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- Herausgeber: John Wiley & Sons
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
- Veröffentlichungsjahr: 2018
The bestselling beginner's guide to Microsoft Word Whether you've used older versions of this popular program or have never processed a single word, this hands-on guide gets you going with the latest version of Microsoft Word. In no time, you'll begin editing, formatting, proofing, and dressing up your Word documents like a pro. In this leading book about the world's number one word processing application, Dan Gookin talks about using Microsoft Word in friendly, easy-to-follow terms. Focusing on the needs of the beginning Word user, it provides everything you need to know about Word--without any painful jargon. * Covers the new and improved features found in the latest version of Word * Create your own templates * Explains why you can't always trust the spell checker * Offers little-known keyboard shortcuts If you're new to Word and want to spend more time on your actual work rather than figuring out how to make it work for you, this new edition of Word X For Dummies has you covered.
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Word 2019 For Dummies®
Published by: John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030-5774, www.wiley.com
Copyright © 2019 by John Wiley & Sons, Inc., Hoboken, New Jersey
Published simultaneously in Canada
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Library of Congress Control Number: 2018956415
ISBN: 978-1-119-51406-0; ISBN: 978-1-119-51405-3 (ebk); ISBN: 978-1-119-51408-4 (ebk)
Word 2019 For Dummies®
To view this book's Cheat Sheet, simply go to www.dummies.com and search for “Word 2019 For Dummies Cheat Sheet” in the Search box.
Table of Contents
Cover
Introduction
About This Book
How to Use This Book
Foolish Assumptions
What’s Not Here
Icons Used in This Book
Where to Go from Here
Part 1: Your Introduction to Word
Chapter 1: Hello, Word!
Start Your Word Day
Behold the Word Program
End Your Word Day
Chapter 2: The Typing Chapter
Input Devices Galore
Keyboard Do’s and Don’ts
Stuff That Happens While You Type
Part 2: Your Basic Word
Chapter 3: To and Fro in a Document
Document Scrolling
Move the Insertion Pointer
Return to the Previous Edit
Go to Wherever with the Go To Command
Chapter 4: Text Editing
Remove Text You Don’t Want
Split and Join Paragraphs
Soft and Hard Returns
Undo Mistakes with Undo Haste
Chapter 5: Search for This, Replace It with That
Text Happily Found
Replace Found Text
Chapter 6: Blocks o’ Text
Meet Mr. Block
Mark a Block of Text
Manipulate a Block of Text
Chapter 7: Spell It Write
Check Your Spelling
AutoCorrect in Action
Grammar Be Good
All-at-Once Document Proofing
Document Proofing Settings
Chapter 8: Documents New, Saved, and Opened
Some Terms to Get Out of the Way
Behold! A New Document
Save Your Stuff!
Open a Document
Recover a Draft
Chapter 9: Publish Your Document
Your Document on Paper
Electronically Publishing Your Document
Part 3: Fun with Formatting
Chapter 10: Character Formatting
Text-Formatting Techniques
Basic Text Formats
Text Transcending Teensy to Titanic
More Colorful Text
Change Text Case
Clear Character Formatting
Behold the Font Dialog Box
Chapter 11: Paragraph Formatting
Paragraph-Formatting Rules and Regulations
Justification and Alignment
Make Room Before, After, or Inside Paragraphs
Paragraph Indentation Madness
Chapter 12: Tab Formatting
Once Upon a Tab
The Standard Left Tab Stop
The Center Tab Stop
The Right Tab Stop
The Decimal Tab
The Bar Tab
Fearless Leader Tabs
Tab Stop, Be Gone!
Chapter 13: Page Formatting
Describe That Page
Page Numbering
New Pages from Nowhere
Page Background Froufrou
Chapter 14: More Page Formatting
Slice Your Document into Sections
That First Page
Headers and Footers
Chapter 15: Style Formatting
The Big Style Overview
Make Your Own Styles
Style Tips and Tricks
Chapter 16: Template and Themes Formatting
Instant Documents with Templates
Templates of Your Own
The Theme of Things
Chapter 17: Random Drawer Formatting
Weird and Fun Text Effects
Steal This Format!
Automatic Formatting
Center a Page, Top to Bottom
Part 4: Spruce Up a Dull Document
Chapter 18: They’re Called Borders
The Basics of Borders
The Borders and Shading Dialog Box
Stick a thick line between paragraphs
Chapter 19: Able Tables
Put a Table in Your Document
Text in Tables
Table Modification
Chapter 20: Columns of Text
All about Columns
Column Termination
Chapter 21: Lots of Lists
Lists with Bullets and Numbers
Document Content Lists
Footnotes and Endnotes
Chapter 22: Here Come the Graphics
Graphical Goobers in the Text
Image Layout
Image Editing
Image Arrangement
Chapter 23: Insert Tab Insanity
Characters Foreign and Funky
Spice Up a Document with a Text Box
Fun with Fields
The Date and Time
Part 5: The Rest of Word
Chapter 24: Multiple Documents, Windows, and File Formats
Multiple Document Mania
Many, Many Document Types
Chapter 25: Word for Writers
Organize Your Thoughts
Large Documents
Dan’s Writing Tips
Chapter 26: Let’s Work This Out
Comments on Your Text
The Yellow Highlighter
Look What They've Done to My Text, Ma
Collaborate on the Internet
Chapter 27: Mail Merge Mania
About Mail Merge
The Main Document
The Recipient List
Fold in the Fields
Preview the Merged Documents
Mail Merge, Ho!
