermark, it’s as easy as typing in some new text.
Click the Print Layout View button.
Click the Insert menu, and then click Watermark.
To remove a watermark, click the No watermark option.
To insert a picture as a watermark, click the Picture watermark option, click Select Picture, select a picture, and then click OK.
To customize watermark text, click the Text watermark option, select the settings you want.
Click OK.
Borders are lines or graphics that appear around a page, paragraph, selected text, or table cells. With borders, you can change the line style, width, and colors, and you can add shadows and 3D effects. In addition to a page border, you can also change the page color. If you apply a theme color as the page color, it changes if you change the document theme. Shading is a color that fills the background of selected text, paragraphs, or table cells. For more attractive pages, add clips or columns.
Select the text you want to have a border.
Click the Print Layout View button.
Click the Format menu, and then click Borders and Shading.
Click the Borders tab.
Do one of the following:
-
Click a box setting to modify all border edges.
-
Click the edge in the diagram to modify individual border edges.
Click a border style, color, and width.
Click the Shading tab.
Click the Fill list arrow, and then click a fill color.
Click OK.
Click the page you want to have a border.
Click the Print Layout View button.
Click the Format menu, and then click Borders and Shading.
Click the Page Border tab.
Click a box setting.
Click a line style, or click the Art list arrow, and then select a line or art style.
Click a Width list arrow, and then select a width.
Click the Apply to list arrow, and then select the pages you want to have borders.
Click OK.
When integrating pictures, charts, tables, or other graphics with your text, you need to wrap the text around the object regardless of where it is placed on the page. Rather than having to constantly reset margins and make other tedious adjustments, Word simplifies this task with the text wrapping feature. Unless your object or table is large enough to span the entire page, your layout will look more professional if you wrap your text around it instead of leaving excessive white space.
Select the object or picture.
Click the Print Layout View button.
Click the Formatting Palette tab on the toolbox.
Click the Wrapping panel to expand it.
Click the Style button, and then click the text wrapping option you want.
Click the Wrap to button, and then click the text wrapping alignment option you want: Both Sides, Left, Right, Largest Side.
To customize distance from the text, specify the distance you want in the Left, Right, Top, and Bottom boxes.
Select the object or picture.
Click the Print Layout View button.
Click the Formatting Palette tab on the toolbox.
Click the Wrapping panel to expand it.
Click the Style button, and then click Tight.
Click the Style button, and then click Edit Wrap Boundary.
Drag edit points around the object or picture to tighten text around it.
Click a blank area of the document to deselect the object or picture.
In addition to normal text on a page, you can also create independent text boxes to hold other types of information—such as titles, heading, side bars, and articles—similar to those found on a desktop publishing page. You can insert a text box with predefined information or you can create a blank text box. You can even link two or more text boxes together to have text flow to different parts of a document. If you no longer need the text boxes to link, you can quickly break the link.
Select the source text box.
Do either of the following:
-
Link to a new text box. Click the box’s forward or backwards link handle, and then draw a new text box.
-
Link to an existing empty text box. Create an empty destination text box, Control-click the source text box, click Create Text Box Link, and then click the empty text box to which you want to link.
Did You Know?
You can remove a link. Select the text box, and then press Delete. Only the text box is deleted. The story text remains.
You can break a link. Control-click the text box that you want to be the last link in the story, and then click Break Forward Link. All boxes following the selected one will now be empty.
You can change text direction in a text box. Select the text box you want to modify, click the Formatting Palette tab, click the Alignment and Spacing panel to expand it, and then click one of the Orientation buttons.
See Also
See “Adding to a Publication” on page 144 for information on creating and linking text boxes in a publication.
A table organizes information neatly into rows and columns. The intersection of a row and a column is called a cell. You can draw a custom table with various sized cells and then enter text, or you can create a table from existing text separated by paragraphs, tabs, or commas. In addition, now you can create nested tables (a table created within a table cell), floating tables (tables with text wrapped around them), or side-by-side tables (separate but adjacent tables). If you decide not to use a table, you can convert it to text.
Select the text for the table.
Click the Table menu, point to Convert, and then click Convert Text to Table.
Enter the number of columns.
Select an AutoFit column width option.
