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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
A beyond-the-basics guide to leveling up your skills in Microsoft Word
Microsoft 365 Word For Professionals For Dummies is an easy-to-understand guide to the more advanced features available in the Microsoft 365 version of Word. You can enhance the quality of your documents and boost productivity in any field, with this in-depth resource. You'll delve into topics that you may not have encountered in school or on-the-job training, such as collaborating on a document and using Copilot to improve text. Complete your Word-related tasks more efficiently as you unlock lesser-known tools and learn to organize the application so you can quickly access the features you need. You're on your way to becoming a Word superhero, with this fun resource.
- Learn advanced formatting and template creation techniques
- Work more efficiently with graphics, tables, and other objects
- Get a handle on document sharing, reviewing, and collaboration
- Automate writing and editing tasks to speed up tedious jobs
For Word users seeking to take their knowledge to the next level, this in-depth guide covers the professional tasks and topics you most need to know.
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Veröffentlichungsjahr: 2025
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Microsoft® 365 Word® For Professionals For Dummies®
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Table of Contents
Cover
Title Page
Copyright
Introduction
About This Book
Foolish Assumptions
Icons Used in This Book
Beyond the Book
Where to Go from Here
Part 1: Fancy Formatting and Froufrou
Chapter 1: Font Fun
A Knowledge of Fonts
Typography Control
Text Effects Strange and Wonderful
Chapter 2: Paragraph and Page Preparation
To Hyphenate or Not
Numbered Lists
Widow and Orphan Control
Professional Headers and Footers
Chapter 3: Terrific Tables
Cobble Together a Table
Table Editing
Make a Table Less Obnoxious
Some Table Tricks
Chapter 4: Styles and Templates
Style Management
Templates of Your Own
Part 2: Go Graphical
Chapter 5: Text and Graphics Layout
Where Text and Graphics Meet
Layout Choices
Chapter 6: Shapes and Drawings
Get Into Shapes
Multiple Shape Mania
Text and Pictures Inside Shapes
Chapter 7: Pretty Pictures
One Thousand Words
Image Adjustment
Picture Framing
Caption That Picture
Chapter 8: Insert Objects Weird and Amazing
More Than Plain Text
Where Word Meets Excel
Part 3: Word at Work
Chapter 9: Beyond Routine Documents
Cover Pages
Word’s Phony Watermarks
Document Tricks
Chapter 10: Document Formats and Printer Control
Documents Formats Strange and Alien
Open Strange Document Formats
Printer Tricks
Chapter 11: Collaboration and Sharing
Here Are My Thoughts
Look What They Did!
Online Collaboration
Chapter 12: Word for Lawyers
Line Numbers on the Page
The Table of Authorities
Other Legal Considerations
Chapter 13: Document Security
Warnings Galore!
The Trust Center
Document Protection
Chapter 14: Final Document Preparation and Review
Some AI Assistance
Document Inspection
Document Recovery
Part 4: Word for Writers
Chapter 15: Tools for Every Author
Behold! The Document Window
Count Your Words
Document Proofing
Tools for a Wordsmith
Chapter 16: From Brainstorm to Outline
The Outline Thing
Word’s Outline View
Outline Construction
Outline Presentation
Chapter 17: Humongous Documents
Write That Novel!
One Long Manuscript
Chapter 18: Document References
Table of Contents
Footnotes and Endnotes
Citations and the Bibliography
Figure Captions
Cross-References
The Index
Chapter 19: eBook Publishing
The eBook Process
eBook Publishing Tips
Part 5: Document Automation
Chapter 20: AutoCorrect, AutoText, and AutoFormat
Know Your Autos
AutoCorrect the Boo-Boos
AutoFormat As You Type
Instant Typing with AutoText Building Blocks
Chapter 21: Document Fields
Field Philosophy
Field Cookbook
Chapter 22: The Big Macro Picture
Behold the Developer Tab
Word Macro 101
Quick Macro Access
The Joys of Macro-Enabled Documents
Chapter 23: Dynamic Templates with Content Controls
The World of Content Controls
Useful Content Controls
Part 6: The Part of Tens
Chapter 24: Ten Ways to Customize Word
Showing Special Characters
Controlling Text Selection
Setting Text-Pasting Options
Disabling Annoying Features
Specifying the Default Document Folder
Altering Word’s Appearance
Customizing the Quick Access Toolbar
Building a Custom Tab on the Ribbon
Assigning a keyboard shortcut to a command
Setting a Symbol’s Shortcut Key
Chapter 25: Ten Ways to Solve Word Problems
Your First Solution
Lost Documents
Lines You Can’t Remove
Formatting Mysteries Revealed
An Extra, Blank Page Prints
The Document Needs a-Fixin’
The Normal Template is Broken
Word Startup Mode
Word Has a Safe Mode
The Office Repair Utility
Index
About the Author
Connect with Dummies
End User License Agreement
List of Tables
Chapter 3
TABLE 3-1 Table Selection
Chapter 8
TABLE 8-1 Excel Worksheet Pasting Options
Chapter 10
TABLE 10-1 Common Document File Formats
List of Illustrations
Chapter 1
FIGURE 1-1: Text essentials.
FIGURE 1-2: Typefaces of differing styles.
FIGURE 1-3: Typefaces of differing weights and slants.
FIGURE 1-4: Examples of text scale.
FIGURE 1-5: Examples of kerning and ligatures.
FIGURE 1-6: Text baseline adjustments.
FIGURE 1-7: The Format Text Effects pane.
FIGURE 1-8: Gradient fill.
FIGURE 1-9: Text with a shadow attached.
FIGURE 1-10: Reflection and Glow text effects.
Chapter 2
FIGURE 2-1: Hyphenating a long word.
FIGURE 2-2: The Manual Hyphenation dialog box.
FIGURE 2-3: The Numbering menu.