Chapter 28: Labels and Envelopes
Labels Everywhere
Instant Envelope
Chapter 29: A More Custom Word
A Better Status Bar
The Quick Access Toolbar
Customize the Ribbon
Part 6: The Part of Tens
Chapter 30: The Ten Commandments of Word
Thou Shalt Remember to Save Thy Work
Thou Shalt Not Use Spaces Unnecessarily
Thou Shalt Not Abuse the Enter Key
Thou Shalt Not Neglect Keyboard Shortcuts
Thou Shalt Not Manually Number Thy Pages
Thou Shalt Not Force a New Page
Thou Shalt Not Forget Thy Undo Command
Honor Thy Printer
Thou Shalt Have Multiple Document Windows Before Thee
Neglecteth Not Windows
Chapter 31: Ten Cool Tricks
Side-to-Side Page Movement
Automatic Save with AutoRecover
Accelerate the Ribbon
Ancient Word Keyboard Shortcuts
Build Your Own Fractions
Electronic Bookmarks
Lock Your Document
The Drop Cap
Map Your Document
Sort Your Text
Chapter 32: Ten Bizarre Things
Equations
Video in Your Document
Hidden Text
The Developer Tab
Hyphenation
Document Properties
Document Version History
Collect-and-Paste
Click-and-Type
Translations
Chapter 33: Ten Automatic Features Worthy of Deactivation
Bye-Bye, Start Screen
Restore the Traditional Open and Save Dialog Boxes
Turn Off the Mini Toolbar
Select Text by Letter
Disable Click-and-Type
Paste Plain Text Only
Disable AutoFormat Features (×4)
Index
About the Author
Connect with Dummies
End User License Agreement
Guide
Cover
Table of Contents
Begin Reading
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Introduction
The only thing standing between you and your writing is your word processor. Yeah, I know: It’s supposed to be helpful. Well, it tries. Computers can do only so much. But you, as a smart person, are capable of so much more, which is why I’m guessing you opened this book.
Welcome to Word 2019 For Dummies, which removes the pain from using Microsoft’s latest, greatest, most confusing word processing software ever! This book is your friendly, informative, and entertaining guide to getting the most from Word 2019.
Be warned: I’m not out to force you to love Word. This book won’t make you enjoy the program. Use it, yes. Tolerate it, of course. The only promise I’m offering is to ease the pain that most people feel from using Microsoft Word. Along the way, I kick Word in the butt, and I hope you enjoy reading about it.
About This Book
I don’t intend for you to read this book from cover to cover. It’s not a novel, and if it were, it would be a political space opera with an antihero and a princess fighting corrupt elected officials who are in cahoots with an evil intergalactic urban renewal development corporation. The ending would be extremely satisfying.
This book is a reference. Each chapter covers a specific topic or task you can accomplish by using Word 2019. Within each chapter, you find self-contained sections, each of which describes how to perform a specific task or get something done. Sample topics you encounter in this book include
Moving a block
Check your spelling
Save your stuff!
Text-formatting techniques
Working with tables in Word
Plopping down a picture
Mail merge, ho!
I give you no codes to memorize, no secret incantations, no tricks, no presentations to sleep through, and no wall charts. Instead, each section explains a topic as though it’s the first thing you read in this book. Nothing is assumed, and everything is cross-referenced. Technical terms and topics, when they come up, are neatly shoved to the side, where you can easily avoid reading them. The idea here isn’t for you to master anything. This book’s philosophy is to help you look it up, figure it out, and get back to work.
How to Use This Book
You hold in your hands an active book. The topics between this book's yellow-and-black covers are all geared toward getting things done in Word 2019. All you need to do is find the topic that interests you and then read.
Word uses the mouse and keyboard to get things done, but mostly the keyboard.
I use the word click to describe the action of clicking the mouse’s main (left) button.
This is a keyboard shortcut: Ctrl+P. Press and hold down the Ctrl (Control) key and type the letter P, just as you would press Shift+P to create a capital P.
Sometimes, you must press more than two keys at the same time, such as Ctrl+Shift+T. Press Ctrl and Shift together and then press the T key. Release all three keys.
Commands in Word 2019 exist as command buttons on the Ribbon interface. I may refer to the tab, the command group, and then the button itself to help you locate that command button.
Menu commands are listed like this: Table ⇒ Insert Table. This direction tells you to click the Table command button and then choose the Insert Table item from the menu that appears.
Some of Word’s key commands are kept on the File screen. To access that screen, click the File tab on the Ribbon. To return to the document, click the Back button, found in the upper left corner of the File screen and shown in the margin. Or you can press the Esc key.
When I describe a message or something else you see onscreen, it looks like this:
Why should I bother to love Evelyn when robots will
eventually destroy the human race?
If you need further help with operating your computer, I can recommend my book PCs For Dummies, 14th Edition (Wiley). It contains lots of useful information to supplement what you find in this book.
Foolish Assumptions
This book was written with the beginner in mind, but I still make a few assumptions. Foremost, I assume that you're a human being, though you might also be an alien from another planet. If so, welcome to Earth. When you conquer our planet, please do Idaho last. Thanks.
