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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
- Veröffentlichungsjahr: 2016
The most comprehensive guide to Microsoft Word 2016 If you're a professional who uses Word, but aren't aware of its many features or get confused about how they work best, Word 2016 For Professionals For Dummies answers all your burning questions about the world's number-one word processing software. Offering in-depth coverage of topics you won't find in Word 2016 For Dummies, this guide focuses on the professional's needs, giving you all you need to know not only do your job well, but to do it even better. As Microsoft continues to hone Word with each new release, new features are added beyond basic word processing. From using Word to create blog posts to importing data from Excel to expertly flowing text around objects, it covers the gamut of Word's more advanced capabilities--including those you probably don't know exist. Whether you're looking to use Word to build a master document, collaborate and share, publish an ebook, or anything in between, the thorough, step-by-step guidance in Word 2016 For Professionals For Dummies makes it easier. * Discover neat Word editing tips and tricks to create complex documents * Share documents and collaborate with others * Format text, paragraphs, and pages like never before * Add Excel charts and graphics to Word documents * Create an ebook Essential reading for the Word power user who wants to be more productive and efficient at work, this handy guide gives you the boost to take your skills to the next level.
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Word 2016 For Professionals For Dummies®
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2016 by John Wiley & Sons, Inc., Hoboken, New Jersey
Published simultaneously in Canada
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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. Word is 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.
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Library of Congress Control Number: 2016945537
ISBN: 978-1-119-28604-2; 978-1-119-28605-9 (ebk); 978-1-119-28606-6 (ebk)
Word 2016 For Professionals For Dummies®
To view this book's Cheat Sheet, simply go to www.dummies.com and search for “Word 2016 For Professionals For Dummies” in the Search box.
Table of Contents
Cover
Introduction
About This Book
How to Use 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
Font Control
Typography Control
Text Effects Strange and Wonderful
Find and Replace Text Formatting
Chapter 2: Paragraph Layout
A Typical Paragraph
Pure Paragraph Formatting
Hyphenation
Of Widows and Orphans
Chapter 3: Tabs and Lists
The Whole Tab Thing
Tab Cookbook
Numbered Lists
Bulleted Lists
The Multilevel List
Chapter 4: Custom Tables
Let’s Build a Table
Table Editing
Make the Table Less Obnoxious
Some Table Tricks
Adios, Table
Chapter 5: Custom Columns
The Columns Philosophy
More than One Column
Triple Columns — and More!
Chapter 6: Page Control
All about Page Formatting
Behold! A New Page!
The Big Deal with Sections
Chapter 7: Headers and Footers
Headers, Headings, Footers, Footings
Quick-Slap a Header or Footer
Your Very Own Headers and Footers
When Headers and Footers Change
Page Numbering Galore
Chapter 8: Style Methods and Madness
The World of Styles
A New Style
Style Management
Chapter 9: The Tao of Templates
Template 101
Make Your Own Template
Template Management
Part 2: Go Graphical
Chapter 10: Text and Graphics Layout
Where Text and Objects Meet
Layout Choices
Chapter 11: Drawing Objects
Shapes and Such
Shapes in Groups
Text and Graphics in Boxes
Chapter 12: Pictures and Illustrations
One Thousand Words
Image Adjustment
Picture Frame Formatting
Caption That Picture
Chapter 13: Insert Objects Weird and Amazing
Objects Beyond Mere Mortal Text
Where Word Meets Excel
Part 3: Word at Work
Chapter 14: Beyond Routine Documents
Cover Pages
Word’s Phony Watermarks
Document Tricks
Chapter 15: Different Document Types and Printer Control
Save Documents in Strange Formats
Open Documents from Strange Formats
Printer Tricks
Chapter 16: Collaboration and Sharing
Here Are My Thoughts
Look What They Did!
When Revision Marks Are Forgotten
Online Collaboration
Chapter 17: Word for Lawyers and WordPerfect Converts
Line Numbers on the Page
The Table of Authorities
Other Legal Considerations
Hello, WordPerfect User!