FIGURE 2-4: The Adjust List Indents dialog box.
FIGURE 2-5: Turning numbers on and off.
FIGURE 2-6: The Define New Number Format dialog box.
FIGURE 2-7: Creating a document header.
FIGURE 2-8: Using tab stops in a header.
FIGURE 2-9: Headers, linked across two sections.
FIGURE 2-10: Odd and even page headers.
Chapter 3
FIGURE 3-1: Merging cells in a table.
FIGURE 3-2: Splitting a cell.
FIGURE 3-3: The Table Layout tab’s Cell Size group.
FIGURE 3-4: Text alignment command buttons.
FIGURE 3-5: The Sort dialog box.
FIGURE 3-6: Formulas in a table.
Chapter 4
FIGURE 4-1: A document with the Styles pane docked.
FIGURE 4-2: The Styles pane shows a modified style.
FIGURE 4-3: The Organizer dialog box.
FIGURE 4-4: An envelope template in the making.
FIGURE 4-5: The Templates and Add-Ins dialog box.
Chapter 5
FIGURE 5-1: Graphical objects you can insert into a document.
FIGURE 5-2: Elements on a page.
FIGURE 5-3: A drawing object, in line with text.
FIGURE 5-4: Layout options with text wrapping.
FIGURE 5-5: Editing wrap points.
FIGURE 5-6: Setting absolute page position.
FIGURE 5-7: Setting an object’s position.
Chapter 6
FIGURE 6-1: A shape in a document.
FIGURE 6-2: Selecting the shape’s position.
FIGURE 6-3: Setting a shape’s size.
FIGURE 6-4: The Shape Styles group.
FIGURE 6-5: Editing a curve.
FIGURE 6-6: The Selection Pane and its list of shapes.
FIGURE 6-7: The Align button menu.
FIGURE 6-8: Distributing shapes across a page.
Chapter 7
FIGURE 7-1: The cropping process.
FIGURE 7-2: Removing a picture’s background.
FIGURE 7-3: Correcting an image’s sharpness, brightness, and contrast.
FIGURE 7-4: Various picture frame styles.
FIGURE 7-5: A caption below a picture.
Chapter 8
FIGURE 8-1: The Choose a SmartArt Graphic dialog box.
FIGURE 8-2: An equation content control.
FIGURE 8-3: A copy-and-paste from Excel to Word.
FIGURE 8-4: Paste link choices on the Paste Options menu.
FIGURE 8-5: An Excel object, embedded in a Word document.
FIGURE 8-6: Creating the chart.
Chapter 9
FIGURE 9-1: Editing the header for a cover page.
FIGURE 9-2: The Page Number Format dialog box.
FIGURE 9-3: Vertically aligning a page.
FIGURE 9-4: Resizing and positioning the text box.
FIGURE 9-5: The Printed Watermark dialog box.
FIGURE 9-6: The Page Setup dialog box.
Chapter 10
FIGURE 10-1: Setting options for a text file.
FIGURE 10-2: Word attempts to read text from a graphics file.
FIGURE 10-3: The Print screen.
FIGURE 10-4: Options for printing on both sides of a sheet of paper.
FIGURE 10-5: Setting pages per sheet.
Chapter 11
FIGURE 11-1: A comment is pending resolution.
FIGURE 11-2: A comment awaits resolution.
FIGURE 11-3: The Compare Documents dialog box.
FIGURE 11-4: The compared documents.
FIGURE 11-5: Sharing a document.
Chapter 12
FIGURE 12-1: Line numbers on a page.
FIGURE 12-2: The Line Numbers dialog box.
FIGURE 12-3: The Mark Citation dialog box.
FIGURE 12-4: The Table of Authorities dialog box.
FIGURE 12-5: Indenting a paragraph.
FIGURE 12-6: Redaction in action.
FIGURE 12-7: Building the Redaction style.
Chapter 13
FIGURE 13-1: Various warnings in Word.
FIGURE 13-2: The Trust Center window.
FIGURE 13-3: Protected View warnings.
FIGURE 13-4: Macro settings.
FIGURE 13-5: File Block Settings.
FIGURE 13-6: Applying editing restrictions.
FIGURE 13-7: Perhaps “final” needs a new definition?
FIGURE 13-8: The General Options dialog box.
Chapter 14
FIGURE 14-1: The Copilot pane.
FIGURE 14-2: Copilot creates a draft for you.
FIGURE 14-3: Copilot offers some rewriting assistance.
FIGURE 14-4: An AI-generated image.
FIGURE 14-5: The Document Inspector dialog box.
FIGURE 14-6: The Editor pane cruelly judges your work.
FIGURE 14-7: The Readability Statistics dialog box.
FIGURE 14-8: The Accessibility Assistant pane.
FIGURE 14-9: The Compatibility Checker dialog box.
FIGURE 14-10: Backup files for the current document.
Chapter 15
FIGURE 15-1: Navigation and Styles panes visible in the document window.
FIGURE 15-2: Status bar menu item suggestions.
FIGURE 15-3: The Word Count dialog box.
FIGURE 15-4: The Spelling and Grammar panes.
FIGURE 15-5: Adding a word to your personal dictionary.
FIGURE 15-6: The Thesaurus pane.
Chapter 16
FIGURE 16-1: Paragraph (topic) handles in Outline view.
FIGURE 16-2: The Outlining tab.
FIGURE 16-3: Top-level topics.
FIGURE 16-4: Topics and subtopics.
FIGURE 16-5: Narrative text in an outline.
FIGURE 16-6: Adding the Quick Print icon to the Quick Access toolbar.
Chapter 17
FIGURE 17-1: Jumping to a bookmark.
FIGURE 17-2: A split window.
Chapter 18
FIGURE 18-1: Customizing the TOC.
FIGURE 18-2: A footnote.