To format the table, click AutoFormat, select the formatting options you want, and then click OK.
Click a symbol to separate text into table cells.
Click OK.
Once you create your table, you enter text into cells just as you would in a paragraph, except pressing Tab moves you from cell to cell. As you type in a cell, text wraps to the next line, and the height of a row expands as you enter text that extends beyond the column width. The first row in the table is good for column headings, whereas the leftmost column is good for row labels. Before you can modify a table, you need to know how to select the rows and columns of a table.
The insertion point shows where text that you type will appear in a table. After you type text in a cell:
-
Press Enter to start a new paragraph within that cell.
-
Press Tab to move the insertion point to the next cell to the right (or to the first cell in the next row).
-
Press the arrow keys or click in a cell to move the insertion point to a new location.
Refer to this table for methods of selecting table elements, including:
-
The entire table
-
One or more rows and columns
-
One or more cells
Did You Know?
You can delete contents within a cell. Select the cells whose contents you want to delete, and then press Delete.
Selecting Table Elements
|
To Select |
Do This |
|---|---|
|
The entire table |
Click
|
|
One or more rows |
Click in the left margin next to the first row you want to select, and then drag to select the rows you want. |
|
One or more columns |
Click just above the first column you want to select, and then drag with
|
|
The column or row with the insertion point |
Click the Table menu, point to Select, and then click Column or Row. |
|
A single cell |
Drag a cell or click the cell with
|
|
More than one cell |
Drag with
|
As you begin to work on a table, you might need to modify its structure by adding more rows, columns, or cells to accommodate new text, graphics, or other tables. The table realigns as needed to accommodate the new structure. When you insert rows, columns, or cells, the existing rows shift down, the existing columns shift right, and you choose what direction the existing cells shift. Similarly, when you delete unneeded rows, columns, or cells from a table, the table realigns itself.
Select the row above which you want the new rows to appear, or select the column to the left of which you want the new columns to appear.
Drag to select the number of rows or columns you want to insert.
Click the Formatting Palette tab.
Click the Table panel to expand it.
Click the Insert button arrow, and then click an insert option:
-
Columns to the Left.
-
Columns to the Right.
-
Rows Above.
-
Rows Below.
Select the rows, columns, or cells you want to delete.
Click the Formatting Palette tab.
Click the Table panel to expand it.
Click the Delete button arrow, and then click a delete option:
-
Table.
-
Columns.
-
Rows.
-
Cells. Select the direction in which you want the remaining cells to shift to fill the space, and then click OK.
Did You Know?
You can set column widths to fit text. Word can set the column widths to fit the cells’ contents or to fill the space between the document’s margins. Click in the table, click the Table menu, point to AutoFit and Distribute, and then click AutoFit to Contents or AutoFit to Window.
You can evenly distribute columns and rows. Select the columns or rows you want to distribute evenly in a table, click the Table menu, point to AutoFit and Distribute, and then click the Distribute Vertically or Distribute Horizontally.
You can quickly adjust columns and rows. Position the pointer over the boundary of the column or row you want to adjust until it becomes a resize pointer. Drag the boundary to a new location.
Often there is more to modifying a table than adding or deleting rows or columns; you need to make cells just the right size to accommodate the text you are entering in the table. For example, a title in the first row of a table might be longer than the first cell in that row. To spread the title across the top of the table, you can merge (combine) the cells to form one long cell. Sometimes, to indicate a division in a topic, you need to split (or divide) a cell into two. You can also split one table into two at any row. Moreover, you can modify the width of any column and height of any row to better present your data.
-
To merge two or more cells into a single cell, select the cells you want to merge, click the Table panel under the Formatting Palette tab, and then click the Merge Cells button.
-
To split a cell into multiple cells, click the cell you want to split, click the Table panel under the Formatting Palette tab, and then click the Split Cells button. Enter the number of rows or columns (or both) you want to split the selected cell into, clear the Merge cells before split check box, and then click OK.
-
To split a table into two tables separated by a paragraph, click in the row that you want as the top row in the second table, click the Table panel under the Formatting Palette tab, and then click the Split Table button.
-
To merge two tables into button one, delete the paragraph between them.
Select the columns or rows you want to change.
Click the Formatting Palette tab.