Part 4: Word for Writers
Chapter 18: Tools for Every Author
Behold! The Document Window
Count Your Words
Document Proofing
Tools for a Wordsmith
Chapter 19: From Brainstorm to Outline
The Outline Thing
Word’s Outline View
Outline Construction
Outline Presentation
Chapter 20: Humongous Documents
Write That Novel!
One Long Manuscript
The Master Document
Chapter 21: Document References
Table of Contents
Footnotes and Endnotes
Citations and the Bibliography
Automatic Captions
Cross-References
Glossary
Index
Chapter 22: eBook Publishing
The eBook Process
eBook Publishing Tips
Part 5: Document Automation
Chapter 23: AutoCorrect, AutoText, and AutoFormat
Know Your Autos
AutoCorrect the Boo-Boos
Instant Typing with AutoText Building Blocks
AutoFormat As You Type
Chapter 24: Document Fields
Field Philosophy
Field Cookbook
Chapter 25: The Big Macro Picture
Behold the Developer Tab
Word Macro 101
Quick Macro Access
The Joys of Macro-Enabled Documents
Macro Security
Chapter 26: More Macro Fun
The VBA Editor
Beyond Mortal Macros
Chapter 27: Dynamic Templates with Content Controls
The World of Content Controls
Useful Content Controls
Chapter 28: Final Document Preparation and Protection
Document Inspection
Document Encryption and Password Protection
Restrict and Control Document Changes
Document Recovery
Part 6: Beyond Word Processing
Chapter 29: Word and the Internet
The Backstage
Cloud Storage Options
Word and Office 365
Word on the Web
Chapter 30: Web Page Publishing
Ode to Web Publishing
Web Page Creation in Word
Chapter 31: Customize Word
General Options and Settings
Word’s Appearance
Fun with the Quick Access Toolbar
Build a Custom Tab on the Ribbon
Keyboard Customization
Chapter 32: Breaking Your Word
Quick Problems and Solutions
The Document Needs a-Fixin’
Word Repair and Recovery
Part 7: The Part of Tens
Chapter 33: Ten Fun Macros
Message Pop-Ups
Document Cleanup
Double-Indent Paragraph
Word Swap
And/Or Word Swap
Swap Sentences
Swap Header and Footer Text
Update Document Fields
Place Parenthetical Text into a Footnote
Spike Text
Chapter 34: Ten Function Key Shortcuts
F1
F2
F3
F4
F5
F6
F7
F8
F9
F10
F11
F12
About the Author
Connect with Dummies
End User License Agreement
Guide
Cover
Table of Contents
Begin Reading
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Introduction
Welcome to Word 2016 For Professionals For Dummies, a book that uncovers the truth about parapsychology and the people in Asia who hand-place sesame seeds on the hamburger buns used by Burger King. 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. This isn’t a technical book, but rather a book geared toward the professional or anyone else who is serious about the words they write. 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 simply take the copy of this book that they illegally downloaded, get 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 the 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. Those people 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
Creating custom paragraph numbers
Splitting a table between two pages
Wrapping text around an object
Opening an Excel worksheet inside of Word
Converting your WordPerfect documents
Creating the master document
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.
How to Use This Book
This is an active book. When you explore a topic, you see steps you follow to accomplish a given task or create an example. These steps involve using Word and the computer — specifically, the keyboard and mouse. If you have a touchscreen, that works as well, but it’s far more effective to use a mouse or another pointing device.
The mouse can point, click, double-click, and right-click. These are the basic mouse activities used through the text. The click always means a left-click. Point means to position the mouse at a certain location on the screen but not to click.
The mouse pointer is referred to as “the mouse pointer,” and its common icon is shown in the margin. This pointer is often called the cursor.
In a document’s text, the mouse pointer changes to the I-beam pointer, shown in the margin. When you click the mouse in the text, you move the insertion pointer, which shows where new characters appear as you type. I may also refer to the insertion pointer as the toothpick cursor.