FIGURE 18-3: The Footnote and Endnote dialog box.
FIGURE 18-4: The Caption dialog box.
FIGURE 18-5: The Mark Index Entry dialog box.
FIGURE 18-6: The Index dialog box.
Chapter 19
FIGURE 19-1: The Insert Hyperlink dialog box.
Chapter 20
FIGURE 20-1: Auto Central in Word.
FIGURE 20-2: Exceptions to AutoCorrect’s capitalization rules.
FIGURE 20-3: The AutoCorrect Options menu.
FIGURE 20-4: The AutoFormat features.
FIGURE 20-5: Undoing an AutoFormat correction.
FIGURE 20-6: An AutoText building block in action.
Chapter 21
FIGURE 21-1: The Field dialog box.
FIGURE 21-2: Two faces to a field.
Chapter 22
FIGURE 22-1: The Record Macro dialog box.
FIGURE 22-2: The Macros dialog box.
FIGURE 22-3: Macro icons as Quick Access toolbar buttons.
FIGURE 22-4: The Customize Keyboard dialog box.
Chapter 23
FIGURE 23-1: The Rich Text content control in a document.
FIGURE 23-2: A content control in Design mode.
FIGURE 23-3: The Content Control Properties dialog box.
FIGURE 23-4: The Picture content control.
FIGURE 23-5: The Date Picker content control.
FIGURE 23-6: A Combo Box content control.
FIGURE 23-7: Adding combo box entries.
Chapter 24
FIGURE 24-1: Special characters to show in a document.
FIGURE 24-2: Paste options and other settings.
FIGURE 24-3: The Quick Access toolbar.
FIGURE 24-4: Customizing the Ribbon in the Word Options dialog box.
FIGURE 24-5: The Customize Keyboard dialog box.
FIGURE 24-6: The Symbol dialog box.
Chapter 25
FIGURE 25-1: Locating a recently saved file.
FIGURE 25-2: Opening a document for repair.
FIGURE 25-3: Managing Word’s add-ins.
Guide
Cover
Table of Contents
Title Page
Copyright
Begin Reading
Index
About the Author
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Microsoft® 365 Word® For Professionals For Dummies®, 2nd Edition
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2025 by John Wiley & Sons, Inc. All rights reserved, including rights for text and data mining and training of artificial technologies or similar technologies.
Media and software compilation copyright © 2025 by John Wiley & Sons, Inc. All rights reserved, including rights for text and data mining and training of artificial technologies or similar technologies.
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the Publisher. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at www.wiley.com/go/permissions.
Trademarks: Wiley, For Dummies, the Dummies Man logo, Dummies.com, Making Everything Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and may not be used without written permission. Microsoft 365 is a trademark or a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book. Microsoft® 365 Word® For Professionals For Dummies® is an independent publication and is neither affiliated with, nor authorized, sponsored, or approved by, Microsoft Corporation.
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Library of Congress Control Number: 2025934400
ISBN 978-1-394-32386-9 (pbk); ISBN 978-1-394-32388-3 (ebk); ISBN 978-1-394-32387-6 (ebk)
Introduction
Welcome to Microsoft 365 Word For Professionals For Dummies, a clever name given to a book that’s really about oppressed workers in Asia who hand-place sesame seeds on hamburger buns. I’m not serious, of course. I’m just checking to see whether you’re actually reading this introduction.
This book goes way beyond the beginner’s user level when it comes to word processing with Microsoft Word. The subject matter isn’t technical but rather geared toward professionals or anyone who is serious about the words they write. Microsoft Word is a powerful program, and few people venture into its more sophisticated levels. That’s sad because many of Word’s features can save you time and help you create a better document.
About This Book
Are you still reading the introduction? That’s really weird. Most people don’t even bother. In fact, they take the copy of this book that they illegally downloaded, grab the information they want, and then go on Facebook and lament how the economy is crumbling. I love that story.
Still, I’m proud of you for continuing to read this introduction. Truly, it’s the best part of the book. That’s because this is where I explain how this book covers a lot of material not found anywhere else. Google? Forget it. I’ve looked. The people (or robots) who put “help” up on Google don’t know what they’re talking about. If you really want to understand Word and create outstanding documents, you have the best resource in your hands right now.
This book is a reference. It’s designed to cover a topic quickly and let you get back to work. Each chapter covers a topic, and major sections within the chapter go into detail. Within each section are specific activities, complete with steps or further instructions that help you accomplish a task. Sample sections in this book include
Adding a text shadow
Splitting a table between two pages
Wrapping text around an object
Opening an Excel worksheet inside of Word
Creating a PDF
Setting text-editing restrictions
Marketing your eBooks
Creating an AutoText building block
Recording a macro
The topics covered are vast, but you don’t have anything to memorize. Information is cross-referenced. Technical tidbits are carefully shoved to the end of a section or enclosed in a box. Though it would be great to master all that Word offers, my sense is that you prefer to find out only what you need to know and then get back to your work.
Foolish Assumptions
This book assumes that you have a basic knowledge of Word. You know how the program works, and you’ve created crude and ugly documents. Perhaps you didn’t believe them to be crude and ugly, but they are. And that’s why you purchased this book, because you want to create more professional, respectable documents.
You are using Microsoft 365, which is an online subscription service that includes the Microsoft Word application. The text also applies to older versions of Word, though some of the command names and icons have changed. In fact, as Microsoft 365 is continuously updated, some of the material in this book may not match exactly what you see on the screen.
This book mentions the Copilot artificial intelligence (AI) tool that adds certain features to Word. Obtaining Copilot requires an additional subscription. Where Copilot affects Word and can improve your writing is covered throughout this book.
This book does not cover Word for the Macintosh. If you see an Apple logo on your computer, I can’t promise that anything in this text applies to your computer setup.