Click the Table panel to expand it.
Change the Height and Width boxes:
-
Height. To change the row height, enter a height in the Height box and then press Return, or use the Up and Down arrows.
-
Width. To change the column width, enter a width in the Width box and then press Return, or use the Up and Down arrows.
Tables distinguish text from paragraphs. In turn, formatting, alignment, and text direction distinguish text in table cells. Start by applying one of Word’s predesigned table formats using AutoFormat. Then customize your table by realigning the cells’ contents both horizontally and vertically, changing the direction of text within selected cells, such as the column headings, and resizing the entire table. You can modify borders and shading using the Tables panel or Tables and Borders toolbar to make printed tables easier to read and more attractive.
Click in the table or select the columns or rows you want to sort.
Click the Table menu, and then click Sort.
Click the Sort by list arrow, and then select how you want to sort the data.
Specify the type of data, how the table is using the data, and the direction of the sort.
To sort by multiple columns or rows, select Then by options.
Click OK.
Instead of changing individual attributes of a table, you can quickly add them all at once with the Quick Tables style gallery on the Elements Gallery. The Quick Tables style gallery (New!) provides a variety of different formatting combinations, including colorful grids, calendars, directions, invoice, quarterly report. Using built-in table styles makes it easy to create and format tables without having to create them from scratch.
Click to place the insertion point where you want to place the table.
Click the Quick Tables tab on the Elements Gallery.
Click Basic or Complex button to display the type of table style you want.
Click the layout for the table you want from the gallery.
-
You can click the arrows on the right to display more styles.
Sometimes the simple equations proposed by Word do not adequately cover what you are trying to calculate in the table. When that is the case, you need to create a custom equation to do the work. The Formula dialog box give you a choice of 18 paste functions to help you create your formula. Should you need help, you can activate Help to see examples of how to use each paste function, or for more complex formulas, try Microsoft’s Online Community for advice from other users.
Click the cell in which you want the result to appear.
Click the Table menu, and then click Formula. If Word proposes a formula that you do not want to use, delete it.
Click the Paste Function list arrow, and then select a function.
To reference the contents of a table cell, type the cell references in the parentheses in the formula. For instance, to average the values in cells a1 through a4, the formula would read =Average(a1,a4). If you are doing the average of a row in the last column of the row, simplify this to =Average(left).
In the Number format box, enter a format for the numbers. For example, to display the numbers as a decimal percentage, click 0.00%. For now, enter 0 to display the average as the nearest whole number. To display a true average, enter 0.00 in the Number Format box.
Click OK.
Did you ever send the same letter to several people and spend a lot of time changing personal information, such as names and addresses? If so, form letters will save you time. Mail merge is the process of combining names and addresses stored in a data file with a main document (usually a form letter) to produce customized documents using the Mail Merge Manager (New!). There are four main steps to merging. First, select the document you want to use. Second, create a data file with the variable information. Third, create the main document with the boilerplate (unchanging information) and merge fields. Each merge field corresponds to a piece of information in the data source and appears in the main document with the greater than and less than characters around it. For example, the <<Address Block>> merge field corresponds to name and address information in the data source. Finally, merge the main document with the data source to create a new document with all the merged information.
Create or open the document you want to use as the main document.
Click the Tools menu, and then click Mail Merge Manager.
The Mail Merge Manager opens.
In the Select Document Type panel, click Create New, and then select a document type option (such as Form Letters).
In the Select Recipients List panel, click Get List, and then select a recipient option:
-
New Data Source. Click to create a data source from scratch.
-
Open Data Source. Click to use data from an existing Word or Excel document.
-
Office Address Book. Click to use contact information from your Address Book.
-
FileMaker Pro. Click to import data from selected fields in an existing FileMaker Pro 7.0-9.0 database.
In the Insert Placeholder panel, drag field items (such as Address Block or Greeting Line) from the Insert Placeholder into the main document, add spacing, text, and punctuation, and then format the text and field items.
In the Filter Recipients panel, click Options to specify the filtering options you want.
In the Preview Results pane, click the View Merged Data button, preview the data in the main document and make any changes. Click the arrow buttons to move from one data record to the next.