Keyboard shortcuts are shown like this:
Ctrl+D
Press and hold the Ctrl (Control) key and then tap the D key.
Multiple key combinations are also presented:
Ctrl+Shift+S
Here you press Ctrl and Shift together and then tap the S key. Release all the keys.
Word presents its commands on a Ribbon. The commands are organized into tabs and then groups. Each command is a button, and the button’s artwork appears in this book’s margins.
Some buttons feature menus. To view the menu, you either click the button itself or click a down-pointing triangle next to the button. The text directs you whether to click the button or its menu.
When a menu features a submenu, this text uses the following format to show how the submenu or command is chosen:
Page Number ⇒ Current Position ⇒ Plain Number
This direction tells you to click the Page Number button and, from its menu, choose the Current Position submenu and then the Plain Number item.
Other, more specific directions for some of the unusual things Word does are explained throughout the text.
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 Word 2016, which is the current version of Word as this book goes to press. Some of this book may apply to Word 2013 and possibly Word 2010, but the material isn’t specific to those releases. You can have the stand-alone version of Word 2016, or you can use the Office 365 subscription version. Any differences between versions are noted in the text.
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 software.
Parts of this book reference other Office applications — specifically, Excel and Outlook. Even so, you don’t need to have these programs installed to get the most from the book.
If you need more basic information on Word, I can recommend Microsoft Word 2016 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 and micons. The icons 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
The publisher maintains a support page with updates or changes that occur since this book has gone to press. You’ll also find bonus content in the form of an online cheat sheet, which isn’t really cheating and definitely isn’t a sheet.
To peruse the online content, visit www.dummies.com, but that’s not the right page. You’ll need to search for Word 2016 For Professionals For Dummies, and open the Download tab on this book’s dedicated page. I’d offer more specific information, but I don’t have any further details. Even I don’t know where the online material is really hidden. When I asked, the publisher muttered something about “elves” and she then proceeded to consume dry coffee grounds.
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.
My email address is [email protected]. Yes, that’s my real address. I reply to all email I receive, and you’ll get a quick reply if you keep your question short and specific to this book or to Word itself. 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:
www.wambooli.com
This book’s specific support page can be found at
www.wambooli.com/help/word
I provide frequent updates and posts on that page, offering bonus information on Word, supplements to this book, tips, tricks, trivia, and fun. And, there’s only one little advertisement on the page and no pop-ups.
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.
Find out how to lay out a paragraph.
Learn how to organize text with tabs and lists.
Work with tables and information in a grid.
Customize columns of text in a document.
Get to know about page formatting.
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
Accessing text formatting commands
Setting text scale and spacing
Raising or lowering text
Exploring oddball text effects
Working with hidden text
Replacing text formatting
When graphical computer operating systems appeared in the 1980s, users found themselves infectiously attracted to fonts. People played with text formatting, spicing up documents in frivolous and crude ways. It was fun, but odious: Documents looked like someone had hired a color-blind man to paint a house.
The adoration for fonts hasn’t diminished over time, but people today have a bit more respect for a document’s text. In a professional environment, you want to choose a font that’s appropriate, tasteful, and consistent with a good layout and design. You can hire a graphic artist, but while you remain cheap, you can rely upon Word’s various typeface tools to assist you.
A Knowledge of Fonts
I blame the Macintosh. A menu on the first MacPaint and MacWrite programs was called Font. It listed a variety of what are more properly termed typefaces. That’s what the typesetters call them. A font is a combination of typeface, size, style, and other attributes. But never mind; the term font has stuck.
A
typesetter
is someone who puts type on the page. The process once involved block letters, hot lead, and meticulous craftsmanship. Today, typesetters are considered layout artists. They follow the guidelines set by a graphic designer to create a page of text or, in the digital realm, a web page.
A
graphic designer
is someone who chooses elements that look good on a page. This list includes typefaces, margins, graphics, and other design elements. The designer and layout artist are often the same person.