If you need more basic information on Word, I can recommend Microsoft Word For Dummies (Wiley). That book covers material deemed too basic or common for this book, though it’s still good material. For example, that book covers mail merge, which this book shuns like that steaming pan of gray goo at the back of an all-you-can-eat five-dollar buffet.
Icons Used in This Book
Festooning this book’s pages are icons. These consist of the traditional four For Dummies margin icons. They are:
This icon flags a useful suggestion or kindhearted tip. I’d like to think of all text in this book as a tip, but my editor dislikes it when I overuse the Tip icon. So only the very bestest tips are flagged.
This icon appears by text that gives you a friendly reminder to do something, to not forget something, or to do something else, which I don’t recall at the moment.
This icon highlights things you’re not supposed to do, like try to put sheet metal into a computer printer. That sounds cool, but if you really want a document to shine, I have better advice.
This icon alerts you to information you can happily avoid reading. I use it to flag parts of the text where I get technical, go off on a tangent, or mention material that’s not really necessary to the topic, but my inner nerd just can’t control himself. Feel free to avoid anything flagged with the Technical Stuff icon.
Along with the icons, you’ll find margin art. These marginal masterpieces represent various items you see on the screen while using Word. They might be command buttons, doodads, controls, gizmos, or flecks of paint that look interesting. These micons (margin icons) help you navigate through steps in the text.
Beyond the Book
My email address is [email protected]. Yes, that’s my real address. I reply to all email I receive regarding this book, and you get a quick reply if you keep your question short and specific. Although I enjoy saying Hi, I cannot answer technical support questions or help you troubleshoot your computer. Thanks for understanding.
You can also visit my web page for more information or as a diversion:
wambooli.com
I also have a vast collection of videos on YouTube that cover using Microsoft Word and that offer various tricks and tips. Check them out at:
youtube.com/@dangookin
As part of my contractual obligation, I’m required to mention the publisher’s page, where you can find more information including this book’s secret “Cheat Sheet”:
dummies.com
Search for this book’s title (Microsoft 365 Word For Professionals For Dummies) on that site to locate the Cheat Sheet. (They keep moving it, so searching is your best bet.)
Where to Go from Here
The first thing you need to do is stop reading the introduction. I’m serious: It’s over. The book’s vast pages await a bright reading light and your eager gaze.
Check out the table of contents and see what interests you. Peruse the index and look up a special topic. Or just flip to a page and become enlightened. Word does so much and offers so many tools to help you make better documents that you can truly start anywhere.
Enjoy this book. And enjoy Word as much as you can stand it.
Part 1
Fancy Formatting and Froufrou
IN THIS PART …
Discover how to best use fonts.
Get to know about page formatting.
Work with tables and information in a grid.
Apply informative headers and footers to a document.
Use styles to quickly format text.
Get familiar with templates, and start creating documents quickly.
Chapter 1
Font Fun
IN THIS CHAPTER
Understanding fonts
Using typefaces appropriately
Setting text scale and spacing
Raising or lowering text
Applying fun text effects
Filling a font with color
Enhancing headings with shadows
I blame the Macintosh for computer users’ infatuation with fonts. The Font menu appeared in the early MacPaint and MacWrite programs. It listed a variety of what are more properly termed typefaces. But a font is really a combination of typeface, size, style, and other attributes. Regardless, the term font has stuck. In Word, plenty of options are available to manipulate and preset a font on the page.
A Knowledge of Fonts
Font selection may seem to be secondary to the contents of the document’s text. Even so, selecting a proper font is important for readability and presentation. Here are a few general items to understand about fonts before digging into the dirty details.
Fonts are installed into Windows, not Word. In Windows 11, use the Settings app, Personalization screen, to find and manage fonts. In Windows 10, you use the Control Panel and choose the Appearance and Personalization category. Click the Fonts heading to view installed fonts.
Many fonts are shown as available in Word but must be downloaded to be used. Downloading takes place automatically when you apply the font.
Describing text
Do you remember when you learned to write? Your teacher handed out ruled paper. You copied letters and words and used the rules (lines) as a guide. These rules come from the history of printed text, where everything has a name and a purpose, as shown in Figure 1-1.
FIGURE 1-1: Text essentials.
As you progress through school and into the workplace, only the baseline remains as a guide, though the other lines still exist in the world of fonts. They’re relevant in typesetting — and in Word. Here are descriptions of the text measurements illustrated in Figure 1-1:
Baseline:
Text is written on the baseline.
Cap height:
Capital letters extend from the baseline to the cap height.
X-height:
Most lowercase letters rise to the x-height, which is named after the lowercase letter
x
and not anything mysterious.
Ascender:
Taller lowercase letters extend to the ascender line, such as the
t
shown in
Figure 1-1
.
Descender:
Lowercase letters that dip below the baseline drop to the descender line.
The purpose of these lines is consistency. Though fonts have different character shapes and sizes, these rules help the reader absorb the text. When fonts disobey the rules, the text becomes more difficult to read.
In the typesetting community, uppercase letters are known as majuscule. Lowercase letters are miniscule.
The reason uppercase and lowercase letters are given these names dates to the printing press. Majuscule letters were kept in the top or upper part of a case; miniscule letters were kept in the lower part.
Understanding text attributes
A font has many attributes to define the way the font looks and how it can be best put to use. Many of the font attributes are related to Word’s text formatting commands. Here’s the Big Picture:
Typeface: The font name is called the typeface. In Word, the font “Times New Roman” is really a typeface. Only when coupled with other attributes does it officially become a font.
Serif/sans serif: These are the two styles of typeface. A serif is a decoration added to each character, a small line or embellishment. Serifs make text easier to read, so serif typefaces are preferred for body text. Sans serif typefaces lack the decorations and are preferred for document titles and headings. Figure 1-2 illustrates serif and sans serif typefaces.
FIGURE 1-2: Typefaces of differing styles.