Another foolish assumption I make is that you use Windows as the computer's operating system. For Word 2019, you must use Windows 10. The Office 365 version of Word is similar to Word 2019 and it runs on older versions of Windows, though it’s not the same. Differences between Word 2019 and Office 265 Word are mentioned in the text. This book doesn’t specifically address the Macintosh version of Word, which is different.
This book doesn’t cover using Windows. Word is a program (software) that runs under the Windows operating system. You must understand both to get the most from your PC.
Throughout this book, I use the term Word to refer to the Microsoft Word program. The program may also be called Word 2019 or even Microsoft Office Word 2019. It’s all Word as far as this book is concerned. Word 2019 is part of the Microsoft Office 2019 suite of programs. This book doesn’t cover any other part of Microsoft Office, though I mention Excel and Outlook wherever they encroach on Word’s turf.
What’s Not Here
This book covers using Word for anyone from a bare beginner to a modestly sophisticated scrivener. More advanced material is covered in its companion book, Word 2016 For Professionals For Dummies. I recommend that book if you really want to dig into advanced topics such as manuscript preparation, using Word in a legal office, programming macros, and other “professional” word processing duties. The title covers Word 2016 specifically, but nearly all of it also applies to Word 2019.
Icons Used in This Book
This icon flags useful, helpful tips or shortcuts.
This icon marks a friendly reminder to do something.
This icon marks a friendly reminder not to do something.
This icon alerts you to overly nerdy information and technical discussions of the topic at hand. The information is optional reading, but it may enhance your reputation at cocktail parties if you repeat it.
Where to Go from Here
Start reading! Behold the table of contents and find something that interests you. Or look up your puzzle in the index.
Read! Write! Let your brilliance shine!
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 place errata and updates on that page, as well as write frequent blog posts with Word information, tips, and tricks.
To find this book’s online Cheat Sheet, simply go to www.dummies.com and search for Word 2019 Cheat Sheet in the Search box.
Enjoy this book. And enjoy Word. Or at least tolerate it.
Part 1
Your Introduction to Word
IN THIS PART …
Learn how to start Word 2019 and decipher the Word screen.
Familiarize yourself with how to quit and minimize Word 2019.
Get to know the PC keyboard and the touchscreen.
Learn how to read the status bar and discover secret symbols representing special characters in your text.
Chapter 1
Hello, Word!
IN THIS CHAPTER
Starting Word
Deciphering the Word screen
Understanding the Ribbon
Zooming in and out
Quitting Word
Minimizing Word
According to the popular book Pencils For Dummies, the pencil is the ultimate word processing tool. It’s easy to use, it’s wireless, and it features the original Undo command, in the form of an eraser. And that’s about as funny as Pencils For Dummies gets.
As a writing tool, the pencil remains popular and easy to figure out, but it’s not that technologically advanced. Your typical Ticonderoga #2 lacks many of the powerful capabilities you find in a sophisticated application like Microsoft Word, which is why Word requires a more formal introduction.
Start Your Word Day
As a digital resident of your PC, Microsoft Word serves as a loyal subject to the king of computer realm, Windows. To get work done in Word, you must contend with the multitudinous ways available in Windows to start the Word program. These methods can vary from the obvious to the obnoxiously cryptic, so instead I present you with the three most common ways to start your Word day:
Before you can use Word, your computer must be on and ready to work. So turn on your PC, laptop, or tablet if it’s not already on and toasty. Log in to Windows.
Do not attempt to make toast in your computer.
Ensure that you sport a proper posture as you write. Your wrists should be even with your elbows. Your head should tilt down only slightly, though it’s best to look straight ahead. Keep your shoulders back and relaxed. Have a minion gently massage your feet.
Other nerdy terms for starting a program: Run. Launch. Open. Fire up. Beg. Thrash. Whimper.
Starting Word the traditional way
Propriety demands that I show the traditional, boring way to start Word. I’ll be quick:
Press the Windows key on the keyboard.
The Windows key is adorned with the Windows logo icon, which I won’t illustrate here because it changes more frequently than teenage fashion. The key is nestled between the Ctrl and Alt keys to the left of the spacebar. A duplicate is found on the right side of the spacebar on desktop computers. Use either key.
Look for Microsoft Word on the Start menu.
The item might be titled Word or Word 2019 or something similar.
If you don’t find Word right away in Windows 10, click the All Apps button to hunt it down. In Windows 7, click the All Programs button.
Sometimes Word is found on a Microsoft Office or Office 2019 folder or submenu.
Click the Word icon or button to start the program.
Watch in amazement as the program unfurls on the screen.
Starting Word the best way
The best way to start Word, and the way I do it every day, is to click the Word icon on the taskbar. Word starts simply and quickly.
The issue, of course, is how to get the Word icon on the taskbar. If the icon doesn’t appear on the taskbar, follow these steps to add it:
Find the Word icon on the Start menu.
See the preceding section, Steps 1 and 2.
Right-click the Word icon.
Choose the command More, Pin to Taskbar.
The Pin to Taskbar command might appear directly on the right-click menu; otherwise, you find it on the More submenu.
The Word icon is pinned (permanently added) to the taskbar. From there you need click it only once to start the program.