In the Complete Merge panel, click the Merge Data Range drop-down, and then select an option:
-
All. Click to merge all records.
-
Current Record. Click to merge only records selected in the Preview Results pane.
-
Custom. Click to specify a range of records to merge.
In the Complete Merge panel, click the Merge Data Range drop-down, and then select a range option.
In the Complete Merge panel, click one of the following buttons:
-
Merge to Printer. Click to send the merge to the printer.
-
Merge to New Document. Click to create a Word document that you can edit and print.
-
Generate e-mail messages. Click to send the merge document to the Outbox in Entourage.
When you’re done, click the Close button on the Mail Merge Manager, and then save the form letter.
You can use a data document to create more than one kind of merge document using the Mail Merge Manager (New!). For example, you can use a data document to print mailing labels or envelopes to use with your mailing. The process for creating mailing labels is similar to the mail merge process for form letters, except that you insert the merge field into a main document that contains a table with cells in a specific size for labels. During the process for creating mailing labels, you can select brand-name labels in a specific size, such as Avery Standard 1529. After you merge the data into the main document with the labels, you can print the labels on a printer.
Create or open the document you want to use as the main document.
Click the Tools menu, and then click Mail Merge Manager.
The Mail Merge Manager opens.
In the Select Document Type panel, click Create New, and then select a document type option (such as Labels).
Select which labels to print, any other options, and then click OK.
In the Select Recipients List panel, click Get List, and then select a recipient option:
-
New Data Source. Click to create a data source from scratch.
-
Open Data Source. Click to use data from an existing Word or Excel document.
-
Office Address Book. Click to use contact information from your Address Book.
-
FileMaker Pro. Click to import data from selected fields in an existing FileMaker Pro 7.0-9.0 database.
Use the Insert Merge Field drop-down to insert the fields you want in the label, and then click OK.
In the Insert Placeholder panel, drag field items (such as Address Block or Greeting Line) from the Insert Placeholder into the main document, add spacing, text, and punctuation, and then format the text and field items.
In the Filter Recipients panel, click Options to specify the filtering options you want.
In the Preview Results pane, click the View Merged Data button, preview the data in the main document and make any changes. Click the arrow buttons to move from one data record to the next.
In the Complete Merge panel, click the Merge Data Range drop-down, and then select an option:
-
All. Click to merge all records.
-
Current Record. Click to merge only records selected in the Preview Results pane.
-
Custom. Click to specify a range of records to merge.
In the Complete Merge panel, click the Merge Data Range drop-down, and then select a range option.
In the Complete Merge panel, click one of the following buttons:
-
Merge to Printer. Click to send the merge to the printer.
-
Merge to New Document. Click to create a Word document that you can edit and print.
-
Generate e-mail messages. Click to send the merge document to the Outbox in Entourage.
When you’re done, click the Close button on the Mail Merge Manager, and then save the form letter.
A table of contents provides an outline of main topics and page locations. Word builds a table of contents based on the styles in a document that you choose. By default, Heading 1 is the first-level entry, Heading 2 the second level, and so on. In a printed table of contents, a leader, a line whose style you select, connects an entry to its page number. In Web documents, entries become hyperlinks. Hide nonprinting characters before creating a table of contents so text doesn’t shift to other pages as you print. Word makes it easy to add a table of contents to any document using the Document Elements (New!).
Position the insertion point where you want the table of contents.
Click the Document Elements tab on the Elements Gallery.
Click the Table of Contents button.
Click the Heading Styles or Manual Formatting option.
Click the layout for the table of contents you want from the gallery.
-
You can click the arrows on the right to display more styles.
To customize a table of contents, click the Insert menu, click Index and Tables, click the Table of Contents tab, select the format, levels, tab leader, and options you want, and then click OK.
An index appears at the end of a document and alphabetically lists the main topics, names, and items used in a long document. Each index listing is called an entry. You can create an index entry for a word, phrase, or symbol for a topic. In an index, a cross-reference indicates another index entry that is related to the current entry. There are several ways to create an index. Begin by marking index entries. Some index entries will refer to blocks of text that span multiple pages within a document.
To use existing text as an index entry, select the text. To enter your text as an index entry, click at the point where you want the index entry inserted.
Press
.