Proportional/monospaced: A proportionally spaced typeface uses different sized letters, so a little I and a big M are different widths. A monospaced typeface features letters all the same width, as you’d find on a typewriter. Figure 1-2 illustrates both proportional and monospace typefaces.
Size: Typeface size is measured in points, or units equal to of an inch. So, a typeface 72 points tall is 1 inch tall. The measurement is made from the typeface’s descender line to its cap height (refer to Figure 1-1).
Weight: The weight value is either part of the typeface itself or added as an effect, such as the bold text attribute. But for many fonts, the weight is selected with the typeface, as shown in Figure 1-3.
FIGURE 1-3: Typefaces of differing weights and slants.
Slant or slope: A typeface’s slope refers to how the text is angled. The most common slope is italic. Oblique text is similar to italic, but subtler. The slant can also tilt to the left, which is more of a text effect than anything you’ll commonly see associated with a typeface.
Width: Many typefaces feature condensed or narrow variations. These fonts include the same basic design, but the text looks thin or skinny.
Effects: Effects have little to do with the typeface. They are applied by Word to add emphasis or just to look cool. See the later section “Text Effects Strange and Wonderful.”
Text on a line can be manipulated to change the way it looks. For example, tracking can be adjusted to scrunch up characters on a line of text. Kerning can be applied to bring letters closer together. Later sections in this chapter describe the details.
A font is a collection of text attributes. What the computer industry calls a “font” is really a typeface.
Text is also measured from side to side. The yardstick that’s used is the width of the big
M.
That measurement is called an
em.
In digital typefaces, the
em square
is a box used for designing typefaces.
Font width varies depending on the font’s design, whether the font is heavily weighted, and whether the font is proportionally spaced or monospaced. See the next section for details on these terms.
Proportionally spaced typefaces are easier to read than monospace.
Select a heavy typeface over applying the bold text format. Word may select the heavy typeface automatically when you set the bold attribute. The result is that the heavy typeface looks better than when Word attempts to make text look bold.
Other typeface weights, not shown in
Figure 1-3
, include Book, Roman, and Heavy. Still other variations might be available, depending on how the font is designed and named.
Just as you should choose a heavy typeface instead of applying the bold text format, if an italic or oblique typeface is available, use it instead of applying the italic text format. See the next section.
Choosing the best typeface
The general rule for text design is to use sans serif fonts for titles and headings and use serif fonts for document text. Like all rules, this one is broken frequently and deliberately. Even in Word, the default document theme uses sans serif Calibri as both the body text and headings typeface.
If you have trouble choosing fonts, take advantage of the Design tab’s document themes in Word. Follow these steps:
Click the Design tab.
In the Document Formatting group, select a theme.
Each theme combines typeface elements with colors and other tidbits to help your document maintain its overall appearance.
As you point the mouse at various themes, the document’s text updates to reflect the theme’s attributes.
Choosing a new document theme is optional. You can always create your own document styles to set heading and body typefaces.
COMPUTER FONT STANDARDS
Beyond typeface and other typographical nonsense, a few digital standards rule the world of computer fonts. These standards are TrueType and OpenType.
TrueType is a digital font standard created by Apple and Microsoft. It was designed to compete with Adobe’s PostScript fonts, which rendered better on the computer screen back in the early 1990s. OpenType is the successor to TrueType, which was developed in the late 1990s.
To determine which font is which, open the Font dialog box by pressing the Ctrl+D keyboard shortcut. Choose a font, and its type is confirmed below the Preview window.
Other fonts are stirred into the mix and flagged as non-TrueType in Word. These fonts may not look as good as TrueType/OpenType fonts. You may also find that some of Word’s advanced text-effect commands don’t apply to non-TrueType/OpenType fonts.
Avoid using decorative or ornamental typefaces as your document’s text. They look nifty but make reading difficult.
A
scripted
typeface looks handwritten, and you might feel it adds a personal touch. For a short note, an invitation, or a thank-you card, that typeface works well. For a long document, however, a scripted typeface hinders readability.
Dashing about
One character on the keyboard specifically has a role when it comes to understanding fonts. It’s the lowly hyphen. This character is used to hyphenate words, to set a range (as in pages 15-16), and stands in for the minus sign in mathematical equations. The hyphen has two siblings that are based on the font size.
The em dash.
A dash equal in width to the
M
character is called an
em dash
. In Word, the keyboard shortcut Ctrl+Alt+(hyphen) produces an em-dash character, where the hyphen key is on the numeric keypad.
The en dash.
A dash equal in width to the letter
N
is an
en dash
. Its keyboard shortcut is Alt+Shift+(hyphen), where the hyphen key is on the numeric keypad.
The hyphen character itself is shorter than the en dash, but sharp-eyed typesetters (and editors) spy the difference. In modern typefaces, the em dash is the width of the uppercase M character. The en is equal in width to the uppercase N.
The em dash is used to create a parenthetical clause or as a replacement for the colon. En dashes are preferred by editors to set a range or use connections, as in topsy-turvy.
Word automatically converts a hyphen separated by spaces into an en dash. This change is part of Word’s AutoCorrect feature.
The AutoFormat feature converts two hyphens together -- into an em dash.
Violent clashes erupt between copy editors over whether to add spaces to either side of the em dash. The current victors believe no spaces should cushion the ends of the em dash. These people are incorrect and will eventually be punished.
Typography Control
Word offers some typeface options that let you manipulate the typeface in degrees beyond standard text attributes. These modifications reset text size, spacing, and position — options not normally available in a standard word processor.
Changing text scale
The Scale command changes the text size in a horizontal direction. This increase is different from the point size, which sets the typeface’s overall size. Use the Scale command to fatten or thin your text, making it wider or narrower, say for a heading or other text decoration that draws attention.