Opening a document to start Word
You use the Word program to create documents, which are stored on your computer in much the same way as people pile junk into boxes and store them in their garages. To start Word, open a Word document. Follow these steps:
Locate the Document icon.
Use your Windows kung fu to open the proper folders and hunt down a Word document icon, similar to the one shown in the margin.
Double-click the icon.
This step is a standard Windows operation: Double-click an icon to open a program. In this case, opening a Word document starts the Word program.
The document is opened and presented on the screen, ready for whatever.
You use Word to create documents. They’re saved to storage on your computer or in the cloud. Details are offered in
Chapter 8
.
The document name is assigned when it’s originally saved. Use the name to determine the document’s contents — providing that it was properly named when first saved.
Documents are files. As such, they are managed by Windows. If you need to find a lost document or rename it or organize your documents into a folder, you use Windows, not Word.
Behold the Word Program
Like all programs in Windows, Word offers its visage in a program window. It’s the place where you get your word processing work done.
Working the Word Start screen
After starting Word, you may first see something called the Word Start screen, as shown in Figure 1-1. It’s friendlier than that ominous empty page that has intimidated writers since the dawn of paper.
FIGURE 1-1: The Word Start screen.
You can use the Start screen to open a previously opened document, start a new document based on a template, or start with a blank document.
Previously opened documents are listed on the left side of the window, as illustrated in Figure 1-1. Word’s templates are found under the Featured heading. Templates you’ve created appear under the Personal heading. Click a template thumbnail to create a new document based on that template.
To start on a blank document, click the Blank Document template. Then you see the ominous empty page, which I wrote about earlier.
Once you’ve made your choice, Word is ready for you to start writing. Word is also equally content if you just stare at the screen and await inspiration.
The Word Start screen doesn't appear when you open a document to start Word. Refer to the earlier section “
Opening a document to start Word
.”
You can disable the Start screen so that Word always opens with a blank document. See
Chapter 33
.
A
template
is a document that contains preset elements, such as formatting, styles, text, and possibly graphics. You use a template to help you start a common type of document, such as a résumé, a report, or an angry letter to the editor.
The Word Start screen appears only when you first start the Word program. It doesn’t appear when you start a new document while the Word program window is already open.
Examining Word’s main screen
Writing is scary enough when you first see that blank page. With a computer, the level of terror increases because Word festoons its program window with all kinds of controls and doodads. I recommend that you refer to Figure 1-2 to get an idea of some basic terms. Ignore them at your peril.
FIGURE 1-2: Word's visage.
The details of how all these gizmos work, and the terms to describe them, are covered throughout this book. The good news is that the basic task of typing text is straightforward. See Chapter 2 to get started.
To get the most from Word’s window, adjust its size: Use the mouse to drag the window’s edges outward. You can also click the window’s Maximize button (refer to Figure 1-2) to have the window fill the screen.
The largest portion of Word’s screen is used for composing text. It looks like a fresh sheet of paper. If you choose to use a template to start a new document, this area may contain some preset text.
Working the Ribbon
An important part of Word’s interface is the Ribbon. It's where a majority of Word’s commands dwell and where settings are made. These items appear as buttons, input boxes, and menus.
The Ribbon is divided into tabs, as shown in Figure 1-3. Each tab holds separate groups. Within the groups, you find the command buttons and doodads that carry out various word processing duties.
FIGURE 1-3: The Ribbon.
To use the Ribbon, first click a tab. Then scan the group names to locate the command you need. Finally, click the button to activate the command or to display a menu from which you can choose a command. This book describes finding commands on the Ribbon in exactly this manner: tab, group, command button.
Some items on the Ribbon are controls that let you input text or values or adjust other settings.
Buttons with menus attached appear with a downward-pointing triangle to the right of the icon, as illustrated in
Figure 1-3
.
Galleries on the Ribbon display a smattering of tiles. To see them all, click the Show Gallery button in the gallery’s lower right corner, also shown in
Figure 1-3
.
Use the Dialog Box Launcher icon in the lower right corner of a group to open a dialog box that’s relevant to the group's function. Not every group features a dialog box launcher.
The amazingly frustrating thing about the Ribbon is that it can change. Some tabs may appear and disappear, depending on what you're doing in Word.
To ensure that you always see all the command buttons, adjust the program’s window as wide as is practical.
Clicking the File tab replaces the contents of the Word window with a screen full of commands and other information. To return to the Word window, click the Back button (shown in the margin) or press the Esc key.
Showing and hiding the Ribbon
Microsoft may believe that showing and hiding the Ribbon is a feature, one that you control according to your preferences. I find that this option frustrates most people, especially when you unintentionally hide the Ribbon.
To resolve Ribbon frustrations, use the Ribbon Display Options menu, located in the upper right area of the Word window and illustrated in Figure 1-3. Choose an item to determine how to display the Ribbon. Your choices are
Auto-Hide Ribbon:
The most annoying choice, the Ribbon appears only when you hover the mouse pointer near the top of the document.
Show Tabs:
With this choice, only the Ribbon’s tabs appear. Click a tab to show the bulk of the Ribbon, which disappears again after you’ve chosen a command.
Show Tabs and Commands:
This option shows the entire Ribbon — tabs and commands — as illustrated in
Figures 1-2
and
1-3
. This is the choice you probably want.