Though
typeface
is the preferred term, I use both
typeface
and
font
throughout this book. These days, both terms are interchangeable, though technically not the same.
Describing text
You might remember when you learned to write and your teacher handed out ruled paper. You copied letters and words and used the rules (lines) as a guide. Those rules weren’t arbitrarily drawn on the page. They come from the history of printed text, where everything has a name and a purpose, as illustrated in Figure 1-1.
FIGURE 1-1: Text essentials.
Here are descriptions of the text measurements shown 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 height, such as the
t
shown in
Figure 1-1
.
Descender:
Lowercase letters that dip below the baseline drop to the descender.
The purpose of these lines is consistency. Though letters have different shapes and sizes, these rules help the reader absorb the text. When letters disobey the rules, the text becomes more difficult to read.
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.
Half of an em is an en, which is also the width of the letter N. That measurement isn’t as precise as the em, because, in many typefaces, the en isn’t exactly half the width of an em.
Two ems make an M&M, which is delicious and often eaten in great numbers.
Grade-school lined paper features the baseline, x-height, and cap height lines. As you progress through school and even into the workplace, only the baseline remains as a guide, though the other lines still exist in the world of fonts.
In many fonts, the cap height and ascender are at the same position.
The x-height can be set high, as shown in
Figure 1-1
, but often it marks the midpoint between the baseline and cap height. Its location depends on the typeface design.
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.
A dash equal in width to the M character is called an
em dash
. A space equal in width to the M character is an
em space
.
The
en dash
is equal in width to the letter
N.
An
en space
is a space of the same width.
A
hyphen
is a character, shorter than the en dash.
Use a hyphen to hyphenate words or as a minus sign.
The hyphen appears on the PC’s keyboard, next to the 0 key on the top row and in the upper right corner of the numeric keypad.
Use an en dash to specify a range, such as pages 22–24.
The keyboard shortcut to generate an en dash in Word is Ctrl+Alt+(hyphen) where the hyphen key is next to the 0 on the PC’s keyboard.
The em dash is used to create a parenthetical clause or as a replacement for the colon. Violent clashes erupt between copy editors over whether to add spaces on 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 be punished eventually.
In Word, the keyboard shortcut Ctrl+Alt+Shift+(hyphen) produces an em-dash character, where the hyphen key is on the numeric keypad.
In most modern typefaces, the en dash isn’t exactly half the width of the em dash, but it remains equal to the width of the uppercase
N.
The typeface used in Figure 1-1 is Calibri, which is Word’s default body text or Normal style font.
Understanding text attributes
A font has many attributes, which 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. Yeah: Technically, a font is a typeface. Apple, you really screwed up everyone.
Serif / sans serif: The two styles of typeface are serif and sans serif. 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 widths for each letter, 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 to its cap height. On a computer, the size is measured by an em square, which is the width and height of the letter M.
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 right, 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: Finally come the effects, which have little to do with the typeface. These affects are applied by Word to add emphasis or just 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.
Fonts are installed into Windows, not Word. You must access the Control Panel (even in Windows 10) and choose the Appearance and Personalization category. Click the Fonts heading to view installed fonts.
Fonts are installed on your PC in the Windows\Fonts folder.
Proportionally spaced typefaces are easier to read.
Computers traditionally use monospace fonts for programming and other historically text-only documents. The benefit is that the text’s characters line up evenly into columns.
The old typewriters produced monospace text. The two styles, elite and pica, refer to text approximately 10 points and 12 points tall, respectively. The term
pica
is also a unit of measurement, equal to 1⁄6 of an inch — which is 12 points.
Beyond proportional and monospace and serif and sans serif, typefaces can be scripted, foreign, decorative, ornamental, or a plethora of variations.
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.
Italic and oblique text are two different types of slant.
Italic
is often a specific design, whereas
oblique
is simply a subtle slant to the standard typeface.
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.
Selecting the proper 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.
Avoid using decorative or ornamental typefaces in your document. 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.