To adjust the width of a chunk of text, obey these directions:
Select the chunk of text to modify.
Press Ctrl+D.
Click the Advanced tab in the Font dialog box.
From the Scale menu, choose a percentage or type a specific value.
The larger the percentage, the wider each character becomes.
Use the Preview box in the Font dialog box to get a sense of how the command affects the selected text (from Step 1).
Click OK.
The new width is applied to your text.
Figure 1-4 illustrates the effect of changing the text scale. For each scale percentage, note that the text height (size in points) remains the same. Only the text width changes.
FIGURE 1-4: Examples of text scale.
If the typeface offers a Narrow or Wide variation, use it rather than the Scale command.
Some typefaces don’t scale well at the larger end of the spectrum. You must decide whether a scaled typeface is worth any ugliness generated by the effect.
Setting character spacing
You probably don’t think about the spacing between characters, which is exactly what a typeface designer wants. Despite all their talent and effort, Word lets you override the decisions of a typeface designer and reset the amount of space between characters. Obey these steps:
Select the text you want to expand or condense.
Press Ctrl+D to bring up the Font dialog box.
Click the Advanced tab.
From the Spacing menu, choose Expanded or Condensed to increase or reduce the space between letters in the selected text.
Manipulate the By gizmo to set how wide or narrow to set the spaces between letters.
Use the Preview box to see how the settings affect the selected text.
Click OK to set the character spacing.
As with changing the text scale (refer to the preceding section), I recommend manipulating character spacing only for document titles, headings, or other text you want to draw attention to.
Adding kerning and ligatures
To adjust the spaces between specific letters in a typeface, you can apply kerning to the text or use special character combinations known as ligatures.
Kerning is a character-spacing command that involves only specific letters. It scrunches together those characters, such as the A and V, to make the text more readable, as shown on the left in Figure 1-5. To kern text in your document, heed these directions:
Press Ctrl+D.
The Font dialog box appears.
Click the Advanced tab.
Place a check mark by the setting Kerning for Fonts.
Set a text size value in the Points and Above box.
Click OK.
Unlike other items in the Font dialog box, kerning is applied to all text throughout the document, though the text’s point size must be larger than what’s set in Step 4.
FIGURE 1-5: Examples of kerning and ligatures.
Another way to make text more readable and decrease the space between certain letters is to apply ligatures. A ligature connects two or more letters, such as the F and I in the word file, as shown on the right in Figure 1-5. Converting text in this manner is a feature of the OpenType font, so it’s not available to all typefaces. If you want to try it, follow these steps:
Select the chunk of text to which you want to apply a ligature.
Press Ctrl+D.
In the File dialog box, click the Advanced tab.
From the Ligatures menu, choose Standard Only.
If this choice has no effect on the text, choose All.
Click OK.
The All setting (refer to Step 4) adds just about every ligature possible, which may produce some funky results in the text. If so, consider scaling back your choice to Standard and Contextual.
Without kerning, some words appear to have extra space in them. Kerning addresses this issue.
Technically, kerning intrudes upon the integrity of the virtual em square around each character in a digital font. Because kerning is applied only to specific letters, the effect improves readability.
If you desire to kern all letters on a line of text, adjust the character spacing instead. Refer to the preceding section.
Not every font (typeface) sports ligatures.
You can also insert ligatures directly. On the Insert tab, choose Symbol and select More Symbols. In the Symbol dialog box, the
fi
and
fl
ligatures are found in the Symbol dialog box, under the subset Alphabetic Presentation Forms.
Adjusting text position
The two basic text-positioning commands are Superscript and Subscript, found in the Home tab’s Font group. These commands allow you to reduce the text size and shift the baseline up or down to create subscripts such as H2O and superscripts such as E=mc2. You can apply a similar effect by shifting your text’s distance from the baseline up or down, as illustrated in Figure 1-6.
FIGURE 1-6: Text baseline adjustments.
To adjust text position above or below the baseline, heed these directions:
Select the text you want raised or lowered.
Ensure that it’s a small chunk of text. Raising an entire line of text would be impractical.
Press Ctrl+D to bring forth the Font dialog box.
Click the Advanced tab.
From the Position menu, choose Raised or Lowered.
Select a point value from the By gizmo.
For example, to raise a word 3 points from the baseline, choose Raised and then 3 pt from the box.
Click OK to apply the new text position.
To remove raised or lowered text, repeat these steps and choose Normal in Step 4, and then click OK.
Raising or lowering text affects line spacing within a paragraph as well as spacing between paragraphs. If you have paragraph line spacing at the Exactly setting, the text may bump the line above or below.
The Subscript command button is shown in the margin. Its keyboard equivalent is Ctrl+=. Use this command to subscript a single character of text.
The Superscript command button is shown in the margin. Its keyboard equivalent is Ctrl+Shift+=. This command is preferred when you want to superscript a single character.
Text Effects Strange and Wonderful
To have fun with fonts, consider applying some text effects. These aren’t typeface attributes, but rather special effects applied to a font. And like all strange and wonderful things in the world of fonts, these effects are best suited for headings and titles, not for body text.
Accessing the Format Text Effects pane
To apply text effects, summon the Format Text Effects pane, illustrated in Figure 1-7.
FIGURE 1-7: The Format Text Effects pane.
To display this pane, follow these steps:
Press Ctrl+D to bring forth the Font dialog box.
Click the Text Effects button.
If this button is disabled, the current typeface cannot be manipulated.
The Format Text Effects pane features two tabs, illustrated in Figure 1-7. The left tab handles text fill and outline options. The right tab lists a host of effects.
Each item in the Format Text Effects pane is collapsible. Click the chevron to expand the item; click again to collapse, as illustrated in Figure 1-7.
To make adjustments, select the text you want to format. Work in the pane to apply the effects, which, sadly, cannot be previewed. After making adjustments, click the OK button to apply, and then click OK again to close the Font dialog box.