To temporarily hide the Ribbon, click the Collapse the Ribbon button, labeled in Figure 1-3. To bring back the Ribbon, click a tab, and then at the spot where the Hide the Ribbon button appears, click the Pushpin icon, shown in the margin, to make the Ribbon stay open.
I recommend that you keep the Ribbon visible as you discover the wonders of Word.
The online version of Word shows a different Ribbon than the Windows program does. This book doesn’t cover the online version specifically, though I recommend that you learn to use the Word program first, and then go online and enjoy (or not) that version of Word.
Working with Word on a tablet
If you’re using Word on a tablet, you can adjust the spacing between buttons on the Ribbon by activating Touch mode. This spacing feature makes the Ribbon more useful in Touch mode. Follow these steps:
Click or touch the Customize Quick Access Toolbar button.
The button appears to the right of the Quick Access toolbar buttons. (Refer to Figure 1-2.)
Choose Touch/Mouse Mode.
The Touch Mode button appears on the Quick Access toolbar, shown in the margin.
Tap the button to switch the Ribbon between Mouse and Touch modes. In Mouse mode, the buttons on the Ribbon appear closer together. In Touch mode, more space is added between the buttons, which makes it easier for your stubby fingers to tap the proper command.
Changing the document view
Just to keep you on your toes, Word offers multiple ways to view your document in its window. The blank area where you write, which should be full of text by now, can be altered to present information in different ways. Why would you want to do that? You don’t! But it helps to know about the different ways so that you can change them back.
The standard way to view a document is called Print Layout view. It’s the view shown in this book, and it’s how Word typically presents a document. A virtual page appears on the screen, with four sides, like a sheet of paper with text in the middle. What you see on the screen is pretty much what you’ll see in the final results, whether printed or published as an electronic document.
The other views are
Read Mode:
Use this view to read a document like an eBook. The Ribbon and pretty much the rest of Word is hidden while in Read mode.
Web Layout:
This view presents your document as a web page. It’s available should you use Word’s dubious potential as a web page editor.
Outline:
This mode helps you organize your thoughts, as covered in
Chapter 25
.
Draft:
Draft view presents only basic text, not all the formatting and fancy features, such as graphics.
To switch between Read Mode, Print Layout, and Web Layout views, click one of the View buttons, found in the lower right corner of the Word program window. (Refer to Figure 1-2.)
To get to Outline and Draft views, as well as to see all View modes in one location, click the View tab and choose the appropriate command button from the Views group.
When your document looks weird in the Word program window, switch back to Print Layout view to fix the problem. Click the Print Layout button on the status bar, or click the View tab and choose Print Layout in the Views group.
Making text look larger or smaller
When the information in Word’s window just isn’t big enough, don’t increase the font size! Instead, whip out the equivalent of a digital magnifying glass, the Zoom command. It helps you enlarge or reduce your document’s presentation, making it easier to see or giving you the Big Picture look.
Several methods are available to zoom text in Word. The most obvious is to use the Zoom control found in the lower right corner of the Word window, on the status bar. Adjust the slider right or left to make the text larger or smaller, respectively.
To set specific zoom sizes, click the 100% button on the status bar. Use the Zoom dialog box to set a size based on percentage, page width, or even multiple pages.
Zooming doesn't affect how a document prints — only how it looks on the screen.
For more specific zoom control, click the View tab and use the commands found in the Zoom group.
If the computer’s mouse has a wheel button, you can zoom by holding the Ctrl key on your keyboard and rolling the mouse wheel up or down. Rolling up zooms in; rolling down zooms out.
If you find that the document zoom has changed accidentally, it’s probably because of the Ctrl+mouse wheel trick described in the preceding bullet.
Word has plenty of document-viewing tools that work similarly to the Zoom command, including side-by-side page presentation and tools for viewing multiple documents. See
Chapter 24
for details.
CAJOLING WORD TO HELP YOU
Like most Windows programs, a Help system is available in Word. Press the F1 key to summon this support, which displays the Word Help pane on the side of the document window. There you can type a topic, a command name, or even a question in the box to search for help.
The F1 key also works any time, and the information displayed tends to be specific to whatever you’re doing in Word.
Little buttons that look like question marks appear in various places in the program. Click one of these buttons to also summon Word Help.
In the age of Google, Word also offers a Tell Me What You Want to Do help box on the Ribbon. Type a topic or question in the box and press the Enter key to see a quick list of commands or suggestions, or to obtain online help. Oh, and yes: Word’s Help works best when your computer has an Internet connection.
End Your Word Day
It's the pinnacle of etiquette to know when and how to excuse oneself. For example, the phrase “Well, I must be off” works a lot better than growling, “I wish you all would rot” before leaving a family dinner. The good news for Word is that’s completely acceptable to quit the program without hurting its feelings.
Quitting Word
When you've finished word processing and you don't expect to return to it any time soon, quit the Word program. Click the X button in the upper right corner of the Word program window. (Refer to Figure 1-2.)
The catch? You have to close each and every Word document window that’s open before you can proclaim that you’ve completely quit Word.
The other catch? Word won’t quit during that shameful circumstance when you’ve neglected to save a document. If so, you’re urged to save, as shown in Figure 1-4. My advice is to click the Save button to save your work; see Chapter 8 for specific document-saving directions.
FIGURE 1-4: Better click that Save button.