Choosing a new document theme is optional. You can always create your own document styles to set heading and body typefaces.
Until Word 2007, the normal body text typeface was Times New Roman. The heading typeface was Helvetica or Arial.
FONT SPECIFICATIONS AND STANDARDS
Beyond typeface and other typographical nonsense, a few digital standards rule the world of computer fonts. You may have heard the names: 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. 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.
Font Control
In Word, the term font is used over typeface, which is inaccurate but acceptable. Don’t let the nomenclature get in the way. The purpose of the Font command is to select the type of text used in your documents.
Exploring the Font group
The first place you most likely go to control text in your document is the Font group on the Ribbon’s Home tab. It hosts commands for basic typeface selection and manipulation, as illustrated in Figure 1-4.
FIGURE 1-4: The Font group.
The two key items in the Font group set the typeface and text size. Other common attribute commands are available, such as Bold and Italic, as well as commands for text effects, text color, capitalization, and highlighting.
Text formatting commands in the Font group are applied to any new text you type or to selected text.
Many of the commands shown in the Font group are echoed on the Mini Toolbar, which appears when you select or right-click text.
Capitalization and highlighting commands are not text formats or attributes. They manipulate the way text looks but don’t affect the typeface.
The Clear All Formatting command resets all font attributes and modifications back to the underlying style. So, if the style is Calibri 11-point text, click the Clear All Formatting button to restore selected text to that style.
The keyboard shortcut for the Clear All Formatting command is Ctrl+spacebar.
Using the Font dialog box
For detailed control over the text format, use the Font dialog box. It offers far more controls than are found on the Ribbon. Follow these steps to summon the Font dialog box:
Click the Home tab.
In the Font group, click the dialog box launcher.
The Font dialog box is shown in Figure 1-5.
FIGURE 1-5: The Font dialog box.
And now, the shortcut key: Press Ctrl+D to quickly summon the Font dialog box.
The Font tab in the Font dialog box (on the left in Figure 1-5) is the traditional, go-to place for standard text-attribute application and formatting fun. More interesting and unusual text-manipulation commands are found on the Advanced tab (on the right in Figure 1-5). Even more text effects are available when you click on the Text Effects button, illustrated in the figure. These options are discussed in the later section “Text Effects Strange and Wonderful.”
Settings made in the Font dialog box are applied to any new text that’s typed or to any selected text.
The Automatic font color (refer to
Figure 1-5
) is the color set by the current style or the document theme. For the Normal style, the color is black.
Refer to the next section for information on the +Body and +Headings fonts, shown in the Font dialog box.
Choosing fonts with a theme
To spare you the expense of hiring a graphics designer, Word comes with multiple sets of document themes. These are organized by elements such as heading and body fonts, colors, and effects. The purpose isn’t to replace styles, but rather to offer preset combinations that work well together. In fact, you don’t need to mess with document themes, if you don’t want to.
To view available documents, click the Design tab. Themes are available from the Themes button, which includes all theme elements: fonts, colors, and effects. The Style Set gallery is used to select specific fonts. Individual theme attributes can be set as well, as illustrated in Figure 1-6.
FIGURE 1-6: Document themes.
The Fonts button in the Document Formatting group shows a list of fonts you can choose from to replace the current document theme. These fonts become the +Body and +Heading fonts, shown in the Fonts dialog box. (Refer to Figure 1-5.)
Selecting a new font, or any document theme element, immediately affects all aspects of the document — if you’re using Word’s standard styles from the Normal template. If you’ve set your own styles, theme changes may not have any effect.
Changing the default font
The default font is set in the Normal template, which Word uses for any new document without a specific template assigned. The Normal style in the Normal template is preset to match the document theme, but you can change that setting. Follow these steps:
Press Ctrl+D.
The Font dialog box appears.
Choose the typeface you want to use for all new documents opened in Word.
Say you want to use Times New Roman. If so, choose that typeface in the Font dialog box.
Set the text size.
Set any additional text attributes.