Changing text fill
Coloring text in a document is a standard Word command. To apply more than a solid color, however, use the Text Fill area of the Format Text Effects pane, as shown back in Figure 1-7.
Three options are available for Text Fill in the Format Text Effects pane:
No Fill removes any previously applied fill effects.
Solid Fill works just like the Font Color command, though you can use the Transparency slider to add a transparent, “ghost” effect to the text.
Gradient Fill presents multiple controls for applying a rainbow of colors to the text.
Figure 1-8 illustrates the controls available to apply different colors or shades that fade into each other as applied to the text. A sample of the specific gradient settings is shown on the right in the figure.
The key to creating the gradient is to use the Gradient Stops bar. Each stop represents a different color set at a specific position with a given transparency and brightness. These colors blend in a pattern, set by the Type and Direction options, to build the gradient.
Follow these steps to create a gradient fill pattern:
Select the text.
Gradient fill works best on titles or other decorative text element.
Press Ctrl+D.
Click the Text Effects button in the Font dialog box.
FIGURE 1-8: Gradient fill.
Click the Fill and Outline tab on the Format Text Effects pane.
Refer to Figure 1-7 for the tab’s location.
Expand the Text Fill area.
Choose Gradient Fill.
Use the Preset Gradients button to apply one of Word’s automatic gradients to the text. If you find one you like, you’re done! Merrily skip to Step 9.
Select the gradient Type.
Use the Type menu to choose one of four gradient types. In Figure 1-8 you see a Radial gradient, which fans out from a center point. The Position box sets the center point. Use the Direction button to see how the gradient is applied to the text.
Adjust the gradient’s colors.
Click the Add Stop button to add a color on the Gradient Stops bar. Set the stop’s color and other options. Use the Remove Stop button to remove a stop.
Click OK to apply the fill, and then click OK again to close the Font dialog box.
Unfortunately, the Gradient settings changes aren’t previewed live in your document. The best way to see the effect is to click OK. Use the Preview portion of the Font dialog box to check your work.
Setting a text outline
A text outline is applied as an effect; it’s not a standard font attribute. To add a decorative outline to your document’s text, obey these steps:
Select the text.
The text should be a title, heading, or other decorative text element.
Press Ctrl+D and click the Text Effects button in the Font dialog box.
Ensure that the Fill and Outline tab is chosen in the Format Text Effects pane.
Expand the Text Outline area.
Choose Solid Line or Gradient Line to set the type of outline.
For Gradient Line, you can configure the gradient color stops and other options, as discussed in the preceding section.
Use the Width gizmo to set the outline width.
Width is measured in points. Larger values show a heavier outline.
Set other options to customize how the line looks.
Several options set how the line looks:
Compound Type: Use the Compound Type menu to choose line styles, such as a double line, thick and thin lines, and more.
Dash Type: The Dash Type menu sets whether the line is solid or composed of dashes or dots in various patterns and lengths.
Cap Type: Items on the Cap Type menu set how the border goes around a curve. The options are Square, Round, and Flat. This effect doesn’t really show up unless the text is quite large or the outline is thick.
Join Type: The Join Type menu determines what happens when lines meet. As with the cap type, this effect requires large text or thick lines to show up.
Click OK, and then click OK again to view the outline effect.
The text modifications may not show up in the Font dialog box’s Preview window, so you must return to the document to witness your efforts.
To remove the text outline, choose the option No Line in Step 5.
Adding a text shadow
The Shadow effects can help a title or graphical element stand out, almost as if it’s hovering on the page, as illustrated in Figure 1-9. This effect is applied from a gallery of preset options, or you can toil creating your own by manipulating the various settings in the Format Text Effects pane. Follow these directions apply this effect:
Select the text.
The Shadow effect works best on titles and other decorative text elements.
Press Ctrl+D to bring up the Font dialog box.
Click the Text Effects button.
Click the Text Effects tab (the second letter “A”) in the Format Text Effects pane.
Refer to Figure 1-7 for the tab’s appearance and location.
Expand the Shadow area.
FIGURE 1-9: Text with a shadow attached.
Choose an item from the Presets menu button.
The best way to apply a text shadow is to choose an item from the Presets menu, shown on the right in Figure 1-9.
Use the remaining items in the Shadow portion of the Format Text Effects pane to make fine adjustments to the preset options.
Click OK, and then click OK again to view the shadow effect.
You may have to repeat these steps a few times to get the effect just right, but choosing a preset shadow (refer to Step 6) really helps to expedite the process.
Configuring text reflection and glow
The Reflection and Glow text effects work similarly to the Shadow effect, covered in the preceding section. These effects and their settings are illustrated in Figure 1-10.
FIGURE 1-10: Reflection and Glow text effects.
To best apply text Reflection and Glow effects, first select text and then choose a preset from the Presets button. (Refer to Figure 1-10.) You can make further adjustments to the effects, which requires that you click OK (twice) to view the text and then return to the Format Text Effects pane to jiggle the various controls.
The Reflection effect increases the text’s line height. Again, this type of effect works best on a chapter title or other graphical element, not on body text.
The Soft Edges effect doesn’t apply to most text (if any). It’s an echo of the Soft Edges effect applied to other graphics in a document. See
Chapter 7
.
Chapter 2
Paragraph and Page Preparation
IN THIS CHAPTER
Inserting hyphens
Numbering lists
Changing list numbering
Saving widows and orphans
Creating headers and footers
Making a header stand out
Alternating headers
Formatting a paragraph or page is basic stuff in Word. To go beyond it, you must know which standard formatting commands offer more features. The goal is customization, which helps make your document stand out. Nothing is better than the feeling you get when someone else looks at your document and wonders, “How did you do that?” This chapter provides a few paragraph and page preparation tips and tricks.