If you click the Don’t Save button, your work isn’t saved and Word quits. If you click the Cancel button, Word doesn’t quit and you can continue working.
You don't have to quit Word just to start editing another document. Refer to the next couple of sections for helpful, time-saving information.
After quitting Word, you can continue to use Windows to accomplish whatever task comes next. Or you can choose to do something relaxing, like playing
Baby Vampire Killer IV.
Closing a document without quitting Word
You don't always have to quit Word. For example, if you're merely stopping work on one document to work on another, quitting Word is a waste of time. Instead, you close the first document. Follow these steps:
Click the File tab.
The File screen appears. Commands line the left side of the screen, as shown in Figure 1-5.
Choose the Close command.
Save the document, if you’re prompted to do so.
The shame! Always save before closing. Tsk-tsk.
FIGURE 1-5: The File tab screen.
After the document has closed, you return to the main Word window. You don’t see a document in the window, and many command buttons are dimmed (unavailable). At this point, you can create a new document or open a document you previously saved.
Bottom line: There’s no point in quitting Word when all you want to do is start editing a new document.
There’s no urgency to close a document. I keep mine open all day, saving frequently. Occasionally, I wander off to do something not work related, like play a game or see who’s being obnoxious on Facebook. To return to the document at any time, click its button on the Windows taskbar.
The keyboard shortcut for the Close command is Ctrl+W. This command may seem weird, but it’s a standard keyboard shortcut used to close documents in many programs.
To swiftly start a new, blank document in Word, press Ctrl+N.
Setting Word aside
Don’t quit Word when you know that you’ll use it again soon. In fact, I've been known to keep Word open and running on my computer for weeks at a time. The secret is to use the Minimize button, found in the upper right corner of the screen. (Refer to Figure 1-2.)
Click the Minimize button to shrink the Word window to a button on the taskbar. With the Word window out of the way, you can do other things with your computer. Then when you're ready to word-process again, click the Word button on the taskbar to restore the Word window to the desktop.
Chapter 2
The Typing Chapter
IN THIS CHAPTER
Knowing the keyboard and mouse
Using the spacebar
Using the Enter key
Observing the status bar
Minding the space between pages
Showing and hiding hidden characters
Dealing with weird underlines
Word processing is about using a keyboard. It’s typing. That’s the way computers were used for years, long before the mouse and all the fancy graphics became popular. Yep — ask a grizzled old-timer and you’ll hear tales of unpleasant text screens and mysterious keyboard commands that would tie your fingers in knots. Things today aren’t that bad.
Input Devices Galore
When you process words, you type: clickity-clack-clack. You use your fingers and one thumb to manipulate the computer keyboard. It’s an important part of getting text on a page, but also important is the mouse. No, you don’t type with the mouse, but you do some pointing and clicking in addition to clickity-clack-clacking.
Using the PC keyboard
I’m sure you can easily recognize a computer keyboard, but do you know the technical terms that refer to its various keys?
Relax: No one does.
Rather than look at all 100+ keys as a single, marauding horde, consider how the keys are clustered into groups, as illustrated in Figure 2-1. To best use Word and understand how the keyboard is referenced in this book, it helps to know the general keyboard areas illustrated in the figure.
FIGURE 2-1: A typical PC keyboard.
Of all the keys, a few play important roles in the word processing task. They are
Enter:
Marked with the word
Enter
and sometimes a cryptic, bent-arrow thing, use this key to end a paragraph of text. See the later section “
Pressing the Enter key
.”
Spacebar:
The only key with no symbol, it inserts a space between words and sentences. Yes, just one space. See the later section “
Whacking the spacebar
.”
Tab:
This key inserts the Tab character, which shoves the next text you type over to the next tab stop. Using this key properly is an art form.
Chapter 12
is dedicated to typing tabs and setting tab stops.
Backspace and Delete:
Use these keys to back up and erase text. Read more about these keys in
Chapter 4
.
Every character key you press on the keyboard produces a character in your Word document, on the blank part where you write. Typing those character keys over and over is how you create text in a word processor.
A laptop keyboard’s layout is different from the desktop keyboard layout, as shown in
Figure 2-1
. Typically, laptop keyboards lack a numeric keypad. The cursor keys are clustered tightly around the typewriter keys in unusual and creative patterns. The function keys might be accessed by pressing special key combinations.
Keys on the numeric keypad can be number keys or cursor keys. The split personality is evident on each key cap, which displays two symbols. When the Num Lock key’s lamp is on, the keys generate numbers. When the lamp is off, the keys serve as duplicate cursor keys.
Cursor keys control the cursor, which is officially known as the
insertion pointer
in Microsoft Word. The cursor keys include the four arrow keys (up, down, left, right) and also the keys Home, End, PgUp (or Page Up), PgDn (or Page Down), Insert, and Delete.
Ctrl is pronounced “control.” It’s the control key.
The Delete key may also be labeled Del on the keyboard.
The modifier keys — Shift, Ctrl, and Alt — work in combination with other keys.
Working an onscreen keyboard
Two-in-one laptops and tablets sport an onscreen keyboard, which you can use to type text in Word. You can also draw text, scribble, and perform a host of other options. For email or short missives, the onscreen keyboard is great! For true word processing, however, attach the keyboard.