You probably don’t want to set any additional attributes, but if so, do it now.
Click the button Set As Default.
Word prompts you to indicate whether you want to make the change only for the current document or for all new documents based on the Normal template.
Choose the option All Documents Based On the Normal.dotm Template.
Click OK.
From this point onward, all new documents that you create use the typeface and size and any other attributes you selected.
To start a new document in Word, press Ctrl+N.
This change doesn’t affect documents that use a template other than Normal.
Typography Control
Word offers some typeface options that go beyond standard text formatting. These controls let you manipulate the typeface in degrees beyond standard attributes. The modifications let you reset text size, spacing, and position. They also let you hide text, which is a curious attribute, yet it remains a valid option in Word.
Changing text scale
The Scale command changes the text size in a horizontal direction, so it’s different from point size, which sets the typeface’s overall size. Use the Scale command to fatten or thin your text, making it wider or narrower.
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.
Choose a percentage value from the Scale menu, or type a specific scale.
The larger the percentage, the wider each character becomes.
Use the Preview box in the Font dialog box to get an idea of how the command affects the selected text (from Step 1).
Click OK.
The new width is applied to your text.
Figure 1-7 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’s width changes.
I don’t recommend setting the text scale for your document’s body text. This type of command is best suited for headings or other document elements where unusually sized text draws attention.
Setting a very narrow text width is one way to generate a font size that’s otherwise too small to produce.
If the typeface offers a Narrow or Wide variation, use that 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.
FIGURE 1-7: Examples of text scale.
Setting character spacing
You probably don’t think about the spacing between characters, which is exactly what a typeface designer wants. Despite all that talent and effort, Word lets you override the decisions of a typeface designer and reset the amount of space between characters in a line of text.
To condense or expand spaces between each letter, 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 Expand 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. Figure 1-8 illustrates some of the settings.
Click OK to set the character spacing.
FIGURE 1-8: Character spacing settings.
As with changing the text scale (refer to the preceding section), I recommend manipulating character spacing only for document titles and headings.
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. 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, as long as the text’s point size is larger than what’s set in Step 4.
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. 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 that 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. 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 H20 and superscripts such as E=mc2. You can apply a similar effect to your text by shifting the baseline up or down, as illustrated in Figure 1-9.
FIGURE 1-9: 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 can affect 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. See
Chapter 2
for more information on paragraph line spacing.
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
If you really want to have fun with fonts, you can apply some of Word’s 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.
The WordArt command is a great shortcut to stick interesting text into your document. For most fancy text times, choosing this command saves you a lot of time and frustration. See Chapter 13 for information on WordArt.
Accessing the Format Text Effects pane
To apply text effects, you summon the Format Text Effects pane, illustrated in Figure 1-10.
FIGURE 1-10: 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.
The button is found near the lower left corner of the dialog box. If it’s disabled, the current typeface cannot be manipulated.
The Format Text Effects pane features two tabs, illustrated in Figure 1-10. 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 triangle to expand the item; click again to collapse, as illustrated in Figure 1-10.
To make adjustments, select the text you want to format. Work 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
The Font dialog box, as well as the Font group on the Home tab, features the Font Color button. To apply color to the font’s outline as well as use more than just a solid color, you access the Text Fill area of the Format Text Effects pane; refer to Figure 1-10.
The Solid Fill option works just like the Font Color command: Choose Solid Fill and select a color. Use the Transparency slider to add a transparent, or ghost, effect to the text.
When you choose Gradient Fill, the pane changes to show many more controls. A gradient features different colors or shades that fade into each other, similar to the text shown in Figure 1-11, which features a gradient fill effect.
FIGURE 1-11: Gradient fill.
The options available for Gradient Fill are numerous, as illustrated on the right in Figure 1-11. The key is the Gradient Stops bar, which features different color settings at different positions. The settings blend along the bar to build the gradient pattern.
Here are the general steps taken to create a gradient fill pattern:
Select the text.
Gradient fill works best on titles and perhaps on a caption or another graphical element. It would look horrid if applied to a heading or body text.