To Hyphenate or Not
Hyphenation was more of a big deal back when typewriters were the office tool of choice. When you reached the end of a line, but not the end of a word, you could hyphenate it. Cleaving a word by syllables was one way to keep the paragraph’s right margin from appearing too ragged.
Thanks to proportional typefaces, and Word’s capability to adjust spacing between words, rarely do you think about hyphenation when word processing. You can still hyphenate a long word, splitting it between two lines, which readers understand and accept. Word offers some hyphenation features to keep that right margin neat and tidy.
Hyphenation is used primarily when paragraphs are formatted at full justification.
The best time to hyphenate is when text is formatted for short lines or multiple columns on a page. It’s also good to hyphenate longer words where not doing so makes the paragraph formatting look ugly.
Hyphenation is an optional thing. I recommend using it only when the hyphenated word improves a paragraph’s visual presentation. For example, when Word spaces out a line of text to the point where it looks like a picket fence. In such instances, hyphenation is necessary.
Adding a manual hyphen
Word’s Hyphenation feature can check a document and automatically apply hyphens where needed. If you prefer to apply your own hyphenation, I recommend that you use the hyphen character (–) instead. Also called the minus sign, this character splits words at the end of a line, such as the one illustrated in Figure 2-1. See the ugly gap?
FIGURE 2-1: Hyphenating a long word.
To hyphenate the word, follow these steps:
Click the mouse to place the insertion pointer at the appropriate spot.
Press the – (hyphen) key.
The word is split betwixt two lines, as illustrated in Figure 2-1.
For better results, in Step 2 press Ctrl+(hyphen), which inserts the optional hyphen character. Unlike the standard hyphen character, the optional hyphen character vanishes from view should the word not need to be hyphenated. For example, if you re-edit the paragraph and the hyphen is no longer necessary. But it appears again, should the need arise.
You hyphenate a word between two syllables or double letters. If you don’t know the exact position, consider activating manual hyphenation as covered in the next section.
To view optional, hidden hyphens, use the Show/Hide command, shown in the margin. This command is found on the Ribbon’s Home tab in the Paragraph group. The optional hyphen character appears as the ¬ symbol when Show/Hide is active.
Automatically hyphenating text
When hyphenating words isn’t something you do often, or you’re frightened to do it wrong, you can take advantage of Word’s Hyphenation feature. In this mode, Word automatically inserts the optional hyphen characters in your text as needed. Obey these directions:
Click the Layout tab.
In the Page Setup group, click the Hyphenation button.
From the menu, choose Automatic.
When this feature is active, Word hyphenates text as necessary. You may see hyphens added and removed quickly as you work on the text.
If you prefer to review Word’s hyphenation choices, choose Manual in Step 3. You see the Manual Hyphenation dialog box, shown in Figure 2-2. Click to place the hyphen and then click Yes to hyphenate the word. Click No to leave the word unhyphenated.
FIGURE 2-2: The Manual Hyphenation dialog box.
Continue working the Manual Hyphenation dialog box to hyphenate (or not) words throughout the document. When hyphenation is complete, click OK.
Manual hyphenation isn’t interactive; it’s done all at once. So, after choosing Manual, select the None option from the Hyphenation menu to disable automatic hyphenation.
Inserting an unbreakable hyphen
An unbreakable hyphen prevents Word from splitting text you don’t want split, such as a phone number, mathematical equation, or other text that looks odd when hyphenated.
To insert the unbreakable hyphen character, press Ctrl+Shift+(hyphen). The unbreakable hyphen looks like a regular hyphen, though Word won’t split its text between two lines.
Just as you can insert an unbreakable hyphen, you can also insert a nonbreaking space when you don’t want related words split between two lines. The nonbreaking space character keyboard shortcut is Ctrl+Shift+spacebar.
Numbered Lists
Many Word users express frustration over its automatic paragraph numbering command. The problem is customization. Word can number paragraphs automatically while reducing your workload and making the text look great. But when you need to go beyond this feature’s basics, you can employ some advanced but not obvious text numbering options.
Numbering paragraphs
Word’s Numbering command not only supplies automatic numbers to sequential paragraphs, it updates the numbering for you. They remain in order when you edit or add paragraphs. Follow these steps:
Type the paragraphs.
Don’t type the numbers. If you do, you’ll engage Word’s AutoFormat As You Type feature, which you might find annoying. Therefore, just type out the list one line (or paragraph) at a time.
Select the paragraphs.
Click the Home tab.
In the Paragraph group, click the Numbering button.
If you click the button itself, the paragraphs are formatted with sequential numbers, 1 through n. Otherwise, you can click the menu button and choose a number format from the list, as shown in Figure 2-3.
FIGURE 2-3: The Numbering menu.
If you apply numbering to text as you type, press the Enter key twice to stop numbering. Or you can click the Numbering button again or choose the None option (refer to Figure 2-3) to remove the number from a paragraph.
To change the numbering style for a group of numbered paragraphs, select the lot of them and choose a new format from the Numbering button menu.
Don’t edit the paragraph numbers! If you need to renumber the paragraphs, see the later section “
Skipping paragraph numbers
.”
Adjusting numbering indents
Word formats its numbered paragraphs with a hanging indent. A tab character is automatically inserted after the number. You can use the Ruler to adjust the indent, but the process may frustrate you. Instead, you can use the Adjust List Indents dialog box. Heed these directions:
Select all numbered paragraphs.
Right-click the selection.
Choose the command Adjust List Indents.
The Adjust List Indents dialog box appears, illustrated in Figure 2-4.
FIGURE 2-4: The Adjust List Indents dialog box.
Use the gizmos in the box to set the number and text-indent positions.
These two items control both the first line and hanging indents, as illustrated in Figure 2-4.
Select the character to follow the number.
Options are a tab, a space, or nothing.
Click OK.