When it’s not possible to use a real keyboard, here are my onscreen keyboard thoughts and suggestions:
The onscreen keyboard’s operation works basically the same as a real keyboard: You type text using your fingers, albeit probably not as fast as on a physical keyboard.
Accessing some of the specialized keys (function keys, cursor keys, and so on) is problematic. Sometimes they’re available by choosing a different touchscreen keyboard layout, but often they’re not available at all.
Using the Ctrl key on the onscreen keyboard is a two-step process: Tap the Ctrl key, and then touch another key — for example, Ctrl and then the S key for Ctrl+S.
Not all Ctrl-key combinations in Word can be produced by using the onscreen keyboard.
Refer to
Chapter 1
for information on activating Touch mode, which makes it easier to use Word on a tablet.
Understanding the mouse pointer
Though word processing is a keyboard thing, you inevitably lift your hand from the keyboard to fondle the computer mouse. Use the mouse to choose commands, move around the document, and select text. Specific information on these tasks is found throughout this book. For now, it helps to understand how the mouse pointer changes its appearance as you work in Word:
For editing text, the mouse pointer becomes the I-beam.
For choosing items, the standard 11 o’clock mouse pointer is used.
For selecting lines of text, a 1 o’clock mouse pointer is used.
The mouse pointer changes its appearance when the click-and-type feature is active: Teensy lines appear below and to the left and right of the I-beam mouse pointer. Refer to Chapter 32 for information on click-and-type.
When you point the mouse at a command button or any icon on the Word screen, you see a pop-up information bubble. The text in the bubble describes the command and perhaps offers a hint on how the command is used.
Keyboard Do’s and Don’ts
You don’t need to be a 70-words-per-minute touch typist to use a word processor. And if you don’t know how to type, see the nearby sidebar, “Do I need to learn to type?” — although I can tell you that the answer is “Yes, you need to learn to type.” It also helps to know a few typing do’s and don’ts that are particular to word processing.
“DO I NEED TO LEARN TO TYPE?”
No one needs to learn to type to use a word processor, but you do yourself a favor when you learn. My advice is to get a computer program that teaches you to type. I can recommend the Mavis Beacon Teaches Typing program, even though I don’t get any money from her and none of her children resembles me. I just like the name Mavis, I suppose.
The program Typing Instructor Platinum is also recommended.
No matter which software you choose, knowing how to type makes the word processing chore a wee bit more enjoyable.
Following the insertion pointer
Text you compose in Word appears at the insertion pointer’s location. The insertion pointer looks like a flashing vertical bar:
|
Characters appear before the insertion pointer, one at a time. After a character appears, the insertion pointer hops to the right, making room for more text.
The insertion pointer moves as you type, but its location can be set to any position in the document’s text.
Chapter 3
covers moving the insertion pointer around in more detail.
Some documentation refers to the insertion pointer as a cursor. The mouse pointer might also be referred to as a cursor. For clarity, this book refers to the insertion pointer and mouse pointer without using the term cursor.
Whacking the spacebar
Pressing the spacebar inserts a space character into the text. Spaces are important between words and sentences. Withoutthemreadingwouldbedifficult.
The most important thing to remember about the spacebar is that you need to whack it only once when word processing. Only one space appears between words and after punctuation. That's it!
I'm serious! Back in the dark ages, typing instructors directed students to use two spaces between sentences. That extra space was necessary for readability because typewriters used monospaced characters. On a computer, however, the extra space does nothing and potentially leads to formatting woes down the road.
Anytime you feel like using two or more spaces in a document, use a tab instead. Tabs are best for indenting text as well as for lining up text in columns. See
Chapter 12
for details.
Backing up and erasing
When you make a typo or another type of typing error, press the Backspace key on the keyboard. The Backspace key moves the insertion pointer back one character and erases that character. The Delete key also erases text, though it gobbles up characters to the right of the insertion pointer.
See Chapter 4 for more information on deleting text.
Pressing the Enter key
In word processing, you press the Enter key only when you reach the end of a paragraph. Do not press the Enter key at the end of a line.
When your text wanders precariously close to the right margin, Word automatically wraps the last word on the line down to the next line. This word wrap feature eliminates the need to press Enter at the end of a line.
Don’t use the Enter key to double-space your text. Double-spacing is a paragraph format in Word. See
Chapter 11
for more information.
Don’t press the Enter key twice to add extra space between your paragraphs. That extra space is added automatically, provided it’s part of the paragraph format, also covered in
Chapter 11
.
If you want to indent a paragraph, press the Tab key after pressing Enter. As with other word processing rules and regulations, paragraphs can be indented automatically, provided that format is applied, as covered in (you guessed it)
Chapter 11
.
Stuff That Happens While You Type
As you madly compose your text, fingers energetically jabbing the buttons on the keyboard, you may notice a few things happening on the screen. You might see spots. You might see lines and boxes. You may even see lightning! All are side effects of typing in Word. They’re normal, and they’re presented to help you.
Watching the status bar
The reason it's called the status bar is that it shows you the status of your document, updating information as you type. A collection of information appears, starting at the left end of the status bar and marching right, as shown in Figure 2-2.
FIGURE 2-2: Stuff that lurks on the status bar.
Use the status bar’s information to see which page and line you’re editing, the word count, and so on.
The details that appear on the status bar are customizable. Chapter 29 explains how to control what shows up and how to hide items on the status bar.