Press Ctrl+D.
Click the Text Effects button in the Font dialog box.
Click the Fill and Outline tab on the Format Text Effects pane.
Refer to Figure 1-10 for the tab’s location.
Expand the Text Fill area.
Choose Gradient Fill.
Select a fill from the Preset Gradients button or create your own fill.
Click OK to apply the fill, and then click OK again to close the Font dialog box.
If you opt to create your own fill (refer to Step 7), you set two or more stops on the Gradient Stops bar, selecting a color for each stop: Click on the bar to set a stop, and then choose a color from the Color button menu.
To remove a stop, use the mouse to drag it from the Gradient Stops bar. You can also use the Remove Stop and Add Stop buttons, illustrated in Figure 1-11.
Four types of gradients are available, as chosen from the Type menu. In Figure 1-11 you see a Radial gradient, which fans out from a center point. The Position box is what sets the center point. Use the Direction button to see how the gradient is applied to the text.
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 font has both a fill color and an outline color. The Font Color command affects only the fill, not the outline. To add an outline or a border to text, you apply the Text Outline effect.
Obey these steps to add a text outline:
Select the text.
The text doesn’t need to have a fill color; the Automatic color (usually, black) works fine. You can, however, set No Fill as the text color, in which case only the outline shows up.
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.
Click OK, and then click OK again to view your effects.
The text modifications may not show up in the Font dialog box’s Preview window, so you must return to the document to view your efforts.
In Step 7 you can further manipulate the line’s look, depending on which line attribute you choose:
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.
As with other settings in the Format Text Effects pane, you must set your options and then click OK to view the results in the Font dialog box.
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 1-12. This effect is applied from a gallery of preset options, or you can toil on your own with various settings in the Format Text Effects pane.
FIGURE 1-12: Text with a shadow attached.
The Shadow effect is found in the Format Text Effects pane. Obey these directions to apply the effect to selected text in your document:
Select the text.
The Shadow effect works best on titles and perhaps decorative text elements.
Press Ctrl+D to bring up the Font dialog box.
Click the Text Effects button.
Click the Effects tab in the Format Text Effects pane.
Refer to Figure 1-10 for the tab’s appearance and location.
Expand the Shadow area.
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 1-12.
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 1-13.
FIGURE 1-13: 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 1-13.) 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 does increase 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 12
.
Creating hidden text
Perhaps the strangest font attribute is hidden text. You won’t find this setting in the Format Text Effects dialog box, because it’s more of a deception than an effect: What’s the point of writing something that doesn’t show up on the screen or in a printed document? I honestly can’t think of any proper situation, but the command is available.
To hide text, follow these steps:
Select the text you want to disappear.
The text isn’t deleted; it’s merely hidden.
Press Ctrl+D to summon the Font dialog box.
Place a check mark by the Hidden item.
The Hidden item is found on the Font tab in the Effects area.
Click OK.
The text is hidden.
Now that the text is hidden, the big question is, “How do I get it back?” In fact, how do you even find the text?
The easy way to view hidden text is to use the Show/Hide command, located on the Home tab in the Paragraph group. Its icon is shown in the margin. Click the button, and hidden text appears in the document with a dotted underline, as shown in Figure 1-14.
FIGURE 1-14: Hidden text appears with a dotted underline.
You can also direct Word to show hidden text all the time. Heed these steps:
Click the File tab.
Choose Options.
The Word Options dialog box appears.
Choose Display from the list of categories on the left side of the dialog box.
In the Always Show area, place a check mark by the option Hidden Text.
Click OK.
Though you can make hidden text visible, it doesn’t print unless you direct Word to also print the hidden text. To do so, repeat Steps 1 through 3 in the preceding list, but also place a check mark by the item Print Hidden Text.
Then again, if you’re going to show and print hidden text, why hide it in the first place?
Hidden text affects document proofing. That’s because the proofing tools (spelling and grammar) ignore the hidden text.