Type or edit the entry. The entry can be customized by creating a sub-entry or a cross-reference to another entry.
To format the text for the index, Control-click it in the Main Entry or Sub-entry box, click Font, select your formatting options, and then click OK.
To select a format for the index page numbers, select the Bold or Italic check boxes.
To mark the index entry, click Mark or Mark All for all similar text.
Repeat steps 1-6 for additional index entries, and then click Close.
Go to the page where you want to display your Index.
Click the Insert menu, and then click Index and Tables.
Click the Index tab, and then select options for type, format, columns, and other settings.
Click OK.
Captions are helpful not only to associate images with the text that refers to them, but also to provide the reader with amplifying information about the figure, table, chart, or other illustration displayed. You can use preset captions provided, such as Figure, or you can create your own custom caption for your document.
Select the image that you want to caption.
Click the Insert menu, and then click Caption.
If you want to use a Label other than the default setting of Figure, which is appropriate for most art, click the Label list arrow, and then click Equation or Table.
If you want to use a numbering sequence other than the default setting of 1,2,3..., click Numbering, make your selections, and then click OK.
Click OK.
Did You Know?
You can have Word automatically add a caption field. Whenever you insert a particular type of file, such as a bitmapped image, click AutoCaption. In the Add Caption When Inserting list, click the check boxes to select the instances where you want the feature to apply, select the Label, Positioning and Numbering options you want, and then click OK.
You can add custom labels for captions.Click New Label, type the name of the New Label, and then click OK.
Footnotes are used to provide additional information that is inappropriate for the body of the text, and to document your references for information or quotes presented in the body of the document. Footnotes are appropriate for academic, scientific, and, occasionally, business purposes. Footnotes appear at the bottom of the page on which the information is cited, and Word automatically inserts a reference mark at the insertion point to associate the information presented with the note at the bottom of the page. Creating and manipulating endnotes is identical to performing the same functions for footnotes. Endnotes differ from footnotes in that they appear at the end of the document or section (in the case of longer documents), not the bottom of the page on which the reference mark appears.
Position the insertion point where you want to insert a footnote.
Click the Insert menu, and then click Footnote.
Click the Footnote or Endnote option.
Click the numbering option you want.
Click Options, select the location where you want to place the footnote or endnote, the number format, starting number, and numbering, and then click OK.
Click OK to insert a reference mark in the text. Word moves the insertion point to the bottom of the page corresponding to the number of the reference mark.
Type the text of your footnote or endnote.
Click in the document to continue with your work.
Instead of scrolling through a long document to find a specific word, phrase or section you can use bookmarks. Bookmarks are used to mark text so that you, or your reader, can quickly return to it. Using bookmarks as a destination make it easy to navigate through a long document. You can also navigate through documents with bookmarks by selecting a bookmark as a destination in the Go To dialog box.
Click in your document where you want to insert a Bookmark.
Click the Insert menu, and then click Bookmark.
Type a one word descriptive name for your Bookmark.
Click Add.
Did You Know?
You can go to different locations in Word. Click the Edit menu, click Go To, select the Go to what option you want, specify a location, and then click Next or Previous. When you’re done, click Close.
You can delete a bookmark. Click the Insert menu, click Bookmark, select the bookmark you want to remove, click Delete, and then click Close.
If you want to compare an earlier version of a document with the current version, or if you receive multiple edited versions of the original document back from the recipients, you can compare the documents and merge the changes into one document. The changes can be merged into one document or viewed for comparison. When you compare or merge documents, the text that differs between the two versions will be highlighted in a different color or with track reviewing marks.
Open one of the two versions of the document you want to compare.
Click the Tools menu, point to Track Changes, and then click Compare Documents.
Select the document that you want to compare, and then click Open.
A copy of your first version opens with revision marks inserted showing any differences from your second version.
Use the Reviewing toolbar to view, accept, or reject the differences between the documents.
Tracking changes in a document allows you to make revisions to a document without losing the original text. Word shows changed text in a different color from the original text and uses revision marks, such as underlines, to distinguish the revised text from the original. You can review changes by using the Reviewing toolbar, which contains buttons that let you accept and reject changes and comments. If you compare and merge two documents, you can review the changes and accept or reject the results.
Open the document you want to edit.