Observing page breaks
As your document gains length, Word shows you where one page ends and another page begins. This visual assistance helps you keep elements on the same page, but also shows you how text flows between pages.
The visual clue for a new page is shown in Figure 2-3. In Print Layout view, the page break appears graphically. Text above the ethereal void is on one page, and text below the void is on the next page.
FIGURE 2-3: The page break in Print Layout view.
In Draft view, the page break appears as a line of dots marching from left to right across the document. In other views, the page break may not show up at all, in which case you use the status bar to determine the current page. For example, when the page-number indicator changes from 6 to 7, you’ve started a new page.
You can change the gap between pages in Print Layout view. Point the mouse at the gap. When the mouse pointer changes, as shown in the margin, double-click to either close or open the gap.
Don’t force a page break by pressing the Enter key a gazillion times! Instead, see
Chapter 13
for information on inserting page breaks (new pages) in Word.
The topic of page breaks brings up the concept of widows and orphans, which refer to a single line of text at the page's top or bottom, respectively. Word automatically moves such text to the next or previous page to prevent widows and orphans from happening.
Working collapsible headers
You may see a tiny triangle to the left of various headings in your documents, as shown in the margin. These triangles allow you to expand or collapse all text in the header’s section. Click once to collapse the text; click again to expand it.
See Chapter 25 for a longer discussion of collapsible headers, as well as information on Word’s Outline view.
Dealing with spots and clutter in the text
There’s no cause for alarm if you see spots — or dots — amid the text you type, such as
This•can•be•very•annoying.¶
What you're seeing are nonprinting characters. Word uses various symbols to represent things you normally don’t see: spaces, tabs, the Enter key, and more. These jots and tittles appear when the Show/Hide feature is activated:
Click the Home tab.
In the Paragraph group, click the Show/Hide command button.
The button features the Paragraph symbol as its icon, shown in the margin.
To hide the symbols again, click the Show/Hide command button a second time.
Why bother with showing the goobers? Sometimes, it's useful to check out what's up with formatting, find stray tabs visually, or locate missing paragraphs, for example.
WordPerfect users: The Show/Hide command is as close as you can get to your beloved Reveal Codes command.
The keyboard shortcut for the Show/Hide command is Ctrl+Shift+8. Use the 8 on the typewriter area of the keyboard, not the numeric keypad.
The Paragraph symbol is called the pilcrow.
Understanding colorful underlines
When Word underlines your text without permission, it’s drawing your attention to something amiss. These special underlines are not text formats. Here are a few of the underlines you may witness from time to time:
Red zigzag:
Spelling errors in Word are underlined with red zigzags. See
Chapter 7
.
Blue zigzag:
Grammatical and word choice errors are flagged with a blue zigzag underline. Again, see
Chapter 7
.
Blue underlines:
Word courteously highlights web page addresses by using blue underlined text in your document. You can Ctrl+click the blue underlined text to visit the web page.
Red lines:
You may see red lines in the margin, underneath text, or through text. If so, it means that you’re using Word’s Track Changes feature. See
Chapter 26
.
Beyond these automatic underlines, you can apply the underline format to your text, choosing the type of underline and its color. See Chapter 10.
DICTATE THY PROSE
An option for some versions of Word is using dictation instead of typing to generate text. To confirm that your edition of Word sports this feature, look for the Voice group on the Home tab, which features the Dictation button, shown nearby. If you’re prompted, activate the feature, which requires your computer to have a microphone attached and configured.
To dictate text, click the Dictate button. A red “Record” icon appears on the button, indicating that Word is ready to translate your utterances into text. Whatever you say appears in the document, almost immediately and with fair accuracy. You can dictate some punctuation, such as period, comma, and new line to start a new paragraph.
Click the Dictate button again to disable this feature.
Part 2
Your Basic Word
IN THIS PART …
Discover how to use the scroll bars, move the insertion pointer, and get around with keyboard shortcuts.
Find out how to delete characters, lines, sentences, paragraphs, and pages. You'll also be introduced to the lifesaving Undo command.
Learn how to find and replace text in your documents.
Work with blocks of text and see how you can mark, select, copy, move, and paste blocks.
Customize the spell checker and AutoCorrect settings.
Get familiar with how to preview and print your documents, both on paper and electronically.
Chapter 3
To and Fro in a Document
IN THIS CHAPTER
Using the scroll bars
Moving the insertion pointer
Getting around with keyboard shortcuts
Getting lost and getting back
Using the Go To command
A computer screen is only so big. Your Word document can be much larger, perhaps requiring several monitors all stacked atop each other so that you could view it all at once. That somehow seems impractical. Therefore, Word offers techniques to let you hop, skip, and jump around your document hither, thither, and yon.
Document Scrolling
It’s ironic that the word scroll is used when referring to an electronic document. The scroll was the first form of portable recorded text, existing long before bound books. On a computer, scrolling is the process by which you view a little bit of a big document in a tiny window.
Working the vertical scroll bar
The document portion of the Word program window features a vertical scroll bar, illustrated in Figure 3-1. The scroll bar’s operation is similar to the scroll bar in any Windows program. As a review, the figure illustrates the mouse’s effect on parts of the scroll bar.
FIGURE 3-1: The vertical scroll bar.
A key feature in the scroll bar is the elevator button. (Refer to Figure 3-1