Click the View menu, point to Toolbars, and then click Reviewing to display it.
Click the Track Changes button on the Review toolbar.
Timesaver
Click Track Changes (TRK) on the Status bar or press Ctrl+Shift+E to turn tracking on or off.
Make changes to your document. The changes are reflected using alternate color characters, along with comments in balloons at the side of the screen (if you are in Print Layout view) or displayed in a separate window at the bottom of the screen (if you are in Draft view).
Click the Track Changes button to turn off track changes.
Open the document you want to review.
Click the View menu, point to Toolbars, and then click Reviewing to display it.
Use the buttons on the Reviewing toolbar to review changes:
-
Click the Next button or the Previous button to view changes one at a time.
-
Click the Accept Change button or the Reject Change/Delete Comment button to respond to the revisions.
-
Click the Accept Change button arrow, and then click Accept All Changes in Document to accept all changes at once.
-
Click the Reject Change/Delete Comment button arrow, and then click Reject All Changes in Document to reject all changes at once.
Did You Know?
You can display different versions of reviewing marks. Display the Review toolbar, click the Display for Review list arrow, and then select an option (Final Showing Markup, Final, Original Showing Markup, or Original).
You can show or hide individual reviewers. Display the Review toolbar, click the Show Markup button, point to Reviewers, and then click the reviewer you want to show or hide.
You can show or hide the Reviewing pane. The Reviewing pane shows a list of changes in a pane. Display the Review toolbar, click the Reviewing Pane button, and then click the option you want.
When you write a letter, you can use Word to print an address on an envelope or mailing label. Word scans your document to find a delivery address. You can use the one Word finds, enter another one, or select one from your Address Book. You can specify a return address, or you can omit it. Addresses can contain text, graphics, and bar codes. The POSTNET bar code is a machine-readable depiction of a U.S. zip code and delivery address; the FIM-A code identifies the front of a courtesy reply envelope. You can print a single label or multiple labels.
Click the Tools menu, and then click Envelopes.
Type the recipients name and address, or click the Insert Address button to search for it.
Type your name and address.
Specify the options you want for bar code, font, size, position, and printing.
Click OK, or insert an envelope in your printer, and then click Print.
Click the Tools menu, and then click Labels.
Type the recipients name and address, or the Insert Address button to search for it.
Click Options, select which labels to print, any other options, and then click OK.
Specify the options you want for number of labels and printing.
Click OK, or insert labels in your printer, and then click Print.
Before printing, you should verify that the page looks the way you want. You save time, money, and paper by avoiding duplicate printing. Print Preview shows you the exact placement of your data on each printed page. You can view all or part of your document as it will appear when you print it. Print Preview makes it easy to zoom in and out to view data more comfortably, preview page breaks, and print. If the text on a page in Word doesn’t quite fit, you can use the One Page button and then Word tries to reduce the font and spacing size to make it fit. In Word, you can also edit text (New!) in Print Preview by turning the Magnifier off.
Click the File menu, and then click Print Preview.
Click the Magnifier button on the toolbar to select it, or position the Zoom pointer anywhere on the document, and then click it to enlarge a specific area of the page. Click again to reduce it.
-
To change the view, click the View list arrow on the toolbar, and then select a view percentage, or Page Width, Whole Page, or Two Pages.
To edit text in Word, click the Magnifier button on the toolbar to deselect it.
If you do not want to print from Print Preview, click the Close Print Preview button on the toolbar to return to the document.
If you want to print from Print Preview, click the Print button on the toolbar.
A cover page provides an introduction to a report, or an important memo you want to circulate to others. Word makes it easy to add a cover page to any document using Document Elements (New!). You can quickly select one from a gallery of styles that fit your document. Each cover page includes text boxes sample text, which you can change, and defined fields, such as a title and author’s name, that automatically get filled in with information from document properties.
Open the document to which you want to insert a cover page.
Click the Document Elements tab on the Elements Gallery.
Click the Cover Page button to display a gallery of cover pages.
Click the cover page you want.
-
You can click the arrows on the right to display more styles.
Word inserts a cover at the beginning of your document. You can click
To remove a cover page, click the Cover Page button at the top of the cover page, and then click Remove Cover Page.
